FEBRUARY 2022 INTRO TO COMPUTER APPLICATIONS

INTRODUCTION TO COMPUTER APPLICATIONS

SYLLABUS
[COURSE CODE : INSY 118]

COURSE GUIDELINE

1. COURSE DESCRIPTION

This course is designed to give the student the hands-on experience with Computer
Applications: Word processing, electronic spreadsheets and PowerPoint. Exploration of
the Internet and a brief overview of Typing Master Program skill, computer system and
computer concepts, all applications software utilized will be windows based. This course
has been found needed for all students of Adventist University of Central Africa (AUCA),
can be used to satisfy a computer proficiency requirement at their academic life and being
an opening for their future computer experience.

2. PREREQUISITE

There is any requirement of prerequisite for this course.

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3. COURSE REQUIREMENTS

• Students must have a copy of syllabus.

• Students must purchase a USB storage drive (sometimes called flash drives or flash
disk) for storage of classroom software works. These devices hold at least 512
megabytes. Assignments will not be accepted via email or floppy disk.

4. SOFTWARE (REQUIREMENT IN THE COMPUTERS’ CLASSROOM)

• Typing Master Program

• Microsoft Office
• A browser like Internet Explorer or Mozilla

5. COURSE OBJECTIVES

Upon completion of Computer Applications, the student should be able to:

• Become comfortable with computer terminology.
• Understand the computer system and how it works
• Be able to type without looking
• Experiencing Word program by many practice works.
• Use an electronic spreadsheet to solve problems.
• Present its work using Power point program
• To understand how the internet works and be able to access the World Wide Web
feature using Internet Explorer or Mozilla Navigator.

6. INSTRUCTIONAL TECHNIQUES

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Class will be taught using lecture, presentation, and hands-on experience in the form of lab
activities and homework assignments.

7. EVALUATION AND ASSIGNMENT SUBMISSION

Chapter reviews and tests will be a combination of completion problems, multiple choice
questions, and application exercises. Homework, assignments and tests will be
submitted to the teacher using the flash disk not via e-mail or other device.

Students who miss exam dates will convey their issue to the AUCA Examination Office in
order to obtain a make-up exam.

8. ACADEMIC INTEGRITY

The AUCA Student Handbook details a code of conduct for AUCA Students. Acts of
dishonesty (cheating, plagiarism, etc) or disruptive behavior directed toward the
instructor or classmates will be reported to AUCA Discipline committee.

9. ATTENDANCE

Regular attendance is vital. A student who misses more than 4 class periods will be
dropped from the course by the instructor.

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CHAPTER 0: INTRODUCTION TO COMPUTER APPLICATIONS

0.1 WHO NEED COMPUTERS?

It is spoken here and there, near and far, in our country as abroad about Vision.
Vision for our country Rwanda often called Vision 2020. This can never be
achieved without technology. The technology also has no meaning without
Informatics. And we cannot attend the technology without computer; an
extraordinary and important tool for today’s life.

Not only by programmers, engineers or researchers…, but the computer become

a tool at home like at school. Also used by the officers in their offices, in hospital
by doctors, at airport by the aviation pilot, in construction by engineers, and so
on. Briefly without computer, there is no informatics; without informatics there
is no technology, without technology there is no Vision.

0.2 COMPUTER DEFINITION AND RELATED CONCEPTS

• Computer is defined as an electronic machine which gets input from the

user, processes the data and produces the result as the output. Computer can
be expanded as
C – Commonly
O – Operating
M – Machine
P – Particularly
U – Used for
T – Trade and
E – Educational
R–Research

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• Computer is a computer for today, the Personal Computer (PC),

independent (which the user has all rights to use according to his/her wish),
having its own microprocessor (the small ship inside the CPU hidden from
view but very important: it is compared to the heart of computer).

• Transforming data into information

How computers represent data?

- Binary Numbers
- The Binary Number System
- Bits and Bytes

Binary Numbers

→ Computer processing is performed by transistors, which are switches

with only two possible states: on and off.
→ All computer data are converted to a series of binary numbers:1 and 0
For example, you see a sentence as a collection of letters, but the
computer sees each letter as a collection of 1s and 0s.
→ If a transistor is assigned a value of 1, it is on. If it has a value of 0, it is
off. A computer's transistors can be switched on and off millions of
times each second.
→ To convert data into strings of numbers, computers use the binary
number system.
→ Humans use the decimal system (“deci” stands for “ten”).
→ The binary number system works the same way as the decimal
system, but has only two available symbols (0 and 1) rather than ten
(0, 1, 2, 3, 4, 5, 6, 7, 8, and 9).

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Bits and Bytes

→ A single unit of data is called a bit, having a value of 1 or 0.

→ Computers work with collections of bits, grouping them to represent larger
pieces of data, such as letters of the alphabet (= a byte).

• Units of memory

Because we use very large numbers of bytes for storage, abbreviations are used for
large numbers. These are based on powers of two and are set out in the following
table.

Kb Kilobyte 210 = 1 024 bytes approx. 1 000 bytes

Mb Megabyte 220 = 1 048 576 bytes approx. 1 000 000 bytes
Gb Gigabyte 230 bytes approx. 1000 000 000 bytes
Tb Terabyte 240 bytes approx. 1000 000 000 000 bytes

When we work with files and directories, we often need to know how large the files
are or how bigger a space of a directory and its files occupies.
• One byte is one character which is a number, letter or symbol. It consists of
eight bits (binary digits) and is the smallest unit of information a computer
can process.
• One kilobyte is 1,024 characters and is approximately equal to one page of
text in double spacing.
• One megabyte is 1,048,576 characters and is approximately equal to one
book.
• One gigabyte is 1,073,741,824 characters and is approximately equal to
1000 books.
• One terabyte is 1,099,511,627,776 characters and is approximately equal to
a whole library.

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CHAPTER I: COMPUTER SYSTEM

I.0 COMPUTERS FUNDAMENTAL

Today it seems everyone is talking about Computers, the personal productivity tool
of the 1971. This is becoming a common presence in the home, classroom, and
office. Understanding how to effectively use this versatile and powerful tool is
essential. In this way, it is designed to work as well outside of the classroom or
professional or personal development.

I. 1 THE COMPUTER SYSTEM

A computer system, regardless of its size, has five major components: hardware,
software, people, procedures, and databases. In order to get started using the
Computer, you need to become familiar with the hardware and the software you will
be using.

 Hardware is the computer equipment and its parts

 Software is the set of instructions or programs that the computer uses to
accomplish certain goals. Both, hardware and software process data and
make it more orderly, timely, or accurate.
 People, users of the computer, provide real meaning to the results. Only
people can recognize a potential use of the computer. By analyzing,
designing, and programming, people can make computer system truly useful.
 Procedures are instructions telling people how to use and operate a
computer system.
 The fifth component in the computer system is the data organized into
databases [Data are facts or figures can be processed by humans or
computers. Data can be defined as the row material to be processed by the
software and hardware]. A data base is an organized collection of related
files.

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Computers are often called personal computers or simply, PCs. Computers are
especially suitable for one-to-one interaction between a person and the computer.
The Computer can become your personal tool to use whenever you decide to use it.
However, along with this freedom comes the responsibility to understand how to
properly use the Computer.

I.1.1 HARDWARE: UNDERSTANDING THE PARTS

When you sit down in front of a Computer for the first time, the first thing you see is
the hardware. Hardware is the physical equipment in the Computer system. There
are four basic categories of hardware. These categories are designed by their
function in the system: (1) input, (2) processing, (3) output, and (4) storage.

Figure N°1:

INPUT
Processing Outputut

Auxiliary
storage

storage

Figure N°2: Computer hardware consists largely of devices to perform the functions
of input, processing, output, and storage.

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A. INPUT HARDWARE

• HP Keyboard & Mouse (Figure N°3)

Computer keyboards can generally be described in terms of the style of keys and the
special function keys provided. Here we cannot forget to speak to the mouse: an
input device which can replace many keystroke functions. The last one is a hand-
held controller that electronically signals the computer to move the cursor on the
display screen. A cursor is the indicator that shows your position on the screen. A
cursor may be a blinking line, small box, an arrow, a picture, a letter, a character…
Instead of typing in commands, you would move the cursor to a command picture
on the screen by moving the mouse across a table or desk top. Commands would be
given by pressing a button on the top of the mouse.

On most micro keyboard, the standards keys for the letters of the alphabet are
arranged similar to those on a standard typewriter, called the Qwerty keyboard
design (this is the standard). The Qwerty keyboards gets its name from the letters

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on the left-hand side of the third row of keys: Q W E R T Y. So, this one is an English
Keyboard. And the other one is called A Z E R T Y (French keyboard). Finally, we
must know that it is possible to change from one type of keyboard to other with
pressing two buttons (Alt+Shift).

Qwerty keyboard

Except the “Typing keys” part of the keyboard which is used to type letters,
numbers and other characters, the Computer keyboards include keys that are not
found on an ordinary typewriter. The “Alt” and control key, escape key, caps lock,
delete key, backspace key, numeric pad, cursor or arrow keys, and function keys are
some of the more common specialized Computer keys. We will briefly describe each
here. It is not necessary to memorize these keys. They will be known by application.

“Alt” and the control key (“Ctrl”) the command keys are used in combination with
another key. For example the Alt+F4 key combination (press down the Alt key, hold
it down and press the F4 function key briefly and then release both) closes the
program; Ctrl+S means “Save”; Ctrl+V is equal to “Paste”…

The escape key (“Esc”) is commonly used in many programs as a break or cancel key
to interrupt or cancel a command.

The caps lock key (“Caps Lock”) is convenient for entering upper case letters
without having to continually press the Shift key. Note the caps lock key works for
alphabetic characters only. Number and special characters are usually not affected
by the caps lock key. This allows you to leave the caps lock key on and get all the
letters typed in capital letters. To get the special symbols such as! @ # $ % ^ & * () _
+, use the Shift key. On the IBM PC, TOSHIBA… if the CAPS LOCK is on and you use
the shift key, letters will be printed in lower case. This sounds confusing, but after
some practice you will find the caps lock key very handy.

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The delete keys (“Del”) is used in many programs to delete character to the right of
the cursor. This key realizes the action opposite to the Back space key.

Another common keyboard feature is the numeric pad or numeric keypad. These
pads are arranged like calculator keyboard and are usually placed to the right of the
regular keyboard. This allows you to use just one hand to enter numeric data. Note:
The Num Lock must be On.

Direction keys/Cursor control keys/arrow keys control the movement of the

cursor on the screen. As we have mentioned, a cursor is usually a blinking line, small
box… Cursor keys are typically designated on the keyboard with arrows pointing up
( ), down (), right (→) and left (). These keys allow the movement of the cursor
around the screen.

Home key (“Home”) which realizes the different action to the End key (“End”) and
his important is to moves the cursor from any position back to the home position at
the upper, left-most corner. All those activities are realized after combination of the
“Ctrl” key with the above keys.

Page Up key (“PgUp”) and page down key (“PgDn) are also used for the opposite
actions. The first one is to move the cursor from any page to the previous page and
the second is for moving cursor from a page to the next one.

Function keys are special keys on the keyboard that are defined by the software or
programmed instructions stored in the Computer. For example: F1: means “Help”
for many types of Computers

• Alternative Input hardware

As the popularity of the Computer has grown, so has the new hardware available
for use with it. For example, in addition to the standard keyboard, a number of
alternative input devices have been developed such as the mouse, touch pads…

Mouse operations: Pointing, clicking, double-clicking, right-clicking, dragging…

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B. PROCESSING HARDWARE

Unfortunately, the main hardware used in processing... the microprocessor is

hidden from view. We say unfortunately because it is the most spectacular
performer in the whole Computer system. What it does and how it does is unique,
fascinating, and sophisticated. Yet, to most people, it is the most abstract feature of
the Computer system. You should have a general idea of how the microprocessor
(often called the Central Processing Unit or CPU) works to help you understand
how and why the software works. All computers have a CPU. In a Computer, the CPU
is contained within a single silicon chip called a microprocessor. As the name central
processing unit implies, this is where the processing of data and instructions is
actually performed.

Primary storage, RAM (Random access memory) or working storage is where

data and instructions are internally stored before, during, and after processing. All
data and instructions must be placed in primary storage before the microprocessor
can process them. Data and instructions are then accessed when they are needed.
Primary storage is often referred to primary memory or main memory since it is
essential for computer processing.

However, that memory has one major disadvantage; it is volatile. Volatile storage
depends upon a constant flow of electricity. If the flow is interrupted, even for a split
second, the stored data and instructions are gone forever. What will help you is to
periodically store your work on a nonvolatile storage medium such as magnetic
disk.

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C. AUXILIARY OR SECONDARY STORAGE HARDWARE

Disks

Figure N°4:

A disk is a nonvolatile medium used to store programs and data for later use. Recall
that programs and data stored in a volatile medium such as RAM are lost when the
computer is turned off or when a new program and data are entered. Disk storage is
often referred to as auxiliary storage, whereas RAM storage is primary storage.
Programs and data stored on disks must first be loaded from the disks into RAM
before being processed by the microprocessor.

Disks for Computers are of either the floppy, flash disk, CDs, external and internal
hard disks and so on.

Organization of data into disk

Data are organized into files and folders

• File is defined as a set of data organized under a specific program. It must

have a name (related to its contents) and an extension (normally added by
default) to specify the program which the file belongs.
• Folder is understood as a container of file(s) and/or subfolder(s).

D. OUTPUT HARDWARE

• Monitors or Screens

As a Computer user you will be spending a considerable amount of time looking at

the TV-like screen which is referred to as a Video Display Terminal (VDT), Cathode
Ray Tube (CRT), or monitor. The early monitors were monochrome for today we

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have the screens with the full color (the alphabetic and numeric characters are
formed by dots called pixels), and we have also flat screen as a fashionable
monitor.

• Printers

By now you may be feeling there is almost an endless variety of hardware that can
be put together for a Computer system. You are correct. Printers, too, come in
several varieties. Let us quote four types of printers:

 Dot matrix printer forms characters with dots, more inexpensive, versatile
and faster than daisy wheel printer.
 Daisy wheel printer (“Imprimante à marguerite”) produces well-performed
characters that are referred to as letter-quality.
 Laser printer resembles a desk-top photocopier. It uses a laser beam1 to trace
an image onto a photosensitive drum. The image it produces resembles a
good quality photocopy.
 The ink-jet printer sprays ink in either a continuous stream or in droplets.
Some models of ink-jet printers can produce high quality color images.

The advantages of both laser and ink-jet printers are the low noise level and the
high quality image.

I.1.2 COMPUTER SOFTWARE

Software is generally defined as instructions that direct a computer to process data.

These instructions are called programs. The term “soft” is used because programs
are stored electronically and you cannot feel them the way you can touch and feel
hardware.

1
The beam is electronically controlled and the operation is dependent on the data sent by the computer.

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There are two categories of software: system software and applications software.
System software is a set of programs that coordinate the operations of various
hardware components. System software is usually supplied by the computer
manufacturer. Applications software is a set of programs that direct computer to
solve particular problems or applications.

I.1.2.1 SYSTEM SOFTWARE

The most known category of system software is operating systems.

OPERATING SYSTEM

An operating system supervises the processing of applications programs and all

input and output of the Computer system. It helps a Computer user to communicate
with the hardware.

