9.

0 INTRODUCTION TO WORD PROCESSING

Word processing is the activity of manipulating text, characters, words, and sentences in such a manner as to make
the final document free of errors and attractive to look at.

To perform word processing, you need a computer, a special program called a word processor, and a printer.
A word processor is software that enables you to create a document, store it electronically on a disk, display it on a
screen, modify it by entering commands and characters from the keyboard, and print it on a printer.
9.1 Electronic Word processor and Typewriter
Typewriter
A typewriter is a mechanical or electromechanical device with keys that, when pressed, cause
characters to be printed on a medium, usually paper. Typically one character is printed per key press, and
the machine prints the characters by making ink impressions of type elements similar to the ((sorts used
in movable type letterpress printing.

9.1.1 Advantage of word processing over using a typewriter

The advantages of word processor over using a typewriter are that you can:
Make changes without retyping the entire document.
If you make a typing mistake, you simply back up the cursor and correct your mistake.
If you want to delete a paragraph, you simply remove it, without leaving a trace.
It is equally easy to insert a word, sentence, or paragraph in the middle of a document.
Word processors also make it easy to move sections of text from one place to another within a document, or between
documents.
When you have made all the changes you want, you can send the file to a printer to get a hardcopy.
Documents can be previewed before printing.
9.1.2 Word processing packages

There are various types of word processing packages available in the market today, with WordStar being the first
word processing application written for microcomputers and used on DOS compatible machines.

Other major word processors developed after WordStar for word processing included the following examples:

WordPerfect

Microsoft Word

Word Pro

Word express

Opensource.org

Corel word

Perfect writer

Note pad

Easy write

Apple works

K-writer

Google docs
Kingsoft writer

Windows writer

Text editors are simple word processors and generally used to type word documents without any special
formatting features, they also include:

WordPad

Notepad

Lotus Word programme

Word processing is the most commonly used computer application and the most widely used package is Microsoft
Word, developed by Microsoft Corporation and is part of Microsoft Office Suite.

Microsoft Word has also undergone several upgrades from the time it was developed, with popular versions being
Word 4, Word 5.0, Word 6.0, Word 97 for Windows 95/98. Word 2000, Word for Office XP suite and Word 2003
used on Windows XP operating systems.

Today we have Word 2007 for Vista and Word 10 for Windows 7.

NB. Microsoft Office suite defines a collection of other packages put together as one application, for example the
Microsoft office Suite is made of collection Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Microsoft
Access.

9.1.3 Word Processor Features

Word processors vary considerably, but all word processors support the following basic features:
Insert text: Allows you to insert text anywhere in the document.
Delete text: Allows you to erase characters, words, lines, or pages as easily as you can cross them out on paper.
Cut and paste: Allows you to remove (cut) a section of text from one place in a document and insert ( paste) it
somewhere else.
Copy : Allows you to duplicate a section of text.
Page size and margins: Allows you to define various page sizes and margins, and the word processor will
automatically readjust the text so that it fits.
Search and replace : Allows you to direct the word processor to search for a particular word or phrase. You can
also direct the word processor to replace one group of characters with another everywhere that the first group
appears.
Word wrap : The word processor automatically moves to the next line when you have filled one line with text, and
it will readjust text if you change the margins.
Print: Allows you to send a document to a printer to get hardcopy.
Word processors that support only these features (and maybe a few others) are called text editors. Most word
processors, however, support additional features that enable you to manipulate and format documents in more
sophisticated ways. These more advanced word processors are sometimes called full-featured word processors. Full-
featured word processors usually support the following features:
File management : Many word processors contain file management capabilities that allow you to create, delete,
move, and search for files.
Font specifications: Allows you to change fonts within a document. For example, you can specify bold, italics, and
underlining. Most word processors also let you change the font size and even the typeface.
Footnotes and cross-references: Automates the numbering and placement of footnotes and enables you to easily
cross-reference other sections of the document.
Graphics: Allows you to embed illustrations and graphs into a document. Some word processors let you create the
illustrations within the word processor; others let you insert an illustration produced by a different program.
Headers , footers, and page numbering: Allows you to specify customized headers and footers that the word
processor will put at the top and bottom of every page. The word processor automatically keeps track of page
numbers so that the correct number appears on each page.
Layout : Allows you to specify different margins within a single document and to specify various methods for
indenting paragraphs.
Macros : A macro is a character or word that represents a series of key strokes. The keystrokes can represent text or
commands. The ability to define macros allows you to save yourself a lot of time by replacing common
combinations of keystrokes.
Merges: Allows you to merge text from one file into another file. This is particularly useful for generating many
files that have the same format but different data. Generating mailing labels is the classic example of using merges.
Spell checker : A utility that allows you to check the spelling of words. It will highlight any words that it does not
recognize.
Tables of contents and indexes: Allows you to automatically create a table of contents and index based on special
codes that you insert in the document.
Thesaurus: A built-in thesaurus that allows you to search for synonyms without leaving the word processor.
Windows : Allows you to edit two or more documents at the same time. Each document appears in a separate
window. This is particularly valuable when working on a large project that consists of several different files.
WYSIWYG (what you see is what you get): With WYSIWYG, a document appears on the display screen exactly as
it will look when printed.
Document templates: A template is a pre-designed document. A template simplifies documents designs and you
simply open the document and type your text hence helping the user to quickly create a document.
File protection Feature: This allows one to protect documents using password. Documents created using word
processor software.

Functions of word Processors

Word processors can be used for various functions like:
Creating text – this involves the entering or typing of text data.
Text editing – text can be changed by deleting typing over it or by inserting additional text within it.
Formatting text – this is changing of a text or document appearance.
Saving created text – storing of the text or document for future use.
Spell checking – is a function that checks for word lists and grammatical error checking.
Printing – stored documents can be queued up for printing to obtain the hardcopy from soft copy.

Introduction to Microsoft Word

Definition
Microsoft word is a word processor program that allows you to create, format, edit and print text documents such as
office documents like memo, letters, report, etc.

