NOVELTY POLYTECHNIC, KISHI

INSTITUTE OF NATURAL AND APPLIED SCIENCE

DEPARTMENT OF COMPUTER SCIENCE

ICT 113
INFORMATION AND COMMUNICATION TECHNOLOGY I

COMPILED BY:

MUIBI JAMIU AKANNI

September, 2023
General Objectives:
At the completion of this course, students are expected to:

1. Introduce students to modern Information and Communication Technologies (ICT)

2. Identify the various operating systems available

3. Apply health and safety principles when operating computers at work

4. Identify and effectively operate an office computer package (MS Word processing
application)
What is ICT?
Information Technology Communication is defined as the convergence of audio-visual,
telephone and computer networks through a link system. It is a combination of all these
elements, capped by a vision on how technology can help an organization to reach its goals.ICT
provides access to information through telecommunications similar to Information Technology
(IT), but concentrates mostly on communication technologies such as the Internet, wireless
networks, cell phones, and other communication mediums.
The term Infocommunicationsis used in some cases as a shorter form of information and
communication(s) technology. In fact Infocommunications is the expansion of
telecommunications with information processing and content handling functions on a common
digital technology base.
Information technology (IT) is the application of computers and telecommunications
equipment to store, retrieve, transmit and manipulate data, often in the context of a business or
other enterprise. The term is commonly used as a synonym for computers and computer
networks, but it also encompasses other information distribution technologies such as television
and telephones. Several industries are associated with information technology, such as computer
hardware, software, electronics, semiconductors, internet, telecom equipment, e-commerce and
computer services.
An information system (IS) is the study of complementary networks of hardware and
software that people and organizations use to collect, filter, process, create, and distribute data.
The study bridges business and computer science using the theoretical foundations of
information and computation to study various business models and related algorithmic processes
within a computer science discipline.
Impact Of ICT On Society
There are both positive and negative impacts of ICT in this modern society. Some these
impact are discussed below:
Positive Impacts
i. Faster Communication Speed: In the past, it took a long time for any news or messages to be
sent. Now with the Internet, news or messages are sent via e-mail to friends, business partners or
to anyone efficiently. With the capability of bandwidth, broadband and connection speed on the
Internet, any information can travel fast and at an instant. It saves time and is inexpensive.
ii. Lower Communication Cost: Using the Internet is cost-effective than the other modes of
communication such as telephone, mailing or courier service. It allows people to have access to
large amounts of data at a very low cost. With the Internet we do not have to pay for any basic
services provided by the Internet. Furthermore, the cost of connection to the Internet is relatively
cheap.
iii. Reliable Mode of Communication: Computers are reliable. With the internet, information
could be accessed and retrieved from anywhere and at any time. This makes it a reliable mode of
communication. However, the input to the computer is contributed by humans. If the data passed
to the computer is faulty, the result will be faulty as well. This is related to the term GIGO.
GIGO is a short form for Garbage In Garbage Out. It refers to the quality of output produced
according to the input. Normally bad input produces bad output.
iv. Effective Sharing of Information: With the advancement of ICT, information can be shared
by people all around the world. People can share and exchange opinions, news and information
through discussion groups, mailing list and forums on the Internet. This enable knowledge
sharing which will contribute to the development of knowledge based society.
v. Paperless Environment: ICT technology has created the term paperless environment. This
term means information can be stored and retrieved through the digital medium instead of paper.
Online communication via emails, online chat and instant messaging also helps in creating the
paperless environment.
vi. Borderless Communication: Internet offers fast information retrieval, interactivity,
accessibility and versatility. It has become a borderless source for services and information.
vii. Create Employment: Although many employment areas have suffered job losses, other
areas have grown and jobs have been created. Some examples of areas where jobs have been
created: IT Technicians: All of the computers in a business need to be maintained: hardware
fixed, software installed, etc.
Negative Effects
i. Individualistic and introvert: Nowadays, people tend to choose online communication rather
than having real time conversations. People tend to become more individualistic and introvert.
ii. Moral decedent and threats to the society: Some ICT users use ICT tools for, fraud, identity
theft, Pornography, Hacking etc. That could result to a moral decedent and generate threats to the
society.
iii. Health Problems: A computer may harm users if they use it for long hours frequently.
Computer users are also exposed to bad posture, eyestrain, physical and mental stress. In order to
solve the health problems, an ergonomic environment can be introduced. For example, an
ergonomic chair can reduces back strain and a screen filter is used to minimize eye strain.
iv. Unemployment Situation: Some jobs have been lost as a result of computers being used to
do the same work that people used to do, for examples: Manufacturing: Many factories now
have fully automated production lines. Instead of using people to build things, computer-
controlled robots are used. Robots can run day and night, never needing a break, and don‘t need
to be paid! (Although the robots cost a lot to purchase, in the long-term the factory saves
money.) Secretarial Work: Offices used to employee many secretaries to produce the
documents required for the business to run. Now people have personal computers, they tend to
type and print their own documents. Accounting Clerks: Companies once had large departments
full of people whose job it was to do calculations (e.g. profit, loss, billing, etc.) .A personal
computer running a spreadsheet can now do the same work. Newspaper Printing: It used to take
a team of highly skilled printers to typeset (layout) a newspaper page and to then print thousands
of newspapers. The same task can now be performed far more quickly using computers with
DTP software and computer-controlled printing presses.

