VISION COMPUTER TRAINING

Computer notes
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INTRONDUCTION TO COMPUTER

COMPUTER: is an electronic device or set of devices that works under control of installed
programs. It accepts raw data from outside; it processes the data so as to give out information.
DATA: is any raw fact or figures that may not make sense to the user
INFORMATION: is the processed or refined product that can be understood by the user
Advantages of computer
 Eases filing system in the office
 Speed
 Enhances communication
 Enhances business
 Enhances education through e learning and e teaching
 Enhances industrial production through computer aided manufacturer (CAM)
 Enhances entertainment
 Create self-employment

Disadvantages of computers
 Expensive
 Cuts down on employment especially when computers are introduced where manual work existed
 Computers needs experts and skills to operate and maintain
 Health hazard e. g back ache, eye sight etc.
 Volatile: they can lose huge and crucial information
 Sensitivity to dust, humidity, heat, water
 Addictive especially in games, chatting
 Most computers need electrical power
 Computer have encouraged laziness due to over reliance
TYPES OF A COMPUTER
Computer may be classified according to functionality, physical size/power processing, and purpose:
1. Functionality
A. Analogue (analog) computers
These computer deal with analog data. Analog data is that which continuous and progressively
changes value over time. These computers respond to natural occurrences’ such as temperature,
speed and pressure. They may be used in manufacturing industries to check finances condition
B) Digital computer
These computers handle digital data. Digital in that is it discrete. These means the data can be
represented as distinct values I.e. 1 or 0
C) Hybrid computer
These kinds of computers would handle both analog and digital data.
2. PURPOSE
Under purpose computer there shall be two of them; general purpose and special purpose computers.
A) General purpose computer
Designed t, perform no of tasks, these computers are installed with programs which will enable them
to handle a variety of duties. For instance, document processing calculation, accounting etc.
b) Special purpose computer
They are designed to perform only one special task. For instance, robots in CAMs belongs to this
kind of a computer.

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3. Physical size
a) Super computer
They are the biggest in size computers. They are fastest in term of speed, the most powerful terms of
the tasks they can perform at particular nanosecond and therefore the most expensive only a few
nation around the world can afford it. They would be used in complex computer engineering and also
serve other small computers in complex network.
b) Main frame computers
They are also very larger, powerful and expensive but lower than super. They are stationary in the
control room. They perform complex mathematical calculations. They a large storage capacity and
can support a number of peripheral thus require no of people to operate one. They ideal in banks,
airport, government, agencies and large organization
c) Mini computers
These are down scaled versions of the mainframe computers. Have less speed, fewer peripherals, less
powerful etc. they can be found in research institution, engineering planes, scientific laboratories etc.
d) Micro computers
These consists of relatively small, cheap and not so complicated a computer. They are also
transferable. They pose small silicon chip that analysis data. They are generally used in day to day
duties in homes, hospitals, schools etc. they are sub grouped into;
i. Personal computer (PC)
PC is operated by one person for most of it peripheral are single e. g mouse, CPU, keyboard etc. they
are usually placed on top of desk when operating thus dubbed desk top computer
ii. Laptop/notebook
These are small convenient and easily portable computer. They are placed on the lap when operating.
Laptops are multicolored and bigger than notebook. Most of these computers are extremely
expensive due to their convenience, portability and manufacturing technology. They are ideal for use
by managers, journalists, researchers etc.
iii. Palmtop computers/PDAs
These are tiny pockets computers usually placed on the palm when operating. In most cases they are
incorporated into mobile phones. They are ideal for business executive.

COMPUTERS OF GENERATION

FIRST GENERATION OF COMPUTERS

CHARACTERISTICS
1) First generation computers were based on vacuum tubes .
2) The operating systems of the first generation computers were very slow .
3) They were very large in size .
4) Production of the heat was in large amount in first generation computers.
5) Machine language was used for programming .
6) First generation computers were unreliable .
7) They were difficult to program and use.

SECOND GENERATION COMPUTERS

CHARACTERISTICS
1) Transistors were used in place of vacuum tubes.
2) Second generation computers were smaller in comparison with the first generation computers.

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3) They were faster in comparison with the first generation computers.

4) They generated less heat and were less prone to failure.
5) They took comparatively less computational time.
6) Assembly language was used for programming.
7) Second generation computers has faster input/output devices.
THIRD GENERATION COMPUTERS
CHARACTERISTICS
1) IC was used instead of transistors in the third generation computers.
2) Third generation computers were smaller in size and cheaper as compare to the second generation
computers .
3) They were fast and more reliable .
4) High level language was developed .
5) Magnetic core and solid states as main storage .
6) They were able to reduce computational time and had low maintenance cost .
7) Input/output devices became more sophisticated.

FOURTH GENERATION COMPUTERS

CHARACTERISTICS
1) The fourth generation computers have microprocessor-based systems .
2) They are the cheapest among all the computer generation .
3) The speed, accuracy and reliability of the computers were improved in fourth generation
computers.
4) Many high-level languages were developed in the fourth generation such as COBOL, FORTRAN,
BASIC, and PASCAL and C Language.
5) A Further refinement of input/output devices was developed .
6) Networking between the systems was developed .

IBM 4341, DEC 10, STAR 1000, PUP 11 and APPLE II are the examples of fourth generation
computers.

FIFTH GENERATION COMPUTERS

CHARACTERISTICS
1) The fifth generation computers will use super large scale integrated chips .
2) They will have artificial intelligence .
3) They will be able to recognize image and graphs .
4) Fifth generation computer aims to be able to solve highly complex problem including decision
making, logical reasoning .
5) They will be able to use more than one CPU for faster processing speed .
6) Fifth generation computers are intended to work with natural language

THE COMPUTER SYSTEM

Computer system comprises of all the parts that make computer phenomenon. There three major
parts of computer system:
 Hardware (devices)
 Software (programs)
 Org ware/ Live ware (user)

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Org ware/ Live ware (user)

The user is a person who operates the computer
There are three experts
 Computer operator
 Computer programmer
 Computer designer

Computer Hardware & Software.

1. Computer Hardware- only tangible parts or components of a computer, e. g. keyboard,
mouse, monitor etc.
2. Computer Software – these are step by step instructions given to a computer in order for it
to accomplish a particular tasks, they are also used as computer programs.
Classifications of Hardware
- Input devices
- Out put devices
- Processing devices
- Storage devices.

STORAGE OF DATA IN COMPUTER

Storage is measured by bytes. Bytes are units which measure space occupied by data information in
the computer and storage device. One byte is made up of 8 bits. One bit is made up of 2 digits i. e 1
and 0. In textual data, one byte is equivalent to one character.
1Bit =1 or 0
8Bits =1 Byte
1024 Byte =1 kilobyte
1024 KB =1 megabyte
1024 MB =1 gigabyte
1024 GB =1 terabyte

DRIVES AND MEMORY LOCATION

Drives
Drives are gadgets that have the ability to store information: floppy drive (drive a), hard drive (drive
c), tape drive, zip drive, jazz drive etc.
Memory location
Memory location are compartment within the computer established to store information. Example
include; desktop, my computer, document, recycle bin, file folders etc.

SYSTEM UNIT
System unit is a metallic or plastic casing that houses or protects most of the major parts that control
and define the computer. All these smaller parts are attached to the main board called mother board
or system board. Even all the peripheral are attached to the mother wood at the rare of the system
unit. Mother board has multiple circuits that enhances transportation of data and expansion slots that
allow connection of additional parts. Some of parts found on system unit are the CPU (processor),
hard disk, drives, memory chip, cards, buses etc.

THE MOUSE

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Mouse is an input device that enters instruction or retrieves commands out of the computer. Mouse is
an operating system that assist keyboard in operating computer. Mouse has two buttons;
 Left mouse button LMB
 Right mouse button RMB
The LMB is the active button for it is after issue commands in to the computer. Is the inactive button
for it is not after use when the RMB is used, it is the retrieve commands out of the computer?

How Mouse operators

An ordinary mouse has a rubber ball at its underside. The ball rolls in relation to how the device is
moved on a surface. There are two rollers that touch the ball and they roll as the ball moves. Next to
each roller is a sensor that checks the distance travelled, the direction moved and the speed of the
mouse pointer on the screen.
Techniques or action of the mouse
When the computer is operated and the mouse is used, one or more of the actions below must be
applied.
1. Click
This is briefly to press and release a mouse button so as to issue a command or select an item.
2. Double click
This is consecutively pressing LMB twice in order to issue command; i. e to open an item or to
highlight a word
3. Triple click
This is giving three consecutive taps to the LMB twice in order to issue command I. e to highlight
paragraph or an entire document.
4. Right click
This is briefly pressing the RMB (inactive button) on an item or on an area in order to retrieve
commands for application.

5. Click away
It is pointing and clicking the active mouse button outside a selection or a displayed menu in order to
deselect or to do away with it.
6. Point / select
This is to move mouse pointer on an item then click the LMB
7. Drag/drop
This is to point, press and hold down the LMB on an item to move it from a position to another
8. Highlight
This is to point and drag over a text so as to select the textual data for particular aspect.
9. Position cursor/ insertion point
It point between the characters so as to type a character
10. Resize objects
This is to point border handles of an objects and drug so as to increasing and decreasing its size
11. Move/position object
This is to point and drug the object from one position to another
THE KEYBOARD
It is another input device used to enter textual data through typing in to the computer. It can also be
used to enter commands and instruction in the computer by pressing the keys. The keys of the
keyboard may be sub-grouped into the following categories:
1. ALPHA NUMERIC KEYS

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These consist of;

The alphabets I. e (A-Z)
The numerals I. e (0-9)
The punctuation marks I. e (,.; :”)
The symbols I. e (# @ %)
The mathematical operator I. e (+-=/)
2. NUMERIC KEYPAD
This is positioned at the extreme right of the keyboard. It consists of the numerals the mathematical
operators and a few special keys. It is deal when dealing with calculations. It is activated or
deactivated by pressing the Num lock key.