There are a variety of operating systems available. Some of the most popular
operating systems are:

▪ MS-DOS stands for Microsoft Disk Operating System. Microsoft is the

company that created the software. DOS (pronounced “daus”) refers to the
disk storage device that stores the operating system.
▪ Windows XP
▪ Windows 7
▪ Windows Vista
▪ …

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I.1.2.2 APPLICATIONS SOFTWARE

The three main categories of applications software for Computers are Word
processing, electronic spreadsheets, and database management.

Figure 5: Applications software

Applications software refers to programs designed to solve specific problems. An

applications program interacts with system software which, in turn, interacts with
the computer hardware.

Figure6: An applications program interacts with system software to make the

hardware perform specific tasks.

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CHAPTER II: HOW TO TYPE WITHOUT LOOKING?

II.1 TOUCH TYPING BASICS

“Touch typing” is a technique of typing quickly and accurately without looking at

the keyboard.

II.2 FINGER POSITIONS

Position your fingers on the
home keys on the middle row of
your keyboard (asdf jkl;)
Starting with your left hand,
place your little finger on key A,
ring finger on S, middle finger on
D and index finger on F; let your
thumb rest on the Space bar.
With your right hand, place your
index finger on J, middle finger
Figure 7 on K, ring finger on L and your
little finger on the next key.

Press enter with the little finger of your right hand.

Depending on your keyboard, there may be small bumps on the keys f and j or d
and k. Most keyboards have these bumps to help you find the home row without
having to look at the keyboard. Once you’ve placed your fingers on the home
row, keep your wrists straight and fingers curled in a relaxed position but do
not rest your hands anywhere.

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II.3 TYPING INSTRUCTIONS

O Do not look at the keyboard when you type. Instead, try to learn the key
positions and the correct finger movements from one key to another and
back by heart.
O Focus on typing as smoothly and accurately as possible to achieve the
best possible efficiency. Your typing will improve rapidly!
O Each time a new letter is introduced, the typing tutor will show you a
graphic of keyboard on the screen. Try to learn the position of the new
keys from the picture on keyboard. You will also see a green dot
indicating which finger should press each key.
O Press enter to begin. Remember to use the little finger of your right hand.

II.4 ERGONOMICS

***Working position

1. Sit with your back and neck

straight.
2. Set the keyboard at a suitable
height so that the angle between
your upper arms and your
forearms is 90 degrees or
slightly more.
3. Place the soles of feet firmly on
the floor or on a footstool.
Figure 8

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***other

▪ Turn off any lights that are directly behind you.

▪ Remember to take breaks: stretch your neck, arms and hands and relax
your eyes by looking into the distance.

▪ Take small breaks on a

regular basis (every ten or
fifteen minutes) and
remember to stretch.
▪ Lean back in your chair and
let your arms just hang
loose. Shake your hands
gently and stretch and curl
your fingers.
Figure 9

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CHAPTER III: WORD PROCESSING

M icrosoft Word is a full-featured word processing program which can be

used for any work involving creating and managing text. You can use it
from the simplest to the most complex word processing applications.
Using Word, you can write letters and reports, prepare bills and invoices, prepare
office stationery-letter heads, envelopes, forms, etc., design brochures, pamphlets,
newsletters, magazines, etc.

In short, you would find it extremely difficult to think of a word processing feature not
available in Microsoft Word. For most tasks, Word offers several ways of doing
something. It is left to the user to find which one is preferable to him. As you gain more
proficiency in using Word you will yourself discover other methods of doing your
tasks.

III.1. GETTING FAMILIAR WITH MICROSOFT WORD 2007 FOR WINDOW

III.1.1 STARTING MICROSOFT WORD 2007 PROGRAM

This sub chapter will introduce you to the Word window. You use this window to
interact with Word. To begin, click on start button->All Programs
->Microsoft Office and then click once on Microsoft Office Word 2007.

Figure 10

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The Microsoft Word window appears and your screen looks similar to the one shown
here.

Figure 11

Note: Your screen will probably not look exactly like the screen shown. In Word 2007, how a window displays
depends on the size of your window, the size of your monitor, and the resolution to which your monitor is set.

III.1.2 DIFFERENT COMPONENTS OF MICROSOFT WORD 2007 WINDOW

The Microsoft Office Button

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

The Quick Access Toolbar

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Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access
toolbar provides you with access to commands you frequently use. By default Save,
Undo, and Redo appear on the Quick Access toolbar. You can use Save to save your file,
Undo to rollback an action you have taken, and Redo to reapply an action you have
rolled back.

The Title Bar

Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the
document on which you are currently working. Word names the first new document
you open Document1. As you open additional new documents, Word names them
sequentially. When you save your document, you assign the document a new name. It
presents also the name of the program in use.

The Ribbon

You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use
the Ribbon to issue commands. The Ribbon is located near the top of the screen, below
the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab
displays several related command groups. Within each group are related command
buttons. You click buttons to issue commands or to access menus and dialog boxes. You
may also find a dialog box launcher in the bottom-right corner of a group. Clicking the
dialog box launcher gives you access to additional commands via a dialog box.

The Ruler

The ruler is found below the Ribbon.

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You can use the ruler to change the format of your document quickly. If your ruler is
not visible, follow the steps listed here:

− Click the View tab to choose it.

− Click the check box next to Ruler in the Show/Hide group. The ruler appears
below the Ribbon.

The Text Area

Just below the ruler is a large area called the text area. You type your document in the
text area. The blinking vertical line in the upper-left corner of the text area is the
cursor. It marks the insertion point. As you type, your text displays at the cursor
location. The horizontal line next to the cursor marks the end of the document.

The Vertical and Horizontal and Vertical Scroll Bars

The vertical and horizontal scroll bars enable you to move up, down, and across your
window simply by dragging the icon located on the scroll bar. The vertical scroll bar is

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located along the right side of the screen. The horizontal scroll bar is located just above
the status bar. To move up and down your document, click and drag the vertical scroll
bar up and down. To move back and forth across your document, click and drag the
horizontal scroll bar back and forth. You won't see a horizontal scroll bar if the width of
your document fits on your screen.

The Status Bar

The Status bar appears at the very bottom of your window and provides such
information as the current page and the number of words in your document. You can
change what displays on the Status bar by right-clicking on the Status bar and selecting
the options you want from the Customize Status Bar menu. You click a menu item to
select it. You click it again to deselect it. A check mark next to an item means it is
selected.

III.2 HOW TO TYPE IN WORD?

Once Word has been started, you can immediately start typing. When you press
character keys on the keyboard, you can see the corresponding characters appear in
the Word window. Use the Space bar when you want to separate characters and words
from each other. Use the tab key when you want to move the cursor or text from one

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Tab stop to another, and also when you want to create a blank longer than one space
between words.

III.2.1 TYPING TEXT

Typing text in Word is similar to typing it on a normal typewriter, except for three
major differences (there are over a million minor differences!).

1. Unless you want to start a new paragraph don’t press the “Enter” Key. The
moment you reach the end of the right margin of your page, Word automatically
places the cursor at the beginning of the next line. This feature is called “Word
Wrap”.
2. Do not bother if you make mistakes while typing. Thanks to Word’s editing
features, you can always go back anywhere in your document and correct the
mistakes, make alterations, additions or deletions. Not only this, Word’s spelling
program would help you rectify all spelling mistakes.
3. Do not bother about how your text looks—in form of size, looks or placement.
Again, Word’s advanced formatting features would help you later to really
beautify your work. Normally, it is faster to type “Plain vanilla” text first, finish
entry and then bother about formatting the document (“formatting” includes
specifying font type, font size, font attributes like bold, italics, underline, color
etc

III.2.2 SOME “DON’TS”

• Don’t use the Spacebar to indent paragraphs. Instead, use the Tab key for indent
control in Word’s ruler.
• Don’t use Spacebar to center or otherwise position text. Use the Left, Right and
Center alignment buttons form formatting bar instead.
• Don’t use Spacebar to create columns. Use word’s table or Column command
instead.
• Don’t hit Enter key repeatedly for starting the matter on new page. Use Insert
Page break command instead.

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III.3 FIVE FUNDAMENTAL OPERATIONS IN WORD

III.3.1 NEW DOCUMENT

Four methods are possible.

1) Choose Microsoft Office Word 2007command from Microsoft Office option of

All Programs option from Start button. ( the new default document will be
shown as on the Figure 10)
2) Choose New command from the Microsoft Office Button and then make a
double click on Blank document.

3) Click on icon Blank Page from Pages group of Insert tab

4) Or use the shortcut Ctrl+N

WORD EXERCICE 1: Type the text below in your computer.

“MY SON, GIVE ME THINE

HEART” Proverbs 23:26

Here is an invitation for YOU. The Lord Jesus says, “Give

your heart to Me, and I will help you to overcome all your
difficulties.” But Satan says, “Oh, it is weak to be a Christian,
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just something for older people. They will laugh at you now.
Wait a while.”

Which voice will you listen to?

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III.3.2 SAVING DOCUMENTS

Now since we have put in substantial amount of work creating this document, it may be
a good idea to save it for posterity! In fact, for all you subsequent documents you must
go on saving your work from time to time, let us say every 15 minutes or so, or after
completing every section. Doing this ensures that if there is problem like power off or
your machine has gone into hung state, etc. You only lose minimum work.

1. Choose Save command from Office button.

2. Type the file name by which you wish to save your file.
3. Click on the Save button.

Note: In the Save as dialog box specify the name of your document. Although this name
can be anything, but it would make a lot of sense to give a meaningful name to your
documents, so that just by reading the name you can have the idea of its contents.

WORD EXERCICE 2: Save your text (see “WORD EXERCISE 1”)

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III.3.3 CLOSING THE DOCUMENT

Once your work is completed and you do not wish to continue working in this
document anymore, close this file.

1. Choose Close command from Office Button.

You will notice the exit screen of Ms Word. If you wish to work on any other file; follow
the steps explained later for opening files; otherwise directly choose Exit command
from Office Button to quit from current opened document.

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III.3.4 OPENING THE DOCUMENT

1. Choose Open command from Office Button.

2. Specify the correct directory path where your file is stored.
3. Choose the file by clicking it once.
4. Click once on Open button to open the chosen file. You can also double click
on the file in rapid succession to open it.
1
The window “Open” is
displayed into your Word
window by clicking on open
command. Then choose the
location by clicking at a pull
down arrow [2] or use the
left side of your window [3]

In this sample, I was chosen to use the left side of that window. A click on “My
Documents”[1] which print all folders and files in where I click again on “Invitation”[2]
then on “open” button [3].
2

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III.3.5 EXITING MS WORD

Choose Exit
Word [1]
(bottom,
right side of
Office Button
window) 1
command
from Office
Button to
end your MS
Word
session. And
you are back
to where you
started from.

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III.4 TEXT MANIPULATION AND TABLE FORMATTING

As said earlier, once having typed the text, you can use various formatting features to
improve the presentation of your document. All the formatting features offered by
Word require pre-selection of a piece of text. This piece of text, also called a “Block” or
a “Range” in computer speak, could be a single word, a phrase, a sentence, a paragraph,
a page or the entire document. For applying various formatting commands this Block
has to be specified first before choosing the desired formatting command.

SELECTING TEXT

Place the mouse pointer at the beginning of the text that you wish to format. Click once,
keep the left mouse button pressed and drag till the end of the Block. Release the
mouse button and you would see that the Block selected by you has been highlighted in
black color and the text is shown in white color.

Now you can apply any formatting command like Bold faced, Italics, Underline, Left
Align, Center Align, Right Align, Justify, etc. by simply clicking on the correct icon. You
can also change the font size, style, of this Block.

CUT A BLOCK

In case you have a block of text that you wish to move to another location, either within
the same page or to another page or even to any other document, choose the Cutbutton
from the Clipboard group of Home tab after selecting the desired block. On applying
this command, the block would disappear from its original location. You may now use
the Paste command to place this block anywhere else.

COPY A BLOCK

If you have a block of text that you wish to copy to any other location, choose the Copy
command instead of Cut command. Notice the important difference, in case of Cut
command the block disappears from the original location and is there only at the new
location, whereas in case of Copy command the text appears both, at the original
location as well as the new location.

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PASTE A BLOCK

Once a block has been either cut or copied using the Cut or Copy command, simply
place the cursor at the new location and choose the Paste command to get the selected
block here.

DELETE A BLOCK

Block a piece of text (based upon steps explained earlier) and simply press the Del key
from the Keyboard to delete this block.

III.4.1 FORMATTING A TEXT

• CHANGING THE FONT

1. Place the mouse pointer at the beginning of the text. Click the left button and
start highlighting the entire text by dragging the mouse till the end of the text. Of
course, you may alternately begin by the end & move backwards toward the
beginning of the text.
2. Click at the font box of formatting toolbar. Click once at the end pull down arrow
symbol and a list of all the available fonts would be displayed. Use the mouse to
move up and down in this list. Click at the font that you wish to apply. “Monotype
Corsiva” font has to chosen a particular font, this pull down list would
automatically close and the selected font would be applied to the highlighted
text.

1
y
y
o
u

• FONT SIZE

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1. Highlight the text as explained earlier. Click here to see a list of point size.
These numbers refer to the size of the characters that you wish to format.
Higher the point size number, bigger would be the character size for the
highlighted text. (Choose 26 here, for given example).

You can see the text selected has been changed according to the font and point size chosen by you.

Alternative Method

There is an alternative method to change the font. Highlight the text as explained
earlier by “blocking”. Choose Font from the Dialog launch of Font group. A window will
appear. This is a very compact and feature rich dialog box. Through this you can
change not only the fonts and point size, but also the styles like Bold, Italics, Bold
Italics, Regular, etc.

You can also apply other effects like strike through, underline etc. Choose the desired
font, font style and size and click OK button to continue.

1. Choose Font button from Font group by clicking at its dialog box launch.
2. In case you wish to underline the selected text, choose from the alternatives
given here. None, Single, Words only, Double and Dotted.

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3. Click Ok to continue.

3
• ALIGNING THE TEXT

Now let us learn to change the alignment of text. By default, text is always left
aligned.

1. Highlight the line by dragging the mouse till the end of text.
2. Choose one of the four buttons from Paragraph group from Home tab.
3. Click once on Center (Ctrl+E) button.

• UNDERLINING THE TEXT

Now having centered the text, we wish to underline it.

1. Highlight the text. Choose Underline command button from Font command
group. N.B: You can use the pull down list to choose for other styles of underline.
2. Click OK button to continue.
• LINE SPACING

You can change the spacing between the lines or the spacing before or after each
paragraph to make the particular text easily readable.

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All documents are generally single-spaced. If you want to change the spacing on the
documents, click the pull down list of Justify button.

• NUMBERING

One of the really smart features of Word is to create numbered lists. Old Word
processor users would appreciate, how much time was wasted in trying to
manually create a perfectly aligned numbered list. Through this feature, once you
have chosen a list of items separated by Enter key, you can ask Word to
automatically assign consecutive number to this list.

1. Highlight the text.

2. Click Numbering command button from Paragraph group of Home tab.
3. By the use of pull down list, choose the numbering pattern you wish to
apply by clicking anywhere inside the chosen pattern box.

• BULLETS

Just as we can create numbered lists, we can also create Bulleted lists. The main
difference here is that instead of consecutive numbers in case of numbered list,
items appear with the same chosen bullet mark.

− Highlight the text and choose Bullets button from Paragraph group.
− Click on pull down list to get different folios/tabs.
− Choose the bullet mark you want to apply by clicking once on it.

