NATIONAL OPEN UNIVERSITY OF NIGERIA

FACULTY OF EDUCATION

COURSE CODE: BED 214

COURSE TITLE: COMPUTER APPLICATION IN BUSINESS

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 Course Guide
CourseCode: BED214

CourseTitle: COMPUTER APPLICATION INBUSINESS

CourseDeveloper: Inegbedion, JulietO.

Faculty of Education
National Open University of Nigeria

CourseWriter: Inegbedion, JulietO.

Faculty ofEducation
National Open University of Nigeria

CourseCoordinator: Inegbedion, JulietO.

Faculty of Education
National Open University of Nigeria

CourseEditor: Professor L. E.Ekpenyong

Department of Vocational and Technical Education
Faculty of Education
University of Benin
Benin City

Course Reviewer: Professor T. A. Umoru

Department of Business and Entrepreneurship Education
Kwara State University
Malete

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i
Contents Page

Introduction
What you will Learn in this Course
Course Aims
Course Objectives
Working through this Course
Course Materials Study Units
References/Further Readings
Assignment File
Presentation Schedule
Assessment
Tutor Marked Assignments
Final Examination and Grading
Course Marking Scheme
How to Get the Most from this Course
Tutor and Tutorials
Summary

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Introduction

BED 214 – Computer Application in Business is a 2 credit unit course designed to train you
for the use of personal computer in the world of business. The knowledge gained in this
course would lead to proficiency in electronic business management. As a business educator
in training, it is advised that you study each unit carefully to ensure you gain the desired
skills required in electronic business management.

What you will Learn in this Course

In this course you will be exposed to the business environment, the use of Microsoft Word
in business, Microsoft Excel in business and other computer applications in business.

Course Aims

The aims of this course are directed towards preparing:

1. citizens who would be able to teach electronic business management at the

secondary school levels, and
2. graduates who would be able to impact the skills of electronic management into
the general society through workshops, seminars, and in-housetraining.

Course Objectives

At the end of this course, you should be able to:

 identify various business documents maximally,

 create electronic business documents with minimal errors,
 manage business data effectively, and
 manage business data efficiently.

Working through this Course

To gain the maximum proficiency required in this course, you must work through all the
study units. Starting from module 1, unit 1 to module 4, unit 4. Ensure you master a unit of
study before proceeding to the next unit. Where references are made to previous taught
courses or elsewhere, you should Endeavour to visit reference sources.

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Course Materials

This course material consist of:

1. A course guide;
2. Themaintext,brokendownintofourmodulesand16studyunits;
3. Textbooks
4. Microsoft Office2007
5. Electronic text
6. An assignment file

Study Units

Thiscoursematerialcontainsfourmodulesandsixteenstudyunitsasfollows:

Module1 The Business Environment

Unit1 Types of BusinessOrganisation

Unit2 Problems in General Business
Unit3 The Concept of Computer in Business Unit
4 The importance of Computer in Business
Unit5 Caution in the use of Computer inBusiness

Module2 Microsoft Word inBusiness

Unit1 Document Production

Unit2 Data Security
Unit3 File Management
Unit4 Document Presentation,

Module3 Microsoft Excel inBusiness

Unit1 Solving and Making Decision with MicrosoftExcel

Unit2 Managing Large Worksheet
Unit3 Presentation of Data with Charts

Module4 Other Applications inBusiness

Unit1 Graphics
Unit2 Database
Unit3 Microsoft Office Outlook
Unit4 Desktop Tools/Data Communication/Creating Website

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References and Further Readings

Every study unit contain list of references and further readings. Do not hesitate to consult
them if need be.

The Assignment File

The assignment file contains all the Tutor Marked Assignments including BED 214. Do
your assignments and you must submit to your tutor for marking. The marks you obtain
from these assignments will count in the final score you will obtain in this course.

The Presentation Schedule

The Presentation Schedule included in your course material gives you important dates for
the completion of Tutor Marked Assignments and tutorial attendance. Remember, you are
required to submit all your assignments by the due date. You should guard against falling
behind in your work.

Assessment

Your assessment will be based on Tutor Marked Assignments (TMAs) and final
examination which you will write at the end of the course.

Tutor Marked Assignment (TMA)

In addition to working through all the TMAs in your course material, four TMAs would be
sent to you in the assignment file. The four TMAs must be answered and submitted for
assessment. The four assignments would be marked and the best three would be
selectedwhichwillconstitutethe30%ofyourfinalgrade.

Final Examination and Grading

At the end of the course, you will write a final examination which will constitute 70% of
your final grade. In the examination which shall last for two hours, you will be requested to
answer three questions out of at least five.

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Course Marking Scheme

This table shows how the actual course marking is broken down
Assessment Marks
Four assignments, best three marks of the four
Assignments
count at 30% of course marks
Final Examination 70% of overall course marks
Total 100% of course marks

How to Get the Most from this Course

In distance learning, the study units replace the university lectures. This is one of the great
advantages of distance learning; you can read and work through specially designed study
materials at your own pace, and at a time and place that suits you best. Think of it as reading
the lecture instead of listening to the lecturer. In the same way a lecturer might give you
some reading to do, the study units tell you when to read, and which are your text materials
or set books. You are provided exercises to do at appropriate points, just as a lecturer might
give you an in-class exercise.

Each of the study units follows a common format. The first item is an introduction to the
subject matter of the unit, and how a particular unit is integrated with the other units and the
course as a whole. Next to this is a set of learning objectives. These objectives let you
know what you should be able to do by the time you have completed the unit. These learning
objectives are meant to guide your study. The moment a unit is finished, you must go back
and check whether you have achieved the objectives. If you make this a habit, then you will
significantly improve your chances of passing the course. The main body of the unit guides
you through the required reading from other sources. This will usually be either from your
set books or from a reading section. The following is a practical strategy for working through
this course. If you run into any trouble, telephone your tutor. Remember that your tutor’s
job is to help you. When you need assistance, do not hesitate to call and ask your tutor to
provide it.

In addition, do the following:

1. Read this Course Guide thoroughly, it is your first assignment.

2. Organisea Study Schedule. Design a “Course Overview” to guide you through the
Course. Note the time you are expected to spend on each unit and how the
assignments relate to the units. Important information, e.g. details of your tutorials,
and the date of the first day of the semester is available from the study
centre.Youneedtogatheralltheinformationintooneplace,suchasyourdiary

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 or a wall calendar. Decide on a method and write in your own dates and schedule
of work for each unit.

3. Once you have created your own study schedule, do everything to stay faithful to it.
The major reason students fail is that they get behind with their course work. If you
get into difficulty with your schedule, please, let your tutor know before it is tool late
for help.

4. TurntoUnit1,and read the introduction and the objectives for the unit.

5. Assemble the study materials. You will need your set books and the unit you are
studying at any point intime.

6. Work through the unit. As you work through it, you will know what sources to consult
for further information.

7. Keep in touch with your study centre as up-to-date course information will be
continuously available there.

8. Well before the relevant due dates (about 4 weeks before due dates), keep in mind
that you will learn a lot by doing the assignments carefully. They have been designed
to help you meet the objectives of the course and therefore will help you pass the
examination. Submit all assignments not later than the due date.

9. Review the objectives for each study unit to confirm that you have achieved them.
If you fee unsure about any of the objectives, review the study materials or consult
your tutor.

10. When you are confident that you have achieved a unit’s objectives, you can start on
the next unit. Proceed unit by unit through the course and try to pace your study so
that you keep yourself on schedule.

11. When you have submitted an assignment to your tutor for marking, do not wait for
its return before starting on the next unit. Keep to your schedule. When the
assignment is returned, pay particular attention to your tutor’s comments, both on the
tutor-marked assignment form and on the ordinary assignments.

12. After completing the last unit, review the course and prepare yourself for the final
examination. Check that you have achieved the unit objectives (listed at the
beginningofeachunit)andthecourseobjectives(listedintheCourseGuide).

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 13. Finally, ensure that you practice on the personal computer as prescribed to gain
the maximum proficiency required.

Tutor and Tutorials

The dates, times and locations of these Tutorials will be made available to you, together
with the name, telephone number and address of your Tutor. Each assignment will be
marked by your tutor. Pay close attention to the comments your tutor might make on your
assignments as these will help in your progress. Make sure that assignments reach your tutor
on or before the due date.

Your tutorials are important; therefore try not to skip any. It is an opportunity to meet your
tutor and your fellow students. It is also an opportunity to get the help of your tutor and
discuss any difficulties you might encounter when reading.

Summary

This course will equip you with the basic skills you require to become competent in
electronic business management.

I wish you the best of luck as you read through this course.

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Course Code: BED214

Course Title: COMPUTER APPLICATION INBUSINESS

Course Developer: Professor Inegbedion, Juliet O.

Faculty of Education
National Open University of Nigeria

Course Writer: Professor

Inegbedion, JulietO.
Faculty ofEducation
National Open University of Nigeria

Course Coordinator: Professor Inegbedion, Juliet O.

Faculty of Education
National Open University of Nigeria

Course Editor: Professor L. E.Ekpenyong

Department of Vocational and Technical Education
Faculty of Education
University of Benin
Benin City

Course Reviewer Professor T. A. Umoru

Department of Business and Entrepreneurship Education
Kwara State University, Malete

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Contents Page

Module1 The Business Environment

Unit1 Types of BusinessOrganisation

Unit2 Problems in General Business
Unit3 The Concept of Computer in Business Unit
4 The importance of Computer in Business
Unit5 Caution in the use of Computer inBusiness

Module2 Microsoft Word inBusiness

Unit1 Document Production

Unit2 Data Security
Unit3 File Management
Unit4 Document Presentation,

Module3 Microsoft Excel inBusiness

Unit1 Solving and Making Decision with MicrosoftExcel

Unit2 Managing Large Worksheet
Unit3 Presentation of Data with Charts

Module4 Other Applications in Business

Unit1 Graphics
Unit2 Database
Unit3 Microsoft Office Outlook
Unit4 Desktop Tools/Data Communication/Creating Website

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Module1 The Business Environment

Business is usually associated with buying and selling of goods and services. To be able to
sell or buy a good or service requires certain organised procedures. To have a fulfilled
procedure and a desired attainment of the good or service provided there must be a clear and
defined data or information, without which the aims and objectives of the business might
not beachieved.

To have an effective use of the available data and information, there must be a place,
equipment and personnel to make the data and information meaningful. It is also important
to know that data and information vary from organisation to organisation. Therefore, in this
module you will learnabout:

Unit1 Types of BusinessOrganisations

Unit2 Problems in General Business
Unit3 The Concept of Computer in Business
Unit4 The importance of Computerin Business
Unit5 Caution in the use of Computer in Business

Unit1 Types of Business Organisation

Contents

1.0 Introduction
2.0learning Outcomes (Competency-Based Learning):
3.0 Main Content
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment (TMA)
7.0 References/Further Readings

1.0 Introduction

Today, computer is inevitable in business transactions. Before now computer was seen to
have been meant for certain type of businesses only and in certain types of organisations.
This belief has been overtaken by the continuous change in technology, which makes every
aspect of business to enjoy the benefit of the computer, whether it is macro or micro.

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 Brainstorm:
1. Take a paper and write out all the names of offices where you
have seen people usingcomputer.

2. Are the computers the same in build and model? What difference
did younotice?

3. Identify the duties people perform withcomputers.

4. Is there similarity in theduties?

A good brainstorming would result to your knowing that the offices are not all in the same
kind of organisation and thereby may not be rendering the same services which in turn would
lead to performing different tasks with the computer.

2.0 LEARNING OUTCOMES

At the end of this unit you should be able to:

 identify the various kind of business organisations,

 explain certain duties of business organisations.

3.0 Main Content

There are different types of business organisations. They could be manufacturing industry,
entertainment industry, education industry, health industry, sales and other servicing
industries. It is the type of industry or organisation that would determine the kind of tasks
the computer would be found useful. Let us take few examples:

Education Industry – In this industry the main task facing the manager could be:
 Compilation of application lists
 Computation of results
 Compilation of admission lists
 Students’ enrolment
 Projection of students’ enrolment within a specific period
 Projection of demand and supply of teachers within aspecific period
 Calculation of students’ progression and retention rate
 Creating question nbank

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 E-learning
 Production and utilization of multimedia in teaching and learning

Manufacturing Industry – In the case of the manufacturing industry, the task may be:

 Meeting the demand of customers

 Ensuring quality control of product
 Creating an enabling awareness of the product by way of advertisement
 How to reduce cost without reducing quality

Health Industry – In health industry inclusive hospital and other collaborative bodies like
pharmacy and the like, there focus is entirely different from the first two discussed above.
In this industry they may require computer for:

 Medical information
 Administrativepurposes(thisrunsacrossallindustrywithslightdifferences)
 Clinical and special purpose
 Radiology
o X-ray
o Ultrasound
o Digital imaging technique
o Blood less surgery (which can be achieved through simulation)
 Interactive video conferencing
o Teleradiology
o Telepathology
o Telepsychiatry

In medicine we have what is called telemedicine, which involves the use of computers, the
internet and other communication technologies to provide medical care to patients at a
distance (Burke and Weill2000).

There is no doubt that there is no point of similarity in use. This is more visible in the daily
communication like typing of letters, memoranda, sending of e-mails and so on. But in the
core area of business, the need and use of computers in organisations differ. This is why it
is very important for business men or those working within an organisation to be very
conversant with the aims and objectives of their organisations, which is the base that would
determine what an organisation would need to do with the computer. The need and task
would therefore determine the kind of computer hardware and software that the
organisation would need. Sometimes some certain terminologies may sound the same in the
use of computers in business but may not actually be requesting exactly the same thing. For
example the use of interactive videoconferencing, it is true, was first identified with
meetings, which make its usage to be acceptable in any field of

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life. But outside this, videoconferencing is used differently in some of these organisations,
for instance in the medical line a patient’s ailment can be diagnosed and surgical operation
can be performed at a distance without the patient travelling long distance to see the
consultant, while education industry may use theirs to simulate learning. In this case, though
both organisations might be said to be involved in videoconferencing, they would both
require different gadgets and possibly different softwares in order to be able to have a
successful video conferencing.

Some of these organisations would require special packages to perform the identified tasks.
In this regard purpose-made software may be required instead of going for commercially
produced software. However, where commercially produced software meets the need of the
organisation, there would not be need of spending money and time developing a new one
which usually would take time to complete and. at the same time more money would be
spent. Where there is need to provide an in-house package, the manager should be able to
spell out exactly what the organisation wants to achieve with the use of the package. This
would help the programmer to design what can easily be used by the concerned persons.

At other times it becomes imperative that specific computerised gadgets have to be bought.
Still using the medical line as an example, the normal personal computer with just the
normal installation of Microsoft windows would not be able to carry out the function of x-
ray, ultrasound and bloodless surgery. The nature of the task therefore would determine the
right hardware and software that would be used in conjunction with the normal computer if
need be.

Software products fall into one to the following categories:

 Operating systems
 Utilities
 Word processors
 Spreadsheets
 Data base managers
 Communication and internet browsers
 Graphics and publishing applications
 CAD software
 Multimedia and presentation software
 Education and entertainment software
 Software development systems
 Networking and network-management systems
 Microsoft Encarta

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Within these general categories, there are other specialised categories of software, which
is sometimes referred to as vertical applications. These include:

 Accounting systems
 Bank management systems
 Retail point-of-sale systems
 Financial planning software
 Legal and medical office management systems
 Medical diagnostic software
 Insurance claims processing systems
 Software development accessories

Self Assessment Exercise

Visit hospitals and a banks to find out the different types of problem they solve with
computers and how they achieve their targets. Share your experience with your colleagues
or facilitator.

4.0 Conclusion

In conclusion, as useful as the presence of computers is in organisations, their needs and

functions should be properly prioritised. First, the mind-set that computers are only required
for document processing should be discarded because the use of computer in business goes
beyond processing of documents. Computer could be used in the packaging of products,
for security checks, for product monitoring and so on. To have the best use of computer in
your organisation, you need to be conversant with the set aims and objectives of the
organisation; it is only with this you will be able to actualise the use of computer in carrying
out your daily task in your office.

5.0 Summary

The use of computers in organisations differs from one organisation to the other, depending
on the nature of business such as education, health and manufacturing. There are times
where the functions of computer cut across the organisation but at other times, special
packages may be required, for instance in the health industry where computerised gadgets
like x-ray machines are required. But where commercially produced packages meet with the
need of the organisation, there may be no need to go for special computerised gadgets or
special programmes, so as to reduce cost and avoid waste of time. Also, new softwares may
be created where customisation of the existing software could not serve the desiredpurpose.

6.0 Tutor Marked Assignment (TMA)

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Choose a particular industry or organisation and

i. List the type of computer gadget and software used in the organisation.
ii. Explain the procedure the gadget and software are used in achieving the
organizational set goals.

7.0 References/Further Readings

2007 Microsoft Office

Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-

Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Business .http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2016

Burke L. and Weill B.(2000). Information Technology for the Health Professions.
U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleen Nordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson Course Technology.

Gross D., Akaiwa F., Nordquist K. and EvansJ.(2008). Business Computing

Using Excel and FrontPage.U.S.A. Thomson Course Technology.

Peter Norton (2013). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

E. B. Azuka (2017). Advanced Desktop Publishing. Onitsha: Noben Press Lt.

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Unit2 Problems in General Business

Contents

1.0 Introduction
2.0learning Outcomes (Competency-Based Learning):
3.0 Main Content
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment (TMA)
7.0 References/Further Readings

1.0Introduction

Problems are inseparable from normal human daily activities, hence the need for innovation.
It is the existence of problems that brings about dynamism, because in finding a solution
to an identified problem, change will occur. This is to say that problem is part of life. In a
more modified form, some people refer to it as challenges, which are commonly used in our
day-to-day speech. Therefore, just as human beings are facedwith

15
challenges so also there are challenges in general business on daily basis. A highly
challenged organization can lead to management discomfort until a solution is found.

Brainstorm:
1. Do you have challenges in your life?
2. How do you solve your challenges?

2.0 LEARNING OUTCOMES

At the end of this unit, you should be able to:

 identify basic problems in business,
 analyse the process of problem solving

3.0 Main Content

The basic challenges that are usually associated with business are:

 Having accurate data

 Processing of data accurately and on time
 Storage of data
 Easy retrieval of data
 Increase in productivity
 Quality control measure
 Sustainability in business

Apart from the basic challenges, others could be how to:

 manage schedule on a daily or hourly basis,

 manage list of contact,
 carry your data with you,
 be able to work anywhere,
 communicate and share data from anywhere,

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 work with graphics – intensive or desktop publishing applications,
 design or use multimedia products,
 set up complex hardware configurations.

These challenges could surface in different ways and in different facets. In trying to solve
these problems with the use of computer, the problem may be compounded, reason being
lack of knowledge of what should have been done. This may be as a result of using right
software wrongly. Therefore, it is important to know where and how computer can be use
to solve problem.

To get a problem solve with the use of the computer, you need to analyse the problem
thus:

Problem Analysis Problem Analysis Solution

Recognition statement

 Data Gathering * Understanding the problem

 Pre-Processing * Formulating a solution plan
 Cleansing * Implementing the solution
 Filtering * Evaluation of the solution

General model of a problem solving process

Source: Debra Cross/Frank Akaiwakarleen Nordquist/Jessica Evans (2006)

What problem have you identified? This could come in the form of an obstacle or difficulty
that could prevent you from reaching the desired goal. For instance you may be faced with
a problem of how to delete a row or column in an Excel so as to be able to enter more data
or to be able to work with the existing data. The problem could equally be that you want
to manipulate or sift some data to get information that could enable you

17
take some decisions. You cannot solve a problem when you do not know the exact problem
you want to find solution to.

