INTRODUCTION TO COMPUTER APPLICATION

DEFINITION AND MEANING OF COMPUTER

What is Computer? A computer is nothing but a very dumb machine that has the ability to perform
mathematical operations, very rapidly and very accurately, but it can do nothing without the aid of a
program written by a human being. Moreover, if a human being writes a program that turns good data
into garbage, the computer will be very obediently and rapidly turn the good data into garbage. It is
possible to write a computer program with one small error in it that will do everything, and in some
cases appearing to be generating good data. It is up to the human programmer to design a program
to achieve the desired results.
In summary, computer can be defined as an electronic machine or device which is capable of
accepting data, processing data, storing and changing it into information with the aid of sets of
instructions called programs and the output devices (printer).
Or
Computer is an electronic machine, programmable, capable of accepting data through an input
device, store the data, and bring out the result as an output through output device (e.g. Printer) with
a little human intervention at a limited time.
Data: Data are the raw or unprocessed facts about anything. Data does not make sense unless they
are processed, e.g. e, t, g, r, e.t.c. and details of hours worked by an employee in a school. Data may
also be referred to as input. Note that the singular of data is datum.

Information: It refers to data that has been processed in such a way that it is meaningful and useful
to the person who receives it. Therefore, Information is referred to as the end product of data
processing, e.g. the pay slips of an employee showing gross pay, tax, net pay, e.t.c.
Information is also known as output.
Data/Input processing Information

CHARACTERISTICS OF COMPUTER
 Computer is electronic in nature
 It is fast and reliable
 It is versatile and flexible
 It processes, stores and permits retrieval of information for editing and updating in the future.
 Computer processes your data based on sets of instructions called program.
 It is durable

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 It is also portable

HISTORY OF COMPUTER
The history of computer development dates back to the period of scientific revolution between
1543 and 1678. And notable among these inventions are the following:
1. The Abacus: This early calculating device was developed by the Chinese as early as 500BC
2. Table of Logarithm: This machine which is for easy calculation, multiplication and division of
large number(s) was invented by John Napier (1550-1617)
3. Slide rule: This is an analog calculating device which was invented by an English man called
Williams Ought red between 1574-1760 in 1620, using the principal of John Napier’s Table
ofLogarithm.
4. Digital Calculating Machine: A French man Pascal Blaise (1623-1662) at the age of 19 years
introduced the first digital calculating machine to assist in the addition and subtraction of
columns of figures.
5. The Weaving Loom: Another French man Joseph Jacquard introduced this machine between
(1752-1834).
6. Difference Machine: Charles Babbage (1792-1871) a French Professor of Mathematics at
the Cambridge University developed the Difference Machine used for calculating and printing
of mathematical table.
7. Analytical Engines: In 1833, Charles Babbage further modified the Difference Machine to an
Analytical Engine that contained computer components such as memory, arithmetic and
logical unit, input derives. Output devices etc. with instructions coded and pinched on
cards. And for this work, Charles Babbage is today known as the father of modern
computers.

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Computer can be classified into the following
 By generation
 By size
 By purpose
COMPUTER CLASSIFICATION BY GENERATION
Computer can classifieds by generation based on the data of manufacture into the following
classes.
1ST Generation
These are computers manufactured between 1945-1949. They are made-up of electronic
valves (Vacuum Tubes) for the circuit. The vacuum tubes required greater amount of energy and
generated much heat and has the following:
 It has memory
 It occupies a large space
 It is slow
 It generates a lot of heat
2ND Generation
These were manufactured between 1950-1960 and were made to use transistors. They were
smaller, faster, less expensive and emitted less heat than vacuum tubes and it has the following
features:
 It was developed using transistors as the memory.
 It makes use of high level languages.
 It has high speed of operation than first generation computer
RD
3 Generation
They were manufactured between the late 1960s and early 1970 with integrated circuit
replacing transistors. It has the following features:
 It was developed with integrated circuit (ICs)
 It gives rise to more developments in hardware technology
 It is durable and faster than first generation of computer
TH
4 Generation
These are manufactured between 1975-1990. This was the Era of Micro processors and the
evolution of Micro Computers. The fourth generations of computers are roughly hundred times smaller
than those of the other generations, yet, they are powerful than others.

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COMPUTER TYPE BY SIZE
 Super Computers: - They are at the top of computer range; they are the fastest computers and
performs hundred of calculations within a second. They are considered National Resources; very few
organizations require them or can afford them. Initially, they were used for designing weapons but
now, they are used for weather forecasting, biomedical research and air-craft design. Example of
super computers is Paragon from International Corporation in USA and Micro-computer.
 Main-frame Computers: -These computers are powerful than Mini-computers. They operates
at very high speed, have large storage capacities and can support hundred and sometimes thousands
of users simultaneously. They are used for data processing in large organizations where the records
of thousand employees have to be kept. They, however, have the following short comings:
 They are very expensive
 They are not portable
 They generate a lot of heat.
 Minicomputers: - These can be considered as scaled down version of the mainframe
computer. They are large, better and costly than PC (personal computer). They are designed to
support more than one user at a time, usually up to two hundred (200) users.
 Microcomputers: - These are the last to be developed. They are called personal computer
(PC). The reason for the name personal computer is that, it can be used at home or office
environment. They have the following features:
 It is durable and portable
 It is cheap compared to others
 It generate less heat
 It is fast based on 1.0 input, output and memory size/speed of processor
Type of Microcomputers
 Desktop
 Laptop
 Palmtop
COMPUTER TYPE BY PURPOSE
This is further divided into two:
 Special purpose computer
 General purpose computer
Special purpose computer:- They are computers designed for a particular job or to solve problems
of restricted nature. Examples are computers designed for Air-traffic control, Road Traffic etc.
General purpose computer: - These are computer design to solve wide variety of problems and can
be used to carry out different jobs or tasks.

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CLASSIFICATION BASE ON DATA (DEVICE) PREPARATION
 Analogue computers
 Digital computers
 Hybrid computer
Analogue computer:- These are used in scientific and engineering works and it is use to measure
physical quantity that is proportional to, such as temperature, reassures, voltage and scientific
applications etc. And it does not have memory facilities. Examples of Analogue computers are:
stopwatch, thermometer, speedometer, Electric meter, stabilizer, Regulator etc.
Digital computers: -This is a term used to describe computers used for commercial processing. The
information in the digital computer is represented in digital form. Examples of digital computers are:
calculators, handsets & Microcomputers, etc.
Hybrid Computer: - It combines the properties of both the digital and analogue computers. For
example, setting (programmed) on a modern day television set involves both digital and analogue.
You may first select the channel (digital), you then store the station on the channel (analog), this is an
example of a hybrid device. It involves different processes that combines both the properties of
analogue and digital. An example is a Robot used in an industrial environment.

 Monitor: - It is that part of the computer that takes information from the CPU and put it on the
screen for you to see when you have turned on your computer, whatever you are working on will
appear on the monitor’s screen. It is also called screen or VDU (Visual Display Unit). There are two
types of monitors,
1. Monochrome Monitors (Black & White):- These type of monitors displays texts,
pictures, and images in black and white only.
2. Multi-Media (Colour) Monitors: These monitors displays pictures in both colour, black
and white. They are always divided into the following:
CGA (Colour Graphic Array)
EGA (Enhanced Graphic Array)
SVGA (Super Video Graphic Array)

 Central Processing Unit (CPU):- This is where the computer reads and caries out
instruction(s). It is known as the brain of the computer system. Other names used to refer to the CPU
are processor, Central processor, System box, Brain, etc.
Classification of CPU
MU (Memory Unit): it provides very fast access to the operation of the computer.

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CU (Control Unit): It locates and retrieves instructions from Memory once at time.
ALU (Arithmetic Logical Unit): It carries out all arithmetic calculations on keyboard.
FUNCTION OF CPU.
 It holds program instructions.
 It carries out data processing on input data according to instructions.
 It updates a master file that needs to be changed as a result of processing.
 It produces output information by transmitting the output device.
 Keyboard:- This is a hardware and a rectangular-shape object which contains different types
of keys, numbers, letters, symbols, and instructions. As soon as you press the any key, the pressed
characters appears on your screen or instruction are carried out through CPU.
 Mouse: - This is a piece of hardware looking like a box which can be connected to the computer
by a cable. It is hand-held and has two or more buttons i.e. the right-click and left-click buttons.
Functions of the mouse
1. To delete text in an instance
2. To insert a value into a worksheet
3. To select /highlight/move objects on a word area.
4. Use for navigation/location of a program
5. To chose command
Basic Mouse Movements
Pointing/location –This involves moving the mouse pointer until the tip rest on a specific object or
area on the screen.
Clicking – This is pressing and releasing of the mouse button using the left button to make command.
Right clicking – This is pressing and releasing of the right button of the mouse to carry out a short
cut command.
Double clicking – This is the pressing and releasing of the mouse button in rapid succession
especially the left mouse button twice.
Dragging - This is done by pressing the mouse button down and holding it down while moving the
mouse pointer over an area.
The mouse pointer can assume various shapes depending on the operation and the area it is
found.
Printer – It is a device or machine which allows you to transfer, copy text and graphics from your
computer to hard copy (paper). The types of printer are
1. Deskjest (print colour, black and white)
2. Laserjet (print only black and white)

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CD ROM (Compact Disk Read Only Memory): The compact disk (CD Drive) holds large amount of
information either in the form of sound, text, graphics etc.
DISKETTE – Is a small flat magnetic device used for storing of data or information such as text and
graphics and is also called magnetic disk or magnetic disc. This is slotted into the Diskett Drive.
DRIVES - These drives are piece of hard ware that read and write data to and from CD’s disk, tape,
etc. the most common drives are CD drive, floppy drive and hard drive.

1. SOFTWARE- software is a set of instruction or command given to your computer, which the
computer obeys in order to perform certain operation(s). It can be an instruction or commands given
to computers to perform certain task and this usually comes from the manufacturer e.g. system
software and application software and computer virus.
 Application software: - These are programs designed by skilled application programmers to
meet the need of the users. This is the power of the computer to solve a specific task or problem. The
application software is referred to as application packages. Application software includes; Word
Processing Packages like M.S. Word, Word Perfect, Word Star, and e.t.c. Spread Sheet Packages
like Lotus 1-2-3, M.S. Excel, Quatro Pro, D-Base Paradox, M.S. Access etc. Accounting packages,
Dac Excel, Pacioli 2000 etc., Graphic Packages; e.g Lotus Freelance, Corel Draw, Venture, etc.
Architectural packages; like Auto Card, Customized Packages; Payoff Packages and Stock Control
Packages, etc.
 System software: - These are programs that run the computer system and aids the application
programs perform its work. It normally comes from the manufacturer .Examples are Utility Software
and Language Software.
-Utility Software: - This is a specially developed program written to perform specific maintenance
task, such as surface scanning, defragmentation, etc.
-Language Software: This is a specially developed program written to convert or translate high or
low level programming language to human or machine language i.e. 0’ and 1’s. We have three types
of programming languages; Assembly Language, Low Level Language and High Level Language.
2. HARDWARE: - The physical part of computer, the bits and piece of which is made up are called
hardware. It can simply be defined as the physical part of computer that one can see, touch and feel.
E.g. monitor (VDU), Mouse, UPS, Keyboard, etc.
Control Unit: - The control unit coordinates the various operations specified by the program
instructions. These operations include receiving data which enter the computer and deciding how and
when the data should be processed. The control unit corrects the operations of the ALU and direct
their implementation i.e. by sending signals to the ALU, Memory, input and output devices.