• INDENTING: DECREASE & INCREASE

Now to further dramatize the effect of this bullet, we can indent the text still further so
that the Terms and Conditions stand out from the rest of the text.

1. Highlight the text and choose Decrease indent command or Increase

indent from Paragraph group.
2. Click once on Increase indent. You may see in the preview that the
highlighted text has moved further to the right.

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Notice the entire block of text has been shifted (indented) by one inch towards the
right.

• SUPERSCRIPT & SUBSCRIPT

For those who are writing technical articles face situation to use these subscripts and
superscripts in almost every article like mathematical formulae or chemical equations.
A subscript appears smaller and below the baseline (Ex. H2O or X2) while a superscript
appears smaller and above the baseline (Ex. X3).

In Word 2007, select the characters that you would like to change. Go and click to
subscript or superscript.

• CHANGE CASE

If you have ever accidentally left the CAPS Lock key on while typing and need to change
your letters into a nicely formatted sentence, you’ll appreciate the Change Case feature
in Microsoft Word. In this post, we‘ll explore the options available in the Change Case
window and what they mean.

Fist, in order to change your text, you must select the text that you want to change, then
access the Change Case option by going to the pull down list of that button.

The Change Case window will now appear, with the following options available to
choose from:

Selecting lowercase will change all of the text selected to lowercase letters.

Example:

Original Text: THE FRUIT OF THE SPIRIT IS LOVE…

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After lowercase option: the fruit of the spirit is love…

Selecting UPPERCASE will change all of your text to uppercase letters.

Example:

Original Text: the fruit of the spirit is love…

After lowercase option: THE FRUIT OF THE SPIRIT IS LOVE…

Etc.

• DROP CAP

A drop cap is an extra-large capital letter at the beginning of a paragraph

To add a drop cap to a Word 2007 document:

1. Select the first letter of the sentence that you want to convert to a drop cap.
2. Go in Insert tab and then select Drop Cap from Text group.
3. A “Drop Cap” dialog box should appear by use of pull down list of the button.
Select whether you would like a Dropped or In margin drop cap, or you can
remove a previously existent cap.

In the example above (see first paragraph of this chapter) I have used Dropped cap.

• SEPARATE TEXT INTO COLUMNS

There are many instances where it is necessary or useful to display text in your
Microsoft Word 2007 document in columns, like a newspaper. Especially with lists of
small items, columns let you display more information in a smaller amount of space.
Here’s how to format your text into columns.

1. First, enter the text you want displayed in columns.

2. Highlight the text with your mouse.
3. Click “More Columns…” from “Columns button” from Page Setup group from
Page Layout tab.

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4. Underneath “Width and Spacing” you can select how wide each column should
be, plus the spacing between each column. Or, let Microsoft Word 2007 do this
for you.
5. Would you like lines separating your columns? If so, check “Line between”.
6. Make sure that next to “Apply to” that “Selected Text” is displayed. If not, you
might accidentally make the whole document appear in columns.
7. When you are done making your selections, click “OK” to close the dialog box.
Your text will then be split into columns of equal size (or as close to equal size as
possible).

If you don’t like how the columns look, click “Undo” and start over.

III.4.2 TABLES

Tables organize information in rows and columns. A table presents related numbers,
information, or facts in an organized way. Tables can also be used to list definitions,
organize data and ideas, or record facts.

CREATING A TABLE
o Find the Tablein Tables groupof the Insert tab at the top of theWord Window
ribbon.

o Select the pull down arrow list/More arrow and slide over to select Table.
This window will appear:

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o Make the table with 5 columns wide and 2 rows long for example, click “Insert
Table...”command to get that window:

o Finally, you click on “OK”.

Change table, row/column heights/widths

If you need to increase or decrease the height or width of a row or column, you can
do so by clicking and dragging the borders of rows or columns. Drag the borders
until you create the desired amount of space between rows or columns.

Nº #ID NAME GRADE COMMENTS

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FORMAT A TABLE

After you create a table, Microsoft Office Word 2007 offers you many ways to format
that table.

• Use “table styles” to format an entire table

After you create a table, you can format the entire table by using Table Styles. By
resting your pointer over each of the preformatted table styles, you can preview what
the table will look like.

1. Click in the table that you want to format.

2. Under Table Tools, click the Design tab.

3. In the Table Styles group, rest the pointer over each table style until you
find a style that you want to use.

NOTE To see more styles, click the More arrow .

4. Click the style to apply it to the table.

5. In the Table Style Options group, select or clear the check box next to each
the table element to apply or remove the selected style.

• Add or remove borders

You can add or remove borders to format a table the way that you want.

Add table borders

1. Under Table Tools, click the Layout tab.

2. In the Table group, click Select, and then click Select Table.

3. Under Table Tools, click the Design tab.

4. In the Table Styles group, click Borders, and then do one of the
following:

▪ Click one of the predefined border sets.

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▪ Click Borders and Shading, click the Borders tab, and then
choose the options that you want.

Remove table borders from the whole table

1. Under Table Tools, click the Layout tab.

2. In the Table group, click Select, and then click Select

Table.

3. Under Table Tools, click the Design tab.

4. In the Table Styles group, click Borders, and then click

No Border.

• Add a cell, row, or column

Add a cell

1. Click in a cell that is located just to the right of or above where you
want to insert a cell.

2. Under Table Tools, on the Layout tab, click the Rows & Columns
Dialog Box Launcher.

3. Click one of the following options:

Click this To do this

Shift cells right Insert a cell and move all other cells in that row to the right.

NOTE This option may result in a row that has more cells than the
other rows.

Shift cells down Insert a cell and move remaining existing cells in that column down one
row each. A new row will be added at the bottom of the table to contain
the last existing cell.
Insert entire row Insert a row just above the cell that you clicked in.
Insert entire column Insert a column just to the right of the cell that you clicked in.

Add a row

1. Click in a cell that is located just below or above where you want to
add a row.

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2. Under Table Tools, click the Layout tab.

3. Do one of the following:

▪ To add a row just above the cell that you clicked in, in the
Rows and Columns group, click Insert Above.

▪ To add a row just below the cell that you clicked in, in the
Rows and Columns group, click Insert Below.

Add a column

1. Click in a cell that is located just to the right or left of where you want
to add a column.

2. Under Table Tools, click the Layout tab.

3. Do one of the following:

▪ To add a column just to the left of the cell that you clicked in,
in the Rows and Columns group, click Insert Left.

▪ To add a column just to the right of the cell that you clicked
in, in the Rows and Columns group, click Insert Right.

• Delete a cell, row, column or the entire table

1. Do one of the following:

To select Do this
A cell
Click the left edge of the cell. .
A row
Click to the left of the row.
A column

Click the column's top gridline or top border.

A table Select the whole table

2. Under Table Tools, click the Layout tab.

3. In the Rows & Columns group, click Delete, and then click Delete Cells,
Delete Rows, Delete Columns or Delete Table, as appropriate.

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• Merge or split cells

Merge cells

You can combine two or more cells in the same row or column into a single cell. For
example, you can merge several cells horizontally to create a table heading that spans
several columns.

1. Select the cells that you want to merge by clicking the left edge of a
cell and then dragging across the other cells that you want.

2. Under Table Tools, on the Layout tab, in the Merge group, click
Merge Cells.

Split cells

Splitting a cell is the act of selecting a specific cell, and dividing it into one or more
rows or columns.

1. Click in a cell, or select multiple cells that you want to split.

2. Under Table Tools, on the Layout tab, in the Merge group, click
Split Cells.

Enter the number of columns or rows that you want to split the selected cells into.

III.4.3 OTHER MANIPULATIONS

III.4.3.1 INSERT A CLIP ART OR A PICTURE

Pictures and clip art can be inserted or copied into a document from many different
sources, including downloaded from a clip art Web site provider, copied from a Web
page, or inserted from a file where you save pictures.

NOTE a) Only, this last source will be discussed here, because you don’t yet have the notion
on Internet. b) You can also change how a picture or clip art is positioned with text
within a document.

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INSERT A CLIP ART

1
On the Insert tab, in the Illustrations group, click Clip
Art.

In the Clip Art task pane (on the right side of your screen, see Clip Art window:
Figure below), in the Search for text box, type a word or phrase that
describes the clip art that you want.(As example the word:
“ANIMALS” was typed)

1. Click3Go.

Click the clip art to insert it. Here, the caw is inserted.
4

INSERT A PICTURE FROM A FILE

1. Click where you want to insert the picture or photo.

2. On the Insert tab, in the Illustrations group, click Picture.

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3. The window “Insert Picture” is displayed. Now it is a time to locate your

picture. On that window, click on “My Documents”, “MyPictures” and then get
the samples Pictures, where you have to choose one picture.

4. Double-click the
picture that you want
to insert.

III.4.3.2 INSERT HEADERS

AND FOOTERS

Another helpful feature of

Word is Headers and Footers. Using
this feature you can print a standard piece of text and/or an image at the top or end of
each page of document(s).

A header can include the name of the project/paper and page number or either of the
two while the footer can include the names of the team members and/or other
copyright information.

You can insert or change text or graphics in headers and footers. For
example, you can add page numbers, the time and date, a company logo,
the document title or file name, or the author's name.

You can insert predesigned headers or footers in your document and easily change the
header and footer designs. Or you can create your own header or footer with a
company logo and custom look, and save the new header or footer to the gallery.

INSERT THE SAME HEADER AND FOOTER THROUGHOUT A DOCUMENT

1. On the Insert tab, in the Header & Footer

group, click Header or Footer.

2. Click the header or footer design that you want.

(On that demonstration the Header is the one to be
chosen)

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The header or footer is inserted on every page of the document.

No i. You can edit your header by clicking on “Edit Header” button.

te Make your changes to the header or footer by selecting the text and revising it.
For example, you can change the font, apply bold format, or apply a different
font color.
ii. As you are ready to edit your header or footer (means that you are in the
“Design” tab of “Header & Footer Tools”), you can add a picture, a clip art or
other object in your header or in your footer.
iii. You can only “Remove Header and Footer ” from the first page of your
document:
→ On the Page Layout tab, click the Page Setup Dialog Box
Launcher, and then click the Layout tab.
→ Select the Different first page check box under Headers and
footers. Headers and footers are removed from the first
page of the document.
iv. Finally, you can decide to remove definitively your header or footer by
clicking on “Remove Header” button.

III.4.3.3 A FOOTNOTE OR AN ENDNOTE

Footnotes and endnotes are used in printed documents to explain, comment on, or
provide references for text in a document. You might use footnotes for detailed
comments and endnotes for citation of sources.

NOTE If you want to create a bibliography, you can find commands for creating and
managing sources and citations on the References tab in the Citations &
Bibliography group.

ABOUT FOOTNOTES AND ENDNOTES

A footnote or an endnote consists of two linked parts — the note reference mark and
the corresponding note text.

Footnote and endnote reference marks

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Separator line

Footnote text

Endnote text

INSERT A FOOTNOTE OR AN ENDNOTE

1. In Print Layout view, click where you want to insert the note reference mark.

2. On the References tab, in the Footnotes group, click Insert Footnote or

Insert Endnote.

Keyboard shortcut: To insert a subsequent footnote, press CTRL+ALT+F.

To insert a subsequent endnote, press CTRL+ALT+D.

By default, Word places footnotes at the end of each page and endnotes at the end
of the document.

3. To make changes to the format of footnotes or endnotes, click the Footnotes

Dialog Box Launcher, and do one of the following:

▪ In the Number format box, click the format that you want.

▪ To use a custom mark instead of a traditional number format, click

Symbol next to Custom mark, and then choose a mark from the available
symbols.

4. Click Insert.

NOTE This will not change the existing symbols. It will only add new ones.

Word inserts the note number and places the insertion point next to the note
number.

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5. Type the note text.

6. Double-click the footnote or endnote number to return to the reference mark

in the document.

CHANGE THE NUMBER FORMAT OF FOOTNOTES OR ENDNOTES

1. Place the insertion point in the section in which you want to change the
footnote or endnote format. If the document is not divided into sections, place the
insertion point anywhere in the document.

2. On the References tab, click the Footnote & Endnote Dialog Box Launcher.

The following window is displayed:

3. Click Footnotes or Endnotes.

4. In the Number format box, click the

option that you want.

5. Click Apply.

DELETE A FOOTNOTE OR AN ENDNOTE

When you want to delete a note, you work with the note reference mark in the document
window, not the text in the note.

In the document, select the note

reference mark of the footnote or
endnote that you want to delete, and
then press DELETE.

Note reference mark

III.4.3.4 THE PAGE ORIENTATION

You can choose either portrait (vertical) or landscape (horizontal) orientation for all or
part of your document. When you change the orientation, the galleries of predesigned

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page and cover page options also change to offer pages that have the orientation that
you choose.

1. On the Page Layout tab, in the Page Setup group, click Orientation.

2. Click Portrait or Landscape.

N B: Unfortunately, by default as you choose one the orientation Ms Word will affect
the whole document.

USE PORTRAIT OR LANDSCAPE IN SPECIFIC PART OF YOUR DOCUMENT

 You can select the pages or paragraphs that you want to change to portrait or
landscape orientation.

NOTE If you select some but not all of the text on a page to change to portrait or
landscape orientation, Word places the selected text on its own page, and the
surrounding text on separate pages.

1. On the Page Layout tab, in the Page Setup group, click Margins.

2. Click Custom Margins.

3. On the Margins tab, click Portrait or Landscape.

4. In the Apply to list, click Selected text.

NOTE Microsoft Word automatically inserts section breaks before and after the text that
has the new page orientation. If your document is already divided into sections, you
can click in a section (or select multiple sections), and then change the orientation
for only the sections that you select.

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 Or you can apply a particular section to the pages or paragraphs that you
want to change to portrait or landscape orientation

III.4.3.5PAGE BREAK ANDSECTION BREAK

Page breaks are used to position the text following the cursor on the next page. This is
especially useful when you want to begin a new sub-topic on a new page.

Sections are used when you want to change properties such as line numbering, number
of columns, or headers and footers i.e. to vary the layout of a document within a page
or between pages. For example, formatting a section as a single column for the
introduction of a report, and then formatting the following section as two columns for
the report’s body text.

Section formatted as a single column

Section formatted as two columns

Or formatting the first page as first section as portrait,

formatting the second page as section two as
Landscape and the then the third page as section three in
portrait.

To insert a section break or a page break, position your cursor at the end (last
character) of the section or page and then go in the PageLayout tab, in the Page Setup
group choose Break button and click the pull down arrow.

TYPES OF SECTION BREAK THAT YOU CAN INSERT

Section breaks are used to create layout or formatting changes in a portion of a

document.

The following window shows the types of

section breaks that you can insert. (In each
illustration, the double dotted line represents a
section break.)

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The Next Page command inserts a section break and starts the new section on
the next page. This type of section break is especially useful for starting new
chapters in a document.

The Continuous command inserts a section break and starts the new
section on the same page. A continuous section break is useful for creating a
formatting change, such as a different number of columns, on a page.

The Even Page or Odd Page command inserts a section break and starts the
new section on the next even-numbered or odd-numbered page. If you want
document chapters always to begin on an odd page or on an even page, use the
Odd page or Even page section break option.

REMOVE CHANGES OF THE DOCUMENT LAYOUT

A section break defines where a formatting change occurs in the document. When you
delete a section break, you also delete the section formatting for the text before the
break. That text becomes part of the following section, and it assumes the formatting of
that section.[Make sure that you're in Draft view so that you can see the double dotted line
section break.]

