Computer Materials For All Packages

Certified Computer Proficiency
STUDY MATERIAL
FOR:
 Introduction to computers
 Ms Windows
 Ms Word
 Ms Excel
 Ms PowerPoint
 Ms Access
COMPUTER MANUAL, NOTES AND PRACTICE QUESTIONS FOR ALL PACKAGES by Kwanusu
STUDENT WORKBOOK
INTRODUCTION TO COMPUTERS
LESSON BRIEF OUTLINE REMARKS
Computer literacy
TOPIC 1 Definition of a computer
Advantages & disadvantages of computers
Digital basics of a computer
Types of computers
Computer generations
The major parts of a computer (Computer hardware)
TOPIC 2  Input and output devices
 Central Processing Unit (CPU) and the primary memory
RAM
Types of computer Storage
 Hard disk – Drive C disks
 Floppy disks – Floppy disk drives
 Optical disks – CD ROM drives
 Flash disks and Magnetic tapes
Keyboarding techniques
TOPIC 3  Typewriter keys
 Numerical keypad
 Function keys
 Cursor movement keys/editing keys
Special keys:
 Space bar and tab key
 Backspace & Delete key
 Enter / return key
 Escape key
 Combination keys; Shift, Control and Alt keys
 Number lock and Caps lock keys
Mouse techniques
TOPIC 4  Pointing, Left clicking, right clicking, Double clicking, Triple
clicking
 Left dragging, right dragging
 Marquee select, Scrolling auto-scrolling
Computer Networks
 Local Area Network (LAN)
 Metropolitan Area Network ( MAN)
 Wide Area Networks (WAN)
Computer Software - Definition
TOPIC 5  Operating Systems – Windows 2000, Mac O/S
 Functions of an Operating System
Application software: -
 Basic productivity, Specialty programs, Entertainment, and
educational reference.
 Word processors, spreadsheets, Database management
systems and presentation graphics.
 Integrated software and software suites
 Personal finance
 Groupware
 Web browsers
Computer literacy is having an understanding of what a computer is
and how it can be used as a resource. Literacy, which refers to having
knowledge and understanding, needs to be distinguished from
computer competency, which refers to having a skill. Computer
competency is applying your skill with computers to meet your
information needs and improve your productivity. Computer
competency also means being able to transfer basic skills to new
systems and new software.
Definition of a computer
A computer may be defined as an electronic machine that
processes data to generate information with speed and
accuracy.
A computer can also be defined as an electronic device that
accepts data and instructions, stores them temporarily in its
memory waiting processing, automatically executes/obeys
the set of the issued instructions to produce information from
the input raw data.
COMPUTER BASED INFORMATION SYSTEM

A computer is a device made up of a combination of electronic and electromechanical (part
electronic, part mechanical) components. By itself a computer has no intelligence and is
referred to as hardware, which means simply the physical equipment. The hardware can't be
used until it is connected to other elements, all of which constitute the six parts of a computer-
based information system.
The following are the components that makeup a computer- based information system.
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Figure 1: A computer based information system combines six elements: hardware, software, data/information,
procedures, people, and communication/connectivity
Hardware
This is the physical or the tangible parts of a computer e.g. the keyboard, mouse, monitor,
system unit, printers etc.
Software
Software is the term used to describe the instructions that tell the computer hardware how to
perform a task.
Data/Information
Data is the raw material, whether in paper, electronic or other form - which is processed by
the computer. In other words, data consists of the raw facts and figures that are processed
into information. Information is summarized data or otherwise manipulated (processed) data.
For example the raw data of employees' hours worked and wage rates is processed by a
computer into the information of paychecks and payrolls.
People
People constitute the most important component of the computer system. People operate the
computer hardware, they create and use the computer software, they enter the data, and use
the information the system generates.
Procedures
Procedures are descriptions of how things are done, steps for accomplishing a result.
Procedures for a computer system appear in documentation manuals, also known as
reference manuals and user guides, which contain instructions, rules and guidelines to follow
when using hardware and software.
Communication
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Communication also called connectivity is when one computer system is setup to share data
and information electronically with another computer system. Such connections may be
through telephone lines, cables, microwave transmissions etc.
DIGITAL BASICS OF A COMPUTER
Computers may seem incredibly complicated devices, but their underlying principle is simple.
When you open up a microcomputer, what you see is mainly electronic circuitry. And what is
the most basic statement that can be made about electricity? It is simply this: It can be either
turned on or turned off.
In a two-state on/off arrangement, one state can represent a 1 digit, the other a 0 digit.
Because computers are based on on/off or other two-state conditions, they use the binary
number system, which consists of only two digits - 0 and 1. In the binary system, each 0 and
1 is called a bit short for binary digit. In turn, bits can be grouped in various combination
represent characters of data-numbers, letters, punctuation marks, and so on. for example, the
letter H could corresponds to the electronic signal 01001000. In computing, a group of 8 bits
is called a byte, and each character is represented by 1 byte.
Figure 2: Digital signal represented by 0s and 1s
Computers use digitally coded information to process, and store data and to communicate
with one another.
Advantages of using computers
i.) Computers operate at a high speed.
ii.) The computer results are very accurate.
iii.) Computers can work continuously without getting tired or bored.
iv.) Computers can work on voluminous data items.
v.) Computers can solve any problem, provided the relevant instruction set/programs is
input.
vi.) Computers can operate in risky environment environments e.g. volcanic sites, lethal
chemical plants, where human life is feared.
vii.) The computer is flexible and can adapt to any work load without much strain.
viii.) Computers produce reliable information.
ix.) Large volumes of data can be conveniently stored, assessed and altered.
x.) Computers can provide useful information to management for control and decision
making.
xi.) Computers help to reduce paper work significantly.
xii.) The number of persons required for performing various organizational activities will
be reduced by using computers.
xiii.) The use of computers for office activities reduces the requirement of office space
which otherwise is required.
Disadvantages of computers
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i.) Computers are costly
ii.) Due to rapid change in computer technology, the computer and related facilities can
become outdated very fast.
iii.) There is usually the fear that installing computer systems in an organization might
result in replacing human employees.
iv.) Important data may be lost in case of virus attack or machine breakdown.
v.) Company data may be at risk of illegal copying and unauthorized access by
hackers (hacker – someone who gains unauthorized access to a computer system).
TYPES OF COMPUTERS
There are a lot of terms used to describe computers. Most of these words imply the size,
expected use or capability of the computer. While the term computer can apply to virtually any
device that has a microprocessor in it, most people think of a computer as a device that
receives input from the user through a mouse or keyboard, processes it in some fashion and
displays the result on a screen.
1.) Personal computer

The personal computer (PC) defines a computer designed for general use by a single
person. While a Mac is a PC, most people relate the term with systems that run the
Windows operating system. PCs were first known as microcomputers because they
were a complete computer but built on a smaller scale than the huge systems in use by
most businesses.
Figure 3: Tablet PC
2.) Desktop computer
A PC that is not designed for portability is a desktop computer. The expectation with
desktop systems is that you will set the computer up in a permanent location. Most
desktops offer more power, storage and versatility for less cost than their portable
brethren.
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3.) Laptop
Also called notebooks, laptops are portable computers that integrate the display,
keyboard, a pointing device or trackball, processor, memory and hard drive all in a
battery-operated package slightly larger than an average hardcover book.
4.) Netbook
Netbooks are ultra-portable computers that are even smaller than traditional laptops.
The extreme cost-effectiveness of netbooks means they're cheaper than almost any
brand-new laptop you'll find at retail outlets. However, netbooks' internal components
are less powerful than those in regular laptops.
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5.) Personal Digital Assistants (PDAs)
Personal Digital Assistants (PDAs) are tightly integrated computers that often use flash
memory instead of a hard drive for storage. These computers usually do not have
keyboards but rely on touchscreen technology for user input. PDAs are typically
smaller than a paperback novel, very lightweight with a reasonable battery life. A
slightly larger and heavier version of the PDA is the handheld computer.
6.) Workstation
Another type of computer is a workstation. A workstation is simply a desktop computer
that has a more powerful processor, additional memory and enhanced capabilities for
performing a special group of task, such as 3D Graphics or game development.
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7.) Server
A computer that has been optimized to provide services to other computers over a
network. Servers usually have powerful processors, lots of memory and large hard
drives. The next type of computer can fill an entire room.
Figure 4: Server
8.) Mainframe
In the early days of computing, mainframes were huge computers that could fill an
entire room or even a whole floor! As the size of computers has diminished while the
power has increased, the term mainframe has fallen out of use in favor of enterprise
server. You'll still hear the term used, particularly in large companies to describe the
huge machines processing millions of transactions every day.
Figure 5: Mainframe computer
9.) Supercomputers
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This type of computer usually costs hundreds of thousands or even millions of dollars.
Although some supercomputers are single computer systems, most are composed of
multiple high performance computers working in parallel as a single system. The best
known supercomputers are built by Cray Supercomputers.
Figure 6: Supercomputer
10.)Wearable computers
The latest trend in computing is wearable computers. Essentially, common computer
applications (e-mail, database, multimedia, calendar/scheduler) are integrated into
watches, cell phones, visors and even clothing. For more information see these articles
on computer clothing, smart watches and fabric PCs.
Figure 7: Wearable computer
Smart phone (Multi function computers)
A Smartphone, or smart phone, is a mobile phone built on a mobile operating system e.g.
Windows Mobile, android etc, with more advanced computing capability and connectivity than
a feature phone. The first smartphones combined the functions of a personal digital assistant
(PDA), including email functionality, with a mobile phone.
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Figure 8: Smartphone is a mobile devices combining computing and communication functions
COMPUTER HARDWARE
As mentioned earlier, computer hardware is the physical or the tangible parts of the
computer. Computer hardware is categorized depending on which of the five computer
operation it performs;
i.) Input
ii.) Processing and memory
iii.) Output
iv.) Storage
v.) Communication
Figure 9: some basic computer hardware

Devices that are connected to the computer and are controlled by the computer are referred
to as peripheral devices. These devices can be external, such as keyboards, mice, monitors,
and printers or internal (inside the computer system unit) such as a Power supply, hard disk,
Random Access Memory etc.
Input hardware
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The function of input hardware is to accept data and covert it into a form suitable for computer
processing. In other words, input hardware allows people to put data into the computer in a
form that the computer can use.
i.) Keyboard: A keyboard includes the standard typewriter keys plus a number of
specialized keys. The standard keys are used mostly to enter words and numbers.
ii.) Mouse: A mouse is a device that is rolled about on a desktop to direct a pointer on
the computer display screen. The pointer is a symbol usually an arrow, that is used
to select items from lists (menus) or to position the cursor. The cursor also called
an insertion point, is the symbol on the screen that shows where data may be
entered next, such as text in a document.
iii.) Scanners, are often used in desktop publishing, translate images and text,
drawings and photos into digital form. The digital images can then be processed by
the computer, displayed on a monitor, inserted in documents, stored in a storage
device or transmitted to another computer.
Figure 10: Scanners convert images into a digital format.

iv.) Tracker ball: A tracker ball is a movable ball on top of a stationery device, the ball
is rotated with the finger or the palm. In fact, a tracker ball looks like an upside
down mouse.
Figure 11: A tracker ball resembles an upside-down mouse

v.) Joystick: A joystick is a pointing device that consists of a vertical handle like a
gearshift lever mounted on a base with one or two buttons. Joysticks are used
mainly in video games, in some computer aided design systems, and computerized
robot systems.
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Figure 12: the joystick is mostly used with computer games.
vi.) Touchpad’s: A touchpad is a flat rectangular device that uses a weak electrical
field to sense your touch. Touchpad’s let you control the cursor/pointer with your
finger, the cursor follows the movement of your fingertip. You click by tapping the
pad or pressing buttons adjacent to the pad. Some portable computers used the
touchpad to input data and commands.
Figure 13: A touch pad is mostly found on laptop computers.

vii.) Light pen: A light pen is a light sensitive pen like device that is connected to a
computer terminal by a wire. Graphic designers, engineers and illustrators use light
pens.
Figure 14: Light pen
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viii.) Bar-code readers - Bar code readers are photoelectric devices that convert
barcode strips into digital code. Barcodes are vertical zebra-stripped marks you see
on most manufactured retail products.
Figure 15: A barcode reader.
ix.) Microphone: The microphone converts human speech into digital code. an audio
input device records or plays analog sound and translates it for digital storage and
processing.
x.) Digital camera: A digital camera uses a light sensitive processor chip to capture
photographic images in digital form on a memory card inserted on the camera.
xi.) Other input devices include; Touch screen, Digital tablet, Fax machines, Mark-and-
Character recognition devices, Automated teller machines (ATM) etc.
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Figure 16: The five categories of computer hardware are input, processing and memory, output, storage and
communication.
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PROCESSING AND MEMORY (PRIMARY STORAGE) HARDWARE
The computers control center is made up of the processing and main memory devices, the
system unit houses that part of electronic circuitry that does the actual and the memory that
support the processing. Together these components are referred to as processing
hardware.
CPU - the processor: The Central Processing Unit is the processor or the computing part of
the computer. It controls and manipulates data to produce useful information. In a
microcomputer the CPU is an approximately 1.5-inch (3.75-cm) square chip called a
microprocessor, with electrical circuit printed on it. This microprocessor and other
components that make it work are mounted on the main circuit board called the motherboard
or the system board.
Figure 17: CPU is the central processing chip

Primary memory - Working storage: Primary memory also called the main memory or the
RAM (Random Access Memory) is the temporary storage where data and programs needed
for immediate processing are held. Computer memory is contained on memory chips
mounted on the motherboard.
Figure 18: RAM is a temporary storage area that stores information that is currently being processed by the CPU.
The major characteristics of the main memory are;

i.) It has a quick response time
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ii.) It is volatile i.e. all the information stored in it is lost when power is turned off.
OUTPUT HARDWARE
The function of output hardware is to provide the user with the means to view and use
information produced by the computer system. Information is output either in hardcopy output
(Information printed on paper) or soft copy output (information displayed on your computer
monitor).
Monitor / Visual Display Unity VDU

The monitor is a television like screen on which you can read text and graphics. Monitors
have knobs or buttons that adjust brightness contrast and positioning of the display screen.
Figure 19: TFT and CRT monitors
Types of monitors
Cathode-Ray Tubes (CRTs)
This is the same technology used on TV sets and involves the use of a vacuum tube. The
CRT's screen display is made up of small dots called pixels. A pixel is the smallest unit on the
screen that can be turned on or off or made into different shades.
Liquid Crystal Display (LCD)

This is a flat panel display that consists of a substance called liquid crystal whose molecules
lineup in a particular way. Under an applied voltage the molecular alignment is disturbed,
which changes the optical properties of the liquid crystal in the affected area.
Printer
A printer is an output device that prints characters, symbols, and graphics on paper (The
printed output is generally referred to hardcopy since it is relatively in a permanent form)
Categories of printers
Impact printers
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Impact printers have mechanism resembling that of a typewriter, it forms characters or
images by striking against an inked ribbon leaving an image on paper. The dot-matrix printer
is a good example of impact printer, they are noisy, inexpensive and can print on several
layers of paper at the same time.
Non-impact printers
Non-impact printers are used almost everywhere now, they are fast and quieter than impact
printers.
The two types of non-impact printers often used with microcomputers are laser printers and
ink-jet printers.
Laser printers: - Like dot-matrix printer a laser printer creates image with dots. However, as
in a photocopying machine, these images are created on a drum, treated with magnetically
charged ink like toner (powder) and then transferred from the drum to the paper.
Figure 20: a HP laser printer

Ink-jet printers: - Inkjet printers spray small, electrically charged droplets of ink from four
nozzles through holes in a matrix at high speed onto paper. They are less expensive than
laser printers but print at a slower speed.
Figure 21: An inkjet printer

Plotters
A plotter is a specialized output device designed to produce high-quality graphics in a variety
of colours. Plotters are used for creating large hardcopy items, such as maps, architectural
drawings, and 3D illustrations. Such items are usually too large to be printed on regular
printers.
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Figure 22: Plotter for printing very large images e.g. building plans billboard images etc.
Speakers and headphones

This are devices that synthesis sound output. They are basically used with a computer having
multimedia capabilities e.g. you can listen to music and sounds from your computer using
either the speakers or the headphones.
SECONDARY STORAGE HARDWARE

Secondary storage stores computer software and data in a form that is relatively permanent
or nonvolatile i.e. the data is not lost when power goes off. For any information in the
secondary storage to be processed it must first be transferred to the RAM.
RAM losses all the data when power goes off, but secondary storage retains data even in the
absence of power, that’s why its important to save your work in a secondary storage device
such as a diskette or the hard disk before shutting down your computer.
The process of retrieving data from a storage device is referred to a reading while that of
copying information into a storage device is called writing.
Storage capacity
Capacity refers to how much data/information a storage device will hold. Computer storage
capacity may be represented using the following units;
STORAGE UNITS
Unit Description
Bit Short for BInary digiT; a 1 or 0, which the computer hardware
represent as "On" or "Off" (or High voltage or Low voltage)
electrical state.
Byte Usually a group of eight bits make up a byte.
Kilobyte (K or KB) About 1000 (1024) bytes. Bytes and their multiples are common
units of measure for both memory and storage capacities of
personal computers.
Megabytes (M or MB) About 1 million (specifically 1,048,576) bytes.
Gigabyte (G or GB) About 1 billion (1,073,741,824) Bytes.
Terabyte (T or TB) About 1 trillion (specifically 1,009,511,627,776) bytes.
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HARD DISKS
Hard disks are thin but rigid metal or glass platters covered with a substance that allows data
to be held in form of magnetized spots. Hard disks are also sealed within an enclosed unit to
prevent any foreign matter such as dust, smoke etc. from getting inside. Data may be
recorded on both sides of the platter.
Figure 23: The hard disk is sealed and enclosed in the system unit.
The platters spin at a very high speed on the drive spindle, while the read/write heads read
and write information and data on the disk surface.
Computer software and data is basically stored on the computer hard disks since they have
larger capacity compared to floppy disks.
OPTICAL DISKS
An optical disk is a removable disk on which data is written and read through the use of laser
beams; a high power laser beam is used to represent data by burning tiny pits into the surface
of a hard plastic disk. To read the data, a low-powered laser light scans the disk surface:
pitted areas are not reflected and are interpreted as 0 bits; smooth areas are reflected and
are interpreted as 1 bit.
Figure 24: Data on optical disks is written using a strong laser beam and read using a weaker laser beam.
Categories of optical disks
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CD – ROM disks – Compact Disk-Read Only Memory are the commonly used optical disks,
Read only means that once information has been written on the disk it cannot be changed.
They are mainly used in storage of computer programs, music, movies and other data files.
These disks are inserted in a CD-ROM drive.
CD-R – Compact Disk-Recordable is a CD format that allows users with a CD writer/ CD-R
drive to write data only once onto a new blank CD. Once data is written it cannot be changed.
A special CD writing software may be necessary when writing to a CD. e.g. Nero Burn
CD-RW Disks – Compact disks rewritable, are disks that allow the user to write and rewrite
data on the CD i.e. the disk can be used over and over again.
DVD/DVD ROM – This is a silvery, 5-inch optically readable digital disk that looks like an
audio compact disk but can store over 17 gigabytes, allowing greater data storage, studio
guilty video images, and theater-like surround sound.
Advantages of DVDs
i.) They have large storage capacity and a fast data transfer rate.
ii.) Better audio quality
iii.) They offer a better picture quality and video.
iv.) They are available in both Recordable and rewritable capabilities.
Flash disk
They consist of a circuitry that is enclosed in a plastic or metal casing; they are usually
connected to the computer using the USB port. Flash disks are small and convenient since
the can carry lots of data. They are mainly used in transferring information from one computer
to another they come in different capacities e.g. 1GB, 2GB and above.
Figure 25: Flash disks are very convenient due to their small size.
Tape storage
Magnetic tape is a thin plastic tape that has been magnetically coated for storing data as
magnetic spots. They are primarily used for backing up and archiving data. They are slightly
smaller than the music cassettes. They can store large quantities of data raging from 10 GB
to 70 GB. They are used with the tape drive.
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Figure 26: magnetic tapes.
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COMPUTER KEYBOARD
The computer keyboard is the basic input device that converts letters, numbers and other
characters into electrical signals that are machine-readable.
Figure 27:The keyboard is the primary input device, the figure above shows the common layout of a keyboard.
Standard typing keys
Typing keys are the familiar QWERTY arrangement of letters, numbers and punctuation keys.
QWERTY refers to the alphabet keys in the top left row on a standard typewriter keyboard.
Cursor movement keys

The cursor also called the insertion point, is the symbol on the display screen that shows
where data may be entered next. The cursor-movement keys, or arrow keys, are used to
move the cursor around the text on the screen. These keys move the cursor left, right, up, or
down. The keys labeled PgUp stands for Page Up, and the key labeled PgDn stands for Page
Down. These keys move the cursor the equivalent of one page or one screen at a time up
(towards the beginning of the document) or down (towards the end of the document).
Numeric Keys
On a standard 101/102 key board, a separate set of keys, 0 through 9 known as the numeric
keypad, is laid out like the keys on a calculator. The numeric keypad has two purposes;
Figure 28: The numeric keypad

i.) When the Num Lock key is on the keys may be used to manipulate numbers as on a
calculator.
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ii.) When the Num Lock key is off the numeric keys may be used as cursor movement
keys.
Function Keys
The function keys are labeled with an F and a number, such as F1 and F2. They are used for
issuing commands not typing in characters. The purpose of each function key is defined by
the software you are using. For example in one program pressing F2 may print your
document while in another program it may save the document to the disk. Desktop
microcomputers basically have 12 function keys while portable computers have 10.
Figure 29: Function keys are labeled from F1 - F12
Special keyboard keys

Enter key – You can press the Enter to tell the computer to carry out a task. In a word
processing this key starts a new paragraph.
Backspace key – You can press Backspace to erase the character to the left of the cursor.
Delete key – You can press Delete to erase the character to the right of the cursor.
Num Lock key – You can switch it on to enter numerical data and perform calculations, You
can switch it off to use the numeric keys as cursor movement keys.
Application key – You can press the Application key to quickly get a shortcut menu for an
item on your screen.
Spacebar – You can press the Spacebar to insert a blank space.
Tab Key – Adds a group of space between words or moves to different section in a form or
spreadsheet.
Windows key – You can press the Windows key to quickly display the Start menu when
working in a windows operating system.
Ctrl key – You can use the Ctrl key in combination with another key to perform a specific task
e.g. Ctrl+C = Copy, Ctrl + X = Cut, Ctrl + V = Paste, Ctrl + P = Print etc.
Alt key – This is also a combination key and has to be combined with other keys to perform a
task e.g. Alt + Ctrl + Del to restart the computer, Alt + F4 to exit from a window.
Shift key – This a combination key that produces the uppercase/capital letter of a character,
it is also used when typing in special character such as !@#$%^&*()_+|}{“:>?<.
Caps Lock Key – This key lets you enter text in uppercase or lower case, it has an indicator
light at the top right side of the keyboard; when the light is on typed characters appear in
upper case.
Escape key – You can press the Esc key to quit a task you are performing or when exiting
from a menu selection.
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Num Lock key – This key switches the numbers in the numeric key pad on or off. When it is
on you can type in numbers and perform calculations, when off the numeric key pad acts as
cursor movement keys.
Computer ergonomics
Ergonomics is the study of physical relationships between people and their work environment.
Keyboard manufacturers as result of ergonomic studies have developed ergonomically sound
keyboards to help prevent injuries to the computer users.
Figure 30: An ergonomic keyboard is built to help reduce straining the hands...
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Figure 31: An ergonomic working environment for a computer user.
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MOUSE TECHNIQUES
The mouse is a pointing device that is rolled on the desk surface, to direct a pointer on the
computer screen. The mouse pointer is the symbol that indicates the position of the mouse
on the display screen. The pointer changes from an arrow to an I-beam depending on the
task that you are currently performing.
If you click the mouse button when the I-beam is positioned within text, a cursor which is a
blinking vertical line appears, the cursor indicated where text will appear when typed.
Different kinds of mouse come in different colours and shapes, some may have two to four
buttons or even a wheel. They are usually connected to the computer motherboard using a
cable but we also have wireless/cordless ones which are battery powered and use a receiver
hooked on the motherboard.
Some brands of mouse such as the Microsoft intellimouse, have a wheel between the left and
right mouse button with which one can scroll through the contents of a file.
Figure 32: A mouse
Mouse operation Description

Point Move the pointer to the desired spot on the screen, such as
over a button or a word
Click Press and release the left mouse button once. A click often
selects an item on the screen.
Double-click Press and release the left mouse button twice in rapid
successions. A double click will open a document or
program.
Drag Press and hold the left mouse button while moving to a
different location.
Drop Release the mouse button after dragging. Dragging and
dropping is and easy way of moving items on the screen.
Right-click Press and release the right mouse button once, in windows
programs, this brings up a pop-up menu with options for the
clicked item.
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Triple-click Press the left mouse button thrice in rapid successions; in a
word processor this will select an entire paragraph.
Right-drag Drag with the right mouse button, right dragging an item will
prompt you to copy, move or create a shortcut.
Marquee-select Dragging the left mouse button within a given range,
marquee select is used for multiple selection of items.
Note: If you are left-handed, you can switch the functions of the left and right mouse buttons
to make the mouse easier to use.
COMPUTER NETWORKS
A computer network is an interconnection of two or more computers to facilitate exchange of
information and sharing of expensive equipments such as printers, fax machines etc.
Types of computer networks
Wide Area Network (WAN)
A wide area network is a communication network that connects computers within a large
geographical area, such as a state or country.
Figure 33: A wide area network connects several LAN

Metropolitan Area Network (MAN)
A metropolitan area network is a communication network that connects computers within
geographic area the size of a city or suburb.
Figure 34:MAN may connect different branches in an organization
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Local Area Network (LAN)
A local area network is a privately owned communication network connecting computers
within a small geographic area, perhaps an office, within a building, or buildings close to each
others such as a college campus.
Figure 35: LAN connects computers within a small geographical area
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COMPUTER SOFTWARE
Definition: Computer software is the logic that guides the computer hardware when
performing a task.
A computer has not intelligence of its own and must be supplied with instructions that tell it
what to do and how to do it. Software is made up of groups of related programs written in a
specific code called a programming language and based on the computers language of 0s
and 1s. Software acquired to perform a general business function is called a software
package. Software are generally created by professional software programmers and come in
CD-ROM, Disk, or online.
Figure 36: software may come in CD or DVD

Software can generally be grouped into
1.) System software
2.) Application software
System software
System software is software designed to allow the computer to manage its own resources
and run the hardware and basic operations. It lets the CPU communicate with the keyboard,
the screen, the printer and the disk drive.
Examples of Operating Systems include, DOS and Windows 3x , Windows 95/98, Windows
NT/2000, Window XP, OS/2 Warp, UNIX, Linux, Mac OS, Netware etc.
Functions of the operating system

1. Memory allocation and loading of programs
2. It manages the computer resources
3. It performs input output controls
4. Provides scheduling and accounting
Application software
Application software is the software that is designed to meet the users specific needs. It
performs tasks to directly benefit the user and increase their productivity and creativity.
Applications software come in four categories;
30
1.) Basic productivity software – Most of the common applications software packages
used today are productivity software, their purpose is the make the user more
productive when performing general tasks e.g. Word-processing, spreadsheets,
personal finance, presentation graphics, database managements, integrated and web
browsing applications.
2.) Specialty tools – This is software designed for application is particular occupation and
businesses. examples include, desktop publishing, project management, Computer
Aided Designing and Computer Aided Manufacturing (CAD/CAM) drawing and
painting, multimedia authoring software etc.
3.) Entertainment software – this includes computer games.
4.) Educational reference software – This are electronic research and training materials
e.g. Encyclopedias, Phone books, Library searches, bible software etc.
Productivity software
Word processing
Word processing software allows you to use computers to create, edit, store and print
documents. you can easily insert, delete, and move words, sentences and paragraphs.
Examples of word-processing programs include, Microsoft word, Word perfect etc.
Spreadsheet software
An electronic spreadsheet is grid of columns and rows that allows the users to enter details
and financial schedules and later perform calculations on the entered data. A spreadsheet
document is called a worksheet, and several worksheets make up a workbook. Examples of
spreadsheet programs include, Microsoft Excel and Lotus 1-2-3
Database Management system software

A database is a collection of data stored electronically in a computer system. Database
management system is a program that controls the structure of a database and access to the
data. Today the principal database programs are Microsoft Access, FoxPro, Oracle, Claris
Filemaker Pro. etc.
Personal finance software

Personal finance software lets you keep track of income and expenses, write checks, and
plan financial goals. Examples include Quicken, Microsoft Money, Win Check etc.
Group ware
Groupware is software that is used on a network and serves a group of users working
together on the same project. Groupware improves productivity by keeping members
continually aware of what their colleagues thinking and doing. Examples include Lotus note
and MS outlook.
Integrated Software and Software Suites
Integrated software packages combine features of several application programs such as
Word-processing, Spreadsheets, Databases, Graphics and communications into one software
package. Examples include Apple Works, Claris Works, Lotus Works, Microsoft Works and
Perfect Works.
Software suites are simply the primary applications that are bundled and sold together
31
Presentation graphics
Presentation graphics are some of presentation software, which uses graphics and data to
make a presentation to others e.g. clients, supervisors etc. presentations may make use of
some analytical graphics such as charts, and include animations. Such programs include
Microsoft PowerPoint, Aldus Persuasion, Lotus freelance graphics, SPC Havard Graphics etc.
Web browsers
A web browser is a software that enables you to move between different websites. You can
move from page to page by clicking a hyperlink, which is either underlined text or a graphic or
by typing in the address of a web page.
Examples include, Netscape Navigator, Microsoft Internet Explorer etc.
Introduction to computers
Revision Questions
Introduction to computers
1.) Define the term computer in simple terms
2.) What are the major components of a computer system?
3.) List TEN advantages that may be realized by the use of computers in the modern society.
4.) Give 8 disadvantages of computers
5.) List and describe 6 types of computers used today.
6.) List and explain the types of computers that are in use today.
7.) What does the term hardware mean?, cite some common examples of computer hardware.
8.) Draw a well-labeled diagram showing the different components of computer hardware.
9.) List down TEN types of computer input devices that you know.
10.) List four types of optical disks that are used with computers.
11.) What do the initials RAM stand for?
12.) Give TWO characteristics of Random Access Memory
13.) Name FOUR types of computer storage devices that may be used to store data in a computer.
14.) Draw a well-labeled diagram the different computer hardware components.
15.) Give two types of operating systems used on smartphones
16.) Define an output device and cite FIVE examples of output devices.
17.) The keyboard keys are basically categorized into four groups, which are they?
18.) Some keys on a computer keyboard are referred to as special keys, give an example of SIX such keys and explain
their functions.
19.) Differentiate between the following mouse operations;
a.) Pointing and clicking
b.) Scrolling and auto scrolling
c.) Dragging and dropping
d.) Double clicking and triple clicking
e.) Right clicking and right dragging
20.) What do you understand by the term computer network?
21.) Differentiate between a Local Area Network and a Wide Area Network.
22.) What is meant by the term ergonomics?
23.) Computer software is divided into TWO categories, which are they?
24.) Which other names can be used to identify a computer monitor?
25.) Give three examples of software used as word processors.
26.) Explain the meaning of the following terms citing examples of programs that fall under them;
a.) Word processors
32
b.) Spreadsheet programs
c.) Database management systems
d.) Web browsers
e.) Software suites
27.) What is an operating system?, list examples of operating systems that you know.
28.) What is a Smartphone?
29.) State FOUR internal components of a computer hard disk
30.) Explain the following units of measurements as used in computer storage;
a.) Bit
b.) Byte
c.) Kilobyte
d.) Megabyte
e.) Gigabyte
d.) Terabyte
PAST EXAM PAPERS

(PLEASE TURN OVER)
33
EXAM DURATION - 2HRS
EXAM CODE – CCP01
INSTRUCTIONS TO THE CANDIDATE

1.) The paper contains theory questions [50 MARKS]
2.) Answer all the questions in the exam booklet
3.) Pay attention to marks allocated to each question
4.) Marks are enclosed in square brackets [ ]
5.) After you finish your examination, put your answer sheet, question sheet together,
and hand them over to the invigilator.
6.) The examination is out of 100% marks
34
Introduction 50 Marks
1.) Differentiate between the following terms;

a. Hardware
b. Software
c. ICT
d. Desktop computer
e. Laptop computer
f. Smart phone [6 marks]
2.) What do the following Abbreviations stand for?
a. RAM
b. CPU
c. CD – ROM
d. DVD. [8 marks]
3.) Identify and give short descriptions of the parts of a computer shown below.
[14 marks]
4.) Describe the following computer ports

a. USB port
b. Network port. [4 marks]
5.) Give two factors that can affect the performance and speed of a computer. [2 marks]
6.) Which device can be used as both an Input and Output device? [4 marks]
7.) What is the meaning of Application software? [2 marks]
8.) Describe the term E-Commerce. [2 marks]
9.) List and describe 4 output devices that you know. [4 marks]
10.) What is the difference between a File and a Folder? [4 marks]
…[End of Exam]…
35
EXAM CODE – CCP02

7.) The paper contains theory questions[50 MARKS]
11.) After you finish your examination, put your answer sheet, question sheet
together, and hand them over to the invigilator.
36
Introduction 50 Marks

a. Central Processing Unit
b. File
c. Folder
d. Personal Digital Assistant
e. USB Flash Drive
f. Tracker ball [6 marks]
12.) What do the following Abbreviations stand for?
a. GHZ
b. MHZ
c. GB
d. MB. [8 marks]
13.) Identify and give short descriptions the following hardware devices.
[14 marks]
14.) Describe the following computer ports

a. Firewire port
b. Network port. [4 marks]
15.) Describe the two types of Visual Display Unit technologies. [2 marks]
16.) Differentiate between an inkjet printer and a laser printer. [4 marks]
17.) List two devices that perform both input and output functions. [2 marks]
18.) Describe the term Virus. [2 marks]
19.) List and describe 4 input devices that you know.[4 marks]
20.) What is computer software?[4 marks]
…[End of Exam]…
37
MICROSOFT WINDOWS
OBJECTIVE: Enhance a student’s capability to work with Windows operating system and its related
Software and to manage the computer’s resources by setting user preferences.
TOPIC TOPICS TO BE COVERED STUDENT REMARKS

 Starting and shutting down a computer
TOPIC 1  Determining your Windows version
 Parts of a computer desktop, The icons, The desktop and, The
task bar
 Working on your windows desktop i.e.
o Creating folders, subfolders, dragging icons across
the desktop shortcuts, arranging icons, viewing the
contents of your diskette.
 Definition of a Window
TOPIC 2  Opening a Window from your desktop
 Parts of a window: Sizing and moving a Window
 Using the window control buttons and commands
 Identify windows elements such as the Startup menu, Dialogue
 boxes, List boxes, Combo boxes and Dropdown menus
Using Window based Programs such as;
TOPIC 3  Paint; – Using different tools in paint
o Selecting and moving objects
o Saving your picture in your diskette
o Opening a saved picture from your diskette
 Using Notebook/WordPad to write textual data
TOPIC 4  Using the shortcut keys in editing text
 Saving your document in your diskette
 Opening a saved file from your diskette
 Using the Windows Calculator
 Setting your computer clock
TOPIC 5  Setting your computer date
 Selecting a time zone
 Changing your taskbar options; Setting it on top of open
windows, Auto hiding the task bar, Showing small and large
icons on the startup menu, Showing and un showing the clock.
Changing your computers background i.e. tile and center
TOPIC 6  Creating your own wall paper in Paint program
 Setting a screen saver and its timing
 Setting your Windows appearance
Keyboard settings:
TOPIC 7  Repeat delay,
 Repeat rate
 Changing the keyboard language
Mouse settings:
 Changing from left hand user to right hand user
 Adjusting the double click speed (Testing)
 Changing your mouse pointer
 Adjusting motion;
 Pointer speed and Pointer trail
Find command
TOPIC 8  To find a file or a folder using its name
 To find a file or a folder using its contents
 To find a file or a folder by date last modified
Changing the regional settings
TOPIC 9  Language,
 Numbers,
 Currency,
 Time display;
 24hr clock and 12hr clock,
 Date display.
Efficiency in using Windows help
TOPIC 10  Starting up help
 Using the contents feature
 Using the index feature
 Using the find feature
 Using the “what is this” feature
38
STEP BY STEP PROCEDURES
MICROSOFT WINDOWS
OBJECTIVES: By the end of this course, the learners should be able to:
i. Switch the computer on and off using the proper procedure
ii. Identify windows elements and work in windows environment
iii. Change settings of different computer resources e.g. keyboard, mouse, monitor etc.
iv. Search for different types of files in the computer
v. Save and retrieve files from folders and other storage devices
vi. Use the Windows help facility
TOPIC LEARNING ACTIVITIES (PRACTICAL APPROACH)
TOPIC ONE Starting and shutting down a computer
Definition of terms i.) Switch on the wall switches and the UPS
Graphical User Interface ii.) Press the power button of the system unit and the monitor
(GUI) – A computer Determining your Windows version
program that allows the i.) Double click My Computer Icon
user to work with visual iii.) Click on the Help menu
elements such as icons, iv.) Click About windows
v.) Details of the Windows version are displayed.
buttons, and menu bars. Parts of a computer desktop
Windows is a good Desktop-The screen area where different activities can be undertaken
example of a GUI.
Icon – Graphical Images that represent programs, file or folders
Folder - A container for Taskbar-A Continuous bar usually located at the bottom of the screen and
programs and files in contains the start button, clock and any running program.
graphical user interfaces,
Creating folders
symbolized on the screen
Right click on a blank area on the desktop
by a graphical image (icon)
Point on New
of a file folder. A folder is
Click Folder and type the folder name.
a means of organizing
Press Enter
programs and documents
on a disk and can hold Creating a Subfolders
both files and additional Double click to open a folder
folders. Click on file menu and select New folder
Type subfolder name and press Enter
Icon - A small image Dragging icons across the desktop
displayed on the screen Point on a folder or file
to represent an object Hold down the left mouse button and move
that can be manipulated Release mouse button to drop
by the user. Icons serve
Creating a shortcuts
as visual mnemonics
and allow the user to Right click a file or a folder
control certain computer Click Create Shortcut
actions without having Arranging icons
to remember commands Right click the desktop
or type them at the Point on arrange
keyboard. i.) Choose an arrangement style
Desktop - The on-screen
ii.) Double click My Computer icon
work area on which Viewing the contents of your diskette.
windows, icons, menus, i.) Insert the diskette in drive A
and dialog boxes appear. ii.) Double click the 3 ½ Floppy icon
iii.) The contents of the floppy disk are displayed in a window.
TOPIC 2 Opening a window from the desktop
Definition of terms Method 1. Double click a file or a folder
Window-A portion of the Method 2. Right click a file or folder then click open
screen where programs Method 3. Single click a file or folder then press the enter keys.
and processes can be run. Parts of a window
You can open several -Title bar -Menu bar
windows at the same -Standard toolbar -Formatting toolbar
time. Windows can be -Vertical and horizontal ruler -Insertion point
closed, resized, moved, -Document window -Vertical and horizontal scroll bars
minimized to a button on -Office assistant -View buttons
the taskbar, or maximized -Status bar -Control box
to take up the whole -Control buttons
screen. Sizing a window by
Dialog box - A Method 1. by dragging
secondary window that i.) Position the pointer on the window border
contains buttons and ii.) The pointer turns into a resize handle
various kinds of options iii.) Drag and release the mouse button
through which you can Method 2. Using keyboard
carry out a particular i.) Click on the control box
command or task. ii.) Select Size
List box – A control iii.) Use the arrow keys to size the window.
that holds a list of Moving a window
values. Method 1. By dragging
Check box – A control i.) Point on the title bar
that used to indicate a ii.) Drag to a different position
value that may be true iii.) Release the mouse button to drop the window
or false Method 2. By Using the keyboard
Option button – a i.) Click on the control box
control that is used to ii.) Select the Move command
indicate an option that iii.) Use arrow keys to move the window.
may be true or false. Using the window control buttons
Command button – A
control used to activate i.) Maximize - Click the Maximize button (at the right of the title bar), or
a procedure. press ALT+SPACEBAR and then pressing X.
Text box – A control for ii.) Minimize – Click the Minimize button (at the right of the title bar), or press
data entry: its value can
ALT+SPACEBAR and the press N.
be entered and changed
by the user. ii.) Restore – Click on the restore button (
Tool bar – a group of iv) Close – Click on the close button (at the right of the title bar), or press
buttons beneath the ALT+F4
menu bar; used as Combo box – A control that is a combination of a list box and a text box.
shortcuts for menu Maximize - To enlarge a window to its largest size. Maximizing an application
commands. window causes it to fill the screen.
Menu – A list of Minimize – To shrink a window to its minimum size. Minimizing an
choices; it displays application window reduces it to a button on the Windows taskbar.
available commands in a Restore – Return a window to its original size after it has been maximized
list e.g. a dropdown list. or minimized.
Message box – A dialog Close – Exit from a window
box displaying a Window Elements
message for the user, it Start up Menu – The menu displayed when you click the start button.
requires the users
response.
TOPIC THREE Using the paint program

i) Click on the start button
ii) Click the run command
iii) Type MSPAINT then click OK
iv) The Paint program opens
v) Select a tool on the tool box the drag to obtain the tool effects
vi) You can choose different colours from the colour pallet
Saving an image/picture
i.) Click on the File menu
ii.) Select Save
iii.) Chose a location to save the file e.g. 3 ½ Floppy Diskette
iv.) Type the file name the click the Save button.
Opening an image/picture
i.) Click on the File menu
ii.) Select Open command
iii.) Choose the location of the file
vii) Click on the file then click Open button. For further help on using the
paint program click on the help menu and use the help search to get
information.
TOPIC FOUR Using WordPad
i.) Click on the Start button
ii.) Click on the Run command
iii.) Type WORDPAD then click ok
iv.) Type text in the typing area provided
v.) Highlight text and apply preferred formatting
iv.)
Using the calculator
i.) Click on the Start button
ii.) Click the Run command
iii.) Type the word Calc the click OK
iv.) Use the keyboard numeric key and mathematical operators to
perform calculations.
v.) You can also enter figures and mathematical operators by clicking
using the mouse.
vi.) To get assistance on a given item on the calculator, right click then on
the item then click “What’s this”. A short description is displayed
TOPIC FIVE Setting the computer clock & Date
Definition of terms i.) Right click on the clock on the taskbar
Lock the task bar - Locks ii.) Select Adjust Date/Time
the taskbar at its current iii.) Select the month, day and year
iv.) To set time Click in the Hour, Min, Sec and AM/PM area the click the
position on the desktop so
spin buttons to change time.
that it cannot be moved v.) To set the Time zone, click on the Time zone tab and select an
to a new location and also appropriate time zone from the list.
locks the size and position vi.) Click OK to apply the settings.
N/B: Right click on an item then click “What’s this” to get a description of the
of any toolbar displayed
item.
on the taskbar so that it
cannot be changed. Changing the taskbar options
i.) Right click on a blank area of he taskbar
Hide task bar - Hides the
ii.) Click Properties
taskbar. To redisplay the iii.) Click on the check boxes to Lock, Autohide, Show clock, Group similar
taskbar, point to the area icons etc.
of your screen where the iv.) Click OK to save the changes
taskbar is located. N/B: Right click on an item then click “What’s this” to get a description of the
item.
TOPIC SIX Changing the display setting

