ICS

Contents

Chapter One: Word processing........................................................ 1

Concept of word processing..................................................................................1
Working with MS Word program and files...........................................................3
Editing and formatting a document ....................................................................19
Printing a document ...........................................................................................53
Using MS Word help facility..............................................................................55

Chapter Two: Spreadsheet.............................................................. 60

Concept and terminologies of spreadsheet program ..........................................60
Starting and ending a spreadsheet program........................................................63
Entering and editing data....................................................................................72
Formatting data in a worksheet...........................................................................88
Data manipulation...............................................................................................98
Charts................................................................................................................118
Printing a worksheet.........................................................................................122
Help facility......................................................................................................127

Chapter Three: Computer networks and communication............ 136

Concept of computer networking......................................................................136
Network devices and accessories......................................................................142
Computer network topologies...........................................................................148

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Chapter Four: The Internet.......................................................... 155

Concept of Internet ..........................................................................................155
Search Engines..................................................................................................164
Application of Internet......................................................................................170
Advantages of using Internet ...........................................................................186
Negative effects of the Internet.........................................................................187

Glossary...........................................................................................................191
Bibliography....................................................................................................194

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Chapter One

Word processing

Introduction

In the past, documents were processed manually and in hardcopies, either

handwritten or by a typewriter. Nowadays, documents can be created using
a computer system through application programs for word processing. In
this chapter, you will learn the concept of word processing; working with MS
Word program and files; editing and formatting a word document; printing a
word document; and using the help facility. The competencies developed will
enable you to prepare documents of good quality.

Concept of word processing

Word processing is an art of creating, editing, formatting, saving and printing
of text-based documents. The documents processed can be letters, memos,
reports, manuals, books and almost all documents required for different uses.
Word processing is done through a computer in which an application program or
software known as word processor has been installed.

Word processor
A word processor is an application software for manipulating electronic text-based
documents. This software allows a text to move around and to be manipulated
in different ways. For example, a word processing software allows correction of
misspelled words throughout the document by means of a single command of
spelling and automatic grammar check. Such commands alert a user to correct
spelling, punctuation, and syntax errors. The document format, layout, and font type
and sizes can be changed repeatedly until a satisfactory appearance is produced.
Since all editing, ideally, occurs on screen, word processing can result in decreased
paper usage, simplified editing, and neat varieties of the same work in good quality
formats. When the final draft is ready, the document can be printed out in multiple

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copies if necessary, sent as an attachment through e-mail, shared on a computer

network, or simply stored as an electronic file.
Most word processors have powerful sets of programs, which can produce a
combination of images, graphics and text. Moreover, these word processors
offer facilities for document formatting such as font changes, page layout, and
paragraph indentations. There are different examples of word processors such as
WordPerfect, WordStar, Microsoft Word (MS word), Google Docs, Open Office
writer, and Write Pro. Microsoft Word, in particular, has different versions such as
MS word 2003, MS Word 2007, MS Word 2010, MS Word 2013, MS Word 2016
and MS Word 2019. However, at this level, you will learn about MS Word 2016.
Features of electronic word processors
All electronic word processors have some common features such as:
(a) Creating and editing features;
(b) Formatting features;
(c) Spelling and grammar check features;
(d) Word wrap;
(e) Mail merge; and
(f) What You See Is What You Get (WYSIWYG) features.
Importance of using a word processor
Word processor enables a user to:
(a) Easily correct mistakes in a document;
(b) Store document electronically for future use;
(c) Create good quality documents since it has many formatting features
such as borders, text layout, bullet styles, line and paragraph spacing,
indentation shading, bold underline, etc;
(d) Automatically check spelling since it is full of useful tools such as a
grammar checker available to improve the quality of user’s work;
(e) Use a plenty of good quality document templates available online; and
(f) Import data from a data file and use it to create mail merge.

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Activity 1.1: Studying the significance of a word processor

Using library or Internet resources, collect two documents, one that was prepared
using a typewriter and another one prepared using a word processor. Compare
the two documents and summarise in your own words the significance of a word
processor program.

Working with MS Word program and files

Starting MS Word program
There are different ways of starting MS Word 2016 program on a computer. The
type of operating system you are using and how the computer is configured cause
these differences. The commonly used way to start MS Word 2016 is clicking the
shortcut for MS Word icon on the task bar or start menu as shown in Figure 1.1,
or on a desktop screen.

Figure 1.1: Task bar with options for starting MS Word

Key:
1 = Start button
2 = Shortcut for MS Word
If you are using a start menu, the following activity can help you to load the program.

Activity 1.2: Starting MS Word

(i) Click on the Start button on the task bar for Windows 8 or Windows
10: Start pop up menu will appear.
(ii) Scroll down and click on MS Word 2016: Different MS Word templates
will appear.
(iii) Choose the Blank document template: MS Word program window
will open.

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Parts of MS Word window

MS Word window has several parts, including Title bar, Menu Bar, Ruler, Working
area and Status bar. Figure 1.2 shows different parts of MS Word 2016.

Figure 1.2: Parts of MS Word 2016

Title bar
The title bar displays the program name and the name of the current document
you are working on, as it appears in Figure 1.3.

Figure 1.3: Title bar

By default, when you open MS Word for the first time, the title bar will display a
blank Document 1-Word. Usually, the bar also displays quick access bar commands.
The Quick Access commands allow you to access common commands regardless
of the selected tab. The common quick access commands are Save, Undo, and
Redo, but one can customise quick access commands to suit his/her needs. Activity
1.3 will help you to customise the quick access toolbar.

Activity 1.3: Customising the quick access toolbar

(i) Click the drop-down arrow to the right of the quick access bar,
(ii) Click on the command you want from the pop-up menu as shown in
Figure 1.4,
(iii) An icon for the selected command will appear on the quick access bar.

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Figure 1.4: Quick access pop menu

Menu bar
MS Word menu bar has different tabs including File, Home, Insert, Design,
Layout, References, Mailing, Review, and View, as shown in Figure 1.5.

Figure 1.5: Menu bar

Each tab has a ribbon that displays a list of commands in groups. For example,
a ribbon for Home tab contains command groups such as Clipboard and Font as
shown in Figure 1.6.

Figure 1.6: Groups of commands in the Home ribbon

Note: This combination of icons and tabs, which is known as the Ribbon interface,
also appears in other programs like MS PowerPoint, MS Excel, MS Outlook, and
MS Access.
Activity 1.4: Exploring different tabs
Navigate each tab to display a ribbon with different groups of commands.

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File tab
File tab appears at the left topmost corner of all tabs. When open, it displays the
menu for actions such as Info, New, Open, Save, Save As, Print, Share, Export,
Close, Account, and Options, as shown in Figure 1.7.

Figure 1.7: File menu

Home tab
Home tab displays a ribbon with different groups of commands such as Clipboard,
Font, Paragraph, Style, and Editing, as shown in Figure 1.8.

Figure 1.8: Home ribbon

Insert tab
Insert tab displays a ribbon with various groups of commands such as Pages,
Tables, Illustrations, Add-ins, Media, Links, Comments, Header & Footer, Text,
and Symbols, as shown in Figure 1.9.

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Figure 1.9: Insert ribbon

Design tab
Design tab displays a ribbon with Document Formatting and Page Background
as shown in Figure 1.10.

Figure 1.10: Design ribbon

Layout tab
Layout tab displays a ribbon with options for page setup, paragraph setup and
word arrangment, as shown in Figure 1.11.

Figure 1.11: Layout ribbon

References tab
Reference tab displays a ribbon with groups of commands such as Table of Contents,
Footnotes, Citation and Bibliography, Captions, Index, and Table of Authorities,
as shown in Figure 1.12.

Figure 1.12: References ribbon

Mailings tab
Mailings tab displays a ribbon with different groups of commands that include
Create, Start Mail Merge, Write & Insert Fields, Preview Results, and Finish as
shown in Figure 1.13.

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Figure 1.13: Mailings ribbon

Review tab
Review tab displays a ribbon with groups of command that include Proofread,
Accessibility, Language, Comments, Tracking, Changes, Compare and Protect
documents as shown in Figure 1.14.

Figure 1.14: Review ribbon

View tab
View tab shows different groups of options for document view such as Show,
Zoom, Window, and Macros, as shown in Figure 1.15.

Figure 1.15: View ribbon

Ruler
Ruler displays the left and right margins, tab settings, and indentation, as shown
in Figure 1.16. You may use a ruler to change the default left and right margins,
and create indentation and tabulations.

Figure 1.16: Ruler

Working area
Working area looks like a white paper on which a text can be written. The blinking
vertical line in the upper left corner of the sheet area is called Insertion Point.
The insertion point indicates the position where the character typed will appear
in the sheet as shown in Figure 1.17. As you type a character, you will notice the
insertion point moving to indicate where the next character you type will appear.

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Figure 1.17: Working area

The working area also contains vertical and horizontal scroll bars. These bars
represent the current relative location of an insertion point in the document. A
scroll bar allows you to move right or left and down or up the window as shown
in Figure 1.18.

Figure 1.18: Vertical and horizontal scroll bars

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You can scroll a document window in several ways. For instance, if you need to
scroll only a short vertical distance, click continuously up or down the vertical
scroll bar. Likewise, you can jump to the next page or previous page by clicking
the next or previous page arrows. Also, you can use a mouse to scroll faster up or
down by holding and dragging down vertical scroll bars.
Status bar
Status bar appears at the bottom of the screen and provides information such as
current page, current section, total number of pages, total number of words, the
language used, current line number, and current column number. For example, in
Figure 1.19, the status bar shows that the current opened document is on page 11
out of 152 pages and the document contain 24532 words.

Figure 1.19: Status bar

Usually, the status bar contains commands that show how the document can be
viewed and zoomed. In MS Word, you can display your document in one of the
following views: Read Mode, Print Layout, or Web Layout.
Read Mode: Read Mode view formats your screen to make reading your
document more comfortable.
Print Layout: The Print Layout view shows how the document will look like
when printed.
Web Layout: Web Layout view enables you to view your document, as it would
appear in a browser such as Microsoft Edge, Mozilla Firefox, or Google Chrome.

Activity 1.5: Changing document view

You can change the document view to suit your needs. For example, you can
change word screen view into read mode by following these steps:
(i) Click View tab,
(ii) The icon next to Read Mode is Print Layout with a box around it,
(iii) Click Read Mode. You are now in Read Mode.
(iv) Press escape key on the keyboard to return to print preview mode.
Closing MS Word program
When you have completed working with MS Word program, you will be required
to close the program. In most cases, you would save your work before closing.

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Activity 1.6: Closing MS Word file and program

(i) Click File tab,
(ii) Click Close button,
(iii) If you have entered a text that is not yet saved, you will be prompted
to save changes. If you click “Yes”, you will be prompted to save a
document by giving a file name and specifying the location. If the
changes are in an existing file, click “Save”, and the changes will be
saved.
(iv) If you click “No”, the document will be discarded. If you click
“Cancel”, closing will be cancelled and you will be allowed to work
further on the document.
To close a document without exiting MS Word:
(i) Click the File tab,
(ii) Then click Close button, or
(iii) Press Ctrl+W.

Creating MS Word file

Inserting a text
When entering a text, you must first position the insertion point where you want
to insert the text, either to the left or right of an existing character. Text is inserted
into the MS Word document in various ways such as:
(a) Typing via a keyboard;
(b) Copying/cutting a text from other documents and pasting it into a word-
processing document;
(c) Scanning printed documents and using Optical Character Recognition (OCR)
software to convert the scanned documents into text characters;
(d) Using voice recognition software to convert spoken words into text characters
and vice versa; or
(e) Importing files such as tables, pictures, and databases from storage media
or other sources.
In this chapter, you will mainly use options (a) and (b) in creating a word document.
When beginning a new project in MS Word, you will often want to start with a new
blank document. In order to create a new document, do the following:
(i) Click File tab: Backstage view will appear.

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(ii) Click New tab: a window which looks like that of Figure 1.20 will
display different templates.
(iii) Click Blank Document, the blank document will appear.

Figure 1.20: Creating new document

Activity 1.7: Type the following passage in MS Word

Electronic word processing enables a user to edit and format documents easily.
It makes possible sharing of information quickly and getting feedback. Teachers
may be in a good position of using electronic word processor for preparing lesson
notes, schemes of work, lesson plans and other word documents.

Navigating a document using a keyboard

The easiest way to move the insertion point by short distances is to use the arrow
keys. You can also use additional keys to move the insertion point by longer
distances.
Procedures
(i) Press [Ctrl+Home] to move the insertion point to the beginning of the
document.
(ii) Press Down Arrow key [ ]to move the insertion point down one line.
(iii) Press Up Arrow key [ ] to move the insertion point up one line.

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(iv) Press Right Arrow key [ ] to move the insertion point one character
to the right.
(v) Press Left Arrow key [ ] to move the insertion point one character to
the left.
(vi) Press [End] to move the insertion point to the end of the current line.
(vii) Press [Home] to move the insertion point to the beginning of the current
line.
(viii) Press [Ctrl+ ] to move the insertion point to the next word.
(ix) Press [Ctrl+ ] to move the insertion point to the previous word.
(x) Press [Page Down] to move the insertion point down one screen.
(xi) Press [Page Up] to move the insertion point up one screen.
(xii) Press [Ctrl+Page Down] to move the insertion point to the top of the
next page.
(xiii) Press [Ctrl+Page Up] to move the insertion point to the top of the
previous page.
(xiv) Press [Ctrl+End] to move the insertion point to the end of the document.
Saving MS Word document
Saving MS Word document for the first time
After you have typed your text, you should store it in your computer for future
use. Steps to save the typed document for the first time include the following:
(i) From File menu tab, Click Save As, a Save As window will appear.
(ii) Select the location by clicking Browse and choose the location (for
example, Removable Disk, Documents, or Desktop).
(iii) Write the file name (the name should either reflect the content of the
document, for example ICS notes or any other name that can be easily
remembered).
(iv) Choose file format like Word document (.docx), Plain Text (.txt) or Rich
Text Format (.rtf).
(v) Click Save.
Saving changes while working on an MS Word document
You should continue saving the document when the work is in progress to avoid
loss of content in case of problems like power failure. In this case, you may use
a shortcut for Save , or Click File menu then click Save command, or press
Ctrl+S.

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Saving MS Word document as PDF

PDF stands for Portable Document Format. The format is used for saving files in
such a way that they cannot be easily modified but still can be shared and printed.

In most MS Word versions, you can convert an MS Word document into a PDF
file type by following these steps:
(i) Open an existing MS Word document or create a new MS Word
document,
(ii) Click File tab option at the top-left of the MS Word program window,
(iii) Click Save As option in the menu,
(iv) On Save As window, click Browse to select a location on your computer
where you want to save the file,
(v) In the Save as type drop-down list, select the PDF option as shown in
Figure 1.21.

Figure 1.21: Saving MS Word document as PDF

(vi) Click Save button to save the MS Word document as PDF.

Saving MS Word document in external storage
External storage devices such as flash disks can usually store the file created by a
word processor. Follow the steps in Activity 1.8 to save a document in a flash disk.

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Activity1.8: Saving an MS Word document in a flash disk or any other external storage
device
Steps:
(i) Open an existing MS word document or create a new MS word
document,
(ii) Insert the flash disk in the computer as shown in Figure 1.22,

Figure 1.22: Inserting Flash Disk

(iii) Click File tab: File menu options will appear,
(iv) Click Save As: The window for Save As will appear as in Figure 1.23,

Figure 1.23: Save As window

(v) Click Browse: Save As dialog box will open as in Figure 1.24.

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ICS Book TWO February 25 2021

Figure 1.24: Save As dialog box

(vi) Type the name of the file, example “ICS Book TWO February 25 2021”
in the File Name (See Figure 1.24),
(vii) Scroll on the left-hand side of the menu to find the flash disk or removable
disk,
(viii) Click on the Flash disk or on Removable Disk: the flash disk or
removable disk will open as in Figure 1.25.
(ix) Click Save.

ICS Book TWO February 25 2021

ICS Book TWO February 25 2021

Figure 1.25: Saving MS Word document in a removable disk

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Opening an existing MS Word document

Opening a document stored in a computer
When a document is saved in a computer, it can be opened at anytime when it is
needed as MS Word program allows a user to open an existing document. To open
an already saved document, do the following:
(i) Click File tab,
(ii) Click Open: the open dialog box will appear, giving you the option to
choose the file from the location where it is stored.
(iii) Choose the file,
(iv) Click Open: The file will be opened.
Alternatively, you can use the shortcut for opening (Ctrl + O); this will display
the open dialog box as shown in Figure 1.26. You can also open an existing
document by double clicking the file.
or
NOTE: If the document you want to open is in the Recent Documents list,
click its File name or Thumb nail icon (see Figure 1.26) to open it. The
window like what is seen in Figure 1.27 will be opened.

Figure 1.26: Opening a file from a recent document

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Figure 1.27: Opened MS Word document

Opening a file saved in external storage

Sometimes, a word document is saved in external storage devices such as flash
disk. To open the file saved in an external storage, follow these steps:
(i) Click on File tab,
(ii) Click on Open,
(iii) Click Browse as shown in Figure 1.28. The Open dialog box will appear
as shown in Figure 1.29.

Figure 1.28: Window for file browsing

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Figure 1.29: Opening a file from a removable disk

(i) Scroll in left column window to find the removable disk option,
(ii) Select the file you want to open,
(iii) Click on Open button. The file will be opened.

Exercise 1.1
1. Outline the steps for opening, creating, saving, and closing a word
document.
2. Why should you save your working document before closing it?
3. What is the use of Ruler in MS Word?
4. What is the importance of using a word processing program?

Editing and formatting a document

The word processor offers different facilities for correcting mistakes like spelling
and grammar errors in a document. It also gives a room to decorate a document
in a format that you want using features such as font type, font size, page layout,
and paragraph indentation. This section describes how you can edit and format a
word document.

Editing an MS Word document

Editing is the process of correcting mistakes and errors or removing unwanted
content. After a document is created, it may contain mistakes, errors, unrequired

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content or missing some content. This creates the need of editing the text. Editing
may involve adding or removing a text, or moving a text from one place to another.
This section covers some basic tasks done during editing such as selecting, deleting,
copying, moving a text, undoing and redoing changes.

Selecting a text
Before making any change or editing a text, you must first select the text that you
want to edit. You can use the mouse or the keyboard to select the text. The selected
text appears highlighted on the screen, as it is shown in Figure 1.30.

Figure 1.30: Selected text

To select a text, do the following:

(i) To select a word, double-click anywhere in the word.
(ii) To select a sentence, hold the Ctrl key and click anywhere in the
sentence.
(iii) To select a paragraph, triple-click anywhere in the paragraph.
(iv) To select the entire document, press Ctrl+A.
(v) To select adjacent words, lines, or paragraphs, drag the mouse pointer
over the text; or click at the beginning of the text, and then hold the
Shift key and click at the end of the text.
(vi) To select non-adjacent words, lines, or paragraphs, make the first
selection, and then hold down the Ctrl key and make the second
selection.

NOTE: To deselect the text, click anywhere in the document.

Deleting a text in MS Word document

If you wrongly insert a text or an object in a word processor, you can remove
the text or the object that has been mistakenly written. This is done by the use of
backspace key and the delete key on the keyboard. To delete a character at a time,

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position the insertion point in front of the character then press the backspace key;
or place the insertion point at the beginning of the character, then press the delete
key. The delete key removes characters to the right of the insertion point, while
the backspace key removes characters to the left of the insertion point. To delete
a word, sentence, paragraph or block of text, select it then press the delete key.

Copying and moving a text

When editing a document, you may want to duplicate a text in another location,
or you may want to remove a text from its original location and place it in a new
location. Copy is a command used to create a duplicate of a text, while Cut is a
command for moving a text. The shortcuts for the two commands appear in the
Clipboard group of the Home ribbon as in Figure 1.31.

Figure 1.31: Commands for copying and cutting a text

Copying a text
To copy a text, you must first select the text, then click on the icon or command
Copy. Alternatively, you can copy a text by pressing the Control key (Ctrl) and C
key on the keyboard. Copying can also be done through the following procedure:
select the text, hold the Ctrl key and place the cursor over the selected text, press
and hold the left mouse button, drag to the desired location and lastly, release the
mouse button to paste.

Cutting a text
Cut is one of the useful commands in a word processor. When editing a document,
you may realise that some text needs to move from the present location to a new
location. The word processor provides a solution to that through Cut command.
To cut a text, do the following:

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(i) Select the text you want to move,

(ii) Right click on the selected text,
(iii) From the popup menu, click the Cut shortcut ,
(iv) Move the insertion point to the place where you want the text to
appear,
(v) Right click and click Paste shortcut from the popup menu.

Alternatively, you can move the text by dragging and dropping the selected text
by following these steps:
(i) Select the text you want to move,
(ii) Click and hold the mouse then drag the text to a location where you
want it to appear. The cursor will have a rectangular shape under
it to indicate that you are moving the text,
(iii) Release the mouse button, and the text will appear.

NOTE: The cut or copied text is stored on the Clipboard. The Clipboard is a
temporary storage area. Figure 1.32 shows a Home tab and Clipboard
group. Every time a new text or any other object is copied or cut, the
clipboard content is replaced with the new one.

Figure 1.32: Clipboard

Pasting a text
Paste command helps you to shift the text you have copied or cut to another
place. To paste a text, locate a place where you want to insert the text, then click
the paste icon or use a keyboard shortcut Ctrl + V.

Undo and Redo command

Sometimes, you may make mistakes when entering a text in the word processor.
Whenever you make a mistake, you can easily reverse it with the Undo command.
After you have undone one or more actions, the Redo command becomes active

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and allows you to restore the undone actions. Table 1.1 shows the procedures to
Undo and Redo actions.
Table 1.1: Undo and Redo actions
To undo an action: To redo an action:
On the Quick Access toolbar,
On the Quick Access toolbar, click the
click the Redo button , or press
Undo button , or press Ctrl+Z.
Ctrl+Y.