After a problem has been identified, try to identify the cause of it. This will enable you
gather the necessary data that would assist you in getting the problem solved. Pre- process,
cleanses and filters the data gathered to ensure adequacy. Having achieved this, defined the
problem, this definition would give you a clear view of what problem you actually want to
solve without beating round the bush. A problem that is not well stated or defined could
lead to more problems in the sense that working with the so called identified problem may
lead to a solution which on the long run may not be found useful or may jeopardize business.

After a problem statement has been made, re-analyse the problem by ensuring
understanding, formulate a solution plan i.e. how you intend to solve the problem,
implement the solution and finally, evaluate the solution. The purpose of evaluation is to
ensure that the solution provided would actually take care of the existing problem. Once
evaluation has been certified, a decision can then be taken out of the solution.

Example

In XYZ company N180 was invested at 12 percent interest compounded quarterly over two
years given 1.03 compound value interest factor. Mr. Adekunle has the duty to calculate the
amount due at the end of each period for 24 months. 3 months constitute a period.

First, Mr. Adekunle needs to identify what is required of him i.e. the problem he needs to
find solution to. The major problem would be how to arrive at the value at the end of 24
months. Secondly, he needs to analyse the problem, to know what is required. In this
instance the periods – beginning principal value and interest value need to be identified.
These values are required to get the value at the end of each period. Then think of a format
to present it for easy calculation and understanding. This may appear thus in an
excelworksheet:

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The result would help the company to take decision on the investment made.

Self Assessment Exercise

Present a problem and state how you would get the problem analysed in the computer with
the suggestions of possible solutions. Discuss your result with your colleagues or facilitator.

4.0 Conclusion

To be able to use the computer effectively in business transaction, you must identify what
you need the computer for and what aspect/programme/software is required to solve the
identified problem. Map out a strategy of how you intend using the identified computer
software to solve the problem. Then apply the identified software to get the value.

5.0 Summary

Every aspect of human life is associated with problems, and business environment is not
different. Problem which is often referred to as challenges come in diverse forms in
business, which usually affects the adverse decision taken. Since every negative decision

19
has an effect on the organisation., it is therefore important that appropriate solution is
provided using adequate processing tools that would minimise errors that could affect the
final decision. This requires following a procedure – problem recognition → analysis →
problem statement → analysis → solution.

6.0 Tutor Marked Assignment(TMA)

Visit an office in an organisation (mention the name of the organisation and the office)
and

i. Identify the office challenges that require the use of computer.

ii. Explain how such challenges have been handled in the office.
iii. State your views about your findings.

7.0 References/FurtherReadings

2007 Microsoft Office

Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-

Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Business. http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017). Information Technology for the Health Professions.
U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleen Nordquist/Jessica Evans (2016). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K. and Evans J.(2008). Business Computing
Using Excel and FrontPage. U.S.A.Thomson Course Technology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

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Unit3 The Concept of Computer in Business

Contents

1.0 Introduction
2.0learning Outcomes (Competency-Based Learning):
3.0 Main Content
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment (TMA)
7.0 References/Further Readings

1.0Introduction

As discussed in the above unit, human life is associated with challenges and the process of
looking for ways to solve the challenges leads to discovery. Before now the major machine
that was in business was the manual typewriter. The limitation of the manual typewriter led
to the invention of electric typewriters which went through several processes of modification
and advancement. This was followed by the birth of personal computer which today has
helped to ease the tasks in business. This unit will focus on the computer.

2.0learning Outcomes

At the end of this unit, you should be able to:

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 Explain the concept of computer in business
 Explain the genealogy of the use of computer in business

3.0 Main Content

In the 1940s to 1950s, computers were special purpose machines that only large institutions
such as governments, the military, and universities could afford. The earliest computers
were ENIAC (Electronic Numeric Integrator and Calculator) and universal Automatic
Computer (UNIVAC). But in 1960, computer revolutionised business world. IBM
introduced its system/360 mainframe computer in April 1964. In the 1970s, Digital
Equipment Corporation (DEC) took further steps to bring computers into mainstream of
business.

Today, personal computer (PC) is the most common computer. It is PC because it is

designed to be used by one person at a time. In spite of its small size, the PC is more powerful
than any of the room–sized machines of the 1950s or 1960s. Computers have become so
vital in the modern society that without them our economy would grind to a halt.

The flexibility of the computer makes it very useful in the business world on a daily basis.
Office workers use personal computers to write letters, keep employee rosters, create
budgets, communicate with co-workers, find information, and manage projects and so on.
Sales people use computers to manage accounts and make presentations. You now have
portable computers called laptop computers or notebook computers.

The operating system (OS) is an important aspect in business, of which an average business
man should have an idea. An operating system is a software programme but different from
other programmes, it is the master’s control programme. The operating system provides the
tools (commands) that enable you to interact with the personal computer. It is therefore
important we know the OS we use for our business. Then you need to get advise on the
central processing unit (CPU) type, Memory, Disk space, compatibility is very important
when upgrading your personal computer.

Early desktop computer users used it as a replacement for the typewriter, to generate letters,
memos, and other documents. Many business professionals relied on the computer to
“crunch numbers”. As time went on personal computer began to replace the ledger book as
primary tool for tracking and analysing revenues and expenses in business. Individuals and
organisation use computers to maintain lists of contracts, products, sales, personnel and so
on. This leads to what is called productivity software. Productivity software is any
application that helps the user accomplish a specific task e.g. text, graphics, working with
numbers, searching for data or preparing a presentation. Examples of productivity software
are:

22
  Word processor – provides tools for creating and formatting text-based documents.
It is the most common software.

 Spreadsheet programmes – used for working with numbers and performing complex
calculations. One of the most important tools for accountants, business managers,
and anyone else who needs to create budgets, analyse statistical or collect numerical
research.

 Database management system – help to keep track of things from a sales person
maintaining a list of contracts, to government agencies tracking entire population.
This helps to gather large volumes of data and process them into useful information.

 Presentation programme – used for creating sophisticated presentations using text,

graphics, numerical data, sound and animations. The resulting presentation can be
printed, displayed as slides or overheads or played back on a computer screen.

 Desktop publishing (DTP) software – helps to revolutionise the publishing and

graphic arts industries, allowing the ordinary users the power to produce professional
quality documents and publications. The popular DTP software packages are
AldusPageMaker, QuarkPress, and AdobeFrame Maker and soon.

Storage device is provided on the personal computer which network administrators, CD-
ROM drive, Diskette drive or Floppy disk drive Hard disk. Storage devices can be
summarized thus:

 Storage device can be classified as magnetic oroptical.

 The most common magnetic devices are diskettes, hard disks, magnetic tapes, and
removable hard disks.

 The most common optical devices are CD-ROM, WORM and Magnetic – optical
disks.

To measure derived performance, know the average access time and the data-transfer
rate.

Self Assessment Exercise

With reference to a particular organisation, x-ray the genealogy of the use of computer in
that organisation. Share your answer with your colleagues or facilitator.

23
4.0 Conclusion

Personal computer is designed in such a way that it can serve all business purposes. The
type of software installed into the computer, determines the various functions that can be
performed by it. Therefore, the type of business activities in an organisation would
determine the kind of software that would be required for use in that environment.

5.0 Summary

The use of computer in business started in the 1940s as special purpose machines that could
only be afforded by big organizations like universities, military and government. But with
subsequent development the Digital Equipment Corporation (SEC) took a further step in the
1970s to bring computer into mainstream businesses. But today, the personal computer is
now the most commonly used and more powerful than the room size computers of 1950s
and 1960s. The computer has become inseparable from economic development because of
its role in business.

6.0 Tutor Marked Assignment (TMA)

Choose an organisation of your choice and explain the type of computer operating system
used in the organisation and how it is used to achieve set organisational objectives.

7.0 References/FurtherReadings
2010 Microsoft Office
Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-
Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017 ). Information Technology for the Health Professions.
U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K. and Evans J.(2008). Business Computing Using
Excel and FrontPage .U.S.A. Thomson Course Technology.
Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

24
Unit4 The importance of Computer in Business

Contents

1.0 Introduction
2.0learning Outcomes (Competency-Based Learning):
3.0 Main Content
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment (TMA)
7.0 References/Further Readings

1.0Introduction

Much has been said about the computer, but one may wonder why computer has gained so
much popularity in every aspect of human life. What is spectacular? What is unique? What
is special? These are the curiosity this unit will settle in yourmind.

2.0 Learning Outcomes

At the end of this unit you should be able to:

 Explain the importance of computer in business

 State the short coming in the use of computer in business

3.0 Main Content

On a normal daily business activities computer can be used to track an investment, publish
newsletter, design a building, practice landing, pay bills by consumers and do most shopping
on computers. But outside this, the uses of computer can be classified under various
activities as follows:

1. For sale – helps to enter orders, write letters, track travel expenses, update
customer files, and create colourful presentations to help sell product.

2. For Accounting–helps to organize and manipulate large sets of data.

3. Classroom – used for learning process as books, paper, and pens, students use
computers to develop science projects, prepares reports, gather information from
electronic sources around the world. Connection to school networks: Used to

25
 guide museum goers and tell them about the exhibits. It is also used to compute
results and run analysis.

4. With the use of 3D CAD tools, designers can create photorealistic three –
dimensional rendering sofa finished building’s interior and exterior.

5. Using computer-aided design (CAD) programmes, architects, engineers, and

designers can perform the entire design process on the computer.

6. Designers use CAD programmes to create products of all kinds. A designer can use
a CAD program that creates a three-dimensional wire frame outline of the product.

7. Factories use computerised robotic arms to do physical work that is hazardous or

highly repetitive.

8. To measure distance: You can find way anywhere with GPS, which is used to
determine locations. GPS receiver can be used on foot, and in cars, boats, and planes,
GPS units takes three forms – dashboard units, handheld devices and laptop units.

9. GPS is used by private pilots and boaters to chart accurate courses and reach their
destinations safely across unfamiliar routes.

10. GPS is also used by:

a. Emergency vehicle drivers

b. Used by geologists to measure changes in the height of mountains and the
movements of glaciers.

11. It is used by police through a Mobile Data Terminal (MDT), which provides speed
to information, such as license, plate numbers of stolen cars.

12. You can equally make a career from computer such as:

a. Programmer – who helps to develop software to suit a desired house style for a
particular purpose e.g. Accounting software.
b. A graphic artists, illustrators, designers – use less of keyboard for their jobs, but
require to draw on the computer, or even to drag blocks around on the screen then
may rely more on a pointing device than a keyboard. CAD and high– end design
applications frequently can work with digitizing tablets.
c. Secretaries, transcriptionists, writers – requires keyboard, scanners to enter text
from a printed source, speech-recognition software.

26
 d. Architects, engineers, 3–D designers – Requires large format plotters and thermal
wax printers, though expensive but indispensable. 3–D designers create
elaborate still images of interiors or landscapes; also need high–quality colour
output for their projects.
e. Multimedia and game designers, animators: For these developers, audio and
video output is critical. They need to record, edit, and mix sounds of all types as
well as play them back. They also require video recording and playback
capabilities, hence the installation of video cards, digital cameras and video
recording units to their systems.

Self Assessment Exercise

With reference to NOUN, share the importance of computer with your colleagues.

4.0 Conclusion

The importance of computer in business cannot be over emphasised. As discussed in the

main content, computer is useful in every aspect of business and to all professions, hence
the peculiarity and the importance attached to it.

5.0 Summary

Computer is very important in every profession which include health, accounting, education,
architecture, engineering, entertainment, programming, designing and the like. The use of
computer can be most appreciated when the right software is used by the right person, who
is able to identify an existing problem and apply the software to solve the problem.

6.0 Tutor Marked Assignment(TMA)

With reference to an organisation, identify the importance of a computer in business.

7.0 References/FurtherReadings

2010 Microsoft Office

Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-

Western Publishing Co.

E-How, (2016). Types of technology used in classroom. Available: https//www.e-how.com (2019).

27
Bowling Green State University – College of Education and Human Development –
Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.

U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K. and EvansJ.(2008). Business Computing Using
Excel and FrontPage.U.S.A.Thomson Course Technology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

28
Unit 5 Caution in the use of Computer in Business

Contents

1.0 Introduction
2.0 Learning Outcomes (Competency-Based Learning):

3.0 Main Content

4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment (TMA)
7.0 References/Further Readings

1.0 Introduction

29
To be able to enjoy the use of computer judiciously without much hitch, certain criteria must
be considered. These criteria act as the determining factor in the success you make when
using computer.

2.0Learning Outcomes

At the end of this unit, you should be able to:

 Determine the danger in the use of computer in business

 Avoid hitches in using computer for business

3.0 Main Content

Are you looking for a way of solving the problem of handling large figures in your
business accurately?

The computer can do that for you.

30
But to get the maximum relief you desire you must adhere to the following:

Buying a Computer

When you want to buy a computer for your business, consider:

 The nature of job the computer would be used for, which is what will determine the
operating system, the memory, and Disk space need to be given a high consideration.
You may not be a computer expert, but invite the expert who will educate you on the
right type of computer that will suit the volume of work.

Using Computer

In using computer you need to be cautious of your health, especially if you work on the
computer for long hours.

1. Use matching chair and table, sit up straight and ensure that you rest your back on
the chair back rest to making working on the keyboard free from back ache and undue
stress. Do the same even when you are using laptop, especially if you are going to
work on your laptop for long hours. Working on the laptop for long hours could
affect your health.

Good sitting posture

31
 Learn to rest your back when you
type to avoid backache and stress.
Your health is very important.

2. Learn to touch type, i.e. mastering appropriate keyboarding skills. This will help to
reduce stress. Type without looking at the keyboard. Keep your wrists straight. Let
your hand be in a straight line with your forearms

3. Protect your eyes. Staring at the computer screen for long hours could strain or even
injure the eyes. Many users’ vision has deteriorated as a result of prolonged computer
use. What is the way out?

a. Do not stair at the screen for long hours. A constant focus at the same distance
for along period could is tort the shape of your eye lens.
b. Learn to blink at regular intervals, this would help reduce strain.
c. Place your monitor at a distance of between 2 and 2.5 feet away from your
eyes.
d. Keep your screen clean and position your monitor in such a way that there will
not be a direct reflection of light into the eyes.

32
 e. Work on a large monitor screen as least 14 inches, a small monitor may cause
omission to be too close.
f. Buy a monitor that holds steady image without flickering.

4. Take regular breaks. At intervals, get up and walk around, and stretch
occasionally while working.

Computer and the Society

The society is dynamic, and therefore the brands and models of computers keep changing,
hence frequent changes in available application packages and operating systems. The
changes are usually a total change but modifications to improve daily task. There are threats
that the computer is faced with:

a. Lack of stable power supply could endanger the life span of the computer, hence
it is important to support the machine with some gadgets that could help maintain
or stabilise the current flow into the computer while working. Power surge can
destroy your computer fast, so protect your computer.
b. Another threat could be the upload of package you do not know much about.
c. Using hardware or software that is not compatible with the system.
Switch off your computer when not in use. Though some experts recommend leaving
computer on all the time, but this practice consumes more amount of energy supply.

Computer Crime

Not only is the computer used for business, it is also used by hoodlums to perpetuate
crime. This in recent times has taken different shapes such as:

 Theft: the value lost in a stolen hardware is usually attributed to the stored data rather
than the value of the machine.
 Some people sometimes purposely distribute virus which destroy data fast. Software
virus is parasitic programmes which can replicate themselves. Virus can be
programmed to carry out the following and evenmore:
o Copy themselves to other programmes
o Display information on the screen
o Destroy data files
o Erase an entire hard disk
o Lie dormant for some time and become active after a while when some
conditions are met.

To present virus use any antivirus programme like:

o Norton Antivirus

33
 o Symantec Antivirus for Macintosh
o McAfee Virus Scan
o IBM AntiVirus
o Dr. Solomon’sAnti-Virus
o Virex
o Disinfectant
o Avast

 Software piracy and illegal copying or use of programme is another crime. So learn
to protect your programme before they are lunched into the market.
 Computer jiggles which are common in cybercafés. Mind whom you do business
with online.
 Though the legal system are developing laws to cover the use of computer and it
peripheries, mind what you do.
 Piracy is also a threat between companies and their employees, especially with
company owned programmes or software. Protect your trade secret.
 Some hackers constitute nuisance with their skills by stealing money or crash
computer systems intentionally. Hackers are experts in computer technology, but take
great pleasure in solving software problems frequently by circumventing the
established rules and regulations.
 Passing of junke-mails and faxes are part of computer crime.

Ethical Issues in Computing

In summary of ethical issue in computing, Debra Cross/Frank

AkaiwakarleenNordquist/JessicaEvans(2006).cameupwiththetencommandmentsofcomput
erethics:

The Ten Commandments of Computer Ethics

1. Thou shall not use a computer to harm other people.

2. Thou shall not interfere with other people’s computer work.

3. Thou shall not snoop around in other people’s computer files.

4. Thou shall not use a computer to steal

5. Thou shall not use a computer to bear false witness.

6. Thou shall not copy or use proprietary software for which you have not paid.

33
 7. Thou shall not use other people’s computer resources without authorisation or
proper compensation.

8. Thou shall not appropriate other people’s intellectual output.

9. Thou shall think about the social consequences of the program you are writing
or the system you are designing.

10. Thou shall always use a computer in ways that ensure consideration and
respect for your fellow humans.

Self Assessment Exercise

Look around the society and state the odds of the use of computer. Share your view with
your colleagues.

4.0 Conclusion

To receive the maximum usage of computer in business, you need to consider the safety of
your life because you need good health to run business. Thereafter, critically examine the
environment where your business functions and the threat surrounding the use of computer
in executing your business in that area. This will give you knowledge on how to protect
your business.

5.0 Summary

To succeed in every daily activity, caution is taken, which is what is also important in the
use of computer in business because of the threat the business faces. The threats in the use
of computer in business are – health, piracy, theft and wrong use of programmes or
softwares. An adequate knowledge of these threats would help to minimise the danger that
would face the business.

6.0 Tutor Marked Assignment(TMA)

With reference to a particular business, explain the caution required in the use of personal
computer.

7.0 References/FurtherReadings

2007 Microsoft Office

34
Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-
Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.

U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K. and EvansJ.(2008). Business Computing Using
Excel and FrontPage.U.S.A.Thomson Course Technology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

35
Module2 Microsoft Word in Business

Microsoft Word is a software designed to handle the basic skills of business documents. The
main features of this software are improvement on the use of the typewriting skills in typing
basic business documents. This module will expose you to the management of business
documents which will acquaint you on:

Unit1 Document Production

Unit2 Data Security
Unit3 File Management
Unit4 Document Presentation,

All examples in this module shall be based on Microsoft Office Word 2007.

Unit1 Document Production

Contents

1.0 Introduction
2.0Learning Outcomes (Competency-Based Learning):
3.0 Main Content
3.1 Letters
3.2 Memoranda
3.3 Reports
3.4 Minutes
3.5 Invoice
3.6 Newsletters
3.7 Flyers
3.8 Tables
3.9 Charts
3.10 Diagrams
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment (TMA)
7.0 References/Further Readings

36
1.0 Introduction

No business can strive well without data or information which is usually passed from one
person to another or from one company to another. The life wire of any company lies in the
way and manner information is being processed and transferred. This makes communication
imperative in business. There will be no buying, selling or rendering of services if there is
no communication. In communication, there must be a sender, process and the receiver.
There is no communication if the receiver cannot decode (interpret) what has been sent.

