INTRODUCTION TO COMPUTERS

Definition 1

A computer is referred to as an automatic electronic device capable of

inputting data, process it and output the result. It can also store and
retrieve information.

DEFINITION 2
A computer is an electronic device which when given data plus instruction
will process the data in a predefined way to produce information.

Computer terms

DATA -basic fact about any activity performed in a computer.

INFORMATION -result obtained after processing data on reliable word.

PROCESSING -turning data into meaningful information.

RETRIEVE -making data that was stored accessible on the screen.

STORE -to make data permanent into the computer hard
disc/memory

ADVANTAGE OF COMPUTERS
A computer has many merits in terms and uses i.e. speed, volume,
accuracy, communication and its capability to handle complex calculations.
SPEED – computer works at a very high speed in processing information
than a person can do
ACCURACY – the accuracy of a computer depends on the operator, when
the instruction is accurate it gives an accurate response.
COMMUNICATION – this is by usage of internet e.g. facebook, twitter and
many other social sites that has lead people to communicate easily.
HIGH VOLUME OF STORAGE – a computer is physically small but has a
high capacity for storing information.
 DISADVANTAGES OF A COMPUTER
There are common demerits that has been caused by introduction of
computers i.e. reduction of labor, health hazard, immorality, expensive, use
electricity etc.
1. REDUCTION OF LABOUR-by the introduction of computer in the
society has lead many people to
lose their jobs as computers can work on their behalf.
2. HEALTH HAZARD-a computer can affect eyesight due to
uncontrolled regulation of screen light.
3. IMMORALITY-due to frequent viewing of pornographic materials
from the internet
4. USE ELECTRICITY-many homes in rural areas don’t have electricity
and this hinder them from enjoying access to computer.

ELEMENTS OF A COMPUTER
A computer is a system comprised of different parts that enable it function,
the system comprised of
 Hardware
 Software
 Human ware

HARDWARE
These are the physical and tangible components of a computer which are
mandatory for a computer to operate. They include i.e. system unit,
monitor, printer and mouse.

SOFTWARE
These are set of instructions that govern computer operations.
 USER/HUMAN WARE
These make up the most important requirement of computer system. Their
work is to operate and respond to the computer where necessary.

SWITCHING ON A COMPUTER
Booting – This is referred to as switching on a computer/putting on.

TYPES OF BOOTING
Cold booting and warm booting.

COLD BOOTING
This is the first step taken when you want to use a computer.
Procedure
 Ensure that your computer is fully connected.
 Put on the power from the power source(wall switch)
 Switch on the power button on the system unit.
 Switch on the power button on the monitor /screen.
 Wait for the computer to respond.

NOTE: Some computers will require that you press the user name or F1
key to continue.

WARM BOOTING

COMPUTER CLASSIFICATIONS

SIZE
Super Computers- They are the largest, expensive and they can be found in
research centers.

MainFrame Computers- They are medium in size and store data in

magnetic media.

Mini Computers- they are small machines compared to the two above.
Macro-computers- they are the smallest machines in the range of cells

DATA PROCESSING
Analogue computers-They measure physical magnitude such as weather,
temperature and they are not used for commercial data processing

Digital Computers- They are used for commercial data processing by taking
discreet numbers and performing calculations in them.

Hybrid Computers- They have both analogue and digital characteristics.

COMPONENTS OF A COMPUTER.
They can be categorized into three:

 Input components
 Output components
 System unit/ processing components

INPUT COMPONENTS
These are components used for entering data and instruction into a
computer.
They include:

 Mouse
 Keyboard
 Track pad
 Joystick
 Gamepads

MOUSE
It is a hand driven device which is an alternative of a keyboard but cannot
be used for typing but can be used for opening files in window based
programs.

KEYBOARD
It’s a hand driven device used by most computers to key in data which is
later displayed on the screen and has the following keys:

 Function keys- They range from F1-F12 and have different functions
in different programs as the computer is programmed.
 Numerical Keys- They are used for typing numbers and range from 0-
9
  Typing Keys-They are basic keys as they are used for typing text in
the computer.
 Space bar Key- it is the longest key found on the key board to put
space words or characters.
 Tab Keys- Used to move the cursor in different positions.
 Special Keys- They include Control Key, Shift and Alternatives (Alt).
They can be used with a combination of other keys to activate
commands.
 Arrow Keys-They are used to move one step towards the direction of
the arrow.
 Caps Lock Key- Used when one wants to type in a capital letter.
 Backspace Key- Used for removing Characters from Left to Right.
 Delete- Used for removing characters from Right to Left.

OUTPUT COMPONENTS
These are components that display processed data (information) in human
readable form.
They include:

 Printers
 Monitor/screen/Visual Display Unit (VDU)
 Projectors

SYSTEM UNIT
It is referred as the brain and heart of a computer and it’s where the
processing of data is done.
It’s also where diskettes are inserted and it constitutes of the memory,
control unit and ALU (Arithmetic Logical Unit).

MOTHERBOARD
It’s also called printed board wire or main board. It’s the main component
of the system unit where all the main components are connected e.g. hard
disk (hd) CD/DVD Rw/Rom/floppy drive, processors etc are connected.

PROCESSING HARDWARE
It takes place in the system unit and it’s done by the C.P.U (Central
Processing Unit)

ELEMENTS OF THE C.P.U (CENTRAL PROCESSING UNIT)

 Register- it’s a temporary storage locater of data in the C.P.U Its
main purpose is to quickly accept data.
 Microprocessor- It’s made up of silicon and Chip and its work is to
speed up the processing of data that might be slow.
  Central Unit: This is an integrated circuit that is capable of
performing arithmetic calculations. It’s also referred to us ALU
( ARITHMETIC AND LOGICAL UNIT)
 Control Unit- This is the main center of the circulatory system that
respond and coordinate action that take place in the computer
system.

The C.P.U interprets and processes all the instruction from the input
devices. it is housed in a computer case which contains all the major
components of computer system.

DATA INSTRUCTION FLOW

Data flows from the input devices i.e. Keyboard into the main memory
(RAM) and then is taken to the processor. From there, it is taken to the
main memory again and finally displayed in the output device i.e. screen,
print etc.

DATA PROCESSING

PROCESSOR

INPUT i.e KEYBOARD MAIN MEMORY (RAM) OUTPUT i.e MONITOR

BACK UP STORAGE i.e

HARD DISK

This is a term given to the process of collecting all items of data to produce
meaningful information.

TYPES OF DATA PROCESSING

Online Processing- This is whereby data is processed within a short time.
Batch Processing- It’s a situation whereby data is accumulated in large
quantities and processed later.

COMPUTER STORAGE
This refers to how data/ information is stored in a computer.
 REASONS FOR DATA STORAGE
 For future reference
 For updating purposes i.e. adding or formatting a text
 For learning purposes

TYPES OF COMPUTER STORAGE

Primary storage

Secondary storage

PRIMARY STORAGE
This is a temporary storage used to store information for short time. It’s
usually referred to as a RAM (RANDOM ACCESS MEMORY).

Insert: A computer
RAM

SECONDARY STORAGE
This are permanent memories for they store information for a long time. It
is referred as ROM (READ ONLY MEMORY).

BACK UP MEMORY
These are devices used to store instructions and data in permanent form.

They include
 External Hard disks
 Flash discs
 DVD
 CD
 Memory cards

The capacity of a secondary backup is represented as follows:

 Bits
 Bytes
 Kilobytes (KB)
 Megabyte(MB)
 Gigabyte(GB)
 Terabyte(TB)
The units can be converted as follows:

 1000GB=1TB
 1000MB=1GB
  1000KB=1MB
 1000BITES=1KB
 8BITS=1BYTES

SOFTWARE
These are step by step instructions that direct a computer to do a
particular job. Thus, they are termed as instructions/ programs that
instructs a computer a computer to perform a certain task or job.
Without software, a computer hardware will be useless as far as a
computer related task is concerned.

CATEGORIES OF SOFTWARE
 System software
 Application software

SYSTEM SOFTWARE
This is a type of software designed to run a computer computer’s hardware
and also the application software. It is the interface between the hardware
and user applications.

TYPES OF SYSTEM SOFTWARE

1. The Operating System

This system manages all the other programs in a computer.

Application programs make use of the operating system by making

requests and services through a defined application program interface.
(API). Users can also interact directly with the operating system through a
user interface such as a command line or a graphical user interface. (GUI)

Examples of Operating System include:

 Windows (2010, 2007, XP etc)
 Linux
 Ubuntu

2. THE BIOS

BIOS stands for Basic input/output system and it’s the software that gets
the computer started after you turn it down.

It manages the data flow between the operating system and attached
devices such as hard disk, video adapter, keyboard, mouse and printer.

3. The boot program

It loads the operating system into the computer’s main memory. (RAM)

4. The Assembler

Takes basic computer instructions and converts them into a pattern of bits
that the computer’s processor can use to perform its basic operations.

APPLICATION SOFTWARE
This type of software is used to achieve a specific work thus each software
has its own work.

Examples
 Word processors i.e. Ms Word, MultiMate, Word perfect etc
 Electronic Spreadsheet i.e. Ms Excel, Super calc, Lotus 1,2&3
 Database Management system i.e. Database FoxPro, Ms Access,
Paradox
 INTRODUCTION TO WINDOWS OPERATING SYSTEM

Microsoft windows
A Microsoft window is type of operating system. An operating system can
be described as set of program that control and coordinate the use of
computer system by other programs and the use OR it is a of instructions
or commands that generally instructs or governs the computer on how to
perform tasks or instructions.

EXAMPLES OF AN OPERATING SYSTEM

MS DOS (Microsoft disk operating system) _operating system where

commands are typed in the keyboard.

MS WINDOWS Operating system where the mouse is used to operate the

commands

TYPES OF WINDOWS

 Window 3.1

 Window 9

 Window 98

 Window 2000

 Window Vista

 Window XP

The operating system is the most important program that runs on a

computer. Operating systems perform basic tasks, such as recognizing
input from the keyboard, sending output to the monitor and keeping track
of files and directories on the disk. Operating systems provide a software
platform on top of which other program (applications) can run. For
example, Windows 2007 will run Microsoft Word 2013.

