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Module 1 Computer Packages Notes Bizziland

The document provides an overview of computer packages, defining a computer and its components, including hardware, software, data, procedures, people, and communication. It discusses the advantages and disadvantages of using computers, various types of computers, and details about computer hardware, including input, processing, output, and secondary storage devices. Additionally, it covers the functions of different hardware components and their significance in computing systems.

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0% found this document useful (0 votes)
114 views36 pages

Module 1 Computer Packages Notes Bizziland

The document provides an overview of computer packages, defining a computer and its components, including hardware, software, data, procedures, people, and communication. It discusses the advantages and disadvantages of using computers, various types of computers, and details about computer hardware, including input, processing, output, and secondary storage devices. Additionally, it covers the functions of different hardware components and their significance in computing systems.

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daisykipsalen
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Module 1 Computer Packages Notes - Bizziland

physics for computing systems (University of Nairobi)

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BIZZILAND
TRAINING CENTER

COMPUTER PACKAGES
- MODULE 1 NOTES -

(Year: 2023)

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INTRODUCTION TO ICT
Definition of a computer
A computer may be defined as an electronic machine that processes data to generate informationwith speed
and accuracy. A computer can also be defined as an electronic device that accepts data and instructions,
stores them temporarily in its memory waiting processing, and automatically executes/obeys the set of the
issued instructions to produce information from the input raw data.

COMPUTER BASED INFORMATION SYSTEM


A computer is a device made up of a combination of electronic and electromechanical (part electronic,
part mechanical) components. By itself a computer has no intelligence and is referredto as hardware,
which means simply the physical equipment. The hardware can't be used until itis connected to other
elements, all of which constitute the six parts of a computer-based information system.
The following are the components that makeup a computer- based information system.

A computer-based information system contains six elements:


Hardware, software, data/information, procedures, people, and communication/connectivity
1. Hardware: This is the physical or the tangible parts of a computer e.g. the keyboard, mouse,
monitor, systemunit, printers etc.
2. Software: Software is the term used to describe the instructions that tell the computer
hardware how toperform a task.
3. Data/Information
Data is the raw material (whether in paper form, electronic or other forms) which is processed by a
computer. In other words, data consists of the raw facts and figures that are processed into
information.
Information is summarized data or otherwise manipulated (processed) data. For example, the raw
data of employees' hours worked and wage rates is processed by a computer into the information
of paychecks and payrolls. People
4. People / Peopleware: constitute the most important component of the computer system. People
operate the computer hardware, they create and use the computer software, they enter the data, and
use the information that the system generates.
5. Procedures: are descriptions of how things are done, steps for accomplishing a result. Procedures
for a computer system appear in documentation manuals, also known as reference manuals and
6. user guides, which contain instructions, rules and guidelines to follow when using hardware and
software.
7. Communication also called connectivity is when one computer system is setup to share data and
information electronically with another computer system. Such connections may be through
telephone lines, cables, microwave transmissions etc.

Advantages of using computers


1. Computers operate at a high speed.
2. The computer results are very accurate.
3. Computers can work continuously without getting tired or bored.
4. Computers can work on voluminous data items.
5. Computers can solve any problem, provided that it is given the relevant instructions
set/programs.
6. Computers can operate in risky environments e.g. volcanic sites, lethalchemical plants, where
human life would be at risk.
7. The computer is flexible and can adapt to any work load without much strain.
8. Computers produce reliable information.
9. Large volumes of data can be conveniently stored, assessed and altered.
10. Computers can provide useful information to management for control and decisionmaking.
11. Computers help to reduce paper work significantly.
12. The number of persons required for performing various organizational activities willbe reduced
by using computers.

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13. The use of computers for office activities reduces the requirement of office spacewhich
otherwise is required.
Disadvantages of computers
i.) Computers are costly
ii.) Due to rapid change in computer technology, the computer and related facilities can become
outdated very fast.
iii.) At times installing or implementing computer systems in an organization ends up
replacing human employees hence joblessness / redundancy.
iv.) Important data may be lost in case of virus attack or machine breakdown.
v.) Company data may be at risk of illegal copying and unauthorized access by hackers
(Hacker – someone who gains unauthorized access to a computer system).

TYPES OF COMPUTERS
1. Personal computer:
The personal computer (PC) defines a computer designed for general use by a single person. While a
Mac is a PC, most people relate the term with systems that run the Windows operatingsystem. PCs were
first known as microcomputers because they were a complete computer but built on a smaller scale than
the huge systems in use by most businesses.
2. Desktop computer:
A PC that is not designed for portability is a desktop computer. The expectation with desktop systems is
that you will set the computer up in a permanent location. Most desktops offer morepower, storage and
versatility for less cost than their portable brethren.
3. Laptop:
Also called notebooks, laptops are portable computers that integrate the display, keyboard, a pointing
device or trackball, processor, memory and hard drive all in a battery-operated packageslightly larger
than an average hardcover book.
4. Netbook:
Netbooks are ultra-portable computers that are even smaller than traditional laptops. The extremecost-
effectiveness of netbooks means they're cheaper than almost any brand-new laptop you'll find at retail
outlets. However, netbooks' internal components are less powerful than those in regular laptops.
5. Personal Digital Assistants (PDAs):
Personal Digital Assistants (PDAs) are tightly integrated computers that often use flash memoryinstead
of a hard drive for storage. These computers usually do not have keyboards but rely on touchscreen
technology for user input. PDAs are typically smaller than a paperback novel, very lightweight with a
reasonable battery life. A slightly larger and heavier version of the PDA is thehandheld computer.
6. Workstation:
Another type of computer is a workstation. A workstation is simply a desktop computer that hasa more
powerful processor, additional memory and enhanced capabilities for performing a special group of
tasks, such as 3D Graphics or game development.
7. Server:
A computer that has been optimized to provide services to other computers over a network. Servers
usually have powerful processors, lots of memory and large hard drives. The next type ofcomputer can
fill an entire room.
8. Mainframe:
In the early days of computing, mainframes were huge computers that could fill an entire roomor even a
whole floor! As the size of computers has diminished while the power has increased,the term mainframe
has fallen out of use in favor of enterprise server. You'll still hear the termused, particularly in large
companies to describe the huge machines processing millions of transactions every day.
9. Supercomputers:
This type of computer usually costs hundreds of thousands or even millions of dollars. Althoughsome
supercomputers are single computer systems, most are composed of multiple high-performance
computers working in parallel as a single system. The best-known supercomputers are built by Cray
Supercomputers.

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10. Wearable computers:
The latest trend in computing is wearable computers. Essentially, common computer applications(e-mail,
database, multimedia, and calendar/scheduler) are integrated into watches, cell phones, visors and even
clothing. For more information see these articles on computer clothing, smart watches and fabric PCs.
11. Smart phone (Multi-function computers):
A Smartphone, or smart phone, is a mobile phone built on a mobile operating system e.g. Windows
Mobile, android etc., with more advanced computing capability and connectivity than afeature phone. The
first smartphones combined the functions of a personal digital assistant (PDA), including email
functionality, with a mobile phone.
COMPUTER HARDWARE
As mentioned earlier, computer hardware is the physical or the tangible parts of the computer.Computer
hardware is categorized depending on which of the five-computer operation it performs;
i. Input
ii. Processing and memory
iii. Output
iv. Storage
v. Communication
Devices that are connected to the computer and are controlled by the computer are referred to asperipheral
devices. These devices can be external, such as keyboards, mice, monitors, and printers or internal (inside
the computer system unit) such as a Power supply, hard disk, RandomAccess Memory etc.