9.1.4 Starting Microsoft Word

To start using Microsoft Word on your computer:

Click on the “Start” button

Select “All Programs”

Then Click on “Microsoft Office” as shown below.

If there is an icon of Microsoft Word available on your desktop (shaped like a square with a "W" in the middle), you
can open up the program by double-clicking it, as well.

The most important components of the Microsoft Word window and their uses are described below.
Title Bar - It is the top most bar of the Microsoft Word Window that contains the name of program (i.e. Microsoft
Word) and the name of document. The window can be moved over the screen by dragging the Title Bar. The Title
Bar also contains the control icon on its left side and three control buttons on the right side.

Menu Bar

The Menu bar comes under the Title Bar. The commands that can be used to perform different tasks during creating
or editing document are grouped together on the menu bar.

Contains File, Edit, View, Insert, Format, Tools, Table, Window and Help menus

Standard Toolbar

It contains the various shortcut command buttons for opening & saving documents, copying and moving information
etc. It provides the quick way to access the commonly used commands by clicking the button with mouse.

New Blank Document:

To begin a new document, click on the New Blank Document icon, shaped like a blank sheet of paper.

Open:

Clicking on this icon opens up a previously saved document on your computer.

Save:

Clicking on the Save icon saves the document you are currently working on. If you are saving a document for the
first time, you can click on this button. However, if you want to save a new file from a

pre - existing document, then you must go to the menu bar and select “File” >> “Save As” and give the file a new
name. When working on any document, you should be sure to save frequently, so that you don't lose any work.

Permission:

Microsoft has enabled Information Rights Management (IRM) within the new version of Word, which can help
protect sensitive documents from being copied or forwarded.

Print:

Clicking on the Print icon automatically prints the document currently active in Word. If you wish to explore more
print options, then go to the menu bar and select “File” >> “Print.”
Print Preview:

To get an idea of the appearance of your document in print before you actually print it out, you can click on this icon
to view your document from a zoom-out distance.

Spelling and Grammar:

Clicking begins a review of your document in search of spelling and grammatical errors that may need to be
corrected.

Copy:

Copy the current selection to the clipboard, which can then be pasted elsewhere in the document, or into a
completely separate program/document.

Paste:

Clicking on the Paste button inserts the text that has been most recently added to the Clipboard (the text would have
been added there by Cutting or Copying). With Paste, you can either insert the copied text into a document or
replace selected text.

Undo Typing:

The Undo Typing button goes back and removes the last addition or change made to your document.

Insert Hyperlink:

You may find that you want to make links to a particular web site, web page, or some other kind of online file in
your Word document. Using the Insert Hyperlink button, you can turn selected text into hyperlinks. When the icon is
clicked, a window will appear that will allow you to insert the URL (web address) of the web page you want to link
to. You can type in the URL yourself or insert a preexisting bookmark. Once the link is inserted, the link in your
Word document can be clicked and the web page will open up in a web browser.

Insert Table:

When this icon is clicked, a small window will appear in the form of a grid of squares. Use this window as a guide
to indicate how many rows and columns you would like your table to contain. Once selected, a table will
automatically appear in Word. Clicking the Tables and Borders button will allow you to modify the table. To modify
an aspect of the table, select, or place the cursor in, the area and apply changes such as borders and colors.

Formatting Tool Bar

Contains pop-up menus for style, font, and font size; icons for boldface, italic, and underline; alignment icons;
number and bullet list icons; indention icons, the border icon, highlight, and font color icons.

Style:
Styles in Word are used to quickly format portions of text. For example, you could use the " Normal" or "Default
Paragraph Font" for the body text in a document. There are also three preset styles made for headings.
Font:
Font is a simple but important factor in Word documents. The choice of font (the style of the text itself) can
influence the way others view documents, either on the screen or in print. For example, Arial font looks better on
screen, while Times New Roman is clearer in print. To apply a font to text, select desired text with your cursor, and
choose a font from the font drop down menu.

Font Size:
You may encounter times in which you need to display some text larger or smaller than other text. Selecting desired
text with the cursor and choosing a font size from the drop down menu changes the size of text.

Bold
Places the text in bold.

Italic:
Places the text in italics.

Underline:
Underlines the text.

Align Left:
Aligns the selection to the left of the screen/paper.

Center:
Aligns the selection to the center of the screen/paper.

Align Right:
Aligns the selection to the right of the screen/paper.

Justify:
Aligns the selection to both the left and right of the screen/paper.

Line Spacing:
Adjust the line spacing (single-spaced, double-spaced, etc.)

Numbering:
Create a numbered list.

Bullets:
Create an unordered, bulleted list.

Decrease Indent:
Decreases the indentation of the current selection (to the left).

Increase Indent:
Increases the indentation of the current selection (to the right).

Outside Border:
Places a border around the current selection; click the drop-down for a wide selection of bordering options.

Highlight:
Highlight the current selection; default color is yellow.
Font Color:
Change the font color; the default/automatic color is black.

Format painter

This feature copies the formatting of selected text and applies it to another selection within the document.

Ruler

This Bar shows the margins, positions of tabs and indent. It is used to adjust the margins, set tabs, change paragraph
indents etc. by using mouse.

Insertion Point

Blinking vertical bar that indicates where text you type will be inserted. Don't confuse the insertion point with the
mouse I-beam. To move the insertion point, just click the mouse where you want the point moved.

End-of-File Marker

This is non-printing symbol that marks the end of the file. You cannot insert text after this mark.

Selection Bar (Gutter)

This is the invisible narrow strip along the left edge of the window. Your mouse pointer changes to a right-pointing
arrow when it is in this area. It is used to select a line, a paragraph, or the entire document.

Split Handle

Double-click to split the window in two (to view different portions of the same file). Double-click to return to one
window

Status Bar

The bar at the bottom of the Microsoft Word Window is the Status Bar. Displays page number, section number, and
total number of pages, pointer position on page and time of day.

Task Pane

Displays and groups commonly used features for convenience.

Office Assistant

This is an animated character that can provide help and suggestions. There are multiple characters to choose from,
and it is possible to turn the Office Assistant off.

