Computer Practice Office 2013 N4

(De Villiers)
 Module 1 – Theory

INTRODUCTION TO COMPUTERS
A computer is an electronic device which is capable of processing
information to produce a desired result. It is composed of hardware (visible
devices, peripherals) and software (programs). Computers are available in a
variety of sizes and configurations.

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 Module 1 – Theory (continued)

COMPONENTS OF THE COMPUTER SYSTEM

The hardware components consist of:
• Input devices – keyboard, mouse.
• Central processing unit (CPU) – built into the case.
• Storage devices – diskette drive, hard drive, flash drive and/or CD/DVD
rom.
• Output devices – screen, printer, speakers.

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 Module 1 – Theory (continued)

PERIPHERALS
Peripheral devices include all devices attached to the CPU or motherboard.
The keyboard, the screen (monitor or visual display unit/VDU), the mouse,
hard disk and CD-ROM drives are examples of peripherals.

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 Module 1 – Theory (continued)

STORAGE DEVICES
The hard drive is the primary storage device as the other devices are
secondary storage devices which are also referred to as auxiliary storage
units. These include:
• Diskette drives;
• CD-ROMs;
• DVDs;
• Flash drives or memory sticks.
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 Module 1 – Theory (continued)

SOFTWARE
Software can also refer to programs. A program is a set of instructions,
written in a programming language and interpreted by the Central Processing
Unit. Software can generally be divided into two groups:
• System software and;
• Application software.

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 Module 1 – Theory (continued)

THE FUNCTION AND PURPOSE OF AN OPERATING SYSTEM

The operating system helps to manage the hardware, files and folders.
Hardware cannot be used without an operating system. It is the primary
element of software – without it no other software can be used.

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 Module 1 – Theory (continued)

WHAT IS A FILE?
A file is a collection of related information, saved on a diskette or on the hard
drive of the computer. When a document, created in an application program
such as MS Word or MS Excel, is saved, the document is called a file.

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 Module 1 – Theory (continued)

ERROR MESSAGES IN THE WINDOWS ENVIRONMENT

Windows stores its configuration information in a database called the
registry. A good registry cleaner will clean and repair thousands of types of
errors. Common error messages include:
• Runtime Error;
• DLL Error;
• Blue Death Screen; and
• .exe Errors.
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 Module 1 – Theory (continued)

WINDOWS 7 COMMANDS
There are several commands possible on Windows 7 systems, such as but
certainly not limited to:
• Help support;
• Formatting;
• Disk copy;
• Directory (DIR); and
• Date and time.
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 Module 2 – Word Processing – MS Word 2013

BASIC FEATURES OF WORD PROCESSING

Word processing is the process of creating, editing and manipulating text.
MS Word is a word processing program and is used to manipulate, edit and
format text to produce a document to print and distribute. This is the most
commonly used program.

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 Module 2 – Word Processing – MS Word 2013 (continued)

SELECTING AND MANIPULATING TEXT

• Selecting text using the keyboard: Hold down the SHIFT key and use the
arrow keys to highlight/select the text.
• Copying and moving text: Selected text can be copied, moved or deleted.
Right-click the selected text and choose the appropriate option as seen in
the diagram:

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 Module 2 – Word Processing – MS Word 2013 (continued)

TEXT FORMATTING
Text can be formatted in a number of different ways. The diagram shows the
format mini-menu, showing formatting such as font, size, colour of text:

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 Module 2 – Word Processing – MS Word 2013 (continued)

PRINT PREVIEW A DOCUMENT

Before printing a document, first preview
to check the layout. The print preview
might look like the diagram:

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 Module 2 – Word Processing – MS Word 2013 (continued)

PRINT A DOCUMENT
Click File | Print | Print to print a document.
Make sure the following settings are correct before you print:
1. Specify the number of copies required.
2. Select the correct printer.
3. Specify the page range to be printed.
4. Choose the orientation.
5. Specify the page size and margins.
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 Module 2 – Word Processing – MS Word 2013 (continued)