INPUT HARDWARE
The function of input hardware is to accept data and convert it into a form suitable for computerprocessing.
In other words, input hardware allows people to put data into the computer in a formthat the computer can
use.
i.) Keyboard: A keyboard includes the standard typewriter keys plus a number of
specialized keys. The standard keys are used mostly to enter words and numbers.
ii.) Mouse: A mouse is a device that is rolled about on a desktop to direct a pointer on the
computer display screen. The pointer is a symbol usually an arrow that is used toselect
items from lists (menus) or to position the cursor. The cursor also called an
insertion point, is the symbol on the screen that shows where data may be enterednext, such
as text in a document.
iii.) Scanners, are often used in desktop publishing, translate images and text, drawings and
photos into digital form. The digital images can then be processed by the computer, displayed
on a monitor, inserted in documents, stored in a storage device ortransmitted to another
computer.
iv.) Tracker ball: A tracker ball is a movable ball on top of a stationery device, the ball isrotated
with the finger or the palm. In fact, a tracker ball looks like an upside-down mouse.
v.) Joystick: A joystick is a pointing device that consists of a vertical handle like a gearshift
lever mounted on a base with one or two buttons. Joysticks are used mainlyin video games,
in some computer aided design systems, and computerized robot systems.
vi.) Touchpad’s: A touchpad is a flat rectangular device that uses a weak electrical fieldto sense
your touch. Touchpad’s let you control the cursor/pointer with your finger, the cursor
follows the movement of your fingertip. You click by tapping the pad or pressing buttons
adjacent to the pad. Some portable computers used the touchpad to input data and
commands.
vii.) Light pen: A light pen is a light sensitive pen like device that is connected to a computer
terminal by a wire. Graphic designers, engineers and illustrators use lightpens.
viii.) Bar-code readers - Bar code readers are photoelectric devices that convert barcodestrips
into digital code. Barcodes are vertical zebra-striped marks you see on most manufactured
retail products. Figure 15: A barcode reader.
ix.) Microphone: The microphone converts human speech into digital code. An audioinput
device records or plays analog sound and translates it for digital storage andprocessing.
x.) Digital camera: A digital camera uses a light sensitive processor chip to capture
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photographic images in digital form on a memory card inserted on the camera.
xi.) Other input devices include; Touch screen, Digital tablet, Fax machines, Mark-and
Character recognition devices, Automated teller machines (ATM) etc.
PROCESSING AND MEMORY (PRIMARY STORAGE) HARDWARE
The computers control center is made up of the processing and main memory devices, the system unit
houses that part of electronic circuitry that does the actual and the memory thatsupport the processing.
Together these components are referred to as processing hardware.
CPU - the processor: The Central Processing Unit is the processor or the computing part of thecomputer.
It controls and manipulates data to produce useful information.
Primary memory - Working storage: Primary memory also called the main memory or the RAM
(Random Access Memory) is the temporary storage where data and programs needed for immediate
processing are held. Computer memory is contained on memory chips mounted on themotherboard.
The major characteristics of the main memory are;
i.) It has a quick response time
ii.) It is volatile i.e. all the information stored in it is lost when power is turned off.
OUTPUT HARDWARE
The function of output hardware is to provide the user with the means to view and use information
produced by the computer system. Information is output either in hardcopy output(Information printed on
paper) or soft copy output (information displayed on your computer monitor).
Monitor / Visual Display Unity VDU
The monitor is a television like screen on which you can read text and graphics. Monitors haveknobs or
buttons that adjust brightness contrast and positioning of the display screen.
TYPES OF MONITORS
Cathode-Ray Tubes (CRTs)
This is the same technology used on TV sets and involves the use of a vacuum tube. The CRT'sscreen
display is made up of small dots called pixels. A pixel is the smallest unit on the screen that can be turned
on or off or made into different shades.
Liquid Crystal Display (LCD)
This is a flat panel display that consists of a substance called liquid crystal whose molecules lineup in a
particular way. Under an applied voltage the molecular alignment is disturbed, whichchanges the optical
properties of the liquid crystal in the affected area.
PRINTER
A printer is an output device that prints characters, symbols, and graphics on paper (The printedoutput is
generally referred to hardcopy since it is relatively in a permanent form).
Categories of printers
Impact Printers
Impact printers have mechanism resembling that of a typewriter, it forms characters or images bystriking
against an inked ribbon leaving an image on paper. The dot-matrix printer is a good example of impact
printer, they are noisy, inexpensive and can print on several layers of paper atthe same time.
Non-impact printers
Non-impact printers are used almost everywhere now, they are fast and quieter than impact printers. The
two types of non-impact printers often used with microcomputers are laser printersand ink-jet printers.
Laser printers: - Like dot-matrix printer a laser printer creates image with dots. However, as in a
photocopying machine, these images are created on a drum, treated with magnetically chargedink like toner
(powder) and then transferred from the drum to the paper.
Ink-jet printers: - Inkjet printers spray small, electrically charged droplets of ink from four nozzles through
holes in a matrix at high speed onto paper. They are less expensive than laserprinters but print at a slower
speed.
Plotters
A plotter is a specialized output device designed to produce high-quality graphics in a variety ofcolours.
Plotters are used for creating large hardcopy items, such as maps, architectural drawings, and 3D
illustrations. Such items are usually too large to be printed on regular printers.
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Speakers and headphones


This are devices that synthesis sound output. They are basically used with a computer having multimedia
capabilities e.g. you can listen to music and sounds from your computer using eitherthe speakers or the
headphones.
SECONDARY STORAGE HARDWARE
- Secondary storage stores computer software and data in a form that is relatively permanent or
nonvolatile i.e. the data is not lost when power goes off. For any information in the secondarystorage
to be processed it must first be transferred to the RAM.
- RAM losses all the data when power goes off, but secondary storage retains data even in the
absence of power, that’s why it is important to save your work in a secondary storage device
such as memory card or the hard disk before shutting down your computer.
- The process of retrieving data from a storage device is referred to a reading while that of
copying information into a storage device is called writing.

Storage capacity
Capacity refers to how much data/information a storage device will hold. Computer storage capacity
may be represented using the following units.

HARD DISKS
Hard disks are thin but rigid metal or glass platters covered with a substance that allows data to be held in
form of magnetized spots. Hard disks are also sealed within an enclosed unit to prevent any foreign matter
such as dust, smoke etc. from getting inside.

OPTICAL DISKS
An optical disk is a removable disk on which data is written and read through the use of laser beams; a
high-power laser beam is used to represent data by burning tiny pits into the surface of a hard-plastic disk.
To read the data, a low-powered laser light scans the disk surface: pitted areasare not reflected and are
interpreted as 0 bits; smooth areas are reflected and are interpreted as 1 bit.

Categories of optical disks


CD – ROM disks – Compact Disk-Read Only Memory are the commonly used optical disks, Read Only
means that once information has been written on the disk it cannot be changed. They are mainly used in
storage of computer programs, music, movies and other data files. These disksare inserted in a CD-ROM
drive.
CD-R – Compact Disk-Recordable is a CD format that allows users with a CD writer/ CD-R drive to
write data only once onto a new blank CD. Once data is written it cannot be changed. Aspecial CD writing
software may be necessary when writing to a CD. e.g. Nero Burn CD-RW Disks – Compact disks
rewritable, are disks that allow the user to write and rewrite data on the CD i.e. the disk can be used over
and over again.
DVD/DVD ROM – This is a silvery, 5-inch optically readable digital disk that looks like an audio
compact disk but can store over 17 gigabytes, allowing greater data storage, studio guiltyvideo images,
and theater-like surround sound.

Advantages of DVDs
i.) They have large storage capacity and a fast data transfer rate.
ii.) Better audio quality
iii.) They offer a better picture quality and video.
iii.) They are available in both Recordable and rewritable capabilities.

Flash disk
They consist of a circuitry that is enclosed in a plastic or metal casing; they are usually connected to the
computer using the USB port. Flash disks are small and convenient since thecan carry lots of data. They
are mainly used in transferring information from one computer toanother they come in different capacities

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e.g. 1GB, 2GB and above.

COMPUTER KEYBOARD
The computer keyboard is the basic input device that converts letters, numbers and other
characters into electrical signals that are machine-readable.

Standard typing keys


Typing keys are the familiar QWERTY arrangement of letters, numbers and punctuation keys. QWERTY
refers to the alphabet keys in the top left row on a standard typewriter keyboard.
Cursor movement keys
The cursor also called the insertion point, is the symbol on the display screen that shows where data may
be entered next. The cursor-movement keys, or arrow keys, are used to move the cursoraround the text on
the screen. These keys move the cursor left, right, up, or down. The keys labeled PgUp stands for Page Up,
and the key labeled PgDn stands for Page Down. These keys move the cursor the equivalent of one page or
one screen at a time up (towards the beginning of the document) or down (towards the end of the
document).
Numeric Keys
On a standard keyboard, the numbers 0 through 9 are known as the numeric keypads.
Function Keys
The function keys are labeled with an F and a number, such as F1 and F2. They are used for issuing
commands not typing in characters. The purpose of each function key is defined by the software you are
using. For example, in one program pressing F2 may print your document whilein another program it may
save the document to the disk. Desktop microcomputers basically have 12 function keys while portable
computers have 10.

