COMM 804: Advance Computer Applications

Distance Learning Centre

Ahmadu Bello University
Zaria, Nigeria

COMM 804:
Advanced Computer Applications

Course Material

Programme: Masters in Public Health (MPH)

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 COMM 804: Advance Computer Applications

© 2021 Ahmadu Bello University (ABU) Zaria, Nigeria

All rights reserved. No part of this publication may be reproduced in any form or
by any means, electronic, mechanical, photocopying, recording or otherwise
without the prior permission of the Director, Distance Learning Centre,
Ahmadu Bello University, Zaria, Nigeria.

Published and Printed by

Ahmadu Bello University Press Limited
Zaria, Kaduna State, Nigeria.
Tel: 08065949711
E-mail: [email protected];
[email protected]; Website: www.abupress.org

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 COMM 804: Advance Computer Applications

Course writers/
Development team
Editor
Prof. M.I Sule

Course Materials Development Overseer

Dr. Usman Abubakar Zaria

Subject Matter Expert

Oiza Lauren Dimowo and Osuetta Allen

Subject Matter Reviewer

Rahamatu Shamsiyyah Iliya

Language Reviewer
Enegoloinu Ojokojo

Instructional Designers/Graphics
Ossuetta Allen

Course Coordinator
Rahamatu Shamsiyyah Iliya

ODL Expert
Prof. Adamu Z. Hassan

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 COMM 804: Advance Computer Applications

Contents
i. Course Information - - - - - - - - v
ii. Course Introduction and Description - - - - - v
iii. Course Prerequisites - - - - - - - - v
iv. Course Learning Resources - - - - - - - vi
v. Course Objectives and Outcomes - - - - - - vi
vi. Activities to Meet Course Objectives - - - - - vi
vii. Time (To study and Complete Course) - - - - - vi
viii. Grading Criteria and Scale - - - - - - - vii
ix. Links to Open Education Resources - - - - - viii
x. Other sources for open education resources - - - - ix
xi. ABU DLC Academic Calendar - - - - - - x
xii. Course Structure and Outline - - - - - - xi

MODULE 1: Web 2.0 Applications- - - - - - - 1

Study Session 1: Skype, The Internet and The World Wide Web - - - 2
Study Session 2: Dropbox Operations - - - - - - 12
Study Session 3: LinkedIn Operations - - - - - - 21
Study Session 4: Rss/feeds - - - - - - - - 30
Study Session 5: Introduction to Ftp - - - - - - - 36

MODULE 2: Public Health Software - - - - - - 43

Study Session 1: SPSS - - - - - - - - 43
Study Session 2: EPI info 7 - - - - - - - - 56
Study Session 3: STATA - - - - - - - - 123
Study Session 4: EndNote - - - - - - - - 143

MODULE 3: Other advanced Applications - - - - - 155

Study Session 1: CorelDraw - - - - - - - - 155
Study Session 2: Microsoft Excel - - - - - - - 177
Study Session 3: Microsoft Word - - - - - - - 213
Study Session 4: Microsoft PowerPoint - - - - - - 320

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Course Study Guide

.

i. COURSE INFORMATION
Course Code: COMM 804
Course Title: Advanced Computer Applications
Credit Unit: 3 Credit Units
Year: Two
Semester: First

ii. COURSE INTRODUCTION/DESCRIPTION

Introduction:
Computers and their applications have come to stay and affect our lives
positively in no small way. This Course will help you integrate the use of
advance computer applications into your tasks making it easier to achieve set
goals
Description:
This course is designed to equip you with the set of skills needed to turn your
personal computer into your personal assistant. It will guide you through
advanced topics in Microsoft office, Adobe and other useful computer software
applications that will enable you the ability to analyse your needs and take them
into account in the selection, creation, evaluation and administration of
computer based systems.

iii. COURSE PREREQUISITES

Although no prerequisite is required for this course, you should know that to get
the most from this course, you should have access to or better still own a computer.
This will keep the lessons practical and interesting.

iv. COURSE LEARNING RESOURCES

i. Course Textbooks
 The workflow of data using STATA by J. scott Long
 A gentle introduction to STATA, Fifth edition by Alan C. Acock
 The internet galaxy by Manuel Castells

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 COMM 804: Advance Computer Applications

 Corel draw graphic suit by Bill Stonehem

ii. Course Journals
iii. Other Resources

v. COURSE OUTCOME
At the end of this course, you will
i. Know the history of the internet
ii. The difference between the internet and the World Wide Web
iii. Use web 2.0 applications such as Skype, Dropbox, LinkedIn
iv. Use Various Public Health Analytical software packages
v. Enjoy the full benefit of RSS Feeds
vi. Make use of Microsoft office applications such as Excel and Word
vii. Know the difference between HTTP and FTP
viii. Make use of Corel Draw

vi. ACTIVITIES TO MEET COURSE OBJECTIVES

Specifically, this course shall comprise of the following activities:
1. Studying courseware
2. Listening to course audios
3. Watching relevant course videos
4. Field activities, industrial attachment or internship, laboratory or
studio work (whichever is applicable)
5. Course assignments (individual and group)
6. Forum discussion participation
7. Tutorials (optional)
8. Semester examinations (CBT and essay based).

vii. TIME (TO STUDY AND COMPLETE COURSE)

A minimum of two hours per week is recommended to study for this course. Over
a 13 week study period in a semester, you shall be expected to devote a minimum
of 26 hours.

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 COMM 804: Advance Computer Applications

viii. GRADING CRITERIA AND SCALE

Grading Criteria
A. Formative assessment
Grades will be based on the following:
Individual assignments/test (CA 1,2 etc) 20
Group assignments (GCA 1, 2 etc) 10
Discussions/Quizzes/Out of class engagements etc 10

B. Summative assessment (Semester examination)

CBT based 30
Essay based 30
TOTAL 100%

C. Grading Scale (as appropriate for the course):

A = 70-100
B = 60 – 69
C = 50 - 59
D = 45-49
F = 0-44

D. Feedback
Courseware based:
1. In-text questions and answers (answers preceding references)
2. Self-assessment questions and answers (answers preceding references)

Tutor based:
1. Discussion Forum tutor input
2. Graded Continuous assessments

Student based:
1. Online programme assessment (administration, learning resource,
deployment, and assessment).

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ix. LINKS TO OPEN EDUCATION RESOURCES

OSS Watch provides tips for selecting an open-source, or for procuring free or
open software.
SchoolForge and SourceForge are the right places to find, create, and publish open
software. SourceForge, for one, has millions of downloads each day.
Open Source Education Foundation and Open Source Initiative, and other
organisation like these, help disseminate knowledge.
Creative Commons has several open projects from Khan
Academy to Curriki where teachers and parents can find educational materials for
children or learn about Creative Commons licenses. Also, they recently launched
the School of Open that offers courses on the meaning, application, and impact of
"openness."
Numerous open or open educational resource databases and search engines
exist. Some examples include:
 OEDb: over 10,000 free courses from universities as well as reviews of
colleges and rankings of college degree programmes
 Open Tapestry: over 100,000 open licensed online learning resources for an
academic and general audience
 OER Commons: over 40,000 free educational resources from elementary
school through to higher education; many of the elementary, middle, and
high school resources are aligned to the Common Core State Standards
 Open Content: a blog, definition, and game of open source as well as a
friendly search engine for free educational resources from MIT, Stanford,
and other universities with subject and description listings
 Academic Earth: over 1,500 video lectures from MIT, Stanford, Berkeley,
Harvard, Princeton, and Yale
 JISC: Joint Information Systems Committee works on behalf of UK higher
education and is involved in many open resources and open projects
including digitising British newspapers from 1620-1900!

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x. Other sources for open education resources

Universities
 The University of Cambridge's guide on Open Educational Resources for
Teacher Education (ORBIT)
 OpenLearn from Open University in the UK
Global
 Unesco's searchable open database is a portal to worldwide courses and
research initiatives
 African Virtual University (http://oer.avu.org/) has numerous modules on
subjects in English, French, and Portuguese
 https://code.google.com/p/course-builder/ is Google's open-source software that
is designed to let anyone create online education courses
 Global Voices (http://globalvoicesonline.org/) is an international community of
bloggers who report on blogs and citizen media from around the world,
including on open source and open educational resources
Individuals (which include OERs)
 Librarian Chick: everything from books to quizzes and videos here, includes
directories on open source and open educational resources
 K-12 Tech Tools: OERs, from art to special education
 Web 2.0: Cool Tools for Schools: audio and video tools
 Web 2.0 Guru: animation and various collections of free open source software
 Livebinders: search, create, or organise digital information binders by age,
grade, or subject (why re-invent the wheel?)

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xi. ABU DLC ACADEMIC CALENDAR/PLANNER

PERIOD
Semester Semester 1 Semester 2
Semester 3
Activity JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC
Registration
Resumption
Late Registn.
Facilitation
Revision/
Consolidation
Semester
Examination

N.B: - All Sessions commence in January

- 1 Week break between Semesters and 6 Weeks vocation at end of session.
- Semester 3 is OPTIONAL (Fast-tracking, making up carry-overs & deferments)

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xii. COURSE STRUCTURE AND OUTLINE

COURSE STRUCTURE
WEEK/DAYS MODULE STUDY SESSION ACTIVITY
1. Read Courseware for the corresponding Study Session.
2. View the Video(s) on this Study Session
Study Session 1: 3. Listen to the Audio on this Study Session
Day1 Title: Skype and the 4. View any other Video/YouTube(http://bit.ly/37qSS7Y )
Internet 5. View referred OER(address/site??????)
6. View referred Animation (http://bit.ly/37p4OXs )
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material
9. Any out of Class Activity

1. Read Courseware for the corresponding Study Session.

2. View the Video(s) on this Study Session
Day 2 STUDY Study Session 2
MODULE
3. Listen to the Audio on this Study Session
Title: DropBox 4. View any other Video/YouTube(http://bit.ly/2nkYzC6 )
1 Operations 5. View referred OER(address/site??????)
6. View referred Animation (http://bit.ly/2OkBn1G )
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material
9. Any out of Class Activity
1. Read Courseware for the corresponding Study Session.
2. View the Video(s) on this Study Session
Day3 Study Session 3 3. Listen to the Audio on this Study Session
Title: LinkenIn 4. View any other Video/YouTube(http://bit.ly/2LJeH9R )
Operations 5. View referred OER(address/site??????)
6. View referred Animation (http://bit.ly/2IpgC1b )
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material

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9. Any out of Class Activity

1. Read Courseware for the corresponding Study Session.

2. View the Video(s) on this Study Session
Day 12 Study Session4 3. Listen to the Audio on this Study Session
Title: Rss/Feeds 4. View any other Video/YouTube(http://bit.ly/2LKG82X )
5. View referred OER(address/site??????)
6. View referred Animation (http://bit.ly/30N3Gsa )
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material
9. Any out of Class Activity
1. Read Courseware for the corresponding Study Session.
2. View the Video(s) on this Study Session
Study Session5 3. Listen to the Audio on this Study Session
Day 13 Title: Introduction 4. View any other Video/YouTube (http://bit.ly/2Ve35Ph )
to FTP 5. View referred OER(address/site??????)
6. View referred Animation (http://bit.ly/2MgZk7u )
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material
9. Any out of Class Activity
1. Read Courseware for the corresponding Study Session.
Study Session 1 2. View the Video(s) on this Study Session
Day 9 Title: SPSS 3. Listen to the Audio on this Study Session
4. View any other Video/YouTube (http://bit.ly/2M6LJ2s )
5. View referred OER(address/site??????)
6. View referred Animation (http://bit.ly/30H7HOR )
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material
9. Any out of Class Activity
1. Read Courseware for the corresponding Study Session.
2. View the Video(s) on this Study Session
Week 10 Study Session 2 3. Listen to the Audio on this Study Session
Title: EPI 7 Info 4. View any other Video/YouTube(http://bit.ly/30N66XM )

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5. View referred OER(address/site??????)

6. View referred Animation (http://bit.ly/2LIw4HI )
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material
9. Any out of Class Activity
1. Read Courseware for the corresponding Study Session.
2. View the Video(s) on this Study Session
Day 11 3. Listen to the Audio on this Study Session
Study Session 3 4. View any other Video/YouTube(http://bit.ly/334k6hG )
Title: STATA 5. View referred OER(address/site??????)
6. View referred Animation (http://bit.ly/2LUSqG4 )
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material
9. Any out of Class Activity
1. Read Courseware for the corresponding Study Session.
2. View the Video(s) on this Study Session
Day 12 Study Session 4 3. Listen to the Audio on this Study Session
Title: END NOTE 4. View any other Video/YouTube(http://bit.ly/35heORA )
5. View referred OER(address/site??????)
6. View referred Animation (http://bit.ly/2LY3UbW )
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material
9. Any out of Class Activity
1. Read Courseware for the corresponding Study Session.
2. View the Video(s) on this Study Session
Study Session 1 3. Listen to the Audio on this Study Session
Day 13 Title: Corel Draw 4. View any other Video/YouTube(http://bit.ly/2LUFX5f )
Basics 5. View referred OER(address/site??????)
6. View referred Animation (http://bit.ly/2Vn3grw)
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material
9. Any out of Class Activity

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 COMM 804: Advance Computer Applications

Study Session 2 1. Read Courseware for the corresponding Study Session.

Title: Microsoft 2. View the Video(s) on this Study Session
Excel 3. Listen to the Audio on this Study Session
4. View any other Video/YouTube(http://bit.ly/2OBEOl3 )
5. View referred OER(address/site??????)
6. View referred Animation (http://bit.ly/2AWSSx6 )
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material
9. Any out of Class Activity

Study Session 3 1. Read Courseware for the corresponding Study Session.

Title: Microsoft 2. View the Video(s) on this Study Session
Word 3. Listen to the Audio on this Study Session
4. View any other Video/YouTube(http://bit.ly/2OBEOl3 )
5. View referred OER(address/site??????)
6. View referred Animation (http://bit.ly/2AWSSx6 )
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material
Any out of Class Activity
Sudy session 4: 1. Read Courseware for the corresponding Study Session.
Power Point 2. View the Video(s) on this Study Session
3. Listen to the Audio on this Study Session
4. View any other Video/YouTube(http://bit.ly/2raE3W6 )
5. View referred OER(address/site??????)
6. View referred Animation (http://bit.ly/35ipAWX )
7. Read Chapter/page of Standard/relevant text.
8. Any additional study material
Any out of Class Activity

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 COMM 804: Advance Computer Applications

Week 13 REVISION/TUTORIALS (On Campus or Online) &

CONSOLIDATION WEEK
Week 14& 15 SEMESTER EXAMINATION

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Course Outline
MODULE 1: Web 2.0 Applications
Study Session 1: Skype, The Internet and The World Wide Web
Study Session 2: Dropbox Operations
Study Session 3: LinkedIn Operations
Study Session 4: Rss/feeds
Study Session 5: Introduction to Ftp

MODULE 2: Public Health Software

Study Session 1: SPSS
Study Session 2: EPI info 7
Study Session 3: Stata
Study Session 4: EndNote

MODULE 3: Other advanced Applications

Study Session 1: CorelDraw
Study Session 2: Microsoft Excel
Study Session 3: Microsoft Word
Study Session 4: Microsoft PowerPoint

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Study Modules
1.0 MODULE 1: Web 2.0 Applications
Study Session 1: Skype, The Internet and The World Wide Web
Study Session 2: Dropbox Operations
Study Session 3: LinkedIn Operations
Study Session 4: Rss/feeds
Study Session 5: Introduction to Ftp

Study Session 1
Skype, the Internet and the World Wide Web
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 Brief History of the internet and the World Wide Web
2.2 The Difference between the Internet and the World Wide Web
2.3 Introduction to Skype
2.4 Utilising Skype and it’s benefits
3.0 Study Session Summary and Conclusion
4.0 Self-Assessment Questions
5.0 Additional Activities
6.0 Self-Assessment Question Answers
7.0 References/Further Reading

Introduction
Hello! I hope you are excited to begin this course and learn about the many
applications and software that can make things so much easier for you. In this
study session we will be looking at the history and benefits of the Internet and the
World Wide Web (I bet you did not know they were different). We will also be
learning about one of its numerous web applications called Skype and its uses.
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Learning Outcomes
At the end of this Session, you will:
1. Know the difference between the Internet and the World Wide Web
2. Know how the World Wide Web and the Internet came about and their uses
3. Learn about Skype and its applications

2.0 Main Content

2.1 A brief History of the Internet and the World Wide Web
The World Wide Web Was Invented in 1989 by a British Computer scientist
called Sir Tim Berner Lee. After graduating from Oxford University, Berners-Lee
became a software engineer a CERN, the large particle physics laboratory near
Geneva, Switzerland. Scientists come from all over the world to use its
accelerators, but Sir Tim noticed that they were having difficulty sharing
information. There were different information on different computers and the only
way to get such information back in the day was to actually walk up to that very
computer holding the information you need and log on to it. Tim thought he saw a
way to solve this problem – one that he could see could also have much broader
applications. Already, millions of computers were being connected together
through the fast-developing internet and Berners-Lee saw a huge opportunity in
this.
The Internet just like the World Wide Web has no short History so we will simply
be looking at a few dates and descriptions so i do not lose your attention to things
that might be irrelevant to you. The Internet which started off as the ARPANET
from the late 1960s is a massive network of networks, a networking infrastructure.
It connects millions of computers together globally, forming a network in which
any computer can communicate with any other computer as long as they are both
connected to the Internet. Information that travels over the Internet does so via a
variety of languages known as protocols.

In-Text question
What is the internet?
Answer
1. The internet is a global computer network which allows computers connected
to its network to communicate with one another

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2.2 The difference between the Internet and the World Wide Web
The internet and the World Wide Web have been used interchangeably globally
and it is easy to understand why but I believe you and I should know better so let’s
get to it. The World Wide Web, or simply Web, is a way of accessing information
over the medium of the Internet. It is an information-sharing model that is built on
top of the Internet. The Web uses the HTTP protocol, only one of the languages
spoken over the Internet, to transmit data. Web services, which use HTTP to allow
applications to communicate in order to exchange business logic, use the Web to
share information. The Web also utilises browsers, such as Internet
Explorer or Firefox, to access Web documents called Web pages that are linked to
each other via hyperlinks. Web documents also contain graphics, sounds, text and
video. The Web is just one of the ways that information can be disseminated over
the Internet. The Internet, not the Web, is also used for email, which relies
on SMTP, Usenet news groups, instant messaging and FTP. So the Web is just a
portion of the Internet, albeit a large portion, but the two terms are not synonymous
and should not be confused.
Bringing this home, let us look at the INTERNET as our road networks. These
networks connect us to various parts of our states and city but we need a medium
and that is where various modes of transportation come in. Now the WEB is like
one of those modes of transportation, let’s call it our Vehicle which is the most
used means of transportation while the internet is the vast road network
connection. We can call our emails and instant messaging which are also part of
the internet our other means of transportation.
In-Text Question
Apart from the world wide web, what else do we use the internet for?
Answer
2. Email, Instant Messaging, Navigation Systems.

2.3 Introduction to Skype

2.3.1 Definition & Background: Skype is a proprietary voice-over-Internet
Protocol service and software application which is operated by Microsoft. The
service allows users to communicate with peers by voice, video, and instant
messaging over the Internet. Phone calls may be placed to recipients on the
traditional telephone networks. Calls to other users within the Skype service are
free of charge, while calls to landline telephones and mobile phones are charged
via a debit-based user account system. Skype has also become popular for its
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 COMM 804: Advance Computer Applications

additional features, including file transfer, and video conferencing. Skype has also
become popular for its additional features, including file transfer, and
videoconferencing. Skype has 300 million active users monthly as of 2016.
Voice-Over-Internet Protocol, also known as VoIP, is a technology that allows
telephone calls to be made over computer networks like the Internet. VoIP converts
analog voice signals into digital data packets and supports real-time, two-way
transmission of conversations using Internet Protocol (IP). VoIP calls can be made
on the Internet using a VoIP service provider and standard computer audio
systems.
You might ask why you should make use of Skype and I would love to reply
that by saying that Skype is an easy-to-use program that is free to download and
allows free video calls to anywhere in the world when calling another Skype user.
You can also call landlines and cell phones for a fee it is a great way to stay in
touch with family, friends, and colleagues around the world!
2.3.2 Getting Started with Skype
In order to make full use of Skype, you will need an internet connection and a
computer with a microphone and web camera. Most new laptops and desktop
monitors come with a camera built-in as well as an internal microphone (located on
the computer). However, if you do now own a computer, you can also get Skype
on your Android or IOS devices from your Google play store/ App Store.
With the following steps below, you will be guided on how to download, install
and set up Skype for your windows operating systems. This process can also so
guide you if you are a Mac user.
Step 1
Using your web Browser go to this address www.Skype.com (if you have internet
connection, you could make this practical by clicking on the text in blue).
Step 2
Click on download at the top of the web page as shown in the image below

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Step 3
Select your device amongst the list of devices listed.

Step 4
Click on Get Skype after selecting your device
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 COMM 804: Advance Computer Applications

Assuming you are downloading Skype for windows, the Get Skype will look like
the image above.
Step 5
Once the file has downloaded, open it and follow the instruction prompts to finish
installing Skype.
Step 6
Once Skype is installed, double-click on the icon to launch the Skype program that
is if it does not launch automatically.
Step 7
The Skype login screen will then be displayed. If you already have a Skype
account, you can sign in but now if you do not, you need to register for Skype,
click on Create an Account and fill the form to create your Skype Account.
Step 8
Now that Skype is installed and you have created an account, it is time to login.
Login with the username and password you selected during the account creation
process.

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 COMM 804: Advance Computer Applications

Step 9
You will then be prompted to check the sound and video quality of your computer
as well as add a profile photo, so that others can locate you on Skype. Just follow
the instructions provided by Skype and you will do just fine.
Step 10
Before you are able to make voice or video calls, you will need to add your family
and friends to your contacts just the same way it is on your mobile phones. To this,
you need to go to the contacts tab and select add new

Adding a new contact can be done in several ways. You could add a number you
already have or search the Skype directory. If you have a unique Last name like
mine, finding family over Skype will not be a challenge at all. Just head over to
contacts, click on search Skype directory, type the name of the person you are
looking for and the send an invitation to them.
If you followed these steps correctly, you would have Skype properly set up
on your device and ready to make your first voice or video call but before you do
make sure
 You have internet connection

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 COMM 804: Advance Computer Applications

 The contact you want to call is online, you can know this by the color of the
Skype logo beside their names. Green, yellow and blues means Online,
Away and Offline respectively.
If the above condition is met, then you can ahead and click on the Video or Voice
call button. Trust me you would really love the feeling you will get when you
reconnect with family and friends over Skype.
You can use Skype on more than just your computer. Skype is available as
an iPhone/iPad and Android phone/tablet app. Visit the app store on your device to
download the Skype app and sign in with your Skype name and password.
In addition to video and voice calls, Skype can do the following
A. Call land lines and Mobile phones
B. Send Text messages
C. Make video conference calls

A. Calling Land lines and Mobile phones over Skype

You will need to get Skype credit or have a subscription to access this feature. To
access the Call Landline page just click on the “Call” button which is directly
above your contact list. Doing this will take you to the dial-pad where you can
input the telephone number you would like to call and also purchase Skype Credits
or Get a subscription.

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 COMM 804: Advance Computer Applications

B. Send Text Messages

Sending an SMS over Skype is as easy as making calls to a land line or mobile
phone and I will show you how. At the top right of the dial-pad page, you will see
two buttons at the top right, one to place a call and the other is to send an SMS it is
as easy as that.

The Button on the left will place a

voice call, while the other by the right
will send an SMS.

C. Make video conference calls

I believe one major advantage of
learning online is the availability of
vast materials to learn from so let’s head over to www.youtube.com for the next
part of this lesson. If you click on the link below, it will take you to a video
explanation on how to make Conference video calls over Skype
https://youtu.be/S8oGTSc9xNQ that’s the link and I will be here when you get
back.
In-Text Question
Name 4 uses of Skype
Answer
1. Video calls 2. Audio Calls 3. Sending Files 4. Making Video conference
calls
3.0 Conclusion/Summary
This study session has introduced you the brief history of the internet, the World
Wide Web and Skype. I hope you have enjoyed knowing the history of the internet
and the World Wide Web, at the end of the day, we could safely say the Internet
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and the World Wide Web has made the world a better place. Skype and other
applications has made keeping in touch with friends, family and even business
associates easy over the years.
Summary
There is a comprehensive video to summarise this session online and here is the
link https://youtu.be/NMAeAeyh7zM enjoy!

4.0 Self-Assessment Questions

1. What is Skype?
2. What is the difference between the Internet and the World Wide Web?
5.0 Additional Activities (Videos, Animations & Out of Class activities) e.g.

a. Visit YouTube http://bit.ly/37qSS7Y . Watch the video & summarise in 1

paragraph

b. View the animation on http://bit.ly/37p4OXs and critique it in the discussion

forum

6.0 Self-Assessment Question Answers

1. Skype is a proprietary voice-over-Internet Protocol service and software
application which is operated by Microsoft.

2. The World Wide Web, or simply Web, is a way of accessing information

over the medium of the Internet. It is an information-sharing model that is
built on top of the Internet.

7.0 References/Further Readings

1. Meg, Wempe Adult Services Librarian Introduction to Skype
2. http://en.wikipedia.org/wiki/Skype
3. http://compnetworking.about.com/cs/voicefaxoverip/g/bldef_voip.htm

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Study Session 2
Drop Box Operations
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 - What is Drop Box?
2.2- Why do I need Drop Box?
2.3- How do i make use of Drop Box?
3.0Study Session Summary and Conclusion
4.0Self-Assessment Questions and Answers
5.0Additional Activities (Videos, Animations & Out of Class activities)
6.0Self-Assessment Question Answers
7.0 References/Further Readings

Introduction
We have learned about Skype and how to use it for our many purposes from calls
to sending documents. We cannot go a day without the exchange of information
and ideas which simply means with each passing day, data must be effectively
exchanged for the smooth running of our businesses, hospitals etc.
Now we are going to learn about drop box in this study session. This session will
help us understand how to use drop box to make data transfer and accessibility
become very easy.

1.0 Study Learning Outcomes

At the end of this session,
1. You will know what drop box is and how it works
2. The benefits of owning a drop box account

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2.1 What is drop box?

Drop box is an online backup facility which stores your data on servers using
Cloud Storage. In other words, drop box is like having a storage space online
where you can keep all your data other than your computer or an external storage
device that has to be next to you. If I may, I would love to liken drop box to a bank
where you keep your money.

2.2 Why do I need drop box?

In our present age digital data is almost taking over, we now have more soft copy
than hard copy documents. Using the illustration I used above, relating drop box to
a bank will help you appreciate what it stands for. Like a bank, storing your
documents on drop box provides extra security and access.
With drop box you can access your files anywhere and also, you can share
those files with others like the banking money transfer. The best part of Dropbox is
its synchronisation; any file you save to Dropbox will also instantly reflect the
same in your computers, Phones, iPad and the Dropbox Websites.

In-Text Question 1
Name the properties of drop box that are similar to that of a bank
Answer
Access, Security, Extra Storage
2.3 Making use of drop Box
Just like the banking System, to make use of drop box you will need an account
with the company and as always with our lessons, I will be providing a link to
create that account so the class can be practical. Click the Link below to get to the
drop box website if you are presently connected to the internet.
www.dropbox.com
Assuming you have clicked on the link I provided you, you will be looking
directly at the drop box homepage.

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Like most web based applications, you will have to sign up to make use of the
services provided by drop box. Clicking on the sign up for free button will provide
you with black spaces to fill in your details but clicking on sign in with Google can
be a lot faster if you have a Google mail account. Assuming you went through with
the sign up process, congratulations you now own a drop box account. Signing up
with Drop Box gives you a 2GB space to store your documents which h is the
Drop Box Basic account. To get more space, you will need to upgrade with a fee of
course and then you drop box storage would be increased to 1TB which 1000 GB
of storage space. With that out of the way, I think we are ready to try out some
basic functions.