Microsoft Windows operating systems were designed after extensive

research.
 The Mouse
The mouse is a piece of hardware (equipment), which
interfaces with the computer. You the user uses it to tell
the computer what to do. How? It uses a roller ball to
transfer the movements of the mouse on the desktop to
the cursor on the screen. There are little rollers in the
mouse that the roller ball moves against. There is one
that rolls up and down one that rolls right and left. The cursor is a special
symbol, usually a solid rectangle or a thin line, that signifies where the next
character will be displayed on the screen. The cursor has several different
shapes depending on the application you are using. Three common cursor
shapes are the pointer, the I-beam and the crosshair.

The mouse responds to a Click of buttons on the mouse.

 Single click (with the left button) selects an item

 Double click (with the left button) opens an application, closes an

active window, opens a directory, or selects a word.

 Right click displays a shortcut menu

 Click and drag moves an item

Each user may want the mouse to be set according to their needs.

How to change the mouse properties

 Click on Start Button

 Choose Control panel.

 Click on Hardware and Sound and chose mouse.

 Change the properties according to your preferences.

 Defining the Desktop
The desktop is a folder on your hard disk, just like any other. It’s located
under your windows directory (usually c:\windows\desktop), and can
contain files, folders and shortcuts. The desktop is a good place to store
newly downloaded files from the Internet, email attachments and other
recent files. Depending on how you computer is set up, various items
appear on your desktop when you start Windows. Listed below are five
important ones:

 My Computer

 My Network places

 My Documents

 Recycle Bin

 Start Button

My Computer – Double-click this icon to see your computer’s contents and

manage your files.

My Network places – Double-click this icon to see available resources on

the network, if your computer is connected to one. (A network is a group
of two or more computer systems linked together).

Recycle Bin – The Recycle Bin is a temporary storage place for deleted
files. You can use it to retrieve files deleted in error

Start Button – You can click the Start button to start a program, open a
document, change system settings, get Help, find items on your computer,
and more. Most of the things you will learn how to do will begin with the
Start button.

My Documents – Stores your documents, graphics and other files.

USING THE TASKBAR

By default, the taskbar is located at the bottom of your screen, which holds
the Start button and displays buttons for each window or program you have
open. The notification area on the right end of the taskbar displays the
clock and other status icons. (For example, if you print a document, an
icon of a printer appears.) After you start a program, a button
representing the program appears on the taskbar. It’s very easy to switch
from one program to another just click its taskbar button.

By looking at the taskbar, you can always see what programs are running,
even if a program window is not visible. To switch between two programs,
you would click the button for the program you want. You can also press
the Alt key and the Tab key on your keyboard to switch between
programs. All the windows that are open can also be tiled to your specific
needs.

To move the Taskbar:

 Right click on the taskbar and ensure that its not locked in position.

 Click and hold the mouse pointer on an empty space on the Taskbar

 Drag the mouse to the top, right or left of the monitor (you will NOT
see anything happening until you have move the mouse far enough)

 When you see the outline of the Taskbar, release the mouse

To resize the Taskbar

 Place the pointer on the edge of the Taskbar (A double-headed arrow

will appear).

 Click and drag the pointer in the direction of the double-headed

arrow.

To change the Taskbar properties

 Click the Start Button

 Click Control Panel

 Select Appearance and personalization

 Click on Taskbar and Start Menu

Or

 Right click on an empty space on the Taskbar

  Select properties

 The Start Menu

The Start Menu is organized into a series of cascading submenus, each

containing more submenus to programs and document items. For the
novice, navigating the cascading system can be a pain. For example, just
to access the games you must navigate through three
submenus. However, the Start menu is not static.
Windows uses a hierarchical filing system, the folders
and options found on the cascading menu system can be
rearranged or optimized.

When you see a small dark arrow next to a menu item

that indicates that a Submenu is available.

If you see three periods following a menu command (…), an Ellipsis, that
indicates that Dialog Box will open if that command is selected.

If the Start Menu is open, you can press the underlined letter for the
specific command to activate it.

You can also use the search bar to search for a specific program, document,
music etc and you will find it.

USING THE WINDOWS KEY

The Windows Key on keyboards is next to the ALT key on each side of the
spacebar with the Windows logo. Here are some shortcuts that use this
key.

WINDOWS KEY WHAT IT DOES

Windows Key + E Starts My Computer
Windows Key + F Opens the Find dialogue Box
Windows Key + M Minimizes all WIndows
Windows Key + R Displays the Run dialog Box
Windows Key + Tab Cycles through the task buttons
Windows Tools

 Title bar_It is the first strip at the top of the window. It contain
names of programs represented by the window represent an
operating system its title bar display the names of the object such as
the folder or drive being accessed and used in the window.
  Menu bar_ these usually appear below the title bar. A menu set of
commands for performing related task. This menu bar contains
names through which menus can be opened and the commands
started.

 Tool bar_ it contains buttons representing the frequently used

commands. This buttons are used to quickly start commands with a
single mouse click rather than in which the commands are contained.

 Working space _ It is used to display the contents of a file currently

being used in the program act.

 Status bar _ it’s usually at the bottom of the working space and
above the task bar. It displays the information about the condition of
a program e.g. in window representing operating system programs
the status bar may give the number of objects stored in a folder. In
application program the status bar may indicate the position of a the
cursor in the location of bar where the program is set to act.

 Scroll bar_ They are used to push up, down or sides some contents
or object currently in view in order to give room and display others.

 Task bar_ This is the lowest part of the screen where the start button
and time is located.

When you want to close a program, click the Close button in the upper
right corner of the window. You can also double-click the icon in the upper-
left corner of a window to close the window. Or click it once to see the
Control menu. These tools will help you to size the window to suit your
needs. Depending on the size of a window, it may also contain vertical and
horizontal scroll bars.

Occasionally, a window will open at a particular size and you may wish to
change it. To change the size of a window, you use the resizing pointers.

To resize a window:

 Place the pointer on the right, left or one of the four corners of the
window (A double-headed arrow will appear).

 Click and drag the pointer in the direction of the double-headed

arrow.

 To move a window:

 Click and hold the title bar of the window

  Drag the window to the location you want

 Release the mouse

USING A REMOVABLE DEVICE

Removable devices such as Flashdisks, Memory Cards and DVDs/CDs come
in handy when using a computer. You can use them to create a backup of
important information and also to share information between users.

How to Open a removable device:

 Attach the device to your computer i.e using the DVD drive/ USB
port.

 Open My Computer.

 Double click on the name of the device.

 The device will open and you will see all the files on it.

How to save information to a removable device

 Locate the file in the computer.

 Right click the file icon, select Send To, then select your device.

NOTE: You can also copy and paste information into and from the device.
To do that, Right Click on the file and then select Copy. Then Right Click on
the device and select Paste.

Copying Information

With Windows it’s easy to move and copy files from one folder to another.

 First create a new document.

 Press Start, then Programs, and then Accessories and select WordPad

 Type a text

 Click File and select Save As

 Name the document

How to open a file

Select the filename, click the File menu and select Open
OR

Right-click the file name, select Open

OR

Double click the icon left of the file name

Shutting Down Your Computer

When you’re ready to turn off you computer, use the Shut Down command
on the Start menu. Using the Shut Down command ensures that programs
close properly. It prompts you to save your work if you haven’t done so
already, and removes any temporary files the programs may have created.
This ensures that all your work is saved properly, and prevents your hard
disk from becoming cluttered with temporary files.

To Shut Down the computer:

 Click the Start button

 Click Shut Down

 If you have any unsaved work or running programs, the screen will
prompt you to either save or close the programs before shutting
down.

Shut Down options

Switch User: enables one to switch between different

accounts on the computer.

Log Off: Closes the current account.

Lock: Locks the current account

Restart: Restarts the Computer

Sleep: Puts a computer on a low power state but does not close any
applications. One can easily resume their windows session.
 Windows Explorer
In Windows, your files are organized in folders. Folders can contain files,
other folders, or in some cases, icons. For example, the Printers folder
contains icons for each of your printers in addition to an icon for the Add
Printer wizard.

We know that the My Computer icon displays the files and folders on your
computer, including floppy and hard disks, in addition to any network
connections and CD-ROM drives. To see what is in a folder, double click it.

The Windows Explorer displays a hierarchical view of the files and folders
on your computer. By using Windows Explorer, you can also access the
Recycle Bin and network Neighborhood without leaving the Windows
Explorer window. The right side of the window shows whatever
information contained in the chosen object on the left. A plus sign next to a
folder denotes that it contains subfolders.

Although the views are slightly different, you can do the same tasks in both
My Computer and Windows Explorer. For example, you can copy, move,
and delete files and folders, and create new folders.

CREATING A NEW FOLDER

When you are organizing information on your computer, you may want to
create one or more folders that you can use to store files or programs.

A folder name can consist of up to 255 characters, but cannot contain the
special characters reserved by the operating system (\ / : , * ? < > | ). If
you try to include any of these characters as part of a name, an error
message will appear. If the folder name is quite long, it may be truncated
in appearance.

Folders can also be renamed. You can rename a folder by right clicking on
the icon and selecting rename.

Create a Folder:

 Right click on the window where you would like the folder to appear

 Select New (a new folder icon will appear)

 Choose Folder and type a folder name

Rename a Folder:
  Right click on the Folder

 Select Rename

 Type a new folder name and press Enter

DELETING AND RESTORING FILES – THE RECYCLE BIN

When you delete a file, it is moved to the Recycle Bin, where it stays until
you remove it permanently from your hard disk. You can retrieve files and
folders you deleted by opening the Recycle Bin and restoring the files from
there. Nevertheless, you should regularly empty the Recycle Bin to free up
space on your hard disk. The hard disk space has 10% reserved for the
Recycle Bin. When you have exceeded all the space, the folder files are
removed first. You can also reconfigure the Recycle Bin for each drive in
your system or use one setting for all the drives.

Remove files from the Recycle Bin

 Right click the Recycle Bin

 Click Empty Recycle Bin

Restore files from the Recycle Bin

 Double click the Recycle Bin

 Select the file you want to restore

 Click the File menu and choose Restore

SHORTCUTS
A shortcut is an icon that is linked to an item on your computer (or on a
computer on the network), such as a program, a document, or a printer.
When you double click a shortcut, it opens the item. Shortcuts occupy a
very small amount of space. This will allow you to place many shortcuts
conveniently throughout your system

Create a shortcut off the Start Menu

 Click the Start Menu

 Right Click the item

 Select Create Shortcut

  The shortcut will appear on the desktop

Create a shortcut from the Windows Explorer:

 Click the Start button

 Select All Programs

 Select Accessories

 Click Windows Explorer

 On the left on the window, select the folder of you choice

 Browse through the folder until you locate the icon you’d like to
create the shortcut to

 Right click the icon

 Select Create Shortcut

 The new shortcut will appear on the bottom of the window

 Click and drag the shortcut to the new location

Using Help
To get to Help click the Start Button and then click Help and Support.
Once Help is open, you can browse through the Contents, or use the Index
to find help on a specific task. Once you have viewed a help topic, click the
Help Topics button to return to the previous tab, whether it was the
Contents or the index.
Microsoft Word 2007
Microsoft word is an example of a word processor program used to edit
and format text i.e. letters, tables, symbols and documents in a more
personalized way.