SPECIAL KEYBOARD KEYS


i. Enter key – You can press the Enter to tell the computer to carry out a task. In a wordprocessing
this key starts a new paragraph.
ii. Backspace key – You can press Backspace to erase the character to the left of the cursor.
iii. Delete key – You can press Delete to erase the character to the right of the cursor.
iv. Num Lock key – You can switch it on to enter numerical data and perform
calculations. You can also switch it off to use the numeric keys as cursor movement
keys.
v. Application key – You can press the Application key to quickly get a shortcut menu for an itemon
your screen.
vi. Spacebar – You can press the Spacebar to insert a blank space.
vii. Tab Key – Adds a group of space between words or moves to different section in a form or
spreadsheet.
viii. Windows key – You can press the Windows key to quickly display the Start menu whenworking
in a windows operating system.
ix. Ctrl key – You can use the Ctrl key in combination with another key to perform a specific task e.g.
Ctrl+C = Copy, Ctrl + X = Cut, Ctrl + V = Paste, Ctrl + P = Print etc.
x. Alt key – This is also a combination key and has to be combined with other keys to perform a
task e.g. Alt + Ctrl + Del to restart the computer, Alt + F4 to exit from a window.
xi. Shift key – This a combination key that produces the uppercase/capital letter of a character, it is
also used when typing in special character such as !@#$%^&*( )_+|}{“:>?
xii. Caps Lock Key – This key lets you enter text in uppercase or lower case, it has an indicator lightat
the top right side of the keyboard; when the light is on typed characters appear in upper case.
xiii. Escape key – You can press the Esc key to quit a task you are performing or when exiting froma
menu selection

MOUSE TECHNIQUES
- The mouse is a pointing device that is rolled on the desk surface, to direct a pointer on the computer
screen. The mouse pointer is the symbol that indicates the position of the mouse on thedisplay screen.
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The pointer changes from an arrow to an I-beam depending on the task that you are currently
performing.
- If you click the mouse button when the I-beam is positioned within text, a cursor which is a blinking
vertical line appears, the cursor indicated where text will appear when typed. Different kinds of mouse
come in different colours and shapes, some may have two to four buttons or even a wheel. They are
usually connected to the computer motherboard using a cable but we also have wireless
wireless/cordless ones which are battery powered and use a receiver hooked on the motherboard.
- Some brands of mouse have a wheel between the left and right mouse button with which one can
scroll through the contents of a file.

Mouse operation and Description


a) Point - Move the pointer to the desired spot on the screen, such as over a button or a word
b) Click - Press and release the left mouse button once. A click often selects an item on the screen.
c) Double-click - Press and release the left mouse button twice in rapid successions. A double click
will open a document or program.
d) Drag - Press and hold the left mouse button while moving to a different location.
e) Drop - Release the mouse button after dragging. Dragging and dropping is and easy way ofmoving
items on the screen.
f) Right-click - Press and release the right mouse button once, in windows programs, this brings upa
pop-up menu with options for the clicked item.
g) Triple-click - Press the left mouse button thrice in rapid successions; in a word processor this
will select an entire paragraph.
h) Right-drag - Drag with the right mouse button, right dragging an item will prompt you to copy,
move or create a shortcut.
i) Marquee-select - Dragging the left mouse button within a given range, marquee select is usedfor
multiple selection of items.
Note: If you are left-handed, you can switch the functions of the left and right mouse buttons to
make the mouse easier to use.

COMPUTER SOFTWARE
Computer software is the logic that guides the computer hardware when performing a task. A computer
has no intelligence of its own and must be supplied with instructions that tells it what to do and how to do
it. Software is made up of groups of related programs written in a specific code called a programming
language and based on the computers language of 0s and 1s. Software are generally created by
professional software programmers.

Software can generally be grouped into: -


i. System software
ii. Application software

System software
System software is software designed to allow the computer to manage its own resources and run the
hardware and basic operations. It lets the CPU communicate with the keyboard, the screen, the printer and
the disk drive. Examples of Operating Systems include, DOS and Windows Window XP, Windows 7,
Windows 10, OS/2 Warp, UNIX, Linux, Mac OS, Netware etc.

Functions of the operating system


i. Memory allocation and loading of programs
ii. It manages the computer resources
iii. It performs input output controls
iv. Provides scheduling and accounting

APPLICATION SOFTWARE
Application software is the software that is designed to meet the users’ specific needs. It performstasks to

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directly benefit the user and increase their productivity and creativity. Applications software come in four
categories;
1.) Basic productivity software – Most of the common applications software packages usedtoday
are productivity software, their purpose is the make the user more productive when performing
general tasks e.g. Word-processing, spreadsheets, personal finance, presentation graphics,
database managements, integrated and web browsing applications.
2.) Specialty tools – This is software designed for application in particular occupation and businesses.
Examples include, desktop publishing, project management, drawing, and painting, etc.
3.) Entertainment software – this includes computer games.
4.) Educational reference software – This are electronic research and training materials e.g.
Encyclopedias.

PRODUCTIVITY
SOFTWARE
1.) Spreadsheet software – An electronic spreadsheet is grid of columns and rows that allows the
users to enter details and financial schedules and later perform calculations on the entered data. A
spreadsheet document is called a worksheet, and several worksheets make up a workbook.
Examples of spreadsheetprograms include, Microsoft Excel and Lotus 1-2-3
2.) Database Management system software – A database is a collection of data stored
electronically in a computer system. Database management system is a program that controls the
structure of a database and access to the data. Common such programs include Microsoft Access,
FoxPro, Oracle, etc.
3.) Personal finance software – Personal finance software lets you keep track of income and
expenses, write checks, and planfinancial goals. Examples include Quicken, Microsoft Money,
Win Check etc.
4.) Group ware - Groupware is software that is used on a network and serves a group of users
working together onthe same project. Groupware improves productivity by keeping members
continually aware of what their colleagues thinking and doing. Examples include Lotus note and
MS outlook.
5.) Integrated Software and Software Suites – Integrated software packages combine features of
several application programs such as Word- processing, Spreadsheets, Databases, Graphics and
communications into one software package. Software suites are simply the primary applications
that are sold together. e.g. MS Office suite.
6.) Presentation graphics – Presentation graphics are some of presentation software, which uses
graphics and data to make a presentation to others e.g. Microsoft PowerPoint.
7.) Web browsers – A web browser is a software that enables you to access websites on the
internet.
8.) Word Processing – Word processing software allows you to use computers to create, edit, store
and print documents.you can easily insert, delete, and move words, sentences and paragraphs.
Examples of word- processing programs include, Microsoft word, Word perfect etc.

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MICROSOFT WINDOWS
Window is a multi-user and multi-tasking operating system characterized by the graphical user
interface (GUI). It is multi-user for more than one user can operate at a go; it is multi-tasking one
can open and run several tasks at one particular time.
GUI means between the user and the computer MS windows bears graphics or pictures that
represent items so as to guide the use.

COMMON FEATURES IN MS WINDOWS


Windows has an outstanding feature known as WIMP; (window, icon, mouse, pull down /pop up menu)

Window: It is the working area where the user places data is called window. Each running program opens
with a window which is normally a clear space enclosed by borders.

Icon: These are pictorial representations of item within the computer. Items involves file/document.

Mouse: It is an input device used to enter data and commands into the computer. It is a unique feature
within MS windows operating system that assists the keyboard in inputting.

Pull down/ pop-up menus: In computer menus are lists commands. Pull down menus are obtained after
clicking a menu at the menu bar. Different command shall be displayed after different menus are clicked.
Pop-up menus are obtain after right click on the space or on an item.

Desktop: This is usually the first screen/display that will appear the moment the computer is turned on. It
usually displays icons/items such as my computer, my document.

DESKTOP WINDOWS
It is the typical working environment in micro soft windows operating system whereby any program it runs
should bear.

Various parts of desktop window


• Window: This is the working/ typing area. Data (text and graphics) is placed here.
• Title bar: It is the uppermost strip of the desktop window. It contains the title of the running program, the
name of the open document/ file and the resizing button.
• Menu bar: This strip contains docket/ menus for commands. It is clicked to show a list of commands
whereby one command is chosen and applied at a time e.
• Status bar: This displays the current activities of the running program; for instance, if MS word is
running the status bar shall display the current page, section, line, column etc.
• Scroll bar: These are two
- Vertical scroll bar (VSB): Facilitates up and down movement of the working area
- Horizontal scroll bar (HSB): It facilitates the left and right movement of the working area
• Tool bars: Tool bar are strips that provide the user icons meant to shortcut often applied/ used commands.
There could be several toolbars placed on the screen depending on pro running or the task being performed
but are two universal toolbars which are found almost all the basic application programs.
• Task bar: It is the strip at the bottom of the desk top window. It bears the start button, all running
programs, system calendar, and the system clock, among others.

DIALOG BOX
These are electronic form whereby the computer user is supposed to enter details in order the computer to
complete the duty assigned.