Screen saver – is a feature Changing the background
that displays moving i. Right click on the desktop
images that prevent ii. Click on properties command
iii. Click on the Desktop tab
damage to your screen.
iv. Under the list of background pictures select a picture
The screen saver starts v. Click OK to save the changes
automatically if your N/B: You can click on the browse button and search for a picture to use as the
computer is idle for a background.
specified amount of time. Setting a screen saver
Hyperlink - Coloured and i. Right click on the desktop
underlined text or a ii. Click on properties command
graphic that you click to iii. Click on the Screen saver tab
go to a file, a location in a iv. In the screen savers list choose a screen saver e.g. 3D Text
v. Click on the settings button to make adjustments to the screen saver
file, an HTML page on the
vi. Set the Idle time then preview the screen saver
World Wide Web etc. vii. Click OK to save the settings.
Changing appearance
i.) Right click on the desktop
ii.) Click on properties command
iii.) Click on the Appearance tab
iv.) Select Classic style under windows and buttons area
v.) Choose a colour scheme e.g. Pumpkin, Rose etc.
vi.) Choose a font size
vii.) Click OK to apply the settings
TOPIC SEVEN Changing the Keyboard settings
Definition of terms i.) Click on the Start button
Repeat delay - Adjusts the ii.) Click Control panel
amount of time that iii.) In the control panel window double click the Keyboard icon
iv.) Make adjustments as follows;
elapses before a character
a.) To change the repeat delay, drag the slider.
begins to repeat when you b.) To change the cursor blink rate, drag the slider.
hold down a key. c.) To change the repeat rate, drag the slider.
Repeat rate - Adjusts the d.) To prevent the cursor from blinking, drag the slider to the left end of the
speed at which a bar.
v.) Click OK to save the changes.
character repeats when Changing the Mouse settings
you hold down a key. i) Click on the start button
Cursor blink rate - Adjusts ii) Click on the control panel
the speed at which the iii) Double click the mouse icon
iv) Click the buttons tab;
cursor (or insertion point)
a.) Clear the check box if you are right-handed
blinks. and the left mouse button is the one you use
most often.
b.) Select the check box if you are left-handed
and use the right mouse button most often.
c.) The picture at the right indicates the selected
primary mouse button.
v) Click the Pointers tab;
a.) Select a pointer scheme, which is a list of
predefined sets of mouse pointers you can
use.
b.) Each pointer shape is a visual cue that
indicates what the operating system is doing
or what you can do in various situations.
vi) Click on the pointer options tab;
a.) Drag the slider to adjust pointer speed
b.) Click the check boxes to set options such as,
Enhance pointer precision, Move pointer to
default button, Display pointer trails, Hide
pointer while typing or show pointer location
when you press Ctrl key.
c.) Drag the visibility slider to adjust pointer trails
vii) Click the wheel tab to adjust the wheel scroll settings
viii) Click OK to save the settings
TOPIC EIGHT Searching for files and folders
Definition of terms a. Click on the Start button
wildcard character - A b. Click on the search command
keyboard character that c. Select a search category e.g. pictures and video
d. Type the name or part of the name
can be used to represent
e. Click the Search button.
one or many characters
when conducting a search.
The question mark (?)
represents a single
character, and the asterisk
(*) represents one or
more characters.
TOPIC NINE Changing the Regional and Language options

i.) Click on the start button
ii.) Click on the control panel
iii.) Double click the Regional and language options button
iv.) Under the Regional Options tab select how you want programs to
display dates, times, currency, and numbers. Select the locale to
control how these items are displayed. An example of the formatting
for the current selection is shown under Samples.
v.) Click the Customize button to change individual settings. For example,
you can change how the date is displayed in short or long format.
vi.) To change the keyboard language, Click on the Languages tab then
click the details button
vii.) Select one of the installed input languages to use when you start your
computer
viii.) Click OK to save the settings
TOPIC TEN Using Windows XP help
Definition of terms i.) Click on the Start button
Context sensitive help – ii.) Select Help and Support
Use of the F1 function key iii.) Click on a hyperlinked topic to view contents
iv.) Type a phrase or word in the search area then click Start searching
to direct access to the
button.
topic relating to an open v.) Windows will search and display available topics
dialog box. vi.) Click on a related topic to view contents
Using the Index
i.) On the toolbar click Index
ii.) Type a keyword e.g. time
iii.) Click start search button to search for the topics
iv.) Click on a topic to view its contents.
Using the “What’s this” feature
i.) Open a dialog box
ii.) Right click on an item e.g. a button
iii.) Click the “What’s this” button that appears
iv.) You can also click on the question mark on the top right of a dialog
box.
v.) The pointer turns in to a question mark pointer
vi.) Click on an item to get a short description of the item.
Microsoft Windows
Revision Questions
1) Explain the procedure of starting and shutting down a computer.
2) The desktop is the working area on your screen, name the THREE main components of a computer desktop.
3) Give short definition of the following terms;
a) Task bar
b) Icons
4) Explain how you can create folders and subfolder on your desktop
5) What is the importance of shortcut and how can they be created from the desktop?
6) Moving icons across the desktop while holding the left mouse button is known as .
7) List down TEN types of wallpapers that you can use on your computer background.
8) State FIVE categories you can use when arranging icons on the desktop.
9) Outline the procedure followed when changing your computer background.
10) What is a window?
11) How can you determine the Windows version in your computer?
12) State EIGHT parts of a window.
13) Explain the function of the following window buttons.
a) Maximize button
b) Minimize button
c) Close button
d) Restore button
14) State TWO methods you can use when moving a window.
15) State FOUR methods you can use when shutting down a window.
16) How can you start up Windows help?
17) List down FIVE keyboard key combination you may use as short cuts to enter commands into your computer.
18) How can you obtain a short cut menu when working in a window.
19) Dialogue boxes enable the user to communicate with the computer. Name FOUR dialogue boxes your may come
across when working in a windows environment.
20) Explain different methods of starting Windows application/programs.
21) How can you arrange open widows on your computer desktop.
22) Windows operating system has a unique capability known as multitasking or multiprogramming, what does this
mean?
23) State FOUR settings you can apply to the taskbar and the startup menu.
24) How can your determine the space available on your computer disk?
25) What is meant by disk formatting and how can you format a diskette?
26) What is the main purpose of using scandisk?
27) Explain the procedure of changing your mouse from a right-hand user to a left-hand user.
28) How can you adjust the double click speed of your mouse?
29) A screensaver protects your screen from getting damaged due to burning-in. Explain the procedure of setting up a
screen save and list down FIVE types of screen savers present in your computer.
30) Which procedure will you follow when adjusting your computer time and date?
31) Assume that you have transferred your computer from Kenya to Casablanca, how can you adjust the time zone and
other regional settings such as Number, Currency and Date?
32) Which procedure is followed when starting the Calculator accessory?
33) When is it necessary to use the find/search feature?
34) How can you activate the “what is this” feature?
35) Why is it important to save your Bitmap picture or your Wordpad documents in your flash disk or hard disk?
PRACTICALS
TASK ONE
1) Create a folder on the desktop using your name as the folder name, Create two subfolders in your folder and name
them My pictures and My documents respectively (on the desktop).
2) Open the Paint program and draw a diagram that has the following pictures.
a. A house
b. A car
c. Clouds
d. Trees
e. Birds
f. A cow
g. A tarmac road
h. Hills
Save your picture in My Pictures folder in your desktop as My Homestead.
Set the picture as wallpaper centered on your desktop.
TASK TWO
Assume that you are one of the candidates in class 8 in Machakos Primary School taking the K.C.P.E. examination in
English composition. Open the word pad program in Windows Accessories and type down the composition.
The title of the composition should be “THE DAY I WILL NEVER FORGET” Please let it be a true story. Your composition
should be at least 3 paragraphs.
Save your composition in your folder on the desktop.
TASK THREE
Draft the following table in your book and analyze your computer as required.
SPECIFICATION FINDINGS
Total hard disk capacity C:
Used space of hard disk
Free space of hard disk
Total capacity of my flash disk
Used capacity of my flash disk
Free space of my flash disk
Windows version in my computer
RAM (Random Access Memory)
TASK FOUR
Your are required to type down the following Bible passage in Wordpad and perform the tasks that follow;
POOR JUDGEMENT
Proverbs 7:6-27 – At the window of my house I looked out through the lattice. I saw among the simple, I
noticed among the young men, a youth who lacked judgement. He was going down the street near her
corner, walking along in the direction of her house at twilight, as the day was fading, as the dark of night
set in.
Then out came a woman to meet him, dressed like a prostitute and with crafty intent. (She is loud and
defiant, her feet never stay at home; now in the street, now in the squares, at every corner she lurks.)
She took hold of him and kissed him and with a brazen face she said: “I have fellowship offerings at home
today I fulfilled my vows. So I came out to meet you; I looked for your and have found you! I have covered
my bed with coloured linens from Egypt. I have perfumed my bed with myrrh, aloes and cinnamon.
Come, let‟ s drink deep of love till morning; let‟ s enjoy ourselves with love! My husband is not at home; hehas
gone on a long journey. He took his purse filled with money and will not be home till full moon.”
With persuasive words she led him astray; she seduced him with smooth talk. All at once he followed her
like an ox going to the slaughter, like a deer stepping into a trap, little knowing it will cost him his life.
Now then, my sons, listen to me; pay attention to what I say. Do not let your heart turn to her way or
stray into her paths. Many are the victims she has brought down; her slain are a mighty throng. Her house
is a highway to the grave, leading down to the chambers of death.
1) Center align the title of the passage and change it to colour red size 18
2) Change the body text to colour blue size 14, Comic Sans Ms font.
3) Format your title to BOLD and UNDERLINED
4) Italicize the body text
5) Save your work in My documents Subfolder on the desktop. Use Sin Kills as the file name.
PAST EXAM PAPERS

(PLEASE TURN OVER)
OPERATING SYSTEMS (MS WINDOWS)
EXAM CODE – CCP02

1.) The paper contains both Theory and Practical questions
Theory [50 Marks]
1.) Outline the procedure of Starting (Turning on) a Computer. [4 marks]
2.) Microsoft Windows is an operating system (OS). What do you understand by

Operating System? [4 marks]
3.) List TWO components that make up a Windows Desktop. [4 marks]
4.) What is the use of the following items found on the windows desktop;
a.
b. [4 marks]
5.) Outline the procedure of shutting down a non-responding program. [4 marks]
6.) Outline the procedure followed when switching off the computer. [4 marks]
7.) Computer clock is essential for proper timing of the functions of your computer;
outline the procedure to adjust Date & Time. [6 marks]
8.) List the steps followed when changing the Desktop Background. [8 marks]
9.) Write down the steps you would follow when setting a screen saver. [8 marks]
10.) List FOUR parts that makeup a window. [4 marks]

Practical [50 Marks]
Task 1: Create the following folder and subfolders on your computer desktop;
Task 2: Using the Word Pad program, type and format the following passage
appropriately then save it in the Laser Printer subfolder.
LASER PRINTER
A laser printer is a popular type of personal computer printer that uses a non-impact (keys don't
strike the paper), photocopier technology. When a document is sent to the printer, a laser beam
"draws" the document on a selenium-coated drum using electrical charges. After the drum is
charged, it is rolled in toner, a dry powder type of ink. The toner adheres to the charged image on
the drum. The toner is transferred onto a piece of paper and fused to the paper with heat and
pressure. After the document is printed, the electrical charge is removed from the drum and the
excess toner is collected. Most laser printers print only in monochrome. A color laser printer is up
to 10 times more expensive than a monochrome laser printer.
…[End of Exam]…
OPERATING SYSTEMS (MS WINDOWS)
EXAM CODE – CCP01(08/13)

Theory [50 Marks]
1.) MS Windows – is the most common operating system on personal computers. Define
an Operating System. [4 marks]
2.) Outline the procedure of changing the currency symbol in your operating system? [4
marks]
3.) What is file compression. [4 marks]
4.) List and describe four parts of a window. [4 marks]
5.) Computer clock is essential for proper timing of the functions of your computer;
outline the procedure to adjust Date & Time. [6 marks]
6.) Outline the steps followed in performing the following tasks
a. Minimizing (Collapsing) a window

b. Moving a window
c. Restoring a minimized window
d. Sizing a window. [8 marks]
7.) It is important to save your work from time to time whilst typing. When you save the
document for the first time, you need to give it a name. Outline the procedure of
saving a WordPad document. [8 marks]
8.) Differentiate between a folder and a subfolder and explain how they are created. [4
marks]
Task 1: Create a folder and name it My File Management.
Task 2: Using the Word Pad program, type and format the following passage
appropriately then save it in the File Management folder.
Organisation of Files & Folders
A computer program is made up of a collection of files. These files can be divided in

two categories:
1. Program files / Instruction files - written by computer programmers i.e.

manufacturers of software. Users are not really interested in the contents of
these files.
2. Data files / User files - written by you (the user) i.e. letters, memos, faxes,
databases, graphs etc.
The program files are automatically organised when the software is installed.
However you will need to organise the data files to ensure efficient day-to-day
use. This organisation becomes particularly important where a lot of data files
are present on the disk.
Imagine your computer as a ‘filing cabinet’ with a number of drawers. Each
drawer represents a disk-drive on your computer. The drawers are for the USB flash
disk, the hard disk, the CD-ROM or a disk on the network.
In an office, a single filing cabinet drawer usually contains a lot of

information organised in folders. Related information is usually stored in a
single folder. Diskdrives can have lots of folders. Each of these folders will
contain files having related information.
For example, you may wish to store all the data files related to your school work in
a single folder called ‘SCHOOL’. If a large number of data-files are present in
this ‘SCHOOL’ folder, you will find it more efficient to group some files together.
For example, you may wish to group all your data files related to English in a sub-
folder called ‘ENGLISH’ within the same folder ‘SCHOOL’. You will find it more
efficient if you create two sub-folders –‘LANGUAGE’ and ‘LITERATURE’ - within
‘ENGLISH’ to store language and literature documents in separate sub-folders.
Similarly you can do the same thing to store data files related to ‘IT’ and ‘MALTESE’
etc.
…[End of Exam]…
MICROSOFT WORD
TOPIC Brief outlines STUDENT REMARKS
TOPIC 1 Starting Ms Word
Exploring the Word window, Parts of a Word window
Creating a new document;
 Using a blank document
 Using a template
Saving a document and opening an already saved
document
Exiting from Ms Window
TOPIC 2 Formatting text in Word
 Bolding Italicizing, Underlining and colouring
 Using the format painter tool to copy a format
 Using the Cut, Copy, and Paste commands
 Changing a font type, font size
 Aligning text to the left, right, and center
TOPIC 3 Saving a document using the Automatic save feature
Undoing and redoing actions
Changing a document background
Applying different styles to text
TOPIC 4 Moving text by dragging
Spell checking your document;
 Using the right mouse button
 Using the spelling and grammar tool
Using the thesaurus feature to change vocabulary
TOPIC 5 Moving around a Word document;
 Using your mouse and scroll bar
 Using the keyboard
 Using the go to feature or the F5 key
Selecting text;
Using the select all command or Ctr + A keys
Moving between open Word documents using the
Windows menu
Arranging open documents
TOPIC 6 Changing cases
Applying drop caps
Applying bullets and numbering
Paragraph formatting and indenting
Applying shadows and borders around text and pages
TOPIC 7 Inserting headers and footers in your document
Inserting date and time, Auto text, and symbols
Inserting comments and footnotes
Inserting pictures and word arts
Drawing in Ms Word
TOPIC 8 Using the find and replace feature
Using the word count feature
Working with columns; Creating newspaper columns
Protecting and un protecting a document using
password
TOPIC 9 Inserting tables;
Splitting cells
Distributing rows and columns evenly
Changing text direction and sorting in tables
Automatically formatting your tables
Adding up numbers in tables
TOPIC 10 Envelopes and labels
Using the mail-merge feature
Efficiency in using Ms Word help
TERMS LEARNING ACTIVITES (PRACTICAL APPROACH)

TOPIC ONE Starting Ms Word
Definition of terms i.) Click on the start button
Microsoft word – is word ii.) Point on all Programs (Win xp)
processing software iii.) Select Microsoft office
iv.) Click on Microsoft word 2007
programmed designed to Exploring the word window (parts of the window)
make the creation of - Microsoft office button
professional documents - Quick access toolbar
fast and easy. - Title bar
Templates – a special - Ribbon
kind of document that - Ruler
provides the basic tools - Text area
- Vertical and horizontal scroll bars
and text for creating a
- Status bar
document. Getting help and assistance
i.) Click the help button on the far right side of the ribbon or press F1
ii.) Type your question on the word help
iii.) Click search
iv.) Select from the topic from the options
Creating a new blank document
i.) Click on the office button
ii.) Select New
iii.) On the New document dialogue box select Blank and recent
iv.) Select Blank document
v.) Click Create
Creating a new document from a template
ii.) Select New
iii.) On the New Document dialogue box select Installed Templates
iv.) Under Installed Templates select a template e.g. Equity Fax
v.) Click Create
vi.) Replace the text in the template with your preferred details
Saving a document
ii.) Select the Save command
iii.) Type the name of the file
iv.) Choose a location to save the file e.g. in my desktop
v.) Click Save
Opening a document
ii.) Select the Open command
iii.) Select the source of the document e.g. desktop
iv.) Click on the document
v.) Click the Open command button
Exiting from the ms word program
ii.) Select the Close command
TOPIC TWO
Definition of terms Formatting text
Format – the way text i.) Select the text to be formatted
appears on a page ii.) Click the home tab
Font – a name given to a iii.) On font group select the style, size , color, underline style e.t.c
collection of text
characters at a certain Using the format painter tool
weight, size and style. i.) Select the text containing the preferred style
ii.) Click on home tab
Font is also referred to as iii.) On clipboard group select format painter tool
typeface. Examples iv.) The pointer turns into a brush
include; Times New v.) Drag it over another potion of the text to transfer the style
Romans, Arial, Bookman
Old Style, Comic Sans Ms Cutting information into the clipboard
e.t.c i.) Select the information
Font style – refers to ii.) Click the home tab
whether text appear s as iii.) Go to clipboard group select cut
iv.) Click on a different section of your document
Bold, Italized or
v.) Select paste
underlined.
Clip board- a temporary
Text alignment
storage area for cut or
i.) Select the paragraph or text to be aligned
copied text and graphics. ii.) Click the home tab
Cut- to remove selected iii.) On paragraph group select alignment options e.g. left, right, center,
text or a graphic from a justify
document to the clipboard
so that it may be Line spacing
reinserted elsewhere in i.) Select the paragraph or text to be spaced
the document or in ii.) Click the home tab
another document. iii.) On paragraph group click line spacing
Copy- copies selected iv.) On the drop down menu select the preferred spacing
text or graphic into the
clipboard.
Paste- to insert cut or
copied text into a
document from the
clipboard
Alignment- the horizontal
position of text within a
line or between tab stops.
Words alignment option
are right, left, centered
and justified.
Line spacing- the height
of line of text often
measured in lines or
points.
TOPIC THREE Setting The Automatic Save Features
Definition of terms i.) Click on the office button
Automatic save- a ii.) Select the Save As command
feature that automatically iii.) Click on tool command on the bottom side of the Save As dialogue box
saves document changes iv.) Select Save options
in a temporary file at v.) Under the save auto recovery info area, type a time interval
vi.) Click Ok
specified intervals.
Undo an action
If power to the printer is
i.) On the quick access toolbar click on undo (Ctrl + Z)
interrupted the changes in
Redo an action
effect from last saved are
i.) On the quick access toolbar click on redo (Ctrl + Y)
retained.
Undo- it reverses the last Changing a document background
command. i.) Click on the page layout tab
Redo- reverses the action ii.) On the Page Background group
of the undo command. iii.) choose page color and select a color
Style- a group of iv.) You can get other fill effects by clicking on the fill effects options, e.g.
formatting instructions that gradient, patterns, patterns or picture.
Applying different styles
you name and store and
i.) Select text
are able to modify. When
ii.) On the Home tab Styles group, select a style from the group
you apply a style to a
selected character and
paragraphs all the
formatting instructions of
that style are applied at
once.
TOPIC FOUR Moving text by dragging
Thesaurus - a feature i.) Select text
that replaces a word or ii.) Position the pointer in the selected text
phrase in the document iii.) Drag and drop in different location
with a synonym, antonym N/B: You can hold down the Ctlr key to copy by dragging.
or related word. Using the right mouse key to check spelling
i.) Red zigzag underline indicates possible spelling mistakes
ii.) While green ones indicate possible grammar mistakes
iii.) Position the pointer in the zigzag underlined word
iv.) Right click and choose a suggestion e.g. the correct word, Add to
dictionary, the Ignore e.t.c
Using the spelling and grammar tool
i.) Click on the Review tab
ii.) On the Proofing group select Spelling and Grammar (F7)
iii.) Choose a suggested word then click change button
iv.) Click Add to Dictionary to add a word to the custom dictionary ignore to
ignore the rule e.t.c
N/B: after the correction a message appears indicating that spelling has
been completed.
Using the thesaurus feature
i.) Select a word in the document
ii.) Click on the Review tab
iii.) On the Proofing group select Thesaurus (Shift + F7)
iv.) On the right side choose a synonym or antonym
v.) Click replace
TOPIC FIVE Moving around a word document using the mouse
i.) Click on the scroll buttons to move up and down the document one line at
a time.
ii.) Drag the scroll box to move to a desired location.
iii.) Click a blank area within the scroll bar to move up and down one page at
a time.
iv.) Click on the twin arrows to move to the next or previous page.
v.) Turn the scroll wheel to move up and down the document
Moving around a document using the keyboard
i.) Press the home key to move the cursor to the start of the current line and
end key to move the cursor to the end of the line.
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ii.) Press page up to scroll up one screen at a time and page down to scroll
down one key at a time.
iii.) Press Ctrl + Home to move at the beginning of the document and Ctrl +End
to move at the end of the document
iv.) Press Ctrl + left or right mouse button to move one word at a time.
v.) Press up and down arrow keys to move the cursor up one line and down
one line at a time.
Using the F5 key (Ctrl + G)
i.) Press F5 key
ii.) Type the page you want to go to
iii.) Click Go To
Selecting text using the mouse
i.) Drag across text on a document to select
ii.) Click on the left margin to select an entire line
iii.) Double click within a word to select it
iv.) Triple click within a paragraph to select it
Selecting text using the keyboard
i.) Hold down the shift key
ii.) Press the cursor movement keys to select text
iii.) You can also press Ctrl + A to select the entire document
Moving between open word documents
i.) Click on View tab
ii.) On Window group select Switch Windows
iii.) Click on the document of interest
Arranging open word documents
i.) Click on the View tab
ii.) On Windows group select Arrange All
Topic Six Changing cases
Definition of terms i.) Select text
Sentence case – ii.) Click on the Home tab
capitalizes the first letter iii.) On the Font group select Change Case
of the first word in the iv.) Select an appropriate case
selected sentences. Applying drop cap
Lower case – changes all i.) Click on the Insert tab
ii.) On the Text group select drop cap
selected text to lowercase
iii.) Click on an appropriate drop cap
letters.
iv.) Go to Drop Cap Options to change font types, number of lines to drop,
Upper case – changes all
distance from the text e.t.c
selected text to capital Applying bullets and numbering
letters i.) Select a list of items
Title case – capitalizes ii.) On the Home tab on the Paragraph group select Bullets
the first letter of each iii.) To apply numbers select Numbering, then select appropriate number
word in the selection Paragraph formatting and indenting
Toggle case – capitalizes i.) Select the paragraph
all uppercase letters to ii.) On Home tab paragraph group click on the paragraph activator tool
lower case and vice iii.) Choose an option under the indentation e.g. first line under the special
versa. indentation
iv.) Choose the spacing between the paragraphs
v.) You can also change the spacing between line by choosing a line spacing
vi.) Click Ok to save the changes
Applying shadows and borders
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i.) Select text or paragraph
ii.) On Home tab the Paragraph group click on Bottom Border
iii.) Select Borders And Shadings option
iv.) Click Borders tab to apply borders around text
v.) Click on Page Border tab to apply a border around the page
vi.) Click Shadings tab to apply a shading or pattern around the selected text
vii.) Click Ok to save the changes
TOPIC SEVEN Inserting headers and footers
Header – the contents of i.) Open a document
the header will appear at ii.) Click on Insert tab
the top of each printed iii.) On the Header & Footer group click on header for header and footer for
page footer
Footer – the contents of iv.) select edit header
Inserting date and time
the footer will appear at
i.) Click on the Insert tab
the bottom of each printed
ii.) On the Text group Select date and time
page
iii.) Choose an appropriate date
iv.) Click Ok to save the changes
Inserting AutoText
ii.) On Text group select Quick Parts
iii.) Select the Field option
iv.) Select a field name e.g. author under field names
v.) Click Ok
Inserting symbols
i.) Click on the Insert menu
ii.) On the Symbols group select Symbol
iii.) Select an appropriate symbol
Inserting a comment
i.) Select a word
ii.) Click on the Review tab
iii.) On the Comments group select New Comments
iv.) Type your comment
Inserting Footnotes and End notes
i.) Select a word
ii.) Click on the Reference tab
iii.) On Footnotes group click either a Footnote or End Note option
Inserting clipart pictures
i.) Position the cursor where you want to insert the picture
ii.) Click on the Insert tab
iii.) On the illustrations group click Clip Art
iv.) Click Go
v.) Select the picture
vi.) Click Insert
Inserting word art
i.) Position the cursor where you want the word art to appear
ii.) Click the Insert tab
iii.) On the Text group select Word Art
iv.) Select an appropriate word art style then click Ok
v.) Type appropriate words
vi.) Click Ok
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Drawing in Ms Word
i.) Click the Insert tab
ii.) On Illustrations group select shapes
iii.) On shapes click on a tool and drag the mouse to draw
iv.) Select an object then on Format tab shapes styles select shape fill
v.) Select shape outline to shape the outline color
vi.) To apply 3D effect click the object then Format tab, on 3D Effects group
choose an appropriate 3D effect
vii.) To apply shadows click on the object then Format tab on Shadow Effects
group click on Shadows then choose an appropriate shadow
viii.)To rotate an object click the object then Format tab, on Arrange group
click rotate then select an appropriate degree to rotate the object
TOPIC EIGHT Using the find and replace feature
Password to open – the i.) Click on Home tab
document will open when ii.) On editing group select Replace option (Ctrl + H)
a user types the correct iii.) Under the Find What area type the word to be replaced
password. If you forget or iv.) Under the Replace With area type the word to replace with
lose the password you v.) Click Replace button or Replace All to replace all such words in the
cannot open a document. document.
Using the word count feature
Password to modify – if
i.) Ensure the document is open
you type a password to
ii.) Click on Review tab
modify in the document
iii.) On Proofing group select Word Count
the document opens for iv.) A message box appears displaying the statistics of your document.
editing. If you forget or v.) Click Close
lose the password the Applying newspaper columns
document will open as i.) Select text
read only. ii.) On the Page Layout select Columns
iii.) Select the number of columns
Protecting a document using password
i.) Click the Office button
ii.) Select Save Us
iii.) Click the Tools command at the bottom of the Save Us dialogue box
iv.) Select General Options
v.) Enter password to open and to modify
vi.) Re-enter password to confirm
vii.) Note that passwords are case sensitive
viii.)Click Ok then save the document
Unprotecting a document
ii.) Select Save Us
iii.) Click the Tools command at the bottom of the Save Us dialogue box
iv.) Select General Options
v.) Click on the password area and press backspace to delete
vi.) Click Ok to save the changes
TOPIC NINE Inserting tables
i.) Position the cursor where you want to insert the table
ii.) Click on Insert tab
iii.) Click Table
iv.) Select Insert Table
v.) Under the table size option indicate the number of required columns and
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rows
vi.) Click Ok
vii.) Enter details on the table
Splitting cell
i.) Click on a cell
ii.) Click on the Layout tab
iii.) On Merge group click Split Cell
iv.) In the dialogue box that appears indicate the number of columns and
rows
v.) Click Ok to split the cell
Merging cells
i.) Select multiple cells in a table
iii.) On Merge group click Merge Cells
iv.) Cells are merged into a single cell
Distributing rows and columns evenly
i.) Select rows and columns in the table
ii.) Click the Layout tab
iii.) On Cell Size group select Distribute Columns evenly for even sized
columns, select Distribute Rows evenly for even sized rows
Changing text direction in a table
i.) Select the row or column that contain the text
ii.) Click the Layout tab
iii.) On Alignment group click on Text Direction
Sorting entries in a table
i.) Select the cells containing the data
iii.) On Data group Click on Sort
Automatically formatting your table
i.) Select your table
ii.) Click on the Design tab
iii.) On Table Styles group click on the styles of the table
iv.) Scroll up and down to find a suitable format
Adding numbers in the table
i.) Select the cell to contain the answer preferably the cell under a the
numbers to be added
iii.) On Data group select formula
iv.) Click Ok to add
TOPIC TEN Envelopes and labels
i.) Click on Mailings tab
ii.) On Create group Select Envelopes
iii.) Click on the Envelopes tab
iv.) Enter the address of the recipient
v.) Enter details of the delivery address and the return address
vi.) Set appropriate envelope options e.g. size then click print button
vii.) To print labels click the Labels tab
viii.)Enter details of the labels
ix.) Set label option such as type of label and size
x.) Click Print to print the labels
Using the mail merge features
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i.) Open a new document
ii.) Type the common contents of the letter leaving out the details of the
recipient
iii.) Click on Mailings tab
iv.) On start Mail Merge click select recipients
v.) select Type A New List
vi.) fill in the blank entries of interest the click New Entry to go to the next
entry
vii.) click Ok button
viii.)type an appropriate name then click Save
ix.) on Write& Insert Fields group click the Address Block
x.) on the Preview Results group click Preview Results use the next and
previous buttons to scroll through your recipient addresses
MS WORD REVISION SCHEME

1.) Define the term MS Word and give two more examples of word-processing programs.
2.) What is a template and why is it necessary to use it while creating a new word document?
3.) Explain the procedure of starting and exiting from Microsoft Word.
4.) List TEN parts of a word window.
5.) Explain three methods you can use when creating a new blank Ms Word document.
6.) State three locations where you can save an Ms Word document.
7.) Explain the following text editing terms;
a) Copy
b) Cut
c) Paste
8.) Which keyboard key is held down when copying text by dragging?
9.) Write down the shortcut keys that may be used when performing the following tasks in Ms Word;
a) To bold text
b) To Italicize text
c) To underline text
d) To change the font size
e) To print a document
f) To save a document
10.) List four types of text alignments that you can apply on text.
11.) List FIVE types of font types commonly used in Ms Word.
12.) What is the importance of the undo command.
13.) Write down the procedure you would follow when changing a document background
14.) Olie Longo Manduli is a student in Tunaweza Computer College, when typing her document she realizes that some
words develop a red and green zigzag underline. Explain to her the reason why these underlining appear in her document
and how she can correct these.
15.) Explain the procedure of selecting/highlighting text using your keyboard.
16.) Explain the procedure followed when performing the following tasks;
a) Applying a drop-cap to the initial character.

b) Creating a document having three columns.
c) Indenting a paragraph.
d) Applying a page boarder.
e) Applying bullets to a list of items.
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a) Superscript and Subscript

b) Footnote and Endnote
c) Password to open and Password to modify
d) Splitting cells and Merging cells
18.) Explain the following cases as used in Ms Word.
a) Upper case
b) Lower case
c) Title case
d) Sentence case
e) Toggle case
19.) List two methods of opening the help window in Ms Word.

20.) What do you understand by the term mailmerge and what is the importance of using this feature.
TASK ONE
Using the skills you have acquired in the course of studying Microsoft word, type the following passage and
perform the tasks that follow;
N/B: You are free to consult the Instruct where necessary.
THE GENIUS OF TEMPTATION
We are never out of the reach of temptation. Both at home and abroad we are liable to meet with
allurements to evil; the morning opens with peril, and the shades of evening find us still in jeopardy. They
are well kept whom God keeps, but woe unto those who go forth into the world, or even dare to walk their
own house unarmed. Those who think themselves secure are more exposed to danger than any others. The
armour-bearer of Sin is Self-confidence.
David should have been engaged in fighting the Lord's battles, instead of which he tarried at Jerusalem,
and gave himself up to luxurious repose, for he arose from his bed at eventide. Idleness and luxury are
the devil's jackals, and find him abundant prey. In stagnant waters noxious creatures swarm, and
neglected soil soon yields a dense tangle of weeds and briars. Oh for the constraining love of Jesus to
keep us active and useful! When I see the King of Israel sluggishly leaving his couch at the close of the
day, and falling at once into temptation, let me take warning, and set holy watchfulness to guard the door.
Is it possible that the king had mounted his housetop for retirement and devotion? If so, what a caution is
given us to count no place, however secret, a sanctuary from sin! While our hearts are so like a tinder-box,
and sparks so plentiful, we had need use all diligence in all places to prevent a blaze. Satan can climb
housetops, and enter closets, and even if we could shut out that foul fiend, our own corruptions are enough
to work our ruin unless grace prevent. Reader, beware of evening temptations. Be not secure. The sun is
down but sin is up. We need a watchman for the night as well as a guardian for the day. O blessed Spirit,
keep us from all evil this night. Amen.
Required;
i) Center align the title and format it to bold, colour green, size 16, double underlined and font type to Bookman
Old Style.
ii) Create a text boarder around the title.
iii) Apply a drop-cap to “W” in the first paragraph
iv) Spell-check your document appropriately.
v) Set the automatic save feature to 2 Min.
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vi) Protect your document with a password to open reading HUNIWEZI
vii) Change the body text to italicized, size 12 and Comic Sans MS font type.
viii) Using Ctrl + A select the whole document, cut it and paste it four times.
ix) Change your document to a four column document having a line running between the columns.
x) Change the page size to A4 and top margin to 2 cm, Bottom margin to 2 cm, left margin to 3 cm and right margin
to 2 cm.
xi) Using the thesaurus feature, replace the following words with their appropriate synonyms;
a) peril
b) repose
c) stagnant
d) noxious
xii) Attach a comment to David reading “He was the second king in Israel, who took over leadership after Saul
disobeyed God”
xiii) Attach an endnote to the word sin reading “Sin is anything that is against Gods will”
xiv) Using the word count tool, check the statistics of your document and record your finding in your notes book.
xv) Save your work as ”Temptations”
TASK TWO
You have been invited to make a contribution to a new magazine on teenage life which is to be launched very soon. Type
down the following article and perform the tasks as required.
ALCOHOLISM
Alcoholism amongst the youth is not a secret because it happens in schools, at homes and even in the so-
called „‟baze‟‟. But just a thought! It seems this alcoholism is as tragic as HIV/Aids. Did you know that the
aftermath of drinking alcohol is death? Then why dice with death?
Alcohol destroys an individual, families and sometimes even the country, which may lag behind in economic
development because its citizens are always drunk and do not work! Do not wish!
So, my fellow energetic youth, be honest with yourself and acknowledge what you can change. Listen to
your heart and follow it. Abide by the popular positive message, „‟ NIMECHILL‟ ‟ on alcohol too. ‟ Chill‟ ‟ not only
from teenage sex but also from alcohol.
Required;
i) Format the heading to the following specification, Size 18, Bold, Underlined and colour red.
ii) Format the body text to colour blue, size 14, italicized and font type to Comic Sans MS
iii) Spell-check your article appropriately.
iv) Apply a drop cap to the “A” in your first paragraph.
v) Change the case of your title to title case.
vi) Apply a light blue dotted shading to the title
vii) Using the find and replace feature, replace the word “dice” with “gumble”
viii) Save your work in your Class-work diskette as “Article to Matinii’s Magazine”
TASK THREE
Assume that you are the secretary of Mapambano women group which is a self help group comprising of ten
members. The sole purpose of the group is to raise the financial position of it’s members and improve their living
standards. Recently, the treasurer received a donation of Kshs. 100,000 from the Embassy of Japan, she has
requested you to send the following letter to each member informing them of an urgent meeting. Save the letters
as “Members Meeting” in your class work diskette. Using the Mailmerge tool, type down the letter and merge it
to the addresses of the following members;
FIRST NAME LAST NAME ADDRESS 1 CITY POSTAL CODE

JOSEPHINE ATIENO P.O. BOX 8565 NAIROBI 00300
PAULINE MUNGE P.O. BOX 837 MAUA 00434
PHOEBE ANYANGO P.O. BOX 565 KISUMU 00345
PENINAH WANGUI P.O. BOX 6566 NYERI 00473
JANNET OWAYO P.O. BOX 7887 KISUMU 00673
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LILIAN ASUMPTA P.O. BOX 5658 NAIROBI 00340
ELIZABETH HAFESA P.O. BOX 0907 KAKAMEGA 00375
MILLICENT NYAMWEA P.O. BOX 7890 KISII 00358
PHILOMENA AKINYI P.O. BOX 43466 KISUMU 00895
ANNE SHIUNDU P.O. BOX 5655 KAKAMEGA 00464
MAPAMBANO WOMEN GROUP,

P.O. BOX 9838
NAIROBI
00302
23 January, 2014
Dear Madam;
RE: MEMBERS MEETING

First and foremost I am grateful for your continued support and commitment to our self help group. Your personal
sacrifice in terms of time, energy and finances has positively helped to keep the group on a firm foundation.
Secondly the treasurer had highlighted to the members in the last meeting that she had applied for
a grant to the Embassy of Japan, their response was positive since we manage to receive a donation of
Kshs. 100,000. They made it clear that this was just but a start, their promised to channel more funds
after undertaking a feasibility study of the project which we have deemed to undertake.
In response to this, all members are kindly requested to meet at our offices on 2 nd July, 2005. The
meeting will kickoff at exactly 2:00 PM, The main agendas of the meeting will include the following;
 Budget for the period July 2005 to Dec 2005
 Review of the electrification project
 Revision of section 21 (a) of our constitution
 Visit of officials from the Japan Embassy
 A.O.B. (Any Other Business)
Those who had obtained the school fees loan should remit the agreed payments, this will enable us to issue
fee loans to any other needy members. All the members to arrive in good time and be ready with the
materials necessary for the agendas of this specific meeting.
Yours faithfully,
Phoebe Anyango
SECRETARY
TASK FOUR
You have secured a job in Hilton Ndogo café as the cashier, create a table in MS Word and record the
following sales table. Perform the tasks that follow.
EXECUTIVE CAFÉ
WEEKLY SALES SHEET
ITEM BREAKFAST LUNCH DINNER
MONDAY 20000 40000 30000
TUESDAY 14000 36000 20000
WEDNESDAY 34000 50000 20000
THURSDAY 20000 50000 49000
FRIDAY 20000 45000 48000
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SATURDAY 30000 38000 26000
SUNDAY 34000 29000 50000
i) Center align the title of the table and make them appear in bold text
ii) Autoformat the table to Colourful 1 Style
iii) Insert a comment to Saturday reading “We recorded a higher number of customer this day
compared to other days”
iv) Change the colour of the titles to blue and size 14
v) Fill the items column with a sky blue colour
vi) Change the figures to colour green
vii) Insert a new row under Saturday and calculate the total of items sold on breakfast, lunch and
dinner.
viii) Distribute the Breakfast, Lunch and dinner columns evenly.
ix) Change the text direction of the column title to face up.
x) Right align all the figures and save the your documents as “Weekly Sales” in your Class-work
diskette.
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WORD PROCESSING (MS WORD)

7.) All practical tasks should be saved using your name e.g. Pauline Word task1
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Theory[50 Marks]
1.) Microsoft Word is a Word processing program, list FOUR types of documents that you
can create using Ms Word.[4 marks]
2.) Outline the procedure of starting and exiting Ms Word? [4 marks]
3.) Saving documents stores them in computer storage for future access. What is the
difference between Save and SaveAs. [4 marks]
4.) What is the use of the following tools found on Ms Word HomeTab;
a.
b. [4 marks]
5.) The zoom feature allows you to enlarge or reduce the view of a page on the
screen, Outline the different methods of zooming in a Word document. [4 marks]
6.) Outline the procedure followed inserting a symbol into a word document.[4 marks]
7.) How can you replace a specific word appearing in different areas in a document.[6
marks]
8.) An important feature in a word-processor is the facility of moving text from

one location of a document to another. MS Word uses a temporary storage area called
the clipboard for moving and copying text within a document. Clearly outline the
steps followed when Cutting, copying and Pasting text.[8 marks]
9.) Write down the steps you would follow when applying a drop cap to a paragraph.[8
marks]
10.) What is the function of the Undo and Redo command.[4 marks]
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Task 1: Create the following notice by inserting different shapes and WordArt;
RECEPTION
Welcome
Task 2:Type the following 10 commandments in a new document and apply

numbering as shown, later apply different colours and font types to each command.
1. You shall have no other Gods but me.

