What is a Desktop?

A desktop is working area of a computer screen regarded as a representation of imaginary desktop and
containing icons representing items such as files, folders, and a recycle bin. Desktop is sometimes called as
the window screen.

Parts of the Desktop

1. Start Button - When you click the Start button, the Start menu appears. The Start menu is your gateway to
the applications that are on your computer. The left side of the Start menu lists programs, and the right side
allows access to common Windows folders (My Documents, for example). It also provides access to Help and
Support, Search, and Run.

Components of a Start Button

a. Log Off – is used to log off the current user.

b. Turn Off Computer – used to shutdown, restart, and standby.
c. All Programs – is used to access additional programs.
d. Run – is used to manually start executable files (programs).
e. Search - Search your PC for pictures, music, documents, files, and folders.
f. Help and Support - Opens the built-in Windows help, including various help topics, and windows updates
it also allows you to request remote assistance from a friend/colleague via the internet or network.
g. Printers and Faxes – Give you access to your printers and faxes folder; allows you to add and configure
printers/faxes.
h. Control Panel - The control panel is used to configure various Windows XP settings. We will be looking at
the Win XP control panel in detail later in the tutorial.
i. My Computer - Gives you access to your computer's disk drives and files and show you the local and
network drives.
j. My Music - Links to a folder created by Windows XP which is used (by default) to store any music files on
your hard drive.
k. My Pictures - Links to a folder (again created by Windows XP) used (by default) to store any
pictures/images on your hard drive.
l. My Recent Documents - This folder contains any recently viewed documents.
m. My Documents - Gives access to a folder created by Windows XP which is used to store any documents on
your hard drive. It includes My Music, My Pictures, and My Documents.

2.Task Bar. The taskbar is the small blue bar you see at the bottom of your desktop. It contains the Start Menu
and the Quick Launch Bar, which contains icons for Internet Explorer, Windows Media Player, and Show
Desktop. Click an icon to open a program. Click Show Desktop to quickly view your desktop without closing
any programs or windows.

The box on the right is called the Notification Area/System Tray. The clock and several other icons depending
on what you have installed on your computer is found in the system tray. Other icons appear in the
Notification Area detailing the status of your activity. For example, when you're printing a document, a printer
icon appears. Microsoft also uses the Notification Area to remind you when software updates are available for
download.
On the other hand, when you open or minimize a window or program, a rectangular button appears on the
taskbar that shows the name of the application. These buttons disappear when you close a window. This
button is called window tab. Switching the window tab is done by pressing alt+tab.

3. Icons - are small graphical images that can represent your computer's programs, files, folders, printers, web
page, or command. One type of icon is an Object Icon. Examples of object icons are My Computer, Recycle Bin,
and Internet Explorer. These icons allow you to open files and programs on your computer. Shortcut Icons
allow you to open an application quickly. These icons appear on your desktop and with a little arrow in the left
corner. Desktop shortcuts are links to files and programs. You can add or delete shortcuts without affecting
the programs on your computer.

Folders and Recycle Bin

1. Folders - Locations where you can store files, documents, and another folder.
 To create:
Right click the mouse on the desktop, hover the mouse pointer to New, and click Folder.
 To rename:
Right click the folder, select Rename, and type a new name.
 To copy and paste:
Click the folder and press ctrl+C, then click ctrl+V to any location or,
Click the folder and press the left mouse button steady, then drag the folder to any location.
2. Recycle Bin - It is where you move icons and folders if you want to get rid of them or delete them from
the desktop.

Parts of a Window Application Screen

1. Title Bar – the colored bar across the top of the window.
2. Window Controls – the four buttons (maximize, minimize, restore, and close) at the right end of the title
bar, which you can use to change the size of the window.
3. Menu Bar – contains the menus that will allow you access to all the operations that can be done with a file
or folder.
4. Toolbars – one or more rows of graphical buttons that provide shortcuts to common activities in the
program you are working with.
5. Status Bar – a thin bar at the bottom of the window, in which status messages appear.
6. Explorer bar – a pane that shows details about the selected file(s) or folder(s) in a file management
window.
7. Scroll Bar – a bar that appears to the right of (or sometimes below) the window content when there is
more content than can fit in the window at once.

