i

EASY-TO-MASTER

INTRODUCTION
TO
ICT

With Video Tutorials

ii
All rights reserved. No part of this publication may be reproduced, distributed, or
transmitted in any form or by any means, including photocopying, recording, or other
electronic or mechanical methods, without the prior written permission of the publisher,
except in the case of brief quotations embodied in critical reviews and certain other
non-commercial uses permitted by copyright law. For permission requests, write to the
publisher, addressed “Attention: Permissions Manager,” at the address below.

Easy to Master Series

P. O. Box AE 37
Asokore – Koforidua
Eastern Region

[email protected]

Ordering Information:
Quantity Sales. Special discounts are available on quantity purchases by libraries,
educational institutions, book stores and others. For details, contact the publisher at the
address above.

Printed in Ghana by KS Printkraft

ISBN: 978-9988-2-0388-7
Contact: 026-433-7735, 054-644-3432, 020-097-7795
© 2014

iii
 Foreword
The use of technology in various fields has skyrocketed within the last decade.
As access to computer-based technology in schools and classrooms increases,
greater emphasis has been placed on preparing teachers/students to use
technology for instructional purposes. Hence the study of Information and
Communication Technology (ICT) cannot be over-emphasized.

This book has been written at a time when the Government of Ghana is serious
about transforming the country into an information-rich knowledge-based
society through the development, deployment and exploitation of ICTs. This
book has also been written in line with the vision and mission of the University of
Education, Winneba, which is to become internationally reputable for training
competent teachers in all levels of education and to carry out research. This
book therefore is based on the syllabus of the compulsory introduction to ICT
course in the University of Education, Winneba. It can be used to assist lecturers
in their teaching and students in their learning. The book also contains a series of
key activities and the procedures that can be used to achieve these.

iv
 Acknowledgement
We are grateful to the Almighty God for His divine grace and protection in all
our endeavours. We thank Him for making it possible to accomplish this feat
despite our hectic schedules. Our enormous gratitude also goes to Dr. Issifu
Yidana (Ac. HoD, Department of ICT Education, UEW) for his continuous
encouragement and motivation to carry out research and publications. We
acknowledge the authors of the various reference books used. Finally we thank
all our friends and well-wishers who aided us in several ways to get this book
published. We are grateful.

Dedication
This book is dedicated to all our families and loved ones who supported us in
diverse ways throughout publication.

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Chapter 1 ...................................................................................................................... 1
Introduction To Computers .......................................................................................... 1
INTRODUCTION ................................................................................................................... 1
LEARNING OBJECTIVES ........................................................................................................ 1
WHAT IS DATA?.................................................................................................................. 1
WHAT IS INFORMATION? ...................................................................................................... 5
WHAT IS TECHNOLOGY?...................................................................................................... 5
WHAT ARE ICTS? ................................................................................................................ 5
WHAT IS A COMPUTER? ...................................................................................................... 6
CLASSIFICATIONS OF COMPUTERS ........................................................................................ 6
CLASSIFICATION BY PURPOSE ............................................................................................... 6
CLASSIFICATION BY CAPACITY AND SIZE ............................................................................... 7
Supercomputers ........................................................................................................ 7
Mainframe Computers ............................................................................................. 8
Mini-Computer ........................................................................................................... 9
Workstations ............................................................................................................... 9
Microcomputers ...................................................................................................... 10
CLASSIFICATION BY NATURE /TYPE ...................................................................................... 11
THE BASIC OPERATIONS OF A COMPUTER ........................................................................... 12
WHY ARE COMPUTERS POWERFUL?.................................................................................... 14
WHAT ARE THE COMPONENTS OF A COMPUTER? ............................................................... 16
BRIEF HISTORY OF COMPUTERS........................................................................................... 16
Chapter 2 .................................................................................................................... 24
Computer Hardware .................................................................................................. 24
INTRODUCTION ................................................................................................................. 24
LEARNING OBJECTIVES ...................................................................................................... 24
THE COMPUTER HARDWARE ............................................................................................... 24
1. Input Devices..................................................................................................... 25
Pointing Devices ...................................................................................................... 26
Scanning & Reading Devices ................................................................................ 29
Audio And Video Input Devices ........................................................................... 30
2. Output Devices.................................................................................................... 32
Monitors....................................................................... Error! Bookmark not defined.
Traditional Hardcopy Output: Printers .................................................................. 34
3. System Unit ........................................................................................................... 37
4. Storage Devices .................................................................................................. 46

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 5. Communication Devices ................................................................................ 51
Chapter 3 .................................................................................................................... 61
Computer Software .................................................................................................... 61
INTRODUCTION ............................................................................................................. 2449
LEARNING OBJECTIVES ...................................................................................................... 49
WHAT IS COMPUTER SOFTWARE? ....................................................................................... 61
WHAT ARE THE TYPES OF SOFTWARE?................................................................................. 61
SYSTEM SOFTWARE ............................................................................................................ 62
1. Operating Systems............................................................................................ 62
Common Operating Systems ................................................................................ 63
The Functions of the Operating System ............................................................... 66
2. Device Drivers ................................................................................................... 68
3. Utility Programs .................................................................................................. 68
APPLICATION SOFTWARE ................................................................................................... 68
Productivity/Business Software .............................................................................. 69
Graphic Design/Multimedia Software ................................................................. 70
School/Educational Software................................................................................ 71
Home/Personal Software ....................................................................................... 73
Communication Software ...................................................................................... 73
Chapter 4 .................................................................................................................... 78
Word Processing ......................................................................................................... 78
INTRODUCTION ................................................................................................................. 78
LEARNING OBJECTIVES ...................................................................................................... 78
WHAT IS WORD PROCESSING SOFTWARE? .......................................................................... 78
CREATING DOCUMENTS .................................................................................................... 79
EDITING DOCUMENTS ........................................................................................................ 79
FORMATTING DOCUMENTS ................................................................................................. 81
SOME WORD FEATURES ..................................................................................................... 81
GETTING STARTED WITH WORD .......................................................................................... 83
SETTING UP YOUR WORD ENVIRONMENT ............................................................................. 83
TEXT BASICS ...................................................................................................................... 85
SAVING DOCUMENTS ........................................................................................................ 88
PROOFING FEATURES ......................................................................................................... 91
WORKING WITH HYPERLINKS .............................................................................................. 94
PRINTING DOCUMENTS ...................................................................................................... 96
CREATING A NEW DOCUMENT .......................................................................................... 99

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 FORMATTING TEXT ........................................................................................................... 100
WORKING WITH TEXT BOXES............................................................................................. 105
INSERTING CLIP ART ........................................................................................................ 110
USING SHAPES ................................................................................................................ 114
USING A TEMPLATE .......................................................................................................... 119
MODIFYING SPACING ..................................................................................................... 127
MODIFYING PAGE LAYOUT .............................................................................................. 131
INSERTING PAGE BREAKS: ................................................................................................. 134
INSERTING AND MODIFYING PICTURES ............................................................................... 135
COLUMNS AND ORDERING .............................................................................................. 142
HEADERS AND FOOTERS ................................................................................................... 145
WORKING WITH TABLES ................................................................................................... 149
USING SMARTART GRAPHICS ............................................................................................ 155
USING INDENTS AND TABS ................................................................................................ 160
THE TAB SELECTOR........................................................................................................... 162
USE FIND AND REPLACE TO REPLACE EXISTING TEXT: ........................................................... 166
APPLYING STYLES AND THEMES ......................................................................................... 168
USING MAIL MERGE ........................................................................................................ 178
PRACTICAL ACTIVITIES ..................................................................................................... 182
Chapter 5 .................................................................................................................. 189
Spreadsheet.............................................................................................................. 189
INTRODUCTION ............................................................................................................... 189
LEARNING OBJECTIVES .................................................................................................... 189
WHAT IS A SPREADSHEET? ................................................................................................ 189
FEATURES OF SPREADSHEETS ............................................................................................. 190
FORMULAS, FUNCTIONS, RECALCULATION, & WHAT-IF ANALYSIS ......................................... 191
ANALYTICAL GRAPHICS: CREATING CHARTS ..................................................................... 192
GETTING STARTED WITH SPREADSHEET: MICROSOFT EXCEL 2007 .......................................... 193
THE MICROSOFT EXCEL WINDOW ..................................................................................... 193
The Microsoft Office Button ................................................................................. 194
The Quick Access Toolbar .................................................................................... 194
The Title Bar ............................................................................................................. 194
Worksheets ............................................................................................................. 195
The Formula Bar ..................................................................................................... 195
The Status Bar ......................................................................................................... 196
MOVING AROUND A WORKSHEET .................................................................................... 197
The Name Box ........................................................................................................ 198

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 Selecting Cells ........................................................................................................ 200
Entering Data ......................................................................................................... 202
Deleting Data......................................................................................................... 202
Editing a Cell .......................................................................................................... 203
Change a Cell Entry.............................................................................................. 205
Wrapping Text ........................................................................................................ 206
Deleting a Cell Entry.............................................................................................. 207
Closing Excel .......................................................................................................... 208
ENTERING EXCEL FORMULAS AND FORMATTING DATA ........................................................ 208
PERFORM MATHEMATICAL CALCULATIONS ........................................................................ 209
Addition .................................................................................................................. 210
Multiplication .......................................................................................................... 212
Division .................................................................................................................... 212
Autosum .................................................................................................................. 213
PERFORM AUTOMATIC CALCULATIONS ............................................................................. 215
ALIGN CELL ENTRIES ........................................................................................................ 216
PERFORM ADVANCED MATHEMATICAL CALCULATIONS ...................................................... 218
COPY, CUT, PASTE, AND CELL ADDRESSING...................................................................... 219
INSERT AND DELETE COLUMNS AND ROWS ........................................................................ 228
CREATE BORDERS ........................................................................................................... 230
MERGE AND CENTER ....................................................................................................... 232
ADDING BACKGROUND COLOUR .................................................................................... 233
CHANGING THE FONT, FONT SIZE, AND FONT COLOUR....................................................... 234
MOVING TO A NEW WORKSHEET...................................................................................... 238
WORK WITH LONG TEXT .................................................................................................. 242
CHANGING A COLUMN WIDTH BY DRAGGING ................................................................. 244
FORMATTING NUMBERS.................................................................................................... 245
CHANGING A DECIMAL TO A PERCENT. .......................................................................... 247
CREATING EXCEL FUNCTIONS, FILLING CELLS, AND PRINTING .............................................. 248
USING REFERENCE OPERATORS ........................................................................................ 248
UNDERSTANDING FUNCTIONS ........................................................................................... 249
CALCULATE AN AVERAGE ............................................................................................... 253
FIND THE LOWEST NUMBER ............................................................................................... 254
FIND THE HIGHEST NUMBER ............................................................................................... 255
COUNTING THE NUMBERS IN A SERIES OF NUMBERS ........................................................... 255
FILL CELLS AUTOMATICALLY ............................................................................................. 257
COPYING CELLS ............................................................................................................. 260
ADJUSTING COLUMN WIDTH ............................................................................................ 261

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 CREATE HEADERS AND FOOTERS....................................................................................... 262
SETTING THE PAGE ORIENTATION....................................................................................... 267
PRINTING........................................................................................................................ 268
CREATING CHARTS ......................................................................................................... 271
CREATING A GRADE SHEET USING EXCEL .......................................................................... 279
PRACTICAL ACTIVITY ....................................................................................................... 304
Chapter 6 .................................................................................................................. 312
Presentation Graphics ............................................................................................. 312
INTRODUCTION ............................................................................................................... 312
LEARNING OBJECTIVES .................................................................................................... 312
WHAT IS PRESENTATION GRAPHICS SOFTWARE? ................................................................. 312
MICROSOFT POWER POINT .............................................................................................. 313
FEATURE OF PRESENTATION GRAPHIC SOFTWARE ..................... ERROR! BOOKMARK NOT DEFINED.
GETTING STARTED WITH MICROSOFT POWERPOINT 2007 .................................................... 313
The Powerpoint Window ...................................................................................... 313
The Microsoft Office Button ................................................................................. 314
The Quick Access Toolbar .................................................................................... 314
The Title Bar ............................................................................................................. 314
The Ribbon .............................................................................................................. 314
Rulers ....................................................................................................................... 315
SLIDES, PLACEHOLDERS, AND NOTES ................................................................................ 315
CREATING YOUR FIRST POWERPOINT PRESENTATION ........................................................... 318
CREATING A TITLE SLIDE ................................................................................................... 318
CREATING NEW SLIDES .................................................................................................... 320
CREATING AN OUTLINE .................................................................................................... 321
APPLYING A THEME ......................................................................................................... 323
ADDING A BACKGROUND ............................................................................................... 325
ANIMATIONS, TRANSITIONS, SPELL CHECK, OUTLINE TAB, SLIDES TAB, SORTER VIEW, AND
PRINTING........................................................................................................................ 326
PRINTING........................................................................................................................ 338
Chapter 7 .................................................................................................................. 344
Using The Internet ..................................................................................................... 344
INTRODUCTION ............................................................................................................... 344
LEARNING OBJECTIVES .................................................................................................... 344
WHAT IS THE INTERNET? .................................................................................................... 344
WHY DO PEOPLE USE THE INTERNET? ................................................................................ 345

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BRIEF HISTORY OF THE INTERNET ......................................................................................... 346
CONNECTING TO THE INTERNET ......................................................................................... 347
SETTING UP AN INTERNET CONNECTION ............................................................................. 347
THE WORLD WIDE WEB (WWW) ....................................................................................... 347
UNIFORM RESOURCE LOCATOR (URL) ............................................................................... 350
WHAT ARE DOMAINS? .................................................................................................... 350
EXPLORING THE INTERNET USING MICROSOFT INTERNET EXPLORER ........................................ 351
SEARCH THE INTERNET ...................................................................................................... 352
Search From an Internet Site ............................................................................... 353
SAVE A FAVORITE SITE ..................................................................................................... 354
Add A Favorite Site ............................................................................................... 354
USING TABS .................................................................................................................... 354
Open Pages in a New Tab ................................................................................... 356
Switching Among Tabs ......................................................................................... 356
Close Tabs............................................................................................................... 356
Access Web History ............................................................................................... 357
USE WEB HISTORY ........................................................................................................... 357
Delete and Set History .......................................................................................... 357
COPYING INTERNET INFORMATION .................................................................................... 358
Copying a Picture From The Internet ................................................................. 358
Copying Text From The Internet to Word or Email ............................................ 358
Copying a Webpage From The Internet ........................................................... 359

xi
 CHAPTER 1
INTRODUCTION TO COMPUTERS
Wilson Osafo Apeanti
Daniel Danso Essel

Introduction

Are you new to computers? Do you wonder what they do and why you would
want to use one? Welcome; this chapter gives an overview of computers: what
they are, the different computer types, what you can do with them and how
they have brought about the information age.

Learning Objectives

After completing is chapter, you will be able to

Explain the Information Society

Discuss the digital revolution
Discuss the impact of the Information Society
Define Data, Information and Technology
Explain Information and Communication Technology with examples
Identify the various types of computers
Discuss briefly the history of computers

The Information Age

The Information Age which is also commonly referred to as the Computer Age or
Digital Age, is an idea that the current age will be characterized by the ability of
individuals to transfer information and to have instant access to information that
would have been difficult or impossible to find previously. The idea is linked to
the concept of a digital age or digital revolution, and carries the ramifications of
a shift from traditional industry that the industrial revolution brought through
industrialization; to an economy based on the manipulation of information. The
information Age has brought about the information society - a society in which
a majority of workers are involved in the transmittal of information. The
information society formed by capitalizing on the computer miniaturization

1
advances, with a transition spanning from the advent of the personal computer
in the late 1970s to the Internet's reaching a critical mass in the early 1990s, and
Economic Primary Transforming Tools Skills Needed to
Era Resource Agent Needed Function

Agrarian Land Natural Plough, Ploughing, tilling

Energy Hoe, Sowing, Harvesting
Farm
Equipment
Industrial Capital Processed Machines Technical
Energy (Oil, Engineering
Coal, Hydro) Management
Information Mind Knowledge Computer Computer
Literacy
Information
Literacy
Visual
Literacy
the adoption of such technology by the public in the two decades after 1990.

Bringing about a fast evolution of technology in our daily life, as well as of

educational life style, the Information society has allowed rapid global
communications and networking to shape modern society.

There have been different economic eras in history. In each economic era (see
table 1), Cook (1996) identified a primary resource upon which each economy
thrives, the transforming agent which fuels and sustains the economic activity,
the tools participants need to work with in that particular economy and finally,
skills the workforce need to have in order to be productive in the system. In the
Agrarian economy the primary resource needed was land. To use the land
effectively for crop cultivation, it required natural energy (man power) to
cultivate the land with tools such as plough, hoe and other farming equipment.
The skill required in this endeavour was farming skills which included ploughing,
tilling and sowing. From the Agrarian era the world economy advanced to the
Industrial era. Industrialization of the economy was capital intensive. Huge sums
of money were required to set up industries and sustain them. Processing energy
such as oil and coal were used to power industries. Working in an industrial
economy required management skills, technical and engineering know how.

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In the information era both the primary resource and the transforming agent are
intangibles namely, the “human mind” and “knowledge”. The quest for
knowledge together with the transmission of knowledge stimulates the
information age. The tool needed to store, process and transmit information,
with speed, is the computer and associated communication technologies.
Consequently, participants in information-rich and computer-driven economy
need certain requisite skills to survive in such a system. These skills, Cook (1996)
identified as Computer/Technology Literacy, Information Literacy and Visual
Literacy.

The Digital Revolution

The following are significant innovations that led to the digital revolution and the
Information Age:

1. In 1875, for example, the invention of the telephone breached distance

through sound.
2. Between 1910 and 1920, the first AM radio stations began to broadcast
sound.
3. By the 1940s television was broadcasting both sound and visuals
4. In 1943, the world’s first electronic computer was created.
5. Microprocessor invented in the 1970s and computers became accessible
to the public.
6. In the 1990s, the Internet migrated from universities and research
institutions to corporate headquarters and homes.
7. Earlier technologies relied on analog transmission (incorporated a
combination of light and sound waves to transmit messages.
8. Alexander Graham Bell’s invention of the telephone in 1875 used analog
transmission
9. In the late 1940s, an alternative to analog transmission of voice, the pulse-
code modulation (an encoded signal of pulses) marked the start of
digitization in telecommunications
10. 1961 that the first digital carrier system was installed in U.S
11. Digitization meant the widespread replacement of telephone operators
with digital switches.
12. In 1971 the first fiber optic cables suitable for communications were made
- leading to efforts to send communications signals via light waves. (Light
wave transmission systems are inherently digital)

3
 13. By about 1989, “ones and zeros” had become the language of telephone
networks in the US
14. Today, voice is translated into data packets, sent over networks to remote
locations, sometimes thousands of kilometres away, and, upon receipt,
translated back to voice.

The Impact of the Information Age

The Impact on Job Market

In the Information Age workers are forced to compete in a global job market.
Workers are expected to acquire 21st Century skills which include: computer
literacy, inventive thinking, higher-order thinking, and effective communication.
In addition, the Internet makes it possible for workers in developing countries to
provide in-person services and compete directly with their counterparts in other
nations.

The Impact on Education

Schools are social sub-units of the society at large and therefore changes that
occur in society usually affect school reforms. Consequently, changes in the
society places demands on schools to be responsive to the changed social
needs. The advent of the Information Age puts pressure on schools to redefine
outcomes of the educational endeavour. The goals of education have thus,
shifted from demonstrating competencies in reading, writing and arithmetic to
ensuring students acquire skills to learn, unlearn and relearn - skills that promote
lifelong learning in today’s technology-based economy. The present trend of
proliferation of information and communications technology in the global
economy is demanding an education outcome which equips graduates with
necessary technology skills to function productively in the new global economic
system.

What is Data?

Data consists of raw facts, which the computer can

Input
manipulate and process into information that is
useful to people. Computerized data is digital,
meaning that it has been reduced to digits, or Storage Process
numbers. The computer stores and reads all data as

Output
4 Figure 1.1: Information processing cycle
binary. Although computers use data in digital form, they convert data into
forms that people can understand, such as text, numerals, sounds, and images.

Data entered into a computer is called input. The processed results are called
output. Thus, a computer processes input to create output. A computer can
hold data for future use in an area called storage. This cycle of input, process,
output, and storage (Figure 1.1) is called the Information Processing Cycle.

What is Information?

Information is data that has been processed in such a way that it is meaningful
to the person who receives it. Information is therefore defined as a collection of
organized data or simply data with meaning. The process of turning data into
information is called processing. Information is data that is organized, has
meaning, and is useful. For example, the computer can process several data
items to provide a student grade report. Other examples of information include
newsletters, receipts, pictures, invoices, or checks.

What is Technology?

Technology can be defined as the application of scientific principles in

producing machines or tools to better the life of mankind. In other words, the
way in which scientific discoveries about the principles of flight allowed the
technological development of the aeroplane is one example of technology.
Another example is the use of the Internet to extend the reach or access to
quality education.

What are ICTs?

ICT stands for Information and Communication Technology. ICT is the

combination of computer-based technologies and telecommunication
technology for the purpose of gathering data or information, processing data,
sharing and disseminating information from one place to another. Examples of
ICTs include, Mobile phones, Television, Radio, Computers and the Internet.

5
 What is a Computer?

A computer is an electronic device which accepts data, processes the data,

stores and produces the result as information under the direction of a stored
program of instructions (software) with speed and accuracy.

Accept Data (Input): Data can be put into the computer by someone or a
program. Such data might be a collection of facts and figures and a set of
instructions to the computer telling it what to do.
Process Data: (Processing): The computer might do an addition or compare
and sort the data into information.
Store Information: (Storage): Computers have a component called memory
that holds the information.
Produce the Processed Information (Output): Computers gives out the result
of the final data or information that has been processed either in soft or hard
copy.

Classifications of Computers

Computers are available in different shapes, sizes and weights, and they
perform a variety of jobs from one another. Here we are going to introduce
different classifications of computers. We will discuss what are in the
classifications and what jobs they perform.

Computers can be classified according to the following:

Classification by Purpose
Classification by Capacity and Size
Classification by Nature / Type

Classification by Purpose

Under this category, computers are classified into two main types

General Purpose Computers

By definition a general-purpose-computer is designed to solve a wide
range of problems depending on the software used. For example the
personal computer can be used for business, education, entertainment
and so on.

6
 Special / Specific Purpose Computers

The Special – Purpose computers are designed to perform a specific task.

Examples include digital calculators, Automatic Teller Machines, Mobile
phones and digital watches and so on.

Classification by Capacity and Size

Under the classification of computers by capacity and size, computers are

grouped according to their physical size, speed, storage capacity, cost, and the
number of users who can assess the computer at a given time. Computers are
classified into:

Super computers
Mainframe computers
Mini computers
Workstations
Micro-computers

The characteristics of each have been elaborated below.

Supercomputers
Typically priced from $1 million to more than $350 million, supercomputers are
high-capacity machines with hundreds to thousands of processors that can
perform more than several trillion calculations per second. These are the most
expensive and fastest computers available. “Supers,” as they are called, have
been used for tasks requiring the processing of enormous volumes of data, such
as doing the weather forecasting, designing aircraft, modeling molecules, and
breaking encryption codes. More recently they have been employed for
business purposes for instance, sifting demographic marketing information —
and for creating graphic animations. The fastest computer in the world as at
August 2014, costing hundreds of millions and
with roughly the computing power of 375,000
of today’s most powerful desktops (with
quad-core processors), is the Tianhe-2
Supercomputer which was built by the
National University of Defense Technology
(NUDT) and is currently housed at National

Figure 1.2: Tianhe-2 Supercomputer housed at

National Supercomputer Centre in
Guangzhou. 7
Supercomputer Centre in Guangzhou, China (Figure 1.2). This position was
earned by the Tianhe-2’s ability to crunch 33.86 quadrillion calculations per
second (33.86 petaflops). It comes with 1.4 petabytes of RAM and uses Kylin
Linux also developed by NUDT. To better understand this; it can perform in less
than a second; calculations which would take the super computers of 1993 six
days to solve or better still it can calculate in one hour, what otherwise would
take 6.7 billion people using hand calculators 640 years to calculate. It is
primarily used for simulation, analysis, and government security applications. This
machine has the power of approximately 4 million laptops. The peak power
consumption for the processors, memory, and interconnect is 17.6 megawatts,
with the water cooling system bringing that up to 24MW.

Supercomputers are designed to occupy special air – conditioned rooms and

are used for research, worldwide weather forecasting, oil explorations, aircraft
designs, nuclear testing and others. Manufacturers of Supercomputers include
IBM, Control Data Corporation, UNISYS among others.

Mainframe computers
The only type of computer available until the late 1960s,
mainframes are water or air-cooled computers that cost
$5,000 - $5 million and vary in size from small, to medium,
to large, depending on their use. Small mainframes
($5,000 - $200,000) are often called midsize computers;
they used to be called mini computers, although today
the term is seldom used. Often users access a mainframe
by means of a terminal, which has a display screen and
a keyboard and can input and output data but cannot
by itself process data. Mainframes process billions of
instructions per second. They can store great amounts of
information and are normally used by banks, airlines,
large businesses, government agencies and universities.
For instance, in the developed countries, universities use
mainframe computers to schedule their students and
record grades. Mainframe computers can do a lot of
different jobs at one time. Because many terminals can Figure 1.3: Mainframe computer
be connected to mainframe computers, many people can use the computer at
the same time. (A terminal is a monitor and a keyboard, sometimes with a
pointing device such as a mouse linked to the mainframe). Mainframe has a
historical reputation for being “expensive”.

8
 Mini-computer
Mini-computers are mid-sized multi-
processing computers. They can perform
several actions at the same time and can
support from 4 to 200 users simultaneously. In
recent years the distinction between mini-
computers and small mainframes has
become blurred. Often the distinction
depends upon how the manufacturer wants
to market its machines. Organisations may
Figure 1.4: A PDP-11, model 40, an early use a mini-computer for such tasks as
member of DECs 16-bit minicomputer
managing the information in a small
family, on display at the Vienna
Technical Museum financial system or maintaining a small
database of information about registrations
or applications.

Workstations
Introduced in the early 1980s, workstations are expensive, powerful single user
computers usually used for complex scientific, mathematical, and engineering
calculations and for computer-
aided design and computer-aided
manufacturing. In terms of
computing power, workstations lie
between personal computers and
mini-computers. Workstations
commonly support applications
Figure 1.5: Workstation (right) use in 3d
that require relatively high-quality
computer graphics (left)
graphics capabilities and a lot of
memory, such as desktop publishing, software development and engineering
applications. Workstations are used for such tasks as designing airplane
fuselages, developing prescription drugs, and creating movie special effects.
Workstations have caught the eye of the public mainly for their graphics
capabilities, which are used to breathe three-dimensional (3D) life into movies.
The capabilities of low end workstations overlap those of high-end desktop
microcomputers. Workstations are often larger in size than Personal Computers.
The leading manufacturers of minicomputers are Digital Equipment Corporation,
IBM, and Hewlett – Packard (HP).

9
Microcomputers
Microcomputers, also called personal computers (PCs), which cost GH¢ 500 to
over GH¢5,000, can fit next to a desk or on a desktop or can be carried around.
They either are stand-alone machines or are connected to a computer network,
such as a local area network. A local area network (LAN) connects, usually by
special cable, a group of desktop PCs and other devices, such as printers, in an
office or a building. Microcomputers are of several types: desktop PCs, tower
PCs, notebooks (laptops), netbooks, mobile internet devices (MIDs), and
personal digital assistants - handheld computers or palmtops.

Desktop PCs are microcomputers whose case or main housing sits on a desk,
with keyboard in front and monitor (screen)
often on top. Tower PCs are microcomputers
whose case sits as a “tower,” often on the floor
beside a desk, thus freeing up desk surface
space. Some desktop computers, such as
Apple’s iMac, no longer have box housing;
most of the computer components are built

into the back of the flat-panel display screen.

Figure 1.6: Desktop (left) and Tower (right) PCs

Notebooks
Notebook computers, also called laptop computers, are
lightweight portable computers with built-in monitor,
keyboard, hard-disk drive, DVD/Blu-Ray drive, battery,
and AC adapter that can be plugged into an electrical
outlet; they weigh mostly between 1.5 to 3 kilograms.
Figure 1.7: Laptop Computers
Netbooks
A fairly recent category, netbooks are low-cost, lightweight computers with tiny
dimensions and functions designed for basic tasks, such as web searching,
email, and word processing. They weigh mostly between 0.7 to 1.5 kilograms,
cost generally between GH¢500 and GH¢800, have little processing power, and
have screens between 8.9 and 12 inches wide diagonally. Netbooks fill a
technological category between notebooks and handheld devices.

10
Mobile Internet Devices (MIDs)
Smaller than notebook computers but larger and more
powerful than PDAs, mobile internet devices (MIDs) are for
consumers and business professionals. Fully internet
integrated, they are highly compatible with desktop
microcomputers and laptops. The initial models focused
Figure 1.8: mobile internet
on data communication, not voice communication.
devices

Personal Digital Assistants

Personal digital assistants (PDAs), also called handheld
computers or palmtops, combine personal organization tools
- schedule planners, address books, to-do lists with the ability
in some cases to send email and faxes. Some PDAs have
touch-sensitive screens. Some also connect to desktop
computers for sending or receiving information. (For now, we
are using the word digital to mean “computer based.”)
The range of handheld wireless devices, such as Figure 1.9: Personal Digital
multipurpose cell phones, has surged in recent years. Assistants

Classification by Nature /Type

Under classification by nature / type, computers are grouped into how data is
presented. Data is presented in three main ways namely analog, digital, and
hybrid.

Digital Computers use digital signals which are discrete and expressed as
electrical pulses. Digital computers also operate on
representation of real numbers /other characters coded
numerically and handle alphabetic and numeric data with
precision and speed. A digital computer is not a single
machine: rather, it is a system composed of five distinct
elements : (1) processing unit; (2) input devices; (3) memory
storage devices; (4) output devices; and (5) a
communications network, called a bus, which links all the
Figure 1.10: Digital Watch
elements of the system and connects the system to the
external world.

11
Modern digital computers can be divided into several categories on the basis of
cost and performance. Examples of digital computers include: Supercomputers,
Mainframe Computers, Minicomputers, Workstations, Microcomputers and
digital watch.

Analog Computers operate on data in the form of

continuous variable physical quantities such as temperature
and pressure. These kinds of computers also represent their
signals in a continuous electrical signal in the form of waves.
Examples of analog computers include the liquid in glass
thermometer, engine watch, ammeter, voltmeter.
Figure 1.11: Engine Watch

Hybrid Computers combine the capabilities of both digital and analog

computers. Thus hybrid computers have the ability to
either represent data in a numerical format using the
binary mode or by representing data as a physical
quantity. An example of the hybrid computer is the
money counting machine. This machine has the ability
to count the amount of money put in it and produce a
digital result of the money counted. It can also detect
counterfeit money. Another example of a hybrid
Figure 1.12 ATM Machine
computer is the Automatic Teller Machine (ATM). The
ATM performs numerical functions such as the verification of bank accounts and
balance coupled with the function of relying on manipulating physical variables
in order to deliver money the to the user (Figure 1.12).

The Basic Operations of a Computer

Regardless of type and size, all computers use the same four basic operations:
(1) input, (2) processing, (3) storage, and (4) output. To this we add (5)
communications.

Input Operation: Input is whatever is put in (“input”) to a computer system.

Input can be nearly any kind of data - letters, numbers, symbols, shapes, colours,
temperatures, sounds, pressure, light beams, or whatever raw material needs
processing. When you type some words or numbers on a keyboard, those words
are considered input data.

12
Processing Operation: Processing is the manipulation a computer does to
transform data into information. When a computer adds 2 and 2 to get 4; that is
the act of processing. The processing is done by the central processing unit -
frequently just called the CPU - a device consisting of electronic circuitry that
executes instructions to process data.

Storage Operation: Storage is of two types - temporary storage and permanent

storage, or primary storage and secondary storage. Primary storage is the
internal computer circuitry that temporarily holds data waiting to be processed.
Secondary storage refers to the devices and media that store data or
information permanently. A hard disk or CD/DVD is an example of this kind of
storage. (Storage also holds the software - the computer programs.)

Output Operation: Output is whatever is produced from (“put out of”) the
computer system - the results of processing, usually information. Examples of
output are numbers or pictures displayed on a screen, words printed out on
paper by a printer, or music piped over some loud speakers.

Communications Operation: These days, most (though not all) computers have
communications ability, which offers an extension capability - in other words, it
extends the power of the computer. With wired or wireless communications
connections, data may be input from far away, processed in a remote area,
stored in several different locations, and output in yet other places. However,
you don’t need communications ability to write letters, do calculations, or
perform many other computer tasks.

13
 Figure 1.13: Basic Operations of the computer

Why are Computers Powerful?

Although computers cannot do anything without instructions from someone,

what makes the so powerful is the fact that they can do things better than
humans. The characteristics of a computer that makes it the ”wonder” machine
are;

Speed: - Computers can work very fast. It uses only few seconds for calculations
that we take hours to complete. You will be surprised to know that computers

14
can perform millions (1,000,000) of instructions and even more per second.
Therefore, we determine the speed of computer in terms of microseconds (10-6
part of a second) or nanosecond (10 to the power -9 part of a second). From this
you can imagine how fast your computer performs work.

Accuracy: The degree of accuracy of computer is very high and every

calculation is performed with the same accuracy. The accuracy level is
determined on the basis of design of computer. The inaccuracies in computer
results are due to human error and inaccurate data.

Diligence: A computer is free from tiredness, lack of concentration, fatigue, etc.

It can work for hours without creating any error. If millions of calculations are to
be performed, a computer will perform every calculation with the same
accuracy. Due to this capability, it overpowers human being in routine type of
work.

Versatility: It means the capacity to perform completely different types of work.

You may use your computer to prepare payroll slips. Next moment you may use
it for inventory management or to prepare electric bills. You can also use your
computer for graphic design and entertainment.

Storage: Computer has the power of storing any amount of information or data.
Any information can be stored and recalled as long as you require it, for any
number of years. It depends entirely upon how much data you want to store in
a computer and when you want to lose or retrieve these data. Data is stored in
secondary storage devices such as compact disks (CD) and digital versatile
disks (DVD) as well as pen drives, which can be kept outside your computer and
can be carried to other computers.

Communication: Computers can be used to transmit data and information from

one location to the other through the use of communications channel such as
standard telephone lines. Computers help us to communicate with others in and
outside the country via the Internet. We can use the Internet to send and
receive emails, chat what with friend, make voice and video calls.

15
 What are the Components of a Computer?

Computers are made up of two parts: the hardware and the software.

Hardware: The physical equipment required to create, use, manipulate and

store electronic data. Hardware consists of all the machinery and components
in a computer system. The hardware includes, among other devices, the
keyboard, the screen, the printer, and the “box” – system unit which contains
other hardware components. Hardware is useless without software.

Software: Software, or programs, consists of all the electronic instructions that tell
the computer how to perform a task. These instructions come from a software
developer in a form (such as a CD, or compact disk) that will be accepted by
the computer. Examples are Microsoft Windows and Microsoft Office 2010.

Brief History of Computers

The First Generation (1943-1958): This generation is

often described as starting with the delivery of
the first commercial computer to a business
client. This happened in 1951 with the delivery of
the Universal Automatic Computer (UNIVAC) and
Electronic Numerical Integrator And Calculator
(ENIAC) to the US Bureau of Census. This
generation lasted until about the end of the
1950's (although some stayed in operation much
longer than that). The main defining feature of
the first generation of computers was
that vacuum tubes were used as internal
computer components. Vacuum tubes are
generally about 5-10 centimeters in length and
the large numbers of them required in computers
resulted in huge and extremely expensive
machines that often broke down (as tubes
failed).

Features of First Generation Figure 1.14: First Generation

1. Use of vacuum tubes Computer the ENIAC
2. Big and Clumsy
3. High Electricity Consumption
4. Programming in Mechanical Language

16
 5. Larger air conditioners were needed
6. Lots of component failure occurred
The Second Generation (1959-1964): In the mid-1950's Bell Labs developed the
transistor. Transistors were capable of performing many of the same tasks as
vacuum tubes but were only a fraction of the size. The first transistor-based
computer was produced in 1959. Transistors were not only smaller, enabling
computer size to be reduced, but they were faster, more reliable and
consumed less electricity.

The other main improvement of this period was

the development of computer languages.
Assembler languages or symbolic
languages allowed programmers to specify
instructions in words (although very cryptic words)
which were then translated into a form that the
machines could understand (typically series of 0's
and 1's: Binary code). Higher level languages also
came into being during this period. Whereas
assembler languages had a one-to-one
correspondence between their symbols and
actual machine functions, higher level language
commands often represent complex sequences of
machine codes. Two higher-level languages
developed during this period (FORTRAN and
COBOL) are still in use today though in a much
more developed form.

