SKY TECH COMPUTER COLLEGE

computer packages
Notes

INTRODUCTION TO COMPUTER
COMPUTER: is an electronic device or set of device that works under control of installed
programs. It accepts raw data from outside; it processes the data so as to give out information.
DATA: is any raw fact or figures that may not make sense to the user
INFORMATION: is the processed or refined product that can be understood by the user
QUALITIES OF THE COMPUTER
Automatic: this means that after the computer has been commanded to perform its task it
requires minimal human intervention.
Data processor: computer has been designed to receive raw facts and figures that may not be
meaningful to the user and then analyses it into information which the user can understand
Electronic: computers can be equated to household appliances such as the TV, radio,
cameras, etc by the fact that they have capacitors, transistors, chips, circuit boards etc
Accuracy: since they are programmed devices, the writing of the instruction will repeatedly
recur.
Efficiency: compared to any other machine, computer will utilize time and effort to achieve
high results
Secrecy: with the use of password
Versatile: Computers are multipurpose, they are compatible to accommodate and operate
devices of different technologies e.g: watching T.V
Advantages of computer
 Eases filing system in the office
 Speed
 Enhances communication
 Enhances business
 Enhances education through e learning and e teaching
 Enhances industrial production through computer aided manufacturer(CAM)
 Enhances entertainment
 Create self-employment

Disadvantages of computers
 Expensive
 Cuts down on employment especially when computers are introduced where manual
work existed
 Computers needs experts and skills to operate and maintain
 Health hazard e. g back ache, eye sight etc
 Volatile: they can lose huge and crucial information
 Sensitivity to dust, humidity, heat, water
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  Addictive especially in games, chatting
 Most computers need electrical power
 Computer have encouraged laziness due to over reliance

THE COMPUTER SYSTEM

Computer system comprises of all the parts that make computer phenomenon. There three
major parts of computer system:
 Hardware (devices)
 Software (programs)
 Org ware/ Live ware (user)
Org ware/ Live ware (user)
The user is a person who operates the computer
There are three experts
 Computer operator
 Computer programmer
 Computer designer

HARDWARE
Physical or tangible components of the computer are referred to as hardware. When the
computer is shut off, the hardware would remain visible. Hardware are sub grouped into four
components namely;
 CPU (processor)
 Input devices
 Output devices
 Storage devices

 CPU (central processing unit)

CPU also referred as the processor, is a small silicon chip housed inside the system unit of a
micro-computer which analyses raw data into information. It has been dubbed the computer
‘brain’ for it coordinates all the activities in the computer. The speed of the CPU is very
important for it determine the time to be taken and the amount of task to be carried out by the
computer modem CPUs range from P1-P4; whereby P4 is fastest. All input, output and
peripherals must be attached to the CPU via the motherboard of the system unit.
The CPU is sub-divided into three smaller areas;
 Control unit (CU)
 Arithmetic and logical unit (ALU)
 Main memory

 Control unit (CU)

Receive and analyses/interprets all instruction into the computer. Also delegates duties to all
other parts in the computer
 Arithmetic and logical unit (ALU)
Carries out all arithmetic/calculation in the computer. It also logically compares among the
operations in the computer.
 Main memory (MM)

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It is compartment that holds current data & instruction. It is refers to as the primary storage
within the computer. It is sub-divided into;
 ROM (read only memory)
It is the compartment once data has been written can ever be changed through ordinary
computer operation. It is stored permanently .it cannot be upgraded. Information is not
volatile I. e it cannot be lost in case of a black out. For this reason, most system file necessary
for computer booting are stored here.
 RAM (random access memory)
Also referred to as type write and ready memory.it is virtual memory. Information is
temporarily stored and thus volatile I. e it can be easily erased due to black out if not saved.
This memory is upgradeable or expandable thus increasing speed of the computer.
 Input devices
These are in the devices/ gadgets that enter data and instruction into the computer for
processing e. g keyboard, mouse, scanners, joy sticks, microphone and digital cameras.
 Output devices
These are the devices/ gadgets that relay the processed information out of the computer so
that the user can see, view, hear, read etc. example include monitor, visual display unit
(VDU) printer, speaker etc.
Storage device
These are devices/gadgets capable of holding processed information within the computer
example are:
 Hard disk (hard drive/drive c)
 removable devices such as
 Floppy/ diskette/ drive a
 CD compact disk
 DVD digital versatile disk
 Tape drive: resemble ordinary video tapes. They can be used to back up information /
data. They are highly durable.
 Flash disk: an external memory stick which can store huge amount of data. This is
becoming every ones mobile briefcase if not mobile office and thus rendering the
diskette.

STORAGE OF DATA IN COMPUTER

Storage is measured by bytes. Bytes are units which measure space occupied by data
information in the computer and storage device. One byte is made up of 8 bits. One bit is
made up of 2 digits i. e 1 and 0. In textual data, one byte is equivalent to one character.
1Bit =1 or 0
8Bits =1 Byte
1024 Byte =1 kilobyte
1024 KB =1 megabyte
1024 MB =1 gigabyte
1024 GB =1 terabyte

DRIVES AND MEMORY LOCATION

Drives

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Drives are gadgets that have the ability to store information: floppy drive (drive a), hard drive
(drive c), tape drive, zip drive, jazz drive etc.
Memory location
Memory location are compartment within the computer established to store information.
Example include; desktop, my computer, document, recycle bin, file folders etc.

SYSTEM UNIT
System unit is a metallic or plastic casing that houses or protects most of the major parts that
control and define the computer. All these smaller parts are attached to the main board called
mother board or system board. Even all the peripheral are attached to the mother wood at
the rare of the system unit. Mother board has multiple circuits that enhances transportation of
data and expansion slots that allow connection of additional parts. Some of parts found on
system unit are the CPU (processor), hard disk, drives, memory chip, cards, buses etc.

THE MOUSE
Mouse is an input device that enters instruction or retrieves commands out of the computer.
Mouse is an operating system that assist keyboard in operating computer. Mouse has two
buttons;
 Left mouse button LMB
 Right mouse button RMB
The LMB is the active button for it is after issue commands in to the computer. Is the inactive
button for it is not after use when the RMB is used, it is the retrieve commands out of the
computer.

How Mouse operators

An ordinary mouse has a rubber ball at its underside. The ball rolls in relation to how the
device is moved on a surface. There are two rollers that touch the ball and they roll as the ball
moves. Next to each roller is a sensor that checks the distance travelled, the direction moved
and the speed of the mouse pointer on the screen.
Techniques or action of the mouse
When the computer is operated and the mouse is used, one or more of the actions below must
be applied.
1. Click
This is briefly to press and release a mouse button so as to issue a command or select an item.
2. Double click
This is consecutively pressing LMB twice in order to issue command; i. e to open an item or
to highlight a word
3. Triple click
This is giving three consecutive taps to the LMB twice in order to issue command I. e to
highlight paragraph or an entire document.
4. Right click
This is briefly pressing the RMB (inactive button) on an item or on an area in order to
retrieve commands for application.