3. FUNCTIONS KEYS
They include F1 through F12 and are positioned at the top most part of the keyboard. Their purpose
is to shortcut commands or they can be assigned some special duties. Sometimes they are used
together with keys to attain the duty e. g
F1 can retrieve help notes
F7 can be used to check spelling and grammar
F12 can be used to save
Alt +F4 can be used to close a program
4. ARROW KEYS
They are also referred to navigation keys. They are four of them; ARROW LEFT, ARROW
RIGHT, ARROW UP, ARROW DOWN.
Arrow keys facilitate horizontal and vertical movement to navigate through the cells; and can be
used with other keys to achieve the duty
5. SPECIAL KEYS
These are meant to perform special duties either singly or used together with other keys e. g
a) Enter key
These are two enter keys. Duties are:
 Executes commands
 Acquires the next line when typing
 Explores a folder I. e (ctrl + shift + enter)
 Crate space between the lines
B. Caps lock
Interchanges between uppercase and lowercase and vice versa
c. Space bar
It is the biggest key on the keyboard. It creates a single character space between words.
d. Delete key
Delete/ erases characters and spaces at the right of the cursor I. e forwards
Also erases selected items and text
e. Tab key
Creates set intervals between characters, word, text etc.
Navigates through the cell forwards
Navigates through the dialog box
f. Shift key
Normally used with other keys e. g
Highlight text (shift + arrow key)

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Acquires upper character in a double character key. This is a key on the keyboard where two letters
or values are place
Momentarily acquires the upper case or lowercase when typing
g. CTRL (control) key
It is always used together with other keys to achieve duties.it has the biggest combination of keys in
Ms. Window e. g
Ctrl +A highlight all
Ctrl +C copies
Ctrl +S saves
Ctrl +P prints
Ctrl +V pastes
h. Alt (alternative) key
Also used with other keys e. g
Alt +F display file menu
Alt +w displays window menu
Alt +F4 closes a running program
i. Esc (escape) key
Clears a display menu or dialog box displays start menu with ctrl I. e ctrl + esc
j. Print key
k. Home key
Takes cursor to the beginning of the line
Take cursor to the beginning of document I. e ctrl + home
l. End key
Takes the cursor to the end of the line
Takes cursor to the end of the document I. e ctrl +end
n. Page up
Scroll/ moves the page up
o. Page down
Scrolls/ moves the page down

STEPS TO START A COMPUTER

 Switch on the mains switch
 Switch on the UPS (interruptible power supply) if available
 Switch on the system unit
 Switch the monitor
 Wait for the booting process to take place
 Click the user account
 Type the password if applicable
STEPS TO SHUT DOWN THE COMPUTER
 Save and close all running program
 Log off the user account
 Click the start button
 Click shut down
 Wait for the closure
 Switch of the monitor
 Switch off the UPS if any
 Switch off the mains

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BOOTING OF THE COMPUTER

It is the process by which the computer loads the system file to prepare it elf for the org ware to
operate when power has been run into the system. This process makes the computer undergo power
on self-test (POST) to make sure the computer system is complete- no important hardware or
software is missing.
Types of booting
 Cold booting
This is turning on the computer by pressing the power button on the system unit and turning it on
again.
 Warm booting
This is forcing the computer to restart in order to rectifying minor errors within the system. It is done
by pressing ctrl + alt + Del keys. When this process repeated the computer restart.

There are various choices for closing or suspending a session

 SHUT DOWN: Close all open programs and services before powering off the computer
 STANDBY/SLEEP: save the current session to memory and put the computer into minimal power
State
 HIBERNATE: save the current session to disk before powering of the computer
 LOG OFF: close all open program and services started under the user account but leave the
computer running
 SWITCH USER: log on to another user account, leaving programs and files under the current
account open
 LOCK: Secure the desktop while leaving the running programs
 RESTART: close all open programs and services before rebooting without powering down (a soft
reset)

MALWARE
Short for malicious software, is any software used to disrupt computer operation, gather sensitive
information, or gain access to private computer systems. Malware is defined by its malicious intent,
acting against the requirements of the computer user, and does not include software that causes
unintentional harm due to some deficiency. The term badware is sometimes used, and applied to both
true (malicious) malware and unintentionally harmful software

Probably the most well-known and most common type of malware,

Viruses consist of harmful programs designed to infect legitimate software programs. Once a person
installs and runs the infected program, the virus activates and spreads itself to other programs
installed on the computer before taking further action such as deleting critical files within the
operating system. Similarly,

Computer viruses are small software programs that are designed to spread from one computer to
another and to interfere with computer operation. A virus might corrupt or delete data on your
computer, use your e-mail program to spread itself to other computers, or even erase everything on
your hard disk.

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Computer viruses are often spread by attachments in e-mail messages or instant messaging messages.
That is why it is essential that you never open e-mail attachments unless you know who it's from and
you are expecting it.

Worms are stand-alone programs that are able to transmit themselves across a network directly.
Unlike a computer virus, worms do not need to attach themselves to an existing program. However
both types of malware can cause severe damage by exploiting shared files and databases.

Other malwares

Trojan Horse. Similar to Greek mythology, Trojans present themselves as harmless, useful gifts, in
order to persuade victims to install them on your computer. Thus, Trojans typically appear as regular
software. The catch is that the Trojan comes bundled with other software that often includes a
backdoor allowing unauthorized access to your computer. Trojans do not attempt to inject
themselves into other files or applications like computer viruses instead, they use tactics such as
drive-by downloads or installing via online games in order to reach their targets.

Adware and spyware. Though not technically fitting into the virus category, at times these
programs may invade your privacy, contain malicious code and at the very least become a nuisance.
Adware is a form of financially supported malware that usually presents itself as unwanted
advertisements to the user. The Internet is filled with these types of programs that can hijack your PC
for profit, most are hidden inside so-called “free” downloads and pop-up ads that forcibly install
software on systems with active vulnerabilities.

Similarly, spyware is a type of malware that surreptitiously gathers information and transmits it to
interested parties. Information gathered includes the websites visited, browser and system
information and IP address. Spyware does not have any infection mechanisms and is usually dropped
by Trojans. Once dropped, it installs itself on the victim’s computer and will begin collecting
information silently as to avoid detection.

A zombie works in a similar way to spyware. The difference is that a zombie does not usually collect
information from the computer. Instead, it just sits there waiting for commands from a command-
and-control server controlled by the attacker. Attackers infect tens of thousands of computers,
turning them into zombies and then issuing commands so that all of them instantaneously send
network requests to a target host, overwhelming it with traffic also known as a DDoS attack or
distributed denial of service.

MICROSOFT WINDOWS
Window is a multi-user and multi-tasking operating system characterized by the graphical user
interface (GUI). It is multi-user for more than one user can operate at a go; it is multi-tasking one can
open and run several tasks at one particular time.
GUI means between the user and the computer MS windows bears graphics or pictures that represent
items so as to guide the user. MS Windows is said to be user friendly especially when compared to
other operating system. MS window is designed to operate application programs such as micro soft
word, micro soft excel, micro soft access etc. it also supports a number of operations and hardware.
Version of MS windows have been seen earlier in introduction.

COMMON FEATURES IN MS WINDOWS

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Windows has an outstanding feature known as WIMP; (window, icon, mouse, pull down/pop up
menu)
Window
The working area where the user places data is called window. Each running program opens with a
window which is normally a clear space enclosed by borders.
The borders (toolbar) provide the user with working tool or technically said commands
Icon
These are pictorial representations of item within the computer. Items involves file/document.
Folders, memory location, drives, windows interface shall be shown by its icon and a label (name).
Mouse
It is a input devices used to enter data and commands into the computer. It is a unique feature within
MS windows operating system that assists the keyboard in inputting.
Pull down/ pop-up menus
In computer menus are lists commands. Pull down menus are obtained after clicking a menu at the
menu bar. Different command shall be displayed after different menus are clicked. Pop-up menus are
obtain after right click on the space or on a item. Different commands shall be displayed depending
on different places or item right clicked.
DESKTOP
This is usually the first screen/display that will appear the moment the computer is turned on. It
usually displays icons/items such as my computer, my document. Recycle bin or any other item as
the user may choose. It is a memory location that has been customized to help the user place and
access item with much ease.
DESKTOP WINDOWS
It is the typical working environment in micro soft windows operating system whereby any program
it runs should bear.
Various parts of desktop window
 Window
This is the working/ typing area. Data (text and graphics) is placed here.
 Title bar
It is the uppermost strip of the desktop window. it contain the title of the running program, the name
of the open document/ file and the resizing button.
 Menu bar
This strip contain docket/ menus for commands. It is clicked to show a list of commands whereby
one command is chosen and applied at a time e. g file menu, edit menu, view menu etc. menu bar
also contains closing button (X) for the document/ file.