Features of Second Generation Figure 1.15: Second Generation

1. Transistors were used Computer
2. Core Memory was developed
3. Faster than First Generation computers
4. First Operating System was developed
5. Programming was in Machine Language and Assembly Language
6. Magnetic tapes & disks were used
7. Computers became smaller in size than the First Generation computers
8. Computers produced less heat and consumed less electricity

The Third Generation (1965-1970): In 1965 the first Integrated Circuit (IC) was
developed in which a complete circuit of hundreds of components were
placed on a single silicon chip 2 or 3 mm square. Computers using these IC's
soon replaced transistor based machines. Again, one of the major advantages
was size, with computers becoming more powerful and at the same time much

17
smaller and cheaper. Computers thus became accessible to a much larger
audience. An added advantage of smaller size is that electrical signals have
much shorter distances to travel and so the speed of computers increased.

Another feature of this period is that computer

software became much more powerful and flexible
and for the first time more than one program could
share the computer's resources at the same time
(multi-tasking). The majority of programming
languages used today are often referred to as
3GL's (3rd generation languages) even though
some of them originated during the 2nd
generation.

Third Generation Features

Figure 1.16: Third Generation
1. Integrated circuits developed
Computer
2. Power consumption was low
3. Small Scale Integration (SSI) and Medium Scale Integration (MSI)
Technology was used
4. High level languages were used

The Fourth Generation (1971-present): The boundary between the third and
fourth generations is not very clear-cut at all. Most of the developments since
the mid 1960's can be seen as part of a continuum of gradual miniaturization. In
1970 Large-Scale Integration (LSI) was achieved where the equivalent of
thousands of integrated circuits were crammed onto a single silicon chip. This
development brought about increased computer performance (especially
reliability and speed) while reducing computer size and cost. Around this time
the first complete general-purpose microprocessor became available on a
single chip. In 1975 Very Large Scale Integration (VLSI) took the process one step
further. Complete computer central processors
could now be built onto one chip.
The microcomputer was born. Such chips are far
more powerful than ENIAC and are only about 1cm
square while ENIAC filled a large building.

During this period Fourth Generation Languages

(4GL's) have come into existence. Such languages
are a step further removed from the computer
hardware in that they use language much like
natural language; an example is Structured Query
Language (SQL). Many database languages can
Figure 1.17: Fourth Generation
Computer

18
be described as 4GL's. They are generally much easier to learn than are 3GL's.

Fourth Generation Computers

1. LSI and VLSI Technology used
2. Development of Portable Computers
3. Redundant Array of Independent Disks (RAID) Technology of data
storage
4. Used in virtual reality, multimedia, simulation
5. Computers started in use for Data Communication
6. Different types of memories with very high accessing speed and
storage capacity

The Fifth Generation (the future): The "fifth generation" of computers was defined
by the Japanese government in 1980 when they unveiled an optimistic ten-year
plan to produce the next generation of computers. This was an interesting plan
for two reasons.

Firstly, it is not at all really clear what the fourth generation is, or even whether
the third generation had finished yet. Secondly, it was an attempt to define a
generation of computers before they had come into existence. The main
requirements of the 5G machines were that they incorporate the features of
Artificial Intelligence, Expert Systems, and Natural Language. The goal was to
produce machines that are capable of performing tasks in similar ways to
humans, are capable of learning, and are
capable of interacting with humans in natural
language and preferably using both speech
input (speech recognition) and speech output
(speech synthesis). Such goals are obviously of
interest to linguists and speech scientists as
natural language and speech processing are
key components of the definition. As you may
have guessed, this goal has not yet been fully
realized, although significant progress has
been made towards various aspects of these
goals. Figure 1.18: Motoman Humanoid
Robot Cooking with Manual
Fifth Generation Computers precision.
1. Will use parallel processing
2. Will use superconductors
3. Will use speech recognition
4. Will be used in intelligent robots
5. Will be used in artificial intelligence

19
 Chapter 1 -Self-Test Questions

Multiple choices
Identify the letter of the option the best answer the questions below
1. A society in which a majority of workers are involved in the transmittal of
processed data is known as
a. Global society
b. Digital Society
c. Information society
d. Technology Society
2. The transforming agent in the industrial economy is
a. Capital
b. Knowledge
c. Natural energy
d. Processing Energy
3. Survival in the information age requires
a. Technical literacy
b. Digital literacy
c. Visual literacy
d. Engineering literacy
4. The computer is a primary tool in the
a. Industrial economy
b. Global economy
c. Information economy
d. Agrarian economy
5. The first telephone was invented in the year
a. 1675
b. 1775
c. 1875
d. 1975
6. Which of the following is a correct order for the information processing cycle?
a. Store → Process →Input → Output
b. Process → Store →Output → Input
c. Input → Process →Store → Output
d. Input → Process →Output → Store
7. Information is simply referred to as
a. Data that has been entered into the computer

20
 b. Data that has been stored in the computer
c. Data that has been processed by the computer
d. Data that has been output from the computer
8. The use of scientific principles to produce tools to better the life of mankind is
known as ___?
a. Technology
b. Information
c. Computerization
d. Globalization
9. Which of the following is not an ICT tool?
a. Automobile
b. Telephone
c. Computer
d. Television
10. When the computer performs addition or compare and sort data into
information it is known as ____?
a. Calculating
b. Computing
c. Processing
d. Analysing
11. A computer designed to solve wide range of problems based on the
software installed on it is known as?
a. Analog computer
b. General purpose computer
c. Hybrid computer
d. Special computer
12. A powerful single user computer used for complex scientific, mathematical
and engineering calculations is called _____ ?
a. Super computer
b. Mainframe computer
c. Mini computer
d. Workstation
13. A laptop computer is an example of a _____ ?
a. Super computer
b. Mainframe computer
c. Mini computer
d. Micro computer
14. PDA stands for ____?

21
 a. Professional Data Assistant
b. Personal Data Assistant
c. Professional Digital Assistant
d. Personal Digital Assistant
15. All the following are reasons why the computer is called the “Wonder”
machine except ___?
a. Speed
b. Adaptability
c. Storage
d. Communication
16. Which of the following is not a feature of the first generation computers?
a. Use of transistors
b. High electricity consumption
c. Use of machine language
d. Use of Vacuum tubes
17. Integrated Circuit (IC) was first used in ___?
a. First generation computers
b. Second generation computers
c. Third generation computers
d. Fourth generation computers
18. Artificial Intelligence (AI) is a feature of ___?
a. Second generation computers
b. Third generation computers
c. Fourth generation computers
d. Fifth generation computers
19. Assembly Languages were first used in ___?
a. First generation computers
b. Second generation computers
c. Third generation computers
d. Fourth generation computers
20. FORTRAN and COBOL are examples of ___?
a. Machine Language
b. Assembly Language
c. Higher Order Language
d. Computer Language

22
True/False Questions

21. Mainframe computers process faster than microcomputers. True/False

22. Main memory is a software component. True/False

23. Processing is the manipulation by which a computer transforms data into

information. True/False

24. Computers are becoming larger, slower, and more expensive. True/False

25. A microcomputer is used to view very small objects. True/False

26. A hard disk is an example of software. True/False

27. Computers continue to get smaller and smaller in size. True/False

28. Supercomputers are particularly inexpensive. True/False

29. Land was the primary resource in the Agrarian economy. True/False

30. ENIAC is a second generation computer. True/False

23
 CHAPTER 2
COMPUTER HARDWARE
Daniel Danso Essel
Wilson Osafo Apeanti

Introduction

In chapter one we learnt that all the elements that go together to make up a
PC fall into one of two categories, hardware or software. This chapter is about
hardware, the components upon which software runs. Everything you can see
and touch in your PC is hardware.

Learning Objectives

After completing this chapter you will be able to

Define computer hardware

Identify input, output, storage and communication devices
Identify the components of the system unit
Explain the procedures involved in computer processing

The Computer Hardware

Computer hardware refers to the physical parts of a computer and its related
devices. Internal hardware devices include motherboards, hard drives, and
memory. External hardware devices include monitors, keyboards, mice, printers,
and scanners.

The internal hardware parts of a computer are often referred to as components,

while external hardware devices are usually called peripherals. Together, they
all fall under the category of computer hardware. The computer hardware can
be categorised into
1. Input devices
2. Output devices
3. System unit
4. Storage devices
5. Communication devices

24
 Input Devices

In computing, an input device is any peripheral (piece of computer hardware

equipment) used to input data into the computer. The following are examples of
input devices.

Keyboards
A keyboard is a device that converts letters, numbers, and other characters into
electrical signals that can be read by the computer’s processor. The keyboard
may look like a typewriter keyboard to which some special keys have been
added (such as Function keys and Ctrl, Alt, and Del keys) intended for
computer- specific tasks.

Figure 2.1: Parts of the keyboard

Newer keyboards include extra keys for special

activities such as instant web access, CD/DVD
controls, and Windows
shortcut keys. Wired
keyboards connect
Figure 2.2: Keyboard with special
through a cable to the
access keys
computer via a serial port
or a USB port. Wireless keyboards use either infrared-light
(IR) technology or radio frequency (RF) technology to

Figure 2.3: Virtual Keyboard transmit signals to a receiver device plugged into the
computer, usually via a USB port.

25
The newly introduced Virtual Keyboard (Figure 2.3) can be used with PDAs and
smartphones, allowing users a practical and flexible way to do email and word
processing without having to take along a laptop computer.

Specialty keyboards

Specialty keyboards range from Touch-Tone telephone keypads for mobile

devices.

Figure 2.4: Screen Touch Keypad (left) and Mobile

phone key pad (right)

Pointing Devices

Pointing devices control the position of the cursor or pointer on the screen and
allow the user to select options displayed on the screen. Pointing devices
include the mouse and its variants, the touch screen, and various forms of pen
input and the recent innovations in handwriting input.

The Mouse

The principal pointing tool used with microcomputers is the mouse, a device
that is rolled about on a mouse pad and directs a pointer on the computer’s
display screen. The mouse’s name is derived from the device’s shape, which is a
bit like a mouse, with the cord to the computer being the tail.

Mechanical versus Optical mouse:

Mechanical mouse uses mouse pad - a

rectangular rubber/foam pad - provides
traction for the mouse wheel. Newer mice
have optical properties, that is, they use light
emitting diodes (LED) to detect movement
and special chips to encode data for the Figure 2.5: Mechanical mouse (left) and
computer. Optical mice have no moving Optical mouse (right)
parts, have a smoother response, and don’t

26
require a mouse pad.

Cordless or Wireless Mice

Cordless or wireless mice transmit data via infrared radiation or radio (including
Bluetooth). The receiver is connected to the computer through a serial or USB
port, or can be built in (as is sometimes the
case with Bluetooth). Modern non-Bluetooth
wireless mice use USB receivers. Some of these
can be stored inside the mouse for safe
transport while not in use, while other, newer
mice use newer "nano" receivers, designed to
be small enough to remain plugged into a Figure 2.6: Wireless mouse with Bluetooth
laptop during transport, while still being large dongle
enough to easily remove

Trackball

The trackball is a movable ball, mounted on top of a stationary device that

can be rotated using your fingers or palm. In fact, the trackball looks like the
mouse turned upside down. Instead of moving the mouse
around on the desktop, you move the trackball with the tips
of your fingers. A trackball is not as accurate as a mouse, and
it requires more frequent cleaning, but it’s a good alternative
when desktop space is limited. Trackballs come in wired and
wireless versions, and newer optical trackballs use laser
technology. Figure 2.7: Trackball

Touchpad

A touchpad is a small, flat surface over which you slide

your finger, using the same movements as you would with
a mouse. The cursor follows the movement of your finger.
You “click” by tapping your finger on the pad’s surface or
by pressing buttons positioned close by the pad.
Touchpads are most often found on laptop computers,
but freestanding touchpads are available for use with
Figure 2.8: Laptop Touchpad
PCs.

Touch Screen

27
A touch screen is a video display screen that has
been sensitized to receive input from the touch
of a finger. The specially coated screen layers
are covered with a plastic layer. Depending on
the type of touch screen, the pressure of the
user’s finger creates a connection of electrical
current between the layers, and decreases
touchpad the electrical charge at the touched
point, or otherwise disturbs the electrical field.
The change in electrical current creates a signal Figure 2.9: Touch Screen
that is sent to the computer. You can input
requests for information by pressing on displayed
buttons.

Joystick and Wheel

Users running game software, such as

driving or flight simulation software may
prefer to use a joystick, wheel, or other
device as their pointing and control
device. A joystick is a vertical lever
mounted on a base. You move the lever in
different directions to control the actions
of a vehicle or a player. The lever usually
includes buttons, called triggers that you
can press to activate certain events. Some
joysticks also have additional buttons that
you can set to perform other actions.
Figure 2.10: Game controllers

A wheel is a steering-wheel type input device. You turn the wheel to simulate
driving a car or other vehicle. Most wheels also include foot pedals for
acceleration and braking action. A joystick and wheel typically attach via a
cable to the USB port.

Pen-Based Computer Systems

28
Pen-based computer systems allow users to enter handwriting and marks onto a
computer screen by means of a pen-like stylus rather than by typing on a
keyboard. A stylus is a pen-like device that is used to write text or draw lines on a
touch-sensitive surface as input to a computer. Pen
computers use handwriting recognition software that
translates handwritten characters made by the stylus
into data that is usable by the computer. Handwriting
recognition refers to the ability of a computer to
receive intelligible written input. The system requires
special software that interprets the movements of the
stylus across the writing surface and translates the Figure 2.11: Pen-based
resulting cursive writing into digital information. computer system

Digitizer

A digitizer uses an electronic pen or a mouse-like copying

device called a puck that can convert drawings and photos
to digital data. One form of digitizer is the digitizing tablet, used
in engineering and architecture applications, in which a
specific location on an electronic plastic board corresponds to
a location on the screen.
Figure 2.12: Digital tablet
Scanning and Reading Devices

Scanners
Scanners, or optical scanners, use light-sensing (optical)
equipment to translate images of text, drawings, photos,
and the like into digital form. The images can then be
processed by a computer, displayed on a monitor, stored
on a storage device, or transmitted to another computer.
Figure 2.13: Scanner
Bar-code readers
Bar-code readers are photoelectric (optical) scanners that
translate the symbols in the bar code into digital code.
They are usually used in Point of Sale (POS) systems. In this
system, the price of a particular item is set within the store’s
computer. Once the bar code has been scanned, the Figure 2.14: Barcode
corresponding price appears on the sales clerk’s point-of- reader
sale terminal and on your receipt. Records of sales from

29
the bar-code readers are input to the store’s computer and used for
accounting, restocking store inventory, and identifying products that don’t sell
well.

Audio and Video Input Devices

Microphones
Microphones are audio input devices that take varying air
pressure waves created by voice or other sound sources and
convert them into varying electric signals. Many new
microcomputers and notebooks come with built-in
microphones; stand-alone microphones can be connected via

USB or some other connection.

Figure 2.14: Microphone
Speech-Recognition
A speech-recognition system, using a microphone as an input device, converts
a person’s speech into digital signals by comparing the electrical patterns
produced by the speaker’s voice with a set of pre-recorded patterns stored in
the computer. Most of today’s speech-recognition packages have a database
of about 200,000 words from which they try to match the words you say. These
programs let you accomplish two tasks: turn spoken dictation into typed text
and issue oral commands (such as “Print file” or “Change font”) to control your
computer.

Figure 2.15: Speech recognition software

30
Digital Camera

A digital camera uses a light-sensitive processor chip to capture photographic

images in digital form and store them on flash memory cards. The bits of digital
information can then be copied right into a computer’s hard disk for
manipulation, emailing, posting on websites, and
printing out. Many digital cameras can be connected
to a computer by a USB or FireWire Connection, so your
computer’s operating system must support these
connections to recognize the camera’s driver. Most
cameras store picture data on flash memory cards and
memory sticks, from which later you can transmit photo Figure 2.16: Digital Camera
data to your computer through a USB cable.

Camera Phones

Digital-camera technology has, of course, migrated to cell

phones. Modern colour screen mobile phones can be

used to take pictures and downloaded to the

Figure 2.17: Mobile phone
computer.
Camera
Camcorder

A camcorder is a portable electronic device for recording

video images and audio onto a storage device. The
camcorder contains both camera and recorder in one unit,
hence its portmanteau name (camera recorder). This
compares to previous technology where they would be
Figure 2.18: Camcorder
separate.

Webcam

A webcam, or web camera, is the loosely used

term for any camera that generates images
that can be accessed by and displayed on the
World Wide Web through a server. A webcam is
essentially just a camera that is connected to a
computer, either directly or wirelessly, and
gathers a series of images for remote display Figure 2.19: laptop webcam (left)
elsewhere. Webcam technology is widely used by standalone webcam (right)

31
all sorts of people for all sorts of different reasons. For example you can use your
webcam to make a video call online via Skype.

Output Devices

An output device is any piece of computer hardware equipment used to

communicate the results of data processing carried out by an information
processing system (such as a computer) which converts the electronically
generated information into human-readable form.

Output is data that has been processed into a useful form called information.
That is, a computer processes input into output. Computers generate several
types of output, depending on the hardware and software being used and the
requirements of the user. Four common types of output are text, graphics,
audio, and video (Figure 2.20).

Text consists of characters that are used to create words, sentences, and
paragraphs. A character is a letter, number, punctuation mark, or any other
symbol that requires one byte of computer storage space.

Graphics are digital representations of non-text information, such as images,

drawings, charts, pictures, and photographs. Displaying a series of still graphics
creates an animation; i.e. a graphic that has the illusion of motion.

Audio is any music, speech, or other sound that is stored and produced by the
computer. Recall that sound waves, such
as the human voice or music, are analog. Graphic Audio
To store such sounds, a computer converts Text Movie
them from a continuous analog signal into
a digital format.

Video consists of photographic images

that are played back at speeds that
provide the appearance of full motion in
real time. Software and Websites often
include videos to enhance understanding.
Figure 2.20: Common computer
Display Screens/ Monitors
Output
Display screens - also variously called monitor
or simply screen - are output devices that

32
show programming instructions and data as they are being input and
information after it is processed. The monitor is the component that displays the
visual output from your computer as generated by the video card. It is not
responsible not for any real computing but rather for showing the results of
computing.

CRT (Cathode-Ray Tube) Monitors

A CRT is a vacuum tube used as a display screen in a

computer or video display terminal. The same kind of
technology is found not only in older desktop computers
but also in older television sets and flight-information
monitors in airports.
Figure 2.21: CTR Monitor
The CRT screen, which is the front of the tube, is coated
with tiny dots of phosphor material that glow when
electrically charged (figure 2.23). The CRT moves an electron
beam back and forth across the back of the screen, causing
the dots to glow, which produces an image on the screen.
CRT monitors are still found in many homes and schools,
although most new computers
now come with flat panel
displays. Each dot, called a

pixel (short for picture Figure 2.23: CTR screen

element), is a single point in an coated with tiny
electronic image (Figure 2.22). phosphor dots
Figure 2.22: Pixels
Monitors consist of hundreds,
thousands, or millions of pixels arranged in rows and
columns that can be used to create pictures. The pixels are so close together
that they appear connected.

Flat Panel Monitors

Compared to CRTs, flat-panel displays monitor (Figure

2.24) are much thinner, weigh less, and consume less
power, which is why they are used in portable computers.
Flat-panel displays are made up of two plates of glass
separated by a layer of a substance in which light is
manipulated. One flat-panel technology is liquid crystal
Figure 2.24: LCD Monitor

33
display (LCD), in which molecules of liquid crystal line up in a way that alters their
optical properties, creating images on the screen by transmitting or blocking out
light.

LCD Projector

An LCD projector (Figure 2.25) is a type of video

projector for displaying video, images or computer data
on a screen or other flat surface. It is a modern
equivalent of the slide projector or overhead projector.
Figure 2.25: LCD Projector
Softcopy is data that is shown on a display screen or is in
audio or voice form; it exists only electronically. This kind of output is not tangible;
it cannot be touched. It’s like music: You can see musical scores and touch CDs
and tapes, but the music itself is intangible. Similarly, you can touch floppy disks
on which programs are stored, but the software itself is intangible. Soft is also
used to describe things that are easily changed or impermanent. In contrast,
hard is used to describe things that are relatively permanent.

Hardcopy is printed output. The principal examples are printouts, whether text or
graphics from printers. Film, including microfilm and microfiche, is also
considered hardcopy output.

Traditional Hardcopy Output: Printers

A printer is an output device that prints characters, symbols, and perhaps
graphics on paper or another hardcopy medium. As with scanners, the
resolution, or quality of sharpness of the printed image is indicated by dots per
inch (dpi), a measure of the number of rows and columns of dots that are
printed in a square inch. For microcomputer printers, the resolution is in the
range of 600 × 600 - 5,760 × 1,440, with 1,200 × 1,200 being most common.

Printers can be separated into two categories, according to whether or not the
image produced is formed by physical contact of the print mechanism with the
paper.

Impact printers do have contact with paper; nonimpact printers do not. We will
also consider plotters and multifunction printers.

Impact Printers

This is an old printing technology and is most functional in specialized

environments where low-cost printing is essential. An impact printer forms

34
characters or images by striking a mechanism such as
a print hammer or wheel against an inked ribbon,
leaving an image on paper. The most common form
of impact printer is the dot-matrix printer (Figure 2.26).
A dot-matrix printer contains a print head of small
pins that strike an inked ribbon against paper, to form
characters or images. Print heads are available with
9, 18, or 24 pins; the 24-pin head offers the best Figure 2.26: Dot matrix
quality. printer

Non-Impact Printers

Nonimpact printers are faster and quieter than impact printers because no print
head strikes paper. Nonimpact printers form characters and images without
direct physical contact between the printing mechanism
and paper. Two types of nonimpact printers often used
with microcomputers are laser printers and inkjet printers.

Laser Printers - Like a dot-matrix printer, a laser printer

(Figure 2.27) creates images with dots. However, as in a
photocopying machine, these images are produced on a
drum, treated with a magnetically charged ink-like toner Figure 2.27: Laser printer
(powder), and then transferred from drum to paper.

The Laser Mechanism

The laser printer uses electrostatic charges to (1)
create an image on the drum, (2) adhere toner
to the image, (3) transfer the toned image to the
paper, and (4) fuse the toner to the paper (Figure
2.28). The laser creates the image by "painting" a
negative of the page to be printed on the
charged drum. Where light falls, the charge is
dissipated, leaving a positive image to be printed.
Figure 2.28: Laser printing
Inkjet Printers Mechanism
Inkjet printers (Figure 2.29) spray onto paper,
electrically charged droplets of ink from four nozzles through holes in a matrix at
high speed. Like laser and dot-matrix printers, inkjet printers form images with
little dots. Inkjet printers commonly have a DPI of 4,800 ×1,200 (but can be as

35
high as 9,600 × 2,400); they spray ink onto the page a line at a time, in both high-
quality black-and-white text and high-quality colour graphics. (To achieve
impressive colour images, you should use high-quality, high-gloss paper, which
prevents inkjet-sprayed dots from feathering, or
spreading.) Inkjet cartridges come in various
combinations: a single cartridge for black and all colour
inks, two separate black and colour cartridges, or
separate cartridges for black and each colour.

Some cartridges also include the print head, which is

acceptable to wear out before the rest of the machine.
The advantages of inkjet printers are that they can print in
colour, are quiet, and are generally less expensive than
colour laser printers. The disadvantages are that they Figure 2.29: Inkjet printer
print with a bit less quality than laser printers do and are
usually slower. Another disadvantage is that inkjet
cartridges need to be replaced more often than laser-toner cartridges do and
so may cost more in the long run.

Multi-Function Printers combine several capabilities,

such as printing, scanning, copying, and faxing (Figure
2.30).

Plotters
A plotter (Figure 2.31) is a Figure 2.30: Multifunction
specialized output device printer
designed to produce large,
high-quality graphics in a variety of colours. Plotter lines
are not made up of dots; they are actually drawn. The
plotter was the first computer output device that could
not only print graphics but also accommodate full-size
engineering, three-dimensional, and architectural
drawings, as well as maps. Using different coloured pens,
it was also able to print in colour long before inkjet
Figure 2.31: Plotter
printers became an alternative.

36
 Photo Printers
Photo printers (are specialized machines for printing
continuous-tone photo prints (typically 3 × 5 or 4 × 6
inches), using special dye-receptive paper and
ribbons with special transparent colour dyes (Figure Figure 2.32: Photo printer
2.32). Paper and ribbon pass together over the print
head, which contains thousands of heating elements producing varying
amounts of heat. The hotter the element, the more dye is released, and as the
temperature is varied, shades of each colour can be overlaid on top of one
another. The dyes are transparent and blend
(sublimate) into continuous-tone colour

Specialty Printers
Specialty printers exist for such purposes as printing
certain types of labels, tickets, and text in Braille
(Figure 2.33).

Sound Output

Sound-output devices produce

digitized sounds, ranging from beeps

and chirps to music. To use sound

Figure 2.33: Braille embosser
Figure 2.34: Computer output, you need appropriate
speakers software and a sound card.

System Unit

The system unit houses the

motherboard (including the
processor chip and memory
chips), the power supply, storage
devices and other devices. The
part of the system unit that is the
empty box with just the power
supply is called the case or system
cabinet (Figure 2.35).

Figure 2.35: System unit components

37
Motherboard

The motherboard also called the system board is the

main circuit board in the computer (Figure 2.36). This is
the big green circuit board to which everything else -
such as the keyboard, mouse, and printer attaches
through connections (called ports) in the back of the
computer. The processor chip and memory chips are
also installed on the motherboard. The motherboard
has expansion slots - for expanding the PC’s
capabilities - which give you places to plug in
additional circuit boards, such as those for video,
sound, and communications (modem)
Figure 2.36: Motherboard
Power Supply Unit

The electricity available from a standard wall outlet is

alternating current (AC), but a microcomputer runs on direct
current (DC). The power supply unit is a device that converts
AC to DC to run the computer (Figure 2.37). The on/off
switch in your computer turns on or shuts off the electricity to
the power supply. Because electricity can generate a lot of
heat, a fan inside the computer keeps the power supply and
other components from becoming too hot. Figure 2.37: Power supply unit

Electrical power drawn from a standard AC outlet can be quite uneven. For
example, a sudden surge, or “spike,” in AC voltage can burn out the low-
voltage DC circuitry in your computer (“burn the motherboard”). Instead of
plugging your computer directly into a wall electrical outlet, it’s a good idea to
plug it into a power protection device. The three principal types are surge
protectors, voltage regulators, and UPS units:

Uninterruptible Power Supply (UPS):- UPS is a battery-operated device

that provides a computer with electricity if there is a power failure. The
UPS will keep a computer going for 5-30 minutes or more (Figure 2.38). It
goes into operation as soon as the power to your computer fails.

Figure 2.38: UPS

38
Central Processing Unit (CPU)
A processor is also called the CPU, and it
works hand in hand with other circuits
known as main memory to carry out
processing (Figure 2.39). The CPU (central
processing unit) is the “brain” of the
computer; it follows the instructions of the
software (program) to manipulate data
into information. The CPU consists of two
parts - (1) the control unit and (2) the
arithmetic/logic unit (ALU), both of which
contain registers.

The Control Unit

The control unit is for directing electronic

signals: The control unit deciphers each
instruction stored in the CPU and then
carries out the instruction. It directs the
movement of electronic signals between Figure 2.39: Components of the CPU
main memory and the arithmetic/logic unit.
It also directs these electronic signals between main memory and the input and
output devices. For every instruction, the control unit carries out four basic
operations, known as the machine cycle. In the machine cycle, the CPU (1)
fetches an instruction, (2) decodes the instruction, (3) executes the instruction,
and (4) stores the result (Figure 2.40).

Figure 2.40: The four basic operation of the Control unit

39
The Arithmetic/Logic Unit
The arithmetic/logic unit (ALU) performs arithmetic operations and logical
operations and controls the speed of those operations. As you might guess,
arithmetic operations are the fundamental math operations: addition,
subtraction, multiplication, and division.

Logical operations are comparisons. That is, the ALU compares two sets of data
to see whether one is equal to (=), greater than (>), greater than or equal to
(>=), less than (<), less than or equal to (<=) or not equal to (≠) the other.

Registers
The control unit and the ALU also use registers, special CPU areas that enhance
the computer’s performance. Registers are high-speed storage areas that
temporarily store data during processing. They may store a program instruction
while it is being decoded, store data while it is being processed by the ALU, or
store the results of a calculation.

All data must be represented in a register before it can be processed. For

example, if two numbers are to be multiplied, both numbers must be in registers,
and the result is also placed in a register. (The register can contain the address
of a memory location where data is stored rather than the actual data itself.)

The number of registers that a CPU has and the size of each (number of bits)
help determine the power and speed of a CPU. For example, a 32-bit CPU is one
in which each register is 32 bits wide. Therefore, each CPU instruction can
manipulate 32 bits of data. (There are several types of registers, including
instruction register, address register, storage register, and accumulator.)

Buses - Data Roadways

Buses, or bus lines, are electrical data roadways through which bits are
transmitted within the CPU and between the CPU and other components of the
motherboard. A bus resembles a multi-lane highway: The more lanes it has, the
faster the bits can be transferred. The old-fashioned 8-bit-word bus of early
microprocessors had only eight pathways. Data is transmitted four times faster in
a computer with a 32-bit bus, which has 32 pathways, than in a computer with
an 8-bit bus. Intel’s Pentium chip is a 64-bit processor, as are Intel’s dual-core
and quad-core processors. Supercomputers usually have 128-bit processors or
more.

40
Processing Speeds
Often a PC advert will say something like “Intel Core i3 processor 3.40 GHz,”
“Intel Dual Core processor 2.0 GHz,” or “AMD Athlon 64 X2 processor 2.30 GHz.”
GHz stands for “gigahertz.” These figures indicate how fast the microprocessor
can process data and execute program instructions. Every microprocessor
contains a system clock, which controls how fast all the operations within a
computer take place. The system clock uses fixed vibrations from a quartz
crystal to deliver a steady stream of digital pulses or “ticks” to the CPU. These
ticks are called cycles. Faster clock speeds will result in faster processing of data
and execution of program instructions, as long as the computer’s internal circuits
can handle the increased speed. The processing speed of a microcomputer is
measured in megahertz& gigahertz. Megahertz (MHz) is a measure of frequency
equivalent to 1 million cycles (ticks of the system clock) per second and
gigahertz (GHz)—a billion cycles per second. Intel’s Core i3 operates at a
minimum of 3.40 gigahertz, or 3.40 billion cycles per second upwards.

The Memory: RAM and ROM

Memory chips (Figure 2.41), represent primary storage that hold data before
processing and information after processing, before it is sent along to an output
or secondary storage device.

Figure 2.41: The four basic operation of the Control unit

RAM (Random Access Memory) chips temporarily hold (1) software instructions
and (2) data before and after it is processed by the CPU. Think of RAM as the
primary workspace inside your computer. When you open a file, a copy of the
file transfers from the hard disk to RAM, and this copy in RAM is the one that
changes as you work with the file. When you activate the Save command, the
changed copy is transferred from RAM back to permanent storage on the hard
drive.

41
Because its contents are temporary, RAM is said to be volatile - the contents are
lost when the power goes off or is turned off. This is why you should frequently
every 5-10 minutes, transfer (save) your work to a secondary storage medium
such as your hard disk, in case the electricity goes off while you’re working.

Types of RAM: Several types of RAM chips are used in personal computers—
DRAM, SDRAM, SRAM, and DDR-SDRAM:

DRAM: The first type (pronounced “dee-ram”), DRAM (dynamic RAM), must be
constantly refreshed by the CPU or it will lose its contents.

SDRAM: The second type of RAM is SDRAM (synchronous dynamic RAM), which is
synchronized by the system clock and is much faster than DRAM. Often in
computer adverts the speed of SDRAM is expressed in megahertz.

SRAM: The third type, static RAM, or SRAM (pronounced “ess-ram”), is faster than
DRAM and retains its contents without having to be refreshed by the CPU.

DDR-SDRAM: The fourth type, DDR-SDRAM (double-data rate synchronous

dynamic RAM), is the current standard of RAM chips in PCs used at home; the
speed is measured in megahertz. Faster versions have been introduced; i.e.
DDR2 SDRAM, DDR3 SDRAM and DDR5 SDRAM, which are found on gaming
machines and multimedia machines, where speed is needed.

ROM (Read-Only Memory) cannot be written on or erased by the computer user

without special equipment. ROM chips contain fixed start-up instructions. That is,
ROM chips are loaded, at the factory, with programs containing special
instructions for basic computer operations, such as those that start the computer
or put characters on the screen. These chips are non-volatile; their contents are
not lost when power to the computer is turned off. In computer terminology,
read means to transfer data from an input source into the computer’s memory
or CPU. The opposite is write - to transfer data from the computer’s CPU or
memory to an output device. Thus, with a ROM chip, read-only means that the
CPU can retrieve programs from the ROM chip but cannot modify or add to
those programs. A variation is PROM (programmable read-only memory), which
is a ROM chip that allows you, the user, to load read-only programs and data.
However, this can be done only once.

42
Ports & Cables

A port is a connecting socket or jack on the outside of the system unit into which
different kinds of cables are plugged. A port allows you to plug in a cable to
connect a peripheral device, such as a monitor, printer, or modem, so that it
can communicate with the computer system.

Dedicated Ports - For Keyboard, Mouse, Monitor, Audio, & Modem

Dedicated ports are ports for special purposes, such as the round ports (PS/2) for
connecting the keyboard and the mouse (if they’re not USB), the monitor port,
the audio ports (green for speakers or headphones, pink for microphone, yellow
for home stereo connection), the modem port to connect your computer to a
phone line, and a network port (RJ-45) for a high-speed Internet connection.
There is also one connector that is not a port at all—the power plug socket, into
which you insert the power cord that brings electricity from a wall plug (figure
2.42)

Figure 2.42: The various ports on the PC

Serial and Parallel Ports

Most ports other than the dedicated ones just described are generally
multipurpose. We consider serial and parallel ports:

43
Serial ports - for transmitting slow data over long distances: A line connected to
a serial port will send bits one at a time, one after another, like cars on a one-
lane highway. Because individual bits must follow each other, a serial port is
usually used to connect devices that do not require fast transmission of data,
such as keyboard, mouse, monitors, and dial-up modems. It is also useful for
sending data over a long distance.

Parallel ports - for transmitting fast data over short distances: A line connected
to a parallel port allows 8 bits (1 byte) to be transmitted simultaneously, like cars
on an eight-lane highway. Parallel lines move information faster than serial lines
do, but they can transmit information efficiently only up to 15 feet. Thus, parallel
ports are used principally for connecting printers or external disk or magnetic-
tape backup storage devices.

Universal Serial Bus (USB) Ports

One USB (universal serial bus) port (Figure 2.43) can theoretically
connect up to 127 peripheral devices in a daisy chain. USB ports are
multi-purpose, useful for all kinds of peripherals, and are included on
all new computers. Development of USB standards started with
version 1.1 with transmission speed of up to 12Mbps then to 2.0 with
transmission speed of up to 35 Mbps and now 3.0 with transmission
Figure 2.43: USB ports
speed of up to 400Mbps.

The Goals of USB:

The designers of the USB standard had several goals in mind.
They wanted it to:

1. Lower the cost of producing cheap peripherals such as

game controllers and mice.
2. Be able to connect lots of devices and have sufficient
speed so that it can replace all the different ports on
computers with a single standard. Figure 2.44: USB cable
3. Be “hot swappable” or “hot pluggable,” meaning that
it could allow USB devices to be connected or disconnected even while
the PC is running.
4. Permit plug and play—to allow peripheral devices and expansion cards to
be automatically configured while they are being installed—to avoid the
hassle of installing drivers and creating special files for new hardware.

44
Specialized Ports - Fire wire, Bluetooth, & Infrared

FireWire ports—for camcorders, DVD players, and TVs:

FireWire was created by Apple Computers and later
standardized. It actually preceded USB and had similar
goals. The difference is that FireWire is intended for
devices working with lots of data - not just mice and
keyboards but digital video recorders, DVD players,
gaming consoles, and digital audio equipment (Figure
2.45). Like USB, FireWire is a serial bus. However, whereas
initial USB was limited to 12 megabits per second,
FireWire currently handles up to 400 megabits per second.
USB can handle 127 devices per bus, while FireWire handles Figure 2.45: Specialized ports
63. Both USB and FireWire allow you to plug and unplug devices at any
time.

Bluetooth Port - Bluetooth technology consists of short-range radio

waves that transmit up to 30 feet (10 metres). It is used to connect cell
phones to computers as well as connect computers to printers,
Figure 2.46: Bluetooth logo
keyboards, headsets, and other appliances.

Infrared Port - When you use a handheld remote unit to change

channels on a TV set, you’re using invisible radio waves of the
type known as infrared waves. An infrared port allows a
computer to make a cable-less connection with infrared
capable devices, such as some printers (Figure 2.47). This type
of connection requires an unobstructed line of sight between
transmitting and receiving ports, and they can be only a few

feet apart. Figure 2.47: Infrared port

Expansion Slots
Today many new microcomputer systems functionality can be expanded.
Expansion is a way of increasing a computer’s capabilities by adding hardware
to perform tasks that are not part of the basic system.

Expansion slots are sockets on the motherboard into which you can plug
expansion cards (Figure 2.48). Expansion cards - also known as expansion
boards, adapter cards, interface cards, plug-in boards, controller cards, add-ins,

45
or add-ons - are circuit boards that provide more memory or that control
peripheral devices.