Microsoft Word 2007 has a completely redesigned user interface. The

standard menus along the top have been removed and replaced with a
series of toolbars Microsoft calls “The Ribbon.” These tool bars are
changed using tabs at the top and try to automatically adjust themselves to
the content you are working with. If you select an image it will
automatically switch to the picture tools. The new layout seems to offer
easier access to most of the features of Word allowing for more complex
documents to be created quicker.

START MS WORD

 Click the start button

 Move to programs
 Move to Microsoft Office then Microsoft Word and click.

The Office Logo

The first thing most people will need to relearn is where
to go to open a document, create a new one, save your
document and print. Clicking the Office logo at the top
left of the screen will provide most of the items formerly
found under the file menu including those listed above.
Beside the logo you also will find a disk icon to save
your document as well as the undo and redo buttons.
More buttons can be added to this “Quick Access
Toolbar” through the word options mentioned in the next section.
 As you can see here the Office logo
opens up listing your options for
new, open etc. and also contains a
list of your recent documents for
quick opening. Any of the items
listed with an arrow beside them will
replace the recent documents on the
right with the options associated
with the menu item. You should also
see at the bottom right of this menu
a button for exiting Word and
changing Word’s options.

SAVE AS
The save as option will provide you
with the most common file formats
to save your document in. The common ones are Word Document, Word
Template, and Word 97-2003 document. The last one is the option most
people should be using currently, especially if they wish to share
documents with others who do not have the new version of Office.

PRINT
Here you can choose from Print, Quick Print and Print Preview. Print
brings up the standard print dialog box, quick print will print one copy
without any dialog box coming up and print preview will bring up the print
preview screen.

PREPARE
The prepare menu’s most common options are Properties, Inspect
Document, Mark as Final and Run Compatibility Checker. The properties
option allows you to setup metadata for the document like Author, Title,
keywords, comments and others. Inspect Document will scan the
document for any hidden data like comments and annotations, and any
hidden collaboration data. This is very useful when making a previously
private document public. It will help you find any comments or changes
made previously that should not be made public. Mark as Final will mark
the document as a final copy and make it read only so changes cannot be
made. The last common item, Run Compatibility Checker will scan the
document for new features that were used and show you these. This is
recommended if you where creating a document in the new file format but
now need to convert it back to the Office 2003 format to share with
someone who does not have Office 2007.

The Home Tab

The home tab the basic formatting tools found in Word 2007. You will find
five sections, Clipboard, Font, Paragraph, Styles and Editing. Clicking the
down arrow beside any of the icons here will drop down more options for
that tool. Each section also contains an arrow in the bottom right corner
which will open a window containing the options found in that section.

CLIPBOARD
The Clipboard allows you to cut, copy, paste and copy
formatting from one place to another.

FONT
The font section of the ribbon provides a
section to handle the basic text
formatting. Items such as bold, underline,
strikethrough, highlight and font type can
be changed here. Some items from this section and some items from the
paragraph section are also available by highlighting text and moving your
cursor slightly above the highlighted text.
This saves having to move your cursor all
the way to the top of the screen for some
common formatting items.
 PARAGRAPH
The paragraph section provides icons for
bullets, lists, justify, line spacing, indents and
borders.

STYLES
The styles section allows you to
quickly change the formatting
of a section of text by choosing
one of the predefined styles. You can also create a new style based on the
formatting of your selected text for use later in other sections of your
document.

EDITING
The Editing section of the toolbar allows you to find, replace
and select items. The select option gives you the ability to
select all, select objects or select text with similar formatting.
This last option gives you the ability to quickly change
everything in your document with one style to another style without having
to manually find all of that text and change each area separately.

BASIC WORD FORMATTING

HOW TO CHANGE FONT
 Type the text
 Highlight the text
 Click on the desired font.

FORMATTING STYLES
You can also apply basic formatting styles i.e. BOLD, UNDERLINE STRIKETHROUGH SUBSCRIPT
and SUPERSCRIPT.

 Highlight the text

  Click on the desired style.

CHANGING THE CASE

 Highlight the text
 Click on the Change Case menus marked as Aa to change the
case.

APPLYING COLOR STYLES

 Highlight the text.
 Click on the Text Highlight Color and Choose the desired
color.

Or
 Highlight the text
 Click on Font Color and chose the desired color to change
the font color.

Insert Tab

The insert tab has seven sections for inserting most types of objects. The
sections are pages, tables, illustrations, links, header and footer, text and
symbols.
 PAGES
The pages section is where you can go to insert an cover
page, blank page or page break. The cover page drop down
offers a selection of predefined cover pages for your
document that have sections for title, date and author. You
can also select text in your document and choose to save the selected text
to the cover page gallery for use in future documents.

TABLE
The table section only has a drop down menu which offers a grid
to create a new table, insert table, draw table, convert text to
table for selected text, Excel spreadsheet, and some predefined
“Quick Tables” that have formatting already setup for you. When
working on a table you will have two additional tabs along the top of the
ribbon, the design and layout tabs. There are screenshots of both directly
below.

TABLE DESIGN

TABLE LAYOUT

TABLE OPERATIONS

FORMATTING THE TABLE LAYOUT

You can perform the following operations by clicking on the layout option after inserting the
table.
 Deleting cells
 Inserting rows and columns
 Splitting cells
 Outfitting contents to table
 Changing the text direction

ILLUSTRATIONS
The Illustrations section allows you to insert
pictures, clipart, shapes, SmartArt and charts.
After inserting or selecting a picture you are

provided with a new toolbar along the top shown here. This toolbar gives
you the ability to change the brightness, contrast, shape, position, text
wrapping and other options for the picture. Clicking off the picture or on
one of the other tabs will take you back to the standard toolbars. The
Shapes option of the Illustrations section allows you to insert lines, arrows,
boxes, basic flowchart shapes and a number of others. The SmartArt
option provides features like org charts, flow charts, illustrated lists and
processes. The Chart option is similar to Word 2003 but it offers more
options for your charts.

INSERT AN ILLUSTRATION
 Click at the end of the text.
 On the Ribbon, select the Insert tab > in the Illustrations group > click Picture
 Locate and select the image and select Insert

RESIZE THE ILLUSTRATION

 Click once on the image to select it and then click and drag the corner sizing
handle (circle on the corner of the image)

MOVE THE ILLUSTRATION

 Move your mouse pointer inside the image, click and drag the image inside the
body of the first paragraph
 FORMAT THE ILLUSTRATION

 Click on the image to select it

 On the Ribbon, select Format
 Hover your mouse over a style for a preview of the Picture Styles
 Select Metal Frame
 Experiment with the settings in the Adjust group to see how they can
change the dynamics of the image
 There are many options for arrangement including the option for Text
Wrapping
 To create text wrap, in the Arrange group choose Text Wrapping > Tight
 Its now easier to move your image precisely where you want it to go

Shapes
WHAT ARE THEY?
A shape is simply that, a shape like a circle, square, or star. Shapes can give a document a
profound visual upgrade if done correctly

INSERT A SHAPE
 On the Ribbon, select the Insert tab > in the Illustrations group > click Shapes
 In the drop down menu choose the shape you would like to insert.
 Click and drag the mouse to create the shape.
 Once complete the Ribbon will change to show your formatting options for the newly
created shape
 Formatting groups include color changes, arrangement, special effects, size, and shape

Building Blocks

WHAT ARE THEY?

Saved groups of content (text, graphics, charts, and so on) you can use again and again
TO VIEW YOUR BUILDING BLOCKS
 On the Ribbon, select the Insert tab > in the Text group > click Quick Parts
 Select “Building Block Organizer…”
 Fields include Name, Gallery, Category, and Template
 To sort the list, select the column header at the top of the window
 Close the window

BUILDING AND CREATING A QUICK PART

 Create something to save as a Quick Part
 Navigate to a blank page
 Insert a any image/ shape and insert a caption below it.

CREATE A QUICK PART

 Select the text and the image
 On the Ribbon, select Insert > Text > Quick Parts
 From the menu that appears, choose “Save Selection to Quick Part
Gallery…”
 Fill out the information requested
 Name, gallery, category, and so on
 Select OK

USE A QUICK PART

 On the Ribbon, select the Insert tab > in the Text group > click Quick Parts
 Your new Quick Part should be listed under General
 Select your Quick Part to insert it in the document

USING THE BUILDING BLOCKS ORGANIZER

 On the Ribbon, select the Insert tab > in the Text group > click Quick Parts
 Select “Building Block Organizer…”
 Look under Category, Quick Parts
 You could choose to Edit Properties…, Delete, and Insert at the bottom of
the window
 Close the building blocks window

EDIT YOUR QUICK PART

 In the document, make a change to the Quick Part you just inserted by
changing the text to “SF State Office of Publications”
 Select the Quick Part in the document
 On the Ribbon, select the Insert tab > in the Text group > click Quick Parts
 From the menu that appears, choose “Save Selection to Quick Part
Gallery…”
 Set the properties exactly the same way as before
  Select the OK button
 A prompt will ask you, “Do you want to redefine the building block entry?”
 Select Yes

DELETE A QUICK PART

 On the Ribbon, select the Insert tab > in the Text tab > click Quick Parts
 Select “Building Block Organizer…”
 In the Gallery field locate your, Quick Parts
 Select the Quick Part you made
 Select the Delete button below

LINKS
The links section provides options for inserting hyperlinks,
bookmarks and cross-references. Cross-references can link
to figures, tables, equations, endnotes, footnotes, headers
and numbered items.

HEADER & FOOTER

The header & footer section allows you to edit the
header, footer and page numbering for your document.
Once you select this option it will change the toolbar
along the top to include a larger number of options for the header and
footer. The header bar is shown here. In order to stop editing the header
and footer you need to click the “Close Header and Footer” button on the
right of the bar.