 Status bar
This displays the current activities of the running program; for instance if MS word is running the
status bar shall display the current page, section, line, column etc.
 Scroll bar
These are two
 Vertical scroll bar (VSB)
Facilitates up and down movement of the working area
 Horizontal scroll bar (HSB)
Facilitates the left and right movement of the working area
 Tool bars

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Tool bar are strips that provide the user icons meant to shortcut often applied/ used commands. There
could be several toolbar placed on the screen depending on pro running or the task being performed
but are two universal toolbars which are found almost all the basic application programs.
 Task bar
It is the strip at the bottom of the desk top window. It bears the start button, all running programs,
system calendar, system clock etc.
DIALOG BOX
These are electronic form whereby the computer user is supposed to enter details in order the
computer to complete the duty assigned. This happens when the computer needs the user to choose
from the list of items or aspects.

Components of dialog box

 Check boxes
These are small square shaped controls with labels for what aspects they stand for. They provide us
with aspects to pick for application. The user is allowed to pick one or more check boxes.
 Option button
These are round shaped controls with labels for what aspect they stand for. They provide us with
options to choose from; but only one aspect at a time unlike check box.
 Combo box
It is a list of aspect that the user can choose from one at a time. The user is also given a chance to add
an aspect.
 List box
Also a list of aspect just like combo box, when the user can choose an aspect one at time but cannot
be allowed to add an aspect.
 Text box
These are plain space sometimes with a blinking cursor where the user will be required to enter some
text. Sometimes the text box contains a defaults text which may be edited or entirely replaced.
Command button
These are provisions or controls for instruction that user applies for the computer to either execute or
terminate a specific duty. Example shall be seen yes or no, OK or cancel, save, close etc. to apply
command buttons: point then click.
Selection tab
These are stores or dockets for aspects. They see on the menu bar of the dialog box by its name.
They occurs in a chain. They design overlapping sheets to utilize the limited space of the dialog box.
Preview window
This is space on the dialogue box displays all the activities being applied by the user on a particular
text.
COMPUTER SETTING
These is a process of configuring the windows appearance in relation to the computer hardware or
software being applied. Item that can be set/ configured include the display (the monitor), mouse,
task bar, date and time, network connections, user accounts, keyboard etc.
General steps for computer setting
 Click start button
 Click control panel
 Select the item to configure
 Do the necessary changes
 Click apply click ok

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Setting individual items

Note: all the computer setting are basically accessed from the control panel
Setting screen saver
This is a program which is set to run automatically when a computer has been idle for a set/ specified
duration.
Importance of screen saver
 Security to information from intruders
 Protect the screen from tear and wear
 For advertisement
 Entertainment
Steps to set a screen saver
 Click start button
 Click control panel
 Click appearance and personalization
 Click personalization
 Click screen saver
 Select type of screen saver
 Apply the settings
 Click apply
 Click ok
Setting background/wallpaper
Wallpaper is the background pattern or picture against which desktop menus, icons, and other
elements are displayed and moved around. A wallpaper image can be in a JPEG or a GIF file format.
 Click start button
 Click control panel
 Click appearance and personalization
 Click personalization
 Click desktop background
 Select a background to apply
 Save the changes and close
Setting date and time
 Click start button
 Click control panel
 Click appearance and personalization
 Click clock, language and region
 Click date and date
 Click change date and time
 Adjust time and date appropriately
 Click ok
 Click apply
 Click ok
USER ACCOUNT
User account is facility that allows the computer user personalize (make private) some item and
operations especially where the computer is shared or operated by more than one user. There are two
types of user account:
 Administrator account
 Limited account

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Administer account allow the user to change all the computer setting but the limited account do not.
The prevention/ security is ensured by creating a password to an account
Create a new user accounts
 Click start button
 Click control panel
 Click user accounts
 Click user accounts
 Click manage another account
 Click create a new accounts
 Type the name of the account
 Choose the type of the account
 Click create account
Create password for an account
 Click start button
 Click control panel
 Click user accounts
 Click user accounts
 Click manage another account
 Select account to apply the password
 Click create password
 Type password and retype it again to confirm
 Click create password
Delete the user account
 Click the account
 Click delete the account
 Click delete the files
 Click delete the account
Switch between user accounts
 Click start button
 Click log off/switch user
 Click switch user
 Click the user’s name
 Type the password
 Press enter key
ARRANGING WINDOWS
Windows are the working environments. When several are open to run concurrently, it is important
to arrange them in some style to enhance easy access when working from one window to another.
There are two types’ windows on a typical program.
 Mother/ program window
 Document/file window
Style of arranging program windows
The user is allowed to choose any style that is friendlier to work with. Otherwise all the style are just
as good.
Vertical tilling/side by side
Programs shall be arranged left to right standing upright next to each other on the screen.
Horizontal tilling/stacked
Windows are arranged running across the screen one below each other on the screen.

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Cascading
This overlaps the windows one behind each other from top – left to the bottom- right of the screen
leaving out only the title bar.
Steps to arrange program windows
 Open all the program to run concurrently
 Right click on free space on the taskbar
 Click on the style of the arrangement
Steps to remove a style/ arrangement
 Right click on a free space on a taskbar
 Click undo (current style)
Arranging document windows
Document windows are the individual working areas on a particular program.
Steps to arrange document windows
 Open the mother program
 Open the document to run concurrently
 Click view
 Click arrange
 Click a style
 Click ok
To activate a window from an arrangement
To activate means to ready a window in order to work on it.
Steps
 Click on the title bar
OR
 Click inside the working area of the window
Move and position a window
Doing this means the user does not want to arrange the windows conventionally but his/ her way
Steps to move and position a window
 Restore the window in question
 Click and hold the LMB
 Drag and drop to a desired position

WINDOWS EXPLORER
This is a program in windows operating system that enables the computer user to organize and
manage all the items within the computer. This program explores the entire items (drives, folder, sub
folder, files/ documents, shortcuts etc.) in hierarchical manner. Window explorer is divided into 2
parts; folder’s list and contents’ list.
Open windows explorer
Method 1
 Right click start button
 Click explore
Method 2
 Right click any folder or drive
 Click explore
Method 3
 Select a folder or drive
 Press ctrl+ shift+ enter keys

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Folder’s list
This is the left part of the windows explorer. It displays all the drives, folders and sub folders either
expanded or collapsed
Content’s list
This is the right part of the window explorer. It displays the contents (drives, folders, sub-folders and
files) inside a selected item on the folder list.
Expand a folder
Any folder with other folders inside is referred to main folder or parent folder. It will be shown with
positive sign (+) to the left of it icon in the folder list
Click the positive sign to expand the folder and sub folders displayed below it.
Collapse a folder
This is hiding the sub folders back to the main folder if they were expanded
Click the negative sign (-) to the left icon of the main folder to collapse the folder
Steps to view the contents of a folder
Select the folder on the folders list
Observe the “contents list”
To arrange item within a location
Item can be arranged in the following ways:
 By name
 By type
 By size
 By modified
 By group
 By auto arrange
Stapes to arrange items
 Open the location with the items
 Click view menu
 Point arrange icon by
 Click the type of arrangement
View item with location
Item can also viewed in the following ways:
 By thumbnails
 By tiles
 By details
 By icon
 By list
Steps to view items
 Open the location with the items
 Click view menu
 Click the style to view with by
ACCESSORIES
These are down scaled programs that come with an operation system and are used to achieve specific
tasks. Examples: CD player, paint, calculator, address book etc.
Steps to open accessories
 Click start button
 Point all program
 Point accessories

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 Click one
 Accomplish the task
FILE FOLDERS
They are memory location set apart in the computer to enable storage under management of files and
even other folders. They referred to as file folders simply because they are often used to store files.
The user is permitted to create the folders. Once a folder has been created it can opened, closed,
copied, cut etc.
Steps to create file folders
Creating FF on the desktop
 Right click on the black space on the desktop
 Point new
 Click folder
 Type the name of the folder
 Click away
Creating FF from windows explorer
 Open windows explorer
 Select the location into which to create the new folder (on the folder list)
 Click file menu
 Point new
 Click folder
 Type the name of the folder
 Click away
Creating a sub folder
 Open the main or parent folder
 Point new
 Click folder
 Type the name of sub folder
 Click away

FILE AND DOCUMENTS

Files
File is a collection of related data that initially has been created in random access memory and stored
in a particular memory location. File contains basic information for storage from a source program.