1. Select the section break that you want to delete.

2. Press DELETE.

III.4.3.6 PAGE NUMBERS

You can add page numbers, which are associated with headers and footers, to the top,
the bottom, or the margins of a document. Information that is stored in headers and

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footers or margins appears dimmed, and it cannot be changed at the same time as the
information in the body of the document.

INSERT PAGE NUMBERS

You can choose from various page numbering designs that are available in the gallery.

Insert page numbers or Page X of Y page numbers

1. On the Insert tab, in the Header & Footer group, click Page Number.

2. Click Top of Page, Bottom of Page, or Page Margins, depending on where

you want page numbers to appear in your document.

3. Choose a page numbering design from the gallery of designs. The gallery
includes Page X of Y options.

FORMAT PAGE NUMBERS

After you add page numbers, you can change them just as you might change text in a
header or footer. Change the format of the page number, the font, or the size.

⍟ Change the page-number format, such as 1, i, or a

1. Double-click the header or footer of one of your document

pages.

2. Under Header & Footer Tools, on the Design tab, in the

Header & Footer group, click Page Number, and then click Format
Page Numbers.

3. In the Number format box, click a numbering style, and then

click OK.

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START OR RESTART THE PAGE NUMBERING

Do any of the following:

⍟ Start the page numbering with a different number

For example, if you add a cover page to a document with page numbers, the second
page is automatically numbered page 2. You might want the document to begin with
page 1.

1. Click anywhere in the document.

2. On the Insert tab, in the Header & Footer group, click Page Number.

3. Click Format Page Numbers.

4. In the Start at box, enter a number.

NOTE Remember to tick Different First Page of Design tab in

the Header and Footer Tools. 1

If you have a cover page and you want the first page of the document to start at 1, type 0 in
the Start at box.
2

⍟ Restart the page numbering with i before first chapter and with 1 for
chapters

For example, you can number the table of contents i through iv [make it in one section
X] and the rest of the document 1 through 25 [in the other section Y]. If your document
contains multiple chapters, you may want to restart page numbering for each chapter.

1. Click in the section in which you want to restart page numbering.

2. On the Insert tab, in the Header & Footer group, click Page Number.

3. Click Format Page Numbers.

4. In the Start at box, enter i for the section X and 1 for the section Y

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REMOVE PAGE NUMBERS

Microsoft Office Word 2007 automatically removes or deletes page numbers when you
click Remove Page Numbers or when you remove a single page number manually
from the document.

1. On the Insert tab, in the Header & Footer group, click Page Number.

2. Click Remove Page Numbers.

NOTE If you have sections that aren't linked, be sure to remove the page numbers
from each different section.

III.5 TABLE OF CONTENTS

III.5.1 DEFINITION AND CREATION OF T ABLE OF CONTENTS

A table of contents (TOC) consists of a list of the headings in a document, which can be
inserted in a specific location.

You create a table of contents by choosing the heading styles — for example, Heading 1,
Heading 2, and Heading 3 — that you want to include in the table of contents. Microsoft
Office Word searches for headings that match the style that you choose formats and
indents the entry text according to the heading style, and then inserts the table of
contents into the document.

Microsoft Office Word 2007 provides a gallery with multiple table of contents styles to
choose from. Mark the table of contents entries, and then click the table of contents
style that you want from the gallery of options. Office Word 2007 automatically creates
the table of contents from the headings that you marked.

III.5.1.1 MARK ENTRIES FOR A TABLE OF CONTENTS

The easiest way to create a table of contents is to use the built-in heading styles. You
can also create a table of contents that is based on the custom styles that you have
applied. Or you can assign the table of contents levels to individual text entries.

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⍟ Mark entries by using built-in heading styles

1. Select the heading to which you want to apply a heading style.

2. On the Home tab, in the Styles group, click the style that you want.

For example, if you selected text that you want to style as a main heading, click the
style called Heading 1 in the Quick Style gallery.

⍟ Mark individual text entries

If you want the table of contents to include text that is not formatted as a heading, you
can use this procedure to mark individual text entries.

1. Select the text that you want to include in your table of contents.
2. On the References tab, in the Table of Contents group, click
Add Text.

3. Click the level that you want to label your selection, such as Level 1 for a main
level display in the table of contents.
4. Repeat steps 1 through 3 until you have labeled all of the text that you want to
appear in the table of contents.

III.5.1.2 CREATE A TABLE OF CONTENTS FROM BUILT-IN HEADING STYLES

After you mark the entries for your table of contents, you are ready to build it.

Use this procedure if you created a document by using heading styles.

1. Click where you want to insert the table of contents, usually at the beginning of
a document.
2. On the References tab, in the Table of Contents group, click Table of
Contents, and then click the table of contents style that you want.

III.5.2 UPDATE THE TABLE OF CONTENTS

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If you added or removed headings or other table of contents entries in your document,
you can quickly update the table of contents.

1. On the References tab, in the Table of Contents

group, click Update Table.
2. Click Update page numbers only or Update
entire table.

III.5.3 DELETE A TABLE OF CONTENTS

1. On the References tab, in the Table of Contents group, click Table of

Contents.
2. Click Remove Table of Contents.

III.6 PRINT PREVIEW

Once you have completed all formatting for the entire document, now is the time to sit
back and take stock of your work. Because of advanced WYSIWYG feature (What You
See Is What You Get) in-built in Ms-Office, you can see a preview, on screen of what you
wish to print. In most case the preview would give you an exact replica of what your
printer would print. This is helpful by making sure that your document looks exactly
the way it should, before you finally print it.

Choose Print Preview command from Printcommand from Office button.

Do
this

After this command, if you are happy with what you see, go ahead and print the
document. If not, go back to the main screen by clicking on Close button and make
necessary changes.

III.7 PRINT

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Now is the time to actually print our great piece of work!

! Before print

Be sure that your printer is well connected and really configured to your computer.

Choose Print command from Office button.

1. Printer name box:displays the printer name in

which you are using.

2
3
2. Page range
All: print all pages of your document.
Current page: print one and only page containing
the cursor
Pages:
Ex. 1-5: print from 1 to 5th page
3, 8: pint two pages, the third and the 8th.
1,3,5-12: Print the first, the third and from 5 to 12th pages
3. Copies:with copies the number to insert, the number of the same copies you will get.

III.8 SOME ADVANCED WORD FEATURES

III.8.1WRITE OR INSERT AN EQUATION

You can type an equation in your document or insert an equation in the following
ways:

Choose from a list of frequently used or preformatted equations

Insert or type symbols

Insert commonly used mathematical structures

III.8.1.1 WRITE AN EQUATION

To write an equation, you can use Unicode character codes and Math AutoCorrect
entries to replace text with symbols. For more information, see character. When you
type an equation, Word automatically converts the equation into a professionally
formatted equation.

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1. On the Insert tab, in the Symbols group, click the arrow next to Equations,
and then click Insert New Equation.

2. Type an equation.

III.8.1.2 INSERT A FREQUENTLY USED OR PREFORMATTED EQUATION

On the Insert tab, in the Symbols group, click the arrow next to Equations,
and then click the equation that you want.

III.8.1.3 ADD AN EQUATION TO THE LIST OF FREQUENTLY USED EQUATIONS

1. Select the equation that you want to add.

2. Under Equation Tools, on the Design tab, in the Tools group, click
Equation, and then click Save Selection to Equation Gallery.

3. In the Create New Building Block dialog box, type a name

4. for the equation.

5. In the Gallery list, click Equations.

6. Select any other options that you want.

III.8.1.4INSERT A COMMONLY USED MATH STRUCTURE

1. On the Insert tab, in the Symbols group, click the arrow next to Equations,
and then click Insert New Equation.

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2. Under Equation Tools, on the Design tab, in the Structures group, click the
structure type that you want, such as a fraction or a radical, and then click the
structure that you want.

3. If the structure contains placeholders, click in the placeholders and type the
numbers or symbols that you want. Equation placeholders are small, dotted
boxes in an equation.

III.8.2. PROTECTION OF WORD FILES

III.8.2.1 SET A PASSWORD TO OPEN OR MODIFY A DOCUMENT

In the 2007 Microsoft Office system, you can use passwords to help prevent other
people from opening or modifying Microsoft Office Word 2007 documents, Microsoft
Office Excel 2007 workbooks, and Microsoft Office PowerPoint 2007 presentations.

What do you want to do?

Set a password for a document

Change a password

Remove a password

SET A PASSWORD FOR A DOCUMENT

To allow only authorized reviewers to view or modify your content, you can help
secure your entire document with a password.

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1. Click the Microsoft Office Button, and then click Save As.

2. Click Tools, and then click General Options.

3. Do one or both of the following:

▪ If you want reviewers to enter a password before they can view

the document, type a password in the Password to open box.

▪ If you want reviewers to enter a password before they can save

changes to the document (it is possible to open it, but only “in Read Only”
option), type a password in the Password to modify box.

IMPORTANT

Passwords should be 8 or more characters in length.

It is critical that you remember your password. If you forget your password,
Microsoft cannot retrieve it. Store the passwords that you write down in a
secure place away from the information that they help protect.

4. If you don't want content reviewers to accidentally modify the file, select the
Read-only recommended check box. When opening the file, reviewers are
asked whether or not they want to open the file as read-only.

5. Click OK.

6. When prompted, retype your passwords to confirm them, and then click OK.

7. Click Save.

CHANGE A PASSWORD

1. Do one or both of the following:

▪ Open the file using your open password and as read/write.

▪ Open the file using your modify password and as read/write.

2. Click the Microsoft Office Button , and then click Save As.

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3. Click Tools, and then click General Options.

4. Select the existing password, and then type a new password.

5. Click OK.

6. When prompted, retype your password to confirm it, and then click OK.

7. Click Save.

8. If prompted, click Yes to replace the existing file.

REMOVE A PASSWORD

1. Do one or both of the following:

▪ Open the file using your open password and as read/write.

▪ Open the file using your modify password and as read/write.

2. Click the Microsoft Office Button , and then click Save As.

3. Click Tools, and then click General Options.

4. Select the password, and then press DELETE.

5. Click OK.

6. Click Save.

7. If prompted, click Yes to replace the existing file.

III.8.3MAIL MERGE AND LETTER PREPARATION

Mail Merge is a great Word feature. Mail Merge does what it says-merges mail! To
explain further for those who haven’t still understood let us give you some examples.
Sometime or other you must have had the need to send the same document to a
large number of people. This document could be a pleasant one, like informing
people of new products and services, or informing people about change of your
address or phone numbers, or informing people that they do not have to pay their rent
any longer (We wish we received one like that!) etc. It could even be an unpleasant one,

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like asking to pay up their dues promptly (we’re sure some of us already received lots
of these!) or, informing people about some bad news (withdrawal of a faulty product or
death of a person) etc.

Now what is common in all these letters is that the SAME matter has to be sent to a
number of people. In the days of typewriters (for some of us even now) what you did
was something like this- you typed the main body of the letter on your typewriter,
leaving out space for the name and address of the recipients, ran your office boy to the
nearest Photostat shop asking him to get 100 copies made. Then you picket up each of
these copies and either manually wrote the recipient’s name and address (which is
more common) or if you are more meticulous, asked your secretary (in some case
yourself!) to type out the recipient’s name and address separately on each of these
photocopies.

Now this works fine, except for two things. One, the end product (your letter) doesn’t
exactly look beautiful (the recipient can make out exactly what you have done) and
two, next time you have to send another similar letter to these people, the entire
exercise has to be done again.

Fortunately, Mail Merge overcomes both those problems. Because of the skills learnt in
the preceding exercises, producing beautiful-looking letters can’t exactly be called
difficult. Secondly, with Mail Merge facility you can create a database of your contacts
(including friends, relatives, acquaintances etc.) and automatically merge the main
body of letter, and this database in such a manner that many personalized letters
would be generated. Each of these letters would be addressed individually to different
people and all the recipients would feel as if you have personally written the letter to
him or her.

The file that contains the form letter is called the main documentand the file
containing the database (names, addresses and other information) is called the data
source. Each entry in the database file (data source) containing details about one
person is called a record and each item of detail in this record (like name, phone
number, subscription number etc.) is called a field. So put simply, many related fields
put together form a record and many records put together is called a database.

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This is enough of theory. Let’s get down to actually doing mail merge. As said earlier,
for mail merge we have to create two files –main document and data source. Let’s begin
with the main document first…

III.8.3.1 PREPARATION OF MAILINGS:

1. Set up the main document. The main document contains the text
and graphics that are the same for each version of the merged
document. For example, the change of address a form letter.
2. Create a data source with individual recipient information. A data
source is a file that contains the information to be merged into a
document. For example, the names and addresses of the recipients of
a letter.

Practically, the new data source is created passing through Mailings tab, by clicking on

“Type New List…” from “Select Recipients” button.

Now, it appears the following form:

Important buttons:

✓ New Entry: It
helps to add more
entries.
✓ Delete Entry: is
there for deleting
a selected row
(record).
✓ Customize
To end the columns…:
data source,it click
serves for creating
“OK”. The list is saved as a database (.mdb) file that you can reuse.
the new columns
(fields).
III.8.3.2 EXECUTION OF MAILINGS:

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The mail merge process entails the following overall steps: [Using the Mail Merge task
pane]

You can use commands on the Mailings tab to perform a mail merge.[This is not my option]

You can also perform a mail merge by using the Mail Merge task pane, which leads you
step by step through the process. To use the task pane, in the Start Mail Merge group
on the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge
Wizard.

SELECTING THE DOCUMENT TYPE

1. On the Mailings tab, in the Start Mail Merge group, click Start Mail
Merge and choose “ Step by Step Mail Merge Wizard”

Mail Merge task pane is arisedwith 6 steps to accomplish:

SELECT DOCUMENT TYPE

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Now click [2] “Next: Starting document” for starting document

SELECT STARTING DOCUMENT

Step 1 of 6:

We Step
leave2 “Letters”
of 6: option
selected by default
Under the present step, you fix
becausethe basic content
your cursor where the first data
is the same in all the
source is going to be added in the
letters or messages, but
main document already redacted.
each contains information
that is specific to the
Click individual recipient,
here for the next step such
“Selecting the recipients”
as name, address, or some
other piece of information
SELECT RECIPIENTS

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Step 3 of 6:

Because our database file is created and

stored somewhere: the option Use an
existing list is ok;now select recipient
list file by (3)
clicking on (3).

↠ this help you to browser the data

source, then click “Open” and then “OK”
in Mail Merge Recipients window.

This step is already

realized by creation of
CUSTOMIZED MERGE FIELDS FROM DATA SOURCEmain
INTO THE MAIN
document, DOCUMENT
except…

Step 4 of 6:

Click “More items” hyperlink.

By a click on it, you must be
sure that your cursor is in
appropriate place for adding a
recipient. (One by one by
clicking on “Insert” then “Close”
of “Insert Mail Merge” window).

Click “Next”.

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PREVIEW YOUR LETTER

Next to complete
the merge

Step 5 of 6:

COMPLETE THE MERGE & EDIT From the first letter INDIVIDUAL
LETTERS…
to the last one, you
can preview your
work. For good
understanding read
also the task pane
on left side.

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Step 6 of 6:

Now, your Mail Merge is ready

to produce your letters.