SYMBOLS
The last option in the insert toolbar is symbols. Here you can
insert a large number of special characters and symbols.
Choosing the “more symbols” option from the drop down will
also allow you to setup shortcut keys for commonly used symbols. One of
the improved features of Word 2007 is the equation editor. You can now
insert more complicated mathematical and statistical equations. Here
there are some standard equations to chose from or you can create your
n
( x+ a ) =∑ n x k an−k ,the binomial theorem are
n
own. Standards like ()
k=0 k

available or, by choosing “Insert new equation” you will get the equation
toolbar. Which gives you a large number of options to chose from while
Δy
x y∗
creating your own equation. Δx The equations can be
∫ 4+ log tan x + x y 2

edited in the new Word 2007 file format however, once they are converted
to a Word 2003 format they will become images which cannot be edited.

Page Layout Tab

The page layout tab has five sections, Themes, Page Setup, Page
Background, Paragraph, and Arrange.

THEMES
The themes section provides a quick way to format your
document. By choosing a theme you will have a set color
scheme, font combinations, and effects. You can choose one of
the provided themes, modify a provided them or create your own. You can
also go online in this section and browse Microsoft.com for additional
themes. Be aware that changing your theme after creating a document
may require you to reformat some items as themes also include some
layout options.
 PAGE SETUP
Page setup provides you with the tools to
change margins, size, orientation,
columns, breaks, line numbers and
hyphenation in the document.

PAGE BACKGROUND
The page background section allows you to change the
background colour of the document, watermark and draft or
confidential document or add borders to your document.

PARAGRAPH
The paragraph section in the page layout tab
allows changes to a paragraphs spacing and
indentation.

ARRANGE
The arrange section is also found in the image
toolbar when an image is selected. Here you can
change an images position, how text moves
around the image, the alignment, grouping and rotation or the image.

References Tab

The references tab contains six sections, Table of Contents, Footnotes,

Citations & Bibliography, Captions, Indexes and Table of Authorities.
 TABLE OF CONTENTS
The table of contents section allows you to insert and
modify the table of contents. You can insert automatic
or manual table of contents and change what styles will
be included in the table of contents, if any. You can also add text to the
table and update the table of contents after adding or removing items from
your document.

To create a table of contents you must first mark the sections within the document that
you wish to be included
 Open the document to insert a table of contents.
 Create a content locations/headings
 Right click on styles in the Home Menus to modify any of the available styles to suit
your desired content for headings, subheadings…etc.

 Apply the modified headings to your headings and

subheadings by highlighting the heading/subheading and
then clicking on the style you have created.
 Navigate to the beginning of the document’s body
 On the Reference menus, lick on the drop down menus at
the Table of Contents. Click on Automatic Table 1 and
your table of contents will be
inserted.

FOOTNOTES
This section allows you to insert footnotes and
endnotes and move through your existing footnotes
quickly.

CITATIONS & BIBLIOGRAPHY

This section provides tools to insert citations, manage
sources, citation style and bibliography.
 CAPTIONS
Insert captions, table of figures, or cross-references
in this section. Once you have created a table of
figures you can also update the table at the click of
a button.

INDEX
This section allows you to create an index, update the
index and mark and item for inclusion in the index.

TABLE OF AUTHORITY
This section allows you to create a table of authorities, update
the table and mark and citations for inclusion in the table of
authorities.

Cross References

What are they?

Ways for the reader to navigate in the document, like locating figures and tables
First you need to make sure the figure or table has a caption. You must have one to create a
cross reference.

Create a Caption
 Insert a pie chart
 Move your mouse pointer inside the image and right-click
 From the menu that appears select Insert Caption
 Go with the default settings and select the OK button

Create a cross reference

 Move the cursor to where you would like to have your cross reference link.
 Then, type “See ”
 On the Ribbon, select the References tab > in the Captions group > click Cross-
reference
  In the new window, select your Reference type: Figure
 Check the box next to Insert as hyperlink
 In the bottom text box for, For which caption: select Figure 1
 Select the Insert button and then the Close button
 Use the Cross Reference
 Simply move your mouse pointer into the cross reference link and use CTRL+Click

Mailings Tab

The mailings tab contains five sections, create, start mail merge, write &
insert fields, preview results and finish.

CREATE
The create section provides a window to create envelopes or
labels. This is mostly for creating single envelopes, labels or a
sheet of the same label.

START MAIL MERGE

The main features of this section are start mail merge,
select recipients and edit recipient list. The method
most people will likely use to create a mail merge in
Word 2007 is the step by step mail merge wizard found in the start mail
merge drop down list. This option will bring up a wizard along the right
side of the screen that will walk you through the process. Recipients can
come from Outlook contact or a large number of files including Access,
Paradox, Excel, Word, CSV and even HTML.

WRITE & INSERT FIELDS

This section provides the tools
necessary to make a document into
one that will work with a mail merge. You can Highlight merge fields, work
with address block or greeting line, insert new merge fields, setup rules,
match fields and update your labels.

PREVIEW RESULTS
This section allows you to preview your merge before
completing it. Make sure all your recipients fit onto
one page, the formatting remained the same after
merging, look for specific recipients and even have Word auto check for
common errors.

FINISH
The final section in the mailings tab completes your mail merge.

Save the document, and remember not to save the document again until discussed further
 On the Ribbon, select the Mailings tab > in the Start Mail Merge group > click Start
Mail Merge
 Select, “Step by Step Mail Merge Wizard…”
 A column to the left of the screen should appear which displays choices for different
document types
 Step 1 – Select document type
 Select the radio button for, “Letters”
 At the bottom of the column under “Step 1 of 6” select, “Next: Starting Document”
 Step 2 – Starting Document
 Under “Select starting document” select the radio button for “Use the current
document”
 At the bottom of the column under “Step 2 of 6” select, “Next: Select recipients”
 Step 3 – Select Recipients
 Under “Select recipients” select the radio button for “Type a new list”
 Under “Type a new list” select “Create…”
 New Address List
 In the New Address List window there are many fields provided as a default
 To modify the fields select the “Customize Columns…” button
 Create records
 Enter fictitious record values for: First Name, Last Name, Address Line 1, City, State, Zip
Code
 Click inside the box and type in data
 When finished with the first record select the “New Entry” button in the bottom and
type another record
 Enter three records total
 Select the OK button
 Save the Address List
 Save the file in the default location, My Data Sources
 Save the file name as, “word_3.mdb”
 Select the Save button
 Mail Merge Recipients List
 Shows the records in the list
 The check marks mean they will be included in the merge
 Select the OK button
 If you want to edit the list, simply select “Edit the recipient list…” under Use an existing
list in the column to the right
 At the bottom of the column under “Step 3 of 6” select, “Write your letter”
 Step 4 – Write Your Letter
 On your document, click where you would like the address to appear and then click
next to Step 5
 Step 5 – Preview your letters
 Notice that in the Ribbon the Preview Results button is selected
 Use the arrow button in the same section (or in the Mail Merge column to the right) to
preview the document with other recipient information
 At the bottom of the column under “Step 5 of 6” select, “Complete the merge”
 Step 6 – Complete the merge
 If you wanted to print the document then you would choose, “Print…” in the Mail
Merge column to the right
 Closing and Saving
 If you save the document then it will keep all of the merged data, however this is rarely
done as it will potentially create a very large file and is unnecessary as you can always
do the merge again at a later date
 Close and do not save
 Review Tab

The review tab offers six sections which include proofing, comments,
tracking, changes, compare and protect.

PROOFING
The proofing section provides the standard spelling and
grammar check, a thesaurus, word count, research
tools that include MSN search and Microsoft Encarta
encyclopedia. You will also find translation tools to help with single words
or the whole document. The translation of the entire document is done by
an online service called Wordlingo.

COMMENTS
The comments section allows you to add comments to a
document for easier collaboration. You can cycle through
the comments to find out what notes you left for yourself or
others and you can delete a comment that was made when it is no longer
relevant.

TRACKING
The tracking section can be very helpful with a
document that changes a lot while composing it.
You can track the changes made, who made them and show the changes in
balloons off to the side. Be aware that you must turn this on before it will
start to work. Tracking changes does not occur on every document
automatically. You should also be aware that unless you clear the changes
once the document is final they may be visible to others who receive the
document even though older changes were not intended for others to view.
You can find all the revisions by turning on the balloons for revisions and
checking each on and accepting or rejecting it by right clicking on the
balloon and choosing the correct option. You can also clear them with the
options in the next section of the review tab.

CHANGES
The changes section allows you to cycle through and accept or
reject changes made to the document and tracked using the
track changes feature. This should be done before the
document is considered final so any changes can be cleared and no longer
visible if the document is distributed to anyone who should not have access
to the revisions and comments.

COMPARE
This section can be used to compare two versions or a
document or help you combine two versions of a document.
This can be very helpful when you find you have
accidentally been working on one version on your local drive and another
on the network. You can take the two documents and step through them
combining them instead of redoing work that was already done.

PROTECT
The protect section gives you options to add a password and
protect the document. You can restrict changes to formatting and
editing or the whole document. If you use Windows Live you can also
manage permissions for specific users who also have Windows Live.

Collaboration
What is it?
A system of sharing edited documents by editing, tracking, and reviewing
changes made
Tracking changes
Change User ID
On the Ribbon, select the Review tab > in the Tracking group > click
Track Changes (drop down arrow)
Select Change User Name…
 In the new window, under Personalize your copy of Microsof
Office make sure the info is you as this will be used in
your changes
Click OK
Change Tracking Options
On the Ribbon, select the Review tab > in the Tracking group > click
Track Changes (drop down arrow)
Select Change Tracking Options…
New window shows all of your tracking options
Leave everything set to default and click OK
Begin Tracking
On the Ribbon, select the Review tab > in the Tracking group > click
Track Changes (drop down arrow)
Select Track Changes…
The Track Changes button is now highlighted
All changes will now be tracked
Basic changes
Navigate to the end of the last paragraph of the Introduction
Type, “In the end it’s up to you to make the most of your
experience.”
The text should have an underline indicating that the change
is being tracked
Select the entire second to last paragraph and delete the text
This will show as a strikethrough
Create a comment for the author
In the same paragraph, click at the end of the last sentence
On the Ribbon, select the Review tab > in the Comments group >
click New Comment
Type, “Do students know about the incredible IT training
opportunities at SF State?”
Click back inside the document
Reviewing changes
To turn off tracking, on the Ribbon, select the Review tab > in the
Tracking group > click Track Changes (drop down arrow) > Track
Changes…
On the Ribbon, select the Review tab > in the Changes group
Reject a change
Click before your first change
Click Next
Choose Reject and Word will reject the change
made and move to the next change
Accept a change
Choose Accept and Word will accept the change
made and move to the next change
 Once all changes are reviewed then the document looks like it did
when it was first created

View Tab

The view tab offers five sections which include document views, show/hide,
zoom, window and macros.