Figure 2.48: Expansion slots

Storage Devices
A computer storage device is any type of hardware that stores data. Storage
device are categorised into two namely: Primary storage and Secondary
storage devices.

Primary storage (or main memory or internal memory (RAM)), often referred to
simply as memory, is the only one directly accessible to the CPU. The CPU
continuously reads instructions stored there and executes them as required.

Secondary storage (also known as external memory or auxiliary storage), differs

from primary storage in that it is not directly accessible by the CPU. The
computer usually uses its input/output channels to access secondary storage
and transfers the desired data using intermediate area in primary storage.
Secondary storage does not lose the data when the device is powered down -
it is non-volatile.

The most common type of secondary storage device, which nearly all
computers have, is a hard drive. The computer's primary hard drive stores the
operating system, applications, files and folders for users of the computer.

46
 Let us consider more traditional forms of secondary storage hardware, devices
that permanently hold data and information as well as programs. We look at
these types of secondary storage devices:

• Floppy disks
• Hard disks
• Optical discs
• Magnetic tape
• Flash memory
• Flash disk

Floppy Disks
Although floppy disks are almost obsolete, some microcomputer systems still
offer the inclusion of an internal floppy disk drive, and external floppy disk drives
are still available. Floppies are still used for emergency
boots in aging systems that may lack support for CD-
ROMs and USB devices. A floppy disk, often called a
diskette or simply a disk, is a removable flat piece of
Mylar plastic packaged in a 3.5 inch plastic case. Data
and programs are stored on the disk’s coating by
means of magnetized spots, following standard on/off Figure 2.49: Floppy disks
patterns of data representation. The plastic case
protects the Mylar disk from being touched by human hands. Floppy disks each
store about 1.44 megabytes, the equivalent of 400 typewritten pages.

Hard Disks
Floppy disks use flexible plastic, but hard disks are rigid. Hard disks are thin but
rigid metal, glass, or ceramic platters covered with a substance that allows data
to be held in the form of magnetized spots. Most hard-disk drives have at least
two platters; the greater the number of platters, the larger the capacity of the
drive. The platters in the drive are separated by spaces and are clamped to a
rotating spindle that turns all the platters in unison. Hard disks are tightly sealed
within an enclosed hard-disk-drive unit
to prevent any foreign matter from
getting inside. Data may be recorded
on both sides of the disk platters.

Figure 2.50: Parts of the Hard disk

47
Hard Disk Head Crash
A head crash happens when the surface of the read/write head or particles on
its surface come into contact with the surface of the hard-disk platter, causing
the loss of some or all of the data on the disk. A head crash can also happen
when you bump a computer too hard or drop something heavy on the system
unit. An incident of this sort could, of course, be a disaster if the data has not
been backed up. There are firms that specialize in trying to retrieve data from
crashed hard disks (for a hefty price), though this cannot always be done.

Optical Discs: CDs & DVDs

Everyone who has ever played an audio CD is familiar with optical discs. An
optical disc is a removable disk, usually 4.75 inches in diameter and less than
one-twentieth of an inch thick, on which data is written and read through the
use of laser beams. An audio CD holds up to 74 minutes (2 billion bits’ worth) of
high-quality stereo sound. Some optical discs are used strictly for digital data
storage, but many are used to distribute multimedia programs that combine
text, visuals, and sound.
How Optical-Disc Storage Works
With an optical disc, there is no
mechanical arm, as with floppy disks
and hard disks. Instead, a high-power
laser beam is used to write data by
burning tiny pits or indentations into
the surface of a hard plastic disk. To
read the data, a low-power laser
light scans the disk surface: Pitted
areas are not reflected and are
interpreted as 0 bits; smooth areas
are reflected and are interpreted as
1 bit. Because the pits are so tiny, a
great deal more data can be
represented than is possible in the
same amount of space on a diskette
and many hard disks. An optical disc
can hold about 6 gigabytes of data,
the equivalent of about 1.3 million
Figure 2.51: Optical disc Mechanism
typewritten pages.
Nearly every PC marketed today

48
contains a CD/DVD drive, which can also read audio CDs. These, along with
their recordable and rewritable variations, are the two principal types of optical-
disk technology used with computers

CD-ROM - For Reading Only

The first kind of optical disc for microcomputers was the CD-ROM. CD-ROM
(compact disk read-only memory) is an optical-disk format that is used to hold
pre-recorded text, graphics, and sound. Like music CDs, a CD-ROM is a read-
only disk. Read-only means the disk’s content is recorded at the time of
manufacture and cannot be written on or erased by the user. As the user, you
have access only to the data imprinted by the disk’s manufacturer. A CD-ROM
disk can hold up to 650 megabytes of data, equal to over 300,000 pages of text.

A CD-ROM drive’s speed is important because, with slower drives, images and
sounds may appear choppy. In computer adverts, drive speeds are indicated
by the symbol “x,” as in “56x,” which is a high speed. x denotes the original
data-transfer rate of 150 kilobytes per second. The data-transfer rate is the time
the drive takes to transmit data to another device. A 56x drive runs at 56 times
150, or 8,400 kilobytes (8.4 megabytes) per second.

CD-R - For Recording Only Once

CD-R (compact disc-recordable) disks can be written to only once but can be
read many times. This allows users to make their own CD’s. Once recorded, the
information cannot be erased. CD-R is often used by companies for archiving -
that is, to store vast amounts of information. If you’re still using a film camera, for
example, once you’ve shot a roll of colour film, you can take it for processing to
a photo shop, which can produce a disk containing your images. You can view
the disc on any personal computer with a CD-ROM drive and the right software.

CD-RW—For Rewriting Many Times

A CD-RW (compact disc-rewritable) disc, also known as an erasable optical
disc, allows users to record and erase data, so the disc can be used over and
over again. CD-RW drives are becoming more common on microcomputers.
CD-RW discs are useful for archiving and backing up large amounts of data or
work in multimedia production or desktop publishing. CD-RW discs cannot be
read by CD-ROM drives. CD-RW discs commonly have a capacity of 650-700
megabytes.

49
DVD-ROM—The Versatile Video Disc
A DVD-ROM (digital versatile disc or digital video disc, with read-only memory) is
a CD-style disc with extremely high capacity, able to store 9.4 or more
gigabytes. Like a CD or CD-ROM, the surface of a DVD contains microscopic
pits, which represent the 0s and 1s of digital code that can be read by a laser.
The pits on the DVD, however, are much smaller and grouped more closely
together than those on a CD, allowing for more information to be represented.
Also, the laser beam used focuses on pits roughly half the size of those on
current audio CDs. In addition, the DVD format allows for two layers of data-
defining pits, not just one. Finally, engineers have succeeded in squeezing more
data into fewer pits, principally through data compression. Most new computer
systems now come with a DVD drive as standard equipment. A great
advantage is that these drives can also take standard

CD-ROM discs, so now you can watch DVD movies and play CD-ROMs using just
one drive. DVDs are replacing CDs for archival storage, mass distribution of
software, and entertainment.

DVD-R—Recordable DVDs: DVD-R (DVD-recordable) discs allow one time

recording by the user. That is, they cannot be reused—written on more than
once.

DVD-RW, DVD-RAM, - Reusable DVDs: Two types of reusable discs are DVD-RW
(DVD-rewritable) and DVD-RAM (DVD-random access memory), all of which
can be recorded on and erased (except for video) many times. DVD-R discs
have a capacity of 4.7 (single-sided) to 9.4 (double-sided) gigabytes.

BLU-RAY: The Next-Generation Optical Disc

Blu-ray, also known as Blu-ray Disc (BD), is the name of a next-generation

optical-disc format jointly developed by the Blu-ray Disc Association (BDA), a
group of consumer electronics and PC companies (including Dell, Hitachi, HP,
JVC, LG, Mitsubishi, Panasonic, Pioneer,
Philips, Samsung, Sharp, Sony, TDK, and
Thomson). The Blu-ray optical format was
developed to enable recording, rewriting,
and playback of high-definition (HD)
video, as well as storing of large amounts
Figure 2.52: Blu-ray Disc (left) and Drive (right)

50
of data. A single-layer Blu-ray Disc can hold 25 gigabytes, which can be used to
record over 2 hours of HDTV (or more than 13 hours of standard-definition TV).
There are also dual-layer versions of the discs that can hold 50 gigabytes.

While current optical-disc technologies such as DVD, DVD-R, DVD-RW, and DVD-
RAM use a red laser to read and write data, the new format uses a blue-violet
laser instead, hence the name Blu-ray.

Magnetic Tape
Similar to the tape used on an audio tape
recorder (but of higher density), magnetic tape
is thin plastic tape coated with a substance that
can be magnetized. Data is represented by
magnetized spots (representing 1s) or non-
Figure 2.53: Magnetic Tape
magnetized spots (representing 0s). Today,
“mag tape” is used mainly for backup and
archiving—that is, for maintaining historical records—where there is no need for
quick access.

Flash Memory Cards

Flash memory cards, or flash RAM cards, are removable storage
media that are inserted into a flash memory port in a digital
camera, handheld PC, smartphone, or other mobile device.

Flash Memory Disk Figure 2.54: Memory Card

A flash memory disk, also called a Pen drive, USB flash disk,
keychain drive, or key drive, consists of a finger-size module
of flash memory that plugs into the USB ports of nearly any
PC or Macintosh. It has storage capacities up to 64
gigabytes, making the device extremely useful if you’re
travelling from home to office, say, and don’t want to carry
a laptop. When you plug the device into your USB port, it
shows up as an external disk on the computer screen. Figure 2.55: Flash Memory Disk

Communications Devices

Computers communicate by transmitting data and information using a

communications channel such as standard telephone lines. Communication

51
channel is the medium through which data and information is transferred. This
includes network cables and fibre optic cables.

Modem
Modem is short for “modulate/ demodulate.” A sending
modem modulates digital signals into analog signals for
transmission over phone lines. A receiving modem
demodulates the analog signals back into digital signals.
The modem provides a means for computers to
communicate with one another using the standard
copper-wire telephone network, an analog system that Figure 2.56: Modem

was built to transmit the human voice but not computer

signals (Figure 2.57).

Digital describes any system based on discontinuous data or events; in the case
of computers, it refers to communications signals or information represented in a
two-state (binary) way using electronic or electromagnetic signals. Each 0 and 1
signal represents a bit.

Analog describes continuously varying in strength and/or quality—fluctuating,

evolving, or continually changing. Sound, light, temperature, and pressure

Figure 2.57: How the modem works

values, for instance, can be anywhere on a continuum or range.

52
Networks
A network, or communications network, is a system of interconnected
computers, telephones, or other communications devices that can
communicate with one another and share applications and data. The
computers can be linked to each other and to other devices such as printers.
This can be done either by wires or fibres-forming a wired network- or wirelessly,
using radio signals.

The Benefits of Networks

People and organizations use networks for the following reasons, the most
important of which is the sharing of resources.

Sharing of Peripheral Devices

Peripheral devices such as laser printers, disk drives, and scanners can be
expensive. Consequently, to justify their purchase, management wants to
maximize their use. Usually the best way to do this is to connect the peripheral to
a network serving several computer users.

Sharing of Programs and Data

In most organizations, people use the same software and need access to the
same information. It is less expensive for a company to buy one word processing
program that serves many employees than to buy a separate word processing
programs for each employee. Moreover, if all employees have access to the
same data on a shared storage device, the organization can save money and
avoid data redundancy problems. If each employee has a separate machine,
some employees may update customer addresses while others remain ignorant
of the changes. Updating information on a shared server is much easier than
updating every user’s individual system. Finally, network-linked employees can
easily work together online on shared projects.

Better Communications
One of the greatest features of networks is electronic mail. With email, everyone
on a network can easily keep others posted about important information.

Security of Information
Before networks became common place, an individual employee might have
been the only one with a particular piece of information, which was stored in his
or her desktop computer. If the employee was dismissed—or if a fire or flood
demolished the office—the company would lose that information. Today such

53
data would be backed up or duplicated on a networked storage device
shared by others.

Access TO Databases
Networks enable users to tap into numerous databases, whether private
company databases or public databases available online through the Internet.

Types of Networks: LANs, WANs, MANs

Local Area Network

A local area network (LAN), or local net, connects computers and devices in a
limited geographic area, such as one office, one building, or a group of
buildings close together. LANs are the basis for most office networks. The LANs of
different offices on a university campus may also be linked together into a so-
called campus-area network.

Wide Area Network

A wide area network (WAN) is a communications network that covers a wide
geographic area, such as a country or the world. Most long-distance and
regional telephone companies are WANs. A WAN may use a combination of
satellites, fibre-optic cable, microwave, and copper-wire connections and link a
variety of computers, from mainframes to terminals.

Metropolitan Area Network

A metropolitan area network (MAN) is a communications network covering a
city or a suburb. The purpose of a MAN is often to bypass local telephone
companies when accessing long distance services. Many cell phone systems
are MANs.

Structure of Networks: Client/Server & Peer to Peer

Client/Server Networks
A client/server network consists of clients, which are microcomputers that
request data, and servers, which are computers used to supply data. The server
is a powerful microcomputer that manages shared devices, such as laser
printers. It runs server software for applications such as email and web browsing.
Different servers may be used to manage different tasks. A file server is a
computer that acts like a disk drive, storing the programs and data files shared
by users on a LAN (Figure 2.58). A database server is a computer in a LAN that
stores data but doesn’t store programs. A print server controls one or more
printers and stores the print-image output from all the microcomputers on the

54
system. Web servers contain web pages that can be viewed using a browser.
Mail servers manage email.

Figure 2.58: Client/server network

Peer-to-Peer Networks
The word peer denotes one who is equal in standing with another (as in the
phrases “peer pressure”).In a peer-to-peer (P2P) network, all microcomputers on
the network communicate directly with one another without relying on a server.
Every computer can share files and peripherals with all other computers on the
network, given that all are granted access privileges. Peer-to-peer networks are
less expensive than client/server networks and work effectively for up to 25
computers. Beyond that, they slow down under heavy use. They are appropriate
for small networks, such as home networks.

55
 Figure 2.59: Peer-to-Peer network

Network Interface Cards (NIC)

A network interface card (NIC) allows the transmission of data
over a cable network, which connects various computers and
other devices such as printers.

Figure 2.60: Network Interface Card

Short-Range Wireless for Local Area Networks: Wi-Fi
Wi-Fi —short for “wireless fidelity”— is a short-range
wireless digital standard aimed at helping portable
computers and handheld wireless devices to
communicate at high speeds and share Internet
connections at distances of 100–228 feet. You can
find Wi-Fi connections, which operate at 2.4–5
gigahertz, inside offices, airports, and internet cafés
and some enthusiasts have set up transmitters on
rooftops, distributing wireless connections throughout Figure 2.61: Wireless LAN
their neighbourhoods.

56
 Chapter 2 -Self-Test Questions

Multiple Choice

Identify the letter of the choice that best completes the statement or answers
the question.

1. A __________ is equal to exactly 1,024 bytes, but often is rounded down to

1,000 bytes by computer users.
a. dekabyte (abbreviated DB or D)
c. kilobyte (abbreviated KB or K)
b. gigabyte (abbreviated GB)
d. megabyte (abbreviated MB)
2. A __________ is equal to approximately one million bytes.
a. dekabyte (abbreviated DB or D)
c. kilobyte (abbreviated KB or K)
b. centibyte (abbreviated CB)
d. megabyte (abbreviated MB)

3. __________ is an example of volatile memory.

a. RAM
c. ROM
b. CMOS
d. all of the above
4. A __________ port is used to connect multiple devices such as digital video
cameras, colour printers, and DVD drives to a single connector.
a. DVD
b. USB
c. VCR
d. CPU
5. Input is any item entered into memory and includes __________.
a. data
c. commands
b. programs
d. all of the above
6. A __________ is the most widely used pointing device because it takes full
advantage of a graphical user interface.
a. mouse

57
 c. graphics tablet
b. keyboard
d. joystick
7. To press and release a mouse button twice without moving the mouse is
called __________.
a. clicking
b. double-clicking
c. right-click
d. right-dragging
8. A __________ is a small, flat, rectangular pointing device that is sensitive to
pressure and motion.
a. mouse
b. touchpad
c. trackball
d. pointing stick
9. Like a television set, the core of a monitor is a large glass tube called a(n)
__________.
a. cathode ray tube (CRT)
b. monochrome monitor (MM)
c. LCD display
d. all of the above
10. __________ are often used in kiosks located in stores, hotels, airports, and
museums.
a. Touchpads
c. Graphics tablets
b. Touch screens
d. Optical scanners
11. A __________ is similar to a copy machine except that it creates a file of
the document instead of a paper copy.
a. scanner
c. graphics tablet
b. touchpad
d. bitmap
12. A(n) __________ device commonly is used to scan test, survey, or
questionnaire answer sheets, matching their patterns of light against a master
document.
a. Optical Character Recognition (OCR)
b. Optical Mark Recognition (OMR)

58
 c. Magnetic Ink Character Recognition (MICR)
d. Image Processing System Recognition (IPSR)
13. Bar codes are used on __________.
a. items purchased in retail stores
c. tests
b. questionnaires
d. all of the above
14. __________ is the capability of a computer to distinguish spoken words.
a. Speech recognition
c. Optical mark recognition
b. A keyguard
d. A hand-mounted pointer
15. __________ is ideal for students with limited hand mobility.
a. Optical character recognition
c. Optical mark recognition
b. A keyguard
d. A joystick
16. Output is data that has been processed into a useful form called __________.
a. information
c. maximum output
b. regular output
d. useful output
17. A common type of output is __________.
a. text
c. video
b. audio
d. all of the above
18. All of the following are commonly used output devices except __________.
a. display devices and printers
b. data projectors and speakers
c. pointing devices and keyboards
d. facsimile machines and headsets
19. Information displayed on a monitor is called __________ because the
information exists electronically and is displayed for a temporary period of time.
a. monochrome
b. soft copy
c. monochrome display
d. gas plasma

59
20. The size of a monitor is measured __________.
a. vertically, from top to bottom
b. diagonally, from corner to corner
c. horizontally, from side to side
d. regionally, multiplying length by width
True/False

Indicate whether the sentence or statement is true or false. True/False

21 The control unit coordinates most of the operations in a computer.

True/False

22. Executing is the process of translating the instructions into commands the
computer understands. True/False

23. The arithmetic/logic unit performs the execution part of the machine
cycle. True/False

24. A higher system clock speed means the CPU can process fewer
instructions per second than the same CPU with a lower clock speed. True/False

25. A computer uses memory to store data and information. True/False

26. Memory stores one basic item, the operating system and other system
software that control the computer equipment. True/False

27. To access data or instructions in memory, the computer references the

addresses that contain the bytes of data. True/False

28. A megabyte, abbreviated MB, is equal to approximately one thousand

bytes. True/False

29. A megabyte, abbreviated MB, is equal to approximately one million

bytes. True/False

30. The memory chips in the system unit are called random access memory
(RAM). True/False

60
 CHAPTER 3
COMPUTER SOFTWARE
Daniel Danso Essel
Ephrem Kwaa-Aidoo (Ph.D).

Introduction

In chapter 2, where learnt about the computer hardware, however without the
computer software, it is impossible to use the hardware. In this chapter we are
going to learn more about computer software and their types.

Learning Objectives

After completing this chapter you will be able to

Define computer software

Explain uses of system software
Identify and explain the various system software
Explain application software
Identify and explain the various types of application software

What is Computer Software?

Software, or programs, consists of all the electronic instructions that tell the
computer how to perform a task. These instructions come from a software
developer in a form (such as a CD or DVD, USB drive, or an Internet download)
that will be accepted by the computer.

Types of Software

There are two types of software: Application software and System software.
Application software is software that has been developed to solve a particular
problem for users—to perform useful work on specific tasks or to provide
entertainment. System software enables the application software to interact
with the computer and helps the computer manage its internal and external

61
resources. We interact mainly with the application software, which interacts with
the system software, which controls the hardware.

Figure 3.1: Interaction between the User, Application software and System Software

System Software

There are three basic types of system software that you need to know about.

1. Operating systems: An operating system is the principal component of

system software in any computing system.
2. Device drivers: Device drivers help the computer control peripheral
devices.
3. Utility Programs: Utility programs are generally used to support, enhance,
or expand existing programs in a computer system.

1. Operating Systems
The operating system (OS), also called the software platform, consists of the low-
level, master system of programs that manage the basic operations of the
computer. These programs provide resource management services of many

62
kinds. In particular, they handle the control and use of hardware resources,
including disk space, memory, CPU time allocation, and peripheral devices.
Every general-purpose computer must have an operating system to run other
programs. The operating system allows you to concentrate on your own tasks or
applications rather than on the complexities of managing the computer. Each
application program is written to run on top of a particular operating system.

Cellphones have their own operating systems, such as Apple’s iPhone OS, which
works with iPhones, or Android operating system for mobile devices. In general,
an operating system written for one kind of hardware will not be able to run on
another kind of machine. In other words, different operating systems are
mutually incompatible. For example, Apple Macintosh with Macintosh system
software does not support PC programs which are based on the Microsoft
windows platform.

Common Operating Systems

DOS operating system
DOS (Disk Operating System) was the original operating system produced by
Microsoft and had a hard-to-use command-driven user interface.

Figure 3.2: Disk Operating System interface

Macintosh Operating System

The Macintosh operating system (Mac OS), which runs only on Apple Macintosh
computers, set the standard for icon-oriented, easy-to-use graphical user
interfaces. Example of this operating system include Mac OS, version 9.1 is used
on older Apple Macintosh computers and Mac OS X

63
 Figure 3.2: Macintosh Operating System Desktop

Microsoft Windows
Microsoft Windows is the most common operating system for desktop and
portable PCs. Examples of windows operating system includes: Windows 95, 98,
ME, XP, Vista, Windows 7 and 8.

Figure 3.3: Windows Operating System Desktop

UNIX and LINUX Operating Systems

UNIX is a multitasking operating system developed for main frame computers in
the early 1970s by scientists at Bell Laboratories. Today, versions of UNIX are
available for computers of all sizes.

64
Figure 3.4: Unix Operating System interface

Linux is a popular, multitasking UNIX-based operating system that is one of the

faster growing operating systems in use today. Unlike Windows and Mac OS,
both of which are proprietary systems, Linux is open source software, which
means its code is available free for public use.

Figure 3.5: Linux Operating System Desktop

The Role of the User Interface

All software, including the operating system, is designed to communicate with
the user in a certain way, through a user interface. A user interface controls how
you enter data or instructions (input) and how information is presented on the
screen (output).One of the more common user interfaces is a graphical user
interface. (GUI)

Graphical User Interface (GUI)

A graphical user interface, or GUI (pronounced gooey), combines text,
graphics, and other visual cues to make software easier to use. The GUI was

65
absent in the Disk Operating System (DOS) which made is less user friendly
(difficult to use). In 1984, Apple introduced a new operating system based on a
graphical user interface. Recognizing the value of this easy-to-use interface,
many software companies followed suit by developing software that
incorporates a graphical user interface. The GUI allows user to use pointing
devices such as the mouse to select icons (little symbols) and commands from
menus (lists of activities).The GUI is on the PC and on the Apple Macintosh. Three
features of a GUI are the desktop, icons, and menus.

The desktop is the system’s main interface screen, displays pictures (icons) that
provide quick access to programs and information. Icons are small pictorial
figures that represent programs, data files, or procedures. For example, a
recycle bin can represents a place to dispose of a file you no longer want. One
of the most important icons is the folder. A folder holds the files in which you
store your documents and other data. A file is (1) a named collection of data
(data file), or (2) a program (program file) that exists in a computer’s secondary
storage, such as a hard disk or CD/DVD.

Figure 3.6: The Windows Desktop

66
The Functions of the Operating System

Booting
Booting is the process of loading an operating system into a computer’s main
memory. When you power up a computer by turning on the power “on” switch,
this is called a cold boot. If your computer is already on and you restart it, this is
called a warm boot or a warm start. Booting allows the BIOS (for “basic
input/output system”) programs to be copied to main memory and help the
computer interpret keyboard characters or transmit characters to the display
screen or to a disk.

CPU Management
The central component of the operating system is the supervisor. The supervisor,
or kernel, manages the CPU (the central processing unit or processor). It remains
in memory (main memory or primary storage) while the computer is running and
directs other “non-resident” programs (programs that are not in memory) to
perform tasks that support application programs.

File Management
Files containing programs and data are located in many places on your hard
disk and other secondary storage devices. The operating system records the
storage location of all files. If you move, rename, or delete a file, the operating
system manages such changes and helps you locate and gain access to it.

Task Management
A computer is required to perform many different tasks at once (multitasking). In
word processing, for example, it accepts input data, stores the data on a disk,
and prints out a document—seemingly simultaneously. Most desktop and laptop
operating systems are single-user systems that can handle more than one
program at the same time—word processing, spreadsheet, database searcher.
Each program is displayed in a separate window on the screen. Other operating
systems (multi-user systems) can accommodate the needs of several different
users at the same time

Security Management
Operating systems allow users to control access to their computers— especially
important matter when several people share a computer or the same computer
network. Users gain access in the same manner as accessing their email—via a
username (user ID) and a password. A password is a special word, code, or
symbol required to access a computer system.

67
If you are using a computer at work, you may give yourself a password. When
you first boot up a new personal computer, the OS will prompt you to choose a
user name and a password. Then, every time after that, when you boot up your
computer, you will be prompted to type in your user name and password. Some
Operating Systems even allows you to protect individual files with separate
access passwords.

2. Device Drivers
Device drivers are specialized software programs—usually components of
system software—that allow input and output devices to communicate with the
rest of the computer system. Drivers are needed so that the computer’s
operating system can recognize and run peripheral hardware. For example you
will need to install drivers for your computer to recognize and run a printer.

3. Utility Programs
Utility programs also known as service programs are system software
components that perform tasks related to the control and allocation of
computer resources. Why it’s important: Utility programs enhance existing
functions or provide services not supplied by other system software programs.
Most computers come with built-in utilities as part of the system software; they
usually include backup, data recovery, virus protection, data compression, and
file defragmentation, along with check (scan) disk and disk clean up.

Application Software

Application software consists of programs designed to perform specific tasks for

users. Application software, also called application programs, can be used for
the following purposes:

 As a productivity/business tool
 Assisting with graphics and multimedia projects
 Supporting school and professional activities
 Helping with home and personal activities
 Facilitating communications popular types of application software by
their general use.

These five categories are not all-inclusive nor are they mutually exclusive; for
example, e-mail can support productivity, a software suite can include Web
page authoring tools, and tax preparation software can be used by a business.

68
Categories of Application Software
Productivity/Business Graphic School/Educational Home/Personal Communication
Design/Multimedia
Word processing Desktop Publishing School/student Personal finance E-Mail
Management
Spreadsheet Paint/Image editing Grade Books Tax preparation Web Browser
Presentation Graphics Multimedia Educational/Reference Legal Chat Rooms
Authoring
Database Web Page Authoring Special Needs Entertainment Instant
Massaging
Personal Information Note Taking Blogs
Management
Software Suite Wikis

In the course of a day, week, or month, you are likely to find yourself using
software from many of these categories, whether you are at school, home, or
work. Even though you may not use all of the applications, you should at least
be familiar with their capabilities. A wide variety of application software, such as
word processing, is available as packaged software that can be purchased
from software vendors in retail stores or on. An application suite consists of
multiple applications bundled together. They usually have related functions,
features and user interfaces, and may be able to interact with each other.
Examples of software suit include, Microsoft Office, OpenOffice.org and iWork,
which bundle together a word processor, a spreadsheet, etc.; but suites exist for
other purposes, e.g. graphics or music.

Figure 3.7: Word processing software

Productivity/Business Software
Productivity software —such as word processing programs, spreadsheets, and
database managers—whose purpose is to make users more productive at
particular tasks. Some productivity software comes in the form of an office suite,
which bundles several applications together into a single large package.

69
Microsoft Office, for example, includes (among other things) Word, Excel, and
Access—word processing, spreadsheet, and database programs, respectively.

Figure 3.8: Database Management Software

Graphic Design/Multimedia Software

Graphics Design Software: They allow users to draw or paint images. Some
graphic design software are used for photo editing. Examples of graphic design
software include Coral Draw, Adobe Illustrator, and Photoshop.

Figure 3.9: Graphics design software

Figure 3.10: Painting using Photoshop application

70
Three dimension (3D) computer graphics software refers to programs used to
create 3D computer-generated imagery. 3D modelers allow users to create and
alter models via their 3D mesh. Users can add, subtract, stretch and otherwise
change the mesh to their desire. Models can be viewed from a variety of
angles, usually simultaneously. Models can be rotated and the view can be
zoomed in and out. 3D graphics software is used in Computer Aided Design
(CAD) for Automobile engineering, Animation and Architecture. Examples of 3D
graphics software include Auto CAD, 3D Max, Rhinoceros and Maya.

Figure 3.11: CAD software use to model cars in Automobile

industies
Multimedia Software: They allow users to create, edit and play audio and video
files. They are capable of playing media files. Audio converters, audio players,
burners, video encoders and decoders are some forms of multimedia software.
Examples of this type of software include windows movie makes, Adobe Primer
Real Player and Media Player.

71
Figure 3.12: Video editing using multimedia software

School/Educational Software
School/Educational software is computer software whose primary purpose is
teaching, self-learning and school management. They have the capabilities of
running tests and tracking students’ progress. They are also used for
collaborative learning and for assisting in the teaching and learning process.
Dictionaries like Britannica and Encarta, mathematical software like Derive,
MatLab and others like Google Earth and NASA World Wind are some of the
well-known names in this category.

Figure 3.13: Encarta Educational Software

72
Home/Personal Software
Home/Personal software is software design to assist in personal finance such as
budget preparation, Tax preparation and legal documents such as will.
Entertainment software like computer games, video and music players also fall
under this category.

Figure 3.14: Video player software

Communication Software
Communication software is software that makes it possible to send and receive
data over telephone lines through modems. Examples of these software include
E-Mail managers, Web Browsers, Chat Rooms and Instant Messaging

Figure 3.15: Yahoo messenger for text, voice and video chat

73
 Chapter 3- Self-Test Questions

Multiple Choice

Identify the letter of the choice that best completes the statement or answers
the question.
1. One type of system software, the operating system __________.
a. contains instructions that coordinate a computer's activities
b. is only important when a computer processes information
c. is not loaded into memory when a computer is first turned on
d. is loaded into memory from a floppy disk each time a computer is
turned on
2. A(n) __________ is a graphical element (usually rectangular or circular in
shape) that can be clicked to cause a specific action to take place.
a. button c. menu
b. icon d. window
3. A(n) __________ is a rectangular area of the screen that is used to display a
program, data, and/or information.
a. menu b. window
c. icon d. command
4. To place whatever is stored on the Clipboard into a document, you
__________ it into the document.
a. copy b. glue
c. paste d. insert
5. __________ involves changing the appearance of a word processing
document.
a. Creating b. Formatting
c. Editing d. Printing
6. The results of presentation graphics software programs normally are viewed as
__________.
a. macros b. slides
c. audience handouts d. notes pages
7. A clip art/image gallery can be stored on a __________.
a. hard disk b. DVD-ROM
c. CD-ROM d. all of the above
8. Popular software suites include __________.
a. Microsoft Office b. AppleWorks
c. Microsoft Works d. ClarisWorks

74
9. Popular software suites used in schools usually include all of the following
applications except __________.
a. word processing b. calendar
c. spreadsheet d. database
10. Paint software allows users to draw pictures, shapes, and other graphics
using various tools such as a(n) __________.
a. pen and brush b. paint bucket
c. eye dropper d. all the above
11. Adobe Primer is an example of an easy-to-use __________ software
program.
a. photo-editing b. multimedia authoring
c. image editing d. graphics creator
12. School and student management software allows administrators and
teachers to __________.
a. track student attendance information
c. manage school district operations
b. track student academic records
d. all of the above
13. Tutorials are __________.
a. answers to questions that people frequently ask about an application
b. the electronic equivalent of a user manual, usually integrated into an
application software package
c. step-by-step instructions using real examples to show how to use an
application
d. automated assistants that help complete a task by asking questions
and performing actions based on the answers
14. All of the following are true except __________.
a. Macintosh computers and PCs format disks differently
b. it is easy to work with the same files on Macintosh computers and
PCs
c. PCs normally cannot open a file saved on a Macintosh disk
d. Macintosh computers normally can open a file saved on a PC disk
15. Database software allows users to __________.
a. add, change, and delete data
b. sort and retrieve data from the database
c. create forms and reports using the data in the database
d. all of the above

75
16. Software designed for the learning environment, like learning a foreign
language or learning math are called __________ software.
a. educational
c. reference
b. home design/landscaping
d. personal computer entertainment
17. Entertainment software includes all of the following except __________.
a. game programs
c. flying simulation programs
b. hobby software
d. multimedia authoring programs
18. All of the following are true except __________.
a. Macintosh computers and PCs format disks differently
b. it is easy to work with the same files on Macintosh computers and PCs
c. PCs normally cannot open a file saved on a Macintosh disk
d. Macintosh computers normally can open a file saved on a PC disk
19. Integrated software is __________.
a. less expensive than a less powerful software suite
b. more expensive than a less powerful software suite
c. less expensive than a more powerful software suite
d. more expensive than a more powerful software suite
20. Using __________ software, an individual can create newsletters,
brochures, and advertisements; postcards and greeting cards; letterhead and
business cards; and banners, calendars, and logos.
a. Computer Aided Design b. Uniform Resource Locator
c. Graphic User Interface d. Desktop Publishing Software

True/False

Indicate whether the sentence or statement is true or false.

21. Apple Macintosh computers use an operating system and graphical user
interface called Mac OS. True/False

22. During the process of developing a document, it is common to switch back

and forth between the word processing activities of creating, editing,
formatting, and saving. True/False

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23. Word processing software consists primarily of graphics. True/False

24. Word processing software includes templates or assistants that are

automated tools that help users create memorandums, meeting agendas, fax
cover sheets, and letters. True/False

25. Like word processing and spreadsheets, database software includes wizards
that allow teachers and students to create databases such as address books
and directories of parents and students. True/False

26. Presentation graphics software creates documents called presentations.

True/False

27. With a personal information manager address book, names, addresses, and
telephone numbers of customers, co-workers, family members, and friends can
be entered and maintained. True/False

28. Integrated software is software that combines applications such as word

processing, spreadsheet, and database into a single, easy-to-use package.
True/False

29. Reference software, such as multimedia encyclopedias and dictionaries

normally are not used in education. True/False

30. Online Help is the electronic equivalent of a user manual. True/False

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 CHAPTER 4
WORD PROCESSING
Wilson Osafo Apeanti
Godfrey Dawson-Amoah

Introduction

In the previous chapter we learnt about software in general. In this chapter we

will study about word processing with Microsoft Office Word. We will learn about
the various components in this environment and what they do. We will also learn
the procedure involved to accomplish key activities and challenges outlined.

Learning Objectives

After completing this chapter you will be able to

Create Ms. Word documents

Edit Ms. Word documents
Format Ms. Word documents
Create tables and hyperlinks
Use find and replace to edit document
Create professional documents using Ms. Word 2007

What is Word Processing Software?

Word processing software allows you to use computers to create, edit, format,
print, and store text material, among other things. Word processing is the most
common software application. The best-known word processing program is
Microsoft Word, but there are others, such as Corel WordPerfect, OpenOffice
Writer, Apple Pages, Google Apps (a free download from
www.google.com/apps ), and Zoho Writer (a free download from
www.zoho.com ). There is even a full-fledged word processor, known as Quick
Office that can be used on the Apple iPhone and other smart phones.

Word processing software allows users to work through a document and delete,
insert, and replace text, the principal edit/correction activities. It also offers such
additional features as creating, formatting, printing, and saving.

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 Creating Documents

Creating a document means entering text using the keyboard or the dictation
function associated with speech-recognition software. Word processing
software has three features that affect this process—the cursor, scrolling, and
word-wrap.

Cursor: The cursor is the movable symbol on the display

screen that shows you where you may next enter data or
commands. The symbol is often a blinking rectangle or an I-
beam. You can move the cursor on the screen using the
keyboard’s directional arrow keys or a mouse. The point
where the cursor is located is called the insertion point.

Scrolling: Scrolling means moving quickly upward,

downward, or sideways through the text or other screen
display. A standard computer screen displays only 20–22
lines of standard-size text. Of course, most documents are
longer than that. Using the directional arrow keys, or the
mouse and a scrollbar located at the side of the screen,
you can move (“scroll”) through the display screen and into
the text above and below it.

Word Wrap: Word wrap automatically continues text to the

next line when you reach the right margin. That is, the text “wraps around” to
the next line. You don’t have to hit a “carriage-return” key or Enter key, as was
necessary with a typewriter.

Editing Documents

Editing is the act of making alterations in the content of your document. Some
features of editing are insert and delete, undelete, find and replace, cut/copy
and paste, spelling checker, grammar checker, and thesaurus. Some of these
commands are in the Edit pull-down menu and icons on the toolbar.

Insert & Delete: Inserting is the act of adding to the document. Simply place the
cursor wherever you want to add text and start typing; the existing characters

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will be pushed along. Deleting is the act of removing text, usually using the
Delete key or the Backspace key.

The Undo command allows you to change your mind and restore text that you
have deleted. Some word processing programs offer as many as 100 layers of
“undo,” so that users who delete several paragraphs of text, but then change
their minds, can restore the material.