17 Best Computer Lab Rules

1. Eyes On The Speaker
It is so frustrating when you start speaking and … the whole class keep clicking away at their
screen.
For some reason, computers are just so addictive for students. They will be so engrossed in their
task that they totally ignore your voice.
2. Turn Monitors Off When Asked
Another way of reinforcing the “Pay attention to your teacher!” rule is to make all the students
turn their monitors off when you’re giving instructions or having a class discussion.
When monitors go black, the computer stops being a distraction. It’s rendered impossible to use.
If you’re in a lab with laptops, this rule would change to “Close your Laptop when Asked.”
Or, if it’s iPads, simply: “Turn screens facing down”.
This is a really effective way of forcing concentration when you’re giving instructions.
3. No Going On Websites That Are Not Approved
This rule can be a catch-all for preventing the distractions of endless (and unrelated) internet
searches.
One way to do this is to create a list of “approved sites”. However, I’ve found this restricts
students from having the freedom to make the most of the internet.
4. No Food Or Drinks
I actually like letting my students have food and drinks in class. I usually approve of drink
bottles on the desk to sustain hydration and general health.
But I don’t let students have food and drinks around technology – ever.
One spill and that’s the end of a $700 piece of equipment. Eeek! Your boss will be mad as hell at
you for letting the students get food and drink anywhere near this valuable tech.
5. Wash Your Hands Before Using The Computer
Rule 5 follows on from rule 4.
Students walk into the classroom with dirty, sticky and snooty hands all the time. This is
especially true of classes that take place straight after a lunch break.
I enforce a “wash your hands before class” rule.
No one wants sticky keyboard that, so one or later, will end up with with broken and useless
keys.
6. Only Use Your Assigned Computer
It can get really frustrating when students keep jumping back and forth all around the classroom
trying to find the “best” or “fastest”computer. We’ve all been there. A student wants “their”
computer because it has solitaire installed, or they have a file saved on the desktop (nooo!).
7. Don’t Change The Settings
Ever logged onto a computer and realized… damnit, a student has done something here. Some
smart alec has made the cursor move really fast, or made it make a fart noise every time you
click. Or the computer’s default language is now Russian.
The most common one, though, is a new background screen … made on MS paint, of course
(hello, 1995).
So I simply reinforce the rule: don’t change the settings. Any settings. At all period
8. Ask Permission To Download
This rule is a catch-all for preventing all bad downloads. It prevents downloading of games,
viruses, software, different browser versions, updates, etc. etc. etc.
Usually, I simply say to my students that there is no reason to download anything. If there is, I’ll
usually manage the download in a very controlled, teacher-centered scenario.
So, the “Ask permission” rule could, depending on what you’re teaching, change to simply: “No
Downloading. Ever.”
9. Save Often
A diligent student has worked all lesson to write some code to create their own graphing
calculator. Or, she has created a lovely interactive presentation. Then that generic 15 year old
boy suddenly had an insane compulsion to unplug her computer from the wall.
You fool!
The solution is to save … often!
(In fact, I have recently gotten my students to move from Word to Google Docs because it
autosave more frequently).
One alternative solution is to set a 5 minute timer on the interactive white board at the front of
the class. Every 5 minutes, everyone has to click the save button!
10. Ask Permission To Print
Ever had a student try to print one page but … oh no, they printed the same page 100 times!?
My solution is to ask permission to print.
I have trained my students to put their hands up whenever they want to print.
I come around, check what they want to print, ensure it’s only printing the right pages the right
amount of times… then give the tick of approval.
It saves paper, ink, time, and frustration.
11. Report Bad Behavior
This one is difficult.
You don’t want your students to be endless tattle tales.
But you also want your students to be diligent and help you enforce a positive classroom culture
with high expectations.
My solution here is to regularly talk with the students about the effects of nad behavior and our
job in collectively preventing it.
A part of the collective positive culture is to have a no tolerance for bad behavior and to
reinforce that it’s our collective civic duty to police it. As a group. As a team.
12. Keep Passwords Secret
I use dramatic, slightly over-the-top stories about password sharing.
Like: “did you hear about the one where Student X downloaded a malicious virus when they
were logged on to Student Y’s account? Student Y got suspended from school for it!!!”
The moral of the story is, simply, you can have your identity stolen. Do you really want that?
13. Log Off Before Leaving
This one follows on from “keep passwords secret”.
Reinforce to students that logging off is necessary for protecting your identity.
I usually spend the first two months of the year doing a very explicit, guided ‘Log-Off’ task. I
end the class 5 minutes early to give time for saving files and logging off.
As my students get used to it, I become less structured and explicit about this.
But, it’s always a rule on my lab rooms rules chart on the wall.
14. Do Not Remove Anything From The Lab
Computer labs are full of very valuable items. Some of them – like a tablet or computer mouse –
are small enough to slip into a backpack and disappear.
Even things that might appear not to matter may be important. It might be a poster or even a
post-it note someone has left on a computer from a previous lesson. But, because computer labs
are shared by so many people in the school community, it’s important to leave things where you
found them.
15. Wait For Permission To Log On
I always, always enforce this rule. Otherwise, students run into the classroom, boot up their
computers, and they’re off and away fiddling around on their screens.
Nope!
This is a sure fire way to lose your class before it even begins!
In my classes, students enter in an orderly fashion, sit at their computer desks, and wait for
instructions. Enforce this early on and students will become well trained not to turn on computers
until told.
16. Turn The Volume To Mute
Don’t you hate those websites that start blaring video ads at you straight away? When I’m
working away at home, it’s annoying but manageable. When it’s a class of 25 teenagers, things
get a little harder. The minute music starts playing, the whole class is distracted!
There’s an easy solution. Ask students to mute their computers at all times. It’ll save a lot of
distractions, arguments, and hassle for you and your students.
17. Do Not Install New Software
You would think this was common sense. But I can’t count the amount of times a student has
downloaded a different type of web browser to change the interface up … or downloaded a .docx
to .pdf conversion app. Who knows how many viruses that thing’s got on it!
The IT guys have put a lot of effort into setting up those computers. New software adds bloat and
vulnerabilities to the computers.