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Arithmetic Logical Unit: - It is the part of the CPU where the arithmetic and logical operations are
carry-out. It includes a special store location to hold results and some other data temporally during
processing, and this store location is sometimes referred to as the arithmetic register. It is not easy to
distinguish the ALU from the control unit, because they are all effective at the same time in the unit.
The task of this in the CPU is to fetch program instruction in the required sequence, decode them and
carry them out. The type of instruction it can carry out are very simple and basic operation Arithmetic
(Addition, multiplication, division, etc.)
Input Device: - These are device that can transmit information or data into computer. The input
devices are mouse, keyboard, light pen, scanner, etc.
Output Device: - These are device that can receive information from the computer through copying
into hard paper or sound. Examples of output device are monitor, speaker, printer, etc.

Starting your computer:- This is the process of booting or pressing the CPU and VDU power
button to start processing and this can be effective when the system has power supply from a power
source e.g. PHCN, Generator, Solar energy, Battery, etc.
There are the two types of booting. Viz:
Cold Booting: - It is the starting of the computer at its state of rest by pressing the two power buttons
(CPU & VDU) While
Warm booting: - is pressing the reset button to restart or using the keyboard shortcut keys Ctrl + Alt
+ Delete or restart your computer.
PROCESSES TO SHUT DOWN THE SYSTEM OR COMPUTER
 Click start on the window task bar
 Click turn off computer or shutdown
Wait a little bit another option will display again.
 Click turn off.
 Computer will automatically turn off.
STEPS OF LOADING A PROGRAM
Having boot the system,
 Click on start on the window task bar
 Click all program or programs
 Select and click the program of your choice e.g. Microsoft Word etc.
OR
When the program is on desktop use these ways:
 Click on the program and press enter key on your keyboard
 Double click on the program

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  Right click and click on open

STEPS TO CLOSE AND OPEN DOCUMENT

 Click on close (x) at the top right Conner of the screen,
 The program automatically closes.
STEPS TO SAVE DOCUMENT IN A COMPUTER
Having load in a program and have the document display on the screen,
 Click file
 Click save
 Name the file by typing
 Click save
STEPS TO OPEN AN ALREADY SAVED DOCUMENT
 Open a particular program in which your work is done (Microsoft Office Word or desktop
etc)
 Click file
 Click open
 In the dialog box scroll and click on your file name
 Click open
STEPS TO DELETE A SAVED DOCUMENT
 Open to a program in which your work is located
 Click on file
 Click open
 Right click on your file name and selects delete or click and press delete on your keyboard.
STEPS TO RESTORE A DOCUMENT FROM THE RECYCLE BIN
 On desktop click recycle bin icon and press enter key or double click the recycle bin icon.
 Right-click your file name
 Click restores this item or restore.
STEPS TO CREATE A FOLDER ON DESKTOP.
 Right click on an empty space on the desktop or screen
 Click on new, it display the dialog box of new
 Click on “folder”
Having created a folder;
 Type your name or admission number
 Click anywhere to highlight the folder for you
 Load in the program
 Type your text

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 Click file
 Select save as
 In your saving dialog box click and select your name folder with either your name or admission
number.
 Click save and close
CUSTOMIZING WINDOWS
To reset the date/time
o Click start menu
o Point to settings
o Click control panel
o On the date/time dialogue box select time type and follow the required steps like selecting
year, minutes etc
o Click ok
HOW TO APPLY SCREEN SAVER
 Click start menu
 Point to setting
 Click control panel
 Double click display icon
 On the display properties menu select screen saver
 Scroll to select screen type and click ok
STEPS TO FORMAT A DISKETTE
 Having inserted your diskette inside the Floppy Disk of the system
 Right click on start on window or my computer
 Right click on explore
 Also right click on 3½ floppy “A”
 Select format
 Select either quick or create by MS-DOS
 Click start
 Click ok
After a little while, the computer will complete formatting
 Click ok
 Click close
STEPS TO SAVE DOCUMENT INTO A DISKETTE.
 Insert diskette inside the Floppy Disk Drive of the computer
 Display your document on screen
 Click save as

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 In the dialog box click save in to display drives
 Select and click 3½ floppy “A”
 Name the file by typing
 Click save
STEPS TO SAVE AND ALREADY SAVE DOCUMENT INTO A DISKETTE
 Insert diskette into the Floppy Disk Drive of the computer
 Click file
 Click open
 Scroll and right click on your file name
 Select send to
 Click on 3½ floppy “A”

WINDOWS
Salient features of Windows Operating System:
1. It converts the plain character based user interface provided by DOS into a Graphical User
Interface(GUI) such as pictures, symbols and words on your screen that can be controlled by
themouse.2.
2. It provides multitasking capabilities to the PC.3.
3. It supports long file name rather than the limited 8 characters with extension of three letter filename
(8:3) as used by DOS. In Windows file name can have name up to 255 characters long.4.
4. Windows owes its name to the fact that it runs each program or document or application in its own
separate window.5.
5. Windows have the facility of accessories such as Word pad, Note pad, Calculator and Paint.6.
6. User can paste portion of one document into another by utilizing more advanced document linking
features called Dynamic Data Exchange (DDE), Object Linking and Embedding (OLE).7.
7. It provides a big facility of plug and play standard. It allows user to simply plug a new board such as a
video, audio or network card into the computer without having a set of switches or making other
settings.8.
8. If a program crashes, then it will display fault error message about its crash and you can eliminate the
crashed program from the task list without affecting other running applications.

Hardware required for Windows:

 MS-DOS version 6.0, 6.2, 6.222.
 A PC with atleast 80386 processor.3.
 Atleast 8 MB RAM.4.
 A Hard disk with atleast 40-MB of free space to install Windows.5.
 Monitor (Super VGA , Monochrome or Multicolored)6.
 Mouse.7.
 CD drive.

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Parts of a window screen:
Desktop: The desktop is the on-screen work area on which Windows, Icons, menus & dialog boxes appear.
The Desktop can have several components. Parts of the desktop include Icons & the taskbar.
Components of the Desktop
 Icons
 Taskbar
Icons: Icon is a small image that represents a file, folder or program. The text below each icon is the name
of the Icon. When we rest the mouse pointer on an icon, a rectangular box appears. This is referred to as
Tooltip. It gives a brief description of the Icon. By default, there will be 4-5 icons on the desktop. They are:
 My Computer
 My documents
 Internet Explorer
 Recycle bin
 Network Neighborhood
My Computer:
This is the icon which represents all the files & folders which can be used in the system. It is used to access
the drives, folders & files on the computer. I.e. Floppy drives (A), Local C, D, E, Printer, Control panel etc.
My Documents: This is the default storage location for the files created in the windows.
Internet Explorer: This is an application used to browse the internet.
Recycle bin: This is a folder that stores all the files & folders deleted from windows temporarily, which can
be restored again if needed.
Network Neighborhood: This is an application which display all the computers connected in network with
our computer.
Taskbar: The rectangular bar that runs horizontally across the bottom of the screen is called Taskbar. The
Taskbar has the START menu on the left & the Notification area on the right. We can start an application
using the start menu. Notification area holds system icons that allow for functions such as changing the time
& Volume of the Computer. All the open applications are available on the Taskbar.
Anatomy of a Window: The window on a desktop is the rectangular area displaying content independently
of other areas of the screen. The different parts of a window are the Title bar, Menu bar, the Toolbar, and
the min, max & close buttons. These tools are used to manage the window & the components within it.
Title bar – This is the title of the window, like your name at the top of a piece of paper. The Title bar is also
the handle for the window. If you click and hold the mouse button down on the title bar, you can move it
around the screen.
 Minimize– To have a window take the minimum amount of desktop space possible, click the minimize
button. This drops the window into the Task bar like a piece of paper going into a drawer. The Task
bar will show the task whether or not the window is minimized.
 Maximize – To have a window take the maximum desktop space, click the maximize button. This
stretches the window out like an architect‘s floor plan being rolled out over the desk.
 Restore– A maximized window will cover over all the other windows and icons on the desktop. The
Restore button places the window back so that more than one window can display at a time.
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 Close (X) – When done with a window, you can have it taken completely off the desktop by closing it.
Use the X button to do this.
Menu bar: The Menu bar displays a list of commands that can be used to perform various tasks. (this will
be below the Title bar). Menu items are commands within the menu bar that allow choosing of functions &
tasks.
Tool bar: contains a set of buttons for frequently used commands.
Scroll Bars: On the bottom and right edges of a window we find scroll bars. They are used to pan across
the information in the window, when we have information which won‘t fit into the window.
Status Bar: The Status bar appears at the very bottom of the window and provides such information as the
cursor position, current page number, the number of words in the document etc.

COMPUTER APPLICATION AREAS

Computer has been applied and is still being applied to almost many areas of human life. The following
are the areas that computer can be used:
1. Office purpose:
Computer is used in offices for typing memos, letters, records etc., with the use of word processing
packages. It is also applied for desktop publishing, graphical application packages, this is for the
newspapers houses. Records keeping of people’s data are done using the computer and there is
limited access to information especially when they are confidential
2. Businesses:
In business houses like banks, insurance companies, accounting firms etc. they all use computer for
keeping of records and balancing of accounts and ledgers.
3. Law profession:
Records of past cases are stored in the computer for easy and fast access and reference to help
lawyers when preparing a new case.
4. Medicine:
Computers are used for diagnosing patients, operations and keeping records of patients.
5. Engineering: Computers are used for designs and measurement of various kinds, measurement
can easily be done and results are seen on the screen immediately. This helps engineering designs
and makes them easier than when using manual methods.
6. Education:
Computer is applied as learning tools and keeping of Academics records of students.
As a learning tool, it helps students to be more exposed and to have great potential.

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7. Research:
When researches are being conducted, the process of analysis, the obtained data can be
cumbersome and time consuming; it can take weeks, months and even years for this to be done. But
with the aid of computer, researches are conducted and analyzed with ease.
8. Government:
The government applied computer operation in the field of census. It is used for compiling census and
survey data. Thus, computer application in census counting will make it fast and easy, computer is
still used for budget planning, economic planning and forecasting.

COMPUTER VIRUS
Viruses are actively infectious computer program that destroys valuable data and programs. A
virus places copies of its self into other applications and programs and hence, spreads the infection.
When a program file that is infected with virus is executed, the virus reaches the RAM and then stay
there even after execution of the program has been completed. When the next program is executed
the virus infects the new file, if this is taken to another machine, that machine also become infected.
Examples of Virus are: Raila Odinga, Trogen Horse, etc.