DOCUMENT VIEWS
The document views section switches you
between print layout, full screen reading, web
layout, outline and draft views. Print layout is the
default view. Full screen view removes all but a couple of tools from the
top of the screen and the rest of the screen is your document. Web layout
will take away the empty space on either side of the document if there is
any and fill the window as if it were a web page. Outline view changes the
look of your document into an almost point form style which may help with
reviewing main points. Draft view takes away most of your formatting and
images and just shows the text. It also fills the window with your text
similar to web layout.

SHOW/HIDE
The show/hide section will toggle certain tools on or
off the screen including rulers, gridlines, message
bar, document map and thumbnails. The rulers will
show along the top and left side of the screen. Gridlines will cover your
entire document inside the margins. They will be visible on screen but
don’t print. The message bar can only be displayed when there is a
message to be displayed. One common reason for the message bar to
display is when macros have been enabled or disabled. The document map
and thumbnails will show along the left hand side of the screen.
 ZOOM
The zoom section provides tools to zoom into or out of
the document. You can choose your own zoom factor or
use one of the predefined zoom factors of 100%, one
page, two pages(side by side), or page width which causes the document to
zoom in or out so it fills your window.

WINDOW
The new window button will open
your current document in a new
window. The arrange all button
will take your currently open windows and stack them one on top of the
other. The split button will take your current document and show it in two
frames within the window one on top of the other. This will allow you to
look at something you wrote on page one while working on page twenty.
View side by side allows you to view two windows side by side, once in side
by side view you can turn on synchronous scrolling so both side scroll at
the same time. Also while in side by side mode if you resized either
window you can click the reset window position button to have them share
the screen equally again. The switch window drop down will allow you to
switch between open windows.

MACROS
The macros section provides the tools required to work with and
create basic macros. You can view existing macros or record your
own. Choose record macro from the drop down and then perform
the functions you do often, like change the page layout, and style of the
document. Once you have done those tasks then stop recording. You will
be able to use that macro over again to shorten the steps you need to take
every time you need to perform that set of tasks.
 MICROSOFT EXCEL 2007
Microsoft excel is a spreadsheet program.

A spreadsheet is a computer program which works with rows of numbers to

pardon arithmetic calculations. Other examples include lotus 1, 2, 3 and
viscal.

FUNCTIONS OF A SPREADSHEET
It enables the user to record the past, predict the future and analyze the
present through budgeting calculations.

It is used in schools and colleges when calculating marks i.e. totals,

averages, grades and ranks.

It is used in corporate firms to calculate and analyze salaries and profit

margins.

STARTING EXCEL
Click on the Start Button

Go to All Programs

Choose Microsoft Office and then Click on Microsoft Office Excel 2007.

COMMONLY USED FEATURES IN EXCEL

BORDER
Forms the top and the left screen hence used to identify the current
displayed rows and columns.

COLUMNS
They run vertically and are arranged alphabetically from A-Z…etc

ROWS
They run horizontally and are numbered from 1 up to 65536

CELLS
It’s an intersection point between the row and the column and it can be
referred to as the basic unit of a worksheet. All the data is stored in a cell
and it can hold up to 255 characters of a text.
 NAVIGATING THE WORKSHEET
There are two ways of navigating round the worksheet:

1. By the use of mouse pointer in selecting the cell you want.

2. By the use of:
Arrow Keys- moves towards the arrow direction
Home- pressing home keys takes you at the beginning of a
row.
Ctrl+home - Pressing will take you at the beginning of the
worksheet.
Ctrl+ End- Pressing will take you at the last Cell in your
worksheet.
Page Down- Pressing will take the sheet one screen down.
Page Up- Takes the sheet one screen up.
Alt + Page Down- Takes the one screen right.
Alt + page Up- Takes the sheet on one screen on the left.

The Office Logo

The first thing most people will need to relearn is where
to go to open a document, create a new one, save your
document and print. Clicking the Office logo at the top
left of the screen will provide most of the items formerly
found under the file menu including those listed above.
Beside the logo you also will find a disk icon to save
your document as well as the undo and re-do buttons.
More buttons can be added to this “Quick Access
Toolbar” through the word options mentioned in the next section.

As you can see here the Office logo opens up

listing your options for new, open etc. and also
contains a list of your recent documents for
quick opening. Any of the items listed with an
arrow beside them will replace the recent
documents on the right with the options
associated with the menu item. You should
also see at the bottom right of this menu a button for exiting Word and
changing Word’s options.

SAVE AS
The save as option will provide you with the most common file formats to
save your document in. The common ones are Word Document, Word
Template, and Word 97-2003 document. The last one is the option most
people should be using currently, especially if they wish to share
documents with others who do not have the new version of Office.

PRINT
Here you can choose from Print, Quick Print and Print Preview. Print
brings up the standard print dialog box, quick print will print one copy
without any dialog box coming up and print preview will bring up the print
preview screen.

PREPARE
The prepare menu’s most common options are Properties, Inspect
Document, Mark as Final and Run Compatibility Checker. The properties
option allows you to setup metadata for the document like Author, Title,
keywords, comments and others. Inspect Document will scan the
document for any hidden data like comments and annotations, and any
hidden collaboration data. This is very useful when making a previously
private document public. It will help you find any comments or changes
made previously that should not be made public. Mark as Final will mark
the document as a final copy and make it read only so changes cannot be
made. The last common item, Run Compatibility Checker will scan the
document for new features that were used and show you these. This is
recommended if you where creating a document in the new file format but
now need to convert it back to the Office 2003 format to share with
someone who does not have Office 2007.
 THE HOME TAB

CREATING A NEW WORKSHEET

A worksheet is an area comprised of cells and borders

The following is an example of a worksheet a school can use to calculate

their students performance for a term.

CLIPBOARD
The Clipboard allows you to cut, copy, paste and copy
formatting from one place to another.

FONT
The font section of the ribbon provides a
section to handle the basic text formatting.
Items such as bold, underline, strikethrough,
highlight and font type can be changed here.
Some items from this section and some items
from the paragraph section are also available by highlighting text and
moving your cursor slightly above the highlighted text. This saves having
to move your cursor all the way to the top of the screen for some common
formatting items.

In order to change the font color of in a given cell, click on the cell you
want and then click on the font you have chosen.
In order to apply the other font formatting options i.e. Bold text, Italics,
Underline, inserting a border and other functions available in the font tab,
click on the cell that you want to apply the formatting then choose the
desired formatting option.

Other options in the Home Button include: Alignment, Number, Styles,

Cells and Editing which will be explained in details in the next sections.

FORMULAE
Microsoft Excel is a great arithmetical program in which a user can
perform a diverse number of arithmetic calculations based on the present
need.
Calculations are based on the mathematical rule of BODMAS (Brackets Of
Division Multiplication Addition and Subtraction).
() Bracket
/ Slash sign for Division
* Asterisk for Multiplication.

+ Plus sign for addition

- Minus sign for Subtraction.

In this section we are going to look at how we can:

a. Create formulae for basic worksheet operations
b. Use the Insert Function menus in performing basic worksheet sums

CREATING A FORMULA
EXAMPLE FORMULAE WHAT IT
DOES
=55+66 Adds 55 and 66
=5^2 Squares 5
=77-10 Subtracts 10 from 77

 Click on the cell in which you want to enter the formula

  Type = (an equal sign)
 Enter the Formulae
 Press Enter

USING THE INSERT FUNCTION MENUS

 Click on an empty cell, where
you would like to insert the
function.
 Click on the FX menus
 Select on the formula function you want i.e. sum, average, minimum
or maximum
 If you don’t see the formula, search for it.
 Insert the specifications for the formulae in Number 1 i.e. B2:L5
 Then Click OK.
NOTE: To find results for multiple cells, hover the mouse at the end of the
first cell where you have calculated the first results until a thin colored plus
+ sign appears. Click, hold and drag across the cells and the results will be
calculated and entered automatically.

EXERCISE

On a new worksheet, enter the following table and calculate the total,
average, minimum and maximum marks.
MATH EN KI BI CHE CR GEO PHYSI B HIST TOTA AVERAG
S G S O M E G CS S O L E

Byron Mutua 98 45 85 65 64 98 65 54 8 48
4
Philis Anita 57 98 65 54 59 91 88 69 6 47
1

Soh Ojiambo 44 65 98 85 65 35 55 58 7 95
4

Grace Ebby 58 54 78 58 56 90 65 66 6 87
2

Daniel otieno 59 87 74 57 58 55 84 67 6 66
5

Elizabeth K 54 45 87 69 65 55 87 98 5 54
5

Getrude 65 55 88 66 87 65 65 66 5 57
Nduta 5

Uhuru 85 52 55 52 77 78 66 58 5 56
Kenyatta 5

JOSEPHINE 50 65 54 69 87 52 65 54 6 63
A 6

Amos Wako 88 54 69 55 55 65 55 54 5 64
4

FUNCTIONS
They can be referred as special routines in calculating tool built into the
worksheet that allows performing of complex calculations quickly and
easily.

FUNCTION TYPES
Add-in and Automation functions
Cube functions
 Database functions
Date and time functions
Engineering functions
Financial functions
Information functions
Logical functions
Lookup and reference functions
Math and trigonometry functions
Statistical functions
Text functions

USING FUNCTIONS
To calculate the total, average, maximum or minimum of a given
worksheet, you have to start with an equal sign followed by function name
(sum, average, max, and min) then the Parenthesis and finally the
argument.

Example

Total =sum(B2:K2)

Minimum =min(B2:K2)

Maximum =max(B2:K2)

Average =average(B2:k2)

RANK
To rank something means to give it a particular position on scale according
to importance, quality or success.

In order to calculate rank:

 Click on the FX menus and search for
Rank.
 In the Number cell, type the formula
B4,B$4:B10

Where B4 refers to the cells that you are ranking.

 THE IF FUNCTION
The IF Function evaluates a condition and returns one of two values
depending on the results of the evaluations. If the condition is true or false,
it returns one value of the conditions.