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Looking at the image, you will notice that user interface of your workspace is very
easy and user friendly. At the top right of your computer screen you would see
“Upgrade Account” and your name. As we earlier found out that the available
storage space for a Basic drop box account is 2 GB, clicking on the Upgrade
Account will guide you through the upgrade process and at the end of this you will
have a larger storage capacity linked to your account. There is a menu to your left
that will be discussed down below
2.3.1 Recent
Clicking on this, will show you files and documents you recently worked with.
This helps when you quickly want to get back to a document you recently made
use of. Clicking on Recents will save you the time of searching for the document
under its sub folder.
2.3.2 Files
Clicking on the Files will take you to where you files are. Your folders, Audio
Files and other documents will be displayed here.
2.3.3 Team
Creating a team folder allows you to enjoy one of the benefits of drop box which is
sharing files with just a click of a button. Now as the name implies, a team folder is
a folder created for a specific set or group of people. Let’s say you have a project
with your colleague at the office or your course mates at school and you all need to
share data. Creating a team folder and adding Members to your team will give
every member in that team access to that particular folder. A new discovery in the

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ongoing office project? Share with the team in a manner of seconds. Seeing this is
a little more complicated than other operations I will dwell on it a little with some
frequently asked questions.
A. Can I restrict access to a folder inside a team folder?
Access to folders inside the team folder can be granted to new people. However,
access can't be taken away from people who are members of higher-level folders.
If you have access to a folder, you have access to all folders inside it. If you don't
want certain people to access a folder inside the team folder, you can:
 Move the folder to a higher level of the team folder
 Create a new shared folder and only grant the relevant people access
B. Can I move an existing shared folder into a team folder?
If you're the owner of a shared folder, you can move that shared folder into a team
folder by:
 Dragging the shared folder into the team folder from your desktop
 Moving the folder on www.dropbox.com
C. Can I rename or delete a team folder?
 No, team folders can't be renamed or deleted.
 If you’re only a member of a folder inside the team folder, you can rename
or delete the shared folder. These changes only apply to your account and
don’t affect other members of the folder.

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The Picture above shows us a glimpse of what we could do with Drop Box Team.
With these few questions, I believe we understand team folders and how useful
they can be in our businesses and other projects.
2.3.4 Paper
This is a brilliant way to create documents right there on your drop box account

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The image above shows a little, go online and try this out I promise it’ll be
worth your time. The self-instructor integrated into drop box will guide you all
the way so you have no worries finding your way around.

2.3.5 Photos
Your uploaded images are stored and organised here.

2.3.6 Shared
If you give people edit access to a folder in your Dropbox, it becomes a shared
folder. Changes to the contents of these shared folders are synced to everyone
who has access to the shared folder.

2.3.7 Links
Creating a link to any files helps you share that file or folder with family and
friends by sending them the created link. All your created links are stored under
“Links”
2.3.8 Events

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This shows you the recent activities that have been carried out on your drop box
account.
2.3.9 File Requests
This feature helps you to invite anyone to upload a file into your drop box even if
they do not have an account with drop box.
2.3.10 Deleted Files
All your deleted files are stored here for 30 days within which they can be
restored. An Extended period of time can be gotten if you upgrade to Drop Box
Pro.

In-text Question
What do you need to make use of Drop Box?

Answer
A Drop Box Account

3.0 Conclusion/Summary
We have come to the end of this study session, by now I believe you are familiar
with how open a drop box account and how to navigate yourself through this
application.
Cloud Storage is the next big thing when it comes to data storage and data access
and Drop Box provides one of the best cloud storage services out there.
Summary
Drop box makes saving important information not only easy but secure. Are you a
student, business owner or even a grandparent, there are countless ways in which
you can make use of drop box operations. Drop Box is also available on your
android or ios mobile devices or tablets, just head over to the App or Play Store to
download and install the application. Signing into to drop box on any of these
devices will give you instant access to all your files.
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4.0 Self-Assessment Questions

Self-Assessment Question
1. What is Drop Box?
2. Lists some benefits of making use of Drop Box.

5.0 Additional Activities (Videos, Animations & out of Class activities) e.g.
a. Visit YouTube http://bit.ly/2nkYzC6. Watch the video & summarise in 1
paragraph
b. View the animation on http://bit.ly/2OkBn1G and critique it in the discussion
forum

6.0 Self-Assessment Question Answers

1. Drop box is an online backup facility which stores your data on servers
using Cloud Storage.
2. It provides more storage space, bridges distance between users who
work on the same data from different locations.

7.0 References/Further Readings

www.dropbox.com/userguide
Wikipedia

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Study Session 3
linkedin Operations
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 – Brief History
2.2- Introduction to LinkedIn
2.3- Utilising LinkedIn
2.4 – Benefits of using LinkedIn Professionally
3.0 Study Session Summary and Conclusion
4.0 Self-Assessment Questions and Answers
5.0 Additional Activities (Videos, Animations & out of Class activities)
6.0 In-text Question Answers
8.0 Self-Assessment Question Answers
9.0 References/Further Readings

Introduction:
You are gradually getting familiar to the numerous advantage the use of computer
applications has, we have learnt about the internet, skype and drop box. Let us
move forward to other online applications that are very beneficial to us. In this
Session, we will be looking into the world of LinkedIn and Its benefits.
LinkedIn is the largest professional network in the world. As at 2016, it had over
467 million members and is still expanding. It allows you to create your own
professional profile, stay in touch with colleagues, find experts and ideas, and
explore job opportunities. Let us take a look at the learning outcomes of the study
session before we proceed further.
1.0 Study Session Learning Outcomes
At the end of this session you will
1. Have ample knowledge on the benefits of having a profile on LinkedIn
2. Make use of LinkedIn
2.0 Main Content
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2.1 Brief History

LinkedIn is a business and employment-oriented social networking service that
operates via websites. Founded on December 28, 2002, and launched on May 5,
2003, it is mainly used for professional networking, including employers posting
jobs and job seekers posting their CVs. As of 2015, most of the site's revenue came
from selling access to information about its users to recruiters and sales
professionals. As of September 2016, LinkedIn has more than 467 million
accounts, out of which more than 106 million are active. LinkedIn allows users
(workers and employers) to create profiles and "connections" to each other in an
online social network which may represent real-world professional relationships.
Users can invite anyone (whether a site user or not) to become a connection. The
"gated-access approach" (where contact with any professional requires either an
existing relationship, or the intervention of a contact of theirs) is intended to build
trust among the service's users. LinkedIn participated in the EU's International Safe
Harbor Privacy Principles. In other words, LinkedIn is like a business social media
platform.
2.1 Introduction to LinkedIn
LinkedIn is a social network specifically designed for career and business
professionals to connect. Over 65 million professionals use LinkedIn to cultivate
their careers and businesses. Unlike other social networks in which you might
become "friends" with anyone and everyone, LinkedIn is about building strategic
relationships. How many people you connect with is less important than who you
connect with. In fact, LinkedIn stops showing your actual number of connections
once you have 500 because it's about quality, not quantity.
The site boasts members from just about every industry and country imaginable. In
fact, many Fortune 500 executives are on LinkedIn. The site has some advertising,
but it’s not as invasive as other networking sites.
Working much like the "Six Degrees of Separation" concept, you start by
connecting with those you know and who know you, and through them build a
larger network for the purpose of gaining resources, finding freelance work or
clients, and building alliances and partnerships.
LinkedIn is ideal for building connections for freelance work, a customer base,
potential partners, or simply to keep your job prospects open.

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In-Text Question 1
What is the difference between LinkedIn and other social media platforms
Answer
LinkedIn is Business oriented and is for professionals

2.3 Utilising LinkedIn

As do every other social media platform, the first step in making use of LinkedIn is
creating a User Account. Follow the link below to begin
www.linkedin.com

Welcome to LinkedIn, the image below is the official homepage for LinkedIn

Getting started with LinkedIn is quite easy and straight forward as you are
presented with an online form to sign up that s if you do not have an account
already. Below is the Step-by-Step Process to setting up your account.

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At this stage, you must have gone passed the page where you are asked for
your name, email and other details to set up your account with. LinkedIn is all
about connecting and as you can see on this stage, your country and Postal Code is
requested for which is not compulsory and can be skipped. LinkedIn uses the
information you provide to customise your experience and bring you useful
information.

Next Stop after selecting your country is a dialog box where you will provide
LinkedIn with details about your work and school. Providing these information
will help LinkedIn search for those in your field and link you up with them. This
also positions you strategically to get the best connections you need to grow
professionally.
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The next dialog box will you the opportunity to tell LinkedIn the reason
why you really need its services. For example if you select Finding a Job from the
tab below, LinkedIn will place high priority on providing and bringing information
about Job Openings your way. The beauty about LinkedIn is the user experience
tailored for each and every user.

Next is your email confirmation, this helps LinkedIn to ensure that the email
address you provided is accessible by you. Please do ensure you provide a valid
email address.

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The Importance of having a good network cannot be over emphasised and building
a strong Network is one of the main aim and purpose of LinkedIn.

Underneath is a dialog box with a request for LinkedIn to access your Email and
connect you with contacts who are also on LinkedIn.

Importing your contacts is a good way of finding lost school mates or Colleagues
which in turn means building your network. Next on building your profile you will
be asked to upload your Profile Picture so as to be easily recognised. With all said
and done, you are ready to make use of LinkedIn.

In-Text Question 2
What is one of the main purpose of LinkedIn
Answer
Professional Networking

2.4 Benefits of using LinkedIn Professionally

There are so many tangible examples of how online networking, especially
LinkedIn can, has and does open doors and connections, not only for me but many
others I know who are using it with very good results.
Very good results come from not only understanding how it works technically, but
why it works. LinkedIn is a professional platform — not a social platform. That’s
important to know so you use it right and get the best results.
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People connecting with each other, making referrals, introductions and

recommendations are nothing new really in business. The difference today is how
BIG the networking world has become with the web and social media. This is
why LinkedIn used strategically can help you make those smart, qualified
connections.
LinkedIn is the professional playground for professional connections. If you
seriously want to engage the professional community and their decision makers,
then LinkedIn is THE place to play. LinkedIn profiles are now hybrids of resumes,
websites, Facebook and blog pages. It’s the most complete presentation of who
you are and what you are up to … professionally. I send people to LinkedIn first!
2.4.1 Here are 7 benefits of LinkedIn that professionals should take advantage
of:
A. Make smart, right connections. Only the serious apply here. This is
where the professional community engages, interacts, connects and
refers. Start your process on LinkedIn if you want to get a company or
person to notice you. Develop your profile, put up a professional head
shot, link your blog, and post good content as often as you can and
respond to other people’s posts.
B. Who do you want to meet? Make a target list of who you want to meet-
companies and people. Make LinkedIn a prospecting, research and
engagement tool. Use the information you gather to send thoughtful,
smart messages.
C. Who do you want to meet you? This is where “mutual magnetism”
works both ways. There are people we all want to meet for the value they
bring to us, but there is value in what you bring to others too. Use your
connections, wisdom, experience and personality to both meet people and
initiate people meeting you. Develop your profile and keep it up to date!
D. Link up on LinkedIn: Identify people in your sphere and community
that would be great to meet each other and make introductions. When
you want to be connected, those connections you made can come in very
handy!
E. The Rules of Engagement: There is etiquette on all the social
platforms, but especially LinkedIn. Just because we connect doesn’t give
anyone permission to start sending frequent, non-permission based sales
emails. Spend some time interacting with people, supporting their
content, causes and company before launching into sales stuff.
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F. Use brand power — your brand, your company brand, your industry
brand: LinkedIn is the perfect environment to leverage ‘brand power’.
Remember there’s your brand, your company brand and your industry
brand. Promote and connect all three and watch relationships grow.
G. You + new media = smart connections: Your strategic, consistent and
value driven communications used in a thoughtful way on LinkedIn can
and will open doors. LinkedIn is a great place to start, it makes it easy to
add Twitter, your blog and other sites that all work together
to professionally present you in a single page snapshot.

3.0 Conclusion/Summary
Conclusion
There is a better way to connect and network by making use of the internet and that
better way is making use of LinkedIn.

Summary
I hope you have understood this study session and found the benefits of LinkedIn
in your professional career and have seen that it is a medium to meet people that
are in the same career as you and also have connections with various people all
over the world. No matter if you’re a current student or graduate or a high flying
executive, a professionally written LinkedIn profile can help open up doors to
opportunities and networks. Before LinkedIn existed, it was virtually impossible to
connect directly with potential hiring managers, bosses or even other individuals
who share similar job titles to your own. With LinkedIn, not only can you create an
online marketing profile but with a click of a button you can begin networking. We
are now going to proceed to the next study session where we are going to discuss
about RSS/FEEDS.
4.0 Self-Assessment Questions
Self -Assessment Question
1. Discuss the benefits of LinkedIn to public health..

5.0 Additional Activities (Videos, Animations & out of Class activities) e.g.

a. Visit YouTube http://bit.ly/2LJeH9R. Watch the video & summarise in 1

paragraph
b. View the animation on http://bit.ly/2IpgC1b and critique it in the discussion
forum
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6.0 Self-Assessment Question Answers

Below are a few benefits of LinkedIn to Public Health
i. It helps increase interaction between people.
ii. It provides more available shared and tailored information
iii. It increases ability and widens access

7.0 References/Further Readings

www.hubspot.com2011, www.linkedin.com

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Study Session 4
RSS/FEEDS
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 – What is an Rss Feed?
2.2- What problem does Rss solve and how does it work?
2.3- How to make use of Rss Feeds
3.0 Study Session Summary and Conclusion
4.0 Self-Assessment Questions and Answers
5.0 Additional Activities (Videos, Animations & out of Class activities)
6.0 Self-Assessment Question Answers
7.0 References/Further Readings

Introduction
While we have covered LinkedIn in the previous study session, in this study
session we are discussing on RSS/Feeds. The importance to of having access to
important information when you need it cannot be over emphasised. Having the
right information on time can save a life so on this session, we will be talking
about RSS/Feeds which is all about information brought right to you without you
going out to get it. If you enjoy the likes of CNN, E!, and other information
channels, you will like this too. Are you excited already? Let us delve into it right
away!

Learning Outcome
At the end of this session you will are expected to know:
1. What an Rss/feed is.
2. The problems Rss/Feeds solve.
3. The benefits of making use of Rss

2.0 Main Content

2.1 What is an Rss/Feed?
An Rss can be defined as Really Simple Syndication or Rich Site Summary.
All of the above is just trying to tell you that Rss is simply Information from site or
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blogs nicely summarised and brought to you. Think of it this way, in some parts of
the world, you have your newspaper brought to your doorstep while in some other
parts you work to the newspaper stand to pick up your newspaper. Rss is like the
little kid who rides his bicycle by your front door every morning to deliver your
newspapers and save you the stress of going to get them yourself. It is a way to
easily distribute a list of headlines, update notices, and sometimes content to a
wide number of people. It is used by computer programs that organise those
headlines and notices for easy reading. If you use a smartphone, your notification
center does what the Rss does. It gathers all the important information about the
apps you make use of and put them in a place for easy reading.

2.2 What Problem does Rss solve and how does it work?
Most people are interested in many websites whose content changes on an
unpredictable schedule. Examples of such websites are Facebook, news sites,
community and religious organisation information pages, product information
pages, medical websites, and weblogs. Repeatedly checking each website to see if
there is any new content can be very tedious.
Email notification of changes was an early solution to this problem. Unfortunately,
when you receive email notifications from multiple websites they are usually
disorganised and can get overwhelming, and are often mistaken for spam.
Personally my Yahoo mail is filled up with notification from Facebook and it
makes it difficult for me to go through my mail because I get new mails almost
every minute.
RSS is a better way to be notified of new and changed content. Notifications
of changes to multiple websites are handled easily, and the results are presented to
you well organised and distinct from email.

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The Diagram above shows how we source for information before Rss. We went
out to get and view every information or update we needed the diagram below on
the other hand shows how Rss made the reverse the case.
With Rss, the reverse is the case.

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In-Text Question
What was the temporary solution to trying to get varies news feed to an
individual through one medium?
Answer
Email Notification

2.3 How do I make use of Rss Feeds

Making use of Rss Feeds is super easy. Think of it this way, Email is delivered to
your inbox, Newspapers are delivered to your front or at least some of your front
doors, the web is delivered through a web browser so also Rss feeds are delivered
to Feed Readers. An RSS feed reader is like a virtual newsstand, bringing all of
your feed subscriptions together into one place.
2.3.1 FEED READERS ARE:
A. FREE- As are all good things in life.
B. NECESSARY- You can’t read the feed without a feed reader!
C. SAFE- You have total control over your feed reader and feeds (no spam, no
selling of your name, no viruses, etc.).
The get feeds from a particular website, you will need to subscribe from that
website. This helps you choose what you want delivered to your Feed Reader.
2.3.2 How do I subscribe for Feeds?
Subscribing for feeds is as easy as receiving them and I’ll show you how. Let us
take Facebook or Twitter as our example today shall we.
The diagram below shows you what you should be searching for to know if a
website provide Rss Feeds.
Spotting this icon on any website means the website provides Rss feeds
and that icon over at the Left is your doorway to subscribing spotted.
Clicking on that icon will take you the subscription page or if you already
have an Rss reader installed, it should launch on its own and guide you on how to
go about subscribing for the feed on that particular website. So head on to that
favorite site of yours right away and get started.

2.3.3 Below are some Key benefits of RSS

• Automate info gathering (so you don’t have to chase it)
• Scan through content quickly (from pre-selected sources)
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• Save time (reread this bullet)

• Keep up with new online content
• Track blogs, micro blogs and more
• Get breaking news (local or global)
• Feed your gray matter
• Organise info for easy reading
• Share the info you’ve culled with your network

Still not convinced on the importance of Rss? Here are some reasons why you
should make use of Rss feeds
With Rss you can
1. Sift through the noise
2. Decide what’s good
3. Get the feed for the great stuff
4. Share your very best finds
Make use of Rss because it will give control over the flow of information

3.0 Conclusion/Summary
Conclusion

Do not put too much thought into picking an Rss Reader anyone will do just fine.
Get all the information you need in one place with Rss today. Just download the
first Reader you come across, complete the information phase and enjoy.

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Summary
It is one thing to have access to information, it is another to have access to
information when you need it and also in an organised and orderly manner. Rss
brings all these to you, subscribe today and let me know how it goes.

4.0 Self-Assessment Questions

Self-Assessment Question

1. In what ways does information affect public health?

2. How does Rss help public health?

6.0 Additional Activities (Videos, Animations & Out of Class activities) e.g.
a. Visit YouTube http://bit.ly/2LKG82X. Watch the video & summarise in 1
paragraph
b. View the animation on http://bit.ly/30N3Gsa and critique it in the discussion
forum

5.0 Self-Assessment Question Answers

1. Public health requires gathering information/data for reliable and valid
researches.
2. Rss Feeds assist Public Health by increasing the speed and accuracy in which
data is gathered.
5.0 References/Further Readings
A practical how-to guide by Renee Lemley ( March 2009 )

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Study Session 5
Introduction to FTP
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 – History of FTP
2.2- Basics, Functions and terms in FTP
2.3- FTP connection types
2.4- Encryption Type
3.0 Study Session Summary and Conclusion
4.0 Self-Assessment Questions and Answers
5.0 Additional Activities (Videos, Animations & Out of Class activities)
6.0 Self-Assessment Question Answers
7.0 References/Further Readings

Introduction
FTP stands for File Transfer Protocol. It is a protocol used to transfer files between
an FTP host/server and an FTP client computer on the Internet. FTP is most
commonly used to download files from the World Wide Web. It is an alternative
choice to HTTP protocol for downloading and uploading files to FTP servers.

1.0 Study Session Learning Outcomes

At the end of this session, you will be able to:
1. Explain How FTP works
2. State the uses of FTP
2.0 Main Content
2.1 History of FTP
In the early days of computing, complex sets of commands had to be learned to use
the Internet. FTP, invented in the early 1970s, established a standard protocol for
transferring files between systems.
FTP protocols used for the Internet standard were drafted by the Internet
Engineering Task Force committee as a series of RFC (Request for Comments)
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formal documents. In 1971 the FTP protocol RFC 114 was published. Over the
years the document was revised with newer versions making changes to improve
the FTP protocol. RFC 959 was published in 1985, which became the current
standard specification. The RFC document is still being amended to date, with
revisions to improve the security of FTP and adding support for newer
technologies.
FTP is used for:
A. Uploading webpages to web servers for publishing on the Internet
B. Browsing and downloading files from public software sites
C. Transferring large files among two parties that are too large for email
attachments
D. Downloading and uploading content like university’s assignments via an
FTP server
E. Distributing the latest revisions of programs by software developers

2.1 Basics, Functions and Terms in Ftp

To use FTP, you will need FTP client software and an FTP server. You also need
to know the server address, the username, and a password and port number. The
basic information you need in order to log in successfully follows:
Login Example Definition
Site:ftp.example.com This is the address of the FTP server you are connecting to
Login:john_doe LOGIN or the user command is the username used for logging into
FTP
Pass: DlcAbuxz Pass is the password
Port:21 PORT is the command Port you are using to connect to the server.
The most common port number is 21

In-text question 1
List three uses of FTP
Answer
• Transferring large files among two parties that are too large for email
attachments
• Downloading and uploading content like university’s assignments via an
FTP server
• Distributing the latest revisions of programs by software developers

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2.2.1 Essential FTP terms

Below describes some of the essential FTP terms.
A. Anonymous FTP: Various public servers allow anonymous login. Users can
log in to servers without an account to download files. Uploading is not allowed
for anonymous login. Take note that your IP address is tracked even though it is an
anonymous session.
B. Get: Also called “Download”. Copy files from the FTP site to the FTP client’s
system.
C. Put: Also called “Upload”. Copy files from the client’s system to the FTP site.
Uploading is restricted to authorized users only.
D. FTP Site: A hosting server that contains files for download and upload. To
access the FTP site, you need to type in the address, which begins with ftp://
(instead of http://).

2.3 FTP Connection Types

An important concept to remember is that FTP connects using two TCP ports for
all communications between the server and user.

 COMMAND Port: This is the main TCP port created upon a session is
connected. It is used for passing commands and replies. Port 21 (unsecured)
or 990 (secured) are the default command ports used.
 DATA Port: Each time when files or directories are transferred between
server and client, a random TCP data connection is established and data
transfer commences over the connection. Once data transfer is complete, the
connection is closed. Subsequent data connections are established and
terminated as required. Data connections are never left open.

2.3.1 Connection Modes – ASCII and Binary

FTP transfers files between systems by using one of these two modes – ASCII and
binary. The mode is determined at the initial stage of all FTP transactions by the
server. The FTP client will automatically switch to the mode.
ASCII mode is used exclusively to transfer text and HTML. Binary mode transfers
zip files, images or executable files in binary form. Binary files cannot be sent via
ASCII mode and vice versa as corruptions will occur.
Syncback always transfers files in binary mode. This ensures that the files contents
are not changed by the FTP server and that the size of the file is always the same.

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2.3.2 Transfer Modes – Passive and Active

In passive mode connections, the FTP client initiates the connections to the
command port and data port to the host server. This is the preferred mode in most
FTP clients as well as the default FTP setting in SyncBackPro as the client’s
firewall will allow outgoing connections to the server.

The FTP client first establishes the connection by opening a port (random port,
X>1023) locally and connecting to Port 21 of the server. The client then opens
another port X+1 and sends out the PASV command to notify the server it is in
passive mode.
The server will respond by opening a port (predefined random port, Y>1023) and
acknowledges the client by sending out P to it. Then the client initiates the
connection from port X+1 to the server’s port Y for data transferring.

In active mode, the FTP client (random port, X>1023) initiates the connection by
connecting to the server’s command port (Port 21). The client then opens a
listening data port and sends the command PORT to the server. The server, using
Port 20, will initiate the connection to the specified data port on the FTP client.

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The problem with this is that the client simply tells the server which data port it is
listening to and the server is the one making the connection to the client. Thus to
the client’s firewall, it appears that an external system is trying to make a
connection to an internal system. This causes the firewall to block this connection
unless it was configured beforehand to allow it.

For SyncBackPro users setting up an Active FTP data connection, you need to
configure your firewall (if available) and SyncBackPro to allow a range of ports
for the FTP server to contact SyncBackPro. They can be set on the FTP->Firewall
profile settings page in SyncBackPro. Without these ports opened, files cannot be
transferred.

In-Text question
Instead of Download and Upload, what other word can use?
Answer
GET and PUT

2.4 Encryption Type

An encrypted connection secures the data while it is transferred between systems.
FTP connections are usually not encrypted but some FTP servers may require or
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offer an encrypted connection. The types of encryption are:

A. Implicit SSL – Only SSL supported clients are allowed access. Secured
communication is setup from the beginning of the connection. Server and
client do not transmit clear text during the session. Default SSL port is
990.
B. Explicit SSL – A mix of non-secure and secure clients are allowed.
Unencrypted FTP connection are established but can be upgraded to a
secure connection when sensitive data are requested for sending.
C. SFTP – SFTP stands for Secure FTP. It uses secure shell connection
(SSH) and requires encrypted public key authentication. Files are
transferred between computers over a SSH secure data stream.

2.4.1 A brief look into Http

The video below will give you a brief summary of HTTP (Hypertext Transfer
Protocol) Click and do not forget to enjoy the lesson
https://youtu.be/SzSXHv8RKdM
3.0 Conclusion/Summary
Conclusion
We have come to the end of this study session and also the end of module 1. By
now you should understand that FTP has been around for a long time and while its
popularity has decreased since the introduction of cloud services, it is still
commonly used by administrators for file uploads to the web server and file data
transfer/backups to FTP servers.

Summary
We have spent the entirety of this first module getting to know the history of the
internet, the World Wide Web, drop box and other social network applications
used to manage data and work efficiently, the next study session will be the start of
a Module 2 and we are going to discuss about software packages that are used in
Public Health. If you have questions on this study session watching the videos
below will help summarise and give you a concise explanation.

The link below will take you to brief summary of FTP on YouTube
https://youtu.be/U0LzX_tTiNw
Other helpful links
https://youtu.be/KSX6sh7JV6s
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4.0 Self-Assessment Questions

Self-Assessment Question
1. What is the difference between FTP and HTTP?

5.0 Additional Activities (Videos, Animations & out of Class activities) e.g.
a. Visit YouTube http://bit.ly/2Ve35Ph. Watch the video & summarise in 1
paragraph
b. View the animation on http://bit.ly/2MgZk7u and critique it in the discussion
forum

6.0 Self-Assessment Question Answers

i. The basic difference between HTTP and FTP is that HTTP is used to access
different websites on the internet. ... HTTP is efficient to transfer smaller files like
web pages whereas; FTP is efficient to transfer large files. HTTP does not require
authentication whereas, FTP uses the password for authentication

7.0 References/Further Readings

2BrightSpark (2014)

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Study Modules
PUBLIC HEALTH SOFTWARE PACKAGES
Contents:
Study Session 1: SPSS
Study Session 2: EPI info 7
Study Session 3: Stata
Study Session 4: EndNote

Study Session 1
SPSS
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 - SPSS for windows
2.2 - Creating and manipulating data on SPSS
2.3 - Describing Data
3.0 Study Session Summary and Conclusion
4.0 Self-Assessment Questions and Answers
5.0 Additional Activities (Videos, Animations & out of Class activities)
6.0 Self-Assessment Question Answers
7.0 References/Further Readings

Introduction
While we’ve gone through storage applications, social media and networking
applications in the previous module. This second module will be on public health
and research packages. In this study session we are going to discuss the SPSS,
creating and manipulating data on SPSS and also using SPSS to describe data.
SPSS is a Windows based program that can be used to perform data entry and
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analysis and to create tables and graphs. SPSS is capable of handling large
amounts of data and can perform all of the analyses covered in the text and much
more. SPSS is commonly used in the Social Sciences and in the business world, so
familiarity with this program should serve you well in the future. Those of us who
have used software for years think that we know it all and don’t pay a lot of
attention to new features. I learned a huge amount from Andy’s book.

1.0 Learning Outcomes

At the end of this session you will be able to
1. Lunch SPSS
2. Open excel files on SPSS
3. Manually enter data and open existing SPSS files
4. Draw a histogram
5. Save and Export files
6. Decide if you need to further your lessons on SPSS

Learn about SPSS

SPSS is a powerful program which provides many ways to rapidly examine data
and test scientific hunches. SPSS can produce basic descriptive statistics, such as
averages and frequencies, as well as advanced tests such as time-series analysis
and multivariate analysis. The program also is capable of producing high-quality
graphs and tables. Knowing how to make the program work for you now will make
future work in independent research projects and beyond much easier and more
sophisticated.

2.0 Main Content

2.1 SPSS WINDOWS
There are six different windows that can be opened when using SPSS. The
following will give a description of each of them.