Effects of Virus.
 Virus corrupt data in files
 Virus cause improper display of VDU
 Virus cause deletion of files on the disk
 Virus cause increase in the size of files
 It makes the computer very slow
 Virus makes system behave abnormal (by tripping off the system)
Anti-virus software: - This detects and clean only virus that has been programmed to detect and
clean. Thus anti-virus can detect only the viruses that are known at the time. Example of Anti-Virus
are: Avast, Norton, Kerpersky, Avira, etc.

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 WHAT IS MICROSOFT WORD?
Microsoft word is a word processing application software. It can be used to write anything; a
small paragraph, a list or even a long document. You can edit it and give a variety of layout to a word
document. You can also check spellings, grammar and pictures in your text.
Therefore, Microsoft word can simply be defined as a program that enables the user to type,
edit, and format text.
Microsoft office word window

WORD WRAPPING
In the Microsoft word environment, as in most word processing packages, you do not need to press
enter key while you are typing to go to the next line when the end of the line is reached, this concept
is known as word wrapping. You only use the enter key when you have reached the end of a
paragraph in which case, you probably have a short line or when to begin a new paragraph or create
a space between paragraphs.
HOW TO OPEN MICROSOFT WORD
 Place the mouse pointer (cursor) over the start button on the task bar at the windows or desktop
and click.

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  Move the mouse pointer (cursor) up until programs is highlighted.
 Programs submenu will appear to the right on the programs, click on Microsoft word to open.
The small blinking vertical line that you see on the word screen is called the cursor.
FEATURES OF MICROSOFT WORD AREA
1. Title Bar
2. Menu Bar
3. Standard Tool Bar
4. Formatting Tool Bar
5. Ruler
6. Text Area
7. Drawing Tool Bar
8. Status Bar
9. Vertical Scroll Bar
10. Horizontal scroll bar
11. Scroll Box
12. Scroll-up Arrow
13. Scroll-down Arrow
14. Right Scroll Bar
15. Left Scroll Bar
16. Previous Page(page up)
17. Next Page (page down)
Let us now study each of the above features of the Microsoft Word window
TITLE BAR
Title bar displays the name of the program. It has three buttons on the right hand side corner.
Minimize Button
If you click on the minimized button, the window will be minimized (made small) it will
disappear from the desktop and there appear as a button on the task bar you can restore (bring back
to original size) the window by clicking on this button on the taskbar.
Restore Button
The button with two squares is called the restore down button. If you click on the restore down
button the window will be made smaller. In the smaller window, this button will have one square on it,
it is called the maximize button.
Close Button
The button with a cross sign is called the close button. Click on the close button to close the
program (Microsoft word).

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MENU BAR
The menu bar contains the following main menus: File, Edit, View, Format, Tools, Tables,
window and help i.e. in Office 2003.
If you click on any one of these menu buttons, you can see a drop-down menu which has a
list of tools or commands that helps you to work on Microsoft Word document.
STANDARD TOOLBAR
The standard tool bar contains the icon buttons of tools frequently use in a word document.
If you place the mouse pointer over an icon button for a few seconds, a second screen tip will show
the name of the tool and its keyboard shortcut which is displayed in bracket.
FORMATTING TOOLBAR
The formatting toolbar contains the main layout options which help you to decide how your
text will appear on the word screen.
RULER
The ruler displays the margins of the text you type in Microsoft Word documents.
DRAWING TOOLBAR
The drawing toolbar contain tools you can use to work with pictures or graphics in your text.
STATUS BAR
The status bar displays the current status of the document. It displays the current page that you
are typing in, the line number, column and other information. This is mostly found just below the text
area.
VERTICAL SCROLL BAR
The vertical scroll bar is used to move vertically through a long document. You can use the scroll
bar to move the page up or down.
HORIZONTAL SCROLL BAR
The horizontal scroll bar is use to view a wide document horizontally by clicking on the arrow
pointing left or right and drag to shift the paper to left or right.
FONT
The characters (letters) used in a text are called fonts. E.g. Courier New, Time New Roman,
Tahoma, Century, Gothic, Monotype Corrival.
How to Apply Font Character
 Highlight or select text
 Click font icon or formatting toolbar
 Select the font character you need
Or
 highlight text

Page 17
  go to format and select font
 select the character in the dialog box
 click ok
TO APPLY FONT STYLE
The manner or style in which a text is displayed is called font style. There are two font style icons on
the formatting toolbar.
 Bold: the characters of the text are displayed in dark-thick font style.
 Italic: the characters of the text are displayed in sloping forwards.
 Bold Italic: the character of the text are displayed in dark-thick and slanting form.
The two font style can be apply to a text by selecting a text and click in any of the two of your choice.
CHANGING FONT SIZE
Font size means the size of the characters (letters). The font size is measured in point’s e.g. Century
Gothic 10 points, Courier new 14 points etc.
HOW TO APPLY FONT SIZE
 Highlight text after typing
 Select the size you want on formatting toolbar
Or
 Highlight text
 Go to format and select font
 Select the size under font
 Click OK.
INSERTING COLOUR
 Highlight text
 Click color icon symbol “A” on formatting toolbar
 Select the colour desired
Or
 Highlight text
 Click format on your menu bar
 Select color from font color list
 Click ok
LINE SPACING
 Highlight text
 Ctrl+2 for double line spacing
 Ctrl+1 for single line spacing
 Ctrl +5 for 1.5 line spacing
Or

Page 18
  Highlight text
 Click format and select paragraph
 In your paragraph dialog box select the spacing you want under line spacing
 Click ok
PAGE NUMBERING.
 Click insert on your menu bar
 Select page numbers
 Select the position and alignment
 Click ok.
BORDERS AND SHADING
Select the object i.e. characters, word, text, paragraph, graphic or table that you want to enclose in a
border and then from the format menu, click on borders and shading. The borders and shading dialog
box appears. Select the tab within the dialog box. You can customize the border you want to use,
using the following settings:
OPTION DESCRIPTION.
Setting: allows you to define what sorts of border you would want to use. Choose from box, shadow,
3-D or custom. If you are applying a border to a table, you will also have the option of ‘all’ and ‘grid’.
Style: allows you to define the sorts of line that will be used for the border.
Color: allows you to define the color used by the border.
Width: allows you to define the thickness used by the border.
Preview: allows you to preview the effects of the various formatting combination you have used to
create your border.
 Click format on your menu bar
 Select borders and shading
 Select the style you want
 Click ok
HOW TO REMOVE BORDER
Click on your menu, choose borders and shading. The border and shading dialog box appears
with the borders folder displayed. Select NONE from the preset thumb nail border type to remove the
border, choose ok or press enter.
TO ADD A PAGE BORDER
From the menu, choose borders and shading. The border and shading dialog box appears with
the borders folder displayed.
Select the page border tab and from the setting section of the dialog, select the required effect,
i.e. box, shadow, 3-D etc.
You can select from a range of line styles.

Page 19
 You can select from a range of colors
You can select from a range of line widths.
You can select from a range of art effects.
INSERTING WORD ART
 Highlight text
 Click word art icon, a symbol ‘A’ slide.
 Select the style you want
 Click ok
or
 Click insert on menu bar
 Select picture
 Click word art
 Type in your text
 Click ok
INSERTING CLIP ART
 Click insert on menu bar
 Select picture
 Click clip art
 Select the group that matches your requirement e.g. Computer, Academic, Car, Animals etc.
 Use the scroll bars to scroll down through the available Clip Art
 Click on what you want to insert.
CREATING TABLES
 Click table on your menu bar
 Select insert and click table on a drop down menu
 In the dialog box, specify the number of rows and columns of your choice
 Click ok
DELETING ROWS
 Select the table you would want to delete
 Click table on menu bar
 Select delete and click
DELETING COLUMNS
 Click table on menu bar
 Select delete and click column on drop down menu
INSERTING MORE COLUMNS
 Place your cursor where you want to add more columns
 Click insert column

Page 20
 Column will now be added
INSERTING MORE ROWS
 Place your cursor where you want to insert the row
 Click table on the menu bar
 Select insert row
 Click on row below or row above
TO MERGE THE COLUMNS OR ROWS
 Highlight the columns or rows that you would want to merge
 Click table on menu bar
 Click merge cells
TO SPLIT EITHER ROW OR COLUMN
 Click and highlight the column or row that you want to split
 Click table
 Click split cells
 In the dialog box state the number of row or column you want
SELECTING PAPER SIZE
 Click file on your menu bar
 Click page set-up
 In the dialog box, click paper
 At the paper size click and scroll down to the size for your choice
 Click ok
SELECTING PAPER ORIENTATION
 Click file on menu bar
 Click page set-up
 In the dialog box select orientation i.e. click on either Portrait Or Landscape
 Click ok
PAGE SET UP
 You can adjust the margin of a paper by using page set up
 Click file on menu bar
 Click page set up
 In the dialog box, adjust the number of top, bottom, left and right to your choice.
TO SET MARGIN USING THE SET UP COMMAND
From the file menu, choose the page set up command, the page set up dialog box is displayed,
select the margins tab
TOP: to set the top margin
BUTTON: to set the bottom margin

Page 21
 LEFT: to set the left hand margin
RIGHT: to set the right hand margin
GUTTER: to set the gutter margin width between pages to allow you to begin.
NOTE: the higher the number goes, the more the space
 Click ok
INSERTING SYMBOLS
 Click insert on menu bar
 Click symbol
 In the dialog box, select the symbol(s) you want
 Click insert
 Click close
COPYING TEXT
 Highlight the text you want to copy
 Click edit on menu bar
 Click copy
 Paste what you have copied where you want to place it
Or
 Highlight text
 Press ctrl + c on your keyboard
Superscripts (23402)
 Highlight the text to be up beyond the normal line
 Click format on the menu bar
 Click on font
 In the dialog box click superscripts
 Click ok
Subscripts (23402)
 Highlight the text to be taken down below the normal line
 Click format on the menu bar
 Click font
 In the dialog box click on subscript
 Click Ok
CHANGE CASE
A text can be changed in terms of small or capital letter. There are various cases in M.S. Word.
i. Sentence case: in which every alphabet after full-stop is going to be capital letter automatically.
E.g. Sentence case
ii. Lower case: all the letters are to be in small letters. E.g. lower case

Page 22
iii. Upper Case: All the letters are to be in capital letters. E.g. UPPER CASE.
iv. Title Case: Every first alphabet of a word is to be capital letter E.g. Title Case.
v.Toggle Case: Every first alphabet of a word is to be small letter. E.g. tOGGLE cASE.To
apply the above cases
 Click format
 Click change case
 Select any case of your choice
 Click ok
INDENTATION
 Highlight text you wish to indent
 Click format and select paragraph
 In the paragraph dialog box select indentation i.e. any number of your choice both left
and right
 Click ok
FIND AND REPLACE A WORD
 Click at the beginning of the first paragraph
 Click edit on menu bar
 Click find
 Type the wrong word that you want to change at where it is written, “find what”
 Type the right word that you want to replace the wrong with at where it is written “replace with”
 Click ok
DROP CAP:
At times, first alphabet of a sentence or the whole text is in different form called the Drop Cap, e.g
omputer is an electronic machine programmable, capable of accepting data through input device
C which store data, process the data and give out the result through an output device with little
human intervention at a limited time.
TO APPLY THE DROP CAP
 Type all that you want to type no matter how mega is the work,
 Click on the first line in which you want to apply the drop cap to so that the cursor should be
blinking on the line.
 Click format on menu bar
 Select the kind of drop of your choice
 Select the space between the drop cap and other text
 Click ok