Components of a Dialog Box


• Check boxes: These are small square shaped controls with labels for what aspects they stand for. They

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provide
us with aspects to pick for application. The user is allowed to pick one or more check boxes.
• Option button: These are round shaped controls with labels for what aspect they stand for. They provide
us with options to choose from; but only one aspect at a time unlike check box.
• Combo box: It is a list of aspect that the user can choose from one at a time. The user is also given a
chance to add an aspect.
• List box: Also, a list of aspect just like combo box, when the user can choose an aspect one at time but
cannot be allowed to add an aspect.
• Text box: These are plain space sometimes with a blinking cursor where the user will be required to enter
some text. Sometimes the text box contains a defaults text which may be edited or entirely
replaced.

Command button
These are provisions or controls for instruction that user applies for the computer to either execute or
terminate a specific duty. Example shall be seen yes or no, OK or cancel, save, close.

COMPUTER SETTING
These is a process of configuring the windows appearance in relation to the computer hardware or software
being applied. Item that can be set/ configured include the display (the monitor), mouse, task bar, date and
time, network connections, user accounts, keyboard etc. Note: all the computer setting are basically
accessed from the control panel Setting screen saver This is a program which is set to run automatically
when a computer has been idle for a specified period.
USER ACCOUNT
User account is facility that allows the computer user personalize (make private) some item and operations
especially where the computer is shared or operated by more than one user. There are two types of user
account:
• Administrator account
• Limited account
Unlike the limited account that can’t allow some operations, the Administer Account allow the user to
change all the computer settings. The prevention/ security is ensured by creating a password to an account.

ARRANGING WINDOWS
Windows are the working environments. When several are open to run concurrently, it is important to
arrange them in some style to enhance easy access when working from one window to another. There are
two types’ windows on a typical program.
1. Mother/ program window
2. Document/file window
Style of arranging program windows
The user is allowed to choose any style that is friendlier to work with.

Vertical tilling/side by side


Programs shall be arranged left to right standing upright next to each other on the screen.

Horizontal tilling/stacked
Windows are arranged running across the screen one below each other on the screen.

Cascading
This overlaps the windows one behind each other from top – left to the bottom- right of the
screen leaving out only the title bar.

Arranging document windows


Document windows are the individual working areas on a particular program. Steps to arrange document
windows

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i. Open the mother program
ii. Open the document to run concurrently
iii. Click view
iv. Click arrange
v. Click a style
vi. Click ok
To Activate a Window from an Arrangement: This means to ready a window in order to work on it.
Move and position a window: Doing this means the user does not want to arrange the windows
conventionally but his/ her way.
Steps to move and position a window are: -
i. Restore the window in question
ii. Click and hold the LMB
iii. Drag and drop to a desired position
WINDOWS EXPLORER
This is a program in windows operating system that enables the computer user to organize and manage all
the items within the computer. This program explores the entire items (drives, folder, sub folder, files/
documents, shortcuts etc.) in hierarchical manner.

Window explorer is divided into 2 parts; folder’s list and contents’ list
i. Folder’s list: This is the left part of the windows explorer. It displays all the drives, folders and sub
folders
either expanded or collapsed
ii. Content’s list: This is the right part of the window explorer. It displays the contents (drives,
folders, sub-folders and files) inside a selected item on the folder list.

Expanding a folder
Any folder with other folders inside is referred to main folder or parent folder. The folders inside another
folder are called sub-folders.

File folders: They are memory location set apart in the computer to enable storage under management of
files and even other folders. They are referred to as file folders simply because they are often used to store
files.

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TYPING & KEYBOARDING SKILLS


This section entails mastery of the keyboard and
use of Typing Tutor-like online applications

SAMPLE TYPING WEB LINKS

1. https://www.speedtypingonline.com
2. https://www.typingtest.com/trainer/
3. https://www.ratatype.com/first-step/

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EMAIL & INTERNET
Internet is an interconnection of PCs throughout the world by use of ordinary
telecommunicationlines and modems or just satellite signals. Other names associated with
internet;
• Information super highway
• Cyber space
• The net

Intranet – It is network which is localized within an organization or a department using server to


interconnect several computers.

Extranet – A network that would link computer across geographical regions is referred to as extranet.

Purpose of internet, extranet and intranet


The entire purpose of any interconnection is to access and share scarce information and resources
conveniently irrespective of distance and location. All this is because the human beings want to save time
and money yet enjoying the comfort of accessing volumes and volumes of information and resources.

COMMON TERMS USED IN INTERNET


i. Webpage - This is a single document/ page within the internet. It could be a text, picture, sound or
a video.In the internet the user gets required webpage and number of hyperlinks to link to related
web page.
ii. Web site - This is collection of related webpages, well organized and maintained by an
organization, an academic institution or government agency. A individual can also create, organize
and maintainhis/ her own web site.
iii. Home page – It is usually the first welcoming page that appears when you open the internet
browser or a website or even the first webpage of the email account. The home page is customized
or set to meetthe user’s preferences.
iv. History – This comprises tracks of all web pages that has been viewed previously on connected
computer,it enables the user go to specific information instead browsing afresh.
v. Hyper link – This is a special address that connects two or more related web pages in a website. It
is usuallyan underlined text, a button or a picture which when clicked opens the link page.
vi. Uniform Resource Locator (URL) - It is unique address assigned to each webpage or website
within the internet for identification, itcould be easy to display any webpage if you knew its URL,
but in most cases the URLs are complex and it is hard to master them off head e.g.
www.google.co.ke
vii. Parts of URL Protocol - Protocol is language that enables a computer to speak to one another if
they are interconnected.,.It involves a set of rules and standard that enable computer to exchange
information smoothly.
viii. Site location – It indicates where the site is in the internet or elsewhere.
ix. Name of organization – It indicates the company or organization whose server controls the
website.
x. Extension/ suffix – This indicates the nature of organization or company: Whether commercial,
academic,educational, military, and governmental etc.
xi. Favorites – A collection of selected files by the browser if file are found to be necessary for future

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retrieveare kept in the favorite’s folder. It’s a provision within the internet where the user may
create folders to store often accessed files.
xii. Address bar – A space where the URL can be typed before a search is initiated
xiii. Search button – It is clicked after the keyword have been typed to begin the search to initiate the
search.
xiv. Go button – The go button is clicked after a URL has been typed to open the website. The enter
key can bepressed to serve the purpose.
xv. Stop button – Clicked to end a search that may have taken more than enough time or wrong request
has beenmade.
xvi. Refresh button – Clicked to re-open a webpage incase the page is not being displayed and the
server or theconnection may have some problem.
xvii. Home button – Take the user to the home page or mail home (inbox page) of own account.

BROWSING/ SURFING
Browsing is accessing and collecting different information bit by bit from the internet.
Surfing is finding out what new or what is out there in the net. Look at it in this
perspective onone hand a student of ICT or IT may learn in class about the architecture of
the CPU and later goes to the internet for further notes.

Steps to Browse/ Surf the Net


• Turn on a connected computer
• Open the web browser as any other program
• Type a keyword in the search box
• Press enter key
• Use the link appropriate to relate information
• Print the information if necessary
• Keep the selected webpages in favorite’s folder
• Download the important information to the computer, flash disk, memory card, etc.
as takeaway information.
LOGICAL OPERATORS
They are words attached to keywords in the search box to narrow a search. These are AND,
OR,NOT among others, let’s assume we are searching for political using logical operators it
would be as follows:
• POLITICS AND AFRICA – This will search for politics only in Africa
• POLITICS OR AFRICA – This will search for anything politics and anything Africa
• POLITICS NOT AFRICA – This will search for anything politics and nothing in Africa
SOME COMMON SEARCH ENGINES
A search engine is a program that searches for and identifies items in a database that correspond to
keywords or characters specified by the user, used especially for finding particular sites on the World Wide
Web. Common search engines include Google, Yahoo, Yandex and Bing.
OTHER TERMINOLOGIES
Download—To copy data from a remote computer to a local computer.
Upload—To send data from a local computer to another computer in remote location.
Home Page—The beginning "page" of any site or website
E-MAIL ACCOUNT
E-mail stands for electronic mail. It is an address given to an individual or an organization after registering
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to be a member of the internet through some host.
MAJOR FUNCTIONS OF AN EMAIL
With an Email, One Can: -
✓ Compose and Send email: write an email and send it to others.
✓ Reply: respond to a received email
✓ Forward: pass on a received email.
✓ Chat with another person who is online
✓ Attachment: You can send files such as documents, software, music, and pictures
EMAIL ADDRESS
Email addresses are written in standardized manner. An email address includes a username, the Email
provider’s domain name, and the @ (at) symbol. The usernames include numbers, symbols, and
alphabetical letters that could be a shortened version of the intended user’s name which when combined
as required forms a unique email address. An email address thus looks like this:
[email protected] or [email protected]

