ST

ST.PAULS LUBINU BOYS HIGH SCHOOL

LESSON NOTES
Computer studies
FORM TWO
Chapter ONE: Word Processors…………………………….. pg. 1 - 13

Chapter two: Spreadsheets ………………………………….. pg. 14 - 23

Chapter three: Databases ……………….………………………. pg. 24 – 29

CHAPTER FOUR Desktop Publishing (DTP) ………….. pg. 30 – 38

CHAPTER FIVE Internet and E-mail ………………………… pg. 39 – 45

CHAPTER SIX Security Threats and Controls…… pg. 46 - 48

ZAKAYO O DOBSON
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 g) Word wrap – the feature that automatically moves a word or cursor to the
WORD PROCESSING beginning of the next line if it does not fit at the end of the current line.
h) Help – contains instructions, tips, pointers, explanations and guidance.
DEFINITION i) Editing modes – the Insert and type over modes are used to insert and replace
A word processor is an application software that enables a user to create, save, edit, characters in a document respectively.
format and print text documents.
Word processing is the act of using an electronic word processor to create, save, edit, PURPOSE OF WORD PROCESSING
format and print text documents. 1. Writing letters.
ADVANTAGES OF ELECTRONIC WORD PROCESSORS 2. Writing reports.
1. A document can be stored for future use unlike in typewriting where the same 3. Writing projects.
document may require retyping if required in future. 4. Writing books.
2. It creates a paperless document processing environment. 5. Writing essays.
3. Typing using a word processor is easier and more efficient due to automated 6. Writing memos.
features such as word wrap, auto text, autocorrect and autocomplete. 7. Writing curriculum vitae etc.
4. Word processors have superior document formatting features like underlining,
boldfacing, italicization, font colours etc. EXAMPLES OF WORD PROCESSORS
5. Most word processors have superior editing tools such as thesaurus, autocorrect, 1. Microsoft Word.
spelling and grammar checkers which help the user to easily correct grammar 2. WordStar.
and spelling mistakes. 3. Lotus WordPro.
6. Electronic word processors provide predefined features for generating headers, 4. WordPerfect.
footers, indexes, footnotes and references. 5. AmiPro.
7. Most word processors have the ability to create and import tables, text and 6. PC-Write.
graphics from other programs. 7. Apple Works.
8. They allow multiple copy printing unlike typewriters. 8. OpenOffice Writer.
9. They allow document security by protecting a document against unauthorized
access and modification by use of passwords. FACTORS TO CONSIDER WHEN CHOOSING A WORD PROCESSOR
1. Type of operating system.
BASIC FEATURES OF WORD PROCESSORS 2. Its user friendliness i.e. ease of use.
1. They allow the user to create, save, open, edit, format and print documents. 3. It’s formatting and editing features. They should be good and varied.
2. They have editing tools such as spelling checker, thesaurus and autocorrect
features. CREATING DOCUMENTS USING A WORD PROCESSOR
3. They provide predefined features for generating headers, footers, indexes, STARTING MICROSOFT WORD
footnotes and references. 1. Click on start menu.
4. They can be used to import tables, text and graphical objects from other 2. Point to programs/All programs.
programs. 3. Point to Microsoft office 2003.
5. They have common application windows with the following features: 4. Click Microsoft office word 2003.
a) Title bar – it displays the title of the currently running application, title of the
current file, minimize, maximize/restore, and close buttons.
b) Menu bar – provides the user with groups of menu options from which
commands can be selected.
c) Toolbars – consist of buttons of commands (icons) that provide shortcuts to
commands available in the menu bar. The two default toolbars are the standard
and formatting toolbars.
d) Document window – a paper-like electronic area where a document is crated.
e) Status bar – an interactive bar between the user and the application program. It
provides the user with current status information such as saving operation, the
name of the file in use, the current page, horizontal line and cursor position.
f) Scrolling – vertical or horizontal movement of text on the screen.
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MS WORD SCREEN LAYOUT 12. CLOSE BUTTON
PARTS OF A WINDOW Exits the application window.
1. TITLE BAR
13. TASK PANE
Displays the title of the currently running application or task, the minimize
Automatically displayed on the right side of the window. It contains shortcuts to
button, restore/maximize button and the close button.
commonly performed tasks such as opening recently used documents.
HIDING AND DISPLAYING TOOLBARS
1. Click the View menu option.
2. Position the pointer on Toolbars.
2. MENU BAR
3. Click the type of toolbar required to select it.
Provides a drop down list of commands that one can use to perform a task.
CREATING A WORD DOCUMENT
1. CREATING A DOCUMENT ON A BLANK WINDOW
Once you launch word, a blank document window is displayed, otherwise,
3. STANDARD TOOLBAR a. Select File from the menu bar.
Contains shortcut buttons for commands used to carry out common tasks like b. Select New.
launching a new document window, opening a file, saving etc. c. Click Blank document
d. Click OK or
Press Ctrl + N or
4. FORMATTING TOOLBAR Click the New blank document icon on the standard toolbar.
Contains shortcut commands used to carry out common format tasks like font, 2. CREATING A DOCUMENT BASED ON A TEMPLATE
font size, bolding, alignment, bullets and numbering, font colour etc. You may want to create a professional or elegant document such as resume, fax,
letters, memos or reports based on existing Word templates.
a. Select File from the menu bar.
b. Select New.
5. RULERS c. On the task pane displayed on the right, under Templates, click on My
Used to set tab stops, index paragraphs, adjust column widths and change page Computer.
margins. d. On the templates dialog box, click on the tab that contains a template you
6. STATUS BAR wish to use.
Displays information about the program currently running. e. Select a template from templates window.
f. Replace the general content with your own content.
SAVING A DOCUMENT
7. WORK AREA Save as allows a user to save anew document and give it a name and specifying
The area where you can enter text or graphical objects. the storage location. Once you save the document, you subsequently use Save to
save changes made to the document.
8. SCROLL BARS SAVING A DOCUMENT FOR THE FIRST TIME
Allow the user to ‘pan’ the windows up and down, left and right to show 1. Click File menu.
information that does not fit in the window. 2. Click Save As command.
3. In the file name box, type a unique name for the document.
9. MINIMIZE BUTTON 4. Select a location or drive you want to save in.
Reduces a window to become a button on the task bar. 5. To save the file in a different format, click the down arrow on the right of
Save as type list box and choose a file type.
10. MAXIMIZE BUTTON 6. Click Save button.
Stretches a window to cover the entire screen. SAVING A FILE FOR THE SUBSEQUENT TIMES
11. RESTORE BUTTON 1. Press CTRL + S or
Reduces the size of the window to allow further resizing and moving of the 2. Click the save icon on the standard toolbar or
window. 3. Click file menu then save command.
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 EDITING A DOCUMENT
PROTECTING A DOCUMENT WITH A PASSWORD Editing refers to making necessary changes to an existing document.
A password is a combination of characters that prevents other users from opening Apart from manual editing using delete, insert and overtype commands, Ms
and /or changing a document without permission. Word provides the user with inbuilt tools such as:
To save a document with a password: a) Spelling and grammar checker.
1. Create or open the document you want to protect. b) Thesaurus.
2. On the file menu, choose save as. c) Undo.
3. Click the down arrow on the Tools button in the save as dialog box. d) Redo.
4. Click security options. e) Find and replace etc.
5. Type in a password in the password to open.
6. Retype the password. BLOCK OPERATIONS
7. To protect against modification, type in the password to modify text box, and HIGHLIGHTING A BLOCK OF TEXT
then click OK. Or Selecting or highlighting text enables the user to manipulate the selected block
of text.
1. Click on Tools menu.
2. Click on options command. SELECTING WITH MOUSE
3. Select security tab. 1. To select a word, double click the word.
4. Type in a password in the password to open. 2. To select an entire line, click the left side of the line.
5. Retype the password. 3. To select a paragraph, triple click the paragraph or drag over the text with
6. To protect against modification, type in the password to modify text box, and the mouse.
then click OK. SELECTING WITH KEYBOARD
NB: Password is case sensitive. Always note the combinations of characters used. 1. Ctrl + A – selects the entire document.
2. Shift + right arrow key – selects a character at a time to the right.
CLOSING THE CURRENT DOCUMENT 3. Shift + left arrow key – selects a character at a time to the left.
Closing a document means unloading the current active document from memory so 4. Shift + Ctrl + right arrow key – selects a word at a time to the right.
that the user can create or open another without necessarily exiting from Word. 5. Shift + Ctrl + left arrow key – selects a word at a time to the left.
1. On file menu, click close. Alternatively press Ctrl + F4 6. Shift + Ctrl + down arrow key – selects a line at a time to the downwards.
2. Save document changes if prompted. 7. Shift + Ctrl + up arrow key – selects a line at a time to the upwards.
8. Shift + end key – selects to the end of the line.
OPENING AN EXISTING DOCUMENT
9. Shift + home key – selects to the beginning of the line.
1. On the file menu, click Open command or on the standard toolbar, click the
10. Shift + Ctrl + End key – selects to the end of the document.
open button. Alternatively, press Ctrl + O on the keyboard.
11. Shift + Ctrl + Home key – selects to the beginning of the document.
2. Select a drive or folder where the file is saved.
12. Hold Alt key while dragging with the mouse downwards to select vertical
3. In the file name box, type or select the name of the document you want to open.
text.
4. If the document is in another format supported by word, select the file format in
13. Shift + Page down or page up to select an entire page at a time either
the Files of type list.
upwards or downwards.
5. Click the open button.
You can also open a file from a recently used file list on the file menu. TYPING MODES
To configure the list of recently used documents, 1. Insert mode: when text is inserted between words or characters, it pushes
1. Click Tools menu. the existing text to the right as you type.
2. Click options command. 2. Typeover mode: known as overtype or writeover. When text is typed
3. On the general tab, select the recently used file list check box. between existing words or characters, the new text automatically replaces
4. Specify the entries. the characters on the right of the insertion pointer as you type.
5. Click OK.
NB: to switch between typeover and insert mode, press the insert key on the
EXITING FROM WORD keyboard or double click the OVR label on the status bar.
1. Save changes to your document.
2. Click file menu.
3. Click Exit command. Or press Alt + F4.

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DELETING TEXT
1. Delete key erases a character at a time from left to right. You can also use mouse by
2. Backspace key deletes a character at time from right to left. 1. Right clicking on the selected text/object.
3. Ctrl + Del key deletes a word at a time to the right. 2. Choose cut command.
4. Ctrl + backspace key deletes a word at a time to the left. 3. Right click a new location.
5. Press del key to delete a block of selected text. 4. Choose paste command.
NB: you can also drag while holding down the left mouse button then chose
RESTORING DELETED TEXT move here command.
1. Click edit menu.
2. Click undo command. Or FIND AND REPLACE
To search for a particular word in a document, use the find feature which
1. Press Ctrl + Z on the keyboard. Or automatically locates the word. To replace a word, use the replace option.
1. Click the undo button on the toolbar.
To find and replace a word or phrase:
COPYING AND MOVING TEXT AND OBJECTS 1. On the edit menu, click Find or Replace.
Copying means creating a duplicate of text or an object, while moving means 2. Click the replace tab.
changing the position of text or an object in a document. 3. In the find what box, type a word or phrase to find.
4. In the replace with box, type the word or phrase to replace the target word
To copy a block of text: or phrase.
1. Highlight the text. 5. Use the buttons Replace, Replace All or Find next to navigate through the
2. Click edit menu, then copy command or simply click the copy button on the search replace process.
standard toolbar.
3. Position the insertion point where you want to copy the text. NB: You can use the keyboard shortcut Ctrl+F to find.
4. Click edit menu then paste or simply click the paste button on the standard
toolbar.
NB: you can use keyboard shortcuts as follows:
1. Ctrl + C to copy.
2. Ctrl + V to paste.
You can also use mouse by
1. Right clicking on the selected text/object.
2. Choose copy command.
3. Right click a new location.
4. Choose paste command.
NB: you can also drag while holding down the right mouse button then chose copy
here command. Find and replace dialog box.

To move text and objects

1. Highlight the text.
2. Click edit menu, then cut command or simply click the cut button on the
standard toolbar.
3. Position the insertion point where you want to move the text.
4. Click edit menu then paste or simply click the paste button on the standard
toolbar.

NB: You can use keyboard shortcuts as follows:

1. Ctrl + X to cut.
2. Ctrl + V to paste.
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SEARCH OPTIONS Click Replace All button to replace all the occurrences of the word in the document
You can specify search options by clicking the more button to display the as at once.
follows:
PROOFREADING
Refers to checking whether the document has typographical or grammatical errors.
PROOFREADING TOOLS
1. Spelling and grammar checker.
2. Thesaurus.
3. Autocomplete.
4. Autocorrect.
5. Undo & redo.

1. SPELLING AND GRAMMAR CHECKER

An inbuilt tool that helps the user to correct spelling errors and incorrect grammar
structures. To check the accuracy of spelling and grammar:
a) Click tools menu option.
b) Click spelling and grammar command.
c) Words that do not match in the custom dictionary are highlighted for correction.
d) You can also press F7 key for spelling and grammar checker dialog box or click
1. Match case: this identifies only text that matches in case with that in the find the spelling and grammar icon on the standard toolbar:
what box e.g. it will not find the word SENIOR if you typed Senior and selected
the match case option.
2. Find whole words only: searches for a word or phrase that is whole. If it is part
of another word it will not be found.
3. Use wild cards: wild cards are special symbols such as * and ? that are used to
represent a set of words with certain characters in common e.g. names like Jeff,
Joe, Jane can be represented using a wild card as J* which means all names
starting with J.
4. Like: searches for words which are similar in pronunciation e.g. fare and fair.
Replace command
Click edit menu then replace command.
The dialog box below appears.

Spelling and grammar checker.

e) either choose one of the following:

i) Change: to correct only the highlighted incorrect word.
ii) Change All: to correct all the occurrences of the misspelled word.
iii) Ignore: to retain the highlighted word and continue.
Type the name you want to replace in the Find what box and one that will replace it iv) Ignore All: to retain all the occurrences of the same word or phrase in
in the Replace with box. the document.
Click the Find Next button to find the next occurrence of the word then click Replace v) Add: to add the word into the custom dictionary.
button to replace it. f) You cal also right click on a misspelled word to correct the spelling or
grammar error.
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 f) Superscript and subscript: raising and lowering characters above or below
2. THESAURUS the rest respectively.
An editing tool that helps the user find words or phrases with similar meaning g) Change case: switches between different cases i.e. lower, upper, sentence,
(synonyms) or opposite meaning (antonyms) to the one selected. To use the title and toggle case.
Thesaurus:
i) Select a word or phrase. You can format text using the format menu, formatting toolbar or the keyboard.
ii) Click tools, and then point to language. Some of the keyboard shortcuts are:
iii) Click thesaurus to display the task pane. a) Ctrl+B for bold.
iv) Choose an alternative word or phrase you intend to use as replacement for the b) Ctrl+I for italics.
selected text. c) Ctrl+U for underline.
v) To replace a word or phrase with an antonym, select the word or phrase d) Ctrl+] to increase font size.
enclosed in brackets. e) Ctrl+[ to reduce font size.
vi) From the drop down list, click insert. f) Shift+Ctrl+> to increase font size.
g) Shift+Ctrl+< to decrease font size.
3. AUTOCOMPLETE AND AUTOTEXT h) Shift+F3 to switch between different cases.
The autocomplete feature displays a complete word when the user types the first few
characters of the word. To accept the suggestion, simply press the enter key. CHANGE CASE:
When typing text, there are a number of cases the user may intend to apply in
To use auto text, click insert menu, auto text command, point on an option of your order to create contrast within the text:
choice then click on the text. a) Sentence case: all the first characters in a sentence are in uppercase
(capitalized).
To turn autocomplete on/off: b) Lowercase: all characters appear in lowercase.
i) Click insert menu and point to Autotext. c) Uppercase: all characters appear in uppercase.
ii) Click Autotext. d) Title case: all the first characters of each word in a sentence appear in
iii) Select or clear the Show Autocomplete tip for Autotext and dates check box. uppercase.
iv) Type in text in the Enter AutoText entries here then click Add. e) Toggle case: it changes uppercases to lowercases and vice versa.
v) Click Close.
To change case of an existing txt:
4. UNDO AND REDO a) Highlight the text.
Undo reverses the most recently executed command while redo reverts back to the b) On the format menu, click change case.
cancelled action. c) In change case dialog box, select the case type to be applied.
To undo or redo: d) Click Ok.
i) Click edit menu.
ii) Click undo or redo commands. Or
iii) Press Ctrl+Z to undo and Ctrl+Y to redo.

FORMATTING WORD DOCUMENTS

Formatting refers to enhancing the appearance of a document by applying various
styles or features to make the document more appealing to the eye (presentable).
You can format text, paragraphs, pages or the entire document.

1. TEXT FORMATTING
Refers to features such as:
a) Changing fonts (type, style and size of characters). Change case dialog box.
b) Font colour.
c) Underlining: placing a line at the base or bottom of a word or phrase.
d) Bolding: makes text appear darker than the rest..
e) Italicizing: makes text slant forwards..