Page 23
INSERTING OF COLUMNS
 Select format on menu bar
 A dialog box will appear
 Select columns
 On the dialog box of columns, specify the number of columns you want or columns at the right
or left side
 Click Ok.
NUMBER AND BULLETS
Click where you want to insert number or where you want the number to start.
 Click format on menu bar
 Click bullets and numbering
 In the dialog box select either number or bullets
 Select any bullets or number of your choice
 Click ok
SPELLING AND GRAMMAR
Words spelt incorrectly will be underlined in red. However, there are British words and dialectic
words that the computer may not recognize and invariably will display such words in red underlined.
You can run the spell checker program at any time by clicking on the spelling icon in the standard
toolbar (or pressing f7). You can also check the grammar used within your document.
If you enter an incorrectly spelt word and wish to correct it immediately, then, as soon as the
red underlining is displayed, right click on the word and a dialog box will be displayed suggesting
alternatives, correctly spelt words. Click on the correct spelt word.
 You can also click the tools drop down menu and select the options command.
 Click on the spelling and grammar.
TO CHECK SPELLING AND GRAMMAR
Place the insertion point where you want the spell check to begin, or select the text you wish to
check. From the tools menu select the spelling and grammar command, or press f7, or click on the
spelling icon on the standard tool bar to display the spelling and grammar dialog box. The first
unmatched word will be displayed in the “not in the dictionary text box”. You can select one of the
following actions:
Ignore: leaves the word as it is
Ignore all: will not change any further occurrences of the word.
Add: add the word to the dictionary.
Change: will change the word to the suggested word, or the word you type, in the “not in the dictionary
text box”.
Auto correct: enables the auto correct feature for any further occurrences of the selected word.

Page 24
Cancel: exit the spell check.
Dictionary language: Allows you to select the language used for spelling checking.
Undo: will undo he previous correction.
Suggestions: A lists of suggested corrections from which you can choose a word to replace the
currently selected word,
Options: Enables you to change the spell checking options.
Delete: deletes a duplicated occurrence of a word, e.g. if you type “the the” selecting delete will
remove one of them.
ADD AUTO-SHAPES TO A DOCUMENT: CHANGE LINE COLOURS, CHANGE AUTO-SHAPE
FILL COLOURS.
You can create simple illustrations, such as geometric pictures or flowers without needing to
leave word for windows. These can contain preset colors for line color or color fills. You can create a
drawing which contains many objects, i.e. circles squares or lines, and they can be layered behind
each other.
From the view menu, select print layout. This is the only mode in which you can draw objects in
a word document.
From the view menu, select toolbars and choose drawing or right click on an existing toolbar
and choose drawing form the drop down list.
In the drawing toolbar click on the auto shapes button and choose a shape from one of the
menus as illustrated.
Draw your object on the document by dragging the mouse and holding down the left mouse
button.
PRINTING A DOCUMENT FROM AN INSTALLED PRINTER
 Open the document that you want to print.
 From the file menu, select the print command
 Or press Ctrl + P to display the print dialog box
ALL: will print all the pages of a document.
Current page: will print the page currently displayed in the screen only
Pages: allows you to print a single page, a range of pages, or disconnected groups or range of pages,
i.e. 1.5- 10, 20, 25-35.
To print the document, click on the ok button or press enter.

Page 25
SUMMARY OF SHORT CUT KEYS IN M.S. WORD
TO APPLY PRESS
Select all - Ctrl+ A
Bold - Ctrl + B
Italic - Ctrl + I
Under line - Ctrl + U
Word underlines - Ctrl +shift + W
Double underline - Ctrl + shift + D
Font dialog box - Ctrl + D
New - Ctrl +N
Save - Ctrl + S
Open - Ctrl +O
Centre Align Text - Ctrl + E
Left Align Text - Ctrl +L
Right Align Text - Ctrl + R
Justify Align Text - Ctrl + J
Cut - Ctrl + X
Copy - Ctrl + C
Paste - Ctrl +V
Go to - Ctrl + G
Word Count - Ctrl +shift G
Reduce forward - Ctrl + Y
Undo backward - Ctrl + Z
Display start menu - Ctrl + ESC
Make Text superscript - Ctrl + shift =
Make Today’s subscript - Ctrl + =
Enter Today’s - Alt + shift D
Enter Present Time - Alt + shift T
Double line spacing - Ctrl + 2
Single line spacing - Ctrl + 1
1.5 line spacing - Ctrl + 5
Thesaurus - Shift + F7
Find - Ctrl + F
Replaced - Ctrl + H
Apply Maximize - Ctrl + F10
Apply Restore - Alt + F5
Apply Bullet list - Ctrl + shift + L
Apply open and close Bracket - Ctrl + F9
Change case - Shift + F3
End of line - End
End of document - Ctrl + End
Beginning of line - Home
Beginning of document - Ctrl + Home
Print - Ctrl + P
Print Preview - Ctrl + F2
Close window - Ctrl + W
Increasing Font size - Ctrl +]
Decreasing Font size - Ctrl + [
Next window - Alt +F6
Copy Format - Ctrl +C
Paste Format - Ctrl + V
Font Style - Ctrl + Shift S

Page 26
 MICROSOFT EXCEL

MICROSOFT EXCEL is an application software that is designed in rows and columns with cells which
is use for performing arithmetic and logical operations and analyze any financial problems. On every
worksheet, there are 256 columns and 65,536 Rows and 16,777,216 cells available on a work sheet.
IMPORTANCE OF EXCEL
1) It is use for computation of staff pay-role.
2) It can serve as data base (where records are kept)
3) It can be use to prepare students’ results
4) Also for preparation of budget
5) It is use for preparation of account of an organization.
FEATURES OF MICROSOFT EXCEL
 Title Bar
 Menu Bar
 Standard Tool Bar
 Formatting Tool Bar
 Status Bar
 Formula Bar
 Address Bar
 Drawing Bar
Work Sheet:- Is the entire working area in M.S. Excel
Spread Sheet:- Is a selected area in worksheet for calculation
Columns:-Are vertical lines running from to down in a worksheet
Rows:-Are horizontal lines running from left to right in a worksheet
Cells:- Is the intersections between the columns and rows.

To add row or column to the worksheet you choose the insert Rows or insert Columns command. To
delete a row or column, you select a row or column and then choose the edit, delete command. The
easiest method for choosing the insert or delete command is by right clicking the row number or
column letter in the frame area.

Page 27
 To add a blank column, move the cell pointer to where you want the column inserted. (note
although the column location is important, you may select any row) for this step:
- Choose delete
 Cell Fill Handle:- Is a small black box located at lower right corner of a selected cell
THE MICROSOFT EXCEL ENVIRONMENT

MATHEMATICAL OPERATORS
Operators are special symbols or arithmetical symbols used on the application for performing
arithmetical operations e.g. Addition, Asterix (Multiplication), Division, Subtraction, Greater than &
Less than.
OPERATORS MEANING
+ (plus) Addition
- (minus) Subtraction
* (Asterix) Multiplication
/ Division
<> Less & Greater than
^ Exponential
How to add more Sheet(s) to a Workbook
- Click on insert on the menu bar
- Select worksheet
Note: There are three worksheets on a workbook by default setting. Therefore, one can add worksheet
to a workbook.

Page 28
To Delete a Worksheet
 Click or select the sheet you want to delete
 On Edit menu, click delete sheet
 The sheet will now be deleted
How to Rename a Sheet
 Right-click on the sheet you want to rename
 Click on rename
 Give it a name you want to use.
Or
 Click on format on menu bar
 Click sheet
 Click on rename
 Type the name you want to change
Steps of Increasing Columns Weight.
 Click on format on menu bar
 Click on columns
 Select the number of weight of your own choice
 Click OK.
Steps of Increasing Rows’ Height
 Click on format on menu bar
 Click on rows
 Select the number of the height of your choice
 Click OK
How to Add Comment to a Cell
 Right-click on the cell you intend to give it a comment
 Click on insert comment
 Type the comment you want to give the staff
 To view the comment, select outside where a red angle is. This indicates the position where the
comment is.
To Delete a Comment
 Right-click on the comment
 Click on delete comment
 The comment goes away.

Page 29
THE SUM FUNCTION
The first step in using the sum function is to move to the cell where you want the result to appear,
functions like formula, begin with an equal sign to inform Excel to expect a function name as oppose
to text label. The syntax for the sum command is “= sum” [cell range], where the cell range is the block
of cells to be summed. You can enter the cell range by entering it on the address bar or by highlighting
the block of cells using the mouse.
THE AUTO SUM BUTTON
The auto sum button is use to automatically sum a cell range. To auto sum a cell range, you position
the cell pointer where you want the result to appear and click the auto sum button once. Excel enter
the sum functions with its best guess of the desired cell range. If the range is correct, press enter to
complete the entry. You can also by-pass the need to press enter key by double clicking the auto sum
button with the cell pointer in the desired cell.
MATHEMATICAL AND STATISTICAL FUNCTIONS
FUNCTION SYNTAX DESCRIPTION
 SUM RANGE add together a range of cell.
 AVERAGE RANGE determines the average value in range cell.
 MAX RANGE determines the maximum value in range cell.
 MIN RANGE determine the minimum value in a range of Cell.
Let’s begin to learn some simple calculations using spreadsheet.
Assuming you are asked to calculate 2 plus 2, (2 + 2) in data sheet, we have so many ways of adding
in data sheet.
When the two figures are there, such as

A B C D E F G
2 2 =A+B
It shows that after an equal sign one should click on the figures directly with a plus sign using keyboard
and lastly press enter, immediately the answer will appear. E.g.
A B C D E F G
1 2 2 4
2
3

Page 30
 Using cell-fill handle

S/N A B C D E F G
1 1 4580 87 C1:D1
2 2 456 47
3 250
4 340 56
5

A B C D E F G
1 1 4580 30 4620
2 2 456 40 496
3 3 60 250 310
4 4 340 56 396
5 5

A B C D E F G
1 S/N Description Quantity Unit Total
Price
2 1 Maize 50 7300 =C2XD2
3 2 Rice 45 12000
4 3 Beans 13 5000
5

PREPARATION OF VOUCHER USING MICROSOFT EXCEL

NAME GRADE STE ABS MB HOU TP FEE- GRO TAX Dues TO- NET
LEVEL PS S SE DING SS % % TAL PAY
James 6 4 3000 200 250 1000
Paul 8 7 6000 200 250 1000
Mercy 4 2 2000 200 250 1000

FORMULARS
ABS = Annual Basic Salary - MBS + House + TP + Feeding Press enter = Gross.
MBS = Monthly Basic Salary - Divide ABS into 12 e.g 10000/12.
TP 1% = Transport Allowance - 1/100 x MBS press enter.
GROSS = Sum all MBS + all the Allowance - MBS + Feeding + House etc.
TOTAL DEDUCTION - Sum all the deductions e.g payee + dues etc.
NET PAY - Gross – Total Deductions.