Some organizations use their own domain name in their email addresses

EMAIL FEATURES AND IMPORTANT SECTIONS


✓ YAHOO MAIL

To – The sender to put the main recipient’s email address


CC (Carbon Copy) - Type any additional email addresses
BCC (Blind Carbon Copy) – add an email address to BCC if you want this email copied to another email
address that won't be visible to the recipient.
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Subject - Remember that proper "netiquette" requires you to fill in a subject line. It is even more important
for business email. Some email filters will automatically put email with a blank subject into a junk folder or
even delete it.
Attachments - On a new email, any attachments will be shown here by file name. On a saved email, the
names of the attached files are displayed.
Sent - This field is only available when recording a new completed email. Once an email has been sent or
saved, the day and date of sending will be indicated.
CREATING AN EMAIL ACCOUNT
How to Sign Up for an Email (e.g. using a Gmail as the ISP)
i. Write www.gmail.com in the URL and press enter
ii. Click on “Create account”
iii. Complete the registration form
iv. Click on “Next step”
v. Click on “I agree”
vi. Verify your phone number (if that requirement appears)

TYPES OF EMAIL PROVIDERS


Many e-mail providers do exist. In most cases, the Email Service Providers offer their services for free.
• iCloud Mail • AIM Mail
• GMX Mail • Yandex Mail
• Hushmail • Gmail
• Zoho Mail • Proton Mail, e.t.c
• Outlook Mail(Previously Hotmail)
Examples include: [email protected] , [email protected] , [email protected],
[email protected] , and [email protected]
SIGNING IN
This is identifying oneself to internet by typing in the identity and the password. It is
actuallyopening one’s email account.
Steps to sign in
• Open the web browser e.g. internet explorer
• Open the host
• Click sign in link wherever it may be
• Type the ID
• Type the password
• Click sign in button or press enter key
READING AND COMPOSING MAIL
Most of incoming mails are kept in the inbox folder while a few others mail end up in the spam box.

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Steps to read mails:
• Click inbox folder or inbox link
• Click the subject of mail to read
• The user may delete, reply, forward, mark, save, move or spam a mail
• Click back to message or next or previous to read another mail
Steps to compose an email
• Click compose button
• Indicate recipient address
• Indicate CC and BCC if any
• Type the subject for the mail
• Edit and format the mail if necessary
• May attach a file
• May save draft copy
• Click send button
Steps to attaching files on an email
• Click attach file button
• Click browse button to identify the file
• Select the location with the file
• Select the file to attach
• Click open
• Click attach file and wait for attachment
• Click attach more file
• Click back to message
• Click send button
To Sign out
This is ending the browsing session within the internet. It closes one’s email account.
• Click the sign out button wherever it may be
Good Passwords Should:
• Have a minimum of 12 characters
• Exclude similar characters
• Not be a dictionary word or a combination of dictionary words
• Not be your date of birth
• Not be your name or combination of one’s names
• Not be your identity number
• Not use the names of your family members, school, friends or pets
• Not be one’s phone number
• Include Symbols such as ?\@#$%
• Avoid use of names of cities and towns that one lives in
• Include a combination of symbols, numbers, lower-case and upper-case letters
EXAMPLES OF GOOD PASSWORDS EXAMPLES OF BAD PASSWORDS
itsfwi@Epinio5 0123456
tlmiau.7675309 Nancy1
hbdC*Ebaymarket bizzilandcyber
Mwitu#SioChipO2 01/01/2011
thTrue*{]Tibim Marsabit
.?Thre23!teN 0740108050
“K3nyaEnMan0” bornagain

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INTERNET ETIQUETTE / DISCIPLINE
Internet is designed and improved every day to enhance efficiency and also save the user’s
time and energy. While online, one should: -
• Be brief and precise to deliver messages
• Prepare or browse for attachments before hand
• Use short forms if possible e.g. its, coz
• Avoid retrogression or repetition
• Stick to the point when browsing or surfing

BENEFITS OF THE INTERNET DISADVANTAGES OF THE INTERNET


• Communication • Moral decay
• Information • Fraud
• Programs • Addiction
• Discussion/ chat group • Anti-social community
• E-teaching/ E-learning • Cost factor
• E-banking
ADVANTAGES OF EMAIL ADDRESS
✓ Productivity tools: Email comes with a variety of tools such as address book, contact list, chat system,
social media interconnection, and calendar among others. This enhances productivity and convenience.
✓ Easy access to web services: safe identity of an individual on accounts such as Facebook, eCitizen,
Safaricom online MPesa Statement, KRA PIN, and Twitter is done using email addresses.
✓ Easy mail management: Email service providers provide easy to use tools that makes management of
own email address easy.
✓ Privacy: Your email is delivered to your own personal and private account with a password required to
access and view emails.
✓ Communication with multiple people: One can send or communicate to different people at ones.
✓ Accessible anytime, anywhere: a person can an email services from any computing device such as
phone, iPad, and personal computer so long as the device is Internet enabled and has an active Internet
connection.
✓ Speed: Email delivery is extremely fast.
✓ Effective learning: in a learning environment, sharing of information such as notes and submission of
assignments done by the student is made much easy.
✓ In a business environment, responding to clients’ concerns is faster and easy hence less time and
money is spent on communication and hiring of receptionists and office messengers.
✓ Low cost of sending an email. It saves paper and cost of printing and reduces overhead costs.

DISADVANTAGES OF EMAILS
✓ Email hoaxes are common and are a security concern.
✓ If emails are not composed in a proper manner, misunderstandings occur.
✓ Not everyone on earth has Internet connectivity.
✓ To some people, illiteracy makes use of email hard.
✓ Confidential information can be easily forwarded or shared and disseminated and if done in error could
easily end up in the wrong hands.
✓ Viruses are common in email communication.
✓ Time consuming: one person can receive thousands of emails in a day compared to if the
communication was by postal mail.

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MICROSOFT WORD
Microsoft word is an application package under the class word processor or text editors. It is ideal for
production of documents such as newsletters, curriculum vitae, letters, research papers,mail merging etc.

Versions of MS Word
MS Word 2007, MS Word 2010 and MS Word 2013

FEATURES OF MS WORD
The Quick Access Toolbar
✓ The Quick Access toolbar provides you with access to commands you frequently use. By default, Save,
Undo, and Redo appear on the Quick Access toolbar. You can use Save to save your file,Undo to rollback
an action you have taken, and Redo to reapply an action you have rolled back.
The Title Bar
✓ Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the documenton
which you are currently working.
Within each group are related command buttons. You click buttons to issue commands or to access
menus and dialog boxes. You may also find a dialog box launcher in the bottom right corner of a group.
Clicking the dialog box launcher gives you access to additional commands viaa dialog box.
• Tabs
• Buttons
• Groups
• Dialogue Launcher
The Ruler
✓ The ruler is found below the Ribbon. You can use the ruler to change the format of your document
quickly. If your ruler is not visible,follow the steps listed here:
1. Click the view tab to choose it.
2. Click the check box next to ruler in the show/hide group. the ruler appears below the ribbon.

Below the Ruler


✓ Just below the ruler is a large area called the text area? You type your document in the text area.
✓ The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the
insertion point. The Vertical and Horizontal and Vertical Scroll Bars

The Status Bar


✓ The Status bar appears at the very bottom of your window and provides such information as the
current page and the number of words in your document.

LOAD/OPEN MICROSOFT WORD


There are various ways in which we can load/ open Microsoft word if it is already installed on a machine.

Method 1 Method 2 Method 3


Click start button Click start button Identify an MS word file
Click all programs Type word on the search box Open it
Click MS Office Click word on the programs group
Click Microsoft Office Word

CREATE A NEW DOCUMENT


Method 1 Method 2 Method 3
Click office button Press ctrl+ N Click the new icon on the quick
Click new access tool bar
Click blank document
Click create
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SAVE A DOCUMENT
Saving is transferring of data from the elusive RAM to a permanent memory location. Saving can take
place within the computer or even outside the computer. After or when working on a document, it is
advisable to save it in order to avoid losing the data. Saving also enables future retrieval of
information.
Steps to save a document
Method 1 Method 2 Method 3 Method 4
-Click office button -Click office button -Click the save icon at -Press ctrl+ s
-Click save -Click save as the quick access tool bar -Type the file name
-Type the file name -Type the file name -Type the file name -Choose the location
-Choose the location to -Choose the location to -Choose the location to to save the file
save file save the file save the file -Click save button
-Click save button -Click save button -Click save button

Note: the save as command can be applied in three instances


a) To save a document for the first time
b) To save a file in different location
c) To save a file by different name
After a document or file has been saved additional working should be saved often to avoid losing it.