8. Additional Parts:
(a) Control Menu Icon – a quick menu, usually an icon that is found on the upper left most portion of an
application window.
(b) Document Window – a white wide space where you can find all files, folders, and documents stored in the
system.
(c) Border – lines that surround the entire application screen.
(d) Address Bar – usually a part where you can change directory and drives.

Mouse Pointer
 A mouse pointer is a symbol or graphical image on the computer monitor or other display device that
echoes movements of the pointing device, commonly a mouse, touchpad, or stylus pen.

Dialog Box

A dialog box is a graphical control element in the form of a small window in which the user is prompted to
provide information or select commands. Examples of dialog boxes are save as and shut down.

Components of a Save As Dialog Box

1. Command buttons – are used to execute the command displayed on the button such as Save, Open,
Help, Quit, Cancel, Ok, etc.
2. Text box – provides a place to type an entry such as filename and it is also a path used to find a specific
file.
3. Drop-down List box – is a single line list box with an arrow button located at the right of a dialog box
that displays a list of choices.
4. List box – is a box that shows a list of possible choices.

Components of a Shutdown Dialog Box

1. Standby / Sleep - This will put your computer into standby mode; basically it will power down
components like the monitor and hard drive to preserve energy.
2. Turn Off / Shut down - Shuts down the PC; always use this option to turn off your PC.
3. Restart - This will restart the computer.

Note: Some dialog boxes are extremely simple, asking simple questions and providing only a few command
buttons for your answer.

----- YBE

Lesson 4 Word Processor Screen Page

Word Processor

Word Processor is a powerful word processing program that lets you create professional-looking letters,
memos, business reports, manuals, contracts, resumes, theses, books, brochures, and newsletters.

Word processing involves typing words in the computer using Microsoft Word software. As words are typed
and as they appear on the screen, you can make corrections easily. You can easily delete, copy or move a
single character or a word, a sentence or paragraph. The user can format the text to improve the appearance
of the document.

Note: The most popular word processor across the world was developed by Microsoft Corporation and this
module will utilize MS Word 2007.
MS Word 2007

MS Word 2007 is the 12th version of the word processing program that was released in November 2006. It is a
part of Microsoft Office 2007 package, the new features of which include ribbon interface.

Parts of Microsoft Word 2007

1. Title Bar- It is located at the uppermost portion of the window that displays the name of the current
application and an open program.

2. Quick Access Toolbar - It is a customizable toolbar that contains commands that you may want to use. You
can place the quick access toolbar above or below the ribbon. It is located in the upper-left corner of the title
bar that includes commands such as new, open, save, save as, print, prepare, send, publish, and close.

Components of Quick Access Toolbar

1. New- creates a new document

2. Open- opens an existing document from disk
3. Save- saves the open document to disk
4. Save As- saves the open document to disk under a different name
5. Print- prints the open document
6. Prepare- prepares the document for distribution, through such tasks as adding a signature or
encryption
7. Send- sends the document to another user by email or fax
8. Publish- makes the document publicly available via a document server or a public web space
9. Close- exits the open document

3. Tabs- it is the access or control portions in order for a ribbon to be activated or displayed.

Three Types of Tabs

a. Standard Tabs (Home, Insert, Page Layout, References, Mailings, Review, View)

b. Contextual Tabs (Ex. Picture Tools, Drawing, or Table) - These are tabs that appear only when they are
needed on the type of task.

c. Program Tab (Ex. Print Preview) - A Program Tab replaces the standard set of tabs when you switch to
certain views or modes.

4. Ribbon- It is designed to help you quickly find the commands that you need to complete a task, such as
editing and enhancing a document. It is made up of commands that are organized in logical groups, which are
presented together under tabs. The Ribbon replaces the traditional drop-down menus and toolbars from
Microsoft Word 2003 and other older versions of word processor.