Page 31
 The table below described the voucher at completion.
NAME G/LEVEL STEPS ABS MBS HOUSE TP FEEDING GROSS TAX Dues 2% TOTAL NET
/D PAY
James 2 4 5000 416.66667 200 300 1000 1916.6667 500 8.333 508.333 1408.33
Paul 4 7 8000 666.6667 200 300 1000 2166.6667 500 13.333 513.330 1654.33
Mercy 3 2 6000 500 200 300 1000 2000 500 10 510 1490

WORKING WITH CHARTS

PART OF CHART WINDOW
Component
Chart and chart frame: the areas inside a chart, including plot area, titles axis, legend and other
objects.
Plot area and plot frame: the area for plotting values from worksheet; the plot area contains the
axis and data series.
Axis (x and y) and access title: most charts a horizontal on x and a vertical on Y axis for plotting
values.
Data marker: a single dot, or symbol that represents one number from the work sheet.
Data series: a series of related values from the work sheet. A data series consist of
related data markers.
Legend: a key for describing the different data appearing in the plot area. By
displaying the sum of the plotted values, an area chart also shows the
relationship of parts to a whole.

20000
18000
16000
14000
12000
10000
8000
6000
4000
2000
0
TAX 2%
GL

NET SALARY
ABS

ALLOWANCE5%
ALLOWANCE 3%

TRANSPORT
MEDICAL

BAR CHART: Compares data elements over a period of time. Data that is arranged in columns or
rows on a worksheet can be plotted in a bar chart. Bar chart illustrates comparison among individual
Items.

Page 32
 NET SALARY

TAX 2%

TRANSPORT ALLOWANCE5%

MEDICAL ALLOWANCE 3%

ABS

GL

0 5000 10000 15000 20000

COLUMN CHART: Compares data elements over a period of time. Data that is arranged in columns
or rows on a worksheet can be plotted in a columns chart. Column charts are useful for showing data
changes over a period of time or of illustrating comparisons among items.
In column charts, categories are typically organized along the horizontal axis and values along the
vertical axis.

20000
18000
16000
14000
12000
10000
8000
6000
4000
2000
0
TAX 2%
GL

ABS

NET SALARY
ALLOWANCE 3%

ALLOWANCE5%
TRANSPORT
MEDICAL

LINE CHART: shows the proportion of each individual element when compared to the total. Data that
is arranged in columns or rows on a worksheet can be plotted in a line chart. Line charts can display
continuous data over time, set against a common scale, and are therefore, ideal for showing trends
in data at equal intervals. In a line chart, category data is distributed evenly along the horizontal axis,
and all value data is distributed evenly along the vertical axis.

Page 33
 100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%

TAX 2%
GL

ABS

NET SALARY
ALLOWANCE 3%

ALLOWANCE5%
TRANSPORT
MEDICAL
SELECTING A CHART TYPE

There are different charts and formats to choose. Then, in the gallery, as summarized in the table
above, it shows you how to access these different chart formats.
Perform the following steps:
 Ensure that the chart sheet is the active chick weights tab.
 To select a different chart type. Choose format, chart type, the dialog box in the table above
appear.
 In the chart type dialog box, you can customize the chart, select 3-D option button under the chart
dimension group, select 3-D bar option.

TWO METHODS OF CREATING CHART

 You can create a new chart by selecting worksheet information and then choosing insert, chart,
as new sheet command. This method adds new chart sheet to the workbook and creating computer
based presentations and slides shows
Embedded chart: to create an embedded chart, select the worksheet information that you want to
plot and click the chart wizard button, choose the insert chart on the sheet command. The chart wizard
guides you through series of dialog boxes.

Page 34
LETS LOOK AT WHAT WE CALL FILTER
This is use to query out (select) information on the worksheet. It can be found under data of the
menu bar.
Let’s assume that the company wants to get the top 10 first customers that purchase the highest
quantity within that period.
Then, do this
 Select the total cell
 Click data under menu bar
 Click at filter
 Click auto filter
 It gives some arrows on each columns headings
 Search for total and click on the arrow
 Select top 10
 Select ok
 It automatically selects the 10 highest customers

How to Customize the Number we Want

 Select the cell you want to customize
 Click on data on the menu bar
 Select auto filter
 Click on total
 Click custom
 Select greater than or equal to
 Type or enter the amount you want to customize
 Click ok
 This automatically brings out the purchase up to that amount or greater than.

Page 35
DEFINITION OF M.S. POWERPOINT
LESSON ONE
Microsoft PowerPoint is a graphic presentation application program which consists of different
Designs use for presentation.
PowerPoint is upgraded from version to version like windows 98 M.S. Power Point, 2000, 2003,
2007 and 2010 or XP Professional. This is due to the need of the users whereby, if the program do
not have some features and the need has come, there must be a need for modification, this have
simply explained why programs are often upgraded into version.
M.S. POWERPOINT AS A COMPARATIVE APPLICATION
The concept ‘comparative application’ refers to the idea of how M.S. PowerPoint is different
from other application software in windows operating system, it is also the different facilities present
in all facilities in M.S. PowerPoint but on other application. Some of the facilities in M.S. PowerPoint
that makes it different from other window based applications are as follows:
 SOUND: M.S. Power Point has the facility to incorporate sound to both texts and objects or
image.
 SLIDE: This is a page on which characters are being typed and also graphics are inserted in
preparation for a presentation.
 SLIDE LAYOUT: This is a template on which text boxes are inserted in different format.
 ANIMATION: PowerPoint has the ability to make object(s) or text(s) to move as if it is dancing
or tackling.
 SLIDE TRANSITION: The slide can be made out in different styles base on your command
either by mouse click or automatic timing.
 CUSTOM ANIMATION: This is an option that allows the computer user to customize the effects
inserted on any given object(s).
 SLIDE DESIGN: This is an option that allows the computer user to select any background of his
or her choice for a presentation.
 SLIDE SHOW: The short cut key is F5. This is an option that allows a presenter to play or run
his/her slides.
 LIVELY SHOW: This contains all of the above which can be sweetable for television or movie
entertainment.

Page 36
LAUNCHING MICROSOFT POWERPOINT
1. Click star
2. In the primary page that appear,
3. Go to all programs
4. In the secondary page
5. Go to M.S. Office
6. Click power point
HOW TO SAVE
Click file menu
Click Save (if it is the first time of saving)
Click Save As (for any other saving)
Delete the name or the text in the file name box.
Type the name you want to save the file with
Click save tab.
CLOSING APPLICATION
1. Click file menu
2. Choose close option from the dropdown list.
HOW TO CREATE NEW PRESENTATION
Using Auto content wizard
Using Design Template
Using Blank Presentation
From an existing presentation
USING AUTO CONTENT WIZARD
Click file menu
Click New
At the task-pane, at your right hand side, click auto content wizard tab among the options
Click next from the auto content wizard.
Select the type of presentation you’re going to give (i.e. All, Generate, corporate, project or
sales/marketing)
Click next
What type of output will you use (i.e. on-screen presentation or web etc.)
Click next
Click finish
Click and highlight any item(s) or text to replace with yours.

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USING DESIGN TEMPLATE
Click file menu
Click new
Click design template from the task panel
Click the design or the background you need.
USING BLANK PRESENTATION
Click file menu
Click blank presentation from the task panel
N.B: there are three layouts for you to choose from which are:
1. Text layout: it is mainly for text and title
2. Content layouts: it is mainly for objects or images
3. Text and content layout: it contain both the two i.e texts and objects

CREATING PRESENTATION FOR ENTERTAINMENT OR MOVIE

In this aspect, only two ways out of four are used i.e. design template and blank presentation
not auto content wizard because auto content wizard is normally used for lecture presentation.
HOW TO ADD MOVIES AND SOUNDS
1. Click insert
2. Click movies and sound
3. Insert the device
4. Click play CD Audio track
5. Select the track to start, end and time
6. Click ok
NB: this is after you have created what you want in terms of images and text.
LESSON TWO
CREATING PRESENTATION FOR LECTURE AND SEMINARS
In this slide, we are going to centralize our discussion using Auto content wizard as mention
above.
HOW TO CREATE LECTURE OR SEMINAR FOR PRESENTATION
For instance, if you are to present a lecture to a corporate organization, to say manufacturing
company, and the title of the lecture is ‘marketing plan’ or marketing principle’ or marketing strategies;’’
Steps:
 Click file as usual
 Click new
 Click Auto content wizard tab from the task panel

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 Click next
 Select the type of presentation you are going to give e.g. sale/ marketing
 Select marketing plan
 Click next
 Click on screen presentation if it is only going to be on your system or click web presentation
for LAN(Local Area Network) if the audience have too many system in their front and is net work
through (LAN).
 Click next
 Click finish.
NB: if you want to change anything you own, then highlight and press delete from the key board.
SLIDE SORTER VIEW:
To be in slide view, you click on the following button located at the bottom left hand corner of
any slide. The slide sorter view shows you a miniature of each slide in your presentation. You can
drag slide around on the screen to re-position them in this view. You can also select and copy multiple
slides that you want to use them in other presentations.
Do this
Click on the slide sorter view button to view your title slide in this view.
NOTES VIEW
To be in notes view, you click on the button located in the bottom left hand corner of any slide.
The note view lets you create speakers notes. Each page corresponds to bar slide in your presentation
and includes a reduced image of the slide. You can draw and type in notes view.

DO this
Click on the notes view button to view your title slide in this view. You now know all of PowerPoint
view. It is time to learn how to work with a left hand corner of any slide. This is the slide show button.
This is a slide show starting from the currently selected slide.

Now that you know the entire PowerPoint, it is time to learnt how to work with a slide, in general
, presentation will be based on a master slide. The next topic in the tutorial will focus on understanding
PowerPoint masters.

UNDERSTANDING POWER POINT SLIDE MASTER AND TEMPLATES.

SLIDE MASTERS
A PowerPoint slide master contains objects that you want them to appear on each slide in your
presentation. In a slide master, you only have to create an item once and PowerPoint will automatically
include them on every slide. Some things are set up by PowerPoint (for example, place for slide title

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and text), so you don’t have to create them each time. If you want to add additional items to a master
slide, you can add any time. The slide master has boxes already set up for the slide title and text.
They are called the master titles and the master body object.

The format of these objects determines the way your text will look on each slide. The slide master is
flexible. You can move object(s) around, add art, heading or labels, change colour and fonts. As you
create a slide, you have the options of using or not using the elements from the slide master. To
change the entire presentation, PowerPoint will change all the entire presentation; and if you simply
want to change the format of the slide master, PowerPoint will then change all your slides accordingly.

POWER POINT TEMPLATES

PowerPoint also offer what we call templates. A template is a presentation that contains
PowerPoint master and a colour scheme. PowerPoint offer 160 pre-designed templates to help you
get started quickly. If you are creating, the design work is already done for you.