Spelling and grammar check

You can check the spelling and grammar in the file all at once, or you can let the
spelling and grammar checkers suggest corrections automatically while you work.
The word processor offers a dictionary of standard grammar and spellings, but
they are not comprehensive. To customise these features, do the following:
(i) Choose the language for which you want to check the spelling and
grammar,
(ii) Use custom dictionaries to add words to the spelling checker,
(iii) Use exclusion dictionaries to specify a preferred spelling for a word,
(iv) Check spelling and grammar in a different language.
Checking all spellings and grammar in a file at the same time is useful when you
want to proofread a text. You can check for possible mistakes and then confirm
each suggested correction. You can resolve each error that the program finds in
different ways: Select the word in the suggestions list, and then click Change or
(i) Select the word in Dictionary check box,
(ii) Edit the word,
(iii) Click Change.

If you want MS Word to recognise the word and not treat it as a misspelling, click
Add or Add to Dictionary. If you want to ignore a misspelled word and move on
to the next misspelled word, Click Ignore Once. If you want to ignore all instances
of a misspelled word and move on to the next misspelled word, Click Ignore All.
Alternatively:
(i) Open MS Word document,
(ii) Click on proofing error icon on the status bar: the grammar check
window will open as shown in Figure 1.33.

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(iii) Select the correct word in the Search Box,

(iv) Click Change.

Figure 1.33: Error and grammar check window

Synonyms and thesaurus

The word processor has features that help the user to get alternative words. The
user can see words with similar meaning by right clicking the mouse button on
the word he/she wants to look for alternatives. Figure 1.34 displays the window
which gives an option to choose the synonyms of that word or find the thesaurus.

Figure 1.34: Synonyms and thesaurus

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Activity 1.9: Changing the word using Synonyms and Thesaurus

Steps
(i) On the working area, type the word “desired”,
(ii) Right click the word “desired”,
(iii) On the drop down menu, choose the preferred word,
(iv) Click Insert.
Or
(i) Type any word on the working area,
(ii) On the Review tab, click Thesaurus,
(iii) See alternative words in thesaurus,
(iv) Type the word in your text.

Using drag-and-drop action

Drag-and-drop editing allows you to use a mouse to copy and move a text by
dragging a text to the desired location. The results are the same as cutting or copying
and pasting, except that the cut or copied items are not saved to the Clipboard. This
feature is most useful when the text you want to cut or copy and the destination
location are both visible in the document area.
CUT
(i) Select the text you want to move,
(ii) Point to the selected text and drag it to the desired location.
COPY
(i) Select the text you want to copy.
(ii) Hold control key (Ctrl), point to the selected text, and drag it to the
desired location.

Find and replace

Find and replace gives a chance to find a word and replace it with a new one. This
editing feature can help you to correct a wrong word that might have appeared
several times in your document.
Steps:
(i) On the Editing group of the Home ribbon, click Replace: the window
for find and replace will appear as shown in Figure 1.35,

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Figure 1.35: Find and replace window

(ii) Write the word you want to find,

(iii) Write the replacing word,
(iv) Click Replace if you want to find and replace one occurrence of a word:
Click Replace all if you want to replace all occurrences of the found
word.

Formatting MS Word document

Formatting helps you to change the appearance of a document so that it can look
neater and of good quality. Text formatting includes font type, font size, font
colour, font style, page setup, etc. The font group on the Home ribbon contains
the commonly used text formatting commands. You can also format a text using
the font dialog box, which is opened by clicking the dialog box launcher in the
Font group as shown in Figure 1.36.

Figure 1.36: Formatting commands

Changing font type and font size

A font is the style of text lettering, and it defines the overall appearance of a text.
Examples of font types are such as Times New Roman, Arial, Calibri Light, and
Calibri extra. The default font in MS Word 2016 documents is Calibri (bold).

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Changing font style

Changing the font of a text can be done through the following steps:
(i) Select the text that you want to format,
(ii) On the Home ribbon, in the Font group, click the Font style arrow and
choose the desired font from the list (see Figure 1.37).
Changing font size
Click on the Font Size arrow and select the desired font size from the list on the
Home ribbon in the Font group (see figure 1.37). If a font size of your choice is
not listed in the Font Size list, click in the Font Size box , type the desired
number, and then press the Enter key.

Figure 1.37 (a): Font type and size

NOTE: The Font size can also be changed by clicking on the Increase Font Size
button to increase or Decrease Font Size button to decrease the
font (see Figure 1.37(b)).

Figure 1.37(b): Buttons to increase and decrease font size

Applying font attributes

Formatting attributes such as bold, italic, or underline call the attention of readers
to particular parts of your text. Figure 1.38 shows different formatting attributes
in a font group.

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Figure 1.38: Formatting attributes

Additionally, you can assign a superscript or subscript notation to any text that
makes it appear above or below the standard text. Subscript is the character such as
a number or a letter that is slightly below the normal line (baseline). For example,
in H2O, 2 is a subscript. Superscript is a character such as a number or a letter
that is set slightly above the baseline. For example, in x3, 3 is a superscript. These
attributes and others are found on the Home ribbon. In order to apply the attributes
on a specific text, do the following:
(i) Select the text where the attributes will be applied,
(ii) Point and click on the attribute you want to apply, for example, Bold
as shown in Figure 1.39.

Figure 1.39: Bolded text

Changing font colour and highlighting text

Font colour is used to emphasise some text in the document. If the document has
a text that needs to get special attention from the reader, its colour can be changed
or highlighted.
Changing font colour
To change the font colour, follow the following steps:
(i) Select the text you want to change,
(ii) Click the down arrow next to the colour icon . It is usually displayed
as letter A underlined with some colour as shown in Figure 1.40.

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Figure 1.40: Font colour

After clicking on the down arrow for the colour, select the colour you want for
your text.
Highlighting a text
To highlight a text, the following steps are used:
(i) Click the Home tab,
(ii) In the Font group, click the text highlight button arrow to select the
colour,
(iii) Drag the mouse over the text you want to highlight. The text becomes
highlighted just like using a highlighter on a regular paper, but far neater
as shown in Figure 1.41.

Figure 1.41: Highlighting text with colour

(iv) Click the text highlight button to return the mouse to normal operation.
Text alignment
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right, centre, or justify. By default, MS Word aligns a text to the left margin of the
document. However, there may be times when you want to adjust text alignment
to the centre, right, or justify. To align a text, do the following:
(i) Select the text you want to align,
(ii) On the Home ribbon, select one of the four alignment options from the
Paragraph group. Figure 1.42 shows the alignment options in Paragraph
group.

Figure 1.42: Text alignment

NOTE: Alignment is, therefore, the act of arranging your text in different positions
based on choice or the purpose of the text. There are four kinds of text
alignment namely left, right, centre and justify.
Left alignment
Left alignment means that each line will start from the left margin. Left
alignment is commonly used for body text and make the document easier to read.
Right alignment
Right alignment means that each line will finish on the right hand margin. The
starting position of each line will be different based on the length of the line. Right
alignment is used for small sections of content, such as text in header and footer.
Centre alignment
Centre alignment means that each line will be displayed with equal spacing on
either side. This setting is mostly used to print title, header and quotes of any text.
Justify alignment
Justify alignment means that each line will start on the left side and finish
exactly on the right margin. The extra space will be adjusted among the words.
Justified text looks neat as words are evenly distributed to both sides of the page.
NOTE: I f you want to change the alignment of a paragraph, select the text and
then place the cursor on the alignment style you want, then click on it.

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Changing text case

There is a time when text cases need to be changed. The Change Case command
helps to change case, instead of deleting and retyping a text. To change the
text case, follow these steps:
(i) Select the text you want to modify,
(ii) On the Home ribbon, in the Font group, click the Change Case command
arrow. A drop-down menu will appear as in Figure 1.43.

Figure 1.43: Text case

(iii) Click the desired case option from the menu, like “Capitalise Each
Word”, as shown in Figure 1.44.

Figure 1.44: Capitalisation of each word

Activity 1.10: Formatting a text

(i) Type the names of the subjects you learnt in primary school.
(ii) The title of text should be “PRIMARY SCHOOL SUBJECTS”.
(iii) Bold the title.
(iv) Increase the size of the title to 24 points.
(v) Change the colour of the first subject to blue.
(vi) Change one of the subject names to Italic style.
(vii) Change the remaining subject names to bold and italic style.
(viii) Save the file as “my primary school subjects”.

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Line spacing
The space between each line of a paragraph is called line spacing. It is set to 1 by
default in MS Word. It can also be set to 1.5, 2, or to other values. Spacing enables
easy reading of the text. Use the paragraph spacing button on the Home ribbon
to change the line spacing.
(i) Click on line spacing drop-down arrow as shown in Figure 1.45,

Figure 1.45: Line spacing options

(ii) Move your cursor over each of the built-in spacing options, and notice
how the line spacing changes. Figure 1.45 indicates the drop-down
menu of the line spacing command.
(iii) Click the option you want.
Bulleting and numbering
In MS Word, bulleted lists and numbered lists can be applied to a text whenever
listing of items is needed. Numbered lists can be created using commands in
Paragraph group of the Home ribbon, as shown in Figure 1.46.

Figure 1.46: Bullet and number

Listing items using bullets
As mentioned earlier, bullets can be added to a text whenever listing of items is
needed. To add a bullet to a text, do the following:
(i) Select the text you want to be in bullets,

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(ii) On the Home ribbon, in the Paragraph group, click the Bullets button
arrow : the window like that in Figure 1.47 will appear,
(iii) Click the bullet type of your choice.

Figure 1.47: Bullets types

Listing items using numbers
As mentioned earlier, numbers can be added to the text whenever listing of items
is needed. To add a number to a text, do the following:
(i) Select the text you want to be numbered,
(ii) On the Home ribbon, in the Paragraph group, click the Numbering
button arrow ,
(iii) Click the numbering type you want from the list as shown in Figure
1.48.

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Figure 1.48: Numbering type

Copying formats
A format of a specific text can be copied and applied to other text in the MS Word
document. This feature helps a user to save time and effort when more than one
format has been applied to a text and you want to format an additional text with
existing formats.
To copy a format, follow these steps:
(i) Select the text that has the format you want to copy.
(ii) On the Home ribbon, in the Clipboard group, click the Format Painter
button as shown in Figure 1.49.

Figure 1.49: Format painter

(iii) The mouse pointer changes to a paint brush with an I-beam .
(iv) Select the text to which you want to apply the copied format.

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NOTE: If the copied format needs to be applied to more than one area, double-
click the Format Painter button. This keeps the Format Painter active
until you press the Esc key or click the format printer once again.

Drop cap
There are two types of drop cap, dropped and in-Margin. To apply the Drop cap,
follow the steps in Activity1.11.
Activity 1.11: Applying drop cap
Type the text
“Education is an endless
process, that someone get in
and never lives unless he/she
dies”
Make the first letter as In-margin drop cap by following these steps:
(i) Select the first letter,
(ii) Click on Insert tab,
(iii) In the Text group of the Insert ribbon, click Drop Cap, and then
select In margin drop cap style.

E
Results

ducation is an endless
process, that someone
get in and never lives
unless he/she dies.

Use the same steps to apply dropped drop cap style to a text.

Page break
Page break enables you to separate sections of a document so that they can appear
as separate pages at the time of printing.
Activity 1.12: Inserting page break
Steps:
(i) Click where you want to insert a page break,
(ii) Click Insert tab,
(iii) In the Pages group of the Insert ribbon, Click Page Break.

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Page numbering
MS Word allows you to insert page numbers in your document. There are different
options you can use to insert page numbers. By default, numbering starts from 1
onwards. But you may use other numbering formats instead of the default one, or
use different numbering styles in one document.
Inserting page numbers
Steps:
(i) Click on the page you want to insert a number,
(ii) Click Insert tab,
(iii) In Header and Footer group, click the Page Number arrow ,
(iv) Select the position you want your numbers to appear (top or bottom) as
shown in Figure 1.50.
(v) Choose alignment (left, centre or right) and number style.

Figure 1.50: Inserting page number

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Inserting different numbering formats in the same document

Before you insert different numbering formats in the same document, insert section
break in the pages you want to put different numbering formats.
Inserting section break
Steps:
(i) Position a cursor to the bottom of the page you want to separate,
(ii) Click on Layout tab,
(iii) In the Page Setup group of the Layout ribbon, Click Breaks: the window
like that in Figure 1.51 will appear,
(iv) On Section Breaks, click Next Page.

Figure1.51: Inserting section break

Inserting new style of numbers

Steps:
(i) In the Header & Footer group of the Insert ribbon, click the Page
Number arrow,
(ii) Click Format Page Numbers,
(iii) On the Page Number Format pane, set the number format and specify
where and how you want the numbering to start, as shown in Figure
1.52.

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Figure 1.52: Page number format pane

(iv) Click OK,

(v) Go back to the Page Number menu,
(vi) Select the position of a page number,
(vii) Click.
Header and footer
Headers and footers identify a text in printed documents. Usually, headers and
footers include text or graphics such as page numbers, company logo, document
title, file name, or author’s name. A header appears at the top margin, while a
footer appears at the bottom margin. MS Word gives an option of using the same
header or footer throughout the document, or using different headers and footers
at different parts of a document. You can also use different headers and footers on
odd and even pages or certain parts of the document.
Footer insertion
To insert the footer, follow these steps:
(i) Click Insert tab,
(ii) In Header and Footer group of the Insert ribbon, click Footer arrow to
insert footer (see Figure 1.53),
(iii) Select the position (Left, Centre or Right) and style of the footer,
(iv) Click,
(v) Type the text for the footer,
(vi) Click the Close button.

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Figure 1.53: Footer insertion

Header insertion
To insert the header, follow these steps:
(i) Click Insert tab,
(ii) On Header and Footer group of the Insert ribbon, click Header arrow
to insert header,
(iii) Select the position (Left, Centre or Right) and the style of header as
shown in Figure 1.54,
(iv) Click,
(v) Type the text for the header.

Figure 1.54: Header insertion

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NOTE: After inserting the header and/or footer, click on Close Header and
Footer button, as shown in Figure 1.55, to close the header and footer
window.

Figure 1.55: Closing the header and footer window

Column
MS Word provides tools that can help you to type your document or set it into
columns. There are different styles of text columns. For example, you can have
a one-column text, two-column text, and three-column text, which can either be
aligned to the left or to the right as shown in Figure 1.56. The command also
gives an option to insert a line between the divided text.

Figure 1.56: Column window

To insert a column, follow these steps:
(i) Select the text you want to divide into columns,
(ii) Click Layout tab,
(iii) In the Page Setup group of Layout ribbon, Click the Columns arrow,
(iv) Click the style of the column one, two, or three columns.

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Table creation
MS Word gives powerful tools to organise text in a table. A table is made of rows
and columns. You can create a table by inserting it using the Table command on
the Insert ribbon.
Inserting a table
To insert a table, follow these steps:
(i) Click on Insert tab,
(ii) Choose a Table command: the window similar to Figure 1.57 will appear.
(iii) Select the number of rows and columns.

Figure 1.57: Inserting a table by selecting the number of rows and columns
Or
(i) Select the Insert Table option as shown in Figure 1.58(a), and
(ii) Specify the number of rows and columns, like 2 and 5 respectively, as shown
in figure 1.58(b).

(a) Inserting table (b) Specifying column and row

Figure 1.58: Inserting a table by specifying the number of rows and columns

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(iii) Click OK: the table will be created as shown in Figure 1.59.

Figure 1.59: New table displayed after pressing OK button

Editing and formatting of tables

Editing and formatting tables involve different attributes like introducing borders,
merging cells, inserting rows or columns, deleting rows or columns, aligning text
within cells, repeating heading rows, shading, and changing text direction.
Introducing borders
(i) Select the cells to which you want to introduce borders,
(ii) On the Design ribbon, as shown in Figure 1.60, click the Borders
command arrow,

Figure 1.60: Borders insertion menu

(iii) Choose the type of border you want to apply to your table. In this case,
All Borders, as shown in Figure 1.61, has been selected.

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Figure 1.61: Inserting borders

Merging cells
(i) Select the cells you want to merge like what is shown in Figure 1.62,

Figure 1.62: Cell selection

(ii) Select the Layout tab under Table tools,

(iii) Choose merge cells as illustrated in Figure 1.63(a) and Figure 1.63(b).

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Figure 1.63(a): Merging table cells

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Figure 1.63(b): Merged table cells

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Inserting rows
FO

(i) Select the row above which you want to insert a row, as shown in Figure
1.64(a),
(ii) Click Layout tab under Table tools,
(iii) Click either Insert Above or Insert Below. The new row is inserted as
shown in Figures 1.64(b).

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Figure 1.64(a): Inserting a row above the selected row

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Figure 1.64(b): View of inserted row
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Inserting column
U

(i) Select the column after (or before) which you want to insert a column,
(ii) Click Layout tab under Table Tools,
E
N

(iii) Click either Insert Left or Insert Right as shown in Figure 1.65,
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Figure 1.65: Inserting a column left or right

(iv) The number of columns is increased by one as shown in Figure 1.66.

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Figure 1.66: View of table column insertion

Aligning text within the cells

Steps:
(i) Create the table,
(ii) Insert a text in the cell,
(iii) Select the text, as shown in Figure 1.67,
(iv) Click Layout tab from Table Tools,

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(v) Choose your desired text alignment as shown in Figure 1.68.
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Figure 1.67: Text selection in table cells

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Figure 1.68: Text alignment in table cells

Changing text direction
Steps for changing text direction:

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(i) Select the cells containing the text which direction you want to change,
(ii) Click Layout tab under Table Tools,
(iii) N
Click the text direction option of your choice as shown in Figure 1.69.
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Figure 1.69: Text direction

Repeating heading rows
Steps:
(i) Select the Heading row,
(ii) Click Layout tab under Table Tools,
(iii) Click Properties command under Table group to display table properties

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options as shown in Figure 1.70,
(iv) Choose Repeat as header row at the top of each page,
(v) Click OK.

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Figure 1.70: Repeating the heading row

Text shading
U

(i) Select the row containing the text you want to shade as shown in Figure
E

1.71,
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Figure 1.71: Row text selection

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(ii) On the Design ribbon, in Table Tools, select the shading option (see
Figure 1.72),

Figure 1.72: Shading selection

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(iii) Shade the text with the colour of your choice as in Figure 1.73.
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Figure 1.73: Colour shading selection

Deleting rows
Steps:
(i) Select the rows you want to delete,
(ii) Click the Layout tab under Table Tools,
(iii) Click Delete to access various options,
(iv) Click Delete Rows from the drop down menu, as seen in Figure

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1.74(a). A row will be deleted, reducing the number of rows, as seen
in table 1.74(b).
(v)

Figure 1.74(a): Before row deletion

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Figure 1.74(b): After row deletion

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Deleting a column
Steps:
(i) Select the column you want to be deleted, as seen in Figure 1.75(a),
(ii) Click the Layout tab under Table Tools,
(iii) Click Delete to access various options,
(iv) Select Delete Columns from the drop-down menu. A column will be
deleted, reducing the number of column, as seen in Figure 1.75(b).

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Figure 1.75(a): Before column deletion

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Figure 1.75(b): After column deletion

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Exercise 1.2
1. By using Microsoft Word, draw the following table:
TANZANIA INSTITUTE OF EDUCATION
Curriculum Topics Time Remarks
ICS Word processing 10 hrs

ICS BOOK
Book Spreadsheet 10 hrs

TWO
Two Network 3 hrs
Contents Internet 6 hrs
(a) Align the text direction in the column “Curriculum” to point downward
(b) Change the style of the border
(c) Merge the cells under the “Remarks” column
(d) Type “Learning the use of technology” in the Remarks column
(e) Save your work as ICS timetable

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2. Use MS Word to create the following table:

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3. Type the following text, separate it into two columns, have a line in between,
and apply justify alignment.
“Editing and Formatting of tables involve different attributes like
introducing borders, merging cells, inserting rows or column, deleting
rows or columns, aligning text within the cells, repeating heading
rows, shading and changing text direction.”

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Printing a document
Page setup
MS Word automatically helps you to set the way you want your document to appear
when printed. It involves setting orientation and margins. There are two types of
orientation namely portrait and landscape.
Setting orientation
Steps:
(i) Click Layout tab,
(ii) In the Page Setup group of the Layout ribbon, click the Orientation
command arrow,
(iii) Choose the orientation you want as shown in Figure 1.76(a).

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Figure 1.76(a): Orientation options

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Setting margins
Steps:
E

(i) Click Layout tab,

N

(ii) In the Page Setup group of the Layout ribbon, click the Margins
LI

command,
N

(iii) Click on the margin of your choice as shown in Figure 1.76(b).

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FO

Figure 1.76(b): Setting page margin

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Previewing a document
Before printing the document, you can preview it to see how it will look like when
printed. You can view one or more pages at a time, increase or reduce the size of
the page on the screen, and check page breaks.
To preview a document before printing, follow these steps:
(i) Click on File tab,
(ii) Click the Print Command on the Backstage view. Figure 1.77 shows
how a previewed page looks like.

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Figure 1.77: A previewed document

Printing a document
U

To print a document, a computer needs to be connected to a printer. To print a

E

word document, follow these steps:

N

(i) Click File tab,

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(ii) Click Print command on the Backstage view,

N

(iii) Choose the printer connected to your computer,

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(iv) Under settings, choose how you prefer your printed document to appear,
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(v) Select the number of copies you want to print,

FO

(vi) If you are satisfied with the appearance of your previewed document,
click the Print command to print your document as shown in Figure
1.78.