The IF function can be used to perform an array of operations including:

 Adding a True or False statement

 Remark
 Grading

ADDING A TRUE OR FALSE STATEMENT

Suppose you have two statements you would like to add on your data sheet,
let’s say, “Promoted” and “Not Promoted” based on certain values, then
the IF Function comes in handy when performing such an operation.

In order to do that:

 Click on the FX menus and search for The IF Function.

 Insert the Logical test i.e.
M2>70
 Input what is to be displayed if
the values in Cell M2 are greater
than seventy, i.e., Promoted
 Input the values to be displayed if the values are less than 70 i.e.,
Not Promoted
 Click Okay and drag across the cells.

REMARKS AND GRADING

Remarking means looking at an observation and giving a statement of it.

Grading means assigning a particular grade for a particular mark, for

example: Above 80= A, 70-80=B etc

In order to remark, input such a formulae on the Logical test bar in the IF
Function menus:

=IF(M2>70,
“Perfect”,IF(M2>60,”good”,IF(M2>50,”Average”IF(M2<50,”Fail”))))

Where M2 is the cell number used to remark, 70 is the value you want to
remark and “Perfect” is the remarked self.
When grading, use the same formulae only that this time, you replace the
remarks with specific grades according to your datasheet i.e., A, B, C etc.

NOTE: You can make as many remarks/grades as possible as long as:

a. You remember the number of brackets you have opened.

b. Remember to close those brackets at the end of the formula

After you have considered the two points above, press enter and your
values will be entered.

FORMATTING EXCEL WORKSHEET

ALIGNMENT

Alignment allows you to choose specific and customized alignment options

for any cell in your worksheet.

For example you can choose whether the text is:

a. Top, middle or bottom aligned

b. You can also change the orientation of the text to either: horizontal,
vertical or to a certain number of degrees.

In order to do the above operations, click on the cell you want to format
and then click on the desired alignment function.

MERGE AND SPLIT

In order to merge cells, select a range cells

that you want to merge then click on the
merge option in the alignment tab. The
cells will be merged.

Other options available when merging

include:

a. Merge and center- merges the selected cells and centers the text on
the merged cells
 b. Merge Across- Cells are merged in your desired direction.

In order to split a merge cell:

 Highlight the cell then click on Merge and Center.

 The contents of the cell will appear on the upper left cell of the range
of split cells.

NUMBER FORMATTING
This option allows one to format a number in different
formats (Click on the drop down menus to see more)
and also to add or remove decimal places as desired.

In order to use this function, highlight the desired

number of cells then select on the desired numbering option.

CONDITIONAL FORMATTING
This option allows one to format a worksheet by
following a certain set of rules.

a. Highlight Cell Rules

This option allows one to highlight a specific ranger

of data and assign to it a particular cell color or font
type for easier data formatting.

The rules include: Greater than, less then, between etc..(click on the
forward arrow on highlight cells Rules for more options).

In order to use this option:

 Highlight the range of cells that you would like to format.

 Click on Conditional Formatting, select Highlight Cells Rules and
choose the rule that you would like to use.
 Set the premises in the dialogue box, for
instance, if you would like values greater than
50 to be highlighted, write 50 in the dialogue
box and choose your desired formatting option.
 If the formatting option is not available, click on custom format and
customize the formatting options as you desire.

NOTE:
 i. Use the same procedure when conditional formatting for:
 Top/Bottom rules
 Data bars
 Color scales
 Icon sets
ii. The more rules option gives one an option for customizing the rules
to suit a particular need in a worksheet.
iii. You can also set your own rules by clicking on the New Rule option
and set the rule you want.
iv. To clear the rules, click on the Clear Rule option and follow the
steps.

TABLE FORMATTING
This gives one an option to customize the worksheet by introducing special
columns that can be used for sorting and filtering the contents on a given
column.

To use this option, highlight the number of cells and click on the desired
table style.

CELL STYLES.
This allows one to choose specific cell styles to specific cells.

In order to apply this, highlight the cells then click on the desired cell style.

INSERTING ROWS AND COLUMNS

Place the cursor where the row/column is to be inserted then click on
insert

DELETING ROWS AND COLUMNS

Place the cursor to where the column/rows is to be deleted then click on
delete.

CHANGING THE WIDTH AND HEIGHT

When you see the number (####) in a cell, it shows that the cell is too
small to accommodate the number of cells keyed in.

TO CHANGE WIDTH/HEIGHT:
 Move to the column to be increased.
 Click on format.
 Click on Column Width and type the desired width.
  Click Ok.

NOTE: Auto fit Column/Height width automatically fits the content to fit in
the cell.

DATA SORTING
In order to sort;

Highlight the range cells then click on the sort and filter option and sort
according to your specifications.

Custom Sort allows one to sort data on various ranges and values based
on the user’s own specifications. To use this option, select the data to be
used then click on custom sort.

Depending on whether your table has headers or not, you can either check
or uncheck the checkbox on the top right corner of the custom sort window.

THE INSERT TAB

INSERTING A TABLE
 Highlight the range cells where you want to insert the table.
 Choose whether to have headers or not by either checking or
unchecking on the checkbox
 Click okay

INSERTING PICTURES, CLIP ART, SHAPES AND SMARTART

 Click where you would like to insert.
 Then click on pictures/clip art/ SmartArt .
 Choose your desired media and insert it.
 CHARTS AND GRAPHS

This is a graphical representation of the numeric data in a worksheet.

TYPES OF CHARTS
 Column Charts
 Area Charts
 Bar Charts
 Excel Chart Type
 Pie charts
 3D surface charts
 Line charts Combine charts

CREATING CHARTS OR GRAPHS

Select the data to be graphed first. If the data is at different locations on
the worksheet, highlight the first section then hold down the control key
while selecting the rest. Do not select empty cells.

Click to insert either a chart or a graph accorfing to your specifications and

it will be inserted in your worksheet.

FORMATING CHARTS AND GRAPHS

One can be able to format the chart Design, Layout and its Format in order
to suit personal preferences and demands.

To activate the formatting option, highlight the chart by clicking on it and

then the formatting options will appear on the left hand side of the excel
menu bar.

CHART DESIGN
Chart Design gives one options of switching rows and columns, selecting
data, renaming axis labels and adding new data into the chart.
 DATA EDITING
Inorder to switch the rows/ columns, highlight the chart
by clicking on it and then click on Switch row/Column
on the right hand side of the menu bar. The rows and
columns will be switched automatically.

SELECTING DATA
This is a pop up menus that helps one in
operations such as adding a new range of data
into the chart, renaming the axis labels and the
legend entries and removing some entries from
the chart.

To change the series names:

 Click on the series to be changed.

 Click on edit
 Change the name on the next pop screen
 Click okay

To add new data into the chart:

 Click on Add
 Enter the series name
 Use the formula =Sheet1!$E$6:$E$15 to add the values from the
desired series where by Sheet1 refers to the sheet in which the
data is obtained from and E refers to the Row/Column from which
the data is obtained.
 Click Ok.

To change axis labels

 Click on Edit
 Insert the axis names, separating
different entries using a comma, .
 Click on Okay.
Note: You can also change the chart styles and and the chart layout by first
clicking on the chart to highlight and then clicking on the desired layout or
style to change.

CHART LAYOUT

This menus provides a variety of chart operation options in Microsoft Office

Excel 2007.

To Change Chart Name:

 Click on Chart Title

 A text box appears on the chart, click inside it, delete, “ChartTitle”
and enter your own title.

To change Horizontal/Vertical Axis Titles:

 Click on Axis Titles

 Choose either to change the vertical/horizontal axis name and choose
its location on the chart.
 A text box appears on the chart, click on it to change the axis name.

To enable/disable legend:

Legend simply refers to the chart’s Key.

To enable/disable it, click on the Legend and then chose your desired
option.

Note: Use the above procedure to enter/remove Data Labels and Data
Tables.

CHART FORMAT

This provides options for adding different colors, pictures, gradients and
textures on the chart.

You can also format the chart background using the option.

To do that:
  Click on the chart to select it.
 Click on the desired chart style or effect.
 For more effects, click on the drop down arrow.

PAGE LAYOUT TAB

This tab provides options for:

 Changing the page margins.

 Changing the page orientation to either portrait or landscape.
 Changing the worksheet size.

TASK: examine the other options in the pagelout section and write brief
notes on what each option does.
INTRODUCTION TO MICROSOFT ACCESS 2007

Introduction

A database is a collection of information that's related. Access allows you to

manage your information in one database file. Within Access there are four
major areas: Tables, Queries, Forms and Reports

 Tables store your data in your database

 Queries ask questions about information stored in your tables

 Forms allow you to view data stored in your tables

 Reports allow you to print data based on queries/tables that you have
created

Creating a Database

 Start Access

 Select Blank Database

 In the File Name field enter a name for the database

 Click Create
Microsoft Access automatically creates a new table in the database called

Table1. This is a temporary name until the table is saved.

Understanding the Views

There are 2 basic views when you work in a table: Design View and
Datasheet View.

Design View is used to set the data types, insert or delete fields, and set
the Primary key.

Datasheet View is used to enter the data for the records. By default, Access
places you in Datasheet View.

To Switch to Design view:

 Click the View button on the

Home Ribbon

 Type a name for the table

 Click OK

Before proceeding, it
is important to
understand common
Microsoft Access Data
Types. (Explained in
the table below)
To Enter Fields in a Table:

 Type a name for the first field in the table

 Press Enter

 Select a data type

 Press Enter

 Type a description for the field

 Press Enter

Continue this until all necessary fields have been entered into the table.

Note: The order that you enter the field names is the order the fields will
appear in the table and on a form.

To View the Datasheet:

 Click the View button on the Ribbon

Setting a Primary Key

The Primary Key is the unique identifier for

each record in a table. Access will not allow
duplicate entries in a Primary Key field. By
default, Access sets the first field in the table as
the Primary Key field. An example of a Primary
Key would be your Social Security Number.
This is something unique about you and should
not be duplicated.

To Set a Primary Key:

  Switch to Design View

 Position your cursor in the field you wish to set as the Primary Key

 Click the Primary Key button on the Ribbon

To Switch Back to Datasheet View to Enter your Records:

 Click the View button on the Ribbon.

Entering Data in a Table

Once you have entered the fields and set the data types it is now time to
enter the records in a table.