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SUPERSCRIPT AND SUBSCRIPT C. CENTER ALIGNMENT
A superscript appears just above the rest of the characters as in cm2 and 20th while a The lines of text are centered unevenly between the left and right margins.
subscript appears just below other characters as in H2O. To center:
To make text superscript or subscript: a) Highlight the paragraph.
a) Highlight the character(s). b) On the Format menu, select paragraph.
b) On the format menu, click font. c) Select Left from the list box.
c) In the font dialog box, select superscript or subscript. d) Click OK OR
d) Click OK. e) Highlight the paragraph.
f) On the formatting toolbar, click Align left button OR press Ctrl+L on the
2. PARAGRAPH FORMATTING keyboard.
A paragraph is a separate block of text dealing with a single theme and starting on a
new line or indent. Some of the paragraph formatting features include: D. JUSTIFICATION
a) Alignment. Lines of text are arranged evenly along the left and right margin.
b) Drop cap. To justify a paragraph:
c) Indenting a) Highlight the paragraph.
d) Setting tabs. b) On the Format menu, select paragraph.
e) Line spacing. c) Select Justification from the list box.
f) Bullets and Numbering. d) Click OK OR
e) Highlight the paragraph.
ALIGNMENT
f) On the formatting toolbar, click Justify button OR press Ctrl+J on the
This is the arrangement of text relative to the left margin, centre of page or the right
keyboard.
margin.
E. DISTRIBUTED
TYPES OF ALIGNMENTS A distributed or force justified paragraph is force justified evenly along the left and
A. LEFT ALIGNMENT right margin even if a line has only one word.
Lines of text are lined up evenly along the left margin but unevenly at the right To justify a paragraph:
margin. a) Highlight the paragraph.
To align left: b) On the Format menu, select paragraph.
a) Highlight the paragraph. c) Select Distributed from the list box.
b) On the Format menu, select paragraph.
c) Select Left from the list box. DROP CAP
d) Click OK OR It is a large dropped initial capital letter in a word or sentence.
a) Highlight the paragraph. To apply drop cap:
b) On the formatting toolbar, click Align left button OR press Ctrl+L on the a) Highlight the first character in the paragraph.
keyboard. b) On the format menu, click Drop Cap.
c) In the drop cap dialog box, click Dropped or In Margin.
B. RIGHT ALIGNMENT d) Select font in case you wish to apply a certain font to the dropped capital
Lines of text are lined up evenly along the right margin but unevenly at the left e) Specify the number of lines to drop then click OK.
margin.
To align right:
a) Highlight the paragraph.
b) On the Format menu, select paragraph.
c) Select Right from the list box.
d) Click OK OR
e) Highlight the paragraph.
f) On the formatting toolbar, click Align Right button OR press Ctrl+R on the
keyboard.
Drop Cap dialog box.

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INDENTING PARAGRAPHS To set the tab using the ruler:
Indentation refers to moving the text away from the margin. a) Click on the tab button to choose the required tab type.
b) Set the tab stop by clicking where you want it to be on the ruler.
TYPES OF INDENTS c) Drag the tab stop.
A. FIRST LINE INDENT
The first line is indent while the other lines are left along the left margin.
TABLE EXPLAINING EACH TAB BUTTON
To apply first line indent: Button Name Purpose
a) Select the paragraph to be indented. Left tab Text is aligned to the left
b) On Format menu, click Paragraph.  Centre tab Text is centered
c) In the Paragraph properties dialog box, click the down arrow in the list box Bar tab Insets a vertical line at tab stop and align text to the
under Special and select First line. right of the line.
d) Specify by how far the paragraph is to be indented from the margin in “By” text  Decimal tab Text is aligned at decimal character.
box.  Right tab Text is aligned to the right.
e) Click OK to apply the indent and close the dialog box.
LINE SPACING
Refers to the vertical distance between lines of text in a document.
B. HANGING INDENT
The available line spacing are:
The whole paragraph is indent except the first line.
a) Single line spacing. (Ctrl+1)
To apply hanging indent:
b) 1.5 line spacing. (Ctrl+5)
a) Select the paragraph to be indented.
c) Double line spacing. (Ctrl+2)
b) On Format menu, click Paragraph.
d) At least line spacing.
c) In the Paragraph properties dialog box, click the down arrow in the list box
e) Exact line spacing.
under Special and select Hanging.
f) Multiple line spacing.
d) Specify by how far the paragraph is to be indented from the margin in “By” text
box. To change line spacing:
e) Click OK to apply the indent and close the dialog box. a) Highlight the text.
b) On Format menu, click Paragraph.
C. FULL INDENT c) Click the down arrow from the Line Spacing list box and select the spacing
The whole paragraph is indented. required e.g. double, single etc.
To apply full indent: d) Click OK to effect the changes.
a) Select the paragraph to be indented or position the cursor anywhere in the BULLETS AND NUMBERING
paragraph. Bullets and numbering are used to create ordered lists i.e. to mark steps in a
b) From the formatting toolbar, click the Increase or Decrease indent button. procedure or items in a list.
To add bullets or numbers:
SETTING TABS a) Highlight the text.
Tab stops refer to constant intervals for an insertion pointer when the tab key is b) On the Format menu, click Bullets and Numbering.
pressed. c) In the dialog box, click Bulleted, Numbered or Outline Numbered tab.
Tabs are used to create data in column form. d) Select the type of bullets or numbering, then click OK.
By default, the tab stop is set at 0.5 of an inch.
To change the default setting: 3. PAGE AND DOCUMENT FORMATTING
a) On the Format menu, click Tabs. Refers to formatting individual pages or the entire document.
b) In the Tabs dialog box, enter a new value for tab stop in Tab stop position. These include:
c) Choose the type of tab either left, center or right. Columns.
d) If need be, specify the Tab leader option. Page setup.
e) Click the Set button then click OK. Page Numbering.
Headers and footers.
SETTING TABS USING THE RULER Footnotes and endnotes.
On the left corner of the horizontal ruler is a tab alignment button that lets the user
select the type o tab.
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COLUMNS To select the page orientation:
Columns subdivide a page into several vertical sections. a) On File menu, choose Page setup.
To set columns: b) Click on the paper size tab in the dialog box.
a) Highlight the paragraph. c) Select the orientation required, then click OK button.
b) On the format menu, click columns.
c) In the columns dialog box, enter the number of columns; set the column width PAGE LAYOUT
the click OK. This option lets the user specify how text will be placed on the page from the
margins.
SETTING COLUMN AND SECTION BREAKS
To change the layout:
Column and section re used to force the insertion pointer to move to a new column
a) On File menu, choose Page setup.
or section in a page.
b) Click on the Layout tab.
This allows the user to apply more than one format to the same document.
c) Set layout as desired, then click OK.
To insert a column or section break:
a) Position the text cursor in the document where the break is to be inserted.
HEADERS AND FOOTERS
b) Click Insert menu then Break.
Headers are lines of text that appear at the top margin of every page or selected
c) From the break dialog box, select the type of break to insert then click OK.
pages while footers appear at the bottom margin.
ENTIRE DOCUMENT SETUP To insert a header or footer:
Page setup options let the user specify the size of the margins, paper size and layout. a) On the View menu, click Header and Footer.
To setup a page: b) To create a header, enter text or graphical object in the header area.
a) On the file menu, click Page Setup. c) To create footer, click inside the footer area and enter the text or graphic
b) In the page setup dialog box, click either of the following: object.
 Margins tab to set up page margins. d) Click Close on the header and footer toolbar.
 Paper tab to specify the paper type and orientation.
 Layout tab to specify the page content layout relative to the margins. PAGE NUMBERS
c) Click OK. Page numbers are used to organize a large document for ease of reference.
To insert page numbers:
SETTING MARGINS
a) On the Insert menu, click Page Numbers.
Margins are blank spaces around the edges of the page.
b) In the position box, specify whether to place the page number at the top of
To setup margins:
page (header) or at the bottom of page (footer).
a) On the File menu, click Page setup.
c) In the Alignment box, specify whether to align page numbers to the left,
b) In the Page setup dialog box, click the Margins tab.
center or right of page.
c) Enter the values for the left, right, top and bottom margins in the respective
d) If you don’t want a number on the first page, clear the Show number on first
boxes.
page check box then click OK.
d) Click OK.
SETTING THE PAPER SIZE FOOTNOTES AND ENDNOTES
a) In the Page setup dialog box, click the Paper size tab. Footnotes and endnotes are used in large documents to explain, comment on or
b) Select the size of paper required from the paper size list. provide references for text in a document.
c) Click OK. Footnotes appear at the bottom of the page while endnotes appear at the end of a
section of the document.
PAGE ORIENTATION
To insert a footnote or endnote:
Page orientation refers to the positioning of the page in relation to the text.
a) On the Insert menu, point to Reference and then click Footnote.
The two available orientations are:
b) In the location section, click Footnotes or Endnotes and specify the location
a) Portrait orientation: of the footnote or endnote.
Text and graphics are printed with the longest side placed vertically. c) In the Format section, specify the number type, start and continuity.
d) Click Insert.
b) Landscape orientation:
Text and graphic objects are placed with the longest side placed horizontally.

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USING STYLES LIST FORMATTING AND EDITING A TABLE
Styles list is a predefined set of formats that can be applied to a block of text together INSERTING AND DELETING ROWS OR COLUMNS
at once. To insert a row:
To create a style: a) Place the cursor where you want to insert a row.
a) Highlight the text you want to use to create a style. b) Click Table, point Insert, and then click Row above or Row below.
b) Apply various formats to the text.
c) Click the styles box in the formatting bar and type a name for the style. To insert a column:
d) Press Enter key to apply the style name. a) Place the cursor where you want to insert a column.
b) Click Table, point to Insert, and then click Column to left or Column to the
GENERATING TABLE OF CONTENTS AND INDEXES Right.
A table of contents (TOC) is a list of topics in a document and the pages they appear.
It is placed in the first pages of the document. To adjust a column width:
An index is a list of terms used in the document and the pages they appear. a) Position the mouse pointer on the row or column boundary until the mouse
It is placed in the back pages. pointer changes to an arrowed cross.
In order to generate a TOC, you must first mark entries by defining styles. b) Drag the boundary to the required size.
To generate a table of contents:
a) Turn to the page you want to insert the table of contents. To delete rows, columns or cells:
b) On Insert menu, point to References and then click Index and Tables. a) Select the rows or columns to be deleted.
c) Click the Table of Contents tab. b) On Table menu, point to Delete, then click Columns, Rows or Cells.
d) Set the TOC properties then click OK.
MERGING AND SPLITTING CELLS IN A TABLE
TABLES Merging refers to combining more than one cell in a table.
A table is a graphical feature/object in Ms – word made of rows and columns of Splitting refers to subdividing a cell or cells into more cells.
cells, used to organize and present of information. To merge cells:
a) Select the cells to be merged.
USES/FUNCTIONS OF TABLES b) On Tables menu, click Merge cells.
a) Used to organize and present information. To split cells:
b) Used to align numbers for calculation purposes. a) Select the cells to split.
c) Can be used to create different forms such as Invoice, calendar etc. b) On the tables menu, click split cells. A dialog box appears that lets you
specify the number of rows and columns that the selected cell will be split.
CREATING A TABLE
a) Click where you want to insert the table. FORMATTING BORDERS AND SHADING
b) On the table menu, point to Insert, and then click Table. Word provides the user with automatic formatting features that lets the user choose
c) In the Insert table dialog box, set the number of columns and rows. border styles and shading.
d) Specify an autoformat option if need be. To format a table:
a) On Table menu, click table Autoformat.
NB: b) In the formats list box, select the format you want.
You can insert a table by clicking the table button on the standard toolbar, then drag c) Click OK to apply the effects.
to select the number of rows and columns.
TABLE CONVERSIONS
CREATING A TABLE USING THE DRAWING TOOL: You can convert a table to lines of text and vice versa.
a) Click Tables menu, then Draw table or simply click the Draw table button To convert a table to text:
from the standard toolbar. a) Select the entire table or row and columns you want to convert to text.
b) Drag the pointer to draw the outline of the table. b) On Table menu, point to convert, then click Table to Text.
c) Fill in the table with rows and columns by dragging the pointer as you c) In the separate text with box, enter or select the character to be used as a
would draw using an ordinary pencil. separator.
d) Click OK.

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To convert text to table: SORTING TEXT
a) Select the text that you want to convert to a table. In Ms Word, you can sort a list of text, numbers and dates in ascending or
b) On Table menu, point to convert, then click Text to Table. descending order.
c) From separate text at, specify whether the table will be defined by paragraphs, To sort a list or table:
commas, tabs or other characters. a) Highlight the text list or table you want to sort.
d) Click OK. b) On the Table menu, click Sort.
c) Select the type of data to be used when sorting i.e. Text, Number or Date.
IMPORTING TABLES d) Click Ascending or Descending order then click OK.
Ms Word allows you to import tables from other applications or from an existing
file. MAIL MERGE
To import a table: Mail merge is the process of generating personalized letters, labels or envelopes by
a) Click the Insert menu, then Objects. merging two files; a main document, e.g. a letter, envelope or mailing label with a
b) On the object type, select the type of object to insert e.g. adobe table. data source or address book.
c) The program in which the table was created in starts and lets you choose a table The three main tasks in creating a merged document are:
from it and return to Ms Word. Alternatively, click Create from file. This lets 1. Create a main document e.g. a form letter.
you browse for a file that contains the table you wish to insert. 2. Create or get the data source, i.e. the address book.
d) Click OK to insert the table. 3. Merge the two files to a new document, printer or e-mail.

PERFORMING ARITHMETIC CALCULATIONS IN A TABLE To create a merged document:

In ms word, it is possible to perform mathematical calculations such as sum, product a) Open or create a main document such as a form letter. Main document
and count. contains the information you want to distribute.
To calculate numerical values in a table, we use cell references. b) On the Tools menu, point to Letters and Mailings, and then click Mail
A cell is a cross section of row and column. Merge.
Columns are represented by letters A, B, C ….. while rows are represented by 1, 2, 3 c) Select the document type then click Next arrow at the bottom of the pane.
…… as shown below: d) Select starting document.
e) Select recipients, in this case select “Type a new list”.
A1 B1 C1 D1 E1 f) On the data form displayed, click customize button to add, remove or
A2 B2 C2 D2 E2 rename fields.
A3 B3 C3 D3 E3 g) Save the data source.
A4 B4 C4 D4 E4 h) A merge toolbar is added onto the data source.
i) Edit data source to type recipients’ data.
To perform calculations in a Word table: j) On the mail merge task pane, click More items… to display merge fields.
a) Click in the cell the result is to be displayed. k) From the list, insert each field as desired.
b) On the table menu, click Formula.
c) Type a formula e.g. =SUM(above) OR SUM(B2:B8) Once you finish inserting merge fields from the data source in the main document,
d) Click OK. you are now ready to merge.
There are several merge options:
Example
SUBJECT SCORE To merge to a new document
Mathematics 60 Click the Merge to new document icon on the mail merge toolbar.
English 90
Geography 79 Merging to printer
click Merge to printer icon on the mail merge toolbar.
Religious education 68
French 90
TOTAL 387

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To send merged documents via e-mail: The picture toolbar displays buttons that enable a person to format a picture as
a) Click the merge button on the Mail merge toolbar to see the dialog box. shown below:
b) Select e-mail or fax in the merge to box. Rotate Line
Colour mode Brightness Compress Format Reset
c) Click the Setup button to specify the e-mail addresses or faxing number then Crop style
Contrast Wrapping Transparency
click the merge button.
d) The internet connection wizard starts and if your computer is properly
configured, the mail merged document will be sent.

INSERTING GRAPHICS AND SPECIAL SYMBOLS

Graphics refer to non-text images generated by a computer and include: photographs, DRAWING AN OBJECT USING MS WORD DRAWING TOOLS
drawings and graphs. Ms Word provides the user with basic drawing tools such as:
You can insert graphical objects from Microsoft Clip Gallery, a scanner or by using a) Lines.
drawing tools available in Ms Word. b) Connectors.
c) Basic shapes.
INSERTING A CLIP ART OR A PICTURE FROM CLIP GALLERY: d) Block arrows.
a) Position the insertion pointer where you want your object to be inserted. e) Flowchart.
b) On the Insert menu, point to Picture then click Clip art. f) Stars and banners.
c) To display a category of clip arts, type the category name in the search for text g) Callouts.
box.
d) Double click a thumbnail of the clipart you want to insert. To draw a line, a circle, an arrow or a rectangle:
e) Using the object place holders, resize your object. a) click on the appropriate shape button.
f) Click anywhere outside the object to remove the holders. b) Place the pointer where you want to draw the shape and drag to the required
size.
INSERTING AN IMAGE FROM A SCANNER
a) Position the insertion pointer where you want your picture to appear. To draw an object using the Autoshapes:
b) On Insert menu, point to Picture and then click From scanner or camera. a) Click the Autoshapes button.
c) To scan, follow the instructions that come with your scanner. b) Point to the category required.
d) When the image appears on the screen, you can edit and format it as required. c) Select the type of object you wish to draw.
d) Place the pointer where you want to draw that shape and drag to the
INSERTING A PICTURE FROM ANOTHER FILE: required size.
a) position the insertion pointer where you want your picture to appear.
b) On Insert menu, [point to picture and then click From file. EDITING AND FORMATTING A DRAWN OBJECT
c) Locate the file that contains the image you want to insert e.g. from your floppy You can resize, move, fill colour and change the drawing outline.
disk, compact disk or flash disk. To resize or move a drawing:
d) Select the object you want to insert. a) click anywhere inside it, the place holders with handles appear.
e) Click Insert button. b) To move it, hold down the mouse button and drag.
c) To resize it, place the pointer at one of the place holders and drag.
EDITING AND FORMATTING PICTURES
Ms Word provides the user with a picture editing toolbar that lets you adjust the To fill an object with colour and fill effects
brightness, contrast, change it to black and white or grayscale and crop the image. a) Click the object to select it.
Cropping refers to hiding the unwanted details so that they do not come out when b) Click the down arrow of fill colour button.
printing. c) Select the colour or fill effect you want.
To display the picture toolbar, click on View menu, pint to toolbars then select
Picture.