Document
Document is the data within the random access memory before it has been saved
Creating file
Creating files from a source program
 Click start button
 Click a source program
 Enter or type the data
 Save the document by giving it an appropriate file name and choosing a known location
Creating a file on desktop
 Right click a blank space on the desk top
 Point new
 Click the folder

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 Click a source program

 Type an appropriate file name
 Click away
 Open the file
 Enter/ type data
 Save the changes
Creating a file into specific file folder
Open the file folder
Right click bank space
Point new
Click file to create
Type name of the file
Click away/press enter key

TO SELECT ITEMS
This is to particularize items from a list of others for a particular task such as opening, copying,
cutting, deleting etc.
Ways of selection
Single selection
Method 1
 Point and click the item
Method 2
 Press tab key and arrow keys
Selective selection
 Press and hold down shift key
 Point and click the needed item
 Release the ctrl
Group/ list selection
Method 1
 Select the 1st item
 Press and hold down shift key
 Click the last item
Method 2
 Click and hold LMB on the 1st item
 Drag over to the last item

Entire selection
Method 1
 Select the 1st item
 Press and hold down shift key
 Press A key
Method 2
 Click edit menu
 Click select all

TO OPEN ITEM

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Opening is identifying and accessing an item within the computer either for viewing or for the
purpose of working on it.
Steps to open items
Method 1
 Right click the item
 Click open
Method 2
 Double click on the item

COPY İTEMS
Copying is duplication of items from the original copy. It is important for copying saves time of
recreating similar item
Steps to copy
Method 1
 Select the item of copy
 Click edit menu
 Click copy
 Click edit menu again
 Click paste
Method 2
 Right click on the item to copy
 Click copy
 Right click bank space
 Click paste
Multiple- copying of items
This is duplication of more than one item. This method is even better than ordinary method.
Steps to multiple copy
Method 1
 Select all the item to the multiple copy
 Click edit menu
 Click copy
 Click paste
CUTTING ITEMS
Cutting is moving the items from one position to another or from one location to another
Steps to cut
Method 1 (from one position to another)
 Right click on the item to cut
 Click cut
 Right click the position to place the cut item
 Click paste
DRAG/ DROP İTEMS
This will transfer items from one position to another or from one location to another. It is more or
less like cutting of items.
Steps to drag/ drop
 Click and hold down the LMB on the item
 Move the mouse to drag to the desired position or location
 Release the mouse button to drop the item

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RENAME İTEMS
This is giving different name to an item in cases of correction or after changing contents within the
item.
Steps to rename item
Method 1
 Right click the item to rename
 Click rename
 Type the new name in the blinking cursor
 Click away
DELETE ITEMS
Deleting is erasing or doing away with unwanted items from their original locations to the recycle
bin. Items that can be deleted include folders, files, shortcut etc.
Steps to delete items

Method 1
 Select the item to delete
 Press delete key
 Click yes to confirm
THE RECYCLE BIN
It is kind of memory location usually found on the desktop where all deleted items are stored
temporarily waiting for retrieval or permanent deletion.
Retrieving item from recycle bin if an item has accidentally been deleted. It can be retrieved back to
its original location.
Method 1
 Open the recycle bin
 Select the item to be retrieved
 Click file menu
 Click restore
Permanent deletion
Permanent deletion completely does away with item out of the computer memory. This deletion is
important for it clears the computer of space for storage.
Method 1
 Open the recycle bin
 Select the item to permanently delete
 Press delete key
 Click yes

MICROSOFT WORD

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

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Word pad, word star, open office .org writer

Versions of ms word
Ms word 2003,2007,2010,2013,2016,2019

FEATURES OF MS WORD
 The Quick Access Toolbar
In the top left hand corner of the window 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 Quick Access Toolbar can be
customized to contain buttons of your choice for easy access.
 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.
 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.
 Tabs
 Buttons
 Groups
 Dialogue Launcher
 The Ruler
The ruler is found below the Ribbon.
You can use the ruler to change the format of your document quickly. If your ruler is not visible,
follow the steps listed here:
1. Click the View tab to choose it.
2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the Ribbon.
 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 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.
 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

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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.
LOAD/OPEN MICROSOFT WORD
There are various ways in which we can load/ open Microsoft word.
Method 1
Click start button
Click all programs
Click Ms Office
Click Microsoft office word
Click
Method 2
 Click start button
 Type word on the search box
 Click word on the programs group
Method 3
 Identify an MS word file
 Open it
CREATE A NEW DOCUMENT
Method 1
 Click office button
 Click new
 Click blank document
 Click create
Method 2
 Press ctrl+ N
Method 3
 Click the new icon on the quick access tool bar

SAVE A DOCUMENT
Saving is transferring of data from the elusive RAM to a permanent memory location. The saving
can take place within the computer or even outside the computer. After clearing a document, it is
indivisible to save it in order to avoid losing the data. Saving also enable the future retrieval of
information.
Steps to save a document
Method 1
 Click office button
 Click save
 Type the file name
 Choose the location to save file
Method 2
 Press ctrl+ s
 Type the file name
 Choose the location to save the file
 Click save button
Note: the save as command. These commands are in three instances
a) To save a document for the first time
b) To save a file in different location

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c) To save a file by different name

After a document or file has been saved additional working should be saved often to avoid losing it.
This is called saving the changes and remember save as command should not be used
CLOSE A DOCUMENT
Method 1
 Click office button
 Click close
Method 2
 Click the (X) at the menu bar
Method 3
 Press alt + F4
OPEN EXISTING DOCUMENT OR FILE
Method 1
 Click office button
 Click open
 Indicate the location with the file
 Click the file in display
 Click open button
 Indicate the location with the file
 Click the file in the display
 Click open button

SEARCH FOR FILES

In case the user cannot find files within the computer immediately, the search command can be used
to avoid time wasting
Steps to search for files
 Click start button
 Click search
 Type the file name or few details
 Click the file to open
PAGE SETUP IN MS WORD
This is coming up with a page that bears characteristic required for a particular document.
Steps to page setup
 Click page layout
 Select feature to apply on the page setup group
Features applied in a page setup
 Page margins
These are spaces left at the edges of the document. They are usually four: left, right, top and bottom
margins.
 Gutter
It is also space allowed just before the left margin or the top margin to facilitate binding or filing of
the document (paper)
 Header
It is the space allowed just below the top margin to facilitate header. Header is constant data (text,
graphic) that should appear automatically at the top of the page any moment a new page is acquired.
Letterheads, logos, dates, page numbers can make header.
 Footer

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It is also a space allowed just below the bottom margin to the footer. Footer is the constant data (text,
graphic, or picture) that should appear automatically at the bottom of the page any moment a new
page is acquired. Mottos, dates, page number can make the office footer.
 Orientation
This is positioning of the paper when typing I. e either portrait (upright) or landscape (oblong)
 Page size
Depending on the document being created paper size may chose. The size include A1, A2, A3, A4,
A5, B1, B2, and B3, legal, letter, envelop, etc.
 Layout
This would among other things involve line numbering either on even or odd pages or on both.
 Zoom
This is a command that diminishes or enlarges the working area
Important of zoom
It enable creating of tiny or extremely large document. It also enables those with straining eyes view
details with much ease.
Steps to apply zoom
Method 1
 Click view menu
 Click on zoom
 Adjust to desired percentage
 Click ok
HIGHLIGHT TEXTUAL DATA
When editing or formatting a document data must be highlighted. As seen earlier highlight means
selecting a particular portion of textual data for a particular aspect. These aspects may include
copying, cutting, deleting, different color, size of character, styles columns etc.
Steps to highlight text
Method 1
 Position cursor at the beginning of the text
 Press and hold down LMB
 Drag to the end of the text
 Apply the aspect required
Method 2
 Position the cursor at the start of the text
 Press and hold down shift key
 Click at the end of the text
 Apply the aspect required
Highlight a character or a word
 Double click the character or the word
Highlight the paragraph
 Triple click the paragraph
Highlight the line
Method 1
 Click on the line from the left margin
Highlight the sentence
 Press and hold down ctrl key
 Click anywhere within the sentence

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FORMATTING A DOCUMENT
Formatting is enhancing a document with decorative aspect so as to give it a facelift for better
presentation.
Formatting involves aspects such as the font, the paragraph, borders and shading, columns, bullets
and numbering auto format case, text effect etc.
Attributes of font
 Font type
 Font style
 Font size
 Font color
Font type/face
This is handwriting style in document. There are several font types e. g times new roman, aria
narrow etc.
Font size
This is smallness or bigness of the characters in a document.
Font style
This can be said to be the capturing appearance of the text e. g bold italic, underline etc.
Font colors
The user is given the variety of colors to choose for application on the document red, blue etc.
Steps to apply font attributes
Highlight the text
Click home tab
Choose the attribute to apply from the font group
DROP CAP
These is usually an enlarged character in a certain document at the beginning of a lines especially in
newspaper, magazines and some books. Drop cap gives prominence and style to a document.
Types of drop cap
 Dropped
 In margin
Steps to drop cap
 Highlight the character to drop
 Click insert tab
 Click drop cap
 Select the style
BULLETS & NUMBERING
Bullets are symbols or characters that order items in a document but not systematically. Numbers
will order items systematically.
Steps to bullets
 Highlight the item to bullet
 Click home tab
 Click Bullets on the paragraph group
 Select desired bullet style
 Click ok
Steps to numbering
 Highlight the item to number
 Click home tab
 Click numbering on the paragraph group

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 Click numbered
 Click desire number style
 Click ok

BORDERS AND SHADING

Borders are line that surround text in a document. A border can be applied on a text line. Paragraph
or entire page.
Shading is decoration applied beneath the text. Shading can also be applied to text line or paragraph.
Steps to borders and shading
 Highlight the text
 Click page layout
 Click page border
 Select borders, page borders or shading
 Indicate border setting style, color etc.
 Indicate shading color or pattern
 Click ok
CASE
Case in computer is naturalization of the alphabets in a document.
Types of cases
 Upper case (PETER AND NANCY ARE
FRIENDS)
 Lower case (peter and nancy are
friends)
 Sentence case (Peter and Nancy are
friends)
 Title case/ (Peter And Nancy Are
Capitalize Each Word Friends)
 Toggle case (pETER aND nANCY aRE
fRIENDS)
Steps to change case
 Highlight the text
 Click home tab
 Click change case
 Select case
BACKGROUND
Background is the space where texts lies on it can be applied with color or fill effect is gradient,
texture and pattern
Steps to background
 Click page layout
 Click page color
 Select color to apply or
 Click fill effects
 Choose appropriate effect
 Adjust accordingly
 Click ok
COLUMNS