Text Area/Document window

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. As you type, your text
displays at the cursor location. The horizontal line next to the cursor marks the end of the document.

Scroll Bars
If the number of lines (height) of the document is larger than the height of document window, a bar at the right
border of document window is appeared. It is the Vertical Scroll Bar. It is used to scroll the document up and down.
Similarly, a bar at the bottom of border of document window is appeared if the width of document is larger than the
width of document window. It is the Horizontal Scroll Bar. It is used to scroll the document toward left and right.

It must be noted that a standard computer screen displays only 15—20 lines of standard size text.

Document Views

In Microsoft Word 2007, you can display your document in one of five views: Draft, Web Layout, Print Layout, Full
Screen Reading, or Online Layout.

Draft View

Draft view is the most frequently used view. You use Draft view to quickly edit your document.

Web Layout

Web Layout view enables you to see your document as it would appear in a browser such as Internet Explorer.

Print Layout

The Print Layout view shows the document as it will look when it is printed.

Reading Layout

Reading Layout view formats your screen to make reading your document more comfortable.

Outline View

Outline view displays the document in outline form. You can display headings without the text. If you move a
heading, the accompanying text moves with it.

9.2 Operating Microsoft Word Documents

9.2.1 Opening (Retrieving) an Existing document

There are a number of ways you can open an existing document. To open a document from the hard disk for
example, follow the steps below:

Click the File|Open menu or click the Open button. The Open dialog box is displayed.
In the Name list, scroll down or up and select the name of the document you want to open.
If the document you want is not in the current folder, click on the drop –down button of the Look-in box and select
a different folder or disk location.
Double-click the document you want to open or select the file and click on Open.

9.2.2 Saving document

A new document exists only in computer memory, which is a temporary storage until it is saved permanently on
disk. Two commands can be used; Save and Save As are commonly used to save a document on a disk.

- Save command is used to save an existing document

- Save As command is used; first time to save a new document or save a document under a new file name.

To save a new, unnamed document follow, the steps below:

Click File|Save As to open the Save As dialog box.
Type the new document name in the File Name box
Select the appropriate file type from the drop-down list of the Save as Type.
Finally, Click on Save button

To save an existing document

1. Click on the save icon , or press CTRL+S, or Click File|Save.

9.2.3 Closing document

On the File menu, click Close. If the document has changed since last Save you will be prompted to save the
changes.

9.2.4 Selecting documents

To change any attributes of text within the document it must be highlighted first. Select the text by dragging the
mouse over the desired text while keeping the left mouse button depressed, or hold down the SHIFT key on the
keyboard while using the arrow buttons to highlight the text. The following table contains shortcuts for selecting a
portion of the text:

To select Do this

Any amount of text Hold down the mouse button and drag over the text

A word Double-click the word

A line of text Move the pointer to the left of the lines until it changes to a right-pointing arrow, and then
click

Multiple lines of text Move the pointer to the left of the lines until it changes to a right-pointing arrow, and then
drag up or down

A sentence Hold down CTRL, and then click anywhere in the sentence.

A paragraph Triple – click anywhere in the paragraph or move the pointer to the left of the paragraph
until it changes to a right – pointing arrow and double- click the mouse

Multiple paragraphs Move the pointer to the left of the paragraph until it changes to a right pointing arrow and
double-click the mouse. Then while holding down the shift key drag up or down.

An entire document Press CTRL+A, or move the pointer to the left of the text until it changes to a right
pointing arrow, and then triple click.

9.2.5 Deleting text

There are two keys for deleting text and objects. The BACKSPACE key deletes characters to the left, while the
DELETE key deletes characters to the right of the insertion point.
9.3 Editing Features
Editing is the process of making changes to the existing content of a document created. There are different editing
features:

Copy
This feature allows the user to move a marked or selected block of text to another part of the document. The selected
text is duplicated and stored in a clipboard with the original copy remaining in the same place.

CTRL+C are the key combination used to copy selected text.

Move/Cut
This feature allows a marked or selected block of text to be moved to another part of the document. When the text is
cut it is stored in a temporary place called Clipboard.

The original text can be erased from its location.

CTRL + X is the key combination used to cut selected text.

Paste
Pasting is the process of transferring what has been stored into the clipboard to a new location or document.

CTRL + V are the key combination used to paste copied or cut text or images to a new location or document.

Go To
This is the editing feature that allows the user to find a given word occurrence within the document created and at
the same time make replacement with another word by indicating a number of pages you want to make the
replacement.

9.4 Formatting document

Formatting refers to applying various styles or features to enhance the documents appearance.

Text Formatting

Refers to use of features such as bold, colour, underline, changing fonts (type, style) to improve text appearance.

i) Bolding CTRL + B

This feature makes the text look thick and darer than rest of the text in a document.

ii) Underline CTRL + U

This is placing of any line style under text.

iii) Change case SHIFT + F3

This refers to switching between different cases provided by Microsoft word.

iv) Superscript and Subscript

Superscript describes text that is slightly higher than other text on a line while

Subscript describes text that is slightly lower than other text on a line.

Paragraph formatting

i) Text Alignment

This refers to how text is lined up on the page relative to the left, right or center of the page.
Types of Alignments

Left Alignment – Text is lined up evenly along left margin. CTRL+L

Right alignment – Text is lined up evenly along Right margin. CTRL+R

Centre alignment – Text are centered un evenly between the left and right margin. CTRL+E

Justification alignment – Text is arranged evenly along left and right margin. CTRL + J

Short cut keys

This is a key stroke that is assigned to a command or macro. They generally involve holding the CTRL key while
pressing another key, although they can also include the SHIFT key or ALT key.

Shortcut key is some time called hotkeys or speedy keys will greatly improve your proficiency with word processing
programs.

Examples include: CTRL+E, to center align, CTRL+A to select all the documents, etc.

ii) Indent

This is the space between a page’s margin and where the text generally begins.

Indention therefore refers to moving the text away from the margin to create an indent.