5. Click away

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It is pointing and clicking the active mouse button outside a selection or a displayed menu in
order to deselect or to do away with it.
6. Point / select
This is to move mouse pointer on an item then click the LMB
7. Drag/drop
This is to point, press and hold down the LMB on an item to move it from a position to
another
8. Highlight
This is to point and drag over a text so as to select the textual data for particular aspect.
9. Position cursor/ insertion point
It point between the characters so as to type a character
10. Resize objects
This is to point border handles of an objects and drug so as to increasing and decreasing its
size
11. Move/position object
This is to point and drug the object from one position to another
THE KEYBOARD
It is another input device used to enter textual data through typing in to the computer. It can
also be used to enter commands and instruction in the computer by pressing the keys. The
keys of the keyboard may be sub-grouped into the following categories:
1. ALPHA NUMERIC KEYS
These consist of;
The alphabets I. e (A-Z)
The numerals I. e (0-9)
The punctuation marks I. e (,.; :”)
The symbols I. e (# @ %)
The mathematical operator I. e (+-=/)
2. NUMERIC KEYPAD
This is positioned at the extreme right of the keyboard. It consists of the numerals the
mathematical operators and a few special keys. It is deal when dealing with calculations. It is
activated or deactivated by pressing the Num lock key.

3. FUNCTIONS KEYS
They include F1 through F12 and are positioned at the top most part of the keyboard. Their
purpose is to shortcut commands or they can be assigned some special duties. Sometimes
they are used together with keys to attain the duty e. g
F1 can retrieve help notes
F7 can be used to check spelling and grammar
F12 can be used to save
Alt +F4 can be used to close a program
4. ARROW KEYS
They are also referred to navigation keys. They are four of them; ARROW LEFT, ARROW
RIGHT, ARROW UP, ARROW DOWN.
Arrow keys facilitate horizontal and vertical movement to navigate through the cells; and can
be used with other keys to achieve the duty
5. SPECIAL KEYS

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These are meant to perform special duties either singly or used together with other keys e. g
a) Enter key
These are two enter keys. Duties are:
 Executes commands
 Acquires the next line when typing
 Explores a folder I. e (ctrl + shift + enter)
 Crate space between the lines
A. Caps lock
Interchanges between uppercase and lowercase and vice versa
c. Space bar
It is the biggest key on the keyboard. It creates a single character space between words.
d. Delete key
Delete/ erases characters and spaces at the right of the cursor I. e forwards
Also erases selected items and text
e. Tab key
Creates set intervals between characters, word, text etc.
Navigates through the cell forwards
Navigates through the dialog box
f. Shift key
Normally used with other keys e. g
Highlight text (shift + arrow key)
Acquires upper character in a double character key. This is a key on the keyboard where two
letters or values are place
Momentarily acquires the upper case or lowercase when typing
g. CTRL (control) key
It is always used together with other keys to achieve duties.it has the biggest combination of
keys in Ms. Window e. g
Ctrl +A highlight all
Ctrl +C copies
Ctrl +S saves
Ctrl +P prints
Ctrl +V pastes
h. Alt (alternative) key
Also used with other keys e. g
Alt +F display file menu
Alt +w displays window menu
Alt +F4 closes a running program
i. Esc (escape) key
Clears a display menu or dialog box displays start menu with ctrl I. e ctrl + esc
j. Print key
k. Home key
Takes cursor to the beginning of the line
Take cursor to the beginning of document I. e ctrl + home
l. End key
Takes the cursor to the end of the line
Takes cursor to the end of the document I. e ctrl +end

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n. Page up
Scroll/ moves the page up
o. Page down
Scrolls/ moves the page down

STEPS TO START A COMPUTER

 Switch on the mains switch
 Switch on the UPS (interruptible power supply) if available
 Switch on the system unit
 Switch the monitor
 Wait for the booting process to take place
 Click the user account
 Type the password if applicable
STEPS TO SHUT DOWN THE COMPUTER
 Save and close all running program
 Log off the user account
 Click the start button
 Click shut down
 Wait for the closure
 Switch of the monitor
 Switch off the UPS if any
 Switch off the mains

BOOTING OF THE COMPUTER

It is the process by which the computer loads the system file to prepare it elf for the org ware
to operate when power has been run into the system. This process makes the computer
undergo power on self-test (POST) to make sure the computer system is complete- no
important hardware or software is missing.
Types of booting
 Cold booting
This is turning on the computer by pressing the power button on the system unit and turning
it on again.
 Warm booting
This is forcing the computer to restart in order to rectifying minor errors within the system. It
is done by pressing ctrl + alt + Del keys. When this process repeated the computer restart.

There are various choices for closing or suspending a session

 SHUT DOWN: Close all open programs and services before powering off the
computer
 STANDBY/SLEEP: save the current session to memory and put the computer into
minimal power State
 HIBERNATE: save the current session to disk before powering of the computer
 LOG OFF: close all open program and services started under the user account but
leave the computer running

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  SWITCH USER: log on to another user account, leaving programs and files under
the current account open
 LOCK: Secure the desktop while leaving the running programs
 RESTART: close all open programs and services before rebooting without powering
down (a soft reset)

SOFTWARE
Software are the intangible component of the computer. They cannot be seen but only their
results. Software are programs. Program are sets if instruction in electronic language, written
to instruct the computer hardware on what to do and how to do it.
Types of software
 System software
 Application software

SYSTEM SOFTWARE
These are programs concerned with the effective performance of the computer hardware.
They aid org ware handle/ operate the computer. They act on the user’s requirement as he/
she commands them. Some control various programs in order to achieve a certain duty.
System software can be grouped into;
1. Operating system software
Operating system (OS) is a complex amalgamation of programs which controls the execution
of the user applications. It enables the user access hardware and software resources of the
computer. They control, and coordinate most of the computer operation. OS could be single
tasking or multi- tasking, single user or multi - user, and command base interface, menu
driven interface or graphical user interface.
Functions of OS
 Job scheduling
 Resource control and allocation
 Input/ output handling
 Memory management
 Error handling
 Job sequencing
 Interrupt handling

Example of OS
 Microsoft windows
Windows has version such as
 Ms. Windows NT
 Ms. Windows me
 Ms. Windows 2000
 Ms. Windows’s xp
 Ms. Windows’s vista
 Ms Windows 7
 Ms Windows 8
 Ms Windows 10 etc.
 Microsoft dos (disk operating system)
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 UNIX
 Linux
 Macintosh (mac OS)
2. Language translators
This system software electronically translates one language to another through a machine.
Language is computerized
3. Utility/ service system software
These special system file that render services commonly applied tasks within the computer.
These task include copying, sorting, file handling, disk management etc.
4. Communication system software
Enhances communication or interaction between people through machines e. g phone dealers,
network connection, internet etc.
APPLICATION SOFTWARE
These are program that enable the user to perform and achieve results from any perturbing
problem I. e they are applied by user to achieve a certain duty/ task.
Classes of application software
 User application
 Application packages
User application
They program designed for the computer user according to his/her specifications; there for
referred to as tailor-made. They are written by ordinary programmers for their client.
Application packages
These are ready made programs. They are complex for the keenly manufactured to
accomplish several tasks. They are directly bought form the shop installed into the computer.
Sub-classes of application packages
 Word processor
These are designed to edit textual data. There is a lot of typing and formatting in this sub
class. Example include MS word, word perfect, word star, word pro etc.
 Spreadsheets
These are designed to create and manipulate numerical data. Here formulas and functions are
utilized to enable calculation. Example MS excel, lotus 1-2-3, VisiCalc, VP planner etc.
 Database
These are used to create, organize, store and manage huge amount of data. Example include
MS access, dbase I-IV, paradox, fox pro etc.
 Presentation
These help to prepare notes and graphic in an artistic manner by a presenter intended to a
certain audience. Example include MS power point freelance graphics etc.
 Graphics and design
They also referred to as desktop publishing (DTP’s) because they were traditionally used for
publishing purposes. They highly employ both text and graphics. Example are Corel draw,
adobe page maker, Microsoft publisher, adobe photo shop, adobe illustrator etc.
 Accounting packages
They are meant to tackle and simplify the accounting aspect such as the ledgers, balance
sheet, assets, stock, report, chart etc. example are quick books, quicken, sage line 50, pastel
etc.
MALWARE
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Short for malicious software, is any software used to disrupt computer operation, gather
sensitive information, or gain access to private computer systems. Malware is defined by its
malicious intent, acting against the requirements of the computer user, and does not include
software that causes unintentional harm due to some deficiency. The term badware is
sometimes used, and applied to both true (malicious) malware and unintentionally harmful
software