Communication in diverse forms

All forms of communication are important in business, but this course material would
concentrate on written communication; which mostly requires the use of personal computer.
Written communication in business can take the form of letters, memoranda, reports,
minutes, invoice, newsletters, flyers, table, charts and diagrams. These are the various forms
through which messages can be sent from one source to another. The way these documents
are presented speaks about a company’s image. This is why this unit is

37
designed to teach you the vital skills required when using personal computer for business
documentation.

2.0 Learning Outcomes

At the end of this unit, you should be able to:

 Identify different types of business documents;

 Display business document using the appropriate skills.

3.0 Main Content

The most commonly used business documents are:

 Letters;
 Memoranda;
 Reports;
 Minutes;
 Invoice;
 Newsletters and
 Flyers.

In the process of producing these documents other functions may be required. For example
there might be need to create a table, use charts and diagrams for illustrations. In this
instance it becomes necessary to know how personal computer can be used to create these
documents.

3.1 Letters

There are four types of letters. They are:

i. business letters
ii. circular letters
iii. personal-business letters
iv. personal letters

We would start the discussion from the bottom.

Personal Letters – These are letters written or received from relatives and friends. This
type of letter can take any form of display. We are not usually concerned about this type

38
of letter in business. Personal letters are not regarded as official letters, hence the name
personal letters.

Personal–business Letters – These are personalised letters that take some features of
business letters. The major difference between personal-business letters and business letters
is in the salutation and complimentary close. For a business letter the salutation and
complimentary close are formal. For the salutation, it is usually typed as Dear Sir/Dear
Madam/Sir/Madam and the complimentary close is “Yours faithfully”. But for personal-
business letters, the salutation reflects the addressee’s name e.g. Dear Mr. Adegbuyi/Dear
Kayode, while the complimentary close ends with “Yours sincerely”. Using this form of
letter implies that the writer is familiar with the addressee. The issue for discussion or the
issue for which messages are sent will be a familiar one.

This method is useful at a certain stage in business, because it makes you have a personal
touch with your clients. You speak to them in familiar terms; which makes the clients feel
recognised and happy.

Circular Letters – These are letters addressed to a group of persons. For example, if a
company XYZ wants to inform its customers about a change in the company’s closing hour;
the salutation would read – Dear Customers. This is to say that the content of the letter is
for all the company’s customers. This form of letter is also used by government parastatals
when instructing the various bodies on actions that should be taken. This form of letter is
not specific neither does it consider the interest of an individual.

The most important thing to note is that circular letters do not have addressee’s address, the
salutation is general, the complimentary close is “Yours sincerely” and sometimes omitted,
finally the designation is general e.g. Management. The use of complimentary close in
circular letters has given way to the non-use of it in Nigeria. Most companies have now
adopted the non-use of complimentary close. Rather simply type Management.

Business Letters – First and foremost we need to look at the different parts of a business
letter. Just as human beings have parts of the body; which is needed for a whole being to
function, so also are the various parts of a business letter, so as to have a standard and
presentable business letters.

Parts of a Business Letter

The parts of a business letter are:

1. Writer’s Address
2. References – Our Reference and Your Reference
3. Date
4. Attention Line

39
5. Addressee’s Address
6. Salutation
7. Heading
8. Body of the Letter
9. Complimentary Close
10. Signature
11. Designation
12. Enclosure.

Although our concern is on the display of a business letter and not the construction or the
grammatical structure, the various parts of a business letter would be better understood if
they are discussed. Therefore, let us look at the discussion of the various parts.

Writer’s Address

The first thing to be seen on a business letter is the writer’s address. There is a need for the
recipient (the person to whom the letter is written) to know where the letter is coming from.
The practice today, is to print the address of the writer at the top edge of the paper. Once
this is done, it is referred to as letter headed paper.

There are different qualities of papers that may be used. The printer can give a better advice
on this. Where there are no printed letter headed papers, the address can be typed in thus:

School of Education
National Open University of Nigeria
14/16, Ahmadu Bello Way
Victoria Island – Lagos

To achieve the above you need to consider the following:

1. Set half an inch as top margin

2. Setyourleftandrighthandmarginsat1incheachor11/2incheach
3. Type in the address, break the words appropriately
4. Highlight each line and select appropriate font type and size to match a letter
headed paper. It is not compulsory that all lines of the heading must be equal font
size. You can vary the size for space or for appropriate display.
5. Centre each line vertically on the paper.

40
6. You may use colour if desired, but with appropriate combinations to reflect the
maturity of thecompany.

You may also decide to use the WordArts.

Follow this procedure:

1. Click on Insert, the following display will appear at the menu

Then click on WordArt- ,the following drop down menu will appear thus:

Click on any design of your choice.

2. A dialog box will appear

41
3. Type in the text in the specified box
4. Follow the command to achieve the desired goal.

The beauty of the use of wordarts is that you can have variety of display. Also you can move
the text as desired by clicking on the text and move to desired position. But the best is to
use printed letter headed paper on aqualityA4paper.

References

You have two types of references – “Our Reference” and “Your Reference”. Reference helps
to establish relationship between the writer and the receiver; which helps to keep track of
the communication between the two. “Our Reference” indicates the reference of the writer;
which is used to keep record of its communication to the receiver. Then “Your Reference”
indicates the receiver’s reference; which is also used to keep record of its communication to
the writer. For example if company ABC is writing a letter to company XYZ, company ABC
reference will be “Our Reference” and company XYZ reference will be “Your Reference”.
But if the writing is on its first instance, it would be only ABC reference i.e. “Our Reference”
that would be available while “Your Reference” would be vacant.

Example

Our Reference: NOUN/REG/CONT/XYZ/1

Your Reference:

This takes us to how to formulate references. The purpose of reference as earlier

mentioned is to track communication. So in formulating references you need to consider

42
the parameters (tools) involved in tracking the communication. This may involve the names
of the company, the department the letter is coming from, the purpose of the letter, the
volume if necessary and the number. With the example above, NOUN refers to National
Open University of Nigeria; REG refers to Registrar which indicates registrar’s office;
CONT refers to Contractor which implies that the subject matter is on contract for company
XYZ and the ‘1’ means that is the first letter coming from company ABC to company XYZ.
Whoever that is writing takes the position of “Our Reference”.

It is often advised that the references positions are printed along side with the letter headed
paper, e.g.

Show letter headed with reference positions

Our Ref: Your Ref:

Another important thing to note in typing references on a letter headed paper with references
positions is to ensure alignment i.e. the references should align with “Our Ref” and “Your
Ref”. To do this effectively, requires a ruler. Both the manual and computer rulers are found
useful. See below to identify the computer ruler.

Sometimes the ruler may not appear as you launch Microsoft Word. When this happens, do
the following to make the ruler appear:

43
Click on the view menu – click on ruler, and the ruler will appear.

The computer ruler and the manual ruler have the same measurements. Use the manual ruler
to measure the letter headed paper to know the exact measurement where the positions of
the references are. Let’s say 2 inches as you measured. Locate 2 inches on the computer
and type in the references. As you print, it would align with the headings of the references.

Date

There are two methods of typing dates. They are the British and American methods.
With the British method you have the day, month and year for example, 2 nd March 2009
or 2nd March, 2009. But the American style would be month, day and year e.g. March 2nd
2009. The British style is the most common and preferred in Nigeria. The house style of
either of the two could be adopted.

To type the date, leave a minimum of three clear spaces and maximum of five clear spaces
between the last lines of print on the letter headed paper and the typing line of the date.

Attention Line

In business letters, there are times the attention of someone else other than the addressee is
drawn to the subject matter under discussion. In typing the attention line, there are two
schools of thought – one school says the attention line should be typed before the addressee’s
address and the other school of thought says that the attention line should be typed
immediately after the addressee’s address. The opinion of the first school of thought is that
the addressee might not notice the attention line soon after sighting the addressee’s address;
therefore it should be typed first to avoid oversight. The second school of thought feels that
the addressee being the main person the letter is addressed to should have the honour first
before the person whose attention is called to the subject matter. Again, any method used is
acceptable depending on the prevailing house style. See the examples below:

For the Attention of: Mrs. C. Okoro

The Dean,
School of Education, Attention line before the
National Open University ofNigeria, addressee’s address
14/16, Ahmadu Bello Way,
Victoria Island,
Lagos

44
OR

The Dean,
Faculty of Education,
National Open University ofNigeria,
14/16, Ahmadu Bello Way, Attention line after the
Victoria Island, addressee’s address
Lagos

For the Attention of: Mrs. C. Okoro

Whichever method that is used; single or double line clear spacing should be left in
between the attention line and the addressee’s address.

Addressee’s Address

This is the address of the recipient. It is typed in single line spacing.

Salutation

In business letters, the salutation is formal and it is usually typed as Dear Sir/Dear Madam.
Where the sex of the addressee is not known, the salutation should be Dear Sir.
Thesalutationistypedoneortwoclearspacesaftertheaddressee’saddress.
Heading

The heading introduces the letter. It gives an idea to the reader of what the content of the
letter contains. The heading is also helpful in sorting of mails. It is typed one or two clear
spaces after salutation in capitals and bold. Preferably font size 14. Once it is bold, it should
not be underscored (underlined). Both underscore and bold perform the same function of
emphasis; therefore one should be used at a time. The heading should distinctly express the
content.

Body of the letter

This is typed in single line spacing or at the most 11/2 line spacing, with one or two clear
line spaces in between paragraphs.

Complimentary Close

Business letter ends with “Yours faithfully”. Before now when the use of letter headed paper
was not common the company’s name is typed immediately after the complimentary close
to show that the writer is writing on behalf of the company.

45
Example

Yours faithfully,
NOUN

These days, this practice is now obsolete, though some companies are still practicing it out
of ignorance. Once a company’s letter headed paper is used, it shows that the writer is not
autonomous rather he/she is standing in for the company. Should there be a need for legal
action, it is the company that would be sued and not the individual because the individual
was not representing himself/herself. Company’s letter headed paper cannot be used for
personal writing.

Signature

A space need to be left for the signature of the writer. Without the writer’s signature, a
business letter is disregarded because it is assumed somebody else would have done the
writing. But there are occasions whereby someone else needs to sign for the supposed writer.
This can be reflected in the designation.

Designation

This is the position the writer is holding in the company. The designation would signify the
amount of importance that would be attached to the content of the letter. Let us look at the
following examples for clarity:

Suppose Mr. O.A. Okonofua is the Sale’s Manager in company ABC, and a letter need to
be sent from his office to company XYZ to tender apology for the delay in the supply of
goods to company XYZ, but it happens that Mr. O.A. Okonofuais on annual leave. Some
questions like, would the letter be put on hold until Mr. Okonofua returns from his annual
leave? Can somebody else write on his behalf?

It is Mr. Okonofua that is on annual leave and not the entire company. Therefore the normal
business should still be carried out. Somebody would have been approved by the
management of the company to act in his office while he was away for his annual leave. So
the letter must be written in the office of the Sale’s Manager. So the complimentary close
and designation would appear thus, assuming Mr. K.E. Adeleke is the one acting in his
office.

Yours faithfully,

Sign.of Mr. Adeleke

46
K.E. Adeleke
for Sale’s Manager

Sometimes it may be that the Sale’s Manager is not on annual leave, but he is very busy
with official matters. In this instance he could mandate any of his subordinates to sign on
his behalf. This would still follow the same procedure as explained above.

It is wrong to type in the name of the manager when he is not the one signing. The signature
alone may not be enough to trace the actual person when the need arises. Using the example
above, it will appear thus:

Yours faithfully,
ఌఎ K. E. Adeleke’s signature
O. A. Okonofua
for Sale’sManager
This method must not be used.

Another area of importance in a business letter is when a letter needs to pass through two or
more officers before getting to the final addressee. For example if a course coordinator or
a programme leader is to send an official letter to the vice-chancellor, it would be wrong for
the course coordinator or the programme leader to write straight. Such a letter must pass
through the Dean of the School where the course coordinator or programme leader belongs;
say School of Arts and Social Sciences.

The letter will be addressed thus:

To: The ViceChancellor,

National Open University of Nigeria Headquarters
Plot 91, cadastral Zone
University Village
Nnamdi Azikiwe Express Way
Jabi, Abuja
Nigeria

Through: The Dean,

Faculty of Education,
National Open University of Nigeria,
Plot 91, cadastral Zone
University Village
Nnamdi Azikiwe Express Way
Jabi, Abuja
Nigeria

47
It is not compulsory that the “through” must be typed in full. The abbreviation “Thru” can
be used. The layout pattern has two schools of thought. One school says that the address of
the final person to act on the letter should come last while the first address

48
should be the address of the officer that would act on the letter first. Following this
school of thought, it means the above example would appear as follows;

Thru: The Dean,

Faculty of Education,
National Open University of Nigeria
Plot 91, cadastral Zone
University Village
Nnamdi Azikiwe Express Way
Jabi, Abuja
Nigeria

To: The Vice Chancellor,

National Open University of Nigeria Headquarters
Plot 91, cadastral Zone
University Village
Nnamdi Azikiwe Express Way
Jabi, Abuja
Nigeria

Suppose it is more than two addresses, say in a conventional university where a letter is
routed from a lecturer through the Head of department, through the Dean of the faculty to
the Vice Chancellor. Such letter will be addressed thus:

Thru: The Head of Department,

Department of Educational Studies and Management,
Faculty of Education,
University of Benin,
Benin City.

Thru: The Dean,

Faculty of Education,
University of Benin,
Benin City.

To: The Vice Chancellor,

University of Benin,
Benin City.

49
Remember it could be the vice chancellor first, followed by the Dean and then the Head of
Department. The two methods are acceptable depending on the most preferred by an
individual or the house style of the organization.

Where a personal business letter is written, a letter headed paper is not mandatory except
where the individual has one. Let us see some samples of business letter.

½ an inch
xxxxxxxxxxxxxxxxxx
xxxxxxxxxxxx Company’s address

xxxx…….. xxxxx………. Reference line

3 – 5 clear linespaces

Date
xxxxxxxxxxxx
1 – 2 clear linespaces
Attention Line
xxxxxxx
1 – 2 clear linespaces
xxxxxxxxxxxx
Addressee’s xxxxxxxxxxxx
address xxxxxxx

xxxxxxx 1 – 2 clear linespaces

Salutation
1 – 2 clear linespaces
xxxxxxxxxxxxxxxxxxxxxxxxx
Heading
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx 1 – 2 clear linespaces
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxx
Bodyof 1 – 2 clear linespaces
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
theletter
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxx

xxxxxxxxxx 1 – 2 clear linespaces

Complimentary

close
5-6 clear line spaces
Signature xxxxxxxxxxx
Signatory xxxxxxx

Designation

50
 A simple business letter layout

Victoria Island – Lagos

5th March, 2009

The Manager,
MACVY Enterprises,
14 Jones Street,
Victoria Island, Lagos.

Dear Sir,

RE: MR. MARTINSOJO

I write to introduce Mr. Martins Ojo to you. He is one of

our Information Technology staff. He is efficient and
effective in the use of modern technology. The university is
sending him to train your staff as requested. Feel free to work
with him.

We look forward to receiving your comments on the

training.

Yours faithfully,

Abikoye, J. K.

50 Registrar 51
There are things to note in this letter:

1. The space given after the end of print on the letter headed paper,
2. The consistency in the line spacing,
3. The signatory, and
4. The space provided for signature.

The space given after the end of print on the letter headed paper and the beginning of the
letter, starting from the “Date” is three clear spaces. Remember you could also use four
clear spaces. The mode of determining these spaces would be explained to you in unit 3 of
this module.

Also the spaces given between each section was consistent. In typing of letters, use single
line spacing to type and give one clear space in between paragraphs. At the most use 1½
line spacing and two clear line spaces in between the paragraphs.

The signatory is the registrar. Nobody is signing for him. Also enough space is given for
the signature. Remember you need to give four or five clear spaces for the signature. But
supposing someone else is signing for the registrar, the display will go thus:

51
 National Open University of Nigeria
Headquarters
Plot 91, cadastral Zone
University Village
Nnamdi Azikiwe Express Way

5th March, 2009

The Manager,
MACVY Enterprises,
14 Jones Street,
Victoria Island, Lagos.

Dear Sir,

RE: MR. MARTINSOJO

I write to introduce Mr. Martins Ojo to you. He is one of

our Information Technology staff. He is efficient and
effective in the use of modern technology. The university is
sending him to train your staff as requested. Feel free to work
with him.

We look forward to receiving your comments on the

training.

Yours faithfully,

Akintorin T. (Mrs.)
For: Registrar

52
Another important area of note is the style of presentation. The two main styles of business
letters presentations are – blocked and indented. The commonly and widely accepted today,
is the blocked style as used above. For the purpose of this course the two styles are presented
thus:

Blocked Style

53
Long letters usually have continuation sheets. Plain sheet of the same quality of the letter
headed paper is used as continuation sheet. The display of such continuation sheet may
appear thus:

Continuation Sheet of a Blocked Style

But a letter that is displayed in indented style will appear thus:

Indented Style

54
In indented style, the first line of typing in each paragraph is indented five or six spaces to
the right depending on the font size. This is set as ‘tab’ default. To achieve this just press
the ‘tab’ key and it takes you to the desired point to start the first line in a paragraph. The
complimentary close is typed starting from the middle of the document to the right. A
continuation sheet of indented style will appear thus:

Indented style continuation sheet

Note the position of the first line of the addressee’s address, the page number, the date
and complimentary close.

Self Assessment Exercise

Type an invitation letter, inviting an applicant to an interview in a particular organisation.

Describe the format adopted including the line spacing.

3.2 Memoranda

The memoranda are another form of written communication in a business. The memoranda
are used within an organisation. The singular form is memorandum. It is often abbreviated
as ‘memo’. Memo does not contain addressee’s address, salutation and complimentary
close, but it must be signed for the purpose of authority; which the document needs to carry.
How should a memo be displayed? Let us see the following:

55
Most companies also have memo headed paper. Where this applies, the memo has to be
printed on the memo headed paper. There are equally long memo; which may run into
another page. The continuation page should not be typed on the memo headed paper but on
a plain paper. This may appear thus:

3.3 Reports

Reports are vital in an organisation. The report of a committee helps in decision making.
The way reports are typed indicates the type of understanding the readers would receive. A
good report must reflect the following:

 The body that constitute the committee

 The date the committee was constituted
 Members of the committee

56
  The terms of reference
 Procedure
 Findings
 Recommendations

These usually form the major headings in a report. The headings could be presented as a
shoulder or side headings. The shoulder heading is most recommended.

Reports are typed in single line spacing and at the most, one and half line spacing with size
12 in Times New Roman or Arial font type or any other font type within the same range.
Where charts and table are required for illustrations, they must be well spaced in between
lines or paragraphs.

3.4 Minutes

Minutes are typed in shoulder or side headings. Minutes could be presented in a tabular
form. This depends on house style. But whether it is typed in plain or tabular form, the most
important thing is to ensure that the major headings are well spelt out.