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Column are vertical subdivisions of text. Columns make a continuous long text readable without
coming. The newspapers always break their stories into columns. Also note this manual has been sub
divided into two columns.
Steps to apply columns
 Highlight the text
 Click page layout
 Click columns
 Select columns preset, width etc.
 Click ok
PARAGRAPH
Involve arranging text in document by applying different layouts of the page such as;
Alignment
Arranging text either at the left, right, center or justify
Tab
This is pushing first line or even group of text some distance away from margin in order to maintain
uniform paragraphing
Line spacing
It is creating space between the lines typing for a better presentation
Steps to paragraph
 Highlight the text
 Click home tab
 Click line spacing on the paragraph
 Click line spacing option
 Set alignment indent spacing tabs etc.
PAGE NUMBERING
This is ordering pages within a document if the document has more than one page
Steps to page numbering
 Open the document
 Click insert tab
 Click page numbers
 Indicate the position to place the number
 Indicate where to start page numbering
 Format the page number
 Click ok

EDITING A DOCUMENT
This is general manipulation of data in a document whereby unnecessary materials are dropped and
others added to the main text in order to come up with desired piece of document. Editing involve
copying of data cutting of data, pasting of data, spelling and grammar etc.
COPYING OF DATA
Copying is duplicating of data whereby the original copy remains e. g
Steps to copy data
Method 1
 Highlight the text
 Click home tab
 Click copy on the clipboard group
 Position the cursor in the desired place

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 Click home tab

 Click paste the clipboard group
Cutting of data
Cutting is just like the process of copying data except that instead of copying we choose cut and on
the keyboard instead of C we press X. cut will also duplicate data just like copying but the original
data will not remain.
PASTING OF DATA
This is gluing or sticking what has already been copied or cut. Pasting must be applied so as
complete the copy or cut command.
UNDO COMMAND
The reverses any recently applied command. It may limit the reversing of some commands
depending on how previously they have been applied.
Steps to undo
Method 1
 Click undo icon on the quick access toolbar
Method 2
 Press ctrl+ Z keys
REDO COMMAND
Redo reverses the undo command
Steps to redo
Method 1
 Click redo icon on the quick access tool bar
Method 2
 Press ctrl+ Y keys

SPELLING AND GRAMMAR

This command involves going through the textual data to check any errors accidentally made and
spelling errors shall be underline in red wavy line. Grammatical errors shall be underlined in green
wavy lines.
Steps to spelling and grammars
Method 1
 Click review tab when document is open
 Click spelling and grammar
 Spell check the text accordingly
Spell checking process
In the dialog box display the spelling errors should appear in red color while grammatical error shall
appear in green color.
Thus
 Select a suggestion from the list of them or
 Position the cursor and type the word correctly
 Click change button to effect the correction
 Do the same to the next displayed error
 Click ignore if the error should remain
 Click ok
THESAURUS
This is facility that gives synonyms and antonyms of the word
Synonyms – word having similar meaning

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Antonyms – words opposites

Steps to thesaurus
Method1
 Highlight the word
 Click review tab
 Click thesaurus
 Right click suitable synonyms /antonyms
 Click insert
FIND AND REPLACE
This command is used to locate a misplaced word then put a different one
Steps to find and replace
 Highlight the word
 Click home tab
 Click find/ replace
 Type the word to replace with
 Click replace all

INSERTING OBJECT IN MS WORD

This is getting items from other sources or programs so as to incorporate them into the main
document in MS word. The object include: pictures, tables, clip arts, word arts, auto shapes,
graphical chats, auto text, headers and footers etc.
General steps to insert objects
 Position the cursor where to place the object
 Click insert tab
 Select appropriate category/ source
 Click ok
 Edit and format accordingly
Steps to format an inserted object
 Select the object
 Click format
 Click (name of the object)
 Apply desired aspect e. g size, line, wrapping, color, fill etc.
 Click ok
Steps to insert an object from the file
 Position cursor on the document
 Click insert tab
 Point picture
 Click from file
 Indicate the location with the object
 Select the object
 Click insert button

AUTO –SHAPES
These are pre designed graphics which the user can automatically pick and draw in MS word
document. They include shapes as line, rectangle, squares, callouts, stars, arrows etc.
Steps to insert auto shapes
 Click insert tab

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 Point picture
 Click auto shape
 Click the category of the auto shape
 Click the desired auto shape
 On the page drag to draw the shape
 Edit and format accordingly
WORDART
It is pre designed word feature to let a chosen piece of text acquire that style. Word art are important
especially when advertising or giving warning messages.
Steps insert word art
 Click insert tab
 Point picture
 Click word art
 Select the style of word art
 Click ok
 Type the desired text
 Format the word art
 Click ok
 Again edit and format appropriately

TABLE
Table is a combination of rows and columns where data can be entered into the cell. A table can be
acquired through drawing or automatically inserted.
Steps to draw a table
 Click insert tab
 Click table
 Click draw table
 Draw a rectangular frame
 Draw rows & columns into the frame
 Enter the data into the cell
 Edit and format appropriately
Steps to insert a table
 Click insert tab
 Click table
 Click insert table
 Indicate the no. of rows & columns etc.
 Click ok
 Enter data into cell
 Edit and format accordingly
Steps to format a table
 Select the table
 Choose the column, row or cells, etc
 Click design tab/layout
 Apply desired aspects
 Click ok
TEXT BOX

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Text box is a text editor feature that turns texts and graphics to movable, resizable and format able
object. It is very convenient to work with text boxes for they make it possible where an object would
be restricted.
Steps to insert a text box
 Click insert tab
 Click text box
 Drag to draw a frame
 Type the text inside
 Edit and format accordingly
WRAPPING
Wrapping is a feature used to enclose graphics with text. This aspect is applied during formatting of
graphic or object
Steps to wrapping
 Select the graphic
 Click format tab
 Click text wrapping on the arrange group
 Click wrapping style

HEADERS AND FOOTERS

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

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 Click finish & merge

PRINT PREVIEW
This is a window whereby a document can be viewed to check any error associated with printing.
These errors arise from the margins, paragraph, layout etc.
Steps to print preview
Method 1
 Open the document to preview
 Click office button
 Point print
 Click print preview
 Observe to check any errors
 Click close when satisfied or go back for adjustment
Method 2
 Open the document
 Click the print preview icon on quick access tool bar
 Observe to check any

PRINTING THE DOCUMENT

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

MICROSOFT EXCEL
These are ledgers meant to manipulate and analyses numerical data. These are two types of
spreadsheet: manual spreadsheet and electronic spreadsheet.
Manual involves use of book, a pencil, and a ruler and eraser etc. while electrical involve the
computerized program that would handle the numerical data these programs include:
 Microsoft excel
 Lotus 1-2-3
 Visi calc
 VP planner etc.
ADVANTAGES OF ELECTRONIC OVER MANUAL SPREADSHEETS
 Large virtual storage of information within a limited space unlike in manual physical storage where
is cumbersome.

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 High chance of accuracy in calculation. It is very easy for humans to make errors when manually
doing calculation
 Fast retrieval of stored information
 Neat production and presentation of information unlike in manual where erased work may look UN
clean
 Electronic spreadsheet bears or allows formulas and functions while manual lets the user work out
mentally
MICROSOFT EXCEL
Microsoft excel is an electronic spreadsheet; an application package that can be used to enter,
manage and presenting numerical data in Microsoft windows environment.
Application of spreadsheet
 Entry analysis and keeping of data figures
 Manipulation of accounts records
 Statistical analysis and research
 Processing student performance data
LOAD MS EXCEL
Method 1
 Click start button
 Point programs
 Click Microsoft Office
 Click Microsoft excel
Method 2
 Click start button
 Click search programs & files
 Type excel
 Press enter

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CLOSE MS EXCEL
Method 1
 Click Office button
 Click exit
Method 2
 Click the X at title bar
Method 3
 Press alt+ F4 keys

FEATURES OF MS EXCEL WINDOW

Two windows
 Mother/ program window
 Document window
Work book
This is a single document in Microsoft excel. It can be created and saved individually for future
retrieval. A single workbook is made up several worksheets.
Worksheet
This is the actual working area within a worksheet which is partitioned into rows and columns. A
single worksheet would be composed of hundred pages.
Rows
These are horizontal subdivisions of the worksheet. There 65536 rows in a single worksheet.
Columns
These are vertical subdivision of the worksheet there 256 columns in a single worksheet i. e from
column A to column IV.
Cells
They are the boxes created after rows and column intersect. It is within the cells where data is
entered or typed.
Column headers

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These are identifiers of individual columns within a worksheet. They are placed at the top of the
worksheet and labeled A, B, C…
Row headers
These are identifiers of individual rows within a worksheet. They are placed at the left of the
worksheet and labeled 1, 2, 3…
Cell reference/cell address
This is the identifier of particular cell or single range within a worksheet e. g A1, B12, F45 etc. range
is selected and named group of cells. This can be noticed at the name box.
Formula bar
This is the space just above the column header whereby;
 Formulas and functions can be written direct (manually)
 Data within a cell can be edited
 Formulas functions and data within a cell can be viewed
 Function dialog box can be displayed by clicking the (FX)
 Formulas and function can be executed by clicking the green tick
 Formula and function can be cancelled by clicking red (X)