Description of Computer System

Computer is a device that is capable of automatically accepting (i.e. input), storing and
processing data into useful information (i.e. output), at a very high speed, under the control of
stored instructions (i.e. program). A computer could also be defined as a machine for
manipulating data according to a list of instructions (programs). Computer is the backbone of
ICT.
Parts of a Computer
If you use a desktop computer, you might already know that there isn't any single part called the
"computer." A computer is really a system of many parts working together. The physical parts,
which you can see and touch, are collectively called hardware. (Software, on the other hand,
refers to the instructions, or programs, that tell the hardware what to do.)
The illustration below shows the most common hardware in a desktop computer system. Your
system may look a little different, but it probably has most of these parts. A laptop computer has
similar parts but combines them into a single notebook-sized package.
1. System Unit
The system unit is the core of a computer system. Usually it's a rectangular box placed on or
underneath your desk. Inside this box are many electronic components that process information.
The most important of these components is the central processing unit (CPU), or microprocessor,
which acts as the "brain" of your computer. Another component is random access memory
(RAM), which temporarily stores information that the CPU uses while the computer is on. The
information stored in RAM is erased when the computer is turned off. Almost every other part of
your computer connects to the system unit using cables. The cables plug into specific ports
(openings), typically on the back of the system unit. Hardware that is not part of the system unit
is sometimes called a peripheral device or device.