3.5 Invoice

Invoices are vital in a business environment. This may differ from business to business. First
and foremost, identify the key words that are required to describe the goods to be transacted
in the business. Invoice is presented in a combination of straight typing and tabulation. Here
is an example of an invoice:

INVOICE:54323
PLACE LOGO HERE, MONTH DAYYEAR

OTHERWISE DELETE BOX

57
COMPANY NAME HERE
SHIP TO:
TO: COMPANY NAME HERE
COMPANY NAME HERE Street Address, Suite 555, City, State 55555
Street Address, Suite 555, City, State 55555 555.555.5555
555.555.5555 555.555.5555
555.555.5555 555.555.5555
555.555.5555

UNIT
QUANTITY DESCRIP TION TOTAL
PRICE

3.6 Newsletters/Flyers

Newsletters and flyers are usually display work. This may require the use of dropped caps
and column typing. To insert ‘Drop Cap’. Type the words and highlight the letter that you
want drop e.g. . Then click on ‘Insert’ and click on ‘Drop Cap’, the following drop
menu will appear:

58
Click as desired and follow the instruction. If the document is to be presented in
columns, click on ‘Page Layout’ and click on ‘Columns’, it will appear thus:

Select as desired, and follow the instructions.

In selecting new document you can insert default template. To get this done, click on “Office
Button” → “New”→ select from the displayed templates → follow given instructions in the
template.

3.7 Tables

59
To insert a table in a document, click on “Insert” → click “Table”, the following drop down
menu will appear thus:

Select the rows and columns as desired as you point the cursor through the boxes. Click
after you have selected the desired rows and columns. But where the desired rows and
columns go beyond the specified rows, click on “Insert Table” and select as desired.

The challenges that are usually encountered in tabular work include:

 Addition of rows
 Addition of columns
 Deletion of rows
 Deletion of columns
 Splitting of cells
 Merging of cells
 Text Direction
 Boarder and shading

Now let us see how these can be achieved using the table below:

 To add row(s) to the above table, do the following: There are different ways to
achieve this. First, place your cursor on the right edge of the last row as shown below:

60
 and press the enter key. As soon as the enter key is pressed a third row would
appear.

Another way is to highlight, the number of row(s) to be inserted, see example below:

With the cursor still in the cell click on “layout” and the following will appear:

Then click on any of the following in the drop down menu as desired:

From this menu, you can also delete unwanted row and column. To merge or split cells,
select as desired from the following section in the menu, while the cursor is placed on the
required cell(s):

Still on the “Layout” menu, you can align your text within the cell, set your text direction
and sort data.

61
  There are times you want to add boarder or shading to a cell or some group of cells
within a table. To achieve this highlight the cell(s) required and right click, the
following would appear:

Click on “Table Properties”. The following will appear:

Click on “Borders and Shading”

62
Then click on “v” shape in the box beside “No Color”, the following drop down menu
will appear:

Choose desired colour, and click OK and OK in the underneath box. The highlighted part
will appearthus:

Name Country City

You can equally use the “Apply to” in the dialog box to select the desired position within
the table where you want the colour to appear.

Another method of achieving this is to highlight the cell or cells to be shaded and right click,
then click on “Border and Shading”, a dialog box will appear, click on “Shading” to see
exactly the appearance of the dialog box below:

63
Then select colour and apply as desired.

3.8 Charts and Diagrams

Charts and diagrams are used for illustrations. They help to enhance information in a
business environment. To insert a chart on a document, click on “Insert” → click on “Chart”
and the following dialog box will appear:

Select the desired chart. Suppose, a pie is selected, the following will appear:

64
 Type in the desired headings
and figures to over- write the
default prints, and delete the
default where not required in
the excel worksheet

Once you are done with the data entry close the excel worksheet, then the chart will appear.
It can be resized by clicking and dragging. To edit the chart, right click on the chart and
click “edit data”.

To insert diagrams, click on “Insert” → picture/Clip Art/Shapes/SmartArt as desired. Within

the shapes, it is only textbox you can easily type inside the box. To type text into other
shapes, right click on the shape and click add text, a cursor will appear. As soon as a cursor
appears type whatever you wish to type.

Self Assessment Exercise

Get samples of various documents as discussed and practise the typing as described above.
Cross check your typing with the above specifications.

4.0 Conclusion

65
Document production is a vital aspect of business communication. To produce a good
business document requires adequate practice. Therefore ensure you practice more of this.

5.0 Summary

Document production includes business letters, memoranda, invoice charts, and

diagrams.

6.0 Tutor Marked Assignment(TMA)

Type a report that includes charts, tables and diagrams as illustrations from any source of
your choice.

7.0 References/FurtherReadings

2007 MicrosoftOffice

Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-

Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.

U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K.and Evans J.(2008). Business Computing Using
Excel and FrontPage.U.S.A.Thomson Course Technology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

66
Unit2 Data Security

Contents

1.0 Introduction
2.0 Learning Outcomes (Competency-Based Learning):
3.0 Main Content
3.1 The use of password
3.2 Data Storage
3.2.1 Internal Device
3.2.2 External Device
3.3 Data Disposal
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment (TMA)
7.0 References/Further Readings

1.0 Introduction

Data security is very important in business. You need to secure the data or information
generated or received for the following reasons:

i. for the purpose of future use;

ii. for easy retrieval;
iii. for confidentiality;

From time to time information or data are usually referred to for the smooth running of any
business. There are time that vital data or information need to be kept for future use. In this
case the data need to be well secured, failing which there would be a problem at the time
the data is needed for use. It is not all information or data that provide their usefulness at the
immediate; some of them are found useful at a later date. Therefore such data must be well
kept so as not to run into problem of need.

It would be meaningless if information or data kept for future use cannot be retrieved at the
time of need. This is more frustrating than not having the information or data at the first
instance.

Finally, for the purpose of confidentiality, information or data need to be well secured.
This covers both present and future use of data or information.

2.0 Learning Outcomes

At the end of this unit, you should be able to:

67
 apply the basic procedure of securing data;
 explain the basic process of disposing data;
 explain simple procedure of data storage.

68
3.0 Main Content

This content would take you through simple way of securing your documents and how such
documents could be discarded if not required.

3.1 The use of password

The personal computer can be secured without unauthorised persons having access to use
it. The use of the personal computer could be personalised by the use of password. Except
the right password is typed in, the computer cannot be used. In this case it means the user
has to make the password personal. If not anybody that has the password can use it. To
personalise the use of a personal computer, seek the advice of a computer engineer.

Apart from using the password to personalise the use of a personal computer, it could also
be used to secure access to documents. In this case, anybody can have access to the computer
but any anybody cannot have access to the documents that have password, except the person
who has the password. To password a document, use the following method:

Stage one: Type the document

Stage two: Save the document. Do this:

Click on “Office Button” with your document opened.

69
From the dropped down menu

Click on “Save As”; from the dialog box that will appear select ‘Word Document’ or
‘Word Template’ or ‘Other Formats’ if you want to save on office 2007, but select ‘Word

70
97-2003’ when you want to save in Word 97-2003 version. A document saved in Word
2007cannotbeopenedwitha lower version of wordi.e.Word97-2003.Butifsavedina
lowerversion(Word97-2003),thehigherversion(Word2007)canopenthedocument.

A click on any of the format except ‘Find add-ins for other file formats’ that may require
other steps, a dialog box will open thus:

Now note the following:

The source name

71
What is unique in these arrows?

The source name – this is the source where you want your document to be saved. The source
name in the above dialog box shows “Business Education” this means that the document is
saved or is going to be saved under the folder named “Business Education”. To select an
appropriate source name, click on the small sign like ‘v’ by the side i.e.

Then a dropped down menu will appear thus:

72
Select the desired source. The volume of what appears at the dropped down menu is
dependent upon sources that have been created.

Another important aspect of the arrow is the “File name”. Type in the name in which you
want the file to be saved, using the example on the dialog box above, the file name is
“Computer Application in Business” i.e. the name the document is saved with. A name must
be given for identification, easy sorting and retrieval. Do not use a name you cannot easily
retrieve your file with.

Then the “Tools”. Click on the black ‘v’ like shape at the bottom:

A dialog box will appear thus:

Click on “General Options”, and a dialog box will appear thus:

73
In the above dialog box, take a look at the directions of the three arrows:
In the first arrow in the box, type in the name you wish to use as the password e.g. kate. You
must use a name you can easily remember, if not you may not be able to open your
document. Also mind the ‘case’ of letters used i.e. upper case (capital letters - KATE), initial
case (Kate) or lower case (small letters – kate). You would notice that though the name is
the same, the way they are typed is not the same. It is the way the password is recorded at
the initial stage that the computer would recognise when opening the document.

In the second arrow, type in the same password name, it will prompt an error if there is a
difference.

Click on the small box where the third arrow is pointing to if you want your document to be
ready only. What this means is that when the document is opened, you may not be able to
effect any correction, but can only read. It is advisable not to click on the box, except when
you want to make your document read only.

After this process, click on OK, and a dialog box will appear thus:

74
Re-enter the password in the space provided and click OK. The same box may come up
again, re-enter the same password and click OK. Then click save at the main box underneath.

After this first saving, any other information added to the document would be saved by
clicking on “save’ from the file menu or press “ctrl + s”.

To open a file that is having a password, a click on the document would produce a dialog
box where the password would be typed in before it can open.

Go through the process once more and ensure you have mastered
the procedure before you continue to the next stage.

3.2 Data Storage

There are two basic ways to store data – internal and external devices.

3.2.1 Internal Device

75
A part of the internal device has been discussed along with the password. But it is important
to note that documents could be saved in:

i. my document
ii. my computer – for the internal device under my computer, the saving device
is the Local Disk(C:)
iii. Desktop

My document is usually set at the default. Once ‘save as’ is clicked, the source directory
that comes up is ‘my document’. Once saving is done through that source, it means the file
will be domiciled in ‘my document’. To change the source directory from ‘my document’
click on the ‘v’ black shape beside the source box as shown in the description of ‘password’
and select as desired. Saving on the Local Disk (C:) means saving on the harddisk.

You could save a particular file on both directories i.e. on ‘my document’ and on ‘local disk
(C:)’, one would then act as a back up file. Should there be a problem with one directory;
the file could then be retrieved from the other directory.

The best source to save your document is “My document”. Saving in the Local Disk (C) is
not too secured especially when there is the need to re-format the disk. The saved file may
not be recognised. And saving at the Desktop may slow down the speed of your computer.

Remember, to save a document, click on file, from the dropped down menu click on
‘save as’, follow the direction on the dropped down menu.

 Type a document and save it through the internal storage system.

 Save the document in ‘my document’ and back up the document in thelocal
disk(C:).
Ar y ou happy with your performance? If yes continue, and if not, go thro ugh the
pr cess once more before you proceed.

3.2.2 External Device

Documents could also be stored through the external device through 3½ floppy (A:),
DVD/CD(D), Pen Drive or Flash Drive and the use of external hard disk.

76
To save on the external device, go through the normal process of saving. The major
difference in the saving is the selected source where the document would be saved.

Remember to click on the ‘v’ shape black button to

select the desired source.

3.3 Data Disposal

What do you do when you no longer need a particular file or document?

Different questions come to mind:

 Am I sure I no longer need this document?

 Would there be a need of it in the future?
 Is the document a confidential document?
 How do I dispose the document?

These and many other questions may come to mind. But the most worrisome is when the
document is a confidential one. It means it must be disposed without a trace. A leakage in
confidential documents could cause the company great distress.

If the file or document is not a confidential document, the normal delete can be used. In this
instance it means that the deleted document or file would be resided in the recycle bin,
which can be culled back if need be. But where confidential documents or files are involved,
not only should the document be deleted from the source file name but must also be deleted
from the recycle bin. For a very high confidential document, the knowledge of an engineer
may be sought to ensure proper disposal to avoid any trace that
maybecarriedoutbyexpertswhomaywanttoretrievetheunwanteddatabyallmeans.

When you are disposing the electronic data, do not forget to look at the ‘hard copy’ if any.
The hard copy is the printed copy of the document. Where there is no need for it dispose it
through the use of trash bin. Do not burn, do not release for re-cycling and do

77
not give to petty traders to use as wrappers for their wares. Any of these methods may
lead to exposing the confidentiality of the document.

Self Assessment Exercise

Visit any organisation of your choice, and state the mode of data disposal that is used in
the organisation. Share your findings with your colleagues and facilitator.

4.0 Conclusion

In conclusion, do not hastily dispose your documents or files; ensure you are done with them
before disposing them off. Choose the right mode of discarding your files. Your data or
information must not litter the environment. Remember that an information or data that is
not properly secured could lead the organization into a doom.

5.0 Summary

To secure data or documents or files, the use of password is considered very helpful. The
personal computer could use password to personalise the usage. Where this is not done, the
file or document could be saved with password, which means the document or file can only
be opened with the use of their cognized password by the computer.

The user of the computer could choose where a document or file should be saved. File
could be saved through the internal device or external device. Both could also be used.

But where by a file is no more needed an appropriate means should be used to discard the
file without allowing the information to litter the environment.

6.0 Tutor Marked Assignment (TMA)

With reference to a particular organisation, explain how vital information can be

protected in a business.

7.0 References/FurtherReadings

2010 Microsoft Office

Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-

Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

78
Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.
U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K.and Evans J.(2008). Business Computing Using
Excel and FrontPage.U.S.A.Thomson Course Technology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

79
Unit3 File Management

Contents

1.0 Introduction
2.0 Learning Outcomes (Competency-Based Learning):
3.0 Main Content
3.1 Creating a File
3.2 Organisation of Files
3.3 Creating a Folder
3.4 Organisation of Folders
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment (TMA)
7.0 References/Further Readings

1.0 Introduction

File management was very pronounced in the office before the advent of the modern office.
This was usually referred to as filling system, where filing is done horizontally, vertically,
geographically, numerically, departmentally, alphabetically and by subject. But today, most
people have lost sight of this various mode of filling systems because

80
they feel it is only associated with manual filling system since the office today speaks
Information Technology. This is where the problem lies. Most users of the personal
computer find it difficult to manage their files, hence the problem of retrieving files
especially when the person that created the file is not available. This unit will teach you on
how to manage electronic files.

2.0 Learning Outcomes

At the end of this unit, you should be able to:

 Organise electronic files,

 Organise electronic folders.

3.0 Main Content

This unit will teach you how to create file, folder and how to organise them for proper
office usage.

3.1 Creating aFile

Remember in the past unit, we have discussed a little on how to create files. As a
refresher on creation of files, let us consider this case study.

Case Study

National Open University of Nigeria has various schools and units divided as follows:

Faculties - Faculty of Arts and Social Sciences

Faculty of Education
Faculty of Business andHumanResources
Faculty of Science and Technology
Faculty of Law

Units - The Vice Chancellor’s Office

- The Office of The Deputy Vice
Chancellor (Academics)
- The Office of The Deputy Vice Chancellor (Administration)
- The Office of theRegistrar
- Centre for Continuing Education and Work
Training (CCE &WT)
- FoundationProgrammes(AccessandGeneralStudies)

81
 - StudyCentres

These are some of the units that exist in the university.

The university is a system whereby the various sub-units interact to achieve the set goals.
The major mode of interaction is written communication; which is produced electronically.
Also the university may also need to interact with the environment, this include the public,
other organisation and government. To have an effective interaction also requires the use
ofcomputer.

Since the schools and units need each other to contribute to the welfare of the university, it
means each of them has to keep an up-to-date record of each other interaction to have a good
link. But for the purpose of this course material, let us consider the record system in the
office of theRegistrar.

In the office of the Registrar, mail would be sent and received from all the existing schools
and units as well as the government parastatals and other concerned organisations.

Question

Howwouldthemailbeorganisedelectronicallyforeasyretrieval?Proced

ure

1. For the documents going out of the Registrar’s office, files haveto be created
for them. A file is for identification. To make the identification much easier, a
name is attached hence ‘file name’. The file name is the name given to the file for
proper identification. Just as you have name of persons such as John, Modupe,
Adewale, Ajadi, Okoli, so as to be able to identify the particular person that is
being referred to. So for every document that is created, it has to be saved with a
file name. You may apply the followingprocess:

a. Type thedocument
b. Click on OfficeButton
c. Click on ‘SaveAs’
d. Fromthedialogboxselectthesourceasdesired

Through this method several files would have been created. The same procedure
would be adopted in saving a document received. The only difference would be that,
you are not the one to create the document rather you have to scan the document,
import and save with a desired file name. In this regard, it is assumed
thatthefilescreatedintheRegistrar’sofficemayinclude:

82
  Dr. J. K.Adedeji
 Prof. O. M.Komolafe
 Mrs. A. A.Kadiri
 Dr. J. B.Jubrin
 LeaveNotification
 Advertisement for AcademicVacancy
 Workshop on CourseWriting
 Computersupplies
 Advertisement forContractors
 SenateMinutes
 Students’ AcademicRecords

In creating a file name, the right name needs to be used for easy sorting. Therefore the name
given to a file must be reflective of the content of the document.

3.2 Organisation ofFiles

Already created files. This may run into several hundreds, thousands and even more. So if
they are not properly organised there will be difficulty locating a file at the point of need.
This is where file organisation becomes very vital. To sort files appropriately, the file names
must be reflective of the document if not the file may be placed wrongly and
wouldleadtodifficultyintheprocessofretrievingsame.

There are files that need to go together. Files in the electronic way are documents. So we
are now talking about putting related documents together in one box i.e. the folder. This
could be likened to the normal manual flat file folder or arch file where documents of related
matters arekept.

Folder Arch file

Documents

83
The list of files above from the registrar’s office has to be sorted so that related
documents have to be kept in the same folder for easy identification.

3.3 Creating aFolder

How do I create a folder? To create a folder, do the following:

i. Open the source where you want to save the document e.g. ‘My Documents’. To get
to my documents click on start and from the dropped down menu, click on my
documents.

Another method is to click on My Documents on the Desk top if it is available there.

84
ii. Clickonmydocumentsanda droppeddownmenuwillappearthus:

showing all the files and folders that have been saved so far.

iii. rightclickonthefreewhitespaceandanotherdroppeddownmenuwillcomeup.

Free white space

85
 A dialog box shows when you right click
on the white space

iv. clickonNew,andanotherdialogboxwillappearthus:

86
 v. clickonfolder,andthefollowingboxwillappear:

This box appears. Type in the name you want to

use to save the folder. You can do this in two
ways – type on top of the name (New Folder) in
the box to over write or use back spacer key or
delete key to delete the name (New Folder) and
type in the desired folder name.

Note: Follow this procedure to create as many folders as desired. Working with the files
from the registrar’s office as indicated above, all the files are not related. To make files more
manageable, we have to sort into schools and units. So in this instance folders
shouldbeopenedforthevariousschoolsandunits.

87
 Self Assessment Exercise

Open folders for all the schools and units in National Open
University of Nigeria as stated above.

vi. Enter files into folder. There are two ways of entering files intofolder.

First, if the files have been created, open the source where the files are and open the
folder. Copy the file(s) and paste inside the folder using the cut and paste mode.
Sometimes both the folder and the file(s) may be in the same source like my
document.E.g.

The folders are in yellow colour. The others are files. Let us assume we want to put the files
into the folder named ‘New Folder”. Right click on the file, a dropped down menu will come
up, from the dropped down menu click on ‘copy’ then go to the folder (New Folder) where
you want to copy the file, double click (i.e. fast click twice) and the folder will open thus:

88
This shows there is no file in the folder. Right click inside the white space and from the
dropped down menu, click on paste. Let assumed the file we copy is ‘Business
Management–LASU’,asyouclickonpastethefilewillappearonthefolderthus:

You can enter as many files in this order. But you must ensure that the files entered are
relatedtothenamegiventothefolder,becausethefolderis actingastheumbrella.

89
Apart from copying the files one by one you could highlight all the files you want to copy,
right click and click on copy and go to the folder, right click and click on paste, all the files
copied would be pasted atonce.

