SCHOOL OF COMPUTING AND INFORMATICS

BIT1106: -INTRODUCTION TO COMPUTER APPLICATION

PACKAGES

Additional Instructional materials for BIT1106

@JAN – APRIL 2023

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 INTRODUCTION TO MS WORD.

INTRODUCTION:
 A word processor is software or a device that allows users to create, edit, and print documents. It
enables you to write text, store it electronically, display it on a screen, modify it by entering commands
and characters from the keyboard, and print it.
 Examples of word processing programs include Microsoft Word, WordPerfect (Windows only),
AppleWorks (Mac only), and OpenOffice.org.
1.0 Starting Microsoft Word 2010

Steps:

1. Click start button

2. Click all programs
3. Click Microsoft office folder
4. Click Microsoft Word 2010

1.2 Saving a new word document

1. Click file tab
2. Click save as
3. Type file name in the file name box
4. Select the location to save your document
5. Click save button

1.3 Saving changes on an existing document

1. Click file tab
2. Click save

1.4 Copying a text

1. Highlight the text that you want to copy.
2. On the Home tab, in the Clipboard group, click Copy.
3. Click on the new position then.
4. On the Home tab, in the Clipboard group, click Paste.
Alternative
1. Highlight the text that you want to copy
2. Right click on the highlighted text
3. Select copy on the pop up menu
4. Right click on the new position
5. Click paste option and select one of the paste options
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1.5 Cut /move a text box
1. Highlight the text that you want to move
2. On the Home tab, in the Clipboard group, click Cut .
3. Click on the new position then.
4. On the Home tab, in the Clipboard group, click Paste.
Alternative
1. Highlight the text that you want to move
2. Right click on the highlighted text
3. Select cut on the popup menu: NB notice the text disappears
4. Right click on the new position
5. Select any paste option

1.6 Formatting Text

Formatting a document can range from modifying text size to adding graphics. It is easy to add creative touches
to any document with the options Microsoft Word has to offer.
Modifying Fonts
The Font Group allows you to change your text font style, size, color and many other elements.
1. Highlight the text you would like to modify.
2. Click on the drop down arrow of font style and font size and select the changes you would like to make.
3. While text is highlighted you can also click on the color, bold, italics or underline commands to modify
the text even more

1.7 Change Text Case

You can change the case of selected text in a document by clicking a single button called Change Case on the
ribbon.
1. Highlight the text for which you want to change the case.
2. On the Home tab, in the Font group, click Change Case.
3. Choose an option from the dropdown list, which includes: Sentence case, lowercase, UPPERCASE,
Capitalize Each Word, and tOGGLE cASE.

1.8 Bulleted or Numbered List

Insert Bulleted or Numbered List
1. Click on the area where you would like your list to appear or highlight the text you would like to be in a
list.

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 2. Go to the Home tab, in the Paragraph group,
3. Click Bullets or Numbering.
4. A bullet(s) or number(s) will be inserted.
1.9Working with Graphics
a) Inserting Shapes
1. On the Insert tab, in the Illustrations group, click Shapes.
2. A drop down menu will appear, click the shape that you want.
3. Click anywhere in the document, and then drag to place the shape.

b) Insert Clip Art

1. On the Insert tab, in the Illustrations group, click Clip Art.
2. A Clip Art task pane will appear on the right of your screen, in the Search for box, type a word or phrase
that describes the clip art that you want.
3. Click Go.
4. In the list of results, double click on the clip art to insert it into your document.

2.0 Tables
Using tables in Word can provide you with additional elements to any document. Tables can be used to create
lists or format text in an organized fashion.
Inserting a Table
1. Click where you want to insert a table.
2. On the Insert tab, in the Tables group, click Table
3. A drop down box will appear; click and hold your mouse then drag to select the number of rows and columns
that you want inserted into your document. You will see your table appearing in your document as you drag on
the grid.

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4. Once you have highlighted the rows and columns you would like let go of your mouse and the table will be in
your document

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 SPREADSHEETS (MS EXCEL 2007/2010)

INTRODUCTION:
 A spreadsheet is a table used to store various types of data. The data is arranged in rows and columns to make
it easier to store, organize, and analyze the information.