CLOSING A DOCUMENT
Method 1 Method 2 Method 3
Click office button Click the (X) at the menu bar • Press alt + F4
Click close

OPENING AN EXISTING DOCUMENT OR FILE


Method 1 Method 2 Method 3
Click office button Click open icon on the tool bar Press ctrl +O
Click open Indicate the file location Indicate the location with the file
Indicate the file location Click the file in display Click the file in the display
Click the file in display Click open button Click open button
Click open button

SEARCH FOR FILES


In case the user cannot find files within the computer immediately, the search command can beused to
avoid time wasting
Steps to search for files
• Click start button
• Click search
• Type the file name or few details
• Click the file to open

PAGE SETUP IN MS WORD


This is coming up with a page that bears characteristic required for a particular document.
Steps for page setup
• Click page layout
• Select feature to apply on the page setup group
Features applied in a page setup
❖ Page margins
These are spaces left at the edges of the document. They are usually four: left, right, top andbottom
margins.

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❖ Gutter
It is also space allowed just before the left margin or the top margin to facilitate binding or filingof the
document (paper)
❖ Header
It is the space allowed just below the top margin to facilitate header. Header is constant data (text,
graphic) that should appear automatically at the top of the page any moment a new page isacquired.
Letterheads, logos, dates, page numbers can make header.
❖ Footer
It is also a space allowed just below the bottom margin to the footer. Footer is the constant data (text, graphic,
or picture) that should appear automatically at the bottom of the page any moment a new page is acquired.
Mottos, dates, page number can make the office footer.
❖ Orientation
This is positioning of the paper when typing I. e either portrait (upright) or landscape (oblong)
❖ Page size
This is determined by the document being created. The sizes include A1, A2, A3, A4, A5, B1, B2, B3,
legal, letter, envelop, etc.
❖ Layout
This would among other things involve line numbering either on even or odd pages or on both.
❖ Zoom
This is a command that diminishes or enlarges the working area. It enables creation of tiny or extremely large
documents. It also enables those with straining eyesview t o s e e t h e details with much ease.

Steps to apply zoom


Method 1 Method 2
• Click view menu • Choose or type appropriate zoom percentage at
• Click on zoom the standard toolbar
• Adjust to desired percentage
• Click ok

HIGHLIGHT TEXTUAL DATA


When editing or formatting a document data must be highlighted. As seen earlier highlight means
selecting a particular portion of textual data for a particular aspect. These aspects mayinclude copying,
cutting, deleting, different color, size of character, styles columns etc.

Steps to highlight text


Method 1 Method 2 Method 3 Method 4
- Position cursor at the -Position the cursor at the -Position the cursor at -Position the cursor
beginning of the text start of the text the start of the text at the start of the text
-Press and hold down LMB -Press and hold down -Press and hold down -Press ctrl+ shift
-Drag to the end of the text shift key shift key keys
-Apply the aspect required -Click at the end of the -Press arrow keys -Press end key
text appropriately -Apply the aspect
-Apply the aspect required required
Method 5 Method 6 Method 7 Method 8
-Click the 1st line from the - Triple click on the left -Click in the text -Click in the text
left margin margin -Click edit menu -Press ctrl+ A
-Press and hold down the -Click select all -Apply the aspect
LMB required
-Drag downwards
-Apply the aspect required

Highlight a character or a word


• Double click the character or the word

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Highlight the paragraph
• Triple click the paragraph
Highlight the line
Method 1 Method 2
• Click on the line from the left margin • Position cursor at the start of the line
• Press and hold down shift key
• Press end key
Highlight the sentence
• Press and hold down ctrl key
• Click anywhere within the sentence
FORMATTING A DOCUMENT
Formatting is enhancing a document with decorative aspect so as to give it a facelift for better
presentation.
Formatting involves aspects such as the font, the paragraph, borders and shading, columns,bullets and
numbering auto format case, text effect etc.
Attributes of font
❖ Font type
❖ Font style
❖ Font size
❖ Font color
Font type/face: This is handwriting style in document. There are several font types e. g Times New Roman,
Arial Narrow, etc.
Font size: This is smallness or bigness of the characters in a document.
Font style: This can be said to be the capturing appearance of the text e. g bold italic, underline etc.
Font colors: The user is given the variety of colors to choose for application on the document red, blue etc.
Steps to apply font attributes
✓ Highlight the text
✓ Click home tab
✓ Choose the attribute to apply from the font group
DROP CAP
These is usually an enlarged character in a certain document at the beginning of a lines especiallyin
newspaper, magazines and some books. Drop cap gives prominence and style to a document. Types of
drop cap
✓ Dropped
✓ In margin
Steps to drop cap
• Highlight the character to drop
• Click insert tab
• Click drop cap
• Select the style
BULLETS & NUMBERING
Bullets are symbols or characters that order items in a document but not systematically. Numberswill order
items systematically.
Steps to bullets Steps to numbering
• Highlight the item to bullet • Highlight the item to number
• Click home tab • Click home tab
• Click Bullets on the paragraph group • Click numbering on the paragraph group
• Select desired bullet style • Click numbered
• Click ok • Click desire number style
• Click ok
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BORDERS AND SHADING
Borders are line that surround text in a document. A border can be applied on a text line.Paragraph or
entire page.
Shading is decoration applied beneath the text. Shading can also be applied to text line orparagraph.
Steps to borders and shading
• Highlight the text
• Click page layout
• Click page border
• Select borders, page borders or shading
• Indicate border setting style, color etc.
• Indicate shading color or pattern
• Click ok
CASE
Case in computer is naturalization of the alphabets in a document. Types of cases:
• Upper case (PETER AND NANCY ARE FRIENDS)
• Lower case (peter and nancy are friends)
• Sentence case (Peter and Nancy are friends)
• Title case/ (Peter And Nancy AreCapitalize Each Word Friends)
• Toggle case (pETER aND nANCY aRE fRIENDS)
BACKGROUND
Background is the space where texts lies on it can be applied with color or fill effect is gradient,texture
and pattern
Steps to background
• Click page layout
• Click page color
• Select color to apply or
• Click fill effects
• Choose appropriate effect
• Adjust accordingly
• Click ok

COLUMNS
Column are vertical subdivisions of text. Columns make a continuous long text readable without coming.
The newspapers always break their stories into columns. Also note this manual has been sub divided into
two columns.
Steps to apply columns
• Highlight the text
• Click page layout
• Click columns
• Select columns preset, width etc.
• Click ok

PARAGRAPH
Involve arranging text in document by applying different layouts of the page such as;
Alignment
Arranging text either at the left, right, center or justify
Tab
This is pushing first line or even group of text some distance away from margin in order tomaintain
uniform paragraphing

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Line spacing
It is creating space between the lines typing for a better presentationSteps to
paragraph
• Highlight the text
• Click home tab
• Click line spacing on the paragraph
• Click line spacing option
• Set alignment indent spacing tabs etc.
PAGE NUMBERING
This is ordering pages within a document if the document has more than one page
Steps to page numbering
• Open the document
• Click insert tab
• Click page numbers
• Indicate the position to place the number
• Indicate where to start page numbering
• Format the page number
• Click ok
EDITING A DOCUMENT
This is general manipulation of data in a document whereby unnecessary material are dropped and others
added to the main text in order to come up with desired piece of document. Editing involve copying of
data cutting of data, pasting of data, spelling and grammar etc.

COPYING OF DATA
Copying is duplicating of data whereby the original copy remains as it is.