2. You shall not make for yourself any idol, nor bow down to it or worship it.
3. You shall not misuse the name of the Lord your God.
4. You shall remember and keep the Sabbath day holy.
5. Respect your father and mother.
6. You must not kill.
7. You must not commit adultery.
8. You must not steal.
9. You must not give false evidence against your neighbour.
10. You must not be envious of your neighbour's goods. You shall not be envious of his house nor his wife,
nor anything that belongs to your neighbour.
Save your practical…
…[End of Exam]…
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WORD PROCESSING (MS WORD)
EXAM CODE – CCP(1)8/13

7.) All practical tasks should be saved using your name e.g. Pauline Word task1
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Theory[50 Marks]
1.) Outline the process of opening Ms Word and identify four parts of a Word window.[4
marks]
2.) Outline how you can change to different views in MS Word and give a short
description of 2 view modes in a word program. [4 marks]
3.) Sometimes you find yourself in need of special characters / symbols, which are not
available on the keyboard. MS Word comes with an enormous list of characters,
which will enhance your document. Outline the steps followed when adding symbols
to a document. [4 marks]
4.) What is the use of the following tools found on Ms Word HomeTab;
a.
b. [4 marks]
5.) Outline how you can perform the following:
a. Select a word
b. Select a paragraph
c. Select the whole document
d. Select an entire line [8 marks]
6.) How do you spell check a document.[6 marks]
7.) What is the use of the thesaurus feature.[4 marks]
8.) What is to overtyping, outline the process of setting overtyping feature.[8 marks]
9.) How can you search and replace words in a document.[4 marks]
10.) How can you move text from one place to another on a document?[4 marks]
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Task 1: Create the following notice by inserting different shapes and WordArt;
Bata Miniprice
50%
Welcome
Come now and enjoy our
great offers at highly
discounted prices on the
following items;
 Men’s shoes
 Ladies Shoes
 Kids Shoes
 Sporting shoes
River RD. Malkia Sign House
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Task 2:Type the following in a new document and complete the tasks that follow;
Escrow
An escrow is an arrangement made under contractual provisions between transacting parties, whereby an
independent trusted third party receives and disburses money or documents for the transacting parties,
with the timing of such disbursement by the third party dependent on the fulfillment of contractually
agreed conditions by the transacting parties, or
an account established by a broker, under the provisions of license law, for the purpose of holding funds on
behalf of the broker's principal or some other person until the consummation or termination of a
transaction or, a trust account held in the borrower's name to pay obligations such as property taxes and
insurance premiums.
The word derives from the Old French word escroue, meaning a scrap of paper or a roll of parchment; this
indicated the deed that a third party held until a transaction was completed.
Tasks;
i.) Apply sentence case to the paragraph body

ii.) Apply uppercase to the heading
iii.) Apply drop cap to the beginning of the first paragraph
iv.) Change the body text to Arial font
v.) Change the font size of the heading to 36 and underline.
vi.) Add space between paragraphs of size 18
vii.) Apply a beautiful style to the last paragraph
viii.) Insert two clipart pictures of your choice at the end of the document
ix.) Change the document body to two paragraph with a line running between the
paragraphs
x.) Apply a beautiful page boarder to the document
Save your practical using your names…
…[End of Exam]…
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MICROSOFT EXCEL
OBJECTIVE: Build a student’s efficiency in undertaking common spreadsheet tasks and numerical
data analysis using computer systems
TOPIC TOPICS TO BE COVERED REMARKS

Starting and exiting Excel program
TOPIC 1 Parts of an Excel window
Parts of an excel work book i.e. Cell, Rage, Sheet
Identifying cells and rages by their respective addresses
Selecting cells rages and sheets
Entering and editing data in a worksheet
Using the select all button, Using the column and row select
Selecting non adjacent rages (+ Ctr)
Saving and opening a saved work book
Formatting text in cells
TOPIC 2 Aligning text within a cell
Using the merge and center command
Inserting rows and columns
Adjusting column width
Formatting cells and borderlines
Hiding and un hiding a column
Using the format painter tool
Using the auto fill to enter a series
TOPIC 3 Attaching a comment to a cell
Auto formatting a rage of cells
Formatting numbers and currency
Copying, cutting and pasting text in Excel
Undoing and redoing and action
Working with sheets
TOPIC 4  Inserting sheets
 Renaming sheets
 Deleting unwanted sheets
 Moving or copying sheets
 Changing the sheet background
 Hiding and Un hiding sheets
Inserting pictures In a sheet i.e. Clip art, Word art, Shapes
TOPIC 5  Creating organization charts and smart art
Inserting embedded objects
Using Excel formulas and calculations
TOPIC 6  Additions, Subtractions, Division, Multiplication etc
 Using Excel functions e.g. the IF, SUM, MAX, MIN,
AVERAGE, COUNT, NOW and TODAY.
 Copying formulas to other cells
Formula auditing
Inserting charts in a worksheet
TOPIC 7  Using the chart wizard (Create different types of charts)
 Resizing and moving a chart and its contents
 Formatting your charts
 Changing from one chart type to another
Undertaking data management tasks
TOPIC 8  Sorting data in an Excel workbook
 Sorting ascending
 Sorting descending
 Filtering data using auto filter
 Removing a filter
Importing and exporting objects and text between Excel an other
TOPIC 9 programs
Page setup
Printing a work sheet
Efficiency in using Ms Excel help
TOPIC 10
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MICROSOFT EXCEL
TOPIC TOPICS TO BE COVERED
TOPIC ONE Starting and exiting Ms Excel
Definition of terms Method I
Ms Excel is a spreadsheet i.) Click on the Start Button
program designed to word with ii.) Point on All Programs
predominantly numeric data and iii.) Click Ms Excel
support performance of Method II
advanced mathematical, i.) Click on the Start Button
scientific, financial e.t.c ii.) Click Run
Workbooks – in Microsoft excel iii.) Type excel then click Ok
a work book is a file in which you Parts of an excel window
work and store your data. - Microsoft office button
Because each work book - Quick access toolbar
contains many sheets you can - Title bar
organize various kinds of - Ribbon
information in a single file - Ruler
Worksheet-use worksheet to list - Sheet area
and analyze data. You can enter - Sheet tab
and edit data on several - Formula bar
worksheets simultaneously and - Vertical and horizontal scroll bars
perform calculations based on - Status bar
data from multiple worksheets. Using excel help
When you create a chart you can i.) Click on the Help command button at the far right side of the
place the chart on the ribbon
worksheet with its related data ii.) Type your question
or on a separate chart sheet. iii.) Click Search
Cell-an intersection between a iv.) Choose a topic
column and a row Indentifying cells and ranges by their respective addresses
Range- is a group of neighboring By default excel uses the A1 reference style, which refers to columns
cells or a block of cells with letters (A through IV, for a total of 256 columns) and refers to
rows with numbers (1 through 65536). This letters and numbers are
called row and column headings. To refer to a cell enter the column
letter followed by the row number. For example, D50 refers to a cell
that is at the intersection of column D and row 50. To refer to a
range of cells, enter the reference for the cell in the upper left corner
of the range, a colon (:) and the reference to the cell in the lower
right corner of the range
Select text, cells, ranges, rows, columns &sheets
To select Do this
Text in cell If editing in cell is turned on, select the
cell, double click in it, and then select the
text in the cell.
If editing in a cell is turned off, select the
cell and then select the text in the formula
bar.
A single cell Click the cell, or press the arrow keys to
move the cell.
A range of cells Click the first cell of the range and then
drag to the last cell.
All cells on a Click the select all button
worksheet
Nonadjacent cells or Select the first cell or range of cells then
cell ranges hold down the Ctrl key and select other
cells or ranges.
A large range of cells Click the first cell in the range and then
hold down shift and click the last cell in
the range. You can scroll to make the last
cell visible.
A entire row Click the row heading
An entire column Click column heading
Adjacent rows or Drag across the row or column headings.
columns Or select the first row or column; then
hold down shift and select the last row or
column
Nonadjacent rows or Select the first row or column then hold
columns down Ctrl key and select the other row
and columns
More or fewer cells Hold down shift and click the last cell you
than the active want to include in the new selection. The
section rectangular range between the active cell
and the cell you click become the new
selection.
Select a sheet Click on the sheet tab
Enter number, text, a date or a time
i.) Click the cell yo u want to enter the data
ii.) Type the data an d press enter or tab
iii.) Use a slash or hyphen to separate the parts of a data; for
example type 18 /1/1992 or 18-dec-1988
Edit cell contents
i.) Double click the cell that contains the data you want to edit
ii.) Make any changes to the cell contents
iii.) To enter you changes press enter
iv.) To cancel you changes press esc
Create a new workbook
i.) On the Office button click New
ii.) On New Workbook select Blank Workbook the click Create
N/B; to create a new work book based on the default workbook
template click new
Save a new unnamed workbook
i.) On the Office button click Save Us
ii.) In the save in list select the drive and folder you want to save
your workbook
iii.) In the File Name box type the name of your workbook
iv.) Click Save
v.) Save an existing workbook click Office button then select
Save
Open a workbook on your hard disk or network
ii.) Select Open or click open on the quick access tool bar.
iii.) In the look in list click the drive or folder
iv.) Double click the workbook you want to open
TOPIC TWO Formatting text in cells
i.) Select whole cells or the specific text in a single cell that you
want to format
ii.) click on the Home tab
iii.) On the Font group choose the font type, style, size,
underline, style, font color e.t.c.
Center, align, indent , rotate data in a cell
In cell that have the default general format, text data is left
aligned and numbers and dates are right aligned changing the
alignment does not change the type of data. To center align data
that spans several columns of rows such as column and row
labels. You can merge a selected range of cells and align cells
within the resulting merged cell.
i.) Select the cells you want to format
ii.) On the on the home tab alignment group, click Align
Text Left for left alignment, Align Text Right for right
alignment, Center for center alignment.
To align text Click
To the left
0Align left
Centers
Center
To the right
Align right
Rotate text in cell
i.) Select the cells in which you want to rotate the text.
ii.) On the Home tab Alignment group select Orientations
iii.) In the Orientation drop down menu, click a degree point, or
drag the indicator to the angle you want.
Align data at the top center or bottom of a cell
i.) Select the cells you want to format
ii.) On the Home tab Alignment group select Top Bottom or
Middle Align
Merge cells to span several columns or rows
i.) Select more than one cell you want to Merge
ii.) On the Home tab Alignment group select Merge &Center
iii.) Select Merge cells
Insert blank cells
i.) Select cells were you want them inserted and select the
same number of cells as u want inserted
ii.) On Home tab Cell group select Insert
iii.) Select Cells
Insert rows
i.) Select rows were you want them inserted and select the
same number of rows as you want inserted
iii.) Select Insert Sheet Rows
Insert columns
i.) Select columns were you want them inserted and select the
same number of columns as u want inserted
iii.) Select Insert Sheet Columns
Change column width
i.) Drag the boundary on the right side of the column heading
until the column is the width you want.
ii.) To change the column width of multiple columns select the
columns then drag on the right side of the column heading
until the column is the width you want.
iii.) To change the boundary of all the column select all columns
then drag the column to the width you want.
iv.) To manually change the width select the column click home
tab and on cells select format on the drop down menu select
column width and type an appropriate width click ok
Apply borders to cells
i.) Select the cells you want to apply borders to
ii.) On Home tab Font group click on Bottom Border then
choose an appropriate border from the drop down menu
Shade cells with solid colors
i.) Select the cells you want to shade
ii.) On Home tab Font group click on fill color
iii.) Select an appropriate color
Hide/unhide rows or column
i.) Select the row or column you want to hide
ii.) On Home tab Cells group click on Format
iii.) Select Hide & Unhide
iv.) Select Hide Rows to hide a row
v.) Select Hide Columns to hide a column
Copy format from one cell or range to another
i.) Select the cell or rage that has the formatting you want to
copy
ii.) On Home tab Clipboard group select Format Painter Tool
iii.) Drag your pointer to the range or cell to be copied to
Automatic filling of data in adjacent cells

TOPIC THREE You can fill in several types of series by selecting cells and dragging
the fill handle e.g.
Initial selection Extended series
1,2,3 4,5,6
9:00 10:00, 11:00, 12:00
Mon Tue, wed, Thu
Monday Tuesday, Wednesday, Thursday
Jan Feb, Mar, Apr
Jan, Apr Jul, Oct, Jan
Text 1, text A Text2, text B, text3, text C
st
1 period 2nd periond,3rd period ,4th period
1999,2000 2001,2002, 2003
Note; you can create a custom filled series for frequently used
text entries, such as your company sales regions
Add a comment to a cell
i.) Select the cell you want to add a comment to
ii.) Right click on the cell
iii.) Click Insert Comment
Edit comment
i.) Select the cell you want to edit a comment to
ii.) Right click on the cell
iii.) Click Edit Comment
iv.) Type appropriate comment
Add or remove currency symbol
i.) Select the cells containing the numbers
ii.) In the Home tab Number group select Accounting Number
Format
iii.) Select an appropriate currency format for your numbers
iv.) To remove the currency symbol
v.) Select the cells containing the numbers
vi.) In the Home tab Number group click Number format
vii.) Select General
Increase or decrease the number of a decimal place shown
i.) Click on the cells containing the numbers
ii.) On Home tab Numbers group select increase decimal for
more decimal places and decrease decimal for few decimal
places
Move or copy cell data
i.) You can copy a cell by dragging or by clicking cut or copy or
paste. Microsoft excel copies the entire cell including
formulas, and their resulting values comments and their cell
formats
N/B; Microsoft excel copies hidden cells. If the paste area is hidden u
may need to unhide the area to see all of the copied cells.
Move or copy whole cells
ii.) Select cells you want to move or copy
iii.) Point to the border of the selection
iv.) To move the cells, drag the selection to the upper-left cell of
the paste area
v.) Microsoft excel replaces any existing data in the paste area
vi.) To copy cells hold down Ctrl as you drag
vii.) To insert the cells between existing cells hold down SHIFT (if
moving) or shift + ctrl (if coping as you drag.)
viii.) To drag the selection to a different sheet hold down Alt
N/B: to move your selection to a different work book or a long
distance use the copy cut and paste commands
Undo mistakes
i.) To undo the last action, click undo on the Quick Access bar
ii.) To undo a series of actions click the arrow next to Undo and
select from the choices below it.
TOPIC FOUR Inserting a sheet

Method 1
i.) click the Home tab
ii.) on the cell group click the Insert command
iii.) select Sheet
method 2
i.) right click the Sheet Tab
ii.) choose Inset from the popup menu
iii.) on the insert dialogue choose Worksheet
Renaming Sheets
Method 1
ii.) on the Cell group click the Format command
iii.) select Rename sheet
iv.) type the name you want then press enter
method2
i.) double click the Sheet tab
ii.) type the name you want
iii.) press enter
method3
i.) right click the Sheet tab
ii.) select Rename
iii.) type the name you want
iv.) press enter
Deleting unwanted sheets
ii.) on the Cell group click the Delete command
iii.) select Delete Sheet
Moving or copying sheets
iii.) select Move Or Copy sheets
iv.) on Move Or Copy select the Before Sheet
v.) check Copy to copy the sheet
vi.) click Ok to save changes
Changing the sheet background
i.) Click on Page Layout tab
ii.) On Page Setup group select Sheet Background
iii.) Choose an appropriate image
iv.) Click Ok
Hiding and unhiding sheets
iii.) select Hide Sheet
to unhide
iii.) select Unhide Sheet
iv.) on Unhide select the sheet you want to unhide
v.) click Ok to effect the changes
TOPIC FIVE Insert pictures in a sheet
i.) Select the cell you want to insert
iii.) On Illustration group select Picture
iv.) Choose a picture of your choice
v.) Click Ok to effect the changes
Inserting word art
i.) Select the cell you want to insert
iii.) On Text group select Word Art
iv.) Select and appropriate Word Art
v.) Type appropriate words
vi.) Click Ok
Inserting shapes
i.) Select the cell you want the shape
iii.) On Illustration group select Shapes
iv.) Click on the shape you want
v.) Drag to draw
Creating hierarchy charts
i.) Select the cell you want the chart
iii.) On Illustrations click SmartArt
iv.) On Choose A Smart Graphic select Hierarchy
v.) Select an appropriate chart
vi.) Click Ok
vii.) Type appropriate details e.g. a C.E.O and below you can
have his/her juniors and co-workers
Inserting embedded objects
i.) Click Insert tab
ii.) On Text group select Object command
iii.) Select the object type e.g. bitmap e.t.c
iv.) You can insert or create a new one
v.) Click Ok to insert
TOPIC SIX Using Excel Formulas and Calculations

Arithmetic operators. To perform basic mathematical operations
Definition of terms
such as addition, subtraction, or multiplication; combine numbers;
Calculations
and produce numeric results, use the following arithmetic operators.
Is the process of computing
Arithmetic operator Meaning (Example)
formulas and then displaying the
results as values in the cells that + (plus sign) Addition (3+3)
contain the formulas. -(minus sign) Subtraction (3-1)
Negation (-1)
Formulas are equations that
perform calculations on value in *(asterisk) Multiplication (3*3)
/(forward slash) Division(3/3)
your worksheet. A formula starts %(percentage sign) Percent (20%)
with an equally sign (=). For ^(caret) Exponential(3^2)
example the following formula
multiplies 2by 3 and then adds Additions, subtractions, division , multiplication e.t.c
five to the result.  Using excel functions e.g. the if sum max, min , average,
=5+2*3 count
Function - A pre-written formula  Copying formulas to other cells
that takes a value or values,  Using the now function to enter date and time
perform an operation and then  Checking for precedents and dependents
returns a value or values. Use
functions to simplify and shorten
formulas on a worksheet,
especially those that perform
lengthy or complex calculations.
TOPIC SEVEN Inserting charts in a worksheet

i.) Select a range that will supply values to your charts
iii.) On the Chart group select Column, Pie, Line, Bar, Area,
Scatter Or Others
iv.) Select an appropriate chart on the drop down menu
Resizing and moving a chart and its contents
i.) Click on the chart
ii.) Position the pointer on the resize handles
iii.) Drag to increase and reduce size
iv.) Release the mouse button
v.) To move the chart, position the pointer within the chart area
then drag and drop In a different location.
Formatting your charts
i.) Right click on a given element of the chart e.g. chart area,
legend , plot area, data series, chart title etc.
ii.) Choose format item option
iii.) Select appropriate fonts under the font tab and patterns
under the pattern tab.
Changing from one chart type to another
i.) Click the chart to select it
iii.) On the chart group select click on the chart you want to
change e.g. Pie Chart
TOPIC EIGHT Undertaking data management tasks

Definition of terms Sorting data in an excel workbook
Ascending – arranging numbers i.) Select the range of data to be sorted
and alphabets from lowest to ii.) Click the Data tab
highest iii.) On sort and filter group select sort form lowest to largest or
Descending – to arrange sort from largest to lowest
numbers and alphabets from Filter data using auto filter
highest to lowest i.) Select the data to be filtered
ii.) Click the Data tab
iii.) On Sort & Filter Group select filter command
Removing auto filter
i.) Select the filtered data
ii.) Click the Data tab
iii.) On Sort & Filter group click Filter command
TOPIC NINE Importing and exporting object and text
Importing
i.) Open a source program e.g. word program
ii.) On word cut or copy the information e.g. text or graphic
iii.) Open excel program
iv.) Select a cell
v.) On the Home tab, Clipboard group select Paste
Exporting
i.) Select the information in a given range
ii.) On the home tab clipboard group select cut
iii.) Open the destination program e.g. word
iv.) Right click on the text area to paste
Page setup
i.) Click the page layout tab
ii.) On page setup group select the page orientation, page size,
page margins e.t.c by clicking on the commands then
selecting an appropriate size from the drop down menu
iii.) N/B: you can preview your work at this stage by clicking on
the page setup launcher on the page setup group.
Printing a work sheet
i.) Ensure that the worksheet is open
ii.) Click on the Office button
iii.) Select the Print option
iv.) Choose Quick Print for direct printing
v.) Choose Printer Options to set further settings e.g. number of
copies to be printed, page range e.t.c
vi.) Click the Preview button to preview your work before
printing
vii.) Click Print to obtain hard copies
MICROSOFT EXCEL
REVISION SCHEME
1) What do you understand by the term Microsoft Excel?
2) Explain FOUR uses of Microsoft Excel
3) List down TEN parts you can identify in an Excel window
4) Explain TWO methods you can use when moving from one cell to another in the same worksheet.
5) Outline the procedure followed when starting and shutting down Excel program.
6) It is important to give meaningful names to sheets for easy identification, Explain three methods you can use when
renaming a worksheet.
7) Differentiate between cutting and copying as used in a spreadsheet program.
8) How can you copy a formula from one cell to another.
9) Differentiate between tracing precedents and tracing dependents.
10) Define the following terms as used in Excel program;
a. AutoComplete
b. AutoFill j. Clipboard
c. AutoSum k. Formula
d. AutoFormat l. Fill handle
e. Cell m. Function
f. Cell reference n. Merge and Center command
g. Chart o. Range
h. Cell address p. Worksheet
i. Comment
11) Explain the procedure of inserting columns and rows in a worksheet.

12) Write the formula that can be used when performing the calculations that follow;
a. Average in range B4:B12
b. Total in range D13:D45
c. Standard deviation in range A2:A23
d. Maximum in range C4:C27
e. Minimum in range D3:D90
f. Count items in range C2:G17
g. Enter current day and time
13) Explain the procedure you would follow to print one specific range on a worksheet
14) List down TEN types of charts that you can create in Ms Excel.
15) Differentiate between filtering data and sorting data.
MS EXCEL PRACTICAL QUESTIONS

You are required to create a Workbook and save it in your personal diskette, note that each of this practical questions
should be save in individual sheets in your workbook.
TASK ONE
Open a new sheet and name it My Basic Calculations
Enter the following data and perform calculations as required;
A B C
1 400000 50000
2 8378 900
3 2000000 800
4 6000000 4300
5 8200
N/B: All your answers should appear in column C
a. Add up the figure in cell A1 and B1
b. Multiply the figure in cell A2 with that in B2
c. Divide the figure in cell A3 with the one in B3
d. Subtract the figure in cell B4 from that in cell A4
e. Find 12% of the figure in cell A5
TASK TWO
Name sheet one as MY PRACTICE ONE and enter the following data.
TRATORIA RESTAURANT
WEEKLY SALES SHEET
ITEM BREAKFAST LUNCH DINNER
MONDAY 20000 40000 30000
TUESDAY 14000 36000 20000
WEDNESDAY 20000 50000 49000
THURSDAY 20000 45000 48000
FRIDAY 30000 38000 26000
SATURDAY 34000 29000 50000
Carry out the following tasks;

a. Autosum the figures for the breakfast, lunch and dinner.
b. Format the figures into Currency Kshs.
c. Increase decimal places for dinner to four decimal places
d. Autoformat the range
e. Change the title of the sheet to colour blue size 16
f. Merge and center the titles as per this revision scheme
g. Insert a row to separate the title from the figures
h. Save your work in your personal diskette.
TASK THREE
Open a new worksheet and name it Sales analysis
Enter the following information and perform the tasks that follow;
NAME ITEM OF SALE UNITS SOLD SALARY
Almond Scanners 30 20000
Julius Printers 20 25000
Patrick Laminators 50 30000
Agiee Computers 10 40000
Cleopas Digital Cameras 20 12000
Philemon Headphones 300 23000
a. Adjust the column width to fit all the data using best-fit
b. Sort the names in ascending order
c. Format the salary into currency having four decimal places
d. Center align the units sold
e. Draw a simple chart showing the salaries paid to the sales agents
f. Autosum the salary and units sold columns
g. Print preview your work to see how it will appear when printed
TASK FOUR
Insert a new worksheet and name it IT Department
Type the following data and perform the tasks that follow
NAME WINDOWS WORD EXCEL P.POINT ACCESS
Rachel 85 56 92 85 56
Alfalfa 78 85 78 74 96
Solomon 85 96 58 85 58
Mohamed 96 54 63 96 45
Khalifa 54 74 45 65 75
Njoroge 78 58 85 89 82
Khalifa 45 64 47 56 54
Ephantus 65 87 85 93 63
Dorcas 85 36 56 23 58
Francis 65 65 96 58 45
Required;
a. A line chart comparing the performance in all the packages
b. An area chart displaying performance students performance in windows
c. A bar chart showing the performance in Word
d. A Pie chart showing the performance in Excel
e. A pyramid chart showing performance in P.point
f. A bubble chart showing the performance in Access
g. Find the total scores for each student
h. Find the average score in each Package
i. Find the least scores in each Package
j. Find the highest scores in each Package
k. Click the save command to save the changes to your Workbook
TASK FIVE
Alihamsin enterprises has been in operation for the last five years, the following information show their financial
performance. Enter the data and perform the computations as required.
YEAR SALES COST OF SALES GROSS PROFIT EXPENSES NETPROFIT
1998 2000000 1800000 120000
1999 3000000 2600000 300000
2000 3500000 2800000 320000
2001 4000000 3600000 380000
2002 4200000 3400000 400000
Required;
a. Gross Profit = Sales – Cost of Sales
b. Net Profit = Gross profit – Expenses
c. Convert your figure in to Kshs (Currency)
d. Insert a row above the titles labels and type FAIDA NONO ENTERPRISES in cell A1
e. Center align the label in cell A1 across range A1:F1
f. Change the title to size 14 colour blue
g. Center align the years
h. Draw a line chart comparing the Net Profit earned in different years
i. Change all the figures to colour green
j. Change your titles to colour blue and bold
TASK FIVE
Insert a new sheet and name it July Payroll
The following is a simple payroll, key in the data and perform the necessary calculations.
NAME HOURS HOURLY BASIC PAY ALLOWANCE GROSS PAY TAX NETPAY
WORKED RATE DEDUCT
Lydia A. 200 32
Dorcas K. 230 20
David M. 250 30
Samson J. 169 30
Gladys W. 260 25
Peter T. 150 25
June Y. 290 20
Paul K. 192 30
Alphonse A. 187 30
Darius M. 290 20
Shadrack O. 245 30
Require;
a. Basic pay = Hours worked X Hourly Rate

b. Allowances = 15% of Basic pay
c. Gross pay = Basic pay + Allowances
d. Tax deduct = 5% of Gross pay
e. Net pay = Gross pay – Tax deduct
f. Format the Net pay into US Dollar
g. Apply beautiful formatting to the range appropriately
h. Save the changes using the save command
PAST EXAM PAPERS
(PLEASE TURN OVER)

SPREADSHEETS (MS EXCEL)
EXAM CODE – CCP04/7/13

17.) After you finish your examination, put your answer sheet, question sheet together, and
hand them over to the invigilator.
Theory[50 Marks]
21.) Identify the parts of an Excel window labeled A and B and give a short description of
each;
[4 marks]
22.) A worksheet is made up of vertical lines called and horizontal lines

called . [4 marks]
23.) Define the following terms as used in Ms Excel terms;
a. Worksheet
b. Workbook
c. Cell
d. Range. [8 marks]
24.) Worksheet cells can hold three kinds of data: text, numbers and formulas. Give a short
description of the following data types;
a. Text entries
b. Numeric entries
c. Formulas [8 marks]
25.) Explain how you can copy a formula from one cell to the others. [6 marks]
26.) Outline the procedure of creating a new worksheet.[4 marks]
27.) How are cells referenced on a worksheet? Give examples.[4 marks]
28.) When sorting data, which two ways can information be sorted?[4 marks]
29.) Outline the procedure of selecting non adjacent cells.[4marks]
30.) Kiprotich wants to enter the months in a year automatically using the autofill feature.
Outline the steps that he should follow.[4 marks]
Task 1: You’ve landed a job at Bata shoe company, the personnel manager assigns you the
task of compiling the payroll below. Using your Excel skills perform the calculations to
complete the payroll;
Further instructions:
a.) House allowance = 15% of Basic pay

b.) Transport Allowance = Basic pay + 2,500
c.) Bonus is awarded at the rate of Ksh. 3,000 to those earning Ksh. 10,000 and above
and 1,500 to those earning less than Ksh. 10,000.
d.) Gross pay = Basic Pay + Hse All + Transport All + Bonus
e.) NHIF is deducted at the rate of 120 to all the employees
f.) NSSF is deducted at the rate of 200 from each employee
g.) Net Pay = Gross pay – NHIF – NSSF
h.) Calculate the Total for each column in row 14
i.) Format the figures to currency (Ksh).
j.) Apply beautiful formatting to your Worksheet
…[End of Exam]…
SPREADSHEETS (MS EXCEL)

7.) All practical tasks should be saved using your name e.g. Pauline Excel task1
Theory[50 Marks]
1.) Write down the complete formula that would perform the following computations;
a. Calculate average in range C5:C7
b. Calculate maximum in range C5:C7
c. Calculate minimum in range C4:D9
d. Display current date [8 marks]
2.) Outline the procedure of formatting numbers to Ksh. [4 marks]
3.) Define the following terms as used in Ms Excel terms;
a. Count function
b. IF function
c. Cell
d. Range. [4 marks]
4.) Worksheet cells can hold three kinds of data: text, numbers and formulas. Give a
short description of the following data types;
a. Text entries
b. Numeric entries
c. Formulas [8 marks]
5.) What is a font and how can you change font types in a spreadsheet. [6 marks]
6.) How can you copy cell formatting and apply it to other cells?[4 marks]
7.) Outline two types of text orientation within a cell.[4 marks]
8.) How can you perform a merge and centre command?[4 marks]
9.) Outline the procedure of selecting adjacent cells.[4marks]
10.) How do you add colored borders to cells?[4 marks]

Task 1: A chart/graph is a graphical representation of the numeric data in a worksheet.

Each cell (or piece of data) represented in the chart is called a data point. Data points are
represented on the chart by bars, columns, lines, or some other graphical device. A
group of related data points is called a data series.
Type the following students score sheet and perform the task that follow;
KCA UNIVERSITY
FACULTY OF BUSINESS AND FINANCE CPA 1 JUNE 2013 PERFORMANCE
Entrepreneurship
Accounting
AVERAGE
Financial
NAME
Law
Jared Odhiambo 84 85 84
Joyce Kemunto 96 45 85
Peter Oyudi 85 85 45
Jannet Syombua 45 45 85
Joel Kimakia 85 58 45
Charles Kones 75 56 85
Joyce Nyaguthii 95 96 45
Paul Kimani 65 85 69
i.) Create a 3D column chart showing performance in Financial Accounting

ii.) Create a line chart comparing the performance in Law and Entrepreneurship
iii.) Using the appropriate function find the average scores
iv.) Create a Pie chart showing the average scores
v.) Create an area chart showing the performance in Entrepreneurship
vi.) Create a bubble chart showing the Law scores
MICROSOFT POWERPOINT
OBJECTIVE: Build a student’s efficiency in creating and using electronic presentations.
TOPIC TOPICS TO BE COVERED REMARKS

Launching/Starting Ms PowerPoint
TOPIC 1 Exploring the PowerPoint window
Using the Auto content wizard to create a presentation
Kinds of slide layout
TOPIC 2 Creating presentation slides
 Inserting text and pictures on your slides
 Formatting text in slides
Zooming in and out of a slide
TOPIC 3 Using different kinds of view
 Slide view
 Outline view
 Slide view
 Notes page view
 Slide show view
Animating text and objects
TOPIC 4  Setting timings
 Selecting animation effects
 Setting chart effects
Slide rehearsals
Adding automatic transition to slides
Selecting and applying designs
TOPIC 5 Applying background to your slides
Using the slide master to format your slides
Formatting your pictures
Working with Word Art
Designing different kinds of charts
TOPIC 6  Bar charts
 Organization charts
 Formatting your charts
Adding a speakers notes to a slide
TOPIC 7 Applying headers and footers to slides
Moving through a presentation
 To previous screen
 To next screen
 Using the slide navigator
 Ending a show
 Using the pen in a show
Using PowerPoint drawing tools
TOPIC 8 Drawing lines and other shapes
Entering text using the text box
Inserting auto shapes
Filling objects with colour and different effects
Applying shadows and three dimensional effects
Rotating objects
Ordering objects
Importing and exporting objects and text between PowerPoint
TOPIC 9 and other programs
Page setup
Setting a presentations options such as a continuous slide
show
Efficiency in using Ms PowerPoint help
TOPIC 10
MICROSOFT POWERPOINT
TOPIC Topics to be covered
TOPIC 1 Launching and starting Ms Power Point
Method1
i.) Click the Start button
ii.) Point on All Programs
iii.) Select Microsoft office
iv.) Click ms PowerPoint 2007
Method 2
i.) Click the Start Button
ii.) Select the Run command
iii.) Type the word powerpnt
iv.) Click Ok or press enter key
Exit the PowerPoint program
i.) Click on the Office button
ii.) Select Close
iii.) Or click the Close button on the far right side of the top corner
Parts of a PowerPoint window
- Microsoft office button
- Quick access toolbar
- Title bar
- Ribbon
- Ruler
- slide
- horizontal scroll bars
- Status bar
Getting help and assistance
v.) Click the Help button on the far right side of the ribbon or press F1
vi.) Type your question on the word help
vii.) Click Search
viii.)Select from the topic from the options
Creating a blank presentation
ii.) Select New
iii.) On New Presentation dialogue box select Blank presentation
iv.) Click Create
Creating a presentation with templates
ii.) Select New
iii.) On New Presentation dialogue box select Installed Templates
iv.) Select a suitable template
v.) Click Create
vi.) Replace the suggested contents with personal information
TOPIC 2 Kinds of slide layout
Definition of terms Slide layout include; title slide, title only, blank layout, comparison, content
Layout – it refers to the with caption e.t.c
way things are arranged Inserting a new slide
on a slide a layout i.) Click the Home tab
contains place holders ii.) On Slide group select New slide command
which I turn hold text such N/B click the arrow below to select a suitable slide layout
as titles and bulleted list Deleting a slide
and slide content such as i.) Make sure the slide is displayed by clicking on it
tables, chart, pictures, ii.) Click the Home tab
shapes and clip art. iii.) On Slide group select Delete slide
Duplicating a slide
i.) Click the Home tab
ii.) On Slide group select New slide
iii.) Click Duplicate Selected Slide
Inserting text in a slide
i.) Ensure that the slide has a place holder for text
ii.) Click the text place holder and type
iii.) You can also insert text by manually drawing a text box. By clicking
Insert tab on Text group choose Text Box.
Inserting pictures in a slide
i.) Click Insert tab
ii.) On Illustrations group select Picture
iii.) Select a suitable picture on the Insert picture dialogue
iv.) Click Insert
Formatting text in slide
i.) Select the text to be formatted
ii.) Click the Home tab
iii.) On Font group select the size, color, style, underline, font type e.t.c
TOPIC 3 Zooming in and out of a slide
i.) Click the View tab
ii.) On Zoom group select Zoom
iii.) Select the appropriate magnification e.g. fit to window
Using different kinds of view
ii.) On Presentation Views group choose any of the following;
Normal view – switches to normal view, were you can work on one slide at
a time or organize the structure of all the slides in your presentation
Slide sorter view – displays miniature versions of all slides in a
presentation, complete with text and graphics. In slide sorter view you can
reorder slides, add transitions, and animation effects, and set timings for
electronic slide shows.
Note page view – displays note pages for the selected slide, were you can
create speaker notes for the slide.
Slide show view – runs your slide show, beginning with the current slide.
TOPIC 4 Animating text and objects

Definition of terms i.) Display the slide
Animate: to add a special ii.) Click on Animations tab
visual or sound effect to iii.) On Animations group select Custom Animation
text or an object. For iv.) Check to select item to be animated by;
example you can have Click on the text or object, then click on Add Effects
your text bullet points fly v.) Choose an Entrance, Emphasis, Exit and Motion Paths
in from the left, one word vi.) On transition to Slide group select;
at a time or hear the Transition speed, transition sound, select whether on mouse click
sound of applause when a or automatic on advanced slide
picture is uncovered.
Slide transition:
Adds or changes the
special effects that
introduces a slide during a
slide show. For example
you can play a sound
when the slide appears, or
you make the slide fade
from black
TOPIC 5 Selecting and applying designs
i.) Click the Design tab
ii.) On Themes group select a suitable design
iii.) Click on colors to choose a suitable color
iv.) Click on fonts to change the font of text
Applying background to your slides
i.) Select the Slide
ii.) Click on Design tab
iii.) On Background group click Background Styles
iv.) Select any background
v.) For more background options select Format Background
vi.) Select the preferred fill and picture
Using the slide master to format your slides
ii.) Select the Slide Master on Presentation Views
iii.) Apply the appropriate formatting, animations and images in the
master.
Formatting your picture
i.) Click the Insert tab
ii.) On Illustrations group select Clip Art
iii.) Insert a clip art and select it
iv.) Click Formating tab
v.) On the Adjust group adjust the brighteness, contrast, recolor e.t.c
Working with word art
i.) To insert word art click on the Insert menu
ii.) On Text group select Word Art
iii.) Select a word art style
iv.) Type your text
TOPIC 6 Designing different kinds of charts

 Smart Art
i.) Process
ii.) Cycle
iii.) Hierarchy
 Charts
i.) Line
ii.) Pie
iii.) Bar
 formatting your charts
TOPIC 7 Adding a speakers notes to your slide
i.) Click View tab
ii.) Select Note Page command on Presentation Views group
iii.) Zoom to an appropriate magnification
iv.) Type appropriate words to accompany the selected slides
v.) Zoom to any other magnification when finished
Applying header and footer to your slide
ii.) On the Text group select the Header& Footer command
iii.) Under the Slide tab click the check boxes to apply a date, slide
number or slide footer
iv.) Click on the Notes& Handouts tab to apply Headers & Footers to
the notes and handouts
v.) Click on the check boxes to include date &time page number,
Header &Footer Text.
vi.) Click Apply to All button to apply the changes
Starting a presentation
i.) Click on the Slide Show tab
ii.) On start Slide Show group select From Beginning to start from the
first slide, From Current to start for the currently selected slide
iii.) Press F5 to start the show
Ending the show
i.) Press esc key
ii.) Right click within the show and click End Show option
i.) While in Slide Show View click on the button that appears at the
bottom left corner
ii.) Click the next option to move to the next slide or object
iii.) Click on the previous option to move to the previous slide or
option
iv.) Point on the go to and move to a specific slide using the slide
navigator
v.) Click Speaker Notes to view or add notes for the slide
vi.) Under the pointer option you can choose to use a pen in the slide
show and also select a pen color
vii.) Use the meeting minder to take minutes and actions items during
the presentation and late import them into a word processor
TOPIC 8 Using PowerPoint drawing tools
i.) To draw an object in ms PowerPoint click Insert tab
ii.) On Illustrations group click Shapes
iii.) Choose a Shape tool then drag to draw the object
iv.) Select the object click Home tab and select shape fill on Drawing
group
v.) Shape outline for outline color, shape effects for 3D and additional
effects
Rotate an object
Method1
i.) Select the object by clicking on it
ii.) Click on Format tab
iii.) On Arrange click Rotate
iv.) Select an angle
Method2
i.) Click the object to display the rotating handles
ii.) Position the pointer on the rotating handles
iii.) Hold down the mouse button and move to rotate
Arranging overlapping objects
i.) Select an overlapping object
ii.) On the Home tab, Drawing group click Arrange
iii.) Choose any of the following; bring to front, send backward, send
to back, bring forward.
TOPIC 9 Importing and exporting text and objects
Importing
i.) Open the source program e.g. ms word
ii.) Cut information e.g. text or graphics
iii.) Open PowerPoint program
iv.) Paste the information
Exporting
i.) Cut the information e.g. text or graphics in PowerPoint
ii.) Open a destination program
iii.) e.g. word
iv.) paste the information there
page setup
i.) click the Design tab
ii.) select Page Setup on Page Setup group
iii.) set the slide and note page orientation
iv.) click Ok to save the settings
setting a presentation options such as a continuous slide show
i.) click Slide Show tab
ii.) on Set Up group select Set Up Slide Show command
iii.) click to check the loop continuously until escape check box
iv.) click Ok to save the settings
MICROSOFT POWERPOINT EXERCISES