Types of indents

First line indent –This is where the first line is indent while the other lines are left along the left line.
Hanging Indent – The whole paragraph is indent except the first line.
Full indent – The whole paragraph is indented.
iii) Line Spacing

This refers to the distance between lines of text while character spacing on other hand refers to the space between
the characters.

Examples of line spacing specifications

1.5 line space

Single line space
Double line space.
To change the line spacing of a document or paragraph the following steps below:
Click on the format menu from the menu bar.
Select paragraph
Underline, spacing menu click on the down arrow and choose the type you want.
iv) Tabs

Tabs are used to indent the first line of a paragraph or create a column data.

v) Bullets and numbering

Bullets and numbers are used to mark steps in procedure or items in a list.

vi) Drop cap

It’s a large dropped initial capital letter in a word or sentence.

vii) Section Breaks

 Break is used to identify where a section, a columnar or a page ends and the beginning of next.

viii) Gutter

The area between two adjacent columns within a document.

c) Page formatting

i) Page Layout

This feature lets the user specify how text will be placed on the page from the margins.

ii) Page set up

The option lets the user specify the size of the margins, paper size, paper source and layout.

Margins

These are blank space around the edges of the page.

Orientations

This refers to the positioning of the page in relation to text.

Landscape Orientation

In this text graphical objects are placed with the longest side of the page placed horizontally.

Portrait Orientation

In this text and graphics are printed with the longest side vertically upright. In portrait it is the most commonly used
orientation.

Legal Paper

This is the paper size used for contracts and other legal documents with the dimensions being 8.5 X14 inches. It’s
mainly used in the U.S.

iii) Page breaks

This identifies the end of one page of one page and the beginning of the next.

iv) Columns

This refers to the dividing of text into a number of columns.

v) Heads and footers

Headers - Refers to text that is placed at the top every page of a document.

Footers – Refers to text that is placed at the bottom of every page.

vi) Page numbering

This refers to applying page numbers on every page of the document.

9.5 Mail Merge

Mail merge is a software function describing the production of multiple (and potentially large numbers of)
documents from a single template form and a structured data source.
Mail Merge is a process of generating personalized letters or documents by combining a main document for example
letter with an existing data source such as the contact book.

Use mail merge to create mass letters, faxes, emails, envelopes, etc.

Steps used for mail merging

Create a main (master) document.

Create a data source with individual recipient information.

Add merge fields in the main (master) document.

Merge data from the data source into the main document to create a new, merged document.

Main (Master) Document

This is the document that contains the text and graphics that are the same for each version of the merged document,
for example, the return address or salutation in a form letter.

Data file or source

A file that contains the information to be merged into a document is called a Data file or source. For example, the
list of names and addresses you want to use in a mail merge. You must connect to the data source before you can
use the information in it.

Reg No Title Surname Firstname Course

2009/ITB/032 Mr Kusemererwa Richard Information Technology Business
2009/ITS/350 Mr Seremba John Information Technology Science
2009/CE/141 Miss Namwanje Justine Computer Engineering
2009/ITB/398 Mrs Nawoza Elizabeth Information Technology Business
2009/ITS/110 Mr Ahebwa Enock Information Technology Science
Merge field

This is a placeholder that you insert in the main document. For example, insert the merge field «Surname» to have
Word insert a surname, such as “Kusemererwa" that is stored in the Surname data field.
Reg No: «Reg_No»

Dear «Title» «Surname» «Firstname»

Re: Admission for a Diploma in «Course»

I am writing to offer you a place at UICT for the academic

year 2009/2010 to study leading to the following award:

Diploma: «Course»
Mail Merge toolbar

Opens the mail merge toolbar

[View > Toolbars > Mail Merge]

Connecting to data source

This means selecting the data file to be used with the master document.

Click the Open Data Source icon from the mail merge toolbar.

Locate the data file

Click Open

Specify document type

Specify the document type: letter, envelopes,

Click the Main Document setup icon from the mail merge toolbar
Inserting Merge Fields

Place the cursor where you want the merge field to appear.

Click the “Insert Merge Field” icon in the Mail Merge toolbar (top).

Highlight the desired field in the Insert Merge Field window (right)

Click Insert

Repeat for all merge fields

Merging

This is the final stage in the process – i.e. generating the merged documents.

You can merge to New Document or Printer or Email.

Click the appropriate icon from the mail merge toolbar.

9.6 Table
A table is a feature in Microsoft Word made of rows and columns that is used to organize and enhance display and
information.

Uses of tables

Used to organize and present information

Used to align numbers for calculation purposes

Can be used to create different forms such as invoice, calendar etc.

Editing a Table

a) Inserting Rows / columns

b) Deleting Rows / columns

Merging cells – Refers to combining of more than one cell in a table

Splitting cells- Refers to sub dividing a cell into more cells.

Formatting a table

MS-Word provides facilities that let the user format table border styles and shading.

Table conversions

This feature allows the user to convert table to the text and Text to table.

Performing arithmetic calculation in a Table

It’s possible to perform mathematics calculations such as sum, products etc., if a table has numerical figure.

Inserting Graphics

Graphic – refers to non-text image generated by a computer. Graphics can be photographs, drawings, pictures,
charts and graphs.

In Microsoft word graphical objects are inserted from (source)

Clip Gallery, scanner, drawing tools, charts, from another file.

Printing

The choice of printer depends on the quality of hard copy desired. Before printing its important that you preview
your document.

To confirm that no details are outside the printable area.

To ensure that the document layout is okay.

Exercise

Explain briefly the following: saving, document, and indent.

Briefly describe the difference between SAVE AS and SAVE command.

Write down the shortcut key combinations used to accomplish the following:
SAVE

Align text center

Underline text

10.0 INTRODUCTION TO SPREADSHEETS SOFTWARE

The spreadsheet is application sheet which enables users to organise and analyse numerical data presented in a grid
of rows and column.

Types of Spreadsheet

Manual Spreadsheet

This Spreadsheet consists of a book like ledger with many sheets of papers divided into rows and columns on which
data elements are entered manually using a pen or a pencil.

Electronic Spreadsheet

Electronic Spreadsheet is prepared using a computer program that enables the user to enter the values in rows and
columns and manipulate them mathematically using formulae.