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GROUPING, UNGROUPING AND REGROUPING OBJECTS PRINTING WORD DOCUMENTS
When you group objects, you combine them so you can work with them as though A document can be distributed electronically via e-mail or as printed (hard) copy.
they were a single object. To get a hard copy, your computer must b connected to an online printer.
You can flip, rotate, and resize or scale all objects in a group as a single unit.
You can also change the attributes of all objects in a group at one time— for USING PRINT PREVIEW
example, you might change the fill color or add a shadow to all objects in the group. Before you print, it is very important that you preview your document to confirm that
Or, you can select an item within a group and apply an attribute, without ungrouping. no details are outside the printable area and that the document layout is okay.
You can also create groups within groups to help you build complex drawings. To print preview:
You can ungroup a group of objects at any time and then regroup them later. a) On file menu, select Print preview.
b) Click the close button or Esc key to return to your document.
An object can be a table, chart, graphic, equation or other form of information.
Attribute refers to an object or text feature, such as line fill or text colour, that you To print:
can manipulate by using drawing tools and menu commands. a) From file menu, click Print.
b) In the print dialog box, specify:
To group objects: i) The type of the printer installed in your computer.
1. Select the objects you want to group. ii) Whether to print the whole document or a range in the Page
2. On the Drawing toolbar, click Draw, and then click Group. range box.
To ungroup objects iii) Number of copies to print per page in the Number of copies
1. Select the group you want to ungroup. box then;
2. On the Drawing toolbar, click Draw, and then click Ungroup. c) Click OK to start printing.
To regroup objects
1. Select any one of the objects that was previously grouped. TROUBLESHOOTING PRINTING RELATED PROBLEMS
2. On the Drawing toolbar, click Draw, and then click Regroup. Some of the printing related problems you may encounter are:
1. Lack of two-way communication due to poor installation of the printer
Note After you have grouped, you can still select any single object within the by first software (drivers), if the printer is off or not connected.
selecting the group, then, click on the object you want to select. 2. Paper jams due to use of poor quality of paper or paper folds.
3. Poor quality print due to poor quality ink or toner.
INSERTING SYMBOLS
A symbol is a special character that is not included on the standard keyboard.
To insert a symbol:
a) Move the text cursor to the position where the new symbol will be inserted.
b) Click Insert menu then symbol command.
c) In the symbol dialog box, select the appropriate symbol and click the Insert
button.
d) Click close button.

INSERTING AN EQUATION
1. Click where you want to insert the equation.
2. On the Insert menu, click Object, and then click the Create New tab.
3. In the Object type box, click Microsoft Equation 3.0.
4. Click OK.
5. Build the equation by selecting symbols from the Equation toolbar and by
typing variables and numbers. From the top row of the Equation toolbar, you
can choose from more than 150 mathematical symbols. From the bottom row,
you can choose from a variety of templates or frameworks that contain symbols
such as fractions, integrals, and summations.
6. To return to Microsoft Word, click the Word document.

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 It is made up of rows and columns.
SPREADSHEETS The intersection between a row and a column is called a cell.
DEFINITION A row is a horizontal arrangement of cells.
A spreadsheet is a ledger sheet used to enter, edit and manipulate numeric data. A column is a vertical arrangement of cells.
Each row is labeled with a number i.e. 1, 2, 3, ……… 65536.
TYPES OF SPREADSHEETS Each column is labeled with a letter(s) A, B, C, ………… IV.
1. MANUAL SPREADSHEET A group of cells constitute a range.
Consists of a book like ledger with many sheets of papers divided into rows and Each cell is referenced using the column label followed by the row number.
columns on which data elements are entered manually using a pen or pencil. A group of many worksheets make up a workbook.
Columns
2. ELECTRONIC SPREADSHEET
A spreadsheet prepared using a computer program that enables the user to enter
values in rows and columns and manipulate them mathematically using
formulae.

It is an application software used to calculate, organize and analyze numerical

data.

ADVANTAGES OF ELECTRONIC SPREADSHEETS OVER MANUAL

SPREADSHEETS Rows
1. Entries made using electronic spreadsheet are faster and accurate. Cell pointer
2. It offers a large area for data entry and manipulation i.e. 256 columns x Auto fill handle
65536 rows.
3. It produces neat and presentable output.
4. It has better document formatting features and capabilities.
5. It has inbuilt formulae called functions that enable the user to quickly
manipulate mathematical data.
6. It has the ability to perform automatic recalculation i.e. it automatically
adjusts the result of a formulae if the values in the worksheet are changed. The value 20 is in cell B3.
7. It utilizes the large storage space on computer storage devices to save and The active cell (current cell) is cell C5.
retrieve documents.
2. DATABASE
EXAMPLES OF ELECTRONIC SPREADSHEETS A data management feature of spreadsheet found on the data menu that can be
1. Microsoft Excel (Ms Excel) used to manipulate data by sorting, filtering, calculating subtotals, data
2. Lotus 1-2-3 validation etc.
3. VisiCalc.
4. VP Planner. 3. GRAPHS
5. Open Office Calc. A graph is a pictorial representation of the base data on a worksheet also known
6. Corel Quattro Pro. as charts.
A chart (graph) enables the user to present complex data elements from a
COMPONENTS OF A SPREADSHEET worksheet in a simple easy to understand format.
A spreadsheet has 3 main components namely:
1. Worksheet.
2. Database.
3. Graphs/chart

1. WORKSHEET
This is the component in which data values are entered.
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 EXAMPLES OF GRAPHS FOUND IN MS EXCEL.
1. Pie chart. THE MICROSOFT EXCEL APPLICATION WINDOW
2. Line charts. The Ms Excel application window is made up of the following components:
3. Bar charts. 1. TITLE BAR:
Displays the title of the application program (Ms Excel), title of the file e.g.
APPLICATION AREAS OF SPREADSHEETS Mumias Complex Data. and the control buttons (minimize, restore/maximize
and close buttons).
1. STATISTICAL ANALYSIS
Spreadsheets have in-built statistical analysis tools that can speed up data 2. THE MENU BAR:
manipulation like computing mean, mode and standard deviation. Displays a list of menu options like File, Edit, View etc from which commands
Examples of simple statistical functions include the following: can be selected.
a) Average: used to calculate the mean of a set of values.
3. STANDARD TOOLBAR:
b) Median: used to return the value in the middle of a set of values.
Has shortcuts to some of the most commonly used menu commands like print,
c) Maximum: used to return the highest value in a set of values..
copy, paste and Save.
d) Minimum: used to return the lowest value in a set of values.
4. FORMAT TOOLBAR:
2. ACCOUNTING Has shortcuts to the commonly used commands found on the format menu
Accountants find electronic spreadsheets useful tools for analyzing financial option.
transactions such as computing totals, tracking the value of assets over time 5. FORMULA BAR:
(depreciation and appreciation), calculating profits and preparing budgets. It enables the user to enter or edit a formula or data in a cell.
The name box to the left of the formula bar displays the position of the cell in
Other formulas like sum, average, product etc enable the accountant to carry out which data or a formula is being entered which is also called the current cell.
his daily work without any problem. NB: click view then select formula bar to show or hide the formula bar.
3. DATA MANAGEMENT
Spreadsheet enables neat arrangement of data into tabular structure. 6. CELL POINTER
Related data can be typed on the same worksheet. It marks the position of the current cell or the insertion point.
Data management functions like sorting, filtering and using forms to enter and The active cell pointer is highlighted with a dark outline.
view records can be used. 7. THE WORKSHEET:
This is the work area made up of cells, rows and columns where data is entered
4. FORECASTING (“What if analysis”) for manipulation.
This feature involves changing the value of one of the arguments in a formula to The intersection of rows and columns forms cells.
see the difference the change would make on the result of the calculation.
Forecasting is an important function used for predicting economic trends, 8. CELL ADDRESS:
budgeting, stock portfolio/collection analysis, cost analysis and cash flow The combination of a column header (letter) and a row header (number) that
analysis. indicates the location of a specific cell e.g. A56, C45, AB17 etc.
9. STATUS BAR:
5. SCIENTIFIC APPLICATION Shows the processing state of the application i.e.
Engineers, scientific and technical users store empirical data, perform statistical a) Ready: to show that the spreadsheet is ready to receive user commands.
analysis, build and prepare complex mathematical models using spreadsheet. b) Edit: to show that the spreadsheet is ready for cell data to be edited.
10. VERTICAL AND HORIZONTAL SCROLL BARS:
6. HOME/PERSONAL USE
Clicking the arrows at their ends moves the worksheet vertically and
This involves tracking cash flow, preparing household budgets and personal
horizontally on the screen respectively.
financial statements.
11. WORKBOOK
The main excel file which consists of several related worksheets.
One worksheet may consist of one or several pages.
WORKSHEET LAYOUT
COMPONENTS OF A WORKSHEET
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 1. CELLS: 4. Press the enter key.
A cell is an intersection between a row and column.
DELETING WORKSHEETS
2. ROWS: 1. Right click the work sheet to be deleted.
Horizontal arrangement of cells. 2. Click delete command. Or
1. Click on edit menu.
3. COLUMN: 2. Click Delete Sheet command.
Vertical arrangement of cells.
NAVIGATING THE MS EXCEL SCREEN
4. RANGE: 1. Clicking a cell makes it current/active.
A group of rectangular cells that can be selected and manipulated as a block. 2. Clicking a column header selects an entire column.
3. Double clicking a cell allows editing of the cell.
5. WORKSHEET TABS: 4. Pressing the enter key after an entry allows data entry.
Also known as worksheet labels with the format of Sheet 1, Sheet 2, Sheet 3 etc 5. Pressing the escape key after an entry cancels data entry.
as illustrated below: 6. Right arrow key on the keyboard moves the cell pointer a cell at a time to
the right.
7. Left arrow key on the keyboard moves the cell pointer a cell at a time to the
left.
8. Down arrow key on the keyboard moves the cell pointer a cell at a time
downwards.
They are located at the bottom of the spreadsheet and they show the number of 9. Up arrow key on the keyboard moves the cell pointer a cell at a time
worksheets in the workbook. upwards.
It is possible to rename, delete and insert worksheets in a workbook. 10. Tab key moves a cell at a time to the right.
11. Shift + tab key moves the cell pointer to the left, one cell at a time.
INSERTING WORKSHEETS 12. Pressing the end key followed by the right arrow key moves the pointer to
1. Right click on a tab where to insert a new sheet. the last cell on the row. If the left up or down keys were to be pressed
2. Click Insert command. instead, the cell pointer would move to the last cell to the left, top or bottom
3. Select worksheet option. respectively.
4. Click on OK or 13. Ctrl + Home key moves the cell pointer to the first cell of the worksheet.

1. Select the tab where to insert a new sheet. NB

2. Click on Insert menu. You can change the direction of the cell pointer upon pressing the Enter key by
3. Click worksheet command. doing the following:
1. Click on tools menu.
RENAMING A WORKSHEET 2. Click options command.
1. Double click the worksheet tab to rename. 3. Select Edit tab.
2. Type a new name. 4. Under Move selection after enter option, specify the direction you want.
3. Press the enter key. Or
CREATING WORKSHEETS
1. Select the worksheet to rename. 1. USING BLANK TEMPLATE (GENERAL FORMAT)
2. Click on format menu. When a spreadsheet program is launched, it presents the user with a new blank
3. Select sheet command. template.
4. Choose rename option. To create another workbook, do the following:
5. Type a new name. a) On the file menu, click new.
6. Click OK. Or b) On the task pane select blank workbook or
1. Right click the tab to be renamed. c) Under template option, select on My Computer option.
2. Select rename command. d) On the general Tab, select general tab then click work book.
3. Type a new name. e) Click OK.

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 4. FUNCTIONS
2. USING A TEMPLATE
They are inbuilt predefined formulae that the user can quickly use instead of
To create a workbook based on a predefined template:
having to create a new one each time a calculation is to be done e.g. SUM,
a) On the file menu, click New.
COUNTIF, IF, AVERAGE etc.
b) On the task pane under Templates, click on My Computer.
c) In the templates dialog box, click spreadsheet solutions tab.
SAVING A WORKBOOK
d) On the spreadsheet solutions tab, double click the template that you wish to
1. Click File menu.
create.
2. Select Save as command.
e) Replace the general data with your own data.
3. Select the location in which your workbook will be saved in the save in box.
4. Type a unique name for the workbook in the file name box. Ensure that the
ENTERING DATA INTO A WORKSHEET
option Microsoft Excel Workbook is selected under the save as type box.
As you type an entry, it is displayed in the formula bar.
5. Click Save button to save.
To place the content into the active cell, press Enter key, an arrow key or click into
another cell.
RETRIEVING/OPENING A WORKBOOK
1. On File menu or standard toolbar, click open or press Ctrl + O.
CELL DATA ENTRIES/TYPES
2. Click the Look in drop down list arrow and select the drive r folder where
Entries into a worksheet can be classified into 4 categories namely:
the workbook was saved.
1. Labels.
3. Double click the workbook icon that you want and the worksheet will be
2. Values.
displayed.
3. Formulae.
4. Functions.
CLOSING A WORKSHEET
1. Click the File menu.
2. Click Close command.
1. LABELS
Any text or alphanumeric characters entered in a cell are viewed as labels by the
EXITING FROM THE SPREADSHEET
spreadsheet program.
1. Click File menu.
Labels are used as row or column headings usually to describe the contents of
2. Click Exit command or click the close button of the main application
the row or column.
window on the title bar.
For example, if a column has names of people, the column header can be
NAMES.
USING BASIC FORMULAE AND FUNCTIONS
Sometimes, numbers can be formatted so that they are used as labels by adding
A formula is a user defined mathematical expression used to solve mathematical
an apostrophe just before the most significant digit in the number.
problems while a function is an inbuilt formula used to perform calculations.
By default, labels are aligned to the left of the cell and cannot be manipulated
In excel, formula or function must start with equals sign (=).
mathematically.
2. VALUES BLOCK OPERATIONS
These are numbers that can be manipulated mathematically e.g. currency, date, Performing calculations on a worksheet data involves block operations.
numbers (0-9) etc. A block of selected cells in a worksheet is referred to as a range.
To select a range of continuous cells:
3. FORMULAE 1. Click the top left cell of the range to be selected.
They are user designed mathematical expressions that create a relationship 2. Hold down the shift key.
between cells to return a new value in a chosen cell. 3. Click the bottom right cell of the range.
In Excel, a formula must start with an equal sign (=).
Excel formulae use cell addresses and arithmetic operators; addition (+), To select a range of non-continuous cells
subtraction (-), multiplication (*) and division (/). 1. Click the top left cell of the range to be selected.
Using cell addresses, also called referencing, enables Ms Excel to keep 2. Hold down the Ctrl key.
calculations accurate and automatically recalculates results of a formula in case 3. Click on other cells.
the value in a referenced cell is changed. This is called automatic recalculation.

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To create a named range, proceed as follows: CELL REFERENCING
1. Select the range to be named. A cell reference identifies a cell or a range of cells on the worksheet and shows MS
2. Click inside the name box. Excel where to look for values or data needed to use in formula.
3. Type a name for the range. There are 3 types of cell referencing used when creating formulae and manipulating
4. Press enter key to apply. cell(s) content.
ARITHMETIC OPERATORS a) RELATIVE REFERENCING:
Arithmetic operators mostly follow the rule similar to mathematical concept of This is a cell reference whose cell references keep on changing automatically
BODMAS. depending on their position in the worksheet.
When you copy a formula that contains cell references, say A3, the references
SUMMARY OF OPERATORS USED TO CREATE FORMULAE: adjust to their new location. For example if C1 containing a formula =A1+B1 is
copied to C2, the reference changes to A2+B2.
Symbol Description Example
/ Division =A2/B2 b) ABSOLUTE REFERENCING:
* Multiplication =A2*B2 The reference is made to a specific address and does not change even if the formula
+ Addition =A2+B2 is copied to another cell.
- Subtraction =B2-A2 In Excel, an absolute cell reference is made by placing a dollar sign ($) before the
reference e.g. $A$2.

RELATIONAL OPERATORS EXAMPLE:

A relational operator returns either true or false depending on the magnitude of the If the result in C1 is 170, if absolute reference is used, 170 will be copied to C2.
value being evaluated.
c) MIXED CELL REFERENCING:
SUMMARY OF RELATIONAL OPERATORS This is a combination of relative and absolute reference, e.g. $A3 or A$3.
In the first case the column reference is absolute while row is relative.
Symbol Description Example In the second case the column reference is relative while the row reference is
= Equal to =A2=B2 absolute.
> Greater than =A2>B2
< Less than =A2<B2 USING IN-BUILT FUNCTIONS
<> Not equal to =B2<>A2 A function must start with an equals sign (=) followed by the function name and
<= Less than or equal to =A2<= B2 arguments.
>= Greater than or equal to =A2>=B2 Arguments are numeric, logical values or text enclosed in parentheses.