LESSON THREE
INSERTING A NEW SLIDE IN A PRESENTATION
1. Switch to slide sorter view by clicking the slide sorter view button
2. Click where the new slide is to go in the presentation i.e click to the right of slide 2 to insert where
the new slide between slides 2 and 3.
3. Click the common task button and choose new slide, press CTRL, choose insert /new slide
4. Click the kind of slide you want to insert.
5. Click ok.
DELETING A SLIDE
You can delete a slide from slide sorter, outline or normal view .
1. In sorter view
2. Click the slide to delete and a blank box appears around it to show it has been selected.
3. Press the delete key to delete it
If you want to select more than one slide for deletion in slide sorter view
5. Hold down the shift key and
6. Click on the slide you want to select.
RE- ARRANGING SLIDES
To move a slide to a place in a presentation, you can start from slide sorter, view, outline view or
normal view .
1. In slide sorter view
2. Click the slide you want to move and start dragging

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3. A vertical line appears to show where the slide will be dropped when you release the mouse button
4. Release the mouse button when the slide is where you want it to be.
5. In outline or normal view, click the collapse all button on the outline toolbar to see only the title for
each slide.
7. Click on the one you want to move
8. Click the move up or down button or the outline toolbar.
COPYING A SLIDE
1. Switch to slide sorter view
2. Right click on the slide you want to copy and choose from the short cut menu.
3. Click between slides in the presentation where the copy of the slide is to go
4. Right –click and choose paste from the short-cut menu
STEPS TO CREATE A TEXT BOX
1. Switch to slide sorter view.
2. Choose insert/text box, the pointer changes
3. Click in what is to be on corner of text box and then drag across the slide.
4. Release the mouse button when the text box is in the right size.
5. Enter the text.
CREATING NOTES ON SLIDES
Follow these steps to record notes about a slide
1. Select the slide
2. Choose view
3. Click Note page
4. Choose view Menu
5. Select zoom for any convenient percentage magnification E.g. (66%, 100%)
6. Click in the box at the bottom of the page and type your notes.
CHANGING LAYOUT FOR A SLIDE
Follow these steps to apply a new format to an old slide.
1. In slide view, display slide that is to be given a new layout.
2. Click the common task button and choose slide layout, or choose from slide layout
3. Click a new layout in the slide layout dialog box.
4. Click the apply button.
You may likely have to do a bit of reformatting after a slide is given a new layout.
To do that,
Use the tools on the formatting toolbar.
To get the original format back, click slide layout button, click the re-apply button and
click Ok.

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APPLYING A NEW DESIGN TO A PRESENTATION
You can choose one of PowerPoint’s designs and apply to finish presentation using this procedure.
 Open a slide in slide view.
 Click the common task button
 Choose apply design Template; or choose format
 Apply Design from the list
 Click Apply button.
CHOOSING A BACKGROUND COLOUR FOR SLIDES/NOTES PAGE
To apply background colours follow these steps:
 Click format
 Background from the menu
 Click the arrow to open the drop-down list and then choose a color fill effect, you see the fill
effects dialog box with gradient, texture, pattern and picture – from which you can devise a color or
pattern or import a picture for the background.
 Click the apply to all buttons to give all the slide in the presentation the same color, or click
apply the background color to the slide you select.
APPLYING COLOUR TO SLIDES
PowerPoint offers preformatted color schemes for putting background on the different parts of
a slide or slides. Follow these steps to apply one of the PowerPoint’s background schemes to the
different parts of a slide.
 Choose format
 Click color scheme
 Click the apply to all button or click apply
CREATING A CUSTOM COLOUR SCHEME
- Choose format
- Click the color scheme box that mostly resembles the background colour scheme you want to crate
- Click the custom tab
- Under color scheme, click the option for the slide colour you want to change.
- Click the preview button. The on screen change to show what the color you added to the scheme
looks like.
- Repeat steps 4 and 6 to create more colour for your home-grown colour scheme
- Click the apply to all button to apply.

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ADD FOOTER ON SLIDES
 In slide sorter, choose view
 Select Header and Footer
 If necessary, click the Date and Time check box to include the Date and Time
 Click one of the option button to tell PowerPoint how to display the date and time
 Click the slide Number check box to include the slide number in the lower.
Now that you have learned about PowerPoint master and templates, it is time to learn how to create
a slide.
CREATING A MASTER SLIDE
Do this
With PowerPoint running,
- Choose master from the view menu
- Select slide master from the master sub-menu
- This gives you the slide master. Let’s start with formatting the master title style.
Do this
- Choose font from the format menu and change the font style, colour and size of the text.
- The formatting will be the same on each new slides title area.
You now know how to format items on master slide.
In addition to formatting text and bullets, you can also format the following.
 Slide background
 Slide colour scheme
Experiment these on your own
Power point also has number of features that are displayed on your slide when you are giving slide
show.
LESSON FOUR
HOW TO EDIT PRESENTATION
HOW TO APPLY FONT COLOUR , STYLE AND SIZE.
_ Highlight the text, object or image
_ Click format menu
_ Click font
_ In the font dialog box click color button to apply the color you need from the color palette, in the
font size box select the size number you need and font style you need, then click ok.
TRANSITION AND BUILD SLIDES
When you display your presentation electronically as a slide show, the slide takes up the screen.
All the tools and other screen elements are hidden so as not to distract you from your show. Computer

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became the equivalent of projector. Power point offers a number of features you can use when you
run your slide show
 You can use special effects, such as transitions and build to add varieties of effects
 You can practice giving your presentation and set automatic timings for your slides to match your
rehearsal times.
In this part of the tutorial, we will discuss transitions and builds.
BUILD SLIDE: A build slide is a slide which starts with a first major bullet point and show more major.
As the presentation proceeds, you decide whether you want to dim presentation point, appear and
what effect you want to use which when bullet point appear ( for instance , bullet point can fly in from
the right, left, top, or bottom), it displays attractive effect(s).
TRANSITIONS: Transition move on slide off the screen and bring the next one on. Fading from blank
and dissolved from one slide to another are two example of transition. You have a choice of transition
for each slide; you can also vary the speed of each transition:
- Highlight the object or text
- Click slide show
- Click slide transition
- Select the transition you need
- Modify the transition by setting the speeds and sound
- Advance the slide by choosing on mouse click or automatically after some time
- Click play to view if auto preview is not selected.
HOW TO APPLY CUSTOM ANIMATION
- Highlight text or object
- Click slide show menu
- Click custom animation
- Click add effect button
- Among the option e.g. select the animation you want
- Modify by how to start
- Direction
- Speed.
HOW TO APPLY ANIMATION SCHEME
- Highlight the text or object
- Click slide show
- Click animation scheme
- Select the options you want
- Click colour scheme, select the colour to be applied on the slide Background.

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PICTURES APPLICATION
Click insert menu
Go to picture option
Select clip art if it is from the computer picture Or
Select from file, if you want slot in the camera which contain the Picture
Or select from camera scanner.
GIVING AN ANIMATED SLIDE PRESENTATION
People love to see image move, hence the makers of PowerPoint is well aware of that, moving
image have include a number of features for text and graphics to move on a slide.
CONTROLLING TRANSITION BETWEEN SLIDES.
Transitions are the terms PowerPoint uses to describe the way that slides arrive on screen.
When you assign. You can assign the same transition to all the slides at once or assign different
transitions to different slides.
Follow these steps to choose a transition for slides
- In slide sorter view, select the slides you want to assign a transition to.
- Either chooses slide show, slide transition or right – click and chooses slide transition from the short
cut menu.
- Click the effect drop-down list and choose a transition
- Click the slow, medium or fast option button. This tell PowerPoint how fast or how slow to make the
transition occur.
- Click the Apply to all buttons to assign the transition to the entire slides in the presentation to remove
a transition, open the slide transition dialogs box and choose on transition on the Effects drop down
list.
MAKING BULLETED LIST ON SLIDES
To make the bulleted items appear, you click the mouse during the slide presentation, each time you
click another bulleted item appears.
- In slide sorter view. Select each slide with a bulleted list in your presentation if you want to make
all the bulleted points appear once at a time.
- Right-click and choose preset Animation from the short cut menu.
- Choose an Animation technique from the sub-menu.
CREATING ANIMATION IN SLIDE
Follow this step to animate different part of slide.
 Switch to slide view and select the slide to be animated.
 Right click on the text box or graphic on the slide, and then choose custom animation.
 Under the entry animation, click to open the first dropdown list and choose animation effect .
 If your system is capable of producing sound, click the No.

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  Choose a sound effect.
 Click to open the After Animation drop-down list and choose an option to tell PowerPoint what
to do after animation
 If the part of the slide you are dealing with concerns text, choose from the following options.
 Click the introduce text tab and choose how text is introduced during the animation
 Click the Grouped by tab to tell PowerPoint how text grouping should be done during animation.
 Click to insert or remove a checkmark in the reverse to make the display list appear backward.
 Click the preview button to view how your settings will work, repeat step 2 through 7 for other
object on the slide that you want to animate.
 To control the order in which animated object(s) will appear on the slide, select the order &
timing tab.
 Click Ok.
INCLUDING SOUNDS AS PART OF A SLIDE TRANSITION
Following these steps to make sounds as part of slide transition
- In slide sorter view, select the slide or slides to which you want to assign sound transitions.
- Choose slide show then, slide transition to display slide transition dialog box
- On the sound drop-down menu, choose a sound to accompany the transition
- Click the loop until next 5 sound check boxes that you want the sound to play continuously while
the slide is on-screen.
- Click apply to all button to assign the sound to all the slides in the presentation, or
- Click the apply button to assign the sound to all the slides you selected.
LESSON FIVE.
CHARTS APPLICATION
CREATING CHARTS DIRECTLY IN M.S. POWERPOINT
i. Click insert menu
ii. Click chart
iii. Type the data in the presentation-datasheet
iv. Click chart option
v. Type your title, and the coordinate (X, Y) axis
vi. Click Ok.
HIDING SLIDE(S)
A hiding slide is like an insurance policy in case a presentation falls short of time you allotted
for it.
Follow these steps to hide a slide.
 Create a few slides you can call on in case of an emergency

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 Switch to slide sorter view
 Select the slide (s) that you want to hide
 Click the hide button or choose slide show/hide slide, slash appears across the slide number to
show that the slide has been hidden.
UNHIDE A SLIDE
Select it in sorter view and click the slide show/unhide button.