Highlighted files

You could also use drag and drop method. With this method, left click on the file, hold down
the mouse without releasing your finger and take the cursor to the folder and release your
finger. As soon as this is done, the file(s) automatically copy into thefolder.

The best method is:

 to create a folderfirst
 then type thedocument
 click onfile
 click on saveas
 clickonthesourcewhereyouwantthedocumentsavede.g. mydocuments
 click on the folder you havecreated
 andsave

90
 Self Assessment Exercise

Try each of these methods. Go through them several times until

you ascertain proper mastery.

3.4 Organisation ofFolders

Remember you have created folders for all the schools and units in National Open University
of Nigeria. If the folders are left to exist the way they are, they will turn to junks i.e. it will
again become unmanageable. Therefore there is a need to arrange these folders. Take for
example, the folder named ‘school of education’ in the Registrar’s office. There are so many
letters going and coming from School of Education. Putting everything together will not
make it manageable, so there is a need to create other folders within the folder ‘school
ofeducation’.

But before creating folders within the school of education, yearly folders e.g. 2002 folder,
2003 folder, 2004 folder etc need to be created and within each year folder two major
folders need to be created in office of the Registrar. These folders are ‘Incoming Mail
folder’ and ‘Outgoing Mail Folder’. Folders for all the schools and units in the university
would be present in both the incoming mail folder and the out going mail folder. This is
for easy retrieval. The incoming mails should be recorded electronically both the ones
that are received in electronic form and those that are received in hardcopy form. The
hard copyformwouldbe madepossiblethroughscanning.

Within each school or unit folder, other folders can now be created e.g. staff record,
facilitators update, Notice of Senate meeting etc.

To save folder inside another folder, follow the same procedure of saving file(s) inside
folder.

Self Assessment Exercise

Try your hands on this and share your experience with you
colleagues

91
4.0 Conclusion

To be effective and efficient in an organisation, documents must be properly managed

failing which the efficiency level will be very low. Low efficiency could increase the
problem of quality assurance which is sought by the public. Therefore the issue of file
management must be considered very vital in the business world.

5.0 Summary

To have adequate file management, create files with file names that can easily be
retrieved and arranged them in manageable folders for easy retrieval and control.

6.0 Tutor Marked Assignment(TMA)

With reference to a particular organisation, explain the process of managing a file in a

business.

7.0 References/FurtherReadings

2007 MicrosoftOffice

Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-

Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.

U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K.and Evans J.(2008). Business Computing Using
Excel and FrontPage.U.S.A.Thomson Course Technology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

92
Unit4 DocumentPresentation,

Contents

1.0 Introduction
2.0 Learning Outcomes (Competency-Based Learning):
3.0 MainContent
3.1 Formatting
3.2 Display/Layout/Background
3.3 Proofreading
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment(TMA)
7.0 References/FurtherReadings

1.0 Introduction

93
The way documents are presented speaks about the integrity of an organisation. A document
may carry good information, but if the document has poor presentation, such document
would send wrong signals in spite of the good information it possesses. This is why
document presentation is very important in business. This unit would therefore be devoted
to discussing different areas that are eye catching in document presentation.

2.0 Learning Outcomes

At the end of this unit, you should be able to:

 Formatdocuments
 Reviewdocuments

3.0 MainContent

3.1 Formatting

There are different types of formatting:

 SimpleCharacterFormattinge.g.underline,bold,italicizeyour
text.

To achieve this, click on Home on the menu bar and click the desired
formatting-

Short cut keys could also be used. Press ctrl + B for bold, ctrl + I for
italic and ctrl + U for underscore. Press one of the shortcuts before you
type the text you want to format. When you want to stop formatting,
press the same shortcut key to turn off the formatting. You can also
format already typed document. To format already typed document,
highlight the desired part and select the desired format.

 Special character formatting. These are used to enrich the document. This may be
“Page Background”, which may include watermark, page colour and page borders.
You may also want to effect “Page Setup” or work in different “Paragraphs”. To
achieve any of these, click on “Page Layout” in the menu and select asdesired.

94
 To have special effect on font like subscript and superscript, click on “Home” in
the menu and select from:

for example to type 9 to the power of 3, type 9 and 3 thus 93, highlight 3 thus
and click

then it will appear thus 93.

To achieve paragraph formatting, click on “Page Layout” and select the desire format
under “paragraph”.

3.2 Proofreading

It is important to proofread a typed job before it is sent out of the organisation. This is best
achieved by the use of Thesaurus, spelling and grammar tools. To get this click on “Review”
and select as desired. A quick type can be done by highlighting the desired word(s) and right
click on the word to check for spellings and grammar. Sometimes, the computers
automatically prompt green or red waiving lines. The green waiving line queries grammar,
while the red waiving line queries spellings. These serve as alert to proofreading.

Another important aspect of proofreading is the use of“TrackChanges”. This will

enable you to edit materialselectronically.
Self Assessment Exercise

Edit a material electronically, and share your experience with your colleagues.

3.3 MailMerging

Mail merging is very important in the production of business documents. There are times
there is the need to send the same content of a document to several persons probably with
different names and addresses. In this instance, mail merging is the best option that can
beusedtoachievesuchdocumentationwithina shorttime.

To mail merge, the following steps may be taken:

95
First, prepare a table for the information that would be different in the document e.g.
name and address. This may appear thus:

Name Address
12 Street
John Mark
Benin City
23 Abiola Avenue
OjoAdekunle
Lagos
School of Education
OkoroNduka
NOUN, Lagos
Department of Arts and Social Sciences
Pius Ehimen Lagos State University
Ojo
56 Lane Close
Caroline Ujagbe
Kano
Plot 547
Dada Ojugo Arewa Suit
Abuja
99 Ajuwa Avenue
IbhagbosoriaUduaghe
Sokoto

Save the table in appropriate source.

Secondly, type the document, say a letter e.g.

Dear

We are glad to inform you that our interest rate has been reviewed downwards. You are now
to pay 2.5% on any outstanding loan as from the month of September, 2009 as against the
6% earliercharged.

Should you need further clarification, please feel free to ask.

Yours Sincerely,

This letter is to be sent to different persons and addresses. So let us identify where the
names and addresses would be inserted.

“Address”

96
Dear “Name”

We are glad to inform you that our interest rate has been reviewed downwards. You are now
to pay 2.5% on any outstanding loan as from the month of September, 2009 as against the
6% earliercharged.

Should you need further clarification, please feel free to ask.

Yours Sincerely,

Thirdly, place the cursor on the document and click on “Mailings” at the menu bar. Then
click Mail Merge → Step by step mail merge wizard, then a drop down menu will appear
thus at the right hand side of the screen:

At the bottom of the drop down menu click on “Next: Starting document”, and follow the
instructions.

When you click on step 3 a dialog box will appear requesting for your existing list. Click on
the source to open the file. With our above list, this will appear:

97
Then click OK. A click on step 4 will bring the following dialog box

Place your cursor on the first place of insertion, in this instance where you want the
address to be placed then click on “More items”, the following dialog box will appear:

98
Click Insert. Repeat this in all the points of insertion. A click on step 5 will effect all the
identified names and addresses.

To enhance the mail, you may work through the icons on “Mailings”

Self Assessment Exercise

With the use of mail merge, type a letter and duplicate same to 10 persons.

4 Conclusion

It is good to present our documents in a way to enhance understanding and as well as

gaining time.

5 Summary

In presenting a business document, attention should be given to appropriate formatting as

well as time gaining techniques, such as mail merging.

6 Tutor Marked Assignment(TMA)

Edit any material of your choice with the use of “Track Changes”. Use balloon to show
the changes in the text andprint.

7 References/FurtherReadings

2007 MicrosoftOffice

Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-

Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

99
Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.
U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K.and Evans J.(2008). Business Computing Using
Excel and FrontPage.U.S.A. Thomson CourseTechnology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

Module3 Microsoft Excel inBusiness

Microsoft Excel is very useful in the business world, especially in the computation of data
that involve figures and complicated tabulations. This module would discuss the day-to-day
activities that require the use of excel in business. BED 211 – Microsoft Office has already
introduced us to Microsoft Office Excel, therefore, this module would focus on the use of
excel for problem solving in business. Microsoft Office Excel 2007
wouldbeusedinthismoduletodiscussthefollowing:

Unit1 Solving and Making Decision with MicrosoftExcel

Unit2 Managing LargeWorksheet
Unit3 Presentation of Data withCharts

Unit1 Solving and Making Decision with MicrosoftExcel

Contents

1.0 Introduction
2.0 Learning Outcomes (Competency-Based Learning):
3.0 MainContent
3.1 Identification of BusinessProblems
3.2 ProblemAnalysis
3.3 Identification of PossibleSolution
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment(TMA)
7.0 References/FurtherReadings

1.0 Introduction

10
0
In Microsoft Word, we study some tabular work which involves the useofcolumns, rows,
and cells. But there is a limit to which Microsoft word can handle tabular work, especially
when advanced calculations are involved. This is where Microsoft Excel
comesin.ThisunitwillexposeyoutothebeginningpartoftheuseofMicrosoftExcel.

2.0 Learning Outcomes

At the end of this unit, you should be able to:

 SolvebasicproblemsinbusinessbyapplyingbasicstatisticswiththeuseofExcel.
 AnalysebasicproblemswiththeuseofMicrosoftexcel.

3.0 MainContent

3.1 Identification of BusinessProblems

Excel works with columns, rows and cells. Sometimes problem may occur in the use of
formulas, using formulas and cell references instead of values and determining order of
preferences. Let us look at some areas that may require problem identification:

Excel Arithmetical Operations –

Calculation Excel Operations Example

Addition + =3+A1
Subtraction - =A1-A2
Multiplication * =A1*4
Division / =X4/Y4
Exponent ^ =2^8

You will recall that in BED 211 – Microsoft Office, we were told that every formula in excel
starts with ‘=’ sign. By way of interpretation, under the column of example above, the equal
sign is mandatory. =3+A1 means the value 3 is added to any value that is in cell A1. In the
second row, =A1-A2, it means the value in A2 is subtracted from the value in A1. In the
third row, =A1*4 means the value in A1 is multiplied by the value 4. The fourth row =X4/Y4
means the value in X4 is divided by the value in Y4 and finally in the fifth row =2^8, it
means the value 2 is raised to the power of 8. The day-to-day activities in the business world
require these basic arithmetical operations for business to flow. For example, a business man
may want to get the total amount of sales per month and year. In this case, it means monthly
sales should reflect as well as the summation per year. Also the business man may want to
get the net profit, by subtracting all expenses from the gross profit made. This can be
achieved by simply entering the right formula to capture the rightvalue.

10
1
Formulae and Cell References instead of values -

Supposing the cost of producing 1000 copies of a textbook is N3,235, the cost of one
textbook will be N3,235 divided by 1000. Using excel formula it will be N3,235/1000. It
is wrong to type a value into a cell instead of entering the formula that produced the value.
Typing a value will make your work cumbersome and you will find it difficult to reference
cells. To work with formulae accurately and with fewer problems you need to know how to
determine order of precedencerules.

Order of Precedence Rules

S
Order of Example Resulting Explanation
ource:
Precedence Value
Gross,
1.Operations in =A1*(3+5) If A1=2, the Excel first performs the
Akaiwa,
parentheses resulting addition of 3 + 5 even
Nordqui
value is though multiplication
st &
2*(3+5), or has a higher precedence
Evans
2*8 = 16 than addition, because
the addition operation is
enclosed inparentheses
2. Exponentiation =3*A1^3 If A1 = 2, the Excel first performs the Self
resulting exponential operation of Assessm
value is cubing A1, and then ent
3*2^3 or3x8 performs the Exercise
= 24 multiplication
3. Multiplication =A1 + B2* If A1=2,B=3 Excel first multiples B2 Identify
and division C3 and C3 = 10, by C3, and then adds the problem
from left to the resulting result toA1 areasina
right value is business
2+3*10 or known
2+30 = 32
to you
4. Addition and =A1- If A1=2, Excel first divides C3 and
subtraction B2+C3/10 B2=3, and by 10, then subtracts B2 express
from left to C3=10, the from A1, and finally howyou
right resulting adds this value to the would
value is 2-3+1 quotient use
or -1+1=0
exceltosolvetheproblem.Discussyourexperiencewithyourcolleagues.

3.2 ProblemAnalysis

10
2
The following is a case study:

Sharback manufactures and sells Adire (tie and dye) clothes at Abeokuta, a town which is
distinctly known for good Adire clothes. Due to the popularity of this Adire, thecompany
is challenged to meet the demand. The manufacturing company is forced to add volume
to the quantity manufactured so as to be able to meet with the demand. Sharback is
committed to maintaining a high standard for which the company is known, but there is a
great concern that the standard may be compromised due to increase in production. One of
the problems in the production process is Quality Control, which is often referred to as
“QC”. Each Adire is thoroughly inspected and tested before being released for sale when a
defect is detected. The defect is traced to the original production line that manufactures and
package the Adire. Adewale who is the control managernoticed an increase in defect
products since the increase in the production of Adire. The fear arose that the company may
not be able to meet the demand if the numbers of defected goods keepincreasing.

In this instance, Adewale would need statistics for the analysis statistics for thorough
analysis..

Using Statistical Functions of Data Values

Theskillsrequiredinusingstatisticalfunctionsinclude:

 Freezing rows andcolumns

 Splitting a window intopanes
 Using absolutereferences
 Using the AVERAGEfunction
 Using relativereferences
 Using the ROUNDfunction

Statistics is often referred to as a subset of mathematics, which is applied to observe data.

Some common statistics that are used are:

 Mean
 Median
 Mode
 Standarddeviation

The mean is the arithmetical average of a set of data. Median is the arithmetical value
that occurs in the middle of a set of data. Mode is the arithmetic value that occursmost

10
frequently in a set of data. Standard deviation is a measure of how widely data values are
dispersed from the arithmetical mean. Let us see the following examples:

Values: 8, 7, 2, 2, & 10

a. Arithmetic mean =(8+7+2+2+10)/5

b. Median = to get the median, reorder the value in ascending order thus: 2, 2, 7,
8, 10, the middle value 7 is themedian.
c. Themodeisthevaluethatoccursmostoften,inthissetofdata,themodeis2.
d. The standard deviation is the degree which scores spread out about the mean or
centraltendency.

The mean in two sets of data might be the same but with different standard deviation, which
shows the data is more or less widely distributed or could exhibit entirely different
distribution profile. Also two data might have the same standard deviation and the mean
values in the same data could be different, this indicates two dissimilar manners.

In the case of SharbackAdire production, Adewale must analyse the recent trend in Adire
being rejected in the quantity control for quality defects. The two most common defects
being found in the SharbackAdire models are as follows:

 High colour coefficient indicating poor surface finishing that can result in fast fading
of material. Adires are rejected if the colour mixture differ from the actual colour
number with 0.01
 Low texture strength indicating that the material texture cannot absolve the desired
colour.The Adires are rejected if the texture of material is less than 0.7

The problem has under gone some analysis, the next stage would be to identify possible
solution.

3.3 Identification of PossibleSolution

To be able to identify the possible solution that excel can provide the following are essential:

In statistical value, you may want to ROUND functions e.g. 26.436 would be 26. Examples
of ROUND functionsare:

Formula Description Resulting Value

=ROUND (26.436) Rounds 26.436 to the
26
nearest whole number
=ROUND (B2,1) Where B2 contains 21

10
 value 21.38, round
21.38 to the nearest
tenth
=ROUND (102234,-2) Rounds 102234 to the
102,200
nearest hundred
=ROUND (33.75%,2) Rounds 33.75% to the
nearest hundredth,
which is the same as 24%
the nearest percent
because the precise
value is3375
=ROUND First sum 20.33 and
(SUM(10.33,10.44),0 20.44 resulting in
40.77, then roundthe 41
value to the nearest
wholenumber

These functions can also be expressed in excel. Let us see the following:

Examples of Functions that modify the precision of a value

Resulting
Function Description Syntax and Example
Value
Rounds a
number to a ROUND (number, num-
ROUND specified digits) = 25%
number of ROUND(25.33%,2)
decimal places
Rounds a
number up to ROUND(number, num-
ROUND-UP the specified digits) = 1.01
number of ROUNDUP(1.002,2)
decimal places
Rounds a
number down ROUNDDOWN
ROUND
to the specified (number, num-digits) = 9
DOWN
number of ROUNDDOWN(9.99,0)
places
Rounds a
number up to
EVEN (Number) =
EVEN the next 4
EVEN(2.23)
highest even
integer

10
 Rounds a
number up to
ODD (number) =
ODD the next 3
ODD(1.23)
highest odd
integer
Round a
number down INT (number)
INT -5
to the nearest = INT(-4.3)
integer
Truncates a
number to an
TRUNC (Number,
integer
TRUNC num-digits) -4
removing the
= TRUNC(-4.3)
fractional part
of the number

Paste Special

The copy and paste mode is the same in what we have learned in BED 111 (Introduction
to KeyboardingandWordProcessing),BED112 (AdvancedWordProcessing)and BED 211
(Microsoft Office). But there are situations where you need to use the paste special mode.
When you click on paste special; click on the desired function. As a reminder, let us look
at the following Paste Specialbox:

Let us see the explanations of some of these paste functions in the table below:

Formulas Description
Displays a dialog box that provides
Paste Special
different paste options
Paste only the formulae from the
Formulae
original (copied) cells

10
 Pasteonly the values from the
Values original cell(s); the formula or any
formatting are not pasted
Paste the formulae and formatting
All except Borders from the original cell(s), but not the
format of the cell borders
Paste the formulae and formatting
from the original range of cells, but
Transpose reverses the orientations, so that the
rows of the original cell range, and
the original columns become rows
Paste a connection or link to the
Paste Link original cells, including the applied
formatting
Paste operations (Add, Subtract,
Paste the operation so specified
Multiply and Divide)

Mean, Median, Mode and Standard Deviation

Excel Statistical Functions

Statistic Function and Syntax
Arithmetic Mean AVERAGE(number 1, number2,…)
Median MEDIAN(number1, number2, …)
Mode MODE(number1, number2,…
Standard Deviation

Now let us calculate the statistics for the colour coefficient

Quantity Control Data for Sharback Ventures

10
  Uniquemanufacturingidentificationnumber(mfgID#)
 Size
 Style
 Datemanufactured
 Production line on which the Adire wasmanufactured
 Colour coefficientvalue
 Lowtexture

To calculate the colour coefficient, the mean, median, mode and standard deviation are
calculated for proper decision making. To achieve this, the following formulas are entered:

ForMean - =AVERAGE(F2:F5)
ForMedian - =MEDIAN(F2:F5)
ForMODE - =MODE(F2:F5)
ForSTDEV - =STDEV(F2:F5)

The result showed there was no mode. The standard deviation would be best used for the
decision. The present standard deviation would be compared with the previous standard
deviation. The lower the standard deviation the better the coefficient.

The use of excel in problem solving is not limited to manufacturing industry. It could be
applicable to other industries such as education. Let’s see how we can
solvethefollowingproblem:

MATRIC EXAM LETTER

S/NO NAMES C.A. TOTAL RMK
NUMBER SCORE GRADE

1 Adeniji Eunice kemi 03/01/AV/01/053 19 27 46

2 Adeoye Victor A. 03/01/AV/03/041 19 33 52
3 Adesanya S. Adekunle 03/01/AV/01/010 19 27 46
4 AdesujiModupeOmoboja 03/01/AV/01/054 19 27 46

10
 5 AdeyemiAdemola 03/01/AV/01/055 21 36 57
6 AfolabiMotunrayo S. 03/01/AV/01/056 22 33 55
7 Agbebaku Evelyn 03/01/AV/03/002 21 36 57
8 AgoroFadilat T. 03/01/AV/03/042 21 33 54
9 AgunbiadeBukola 03/01/AV/01/140 21 29 50
10 Ajayi Emmanuel O. 03/01/AV/01/011 19 27 46
The Problem:

The above result was submitted by a lecturer. The examination officer is faced with the
problem of providing the letter grades and thereby seeks an easy way this can be
achievedtomeetthetimelineandatthesametimeminimizeerror.