OPERATOR PRECEDENCE/ORDER OF EXECUTION EXAMPLE:

If several operators are used in a single formula, Ms Excel performs the operations in = SUM (A3:F3)
the order shown below.  SUM is the function that adds the range A3 to F3 which is the argument.
A formula with operators that have same precedence i.e. if a formula contains both
multiplication and division; operators are evaluated from left to right. In Ms Excel, functions are categorized according to the nature of problems they
Enclosing part of the formula to be calculated in parentheses or brackets makes that work on i.e
part to be calculated first. 1. Mathematical.
2. Statistical.
Operator Name Precedence 3. Logical.
- Negation as in -1 1 4. Date and time.
% Percent 2
^ Exponentiation 3
* and / Multiplication and division 4
+ and - Addition and subtraction 5
=, <>, >, <,<=, >= Relational 6
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 d) NOT ( ) – Negates the unary operand. For example, =NOT(3+2=5) returns
1. MATHEMATICAL FUNCTIONS false.
a) SUM ( ) – adds all the values in the selected range of cells. e) COUNT ( ) - Counts the number of cells that contain numbers within a
b) ROUND ( ) – rounds a number to a specified number of decimal places e.g. range.
=ROUND(49.769,1) f) COUNTIF ( ) - Conditionally counts the number of cells within a range that
c) SUMIF ( ) – conditionally adds the specified cells according to the set meets a given condition e.g. if A3, B3, C3, D3, and E3 contains 20, 50, 80,
criteria e.g. =SUMIF(A3:A10, “>=1000”) returns a value if, and only if, the 60, and 45 respectively then = COUNTIF (A3:E3, “>50”) returns 2.
value is greater than or equal to 1000. g) SUMIF ( ) - conditionally adds the specified cells according to the set
d) PRODUCT ( ) – Multiplies values in a range of cells or in the argument e.g. criteria e.g. =SUMIF(A3:A10, “>=1000”) returns a value if, and only if, the
=PRODUCT (40,3,2) returns 240. value is greater than or equal to 1000.
4. DATE AND TIME FUNCTIONS
a) =TODAY( ) – Returns a number that represents today’s date.
b) =NOW ( ) – Returns the current date and time formatted as date and time.
c) =DATE ( ) – Returns a serial number that represents a particular date. Ms
2. STATISTICAL FUNCTIONS Excel uses year 1900 serial number 1. For example, =DATE(107,1,4)
a) AVERAGE ( ) – returns the average (arithmetic/mathematical mean) of its returns January 4, 2007 i.e. Year = 1900+107, month = 1, day = 4.
arguments. d) =HOUR ( ), =MINUTE ( ), =SECOND ( ) functions return the current hour
b) COUNT ( ) – Counts the number of cells that contain numbers within a as a number 0 to 23, minute from 0 to 59 and seconds from 0 to 59
range. respectively.
c) COUNTBLANK ( ) – counts the number of blank cells within a range. EDITING AND FORMATTING WORKSHEETS
d) COUNTIF ( ) – Conditionally counts the number of cells within a range that Editing refers to making necessary modification and proofreading a worksheet or
meets a given condition e.g. if A3, B3, C3, D3, and E3 contains 20, 50, 80, workbook.
60, and 45 respectively then = COUNTIF (A3:E3, “>50”) returns 2. Formatting refers to enhancing the appearance of the worksheet to make it more
e) MAX ( ) – returns the largest value in a set of values within a range. readable and appealing to the reader.
f) MIN ( ) – returns the smallest value in a set of values within a range.
g) RANK ( ) – returns the position or rank of a number from a list of values EDITING WORKSHEETS
e.g. =RANK(A2,$A$3:$A$8,1) returns the position of A2 as if the list was Involves:
sorted in ascending order. The general format is RANK (number to be a) Deleting entries.
ranked, range, order). b) Copying.
h) MODE ( ) – returns the most frequently occurring value in a set of values. c) Moving.
d) Finding and replacing.
3. LOGICAL FUNCTIONS e) Spellchecking.
a) IF ( ) – returns a value or label if a condition you specify is evaluated to
TRUE and another is evaluated to FALSE. For example, if A3, B3, C3, D3 EDITING CELL ENTRIES
and E3 contained a set of marks 35, 50, 80, 60, and 45, grades are to be a) Using the formula bar – click the cell to display its content on the formula
awarded as follows: bar then delete or insert required word or text.
b) Double click the cell to place the insertion pointer in it and then type or
80 to 100 A modify the entry.
60 to 70 B DELETING WORKSHEET RANGE
40 to 59 C a) Select the cell or range of cells.
Below 40 Fail, to assign a grade use: b) Press the delete key. Alternatively select clear on the Edit menu.
=IF(A3>=80,”A”,IF(A3>=60,”B”,IF(A3>=40,”C”,”FAIL”)))
b) AND ( ) – returns true if all its arguments are true or false and if any COPYING AND MOVING CELL CONTENTS
argument is false. For example, =AND(3+2=5,2+2=4) returns true. To copy cell(s) content:
c) OR ( ) – returns true if ant of its arguments is true or false if both arguments a) Select the range of cells.
are false. For example =OR(3+2=7,2+2=4) returns true. b) On the edit menu or standard toolbar select Copy.
c) Click the cell where you want the content to be copied.

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 d) On the Edit menu, click paste.  Font style.
 Alignment.
To move cell(s) content:
a) Select the range of cells. FORMATTING LABELS:
b) On the edit menu or standard toolbar select cut. 1. Highlight the cells that have the text to be formatted.
c) Click the cell from where you want the content to be moved. 2. Click format menu, then cells command.
d) On the edit menu, click paste. 3. Select the font tab by clicking it.
NB: Use shortcut keys Ctrl+C to copy, Ctrl+X to cut and CTrl+V to paste. 4. Select the font type, other formatting features like style, size, underline and
INSERTING AND DELETING ROWS/COLUMNS colour.
a) Position the pointer where the new row or column will appear. 5. Click OK button to apply.
b) On the insert menu, click Rows or Columns.
Alternatively, use the formatting toolbar to accomplish all your text formatting
To delete a column or row needs.
a) Select the column or row to be deleted.
b) On the edit menu click delete. FORMATTING NUMBERS
1. Highlight the cells that have the numbers to be formatted.
INSERTING AND DELETING WORKSHEETS 2. Click format menu, then cells command.
To insert more worksheets 3. Select the number tab.
 On the insert menu, click worksheet. A new worksheet is added into your 4. you can now choose number formats as explained below:
workbook. Number Meaning
General General format cells have no specific number format
To delete a worksheet Number Used for general display of numbers e.g. 2345.23
a) Click the worksheet tab. Currency For displaying general monetary values e.g. $100, Kshs. 10.
b) On the edit menu, click delete sheet. Accounting Lines up the currency symbols and decimal points.
Date Displays date in chosen format.
FIND AND REPLACE Time Displays time in chosen format
To search and replace a specified range: Percentage Multiplies the value in a cell with 100 and displays it as %
1. On edit menu, click find, type the text to search for. Text Formats cells to be treated as text even when numbers are entered.
2. To replace, choose replace from the dialog box. Custom For a number format not predefined in Ms Excel, select custom then
3. In the find what box, type the word or to find. define the pattern.
4. Click the replace tab and in the replace with, type the word or phrase to
replace the found word or phrase. FORMATTING BORDERS
1. Highlight the range you wish to insert borders.
CORRECTING SPELLING MISTAKES 2. From the format menu, click cells command.
To spell check worksheet content: 3. Click the borders and specify the border options for left, right, top and bottom.
1. Specify the worksheet range you want to spell check. 4. From the style options, select the type of line thickness and style. Also select the
2. On the tools menu, click spelling or press F7. preset options.
3. On spelling dialog box replace or ignore the misspelled words. 5. Click the OK button. The selected range will have a border around it.
FORMATTING WORKSHEETS FORMATTING ROWS AND COLUMNS
Worksheet formatting refers to enhancing the appearance of the worksheet to make it To change column width:
more attractive and appealing to the reader. 1. Move the mouse pointer to column divider i.e. the line separating one column
Appropriate formatting should be used to lay emphasis, attract attention and bring from another.
out the hidden details of the worksheet. 2. Notice that the mouse pointer changes from a cross to a double arrow.
Formatting consists essentially of the following: 3. Drag to the required size. Or
 Changing text colour. 1. Double click the column divider to give it best fit. Or
 Changing font (type face) 1. On format menu, point to column, then width.
 Font size. 2. Type a width in the column width dialog box and then click OK button to apply.
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To change the row height: SORTING
1. Move the mouse pointer to row divider i.e. the line separating one row from Used to arrange data records in a particular order for easier access to data items.
another. To carry out sorting proceed as follows:
2. Notice that the mouse pointer changes from a cross to a double arrow. 1. Highlight the range that you wish to sort by clicking its column header letter.
3. Drag to the required size. Or 2. Click Data, then Sort to display the dialog box.
3. Select the field to be used as the key for sorting and the sort order as either
1. Double click the row divider to give it best fit. Or descending or ascending.
4. Click OK button to apply.
1. On format menu, point to row, then height.
2. Type a height in the row height dialog box and then click OK button to apply. FILTERING DATA
This is a quick and efficient method of finding and working with a subset of data in a
INSERTING ROWS AND COLUMNS list.
1. Click any where to insert row or column A filtered list will only display the rows that meet the condition or criteria you
2. Click insert menu then click on Rows command to insert a row above the specify.
selected area and shift all the other rows downward. Ms Excel has two commands for filtering lists:
3. Alternatively, click insert then columns to insert a column to the left of column 1. The autofilter: it uses a simple criterion and includes filter by selection.
and shift all the others to the right. 2. Advanced filter: It uses more complex criteria.

GLOBAL WORKSHEET FORMATTING AUTOFILTERING A LIST:

Global refers to the entire worksheet. Can be applied to only one list on a worksheet at a time.
To select an entire worksheet: 1. Click a cell in the list that is to be filtered; usually the list is in a column.
1. Click the intersection of the columns and rows. 2. On the Data menu, point to Filter, and then click Autofilter.
2. Press Ctrl + A on the keyboard. 3. To display only the rows that contain a specific value, click the arrow in the
column that contains the data you want to display.
USING AUTOFORMAT 4. Click the value that is to be displayed by the filter from the drop down list.
It allows the user to apply one of the 16 sets of formatting to a selected range on the
worksheet. DATA ENTRY USING FORMS
It quickly creates tables that are easy to read and that are attractive to look at. A form is a specially prepared template that the user can use to enter data in a
1. Select a range to make it active. worksheet.
2. Click Format then select the Autoformat command on the menu that appears. A data form lets the user to easily display and enter records into a worksheet
3. Select a format from the autoformat dialog box. database.
4. Click OK button to apply the format to the selected range. To display a data form:
1. Position the cell pointer in any cell containing data..
WORKSHEET DATA MANAGEMENT 2. On Data menu, click Form. S form is displayed.
At times, it becomes necessary to use advanced data management tools to manage 3. Navigate through, add new, delete or find records.
large data stored on a worksheet.
Data management features help a user manage large amount of related data. SUBTOTALS AND GRAND TOTALS
Some database operations that can be performed on a worksheet list include: Subtotals function is used to summarize a worksheet list to display grouped subtotals
1. Data entry forms. and grand totals.
2. Sorting The list is grouped using a preferred field.
3. Filtering To insert subtotals, you first sort the list so that the rows you want to subtotal are
4. Subtotals grouped together.
5. Input validation.

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 5. Click the series tab to specify data series properties. Data series refers to related
data points plotted on a chart, each represented by unique colour or pattern.
6. Click the expand dialog button to bring the full dialog box into view then click
To generate subtotals: the Next button. In step 3 of the wizard, use the appropriate tabs to type the title
1. Sort the data in ascending or descending order. of the chart, show a legend, select whether to display gridlines or note etc.
2. Click a cell in the list, then from Data menu click Subtotals. 7. In step 4 determine whether the chart will be inserted in the current worksheet or
3. In the At each change in box, select the field to use for grouping. in a new worksheet, then click finish button.
4. In the Use function box, select a function you want to use.
5. In the Add subtotal to box, check the columns that contain values you want to EDITING AND FORMATTING CHARTS
subtotal. Once the chart is created, its data series patterns or colours, size, location and
6. Click OK and Ms Excel automatically summarizes the list by calculating orientation can be changed.
subtotal and grand total values of the list. Once you select the chart, a chart menu item is added onto the menu bar.

INPUT VALIDATION RESIZING AND MOVING A CHART

To ensure that a user does not enter invalid data, set the validation criteria. An error To resize a chart, simply click the chart you wish to resize and use the place handles
message is displayed when data that violates this rule is entered. just to drag and to size.
To set data validation: To move the chart, click inside the chart area, then drag to the desired position.
1. Highlight the range of cells to validate.
2. On the Data menu, click Validation. Validation dialog box is displayed. LABELING DATA VALUES
3. Click the Settings tab and select a validation criterion. 1. Right click the chart then select the chart options command from the shortcut
4. To display an input message, click the Input message tab, type the message to be menu.
displayed and check “Show input message when cell is selected”. 2. Click the labels tab and choose whether you want value or text labels, then click
5. Set the Error alert then click OK. OK button to apply.

GENERATING CHARTS INSERTING TITLES

A chart also known as graph is a visually appealing diagram or diagrams generated Each chart must have a heading showing clearly what it represents. To make the
from numerical data on a worksheet. chart understandable, include axis titles. To include axis titles proceed as follows:
Charts make it easy for users to see comparisons, patterns and trends in data. 1. Right click the chart, then select the Chart options command.
A chart is linked to the worksheet data it’s created from and whenever data on the 2. Click the titles tab, then type the chart title (heading) and axis titles
worksheet is modified, the chart is updated automatically. respectively.
3. Click Ok button to apply.
TYPES OF CHARTS
1. Line chart: represents data as lines with markers at each data value in the x – y INSERTING A LEGEND
plane. A legend is equivalent to a key used on manually drawn charts.
2. Column chart: represents data as a cluster of columns comparing values across It shows what each colour or pattern of data series represent.
categories.
3. Bar chart: data values arranged horizontally as clustered bars. Compares values To create a legend:
across categories. 1. Right click the chart, then select the Chart options command.
4. Pie chart: displays the contribution of each value to a grand total. 2. Click the legend tab and specify that it be displayed in the chart area.
5. Scatter chart: compares pairs of values on the same axis. 3. Click OK button to apply.

CREATING A CHART: CHANGING THE CHART LOCATION

1. Select the range of values for which you want to create a chart. 1. Select the chart.
2. Click the chart wizard button on the standard toolbar and the chart wizard 2. On Data menu, click location.
dialog box is displayed. 3. Specify whether to embed the chart onto a worksheet, or place it in a new
3. Click the type of chart you wish to create. worksheet.
4. Click the next button. 4. Click OK.

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 DATABASES
CHANGING THE CHART TYPE:
1. Select the chart. DEFINITION OF A DATABASE
2. On Data menu, click Chart Type.  A Database is an organized collection of data.
3. On the Chart type dialog box, select the type of chart you want to replace with.
4. Click OK.
- The collection is integrated to reduce data replication
- The collection contains its description called schemas
PRINTING WORKBOOKS - The collection is managed in such a way that it can fulfill the
Most spreadsheets allow the user to print an entire workbook, worksheet, chart or different needs of its users.
selected range.  It is a collection of structured and related data items organized so
Before sending the work to a printer, you need to preview it so that you make any
necessary adjustments.
as to provide a consistent and controlled access to the items.
 It is considered to be organized because the data is stored In
PRINT PREVIEW categories that are accessible In a logical (or practical) manner.
It displays the worksheet, chart or selected range exactly the way it would appear  A database is shared collection of logically related data (and a
when printed. description of this data) designed to meet the information needs of
To display worksheet, chart or selected range:
1. Click the Print preview button on the standard toolbar.
an organization.
2. The worksheet will be displayed in the print preview window with the status bar
reading preview.  A Database is a generalized collection of related files within an
3. to make any page adjustments, click the setup button to setup the following: organization.
a) Page orientation and scaling.  To create and manage databases, we use Database Management
b)Margins.
System (DBMS)software which facilitates the creation,
c) Headers and footers.
d)Sheet options such as row and column headings, gridlines and page order organization and maintenance of databases.
are used to specify how multiple sheets are to be printed.  A database Management System (DBMS) is a software system that
4. To print, click the print option to display Print dialog box. enables users to define, create and maintain the database and which
5. Select printer, specify print what options, specify the no. of copies then click OK. provides controlled access to the database.
PAGE ORIENTATION
Refers to the layout of the text on the page. A worksheet can be printed on either  A Database System (DBS) - a data processing system which uses a
landscape or portrait depending on the number of columns across the worksheet. database. E.g. an organization using a database will have a
SOME COMMON PRINTING PROBLEMS database system say for its Payroll personnel and sales processing.
A message appears on the screen saying that the printer specified could not be found
in the directory
Possible problems and solutions  A Database is a collection of information stored in a way that makes it easy to
a) The printer could be off. Switch it on and it will start printing. retrieve, modify and search. A database can be stored in a single file with all
b) The data cable to the printer could be loose. Make sure it is firm at the the information stored together in a single table, which is called a flat database
ports. or stored in multiple tables with some common access information referred to as
c) The wrong printer could have been selected. Select the right one in the print a relational database.
dialog box and send the print job again.
d) A message appears on the screen reading that there is a paper jam. The
printer is clogged with a paper jam, alert the technician or the teacher to
clear the paper jam.

EXAMPLES OF DATABASE MANAGEMENT SOFTWARE

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 1. Ms Access. 3. Organize data for easy access, retrieval and manipulation of
2. FoxPro. records.
3. Paradox. 4. Act as an interface between a database and other application
4. DbaseIV. programs.
5. Filemaker. 5. Ensure security for the data in the database by safeguarding it
6. Lotus Approach. against unauthorized access and corruption (damage).
7. Clipper. 6. Keep statistics of data items in a database.
8. Oracle.
9. DB2. Advantages of database Systems
10. Ingress. 1. Control of data redundancy – limits the storing of same
11. SQL Server. information in more than one file.
2. Data consistency – if a data item is stored only in the database,
any update to its value has to be performed only once and the
Traditional File- Based Systems new value is immediately available to all users.
 A collection of application programs that perform services for the 3. More information from the same amount of data. It is possible
end users such as the production of reports. Each program defines to derive more information from the same data.
and manages its own data. 4. Sharing data – the database is owned by the whole organization
and can be shared by all authorized users. More users share
Limitations more of the data.
1. Separation and Isolation of data – when data is isolated in 5. Improved data integrity – this refers to the validity and
separate files, it is more difficult to access data that should be consistency of stored data, normally expressed in terms of
available. constraints which are rules the database is not permitted to
2. Duplication of Data – same data is stored in different violate.
departments. 6. Improved security – protection of the database from
- Duplication is wasteful – costs time and money to enter data unauthorized users. Integration makes it possible for the DBA
more than once. to define and the DBMS to enforce database security. This may
- Duplication can lead to loss of data integrity e.g. if an take the form of user’s names and passwords to identify people
employee moves, and changes are only made in one authorized to use the database.
department. 7. Economy of scale – combining all of an organization
3. Data dependence – when a change occurs it must be made in operational data into one database with the applications that are
all other related departments that it affects. required can result in cost savings
4. Incompatible file formats – since each department runs its own 8. Increased productivity – most DBMS have 4th generation
affairs, they may be using different programs. languages. This results in increased programmer productivity
5. Fixed queries/Proliferations of application programs. and reduced development time.
9. Improved maintenance thro’ data independence. A change to
the structure of the data does not affect the view. (changes in
data description do not affect changes in the application). This
is known as data independence.
FUNCTIONS OF A DATABASE MANAGEMENT SOFTWARE
10. Increased concurrency – if two or more users are allowed to
1. Allow user to add or delete records.
access the same file simultaneously, it is possible that the
2. Update or modify existing records.
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 access may interfere with each other, resulting in information  A particular relationship cannot be drawn between the items other
loss or even data integrity. However many DBMS manage than the sequence in which they are stored.
concurrent accesses and ensure that such problems do not  If one has to locate a particular data item, the search starts at the
occur. beginning and subsequent items are checked until the required item
11. Improved Backup and Recovery Services - Most DBMS is found.
provide facilities to manage the amount of processing that can
be lost following a failure. DISADVANTAGES OF FLAT FILE MODELS
a) Locating a record is tedious.
b) If data has to be inserted, the whole file has to be read and
Disadvantages of a Database rewritten.
1. Complexity c) The process of updating the database is tedious.
2. Size- very big disk space is required
3. Cost of DBMS (Initial and Maintenance) 2. HIERARCHICAL MODEL
4. Additional Hardware cost  Data items are arranged in hierarchical (tree) form.
5. Cost of conversion (training of staff etc)  The hierarchical database system can be said to have a parent-child
6. Performance – some applications may not run as fast any more relationship.
7. Higher impact of failure. Failure of one component can bring  The origin of a data tree is the root.
operations to a halt.  To access level 2 data items, you have to first access level 1 data
items.
 A specific single path leads to each item at lower levels.
DATABASE MODELS
 A Database model is a specific method for describing the structure a) Root (main data item)
and processing within a database. Path
 Databases can be classified according to the method used to
organize data i.e. Level 1 (data item)
1. Flat files.
2. Hierarchical.
3. Network.
4. Relational. b)
5. Object oriented. DBMS Root