2.1.1 The Data Editor

The Data Editor window displays the contents of the working dataset. It is
arranged in a spreadsheet format that contains variables in columns and cases in
rows. There are two sheets in the window. The Data View is the sheet that is
visible when you first open the Data Editor and contains the data. This is where
most of your work will be done.
Unlike most spreadsheets, the Data Editor can only have one dataset open at a

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time. However, you can open multiple Data Editors at one time, each of which
contains a separate dataset. Datasets that are currently open are called “working
datasets” and all data manipulations, statistical functions, and other SPSS
procedures operate on these datasets. The Data Editor contains several menu items
that are useful for performing various operations on your data. Here is the Data
Editor, containing an example dataset.

Notice that there are two tabs on the bottom, Data View and Variable View. Data
View is typically the working view, and shows the data just as an Excel worksheet
does.

2.1.2 The Output Navigator

The Output Navigator window displays the statistical results, tables, and charts
from the analysis you performed. An Output Navigator window opens
automatically when you run a procedure that generates output. In the Output
Navigator windows, you can edit, move, delete and copy your results in a
Microsoft Explorer-like environment.

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In-Text Question
What is SPSS all about
Answer
SPSS is an analytical software used for data analysis

2.1.3 The Pivot Table Editor

Output displayed in pivot tables can be modified in many ways with the Pivot
Table Editor. You can edit text, swap data in rows and columns, add color, create
multidimensional tables, and selectively hide and show results.

2.1.4 The Chart Editor

You can modify and save high-resolution charts and plots by invoking the Chart
Editor for a certain chart (by double-clicking the chart) in an Output Navigator
window. You can change the colors, select different type fonts or sizes, switch the
horizontal and vertical axes, rotate3-D scatterplots, and change the chart type.

2.1.5 The Text Output Editor

Text output not displayed in pivot tables can be modified with the Text Output
Editor. You can edit the output and change font characteristics (type, style, Color,
size).

2.1.6 The Syntax Editor

You can paste your dialog box selections into a Syntax Editor window, where your
selections appear in the form of command syntax.

2.2 CREATING AND MANIPULATING DATA ON SPSS

When creating or manipulating data on SPPS, the editor window is used

2.2.1 Creating a new data set

There are three steps that must be followed to create a new data set in SPSS. Below
are the steps needed with examples of creating a new data set.

A. Step 1: Defining variable in a new data set

Variables are defined one at a time using the Define Variable dialog box. This box
assigns data definition information to variables. To access the Define Variable

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dialog box, double-click on the top of a column where the word var appears or
select Define Variable from the Data menu.

B. Variable Name:
This field describes the name of the variable being defined. To change the name,
place the cursor in this field and type the name. The variable name must begin with
a letter of the alphabet and cannot exceed 8 characters. Spaces are not allowed
within the variable name. Each variable name must be unique.

C. Type:
This field describes the type of variable that is being defined. To change this field,
click on the Type... button. This will open the Define Variable Type: dialog box.
Select the appropriate type of data. When done, click on the Continue button.

D. Missing Values:
This field indicates which subset of the data will not be included in the dataset. To
change this field, click on the Missing Values button. This will open the Define
Missing Values: dialog box. Enter the appropriate information into the fields.
When done, click on the Continue button

E. Alignment:
This field indicates column alignment and width. To change this field, click on the
Column Format button. This will open the Define Column Format: dialog box.
Enter the appropriate information into the fields. When done, click on the Continue
button.

2.2.2 STEP 2: Entering Data in a New Data Set

Once all of the variables are defined, enter the data manually (assuming that the
data is not already in an external file). The data is typed into the spreadsheet one
cell at a time. Each cell represents an observation. When information is typed into
a cell, it appears in the edit area at the top of the window. The information is
entered into the cell when the active cell is changed. The mouse and the tab, enter,
and cursor keys can be used to enter data. To indicate a cell that does not have a
data value, a period is entered. A period represents the system-missing value.

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2.2.3 STEP 3: Saving a New Data Set

Work performed on a data set only lasts during the current session. To retain the
current dataset, it must be saved to a file.
1. Select
Save from the File menu. The Save Data As dialog box opens.
2. From the Save as Type drop-down list, select SPSS (*.sav).
3. From the Save in drop-down list, select the path where the file will be saved.
4. In the File name box, enter a name for the file. SPSS automatically adds the
extension. save.
5. Click Save.

In-Text Question
What is the first step of Creating a new data set on SPSS?
Answer
Defining a variable

2.2.4 Opening an existing SPSS data set

1. Select open from the file menu, this will open file dialog box
2. From the types of files drop down list, select .sav.
3. From the look-in drop down list, select the appropriate drive where the file is
located.
4. In the file name box, type in the name of the file to be opened
5. Click open and there you have it.

2.2.5 Exporting
If you want to save all the graphs and tables in one file, go to the SPSS Viewer and
select File > Export. The window below will pop up, and ask you to choose where
to save it (“Browse…”). Make sure to remember where you save it – the default
location is unfortunately buried in the hard drive, so choose a readily accessible
location (like the desktop or the Documents folder).
You also need to tell SPSS what type of file to save it as. You will usually want to
select “All Visible Objects” and export it as a Word/RTF (.doc) file. This is the
easiest way to save all your work in useful format (RTF is Rich Text Format,
which can be read in nearly any text application on any platform).

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2.3 Describing data

The first task when beginning any analysis is to simply look at the data. One of the
best ways to do this is to create a histogram, which is a graph that shows the
measured value on the x-axis and how many observations of each value on the y-
axis. This is also known as a frequency distribution, because it shows you the
distribution of the frequency of occurrence for the values. In addition, we want to
know the summary statistics, like means and standard deviations. These are the
essential steps in single sample estimation.
2.3.1 Frequency distributions
Histograms, bar plots of the data grouped by frequency of observation, are
excellent first summaries of the data. These figures show us immediately what the
most frequent values are, and also which values are least frequent; this is what is
meant by a frequency distribution.
In addition, you can get a sense of where the center of the data is (the mean), and
how much variance there is around that center. In statistical terms, these are called
measures of central tendency and dispersion, or "location and spread". Also, we
can easily see if there are any truly bizarre numbers, as sometimes happens when a
measurement error is made; outliers can then be examined closely to see if they are
real values or just mistakes.
You can produce histograms for any continuous variable. A continuous variable is
a value like body length or number of individuals which might vary continuously
from zero to very large (or go negative, or be fractional). A variable like sex is
considered categorical, since you would use only one of two categories, female or
male, to describe a given case.

Let us take a lot look at an example on how to create a histogram on SPSS. I will
be using a data that will not have access to but the steps are the same regardless on
the data set you make use of.

Begin by opening the file OldFaithful.xls in SPSS. These data show the date and
time of every eruption of the geyser Old Faithful in Yellowstone National Park for
one month. For each eruption, several variables were recorded, including the
interval since the last eruption and the duration of the eruption (see the Data
Appendix for more information).
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View your data in the Data Editor, in the Data View. Note that the duration values
have many decimal values; we can clean this up. Change the view to the Variable
View, and reduce the number of decimals shown for the "Duration" variable.

Return to the Data View, and select Analyse > Descriptive Statistics > Frequencies
as in the image below.

Next, select the measurement that you want to analyse. Note that different variable
types will have different icons identifying them. In the example below, the variable
Interval has already been double-clicked.

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To produce the histogram, click “Charts…” and then select “Histograms” in the
window that pops up. Check "With normal curve".

Select “Continue” and “OK”, and then examine the results in the SPSS Viewer.

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Again, notice that the red arrow in the left pane indicates where in the output you
are looking. Note that the black line, representing a normal distribution, does not
represent the data well at all. This has important consequences for how we choose
to proceed.

3.0Conclusion/Summary
Conclusion
I hope you have enjoyed exploring SPSS and the possibilities of things that can be
done using this package. Getting the best from SPPS requires in depth study and
like I said we will just be having a brief look into SPSS which help you decide to
get more knowledge.

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 COMM 804: Advance Computer Applications

Summary
SPSS will help you Work faster, save money through increased productivity and
better information for decision making and also help you get better results by
reducing errors and lending more credibility to reports, plans and presentations.

4.0 Self-Assessment Questions

1. What is difference between the data editor and most spreadsheets
2. List the steps needed to open an existing SPSS Data Set.
3. Problem:
The following data regarding a person’s name, age and weight must be entered into
a dataset using SPSS.
Name Age Weight
Patrick 39 250
Allen 43 125
Allison 27 180
Shamsiyyah 24 130

5.0 Additional Activities (Videos, Animations & Out of Class activities) e.g.
a. Visit YouTube http://bit.ly/2M6LJ2s Watch the video & summarise in 1
paragraph
b. View the animation on add/site http://bit.ly/30H7HOR and critique it in the
discussion forum

6.0 Self-Assessment Question Answers

1. Unlike most spreadsheets, the Data Editor can only have one dataset open
at a time. However, you can open multiple Data Editors at one time, each
of which contains a separate dataset
2. i. Select open from the file menu, this will open file dialog box
ii. From the types of files drop down list, select .sav.
iii. From the look-in drop down list, select the appropriate drive where the
file is located.
iv. In the file name box, type in the name of the file to be opened
v. Click open and there you have it.

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3. Solution:
1. Double click on the top of the first column in the Data Editor window. This will
open the Define Variable dialog box. Type Name in the Variable Name box.
2. Select Type... in the Change Settings area. This will open the Define Variable
Type dialog box. Left click on String.
3. Select Continue. This will close the Define Variable Type dialog box and will
re-open the Define Variable dialog box.
4. Click OK. This will define the first column as a string variable called Name.
5. Double click on the top of the second column. This will open the Define
Variable dialog box. Type Age in the Variable Name box.
6. Select Type... in the Change Settings area. This will open the Define Variable
Type dialog box. Left click on Numeric. In the Width box, set it to 3. In the
Decimal Places box, set it to 0.
7. Select Continue. This will close the Define Variable Type dialog box and will
re-open the Define Variable dialog box.
8. Click OK. This will define the second column as a numeric variable called Age.
9. Double click on the top of the third column. This will open the Define Variable
dialog box. Type Weight in the Variable Name box
10. Select Type... in the Change Settings area. This will open the Define Variable
Type dialog box. Left click on Numeric. In the Width box, set it to 3. In the
Decimal Places box, set it to 0.
3. Select Continue. This will close the Define Variable Type dialog box and will
re-open the Define Variable dialog box.
12. Click OK. This will define the third column as a numeric variable called
Weight
13. Select save from the file menu
14. Choose a path where the file will be saved
15. Type temp in the File name box and click Save. SPSS will save this file as
Temp.sav in the specified directory.

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9.0 REFERENCES
Student Guide to SPSS Barnard College / Department of biological Dan Flin
Devore J.L. Probability and Statistics for Engineering and the Sciences. 6th edn.
Belmont, CA: Thomson Learning, 2004.
Manly B.F.J. Multivariate Statistical Methods: A Primer. 3rd edn. Boca Raton, FL:
Chapman & Hall/CRC Press, 2005.
Portney L.G., Watkins M.P. Foundations of Clinical Research: Applications to
Practice. 2nd edn. Upper Saddle River, New Jersey: Prentice-Hall, 2000.
Zar J.H. Biostatistical Analysis. 4th edn. Upper Saddle River, NJ: Prentice-Hall,
1999.

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Study Session 2
EPI 7 INFO
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 – Navigate EPI Info 7
2.2- Form Designer
2.3- Projects
2.4- Other useful Tips
2.5- Entering and Editing Data
3.0 Study Session Summary and Conclusion
4.0 Self-Assessment Questions and Answers
5.0 Additional Activities (Videos, Animations & Out of Class activities)
6.0 Self-Assessment Question Answers
7.0 References/Further Readings

Introduction
I hope you are having an amazing experience getting to know the packages used in
public health research. In the previous study session we discussed about SPSS and
briefly explained. In this study session our focus will be on another software
package which is the Epi Info™ 7. Epi Info™ 7 is a series of tools designed to
help public health professionals conduct outbreak investigations, manage
surveillance databases, and perform statistical analyses. The software enables
epidemiologists and other public health and medical professionals to create a
questionnaire, customise the data entry process, and enter and analyse data. The
program is free and publicly available for download at the Epi Info™ website
www.n.cdc.gov/epiinfo /. The software runs on Microsoft Windows operating
systems. Download and installation information is located in the appendix of this
guide.

1.0 Learning Outcomes

At the end of this session, you will be able to
1. Design forms
2. Check codes
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3. Enter data
4. Do a web survey
5. Learn about the Epi android assistance

2.0 Main Content

Before we begin this session, let us take a look at some conventions used.
The following table identifies typographic notations used in this document

Convention Description
Bold face type Emphasises heading levels, column headings, and
the following text when writing procedures:
 Names of options and elements that appear
on screens if the option or element is
involved in an action
 Keys on the keyboard
 User input for procedures
 Definitions

Italic Type Calls attention to words or Phrases that has special

meaning or that are being defined
Courier New Used for Code samples

Hyperlink or Url These are highlighted in blue and may be

underlined
File > Print Use to identify Menu choice and command
selection

The following rules apply to this document as well

SYNTAX Explanation
ALL CAPITAL Epi Info 7™ commands and reserved words are shown
in all capital letters
< parameter> Information to be supplied to a command or function.
Parameters are enclosed with less-than and greater-than
symbols. Each parameter is described following the
statement of syntax for the command. Parameters are
required by the command unless they are enclosed in
braces { }. Do not include the <> or { } symbols in the
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code.

[<variables>] Brackets [ ] around a parameter indicate the possibility

of more than one parameter.
{<parameter>} Braces { } around a parameter indicate an optional
parameter. Do not include the <> or { } symbols in the
code.

| The pipe symbol '|' denotes a choice and is usually used

with optional parameters. An example is seen in the
ROUTEOUT command.
ROUTEOUT <filename> {REPLACE |
APPEND}

* An asterisk in the beginning of a line of code, as shown

in some code examples, indicates a comment.
Comments are skipped when a program is run. An
asterisk also serves as “all” when coding in Classic
Analysis.

““ Quotation marks must surround all text values.

DIALOG "Notice: Date of birth is invalid."

DOWNLOAD AND INSTALLATION GUIDE

Epi Info™ 7 is available for download in two different formats, as a setup or zip
file. I downloaded the .Zip format and uploaded it to Google drive just to make it
easy for you. So head over to the link below
https://drive.google.com/file/d/0B2FGNCqK56PLVzZhS0NnNFEyc2c/view?usp=
sharing and you will find a folder named Epi Info 7 , just hit the download button
wait a few seconds and wait for your download to be completed.

When your download is complete, navigate to your download folder and open the
just downloaded file.

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1. After extraction, you will find two files in the just downloaded zip file
a. Epi info 7
b. Launch Epi info 7
2. Double click on Launch Epi info 7 and you will be prompted to extract all
files
3. Click on extract and all the process to run until a new window pops up
4. This new window also contains two file but this time around the Launch Epi
info 7 file has a new icon.
If that happens then you have successfully installed Epi info 7, if not just go
through the process carefully one more time.

Note: Whenever you are prompted to run, click on run and the software will
continue.

2.1 NAVIGATE EPI INFO 7

Epi Info™ 7 tools can be accessed through the main menu. Open the main menu
by double-clicking the Epi Info™ icon on the desktop.

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2.1.1 The navigation menu, located at the top of the Epi Info™ main menu, allows
access to tools and setting customization.
a. File allows you to exit Epi Info™ 7.
b. View offers two display options.
i. Status Bar displays several items at the bottom of the screen, including the
program version number. The version number will vary based on the version
downloaded from the Epi Info™ website. Versions of Epi Info™ may also display
the release date.
ii. Epi Info™ Logs keep a record of certain program errors and activities.
c. Tools allows access to Create Forms, Enter Data, Analyse Data (Classic and
Visual Dashboard), and Create Maps.
i. Options enable you to set default options. Detailed descriptions of these options
are located in the appendix.

 General – includes those for the background image and default data
formats.
 Language – allows file translation into multiple languages. For additional
information on language options, reference the Translation section of the
user guide.
 Analysis – provides for options on the display of Boolean values, HTML
output, and statistical functions.
 Plug-ins – allows the user to import data sources and custom designed
dashboard gadgets.
 Date\Time –allows the user to set formats for date, time, and date and time
as a single unit (Note: not available in all versions of Epi Info™).
 Web Survey – enables the user to identify an endpoint address and set
various survey protocols. For additional information on web survey options,
reference the Web Survey section of the user guide.
d. StatCalc is a statistical calculator used to compute statistics from summary data.
It is frequently used to calculate sample size, chi square test, relative risks, and
odds ratios.
e. Help provides access to the Epi Info™ User Guide, online help videos, an Epi
Info™ discussion forum, and instructions on how to contact the help desk.

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2.1.2 Menu options are located on the left side of the screen. These options allow
easy access to the most used tools: Create Forms, Enter Data, Analyse Data:
Classic and Visual Dashboard, Create Maps, Epi Info Website, and the Exit
button

2.1.3 The status bar at the bottom of the Epi Info™ 7 main menu screen contains
important information about the application including:
 Application status or error messages - If the application is ready to start and
no errors have been encountered, Ready is displayed. The status bar may be
hidden and can be displayed by clicking on View > Status Bar from the
navigation menu at the top of the screen.
 Windows language and region setting.
 Application version number.
 Version release date (not displayed in all versions of Epi Info™).
 Keyboard status: CAPS, NUM, INS. These buttons will become active if
the respective keys on the keyboard are toggled on.

2.2 FORM DESIGNER

2.2.1 Introduction
In Epi Info™ 7, the Form Designer and the Enter modules work together to design
the data entry process and collect data. Form Designer is the tool used to design the
survey, questionnaire, or form, tailor the data entry process, and specify the tab
sequence. It is where you customise any data validation you want to occur when
the form receives data in the Enter tool. Data collection in Epi Info™ 7 is
organised by projects. Each project can have one or many forms which can have
one or many pages. On each page, one or many data entry fields are added which
collect individual data elements.

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Fields added to a page can be any of a variety of field types corresponding to the
type of data needed and the kinds of analyses that can be anticipated. Field types
range from simple labels, text, numeric, and date fields to more advanced fields
like drop-down lists, data grids, and command buttons. A list of the available field
types is shown in Figure 2.21.

2.2.2 Navigate the form designer workspace

Your version of the Epi Info software might be different because I will make the
upload after putting together this course ware which means a newer version might
be out so it might look a little different (better) than what we will be using for this
lesson but it is basically the same thing.

To open Form Designer, click Create Forms from the Epi Info™ 7 - Menu, or
select Tools > Create Forms from the toolbar.

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1. The Menu toolbar provides an easy way to access your projects and gives you
tools to edit your forms, manage your project and customise your Canvas.
2. The Project Explorer is located on the left of the screen and allows you to add
pages, fields, and templates to a form. Each category can be collapsed or expanded
by clicking their respective – or + buttons next to the category name.
3. The blank page to the right of the Project Explorer is the Canvas where the form
is designed. Each field is defined and edited using its Field Definition dialog box.
You can customise the work space by selecting fonts, colors, and grid options.

2.3 PROJECTS
2.3.1 Opening a recent project
Epi Info™ 7 is packaged with many sample projects, templates, and examples to
use for helping to showcase its many features and functions. The Sample project is
one that contains several forms already prepared with instructional data collected.
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Many of these forms and their associated data are used in schools of public health
for teaching Epi Info™ and the science of epidemiology and statistics important to
public health research and epidemiologic investigations.
To open a recent project, from the Form Designer menu, select File > Recent
Projects.
A list of recently opened projects is shown in the menu. Even though this may be
the first time opening Form Designer, the Sample project is shown in the list to get
you started.

After selecting the Sample project, Form Designer opens to the first page of the
first form – ADD Full.

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2.3.2 Creating a new Project and Form

Every Epi Info™ 7 project could contain two files; the database file and a project
file (.prj) that is contained in a project folder. The project file holds the information
about the location and format of the database, and whatever connection
information might be required, such as a user name and password. If you choose to
use the Microsoft Access format for your database, your project may also have the
database file (.mdb) inside the project folder. The database file can also be saved to
another location as needed. Projects that use a SQL Server database will only have
the .prj file since the database is located on the server.
Follow the steps below to create a new project and form

1. From the Epi Info main menu, select Create Forms or select Tools >
Create Forms from the toolbar. The Form Designer window opens.
2. Click the New Project button in the toolbar or select File > New Project.
The New Project window opens.

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3. Enter a Project Name. Project names cannot contain spaces, or most non-
alphanumeric characters, although underscores are permitted.
4. Set the desired project location by typing it into the Location field, or
clicking the browse button. The default location for projects is the \Epi Info
7\Projects folder.
5. Provide a description for the project ( doing this is optional )
6. Select the database format from the Data Repository drop-down list. The
default option is Microsoft Access 2000-2003. However, SQL Server is also
available. To use the SQL Server option, you need to have access to a SQL
Server database.
7. If you selected Microsoft SQL Server for the Data Repository, then click
the browse button to the right to enter the connection information for the
SQL Server database. Contact your SQL Server database administrator for
the required information requested in this dialog box.

8. Click Ok
9. Select the Form Made field
10.Enter a Form Name
 Use only number, letters and underscores
 Do not start a form name with a number
 Do not give spaces
11.Click OK. A new blank canvas appears with the new form name and page
on the tab at the top left of the canvas.
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2.3.3 Before you begin

I will advice you decide a naming convention for you field names and this how you
can go about it:
Before beginning to design your form it is helpful to have a standard way to name
the data fields. While Epi Info™ will attempt to suggest a field name based on the
question or prompt, in many cases these suggestions are too lengthy or
cumbersome. Having a standard naming convention to assign to fields as they are
added to the form will make later analyses much easier. The following suggestions
may help:
A. Keep field names short.
B. Capitalise words within field names to help improve their readability. For
example, "PatientLastName" is easier to read than "patientlastname".
C. Use a prefix to keep associated fields together in alphabetized lists.
2.3.4 Customise you form designer
One of the most helpful things you can do before beginning to develop your
questionnaire or survey form is to decide on the layout and overall look of the
form.
Aspects to consider include the following:
A. What Font do you want the Questions and Entry Fields to have? You
may want to set the Default Prompt and Input Fonts. You specify the
fonts in Format>Set Default Prompt Font and Set Default Input Font.
B. How far apart should fields be spaced? You may want to adjust the
settings for the grid. The grid square size and other grid settings are set in
Format > Grid Settings.
C. Will the form need to be printed? If so, what size paper will likely be
used? You may want to use a corresponding page size when designing
the form. You specify the page size in Format > Page Setup.
D. What page orientation should be used, Portrait or Landscape? The answer
to this may depend on what devices and platform will be used for data
entry. If the form will be published to a website or uploaded to a mobile
device, consider a smaller page size and an appropriate page orientation.
The page orientation is set in Format > Page Setup.

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E. Would you prefer the Question or Prompt to appear above the Input Field
or to the left of the Input Field? You set the question and input field
positioning in Format > Page Setup and select Vertical or Horizontal.
F. What screen resolution will likely be used for data entry? If the
anticipated screen resolution is less than your usually setting, you may
consider reducing your resolution while designing the form so the layout
of your fields will be consistent when viewed in the Enter tool.
While you can change these format settings at any time during the form design, if
these questions are considered earlier, there may be less rework required to make
the form presentable than if these settings are changed after fields are added to the
pages.

2.3.5 Set a Default Prompt or Input Field Font

Set the character font to be used as fields are added to the form using the Format
menu.
A. Default Prompt Font
1. Format > Set Default Prompt Font. The Font dialog box appears.
2. Select a font, font style, and sizes.
3. Click OK.
B. Default Input Font
1. Format > Set Default Input Font.
2. Select a font, font style, and sizes.
3. Click OK.
2.3.5 Change Grid Settings
Use the Format settings to customise the Form Designer canvas.
1. From the Form Designer toolbar, select Format. The drop-down menu
opens allowing you to customise your canvas.

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2. Select Format> Grid Settings to open the grid settings dialog box

A. Check the Snap to Grid box to force fields in the form to snap to the grid
nearest the field edge.
B. Check the Show Grid box to see the grid as the canvas background.
C. Use the up and down arrows in the Grid Square Size field to alter the
displayed width between grid lines.
D. Select the Snap prompt to grid or Snap entry field to grid check boxes
depending on the snapping effect you want to use.

3. Click Ok the form designer page will appear with new settings

2.3.6 Set the Page Size, Orientation, and Default Prompt Alignment
The Page Size, Orientation, and Default Prompt Alignment are set using the Page
Setup dialog.

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1. On the designer Form menu, Select Format > Page setup

2. Set the page size to be any of the pre-configured sizes listed in the size drop-
down list or use a custom size and specify the width and height in pixels

3. Set the preferred page orientation, Portrait or Landscape

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 Portrait orientation is good for data entry forms that need to be printed and
when the data entry is done from printed forms that have a portrait
orientation. Portrait orientation may also be preferred for forms uploaded to
small mobile devices such as smart phones or tablets.
 Landscape orientation is better for forms intended to be published to a
website for entry using an Internet browser on a desktop or laptop computer.
Set the default alignment to be vertical so the field is below the prompt and left
aligned, or horizontal where the field is to the right of the prompt on the same row.

2.3.7 Insert a background color and image

1. From the Form designer toolbar select Format > Background doing this will
open the background dialog box as shown below

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2. To set a background image, use the Background Image section of the dialog,
click Choose Image. The Background Image box opens.
3. Locate the image file. Click Open. The selected image appears in the
Background Image dialog box. Image formats include bitmap (.bmp), picture
(.ico), and JPEG (.jpg).
4. Use the Image Layout drop-down list to customise the image on the screen
(None, Tile, Center, and Stretch).
5. From the Image and Color section, use the option buttons to Apply to all pages
or Apply to the current page only.
6. Click OK. The image appears in the form.
7. To remove the image, select Clear Image from the Background Image box.
8. To set a background color, click Change Color. The Color dialog box opens.
9. Select a background color from the palette or select Define Custom Colors to
enter a more specific color request.
10. Click OK. The selected color previews in the background box.

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11. From the Image and Color section, use the option buttons to Apply to all pages
or Apply to the current page only.
12. Click OK and the color will appear on the form as the background
13. To remove the color, select Clear color from the background dialog box.

3. Create a New Project from a Project Template

Another way to create a new project is to use a pre-defined project template. This
option creates the project with all of the forms, pages, fields, and Check Code that
are specified in the project template. Epi Info™ 7 comes with a number of sample
project templates to demonstrate its many features. These templates are located in
the Project Explorer under Templates > Projects.
To use an existing project template, follow these steps
1. Select File > New Project from Template. The New Project from Template
window opens listing the available project templates.
2. Select the desired project template.
3. Confirm the name and location of the new project, and the data format as
shown in the window and make changes as needed.
4. Click OK. The Form Designer will begin constructing the forms and fields
and after a few moments, the first page of the project opens in the canvas.
2.3.7 Create a new form in an existing project
1. Select File > New Form or right click on the project folder in the Project
Explorer and select Add Form. The form dialog box opens.
2. Type a Form Name.
3. Click OK. The new form appears in the Project Explorer, and the first page
appears in the canvas area
2.3.8 Open an Existing Project
There are two ways to open an existing project
If the project you want to open is one of the four most recent project opened, select
File > Recent Projects and select the project from the list.
Otherwise, follow these steps:
Click the Open Project button from the toolbar or select File > Open Project. The
Open dialog appears

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1. Select a Project File (.prj) from the Epi Info projects folder
2. Click Open the project will appear on the canvas
2.3.9 Close Project
1. Click the close project button on the toolbar or select File > Close Project
2. The project closes

2.4 Other useful tips

2.4.1 Add or insert page
The Add Page function will add a blank page at the end of the form. To add a page,
right click on the form in the Project Explorer and select Add Page from context
menu or select Insert >Page >Add Page from the toolbar.