Probably the most well-known and most common type of malware,

Viruses consist of harmful programs designed to infect legitimate software programs. Once
a person installs and runs the infected program, the virus activates and spreads itself to other
programs installed on the computer before taking further action such as deleting critical files
within the operating system. Similarly,

Computer viruses are small software programs that are designed to spread from one computer
to another and to interfere with computer operation. A virus might corrupt or delete data on
your computer, use your e-mail program to spread itself to other computers, or even erase
everything on your hard disk.

Computer viruses are often spread by attachments in e-mail messages or instant messaging
messages. That is why it is essential that you never open e-mail attachments unless you know
who it's from and you are expecting it.

Worms are stand-alone programs that are able to transmit themselves across a network
directly. Unlike a computer virus, worms do not need to attach themselves to an existing
program. However both types of malware can cause severe damage by exploiting shared files
and databases.

Other malwares

Trojan Horse. Similar to Greek mythology, Trojans present themselves as harmless, useful
gifts, in order to persuade victims to install them on your computer. Thus, Trojans typically
appear as regular software. The catch is that the Trojan comes bundled with other software
that often includes a backdoor allowing unauthorized access to your computer. Trojans do not
attempt to inject themselves into other files or applications like computer viruses instead, they
use tactics such as drive-by downloads or installing via online games in order to reach their
targets.

Adware and spyware. Though not technically fitting into the virus category, at times these
programs may invade your privacy, contain malicious code and at the very least become a
nuisance. Adware is a form of financially supported malware that usually presents itself as
unwanted advertisements to the user. The Internet is filled with these types of programs that
can hijack your PC for profit, most are hidden inside so-called “free” downloads and pop-up
ads that forcibly install software on systems with active vulnerabilities.

Similarly, spyware is a type of malware that surreptitiously gathers information and

transmits it to interested parties. Information gathered includes the websites visited, browser
and system information and IP address. Spyware does not have any infection mechanisms

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and is usually dropped by Trojans. Once dropped, it installs itself on the victim’s computer
and will begin collecting information silently as to avoid detection.

A zombie works in a similar way to spyware. The difference is that a zombie does not
usually collect information from the computer. Instead, it just sits there waiting for
commands from a command-and-control server controlled by the attacker. Attackers infect
tens of thousands of computers, turning them into zombies and then issuing commands so
that all of them instantaneously send network requests to a target host, overwhelming it with
traffic also known as a DDoS attack or distributed denial of service.

SAFETY PRECAUTIONS TO THE COMPUTER AND THE LABORATORY

Computer are very sensitive, delicate, volatile and even expensive; therefore it is important to
note some safety precautions when handling them so that may serve longer and better:
1. Proper hardware assembling
2. Proper power management; include an uninterruptible power supply (UPS)
3. Cover your computer system when not in operation to avoid dust, water etc.
4. Do not bang computer devices
5. Do not eat or drink from computer lab
6. Do not run about the computer lab
7. Ensure sufficient ventilation in the lab
8. Protect computer from direct heat
9. Ensure clean environment
10. Burglar proof doors and windows are important to prevent theft
11. Ensure regular servicing to the computer
12. Handle the diskette and CDs carefully
13. Do not place gadgets on the edges to avoid falling
14. Do not interfere with computer setup
15. Do not open the computer devices unless you are computer technician
16. Do not entertain foreign hardware and software to prevent virus infection

FACTORS TO CONSIDER WHEN BUYING A COMPUTER

 The processor speed
 The hard disk capacity
 The memory RAM size
 The purpose of the computer user needs
 Warranty
 Portability
 Upgradeability and compatibility
 Documentation (operation manual)
 New or used
 The cost
FACTORS TO CONSIDER WHEN BUYING SOFTWARE
 Authenticity
 Reliability and security
 User friendliness
 The purpose of software

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  Warranty
 Portability
 Compatibility and system configuration
 Documentation (operation manual)
 The cost

MICROSOFT WINDOWS
Window is a multi-user and multi-tasking operating system characterized by the graphical
user interface (GUI). It is multi-user for more than one user can operate at a go; it is multi-
tasking one can open and run several tasks at one particular time.
GUI means between the user and the computer MS windows bears graphics or pictures that
represent items so as to guide the user. MS Windows is said to be user friendly especially
when compared to other operating system. MS window is designed to operate application
programs such as micro soft word, micro soft excel, micro soft access etc. it also supports a
number of operations and hardware. Version of MS windows have been seen earlier in
introduction.

COMMON FEATURES IN MS WINDOWS

Windows has an outstanding feature known as WIMP; (window, icon, mouse, pull down/pop
up menu)
Window
The working area where the user places data is called window. Each running program opens
with a window which is normally a clear space enclosed by borders.
The borders (toolbar) provide the user with working tool or technically said commands
Icon
These are pictorial representations of item within the computer. Items involves file/document.
Folders, memory location, drives, windows interface shall be shown by its icon and a label
(name).
Mouse
It is a input devices used to enter data and commands into the computer. It is a unique feature
within MS windows operating system that assists the keyboard in inputting.
Pull down/ pop-up menus
In computer menus are lists commands. Pull down menus are obtained after clicking a menu
at the menu bar. Different command shall be displayed after different menus are clicked. Pop-
up menus are obtain after right click on the space or on a item. Different commands shall be
displayed depending on different places or item right clicked.
DESKTOP
This is usually the first screen/display that will appear the moment the computer is turned on.
It usually displays icons/items such as my computer, my document. Recycle bin or any other
item as the user may choose. It is a memory location that has been customized to help the
user place and access item with much ease.
DESKTOP WINDOWS
It is the typical working environment in micro soft windows operating system whereby any
program it runs should bear.
Various parts of desktop window
 Window
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This is the working/ typing area. Data (text and graphics) is placed here.
 Title bar
It is the uppermost strip of the desktop window. it contain the title of the running program,
the name of the open document/ file and the resizing button.
 Menu bar
This strip contain docket/ menus for commands. It is clicked to show a list of commands
whereby one command is chosen and applied at a time e. g file menu, edit menu, view menu
etc. menu bar also contains closing button (X) for the document/ file.