PRESENTATION 1
Slide 1: interesting quotes
Slide 2: Experience is what you get when you didn't get what you wanted. [Anonymous]
Slide 3: I think the biggest mistake most people make when they pick their first job is they don't worry enough
about whether they'll love the work, and they worry more about whether it's good experience. [Steve Ballmer]
Slide 4: He who is hit by a club return, but he who is hit by justice never turns [Jomo Kenyatta]
Slide 5: The white man has the clock, but the African has the time. [African saying]
Slide 6: Be who you are and say what you mean because those who mind don't matter and those who matter
don't mind. [Dr. Seuss]
Slide 7: The happiest people don't necessarily have the best of everything. They just make the best of
everything. [Jayaram]
Slide 8: Honesty without compassion is brutality.[anonymous]
Slide 9: Strive to realize a state of inward happiness, independent of circumstances. [J.P. Greaves]
Slide 10: You cannot be so afraid of failure that you don't attempt to succeed. [David LeGrant]
Slide 11: I have always strenuously supported the right of every man to his own opinion, however different
that opinion might be to mine. He who denies another this right makes a slave of himself to his present
opinion, because he precludes himself the right of changing it. [Thomas Paine, 1783]
Slide 12: Your time is limited, so don't waste it living someone else's life. [Steve Jobs]
Slide 13: Free speech exercised both individually and through a free press, is a necessity in any country where
people are themselves free. [Theodore Roosevelt, 1918]
Slide 14: What is objectionable, what is dangerous about extremists is not that they are extreme, but that they
are intolerant. [Robert F. Kennedy, 1964]
Slide 15: Stand on each others shoulders not on each others toes. [Anonymous]
Slide 16: the only way to have a friend is to be one. [Emerson]
Slide 17: Is the grass always greener on the other side? [Anonymous]
Slide 18: Tradition is just the illusion of permanence. [Woody Allen]
Slide 19: He who asks a question may be a fool for five minutes, but he who never asks a question remains a
fool forever. [Tom Connelly]
Slide 20: An eye for an eye only ends up making the whole world blind. [Mahatma Gandhi]
PRESENTATION 2
PRACTICAL EXERCISE 1
i.) Open and close the PowerPoint program 5times using the methods just illustrated
ii.) Make a new PowerPoint presentation using blank new presentation
iii.) Make a 3 new PowerPoint presentations using templates
iv.) Fill the templates with appropriate messages
i.) Go to power point and use help find out about the various kinds of slide layout
ii.) Make the slides on PRESENTATION 1
You’re required to,
i.) Color the text green, font size 40, font Arial
ii.) Notice the names of people responsible for the quotes above at the end of each quote let those names
appear at the right lower side of your slide, bold then italize and give them font size 20, color purple
Create the first ten slides on PRESENTATION 1 and use observe them through this views,
i.) Note page view
ii.) Slide sorter view
iii.) Normal view
iv.) Slide show view
i.) Create the first 12 slides on PRESENTATION 1 Add an appropriate chart in slide one, four, six, eight, ten
and twelve
ii.) Animate the slides with the necessary entrance, emphasis exit, and motion paths
iii.) Apply automatic slide transition to the slides so they play one at a time in a smooth continuous motion
PRACTICE EXERCISE 5
i.) Apply different slide designs to slide 1 up to 20 in PRESENTATION 1
ii.) On slide 1, 5, 8, 10,12 apply as suitable background to them
iii.) Insert a clip picture in slide 3,5,6,10,11 and format the pictures into different colors
iv.) Notice the names of the people who wrote the quotes at the end of each quote, write their names and
insert them as a word art in the presentations, insert them were a heading should be.
PRACTICE EXERCISE 6
i.) Create at least 10 presentations, and insert at least 10 different types of charts
ii.) Format the charts into beautiful colors and fonts
iii.) Format the data in the charts and see what happens
PRACTICE EXERCISE 7
i.) Create slide one to fifteen
ii.) Add a speaker note to your slides each having the name of the person who wrote the quote
iii.) Apply a footer saying; these are wise sayings
iv.) Go to slide show view and move through your presentation
v.) Try using a blue pen to highlight the quote in the show
i.) Using the power point drawing tool create PRESENTATION 2
ii.) Color the presentation
iii.) Animate the presentation so that the different parts of the presentation move individually
iv.) Apply a 3D effect to your picture
v.) Group your presentation
vi.) Animate the “smoking kills” text
i.) Create a word art in word then export it to PowerPoint
ii.) Import a clip art to PowerPoint
Create a presentation on the Ten Commandments and apply different formatting styles to the presentation.
N/B You can get necessary materials from the Internet.
PRESENTATIONS (MS POWERPOINT)

7.) Add your name to the practical tasks when saving e.g. Patricia PPT show
Theory[50 Marks]
1.) Outline the procedure of starting and exiting from PowerPoint.[4 marks]
2.) How can you switch between two open presentations? [4 marks]
3.) Give a short description of the following PowerPoint views;
a. Normal view
b. Slide sorter view
c. Notes page view
d. Slide show. [8 marks]
4.) What is a slide layout, in a step by step order describe the procedure for changing a
slide layout. [8 marks]
5.) A template is a presentation in which the masters and the colours have been
especially designed for a particular ‘look’. Outline how you can create a new
presentation based on a template. [6 marks]
6.) Outline the procedure of changing the magnification level of a slide to 100% zoom
level.[4 marks]
7.) How do you change the background color of a slide?[4 marks]
8.) What is the use of the following command buttons;
a.
b. .[4 marks]
9.) How do you add new slides to a presentation?[4marks]
10.) Outline the procedure of duplicating slides.[4 marks]

Task 1: The government of Kenya is currently looking forward to introduction of computers to

primary school children in the near future. Using your PowerPoint skills create a 10 slide
summarized presentation based on the following article entitled “Children and Computer Technology”;
 Add images to the presentation
 Apply animation and transition to the slides
 Use an appealing design on your slides
Advantages of computers for young children?
Computers help children to be in control of their experience, to set their own pace, and to select the level of
challenge with which they feel comfortable.
Computers help children to use all of their senses to extract information. Computers fascinate kids and can
draw their full attention, which often results in a deeper focus and concentration.
Computers enable children to learn through creating, just as they gain hands-on knowledge and
understanding when they build forts, make up stories, and paint, increase their skills
As they master computers, children build positive attitudes toward technology that will pay dividends for the
rest of their lives.
Computers benefit the development of fundamental skills...

Good educational software enables children to develop and practice a broad range skills. It can help them
learn, for example, about letters, numbers, shapes, colors, and rhythm. Good software can also help children
develop their understanding of cause and effect, higher order problem solving, procedural thinking, and
creative expression. Today, the wide range of multimedia available for kids in India is really amazing.
Emotional skills: By using a computer children develop self-confidence and self-esteem as they master
computer skills and use the computer to make things happen. This also gives them a reason to smile!
Social skills: In the classroom setting or in the home when their friends or parents are available, children
often prefer working with one or two partners over working alone, which leads to the development of social
skills.
Computers benefit children with special needs...
Computers have proven extremely beneficial to kids with certain speech, audio, and motor limitations. Kids
with special needs can use alternative input and output devices (assistive technologies) to interact with
computers and do things that they normally could not accomplish independently. They benefit especially
from having access to an on-demand, patient tutor that allows them to work at their own pace. What they
achieve through using a computer enhances their self-esteem and provides them with a greater sense of
control and engagement with the world. The internet provides them with the best of knowledge for their
treatments and they can be in touch with doctors or friends through the internet, in India or Abroad. Also,
the internet can later help them earn their means of livelihood.
…[End of Exam]…
PRESENTATIONS (MS POWERPOINT)

5.) After you finish your examination, put your answer sheet, question sheet together, and hand
them over to the invigilator.
Theory[50 Marks]
1. Define Presentation software.[4 marks]
2.) List FOUR parts that makeup the Ms PowerPoint window? [4 marks]
3.) Define the following terms as used in Ms PowerPoint
a. Slide
b. Presentation
c. Slide Master view
d. Slide show. [8 marks]
4.) Differentiate between the following PowerPoint views;
a. Slide sorter view
b. Notes page view [8 marks]
5.) Transitions are the effects that introduce a slide in a presentation, outline the procedure of
adding transition between slides. [6 marks]
6.) Outline the procedure of changing the magnification level of a slide to 100% zoom level.[4
marks]
7.) Write down the procedure followed when changing the slide layout of a given slide.[4 marks]
8.) What is the use of the following command buttons;
a.
b. .[4 marks]
9.) How do you change a slide background?[4marks]
10.) How do you add more slides to a presentation.[4 marks]

Task 1: Assume that you are a soccer coach for Mathare United, create a 10 slide
presentation to introduce new recruits on the basic rules of the game based on the
information provided below, use slides to summarize the information below;
 Add images to the presentation
 Apply animation and transition to the slides
Soccer is one of the simplest sports in the world. This may be the reason why it's the most popular sport in the
world.
Size of field: The field must be rectangle, that's pretty much it.
Length: minimum 100 m (110 yds) maximum 110 m (120 yds)
Width: minimum 64 m (70 yds) maximum 75 m (80 yds)
For a 5v5 soccer experience I use futsal regulation size dimensions. This creates an amazing experience pushing
technical versus kick and chase ball.
Ball Size:The ball size depends on age. Below is basic soccer rules sizes according to our programs. We use the
following sizes for all development programs.
3-5 y/o - size 4 - Size 3 is a good size to kick inside the house or back yard play. However, they will outgrow size
3 fast and because of limited size the tow kick becomes a problem.
6-12 y/o - size 4- Size 4 will be used until about 11-12. It is a great size for development and a futsal ball is size 4
so I prefer to develop players under 12 with 4's.
12- adult - size 5- This is the standard size for professional and adult soccer. Some countries introduce size 5 to
kids as young as 4. The ideas is more surface of ball = more surface of boot.
Players: soccer is played by two teams preferably equal number. Max players per team is 11 (Goalie + 10 field
players). Team size is reduced by age. Some leagues play with 8 players for youth aged ten and under. And
down to 6 per side for the under 5's. For optimum development I use futsal rules 5v5.
Substitutions: Officially, you are only allowed 3 subs per game, however, depending on modified rules this may
be different. For youth leagues usually there is no cap on subs. A substitution can only be performed when the
ball is not in play and your team has possession. (Ex) it's a throw in for your team, or goal kick for your team.
Substitutions cannot be made when the ball is in play (even if your goalie has the ball in his/her hands.. this is
still in play) This is different if your playing futsal rules.
Starting the Game:The game is started at the center of the field. The team who kicks off passes the ball
Forward to a teammate at the referees signal. The opposing team is not allowed to enter the center circle until
the team kicks off.
Game in play:as long the ball stay in the field the game is in play. only exceptions is when the referee blows his
whistle for an infraction or offside. The ball is considered in play as long as it is in side the goal and side lines.
Furthermore, it's still in play as long as it has contact with the line. Therefore, the ball may be touching the
outer part of the goal or side line and still be considered in play (This applies if the ball is in the air as well).
contact with the goal post, corner flag, and referee back in the field is still considered in play. The referee is
considered a fixture of the field.
GOAL: In the basic soccer rules the point of the game is to get the ball in the opposing teams goal and the team
with the most goals after the specified time is the winner. The ball must cross the goal line to be a goal.
Therefore, if the ball is still in contact with the goal line in the inner part of the goal it is not a goal! I have seen
pro's sweep through the goal line to save their team from a goal. Everybody swears that it was already in but
the cameras show the ball was still in contact with the line (This applies if the ball is in the air as well). This has
happened in the world cup and causes some controversy and drama as the human eye decides if it was a goal
or not. No computer or sensor is used and FIFA is against using technology for that purpose. However MLS
(Major League Soccer) has been looking into being the first professional league to introduce this technology.
The MLS has a reputation for "trying" new things.
How long is a game? For basic soccer rules a game is no more than 90 min long. Two halves of 45 min (that's
what the pros play..with a 15 min half time break)
Youth games range from 15-30 min halves with a 7-10 min half time.
NO HANDS! Alright, I know you probably knew this but here it is anyway. Only the goalie can use their hands.
the definition for hand ball is any part of between your fingers (including nails) to your upper arm. Your
shoulder is actually legal to use! One side note about goalies. the goalie is not allowed to use their hands if the
ball was kicked back to them intentionally by any of his/her team mates. This rule is about 25 years old. in the
old days defenders, when under pressure, would pass the ball back to their goalie to secure in their hands (this
was a good rule change for spectators). Youth leagues under 10's don't really enforce this rule as most of the
time it isn't an intentional pass back. Coaches should not be teaching this as an option.
Out of Bounds: if the ball crosses the side line it is a throw in. The team who did not touch the ball last before
the ball crossed the line gets the throw in. If the ball crosses the goal line two things may occur. If the team
that is defending that goal line touches it out it is a corner kick. If the team attacking that goal kicks it out it is a
goal kick.
Soccer is very simple and very enjoyable. Don't complicate the basic soccer rules too much with technical rules
that only apply when playing competitively.
…[End of Exam]…
MICROSOFT ACCESS
Database Management Systems
OBJECTIVE: Build a student's skills in database management skills
TOPIC BRIEF OUTLINES STUDENT REMARKS

TOPIC 1 Launching/Starting MS Access
Definition of a database
Examples of databases
Explore the Ms Access window
TOPIC 2 Creating a new database using a blank database
Creating a new database using an existing template
Identifying different database objects
TOPIC 3 Tables – What they are and how they work
Creating tables
Setting field properties
Setting a primary key
TOPIC 4 Formatting tables;
Changing Column width
Changing the row height
Renaming a column
Freezing and unfreezing a column
TOPIC 5 Filtering data
Sorting data
Arranging open windows in Access
Hiding and unhiding a window
TOPIC 6 Queries; What they are and how they work
Creating different queries in design view
Using the find and replace feature to alter records in
tables
Navigating through the tables
Adding and deleting rows and columns
TOPIC 7 Forms; What they are and how they work
Creating forms;
 Using the form wizard
 Using the autoform
Navigating through the forms
Adding entries in a form
TOPIC 8 Reports; What they are and how they work
Creating reports;
 Using the report wizard
 Using the autoreport
Print previewing a report
TOPIC 9 Macros: what they are and how they work
Creating and running macros
TOPIC 10 Using Access help;
Create your college database from scratch
MICROSOFT ACCESS
TOPIC LEARNING ACTIVITIES
TOPIC 1 Launching/starting ms access
Definition of terms i.) Click the Run command
Database – a collection of data ii.) Type MS Access
or objects related to a particular iii.) Press enter or click Ok
topic or purpose Kinds of databases
Asset tracking, contact management, event management,
order entry, time and billing, resource scheduling etc
Parts of an access application window
- Microsoft office button
- Quick access toolbar
- Title bar
- Ribbon
- Access objects
- Data sheet
- Formula bar
- Status bar
Getting help and assistance
ix.) Click the help button on the far right side of the ribbon
or press F1
x.) Type your question on the word help
xi.) Click Search
xii.) Select from the topic from the options
TOPIC 2 Creating a new blank database

Definition of terms i.) Start Access.
i.) Table is a database ii.) Click Blank Database.
object used to collect iii.) Type the name you want to give your database in the
and store data relating File Name field.
to a particular subject iv.) Click the Browse button. The File New Database
or topic. window appears.
ii.) A query is a database v.) Locate the folder in which you want to store your
object that you use to database. Note that the name of the file appears in the
ask a question about File Name field.
your database. The vi.) Click OK.
results from a query are vii.) Click the Create button. Access creates the database
typically displayed using and opens a datasheet with the Table Tools available
a datasheet. to you.
iii.) Form is a database Creating a new database using templates
object used to display i.) Start Access.
table data one record at ii.) Click local templates
a time. iii.) Choose a template e.g. events, contacts, faculty
iv.) Report is a database iv.) Type the name you want to give your database in the
object used for viewing, File Name field.
compiling, summarizing v.) Click the Browse button. The File New Database
and printing window appears.
information. vi.) Locate the folder in which you want to store your
v.) Data access page is a database. Note that the name of the file appears in the
special type of web File Name field.
i
page designed for vii.) Click OK.
viewing and working viii.) Click the Create button. Access creates the database
with data from and and opens a datasheet with the Table Tools available
internet or intranet. to you.
vi.) Macro is a set of one or
more actions
Identifying different types of database
i.) Table
ii.) Query
iii.) Macro
iv.) Reports
v.) Form
TOPIC 3 Tables – what they are and how they work
Introduction Creating tables
Definition of terms Method 1
a) Field – an element of a i.) Click Create tab
table that contains a specific ii.) On Tables group select the Table command
item of information, such as an Method 2
ID number, name of student Creating tables using templates
e.t.c i.) Click Create tab
b) Record – a collection of ii.) On Tables group select the Table Templates command
data about a person, a place, iii.) Select a suitable option on the menu
an event or some other item. A Adding properties such as name, primary key and additional
record is represented in a row fields in your table
in the datasheet of a table, i.) After creating your table make sure it’s well displayed
query or form. ii.) On the Datasheet tab Views group click on the View
c) Wizard – a Microsoft command
access tool that asks you iii.) Select Design View
questions and creates an iv.) Type the name of your table
object according to your v.) Click Ok
answers vi.) Enter appropriate field names, data type, descriptions
d) Datasheet view – a and field properties.
window that displays data vii.) Select a unique field and set it as a Primary Key
from a table, form, query, view viii.) Once done go back to Datasheet View to fill in the
or stared procedure in a row records
and column format. in Closing your table
datasheet view you can add To delete and rename your tables you will need to close them
and delete records. i.) To close your table right click at your tables object tab
e) Design view - a window ii.) Select Close from the menu
that shows the design of a iii.) Save the table if it was not saved by clicking Yes
table, query, form, and macro. Opening your table
in datasheet view you can i.) To open your table right click at your tables object tab
create new database access ii.) Select Open from the menu
objects and modify new ones. Deleting your table
i.) Make sure you close the table your about to delete
ii.) Select the table of interest at the all tables window
iii.) Click Home tab
iv.) On Records group select the Delete command
v.) Click Yes to delete
Renaming your table

i.) Make sure you close the table about to be deleted
ii.) Right click the table to be renamed at the all tables
ii
widow
iii.) Select Rename
iv.) Type a suitable name
v.) Press enter when done
TOPIC 4 FORMATTING YOUR TABLES
Definition of terms Changing font types
a) Font – a graphic design i.) Open your table and make sure it’s well displayed
applied to all numerals, ii.) Click the Home tab
symbols, and alphabetic iii.) On Font group select the bold, italic, size or font
characters. E.g. Arial and Calibri command to change the style.
(body) fonts come in different Formatting cells
sizes, and styles. i.) Click the Home tab
b) Freezing a column – ii.) On Fonts group click the Dialogue Launcher
making a column visible at all iii.) Choose appropriate cell effect and background and
times no matter where you grid line colors
scroll. iv.) Click Ok to effect the changes
Changing column width
i.) Point to the right boundary of the column heading
until the pointer turns into a double pointed cross.
ii.) Double click or drag the boundary to the requited
width.
Changing row height
i.) Point to the bottom boundary of the row header u
want to change until the pointer changes into a double
pointed cross
ii.) Drag to an appropriate height to accommodate the
data
Renaming a column
i.) Double click the field title
ii.) Type a new name
iii.) Press enter
iv.) Or Datasheet tab  Fields &Columns group
Rename command
Freezing and unfreezing a column
i.) Select a column
ii.) Right inside the selection
iii.) Select Freeze Column
iv.) Or Home tab Records group More Freeze
Replacing record details
i.) Click Home tab
ii.) On Find group click Replace
iii.) In the Replace With area type new data
iv.) Click Replace or Replace All then Close
Navigating through the tables
ii.) On Find group click Go To
iii.) Select First, Last , Next or Previous to move to different
records
Adding and deleting rows and records
i.) Open the table
ii.) On the Home tab Record group select New
iii.) Enter the details of the new record
iv.) To delete a record select the record
iii
v.) Click delete on the Record group
Inserting and deleting columns

i.) Right click the column heading were you want the new
one to be inserted
ii.) Select insert
iii.) Or Datasheet tab  Fields &Columns group Insert
command
iv.) To delete the column Right click the column heading
that you want to delete then select Delete from the
menu
v.) Click yes to delete
vi.) Or Datasheet tab  Fields &Columns group Delete
command
TOPIC 5 FILTER
Definition of terms Filter by selection
Filter – a set of criteria applied i.) Filtering using Advanced Filter
to data in order to show a ii.) Click the Home tab
subset of the data or to sort the iii.) On Sort And Filter click Advanced Filter command
data. In Microsoft access you iv.) Select Advanced Filter/Sort from the dropdown menu
can use a variety of ways to v.) Select the required fields by double clicking them
filter records such as filter by vi.) Enter the appropriate criteria
selection and filter by form. vii.) Click Save
Sort order – the order at which Sorting data
records are displayed are either i.) Click the field you want to use for sorting
ascending (A to Z or 0 to 100) or ii.) Click the Home tab
descending (Z to A or 100 to 0). iii.) On Sort & Filter group click either Ascending or
Descending
TOPIC 6 Creating different queries in design view
i.) Click Create tab
ii.) On Other group select Query Design
iii.) Choose the required table then click Add then Close
when you’re done
iv.) Double click to insert the required fields
v.) Enter the required criteria then click Run on the
Results group of the Design tab
Creating queries using query wizard
ii.) On Other group select Query Wizard
iii.) On New query select Simple Query Wizard
iv.) Click Ok
v.) Select the source table or query
vi.) Select the required fields then click Next
vii.) Type the query title
viii.) You can choose to modify the query via Design View
or you can open it in to view data
ix.) Click Finish
TOPIC 7 FORMS
Creating forms
ii.) On Forms group select Form command
Formatting your form
i.) Click the Formatting tab
iv
ii.) To change the form font click on a field
iii.) The select the different styles, colors and sizes on the
Font group
iv.) To AutoFormat your form select any autoformating
style on the AutoFormat group
Navigating through the form
ii.) On Field group click Go To
iii.) Select First, Last , Next or Previous to move to different
records
iv.) Or you can use the navigation bar at the bottom of
your form
TOPIC 8 REPORTS
Creating reports
ii.) On Reports group select the Report command
Formatting your report
i.) Click the Formatting tab
ii.) To change the report font click on a field
iii.) Then select the different styles, colors and sizes on the
font group
iv.) To AutoFormat your form select any autoformating
style on the AutoFormat group
TOPIC 9 MACROS
Creating macros
ii.) On Other group click Macro
iii.) Select Macro
iv.) Fill in the appropriate action
v.) Fill In the action arguments
vi.) Click Save command
vii.) Type in the macros name
viii.) Click Ok
Running a macro
i.) Click the Database Tools tab
ii.) On Macro group select Run Macro command
iii.) Select the required macro
iv.) Click Ok
v
MICROSOFT ACCESS REVISION
SCHEME
1.) Explain the procedure of starting and shutting down MS Access
2.) What do you understand by the term Database
3.) List six types of databases that you know
4.) List and explain FOUR database objects used in Access
5.) In table design view what is the importance of the validation rule
6.) How does a default value in a table properties work
7.) Give two cell effects that can be applied to a tables cells
8.) List and explain the navigation buttons found on a form.
9.) What is a primary key, give two examples of fields that can be used as a primary key.
10.) Differentiate between a field and a record
11.) What is a data type
12.) What do you understand by the term column width and how can you adjust it.
13.) List and explain EIGHT types of data types that can be used in a table
14.) List and explain FOUR types of field properties that may be used in a table
15.) Which keyboard key can you use to display the database window
16.) List four Layout styles you can use when creating a form
17.) What do you understand by the term best fit
18.) Which are the two methods you can use to create a report
19.) Differentiate between filtering and sorting data
20.) How can you delete a record from a table
PRACTICAL TASKS
Assume that you are one of the computer literate teachers in Strathmore High School, the school
has decided to computerize their data managements tasks.
Create the following tables in design view and perform that tasks that follow.
N/B: use the appropriate data types and primary keys in your tables.
Staff members
NAME POSITION AGE GENDER ID NO SALARY
James Mamati H. Teacher 36 Male 73738399 33000
Pauline Akinyi Teacher 29 Female 98873849 20000
Jannet Nzimbi Tea girl 27 Female 03749484 8000
Gilbert Emonyi Teacher 41 Male 98763745 18000
Charles Ambani Driver 45 Male 87454849 12000
Dama Akoth Teacher 33 Female 93464785 20000
Alphonse Giwa Teacher 34 Male 84384874 20000
Dennis Kimani Cook 52 Male 36478484 7000
Agnes Mumbi Secretary 35 Female 73876387 10000
Tom Kamae Messanger 34 Male 98737384 8000
Pam Wanjiru Librarian 23 Female 86367438 10000
Fatma Ali Cleaner 44 Female 86537374 7000
vi
Students table
NAMES CLASS ADM NO FEE BAL GENDER
Charles Omondi Form 1 8383 5000 Male
Shem Ochuotho Form 2 7379 23000 Male
Gladys Achieng Form 3 7411 12000 Female
Charity Achieng Form 1 9374 2000 Female
Gilbert Deya Form 2 7636 30000 Male
Clement Nyamwea Form 2 4374 40000 Male
Agnes Karanja Form 4 2274 23000 Female
Phoebe Akoth Form 3 7638 4000 Female
Daniel Nkanuma Form 3 9374 1000 Male
Tomas Olwande Form 4 4533 5000 Male
Mary Mamati Form 2 8376 7000 Female
Gladys Elude Form 1 7838 Female
Elphas Mwendwa Form 2 8937 3000 Male
Gregory Itotia1 Form 3 7364 7000 Male
Grace Mwala Form 2 7744 10000 Female
Joyce Watene Form 4 9037 2000 Female
Judy Atoti Form 1 4523 1000 Female
Eunice Mitiani Form 3 9038 2000 Female
Alice Muthoni Form 4 7363 3000 Female
Thomas Kimani Form 4 6345 15000 Male
Anthony Kamande Form 1 7874 12000 Male
Eliud Ndambuki Form 4 9354 13000 Male
Fenadad Oliech Form 1 1233 18000 Male
Erastus Juma Form 4 6378 1000 Male
Eunah Wakanga Form 3 1342 9000 Female
Assets Table
ITEM SERIAL NO VALUE CONDITION
School bus Mm34 2000000 Good
Desks Mm32 300000 Fair
Seats Mm24 200000 Fair
Buildings Mm23 600000 Fair
Land Mm35 12000000 Leasehold
Cattle Mm45 400000 Freehold
Pick up van Mm53 1200000 Second hand
Decker beds Mm27 200000 Fair
Office furniture Mm11 60000 Fair
Kitchen ware Mm44 50000 Good
Please perform the tasks that follow;

1) Format the tables to the following specifications;
i.) Students table – Sunken cell effect
ii.) Staff members table – Raised cell effect
iii.) Assets table – Blue fill and red gridlines and font size 16
2) Rename the condition field in the assets table to status
3) Create the following queries;
i.) Students with fee balance of more than Kshs. 20000
ii.) Students with fee balances of less than Kshs. 5000
iii.) Female students in form three
vii
iv.) All male students
v.) Students with names starting with G
vi.) All the candidates
vii.) Teachers in the school
viii.) All employees paid less than Kshs. 15000
ix.) All assets in fair condition
x.) All employees aged more than 35 years
4) All students with balances exceeding Kshs. 30000 are to receive a 40% Bursary create a
calculate query to perform the adjustments
5) Create the following forms;
i.) Male students form
ii.) Teachers forms
iii.) Assets forms
iv.) Students forms
v.) Staff forms
6) Create the following reports;
i.) Students report
ii.) Teachers report
iii.) Assets report
iv.) Staff report
7) Sort the students table to descending
8) Mrs. Pauline Akinyi was transferred to a different school, delete her from the teachers table
since she is no longer one of our teachers.
9) In the students table freeze the Names field
10) For security reasons please hide the salary field in the Staff table.
PAST PAPERS
(Please turn over)
viii
DATABASE (MS ACCESS)

ix
Theory[50 Marks]
1.) Give two examples of databases that may be used in a secondary school.[4
marks]
2.) Outline the procedure of navigating through a table. [4 marks]
3.) Differentiate between the following terms as used in a database;
a. Macro & Report

b. Field and Record [8 marks]
4.) Outline the procedure of performing the following tasks;
a. Create a new tableTable
b. Create a new Form
c. Delete an existing Query
d. Print a Report [8 marks]
5.) Explain how you can delete unwanted records in a table. [4 marks]
6.) For every field name entered in the first column of the Design view window
you need to specify its data type. List and give short descriptions of 3 data
types as used in Ms Access.[6 marks]
7.) Apart from specifying different data types for each field in your table, you
can also set the field properties to customise the appearance or contents
of a field. Give a short description of the following field properties.
a. Input mask
b. Validation rule [4 marks]
8.) What is the use of a primary key in a database?[4 marks]
9.) Outline the procedure of applying a filter by selection.[6 marks]
10.) What is a recordset.[2 marks]
x
Task 1: Pumwani maternity hospital in Nairobi has recently computerized their

information systems. Create the following tables and perform the tasks that
follow;
N/B: Set appropriate primary key for each table based on the unique data field.
Set appropriate data types for each field e.g. Age, Weight as Number. Basic pay
and allowances as currency etc.
MEDICAL STAFF
EMP NO EMP NAME GENDER AGE BASIC PAY ALLOWANCES POSITION
PH948 DANIEL NKANUMA MALE 57 100,000 2,000 GYNAECOLOGIST
PH934 TOM ATWOLI MALE 52 50,6000 1,000 GENERAL PRACTITIONER
PH588 AGNES NDAMBUKI FEMALE 45 50,2000 1,000 CLINICAL NURSE
PH887 DAMARIS KARANJA FEMALE 34 50,600 1,000 CLINICAL NURSE
PH747 JAMES NJARAMBA MALE 44 90,000 2,000 GYNAECOLOGIST
SUPPORT STAFF
EMP NO EMP NAME GENDER AGE BASIC PAY ALLOWANC POSITION PERMANENT
ES
NCC946 ANGETA MUSEMBI FEMALE 43 9,000 1,000 CLEANER NO
NCC980 KEN OUKO MALE 58 7,000 1,000 CLEANER NO
NCC931 JOYCE NJOROGE FEMALE 23 6,000 1,000 MESSANGER YES
NCC989 AGNES MWANGI FEMALE 44 8,000 1,000 CLEANER NO
NCC900 PETER ONYANCHA MALE 42 7,000 1,000 CLERK YES
NCC911 CHARLES OLE MOS MALE 25 15,000 2,000 CLERK YES
NCC944 KEN AKINDA MALE 36 6,000 1,000 CLEANER NO
BABIES DELIVERED IN AUGUST 2013
ADM NO MOTHER BABYS BABYS NAME WEIGHT ON BILL GUARDIAN

GENDER DELIVERY KG
M736 BEATRICE KAMENE FEMALE NONE 3.2 CLEANER JOSEPH
M735 ALICE NYOKABI MALE PAUL 2.5 CLEANER JARED
M776 GLADYS ATIENO FEMALE MODESTY 2.8 MESSANG PATRICK
ER
M876 AGNES MUMBI FEMALE NONE 2.3 CLEANER JAMES
M789 JOYCE WAMBUI MALE GERALD 3.5 CLERK DAN
M443 PERIS ATOTI MALE NONE 3.1 CLERK JOSECK
M733 JACKY MOGARE MALE NONE 3.6 CLEANER DAVID
xi
Further Tasks:
k.) Create the following forms

a. Medical staff form
b. Support staff form
c. Babies born in August form
l.) Create the following reports;
i.) Medical staff report

ii.) Support staff report
iii.) Babies report
m.)Create the following queries

a. Babies born with a weight of 3Kg and above
b. Cleaners tables
c. Those on permanent employment
d. Males earning more than Ksh. 8,000
e. Increase the salary of those earning less than 10,000 by 20%
n.) Apply beautiful formatting to the table
…[End of Exam]…
xii
ENTEREPRENEURSHIP
LESSON 1
1.) Introduction to entrepreneurship theory
a. Definition of terms
Entrepreneur – a person who is able to identify business opportunities and obtain
the necessary resources to initiate a successful business activity.
Business – it is an economic activity which is primarily organized and directed to
manufacture or produce goods and services with a sole intention of making a
profit.
In order for a business to continuously make profit a business firm must satisfy its
varied stakeholders including customers, employees, owners, government and
the general public or society.
Creativity – it is a way in which a person can conceive something new and
envision how it will be useful but not necessarily take the necessary action to
make it reality.
Innovation – The process of doing new things. It is the transformation of creative
ideas into useful applications, but creativity is a prerequisite of innovation.
Enterprise – refers to a business organization or a firm.
Steps involved in the entrepreneurship process

i.) Observing critically the total business environment in the area
around which you would like to establish a business
ii.) Identify the available opportunities from which one can benefit
from their exploitation.
iii.) Choosing an opportunity from among the available alternative
iv.) Acquiring necessary resources
v.) Implement the business activity
vi.) Reaping the rewards from the activity
b. Contribution of entrepreneurship towards National Development
i. Employment creation
ii. Utilization of natural resources
iii. Improvement of standards of living
iv. Increase in consumer choice
v. Development of infrastructure
vi. Foreign exchange earner
vii. Conservation of foreign exchange
viii. Stabilizing prices
ix. Reduce domination of certain sectors by foreigners
x. Increased efficiency in business operations
xi. Generation of government revenue
c. Self-employment versus Salaried Employment
xiii
Self-employment – a situation where an individual invest his own capital, uses his
own skills and intelligence in management of a business with an aim of getting
income from it.
Salaried employment – a situation where individuals seek to work or offer
services with the aim of getting payments/salary at the end of a given duration.
This person is referred to as an employee.
Advantages of self employment
i.) More independence, you are your own boss
ii.) Unlimited earning
iii.) Creates job opportunities
iv.) One fully exploits their potential
v.) Provides needed goods and services
vi.) Leads to improved living standards
vii.) Job satisfaction
viii.) Form for direct motivation and incentive to work
Disadvantages of self-employment
i.) Lack of enough capital

ii.) One may have limited skills e.g. management
iii.) In case of losses you suffer them all
iv.) No assurance of income
v.) May lead to specialization hence boredom
vi.) You may be accorded low social status
Advantages of salaried employment
i.) Assurance of income

ii.) One enjoys certain allowances
iii.) Accorded high social status
iv.) Provide room for socialization among employees
v.) Room for growth through promotions
vi.) Provides a sense of belonging
vii.) Some organization provide staff training
viii.) Sponsorship opportunities for employees to further their education
Disadvantages of salaried employment
i.) One has to adhere to rules and regulations

ii.) No opportunity to make more money
iii.) The organization may not adequately recognize ones abilities
iv.) No independence
v.) Ones ideas may not be readily implemented
vi.) There is no job security
vii.) One may not get opportunity to engage in leisure activities
viii.) One may not be accorded adequate challenging responsibilities that add
up to their qualification.
xiv
LESSON 2
2.) THE ENTREPRENEUR
a. What motivates the entrepreneur
i. Displacement leading to need to survive
ii. An innate or acquired need to achieve goals
iii. Curiosity and need to exercise an innovative mind
iv. Possession of relevant entrepreneurial traits and technical management
skills
v. Need for high returns on time and money invested
vi. Restlessness due to frustration of one kind or another
vii. Need for independence
viii. Need for financial, social or political security.
b. Types of entrepreneurs
i. Innovative entrepreneur – introduces new goods and services
ii. Imitative/Adoptive entrepreneur – readiness to adopt successful
innovations inaugurated by innovative entrepreneurs.
iii. Fabian entrepreneur – characterized by great caution and skeptism.
iv. Drone entrepreneur – they are conventional to their approach and stick
to their set practices.
c. Differences between and entrepreneur and manager

i. Motive – the entrepreneurs motive is to start a venture but the managers
is to render his services.
ii. Status – entrepreneur is the owner of the business while the manager is
the servant of the enterprise.
iii. Risk bearing – entrepreneur assumes all the risk and uncertainty in the
business while the manager does not.
iv. Rewards – The entrepreneurs reward is profit which is not certain while
the manager gets a salary as a reward for their services.
v. Innovation – The entrepreneur works as a change agent but a manager
simply executes the plans made by the entrepreneur
vi. Qualification – and entrepreneur needs posses like high motivation,
originality in thinking, foresight , risk bearing etc a manager needs sound
knowledge in management theory and practice.
d. Characteristics/Traits of an entrepreneur
i. Self confidence
ii. Persistence and determination
iii. Highly optimistic
iv. Hard work
v. Innovative and creative
vi. Flexibility
vii. Goal oriented
viii. Independence
xv
ix. Foresight
x. Good communication
xi. Good human relations
e. Roles of an entrepreneur
i. Innovation – institute new combinations of factors of production.
According to Joseph A. Schumpeter, innovation can take the following
five forms;
a.) Introduction of new products in the market
b.) Introductions of new production technology
c.) Opening of new market in which the product is not previously
entered
d.) Discovering a new source of supply of raw materials
e.) Creating of monopoly position or breaking up of it.
ii. Role of the organizer
iii. Role of risk taker
iv. The role of the director
v. Role of the financier
vi. Role of the controller or leader
vii. Role of coordinator
viii. Role of recruitment of staff
xvi
LESSON 3
3.) ENTREPRENEURIAL OPPORTUNITIES
a. Identification of business opportunity
A business opportunity is a gap that a business man fills by developing a product that would fill
the gap. Peter Dracker has identified three possible types of business opportunities;
i.) Additive opportunity – calls for better and intense utilization of existing
resources.
ii.) Complementary opportunity – bringing a new idea in existing products or
business so as to add value.
iii.) Breakthrough opportunities – Changes structure, strategies and business
character.
b. Generating business ideas

Before starting a business it is important that an entrepreneur comes up with a
good idea if he or she is to be successful and be ahead of competition.
Reasons for generating business ideas
i.) To come up with the right product or service
ii.) To conduct your business in the best way possible
iii.) One can stay ahead of competition
c. Sources of business ideas

i. Business experience
ii. Personal experience
iii. Observation
iv. Brainstorming – a group method of obtaining new ideas
d. Methods of generating business ideas

i. Focus Groups- these are the groups of individuals providing information
in a structural format. A moderator leads a group of people through an
open, in-depth discussion rather than simply asking questions to solicit
participant response.
ii. Brainstorming - it is a group method for obtaining new ideas and
solutions. It is based on the fact that people can be stimulated to
greater creativity by meeting with others and participating in organized
group experiences.
iii. Problem inventory analysis- it is a method for obtaining new ideas
and solutions by focusing on problems.
e. Evaluating a business opportunity