Question: Whatwouldtheexaminationofficerdotoachievethis,usingexcel.

Answer: To solve this problem, the examination officer has to use the ‘IF Formula’, if
when defined will eliminate errors in the conversion of scores to letter
gradesandatthesametimebefastenoughtoachievethedesiredresult.

Procedure:

1. Enterthedataintoexcelworksheetanditwillappearthus:

2. PlaceyourcursoronG2andtypethefollowingformula

=IF(F2>69,"A",IF(F2>59,"B",IF(F2>49,"C",IF(F2>44,"D",IF(F2>39,"
E","F")))))

3. Press the enter key. The letter grade will appearthus:

10
 4. Copy the result in G2 into other cells. The result wouldbe:

Self Assessment Exercises

Practice all that you have read so far with solving business problems with Microsoft
excel. Share your experience with yourco-students.

4.0 Conclusion

There are a lot of ways excel can be used to solve business problems. But first and foremost,
you must identify the prevailing problem and know the possible ways of solving that
problem and then approach the possible solution. Where you do not know the right formula
to use, go to the Help function of excel and study the recommended ways each formula can
be applied. You should always use the helpfunction.

5.0 Summary

For excel to effectively help in solving business problems, the user must be able to identify
the problem areas and the possible solutions to the problem. After which the appropriate
section of excel is applied. There is no limitation on the type of business excel can be used.
Excel if properly applied can be useful in all kinds of business – manufacturing orservicing.

10
6.0 Tutor Marked Assignment(TMA)

Identify a problem in a particular organisation and use Microsoft Office Excel to solve
the problem. Explain how you where able to achieve this.

7.0 References/FurtherReadings

2007 MicrosoftOffice

Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-

Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.

U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K. and EvansJ.(2008). Business Computing Using
Excel and FrontPage.U.S.A.Thomson Course Technology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

Unit2 Managing LargeWorksheet

Contents

1.0 Introduction
2.0 Learning Outcomes (Competency-Based Learning):
3.0 MainContent
3.1 FreezingPanes
3.2 SplittingWindow
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment(TMA)
7.0 References/FurtherReadings

10
1.0 Introduction

Most people usually run into problem with dealing with large data. At a point it may become
cumbersome managing data to derive desirable results. At this point in time it becomes
necessary to look for alternative ways stress can be reduced in achieving the desired goal.

2.0Learning Outcomes

At the end of this unit, you will be able to manage large data

3.0 MainContent

3.1 FreezingPanes

Freezing panes means making some rows and columns visible while you scroll across the
work sheet. Large worksheets usually go beyond the window view at a time. In this instance
the part that is required to supply leading information may be kept in view while other rows
or columns scroll.

In this excel sheet, the number of students go beyond 14. To see the other names would
require scrolling the rows. But once the rows are scrolled, row 9 would no longer be visible
because it would scroll up to give space to view the underneath names. But, the information
in row 9 is guide to what data should be entered in each cell of the data. Therefore you may
want to leave row 9 and column A on view while others scroll. To achieve this, the
followingsteps should be adopted.

10
Procedure:

1. Place your cursor onB10

2. On the view menu, click on Freeze Panes and you willhave:

3. Click on freezepanes

Once this is done, as you scroll, column A and row 9 will be on view. Originally, the
data that were on view were S/N 1 – 14. With freezing of panes, as you scroll you will
see more data but column A and row 9 constant. The table below shows the data after
freezing and scrolling. You will observe that the new data on the screen view shows S/N
15–28butwiththeheadingsstillonview.

11
You could also freeze only row or column instead of freezing both. It all depends on what
you need at atime.

3.2 SplittingWindow

Another way to manage large data is to split window. This is very helpful when you want
to compare values. Let us consider the academic result of a set of students for
academicyear2005and2006.Thedatamaybeenteredthus:

To be able to scroll and compare, go to view menu, place your cursor in between the two
sets of data or any other point as desired. The placement of the cursor would determine

11
whether the sheet will split horizontally, vertically or both then go to ‘window group’ in the
view menu and click on ‘split’. The resulting effect would be:

This view presents two windows. You can scroll on both.

Thirdly, large data could be managed by hiding the unwanted data at a time. Supposing in
the above data, you are only interested in printing the Matric. Number and the Grade Point
(Letter Grade), but still want to retain the data in the database. You could take the
followingsteps:

Step1: Highlight the unwanted row, right click, and select ‘Hide’. Repeat this for all
unwanted rows and columns. At the end only the desired columns or rows
would be left. See the examplebelow:

11
 From the above, only columns A, C and G are on view, the other columns in
betweenarehidden. To unhide, highlight the columns, right click and select
‘Unhide’.

Self Assessment Exercise

Practice working on an excel worksheet with the above examples. Share your experience
with your colleagues and facilitator.

4.0 Conclusion

In conclusion always identify the area of problem encountered in managing large

worksheet. This would help you sort out the right solution to the problem using excel.

5.0 Summary

There are three basic ways of managing large worksheets. It could be done through freezing
of panes, splitting of window and hiding of rows and columns. The prevailing problem
would determine the type that may be applied at a time.

6.0 Tutor Marked Assignment(TMA)

Present data involving large worksheet and explain how you where able to manage the
data.

7.0 References/FurtherReadings

2007 MicrosoftOffice

Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-

Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.

U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

11
Gross D., Akaiwa F., Nordquist K. and EvansJ.(2008). Business Computing Using
Excel and FrontPage.U.S.A. Thomson CourseTechnology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

Unit3 Presentation of Data withCharts

Contents

11
1.0 Introduction
2.0 Learning Outcomes (Competency-Based Learning):
3.0 MainContent
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment(TMA)
7.0 References/FurtherReadings

1.0 Introduction

In the previous units, chart was discussed as an illustration device which enhances business
documentation. This unit shall be more elaborate on how charts are used in presenting data,
not just for illustration only. Data well presented in charts are easier to understand than those
presented in elaborate texts and figures. Some people do not have the patience to read and
deduce facts, thereby may run into wrong conclusion or ignoring the data.This is why in
business, presentation of data in charts is encouraged.

2.0 Learning Outcomes

At the end of this unit, you should be able to present data in charts for maximum
interpretation.

3.0 MainContent

Before we go on problem solving, let us have a review on creating charts in excel.

Creating Charts in Excel

Step 1: Enter the data for the chart in excel worksheet. The type of chart to be used would
determine how the data would be entered into the worksheet. This would be
discussedlater.

Step2: Select the cells that contain the data for thechart.

Step3: OntheInserttab,intheChartsgroup,clickthecharttypeasdesired. Step4:

Follow the given instructionto complete the chart.

To create charts in a way that will make them meaningful to your audience, you need to
decide what exactly you want the audience to understand and the type of audience that is

11
target because some charts are easier to understand than others. Knowing what you want
will help you to select from the wide range of charts.

Things to remember in the use of chart types are the types of charts and the arrangement of
figures. The type of charts excel providedare:

 Columncharts
 Linecharts
 Piecharts
 Barcharts
 Areacharts
 XY (Scatter)charts
 Stockcharts
 Surfacecharts
 Doughnutcharts
 Bubblecharts
 Radarcharts

Arrangement of Values in Charts

The type of chart to be used determines the way the values would be entered into the
worksheet. Let us briefly look at what should be noted when entering values into worksheet
for a chart

Column Charts – The categories are entered in the horizontal axis and the values are
entered in the vertical axis.

Line Charts – The categories are distributed evenly along horizontal axis, while the values
are distributed evenly along the verticalaxis.

Pie Charts – shows size of items in one data series, proportional to the sum of the items.
Data points are displayed as percentage of the whole pie. Therefore in a pie chart data are
arranged in one column or rowonly.

Bar Charts – Illustrate comparison among individual items. Data are arranged in rows
andcolumns.

Area Charts – Data are arranged in rows and column of the worksheet. For example,
datathatrepresentprofitovertimecanbeplottedinanareachart.

XY (Scatter) Charts – Data is arranged in rows and columns. Scatter charts show the
relationships among the numeric values in several data series, or plots two groupsof

11
numbers as one series of XY coordinates. In arranging data on a worksheet for a scatter
chart, place the X value in one row or column, and then enter the corresponding Y value in
the adjacent rows or columnse.g.

Predicted Weather
Days Weather Forecast
Forecast
Monday 32oC 35oC
Tuesday 36oC 38oC
Wednesday 24oC 42oC
Thursday 30oC 34oC

Xvalues Yvalues

Stock Charts – Data are arranged in columns and rows in a specific order on a worksheet.
E.g. to create a simple high-low-close stock chart, you should arrange your
dataHigh,Low,andCloseenteredasColumnHeadings,seebelow:
Date High Low Close
2/09/09 58 53 55.5
7/09/09 57 56 56.5
11/09/09 52 50 51

The sub-types of stock charts are:

 High-Low-Close
 Open-High-Low-Close
 Volume-High-Low-Close
 Volume-Open-High-Low-Close

Surface Charts – These charts are useful when you want to find optimum combinations
between two sets of data. As in topographic map, colours and patterns indicate areas that
are in the same range of values. Data for surface charts is arranged in columns and rows on
a worksheet. You can use surface chart when both categories and data series are
numericvalues.

Doughnut Charts – Data are arranged in rows and columns only. A doughnut chart shows
the relationship of parts to a whole, it can contain more than one data series. Doughnut charts
are not easy toread.

11
Bubble Charts – Data are arranged in columns on a worksheet. The X values are listed in
the first column and corresponding Y values and bubble size values are listed in the adjacent
columnse.g.

No of Products Sales (N) Market Share %

15 21,500 3
25 66,200 10
20 23,000 5

Radar Charts – Data are arranged in columns or rows on a worksheet. Radar charts
compare the aggregate values of number of data series.

You can equally create charts in other Microsoft office environment, such as Office Power
Point 2007 and Office Word 2007. The process of creation is the same as it is in
excel.YoucanequallycopychartsfromexceltoPowerPoint2007andWord2007.

Modifying Charts

You can modify charts after they have been created. To modify charts, you can:

 Change the display of chartaxes

 Add titles and data labels to achart
 Add legend or datatable

To make your chart eye-catching, you can format your chart to:

 Fill chartelements. This will enable you use colour, textures, pictures and
gradientfills
 Change the outline of chartelements
 Add special effects to chartelements
 Format text andnumbers

For help, visit the ‘Help Function’ in 2007 Microsoft Excel.

Now let us see how we can present some data with the use of charts.

Example 1

Present the following data with an appropriate chart.

Enrolment in XYZ Primary School

2005 2006 2007 2008

11
 Boys 234 244 342 234
Girls 231 240 321 231

Column or bar charts will be appropriate for this data. But for the purpose of this study,
we shall use the column chart. To do this, follow the following procedure:

1. Enter the data into aworksheet

2. Select the cells that contain thedata

3. On the Insert tab, in the charts group, click the column chart type and select as
desired

4. Aclickonselectedcolumnchartwillappearthus:

11
5. Click outside the chart and re-click on it, left click without releasing your hand
and move the chart to desiredposition.

6. Toaddtitle,clickonthechart,andselectlayoutmenu

7. Click on chart title, and select asdesired

12
 8. Type in the title of the chart in the box “ChartTitle”.

9. Click outside the chart, your chart isready.

10. You may want to remove the border. To remove the border, right click on the chart
and from the drop down menu select “format Chart Area”, after selection you
willhave:

12
 11. Select‘BorderColor’,andclickon‘noline’,thenclose. The resulting effect
wouldbe:

12. You can remove the gridlines. To remove the gridlines, select click on the chart and
select ‘layout menu’, then click on gridlines and select as desired. The resulting
effect would appearthus:

12
You can get more effect as desired.

Self Assessment Exercise

Get as many data as you can and present themincharts. You may work in group, or
shareyourexperiencewithyourfacilitatororcolleaguesatthecompletionofthetask.

4.0 Conclusion

There are various types of charts which can be used to present different types of data. The
kind of data to be presented would determine the type of chart that may be use. To have a
desirable result chart data should be entered appropriately into the excel worksheet.

5.0 Summary

There are eleven types of charts in excel. These include column charts, line charts, pie charts,
bar charts, area charts, XY (scatter) charts, stock charts, surface charts, doughnut charts,
bubble charts and radar charts. The type of data to be presented would determine the type
of chart that should be used at atime.

6.0 Tutor Marked Assignment(TMA)

Collectdatafromanyformofbusinessandpresentthedatain:

a. Piechart
b. Barchart

12
 c. Bubblechart
d. XY (Scatter)chart

7.0 References/FurtherReadings

2007 MicrosoftOffice

Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-

Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.

U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K. and EvansJ.(2008). Business Computing Using
Excel and FrontPage.U.S.A.Thomson Course Technology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

12
Module4 Other Applications inBusiness

Unit1 Graphics
Unit2 Database
Unit3 Microsoft OfficeOutlook
Unit4 Desktop Tools/Data Communication/CreatingWebsite

Unit1 Graphics

Contents

1.0 Introduction
2.0 Learning Outcomes (Competency-Based Learning):
3.0 MainContent
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment(TMA)
7.0 References/FurtherReadings

1.0 Introduction

Graphics are essentials in enriching business documents. There are major graphics that
require special training, which is usually categorised under desktop publishing.

12
However, in the day-to-day business, one may not require major training. What are these
graphics? Computer graphics refer to any pictorial representation that can be produced by
computer, either on the display, printer, plotter, or other output devices (Allen and Klooster,
1990). Graphics could be charts, diagrams orpictures.

2.0 Learning Outcomes

At the end of this unit, you should be able to:

 Give examples of computergraphics

 Describe the use of paintprograms
 Solvebusinessproblemswithsimplecomputeraidedgraphicdesigns

3.0 MainContent

There are different types of graphic software, some require special skills and others may
easily be integrated into documents. The following are examples of graphic software:

 PaintPrograms–Thisallowstheusertointegrateartsintoa document.
 CAD programmes – This is used for computer-aided drafting and used to assist
designers of products in drawing plan.CAD could be contrasted to paint.
 Graphingprograms– theseincludepie,charts,bargraphsetc.

For the business of this course, the paint programme shall be discussed in details. But before
we go on to discuss paint, it is important to know that computer graphics are used
ineverykindofbusinesse.g.education,media,manufacturingcompanies,healthetc.

Paint

Paint forms a good tool when you want to add special effect to your document e.g. shapes,
this can be duplicated, flip, rotate, tilt the image and as well perform other desired
operations.

Toaccess paint, do the following

Click start

All programmes

12
Accessories

Paint

The arrows indicate the steps. A click on paint would produce the following:

Working under paint environment is very easy. All you need to understand know is the
functions of each tool. To know what each tool does, place your cursor on a tool, do not
click, and it would prompt the function e.g.

This means the “A” sign is a “text” tool. A click on the text tool would give you a ‘+’
sign. Draw a rectangle with the sign in the free space and type what ever you desire to

12
type. As soon as the rectangle shape is drawn a text menu barcomesup. See the
examplebelow:

While within the text box, you can format your text as desired using the text tools. Now
let us discuss the function of the other tools:

Free – Form Select

Eraser/Colour Eraser

Pick Colour

Pencil

Airbrush

Line

Rectangle

Ellipse

12
 Select
Fill withcolour
Magnifier
Brush

Text

Curve

Polygon

Rounded Rectangle

The tools you will often require to do your work include select, eraser, text, line, pencil and
pick colour or fill with colour. The select tool will enable you to move text or object from
one position to another. To do this, click on select tool and draw a rectangle around the text
or object, click and move to desired position. For any of the tools you want to use, click on
it andapply.

Self Assessment Exercises

Perform the following task with paint software:

a. Type the words “I love paintsoftware”.

b. Draw this as itis

12
 c. Draw the following. You may use differentcolours.

Share your experience with your colleagues.

4.0 Conclusion

The use of paint software helps to improve the effect on our documents. You can copy or
cut text or object from paint environment to other environments such as word and excel.
Other graphics software include CorelDraw and Photoshops.

5.0 Summary

Graphics help to enhance our business documents. There are different types of graphic
software, but the one that can easily be learned is the paint software. Others may require
more time to train.

6.0 Tutor Marked Assignment(TMA)

With reference to a particular business problem, present a typed work in which you
combine Microsoft word and Paint. Explain how you achieved your task.

7.0 References/FurtherReadings

2007 MicrosoftOffice

13
Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-
Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.

U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K. and EvansJ.(2008). Business Computing Using
Excel and FrontPage.U.S.A.Thomson Course Technology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

Unit2 Database

Contents

1.0 Introduction
2.0 Learning Outcomes (Competency-Based Learning):
3.0 MainContent

13
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment (TMA)
7.0 References/Further Readings

1.0 Introduction

A database is a collection of organised data with relationship in their elements. This can be
achieved by using software usually referred to as database management system (DBMS).
Database helps to maintain all relevant data in such a way that it will be useful to its owner
for record keeping and decision making. There are commercial database management soft
wares, but apart from the commercially produced database management software, an
organisation can have its own customised database software with the help of programmers
to meet with the day-to-day running of the organisation. With the use of commercial
database software, you will be able to enter data, manipulate data, and report information
from the data without programming. These functions can be categorisedas:

 Creating the structure ofdatabase

 Adding data to thedatabase
 Editing data already in thedatabase
 Retrievingdata
 Designingreports
 Modifying the structure of the database

The type of computer and the brand of software used would determine how these functions
are accessed by commands, by menu choices selected with the keyboard or by making
selection with amouse.

The database software that shall be used for analysis in this unit is Microsoft Office
Access 2007.

2.0Learning Outcomes

At the end of this unit, you should be able to:

 Identify adatabase
 SolvebusinessproblemswithMicrosoftOfficeAccess

3.0 MainContent

13
Database is a collection of related information on a particular subject or purpose. This may
involve tracking customers orders. Information is usually not from one source. A database
is formed when a collection of information is organised for quick and easy retrieval of
needed information. Database started in paper-based, examples of paper- based database
are telephone directories and dictionaries. A database file divides data into separate storage
containers called tables. You can view, add and update table data through onlineforms.

This unit will be devoted more to solving business problems with Access. The basics of
Access have been discussed in BED 211 – Microsoft Office. You should make reference to
BED 211, and never forget to use the help function (just press F1 key) any time you need
more assistance. But for the purpose of reminder the following table ispresented.

Table1: GeneralPreview
Objects Functions
Table Tostoredata. Create a tablefor
each information that you track.
Query To find and retrieve data. Query can
also be used for updating and deleting
multiple records at thesame
time.
Form A form helps you to view, enter and
change data directly in a table.
Report Report helps to analyse your data

13
 and present it in the format for
printing.
Data Access Page This helps to make data available on
the internet fro interactive reporting.
Columns Columns in a table are called fields
Rows Rowsin a table are called records
Table Datasheet View This enables you to add, edit, view
and work with data in a table.

Table2: Working withformulas

Use with the data
Function Description
type(s)
Calculatestheaveragevaluefor a
column. The columnmust
Number, Currency,
Average contain numeric, currency, or
Date/Time
date/time data. The function
ignores null values.