Method 1 Method 2
• Highlight the data to carry the copy • Press ctrl+ A –to highlight
• Right click on the highlighted data • Press ctrl+ C –to copy the data
• Click copy • Press ctrl+ V –to paste
• Right click on the position to copy
• Click paste
CUTTING OF DATA
Cutting is just like the process of copying data except that instead of copying we choose cut andon the
keyboard instead of C we press X. cut will also duplicate data just like copying but the original data will not
remain.
PASTING OF DATA
This is gluing or sticking what has already been copied or cut. Pasting must be applied so ascomplete the
copy or cut command.
UNDO COMMAND
The reverses any recently applied command. It may limit the reversing of some commandsdepending on
how previously they have been applied.
Steps to undo
Method 1 Method 2
• Click undo icon on the quick access toolbar • Press ctrl+ Z keys
REDO COMMAND
Redo reverses the undo command

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Steps to redo
Method 1 Method 2
• Click redo icon on the quick access tool bar • Press ctrl + Y keys
SPELLING AND GRAMMAR
This command involves going through the textual data to check any errors accidentally made andspelling
errors shall be underline in red wavy line. Grammatical errors shall be underlined in green wavy lines.
Steps for spelling and grammar check
Method 1 Method 2
• Click review tab when document is open • Press F7 key
• Click spelling and grammar • Spell check accordingly
• Spell check the text accordingly
Spell checking process
In the dialog box display the spelling errors should appear in red color while grammatical errorshall
appear in green color.
Thus
• Select a suggestion from the list of them or
• Position the cursor and type the word correctly
• Click change button to effect the correction
• Do the same to the next displayed error
• Click ignore if the error should remain
• Click ok
THESAURUS
This is facility that gives synonyms and antonyms of the word
Synonyms – word having similar meaning
Antonyms – words opposites
Steps to thesaurus
Method 1 Method 2
• Highlight the word • Highlight the word
• Click review tab • Press shift+ F7 keys
• Click thesaurus • Press enter key
• Right click suitable synonyms /antonyms • Right click suitable synonym antonym
• Click insert • Click insert
FIND AND REPLACE
This command is used to locate a misplaced word then put different oneSteps to
find and replace
• Highlight the word
• Click home tab
• Click find/ replace
• Type the word to replace with
• Click replace all
INSERTING OBJECT IN MS WORD
This is getting items from other sources or programs so as to incorporate them into the maindocument
in MS word. The objects include: pictures, tables, clip arts, word arts, auto shapes,graphical chats,
auto text, headers and footers etc.

General steps to insert objects Steps to format an inserted Steps to insert an object from the file
-Position the cursor where to object -Position cursor on the document
place the object -Select the object -Click insert tab
-Click insert tab -Click format -Point picture
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-Select appropriate category/ -Click (name of the object) -Click from file
source -Apply desired aspect e. g size, -Indicate the location with the object
-Click ok line, wrapping, color, fill etc. -Select the object
-Edit and format accordingly -Click ok -Click insert button
AUTO SHAPES
These are pre-designed graphics which the user can automatically pick and draw in MS worddocument.
They include shapes as line, rectangle, squares, callouts, stars, arrows etc.
Steps to insert auto shapes
• Click insert tab
• Point picture
• Click auto shape
• Click the category of the auto shape
• Click the desired auto shape
• On the page drag to draw the shape
• Edit and format accordingly

WORDART
It is pre-designed word feature to let a chosen piece of text acquire that style. Word art feature is
important especially when advertising or giving warning messages.
Steps to insert WordArt
• Click insert tab
• Point picture
• Click word art
• Select the style of word art
• Click ok
• Type the desired text
• Format the word art
• Click ok
• Again, edit and format appropriately

TABLE
Table is a combination of rows and columns where data can be entered into the cell. A table canbe
acquired through drawing or automatically inserted.

Steps to Draw A Table Steps to Insert A Table Steps to format a table


• Click insert tab • Click insert tab • Select the table
• Click table • Click table • Choose the column,
• Click draw table • Click insert table row or cells, etc.
• Draw a rectangular frame • Indicate the no. of rows & columns • Click design
• Draw rows & columns into etc. tab/layout
the frame • Click ok • Apply desired
• Enter the data into the cell
• Enter data into cell aspects
• Edit and format appropriately
• Edit and format accordingly • Click ok
TEXT BOX
Text box is a text editor feature that turns texts and graphics to movable, resizable and formatable object.
It is very convenient to work with text boxes for they make it possible where an object would be
restricted.
Steps to insert a text box
• Click insert tab
• Click text box
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• Drag to draw a frame
• Type the text inside
• Edit and format accordingly
WRAPPING
Wrapping is a feature used to enclose graphics with text. This aspect is applied during formatting of graphic
or object.

Steps to wrapping
• Select the graphic
• Click format tab
• Click text wrapping on the arrange group
• Click wrapping style

HEADERS AND FOOTERS


Header is a constant data set to automatically appear at the top of each page while footer is the constant
data auto appearing at bottom of page. The header could be a letter head, page number,time etc. while
footer could be a school motto, page number, date etc.
Steps to insert header and footer
• Click insert tab
• Click header / footer
• Select a style
• Enter data for the header / footer
• Edit and format accordingly
• Click design tab
• Click close header/footer
• Work on the document
MAIL MERGING
This is a process of creating one main document intended to be sent to many recipients. Two parts
✓ Main document-details explaining more of the document
✓ Data source-these are the contacts of the recipients
STEP FOR MAIL MERGING
• Type the letter/document to merge
• Click mailings tab
• Click start mail merge
• Click letters
• Click select recipient
• Click type new list/use existing list
• Create list to use
• Click insert merge fields
• Insert fields to their required positions
• Click Preview results
• Click finish & merge

PRINT PREVIEW
This is a window whereby a document can be viewed to check any error associated with printing.These
errors arise from the margins, paragraph, layout etc.

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Steps to print preview
Method 1 Method 2
• Open the document to preview • Open the document
• Click office button • Click the print preview icon
• Point print on quick access tool bar
• Click print preview • Observe to check any
• Observe to check any errors
• Click close when satisfied or go back for adjustment

PRINTING THE DOCUMENT


Printing is transferring a created piece of document from the computer to the paper using printer.
i.e. soft copy to hard copy
Steps to print a document
• Open the document to print
• Click office button
• Click print
• Select the name of printer to be used
• Indicate the range of pages to be printed
• Indicate the no. of copies for each page
• Indicate whether collate or non-collate
• Click ok

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MICROSOFT POWERPOINT
MS PowerPoint is an application package under the category presentation tools. It is ideal forgiving
presentation and slide showers. Presentation is a single file/ document created in MS power point.
Slides are individual working areas in a presentation.
Application of MS power point
✓ Marketing company
✓ Giving an organizational over view
✓ Advertisements in the media especially TV
✓ Trade fairs and exhibitions
✓ Awareness campaigns
✓ Sales report and figures presentation
✓ Lecturing tool
✓ Entertainment
Advantages of presentation software
➢ Presentation software is incredibly easy to learn and use.
➢ It is supplied with a large library of background templates and custom layouts
➢ Multimedia can easily be added to the presentation
➢ Presentations are easy to edit
➢ Presentations can be easily output to different formats e.g. interactive whiteboard, digital
projector, handouts
➢ Excellent for summarizing facts
➢ Great for showing graphs/charts/diagrams to an audience
➢ Can create a set of handouts for people to write on whilst presentation being given
➢ Allows you to face your audience and make eye contact rather than facing the screen.
Creating a New
Presentation
Method 1 Method 2
• Click on start, to program click on power program • Click on file menu (when power point is open)
• Point to MS PowerPoint and click • Point to the new then click
• Select the design option ``blank: template, auto – point
• Select the design option
content
• Click ok • Click ok
• Select the slide layout (auto layout) • Select the slide layout
• Enter insert data • Enter/ insert data
Color Scheme
Color scheme is a set of eight balanced colors that can be applied to slides not pages or audience
handouts. A color scheme consists of background color a color for lines and text, and six other colors
selected to make slides easy to read.
Steps to apply a color scheme To apply font attributes to a slide
• Open the presentation • Select the slide
• Click the slide to apply • Select the area to apply the attribute
• Click design tab • Click home tab
• Click color scheme • Choose aspects appropriately
• Click desired color scheme
• Click color schemes
• Click edit scheme
• Click standard
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SLIDE BACKGROUND & DESIGN PRESENTATION CHANGE
- Slide Background is the beneath surface on the slide where the data rests. Background could be color or fill-
effect such as gradient,texture, pattern and picture.
- Slide design is normally applied to blank presentations in order to upgrade them. They can also be applied to
replacean existing design. The designs will be obtained from the design templates in PowerPoint.
Steps to apply background Steps to apply change a design
• Open presentation • Open the presentation
• Click design tab • Click design tab
• Click back ground style • Select desired design under themes group so as to insert
• Click the drop-down list objects to a slide
• Select a color for the background • Select the slide
• Click apply to all • Click insert menu
• Click fill effects • Click object
• Adjust appropriately • Select desired category
• Click ok • Select desired object
• Click ok

NORMAL VIEW
This is a window whereby we can scroll to view all the slides within a presentation one at time, in this window we can edit,
copy, cut, paste, format and insert graphics etc. Under normal view there is either slides view or outline view.