 Spreadsheet applications (sometimes referred to simply as spreadsheets) are computer programs that let you
create and manipulate spreadsheets electronically. In a spreadsheet application, each value sits in a cell. You
can define what type of data is in each cell and how different cells depend on one another.

Definitions
 Row -Rows run horizontally in an Excel worksheet. They are identified by a number in the row header. In
Excel 2003, there are 65,536 rows in each worksheet. In Excel 2007, there are more than one million rows.
 Column-Columns run vertically in a spreadsheet and help to identify the location of data. Each column is
identified by a letter in the column header.
There are 256 columns in an Excel 2003 worksheet. In Excel 2007, there are more than 16,000.
 Cell- Is the intersection point between a row and a column . Cells are the basic storage unit for data in a
spreadsheet.
 Worksheet-Worksheet is a single page or sheet in a spreadsheet program such as Exce which is made up of a
combination of cells.
 Workbook-A workbook is a spreadsheet file. By default, each workbook in Excel contains three pages or
worksheets.

Starting Excel
 Go to the Start Button on the Desktop and press it. Click on All Programs.
 Then click on Microsoft Office, then Microsoft Office Excel 2007.
 This opens the Excel 2007 program.

To Create a new workbook

 Click on the office button
 Click on new
 On the new workbook dialogue box, click on blank workbook
 Click on create
 A new workbook is created

To save a workbook
 Click the Microsoft Office Button
 Click on Save As. Type in the name for the Workbook
 In the Save as Type box, choose Excel 97-2003 Workbook
 select the location to save your file
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  In the file name box type your file name
 Click on save
Inset, delete, hide and unhide rows and columns and worksheets
To Insert Rows:
 Select the row below where you want the new row to appear.
 Click the Insert command in the Cells group on the Home tab. The row will appear.
 The new row always appears above the selected row.
 Make sure that you select the entire row below where you want the new row to appear and not just the
cell. If you select just the cell and then click Insert, only a new cell will appear.

To Insert Columns:
 Select the column to the right of where you want the column to appear.
 Click the Insert command in the Cells group on the Home tab. The column will appear.
 The new column always appears to the left of the selected column. For example, if you want to insert a
column between September and October, select the October column and click the Insert command. Make
sure that you select the entire column to the right of where you want the new column to appear and not
just the cell. If you select just the cell and then click Insert, only a new cell will appear.

To Delete Rows and Columns:

 Select the row or column you’d like to delete.
 Click the Delete command in the Cells group on the Home tab..

To Insert a New Worksheet:

 Left-click the Insert Worksheet icon. A new sheet will appear. It will be named Sheet4, Sheet5 or whatever
the next sequential sheet number may be in the workbook.
OR
 Press the Shift and the F11 keys on your keyboard.

Deleting Worksheets
 Any worksheet can be deleted from a workbook, including those that have data in it. Remember, a
workbook must contain at least one worksheet.
 To Delete One or More Worksheets:
 Click on the sheet(s) you want to delete.
 Right-click the sheet(s) and a menu appears.
 Select Delete.
OR
 Select the sheet you want to remove.
 Click the drop-down arrow next to Delete in the Cells group on the Home tab.
 From the menu that appears, select Delete Sheet.

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To Modify Column Width:
 Position the cursor over the column line in the column heading and a double arrow will appear.
 Left-click the mouse and drag the cursor to the right to increase the column width or to the left to decrease
the column width.
 Release the mouse button.
OR
 Left-click the column heading of a column you'd like to modify. The entire column will appear highlighted.
 Click the Format command in the Cells group on the Home tab. A menu will appear.
 Select Column Width to enter a specific column measurement.
 Select AutoFit Column Width to adjust the column so all the text will fit.

To Modify the Row Height:

 Position the cursor over the row line you want to modify and a double arrow will appear.
 Left-click the mouse and drag the cursor upward to decrease the row height or downward to increase the
row height.
 Release the mouse button.
OR
 Click the Format command in the Cells group on the Home tab. A menu will appear.
 Select Row Height to enter a specific row measurement.
 Select AutoFit Row Height to adjust the row so all the text will fit.