Evaluating the idea
i. How much capital is required
ii. What are the returns on investment
iii. How long will it take to recover the basic cost
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iv. What other benefits should the owner expect
v. Is there ready market for the product or service
vi. What level of technology is needed to survive
f. Evaluating the environment
i. How large is the potential market?
ii. What fraction of the market do you expect to secure?
iii. What are the laws and regulations governing the type of business?
iv. What are the applicable taxes?
v. What technology is being used by competitors?
vi. Who are your customers?
vii. Where are they?
viii. How are you going to reach them?
ix. Do you know their values and expectations with respect to the product?
x. How stable is the market?
xi. Which other individuals and institutions are you ready to work with?
xii. If you expect to borrow capital, do you know the prevailing lending
terms?
xviii
LESSON 4
4.) STARTING A SMALL BUSINESS
a. What is a business – a business entity is a venture, an enterprise, a firm, an
organization or a business enterprise.
b. The role of small business in development

i. Provide an opportunity for larger businesses to rise up
ii. Act as a training ground to entrepreneurs
iii. Offer the entrepreneur opportunity to take moderate risk
iv. Contribute to entrepreneurial activities
v. Employment creation
vi. Appropriate for developing economies since they require minimal capital
vii. Act as incubators for innovative ideas
viii. Reduce dependency on developed countries
c. Forms of business ownership
Sole proprietor – the enterprise is owned and controlled by one person
Main features of sole traders;

i. One man ownership
ii. No separate legal entity
iii. No separation between ownership and management
iv. Unlimited liability
v. Less formalities
vi. Profits and losses are not shared
Advantages of sole proprietorship
i. Easier to start
ii. Decision making is fast
iii. Sole trader enjoys all profits
iv. Secrets can be maintained
v. Direct contact with customers and employees
Disadvantages of sole proprietorship
i. One bears all the losses

ii. Lack of sufficient funds
iii. Limited ability
iv. Limited life of the enterprise
Partnership – it is a relationship between two or more people jointly carrying out a business with
the objective of making profit.
Main features;
i. More persons – between 2 and 20 or maximum of 10 for banking

business
ii. Profit and loss sharing
xix
iii. Contractual relationship
iv. Existence of lawful business
v. Utmost good faith and honesty
vi. Unlimited liability
vii. Restriction on transfer of shares
Types of partners;
i.
General partner – has unlimited liability
ii.
Limited partner – has limited liability in the partnership
iii.
Active partner – May serve other responsibilities in the partnership.
iv.Silent partner – a limited partner who does not participate in the
management of the organization
v. Nominal partner – not one of the owners but allows his name to be used.
vi. Quasi partner- he is presented to the public as a partner although he
contributes no capital and does not participate in management.
vii. Minor partner – a person serving as a partner but below the statutory
majority age. E.g. under 18 years of age.
Partnership deed – a written agreement between partners which indicate their
agreement to form a partnership.
Advantages of partnership
i. Easy formation
ii. More capital can be raised from partners
iii. Broader management base
iv. Ease of expansion
v. Sharing of losses and liabilities
vi. Longer business life
Disadvantages of partnership
i. Unlimited liability
ii. Difficulty in making decisions
iii. Lack of continuity
iv. Frozen investments
v. Limited access to capital
Companies – a joint stock company is a corporate association of a number of people for

some common objectives.
Main features;
i. Artificial legal person

ii. Separate legal entity
iii. Common seal
iv. Perpetual existence
v. Limited liability
vi. Transferability of shares
vii. Separation of ownership from management
xx
viii. Number of members – minimum of 7 and no maximum. But private
company minimum is 2 and maximum is 50.
Advantages of a company
i. Limited liability
ii. Transferability of shares
iii. Continuous existence
iv. Greater ease of raising capital
v. Specialized management
vi. Board of directors management
vii. Economies of scale
Disadvantages of a company
i. Legal restrictions – memorandum and articles of association

ii. Complication of formation
iii. Impersonality and lack of security
iv. Slow and expensive decision making
v. Direct control by owners is not possible
vi. Taxation – the company pays taxes separately from its owners
d. Factors to consider when starting a small business
i. Capital-acquire necessary capital
ii. Business opportunity-identify viable opportunity
iii. Entrepreneurial skills and knowledge
iv. The competitors- know your competitors and the quality of their products
v. Economic environment
vi. Legal requirements
vii. Political environment – eg. Official corruption and harassment by
authorities
viii. Machinery and equipment –equipment needed e.g. computer hardware
and software.
ix. Business premises-business location consideration;
a.) Transport facilities
b.) Availability of energy or power
c.) Nearness to raw materials
d.) Expansion ability in future
e.) Availability of auxiliary services e.g. banking
e. Procedure of starting a small enterprise
i. Identify the business idea
ii. Market research – potential clientele
iii. Competitive business strategy – mission and objectives
iv. The operations plan – all activities required to implement the strategy
v. Forecasting results-Projected results act as a guide and incentive.
vi. Business controls – periodic internal monitoring and evaluations
f. Business life cycle-this are the stages that a business goes through in its life. It is
also called enterprise life cycle.
i. Start up stage:- birth of the business enterprise.
ii. Growth stage:- the business is now known to and accepted by the market
xxi
iii. Expansion stage:- the business opens branches and introduce new
product lines activities are diversified.
iv. Maturity stage:- faces competition, sales increase but at a decreasing
rate.
v. Decline stage:- last stage, the enterprise finds it hard to survive. Sales
drop considerably and the enterprise may opt to close down.
g. Challenges faced when starting a small business
i. Too many competitors in the market make new entrepreneur find it
difficult to establish.
ii. Expensive inputs e.g. raw materials
iii. Minority group may be disadvantaged e.g. women may be disadvantaged
in a male dominated society
iv. Financial challenges – they suffer from financial shortage since their
access to external funding are limited.
v. Deficiency of managerial skills- may lack management and technical skills
to run the business
vi. Poor infrastructure facilities including power is also a challenge
vii. Government limitations-the government tends to back the larger
business enterprises
viii. Environmental changes – the economic, political, social and technical
environment may be a challenge to the entrepreneur
ix. Legal requirements- licenses and over taxation may be a challenge
x. Lack of necessary entrepreneurial skills, knowledge and traits.
xxii
LESSON 5
ENTERPRISE MANAGEMENT
Definition of enterprise management
Enterprise- this is a business organization that concerns itself with buying and selling
goods, manufacturing goods or providing services in order to earn profit.
Management – the art of utilizing resources both human and material in order to achieve
a desired objective. It is also the process which enables an organization to achieve its objectives
by planning, organizing, directing, coordinating and controlling of resources.
Enterprise management-this is the art of utilizing resources, both human and material in
a business organization in order to achieve the desired business objectives.
A manager – A manager is the person who achieves the objectives of the business by
directing the efforts of the workers.
Characteristics of management
i. Management is a purposeful activity

ii. It is getting things done in a desired way
iii. It concerns with the efforts of people working in the enterprise
iv. It relates to decision making
v. It is a process that is concerned with planning, organizing, controlling and leading
vi. It is both science and art
vii. It is a fast developing profession
viii. It deals with direction and control of the business
ix. It is a dynamic concept which adapts itself to changing business conditions
Function of management
i. Planning-is the determination of which path among the many an organization intends
to follow in order to achieve its goals effectively and efficiently.
ii. Organizing – After planning the manager decides on how best to combine the available
resources to achieve the planned goals and objectives.
iii. Staffing – Involves manpower planning and manpower management.
iv. Directing – the manager is expected to lead, guide, motivate and supervise the workers.
v. Controlling – the process off checking or following up performance of activities
undertaken in business organization, to find out whether or not such performed
activities conform to the required standards or certain targets.
Managing the enterprise resources
Development in technology
Computer has made the work of managers simpler in the following ways;
i. Accessing data from all corners of the company very fast
xxiii
ii.
Access data about aspects of business activities from anywhere in the world
iii.
Make instant and accurate decisions from the data available
iv.Communicate fast and cheaply enhance smooth communication
v.Make complex calculations very quickly and accurately for efficient decision making
vi.Present their argument and proposals to audience very effectively and from a well
presented and laid out document.
How to choose appropriate technology for a business;
i. This technology should ensure that the available resources are used in the most
optimal way.
ii. Should be readily adaptable to changing business condition.
iii. Should be consistent with the values, aspirations and expectations of the society.
iv. The technology should be environment friendly
v. The technology should be readily available and at affordable cost
Premises;
This is an establishment of an organization for producing goods and services. The following factors
have to be taken into account when establishing a suitable business premise
i. Location of the business premise

j. Capacity of the business premise
k. Manufacturing method
l. Flow of material
m. Handling methods
Time;
Time is one of the precious things that the manager has to manage. A manager has to allot and
spread his time and activities as per priorities and importance.
Benefits of time management
i. Increased productivity
ii. Increased job satisfaction
iii. Improved interpersonal relations
iv. Reduced tension, stress and time anxiety
v. Desire to be more effective in allotted time
vi. Attitude of giving priority as per needs
vii. Developed time consciousness in all employees
viii. Visitors learn to avoid time wasting talk and subjects.
Human resource
One of the most important resource in an enterprise is human resource. People must be managed
so that the goals of the organization can be realized. Human resource management is to bring
together men and women who can develop and effective organization.
Human resource management functions
i. Designing job requirements

ii. Recruiting
xxiv
iii. Selection
iv. Placement
v. Training and development
vi. Compensation
vii. Maintenance
Business support services
Insurance – Insurance is defined as the equitable transfer of the risk of a loss, from one
entity to another, in exchange for payment. An insurer, or insurance carrier, is a company selling
the insurance; the insured, or policyholder, is the person or entity buying the insurance policy.
The amount to be charged for a certain amount of insurance coverage is called the premium.
Banking – a bank may be defined as an institution that;
i. Accepts deposits
ii. Safeguards the money so received
iii. Make it available to its true owners on demand or on notice
iv. Advances loans to those who are in need of financial assistance and are able to
provide adequate security and willing to pay interest.
v. Performs other banking services
Consultancy – Organizations that provide consultancy to businessmen include;
i. Trade association – an association of union of traders in a particular field e.g. KAM

(Kenya Association of Manufacturers)
ii. External trade authorities – setup by government to encourage exports.
iii. Commercial attaché – special section in a countries embassy overseas whose aim
is to assist businessmen at home improve their exports.
iv. Advisory centers – established by government to offer sound advice to upcoming
businesses.
v. Industrial promotions and survey centers – they undertake industrial survey and
prepare feasibility study reports.
Legal services – all aspects of business operations in Kenya are governed by legislation e.g.
ensuring that business contracts are made fairly and that the contractual terms are observed by
the parties concerned. The law also protects consumers from exploitation by unscrupulous
traders.
Market support services
1. Advertisement – it spreads information about goods and services creating inclination in the
minds of the consumers. Without effective advertisement it will be very difficult if not possible for
a large organization to remain in business.
2. Communication – Communication is the transfer of information from one individual to another

by use of a medium.
3. Transport – this helps in the movement of goods and persons; there are 4 elements of
transport, the way, the unit of carriage, method of compulsion and terminal.
xxv
Marketing activities in small enterprise
Types of promotions
1.) Advertising – this is any paid form of non-personal presentation and promotion of ideas,
goods and services by an identified sponsor.
2.) Personal Selling – is an oral presentation in a conversation with one or more prospective
purchasers for the purpose of making sales.
3.) Sales promotion and publicity – those activities other than personal selling, advertisement
and publicity that stimulate consumer purchasing and dealer effectiveness such as
display, shows and exhibition, demonstrations and various non-recurrent selling efforts .
Objectives of sales promotions
i. To identify and attract new customers

ii. To introduce new products
iii. To increase the total number of users for and established brand
iv. To induce present consumers to buy more
v. To maintain sales in off seasons
vi. To combat or offset competition
PAST EXAM PAPER

(PLEASE TURN OVER)
xxvi
ENTREPRENEURSHIP

xxvii
Entrepreneurship[50 Marks]
1.) Define the following terms;
a. Entrepreneur
b. Business
c. Creativity
d. Innovation
e. Enterprise
f. Sole proprietorship [12 marks]
2.) Entrepreneurs contribute a lot to the growth of any economy in the world,
outline FOUR contributions of an entrepreneur towards National
Development. [4 marks]
3.) What is Management? [4 marks]
4.) Outline the advantages of self-employment. [4 marks]
5.) List FOUR disadvantages that may face a self-employed person. [4 marks]
6.) List and describe TWO types of entrepreneurs that you know. [2 marks]
7.) What is a limitedcompany and why is it necessary to form one?[4 marks]
8.) Identify two sources of businessideas. [2 marks]
9.) Marketing activities are very necessary to small and big enterprises,
outline two types of promotions that apply to small businesses.[4 marks]
10.) Mr. Musau is a businessperson in Machakoscounty, he intends to

join hands with Mr. Kimemia to start a chain of supermarkets in the
country. Advise Musau on the advantages of a partnership form of
business ownership. [10 marks]
…[End of Exam]…
xxviii
EMAIL & INTERNET
 THE INTERNET ....................................................................................... 31
THE INTERNET ......................................................................................................................... 31
WORLD WIDE WEB .................................................................................................................. 31
INTERNET SERVICE PROVIDER, UNIFORM RESOURCE LOCATOR & HYPERLINK .............................. 31
WEB BROWSER ........................................................................................................................ 33
SEARCH ENGINES..................................................................................................................... 34
REALLY SIMPLE SYNDICATION (RSS) FEED ............................................................................... 34
PODCASTS ............................................................................................................................... 35
SECURE WEB SITES ................................................................................................................. 36
DIGITAL CERTIFICATES............................................................................................................. 36
ENCRYPTION ............................................................................................................................ 36
MALWARE ................................................................................................................................ 37
 USING THE BROWSER ............................................................................ 38
OPENING / CLOSING MS INTERNET EXPLORER .......................................................................... 38
ENTERING A URL ..............................................................................................38
DISPLAYING A WEB PAGE ......................................................................................................... 39
STOPPING A WEB PAGE FROM DOWNLOADING ........................................................................... 40
REFRESHING A WEB PAGE ........................................................................................................ 40
USING HELP ............................................................................................................................ 40
SETTING THE WEB BROWSER HOME PAGE ................................................................................. 41
DELETING THE BROWSING HISTORY .......................................................................................... 42
ALLOWING / BLOCKING POP-UPS .............................................................................................. 44
ALLOWING / BLOCKING COOKIES.............................................................................................. 44
DELETING CACHE / TEMPORARY INTERNET FILES ....................................................................... 46
HIDING/DISPLAYING TOOLBARS ............................................................................................... 47
ACTIVATING A HYPERLINK ........................................................................................................ 48
NAVIGATING BACKWARDS & FORWARDS ................................................................................... 49
NAVIGATING TO THE HOME PAGE .............................................................................................. 49
DISPLAYING PREVIOUSLY VISITED URLS ................................................................................... 49
ADDING / DELETING BOOKMARKS ............................................................................................. 50
DISPLAYING A BOOKMARKED WEB PAGE ................................................................................... 51
CREATING / DELETING A BOOKMARK FOLDER ............................................................................ 51
ADDING WEB PAGES TO A BOOKMARK FOLDER .......................................................................... 52
 USING THE WEB ..................................................................................... 53
COMPLETING WEB-BASED FORMS ............................................................................................. 53
SELECTING A SEARCH ENGINE .................................................................................................. 54
USING THE KEYWORD SEARCH FACILITY.................................................................................... 54
SEARCHING FOR INFORMATION USING A SEARCH ENGINE........................................................... 55
SEARCHING A WEB BASED ENCYCLOPAEDIA / DICTIONARY ......................................................... 56
 WEB OUTPUTS ........................................................................................ 57
SAVING A WEB PAGE ............................................................................................................... 57
DOWNLOADING FILES FROM A WEB PAGE .................................................................................. 57
COPYING TEXT, IMAGES & URLS .............................................................................................. 58
PREVIEWING A WEB PAGE ........................................................................................................ 58
CHANGING THE PAGE SETUP ..................................................................................................... 60
PRINTING ................................................................................................................................ 60
xxix
 ELECTRONIC COMMUNICATION.............................................................. 62
ELECTRONIC MAIL .................................................................................................................... 62
STRUCTURE OF AN EMAIL ADDRESS .......................................................................................... 62
SHORT MESSAGE SERVICE (SMS) ..........................................................................63
VOICE OVER INTERNET PROTOCOL (VOIP) ................................................................63
INSTANT MESSAGING (IM) ..................................................................................63
ONLINE COMMUNITIES ............................................................................................................. 64
FRAUDULENT & UNSOLICITED EMAIL ......................................................................................... 65
PHISHING MESSAGES ............................................................................................................... 65
COMPUTER VIRUSES & EMAILS ................................................................................................. 66
DIGITAL SIGNATURES............................................................................................................... 66
NETIQUETTE ............................................................................................................................ 66
 USING EMAIL ......................................................................................... 68
OPENING / CLOSING MS OUTLOOK ........................................................................................... 68
CREATING A NEW EMAIL........................................................................................................... 70
INSERTING / REMOVING A FILE ATTACHMENT ............................................................................ 71
RETRIEVING MESSAGES............................................................................................................ 72
SAVING A DRAFT OF AN EMAIL .................................................................................................. 72
CHECKING THE SPELLING OF AN EMAIL ...................................................................................... 72
SETTING MESSAGE PRIORITY .................................................................................................... 74
REPLYING TO AN EMAIL ............................................................................................................ 74
FORWARDING AN EMAIL............................................................................................................ 74
SAVING & OPENING A FILE ATTACHMENT .................................................................................. 75
PREVIEWING & PRINTING MESSAGES ........................................................................................ 75
APPLYING A SETTING TO REPLY WITH/OUT ORIGINAL MESSAGE.................................................. 76
FLAGGING EMAILS .................................................................................................................... 77
IDENTIFYING READ / UNREAD EMAILS ....................................................................................... 78
DISPLAYING / HIDING TOOLBARS ............................................................................................. 78
USING HELP ............................................................................................................................ 78
 EMAIL MANAGEMENT ............................................................................. 80
SEARCHING MESSAGES ............................................................................................................ 80
SORTING MESSAGES ................................................................................................................ 80
CREATING / DELETING AN EMAIL FOLDER .................................................................................. 81
MOVING EMAIL TO A FOLDER .................................................................................................... 82
DELETING AN EMAIL ................................................................................................................. 82
RESTORING DELETED EMAIL ..................................................................................................... 82
EMPTYING THE DELETED ITEMS FOLDER .................................................................................... 83
ADDING / DELETING CONTACTS TO / FROM THE ADDRESS BOOK ................................................ 83
UPDATING THE ADDRESS BOOK FROM INCOMING EMAIL............................................................. 86
xxx
THE INTERNET
The Internet
Many people use the terms Internet and World Wide Web interchangeably, but in
fact the two terms are not synonymous. The Internet and the Web are two
separate but related things.
The Internet, short for ‘International networking,’ consists of thousands of computer networks that
connect millions of computers around the world. The Internet refers to the hardware and software that
provides different communications services between computer networks. The Internet is also referred
to as the ‘Net’, ‘Information Superhighway’ and ‘cyberspace’.
World Wide Web

The World Wide Web (WWW, W3 or the ‘Web’) is a way of accessing information over the Internet. It is
an information-sharing model that is built on top of the Internet.
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 electronic mail, file transfer protocol, Usenet newsgroups and instant
messaging. So the Web is just a one part of the Internet.
The Web consists of the text and pictures that you view on your computer. It encompasses all the
Internet screens that appear on your computer. Over the years, these screens have evolved from heavily
based text screens to graphical screens with pictures, sounds and video files. Such displays are
commonly referred to as Web pages.
Internet Service Provider, Uniform Resource Locator & Hyperlink
The Internet Service Provider (ISP) is a company that provides users with Internet
connection services. ISPs provide home users with an Internet Account consisting
of a username and a password. Users having the appropriate hardware and
software will use the Internet Account to access the services available on the
Internet.
ISPs may charge a monthly subscription fee or a pay-per-use fee for use of the
Internet Account.
The Uniform Resource Locator (URL) is a standard address that tells your browser how to locate a file or
other resource on the Web. This is also known as an Internet address or Web address. Every Web page
is assigned an address e.g.:
http://www.skola.edu.mt
The URL contains all the useful information about the site that you are looking for. From the URL it is
possible to know what type of organisation has put up the site, and also an indication of where the
organisation is based.
Domain Name Filename
The URL of a Web page is made up of 3 distinct components:
http://www.skola.edu.mt/courses/ecdl.html
Service Protocol Folder on Server 31

1. Service Protocol – Thousands of computers on Internet communicate with each other by
sending packets of data back and forth. The diversity and multitude of computers on Internet
dictate a standard procedure or protocol (set of rules) for the reading of Web pages. http:// is
the language used by the web browser to request Web pages from a Web server.
2. Domain Name – This identifies the name of the organisation where the information is stored.
‘mt’ indicates that the web site is registered IN Malta. ‘edu’ shows that skola is an educational
website.
The following table shows some geographical domains:
Domain Area Domain Area

at Austria fr France
au Australia gr Greece
ca Canada ie Ireland
ch Switzerland jp Japan
de Germany mt Malta
dk Denmark nz New Zealand
it Italy uk United
Kingdom
The following table shows the types of organisations that may be found on Internet:
Organisation Meaning
com Commercial organisation
edu/ac Educational institution
gov Government body or department
int International organisation (e.g. NATO)
net Networking organisation
org Non-profit making organisation (unions or charities)
3. Folder & Filename (the File Path) - This shows the location of the Web page on the Internet
server and the name of the document that is being requested. The file ‘ecdl’ ends with the
extension ‘.html’ – short for hypertext markup language.
Some examples of URLs include:
Ministry of Education http://www.education.gov.mt/

University of Malta http://www.um.edu.mt
Government of Malta http://www.gov.mt
NATO http://www.nato.int
32
Web page – is the basic unit of the WWW. Web pages are hypermedia documents
or screen displays containing all sorts of data ranging from text files and sound
(audio) files to graphic images and any other sort of data stored in a computer file.
Unlike regular documents, Web pages contain coloured text and graphics, which
can link to other Web pages.
For example, a Web page about Malta may contain the following coloured text -
„Beaches‟. When you position the pointer over this text, the pointer changes to a
pointing finger. Clicking the mouse over this text will take you to another web page
displaying information and small pictures (called thumbnails) of popular beaches in
Malta. When you click on a thumbnail you will be taken to another Web page
displaying an enlarged view of the small picture. The beaches page may also
contain the following coloured text „Transport in Malta‟. Clicking the mouse over
this text will take you to a Web page with information about transport in Malta.
As you move from one Web page to the next, you may be jumping from one
computer to another on the Internet. The coloured text and graphics which take
you from one Web page to the next are known as hyperlinks.
Hyperlinks are text or images available on Web pages which make connections to:
 other sections on the same Web page.

 a different Web page.
Hyperlinks may be used to download files or launch an application, video or sound.
Web Browser
The Web browser is a program used to locate and display Web pages. The two most
popular browsers are Microsoft Internet Explorer and Mozilla Firefox. These are
available (can be downloaded) for free from Internet. Both of these are graphical
browsers, which mean that they can display graphics as well as text. In addition,
these can present multimedia information, including sound and video, though they
may require plug-ins for some formats.
The Web server is a computer connected to the Internet that makes Web pages
available to other computers. Web servers store and deliver files over the Internet
in response to requests from web browsers. Any computer can be turned into a
Web server by installing server software and connecting the machine to the
Internet.
33
Search Engines
If you do not know the URL of a Web page, you can still search for it using the
search engines available on Internet. A search engine is a program that locates
Web sites via searches for keywords and phrases.
Typically, a search engines use a program known as a spider to fetch as many Web
pages as possible. Another program known as indexer, then reads these documents
and creates an index based on the words contained in each document. Therefore
search engines do not search the WWW in real time. Each search engine maintains
a database of information accumulated from the WWW.
When you use a search engine and submit a query, the database is searched to
yield Web pages that fit the search criteria. These are returned as a list of „hits‟,
rank ordered according to criteria applied by the search engine. Different search
engines maintain different databases of information and apply different criteria to
rank order the list of potential sites.
There are several search engines on the Internet including:
Search Engine URL

Google http://www.google.com
Yahoo http://www.yahoo.com
Askjeeves http://www.askjeeves.com
Webcrawler http://www.webcrawler.com
Most search engine sites contain sub-headings called directory indexes to facilitate
the location of information on Internet. Directory indexes are used as a starting
point for a search, refining the search criteria at each step of the way.
Really Simple Syndication (RSS) Feed
Many websites such as news sites (e.g. BBC and CNN) contain information that
changes frequently. To keep track of the changes in news sites:
 You open your Internet browser and visit these sites to check for updates.
Normally you will add the web addresses of these sites to the browser
favourites/bookmarks.
 Alternatively you can subscribe to Really Simple Syndication (RSS) Feeds.
The news sites will automatically send information to your browser when
they are updated. You will need to visit a single website that receives all
updates or feeds from different news sites. This website will contain a list of
headlines and a small amount of text with a link to the full news story. This
lets you quickly browse the list of new content without visiting each site.
Really Simple Syndication (RSS) is technology you can use to have information sent
to you, rather than having to go look for it. Many websites offer RSS as a way to
have headlines delivered to you.
34
To use RSS, you need a program known as a reader that enables you to read all
posts in one place. The latest versions of Internet Explorer and Firefox browsers
come with built-in RSS support.
If you are on a website that has an RSS feed, the browser will usually
recognize this and put the RSS icon on the tab bar in Internet
Explorer. Clicking on the RSS logo will take you to the web feed where
you can subscribe to it through Internet Explorer.
Podcasts
A podcast is an audio or video file available on the Internet for you to listen to and/or watch. A podcast
can also refer to a series of these audio or video files (similar to how a TV or radio show can be a series
of shows or just one show). When using the word podcast, most people refer to the entire series and
not just one audio or video file.
Podcast is made up of two words:
 POD - You can either listen to a podcast on your computer or transfer it to your portable audio
(e.g. MP3 player) or video device, which means that file is Portable, and it’s On-Demand
because you can listen to or watch it when you want.
 CAST - the file is sent out to you over the Internet, in the way a broadcast comes to you over the
radio or TV airwaves. But instead of using a radio or TV, with podcasts you use a computer
connected to the Internet, and on that computer you have a program that allows you to
subscribe to, manage, and listen to or watch your favourite podcasts.
Podcasting lets you automatically receive the latest audio/video shows from websites that you subscribe
to as soon as these are available. You can subscribe to receive a podcast, rather like you might subscribe
to a magazine and get it delivered each week.
In order to subscribe for a podcast, you need an Internet connection
and podcast software which is usually available free of charge e.g. e.g.
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iTunes or Winamp. To subscribe to podcasts, locate the relevant button on the website. Each time you
connect to Internet the podcast software will automatically download any new available podcasts to
your computer.
Secure Web Sites
A secure (protected) Web site is a site that can only display its content if the user
types in a username and a password. Many organisations restrict access to sections
of their Web sites. When users try to access these sites, the browser prompts for a
username and a password. The Web sites will be displayed if the correct username
and password are entered.
Digital Certificates
Internet users are often concerned about online purchases. Normally payments for
online purchases are made by a credit-card. Here are some important facts that
you should know before submitting your credit number:
 Information travelling between your computer and a server can be routed through many
computer systems.
 Any one of these computer systems can capture and misuse your information. Each of these
computers can eavesdrop and make copies of your information.
 An intermediary computer could even deceive you and exchange information with you by
representing itself as your intended destination.
If you decide to shop or do banking on the Internet, protect yourself by dealing
with secure sites. Browsers display security warnings when you are about to enter a
secure site. You can tell when you have a secure connection by looking at the URL.
Secure sites have URLS starting with “https:” not “http://”.
A secure Web site has a digital certificate confirming that it is secure and genuine.
It ensures that no other Web site can assume the identity of the original secure
site. When you are sending personal information over the Internet, you should
check the certificate of the Web site you are using to ensure that it will protect your
personally identifiable information.
Digital certificates are issued by a certificate authority. When you

visit a secure Web site, the site automatically sends you its digital
certificate. Digital certificates are used by organisations involved in
online monetary transactions. The certificates ensure that credit card details will not be intercepted as
these travel from the buyer’s computer to the web server. Digital certificates can be viewed by double-
clicking on the padlock icon in the Web browser.
Encryption
Encryption is the translation of data into a secret code. A secret key or password is required to translate
(decrypt) the secret code back to readable data. Encryption is used to safeguard confidential data as this
as being transmitted over the Internet.
Public-key encryption is one type of computer encryption system. This uses a public key known to
everyone and a private or secret key known only to the recipient of the message. When John wants to
send a secure message to Jane, he uses Jane’s public key to encrypt the message. Jane then uses her
private key to decrypt it.
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An important element to the public key system is that the public and private keys are related in such a
way that only the public key can be used to encrypt messages and only the corresponding private key
can be used to decrypt them. Moreover, it is virtually impossible to deduce the private key if you know
the public key. Public-key systems, such as Pretty Good Privacy (PGP), are becoming popular for
transmitting information via the Internet. They are extremely secure and relatively simple to use. The
only difficulty with public-key systems is that you need to know the recipient's public key to encrypt a
message for him or her.
Malware
Malware (malicious software) is a program designed to secretly enter and damage a computer system.
Malware includes:
 A computer virus is a piece of program designed and written to make additional copies of itself
and spread from location to location, typically without user knowledge or permission. Viruses
are written by programmers with malicious intent to annoy computer users.
 Worms are similar to viruses in that they make copies of themselves, but differ in that they need
not attach to particular files or sectors at all. Once a worm is executed, it seeks other systems -
rather than parts of systems - to infect, then copy its code to them. Typically worms slow down
computer systems.
 Trojan horses secretly place illegal, destructive instructions in the middle of a computer
program. Once the program is run, the Trojan horse becomes active. Trojans do not replicate
themselves like other viruses.
 Spyware is a program that secretly installs itself on computers and collects information about
users without their knowledge. Spyware programs can collect various types of personal
information, such as Internet surfing habits and sites that have been visited. They can also
interfere with user control of the computer in other ways, such as installing additional software
and redirecting Web browser activity. Spyware is known to change computer settings, resulting
in slow connection speeds, different home pages, and/or loss of Internet or functionality of
other programs.
Two sources of viral infections are:
 Sharing infected files over the intranet i.e. the internal computer network of an organisation.
 Downloading infected files from Internet sites.
You should be careful with program or file downloads from the Web. Files available on bulletin boards
or public newsgroups may be infected. Software updates e.g. drivers, multimedia players, should be
downloaded from the manufacturer's official website. It is important to update your anti-virus program
to prevent against malware.
Firewall
A firewall is a system designed to prevent unauthorised access to your computer system when
connected to Internet. A firewall is simply a program or hardware device that filters information coming
through the Internet connection into your private network or computer system. If an incoming packet of
information is flagged by the filters, it is not allowed through. Many users having always-on connections
(such as ADSL or cable) are encouraged to install personal firewalls (software) that protects their system
from intruders.
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 USING THE BROWSER
Opening / Closing MS Internet Explorer

As indicated earlier the Web browser is a program used to locate and display Web
pages. The two most popular browsers are Microsoft Internet Explorer and Mozilla
Firefox. The Web browser used during this course is MS Internet Explorer 8.0.
To start MS Internet Explorer:
1. Click Start button.

2. Point to Programs.
3. Click Internet Explorer or any other browser such as Firefox, Google chrome opera etc. The
following screen will be displayed:
Note that:
 You may also open MS Internet Explorer by double-clicking Internet

Explorer icon which may be located on the MS Windows desktop.
 When you start MS Internet Explorer, this will display a specific Web
page. The first page displayed when you start up your browser is
called the home page.
Entering a URL
1. Type the URL in the address field e.g.

http://www.google.com.mt
2. Press ENTER key.
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Displaying a Web page
Web pages may contain text, images and icons, referred to as

hyperlinks that may link to other:
 parts of the same Web page.

 Web pages within the same website.
 Websites.
Text that links to other areas in the same Web page or

different Web pages is usually underlined or/and coloured
differently from the other text in the page. You can open a
hyperlink and display the Web page in a new browser
window:
To display a Web page in a new separate

browser window:
1. Position the pointer on a hyperlink.
2. Right-click the mouse. This will display a pop-up menu.
3. Click Open in New Window.
Note that:
 You can also open a hyperlink and display the Web page in a new browser
window by pressing SHIFT key whilst clicking on the link.
 Your screen will display two browser windows, one containing the first Web
page and the second containing the second Web page.
 Typically you can switch between different browser windows by clicking the
appropriate browser window button on the task bar.
To display a Web page in a new tab:
1. Repeat steps 1-2 as above.

2. Click Open in New Tab.
Note that:
 Your screen will display one browser window with two web pages in separate
tab panes. Tabs enable you to switch between web pages within the same
browser window. There are some features associated with tab browsing such
as bookmarking all web pages
Tab panes
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Stopping a Web Page from Downloading
The downloading of some Web pages from Web servers to your computer may take
considerable time. There may be several reasons for this:
1. Web pages that are heavy loaded with images, sounds and movies are larger in terms of
memory compared to text based Web pages. Accordingly these pages take considerable time to
transmit from Web servers to your computer.
2. The Web server may be slow.
3. The modem and link to the Web server may be slow.
You can stop a transfer whenever the loading process takes longer than expected:
Click Stop button in the standard toolbar.
Refreshing a Web Page
Sometimes the content of a Web page (news page) may be updated during your
online session. Your browser downloads the page once but it will not automatically
reload the page when this has been changed. The refresh facility forces the browser
to download the latest version of the page. To reload a Web page:
Click Refresh button.
Using Help
1. On the Command bar click Help button.

2. Click Internet Explorer Help.
3. Click Search tab.
4. Type in the keyword to find e.g. cookies.
5. Click List Topics button.
6. Select the topic to display.
7. Click Display button.
8. Help text will displayed in the right pane of the MS Internet Explorer window.
9. Close the help window.
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Setting the Web browser Home Page
Your home page is displayed each time you start Internet Explorer or when you
click Home button on the Command bar.
You can change the browser‟s home page as follows:

1. Click the arrow to the right of the Home button on the Command bar.
2. Click Add or Change Home Page…
3. In the Add or Change Home Page dialog box, do one of the following:
4. To make the current webpage your only home page, click Use this webpage as your only home
page.
o To start a home page tab set or to add the current webpage to your
set of home page tabs, click Add this webpage to your home page
tabs.
o To replace your existing home page or home page tab set with the
webpages you currently have open, click Use the current tab set as
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your home page. This option will only be available if you have more
than one tab open in Internet Explorer.
5. Click Yes button.
To reset the home page to the default:
1. Click Tools button.

2. Click Internet Options.
3. Click the General tab.
4. Click Use default to replace your current home page with the one that was
used when you first installed Internet Explorer.
5. Click OK to save your changes.
Note that:
 If you do not want any home page to be opened when Internet Explorer
starts, click Use blank in step 4 above. You might want to have a blank
home page if you frequently work offline and are not connected to the
Internet when you open Internet Explorer.
Deleting the Browsing History
MS Internet Explorer automatically saves previously visited Web pages in a list

known as the history list. The history list contains shortcuts to pages you viewed
during browsing sessions. The list allows you to quickly return to the pages you
have recently visited.
To access the history list and display previously visited Web pages:
1. Click Favourites button. The Favourites pane appears along the
left side of the browser window.
2. Click the History tab. This contains links to Web sites and pages visited in the previous days and
weeks.
3. Click a week or day.
4. Click a Web site folder to display individual pages.
5. Click the Web page icon to display page.
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To delete specific websites from the history list:
2. Right-click the website folder to delete.
3. Click Delete.
To delete all browsing history:
1. Click Safety button.

2. Click Delete Browsing History…
3. Tick the History check box.

4. Click Delete button.
Note that:
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 Deleting your browsing history does not delete your list of favourites or
subscribed feeds.
Allowing / Blocking Pop-ups
A pop-up is a small web browser window that appears on top of the website you're
viewing. Pop-up windows often open as soon as you visit a website and are usually
created by advertisers.
MS Internet Explorer has a Pop-up Blocker feature that lets you limit or block most
pop-ups. You can choose the level of blocking you prefer, from blocking all pop-up
windows to allowing the pop-ups that you want to see. When Pop-up Blocker is
turned on, the Information bar displays a message saying "Pop-up blocked. To see
this pop-up or additional options click here."
By default, the Pop-up Blocker is turned on in MS Internet Explorer. To turn it off or

to turn it on again if you've already turned it off, follow these steps:
1. In MS Internet Explorer click Tools button.

2. Click Pop-up Blocker
3. Do one of the following:
 To turn off Pop-up Blocker, click Turn Off Pop-up Blocker.
 To turn on Pop-up Blocker, click Turn On Pop-up Blocker.
Allowing / Blocking Cookies
Cookies are text files that save information regarding particular websites. They may
save information, shopping cart contents, or user preferences.
When a Web browser requests a Web page from a Web server, the latter can store
a piece of text on the user‟s computer. The text is sent back to the server each
time the browser requests a page from that server.
The main purpose of cookies is to identify users and possibly prepare customised
Web pages for them. When you enter a Web site using cookies, you may be asked
to fill out a form providing such information as your name and interests. This
information is packaged into a cookie and sent to your Web browser which stores it
for later use. The next time you go to the same Web site, your browser will send
the cookie to the Web server. The server can use this information to present you
with custom Web pages. So, for example, instead of seeing just a generic welcome
page you might see a welcome page with your name on it.
Many websites require that you enable cookies in order for the website to be
properly viewed. To enable cookies:
1. In Internet Explorer click Tools menu.
3. Click the Privacy tab.
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4. Set the slider to Medium. This should be enough to enable cookies.
If you want to enable cookies for a particular site, click Sites button. In
Address of website: field type the URL. Click Allow button to enable cookies
for that site.
5. Click OK button to close the Per Site Privacy Actions dialog box.
6. Click OK button to close the Internet Options dialog box.
To block cookies for a site:

2. If you want to block cookies for a particular site, click Sites button. In
Address of website: field type the URL. Click Block button.
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Deleting Cache / Temporary Internet Files
Cache is a special folder on the hard disk that stores Web pages accessed by your
browser. The first time visit a Web page, your browser retrieves all content (text,
images, audio etc.) and a copy of these will be stored on the hard disk. The next
time you visit the same Web page, your browser checks if the last modified dates of
the files on the Internet are newer than the ones stored or cached. If the dates are
the same, your browser uses the files on your hard disk instead of downloading
these again from the Web server. Thus the cache speeds up browsing of Web
pages. The files stored in the cache are known as temporary Internet files.
The temporary Internet files are never deleted unless the cache is full. To delete
these:
1. In MS Internet Explorer click Tools menu.
3. In the General tab click Delete button.
4. In the Delete Browsing History dialog box, tick Temporary Internet files.
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6. Click OK button.
Hiding/Displaying Toolbars
To hide/display toolbars:
1. Click Tools on the Command bar.

2. Point to Toolbars.
3. Click the toolbar to hide/display.
Note that:
 If the command bar is hidden, right-click in the empty area. Click the
Command Bar from the shortcut menu.
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Activating a Hyperlink
As indicated earlier on, links or hyperlinks are words or pictures in a Web page that
can connect to another Web page. Links are usually underlined or in a different
colour than the regular text in the Web page. Another way to find out if a piece of
text or picture is a link, by placing the cursor over it. If it is a link, the cursor will
change to a pointing hand.
To navigate a website:
1. Position the mouse pointer over the hyperlink. The pointer will change into
a pointing hand. Also the URL location of the link appears in the status
message area at the bottom-left of the window.
2. Click once on the highlighted text, image, or icon. This transfers page
content from a server location to your computer.
Note that:
 Sometimes the page specified by a link may not be available. Such links are
often referred to as dead links. The error window shown on the following
page will be displayed.
 By default, links you have previously visited (referred to as followed links)
are shown in a different colour compared to links (or unfollowed links) that
you have not visited.
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Navigating Backwards & Forwards
You can navigate backwards and forwards between previously visited web pages:
1. Click Back button or ALT+ keys to display the previous page in the history list.
2. Click Forward button ALT+ keys to display the next page in the history list. This button is
available only after you have used Back button or a history menu item.
Navigating to the Home Page
You can navigate to the home page of MS Internet Explorer:
In the Command bar click Home button.
Note that:
 Alternatively you can press ALT+M keys to display the browser‟s home
page.
Displaying Previously Visited URLs
MS Internet Explorer offers several facilities to

re-display previously visited Web pages.
To display previously visited URLs using the

address bar:
1. Click the drop down arrow to the right of the address bar. A list of previously visited URLs will
be displayed.
2. Click the address of the Web page you wish to visit.
MS Internet Explorer automatically saves previously visited Web pages in a list

known as the history list. The history list contains shortcuts to pages you viewed
during browsing sessions. The list allows you to quickly return to the pages you
have recently visited.
To access the history list and display previously visited Web pages:
1. Click Recent pages button. This is the arrow
pointing downwards to the right of the
Forward button.
2. Click History at the bottom of the drop down
menu. The History pane appears along the left
side of the browser window. This contains
links to Web sites and pages visited in the
previous days and weeks.
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3. In the History pane, click a week or day.
4. Click a Web site folder to display individual pages.
5. Click the Web page icon to display page.
Adding / Deleting Bookmarks

The Bookmarks, referred to as favourites in MS Internet Explorer enables you to
store the URLs of Web pages that you frequently visit. It is a list of URLs of
frequently visited Web pages. Through the favourites list you can return to a Web
page without having to remember and retype its URL. Once you add a URL to the
favourite list, the item stays until you remove it or edit the list.
To add a URL to your list of favourite Web pages:
1. Go to the page that you want to add to your favourites list.