Steps to a normal view


• Click view menu
• Click normal

SLIDE VIEW
Slide or presentations can be viewed in various ways: normal, outline, slide sorter, notespage and slide show etc.
Slide view displays all the slides numbered 1st to the last and if any has custom animation. The user can select a slide
from this view and edit or format it in the mainnormal view.
Steps to a slide view
• Click slide tab when in normal view

SLIDE OUTLINE VIEW


It is also an editing and formatting window. Here slides and topics can be promoted ordemoted,
expanded or collapsed moved up or down etc.
Steps to outline view
• Click outline tab when in normal view

SLIDE SORTER VIEW


It is view/ window whereby all the slides can be viewed at once, some aspect can also be applied
from this window such as sorting and transition.
Steps to slide sorter view
• Click view menu
• Click slide sorter
• Choose appropriate zoom percentage
• To sort drag to position the slide appropriately
NOTES PAGE VIEW
This view allows editing and formatting of additional notes below each slide in apresentation.

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Steps to notes page view
• Click view menu
• Click notes page

SLIDE SHOW VIEW


It is a view that runs the entire presentation automatically (non-stop) or manually (on mouse click) this is a final stage
wherebythe first to the last slide are viewed it is ideal view especially for a presenter to an audience or mere slide
show. It will be more effective if slide transition, custom animation and sound effect are set to accompany the show

Steps to Slide Show View


Method 1 Method 2
• Open the presentation • Open the presentation
• Click view menu • Click slide show menu
• Click slide show • Click view show

SLIDE TRANSITIONS
These are the animation-like effects that occur in Slide Show view when you move from one slide to the next during
an on-screen presentation. You can control the speed of each slide transition effect. Sound can also be added.
Steps to add a transition
i. On the left side of the slide window, in the pane that contains the Outline and Slides tabs, click the
Slides tab.
ii. Select the slide thumbnails of the slides that you want to apply slide transitions to.
iii. On the Animations tab, in the Transition to This Slide group, click a slide transition effect.
iv. To see more transition effects, in the Quick Styles list, click the more button .
v. To set the slide transition speed between the current slide and the next slide, in the
Transition to This Slide group, click the arrow next to Transition Speed, and then
select the speed that you want.
vi. In the Transition to This Slide group, click Apply to All.
Add different slide transitions to the slides in your presentation
i. On the left side of the slide window, in the pane that contains the Outline and Slides tabs, click the
Slides tab, and then click a slide thumbnail.
ii. On the Animations tab, in the Transition to This Slide group, click the slide transition
effect tthat you want for that slide.
iii. To see more transition effects in the Quick Styles list, click the more button .
iv. To set the slide transition speed between the current slide and the next slide, in the
Transition to This Slide group, click the arrow next to Transition Speed, and then
select the speed that you want.
v. To add a different slide transition to another slide in your presentation, repeat steps 2
through 4.

SLIDE ANIMATIONS
To animate is to add special visual or sound effect to text or an object. For instance, you can have your
text bullet points fly in from the left, one word at time, or hear the sound of applause. It also adds
interest to the presentation during a slide show.

Animation scheme
Animation scheme adds preset visual effects to text on slides. Animation schemes can be applied to all slides, all titles,
and some items on master slides. Animation range from subtleto modern and to exciting. Each scheme usually includes
effect for the slide title and an effect for applied to bullets or paragraph.

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Steps to animation scheme
• Select slide and the place holder
• Click animation tab
• Select an effect
• Click apply to all slides
• Click desired sound effect

Custom Animation
These are the aspects attached to text or graphics to determine how they will appear on the screen during the slide
show. In custom animation a text or object may be given an effect such as the entrance then the emphasis the exit then
the path motions

Steps to set custom animations


Steps to set custom animations Steps to clear the screen for fresh notes
• Right click the final running slide • Right click the screen
• Point screen • Point pointer option
• Click black/ white screen • Click eraser/ erase all ink color
• Right click the black/ white screen • To change the pen color
• Point pointer options • Right click a running slide
• Click ballpoint pen/ felt tip pen/ highlighter • Point pointer option
• Scribble the notes on the screen • Click ballpoint pen/ felt tip pen/ highlighter
• Right click running slide again
• Point pointer option
• Point ink color
• Click desired color
• Press and drag to scribble
Packing a presentation
A presentation can be packed into a folder or an external storage device such as CD,
Memory Card, Flash Disc, etc. for showing in another computer even if the computer does
not have the MS power point program. However, editing and formatting to a packed
presentation is impossible since the source program is required to achieve this.
Steps to Set Custom Animations Steps to Clear the Screen for Fresh Notes
• Right click the final running slide • Right click the screen
• Point screen • Point pointer option
• Click black/ white screen • Click eraser/ erase all ink color
• Right click the black/ white screen • To change the pen color
• Point pointer options • Right click a running slide
• Click ballpoint pen/ felt tip pen/ highlighter • Point pointer option
• Scribble the notes on the screen • Click ballpoint pen/ felt tip pen/ highlighter
• Right click running slide again
• Point pointer option
• Point ink color
• Click desired color
• Press and drag to scribble

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PRINTING & SCANNING


(A Practical Approach is Highly Recommended in This Section)
SCANNER/SCANING DOCUMENTS/IMAGES
• The scanner technology is known to be derived from telephotography, the only difference is that the former transmits
the entire image, whereas the latter transmits only the text.
• A scanner is an electronic device that can scan handwritten or printed documents and pictures and transforms them
into a digital file format.
• In computer terminology, a scanner is an input device capable of scanning images and texts on paper.
• This is then converted by the scanner into a digital file (soft copy) and
stored in electronic form on a computer or mobile device.
• The scanned document can be viewed, shared, edited, and also take
printouts on the computer.
• The scanners are capable to scan black and white or color documents /
pictures.
• There are high and low-resolution scanners available in the market, and
you can choose the one depending on the type of their applications.

PROCEDURE FOR SCANNING


1. Open the Scan app. This looks like a white scanner with a blue
background.
If you don't have Windows Scan, you'll need to download it.
2. Connect your printer to your computer. Make sure the printer is plugged in and turned on.
Your printer must have a built-in scanner to scan documents.
3. On Windows Scan, select your scanner. If you have more than one printer connected to your computer, you'll need to
click the Scanner field and select the printer you want to use.
If you don't see your scanner, navigate to Windows Settings → Devices → Printers & Scanners → Add a printer or
scanner. Wait for your device to find nearby printers, then click Add device.
4. Select the source. Click the source field to choose between Flatbed or Feeder.
When using the feeder, be sure you have selected the feeder option. This will let you scan multiple pages at once. If you're
using the flatbed, select the flatbed option. This will only let you scan one document at a time.
5. Select your file type. You can choose between JPEG, PNG, TIFF, Bitmap, OPENXPS, XPS, or PDF.
When scanning anything other than a photo, it's best to select PDF.
6. Click on show more to adjust additional settings. Click Resolution to change your resolution (DPI). You can select
between 150, 300, or 600.
7. Place a document face-down in your scanner. If you're using the feeder, make sure they're in the correct order.
8. On Windows Scan, click the scan icon. This is the icon of the open scanner, on the bottom of the scan options.
9. Click view to view your scan. You can also open the destination folder to find your scans.

PROCEDURE FOR PRINTING IN WINDOWS.


1. Open a document to print on the computer and display the setting screen of the printer driver from the print menu in the
application. The procedure to display a document varies depending on the applications. For example, in Microsoft
Word/Excel, click [Print] on the [File] menu, select the device to use, and then click Printer Properties
2. Specify the Document Size, Paper Type, Paper Tray, and other settings.
You can configure the basic settings just by using the (Basic) tab.
3. After completing the configuration, click [OK] to print.
On the [Devices and Printers] screen, right-click the printer icon of the
machine, and then click [Printing preferences] to change the default values of
the printer settings. When you use the driver distributed from the print server,
[Printer Defaults...] specified in the print server are displayed as the default

NOTE: Different scanning and printing machines will tend to have relatively
different scanning or printing procedures but the concept relatively the same.

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SPIRAL & TAPE BINDING


(A Practical Approach is Highly Recommended in This Section)
Binding is the process of assembling and securing written or printed pages within a cover. Bookbinding
provides a high level of durability

TYPES OF BINDING
• Spiral binding (comb binding)
• Tape binding

SPIRAL BINDING
Steps
i. Adjust the edge guide of a paper binding machine.
ii. Take the front transparent plastic sheet, printed pages to be bound, and the back embossed
opaque coversheet and punch them evenly.
iii. Place the plastic comb binding onto the teeth of the comb opened
iv. Push the lever back to open the comb
v. Thread the punched pages onto the teeth of the comb then pull the lever to close the comb.
TAPE BINDING
Requirements
• PVC tape
• Stapler
• Content
• Binding sheets

PVC TAPE TAPE BINDING STAPLER


Steps
i. Make sure to strengthen the edges.
ii. Staple the pages together along the binding edge
iii. Then use PVC tape to bind it tightly to the other side making sure there is no air bubbles.

SPIRAL BINDING SPIRAL BINDING MACHINE

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