TO NAVIGATE THRO’ A WORKSHEET

Navigate refers to working from one cell to the next as the user enters and manipulates data in a
worksheet.
Items/ keys used to navigate a worksheet
Mouse pointer
The mouse is used to point and click a cell so as to select/ activate it. It is the active cell that accept
data.
Arrow keys
Appropriately, arrow key are pressed to select7 activate a cell in any direction.
Tab key
When pressed the tab key selects/activates cells forward. It is ideal for horizontal entries
Enter key
When pressed enter key selects/ activates cells downwards. It is ideal for vertical entries.
Home key
When home key is pressed it selects/ activates the first cell in that row
Page up key
This key is pressed to scroll the worksheet upward screen after screen.
Page down key
This key is pressed to scroll the worksheet downward screen after screen.
Ctrl + arrow right
Select activate a cell in the last column
Ctrl + arrow left
Select/ activate a cell in the first column
Ctrl+ arrow down
Selects/activate a cell in the last row
Ctrl+ arrow up
Select/activate a cell in the first row
Ctrl+ home
Select/ activate the first cell in the worksheet
Ctrl+ end

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Select/activate the last edited cell in a worksheet

Ctrl+ page down
Selects/ activate the next sheet at the sheet bar
Ctrl+ page up
Selects/ activate the previous sheet at the sheet bar
DATA TYPE IN SPREADSHEET
This refers to the kind of data typed or put into the cells. There are several of them:
Labels
These are alphabets such as peter, Mombasa or combination of alphabets and numerals such as p. o
box 35708 Nairobi.
Values
These are the values like 0-9 entered into the cell
Formulas
Mathematical statements or expression consisting of constant and variables meant to give a certain
return e. g A=r2h
Functions
Functions are specially designed formulas within a spreadsheet meant to tackle specific calculation
Hyper-links
They are special addresses established in files to link them especially if the file have related
information.
To add a new workbook
Method 1
 Click Office button
 Click new
 Click blank workbook

SAVE A WORKBOOK
Method 1
 Click office button
 Click save
 Type the file name
 Indicate the location to save the wb
 Click save

To open an existing workbook

 Click office button
 Click open
 Indicate the location with the workbook
 Select workbook
 Click open
To close a workbook
Method 1
 Click office button
 Click close
Method 2
 Click the x at the title bar

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To insert a new worksheet

By default, Microsoft office excel provides three worksheets (worksheet: the primary document that
you use in excel to store and work with data. Also called spreadsheet. A worksheet consists of cells
that are organized into columns and rows; a worksheet is always stored in a workbook. In a
workbook, but you can insert additional worksheet (and other type of sheets, such as a chart sheet,
micro sheet or dialog sheet) or delete them as needed. If u have access to a worksheet template
(template: a workbook that u create and use as the basis for other similar workbooks. You can create
a template for workbooks and worksheets.
The default template for a work book is called book. The default template for worksheet is called
sheet. That you created or one that’s available on the office online, you can base a new worksheet on
the template.
The name of worksheet appears on its sheet tab at the bottom of the screen. By default, the name is
sheet 1, sheet 2 and so on but you can give any worksheet a more appropriate name.

Rename worksheet
Worksheet may be given different names to enable the user distinguish the data created in each of
them.
 Double click the WS at sheet bar
 Type the new name
 Press enter key
Re- arrange worksheet
This enable the user to give some priority to the worksheet by ordering them.
Steps to re- arrange worksheets
 Click worksheet to appear as the first
 Press LMB and drag to position
 Release the mouse
To delete a worksheet
 Select the worksheet at sheet bar
 Click home tab
 Click delete under the cells group
 Click delete sheet
 Click delete
To insert a new column
Steps to insert a column
 Select the column to be preceded
 Click home tab
 Click insert under the cells group
 Click insert sheet column

Resizing columns
This is increasing or decreasing the width of the column
Steps to resize a column
 Select the column
 Click home tab
 Click format under the cells group
 Click width
 Type measurement

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 Click ok
To delete a column
 Select the column to delete
 Click Home tab
 Click delete under the cells group
 Click delete column
To insert a new row
 Select the row to be preceded
 Click Home tab
 Click insert under the cells group
 Click insert
 Click rows
Resizing rows
This is increasing or decreasing the height of the rows
Steps to resize a row
 Select the row
 Click home tab
 Click format under the cells group
 Click width
 Type measurement
 Click ok
To delete a row
 Select the row to delete
 Click Home tab
 Click delete under the cells group
 Click delete row

HIGHLIGHTING DATA
This is to select a range in worksheet before editing or formatting has been done. Range is any group
of cells selected for an aspect and to be treated a single block.
Steps to highlight data
 Click the first cell in range
 Press LMB and drag to the end
To highlight single cell
 Point and click the cell
To highlight the entire worksheet
Press ctrl+ A

SORTING DATA
Sorting is the arrangement of entries in a worksheet either in ascending order or descending order.
Label shall be arranged from the lowest to the highest and vice versa.
Sorting will enable the user tell the highest or the lowest scorer, the first or the last in the list of
entries.
Steps to sorting data
 Highlight the data to sort
 Click home tab

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 Click sort and filtering under the cells group

 Select the column to sort by
 Select the mode of sort
 Click ok

FILTERING DATA
Filtering is sieving a specific data if the data meets a certain criteria. It is important for only needed
data can be viewed or analyzed.
Steps to filter data
 Highlight the data to filter
 Click home tab
 Click sort and filtering under the cells group
 Click filter button on desired column
 Click custom top ten or an entry
 Adjust appropriately
 Click ok
AUTO FILLING SERIES
These are entries that would follow a certain systematic order or sequence e. g
 Days of the week
 Months in a year
 Value like 1, 2, 3
 Any label plus value as the user may instruct the MS excel e. g day 1…..week 1 etc.
To remove filtering
 Click home tab
 Click sort and filtering under the cells group
 Click filter button

Steps to auto –fill series

 Make the first two entries
 Highlight the two entries
 Point the auto filing handle
 Press and hold down the left mouse button
 Drag to the desired direction

FREEZING PANES
This is anchoring the title for a particular data in order to keep the heading still while the rest of the
data is scrolled, for instance in long list of items and the user does not want to lose the main headings
after scrolling upwards. Also remember the screen cannot display 1000 entries at one go.
Steps to freeze panes
 Select the row or the column immediately after the row or column to freeze
 Click window menu
 Click freeze pane
 Scroll the data to confirm

Steps to remove freezing

 Click window menu
 Click unfreeze pane

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COPYING/ MOVING WORKSHEETS

Worksheet can be moved from one position to another along the sheet bar within the same workbook
or to different workbook. They can also be copied along the sheet bar within the same workbook or
to a different workbook.
Steps to copying a worksheet
 Select the worksheet to copy
 Click Home tab
 Click move or copy sheet
 Indicate the new location or destination
 Click create copy
 Click ok
Steps to moving to moving worksheet
 Select the worksheet to move
 Click edit menu
 Click move or copy sheet
 Indicate the new location or destination
 Click ok

Using calculation operators in Excel formulas

Operators specify the type of calculation that you want to perform on the elements of a formula.
There is a default order in which calculations occur (this follows general mathematical rules), but
you can change this order by using parentheses.

Types of operators
There are four different types of calculation operators: arithmetic, comparison, text concatenation,
and reference.
Arithmetic operators
To perform basic mathematical operations, such as addition, subtraction, multiplication, or division;
combine numbers; and produce numeric results, use the following arithmetic operators.
Arithmetic operator Meaning Example
+ (plus sign) Addition 3+3
– (minus sign) Subtraction 3–1
Negation –1
* (asterisk) Multiplication 3*3
/ (forward slash) Division 3/3
% (percent sign) Percent 20%
^ (caret) Exponentiation 3^2
Comparison operators

You can compare two values with the following operators. When two values are compared by using
these operators, the result is a logical value—either TRUE or FALSE.

Comparison operator Meaning Example

= (equal sign) Equal to A1=B1
> (greater than sign) Greater than A1>B1

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< (less than sign) Less than A1<B1

>= (greater than or equal to sign) Greater than or equal to A1>=B1
<= (less than or equal to sign) Less than or equal to A1<=B1
<> (not equal to sign) Not equal to A1<>B1
Text concatenation operator

Use the ampersand (&) to concatenate (join) one or more text strings to produce a single piece of
text.

Text Meaning Example

operator
& Connects, or concatenates, two values to produce "North"&"wind" results in
(ampersand) one continuous text value "Northwind"
Reference operators

Combine ranges of cells for calculations with the following operators.

Reference Meaning Example

operator
: (colon) Range operator, which produces one reference to all B5:B15
the cells between two references, including the two
references.
, (comma) Union operator, which combines multiple references SUM(B5:B15,D5:D15)
into one reference
(space) Intersection operator, which produces one B7:D7 C6:C8
reference to cells common to the two references
Operator precedence in Excel formulas
If you combine several operators in a single formula, Excel performs the operations in the order
shown in the following table. If a formula contains operators with the same precedence—for
example, if a formula contains both a multiplication and division operator—Excel evaluates the
operators from left to right.
Operator Description

: (colon) (single space) Reference operators

, (comma)
– Negation (as in –1)
% Percent
^ Exponentiation
* and / Multiplication and division

+ and – Addition and subtraction

& Connects two strings of text (concatenation)

= equal Comparison
< > not equal

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<=less than or equal

>= grater than than or equal

FUNCTIONS
Function are special built-in formulas within the spreadsheet designed to work out a specific return.
Function are categorized depending on their areas of application and the user chooses a function that
is conversant and appropriate. For instance there are financial, logical, text, database, statistical, math
and trig, date, time etc.
.
Components of function
 Equal sign
 Functional name
 Argument
=SUM (A2:A6)
Equals sign (=)
The equal sign initiates a formula. It lets MS excel prepare for calculation. Lack of the equal sign
makes the formula statement remain as any other data.
Function name
This tells the user what kind of calculation the function will undergo. For instance, sum means
addition of the values will take place; average means arithmetic means will be worked out etc.
Argument
This is the range or group of cells with values to be worked out. The argument could be single or
multiple.
It should be enclosed in parenthesis (opening and closing brackets)
If a math function is being performed the math formula is surrounded in parentheses.( Alternatively
referred to as the a curved mark, open parenthesis and close parenthesis. Parenthesis are an
outward "(" or inward ")" curved line found on the "9" and "0" keys on a U.S. keyboard.)
Using the colon (:) allows you to get a range of cells for a formula. For example, A1:A10 is cells A1
through A10.