In the past analysing data was one of the most demanding tasks and therefore the human being sought of coming up
with a better tool for handling the figures.

The spreadsheet consisted of a grid of horizontal lines called rows and vertical lines called columns.

Examples of spreadsheet software:

Visi Calc,

Microsoft Excel,

Multiplan,

View Sheet,

Lotus 1-2-3

Corel Quattro pro

10.1 Components of Spreadsheet

The three main components of standard spreadsheet software are:

Worksheet

This is a single sheet in work book where data entry and calculations can be carried out. It’s made up of Rows and
columns

Database

The data management feature of spreadsheet can be found on the data menu. Data entered in Spreadsheet can be
manipulated by sorting, filtering, calculating subtotal etc.
Graphs

A graph is a pictorial representation of the base data on a work sheet,

Examples of graphs found in MS Excel

Pie chart
Graphs e.g. bar, column
Line graphs etc.

10.2 Advantages of electronic Spread sheet

They have large worksheets to manual spreadsheet.

They automatically adjust the result whenever the value is changed in a cell (s) that is referenced by the formula.

They have better editing and formatting features hence producing neat work.

Easier entry of data due to typing aids such as auto-complete, auto-correct, copy and move.

It allows easy management of large amount of data using data management features such as sorting, filtering, data
validation and sub-totaling.

It is possible to forecast or predict the outcome of changing values in one or more cells.

Analytical graphs or chats lets one provide visual representation of data from a worksheet.

10.3 Application of electronic Spread sheet

Statistical Analysis

Spreadsheet has in-built statistical analysis tool that can speed up data manipulation.

Some statistical functions found in MS Excel are:

Average - maximum
Median - minimum
Mode - sum etc.
Accounting

This includes balance sheet preparation such as loan repayment mortgage and investments.

Forecasting (what if analysis)

This may include what-if-analysis, goals seek and scenario in most spread sheets evaluates the effect of changing a
value to achieve a certain goal for managerial purpose.

Mathematical and scientific calculation

Engineers, scientific and technical users store empirical data, perform statistical analysis, build and prepare complex
mathematical models using Spreadsheet.

Home or personal use

This involves tracking cash flow, preparing household budgets and personal financial statements.

10.4 Features of Spreadsheet Software

Formulas

Spreadsheet uses formulas to calculate new values automatically basing on mathematical approach e.g. the formulas
can be written like = B3*C4.

Built-in- Functions

This is a spreadsheet feature that allows the user to use functions like addition, multiplication, find percentage and
some basic statistical functions.

Adjusting Columns and Rows

The adjusting columns and Rows is a spreadsheet feature that allows the user to adjust both the column width and
rows height automatically to fit in the current text or data.

Data sorting Feature

This allows the user to sort data accordingly in descending or ascending order for either numerical data or text data
(alphabetical).

Printing Feature

This feature allows the user to print the entire worksheet, or part of the worksheet or several worksheets.

Templates and wizards

These templates are in built worksheets that allow the user to manipulate data. The wizards are automatic features
that allow the user to create worksheet by using a step by step procedure.

The Chart

The charting feature provides the user with functionality to display data in a graphical form rather than in a
numerical display. Some of the popular chart types include Line graph, Bar chart, Pie chart, etc.

The Macro

In spreadsheet applications, a set of keystrokes and instructions recorded and saved under a short key code. When
the key code is typed, the program carries out the instructions of the macro. Program users create macros to save
time by replacing often-used, sometimes lengthy, series of strokes with shorter versions.

What –if- analysis

This provides the user with ability to find out the effect of performing certain projection calculations.

(What-if analysis: A process of changing the values in cells to see how those changes affect the outcome of formulas
on the worksheet.

For example, varying the interest rate that is used in an amortization table to determine the amount of the payments.

It’s a very important feature for business calculations.

Solver Facility

Solver is part of a suite of commands sometimes called (what-if analysis tools.

With Solver, you can find an optimal (maximum or minimum) value for a (formula in one cell — called the objective
cell — subject to constraints, or limits, on the values of other formula cells on a worksheet.
Solver works with a group of cells, called decision variables or simply variable cells that participate in computing
the formulas in the objective and constraint cells. Solver adjusts the values in the decision variable cells to satisfy
the limits on constraint cells and produce the result you want for the objective cell.

10.5 The Microsoft Excel

Microsoft Excel is an electronic spreadsheet. As with a paper spreadsheet, you can use Excel to organize your data
into rows and columns and to perform mathematical calculations quickly.

10.5.1 The Microsoft Excel Window

In this book we use Microsoft Excel Office 2007 to explain the window components.

The Microsoft Office Button

In the upper-left corner of the Excel 2007 window is the Microsoft Office button an equivalent of File menu in
Excel 2003. When you click the button, a menu appears. You can use the menu to create a new file, open an existing
file, save a file, and perform many other tasks.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar gives 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 roll back 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. On the Title bar, Microsoft Excel displays the name of the
workbook you are currently using. At the top of the Excel window, you should see "Microsoft Excel - Book1" or a
similar name. It also displays the application control buttons for minimizing and closing application.

The Ribbon

In Microsoft Excel 2007, you use the Ribbon to issue commands. The Ribbon is located near the top of the Excel
window, below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several
related command groups. 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.
When you click the dialog box launcher, a dialog box makes additional commands available.

Worksheets
Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The columns are lettered A to
Z and then continuing with AA, AB, AC and so on; the rows are numbered 1 to 1,048,576. The number of columns
and rows you can have in a worksheet is limited by your computer memory and your system resources.

The combination of a column coordinate and a row coordinate make up a cell address. For example, the cell located
in the upper-left corner of the worksheet is cell A1, meaning column A, row 1. Cell E10 is located under column E
on row 10. You enter your data into the cells on the worksheet.

The Formula Bar

Formula Bar

If the Formula bar is turned on, the cell address of the cell you are in displays in the Name box which is located on
the left side of the Formula bar. Cell entries display on the right side of the Formula bar. If you do not see the
Formula bar in your window, perform the following steps:

Choose the View tab.