To Enter Data in a Table:

 Make sure you are in Datasheet View

 Enter the data into the table by pressing the tab key to move from
one cell to another

 When you have completed the record (row), press Enter

When inputting data into the table, Access automatically saves the data
after each new record.

Input Masks

An Input Mask is used to pre-format a field to “look/act” a certain way

when a user inputs data.
Example: You could create an input mask for a field that automatically
inserts the dash.

The Input Mask data can either be stored in the table or simply displayed
and not stored. (The latter is preferred)

To Create an Input Mask for a Field

 Open a table in Design View

 Click in a field for which you’d like to create

an input mask

 In the Field Properties section at the bottom

of the screen, click in the

 Input Mask line and notice the Build button

that appears at the right end of the line (see the figure on the left)

 Click the Build button

 Select Input Mask

 Click Next

 Select a Placeholder character

 Click Next

 Select Without the symbols in the mask

 Click Next

 Click Finish

 Now, when entering data that has been formatted with an Input
Mask, you do not have to type the format into the record.

Notice, the only thing that the user has to enter is the digits, not the
symbols.

Navigating Records

Use the arrows at the bottom of the table to navigate among records.

You are able to navigate from the first record, previous record, next record,
last record, and create a new record (as shown in the picture below).
 Notice that the total number of records in the table is shown at the right
end of the navigation arrows.

Sorting Records in a Table

By sorting your records in a table, you are easily able to view/locate

records in your table.

To Sort Records in a Table:

 Position your cursor in the field that you wish to sort by, by clicking
on any record in that field.

 Click either the Sort Ascending or Sort Descending icon

Notice, the table above has been sorted by the Last Name field in
ascending order.

Queries

You use Queries to view, change, and analyze data in different ways. You
can also use them as a source of records for forms and reports.

To Create a Query:

 Click the Create tab on the Ribbon

 Click Query Design icon

 Double-click Create Query in Design View

 Select the table that you would like to base your Query on

 Click Add

 Close the Show Table window

The table(s) will now be displayed in the upper part of the Query Design
Screen by boxes containing the tables’ fields.

 Double click on the field names in the field list window which you
would like to include in the Query

Defining Criteria in the Query

In order to control which records are displayed, you must define criteria in
a Query. The most common type of Query is the Select Records Query
which will be discussed below.

To Define Criteria for your Query:

 In design View

 Position your cursor in the criteria row in the field for which you wish
to define the criteria for

 Enter the criteria

For example, to create a criteria for residents from Kitale:

 Position your cursor in the criteria row of the City field

 Type Kitale

 Click the Run Query button

The result of a query is called a recordset. A recordset can be sorted,

printed or filtered in the same manner as a table.

To Save the Query:

 Click the Save Icon

 Enter a name for the Query

 Click OK
Note: When saving a select Query, you are saving the question that you are
asking, not the results that you see when you run the Query.

Creating a Form Using the Forms Wizard

A form is a database object that is used to enter or display data in a

database.

To Create a Form Using the Wizard:

 Navigate to the table you want to base the form on

 Click Create on the Ribbon

 Click Forms

You are able to navigate using the navigation arrows at the bottom of the
form.

Note: The form feeds the table. If you edit a record on the form, or create
a new record, that data will be passed to the table it is associated with.

To Enter a Record on the Form:

 Click the View button on the Ribbon to switch from Layout View to
Form View

 Enter the data for each field in the record, pressing the Enter key to
move to the next field

 Press Enter after you have entered data for the last field

This will send the record to the table.

Reports

Reports can be based on tables or queries and can be made with the
Report Wizard.

To Create a Report Using the Report Wizard:

 Click the Create tab on the Ribbon

 Click the Report Wizard icon

 Select the table or query upon which the report will be based
  Select the fields that you want to include on the report by double
clicking on them

 Click Next

 If you would like to add grouping to your report, select the field you
wish to group by double clicking on it (Example: City)

 Click Next

 Select a style for the report

 Click Next

 Type a title for the report

 Click Finish

To Print a Report

 Open the report by double clicking on the object in the Navigation

Pane

 By default, the report opens in Print Preview.

To Adjust the Orientation:

 Click the portrait or landscape icon on the Print Preview Ribbon

To Adjust the Margins

 Click them Margins icon on the Print Preview Ribbon

 Select a margin size

To Print the Report

 Click the Print Icon on the Print Preview Ribbon

 Select the Printer

 Click OK
 MICROSOFT OFFICE 2007 POWERPOINT

INTRODUCTION
Ms PowerPoint is a graphical presentation software package used for quick
designing of presentations.
 FUNCTIONS OF POWERPOINT
 Marketing or internal company presentations.
 To deliver company results to shareholders meetings.
 Advertising
 Launching of new products into the market.

STARTING POWERPOINT
Procedure

 Click on Start
 Move to All Programs and select Microsoft Office.
 Click on Microsoft Office 2007 PowerPoint

Office Logo
The first thing most people will need to relearn is
where to go to open a document, create a new one,
save your document and print. Clicking the Office logo
at the top left of the screen will provide most of the
items formerly found under the file menu including
those listed above. Beside the logo you also will find a
disk icon to save your document as well as the undo
and redo buttons. More buttons can be added to this “Quick Access
Toolbar” through the word options mentioned in the next section.

As you can see here the Office logo opens up

listing your options for new, open etc. and
also contains a list of your recent documents
for quick opening. Any of the items listed
with an arrow beside them will replace the
recent documents on the right with the
options associated with the menu item. You
should also see at the bottom right of this
menu a button for exiting PowerPoint and
changing PowerPoint’s options.

SAVE AS
The save as option will provide you with the most common file formats to
save your document in. The common ones are PowerPoint Presentation,
PowerPoint Show, and PowerPoint 97-2003 Presentation. The last one is
the option most people should be using currently, especially if they wish to
share documents with others who do not have the new version of Office.

PRINT
Here you can choose from Print, Quick Print and Print Preview. Print
brings up the standard print dialog box, quick print will print one copy
without any dialog box coming up and print preview will bring up the print
preview screen.

PREPARE
The prepare menu’s most common options are Properties, Inspect
Document, Mark as Final and Run Compatibility Checker. The properties
option allows you to setup metadata for the document like Author, Title,
keywords, comments and others. Inspect Document will scan the
document for any hidden data like comments and annotations, and any
hidden collaboration data. This is very useful when making a previously
private document public. It will help you find any comments or changes
made previously that should not be made public. Mark as Final will mark
the document as a final copy and make it read only so changes cannot be
made. The last common item, Run Compatibility Checker will scan the
document for new features that were used and show you these. This is
recommended if you where creating a document in the new file format but
now need to convert it back to the Office 2003 format to share with
someone who does not have Office 2007.

CREATING A BLANK PRESENTATION

A blank presentation enables a one to create a presentation based on their
own preferences and choices.

It’s a great way of creating slides as it gives one an array of options for
slide creation, animation and transitions. This enables one to choose what
they want to design, how they want to design it and how the final product
will be like.

PROCEDURE

 Start Ms PowerPoint.
 A blank procedure automatically appears
on the screen.

CREATING SLIDES
Slides are a way of adding information to your blank PowerPoint
presentation.

PowerPoint comes with different types of slides in which one can choose to
add their information in the process of creating a presentation.

PROCEDURE

 On the Home Tab, Click on the drop down arrow on New Slide
located on the top left corner.
 Click to choose your desired slide.
 The slide is automatically added.
To change the slide Layout:

 Click on a slide to highlight it.

 Click on Layout and chose your desired layout.
 The slide will automatically change its layout.

To delete a slide:

 Click on the slide to highlight it.

 Click on delete.

To duplicate slides:

 Press down Control (Ctrl) key on your keyboard and click on the
slides you want to duplicate.
 Click on the drop down arrow at New Slide and select Duplicate
Selected Slides
 The slides will be duplicated automatically.

NOTE: A quicker way of slide customization; add a new

slide, duplicate, delete, or changing the Layout, is
simply by right clicking on it.
So, right click on the given slide and choose the option you would like to
apply on your slide.
 ADDING CONTENTS TO SLIDES
Now that we have known how to create blank slides, its time to move a
step ahead and look at how we can add content to our slides.

So, how do we do it?

 On a blank slide, click on “Click to add

Title” and add the following title, “How
to format a flash drive.”
 Click on, “Click to add text” add the
following text, “A step by step
procedure on how to format a flash
drive by (your name).
 Add a new slide and type in the first step
 Keep adding slides until you finish instructing a person on how to
successfully format a flash drive.

SLIDE DESIGN

Slide design involves applying themes and background styles to your slides
in order to add an appealing look and tone it with style.
In order to apply a theme to your slides, click to select one slide and click
on the desired theme.
The theme will be applied to all your slides.

CUSTOMIZING THEMES FOR INDIVIDUAL SLIDES

You can also apply different themes on different slides on your
presentation.

To do that:
 Click on a slide to select it.
  Right click on the theme you want to apply to it and click on Apply to
Selected Slides.
 To select multiple slides, press down Control (Ctrl) on the Keyboard
and repeat the procedure above.

BACKGROUND STYLES

Background styles is another way of applying

slide designs to your presentations.

It gives one a chance to choose a different

slide background and apply it on either all or
a selected slide.
To choose a background

 click to select a slide

 click on Background Styles
 select a background of your choice and it will be applied
automatically on the slide
One can also choose Format Background and customize the background
according to their own choices and preferences.

To Delete a Background

 Click to select a slide with a background style.

 Click on Background Styles.
 Click on Reset Slide Background.
 The background would be deleted and reset to default.

SLIDE ANIMATIONS

Slide animations mainly involves setting and changing how one slides
transits from one to another.

To apply slide transitions:

 Click to select a slide.

  Click on transition effect.
 The effect will apply automatically.
NOTE: To apply one transition effect to all slides, click on the transition
and then click on Apply to All

CUSTOM ANIMATIONS

Custom Animation is a way of applying

different transition animation styles to
different objects in a slide.
It’s a great way of customizing your slides
and it gives on an array of options to choose
from.

When you click on the custom animations, a new window appears on the
right side of your screen, titled, “Custom Animation”

To custom animate a slide:

 Click on the text/text box that you would like to

animate.
 Click on Add Effect and select your desired effect as
either Entrance, exit, Emphasis or Motion Paths.
 Select the effect and it will be applied automatically.
NOTE:

1. After you’ve selected an effect, you can modify its

settings by changing how it Starts, Direction and
Speed.
2. You can also custom animate every object in a slide, including
pictures so that they all have their own transition styles in the slides.
3. To preview your slide, click on Play at the bottom of the custom
animation window.