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Figure 1.78: Printing a document

Using MS Word help facility

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MS Word Help is a collection of tools and files which help to answer questions,
offer tips, and provide help on all MS Word features. MS Office Help tools assist
N
you when you need more information about a particular task or feature.
O
Accessing the help facility in MS Word can be performed using the following steps:
SE

(i) Open a blank MS Word document,

(ii) Press F1 key on the keyboard: A help window will open as shown in
U

Figure 1.79.
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Figure 1.79: Word help pane (Offline)

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Activity 1.13: MS Word individual project

NOTE: Figure 1.79 shows that the Word Help is OFFLINE, meaning that
Imagine that you are a shop owner offering a range of products and services
you can get assistance direct from the computer itself. But when your
including stationeries, mobile money such as M-pesa, TigoPesa, Airtel money,
computer is connected to the Internet, following the previous steps,
T-pesa, Halopesa, Easy Pesa, and banking such as CRDB, NMB and NBC
Word pane will be displayed to allow you get help online.
agents. Write a 2-page MS Word report required by the trading office in your
area on quarterly basis by doing the following:
(i) Write two paragraphs briefing your business history and operations.
(ii) Using a roman numbered list, list all items sold in the shop.
(iii) Bold the items which are most preferred by customers.
(iv) Add a table showing sales records for three months.
(v) Add borders to your table.
(vi) Add a drop-cap style in the first paragraph.
(vii) Add page numbers, header and footer in the report.
(viii) Write a concluding paragraph of the report.
(ix) Save the file on the Desktop as Myshop.

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Exercise 1.3
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Review Questions
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A. Multiple choice questions

Choose the letter of the most correct answer and write it in the provided box
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1. The _____ defines the appearance and shape of letters, numbers, and special
E
N

characters.
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(a) font type

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(b) font size

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(c) insertion point

(d) paragraph formatting
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2. The scroll box on the vertical scroll bar indicates the _____.
(a) position of the insertion point from the top of the page
(b) distance of the insertion point from the left margin
(c) current relative location of a document portion displayed in the
window
(d) distance of the insertion point from the right margin

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3. _____ is the process of changing the way letters, numbers, punctuation

marks, and symbols appear on the screen and in print.
(a) printing document
(b) editing character
(c) formatting a document
(d) shading text
4. To save an existing document with a different file name, click _____.
(a) the Save button on the Standard toolbar
(b) Save on the File menu
(c) the Save As button on the Standard toolbar
(d) Save As on the File menu
5. To erase a character to the right of the insertion point, press the _____
key.
(a) cancel

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(b) backspace
(c) delete N
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(d) enter
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B: Filling in the blanks

Write a correct word or statement to complete each of the following
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sentences
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1. ………………………is one of the software used for word processing.

N

2. The spelling checker can find and flag some ………………………

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spelling errors.
N

3. A
 style of text that makes a letter or word darker and thicker to stand
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out in a document is called ………………….

R

4. .……………………………. text is very important as it identifies

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which text in a document you want to modify.

5. T
 he type of alignment for ensuring the text starts on the left margin
and ends exactly on the right margin is called ………………………

C: Short answer questions

Answer the following questions
1. Briefly explain the applications of word processing in your school and
community.

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2. Explain how the use of word processors has reduced the use of typewriters.
3. Explain the advantages of MS Word as a word processing application.
4. Describe in details the functions of the Vertical and Horizontal Scrollbars.
5. Baraka has finished typing the letter. Print Preview shows that it is more
than one-page long. State two ways in which the letter could be made to
fit on one page.

6. (a) A form two student is asked to write an essay about his/her school.
Unfortunately, the word “school” has been typed several times as “schol”
in the document. It is possible to change the misspelled word throughout
the document in one operation. Name the feature which would enable this
to be done.

(b) The first word in the following sentence has been typed as “their”
instead of “there”. “Their will be coffee served on entrance”. This has been
shown as an error on the document. Which feature of the word processing

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package detects this kind of error?
N
7. Explain two different types of section breaks and how they are used.
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8. How do page setup margins control the text flow in a document?
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9. Explain the difference between spelling errors and grammatical errors, as

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they appear in the Spelling and Grammar checker.

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10. Explain the difference between:

(a) Save and Save As
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(b) Copy and Paste

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(c) Copy and Cut

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11. Explain why you need to preview a document before printing.

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FO

12. What is the function of the following combination of keys?

(a) Ctrl + A
(b) Ctrl + Page Up
(c) Ctrl + Home
(d) Ctrl + B
(e) Ctrl + E
(f) Ctrl + Z

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(g) Ctrl + F
(h) Ctrl + V
(i) Ctrl + X
(j) Ctrl + SHIFT + HOME
13. Explain the use of the following features in MS Word:
(a) Find and Replace
(b) Undo and Redo
(c) Thesaurus
(d) AutoCorrect
14. Differentiate between selecting and highlighting a text.
15. List the steps you would follow to correct wrongly spelled words in a
document.
16. Explain the meaning of the following terms as used in word

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processing:
(a) Word wrap
(b) Italicising a text N
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(c) Page Break
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(d) Header
(e) Footer
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(f) Indenting
(g) Alignment
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N

(h) Bullets
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17. (a) What is document formatting?

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(b) List any five document formatting features.

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(c) Differentiate between ‘Superscript’ and ‘Subscript’ in a word

processor.
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(d) State one function of Drop Cap in a document.

18. (a) Explain the importance of page numbers in a document.
(b) Explain how you can give different page numbering styles to
different pages in a multi-page document.
(c) Give four uses of the Horizontal ruler in MS Word.

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Chapter Two

Spreadsheet

Introduction
In our daily lives, data can be applied for operations in businesses, schools,
hospitals, and even at home. These data are manipulated by using different
computer programs like spreadsheet to produce the required results. In this
chapter, you will learn about the concept and terminologies of spreadsheet,
starting and ending a spreadsheet program, entering and editing data in a
worksheet, formatting data in a worksheet, and manipulation of data in a
worksheet. You will also learn how to create charts, print a worksheet, and use
the help facility. The competencies developed in this chapter will enable you

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to process data in different contexts.

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Concept and terminologies of spreadsheet program
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Concept of spreadsheet
Spreadsheet is a file that is used to record and manipulate data in columns and
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rows. There are two types of spreadsheets, manual spreadsheet and electronic
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spreadsheet. A manual spreadsheet is a piece of paper created on a ledger paper,

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while an electronic spreadsheet is a computer application that displays series

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of columns and rows. Examples of spreadsheet are ledger books in accounting

N

and bookkeeping, as well as attendance registers in schools.

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There are different spreadsheet programs that exist in the market to date.
R

Example are MS Excel (Microsoft Office), Apache OpenOffice Calc (Apache

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OpenOffice), Apple iWork (iWork Suite), Quattro Pro (WordPerfect Office) and
Google sheets (Google Suite). In this chapter, you will use MS Excel 2016.

The working area of a spreadsheet contains grids of columns and rows that
form a worksheet. Columns are labelled with letters, while rows are labelled
with numbers. Usually, several worksheets form a workbook, which is kept
as a file. MS Excel 2016 worksheet possesses 16384 columns and 1048576

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rows. The intersection of a column and a row is called a cell. The cell name is
identified by coordinates starting with column letter followed by row number,
like B5 and D12. Activity 2.1 will help you to go to the last cell in the first
column (A1048576) and the last cell in the row (XFD1) as shown in Figure
2.1.

Figure 2.1: Spreadsheet last row and last column

Activity 2.1: Scrolling the worksheet to the last column or the last row
(i) Select cell A1,

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(ii) Press Ctrl + Down arrow key: cell A1048576 will be selected; the

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command takes the insertion point to the last cell in column A.
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(iii) Press Ctrl + Right arrow key: cell XFD1048576 will be selected;
The command takes the insertion point to the last cell in the last
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row.
(iv) Press Ctrl + Up arrow key: cell XFD1 will be selected; the
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command takes the insertion point to the last cell in the first row
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(XFD1).
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(v) Press Ctrl + Left arrow key: cell A1 will be selected; the command
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takes the insertion point to the first cell in the first row.
N
O

The following are some of the advantages of a spreadsheet program:

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(i) It provides features that can be used to automatically update a

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document when numerical figures in the cells are altered.

(ii) It always produce correct results, provided that correct formulae are
used.
(iii) It produces neat work in a variety of good quality formats.
(iv) It contains tools that provide additional support such as spell checking
and punctuations.
(v) It can easily convert data into other forms of visualisation such as
graphs and charts.

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(vi) It offers powerful features to organise, manipulate, manage, verify
and transfer data, such as uploading a file into a database system.
Uses of a spreadsheet program
Spreadsheet program is a tool that helps to manipulate data. It is widely applied
in industries and commerce to predict perfomance, compute tax, prepare payroll,
generate charts, and compute revenue in businesses. In schools, the spreadsheet
program can help in lessons preparation and performing administrative work
such as preparing school budget, calendar, attendance register, and analysing
examination results.

Activity 2.2: Exploring the uses of a spreadsheet

Using the internet and other learnging resources, study how spreadsheets are
used for:
(i) Statistical analysis
(ii) Accounting

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(iii) Scientific data analysis
(iv) Forecasting
(v) Performance analysis
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Spreadsheet terminologies
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Electronic spreadsheet is a computer application software that displays a series

of columns and rows, and is used to manipulate data, especially numerical data.
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Cell is the intersection of a column and a row forming a box into which a user
E

can enter data.

N
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Active cell is the selected cell.

N

Worksheet is the data file created in a spreadsheet program. It is the working area
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in a spreadsheet.
Workbook is a data file that contains one or more worksheets created together in a
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spreadsheet program.
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Features of electronic spreadsheets

All electronic spreadsheet programs have some common features, including the
following:
(i) Ability to perform automatic re-calculation of values when changes
of value occur in related cells.
(ii) Ability to allow a user to work on multiple worksheets simultaneously.

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(iii) A large working area which enables a user to continue working
without having to add new pages.
(iv) Availability of formatting and editing features which make the
worksheet look neat.
(v) Availability of different functions which simplify calculation tasks.
(vi) Availability of some features which are also available in other
applications such as Word Processor, PowerPoint and Database
Management System (DBMS).
(vii) Ability to utilise computer storage space, enabling a user to store
his/her work in a storage media for future access or use.

Exercise 2.1

1. What is the difference between a spreadsheet program and a word

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processor?
2. Explain the importance of using a spreadsheet program.
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3. What activities can be done using a spreadsheet program in the following
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areas: home, school, hospital, kiosk, and supermarket?
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Starting and ending a spreadsheet program

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Starting MS Excel
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There are various ways to start and close MS Excel program. These ways
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depend on the settings of your computer programs, operating system, and the
N

version of MS Excel program. You can use a computer with any operating
O

system, such as Windows 8 or Windows10. The steps shown in Activity 2.3

enable you to start MS Excel program using a computer with Windows 10 and
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MS Excel 2016.
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Activity 2.3: Starting MS Excel 2016 in Windows 10

Steps:
(i) Click the Start button (arrow number 1 in Figure 2.2(a)) on the task
bar for Windows 10: the Start menu will appear.
(ii) Scroll down and click on MS Excel 2016 (arrow 2 in Figure 2.2(a)):
different MS Excel templates will appear.
(iii) Choose the Blank document template: MS Excel 2016 window will
open.

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Figure 2.2 (a): Starting MS Excel from the start pop up menu

Alternatively, you can open MS Excel 2016 by typing the word excel in the
search box as shown by arrow number 1 in Figure 2.2 (b). Then, MS Excel
2016 will appear as shown by arrow number 2 in Figure 2.2(b).

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Figure 2.2 (b): Starting MS Excel by searching
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From the displayed program menu, click MS Excel 2016: MS Excel program
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will open a page with various templates, including Blank workbook. Other
templates include invoices, calendar, charts, budgets and business. Since you
U

are opening MS Excel for the first time, select the Blank workbook by clicking
E

it, as shown by arrow number 1 in Figure 2.2 (c).

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Figure 2.2(c): Blank workbook template

MS Excel window will open as shown in Figure 2.2 (d).

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Figure 2.2(d): Blank MS Excel window

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Closing MS Excel window
N
The steps in Activity 2.4 will help you to close the opened workbook.
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Activity 2.4: Closing Excel 2016 workbook
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(i) Click on File tab,

(ii) Click Close: the workbook will close but MS Excel program will
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still be active as shown in Figure 2.3.

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Figure 2.3: Closing MS Excel workbook

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Creating a workbook
When MS Excel program is started, a blank workbook is created. The default title
of the workbook is Book1. A workbook is a file that consists of worksheets.
Usually, the default name of the first worksheet in a workbook is Sheet1. A
user can insert additional worksheets as desired. The actual outlook is shown in
Figure 2.2(d).

Parts of a spreadsheet program

In order to easily use the spreadsheet, it is important to understand the parts of a
spreadsheet program window as shown in Figure 2.4.

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Figure 2.4: Parts of MS Excel 2016 window

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Table 2.1 describes some parts of spreadsheet program.

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Table 2.1: Descriptions of parts of a spreadsheet program

N
O

Part Description
Active cell The cell you are currently working on. A dark
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border outlining the cell identifies an active cell.

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Column headings The letters which appear along the top of a worksheet
window. Columns are listed alphabetically from A
to XFD with a total of 16384 columns in MS Excel
2016.
Formula bar The bar that displays the contents of an active cell. It
is located immediately below the Menu ribbon. As
you type or edit data in an active cell, the changes
appear in the formula bar.

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Part Description
Name box The box that displays the address of an active cell.
Row headings The numbers which appear along the left side
of a worksheet window. Rows are numbered
consecutively from 1 to 1048576.
Select all button A button that you click to select all contents of a
spreadsheet. It is located at the intersection of
column and row headings.
Sheet tabs Tabs which display the names of sheets. They are
located at the bottom of a workbook. To move
between worksheets, click the appropriate sheet tab.
Task pane The pane that provides access to frequently used
tasks. When you start MS Excel, the Getting
Started task pane appears. The Task pane disappears
once you open a workbook. There are several task

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specific panes available in MS Excel.
Tab scrolling buttons Series of buttons that you can click to move be-
N
tween worksheets in the workbook. They are locat-
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ed to the left of the sheet tabs.
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The MS Excel 2016 worksheet has a menu bar with several tabs which display
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ribbons that contain different commands. The following are description of different
menu tabs:
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Insert tab
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Insert tab displays a ribbon that contains commands to allow a user to insert Tables,
N

Illustrations, Add-ins, Charts, Sparklines, Filters, Links, Text, and Symbols, as

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shown in Figure 2.5.

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Figure 2.5: Insert ribbon

Page Layout tab

Page Layout tab provides a ribbon with tools for formatting a page. These tools
include Themes, Page Setup, Scale to Fit, Sheet Options, and Arrange as shown
in Figure 2.6.

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Figure 2.6: Page layout ribbon

Review tab
Review tab contains a ribbon with tools for Proofing, Language, Comments, and
Changes, as shown in Figure 2.7.

Figure 2.7: Review ribbon

Formula tab
Formula tab provides a ribbon with various formats of formula such as Function
Library, Defined Names, Formula Auditing, and Calculation, as shown in Figure

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2.8.

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Figure 2.8: Formula ribbon

Data tab
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Data tab contains a ribbon with tools such as Get External Data, Connections,
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Sort and Filter, Data Tools, Forecast, and Outline, as shown in Figure 2.9.
N
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Figure 2.9: Data ribbon

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Working area
The spreadsheet working area consists of grids of columns and rows. The point of
intersection between a column and a row is called a cell. A cell can be identified
using a cell name, which consists of column letter and row number. Technically, a
cell name is called a cell address. Examples of cell names are B4, D25, H67, etc.
Selecting cell, column and row
Use a mouse pointer to click cell B4, as illustrated in Figure 2.10. B4 appears on

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the name box as shown in Figure 2.10. This means the cell is selected. By clicking
on another cell, the name box will change.

Figure 2.10: Cell selection

NOTE: “B” refers to the column of the selected cell, and “4” refers to the row
of the selected cell.
Click on 7: row 7 is selected as shown in Figure 2.11.

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Figure 2.11: Row selection

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Click on C: Column C is selected as in Figure 2.12.

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Figure 2.12: Column selection

Adding or removing rows

When working on a spreadsheet, you may need to add or remove rows in the
worksheet.
Adding a row
The steps in Activity 2.5 will help you to add a row in a data table and in a
worksheet.

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Activity 2.5: Adding a row in a data table and in a worksheet

To add a row in a data table, follow these steps:
(i) Select the range of cells to which you want to insert a row,
(ii) Right click, then click Insert,
(iii) Select Shift cells down as shown in Figure 2.13,
(iv) Click OK.
To add a row in a worksheet, follow these steps:
(i) Select the number of rows you want to insert,
(ii) Right click, then Click Insert.

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Figure 2.13: Inserting a row in a data table

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Removing a row
The following steps will help you to remove a row in a worksheet:
N

(i) Select a row you want to remove,

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(ii) Right click, then click Delete.

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The following steps will help you to remove a row in a data table:
(i) Select the number of rows you want to remove,
(ii) Right click,
(iii) Click Delete,
(iv) Choose Delete option,
(v) Click OK.

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Ending a spreadsheet program
After working with a file, you may need to close it and do other activities. To
close the workbook or a file, click on the Close button which is at the
upper rightmost corner of the MS Excel window as shown in Figure 2.14.

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Figure 2.14: Ending spreadsheet program
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Entering and editing data
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Entering data in a worksheet

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Before performing any task using a worksheet, you need to have data that will be
manipulated to fit your requirement. A worksheet accepts different types of data
E

such as text, numbers, date, currency, fraction, accounts, scientific, time, formula,
N

and symbols.
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Entering numerical data

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There are different ways of entering data into a worksheet. You can enter data
either columnwise or rowwise as shown in Figure 2.15.
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FO

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Figure 2.15: Data organised in rows and columns

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Steps:
(i) Type the headings as shown in Figure 2.16,
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(ii) Enter the data and use the cursor or tab key to move to the next cell.
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Figure 2.16: Column headings

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Entering numbers with leading zeros

A leading zero is the one that precedes other digits, e.g., 0000805. MS Excel 2016
ignores leading zeros in worksheets. You can type a number that contains a leading
zero by performing the steps in Activity 2.6.

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Activity 2.6: Entering numbers with leading zeros

Steps:
(i) Select the cells into which you want to enter numbers containing
leading zeros e.g., 00055,
(ii) Right click the selected cells: a drop-down menu will appear.
(iii) Click on Format cells to open the format cell window,
(iv) Click Number tab,
(v) Select Text category, as illustrated in Figure 2.17,
(vi) Click OK.
(vii) Type the numbers with leading zeros in the cells as in Figure 2.18.
The numbers are stored like text.

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Figure 2.17: Formatting a cell to accept textual data

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Figure 2.18: Typing numbers with leading zeros

Alternatively, you can type a number with a leading zero in MS Excel 2016 by

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typing the apostrophe sign (’) in a cell prior to typing the number: the numbers
will be changed to text.
Text overlapping
N
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(i) Type UNITED REPUBLIC OF TANZANIA in cell B5: the text extends
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to other cells as shown in Figure 2.19.

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Figure 2.19: Text overlapping

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(ii) Position the cursor in the border, between columns B and C: the mouse
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pointer changes to a double-pointer arrow as shown in Figure 2.20.

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Double-pointer arrow

Figure 2.20: Column resizing

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(iii) H
 old and drag mouse pointer to the right to alter the width of column B. As
the pointer moves, the width measurement of the cell is extended to fit the
text as shown in Figure 2.21.

Figure 2.21: Resized column

Activity 2.7: Entering data in the worksheet

Steps:

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(i) Create the sheet using MS Excel 2016,
(ii) Enter the data as in Figure 2.22,
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(iii) Adjust the cell width for “COMPUTER SCIENCE” to fit the text,
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(iv) Save the file as Examination results.
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Figure 2.22: Data in a worksheet

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Data validation
MS Excel 2016 allows you to define the range of data to be entered into a cell. It
also allows you to prevent entry of invalid data into a cell.  In addition, you can
create messages that will tell users about the type of data that should be entered
into a specific cell by providing instructions for correct input. You can restrict
the range of numbers permitted in a cell. For example, if you have a column
for students’ marks, you can restrict it to the range of numbers from 0 to 100 to
prevent entry of out of range data.

Activity 2.8: Applying data validation

Apply the validation criteria to restrict marks of student in the range of 0 to
100.
Steps:
(i) Select cells B4:B8,
(ii) On the Data tab, click Data Validation as shown in Figure 2.23.
(iii) From the drop-down menu, choose Data validation.

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Figure 2.23: Data validation options

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(iv) If there are blank cells in the column, remove the check mark from
“ignore blank”. Otherwise, unintended numbers will be allowed.
(v) In the Data Validation box, choose Whole number to allow the function
to check the value being entered.
(vi) On the Data option, choose between as shown in Figure 2.24.
(vii) Enter 0 on the Minimum text box and 100 on the Maximum text box,
then press OK.

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Figure 2.24: Data validation options

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(viii) To insert an error message, click on Error Alert; on Style option choose
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“Stop”. On the Title text box, write “Out of Range”, and on the error
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message text box, write an alert message, then click OK as shown in
figure 2.25.
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Figure 2.25: Error alert options

(ix) Test some marks entries, e.g., 76, 85, 100, and 102.

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NOTE: Since the range is restricted to 0 to 100, entering 102 will display an
error message as shown in Figure 2.26.

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Figure 2.26: Error alert message

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Exercise 2.2
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Saving a workbook
If you want to save a workbook for the first time, use Save As command. Use the
following steps to Save the workbook:
(i) Click the File tab, as in Figure 2.27: this will display the backstage
menu as shown in Figure 2.28.