Ribbon Components

a. Home Ribbon - contains command commonly associated with formatting and editing of text such as
clipboard (cut, copy, paste, format painter), font (style, size, color, highlight, effects), paragraph (bullets and
numbering, multi-level lists, tabs, alignments, line spacing, borders, sort and indentions) styles (predetermined
set of formats that you can use repeatedly throughout all your documents), and editing (find, replace, and
select command).

b. Insert Ribbon - contains command commonly associated with adding something to the document such as
pages (cover page, blank page, and page break), tables (includes commands to Insert or Draw a new table, or
insert an existing table from an Excel spreadsheet) illustrations (pictures, clip Art, shapes, graphics, or charts),
links (hyperlink, bookmark, and cross-reference), header & footer (insert, format, modify, or delete headers,
footers, and page numbers), text (text boxes, word art, signatures, date/time stamps), and symbols (equation
and symbol).

c. Page Layout Ribbon - contains command commonly associated with settings that would affect the entire
page or document that includes page setup (margins, orientation [landscape or portrait], paper size, number
of columns, page and section breaks, line numbers, and hyphenation), paragraph (indention and spacing), and
arrange (applies primarily to graphics or charts. Includes commands related to positioning the objects or text
on the page).

d. References Ribbon - it contains command commonly associated with writing a research paper, essay, term
paper, or similarly formal documents. This particular ribbon includes table of contents (to add, format, or edit
a table of contents), footnotes (to insert, format, and edit footnotes in a document), citations & bibliography
(to cite a book, journal article, or other source for a segment of information within the document), captions
(to insert a caption to an image, a cross reference to a particular item, or a table of figures within the
document), index (ability to insert an index within the document and mark entries to be included in that
index), and table of authorities (cases, statutes, and other authorities cited within the documents).

e. Mailings Ribbon - contains commands commonly associated with documents and files created for mass
mailing that includes create (to create address, format, and print envelopes and labels), start mail merge (to
start a mail merge to create a form letter intended to print or email to multiple to a number of different
recipients), write & insert fields (options to add fields to a Mail Merge document, such as an address or
greeting), preview results (to preview the results of the mail merge, search for specific recipients, or auto-
check for errors), and finish (to complete the mail merge, and edit, print, or email any of the resulting
documents).

f. Review Ribbon - contains commands most commonly associated with documents which are shared or being
prepared for publication and it includes proofing (proofing and correcting a document), language (translate
text and set language), comments (insert, delete, or navigate between comments about selected text in the
document), tracking (tracks all changes made to the document, insertions, deletions, & formatting changes),
changes (accept, reject, and navigate between changes to the document), compare (compare or combine
multiple versions of a document), and protect (restrict how people can access and edit the document).

g. View Ribbon - contains settings that affect how the document appears on the screen that includes views
(read mode, print layout, web lay out), show (ruler, gridlines, navigation zone), zoom (includes options to
specify the zoom level of a document), window (settings that allow the user to open and view multiple Word
documents at the same time), and macros (provides the ability to define a sequence of actions to perform on
a document or multiple documents that can be executed again and again in one step).

5. Dialog Box Launcher - is a button found at the right bottom corner of some of the groups in a ribbon in
order to display the other tools through a dialog box. Ribbons with dialog box launchers include clipboard,
font, paragraph, styles, page set-up, and footnotes.
 6. Zoom Slider - A new interface for setting the view size of your document by sliding/dragging the arrow
slider to Zoom In or Zoom Out

7. View Ruler Button - A small button found right above the Vertical Scrollbar and used to show/hide easily
the rulers (Vertical or Horizontal Rulers) by clicking it.

8. View Buttons - present different manner in viewing a document and include Draft, Web Layout, Print
Layout, Full Screen Reading, or Online Layout. The View Buttons are located at the bottom of the Word
2007 workspace between the Status Bar and the Zoom.

9. Text Area/Document Window - is a white rectangular area where texts, pictures, and graphics are inserted.

10. Insertion Point - also known as Cursor, is used to indicate the point where the next characters typed from
the keyboard will appear on the display screen. It is usually represented by a blinking vertical line. You can
reposition the insertion point by pressing arrow keys or by moving the I-beam pointer.