The new page appears on the canvas and in the Project Explorer immediately
before the current page
Name of Page
1. Right click on a page in the Project Explorer. Select Rename Page from the
context menu

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2. The new page dialog box opens. Enter a name in the page Name field

3. Click Ok. The page name appears in the least of pages

2.4.2 Delete a page

From the project Explorer, right click on the page you want to delete and select
Delete page or select Edit > Delete Page from the toolbar

2.4.3 Undo / Redo

Most actions performed on the canvas, such as moving fields, copying and pasting
fields, and changing field alignment, are recorded in the memory of the tool. This
allows you to undo any of those actions.
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Click Undo from the toolbar or Ctrl + Z to undo the most recent action in the list.
Form Designer begins recording actions when it is opened. Therefore, you can
undo all actions from the most recent to the first action performed since opening
Form Designer.
Click Redo from the toolbar or Ctrl + Y to redo the most recent action undone. As
with Undo, the Form Designer remembers the actions retracted by clicking Undo.
Therefore you can Click Redo repeatedly to reinstate the actions retracted by
Undo, up to the first time Undo was clicked.
Form Designer only remembers actions in the Redo list that were undone by
clicking Undo. As soon as you make any other changes directly to the canvas,
other than clicking Undo, then the Redo list is discarded. Redo can only reinstate
actions that were undone—it cannot be used to repeat actions made directly to the
canvas.
2.4.3 Check Code
Epi Info™ allows the creator of the questionnaire or survey to guide the data entry
process to produce range checking, automatic skip patterns and coding of
variables. This is accomplished using Check Code. Many other more complex
functions are possible such as mathematical or logical operations, checking the
value of a field against the value of one or more other fields, and displaying helpful
dialogs or custom error messages. Click the Check Code button to open the Check
Code Editor. For information about the Check Code Editor, refer to the Check
Code section of the user guide.

2.4.4 Enter Data

The Enter tool is used to enter data into the data entry forms in Epi Info™ 7. Click
the Enter Data button to open the current form in the Enter tool. Only
independent, stand-alone forms or Parent level forms can be opened in Enter. If the
form is a Related Form—as in a child form related to another parent form—then
you cannot open the Related Form by clicking the Enter Data button. You must
open the top-most parent form first, and then use the parent form’s relate button to
access the child form. This is required in order to keep the record hierarchy
according to the related table relationship.

If a form does not yet contain a data table, Epi Info™ will prompt you to create a
data table in this step. For information regarding the Enter tool, refer to the Enter
Data section of the user guide.

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In-Text Questions
What are the keyboard shortcuts for Undo and Redo?
Answer
Ctrl + Z and Ctrl + Y

2.5 ENTERING AND EDITING DATA ON Epi Info

The Enter module allows users to enter data into forms constructed in Form
Designer. Enter conducts the data entry process according to the settings and
Check Code specified in Form Designer. Information entered into the form is
stored in Microsoft Access or Microsoft SQL server data tables.
Enter can be used to enter new data, modify existing data, or search for records.
When data are entered into a form, the data table inside the project is populated.
The Find function allows records to be located based on a series of matched
variables. As data are entered, the cursor moves according to the tab order from
field-to-field, page-to-page, and saves data when navigating to a new page. If you
try to exit a page before data is saved, you will be prompted to save the data (Yes
or No).

2.5.1 Open a Project and a Form

To access the Enter program, click the Enter Data button on the Epi Info™ main
menu or select Tools > Enter Data from the toolbar. In Form Designer, access the
Enter module by clicking the Enter Data button in the toolbar. This button is a
convenient method to switch between designing a form and entering data to test the
form design.
There are three options available to open a project and form. The following
example uses the Food History form available in the EColi project.
1. From the toolbar, select File > Open Form
2. Alternatively, click Open Form from the tool bar
3. This two options will display the Open Form dialog box.

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4. Click the ellipses button next to the current Project field to browse for a
project. Select EColi from the folder. The project file path displays in the
current project field and a list of available forms in that project appear in the
forms field.
5. Select the desired form (FoodHistory) from the form fields)
6. Click Ok. The project and form display with the first record in the project
appearing on the canvas

For quick access to a project recently opened with the Enter module, use the
Recent Forms option.
1. From the toolbar, select File > Recent Forms
2. Select the path file containing the desired project and form. The project and
form display with the first record in the project appearing on the canvas.

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2.5.2 Navigating the Enter Workspace

There are five main areas in the Enter workspace: Pages, Linked Records, Canvas,
Toolbar, and Status Bar. The figure below displays all five areas with information
contained in the Food History form of the EColi project.

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A. Pages
The Pages panel in the top left corner lists all pages associated with the current
form. Users may navigate to different pages in the form by selecting the desired
page in the Pages panel.

Linked Records
The Linked Records panel in the bottom left is used to conduct contact tracing. It
contains information about which records have been exposed to or from the current
record.
1. Exposed Form – Displays additional that the current record has been
exposed of the affected from. The Exposed From icons appear with the case
ID number of the record. Place the mouse over the record to preview the
record information.

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 Double-click on the record to jump to that record and view additional

information
2. Exposed To- Display other records that the current record has been in
contact with the possibly affected since acquiring the illness. The exposed
To icons appear with the case ID number of the record

 Similar to the Exposed from tab, users can preview information or jump to
the record by double-clicking the icon.
3. Add Exposure – Identifies additional exposures (To and From) for the current
record. To add an Exposure To, click Add Exposure in the Exposure To tab. To
add an Exposure From, click Add Exposure in the Exposure From tab.
 Select the form that the exposure record is contained. Click Ok.

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Find the desired exposure information with Find (information regarding the Find
function is located in the find Records Section). Double click on search results to
add the exposure to the record

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4. SNA graph – Social Network Analysis (SNA) displays the exposed to and from
records graphically with the current record in red.

 The SNA graph directionally shows the flow of exposure at multiple levels.
For example, the current record has two records that it has been exposed
from; however one of those records have been exposed from two more
records

 The SNA graph also displays that the current record has been exposed to
another record. This is consistent with the information contained in the
Exposed from and Exposed to tabs.
 The SNA graph can be saved as an image or printed using the buttons on the
left corner of the screen.

B. Canvas
The Canvas shows the current page in the form with all record information
displayed. The canvas is where data entry and editing occurs.

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C. Toolbar
The Toolbar at the top of the screen contains buttons to navigate through the
records, create new records, open the Dashboard, open the mapping tool, save the
current record, view records in a line list, and print.
 Line List – allows users to view and search records using the Dashboard
interface. Also, users can view the data in MS Excel and HTML formats.
For additional information, reference the Visual Dashboard section of the
user guide.

 Print – Allows the user to print form and specify parameters

 To create a PDF version of the form using the print function select Preview.
In the Print Preview window select Print and chose the appropriate PDF
writer as the printer.

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 Navigation Buttons - Navigation is provided for using the New Record

button and navigation buttons for, next (), previous (), first (), and last ()
records. The user may also manually type the record ID number into the
record list to jump to that record. When entering data into a child form, use
the “Back” button to return to the parent form.
 Maps – Entering Maps from the Enter module allows for some additional
functionality between Maps and the project data. The additional
functionality allows the user to view case data in the Enter module from the
Map window. The following example demonstrates how to create a case
cluster map using the Food History form data in the Ecoli project. For
additional information regarding maps, reference the Maps section of the
user guide.
1. Click Maps from the toolbar. The map main menu window appears.

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2. Select Add Data Layer > Case Cluster from the toolbar.

3. In the external data dialog box, select No.

4. Select the field containing the Latitude coordinates (Latitudes) from the latitude
drop-down list.

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5. Select the field containing the Longitude coordinate (Longitude) from the
longitude drop-down list.

6. The case cluster map appears displaying each record’s location on the map.

D. To the information associated with this record on the map, double click on a
single red dot. The record appears in the Enter data window

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E. Status Bar
The Status Bar at the bottom of the screen displays selected information about the
field that the cursor is currently located. The status bar can be hidden by
deselecting View > Status Bar in the toolbar.

F. Check Code Options

The Enter module allows the user to modify the Check Code features when
entering data. Both Check Code options are available under Tools in the toolbar
and are enabled by default.
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 Enable Check Code Executions – Unchecking this option will disable all
check code when entering data into the form
 Enable Check Code Error Suppression - Unchecking this option will not
display error messages in check code

G. Import Data
There are multiple options available to import data from external sources into the
Enter module. These options are available under File > Import Data in the
toolbar.

 From form – This feature requires a Epi Info project file (.prj) and data
(.mdb if data tables formed in Microsoft Access).
o Browse for the Epi info project file by clicking the ellipses next to the
Project containing the data to import field. Select the .pjr file
o Select the form from the form data to import drop-down list

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 Select the Import Type from the Type of import drop-down list
 Update and append records- Records in the destination form
containing the same Global Record values as the source form
will be updated if there is new information. However, values in
the destination table will never be overwritten with a null or
missing value. All those records will be added to the end of the
table.
 Update records only- Records in the destination form
containing the same Global Record Id values as the source form
will be updated if there is new information. However, values in

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the destination table will never be over written with a null or

missing value. All other records are ignored.
 Append records only- All records in the source form will be
appended to the end of the table. No records will be updated
o Click Import. Import complete will appear at the bottom of the dialog
box upon successful completion of the import.
o Click Close. The data is imported into the Enter module.
 From mobile device- This will be treated as we go on
 From web- This also will be treated as we proceed

2.5.3 Enter Data in a Form

A. New record
1. With a form and project open, select New Record from the toolbar or File >
New Record. A blank record is added to the end of the record list and displays
in the canvas. Place the cursor in the data entry field.
2. Enter data into each field. Use the Tab or Enter key to move to the next
field. Moving from one field to another will execute Check Code.
 As records are navigated, data are saved automatically. After completing the
last field on a page, the cursor automatically jumps to the next page in the
sequence.
 Field properties that were defined in Form Designer, (e.g., Read Only,
Required Range) are enforced during data entry.
 Drop-down lists and code tables created in Form Designer are enforced.
 Multiline Fields automatically scroll when filled with text to hold up to 1
gigabyte of information.
 Plain text fields automatically scroll when filled with text to hold up to 255
characters per field.
B. Edit Record
1. Navigate to the desired record using the navigation tools in the toolbar.
2. Place the cursor in the desired data entry field.
3. Enter data into each field that needs to be updated. Use the Tab or Enter
key to move to the next field. Moving from one field to another will execute
Check Code.
C. Delete code
1. Navigate to the desired record using the navigation tools in the toolbar.
2. Select the Delete button in the toolbar, or select Edit > Mark as Deleted.
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3. The record is grayed out and removed from any analysis performed in
Visual Dashboard and Classical Analysis.
D. Undelete record
1. Navigate to the desired deleted record using the navigation tools in the
toolbar.
2. Select the Undelete button in the toolbar, or select Edit > Undelete.
3. The record is enabled and will be available for analysis in Visual Dashboard
and Classical Analysis.
E. Insert an image in a record
1. Click the Image Field. The Select the Picture File dialog box opens.
2. Select an image file.
3. Click Open. The selected image appears in the field.

2.5.4 Save a page record

The Enter module saves data automatically as the user moves from page-to-page.
Data are also saved when navigating to another record. You can move out of a
record by tabbing out of the last field of the last page or clicking New Record

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from the toolbar to open a new record. Records can also be saved manually.
There three ways to save the current record manually
1. Click save from the toolbar
2. Press File > save
3. Press Ctrl + S on the keyboard

2.5.5 Find Records

Find can search for a record matching any field value or combination of field
values. If a form has more than 255 fields and more than one associated data table,
only the first data table will be searched with the find feature. As a result, only the
fields in the first data table will populate in the search results.
2.5.6 Find Records Matching a Specified Criteria
The example below demonstrates how to find records in the FoodHistory from in
the EColi project.

1. From the toolbar, select the Find icon or Edit > Find. The Find Records
window opens.

2. The Select/Unselect Search Fields list displays on the left side of the Finds
Records window with all fields contained in the form. Click on a field name
to select one or more fields. The selected search fields will turn blue and
populate the gray area to the right of the list.
3. To unselect a field, click on the selected field highlighted in blue. The field
will no longer be highlighted and is removed from the search criteria.

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SEE IMAGE BELOW

4. Enter the search criteria for each field and click Search. Note that certain
fields require specific formatting for the search criteria. If more than one
field is selected, the search will display records that match all search criteria.
This is considered an “AND” search.
 Yes/No fields can only be searched with the parameters (+), (-) or (.). The
parentheses are required.
 Checkbox can only be searched with the parameters (+) or (-). The
parentheses are required.
 Date fields can only be searched with the date format MM/DD/YYYY.
 Comment Legal can only be searched with the code (i.e. F- Female, search
for F)
 Option boxes do not store the option labels and therefore must be searched
according to the integer that corresponds to each option. In an option box,
the first option available corresponds to 0, the second option corresponds
to 1, etc. Enter the corresponding value into the search criteria.

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5. Open a record by double-clicking the arrow on the chosen row. The record
displays in the Enter data work space

In-Text Question
What are the three ways to save your current records manually?
Answer
Click save from the tool bar, Click on File > save, Press Ctrl + S on the keyboard

2.5.7 Additional Search features

1. Embedded text items in multiline and text fields can be found by searching
for *word* where "word" is the text string being sought. This type of search
is called a Wild Card search. In a Wild Card search, the asterisk represents
any letter or string of letters (i.e., a search for DIAGNOSES *heart* would
identify all records for a large text field called DIAGNOSES which
contained the word "heart)."
2. Dates and numeric fields can be searched using less than or greater than
values (<>).

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3. Only “OR” can be used to search for matches based on more than one
criteria in the same field (i.e. searching last names, Smith OR Doe will
return records containing both Smith and Doe. The search field must contain
“OR” to perform the desired search. Search criteria cannot be separated by a
comma.
4. Searches are not case sensitive and are designed to be more inclusive than
exclusive.

2.5.8 Printing Forms

Users can print a blank copy of the form or a copy of the form with data if needed.
In order to print the form, please complete the following steps:
1. Open your Epi Info 7 project and form in the Enter Data module.
2. Click on the PRINT option. The following window will be displayed:

a. To print a copy of the form without including the data that has been
entered, just click the PRINT button
b. To print a copy of the form including the data that has been entered for the
current record, click on the CURRENT RECORD radio button, and the
click the PRINT button. This will print the form with the data for the
current record.
c. To print a copy of the form including the data that has been entered for a
range of records, click on the RECORD RANGE radio button, and then
specify the record number for the records that you want to print the data.
When done, click the PRINT button. This will print the form with the data
for the records specified.

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d. To print a copy of the form including the data for all records, click on the
ALL RECORDS radio button, and the click the PRINT button. This will
print the form with the data for all records in the database.
3. To print an electronic copy of the form without any data click on the
Preview button.

4. Click on the printer icon button.

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5. Select PDF writer or any other option that allows the creation of an
electronic copy of a document.

3.5.7 Companion for Android: Collecting and analysing data on your

android device
Epi Info™ Companion for Android allows users to transfer forms to a mobile
device and collect data remotely. The mobile application is compatible with
Android tablets and phones running Android version 4.0 (codename “Ice Cream
Sandwich”) and above. The ability to load Epi Info™ forms onto a mobile device
allows users to collect data in places lacking information technology infrastructure
and for activities that could benefit from mobility, GPS tacking, or photographic
capabilities. Once data is collected, users can perform simple analysis with the
Analyse Data function or view geographic data using the built in mapping
function. These tools do not contain the full Epi Info™ functionality; however,
data can be transferred from the mobile device to a PC for more complex analyses.
The mobile application also contains a full featured StatCalc function similar to the
one found in Epi Info™ 7.

A. Support Field Types

Epi Info™ Companion for Android does not support all field types available in
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Form Designer. See below for a list of supported and non-supported field types.
When designing a form for use with the mobile application, exclude non-supported
field types from the form.
Supported fields
 Label/Title
 Text (single line)
 Text (Uppercase)
 Multiline (text)
 Number
 Date
 Time (not “Date/Time”)
 Checkbox
 Yes/No
 Option
 Legal Values
 Comment Legal
 Group
Non-Supported field types:
 Unique Identifier
 Phone Number
 Date/Time
 Mirror
 Grid
 Relate
 Codes
If a form contains one or more of the non-supported field types, a message will
identify the field(s) that will not publish. To publish the form, perform one of the
following two actions:
1. Delete the unsupported field(s). This will also delete any data that may have
been in the Epi Info™ 7 Enter tool. If you want to preserve pre-existing
data, make a project template and create a new project that you will
customise for the Mobile application. In this new project, delete the non-
supported fields.
2. If a data table does not exist for the form, you can use the “Change To”
feature to change the field type to one of the supported types. For example,
you can change an unsupported Text (Uppercase) field to a standard Text
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field or a Multiline field.

B. Supported Check Code Commands and Functions

Epi Info™ Companion for Android does not support all check code commands and
functions available in the Form Designer tool. See below for a list of supported and
non-supported commands and functions. When designing a form for use with the
mobile application, exclude non-supported check code commands from the form.

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Supported Commands Non-Supported Commands

 Assign  Auto search
 Clear  Define
 Dialog  Dialog
 Enable/Disable  Execute
 Go to  Geocode
 Hide/Unhide  Help
 Highlight/Unhighlight  New Record
 If/Then/Else  Quit
 Set-required/ Set-not required

Supported Functions
 ABS  Minute  StrLen
 Cos  Minutes  Substring
 Day  Month  SystemDate
 Days  Months  SystemTime
 FindText  Rnd  Tan
 Hour  Round  Trunc
 Hours  Second  Uppercasse
 LN  Seconds  Year
 LOG  Sin  Years

Non-Supported Functions

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 CurrentUser  LineBreak
 DateDiff  NumToDate
 Date  NumToTime
 Environ  PFROMZ
 EpiWeek  RecordCount
 Exists  Step
 Exp  TxtToDate
 FileDate  TxtToNum
 Format  ZSCORE

Although the non-supported commands and functions do not work when entering
data into the mobile form, they are still compatible with check code on the
downloaded version of the form. After downloading the responses to a PC, you can
run these commands and functions as normal, or you can use Epi Info™ 7 Analysis
y to perform the necessary operation.

C. INITIAL SETUP
You will find this app on the Google Play Store. The mobile application is
compatible with Android versions 4.0 and above. Since Android specifications are
open source, device manufacturers are free to change positioning and appearance
of common elements such as menus and buttons. For example, users should be
aware that Samsung Galaxy Note II devices have their “Back” button on the right
hand side of the device and the “Options Menu” on the bottom, while Google
Nexus 7 devices have their “Back” button on the left hand side of the device and
the “Options Menu” on the top corner. Furthermore, when an Android device is
connected to a PC via a USB cable, it may register as a disk drive, media device, or
a digital camera. Please note that data and forms can only be transferred in disk
drive or media device modes.

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Internet connectivity is not required for using the core StatCalc, data collection,
and data analysis modules. However, the mapping function utilises Google Maps
and requires Internet connectivity for downloading base map information.

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D. Designing Forms for mobile

Epi Info™ Companion for Android allows for the transferring of short, single form
projects (without grids or related forms) to a mobile device for data entry. This
design creates certain features and behavioral differences between the mobile and
PC format. Be aware of these differences and plan for them when designing a
form. For example, not all field types or check code commands are supported or
provide value on a mobile device. Additionally, required fields and drop-down lists
may behave differently on a mobile device than they do on the Epi Info™ 7 Enter
tool.
Note: Forms on a mobile device requires a minimum of three data fields
Companion for Android automatically adjusts the display when a form is accessed
with a mobile device. Forms on ten-inch tablets appear with a similar field layout
as the PC. For smaller mobile devices (seven inches or less), horizontal field
placement is irrelevant, as the fields are stacked vertically.
Note: Fields on a mobile phone display vertically according to the Tab Order. Set
the tab order according to the sequence you want the fields to display on the form.

After uploading the form, conduct a usability test before collecting data. Ensure all
fields are displayed properly and oriented in the intended order.

E. COPY FORM TO MOBILE DEVICE

From the Epi Info™ main menu, click Create Forms or select Tools > Create
Forms from the navigation menu. Open the desired project form or create a new
form to transfer to the mobile device. (See Form Designer).
1. Connect the mobile device to your computer via a USB cable. Ensure that
the PC recognises the mobile device in disk drive or media device mode
before proceeding to the next step.
2. From the Form Designer menu, select Copy Form to Android Device.

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The form automatically transfers to the device and is ready for use

When a form is uploaded to a mobile device to replace an existing one of the same
name, an error may occur indicating that fields no longer match.

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Select Yes to the delete the data table and continue selection

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To meet publishing requirements, the non-supported fields must be deleted or the

field type must be changed. Before deleting a field, be aware that any associated
data with that field will be deleted as well. The data removal is automatic and
irreversible. Consider backing up all data prior to deleting a field. Alternatively,
use the “Change To” option to change the field to a supported field type. This
action can only be performed if a data table is not associated with the form.

F. Collect data from mobile device

Access the mobile companion titled Epi Info™ from your device’s application list.
Note that the application layout is different between a tablet and a phone. The
screen will appear in a portrait format on a phone and landscape format on a tablet.

Next the Epi Main menu will appear.

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Tablet View

Mobile View
1. Select Collect Data. Click on the triangle on the right hand corner to see a
list of available forms. Select the form for data collection from the drop-
down list by pressing on the form name.
2. Click Load.

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The Collect Data page appears with a list of all records contained on the mobile
device for that form. If there are no records, the record list displays <No
Records>.
3. To create a new record, select Add New Record or +from the top right
corner of the screen.

Tablet view

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Mobile view

The form appears on the mobile device. Fields appear vertically on a phone while
the tablet can display fields horizontally. Users can slide their fingers across the
screen to move around the form and tap into the desired field in order to enter data.

Note: Please make sure to check that the date format of the device matches the
date format of the PC. Date formats must match between Android device and PC
when data is being imported into the central Epi Info 7 database. You can check
the date format being used by the device under the Settings>Date and Time>Select
Date Format option. Also always navigate with the back and not the home button,
the use of the home button might lead to malfunctions

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Tablet view

Text, Numeric, Time, Calendar and Data fields can be accessed and edited by
clicking on each of them and your android device will provide the appropriate
keyboard.

G. Drop down Lists

This field type provides a list of possible values in response to a question therefore
limiting the number of options to use. Initially this field will present the user with
the prompt <Not Selected>. Tap into the field and select the desired response.

H. Check Box fields

The Checkbox field allows you to collect data by checking or unchecking a box.
Multiple checkboxes can be used to quickly enter responses that are consistent in
the study (e.g. symptoms or foods eaten). Checkbox fields collect binary data such
as 0 or 1, True or False, Yes or No. The response is stored in the database as a 1 or
0 where 1 equals Yes and 0 equals No. Checkbox fields do not contain missing
values. They are considered to be “No” until they are checked. The following
figure provides an example of how Checkbox fields appear on a mobile device.

I. Image/Photo Fields
The Image field will appear as a Photo field on a mobile device. This field allows
the user to insert pictures taken with the mobile device onto the form. The photos
taken will always stretch to the field shape that appears on the mobile device. The
retain image size feature in the Image Field Definition dialog box will not affect
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the Photo field’s functionality. When inserting Image fields, adjust the field size to
the anticipated aspect ratio of the mobile device.
1. To add a picture to the form, select the Photo field. The mobile device’s
camera function automatically opens.
2. Take the photo (process varies depending on the mobile device)
3. Select Save. Epi Info™ inserts the photo into the Photo field.

Photo fields will appear as the same size regardless of layout on the PC version of
Epi Info when using a phone.

J. Capture GPS Coordinates

If the mobile device is connected to the Internet, latitude and longitude coordinates
can be captured by selecting Capture Coordinates, located in the top right corner
of the screen. Select the field containing the latitude coordinates from the Select
latitude field drop-down list. Select the field containing the longitude coordinates
from the Select longitude field drop-down list. Select Set.

The coordinates appear in the latitude and longitude fields

K. Save Records
To save the form, select Save Record in the top right corner of the screen. An
incomplete form can be saved and finished at a later time. The data is stored with a
Record ID and Preview information.

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L. Edit Records
Select the record you wish to edit from the Record List. The form appears on the
device and is ready for editing. At any point, select the Save Record button to save
the edited record.

M. Delete Record
Hold down on the desired Record from the Record List and a menu will appear.
Select Delete.

N. Search Record
To search the Record list, select Search in the top right corner of the Collect Data
menu. The Epi Info Record list (top left corner of the screen) becomes blank with a
blinking cursor. The Search function allows records to be located based on a series
of matched variables. Type in the search criteria and press the search button. The
records that match the search criteria appear in the record list. When searching for
a record, you will need to specify the fieldname, the = operator, and then the value.
If you are searching for a text field, use single quotes around the value being
searched. For example PATIENTNAME=’Walter’ if you are searching for
“Walter” as the patient name in your tablet.

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You can use the AND or the OR operator to use more than one variable
in your search criteria. If you are searching for a date or numeric field,
simply type the value to be searched (i.e. DOB=06/12/1999 or AGE=35)
without using any quotes.

O. Maps
The Maps feature allows users to geographically display case data on a map. The
mobile version contains the ability to plot GPS coordinates on a Google Map base
map. Internet connectivity is required to display maps on your mobile device using
Google Maps. For additional mapping functionality, transfer the data to a computer
and use the Epi Info™ Maps tool.
1. Select Generate Map from the Collect Data menu or the options menu.
Generate map is only available through the options menu on a phone. A
Map Settings dialog box appears.
2. Select the field containing the latitude coordinates from the Select latitude
field drop-down list.
3. Select the field containing the longitude coordinates from the Select
longitude field drop-down list.
4. Select Set.

The maps appear displaying the location in google maps

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P. Transfer Data from Mobile Device

1. Select Create sync file from the collect data menu or from the options
menu. This feature is only accessible on the options menu on a phone

2. Create a password for the sync file. This password will be required to
access the sync file and download the information to a computer. There are
no password requirements; however, it is recommended that users create
passwords to ensure secure information transfer with encrypted files.
3. Click ok and connect the device to your computer
4. Open the Epi Info on your Pc
5. From the Epi main menu, select Enter Data or select Tools> Enter data
6. Open the project and form used to collect the data on the mobile device.
7. From the file menu, select Import data> from mobile device.

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The import phone data dialog box

8. Click the ellipses button next to the Android sync file text box and select
the sync file created with the mobile device. The file will be located in the
Downloads > EpiInfo> SyncFiles folder on the mobile device.
9. Click Open. Note the file format, “Epi Info for Android” sync files.

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10.Enter the password created for the sync file in the Password field.
11.Select the Type of Import from the drop-down list.
 Update and append records – Records in the destination form
containing the same GlobalRecordId values as the source form will be
updated (overwritten) if there is new information. However, values in
the destination table will never be overwritten with a null or missing
value. All other records will be appended (added) to the end of the
table.
 Update records only – Records in the destination form containing the
same GlobalRecordId values as the source form will be updated
(overwritten) if there is new information. However, values in the
destination table will never be overwritten with a null or missing value.
All other records will be ignored.
 Append records only – All records in the source form will be
appended (added) to the end of the table. No records will be updated
(overwritten).

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Note: Import operations are permanent and irreversible. Be sure that the form
structures are the same (including all form names and form table names) before
proceeding.

12.Click Import. Import Complete will appear at the bottom of the dialog box
upon successful completion of the import.

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13.Click Close

3.0 Conclusion/Summary
Conclusion
I believe by now you have an insight on EPI Info from what we’ve learned in this
study session. A lot is made easier using this package. You should know that when
the data displays in the Enter tool at the end of the Record List. This information is
now ready to be analysed by Classic Analysis or Visual Dashboard.

NOTE: You might need to disconnect the cable from the Android device into your
PC and reconnect it in order for the PC to recognise updated files on the device. In
some devices, users had to restart the device in order for the PC to recognize
updated files on the device.

Summary
Learn a whole lot more about Epi Info 7 on YouTube by following this link
https://youtu.be/-uTHl9E6NK8
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4.0 Self-Assessment Questions

1. What is the checkbox field used for.
2. What are the supported fields for EPI Info for android?

5.0 Additional Activities (Videos, Animations & out of Class activities) e.g.
a. Visit YouTube http://bit.ly/30N66XM. Watch the video & summarise in 1
paragraph
b. View the animation on add/site http://bit.ly/2LIw4HI and critique it in the
discussion forum
c. Take a walk and engage any 3 students on EPI Info. In 2 paragraphs summarise
their opinion of the discussed topic. Etc.

6.0 Self-Assessment Question Answers

1. The Check Box Field allows you to collect data by checking and
unchecking a box.
2. Label/Title, Text (Single Line), Text (Uppercase), Multiline (Text),
Number, Date, Time (Not 2Date/Time@), Check box, Yes/No, Legal
Values, Comment Legal, Group.