EVOLUTION OF DATABASE SYSTEMS

Dept 1 Dept 2 Dept 3 Level 1
Flat file Hierarchical Network Relational Object oriented

ID1 ID1.1 ID2 ID 2.2 ID3 ID3.3 Level 2

Jim Clerk 3000 Jack Mgr 6000 Level 3

1. FLAT FILE MODEL  Data located at different levels along a particular branch from the
 A database holds only one set of data and is not any different from root is called a node.
the manual files..  The last node in the series is called the leaf.
 The data item is stored sequentially in one large file.  This model represents one-to-many relationships.
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 b) Mapping of data would become very difficult.
Databases organized according to the hierarchical model tend to be c) Since all the models use pointers, it increases complexity.
efficient in processing terms, but lack flexibility.
4. RELATIONAL DATA MODEL
DISADVANTAGES  Was first introduced by Dr. E.F. Codd (1970).
a) It is not possible to insert a new level in the table without altering  It allows data to be represented in a simple row – column (tabular)
the structure. format, each data field is considered as a column and each record
b) The model does not support many - to – many relationships. is considered as a row of table.
c) Suppose a new level is required between the root and the lower  Related data items are stored together in structures called relations
level (dpt), the only alternative is to frame an entirely new or tables.
structure.  Relationship can be created between tables such that a record or
records from one table relates to another or other records in
another table.
3. NETWORK MODEL
 A model for the structure of a database that sees it as network. In The main objectives are: -
other words, any record in the database may be related to (and a) To allow a high degree of data independence. Application
linked logically with) any other record. programs must not be affected by modifications to the internal data
 Links are used to express the relationship between different data representation e.g. changes in the file organization, record ordering
items. etc.
 Access to one item can be through multiple paths and from any b) To provide substantial grounds for dealing with data semantics,
item. consistency and redundancy problems. Codd introduced the
 The main idea behind this model is to bring about the many – to concept of Normalization i.e. relations that have no repeating
many relationship. groups.
 The relationship between the different data items is known as the c) To enable the expansion of set oriented data manipulation
sets. languages.
 The system also uses a pointer to locate a particular record.
DISADVANTAGES
Canteen a) Any change will involve adding and deleting columns to/from
existing tables.
Customer Suppliers b) It is not necessary to build the entire database from scratch as in
s Hierarchical Data models and network data models.
Transactions
5. OBJECT ORIENTED MODELS
The next generation of database model will look at records as objects
that are independent and how they relate with the other objects in a
database.
DISADVANTAGES FEATURES OF DATABASE MANAGEMENT SOFTWARE
a) Incase of large volumes of data, it is very difficult to locate the  These are the features that provide the user with a means to
item because it will increase the complexity of the search, as it manipulate data in a database.
uses pointers. 1. Tables – object in which data is stored.

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2. Queries – extracts data from the tables on user definable criteria. c) Controlling application flow: can be designed to work with
3. Reports – used for designing printouts of the data stored in macros and modules to automate a sequence of actions or to
tables/queries. display specific information.
4. Forms – used for entering, editing, deleting and viewing data. d) Displaying messages: include warning or error messages.
5. Macros – automates database objects based on commands and e) Printing information.
events.
6. Modules – procedures written to automate more complex 4. REPORTS
operations that cannot be handled by macros.  Provides the user with a means to specify the output layout and
what is to be output or printed.
1. TABLES/FILE STRUCTURE  They are very similar to forms: they include a header section, the
 Tables are the basic unit of a database. detail and a footer section.
 It is a database structure that is used to hold related records.  Every report also contains a section for a page Header and a Page
 They are organized in rows and columns, each row representing a footer.
record while each column representing common fields in each
record. 5. MACROS
 These are database objects used to execute pre-selected Access
2. QUERIES actions in response to a variety of events such as mouse clicks,
 A query is basically a question (group of instructions) that you ask changes in data, forms opening or closing etc.
the database when you want to pull specific records from the  It is possible to automate frequently performed procedures or tasks
database. using database component known as Macro.
 The response is a set of records that meet the criteria that you have
set. ADVANTAGES OF USING MACROS
 Therefore, a query is a statement used to extract, change, analyze a) Saves time by automating tasks that are both routine and
or request for specific data from one or more tables. repetitive.
 Because a query is a question posed to the database, it returns a b) They reduce errors and increase accuracy, ensuring that tasks
result for the user. are performed consistently.
c) Make forms and reports user friendly by adding command
3. FORMS/INPUT SCREEN buttons (that represent macros) that will enable users to easily
 A form is a graphical interface that resembles an ordinary paper maneuver between several objects.
form; used to enter or view data from a database. d) They automate the exporting and importing of data to and from
 Forms can be designed for several different purposes as described outside sources, such as Excel.
below:
a) Displaying and modifying data. 6. PROGRAMMING MODULE
b) Accepting user input: ca be designed to limit the user by  A more powerful tool than the macros used to automate the
designing them to accept only certain data values, using data database further.
validations. Data values can also be provided to help automate
data entry by using option groups, pop-up lists, drop-down lists
etc.
DATA ORGANIZATION IN A DATABASE

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 One of the functions of a database system is to organize data  Consists of the secondary storage; disks, tapes etc on which the
for easy access, retrieval and manipulation. database resides, together with the associated devices, control units
 Data is therefore organized from the simplest form called a and channels.
field to a very complex structure called a database.
1. FIELDS C. SOFTWARE
 A field is a character or a logical combination of characters that  The application programs that allow users to store information in
represent a data item. an ordered manner for timely and quick retrieval, called Database
 It is a column of similar information or groups of vertically Management System (DBMS).
arranged data that contain similar information of the same data  The DBMS provides all the functions required to define the data
type. structures and how they are stored on disk.
 It also provides functions for data manipulation such as insertion,
2. RECORDS deletion or modification of existing data.
 A record is a collection of related fields that represent a single  Most DBMS also provide functions to ensure that data integrity is
entity. maintained.
 Every entry of data is referred to as a record.
 Therefore a record is a group of related data about one item that D. USERS
we can treat as a single group.  There are basically 3 broad categories of users;
i) Application programmers.
3. TABLES/FILE STRUCTURE ii) End-users.
 This is a collection of related records. iii) Database administrators.
 It is a large organized data structure that contains related data.
I. APPLICATION PROGRAMMERS
4. DATABASE  Responsible for writing application programs that use the database.
 The highest in data organization hierarchy that holds all related  These application programs operate on the data in all the usual
files or tables. ways; retrieving information; creating new information; modifying
 It is an organized collection of data that can be stored using a or deleting existing information.
computer system or the traditional paper filing system.
II. END – USERS.
5. DATABASE SYSTEM  They interact with the database from a terminal.
 Comprises of four major components:  The user in general may perform all the functions of retrieval,
a) Data. creation, modification and deletion.
b) Hardware.
c) Software. III. DATABASE ADMINISTRATOR (DBA).
d) Users.  Person who is the overall in charge of the system.
 Responsible for determining the information content of the
A. DATA database, defining authorization checks and validation procedures;
 Refers to the values physically recorded in the database. monitoring performance and responding to changes in user
requirements, and defining a strategy for backup and recovery.

B. HARDWARE TYPES OF DATABASES

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 1. Desktop databases.
2. Server databases.

1. DESKTOP DATABASES
 Single-user applications.
 Reside on standard personal computers (hence the term desktop).
 Examples are:
a) MS Access
b) Foxpro.
c) Paradox.
d) Lotus Approach.
e) fileMaker Pro.
f) Dbase.
g) Clipper.

2. SERVER DATABASES
 Contain mechanisms to ensure the reliability and consistency of
data and are geared toward multi-user applications.
 They are designed to run on high performance servers and carry a
correspondingly higher price tag.
 Examples are:
a) SQL Server.
b) Oracle.
c) DB2.
d) Ingress.

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 Print production involves proofing, image – setting, colour separation (for colour
DESKTOP PUBLISHING productions), plate making and the actual printing.
DTP software therefore helps the user prepare what is referred to as an artwork in

D esktop publishing is an application software used in producing publications

work within the computer framework of art and design.
Desktop publishing is the activity of creating professional-quality typeset documents,
commercial circles for printing.

TYPES OF DTP SOFTWARE

which combine text and graphics. There are two main types of DTP software:
Desktop publishing refers to the process of producing publications like Cards, a) Graphical based software/Paint and draw software.
newspapers etc by designing their text and graphics layout and inserting, editing, b) Layout based software.
formatting and printing of text and graphical objects using special desktop publishing A) GRAPHICAL BASED SOFTWARE
software installed on the computer. They are specifically developed to edit and format graphic objects like pictures e.g.
The difference between a desktop publisher and a word processor is that desk top Adobe Photoshop, Corel draw, Harvard graphics etc.
publisher software gives the user more tools and control of the page layout, text These desktop publishers have superior image handling capabilities like setting
manipulation and graphic design than a word processor. resolution, brightness, contrast, cropping and filling images of all types with colour.
EXAMPLES OF DESKTOP PUBLISHERS B) PAGE LAYOUT BASED SOFTWARE
a) Adobe PageMaker. Specifically developed to create different page layout designs for text and pictures.
b) Corel draw. This makes it easy to combine text and graphics to create publications.
c) Ms Publisher. Programs in this category are generally tailored to professional designers and non-
d) Ventura. designers can certainly use them.
e) Ms Illustrator. Good examples of layout based publishers are Adobe PageMaker and Ms Publisher.
f) Quark Xpress.
g) Frame maker. TYPES OF PUBLICATIONS
h) Corel Ventura. DTP packages enable you to produce publications such as:
i) Corel Ventura. 1. Cards (business cards).
j) Serif Page Plus. 2. Certificates.
k) Free Hand. 3. Books.
4. Calendars.
PURPOSE OF DESKTOP PUBLISHING SOFTWARE 5. Bronchures.
1. GRAPHICS DESIGN 6. Flyers and Posters.
A typesetter can create and edit very complex text and graphical objects like pictures 7. Newsletters and Newspapers.
to finest details. 8. Announcement and Invitation cards.
A DTP package allows the different types of graphics to be incorporated into a 9. Magazines and Journals.
publication. For example, the software provides the user with rulers and ruler guides 1. BUSINESS CARDS
that can be used to place an object in exactly the correct position. The purpose of a business card is to relay relevant company information within a
small space.
2. PAGE LAYOUT DESIGN They are usually handed out during meetings, or included with letters, bronchures
Involves placement and arrangement of text and graphics on the page to produce and mailers, and later stored in a card file.
documents such as newsletters, bronchures, books etc. The business card should contain company logo and all contact information such as
The user can be able to design a page layout by setting consistent picture and object company and person’s names, telephone number, fax number, e-mail address and
locations, dividing a page into a number of columns and creating layers. postal address.
A layer can be viewed as the arrangement of objects on top of each other with the 2. CERTIFICATES
one on top being on the 1st layer. Used to show completion of courses and special events.
They must be designed to discourage any type of duplication or counterfeits.
3. PRINTING
The main purpose of any DTP is to produce publications and this cannot be 3. BOOKS
accomplished without printing. Bulky publications with many pages bound together in the same publication.

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4. CALENDARS Text can be wrapped around pictures, mapped onto them or written inside shapes.
Apart from showing the dates, they are used by companies to advertise their products Journals are publications written by experts for other experts in specific subject
hence most of them have heavy catchy graphics. areas.
They are published regularly and contain articles usually documenting original
5. BRONCHURES research and experiment on topics.
A brochure is a small booklet used for advertisement. Journals are also known as serials, periodicals or magazines.
They are displayed in racks, on coffee tables of waiting rooms, at product shows and The layout of journals is usually simple, but there may be complex formulae or
through direct mailings. diagrams to demonstrate experiments, concepts or results.
They are the most frequently used advertising media, and are used to give
information on a specific product, event, service or organization. THE PUBLISHER WINDOW
Upon opening Ms Publisher, it opens the publisher catalog.
6. FLYERS AND POSTERS The publisher catalog presents you with different ways of creating a new publication
These are publications that relay information to a large number of people. i.e.
They are usually hand delivered to a post-box or person stuck under windscreen 1. Publication by wizard.
wipers on cars, pinned onto doors or notice boards. 2. Publication by design.
Full colour flyers are used mostly for mass cultural events such as movies, music or 3. Blank publication.
theatre groups.
ELEMENTS OF THE PUBLISHER WINDOW
7. NEWSLETTERS Element Description
These are publications similar to newspapers but are used for disseminating Title bar Includes the name of the application and the current document, minimize,
information to special interest groups. restore/maximize and close buttons.
Control menu Opens the control menu, which provides commands such as move, size,
They serve as a sales or public relations tool for some professionals. buttons minimize and close.
Well – conceived newsletters use layout elements to give the copy a style or flavour Maximize button Enlarges the publisher window to cover the windows desktop.
to enhance the reading experience. Restore button Reduces the size of the window to allow further resizing and moving.
Minimize button Reduces the window to an icon sending it to the task bar/task manager.
8. NEWSPAPERS Close button Closes the publisher program.
Menu bar Contains options from which you can select commands to perform tasks in the
The main objective of newspapers is to convey news and information to the public. program.
The most important thing is telling a story. Standard toolbar Includes icons that serve as shortcuts for common commands such as save, print
Any graphics or photographic should reflect the content/message of the page. and spelling.
Most newspapers will have headline news on the front page, sports section at the Formatting toolbar Changes text and paragraph properties such as font, indent, spacing etc
back, announcements in the last few pages, advertisements anywhere within the Toolbar/box Contains icons for tools that can be used to draw objects, pictures and text
frames to your publication.
newspaper etc. Status bar Displays information about the current page number and the mouse pointer’s
The text is organized in columns for easier reading. position on the horizontal and vertical ruler, height and width of an object you
draw on the publication page.
9. INVITATIONS AND ANNOUNCEMENTS Publication Provides you with a space to create and enhance your publication.
window
Can be used to announce a business opening, the launch of a new product, a seminar, Scroll bars Enable you to scroll the view of your current document, left and right or up and
a reception, house opening, or a performance. down.
Announcements are used to inform about a new company or employee, company Paste board A large blank area where you place text and graphical objects before arranging
mergers, birth or death announcements etc. them neatly on the printable work area enclosed with margins.
Printable area It is the area that looks like a page surrounded by margins on the pasteboard.
Invitations and announcements are usually short and precise.
Any object or text that is placed on the printable area will be printed by the
They contain colourful graphics, which are attractive. printer.
Announcements usually contain only text. Quick publication Makes it easy for you to change major properties of the current publication, such
wizard as the design and colour scheme, page size and layout.
10. MAGAZINES AND JOURNALS Office assistant Provides you with the help you need to get the most of publisher.
Magazines are a source of many creative ideas for the treatment of text and images.
Images are an important element in magazines and pictures.
Pictures can be tinted, twisted and morphed (gradual change from one shape to
another).
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CREATING A NEW PUBLICATION
Some questions that may help in designing a publication are: c) COLUMN GUIDES
1. What is the purpose of the publication? Is it a greeting card, business card, flyer, These are vertical green dotted lines that are used to divide a publication page into
poster, book etc. two or more columns.
2. Do you have samples of the similar publications that you like? It is easy to adopt
layouts and designs that you like, instead of reinventing the whole. d) ROW GUIDES
3. Does the publication involve special papers? The colour scheme and design Also represented by blue dotted lines.
elements should match with the special paper. They are used to divide a page into two or more sections to help structure the layout
4. How will you print the completed publication? The printer quality will affect the of the page.
final print. If you only have a black and white printer, designing a publication
rich in colour is a waste of time. e) BASELINE GUIDES
Represented by gold dotted lines.
1. CREATING A BLANK PUBLICATION: They are used to align lines of text (as in your ruled – note book) to produce a
Allows you to create a publication from the scratch. uniform appearance between columns of text.
To start a blank publication: Ruler lines are represented by green dotted lines.
a) On the file menu, click New.
b) On the New publication task pane, under New, click Blank Print publication and HIDING/DISPLAYING THE VARIOUS GUIDES
a blank publication will appear. a) To show/hide layout guides, ruler guides and object boundaries, click
boundaries and guides on the View menu.
2. CREATING A PUBLICATION BY DESIGN: b) To show or hide the baseline guides, click baseline guides on the View menu.
The publication for print option under the new from a design allows you to select a
NB
publication template by type. To select a publication by type:
Any paragraphs that are set to align to baseline guides will continue to align whether
a) In the new publication task pane, under New from a design, click publications
or not the baseline guides are visible or hidden.
for print. A drop down list of several types of publications appears.
b) Select the type of publication you want to develop e.g. greeting cards. MOVING MARGINS/COLUMN/ROW HIDES
c) Click on the option you want e.g. birthday card and publisher will automatically You can only move margin guides, column guides and row guides on a master page.
insert the page layout on your publication. 1. On the view menu, click Master page.
2. In the edit master pages task pane, click the arrow next to the master page whose
3. CREATING A PUBLICATION BY WIZARD guides you want to move, and then click Edit.
a) In the New Publication task pane, under New from design, click design sets: a 3. Position the mouse pointer over the margin guide, column guide, or row guide
list of types of design sets will appear. you want to move until you see the vertical or horizontal Adjust Pointer.
b) Click on the type of set you want and select the layout you desire. 4. Drag the guide to its new position.
5. To return to your publication page, click Master Page on the View menu.
PLANNING AND DESIGNING A PUBLICATION PAGE
LAYOUT GUIDES AND RULER GUIDES: MOVING RULER GUIDES
These are non-printing lines used to position objects precisely. 1. To move a horizontal ruler guide, position the mouse pointer over the horizontal
Layout guides include margin, columns, row and baseline guides. ruler guide until you see the pointer change to horizontal Adjust Pointer.
2. To move a vertical guide, position the mouse pointer over the vertical ruler
a) RULER GUIDES guide until you see the pointer change to vertical Adjust Pointer.
Used to mark precise positioning of objects – a very important aspect of publishing. 3. Drag the ruler guide to its new position.
To place a ruler guide on the page, drag a line with the left mouse button from the
ruler itself to the exact position required in the page. You can read the object’s MASTER PAGES
position on the status bar as you move. A master page is a publication page that contains the design and layout elements that
you want to repeat on multiple pages in your publication e.g. headers, footers and
b) MARGIN GUIDES layout guides.
Margin guides are on top, bottom, left and sides of a page. Every new publication starts with one master page by default and must always have
They are used to define page margins and are represented by a blue dotted line. at least one master page.
Contents of a page are within the margin guide.
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 NOTE
CREATING A MASTER PAGE  If you are in two-page spread view, the delete page dialog box will appear.
1. On the view menu, click master page. Select the option you want, and then click OK.
2. In the edit master pages task pane, click new master page.  To view a two-page spread, on the view menu, select the two-page spread.
3. in the new master page dialog box, do any one of the following:  To switch back to viewing one page at a time, clear the two-page spread check
a) In the page ID (character box), type a single – character identifier for your new box.
master page. CHANGING THE PAGE SIZE
b) In the description box, type a brief description of your new master page. 1. On the file menu, click page setup.
c) If you want your new master page to be two-page spread, select two-page 2. Click the layout tab.
master. 3. Under publication type, do one of the following:
4. Click OK. a) Select one of the predefined publication styles you want.
DELETING A MASTER PAGE b) Select custom, and then enter the width and height you want.
1. On the view menu, click master page. 4. Click OK.
2. In the edit master pages task pane, click the arrow next to the master page you ADDING PATTERN OR COLOUR TO A SINGLE PAGE
want to delete, and then click delete. 1. Go to the page you want to change.
3. In the alert box, click Yes. 2. On the format menu, click background.
3. In the task pane, select the options you want.
EDITING A MASTER PAGE
1. On the view menu, click master page. ADDING PATTERN OR COLOUR TO EVERY PAGE OF THE
2. In the edit master pages task pane, click the arrow next to the master page you PUBLICATION
want to edit, and then click edit. You can change a master page to add a pattern or colour that appears on every page
3. Edit the page as desired. to which that master page is applied.
4. To see the updated publication pages, click view publication pages, and then 1. On the file menu, click master page.
navigate to a page to which the master page is applied. 2. In the edit master pages task pane, click the arrow next to the master page where
you want to add a background, and then click edit.
CHANGING PAGE PROPERTIES 3. On the format menu, click background.
ADDING/DELETING PAGES TO THE PUBLICATION 4. In the task pane, select the options you want.
To add or delete pages, you should be working on the main page of your publication. 5. To return to a publication page, click close master view on the edit master pages
If you are not on the main page (foreground), go to view menu and remove the toolbar.
checkmark next to master page.
WORKING WITH TEXT
ADDING A PAGE ADDING TEXT
1. Go to the page that will come either before or after the pages you want to add. Use the text box located in the object tool bar to include text in your publication.
2. On the insert menu, click page. Objects are the individual elements that make up the design i.e. text, graphics, charts,
3. In the insert page dialog box, select the options you want and then click OK. shapes and pictures.
ADDING A DUPLICATE PAGE When you select the text box, use the resizing handles to increase or reduce the size
1. On the page sorter, right click the page that you want to copy. of the text box and the rotational handle to rotate the text box.
2. On the short cut menu, click insert duplicate page. FORMATTING TEXT
3. A duplicate page will be inserted into your publication immediately after You can use the formatting toolbar to add attributes like bold, size and alignment.
the selected page. Press F9 to view the typing more clearly.