Click Formula Bar in the Show/Hide group. The Formula bar appears.

Note: The current cell address displays on the left side of the Formula bar.

It enables the user to enter or edit a formulae or a data in cell.

The Status Bar

The Status bar appears at the very bottom of the Excel window and provides such information as the sum, average,
minimum, and maximum value of selected numbers. You can change what displays on the Status bar by right-
clicking on the Status bar and selecting the options you want from the Customize Status Bar menu. You click a
menu item to select it. You click it again to deselect it. A check mark next to an item means the item is selected.

Move around a Worksheet

By using the arrow keys, you can move around your worksheet. You can use the down arrow key to move
downward one cell at a time. You can use the up arrow key to move upward one cell at a time. You can use the Tab
key to move across the page to the right, one cell at a time. You can hold down the Shift key and then press the Tab
key to move to the left, one cell at a time. You can use the right and left arrow keys to move right or left one cell at a
time. The Page Up and Page Down keys move up and down one page at a time. If you hold down the Ctrl key and
then press the Home key, you move to the beginning of the worksheet.

The Name Box

You can also use the Name box to go to a specific cell. Just type the cell you want to go to in the Name box and then
press Enter.

Type B10 in the Name box.

Press Enter. Excel moves to cell B10.

Worksheets layout

Components of worksheets

Cells

This is an intersection between a row and a column.

Row

This is the horizontal arrangement of cells.

Columns

This is the vertical arrangement of cells.

Range

This is a group of rectangular cells that can be selected and manipulated as a block.

10.6 Cell Data Types

There are four basic types of data used in spreadsheet

Labels

Any text or alphanumeric characters entered in a cell are viewed as labels in a spreadsheet program. Labels can be
row and column heading used to describe the contents of row or column e.g. CLASS, NAME, SEX etc.

Values

They are numbers that can be manipulated mathematically .e.g. currency, date, numbers (0-9) etc.

Formulae

They are user designed mathematical expressions that create a relationship between cells and return a value in a
chosen cell.

N.B: Formula must start with = sign.

Functions

They are in-built predefined formulae that the user can quickly use instead of having to create a new one each time a
calculation is to be done e.g. SUM, COUNTIF, IF etc.

10.7 Cell References

A cell reference is a means of identifying a cell or a range of cells on a worksheet and shows Microsoft Excel where
to look for values or data needed to use in formulas.

MS Excel uses the A1 cell references style that identifies a cell by its column label followed by Row number e.g.
B1, E10, etc.

RICI reference style can also be used where a cell is referenced by its Row number followed by its column number
e.g. R3C4, R5C20, etc.

Relative Reference

This is a cell reference whose cell references keep on changing automatically depending on their position in the
worksheet. e.g. If you type formula B2+C2 in cell D2 if the formula is copied to cell D3 it automatically changes to
B2 +C3.

Absolute Referencing

This is used when you copy a formula to different cells and you don’t want Excel to adjust references. To make a
formula absolute, add a dollar sign before the parts of cell reference that do not change. e.g. A5x$B$2

10.8 Basic Functions and Formulae

A Formula is a sequence of values, cell references, names functions or operations in a cell that together produces a
new value.

A Function is an inbuilt formula for solving standard problems.

Statistical Functions

Average

It returns the average (mean) of a set of values which can be numbers, arrays or references that contain numbers e.g.
value 20 is in cell B2 and 10 in cell C2 then

= AVERAGE (B2:C2) returns 15 as the average.

Count

This function counts the number of cells that contains values within a range e.g.

=COUNT (B2: E7) returns 4 if all cells have values.

Max

Returns the largest value in a set of values e.g. =MAX (A10:E10) returns the maximum value in the range.

Min

This returns the smallest value in a set of values. e.g. =MIN (A10:E10) will return the lowest value in the range.

Mode

This returns the most frequently occurring value in a set of values e.g.

=MODE (A10:E10)

Rank

This function returns the order of data values either in ascending or descending order e.g.

=RANK (A10, A10:E10, 0)

Logical Functions

IF

It returns a specified value if a condition is evaluated and found to be true and another value if it’s false E.g (mean
score>50, “pass”, “Fail” will display PASS. if values are more than 50 else will display FAIL.

COUNTIF

This counts the number of cells within a specified range that meet the given condition e.g. if cell (A10:A14) contains
values 2,4,12, 20.

=COUNTIF (A10; A14>10) will return 3.

SUMIF

Adds values in the cells specified by a given criteria e.g. if cell (A2:A5) contains values 10, 30, 20, 10 to sum all
values greater than 10

= SUMIF (A2:A5,”10) will return 50

Mathematical Functions
Sum

Add all values in arrange of cells as specified e.g. =SUM (A2:A7) add all values in the range.

Product

This multiplies values in a range of cells e.g. =PRODUCT (A2:A7)

10.9 Data management

Sometime worksheet data can be too large and makes it difficult for the user to properly manage it. MS Excel has
tools and features, which enables the user to manage their data.

The features include:

Sorting

With this feature spreadsheet can sort information by row or columns alphabetically or numerically in ascending or
descending order.

Filtering

It’s a quick and efficient method of finding and working with a subject of data in a list. In MS Excel there are two
filtering commands.

Autofilter – Uses simple criteria and includes filter by selection.

Advanced Filter – Use more complex criteria.

Sub-totals

MS Excel can automatically summarize data by calculating subtotals and grand total values in a list.

Forms

This is especially prepared template that the user can use to enter data in a worksheet.

10.10 Charts

These are pictures that represent value and their relationships. A chart helps the reader to quickly see trends in data
and be able to compare and contrast aspects of data

Types of charts

Line chart
Columns chart
Bar chart
Pie chart
Scatter chart
etc.

Creating Charts

In creation of charts there must be

Data Range
This is a rectangular block of cells that provides the base data that is used to create the chart.

Label

Each representation of data on a chart can either be labeled by a value or text.

Legend

This is a key that explains what each colour or pattern of the data representation in the chart means.

11.0 PRESENTATION SOFTWARE

Presentation software is software used to create presentations, which can communicate ideas and other
information to a group of audience.