7.0References/Further Readings
Epi info user guide version 3 (03/21/2016)

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Study Session 3
STATA
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 - Getting Started
2.2 - Giving Commands in STATA
3.0Study Session Summary and Conclusion
4.0Self-Assessment Questions and Answers
5.0Additional Activities (Videos, Animations & Out of Class activities)
6.0Self-Assessment Question Answers
9.0 References/Further Readings

Introduction
I hope you have been enjoying the course thus far, in this second module we
have been exploring public health packages that are used by public health
researchers, professionals and organisations. In the last two study sessions have
discussed EPI Info and SPSS, in this study session we are going to discuss another
package which is STATA. STATA, just like SPSS is a general-purpose statistical
analysis package created and maintained by Statacorp LP. Its capabilities include
a board range of statistical analysis, plus data management, graphics, simulations
and custom programming. Let us get started but before we do, a quick look at what
you are expected to learn from this study session.

Study Session Learning Outcomes

At the end of this study session, you will able to
1. Make use of STATA for data analysis
2. Learn the basics of the Stata econometrics package used in the problem sets
and for your dissertation.

2.0 Main Content

2.1 Getting Started
To begin working with Stata, go to the Start icon at the bottom left hand corner of
your screen. Left click on the icon, then left click on “Programs”, “academic
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applications”, “Economics”, “Stata” and finally “Intercooled Stata”.

You will see a screen which has four windows; the main “Stata Results”
window, where your commands and the resulting output appear; a “Stata
command” window, where all commands, or instructions appear when typed; a
“Review” window containing previous commands you have typed – which can be
recalled into the command window by left-clicking on any line; and finally a
“Variables” window containing the names of all the variables you have in your
data set.

The dot halfway down the Stata results screen is a prompt key, (the cursor will also
be flashing in the command screen), which means that Stata is waiting for
instructions.
At the top of the screen is a series of icons

There is a built-in help resource, just click on the “Help” bar at the top left of the
screen. You can search for commands or if you know the name of the command
you can access Stata’s documentation using the “PDF Documentation” option.
Stata also has its own web site and user network where you can post questions –
see the “Stata Website” option.

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There are several online tutorials which are worth pursuing for example just type
Help graph intro and follow the instruction given by the package.
Also visit this website http://www.ats.ucla.edu/stat/stata/ you will find lots of lots
of stata tutorials and worked examples.

Note: You can move and adjust the size of the Stata windows just as you would for
any other windows. However, if you want these changes to be permanent, then
choose Prefs then Save Windowing Preferences.

2.2 Giving commands in Stata

Stata is windows driven. Many commands can be accessed by clicking on the icons
in the relevant windows.

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However any command or instruction can always be input by hand in the

“command” window at the bottom of the screen and this method is a useful way of
learning the relevant commands.
If you do this remember that STATA is case sensitive. All commands must be
typed in lower case, (but variables names can have upper case characters).

2.2.1 Log Files

It is always a good idea to keep a record of all your commands and resulting
output. Stata does this by writing everything to a “log” file. To start this process,
left click on the “Log Begin” icon in the left-hand top corner of the screen. This
will prompt you to give a name for this log file and a directory where you want the
file kept. Usually this will be on your floppy disk, so you should specify the a:
drive. They are ASCII (text) files and can be imported with no fuss into any word-
processing package.

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To close the log file at any time type Log off, To re-open simply type Log Off and
type Log close when you are done.

2.2.2 Inputting Data

There are two ways to input raw data

A. By Hand:
Stata has an in-built Data Area where you can simply type in your data. To do this,
left-click on the “Data Editor” icon at the top of the screen and you should see a
spreadsheet type window appear. (Or, just type edit at the Stata prompt and the
spreadsheet will appear).

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Only one cell is ever highlighted, (the current cell). Simply type in your data for
the 1st observation and the 1st variable, press enter and the number should appear
in the spreadsheet. Continue this until you have typed in all your data for the first
variable, move across a column and type in the data for the second variable. To
give a name to any variable, click twice on any non-empty cell and a window will
appear prompting you for a variable name

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Names must not exceed 8 characters in length and should begin with a letter. The
label option allows you to attach more detail about the variable.
You will see this information whenever you type the command describe. When
you have finished left click on the icon at the top left hand corner of the edit
window next to the words “Stata Editor” and choose the “Close” option.

B. Data from another package

Names must not exceed 8 characters in length and should begin with a letter. The
label option allows you to attach more detail about the variable.
You will see this information whenever you type the command describe. When
you have finished left click on the icon at the top left hand corner of the edit
window next to the words “Stata Editor” and choose the “Close” option.

i. Saving and Reading Data

Once you have read in your data you then it is good practice to save it in a form
that Stata can recognise immediately should you use the data again. To save a data
set in Stata format, click on the “Save” icon at the top of the screen. You will be
prompted for a name and a directory for your data set. Again the a:drive is
probably the best place to save your data. All Stata files are saved as “.dta” files,
unless you say otherwise.
Should you wish to read data in again you could either type
Use a:\filename
At the Stata prompt assuming your file is on the a:drive OR
Or click the “file” labeled in the top left corner of the screen, then click on the opn
option as shown below

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In-Text Question 1
List the ways in which you can input data in STATA
Answer
1. By Hand and from another package

ii. How do I read Large files

Sometimes when you try to lead a file you will get to an error message “no room
to add more abbreviations” if this happens, you need to increase the amount of
memory allocated to Stata which can be done by typing “set mem 10m”
Doing this gives 10 megabytes of memory instead of the default 1 MB. If this
doesn’t work keep increasing it gradually until it does – the amount you can
increase it by depends on how much memory your computer has. Typically you
can go up to two-thirds of the total RAM available on your machine. Anymore and
there is not enough memory left for other packages to work and you will find that
Stata slows down as a consequence.

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iii. Saving Files

As you do things, your data may change and the file will increase in size because
you will occasionally add new variables to it, but you will never need to change its
name. When you have added a new variable and wish to save the expanded file, do
so with the existing name and overwrite the previous version.
The same effect will occur if you type Save file name, replace
Or just save replace (This will replace the existing data)

You cannot print Stata files directly because it is in a special format that no printer
can recognise. If you wish to print out some of the data, you have to do this from
within Stata. If you wish to preserve the output for each exercise, you should give
each file a different name.
If you have loaded a file, completed your analysis, and then wish to use a different
data set, you simply clear the existing data set from memory:

Clear
In doing this, it is important to know that any changes you made to the previous
data set will be lost. If, for example, you created a bunch of new variables, and you
would like to have these variables available the next time you use the data, you
should save the data set before using the clear command.

2.2.3 Common Diagnostic Commands

Here are some useful commands for the exercise
If you want to look at the first 20 observations on the variables wage and educ in a
data set then type
List hourpay female in 1/20
And you will see this

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To look at the conditional on an outcome of one variable type list hourpay age
female in parttime ==1

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Note how the double equals here is used by stata to determine equivalence

2.2.4 Other operators in Stata are:

> (greater than),
< (less than)
>= (greater than or equal)
<= (less than or equal)
~= (not equal)
& (and)
| (or)
For example, to restrict attention to women type
list married age if ~male
or
list married age if male==0
The variable male is a binary indicator equal to unity for men and zero otherwise.
The "~" is the logical "not" operator.
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2.2.5 How to get summary statistics of variables

Type sum followed by a list of variable names.

This produces a table giving the mean, standard deviation, maximum and
minimum for each variable listed.

Sometimes you may want to look at the range of values that a variable can take. To
do this typeTab followed by a variable name.

Doing this will produce a frequency distribution for the variable

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It is important to realise that Stata sometimes carries “value labels” which give
more detail on what each of the categories stand for. The above example shows
that the marital status variable “marstt” has 5 possible categories. However if you
want to refer to any specific category you must use the number which lies behind
the value label.
Eg typing:
Keep if Marstt== divorced
Would lead to Stata producing an error, what should you type is
Keep if Marstt== 4
(since divorce is the 4th category in the list). You can get a list of all the numbers
that lie behind the labels if you type
Tab variable name, nolable.

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If you type
Tab two variables name, row column
This produces a cross-tabulation with the first-named variable providing the rows
and the second-named one providing the columns. The optional commands after
the comma allow you to see either the row or column percentages (or both)

In-Text Question
1. List some other operators in Stata
Answer
2. > (greater than),
< (less than)
>= (greater than or equal)
<= (less than or equal)
~= (not equal)
& (and)
| (or)

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2.2.6 How to create new variables

Gen followed by an equation
This creates a new variable defined as the dependent variable of the equation.
Example
gen degree=highqual<4
creates a variable with a value 1 if the condition on the right and side is satisfied
and a value 0 if not.
Adding an if expression at the end of a command, for example
gen lwage=log(wage) if female==1
makes the command selective as indicated.

2.2.7 Graphing Data

It is always a good idea to graph the main dependent and explanatory variables in
your data set. The basic command to graph one variable against another is
Two way (line variable_name1 variable_name2)
But you can see all the graph possibilities using the “Graphics” option on the file
bar

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2.2.8 How do I Copy Stata Output and Stata Graphs into Word?
You can copy output, eg regression estimation, directly from the “results” window,
by highlighting the area you wish to copy and then use the Edit option on the
menu list and then copy text. (It will look better if you have Word set to “Courier”
as the text type option).

To copy a graph into a word document click on the Edit bar at the top of the
screen. Click on copy graph and then go to Word and hit the “paste” option
The alternative is to save all your output in a log file and then read this file directly
into word using the file open or file insert commands (the latter will insert your
output into a word document that is already open. This is a good idea if you have a
document that contains text and you wish to add regression output).

2.2.9 Regression Estimation Commands

To produce OLS estimates, standard errors, t statistics, confidence intervals, and a
variety of other statistics usually reported with OLS.
reg followed by a list of variable names.
The first variable is regressed on the rest.
An example is
reg lwage educ exper expersq married

Unless a specific range of observations or a logical statement is included, Stata

uses all possible observations in obtaining estimates. It does not use observations
for which data on the dependent variable or any of the independent variables is
missing. Thus, you must be aware of the fact that adding another explanatory
variable can result in fewer observations used in the regression if some
observations do not contain a value for that variable.
To restrict our regression based on the size of one or more of the explanatory
variables. In the regression
reg contribs mtchrate size sizesq if size <= 5000
where size is number of employees of a firm, the analysis is restricted to firms with
no more than 5,000 employees.
Most if conditions are straightforward, but there is one that is not: a condition
which uses an double = sign, like
reg wage age if female==1
(says regress wages on age if (and only if) the individual in the sample is female)

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You must repeat the = sign as shown. This is to distinguish between the use of = in
equations defining variables and its use in tests for equality.
If you prefer to use the windows icons at the top of the screen then click on
“statistics” followed by “linear models and related” and then “linear regression”

You will then be prompted to enter the name of the dependent variable and the set
of independent variables along with any conditions
Remember if ever you get stuck, you can always
type
help command or instruction
or
search command or instruction
and Stata should respond

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3.0 Conclusion/Summary
In this study session we have learned about STATA and I hope you had an
interesting read. Since 2000, StataCorp have released a new major release of Stata
(incrementing the integer part of the version number) roughly every two years.

Users must pay a fee if they wish to upgrade to the latest major release. Minor
releases (incrementing the decimal part of the version number) are sometimes
made available between major releases. These are available as free downloadable
updates to those who have a license for the previous major release. Dates of all
releases are available on the Stata website.

Stata 16 was released on June 26, 2019. Stata's versioning system is designed to
give a very high degree of backward compatibility, ensuring that code written for
previous releases continues to work. However, users should be careful when they
save or open data among different versions. This study session like the previous 2
sessions all discuss on public health packages and the next study session is also
going to be on research package ENDNOTE. I hope you all enjoyed this study
session.

4.0 Self-Assessment Questions

1. How do you create new variables in Stata?
2. List some operators in Stata.

5.0 Additional Activities (Videos, Animations & Out of Class activities) e.g.
a. Visit YouTube add http://bit.ly/334k6hG Watch the video & summarise in 1
paragraph
b. View the animation on http://bit.ly/2LUSqG4 and critique it in the discussion
forum

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6.0 Self-Assessment Question Answer

1. Gen followed by an equation
This creates a new variable defined as the dependent variable of the equation.
Example
gen degree=highqual<4
creates a variable with a value 1 if the condition on the right and side is satisfied
and a value 0 if not.
Adding an if expression at the end of a command, for example
gen lwage=log(wage) if female==1
makes the command selective as indicated.

2. > (greater than),

< (less than)
>= (greater than or equal)
<= (less than or equal)
~= (not equal)
& (and)
| (or)

References/Further reading
Getting Started with STATA analysis using Stata Oscar Torres Reyna 200

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Study Session 4
End Note
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1-What you can do with EndNote
2.2- Getting Started in Five Steps
2.3- Download References into your library
2.4 – Organising your references into groups
2.5 – Cite references in Word
2.6 - Sync
3.0 Study Session Summary and Conclusion
4.0 Self-Assessment Questions and Answers
5.0 Additional Activities (Videos, Animations & out of Class activities)
6.0 Self-Assessment Question Answers
7.0 References/Further Readings

Introduction
Hello! I hope getting familiar to these research packages has been an exciting
experience. We’ve learned about STATA, SPSS, EPI INFO in the previous study
sessions, we will be learning about Endnote in this study session. Endnote is one of
the most powerful tools for managing your research. EndNote enables you to move
seamlessly through your research process with flexible tools for searching,
organising and sharing your research, creating your bibliography and writing your
paper. Let us proceed to learn more about Endnote.

Study Session Learning Outcomes

At the end of this session, we should have covered
1. What you can do with end note
2. Getting Started and other functions of endnote

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2.0 Main Content

2.1 What can you do with Endnote
Below is a list of the things you can do with endnote
1. Create a customised library of all your references.
2. Insert those references in Word, Apache OpenOffice Writer (only
compatible with Windows), or Wolfram Mathematica 8 and EndNote
will automatically create citations and a bibliography matching the
requirements of your selected journal or style manual—and it has over
5,000 bibliographic styles to choose from!
3. Attach PDFs, sound files, videos, or any other kind of file to your
references—up to 45 files per record!
4. Read and annotate attached PDFs.
5. Organise your library using groups to categorise references by project,
subject, or anything else you choose—and the same reference can be in
as many groups as you want.
6. Synchronise your EndNote references, custom groups, and group sets
across multiple computers, share references with others, and access your
references from almost anywhere with any Internet browser by logging
into your EndNote account online at my.endnote.com
7. And much, much more!

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2.1.1 Build Your Library of References

Import your PDFs, download references from online databases or manually enter
your references. Have EndNote find the full text article for you or manually attach
the PDF yourself. Mark your references with a Read/Unread tag and apply ratings
to help you identify the more important references.

2.1.2 Your References in the Cloud

Have EndNote on multiple computers? Create an EndNote account online and sync
your references to wherever you have EndNote. Share your references with
colleagues quickly.

2.1.3 View and Annotate Your PDFS. Edit Your References

Add sticky notes to your PDFs and search for them later. Use the built-in email
functionality to quickly share a reference and its file attachments with others.

2.1.4 Organising Your References

Create groups and drag and drop your references into them or create automatic
smart groups and let EndNote take care of this for you.

2.2 Getting started in Five steps

2.2.1 Creating your library
From the Getting Started window click on the “Create a new library” button. Or go
to the File menu > New Library. Save your library in your Documents folder.

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2.2.2 Importing your PDFs

If you already have PDFs of full text articles on your computer, you can start by
importing them into your EndNote library. With your library open go to File >
Import to import one PDF or a folder of PDFs, or set a folder for auto import
of PDFs in the preferences.

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2.2.3 Download References into your library

Many online databases give you the ability to export references to your EndNote
library. Look for the option to save, export, or send to EndNote. The EndNote
option might also be labeled as “RIS.”

2.2.4 Organizing your References into Groups

A. GROUPS: Go to Groups > Create Group. This creates a group with a folder
icon on the left. Give your group a name. Drag and drop references from your
library into this group. The same reference can appear in multiple groups and is not
duplicated when you do this.

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B. SMART GROUPS: Go to Groups > Create Smart Group. Define a search

parameter and give this group a name. Click on the Create button. A Smart Group
will automatically show references that match that search. This group will also
instantly update as you add more references to your library that match that original
search.

C. COMBINED GROUPS: Explore the relationships between your existing

Groups. Go to Groups > Create From Groups. Pick at least two groups in the drop-
down menu and select your Boolean operator of choice. Give this group a name,
click on the Create button, and a Combined Group will appear on the left. This
group is also a smart group.

2.2.5 Cite References in Word

Now that you have some references in your EndNote library, you can start to cite
in your documents.
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A. OPEN A DOCUMENT IN WORD and use the following Cite While You
Write commands to insert citations, edit citations, and change styles as needed.

B. FIND & INSERT MY REFERENCES:

Place the cursor in your document where you would like a citation to appear. Use
this command to search for a reference in your EndNote library and insert it into
your paper.

C. STYLE: Use the style drop down to pick a style from among your favorite
styles, or choose select another Style to see a bigger list of styles. More styles are
available for download at endnote.com

In-Text Question
List the 5 steps you can startup Endnote with
Answer

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D. EDIT AND MANAGE CITATIONS:

Use this command to edit specific citations: Change the formatting of your in-text
citations. Add a prefix, suffix, and/or pages to your in-text citations. Remove
Citations.

2.2.6 Sync Your References, Custom groups and Group Sets

You can automatically sync your desktop and web references, attachments, and
custom groups, so one can be accessed from the other.

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Web Endnote

2.2.7 Other Functions

A. Endnote Can Find The Full Text Article For You.
If you have access to PubMed Link Out and/or Open URL, you can point EndNote
to these resources when you run the Find Full Text feature. In the EndNote
preferences go to the Find Full Text setting and check the PubMed Link Out box.
Enter your Open URL server in the Open URL Path box. If you have an EZ Proxy
server, put that into the Authenticate with box.
To run Find Full Text, select one reference or multiple references in your library.
Then use the Find Full Text button in the toolbar or go to References > Find Full
Text.

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B. You Can Manually Enter References

You won’t be able to find everything online. To enter a reference manually, go to
References > New Reference. This will open a new reference window for you to
start typing (or pasting) into the fields. Here are some guidelines on entering
references:

1. Set the reference type in the drop-down menu at the top of the record window.
2. Enter author names as follows: Smith, John Oscar (Last name, First name)
Smith, J.O. (Initials separated by periods) Center for Disease Control and
Prevention, (Add a comma at the end of corporate names)
For multiple authors enter each new author on a new line within the Author field.

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In-Text Question
List the two types of groups on Endnote

3.0 Conclusion/Summary
CONCLUSION
We have come to the end of this study session If you need additional help,
whether you want to get the basics or fine tune your skills, Thomson Reuters can
help with a variety of targeted training opportunities which include recorded
trainings, live expert-led WebEx sessions and downloadable materials at
www.endnote.com/training https://youtu.be/tlepio5lb5a
Follow the link above to watch a YouTube video lesson on Endnote x7

4.0 Self-Assessment Questions

Self-Assessment Question
1. List the steps needed to manually enter references.
2. How does End Note find Full text Article?

5.0 Additional Activities (Videos, Animations & Out of Class activities) e.g.
a. Visit YouTube http://bit.ly/35heORA. Watch the video & summarise in 1
paragraph
b. View the animation on http://bit.ly/2LY3UbW and critique it in the discussion
forum
c. Take a walk and engage any 3 students on Endnote. In 2 paragraphs summarise
their opinion of the discussed topic.

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6.0 Self-Assessment Question Answers

1. a. Set the reference type in the drop-down menu at the top of the record
window.
b. Enter author names as follows: Smith, John Oscar (Last name, First name)
Smith, J.O. (Initials separated by periods) Center for Disease Control and
Prevention, (Add a comma at the end of corporate names)

For multiple authors enter each new author on a new line within the Author field.
2. If you have access to PubMed LinkOut and/or OpenURL, you can point
EndNote to these resources when you run the Find Full Text feature. In the
EndNote preferences go to the Find Full Text setting and check the PubMed
LinkOut box. Enter your OpenURL server in the OpenURL Path box. If you
have an EZProxy server, put that into the Authenticate with box.

7.0References/Further Readings
Copyright ©2013 Thomson Reuters. All rights reserved.

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Study Modules
OTHER APPLICATIONS
Contents:
Study Session 1: Corel Draw
Study Session 2: Microsoft Excel
Study Session 3: Microsoft Word
Study Session 4: Microsoft Power Point

Study Session 1
Corel Draw
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 - Work Space
2.2 - Drawing Basics
2.3 - Some Corel Draw Short Cuts
3.0 Study Session Summary and Conclusion
4.0 Self-Assessment Questions and Answers
5.0 Additional Activities (Videos, Animations & out of Class activities)
6.0 Self-Assessment Question Answers
7.0 References/Further Readings

Introduction
We are now in Module 3 and this module will discuss about the Microsoft Office
packages. The first study session of this module will be CorelDRAW which is a
very great design software with unique and endless possibilities, it can be used in
creating and designing a whole lot, you can add your personal touch to these
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creations. Those of you that are creative will have fun exploring this software.
CorelDRAW is a very powerful professional vector graphics package usually sold
with other Corelproducts such as CorelTRACE and Corel PHOTO-PAINT. Some
features will be familiar to those provided in similar applications. CorelDRAW
supports Windows shortcuts and is both configured with its own additional
shortcuts and can be customised to have additional short cuts added. It has a vast
array of import and export filters to allow you to work successfully with the
majority of other applications you will encounter. Another advantage to be gained
from using Corel DRAW is that it can be used for a multitude of other tasks you
may encounter in your day to day work.

Study Session Learning Outcomes

At the end of this session, you will be able to
1. Understand the Corel draw workspace
2. Know and make use of various tools on Corel draw

2.0 Main Content

2.1 The Workspace
If you are entirely new to CorelDRAW or maybe you haven’t had much
opportunity to use it in the past the first thing to do is to familiarise yourself with
the workspace. At the top of the screen you will find the Menu Bar. The Menus
contain a wide variety of commands to modify the characteristics of your
workspace and the entities within it. Beneath the Menu Bar you will find the
property bar. This is adaptive dependent on the object you select or the tool you are
using and you should note the various options you can control with each tool you
use or shape you create. On the left-hand side of the screen is the toolbox you use
to create shapes and text with. At the bottom of the screen is the Status bar. This
will tell you important details about the objects you select and is an invaluable
guide to resolving problems. A number of Dockers are available to allow you to
manage your drawings and modify the components you create. A Docker is a
toolbar that can be opened and closed as you wish and either kept floating or
docked at the side of your workspace and collapsed to allow you greater screen
space. I always have the following dockers open: Object properties,
Transformations, Shaping. I frequently open the Object Manager and Undo Docker
for advanced control of my drawing.

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2.1.1 Defining page size

You can create your drawings in any page size you find convenient however it is
very important that when you print your file to the laser cutter that the page you
print from represents the bed size of your machine. If it doesn't you will have no
control over where the file is being cut.
The page size can be set on the property bar as shown below

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2.1.2 The Tool Box

Take a tour of the Toolbox. By default this resides on the left hand side of the
screen but it can be moved anywhere else, sometimes inadvertently, particularly if
you use a laptop computer with a touch trackpad.

II

III
IV

V
VI
VII

VIII
IX

X
XI

XII
XIII

XIV
XV

I. Select tool
II. Shape/Knife tool
III. Zoom tool
IV. Freehand tool
V. Smart drawing tool
VI. Rectangle tool
VII. Elipise tool
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VIII. Graph , polygon, spiral tool

IX. Basic shape tools
X. Text tool
XI. Blend/contour tool
XII. Eyedropper tool
XIII. Outline tool
XIV. Fill tool
XV. Interactive fill tool

2.2 Drawing Basics

Drawing with CorelDRAW is best achieved by breaking the items you are creating
down into a series of discrete components that are then sized using the
Transformation Docker and shaped with the shape tool and the Weld and Trim
tools in the Shaping Docker.
There are 4 basic tools used to create shapes:
i. Freehand Tool
ii. Rectangle Tool
iii. Ellipse Tool
iv. Polygon Tool
Select any one of these tools and click and drag your mouse to draw.
Note
When using the Freehand Tool to draw a straight line you need to click, then move
the mouse without dragging then click again. Holding down the Ctrl Key as you do
this will constrain the line you draw to be horizontal, vertical or at15 degree snaps
between.

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Click and drag

Click, take finger off mouse button

and click again

Holding down control key lets you

do this

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2.2.1 Dockers

A Docker is a type of dialogue box that can reside on the screen to allow you quick
access to commands, provide information about your work, to allow you to modify
your work, to control your drawing in many ways. There are a number of dockers
that you may choose to keep open at all times. They can be minimised to keep your
workspace as large as possible but are readily accessible, and can be closed down
if you don't use them very frequently. Dockers that are particularly useful and
worth keeping open all the time are: the Object Properties Docker; the
Transformation Docker; the Shaping Docker; the Undo Docker and the Object
Manager Docker. Dockers are opened through the Window drop-down menu.

In-Text question
List the four basic tools used in creating shapes
Answer
1. Freehand tool
2. Rectangle tool
3. Ellipse tool
4. Polygon tool.

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Minimise

Dockers stack
over each other as
you open them

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A. The Transformation Docker

The Transformation Docker enables us to modify the objects we create or import in
a precision way. We can move objects to a precise location, rotate, mirror, size and
skew accurately.

Rotate

Position

Skew

Scale and Mirror

Size

Anchor Point

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B. The shape Docker

The Shaping Docker lets you achieve the following things; Weld, Trim and
Intersect. Late versions of CorelDRAW have added more functions to the shaping
Docker that advanced users may find useful but of all the functions Weld and Trim
will be found to be powerful tools that are the most useful. In each function you are
given the option to leave the original Source object and/or Target object. Checking
these tick-boxes when you use these functions will create duplicate objects. This is
useful for advanced users with good planning skills and enables better
productivity. It is advised that you leave these tick-boxes unchecked until you are
fluent with using the Shaping tools. The Source Object is the object you originally
select to weld or trim. The Target Object is the object you subsequently act upon.
It is important to understand that using these tools will affect the properties of the
objects you are working with. The source object will take on the properties of the
target object.

The best way to understand how these tools are used is by example.

1. Weld
Draw a recta4ngle. Now draw a second rectangle that overlaps the first. Apply a
colour fill to the second rectangle. With the second rectangle selected, click Weld
and with the arrow cursor that appears click on the first rectangle. You will find the
two rectangles have combined into a single object without a fill.

Try this again, this time select the first object and weld it to the second. You fill
achieve the same object but this time with a fill.

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2. Trim
Draw 2 rectangles as before. Select one and trim this to the other. You will find
that the target object has a piece missing where the source object overlapped.

Using the shaping tool automatically converts objects to curve

3. The weld Command

The Weld command creates a single curve from 2 or more components. The
components may overlap, sit next to each other or be some distance apart.

You are given the option to leave the original Source object and/or Target object.
Checking these tick-boxes will create duplicate originals. This is useful for
advanced users with good planning skills and enables better productivity. It is
advised that you leave these tick-boxes unchecked until you are fluent with using
the Shaping tools. The Source Object is the object you originally select to weld
or trim. The Target Object is the object you subsequently act upon. It is important
to understand that using these tools will affect the properties of the objects you are
working with. The source object will take on the properties of the target object.
The best way to understand how these tools are used is by example. Draw a
rectangle. Now draw a second rectangle that overlaps the first. Apply a colour fill
to the second rectangle. With the second rectangle selected, click Weld and with
the arrow cursor that appears click on the first rectangle. You will find the two
rectangles have combined into a single object without a fill.

Try this again, this time selecting the first object and welding this to the second.
You will achieve the same shape but this time the new object has a fill.

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4. The Trim Command

The Trim command creates a single curve from 2 or more components. The
components must overlap. Trim forms the shape of the selected object (Source
Object) into the object you trim to where it overlaps. (Target Object).

You are given the option to leave the original Source object and/or Target object.
Checking these tick-boxes will create duplicate originals. This is useful for
advanced users with good planning skills and enables better productivity. It is
advised that you leave these tick-boxes unchecked until you are fluent with using
the Shaping tools. The Source Object is the object you originally select to weld or
trim. The Target Object is the object you subsequently act upon. It is important to
understand that using these tools will affect the properties of the objects you are
working with. The source object will take on the properties of the target object.
The best way to understand how these tools are used is by example.

Draw a rectangle. Now draw a second rectangle that overlaps the first. With the
second rectangle selected, click Trim and with the arrow cursor that appears
click on the first rectangle.