Figure 2.27: File tab

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Figure 2.28: MS Excel File menu

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(ii) Click Save As or Save,
(iii) Select Browse as shown in Figure 2.29: Save As dialogue box will
appear as in Figure 2.30.

Figure 2.29: Save As and browse option

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N
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N
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Figure 2.30: File name and saving options

(iv) Type the file name you want in a File name text box as shown in
Figure 2.30,
(v) Click Save.

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Opening an existing workbook
After saving a workbook, you may need to open it again. There are two ways you
can access a workbook. If the workbook is recent and you want to open it, click
on File tab: you will see it in the list of workbooks. Double click the workbook
to open it. Nevertheless, if the file is not in the recent list, follow this procedure:
(i) Click on File tab,
(ii) Click Open in the backstage menu,
(iii) Click Browse,
(iv) Click on the folder containg the file,
(v) In the dialog box, write the name of the file,
(vi) Click Open in the dialog box as shown in Figure 2.31,
(vii) Select the worksheet you want to work on.

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N
O
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N
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N

Figure 2.31: Opening an existing workbook

O

Editing data in a worksheet

R

The worksheet and its content can be edited; you can change the label, date, formula
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or function. A label refers to a text written in a worksheet. To edit the label, you
simply select the cell containing the label and make the changes you want. This can
also be done for date, formula, and function. Mostly, these actions take place in a
formula bar. A worksheet also allows you to apply editing commands for deleting,
copying, moving, and pasting, as well as adding new sheets to a workbook file or
deleting worksheets you no longer need. You should select the desired cells before
the editing procedure takes place.

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Making selection in a worksheet
Before any editing, selection is vital. In a worksheet, several selection actions are
done depending on the activity you want to perform. You can select a cell, a row,
a column, and even a range of cells.
Selecting a cell
The cell reference at which the data is to be edited must be active. To select a cell,
put a cursor on a cell and click it.
Selecting a column
To select a column, put a cursor on top of the column to be selected, and click.
Selecting a row
To select a row, put a cursor on a row number, and click.
Selecting a range of cells
To select a range of cells, click and move your cursor to cover the cells of interest
and then release your mouse.

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Deleting data in a worksheet
N
Working with data in a workbook may result into unwanted data or worksheets.
O
To remove them, use the delete command.
SE

Deleting data in cells or worksheet

(i) Select the cell or the data you want to delete,
U

(ii) Press Delete button on a keyboard.

E

Deleting a worksheet
N

To delete a worksheet:
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(i) Right click on the name of the worksheet you want to delete,
N

(ii) Click Delete on the menu as shown in Figure 2.32.

O
R
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Figure 2.32: Deleting a worksheet

Deleting and inserting a row or a column

If you want to delete a column or a row, select it, right click, then click Delete.

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To insert a column or a row, select where you want to insert it then right click and
choose Insert.
Copying and pasting data N
O
The procedure for duplicating data in a worksheet involves actions called copy and
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paste. Copy transfers the data and Paste inserts the data to the new destination.
The actions follow these steps:
U

(i) Select the data in the cells you want to copy,

E

(ii) From the Home ribbon, click the Copy command,

N

(iii) Select a new cell where you want to insert your data,
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(iv) Click Paste.

N

Cutting and pasting data

O

Sometimes, you may want to shift the data to another destination. Cut removes
R

the data you want to move and Paste inserts the data to a new destination. The
FO

actions follow these steps:

(i) Select the data you want to move,
(ii) On the Home ribbon, Click Cut,
(iii) Move the cursor to a cell into which you want to insert the data,
(iv) Click Paste.

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Paste special command
Data in a worksheet can be formulas, values, comments, or validation. When
copying the data that has been generated by a formula, the worksheet provides
an option to either transfer only the data value, a formula, or both data value and
formula. Paste special command offers these actions and beyond. The following
steps may be applied to perform paste special:
(i) Select the range of cells which contain the data you want to move,
(ii) Right click on the selected range,
(iii) Click Copy,
(iv) Select the destination cell,
(v) Right click,
(vi) Choose Paste special: the menu shown in Figure 2.33 will appear,
(vii) Choose the appropriate option in the menu. For example, if you choose
values, only the data Values will be transferred without other properties
like a formula.

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N
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Figure 2.33: Paste special menu

Replacing data
Editing also enables you to change the contents of a cell: this involves editing a
number or a text. In this case, you can change or remove a single character, or
remove the whole text, or remove a character between, before, or at the end of
other characters. To perform these actions, do the following:

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(i) Select the cell containing the data you want to edit,
(ii) Go to Formula bar,
(iii) Insert the cursor where you want to introduce changes,
(iv) Do the editing accordingly.
Or

Double click the cell and rewrite the data.

Or
(i) Select the cell and press function F2,
(ii) Do the editing accordingly.

Adding new sheets

When a workbook is opened for the first time, by default it shows one sheet. To
add a new sheet, click an icon for adding a new sheet as in Figure 2.34.

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Figure 2.34: Adding new sheet

O
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Renaming the worksheet

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Steps:
(i) Right click on the tab of the worksheet you want to rename.
(ii) Click Rename in the menu list to highlight the current working sheet
similar to Figure 2.35,
(iii) Type a new name for the worksheet,
(iv) Press the Enter key to rename the worksheet.

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Figure 2.35: Renaming worksheet

Exercise 2.3

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1. Create a worksheet using MS Excel and enter data as shown in the
following table: N
O
LIST OF GOVERNMENT CONTRACT EMPLOYEES BY JAN. 2021
SE

No Full name Sex Date of birth Region Employer Position Monthly

salary
(Tshs.)
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01 Kode Kiruna M 05-Dec-1980 Kigoma TIE Coordinator 410,200

02 Bettina Kondo F 06-Jul-1985 Mtwala NACTE Tutor 521,300
E

03 Nilote Pesambili M 08-Jan-1987 Dodoma TEA Accountant 431,900

N

04 Kole Kivumbi F 07-Jul-1988 Katavi UDSM Engineer 6,211,200

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05 Shamela Lubirge F 18-Sep-1989 Kagera NECTA Lawyer 721,900

N

06 Patano Vuvuzela M 28-Dec-1991 Mwanza IAE Teacher 431,300

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07 Tausi Silinelo F 17-Oct-1996 Kusini SUZA Lecturer 651,500

Unguja
R

08 Awadhi Jendasi M 17-Jun-2000 Tanga OUT Lecturer 211,700

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09 Omi Ndomile F 12-Sep-1999 Arusha NM-IST Nurse 821,900

2. Save the file as “EMPLOYEES ON CONTRACT JAN 2021” .

3. Close the file.
4. Open the file “EMPLOYEES ON CONTRACT JAN 2021”.
5. Delete the row of an employee from Kagera Region.
6. Save a new file as “EMPLOYEES ON CONTRACT FEB. 2021”.

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7. Validate the monthly salary column so that it only accepts values from
Tshs. 300,000 and Tshs 700,000.
8. Change the salary of Nurse to Tshs. 900,000.

Formatting data in a worksheet

To format is to change the appearance of data in a cell. MS Excel formatting
options enable you to change the layout and appearance of the cells in a worksheet.
There are several formatting features in MS Excel program such as data wrap,
cells merge, changing position of contents, and adding cell borders.

Using formatting features

Formatting can change the style, size, colour, alignment, border style, and cell
patterns.

Changing font style and font size

A font determines the appearance of the text in a document. Examples of font

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types are Arial, Arial black, Times new Roman, etc. In MS Excel 2016, the
N
default font type and size are Calibri and 11 respectively. To change the font
O
size, do the following:
(i) Open a file,
SE

(ii) Select the cells you want to format,

(iii) Click Home tab,
U

(iv) Click the down arrow on a command for font size options, as
E

shown in Figure 2.36,

N

(v) Choose the font size, and observe the changes in your cells.
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N
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N
Figure 2.36: Changing font size
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Changing font colour and fill colour
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MS Excel 2016 allows you to change the colour of the content in the cells or the
background colour of cells.
U

Changing font colour

E

(i) Select the cell that you want to format,

N

(ii) Click on the Home tab,

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(iii) In the Font group, click the Font Colour button to apply the most
N

recently used colour, or

O

(iv) Click the Font Colour arrow and select a different colour from the colour
R

palette as shown in Figure 2.37 (a).

FO

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Figure 2.37 (a): Changing font colour

Fill colour
(i) Select the cell that you want to format,

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(ii) On the Home tab, click the Fill Colour button in the Font group
to apply the most recently used colour, or
N
O
(iii) Click the Fill Colour arrow and select a different colour from the co-
lour palette as shown in Figure 2.37(b).
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NOTE: To remove the fill colour from a selected cell, click the Fill Colour
arrow, and then, on the palette, click No Fill.
U
E
N
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Figure 2.37(b): Applying fill colour

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Applying formatting attributes
Applying formatting attributes such as bold, italic, or underline calls attention
to particular parts of your text. These attributes can easily be accessed from the
ribbon of Home tab.
Bolding or italicizing data
(i) Select the cell that you want to format.
(ii) On the Home ribbon, in the Font group, click the Bold button or
Italic button .
Underlining data
(i) Select the cell that you want to format,
(ii) On the Home ribbon, in the Font group, do one of the following,
• To apply a single underline, click the Underline button as shown
in Figure 2.38(a).
• To apply a double underline, click the Underline down arrow, and
choose Double Underline on the menu as shown in Figure 2.38(b).

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(a) (b)
N

Figure 2.38: Formatting attributes

O

Adding cell borders

R

As stated previously, spreadsheet programs are made of grids of columns and

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rows. If you present the data in a tabular form, these grids will not appear in the
printout. In order to ensure they appear and make the cells visible in the printout,
borders should be added.
Adding cell borders
Steps:
(i) Select the cell to which you want to add borders,
(ii) On the Home ribbon, click the Borders button in the Font group to
apply the most recently used border, or

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(i) Click the borders arrow as indicated by arrow number 1 in Figure 2.39,
(ii) Select a border type from the menu, in this case All Borders as indicated
by arrow number 2 in Figure 2.39.

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N
O
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U
E

Figure 2.39: Adding cell borders

N

NOTE: All borders can be removed from a selected cell by clicking the Borders
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arrow, and then clicking No Border on the menu.

N
O

Changing cell orientation

The alignment of cell contents can be changed by indentation, orientation, wrap
R

within a cell, and merge cells. The Alignment group on the ribbon of Home tab
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contains the most commonly used commands for positioning cell contents as
shown in Figure 2.40.

Figure 2.40: Commands for alignment of cell contents

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Also, the position of cell contents can be changed by using the Alignment tab of
the Format Cells dialog box, which is opened by clicking the dialog box launcher
in the Alignment group. Figure 2.41 shows Format Cells window with
option tabs for number, alignment, font, border, fill, and protection. Click on
Alignment tab for text alignment in a cell.

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Figure 2.41: Format Cells window

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By default, MS Excel 2016 aligns numbers to the right and text to the left. The
Alignment group on the Home ribbon includes six alignment buttons (see Figure
N

2.42) that can be used to change the horizontal and vertical alignment of cell
O

contents.
R

(i) The Align Left button aligns the cell contents to the left edge of the cell.
FO

(ii) The Centre button centres the cell contents horizontally within the cell.
(iii) The Align Right button aligns the cell contents to the right edge of the
cell.
(iv) The Top Align button aligns the cell contents to the top edge of the cell.
(v) The Middle Align button centres the cell contents vertically within the
cell.
(vi) The Bottom Align button aligns the cell contents to the bottom edge of
the cell.

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Figure 2.42: Data alignment attributes

Aligning data in a cell

(i) Select the cell that contains the data you want to align,
(ii) On the Home ribbon, click the desired alignment from the Alignment
group.

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Rotating data
N
Data in a cell can be rotated in different directions including clockwise,
O
anticlockwise, diagonally, or vertically within a cell. This is often used to label
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narrow columns or to add visual impact to a worksheet. To rotate data:

(i) Select the cell that contains the data you want to rotate,
U

(ii) On the Home ribbon, in the Alignment group, click the Orientation
E

button and click the desired option from the menu (see Figure
N

2.43). The row height automatically adjusts to fit the rotated data (see
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Figure 2.44).
N
O
R
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Figure 2.43: Orientation menu Figure 2.44: Rotated data

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Wrapping a text
When working with MS Excel 2016, you may enter data that does not fit in a
cell, making them to display by overlapping the cell boundaries. To ensure data
fits in the cell without altering the width of the cell, the wrap feature is used.
Wrapping displays data on multiple lines within a cell. The number of wrapped
lines depends on the width of the column and the length of the data. To wrap data,
do the following:
(i) Select the cell that contains the data you want to wrap,
(ii) On the Home ribbon, click the Wrap Text button in the
Alignment group,
(iii) The row height automatically adjusts to fit the wrapped data (see Figure
2.45).

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N
O
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Figure 2.45: Unwrapped and wrapped cell content

NOTE: You can restore the data to its original format by selecting wraped text,
U

and then clicking the Wrap Text button again.

E
N

Merging cells
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When working with MS Excel 2016, sometimes, labels that span across a number
of columns or rows are needed. Merging combines two or more adjacent cells
N

into one new larger cell. Merging cells helps to create labels that span several
O

columns or rows.
R

NOTE: If the cells you intend to merge have data in more than one cell,
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only the data in the upper-left cell remains after you have merged
the cells.
To merge cells:
(i) Select the cells that you want to merge.
(ii) On the Home ribbon, click the Merge & Centre command in the
Alignment group to merge the selected cells into one cell and centre
the data, or click the Merge & Centre arrow and select one of the
options as shown in Figure 2.46.

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Figure 2.46: Merge and centre menu

NOTE: Merge Across merges each row of the selected cells into a larger cell,
while Merge Cells merges the selected cells into one cell. Also, you
can split a merged cell by clicking the Merge & Centre arrow, and then
clicking Unmerge Cells on the menu.

Formatting numbers
You can apply number formats to cells containing numbers, to reflect the type of

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data they represent. For example, you can display a numeric value as a percentage,
currency, date, time, etc. The Number group on the Home ribbon contains
N
the commonly used commands for formatting numbers. You can also format
O
numbers using the Number tab of the Format Cells dialog box, which is opened
by clicking the dialog box launcher in the Number group as shown in Figure 2.47.
SE
U

Number group launcher

E
N
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Figure 2.47: Number group launcher

N

To format numbers:
O

(i) Select the cell that you want to format,

R

(ii) In the Number group on the Home ribbon, do one of the following:
FO

 Click the drop-down arrow on Number group (see Figure 2.48).

 Click the Accounting format button to display the number with a

dollar sign, comma separators, and two decimal places.

 Click the Percentage button to convert the number to a percentage

and display it with a percent sign and no decimal places.

 Click the Comma Style button to display the number with comma
separators and two decimal places.

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Figure 2.48: Number format

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NOTE: Additional number formats can be accessed by clicking the Number
N
format arrow and selecting the desired option from the menu. Also,
O
different currency symbols can be accessed by clicking the Accounting
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Number format arrow and selecting the desired symbol from the menu.
Changing numbers to decimal places
U

(i) Select the cell you want to format,

E

(ii) On the Home ribbon, do one of the following:

N

 Click the Increase decimal button to increase the number of

LI

decimal places.
N

 Click the Decrease decimal button to decrease the number of

O

decimal places.
R

Copying cell format

FO

The format of a specific cell can be applied to other cells in the worksheet. The
use of other cells’ format on another cell saves time and effort when multiple
formats need to be applied on additional cells. To copy cell formatting, follow
these steps:
(i) Select the cell that has the format you want to copy,
(ii) On the Home ribbon, in the Clipboard group, click the Format Painter
button : the mouse pointer changes to a plus sign with a paintbrush
,

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(iii) Select the cell on which you want to apply the copied format.
NOTE: If you want to apply the copied format on more than one area, double
click the Format painter button instead of a single click. This keeps the
Format painter active until you press the Esc key.

Exercise 2.4
1. Open the previous created file called EMPLOYEES ON
CONTRACT FEB 2021.
2. Merge the cells of the title.
3. Wrap up the title cells for date of birth and monthly salary.
4. Change the text direction to 450 for the cells titled Sex, Employer,
and Position.

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Data manipulation N
O
Mathematical operators
SE

Mathematical operators are symbols or signs that are used to represent arithmetic
operations in MS Excel. Operators specify the type of manipulation that you
U

want to perform on the elements of a formula.

E

Common mathematical operators

N

The common mathematical operators are shown in Table 2.2.

LI

Table 2.2: Common mathematical operators

N
O

Operator name Symbol Function

Parentheses () Group computation instructions
R

Caret ^ Exponent
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Asterisk * Multiplication
Forward slash / Division
Plus sign + Addition
Minus sign - Subtraction
Ampersand & Combine/join data values
Colon : Cells separation

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Order of operations
MS Excel 2016 enables you to create formulas that contain multiple mathematical
operators. These mathematical operators are evaluated in a specific order. When
you use a combination of operators, the order of evaluation can affect the result
of the formula. MS Excel 2016 evaluates mathematical operators in the following
order:
(i) Computations enclosed in parentheses, wherever they appear in the
formula.
(ii) Computations involving exponents.
(iii) Computations involving multiplication and division. Because they are
equal with regard to the order in which MS Excel performs them, the
operations are evaluated in the order in which MS Excel encounters
them, which is from the left to the right.
(iv) Computations involving addition and subtraction are performed in the
order they are encountered. Figure 2.49 shows the summary of the

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order of operation in a mathematical computation.

N
O
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U
E
N
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N
O
R
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Figure 2.49: Mathematical computation precedence

Comparison operators
In addition to mathematical operators, logical operators are used in MS Excel
to perform calculations which need comparisons. Two values can be compared
using the operators listed in Table 2.3. When two values are compared by using

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these operators, the result is a logical value, which is either TRUE or FALSE.

Table 2.3: Mathematical comparison operators

Comparison operator Meaning Example
= Equal to A1=B1
> Greater than A1>B1
< Less than A1<B1
>= Greater than or equal to A1>=B1
<= Less than or equal to A1<=B1
<> Not equal to A1<>B1
Formulas and functions
Formulas
One of the most powerful features in MS Excel is the ability to manipulate
numerical data using formulas. An MS Excel formula is an expression for
performing mathematical calculations on data worksheets. Among other things,

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MS Excel can help you add, subtract, multiply, and divide numerical data. A
formula in MS Excel performs numeric calculations such as addition, subtraction,
N
multiplication, and division. It comprises an expression to the right of an equal
O
sign. The expression in a formula can have a combination of variables, constants,
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and operators.

Elements of MS Excel formula

U

All formulas in MS Excel begin with an equal sign and contain various components
E

such as arguments and operators. The result of MS Excel formula is stored in a

N

cell where the formula is entered. When the data of the arguments in MS Excel
LI

formula changes, the formula automatically recalculates the result. MS Excel

N

formula can contain one or more elements, described in Table 2.4.

O

Table 2.4: Elements of MS Excel formula

R

Formula Element Description

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References Addresses of cells or ranges of cells on a worksheet that

refer to the location of the values or data upon which you
need to apply a formula
Operators Symbols that specify the kind of calculation you need to
perform on the components of a formula

Constants Numbers or text that do not change in a formula

Functions Predefined formulas in MS Excel

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There are three ways you can use the MS Excel program for calculation:
(a) Use numerical data and arithmetic operations;
(b) Create a formula using cell address; and
(c) Apply built-in formulas or functions.

Using numerical data and arithmetic operations

MS Excel program can perform calculations like a normal calculator. For example,
if you want to perform arithmetic “2 +3 =5”, the expression in a worksheet will
appear as = 2+3 typed in a cell. The cell will display number 5, while the formula
bar will maintain the expression =2+3. This is also applicable to other arithmetic
operations like subtraction, multiplication, and division.
Steps for writing a simple mathematical expression are as follows:
(i) Click on a cell into which you want to write a fomula,
(ii) Type the equal sign,
(iii) Type the expression,
(iv) Press the Enter key.

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Activity 2.9: Performing arithmetic operations on numerical data
N
Perform the following arithmetic operations using MS Excel:
O
= 65 + 35
SE

= 99 – 33
= 64/8
U

= 12*8
E

Using cell address to create a formula

N

You can create a formula using a cell name followed by an arithmetic operator
LI

and then a second cell name. For example, A1 + B1 will add the numbers in the
N

cells A1 and B1 as shown in Figure 2.50.

O
R
FO

Figure 2.50: Creating a formula using cell reference

The complete expressions in Figure 2.50 are:
(a) C1 = A1 + B1
(b) C2 = A2 - B2
(c) C3 = A3 / B3
(d) C4 = A4 * B4

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One advantage of using cell address to create a formula is the ability to provide
reference to the given formula in another column or row. This is possible when the
expression is of similar operations and this feature is known as cell referencing.

Cell references
Cell referencing is the imitation of a formula relative to other cells of similar
expression. Most of the calculations done in MS Excel by applying formulas and
functions use cell addresses such as A1, D12, and E20. There are three types of
cell references namely relative, absolute and mixed cell references.

Relative references
Relative references is when you copy a formula across multiple cells, and then
the cells change based on the relative position of columns and rows. For example,
if you copy the formula =A2+B2 from row 2 to row 3, the formula will become
=A3+B3 (see Figure 2.51).

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N
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E
N
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N
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Figure 2.51: Relative references

Absolute references
R

An absolute cell reference always points to the same place, even if the position
FO

of a cell is changed. For example, if you have cell D2 with a formula that adds
the content of cell B2 and cell E2 (which is absolutely referenced as $E$2), the
resulting formula is =(B2+$E$2) as shown in Figure 2.52(a). When the formula
is copied to another cell like cell D5, the referencing of cell E2 will not change,
while that of B2 will change to B5 i.e =B5+$E$2, as shown in Figure 2.52(b).
This shows that, regardless of the change in position of the formula, the cell
which is absolutely referenced will not change.
NOTE: In the absolute cell reference, a dollar sign ($) is added before a letter and

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before a number to fix the reference. For example, $A$5 and $D$20 are
absolute cell references.