Renaming worksheets
 Right-click the sheet tab to select it.
 Choose Rename from the menu that appears. The text is highlighted by a black box.
 Type a new name for the worksheet.
 Click off the tab. The worksheet now assumes the descriptive name defined.
OR
 Click the Format command in the Cells group on the Home tab.
 Select Rename Sheet. The text is highlighted by a black box.
 Type a new name for the worksheet.

Creating a simple formula.

A Formula in Ms-Excel always begins with an equal (=) sign. Ms-Excel uses this sign to differentiate between a
Label (text) and a Formula. The equal sign tells Ms-Excel that the characters that follow constitute a formula.
Following the equal sign are the elements to be calculated called Operands or Arguments. The Arguments are
separated by calculation operators, and enclosed by an opening & closing parentheses (brackets).
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  Click on the cell in which you want to enter the formula.
 Type the = (equal sign) to activate the Formula bar. The equal sign (=) tells Ms-Excel that you are entering
a formula in the cell.
 Type the formula directly into the Formula box.
To tell Ms-Excel where to find the data that will be used in the calculation, type a cell reference.
 Press the ENTER key. Ms-Excel immediately calculates & shows the result in the cell, while the formula is
displayed in the Formula bar.
You can change the order of operations by using parenthesis. E.g., to calculate B4+25, then divide the result by the
sum of the values in cells D5, E5 and F5, the formula would be:
=(B4+25)/SUM(D5:F5)
In this example, the parentheses around the first part of the formula forces Ms-Excel to calculate B4+25 first, then
divide the result by the sum of the values in cells D5, E5, and F5.

Creating a formula that contains a function.

• Click the cell where the result of the formula will be displayed.
• On the Insert menu, click Function, (or click the Paste Function button on the toolbar).
• Click a function from the Function Category list. When you select a function, a description of the function
appears in the dialog box.
Click the OK button.
• Type in the arguments to compute in the parentheses in the formula. To enter a range, use a Colon to
separate the first & the last cells in the range, or use a Comma to separate reference to individual cells.
• After you complete the formula, click the OK button or press the ENTER key.
Note. The structure of a function begins with an Equal sign (=), followed by the Function name, & the Arguments
for the function. The Arguments are separated by commas or a colon, and enclosed in an opening & closing
parenthesis.

Performing advanced Calculations in spreadsheet. Adding Numbers.

To Add all numbers in a contiguous row or column.
You can insert a sum for a range of cells automatically using the AutoSum (Σ) button on the Standard toolbar.
• Click a cell below the column of numbers or to the right of the row of numbers.
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 • Click AutoSum on the Standard toolbar. Ms-Excel suggests a formula.
• To accept the formula, press the ENTER. To change the suggested formula, select the range before
pressing the ENTER key.

To Add numbers that are not in a contiguous row or column.

Use the SUM function. SUM adds all the numbers in a range of cells.
Syntax: SUM(number1,number2,…..)
Number1,number2,… are the arguments for which you want the total value or sum.
Example 1: Cells A2, A3 & A4 contain values -5, 15, and 30.
To add Formula
The numbers in the cells A2 to A4. =SUM(A2:A4)
The numbers in cells A2:A4, and 15. =SUM(A2:A4, 15) The values in cell A2, A4 and 2.
=SUM(A2,A4, 2)
3 and 2 =SUM(3,2)

THE “IF” function.

• IF is used to conduct conditional tests on values and formulas.

• It evaluates a condition and returns one of two values, depending on the result of the evaluation. If the
condition is TRUE, IF returns one value. If the condition is FALSE, IF returns the other value.Format:
IF(Condition, Action-to-be-taken when condition is true, Action-to-be-taken when condition is false)
• Note. The condition is usually a logical formula.
• E.g., A5=100 is a logical expression; if the value in cell A5 is equal to 100, the expression evaluates to TRUE.
Otherwise, the expression evaluates to FALSE.
Example 1.
Cell A2 contains the value 50.
On a budget sheet, cell A5 contains a formula to calculate the current budget.
=IF(A2<=100,"Within budget","Over budget")
If the result of the formula in A5 is less than or equal to 100, then the function displays “Within budget”.
Otherwise, the function displays “Over budget”.