Find & Replace: The Find, or Search, command allows you to find any word,
phrase, or number that exists in your document. The Replace command allows
you to automatically replace it with something else.

Cut/Copy & Paste: With word processing, moving text takes only a few
keystrokes. You select (highlight with the mouse) the portion of text you want to
copy or move. Then you use the Copy or Cut command to move it to the
clipboard, a special holding area in the computer’s memory. From there, you
use Paste to transfer the material to any point (indicated with the cursor) in the
existing document or in a new document. The clipboard retains its material, so
repeated pastes of the same item will work without your having to recopy each
time.

Spelling Checker: Most word processors have a spelling checker, which tests for
incorrectly spelled words. As you type, the spelling checker indicates (perhaps
with a wavy line) words that aren’t in its dictionary and thus may be misspelled.
Special add-on dictionaries are available for medical, engineering, and legal
terms.

In addition, programs such as Microsoft Word have an Auto Correct function

that automatically fixes such common mistakes as transposed letters replacing
“teh” with “the,” for instance.

Grammar Checker: A grammar checker highlights poor grammar, wordiness,

incomplete sentences, and awkward phrases. The grammar checker won’t fix
things automatically, but it will flag (perhaps with a different-colour wavy line)
possible incorrect word usage and sentence structure.

Thesaurus: If you find yourself stuck for the right word while you’re writing, you
can call up an on-screen thesaurus, which will present you with the appropriate
word or alternative words.

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 Formatting Documents

Formatting means determining the appearance of a document.

Font: You can decide what font —typeface and type size—you
wish to use. For instance, you can specify whether it should be Arial,
Courier, or Freestyle Script. You can indicate whether the text
should be, say, 10 points or 12 points in size and the headings should
be 14 points or 16 points.

Spacing & Columns: You can choose whether you want the lines to
be single-spaced or double-spaced (or something else). You can specify
whether you want text to be one column (like this page), two columns (like
many magazines and books), or several columns (like newspapers).

Margins & Justification: You can indicate the dimensions of the

margins—left, right, top, and bottom—around the text. You
can specify the text justification—how the letters and words are
spaced in each line. To justify means to align text evenly
between left and right margins, as in most newspaper columns
and this text. To left-justify means to align text evenly on the left.
(Left-justified text has a “ragged-right” margin, as do many
business letters.)Cantering centres each text line in the
available white space between the left and right margins.

Some Word Features

Some Word Processing Features are as follows;

AutoCorrect: As you type words, the AutoCorrect feature corrects common

spelling errors. AutoCorrect also corrects capitalization mistakes.

AutoFormat: As you type, the AutoFormat feature automatically applies

formatting to the text. For example, it automatically numbers a list or converts a
Web address to a hyperlink.

Collaboration: Collaboration includes discussions and online meetings.

Discussions allow multiple users to enter comments in a document and read and
reply to each other’s comments. Through an online meeting, users share
documents with others in real time and view changes as they are being made.

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Columns: Most word processing software can arrange text in two or more
columns to look like a newspaper or magazine. The text from the bottom of one
column automatically flows to the top of the next column.

Grammar Checker: The grammar checker proofreads documents for grammar,

writing style, sentence structure errors, and reading statistics.

Ink Input: Ink input supports input from a digital pen. Word processing software
that supports ink input incorporates a user’s handwritten text and drawings in a
word processing document. Ink input is popular on Tablet PCs.

Macros: A macro is a sequence of keystrokes and instructions that a user records

and saves. When you want to execute the same series of instructions, execute
the macro instead.

Mail Merge: Mail merge creates form letters, mailing labels, and envelopes.

Reading Layout: For those users who prefer reading on the screen, reading
layout increases the readability and legibility of anon-screen document by
hiding unnecessary toolbars, increasing the size of displayed characters, and
providing navigation tools.

Research: Some word processing software allows you to search through various
forms of online and Internet reference information — based on selected text in a
document. Research services available include a thesaurus, English and
bilingual dictionaries, encyclopaedias, and Web sites that provide information
such as stock quotes, news articles, and company profiles.

Smart Tags: Smart Tags automatically appear on the screen when you perform a
certain action. For example, typing an address causes a Smart Tag to appear.
Clicking this Smart Tag provides options to display a map of the address or
driving directions to or from the address.

Tables: Tables organize information into rows and columns. In addition to evenly
spaced rows and columns, some word processing programs allow you to draw
tables of any size or shape.

Templates: A template is a document that contains the formatting necessary for

a specific document type. Templates usually exist for memos, fax cover sheets,
and letters. In addition to templates provided with the software, users have
access to many online templates through the software manufacturer’s Web site.

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Thesaurus: With a thesaurus, a user looks up a synonym (word with the same
meaning) for a word in a document.

Tracking Changes: If multiple users work with a document, the word processing
software highlights or colour-codes changes made by various users.

Voice Recognition: With some word processing programs, users can speak into
the computer’s microphone and watch the spoken words appear on the screen
as they speak. With these programs, users edit and format the document by
speaking or spelling an instruction.

Web Page: Most word processing software allows users to create, edit, format,
and convert documents to be displayed on the World Wide Web.

Getting Started With Ms. Word

In this tutorial, whenever we indicate that you need to click the mouse, it will
mean to click the left mouse button – unless we indicate that you should click
the RIGHT mouse button. So, always “click left” unless we tell you otherwise.

Setup Your Ms. Word Environment

Before you begin creating documents in Ms. Word, you may want to set up your
Ms. Word environment and become familiar with a few key tasks such as how to
minimize and maximize the Ribbon, configure the Quick Access toolbar, display
the ruler, and use the Word Count and Zoom tools

To Minimize and Maximize the Ribbon:

 Right-click anywhere on the menu bar.

 Select Minimize the Ribbon in the menu that appears. This will toggle the
Ribbon on and off.

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The check mark beside Minimize the Ribbon indicates the feature is active.

The new, tabbed Ribbon system replaces traditional menus in Ms. Word 2007. It is
designed to be responsive to your current task and easy to use; however, you
can choose to minimize the Ribbon if you would prefer to use different menus or
keyboard shortcuts.

To Add Commands to the Quick Access Toolbar:

 Click the arrow to the right of the Quick Access toolbar.

 Select the command you wish to add from the drop-down list. It will
appear in the Quick Access toolbar.

The Save, Undo, and Redo commands appear by default in the Quick Access
toolbar. You may wish to add other commands to make using specific Ms. Word
features more convenient for you.

To Display or Hide the Ruler:

 Click the View Ruler icon over the scroll bar.

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The View Ruler icon works as a toggle button to turn the ruler on and off.

Challenge!
 Open Ms. Word 2007 on your computer. A new blank document will
appear on the screen.

 Make sure your Ribbon is maximized.

 Display the Ruler.

 Add any commands you wish to the Quick Access toolbar.

 Close Ms. Word without saving the document.

Text Basics

It is important to know how to perform basic tasks with text when working in a
word processing application. In this lesson you will learn the basics of working
with text including how to insert, delete, select, copy, paste, drag and drop text.

Working with Text

To Insert Text:
 Move your mouse to the location you wish text to appear in the
document.

 Left-click the mouse. The insertion point appears.

 Type the text you wish to appear.

To Delete Text:
 Place your cursor next to the text you wish to delete.

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  Press the Backspace key on your keyboard to delete text to the left of the
cursor.

 Press the Delete key on your keyboard to delete text to the right of the
cursor.

To Select Text:
 Place the insertion point next to the text you wish to select.

 Left-click your mouse and while holding it down, drag your mouse over
the text to select it.

 Release the mouse button. You have selected the text. A highlighted box
will appear over the selected text.

When you select text or images in Ms. Word, a hover toolbar with formatting
options appears. This makes formatting commands easily accessible, which may
save you time.

To Copy and Paste Text:

 Select the text you wish to copy.

 Click the Copy command on the Home tab.

 Place your insertion point where you wish the text to appear.

 Click the Paste command on the Home tab. The text will appear.

To Drag and Drop Text:

 Select the text you wish to copy.

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  Left-click your mouse and drag the text to the location you wish it to
appear. The cursor will have a text box under it to indicate that you are
moving text.

 Release the mouse button and the text will appear.

If text does not appear in the exact location you wish, you can click the Enter
key on your keyboard to move the text to a new line.

Challenge!

Use the Cover Letter or any other Ms. Word document you choose to complete
this challenge.

 Open an existing Ms. Word document.

 Select a sentence.

 Copy and paste the sentence from one location in the document to
another.

 Select another sentence.

 Drag and drop it to another location in the document.

 Select the entire document.

 Change the font style, size, and colour.

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 Saving Documents

It is important to know how to save the documents

you are working with. There are many ways you share
and receive documents, which will affect how you
need to save the file

Are you downloading the document? Saving it for

the first time? Saving it as another name? Sharing it
with someone that does not have Ms. Word 2007? All of these things will affect
how you save your Ms. Word documents. Here, you will learn how to use the
save and save as commands, how to save as Ms. Word 97-2003 compatible
document, and how to save as a PDF.

How to Save Documents

To Use the Save As Command:

 Click the Microsoft Office Button.

 Select Save As Word Document. The Save As dialog box appears.

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  Select the location you wish to save the document using the drop-down
menu.

 Enter a name for the document.

 Click the Save button.

To Use the Save Command:

 Click the Microsoft Office Button.

 Select Save from the menu.

Using the Save command saves the document in its current location using the
same file name. If you are saving for the first time and select Save, the Save As
dialog box will appear.

To Use the Save As Word 97 - 2003 Document:

 Click the Microsoft Office Button.

 Select Save As Word 97-2003 Document.

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  Select the location you wish to save the document using the drop-down
menu.

 Enter a name for the document.

 Click the Save button.

To Download the PDF Extension:

 Click the Microsoft Office Button.

 Select Save As Find add-ins for other file formats. This will open your web
browser to the Microsoft site.

 Follow the instructions on the Microsoft site for downloading the extension.

To Save As a PDF:
 Click the Microsoft Office Button.

 Select Save As PDF. The Save As dialog box will appear.

Challenge!

Use the Cover Letter or any other Ms. Word document you choose to complete
this challenge.
 Open an existing Ms. Word document.

 Save the document with the file name trial.

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  Save the same document as a PDF file.

 Close the document.

 Open another existing Ms. Word document.

 Save the document so that it is compatible with Ms. Word 2003.

 Close the document.

 Select the location you wish to save the document using the drop-down
menu.

 Enter a name for the document.

 Click the Publish button.

Proofing Features

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

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Using the Proofing Features

Various Line Colours:

By default, Ms. Word automatically checks your document for spelling and
grammar errors. These errors are indicated by coloured wavy lines.

 The blue line indicates a contextual spelling error.

o A contextual spelling error is when an incorrect spelling of a word is

chosen. For example, if I write, "Deer Mr. Theodore," at the
beginning of a letter, deer is a contextual spelling error because I
should have used dear. Deer is spelled correctly, but it is used
incorrectly in this letter.

 The red line indicates a misspelled word.

 The green line indicates a grammar error.

To Use the Spelling Check Feature:

 Right-click the underlined word. A menu will appear.

 Select the correct spelling of the word from the listed suggestions.

 Left-click your mouse on the word. It will appear in the document.

Challenge!

Use the Cover Letter or any other Ms. Word document you choose to complete
this challenge.

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  Open an existing Ms. Word document.

 Type the following sentences at the beginning of the document:

o I really enjoy learning on computers and about new skills.

o I like to take tutorials were I can learn independently.

 Correct the spelling errors in the sentences.

 Correct the grammar mistake that appears in one of the sentences.

 Use the Spelling and Grammar command to check the remainder of the
document.

You can choose to Ignore an underlined word, add it to the dictionary, or goto
Spelling dialog box.

To Use the Grammar Check Feature:

 Right-click the underlined word. A menu will appear.

 Select the correct word from the listed suggestions.

 Left-click your mouse on the word. It will appear in the document.

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You can also choose to Ignore an underlined word,
go to Grammar dialog box, or find out more
information about the word and its usage.

You can also wait and run the spelling and grammar
check after completing the document. Click the
Spelling & Grammar command on the Review tab.

Working with Hyperlinks

A hyperlink is a piece of text or an image in an electronic document that can

connect readers to another portion of the document or a different document or
file usually web page. In addition, a hyperlink can be used to connect to and
open an email client window.

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

Hyperlinks

To Insert a Hyperlink:

 Select the text or image you would like to make a hyperlink.

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  Select the Insert tab.

 Click Hyperlink in the Links group. The Insert Hyperlink dialog box appears.
If you selected text, the words will appear in the Text to display: field at
the top.

 Type the address you would like to link to in the Address: field.

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

You can also insert a hyperlink that links to another portion of the same
document.

Ms. Word recognizes many email and web addresses as you type and will
format them as hyperlinks automatically after you press the Enter key or
spacebar.

To Remove a Hyperlink:
 Select the hyperlink you would like to deactivate.

 Select the Insert tab.

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  Click Hyperlink in the Links group. The Edit Hyperlink dialog box appears.

 Click Remove Link.

Challenge!

Use the Cover Letter or any other Ms. Word document you choose to complete
this challenge.

 Open an existing Ms. Word document.

 Type the following sentence:

o For great computer training, visit UEW today!

 Select UEW.

 Insert a hyperlink that connects to www.uew.edu.gh

 Remove the hyperlink.

Printing Documents

Once you complete your document, you may want

to print it for various reasons. This lesson covers the
three basic features of printing in Ms. Word
including Print Preview, Quick Print, and traditional
Print.

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Printing

To Preview the Document Before Printing:

 Click the Microsoft Office Button.

 Select Print Print Preview. The document opens in Print Preview format.

 Click Print to print the document or Close Print Preview to exit the preview
format and make changes to the document.

In Print Preview format, you can do many tasks including:

 Modify the margins

 Change page orientation

 Change the page size

 Zoom in and out to view various parts of the document

 View multiple pages

 Access Word Options to change many Word settings

 And more

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To Print:

 Click the Microsoft Office Button.

 Select Print Print. The Print dialog box appears.

 Select the pages you would like to print -- either all pages or a range of
pages.

 Select the number of copies.

 Check the Collate box if you are printing multiple copies of a multi-page
document.

 Select a printer from the drop-down list.

 Click OK.

To Print via Quick Print:

 Click the Microsoft Office Button.

 Select Print Quick Print.

 The document automatically prints to the default printer.

Challenge!

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Use the Cover Letter or any other Ms. Word document you choose to complete
this challenge.

 Open an existing document.

 View the document in Print Preview.

 Close the Print Preview format without printing.

 Print two copies of the document.

Creating a New Document

In addition to working with existing documents, you will

want to be able to create new documents. Each time you
open Ms. Word, a new, blank document appears;
however, you will also need to know how to create new
documents while an existing document is open.

In this lesson you will learn how to create new documents

including templates and blank documents via the Microsoft Office Button.

New Documents

To Create a New, Blank Document:

 Click the Microsoft Office Button.

 Select New. The New Document dialog box appears.

 Select Blank document under the Blank and recent section. It will be
highlighted by default.

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

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

Challenge!
 Open Ms. Word. A blank document appears in
the window.

 Type the sentence, "GCFLearnFree.org is a

great, free resource."

 Click the Microsoft Office Button and create a

new, blank document.

 Close both Ms. Word documents without saving.

Formatting Text

 To create and design effective documents, you need to know how to

format text. In addition to making your document more appealing,
formatted text can draw the reader's attention to specific parts of the
document and help communicate your message.

In this lesson you will learn to format the font size, style, and colour; and
use the Bold, Italic, Underline, and Change Case commands.

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Format Text

To Format Font Size:

 Select the text you wish to modify.

 Left-click the drop-down arrow next to the font size box on the Home tab.
The font size drop-down menu appears.

 Move your cursor over the various font sizes. A live preview of the font size
will appear in the document.

 Left-click the font size you wish to use. The font size will change in the
document.

To Format Font Style:

 Select the text you wish to modify.

 Left-click the drop-down arrow next to the font style box on the Home tab.
The font style drop-down menu appears.

 Move your cursor over the various font styles. A live preview of the font will
appear in the document.

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  Left-click the font style you wish to use. The font style will change in the
document.

To Format Font Colour:

 Select the text you wish to modify.

 Left-click the drop-down arrow next to the font colour box on the Home
tab. The font colour menu appears.

 Move your cursor over the various font colours. A live preview of the
colour will appear in the document.

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  Left-click the font colour you wish to use. The font colour will change in the
document.

Your colour choices aren't limited to the drop-down menu that appears. Select
More Colours at the bottom of the list to access the Colours dialog box. Choose
the colour that you want and click OK.

To Use the Bold, Italic, and Underline Commands:

 Select the text you wish to modify.

 Click the Bold, Italic, or Underline command in the Font group on the
Home tab.

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To Change the Text Case:
 Select the text you wish to modify.

 Click the Change Case command in the Font group on the Home tab.

 Select one of the case options from the list.

To Change Text Alignment:

 Select the text you wish to modify.

 Select one of the four alignment options from the Paragraph group on the
Home tab.

o Align Text Left: Aligns all the selected text to the left margin.

o Center: Aligns text an equal distance from the left and right
margins.

o Align Text Right: Aligns all the selected text to the right margin.

o Justify: Justified text is equal on both sides and lines up equally to

the right and left margins. Traditionally many books, newsletters,
and newspapers use full-justification.

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Challenge!
 Create a new, blank Ms. Word document.

 Insert text into the document.

 Change the font size of some text.

 Change the font style of some text.

 Change the font colour of some text.

 Try various cases using the Change Case command.

 Try the 4 alignment commands.

 Save the document if you wish.

Working with Text boxes

 You may want to insert a text box into your document to draw attention
to specific text or so that you have the ability to easily move text around
within a document.

In this lesson you will learn how to insert a text box and how to format it in
various ways including resizing and moving it, and changing the text box
shape, colour, and outline.

Text Boxes

To Insert a Text box:

 Select the Insert tab on the Ribbon.

 Click the Text Box command in the Text group.

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  Select a Built-in text box or Draw Text Box from the menu.

 If you select Built-in text box, left-click the text box you wish to use and it
will appear in the document.

OR

 If you select Draw Text Box, a crosshair cursor will appear. Left-click your
mouse and while holding it down, drag your mouse until the text box is the
desired size.

 Release the mouse button.

To Change Text Box Style:

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

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  Select the Format tab.

 Click the More drop-down arrow in the Text Box Style group to display
more style options.

 Move your cursor over the styles and Live Preview will preview the style in
your document.

 Left-click a style to select it.

To Change Shape Fill:

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

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  Click the Shape Fill command to display a drop-down list.

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

To Change the Shape Outline:

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

 Click the Shape Outline command to display a drop-down list.

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  Select a colour from the list, choose No Outline, or choose one of the
other options.

To Change the Text Box Shape:

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

 Click the Change Shape command to display a drop-down list.

 Select a shape from the list.

To Move a Text Box:

 Left-click the text box. Your cursor becomes a cross with arrows on each
end.

 While holding the mouse button, drag the text box to the desired location
on the page.

 Release the mouse button.

To Resize a Text Box:

 Select the text box.

 Left-click one of the blue sizing handles.

 While holding down the mouse button, drag the sizing handle until the text
box is the desired size.

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If you drag the blue sizing handles on any of the 4 corners, the text box will resize
in the same proportions. The sizing handles on the top or bottom of the text box
will allow you to resize vertically, while the handles on the left and right sides will
resize the text box horizontally.

Challenge!

Use the Flyer or any other Ms. Word document you choose to complete this
challenge.
 Open an existing document.

 Insert a text box.

 Change the outline of the text box to a different colour.

 Change the fill colour of the text box.

 Move the text box to the desired location.

 Enter any text you wish into the text box.

Inserting Clip Art

 You may want to insert various types of illustrations into your documents to
make them more visually appealing. Illustrations include ClipArt, Pictures,
SmartArt, Charts, and more.

In this lesson you will learn how to search for

and locate clip art, and insert it into your
documents.

Working with ClipArt

To Locate Clip Art:

 Select the Insert tab.

 Click the Clip Art command in the Illustrations group.

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 The Clip Art options appear in the task pane on the right.

 Enter keyword in the Search for: field that is related to the image you wish
to insert.

 Click the drop-down arrow next to the Search in: field.

 Select Everywhere to ensure that Ms. Word searches your computer and
its online resources for an image that meets your criteria.

 Click the drop-down arrow in the Results should be: field.

 Deselect any types of images you do not wish to see.

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  Click Go.

To Insert Clip Art:

 Review the results from a clip art search.

 Place your insertion point in the document where you wish to insert the
clip art.

 Left-click an image in the task pane. It will appear in the document.

OR

 Left-click the arrow next to an image in the task pane.

 Select Insert, Copy, or any of the other options on the list.

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Challenge!

Use the Flyer or any other Ms. Word document you choose to complete this
challenge.
 Open an existing Ms. Word document.

 Insert a clip art image from Office Online.

Working with Shapes

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

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 In this lesson you will learn how to insert a shape and format it by
changing its fill colour, outline colour, shape style, and shadow effects.
Additionally, you will learn to apply 3-D effects to shapes that have this
option.

Using Shapes

To Insert a Shape:
 Select the Insert tab.

 Click the Shape command.

 Left-click a shape from the menu. Your cursor is now a cross shape.

 Left-click your mouse and while holding it down, drag your mouse until the
shape is the desired size.

 Release the mouse button.

To Change Shape Style:

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

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

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  Move your cursor over the styles and Live Preview will preview the style in
your document.

 Left-click a style to select it.

To Change the Shape Fill Colour:

 Select the shape, a new Format tab appears with Drawing Tools.

 Click the Shape Fill command to display a drop-down list.

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

To Change the Shape Outline:

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

 Click the Shape Outline command to display a drop-down list.

 Select a colour from the list, choose No Outline, or choose one of the
other options.

To Change to a Different Shape:

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

 Click the Change Shape command to display a drop-down list.

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  Select a shape from the list.

To Change Shadow Effects:

 Select the Format tab.

 Left-click the Shadow Effects command.

 Move your mouse over the menu options. Live Preview displays how it will
appear in your document.

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  Click an option to select the shadow effect.

Select Shadow Colour from the menu and choose a colour from the palette to
change the colour of the shadow on your shape.

To Change 3D Effects:
 Select the Format tab.

 Left-click the 3-D Effects command.

 Move your mouse over the menu options. Live Preview displays how it will
appear in your document.

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  Click an option to select the 3-D effect.

You cannot add a 3D effect to all shapes.

After you have chosen a 3D effect, you can also change some other elements
of your shape including the colour, depth, direction, lighting, and surface of the
3D effect on your shape. This can change the way the shape looks dramatically.
You can access these options by clicking the 3D Effects command.

Challenge!

Use the Flyer or any other Ms. Word document you choose to complete this
challenge.
 Open an existing Ms. Word document.

 Insert a shape.

 Change the shape to a different shape.

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  Change the fill colour.

 Change the line colour.

 Try various shadow effects.

 Try various 3D effects.

Using a Template

 A template is a pre-designed document that you can use to create new

documents with the same formatting. With a template, many of the big
document design decisions such as margin size, font style and size, and
spacing are predetermined.

 In this lesson, you will learn how to create a new document with a
template and insert text, as well as basic information about how
templates work in Ms. Word 2007.

Create a New Document with a Template

To Insert a Template:
 Click the Microsoft Office Button.

 Select New. The New Document dialog box appears.

 Select Installed Templates to choose a template on your computer.

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  Review the available templates.

 Left-click a template to select it.

 Click Create and the template opens in a new window.

You can select any of the categories in the Microsoft Office Online section of
the New Document Dialog box. This will display templates that are available
online free of charge. Your computer must have Internet access to download
these templates.

Information about Using Templates

Templates include placeholder text that is surrounded by brackets. Often, this
placeholder text includes information regarding the content for a specific area.

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

Ms. Word templates may include separate Quick Parts sections that give you
various options for the template.

To Insert Text into a Template:

 Click near the text you want to replace. The text will appear highlighted
and a template tag will appear.

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  Enter text. The placeholder text will disappear.

To Change Prefilled Information:

 Select the Microsoft Office Button.

 Click the Ms. Word Options button at the bottom of the menu. The Word
Options dialog box appears.

 Enter the user name and/or initials in the Popular section.

 Click OK.

Challenge!

 Create a new document using a template.

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 Note: Choose the Origins Resume template to follow along with the video.

 Enter text into the template.

 Modify the user name and initials for your version of Ms. Word if you are
using a home computer.

Note: If you are using a public computer such as one at a library, you do
not need to change these settings.

 Save the document.

Working with Lists

 Bulleted and numbered lists can be used in your documents to arrange
and format text to draw emphasis. In this lesson, you will learn how to
modify existing bullets, insert new bulleted and numbered lists, and select
symbols as bullets.

Bulleted and Numbered Lists

To Insert a New List:

 Select the text that you want to format as a list.

 Click the Bullets or Numbering commands on the Home tab.

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  Left-click the bullet or numbering style you would like to use. It will appear
in the document.

 Position your cursor at the end of a list item and press the Enter key to add
an item to the list.

To remove numbers or bullets from a list, select the list and click the Bullets or
Numbering commands.

To Select an Alternate Bullet or Numbering Style:

 Select all of the text in an existing list.

 Click the Bullets or Numbering commands on the Home tab.

 Left-click to select an alternate bullet or numbering style.

Bulleted Lists

To Use a Symbol as a Bullet:

 Select an existing list.

 Click the Bullets command.

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 Select Define New Bullet from the list. The Define New Bullet dialog box
appears.

 Click the Symbol button. The Symbol dialog box appears.

 Click the Font: drop-down box and select a font category.

 Left-click a symbol to select it.

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  Click OK. The symbol will now appear in the Preview section of the Define
New Bullet dialog box.

 Click OK to apply the symbol to the list in the document.

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

To Change the Bullet Colour:

 Select an existing list.

 Click the Bullets command.

 Select Define New Bullet from the list. The Define New Bullet dialog box
appears.

 Click the Font button. The Font dialog box appears.

 Click the Font colour: drop-down box.

 Left-click a colour to select it.

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  Click OK. The bullet colour will now appear
in the Preview section of the Define New
Bullet dialog box.

 Click OK to apply the bullet colour to the list

in the document.

You can also change the bullet font and

formatting in the Font dialog box.

Challenge!

Use the Resume or any Ms. Word template you choose to complete this
challenge.

 Change the bullet of an existing list to a different bullet.

 Insert a new numbered list into the document.

 Modify the colour of a bullet.

Line and Paragraph Spacing

 An important part of creating effective documents lies in the document
design. As part of designing the document and making formatting
decisions, you will need to know how to modify the spacing. In this lesson,
you will learn how to modify the line and paragraph spacing in various
ways.

Modifying Spacing

To Format Line Spacing:

 Select the text you want to format.

 Click the Line spacing command in the Paragraph group on the Home
tab.

 Select a spacing option.

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OR

 Select Line Spacing Options. The Paragraph dialog box appears.

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  Use the Line spacing drop-down menu to select a spacing option.

 Modify the before and after points to adjust line spacing, as needed.

 Click OK.

Just as you can format spacing between lines in your document, you can also
choose spacing options between each paragraph. Typically, extra spaces are
added between paragraphs, headings, or subheadings. Extra spacing between
paragraphs adds emphasis and makes a document easier to read.

To Format Paragraph Spacing

 Click the Line spacing command on the Home tab.

 Select Add Space Before Paragraph or Remove Space After Paragraph

from the menu.

OR

 Select Line Spacing Options. The Paragraph dialog box appears.

 Change the Before and After points in the Paragraph section.

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  Click OK.

Line spacing is measured in lines or points, which is referred to as leading. When

you reduce the leading, you automatically bring the lines of text closer together.
Increasing the leading will space the lines out, allowing for improved readability.

Challenge!

Use the Resume or any Ms. Word template you choose to complete this
challenge.
 Change the line spacing of a list.

 Change the line spacing of a paragraph of text.

 Change the paragraph spacing between body text and a heading.

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 Modifying Page Layout

You may find that the default page layout settings in Ms. Word are not sufficient
for the document you wish to create, in which case you will want to modify
those settings. In addition, you may want to change the page formatting
depending on the document you are creating.

In this lesson, you will learn how to change the page orientation, paper size, and
page margins, and insert a break.

Page Layout and Formatting

To Change Page Orientation:

 Select the Page Layout tab.

 Click the Orientation command in the Page

Setup group.

 Left-click either Portrait or Landscape to change the page orientation.

Landscape format means that everything on the page is oriented horizontally

and portrait format is oriented vertically.

. To Change the Paper Size:

 Select the Page Layout tab.

 Left-click the Size command and a drop-down menu will appear. The
current paper size is highlighted.

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  Left-click a size option to select it. The page size of the document
changes.

To Format Page Margins:

 Select the Page Layout tab.

 Click the Margins command. A menu of options appears. Normal is

selected by default.

 Left-click the predefined margin size you want.

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OR

 Select Custom Margins from the menu. The Page Setup dialog box
appears.

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  Enter the desired margin size in the appropriate fields.

You can always access the Page Setup dialog box by clicking the small arrow in
the bottom-right corner of the Page Setup group. The dialog box should look
familiar to people who have used previous versions of Ms. Word.

To Insert a Break:

 Place your insertion point where you want the break to appear.

 Select the Page Layout tab.

 Click the Breaks command. A menu appears.

 Left-click a break option to select it. The break will appear in the
document.

Why would you need to use a break? Each type of break serves a different
purpose and will affect the document in different ways. Page breaks move text

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to a new page before reaching the end of a page, while section breaks create
a barrier between parts of the document for formatting purposes. Column
breaks split text in columns at a specific point. Practice using the various break
styles to see how they affect the document.

Challenge!

Use the Newsletter or any Ms. Word document

you choose to complete this challenge.

 Change the page orientation.

 Change the paper size.

 Modify at least one margin.

 Insert a section break.

Working with Pictures

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

In this lesson, you will learn how to insert a picture from your computer,
change the picture style and shape, add a border, crop and compress
pictures, and more.

Inserting and Modifying Pictures

To Insert a Picture:
 Place your insertion point where you want the image to appear.

 Select the Insert tab.

 Click the Picture command in the Illustrations group. The Insert Picture
dialog box appears.

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  Select the image file on your computer.

 Click Insert and it will appear in your document.

Left-click a corner sizing handle, and while holding down the mouse button,
resize the image. The image retains its proportions.

To Wrap Text Around an Image:

 Select the image.

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  Select the Picture Tools Format tab.

 Click the Text Wrapping command in the Arrange group.

 Left-click a menu option to select it. In this example, we selected Tight.

 Move the image around to see how the text wraps for each setting.

If you can’t get your text to wrap the way you wish, click the Text Wrapping
command and select More Layout Options from the menu. You can make more
precise changes in the Advanced Layout dialog box that appears.

To Crop an Image:
 Select the image.

 Select the Format tab.

 Click the Crop command. The black cropping handles appear.

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  Left-click and move a handle to crop an image.

 Click the Crop command to deselect the crop tool.

Corner handles will crop the image proportionally.

To Compress a Picture:
 Select the picture.

 Select the Format tab.

 Click the Compress Pictures command in the Adjust group. A dialog box
appears.

 Click the Options button to access the Compression Setting dialog box.

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  Choose the target output.

 Change any of the default picture settings you wish.

 Click OK in the Compression Settings dialog box.

 Click OK in the Compress Pictures dialog box.

You need to monitor the file size of your images and documents that include
images, especially if you send them via email. Cropping and resizing an image
doesn’t decrease the image file size, but compression does.

Other Picture Tools

There are many other things you can do to modify a picture. From the Format
tab, some of the other useful commands include:

 Change Picture command: Select a new picture from your computer.

 Reset Picture command: Revert to original image.

 Brightness command: Adjust the brightness of the image.

 Colour command: Adjust the contrast of the image from light to dark.

 Recolour command: Modify the colour in a variety of ways including Black

and white, sepia, pink, purple, and more.

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To Change the Shape of a Picture:
 Select the picture.

 Select the Format tab.

 Click the Picture Shape icon. A menu appears.

 Left-click a shape to select it.

To Apply a Picture Style:

 Select the picture.

 Select the Format tab.

 Click the More drop-down arrow to display all the picture styles.

 Hover over a picture style to display a Live Preview of the style in the
document.

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  Left-click a style to select it.

To Add a Border to a Picture Manually:

 Select the picture.

 Select the Format tab.

 Left-click the Picture Border command and select a colour.

OR

 Select Weight from the menu and choose a line weight.

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Challenge!

Use the Newsletter or any Ms. Word document you choose to complete this
challenge.
 Insert a picture into a document.

 Crop the image proportionally.

 Apply a picture style to the image.

 Compress the picture.

Columns and Ordering

 Two useful formatting features in Ms. Word are

the columns and ordering commands.
Columns are used in many types of
documents, but are most commonly used in
newspapers, magazines, academic journals,
and newsletters. Ordering is the process of
layering two or more shapes so that they

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 appear in a certain way. For example, if you have two shapes that
overlap and want one shape to appear on top, you will have to order the
shapes.

In this lesson you will learn how to insert columns into a document and order
an image and a shape.

Inserting Columns and Ordering Objects

To Add Columns to a Document:

 Select the text you want to format.

 Select the Page Layout tab.

 Left-click the Columns command.

 Select the number of columns you would like to insert.

Click the Show/Hide command on the Home tab to display the paragraph
marks and breaks.

The Format Painter command allows you to easily format text to appear like
other text in your document. Select the text that is formatted the way you want,

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click the Format Painter command on the Home tab, and then select the text
you want to change. The new text now appears modified.

To Change the Order of Objects:

 Right-click the object you wish to move. In this example, click the shape.

 In the menu that appears, select Order.

 Select a menu option that will arrange the item in the desired way. In this
example, select Send Behind Text.

 The text and image are now displayed layered on top of the shape.

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Use the Newsletter or any Ms. Word document you choose to complete this
challenge.
 Select text you want to format into columns.

 Format the selected text into two columns.

 Insert a picture and a shape.

 Practice ordering using the picture and shape.

Working with Headers and Footers

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

Now you will learn how to insert built-in and blank headers and footers.

Headers and Footers

To Insert a Header or Footer:

 Select the Insert tab.

 Click either the Header or Footer command. A menu appears with a list of
built-in options you can use.

 Left-click one of the built-in options and it will appear in the document. OR

 Left-click Blank to select it.

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The Design tab with Header and Footer tools is active.

 Type information into the header or footer.

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To Insert the Date or Time into a Header or Footer:
 With the header or footer section active, click the Date & Time command.

 Select a date format in the dialog box that appears.

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  Click OK. The date/time now appears in the document.

Other Header and Footer Options

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

Use the Newsletter or any Ms. Word document you choose to complete this
challenge.
 Add your name in the header of a document.

 Right-align the text in the header.

 Select a built-in footer with page number.

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 Working with Tables

 A table is a grid of cells arranged in rows

and columns. Tables can be customized
and are useful for various tasks such as
presenting text information and numerical
data.

In this lesson, you will learn how to convert

text to a table, apply table styles, format
tables, and create blank tables.

Inserting and Modifying Tables

To Convert Existing Text to a Table:

 Select the text you wish to convert.

 Select the Insert tab.

 Click the Table command.

 Select Convert Text to Table from the menu. A dialog box appears.

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

 Click OK. The text appears in a table.

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To Add a Row Above an Existing Row:
 Place the insertion point in a row below the location you wish to add a
row.

 Right-click the mouse. A menu appears.

 Select Insert Insert Rows Above.

A new row appears above the insertion point.

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You can also add rows below the insertion point. Follow the same steps, but
select Insert Rows Below from the menu.

To Add a Column:
 Place the insertion point in a column adjacent to the location you wish
the new column to appear.

 Right-click the mouse. A menu appears.

 Select Insert Insert Columns to the Left or Insert Columns to the Right. A
new column appears.

To Delete a Row or Column:

 Select the row or column.

 Right-click your mouse and a menu appears.

 Select Delete Columns or Delete Rows.

To Apply a Table Style:

 Select the table. A Table Tools Design tab now appears on the Ribbon.

 Select the Design tab to access all the Table Styles and Options.

 Click through the various styles in the Table Styles section.

 Left-click a style to select it. The table style will appear in the document.

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You can modify which table styles are displayed. In the Table Styles Options you
can select and deselect various table options. For example, you can select
Banded Rows and only tables with banded rows will appear in the Tables Styles
section.

Want to have a little more creative freedom when it comes to formatting your
tables? You can manually change the table border or shading, change line
weight, or erase part of the table.

To Insert a Blank Table:

 Place your insertion point in the document where you want the table to
appear.

 Select the Insert tab.

 Click the Table command.

 Drag your mouse over the diagram squares to select the number of
columns and rows in the table.

Use the Report or any Ms. Word document you choose to complete this
challenge.
 Convert text into a table.

 Apply a table style.

 Delete a row from the table.

 Insert a blank table with five rows and four columns.

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  Left-click your mouse and the table appears in the document.

 Enter text into the table.

Modify a Table Using the Layout Tab

When you select a table in Ms. Word 2007, Design and Layout tabs appear
under Table Tools on the Ribbon. Using commands on the Layout tab you can
make a variety of modifications to the table such as:

 Adding and deleting columns,

 Adding and deleting rows,

 Changing the cell size,

 Aligning cell text,

 Changing text direction,

 Merging and splitting cells,

 And More.