10. Status Bar – It is a bar that appears at the very bottom of your window and provides such information as
the current page and the number of words in your document.

Lesson 5 Creating, Modifying, and Editing a Document

Introduction to Creating, Modifying, and Editing a Document

As introduced, Word Processor is application software to create, modify, and edit a document. It also allows
the user to make changes on a previously saved document. To learn the basics, a user must first understand
the functions of the tools and understand their purpose. Also, a user must know how to navigate within
application software.

Creating a Document

When you want to create a new document, follow the following procedures:

1. Click the File Tab

2. Select New
3. Select Blank Document
4. Then double click or press Enter key

Margin

Margins are the spaces between the text and the edge of the paper. Indenting from the margin can emphasize
a selected paragraph. Your paper has its Top, Bottom, Left, and Right margins.
Paper Size

The paper has two common sizes-the short- and the long-size bond paper. The short-size bond paper
measures eight and one half by eleven (8 ½x 11) while the long-size bond paper measures eight and one half
by thirteen (8 ½ x 13) inches.

To change the margin set-up of your document, you have to:

1. Click Page Layout tab.

2. Click the Paper Size.
3. In the selection bar, click the arrow to display the list box. From the drop down list box, select the
desired paper size of your document.
4. Click Ok.

Paper Orientation

You can format a document so that the individual pages could be printed in either portrait or landscape.

Controlling the Cursor

The text will appear where the blinking cursor is located. Move the cursor by using the arrow buttons on the
keyboard or positioning the mouse and clicking the left button. The keyboard shortcuts listed below are also
helpful when moving through the text of a document.

Selecting Text

In editing or formatting a document, you have to perform selecting the text first in the document. There are
actions also required in selecting texts before they can be executed, such as moving text, inserting text,
copying text, deleting, spelling check, etc.

Before you can edit or format a text, you have to select the text first. To select the word, sentence, multiple
lines, or paragraph, or the entire document, the general way is to click and drag using the mouse.

In addition, using the selection bar is another option to select a sentence, multiple lines, and an entire
paragraph. The selection bar refers to the space located at the left of the writing area, or it is the space at the
left margin. Note that the direction of a normal mouse pointer will change its direction from northwest to
northeast, indicating that it already in the selection bar.

Alternative Ways for Selecting Text

Editing Text

It is necessary to know how to edit a document. Nobody is a perfect typist. Changes can be made anytime on
the document during typing, such as adding a sentence or inserting a word, or deleting a paragraph. For
editing, the basic skills needed know how to select a block of letters or text and performing such operations as
copying, moving, and deleting /cutting or inserting needed texts.

To Check Document Spelling

Alternative Way for Spelling and Grammar

Using the mouse, right click on the misspelled word, then click the suggested spelling for the word from the
pop-up menu.

Thesaurus

It is used to check the synonym and antonym of a word.

Justification

Refers to the way in which lines on the page are aligned with the lines above and below them. To change the
justification for one or more paragraph to change, click on one of the justification buttons found on the
toolbar.

4 Kinds of Justification

Tabs

It allows you to control the indention and vertical alignment of the text in you document. You can use tabs to
align the text in more than one paragraph. When you press the Tab key the text moves to the next tab stop.
Word provides the default stops at every half inch (.5) starting with left indent. Also, you can add, change,
move, and delete tabs stops. You can align in text with four types of tab stops: left tab stops, right tab stops,
center tab stops, and decimal tab stops.

Types of Tab Stop

There are four different types of tab stops: left-aligned, centered, right-aligned, and decimal. The following
diagram shows the way in which they work:

Shortcuts Keys

Shortcut keys are alternative way in performing a specific task faster in word processor by pressing a keyboard
combination.

Lesson 6 Enhancing and Saving a Document

Enhancing a Document

Enhancing a document in some cases requires inserting clipart and pictures to the document and sometimes
wordart to improve or emphasize a title of a document.

Note: To resize a picture or wordart, use the sizing handles (composed of eight small squares which can be
extended vertically, horizontally, and diagonally).