Figure 2.52(a): Absolute references before dragging a formula

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Figure 2.52(b): Absolute references after dragging a formula

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Mixed cell references

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Mixed cell reference occurs when a dollar sign is typed in front of either the
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letter or the number of the cell references, e.g., $A5 and B$3. When a formula
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containing the mixed cell reference $A5 is copied to a new location, it will always
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refer to Column A, but the row number will change to the row number of a new
location. When a formula that contains the mixed cell reference B$3 is copied to
a new location, it will always refer to row 3, but the column letter will change to
the column letter of a new location as shown in Figure 2.53.

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Figure 2.53: Mixed referencing

Steps for creating a formula using cell address
(i) Select a cell into which you want to place the formula,
(ii) To begin the formula, you must start by typing an equal sign (=),
(iii) Enter a number or cell reference, or select a cell, e.g., A4.
(iv) Enter the operator, e.g., +.

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(v) Enter another number or cell reference, e.g., B4.
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(vi) If necessary, enter arguments and operators to complete the formula,
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(vii) Press Enter to apply the formula and populate the cell with the calculated
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value. Examples of formulas are, =2+4, =A4+D5, =G10-E20, etc.

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Exercise 2.5
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1. The formula = $B2 + B$3 is entered in cell B5 and then copied to cell
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D10. Write down the formula as it appears in the destination cell.

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2. The formula =A2 + B3 is entered in cell C3 and then copied to cell C5.
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Write down the formular as it will appear in the destination cell.

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3. The formula = $C5 + D5 is entered in cell E5 and then copied to cell E8.
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Write down the formula as it appears in the destination cell.

4. The formula =D$6+E6 is entered in cell F6 and then copied to cell F10.
Write down the formula as it appears in the destination cell.

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Applying built-in formulas or functions
A function is a predefined formula that helps you perform common mathematical
computations. Functions save users from writing lengthy formulas. A spreadsheet
provides a wide range of built-in functions that can be included in your formulas
to save you from specifying lengthy steps of detailed calculations. Each function
is referred to by a specific name, which acts as a quick reference for the underlying
calculation. Because a function is used as a formula, you will still need to start
it with an equal sign to show that a calculation is required. The commonly used
functions include:
 SUM( ): to calculate the total of a set of numbers in different cells
or in a range of cells.
 AVERAGE( ): to calculate the average of a set of numbers in different
cells or in a range of cells.
 MAX( ): to calculate the maximum value for a set of numbers in
different cells or in a range of cells.
 MIN( ): to calculate the minimum value for a set of numbers in

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different cells or in a range of cells.
 ROUND( ): to round a value to a specified number of decimal places.
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 IF( ): to compute results based on one or more conditions.
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 RANK( ): to rank a set of values.
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A function makes use of values or cell references just like a simple formula
does. The numbers or cell references that are involved in a calculation are placed
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in brackets after the name of the function. Each function has specific rules,
called syntax, which must be strictly followed for the function to work correctly.
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Syntax order
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(i) All functions begin with the equal sign (=).

(ii) After the equal sign, specify the function name (e.g., sum).
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(iii) Enclose in parentheses one or more arguments like numbers, text, or

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cell references. If there is more than one argument, separate them by a

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comma.
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An example of a function with one argument that adds numbers in a range of

cells, A5 through C5, is shown in Figure 2.54(a):

Figure 2.54(a): Function that adds up numbers

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An example of a function with more than one argument that calculates the average
of numbers in a range of cells, A6 through A9, and C6 through C9, is shown in
Figure 2.54(b):

Figure 2.54(b): Function to find average\

Literally, MS Excel has hundreds of different functions to assist the manipulation

of data. Building formulas can be difficult and time consuming. MS Excel’s
functions can save you a lot of time. A function like IF function takes an expression
= IF(logical test, [Value_if_True], [Value_if_False]) to help you compute the
logical test. The IF function can be nested by having an IF statement inside
another IF statement. For example, given a set of student marks, the IF function

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can be nested to display the grade, position and remarks. Another useful function
is RANK, which returns the position of a numerical value when compared to
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other numerical values. The syntax for RANK function is =RANK(number, ref,
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[order]). For example, Figure 2.55 shows how to compute the rank of numbers
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from D1 to D6.
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Figure 2.55: Computing rank

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Categories of functions
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All functions can be categorised in different groups as shown in Table 2.5.

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Table 2.5: Types of functions
No Type Function Example
1 Mathematical SUM() A4, B4, and C4 contain 10,20,15
functions respectively, =SUM(A4:C4) returns 45
ROUND() =ROUND(49.769,0) returns 50
PRODUCT() =PRODUCT(40,3,3) returns 360
ABS() ABS(-8) returns 8 and ABS(8) returns 8
2 Statistical AVERAGE() A3, B3, and C3 contains 20, 30, 40
functions respectively, =AVERAGE(A3:C3) returns
30
COUNT() A3, B3, and C3 contains 20, 30, 40
respectively, = COUNT(A3:C3) returns 3
MAX() A3, B3, C3 and D3 contains 20, 10, 80 and 90
respectively, =MAX(A3:D3) returns 90
MIN() A3, B3, C3 and D3 contains 20, 10, 80 and 90
respectivelay, =MIN(A3:D3) returns 10

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RANK() A3, B3, C3 and D3 contains 20, 10, 80 and
90 respectively, =RANK(A3, $A$3:$D$3, 1)
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returns the position of A3 which is 2 because
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the list was sorted in ascending order
3 Logical IF() Suppose the pass score is above 70.
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functions =IF(A1>70, “Pass”, “Fail’) returns “Pass”

if A1 data is greater than 70, otherwise, it
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returns “Fail”
AND() Returns true if all arguments are true, else
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returns false if any argument is false. Example

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=AND(5+1=6, 4<5) returns true

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OR() Returns true if any of its arguments is true,

and false if all arguments are false
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NOT() Negates the unary operand,

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=NOT(3+2=5) returns false

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COUNTIF() A3, B3, C3, and D3 contains 20, 10, 80, and
90 respectively, =COUNTIF(A3:D3, “>60”)
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returns 2
SUMIF() =SUMIF(A3:A10, “>=100”) returns the val-
ue if and only if the value is greater than or
equal to 100

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No Type Function Example

4 Date and time TODAY() Returns today’s date. For example, if today
functions is 25th Feb, 2021, then =TODAY() returns
25/02/2021
NOW() Returns the current date and time. For
example, if today is 25th Feb, 2021, and the
time is 11:30PM, then = NOW() returns
25/02/2021 23:30
DATE() =DATE(Year, Month, Days) converts a
specified year, month and day. For example,
=DATE(2021, 11, 2) returns 02/11/2021
Steps for using a built-in function
(i) Click on the cell in which you want to use the function,
(ii) On the Fomula ribbon, click Insert Function,
(iii) Select a function AVERAGE as shown in Figure 2.56,

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(iv) Click OK,
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Type numbers or range of cells in Number 1 and Number 2,
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(vi) Click OK.
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Figure 2.56: Computing average

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Exercise
Exercise 2.6
1. The school management has decided to shift from manual computation
of examination results. You have been asked to assist the school to
manipulate students’ marks to provide a report. Open a new workbook
and design the following table:
MTAMBO SECONDARY SCHOOL
S U M M A R Y
SUBJECTS
RESULTS
NAME TERM I TERM II

TERM I&II

REMARKS
TERM II
TERM I
CHEM

TOTAL
CHEM

MATH

TOTAL
MATH

TOTAL
KISW

KISW

BIOS
BIOS

ENG
ENG

ICS
ICS

TEWE 88 80 95 90 85 80 80 80 90 90 75 80
KODE 90 90 98 90 85 85 75 90 95 96 100 80
BAGO 95 85 98 85 80 75 75 80 100 80 88 80
KOLO 100 88 75 80 90 95 96 90 75 80 93 90
GABO 75 90 92 90 95 90 80 85 90 94 96 95

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MIN
MAX

(a) Find the total marks obtained by each student in term I and termN
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II.
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(b) Find the average marks obtained by each student in term I and
term II.
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(c) Find the minimum and maximum marks for every subject and
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summary results.
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(d) If the average marks obtained in term I and II is more than 90, the
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remarks should be “Distinction”; otherwise, the remarks should

be “Excellent”.
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2. Create the following table using MS Excel.
TANZANIA INSTITUTE OF EDUCATION
JANUARY 2021 SALARY PAYMENT FOR VOROUNTIER WORKERS

TAKEHOME
HOUSE PERCENTAGE

REMRKS
NA NAME HOURS WORKED PAYMENT PER HOUR

BONUS
GROSS ALLOWANCE TAKEHOME

TAX
PAYMENT
1 KODE KILASI 156 500
2 KOLE KABEZI 157 500
3 NICE JOEL 145 500
4 AISHA MKUDE 157 500
5 LIZAFI FORGEN 147 500
6 MDUGILE PANZA 160 500

MINIMUM TOTAL
MAXIMUM

AVERAGE

BONUS FACTOR 0.3 TAX FACTOR 0.09

(a) From the table, calculate gross payment, tax, house allowance, take

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home, total take home, and percentage take home, given that:
(i) Gross Payment = Hours worked * Payment per hour
(ii) Bonus = Bonus factor*Gross payment N
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(iii) Tax = Tax factor* Gross payment
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(iv) House allowance = 3/5*Bonus

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(v) Take home = Gross payment + Bonus – Tax + House allowance

(vi) Percentage take home =Take home/ Gross payment *100 [give
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answer in 2 decimal places]

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(b) Find average and minimum values of Gross payment.

(c) Find the maximum value of house allowance.
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(d) Format take home in Tsh. i.e., “Tsh” #,###.00.

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(e) If average hours are greater than 148, then remarks is “KEEP IT UP”;
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otherwise, the remarks is “BE CAREFUL”.

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(f) Correct the word vorountier to volunteer.

(g) Edit the word “TAKEHOME” to be two separate words i.e., “TAKE
HOME”.
(h) Save your work by file name “Salaries”.
3. Function and formula are different in some contexts and similar in others:
(a) Write down three differences between a formula and a function.
(b) Write down two similarities between a formula and a function.

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Data sorting and filtering
Sorting of data
Sorting is the process of arranging data into meaningful order so that you can
analyse them easily. You can sort data either in Ascending or in Descending
order. If data are text as shown in Figure 2.57(a) and are sorted in ascending
order, they are displayed in alphabetical order from A to Z as shown in Figure
2.57(b); while the descending order sorts the data from Z to A. Similarly, if you
have numerical data as shown in Figure 2.58(a), ascending order sorts numbers
from the smallest to the highest; while descending order sorts numbers from the
largest to the smallest, as shown in Figures 2.58(b).

(i) Textual data

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Figure 2.57(a): Text data before sorting Figure 2.57(b): Text data after sorting
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(ii) Numerical data

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Figure 2.58(a): Numerical data before sorting Figure 2.58(b): Numerical data after sorting
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Filtering
If your worksheet contains a lot of contents, it can be difficult to find information
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quickly. Filters help to narrow down the data in a worksheet, allowing you to
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view only the information you need.

NOTE: For filtering to work correctly, your worksheet should include a Header
row which is used to identify the name of each column. For example, on Figure
2.59, the worksheet is organised into different columns identified by the header
cells in row 2: SN, STUDENT NAME, MARK.

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Figure 2.59: Unfiltered data

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Steps to filter data:

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(i) Select the Data tab, then click the Filter command,
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(ii) A drop-down arrow will appear in the header cell for each column as
shown in Figure 2.60,
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Figure 2.60: Filter command

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(iii) Click the drop-down arrow for the column you want to filter. In the example
shown in Figure 2.60, you will filter column D to view only students with
grade A.
(iv) The Filter menu will appear as shown in Figure 2.61, after unchecking the
box next to Select All to quickly deselect all,

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Figure 2.61: Filter menu

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(v) Check the boxes next to the data you want to filter, then click OK. In this
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example, you will check Grade A as shown in Figure 2.62.

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Figure 2.62: Selection of grade A

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(vi) The data will be filtered, temporarily hiding any content that does not
match the selected criteria. Only students with grade A will be filtered as
shown in Figure 2.63.

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Figure 2.63: Filtered students with “A” grade
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Activity 2.10: Sorting and filtering
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(a) Create an MS Excel sheet with the following data

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(b) Sort the data alphabetically using institution names in:

(i) Ascending order
(ii) Descending order
(c) From the table, filter the institutions with:
(i) SILVER TROPHY
(ii) GOLD TROPHY
(iii) DIAMOND TROPHY

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Charts
A chart is a graphical representation of data. The data in charts is represented
by bars in a bar chart, lines in a line chart, or slices in a pie chart. A chart can
represent tabular numerical data, functions, or qualitative data, and provides
different information. Charts are often used to facilitate understanding of large
quantities of data and the relationships between parts of the data. They can usually
be read more quickly than the raw data that produce them.

Types of charts
There are different types of charts that can be used to produce a visual presentation
of data. Choosing a type of chart depends on the kind of data you have and what
you want to express. Table 2.6 describes some charts in MS Excel.

Table 2.6: Types of charts in MS Excel

Type Description

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Column Used to show the changes in data over a period of time or
illustrate comparisons among items
Line N
Mainly used to plot changes in data over time
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Bar Emphasises the comparison between items at a fixed period of
time
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Pie Emphasises a significant element in the data. It represents data

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in the form of a pie

Scatter Useful for showing the correlation among data points; that
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correlation may not be easy to see from data alone

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Area Displays the magnitude of change over time

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Creating charts
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Good charts should both explain the data and evoke curiosity. A chart summarises
thousands of data points into a single picture. The arrangement of a chart should
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explain the underlying data, and enable the reader to isolate trouble spots worthy
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of further analysis. MS Excel enables you to create a chart with only a few mouse
clicks. For example, to create a column chart, use the following steps:
(i) Open the MS Excel program,
(ii) Create a table that contains the data to be plotted,
(iii) Use the mouse to select the cells which contain the data you want,
including column and row headers,
(iv) Click on the Insert tab,

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(v) On the Insert ribbon, click on Recommended Charts tab,
(vi) Click on the chart type of your choice as shown in Figure 2.64.

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Figure 2.64: Column chart
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NOTE:
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1. To select non-contiguous data in a worksheet, hold down Ctrl button

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and use the mouse to select the cells.

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2. MS Excel remembers the order in which you select data. As a rule of
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thumb, when entering data, leave the top-left cell blank.

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Chart tools
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When a chart is selected, the Chart Tools appear. The design and format tabs are
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located under MS Excel’s Chart Tools as shown in Figure 2.65.

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Figure 2.65: Chart tools

(a) Design Tab: Contains buttons to change the chart type and style, add
chart element, etc.
(b) Format Tab: Contains buttons to format data, insert shapes, add
WordArt, resize charts, etc.

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Changing a Chart Type

(i) Click on the Design tab,
(ii) Click on Change Chart Type button similar to Figure 2.66,

Figure 2.66: Type of chart

(iii) Select the Column chart from the Chart Type dialog box as it appears in
Figure 2.67 and click OK.

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Figure 2.67: Chart types

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Adding chart elements

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There are various chart elements that may be added to a chart in MS Excel 2016.
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To decide which elements to appear on a chart, you can select one of MS Excel’s
predefined chart layouts located in the Design tab. You can also select individual
chart elements in the options located in the Layout tab as shown in Figure 2.68.

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Figure 2.68: Adding chart elements

To add chart elements:

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(i) Click on the Design tab and locate the Chart Layouts,
(ii) Click on the down arrow for the Add Chart Element button,
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(iii) Click on the arrow for the Axis Titles button and select a vertical axis
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for the chart,
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(iv) Click on the arrow for the Legend button and select None,
(v) Click on the arrow for the Data Labels button and select Inside End,
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(vi) Click on the arrow for the Data Table button and select With Legend
Keys.
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Formatting Titles
(i) Click on the Chart Title and use the mouse to select the text,
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(ii) Type the desired chart title,

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(iii) Use the Mini toolbar to change Font colour, size, and type,
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(iv) Right click on the title,

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(v) Type “Marks” on the vertical axis title and “Students” on the horizontal
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axis title as shown in Figure 2.69.

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Figure 2.69: Formatting of chart title

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Printing a worksheet
By default, MS Excel 2016 prints all the data of the active worksheet. If your
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worksheet covers several pages, it is worth making sure that the printed copy
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will be easily readable. Therefore, you need to prepare your worksheet before
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printing it. Preparing the worksheet for printing involves setting print options,
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page layout, setting page orientation, and print preview.

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Setting print options

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Setting print options involves specifying the margins of the data range to be
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printed. The page margins define the part of the worksheet to be printed. By
default, the top and bottom margins are set at 1 inch in MS Excel 2016, while the
left and right margins are set at 0.75 inches. Margin settings can be changed to
different sizes as desired.

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Setting margins
Steps:
(i) Click Page Layout tab,
(ii) Click Margins,
(iii) Click at Normal margin template as shown in Figure 2.70.

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Figure 2.70: Setting margins

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Page orientation
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Page orientation enables you to display a rectangular page either holizontally or

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vertically. There are two types of page orientations, Portrait and Landscape, as
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shown in Figure 2.71.

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Figure 2.71: Types of page orientations

To change page orientation, do the following:

(i) Click Page Layout tab,
(ii) Click Orientation arrow,
(iii) Click orientation style, e.g., Landscape as shown in Figure 2.72.

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Figure 2.72: Changing page orientation

Print preview

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Print preview is an action of viewing your worksheet before printing. This action
switches from Normal view to Preview. The preview displays the pages to be
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printed. You can adjust the page areas to suit your choice.
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Steps for print preview:
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(i) Click on Page Layout,

(ii) Under Sheet Options group, click an arrow for the dialog box launcher:
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the Page Setup dialog box opens as shown in Figure 2.73(a).

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Figure 2.73(a): Print preview page setup

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(iii) Click Print Preview: the preview window will be displayed as in

Figure 2.73(b).

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Figure 2.73(b): MS Excel print preview window

Printing N
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After previewing your work and ascertaining that it is ready for printing, you
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can now go for the printing option. The computer printing utilities give you two
options to choose when you want to print, which are normal printing or customised
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option, and the quick print. Normal printing gives a chance to select a printer,
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number of copies, and other printing options. The quick print sends the workbook
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direct to the default printer without allowing you to specify your preferences.
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Figure 2.74 and Figure 2.75 give you steps of previewing a worksheet. Finally,
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click the Print button to print out the worksheet.

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Steps for printing in MS Excel:

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(i) Click File tab,

(ii) Choose Print from the backstage view,
(iii) Specify the number of copies,
(iv) Choose settings: active sheet, entire workbook, or the selection,
(v) Specify the type of orientation, paper size, margins, and scaling,
(vi) Click the Print button.

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Figure 2.74: Printing menu

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Steps for normal printing:

(i) Click on File tab,
(ii) Click Print on the backstage view,
(iii) Change the number of copies, if necessary,
(iv) Select printer name,
(v) Change settings,
(vi) Click Print button as shown in Figure 2.75.

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Figure 2.75: Normal printing

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Help facility
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MS Excel 2016 gives help options that offer tips, and provide help to users.
The Office Help tool assists you when there is a problem or a need for more
information about a particular task.

Accessing the Help facility in MS Excel 2016:

(i) Open a blank MS Excel workbook,
(ii) Press function F1 key: A help window will be opened,
(iii) Type what you want to search.

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Alternatively, from the Title Bar on the right top corner of the workbook, click
the Help tab: the help window will be opened. Figure 2.76 shows an example of
a help window.

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Figure 2.76: MS Excel Help window

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Exercise 2.7

Review questions
1. Do you think that spreadsheet programs are useful in day-to-day
activities? Give evidence to support your answer.
2. Define the following spreadsheet terminologies:
(a) Cell
(b) Label
(c) Column
(d) Row
3. Differentiate between column headings and row headings.
4. What is the difference between a worksheet and a workbook?
5. Distinguish between MS Excel and a Spreadsheet.
6. MS Excel can be used for several purposes. Mention five of them.

LY
7. The following table displays examination results of Form Two students

N
at ABC Secondary School. Prepare a spreadsheet of the results showing
O
individual marks in the subjects, total, average, grade, and position.
SE

S/N NAME CHEM BIOL PHY BAM GS Total AV GR POS

1 Haji Jimanne 80 80 64 72 68
U

2 Akramu Kapufi 80 80 80 68 40
E

3 Francis Kabezi 80 80 80 66 92
N
LI

4 Maria Mondo 76 80 72 80 40
N

5 Adamu Daudi 76 72 60 40 52
O

6 Lina Ndase 80 80 36 76 72

7 Ajuaye Johanes 76 72 60 32 76
R
FO

Key:
AV = Average
GR = Grade (80 -100(A), 60-79(B), 40-59(C), 20-39(D) and
0-19 (F))
POS = Position

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8. The following table represents a simple payroll.

A B C D E F G H I

S/ Name Hours Hourly Basic Gross Tax NSSF Allowance Net Pay
No Worked Rate Pay Pay Deductions Contributions

per (Tsh)

Month
1 Kode 18 4000

2 Kobi 20 4500

3 Kajole 32 3000

4 Kole 40 2860

5 Kajeje 36 2200

LY
6 Kajiji 45 4680

7 Kange 25 1500
N
O
8 Kama 39 2800
SE

Complete all fields in the payroll table, given that:

(i) Basic pay = Hours worked x Hourly rate.
U

(ii) Allowances are allocated at 10% of the Basic pay.

(iii) Gross pay = Basic pay + Allowances.
E

(iv) Tax deduction is calculated at 20% of the Gross pay.