FITTING TEXT IN A TEXT BOX

1 2 3 4 If you type more text than the text box can hold, publisher stores the extra text in an
Page sorter controls overflow part of the text box where you will not be able to see it.
There are a number of ways to make the text fit in the text box:
DELETING A PAGE a) Change the size or font of the text.
1. In your open publication, turn to the page you want to delete. b) Increase the size of the text box.
2. On the Edit menu, click delete page. c) Reduce the line spacing.
d) Link text boxes.
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a) Reducing line spacing Click on a tab to use the options under that tab.
 On the format menu, click paragraph and then click the indents and spacing tab. ADDING COLUMNS TO A TEXT BOX
 Under line spacing, select the options that you want. 1. Select the text box which you want to add columns.
b) Reducing the size of the text box margin 2. On the format menu, select text box.
 Select the text box. 3. In the format text box dialog box, click the text box tab and click columns.
 On the format menu, click text box. 4. In the column dialog box, type or select the number of columns you want in the
 In the format text box dialog box, click the text box tab. numbers box. Type or select the spacing value you want in the spacing box.
 Under the text box margins, enter the settings for the margins that fit your 5. Click OK to return the previous dialog box.
publication. 6. Click OK.

c) Scaling a character BORDERS

Scaling is simply shrinking or stretching the width of text characters to take the size You can apply different types of borders including colour, thickness and picture to a
you want. text box or frame. You can also change an existing border style.
Scaling is only available if you are working on a print publication. ADDING OR CHANGING A BORDER
 Select the text characters you want to change. 1. Select the frame or text box you want to apply borders to.
 On the format menu, click character spacing. 2. On the formatting toolbar, click line/Border style.
 Under scaling, enter the percentage amount that you want to shrink or stretch 3. To add one of the predefined lines to all sides, select the line width you want.
your text. 4. To add a line of any width or colour, click on More lines. In the dialog box,
d) Fitting text automatically click the colours and lines tab.
 Click anywhere in the text. 5. Under preview, use the buttons to select the sides to which you want to add a
 On the format menu, point to autofit text, and do either of the following: line border.
a) To reduce the point size of the text until there is no text overflow, click shrink  To select one side to change, click the button on that side.
text on overflow.  To select more than one side, hold down shift, and then click the buttons on the
b) To shrink or expand text to fit in the text box when you resize the box, click sides you want.
Best fit.  To add a border around the entire box or cell, click box under Presets.
e) Linking text boxes ADDING A PICTURE BORDER
You can connect text boxes so that text that will not fit into the first text box flows 1. Click More lines.
into the next connected text box. 2. In the dialog box, click the Colours and Lines tab.
A series of connected text boxes is known as a story. 3. Under line, click Border Art.
 Click in the text box that you want to appear in the story. 4. In the Border Art dialog box, choose the options you want.
 On the connect text boxes toolbar, click create text box link. The mouse pointer Note: this procedure does not apply to ovals or circles.
changes to the shape of an upright jug. CHANGING THE COLOUR OF FILLS, LINES AND BORDERS
 Click in the text box you want as the next text box in the story. 1. Select the object you want to change.
 Repeat steps 2 and 3 to connect the story from text box 2 to text box 3 and so on. 2. On the format menu, select picture.
3. Select the options you want to change, which may include the following:
USING HANDLES a. Change a fill.
Handles appear at the corners and sides of a selected object, used to size and rotate b. Change lines and borders.
an object.
Text box handles only size the box and not the text inside it. INSERTING A DATE OR TIME
In order to return the aspect ratio (width: height proportion) hold the shift key down 1. Click in the text box or table cell where you want to insert the date/time.
as you adjust the size with the mouse, otherwise the object may become larger or 2. On the Insert menu, click Date and Time.
wider than it should be after resizing. 3. In the Language list, click a language e.g. English (UK)
The rotation handle (green dot above top handle) rotates the object, including text to 4. Under available formats, click a date or time format.
the desired angle. 5. If you want the date to be updated each time you open the publication, tick
(click) on Update automatically check box.
FORMATTING THE TEXT BOX
To format the text box, click on format and select text box to get the format text box DRAWING AND WORKING WITH GRAPHICAL OBJECTS
dialog box. Publisher comes with a large picture and clip gallery that you can select pictures
from.
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THE DRAWING TOOLBARS
There are 2 toolbars that you can use when working with graphics i.e. FORMATTING PICTURES
a) The objects toolbar; used to insert the graphics or create your own drawings Includes features such as alignment and positioning of the object, sizing, wrap style,
using the built-in drawing objects, such as lines, arrows, rectangles, ovals cropping, border style, and image control.
and autoshapes. To format an object, right click the object to format and choose format picture.
b) The picture toolbar; used to manipulates the graphics objects, such as Alternatively, select the object and from the menu bar select Format/Picture.
setting the line width, cropping, shading and colouring. POSITIONING AND ALIGNING OBJECTS
INSERTING IMAGES 1. In the Picture format window, click layout tab.
You can insert Clip Art, pictures or scanned images in your publication. 2. Type the required horizontal and vertical distances of object relative to the page
Position your cursor where you want to insert the image on your publication, then margins. It is easier to drag objects directly from the publication window
follow the instructions below: because results are usually seen.
3. Move the mouse over an object’s border until you see the mouse object pointer
ADDING CLIP ARTS
and drag the image to the new location/position. You can also select and move
1. To insert an image from the clip art gallery, select Insert/Picture/Clip art
objects using the keyboard direction arrows + shift/control.
from the menu bar.
2. On the search for field, type the category you want to search for e.g. ROTATING OR FLIPPING OBJECTS
animals, computer, people, sports etc. ROTATING
3. Click on Go. FREE ROTATION
4. A number of images will appear. Click on each clip art you want to insert. 1. Select the object that you want to rotate.
ADDING PICTURES 2. Point to the rotation handle.
1. Select Insert/Picture/from file from the menu bar. 3. Drag the mouse in the direction you want the object to rotate.
2. Locate the picture you want to insert and double-click it to insert it into NB: To rotate in 150 increments, hold down shift key while dragging the handle.
your publication.
3. You can also type a filename to search for, or under Look in, select the
location to search in. ROTATING AN OBJECT BY 900
1. Select the object that you want to rotate.
NB: To use this option, you must have created the picture using some graphics 2. On the arrange menu, point to rotate or flip, and then select the option you
package and saved it on a file. want.
ADDING SCANNED IMAGES
1. Select Insert/Picture/From scanner or camera from the menu bar. ROTATING AN OBJECT’S PRECISE NUMBER OF DEGREES
2. Select the name of your scanner from the device pop-up menu, and then click 1. Right click the object.
Acquire. Publisher will launch the program that came with your device. 2. On Format menu, click picture, then click the size tab. Under size and rotate,
3. Follow the instructions of your scanning software to scan the image, and then type or select the number of degrees to rotate the object in the rotation box.
insert it into your publication.
ROTATING AN OBJECT ON ITS BASE
NOTE: To rotate the object in a circle by pivoting around the grabber that is located directly
1. Remember to unselect each newly added clip art before you pick the next across from the green rotation handle:
picture, otherwise you will be replacing a newly added clip art. 1. Select the object you want to rotate.
2. If you want to view all the images available in the clip art gallery, click on the 2. Hold down Ctrl key and drag the green rotation handle.
organize clips on the task pane and then select the appropriate folder to view the
images. FLIPPING OBJECTS
1. Select the object you want to flip.
SIZING, MOVING AND DELETING IMAGES 2. On the arrange menu, select flip.
a) To resize an image, click the image. Rest the pointer on one of the corners until 3. To flip an object horizontally, click flip horizontal or to flip an object
it turns into a double arrow and drag to the size you want. vertically, click flip vertical.
b) To move an image, drag it to anew location.
c) If you want to remove a picture from the publication, click the picture and press
delete.
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 GROUPING AND UNGROUPING OBJECTS
CROPPING AN OBJECT You can group objects by combining them, so that you can work with them as
Cropping trims a part of a picture, either for emphasis or to remove unwanted though they were a single object.
portions. Grouped objects can be rotated, flipped and resized as a single unit.
Cropping while scanning can save memory because unused portions are discarded. You can also change the attributes of all objects in a group at one time e.g.; fill
1. Select the picture you want to crop. colour or adding a shadow.
2. on the picture toolbar, select the crop tool You can always ungroup objects any time you want, and then regroup them later.
3. Position the crop tool over a cropping handle. GROUPING OBJECTS
4. To crop one side, drag the center handle on that side. 1. Click the select objects tool and then drag the selection box around the objects
5. To crop evenly on two opposite sides at once, hold down control as you that you want in the group.
drag a center handle. 2. Click on the grouping button.
6. To crop evenly on all 4 sides at one, hold down control as you drag a corner 3. You can also click Arrange menu, then group or you can right click in the
handle. selection and click on group.
7. On the picture toolbar, click crop to turn off the crop picture command.
UNGROUPING OBJECTS
1. Select the grouped objects you want to ungroup.
OBJECT WRAPPING
2. In the lower-right corner of the selection box, click ungroup.
Picture and text objects can share the same space in different ways hence, in relation
to the object; text can be placed above, below, behind, around, on top or in spaces CREATING WORD ART
around the picture. 1. On the objects tool bar, click Insert word art.
2. In the word art gallery, click the word art effect you want, click OK.
WRAPPING TEXT AROUND THE PICTURE’S FRAME 3. In the edit word art text dialog box, type the text you want, select any other
1. Select the picture frame. options you want, and then click OK.
2. On the picture toolbar, click text wrapping. 4. Use the word art toolbar to edit the text or change its shape, position or colours.
3. Click square. ADDING SHADOW STYLES TO AN OBJECT
CHANGING HOW TIGHTLY THE TEXT WRAPS AROUND A PICTURE 1. Select the object that you want to change (Picture, auto shape, Word art or text
1. Click the text box. box).
2. On the format menu, click format text box. 2. On the formatting toolbar, click shadow style.
3. In the format text box dialog ox, click the text box tab. 3. Select the shadow style you want.
4. Under text box margins, enter the settings for the left, right, top and bottom 4. To remove a shadow, select No shadow.
margins you desire. 5. To change the direction of the shadow, select a shadow that goes the direction
CHANGING THE SHAPE OF THE PICTURE’S OUTLINE you want.
1. Select the picture frame. 6. To change the distance of the shadow, select shadow settings, then click any of
2. On the Arrange menu, point to text wrapping, and make sure that the square the 4 nudge shadow buttons.
option is not selected. 7. To change the colour of the shadow, select shadow settings, and then click the
3. On the arrange menu, point to Text wrapping, and then click Edit wrap points. arrow next to shadow colour.
4. Drag each wrap point to a new location, to form a new outline. WORKING WITH TABLES
OVERLAPPING AND ORDERING OBJECTS Tables are used to put information in columns, such as price lists, currency rates,
When two objects occupy the same space, they are stacked on top of each other. table of contents for a newsletter etc.
The order of stacking is changed by bringing the object to the top or bottom of the A table looks different from a text frame as it contains cells and grid lines to mark
stack, one stack up or down, over or below the text object. the cell area.
Select the object to arrange and click Arrange menu, order and then choose the Unlike the word processor tables, publisher tables do not have the field calculate
required order. capability.
NB: To move several objects together, hold down shift key and click everything you CREATING A TABLE
want to select. a) On the objects toolbar, click the insert table.
b) Click inside your publication, the create table dialog box will appear.
c) Select the options you want and click OK.
36 Zdobson@2024 0725767496
 d) Resize your table to the desired size. 6. Click advanced print settings, and then click the separation tab.
e) To add text into your table, click the cell where you want to add text and 7. In the output list, click separations.
start typing. 8. In the These Plates list, do one of the following:
 Click All defined links to print a spot-colour or process – colour plate for every
NOTE: When the table is unlocked, the table cell expands to fit the text you type. If
ink you have defined in the publication (Tools menu, Commercial printing
the table is locked, and you type more text than the cell can hold, the extra text will
Tools, colour printing).
not be visible. To unlock the table, check the Grow to fit text on the table menu.
 Click used inks only to print a spot- or process-colour plate for every defined ink
MERGING / SPLITTING CELLS IN A TABLE that is used in the publications.
1. To merge cells, select the adjacent cells that you want to combine.  Click convert spot to process to print only process – colour plates and convert all
2. On the table menu, select merge cells. The content of each cell will appear defined spot colours to process colours. Click OK.
in the merged cell.
3. To split cells, select the cell, and on the table menu, choose split cells. PRINTING A PUBLICATION
PREVIEWING THE PUBLICATION
ADDING BORDERS, FILLS AND EFFECTS TO A TABLE It is usually advisable to print preview your publication before you print the final
1. Select the cells you want to change. hardcopy.
2. On the format menu, click table. Print preview is a view of a publication, as it will appear when you print it. It enables
3. To add, remove or change a line border, select line and choose the option you to make editing or formatting changes before printing the final output.
you want, and then click OK. 1. On the file menu, click on print preview or
4. To add colours or patterns to cells or the entire table, select the cells/table, 2. Click on the print preview icon on the standard tool bar.
click the arrow next to the colour box and then select the options you want.
PAGE SETUP
DELETING A TABLE There are two orientation options: Portrait and Landscape.
Select the table, go to the table menu and choose delete then choose table. Portrait prints vertical layouts, while landscape prints horizontal layouts.
To set up page orientation:
SAVING A PUBLICATION 1. On the file menu, click page setup.
a) Saving a publication for the first time 2. Click the layout tab.
1. On the file menu, click on Save As. 3. Under orientation, click portrait for vertical layout or landscape for a horizontal
2. In the save in box, click the drop down arrow and then select the folder in which layout.
you would like to save the file. 4. Click OK.
3. Enter the file name you prefer.
4. Click on save. PRINT OPTIONS
PRINTING TO A DESKTOP PRINTER
b) Saving changes on an existing document 1. On the file menu, click print.
1. On the file menu, click on save or 2. To print all the pages, click OK.
2. click the save button on the standard tool bar or 3. To print a range of pages, go to print range in the print dialog box and select
3. press CTRL + S pages.
c) Saving a publication for commercial printing 4. To print just the current page, select current page in the print range section of the
Publisher allows you to save your document in order to be printed directly by a print dialog box.
printing machine.
NB: To print only one page, type the same number in the From and To boxes.
The format used is postscript, which is usually accepted by most machines.
Postscript is a page description language used by printers and image setters. PRINTING ON BOTH SIDES OF THE PAPER
Postscript files can only be printed on a postscript file after you have saved it. 1. On the file menu, click print.
2. In the print Dialog box, click properties.
d) To save your file in postscript format:
3. Click the layout tab.
1. On the file menu, click save as.
4. Under print on both sides (manually), click the option you want.
2. In the file menu box, type a name for the file.
3. In the save as type list, click postscript. PRINTING MULTIPLE COPIES ON A PAGE
4. Click save. 1. Open the publication you want to print.
5. In the save as postscript file dialog box, in the name list under printer, click the 2. On the file menu, click page setup.
postscript printer. 3. Select change copies per sheet.