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5. The Intersect Command

Intersect creates the shape that is formed by the overlap of 2components.You are
given the option to leave the original Source object and/or Target object. Checking
these tick-boxes will create duplicate originals. Draw a rectangle. Now draw a
second rectangle that overlaps the first. With the second rectangle selected, click
Intersect with and with the arrow cursor that appears click on the first rectangle.

Try intersection circles with squares

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In this next example, I intersected one circle with another and then intersected this
with the next

Advanced CorelDRAW users make much use of the Object Manager Docker.
Each item you have created can be identified, accessed and modified in the Object
manager. New layers can be created in your drawing in the Object Manager and
it allows you to move objects between layers and pages. You can do this by
dragging the item to another layer or page. Dragging objects within the layer they
are on will change the order within the drawing. Each page you create within your
drawing will appear in the Object Manager and selecting objects within these
pages will automatically switch the view to the page they are on. You can give
names to the layers and pages here too. Right-click on the layer or page and click
on rename.
6. Layers
Layers allow you to manage your pages efficiently and productively. You can turn
on viewing, printing and editing of individual layers. An example would be in the
production of a printed carton. Images that are to be printed on the carton will be
created on one layer. A second layer is used for the creation of the vector cutting
and scoring part of the file. Turn off printing of the cutting layer when you are
printing the images, reverse this when printing to the laser cutter.

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7. Master Page
Each new file has one Master Page that contains and controls three default layers:
the Grid, Guides, and Desktop layers. The Grid, Guides, and Desktop layers
contain the grid, guidelines, and objects outside the borders of the drawing page.
The Desktop layer lets you create drawings you might want to use later. You can
specify settings for the grid and guidelines on the Master Page. See the section on
Guidelines for further information. You can specify settings, for example color,
for each layer on the Master Page. You can add one or more master layers to a
Master Page. This layer contains information that you want to display on every
page of a multipage document. For example, you can use a master layer to place a
header, footer, or static background on every page.

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8. The Undo Docker

This lists the sequence of events that you have made in your drawing and allows
you to get back to a specific point without losing the work you have done. It is
particularly useful for teachers as it will let you see how your students have
constructed their drawings. You can use this to go back to a point in your drawing
where you constructed an item and copy this item to the clipboard. Then go to the
last event and paste the item from the clipboard into your drawing again.

If you go back to a previous point and then change something you will lose the
other work you did from that point on.
It is important to remember that the number of undo steps available has to be
configured in the CorelDRAW setup. The default is around 20 steps but you will
find this limiting at times. If you have a reasonable amount of RAM on your
computer I would suggest you increase this to around 50 steps or more.

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In-Text Question 2
1. List a few tools on the tool box.

Answer

2. Select tool, Shape/Knife tool, Zoom tool, Freehand tool, Smart drawing tool,
Rectangle tool Elipise tool, Graph , polygon, spiral tool.

9. Outlines and Fills

When you create drawings to be cut or engraved on the laser you have to ensure
the following criteria are applied:

Outlines need to have a line weight of hairline. They need to have a color that the
laser driver recognises as a command, i.e. the precise color as defined in your laser
manual. Filled areas of your drawing can only be engraved.

We can set the outline colour by using the Outline Tool in the Object Properties
Docker. We can set the fill colour by using the Fill Tool in the Object Properties
Docker. You will only be able to see and print a filling a closed path however the
object will own fill properties if these were applied. Once the path is closed the fill
will be visible and can be printed. For information about closing paths refer to the
section on curve editing simply right-clicking on a colour in the colour pallette. It
can also be set simply left-clicking on a colour in the colour pallette. It can also
beset u
You will have received a Corel DRAW colour pallette with your laser driver. The
colours in this pallette are the specific colours that the driver recognises and which
you can assign tasks for the laser to do. This palette needs to be copied to the
CorelDRAW palettes folder and opened using Window - Colour Palettes - Open
Palette then locating the palette from its location. In the Universal Laser Systems
colour pallette there are 8 primary colours and 19 shades of grey. The grey colours
will apply a percentage of the power you set the black colour to corresponding to
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the percentage of grey you use, i.e. 50% grey applies 50% of the power you set for
black.

2.2.2 About Curves

A curve is a series of line segments, each line segment have a node at each end.
Line segments can be straight or curved and they need not be connected to each
other within a single curve. Curve objects can be modified in different ways to the
other objects you create. Each simple shape you draw using the tools in the toolbox
can be modified in its own particular way. Rectangles can have their corners radi
used, ellipses can be converted to arcs or pies, polygons to stars etc. and text can be
edited. Converting any of these to curves loses that ability but gives you the ability
to infinitely modify the shape of the object. Certain commands automatically
convert objects to curves. An example is when using the Shaping Docker tools.
Converting to curves is a one-way street so make sure your object is exactly as you
want it to be before you do this. You will not be able to correct a spelling mistake
once you convert text to curves and the process of changing the radius on a
rectangle is much more complicated. One of the great assets Corel DRAW has is
the powerful curve editing capability. This is provided by the Shape tool in the
Toolbox (Not to be confused with the Shaping Docker tools). See the section on
Curve Editing for more information.

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A. Curve Editing
We have almost infinite ability to change the shape of the curves we create. The
position and type of nodes can be controlled, whether the line relating to the node
is straight or curved, whether adjoining nodes are connected, whether nodes exist
at all. Node editing is achieved with the Shape tool in the Toolbox. You can use
this to select the curve you are editing, pick up individual nodes and move them
around, drag the line segment to change its form, move the node control points to
alter the form of line segments, add and remove nodes. There are four node types:
cusp, smooth, symmetrical, or line. Nodes can be changed from one type to
another.

Cusp nodes make the node's intersecting line take on the shape of a corner or point
when you adjust the position of the node's control points.
Smooth nodes make the node's intersecting line take on the shape of a curve. Each
control point can be shortened or lengthened independently, giving you smaller or
larger angles to work with.
Symmetrical nodes make the node's intersecting line take on the shape of a curve
as well as intersect the node at exactly the same angle.
Line nodes let you shape objects by changing the shape of their segments. You can
make a curve segment straight or a straight segment curved. The more nodes there
are in a curve, the greater degree of control is possible with its shape however
beware of adding too many as this will increase the work your laser has to do and
may slow down its operation. Nodes can be added by clicking on the point of the
curve you wish to add the node then clicking on the +icon on the Property Bar.
They can be removed by selecting them and pressing delete, clicking on the icon
on the property bar or by double-clicking on the node. Selecting a node and
clicking on the Break Curve icon separates adjoining nodes. You can also use the
shape tool to click on a line segment then click on the Break Curve icon to break
the curve at that point. If the path has 2 separations it is possible to break the curve
apart using the Break Curve Apart command in the Arrange dropdown menu. This
will produce 2 separate curves. Selecting 2 adjoining nodes and clicking on the
Join 2 nodes icon connects them. You do not have the ability to define an absolute
position for nodes directly but you can get them to snap to guidelines or to a grid to
achieve this. You can also get their control points to snap to guidelines.

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B. Combining and breaking apart

Terminology that applications use can sometimes be confusing and misleading
especially when it is in conflict with our usual appreciation of the same
terminology. In the case of CorelDRAW a curve for example may consist of only
straight lines. It may also be comprised of several seemingly separate entities. This
can often be a difficult concept to grasp because the tendency is to think of these
entities as a group. Individual components can be combined into a single curve.
This provides very useful properties regarding fills and editing capability. The
process of separating them is called breaking apart. A number of commands we
apply to our work automatically combine curves and it may be necessary to break
these curves apart before we can continue editing them. A simple way of
understanding this is to think of text characters. The letter A for example
comprises an outline shape with a triangle inside. The fill surrounds the triangle
but the triangle itself is not filled. Try the following. Draw the letter A using the
text tool, It may help if you enlarge it to a size you can see clearly.
Convert this to curves (Arrange Convert to Curves). With the object selected look
at the status bar at the bottom of the screen. It will tell you it is a curve. Now break
the curve apart (Arrange Break Curve Apart) and notice what happens to the fill
and what the status bar tells you. We now have 2 objects. Because the triangle
is a curve in its own right now it has its own fill. Now combine them again
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(Arrange Combine) and you will see the letter A as before.

Converted to cures Broken apart Individual Pieces can be moved

2.3 Some Corel Draw Shortcuts

Many of you will be familiar with Windows shortcut keys. Corel DRAW supports
all the usual shortcuts and has a number of its own to speed up production. You
can also assign your own shortcuts to suit your particular working methods. The
common shortcuts you are likely to find useful with producing drawings for your
laser cutter are listed below. As you become familiar with the program you are
likely to use it for other purposes. A comprehensive list of Corel DRAW shortcuts
can be found in Tools Customisation Commands Shortcut Keys View All. You can
save these to a comma separated text file or print them out.
Ctrl + Z Undo
Shift + Ctrl + Z Redo
Ctrl + C Copy
Ctrl + V Paste
Ctrl + X Cut
Ctrl + G Group
Ctrl + U Ungroup
Shift + PgDwn to Back
Shift + PgUp to Front
B Align Bottom
E Horizontally aligns Centres
C Vertically aligns Centre
L Aligns left
R Aligns right
P Aligns to Centre of page
Ctrl + L Combine
Ctrl + K Break apart
↑ Moves selection up by defined nudge
↓ Moves selection down by defined nudge
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← Moves selection left by defined nudge

→ Moves selection right by defined nudge
Shift + ↑ Moves selection up by Super nudge factor
Shift + ↓ Moves selection down by Super nudge factor
Shift + ←Moves selection left by Super nudge factor
Shift + → Moves selection right by Super nudge factor
Ctrl + ↑ Moves selection up by Micro nudge factor
Ctrl + ↓ Moves selection down by Micro nudge factor
Ctrl + ← Moves selection left by Micro nudge factor
Ctrl + → Moves selection right by Micro nudge factor

3.0 Conclusion/Summary
Conclusion
We have come to the end of this study session, I believe it has been a smooth
session with this design package and I can only imagine what you’re thinking of
creating with CorelDRAW. A lot of designers make use of Corel draw to design,
with lots of practice time you just might be able to design that business logo or
wedding invitation card yourself. CorelDraw can be very useful if you know your
way around it. To learn more about corel draw here follow the link below
http://www.lanfrancdt.co.uk/software/coreldraw.htm
4.0Self-Assessment Questions
Self-Assessment Question
1. What are the keyboard shortcut keys to Group and Ungroup?
5.0 Additional Activities (Videos, Animations & Out of Class activities) e.g.
a. Visit YouTube http://bit.ly/2LUFX5f. Watch the video & summarise in 1
paragraph
b. View the animation on add/site http://bit.ly/2Vn3grw and critique it in the
discussion forum
c. Discuss how you can make use of simple Corel draw tools to design a Seasons
greetings Card

6.0 Self-Assessment Question Answers

1. Ctrl + G ( Group ) , Ctrl + U ( Ungroup )
7.0 References/Further Readings
www.solarlasers.co.u

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Study Session 2
Excel 2016
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1- Excel 2016 Excel user Experience
2.2- Excel Ribbon
2.3- Selecting Commands with mouse and keyboards
2.4- Selecting Command by touch
2.5 – Customising the quick access toolbar
2.6 – Taking a look at the worksheet area
2.7 – Some useful keyboard shortcut
2.8 – Creating a spreadsheet from scratch
2.9 – The in and out of data entry
2.10 Fabricating your formulas properly
3.0Study Session Summary and Conclusion
4.0Self-Assessment Questions and Answers
5.0Additional Activities (Videos, Animations & Out of Class activities)
6.0Self-Assessment Question Answers
7.0 References/Further Readings

Introduction
So far in the module we are looking at the Microsoft Office packages. In the
previous study session we discussed about CorelDRAW. This study session will
take us through Microsoft Excel which is used to manage data. Microsoft Excel is
a spreadsheet developed by Microsoft for Windows, macOS, Android and iOS. It
features calculation, graphing tools, pivot tables, and a macro programming
language called Visual Basic for Applications. In this study session, we will be
looking at Microsoft Excel 2016

Study Session Learning Outcomes

At the end of the study session, you will be able to
1. Create, edit and format your own worksheets
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2. Understand basics of charting, creating data lists, and performing data

analysis.
3. Customise the quick access toolbar
4. Get things done with tell me what to do

1.0 Main Content

1.1 The Excel 2016 User Experience
Excel 2016, like Excel 2013, 2010, and 2007 before it, relies upon a single strip at
the top of the worksheet called the Ribbon that puts the bulk of the Excel
commands you use at your fingertips at all times. Add to the Ribbon a File tab and
a Quick Access toolbar — along with a few remaining task panes (Clipboard, Clip
Art, and Research) — and you end up with the handiest way to crunch your
numbers, produce and print polished financial reports, as well as organize and
chart your data. In other words, to do all the wonderful things for which you rely
on Excel. Best of all, the Excel 2016 user interface includes all sorts of graphical
elements that make working on spreadsheets a lot faster and a great deal easier.
Foremost is Live Preview that shows you how your actual worksheet data would
appear in a particular font, table formatting, and so on before you actually select it.
This Live Preview extends to the new Quick Analysis and Recommended
PivotTables and Recommended Charts commands to enable you to preview your
data in various formats before you apply them. Additionally, Excel 2016 supports a
Page Layout View that displays rulers and margins along with headers and footers
for every worksheet with a Zoom slider at the bottom of the screen that enables
you to zoom in and out on the spreadsheet data instantly. Finally, Excel 2016 is full
of pop‐up galleries that make spreadsheet formatting and charting a real breeze,
especially in tandem with Live Preview.

1.2 Excel’s Ribbon User Interface

When you launch Excel 2016, the Start screen similar to the one shown below
opens. Here you can start a new blank work book by clicking the Blank workbook
template, or you can select any of the other templates shown as the basis for your
new spreadsheet. If none of the templates shown in the Start screen suits your
needs, you can search for templates online. After you’ve worked with Excel for
some time, the Start screen also displays a list of recently opened workbooks that
you can reopen for further editing or printing.

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When you select the Blank workbook template from the Excel 2016 Start screen,
the program opens an initial worksheet (named Sheet1) in a new workbook file
(named Book1) inside a program window like the one shown in the Figure below

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File button worksheet area

Quick access toolbar Ribbon formula bar

The Excel program window containing this worksheet of the workbook contains
the following components:
A. File button that when clicked opens the Backstage view — a menu on
the left that contains all the document‐ and file‐related commands,
including Info, New, Open (selected by default when you first launch
Excel), Save, Save As, Print, Share, Export, and Close. Additionally,
at the bottom, there’s an Account option with User and Product
information and an Options item that enables you to change many of
Excel’s default settings. Note that you can exit the Backstage view
and return to the normal worksheet view.
B. Customisable Quick Access toolbar that contains buttons you can click to
perform common tasks, such as saving your work and undoing and redoing edits.

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This toolbar is preceded by an Excel program button (sporting the Excel 2016
icon) with a drop‐down menu of options that enable you to control the size and
position of the Excel window and even close (exit) the program.
C. Ribbon that contains the bulk of the Excel commands arranged into a series of
tabs ranging from Home through View.
D. Formula bar that displays the address of the current cell along with the
contents of that cell.
E. Worksheet area that contains the cells of the worksheet identified by column
headings using letters along the top and row headings using numbers along the left
edge; tabs for selecting new worksheets; a horizontal scroll bar to move left and
right through the sheet; and a vertical scroll bar to move up and down through the
sheet.
F. Status bar that keeps you informed of the program’s current mode and any
special keys you engage and enables you to select a new worksheet view and to
zoom in and out on the worksheet.
G. Going back stage
To the immediate left of the Home tab on the Ribbon right below the Quick
Access toolbar, you find the File button. When you select File, the Backstage view
opens. This view contains a menu similar to the one shown in the next figure.
When you open the Backstage view with the Info option selected, Excel displays
at‐a‐glance stats about the workbook file you have open and active in the program.
This information panel is divided into two panes. The pane on the left contains
large buttons that enable you to modify the workbook’s protection status, check the
document before publishing, and manage its versions. The pane on the right
contains a list of fields detailing the workbook’s various Document Properties,
some of which you can change (such as Title, Tags, Categories, Author, and Last
Modified By), and many of which you can’t (such as Size, Last Modified, Created,
and so forth).Below the Info option, you find the commands (New, Open, Save,
Save As, Print, Share, Export, and Close) you commonly need for working with
Excel workbook files. Near the bottom, the File tab contains an Account option
that, when selected, displays an Account panel in the Backstage view. This panel
displays user, connection, and Microsoft Office account information. Below the
Account menu item, you find options that you can select to change the program’s
settings. Select the Open option to open an Excel workbook you’ve previously
worked on for more editing. When you select Open, Excel displays a panel with a
list of all the workbook files recently opened in the program. To re‐open a
particular file for editing, all you do is click its filename in this list.
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Open backstage view to get at-a-glance information about the current file, access
all file-related commands, and modify the program options. To close the backstage
window click on the back arrow at the top left or simply press the Esc button

1.2.1 Using the Excel Ribbon

The Ribbon shown in the Figure below groups the most commonly used options
needed to perform particular types of Excel tasks. To do this, the Ribbon uses the
following components:
 Tabs for each of Excel’s main tasks that bring together and display all the
commands commonly needed to perform that core task.
 Groups that organise related command buttons into subtasks normally
performed as part of the tab’s larger core task.
 Command buttons within each group that you select to perform a particular
action or to open a gallery from which you can click a particular thumbnail.
 Dialog Box launcher in the lower‐right corner of certain groups that opens
a dialog box containing a bunch of additional options you can select. (Note
that you can mouse over this button to display a preview of the dialog box.)

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Note: Many command buttons on certain tabs of the Ribbon are organised into
mini‐toolbars with related settings.

Tabs Dialog box launcher Groups Unpin the ribbon

Tip
To display more of the Worksheet area in the program window, collapse the
Ribbon so that only its tabs are displayed by simply clicking the Collapse the
Ribbon button on the right side above the vertical scroll bar. You can also double‐
click (or double‐tap on a touchscreen) any one of the Ribbon’s tabs, or press
Ctrl+F1 on your keyboard. To once again pin the Ribbon in place so that all the
command buttons on each of its tabs are always displayed in the program window,
double‐click (or double‐tap) any one of the tabs, or pressCtrl+F1 a second time.
You can also do this by selecting the Pin the Ribbon button (whose icon looks just
like a pin) that replaces the Unpin the Ribbon button and appears whenever you
temporarily activate a tab to use its command buttons.

Remember
When you work in Excel with the Ribbon collapsed, the Ribbon expands each time
you activate one of its tabs to show its command buttons, but that tab stays open
only until you select one of the command buttons or select an element in the
worksheet. The moment you select a command button, Excel immediately
minimises the Ribbon again and just displays its tabs. Note that you can also use
the Show Tabs and Show Tabs and Commands options on the Ribbon Display
Options button’s drop‐down menu to switch between collapsing the Ribbon to its
tabs and restoring its commands again.

2.2.2 Keeping tabs on the Ribbon

The first time you launch a new workbook in Excel 2016, its Ribbon contains
the following tabs from left to right:
A. Home tab with the command buttons normally used when creating,
formatting, and editing a spreadsheet, arranged into the Clipboard, Font,
B. Alignment, Number, Styles, Cells, and Editing groups.
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C. Insert tab with the command buttons normally used when adding particular
D. elements (including graphics, PivotTables, charts, hyperlinks, and headers
and footers) to a spreadsheet, arranged into the Tables, Illustrations, Apps,
Charts, Reports, Sparklines, Filter, Links, Text, and Symbols groups.
E. Page Layout tab with the command buttons normally used when preparing a
spreadsheet for printing or re‐ordering graphics on the sheet, arranged into
the Themes, Page Setup, Scale to Fit, Sheet Options, and Arrange groups.
F. Formulas tab with the command buttons normally used when adding
formulas and functions to a spreadsheet or checking a worksheet for formula
errors, arranged into the Function Library, Defined Names, Formula
Auditing, and Calculation groups.
G. Data tab with the command buttons normally used when importing,
querying, outlining, and subtotaling the data placed into a worksheet’s data
list, arranged into the Get External Data, Connections, Sort & Filter, Data
Tools, and Outline groups.
H. Review tab with the command buttons normally used when proofing,
protecting, and marking up a spreadsheet for review by others, arranged into
the Proofing, Language, Comments, and Changes groups.
I. View tab with the command buttons normally used when changing the
display of the Worksheet area and the data it contains, arranged into the
Workbook Views, Show, Zoom, Window, and Macros groups.

In-Text Question
What is the use of the page layout tab?
Answer
The page layout tab is used when preparing a spreadsheet for
printing or re‐ordering graphics on the sheet, arranged into
the Themes, Page Setup, Scale to Fit, Sheet Options, and
Arrange groups.

1.3 Selecting commands with mouse and keyboard

Because Excel 2016 runs on many different types of devices from desktop
computer to touchscreen tablets, the most efficient means of selecting Ribbon
commands depends not only on the device on which you’re running the program,
but also on the way that device is equipped. For example, when I run Excel 2016
on my Microsoft Surface 3 tablet in its dock equipped with a physical keyboard
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and with my optical wireless mouse connected, I select commands from the Excel
Ribbon more or less the same way I do when running Excel on my Windows
desktop computer equipped with a stand‐alone physical keyboard and mouse or
laptop computer with its built‐in physical keyboard and trackpad. However, when I
run Excel 2016 on my Surface 3 tablet without access to the dock with its physical
keyboard and mouse, I am limited to selecting Ribbon commands directly on the
touchscreen with my finger or stylus. The most direct method for selecting Ribbon
commands on a device equipped with a physical keyboard and mouse is to click
the tab that contains the command button you want and then click that button in its
group. For example, to insert an online image into your spreadsheet, you click the
Insert tab and then click the Illustrations button followed by the Online Pictures
button to open the Insert Pictures dialog box. The easiest method for selecting
commands on the Ribbon — if you know your keyboard at all well — is to press
the keyboard’s Alt key and then type the letter of the hot key that appears on the
tab you want to select. Excel then displays all the command button hot keys next to
their buttons, along with the hot keys for the dialog box launchers in any group on
that tab. To select a command button or dialog box launcher, simply type its hot
key letter. If you know the old Excel shortcut keys from versions prior to Excel
2007, you can still use them. For example, instead of going through the rigmarole
of pressing Alt+HCC to copy a cell selection to the Windows Clipboard and then
Alt+HVP to paste it elsewhere in the sheet, you can still press Ctrl+C to copy the
selection and then press Ctrl+V when you’re ready to paste it.

1.4 Selecting commands by touch

Before trying to select Excel Ribbon commands by touch, however, you definitely
want to turn on Touch mode in Excel 2016. When you do this, Excel spreads out
the command buttons on the Ribbon tabs by putting more space around them,
making it more likely you’ll actually select the command button you’re tapping
with your finger (or stylus) instead of one right next to it. (This is a particular
problem with the command buttons in the Font group on the Home tab that enable
you to add different attributes to cell entries such as bold, italic, or underlining:
They are so close together when Touch mode is off that they are almost impossible
to correctly select by touch.)

To do this, simply tap the Touch/Mouse Mode button that appears near the end of
the Quick Access toolbar sandwiched between the Redo and Customise Quick
Access Toolbar buttons. When you tap this button a dropdown menu with two
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options, Mouse and Touch, appears. Tap the Touch option to put your touchscreen
tablet or laptop into Touch mode.

1.5 Customising the quick access toolbar

When you start using Excel 2016, the Quick Access toolbar contains only the
following few buttons:
A. Save to save any changes made to the current workbook using the same
filename, file format, and location
B. Undo to undo the last editing, formatting, or layout change you made
C. Redo to reapply the previous editing, formatting, or layout change that you
just removed with the Undo button
D. Touch/Mouse Mode (tablets and computers with touch screens only) to
place more space around Ribbon command buttons to make it easier to
select commands with your finger or stylus
The Quick Access toolbar is very customisable because Excel makes it easy to add
any Ribbon command to it. Moreover, you’re not restricted to adding buttons for
just the commands on the Ribbon; you can add any Excel command you want to
the toolbar, even the obscure ones that don’t rate an appearance on any of its tabs.

In-Text Question
What are the four default quick access buttons?
Answer
1. Save 2. Undo 3. Redo 4. Touch Mouse mode.

2.6 Customising the Quick Access Toolbar’s menu commands

When you click the Customise Quick Access Toolbar button, a drop‐down menu
appears containing the following commands:
A. New to open a new workbook
B. Open to display the Open dialog box for opening an existing workbook
C. Save to save changes to your current workbook
D. Email to open your mail
E. Quick Print to send the current worksheet to your default printer
F. Print Preview and Print to open the Print panel in Backstage view with a
preview of the current worksheet in the right pane
G. Spelling to check the current worksheet for spelling errors
H. Undo to undo your latest worksheet edit
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I. Redo to reapply the last edit that you removed with Undo
J. Sort Ascending to sort the current cell selection or column in A to Z
alphabetical order, lowest to highest numerical order, or oldest to newest
date order
K. Sort Descending to sort the current cell selection or column in Z to A
alphabetical order, highest to lowest numerical order, or newest to oldest
date order
L. Touch /Mouse Mode to switch in and out of Touch mode that adds extra
space around the command buttons on the individual Ribbon tabs to make
them easier to select on a touch screen device regardless of whether you tap
with your finger or a stylus. When you open this menu, only the Save, Undo,
Redo, and possibly the Touch/Mouse Mode options are the ones selected
(indicated by the check marks); therefore, these buttons are the only buttons
to appear on the Quick Access toolbar. To add any of the other commands
on this menu to the toolbar, you simply click the option on the drop‐down
menu. Excel then adds a button for that command to the end of the Quick
Access toolbar (and a check mark to its option on the drop‐down menu). To
remove a command button that you add to the Quick Access toolbar in this
manner, click the option a second time on the customise Quick Access
Toolbar button’s drop‐down menu. Excel removes its command button from
the toolbar and the check mark from its option on the drop‐down menu.
M. Adding Ribbon commands To add a Ribbon command to the Quick
Access toolbar, open the command button’s shortcut menu (right‐click
with a mouse or tap and hold on a touchscreen)and then select the Add to
Quick Access Toolbar menu item. Excel then immediately adds the selected
Ribbon command button to the very end of the Quick Access toolbar,
immediately in front of the Customise Quick Access Toolbar button. If you
want to move the command button to a new location on the Quick Access
toolbar or group it with other buttons on the toolbar, select the Customise
Quick Access Toolbar button followed by the More Commands option near
the bottom of its drop‐down menu. Excel then opens the Excel Options
dialog box with the Quick Access Toolbar tab selected (similar to the one
shown in the Figure below). On the right side of the dialog box, Excel shows
all the buttons added to the Quick Access toolbar. The order in which they
appear from left to right on the toolbar corresponds to the top‐down order
in the list box. To reposition a particular button on the toolbar, select it in the
list box on the right and then select either the Move Up button (the one with
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the black triangle pointing upward) or the Move Down button (the one with
the black triangle pointing downward) until the button is promoted or
demoted to the desired position on the toolbar.

When you finish adding and positioning your command buttons, select OK in the
Excel Options dialog box to return to the Excel screen with the new buttons
displayed on the Quick Access toolbar. To later remove a button you’ve added,
open the Quick Access toolbar’s shortcut menu (right‐click or tap and hold on a
touchscreen) and then select the Remove from Quick Access Toolbar option.

N. Adding non-Ribbon commands to the Quick Access toolbar

You can also use the options on the Quick Access Toolbar tab of the Excel Options
dialog box (refer to Figure 1‑6) to add a button for any Excel command even if it
isn’t one of those displayed on the tabs of the Ribbon:
1. Select the type of command you want to add to the Quick Access toolbar in
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the Choose Commands From drop-down list box. The types of commands
include the Popular Commands pull‐down menu (the default) as well as
each of the tabs that appear on the Ribbon. To display only the commands
that are not displayed on the Ribbon, select Commands Not in the Ribbon
near the top of the drop‐down list. To display a complete list of the Excel
commands, select All Commands near the top of the drop‐down list.
2. Select the command button you want to add to the Quick Access toolbar in
the list box on the left.
3. Click the Add button to the command button the bottom of the list box on
the right.
4. (Optional) To reposition the newly added command button so that it isn’t the
last one on the toolbar, click the Move Up button until it’s in the desired
position.
5. Click OK to close the Excel Options dialog box.