 =
= will create a cell equal to another. For example, if you were to put =A1 in B1 what ever was in A1
would automatically be put in B1. You could also create a formula that would make one cell equal to
more than one value. For example, if you have a first name in cell A1 and a last name in cell B1, you
could put in cell A2 =A1&" "&B1 which would put cell A1 in with B1 with a space between. You
can also use a concatenate formula to combine cell values.
 AVERAGE
=AVERAGE(X:X)

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Display the average amount between cells. For example, if you wanted to get the average for cells
A1 to A30, you would type: =AVERAGE(A1:A30).
 COUNT
=COUNT(X:X)
Count the number of cells in a range that contain only numbers. For example, you could find how
many cells between A1 and A15 contain a numeric value by using the =COUNT(A1:A15). If cell A1
and A5 only contained numbers the value of the cell that contains this function would be equal to
"2."
 COUNTA
=COUNTA(X:X)
Count the number of cells in a range that contain text and are not empty. For example, you could
count the number of cells containing text in cells A1 through A20 by using the =COUNTA(A1:A20).
If seven cells were empty the number "13" would be returned.
 COUNTIF
=COUNTIF(X:X,"*")
Count the cells that have a certain value. For example, if you have =COUNTIF(A1:A10,"TEST") in
cell A11, then any cell between A1 through A10 that has the word test will be counted as 1. So if you
have 5 cells in that range that contain the word test, A11 would say 5.
 IF
=IF(*)
The syntax of the IF statement are =IF(CELL="VALUE" ,"PRINT OR DO THIS","ELSE PRINT
OR DO THIS"). So a good example of the syntax would be =IF(A1="","BLANK","NOT BLANK"),
this would make any cell besides cell A1 say "BLANK" if a1 had nothing within it, and "NOT
BLANK" if any information was within it. The if statement can, of course, become a lot more
complicated but can be reduced if following the above structure.
 INDIRECT
=INDIRECT("A"&"2")
Returns a reference specified by a text string. In the above example, the formula would return the
value of the cell contained in A2.
=INDIRECT ("A"&RANDBETWEEN (1,10))
Returns the value of a random cell between A1 and A2 using the indirect and ran between (explained
below) functions.
 MEDIAN
=MEDIAN (A1:A7)
 MIN AND MAX
Find the median of the values of cells A1 through A7. For example, four is the median for 1, 2, 3, 4,
5, 6, 7.
=MIN/MAX(X:X)

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Min and Max represent the minimum or maximum amount in the cells. For example, if you wanted
to get the minimum value between cells A1 and A30 you would put =MIN(A1:A30) or if you wanted
to get the Maximum about =MAX(A1:A30).
 PRODUCT
=PRODUCT(X:X
Multiples multiple cells together. For example =Product(A1:A30) would multiple all cells together,
so A1 * A2 * A3, etc.
 RAND
=RAND( )
Generates a random number greater than zero but less than one, For example, "0.681359187" could
be a randomly generated number placed into the cell of the formula.
 RANDBETWEEN

=RANDBETWEEN(1,100)
Generate a random number between two values. In the above example, the formula would create a
random whole number between 1 and 100.
 SUM
=SUM(X:X)
The most commonly used function to add, subtract, multiple, or divide values in cells. Below are
some examples.
=SUM(X+X)
=SUM(A1+A2)
Add the cells A1 and A2.
=SUM(A1:A5)
Add cells A1 through A5.
=SUM(A1,A2,A5)
Adds cells A1, A2, and A5.
=SUM(A2-A1)
Subtract cell A1 from A2.
=SUM(A1*A2)
Multiply cells A1 and A2.
=SUM(A1/A2)
Divide cell A1 by A2.

 SUMIF
=SUMIF(X:X,"*"X:X)

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Perform the SUM function only if there is a specified value in the first selected cells. An example of
this would be =SUMIF(A1:A6,"TEST",B1:B6) which only adds the values B1:B6 if the word "test"
was put somewhere in between A1:A6. So if you put TEST (not case sensitive) in A1, but had
numbers in B1 through B6, it would only add the value in B1 because TEST is in A1.
 TODAY
=TODAY()
Would print out the current date in the cell entered. This value will change to reflect the current date
each time you open your spreadsheet. If you want to enter a date that doesn't change hold down
CTRL and ; to enter the date.
 TREND
=TREND(X:X)
To find the common value of cell. For example, if cells A1 through A6 had 2,4,6,8,10,12 and you
entered formula =TREND(A1:A6) in a different cell, you would get the value of 2 because each
number is going up by 2.
 VLOOKUP
=VLOOKUP(X,X:X,X,X)
The lookup, hlookup, or vlookup formula allows you to search and find related values for returned
results. See our lookup definition for a complete definition and full details on this formula.
 RANK Function
RANK Function Arguments. order: (optional) This argument tells Excel whether to rank the list in
ascending or descending order.
RANK Function Arguments
There are 3 arguments for the RANK function:
 number: in the above example, the number to rank is in cell B2
 ref: We want to compare the number to the list of numbers in cells $B$2:$B$11. Use an absolute
reference ($B$2:$B11), instead of a relative reference (B2:B11)so the referenced range will stay the
same when you copy the formula down to the cells below
 order: (optional) This argument tells Excel whether to rank the list in ascending or descending order.
 Use zero, or leave this argument empty, to find the rank in the list in descending order. In the
example above, the order argument was left blank, to find the rank in descending order.
=RANK(B2,$B$2:$B$11)
 For ascending order, type a 1, or any other number except zero.
If you were comparing golf scores, you could type a 1, to rank in ascending order.
=RANK(B2,$B$2:$B$11,1)
 IF FUNCTION
This is logical function that returns one value if a condition specified evaluates to true and another
value evaluates to false. It compares two value; that is if not true it is false.
Syntax
IF(logical_test, value_if_true, [value_if_false])

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For example:
=IF(A2>B2,"Over Budget","OK")
Logical test
This is the value that is chosen to be evaluated to either true or false. It is the argument value.
Value if true
It is value that shall be returned if the logical test is true
Value if false
It is the value that shall be returned if the logical test is false

Here are some additional examples of formulas that you can enter in a worksheet.

 AND FUNCTION
The AND Function returns TRUE if all conditions are true and returns FALSE if any of the
conditions are false.
1. Select cell D2 and enter the following formula.

The AND function returns FALSE because the value in cell B2 is not higher than 5. As a result the
IF function returns Incorrect.
 OR FUNCTION
The OR function returns TRUE if any of the conditions are TRUE and returns FALSE if all
conditions are false.
1. Select cell E2 and enter the following formula.

The OR function returns TRUE because the value in cell A1 is higher than 10. As a result the IF
function returns Correct.
General note: the AND and OR function can check up to 255 conditions.

 =SQRT(A1) Uses the SQRT function to return the square root of the value in A1.

 =UPPER("hello") Converts the text "hello" to "HELLO" by using the UPPER function.

 =IF(A1>0) Tests the cell A1 to determine if it contains a value greater than 0.

Constructing or writing a formula

Writing or constructing a formula the user may design or construct to come up with own form.

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This happen especially when the spreadsheet does not provide a suitable function to attain duty
required

To apply a function
To apply a function the user can enter/ insert one from a list or type the function direct at the formula
bar. Whether it is from a list or typing direct the cell for the returns first should be selected.
Steps to enter function
Method1
 Select the cell for return
 Click Formulas tab
 Click insert function under the function library
 Select function category
 Select function name
 Click ok
 Select the range/ argument
 You may fill other details
 Click ok
 Press enter key
 Click the green tick at the formula bar
Method 2
 Select the cell for return
 Click (fx) at the formula bar
 Select function category
 Select function name
 Click ok
 Select the range/ argument
 You may fill other details
 Click ok
 Press enter key
 Click the green tick at the formula bar
Steps to type a function direct
 Select the cell for returns
 Type equal sign
 Type the function name
 Type open bracket
 Type the range/ argument
 Type close bracket
 Press enter key
 Click the green tick at the formula bar
 To cancel a calculation
Method 1
 Select the cell of calculation
 Click the red X at the formula bar
Method 2
 Click cancel button if there is a dialog
Method 3
 Select the cell of calculation

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 Press escape key

Method 4
 Select the cell of calculation
 Press delete key

To auto- fill a function or a formula

This is done after getting the 1st answer within a cell for the first entry and so as apply the same
function/ formula to the rest of the entries providing respective return.