 Status bar
This displays the current activities of the running program; for instance if MS word is
running the status bar shall display the current page, section, line, column etc.
 Scroll bar
These are two
 Vertical scroll bar (VSB)
Facilitates up and down movement of the working area
 Horizontal scroll bar (HSB)
Facilitates the left and right movement of the working area
 Tool bars
Tool bar are strips that provide the user icons meant to shortcut often applied/ used
commands. There could be several toolbar placed on the screen depending on pro running or
the task being performed but are two universal toolbars which are found almost all the basic
application programs.
 Task bar
It is the strip at the bottom of the desk top window. It bears the start button, all running
programs, system calendar, system clock etc.
DIALOG BOX
These are electronic form whereby the computer user is supposed to enter details in order the
computer to complete the duty assigned. This happens when the computer needs the user to
choose from the list of items or aspects.

Components of dialog box

 Check boxes
These are small square shaped controls with labels for what aspects they stand for. They
provide us with aspects to pick for application. The user is allowed to pick one or more check
boxes.
 Option button
These are round shaped controls with labels for what aspect they stand for. They provide us
with options to choose from; but only one aspect at a time unlike check box.
 Combo box
It is a list of aspect that the user can choose from one at a time. The user is also given a
chance to add an aspect.
 List box
Also a list of aspect just like combo box, when the user can choose an aspect one at time but
cannot be allowed to add an aspect.
 Text box
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These are plain space sometimes with a blinking cursor where the user will be required to
enter some text. Sometimes the text box contains a defaults text which may be edited or
entirely replaced.
Command button
These are provisions or controls for instruction that user applies for the computer to either
execute or terminate a specific duty. Example shall be seen yes or no, OK or cancel, save,
close etc. to apply command buttons: point then click.
Selection tab
These are stores or dockets for aspects. They see on the menu bar of the dialog box by its
name. They occurs in a chain. They design overlapping sheets to utilize the limited space of
the dialog box.
Preview window
This is space on the dialogue box displays all the activities being applied by the user on a
particular text.
COMPUTER SETTING
These is a process of configuring the windows appearance in relation to the computer
hardware or software being applied. Item that can be set/ configured include the display (the
monitor), mouse, task bar, date and time, network connections, user accounts, keyboard etc.
General steps for computer setting
 Click start button
 Click control panel
 Select the item to configure
 Do the necessary changes
 Click apply click ok
Setting individual items
Note: all the computer setting are basically accessed from the control panel
Setting screen saver
This is a program which is set to run automatically when a computer has been idle for a set/
specified duration.
Importance of screen saver
 Security to information from intruders
 Protect the screen from tear and wear
 For advertisement
 Entertainment
Steps to set a screen saver
 Click start button
 Click control panel
 Click appearance and personalization
 Click personalization
 Click screen saver
 Select type of screen saver
 Apply the settings
 Click apply
 Click ok
Setting background/wallpaper

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Wallpaper is the background pattern or picture against which desktop menus, icons, and other
elements are displayed and moved around. A wallpaper image can be in a JPEG or a GIF file
format.
 Click start button
 Click control panel
 Click appearance and personalization
 Click personalization
 Click desktop background
 Select a background to apply
 Save the changes and close
Setting date and time
 Click start button
 Click control panel
 Click appearance and personalization
 Click clock, language and region
 Click date and date
 Click change date and time
 Adjust time and date appropriately
 Click ok
 Click apply
 Click ok
USER ACCOUNT
User account is facility that allows the computer user personalize (make private) some item
and operations especially where the computer is shared or operated by more than one user.
There are two types of user account:
 Administrator account
 Limited account
Administer account allow the user to change all the computer setting but the limited account
do not. The prevention/ security is ensured by creating a password to an account
Create a new user accounts
 Click start button
 Click control panel
 Click user accounts
 Click user accounts
 Click manage another account
 Click create a new accounts
 Type the name of the account
 Choose the type of the account
 Click create account
Create password for an account
 Click start button
 Click control panel
 Click user accounts
 Click user accounts

P a g e | 14 Compiled by Mr. Davies Kiyaka

  Click manage another account
 Select account to apply the password
 Click create password
 Type password and retype it again to confirm
 Click create password
Delete the user account
 Click the account
 Click delete the account
 Click delete the files
 Click delete the account
Switch between user accounts
 Click start button
 Click log off/switch user
 Click switch user
 Click the user’s name
 Type the password
 Press enter key
ARRANGING WINDOWS
Windows are the working environments. When several are open to run concurrently, it is
important to arrange them in some style to enhance easy access when working from one
window to another. There are two types’ windows on a typical program.
 Mother/ program window
 Document/file window
Style of arranging program windows
The user is allowed to choose any style that is friendlier to work with. Otherwise all the style
are just as good.
Vertical tilling/side by side
Programs shall be arranged left to right standing upright next to each other on the screen.
Horizontal tilling/stacked
Windows are arranged running across the screen one below each other on the screen.
Cascading
This overlaps the windows one behind each other from top – left to the bottom- right of the
screen leaving out only the title bar.
Steps to arrange program windows
 Open all the program to run concurrently
 Right click on free space on the taskbar
 Click on the style of the arrangement
Steps to remove a style/ arrangement
 Right click on a free space on a taskbar
 Click undo (current style)
Arranging document windows
Document windows are the individual working areas on a particular program.
Steps to arrange document windows
 Open the mother program
 Open the document to run concurrently

P a g e | 15 Compiled by Mr. Davies Kiyaka

  Click view
 Click arrange
 Click a style
 Click ok
To activate a window from an arrangement
To activate means to ready a window in order to work on it.
Steps
 Click on the title bar
OR
 Click inside the working area of the window
Move and position a window
Doing this means the user does not want to arrange the windows conventionally but his/ her
way
Steps to move and position a window
 Restore the window in question
 Click and hold the LMB
 Drag and drop to a desired position

WINDOWS EXPLORER
This is a program in windows operating system that enables the computer user to organize
and manage all the items within the computer. This program explores the entire items (drives,
folder, sub folder, files/ documents, shortcuts etc.) in hierarchical manner. Window explorer
is divided into 2 parts; folder’s list and contents’ list.
Open windows explorer
Method 1
 Right click start button
 Click explore
Method 2
 Right click any folder or drive
 Click explore
Method 3
 Select a folder or drive
 Press ctrl+ shift+ enter keys
Folder’s list
This is the left part of the windows explorer. It displays all the drives, folders and sub folders
either expanded or collapsed
Content’s list
This is the right part of the window explorer. It displays the contents (drives, folders, sub-
folders and files) inside a selected item on the folder list.
Expand a folder
Any folder with other folders inside is referred to main folder or parent folder. It will be
shown with positive sign (+) to the left of it icon in the folder list
Click the positive sign to expand the folder and sub folders displayed below it.
Collapse a folder
This is hiding the sub folders back to the main folder if they were expanded
Click the negative sign (-) to the left icon of the main folder to collapse the folder

P a g e | 16 Compiled by Mr. Davies Kiyaka

Steps to view the contents of a folder
Select the folder on the folders list
Observe the “contents list”
To arrange item within a location
Item can be arranged in the following ways:
 By name
 By type
 By size
 By modified
 By group
 By auto arrange
Stapes to arrange items
 Open the location with the items
 Click view menu
 Point arrange icon by
 Click the type of arrangement
View item with location
Item can also viewed in the following ways:
 By thumbnails
 By tiles
 By details
 By icon
 By list
Steps to view items
 Open the location with the items
 Click view menu
 Click the style to view with by
ACCESSORIES
These are down scaled programs that come with an operation system and are used to achieve
specific tasks. Examples: CD player, paint, calculator, address book etc.
Steps to open accessories
 Click start button
 Point all program
 Point accessories
 Click one
 Accomplish the task
FILE FOLDERS
They are memory location set apart in the computer to enable storage under management of
files and even other folders. They referred to as file folders simply because they are often
used to store files. The user is permitted to create the folders. Once a folder has been created
it can opened, closed, copied, cut etc.
Steps to create file folders
Creating FF on the desktop
 Right click on the black space on the desktop
 Point new

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  Click folder
 Type the name of the folder
 Click away
Creating FF from windows explorer
 Open windows explorer
 Select the location into which to create the new folder (on the folder list)
 Click file menu
 Point new
 Click folder
 Type the name of the folder
 Click away
Creating a sub folder
 Open the main or parent folder
 Point new
 Click folder
 Type the name of sub folder
 Click away

FILE AND DOCUMENTS

Files
File is a collection of related data that initially has been created in random access memory
and stored in a particular memory location. File contains basic information for storage from a
source program.