Header and Footer

Headers and footers are widely used in legal documents, contracts, reports and proposals to provide
continuity between the pages. They usually contain information such as page numbers, title, date, etc.
Inserting a Table

A table is a grid of rows and columns that intersect to form cells. The lines that mark the cell boundaries are
called gridlines. It's often easier to read or present information in table format than in paragraph format.

Mail Merge

The mail merge process comes in handy if you need to send similar documents to many individuals at once. It
is most frequently utilized to print or e-mail shape letters to numerous beneficiaries. Utilizing the mail merge
the user will be able effortlessly customize shape letters for person recipients.

Mail merge is additionally utilized to make envelopes or names in bulk. The main document in the mail merge
process contains the basic text that is common to all the version of the merged document.

The data source contains the personalized information that varies for each merged document, such as name,
address and telephone number.

To merge a main with document with data source, merge field must inserted into the document. A merge field
is a code that represents a field name form the data source.

Inserting Bullets and Numbering Lists

Bulleted and numbered lists can be used in your documents to arrange and format text to draw emphasis.

Saving a Document

Word processing is usually used to sort papers or do homework assignments in a word handling program and
save the records to a neighborhood computer or streak drive. When records are save in a word handling
program they are ordinarily stored within the word handling program's default restrictive record.

Note: To save to an existing filename, press Ctrl + S.

Lesson 7 Electronic Spreadsheets Screen

Electronic Spreadsheets

Electronic spreadsheets present tables of values arranged in rows and columns that can be manipulated
mathematically using both basic and complex arithmetic operations and functions.

It is a powerful program of integrated spreadsheets and graphics that save, organize, calculate, and chart
numeric business and personal data. A sample of spreadsheet is a worksheet. A worksheet is a grid made up of
columns and rows. There are 256 columns lettered from A to IV for MS Excel 2003 but for MS Excel 2007 there
are 16384 columns from A to XFD. The rows are numbered from 1 to 65,536 for MS Excel 2003 while in MS
Excel 2007, the rows are numbered from 1 to 1,048,576; the intersection of columns and rows is called cell.
With MS excel, it is easy to enter information into a worksheet and then change, delete, or add entries.

Note: The most popular electronic spreadsheets across the world was developed by Microsoft Corporation
and this module will utilize MS Excel 2007.
MS Excel 2007

MS Excel 2007 is a spreadsheet program included in the Microsoft Office suite of applications that was
released in November 2006, the new features of which include ribbon interface.

The Parts of the MS Excel 2007

Parts of MS Excel 2007

1. Office Button/File Tab – provides access to workbook level features and program settings.

2. Quick Access Toolbar- is the collection of buttons that provide one click access to commonly used
commands such as Save, Undo, or Redo.

3. Title Bar – is located at the topmost portion of the MS Excel screen that display the name of active
workbook.

4. Ribbon – is the main set of commands and controls organized task in Tabs and groups.

5. Formula Bar- shows the content of the selected cell and displays the value or formula entered in the active
cell.

6. Name Box- shows the location/cell reference of an active cell address.

7. Row Heading- is represented by numbers that appears on the left of the worksheet window to identify the
different rows that runs horizontally.

8. Column Heading- is represented by letters that appear along the top of the worksheet to identify the
different columns in the worksheet that run vertically.

9. Active Cell – is a cell in a worksheet with a black outline.

10. Select All Button – is a button that selects all the cells in the active worksheet.

11. Worksheet Window – is a window that displays an Excel worksheet; basically, this is where you work all
the tasks.

12. Vertical Scroll Bar – is used when you want to scroll vertically through the worksheet window.

13. Horizontal Scroll Bar – is used when you want to scroll horizontally through the worksheet window.

14. Zoom Controls – is used for magnifying and shrinking of the active worksheet.

15. View Shortcuts – are buttons used to change how the worksheet content is displayed. Normal, Page
Layout or Page Break Preview.

16. Sheet Tabs –display the name of the worksheet in the workbook; by default, there are a total of three
sheet tabs. You can rename them to any name that best represent to your sheet.