PARAGRAPH FORMATTING
The following features can be used or changed:
• Bullets and Numbering;
• Indentation (Decrease and Increase);
• Sorting and the Show/Hide of nonprinting characters;
• Alignment (Left, Center, Right, Justify);
• Line Spacing; and
• Shading and Borders.
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 Module 2 – Word Processing – MS Word 2013 (continued)

PAGE FORMATTING
The following features can be used or changed:
• Page size;
• Page Orientation;
• Margins;
• Layout;
• Page breaks, borders and numbers; and
• Headers and footers.
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 Module 2 – Word Processing – MS Word 2013 (continued)

SPELL CHECK FUNCTION

Check spelling and grammar as you type:
To check text automatically while entering it, click File | Options | Proofing |
Switch on the appropriate options | Click OK.

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 Module 2 – Word Processing – MS Word 2013 (continued)

SEARCH AND REPLACE

• To search for text, press CTRL + F. The Navigation pane will open on the
left side of the screen. Type the word or phrase and press ENTER.
• To replace text, type the word or phrase in the Find what dialog box | Type
the new word or phrase in the Replace with dialog box | click More and
choose the required options | click Find next | Replace (or Replace All).

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 Module 2 – Word Processing – MS Word 2013 (continued)

TABLES
To create a table:
Click the Insert tab | Table | Insert table |
Specify the number of rows and columns
needed.

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 Module 2 – Word Processing – MS Word 2013 (continued)

COLUMNS
Divide existing text into columns: Click Page Layout |
Page Setup group: Columns | Choose one of the
options.
The columns can also be formatted in terms of lines,
spacing.

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 Module 3 – Spreadsheet – MS Excel 2013

BASIC FEATURES OF A SPREADSHEET PROGRAM

A spreadsheet is a computer program that is used to do calculations with, or
to manipulate, numbers. Applications of spreadsheets include the following:
• Budgets;
• Statistical analysis;
• Clock cards and wage sheets;
• Projections; and
• Financial statements.
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 Module 3 – Spreadsheet – MS Excel 2013 (continued)

SELECTING AND MANIPULATING DATA

• Always select the appropriate cells before you change the format or
alignment.
• You can select a cell by either clicking or using the keyboard and can
manipulate the text, such as using the Copy or Paste functions.

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 Module 3 – Spreadsheet – MS Excel 2013 (continued)

FORMULAS AND FUNCTIONS

Formulas are used to do calculations. A formula always begins with an equal
sign. Quick and effective calculations can be made by using functions such
as:
• Sum of cells;
• Average;
• Max and min; and
• Count.
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 Module 3 – Spreadsheet – MS Excel 2013 (continued)

DIFFERENCE BETWEEN RELATIVE AND ABSOLUTE CELL

ADDRESSING
A reference identifies a cell or a range on a worksheet. When a formula is
created, references to cells or cell ranges are usually based upon their
position relative to the cell that contains the formula. When references are
not required to change, an absolute cell reference should be used: the $ sign
is typed before the absolute row number if you want to copy the formula
downwards.
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 Module 3 – Spreadsheet – MS Excel 2013 (continued)

ADVANCED FEATURES
Some advanced features include:
• Sorting data records in a spreadsheet;
• Displaying and print formulae;
• Hiding and unhiding rows/columns;
• Freezing cells to prevent scrolling; and
• Protecting the worksheet.

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 Module 3 – Spreadsheet – MS Excel 2013 (continued)

GRAPHS AND CHARTS

There are different types of charts:
• A column chart which compares values directly;
• A stacked column chart which compares parts of several totals;
• A pie chart which compares parts of one total;
• A line chart compares values over time;
• A bar chart which illustrates comparisons among individual items; and
• Area chart which emphasize the magnitude of change over time.
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