Document
Document is the data within the random access memory before it has been saved
Creating file
Creating files from a source program
 Click start button
 Click a source program
 Enter or type the data
 Save the document by giving it an appropriate file name and choosing a known
location
Creating a file on desktop
 Right click a blank space on the desk top
 Point new
 Click the folder
 Click a source program
 Type an appropriate file name
 Click away
 Open the file
 Enter/ type data
 Save the changes
Creating a file into specific file folder
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Open the file folder
Right click bank space
Point new
Click file to create
Type name of the file
Click away/press enter key

TO SELECT ITEMS
This is to particularize items from a list of others for a particular task such as opening,
copying, cutting, deleting etc.
Ways of selection
Single selection
Method 1
 Point and click the item
Method 2
 Press tab key and arrow keys
Selective selection
 Press and hold down shift key
 Point and click the needed item
 Release the ctrl
Group/ list selection
Method 1
 Select the 1st item
 Press and hold down shift key
 Click the last item
Method 2
 Click and hold LMB on the 1st item
 Drag over to the last item

Entire selection
Method 1
 Select the 1st item
 Press and hold down shift key
 Press A key
Method 2
 Click edit menu
 Click select all

TO OPEN ITEM
Opening is identifying and accessing an item within the computer either for viewing or for
the purpose of working on it.
Steps to open items
Method 1
 Right click the item

P a g e | 19 Compiled by Mr. Davies Kiyaka

  Click open
Method 2
 Double click on the item
Method 3
 Select the item
 Press enter key
Method 4
 Select item
 Click on file menu
 Click open
Method 5
 Click start button
 Click run
 Type the name or browse the items path
 Click ok
COPY İTEMS
Copying is duplication of items from the original copy. It is important for copying saves time
of recreating similar item
Steps to copy
Method 1
 Select the item of copy
 Click edit menu
 Click copy
 Click edit menu again
 Click paste
Method 2
 Right click on the item to copy
 Click copy
 Right click bank space
 Click paste
Copying in windows explorer
 Select the item to copy
 Click edit menu
 Click paste
Copying from one location to another
 Open location one
 Select item to copy
 Click edit menu
 Click copy
 Open location two
 Click edit menu
 Click paste
Multiple- copying of items
This is duplication of more than one item. This method is even better than ordinary method.
Steps to multiple copy
P a g e | 20 Compiled by Mr. Davies Kiyaka
Method 1
 Select the item to multiple copy
 Right click the selected items and do not release the RMB
 Drag the mouse
 Click copy here
Method 2
 Select all the item to the multiple copy
 Click edit menu
 Click copy
 Click paste
CUTTING ITEMS
Cutting is moving the items from one position to another or from one location to another
Steps to cut
Method 1 (from one position to another)
 Right click on the item to cut
 Click cut
 Right click the position to place the cut item
 Click paste
Method 2 (from one location to another)
 Select the item to cut
 Click edit menu
 Click cut
 Indicate the location to place the cut item
 Click edit menu again
 Click paste
DRAG/ DROP İTEMS
This will transfer items from one position to another or from one location to another. It is
more or less like cutting of items.
Steps to drag/ drop
 Click and hold down the LMB on the item
 Move the mouse to drag to the desired position or location
 Release the mouse button to drop the item

RENAME İTEMS
This is giving different name to an item in cases of correction or after changing contents
within the item.
Steps to rename item
Method 1
 Right click the item to rename
 Click rename
 Type the new name in the blinking cursor
 Click away
Method 2
 Select the item to rename
 Click its label
P a g e | 21 Compiled by Mr. Davies Kiyaka
  Type the new name in the blinking cursor
 Click away
Method 3
 Select the item to rename
 Click file menu
 Click rename
 Type the new name in the blinking cursor
 Click away
DELETE ITEMS
Deleting is erasing or doing away with unwanted items from their original locations to the
recycle bin. Items that can be deleted include folders, files, shortcut etc.
Steps to delete items

Method 1
 Select the item to delete
 Press delete key
 Click yes to confirm
Method 2
 Right click the item to delete
 Click delete
 Click yes
Method 3
 Select the item to delete
 Click file menu
 Click delete
 Click yes
Method 4
 Drag the item to delete
 Drop it on the recycle bin icon
THE RECYCLE BIN
It is kind of memory location usually found on the desktop where all deleted items are stored
temporarily waiting for retrieval or permanent deletion.
Retrieving item from recycle bin if an item has accidentally been deleted. It can be retrieved
back to its original location.
Method 1
 Open the recycle bin
 Select the item to be retrieved
 Click file menu
 Click restore
Method 2
 Open the recycle bin
 Select item to retrieve
 Right click on selected item
 Click restore
Permanent deletion
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Permanent deletion completely does away with item out of the computer memory. This
deletion is important for it clears the computer of space for storage.
Method 1
 Open the recycle bin
 Select the item to permanently delete
 Press delete key
 Click yes
Method 2
 Open the recycle bin
 Click empty recycle bin
Method 3
 Open the recycle bin
 Select the item
 Right click the selected item
 Click delete
 Click yes
Method 4
 Right click the recycle bin icon
 Click empty recycle bin
 Click yes

P a g e | 23 Compiled by Mr. Davies Kiyaka

 INTERNET & E-MAIL
Internet is an interconnection of PCs throughout the world by use of ordinary
telecommunication lines and modems or just satellite signals. Other names associated with
internet;
 Information super highway
 Cyber space
 The net
INTRANET
It is network which is localized within an organization or a department using server to
interconnect several computers.
EXTRANET
A network that would link computer across geographical regions is referred to as extranet.
Purpose of internet, extranet and intranet
The entire purpose of any interconnection is to access and share scarce information and
resources conveniently irrespective of distance and location. All this is because the human
beings want to save time and money yet enjoying the comfort of accessing volumes and
volumes of information and resources.
COMMON TERMS USED IN INTERNET
1. Webpage
This is a single document/ page within the internet. It could be a text, picture, sound or a
video. In the internet the user gets required webpage and number of hyperlinks to link to
other related web page.

2. Web site
This is collection of related webpages, well organized and maintained by an organization, an
academic institution or government agency. A individual can also create, organize and
maintain his/ her own web site.
3. Home page
It is usually the first welcoming page that appears when you open the internet browser or a
web site or even the first webpage of the email account. The home page is customized or set
to meet the user’s preferences.
4. History
This comprises tracks of all web pages that has been viewed previously on connected
computer, it enable the user go to specific information instead browsing afresh.
5. Hyper link
This is a special address that connects two or more related web pages in a website. It is
usually an underlined text, a button or a picture which when clicked opens the link page.