17. Sheet Tab Scrolling Buttons – are used to scroll the sheet tabs in the workbook.
18. Status Bar- is a bar located at the button of the screen.

Lesson 8 Entering, Editing, and Formatting Data

What is a Data?

Data are the quantities, characters, or symbols on which operations are performed by an application software
that is being stored and transmitted.

Entering Data

In a spreadsheet, three basic types of data can be entered:

1. Labels – (text with no numerical value) ex. Name.

2. Constants – (entries that have specific fixed values) ex. 8 or 3.5
3. Formulas – (mathematical equations used to calculate) ex. =7+2

Absolute and Relative Cell Reference

There are two types of cell references: relative and absolute. Relative and absolute references behave
differently when copied and filled to other cells.

Relative cell reference change when a formula is copied to another cell.

Note: All cell references are relative references. When copied across multiple cells, they change based on
the relative position of rows and columns.

Absolute cell reference, on the other hand, remains constant, no matter where they are copied.

Relative Cell Referencing is also called relative addressing because this is an automatic adjustment that saves
you the trouble of creating new formulas in a worksheet with repetitive information.

Conditional Formatting

This is a tool that allows you to apply formats to a cell or range of cells, and have that formatting change
depending on the value of the cell or the value of the formula.

Data Validation

This refers to a tool that helps you control the kind of information that is entered in your worksheet. This
provides users with lists of choices, restricts entries to a specific type or size, and creates custom settings. It is
activated using data tab.

Lesson 9 Working with Worksheets

Merge and Center

Excel allows you the option to merge several cells into one large cell and center the content of the cell. This is
commonly used when creating a title for a spreadsheet.
Lesson 10 Excel Formulas and Worksheet Linking

Excel Formulas

Formula is an equation that analyzes data on a worksheet. A formula is an expression which calculates the
value of a cell. It performs operations (addition, subtraction, multiplication, division, etc.). It can also combine
values. It always begins with an equal sign (=).

4 Kinds of Operator Used in a Formula

1. Arithmetic Operators specify the type of basic mathematical operations on the elements of the
formula, such as addition, subtraction, multiplication, or division to produce numeric results.
2. Comparison Operators compare two values, which then produce the logical value that is true or false.
3. Text Operator (&) combines one or more values to produce one text. The operator “&” connects, or
concatenates, two values to produce a continuous text value.
4. Reference Operators combine ranges of cells for calculation.

MS Excel Function

Microsoft Excel contains many pre-defined or built-in formulas known as functions. Functions are ready-
made formulas that perform a series of operations on a specified range of values. Functions can be used to
perform simple or complex calculations. They can use range reference, range names, and/or numerical
values

Most Commonly Used Functions

1. SUM. The Sum function takes all the values in each of the specified cells and total their values. It is the
only function that has a shortcut button.

Syntax: =SUM(cell address or cell range)

2. AVERAGE. The Average function finds the average of the specified data. It adds the total value of all
indicated cells and divides it by the total number of cells.

Syntax: =Average(first value, second value, etc)

3. MAX. Max stands for maximum. This function will show you the largest or maximum value in the
selected range of cells.

Syntax: =Max(first value, second value, etc.)

4. MIN. Min stands for minimum. This function will provide you the smallest or minimum value in your
selected range of cells.

Syntax: =Min(first value, second value, etc)

5. COUNT. This provides you the total number of entries in the selected range of cells, provided that the
cell has a number entry.
 Syntax: =Count(first value, second value, etc.)

6. IF. This function provides one value if a condition you specify evaluates true and another value if it
evaluates to false.

Syntax: =IF(logical test, ”value if TRUE”, “value if FALSE”)

Component of a Logical Test

a) Cell Address (the cell address content that to be analyzed)

b) Comparison Operator

c) Constant

Other Function Formulas:

1. VLOOKUP. This function performs a vertical lookup by searching for a value in the first column of
a table and returning the value in the same row in the index number position.

Syntax: =VLOOKUP(lookup_value,table_array,col_index_num,[range_lookup])

2. CONCATENATE. This functions allows combines text from different cells into one cell.

Syntax: =CONCATENATE(text1, text2,….)