N

(v) Net pay = Gross pay – Tax deductions.

LI

9. (a) List four types of data that can be entered into a spreadsheet cell.
N

(b) For each of the following, state the type of cell reference:
O

(i) A5
R

(ii) $F$5
FO

(iii) H$21
(iv) $D7
10. (a) A formula to add the contents of B5 and C4 was entered in cell F5
as =B5 + C4. What will it become when it is copied to cell H8?
(b) Explain the reason for your answer in 10(a).
11. (a) Write the formular =F10 + G20 as absolute referencing.
(b) The formula =A$1+C2 was initially typed in cell D1. What will it

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be when copied to cell E1?
12. What are the roles of the following functions as used in MS Excel 2016?
(a) PRODUCT
(b) SQRT
(c) AVERAGE
(d) MAX
(e) IF
(f) COUNTIF
(g) SUMIF
13. A worksheet contains the data shown in the following table:
Cell A1 A2 A3 C1 C2 C3 G1
Entry 5 7 10 10 15 15 =SUMIF (C1:C3, “<> 10”, A1:A3)

State the value displayed in G1.

14. Explain why a value such as 611233444555 may be displayed as #########

LY
when typed on a spreadsheet.
15. N
Assuming that the formula = A5 * $B2 is in cell C10 of a spreadsheet. Show
O
how it will appear after copying it to cell H12.
SE

16. A worksheet contains the data shown in the following table:

A B C D E F G
U

1 5 10
E

2 7 15
N

3 10 17
LI

4
5
N

6
O

7
R

8
FO

9
10

(a) If the formula =COUNTIF (C1:C3, “> 10”) is entered at G1, write
down the value that is displayed.
(b) Write down the formula that would be entered at cell B7 to sum the
values in column A whose values are greater than or equal to 5.

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(c) The formula = $C2 + C$3 is entered in cell C5 and then copied to D10.
Write down the formula as it appears in the destination cell.
17. (a) Give two examples of MS Excel charts that you know.
(b) Outline the steps to create a simple chart in MS Excel.
18. Kujengwa, Mbigiri, Dotto and Tuntufye had tea, sausages, and bananas
for breakfast. They took one sausage, two sausages, three sausages, and
one sausage respectively. In addition, they each took a cup of tea and two
bananas. Tea, sausages and bananas cost Tsh. 10, 15, and 5 respectively.
(a) Construct a worksheet showing that information.
(b) State the expression you would use to obtain:
(i) Total expenditure by Dotto.
(ii) Total number of sausages taken.
(iii) The total cost of the cheapest item.

LY
19. The following table is a Microsoft Excel worksheet containing the scores
of Form 1 students of Guta Secondary School. N
O
A B C D E F G
SE

1 STUDENT ENG KISW MATH SCI

U

NAME
2 Sanjudi 75 65 80 78
E

3 Kobelo 80 78 58 72
N
LI

4 Majimoto 75 78 64 80
N

5 Mzurikwao 65 84 78 81
O

6 Vumilia 90 81 57 74
R

7 Nyanchere 73 65 85 78
FO

Write MS Excel formula to find:

(a) Total score for each student.
(b) Highest score per subject.
(c) Mean score per subject.
(d) The total score of the overall best student.

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20. Study the given worksheet and answer the questions that follow:

No A B C D

1 Nduwanga

2 Ndumbwi

3 Ndubilio

4 Ndunduma

5 Ndungandi

The formula =IF (A1:A5 = “Nduwanga”, 1, 0) is entered in cell B1.

(a) Write down the value that will be displayed in B1
(b) If the formula in B1 is copied and pasted to cells B2, B3, B4 and B5,
state what will be displayed in each cell.
21. List any three types of charts that can be ceated in a spreadsheet application.

LY
22. Consider the entries made in the cells of the following table:
Cell B2 B3 C10 C11 C13 N
O
Entry 200 100 =B2 =B3 =C10 + C11
SE

State the value displayed in cell C13.

U

23. A student prepared the budget using a worksheet as follows.

E

A B C D
N

1 Item Amount
LI

2 Fare 200
N

3 Stationery 50
4 Bread 300
O

5 Miscellaneous 150
R

6 Total
FO

The student intends to have spent half the amount of money in the budget
by mid-term.
(a) Given that the value 0.5 is typed in cell D1, write the shortest formula
that would be typed in cell C2 and then copied down the column to
obtain half the values in column B.
(b) Write two different formulas that can be typed to obtain the total in
cell B6 and then copied to cell C6.

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24. The following information shows the income and expenditure for “Bebayote”
Daladala for five days. The income from Monday to Friday was Tshs. 4,000,
9,000, 10,000, 15,000, and 12,000 respectively, while the expenditure for the
same period was Tshs. 2,000, 3,000, 7,000, 5,000, and 6,000 respectively.
(a) Create a spreadsheet that will contain the given information.
(b) Find the average expenditure per day.
(c) Find the average income per day.
(d) Find the total income per week.
(e) Find the total expenditure per week.
(f) Find the net profit.
25. Use the following information to complete the table that follows:
(a) Basic pay = Hours worked x pay per hour
(b) Allowances are allocated at 10% of basic pay
(c) Gross pay = Basic pay + allowances

LY
(d) Tax deductions are calculated at 20% of gross pay
(e) Net pay = Gross pay – tax deductions
A B C D E NF G H
O
Name Hours Pay per Basic Allowances Gross Tax Net pay
1
SE

worked hour pay pay deductions

2 Katembo 12 1500
U

3 Fusi 28 650
4 Ngonyani 26 450
E

5 Mapunda 30 900
N

6 Mbawala 18 350
LI

7 Shimba 22.5 500

N

8 Wanyama 24.5 250

O

9 Nanyumbu 17 180
R

10 Ndungulu 33 700
Total
FO

26. Based on the table in question 25, write the fomulae using cell references
for the following cells:
(a) D2 (b) E4 (c) F10 (d) G7
27. Jane and Juma have invested in a small agriculture business. Farming
production and sales for the year 2020 for various crops in tons are as follows:

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Quantity (Tons)

Production
Production
Average
Crop Unit

Total
Production Price

Sept
May
Mar

Aug

Nov
Apr
Jan

Dec
Feb

Jun

Oct
Jul
(Tshs)
Rice 1,100,00 0 0 5 40 50 50 20 5 5 2 3 7
Maize 700,000 5 5 2 3 7 70 70 7 15 17 15 17
Groundnuts 2,500,000 2 2 7 20 30 20 30 40 60 13 14 5
Cassava 1,000,000 40 40 40 40 40 30 30 30 40 40 40 40
Beans 1,600,000 7 7 70 70 7 15 17 22 29 11 10 20
Sweet 900,000 6 15 20 30 35 20 10 8 70 3 3 4
Potatoes
Coffee 8,000,000 8 7 3 3 4 20 60 15 17 22 29 7
Millet 900,000 5 5 5 5 5 3 3 3 5 5 5 5
Yams 800,000 13 14 5 7 15 17 22 29 7 7 15 17

(a) Calculate the total production for each crop.

LY
(b) Calculate the average production for each crop.
(c) Add a column for total sales; calculate the total sales for each crop and
write down a formula that calculates it. N
O
(d) Add a column which shows the average sales for each crop.
SE

(e) Add a row for sunflower and enter the following monthly data: 23, 43,
80, 45, 0, 9, 23, 46, 60, 20, 30, 0.
U

(f) Fill green and blue colour for the Unit Price column and Sunflower,
E

row respectively.
N
LI
N
O
R
FO

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Chapter Three
Computer networks and
communication
Introduction
In the past, information was shared amongst people through traditional
means. Today, due to technology advancement, information is shared through
a variety of ways, including the use of connected computers. In this chapter,
you will learn about the importance and uses of computer networks. You
will also learn about the types of computer networks, network topologies,
as well as equipment and accessories used in computer networking. The
competencies developed in this chapter will enable you to create and use
simple communication networks.

LY
Concept of computer networking
N
O
Meaning of computer networking
A computer network is a connection of two or more computers for the purpose of
SE

sharing resources. It can also be defined as a collection of computers hardware

U

and other devices interconnected by communication media that allow sharing of

resources. The shared resources include printers, scanners, storage devices, and
E

files. Thus, a computer network refers to two or more devices, such as a desktop
N

computer, printers and/or server linked together for the purpose of sharing resources.
LI

Figure 3.1 shows two individuals working on computers in a simple networked

N

environment.
O
R
FO

Figure 3.1: Simple networked computer environment

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Classification of computer networks
Network connections between computers are typically created using cables
(wires). They can also be made using radio signals (wireless/Wi-Fi) and, for
very long distances, via satellite or fibre optic links to form different classes of
networks. Therefore, computer networks can be classified based on the structure
and relationship between network components, size of network (geographical
coverage), as well as mode of connectivity.
Network structure and relationship
Based on structure and relationship between network components, computer
networks can be either peer-to-peer network or client-server network. Peer-to-peer
network is one in which two or more computers share files and access devices such
as printers without requiring a separate server computer or a server software. In a
peer-to-peer network, there is equal sharing of resources as shown in Figure 3.2.

LY
N
O
SE

Figure 3.2: Peer-to-peer computer networking

The client-server network is the network with a central computer that hosts or
U

controls the shared resources; this central computer is called a server. The server
is any computer dedicated to provide services to other computers. The other
E

computers that receive services from the server are known as clients. Figure 3.3
N

shows the structure of a client-server computer network.

LI
N
O
R
FO

Figure 3.3: Client-server computer network

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Network size or geographical coverage
Computer networks can be classified by considering a geographical area they cover.
Networked computers in a room cover a small area and are classified differently
from networked computers covering the whole organisation, city, country, and
beyond. This type of classification involves Personal Area Network (PAN) Local
Area Network (LAN), Metropolitan Area Network (MAN), and Wide Area Network
(WAN).
Personal Area Network
Personal Area Network (PAN) is a type of computer network that connects personal
devices such as smartphone, tablet, and laptop. It connects an individual premise
or private area, and its purpose is to enable an individual to share resources among
personal devices. PAN can covers about 10 meters. Figure 3.4 shows a simple
setup of PAN.

LY
N
O
SE
U

Figure 3.4: A simple structure of PAN

E

Local Area Network

N

A Local Area Network (LAN) is a computer network that covers a small area
LI

such as a room, home, school, or office building. It is useful for sharing resources
like files, printers, scanners, games, and other applications. Its speed depends on
N

the media used. Figure 3.5 shows a simple structure of a LAN.

O
R
FO

Figure 3.5: A simple structure of LAN

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Metropolitan Area Network
Metropolitan Area Network (MAN) is a computer network that covers the
whole town, city, or a region. For example, a computer network covering the
city of Dar es Salaam can be regarded as MAN. MAN is mainly used for data
communication, especially within a specific area. An example of MAN is cable
TV in a city like what is illustrated in Figure 3.6.

MAN

LY
N
O
SE

Figure 3.6: A simple structure of MAN

Wide Area Network
U

Wide Area Network (WAN) is a computer network that is not restricted to a

E

specific geographical area like a school compus or a city. It covers a large area
N

such as a whole country, a continent, and beyond. For example, the Internet is
LI

a public WAN that covers the whole globe. Figure 3.7 shows a simple setup of
WAN.
N
O
R
FO

Figure 3.7: A simple structure of WAN

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Advantages and disadvantages of networks covering different geographical
areas
Advantages of PAN
(a) Data sharing: Enables easy and quick sharing of data between
personal devices.
(b) Inexpensive: It has low installation cost.
(c) Security: It is more secure compared to other types of computer
networks as it covers a personal area.
Disadvantages of PAN
(a) Coverage: It is restricted to a personal premise, usually about 10
meters range.
(b) Data sharing limitation: It is not fit for sharing data in longer
distances.
(c) Technologies: Uses short-range communication technologies such as
Bluetooth and USB cable. Thus, a user device cannot connect to a

LY
remote site.
Advantages of LAN N
O
(d) Increased productivity: Sharing resources such as hard drives, DVD
drives, and printers can easily increase productivity.
SE

(b) Cost reduction: Sharing of resouces such as software and hardware

U

reduce running costs.

(c) Improved security: Data stored in a local server have higher chances
E

of being secure and can easily be accessed by all the LAN users.
N
LI

Disadvantage of LAN
N

(a) It covers a limited area: LAN is restricted in size. It covers a small

O

area like a single office, a building, or a group of nearby buildings.

(b) Its maintenance is demanding: It requires a LAN administrator and
R

technicians to always maintain or troubleshoot a network, software

FO

installation, program faults, and/or hardware failures.

(c) High setup cost: The initial installation costs can be high.

Advantages of MAN
(a) Less expensive: It is less expensive to attach a MAN to a WAN than
attaching a LAN to a WAN.
(b) Speed: It has higher speed than WAN.
(c) Connection: It is easy to connect related LANs to form a MAN.

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(d) Security: It is more secure than WAN.
(e) Sending local email: It sends local email faster than WAN.

Disadvantages of MAN
(a) Difficult to manage: As a network grows bigger, it becomes difficult
to manage.
(b) Maintenance: Technical people are required to set up and maintain it.
(c) More wires and other connectivity media are required: Additional
cables or other media are required to connect two or more LANs to
form a MAN.

Advantages of WAN
(a) Area of coverage: It covers a geographical area of large proportion.
(b) File and data updates: Users can get file updates and data from
servers in a wider area. Companies can update files on the servers and
all the devices connected to the severs can receive them. For example,

LY
a software installed in a server computer can be used by users across
N
the organisation, saving time for maintaining the software in different
O
computers across the organisation.
(c) Centralised data: Sharing of data across the respective networks
SE

cover a wider area.

U

Disadvantages of WAN
E

(a) Security: Since WAN has a variety of technologies, it faces more

N

security issues compared to LAN and MAN. This can open the security
LI

gap which paves the way to malicious attacks and theft.

N

(b) Troubleshooting:Troubleshooting issues such as pinpointing the

O

cause of problem are difficult to handle in a WAN due to its broad

geographical coverage.
R

(c) Installation cost: It is very complex and expensive to install a WAN

FO

since it requires many resources such as routers, switches and security

solutions.
Mode of connectivity
Based on the modes of connectivity, a computer network can be wired or wireless.
Wired networks use cables as network media for data transmission, while wireless
networks transmit signals without any physical wire. Figure 3.8(a) shows a sample
wired network and Figure 3.8(b) shows a sample wireless network.

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Figure 3.8(a): Wired network Figure 3.8(b): Wireless network

Network devices and accessories

LAN devices and accessories
Basically, a computer network consists of many components. Each component
has a specific function. The common network devices are presented in subsequent
sections.

LY
Network Interface Card
N
A Network Interface Card (NIC) is an electronic card that enables a computer to
O
connect to a network. NIC is sometimes called Ethernet card or network adapter.
It can be built-in or an expansion card. An example of NIC is shown in Figure
SE

3.9.
U
E
N
LI
N
O
R

Figure 3.9: Expansion Network Interface Card (NIC)

FO

Network switch
A network switch is a hardware device that filters and forwards network traffic.
A switch connects devices together on a computer network; it forwards data only
to one or multiple devices that need to receive data. The switch ports into which
other network devices such as NIC can be connected are shown in Figure 3.10.

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Figure 3.10: A network switch

Network router
A network router is an electronic device that connects at least two networks and
forwards communication traffic between them. Routers are fundamental to the
operation of the Internet and complex networks. A router is connected to two or
more data lines from different networks. When data come in one of the lines, the
router reads the address of the information in the data to determine their destinations.
A router can be wired, wireless, or both. Figure 3.11 shows a wireless router. A
wireless router is a device that performs the functions of a router but also includes

LY
the functions of a wireless access point. It is commonly used to provide access to

N
the Internet or computer network. It does not require a wired link, as the connection
O
is made virtually via radio waves.
SE
U
E
N
LI
N
O

Figure 3.11: A wireless router

R
FO

Network cables
Network cables are networking hardware used to connect one network device
to other network devices. For example, network cables connect two or more
computers to a printer, a scanner, and other network devices. Different types of
network cables like coaxial cables, optical fibre cables, and twisted pair cables
are used depending on the network’s topology, protocol, and size. These devices
can be separated by a few metres or nearly unlimited distances.

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Twisted pair cables
Twisted pair cables, also known as ethernet cables, are insulated cables twisted
together. These cables are used in telephone lines and LANs. There are two types
of twisted pair cables:
(a) Unshielded Twisted Pairs (UTP) cable is a cable comprised of only
wires and insulated cables as shown by lebel 1 in Figure 3.12.
(b) Shielded Twisted Pairs (STP) cable is a cable braided with wire mesh
that encases each pair of insulated wires as shown by label 2 in Figure
3.12. STP cables are less affected by Electromagnet Induction (EMI)
compared to UTP cables.

LY
N
O
SE

Figure 3.12: Twisted pair cables (1 and 2) and their heads (3)
U

Key: 1 = Unshielded Twisted Pairs cable

E

2 = Shielded Twisted Pairs cable

N

3 = Cable heads or connectors

LI
N

Advantages of twisted pair cables

O

(a) They are easy to use and maintain.

(b) They are cheap.
R
FO

Disadvantages of twisted pair cables

(a) They are affected by Electromagnetic Induction, which cause interference.
(b) They are suitable for use only in short distances.

Fibre Optic Cables

Fibre Optic Cables are made up of very thin strands of glass or plastic. One cable
may contain two strands or several hundreds of strands (see Figure 3.13). Fibre
optic cable transmits data signals as light.

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Figure 3.13: Fibre optic cables

Advantages of fibre optic cable

(a) It is the faster transmission media.
(b) It supports higher bandwidth.
(c) It is not affected by attenuation and electromagnetic interference.
(d) It is used in transmitting signals in longer distances.

LY
Disadvantages of fibre optic cable
(a) It is most expensive because it requires expensive equipment.
(b) It is very difficult to install. N
O
Coaxial cables
SE

Coaxial cables are commonly used by cable TV, telephone companies, and
computer networks for transmitting data. Figure 3.14 shows open, closed, and a
U

head of a coaxial cable.

E
N
LI
N
O
R
FO

Figure 3.14: Coaxial cables

Advantages of coaxial cable
(a) It is not easily affected by attenuation and electromagnetic interference.
(b) It can be used to transmit data in longer distances than twisted pair
cable.
(c) It supports transfer of high bandwidth signal compared to twisted pair

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cable.
(d) It is faster than twisted pair cable.
Disadvantages of coaxial cable
(a) It is more expensive than twisted pair cable.
(b) It is not so safe because it can be taped by breaking the cable and
inserting the T-joint in between.

Activity 3.1: Describing computer network devices

Use Internet and other resources to describe basic computer network devices
and their functions.

Software for communication and computer networking

Apart from network hardware, which enable physical connections of network
devices, network software is an integral part of a network. These are set of programs
that perform logical networking by specifying protocols for sharing data. Without

LY
these software, the network can not transfer information.
Importance of computer networks
N
There are many functions of computer networks, which can be generalised as
O
communication and sharing of resources. Some of the areas where you can find
SE

notable functions of computer networks are such as communication, entertainment,

business, health, and education.
U

Communication
E

(a) The use of e-mail, teleconferences, video conferences, newsgroups,

N

and social media are commonly facilitated by the presence of computer

LI

networks.
(b) Computer networks enable easy and smooth resource sharing. Example
N

of resource sharing include the use of network printers, chatting,

O

and access to audio, video, and textual information from different

R

networked computers.
FO

Entertainment
(a) Webcasting enables information such as radio and TV programme
from one computer to be accessed by many other computers at once.
(b) Video and audio contents can be easily accessed from a particular
station or server.
Business
(a) Computer networks enable digital financial transactions. For example,
the use of ATM cards to withdraw money from any Automatic Teller

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Machine (ATM) (see Figure 3.15) anywhere, and the use of mobile
services such as T-Pesa, M-Pesa, TigoPesa, Airtel Money, and
EasyPesa, are facilitated by computer networks.
(b) International trade: Commodities can be advertised and ordered
online; transactions are made through computer networks without a
buyer going physically to sellers.

LY
N
O
SE

Figure 3.15: Automatic Teller Machine

U

Health and education

E

(a) In research, computer networks help much in sharing resources like

N

online journals and publications.

LI

(b) In health, computer networks are used for supporting health

N

management systems, telemedicine, and online care provision. Also,

O

they are used to search for causes and treatments of diseases from
various medical resources available on the Internet.
R

(c) E-learning uses computer networks for online classes, enabling

FO

classrooms without walls. E-learning enables people to learn anytime

and anywhere.

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Exercise 3.1

1. What are the advantages of computer networks?

2. With examples, explain the differences between MAN and LAN.

3. What type of network will you use in each of the following situations?
(a) Connecting computers in a bank with several branches in different
regions of Tanzania.
(b) Connecting computers in a bank with several branches worldwide.
(c) Connecting computers for exchanging notes within a school compound.
4. Explain how networking facilities are used in buying and selling com-
modities in a supermarket.

Computer network topologies

LY
When you design and build a computer network, there are several ways in which
computer and other network devices are connected to create a computer network.
N
This gives rise to a concept of network topology. A topology is a layout or design
O
of the connected devices. Network topology may be physical or logical.
SE

Physical topology refers to the visible design of the network including devices,
while logical topology refers to how data are actually transferred in a network. This
U

textbook will only discuss the physical topology. There are six common physical
E

network topologies namely Bus topology, Star topology, Ring topology, Mesh
N

topology, Tree topology, and Hybrid topology.

LI

Bus topology
N

Bus topology consists of a single cable known as a trunk or backbone or segment

O

that connects all the computers and other devices in the network. Each system is
R

directly attached to a common communication channel. Signals transmitted over

FO

the channel make up the messages. Figure 3.16 shows a structure of a bus topology.