2. Click Favourites button. The Favourites pane appears along the left side of the browser
window.
3. Click Add to Favourites… The following dialog box will be
displayed. You can replace the default name of the Web page in
the Name: field.
4. Click OK button.
Note that:
 The title of the currently displayed Web page will be added to the Favourites
list. The Favourites menu grows as you add Web pages.
To delete a bookmark:
window.
2. Click Favourites tab in the pane. This will display a list of bookmarked Web pages.
3. Right-click the web page to delete from the Favourites list.
4. Click Delete in the shortcut menu. The Confirm File Delete dialog box.
5. Click Yes button.
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Displaying a Bookmarked Web Page
window.
2. Click Favourites tab in the pane. This will display a list of bookmarked Web pages.
3. Click the page to open. The browser will display the selected Web page.
Creating / Deleting a Bookmark Folder

As your list of favourite pages grows, you can organise them by moving them into
folders. To create a folder in the favourites list:
1. Click Favourites button.
2. Click the drop down arrow to the right of the Add to Favourites…
3. Click Organise Favourites…
4. Click New Folder button.

5. Type in the name of the new folder.
6. Click Close button.
Note that:
 You can also rename folders stored in the Favourites list.

To delete a folder in the Favourites list:
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2. Select the name of the folder to delete.
3. Click Delete… button.
Adding Web Pages to a Bookmark Folder
To add a Web page to a particular folder in the Favourites list:
1. Go to the Web page that you want to add to your Favourites list.
2. Click Favourites button.
3. Click Add to Favourites… button. The Add a Favourite dialog box is displayed.
4. Click the drop-down arrow in the Create in: field. This will display the available Favourite
folders.
5. Click the folder where the web page will be added.

6. Click Add button.
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 USING THE WEB
Completing Web-based Forms
In recent years Web pages have become highly interactive. Nowadays, Web pages
do not only display information. Users are purchasing goods and services through
the Web. Users are applying for courses through the Web etc.
Web-based forms are one way how users may interact with the Web. Online forms
are the equivalent of printed forms. They are so convenient because users can
complete and submit these forms quickly.
Web based forms may contain:
 Text fields - These are blank boxes where you type in textual information.
 Menu fields - These provide you with a choice to make in the form of a
menu that “appears” when you click on it.
 Check boxes - These are used when you have a choice to make. You can
choose as many check boxes as you want.
 Radio buttons – These are also used when you have a choice to make.
Unlike check boxes, you can only choose the one you want. They are
circular.
 Submit or Reset buttons - These allow you to clear your form (reset) or to
submit your form. What happens to the data after you “submit” depends on
how the Web page has been set up.
Text Field
Menu field
Check
Boxes
Button
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Selecting a Search Engine
As indicated earlier there are a search engine is a program that locates Web sites
via searches for keywords and phrases. You can use different search engines e.g.
Google, MS Live Search etc.
To select a search engine:
1. Click Search Options drop-down arrow.

2. Choose the search engine to use e.g. Live Search. The Search field will display the name of the
search chosen
Using the Keyword Search Facility
It is possible to look for information using the search facility available on the search
engine site. If you know exactly what you are looking for, type the word or phrase
that best describes the subject, click on „search‟ button, and wait for the search
engine to come up with the results.
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In some cases the search engine would list thousands of web pages related to the
subject you are searching for. This would make it next to impossible to go through
all the Web pages on the list. The following hints might help you select the
appropriate information from Internet:
 Read the „hints‟ and „help‟ for each search engine - these will explain
how the search tool works, and which commands can be used to attain
more accurate results.
 Use specific words instead of general ones – for example, searching
for „constructivist education‟ will have more specific results than a search
for „education‟.
 Use quotes around words that are part of a phrase - if you want the
words to be found in a specific order, it is important to enclose them in
inverted commas. Thus, if you want to find documents about Jean Piaget,
type in „Jean Piaget‟. The former will produce a never-ending list of Web
pages having either Jean or Piaget or both.
 Use the „+‟ (plus) for words that the search must contain – if you are
looking for Italian cars, you should search for +Italian+cars, which,
means that the documents retrieved will all have both the word „Italian‟ and
the word „cars‟ in them.
 Use the „-„ (minus) for words that the search must not contain – if
you are looking for information about cars but these must not be Italian
cars, you should search for +cars-Italian. The results of this search
would include a list of documents about cars with no mention of Italian
cars.
 Use Boolean operators AND, OR, AND NOT – These operators must
appear in capital letters and with a space on each side.
o AND – documents found must contain all words joined by this
operator, for example italian AND cars would list all Web pages
about Italian cars.
o OR – documents found must contain at least one of the words joined
by OR, for example butterfly OR caterpillar would list all Web pages
containing either butterfly or caterpillar.
o AND NOT – documents found cannot contain the word that follows
AND NOT, for example English language AND NOT England would
display of all Web pages containing English language and not England.
Searching for Information using a Search Engine
1. In the Search field: type the keywords.

2. Press ENTER key. The search engine will locate occurrences of the text in its database of Web
pages.
3. Examine the search results. These are usually presented as a list of links to pages containing
the text you requested. Click any link to display a Web page.
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Searching a Web based Encyclopaedia / Dictionary
You can access many encyclopedias e.g. Wikipedia and dictionaries e.g.
Dictionary.com on Internet. The screens of encyclopedias and dictionaries vary
however all of them will have a search field where you can type keywords to
search.
To use Wikipedia:
1. In the address bar type www.wikipedia.org.
2. In the search field type the keyword e.g. ecdl.
3. Click search button.
To use Dictionary.com:
1. In the address bar type www.dictionary.com.
2. In the search field type the keyword e.g. flood.
3. Click search button.
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 WEB OUTPUTS
Saving a Web Page
MS Internet Explorer allows you to save Web pages as files on your computer. To
save the Web page displayed on your screen:
1. Click Page button on the Command bar.
2. Click Save As…
3. Browse to the disk/folder where the page will be saved.
4. In the File name field, type a name for the page.
5. In the Save as type field, do one of the following:
 To save all of the files needed to display this page, including graphics,
frames, and style sheets, select Webpage, complete. This option
saves each file in its original format.
 To save all of the information needed to display this page in a single
file, click Web Archive, single file. This option saves a snapshot of
the current webpage. This option is available only if you have installed
Outlook Express or later.
 To save just the current HTML page, click Webpage, HTML only. This
option saves the information on the webpage, but it does not save the
graphics, sounds, or other files.
 To save just the text from the current webpage, click Text File. This
option saves the information on the webpage in text format.
6. Click Save button.
You can also save a Web page without viewing it:
1. Right-click the mouse on a link.

2. Click Save Target As…
3. Repeat steps 3 to 6 as above.
Downloading Files from a Web Page
You can download text files, image files, sound files, video files, and software from
a Web page as follows:
1. Right-click the file to download.
2. Click Save Target As… The Save As dialog box will be displayed.
3. Browse to the disk/folder where the file will be saved.
4. Type the name of the File in the File name: field.
Note that:
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 Files downloaded from Web pages may be infected with a virus. It is
important that you use anti-virus software to scan all files downloaded from
the Web. If the files are safe you can proceed with opening these.
To save an image:
1. Right-click the image.

2. Click Save Picture As… The Save Picture dialog box will be displayed.
3. Browse to the disk/folder where the file will be saved.
4. Type the name of the File in the File name: field.
Copying Text, Images & URLs
You can copy text, images and URLs from a web page to documents.
To copy text from a web page to a document:
1. Select the text you want to copy.

2. Right-click over the highlighted text.
3. Click Copy.
4. Paste the information into the document you are working on.
To copy an image from a web page to a document:
1. Right-click the image to copy

2. Click Copy.
3. Paste the image into the document you are working on.
To copy a URL to a document:
1. Right click the hyperlink text.

2. Click Copy Shortcut.
3. Paste the URL into the document you are working on.
Previewing a Web Page

When printing a Web page, MS Internet Explorer formats content according to the
size of the printed page. The Print command rearranges the page layout (text is
word-wrapped and graphics are repositioned) to fit in the paper.
To preview the appearance of a printed Web page:
1. Click the drop down arrow next to Print button on the Command bar.
2. Click Print Preview… The Print Preview dialog box will be displayed.
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3. Select the appropriate option.
4. Click Close button to close the Print Preview screen.
Option Button To do this
Print Set printing options and print the page
Portrait Print the page vertically (portrait orientation).
Print the page horizontally (landscape

Landscape
orientation).
Change paper size, orientation, or margins, and
Page Setup
add headers or footers.
Turn headers or Decide whether to print additional information
footers on or off (such as the date, website address, or page
number) at the top or bottom of the page.
View full width Zoom the webpage to the width of the preview
screen.
View full page Zoom the webpage to show the full webpage in
the preview screen.
Show multiple
View multiple pages on the preview screen
pages
Change Print Size Stretch or shrink the page size to fill the printed
page.
Page number Type the number of the page you want displayed.
First page Display the first page to be printed.
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Option Button To do this
Previous page Display the previous page to be printed.
Next Display the next page to be printed.
Last Page Display the last page to be printed.
Changing the Page Setup
You can also adjust the Page setup options before printing:
2. Click Page Setup… The Page Setup dialog box will be displayed.
3. Select the appropriate options e.g. paper size, orientation and margins.
4. Click OK button.
Printing
You can also adjust the Page setup options before printing:
2. Click Print… The Print dialog box will be displayed.
3. Select the appropriate options.
4. Click Print button.
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To print… Do this
Entire Web page Tick the option All in the Page Range section.
Specific page(s) Type the pages to print in the Pages: field.
Selected text Tick the option Selection in the Page Range section.
Number of copies Type in a number in the Number of copies: field.
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 ELECTRONIC COMMUNICATION
Electronic Mail
Electronic mail or email is a way of sending electronic messages through the

systems and networks that make up the Internet. Email is the most frequently used
application on the Internet. This is because email has many advantages over other
means of communication:
 Email is very fast compared to normal the postal service. An email gets to
any destination in a few minutes.
 Email is cheaper compared to the normal postal service. It only requires an
Internet connection. There is no need for envelopes and stamps.
To send and receive email you will need an Internet connection and an email
address. You may also need an email client (or program) with specific email
addresses.
You can obtain an email address from any of the following sources:
 Typically the ISP which provides you with an Internet connection will also
provide you with an email address.
 Your school will provide you with an email address. It is important that you
use such email for schoolwork. Such emails should not be used for personal
communication or to forward jokes.
 You can get a free email address from some Web sites e.g. Hotmail, Yahoo,
Gmail etc. Email addresses derived from the Web are known as Web-based
email accounts. Web-based accounts enable you to read and send email
through a Web page i.e. from any location. You will not need to configure
an email program on the Internet connected computer. However, most ISPs
and organizations do offer facilities to check their email addresses through
the Web.
Structure of an Email Address

Email addresses have a standard format made up of two parts separated by the @
symbol:
1. The UserID or Username is a unique identification of a person on a particular server.
2. The Host name or Domain name is the location at which the mail is sent. This refers to the mail
server i.e. the computer where the recipient has a mailbox.
Username Domain name
ganni.borg@ @skola.gov.mt
How does Email work?
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Every user with an email address has a mailbox that stores all incoming and
outgoing mail. The mailbox is located on the mail server computer at the ISP. This
mail server computer is connected to Internet 24 hours a day. So, your incoming
mail is delivered to your mailbox even while you have your computer switched off.
Therefore, you need to check your mailbox to read your mail. You will need a mail
program such as MS Outlook or Mozilla Thunderbird to read and send mail (unless
you will be checking email on the Web).
Therefore, you type a message on your computer using a mail client. You send the
message when you connect to Internet. The email will be delivered to the electronic
mailbox of the recipient (the person who receives your email) on a mail server
computer. The recipient can check his or her mailbox and can download the
electronic messages from the mail server to his/her computer. The recipient of your
message can respond to you, forward the message to someone else, file the
message in the computer, or just delete the message.
It is important to understand that the recipients of your mail do not have to be

present at their computer when you send mail to them. Your message travels to the
destination mailbox quickly. But the person at the other end still has to check the
mailbox to read your message.
Short Message Service (SMS)

Short Message Service (SMS) allows for short text messages to be sent from one
cell phone to another cell phone or from the Web to another cell phone. SMS is also
referred to as texting, sending text messages or text messaging. SMS text
messaging is the most widely used data application in the world.
Voice Over Internet Protocol (VoIP)

Voice Over Internet Protocol (VoIP) – is an Internet service that enables you to
communicate using voice with another person/s. The communication is real time. It
is a telephone conversation over Internet. Sometimes this is referred to as Internet
telephony or IP telephony. Many home users communicate with their friends and
relatives through Internet telephony using a VoIP program, a microphone and
speakers/headphones. There are no additional charges for these voice calls because
these happen over the same Internet service used for Web browsing and e-mail.
Instant Messaging (IM)

Instant Messaging (IM) – is an Internet service that enables you to communicate
using text with another person/s using an instant messaging program. The
communication is real time – similar to a telephone conversation but using text
instead of voice. A program known as instant messenger is used for text or chat
communication. Typically, the instant messaging system alerts you whenever
somebody on your private list is online. You can then initiate a chat session with
that particular individual. You can also use an instant messaging program to send
files such as documents and pictures.
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Nowadays, programs such as Windows MSN (Messenger) and Skype are used as
instant messengers and VoIP. Some users make use of web cam during IM or VoIP
communications.
Online Communities
An online (virtual) community is a group of people that communicate with each
other using Internet e.g. email, internet social network service or instant messages.
They communicate for social, professional, educational or other purposes.
Many individuals use social networking websites such as Hi5 or Facebook to keep in
touch with their friends and seek „old‟ friends. They set up an online profile,
describing their interests, and add links to other profiles. Generally, users are able
to post personal information, including photographs, videos etc. Some people join
special interest groups on social networking sites.
An Internet forum is also called a message board, discussion group, bulletin board
or web forum. An Internet forum usually allows all members to make posts and
start new topics.
Before a prospective member joins an Internet forum and makes posts to others,
s/he is usually required to register. The prospective member must usually agree to
follow certain online rules, sometimes called netiquette. When a member is
approved by the administrator or moderator of the Internet forum, the member
usually chooses his or her own user name and password. Sometimes, a password is
supplied.
The separate conversations in an Internet forum are called threads. Threads are
made up of member-written posts. Internet forum members can usually edit their
own posts, start new topics, post in their choice of threads and edit their profile. A
profile usually lists optional information about each forum member such as the city
they are located in and their interests.
An Internet forum administrator or monitor may also participate in the forum. A

forum administrator can usually modify threads as well as move or delete threads if
necessary. Administrators can also usually change software items in an Internet
forum. Moderators often help the administrator and moderate Internet forum
members to make sure the forum rules are being followed.
Chat rooms are virtual spaces on Internet where individuals discuss topics in real
time. Within a chat room, there may be a moderator who monitors the content of
the conversation in order to prevent abuse.
Social networking, Internet forums and chat rooms provide ways to learn, talk and
socialize, however some users abuse these systems. Children and teens must be
aware that they can meet irresponsible users and adults who use chat rooms
anonymously. Children must report all bullying and harassment they may receive
through chat rooms. Children and teens must never give their personal contact
details, pictures etc unknown users. They must never meet a person that they have
met through a chat room or any other social networking. If they agree to meet a
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person, they must be accompanied by a parent or an adult family member. Parents
need to be aware of who their children are talking to in chat rooms and social
networking sites.
Online computer games refer to any type of game that someone can play through
the Internet or over a computer network. Most of the time, online gaming refers to
video games played over the Internet, where multiple players are in different
locations across the world. Online gaming also refers to gambling over the Internet,
through an online casino.
Online gaming is growing in popularity for a variety of reasons. Gamers can easily
find opponents of a similar skill level when playing a game over the Internet.
Players also can compete in multiplayer games, where many players play an
ongoing game in a virtual world. Often times, participants can communicate with
other gamers through text chat sessions during online gaming or, sometimes,
players can actually speak to other players, using special audio hardware. Some
online games charge a monthly fee for access to the video game software.
Parents are encouraged to supervise closely what their children are doing on the
computer. Software can be installed on computers to monitor the sites visited by
children and teenagers. Parents are encouraged to agree with children on the
duration of time that their children spend on the computer.
Fraudulent & Unsolicited Email
All email users must be able to distinguish between genuine, unsolicited and
fraudulent messages.
From time to time you may receive messages with promotional material about a
product or service. You may not be interested in such messages which are often
referred to as unsolicited mail or spam mail.
Occasionally you may receive messages with information about fraudulent schemes
such as pyramid selling or get rich quick schemes. It is important that you do not
forward such emails and delete these from your mailbox.
You may also receive messages which appear to be sent from a reputable
institution such as a bank, a mobile company, an Internet Service Provider (ISP)
asking for personal information such as name, surname, address, username,
password, and credit card details. This is known as phishing. It is important that
you do not forward such emails and delete these from your mailbox.
Phishing Messages
Phishing messages often direct you to enter details at a fake website whose look
and feel are almost identical to the legitimate one. Reputable
institutions/organisations never ask users to send their usernames, passwords,
credit card details etc via email. It is therefore important to disregard these
messages. If you are in doubt, phone the institution/organisation and inform them
that you received a phishing message.
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Computer Viruses & Emails
Files attached to emails may contain viruses that may infect your computer system.
Receiving an email with an infected file attachment does not infect your computer.
You need to open the file for your system to be infected.
It is important to treat all files attached to emails with caution. Use an updated
antivirus program to scan these files before opening. Some file types particularly
those carrying the extension .EXE, .COM, .PIF, .JS, .VBS, .SHS, .SCR, .DOT are
potential viral infections. Double file extensions e.g. "readme.txt.vbs", should
always be treated with suspicion. Just because an email appears to come from
someone you trust, this does not mean the file is safe or that the supposed sender
has anything to do with it.
Digital Signatures
A digital signature (not to be confused with a digital certificate) is basically a way to
ensure that an electronic document (email, spreadsheet, text file, etc.) is authentic.
Authentic means that you know who created the document and you know that it
has not been altered in any way since that person created it.
Digital signatures rely on certain types of encryption to ensure authentication.

Encryption is the process of taking all the data that one computer is sending to
another and encoding it into a form that only the other computer will be able to
decode. Authentication is the process of verifying that information is coming from a
trusted source. These two processes work hand in hand for digital signatures.
Netiquette
As with other forms of communication media, there are widely observed
conventions, often known as „network etiquette‟ or „netiquette‟ - associated with
email communication. Netiquette is a set of guidelines intended to promote
effective, efficient and responsible communication between all email users.
The following netiquette guidelines are derived from those in use at many locations
on the Internet:
 Use short meaningful descriptions in the subject field of all your messages.
Messages without subject lines can confuse and frustrate the persons who
receive these particularly if they receive a lot of mail.
 Messages should be concise and to the point. Use short paragraphs with
breaks in between. White space makes long text easier to read.
 Be careful about the way you express yourself in a message, especially if
you feel strongly about an issue. Never shoot off a quick response to some
issue. Once you press the send button there is no way you can retrieve the
message back.
 Never type your messages in all uppercase letters. Capitalizing whole words
that are not titles is the equivalent of shouting. Asterisks are usually used
to add *emphasis* to a word.
 Acronyms (e.g. ASAP – as soon as possible) are often used in email
messages. Avoid overuse of acronyms in your messages. Such messages
can confuse and annoy readers that are not familiar with acronyms.
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 Ensure that your message is free of spelling and grammar errors before
pressing the „send‟ button.
 It is unethical to forward a message without asking permission of the
person who wrote the message.
 Do not make changes to someone else's message and pass it on without
making it clear where you have made the changes.
 Do not initiate or forward chain letters and other unwanted email, known as
„spam‟, to your friends.
 Be careful with file attachments that you send along with your mail. Large
files can completely fill the recipient‟s mailbox making it impossible for
him/her to receive any more messages. Seek permission from your
recipients before actually sending large mail (>5Mb). Compression utility
programs can be used to reduce the sizes of your attached files.
 Some networks blocked the transmission of emails with particular files e.g.
executable files and MS Access files. You may be able to send such files if
these are compressed using compression utility programs.
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 USING EMAIL
Opening / Closing MS Outlook

As indicated earlier, an email client is a program used to send and receive email.
There are several email clients – MS Outlook, MS Outlook Express, Mozilla
Thunderbird. The email program that you will use is MS Outlook 2003.
To start MS Outlook:
1. Click Start button.

2. Select All Programs.
3. Click MS Outlook.
MS Outlook 2003 displays three vertical panes:
 Navigation Pane (1) – has tools and information determined by the current
selection. The Navigation Pane displays several tabs including Mail,
Calendar, Contacts, Tasks, Notes, Folder List, Journal, and Shortcuts.
 Message Pane (2) - contains all emails in the folder currently selected.
 Reading Pane (3) - displays the content of the email currently selected, its
basic header information (sender, recipients and subject) and any file
attachments.
To close MS Outlook click Close button.
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To open an email i.e. to view a message:
1. In the Navigation pane click Inbox folder. The Message Pane will display
the list of emails in the Inbox folder.
2. In the Message pane, click the email to open. The Reading pane will display
the message.
Note that:
 To view a message in a separate window, double click the email in the

Message pane.
 To view messages that you have sent, click Sent Items folder in the
Navigation pane.
To close an email:
If you are viewing the email in a separate window, click the close button of the
window. You will be returned to the previous MS Outlook screen.
A typical email message includes:

 Subject: a short meaningful description of the message
 Date: when mail was sent
 From: the sender‟s address
 To: the recipient‟s address
 Body of the message.
The From: and To: lines contain addresses that are similar to the addresses you put
on a paper envelope. The electronic postmaster is much stricter about the format of
the address. All the spelling and punctuation must be correct, or the message will
be sent right back to you from the electronic mailbox.
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The Subject line is a convenient place to give a one-line description of your
message. This description helps the person receiving your email to decide what
your mail is all about.
Creating a New Email

1. Click New Mail Message button. The Untitled Message
window will be displayed - here you will type the message to
send.
2. Type the email address of the person you want to send the message to in
the To: field. If you want to send the same message to several people,
press ENTER key after typing the first address and type another email
address.
An address in an address list can have one of the following recipient types:
To: Primary recipients of your message.

Cc: Carbon Copy, for secondary recipients i.e. the persons whom you
decide to keep them informed.
Bcc: Blind Carbon Copy, email addresses typed in this field are not visible.
3. Type the subject of your message in the Subject: field.

4. Click in the lower part of the window and type in the message. You can
copy and paste text from other programs such as MS Word etc.
5. Click Send button to send your message.
Note that:
 By default, the email message sent is stored in the Sent Items folder.
 To discard your message without sending it, just close the window.
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Inserting / Removing a File Attachment
Email messages do not only consist of simple text messages. Depending upon the
hardware and software, e-mail messages can contain embedded sound files, image
files, video-clip files, executable files etc. These are collectively known as attached
files. Attached files are files that are sent along with e-mail messages.
You can attach files to an email message:
1. In the Message window, click Insert File button. The Insert File
dialog box will be displayed.
2. Browse to the disk/folder where the file (to be attached) is located.
3. Click the file to attach.
4. Click Insert button.
Note that:
 The name of the selected file will be displayed in the Attach… field.
 It is important to attach small files, which do not exceed 4MB. Large files
can completely fill the recipient‟s mailbox making it impossible for him/her
to receive any more messages. Compression utility programs can be used
to reduce the sizes of your attached files.
To remove a file attachment:
1. Click the name of the file in the Attach… field.

2. Press Delete key.
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Retrieving Messages
Messages are stored in your mailbox on the mail server until you download them
using your mail program. To retrieve messages, you need to connect to the
Internet:
1. Open MS Outlook.
2. Click Tools menu.
3. Select Send/Receive
4. Click Send/Receive All. The program retrieves all mail in your mailbox.
Note that:
 By default, the Inbox folder stores all incoming mail.

Saving a Draft of an Email
Occasionally you may wish to save an email and continue working on it at a later
time before sending this.
To save a draft of an email:
1. In MS Outlook, start typing an email.

2. Click File menu.
3. Click Save.
Note that:
 The email will be saved in the Drafts folder.
When you are ready to continue working on the message:
1. Click the Drafts folder in the navigation pane.

2. Double-click on the message you want to work with from the list in the main
view.
Checking the Spelling of an Email
To check the spelling of an email:
1. Click in the body of the email.

3. Click Spelling and Grammar…
4. Click the appropriate options (refer to the following table).
5. Click OK button when MS Outlook displays a message that it has checked all
text in the email.
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Option To Do This
Not In Displays a possible error, such as an incorrectly spelled word, a

Dictionary duplicate word, a grammar error, or incorrect capitalization. Edit the
text in this box to correct it, and then click Change, or click the
correct word in the Suggestions box and then click Change.
Suggestions Lists a number of words close to the incorrectly spelled word. Click
the appropriate suggestion to choose it.
Ignore Leaves the word unchanged and continues with the checking. The
Once spell checker stops if the same word is encountered within the same
email. This button changes to Resume if you click in the document to
edit the document.
Ignore All Leaves the word unchanged and skips any occurrences of the same
word within the entire email throughout the rest of the current MS
Outlook session.
Add to Adds the word in the Not In Dictionary box to the custom dictionary.
Dictionary
Change Replaces the incorrectly spelled word with the highlighted
word/phrase in the Suggestions: box. When the selected error is a
repeated word, this button changes to Delete so you can easily
remove the second instance of the word.
Change All Replaces all occurrences of the same incorrectly spelled word with the
word/phrase in the Suggestions: box.
Autocorrect Adds a word to the AutoCorrect list so that MS Outlook can correct
any incorrect spelling of it automatically as you type.
Options Displays a dialog box in which you can specify the rules that MS
Outlook uses to check spelling and grammar.
Undo Reverses the most recent spelling and grammar check actions, one at
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Option To Do This
a time.
Setting Message Priority

When you send a new message, you can assign a priority to it, so the recipient
could see if the message has a high or low priority setting.
You can set the priority of a message by clicking the Importance: High
button. To switch off the high priority setting click on the Importance:
High button.
Note that:
 Messages sent with a high priority setting will be delivered at the same
speed as a message having a low priority setting.
Replying to an Email
When replying to a message the original message and the subject details of the
message with the prefix RE:. The reply to the message can be typed above, below
or in the body of the original message.
To reply to a message:
1. In the lnbox folder, select the message to reply to.

2. To reply to the sender, click Reply button. To reply to all recipients of the
original email, click Reply to All button.
3. The RE: message form displays. Type a reply message.
4. Click Send button.
Forwarding an Email
Once a mail message has been read it can be forwarded to other mail users. The
sender's own comments can be added to the message before it is sent to other
members.
As with replying to messages, the subject of the original message is automatically

entered in the Subject box with a prefix. In this case Fwd: indicating that the
message is a forwarded message.
When forwarding a message the original message with the address information is
automatically entered in the Message area.
To forward an email:
1. In the lnbox folder, select the required message to forward.

2. Click Forward button. The Fwd: message form displays.
3. Click in the To: field and type the email addresses of the users to
receive the forwarded message.
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4. If required, type a message in the Message area.
5. Click Send button.
Saving & Opening a File Attachment

Messages carrying attachments display a
paper-clip icon. When you read these
messages, the name of the attached file will
be displayed below attachments.
It is important that you save the

attached file on your computer and use updated antivirus software to scan if the file
is infected.
To save a file attachment:
1. Click the email that has the file attachment.
2. Double-click the attached file.
3. Click Save button. The Save As dialog box is displayed.

4. Browse to the disk/folder location where the attachment will be saved.
To open the attachment/s saved you will need a program that can open files of the
same type as the attachment's file format. For example, if you want to open a .DOC
file, make sure you have a program on your computer that can open .DOC files.
Previewing & Printing Messages

You can preview a message before printing:
1. Click File menu.

2. Click Print Preview. The Print Preview window will be displayed.
3. Click Page Setup… to adjust the page setup options such as orientation, paper size and
margins.
4. Click OK button to close the Page Setup dialog box.
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5. Click Close button to close Print Preview dialog box.
You can print a message:
1. Click File menu.

2. Click Print… The Print dialog box will be displayed.
3. Adjust the appropriate options such as number of copies.
4. Click OK button.
Applying a Setting to Reply with/out Original Message

By default MS Outlook, when replying to a message, this will also contain the original message. To
change this setting:
2. Click Options…
3. Click E-mail Options… button.
4. In the E-mail Options dialog box, choose one of the following in the When replying to a
message drop down menu:
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 Include original message text
 Do not include original message
5. Click OK button to close the E-mail Options dialog box.

6. Click OK button to close the Options dialog box.
Flagging Emails
You can use flags to remind yourself to follow up an issue or to categorize
messages in your Inbox. To flag a
message:
1. Click the message to flag.
2. Click Actions menu.
3. Select Follow Up.
4. Choose the appropriate flag for the
message. The subject of the message will
displayed a coloured flag.
To remove the flag mark from a
message:
1. Click the message to remove its flag

mark.
2. Click the flag in the message line. The flag will
be replaced with a checkmark.
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Identifying Read / Unread Emails
When you receive emails, the Unread Mail folder will be bold. It will also display the
number of unread messages within a bracket.
Unread emails in the Message pane will display a closed envelope. Messages that
you have already opened will display an open envelope.
You can also mark emails as read or unread:
1. Choose the message in the Message pane.

2. Click Edit menu.
3. Choose Mark as Read or Mark as Unread.
Displaying / Hiding Toolbars
By default MS Outlook displays the Standard toolbar. To display additional toolbars:
1. Click View menu.

2. Highlight Toolbars.
3. Click the appropriate toolbar to show e.g. Advanced or Web.
To hide toolbars:

2. Click the appropriate toolbar to hide.
Using Help
1. Click Help menu.
2. Click Microsoft Office Outlook Help. The office assistant is displayed.
3. Type a keyword or question in the Answer Wizard box.
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4. Click Search button.
5. Click the topic to display.
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 EMAIL MANAGEMENT
Searching Messages
You can search for a message by sender, subject or email content:

2. Select Find.
3. Click Advanced Find…
4. To search by:
 sender, click in the From: field and type the name or email address of the sender.
 subject, type a word or phrase in the Search for the word(s): field and choose subject
field only in the In: field.
 email content, type a word or phrase in the Search for the word(s): field and choose
subject field and message body.
5. Click Find Now button.

6. Messages which match the search criteria indicated in step 4 will be displayed at the bottom
of the Advanced Find window.
7. Double-click the appropriate message to open.
Sorting Messages
You can sort emails by name, by date and by size:
1. Click View menu.

2. Select Arrange By
 Choose From to sort emails by name
 Choose Date to sort emails by date
 Choose Size to sort emails by size.
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Creating / Deleting an Email Folder
You can create folders in MS Office Outlook to organise the messages that you want
to save for future reference. For example you can create a folder to store messages
that you received during 2009.
To create an email folder:
1. Click File menu.

2. Point to New.
3. Click Folder…
4. In the Name: field type a name e.g. Year 2009 for the folder.
5. Click OK button.
Note that:
 The Navigation pane will display the folder

created.
To rename a folder:
1. Right-click the folder to rename e.g. Year 2009.

2. Click Rename “Year 2009”…
3. Type the new folder name e.g. Year 2008.
4. Click outside the folder name.
To delete an email folder:
1. Right click the folder to delete e.g. Year 2008.
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2. Click Delete “Year 2008”.
3. Click Yes button to confirm that the folder will be deleted.
Moving Email to a Folder

To move an email to a folder:
1. In the lnbox folder, select the required message to move.

2. Click Edit menu.
3. Click Move to Folder…
4. In the Move Items dialog box, click the folder name where the messages will
be moved.
5. Click OK button.
Deleting an Email
1. Choose the message in the Message pane.
2. Press DELETE key.
Note that:
 Deleted messages are transferred to the Deleted Items folder.
Restoring Deleted Email

You restore deleted messages:
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1. Click Deleted Items folder. This will display the list of messages that have
been deleted.
2. Choose the message to undelete in the Message pane.
3. Click Edit menu.
4. Click Move To Folder… The Move Items dialog box is displayed.
5. Click the folder e.g. Inbox where the message will be moved to.
6. Click OK button.
Emptying the Deleted Items Folder

You can decide to delete your mail permanently from the Deleted Items folder as
follows:
1. Right-click Deleted Items folder.
2. Click Empty “Deleted Items” Folder.
Alternatively, you can delete all messages in the Deleted Items folder as follows:

2. Click Empty “Deleted Items” Folder.
Adding / Deleting Contacts to / from the Address Book

MS Outlook has a built-in address book to store the email addresses and other
contact details of friends etc.
To open the address book:

2. Click Address Book…
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Note that:
 The first time you open the address book, it will be empty.
To add the details of a friend to the address book:

2. Click New Entry button. The New Entry dialog box is displayed.
3. In the Select the entry type: click New Contact.

4. Click OK button.
5. Type the contact details in the form.
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6. Click Save and Close button. The Address Book window will display the
details of your friend.
7. Close the Address Book window.
To delete the contact details from the address book:

2. Click Address Book…
3. Choose the contact details to be deleted.
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5. Click Yes button to confirm the deletion of contact details.
6. Close the Address Book window.
Updating the Address Book from Incoming Email

You can add the email address of a sender to the address book:
1. In the lnbox folder, select the required message to add the sender‟s email
address.
2. Right-click the email address of the sender.
3. Click Add to Outlook Contacts…
4. The Contact window will be displayed. Type in any other details as
appropriate.
5. Click Save and Close button.
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MS PUBLISHER
Creating a New Publication with a Template
1: What is Publisher?
2: Choosing a Template
3: Configuring Publisher
4: Object Basics
5: Working with Textboxes
6: Changing Font Style, Size, &Color
7: Formatting Lines & Backgrounds
Modifying an Existing Publication

8: Navigating Multi-page Publications
9: Grouping and Ungrouping Objects
10: Modifying Spacing
11: Working with Images
12: WordArt and BorderArt
13: Inserting, Deleting, and Modifying Objects
14: Page Setup and Print Setup Options
Creating a New, Blank Publication

15: Creating a Blank Publication
16: Adding Text Boxes
17: Formatting Bulleted and Numbered Lists
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18: Inserting a Table and Text
19: Formatting a Table
20: Enhancing Text in Your Publication
21: Using Publication Designs and the Design Gallery
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What is Publisher?
Microsoft Publisher is a desktop publishing application that allows you to create and fine-tune
publications from a variety of templates or blank publications.
You can create many different types of publications including items such as promotional flyers,
company brochures, garage sale flyers, business cards, school newsletters, and more.
Publisher has many types of templates available for you to use. These include Quick
Publications, Advertisements, Brochures, Flyers, Greeting Cards, and so much more. You can
click on each of these headings to display subheadings with additional templates.
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Exercise!
 Open Publisher.
 Browse the templates from the New Publication task pane.
 Explore the Publisher window.
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Choosing a Template
The task pane, which is located on the left side of the screen, is the "heart" of Publisher. From
this task pane, you can access many Publisher features, including templates.
New Publication Task Pane Options:
Publications for Print: Templates are arranged by categories such as brochures, flyers, business
cards, etc.
Design Sets: Templates are arranged by style and design. This is especially helpful for
businesses that may want to use publications that have a consistent look and feel.
Web Sites and E-mail: templates are available to create a basic web site or e-mail background.
Blank Publications: This section allows you to choose from a variety of blank layouts and
create a custom publication.
To Select a Sale Flyer Template:
 Click Publications for Print in the task pane.

 Click Flyer.
 Click For Sale Flyer 2.
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To Enter Information into the Personal Information Dialog Box:
If this is the first Publisher publication you have created, the Personal Information dialog box
will appear.
 Select a personal information set from the drop-down box.

 Enter your information into the available fields. Leave the fields blank if you do not have
information to enter.
 Click OK.
Challenge!
 Open Publisher.
 Browse the Publications for Print and Design Sets.
 Explore the options in Blank Publications.
 Click Publications for Print.
 Click Business Cards.
 Select any business card you wish.
 Complete the Personal Information dialog box if it appears.
 Close the publication without saving it.
Configuring Publisher
You can configure Publisher in many different ways. You have the ability to change default
settings, move toolbars, display or hide specific buttons, and more. As you become more familiar
with Publisher, you may find that you have a preference as to how you accomplish specific
tasks. In the meantime, you may want to configure Publisher in the way that we recommend.
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The Publisher Window:
Depending if the version of Publisher on your computer has been used before, various toolbars
may appear by default when you first open Publisher. Take a look at the toolbars displayed in the
example below.
To Move Toolbars to a Different Location on the Screen:
 Place your cursor over the dotted line at the end of the toolbar.
 Click and Drag the toolbar to the desired location on the screen.
 Release the mouse button.
To Switch a Toolbar On or Off:
 Select View Toolbars from the main menu.

 Select any toolbar to turn it on or off.
o Check Mark: The toolbar is currently displayed if there is a check mark beside it.
o No Check Mark: The toolbar is not displayed if there is not a check mark beside it.
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To Add or Remove Buttons to a Toolbar:
 Select the drop-down arrow at the end of each toolbar.

 Select Add or Remove Buttons.
 Select the name of the toolbar.
 Select a button to display or hide it.
o Check Mark: The button is currently available if there is a check mark beside it.
o No Check Mark: The button is not available if there is not a check mark beside it.
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To Access Your Options Dialog Box:
 Select Tools Options from the main menu. The Options dialog box will appear.
We recommend you maintain all the default settings until you are more familiar with Publisher.
To Access the Help Features:
 Enter any keywords in the Quick Search box.

 Click Enter on your keyboard. The search results will appear in the task pane.
You can always use the Help feature from the main menu.
Exercise!
 Open Publisher.
 Identify the toolbars that are visible on your screen.
 Select one of those toolbars and hide it.
 Display the toolbar you just hid.
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Modifying Objects Basics
Publisher classifies AutoShapes, textboxes, pictures, clip art, and tables as objects. In Publisher,
you have the ability to resize, rotate, and move any object. You can also make other simple
modifications to the object, including changing the fill color or border.
To Resize an Object:
 Select the object. You will know the object is selected when open circles appear around it.
 Place your cursor over one of the open circles that surround the object. The resize cursor will
appear. The resize cursor has an arrow on each end.
 Click and drag the object until its the desired size.
To Rotate or Flip an Object:
Publisher allows you to rotate an object in 90 degree increments, or pick anything in between
using Free Rotate.
 Select the object.

 Select Arrange Rotate or Flip from the main menu.
 Select the type of rotation you wish to apply to the object.
 If you select Free Rotate:
o A Green circle will appear above the object.
o Click on the green circle and drag to rotate the object.
o Release the mouse button.
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To Move an Object:

 Place your cursor anywhere over the object. The move cursor will appear. The Move cursor is
shaped like a cross with four arrows.
 Click and drag the object to the desired location.

To Change Color:

 Select the fill button from the standard toolbar. The fill button looks like a paint bucket.
 Click the small triangle next to the fill button to select a color.
 Click a color and release the mouse button.
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 Note: if you want to select a custom color, select more colors.
 Choose a color and click OK.
Exercise!
 Open the Sample Flyer publication included in the CCP CD.
 Use the resize cursor to change the size of the circle in the upper left corner.
 Use Rotate or Flip option to rotate the boat image.
 Use the move cursor to change the location of one or more objects.
 Change the color of the circle, using the fill icon on the formatting toolbar.
 Save and close the document to use in the next challenge.
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Working with Text Boxes
Text boxes are a type of object. Many of the same functions you can do with objects also apply to text
boxes, such as Rotate, Resize, and Move. In addition, you can change the background and, most
importantly, the contents of a text box. Most templates include text boxes with sample text to help you
with the layout.
Using the Zoom Features
Since the text you wish to work with may be too small to read, you will need to zoom in or out using the
standard toolbar. Select a zoom percentage or click the zoom in or out icons, to do this.
To Edit the Contents of a Text Box:
 Click the text box and use your cursor to select the text.
 Use the keyboard to enter the text that you wish to appear in the box.
 Tip: Be careful not to make your text too long - be a concise as possible.
Don't forget - You can Rotate, Resize, and Move a text box just like any other object.
To Change the Background Color of a Text Box
 Select the text box.

 Click the down arrow beside the fill button on the standard toolbar.
 Select a color or fill effect to apply to the text box.
 If you select a fill effect, you can choose from several options including gradients, textures,
patterns or tints.
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Exercise!
 Open the Sample Flyer publication.
 Select a zoom percentage from the formatting toolbar that allows you to read the text next to
the boat. You may also try using the zoom in and zoom out icons.
 Select the text in the text box next to the boat and enter a description.
 Choose a background color for the text box using the fill button on the formatting toolbar.
 Save and close the flyer to use in the next challenge.
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Changing Font style, size, and color
Color and fonts are an important part of a successful Publisher document. Since the range of
choices for color palettes and fonts can get overwhelming, Publisher provides pre-selected fonts
and colors that work well together. These Color Schemes and Font Schemes can take much of
the guesswork out of designing your document, and can make a big difference in the impact of
your document. And, if you want to branch out from the provided Schemes, you can also adjust
the color and fonts of each item in your document individually.
Using a Color Scheme or Font Scheme:
 In the Task Pane, click on Color Scheme or Font Scheme.

 Try different choices for color palettes or fonts.
Change the Font of a textbox:
 Select the text that you want to change.