MAKING A PRESENTATION
You will present a slide show,
 Right click anywhere on a slide
 After you have gone through all the trouble of creating a presentation, making it is by contrast,
a piece of cake
 To start showing a presentation; choose either view slide show or slide show view or simply
press F7 key to start.
VIEWING THE SLIDES IN ORDER
To give a slide show from first slide to last slide. Choose either view slide show or slide, you will
see the first slide on screen. PowerPoint offers no less than five ways to see the next and subsequent
slides:
a. Click the mouse
b. Press N (For next)
c. Press the PAGE DOWN key
d. Right click, choose next from the short-cut menu
e. Click the button in the lower-left corner of the screen and choose next from the short-cut menu.
SLIDE PRESENTATION
REHEARSING
Before you make a presentation, always rehearse it twice or thrice times as you desire. Try
timing the presentation to see how long it take that way, you will know how long to book the conference
hall, and whether your representation is too long or short. This will enable you adjust your
presentation.
REHEARSE TIMINGS
Before you start your rehearsing, make sure that you have finished setting the animation effect,
transition and sound effects among other things.
FOLLOW THESE STEPS TO START AND REHEARSE THE PRESENTATION WHICH WILL
EVENTUALLY DETERMINE HOW LONG IT WILL TAKE TO MAKE THE PRESENTATION.
1. Switch to slide sorter view
2. Click slides how rehearse timings

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3. Click the mouse button to flag off the rehearsals. Pretend that you are living the presentation
and discuss the first slide. Say everything that you are intending to say about this slide. If you
think your slide will be on gender discussion, take that into account too and leave the slide on
screen longer
4. Click text button to go to the next slide.
5. Click Yes or No when PowerPoint display total time for the slide show after the slide timing. Yes
to use them will allow PowerPoint to advance automatically during a show after a certain number
of seconds and you won’t need to press Next or page down or click to advance slides.
CREATING A TABLE SLIDE.
1. Select a table slide from the new slide dialog box.
2. Click OK
3. Click to insert table and enter a title for the table slide
4. Double click on the table slide to display a table icon on the slide
5. Double click the table icon to add table box
6. Complete the slide appropriately.

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S uppose you were asked to list the names and tribes of all the Presidents who have ruled
Nigeria since independence. You will definitely find this difficult to remember off-heart.
Instead you will look for a book on the history of Nigeria to get the information. Such a book
that stores this information and many other kinds of information is referred to as a database.
So in simple language, database is any book, magazine, catalog or encyclopedia where specific
information can be found. Example includes textbooks, Dictionaries hotel & telephone directories etc,
these types of databases are referred to as manual databases.
However, with change in technology, such information are now found in computer and computer
disc, E.g. Encyclopedias & Dictionaries which are now on Compact Disc (CDs). This kind of database
is referred to as electronic database.
To create an electronic database, you need to use packages like Microsoft Access, Database
or Oracle. Microsoft Access is the most widely used database package. With Access, you can create,
organize and manage volumes of information for easy access and usage.
Let’s take a simple example. If you like to read books a lot, you may wish to have a list of your
best authors, the books they have written, and the price at which you bought those books.
FEATURES OF DATABASE
 Title Bar
 Menu Bar
 Standard Tool Bar
 Formatting Tool Bar
 Design Table
 Task Panel
 Status Bar
 Vertical and Horizontal Scroll Bar etc.
STARTING THE ACCESS
 From the start button,
 Click All programs
 Point to Microsoft Office and click
 Point to Microsoft Access

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 In the Microsoft Access dialogue box, Select the blank database options button (if you want to
design from the scratch) or select database wizards option button ( if you are making use of an existing
wizard) select and open a database file and
 Click OK
DEFINITION OF CERTAIN TERMINOLOGIES IN MICROSOFT ACCESS.
DATABASE: A database consists of table of records that contains all the information about specific
item or person
RECORDS: Records are composed of files, or can be defined as a collection of different files but in
related fields.
FIELDS: - Fields define each individual type of information in the record.
DATA TYPE:-This field defines the design view of a table which specifies the type of values or data
that can be stored in a given field.
THE MAIN ELEMENTS OF ACCESS
In access, all the objects of a data are stored in a single file-name which has an MD8 extension.
You manage object(s) through the database windows. At the top, the database windows are tabs
representing each of the six main object types which are: Queries, Table, Form, Report, Macro and
Module. Selecting a tab switches the view of the windows to read the current object under that type
of data
 SAVE: - It is used to save or store document inside one’s computer.
 PRINT:- for printing of document
 PRINT PREVIEW: - It is used to view the nature of one’s work i.e. how it will look when printed.
 SPELLING:-It is used to correct spelling of one’s text.
 CUT: - It is used to cut selection to be put in clipboard.
 COPY: It is used to copy or duplicate ones work.
 PASTE: It is used to paste work that has been cut or copied and also to paste work to another
package.
 UNDO: This is used to remove action and a work.
 REDO: This is used to repeat action on a work.
 PRIMARY KEY: It is used to give ID to a work so as to appear numerous
 INSERT ROWS: It is used to add more rows.
 DELETE ROWS: It is used to remove unwanted rows.
 GRID LINE CHOOSER: It is used to insert either horizontal or vertical lines.
 SPECIAL EFFECT: It is used to choose effect(s) on grid line whether sunken, raised or normal.
 DATABASE WINDOW: It is used to get database window where one can start and even see
one’s saved work.
 ROW HEIGHT: It is used to increase the height or rows of cell

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 COLUMN HEIGHT: It is used to increase the height of the column or width of cell
 NEW OBJECT: It is used to create forms, queries, report, tables, macro and modules for
designing
 NEW WORD: It is used to apply new record in the table.
 GO TO FIELD: It is used to send cursor to whatever field one want to go to.
 PROPERTIES: It is used to outline properties of a particular field and also aids in getting the
control source where the calculations are done in the expression builder box.
 DESIGN VIEW: Shows design view of work where the manipulation are done
 DATA SHEET: Showing datasheet view of the table.
 FORM: Showing views of work i.e. after one has finished his/her work. One can click on form
view to show one’s result.
CREATING A NEW DATA
1. Blank Access database
2. Access database wizards, page, project
3. Open an existing files
TO CREATE OR OPENING A NEW ACCESS DATABASE
 Click the new button or choose new from the file
 Select blank database into list of boxes and click ok
 Type a name for database and click create database
 Then the database window appears and selects the option you want.
UNDER DATABASE WINDOWS, WE HAVE:
1. Create Table By Entering Database: This is used to create table.
2. Create Table In Design: This is used to create table by specifying the field names, data types
and properties.
3. Create Table by Using Wizard: This is used to pick from a list of common business and personal
tables. These specify the information you want to track.
TO RETRIEVE DATABASE & OPEN TABLE
 Start Access
 Click files
 Click open
 Select or type in database name
 Click table to open & click open
TO CLOSE MICROSOFT ACCESS
1. Click file
2. Click exit

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GROUP OF FUNCTION IN WHICH MICROSOFT ACCESS CAN BE CONSIDERED
They are:
 Table
 Queries
 Forms
 Reports
 Pages
 Macros
 Modules
We are going to study some of the main function of this group in Microsoft Access
CREATING A TABLE USING DESIGN VIEW
You have learnt how to create a table wizard which is a simpler approach, now, you will be taught
how to create a table from Design View which gives you a better understanding of what makes up
tables in Access.
TO CREATE THE BOOK TABLE FROM DESIGN
 Click create a new file
 Click Blank Database on the task panel
 Type in Database Name e.g. Company Record
 Click create
 Click New
 Click Design view (this is where you design or define the fields for your table)
 Click ok
Enter data below exactly as it is
FIELD NAME DATA TYPE DESCRIPTION
Publishers Name Text Enter the publishers full
Names
Last name Text
Purchase price Currency All prices must be below
3000
Pages Number Comments is or not
Necessary

This time, we will create a database table that will store the name & address of your friends. To do
this, carry out the following:
 Start Access database create
 Click new
 Select either business or personal

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 Click ok
 Select contacts under sample labels.
 Under sample fields, select first name, last name, Address & Phone NO.
 Click Next
 Click Next
 Click Next
 Click finish
 Enter five record notes, for home phone, enter ten numbers
 Click close
EXPLAINING THE DESIGN VIEW
FIELD NAME DATA TYPE DESCRIPTION
Publishers’ Names Text Enter the publishers full names
Last name Text
Purchas price Currency All prices must be below 3000
Pages Number Comment is not necessary

The column for field name carries the heading of your Books Table. The Data type column
contains the type of data each field has been set to accept e.g. the pages field has been set to accept
only numbers. The last column Description which is optional can be used to give remarks or make
comments about the use for each field. It does not affect the structure of your table.

TYPES OF DATA USED & RECOGNIZED IN ACCESS

1. AUTO NUMBER: A field set as auto number will insert numbers serially in a table.
2. TEXT: This accepts alphabets and numbers on a row or a cell; it accepts up to 256 characters
on a single cell.
3. NUMBER: Field set as number will used fields made for ole numbers in this formats: age, phone
numbers, etc.
4. DATE/TIME: Field set as date/time will take data type that deals with period. E.g
day/month/year.
5. MEMO: Memo accepts long text and number than the text.
6. YES/NO: Set fields to accept only yes or no, true or false.
7. CURRENCY: This data type is used for fields which are in monetary values e.g basic salary,
amount of products ordered.
8. OLE OBJECT: This is used for importation of images, sounds, multimedia.
9. HYPER-LINK: This is used to link tables and columns on the data-base.
10. LOOK-UP WIZARD: This is used to create look-up columns from which you have options.

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EXAMPLE: Using design view we will create a database and table that will involve all the data type
listed above.
S/NO NAME AGE DATE OF ADDRESS MARRIED DEPOSIT
BIRTH
1 DAYO 24 4/2/1978 2 Bombard Yes 65,000.00
RD
2 KEMI NSHE 30 5/01/1962 5 Sabor RD No 80,000.00
3 MUSA 26 2/09/1998 8 Sultan RD Yes 78,000.00
4 SATI 34 3/06/1960 3Kwande ST No 96,000.00

TO CREATE THIS TABLE FROM DESIGN VIEW

1. Start Access
2. Click create a new file & click Blank Database on the task panel
3. Type in database name e.g. Zenith Bank Customer Database
4. Click create
5. Click New
6. Click design view (this is where you design or define the fields for your table)
7. Click ok
8. Enter field name and the Data type as follows
9. Click save icon
10. Type in Table name as customer accounts
11. Click Ok
12. Click No if primary key is not required
13. Close the Table customer Accounts
14. Click open to access data select view
15. Enter records as above
16. Close Data select view

OTHER IMPORTANT COMPONENTS OF A DATABASE

QUERIES:- To understand queries we have to make reference to the table ‘customer accounts.’

S/NO NAME AGE DATE ADDRESS MARRIED DEPOSIT

1 JOHN PETER 24 4/3/1979 2 Bombard RD YES 56.000.00
2 KEMI NSHE 39 3/4/1989 5 Sabor RD NO 90,000.00
3 MUSA 29 2/5/1997 8 Sultan RD YES 87,000.00
4 DAYO 49 4/6/1979 3 Kwande ST NO 97,000.00

Supposing you are the Secretary or Accountant in charge of customers accounts and at the end
of the year the bank decides to send thank you cards to all customers. Your boss instructs you to

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extract all the NAMES and ADDRESSES of all customers to enable him address each card. All you
need to do is to create a query from the customers’ accounts. So in simple term, query is a suitable
or smaller table created from an existing table.

TO CREATE A QUERY FROM CUSTOMERS’ ACCOUNTS TABLE

 Open the Database that contains the Accounts table
 Click queries tab
 Click New
 Select simple query wizard
 Click Ok
 Select Table to create your query from i.e. Customers’ Accounts
 Select the fields you want in query table i.e. NAMES and ADDRESSES
 Click finish
 Enter more records if desired
 Close query
TO CREATE ANOTHER QUERY
 Click queries tab
 Click New
 Select simple query wizard
 Click Ok
 Select table to create your query from e.g. Customers’ Account
 Select the fields you want in new query of your choice
 Click Next
 Enter query name
 Click finish
 Enter more records if desired
 Close query

LESSON FOUR
FORM: A form is an interface or page where you can enter information that goes in to your existing
database. What is displayed on a form is derived or obtained from a table or query.