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 Using SmartArt Graphics

 SmartArt allows you to visually communicate information rather simply

using text. Illustrations can really make an impact in your document and
SmartArt makes using graphics especially easy.

In this lesson, you will learn how to insert a SmartArt graphic, change the
colour and effects of the illustration, and modify it in numerous ways.

SmartArt Graphics

To Insert a SmartArt Illustration:

 Place the insertion point in the document
where you want the graphic to appear.

 Select the Insert tab.

 Select the SmartArt command in the Illustrations

group. A dialog box appears.

 Select a category on the left of the dialog box and review the SmartArt
graphics that appear in the center.

 Left-click a graphic to select it.

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  Click OK.

To see more details about a graphic, left-click any image and a larger version of
the graphic and additional text details will appear on the right side of the dialog
box.

To Add Text to a SmartArt Graphic:

 Select the graphic. The first text box is selected. If the task pane on the left
of the graphic is visible, the insertion point appears in it. If the task pane is
not visible, click the arrow to open the task pane.

 Enter text into the task pane fields. The information will appear in the
graphic.

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OR

 Click X to close the task pane.

 Enter text into the first text box in the graphic.

 Continue to enter text in the text box graphics.

Notice the text you enter automatically resizes to fit inside the box.

To Add a Shape to a Graphic:

 Select the graphic. The SmartArt Tools Design and Format tabs appear on
the Ribbon.

 Select the Design tab.

 Click the Add Shape command in the Graphics group.

 Decide where you want the new shape to appear and select one of the
shapes nearby the desired location.

 Select Add Shape Before or Add Shape After. If we wanted to add a

superior or a subordinate, we could select the Above or Below options.

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To Move Shapes Using the Promote or Demote Commands:

 Select the graphic. The SmartArt Tools Design and Format tabs appear on
the Ribbon.

 Select the Design tab.

 Select the shape you would like to move.

 Click the Promote or Demote commands in the Create Graphic group.

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The Promote and Demote commands allow you to move shapes and really
customize the graphic, rather than having to use the predefined default
illustration.

To Change the Graphic Style:

 Select the graphic. The SmartArt Tools Design and Format tabs appear on
the Ribbon.

 Select the Design tab.

 Left-click a style to select it.

Click the More arrow to see all the style options. Hover over each to display a
Live Preview of the style in your document.

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To Change the Colour Scheme:
 Select the graphic. The SmartArt Tools Design and Format tabs appear on
the Ribbon.

 Select the Design tab.

 Click the Change Colour command. A menu of colour schemes appear.

 Left-click an option to select it.

Explore the options in the Layout group if you would like to switch to another
graphic, but keep the existing text. Also, you can select the Format tab to
access additional formatting options including fill, text, and line colour.

Some of the options will differ from graphic to graphic. Look carefully at the
SmartArt Tools tabs and explore the active commands.

Challenge!

Use the Report or any Ms. Word document you

choose to complete this challenge.

 Insert a SmartArt illustration into a

document.

 Enter text into the graphic.

 Modify the style.

 Modify the graphic, as needed.

Using Indents and Tabs

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

In this lesson, you will learn how to use the tab selector and the horizontal
ruler to set tabs and indents, and how to use the Increase and Decrease
Indent commands.

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Indents and Tabs

Click the Show/Hide command on the Home tab. This will allow you to see the
nonprinting characters such as the spacebar, paragraph, and Tab key
markings.

To Indent Using the Tab Key:

The most common way to indent is to use the Tab key. This method is best for
indenting one line of text, rather than multiple lines.

 Place the insertion point to the left of text you wish to indent.

 Press the Tab key. This indents the line 1/2 inch by default.

To Use the Indent Commands:

Using the Tab key to indent multiple lines can make formatting difficult if you
add or remove text later. Indenting multiple lines is best done using the Indent
commands.

 Select the text you wish to indent.

 Click the Increase Indent command to increase the indent. The default is
1/2 an inch. You can press the command multiple times.

 Click the Decrease Indent command to decrease the indent.

To Modify the Default Indent Settings:

 Select the Page Layout tab.

 Select the text you would like to modify.

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  Use the arrows or enter text in the fields to modify the Left and Right
Indents.

The Tab Selector

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

The tab options are:

 First Line Indent : Inserts the indent marker on the ruler and indents the
first line of text in a paragraph.

 Hanging Indent : Inserts the hanging indent marker and indents all lines
other than the first line.

 Left Tab : Moves text to the right as you type.

 Center Tab : Centers text according to the tab.

 Right Tab : Moves text to the left as you type.

 Decimal Tab : Aligns decimal numbers using the decimal point.

 Bar Tab : Draws a vertical line on the document.

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To Set a Tab Stop to Indent the First Line of Text:

 Click the tab selector until the First Line Indent icon is visible.

 Left-click at any point on the horizontal ruler. The First Line Indent icon will
appear.

 Press the Enter key to start a new paragraph and your insertion point will
automatically indent to that point. I

To move a tab stop once you have inserted it, left-click and drag the tab stop
back and forth on the ruler.

You can set the Hanging Indent the same way; however this tab stop changes
all the other lines in a paragraph.

To Set the Left, Center, Right, and Decimal Tab Stops:

 Click the tab selector until the tab stop you wish to use appears.

 Left-click the location on the horizontal ruler where you want your text to
appear.

The Tab Selector

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

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The tab options are:
 First Line Indent : Inserts the indent marker on the ruler and indents the
first line of text in a paragraph.

 Hanging Indent : Inserts the hanging indent marker and indents all lines
other than the first line.

 Left Tab : Moves text to the right as you type.

 Center Tab : Centers text according to the tab.

 Right Tab : Moves text to the left as you type.

 Decimal Tab : Aligns decimal numbers using the decimal point.

 Bar Tab : Draws a vertical line on the document.

To Set a Tab Stop to Indent the First Line of Text:

 Click the tab selector until the First Line Indent icon is visible.

 Left-click at any point on the horizontal ruler. The First Line Indent icon will
appear.

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  Press the Enter key to start a new paragraph and your insertion point will
automatically indent to that point. I

To move a tab stop once you have inserted it, left-click and drag the tab stop
back and forth on the ruler.

You can set the Hanging Indent in the same way; however this tab stop
changes all the other lines in a paragraph.

To Set the Left, Center, Right, and Decimal Tab Stops:

 Click the tab selector until the tab stop you wish to use appears.

 Left-click the location on the horizontal ruler where you want your text to
appear.

 Press the Tab key to reach the tab stop.

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 Using Find and Replace to Replace Existing Text:

 Click the Replace command on the Home tab. The Find and Replace
dialog box appears.

 Enter text in the Find field that you wish to locate in your document.

 Enter text in the Replace field that will replace the text in the Find box.

 Click OK. The change is made in the document.

You can also use the Find command to locate specific information in a
document. For example, if you are working with a twenty page report, it would
be time consuming to search the document for a specific topic. You can use
the Find command to locate all instances of the word or phrase in the
document. This is a great way to save time when working with long documents.

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  Press the Tab key to reach the tab stop.

To Use Find and Replace to Replace Existing Text:

 Click the Replace command on the Home tab. The Find and Replace
dialog box appears.

 Enter text in the Find field that you wish to locate in your document.

 Enter text in the Replace field that will replace the text in the Find box.

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  Click OK. The change is made in the document.

You can also use the Find command to locate specific information in a
document. For example, if you are working with a twenty page report, it would
be time consuming to search the document for a specific topic. You can use
the Find command to locate all instances of the word or phrase in the
document. This is a great way to save time when working with long documents.

Challenge!

Use the Report or any Ms. Word document you choose to complete this
challenge.
 Practice using the Tab key to indent the first line of a paragraph.

 Select some text and use the Increase and Decrease Indent commands
to see how they change the text.

 Explore the tab selector and all the tab stops. Practice using each one.

Applying Styles and Themes

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

In this lesson you will learn how to apply, modify and create a style, use
style sets, apply a document theme, and create a custom theme.

Styles and Themes

To Select a Style:
 Select the text to format. In this example,
the title is selected.

 In the Style group on the Home tab, hover

over each style to see a live preview in the
document. Click the More drop-down arrow
to see additional styles.

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

To Modify a Style:
 Select the text in the style you want to change. In this example, we are
changing AdWorks Agency, which has the Title style applied.

 Locate the style in the Styles group.

 Right-click the style and a menu appears.

 Left-click Modify and the Modify Style dialog box appears.

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  Change any of the formatting.

 Click OK to apply the modifications to the style.

To Create a New Style:

 Click the arrow in the bottom right corner of the Styles group. This opens
the Styles task pane.

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 Click the New Style button at the bottom and a dialog box appears.

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 Enter a name for the style and make all the formatting decisions.

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  Select the button beside New Document based on this template, so the
style will be available to use in all your documents.

 Click OK. The new style will appear in the list.

To Apply a Style Set:

 Click the Change Styles command on the Ribbon.

 Select Style Set from the menu that appears.

 Left-click a style set to select it. The change is reflected in the entire
document.

Style sets include a combination of title, heading, and paragraph styles. Style
sets allow you to format all the elements of your document at once, rather than
formatting your title and headings separately.

For quick changes, you can modify the colours and fonts of a style set from the
Change Styles command; however, the themes feature is more comprehensive
and easy-to-use.

To Apply a Theme:
 Select the Page Layout tab.

 Click the Themes command.

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  Hover the pointer over a theme to see it displayed in the document.

 Left-click a theme to select it.

A document theme is a set of formatting choices that include font styles, sizes,
and colours for different parts of the document and a set of theme effects such
as lines and fill effects.

To Create a Custom Theme:

 Open the document you'd like to format.

 Select the Page Layout tab.

 Click the Colours command.

 Select Create New Theme Colours. A dialog box appears.

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 Use the drop-down menus to change the colours for each part of the
document.

 Enter a name for the theme colour.

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 Click Save.

 Click the Fonts command.

 Select Create New Theme Fonts. A dialog box appears.

 Use the drop-down menus to change the fonts in the dialog box.

 Enter a name for theme font.

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  Click Save.

 Click the Effects command and select an option from the drop-down
menu.

 Click the Themes command.

 Select Save Current Theme. A dialog box appears.

 Enter a theme name and click Save. Now the theme is available to use
with other documents.

You cannot apply a Theme to a document without applying styles first. Themes
look for and replace the formats of each of the styles.

Challenge!

Use the Report or any Ms. Word document you

choose to complete this challenge.
 Apply a style to one section of your
document.

 Apply a style set to your entire document.

 Modify an existing style.

 Apply a theme.

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 Using Mail Merge

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

Mail Merge

To Use Mail Merge:

 Select the Mailings on the Ribbon.

 Select the Start Mail Merge command.

 Select Step by Step Mail Merge Wizard.

The Mail Merge task pane appears and will guide you through the six main steps
to complete a mail merge. You will have many decisions to make during the
process. The following is an example of how to create a form letter and merge
the letter with a data list.

Steps 1-3

 Choose the type of document you wish to create. In this example, select
Letters.

 Click Next: Starting document to move to Step 2.

 Select Use the current document.

 Click Next: Select recipients to move to Step 3.

 Select the Type a new list button.

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 Click Create to create a data source. The New Address List dialog box
appears.

To Customize the New Address List:

o Click Customize in the dialog box. The Customize Address List dialog
box appears.

o Select any field you do not need and click Delete.

o Click Yes to confirm that you wish to delete the field.

o Continue to delete any unnecessary fields.

o Click Add. The Add Field dialog box appears.

o Enter the new field name.

o Click OK.

o Continue to add any fields necessary.

o Click OK to close the Customize Address List dialog box.

 Enter the necessary data in the New Address List dialog box.

 Click New Entry to enter another record.

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  Click Close when you have entered all your data records.

 Enter the file name you wish to save the data list as.

 Choose the location you wish to save the file.

 Click Save. The Mail Merge Recipients dialog box appears and displays all
the data records in the list.

 Confirm the data list is correct and click OK.

 Click Next: Write your letter to move to Step 4.

Steps 4-6

 Write a letter in the current Ms. Word document, or use an open, existing
document.

To Insert Recipient Data from the List:

o Place the insertion point in the document where you wish the
information to appear.

o Select Address block, Greeting line, or Electronic postage from the

task pane. A dialog box with options will appear based on your
selection.

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OR

o Select More Items. The Insert Merge Field dialog box will appear.

o Select the field you would like to insert in the document.

o Click Insert. Notice that a placeholder appears where information

from the data record will eventually appear.

o Repeat these steps each time you need to enter information from
your data record.

 Click Next: Preview your letters in the task pane once you have
completed your letter.

 Preview the letters to make sure the information from the data record
appears correctly in the letter.

 Click Next: Complete the merge.

 Click Print to print the letters.

 Click All.

 Click OK in the Merge to Printer dialog box.

 Click OK to send the letters to the printer.

The Mail Merge wizard allows you to complete the mail merge process in a
variety of ways. The best way to learn how to use the different functions in Mail
Merge is to try to develop several of the different documents -- letters, labels,
envelopes -- using the different types of data sources.

Challenge!

Use the Report or any Ms. Word document you choose to complete this
challenge.
 Open a new, blank Ms. Word document.

 Open the Mail Merge task pane.

 Create a data list and practice adding and removing fields.

 Explore the different Mail Merge features until you are familiar with them.

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 Practical Activities
Activity 1: About Me
Instruction
• Using Ms. Word, create a new word processing file (Office buttonNew)

• Center at the top: Your name and your e-mail address

• Type three paragraphs, which are left aligned (not centered)

.
1. In the first paragraph, introduce yourself to me. Where are you from? What
do you like to do? What do you care about?
2. In the second paragraph, tell me about your teaching/work/school
experience. Where have you taught/studied? For how long? Or tell me what
has inspired you to teach/study. If you are not a teacher, relate your
responses to your job or education.
3. In the third paragraph, tell me about your computer experience. How long
have you been using computers? What do you hope to achieve by taking
this course and/or this program?

• Save what you have written thus far (FileSave As) using your last name and
add the number of the assignment to the name. DO NOT USE SPACES.

• Click at the beginning of the first paragraph. Insert your photo (Insert 
Picture).

• Click to select the photo and adjust the size by shift-dragging from the corners.

• Wrap the text around the photo (Format tabText WrappingSquare). Now
you can select and drag the photo wherever you want. To edit the photo,
double click it.

• Crop the photo (Format tabCrop).

• Choose a line style to frame the photo (Format tabPicture Border).

• Click at the beginning of the document. Insert the words “About Me” using
Word Art (Insert tab Word Art). To edit the Word Art, double click it. Position
the Word Art so that it is centered and does not overlap with the top margin.

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• Spell check and proofread; correct any errors (Review tabSpelling and
Grammar). Ask a friend to proofread it and give you feedback. Make revisions
and save again.

• Is the layout and spacing of your document attractive? Does it conform to the
guidelines discussed in class (“The Computer is Not a Typewriter”)?

• Add a border (Page layout tabPage Borders). Try Page BorderArt.

Sample

Activity 2: Your Weekly Schedule:

Instruction
Using Ms. Word, create a copy of your daily teaching schedule (or student class
schedule) for five days. Use tables to create boxes for your information. Use a
landscape page layout (i.e., sideways). Center a title at the top of the

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document. Use shading or colour for table cells to highlight certain activities. Put
your name and the date in a footer, right aligned. Your time table should
include at least two cells which have relevant clipart, Layout and colours that
are visually attractive.

Sample

Activity 3: Creating a certificate

Use Microsoft Ms. Word to create a provisional certificate.

Instruction

 Launch Microsoft Word

 Select Page Layout Menu OrientationLandscape
 Reduce the page zoom with the Zoom Slider
 Select Page Layout Menu Page Borders
 In the Borders and Shading Dialog box, select Page Borders tab
 Change the setting from NoneBox
 Scroll through the Art section and select an appropriate design
 Adjust the width and select an appropriate colour. The colour used in
the example above is blue
 Check the design in the Preview Section to make sure it looks ok.
 Click on the OK button

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  Type “Certificate of Honour”
 Highlight the text, Select “Harrington” font, font size “48”, and apply
Bold and Centre. Press Enter
 Type “This certificate is awarded to”
 Highlight the text, Select “Lucida Handwriting” font, font size “24”, and
apply Bold and Centre. Press Enter
 Type “Your Name Here”
 Highlight the text, Select “Old English Text” font, font size “60” or as
appropriate depending on the length of your name, apply Bold and
Centre. Press Enter
 Type “For Outstanding Academic Performance in the 2012/13
Academic Year”
 Highlight the text, Select “Lucida Handwriting” font, font size “24”, and
apply Bold and Centre. Press Enter
 Leave a few blank lines
 Type “Head of Department” press Tab key 9 times and type “Vice-
Chancellor”
 Highlight the text, Select “Harrington” font, font size “18”, and apply
Bold. Press Enter
 Press and hold the dot key (.) until it fills the space below “Head of
Department” and “Vice-Chancellor” as shown in the example above.

Sample

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Activity 4: News letter

SYNOPSIS
You are the editor of the Ghanaian Standard magazine. As a means of
educating the public about the history of Ghana, you are required to publish an
article titled “Back to our roots”. Using Ms. Word, design a one-page magazine
using a three column newsletter. Follow the instructions below to design the
magazine.

Instruction

 Change your paper orientation to landscape (you learnt this in assignment 2)

 Your paper margin at the Top should be 2.5 cm and Left should be 0.75cm

 Click on the page layout tab

 In the page setup command click on margins

 From the drop down menu click on custom margins

 Type in the top margin space 2.5

 Type in the left margin space 0.75

 Click OK

 Insert 3 columns

 Click on the page layout tab

 In the page setup command click on columns

 From the drop down menu click three column

 In the top margin you created in item 2, use word art to insert the name of
the magazine, “Ghanaian Standard”,

 In the top margin insert a picture with computer related image from clip art

 In the top margin insert a banner with inscription, ICT 21st Century Tool

 Click on the insert tab

 In the illustration command, click on shapes

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  In the drop down menu go to Stars and Banners

 Click on Down Ribbon, a cross sign will appear

 Left click and hold down the button, drag to your left to create a
banner

 Insert the inscription, ICT 21st Century Tool. There are two methods

Method One

 Click on the banner

 Click on the Format Tab

 In the insert shape command, click on Add Text

 Type ICT 21st Century Tool in the banner

 Format (font type, size, style & colour) the text to your choice (you did
formatting in all assignments)

 Click on the banner and choose any colour of your choice in the Text
Box Style

Method two

 Double click on the banner

 In the insert shape command, click on Add Text

 Type ICT 21st Century Tool, format the text to your taste (font type, size,
style & colour)

 Click on the banner and choose any colour of your choice in the Text
Box Style

 In column one write about Ghana ICT4D policy, the heading is Ghana’s ICT

 In column two

 In column three create a table of 4 x 3 columns and rolls

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Sample

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 CHAPTER 5
Spreadsheet
Daniel Danso Essel
Kofi Bentum Wilson

Introduction

In the previous chapter we learnt about Microsoft Word. In this chapter we will
study about spreadsheets with Microsoft Excel. We will learn about the various
components in this environment and what they do. We will also learn the
procedure involved to accomplish key activities and challenges outlined. We
will learn how to perform calculations and type formulas as well.

Learning Objectives

After completing this course you will be able to

Identify the features of Microsoft excel spreadsheet

Move around a worksheet
Enter excel formulas and format data
Perform mathematics calculation using excel
Format numbers in a spreadsheet
Use the automatic fill tool
Create charts using spreadsheet
Create a profession looking grade sheet using Excel

What is a Spreadsheet?

Spreadsheet allows users to create tables and financial schedules by entering

data and formulas into rows and columns arranged as a grid on a display
screen. Spreadsheets are used for maintaining student grade books, tracking
investments, creating and tracking budgets, calculating loan payments,
estimating project costs, and creating other types of financial reports.

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 Features of Spreadsheets

A spreadsheets' arrangement of columns, rows, and labels is called a worksheet.

Column headings: In the worksheet’s frame area (work area), lettered column
headings appear across the top (“A” is the name of the first column, “B” the
second, and so on).

Row headings: Numbered row headings appear down the left side (“1” is the
name of the first row, “2” the second, and so forth).

Labels: Labels are any descriptive text that identifies categories, such as APRIL,
RENT, or GROSS SALES

Ranges: A range is a group of adjacent cells —for example, A1 to A5.

Values: A number or data entered into a cell is called a value. The values are
the actual numbers used in the spreadsheet—figures, percentages, grade
points, temperatures, or whatever. Headings, labels, and formulas also go into
cells.

Cell pointer: A cell pointer, or spreadsheet cursor, indicates where data is to be

entered. The cell pointer can be moved around like a cursor in a word
processing program.

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 Formulas, Functions, Recalculation, & What-If Analysis

Why has the spreadsheet become so popular? The reasons lie in the features
known as formulas, functions, recalculation, and what-if analysis.

Formulas: Formulas are instructions for calculations; they define how one cell
relates to other cells. For example, a formula might be =SUM (A5:A15) or @SUM
(A5:A15), meaning “Sum (that is, add) all the numbers in the cells with cell
addresses A5 through A15.”

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Functions: Functions are built-in formulas that perform common calculations. For
instance, a function might average a range of numbers or round off a number
to two decimal places.

Recalculation: After the values have been entered into the worksheet, the
formulas and functions can be used to calculate outcomes. However, what was
revolutionary about the electronic spreadsheet was its ability to easily do
recalculation. Recalculation is the process of re-computing values, either as an
on-going process as data is entered or afterward, with the press of a key.

What-if analysis: The recalculation feature has opened up whole new possibilities
for decision making. In particular, what-if analysis allows the user to see how
changing one or more numbers changes the outcome of the calculation. That
is, you can create a worksheet, putting in formulas and numbers, and then ask,
“What would happen if we change that detail?” - and immediately see the
effect on the data.

Analytical Graphics: Creating Charts

You can use spreadsheet packages to create analytical graphics, or charts.

Analytical graphics, or business graphics, are graphical forms that make
numeric data easier to analyse than it is when organized as rows and columns
of numbers. Whether viewed on a monitor or printed out, analytical graphics
help make sales figures, economic trends, and the like easier to comprehend
and visualize.

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 Getting Started with Spreadsheet: Microsoft Excel 2007

In this tutorial, whenever we indicate that you need to click the mouse, it will
mean to click the left mouse button – unless we indicate that you should click
the RIGHT mouse button. So, always “click left” unless we tell you otherwise.

The Microsoft Excel Window

Microsoft Excel is an electronic spreadsheet. You can use it to organize your

data into rows and columns. You can also use it to perform mathematical
calculations quickly. This section will introduce you to the Excel window. You use
the window to interact with Excel. To begin this lesson, start Microsoft Excel 2007.
The Microsoft Excel window appears and your screen looks similar to the one
shown here.

Note: Your screen will probably not look exactly like the screen shown. In Excel
2007, how a window displays depends on the size of your window, the size of
your monitor, and the resolution to which your monitor is set. Resolution
determines how much information your computer monitor can display. If you
use a low resolution, less information fits on your screen, but the size of your text

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and images are larger. If you use a high resolution, more information fits on your
screen, but the size of the text and images are smaller. Also, settings in Excel
2007 allow you to change the colour and style of your windows.

The Microsoft Office Button

In the upper-left corner of the Excel 2007 window is the Microsoft Office button.
When you click the button, a menu appears. You can use the menu to create a
new file, open an existing file, save a file, and perform many other tasks.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick
Access toolbar gives you with access to commands you frequently use. By
default, Save, Undo, and Redo appear on the Quick Access toolbar. You can
use Save to save your file, Undo to roll back an action you have taken, and
Redo to reapply an action you have rolled back.

The Title Bar

Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel
displays the name of the workbook you are currently using. At the top of the
Excel window, you should see "Microsoft Excel - Book1" or a similar name.

The Ribbon

You use commands to tell Microsoft Excel what to do. In Microsoft Excel 2007,
you use the Ribbon to issue commands. The Ribbon is located near the top of
the Excel window, below the Quick Access toolbar. At the top of the Ribbon are
several tabs; clicking a tab displays several related command groups. Within

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each group are related command buttons. You click buttons to issue
commands or to access menus and dialog boxes. You may also find a dialog
box launcher in the bottom-right corner of a group. When you click the dialog
box launcher, a dialog box makes additional commands available.

Worksheets

Microsoft Excel consists of worksheets. Each worksheet contains columns and

rows. The columns are lettered A to Z and then continuing with AA, AB, AC and
so on; the rows are numbered 1 to 1,048,576. The number of columns and rows
you can have in a worksheet is limited by your computer memory and your
system resources.

The combination of a column coordinate and a row coordinate make up a cell

address. For example, the cell located in the upper-left corner of the worksheet
is cell A1, meaning column A, and row 1. Cell E10 is located under column E on
row 10. You enter your data into the cells on the worksheet.

The Formula Bar

Formula Bar

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If the Formula bar is turned on, the cell address of the cell you are in displays in
the Name box which is located on the left side of the Formula bar. Cell entries
display on the right side of the Formula bar. If you do not see the Formula bar in
your window, perform the following steps:

1. Choose the View tab.

2. Click Formula Bar in the Show/Hide group. The Formula bar appears.

Note: The current cell address displays on the left side of the Formula bar.

The Status Bar

The Status bar appears at the very bottom of the Excel window and provides
such information as the sum, average, minimum, and maximum value of
selected numbers. You can change what displays on the Status bar by right-
clicking on the Status bar and selecting the options you want from the
Customize Status Bar menu. You click a menu item to select it. You click it again
to deselect it. A check mark next to an item means the item is selected.

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 Moving Around a Worksheet

By using the arrow keys, you can move around your worksheet. You can use the
down arrow key to move downward one cell at a time. You can use the up
arrow key to move upward one cell at a time. You can use the Tab key to move
across the page to the right, one cell at a time. You can hold down the Shift key
and then press the Tab key to move to the left, one cell at a time. You can use
the right and left arrow keys to move right or left one cell at a time. The Page Up
and Page Down keys move up and down one page at a time. If you hold down
the Ctrl key and then press the Home key, you move to the beginning of the
worksheet.

Move Around the Worksheet

The Down Arrow Key

 Press the down arrow key several times. Note that the cursor moves
downward one cell at a time.

The Up Arrow Key

 Press the up arrow key several times. Note that the cursor moves upward
one cell at a time.

The Tab Key

1. Move to cell A1.

2. Press the Tab key several times. Note that the cursor moves to the right
one cell at a time.

The Shift + Tab Keys

 Hold down the Shift key and then press Tab. Note that the cursor moves to
the left one cell at a time.

The Right and Left Arrow Keys

1. Press the right arrow key several times. Note that the cursor moves to the
right.

2. Press the left arrow key several times. Note that the cursor moves to the
left.

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Page Up and Page Down

1. Press the Page Down key. Note that the cursor moves down one page.

2. Press the Page Up key. Note that the cursor moves up one page.

The Ctrl-Home Key

1. Move the cursor to column J.

2. Stay in column J and move the cursor to row 20.

3. Hold down the Ctrl key while you press the Home key. Excel moves to cell
A1.

Go To Cells Quickly

The following are shortcuts for moving quickly from one cell in a worksheet to a
cell in a different part of the worksheet.

Go to -- F5

The F5 function key is the "Go To" key. If you press the F5 key, you are prompted
for the cell to which you wish to go. Enter the cell address, and the cursor jumps
to that cell.

1. Press F5. The GoTo dialog box opens.

2. Type J3 in the Reference field.

3. Press Enter. Excel moves to cell J3.

Go to -- Ctrl+G

You can also use Ctrl+G to go to a specific cell.

1. Hold down the Ctrl key while you press "g" (Ctrl+G). The GoTo dialog box
opens.

2. Type C4 in the Reference field.

3. Press Enter. Excel moves to cell C4.

The Name Box

You can also use the Name box to go to a specific cell. Just type the cell you
want to go to in the Name box and then press Enter.

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1. Type B10 in the Name box.

2. Press Enter. Excel moves to cell B10.

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Selecting Cells

If you wish to perform a function on a group of cells, you must first select those
cells by highlighting them. The exercises that follow teach you how to select.

Select Cells

To select cells A1 to E1:

1. Go to cell A1.

2. Press the F8 key. This anchors the cursor.

3. Note that "Extend Selection" appears on the Status bar in the lower-left
corner of the window. You are in the Extend mode.

4. Click in cell E7. Excel highlights cells A1 to E7.

5. Press Esc and click anywhere on the worksheet to clear the highlighting.

Alternative Method: Select Cells by Dragging

You can also select an area by holding down the left mouse button and
dragging the mouse over the area. In addition, you can select noncontiguous
areas of the worksheet by doing the following:

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1. Go to cell A1.

2. Hold down the Ctrl key. You won't release it until step 9. Holding down the
Ctrl key enables you to select noncontiguous areas of the worksheet.

3. Press the left mouse button.

4. While holding down the left mouse button, use the mouse to move from
cell A1 to C5.

5. Continue to hold down the Ctrl key, but release the left mouse button.

6. Using the mouse, place the cursor in cell D7.

7. Press the left mouse button.

8. While holding down the left mouse button, move to cell F10. Release the
left mouse button.

9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10 are selected.

10. Press Esc and click anywhere on the worksheet to remove the highlighting.

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Entering Data
In this section, you will learn how to enter data into your worksheet. First, place
the cursor in the cell in which you want to start entering data. Type some data,
and then press Enter. If you need to delete, press the Backspace key to delete
one character at a time.

Enter Data

1. Place the cursor in cell A1.

2. Type John Jordan. Do not press Enter at this time.

Deleting Data
The Backspace key erases one character at a time.

1. Press the Backspace key until Jordan is erased.

2. Press Enter. The name "John" appears in cell A1.

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Editing a Cell
After you enter data into a cell, you can edit the data by pressing F2 while you
are in the cell you wish to edit.

Edit a Cell

Change "John" to "Jones."

1. Move to cell A1.

2. Press F2.

3. Use the Backspace key to delete letter "n" and letter "h."

4. Type nes.

5. Press Enter.

Alternate Method: Editing a Cell by Using the Formula Bar

You can also edit the cell by using the Formula bar. You change "Jones" to
"Joker" in the following exercise.

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 1. Move the cursor to cell A1.

2. Click in the formula area of the Formula bar.

3. Use the backspace key to erase the "s," "e," and "n."

4. Type ker.

5. Press Enter.

Alternate Method: Edit a Cell by Double-Clicking in the Cell

You can change "Joker" to "Johnson" as follows:

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 1. Move to cell A1.

2. Double-click in cell A1.

3. Press the End key. Your cursor is now at the end of your text.

3. Use the Backspace key to erase "r," "e," and "k."

4. Type hnson.

5. Press Enter.

Change a Cell Entry

Typing in a cell replaces the old cell entry with the new information you type.

1. Move the cursor to cell A1.

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 2. Type Cathy.

3. Press Enter. The name "Cathy" replaces "Johnson."

Wrapping Text
When you type text that is too long to fit in the cell, the text overlaps the next
cell. If you do not want it to overlap the next cell, you can wrap the text.

Wrap Text

1. Move to cell A2.

2. Type Text too long to fit.

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 3. Press Enter.

4. Return to cell A2.

5. Choose the Home tab.

6. Click the Wrap Text button . Excel wraps the text in the cell.

Deleting a Cell Entry

To delete an entry in a cell or a group of cells, you place the cursor in the cell or
select the group of cells and press Delete.

Delete a Cell Entry

1. Select cells A1 to A2.

2. Press the Delete key.

Save a File
This is the end of this Lesson. To save your file:

1. Click the Office button. A menu appears.

2. Click Save. The Save As dialog box appears.

3. Go to the directory in which you want to save your file.

4. Type Lesson1 in the File Name field.

5. Click Save. Excel saves your file.

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Closing Excel
Close Microsoft Excel.

1. Click the Office button. A menu appears.

2. Click Close. Excel closes.

Entering Excel Formulas and Formatting Data

The previous lesson familiarized you with the Excel 2007 window, taught you how
to move around the window, and how to enter data. A major strength of Excel is
that you can perform mathematical calculations and format your data. In this
lesson, you learn how to perform basic mathematical calculations and how to
format text and numerical data. To start this lesson, open Excel.

Set the Enter Key Direction

In Microsoft Excel, you can specify the direction the cursor moves when you
press the Enter key. In the exercises that follow, the cursor must move down one
cell when you press Enter. You can use the Direction box in the Excel Options
pane to set the cursor to move up, down, left, right, or not at all. Perform the
steps that follow to set the cursor to move down when you press the Enter key.

1. Click the Microsoft Office button. A menu appears.

2. Click Excel Options in the lower-right corner. The Excel Options pane
appears.

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 3. Click Advanced.

4. If the check box next to After Pressing Enter Move Selection is not
checked, click the box to check it.

5. If Down does not appear in the Direction box, click the down arrow next
to the Direction box and then click Down.

6. Click OK. Excel sets the Enter direction to down.

Perform Mathematical Calculations

In Microsoft Excel, you can enter numbers and mathematical formulas into cells.
Whether you enter a number or a formula, you can reference the cell when you
perform mathematical calculations such as addition, subtraction, multiplication,
or division. When entering a mathematical formula, precede the formula with
an equal sign. Use the following to indicate the type of calculation you wish to
perform:

+ Addition

- Subtraction

* Multiplication

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/ Division

^ Exponential

In the following exercises, you practice some of the methods you can use to
move around a worksheet and you learn how to perform mathematical
calculations. Refer to the previous lesson to learn more about moving around a
worksheet.

Addition

1. Type Add in cell A1.

2. Press Enter. Excel moves down one cell.

3. Type 1 in cell A2.

4. Press Enter. Excel moves down one cell.

5. Type 1 in cell A3.

6. Press Enter. Excel moves down one cell.

7. Type =A2+A3 in cell A4.

8. Click the check mark on the Formula bar. Excel adds cell A1 to cell A2
and displays the result in cell A4. The formula displays on the Formula bar.

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Note: Clicking the check mark on the Formula bar is similar to pressing Enter.
Excel records your entry but does not move to the next cell.

Subtraction

1. Press F5. The Go To dialog box appears.

2. Type B1 in the Reference field.

3. Press Enter. Excel moves to cell B1.

4. Type Subtract.

5. Press Enter. Excel moves down one cell.

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 6. Type 6 in cell B2.

7. Press Enter. Excel moves down one cell.

8. Type 3 in cell B3.

9. Press Enter. Excel moves down one cell.

10. Type =B2-B3 in cell B4.

11. Click the check mark on the Formula bar. Excel subtracts cell B3 from cell
B2 and the result displays in cell B4. The formula displays on the Formula
bar.

Multiplication
1. Hold down the Ctrl key while you press "g" (Ctrl+G). The GoTo dialog box
appears.

2. Type C1 in the Reference field.

3. Press Enter. Excel moves to cell C1

4. Type Multiply.

5. Press Enter. Excel moves down one cell.

6. Type 2 in cell C2.

7. Press Enter. Excel moves down one cell.

8. Type 3 in cell C3.

9. Press Enter. Excel moves down one cell.

10. Type =C2*C3 in cell C4.

11. Click the check mark on the Formula bar. Excel multiplies C1 by cell C2
and displays the result in cell C3. The formula displays on the Formula bar.

Division
1. Press F5.

2. Type D1 in the Reference field.

3. Press Enter. Excel moves to cell D1.

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 4. Type Divide.

5. Press Enter. Excel moves down one cell.

6. Type 6 in cell D2.

7. Press Enter. Excel moves down one cell.

8. Type 3 in cell D3.

9. Press Enter. Excel moves down one cell.

10. Type =D2/D3 in cell D4.

11. Click the check mark on the Formula bar. Excel divides cell D2 by cell D3
and displays the result in cell D4. The formula displays on the Formula bar.

When creating formulas, you can reference cells and include numbers. All of the
following formulas are valid:

=A2/B2

=A1+12-B3

=A2*B2+12

=24+53

AutoSum
You can use the AutoSum button on the Home tab to automatically add a
column or row of numbers. When you press the AutoSum button , Excel
selects the numbers it thinks you want to add. If you then click the check mark
on the Formula bar or press the Enter key, Excel adds the numbers. If Excel's
guess as to which numbers you want to add is wrong, you can select the cells
you want.

AutoSum

The following illustrates AutoSum:

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1. Go to cell F1.

2. Type 3.

3. Press Enter. Excel moves down one cell.

4. Type 3.

5. Press Enter. Excel moves down one cell.

6. Type 3.

7. Press Enter. Excel moves down one cell to cell F4.

8. Choose the Home tab.

9. Click the AutoSum button in the Editing group. Excel selects cells F1
through F3 and enters a formula in cell F4.

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 10. Press Enter. Excel adds cells F1 through F3 and displays the result in cell F4.

Perform Automatic Calculations

By default, Microsoft Excel recalculates the worksheet as you change cell

entries. This makes it easy for you to correct mistakes and analyze a variety of
scenarios.

Automatic Calculation

Make the changes described below and note how Microsoft Excel
automatically recalculates.

1. Move to cell A2.

2. Type 2.

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 3. Press the right arrow key. Excel changes the result in cell A4. Excel adds
cell A2 to cell A3 and the new result appears in cell A4.