 Use the icons on the formatting toolbar to change the following:
o Select a Font Face from the font list.
o Click the Bold, Italic, or Underline icons.
o Change font color using the arrow next to the Font Color icon.
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Design Tips
 Be careful with color contrast - don't use light fonts on a light background or dark fonts on a
dark background - the result can be very hard to read.
 Try to limit the number of different fonts or colors in your document - they can get distracting.
Exercise!
 Apply a Color Theme to the document.
 Change the main text at the top of the page to 72pt Arial, bold and italic using the text
formatting icons on the formatting toolbar.
 Save and close the flyer to use in the next challenge.
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Formating Lines and Background Colors
Lines and background colors are a great way to add impact to your document. Lines may be used
for visual emphasis, to divide parts of a document, or to suggest things like perforations. A good
background color can help your design stand out from the page.
To Format a Line:
 Click on a line to select it.

 To change the line color:
o Click the small triangle next to the line color icon on the formatting toolbar.
o Select a color from the list or open the More Colors dialog box.
 To change the line style:
o Click the Line Border Style Button on the Formatting Toolbar.
o Select a line thickness or weight.
o Select Advanced Options to choose advanced formatting.
To Change the Background Color of a Publication:
 Go to the Main Menu and Select Format Background.

 The Background Color options will appear in the Task Pane.
 Select the color to apply to your publication.
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Exercise!
 Format the lines between the phone numbers at the bottom of the page to: blue, dashed
squares, and 2 1/4pt thick.
 Change the background of the flyer to a color of your choice.
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Navigating Longer Documents
In addition to one page publications like flyers and advertisements, Publisher can be very useful
in creating multi-page documents such as Newsletters. Quite often, the template that you select
will have more pages than you need. In this case you will need to navigate a document and
move, insert, rename, or delete pages.
You can navigate through a publication by clicking on the page icons at the bottom of the
screen.
To Insert a Page:
 Right-click on a page icon.

 Select Insert Page from the Context Menu.
 The Insert Pages Dialog Box will appear.
 Select the type of page you want to insert. These are dependent on the template that you are
using.
 Select a page type to include a particular template.
 Select More options to insert more than one page or to control where a page is inserted.
 Click OK.
To Delete Unused Pages
 Right-click on a page.
 Select Delete Page from the Context Menu.
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To Move a Page:
 Select one or more pages using the page icons.

 Right-click and select Move from the Context Menu.
 The Move Page Dialog Box will appear.
 Select Before or After.

 Select a page from the list to move.
 Click OK.
To Rename a Page
 Right-click on a page icon.

 Select Rename.
 Enter a new name in the Rename Page dialog box.
 Click OK.
Turn On or Off Two-Page Spread
 Right-click a page icon.

 Select View Two-Page Spread to turn it on or off.
Exercise!
 Open the Sample Newsletter publication.
 Click on the page icons to navigate through the newsletter.
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 Insert a page between pages 2 and 3.
 Move page 2 so that it is after page 3.
 Delete pages 2 through 4. You should have a 2 page newsletter.
 Save and close the newsletter to use in the next challenge.
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Grouping and Ungrouping Objects
Publisher allows you to group or combine multiple objects into one object. This can make it a lot
easier to work with multiple objects since you can flip, rotate, resize, or change the color of all
the objects in a group at the same time - just like a single object.
To Group Objects Together:
 Hold down the shift key and select each of the objects that you would like to group.
 Or, click the select object icon (shaped like an arrow) on the objects toolbar and drag a selection
box around the objects you want to group.
 Click the Group Object icon that appears below the objects.
Moving Grouped Objects:
Once objects are in a group, they can be moved just like any other object.
To Ungroup Objects:
 Select a group of objects.

 Click the Ungroup Objects icon that appears below the group.
Exercise!
 Group the 5 hand images at the top of the first page.
 Move the hands group so that they are centered above the headline.
 Ungroup the group continuing the headline and the red line.
 Move the red line so it is centered above the headline.
 Group the hands, red line, and headline.
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Modifying Spacing within Text
Publisher lets you modify the way text is spaced on a page. This can help make your publications
easier to read and have greater impact. You can control the spacing between paragraphs, lines
and even letters. You can also change the alignment of a block of text.
To Change Paragraph Spacing:
 Select the text you want to change.

 From the main menu select Format Paragraph.
 The Paragraph Spacing dialog box will appear.
 Select the Indents and Spacing tab.

 Adjust spacing before or after paragraphs in the Line Spacing section.
 View the preview in the sample area.
 Click OK.
To Modify Line Spacing:

 Open the Paragraph Spacing dialog box.
 In the Line Spacing section, adjust the spacing Between lines.
 View the preview in the sample area.
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 Click OK.
To modify text alignment

 Open the Paragraph spacing dialog box.
 Select an Alignment Option (left, center, right) from the General section.
 Or, use the alignment icons on the formatting toolbar.
To Change Character Spacing:

 Main Menu seelct Format Character Spacing.
 The Character Spacing dialog box will appear. From the Character Spacing dialog box you can:
o Shrink or Stretch text (Scaling)
o Change the space between all characters (Tracking)
o Change the space between specific characters (Kerning)
Exercise!
 Make the following changes to the text box under "We Believe" on page 2:
o Change the paragraph alignment to Left.
o Set the line spacing after paragraphs to 8pt.
o Set the spacing between lines to 1.5sp.
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 Select the text "PTA Fundraisers Are a Success" on the first page, and make the following
changes:
o Center-align the text.
o Stretch the text to 110%.
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Working with Images
Images can have a major impact on your publications. Publisher provides several options for
adding images such as clip art or digital pictures to your publications.
To Insert a Clip Art Object:
 Go to the Main Menu and select Insert Picture Clip Art.

 The Clip Art window appears in the Task Pane.
 Search for a particular subject of clip art. You can refine your results by specifying a collection or
file type.
 Click the clip art you want to insert. It will appear in your document.
 Move and resize the clip art object as needed.
To Delete an Image:
 Select the object you want to delete.

 Press the delete key or Right-click and select Delete Object.
To Insert a Picture:
 Go to the Main Menu and select Insert Picture From File.

 Browse to the image you want in the Insert Picture dialog box.
 Click Insert to insert it into the publication.
 Move and resize the picture object as needed.
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Using the Picture Toolbar:
 Use the Picture tool bar to:

o Change color
o Adjust contrast and brightness
o Crop an image using the crop icon
o Add a line or border
o Change line or border thickness
Exercise!
 Insert a clip-art image into the first article on the first page. Make the following changes:
o Adjust its brightness and contrast.
o Add a border.
 Delete the image of the sun with glasses on the first page.
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Using BorderArt and WordArt
You can use BorderArt and WordArt to draw interest to your publications. But be careful, a little
be can go a long way. You want to be careful not to be distracting.
To Apply Border Art to a Section of a Page
 First, draw a rectangle to use as the border:

o Click the Rectangle icon on the Objects Toolbar. A cross shaped cursor will appear in
your document.
o Position your mouse in the upper-left corner where you want your object.
o Click and drag your mouse to draw the rectangle.
o Move and resize the rectangle as needed.
 Second, apply BorderArt:
o Select Format Autoshape from the Main menu.
o Click the BorderArt button in the the Format Autoshape dialog box.
o The BorderArt dialog box will appear
o Select a border from the list. Check the effect in the preview area.
o Click OK, Then Click OK in the Format AutoShapes dialog box.
To Create Word Art:
 Click the Insert WordArt icon on the Object Toolbar.
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 The WordArt dialog Box will appear.
 Select a style from the list.

 Click OK.
 Enter the text in the Edit WordArt dialog box.
 Change the font, size, or style (bold or italic) if needed.
 Click OK.
 Move and resize the WordArt as needed.
Using the WordArt Toolbar:
 Select a WordArt object to make the WordArt Toolbar appear.

 Click Edit Text to edit the text.
 Click the Change Shape icon (distorted letter A) to change the shape of the WordArt.
 Click OK.
Exercise!
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 Replace the blue border at the bottom of the second page with BorderArt.
 Replace the "We Believe..." text on page two with WordArt
 Try different shapes for the WordArt to see the different effects.
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Working with Objects
AutoShapes in Publisher are a group of shapes that you can add to your publications. Shape
options include stars, banners, lines, triangles, and much more. AutoShapes are considered a
Publisher object, just like text boxes and images. Like all Publisher objects, AutoShapes can be
stacked or arranged in a different order. To help with layout, Publisher allows you to align or
"snap" objects to other objects or guides.
Insert a Rectangle:
 Click the Rectangle icon on the Object Toolbar.

 The insert shape cursor (two crossed lines) will appear.
 Click and drag your mouse to draw the rectangle.
 Add Fill color, line color using the Formatting Toolbar.
 Resize and Move the shape as needed.
 You can also insert Ovals, Arrows, and Lines using the corresponding buttons on the Object
toolbar.
Insert an AutoShape:
 Click the Insert AutoShape Icon on Formatting toolbar.

 Click and drag the cursor to draw the AutoShape to a desired size.
 Release the mouse and the shape will appear.
 Add fill and line color.
To Delete an Object or AutoShape:
 Select the object to delete.

 Press the delete key or right-click and select delete.
Arrange Objects:
You can order or change the way objects stack or overlap in your publication. If two or more
objects overlap you can change the order:
 Select the object you want to move forward or backward.

 Go to the main menu and select Arrange Order.
 Select how you want to move the selected object.
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 Click OK.
Using the Snap Feature:
 Select Arrange Snap from the Main menu.

 Select a Snap option.
o Other objects will snap or align with the nearest object.
o Ruler guides will snap or align to the nearest ruler guide.
Using Ruler Guides:
 Click and drag the vertical or horizontal Ruler. A guide will appear. Click and drag the guide to
reposition it.
 Move an object near the guide. It will snap to the guide.
Exercise!
 Navigate to the "We Believe..." section on the second page of the newsletter, and:
o Insert a star AutoShape and apply a fill color to it.
o Insert an oval so it overlaps with the star. Apply a fill color to the oval.
o Arrange the star so it is in front of the oval.
o Group the oval and star.
o Snap the group to another object.
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Page Setup and Print Options
In addition to page setup options, Publisher allows you to preview a publication before you print
it. Print preview is an important step in making your documents the best they can be, and it can
help you identify problems without wasting paper.
Page Setup
 Go to the Main Menu and select File Page Setup.

 The Page Setup dialog box will appear.
 You can change the Publication type for your document (the options available may depend on
the template)
 Various Page Size options may be available for different Publication types.
 The Orientation option allows you to print vertically (Portrait) or horizontally (Landscape).
 Preview allows you to see the different options.
Print Preview
 Go to the Main Menu and select File Print Preview.
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 Your publication will now be visible in the Preview format.
 There are several options available on the Print Preview toolbar:

o Page up or Page down for multi-page documents.
o View multiple pages at once using the Multiple pages icon. Drag to select how many
pages you want to view at once.
o Use the Zoom tools to see parts of your document close up.
o Use the Color/Grey scale icon to see how your document would look without color.
o Click Close to return to your document.
To Print a Publication
Go to the Main Menu and select File Print.
 The Print dialog box will appear.

 Select the printer you wish to use (if you have more than one).
 Change the settings in Print range if you want to print part of your document.
 Select the Number of copies you wish to print.
 Check Collate if you are printing more than one copy and you want the printer to keep them
organized.
 Click OK.
Exercise!
 Explore the Page setup and Print preview options.
 Print the newsletter.
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Creating a Blank Publication
Publisher provides several options when you want to move beyond the pre-designed templates
and create your own publication designs. You can create a document completely on your own
without any design assistance, or you can use the designs and layouts provided to enhance your
ideas.
Creating a Blank Publication
 Select File New on the Main menu to show the New Publication task pane.
 Click on Blank Publications to preview the different types that are available.
 Select a publication by clicking on its preview icon to the right of the task pane.
 Customize your blank publication by inserting the pictures, shapes and text that you want.
With a blank publication you can do anything you want. It's up to you!
Selecting a Page Layout
If you don't want to start with a completely blank document, Publisher can help you with various
page layout options.
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 Select Quick Publication Options in the task pane. A list of page Layout designs will appear.
 Click on the different layout designs to preview them in your document.
 Enter your own text into the publication, once you find a layout that you want to use. If you
decide to select a different layout, the text you enter will appear in the new layout.
Exercise!
For the next set of challenges you will want to use your own document.
 Create a new blank publication of your choice.

 Explore the different Layout options or start with your own design.
 Insert at least one image or piece of clip art into your document.
 Save and close your publication to use in the next challenge.
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Inserting Text Boxes
In addition to all the options available for changing and formatting text, Publisher allows you to
insert as many text boxes as you want into your publications.
To Insert a Text Box
 Click the Text box icon on the Objects toolbar. Or, select Insert Text box on the main menu.
The cursor changes to two crossed lines.
 Click and drag the mouse to create a text box of any size. You can always resize or move it later.
 Enter your text into the new text box.
Using the AutoFit Option
While you can always adjust the text in a text box by using the font tools on the formatting
toolbar, Publisher allows you to AutoFit text so it will shrink or expand automatically when you
resize the text box.
 Select Format AutoFit.

 Select from the AutoFit options:
o Do Not AutoFit - the default option.
o Best Fit - Publisher will try to fit the text without making it too small.
o Shrink Text On Overflow - Publisher will make the text as small as necessary to fit with
the text box.
 Resize the text box and observe how publisher modifies the text.
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Once you are done working with a text box, click anywhere outside of the box to deselect it.
Exercise!
Use the publication you created in the last challenge, or create a new blank publication to
complete this challenge.
 Open your blank publication.

 Insert a new text box into the document and complete the following:
o Enter several lines of text.
o Set the AutoFit to Best Fit.
o Resize the text box to see how Publisher tries to AutoFit the text.
 Save and close the publication to use in the next challenge.
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Working with Lists
You can use bulleted or numbered lists to draw attention to certain parts of your publication.
They can help you break large blocks of text into much smaller and easier to read chunks. You
can also change the style of the numbers or bullets in your lists.
Creating a List
 Select the text that you want to format as a list.

 Click the Number or Bullet list icon on the Formatting toolbar.
 Position your cursor at the end of a list item and press the enter key to add an item to the list.
 To remove numbers or bullets from a list, select the list and click the Number or Bullet list icon,
which corresponds to the type of list.
Customizing Lists
 Select all of the text in an existing list.

 Select Format Bullets and Numbering on the main menu. The Bullets and Numbering dialog
box will appear.
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 Click on the Bullets or Numbers tab corresponding to your list.
 Depending on the type of list, you can change the following:
o Bullet character or number format.
o The bullet or number size.
o The spacing between bullet or number and the text.
 To use a different character as a bullet:
o Click Character in the Bullets and Numbering dialog box.
o Select a Font from the list to see the available characters.
o Select a character and click OK.
o Click OK in the Bullets and Numbering dialog box.
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Exercise!
Use the publication you created in the last challenge, or create a new blank publication, to
 Open your publication.

 Insert a text box with several lines of text.
 Format the text box as a bulleted list.
 Change the bullets to another character such as an arrow.
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Adding a Table to a Publication
Tables can help you present information in an organized manner. Publisher provides extensive
tools for working with tables.
To Insert a Table:
 Click the Insert Table icon on the Object toolbar. Or, select Table Insert Table on the main
menu. The insert table cursor will appear.
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 Click and drag the cursor to position the table in the document and release the mouse. The
Create Table dialog box will appear.
 You can set the number of rows and columns, and select a Table format.
 Click on any box, or cell, in the table to add or change text. If you selected a Table format, the
text may have formatting already applied.
Formatting Text in a Table
You can format the text in a table by selecting it and using the icons on the Formatting toolbar.
You can change the font, font size, style, color, and alignment of the text.
Exercise!

 Insert a table into the document.
 Enter text into the table.
 Explore the different options for formatting the text.
129
Formatting Tables
Once you insert a table in your document, you may want to apply additional formatting to make
it stand out or read more clearly. Publisher allows you to change the background color of cells,
add borders, resize rows and columns, and add or delete rows or columns.
To Change the Fill Color of a Table Cell
 Click in a table cell to select it, or click and drag to select multiple cells.
 Right-click on the selection and choose Format Table from the context menu. The Format Table
dialog box will appear.
 Select the Colors and Lines tab.

 Choose a color in the Fill section. Select no fill to keep the background blank.
 Click OK.
To Add Borders to Table Cells:
 Select Format Table from the main menu. The Format Table Dialog box appears.
 Select the Colors and Lines tab.
 In the Lines:
o Choose a line color.
o Select a line weight.
o Click the various line icons to show or hide lines in your table. You can also select one of
the presets.
130
To Change Row Height and Cell Width:
 Move your mouse over the row or column line that you want to adjust. The double arrow cursor
will appear.
 Click and drag to make the row or column larger or smaller.
To Add or Remove Rows or Columns:
 Select the row or column in your table next to where you want to insert a new one.
 Select Table Insert on the main menu.
 Select an option from the list.
 To delete a row or column, select it and right-click your mouse and choose delete.
Exercise!
 Open your publication.

 Insert or select a table and complete the following:
131
o Change the fill color of at least 2 cells.
o Insert 2 rows.
o Insert 2 columns.
o Delete the extra columns or rows.
o Resize the row height and column width.
132
Enhancing Text in a Publication
Publisher allows you to enhance your text manually in many different ways. While doing this,
you may find it helpful to use the boundaries and guides that are displayed by default in
Publisher, or you may wish to hide these as you design your publication. Publisher allows you
decide what is best for you by giving you the ability to turn this feature on and off easily.
Some of the ways you can enhance your text in Publisher include adding a drop cap, wrapping
text around an object, and formatting text vertically. You will find that some text
enhancements only look good in specific publications. Just because you can do something to
your publication doesn’t always mean that you should. It will be up to you to decide what looks
best in your publication.
To Hide or Display Boundaries and Guides:
 Select View from the main menu.

 Select Boundaries and Guides.
The check mark indicates that the boundaries and guides are displayed. Select View
Boundaries and Guides to toggle this feature on and off.
To Add a Drop Cap:
 Select first letter of your sentence.

 Select Format Drop Cap from the main menu. The Drop Cap dialog box appears.
 Click one of the available drop cap options.
133
 Click OK.
Although you probably won't find drop caps in business cards, flyers, or most brochures, there
are certain publications, such as newsletters, where they are used commonly to add a nice
visual impact.
To Wrap Text:
 Right-click the image.

 Select Format Picture from the menu. The Format Picture dialog box appears.
 Click the Layout tab.
 Select one of the Wrapping Style options.
134
 Click OK.
 Right-click the text box.
 Select Format Text Box from the menu. The Format Text Box dialog box appears.
 Click the Layout tab.
 Select the same Wrapping Style option you used for the image.
 Click OK.
 Right-click the image.
 Select Order Bring to Front.
 Move the image and text around until they appear as you wish.
 Group the objects together.
Wrapped text is used often in newspapers, magazines, newsletters, and brochures.
To Format Text Vertically:
 Right-click the text box.

 Select Format Text Box from the menu. The Format Text Box dialog box appears.
 Select the Text Box tab.
 Select Rotate text within AutoShape by 90 degrees.
 Click OK.
 Resize the text box using the sizing handles.
 Move and/or free rotate the text box so that it appears in the correct page location.
135
Exercise!
 Hide the boundaries and guides.

 Add a drop cap.
 Delete the drop cap.
 Wrap text around an image.
136
Publication Designs and the Design Gallery
Publication Designs allow you to add sets of graphic elements to your publications. The Design
Gallery allows you to select individual elements to add, including: lines, colors, and shapes. Both
options can help draw attention to your publications.
Using Publication Designs
 Click on Publication Designs in the Task pane.

 Scroll through the included designs, click on them to see the effect in your publication.
137
Using the Design Gallery:
 Click the Design Gallery icon on the Object toolbar. The Design Gallery dialog box appears.
 Select a Category on the left to see examples on the right.
 Select an object and click Insert to place it in your document.
 Move, rotate, and resize the object to fit your design.
Exercise!

 Try the different Publication Designs in your document.
 Insert at least one piece of artwork from the Design Gallery.
PAST EXAM PAPER

(PLEASE TURN OVER)
138
DESKTOP PUBLISHING (MS PUBLISHER)

139
Theory [50 Marks]
1.) Microsoft Publisher is a desktop publishing application that allows you to

create and fine-tune publications from a variety of templates or blank
publications. List FOUR types of publications that can be created using
Publisher. [4 marks]
2.) Outline the procedure of creating a publication using a template. [4 marks]
3.) Complete the following abbreviations;
i.) Bring forward

ii.) Bring to front
iii.) Send backward
iv.) Send to back. [8 marks]
4.) Outline the procedure to group and ungroup objects. [8 marks]
5.) Outline the procedure of applying a border-art to a selected page. [4 marks]
6.) Outline the procedure of starting and exiting Ms Publisher.[6 marks]
7.) How can you rotate a selected item?[4 marks]
8.) How can you create a gradient fill?[4 marks]
9.) How can you change the line-style of a selected object?[4marks]
10.) Outline the procedure for adding pictures to a publication.[4 marks]
Task 1: Design the certificate overleaf and apply beautiful colours and use Old English
font and Monotype Corsiva, Copperplate Gothic. (Use an A4 Paper size)
140
…[End of Exam]…
COMMUNICATION SKILLS
1. What is communication?
 Communication is the process of transferring or exchanging ideas, information or opinions
by the use of oral, written or graphical media.
 Also, expressions and gestures can be used to communicate.
2. Why do we communicate?
 To manage any activity
3. Types of Communication
 Verbal
o Oral
o Written
o E-mail
 Nonverbal
o Expressions
o Gestures
o Body language
4. Basic elements of communication
 Message
 Understanding
 Feedback
5. Communication Process
Ideas, Information or
Opinion
Understanding
Decoding
SENDER Encoding
Message Media Channel
RECEIVER
Feedback
6. Key Components of communication process

 Sender
 Need for communication
 Idea/information/opinion
 Encode
 Message
 Medium
 Channel
 Receiver
 Decoding
 Feedback
 Motivation
7. Perception and communication

7.1. Perception is the activity of processing the physical unit of message so that the
understanding is modeled as so.
7.2. Perception is shaped by the beliefs and attitude of a person
7.3. As perception affects understanding, the success of communication is largely depends
upon perception.
Lecture 2
8. Barriers to communication:
8.1. Distortion
8.2. Inadequate communication skill
8.3. Lack of listening ability
8.4. Attitudes
8.5. Incorrect Information
8.6. Perceptual bias
8.7. Information overload
8.8. Contradictory non verbal message
8.9. Barrier caused by noise (Outer influence)
9. Overcoming the Barriers:
9.1. Defining the purpose of communication
9.2. Timing and means of communication (When and how to communicate)
9.3. Understanding the receiver
9.4. Personal communication skill
10. Message, Medium and channel:
10.1. A message is the encoded information
10.2. A medium is the nature of expression (Written, Oral etc)
10.3. A channel is a physical means (Post, Tel, Graph etc)
11. Types of written communication
11.1. Informal note
11.2. Memo
11.3. Letters
11.4. Forms
11.5. Questionnaire
11.6. Notices
11.7. Reports
11.8. Press release
11.9. Training or module documents
12. Merits and demerits of Written communication:

Merits Demerits
Permanent Record Lack of personal touch
Controlled and selective expression Words can be misinterpreted
Unattached personal feelings Lack of feed back
Time saving (No meeting is require) Unwanted recording of message
13. Usage of written communication
13.1. To have a formal communication process
13.2. To have proper record of messages
13.3. To summarise a meeting
13.4. To respond an communication
13.5. To acknowledge
13.6. To invite
13.7. To mention corporate interest (History, Mission, Vision etc)
13.8. To state rules
14. Types of Oral communication
14.1. Unplanned conversation
14.2. Planned informal conversation
14.3. Meeting (individual / group / committee / staff meetings)
14.4. Interview
14.5. Telephone call
14.6. Lecture
14.7. Presentation
15. Merits and demerits of Oral communication
Merits Demerits
Immediate Feed back No written record
Personal expression Time consuming
Completion of task Emotional
Courtesy No time to think
16. Usage of Oral communication
16.1. Meeting makes decision faster
16.2. Several opinion can be considered
16.3. While introducing
16.4. While negotiating
16.5. While informing detail developments
16.6. To invite
16.7. To convey any fact
17. Importance of non-verbal communication
17.1. It can communicate approval or disapproval
17.2. It can be contradictory
17.3. Reading non-verbal expressions are unavoidable in any business communication
Lecture 3Unit-2
Principles of effective communication:
1. Planning for communication:

Preparation is the basic for any good communication. Preparation comes from proper planning.
While considering a plan we need to take four things in account;
 Purpose (Of communication)

 Audience (To whom): Whom to communicate, how well we know them and how long we
know them etc. Depends upon it the audience and communication type changes;
1. The form of communication: written, oral etc.
2. Vocabulary used: by considering the receiver.
3. Style and tone used.
 Structure (Flow of situation): materials to use. Salutation, body and closing of the
communication.
 Style (Formal, informal etc)
2. Acquiring and maintaining information:
 Identifying sources
i. Define needs
ii. Type of source
1. Primary
2. Secondary
iii. Range of sources
1. Printed, electronic, permanent, volatile (TV, Book, Normal talk,
Internet etc)
iv. Specific source: Own notes or records
 Consulting Documents
i. Available resource: here we need to consider most feasible resource
available like; books, record, library access, search (internet) access etc.
ii. Libraries or references: Not only the access to the library and a book in
related topic going to be informative. Knowing how to extract the information
from it also is important. Usually we flip through the index to get a topic; if
we need a sub topic we follow the glossary section at the back of the book.
iii. Relevancy of resource: significance of the material we are looking for
dependence on how fresh or how important it is for the communication.
Anything repeated is just a recall, not information.
iv. Effective reading: Reading must start with selective but specific material and
concentration must be there to understand the text. Also to keep future
reference taking some note can be beneficial.
 Consulting people
How it is important to consult documents like record, books etc. It is also necessary to
consult people and get their ideas. Anything comes from this source is a matter to
perceive and understand in fastest possible time.
i. Range of source and situation: source can be from a formal body like
lecture, presentation, gathering (formal or informal) etc.
ii. Observation: it is a better source of learning as well. Observation can be by
doing as test or by watching the process. Many time observation work as
reinforcement also.
iii. Listening: A good listener is a good communicator. If we follow the
assumption it is necessary to prepare for the listening. The whole process
requires concentration, focus, enquiry and clarification of the doubt and note
taking for future recall.
iv. Questioning: Query always make the speaker to feel that his/her word were
listen by the gathering where as audience come up with questioning to
utilize the opportunity. Some times questions are welcomed by both the
party but in formal meet usually it is ignored.
1. Interview: It is a face to face or telephonic interaction. This only let us
judges the interest or enthusiasm of the interviewee. It can be
structured or planned or unstructured or unplanned.
2. Written: questionnaire, letter, memo etc. which is specific for each
communicator.
 Note taking:
Summarizing and note taking are skills used to reduce large amounts of information
into a synthesized form for later use. It’s mainly about understanding or conceptualizing
and recalling in time.
Sources of note:
a. Written source
b. Oral source
c. After event
General note- taking Skill:
 Listen actively - if possible think before you write - but don't get behind.
 Be open-minded about points you disagree on.
 Raise questions if appropriate.
 Develop and use a standard method of note-taking including punctuation,
abbreviations, margins, etc.
 Leave a few spaces blank as you move from one point to the next so that you
can fill in additional points later if necessary. Your objective is to take helpful
notes, not to save paper.
 Do not try to take down everything that the lecturer says. It is impossible in the
first place and unnecessary in the second place because not everything is of
equal importance.
 Many lecturers attempt to present a few major points and several minor points in
a lecture. Try to see the main points and do not get lost in a barrage of minor
points
 Sit as close to the front of the class, there are fewer distractions and it is easier
to hear, see and attend to important material.
 Get assignments and suggestions precisely - ask questions if you're not sure.
Form of notes:
 Linear notes: This types of notes consists some heading and subheadings with rough
drawings or linked letters. Points can be highlighted and flow of the note is according to it
occurrence.
Unit-3
Common constrains:
 Level of concentration
 Lecture material
 Confusing or cross statement
Summarizing:
A summary is an overview of a text. The main idea is given, but details, examples and formalities
are left out. Used with longer texts, the main aim of summarizing is to reduce or condense a text to
its most important ideas. Summarizing is a useful skill for making notes from readings and in
lectures, writing an abstract/synopsis and incorporating material in assignments.
Components to make a good summary:
 Reading
 Selecting the key points
 Noting the key points
 Rewriting the phrase
 Check the final draft
Before Summarizing:
The amount of detail you include in a summary will vary according to the length of the original text,
how much information you need and how selective you are:
 Start by reading a short text and highlighting the main points as you read.
 Reread the text and make notes of the main points, leaving out examples, evidence etc.
 Without the text, rewrite your notes in your own words; restate the main idea at the
beginning plus all major points.
Writing Summaries:
Step One (Prewriting):
 Read the article quickly.

 Try to get a sense of the article's general focus and content.
Step Two (Drafting):
 Restate the article's thesis simply and in your own words.

 Restate each paragraph's topic simply and in your own words.
Step Three (Revising):
 Combine sentences in Step Two to form your summary; organize your summary sentences
in the same order as the main ideas in the original text.
 Edit very carefully for neatness and correctness.
When to Summaries:
 To outline the main points of someone else's work in your own words, without the details or
examples.
 To include an author's ideas using fewer words than the original text.
 To briefly give examples of several differing points of view on a topic.
 To support claims in, or provide evidence for note.
Examples:
 Text: The amphibians, which, is the animal class to which our frogs and toads
belong, were the first animals to crawl from the sea and inhabit the earth.
Summary: The first animals to leave the sea and live on dry land were the amphibians.
 Text: There are a number of methods of joining metal articles together, depending
on the type of metal and the strength of the joint which is required.
Summary: One piece of metals can be connected to another depending on the method used to
dictate the metal type and how strong a joint is needed.
Structuring communication:
The main idea behind a proper structure of communication is to make sure that recipient gets the
message with proper package and transmission. Before coming to the transformation of
communication let us see what will be the main form of it.
 Introduction:
o Subject matter. E.g. subject line or heading
o Approach.
 Body
 Conclusion
It is good to follow certain writing or developing tools while forming the structure.
 The sequence of points

 Headings
 Numbering
 Layout
Clarity in communication:
To have a successful communication it is vital to give proper emphasis on the ways it moves.
Language as it works as the base of the main form we need to give better attention here. For
example while we are using English to communicate we should be;
 Precise and simple in it.

 Using short sentences.
 Effective vocabulary
 Shun using any colloquial or redundant expression.
 Avoid any jargon or discriminatory language or expression.
The seven C’s of Communication:
1. Clear: In simple words

2. Concise: expressing much in few words; "a concise explanation"
3. Correct: Using proper sense in sentences
4. Courteous: Characterized by courtesy and gracious good manners.
5. Complete: Give a finishing touch for fullness.
6. Consistent: Keep data and source is reliable.
7. Convincing: causing one to believe the truth of something.
Unit-3
Written communication:
The most permanent form of communication is the written form. Be it for company literature or
letter it is always most reliable text that don’t change its value as it move from recipients to
recipients.
The main purpose of writing text is to make proper correspondence between sender and receiver.
Along with that a keeping record, interchange of similar or same data or information give the
significance to written format.
There are many forms of writing but in business organization most effective and most used form
are, letter, memo, note, briefing and report.
Approaches to Business Correspondence:

The style, size, format etc. plays a greater role while we start with any business correspondence.
To write a convincing document we need to take care of artifacts that get along with the document.
Let us follow certain simple rules while communicating in written form as follows;
Impressive Letter writing:
 Building Impression:
o Paper quality
 Weight, color, texture, letterhead style, message to type or write by hand,
color of the ink etc.
o Envelope
 Match it with letter, windowed or not, Stamped or not, Printed address or
hand written etc.
o Logos and corporate image
o Typeface
o Miscellaneous: Correct address, Correct name, Type of Channel (Normal post,
speed post), Post mark etc.
Writing business letters:
Following information details are unavoidable while forming a business letter.
 Senders details:
o Name
o Complete Address
o Other communicational information (Tel, Fax, E-mail, URL etc.)
 Receiver’s details:
o Name
o Position or designation
o Complete Address
 References
 Mailing instruction: Confidential, Private, Urgent etc.
 Date line
 Subject line
 Salutation or Greetings
 Closing
 Signature
 Enclosure
 Copies
Layout of business letter:
The format of business letters has slowly changed over time with the culture of business getting
less and less formal. Here are the components of a traditional full block business letters -- shown
in picture form and with explanations.
Block 1 - Return Address
If your stationary includes a letterhead, skip this block. Type your name and address along with
other relevant contact information such as e-mail or fax number.
Block 2 - Date
If your stationary includes a letterhead, type the date from 2 to 6 lines under the letterhead.
Otherwise type it under the return address.
Block 3 - Reference
Use this block to identify what the letter is in regards to. Examples are: "Re: Invoice 12345" or "Re:
Your letter dated January 15, 2006.".
Block 4 - Delivery Notations

Always in caps. Examples include SPECIAL DELIVERY, CERTIFIED MAIL, AIRMAIL, VIA
FACSIMILE.
Block 5 - Recipient Notations
Notation on private correspondence if needed such as PERSONAL or CONFIDENTIAL. This goes

just above the recipient.
Block 6 - Recipient
Type the name and address of the person and / or company. If you are using an attention line
(block 7) then skip the person's name. Address the envelope similarly.
Block 7 - Attention
Type the name of the person
Block 8 - Salutation
Type the recipient's name. Use Mr. or Ms. [Last Name] to show respect, but don't try to guess
spelling or gender if you are not sure. Some common salutations are: "Dear [Full Name]:", "To
Whom it May Concern:".
Block 9 - Subject
Type a short description on what the letter is about. If you used a reference line, then you likely do
not need a subject line.
Block 10 - Letter
Type two spaces between sentences.
Continuing on to a Second Page
If the letter exceeds one page, repeat the recipients name, the date, the reference or subject line
and show the current page number.
Block 16 - Page Number
Type the page number.
Block 17 - Continuing Letter Text
Continue your letter three lines below the heading. If you have less than three lines on the second
page, consider rewriting your letter or adjusting margins to fit on a single page.
Completing the Letter

Block 11 - Complimentary Close
It depends on the tone and degree of formality as to what you write here. Can vary from the very
formal "Respectfully yours" to the typical "Sincerely" to the friendly "Cordially yours".
Block 12 - Signature
Leave four blank lines after the Complimentary Close (block 11) to sign your name. Type your
name and (optional) title under that signature.
Block 13 - Identification
If someone else has typed the letter for you, it is common for them to indicate so with initials.
Typically it is your initials in upper case followed by the other initials in lower case. For example
"BCT/gt". If you typed your own letter, skip this block.
Block 14 - Enclosures
If you are including other things with the letter such as brochures, this line tells the reader how
many to expect. Common styles include "Enclosures: 3".
Block 15 - Copies
If you are distributing copies of the letter to others, indicate so using a copies block. the code "cc:"
used to indicate carbon copies but now is commonly called courtesy copies.
Continuing on to a Second Page

Notes and Tips
Don't type the brackets. The brackets [ ] in the examples are for narrative purposes only.
Try to keep your letters to one page.
Use letterhead only for the first page. Just use a blank sheet of paper for continuation pages.
You have some freedom in how many blank lines to use between blocks and in the margin sizes in
order to fit a letter onto a single page.
Not all letters need every block identified in this article. If you leave one out, do not leave blank
lines where the blocks would have been.
Types of letter:
 Confirmation letter: A letter to confirm an event.