Presentation

A Presentation therefore is a way of communicating information to an audience using particular form or approach.

The presentation can be viewed as a slide show, which usually displays on a large monitor or on a projection screen.

Some presentation software can convert an existing slide show into a format that can be accessed on the Web.

Popular presentation software includes:

Microsoft PowerPoint
Corel Presentations
Google Docs
Apple Keynote
Harvard Graphics (obsolete)
Lotus Freelance Graphics (obsolete)
Kingsoft Presentation
Libre Office Impress (open source)
OpenOffice.org Impress (open source)
Slide Rocket

11.1 Features of presentation software

Style checker

The Style Checker enables you to quickly check your presentation for spelling, visual clarity and stylistic
inconsistencies use.

To use it, choose Tools, Style Checker, then click the Options button in the Style Checker dialog box. Set the
options you want, and then click OK to close the dialog box. Click Start to launch the Style Checker. Correct the
errors PowerPoint flags and then close all dialog boxes.

Auto feature

Slide

A slide is a single page of a digital presentation created in presentation software programs such as PowerPoint and
OpenOffice Impress.
Slide Layout

The terms slide type or slide layout can be used interchangeably. The slide layout in PowerPoint is the arrangement
of all the items that make up your slide. There are several different types of slides / slide layouts in PowerPoint.
Depending on the type of presentation you are creating you may use several different slide layouts or just keep
repeating the same few.

Slide types or layouts include -

title slides
bulleted list slides
content slides (for adding a chart, picture or table for example)
Graphics
Text boxes, etc.

Slide Master in PowerPoint

The slide master in PowerPoint is a template that contains preset layouts, colors and fonts for PowerPoint
presentations.

Slide Show

A slide show is the presentation of all the digital slides created in programs such as PowerPoint and OpenOffice
Impress, shown one after the other, just as on a slide projector of old.

Timeline

The Timeline view of Windows Movie Maker or other movie making software shows the components of the movie
such as photos, video and audio clips in the order and timing that they will appear in movie.

Task Pane

Different areas of the Microsoft PowerPoint screen are known as panes. The Task pane is located on the right of the
screen. It changes to display options associated with the current task.

Thumbnail

A thumbnail is the term used to describe a miniature version of a slide or picture.

The pack and go wizard

With the Pack and Go Wizard, you can package all the required files and fonts into one file and copy the file to a
disk or network location.

If you want to package your presentation and then use it on another computer, use the Pack and Go Wizard. You can
then unpackage the file onto the destination computer or network and run the presentation.

How to Package Your Presentation

To package your presentation for use on another computer, follow these steps:

Open the presentation that you want to package.

On the File menu, click Pack and Go.

NOTE: By default, the Pack and Go feature is set to the "Installed on First Use" installation state. If this is the first
time that you run Pack and Go, you will receive the following message:
This feature is not currently installed. Would you like to install it now?

Click Yes, and when you are prompted, insert the Microsoft Office CD into the CD-ROM or DVD-ROM
drive, and then click OK.

Click Next.
Specify the presentation that you want to package, and then click Next.
Specify the location in which you want to package your publication. You can package the presentation to a floppy
disk or directly to another computer on the network. Click Next.

NOTE: The Pack and Go Wizard splits large presentations across multiple disks if you package your publication to
the floppy disk (A:\) drive.
Specify whether you want to include linked files or to embed TrueType fonts, and then click Next.

NOTE: If you embed fonts, the fonts are available when you run the presentation on a different computer. The
wizard cannot include TrueType fonts that have built-in copyright restrictions.
Specify whether you want to include the PowerPoint Viewer, and then click Next.
Click Finish, and then click OK when you receive the message that the Pack and Go Wizard successfully packaged
your presentation.

Animation effect

Animations in Microsoft PowerPoint refer to the way that items, such as text boxes, bullet points or images move
onto a slide during a slide show. There are two types of animations available in PowerPoint - Preset Animation
Schemes, that affect all of the content on a slide, and Custom Animations, that allow you to apply a variety of
animation effects to individual items on a slide.

While PowerPoint animations can certainly add variety and interest to your presentation, be careful in how you use
them. The most common mistake in using animations, is in applying too many, which can overwhelm and distract
your audience. Stick to one, or at most, two different animations throughout the show. Choose animations that are
appropriate to subject matter.

Onscreen presentation in colour

These templates were created and designed for use in PowerPoint 2007 or newer. They feature multiple masters
allowing for a larger selection of photos within a single template file. These templates are specifically designed for
on-screen presentations only!

Please use these templates as provided and do not modify the logo, lines, text color, font, photos or background.

Presentation conferencing

Meeting minder

11.1.1 Advantages of presentation software include:

Presentation software usually provides a wide variety of presentation formats and layouts for the slides.

Multimedia components such as clip art images, video clips, and audio clips can be incorporated into the slides.
The timing of the slides can be set so that the presentation automatically displays the next slide after a predetermined
period of time.

Special transition effects can be applied between each slide.

The presentation can normally be viewed and printed in different formats.

11.1.2 Disadvantages of presentation software include

Some features such as animations and backgrounds can distract the audience from the actual information in the
presentation

File size can become quite large on medium to large presentations

Takes quite a bit of time to create a complete presentation

Templates are built in for different appearances

When at work, you can’t rely on someone else's computer or laptop to run your presentation, there are too many
software conflicts and disk space barriers

11.2 Presentation Terminologies

Slide Show

Each page of a PowerPoint presentation is called a slide. The default orientation of the slide is in landscape layout,
which means that the slide is 11" wide by 8 1/2" tall. Text, graphics and/or pictures are added to the slide to enhance
its appeal.

Think back to the days of the old fashioned slide show, using a slide projector. PowerPoint is an updated version of
that kind of slide show. Slide shows can be comprised of text and graphic objects or be completely covered by a
single picture, as in a photo album.
Ribbon

The ribbon is the strip of buttons across the top of the main window, and it replaces the toolbar in earlier versions of
PowerPoint. Here on the ribbon you will find access to anything the program has to offer. You no longer have to
hunt endlessly through many menus and sub menus to find the command you want. Commands are located in logical
places now, unlike in earlier versions of all things Microsoft.