1.7 Taking a look at the Worksheet area

The Worksheet area is where most of the Excel spreadsheet action takes place
because it’s the place that displays the cells in different sections of the current
worksheet and it’s right inside the cells that you do all your spreadsheet data entry
and formatting, not to mention a great deal of your editing. To enter or edit data in
a cell, that cell must be current and Excel indicates this in three ways
1. The cell cursor — the dark green border surrounding the cell’s entire
perimeter — appears in the cell.
2. The address of the cell appears in the Name box of the Formula bar.
3. The cell’s column letter(s) and row number are shaded in the column
headings and row headings that appear at the top and left of the Worksheet
area, respectively.
2.7.1 Moving around the worksheet
An Excel worksheet contains far too many columns and rows for all a worksheet’s
cells to be displayed at one time, regardless of how large your computer’s monitor
screen is or how high the screen resolution. Therefore, Excel offers many methods
for moving the cell cursor around the worksheet to the cell where you want to enter
new data or edit existing data:
A. Click the desired cell — assuming that the cell is displayed within the
section of the sheet visible in the Worksheet area — either by clicking it
with your mouse or tapping it on your touchscreen. Click the Name box,
then type the address of the desired cell and press the Enter key.
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B. Press F5 to open the Go To dialog box, type the address of the desired cell
into its Reference text box, and then click OK.
C. Use the cursor keys, as shown in Table 1‑1 to move the cell cursor to the
desired cell.
D. Use the horizontal and vertical buttons located at the ends of the scroll bars
found at the bottom and right edge of the Worksheet area to move to the part
of the worksheet that contains the desired cell and then click or tap the cell
to put the cell cursor in it.

1.8 Some useful Keystroke shortcuts for moving the cell cursor
Excel offers a wide variety of keystrokes for moving the cell cursor to a new cell.
When you use one of these keystrokes, the program automatically scrolls a new
part of the worksheet into view, if this is required to move the cell pointer. In the
Table below I summarize these keystrokes, including how far each one moves the
cell pointer from its starting position.

Key Stroke Where the cell moves

→ or Tab Cell to the immediate right
← or Shift + Tab Cell to the immediate left
↑ Cell up one row
↓ Cell down one row
Home Cell in column A of the current row
Ctrl + Home First cell (A1) of the worksheet
Ctrl + End or End, Home Cell in the worksheet at the intersection of the last
column that has data in it and the last row that has
data in it (that is, the last cell of the so-called
active area of the worksheet).
Page up Cell one full screen up in the same column
Page down Cell one full screen down in the same column
Ctrl + → or End, → First occupied cell to the right in the same row
that is either preceded or followed by a blank cell.
If no cell is occupied, the pointer goes to the cell
at the very end of the row.
Ctrl + ← or End, ← First occupied cell to the left in the same row that
is either preceded or followed by a blank cell. If
no cell is occupied, the pointer goes to the cell at
the very beginning of the row.
Ctrl + ↑ or End, ↑ First occupied cell above in the same column that
is either preceded or followed by a blank cell. If

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no cell is occupied, the pointer goes to the cell at

the very top of the column.
Ctrl + ↓ or End, ↓ First occupied cell below in the same column that
is either preceded or followed by a blank cell. If
no cell is occupied, the pointer goes to the cell at
the very bottom of the column.
Ctrl + Page Down The cell pointer’s location in the next worksheet
of that workbook
Ctrl + Page Up The cell pointer’s location in the previous
worksheet on that workbook

The keystrokes that combine the Ctrl or End key with an arrow key listed in the
Table above are among the most helpful for moving quickly from one edge to the
other in large tables of cell entries or for moving from table to table in a section
of a worksheet with many blocks of cells. When you use Ctrl and an arrow key to
move from edge to edge in a table or between tables in a worksheet, you hold
down Ctrl while you press one of the four arrow keys (indicated by the + symbol in
keystrokes, such as Ctrl+→).When you use End and an arrow‐key alternative, you
must press and then release the End key before you press the arrow key (indicated
by the comma in keystrokes, such as End, →). Pressing and releasing the End key
causes the End Mode indicator to appear on the Status bar. This is your sign that
Excel is ready for you to press one of the four arrow keys. Because you can keep
the Ctrl key depressed while you press the different arrow keys that you need to
use, the Ctrl‐plus‐arrow‐key method provides a more fluid method for navigating
blocks of cells than the End‐then‐arrow key method.

1.9 Creating a spreadsheet from scratch

After you know how to launch Excel 2016, it’s time to find out how not to get
yourself into trouble when actually using it! In this subtopic, you find out how to
put all kinds of information into all those little, blank worksheet cells I describe in
earlier on. Here you find out about the Excel AutoCorrect and AutoComplete
features and how they can help cut down on errors and speed up your work. You
also get some basic pointers on other smart ways to minimise the drudgery of data
entry, such as filling out a series of entries with the AutoFill and Flash Fill features
as well as entering the same thing in a bunch of cells all at the same time. After
discovering how to fill a worksheet with all this raw data, you find out what has to
be the most important lesson of all — how to save all that information on disk so
that you don’t ever have to enter the stuff again! So let’s get started shall we?
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When you launch Excel 2016, an Excel 2016 start screen similar to the one shown
in the figure below appears, separated into two panes. In the left pane, Excel lists
the names of recently edited workbooks (if any). Below that, the left pane contains
an Open Other Workbooks link.

In the pane on the right side of the start screen, Excel displays thumbnail images of
various templates that you can use when starting a new workbook. Templates
create new workbooks that follow a particular form such as an event budget or
daily work schedule. These new workbooks generated from a template contain
ready‐made tables and lists often with sample data and headings that you can then
edit and change as needed. Then, when you finish, you can save the new
customised workbook with a new filename. The template thumbnails begin with a
Blank Workbook template immediately followed by a Take a Tour template. After
that, you find thumbnails for a bunch of commonly used workbooks, ranging from
PayPal invoicing to a sales log and organiser. If none of the example workbooks
offered by this list of templates suits your needs, you can use the Search for Online
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Templates text box to find many more templates of a specific type. Right below,
you can also click any of the links (Business, Personal, Industry, and so on) in the
Suggested Searches to bring up and display a whole hoard of templates of a
particular type.

When you select one of the template thumbnails in the Excel 2016 start screen
other than Blank Workbook and Take a Tour, Excel opens a dialog box that
contains a larger version of the template thumbnail along with the name, a brief
description, download size, and rating. To then download the template and create a
new workbook from it in Excel, you click the Create button. If, on perusing the
information in this dialog box, you decide that this isn’t the template you want to
use after all, click the Close button or simply press Esc. To start a new workbook
devoid of any labels and data, you click the Blank Workbook template in the Excel
2016 start screen. When you do, Excel opens a new workbook automatically
named Book1. This workbook contains a single blank worksheet, automatically
named Sheet1. To begin to work on anew spreadsheet, you simply start entering
information in the Sheet1 worksheet of the Book1 workbook window.

1.10 The Ins and Outs of Data entry

Here are a few simple guidelines to keep in mind when you create a spreadsheet in
Sheet1 of your new blank workbook:
A. Whenever you can, organise your information in tables of data that use
adjacent (neighboring) columns and rows. Start the tables in the upper left
corner of the worksheet and work your way down the sheet, rather than
across the sheet, whenever possible. When it’s practical, separate each table
by no more than a single column or row.
B. When you set up these tables, don’t skip columns and rows just to “space
out” the information. In Chapter 3, you see how to place as much white
space as you want between information in adjacent columns and rows by
widening columns, heightening rows, and changing the alignment.
C. Reserve a single column at the left edge of the table for the table’s row
headings.
D. Reserve a single row at the top of the table for the table’s column headings.
E. If your table requires a title, put the title in the row above the column
headings. Put the title in the same column as the row headings.

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2.10.1 Entering Your Data

Let us begin by reciting the basic rule of worksheet data entry. Altogether now:

To enter data in a worksheet, position the cell pointer in the cell where
you want the data and then begin typing the entry.

Before you can position the cell pointer in the cell where you want the entry, Excel
must be in Ready mode (look for Ready as the Program indicator at the beginning
of the Status bar). When you start typing the entry, however, Excel goes through a
mode change from Ready to Enter (and Enter replaces Ready as the Program
indicator). If you’re not in Ready mode, try pressing Esc on your keyboard.

And if you’re doing data entry on a worksheet on a device that doesn’t have a
physical keyboard, open the virtual keyboard and keep it open (preferably
floating) in the Excel window during the whole time you’re doing data entry.

As soon as you begin typing in Enter mode, the characters that you type in a cell in
the worksheet area simultaneously appear on the Formula bar near the top of the
screen. Typing something in the current cell also triggers a change to the Formula
bar because two new buttons, Cancel and Enter; appear between the Name box
drop‐down button and the Insert Function button. As you continue to type, Excel
displays your progress on the Formula bar and in the active cell in the worksheet
(see Figure below). However, the insertion point (the flashing vertical bar that acts
as your cursor) appears only at the end of the characters displayed in the cell.

Cancel Insert function

Enter

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After you finish typing your cell entry, you still have to get it into the cell so that it
stays put. When you do this, you also change the program from Enter mode back to
Ready mode so that you can move the cell pointer to another cell and, perhaps,
enter or edit the data there. To complete your cell entry and, at the same time, get
Excel out of Enter mode and back into Ready mode, you can select the Enter
button on the Formula bar or press the Enter key or one of the arrow keys (↓, ↑,
→, or ←) on your physical or virtual keyboard. You can also press the Tab key or
Shift+Tab keys to complete a cell entry.

Now, even though each of these alternatives gets your text into the cell, each does
something a little different afterward, so please take note:
A. If you select the Enter button (the one with the check mark) on the Formula
bar, the text goes into the cell, and the cell pointer just stays in the cell
containing the brand‐new entry.
B. If you press the Enter key on a physical or virtual keyboard, the text goes
into the cell, and the cell pointer moves down to the cell below in the next
row.
C. If you press one of the arrow keys, the text goes into the cell, and the cell
pointer moves to the next cell in the direction of the arrow. Press ↓, and the
cell pointer moves below in the next row just as it does when you finish off a
cell entry with the Enter key. Press → to move the cell pointer right to the
cell in the next column; press ← to move the cell pointer left to the cell in
the previous column; and press ↑ to move the cell pointer up to the cell in
the next row above.
D. If you press Tab, the text goes into the cell, and the cell pointer moves to the
adjacent cell in the column on the immediate right (the same as pressing the
→ key). If you press Shift+Tab, the cell pointer moves to the adjacent cell in
the column on the immediate left (the same as pressing the ← key) after
putting in the text.
E. No matter which of the methods you choose when putting an entry in its
place, as soon as you complete your entry in the current cell, Excel
deactivates the Formula bar by removing the Cancel and Enter buttons.
Thereafter, the data you entered continues to appear in the cell in the
worksheet (with certain exceptions that I discuss later in this chapter), and
every time you put the cell pointer into that cell, the data will reappear on
the Formula bar as well.
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F. If, while still typing an entry or after finishing typing but prior to completing
the entry, you realise that you’re just about to stick it in the wrong cell, you
can clear and deactivate the Formula bar by selecting the Cancel button (the
one with the X in it) or by pressing Esc on your keyboard. If, however, you
don’t realise that you had the wrong cell until after you enter your data there,
you have to either move the entry to the correct cell (something you find out
how to do in Chapter 4) or delete the entry (see Chapter 4) and then re‐enter
at the data in the correct cell.

1.11 Fabricating your formulas properly

As entries go in Excel, formulas are the real workhorses of the worksheet. If you
set up a formula properly, it computes the correct answer when you enter the
formula into a cell. From then on, the formula stays up to date, recalculating the
results whenever you change any of the values that the formula uses. You let Excel
know that you’re about to enter a formula (rather than some text or a value) in the
current cell by starting the formula with the equal sign (=). Most simple formulas
follow the equal sign with a built‐in function, such as SUM or AVERAGE. (See
the section “Inserting a function into a formula with the Insert Function button,”
later in this chapter, for more information on using functions in formulas.) Other
simple formulas use a series of values or cell references that contain values
separated by one or more of the following mathematical operators:
+ (plus sign) for addition
– (minus sign or hyphen) for subtraction
* (asterisk) for multiplication
/ (slash) for division
^ (caret) for raising a number to an exponential power
For example, to create a formula in cell C2 that multiplies a value entered in cell
A2 by a value in cell B2, enter the following formula in cell C2: =A2*B2.
To enter this formula in cell C2, follow these steps:
1. Select cell C2.
2. Type the entire formula =A2*B2 in the cell.
3. Press Enter.
Or
1. Select cell C2.
2. Type = (equal sign).
3. Select cell A2 in the worksheet by using the mouse or the keyboard.
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This action places the cell

4. Type * (Shift+8 on the top row of the keyboard).

The asterisk is used for multiplication rather than the × symbol you used in school.
5. Select cell B2 in the worksheet with the mouse, keyboard, or by tapping
it on the screen (when using a touchscreen device).
This action places the cell reference B2 in the formula (as shown below).

6. Click the Enter button on the Formula bar to complete the formula entry
while keeping the cell pointer in cell C2.
Excel displays the calculated answer in cell C2 and the formula =A2*B2in the
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Formula bar (as shown in the Figure below).

When you finish entering the formula =A2*B2 in cell C2 of the worksheet, Excel
displays the calculated result, depending on the values currently entered in cells A2
and B2. The major strength of the electronic spreadsheet is the capability of
formulas to change their calculated results automatically to match changes in the
cells referenced by the formulas. Now comes the fun part: After creating a formula
like the preceding one that refers to the values in certain cells (rather than
containing those values itself), you can change the values in those cells, and Excel
automatically recalculates the formula, using these new values and displaying the
updated answer in the worksheet! Using the example shown in Figure 2‑8, suppose
that you change the value in cell B2 from 100 to 50. The moment that you
complete this change in cell B2, Excel recalculates the formula and displays the
new answer, 1000, in cell C2.

2.11.1 Altering the natural order of operations

Many formulas that you create perform more than one mathematical operation.
Excel performs each operation, moving from left to right, according to a strict
pecking order (the natural order of arithmetic operations). In this order,
multiplication and division pull more weight than addition and subtraction and,
therefore, perform first, even if these operations don’t come first in the formula
(when reading from left to right).Consider the series of operations in the following
formula:
=A2+B2*C2
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If cell A2 contains the number 5, B2 contains the number 10, and C2 contains the
number 2, Excel evaluates the following formula:
=5+10*2
In this formula, Excel multiplies 10 times 2 to equal 20 and then adds this result to
5 to produce the result 25.If you want Excel to perform the addition between the
values in cells A2 andB2 before the program multiplies the result by the value in
cell C2, enclose the addition operation in parentheses as follows:
=(A2+B2)*C2
The parentheses around the addition tell Excel that you want this operation
performed before the multiplication. If cell A2 contains the number 5, B2 contains
the number 10, and C2 contains the number 2, Excel adds 5 and 10 to equal 15 and
then multiplies this result by 2 to produce the result 30.In fancier formulas, you
may need to add more than one set of parentheses, one within another (like the
wooden Russian dolls that nest within each other) to indicate the order in which
you want the calculations to take place. When nesting parentheses, Excel first
performs the calculation contained in the most inside pair of parentheses and then
uses that result in further calculations as the program works its way outward. For
example, consider the following formula: = (A4+ (B4–C4))*D4
Excel first subtracts the value in cell C4 from the value in cell B4, adds the
difference to the value in cell A4, and then finally multiplies that sum by the value
in D4.Without the additions of the two sets of nested parentheses, left to its own
devices, Excel would first multiply the value in cell C4 by that in D4, add the value
in A4 to that in B4, and then perform the subtraction.

2.11.2 Error with Formulas

Under certain circumstances, even the best formulas can appear to have freaked out
after you get them in your worksheet. You can tell right away that a formula’s
gone haywire because instead of the nice calculated value you expected to see in
the cell, you get a strange, incomprehensible message in all uppercase letters
beginning with the number sign (#) and ending with an exclamation point (!) or, in
one case, a question mark (?). This weirdness, in the parlance of spreadsheets, is as
an error value. Its purpose is to let you know that some element — either in the
formula itself or in a cell referred to by the formula — is preventing Excel from
returning the anticipated calculated value.
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When one of your formulas returns one of these error values, an alert indicator (in
the form of an exclamation point in a diamond) appears to the left of the cell when
it contains the cell pointer, and the upper‐left corner of the cell contains a tiny
green triangle. When you position the mouse pointer on this alert indicator, Excel
displays a brief description of the formula error and adds a drop‐down button to
the immediate right of its box. When you click this button, a pop‐up menu
appears with a number of related options. To access online help on this formula
error, including suggestions on how to get rid of the error, click the Help on This
Error item on this pop‐up menu. The worst thing about error values is that they
can contaminate other formulas in the worksheet. If a formula returns an error
value to a cell and a second formula in another cell refers to the value calculated by
the first formula, the second formula returns the same error value, and so on down
the line. After an error value shows up in a cell, you have to discover what caused
the error and edit the formula in the worksheet. In Table 2‐1, I list some error
values that you might run into in a worksheet and then explain the most common
causes.

2.11.3 Error values that you may encounter from faulty formulas
What shows up in the cell What is going on here
#DIV/0! Appears when the formula calls for division by a cell that
either contains the value 0 or, as is more often the case, is
empty. Division by zero is a no-no in mathematics.
#NAME? Appears when the formula refers to a range name that
doesn’t exist in the worksheet. This error value appears
when you type the wrong range name or fail to enclose in
quotation marks some text used in the formula, causing
Excel to think that the text refers to a range name.
#NULL! Appears most often when you insert a space (where you
should have used a comma) to separate cell references used
as arguments for functions.
#NUM! Appears when Excel encounters a problem with a number
in the formula, such as the wrong type of argument in an
Excel function or a calculation that produces a number too
large or too small to be represented in the worksheet.
#REF! Appears when Excel encounters an invalid cell reference,
such as when you delete a cell referred to in a formula or
paste cells over the cells referred to in a formula.
#VALUE! Appears when you use the wrong type of argument or

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operator in a function, or when you call for a mathematical

operation that refers to cells that contain text entries.

2.11.4 Fixing Those Data Entry Errors

We all wish we were perfect, but alas, because so few of us are, we are best off
preparing for those inevitable times when we mess up. When entering vast
quantities of data, it’s easy for those nasty little typos to creep into your work. In
your pursuit of the perfect spreadsheet, here are things you can do. First, get Excel
to correct certain data entry typos automatically when they happen with its
AutoCorrect feature. Second, manually correct any little errors that get through,
either while you’re still in the process of making the entry in the cell or after the
entry has gone in.

2.11.5 The Autocorrect Feature

The AutoCorrect feature is a godsend for those of us who tend to make the same
typos over and over. With AutoCorrect, you can alert Excel 2016to your own
particular typing gaffes and tell the program how it should automatically fix them
for you. When you first install Excel, the AutoCorrect feature already knows to
automatically correct two initial capital letters in an entry (by lowercasing the
second capital letter), to capitalize the name of the days of the week, and to replace
a set number of text entries and typos with particular substitute text. You can add
to the list of text replacements at any time when using Excel. These text
replacements can be of two types: typos that you routinely make along with the
correct spelling, and abbreviations or acronyms that you type all the time along
with their full forms.
To add to the replacements, follow these steps:
1. Choose File ➪Options ➪Proofing or press Alt+FTP and then click the
Auto Correct Options button or press Alt+A.
Excel opens the AutoCorrect dialog box shown in the Figure below.
2. On the AutoCorrect tab in this dialog box, enter the typo or abbreviation in
the Replace text box.

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3. Enter the correction or full form in the with text box.

4. Click the Add button or press Enter to add the new typo or abbreviation to
the AutoCorrect list.
5. Click the OK button to close the AutoCorrect dialog box.
2.11.6 Inserting Special Symbols
Excel makes it easy to enter special symbols, such as foreign currency indicators,
and special characters, such as the trademark and copyright symbols, into your cell
entries. To add a special symbol or character to a cell entry you’re making or
editing, select Insert ➪ Symbol on the Ribbon or press Alt + NU to open the
Symbol dialog box. The Symbol dialog box contains two tabs: Symbols and
Special Characters. To insert a mathematical or foreign currency symbol on the
Symbols tab, select its symbol in the list box and then click the Insert button. (You
can also do this by double‐clicking or double‐tapping the symbol.) To insert
characters, such as foreign language or accented characters from other character
sets, click the Subset drop‐down button followed by the name of the set in the
drop‐down list and the desired characters in the list box. You can also insert
commonly used currency and mathematical symbols, such as the pound or plus‐or‐
minus symbol, by selecting them in the Recently Used Symbols section at the
bottom of this tab.
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To insert special characters, such as the registered trademark, paragraph symbol,

and so forth, you click the Special Characters tab of the Symbol dialog box
followed by the symbol in the scrolling list and the Insert button. (You can insert
one of these special characters by double‐clicking or double-tapping it also.)

When you finish inserting special symbols and characters, close the Symbol dialog
box by pressing Esc or clicking the Close button in its upper right corner.

2.11.7 How to make your Formulas function even better

Earlier in this chapter, I showed you how to create formulas that perform a series
of simple mathematical operations, such as addition, subtraction, multiplication,
and division. Instead of creating complex formulas from scratch out of an intricate
combination of these operations, you can find an Excel function to get the job
done. A function is a predefined formula that performs a particular type of
computation. All you have to do to use a function is supply the values that the
function uses when performing its calculations. (In the parlance of the Spreadsheet
Guru, such values are the arguments of the function.) As with simple formulas, you
can enter the arguments for most functions either as a numerical value (for
example, 22 or –4.56) or, as is more common, as a cell reference (B10) or as a cell
range (C3:F3).

Just as with a formula you build yourself, each function you use must start with an
equal sign (=) so that Excel knows to enter the function as a formula rather than as
text. Following the equal sign, you enter the name of the function (in uppercase or
lowercase — it doesn’t matter, as long as you spell the name correctly). Following
the name of the function, you enter the arguments required to perform the
calculations. All function arguments are enclosed in a pair of parentheses.

If you type the function directly in a cell, remember not to insert spaces between
the equal sign, function name, and the arguments enclosed in parentheses. Some
functions use more than one value when performing their designated calculations.
When this is the case, you separate each function with a comma (not a space).

After you type the equal sign and begin typing the first few letters of the name of
the function you want to use, a drop‐down list showing all the functions that begin
with the letters you’ve typed appears immediately beneath the cell. When you see
the name of the function you want to use on this list, double‐click it and Excel
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finishes entering the function name in the cell and on the Formula bar as well as
adding the left parenthesis that marks the beginning of the arguments for the
function.

Excel then displays all the arguments that the function takes beneath the cell, and
you can indicate any cell or cell range that you want to use as the first argument by
either pointing to it or typing its cell or range references. When the function uses
more than one argument, you can point to the cells or cell ranges or enter the
addresses for the second argument right after you enter a comma (,) to complete
the first argument.

After you finish entering the last argument, you need to close off the function by
typing a right parenthesis to mark the end of the argument list. The display of the
function name along with its arguments that appeared beneath the cell when you
first selected the function from the drop‐down list then disappears. Click the Enter
button or press Enter (or the appropriate arrow key)to then insert the function into
the cell and have Excel calculate the answer.

2.11.8 Inserting a function into a formula with the Insert Function button
Although you can enter a function by typing it directly in a cell, Excel provides an
Insert Function command button on the Formula bar you can use to select any of
Excel’s functions. When you select this button, Excel opens the Insert Function
dialog box (shown in Figure below) where you can select the function you want to
use. After you select your function, Excel opens the Function Arguments dialog
box. In this dialog box, you can specify the function arguments. The real boon
comes when you’re starting to use an unfamiliar function or one that’s kind of
complex (some of these puppies can be hairy). You can get loads of help in
completing the argument text boxes in the Function Arguments dialog box by
clicking the Help on This Function link in the lower‐left corner.

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The Insert Function dialog box contains three boxes: a Search for a Function text
box, an Or Select a Category drop‐down list box, and a Select a Function list box.
When you open the Insert Function dialog box, Excel automatically selects Most
Recently Used as the category in the Select a Category drop‐down list box and
displays the functions you usually use in the Select a Function list box.

If your function isn’t among the most recently used, you must then select the
appropriate category of your function in the Select a Category drop‐down list box.
If you don’t know the category, you must search for the function by typing a
description of its purpose in the Search for a Function text box and then press Enter
or click the Go button. For example, to locate all the Excel functions that total
values, you enter total in the Search for a Function list box and click the Go
button. Excel then displays its list of recommended functions for calculating totals
in the Select a Function list box. You can use the recommended functions by
selecting each one. While you select each function in this list, the Insert Function
dialog box shows you the required arguments followed by a description, at the
bottom of the dialog box, of what the function does.

After you locate and select the function that you want to use, click the OK button

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to insert the function into the current cell and open the Function Arguments dialog
box. This dialog box displays the required arguments for the function along with
any that are optional. For example, suppose that you select the SUM function (the
crown jewel of the Most Recently Used function category) in the Select a Function
list box and then select OK. As soon as you do, the program inserts

SUM ( ) in the current cell and on the Formula bar (following the equal sign), and
the Function Arguments dialog box showing the SUM arguments appears on the
screen (as shown in Figure 2‑15). This is where you add the arguments for the
SUM function.

As shown in the Figure above, you can sum up to 255 numbers in the Function
Arguments dialog box. What’s not obvious, however (there’s always some trick,
huh?), is that these numbers don’t have to be in single cells. In fact, most of the
time you’ll be selecting a whole slew of numbers in nearby cells (in a multiple cell
selection — that range thing) that you want to total. To select your first number
argument in the dialog box, you select the cell (or block of cells) in the worksheet
while the insertion point is in the Number1text box. Excel then displays the cell
address (or range address) in theNumber1 text box while, at the same time,
showing the value in the cell (or values, if you select a bunch of cells) in the box to
the right. Excel displays the total near the bottom of the Function Arguments
dialog box after the words Formula result=.

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When selecting cells, you can minimise this arguments dialog box to just the
contents of the Number1 text box by dragging the cell pointer through the cells to
sum in the worksheet. After you minimise the arguments dialog box while
selecting the cells for the first argument, you can then expand it again by releasing
the mouse button.

You can also reduce the dialog box to the Number1 argument text box by clicking
the Minimise Dialog Box button on the right of the text box, selecting the cells,
and then clicking the Maximise Dialog Box button (the only button displayed on
the far right) or by pressing the Esc key. Instead of minimising the dialog box, you
can also temporarily move it out of the way by clicking on any part and then
dragging the dialog box to its new destination on the screen. If you’re adding more
than one cell (or a bunch of cells) in a worksheet, press the Tab key or click the
Number2 text box to move the insertion point to the text box. (Excel responds by
extending the argument list with a Number3text box.) Here is where you specify
the second cell (or cell range) to add to the one now showing in the Number1 text
box. After you select the cell or second cell range, the program displays the cell
address (es), the numbers in the cell(s) to the right, and the running total near the
bottom of the Function Arguments dialog box after Formula result= (as shown in
the Figure above). You can minimise the entire Function Arguments dialog box
down to just the contents of the argument text box you’re dealing with (Number2,
Number3, and so on) by clicking its particular Minimise Dialog Box button if the
dialog box obscures the cells that you need to select.

When you finish pointing out the cells or bunch of cells to sum, click the OK
button to close the Function Arguments dialog box and put the SUM function in
the current cell.

2.11.9 Editing a function with the Insert Function button

You can also use the Insert Function button to edit formulas that contain functions
right from the Formula bar. Select the cell with the formula and function to edit
before you select the Insert Function button (the one sporting the fx that appears
immediately in front of the current cell entry on the Formula bar).

As soon as you select the Insert Function button, Excel opens the Function
Arguments dialog box where you can edit its arguments. To edit just the arguments

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of a function, select the cell references in the appropriate argument’s text box
(marked Number1, Number2, Number3, and so on) and then make whatever
changes are required to the cell addresses or select a new range of cells.

Excel automatically adds any cell or cell range that you highlight in the worksheet
to the current argument. If you want to replace the current argument, you need to
highlight it and remove its cell addresses by pressing the Delete key before you
highlight the new cell or cell range to use as the argument.(Remember that you can
always minimise this dialog box or move it to a new location if it obscures the cells
you need to select.)When you finish editing the function, press Enter or click the
OK button in the Function Arguments dialog box to put it away and update the
formula in the worksheet.