13
 Returns the item with the
highest value. For text data, t
Number, Currency,
Maximum he
Date/Time
highestvalue is the last alphabetic
value — Access i gnores case.
Returns the item withthe lowest
value. For text data, the lowest
Number, Currency,
Minimum value is the first alphabetic value
Date/Time
— Access ignores case. The
function ignores null values.
Measures how widely values are
Standard
dispersed from an average value Number, Currency
Deviation
(a mean).
Adds the items in a column.
Sum Works only on numeric and Number, Currency
currency data.
Measures the statistical
variance of all values in the
column. You can use this functi
Variance on Number, Currency
only on numeric and currency
data. If the table contains less than
two rows, Access r eturns a null
Source: MicrosoftOfficeAccess2007

For the purpose of solving problems in business, let us look at the following:

Working with Query

Before you start haveatable. To build a query, do the following as suggested by

Microsoft Office Access2007.

1. On the Create tab, in the Othergroup, click QueryWizard.

2. IntheNewQuerydialogbox,clickSimpleQueryWizard,andthenclickOK.

3. UnderTables/Queries,clickthetablethathasthedatathatyouwanttouse.Inthis case,
click Table: Customers. Note that a query can also use another query as a
recordsource.

13
4. Under Available Fields, double-click the Contact, Address, Phone, and City
fields.ThisaddsthemtotheSelectedFieldslist. Whenyouhaveaddedallfour fields,
clickNext.

5. NamethequeryLondonContacts,andthenclickFinish.
Access displays all of the contact records in Datasheet view. The results show all of
the records, but show only the four fields that you specified in the query wizard

6. Closethequery,andnotethatyourqueryisautomaticallysaved.

CalculatingGrand Totals Using Query

In business transactions, there is often the need to calculate figures, which are used for
decision making. Here are examples:

The Order Table

Order Order Ship Ship
Shipping Fee (N)
ID Date Date City
1 11/8/2007 8/12/2007 Benin 1,000.00
2 11/8/2007 8/12/2007 Kano 2,500.00
3 8/15/2007 8/18/2007 Abuja 2,500.00
4 8/20/2007 8/21/2007 Lagos 500.00
5 8/20/2007 8/21/2007 Ibadan 800.00

Order Details Table

Detail Order Product Unit Price Quantit
Product Name Discount
ID ID ID (N) y
1 1 Deep Freezer 12 11,800.95 4 0.05
2 1 Desktop 1 70,000.25 3 0
Computer
3 2 Horse Fan 3 15,000.75 9 0.03
4 2 Giant Size 5 62,875.00 12 0.04

13
 Order Details Table
Detail Order Product Unit Price Quantit
Product Name Discount
ID ID ID (N) y
Generator
5 2 Laptops (Acer) 8 68,699.00 11 0.06
8"
6 3 Microwave oven 9 12,375.00 4 0.09
7 4 Typist Chair 10 868.00 8 0.08

From the above tables, calculate:

a. Simple grandtotal
b. Calculate grand total that exclude somerecords

To achieve this follow the following procedure as stated in Microsoft Office Access
2007:

a. To calculate simple grand total, dothis:

i. On the Create tab, in the Othergroup, click QueryDesign.

Then:

ii. In the Show Table dialogbox,

13
 double-click the table that you want to use in your query, and then click Close.

If you use the sample data, double-click the Orders table.

The table appears in a window in the upper section of the query designer.

iii. Double-click the field that you want to sum. Make sure that the field is set to either
the Number or Currency data type. If you try to sum values in non-numeric fields,
suchasa Textfield,AccessdisplaystheDatatypemismatchincriteriaexpressionerror
message when you try to run thequery.

If you use the sample data, double-click the Shipping Fee column.
NOTE You can add additional numeric fields to the grid if you want to calculate
grand totals for those fields. A totals query can calculate grand totals for more than
one column.

iv. OntheDesigntab,intheShow/Hidegroup,clickTotals.
The Total row appears in the design grid and Group By appears in the cell in the
Shipping Fee column.

13
v. Change the value in the cell in the Total row toSum.

vi. ClickRun torunthequeryanddisplaytheresultsinDatasheetview.

TI Note that Access appends "SumOf" to the beginning of the name of the field that
P sum. To change the column heading to something more meaningful, such as Total
you
Shipping, switch back to Design view, and click in the Field row of the Shipping Fee
column in the design grid. Place the cursor next to Shipping Fee and type the words
Total Shipping, followed by a colon, like so: Total Shipping: Shipping Fee.

vii. Optionally, save the query and close it.Then the following appears:

b. To calculate a grand total that excludes some records.Do the following:

1. On the Create tab, in the Othergroup, click QueryDesign.

2. In theShow Tabledialogbox,double-clicktheOrdertableandOrderDetails
table, and then click Close to close the dialog box. Then thisappears:

13
 3. AddtheOrderDatefieldfromtheOrderstable tothefirstcolumninthequery
designgrid.

4. IntheCriteriarowofthefirstcolumn,typeDate()-1. Thatexpressionexcludes
thecurrentday'srecordsfromthecalculatedtotal.

5. Next,createthecolumnthatcalculatesthesalesamountforeachtransaction.Type
thefollowingexpressionintheFieldrowofthesecondcolumninthegrid:

Total Sales Value: (1-[Order Details].[Discount]/100)*([Or der Details].[Unit

Price]*[Or der Details].[Quantity])
Make sure your expression references fields set to the Number or Currency data
types. If your expression refers to fields set to other data types, Access displays the
message Data type mismatch in criteria expression when you try to run the
query.

6. On the Design tab, in the Show/Hide group, clickTotals.

The Total row appears in the design grid and Group By appears in the first and
second columns.

7. Inthesecondcolumn,changethevalueinthecelloftheTotalrowto Sum.The
Sum function adds the individual sales figures.

8. ClickRun torunthequeryanddisplaytheresultsinDatasheetview.
9. Save the query as DailySales.
NOTE The next time that you open the query in Design view, you might notice
a slight change in the values specified in the Field and Total rows of the Total
Sales Value column. The expression appears enclosed inside the Sum function,
and the Total row displays Expression instead of Sum.

14
 For example, if you use the sample data and create the query (as shown in the
previous steps), you see:

Total Sales Value: Sum((1-[Order Details].Discount/100)*([Or der

Details].Unitprice*[Order Details].Quantity))

The use of Microsoft Access is not restricted to buying and selling, it could equally be
used in educational institutions. Access enhance studentdatabase.

Self Assessment Exercises

Practice the examples given above and share your experience with your colleagues.

4.0 Conclusion

Database software enhances decision making in business especially in critical times of

solving problems. But correct data need to be fed into the database so as to be able to get
accurate information that would be required for decision making.

5.0 Summary

There are different types of database software. Some are commercially produced while some
are customised. To have a customised software requires a programmer who will programme
what is required in the organisation.

14
6.0 Tutor Marked Assignment (TMA)

Students' Data
First
S/N Surname Name School State of Origin
1 Adegoke Judith Education Ondo
Arts and Social
2 Okonofua Otihbor Sciences Edo

14
 3 Okoro John Law Aba
4 Adeboye Caroline Education Oyo
5 Ujagbe Mary Law Edo
6 Abanikannda Adegoke Business Lagos
7 Amekhiena Maria Business Edo
8 Oyakhilome Ebi Education Ondo
Arts and Social
9 Okoruwa Ani Sciences Delta
Arts and Social
10 Abraihim Adako Sciences Kano

Examination Scores
for 2007
Exam
First Lev Scores
S/N Surname Name School Programme el Course (100%)
Business
1 Adegoke Judith Education Education 100 BED 112 40
Artsand
Social
2 Okonofua Otihbor Sciences Theology 300 TH 321 50
3 Okoro John Law CriminalLaw 200 LAW 55

14
 223
Primary
4 Adeboye Caroline Education Education 100 PRI 134 66
LAW
5 Ujagbe Mary Law Civil Law 200 222 65
Entrepreneu BHM
6 Abanikannda Adegoke Business rship 300 342 56
Banking and BHM
7 Amekhiena Maria Business Finance 300 223 67
Business EDU
8 Oyakhilome Ebi Education Education 200 223 55
Artsand
Social
9 Okoruwa Ani Sciences French 100 FRE 111 68
Artsand
Social ENG
10 Abraihim Adako Sciences English 200 221 67

i. Prepare a database for the abovedata in the tables

ii. Showtheresultsofserialnumbers2,3,5,6,and10withotherdetailsofthestudents

7.0 References/FurtherReadings

2007 MicrosoftOffice

Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-

Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.

U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K. and EvansJ.(2008). Business Computing Using
Excel and FrontPage.U.S.A.Thomson Course Technology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

14
Unit3 Microsoft OfficeOutlook

Contents

1.0 Introduction
2.0 Learning Outcomes (Competency-Based Learning):
3.0 MainContent
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment(TMA)
7.0 References/FurtherReadings

1.0 Introduction

14
Microsoft Office Outlook is very useful in office management. It has four major areas where
its value is very essential in business. These include mail, calendar, contacts and tasks.
Though the basics of this software has been taught in BED 211 – Microsoft Office, a review
of it shall be made in this unit, while the main focus would be on solving
businessproblemsusingMicrosoftOfficeOutlook2007.

2.0 Learning Outcomes

At the end of this unit, you should be able to:

 OrganisemeetingseffectivelyusingMicrosoftOfficeOutlook
 MonitortasksadequatelyusingMicrosoftOfficeOutlook

3.0 MainContent

Microsoft Office Outlook 2007 as earlier mentioned has four major features – calendar,
contacts, tasks and mail. We shall discuss these briefly and apply them to some problems
that may often arise in business.

With calendar, you can:

 Create appointments and events – This can be achieved just the same way you
write in a notebook, click anytime slot in the outlook calendar and begin typing. The
current time is highlighted in colour. You could have message reminder of meetings,
appointments, and events. You can easily colouritems for quick identification.
 View group schedules – With calendar you can show the schedules of a group of
people or resources simultaneously. For instance you can view the schedules of
allthepersonsinyourdepartmentorotherunits.
 Organise meetings – to organise a meeting, select calendar and create a meeting
request.
 View Calendars Side by Side – Different Calendars created by you can be
viewed side-by-side and at the same time calendars shared by other outlook users.
Appointmentscanalsobecopiedandmovedbetweenthedisplayedcalendars.
 View Calendars on top of each other in overlay view – This display multiple
calendarsthatyouhavecreatedaswellascalendarsharedbyotheroutlookusers.
 Manage another user’s calendar – You can manage another person’s calendar
with the use of Delegate Access feature. For example an administrative assistant
canmanagethecalendarof a managerorhisboss.

14
With Contacts you can create contacts from within contacts, from an e-mail message that
you receive and from electronic Business Cards that you receive.

Tasks – To create a task the following are applicable:

 To create and track assigned tasks – after you have completed a task and assign to
some one, you may still need to manage it. For example, you might need status report
and updates of the task inprogress.

To assign a task, first create the task, and send it as task request to someone. The
person can decline the task, accept the task or assign the task to someone else. The
task is returned to you if it is declined, but even when the declined task is returned to
you, it is still owned by the recipient until you reclaim ownership by returning the
task to your own tasklist.

But if you assign a task to more than one person at a time, you would not be able to
keep an update copy of that task in your tasklist.

 To assign a task to someone the following steps are suggested by MicrosoftOffice

2007:

1. To assign new task do thefollowing:

On the filemenu

Point to New

Click Task Request, then the following will appear

14
 2. To assign existing task, do thefollowing:
Go to the tasklist

Open the desired task

On the Task tab in the manage Task group, click Assign Task

 In the box ‘To’, enter the name or e-mail address of the person to whom you want
to assign thetask.

 Type the name of the task in the subject box. For an existing task, the subject box
isalreadyfilledinexceptyouwanttochange.

 Select the due date and status options asdesired.

 Select or clear the keep an updated copy of this task on my task list check box and
thesendmea statusreportwhenthistaskiscompletecheckbox.

 To repeat the task, on the Task tab in the options group, click Recurrence, select
desired options and clickok.

 In the body of the recurring task, type any information you want to include in the
task.

 Clicksend.

To forward a task to someone else to track, do the following:

1. Open the task you want tosend

2. On the Task tab, in the manage Task group, clickforward
3. Enterrecipientnamesore-mailaddressesinthe,“to”and“cc”,boxes
4. Type the message at the body of thetask
5. Clicksend

To reclaim a rejected test management, do the following:

14
 1. Open the e-mail message that contains the task request, which you will find in
Sent itemFolder.
2. On the Task tab, in the manage Task group, click Return to Task list. Task can
alsobereclaimedfromthedeclinedtaskmessagebyclickingReturntoTaskList.

To track tasks that you have assigned, do the following:

Automatically copies of the tasks assigned are kept and you receive automatic status
reports.

1. On the tools menu, clickoptions

2. Click TaskOptions
3. Selectthekeepupdatedcopiesofassignedtasksonmytasklistcheckbox
4. Selectthesendstatusreportswhenassignedtasksare completedcheckbox

To view Tasks Assigned to others, do the following:

1. ClickTasks
2. OntheViewMenu,pointtoCurrentViewandthenclickAssignment
To view the list of people who received updated copies of an assigned task, do the
following:

1. Open the assigned task you want to view thelist

2. FromtheDetailstab,viewthenamesintheUpdatelistbox

To Accept or decline a task assignment, do the following:

1. Open the task or taskrequest

2. OntheTasktab,inthemanageTaskgroup,clickAcceptorDecline
3. Then:
a. Click edit the response before sending, type your comment in the message
and clicksend.
b. Click send the responsenow

To send a status report or a comment about a task assignment, do the following:

1. Openthetaskforwhichyouwanttosendastatusreportorcomment
2. On the Task Tab, in the Manage Task group, click either Send Status Report,
Reply or Reply toAll
3. Enterrecipientnamesore-mailaddressesintheToandccboxes
4. Type any information that you want to include at the status report in the body of
themessage
5. Clicksend

14
To create an e-mail message, do the following:

This is the most frequent task that is performed in Microsoft Office Outlook. Follow the
process of creating the usual e-mail. Click on the e-mail option and follow the display on
the menu.

To set the delivery Options:

Setting message in the order of importance enables the recipients to sort their message
important. To do this, go to the message Tab in the option group, click High
Importance or LowImportance.

To set message expiring date, do the following:

1. On the option tab, in the more options group, click the message Options group,
click the message options Dialog BoxLauncher
2. In the Message Options dialog box, under Delivery Options, select the Expires
after checkbox and click a date ortime.
In Delay Sending a Message, do the following:

1. Ontheoptionstab,intheMoreOptionsgroup,clickdelivery
2. Click delivery date and time that youdesire

With this review of our Microsoft Office Outlook, let us look at the following problems:

Problem A

Company XYZ has it’s headquarters office at Abuja but with branches in the 36 states of
the country Nigeria. The company runs a central administration from the headquarters at
Abuja. The Head of Administration has new tasks to assign to all heads of units at the various
branches which must be accomplished within one week of assignment. He has the
following information to passacross.

Head of Start Date

S/N Unit e-mail Address Branch Message of Task
Mr. K.O.
1 [email protected]
Akaka
2 Mr. E. B. [email protected] Ibadan To send the update of all transactions within the
Adeboye
last four months to the headquarter on or before 1/10/2009
3 Mrs. H. E. [email protected] Benin 7th October, 2009
Ikejama
Ms. K. K.
4 [email protected] Warri
Udoh

14
5 Mr. Ada [email protected] Lagos
Ada
Mr. J. K.
6 [email protected] Minna
Okouwa
Mr. J.J.
7 [email protected] Zaira
Johnson

From the above information and with the use of Microsoft Office Outlook,

a. Assign task to heads ofunits

b. Forwardthetasktotheheadof unitsinthe specifiedbranches
c. Track the assigned task to head ofunits
d. Send a status report on the assignedtask

To achieve these tasks the following procedure would be taken:

1. Assign task to heads ofunits

To do this, click on file menu, point to the New

Then click Task Request, and the following will appear:

15
In the box ‘To’, enter the name or e-mail addresses. In this instance, we shall use head of
units. In addition, the name of the task, due date and status options, keep an updated and
other necessary boxes were filled. See below:

Then click send.

2. Forwardthetasktotheheadofunitsinthespecifiedbranches

15
 To forward the task to the head of units, their e-mail address would be used. Every
other entry may remain the same. After entry the necessary data, your box will
appearthus:

A click on ‘forward’ on the Task tab, will give you:

Enter the recipient names or e-mail addresses in the to and cc boxes and type the message
at the body of the task, then you will have:

15
Click send

3. Track the assigned task to head ofunits

To track the assigned task, on the tool menu,

Click options, you will have

15
 Then click Task options, and you will have:

Then click OK.

4. Send a status report on the assignedtask

To send status report, open the task for which you want to send a status report or
comment. In this instance, we will open the task we are using currently, which we
call ‘Task on Going’.

Then on the task bar, in the manage Task group, click send status Report.

15
 Enter recipient names or e-mail addresses in the To and cc boxes and type any
information that you want to include at the status report in the body of the message.

Self Assessment Exercises

Practice these steps once more and share your experience with your colleagues.

4.0 Conclusion

The use of Microsoft Office Outlook enhances communication within an office. It could
be used to replace papermemoranda.

5.0 Summary

Microsoft Office Outlook 2007 covers the management of mail, calendars, contacts and
tasks; which are basic requirements for the smooth running of any type of business. Go
through the steps above to ensure adequate usage of Outlook.

6.0 Tutor Marked Assignment(TMA)

With reference to a particular business, identify the problem areas that require the use of
Microsoft Office Outlook. Explain how Microsoft Office Outlook can be used to solve
theproblems.
7.0 References/Further Readings

15
2007 Microsoft Office

Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-

Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.

U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K. and EvansJ.(2008). Business Computing Using
Excel and FrontPage.U.S.A.Thomson Course Technology.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

Daniels, J. S. (2017). “Forward” in Information and Communication and Technolgy in

Education – A Curriculum for Schools Programme for Teacher Development.
Paris:UNESCO.

Unit4 DesktopTools/DataCommunication/CreatingWebsite

Contents

15
1.0 Introduction
2.0 Learning Outcomes (Competency-Based Learning):

15
3.0 Main Content
4.0 Conclusion
5.0 Summary
6.0 Tutor Marked Assignment (TMA)
7.0 References/Further Readings

1.0 Introduction

We have discussed some major software that enhance business transactions, such software
Microsoft Office Word, Microsoft Office Excel, Microsoft Office Access and Microsoft
Office Outlook. In this unit, we shall discuss other features, though not very major are
essential in electronic office administration. This includes Desktop tools, Data
Communication and creatingwebsite.

2.0 Learning Outcomes

At the end of this unit, you should be able to:

 Applysimpledesktoptoolsinsolvingbusinessproblemswithease
 Choose adequate communication hardware and software to solve diverse business
problems
 Direct the basics of webcreation

3.0 MainContent

The three main areas of concentration in the desktop tools in this unit shall be ‘the Address
Book’, ‘Calculator’ and ‘Notepad’. But the address book shall be discussed in details. The
address book provides convenient way storing important information about people; finding
business partners; creating contact; sending and receiving business cards electronically. The
calculator is simplified for any user to be able to solve simple mathematical challenges and
the notepad is designed for easy typing of data. To launch these tools; click start, point to
programmes, point to accessories and click on the desired tool.