6. Uniform resource locator (URL)

It is unique address assigned to each webpage or website within the internet for identification,
it could be easy to display any webpage if you knew its URL, but in most cases the URLs are
complex and it is hard to master them off head e.g. www.google.co.ke

P a g e | 24 Compiled by Mr. Davies Kiyaka

Parts of a URL
Protocol name
Protocol is language that enables a computer to speak to one another if they are
interconnected
It involves a set of rules and standard that enable computer to exchange information
smoothly.
Site location
It indicates where the site is in the internet or elsewhere.
Name of organization
It indicates the company or organization whose server controls the website.
Extension/ suffix
This indicates the nature of organization or company: Whether commercial, academic,
educational, military, and governmental etc.
7. Favorites
A collection of selected files by the browser if file are found to be necessary for future
retrieve are kept in the favorite’s folder. It’s a provision within the internet where the user
may create folders to store often accessed files.
8. Address bar
A space where the URL can be typed before a search is initiated
9. Search button
It is clicked after the keyword have been typed to begin the search to initiate the search.
10. Go button
The go button is clicked after a URL has been typed to open the website. The enter key can
be pressed to serve the purpose.
11. Stop button
Clicked to end a search that may have taken more than enough time or wrong request has
been made.
12. Refresh button
Clicked to re-open a webpage incase the page is not being displayed and the server or the
connection may have some problem.
13. Home button
Take the user to the home page or mail home (inbox page) of own account.

BROWSING/ SURFING
Browsing is accessing and collecting different information bit by bit from the internet.
Surfing is finding out what new or what is out there in the net. Look at it in this perspective
on one hand a student of ICT or IT may learn in class about the architecture of the CPU and
later goes to the internet for further notes.
Steps to browse/ surf the net
 Turn on a connected computer
 Open the web browser as any other program
 Type a keyword in the search box
 Press enter key
 Use the link appropriate to relate information
 Print the information if necessary

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  Keep the selected webpages in favorite’s folder
 Download the important information to the computer, diskette, and flash disk etc. as
take away information.

Logical operators
They are words attached to keywords in the search box to narrow a search. These are AND,
OR, NOT among others, let’s assume we are searching for political using logical operators it
would be as follows
POLITICS AND AFRICA
This will search for politics only in Africa
POLITICS OR AFRICA
This will search for anything politics and anything Africa
POLITICS NOT AFRICA
This will search for anything politics and nothing in Africa
Some common search engines
 Google
 Yahoo
EMAIL ACCOUNT
Email stands for electronic mail. It is an address given to a individual or an organization after
registering to be a member of the internet through some host. It facilitates communication
among members of the internet.
Email account breakdown
ID (identity)
This is the name that identifies individual to the internet
Set up (@)
Indicate where the ID or the browser is hosted
Host
The organization that maintains the server to act as link between the internet and the
members. It is ideal because it has a large storage capacity for electronic mails being
exchanges. Most of the hosts are search engines.
A search engine is an organization with powerful software that can delve into the internet and
retrieve the requested information. E.g. yahoo, Google, Hotmail etc.
Separator/ period
It puts distinctions between the host and the type of institution the host is.
Extension/ suffix
Indicates the nature of the host
OPENINNG AN EMAIL
Sign up
This is getting registered as a new member in the internet through some host. One can acquire
as many email accounts as possible, but remember each email accounts must be activated
often; otherwise it will be inactivated together with the mails.
Steps to sign up
 Open the web browser on a connected computer
 Identify and open host
 Click sign up link button
 Fill in the registration form and submit it

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Sign in
This is identifying oneself to internet by typing in the identity and the password. It is actually
opening one’s email account.
Steps to sign in
 Open the web browser e.g. internet explorer
 Open the host
 Click sign in link wherever it may be
 Type the ID
 Type the password
 Click sign in button or press enter key
To check and read mail
Most of incoming mails are kept in the inbox folder.
Steps
 Click inbox folder or inbox link
 Click the subject of mail to read
 The user may delete, reply, forward, mark, save, move or spam a mail
 Click back to message or next or previous to read another mail

Folders in email account home

Email accounts home is the main webpage in someone’s email address because the main
purpose of this facility is to enhance exchange of mails. There are several folders in this
webpage:
Inbox folder
This contains most of the incoming mails. These mails according to the host are genuine or
worth. The account holder may also move chosen mails into this folder.
Sent folder
Automatically the host keeps copies of all composed and sent mails into this folder for some
duration of time.
Draft folder
In this folder the accounts holder keeps the copies of selected mails for reference or re-use.
Bulk folder
It contains mails that have been suspected by the host as spam. Spam is any unsolicited mail
that could contain virus, scary message, or even trivia, the account holder is advised not to
open these mails to avoid any harm to the computer or even to self.
Trash folder
All deleted mails are kept here, if completely these mails are not needed the holder may
empty the folder.
My folders
These are customized folders set apart for the account holder to create and move specific
mails for organization. Therefore, there could be mails folders for family, friends or job.
Steps to compose a mail
 Click compose button
 Indicate recipient address
 Indicate CC and BCC if any
 Type the subject for the mail

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  Edit and format the mail if necessary
 May attach a file
 May save draft copy
 Click send button

FILE ATTACHEMENT
These are details already created in their respective source programs or already existing
within the internet and should accompany the email.
Importance of attachment
 Saves ordinary time for creating such document
 Variety selection of items from the internet
 Save air time and thus save money
Point to note before file attachment
 The file to attach to the mail should be composed before hand
 If the file to attach will come from the internet it should be browsed for before hand
Steps to attach file
 Click attach file button
 Click browse button to identify the file
 Select the location with the file
 Select the file to attach
 Click open
 Click attach file and wait for attachment
 Click attach more file
 Click back to message
 Click send button

INTERNET ETIQUETTE
Internet is designed and improved every day to save time and energy to the user. Etiquette is
the manners by which the user will conduct himself when online, therefore it is important to
observe some conduct that may hinder the purpose of internet.
 Brief and precise to deliver messages
 Prepare or browse for attachments before hand
 Use short forms if possible e.g. its, coz
 Avoid retrogression or repetition
 Stick to the point when browsing or surfing
Sign out
This is ending the browsing session within the internet. It closes ones email account. It is
important because it saves money and preserves secrecy.
Steps to sign out
 Click sign out button wherever it may be or
 close the web browser
BENEFITS OF INTERNET
Communication
Email enable people around the world send, receive and reply an electronic mails. This is
faster more convenient and even cheaper than the ordinary mails.
Information
P a g e | 28 Compiled by Mr. Davies Kiyaka
 The internet provides information virtually on every topic; be it politics, science, religion etc.
at reduced cost.
Programs
Computer wizards can find and retrieve volumes and volumes of application programs
including anti-virus which are designed, dispatched and downloaded from the internet either
free or at cost.
Entertainment
People can watch, matches, play games, listen to radio stations etc.
Discussion/ chat group
This involves internet browsers with email accounts who might be strangers or even friends,
they pick on a topic and then privately or publicly discuss it. The discussion may be serious.
E-commerce
This is business over the internet or online. It enable ordering of goods and services over the
internet and delivery don without the customer leaving the office desk or the home
compound.
Advertisements
Because of millions of internet browsers are hooked on the net, companies find it ideal to
market their products to broader clientele.
E-teaching/ E-learning
On one hand academic institutions have moved at higher gear to deliver education to
student’s online thus reducing congestion in their scarce physical facilities.
While on the other hand the students have embraced the move by enrolling more for
travelling and accommodation costs have been slashed
E-banking
With EFI (electronic fund transfer) and other electronic facilities financial institutions have
made it easy for their customer to make transaction very conveniently
DISADVANTAGES OF INTERNET
1. Moral decay
The ever booming pornography material online especially to children live them hanging on
the verge of high cliff.
2. Fraud
Financial institutions lose millions daily to hackers who break into their system codes and
make away with huge sums of money.
3. Addiction
Game players, chatters, movie watchers etc. waste crucial hours on computer at the expense
of their daily chores.
4. Anti-social community
Man- made machines make people not to communicate face to face. This has in itself the
physical interaction among friends and family members, many being left loners.