Then click “Edit individual

letters…”

Finally, click “OK” before

choosing one among the
options given in the small
window above.

The result will be a set of

documents which you can print
or save.

III.8.3.3 SUMMARY AND EXERCISES:

WHAT HAPPENS?

✓ When you add placeholders, called mail merge fields, to the

document

The placeholders, such as address and greeting, are called mail merge fields. Fields in
Word correspond to the column headings in the data file that you select.

Columns in a data file represent categories of information. Fields that you add to the
main document are placeholders for these categories.

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Rows in a data file represent records of information. Word generates a copy of the
main document for each record when you perform a mail merge.

By putting a field in your main document, you indicate that you want a certain category
of information, such as name or address, to appear in that location.

NOTE When you insert a mail

merge field into the main document,

the field name is always surrounded

by chevrons (« »). These chevrons do

not show up in the merged

documents. They just help you

distinguish the fields in the main

document from the regular text.

✓ When you merge

When you merge, information from the first row in the data file replaces the fields in
your main document to create the first merged document. Information from the second
row in the data file replaces the fields to create the second merged document, and so
on.

WORKING WITH EXERCISES: AUCA,CHANGE OF ADDRESS

CHAPTER IV: MICROSOFT EXCEL PROGRAM

[Using Microsoft Office Excel 2007 program]

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IV.0 INTRODUCTION TO EXCEL PROGRAM

If the job at hand requires lot of lists, tables, financial calculations, analysis and graphs,
Excel is just the package for you.

EXCEL is great at organizing all types of data, but it is the numerical data where Excel is
in its home turf. Since most of times you not only need a tool for storing and managing
data but also analyzing and querying data, Excel’s powerful features help you do all
this, and more. In case you have used Ms Word (which is part of the same Ms Office
bundle suite), you would notice the striking similarity between the two packages. The
menus, toolbars and icons are very similar to each other.

IV.1 BASIC SKILLS

A bad beginning makes a bad ending.

In this session I teach you the absolute basics you need before you can start to do useful
work with Excel 2007.

I don’t assume that you have any previous exposure to Excel (in any version) so I have to
include some very basic skills.

If you’re moving to Excel 2007 from an earlier version this session will demystify Micro-
soft’s new fluent user interface (Ribbon).

IV.1.1 START EXCEL

If you are using Windows XP the procedure is almost the same as described here. You
should be able to figure out the differences!

1. Click the Windows Start Button at the bottom left of your screen.
2. Click the All Programs item at the bottom of the pop-up menu.
3. Scroll down the list and click on the Microsoft Office item.
4. Choose Microsoft Office Excel 2007 to start the application.

Excel starts and is displayed on the screen:

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IV.1.2 MAXIMIZE, MINIMIZE AND CLOSE THE EXCEL WINDOW

For now let’s explore the big picture by looking at how the Excel window can be sized
and moved. The details will come later.

1. Understand the Maximize, Minimize and Restore Down buttons

At the top right corner of the Excel window you’ll see three buttons.

The buttons that you see will depend upon how the Excel window was left last time the
application closed down.
Normally the Excel screen is maximized to fill the screen and you’ll see:

But if you had reduced the size of the Excel window so that it didn’t fill the screen you’ll
see this instead:

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▪ Maximize makes the Excel window completely fill the screen.

▪ Minimize reduces Excel to a button on the bottom task bar.

Click this button again to restore the window to its previous size.
▪ Restore Down makes the Excel window smaller allowing you to re‐size the
window.
2. Close Excel

There are two common ways to close down Excel and three lesser used methods (see
sidebar). Most people will use one of the following methods:

Click on the Close button at the top right of the Excel application window.
OR
Click on the Office button at the top left of the screen and then click on the Exit Excel
button at the bottom right of the dialog.

IV.1.3 UNDERSTAND THE APPLICATION AND WORKBOOK

Excel can be thought of as a frame (the Application window) containing one or more
Workbook windows. Most of the time, you will work with one Application window
containing one Workbook window.

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The screen grab above shows the normal way of working. The Workbook window is
maximized within the Application window.

Understand the two close buttons

You’ve probably noticed that there are two close buttons on screen. One for the
Application window, and one for the Workbook window. How these buttons work is
quite quirky.

Application close button

✓ Closes both the application and workbook windows when only one
workbook is open, or no workbooks are open.
✓ Closes only the active workbook (that’s the one that is currently on
display), when more than one workbook is open.

Workbook close button

✓ Closes the workbook but always leave the application window open.

IV.1.4 OPEN AND NAVIGATE A WORKBOOK

Excel uses the analogy of a book that has many pages. In Excel terminology we use the
term: Workbook for the book and Worksheet for each of the pages.

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IV.1.4.1 OPEN THE WORKBOOK

Open Excel and then click on the Office button at the top left of the screen.
Select Open from the drop down menu. Navigate to the folder containing the files and
double click to open the workbook.

If you prefer to use the keyboard, another way to open a workbook is to hold down the
<Ctrl>key and then press the <O>key.

IV.1.4.2 GO TO CELL ZZ3 USING THE NAME BOX.

Excel uses the letter of the column and the number of the row to identify cells. This is
called the cell address. In the above example the cell address of the active cell is B3.

In Excel 2007 there are a little over a million rows and a little over sixteen thousand
columns.[Excel 2007 is big! Douglas Adams, The Hitchhikers’ Guide to the Galaxy “A compelling reason
to upgrade from Excel 2003 to the new version is the sheer size of worksheets that can now be manipulated.
Excel versions 97-2003 were limited to 65,536 rows and 256 columns. Many of my clients have needed to
overcome the “65,000 row problem” in earlier Excel versions. Until now that meant moving to Access
(Microsoft’s database management application). Excel 2007 worksheets can have up to 1,048,576 rows and
16,585 columns.”]

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You may wonder how it is possible to name all of these columns with only 26 letters in
the alphabet.

When Excel runs out of letters it starts using two: X,Y,Z and then AA, AB, AC etc. But
even two letters is not enough. When Excel reaches column ZZ it starts using three
letters: ZX, ZY, ZZ and then AAA, AAB, AAC etc.

The currently selected cell is called the Active Cell and has a black line around it. The
Active Cell’s address is always displayed in the Name Box and its contents are displayed
in the Formula Bar.

1) We can also use the Name Box to move to a specific cell.

To see this in action, type ZZ3 into the Name Box and then press the<Enter>key. You
are teleported to cell ZZ3:

2) Return to Cell A1 by pressing <Ctrl>+<Home>.

3) Go to the end of the worksheet by pressing <Ctrl>+<End>.
4) Use the Scroll Bars.
There are two scroll bars for Excel’s workbook window:
o The vertical scroll bar runs from top to bottom of the worksheet window
and allows you to quickly move up and down the worksheet.
o The horizontal scroll bar is at the bottom right hand side of the
workbook window and allows you to move to the left and right in wide
worksheets.

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IV.1.5 SAVE A WORKBOOK

1. Save the workbook

When you are editing a workbook, the changes you make are only held in the
computer’s memory. If there is a power cut or your computer crashes you will
lose any work that has been done since the last save. For this reason you should
get into the habit of regularly saving your work.

Even though we haven’t changed this worksheet, let’s save it now by clicking the Save
button on the Quick Access Toolbar at the top left of the screen.

2. Save the workbook with a different name.

i. Click the Office button and then hover over the Save As item in the
drop‐down dialog.
ii. Type the name of file into the File name text box.
iii. Click the Save button.

Notice that:
1. The name of the workbook in the title bar (at the top of the window) has now
changed indicating that you are now viewing the new workbook that you have
just saved.
2. You can see that it is possible to save your file in many different formats.

IV.1.6VIEW, ADD, RENAME, DELETE AND NAVIGATE WORKSHEET TABS

When you save an Excel file onto your hard disk, you are saving a single workbook
containing one or more worksheets. You can add as many Worksheets as you like to a
Workbook.

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• Move between worksheets

Look at the tabs on the bottom left corner of your screen. Notice that by default, a
workbook contains three worksheets: Sheet1, Sheet2, and Sheet3. Click on each tab in
turn to view the different worksheets.

• Add a new worksheet

Click the Insert Worksheet tab (the tiny tab next to Sheet3). A new tab appears named
Sheet4.
• Rename a worksheet
a. Double‐click the Sheet1tab.
b. Type the word Population followed by the <Enter>key.

• Delete a worksheet.

Right click on the Population tab and select Delete from theshortcut menu.

• Delete several worksheets at the same time

a. Hold down the <Ctrl>key.
b. Click each tab you want to delete in turn. Don’t select them all as it isn’t possible
to delete every worksheet in a workbook.
c. Right click any of the selected tabs and select Delete from the shortcut menu.

IV.1.7THE RIBBON

The Ribbon causes huge frustration for seasoned Excel 97 to 2003 users as everything
seems to be in the “wrong place”. “Look what they’ve done to Excel” they cry. But it’s a
better, and an entirely new, way of working.

IV.1.7.1 USE RIBBON TABS

Each Ribbon tab has its own toolkit available to you.

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By far the most important tab is the Home tab which has buttons for all of the most
common and useful features.

Click each tab in turn and view the buttons. The screen grab below has the Insert Tab
selected.

1. Exercise of understanding one tab (panel): FONT PANEL

Type the word “Test” into your worksheet. Make your cell active by pressing
“Enter” key.

Now, try clicking each of the buttons and you will see the word “Test” change to
reflect your choices.

2. Minimize the Ribbon

To minimize the Ribbon in order to save screen space, click the Customize the
Quick Access Toolbar button (see sidebar) and choose Minimize the Ribbon from
the drop‐down menu. Notice how the Ribbon now takes up far less screen
space.

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An even quicker way of doing the same thing is to double‐click any of the tabs.
Double‐click once more to bring the Ribbon back to full size.

IV.1.7.2 UNDERSTAND RIBBON COMPONENTS

The Ribbon is made up of several different artifacts.

Normal button
Simply executes a command when clicked. The Bold button on the Home tab is a good
example.

Menu or gallery button

This type of button has a little down‐arrow on it. It will display a Menu or
Gallery when clicked.

Split button
This is the hardest button to understand because these buttons look almost the
same as the menu or gallery button. When you hover the mouse cursor over a
split button, the icon and drop‐down arrow highlight separately as different
“buttons within a button”.
A good example is the underline button on the Home toolbar.

Clicking the icon part of a split button (the U) will perform the default
action of the button (in this case a single underline). Clicking the arrow
part of the button will display a menu of further choices (in this case the choice
between a single and double underline).

Check box
A little square box that you can click to switch an option on or off. In this
example (from the Page Layout Ribbon) you are able to switch the gridlines on and off
for the screen display and/or the printout.

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Command group
Similar actions are grouped into a cluster. For example, every component
relating to numbers is clustered into the Number group.
Dialog launcher

Dialog launchers appear on the bottom right‐hand corner of

command groups. Dialogs offer more choice than it is possible for
the Ribbon to express graphically. Many of the dialog launchers will present a dialog
that is identical to the old dialogs from Excel 2003.

Drop down list

I often shorten this to simply “Drop Down” in this book. A drop down
is a simple menu listing several choices. If you see an ellipsis (…)
after a drop down list item this means that a dialog will be displayed after you click,
offering further choices.

Drop down gallery

This is a little like a drop down list but has graphics to visually demonstrate the effect
of each choice.

Rich menu

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The rich menu is Microsoft’s way of trying to coerce you into being braveenough to use
a feature that you might not have understood in previousExcel versions.

IV.1.8CUSTOMIZE THE QUICK ACCESS TOOLBAR AND PREVIEW THE PRINTOUT

In Excel 2007 you may have just one custom toolbar: the Quick Access Toolbar. In this
topic we’ll add some useful buttons to the Quick Access Toolbar to save a few clicks.

IV.1.8.1 ADD A BUTTON TO THE QUICK ACCESS TOOLBAR.

• Print Preview button

Print Preview is a very useful feature and you’ll probably use it a lot. Every time you
use it, however, it is going to take three clicks of the mouse. Wouldn’t it be better if you
could show a print preview with just one click?
1. Click the Customize Quick Access Toolbar
button (see sidebar).
2. Click the Print Preview item in the
drop‐down list.
A new button now appears on the Quick Access Toolbar. You are now able to Print
Preview your work with a single click of the mouse.

• Font Color button

The More Commands... option is available when you click the Customize Quick Access
Toolbar button. This enables you to add any command in Excel to the toolbar. But
there’s an easier way!
1. Click the Home tab on the Ribbon (if it isn’t already selected)

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2. Right‐click on the Font Color button in the Font Group.

3. Click Add to Quick Access Toolbar.

A Font Color button is added to the Quick Access Toolbar.

IV.1.8.2 USE PRINT PREVIEW BEFORE PRINT

Click Office→Print→Print Preview:

A preview of the how the page will print is displayed.

IV.2 DOING USEFUL WORK WITH EXCEL

IV.2.1ENTER TEXT AND NUMBERS INTO A WORKSHEET

Excel beginners tend to reach for the mouse far too often. One of the keys to productivity
with Excel is to avoid using the mouse when entering data. In this lesson we’ll quicklypo
pulate a worksheet without using the mouse at all.

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✓ Notice the difference between values and text.

Cells can contain values or text. Values can be numbers, dates or formulas (more on
formulas later). Excel usually does a great job of recognizing when there are values in a
cell and when there is text. The give a way is that text is always (by default) left aligned
in the cell and values are right aligned.

✓ Save a value into a cell.

1. Type the value 42000 into cell B5. Notice that the mouse cursor is still flashing in
the cell.

At this stage the value has not been saved into the cell.
If you change your mind, you can still undo the value by pressing the <ESC>key at the

top left of your keyboard or by clicking the Cancel button on left hand side of the
Formula Bar.

2. Decide that you want to keep this value in the cell by either pressing the <Enter>,
<Tab>or an <Arrow>key on the keyboard, or by clicking the Confirm button on
the Formula Bar.

✓ Complete the table without using the mouse.

By using the <Tab>or <Enter>key in the right place you should be able to complete
the table now without using the mouse:

Save your work as First Quarter Sales and Profit-1.

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✓ Change the text in cell B3 to January.

1. Double‐click cell B3. Notice that there is now a flashing cursor in the cell.
2. Type uary on the keyboard to change Jan to January.
3. Press the <Enter>key.
OR use the formula bar: Click once in cell B3 and then change the
text in the formula bar.

✓ Available number formats

By applying different number formats, you can change the appearance of numbers
without changing the number. A number format does not affect the actual cell value
that Microsoft Office Excel uses to perform calculations. The actual value is displayed in
the formula bar.

Click the dialog launcher of “Number” group commands from “Home” tab. The window
shows below illustrate the different categories of numbers:

✓ Exercises: How to enter those different categories of numbers

1) Currency : RWF 5,000.00

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2) Date: Sunday, November 21, 2010

3) Percentage : 75%
4) Fraction: 89/111
5) Text: 0001
6) Special
. Phone number: 07 88 44 35 87

IV.2.2 USE AUTOSUM TO QUICKLY CALCULATE TOTALS

Excel’s AutoSum feature is a really useful and fast way to add the values in a range of
cells together.
↬ Use AutoSum to calculate sales for January
Click Home->Editing-> (this is the AutoSum button).