OTHER ANIMATIONS EFFECT EFFECTS

To add a sound to your slide:

 Click on No Sound and select the sound that you would like to use.
  If you have another sound file, click on No Sound and then click on
Other Sound and insert a .wav sound from wherever its located.
To change the transition speed:

 Click on Fast and change the speed to either slow, medium or fast.
You can also change whether the slides transit automatically after a
number of seconds or whether they transit after a mouse click on the
Advance slide menus.

SETTING UP A SLIDE SHOW

In order to view your slide show from the beginning, click on Slide Show
tab and click on From Beginning.

To view from your current slide, click on From current Slide.

CUSTOM SLIDE SHOW

 To customize your slide show:

 Click on Custom Slide Show.

 Click on New.

 Add the Slides in Custom Shows.

 Change the name of the custom show from Custom Show 1 to a

name you can easily remember.

 Click Okay.
To play a custom show:

 Click on custom show and select your customized slides.

 The slide show begins automatically.

 INSERTING OBJECTS IN A SLIDE SHOW

The Insert Tab in PowerPoint 2007 also gives one an option to insert
tables, ClipArt, Shapes, SmartArt and Charts on the presentation.

To insert a table:

 Click on tables

 Insert the table and add your data.

To insert a Picture/ClipArt

 Click on Picture/ClipArt

 Search its location

 Click Insert
To insert a Chart

 Click on Charts.

 Select the type of Chart to insert.

 Change the Chart details on the Excel Pop Up window that appears
and then close the window.

 You can format the Chart by first clicking on it, to highlight it and
then changing its Design, Layout and Format.

Review Tab

The review tab offers three sections which include proofing, comments, and
protect.
 PROOFING
The proofing section provides the standard
spelling check, a thesaurus, research tools that
include MSN search and Microsoft Encarta
encyclopedia. You will also find translation tools to help with single words
or the whole document. The translation of the entire document is done by
an online service called Wordlingo.

COMMENTS
The comments section allows you to add
comments to a document for easier collaboration.
You can cycle through the comments to find out
what notes you left for yourself or others and you can delete a comment
that was made when it is no longer relevant.

PROTECT
The protect section gives you options to add a password and
protect the document. You can restrict changes to formatting and
editing or the whole document. If you use Windows Live you can
also manage permissions for specific users who also have Windows Live.

View Tab

The view tab offers six sections, which include presentation views,
show/hide, zoom, Color/Grayscale, window and macros.

PRESENTATION VIEWS
The presentation views section switches you
between normal, slide sorter, notes page, slide
show, slide master, handout master and notes
master. Normal shows you one slide in the centre with thumbnails of all
slides to the left of the screen. Slide sorter fills the centre with thumbnails
of all slides which you can drag around to sort them. The notes page view
shows the slide on the top section and notes you add in a bottom section.
Slide show will start the slide show from the beginning. The Slide master,
handout master and notes master views allow you to change what the
presentations themes will follow by working with a master setup. Each of
these master views also provide another tab to the ribbon.

SHOW/HIDE
The show/hide section will toggle certain tools on or off the
screen including rulers, gridlines and message bar. The rulers
will show along the top and left side of the screen. Gridlines
will cover your entire document inside the margins. They will
be visible on screen but don’t print. The message bar can only be
displayed when there is a message to be displayed. One common reason
for the message bar to display is when macros have been enabled or
disabled.

ZOOM
The zoom section provides tools to zoom into or out of the
document. You can choose your own zoom factor or use one of
the predefined zoom factors.

COLOR/GRAYSCALE
This section allows you to switch between color, grayscale
or pure black and white. This will allow you to see how
slides will look when printed on a black and white printer.

WINDOW
The new window button will open your current
document in a new window. The arrange all button
will take your currently open windows and stack them
one on top of the other. This is also where you can easily switch between
windows.

MACROS
The macros section provides the tools required to work with and
create basic macros. You can view existing macros or record your
own. Choose record macro from the drop down and then perform
the functions you do often, like change the page layout, and style of the
document. Once you have done those tasks then stop recording. You will
be able to use that macro over again to shorten the steps you need to take
every time you need to perform that set of tasks.
 MICROSOFT PUBLISHER 2007

INTRODUCTION
Microsoft Publisher is an example of a desktop publishing program used to
make a variety of publications for example: wedding cards, certificates,
brochures, business cards etc.

WHERE PUBLISHER IS USED

 In printing industries.
 In advertising industries.
 In making programs for events.

CHARACTERISTICS OF PUBLISHER
 Deals entirely with publications of items.
 It combines both graphics (pictures) and texts.
 Involves page setting before any publication is made.

MERITS OF USING PUBLISHER

 Provides a variety of publications.
 Combines both pictures and text thus communicating to both the
literate and Illiterate.

DEMERITS OF PUBLISHER
 Wrong page setting affects the outcome of the whole publication.
 It does not include Sound Effects.

CREATING PUBLICATIONS
PAGE SETTING
This refers to setting the sheet you are working on in order to
accommodate the number of copies as well as the appearance of the item/
document to be published.
It gives one a chance to produce multiple items per sheet and also dictate
the number of copies to be published. For instance, one who is creating
business cards can have more copies published from a page than one who
is creating posters which can basically be one per page.

Page setting should be done before any publication is made.

NOTE: Remember to draw a text box on your blank publication if your

design is to include a text object. Do this when page setting your document
to prevent upsetting your design when you are almost done.

WORKING WITH THE TOOLBAR

A- Select object : It’s used to select objects and texts

within the publication.
B- Text Box: Used for creating a text box(s) within a
publication.
C- Insert Table: Used for inserting a table(s) within a
publication.
D- WordArt: Used for inserting WordArt into the
publication.
E- Picture Frame: Used for inserting an empty picture
frame.
F- Line: Used for drawing straight lines.
G- Arrow: Used for drawing arrows
H- Oval: Used for drawing circles and oval shapes.
I- Rectangle: Used for drawing rectangles and squares.
J- AutoShapes: Has options for inserting shapes such as Lines,
Connectors, Flow Charts etc.
K- Bookmark: Gives one an option for inserting saved bookmarks.
L- Design Gallery Object: Allows one to insert more customized
designs into the publications.
M- Content Library: Allows one to search and insert graphics
from the content library.
N- Toolbar Options: Allows one to customize the toolbar by adding or
removing options.
 USING AUTOSHAPES IN PUBLICATIONS
Publisher 2007 comes with a great number of autoshapes which can be
customized when designing items such as logos, brochures etc depending
on one’s own creativity.

The autoshapes also help when coming up with a color scheme for your
publications.

However, it’s prudent for one to note that there is no set procedure on how
to come up with a great design. It all depends on the designers’ way of
utilizing the tools given to him/her by the software. In other words, the
buck stops with the designer.

For example when designing a simple logo:

 Click on Autoshapes.
 Go to Basic Shapes and select Donut.
 Click and hold the mouse to draw the object in your publication.
 To reduce the inner circle, click and hold on the yellow star and move
the mouse.
 Click on WordArt and insert a WordArt with the following text:
Noble Class ICT Center.
 Insert the WordArt and a pop window titled, WordArt Appears.

A- Allows one to edit the

WordArt text.
B- Allows one to change the
WordArt style.
C- gives more options on
WordArt formatting
D- Gives options on changing the WordArt shape
E- Contains text wrapping options for the WordArt
F- Adjusts the WordArt height
G- Changes the WordArt to a vertical text.
H- Changes the WordArt alignment options.
I- Changes the character spacing options.

 Click on WordArt shape and click on the semicircle shape

  Drag at the WordArt’s edges until it fits in your Donut.
NOTE: you can also insert an image(s) in your logo.

TASK:

Using the steps above, attempt designing the following logo:

PAGE FORMATTING
Font: Gives options for changing the font size, type
and casing.

Character Spacing: Adjusts the space between

characters.

Paragraph: Formats the paragraph

Bullets and Numbering: Inserts bullets and numbers

into the publication

Drop Cap: Inserts a Drop Cap.

Autofit Text: Contains options on how a text fits in a

textbox.

NB: When you this sign at the bottom of your

text box, then it means that you text has an overflow. Use the
Autofit menus to reset the text structure.

Background: it contains options for applying and formatting a publication’

background.

To Change a background:
  Click on Format then choose background.
 A background toolbar appears on the left side of the screen.
 Click to choose the background of your choice.
NOTE: You can click on More backgrounds to get more options on
background formatting.

Format Publication: This gives an option to change the Page Options,

Color schemes, and the Page Size.

Font schemes: Gives one an option to the chose the default font.

Text Box: It contains options for formatting a Text Box.

To format a Text Box:

 Click on the Text Box to highlight it.

 Click on Format and chose Text Box.
 To fill it with color, Click on Colors and Lines and choose the color.
 To add fill effects, Click on the drop down arrow at Colors and click
on Fill Effects.

INSERTING OBJECTS IN A PUBLICATION

Page: Allows one to insert more pages into the
publication.

Duplicate: Allows one to duplicate their current

publication.

Section: Inserts a section break into the

publication.

Page Numbers: Inserts a page number into the

publication.

Date and Time: Inserts a date and time.

Design Gallery Object: Inserts a graphic from

Design Gallery.

Picture: Inserts pictures from file, Clip Art and WordArt.

Text Box: Inserts a text box.

 ARRANGING OBJECTS IN A DESIGN
Layout Guides: Allows one to change the page setup by
adjusting Margin, Guide and Baseline Guides.

Ruler Guides: Gives options for inserting/deleting rulers

into the publication.

Group: Gives an option for grouping different objects in

the publication into one object.

To group objects:

 Click on the first object to select it.

 Press and hold down Control (Ctrl) and select the
other objects.
 Click on Group to group them into one object.
To Ungroup:

 Click on the grouped object to highlight it.

 Then click on Ungroup.
Order: Gives graphic layout options on whether it should appear behind a
text or in front of the text.
Other arranges options include: Snap, Nudge, Alignment, Rotate or flip,
Text Wrapping and Changing the AutoShape. Use the knowledge given
above to explore these options and find out what they do in Publisher.

In conclusion, coming up with a great design is a matter of one’s on

creativity. Now that you have the knowledge, be creative and design
something great.
All the best in your designing explorations.