2.11.10 Using the AutoSum feature

Before leaving this fascinating discussion on entering functions, I want you to get
to the AutoSum tool in the Editing group on the Home tab of the Ribbon. Look for
the Greek sigma (Σ) symbol. This little tool is worth its weight in gold. In addition
to entering the SUM, AVERAGE, COUNT, MAX, or MIN functions, it also
selects the most likely range of cells in the current column or row that you want to
use as the function’s argument and then automatically enters them as the function’s
argument. Nine times out of ten, Excel selects (with the marquee or moving dotted
line) the correct cell range to total, average, count, and so forth. For that tenth case,
you can manually correct the range by simply dragging the cell pointer through the
block of cells to sum. Simply select the AutoSum button followed by Sum on the
drop‐down menu on the Home tab when you want to insert the SUM function
into the current cell. The quicker method to select this function is to press Alt+=
(the Alt key plus the equal to symbol on the top row).

If you want to use the AutoSum button to insert another function, such as
AVERAGE, COUNT, MAX, or MIN, you need to click its drop‐down button
and
select the name of the desired function on its pop‐up menu (click Count Numbers
on the menu to insert the COUNT function). If you select the More Functions
command on this menu, Excel opens the Insert Function dialog box as though you
had clicked the fx button on the Formula bar.

In the Figure below, check out how to use AutoSum to total the sales of Jack
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Sprat Diet Centers in row 3. Position the cell pointer in cell E3 where the first‐
quarter total is to appear and then select Sum on the AutoSum dropdown
menu (or press Alt+=). Excel inserts SUM (equal sign and all) onto the Formula
bar; places a marquee around cells B3, C3, and D3; and uses the cell range B3:D3
as the argument of the SUM function.

Now look at the worksheet after you insert the function in cell E3 (see Figure
above). The calculated total appears in cell E3 while the following SUM function
formula appears in the Formula bar:
=SUM (B3:D3)

After entering the function to total the sales of Jack Sprat Diet Centers, you can
copy this formula to total sales for the rest of the companies by dragging the fill
handle down column E until the cell range E3:E11 is highlighted (as shown in the
Figure ).

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Look at the Figure below to see how you can use AutoSum to total the January
sales for all the Mother Goose Enterprises in column B. Position the cell pointer in
cell B12 where you want the total to appear. Select Sum on the AutoSum’s drop
down menu, and Excel places the marquee around cells B3 through B11 and
correctly enters the cell range B3:B11 as the argument of the SUM function.

In the Figure below, you see the worksheet after inserting the function in cell
B12and using the AutoFill feature to copy the formula to cells C12 and E12 to the
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right. (To use AutoFill, drag the fill handle through the cells to the right until you
reach cell E12. Release the mouse button or remove your finger or stylus from the
touchscreen.)

3.0 Conclusion/Summary
Conclusion
We have home to the end of this study session, once you get a hang of it Microsoft
Excel makes it easy to simplify data. Microsoft Excel is perhaps the most
important computer software program used in the workplace today. That's why so
many workers and prospective employees are required to learn Excel to enter or
remain in the workplace.

From the viewpoint of the employer, particularly those in the field of information
systems, the use of Excel as an end-user computing tool is essential. Not only are
many business professionals using Excel to perform everyday functional tasks in
the workplace, an increasing number of employers rely on Excel for decision
support.

Summary
https://youtu.be/8lXerL3DHRw
Follow the link above to a video Tutorial on Excel 2016

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4.0 Self-Assessment Questions

Self-Assessment Question
1. What is the keyboard shortcut to insert symbols?
2. What is the Keyboard shortcut for the Auto correct feature?

5.0 Additional Activities (Videos, Animations & out of Class activities) e.g.
a. Visit YouTube http://bit.ly/2OBEOl3. Watch the video & summarise in 1
paragraph
b. View the animation on add/site http://bit.ly/2AWSSx6 and critique it in the
discussion forum
c. Do a research on these Topics online and discuss how to do the following
• Save workbook files as PDF
• Maintain multiple worksheets

6.0 Self-Assessment Question Answers

1. Alt + NU
2. Alt + A

7.0 References/Further Readings

Excel for dummies Greg Harvey, PhD, Wikipedia

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Study Session 3
Microsoft Word 2013 Essentials
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 – Starting Microsoft 2013
2.2- Toolbars and Tabs
2.3- Formatting your document
2.4- Inserting and Adding objects
2.5 – Printing and adding other helpful tips
2.6- Some short keys
3.0 Study Session Summary and Conclusion
4.0 Self-Assessment Questions and Answers
5.0 Additional Activities (Videos, Animations & out of Class activities)
6.0 Self-Assessment Question Answers
7.0 References/Further Readings

Introduction
Welcome to this study session, the last two study session we have been exploring
the use of the various Microsoft packages, we’ve discussed on Microsoft Excel and
CorelDRAW. In this study session we are going to take a look at Microsoft Word.
Microsoft has evolved throughout the year and there is always an improvement
from previous versions. Microsoft Word is the go-to word processor in use today.
From school papers to business reports, almost everyone will need to use it at some
point in their life.

Microsoft Word is a word processing application that allows you to create a variety
of documents like letters, flyers, and reports. With the introduction of several
enhanced features including the ability to create and collaborate on documents
online, Microsoft Word gives you the ability to do more with your word processing
projects. In this study session we are going to learn the foundation needed to
master Word. From inputting text, formatting and editing a Word document. So
what are you waiting for? Let’s get started!

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Study Session Learning Outcomes

At the end of the session we should know how to do the following
1. Startup Microsoft 2013
2. Format and edit your documents
3. Make proper use of your toolbars
4. Add objects

2.0 Main Content

2.1 Starting Microsoft Word 2013

To launch Microsoft Word

 Click on the start button on the left bottom part of the screen
 Choose All Programs then Microsoft Office 2013 followed by Word 13

Tip: You'll probably be using Word quite frequently in the future, so it's worth
putting it as an icon on the Desktop. To do this, repeat the above steps, but at the
last step, right click (i.e. press the right mouse button) and choose Send to
followed by Desktop (create shortcut). To load Word in future, simply double
click on the Desktop icon.
 Press ENTER for BLAMK DOCUMENT to begin a new document
A window similar to the image above will be displayed on your screen

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On the top left-hand corner is the Quick Access Toolbar which contains icons to a
few commands, e.g. Save and Undo, and to which you can add further buttons by
clicking on the down-arrow to the right. Below this is the Ribbon, with tabs along
the top and command icons on each tab. These can be used to give instructions to
Word. The File tab contains the commands to Open, Save and Print your
document.

2.2 Toolbars and Tabs

The new Microsoft Word uses one main toolbar to allow you to modify your
document. Within this toolbar, you can switch between tabs to determine what you
would like to do.
The Main Toolbar contains all the options available to you in Microsoft Word. The
file tab allows you to Save, Save As, Save as Adobe PDF, Open, Close, Print,
Export, and Share.

The Home Tab is Microsoft Words standard view. This is the view most widely
used and allows you to format text by Font Style, Font Size, Bold, Italic,
Underline, Alignment, Numbered List, Bulleted List, Indentation, Spacing, and
Font Color.

The Insert Tab contains any additives you want to place in your document,
including but not limited to: Tables, Online Picture/Clip Art searches, Headers, and
Footers. These icons are convenient and will bring up a dialogue box to give you
further options when clicked.

The Design tab contains different styles of page formatting. When you type, your
layout will automatically match the format selected. It also allows you to change
the color scheme, watermark, and paragraph spacing of the document.

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The Page Layout Tab contains icons for page setup and paragraph actions, such as
Margin, Orientation, Size and Columns.

The References Tab makes it especially simple to add Table of Contents,

Footnotes, Bibliographic Information, Indexes and Citations.

The Mailings Tab is for post-office related uses. If you wanted to create custom
Envelopes or Labels, this is where you would find such actions.

The Review Tab is where one can find Spelling & Grammar, the built in Thesaurus
and Dictionary, you can Track Changes, Check Word Count, and Show/Add
Comments.

The View tab allows you to change the views of your document

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The Acrobat Tab is the final tab. It allows users to format their word documents to
Adobe PDFs. Documents can be created and attached to email, become embedded
Flash Player videos, and run actions such as optimisation and web publication.

In-Text Question
List Five Tabs on Ms Word.
Answer
1. Home 2. Insert 3. Page layout 4. References Mailings 5. Review.

2.3 Formatting The Document

The default page margins for Microsoft Word documents are 1 inch, but you may
want to change them for a project. To change the page margins on a PC, go to
Page Layout Tab>Page Setup box>Margins button. On a PC, a dropdown will
appear to give a set of standard options, but by clicking “Custom Margins,” a menu
will appear where you can type irregular margins.
From the same menu, click Portrait if you want your document to be 8.5 x 11
inches (most common). Click Landscape if you want your document to be 11 x 8.5
inches. Landscape simply flips the page 90 degrees.

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Changing margins in the Document Format Menu.

2.3.1 Formatting Paragraphs

To format your paragraph, first highlight the paragraph you wish to format. To
highlight more than one paragraph, click at the beginning of the paragraph and
drag the mouse over the text. To apply changes to the entire document, select all by
hitting Ctrl + A. To specify Alignment, Line Spacing, Indentation, and Page Break
expand the Paragraph section of the Home Tab. This will open up the Paragraph
menu (See Figure Above).

The Alignment option allows you to choose how you want your paragraph to look
(i.e. justified, right, center, or left). The Line Spacing option allows you to set the
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desired spacing, such as single or double. The Indentation option allows you to
tab/push the line(s) in your paragraph either left or right. The Page Break option is
found in Paragraph menu, but you must first select the Line and Page Breaks tab.
Page Break allows you to split a paragraph or a page up into sections. You can also
bring up this menu by right clicking (or by hitting Ctrl + Click on a one button
mouse) within the document and selecting Paragraph.

Changing the Paragraph attributes with the Paragraph menu.

2.3.2 Cut, Copy, and Paste
You can use the Cut, Copy and Paste features of Word to change the order of
sections within your document, to move sections from other documents into new
documents, and to save yourself the time of retyping repetitive sections in a
document. Cut will actually remove the selection from the original location and
allow it to be placed somewhere else. Copy allows you to leave the original

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selection where it is and insert a copy elsewhere. Paste is used to insert whatever
has been cut or copied.
To Cut or Copy:
Highlight the text by clicking and dragging over the text to be cut or copied. Go to
Home Tab>Clipboard box>Copy or Home Tab >Clipboard box>Cut. Click the
location where the information should be placed. Go to Home Tab>Clipboard
box>Paste.
2.3.3 Formatting Text
Before you type, you should select your font style, size, color and attributes (such
as bold, italic and underline) in the Home Tab. You can expand the Font Menu box
to get more options by clicking the down-arrow. However, if you wish to change
text that has already been typed, click and drag over the text to be changed to
highlight it (or go to Edit>Select All to select the entire document) and change it as
before.

In-text Question 2
What are the shortcuts to copy and paste?
Answer
crtl+c and ctrl+V
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2.3.4 Headers and Footers

Headers and Footers can be used to give a uniform look to the pages of your
document. To create one, go to Insert Tab>Header and Footer. Use this toolbar to
insert and format words and objects in the header. When editing the header, a new
Top View will appear that is specific to headers and footers.

Using the Header and Footer tool.

2.4 Inserting and adding Objects

2.4.1 Clip Art
When trying to enhance your word document you may want to include Clip Art
and/or Word Art. Microsoft Word comes with an Online Pictures button that
contains a large variety of images including pictures, borders, and backgrounds. To
find a desired image, you can either search through the Clip Art gallery or search
the Internet with the Bing Image Search engine.

To insert Clip Art or Pictures: Go to Insert Tab>Illustrations box>Online

Pictures. A dialogue box with the Clip Art gallery and the Bing Image Search
engine will appear. If you wish to have a Clip Art photo, search the image’s
description in the Clip Art Gallery. If you wish to have an image from the Internet,
search the image’s description in the Bing Image Search engine. The picture will
be inserted at the location of your cursor within your document. If you need to
modify you Clip Art, click on it once to select it, and small boxes will appear
around the corners. Once your Clip Art is selected, you can resize your picture by
clicking and dragging on the boxes. Holding Shift while clicking and dragging will
resize the Clip Art proportionately.
You can use the Drawing toolbar to further modify your Clip Art. To delete Clip
Art, select it by clicking on it until the black boxes appear and then hit Delete.

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Searching for Clips in the Clip Gallery

2.4.2 Drawing
To draw in Word, go to the Insert Tab>Illustrations box>Shapes and click the
New Drawing Canvas. A new toolbar will appear that is specific only to drawing
tools.

2.4.3 WordArt
To insert WordArt, go to Insert Tab>Text box>WordArt button. Select the
desired style and click OK. Type the desired text and click Ok. You can further
modify your text by using the Drawing toolbar. To select your WordArt, click on
it, and small boxes will appear in the corners (figure 20). Moving the circle arrow
anchor on the top of the WordArt allows the user to change the slant of the
WordArt. WordArt can be resized and deleted similarly to ClipArt.

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Selected Word Art

2.4.4 Word Wrap

Word Wrap is part of formatting pictures. To use Word Wrap, select your inserted
image, and go to the
Format Tab>Arrange box. Here users can choose the type of text wrapping style
desired. For more options. Select More Layout Options.

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Selecting a wrapping Style

2.4.5 Inserting From a Previously Created File
To insert a picture or object that is not in the Clip Gallery, go to Insert
Tab>Illustrations box> Picture button and select the directory or disk where the
file is located. The easiest way to insert a Microsoft Excel file or graph is to open
Microsoft Excel, copy your information, and switch back to Word to paste.
2.4.5 Creating a Table
To create a table within your document, go to Insert Tab > Tables box > Table
button. Choose the desired table size and format by hovering over the boxes, and
press Enter on the keyboard. The table will be inserted at the cursor’s location
within your document. To navigate within your table, use the arrow keys. To
modify your table, when your table is selected, a Design Tab and Layout Tab will
appear in the Toolbar . From here, you can add cells, columns or rows, merge or
Split cells, and further modify your table. To exit the table, click outside of it.

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2.4.6 Flowcharts
Flowcharts are used to create diagrams in Microsoft Word. If you want to create a
custom flowchart, you can use the Drawing capabilities discussed earlier. To insert
Smart Art, go to Insert Tab>Illustrations box>Smart Art. A dialogue box will
open with basic choices.

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2.5 Printing and other helpful tips

A. Print Preview
Before you print your document, you may want to preview it to make sure you are
happy with the page layout and appearance of your document. To do this, go to
File Tab>Print. This should open up a preview of your document. To zoom in on
the page, find the scale in the bottom right corner of the screen. You can move it
back and forth to adjust the magnification. If you are satisfied with the appearance
of your document, you can click on the Print icon in the toolbar. If you need to
make changes to the document or are not ready to print, select Close on the toolbar.

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B. Printing
To print your document, go to File Tab>Print>Print, select your desired settings,
and then click Print again. It is also possible to print by clicking the drop down
arrow in the top left corner. You can either quick print which will not preview or
print preview and print. Which will show your document. Below it is the option to
print with the preview.
C. Saving as Pdf
Go to File Tab> Save As Adobe PDF.
or
Go to Mailings Tab>Acrobat box>Merge to Adobe PDF button.

D. Undo and Redo

The easiest way to undo an action is with the key commands Ctrl + Z and to redo
an action with Ctrl + Y. It is important to note that not all actions are undoable,
thus it is important to save before you make any major changes in your document
so you can revert back to your saved document. There are also two icons above the
Main Toolbar near the Save Icon. The left icon is Undo and the right icon is Redo.

Undo and Redo

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E. Quitting
Before you quit, it’s a good idea to save your document one final time. Go to File
Tab>Exit Word. This is better than just closing the window, as it insures your
document quits correctly.

2.6 Some shortcut keys for Ms Office

CTRL+K Create a hyperlink
CTRL+/ Display HTML tags
CTRL+T Create an Auto Thumbnail of the selected picture
CTRL+SHIFT+B Preview a page in a Web browser
SHIFT+ALT+F11 Display the Microsoft Script Editor
CTRL+N Create a new page
CTRL+B Bold
CTRL+I Italic
CTRL+U Underline
CTRL+C Copy
CTRL+V Paste
CTRL+Z Undo
CTRL+S Save
CTRL+P Print
CTRL+O Open

3.0 Conclusion/Summary
Conclusion
From what we’ve learned in this study session you can agree with me that
Microsoft Word is a wonderful tool with many applications that are helpful to
public health workers. This set of lessons was designed to help you understand and
use Microsoft Word to the fullest potential of the program. Further tutorials in the
use of Microsoft Word and Microsoft Office can be found at
http://office.microsoft.com/en-us/training/CR061958171033.aspx.

Summary
These are other websites which can be used to enhance your expertise in the
potential and use of Microsoft Word.
http://support.microsoft.com/default.aspx?scid=fh;EN-US;wrd
http://www.baycongroup.com/wlesson0.htm

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http://www.bcschools.net/staff/WordHelp.htm
http://www.learnthat.com/courses/computer/word/

4.0 Self-Assessment Questions

Self-Assessment Question
1. List 5 shortcuts and their functions.
2. How do you save a document in PDF format?

5.0 Additional Activities (Videos, Animations & out of Class activities) e.g.
a. Visit YouTube http://bit.ly/2OBEOl3 Watch the video & summarise in 1
paragraph
b. View the animation on add/site http://bit.ly/2AWSSx6 and critique it in the
discussion forum

7.0 Self-Assessment Question Answers

1. CTRL+I Italic, CTRL+U Underline, CTRL+C Copy, CTRL+V Paste,
CTRL+Z Undo, CTRL+S Save.
2. Click on the FILES tab and then click on save as PDF.

8.0 References/Further Readings

M.L. Humphery (2017) Word for Beginners

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Study Session 5
Power Point
Section and Subsection Headings:
Introduction
1.0 Learning Outcomes
2.0 Main Content
2.1 – Getting Started
2.2 - Saving
2.3- Ribbons
2.4 - Tabs
2.5- Printing and other helpful tips
3.0 Study Session Summary and Conclusion
4.0 Self-Assessment Questions and Answers
5.0 Additional Activities (Videos, Animations & out of Class activities)
6.0 Self-Assessment Question Answers
7.0 References/Further Readings

Introduction
There is no doubt that at this point you have come to terms with how beneficial the
Microsoft Office package is to make work easier. You have learned about
Microsoft Word, CorelDraw and Microsoft Excel in the previous study sessions. In
this study session we are going to learn about Microsoft PowerPoint, from basic
navigation and how to input your text. Microsoft PowerPoint is one of the most
popular presentation programs supported by both Mac and PC platforms. Microsoft
PowerPoint can be used to create interactive presentations for classroom, business,
or personal use. We will be looking at PowerPoint for Mac Users in this Study
session but it also applies to those of us using windows operating systems
Study Session Learning Outcomes
At the end of this study session, you will be able to
1. Create presentations of PowerPoint
2. Save and edit projects
3. Use animations to add color to your presentation
Note: We will be looking at PowerPoint on the Macintosh but it is similar to that
on the windows operating system

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2.0 Main Content

2.1 Getting Started
To begin Microsoft PowerPoint, go to Macintosh HD>Applications>Microsoft
PowerPoint (see Figure below). Select PowerPoint Presentation from the Project
Gallery if a blank document does not open.

Navigating to power point on a Mac

2.2 Saving
I know you spent a whole lot on purchasing a Mac but computers can crash all the
time which leads to loss of documents so make saving often your habit.
i. Before you begin to type, you should save your document. To do this, go
to File > Save As. Microsoft PowerPoint will open a dialog box (See
Figure below) where you can specify the new file’s name and location
where you want it saved. Once you have specified a name and a place for
your new file, press the Save button. By default, the format for
PowerPoint 2016 is .pptx

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Saving Dialog Box for Compatible version .ppt

ii. After you have initially saved your blank document under a new name,
you can begin writing your paper. However, you will still want to
periodically save your work as insurance against a computer freeze or a
power outage. To save, click File > Save.
2.3 Ribbons
Microsoft PowerPoint uses several tabs to allow you to modify your document.
When you first open PowerPoint, usually the tabs discussed below will open. If
you do not see these tabs, go to View>Ribbon.
The Menu bar: (See Figure Below). This is constructed solely of word commands
and not icons (pictures). The Menu bar contains all the options available to you in
Microsoft PowerPoint.

Menu Bar (Mac)

On the Ribbon under the Home Tab, contains a text editor and the new slide icon.
The Home Tab contains icons such as Paste, Cut, Copy, Format and Layout (See
Figure below).

Home Tab

The Insert Tab on the Ribbon toolbar, contains several categories for formatting
the design and elements of your presentation. These include: New Slide, Table,
Charts, and Word Art (See Figure below).

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Insert Tab

3. Home Tab
New Slide
To add an additional new slide to your presentation go to the Home Tab>New
Slide. Click the drop down arrow and choose the style of slide you would like to
apply (See Figure below).

New Slide

Slide Layout
To apply a Slide Layout, select the Home Tab>Layout to customise the layout of
your document. From here, you can specify how the content on your slide is
displayed. To apply a layout to your slide click the layout button, and choose your
preferred style (See Figure Below).
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Slide Layout

4. Insert Tab
i. Pictures
To insert a picture into your presentation select Insert>Picture (See Figure
Below). Choose either to get the photo from a browser, or from a file and then
locate the image that you want to put into your document and click Insert.

Inserting Pictures
ii. Word Art

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Selecting Word Art

iii. Inserting Slide from previously created File

To insert a slide from another presentation go to Insert>Slides From>Other
Presentation and select the directory or disk where the file is located (Figure 11).
Select the slide that you wish to insert into your presentation.

iv. Creating a table

To create a table within your document, go to the Insert>Table. Choose the desired
table size by typing in the required number of rows and columns and click Ok. The
table will be inserted into document. To navigate within your table, use the arrow
keys.
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v. Flowchart
Flowcharts are used to create diagrams in Microsoft PowerPoint.
To insert a Flowchart in PowerPoint: click Insert Tab>SmartArt. ( See Figure
below). Once the SmartArt button is expanded, you will have several options to
choose from, such as List, Process, Hierarchy, etc. To insert Shapes, click the
Insert Tab>Shapes (See next Figure below). SmartArt Shapes will allow you to
manipulate the shapes in Flowchart, as well as in text boxes. To resize the Shapes,
simply click and drag any of the four corners on the object.

Inserting a flowchart

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Selecting an Autoshape
In-Text Question
1. In what tab can we find the slide layout?
Answer
In the home tab

5. Design Tab and Transitions

The default slide design for Microsoft PowerPoint documents is a blank slide.
Therefore, if you want your slides to have a specific design, you must add one. To
do this on a Mac, go to the Design Tab (See Figure Below).To change the theme of
your presentation, click on the theme that you like and it will automatically apply
to your slide.
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Design Tab

i. Adding Transitions between slides

To add a Transition into your presentation select the Transitions Tab (See Figure
below). You are then given a variety to choose from. i.e., “Fade”. When you select
a Transition it will show a preview on the existing slide. You must have text or an
image within the slide to see a preview.

Transition Tab

ii. Duration
Along the right hand side of the Transitions options you will see Duration (See
Figure below) This allows you to modify the Duration of the Transition that is
present on the particular slide. This also features an ablity to play a sound and to
control whether or not to change to the next slide by “On Mouse Click”.

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Duration

In-Text Question
1. List 4 items that can be inserted into your slide.
Answer
1. New Slide 2. Picture 3. Screen shots 4. Flowchart.

6. Animations
i. Adding Animations and Objects
To add an Animation to an object, select the Animations Tab (See Figure Below).
You are then given a variety of different options. i.e., “Blinds”. When you select
an Animation it will show a preview on the existing slide. You must have text or
an image within the slide to see a preview.

ii. Exit Effect

To add an Exit Effect, select the red star located to the left of the Animation
options (See Figure below). Select the object or sound you would like to add the
effect to for a preview. This feature allows for the object to exit off of the slide by
a certain style of choice.

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Exit Effect
7. Slide Show
To access Slide Show, select the Slide Show Tab (See Figure Below). The purpose
of the Slide Show Tab is for the presenter to have an easy access to the full screen
presentation mode as well as Rehearse Timings and Record Slide Show.

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i. Rehearse Timing
Rehearse Timing can be a very useful tool that allows you to set up your
presentation to play at a certain speed without having to click through the slides
yourself. Also, this allows you to practice your talking points. This feature allows
you to save timings for each slide and transition, and will start the PowerPoint
automatically.
Once you have Rehearse Timings selected under the Slide Show Ribbon the
timing will immediately begin. To stop the timing, simply click the pause button
located at the top left (Figure 20). To save this timing, click the next arrow button
located below the slide preview. (See Figure Below) Then, a box will pop up
asking if you would like to save the time. Click yes.

Pause Button Next Arrow Button

ii. Record Slide Show
Record Slide Show (See Figure Below) is very similar to the Rehearse Timing.
The only primary difference is that you can have the option to start recording at
any given slide, rather than the beginning.

8. Review
i. Spell Check
Located in the Review Tab (See Figure Below) you will find ABC Spelling to the
far left. ABC Spelling will find the spelling errors that are within your
presentation. Make sure you are on your first slide to get an accurate result.

ABC Spelling

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9. View
The View Tab (See Figure Below) contains different tools to allow you to view
your presentation depending on the certain way that you choose.

View Tab

i. Normal
Normal is your ordinary view that allows you to see and create your presentation
slides.

ii. Outline
This view allows for you to change the order of the slides in which they appear
(See Figure Below). To do this click the desired slide and drag. Once you start
dragging a grey line will appear. Drag the slide up or down until you see the grey
line to the right of the correct slide where you would like to move it.

Outline View
iii. Slide Sorter
This feature allows you to see thumbnails of your slides in a horizontal view. This
view allows for you to make easy changes to several slides at once. If you had
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recorded timing for your slides, Slide Sorter will also show you your recorded
times below the particular slide (See Figure Below).

Slide Sorter
iv. Notes
The Notes Page allows for you to add notes to any particular slide you want. This
comes in handy to where you are visually able to see slide notes while giving your
presentation.

To access this, click on Notes Page located under the View Tab (Figure 26). Then
a text box will appear with a slide number that has been selected. Type your Notes.
Then, go back to Normal and you should see your Notes located under the slide
preview.

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Notes Page

v. Slide Master
The Slide Master is where all of the information such as background, color, and
theme are stored. Every PowerPoint has at least one Slide Master. In the Slide
Master, you are able to change any of these particular things. Once you have
selected Slide Master in the View Tab, (See Figure Below) you will be given
different types of layouts to choose from.

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Slide Master

10.Printing
Printing

To print your document, go to File >Print, select your desired settings, and then
click Print again. It is also possible to print by using the Print icon on the
Standard toolbar, however this does not bring up the Print dialogue box that
allows you to change your printing options, so it is advisable to use the other
method. There are several methods for printing your document including Slides,
Handouts, and Notes (See Figure Below).

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Print View

11.Other Helpful Functions

i. Saving as PDF
On a Mac: To save your document as a PDF on a Mac, go to File>Export and
select PDF from the drop-down menu on the bottom left and select Save.
ii. Undo and Redo
In order to undo an action, go to Edit>Undo. To redo an action, go to Edit>Redo.
It is important to note that not all actions are undoable, thus it is important to save
before you make any major changes in your document so you can revert back to
your saved document.

3.0 Conclusion/Summary
Conclusion
We have come to the end of this study session and I believe with what we have
learned you will be able to navigate your way through the Microsoft PowerPoint.
Before you quit, it’s a good idea to save your document one final time. Then, on a
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Mac, go to PowerPoint>Quit PowerPoint. This is better than just closing the

window, as it insures your document quits correctly. Remember that practice
makes perfect, create time to learn and be intentional about it, one you do, you will
get a hang of it. I hope this was a great topic for you and you enjoyed it.
Microsoft Power point is a very useful and essential tool in our world today. Do
well to enjoy the learning experience and be creative with it

4.0 Self-Assessment Questions

Self-Assessment Question
1. How do you save a file as PDF?
2. How do you add a table into your document?

5.0 Additional Activities (Videos, Animations & out of Class activities) e.g.
a. Visit YouTube http://bit.ly/2raE3W6 Watch the video & summarise in 1
paragraph
b. View the animation on http://bit.ly/35ipAWX and critique it in the discussion
forum
c. Discuss the benefits of Microsoft Power Point in Public Health

6.0 Self-Assessment-Question Answers

1. Click on File > Export > PDF
2. Navigate to the INSERT TAB and Select TABLE.

7.0 References/Further Readings

BGSU University Libraries, Student Technology Assistance center

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