FACILITIES REQUIRED TO CONNECT THE INTERNET

1. Personal computer (PC)
The PC should have:
 High speed processor
 High capacity disk
 High quality monitor

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 2. Web browser
This is software that enables access to the internet e.g. internet explorer
3. Modem
A gadget or device that translates information from digital to analog and vice versa, it is two
words;
Modulator and demodulator. Modem speed should be high at least 56mps.
4. ISP (internet service provider)
It is a commercial organization that provides connectivity to the internet to its clients. It
maintains security to its clients and also provide support service.
Example of ISPs in Kenya
 Wananchi online
 Access Kenya
 Kenya data networks(KDN)
 Jamii telkom
 Swift Kenya
 Ken stream
 Form net
5. User name
Registration name given to the ISP before connection and registration
6. Password
Secret coding to ensure security to one’s account.
7. Web server
Computer or machine with certain software to enable answering of requests for documents
from clients over the internet.

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PICTORIALS OF COMPUTER HARDWARE’S

COMPUTER KEYBOARD SHORTCUTS

Ctrl combination shortcut keys
Key Description
Ctrl+PgDn Switches between worksheet tabs, from left-to-right.
Ctrl+PgUp Switches between worksheet tabs, from right-to-left.
Ctrl+Shift+& Applies the outline border to the selected cells.
Ctrl+Shift_ Removes the outline border from the selected cells.
Ctrl+Shift+~ Applies the General number format.
Ctrl+Shift+$ Applies the Currency format with two decimal places (negative numbers
in parentheses).
Ctrl+Shift+% Applies the Percentage format with no decimal places.
Ctrl+Shift+^ Applies the Scientific number format with two decimal places.
Ctrl+Shift+# Applies the Date format with the day, month, and year.
Ctrl+Shift+@ Applies the Time format with the hour and minute, and AM or PM.
Ctrl+Shift+! Applies the Number format with two decimal places, thousands
separator, and minus sign (-) for negative values.
Ctrl+Shift+* Selects the current region around the active cell (the data area enclosed
by blank rows and blank columns).

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 In a PivotTable, it selects the entire PivotTable report.
Ctrl+Shift+: Enters the current time.
Ctrl+Shift+" Copies the value from the cell above the active cell into the cell or the
Formula Bar.
Ctrl+Shift+Plus Displays the Insert dialog box to insert blank cells.
(+)
Ctrl+Minus (-) Displays the Delete dialog box to delete the selected cells.
Ctrl+; Enters the current date.
Ctrl+` Alternates between displaying cell values and displaying formulas in the
worksheet.
Ctrl+' Copies a formula from the cell above the active cell into the cell or the
Formula Bar.
Ctrl+1 Displays the Format Cells dialog box.
Ctrl+2 Applies or removes bold formatting.
Ctrl+3 Applies or removes italic formatting.
Ctrl+4 Applies or removes underlining.
Ctrl+5 Applies or removes strikethrough.
Ctrl+6 Alternates between hiding and displaying objects.
Ctrl+8 Displays or hides the outline symbols.
Ctrl+9 Hides the selected rows.
Ctrl+0 Hides the selected columns.
Ctrl+A Selects the entire worksheet.
If the worksheet contains data, Ctrl+A selects the current region.
Pressing Ctrl+A a second time selects the entire worksheet.
When the insertion point is to the right of a function name in a formula,
displays the Function Arguments dialog box.
Ctrl+Shift+A inserts the argument names and parentheses when the
insertion point is to the right of a function name in a formula.
Ctrl+B Applies or removes bold formatting.
Ctrl+C Copies the selected cells.

Ctrl+D Uses the Fill Down command to copy the contents and format of the
topmost cell of a selected range into the cells below.
Ctrl+E Adds more values to the active column by using data surrounding that
column.
Ctrl+F Displays the Find and Replace dialog box, with the Find tab selected.
Shift+F5 also displays this tab, while Shift+F4 repeats the last Find
action.
Ctrl+Shift+F opens the Format Cells dialog box with the Font tab
selected.
Ctrl+G Displays the Go To dialog box.
F5 also displays this dialog box.
Ctrl+H Displays the Find and Replace dialog box, with the Replace tab
selected.
Ctrl+I Applies or removes italic formatting.
Ctrl+K Displays the Insert Hyperlink dialog box for new hyperlinks or the
Edit Hyperlink dialog box for selected existing hyperlinks.
Ctrl+L Displays the Create Table dialog box.

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 Ctrl+N Creates a new, blank workbook.
Ctrl+O Displays the Open dialog box to open or find a file.
Ctrl+Shift+O selects all cells that contain comments.
Ctrl+P Displays the Print tab in Microsoft Office Backstage view.
Ctrl+Shift+P opens the Format Cells dialog box with the Font tab
selected.
Ctrl+Q Displays the Quick Analysis options for your data when you have cells
that contain that data selected.
Ctrl+R Uses the Fill Right command to copy the contents and format of the
leftmost cell of a selected range into the cells to the right.
Ctrl+S Saves the active file with its current file name, location, and file format.
Ctrl+T Displays the Create Table dialog box.
Ctrl+U Applies or removes underlining.
Ctrl+Shift+U switches between expanding and collapsing of the formula
bar.
Ctrl+V Inserts the contents of the Clipboard at the insertion point and replaces
any selection. Available only after you have cut or copied an object,
text, or cell contents.
Ctrl+Alt+V displays the Paste Special dialog box. Available only after
you have cut or copied an object, text, or cell contents on a worksheet or
in another program.
Ctrl+W Closes the selected workbook window.
Ctrl+X Cuts the selected cells.
Ctrl+Y Repeats the last command or action, if possible.
Ctrl+Z Uses the Undo command to reverse the last command or to delete the
last entry that you typed.
Tip: The Ctrl combinations Ctrl+J and Ctrl+M are currently unassigned shortcuts.

Function keys
Key Description
F1 Displays the Excel Help task pane.
Ctrl+F1 displays or hides the ribbon.
Alt+F1 creates an embedded chart of the data in the current range.
Alt+Shift+F1 inserts a new worksheet.
F2 Edits the active cell and positions the insertion point at the end of the cell contents. It
also moves the insertion point into the Formula Bar when editing in a cell is turned
off.
Shift+F2 adds or edits a cell comment.
Ctrl+F2 displays the print preview area on the Print tab in the Backstage view.
F3 Displays the Paste Name dialog box. Available only if names have been defined in
the workbook (Formulas tab, Defined Names group, Define Name).
Shift+F3 displays the Insert Function dialog box.
F4 Repeats the last command or action, if possible.
When a cell reference or range is selected in a formula, F4 cycles through all the
various combinations of absolute and relative references.
Ctrl+F4 closes the selected workbook window.
Alt+F4 closes Excel.
F5 Displays the Go To dialog box.
Ctrl+F5 restores the window size of the selected workbook window.