4. Move to cell B2.

5. Type 8.

6. Press the right arrow key. Excel subtracts cell B3 from cell B3 and the new
result appears in cell B4.

7. Move to cell C2.

8. Type 4.

9. Press the right arrow key. Excel multiplies cell C2 by cell C3 and the new
result appears in cell C4.

10. Move to cell D2.

11. Type 12.

12. Press the Enter key. Excel divides cell D2 by cell D3 and the new result
appears in cell D4.

Align Cell Entries

When you type text into a cell, by default your entry aligns with the left side of
the cell. When you type numbers into a cell, by default your entry aligns with the
right side of the cell. You can change the cell alignment. You can center, left-
align, or right-align any cell entry. Look at cells A1 to D1. Note that they are
aligned with the left side of the cell.

Center

To center cells A1 to D1:

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 1. Select cells A1 to D1.

2. Choose the Home tab.

3. Click the Center button in the Alignment group. Excel centers each
cell's content.

Left-Align
To left-align cells A1 to D1:

1. Select cells A1 to D1.

2. Choose the Home tab.

3. Click the Align Text Left button in the Alignment group. Excel left-aligns
each cell's content.

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Right-Align
To right-align cells A1 to D1:

1. Select cells A1 to D1. Click in cell A1.

2. Choose the Home tab.

3. Click the Align Text Right button. Excel right-aligns the cell's content.

4. Click anywhere on your worksheet to clear the highlighting.

Note: You can also change the alignment of cells with numbers in them by using
the alignment buttons.

Perform Advanced Mathematical Calculations

When you perform mathematical calculations in Excel, be careful of

precedence. Calculations are performed from left to right, with multiplication
and division performed before addition and subtraction.

Advanced Calculations
1. Move to cell A7.

2. Type =3+3+12/2*4.

3. Press Enter.

Note: Microsoft Excel divides 12 by 2, multiplies the answer by 4, adds 3, and

then adds another 3. The answer, 30, displays in cell A7.

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To change the order of calculation, use parentheses. Microsoft Excel calculates
the information in parentheses first.

1. Double-click in cell A7.

2. Edit the cell to read = (3+3+12)/2*4.

3. Press Enter.

Note: Microsoft Excel adds 3 plus 3 plus 12, divides the answer by 2, and then
multiplies the result by 4. The answer, 36, displays in cell A7.

Copy, Cut, Paste, and Cell Addressing

In Ms. Excel, you can copy data from one area of a worksheet and place the
data you copied anywhere in the same or another worksheet. In other words,
after you type information into a worksheet, if you want to place the same
information somewhere else, you do not have to retype the information. You
simple copy it and then paste it in the new location.

You can use Excel's Cut feature to remove information from a worksheet. Then
you can use the Paste feature to place the information you cut anywhere in the
same or another worksheet. In other words, you can move information from
one place in a worksheet to another place in the same or different worksheet
by using the Cut and Paste features.

Microsoft Excel records cell addresses in formulas in three different ways,

called absolute, relative, and mixed. The way a formula is recorded is important
when you copy it. With relative cell addressing, when you copy a formula from
one area of the worksheet to another, Excel records the position of the cell
relative to the cell that originally contained the formula. With absolute cell

219
addressing, when you copy a formula from one area of the worksheet to
another, Excel references the same cells, no matter where you copy the
formula. You can use mixed cell addressing to keep the row constant while the
column changes, or vice versa. The following exercises demonstrate this.

Copy, Cut, Paste, and Cell Addressing

1. Move to cell A9.

2. Type 1. Press Enter. Excel moves down one cell.

3. Type 1. Press Enter. Excel moves down one cell.

4. Type 1. Press Enter. Excel moves down one cell.

5. Move to cell B9.

6. Type 2. Press Enter. Excel moves down one cell.

7. Type 2. Press Enter. Excel moves down one cell.

8. Type 2. Press Enter. Excel moves down one cell.

In addition to typing a formula as you did in previously, you can also enter
formulas by using Point mode. When you are in Point mode, you can enter a
formula either by clicking on a cell or by using the arrow keys.

1. Move to cell A12.

2. Type =.

3. Use the up arrow key to move to cell A9.

4. Type +.

5. Use the up arrow key to move to cell A10.

6. Type +.

7. Use the up arrow key to move to cell A11.

8. Click the check mark on the Formula bar. Look at the Formula bar. Note
that the formula you entered is displayed there.

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Copy with the Ribbon

To copy the formula you just entered, follow these steps:

1. You should be in cell A12.

2. Choose the Home tab.

3. Click the Copy button in the Clipboard group. Excel copies the
formula in cell A12.

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 4. Press the right arrow key once to move to cell B12.

5. Click the Paste button in the Clipboard group. Excel pastes the
formula in cell A12 into cell B12.

6. Press the Esc key to exit the Copy mode.

Compare the formula in cell A12 with the formula in cell B12 (while in the
respective cell, look at the Formula bar). The formulas are the same except that
the formula in cell A12 sums the entries in column A and the formula in cell B12
sums the entries in column B. The formula was copied in a relative fashion.

Before proceeding with the next part of the exercise, you must copy the
information in cells A7 to B9 to cells C7 to D9. This time you will copy by using the
Mini toolbar.

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Copy with the Mini Toolbar

1. Select cells A9 to B11. Move to cell A9. Press the Shift key. While holding
down the Shift key, press the down arrow key twice. Press the right arrow
key once. Excel highlights A9 to B11.

2. Right-click. A context menu and a Mini toolbar appear.

3. Click Copy, which is located on the context menu. Excel copies the
information in cells A9 to B11.

4. Move to cell C9.

5. Right-click. A context menu appears.

6. Click Paste. Excel copies the contents of cells A9 to B11 to cells C9 to C11.

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 7. Press Esc to exit Copy mode.

Absolute Cell Addressing

You make a cell address an absolute cell address by placing a dollar sign in
front of the row and column identifiers. You can do this automatically by using
the combination of “SHIFT + 4” keys. To illustrate:

1. Move to cell C12.

2. Type =.

3. Click cell C9.

4. Press “SHIFT + 4”. Dollar signs appear before the C and the 9.

5. Type +.

6. Click cell C10.

7. Press “SHIFT + 4”. Dollar signs appear before the C and the 10.

8. Type +.

9. Click cell C11.

10. Press “SHIFT + 4”. Dollar signs appear before the C and the 11.

11. Click the check mark on the formula bar. Excel records the formula in cell
C12.

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Copy and Paste with Keyboard Shortcuts

Keyboard shortcuts are key combinations that enable you to perform tasks by
using the keyboard. Generally, you press and hold down a key while pressing a
letter. For example, Ctrl+C means you should press and hold down the Ctrl key
while pressing "C." This tutorial notates key combinations as follows:

Press Ctrl+C.

Now copy the formula from C12 to D12. This time, copy by using keyboard
shortcuts.

1. Move to cell C12.

2. Hold down the Ctrl key while you press "C" (Ctrl+C). Excel copies the
contents of cell C12.

3. Press the right arrow once. Excel moves to D12.

4. Hold down the Ctrl key while you press "V" (Ctrl+V). Excel pastes the
contents of cell C12 into cell D12.

5. Press Esc to exit the Copy mode.

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Compare the formula in cell C12 with the formula in cell D12 (while in the
respective cell, look at the Formula bar). The formulas are exactly the same.
Excel copied the formula from cell C12 to cell D12. Excel copied the formula in
an absolute fashion. Both formulas sum column C.

Mixed Cell Addressing

You use mixed cell addressing to reference a cell when you want to copy part
of it absolute and part relative. For example, the row can be absolute and the
column relative. You can use the F4 key to create a mixed cell reference.

1. Move to cell E1.

2. Type =.

3. Press the up arrow key once.

4. Press F4.

5. Press F4 again. Note that the column is relative and the row is absolute.

6. Press F4 again. Note that the column is absolute and the row is relative.

7. Press Esc.

Cut and Paste

You can move data from one area of a worksheet to another.

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 1. Select cells D9 to D12

2. Choose the Home tab.

3. Click the Cut button.

4. Move to cell G1.

5. Click the Paste button . Excel moves the contents of cells D9 to D12 to
cells G1 to G4.

The keyboard shortcut for Cut is Ctrl+X. The steps for cutting and pasting with a
keyboard shortcut are:

1. Select the cells you want to cut and paste.

2. Press Ctrl+X.

3. Move to the upper-left corner of the block of cells into which you want to
paste.

4. Press Ctrl+V. Excel cuts and pastes the cells you selected.

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 Insert and Delete Columns and Rows

You can insert and delete columns and rows. When you delete a column, you
delete everything in the column from the top of the worksheet to the bottom of
the worksheet. When you delete a row, you delete the entire row from left to
right. Inserting a column or row inserts a completely new column or row.

Insert and Delete Columns and Rows

To delete columns F and G:

1. Click the column F indicator and drag to column G.

2. Click the down arrow next to Delete in the Cells group. A menu appears.

3. Click Delete Sheet Columns. Excel deletes the columns you selected.

4. Click anywhere on the worksheet to remove your selection.

To delete rows 7 through 12:

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 1. Click the row 7 indicator and drag to row 12.

2. Click the down arrow next to Delete in the Cells group. A menu appears.

3. Click Delete Sheet Rows. Excel deletes the rows you selected.

4. Click anywhere on the worksheet to remove your selection.

To insert a column:

1. Click on A to select column A.

2. Click the down arrow next to Insert in the Cells group. A menu appears.

3. Click Insert Sheet Columns. Excel inserts a new column.

4. Click anywhere on the worksheet to remove your selection.

To insert rows:

1. Click on 1 and then drag down to 2 to select rows 1 and 2.

2. Click the down arrow next to Insert in the Cells group. A menu appears.

3. Click Insert Sheet Rows. Excel inserts two new rows.

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 4. Click anywhere on the worksheet to remove your selection.

Your worksheet should look like the one shown here.

Create Borders

You can use borders to make entries in your Excel worksheet stand out. You can
choose from several types of borders. When you press the down arrow next to
the Border button , a menu appears. By making the proper selection from
the menu, you can place a border on the top, bottom, left, or right side of the
selected cells; on all sides; or around the outside border. You can have a thick
outside border or a border with a single-line top and a double-line bottom.
Accountants usually place a single underline above a final number and a
double underline below. The following illustrates:

Create Borders

1. Select cells B6 to E6.

230
2. Choose the Home tab.

3. Click the down arrow next to the Borders button . A menu appears.

4. Click Top and Double Bottom Border. Excel adds the border you chose to
the selected cells.

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Merge and Center

Sometimes, particularly when you give a title to a section of your worksheet, you
will want to center a piece of text over several columns or rows. The following
example shows you how.

Merge and Center

1. Go to cell B2.

2. Type Sample Worksheet.

3. Click the check mark on the Formula bar.

4. Select cells B2 to E2.

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 5. Choose the Home tab.

6. Click the Merge and Center button in the Alignment group. Excel
merges cells B2, C2, D2, and E2 and then centers the content.

Note: To unmerge cells:

1. Select the cell you want to unmerge.

2. Choose the Home tab.

3. Click the down arrow next to the Merge and Center button. A menu
appears.

4. Click Unmerge Cells. Excel unmerges the cells.

Adding Background Colour

To make a section of your worksheet stand out, you can add background
colour to a cell or group of cells.

Add Background Colour

1. Select cells B2 to E3.

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 2. Choose the Home tab.

3. Click the down arrow next to the Fill Colour button .

4. Click the colour dark blue. Excel places a dark blue background in the
cells you selected.

Change the Font, Font Size, and Font Colour

A font is a set of characters represented in a single typeface. Each character

within a font is created by using the same basic style. Excel provides many
different fonts from which you can choose. The size of a font is measured in
points. There are 72 points to an inch. The number of points assigned to a font is
based on the distance from the top to the bottom of its longest character. You

234
can change the Font, Font Size, and Font Colour of the data you enter into
Excel.

Change the Font

1. Select cells B2 to E3.

2. Choose the Home tab.

3. Click the down arrow next to the Font box. A list of fonts appears. As you
scroll down the list of fonts, Excel provides a preview of the font in the cell
you selected.

4. Find and click Times New Roman in the Font box. Note: If Times New
Roman is your default font, click another font. Excel changes the font in
the selected cells.

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Change the Font Size

1. Select cell B2.

2. Choose the Home tab.

3. Click the down arrow next to the Font Size box. A list of font sizes appears.
As you scroll up or down the list of font sizes, Excel provides a preview of
the font size in the cell you selected.

4. Click 26. Excel changes the font size in cell B2 to 26.

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Change the Font Colour

1. Select cells B2 to E3.

2. Choose the Home tab.

3. Click the down arrow next to the Font Colour button .

4. Click on the colour white. Your font colour changes to white.

Your worksheet should look like the one shown here.

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Move to a New Worksheet

In Microsoft Excel, each workbook is made up of several worksheets. Each

worksheet has a tab. By default, a workbook has three sheets and they are
named sequentially, starting with Sheet1. The name of the worksheet appears
on the tab. Before moving to the next topic, move to a new worksheet. The
exercise that follows shows you how.

Moving to a New Worksheet

 Click Sheet2 in the lower-left corner of the screen. Excel moves to Sheet2.

Bold, Italicize, and Underline

When creating an Excel worksheet, you may want to emphasize the contents of
cells by bolding, italicizing, and/or underlining. You can easily bold, italicize, or
underline text with Microsoft Excel. You can also combine these features—in
other words; you can bold, italicize, and underline a single piece of text.

In the exercises that follow, you will learn different methods you can use to bold,
italicize, and underline.

Bold with the Ribbon

1. Type Bold in cell A1.

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 2. Click the check mark located on the Formula bar.

3. Choose the Home tab.

4. Click the Bold button . Excel bolds the contents of the cell.

5. Click the Bold button again if you wish to remove the bold.

Italicize with the Ribbon

1. Type Italic in cell B1.

2. Click the check mark located on the Formula bar.

3. Choose the Home tab.

4. Click the Italic button . Excel italicizes the contents of the cell.

5. Click the Italic button again if you wish to remove the italic.

Underline with the Ribbon

Microsoft Excel provides two types of underlines. The exercises that follow
illustrate them.

Single Underline:

239
 1. Type Underline in cell C1.

2. Click the check mark located on the Formula bar.

3. Choose the Home tab.

4. Click the Underline button . Excel underlines the contents of the cell.

5. Click the Underline button again if you wish to remove the underline.

Double Underline

1. Type Underline in cell D1.

2. Click the check mark located on the Formula bar.

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 3. Choose the Home tab.

4. Click the down arrow next to the Underline button and then click
Double Underline. Excel double-underlines the contents of the cell. Note
that the Underline button changes to the button shown here , a D with
a double underline under it. Then next time you click the Underline button,
you will get a double underline. If you want a single underline, click the
down arrow next to the Double Underline button and then choose
Underline.

5. Click the double underline button again if you wish to remove the double
underline.

Bold, Underline, and Italicize

1. Type All three in cell E1.

2. Click the check mark located on the Formula bar.

3. Choose the Home tab.

4. Click the Bold button . Excel bolds the cell contents.

5. Click the Italic button . Excel italicizes the cell contents.

6. Click the Underline button . Excel underlines the cell contents.

Alternate Method: Bold with Shortcut Keys

1. Type Bold in cell A2.

2. Click the check mark located on the Formula bar.

3. Hold down the Ctrl key while pressing "B" (Ctrl+B). Excel bolds the contents
of the cell.

4. Press Ctrl+B again if you wish to remove the bolding.

Alternate Method: Italicize with Shortcut Keys

1. Type Italic in cell B2. Note: Because you previously entered the word Italic
in column B, Excel may enter the word in the cell automatically after you
type the letter I. Excel does this to speed up your data entry.

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 2. Click the check mark located on the Formula bar.

3. Hold down the Ctrl key while pressing "I" (Ctrl+I). Excel italicizes the
contents of the cell.

4. Press Ctrl+I again if you wish to remove the italic formatting.

Alternate Method: Underline with Shortcut Keys

1. Type Underline in cell C2.

2. Click the check mark located on the Formula bar.

3. Hold down the Ctrl key while pressing "U" (Ctrl+U). Excel applies a single
underline to the cell contents.

4. Press Ctrl+U again if you wish to remove the underline.

Bold, Italicize, and Underline with Shortcut Keys

1. Type All three in cell D2.

2. Click the check mark located on the Formula bar.

3. Hold down the Ctrl key while pressing "B" (Ctrl+B). Excel bolds the cell
contents.

4. Hold down the Ctrl key while pressing "I" (Ctrl+I). Excel italicizes the cell
contents.

5. Hold down the Ctrl key while pressing "U" (Ctrl+U). Excel applies a single
underline to the cell contents.

Work with Long Text

Whenever you type text that is too long to fit into a cell, Microsoft Excel attempts
to display all the text. It left-aligns the text regardless of the alignment you have
assigned to it, and it borrows space from the blank cells to the right. However, a
long text entry will never write over cells that already contain entries—instead,
the cells that contain entries cut off the long text. The following exercise
illustrates this.

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Work with Long Text

1. Move to cell A6.

2. Type Now is the time for all good men to go to the aid of their army.

3. Press Enter. Everything that does not fit into cell A6 spills over into the
adjacent cell.

4. Move to cell B6.

5. Type Test.

6. Press Enter. Excel cuts off the entry in cell A6.

7. Move to cell A6.

8. Look at the Formula bar. The text is still in the cell.

Changing a Column's Width

You can increase column widths. Increasing the column width enables you to
see the long text.

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Change Column Width

1. Make sure you are in any cell under column A.

2. Choose the Home tab.

3. Click the down arrow next to Format in the Cells group.

4. Click Column Width. The Column Width dialog box appears.

5. Type 55 in the Column Width field.

6. Click OK. Column A is set to a width of 55. You should now be able to see
all of the text.

Changing a Column Width by Dragging

You can also change the column width with the cursor.

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 1. Place the mouse pointer on the line between the B and C column
headings. The mouse pointer should look like the one displayed here ,
with two arrows.

2. Move your mouse to the right while holding down the left mouse button.
The width indicator appears on the screen.

3. Release the left mouse button when the width indicator shows
approximately 20. Excel increases the column width to 20.

Formatting Numbers

You can format the numbers you enter into Microsoft Excel. For example, you
can add commas to separate thousands, specify the number of decimal
places, place a dollar sign in front of a number, or display a number as a
percent.

Format Numbers

1. Move to cell B8.

2. Type 1234567.

3. Click the check mark on the Formula bar.

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4. Choose the Home tab.

5. Click the down arrow next to the Number Format box. A menu appears.

6. Click Number. Excel adds two decimal places to the number you typed.

7. Click the Comma Style button . Excel separates thousands with a

comma.

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8. Click the Accounting Number Format button . Excel adds a dollar sign
to your number.

9. Click twice on the Increase Decimal button to change the number

format to four decimal places.

10. Click the Decrease Decimal button if you wish to decrease the number
of decimal places.

Changing a Decimal to Percentage

1. Move to cell B9.

2. Type .35 (note the decimal point).

3. Click the check mark on the formula bar.

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 4. Choose the Home tab.

5. Click the Percent Style button . Excel turns the decimal to a percent.

This is the end of this lesson. You can save and close your file. See the previous
lesson to learn how to save and close a file.

Creating Excel Functions, Filling Cells, and Printing

By using functions, you can quickly and easily make many useful calculations,
such as finding an average, the highest number, the lowest number, and a
count of the number of items in a list. Microsoft Excel has many functions that
you can use.

Using Reference Operators

To use functions, you need to understand reference operators. Reference

operators refer to a cell or a group of cells. There are two types of reference
operators: range and union.

A range reference refers to all the cells between and including the reference. A
range reference consists of two cell addresses separated by a colon. The
reference A1:A3 includes cells A1, A2, and A3. The reference A1:C3 includes
cells A1, A2, A3, B1, B2, B3, C1, C2, and C3.

A union reference includes two or more references. A union reference consists

of two or more numbers, range references, or cell addresses separated by a

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comma. The reference A7, B8:B10, C9, 10 refers to cells A7, B8 to B10, C9 and the
number 10.

Understanding Functions

Functions are prewritten formulas. Functions differ from regular formulas in that
you supply the value but not the operators, such as +, -, *, or /. For example, you
can use the SUM function to add. When using a function, remember the
following:

Use an equal sign to begin a formula.

Specify the function name.

Enclose arguments within parentheses. Arguments are values on which you

want to perform the calculation. For example, arguments specify the numbers
or cells you want to add.

Use a comma to separate arguments.

Here is an example of a function:

=SUM (2, 13, A1, B2:C7)

In this function:

 The equal sign begins the function.

 SUM is the name of the function.
 2, 13, A1, and B2:C7 are the arguments.
 Parentheses enclose the arguments.
 Commas separate the arguments.

After you type the first letter of a function name, the AutoComplete list appears.
You can double-click on an item in the AutoComplete list to complete your
entry quickly. Excel will complete the function name and enter the first
parenthesis.

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Functions
The SUM function adds argument values.

1. Open Microsoft Excel.

2. Type 12 in cell B1.

3. Press Enter.

4. Type 27 in cell B2.

5. Press Enter.

6. Type 24 in cell B3.

7. Press Enter.

8. Type =SUM (B1:B3) in cell A4.

9. Press Enter. The sum of cells B1 to B3, which is 63, appears.

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Alternate Method: Enter a Function with the Ribbon

1. Type 150 in cell C1.

2. Press Enter.

3. Type 85 in cell C2.

4. Press Enter.

5. Type 65 in cell C3.

6. Choose the Formulas tab.

7. Click the Insert Function button. The Insert Function dialog box appears.

8. Choose Math & Trig in the options or Select a Category box.

9. Click Sum in the Select a Function box.

10. Click OK. The Function Arguments dialog box appears.

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 12. Type C1:C3 in the Number1 field, if it does not automatically appear.

13. Click OK. The sum of cells C1 to C3, which is 300, appears.

Format worksheet

1. Move to cell A4.

2. Type the word Sum.

3. Select cells B4 to C4.

4. Choose the Home tab.

5. Click the down arrow next to the Borders button .

6. Click Top and Double Bottom Border.

As you learned in Lesson 2, you can also calculate a sum by using the AutoSum
button .

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 Calculate an Average

You can use the AVERAGE function to calculate the average of a series of
numbers.

1. Move to cell A6.

2. Type Average. Press the right arrow key to move to cell B6.

3. Type =AVERAGE (B1:B3).

4. Press Enter. The average of cells B1 to B3, which is 21, appears.

Calculate an Average with the AutoSum Button

In Microsoft Excel, you can use the AutoSum button to calculate an average.

1. Move to cell C6.

2. Choose the Home tab.

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 3. Click the down arrow next to the AutoSum button .

4. Click Average.

5. Select cells C1 to C3.

6. Press Enter. The average of cells C1 to C3, which is 100, appears.

Find the Lowest Number

You can use the MIN function to find the lowest number in a series of numbers.

1. Move to cell A7.

2. Type Min.

3. Press the right arrow key to move to cell B7.

4. Type = MIN (B1:B3).

5. Press Enter. The lowest number in the series, which is 12, appears.

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Note: You can also use the drop-down button next to the AutoSum
button to calculate minimums, maximums, and counts.

Find the Highest Number

You can use the MAX function to find the highest number in a series of numbers.

1. Move to cell A8.

2. Type Max.

3. Press the right arrow key to move to cell B8.

4. Type = MAX (B1:B3).

5. Press Enter. The highest number in the series, which is 27, appears.

Counting the Numbers in a Series of Numbers

You can use the count function to count the number of numbers in a series.

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1. Move to cell A9.

2. Type Count.

3. Press the right arrow key to move to cell B9.

4. Choose the Home tab.

5. Click the down arrow next to the AutoSum button .

6. Click Count Numbers. Excel places the count function in cell C9 and takes
a guess at which cells you want to count. The guess is incorrect, so you
must select the proper cells.

7. Select B1 to B3.

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 8. Press Enter. The number of items in the series, which is 3, appears.

Fill Cells Automatically

You can use Microsoft Excel to fill cells automatically with a series. For example,
you can have Excel automatically fill your worksheet with days of the week,
months of the year, years, or other types of series.

Fill Cells Automatically

The following demonstrates filling the days of the week:

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1. Click the Sheet2 tab. Excel moves to Sheet2.

2. Move to cell A1.

3. Type Sun.

4. Move to cell B1.

5. Type Sunday.

6. Select cells A1 to B1.

7. Choose the Home tab.

8. Click the Bold button . Excel bolds cells A1 to B1.

258
9. Find the small black square in the lower-right corner of the selected area.
The small black square is called the fill handle.

10. Grab the fill handle and drag with your mouse to fill cells A1 to B14. Note
how the days of the week fill the cells in a series. Also, note that the Auto
Fill Options button appears.

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 Copying Cells

1. Click the Auto Fill Options button. The Auto Fill Options menu appears.

2. Choose the Copy Cells radio button. The entry in cells A1 and B1 are
copied to all the highlighted cells.

3. Click the Auto Fill Options button again.

4. Choose the Fill Series radio button. The cells fill as a series from Sunday to
Saturday again.

5. Click the Auto Fill Options button again.

6. Choose the Fill Without Formatting radio button. The cells fill as a series
from Sunday to Saturday, but the entries are not bolded.

7. Click the Auto Fill Options button again.

8. Choose the Fill Weekdays radio button. The cells fill as a series from
Monday to Friday.

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 Adjusting Column Width

Some of the entries in column B are too long to fit in the column. You can quickly
adjust the column width to fit the longest entry.

1. Move your mouse pointer over the line that separates column B and C.
The Width Indicator appears.

2. Double-click. The Column adjusts to fit the longest entry.

After you complete the remainder of the exercise, your worksheet will look like
the one shown here.

Fill Times
The following demonstrates filling time:

1. Type 1:00 into cell C1.

2. Grab the fill handle and drag with your mouse to highlight cells C1 to C14.
Note that each cell fills, using military time.

261
 3. Press Esc and then click anywhere on the worksheet to remove the
highlighting.

To change the format of the time:

1. Select cells C1 to C14.

2. Choose the Home tab.

3. Click the down arrow next to the number format box . A menu
appears.

4. Click Time. Excel changes the format of the time.

Fill Numbers
You can also fill numbers.

Type a 1 in cell D1.

1. Grab the fill handle and drag with your mouse to highlight cells D1 to D14.
The number 1 fills each cell.

2. Click the Auto Fill Options button.

3. Choose the Fill Series radio button. The cells fill as a series, starting with 1, 2,
3.

Here is another interesting fill feature.

1. Go to cell E1.

2. Type Lesson 1.

3. Grab the fill handle and drag with your mouse to highlight cells E1 to E14.
The cells fill in as a series: Lesson 1, Lesson 2, Lesson 3, and so on.

Create Headers and Footers

You can use the Header & Footer button on the Insert tab to create headers
and footers. A header is text that appears at the top of every page of your
printed worksheet. A footer is text that appears at the bottom of every page of
your printed worksheet. When you click the Header & Footer button, the Design
context tab appears and Excel changes to Page Layout view. A context tab is a

262
tab that only appears when you need it. Page Layout view structures your
worksheet so that you can easily change the format of your document. You
usually work in Normal view.

You can type in your header or footer or you can use predefined headers and
footers. To find predefined headers and footers, click the Header or Footer
button or use the Header & Footer Elements group's buttons. When you choose
a header or footer by clicking the Header or Footer button, Excel centers your
choice. The table shown here describes each of the Header & Footer Elements
group button options.

Header & Footer Elements

Button Purpose
Page Number Inserts the page number.
Number of Pages Inserts the number of pages in the
document.
Current Time Inserts the current time.
File Path Inserts the path to the document.
File Name Inserts the file name.
Sheet Name Inserts the name of the worksheet.
Picture Enables you to insert a picture.

Both the header and footer areas are divided into three sections: left, right, and
center. When you choose a Header or Footer from the Header & Footer
Elements group, where you place your information determines whether it
appears on the left, right, or center of the printed page. You use the Go To
Header and Go To Footer buttons on the Design tab to move between the
header and footer areas of your worksheet.

Insert Headers and Footers

1. Choose the Insert tab.

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2. Click the Header & Footer button in the Text group. Your worksheet
changes to Page Layout view and the Design context tab appears. Note
that your cursor is located in the center section of the header area.

3. Click the right side of the header area.

4. Click Page Number in the Header & Footer Elements group. When you
print your document, Excel will place the page number in the upper-right
corner.

5. Click the left side of the Header area.

6. Type your name. When you print your document, Excel will place your
name in the upper-left corner.

7. Click the GoTo Footer button. Excel moves to the footer area.

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 8. Click the Footer button. A menu appears.

9. Click the path to your document. Excel will place the path to your
document at the bottom of every printed page.

Return to Normal View

To return to Normal view:

1. Choose the View tab.

2. Click the Normal button in the Workbook Views group.

Set Print Options

There are many print options. You set print options on the Page Layout tab.
Among other things, you can set your margins, set your page orientation, and
select your paper size.

Margins define the amount of white space that appears on the top, bottom,
left, and right edges of your document. The Margin option on the Page Layout
tab provides several standard margin sizes from which you can choose.

There are two page orientations: portrait and landscape. Paper, such as paper
sized 8 1/2 by 11, is longer on one edge than it is on the other. If you print in
Portrait, the shortest edge of the paper becomes the top of the page. Portrait is
the default option. If you print in Landscape, the longest edge of the paper
becomes the top of the page.

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 Portrait

Landscape

Paper comes in a variety of sizes. Most business correspondence uses 8 1/2 by 11

paper, which is the default page size in Excel. If you are not using 8 1/2 by 11
paper, you can use the Size option on the Page Layout tab to change the Size
setting.

Set the Page Layout

1. Choose the Page Layout tab.

2. Click Margins in the Page Setup group. A menu appears.

3. Click Wide. Ms. Word sets your margins to the Wide settings.

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 Setting the Page Orientation

1. Choose the Page Layout tab.

2. Click Orientation in the Page Setup group. A menu appears.

3. Click Landscape. Excel sets your page orientation to landscape.

Set the Paper Size

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 1. Choose the Page Layout tab.

2. Click Size in the Page Setup group. A menu appears.

3. Click the paper size you are using. Excel sets your page size.

Printing

The simplest way to print is to click the Office button, highlight Print on the menu
that appears, and then click Quick Print in the Preview and Print the Document
pane. Dotted lines appear on your screen and your document prints. The
dotted lines indicate the right, left, top, and bottom edges of your printed
pages.

You can also use the Print Preview option to print. When using Print Preview, you
can see onscreen how your printed document will look when you print it. If you
click the Page Setup button while in Print Preview mode, you can set page
settings such as centering your data on the page.

If your document is several pages long, you can use the Next Page and Previous
Page buttons to move forward and backward through your document. If you
check the Show Margins check box, you will see margin lines on your document.
You can click and drag the margin markers to increase or decrease the size of
your margins. To return to Excel, click the Close Print Preview button.

You click the Print button when you are ready to print. The Print dialog box
appears. You can choose to print the entire worksheet or specific pages. If you
want to print specific pages, enter the page numbers in the From and To fields.
You can enter the number of copies you want to print in the Number of Copies
field.

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Open Print Preview

1. Click the Office button. A menu appears.

2. Highlight Print. The Preview and Print The Document pane appears.

3. Click Print Preview. The Print Preview window appears, with your
document in the center.

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Centre Your Document

1. Click the Page Setup button in the Print group. The Page Setup dialog box
appears.

2. Choose the Margins tab.

3. Click the Horizontally check box. Excel centers your data horizontally.

4. Click the Vertically check box. Excel centers your data vertically.

5. Click OK. The Page Setup dialog box closes.

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Print

1. Click the Print button. The Print dialog box appears.

2. Click the down arrow next to the name field and select the printer to
which you want to print.

3. Click OK. Excel sends your worksheet to the printer.

This is the end of this lesson. You can save and close your file.

Creating Charts

In Microsoft Excel, you can represent numbers in a chart. On the Insert tab, you
can choose from a variety of chart types, including column, line, pie, bar, area,
and scatter. The basic procedure for creating a chart is the same no matter
what type of chart you choose. As you change your data, your chart will
automatically update.

You select a chart type by choosing an option from the Insert tab's Chart group.
After you choose a chart type, such as column, line, or bar, you choose a chart
sub-type. For example, after you choose Column Chart, you can choose to
have your chart represented as a two-dimensional chart, a three-dimensional
chart, a cylinder chart, a cone chart, or a pyramid chart. There are further sub-
types within each of these categories. As you roll your mouse pointer over each
option, Excel supplies a brief description of each chart sub-type.

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Create a Chart
To create the column chart shown above, start by creating the worksheet
below exactly as shown.

After you have created the worksheet, you are ready to create your chart.

Create a Column Chart

1. Select cells A3 to D6. You must select all the cells containing the data you
want in your chart. You should also include the data labels.

2. Choose the Insert tab.

3. Click the Column button in the Charts group. A list of column chart sub-
types types appears.

4. Click the Clustered Column chart sub-type. Excel creates a Clustered

Column chart and the Chart Tools context tabs appear.

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Apply a Chart Layout
Context tabs are tabs that only appear when you need them. Called Chart
Tools, there are three chart context tabs: Design, Layout, and Format. The tabs
become available when you create a new chart or when you click on a chart.
You can use these tabs to customize your chart.

You can determine what your chart displays by choosing a layout. For example,
the layout you choose determines whether your chart displays a title, where the
title displays, whether your chart has a legend, where the legend displays,
whether the chart has axis labels and so on. Excel provides several layouts from
which you can choose.

Apply a Chart Layout

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.

3. Click the Quick Layout button in the Chart Layout group. A list of chart
layouts appears.

4. Click Layout 5. Excel applies the layout to your chart.

Add Labels
When you apply a layout, Excel may create areas where you can insert labels.
You use labels to give your chart a title or to label your axes. When you applied
layout 5, Excel created label areas for a title and for the vertical axis.

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Add labels

Before After

1. Select Chart Title. Click on Chart Title and then place your cursor before
the C in Chart and hold down the Shift key while you use the right arrow
key to highlight the words Chart Title.

2. Type Toy Sales. Excel adds your title.

3. Select Axis Title. Click on Axis Title. Place your cursor before the A in Axis.
Hold down the Shift key while you use the right arrow key to highlight the
words Axis Title.

4. Type Sales. Excel labels the axis.

5. Click anywhere on the chart to end your entry.

Switch Data
If you want to change what displays in your chart, you can switch from row data
to column data and vice versa.

Switch Data

Before After

1. Click your chart. The Chart Tools become available.

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 2. Choose the Design tab.

3. Click the Switch Row/Column button in the Data group. Excel changes
the data in your chart.

Change the Style of a Chart

A style is a set of formatting options. You can use a style to change the colour
and format of your chart. Excel 2007 has several predefined styles that you can
use. They are numbered from left to right, starting with 1, which is located in the
upper-left corner.

Change the Style of a Chart

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.

3. Click the More button in the Chart Styles group. The chart styles
appear.

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 4. Click Style 42. Excel applies the style to your chart.

Change the Size and Position of a Chart

When you click a chart, handles appear on the right and left sides, the top and
bottom, and the corners of the chart. You can drag the handles on the top and
bottom of the chart to increase or decrease the height of the chart. You can
drag the handles on the left and right sides to increase or decrease the width of
the chart. You can drag the handles on the corners to increase or decrease the
size of the chart proportionally. You can change the position of a chart by
clicking on an unused area of the chart and dragging.

Change the Size and Position of a Chart

1. Use the handles to adjust the size of your chart.

276
 2. Click an unused portion of the chart and drag to position the chart beside
the data.

Move a Chart to a Chart Sheet

By default, when you create a chart, Excel embeds the chart in the active
worksheet. However, you can move a chart to another worksheet or to a chart
sheet. A chart sheet is a sheet dedicated to a particular chart. By default Excel
names each chart sheet sequentially, starting with Chart1. You can change the
name.

Move a Chart to a Chart Sheet

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.

3. Click the Move Chart button in the Location group. The Move Chart
dialog box appears.

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 4. Click the New Sheet radio button.

5. Type Toy Sales to name the chart sheet. Excel creates a chart sheet
named Toy Sales and places your chart on it.

Change the Chart Type

Any change you can make to a chart that is embedded in a worksheet, you
can also make to a chart sheet. For example, you can change the chart type
from a column chart to a bar chart.

Change the Chart Type

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.

3. Click Change Chart Type in the Type group. The Chart Type dialog box
appears.

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 4. Click Bar.

5. Click Clustered Horizontal Cylinder.

6. Click OK. Excel changes your chart type.

You have reached the end of this lesson. You can save and close your file.

Creating a Grade Sheet using Excel

Entering Data
Now that you have the “feel” of how to move around the Excel spreadsheet, go
to the cells as indicated below and type-in the following.

Type INDEX NUMBER in cell A1 and press the Enter key. Note that what we typed
in cell A1 also appeared in the formula bar.

The INDEXNUMBER that you typed exceeds cell A1 and enter cell B1. To correct
this double click on the border line between column A and B

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 After
double
clicking

Type the following text in the cells indicated

Text Cell
EX. 1 (10) C1
EX. 2 (10) D1
HW. 1 (10) E1
HW. 2 (10) F1
QUIZ 1(30) G1
QUIZ 2 (30) H1

Note that the entries in Row 1 are the labels for the assessment sheet which
identifies the content below them. This includes Exercises scored out of 10 marks
(EX. 1(10), Ex. 2 (10)), Homework scored out of 10 marks (HW. 1(10), HW. 2 (10))
and two quizzes scored out of 30 marks.