2. Storage
Computer has one or more disk drives—devices that store information on a metal or plastic disk.
The disk preserves the information even when your computer is turned off.
3. Hard disk drive
Computer's hard disk drive stores information on a hard disk, a rigid platter or stack of platters
with a magnetic surface. Because hard disks can hold massive amounts of information, they
usually serve as your computer's primary means of storage, holding almost all of your programs
and files. The hard disk drive is normally located inside the system unit.

4. CD and DVD Drives

Computers today come equipped with a CD or DVD drive, usually located on the front of the
system unit. CD drives use lasers to read (retrieve) data from a CD, and many CD drives can also
write(record) data onto CDs. If you have a recordable disk drive, you can store copies of your
files on blank CDs. You can also use a CD drive to play music CDs on your computer.
 5. Floppy disk drive
Floppy disk drives store information on floppy disks, also called floppies or diskettes. Compared
to CDs and DVDs, floppy disks can store only a small amount of data. They also retrieve
information more slowly and are more prone to damage. For these reasons, floppy disk drives
are less popular than they used to be, although some computers still include them. Why are
floppy disks "floppy"? Even though the outside is made of hard plastic, that's just the sleeve. The
disk inside is made of a thin, flexible vinyl material

6. Mouse
A mouse is a small device used to point to and select items on your computer screen. Although
mice come in many shapes, the typical mouse does look a bit like an actual mouse. It's small,
oblong, and connected to the system unit by a long wire that resembles a tail. Some newer mice
are wireless. A mouse usually has two buttons: a primary button (usually the left button) and a
secondary button. Many mice also have a wheel between the two buttons, which allows you to
scroll smoothly through screens of information.

7. Keyboard
A keyboard is used mainly for typing text into your computer. Like the keyboard on a typewriter,
it has keys for letters and numbers, but it also has special keys:
i. The function keys, found on the top row, perform different functions depending on
where they are used.
ii. The numeric keypad, located on the right side of most keyboards, allows you to enter
numbers quickly.
 iii. The navigation keys, such as the arrow keys, allow you to move your position within
a document or webpage.

8. Monitor
A monitor displays information in visual form, using text and graphics. The portion of the
monitor that displays the information is called the screen. Like a television screen, a computer
screen can show still or moving pictures.
There are two basic types of monitors: CRT (cathode ray tube) monitors and LCD (liquid crystal
display) monitors. Both types produce sharp images, but LCD monitors have the advantage of
being much thinner and lighter. CRT monitors, however, are generally more affordable.

9. Printer
A printer transfers data from a computer onto paper. You don't need a printer to use your
computer, but having one allows you to print e-mail, cards, invitations, announcements, and
other materials. Many people also like being able to print their own photos at home. The two
main types of printers are inkjet printers and laser printers. Inkjet printers are the most popular
printers for the home. They can print in black and white or in full color and can produce high-
quality photographs when used with special paper. Laser printers are faster and generally better
able to handle heavy use.

10. Speakers
Speakers are used to play sound. They may be built into the system unit or connected with
cables. Speakers allow you to listen to music and hear sound effects from your computer.