Figure 3.16: A Bus topology

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Advantages of Bus topology

(a) It is easy to connect a computer and other peripheral devices to a linear
bus.
(b) It is cheaper compared to other physical topologies.
(c) It uses less amount of cables compared to other physical topologies.
(d) It does not need a central device such as a hub, switch, or router.
Disadvantages of Bus topology
(a) A break in the main cable shuts down the entire network.
(b) It requires terminators at both ends of the cable; thus, it increases
implementation and maintanance cost.
(c) It is difficult to identify the problem if the entire network shuts down.

Star topology
Star topology consists of all nodes (computers, printers, and other shared peripheral

LY
devices) connected to the central hub or switch. Nodes communicate across the
network by passing data through the hub or switch as shown in Figure 3.17.
N
O
SE
U
E
N
LI
N

Figure 3.17: A Star topology

O

Advantages of Star topology

R

(a) Adding or removing a node does not affect the network

FO

(b) It is easy to detect faults and to remove parts.

(c) It is easy to design and install.
Disadvantages of Star topology
(a) The failure of the hub or concentrator affects the entire network.
(b) It needs a lot of cables, hence it becomes more expensive than linear
bus topologies.

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Ring topology
In a ring topology, each node is connected to form a single, closed data path. Data
from one node are passed along to the next node at which they are examined,
and if that node is not the intended destination, then they are transmitted to the
next node until the destination is reached. Figure 3.18 shows a ring topology.
Rings can be unidirectional or bidirectional. In a unidirectional ring, all traffic
travel in one direction or the other, i.e., clockwise or anticlockwise around the
ring. In a bidirectional ring, traffic travel in both directions, i.e., go and return.

LY
N
O
SE
U

Figure 3.18: Ring topology

E

Advantages of Ring topology

N

(a) Each node gets to send the data when it receives an empty token. This
LI

helps to reduce chances of collision.

(b) When the load on the network increases, its performance is better than
N

that of a bus topology.

O

(c) Additional components do not affect the performance of a network.

R

Disadvantages of Ring topology

FO

(a) Each data must pass through all the computers between a source and a
destination. This makes it slower than a star topology.
(b) The entire network will be affected if one computer shuts down.
(c) It is expensive compared to star and bus topologies because it involves
the installation of Multi-station Access Unit (MAU) and network cards
which are expensive as compared to Ethernet cards and hubs.

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Mesh topology
Mesh topology involves the concept of routes. Unlike other topologies, messages
sent on a mesh network can take any of several possible paths from a source to a
destination. Recall that, even in a ring topology, although two cable paths exist,
messages travel only in one direction. Some WANs, most notably the Internet,
employ mesh routing. Mesh topology is shown in Figure 3.19.

LY
Figure 3.19: Mesh topology N
O
Advantages of Mesh topology
(a) It provides redundant paths between devices.
SE

(b) The network can be expanded without disruption to existing users.

U

Disadvantages of Mesh topology

(a) It requires more cables than other LAN topologies.
E

(b) It is difficult to install and maintain because it involves many nodes

N

and cables.
LI
N

Tree topology
Tree topology or extended star topology integrates multiple star topologies
O

together onto a bus. In its simplest form, only a switch or a hub connects directly
R

to the tree bus and each hub functions as the “root” of a tree of devices. A tree
FO

topology is shown in Figure 3.20.

Figure 3.20: Tree topology

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Advantages of Tree topology
(a) It makes point-to-point wiring for individual segments possible.
(b) It is supported by several hardware and software vendors.
Disadvantages of Tree topology
(a) Overall length of each segment is limited by the type of cabling used.
(b) If the backbone line breaks, the entire segment goes down.
(c) It is more difficult to configure and wire than other topologies.
Hybrid topology
Hybrid topology is the combination of more than one topology, mainly star and
bus topologies. This bus or star hybrid approach supports future expandability
of the network much better than a bus (limited in number of devices due to the
broadcast traffic it generates) or a star (limited by number of switch connection
points) alone. Figure 3.21 shows a configuration of hybrid topology.

LY
N
O
SE
U
E
N

Figure 3.21: Hybrid topology

LI

Topologies are an important part of network design theory. You can probably build
N

a computer network at home, school or small business without understanding

O

the difference between a bus design and a star design, but becoming familiar
with the standard topologies gives you a better understanding of other important
R

networking concepts like broadcasts, switches, bridges, and routers.

FO

Activity 3.2: Creating a network topology

(a) Using different sources, write a summary on how a smartphone can create
a star topology network.
(b) Use a smartphone to create a simple network, and connect two laptops to
it.
(c) Use the network you have created in Activity 3.2(b) to share any file
between two laptops.

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Exercise 3.2
Review questions.
A: Short answers
1. What is a computer network?
2. Explain the advantages and disadvantages of a star topology.
3. What is the Network Interface Card?
4. How does the hybrid network topology differ from the bus topology?
5. Is it possible to have a computer network without hardware, network
software, and communication channels? Explain.
6. When is it more appropriate to use client-server network or peer-to-peer
network?
7. Explain the functions of computer networks in education.
8. How can computer networks be used to facilitate school management?

LY
9. Explain three advantages and three disadvantages of computer
networking. N
O
10. (a) Describe the major characteristics of LAN, MAN, PAN, and WAN.
SE

(b) Briefly explain four benefits of using Local Area Networks

in any government institution of your choice.
U

(c) List three differences between Wide Area Network and Local
E

Area Network.
N

11. Give two advantages and two disadvantages of each of the following
LI

network transmission media:

N

(a) Twisted pair cables

O

(b) Coaxial cables

R

(c) Fibre optic cables

FO

(d) Wireless
12. Explain the functions of the Network Interface Card.
13. Define the term network topology.
14. State and briefly describe any five types of physical network topologies.
15. State three advantages and two disadvantages of a mesh network topology.

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B: Multiple choice
Choose the letter of the most correct answer and write it in the provided
box

1. Computers in Local Area Network are mainly connected by:

(a) String
(b) Cables
(c) Telephone lines
2. A special computer that stores network programs and data is called
(a) Router
(b) Server
(c) Hub
3. A network that is confined to one building or room is called a
(a) LAN
(b) MAN
(c) WAN

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4. Computer networks without a server are called
(a) Peer to peer N
O
(b) Network server
(c) Client – server
SE

5. WANs differ from LANs in the following aspects:

U

(a) They have more users, faster access times, and are cheaper
(b) They cover larger areas and may require modems
E

and communication links

N

(c) They need more powerful servers and can connect to the Internet
LI

6. Advantages of computer networks are:

N

(a) Improved communications, and sharing of data, software

O

and some peripheral devices

R

(b) Increased production, improved communication and hacking

FO

(c) Lower cost per user, fewer security risks and greater privacy

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Chapter Four

The Internet

Introduction
We are living in a connected world. People around the globe can exchange
information in a fraction of a second. This has been possible because of the
Internet. In this chapter, you will learn about the concept of Internet, search
engine, Internet applications, and the negative effects of the Internet. The
competencies developed will enable you to use Internet facilities in a more
productive way.

LY
Concept of Internet
The Internet is a worldwide system of computer networks. It is a huge network
N
that links together millions of smaller networks. Telephone lines and cables connect
O
networks all over the world to form the Internet. Users of computers connected to
the Internet on one side can get information from computers connected to it on the
SE

other side, and can sometimes talk directly to each other. The use of Internet has
revolutionised communications worldwide. This means that it is possible to send
U

a message from Tanzania to other countries such as Burundi, Democratic Republic

E

of Congo (DRC), Ghana, United States of America (USA), United Kingdom (UK),
N

China, and Japan through the Internet.

LI

The Internet is a globally leading information dissemination tool, and a

N

medium for collaboration and interaction between individuals regardless of

O

their geographical locations. Actually, there are thousands of networks, tens of

thousands of computers, and billions of users of the Internet, with the numbers
R

expanding daily.
FO

The history of Internet originates from the invention of the telegraph, telephone,
radio, and computer. These technologies set the stage for this invention and an
environment whereby the connection may be in a wired or wireless medium. A
computer connected to the Internet is said to be online.

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Internet terminologies
IP address
Internet Protocol (IP) address is an address used to uniquely identify a computer
and other devices on a network. An IP address is a numerical label assigned to each
device (for example, computer, router, modem, and printer) in a computer network.
It is normally a number that has four parts in the form W.X.Y.Z. Examples of IP
addresses are 1.1.1.1, 10.50.100.254, 172.128.10.1, 10.0.0.20, and 192.168.5.250.
The highest number in each part of an IP address is 255. An example of the IP
address is shown in Figure 4.1.

MAC address
Computers communicate with each other through the Network Interface Card
(NIC). Just like names, every computer in the world must have a unique name
which is used to easily identify it in a network. This unique name is called Media
Access Control (MAC) address. The MAC address is a unique combination of
numbers and letters which is given to a network adapter. Every NIC in the world

LY
has a unique MAC address. A MAC address is given to a network adapter when it
N
is manufactured. It is coded onto the NIC of your computer. When communicating,
O
the IP addresses and MAC addresses work together. Thus, a hardware and software
work together to make data from the sender to arrive to the receiver. The MAC
SE

address is a string of six sets of two digits or characters, separated by colons e.g.,
01:10:11:02:36:84 (see Figure 4.1). MAC addresses follow a particular standard
U

to avoid conflict in communication.

E
N
LI
N
O
R
FO

Figure 4.1: IP and MAC addresses

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Uniform Resource Locator
Another very important address in network communication is the Uniform Resource
Locator (URL). URL is a reference to a web resource that specifies its location
on a computer network. The URL takes into account a zone and an organisation
to which the site belongs. An example of URL is https://www.tie.go.tz. Actually,
a URL contains four parts: an internet protocol, domain name, pathname, and file
name. A domain name is a text-based representation of an IP address and, as such,
it is easier to memorise. Domain name server facilitates the resolution of an IP
address to a domain name and vice versa. As shown in Figure 4.2, the four-part
addresses scheme of a URL tells the Web browser:
(a) what transfer protocol to use for transporting the file;
(b) the domain name of the computer on which the file resides;
(c) the pathname of the folder or directory on the computer on which the
file resides; and
(d) the name of the file.

LY
Protocol Domain name Pathname
N
File name
O
https://www.tie.go.tz/publications/ICS.pdf
SE

Figure 4.2: Parts of Uniform Resource Locator

U

Protocol
A protocol is a set of rules that govern communication between computers on
E
N

a network. In order for two or more computers to talk to each other, they must
LI

be speaking the same language. Many different types of network protocols and
standards are required to ensure that your computer can communicate with another
N

computer located on the next desk or far away around the world.
O
R

Hypertext Markup Language

FO

Hypertext Markup Language (HTML) is a language used to create web pages.

A markup language facilitates creation of documents in which the structure and
contents are clearly distinguishable.

World Wide Web

A World Wide Web (WWW), sometimes called the Web is a system of
interlinked hypertext documents accessed via the Internet. The documents are
formatted using a markup language called HTML that supports links to other

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documents, as well as graphics, audio, and video files. The Web lets individuals,
organisations and companies publish information for other people to access. This
makes the Web a very useful tool for finding information on just about any topic.

Web Page
A web page is the hypertext document that can be accessed over the World Wide
Web through web browsers. It is written in a markup language called HTML. It
contains text, pictures, audio, video, and hyperlinks.

Website
A website is a collection of related web pages that have the same theme and
are connected together using hyperlinks. The opening page of either personal,
commercial, or an institutional website is called a Home Page. Every website has
a home page. An example of a home page is shown in Figure 4.3.

LY
N
O
SE
U
E
N
LI
N
O

Figure 4.3: Home page of e-Government authority

R

Web server
FO

A web server is a computer that stores web related files. These computers have
high processing power and storage capacity. The main goal of web servers is to
provide access to information and other resources to users on the Internet. When
you use a web browser to request for a paticular web page, a web server processes
your request and gives you the information you requested.

Hyperlink
Hyperlink is a link between two web resources. When clicked, an hyperlink takes

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you to another resource on the web. When the mouse pointer passes over an
hyperlink, it (mouse pointer) changes from an arrow to a pointing hand.

Hypertext
Hypertext is a text that contains hyperlinks. The hyperlinks are used as references
to other documents and media in the web server.

Web browser
A web browser is an application software that locates and displays World Wide
Web documents. It retrieves information from a web server and displays it on
your computer screen. Examples of web browsers are Microsoft Edge, Mozilla
Firefox, Safari, Opera, and Google Chrome.

Microsoft Edge
Microsoft Edge (ME) is a cross-platform web browser developed by Microsoft.

LY
It was first released for Windows 10 in 2015. Microsoft Edge replaced Internet
Explorer (IE) which was used in previous versions of Windows Operating System.
N
The Microsoft Edge browser is represented by the icon shown in Figure 4.4.
O
SE
U
E
N
LI

Figure 4.4: Microsoft Edge web browser icon

N

Mozilla Firefox
O

Mozilla Firefox was officially launched in February 2004. It was formerly known
R

as Phoenix, then Firebird, and eventually Firefox. The browser is represented by

FO

the world map symbol. Figure 4.5 shows the icon of the Mozilla Firefox browser.

Figure 4.5: Mozilla Firefox web browser icon

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Safari
Safari is a web browser for Apple devices such as Mac computer, ipad, and
iPhone. Safari supports all the functions that are available in other web browsers.
It is represented by the compass bearing symbol. Figure 4.6 shows Safari browser
icon.

Figure 4.6: Safari web browser icon

Opera
Opera is a web browser developed by Opera Software in 1996. It is a well-known
browser that is mainly used in smartphones, Personal Digital Assistants (PDAs),

LY
and tablets. It is compatible with many operating systems such as Solaris, Linux,
Mac OS X, and Microsoft Windows. It is represented by the “O” symbol. Figure
4.7 shows an icon of Opera web browser. N
O
SE
U
E
N
LI

Figure 4.7: Opera web browser icon

N

Google Chrome
O

Google Chrome is a web browser developed by Google. Its features include

synchronisation with google services and accounts, and has the ability to translate
R

and check spellings of web pages. It is represented by the ball icon as shown in
FO

Figure 4.8.

Figure 4.8: Google Chrome web browser icon

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NOTE: These web browsers work a little bit different from one another, but they
all have an address bar where you can type the address for the website
you wish to visit.
Activity 4.1: Using web browser
Use Mozilla Firefox, Google Chrome and Microsoft Edge to open Khan
Academy website (www.khanacademy.org). Compare the visibility of the web
site in different web browsers.

Internet Service Provider

Internet services are usually provided by companies specialised in communication
business. These companies are known as Internet Service Providers (ISPs). An
ISP offers Internet access and other related services to its customers. Examples of
ISPs in Tanzania are TTCL, Vodacom, Airtel, Tigo, Zantel, Simbanet, and Smile.

Modem

LY
A modem is a communication or network device that performs two key processes
namely modulation and demodulation. Through the modulation process,
N
the modem converts digital signals to analogy signals for transporting over a
O
telephone line. By demodulation, the modem converts analogy signals from the
SE

telephone lines to digital signals. The term modem is a blended word formed
by two words, modulation (Mo) and demodulation (Dem). In a computer,
U

information is stored in digital form. However, information is transmitted over

E

telephone lines as analogy waves. The modem, therefore, is an important network

N

device that allows computers to receive and send information over the telephone
LI

lines. See Figure 4.9.

N
O
R
FO

Figure 4.9: Example of a modem

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Hypertext Transfer Protocol

Hypertext Transfer Protocol (HTTP) is a protocol that governs the process of
transmitting information on the Web. Additionally, it gives users a way to interact
with web resources such as HTML pages by transmitting hypertext messages
between clients and servers. HTTP basically publishes and retrieves HTML
pages on the World Wide Web. The information that is transferred using HTTP
can be a plain text, an audio, a video, an image, or a hypertext. The first part of
URL contains the HTTP.

A Brief History of the Internet

The Internet was the result of some visionary thinking by people in the early
1960s. These individuals saw great potential value in allowing computers to
share information on research and development in scientific and military fields.
The Advanced Research Project Agency Network (ARPAnet) is considered the
grandfather of the modern Internet. ARPAnet was designed by the United States
Department of Defence during the Cold War II as means to connect computers

LY
between universities. The first two universities to connect their computers under
N
ARPAnet were University of California Los Angeles (UCLA) and Stanford
O
University. The connection allowed universities to exchange top secret military
information and share access to the country’s most powerful computer systems.
SE

The following are some of the major events that took place in the history of the
Internet:
U

(a) 1969: ARPANET connected computers at the University of California

E

Los Angeles (UCLA), Stanford University, University of California

N

Santa Barbara (SB), and University of Utah: 4 nodes were connected.

LI

(b) 1971: 15 nodes (23 hosts) on ARPANET.

N

 E-mail invented: a program to send messages across a distributed

O

network.
R

(c) 1973: First international connections to the ARPANET: University

FO

College of London (England) and Royal Radar Establishment

(Norway).
(d) 1977: E-mail took off; Internet became a reality; number of hosts
broke to 100.
(e) 1984: Number of hosts broke to 1,000.
(f) 1987: Number of hosts broke to 28,000.
(g) 1989: Number of hosts broke to 100,000.

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(h) The web exploded
 1994 – 3.2 million hosts and 3,000 websites
 1994 – Yahoo! launched
 1995 – 6.4 million hosts and 25,000 websites
 1997 – 19.5 million hosts and 1.2 million websites
 1997 – The web browser wars
 1998 – Google was launched
 2001 – 110 million hosts and 30 million websites
 2006 – YouTube was launched
 2015 – Microsoft Edge was launched

LY
N
O
SE
U
E
N
LI
N
O
R
FO

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Exercise 4.1
1. What is the difference between a web page and a website?

2. Define and provide an example of each of the following terms;

(a) Browser
(b) Home page
(c) Internet Protocol
3. Using the most used websites in your school or community, briefly
explain the parts of a URL.
4. Explain the meaning of Internet Service Provider (ISP) and provide an
example of ISP in your country.
5. Write the long form of each of the following abbreviations and indicate its
main function:
(a) MAC

LY
(b) HTML
(c) HTTP N
O
SE

Search Engines
Since the creation of the Internet, people have been storing and sending huge
U

amounts of information online. The challenge for Internet users is to find and
E

retrieve relevant information as quickly as possible. This requires special software

N

for doing this task, which led to the creation of search engines.
LI

Meaning of a search engine

N

A search engine is a software that is used to search for reaources on the Web based
O

on the keywords that you designate as search terms. It is a software designed to

R

seek information from the World Wide Web and File Transfer Protocol (FTP)
FO

servers. The search results are generally presented in a list of results, often
referred to as search engine result pages. Some search engines also extract data
available in databases or open directories. Search engines look through their own
databases of information in order to find what it is that you are looking for. The
search results are usually presented in a list and are commonly called hits. The
information may consist of web pages, images, and other types of files.

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Examples of search engines
Some of the commonly used search engines are:
(a) Google (www.google.com)
(b) Yahoo (www.yahoo.com)
(c) Bing (www.bing.com)
(d) Msn (www.msn.com)

Using search engines

A search engine works by sending out a spider or a crawler, which goes through
the Internet to find website addresses and the contents of websites for storage in
the search engine database. Crawlers have the ability to search a wide range of
websites at the same time, for both new and old information, and collect large
amounts of information simultaneously and as many files as possible.

Google

LY
Google is one of the most popular search engines used on the Internet. To use
Google Search Engine for searching information, open any web browser installed
N
in your computer and locate the address bar, which is at the top of the web browser
O
software as shown in Figure 4.9. Using a mouse, click the address bar field, and
SE

type http://www.google.com.
U
E
N
LI

Figure 4.9: Google address in the address bar

N
O

Press the enter key: The homepage for the Google website search engine will be
opened. The page will appear as shown in Figure 4.10.
R
FO

Figure 4.10: Google search engine homepage

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Locate the Google search field as indicated in Figure 4.11

Figure 4.11: Google search field

In the Google Search field, enter a question or a topic to be searched. For example,
make your search topic to be “ICT in Education in Tanzania”, similar to Figure
4.12.

LY
N
O
SE
U
E
N

Figure 4.12: Specifying a question or topic to be searched

LI

To use Google search to find answers to your search topic, just click on “Google
Search”: the window similar to Figure 4.13 will appear as the result of the search.
N

Several results that match the searched topic will be displayed (see Figure 4.13) .
O
R
FO

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Figure 4.13: Search results window

Clicking on a link of your choice, you will open a web page or a document,
depending on the content found during the search. Documents can be in Portable

LY
Document Format (.pdf), word document format (.doc), PowerPoint format
(.ppt), Excel format (.xls), etc.
N
O
Other search options
It is possible to search for information about a topic by navigating other Google
SE

services such as images, video, maps, books, and news. For example, we can
find the images about the searched topic by clicking on the images link. Click on
U

Images on the search engine as shown in Figure 4.14.

E
N
LI
N
O
R
FO

Figure 4.14: Searching for images

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Many images (pictures) from Google search engine will be displayed as shown
in Figure 4.15.

Figure 4.15: Images related to a searched topic

You can save the image by right clicking on the picture and selecting Save Image

LY
as option, as shown in Figure 4.16.

N
O
SE
U
E
N
LI
N
O
R

Figure 4.16: Saving the image

FO

Save your picture or image in the location where you want to save it, as shown
in Figure 4.17.

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Figure 4.17: Saving the image
N
O
Searching for videos takes the same procedure as searching for images. Figure
SE

4.18 shows the link to view videos related to a searched topic.

U
E
N
LI
N
O
R
FO

Figure 4.18: Viewing videos related ta a searched topic

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Activity 4.2: Using Google search engine

Use Google to search for information on ‘Privatisation in Tanzania’ and write
a summary of the search results.