37 Zdobson@2024 0725767496
 4. Select print multiple copies per sheet.
5. Under spacing, type in the values you want for side margin, top margin,
horizontal gap and vertical gap.
6. Click Ok to return to the previous dialog box.
7. On the file menu, click print.
NOTE: The change copies per sheet command is available when you select Business
card, Index card, or Postcard as the publication.
PRINTING A DRAFT PUBLICATION WITHOUT GRAPHICS
1. On the file menu, select Print.
2. select advanced Print settings.
3. on the Graphics and Fonts tab, select Do not Print any graphics.
4. select any other options you want, and click OK.

To print a copy with graphics, clear the Do not Print Any Graphics option.

CHANGING THE PAPER SIZE

1. On the file menu, click page setup.
2. Click the layout tab.
3. To use a pre-defined paper size, under Publication type, select the
publication type you want.
4. To define a custom paper size, under publication type, select custom, and
then enter the width and height you want.
5. Once you have selected your setting, click OK.

SELECTING A LARGER PAPER SIZE FOR COMMERCIAL PRINTING

A) SELECTING A LARGER PAPER SIZE IN PAGE SET UP:
1. On the File menu, select page setup.
2. In the page setup dialog box, select the printer and paper tab.
3. Under printer, in the Name Box, select the image setter printer driver you
want to use.
4. Under paper, in the size box, select the paper size you want.

B) SELECTING A LARGER PAPER SIZE WHEN PRINTING:

1. On the file menu, click print.
2. In the print dialog box, under paper, in the name box, select the image –
setter printer you want to use.
3. Select properties/advanced and expand the paper/output button.
4. In the paper size box, select the paper size you want and click OK.

PRINTING COLOUR SEPARATIONS

1. On the file menu, click print …… button.
2. Select the printer name to use.
3. Click the Advanced Printer settings tab.
4. Click separations tab.
5. In the output drop-down list, select separations.
6. In the resolution drop-down list, select the desired print quality.
7. In the halftone screen box, click the check boxes against the colours to print
and click OK.
38 Zdobson@2024 0725767496
  The network used a special data transmission technique called packet switching
INTERNET AND E-MAIL 
which was later adopted for the internet.
A computer would send a packet that contained data, destination address
INTRODUCTION information, error detection control information and packet sequencing
 Computers can be connected together using data transmission media cables in information.
order to communicate with one another i.e. enable the transfer of message,  By 1973, e-mail was the most common service n the internet.
hence the term networking, because the computers are linked to form a NET.  In 1979, the first media companies connected to the Internet.
 The internet links computers across the world allowing communication and  By 1981, the American military became a big user of the internet because they
commercial activities to be conducted electronically. could communicate and tap into the resources available on the net.
 The American government then also decided to access the internet for
DEFINITION OF THE INTERNET commercial purposes, greatly increasing the traffic.
 Internet can be broken into inter and net, meaning interconnection of networks  By 1987, the internet boasted of 10,000 host computers and as the importance of
e.g. LANs and WANS. the internet grew, businesses spent billions of dollars to improve it in order to
 Internet is a large network of networks that covers the whole world and enables offer better services to the clients (customers).
millions of computers from different organizations and people to communicate  Fierce competition arose among software and hardware manufacturers as they
globally. came up with new technology to meet internet working needs and as a result,
 Also known as the information superhighway because of its large size and great there was a great increase in message transmission capacity (bandwidth) and it
volume of information that passes through it. became cheaper to work with the internet.
 It is therefore an extensive system of interlinked yet independent networks  In 1994, 3 million computers were connected the internet.
 Today the Internet has grown and covered the whole world.
INTRANETS:  Governments, private organizations and individuals are using the internet in all
 An organization network that uses internet technology but is dedicated to the spheres of daily life to send messages and conduct business.
organization only.  By the turn of the 21st century, the internet brought together an estimated 625
 Only members of the organization can use the intranet. million computer users.
 Such networks may span across continents depending on the size of the IMPORTANCE OF INTERNET
organization. 1. it provides communication networks in military, academic and general public.
2. has contributed to the information society, contributing a lot to research, news
EXTRANETS: and information dissemination, leisure and communication, a place to do
 An organizational network that uses internet technology but also connects to business etc.
other organizations that are either suppliers or customers.
 If these networks are big enough, they are sometimes called internets (with INTERNET CONNECTIVITY REQUIREMENTS
small i) but the main web is referred to as the Internet (capital I). These are necessary for the computer to be able to connect to the internet:
1. Telecommunication facilities: telephone lines, telephone exchange stations,
DEVELOPMENT OF THE INTERNET satellite transmission etc.
 It originated on 30th October, 1969 when a small team of researchers at the 2. Modems.
University of California transmitted the first message between networked 3. Internet service providers.
computers. 4. internet software
 In 1969, ARPA (Advanced research projects agency) – a research body in the 5. Wireless access protocol.
USA set up a computer network that connected 4 universities and was given the 1. TELECOMMUNICATION FACILITIES
name ARPAnet, being a forerunner of today’s internet. They include:
a) Telephone lines or wireless channels.
b) Telephone exchange stations.
c) Satellite transmissions.
ARPA’S AIMS, GOALS AND BENEFITS
1. Allow sharing of data and information between computers.
2. There was faster communication between researchers through e-mail.
3. Allow multiple users to send and receive information at the same time.

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 A computer is connected to the external world through a telephone line and has 1. Transmission control protocol
to dial a remote computer on the net to establish a connection for data transfer. 1. Governs how data is transferred from one place to the next.
 Dedicated digital data transmission telephone lines called dedicated digital
leased lines are replacing the dial - up connections. 2. Internet protocol
 A leased line connection ensures constant and quick connection to the internet 2. Determines the addressing system on the Internet.
unlike the dial-up that you need to dial every time you need to access the
internet. INTERNET SERVICES
 Satellite base stations transmit data through a wireless uplink channel to the 1. The world wide web (www)
satellite. 2. Electronic mail (e-mail).
 The satellite then sends the data signal to the base station on another continent 3. Electronic commerce (e-commerce)
where it is picked up and send to telephone exchanges for transfer to the 4. Electronic learning (e-learning)
destination computer. 5. Internet fax
6. News media on the net.
2. MODEMS (MODULATOR, DEMODULATOR) 7. Health information on the net.
 Useful on networks that access the internet using analog lines. 8. Music an entertainment on the net
 A special digital-to-analog and analog-to-digital interface card that enables a 9. Chatting on the net.
computer to send and receive data on telephone lines.
 Voice transmission, an example of analogous data needs to be changed back to 1. THE WORLD WIDE WEB (WWW)
digital for a computer to manipulate.  Can be viewed as a vast virtual space on the internet where websites
 Modulation is where data to be transmitted is changed from digital to analog. (information pages) are installed.
 Demodulation is where data is changed back to digital from analog.  Most local area networks have a special computer called a server that stores
 Modems can be bought separately and plugged in one of the expansion slots on information and data for others on the same network to access.
the motherboard.  In order to connect a network to the internet, the LAN needs an internet server
 Most computers today come with an internal modem permanently fixed on the which is usually given the name world wide web (www) and has all the
motherboard called an onboard modem. information that others on the internet access.
 However some modems are external hence the computer may be connected to  www is therefore created by a network of internet servers.
them through a network interface card.  To enable easier access to information and data on the internet, a standard
method of preparing documents to be put on the internet was developed.
3. INTERNET SERVICE PROVIDERS (ISPs)  This method uses a special language such as hypertext markup language
 These are companies that offer internet services to end users at a fee. (HTML) to prepare documents to be put on the internet known as web pages.
 They act as an interface between telecommunication service providers and the  HTML can be combined with other web page production tools to achieve
internet end users. wonderful websites.
 Examples include:  Individuals and organizations establish sites where their web documents can be
a) Telkom’s Jambonet. placed for easy access by the extreme world.
b) African online.  Such sites are called websites and each has a special address called a uniform
c) Swiftkenya. resource locator (URL) that can be used to access them e.g.
d) Swiftglobal. http:/www.yahoo.com.
4. INTERNET SOFTWARE  Http stands for hypertext transfer protocol which is a protocol that transfers
 Internet interconnects millions of computers and telecommunication devices that hypertext.
have different configurations for hardware and software.  www is the name of the internet server (web server) on which the web page
 To therefore achieve communication between the devices (incompatible), resides.
special software called protocol is needed.  Yahoo.com is usually called the domain name of the local area network which
 A protocol is a set of rules that governs how two computers c an send and uniquely identifies a particular local area network.
receive data on the network. a) Website – a group of related web pages or other resources located on a web
server. The first page on a website is called a home page.
b) Web portals – offer specialized services such as searching, e-mail, sports
updates, financial, news and links to selected websites.
EXAMPLES OF COMMON PROTOCOLS
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c) A blog – a website that contains personal information which can easily be updates. 5. Audience Sizing: marketers know as to how many persons visited their on-line
Some blogs act as resume, diary and may be used for business, advocacy and site and how many of them stooped at particular place on the site. Such
campaign purposes. information can help the marketers to improve their offers and ads.
d) Multimedia sites contain photos, movies, music, web TV and internet radio. 6. Quick adjustments to market conditions: on-line marketing enables the
They are meant for entertainment. marketers to adjust quickly to changing market conditions. They can quickly
know what the market wants and offer it e.g. they can add more products to their
2. ELECTRONIC MAIL (e-mail) basket, change prices and add/modify promotional offers with greater speed.
 This is the exchange of electronic letters, data and graphics on the internet. 7. Lower costs: the on-line marketers don’t have to maintain a store and bear the
costs of rent, insurance and facilities.
3. ELECTRONIC COMMERCE (e-commerce) 8. Building customer relationship: marketers can have a dialogue with the
1. Also known as electronic marketing. customers and learn from them about their specific needs. Such interaction helps
 This is where goods and services are sold over the internet. the marketer to offer individualized offer of product and incentives.
 It consists of the buying and selling of products or services over electronic 9. Global markets: on-line marketer can attract customers located all over the
systems such as the internet and other computer networks. world and compete for global markets. On-line marketing does away with the
 It consists of: geographical location problems.
a) Electronic funds transfer.
b) Supply chain management. LIMITATIONS OF E-COMMERCE
c) Internet marketing. 1. Limitation of examining the product: on-line marketing does not provide an
d) Online transaction processing. opportunity to physically examine the product before purchasing because most
e) Electronic data interchange (EDI). customers would like to first examine the product, before purchasing it.
f) Inventory management systems. 2. Problem of delivery: this may be due to poor infrastructure in term of roadways
g) Automated data collection systems. and airways and therefore, there are often delays in getting the products ordered
on-line.
 A company can access customers allover the world and is not limited by space 3. Problem of confidence: both business customers and household customers do
and time. not have much faith in on-line marketing. They have a suspicion about the
 A small company that establishes websites to auction its gods and services not quality, price, delivery and other aspects.
only reduces operating costs but also increases its sales e.g. vehicle dealers 4. Problem of payment: a good number of customers do not want to buy on-line
import vehicles directly from international dealers by accessing their websites with their credit cards or debit cards. This is because they feel that hackers may
and placing orders. misuse their cards.
 The major challenges are that people deal with each other without ever meeting 5. Low density of PCs and Internet: those who have internet facility often find it
physically and there is lack of proper laws to govern such business. difficult to log onto the internet because of poor quality of the connection.
6. Legal problems: e-commerce does not involve paper documentation and
ADVANTAGES OF E-COMMERCE instead uses electronic documentation for recording transactions.
1. Convenience: on-line marketing offers convenience to the customers. They can
order the products of their choice at any point of time 24 hours a day, wherever ONLINE SHOPPING
they are.  It is the process consumers go through to purchase products or services over the
2. Information: customers can get lots of comparative information about firms, internet.
their products, prices and promotional offers without leaving their homes or  One must be able to have access to a computer, a bank account and a
workplace. Such information can facilitate to make the right choice of debit/credit card.
purchases.  Books are one of the things bought most online.
3. Better prices: the customer can obtain good information on comparative prices  Clothes, shoes and accessories are all very popular things bought online.
of several sellers and then make the right choice of the product that offers  Cosmetics, nutrition products and groceries are increasingly being purchased
highest value in terms of price-quality. online.
4. Less hassles: customers don’t have to face persuasive tactics of the sales force  About one fourth of travelers buy their plane tickets online because it is a quick
and they need not wait in line to receive goods and to make payment which they and easy way to compare airline travel and make a purchase.
do under conventional shopping.  One knows exactly what website to go to, how much the product will cost, and
how long it will take for the product to reach them.

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 Consumers find a product of interest by visiting the website of the retailer  Using Bluetooth technology, smart phones offer fax, e-mail and phone
directly or do a search across many different vendors using a shopping search capabilities.
engine.
PRODUCTS AND SERVICES AVAILABLE – MOBILE COMMERCE
PRODUCT DELIVERY a) Mobile ticketing:
Once a payment has been accepted, the goods or services can be delivered in the  Tickets can be sent to mobile phones using a variety of technologies.
following ways:  Users are then able to use their tickets immediately by presenting their phones at
a) Download: method often used for digital media products such as software, the venue.
music, movies or images.  Tickets can be booked and cancelled on the mobile with the help of simple
b) Shipping: the product is shipped to the customer’s address. application downloads or by accessing WAP portals of various Travel agents or
c) Drop shipping: the order is passed to the manufacturer or third-party direct service providers.
distributor, who ships the item directly to the consumer by passing the retailer’s
physical location to save time, money and space. b) Mobile vouchers, coupons and loyalty card
d) In-store pickup: the customer orders online, finds a local store using locator  Used for distribution of vouchers, coupons and loyalty cards.
software and picks the product up at the closest store.  The voucher, coupon or loyalty card is represented by a virtual token that is sent
to the mobile phone.
ELECTRONIC BUSINESS (e-business)  Presenting a mobile phone with one of these tokens at the point of sale allows
 It is the utilization of information and communication technology (ICT) in the customer to receive the same benefits as another customer who has a loyalty
support of all the activities of business. card or other paper coupon/voucher.
 Electronic business method enable companies to link their internal and external
data processing systems more efficiently and flexibly, to work more closely with c) Content purchase and delivery
suppliers and partners and to better satisfy the needs and expectations of their  Consists of the sale of ring-tones, wall papers and games for mobile phones.
customers.  The convergence of mobile phones, MP3 players and video players into a single
device will result in an increase in the purchase and delivery of full length music
MOBILE COMMERCE (m-commerce) tracks and video.
 It is the ability to conduct commerce using a mobile device, e.g. a mobile phone
(cell phone), a PDA (personal Digital Assistant), a smart phone and other d) Location – based services
emerging mobile equipment such as dashtop mobile devices. unlike a home PC, the location of the mobile phone user is an important piece of
 Mobile commerce is therefore any transaction, involving the transfer of information used during mobile commerce transactions.
ownership or rights to use goods and services which is initiated and/or competed Knowing the location of the user allows for location based services such as:
by using mobile access to computer-mediated networks with the help of an i) Local maps.
electronic device. ii) Local offers.
 M-commerce was born in 1997 when the first two mobile phone enabled coca iii) Local weather.
cola vending machines were installed in the Helsinki area in Finland. They used iv) People tracking and monitoring.
SMS text messages to send the payment to the vending machines.
 In 1997, also the first mobile phone based banking services was launched by e) Information services
Merita bank of Finland also using SMS. A wide variety of information services can be delivered to mobile phone users in
 In 1998, the first digital content sales were made possible as downloads to much the same way as it is delivered to PCs. These services include:
mobile phones when the first commercial downloadable ringing tones were i) News services.
launched in Finland by Radionlinja (now part of Elisa). ii) Stock data.
 Mobile commerce related services spread rapidly in early 2000 from Norway iii) Sports results.
launching mobile parking, Austria offering mobile tickets to trains and Japan iv) Financial records.
offering mobile purchases of airline tickets. v) Traffic data and information.
 In order to exploit the m-commerce market potential, handset manufacturers
such as Nokia, Ericcson, Motorola and Qualcomm are working with carriers f) Mobile banking:
such as AT & T Wireless and Sprint to develop WAP-enabled smart phones and  Allows customers not only to access account information, but also make
ways to reach them. transactions e.g. purchasing stocks, remitting money via mobile phones and
other mobile equipment.