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 F6 Switches between the worksheet, ribbon, task pane, and Zoom controls. In a
worksheet that has been split (View menu, Manage This Window, Freeze Panes,
Split Window command), F6 includes the split panes when switching between
panes and the ribbon area.
Shift+F6 switches between the worksheet, Zoom controls, task pane, and ribbon.
Ctrl+F6 switches to the next workbook window when more than one workbook
window is open.
F7 Displays the Spelling dialog box to check spelling in the active worksheet or
selected range.
Ctrl+F7 performs the Move command on the workbook window when it is not
maximized. Use the arrow keys to move the window, and when finished press Enter,
or Esc to cancel.
F8 Turns extend mode on or off. In extend mode, Extended Selection appears in the
status line, and the arrow keys extend the selection.
Shift+F8 enables you to add a nonadjacent cell or range to a selection of cells by
using the arrow keys.
Ctrl+F8 performs the Size command (on the Control menu for the workbook
window) when a workbook is not maximized.
Alt+F8 displays the Macro dialog box to create, run, edit, or delete a macro.
F9 Calculates all worksheets in all open workbooks.
Shift+F9 calculates the active worksheet.
Ctrl+Alt+F9 calculates all worksheets in all open workbooks, regardless of whether
they have changed since the last calculation.
Ctrl+Alt+Shift+F9 rechecks dependent formulas, and then calculates all cells in all
open workbooks, including cells not marked as needing to be calculated.
Ctrl+F9 minimizes a workbook window to an icon.
F10 Turns key tips on or off. (Pressing Alt does the same thing.)
Shift+F10 displays the shortcut menu for a selected item.
Alt+Shift+F10 displays the menu or message for an Error Checking button.
Ctrl+F10 maximizes or restores the selected workbook window.
F11 Creates a chart of the data in the current range in a separate Chart sheet.
Shift+F11 inserts a new worksheet.
Alt+F11 opens the Microsoft Visual Basic For Applications Editor, in which you
can create a macro by using Visual Basic for Applications (VBA).
F12 Displays the Save As dialog box.
Other useful shortcut keys
Key Description
Alt Displays the Key Tips (new shortcuts) on the ribbon.
For example,
Alt, W, P switches the worksheet to Page Layout view.
Alt, W, L switches the worksheet to Normal view.
Alt, W, I switches the worksheet to Page Break Preview view.
Arrow Move one cell up, down, left, or right in a worksheet.
Keys Ctrl+Arrow Key moves to the edge of the current data region in a worksheet.
Shift+Arrow Key extends the selection of cells by one cell.
Ctrl+Shift+Arrow Key extends the selection of cells to the last nonblank cell
in the same column or row as the active cell, or if the next cell is blank,
extends the selection to the next nonblank cell.
Left Arrow or Right Arrow selects the tab to the left or right when the ribbon
is selected. When a submenu is open or selected, these arrow keys switch
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 between the main menu and the submenu. When a ribbon tab is selected,
these keys navigate the tab buttons.
Down Arrow or Up Arrow selects the next or previous command when a
menu or submenu is open. When a ribbon tab is selected, these keys navigate
up or down the tab group.
In a dialog box, arrow keys move between options in an open drop-down list,
or between options in a group of options.
Down Arrow or Alt+Down Arrow opens a selected drop-down list.
Backspace Deletes one character to the left in the Formula Bar.
Also clears the content of the active cell.
In cell editing mode, it deletes the character to the left of the insertion point.
Delete Removes the cell contents (data and formulas) from selected cells without
affecting cell formats or comments.
In cell editing mode, it deletes the character to the right of the insertion point.
End End turns End mode on or off. In End mode, you can press an arrow key to
move to the next nonblank cell in the same column or row as the active cell.
End mode turns off automatically after pressing the arrow key. Make sure to
press End again before pressing the next arrow key. End mode is shown in the
status bar when it is on.
If the cells are blank, pressing End followed by an arrow key moves to the last
cell in the row or column.
End also selects the last command on the menu when a menu or submenu is
visible.
Ctrl+End moves to the last cell on a worksheet, to the lowest used row of the
rightmost used column. If the cursor is in the formula bar, Ctrl+End moves
the cursor to the end of the text.
Ctrl+Shift+End extends the selection of cells to the last used cell on the
worksheet (lower-right corner). If the cursor is in the formula bar,
Ctrl+Shift+End selects all text in the formula bar from the cursor position to
the end—this does not affect the height of the formula bar.
Enter Completes a cell entry from the cell or the Formula Bar, and selects the cell
below (by default).
In a data form, it moves to the first field in the next record.
Opens a selected menu (press F10 to activate the menu bar) or performs the
action for a selected command.
In a dialog box, it performs the action for the default command button in the
dialog box (the button with the bold outline, often the OK button).
Alt+Enter starts a new line in the same cell.
Ctrl+Enter fills the selected cell range with the current entry.
Shift+Enter completes a cell entry and selects the cell above.
Esc Cancels an entry in the cell or Formula Bar.
Closes an open menu or submenu, dialog box, or message window.
It also closes full screen mode when this mode has been applied, and returns
to normal screen mode to display the ribbon and status bar again.
Home Moves to the beginning of a row in a worksheet.
Moves to the cell in the upper-left corner of the window when Scroll Lock is
turned on.
Selects the first command on the menu when a menu or submenu is visible.
Ctrl+Home moves to the beginning of a worksheet.
Ctrl+Shift+Home extends the selection of cells to the beginning of the
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 worksheet.
Page Moves one screen down in a worksheet.
Down Alt+Page Down moves one screen to the right in a worksheet.
Ctrl+Page Down moves to the next sheet in a workbook.
Ctrl+Shift+Page Down selects the current and next sheet in a workbook.
Page Up Moves one screen up in a worksheet.
Alt+Page Up moves one screen to the left in a worksheet.
Ctrl+Page Up moves to the previous sheet in a workbook.
Ctrl+Shift+Page Up selects the current and previous sheet in a workbook.
Spacebar In a dialog box, performs the action for the selected button, or selects or clears
a check box.
Ctrl+Spacebar selects an entire column in a worksheet.
Shift+Spacebar selects an entire row in a worksheet.
Ctrl+Shift+Spacebar selects the entire worksheet.
 If the worksheet contains data, Ctrl+Shift+Spacebar selects the current
region. Pressing Ctrl+Shift+Spacebar a second time selects the current
region and its summary rows. Pressing Ctrl+Shift+Spacebar a third
time selects the entire worksheet.
 When an object is selected, Ctrl+Shift+Spacebar selects all objects on
a worksheet.
Alt+Spacebar displays the Control menu for the Excel window.
Tab Moves one cell to the right in a worksheet.
Moves between unlocked cells in a protected worksheet.
Moves to the next option or option group in a dialog box.
Shift+Tab moves to the previous cell in a worksheet or the previous option in
a dialog box.
Ctrl+Tab switches to the next tab in dialog box.
Ctrl+Shift+Tab switches to the previous tab in a dialog box.

P a g e | 36 Compiled by Mr. Davies Kiyaka