Advantages of Computer System

Below are some advantages of computer systems
i. Accuracy and Reliability: The results produced by a computer are extremely correct and
reliable. What is often called ‗computer errors‘ are actually human mistakes; invalid data and
errors are corrected easily.
ii. Speed: The speed of computer makes it the machine ideal for processing large amounts of
data; e.g. accounting, banking operations etc.
iii. Storage/Memory Capability: Computer systems can store tremendous amounts of data,
which can then be retrieved fast and efficiently. The volume of information we deal with today is
far beyond what we can handle manually.
iv. Productivity: Computers are able to perform dangerous, boring, routine jobs, such as adding
long list of numbers, punching holes in metal or monitoring water levels. Most workers (e.g. in
banks) will appreciate increased productivity when computers are used to do their jobs.
v. Flexibility: Computer could be used for various purposes e.g. multiprogramming, batch
processing, real-time processing, data collection, bank transaction processing etc.
vi. Automatic operation: Computer performs data processing automatically under the control of
internally stored programs.
vii. Configuration and adaptability: Different or suitable peripherals may be used by business
organizations to suit their business processing requirements.
Disadvantages of Computer System
Some of the dis-advantages of computers are discussed below
i. Cost of initial setup may be high.
ii. Cost of maintenance may be high.
iii. Inefficient feasibility study before implementation may hamper business operations.
iv. Lack of skilled personnel may hamper computer operations and results obtained.
v. Requires regular electrical power supply.
vi. Excessive exposure to computer may result in some health problem such as poor eye sight,
wrist pain, back ache, neck pain etc.
vii. Computer virus attack may infect and destroy Data/information, which will automatically
affect business operations.
Social Implication Of Computer System
The society in which we live has been so profoundly affected by computers that historians refer
to the present time as the information age. This is due to the ability to store and manipulate large
amounts of information (data) using computers. As an information society, we must consider
both the social and ethical implications of our use of computers. By ethical questions we mean
asking what are themorally right and wrong ways to use computers and this could be explain as
follows:
 Ergonomics: this is the science that studies safe work environments. Many health-related
issues, such as carpal tunnel syndrome and computer vision syndrome (CVS), are related
to prolonged computer use.
 Environmental concern: Power and paper wastes are environmental concerns associated
with computer use. Suggestions for eliminating these concerns include recycling paper
and printer toner cartridges and turning off monitors and printers when not in use.
 Employee monitoring: Employee monitoring is an issue associated with computers in
the workplace. It is legal for employers to install software programs that monitor
employee computer use. As well, e-mail messages can be read without employee
notification. The invasion of privacy is a serious problem associated with computers.
 Information: Because computers can store vast amounts of data we must decide what
information is proper to store, what is improper, and who should have access to the
information. Every time you use a credit card, make a phone call, withdraw money,
reserve a flight, or register at school, a computer records the transaction. These records
can be used to learn a great deal about you—where you have been, when you were there,
and how much money was spent. Should this information be available to everyone?
 Computers are also used to store information about your credit rating, which determines
your ability to borrow money. If you want to buy a car and finance it at a bank, the bank
 first checks your credit records on a computer to determine if you have a good credit
rating. If you purchase the car and then apply for automobile insurance, another computer
will check to determine if you have traffic violations.

What is an Operating System?