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 In Kenya, we have a money transfer service known as M-Pesa and Zap provided 6. NEWS MEDIA ON THE NET
by the two leading mobile operators, where mobile users can send and receive  All major media houses post their daily news on the internet for their clientele to
money through the mobile phone within Kenya. access within a very short time.
g) Mobile brokerage:
 Stock market services offered via mobile devices have also become more 7. HEALTH INFORMATION ON THE NET
popular and are known as Mobile Brokerage.  The internet provides latest medical news and research findings for practitioners
 They allow subscriber to react to market developments in a timely fashion and and scholars.
irrespective of their physical location. 8. MUSIC AND ENTERTAINMENT ON THE NET
 It is possible to listen to music on the web and to watch video clips if your
h) Auctions: computer is a multimedia machine.
 Over the past three years mobile reverse auction solutions have grown in
popularity. 9. CHATTING ON THE NET
 Unlike traditional auctions, the reverse auction (or low-bid auction) bills to  People can sign into a chat room and exchange ideas freely through discussions
consumer’s phone each time they place a bid. e.g. politicians, scholars sign into chat rooms in order to exchange ideas and
comments.
i) Mobile purchase
 Allows customers to shop online at any time in any location. 10. NEWSGROUPS
 Customers can browse and order products while using a cheap, secure payment  These are organized groups of Internet users who wish to share ideas and
method. interests on the internet.
 Once you join a newsgroup, you can participate in discussion forums and
j) Mobile marketing and advertising debates.
 Corporations are now using m-commerce to expand everything from services to ACCESSING THE INTERNET SERVICES
marketing and advertisement. SEARCHING
Payment methods  Search engines are specialized programs that help the user easily search for
 The main payment methods used to enable mobile commerce are: information on the Internet.
i) Premium – rate calling numbers.  Examples are:
ii) Charging to the mobile telephone user’s bill. o Google.
iii) Deducting from their calling credit. o Alta vista.
iv) Registration of a credit card that is linked to a SIM card. o Excite.
v) Billing a customer’s credit card through a secure user interface. o Yahoo.
4. ELECTRONIC LEARNING e-learning)  Here are a few tips on a good search process:
 Academic materials for all levels of education are readily available on the o Identify a search engine.
internet (web). o Enter the keywords in the search text box.
 There is also a provision for those who would like to do distance education o Use quotation marks to identify the keywords.
programs and home schooling. o From the displayed search result, identify the site that contains the
 Learning through interaction with special programs on the computer is called e- information you want.
learning i.e. learning by correspondence.
BROWSING THE WEB
5. INTERNET FAX  To browse, also referred to as surfing is to explore or navigate from one website
 The internet provides complete fax facilities where you can configure fax to another.
settings, send and receive faxes, track and monitor fax activity and access
archived faxes. UNIFORM RESOURCE LOCATOR (URL)
 Using fax, you can choose to send and receive faxes with a local fax device  Simply referred to as the web address, connects the user to a particular website.
attached to your computer, or with a remote fax device connected to fax  The URL has two parts:
resources located n a network. o Protocol: a standard used to connect to the resource e.g. hypertext transfer
protocol (http://) and file transfer protocol (ftp://).
o Domain name: Name of the web server where the resource is located.

43 Zdobson@2024 0725767496
 c) Select the destination folder, then click Save.
HYPERLINKS
 Simply referred to as links and are used to navigate from one web page to PRINTING A WEB PAGE
another. a) Click the Print button on the Navigation toolbar.
b) Set the print options.
NAVIGATION TOOLBAR c) Check the “print shortcuts in a table at the end of the document” check box, then
 Consists of buttons you can easily use to navigate the web. click OK.

USING ELECTRONIC MAIL

Refresh Home
Back Next Stop button Button Search History Mail
 To create, receive and send electronic mails, a special e-mail program such as
Favorites Print Edit
Microsoft Outlook Express, Yahoo mail, Gmail and Eudora are required.
CHECKING FOR MAILS IN YAHOO
 To use Yahoo mail, you first sign up for an e-mail account. Yahoo assigns each
user a unique user name referred to as an ID and a password.
 To open an e-mail in yahoo mail:
The list below highlights the function of each button on the navigation toolbar: a) Sign in using your ID and password.
1. Back button: returns the browser to the immediate former web page. b) Click Check mail button then Inbox.
2. Next button: moves the browser to the next web page in case a person had c) In the Inbox list, click the subject of the mail to read.
clicked the back button. d) Read the mail. Open an attachment if any.
3. Stop button: used to stop loading the current web page.
4. Refresh button: used to reload a web page after failing the current attempt.  To open an e-mail in Outlook Express:
5. Home button: takes the user to the first page (home page) of the default web a) Launch Outlook Express from the taskbar.
page. b) On the Folders list, click Inbox.
6. Search button: enables a person to search for information on the website. c) Read the mail. Open an attachment if any.
7. Favorites button: displays all links bookmarked to be revisited later.
8. History button: displays the websites that were visited in the recent past. E-MAIL COMPOSE WINDOW
9. Mail button: used to view and send e-mails. A typical e-mail compose window has three basic elements:
10. Print button: used to print web pages. 1. Header: The e-mail header is made up of the following parts:
11. Go button: used to load the website whose address is in the address bar. a) Address of the recipients: The e-mail recipients can be more than one.
b) Subject: Presents the topic of the message.
ADDING A WEBSITE TO FAVORITES c) Attachment: files attached from other programs such as Word processors
 You can bookmark those web pages that you are likely to revisit by adding to and spreadsheets.
the favorites. 2. Message: This is the content of the e-mail and it may include text and graphics.
 To bookmark a site: 3. Signature: The signature provides additional information about the sender such as
a) On the favorites menu, click Add to Favorites. full name, address and telephone number.
b) Type or click OK to accept the name of the new favorite.
c) To make the site available off-line, check Make available off-line. E-MAIL ADDRESS FORMAT
 An e-mail address determines the destination of the e-mail sent.
 To view or visit your favorite later:  A typical e-mail address would look like this:
a) Open the Windows explorer. [email protected]
b) Locate the favorites folder and open it. 1. Chemwex is the user name and is usually coined by the user during e-mail
c) Click the favorite you wish to view. account registration.
2. @ is the symbol for “at” which separates the user name from the rest of the
DOWNLOADING WEB PAGES address.
 Using Internet explorer, you can save a web page or a file to a disk file. This is 3. yahoo.com is the name of the host computer in the network i.e. the computer on
referred to as downloading. To download web content: which the e-mail account is hosted.
a) Connect to the web page to be downloaded or; 4. the period “.” Is read as dot and is used to separate different parts of the e-mail
b) On the File menu choose File, then click Save File As. address.
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com identifies the type of organization offering particular services and is called the EMERGING ISSUES
domain, meaning it is a commercial institution. Other commonly used domains  Although Internet is such an important resource, it has also brought with it some
include: challenges which include:
a) .edu Educational institution. 1. Accessibility to dirty sites: such as pornography by the young hence affecting
b) .gov Government institution. their morals resulting to premarital sex, drug and substance abuse. The solution
c) .org Non-profit making organization. is to restrict the known offensive sites using filter programs such as CyberPatrol,
d) .mil Military organization. Cybersitter or Net Nanny.
e) .co Commercial institution. 2. Security and privacy: Internet as made it easy for criminals to illegally access
f) .net An institution or organization providing networking services. organizations private information, hence posing security concerns. In improve
g) .ac An academic institution. on security, install a Firewall and antispyware programs.
3. Spread of malicious software: these include viruses like; Trojan horse and
Sometimes a two letter extension is added after the domain name to show the worm. They result to frustration and loss of data. Install Internet security
country where the site is located e.g. in [email protected], the domain .ke stands programs and update them regularly.
for Kenya. Other domains include:
a. .uk United kingdom.
b. .us United states.
c. .ug Uganda.
d. .tz Tanzania.
e. .jp Japan.
f. .au Australia.

COMPOSING AND SENDING AN E-MAIL

1. Click the compose button.
2. Type the recipient button.
3. Type in the subject of the message.
4. Type in the message in the message box.
5. Click the Send button.

ATTACHING FILES INTO AN E-MAIL

1. Click the attachment button on the toolbar.
2. In the dialog box that appears, select the file(s) to attach.
3. Click attach button to attach the files.
NB: An attachment text box is automatically added below the subject.

CONTACTS MANAGEMENT
 To avoid typographical errors when entering am e-mail address, add the contacts
in the address book.
 To add a contact in outlook express:
1. From Tools menu, click Address Book.
2. In the Address Book window, click the New Contact button.
3. Enter the contact details including the e-mail address.
4. Click the add button to add the contact into the list, ten close the address book.

 To add a contact in Yahoo mail:

1. Click the e-mail address of the sender.
2. Click Add to contacts button.
3. Enter other contacts details.

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 Control measures against hardware failure:
SECURITY THREATS AND CONTROLS  Protect computers against brownout or blackout which may cause physical

T
damage or data loss by using surge protectors and UPS.
he rapid growth and widespread of information and communication  Use of fault tolerant systems. This is a system that has duplicate storage,
technologies, Internet services as well as numerous occurrences of peripherals devices and software that provide a fail-over capability to back up
international terrorism, demands better methods of protecting computers, data components in the event of system failure.
and information.
Disaster recovery plans:
DATA SECURITY CORE PRINCIPLES Involves establishing offsite storage of an organization’s databases so that incase of
The three (3) core principles of data security also referred to as information security disaster or fire accidents, the company would have backup copies to reconstruct lost
are: data from.
1. Confidentiality. 2. THREATS FROM MALICIOUS PROGRAMS:
2. Integrity. Malicious programs may affect the smooth running of a system or carry out illegal
3. Availability. activities such as, secretly collecting information from an unknowing user. Some of
the common types of malicious programs include:
1. CONFIDENTIALITY:  Boot sector viruses: they destroy the booting information on storage media.
This means that sensitive data or information belonging to an organization or  File viruses: attach themselves to files.
government should not be accessed by or disclosed to unauthorized people. Such  Hoax viruses: come as e-mail with attractive messages and launch themselves
data include employees’ details, classified military information, business financial when e-mail is opened.
records etc.  Trojan Horse: they appear to perform useful functions but instead they perform
other undesirable activities in the background.
2. INTEGRITY:  Worms: a malicious program that self-replicates hence clogs the system memory
Means that data should not be modified without owner’s authority. Data integrity is and storage media.
violated when a person accidentally or with malicious intent, erases or modifies  Backdoors: may be a Trojan or a worm that allows hidden access to a computer
important files such as a payroll or a customer’s bank account file. This affects the system.
completeness and accuracy of the data.
Control measures against viruses:
1. Install the latest versions of anti-virus software on the computers.
3. AVAILABILITY:
2. Always scan removable storage media for viruses before using them.
Information must be available when required i.e. on demand. Therefore, an
3. Scan mail attachments for viruses before opening or downloading an
information system may be unavailable due to power surges, hardware failures,
attachment.
unplanned upgrades or repairs.
4. Avoid foreign disks in the computer lab.
SECURITY THREATS AND CONTROL MEASURES 3. PHYSICAL THEFT:
Security threats to computer-based information systems, private or confidential data There are cases of people breaking into offices or firms and stealing computers, hard
include: Unauthorized access, Alteration, Malicious destruction of hardware, disks and other valuable computer accessories. In most cases, such theft may be done
software, data, network resources and Sabotage. by untrustworthy employees “inside job” or by outsiders. The reason behind such an
act may be commercial, destruction to sensitive information or sabotage.
1. INFORMATION SYSTEM FAILURE Control measures against theft:
Some of the causes of computerized information system failure include: 1. Employ security agents to keep watch over information centers and restricted
a) Hardware failure due to improper use. back ups.
b)Unstable power supply as a result of brownout or blackout and vandalism. 2. Reinforce weak access points like the windows, door and roofing with metallic
c) Network breakdown. grills and strong padlocks.
d)Natural disaster. 3. Motivate workers so that they feel a sense of belonging in order to make them
e) Program failure. proud and trusted custodians of the company resources.
4. Insure the hardware resources with a reputable insurance firm.

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4. PIRACY:
This is a form of intellectual property theft which means illegal copying of 4. Accidental access:
copyrighted software, information or data.  Sometimes, threats to data and information comes from people making
mistakes like printing sensitive reports and unsuspectingly giving them to
Control measures against piracy:
unauthorized person(s).
1. Enforce laws that protect the owners of data and information against piracy.
 Also, if end users have too much privilege that allows them to change or
2. Make software cheap enough to increase affordability.
access sensitive files on the computer then accidental access mistakes may
3. Use licenses and certificates to identify original software.
occur.
4. Set installation passwords that deter illegal installation of software.
 Errors and accidental access to data and information may also be as a result
5. FRAUD: of people experimenting with features they are not familiar with e.g. a
This is stealing by false pretence. Fraudsters can be either employees in a company, person may innocently download a file without knowing that it is self
non-existent company that purports to offer internet services such as selling vehicles installing and it is dangerous to the system.
etc. Other forms of fraud may also involve computerized production and use of
counterfeit documents. 5. Hacking and cracking:
6. SABOTAGE: A hacker is a person who gains unauthorized access to information just for fun,
Refers to illegal destruction of data and information with the aim of crippling service by intentionally breaking security codes, while a cracker gains unauthorized
delivery, or causing great loss to an organization. SABOTAGE is usually carried out access for malicious reasons by using guess work again and again. They both
by disgruntled employees or by competitors with the intention of causing harm to an violate the security measures put in place such as bypassing passwords or
organization. finding weak access points to software.

THREATS TO DATA AND CONFIDENTIALITY There are various motivations for hacking. One, some people like the challenge
Privacy means that data or information belonging to an individual should not be and feel great after successfully hacking a system, while others do it
accessed by or disclosed to other people. It is an individual’s right to determine for commercially for software manufacturers to test the security status of a new
themselves what should be communicated to others. software system.

Confidentiality means that sensitive data or information belonging to an organization 6. Alteration:

or government, should not be accessed by or disclosed to unauthorized people. Illegal modification of private or confidential data and information with the aim
of misinforming users. It is usually done by people who wish to conceal the
The following are some examples of computer related crimes that compromise data truth or sabotage certain operations. It compromises the integrity of data and
privacy or confidentiality: information making it unreliable.
1. Eavesdropping:
Refers to tapping into communication channels to get information. Hackers mainly Control measures against unauthorized access:
use eavesdropping to access private or confidential information from internet users a) Firewall:
or from poorly secured information systems e.g. when they want to obtain numbers A firewall is a device or software system that filters the data information
of credit cards. exchanged between different networks by enforcing the host networks
access control policy. It monitors and controls access to or from protected
2. Surveillance (monitoring) networks. People who do not have permission cannot access the network
Refers to monitoring use of computer systems and networks using background and those within cannot access firewall restricted sites outside their
programs such as spyware and cookies. A person may keep a profile of all computer network.
activities done by another person or people, with the intention of spreading b) Data encryption:
propaganda or sabotage. Data on transit over a network faces many dangers of being tapped, listened
to or copied to unauthorized destinations. Such data can be protected by
3. Industrial espionage: mixing it up into a form that only the sender and receiver is able to
Involves spying on a competitor to get information that can be used to cripple understand. This is by reconstructing the original message from the mix
the competitor. This is mostly done with an aim to get ideas on how to counter which is called data encryption.
by developing similar approach or sabotage.
The message to be encrypted is called the plain text document. After
encryption, using a particular order called algorithm or key, the data is send
47 Zdobson@2024 0725767496
 as ciphertext on the network. The recipient receives it and decrypts it using
a reverse algorithm to the one used during encryption called a decryption b) KENYA ICT POLICY:
key, to get the original plain text document.  The government has developed a national ICT policy that seeks to address
issues of privacy, e-security, ICT legislation, cyber crimes, ethical and moral
Therefore, without the decryption key, nobody can be able to reconstruct conduct, copyrights, intellectual property rights and piracy.
the initial message. c) UNITED KINGDOM DATA PROTECTION ACT 1988:
 In the united kingdom, the Data Protection Act 1988, protects an
Ciphertext Kcalb rehtnap
Black individual’s privacy.
Black panther
panther Kcalb rehtnap  The act states that no processing of information relating to individuals,
including the obtaining, holding, use or disclosure of such information
Plain text can be done without owner’s consent.
Plain text
Encryption key Decryption key d) UNITED KINGDOM COMPUTER MISUSE ACT 1990:
 A UK act of Parliament that makes computer crime such as hacking a
c) Security monitors: criminal offense.
These are programs that monitor and keep a log file or record of computer  The Act has become a model of many other countries including Kenya.
systems and protect them from unauthorized access.
e) FAMILY EDUCATIONAL RIGHTS AND PIRACY ACT (USA):
d) Biometric security:  A USA federal law that protects the privacy of student’s education
It is a growing form of unauthorized control measure that takes the user’s records.
attributes such as voice, finger prints and facial recognition.  To release any information from a student’s education record, USA
schools must have written permission from the parent or the student.
e) Other access control measures:
Access control can also be enhanced by implementing multi-level f) SECURITY BREACH NOTIFICATION LAWS:
authentication policies such as assigning users log on accounts, use of smart  Most countries require businesses, nonprofit making organizations, and
cards and Personal Identification Number (PIN). state institutions, to notify consumers when unencrypted “personal
information” is compromised, lost or stolen.
POLICIES AND LAWS GOVERNING INFORMATION SECURITY:
Most countries have Acts of parliament, regulations, laws and policies that govern g) COPYRIGHT AND SOFTWARE PROTECTION LAWS:
data processing and information security.  Hardware and software are protected by either national or international
Internationally, data security issues are governed by bodies such as: Copyright, designs and patents laws or acts. For example Microsoft
 International Organization for Standardization (IOS). products are protected by international copyright law.
 Information Security Forum (ISF)  In UK, the “Patents Act 1977, protects monopoly right to inventions”.
IOS, a consortium of national standards institutes has published “Information  In general, although these data security laws or regulations may vary
technology-security techniques-Code of practice for information security from country to country, they seek to address the following:
management”. 1. Data should not be disclosed to other people without the owner’s
Information Security Forum (ISF) is a global non-profit making body made up of permission.
several leading organizations in financial services, manufacturing, 2. Data and information should be kept secured against loss or exposure.
telecommunications, consumer goods and governments. The organization provides 3. Data and information should not be kept longer than necessary.
research on best practice summarized in its report -Standard of Good Practice. 4. Data and information should be accurate and up to date.
5. Data and information should be collected, used and kept for specified
The following are some examples of regulations and laws in Kenya, United lawful purposes.
Kingdom and USA that govern data processing and information security:
a) ICT RELATED ACTS IN KENYA:
In Kenya, ICT issues are considered under various legislations including:
 The science and Technology Act, Cap. 250 of 1977.
 The Kenya Broadcasting Corporation Act of 1988.
 The Kenya Communications act of 1988.
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