Contextual Menus and Tabs

Contextual menus and tabs appear when an object is selected. These contextual menus / tabs contain information or
options pertinent to that object only. For example if you are working with photos, the contextual menus show all the
options available just for working with photos.

In PowerPoint 2007, these contextual tabs are very much in view, unlike earlier versions, where these commands
could be difficult to locate. This feature is an updated version of the "shortcut menus" used in earlier versions.

These contextual tabs do not appear unless they are relevant to the selected object.

11.2.1 PowerPoint's Workspace

PowerPoint's workspace has three PowerPoint panes in the Normal view, which is where you do most of your work:
Navigation pane with Slide and Outline tabs

Slide pane

Notes pane

There are also a few panes that appear only when needed, like the Clipboard pane and the Clip Art search pane.

Normal view -with the panes labeled

Slide Layouts - Slide Types

The terms slide type or slide layout can be used interchangeably. There are several different types of slides / slide
layouts in PowerPoint. Depending on the type of presentation you are creating, you may use several different slide
layouts or just keep repeating the same few.

Slide types or layouts include -

Title slides
Title and content slides
Comparison slides
Picture with caption slides
11.2.2 Slide Views

This is the appearance of slides and how they are displayed on the computer screen.

Normal View - is also commonly known as Slide View. It is the main working window in the presentation. The
slide is shown full size on the screen.

Outlines View - shows all the text of all slides, in a list on the left of the PowerPoint screen. No graphics are shown
in this view. Outline View is useful for editing purposes and can be exported out as a Word document to use as a
summary handout.
Slide Sorter View - is a window in PowerPoint that displays thumbnail versions of all your slides, arranged in
horizontal rows. This view is useful to make global changes to several slides at one time. Rearranging or deleting
slides is easy to do in Slide Sorter view.

Notes Pages - shows a smaller version of a slide with an area below for notes. Each slide is created on its own notes
page. The speaker can print these pages out to use as a reference while making his presentation. The notes do not
show on the screen during the presentation.
Design Themes

Think of a design themes as a coordinated packaged deal. When you decorate a room, you use colors and patterns
that all work together. A design theme acts in much the same way. It is created so that even though different slide
types can have different layouts and graphics, the whole presentation goes together as an attractive package. The
background color/images and fonts are all coordinated to achieve a cohesive look.

Slide Transition

Slide transitions are the visual movements as one slide changes to another.

Animations

In Microsoft PowerPoint, animations are visual effects applied to individual items on the slide such as graphics,
titles or bullet points, rather than to the slide itself.

Preset visual effects can be applied to paragraphs, bulleted items and titles from a variety of animation groupings,
namely Subtle, Moderate and Exciting.
PowerPoint Viewer

The PowerPoint Viewer is a small add-in program from Microsoft. It allows for a PowerPoint presentation to be
played on any computer, even those that do not have PowerPoint installed. It can run as a separate program on your
computer and can be added to the list of files when you choose to package your presentation to a CD.

Multimedia is media and content that uses a combination of different content forms. The term can be
used as a noun (a medium with multiple content forms) or as an adjective describing a medium as having
multiple content forms. The term is used in contrast to media which use only rudimentary computer
display such as text-only or traditional forms of printed or hand-produced material. Multimedia includes a
combination of text, audio, still images, animation, video, or interactivity content forms.
Multimedia is usually recorded and played, displayed or accessed by information content processing
devices, such as computerized and electronic devices, but can also be part of a live performance.

Slide Master

A slide master is the top slide in a hierarchy of slides that stores information about the
theme and slide layouts of a presentation, including the background, color, fonts, effects,
placeholder sizes, and positioning.
A slide master in Slide Master view
Slide layouts associated with the slide master

This is the design template or design theme used for the slides within your presentation. There are four different
master slides -- title master, notes master, handout master and the most common, the slide master.

All slides in a presentation are created using the fonts, colors and graphics in the Slide Master. Each new slide that
you create takes on these aspects.

Each design theme has a number of different slide masters, unlike earlier versions, which contained only an
additional Title Master. Another nice feature of slide masters in PowerPoint 2007 is that you can create your own
text placeholders. This was not possible in earlier versions.
Slide transitions

Slide transitions are the visual movements as one slide changes to another. Many different slide transitions are
available in programs such as PowerPoint or Open Office Impress

Transitions differ from animations, in that animations are the movements of the objects on the slide.

11.3 Do's and Don’ts of putting together a presentation

First, even before turning on PowerPoint, create a rough storyboard idea of your presentation. Write it out on note
cards and put the ideas in order with an intro, body, and conclusion. Now, you are ready to begin with PowerPoint.

DO use large fonts. For your headings, a 24 pt. font or larger is best.

DO make certain you are using only 1 or 2 font styles throughout the presentation. Add clip art and photographs
only if they enhance the message. Consider adding an interactive survey with an audience response system rental.

DO use the 6 by 6 rule. No more than 6 words across and no more than 6 lines down the page. PowerPoint is there
to enhance your presentation, not replace it. Keep your slides and presentation simple.

DO plan on the "2 minute per slide" rule. For example, if you have 60-minute presentation, the MAXIMUM number
of slides you should have are 30. Too many presenters rush through their slides and give their audience very little
time to think about the content.

DO have the presentation printed so if the PowerPoint presentation equipment fails, you can read from a paper copy
and continue your talk.

DON'T leave the laptop on standby power. If you engage in a discussion with your attendees, the last thing you
want is for the laptop to go to sleep.
DON'T leave your screen saver on either. This is another unwanted distraction to the presentation.

DON'T use dark backgrounds in poorly-lit rooms or light backgrounds in well-lit rooms because the slides become
too hard to read.

LASTLY, DON'T be the only one to review your presentation. Give it to co-workers, members of your association
or even a family member to review. Take their edits and comments to heart.

READ THIS
As you continue to copy notes, please don't
forget to read your other books - lakwo