TO CREATE A FORM
1. Open an existing database that contains a table
2. Click on forms tab

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3. Click New
4. Click form using wizard
5. Click ok
6. Select table or query to create your form
7. Select fields you want on form
8. Click Next
9. Select the layout you would like your form to be displayed with e.g. columnar
10. Click Next
11. Select style
12. Click Next
13. Type in for name
14. Click finish
15. Enter more Records
16. Close form view
CARRYING OUT CALCULATIONS ON FORMS
You can use forms to carryout simple accounting calculations. For this example, we will make
reference to the table below, which is the invoice of a provisions store.
EXAMPLE ONE
S/NO Product Unit Price Quantity Total PRICE

1 Milk 320 2
2 Sugar 80 3
3 Corn Flakes 220 5
4 Eva Water 100 1

The first step of this example will be to create the table above using design view
Click on table tab
Click new
Click design view
Click ok
Define the fields for the table as stated below
FIELD NAME DATE DESCRIPTION
S/NO AUTO NUMBER
PRODUCTION NAME TEXT
UNIT PRICE CURRENCY
QUANTITY NUMBER
TOTAL NUMBER

 Click save icon

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 Type in table name as invoice
 Click No
 Close design view
 Enter records as above, remember not to enter records for total price
NOW TO CREATE FORM ON THIS INVOICE
1. Click form tab
2. Click New
3. Select form wizard
4. Click ok
5. Select the invoice table under sample tables
6. Select All Fields in the invoice table
7. Click Next (3 Times)
8. Enter form name as customer invoice
9. Click finish
10. Close form
11. Select the form customer invoice
12. Click Design
13. On the form TOTAL PRICE BAR TYPE in (UNIT PRICE ] *[ QUANTITY)
14. Press Enter
15. Click save icon
16. Click close
17. Click open
18. Scroll records to see the effect
EXAMPLE TWO
RESULT SHEET
This method is adopted by academic officers in the preparation of the school result. After creating the
new access data sheet, type the following below:
FIELD NAME DATA TYPE
SURNAME TEXT
FIRST NAME TEXT
AGE NUMBER
SEX TEXT
PICTURE NO NUMBER
REGISTRATION NO NUMBER
ENGLISH NUMBER
MATHEMATICS NUMBER
ECONOMICS NUMBER
TOTAL SCORES NUMBER
AVERAGE SCORES NUMBER

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 Give primary key to two highlight record for ID, save and click datasheet view and put sown the
following.

Picture

Average

remark
Surna First sex a Reg Eng Econ Tota scor gra Award Rm
me name g . no . l e d
e

Save, click on go to object click on form, pick form ward then click Ok
Column bar, click on next then, choose the colour appearance and form of work, click on next and
also click on finish
TOTAL SCORE: Is the score of all the subjects on that is offered in the examination. Right click to
view properties, control source, wipe the display on the screen and click on the name of the saved
box then click on (MATHS)+(ENGLISH)+(ECONS), Ok and close.
AVERAGE SCORE: Is the mean of your scores, you use the same solution and type in (TOTAL
SCORE)/ 3 i.e. number of subjects offered.
GRADE: Is your level in examination, this depends on one’s overall score.

REPORTS:
When you go to Mr. Bigs and place an order, the invoice is normally printed and given to you
after payment. This printed invoice is an example of a report, the same rule applies to a standard
provision store or super market, where the invoice report is first prepared and then printed after
payment is made.
In Access, reports are prepared to view and print out the data contained inside a Table, Query
or Form.
TO CREATE A REPORT
Retrieve the database you have created E.g. Database for lesson 4
9. Click on report tab
10. Click New
11. Click report wizard
12. Click Ok
13. Select Tab to create a report from i.e. invoice
14. Select fields to be included in the report (select all fields)
15. Click Next
16. Click Next again
17. Select fields and how you want them to be sorted (this is only for the first four records)

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18. Click Next
19. Select layout as tabular and orientation as landscape
20. Click Next
21. Select style for report
22. Click Next
23. Type in report name e.g. invoice report
24. Click finish
25. Close report view
26. Close Access
MACROS:
A macro is a combination of one or more instruction, which can be used to tell access to carry
out certain operations automatically, or by itself e.g. if you want to open and print the contents of a
form automatically you can use a macro.
TO CREATE A MACROS
1. Click Macros Tab
2. Click New
3. Under Action, select open form
4. For form Name, select customer invoice or form
5. Click save icon
6. Enter Macro Name e.g. Macro
7. Click ok & click close
8. Click Run, you will notice that the calculated form will be opened

PRACTICAL ASSESSMENT TEST

Use design view to create an Accounts table for ZANGO SUPER STORES for the items as
shown below:
S/NO PRODUCT UNIT QUANTITY TOTAL DISCOUNT
PRICE PRICE
1 Flour 25000 6
2 Five Alive 200 4
3 Cabin 120 6
4 Eva Water 100 2
5 Sheltox 220 6
NOTE:
1. You are to add seven (7) more items to this table to make it twelve (12)
2. Don’t enter any records to TOTAL PRICE, DISCOUNT & AMOUNT PAID because this will be
Calculated.

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3 You should define the fields in design view. This is shown below.

FIELD NAME DATA TYPE DESCRIPTION

S/NO AUTO NUMBER
PRODUCT NAME Text
UNIT PRICE Number
QUANTITY Number
TOTAL PRICE Number
DISCOUNT Number
AMOUNT PAID Number
4 You should create a form that will contain all the headings of your table
5 Carry out calculation on the form for the following
TOTAL PRICE=UNIT PRICE*QUANTITY
DISCOUNT=TOTAL PRICE *0.5
AMOUNT PAID=TOTAL PRICE- DISCOUNT
5. Generate a report for this table.

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Networking and Internet
A network is an arrangement that enables two or more computers to communicate (talk) to
each other.

Types of Networks
Networks can range from a small group of computers linked together in a class room to
thousands of computers linked together across the globe. Depending on the geographical location,
networks can be classified)

 LAN ( Local Area Network)

 MAN ( Metropolitan Area Network)
 WAN (Wide Area Network)
Local Area Network:
If a network is confined to a single location, typically a building, it is called a LAN. Ex: Set of interconnected
computers within an office.
Metropolitan Area Network:
A metropolitan area network is a network that is larger than a LAN; it connects the computers distributed
across multiple buildings .Ex: the computers in all branches of an office within a city.
Wide Area Network:
When a network is located over wide areas such as cities, states, countries or even continents, it is called a
WAN. Ex: i. Computers in different branches of a Globalized company.ii. Internet
INTERNET
The internet is a global connection of computers. These computers are connected via a huge network of
telecommunication links. The internet allows you to access to a whole resource of data and information
stored at different sites (called hosts) and locations around the world. The communication links which inter
connect each host computer use a common method of transmission known as TCP/IP, which stands for
Transmission Control Protocol / Internet Protocol. Internet connection helps us to:
 Read information on a wide range of topics
 Send or receive E-mail
 Down load useful programs such as virus detectors, file compression, decompression utility etc.
 Share your opinions and your knowledge on a variety of topics through various new groups.
 Chat with other people anywhere in the world
 View interesting video‘s listen to music or wander through a 3-D world.

Requirements for connecting to the Internet:

 Modem: A modem is a peripheral device that allows a computer to connect and communicate with
other computers. Modem stands for Modulator Demodulator.
 Web Browser: A browser is a software program that is necessary in order to view
web pages on the web. Ex: Internet Explorer, Netscape Navigator, Mozilla Firefox, Microsoft outlook
express etc.
 Telephone line: A telephone line is required to transfer data from one computer to another. The
computer is connected to a modem, which, in turn, connected to a telephone line.
 Subscription with Internet service provider (ISP):ISP‘s are companies that provide access to the
internet. We need subscription with any ISP to get an Internet connection. Some of the ISPs in India
are VSNL, MTNL, Sify, Specrta Net etc.
World Wide Web (WWW):
It refers to the collection of information accessible on the internet. The web is similar to a library. It consists
of millions & millions of pages of text, pictures, sounds and animation on various topics.
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These pages, called web pages are stored on different computers that are connected to the internet. The w
eb pages have links between them i.e. when we click a certain word or picture in a page, it will take us to
another page. These words or pictures that help to move from one page to another are called hyperlinks. A
collection of related web pages is known as a web site. A web site can be accessed by means of a unique
name assigned to it. Internet was initially designed for the transmission of text basing on the protocols
mentioned. In order to transmit a graphically designed web page complete with pictures embedded sound
and animation a special language was designed which is referred to as
Hyper Text Markup Language (HTML). HTML uses special text codes to define the various elements of a
web page. The WWW support a protocol called
Hyper Text Transfer Protocol (HTTP) All internet servers cannot support HTTP and so the web can be
regarded as a subset of the larger internet. HTTP provides a method of transmitting a professionally laid out
page over the text based internet.
Uniform Resource Locator: (URL): Each web site has a unique address commonly referred to as a
URL. A URL specifies the exact location of the web page on the internet. A typical web address or URL
looks as http:// www.microsoft.com/catalog/navigation.asp
Explanation of the example URL:

URL Element Explanation

http Identifies protocol necessary to retrieve the file
WWW Indicates that the site is on the world wide web
Microsoft Indicates the name of the web site
.com Indicates the domain type of the web site
/catalog/navigation.asp Specifies the path of the file stored on the web
server‘s hard disk

URL Element Explanation

E-Mail
E-mail or electronic mail is a service for sending or receiving messages electronically through
a computer network. The electronic mail uses various technologies that support electronic
transmission of text, data and graphics.

Some of the features of E-mail are

 It is much faster than the normal mail. Messages can be sent within a matter of seconds to any part in
the world.
 it can be sent to many people at the same time
 E-mail is cheaper than a phone call and an ordinary mail
 it can access information and file libraries on request
 E-mail user can have a mail box which is accessed through a computer terminal
 an E-mail message consists of two parts
a) a header specifying the address of the sender and the address of the receiver
b) the text of the message
 The mailing system allows selecting messages for reading, displaying, saving, deleting, forwarding
and replying.
 Mailing list can be created to send the same message to a group of people
E-Mail Address:
An E-Mail address consists of three parts
a) The person‘s Login name
b) @ sign

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 c) Domain name
A domain represents organization, network, and country name
Ex: [email protected] in this Statistics is the user name and his account is in
the domainhotmail.com. Both the names are separated by the @symbol.
Search Engines:

Search engines are utilities used to search for information on the web. A user interface is
provided where you can enter the word or phrase you are searching for. The search engine looks for
the key words we have entered and returns the results of the search, providing links to relevant
Web sites for us to choose from. Some commonly used search engines are MSN, Alta Vista,
Google, Yahoo! search and Info seek etc.

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