Something interesting has happened to the worksheet:

Excel has placed a marquee around the number range that AutoSum has guessed we
want to work with. The pattern of dots that marks the boundary of the marquee is
called the marching ants.
=Sum (B4:B8) is your first glimpse of an Excel Formula. Formulas always begin with
an equals sign. This formula is using the SUM function to compute the Sum (or total) of

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the values in cells B4 toB8. Now, press the <Enter>key or click the AutoSum button
once more to display the total January sales

↬ Use AutoSum to calculate sales for New York.

1. Click Home→Editing→AutoSum.

This time AutoSum correctly guesses that you want to sum the values to the left of
cell E4:

2. Press the <Enter>key, or click the AutoSum button once more.

Save your work as First Quarter Sales and Profit-2.

IV.2.3 SELECT A RANGE OF CELLS

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IV.2.3.1 UNDERSTAND THE CURSOR SHAPES AND A RANGE

When the mouse cursor hovers over a cell there are three possible cursor shapes:
Beginners often have difficulty selecting cells and end up moving them or Auto Filling
them by mistake. Position the mouse at
the centre of cell B4 so that you see the
White Cross (select) cursor. When you
see the white cross, hold down the left
mouse button and drag down to cell B5.
You have now selected cells B4 and B5 (in Excel speak we say that you have selected
the range B4:B5).

IV.2.3.2 SELECT ADJACENT AND NON-ADJACENT ROWS AND COLUMNS

1. Open First Quarter Sales and Profit-2 from your sample files folder (if it
isn’t already open).
2. Select all of column A
Hover over the letter A at the top of the column. The button lights up and the mouse
cursor changes to a black down arrow:

Click to select the entire column. The column becomes slightly shaded and a black line
surrounds all of the cells.

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3. Select all of row 4.

To select a row, hover over the number on the left hand side of the row. The button
lights up and the mouse cursor changes to a black arrow pointing across the row:

Click to select the row.

4. Select columns B and C.

Hover over the letter at the top of column B until you see the black down arrow. When
you see the arrow, click and drag to the rightto select both columns.

5. Select rows 6 and 7.

Hover over the number at the left of row 6 until you see the black arrow pointing
across the row. When you see the arrow, click and drag down to row 7 to select both
rows.

6. Select columns A, B, C, D and E.

Sometimes you will need to select a large number of adjacent columns or rows. You
could drag across them but it is often easier to use the following technique:
1. Select Column A.
2. Hold down the <Shift>key.

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3. Select Column E.
Columns A to E are selected.

7. Select rows 4 and 6.

Perhaps you need to perform an operation on two non‐adjacent rows. To select rows 4
and 6 you need to:
1. Select row 4.
2. Hold down the <Ctrl>key on the keyboard.
3. Select Row 6.

IV.2.3.3 SELECT NONCONTIGUOUS CELL RANGES AND VIEW SUMMARY INFORMATION

Contiguous is a very impressive word! It simply means a range of cells that is split
across two blocks of cells in different parts of the worksheet.
Non‐contiguous ranges can be selected using both the mouse and keyboard. The
keyboard method may seem a little involved at first but you’ll find it much faster once
you have the hang of it.

1. Open First Quarter Sales and Profit-2 from your sample files folder (if it isn’t
already open).

2. Select the contiguous range B4:D8 with the keyboard.

When you need to select a contiguous range with the keyboard here’s how it’s done:
i. Use the arrow keys on the keyboard to navigate to cell B4
ii. Hold down the <Shift>key on the keyboard
iii. Still holding the <Shift>key down, use the arrow keys on the
keyboard to navigate to cell D8

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The contiguous range B4:D8 is selected.

3. Select the non-contiguous range B4:B8,D4:D8 using the Mouse

i. Select the range B4:B8.
ii. Hold down the <Ctrl>key and select the range D4:D8.

The non‐contiguous range B4:B8,D4:D8 is selected:

4. Select the same non-contiguous range with the keyboard.

This is a little more involved than using the simple<Shift>+<Arrow
keys>method used earlier.
Here’s how it’s done:
1. Use the arrow keys on the keyboard to navigate to cell B4
2. Press the <F8>key (it is on the very top row of your keyboard)
3. Use the arrow keys to navigate to cell B8
4. Press <Shift>+<F8>
5. Use the arrow keys to navigate to cell D4
6. Press <F8>
7. Use the arrow keys to navigate to cell D8

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8. Press <Shift>+<F8>one last time

The non‐contiguous range B4:B8,D4:D8 is selected: the same table like above is
displayed.

5. Obtain a total sale figures for January and March using the status bar.
The status bar contains summary information for the currently selected range.

Look at the bottom right of your screen. You can see the average sales and total sales
(sum of sales) for January and March:

6. View the Maximum and Minimum sales for January and March using the
status bar.
Right‐click the status bar and click Maximum and Minimum on the pop‐up menu
(see sidebar).
The status bar now also displays Maximum and Minimum values.

7. Close the workbook without saving.

IV.2.4 USE AUTOSUM TO SUM A NON -CONTIGUOUS RANGE

In the previous lesson, you learned how to view the sum of January and March sales
using the status bar. But how can you put that value onto the worksheet?
1. Open First Quarter Sales and Profit-2 from your sample files folder (if it
isn’t already open).
2. Enter the text Jan/Mar Sales in cell A10 and press the <Tab> key. The active
cell moves to cell B10.
3. Re-size column A so that it is wide enough to contain the text.
a) Hover over the line separating the letters A and B until you see the
re‐size cursor shape:

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b) When you see this shape, keep the mouse still and click and drag to the
right. Column A will re‐size as you drag. Column A will re‐size as you
drag. Make it wider so that the words Jan/Mar Salescomfortably fit in
the column:

4. Click Home→Editing→∑(the AutoSum button).

An AutoSum appears in cell B10

5. Select the range B4:B8 with the mouse.

6. Hold down the <Ctrl>key and select the range D4:D8 with the mouse.

Notice that the non‐contiguous range B4:B8,D4:D8 is shown in the AutoSum’s

formula:

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7. Press the <Enter>key or click the AutoSum button again to view the sales
for January and March in cell B10.
8. Save your work as First Quarter Sales and Profit-3.

IV.2.5 USE AUTOSUM TO QUICKLY CALCULATE AVERAGES, MAXIMUN, MINIMUM

AND COUNT

Excel’s AutoSum feature isn’t only restricted to addition. It is also able to compute
averages, maximum/minimum values and to count.
In this table we’ll use AutoSum to calculate the average sales for each month, the
maximum and the minimum sales among the three sales respectively to the three
months and we’ll count the number of sales months.
a) AVERAGE

To get the answer, press enter key.

b) COUNT

C) MAXIMUM and MINIMUM: Process the same procedures like on average or on count.

IV.2.6 CREATE YOUR OWN FORMULA

The AutoSum tool is very useful for quickly inserting Sum(), Average(),Count(), Max()
and Min() formulas into cells. Many Excel users never get any further with their
formulas than this.

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In this part of lesson we’ll create our own formulas without the use of AutoSum. You’ll
be amazed at how easy it is.

IV.2.6.1 ADVANCED SUM

↬ ADD NUMBERS IN A CELL

To do this task, use the + (plus sign) arithmetic operator. For example, if you type the
following formula in a cell:=5+10The cell displays the following result:15

↬ ADD NONCONTIGUOUS NUMBERS

To do this task, use the SUM function

Example

A B

1 Salesperson Invoice

2 John 15,000

3 John 9,000

4 Peter 8,000

5 Peter 20,000

6 John 5,000

7 NZUKIRA 22,500

Formula Description (Result)

=SUM(B2:B3, B5) Adds two invoices from John, and one from Peter (44,000)

=SUM(B2,B5,B7) Adds individual invoices from John, Peter, and NZUKIRA (57,500)

↬ ADD NUMBERS BASED ON ONE CONDITION

You can use the SUMIF function to create a total value for one range based on a value in
another range, as in the following example.

Example

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A B

1 Salesperson Invoice

2 John 15,000

3 John 9,000

4 Peter 8,000

5 Peter 20,000

6 John 5,000

7 NZUKIRA 22,500

Formula Description (Result)

=SUMIF(A2:A7,"John",B2:B7) Sum of invoices for John (29000)

=SUMIF(B2:B7,">=9000",B2:B7) Sum of large invoices greater than or equal to 9,000

(66500)

=SUMIF(B2:B7,"<9000",B2:B7) Sum of small invoices less than 9,000 (13000)

↬ ADD NUMBERS BASED ON MULTIPLE CONDITIONS

To do this task, use the IF and SUM function

Example

A B C D

1 Region Salesperson Type Sales

2 South Buchanan Beverages 3571

3 West Davolio Dairy 3338

4 East Suyama Beverages 5122

5 North Suyama Dairy 6239

6 South Dodsworth Produce 8677

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7 South Davolio Meat 450

8 South Davolio Meat 7673

9 East Suyama Produce 664

10 North Davolio Produce 1500

11 South Dodsworth Meat 6596

Description
Formula (Result)

=SUM(IF((A2:A11="South")*(C2:C11="Meat"),D2:D11)) Sum of Meat

sales in the
South region
(14719)

=SUM(IF((A2:A11="South")+(A2:A11="East"),D2:D11)) Sum of sales

where the
region is
South or East
(32753)

NOTE The formulas in the example must be entered as array formulas. After copying the example to a

blank worksheet, select the formula cell. Press F2, and then press CTRL+SHIFT+ENTER. If the formula is
not entered as an array formula, the error #VALUE! is returned.

IV.2.6.2 CREATING A FORMULA WITH OTHER MATHEMATICAL OPE RATORS

Creating formulas in Microsoft Excel is not difficult. Just combine the cell references of
your data with the correct mathematical operator.

The mathematical operators used in Excel formulas are similar to the ones used in
math class.

• Subtraction - minus sign ( - )

• Addition - plus sign ( + )
• Division - forward slash ( / )
• Multiplication - asterisk ( * )

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• Exponentiation - caret ( ^ )

• Percentage (%)
• Decimal (.)

and various comparison operators like

• Equal to ( = )
• Greater than ( > )
• Less than ( < )
• Greater than or equal to ( >= )
• Less than or equal to ( <= )
• Not equal to ( <> )

Remember:
1. Excel Order of Operations

If more than one operator is used in a formula, there is a specific order that Excel will
follow to perform these mathematical operations. This order of operations can be

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changed by adding brackets to the equation. An easy way to remember the order of
operations is to use the acronym: BEDMAS

i.e The Order of Operations like this:

Brackets, Exponents, Division, Multiplication, Addition, Subtraction.

Example: In the formula bar, you see the formula which makes the result in bold
(RWF 2,160.00)

Like in calculation of ‘Deduction’, you calculate the ‘Net salary’ by this formula: =E6-F6
in the appropriate cell where the Net Salary for Smith B. is RWF 33,840.00

N.B: So when you finish the first row in each column you have to copy the formula by
Autofill.

IV.2.6.3 DATE AND TIME FUNCTIONS

The NOW function will add both the current time and date to a spreadsheet.

✓ Excel 2007 NOW Function

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✓ Excel 2007 TODAY Function

The TODAY function adds the current date to a spreadsheet in the default format.

✓ The DATEDIF function

The DATEDIF function can be used to calculate the number of days between two dates
in versions of Excel from 97 to 2007.

An interesting point about DATEDIF is that it is an "undocumented" function which

means it is not listed with other functions under the formula tab in Excel 2007. To use
the function you must type it manually into a cell on the worksheet rather than using
the dialog box method available for other functions.

The syntax for the DATEDIF function is:

= DATEDIF ( start_date , end_date , unit )

The function has three arguments that need to be entered as part of the function:

• start_date - the first or starting date.

• end_date - the second or last date.
• unit - tells the function to find the number of days ("D"), complete months
("M"), or complete years ("Y") between the two dates.

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✓ The NETWORKDAYS function

The NETWORKDAYS function, one of Excel's Date and Time functions, can be used to
count the number of working days between two dates. The function automatically
removes weekend days from the total. Specific holidays can also be omitted.

The syntax for the NETWORKDAYS function is:

= NETWORKDAYS (Start_date , End_date , Holidays )

IV.2.7 SORT AND FILTER

IV.2.7.1 DATA SORT

Sorting data is an integral part of data analysis. You can sort data by text (A to Z or Z to
A), numbers (smallest to largest or largest to smallest), and dates and times (oldest to
newest and newest to oldest) in one or more columns. You can also sort by a custom

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list (such as Large, Medium, and Small) or by format, including cell color, font color, or
icon set. Most sort operations are column sorts, but you can also sort by rows.

Sorting data helps you quickly visualize and understand your data better, organize and
find the data that you want, and ultimately make more effective decisions.

Keep in mind that, while using Data Sort command:

⍟ The entire table, including the column headings, has to be selected for this
command to work properly.
⍟ Care should also be taken that the selected range does not contain any blank
rows or columns.

Sort path:

1) On the Home tab, in the Editing group,

click Sort & Filter,

and then click : to sort in ascending alphanumeric order;

either click : to sort in descending alphanumeric order or

click where you get the “Sort”

window:

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The result you will get after clicking “OK” is the following (in
consideration of this example):

NOTICE: The “Data Sort” operation can be realized not only by the Editing group of
Home tab but also by “Sort & Filter” group from “Data” tab.

IV.2.7.2 DATA FILTERS

Now let us try to solve another issue. Sometimes you might want a listing of only those
entries which meet certain criteria, e.g.; suppose you want the following reports:

1) Only those products, which are purchased from North.

2) A list of those products for which the Sales value is less than 6000
3) A list of those Salesperson whose names start with the alphabet ‘D’
4) A list of those products, which are supplied by either ‘Buchanan’ or ‘Suyama’
5) A list of ‘Beverages’ products purchased from South.
6) …

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As usual commands are always preceded by selection of range. Highlight the entire
table including the column headings and data

rows.

① Choose “Filter” command from “Sort & Filter”option from Home tab.

Notice the drop-down list buttons begin shown against each column heading. Now with
the help of these buttons you can apply various conditions and get the desired output.

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By clicking on drop-down list button of “Region” column heading, you see the screen
displayed where you can realize different
filters.

i. Only those products, which are purchased from North.

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Click “OK”.

Voila! Your complete table has been filtered to select and display only those items that
are purchased from North.

ii. A list of those products for which the Sales value is less than 6000
1. Click on “Sales” column heading.

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2. By clicking on “Less Than”, the below window will be displayed, and then type
“6000” in the appropriate text box:

3. Click OK for printing the result.

iii. A list of those Salesperson whose names start with the alphabet ‘D’
1. Click on “Salesperson” column heading.

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2. And then, click “Begins with…”, this window is displayed, and enter the
letter ‘D’:

3. Click OK to get this result.

iv. A list of those products, which are supplied by either ‘Buchanan’ or ‘Suyama’
1. Click on “Salesperson” column headingto check in two box (for Buchanan and
for Suyama)

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2. Click OK to print the result.

3. A list of ‘Beverages’ products purchased from South.

To realize this exercise, you have to combine to similar operation:
1. Process as in the first exercise, and print the ‘Beverages’ purchased, and
then;
2. In the result found filter again the products from South.
This will be the final result:

IV.2.8 SUBTOTALS IN A LIST OF DATA IN A WORKSHEET

IV.2.8.1 INSERT SUBTOTALS

Still using our sample:

1. Be sure that your list is sorted alphabetically (in the column where the subtotal is
going to work with).
2. You can now calculate subtotals and grand totals in a list for a column by using the
Subtotal command in the Outline group on the Data tab.