An Operating System acts as a communication bridge (interface) between the user and
computer hardware. The purpose of an operating system is to provide a platform on which a user
can execute programs in a convenient and efficient manner.
An operating system is a piece of software that manages the allocation of computer
hardware. The coordination of the hardware must be appropriate to ensure the correct working of
the computer system and to prevent user programs from interfering with the proper working of
the system.
Example: Just like a boss gives orders to his employee, in a similar way we request or pass our
orders to the Operating System. The main goal of the Operating System is to make the computer
environment more convenient to use and Secondary goal is to use the resources in the most
efficient manner.
An operating system is a program on which application programs are executed and acts
as a communication bridge (interface) between the user and the computer hardware.
The main task an operating system carries out is the allocation of resources and services,
such as the allocation of memory, devices, processors, and information. The operating system
also includes programs to manage these resources, such as a traffic controller, a scheduler,
memory management module, I/O programs, and a file system.
What is a Graphical User Interface?
A Graphical User Interface (GUI) is simply an additional part of the operating system
that displays windows and drop down menus, and also enables you to drive your computer using
a mouse. Examples of operating system that use a GUI include Windows and IBM's OS/2.
The advantages of using a GUI
 All programs look similar and when you switch from a program supplied by
onemanufacturer to one from a different manufacturer, you will find the transition very
easy.
 Application programs work in the same way as the underlying operating system.
  The GUI also allows programmers to easily write consistent looking programs.
 Provides shortcuts
 Allows for multitasking
Important functions of an operating System:
 Security: The operating system uses password protection to protect user data and similar
other techniques. it also prevents unauthorized access to programs and user data.
 Control over system performance:Monitors overall system health to help improve
performance. records the response time between service requests and system response to
having a complete view of the system health. This can help improve performance by
providing important information needed to troubleshoot problems.
 Job accounting: Operating system Keeps track of time and resources used by various
tasks and users, this information can be used to track resource usage for a particular user
or group of users.
 Error detecting aids:The operating system constantly monitors the system to detect
errors and avoid the malfunctioning of a computer system.
 Coordination between other software and users: Operating systems also coordinate
and assign interpreters, compilers, assemblers, and other software to the various users of
the computer systems.
 Memory Management: The operating system manages the Primary Memory or Main
Memory. Main memory is made up of a large array of bytes or words where each byte or
word is assigned a certain address. Main memory is fast storage and it can be accessed
directly by the CPU. For a program to be executed, it should be first loaded in the main
memory. An Operating System performs the following activities for memory
management:
 Processor Management: In a multi-programming environment, the OS decides the order
in which processes have access to the processor, and how much processing time each
process has. This function of OS is called process scheduling. An Operating System
performs the following activities for processor management.
 Device Management: An OS manages device communication via their respective
drivers. It performs the following activities for device management. Keeps track of all
devices connected to the system. designates a program responsible for every device
 known as the Input/Output controller. Decides which process gets access to a certain
device and for how long. Allocates devices in an effective and efficient way. Deallocates
devices when they are no longer required.
 File Management: A file system is organized into directories for efficient or easy
navigation and usage. These directories may contain other directories and other files. An
Operating System carries out the following file management activities. It keeps track of
where information is stored, user access settings and status of every file, and more…
These facilities are collectively known as the file system.
Moreover, Operating System also provides certain services to the computer system in one
form or the other. The Operating System provides certain services to the users which can be
listed in the following manner:
Program Execution: The Operating System is responsible for the execution of all types of
programs whether it be user programs or system programs. The Operating System utilizes
various resources available for the efficient running of all types of functionalities.
Handling Input/Output Operations: The Operating System is responsible for handling all sorts
of inputs, i.e, from the keyboard, mouse, desktop, etc. The Operating System does all interfacing
in the most appropriate manner regarding all kinds of Inputs and Outputs.
For example, there is a difference in the nature of all types of peripheral devices such as mice or
keyboards, the Operating System is responsible for handling data between them.
Manipulation of File System: The Operating System is responsible for making decisions
regarding the storage of all types of data or files, i.e, floppy disk/hard disk/pen drive, etc. The
Operating System decides how the data should be manipulated and stored.
Error Detection and Handling: The Operating System is responsible for the detection of any
type of error or bugs that can occur while any task. The well-secured OS sometimes also acts as
a countermeasure for preventing any sort of breach to the Computer System from any external
source and probably handling them.
Resource Allocation: The Operating System ensures the proper use of all the resources available
by deciding which resource to be used by whom for how much time. All the decisions are taken
by the Operating System.
Accounting: The Operating System tracks an account of all the functionalities taking place in the
computer system at a time. All the details such as the types of errors that occurred are recorded
by the Operating System.
Information and Resource Protection: The Operating System is responsible for using all the
information and resources available on the machine in the most protected way. The Operating
System must foil an attempt from any external resource to hamper any sort of data or
information.
WORD PROCESSOR
A word processor is an electronic device or computer application software that performs
word processing: the composition, editing, formatting and sometimes printing of any sort of
written material. Word processing can also refer to advanced shorthand techniques,
sometimes used in specialized contexts with a specially modified typewriter.
The word processor emerged as a stand-alone office machine in the 1970s and 1980s,
combining the keyboard text-entry and printing functions of an electric typewriter with a
dedicated computer processor for the editing of text.
Characteristics
Word processing typically implies the presence of text manipulation functions that extend
beyond a basic ability to enter and change text, such as automatic generation of:
 batch mailings using form letter template and an address database (also called mail
merging);
 indices of keywords and their page numbers;
 tables of contents with section titles and their page numbers;
 tables of figures with caption titles and their page numbers;
 cross-referencing with section or page numbers;
 footnote numbering;
 new versions of a document using variables (e.g. model numbers, product names,
etc.)
Examples of different word processing software are:
 WordPerfect
 Microsoft Word
 WordMark
  Lotus WordPro
 Procedure Write
Types of word processor:-
 Dedicated word processor
 Standard word processor software packages
 Word processing packages on minicomputer
Features of Word :
1) Word wrap
2) Editing of text
3) Page formatting
4) Paragraph formatting
5) Text formatting
6) Retriving of your work
7) Mail Merge
8) Spelling & grammar check
9) Use of thesaurus
10) Online Assistant
Each of the tabs contains the following tools:
 Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
 Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols
 Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
 References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index,
and Table of Authorities
 Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
 Review: Proofing, Comments, Tracking, Changes, Compare, Protect
 View: Document Views, Show/Hide, Zoom, Window, Macros
Create a New Document
There are several ways to create new documents, open existing documents, and save
documents in Word:
 Click the Microsoft Office Button and Click New or
  Press CTRL+N on the keyboard
Opening an Existing Document
 Click the Microsoft Office Button and Click Open, or
 Press CTRL+O on the keyboard, or
 If you have recently used the document you can click the Microsoft Office Button and
click the name of the document in the Recent Documents section of the window
Insert picture of recent docs
Saving a Document
 Click the Microsoft Office Button and Click Save or Save As, or
 Press CTRL+S on the keyboard, or
 Click the File icon on the Quick Access Toolbar
Renaming Documents
To rename a Word document while using the program:
 Click the Office Button and find the file you want to rename.
 Right-click the document name with the mouse and select Rename from the shortcut
menu.
 Type the new name for the file and press the ENTER key.
Working on Multiple Documents