 Letter of acknowledgement: To acknowledge a receipt.
 Letter of enquiry: To enquire about some product, service or event.
 Collection letter: For collection of arrear.
 Letter of apology: To express guilt
 Circular letter: To pass information to a group at a time.
 Complaints letter: To express unhappiness.
 Standard letter: Miscellaneous formal or informal letters.
Memoranda Writing:
A common form of inter- or intradepartmental communication in business and academia is the

memorandum (pl. memorandums or memoranda), usually called a memo. Memos are written by
everyone from junior executives and engineers to CEOs. Hence, it is essential to master this basic
communication form.
Memo Format:
Although memos are ordinarily formal, there has recently been a trend toward a more personal
style. Careful writers are able to achieve this style without sacrificing clarity, grace, or precision.
Unlike letters, which include inside addresses, salutations, and complimentary closings, memos
have just two sections: the heading and the body. To simplify the communication process, many
firms and organizations use memo pads with predesigned formats. If you need to construct a
memo without such a memo pad, use the vertical format shown below:
Date: June 6, 1991
To: David Otieno
From: Shawn Jackson
Subject: Language Requirement
Some people also use what is known as the horizontal format, where the "To" and "From" fields
are flush with the left margin, while the "Date" and "Subject" fields are aligned with the right
margin.
Date: Write the full name of the month or use its standard abbreviation (i.e., don't use numerals).
To: If company policy and your relationship with the addressee allow, you may omit courtesy (Mrs.,
Ms., Mr.) or professional (Dr., Dean, etc.) titles. Generally, however, address people of higher rank
by title. For most format situations, use the addressee's full name; for informal situations, first
names or even nicknames may be appropriate. If the addressee's name alone is not sufficient to
ensure that the memo will reach its destination, put an identifying tag, such as a job or department
title, directly after the addressee's name (for example, To: John Hutchins, Payroll Office). If the
memo is directed to several people, list their names alphabetically or in descending order of their
position in the institutional hierarchy. If numerous names are required, you may use "To: See
Below" and then place the addressees' names at the end of the message. If the group is too large
to list all of its members individually, follow "To:" with an identifying classification, such as "Faculty
and Staff" or "Process Engineers."
From: Place your own name on this line, and do not use a courtesy title. If you believe that the
reader may not know you, then use a job title or department name to identify yourself. If you
choose to sign the memo to personalize it or to indicate authorization, write your initials above,
below, or to the right of your typewritten name. Practices vary considerably in this respect, so it's
best to follow local preferences. A memo is always official even if it isn't signed.
Subject: "Re:" (Latin for thing, affair, or concern) is occasionally used in place of "Subject:", but
many of today's businesspeople regard "Re" as obsolete. The statement of subject should be
concise yet accurate, since it often determines where or how the memo will be filed.
Memo Content:
Two words characterize a well-written memo: informative and concise. Make your memo
informative by observing the same principles that govern any writing process, the most important
of which are preparation and organization.
Preparation: Determine the exact objective; you should be able to state this objective in a single
sentence. Know your reader(s), and determine whether or not you need to cover fundamental
issues or define technical terms.
Organization: Keep things under control. Present your material coherently, and decide on the
pattern of organization that best suits your purpose. The two most common patterns of
organization for business and technical memos are deduction (decreasing order of importance)
and induction (increasing order of importance).
Deduction: Deduction, presenting ideas in decreasing order of importance, generally assumes that
the reader is well acquainted with the topic under discussion. In writing a deductive memo, present
your most salient point first (but don't simply repeat the "Subject" statement). This strategy spares
readers needless loss of time wading through data they may already know. Place supporting facts
in subsequent sentences for readers who may be unfamiliar with the subject. Place the
background data last. Those who want or need to read this information to understand the message
will take the time to do so; others may scan it or bypass it entirely. Most business memos use this
pattern of organization.
Induction: Induction, presenting ideas in increasing order of importance, draws upon a different set
of assumptions than does deduction. The reasons to use induction vary, but they may include the
following: you have to announce bad news or your reader(s) may not understand the main idea
without significant prior preparation. In such cases, organize your thoughts by leading up to the
most forceful idea, and present that idea at the end of the memo. Keep in mind that such memos
often take longer to write.
Memo Style:
If writing a memo turns out to be more difficult than you anticipated, you may find that, a quick
outline will help you organize your thoughts. In composing such an outline, focus your attention on
the main ideas rather than on introductions or transitions. Strive to be plain, direct, and concise
while using a comfortable, natural style. Because memos are generally brief, the outline need only
provide structure and proportion; nevertheless, it should not leave gaps in logic or omit important
details. The outline can take the form of brief phrases listed sequentially, thereby giving order to
the body and establishing relationships between the ideas. If necessary, you can develop your
outline into a rough draft by expanding your notes into paragraphs. Write quickly, and pretend you
are speaking to someone across the table.
E-mail Writing:
1. Write a meaningful subject line.
Recipients scan the subject line in order to decide whether to open, forward, file, or trash
a message. Remember -- your message is not the only one in your recipient's mailbox.
Subject: "Important! Read Immediately!!"
What is important to you may not be important to your reader. Rather than brashly
announcing that the secret contents of your message are important, write an informative
headline that actually communicates at least the core of what you feel is so important:
"Emergency: All Cars in the Lower Lot Will Be Towed in 1 Hour."
Subject: "Meeting"
The purpose of this e-mail might be a routine request for a meeting, an announcement of a
last-minute rescheduling, or a summary of something that has already happened. There's
no way to know without opening the message, so this subject line is hardly useful.
Subject: "Follow-up about Meeting"
Fractionally better -- provided that the recipient recognizes your name and remembers why
a follow-up was necessary.
Subject: "Do we need a larger room for meeting next Fri?"
Upon reading this revised, informative subject line, the recipient immediately starts thinking
about the size of the room, not about whether it will be worth it to open the e-mail.
If your e-mail accounts get dozens of virus-bearing junk mails each day, often bearing a vague title
such as "That file you requested," or no title at all. You'll get a faster response if your recipient can
tell from the subject line that it's a real message from a real person.
2. Keep the message focused and readable.
Often recipients only read partway through a long message, hit "reply" as soon as they
have something to contribute, and forget to keep reading. This is part of human nature.
If your e-mail contains multiple messages that are only loosely related, in order to
avoid the risk that your reader will reply only to the first item that grabs his or her fancy,
you could number your points to ensure they are all read (adding an introductory line
that states how many parts there are to the message). If the points are substantial
enough, split them up into separate messages so your recipient can delete, respond,
file, or forward each item individually.
Keep your message readable.
 Use standard capitalization and spelling, especially when your message asks your
recipient to do work for you
Skip lines between paragraphs.
 Avoid fancy typefaces. Don't depend upon bold font or large size to add nuances -- many
people's e-mail readers only display plain text. In a pinch, use asterisks to show
*emphasis*.
 Don't type in all-caps. Online, all-caps mean shouting. Regardless of your intention,
people will react as if you meant to be aggressive.
3. Avoid attachments.
Put your information the body of your e-mail whenever possible. Attachments
 Are increasingly dangerous carriers of viruses

 Take time to download
 Take up needless space on your recipient's computer, and
 Don’t always translate correctly (especially for people who might read their e-mail on
portable devices).
Instead of sending a whole word processor file, just copy and paste the relevant text
into the e-mail (unless of course your recipient actually needs to view file in order to edit or
archive it).
4. Identify yourself clearly.
When contacting someone cold, always include your name, occupation, and any other
important identification information in the first few sentences.
If you are following up on a face-to-face contact, you might appear too timid if you assume
your recipient doesn't remember you; but you can drop casual hints to jog their memory: "I
enjoyed talking with you about PDAs in the elevator the other day."
5. Proofread.
If you are asking someone else to do work for you, take the time to make your message
look professional.
6. Don't assume privacy.
E-mail is not secure.
7. Distinguish between formal and informal situations.
Don't use informal language when your reader expects a more formal approach. Always
know the situation, and write accordingly.
8. Respond Promptly.
If you want to appear professional and courteous, make yourself available to your online
correspondents. Even if your reply is, "Sorry, I'm too busy to help you now," at least your
correspondent won't be waiting in vain for your reply.
9. Show Respect and Restraint
It is good form to ask the sender before forwarding a personal message. If someone e-
mails you a request, it is perfectly acceptable to forward the request to a person who can
help.
Use BCC instead of CC when sending sensitive information to large groups. (For example,
a professor sends a bulk message to students who are in danger of failing, or an employer
telling unsuccessful applicants that a position is no longer open.) The name of everyone in
the CC list goes out with the message, but the names of people on the BCC list ("blind
carbon copy") are hidden. Put your own name in the "To" box if your mail editor doesn't
like the blank space.
10. Sometimes E-Mail is too fast!
At time before getting into one answer another arises.
Using Fax:
Though technology behind faxing is helpful and well acclaimed in modern business organizations it
is also having certain consideration to check before delivery. Usually fax print is hazy and
nonpermanent. Also not all machines has capacity of color print. Things to focus on;
 Logo and margin

 Fax number in faxing document
 Keeping copy of faxed document
 If not urgent send by mail (Snail or e)
 Is it cost effective while sending a large amount of document
 Fax is very useful while booking, making external memo, to give initial draft, as an
immediate response etc.
Style:
 Planned correspondence
 Salutation and closing
 Try to judge recipient capability to understand written format.
 Reread to correct any error
 Keep it simple
* Finally keep your communication simple and straight.
Form:
To simplify the data collection every business organization follows some or the other format of
form. Forms are of various types like;
 Message forms
 Report forms
 Application forms
 Questionnaire
 Check list
 Complaint / Suggestion
It is always advantageous for the organization to use forms as long as they wish to;
Keep the information from different source in same format
Have needs to cover specific data
Avoid unnecessary data
Have routine communication
Similarly individual employees also can avoid writing long, notice, letter or memo if they follow a
uniform format.
Again forms, usually doesn’t allow a person to give enough information if they wish to. Some times
information a form carry can be confidential and if proper care is not taken it may mishandled.
Guideline of a communicative form:
 Provide proper direction to fill a form

 Use simple language
 Use simple query
 Leave sufficient space for answer
 Striking layout
 Avoid confidential elements / If require assure in written
 Use processing information
Form element:
 Answer space
 Check / Tick boxes
 Instruction to fill
o Delete where not applicable
o Ring or underline or emphasize correct answer
o Selection of alternative
 Use caution statement clearly with emphasized font
Types of Form:
 Regular business form

 Report form
 Application form
 Questionnaire
Allure Pvt. Ltd. H.Hiyeleege, R.R.Magu, Male’
COUNSELING FORM
Visitor details:
Name……………………………………………………………………..
Organization……………………………………………………………..
Tel…………………………………………………………………………
Message:
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
For the office use only:
Choice of course:
Joining Date:
Review Date:
Date and Time: Signature:
Illustration:
Your organization is willing to provide a training program to upgrade the skill of all engineers
working in your organization.
Prepare a form by asking following information.
 Option of training program

 Requirement of stay and Food facility (If require then which type)
 Disability status to undergo the training
 Transport requirement
 Personal information:
o Name
o Designation
o Department
o Job code or ID Number
o Permanent and present Address
o Years of service offered
o Years of service remaining
* Use your creativity to make a well designed form.
Report:
In the hierarchy of the organization it is necessary to have a reporting system which can satisfy all
relevant communication and information need. In general reports are of to superior or to testify an
event.
Classification of Reports:
1. Regular and Routine

 Sales, Safety, Financial, and Progress report etc.
2. Occasional
 Disciplinary, Accidental, Legal etc.
3. Special reports
 Investigation, Policy, Strategy, Research etc.
Business report format:
Usually a business report contains an executive summary that, includes, Title, Author and report
objectives, Methodology, findings and main recommendation.
If the report is short that includes only an introduction, findings and conclusion.
Types of reporting:
 Informal
 Memorandum
 Formal
Writing report:
In higher education and work, formal reports communicate information to others without the need
for meetings. If you are required to explain your work to others in this way, effective reports are
vital. Effective reports will give you a professional image and get others to take your work
seriously.
Report writing in Higher Education

You may be required to produce written reports as part of your course, so you will have
opportunities to enhance your report writing skills. Reports can form a regular part of assessed
work and can be needed if you're involved in extra-curricular activities with societies or external
groups.
Report writing at work
Reports are a way of informing and persuading people as well as initiating change. You might
prepare or contribute to annual, project or progress reports. A well-structured report that has clear
objectives will get more attention and is more likely to produce the intended results.
Report Vs. Essay:
Reports have their own structure and this is distinct from the form of an essay.
Essays are mainly used to allow you to demonstrate your ideas and arguments to tutors. Written
reports provide specific research-based information which results in a course of action being
decided and acted on. Reports are designed to give information concisely and accurately. A formal
report has an impersonal and objective "tone of voice". The main argument is clear and uses a
minimum of words. Accurately presented facts are in the main body of the report - your evaluation
of these is in the "conclusions" and "recommendations" sections.
Reports tend to follow a standard structure but much depends on the circumstances in which they
are being written. It helps to ask your lecturers, employers or mentors what they expect - there
may be an accepted way of writing a report appropriate to your course, employment or
professional body.
Planning
Before you start to write, you need to be clear about what you want to achieve and what you want
to say. This will involve some planning. If you plan a report well, it will save time - and will save
much drafting and redrafting.
Steps to follow:
 Define your aim

 Collect your ideas
 Select the material and decide how to show the significance of your facts
 Structure your ideas
 You will then find it much easier to write.
Defining Your Aim
 Start by asking yourself some questions:

 Why am I writing this?
 What do I want to achieve?
 Who will read this?
 What does my reader want to know?
 How will this be used?
 When is this needed?
Once you have answered these questions, you should be clear about the kind of document
needed.
Collecting Your Ideas:
Start by jotting down ideas in note form. Do not write sentences at this stage. Remember your aim
and concentrate on the questions in the readers' minds. This will help you to include only those
ideas which are relevant, rather than writing everything you know about the subject.
Not all of your ideas will come at once, so plan to meet your deadline. Be prepared to spend some
time on noting initial ideas and then set the document aside. When you come back to it later, you
will find that your ideas have gelled and that you can see the way ahead more clearly.
Selecting Your Ideas:
Review the content of the document. Are all the ideas relevant? Is there anything which you need
to cut out? Think about using appendices or attachments to cover detail which the reader may
need at a later stage, but does not need in order to understand the main message.
Decide how to show the significance of your facts. Would some graphs or diagrams help the
readers understand your message? What visual material will you use? How will you produce it?
Structuring the Document
You will need to structure the content in a logical and clear way if you are going to help the readers
take in your message.
Make sure you have a sequence of headings and sub-headings which will act as signposts to help
the readers find the information they need.
Also, if you structure a piece of writing well, you will find it easier to choose the words to express
your ideas.
A report should be divided into sections and sub-sections, each of which should have a clear
heading. If you structure a report well, it will not only help your readers find the information they
need but it will also help you when you start writing.
Many readers may not want to read the whole report; they will want to read the parts that are
relevant to them. A well structured report will help them to find information quickly.
 A good structure will help you to decide where to put each fact or idea.
 It will help you to think clearly.
 Your readers will want to concentrate on only one aspect at a time.
Writing:
You will be able to start writing at any point - you will not necessarily have to start at the beginning.
If different people are contributing to the report, they will know what to cover.
Good headings will tell your readers about the subject in each section.
The main headings and sub-headings will give your readers an overview of your plan.
A good structure will make it easier for your readers to refer back to specific sections of your
report.
Preparing structure:
 Make sure the structure is complete. It must cover all the facts and ideas. Dustbins like
General or Other Notes usually show that the design is the wrong one.
 Your headings must be helpful and clear - they must tell the readers about the information
in each section. One-word headings are often vague and misleading. Don't be afraid of
using headings that are eight or nine words long - they will help you to be more certain of
what to put in each section, and will help your readers to find the details they need.
 Your sections should be watertight. Each point should fit logically into only one section.
This is not always possible - you may need to remind your readers of something you said
earlier - but don't give up easily. Over-repetition may indicate a bad design.
 Do not have too much material in each section - or too many headings in a string. Your
readers will only be able to cope with a maximum of about six points, if they are going to
remember the points you are making.
Presenting a Report Professionally
A report should be written in the third person - this means not using "I" or "we". Often more
formal, lengthy reports are written in sections which have sub-headings and are
numbered.
Reports are broken into the following elements, but it should be noted that not all these
elements are needed in all reports. For example, an index is only needed for long reports
where readers need to locate items; a glossary of terms may help if the readers are
unfamiliar with terms used, but not otherwise.
As previously mentioned, the way in which you present your report will vary according to
what you are writing and for whom. This section gives general guidance but you should
follow advice given by tutors and others.
Title Page:
This will include the title of the report, who has written it and the date it was written/submitted.
Acknowledgements:
Thanks to the people or organizations that have helped.
Contents Page:
As in a book, this lists the headings in the report, together with the page numbers showing where
the particular section, illustration etc. can be located.
Executive Summary:
This is a most important part of many reports and may well be the only section that some readers
read in detail. It should be carefully written and should contain a complete overview of the
message in the report, with a clear summary of your recommendations.
Terms of Reference:
This section sets the scene for your report. It should define the scope and limitations of the
investigation and the purpose of the report. It should say who the report is for, any constraints (for
example your deadline, permitted length) - in other words, your aims and objectives - the overall
purpose of your report and more specifically what you want to achieve.
Methodology / Procedure:
This section outlines how you investigated the area. How you gathered information, where from
and how much (e.g. if you used a survey, how the survey was carried out, how did you decide on
the target group, how many were surveyed, how were they surveyed - by interviews or
questionnaire?)
Introduction /Background:
This will help to tune your readers in to the background of your report. It is not another name for a
summary and should not be confused with this. They can be two separate sections or combined:
background detail could include details of the topic you are writing about. You could take the
opportunity to expand on your Terms of Reference within the introduction, give more detail as to
the background of the report - but remember to keep it relevant, factual and brief.
Findings and Analysis:

This is the main body of the report, where you develop your ideas. Make sure that it is well
structured, with clear headings, and that your readers can find information easily. Use paragraphs
within each section to cover one aspect of the subject at a time. Include any graphs or other visual
material in this section if this will help your readers. The nature of this section will depend on the
brief and scope of the report. The sections should deal with the main topics being discussed -
there should be a logical sequence, moving from the descriptive to the analytical. It should contain
sufficient information to justify the conclusions and recommendations which follow. Selection of
appropriate information is crucial here: if information is important to help understanding, then it
should be included; irrelevant information should be omitted.
Conclusions:
These are drawn from the analysis in the previous section and should be clear and concise. They
should also link back to the Terms of Reference. At this stage in the report, no new information can
be included. The conclusions should cover what you have deduced about the situation - bullet
points will be satisfactory.
Recommendations:
Make sure that you highlight any actions that need to follow on from your work. Your readers will
want to know what they should do as a result of reading your report and will not want to dig for the
information. Make them specific - recommendations such as "It is recommended that some
changes should be made" are not helpful, merely irritating. As with the Conclusion,
recommendations should be clearly derived from the main body of the report and again, no new
information should be included.
References / Bibliography:
References are items referred to in the report. The Bibliography contains additional material not
specifically referred to, but which readers may want to follow up.
Appendices:
Use these to provide any more detailed information which your readers may need for reference -
but do not include key data which your readers really need in the main body of the report.
Appendices must be relevant and should be numbered so they can be referred to in the main
body.
Glossary of Terms and abbreviation:

Provide a glossary if you think it will help your readers but do not use one as an excuse to include
jargon in the report that your readers may not understand.
Project Presentation:
Good presentation can make a report clearer. Consider the following points when writing
your report:
Overall impact - typed or word processed reports are generally preferred, and should be
presented in a folder or plastic wallet - whatever you think is suitable.
Headings - should be clearly ranked. Look at the example below and you can see there
are three styles of headings - one for main sections, one for sub-sections, and one for
further sub-sections.
Numbering - numbering your sections makes the report easier to follow. A common
system is to number a main section, then for sub-sections to place a dot after the main
section number and begin to number again. You can continue to a further level. This
makes it easier to refer the reader to a specific part of the report, e.g. paragraph 3.2.2,
rather than to say "about half way down page 5".
Note:
Executive Summary does not form part of the numbering system. This is normal practice
in report writing - the summary should "stand alone" from the rest of the report.
Example: 1
Editing:
It can be useful to put your draft report aside for a few days before rereading it. This will allow you
to become more detached from it and be able to spot errors more easily.
Short Report element:
Title
For the attention of
From
Term of reference
Procedure
Finding
Conclusion
Recommendation
Signature
Dated
Checklist to edit a report:
The purpose
Information
Accuracy
Images
Format
Language
Presentation
Press releases:
A news release, press release or press statement is a written or recorded communication directed
at members of the news media for the purpose of announcing something claimed as having news
value. Typically, it is mailed, faxed, or e-mailed to assignment editors at newspapers, magazines,
radio stations, television stations, and/or television networks.
News releases Vs. News Article:
A news release is different from a news article. A news article is a compilation of facts developed
by journalists published in the news media, whereas a news release is designed to be sent to
journalists in order to encourage them to develop articles on the subject. A news release is
generally biased towards the objectives of the author.
The use of news releases is common in the field of public relations, the aim of which is to attract
favorable media attention to the PR firm's client, and publicity, the aim of which is to attract
favorable media attention for products marketed by the client.
Elements:
While there are several types of press releases (such as general news releases, event releases,
product press releases, and more recently social media press releases), press releases very often
have several traits of their structure in common. This helps journalists separate press releases
from other PR communication methods, such as pitch letters or media advisories. Some of these
common structural elements include:
 Headline - used to grab the attention of journalists and briefly summarize the news.
 Dateline - contains the release date and usually the originating city of the press release.
 Introduction - first paragraph in a press release, that generally gives basic answers to the
questions of who, what, when, where and why.
 Body - further explanation, statistics, background, or other details relevant to the news.
 Boilerplate - generally a short "about" section, providing independent background on the
issuing company, organization, or individual.
 Media Contact Information - name, phone number, email address, mailing address, or
other contact information for the PR or other media relations contact person.
Style:
No underline or emphasizing
No Exclamation
Do not start a sentence with a number
Keep track on spelling and grammar
Layout:
 Letter head
 Date
 Headline
 Background details
 Customer benefits
 Contact persons detail
 Attachments / Enclosures
Embargoed news release:
Sometimes a news release is embargoed -- that is, news organizations are requested not to report
the story until a specified time. For example, news organizations usually receive a copy of
presidential speeches several hours in advance. In such cases, the news organizations generally
do not break the embargo. If they do, the agency that sent the release may blacklist them. A
blacklisted news organization will not receive any more embargoed releases, or possibly any
releases at all.
Oral Communication:
Communication skills include the mix of verbal, interpersonal and physical strategies needed to
interact confidently and effectively with a range of audiences.
 Classification and Style:

o Internal:
Usually within organization presentations are more of meeting, briefing related to group or
departments. To solve any problem raised or and strategy to impose these group presentations
are being organized.
o Aspects of Internal event:

 Audience known
 Venue within (In-house hall)
 Less or no promotional activity
 Refreshment (Informal)
 Design and materials (Limited)
 Presenter (Senior or group member)
 Follow up is immediate or an immediate circular letter/e-mail
o External:
Generally external events organized in a third party location outside the campus. To solve any
problem raised or and strategy to impose among and over external members of the organization
(suppliers, shareholders, press / media etc).
o Aspects of Internal event:

 Audience Unknown
 Active promotional activity
 Need formal event management skill
 Distribution of materials
 Presenter (invited usually many)
 Follow up in after event briefing or meeting organized within campus.
Major Aspects:
There are three major skill areas that relate to all business students. These areas include:
 One-to-one communication: where the goal is to express clearly one's own thoughts and to
understand fully the views of another. Specific dimensions that might be used to assess
performance may include appropriate body language, eye contact, appropriate language to
the situation, diction, etc.
 Small group (3-6 persons) interaction: in which the purpose is to complete a project.
Specific areas to be assessed may include peer evaluations, whether there was a clear
contribution to the group effort, appearance of team unity and respect for team members
during presentation, etc.
 Formal address: in which the speaker presents information and responds to questions from
the audience. Specific dimensions for evaluation may include organization and flow of
ideas, use of visual aids, response to questions, appearance, clarity of speech, etc.
Basic Skills:
 Planning
 Clear Idea
 Clear purpose
 Awareness of the audience
 Non verbal elements
Oral Proficiency:
1. Pronunciation:
Articulation:
Mumbling: Tongue tied a situation where thoughts swollen but movement come slow. Try
following tongue twister to avoid any such situation.
 Sally sales seashells by the sea shore

 Freshly-fried flying fish
 Greek grapes go great draped on crates of crushed dates.
Hesitancy: Cautions about dress or artifacts or comment of the audience.
Robot reading:
First, say the sentence out loud as you would if you were ecstatically happy.
Then say the same sentence out loud as you would if you were extremely sad.
 I just got a call saying that I won a vacation in Australia.

 I’m going to have to change that light bulb.
 Our town now has a new recycling program.
 My next door neighbor is moving out next week.
 I’ll be able to retire in only two more years
Dropping letters: Did you say “go-ing” or did you say “go-in”? If you said “go-in” (or “walk-in”, “jog-
gin”, etc.), you’re a G-dropper
Using Fillers: Fillers range from repetitious sounds, such as “uh”, “um” and the dreaded
Canadian “eh”, through favorite catch words and phrases, such as “you know”, “anyway”,
“Whatever”, “all right” and “like”.
2. Argument structure
3. Stress on word
4. Tone
5. Volume
6. Pace
Listening:
Proper listening guides us to speak well. A good listener is a good speaker too. Sometimes
listening coupled with imagination and ideas, it is better to avoid own thinking while listening as it
may create bias attitude towards the subject.
How to listen?
The domain of language proficiency that encompasses how students process, understand,
interpret, and evaluate spoken language in a variety of situations
Real listening is an active process that has three basic steps.
Hearing: Hearing just means listening enough to catch what the speaker is saying. For example,
say you were listening to a report on zebras, and the speaker mentioned that no two are alike. If
you can repeat the fact, then you have heard what has been said.
Understanding: The next part of listening happens when you take what you have heard and
understand it in your own way. Let's go back to that report on zebras. When you hear that no two
are alike, think about what that might mean. You might think, "Maybe this means that the pattern of
stripes is different for each zebra."
Judging: After you are sure you understand what the speaker has said, think about whether it
makes sense. Do you believe what you have heard? You might think, "How could the stripes to be
different for every zebra? But then again, the fingerprints are different for every person. I think this
seems believable."
Tips for being a good listener
 Give your full attention on the person who is speaking. Don't look out the window or at what
else is going on in the room.
 Make sure your mind is focused, too. It can be easy to let your mind wander if you think
you know what the person is going to say next, but you might be wrong! If you feel your
mind wandering, change the position of your body and try to concentrate on the speaker's
words.
 Let the speaker finish before you begin to talk. Speakers appreciate having the chance to
say everything they would like to say without being interrupted. When you interrupt, it looks
like you aren't listening, even if you really are.
 Let yourself finish listening before you begin to speak! You can't really listen if you are busy
thinking about what you want say next.
 Listen for main ideas. The main ideas are the most important points the speaker wants to
get across. They may be mentioned at the start or end of a talk, and repeated a number of
times. Pay special attention to statements that begin with phrases such as "My point is..."
or "The thing to remember is..."
 Ask questions. If you are not sure you understand what the speaker has said, just ask. It is
a good idea to repeat in your own words what the speaker said so that you can be sure
your understanding is correct. For example, you might say, "When you said that no two
zebras are alike, did you mean that the stripes are different on each one?"
 Give feedback. Sit up straight and look directly at the speaker. Now and then, nod to show
that you understand. At appropriate points you may also smile, frown, laugh, or be silent.
These are all ways to let the speaker know that you are really listening. Remember, you
listen with your face as well as your ears!
Verbal Skill:
In a face to face communication or in a written communication care must be taken towards;
Pronunciation, Clarity (information sequence), Choice of language (Ok, you know repeating),
Stress (Repeating same content), Tone, volume, Pace, Articulation (reading like a machine) etc.
Pronunciation and accent:
Pronunciation refers to the way a word or a language is usually spoken; the manner in which
someone utters a word.
Accent usually refers to differences of pronunciation -- deviations from the standard -- by which the
speaker might be socially and/or culturally categorized (in terms of class, region, ethnicity etc).
These deviations are implicitly seen as inferior.
A word can be spoken in different ways by various individuals or groups, depending on many
factors, such as:
 The area in which they grew up

 The area in which they now live
 Their social class
 Their education.
Speech
Speech refers to the transmission of language orally. Clarity of speech plays a greater role while
conveying any message. A factor that directly affects a good speech is physical ability and
situational activities. A simple combination of language and expression always help in proper
delivery of speech. Following are some step to have clarity in speech
Practice jaw exercises to enhance clarity of speech. Use a mirror to aid you in this step. Here are
three exercises to help. These also help relax the jaw, making speech a lot clearer:
 Make wide chewing motions while humming gently. Stretch every muscle in your jaw and
face.
 Open your mouth wide, as in the previous exercise, and shut it again. Repeat 5 times.
 Another good way to improve clarity of speech is practicing tongue twisters.
 Another activity is to try having a conversation with you in front of the mirror.
 Don't rush when speaking. Talk deliberately, but not so slow that you are a robot.
Language in use:
A language is a system, used for communication, comprising a set of arbitrary symbols and a set
of rules (or grammar) by which the manipulation of these symbols is governed. These symbols can
be combined productively to convey new information, distinguishing languages from other forms of
communication.
For better communication we need to use simple phrases and common words.
Stress on words:
Word stress is not used in all languages. Some languages, Japanese or French for example,
pronounce each syllable with equal emphasis. In English language communication we use word
stress.
Word stress is not an optional extra that you can add to the English language if you want. It is part
of the language! For example, you do not hear a word clearly; you can still understand the word
because of the position of the stress.
Think again about the two words photograph and photographer. Now imagine that you are
speaking to somebody by telephone over a very bad line. You cannot hear clearly. In fact, you
hear only the first two syllables of one of these words, photo... Which word is it, photograph or
photographer? Of course, with word stress you will know immediately which word it is because in
reality you will hear either PHOto... or phoTO... So without hearing the whole word, you probably
know what the word is ( PHOto...graph or phoTO...grapher). It's magic! (Of course, you also have
the 'context' of your conversation to help you.)
Tone and audibility:
Tone is the use of pitch in language to distinguish words. All languages use intonation to express
emphasis, emotion, or other such nuances, but not every language uses tone to distinguish
meaning. Audibility of the whole is the next part to be taken care of.
Articulation:
The movement of mouth, lips, tongue, voice, etc (called the 'articulators') to produce speech
sounds. Poor or incorrect articulation may be due to problems with the position, timing, direction,
pressure, speed, or integration of the movement of lips, tongue, or other articulators. This also
refers to the clarity of sounds in speech.
Questioning:
For effectively determining what the problem is, your best tools are active listening and
questioning. The following sections will provide you with an explanation of several
techniques to use to question and to demonstrate active listening. Let's first look at
questioning techniques with exercises to practice them.
 To begin or continue discussion
 To pinpoint and/or clarify issues to gather pertinent information
 To help the client self explore
In the above scenario, you would want to question to pinpoint or clarify the issues since
you can't make out much of what Mrs. Green is saying.
Type of questioning:
1. Positive questions:
 All questions should be asked in a positive way.
 Avoid accusing, sarcastic or threatening language or tone in your questions.
For example: "What exactly are you getting at? Could you get to the point." Versus "I don't
understand what you are trying to tell me. Could you please try to explain it in a different
way?" (This is an example of changing a "you" statement into an "I" statement.)
 Remain supportive and non-threatening.
**A positive question is one that a client is not afraid to answer
2. Open Questions
 Encourage an individual to talk and provide maximum information to identify causes and
work toward solutions.
 Usually begin with "how", "why" or "could".
Example: "Could you describe the kind of noise you are hearing?"
3. Closed Questions
 Can be answered in a few words or sentences.
 Are good for providing specifics.
 Place the prime responsibility for talking on you.
 Usually begin with "where", "are", "do".
Example: "Are you alone?"
4. Probes
Sometimes the individuals we are speaking with offer little detail in their responses.
Probes:
 Ask for more details.
 Usually following up on a response.
Example: "Tell me more about how you are feeling."
5. FIVE Ws AND THE HOW

Typically, whether a reporter or a police officer, the key questions to ask are:
 Who? Who are the clients? Who else is involved? In defining who the clients are, you
might ask questions beginning with question words other than "who" but which further your
knowledge of who is involved. For example, what are the key personal background factors?
 What? What is the problem? What are the client's perceptions of the problem? What are
the specific details of the situation?
 Where? Where is the caller? Where did/does the problem occur? In what environment or
situation?
 When? When did/does the problem occur? What immediately preceded and followed?
 Why? Why did the problem occur?
 How? How is the client? How does the client react or feel about what happened? How did
the incident happen? Questions may start with other question words, but are looking for
answers to the question "how". For example, what was the sequence of the events? What
are the relevant details of the event? How can the situation be addressed to meet the
needs of the client?
CAUTIONS WHEN QUESTIONING

Asking a question cleverly will increase the likelihood of your getting a good understanding
of the issues quickly. However, there are certain things you should avoid:
 Bombardment / Grilling- Too many questions will put your client on the defensive or they
may allow you to control the conversation which may limit what you ultimately find out.
"Why" questions, if improperly asked, often cause individuals to become defensive.
 Multiple Questions - If your question contains several questions, you may confuse the
client.
 Questions as Statements - Avoid leading your client to accept your point of view by
turning a statement into a question. Example: Don't you think you should tell the children to
go away?
 Questions and Cultural Differences - Rapid fire questioning is not received favorably and
can create distrust in individuals from non-western cultures.
Using telephone:
Types of communication over telephone:
Introducing yourself:
This is Ken.
Ken speaking
Asking who is on the telephone:

Excuse me, who is this?
Can I ask who is calling, please?
Asking for Someone:

Can I have extension 321? (extensions are internal numbers at a company)
Could I speak to...? (Can I - more informal / May I - more formal)
Is Jack in? (informal idiom meaning: Is Jack in the office?
Connecting Someone:
I'll put you through (put through - phrasal verb meaning 'connect')
Can you hold the line? Can you hold on a moment?
How to reply when someone is not available:

I'm afraid ... is not available at the moment
The line is busy... (when the extension requested is being used)
Mr Jackson isn't in... Mr Jackson is out at the moment...
Taking a Message:
Could (Can, May) I take a message?
Could (Can, May) I tell him who is calling?
Would you like to leave a message?
Leaving a Message
Sometimes, there may not be anyone to answer the telephone and you will need to leave a
message. Follow this outline to make sure that the person who should receive your message has
all the information he/she needs.
Introduction ------- Hello, this is Ken. OR Hello, My name is Ken Beare (more formal).
State the time of day and your reason for calling ----------It's ten in the morning. I'm phoning (calling,
ringing) to find out if ... / to see if ... / to let you know that ... / to tell you that ...
Make a request - - - - Could you call (ring, telephone) me back? / Would you mind..... ? /
Leave your telephone number - - - - My number is .... / You can reach me at .... / Call me at ...
Finish ------- Thanks a lot, bye. / I'll talk to you later, bye.
Tele talks Exercise:
1. Requesting Travel Information

Student A:
Choose a city in your country. You are going to travel to this city for a business meeting over the
next weekend. Telephone a travel agency and reserve the following:
 Round-trip flight
 Hotel room for two nights
 Restaurant recommendation
 Prices and departure times
Student B:
You work in a travel agency. Listen to student A and offer him/her the following solutions:
 Round-trip flight: Air JW $450 Coach, $790 First Class

 Hotel room for two nights: Hotel City $120 a night in the downtown area, Hotel Relax $110
a night near the airport
 Restaurant Recommendation: Chez Marceau - downtown - average price $70 a person
2. Product Information
Student A:
You need to purchase six new computers for your office. Call JA's Computer World and ask for the
following information:
 Current special offers on computers

 Computer configuration (RAM, Hard Drive, CPU)
 Guaranty
 Possibility of discount for an order of six computers
Student B:
You work in at JA's Computer World answer student A's questions using the following information:
 Two special offers: Multimedia Monster - with latest Pentium CPU, 256 RAM, 40 GB Hard
Drive, Monitor included - $2,500 AND Office Taskmaster - cheaper CPU, 64 RAM, 10 GB
Hard Drive, Monitor not included - $1,200
 1 Year guaranty on all computers
 Discount of 5% for orders of more than five computers
3. Leaving a Message
Student A:
You want to speak to Ms Braun about your account with her company, W&W. If Ms Braun isn't in
the office, leave the following information:

Your name

Telephone number: 347-8910 (or use your own)

Calling about changing conditions of your contract with W&W

You can be reached until 5 o'clock at the above number. If Ms Braun calls after 5 o'clock,
she should call 458-2416
Student B:
You are a receptionist at W&W. Student A would like to speak to Ms Braun, but she is out of the
office. Take a message and make sure you get the following information:

Name and telephone number - ask student A to spell the surname

Message student A would like to leave for Ms Braun

How late Ms Braun can call student A at the given telephone number
4. Selling Your Product
Student A:
You are a salesperson for Red Inc. You are telephoning a client who you think might be interested
in buying your new line of office supplies. Discuss the following information with your client:

New line of office supplies including: copy-paper, pens, stationary, mouse-pads and white
boards
 You know the customer hasn't ordered any new products during this past year
 Special discount of 15% for orders placed before next Monday
 Any order placed before Monday will not only receive the discount, but also have its
company logo printed on the products at no extra charge
Student B:
You work in an office and receive a telephone call from your local office supplier. As a matter fact,
you need some new office supplies so you are definitely interested in what the salesperson has to
offer. Talk about the following:
 New pens, stationary and white boards

 Do they have any special offers
 You would like to place an order for 200 packages of copy paper immediately
Previous note Unit-3

Press releases
A news release, press release or press statement is a written or recorded communication directed
to members of the news media for the purpose of announcing something claimed as having news
value.
News releases Vs. News Article
A news release is different from a news article. A news article is a compilation of facts developed
by journalists published in the news media, whereas a news release is designed to be sent to
journalists in order to encourage them to develop articles on the subject.
Elements of Press Release
Headline - used to grab the attention of journalists and briefly summarize the news.
Dateline - contains the release date and usually the originating city of the press release.
Introduction - first paragraph in a press release, that generally gives a brief idea of the matter
Body - further explanation, statistics, background, or other details relevant to the news.
Boilerplate - generally a short "about" section, providing independent background on the issuing
company, organization, or individual
Media Contact Information - name, phone number, email address, mailing address, or other
contact information for the PR or other media relations contact person.
Style
 No underline or emphasizing
 No Exclamation
 Do not start a sentence with a number
 Keep track on spelling and grammar
Layout
 Letter head – not to be published on newspaper

 Date
 Headline
 Background details
 Customer benefits
 Contact person’s detail
 Attachments / Enclosures
Example:
Embargoed news release
Sometimes a news release is embargoed that is, news organizations are requested not to report
the story until a specified time.
Work Rules
• Rules are essential for existence of any organization. They are predetermined decisions to
guide actions during any type of contingencies.
• They are not to take away the freedom of employees but to ensure each employee and the
management is getting maximum freedom that they have.
Examples of work rules
• Rules pertaining to start and stop work

• Rest periods
• Insubordination (disobedience)
• Fighting or drinking on the job
• Smoking in hazardous areas
• Report of injuries
• Time – keeping
Common List of offences
• Absence without notice
• Dishonesty, Deception, Fraud.
• Possession of liquor on the job
• Deliberate damage to materials and property
• Fighting on the job
• Stealing
• Falsification of accounts
• Failure to meet work standard
• Smoking in prohibited areas
• Use of abusive, threatening, profane language.
• Insubordination
• Repeated tardiness (Delay)
• Carrying concealed weapons
• Immoral conduct (corrupt)
• Sleeping on duty
• Irregular work schedule
Job Description
This is a written statement that describes the main features of the job. The information collected is
to be developed in the form of a job description. This is a written statement that describes the main
features of the job, as well the qualification or activities which the incumbents must posses.
Job Description is an important document, which is a basically descriptive in nature and contains a
statement of job analysis. It provides both organizational and functional information’s. It defines the
job activities, major responsibilities and positioning of the job. A job description statement contents
following items;
(i) Job identity:
This includes job title, location, and occupational code, Alternative name in use, name of the
division, department and unit where it exists.
(ii) Job Summary:
This gives a quick explanation of the contents of a job, its hazards or difficulties and discomforts.
(iii) Duties Performed:
It describes the responsibilities of a worker in regard to custody of money, supervision of other
workers, training of subordinates.
(iv) Relation with other jobs:
This gives an extended view of the job. It is possible to show a fact figure of personnel to
supervise.
(v) Supervision given or taken:
This is helpful to locate the job in the job hierarchy.
(vi) Machines, Tools, Equipments:
Types of machineries and materials used.
(vii) Form of Materials in Used:
Information of unit job.
(viii) Condition of work:
Location- Factory / Office / Inside / Outside / underground / solitary place.
Time – Day / Night / Overtime
Posture – Standing / Sitting / Stopping / Climbing / Walking / Reaching / Lifting
Speed – Quick / Moderate / Slow
Accuracy – Coarse / Fine / Exacting
(ix) Health Conditions:
Infrastructure – Ventilation / Illumination
Physical Strain – Nerve strain / Eye strain / Physical strain
Pollution – Moisture / Heat / Dust / Humidity / Fumes / Acids / Dirt / Noise
Accidents - Physical hazards
Statement of procedures
• It is the specification describing how a specific task or a series of tasks are to be
performed.
• Mostly they are a series of steps or instructions that are to be followed.
• See an example: #17. Example – statement of procedures
Example – statement of procedures
Procedures for weekly backup of system data
(Published March 2005)
1. Make sure that all the users of server has logged out for the
week.
2. Find the relevant backup tape from the tape tray
3. Insert the backup tape to the tape drive
4. Start Windows backup tool from
Start  All Programs  Accessories  System tools  Backup
5. Perform the backup operations from the Backup tool
6. Make sure you are using DIFFERENTIAL BACKUP 
7. Once the backup is over, remove the tape and place it in the
tape tray
8. Shutdown the server
A C Mark 5 March 200
Senior System Administrator
Format of Statement of Procedures

• Title
• Declaration (If previous is available)
• Messages
• Caution (if require)
• Name and designation
• Date line
Health and Safety Statement
• It is a legal obligation of the company.
• Freely available for the employees for their reference
• Must explain the objectives of health & safety criteria that the organization takes
Format of health & safety statement
• Organization’s name
• Title
• Purpose line
• Message
• Duration (If require)
Example- Health & Safety statement
Paramount Pvt. Ltd.
Health and Safety Policy
Health & safety at Work Act, 1956
Our statement of general policy is:
• To provide adequate control of the health and safety risks

arising from our work activities;
• To consult with our employees on matters affecting their health
and safety;
• To provide and maintain safe plant and equipment;
• To ensure safe handling and use of substances;
• To provide information, instruction and supervision for all
employees;
• To prevent accidents and cases of work-related ill health;
• To maintain safe and healthy working conditions; and
PAST EXAM PAPER
(PLEASE TURN OVER)

COMMUNICATION SKILLS
EXAM CODE – CCP09

Entrepreneurship[50 Marks]
1.) Define the following terms;
ii.) Communication
iii.) Oral communication
iv.) Written communication
v.) Negotiation
vi.) Persuasion
vii.) Mediation [12 marks]
2.) List and describe TWO key elements in communication. [4 marks]
3.) Identify the different communication tools.[4 marks]
4.) What are the barriers to effective listening?[4 marks]
5.) What are the advantages of using E-Mail as a means of communication? [4

marks]
6.) List and describe TWO types of entrepreneurs that you know. [2 marks]
7.) What factors should one consider when using a website as a communication
media.[4 marks]
8.) What are the obstacles to conflict resolution?[2 marks]
9.) Criticism may be helpful if properly directed, outline ways in which criticism may
be effective in communication.[4 marks]
10.) Assume that you are applying a job for the position of Assistant Manager at
Tuzo Milk Products Ltd (P.O. Box 348 Limuru). Write an official letter addressed to
the Personnel manager applying for this position. [10 marks]
…[End of Exam]…

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Certified Computer Proficiency

COMPUTER BASED INFORMATION SYSTEM

Figure 2: Digital signal represented by 0s and 1s

1.) Personal computer

Figure 5: Mainframe computer

Figure 7: Wearable computer

Smart phone (Multi function computers)

Figure 9: some basic computer hardware

Figure 10: Scanners convert images into a digital format.

Figure 11: A tracker ball resembles an upside-down mouse

Figure 13: A touch pad is mostly found on laptop computers.

Figure 14: Light pen

Figure 15: A barcode reader.

Figure 17: CPU is the central processing chip

The major characteristics of the main memory are;

Monitor / Visual Display Unity VDU

Figure 19: TFT and CRT monitors

Liquid Crystal Display (LCD)

Figure 20: a HP laser printer

Figure 21: An inkjet printer

Speakers and headphones

SECONDARY STORAGE HARDWARE

Cursor movement keys

Figure 28: The numeric keypad

Figure 29: Function keys are labeled from F1 - F12

Special keyboard keys

Figure 32: A mouse

Mouse operation Description

Figure 33: A wide area network connects several LAN

Figure 34:MAN may connect different branches in an organization

Figure 35: LAN connects computers within a small geographical area

Figure 36: software may come in CD or DVD

Functions of the operating system

Database Management system software

Personal finance software

PAST EXAM PAPERS

EXAM DURATION - 2HRS

EXAM CODE – CCP01

INSTRUCTIONS TO THE CANDIDATE

1.) Differentiate between the following terms;

4.) Describe the following computer ports

EXAM DURATION - 2HRS

EXAM CODE – CCP02

INSTRUCTIONS TO THE CANDIDATE

11.) Differentiate between the following terms;

14.) Describe the following computer ports

TOPIC TOPICS TO BE COVERED STUDENT REMARKS

TOPIC THREE Using the paint program

TOPIC SIX Changing the display setting

TOPIC NINE Changing the Regional and Language options

PAST EXAM PAPERS

EXAM DURATION - 2HRS

EXAM CODE – CCP02

INSTRUCTIONS TO THE CANDIDATE

1.) Outline the procedure of Starting (Turning on) a Computer. [4 marks]

2.) Microsoft Windows is an operating system (OS). What do you understand by

3.) List TWO components that make up a Windows Desktop. [4 marks]

5.) Outline the procedure of shutting down a non-responding program. [4 marks]

10.) List FOUR parts that makeup a window. [4 marks]