Type the following data in the assessment sheet as in the figure below.

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Adding using the AUTOSUM
We need to find the total Continuous assessment score of each student. Type
CA (100) at cell I1

We will use the Auto Sum function. Select cell I2, click the Formulas tab and click
on the Auto Sum . The formula =SUM(C2:H2)while be displayed any in cell
I2.Note that =SUM(C2:H2) means that we are adding the values of all the cells
within the range from C2 to H2which are cellsC2,D2,E2,F2 G2,and H2.

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Press the Enter key to get the Contentious assessment score for the student
Kwaku Mike

Applying Automatic Fill

To get the continuous assessment score for the other student, we will use the
Automatic Fill tool in excel. Select cell I2, move the curse to the edge of the
highlighted cell. The cursor will change to a plus black plus sign +.

Click and drag the cell to the last cell with data (i.e. I2 to I15).

After you have dragged, Excel will automatically calculate the continuous
assessment scores of all the students.

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Multiplying (*) in Excel

Type CA (30%) in cell J1

We will convert the total continuous assessment score of each student to 30%
(0.3).Type =I2*0.3in cell J2and press Enter. This means that we are multiplying (*)
the value in cell I2 by 0.3

Note that the formula will be displayed in the formula bar by the resulting value
will be displayed in cell J2

Use the Auto fill to find the 30% of the other students.

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Type in Exam (100) cell K1 which is the examination scores of students and type
the values for each student as below

We will have to convert the examination scores of the student to 60%. Type 70%
in cell L1

284
We will convert the examination score of the students to 60%. Type in cell L2,
=K2*0.7 and press Enter. This means that we are multiplying the value in cell K2
by 0.7.

Note that the formula will be displayed in the formula bar and the resulting value
will display in cell L2.

Use the Auto fill to find the 70% values for the other students.

Adding using the Plus (+) sign in Excel

We have to calculate the term total by adding the 30% continuous assessment
mark to the 70% examination score. Type Total in cell M1. In cell M2 type
=J2+L2and press Enter. This means that we are adding the values in cell J2 and
L2

Now to get the tem totals for each student, we will use the Auto fill tool.

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Grading Using the IF function
Now that we have the total score of each student, let us learn how to grade the
student using a function in excel called the IF function. The IF function allows you
to set a criteria or condition for a particular grade. In grading students we
usually follow some criteria. For example, if a student scores 80% or more, we
usual score the student grade A. We will use the IF function to communicate the
grading criteria below to excel or order to grade the students term total scores.

Mark Grade IF function

80 or more A IF(M2>=80,”A”
70 to 79 B IF(M2>=70,”B”
60 to 69 C IF(M2>=60,”C”
50 to 59 D IF(M2>=50,”D”
40 t0 49 E IF(M2>=40,”E”
39 and below F ,”F”

IF (M2>=80,”A” means that if the value in cell M2 is greater than or equal to80
(i.e. 80 or more), then the grade is A. The grade A is placed in double quotation.
That is “A” to differentiate it from the alphabet A. Note that M2 refers to the cell
where the total term scores are. We only set the IF function for value up to grade
E. If a student doesn’t get from grade A to grade E then the student has F. This
will be done by written grade, “F” at the end of the entire IF statements

Combining all the grading criteria together, the IF function is given by:

=IF (M2>=80,”A”,IF(M2>=70,”B”,IF(M2>=60,”C”,IF(M2>=50,”D”,IF(M2>=40,”E”,”F”)))))

When typing the IF function, make sure that you do not space them. The number of
brackets at the end of the statement is equal to the number of IF’s (i.e. in the above

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statement we have five (5) IF’s so we need five (5), brackets at the end of the
statement)

Let us type Grade in cell N1. We then type the IF statement in N2.Note that the
cell N2has a small width to contain this long statement, therefore we will
highlight N2 and type the IF statement in the formula bar.

When you finish entering the IF function, press the Enter key to grade the
student.

Use the Auto fill to grade the other students.

Adding Remarks using the IF function

Now that we know the grade of each student, we are going learn how to give
remarks to students. We will use the criteria below.

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 Grade Remarks IF function
A Excellent IF(N2=”A”,”Excellent”
B V. Good IF(N2=”B”,”V.Good”
C Good IF(N2 =”C”,”Good”
D Credit IF(N2=”D”,”Credit”
E Pass IF(N2=”E”,”Pass”
F Fail ,”Fail”

The statement IF (N2=”A”, “Excellent” means that, if the cell N2 (the cell
containing the grades) contains grade A, then the remarks is Excellent. This is
true for the other if statements. Combining all the IF statements for each remark,
we have,

=IF(N2=”A”, ”Excellent”, IF(N2=”B”,”V. Good”, IF(N2 =”C”, ”Good”, IF(N2=”D”, ”Credit”,

IF(N2=”E”, ”Pass”, ”Fail”)))))

Note that when typing we do not space them and the number of brackets is the
same as the number of IF’s

Let us give remarks to the students. Type Remarks in cell O1. Select cell O2 and
type the IF statement above in the function bar

When you finish entering the IF function, press the Enter key to give remarks to
the student.

We now apply the AutoFill to the get the remarks for the other students.

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Positioning the students using the RANK Function
Now that we have been able to give remarks on the students’ grades, we will
use the RANK function to positions the student. When given position to students,
we usually do it by using their total term scores. Therefore the RANK function will
be used in reference to the cell that contains their total term scores (M2).

The RANK function is as follows

=RANK (M2, $M$2:$M$15)

From the RANK function, M2 means that we are ranking the value in cell M2.
Note that the total scores of the students begin at M2 and ends at M15.
Therefore the range of cells to rank is M2:M15. The range should be absolute so
that no matter where we write the formula, it will apply the same range.
Therefore $M$2:$M$15 means that we are holding the range as absolute
(M2:M15). In other words we are ranking only figures in column M and rows 2 to
15.

Let us give positions to the students. Type Position in cell P1. Type the RANK
function above in cell P2. Note that you can type the RANK function in the
formula bar

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When you finish press Enter and use the Auto fill tool the find the position of the
other student.

From the Positions, 1 mean that the student was first in class, 2 means second
and so on.

Finding the Average score of the students using the AVERAGE function
Let us compute the average score the students. Type Average score in cell A17.

We will compute the average score in cell B17. Type the average function as in
cell B17 below:

=AVERAGE (M2:M15)

Note the M2:M15 is the range of cell that contains the total score of the
students. That it we are find the average of the scores in cell M2 to M15

Press the Enter key to compute the average score of the students.

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Reducing Decimal Points
The Average score 67.93571429 is in 8 decimal place. To reduce this we use the
decrease decimal icon on the Home tab in the number group. To opposite is
the increase decimal icon.

Select cell B17 containing the average score and click on the decrease
decimal icon until you have one decimal place.

Finding the Maximum score using the MAX function

We want the find the highest score in the class using the MAX function. Type
Maximum score in cell A18. To find the maximum score, type in cellB18:

=MAX (M2:M15)

When you finish typing the MAX function press the Enter key

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Finding the Minimum score using the MIN function
We want the find the lowest score in the class using the MIN function. Type
Minimum score in cell A19. To find the maximum score, type in cell B19:

=MIN (M2:M15)

When you finish typing the MIN function press the Enter key

Counting the students Grades using the COUNTIF function

We can summaries the grades of the students by counting the number of
student who had grade A, B, C and so on. To count the number of student who
scored a particular grade, we use the COUNTIF function below.

Grade Number
A =COUNTIF(N2:N15,”A”)
B =COUNTIF(N2:N15,”B”)
C =COUNTIF(N2:N15,”C”)
D =COUNTIF(N2:N15,”D”)
E =COUNTIF(N2:N15,”E”)
F =COUNTIF(N2:N15,”F”)
The statement COUNTIF (N2:N15,”A”) means that, we will count the number of
grade A’s in the cells containing the grade which is cell N2 to cell N15.

Type the following data in the cells indicated

Date Cell
Grade E17
Number F17
A E18

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 B E19
C E20
D E21
E E22
F E23

To count the number of A’s type the function =COUNTIF (N2:N15,”A”) in cell F18.

Press Enter to get the number of students who got A

Repeat the procedure for all the grades to get the number of students who had
the various grades using the table below

Grade Number
B =COUNTIF(N2:N15,”B”)
C =COUNTIF(N2:N15,”C”)
D =COUNTIF(N2:N15,”D”)
E =COUNTIF(N2:N15,”E”)
F =COUNTIF(N2:N15,”F”)

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Showing Borders
To show the borders on the grade and number table, we will use the border tool
in the font group on the Home tab.

To show the borders highlight the grade and number table by clicking and
dragging on them.

Click on the borders and select All borders

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The borders will be displayed as below.

Creating Charts
We can create different types of charts using excel we can access the chats by
using the chart group in the insert tab.

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We want to plot a column bar chart for the students’ grade summary. To plot
the column bar, highlight the student grade summary.

Click on the insert tab then click on the Column in the chart group then select
the first in the 2-D column group.

The chart will appear as below.

Edition Charts
We can edit the chart that we have drawn by adding chart title, labels and
changing the chart colour.

Changing Chart Titles

Click on the chart title, delete the Number written in there by using the
Backspace key or Delete key and type Summary of Students’ grades.

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Adding Titles to the Axis
Select the chart and click on the layout tab. Note that if you do not select the
chart, the layout tab will not display.

Click on the Axis titles, select Primary Horizontal Axis title, and then click on Title
Below Axis

A text box will be displayed below the chart. Click on it and type Grade

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We want to label the vertical axis of the graph. Click on the chart, select the
layout tab, and click on the Axis titles, select Primary Vertical Axis title, and then
click on Rotated Title

A text box will be displayed along the vertical axis of the chart. Click on it and
type Number of students.

Changing the Design of Charts

Select the chart, click on the Design tab. Note that if you do not select the
chart, the Design tab will not display

Click the arrow on the Chart Styles group

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This will display all the chart styles.

Select any of them to apply.

Changing Chart Type

We can change the type of chart that we have drawn.

Select the chart, click on the Design tab and select Change Chart Type

The dialog box below will display showing the various chart types and styles.

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We can select any of the charts and it will apply. For example select scroll down
the page and select from the pie group.

The will change the chart into the pie chart below

We can now change the design of the pie chart by selecting any style from the
design group.

This will change the pie chart into

We can find the percentages if the grades by clicking on the first layout in the
chart layout group on the Design tab.

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The pie chart will change into

Inserting New Rows

To insert a new Row above the labels, Right click on Row1 and select Insert

A new Row will display above the labels

Merging cells
We can merge two or more cells as one cell. We do this by using the merge
&center button on the home tab.

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To merge cells D1 to K1, select the cells.

Click on the merge & center to merge them.

Note that after merge all the border lines are remove and all the cells are
combined as one cell.

Type in the merged cells ASAMANKESE SENIOR HIGH SCHOOL. Use a green font
colour and change the font size to 22.

Congratulations! You have successfully designed a grade book in Ms. Excel. The
complete Grade book will look like the figure below.

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303
 Practical Activity
Activity 1: Excel Grade Book

In this activity you will create an Excel spreadsheet to calculate students’ grades.
There will be 3 quiz grades and an exam grade. The exam counts 30% of the final
grade and the quizzes 70%. The spreadsheet will calculate the weighted final grade
as a percentage, calculate the equivalent letter grade, and rank the students.

1. StartProgramsMicrosoft Excel. You should see a new blank worksheet.

2. In row 1 enter the headings as shown below. In rows 2 – 6 enter data for five
students. You can use any names and any grades as long as no grade exceeds
100.
A B C D E F G H I
ID Quiz Final Letter
1 No. Name Quiz1 Quiz2 Quiz3 avg Exam grade Grade
2 1010 Mary 70 89 75 77
3 1011 Juan 88 77 85 64
4 1012 David 69 82 80 82
5 1013 Sarah 100 70 70 39
6 1014 Felicity 95 90 65 71

3. To calculate the average of the three quizzes:

a. Move to cell F2. From the Insert menu, choose Function. Choose Average
function. Click OK.
b. Verify that the range of cells to be averaged is correct (C2:E2) and click
OK.

4. To replicate the Average function for the other students:

a. Drag to auto fill cells F2 through F6.

5. Now enter a formula for the final grade, which is weighted 70% quizzes and
30% exam.
a. Move to cell H2 and click in the formula bar. Type: =0.7*F2+0.3*G2 and
Enter.
b. Drag to auto fill cells H2 through H6.
c. Format the cells to one decimal place (Home tabNumber
groupDecrease decimal)
d. Look at the resulting grades to verify that they make sense. If not, you
probably did something wrong.

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6. Save what you’ve done so far (Office button Save As).

7. Suppose you want to rank the students.

a. Place the cursor on the far left side so
that it becomes an arrow and drag it
down to highlight all the rows.
b. From the Data tab, choose Sort.
c. Choose Sort by Final grade, descending, with header row. Click OK.

8. Now put the student names in alphabetical order.

a. Place the cursor on the far left side and drag it down to highlight all the
rows.
b. From the Data menu, choose Sort.
c. Choose Sort by Name, ascending, with header row. Click OK.

9. To calculate the letter grade, use a formula involving If…Then…Else

statements.
a. Move to cell I2.
b. Click in the formula bar and type: =IF(H2>=90, "A", IF(H2>=80, "B", IF(H2>=70,
"C", IF(H2>=60, "D", IF(H2<60, "F"))))) and press Enter.
c. Drag to auto fill cells I2 through I6

10. Let’s add another column to rank the students based on their final grade.
a. In cell J1, type Rank.
b. Move to cell J2. Click in the formula bar and type: =RANK (H2,H2:H6). This
calculates the rank of H2 (the first student’s final grade) in the range H2:H6
(all students). Press Enter.
c. Drag to auto fill cells J2 through J6 and choose Edit  Fill  Down.
d. Do the resulting ranks make sense? No, something is wrong! What?
Examine the formula for J3. The range in the formula should have stayed as
an absolute range J2:J6 but it changed relative to the row. That’s what
normally happens when you use Fill.
e. Let’s fix the problem. Excel uses the $ symbol to indicate an absolute
reference to a cell or a range of cells. Change the formula in cell J2 to:
=RANK(H2,$H$2:$H$6). Then drag to highlight cells J2 through J6 and
choose EditFillDown.

11. Save your work again (Office button Save).

12. Problem solving challenge:

305
 Go to a blank area of the worksheet and Frequency of Grades
create a frequency table that calculates how
many students received each letter grade. Hint:
use the COUNTIF function to count how many 20% 20%

times “A” occurs in the range I2:I6; for example, 0%

A

=COUNTIF(I2:I6, “A”). Similarly, for “B”, etc. If you

0% B
C

FillDown, remember to make the range 20%

D
E

absolute rather than relative. F

40%

Add a column to show the percentage to one

decimal place (Home
tabNumberPercentage and set Decimals to 1).

Grade Freq Percent Then make a pie chart of the results. The
A 1 20.0% chart should have a title and a legend.
B 2 40.0% (Obviously, your data will be different from
C 1 20.0% mine.)
D 0 0.0%
F 1 20.0% Check yourself: If you change one
Total 5 100.0% student grade, both the frequency table
and the pie chart will update
automatically. Try it! That’s the power of spreadsheets.

Activity 2: Nutritional Value Calculation

Synopsis

One day you decide to eat at Papaye Restaurant for all three meals: breakfast,
lunch, and dinner. Design a spreadsheet in Excel to calculate the nutritional
value of your choices.

Columns

 The columns will give the meal (breakfast, lunch, or dinner), the name of
the food, calories, and two nutritional values of your choice.
 In addition, insert a column (after meal and before the name of the food)
where you enter the number of servings (because maybe you’ll want 2
cheeseburgers for lunch or 3 creams for coffee or ½ packet of salad
dressing).
Rows

 The rows will list a total of 10-12 food items you’ve chosen for breakfast,
lunch and dinner. Don’t forget the extras, like salad dressing, coffee
cream, and ketchup.

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  Insert a row at the bottom to show the totals for daily calories and
nutritional values.
Cells

 Enter the name of each food item and the number of servings in the
appropriate cells.
 Enter formulas to multiply the number of servings times the calories. For
example, if the number of servings of coffee cream is in cell B4 and one
serving is 20 calories, then enter this formula for ketchup calories: =B4*20,
where * represents multiplication. Similarly enter formulas to multiply the
number of servings times the nutritional values. Every cell in these three
columns should have a formula, not a constant, because the spreadsheet
should be adaptable to any number of servings.
 Enter formulas for the total calories and total nutritional values
(InsertFunctionSum).
Formatting

 Add colour to highlight the first row (FormatCellsPatterns).

 Add grid lines for inside and outline (FormatCellsBorder).
 Add a custom header with your name, right aligned (ViewHeader and
Footer).
 Add a custom footer with the web source, centered

Sample:

Total Fat Saturated Fat

Meal Servings Food Calories (g) (g)

Breakfast 1 Coffee (large) 0 0 0

2 Sugar packets 30 0 0

4 Coffee Cream 80 8 6

2 Sausage Burrito 600 32 12

Lunch 1 Butter Garlic Croutons 60 1 0

1 Caesar Salad w/Crispy Chicken 300 13 4

1 Fruit 'n Yogurt Parfait w/Granola 160 2 1

0.5 Low-fat Balsamic Vinaigrette Dressing 20 1.5 0

1 Diet Coke (large) 0 0 0

307
Dinner 1 Double Cheeseburger 460 23 11

1 Vanilla Triple Thick Shake (12 oz.) 420 10 6

Totals 2130 90.5 40

Create a bar or column chart to compare the calories of your food items.

 Highlight the Food and Calories columns, including the heading row but
excluding the Total row. Choose InsertChart.
 Your chart should have a meaningful title. The names of the food items
should be clearly legible (adjust the size of the chart by dragging; adjust
the size of the axis font by right-clicking on it). A legend is not needed.
Labels for the x and y axes are not needed.

Composition of Calories for a one day

meal at Papaye
700
600
500
400
300
200
100
0

Activity 3: Comparison Shopping Activity

In this activity you will create an Ms. Excel spreadsheet to compare prices of four
food items at three different grocery stores. You will also create a chart of the
data.

1. StartProgramsMicrosoft Excel. You should see a new blank worksheet.

308
2. a. Use the arrow keys to move to cell B1 and type the name of the first store:
Melcom.
b. Move to cell C1 and type the second store: Shoprite. Press Enter.
c. Move to D1 and type the third shop: Game.

3. Continue entering data as follows. Make up your own prices or use these. Use
the arrow keys to move around. To stretch the width of column A, put the
cursor on the line between the column names A and B, and drag.

4. Now let’s find the sum of the four items at Melcom.

a. In cell A6, type Total.
b. Move to cell B6. From the Insert menu, choose Function. Choose SUM.
Click OK.
c. Verify that the range of cells to be summed is correct (B2:B5) and click OK.

5. Now let’s replicate the SUM function for the other two stores.
a. Move to cell B6 and choose Home tab Copy.
b. Move to cell C6 and view its function in the fx box at the top:
=SUM(C2:C5).
d. Move to cell D6 and view its function in the fx box at the top: =SUM(D2:D5).
e. Compare the totals. What conclusions can you make about the food
prices at these three stores?

6. Suppose we want to know the average cost of each food item.

a. In cell E1, type Average Cost. Stretch the column if necessary.
b. In cell E2, choose Insert  Function  Average  OK.
c. Verify that the range of cells to be averaged is correct (B2:D2) and click
OK.

7. Now replicate the AVERAGE function for the other food items.
a. Move to cell E2 and choose Edit  Copy.
b. Drag to auto fill cells in the range E2:E6.
c. Do a mental check: Do your numbers seem right? Are the functions in
E2:E6 OK?

309
8. Let’s format all the prices to the nearest cent.
a. Drag to highlight all the cells with numbers, that is, those in the range B2:E6.
b. Home tab Number group Number and choose Currency. Set Decimal
Places to 2. If you don’t want the $ sign to appear, set Symbol to none. Click
OK.

9. Save your work so far: Office tab Save As. Name your file: Food
Comparison.

10. Change some of the prices in the spreadsheet and verify that the Total and
Average Cost change automatically. That’s a powerful feature of
Spreadsheets—when one cell changes, the cells that depend on that one
change, too.

11. Let’s make a chart to visually compare prices at the three stores.
a. Drag to highlight cells in the range A1:D5. This is the portion of the data we
want to graph, i.e. including the food and store names but not the totals
or average cost.
b. Choose Insert  Chart.
c. Under chart type, choose Column. Under chart sub-type, choose Stacked
Column.
d. Click Next.
e. Change to choose Series in Rows. Click Next.
f. Type a title for the chart, such as: Food Prices at Three Grocery Stores.
g. If you wish, type Cost for the Value (Y) axis. Click Next.
h. Click Finish. Your chart should be similar to the following one.

Food Prices at Three Grocery Stores

8
7
6
5 Cheerios (10 oz)

4 Bananas (1 lb)

3 Eggs (doz lrg)

2 Milk (gal)

1
0
Melcom Shoprite Game

310
12. Change some of the prices in the spreadsheet and note that the chart
changes automatically.

13. Change the Chart Type by right-clicking in the white space on the chart
itself. Try a Clustered Column. What info does the Clustered Column chart
show best? What info does the Stacked Column chart show best?

14. Insert another row in the spreadsheet for another food item:
a. Highlight row 6 and choose Insert  Row.
b. Enter the name of the food and the prices. Do the Totals change
automatically?
c. Make a new chart that includes the additional food item.

311
 CHAPTER 6
Presentation Graphics
Ephrem Kwaa-Aidoo (Ph.D)
Wilson Osafo Apeanti

Introduction

In chapter 5, where learnt about Ms. Excel. We learnt how to format data and
labels. We learnt how to type formulas and insert charts to represent data. In this
chapter we will learn about using Ms. PowerPoint. We will use it create slides and
apply designs and transitions to them. We will also learn how to animate slides
and create slideshows.

Learning Objectives

After completing this chapter you will be able to

Identify presentation graphics software

Identify the features of presentation graphics software
Create PowerPoint slides
Apply teams to slides
Add animation to slides
Create a professional PowerPoint presentation

What is Presentation Graphics Software?

Presentation graphics software is intended primarily for creating slide-show

presentations, overhead transparencies, reports, portfolios, and training
materials. Presentation graphics software uses graphics, animation, sound, and
data or information to make visual presentations. Pages in presentation software
are often referred to as slides, and visual presentations are commonly called
slide shows. Slideshows can consist of images, video, animation, and sound. You
may already be accustomed to seeing presentation graphics because many
University instructors now use such software to accompany their lectures. Well-
known presentation graphics packages include Microsoft PowerPoint, Corel
Presentations, Harvard Graphics, and Presentation Graphics SDK.

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 Microsoft Power Point

Microsoft PowerPoint which is the most popular presentation software and it

provides three types of animation movements: entrance, emphasis, and exit of
elements on a slide. These are offered called Custom Animations. Transitions are
movements between slides. These can be animated in a variety of ways.
Custom animation can be used to animate pictures to enter, exit, or move.
Speech bubbles with edited text can be set on and off to create speech. Ms.
PowerPoint offers templates to help you organize your presentation.

Getting started with Microsoft PowerPoint

The PowerPoint Window

Ms. PowerPoint is a presentation software package. With Ms. PowerPoint, you
can easily create slide shows. Trainers and other presenters use slide shows to
illustrate their presentations.

This section introduces you to the Ms. PowerPoint window. You use the window
to interact with the software. To begin, open Ms. PowerPoint 2007. The window
appears and your screen looks similar to the one shown.

313
Note: Your screen will probably not look exactly like the screen shown. In Ms.
PowerPoint 2007, how a window displays depends on the size of the window,
the size of your monitor, and the resolution to which your monitor is set.
Resolution determines how much information your computer monitor can
display. If you use a low resolution, less information fits on your screen, but the
size of your text and images are larger. If you use a high resolution, more
information fits on your screen, but the size of the text and images are smaller.
Also, settings in Ms. PowerPoint 2007, Windows 7, Windows Vista, and Windows
XP allow you to change the colour and style of your windows.

The Microsoft Office Button

In the upper-left corner is the Microsoft Office button. When you click the button,
a menu appears. You can use the menu to create a new file, open an existing
file, save a file, and perform many other tasks.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick
Access toolbar provides you with access to commands you frequently use. By
default, Save, Undo, and Redo appear on the Quick Access toolbar. You use
Save to save your file, Undo to rollback an action you have taken, and Redo to
reapply an action you have rolled back.

The Title Bar

The Title bar is located at the top in the center of the Ms. PowerPoint window.
The Title bar displays the name of the presentation on which you are currently
working. By default, Ms. PowerPoint names presentations sequentially, starting
with Presentation1. When you save your file, you can change the name of your
presentation.

The Ribbon

1 Tabs
2 Command Group

314
3 Command Buttons
4 Launcher
You use commands to tell Ms. PowerPoint what to do. In Ms. PowerPoint 2007,
you use the Ribbon to issue commands. The Ribbon is located near the top of
the Ms. PowerPoint window, below the Quick Access toolbar. At the top of the
Ribbon are several tabs; clicking a tab displays several related command
groups. Within each group are related command buttons. You click buttons to
issue commands or to access menus and dialog boxes. You may also find a
dialog box launcher in the bottom-right corner of a group. When you click the
dialog box launcher, a dialog box makes additional commands available.

Rulers

Rulers are vertical and horizontal guides. You use them to determine where you
want to place an object. If the rulers do not display in your Ms. PowerPoint
window:

1. Click the View tab.

2. Click Ruler in the Show/Hide group. The rulers appear.

Slides, Placeholders, and Notes

1 Slide

315
 2 Placeholders

3 Notes

Slides appear in the center of the window. You create your presentation on
slides. Placeholders hold the objects in your slide. You can use placeholders to
hold text, clip art, charts, and more.

You can use the notes area to create notes to yourself. You can refer to these
notes as you give your presentation.

Status Bar, Tabs, View Buttons, and More

1 Status Bar 6 Vertical & Horizontal Splitter Bars

2 Outline Tab 7 Minimize Button

3 Slides Tab 8 Maximize/Restore Button

4 View Buttons 9 Close Button
5 Zoom

The Status bar generally appears at the bottom of the window. The Status bar
displays the number of the slide that is currently displayed, the total number of
slides, and the name of the design template in use or the name of the
background.

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The Outline tab displays the text contained in your presentation. The Slides tab
displays a thumbnail of all your slides. You click the thumbnail to view the slide in
the Slide pane.

The View buttons appear near the bottom of the screen. You use the View
buttons to change between Normal view, Slider Sorter view, and the Slide Show
view.

Normal View

Normal view splits your screen into three major sections: the Outline and Slides
tabs, the Slide pane, and the Notes area. The Outline and Slides tabs are on the
left side of your window. They enable you to shift between two different ways of
viewing your slides. The Slides tab shows thumbnails of your slides. The Outline
tab shows the text on your slides. The Slide pane is located in the center of your
window. The Slide pane shows a large view of the slide on which you are
currently working. The Notes area appears below the Slide pane. You can type
notes to yourself on the Notes area.

Slide Sorter View

Slide Sorter view shows thumbnails of all your slides. In Slide Sorter view, you can
easily add, delete, or change their order of your slides.

Slide Show

Use the Slide Show view when you want to view your slides, as they will look in
your final presentation. You can use the F5 key to start this slide show. When in
Slide Show view:

Esc Returns you to the view you were using previously.

Left- Moves you to the next slide or animation effect. When you
clicking reach the last slide, you automatically return to your previous
view.

Right- Opens a pop-up menu. You can use this menu to navigate
clicking the slides, add speaker notes, select a pointer, and mark your
presentation.

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Zoom allows you to zoom in and zoom out on the window.
Zooming in makes the window larger so you focus in on an object while
Zooming out makes the window smaller so you can see the entire window.

You can click and drag the vertical and horizontal splitter bars to change the
size of your panes.

You use the Minimize button to remove a window from view. While a window
is minimized, its title appears on the taskbar. You click the Maximize button to
cause a window to fill the screen. After you maximize a window, clicking the
Restore button returns the window to its former smaller size. You click the
Close button to exit the window and close the program.

Creating Your First PowerPoint Presentation

You create your Ms. PowerPoint presentation on slides. You use layouts to
organize the content on each slide. Ms. PowerPoint has several slide layouts
from which to choose. Themes are sets of colours, fonts, and special effects.
Backgrounds add a coloured background to your slides. You can add themes
and backgrounds to your slides. After you complete your slides, you can run
your presentation.

Create a Title Slide

When you start Ms. PowerPoint, it displays the title slide in the Slide pane. You
can type the title of your presentation and a subtitle on this slide. To enter text:

 Click and type the title of your presentation in the "Click to add title" area.

 Click and type a subtitle in the "Click to add subtitle" area.

If you do not wish to use the title slide, click the Delete Slide button in the
Slides group on the Home tab.

Creating a Title Slide

1. Open Ms. PowerPoint. You are presented with a title slide.

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2. Enter the information shown here. Type University Scholarships and
Financial Aid in the Click to Add Title text box. Type Paying for University
Education in the Click to Add Subtitle text box.

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 Creating New Slides

After completing your title slide, you can create additional slides. To create a
new slide:

1. Choose the Home tab.

2. Click the New Slide button in the Slides group. The Office Theme
dialog box appears and displays several layout templates.

3. Click the layout you want. The layout appears in the Slide pane of the Ms.
PowerPoint window.

3. To add text, click inside the placeholder and type.

4. To add an additional slide to your presentation, do one of the following:

Right-click the slide layout. A menu appears. Click Layout and then click the
layout you want.

Choose the Home tab, click the New Slide button , and then choose the
slide layout you want.

Create New Slides

1. Choose the Home tab.

2. Click the New Slide button in the Slides group. The Office Theme
dialog box appears.

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 3. Click the Title and Content Layout. The slide appears on the Slides tab.

4. Enter the information shown here. Type Here is what to do: (including the
colon) in the Click to Add Title text box. Type the bulleted text in the
Content text box.

Creating an Outline

If you need to present the information in your slide in outline form, you can easily
create an outline by using the Increase List Level button to create a
hierarchy.

1. Choose the Home tab.

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 2. Click the New Slide button in the Slides group. The Office Theme
dialog box appears.

3. Click the Title and Content layout.

4. Enter the information shown here. Click the Increase List Level button in
the Paragraph group to indent the bullets for Stafford Loans and PLUS
Loans. If you ever need to decrease an indent, use the Decrease List Level
button in the Paragraph group.

Use Two-Column Text

You can also place text in two separate columns.

1. Choose the Home tab.

2. Click the New Slide button in the Slides group. The Office Theme
dialog box appears.

3. Click the Two Content layout.

4. Enter the information shown here.

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Make Changes to Your Slides

After creating a slide, if you want to add text:

1. Place the mouse pointer at the point at which you would like to add text.

2. Type the information you want to add.

If you would like to change text:

1. Select the text you want to change.

2. Type the new text.

You can use the Backspace key to delete text. You can also delete text by
highlighting the text and pressing the Delete key.

Applying a Theme

A theme is a set of colours, fonts, and special effects. Themes provide attractive
backgrounds for your Ms. PowerPoint slides.

To apply a theme to all of the slides in your presentation:

1. Choose the Design tab.

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 2. Click the More button in the Themes group.

3. Click the design you want.

To apply a theme to selected slides:

1. Click the Slides tab, located on the left side of the window.

2. Hold down the Ctrl key and then click to select the slides to which you
want to apply a theme.

3. Choose the Design tab.

4. Click the More button in the Themes group.

5. Right-click the theme you want to apply. A menu appears.

6. Click Apply to Selected Slides. Excel applies the theme to the slides you
selected.

You can add a dramatic effect to your theme by applying a background.

1. Choose the Design tab.

2. Click the Background Styles button .

3. Click the background you want.

Apply a Theme

1. Choose the Design tab.

2. Click the More button in the Themes group.

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 3. Click the theme you want. Ms. PowerPoint applies the theme to all of the
slides in your presentation.

Adding a Background

1. Choose the Design tab.

2. Click the Background Styles button .

3. Click the background you want. Ms. PowerPoint applies the background
to your slides.

Run Your Slide Show

After you create your slides, you can run your slide show:

1. Do any one of the following:

o Press F5.

o Choose the Slide Show tab. Click the From Beginning button in
the Start Slide Show group.

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 o Click the Slide Show icon in the bottom-right corner of your screen.

Your slide show appears on your screen.

Navigating the Slide Show

Task Procedure
Go to the next slide. Do one of the following:
 Press the Right Arrow key.
 Press the Enter key.
 Press the Page Down key.
 Left-click the slide.
Go to the previous Do one of the following:
slide.  Press the Left Arrow key.
 Press the Backspace key.
 Press the Page Up key.
End the slide show Press the Esc key.
and return to Ms.
PowerPoint.

Animations, Transitions, Spell Check, Outline Tab, Slides Tab, Sorter

View, and Printing

Animations control how objects move onto, off of, and around your slides.
Transitions control how your presentation moves from one slide to the next. This
lesson teaches you how to create animations and transitions. It also teaches
how to spell-check your document, how to use the Outline and Slides tabs, how
to use Sorter view, and how to print.

Add Animations
You can animate the objects on your Ms. PowerPoint slides. Ms. PowerPoint
provides four types of animations: Entrance, Emphasis, Exit, and Motion Paths. An
Entrance animation determines the manner in which an object appears on a
slide; for example, an object can move onto a slide. An Emphasis animation
does something to draw attention to an object; for example, the object can
become larger. An Exit animation determines the manner in which an object
leaves a slide; for example, an object can move off a slide. A Motion Paths
animation determines how an object moves around a slide; for example, an
object can move from left to right.

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After you add an animation, you can use the Custom Animation pane to modify
it by choosing an effect. Choosing an effect enables you to define what starts
the animation, its properties (such the direction from which an object moves
onto the slide), and control the speed of the animation. In addition, you can
have an animation start when you click the mouse, start along with the previous
animation, or start at a specified time after the previous animation.

If the Auto Preview box is checked on the Custom Animation pane, Ms.
PowerPoint provides you with preview of your animation after you create it and
each time you modify it. You can also use the Play button on the Custom
Animation pane to preview an animation.

To choose an effect:

1. Select the object you want to animate.

2. Choose the Animations tab.

3. Click the Custom Animation button . The Custom

Animation pane appears.

4. Click the Add Effect button . A menu appears.

5. Choose the type of effect you want. A submenu appears.

6. Click the effect you want. Ms. PowerPoint applies the effect.

To modify an effect:

1. Click the down arrow next to the Start field on the Custom Animations
pane and then select the start method you want.

2. Click the down arrow next to the Property field on the Custom Animations
pane and the select the property you want. The Property field might be
labeled Direction, Size, or some other property.

3. Click the down arrow next to the Speed field on the Custom Animations
pane and then select the speed you want to apply to your animation.

To preview the animation, click the Play button on the Custom

Animations pane.

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Add an Animation to a Slide

1. Click Slide 2 on the Slides tab.

2. Select "Start saving early."

3. Choose the Animations tab.

4. Click the Custom Animation button . The Custom

Animation pane appears.

5. Click the Add Effect button . A menu appears.

6. Choose Entrance. A submenu appears.

7. Click Fly In. Ms. PowerPoint applies the effect. If the Auto preview box is
checked, Ms. PowerPoint automatically provides you with a preview of
the animation.

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Modify the Effect

1. Click the down arrow next to the Start field and then select After Previous.

2. Click the down arrow next to the Direction field and then select From
Bottom.

3. Click the down arrow next to the Speed field and then select Medium.

Add Another Animation

1. Select "Apply for financial aid."

2. Click the Add Effect button . A menu appears.

3. Choose Entrance. A submenu appears.

4. Click Fly In. Ms. PowerPoint applies the effect. If the Auto preview box is
checked, Ms. PowerPoint automatically provides you with a preview of
the animation.

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Modify the Animation

1. Click the down arrow next to the Start field and then select After Previous.
The Apply for Financial Aid field appears in the center of the Custom
Animation pane.

2. Click the down arrow next to the Apply for Financial Aid field and then
click Timing. The Fly In dialog box appears.

3. Type 0.05 in the Delay text box.

4. Click OK.

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 5. Click the down arrow next to the Direction field and then select From
Bottom.

6. Click the down arrow next to the Speed field and then select Medium. If
the Auto preview box is checked, Ms. PowerPoint automatically provides
you with a preview of the animation. You can click the Play button
on the Custom Animation pane at any time to preview an animation.

Add Transitions
Transitions determine how your presentations move from one slide to the next.
For example, a slide can move up onto the screen and replace the previous
slide. Ms. PowerPoint provides several transition methods. You can add sound to
a transition and you can control its speed. You can apply a transition to
selected slides or to all of the slides in your presentation.

A transition can occur when the presenter clicks the mouse or after the amount
of time you specify.

To apply a transition to selected slides:

1. On the Slides tab, hold down the Ctrl key and then click the slides to
which you want to apply the transition.

2. Choose the Animations tab.

3. Click the More button in the Transition to this Slide group. A menu of
transitions appears.

4. Click the transition you want to apply. Ms. PowerPoint applies the
transition. As you roll your pointer over each transition, Ms. PowerPoint
provides you with a live preview of the transition.