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Example 2.
=IF(A2=100,SUM(B5:B15),"")
In this example, if the value in cell A2 is 100, then the condition is TRUE, and the total value for the range B5:B15 is
calculated. Otherwise, condition is FALSE, an empty text ("") is returned that leaves the cell that contains the IF
function blank.

Example 3
Suppose an expense worksheet contains in A2:A4 the data for “Actual Expenses” for January, February, and March:
1,500, 500 and 500. Cells B2:B4 contains the data for “Predicted Expenses” for the same periods: 900, 900, and
925.
A B C
1 Actual Expenses Predicted Expenses
2 1500 900
3 500 900
4 500 925

You can write a formula in cell C2:C4 to check whether you are over budget for a particular
month, generating text for a message:
Formula Description Result
=IF(A2>B2,"Over Budget","OK") st Over Budget
Checks whether the 1 row is over budget
=IF(A3>B3,"Over Budget","OK") nd OK
Checks whether the 2 row is over budget

Formula Description Result

=IF(A2>89,"A",IF(A2>79,"B", Assigns a letter grade to the first score F
IF(A2>69,"C",IF(A2>59,"D","F"))))
=IF(A3>89,"A",IF(A3>79,"B", Assigns a letter grade to the second score A
IF(A3>69,"C",IF(A3>59,"D","F"))))
=IF(A4>89,"A",IF(A4>79,"B", Assigns a letter grade to the third score C
IF(A4>69,"C",IF(A4>59,"D","F"))))

In the above formula, the second IF statement is also the value_if_false argument to the first IF statement.
Similarly, the third IF statement is the value_if_false argument to the second IF statement.
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For example, if the first logical_test / condition (AverageScore>89) is TRUE, "A" is returned. If the first logical_test
is FALSE, the second IF statement is evaluated, and so on.

Relative References
When you create a formula, cells or ranges of cells will be referred to based on their position relative to the cell
that contains the formula. If cell B6 contains the formula =A5; Ms-Excel finds the value one cell above and one
cell to the left of B6.
If the position of the cell that contains the formula changes, the reference is changed.

A Relative reference is a cell reference, which changes automatically when the formula is copied to another
cell or range. It describes the location of a cell in terms of its distance (in rows and columns) from another cell.
Note. When you copy a formula containing relative references down or across from one cell to another, Ms-Excel
adjusts the references in the pasted formula automatically to refer to a different cell that is the same no. of
rows & columns away from the formula.

Example 1:
If the formula in cell B6 (i.e., =A5) (which is one cell above & one cell to the left of B6) is copied to cell B7. Ms-Excel will
adjust the formula in cell B7 to =A6, which refers to the cell that is one cell above and one cell to the left of cell B7.

Example 2:
If cell A3 contains the formula =A1+A2, and you copy cell A3 to cell B3, the formula in cell B3 becomes =B1+B2.

Absolute References.
In a formula, an Absolute cell reference is the exact address of a cell, regardless of the position of the cell that contains
the formula.
An absolute cell reference takes the form $A$1, $B$1, etc.

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 DATABASE (MS ACCESS 2007/2010)

INTRODUCTION:
 Microsoft Access is a database management system. It allows information to be stored, organised and
manipulated using a computer. A database is an organized collection of related information, such as a
telephone directory.
 Information is held in a series of tables. The tables can be linked so that information in one table can be
related to information in a second table.

Database Terms
• Table
A table is a collection of information arranged in rows and columns.  Information about an item is
displayed in a row.  Columns contain the same type of information for each item.  The table has a header
row that tells you what data is contained in the columns.
• Query
Queries select records from one or more tables in a database so they can be viewed, analyzed, and sorted
on a common datasheet. A query can also perform calculations and display the results. 
• Form
A form is a graphical interface that is used to display and edit data.  Forms can be developed from a table
or a query.  Forms can include calculations, graphics and objects.
To view data using a form:
• Report
A report is an output of data arranged in the order you specify.  Reports can perform calculations and
display the results.  Reports can be used to print data.
To view data using a form:

CREATE A NEW DATABASE

You can create a new database from scratch or you can create a database from the database wizard.

New Database
To create a new database from scratch:
 Click the Microsoft  Office Button
 Click New
 Click the New Blank Database icon
 Type in a name for the database
 Click Create
 Type in the name for the database
 Click Create

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CREATE A TABLE
Table Views
There are two ways to view a table in Access to add data to the table:  Design View and Datasheet View. 