Several documents can be opened simultaneously if you are typing or editing multiple
documents at once. All open documents will be listed in the View Tab of the Ribbon when
you click on Switch Windows. The current document has a checkmark beside the file name.
Select another open document to view it.
Document Views
There are many ways to view a document in Word.
 Print Layout: This is a view of the document as it would appear when printed. It
includes all tables, text, graphics, and images.
 Full Screen Reading: This is a full view length view of a document. Good for viewing
two pages at a time.
 Web Layout: This is a view of the document as it would appear in a web browser.
 Outline: This is an outline form of the document in the form of bullets.
 Draft: This view does not display pictures or layouts, just text.
 To view a document in different forms, click the document views shortcuts at the bottom of
the screen or:
 Click the View Tab on the Ribbon
 Click on the appropriate document view.
Close a Document
Click the Office Button
 Click Close
There are many features to help you proofread your document. These include: Spelling and
Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count.
Editing text selecting – to select text with the mouse use the following steps –
1) Take the mouse pointer before the place you want to select text from and drag it to the
place till you want.
2) Select the text with keyboard
Inserting & Deleting Text – You can insert or delete text in several ways.
1) Select a block of text from beginning to the last character. To delete press Del key
from the keyboard this process will delete the entire block.
2) To delete single character use Del key or backspace key.
3) To Insert the text select the text copy the text and paste the text where ever you want.
4) There are different pasting options you can use.
Formatting Features of Ms word:-
Text Selecting –
You can select the text in two ways –
 By using shift key
 By using mouse
Once the text is selected you can change the formatting of the selected text. You can delete,
move the text from one position to other.
Previewing the document –
Before printing the documents you can preview the document. In preview option we can
change the margin, page layout, size etc features of your document. The step to preview the
document is as follows –
1) Click MS-Office button
 2) Click on print button & then
3) Click on print preview
Printing Document to a file page –
You can print the document. There are two different features to print the document are as
follow –
 Print – In print option you can change the number of copies, Select page no.,
choose printer etc before printing.
 Quick Print – In quick print the document is directly send to the printer
without making any changes.

Reduce the no. of pages by one –

You can shrink the document pages to by one page. Attempt to shrink the document by one
page by slightly reducing the size and spacing of the text. The option to reduce number of
pages by one can be selected from Print Preview option.
Paragraph Formatting
Paragraph formatting provide us the facility to format the paragraph written in the document.
The paragraph formatting include the formatting features –
 Alignment – There are different alignments like left, center, rights & Justified.

 Line Spacing - In Line Spacing option you can change the spacing between the lines.
 Shading – In this option you can Color the background of the selected text or paragraph.
 Border – You can customize the border of the selected text or cell.
 Sorting options - In sorting option we can sort the text in alphabetical order or
numerical order.
 Numbering / Bullets – We can create bullet list or numbering list through this option.
 Indent – Indentation determine the distance of paragraph from either the left or right
margin.
Headers and Footers
Header & footer may be text or graphics printed on top & bottom of the document. Header is
printed on top margin area & footer is printed on bottom margin area.
Headers and footers are pieces of text or graphics that appear at the top and bottom of a page.
After you set up a header and footer, they will appear on all of your pages. You can add a
 page number to a header or footer, and Microsoft Word will automatically insert the right
page number for you.
To set up a header and footer for your document, click on the Insert tab at the top of Word.
Now locate the Header & Footer panel:
Footers
Microsoft Word allows you to insert page numbers into your document. This is done (usually) in
the Footer area of the page. The Footer is just the opposite of the Header. You can do the same
things with the Footer as you can with the Header. We'll see how to insert page numbers into the
Footer. Make sure the Design tab is select at the top of Word. Now locate the Navigation panel
again. Click the item that says "Go to Footer":

Multiple Columns –
With the use of multiple column option you can Spilt text into two or more columns. You can
select this option from Page layout tab.