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Practice example:[Here we suppose to work on a sorted list as is presented in the excel table down]

Question: Calculate the subtotal (based on sales) for each region.

[Subtotals are calculated with a summary function, such as Sum or Average, by

using the SUBTOTAL function. You can display more than one type of summary
function for each column].

Click “OK”, then the following screen is displayed:

IV.2.8.2 SHOW/HIDE DETAILS

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IV.2.8.2.1 HIDE DETAILS

Still on selected list (as shown above), click from Outline group on the Data tab, or
click to one by one of those Outline symbols .

Your result (output) will be like this:

IV.2.8.2.2 SHOW DETAILS

Always, your list is selected (as shown above), click , or click to one by one
of those Outline symbols .

IV.2.8.3 REMOVE SUBTOTALS

When you remove subtotals, Microsoft Office Excel also removes the outline and any
page breaks that you inserted into the list along with the subtotals.

1. Click a cell in the list (or select the whole list) that contains a subtotal.
2. On the Data tab, in the Outline group, click Subtotal.
3. The Subtotal dialog box is displayed.

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4. Click Remove All button.

IV.2.9 CHARTS AND GRAPHICS

IV.2.9.1 INTRODUCTION TO CHARTS

Charts (also called graphs) are one of Excel’s most powerful features.

⍟ They are used to display series of numeric data in a graphical format to make it
easier to understand large quantities of data and the relationship between
different series of data.
⍟ They help to display data in ways that are meaningful to your audience. The last
one will be informed about inventory levels, organizational changes, sales
figures, and much more.

Microsoft Office Excel 2007 no longer provides the chart wizard. Instead, you can
create a basic chart by clicking the chart type that you want on the Microsoft Office
Fluent user interface Ribbon.

If you have Office Excel 2007 installed, you can also take advantage of the powerful
Excel charting functionality in other 2007 Microsoft Office system programs, such as
Microsoft Office PowerPoint 2007 and Microsoft Office Word 2007.

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IV.2.9.2 CREATING CHARTS IN EXCEL

To create a chart in Excel, you start by entering the data for the chart on a worksheet.
The data can be arranged in rows or columns — Excel automatically determines the
best way to plot the data in the chart.

We keep the same sample: the summary of sales from the subtotals.

Practice example: Creation of 2-D column chart2

Select your table—Choose Insert tab—then go and choose one sample of column
command from Chartsgroup.

IV.2.9.3 MODIFYING A CHART: CHART LAYOUTS

Really, our graphic hasn’t a title (or has the wrong title) either an axis title.

To create a professional-looking chart that displays the details that you want, you can
modify the chart, apply predefined styles and layouts, and add eye-catching formatting.

By selecting your chart, the following options of “Chart Tools-Design” are clear.

2 2-D column chart means a chart with two dimension (horizontal axis and vertical axis)

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Now, I choose one layout (the 9th):

The following chart to modify is

displayed:

After modifying by selecting each element of above chart, the next screen corrected is
presented here down:

IV.2.9.4CHART ELEMENTS

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A chart has many elements. Some of these elements are displayed by default; others
can be added as needed. You can change the display of the chart elements by moving
them to other locations in the chart, resizing them, or by changing the format. You can
also remove chart elements that you do not want to display.

The chart area of the chart.

The plot area of the chart.

The data points of the data series that are plotted in the chart.

The horizontal (category) and vertical (value) axis along which the data is
plotted in the chart.

The legend of the chart.

A chart and axis title that you can use in the chart.

IV.2.9.5 CHART TYPES

When you want to create a chart or change an existing chart, you can choose from a
wide range of chart subtypes available for each of the following chart types.

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Let us discuss only first 5 types:

•
Column charts:Data that is arranged
in columns or rows on a worksheet
can be plotted in a column chart.
• Line charts: Data that is arranged in
columns or rows on a worksheet can
be plotted in a line chart.
• Pie charts:Data that is arranged in
one column or row only on a
worksheet can be plotted in a pie
chart.
• Bar charts: Data that is arranged in
columns or rows on a worksheet can
be plotted in a bar chart.
• Area charts: Data that is arranged in
columns or rows on a worksheet can
IV.2.9.6 USE CHARTS IN YOUR PRESENTATION:
be plotted in an area chart.Using Ms office PowerPoint

→ If Microsoft Office Excel 2007 isn't installed on your computer, you will not be able
to take advantage of the advanced charting capabilities in the 2007 Microsoft
Office system.
→ If Office Excel 2007 is not installed, when you create a new chart in Microsoft
Office PowerPoint 2007, Microsoft Graph opens. A chart then appears with its
associated data in a table called a datasheet.
→ If Office Excel 2007 is installed, you can add a chart or graph to your presentation
in one of two ways:

You can embed and insert a chart in your presentation When you
embed data from a chart in PowerPoint, you edit that data in Office Excel 2007,
and the worksheet is saved with the PowerPoint file.

How to do?

o You open “Ms PowerPoint 2007” as you do it for Ms Excel or Ms Word.

o You go to “Insert tab” and then click on “Chart” command of
Illustration group.
o Choose ‘Column’template and click ‘OK’ button.

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o Change the data of Excel table as you want. (In the conformity of data in
your table)

NOTICE:
Any change to the sample in Excel will affect automatically the chart in PowerPoint.

You can paste an Excel chart into your presentation and link to data in
Office Excel 2007 When you copy a chart from Office Excel 2007 and paste it
into your presentation, the data in the chart is linked to the Excel worksheet. If
you want to change the data in the chart, you must make your changes to the
linked worksheet in Office Excel 2007.

What to do?

o Create a new slide in PowerPoint: Go to Home tab, choose one template (For
instance Blank) from New slide of slides group.

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o Copy the chart realized from Excel to your new Blank slide

o Then, ‘Chart Tools->Design’ if you need to Edit Dataor to Switch

Row/Column

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o Resize your graphic, and then press F5 key (of your keyboard) to show your
slide in the whole screen. Or Esc key to go back (previous screen).

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CHAPTER V. MS ACCESS

Ms Access is a database management tool that enables one to have good command of
data collected. The programme enables one to retrieve, sort, summarize and report
results speedily and effectively. It can combine data from various files through creating
relationships, and can make data entry more efficient and accurate.
Microsoft Access (MS Access) enables one to manage all important information from a
single database file. Within the file, one can use:
I. Tables to store your data. •
II. Queries to find and retrieve specific data of interest. •
III. Forms to view, add, and update data in tables. •
IV. Reports to analyze or print data in a specific layout. •
V. Data access pages to view or update, the data.
In MS Access, data is stored once in one table, but can be viewed from multiple
locations. When the data is updated in a Table, Query or Form, it is automatically
updated everywhere it appears
Establishment of Ms Access database
All Ms Access databases files are saved with extension. .mdb/.accdb. A database should
have a separate table for every major subject, such as pedigree records, Production
data or Treatment information. Data should not be duplicated in multiple tables.
Microsoft Access provides three methods to create a database
1. Database Wizard (though easy, the wizard offers limited options to
customize the database).
2. Using a template (This method works best if one can find and use a
template that closely matches the specific requirements)
3. Creating a database directly (This is the most flexible method, but it
requires one to define each database element separately).
Create a new Access database [Exercise 1.A]
After creating a new database, this should be saved by the name which reflects the
content of the database. Upon saving the database, the Ms Access database window
opens with the Tables tab-active (i.e in such a way that the next activity should be to
create a table).

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Creating a table
Tables are the data storage facilities in Ms Access. Each table contains rows called
records and columns called fields. A record is a collection of facts about a particular
animal or event. Each record in a table should be unique.
To distinguish one record from another, tables can contain a primary key field. A field
is a single kind of fact that may apply to each animal or event. For example, date of
birth is a field in a table on animal information. The fields in a database have settings
that determine the
- type of data they can store,
- how the data is displayed,
- what can be done with the data.
For example, field settings can ensure that birth dates are entered with two numbers
for the month, two numbers for the day, four numbers for the year, and slashes in
between: 01/04/2006.
One important setting for fields is the data type, which could be a number, text,
currency, and date/time. The data type limits and describes the kind of information in
the field. The data type also determines the actions one can perform on a field and how
much memory the data will use.
Fields also have properties that control the details of information inside them,
including a character length, a default value, and a validation rule that makes sure the
data meets certain criteria.
Tables may be created by either:
- Table wizard,
- Design view
- Entering data in a spreadsheet.
Creating Tables using design view
Creation of a table by design view is a user customized way of making data storage
tables. Each field in the design view of a table corresponds to a column in the datasheet
view of a table.
Designing a table involves.

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- Entering unique names of the columns of the table in the “field name” column of the
design view. Names of fields and objects in Microsoft Access can be up to 64 characters
long. They can include any combination of letters, numbers, spaces, and special
characters except a period (.), an exclamation point (!), an accent grave (`), and
brackets ([ ]). They also can't begin with leading spaces
- In the Data Type column, declare the type of data that will be entered in that column.
The default is Text; or click in the Data Type column, click the arrow, and select the
data type.
- In the lower portion of the window Field properties, can be further specified.
Microsoft Access allows one to distinguish between two kinds of blank values: Null
values and zero-length strings The Required property determines whether users can
leave a field blank, resulting in a Null value. The AllowZeroLength property determines
whether Text or Memo fields can contain a zero-length string.
- Define a Primary Key field (You don't have to define a primary key, but it's usually a
good idea. If you don't define a primary key, Microsoft Access asks if you want Access
to create one for you when you save the table) - Save the table by a name of your
choice, (related to the information the table)
- Finally, close the design view to return to the database window where the columns of
the table that you have just created are displayed.
Note: To insert new fields within the table, in design view, click in the row below where
you want to add the field, and then click Insert Rows on the toolbar.
To add the field to the end of the table, click in the first blank row.
To change from one view to another, make a selection on the View menu or click the

arrow next to the View button and choose from the list that appears.
To view, enter, and change data easily and directly in a table, create a ‘form’.
Exercise 1. B
Creating data entry forms
A form is a type of a database object that is primarily used to enter or display data in a
database. Most forms are bound to one or more tables and queries in the database. A
form's record source refers to the fields in the underlying tables and queries.
A form:

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- Focuses on one record at a time

- Can display fields from more than one table
- Can also display pictures and other objects
- Can contain a button that prints, opens other objects, or otherwise automates
tasks
Data entry forms can be created either using a form wizard or in the design view. Once
a table with fields is available, it is easy to create a form using the wizard:
o Click on the forms tab
o Double click on the create form by using a wizard.
o This will lead you through a series of steps until you finish creating the form.
The form created is linked to the table and information entered in the fields of the form
is stored in the table. A form need not contain all the fields from each of the tables or
queries that it is based on.
When you open a form, Microsoft Access retrieves the data from one or more tables,
and displays it on the screen with the chosen layout in the Form Wizard, or with the
layout that you created on your own in design view. Exercise 1.C
Queries
A query is a derived item in the database meant to answer specific questions that relate
to the information in the database. Queries are handy during data processing.
To find and retrieve just the data that meets conditions that you specify, including data
from multiple tables, create a query. A query can also update or delete multiple records
at the same time, and perform predefined or custom calculations on your data. A query
requests data from the database. At its simplest, a query merely fetches all data from a
single table. But as you create more complex (and more typical) queries, you can
assemble exactly the data you want (i.e. unique sets of data that you require at any
given time). Queries can also be used to execute mathematical and logical functions to
obtain certain information in the database. Queries are derived from and linked to
tables or other queries. (Due to these linkages, they tend to largely inflate the size of
the database and should thus only be used to execute the intended functions, and
stored only if updated information is to be retrieved)
There are various types of queries for different uses:

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o Select queries- used for extracting specific information from a large multi-
information table. They can also be helpful in merging related information from
different tables.
o Make-Table queries- used for making sub tables from the main table(s) and
queries.
o Update queries- important in adding information in the fields of a Table.
o Append queries- used to copy records from one table/ query to another.
o Delete query- to PERMANENTLY remove unwanted content from the table.
NOTE: delete query should not be used unless one surely will not require the
information to be deleted.
To run a simple Select query: In the Database window, click Queries under Objects.
Click the query you want to open. Click Open on the Database window toolbar.
Caution: It's a good idea to make a copy of the data you are changing or moving in an
action query, in case you need to restore the data to its original state after running the
action query
In Design view,
- Choose the tables or existing queries that contain the fields to use
- Select and drag those fields to a grid (The fields can come from just one table,
or from multiple tables, the fields specified for a query control the data that the
query retrieves)
- Specify criteria and other settings, such as whether to sort the results
To test a new query in Design view. Just click the Run button on the Query Design
toolbar. This will switch you to the results view.
If you don't see the results you want, click the Design button to return to Design view.
Note: To stop a query in progress (after you start it), press “CTRL+BREAK”
Exercise 2.A
A query result can include data from multiple tables. To combine data from tables, you
use the Join operation The Join operation matches rows of one table with rows of
another table, based on values in those rows.
Relational Databases

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A relational database is one whose components (tables, forms, queries etc) are related
(linked). The linkages between database components are created by making
relationship links between them. The relationship can be between:
- One component and another (one-to-one relationship),
- One component related to several other components (one-to-many)
- Several database components (many-to-many).
Creation of relationships between database components reduces data redundancy and
enhances ease of access of the information.
Creation of relationships between database components When you create a
relationship between tables, the related fields don't necessarily have to have the same
names. However, related fields must have the same data type. UNLESS the Primary key
field is an AutoNumber field.
An AutoNumber field can be matched with a Number field only if the FieldSize
property of both of the matching fields is the same. For example, you can match an
AutoNumber field and a Number field if the FieldSize property of both fields is Long
Integer. Even when both matching fields are Number fields, they must have exactly the
same FieldSize property setting.
Defining a one-to-many or a one-to-one relationship
1. Close any tables you have open. You can't create or modify relationships
between open tables.
2. Press F11 to switch to the Database Window.
3. Click Relationships on the toolbar.
4. If you haven't yet defined any relationships in your database, the Show Table
dialog box is automatically displayed. If you need to add the tables you want to
relate and the Show Table dialog box isn't displayed, click Show Table on the
toolbar.
5. Double-click the names of the tables you want to relate, and then close the
Show Table dialog box. To create a relationship between a table and itself, add
that table twice.
6. Drag the field that you want to relate from one table to the related field in the
other table.

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In most cases, you drag the primary key field (which is displayed in bold text) from one
table to a similar field (often with the same name) called the foreign key in the other
table (see the illustration below).

7. The Edit Relationships dialog box is displayed. Check the field names
displayed in the two columns to ensure they are correct.
You can change them if necessary.
Set the relationship options if necessary.
8. Click the Create button to create the relationship.
9. Repeat steps 5 through 8 for each pair of tables you want to relate.
When you close the Relationships window, Microsoft Access asks if you want to
save the layout. Whether you save the layout or not, the relationships you create
are saved in the database.
Note: You can create relationships using QUERIES as well as TABLES. However,
referential integrity isn't enforced with queries.
Exercise 2.B
NOTE Data can be imported into and exported out of access from various other
programmes, eg ascii files, MS Excel, Dbase, .rtf etc.
Reports

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Reports provide a means of organizing and summarizing data. Reports are often used
to present an overview highlighting main points and trends. A report can be a simple
list, a status report or a monthly production report.
With reports, one can prepare:
- Mailing labels for various producers
- Produce a directory
- Prepare invoices
- Present data summaries.
A report is made from the data available. There are several ways of preparing a report:
• AutoReport: the quickest way to create a report, but gives least control over
the report's structure and appearance. This automatically contains all the fields
in its data source, whether table or query.
• Report Wizard: asks you questions and creates a report based on your
answers. The Report Wizard asks which tables or queries the report will be
based on, and which fields to use from those data sources. It also asks whether
the data is to be grouped, and how it should be sorted and summarized.
• Creating a Report in Design view: Gives one control, right from the start.
Design view provides you with a toolbox from which you drag selected controls
and arrange them on a grid.
To see the report as it will appear when printed, it should be viewed in Print Preview.
Different properties may be set for a report, to change how it is viewed or printed.
For example, a report's Page Header property determines whether the page header is
printed on the page that begins with the Report Header. To view or change a report's
properties, just double-click the report selector where the rulers meet. To see more
details about a property, click that property and then press F1. To view a control's
properties, double-click the control.