Storing Contact

There are different ways of adding contact to address book. These shall be discussed as
detailed by the package (See Help Function in Address Book).
To add names directly from e-mail messages to your Address Book,
You can set up Outlook Express so that when you reply to a message, the people you
reply to are automatically added to your Address Book. In addition, any time you send or

15
receive a message in Outlook Express, you can add the recipient's or sender's name to
your Address Book.

To add all replies recipients to your Address Book

1. In Outlook Express, on the Tools menu, clickOptions.

2. On the Send tab, click Automatically put people I reply to in my AddressBook.
ToaddanindividualnametoyourAddressBookfromOutlookExpress
 In a message you are viewing or replying to, right-click the person's name, and
then click Add to AddressBook.
 In the message list of your Inbox or other mail folder, right-click a message, and
then click Add Sender to AddressBook.

To import an address book from another program

You can import address book contacts from other Windows Address Book files (.wab), as
well as from Netscape Communicator, Microsoft Exchange Personal Address Book, or any
text (.csv)file.

For Windows Address Book files:

1. In Address Book, on the File menu, point to Import, and then click Address Book
(WAB).
2. Locateandselecttheaddressbookyouwanttoimport,andthenclickOpen. Forall
other address book formats:
1. In the Address Book, on the File menu, point to Import, and then click Other
AddressBooks.
2. Clicktheaddressbookorfiletypeyouwanttoimport,andthenclickImport.

If your address book is not listed, you can export it to either a text (.csv) file or an LDIF
(LDAP Directory Interchange Format) file, and then import it using that file type.
To add a contact to your Address Book

1. OntheOutlookExpresstoolbar,clickTools,andthenclickAddressBook.
2. In theAddressBook,selectthefoldertowhichyouwanttoaddacontact.
3. OntheAddressBooktoolbar,clickNew,andthenclickNewContact.
4. On the Name tab, type at least the first and last name of the contact. This is the
displayname.

A display name is required for each contact. If you enter a first, middle, or last name,
it will automatically appear in the Display box. You can change the display name by
typing in a different name or by selecting from the drop-down list. The drop-down
list will contain variations of the first, middle, and last name, as well as

15
 anything you typed in the Nickname box or the Company box on the Business
tab.

5. Oneachoftheothertabs,addanyinformationyouwouldliketoinclude.

Notes

 Be sure to include an e-mail address for your contact. While your Address Book can
be used for many purposes, its most immediate benefit is in providing e-mail
addresses when you are composingmail.
 If you include a contact's street address on the Home tab or the Business tab, you
can click View Map located on each of these tabs to display a printable street map
showing the contact'saddress.

To find people and businesses on the Internet

1. In the Address Book, click Find People on thetoolbar.

2. FromtheLookindrop-downlist,selectthedirectoryyouwanttosearch.
3. On the People tab, type the name or e-mail address of the person you want to look
for, and then click FindNow.

-or-

On the Advanced tab, define the search criteria you want by filling in the top three boxes,
and then click Add. Add all the search criteria you want, and then click Find Now. (To
remove a search criterion you added, select the item you want to delete from
theDefineCriteria list, and then click Remove. Or, if you want to delete all criteria and start
over, click ClearAll.)

Notes

 Your search will be most efficient if you use starts with or is. The options for contains,
ends with, or sounds like can make your search take much longer, possibly so long
that the search fails. The more exact your search criteria, the faster theresult.
 If your search is too broad, the number of matches might exceed the limits of the
server, or your directory service settings might not be set up to handle all of the
returnedmatches.Youcanchangethesedirectoryservicesettings.

To import a business card

1. In the Address Book, on the File menu, point to Import, and then click Business
Card (vCard).

15
 2. Locate the business card file on your computer or a network drive, select it, and
then clickOpen.

Note

 When the business card is added to your Address Book, a dialog box appears
whereyoucanmodifyoraddtothecontactinformationasnecessary.
 Once the contact's street address is entered on the Business tab, you can click the
tab's View Map button to display a map pinpointing the address. When you click
View Maps, Expedia Maps opens in your browser with a printable street map
showing the contact'saddress.

To change contact information

 In the Address Book list, locate and double-click the name you want, and then change
the information as needed. Click the tabs to access different information sections.

Note

 To delete a contact, select the contact name in the Address Book list, and then click
Delete on the toolbar. If the contact is a member of a group, the name will also be
removed from thegroup.

To create a group of contacts

You can create a single group name (or alias) to use when sending a message to several
contacts at once. Simply create a group name and add individual contacts to the group.
Then, just type the group name in the Tobox when you send e-mail.

1. In theAddressBook,selectthefolderin whichyouwanttocreateagroup.Click
New on the toolbar, and then click New Group.
2. ThePropertiesdialogboxopens.IntheGroupNamebox,typethenameofthe group.
3. There are several ways to add people to thegroup:
o To add a person from your Address Book list, click Select Members, and then
clicka namefromtheAddressBooklist.
o To add a person directly to the group without adding the name to your Address
Book, type the person's name and e-mail address in the lower half of the Properties
dialog box, and then clickAdd.
o ToaddapersontoboththegroupandyourAddressBook,clickNew Contact
andfill in the appropriate information.

16
 oTo
use a directory service, click Select Members, and then click Find. Select a
directory service from the drop-down list at the end of the text box.
After finding and selecting an address, it is automatically added to your Address
Book.
4. Repeat for each addition until your groupis defined.

Note

 ToviewalistofyourgroupsseparatelyfromtheAddressBooklistings,inthe
Address Book, on the View menu, make sure that Folders and Groups is
selected.
 Youcancreatemultiplegroups,andcontactscanbelongtomorethanonegroup.

To add a contact to an existing group

1. In the Address Book list, double-click the group you want. The group'sProperties
dialog box opens.
2. You can add people to the group in several ways —and in some cases you can add
them to your Address Book aswell.
o ToaddapersonfromyourAddressBooklist,clickSelect Members,andthenclicka
namefromtheAddressBooklist.ClickSelect,andthenclickOK.
o To use a directory service (use the drop-down list at the end of the text box to see
directories you have added to Outlook Express), click Select Members, and then
click Find. Select a directory service to search, enter your search criteria, and
when you find the person, click Select, and then click OK.
Thisperson'snameande-mailaddressis addedtoyourAddressBook.
o To add a person directly to the group without adding the name to your Address
Book, type the person's name and e-mail address in the boxes provided in the
lower half of the dialog box, and then clickAdd.
o Toadda persontoboththegroupandyourAddressBook,clickNewContact,fill in the
appropriate information, and clickOK.
To create a business card

The easiest way to exchange contact information with people over the Internet is by
attaching a business card to e-mail messages. A business card is your contact information
from the Address Book in vCard format. The vCard format can be used with a wide variety
of digital devices and operatingsystems.

You must have your contact information in your Address Book before you can create a
business card.

16
1. In theAddressBook,createanentryfor yourself,andthenselectyournamefromthe
Address Booklist.
2. OntheFilemenu,pointtoExport,andthenclickBusinessCard(vCard).
3. Selecta locationinwhichtostorethefile,andthenclickSave.

Note

 To add your business card to an e-mail message, on the Insert menu, click My
BusinessCard.

To add a contact's digital ID to your Address Book

To send someone encrypted mail, you must have the recipient's digital ID, and that ID must
be associated with the recipient's name in your Address Book. Outlook Express
automatically adds digital IDs to your Address Book when you receive digitally signed mail.
If you have turned off this option, you will need to manually add a contact's digital ID.

1. Open the digitally signedmessage.

2. On the File menu, clickProperties.
3. Click the Security tab, and then click Add digital ID to the addressbook.
When a contact has a digital ID, a red ribbon is added to their card in your Address
Book.

To add a digital ID to your Address Book from another source

1. In the Address Book, create a new entry for the contact, or double-click an
existing one in the Address Booklist.
2. On the Digital IDs tab, clickImport.
3. Find the digital ID file, and then clickOpen.

Notes

 To automatically add a contact's digital ID to your Address Book, on the Tools

menu,clickOptions.ThenontheSecuritytab,clickAdvanced,andselectAddsender
s' certificates to my addressbook.
 You can also get someone's digital ID by downloading it from a certification
authority'sWebsite.(SeetheMicrosoftInternetExplorerDigitalID siteforlinks to
certificationauthorities.)

To organize names in your Address Book

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When you have a large Address Book, you can organize it in several ways to make it easy
to retrieve contacts and groups.

 To sort contacts by name, e-mail address, or phone number, click the appropriate
column heading above the namelist.
 Toswitchcolumnsbetweenascendinganddescendingsortorder, clickthecolumn
heading.
 To change the order of the columns, point to a column heading (Name, E-mail
Address, Home Phone, and so on), and then drag the column to the left or right until
it's locatedwhere you want it.
 To view a list of your mailing groups, on the View menu, select Folders and
Groups.

What are identities?

Creating identities is a way for several people to use Outlook Express and the Address Book
on the same computer. For example, you and a family member may share a computer. If
you each create an identity, you would each see your own mail and your own contacts
when you log on under your identity. Once your identity is created, you can
organizeyourcontactsthewayyouwantthembycreatingsubfolders.

Usually, you will create identities while you are using Outlook Express (or other
applications that use identities). You can create identities from your Address Book only
when you open your Address Book from the Start menu rather than from Outlook Express.
To open Address Book from the Start menu, click Start, point toAllPrograms, point to
Accessories, and then click AddressBook.

Organizing contacts and folders

You can keep contacts in your main folder, as well as organize them into subfolders. If you
have contacts you would like to share with the other people with whom you share Outlook
Express, you can move contacts into the Shared Contact's folder, where other identities can
view them when they use the Address Book. Subfolders are always in alphabetical order;
you cannot reorganizethem.

If you cannot see the folders on the left, point to the View menu and select Folders and
Groups.

Deleting contacts from your Address Book

You can easily remove contacts and groups from your Address Book. When you delete a
contact from a group, the name is removed from the group but the entries for both the

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group and the individual remain in your Address Book. Likewise, deleting an entire
groupdoesnotremovetheentriesfortheindividualmemberswhomadeupthegroup.

To print Address Book information

1. In theAddressBook,selectthecontactsyouwanttoprint.
o To select a block of names, press and hold down the SHIFT key, click the first
nameintheblockandthenclickthelastnameintheblock.
o To select individual names, press and hold down the CTRL key while you
click thenames.
2. Click Print on the toolbar. On the Print dialog box, under Print Style, select a
printingstyle:
o ToprintallAddressBookinformationaboutthecontacts,clickMemo.
o Toprintbusiness-relatedinformationaboutthecontacts,clickBusinessCard.
o Toprintalistofphonenumbersfortheselectedcontacts,clickPhoneList. Note

 YoumaybeabletocustomizethesizeandorientationofyourprintedAddress Book
pages. To view your printer's options, in the Print dialog box, click
Properties.

Finding People using Directory Service

What are directoryservices?

A directory service is a powerful search tool that you can use to find people and businesses
around the world. The Address Book supports LDAP (Lightweight Directory Access
Protocol) for accessing directory services, and it comes with built-in access to several
popular directory services. You can also add additional directory services from your Internet
serviceprovider.

Like the Internet search tools, directory services use different methods for collecting data,
so when you are trying to find people or businesses online, you might try more than one
service.

To add a directory service

To add a directory service to your Address Book, you will need the name of the computer
server (available from the directory service provider).

1. In eithertheAddressBookorOutlookExpress,ontheToolsmenu,clickAccounts.

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2. In Outlook Express, select the Directory Service tab, click Add, click Directory
Service,andthenfollowtheinstructionsintheInternetConnectionWizard.

In the Address Book, click Add, and follow the instructions in the Internet
Connection Wizard

To find people and businesses on the Internet

1. In the Address Book, click Find People on thetoolbar.

2. FromtheLookindrop-downlist,selectthedirectoryyouwanttosearch.
3. On the People tab, type the name or e-mail address of the person you want to look
for, and then click FindNow.

-or-

On the Advanced tab, define the search criteria you want by filling in the top three boxes,
and then click Add. Add all the search criteria you want, and then click Find Now. (To
remove a search criterion you added, select the item you want to delete from
theDefineCriteria list, and then click Remove. Or, if you want to delete all criteria and start
all over, click ClearAll.)

Notes

 Your search will be most efficient if you use starts with or is. The options for contains,
ends with, or sounds like can make your search take much longer, possibly so long
that the search fails. The more exact your search criteria, the faster theresult.
 If your search is too broad, the number of matches might exceed the limits of the server,
or your directory service settings might not be set up to handle all of the
returnedmatches.Youcanchangethesedirectoryservicesettings.

To set up a directory service to check for e-mail addresses

When you can't remember someone's complete e-mail address, you can enter a partial name
and then use the Check Names command on the Tools menu to search for matches. Outlook
Express first searches your Address Book and if no matches are found, searches
thedirectoryservicesyouhavesetuptochecke-mailaddresses.

1. IntheAddressBookorOutlookExpress,ontheToolsmenu,clickAccounts.
2. If you are in Outlook Express, click the Directory Servicetab.
3. Select a directory service, and then clickProperties.
4. On the General tab, select the Check names against this server when sending
mail

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 Using Your Address Book with other Programmes

To export your Address Book contacts to other programs

You can export your Address Book contacts to other Windows Address Book
(.wab) files, as well as to Microsoft Exchange Personal Address Book, or any
text (.csv)file.

To export your Address Book files to another Windows Address Book:

1. In Address Book, on the File menu, point to Export, and then click
Address Book(WAB).
2. Locate and select the Windows Address Book file you want to export to,
and then clickOpen.
Forall other address book formats:
1. In the Address Book, on the File menu, point to Export, and thenclick
Other AddressBook.
2. Clicktheaddressbookorfiletypeyouwanttoexportto,andthenclick
Export.

To set up a conference call from the Address Book

If you use Microsoft NetMeeting or other conferencing software, you can

store conferencing account information (such as e-mail and server addresses)
along with other contact information and then make a
conferencingcalldirectlyfromtheAddressBook.

1. In the Address Book, double-click the contactname.

2. On the NetMeeting tab, type the Conferencing Server address. (If
NetMeetingisnotinstalled,thistabisnamedConferencing).
3. Type the Conferencing Address for the contact. This address must be the
one used for conferencing, which could be different from the contact's e-
mailaddress.
4. ClickAddtoaddthisinformationtothecontact'sproperties.
Now, whenever you want to initiate a conference call, you can clickCall
Nowon the NetMeeting (or Conferencing) tab of the contact's
properties.

Note

 You can have multiple e-mail addresses and directory servers listed for one
contact.

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Communicati on

No business can function without communication. Data communication is achieved by using

communication hardware, software and transmission carriers. Computers that are connected
to communicate with each other are referred to as ‘being network.’

Advantages of Data Communication

A good data communication leads to the following advantages:

 More individuals have access to availablehard and software

 Expensive equipment can beshared
 Data can be shared amongusers
 Manytaskscanbecompletedmoreconvenientlyandeffectively

Disadvantages of Data Communicati on

Apart from the advantages associated with the use of data communication, there are
equally disadvantages as stated below:

 Therewouldbenoworkoncethemainframecomputergoesdown
 High cost for backup systems andmaintenance
 Cost for transmission carrierscan be high
 Needs high trained and experiencedpersonnel
 Problemof incompatibility among hardware and software that may highly arise

Uses of Communication Hard and Software

1. Bulletin BoardSystems. This involves sharing and exchanging ideas and

information, which could comein:
a. Electronicmail
b. General messages andannouncements
c. File library that the user candownload
2. Information Services.The area of information services include:
a. Local and nationalnews
b. Weather
c. Travel
d. Recipes
e. shopping
3. BibliographicServices. This is connected with library, and is as used in the
library.

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 4. Stock Exchange Services. Thisincludes:
a. Comprehensive company profile as per investors, earning forecast,
price/volume, charts, financialhistory
b. Up-to-date stock prices andquotes
c. Individual customer portfoliomanagement
5. Electronic banking and transfer offunds

Creating a Web Site

It is advisable to have basic ideas about web site creation. You are not required to be an
expert. With the advent of electronic marketing, you may be required to customise your
company’s web site.

To develop a web site requires the creation of a team. The team includes:

1. Graphic designers – they develop the visual appearance and create graphic
images of thesite.
2. Marketing representative – Sets the goals for the web side and controls the
presence of theorganisation.
3. Contentdeveloperandeditor–preparesandevaluatesthecontent.
4. Director – This could also be referred to as webmaster. He co-ordinates teams’
activitiesandatthesametimemanageswebdevelopment.
5. Programmer–CreatesHTMLdocumentsanddevelopsserverprocessing.
6. Systems administrator – Conversant with web server limitations, manages
security and access and maintains systemhardware.

Developing a website involves the following activities:

 Define the goal and purpose of the web site. This willinclude:
o Primaryintent
o Short and long-termgoals
o Intendedaudience
o Websiteplan– objectives,requirementsandresults.
 Determine and prepare the web site’s content. After the plan, the next stage is to
develop the website content. (gather relevant documents), you may re-visit the
planning team forinformation.
 Designing the website. This mayinclude:
o Working with the organisationobjectives
o Preparing asitemap
o Building thesite
 FrontPageisusedtobuildandcreateawebsite
 In building and creating web site, you needto:
 Determine the number of page website

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  Specify the browserversion
 Specify the pagesize
o Text in web page – to determine the type of text a web page should have
you needto:
 Determine theformat
 Proofread thecontent
o Language used – The common language used is Hypertext Markup
Language(HTML),whichcanbeviewedwiththeuseofFrontPage.

Self Assessment Exercise

With the aid of the above illustrations, organise yourAddressBook. Share your
experience with yourcolleagues.

4.0 Conclusion

In conclusion, it should be noted that there is no business that will be able to achieve a
desired goal in this technological age without effective use of the computer in the
administration of the business. A good use of the computer application leads to effectiveness
and efficiency in business.

5.0 Summary

In this unit, we have discussed elaborately, the use of Address Book. But we should not
forget the use of calculator and Notepad. The Notepad can be likened to a note pad used in
longhand.

Microsoft Power Point was not discussed in this course because it has been fully taught in
BED 211. But for the purpose of completeness, PowerPoint is very essential during
presentation, especially when you want to have a demonstration of your product. All the
required effect can always be added for the purpose of illustrations.

6.0 Tutor Marked Assignment(TMA)

With reference to a particular organisation, explain how Address Book would help the
business achieve its goal. Demonstrate the process.

7.0 References/FurtherRead

2007 MicrosoftOffice

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Allen C. and Klooster (1990).Computers and Information Processing. U.S.A. South-
Western Publishing Co.

Bowling Green State University – College of Education and Human Development –

Busine.http://www.bgsu.edu/catalog/EDHD/EDHD31.html. Retrieved 13th
February, 2006

Burke L. and Weill B.(2017). Information Technology for the HealthProfessions.

U.S.A. Upper Saddle River, New Jersey.

Debra Cross/Frank Akaiwa karleenNordquist/Jessica Evans (2006). Business

Computing Using Excel and FrontPage. U.S.A., Thomson CourseTechnology.

Gross D., Akaiwa F., Nordquist K. and EvansJ.(2008). Business Computing Using
Excel and FrontPage.U.S.A.Thomson Course Technology.

Daniels, J. S. (2017). “Forward” in Information and Communication and Technolgy in

Education – A Curriculum for Schools Programme for Teacher Development.
Paris:UNESCO.

Daniels, J. S. (2017). “Forward” in Information and Communication and Technolgy in

Education – A Curriculum for Schools Programme for Teacher Development.
Paris:UNESCO.

Peter Norton (1999). Introduction to Computers (3rd Edition). Glencoe McGraw – Hill,
New York, Woodland Hills, California, Peoria, Illinois.

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