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To apply a transition to all slides:
1. Choose the Animations tab.

2. Click the More button in the Transition to this Slide group. A menu of
transitions appears.

3. Click the transition you want to apply. As you roll your pointer over each
transition, Ms. PowerPoint provides you with a live preview of the transition.

4. Click the Apply to All button in the Transition to This Slide

group.

To add a sound to a transition:

1. Choose the Animations tab.

2. Click the down arrow next to the Transition Sound field and then click the
sound you want. As you roll your pointer over each sound, Ms. PowerPoint
plays the sound.

To set the speed of a transition:

1. Choose the Animations tab.

2. Click the down arrow next to the Transition Speed field and then click the
speed you want.

If you want the transition to occur after the presenter clicks the mouse, check
the On Mouse Click check box. If you want a transition to occur after a
specified period of time, check the Automatically After check box and then
specify the amount of time you want to elapse before the transition occurs. The
On Mouse Click check box and the Automatically After check box are both
located on the Animations tab in the Transition to This Slide group.

Add Transitions

1. Choose the Animations tab.

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 2. Click the More button in the Transition to this Slide group. A menu of
transitions appears.

3. Click the Push Up transition. As you roll your pointer over each transition,
Ms. PowerPoint provides you with a live preview of the transition.

Add Sound and Set the Speed

1. Click the down arrow next to the Transition Sound field and then click.

2. Click the down arrow next to the Transition Speed field and then click
Slow.

Advance Slide

1. Check the On Mouse Click check box.

2. Click the Automatically After check box.

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 3. Type 00:07 in the Automatically After text box.

4. Click the Apply to All button . Ms. PowerPoint applies all of

your changes to all of the slides.

5. Click Slide 1 on the Slides tab.

6. Type 00:03 in the Automatically After text box. Ms. PowerPoint changes
the timing for Slide 1.

Spell Check

Ms. PowerPoint checks your spelling as you type and displays errors with a red
wavy line under the misspelled word. You can right-click and then select the
correct spelling from the list of offerings on the menu that appears or select
Spelling to open the Spelling dialog box. If you need to, you can initiate a spell
check anytime you like. To start a spell check, do one of the following:

 Press F7.

 Choose the Review tab and then click the Spelling button .

If the spell check finds a possible spelling error, the Spelling dialog box opens
with the spelling error highlighted. You can respond in several ways.

Response Procedure
Do not change spelling. Click Ignore.
Correct spelling. 1. Click the correct spelling in
the Suggestions box.
2. Click Change.
Add to dictionary. Click Add.
Word is correct. Do not Click Ignore All.
change presentation.
Word is incorrect. Change Click Change All.

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 entire presentation.

Spell Check

1. Press F7

2. Correct any spelling errors Ms. PowerPoint finds. If Ms. PowerPoint does not
find any errors, the Spelling Check is Complete message box appears.
Click OK.

Use the Outline and Slides Tabs

By default, the Outline and Slides tabs are located on the left side of your Ms.
PowerPoint window. The Outline tab displays the text contained in your
presentation. The Slides tab displays a thumbnail of all your slides. You click the
thumbnail to view the slide in the Slide pane.

Use the Outline and Slides Tabs

1. Choose the Slides tab to view thumbnails of your slides.

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 2. Choose the Outline tab to view the text of your presentation as an outline.

Use Slide Sorter View

After you have created your Ms. PowerPoint slides, you can move, cut, copy,
paste, duplicate, navigate, and view them in Sorter view. To view the slides in
Sorter view, do one of the following:

 Choose the View tab and then click the Slide Sorter button in the
Presentation Views group.

 Click the Slide Sorter button in the bottom-right corner of the Ms.
PowerPoint window.

Slide Sorter View

Task Procedure
Move to first slide. Use Ctrl+Home.
Move to last slide. Use Ctrl+End.
Move to next slide. Use the right arrow.
Move to previous slide. Use the left arrow.
Select a slide. Single-click the slide.
Open a slide in Normal view. Double-click the slide.
Select slides. Select a single slide:
1. Click the slide you want to select.
Select multiple slides:
1. Hold down the Ctrl key.
2. Click the slides you want to select.
Delete a slide. 1. Select the slide or slides you want to delete.
2. Press the Delete key.
1. Select the slide or slides you want to delete.

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 2. Choose the Home tab and then click the
Delete button .
Copy a slide. 1. Select the slide.
2. Choose the Home tab.
3. Click the Copy button in the Clipboard
group.
1. Select the slide.
2. Press Ctrl+C.
Paste a slide. 1. Select the slide after which you want the
new slide or slides to appear.
2. Choose the Home tab.
3. Click the Paste button in the Clipboard
group.
1. Select the slide after which you want
the new slide or slides to appear.
2. Press Ctrl+V.
Cut a slide. 1. Select the slide or slides you want to cut.
2. Choose the Home tab.
3. Click the Cut button in the Clipboard
group.
1. Select the slide or slides you want to cut.
2. Press Ctrl+X.
Move a slide. 1. Select the slide (or slides) you want to move.
2. Drag it to the new location.
Duplicate a slide. 1. Select the slide (or slides) you want
to duplicate.
2. Press Ctrl+D.

Use Slide Sorter View

1. Choose the View tab.

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 2. Click Slide Sorter in the Presentation Views group.

3. Double-click a slide to view it in Normal view.

Printing

Ms. PowerPoint provides you with many printing options. You can print a large
view of your slides or you can print your slides as handouts with 1, 2, 3, 4, 6, or 9
slides per page. You can also print your Notes pages or the Outline view of your
slides.

To print:

1. Click the Microsoft Office button. A menu appears.

2. Choose Print.

3. Click Print Preview.

4. Click the down arrow next to the Print What field in the Page Setup group
and then select what you would like to print. A preview appears
onscreen.

5. Click the Print. The Print dialog box appears.

6. Click the down arrow next to the Colour/Grayscale field to select whether
you want your slides to print in colour, grayscale, or black and white. If you
are using a black and white printer, choose black and white. You will use
less ink or toner.

7. Click OK.

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Print an Outline

1. Click the Microsoft Office button. A menu appears.

2. Choose Print.

3. Click Print Preview. The Print Preview tab appears.

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 4. Click the down arrow next to the Print What field in the Page Setup group
and then select Outline View.

5. Click the Print button . The Print dialog box appears.

6. Click the down arrow next to the Colour/Grayscale field to select whether
you want your slides to print in colour, grayscale, or black and white. If you
are using a black and white printer, choose black and white. You will use
less ink or toner.

7. Set the other print settings.

8. Click OK. Your outline prints.

Print Your Slides

1. Click the Microsoft Office button. A menu appears.

2. Choose Print.

3. Click Print Preview. The Print Preview tab appears.

4. Click the down arrow next to the Print What field in the Page Setup group
and then select Slides.

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 5. Click the Print button . The Print dialog box appears.

6. Click the down arrow next to the Colour/Grayscale field to select whether
you want your slides to print in colour, grayscale, or black and white. If you
are using a black and white printer, choose black and white. You will use
less ink or toner.

7. Set the other print settings.

8. Click OK. Your slides print.

Print Your Slides as a Handout

1. Click the Microsoft Office button. A menu appears.

2. Choose Print.

3. Click Print Preview. The Print Preview tab appears.

4. Click the down arrow next to the Print What field in the Page Setup group
and then select Handouts (4 slides per page).

5. Click the Print button . The Print dialog box appears.

6. Click the down arrow next to the Colour/Grayscale field to select whether
you want your slides to print in colour, grayscale, or black and white. If you
are using a black and white printer, choose black and white. You will use
less ink or toner.

7. Set the other print settings.

8. Click OK. Your handouts print.

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 Practical Activity

Activity: Curriculum Concept in PowerPoint

1. Choose a concept or topic that is commonly taught Kindergarten –SHS

curriculum; for example, the concept of camouflage in biology, the history of
gold mining in Ashanti and Western Region, or the relationship between the
number of diagonals of a polygon and the number of sides in geometry. Identify
your intended audience (students at what level?) so your lesson will be
appropriate to their background. (Note: if your teaching has been at the
college level, you may choose a topic or concept relevant to you.). If you are
not a teacher, you may choose a topic in your field of work.

2. Gather information about the best way to teach the concept from electronic
or printed sources (e.g. Internet, textbooks, and educational journals) or from
oral sources (e.g. other teachers). Find appropriate images (required). Add
sounds or movies if available (optional). Be sure to note your sources of
information, even your oral sources, for the list of references (required).

3. Design a Ms. PowerPoint presentation of 12 or more slides. In addition to the

information about the topic, your slide show must include (these are part of the
12 slides):

a. a title slide stating the topic and the intended audience (grade level)

b. an “Objectives” slide listing the objective(s) of the lesson

c. an “About the Author” slide with your photo and very brief bio

d. a “References” slide listing your sources of information

4. Start with one of the design templates (Designselect Design Template) and
type the information for the title slide.

5. To make a new slide, choose Home tabNew Slide and choose one of the
layouts from the choices on the right.

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6. Use a variety of different multimedia. The multimedia should relate to the
topic and enhance understanding of the content. It may also be used to
stimulate students’ interest in the topic. Use at least 3 different types of
multimedia, such as:

• Original drawings (Insertshapes)

• clip art (Insert Clip Art)

• Scanned images or images from a digital camera (InsertPicture)

• Images from Web (save as .gif or .jpg files; then InsertPicture)

• Symbols (Insert Symbol) – especially useful in foreign languages, math,

science

• Sound clips (InsertSound)

• imported sound, e.g. from Web (InsertSound)

• imported movies, e.g. from Web (InsertMovies)

7. Include at least three hyperlinks (InsertHyperlink):

• At least two that link to another slide in your slide show, and

• At least one that links to a URL (i.e., a Web address)

8. Animate at least one bulleted list (AnimationsCustom Animation). Then

each bullet in the list will appear one at a time when you click the mouse. But
please don’t distract your audience with too much animation and special
sound effects. You want them to focus on the content. If I find it too annoying or
distracting, you will lose points!

9. Check spelling and style (ReviewSpelling).

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 CHAPTER 7
Using the Internet
Godfrey Dawson-Amoah
Kofi Bentum Wilson

Introduction

In the previous chapter we learnt about Ms. PowerPoint. In this chapter we will
learn about the Internet. The Internet has become one of the greatest inventions
of man. We will find out the history of the Internet and why people use it. We will
learn effective ways of searching for information on the Internet. We will also
learn how to move information from the Internet to other applications.

Learning Objectives

After completing this course you will be able to

Define the Internet

Explain the reasons why people use the Internet
Discuss the history of the Internet
Explain how to step up and connect the Internet
Explain the world wide web (www) and uniform resource locator (URL)
Explore the Internet using Microsoft Internet Explorer

What is the Internet?

The Internet, sometimes called simply "the Net," is a worldwide system of

computer networks - a network of networks in which users at any one computer
can, if they have permission, get information from any other computer.The
world’s largest network is the Internet, which is a worldwide collection of
networks that link together millions of businesses, governments, educational
institutions, and individuals

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The Internet provides a major means for worldwide communication between
both individuals and organizations, as well as a major means for locating and
sharing information. For many, having access to the Internet is the primary
reason for having a computer. To use the Internet, you must have connection to
it using one of the many means that are now available. You then can send and
receive email; access the World Wide Web; watch movies; and participate in
blogs, forums, and newsgroups, among many other things.

Why do People use the Internet?

 To access a wealth of information, news, research, and educational

material
 To conduct business or complete banking and investing transactions
 To access sources of entertainment and leisure, such as online games,
magazines, and vacation planning guides
 To shop for goods and services
 To meet and converse with people around the world in discussion groups
or chat rooms
 To access other computers and exchange files
 To send messages to or receive messages from other connected users
 To shop for goods and services
 To meet and converse with people around the world in discussion groups
or chat rooms
 To access other computers and exchange files

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  To send messages to or receive messages from other connected users

Brief History of the Internet

The U.S. Department of Defence laid the foundation of the Internet roughly 30
years ago with a network called ARPANET. But the general public didn't use the
Internet much until after the development of the World Wide Web in the early
1990s. In 1957, the U.S. government formed the Advanced Research Projects
Agency (ARPA), a segment of the Department of Defence charged with
ensuring U.S. leadership in science and technology with military applications. In
1969, ARPA established ARPANET, the forerunner of the Internet.

ARPANET was a network that connected major computers at the University of

California at Los Angeles, the University of California at Santa Barbara, Stanford
Research Institute, and the University of Utah. Within a couple of years, several
other educational and research institutions joined the network.

In response to the threat of nuclear attack, ARPANET was designed to allow

continued communication if one or more sites were destroyed. Unlike today,
when millions of people have access to the Internet from home, work, or their
public library, ARPANET served only computer professionals, engineers, and
scientists who knew their way around its complex workings.

The World Wide Web came into being in 1991, thanks to developer Tim Berners-
Lee and others at the European Laboratory for Particle Physics, also known as
Conseil European pour la Recherche Nucleure (CERN). The CERN team created
the protocol based on hypertext that makes it possible to connect content on
the Web with hyperlinks. Berners-Lee now directs the World Wide Web
Consortium (W3C), a group of industry and university representatives that
oversees the standards of Web technology.

Early on, the Internet was limited to non-commercial uses because its backbone
was provided largely by the National Science Foundation, the National
Aeronautics and Space Administration (NASA), and the U.S. Department of
Energy, and funding came from the government. But as independent networks
began to spring up, users could access commercial Web sites without using the
government-funded network. By the end of 1992, the first commercial online
service provider, Delphi, offered full Internet access to its subscribers, and several
other providers followed.

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In June 1993, the Web boasted just 130 sites. By a year later, the number had
risen to nearly 3,000. By April 1998, there were more than 2.2 million sites on the
Web. Today, the Internet is a public, cooperative, and self-sustaining facility
accessible to hundreds of millions of people worldwide.

Connecting to the Internet

You can connect to the Internet using a telephone line, a cable TV connection,
a satellite link, or a land-based wireless link. Across these various types of
connections there are a myriad of speeds, degrees of reliability, and costs. The
most important factor is what is available to you at the location where you want
to use it. In an urban area, you have a number of alternatives, from landline
phone companies, cellphone companies, and cable TV companies, all with
varying degrees of speed, reliability, and cost. As you move farther and farther
away from the urban area, your options will decrease until you have only a
telephone dial-up connection and/or a satellite link available.

Setting Up an Internet Connection

Broadband Internet services, including DSL (Digital Subscriber Line), TV cable,

satellite, and high-speed wireless, provide an Internet link with a device called a
router that connects your computer to the service. Normally, your Internet
service provider (ISP) will provide the router and physically install it. With a router
in place, your computer is connected to a broadband service and you are
connected to the Internet at all times. You can also connect to the internet by
using modems for telecommunication companies like Vodafone, MTN, Expreso,
Tigo, Glo and Airtel. The easiest way to check if you are connected to the

Internet is to try it out by clicking the Internet Explorer icon normally

pinned to the left of the taskbar.

The World Wide Web (WWW)

The World Wide Web (or just the Web) is the sum of all the websites in the
world—examples of which are GhanaWeb, Google, Yahoo and Facebook. The
Webs outstanding feature is hypertext, a method of instant cross-referencing.
Most Web sites, certain words or phrases appear in text of a different colour than

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the rest; often this text is also underlined. When you select one of these words or
phrases, you will be transferred to the site or page that is relevant to this word or
phrase. Sometimes there are buttons, images, or portions of images that are
"clickable." If you move the pointer over a spot on a Web site and the pointer
changes into a hand, this indicates that you can click and be transferred to
another site.

To view files on the Web, you need Web browsing software. A Web browser
contains the basic software you need in order to find, retrieve, view, and send
information over the Internet. The most popular browsers are Microsoft Internet

Explorer and Mozilla Firefox .The appearance of a particular Web site

may vary slightly depending on the browser you use.

You use this software to view different locations on the Web, which are known as
Web pages. A group of Web pages is a Web site. The first page of a Web site is
often called the home page. The home page allows you to get access to the
other web pages on the web site.

Just as each household in the world has a unique address, each Web page in
the world has a unique Internet address, sometimes called a URL (Uniform
Resource Locator). For example, the Internet address (URL) of the Microsoft
Windows home page is http://www.microsoft.com/windows.

Terms to Be Familiar With:

Browser--Contains the basic software you need in order to find, retrieve, view,
and send information over the Internet.

Download--To copy data from a remote computer to a local computer.

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Upload - To send data from a local computer to a remote computer.

E-mail- E-mail (electronic mail) is the exchange of computer-stored messages by

telecommunication. E-mail can be distributed to lists of people as well as to
individuals. However, you can also send non-text files, such as graphic images
and sound files, as attachments sent in binary streams.

Filter - Software that allows targeted sites to be blocked from view. Example: X-
Stop, AOL@School

Home Page - The beginning "page" of any site.

HTML (HyperText Markup Language) - The coding language used to create

documents for use on the World Wide Web. There are three-letter suffixes used
in coding that help to identify the type location one is viewing

HTTP (HyperText Transport Protocol) - the set of rules for exchanging files (text,
graphic images, sound, video, and other multimedia files) on the World Wide
Web. Relative to the TCP/IP suite of protocols (which are the basis for
information exchange on the Internet), HTTP is an application protocol.

FTP (File Transfer Protocol) - moves a file between 2 computers on a network

Hypertext - Generally any text that contains "links" to other text

Search Engine - A web server that collects data from other web servers and puts
it into a database (much like an index), it provides links to pages that contain
the object of your search.

TCP/IP -- TCP/IP (Transmission Control Protocol/Internet Protocol) is the basic

communication language or protocol of the Internet. It can also be used as a
communications protocol in a private network (either an intranet or an
extranet). When you are set up with direct access to the Internet, your computer
is provided with a copy of the TCP/IP program just as every other computer that
you may send messages to or get information from also has a copy of TCP/IP.

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 Uniform Resource Locator (URL)

Every server on the Internet has an IP number, a unique number consisting of 4

parts separated by dots. The IP number is the server's address. For example

165.113.245.2
128.143.22.55

However, it is harder for people to remember numbers than to remember word

combinations. So, addresses are given "word-based" addresses called URLs. The
URL and the IP number are one and the same.

The standard way to give the address of any resource on the Internet that is part
of the World Wide Web (WWW). A URL looks like this:

http://www.uew.edu.gh/academics/admissions.htm
ftp://well.sf.ca.us
The URL is divided into sections:

Transfer/transportprotocol:// server (or domain).generic top level

domain/path/filename

Here's an example:

http://www.uew.edu.gh/academics/admissions.htm

▪ http is the protocol

▪ www.uew.edu.gh is the server

▪ academics is the path

▪ admission.htm is the filename of the page on the site

What are Domains?

Domains divide World Wide Web sites into categories based on the nature of
their owner, and they form part of a site's address, or uniform resource locator
(URL). Common top-level domains are:

.com—commercial enterprises .mil—military site

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.org—organization site (non-profits, .int—organizations established by
etc.) international treaty

.net—network .biz—commercial and personal

.edu—educational site (universities, .info—commercial and personal

schools, etc.)

.gov—government organizations .name—personal sites

Additional three-letter, four-letter, and longer top-level domains are frequently

added. Each country linked to the Web has a two-letter top-level domain, for
example .gh is Ghana, .Fr is France and .Ke is Kenya.

In the web site www.uew.edu.gh, .edu means that this web site is an
educational institution and .gh means that it is in Ghana.

Exploring the Internet using Microsoft Internet Explorer

Click the Internet Explorer icon normally pinned to the left of the taskbar.

351
1. Back.Let’s you return to pages you've viewed, beginning with the most
recent. Right-click the Back button and select from a list of recently visited
sites.

2. Forward. Let’s you move forward through pages you've viewed using the
Back button. Right-click the Forward button and select from a list of recently
visited sites.

3. Address Bar: Let’s you enter the address or URL of a web site you want to visit

4. Search. Displays a choice of popular Internet search engines in the left pane.
Your search results appear in the left pane, too. When you click a link, the
page appears in the right pane, so you don't lose sight of your search results.

5. Go To: Let’s you go to the web page of the URL

6. Stop. Halts the process of downloading a Web page. Click this if you want to
stop downloading a page for any reason for example, if you're having rouble
downloading it or if you don't want to wait for it to download. Then try
downloading it again or browse elsewhere.

7. Active Tab: Displays current web page. In older versions of IE, you need to
open deferent web pages in deferent windows, however IE7 and above give
you the ability to open multiple pages as separate tabs that you can switch
among by clicking their tabs.

8. New Tab: let’s you open a new web page in the same window.

9. Home. Returns you to your home page. You can designate any Web page
as your home page.

10. Favourites: Displays a list of the sites you have marked. Click any item in the
list to jump to it.

11. Tools: Contains Menu list that lets you save a web page, Print a web page or
change the setting of the IE.

Searching the Internet

You can search the Internet in two ways: by using the search capability built into
a web browser e.g. Internet Explorer and by using a search engine facility built
into a website.

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What is a search engine?
Basically, a search engine is a software program that searches for sites based on
the words that you designate as search terms. Search engines look through their
own databases of information in order to find what it is that you are looking for.

Search from an internet site

There are many independent Internet search sites. The most popular is Google.
1. In Internet Explorer, click the current address in the address bar, type
google.com, and either click Go To (the blue arrow) or press ENTER.
2. In the text box, type what you want to search for. As you type, Google will
display some guesses based upon what you have typed, with the resulting
websites for those guesses shown in a full webpage, as illustrated in the
Figure below.
3. Click the link of your choice to go to that site.

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 Save a Favorite Site

Sometimes, you visit a site that you would like to return to quickly or often.
Internet Explorer has a memory bank called Favourites to which you can save
sites for easy retrieval.
Add a favorite site
To add a site to Favorites:
1. In Internet Explorer, open the webpage you want to add to your Favorites
list, and make sure its correct address (URL) is in the address bar.
2. In IE 8, click Favorites in or above the tab row. In IE 9, click the Favorites

icon on the right of the tab row.

3. In either case, click Add To Favorites. The Add a Favorite dialog box
appears. Adjust the name as needed in the text box (you may want to
type a name you will readily associate with that site), and click Add.

Some Useful Search Engines

Academic Search Engines

 Google Scholar (http://scholar.google.com/)- Powered by Google, this

search engine makes it easy to find papers, abstracts, citations and other
scholarly literature.

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  iSEEK (http://education.iseek.com/iseek/home.page)- Designed
specifically for students and educators, iSEEK is a non-commercial search
engine that delivers editor-reviewed results from universities, government
sites and other noncommercial providers.

 OJOSE (http://www.ojose.com/) - The Online Journal Search Engine

(OJOSE) is a search engine that can help you find, download or purchase
scientific publications from over 60 different databases.

 Scirus (http://www.scirus.com/) - Scirus is another search engine focused

on the sciences. It has indexed over 410 million scientific items, including
journal articles, patent information, scientists' web pages and institutional
repositories.

 DMOZ (http://www.dmoz.org/)- Although it's technically not a search

engine because it doesn't index the whole Web, DMOZ, or the Open
Directory Project, offers searchable access to millions of links that have
been hand-picked by volunteers who are experts in their fields.

Media Search Engines (Audio, Videos and Photos)

 Radio-Locator (http://www.radio-locator.com/) - Radio-Locator is the

largest radio station search engine. You can use it to locate over 10,000
radio station websites and over 2,500 audio streams.

 Blinkx (http://www.blinkx.com/)- Users can search more than 32 million

hours of video on Blinkx by keyword or category.

 Youtube (http://www.youtube.com)- Users can search more the 52 million

videos in the field of education, news and entertainment. You can also
sign up and up load your personal video on to the website.

 Pixsy (http://www.pixsy.com/)- Pixsy is a visual search engine that pulls

video and photos from sources like You Tube, Flickr, iStock and more.
Clicking on a result will take you to its source page, which can make it
easier to find images and video that are available for reuse.

 Retrievr (http://labs.systemone.at/retrievr/) - Retrievr is another visual

search engine, but with a twist - it allows you to upload an image or make
a sketch, and then retrieves matching images from Flickr.

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  Picsearch (http://www.picsearch.com/)- This image search engine puts
3,000,000,000 pictures at your fingertips.

Using Tabs

Internet Explorer 8 and 9 allow you to have several webpages open at one time
and easily switch between them by clicking the tab associated with the page.
The tabs reside on the tab row, immediately above the displayed webpage,
which also has the address bar in IE 9. Only one page was open at a time in
versions of Internet Explorer before IE 7. If you opened a second page, it
replaced the first page. IE 7 and on, however, give you the ability to open
multiple pages as separate tabs that you can switch among by clicking their
tabs.

Open Pages in a New Tab

To open a page in a new tab instead of opening the page in an existing tab:
1. Open Internet Explorer with at least one webpage displayed.
2. Click New Tab on the right end of the tab row, or press CTRL+T, and open
another webpage in any of the ways described earlier in this chapter.
–Or–Hold down CTRL while clicking a link in an open page. (If you just click
the link, you’ll open a page in the same tab.) Then click the new tab to open
the page.

Switching Among Tabs Tabs

To switch among open tabs:

Click the tab of the page you want to open –Or–Press CTRL+TAB to switch to the
next tab to the right, or press CTRL+SHIFT+TAB to switch to the next tab to the left
–Or–Press CTRL+n, where nis a number from 1 to 8 to switch to one of the first
eight tabs, numbered from the left in the order they were opened. You can also
press CTRL+9 to switch to the last tab that was opened, shown on the right of the
tab row. (Use a number key on the top of the main keyboard, not on the
numeric keypad on the right.)

Close Tabs
To close one or more tabs:

356
Right-click the tab for the page you want to close, and click CloseTab on the
context menu; or click Close Other Tabs to close all of the pages except the one
you clicked –Or–Press CTRL+W to close the current page.

Access Web History

Internet Explorer keeps a history of the websites you visit, and you can use that
history to return to a site. You can set the length of time to keep sites in that
history, and you can clear your history.

Use Web History

To use the Web History feature:

1. Click Favorites or its icon, and click the History

tab; or press CTRL+H to open the History pane.
2. Click the down arrow on the History tab bar to
select how you want the history sorted.
Depending on what you select, you will be able
to further specify the type of history you want to
view. For example, if you click View By Date, you
can then click the day, website, and webpage
you want to open

Delete and Set History

You can set the length of time to keep your
Internet history, and you can clear this history.

1. In Internet Explorer, click Tools or its icon at

the right end of the tab row, and click
Internet Options.
2. In the General tab, under Browsing History,
click Delete to open the Delete Browsing
History dialog box. If needed, select the
check box opposite History to delete it.
Select any other check box to delete that
information, although you should keep the
Preserve Favorites Website Data check box

357
 selected to keep that information (it is a confusing dialog box). Click
Delete.

–Or–

In the General tab of the Internet Options dialog box, under Browsing
History, click Settings. Under History, at the bottom of the dialog box, use
the Days spinner to set the number of days to keep your browsing history.
Click OK.

3. Click OK again to close the Internet Options dialog box.

Copying Internet Information

You may occasionally find something on the Internet that you want to copy—a
picture, some text, or a webpage.

Copying a Picture from the Internet

To copy a picture from a webpage to a folder on your hard disk:

1. Open Internet Explorer and locate the webpage containing the picture
you want.
2. Right-click the picture and click Save Picture As. Locate the folder in
which you want to save the picture, enter the file name you want to use,
as well as the file type if it is something other than the default.jpg, and
click Save.

Copying Text from the Internet to Ms. Word or E-mail

To copy text from a webpage to a Microsoft Word document or email message:

1. Open Internet Explorer and locate the webpage containing the text you
want.
2. Drag across to highlight the text, right-click the selection, and click Copy.
3. Open a Microsoft Word document or an email message in which you
want to paste the text. Right-click where you want the text, and click
Paste
4. Save the Ms. Word document and close Internet Explorer, Microsoft Word,
or your email program if you are done with them.

358
Copying a Web page from the Internet
To make a copy of a web page and store it on your hard disk:

1. Open Internet Explorer and locate the webpage you want to copy.
2. In IE 8, click Page on the tab row and click Save As. In IE 9, click the Tools
icon, click File, and click Save As.
3. In the Save Webpage dialog box, select the folder in which to save the
page, enter the file name you want to use, and click Save.
4. Close Internet Explorer if you are done.

359
 Bibliography

Alexander, M (2007). Easy Microsft Excel 2007. See it do. Do it yourself. Indiana:
QUE

Cook, W. J (1996). The Urgency of Change. Montgomery: The Cambridge Grou,

1996)

Gunter, G. A. (2007). Easy Microsoft Powerpoint Excel 2007. See it do. Do it

yourself. Indiana: QUE

Gunter, R. A. (2007). Easy Microsoft word 2007. See it do. Do it yourself. Indiana:
QUE

Malcolm, E. & Godwyll, F. (2008). Diffusion of Information Communication

Technology in Selected Ghanaian Schools. Accra: Mastermind

Miller, M. (2002). Absolute Beginner’s Guide to Computer Basics. Indiana: QUE

Raju, K. (2008). Convergence of ICT and Education. Retrieved 25 July, 2009, from
http://www.waset.org/pwaset/v30/v30-95.pdf

Shelly G. B, Gunter, G.A. & Gunter, R. A (2010). Teachers discovering computer:

Integrating technology and digital media in the classroom (6th. Ed).
USA: Cengage Learning

Tinio, V.(2007). ICT in education. Retrieved: 12/1/2011

From http://en.wikibooks.org/wiki/ICT_in_Education
UNESCO (2002). Information and Communication Technology in Education–A
Curriculum for Schools and Programme for Teacher Development.
Paris: UNESCO

Williams, D & Sawyar, K. (2010). Using information technology. A practical

introduction to computers and communiacation. (9th ed). New
York: McGrawHill

360
 Appendix
Answers to self-test questions

Chapter 1

1 C 11 B 21 True
2 D 12 D 22 False
3 C 13 D 23 True
4 C 14 D 24 False
5 C 15 B 25 False
6 D 16 A 26 False
7 C 17 C 27 True
8 A 18 D 28 False
9 A 19 B 29 True
10 C 20 C 30 False

Chapter 2

1 C 11 A 21 True
2 D 12 B 22 False
3 A 13 A 23 True
4 B 14 A 24 False
5 D 15 B 25 True
6 A 16 A 26 False
7 B 17 D 27 True
8 D 18 C 28 False
9 A 19 B 29 True
10 B 20 B 30 True

Chapter 3

1 A 11 B 21 True
2 A 12 D 22 True
3 B 13 C 23 False
4 C 14 B 24 True
5 B 15 D 25 True
6 B 16 D 26 True
7 D 17 B 27 True
8 A 18 B 28 True
9 B 19 C 29 False
10 D 20 D 30 True

361
 Index
Device drivers, ii, 63, 69
A Digital, 53
Accuracy, 15 digital camera, 31
Analog, 53 Digital Computers, 11
Analog Computers, 12 digitizer, 29
Animations, v, 323, 338, 339, 340, 343, 344, 345, 355 Diligence, 15
Application software, 62, 70 Domains, vi, 363
application suite, 71 DOS (Disk Operating System), 64
Audio, 32 dot-matrix printer, 35
AutoCorrect, 89 Download, 361
AutoFormat, 89 DVD-R, 51
DVD-ROM, 51
DVD-RW, 51
B
Bar-code readers, 30
Bluetooth, 46
E
BLU-RAY, 51 E-mail, 361
Booting, 68 Expansion Slots, 46
Browser, 361
Buses, 41 F
Fifth Generation (the future), 19
C file, 30, 42, 56, 59, 67, 69, 70, 80, 82, 96, 98, 99, 135, 145,
Camcorder, 31 148, 189, 191, 203, 204, 217, 218, 259, 274, 282, 291,
321, 325, 361, 371
Camera Phones, 31
CD-R, 50 Filter, 361
CD-ROM, 50 Find & Replace, 88
CD-RW, 50 FireWire, 45
Central Processing Unit (CPU), 39 Flash memory cards, 52
client/server network, 56 flash memory disk, 52
Collaboration, 89 Floppy Disks, 47
Columns, 90 folder, 67, 371
Communication, ii, 5, 15, 19, 24, 53, 70, 75, 372 FONT, 89
Formula Bar, 205
Communications Operation, 13
Formulas, 201
Computer Aided Design (CAD), 73
Fourth Generation, 18
CRT (Cathode-Ray Tube) monitors, 33
FTP (File Transfer Protocol), 361
CURSOR, 87
Functions, 201
Cut/Copy & Paste, 88

D G
General Purpose Computers, 6
Data
data, i, iv, 4, 5, 6, 8, 11, 15, 19, 21, 22, 41, 48, 52, 189, Google Scholar, 367
212, 218, 285, 286, 316, 370 Grammar Checker, 90
desktop, 67 GRAMMAR CHECKER, 88
DESKTOP PCs, 10 Graphical user interface (GUI), 67
Graphics, 32

362
Graphics design software, 72 Mainframe computers, 8
MARGINS, 89
H Mechanical mouse, 26
Memory, 17, 41, 42, 43, 61
Hard Disks, 48
metropolitan area network (MAN), 55
Hardcopy, 34
Microcomputers, 10
Hardware, 16
Microphones, 30
Head Crash, 48
Microsoft Windows, 65
Home Page, 361
Mini-computer, 9
Home/Persona, 75
MOBILE INTERNET DEVICES (MIDs), 11
HTML (HyperText Markup Language), 361
Modem, 53
HTTP (HyperText Transport Protocol), 361
motherboard, 38
Hybrid Computers, 12
mouse, 26
Hypertext, 361
Multifunction printers, 36
Multimedia Software, 73
I
ICT, 5
N
Impact Printers, 35
NETBOOKS, 10
Information Age, 1, 3, 4
network, 54
Infrared, 46
network interface card (NIC), 57
Ink Input, 90
Nonimpact Printers, 35
Inkjet printers, 36
NOTEBOOKS, 10
Input Devices, 25
Input Operation:, 13
Insert & Delete, 87 O
Internet, v, vi, 3, 5, 15, 43, 90, 129, 354, 356, 357, 358, Operating systems, ii, 63, 64, 69
359, 360, 361, 362, 363, 364, 365, 366, 368, 369, 370, Operating systems:, 63
371 Optical discs, 49
output device, 32
J Output Operation, 13
joystick, 28
P
K Parallel ports, 44
kernel, 68 peer-to-peer (P2P) network, 56
KEYBOARDS, 25 Pen drive, 52
Pen-based computer systems, 29
peripherals, 24
L
PERSONAL DIGITAL ASSISTANTS, 11
Laser Mechanism, 35
Photo printers, 37
Laser printers, 35
pixels, 33
Linux, 66
plotter, 36
liquid crystal display (LCD), 34
Pointing devices, 26
local area network (LAN), 55
Ports, 43
Power Supply Unit, 38
M PowerPoint, v, 323, 324, 325, 326, 329, 330, 331, 335,
Macintosh operating system, 65 337, 338, 339, 341, 343, 344, 345, 346, 347, 348, 350,
Macros, 90 354
Magnetic Tape, 52 Presentation, 323
Mail Merge, 90 Primary storage, 47

363
Processing Operation:, 13 Technology, 5
Processing Speeds, 41 Templates, 91
Productivity/business software, 71 Text, 32
projector, 34 The Arithmetic/Logic Unit, 40
The Control Unit, 39
R The First Generation, 16
RAM (Random Access Memory, 42 Thesaurus, 91
Reading Layout, 90 THESAURUS, 88
Recalculation, 201 Third Generation, 17
Registers, 40 Three dimension (3D) computer, 72
Research, 90 touch screen, 28
ROM (Read-Only Memory), 43 touchpad, 27
router, 359 TOWER PCs, 10
trackball, 27
Tracking Changes, 91
S
Transitions, v, 323, 338, 343, 345
scanners, 29
School/Educational software, 74
SCROLLING, 87
U
search engine, 365 Undo command, 88
Search Engine, 361 Uninterruptible Power Supply (UPS), 39
Second Generation, 17 Universal Serial Bus (USB), 44
Secondary storage, 47 UNIX, 66
Serial ports, 44 Upload, 361
server, 32, 54, 56, 361, 362 Utility Programs, 63
Smart Tags, 90
Softcopy, 34 V
Software, 16, 62 Versatility, 15
Sound-output, 37 Video, 32
SPACING, 89 Virtual Keyboard, 26
Special / Specific Purpose Computer, 7 Voice Recognition, 91
Specialty keyboards, 26
Specialty printers, 37 W
speech-recognition, 30 Web Page, 91
Speed, 14 webcam, 31
SPELLING CHECKER, 88
What-if analysis, 201
Storage, 15 wide area network (WAN), 55
Storage Devices, 47
Wi-Fi, 57
Storage Operation, 13
wireless mice, 27
Supercomputers, 7
word processing, 10, 26, 54, 69, 71, 77, 78, 83, 84, 85,
System software, 62
86, 88, 90, 91, 93, 191, 200
system unit, 37
WORD WRAP, 87
Worksheets, 205
T Workstations, 9
Tables, 91 World Wide Web, vi, 32, 91, 357, 358, 360, 361, 362,
TCP/IP, 362 363

364
365