In Design View you can view all the fields with the data types and descriptions.  The records of information
that has been added to the database is not viewable. 
To go to DesignView:
 Click the down arrow on the View button
 Click Design View

In Datasheet View you can display the records in a table, where one row is one record.  The column headers
are the fields you have defined for the database. 
To go to Datasheet View:
 Click the down arrow on the View button
 Click Datasheet View
 Type in the Name of the field

QUERYING A DATABASE

A query allows you to select and filter data from multiple tables.  Queries can be saved and utilized as often as
you need them.

Query Design Feature

You can also design a query with the  Query Design Button.  To design a query using the Query Design Button:
 Click the Query Design Button on the Create tab
 Select the tables that you would like to query
 Click Add
 Double click the name of the field you would like to query
 Repeat this process for as many fields as you would like in the query
 Click Run

DESIGNING FORMS

Forms allow you to control the look and feel of the screen for the input of data and the reports generated. 
Create a Form
You can create a form from a table or a query.  To create a form:
 Click the Create tab
 Click the Form Design button
 Click the Format tab
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  Click the Add Existing Fields Button
 In the Field List box on the right, click and drag the fields you would like on the form
 To change the colors and fonts, click the Property Sheet button on the Arrange tab

GENERATING REPORTS

Reports are a means to view and analyze large amounts of data.    You can use the Report Wizard or create a
custom report that meets your specific needs.

 Create a Report
To create a blank report:
 Click the Blank Report button on the Create tab
 Click the Add Existing Fields button
 From the field list, Click and drag the fields to the report

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 Microsoft ACCESS CLASS EXERCISE

Step 1: Creating a database:-

Steps
1. Click Startall programsMicrosoft office Microsoft access 2010
2. Click File New
3. In the pane on the right side click blank database
4. Type File Name as MKU DATABASE
5. Click Create

Step 2: Creating a Table:

- A table is a collection of related information about an entity that contains attributes or fields
a) Creating STUDENT table
Steps:
1. Click create tab
2. Click table design from the tables group
3. Write the table attributes as shown below

4. Right click field REGNO and click Primary Key

5. Click File Save

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6. Write table name as STUDENT and Click ok

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 7. Right click on STUDENT as shown

8. Click Close

b) Creating EXAM table

Steps:
1. Click create tab
2. Click table design from the tables group
3. Write the table attributes as shown below

4. Right click on ExamID

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 5. Click on Primary Key
6. Click File Save
7. Write table name as EXAM and Click ok
8. Right click EXAM as shown

9. Click Close

Step 3: Creating a form:-

- A Form allows one to create user interface to enable users to type in data into the tables
a) Creating STUDENT form
1. Select table STUDENT (By clicking on the table)

2. Click Create and click Form from the forms group

3. Click File Save
4. type form name as STUDENT and click OK

b) Creating EXAM form

1. Click table EXAM
2. Click Create and click Form from the forms group
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 3. Click File Save
4. Type form name as EXAM and click OK

Step 4: Entering Data Using Forms:-NB: Type one row at a time

a) Open the STUDENTS FORM and type the following data

Regno Full Name Gender Course

CM/02/2012 John Mwangi Male CAH
CM/03/2012 Yvonne Okinyi Female DAH
CM/04/2012 Johnson muli Male DCCN
CM/05/2012 Esther Kerubo Female CCCN
CM/06/2012 Abdi Khalif Male DAH

b) Open the EXAM FORM and the following data

Marks Reg no Remarks

50 CM/02/2012 Pass
56 CM/03/2012 Pass
60 CM/04/2012 Pass
70 CM/05/2012 Credit
80 CM/06/2012 Distinction

Step 5: Creating a report:

- Reports generates a summarized information from the database tables

a) Creating STUDENT report

Steps:

1. Select table STUDENT

2. Click Create tab and Report from the reports group
3. Click File-Save and write the report name as STUDENT REPORT
4. Click OK

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b) Creating EXAM report
Steps:
1. Select table EXAM
2. Click Create tab and Report from the reports group
3. Click FileSave
4. write the report name as EXAM REPORT
5. Click OK

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