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TERMS USED IN MS ACCESS

Action query: A query that copies or changes data. Action queries include append,
delete, make-table, and update queries. They are identified by an exclamation point (!)
next to their names in the Database window
Crosstab query: A query that calculates a sum, average, count, or other type of total on
records, and then groups the result by two types of information: one down the left side
of the datasheet and the other across the top
Database window: The window that appears when you open an Access database or an
Access project. It displays shortcuts for creating new database objects and opening
existing objects
Datasheet view: A window that displays data from a table, form, query, view, or stored
procedure in a row-and-column format. In Datasheet view, you can edit fields, add and
delete data, and search for data
Data type: The characteristic of a field that determines what type of data it can hold.
Data types include Boolean, Integer, Long, Currency, Single, Double, Date, String, and
Variant
Design view: A window that shows the design of these database objects: Tables,
queries, forms, reports, macros and data access pages. In design view one can create
new database objects and modify the design of existing ones.
Field data type: A characteristic of a field that determines what kind of data it can
store. For example, a field whose data type is Text can store data consisting of either
text or number characters, but a Number field can store only numerical data
Field properties are a set of characteristics that provide additional control over how
the data in a field is stored, entered, or displayed. Which properties are available
depends on a field's data type.
Foreign key: One or more table fields (columns) that refer to the primary key field or
fields in another table. A foreign key indicates how the tables are related
Primary key: One or more fields (columns) whose values uniquely identify each
record in a table. A primary key cannot allow Null values and must always have a
unique index. A primary key is used to relate a table to foreign keys in other tables

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Relationship: an association that is established between common fields (columns) in

two tables or other components of a database
Relationships window: A window in which you view, create, and modify relationships
between tables and queries
Referential integrity: Rules that you follow to preserve the defined relationships
between tables when you enter or delete records
Select query: A query that asks a question about the data stored in your tables and
returns a result set in the form of a datasheet, without changing the data.

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MICROSOFT ACCESS PRACTICAL

Exercise 1 1.A. Create a blank access database and save it under a name of your choice
on the computer
1. Click New on the toolbar.
2. In the New File task pane, under New, click Blank Database.
3. In the File New Database dialog box, specify a name and location for the
database, and then click Create
1.B. Create 2 tables in Design view, where you can add fields, define how each field
appears or handles data that would be suitable for entry of the table of data given
- Table 1. Pedigree data
- Table 2. Production data

1. C. Create 3 forms based on the data given

Form number 1: To ease entry of Pedigree data
Form number 2: To enable entry of information on dates
Form number 3: To enable entry of performance information
Key in data given using the forms designed

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Exercise 2
2.A. Create a Query to:
- Extract years from data
- Extract months
- Create a Herd-Year-Season effect
Create a new table from the results of the query
2.B. Create a query with relationships using information from table created in Exercise
2.A. and Table 2-Pedigree data.

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Create a table with both production, calculated and pedigree information that can be
used for data analysis For More information, and an example database, use Access help,
where there is a database called Northwind, given as an example.

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CHAPTER VI. INTERNET

INTERNET: It is a large network of networks that covers the whole world and enables
millions of computers from different organizations and people to communicate
globally.
Importance of Internet
The importance of internet can be seen through its contribution to:
a) Research activities
b). News and information dissemination.
c) Leisure
d). Communication.
e) Business Transactions, etc.
Requirements for Internet Connectivity
(a) Telecommunication facilities
Internet relies on telecommunication facilities like telephone lines, telephone
exchange station and satellite transmission in order to cover the whole world.
(b) Modem (Modulator-Demodulator)
It is a special digital to analog interface card that changes data from digital to
analog so as to be transmitted on telephone lines and on receiving end the data
is changed from analog to digital for the computer to understand.
(c) Internet Service Providers (ISP’s)
These are companies that offer internet services to end users. They provide the
Internet services to end users at a fee.
Examples of ISP in Rwanda include:

BSC, MTN RWANDA, Airtel, Liquid Telecom, KTN Rwanda,…

(d) Internet Software

Internet software help facilitate your access to the Internet. To achieve
communication between computers special software called Protocol is needed.
INTERNET SERVICES
1. E-mail
This is the exchange of electronic letters, data and graphics on the internet.
2. Electronic Learning (E-learning)
This is learning through interaction with special programs on the computer.
3. Electronic Commerce (e-commerce)
It refers to buying and selling of goods and services over the internet.
4. World Wide Web (WWW)

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In order to connect a network to the internet, the local area network needs an internet
server. This server is given the name world wide web (www) and has all the
information which others on the internet access.

ACCESSING THE INTERNET

Software applications that enable the user to access information on the internet are
called Web Browsers. Examples of web browsers include:
✓ Mozilla Firefox
✓ Netscape Navigator
✓ Google Chrome
✓ Opera
✓ Internet Explorer
✓ Netscape Navigator
✓ Safari
Login/ Sign In
To access a website, type the full address of the website on the address bar, then press
the enter key.
Surf/ Browse
Surfing/ Browsing is the process of accessing Internet resources like web pages and
websites.
Hyperlinks
A hyperlink is a text or picture on an electronic document that causes other web pages
to open when the link is clicked.
Search Engine
This is a program that searches documents for specified keywords and returns a list of
the documents where the keywords were found. Examples of search engines
include: Google, Yahoo, Bing, Ask, WebCrawler, etc.
Downloading
This refers to the process of transferring information from the internet to a local
storage e.g. a computer, flash disk, etc.
Uploading
Refers to the process of transferring a file /files from your computer to the Internet.
ELECTRONIC MAIL (E-MAIL)
Electronic mail refers to the sending and receiving of electronic letters and documents
on the internet.
E-MAIL SOFTWARE
E-mail software falls under communication software that are designed to help the user
to read and send individual text documents on the internet so long as the sender and
receiver have an e-mail address. Examples of e-mail software include: Gmail, yahoo,
hotmail, outlook express, thunderbird, etc.
E-MAIL FACILITIES
MAILS

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a) Checking Mail
In order to check mail the user has to open the e-mail account by providing the
correct username and password. In e-mail account, click the Inbox command to
view a link list of all received mails.
b) Compose a Mail
Composing implies writing. To compose a message, click the Compose command.
c) Send Mail
To send mail, type the correct e-mail address of the recipient, and then
click Send command.
d) Forward Mail
A received mail can be forwarded to another recipient. After reading, click
the Forward command and then provide the address of the recipient.
2.FILE ATTACHMENT
E-mail software enables a person to attach other files like pictures, music, movie
clips, etc to an e-mail for sharing with others before sending. The source of attached
files can be from the hard disk or other storage devices.
3. ON- LINE MEETING
It is possible to hold an on-line meeting with people by sending mails to them e.g.
on-line interviews may involve a person sending electronic mail composed of
interview questions to a recipient who can read and answer back.
4. TELEPHONE MESSAGES
Wireless Access Protocol (WAP) makes it possible to send e-mail to a mobile
handset and a mobile message to e-mail account.
5.CONTACT MANAGEMENT
Most mail programs allow the user to develop an address book which holds contact
information like e-mail address of different people.
E-MAIL ADDRESS FORMAT

A typical e-mail address would look like this: [email protected]

auca is the username and is usually created by the user during e-mail account
registration.

@ is the symbol for “at” which separates the user name from the rest of the
address.

Yahoo.com is the name of the host computer in the network i.e. the computer
on which the e-mail account is hosted.

Com identifies the type of organization offering a particular service(s) and is

called the domain, meaning it is a commercial institution.

OTHER COMMONLY USED DOMAINS INCLUDE:

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E-MAIL COMPOSE WINDOW

A typical e-mail compose window has three basic elements:
1.HEADER: The e-mail header is made up of the following parts:
(a) Addresses of the Recipients: The e-mail recipients can be more than one.
(b) Subject: Presents the topic of the message.
(c) Attachment: Files attached from other programs such as word processors and
spreadsheets.
2. MESSAGE: This is the content of the email. It is typically short and to the point. It
may include text and graphics.
3. SIGNATURE: The signature provides additional information about the sender such
as full name, address and telephone number.
ATTACHING FILES INTO AN E-MAIL
1. Click the Attachment button on the toolbar.
2. In the Dialog box that appears, select the file/ files to attach.
3. Click Attach button to attach the files.

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TABLE OF CONTENTS

COURSE GUIDELINE............................................................................................................................................. i

1. COURSE Description ................................................................................................................................................i

2. PREREQUISITE ...........................................................................................................................................................i

3. COURSE Requirements ......................................................................................................................................... ii

4. SOFTWARE (Requirement in the computers’ classroom) ....................................................................... ii

5. COURSE Objectives ................................................................................................................................................. ii

6. INSTRUCTIONAL TECHNIQUES .......................................................................................................................... ii

7. EVALUATION AND ASSIGNMENT SUBMISSION ........................................................................................... iii

8. ACADEMIC INTEGRITY ......................................................................................................................................... iii

9. ATTENDANCE .......................................................................................................................................................... iii

CHAPTER 0: INTRODUCTION TO COMPUTER APPLICATIONS ....................................................................... 1

0.1 Who need computers?........................................................................................................................................ 1

0.2 Computer definition and related concepts ................................................................................................ 1

CHAPTER I: COMPUTER SYSTEM ...................................................................................................................... 4

I.0 COMPUTERS FUNDAMENTAL ........................................................................................................................... 4

I. 1 THE COMPUTER SYSTEM ................................................................................................................................... 4

I.1.1 HARDWARE: UNDERSTANDING THE PARTS ................................................................................... 5

I.1.2 COMPUTER SOFTWARE ................................................................................................................. 11

CHAPTER II: HOW TO TYPE WITHOUT LOOKING? ........................................................................................ 1

II.1 TOUCH TYPING BASICS ..................................................................................................................................... 1

II.2 FINGER POSITIONS .............................................................................................................................................. 1

II.3 TYPING INSTRUCTIONS..................................................................................................................................... 2

II.4 ERGONOMICS......................................................................................................................................................... 2

CHAPTER III: WORD PROCESSING .................................................................................................................... 4

III.1. GETTING FAMILIAR WITH MICROSOFT WORD 2007 FOR WINDOW ............................................. 4

III.1.1 STARTING MICROSOFT WORD 2007 PROGRAM ........................................................................... 4

III.1.2 DIFFERENT COMPONENTS OF MICROSOFT WORD 2007 WINDOW ........................................... 5

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III.2 How to type in Word? ....................................................................................................................................... 8

III.2.1 Typing text ........................................................................................................................................ 9

III.2.2 SOME “DON’TS” ................................................................................................................................ 9

III.3 FIVE FUNDAMENTAL OPERATIONS IN WORD ....................................................................................... 10

III.3.1 New document ................................................................................................................................ 10

III.3.2 SAVING DOCUMENTS ..................................................................................................................... 12

III.3.3 CLOSING THE DOCUMENT ............................................................................................................ 13

III.3.4 OPENING THE DOCUMENT ........................................................................................................... 14

III.3.5 EXITING MS WORD......................................................................................................................... 15

III.4 TEXT MANIPULATION AND TABLE FORMATTING ............................................................................... 16

III.4.1 FORMATTING A TEXT .................................................................................................................... 17

III.4.2 TABLES .......................................................................................................................................... 23

III.4.3 OTHER MANIPULATIONS ........................................................................................................... 28

III.5 TABLE OF CONTENTS ...................................................................................................................................... 39

III.5.1 Definition and Creation of Table of contents ................................................................................ 39

III.5.2 Update the table of contents .......................................................................................................... 40

III.5.3 Delete a table of contents ............................................................................................................... 41

III.6 PRINT PREVIEW ............................................................................................................................................... 41

III.7 PRINT ................................................................................................................................................................... 41

III.8 SOME ADVANCED WORD FEATURES ......................................................................................................... 42

III.8.1WRITE OR INSERT AN EQUATION ................................................................................................. 42

III.8.2. PROTECTION OF WORD FILES ..................................................................................................... 44

III.8.3MAIL MERGE AND LETTER PREPARATION .................................................................................. 46

CHAPTER IV: MICROSOFT EXCEL PROGRAM ................................................................................................. 54

IV.0 INTRODUCTION TO EXCEL PROGRAM ...................................................................................................... 55

IV.1 BASIC SKILLS ...................................................................................................................................................... 55

IV.1.1 Start Excel........................................................................................................................................ 55

IV.1.2 MAXIMIZE, MINIMIZE AND CLOSE THE EXCEL WINDOW .......................................................... 56

IV.1.3 Understand the Application and Workbook ................................................................................. 57

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IV.1.4 OPEN AND NAVIGATE A WORKBOOK .......................................................................................... 58

IV.1.5 Save a workbook ............................................................................................................................. 61

IV.1.6view, ADD, rename, delete and navigate worksheet tabs ............................................................. 61

IV.1.7the Ribbon ........................................................................................................................................ 62

IV.1.8Customize the Quick Access Toolbar and preview the printout .................................................. 66

IV.2 DOING USEFUL WORK WITH EXCEL .......................................................................................................... 67

IV.2.1Enter text and numbers into a worksheet ..................................................................................... 67

IV.2.2 Use AutoSum to quickly calculate totals ....................................................................................... 70

IV.2.3 SELECT A RANGE OF CELLS........................................................................................................... 71

Beginners often have difficulty selecting cells and end up moving them or Auto Filling them by
mistake. Position the mouse at the centre of cell B4 so that you see the White Cross (select) cursor.
When you see the white cross, hold down the left mouse button and drag down to cell B5. You have
now selected cells B4 and B5 (in Excel speak we say that you have selected the range B4:B5). ........ 72

IV.2.4 USE AUTOSUM TO SUM A NON-CONTIGUOUS RANGE ................................................................ 76

IV.2.5 USE AUTOSUM TO QUICKLY CALCULATE AVERAGES, MAXIMUN, MINIMUM AND COUNT .... 78

IV.2.6 CREATE YOUR OWN FORMULA .................................................................................................... 78

IV.2.7 SORT AND FILTER .......................................................................................................................... 85

IV.2.8 SUBTOTALS IN A LIST OF DATA IN A WORKSHEET .................................................................... 93

IV.2.9 CHARTS AND GRAPHICS ................................................................................................................ 96

CHAPTER V. MS ACCESS ................................................................................................................................. 104

Terms used in MS Access ..................................................................................................................................... 112

Microsoft Access Practical .................................................................................................................................. 114

CHAPTER VI. INTERNET ................................................................................................................................. 117

TABLE OF CONTENTS ..................................................................................................................................... 121

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