Application of Internet
The Internet provides several services such as e-mail, e-learning, e-commerce,
newsgroups, online forums, video and teleconferencing, and social media.
Electronic mail
Electronic mail (e-mail) is an electronic communication between different people
using computers or other ICT devices such as mobile phones. Communication
through e-mail requires a person to register (sign up) on an electronic program
offered freely or through charged services by a particular website. In an e-mail
account, a person can create, save, and receive information electronically. An
example of e-mail address is [email protected].

Accessing e-mail services

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To access e-mail services, you must have an e-mail account, which is associated
with an e-mail address. There are two types of e-mail addresses: commercial
N
e-mail addresses and organisational e-mail addresses. Most commercial e-mail
O
addresses are personal e-mails.
SE

Commercial e-mail addresses: These are free e-mail addresses that are created
on commercial websites such as Yahoo, Google and Hotmail. Examples of com-
U

mercial e-mail addresses are:

E

(a) [email protected] (from Yahoo)

N

(b) [email protected] (from Gmail)

LI

(c) [email protected] (from Hotmail)

N
O

Organisational e-mail addresses: These are e-mail addresses created by a

particular organisation to facilitate communication by its staff. The following are
R

examples of organisational e-mail addresses:

FO

(a) [email protected] (from Tanzania Institute of Education - TIE),

(b) [email protected] (from the University of Dodoma - UDOM),
(c) [email protected] (from Dar es Salaam Institute of Technology -
DIT),
(d) [email protected] (from the Open University of Tanzania
- OUT),

(e) [email protected] (from Smart School).

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To create a commercial e-mail account, follow these steps:
(i) Launch a browser.
(ii) On the webpage address bar, type a web address of an e-mail service
provider which offers free e-mail services. Examples of websites which
offer free e-mail services are Yahoo, Google, and Hotmail. Suppose you
want to create a Yahoo-based e-mail address, use www.yahoo.com as
shown in Figure 4.19.

LY
N
O
Figure 4.19: Yahoo page
SE

(iii) On the Yahoo homepage, click the Mail option: a web page containing
an email dialog box will be displayed.
U

(iv) On email dialog box, click on Create an account button as shown in

E

Figure 4.20.
N
LI
N
O
R
FO

Figure 4.20: Creating a new account option

(v) Provide personal information on the form as shown in Figure 4.21, then
click Continue.

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LY
N
O
SE

Figure 4.21: Yahoo mail account registration form

Follow these steps to provide the information required for your Yahoo account:
U

(a) Fill your personal information including:

E
N

• First name and Surname

LI

• Gender
N

• Date of birth
O

• Country code
R
FO

• Phone number
(b) Type the desired e-mail ID. For example, a typical e-mail ID can be
[email protected]. If the selected ID belongs to another person, you
will be prompted to select another e-mail ID.

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(c) Type a password that you will be using to open your account, then click
Continue. You will be asked to verify your phone number. Yahoo will send
you a code. This is challenge-response test used in computing as an attempt
to ensure that the response is generated by an authentic person.
(d) Type the code as shown in Figure 4.22, then click Verify.

LY
Figure 4.22: Yahoo account verification code
(e) The message to confirm that your Yahoo e-mail has been registered will be
displayed like what is shown in Figure 4.23. N
O
SE
U
E
N
LI
N
O
R

Figure 4.23: Yahoo e-mail confirmation page

FO

(f) Click on Done option. The created e-mail account is ready and you can
access the account information. A web page may display greetings bearing
your name as shown in Figure 4.24.

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Figure 4.24: Yahoo e-mail greeting page

(g) Click the Mail option in the Inbox folder to open the message.

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(h) The home page of the account is displayed similar to the one presented in
Figure 4.25.
N
O
SE
U
E
N
LI
N
O

Figure 4.25: Yahoo mail window

R
FO

Sending an e-mail
On the e-mail account home page, click on Compose: a web page is displayed
for you to fill the e-mail address of a receiver, subject or message heading, and a
message to be sent, as illustrated in the Figure 4.26.

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Figure 4.26: Yahoo Message composing page

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Fill the required information and click the Send button: the message will be sent
to a person bearing the typed e-mail address. The descriptions of the given fields
on the e-mail composition window are given next. N
O
To Field
SE

To Field is a place to insert an e-mail address of a receiver of a message. If the

message is intended to multiple receivers, then all receivers’ e-mail addresses are
U

typed in the “To” field separated by comma.

E
N

CC Field
LI

CC Field is a place to insert an e-mail address of a receiver whom you want to

send a copy of the e-mail you have sent to another receiver. CC is a short form of
N

Carbon Copy. For instance, your class teacher can send an e-mail to congratulate
O

you following your outstanding academic performance. The class teacher may
R

decide to send a copy of that e-mail to the head of the school, the academic
FO

master, and your parents to make them aware of the congratulations note sent to
you. In this case, your e-mail address will be inserted in the “To” field while the
e-mail addresses of the head of school, academic master and your parents will
appear in the “CC” field. Through the CC field, you as a main receiver of the
e-mail, will also be aware of other receivers of your e-mail message.
BCC Field
BCC is also a place to insert the e-mail addresses of the receivers other than
the intended one. BCC is the short form of Blind Carbon Copy. It works in a

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similar way as “CC” field. Its difference with CC is that the main receiver of the
e-mail in the “To” field becomes unaware on the receivers in “BCC” field. The
“BCC” field is therefore used to confidentially send a copy of an e-mail to other
receivers.

Sign out or log out

Sign out is the process of quitting a signed-in e-mail account. It is important to
sign out to prevent unauthorised users from accessing information in your e-mail
when someone else uses the computer you have used to sign in. To sign out your
e-mail account, you need to click a link labelled Sign Out as shown in Figure
4.27.

LY
N
O
SE
U
E
N
LI
N
O

Figure 4.27: Yahoo Sign out window

R

Signing in and accessing e-mail folders

FO

If you want to access your e-mail, you must first sign in. In general, the term sign
in means making record of arrival at a place such as hotel, office, or workstation,
done by writing in a special book. In e-mails, sign in means the process of getting
into your e-mail account for the purpose of sending new messages or reading
incoming messages. To read an e-mail, you must be signed into an e-mail account
by launching a web browser and typing the URL (http://mail.yahoo.com for Yahoo
mail, or http://mail.google.com for Gmail account). For example, in Yahoo mail,
once you type that URL, the web page opens. Sign in is done by filling in the

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username on the sign in form (see Figure 4.28), and then clicking Next.

LY
N
O
Figure 4.28: Specifying username for Yahoo mail sig in
SE

To finish sign in, type a password in a specified place as shown in Figure 4.29.
U
E
N
LI
N
O
R
FO

Figure 4.29: Yahoo mail page for entering password

Click Next to open the account as shown in Figure 4.30. Click on Inbox folder
to see the messages in the account.

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Figure 4.30: Accessing Yahoo mail

In the Inbox folder, a list of unread messages is shown in bold. The latest message
in Figure 4.30 is from Yahoo, and its subject is “Welcome to email that gets you
Get ready to”.

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NOTE: In addition to the Inbox, other folders displayed on left hand side of
N
your web browser are such as unread, starred, sent, spam, archive, and trash. The
O
descriptions of some of these folders are given next.
SE

(a) Sent: A folder containing messages that have been sent from your
account.
U

(b) Draft: A folder containing messages that are written but not sent.
(c) Spam: A folder containing messages received from suspicious
E

sources.
N
LI

Reading an e-mail message

N

To read an e-mail message, open the inbox folder, then click the subject of the
O

message you want to read. For example, to read a new message from Yahoo (see
R

Figure 4.30), click on its subject to open it. If the message contains an attachment
FO

as in Figure 4.31, you can download it and either open or save it.

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Figure 4.31: e-mail with attachments

The attached files (Figure 4.31 ) are in word and PDF formats. To download a
specific file, click on it; or you can click on ‘download all’ and a page similar to

LY
the one shown in Figure 4.32 will be displayed.

N
O
SE
U
E
N
LI
N

Figure 4.32: Attachment opening dialog box

O

Click on Save: a page that shows different locations where the file can be saved
R

will be opened. Select a location such as Desktop then Click Save: the file will
FO

be saved on the Desktop.

NOTE: After reading the e-mail message, you can delete the message, print,
reply, or forward it to other recipients. For example, to forward the
message, click on be Forward button that appears above the message
and the Compose Message page will appear for you to fill the details as
in the procedure for sending an e-mail.
To reply to the e-mail message, just open that particular e-mail, then click on

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the Reply button. The compose e-mail window will appear, but this time the
recipient’s address and the subject will already be there.

Sending an e-mail message with an attachment

Sign in to your e-mail account. Click on Compose message: a window
will appear as in Figure 4.33.

LY
N
O
SE

Figure 4.33: Compose message

U

Enter in the To field the e-mail address of the recipient of the e-mail. Write the
E

heading of your e-mail in the Subject field (see Figure 4.34).

N
LI
N
O
R
FO

Figure 4.34: Composing an e-mail message with attachment

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Click on Attach File icon to attach a file as shown in Figure 4.34: the
computer gives an option to choose the location where you can find the file you
want to attach. In this case, the options are Desktop, Downloads, Recent places,
or other locations in your computer. Click on the Desktop folder: the dialog box
will be opened as in Figure 4.35.

LY
N
O
SE

Figure 4.35: Window for selecting files

U

When you click on Desktop, all folders and files stored in the Desktop folder
E

will appear. Select the file names, then click the Open button (see Figure 4.36)
N

to attach the file.

LI
N
O
R
FO

Figure 4.36: Confirming email attachments

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When a file is successfully attached, it will be seen as in Figure 4.37.

LY
Figure 4.37: Mail window showing attached file

N
The attached file can be seen in terms of its size, and file extension. For Yahoo
O
mail, the maximum file size to be attached should not exceed 25MB. Other email
SE

applications might have different maximum file sizes. If you want to attach
another file, you may click on the Attach More button as seen in Figure 4.38.
U

Complete the task by clicking Send. The message will be sent and the feedback
E

report will be displayed.

N
LI
N
O
R
FO

Figure 4.38: Button for attaching more files

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Advantages of e-mail services
Some of the advantages of e-mail services are as follows:
(a) Easy to use: It is very easy to send e-mails and manage your
contacts.
(b) Tool for interaction: You can send e-mail messages instantly to
any person in the world.
(c) Cost effective: Though you pay for internet connection, the benefits
beat the cost.
(d) Reliable: It is reliable because you are, often, assured that the e-mail
will be delivered to the recipient address.
(e) Message length: It is easier to send much longer messages with
e-mail than with Short Message Service (SMS).
(f) Attachment: It allows a user to send different attachments such as
text, picture, and video.
(g) Easy to reference: It is easy to make reference to the previous
e-mail.

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(h) Wide access: With the increased availability of Internet on mobile
phones, e-mail is becoming accessible to most parts of the country
and the world. N
O
(i) Neatness: Using e-mail allows to format the message based on your
own preferences.
SE

Disadvantages of e-mail services

U

The following are some of disadvantages of using e-mail services:

E

(a) Lack of personal touch: Some things, like expression of emotion

N

are best left untyped.

LI

(b) Literacy: It needs a user to be computer literate.

N

(c) Size of attachment:The attachments can only be sent in limited

O

size.
(d) Spam: An e-mail can be abused to send unwanted messages or
R

advertisements. These messages are called spams. It wastes time to

FO

remove spam messages from your e-mail.

(e) Viruses: Viruses are computer programs that can seriously affect
your computer system. If you want to be comfortable using e-mail,
you need to know how to deal with these threats.
(f) Hacking: Before an e-mail is delivered to the receiver, it passes
through many servers located on different parts of the world. As
such, it might be read by a hacker before reaching the intended
receiver.

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Activity 4.3: Creating an e-mail
Create an e-mail account in Gmail. Follow the steps of sending an e-mail
message, to compose and send an e-mail message to your friend to inform her/
him about your progress in learning ICS subject. Attach any word document
you have prepared as an evidence.

Electronic Learning (e-Learning)

The development of the Internet has led to the creation of several Internet-based
products and services. One area which has taken advantage of the presence of the
Internet is the learning process. Technology has facilitated Internet based learning
known as e-learning. E-learning refers to using electronic technologies to present
and access educational materials outside a physical classroom. Delivering
educational contents through a DVD, CD-ROM, mobile phones, online classes,
video tape, radio, or over a television channel is an example of e-Learning.

E-learning can take a form of distance education, which enables students to learn

LY
at their own pace, time, and convenience using Learning Management Systems
(LMS) such as Moodle. Distance education can be facilitated by computers or
N
mobile devices connected to the Internet. The delivery of contents is consistent
O
and can be easily repeated if needed.
SE

Advantages of e-Learning
U

The following are some advantages of e-Learning:

(a) You can have your own learning schedule and your own pace.
E

(b) You can learn at your place without going to the physical school or
N

class.
LI

(c) It saves cost of transport for both learners and education providers.
N

(e) It can be used to support blended learning i.e., combining face to

O

face and online learning.

R

Disadvantages of e-Learning
FO

The following are some disadvantages of e-Learning:

(a) It minimises social interaction between students and teachers.
(b) Internet connection may be required to access some resources, and
Internet can be expensive.
(c) It requires self-motivation as unmotivated student may waste time
on other entertaining sites.

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Electronic Commerce
The development of the Internet has also led to the development of online
business transactions, which is termed as electronic commerce (e-commerce).
This has significantly changed the way we do business. E-commerce is a term
used to describe a business or commercial transaction that involves the transfer
of business information across the Internet. It can be a consumer-based retail
site, an auction, a music site, or a business exchange. E-commerce allows
consumers to electronically exchange goods and services with no barriers of time
or distance. When implemented properly, e-commerce is often faster, cheaper
and more convenient than traditional business methods. E-commerce is used
in various business scales such as retail sale, wholesale, and manufacturing.
Examples of e-commerce fora in the world are such as Jumia, Kupatana,
Amazon, KiKUU, eBay, BE FORWARD, and Alibaba online shopping. Some of
the common applications of e-commerce are described in subsequent sections.

LY
Online Marketing
In marketing, e-commerce is used to collect data about customer behaviours,
N
preferences, needs, and buying patterns. This is possible through web and
O
e-commerce software. Web and e-commerce software help in marketing
and purchasing activities such as price fixing, negotiation, product features
SE

enhancement, customer relationship, purchase, and customer support.

E-commerce also includes advertising products through other sites and software
U

such as Google ads or ads in YouTube videos.

E
N

Online Auctions
LI

In some cases, e-commerce is practiced by direct selling of goods and services

N

among customers. E-commerce also supports bidding in online auction. Bidding

O

is a part of an auction that allows prospective buyers to offer a price for an

R

item. For example, in eBay, customers are given an opportunity to quote online
FO

the prices for commodities. A person who quotes higher than others is given an
opportunity to pay for the commodity. Then the goods are sent to him/her via
a courier services such as Post Cargo, EMS, or DHL. In some cases, auctions
take place online, but there is an option to physically collect the goods, e.g., the
Tanzania Revenue Authority (TRA) online auction.

Finance
One application of e-commerce in finance is Electronic Banking (e-banking).

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Customers can check balances of their savings and loan accounts, transfer money,
and pay their bills through e-banking. Examples of e-banking services are such
as CRDB SimBanking, NMB Mkononi, and NBC Kiganjani. These e-banking
services are also complemented by widerspread mobile money services such as
Airtel Money, M-Pesa, Tigo-Pesa, T-Pesa, Halotel Money, and EasyPesa. Another
application of e-commerce is online stock trading. An example of online stock
trading is Dar es Salaam Stock Exchange (DSE) that also operates electronically.

Manufacturing
E-commerce is used in the supply chain operations of companies. Some companies
form an electronic exchange by providing both bought and sold goods, trade
market information, and run back-office information such as inventory control.
This speeds up the flow of raw material and finished goods.

Online forums
These are online services where people contribute to written discussion about a

LY
particular subject. To participate in the discussion forum, a person is sometimes
required to subscribe using an e-mail address. Examples of online forums include
N
Google Answers, Quora, and Slide Share. Online forums can be used for both
O
academic and social purposes.
SE

Video and teleconferencing

U

Video and teleconferencing enables conversation between people separated

by physical barriers through a web-based system that facilitates things such as
E

family interaction, business meetings, and learning activities. Examples of video

N

conferencing tools are Zoom, Google Meet, Cisco WebEx, and Skype.
LI
N

Social media
O

These are applications that facilitate instant social sharing of ideas and information.
R

Users engage with social media through web-based software accessible via
FO

devices such as computers, smartphones, and tablets. Social media allow user-
generated contents and personalised profiles. Examples of social media are
Facebook, WhatsApp, Telegram, Instagram, and Twitter.

Advantages of using the Internet

Internet is one of the best inventions for information dissemination and it has
brought huge impact in our lives. It has become the best platform to share and get
knowledge about almost anything across the world. As presented in this chapter,

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we can summarise some advantages of using the Internet as follows:
(a) Source of information: Internet helps searching different new information
for learning, business, leisure, etc.
(b) Source of entertainment: Among other things, through the use of
Internet, you can download and play online games as well as watch and
listen to online music and video.
(c) Online shopping: Internet enables shopping online as there are many
online stores and sites in and outside the country that can be accessed for
this purpose.
(d) Communication: The Internet gives you a chance to widen communication
and relationship through e-mails, chat rooms, and messaging tools such
as Skype, WhatsApp, Telegram, and Facebook.
(e) Promoting business: The Internet offers best and cheapest way to
promote businesses or products through platforms such as Instagram,
individual websites, and organisational websites.
(f) Online learning: The internet has enabled learning from wherever you

LY
are due to online classrooms and via platforms such as Zoom, Google
meet and Microsoft teams, a well as Virtual labs such as iLab and Phet
simulations. N
O
(g) Telemedicine: Internet enables medical professionals to care for patients
SE

remotely from wherever they are in the world. This includes offering
specialised services such as heart surgery.
U

(h) E-services: Internet enables government and private institutions to

E

provide various services electronically. Such services include payment of

N

utility bills, appliction for business licences, payment of tuition fees, and
LI

purchasing tickets.
N

Negative effects of the Internet

O

Although there are positive impacts of using the Internet, the following are some
R

of its negative impacts:

(a) Internet addiction: Internet can make some people so much
FO

addicted to it that they are online all the time, mainly on social
media. This can disturb a person’s way of living, professional and
learning activities, thus reducing their productivity and efficiency.
(b) Cybercrime: Internet is open to everyone. Some people may use
it to perform online crimes (Cybercrimes). This involves illegal
practices such as hacking systems, cracking programs, spreading
computer viruses, or even intercepting credit card or bank details
for theft purpose.

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Measures to deter negative effects of using the Internet
Some measures can be taken to reduce negative effects of the Internet:
(a) Use of antivirus.
(b) Use of strong passwords.
(c) Keeping your software updated.
(d) Managing your social media settings .
(e) Strengthening your home network.
(f) Provide awareness to children about safe use of the Internet.
(g) Keep up-to-date on major security breaches.
(h) Having in place policies and acts to reduce the negative effects of
Internet e.g., the Tanzania Cybercrimes Act 2015.

Activity 4.4: Studing the effects of the Internet on moral decay

Using online resources from different websites, write a short essay on the effects
of the Internet on moral decay, and how they can be resolved in your society.

LY
N
O
Exercise 4.2
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Review Questions
1. Define the term Internet.
U

2. Explain common features of web browsers.

E
N

3. How can the Internet enhance and promote learning?

LI

4. How can you use the Internet to enrich your presentations?

N

5. The best user of Internet services is the one who considers it as a time
O

saver rather than a time waster. Discuss.

R

6. Suppose the National Examinations Council of Tanzania (NECTA)

displayed 2020 National Form Four Examination Results, and you needed
FO

to access the information on the Internet. How would you go about it?
7. What is the difference between IP address and MAC address?
8. List any three services provided on the Internet and their importance.
9.  our head of school wishes to be connected to the Internet. He/she already
Y
has a Personal Computer (PC), a printer, and access to a telephone line.
However, he/she understands that a modem is needed. State why a modem
is required to connect him/her to the Internet.

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10. Suggest any four application areas in which you would expect a
supermarket retail manager to use the Internet.
11. What is a website? Provide three examples of websites and their
usefulness.
12. (a) What is meant by the term e-learning?
(b) Explain the importance of e-learning.
(c) List three challenges that are likely to be encountered in
e-learning.
13. (a) What is a network protocol?
(b) Explain the importance of network protocols in computer
networks.
14. (a) E
 xplain the meaning of the following concepts as used in

LY
Internet:
(i) Internet Service Provider (ISP) N
O
(ii) Web pages
SE

(iii) Web browsers

U

(iv) Hyperlink
E

(b)  ame three examples of Internet Service Providers in Tanzania

N
N

and their contribution to the social-economic development of the

LI

country.
N

15. Briefly describe four advantages of using the Internet to

O

disseminate information compared to conventional methods.

R

16. In the following e-mail address, identify the parts labelled as A, B,
FO

C, and D.
[email protected]
A B C D
17. A file in a school website can be accessed via the following URL:
http://www.tambaza.ac.tz/results/form_2_results.pdf. Briefly
explain the parts of this address.

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18. Provide an example of institutions whose e-mail addresses end with the
following extensions:
(a) .org
(b) .edu
(c) .com
(d) .net
(e) .mil
(f) .gov
(g) .go
(h) .tz
19. Discuss four advantages and two disadvantages that electronic mails
have over postal mails.
20. (a) What is a search engine?
(b) Explain the importance of a search engine in education.
(c) Give four examples of search engines you know, including one that

LY
is commonly used in your school or community.
(d) State two ways that search engines use to locate web pages.
N
21. List two advantages of using hyperlinks when browsing the Internet.
O
22. Give two advantages and two disadvantages of information obtained
SE

from the Internet.

U
E
N
LI
N
O
R
FO

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