Steps to auto- fill

 Calculate the 1st return for the 1st entry
 Select the cell with return for the 1st entry
 Point the auto-filling handle
 Press and hold down the LMB
 Drag to desired direction

REFERENCING
This is a method of filling cell address into other especially when the formula has been used so as to
cell to change freely.
Types of referencing
1. Relative referencing
This is whereby the 1st return/ entry is obtained and auto filling is done in order to effect the return
for the other entries, here the function name doesn’t change but the argument does
2. Absolute referencing
This indicate the same reference that is not meant to change during auto filling after the value within
the cell has been incorporated to a function or formula
Steps to absolute referencing
Ensure there is a cell any place in the worksheet that has value to be applied for absolute ref.
Select the cell for the returns
Type the equal sign
 Click the cell with absolute value
 Press F4 to make it constant/ absolute
 Type an operator if any
 Click the argument cell
 Click press enter key
 Auto fill for the rest of the entries

DATA VALIDATION
It is a logical command that sets criteria on a particular cell or cells to control/ restrict the data
entered in the cell e. g if the user want to put a limit in an intake, or if one wants to put some age
limit for the retiring employees.
Steps to data validation
 Highlight cells to validate
 Click Data tab
 Click data validation under the data tools group
 Set the Settings, Input message and Error alert
 Click ok

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HYPERLINK
This is an address that is established to link two or more files especially if they have related
information.

Steps to hyper link

 Ensure two or more files to hyperlink exist
 Open one file
 Highlight a portion to act as a link
 Click insert tab
 Click hyperlink
 Browse for the path of the link file
 Click ok
 Click the link to connect to other file
 Repeat the above process to establish another link and so forth

COMMENTS
Comments are details hidden within a particular cell, telling more about the cell.
Steps to insert comments
 Select the cell to comment on
 Click review tab
 Click new comment
 Type the details
 Click away
Steps to read a comment
 Point the cell with the comment (this cell has a red triangle at its top right corner)
Steps to remove comments
 Click the cell with the comment
 Click review tab
 Click clear comments

FORMATTING A WORKSHEET DATA

This determine the way the worksheet data would appear as displayed on the screen and on print
outs. When formatting the following may be applied
TAB Formatting effect
Number General, number, text, percentage,
fraction, accounting, currency, date,
time, scientific
Alignment Horizontal align, vertical align, text
control, text direction, orientation
etc.
Font Font colours, font style, font type,
font size, underline, text effect etc.

Border Line style, border colour, boarder

presets etc.

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Pattern Cell shading, cell pattern etc.

Steps to format worksheet data

 Highlight the data to format
 Click home tab
 Click format
 Click on appropriate tab
 Apply appropriate formatting aspects
 Click ok
COPYING FORMATS
Formats here mean some editing or decorative aspects that have been applied in a particular
worksheet e. g formula, comments, validation, gallery etc. therefore if ma data has some of these
aspects the formats can be copied and pasted individually at time.
Steps to copy formats
 Select the data
 Click home tab
 Click copy
 Select sheet to place the copied format
 Click home tab
 Click paste special
 Select the type of format
 Click ok
CHART
Chat are objects that can be used to present a numerical data effectively in graphs. This kind of
presentation is more elaborate especially when analyzing trends, development or growth of events or
activities. There are several types of chart namely;
 Bar chart
 Pie chart
 XY scatter chart
 Line chart
 Column chat

Each of the chart type also has various chart subtype, for instance the bar chart has following
 Clustered column
 100% sucked column
 Stacked column
Steps to create a chart
 Highlight the data
 Click insert tab
 Select chart type
 Select chart subtype
 Follow the wizard till the end
 Click finish
VARIOUS PARTS OF CHAT
There are several parts that make a chart. These include the following:
Chart tittle
This tells one what the chart is all about

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Chart area
The space occupied by all the components of the chart.
Plot area
The space in the chart area that holds the graph. Graph represents the data series.
Legend
The key or description of the grouped items represented by different colours
Axes
The outer lines that define or mark the graph

Series
The individual items either in labels or values containing data. They are usually in the cells.
Gridlines
The partitions of the chart walls. These are minor and major gridlines on both category axis and
value axis
Chart wall
The vertical space where the graph leans on

To format parts in a chart

Method 1
 Select the part to format
 Click format menu
 Click select (name of the part)
 Format accordingly
 Click ok
Method 2
 Select the part to format
 Right click the selected part
 Click format (the name of selected part)
 Format accordingly
 Click ok

MICROSOFT ACCESS

Microsoft access is a database tool or package which is used to prepare, organize and maintain,
usually very huge and complex amount of information
Benefits of access
 Large virtual storage for the data
 Easy maintenance
 Accurate updating
 Fast retrieval of well-organized information
Application of access
 Organization of customer addresses and their details in postal and telephone agencies
 Organization of plight information

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 Organization and maintenance of employee records in the place of work

 Preparation and organization of books details in the library
 Preparation of basic programming
Example of other databases
 Fox pro
 Dbase
 Paradox
 Fox base
 Oracle etc.

LOADING MS ACCESS
Method 1
 Click start
 Point all program
 Point Microsoft office
 Click Microsoft access
Common terms used in MS access

Database
This is a single file in MS access that can be saved as a single unit of data. The database shall consist
of all the components of MS access together with their respective data.
Database window
It is the window that appear when you open access database or an access project. The window
displays shortcuts for creating a new database object/ components and opening existing ones.
Design view
It is the window that shows the design of this database object or components I. e the table, queries,
forms, report, etc. within the design view the user can create new database objects and also modify
the design of existing ones.
Design grid
This is the grid or table that is used to design/ and modify a query or filter in query design view or
the advanced filter/ sort window. On this table the user places the required field, criteria, expression
etc. for a inquest.

These are filtered records or the results which are returned after the database has been questioned for
specific records using a query.
Structure query language
Datasheet
This is the working area that contains the actual data within the components and to be specific table.
The datasheet is portioned into columns (fields) and rows (records)

Components of MS access
These components are also referred to as database objects. They are small programs that handle
specific data in a database though the data is related they include;
 The table
 The quires
 The forms
 The reports

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 The macros
 The modules etc.

The table
It is the basic components of MS access that holds data in fields (columns) and records (rows). Table
may also be referred to as file for it holds basic data: it can be opened, closed, copied, renamed,
deleted etc.
The field
It is a column within the table with similar data about an entry such as person, a place, an event, a
item etc. for instance
If a table has field named city it is expected to have a list thus: London, Nairobi, Paris etc. and not
£500. When typing the field name, it accommodates up to 64 characters.
Records
This is full collection of details about an entry in a table always running in a row e.g. id no, gender,
age etc.
Primary key
This is a special field that is established to:
 Automatically increment a record after a previous one
 Check any duplication of records
 Automatically creare linking joint between or among the tables or queries in relationship.
Set up the primary key
Method 1
 Open the table
 Click home tab
 Click view and select design view
 Select the field to make primary key
 Click design tab
 Click primary key
 Save the changes
 Close the table design view

Method 2
 Open the table
 Click home tab
 Click view and select design view
 Right click the field to make primary key
 Click primary key
 Save the changes
 Close the table design view
Remove the primary key
Method 1
 Open the table
 Click home tab
 Click view and select design view
 Select the field to make primary key
 Click design tab
 Click primary key

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 Save the changes

 Close the table design view

Method 2
 Open the table
 Click home tab
 Click view and select design view
 Right click the field to make primary key
 Click primary key
 Save the changes
 Close the table design view
Data types
Data types is an attribute given/ attached to field so as to check and determine the kind of data that
should be contained in the field. Each data type is again accompanied by a number of properties.
Example of data types
Text
it determines or allows
 Labels e.g. Pete, Nairobi etc.
 Value e.g. 9012, 45.45 etc.
 Alpha numeric e.g. p.o box 500 mks etc.
This data type can allow or hold up to 255 characters including spaces. in most instances, when no
data type is chosen, text is returned as a default data type in a field.
Memo
Determine alpha-numeric data i.e. both value and labels that run into several sentences. it can hold
up to maximum of 64000 characters including spaces.
Number
Determine numerical entries especially for only the mathematical/ calculation and not monetary
values e.g. 13003 etc.
Currency
Determine data with monetary value e.g. kshs 250, £300 etc.
Dates and time
Determine chronological entries e.g. 3/5/2015, 3pm etc.
Yes or no
This data type evaluates two conditions that could results to true or false, on or off. The field with
data types shall be shown in boxes. To choose a check box is clicked to show tick inside. To remove
the tick click again and it disappears.
Auto-number
it is a numerical value MS access shall automatically increment each time new record is entered. it is
ideal when entering serial numbers.
OLE Object
OLE stands for Object Linking and Embedding. The data type is used to determine inserted graphical
data such as charts, pictures, etc. within the field.

Creating a new database

Guidelines to design a ideal database
 Study the user’s requirement in order to define all data inputs, outputs, and relationships.
 Design a draft database on a paper to determine the number of files or tables required.

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 Normalize the database. This is to separate the entire information into field’s records and table to
allow easy manipulation of the database
 Set a primary key on an appropriate field to uniquely identify each records.
 Give priority to important fields especially those which should be sorting, filtering, querying etc.

Steps to create a new database

 Open MS access
 Click office button
 Click new
 Click blank database
 Type a filename for the database
 Indicate the location to save the database
 Click create button
 You may create the table

Opening an existing database

 Open MS Access
 Click office button
 Click open
 Indicate the location to find the database
 Select the name of database
 Click the database to display
 Click open
 Open an object or create a new one
Creating a new table
 Point to note before creating a table
 Sketch and group up all the fields
 Establish appropriate data types, field, properties etc. for each field
 Establish the description for each field

Steps to create a new table

 Open the database
 Click table tab
 Click new
 Click design view
 Click ok
 Type the field name
 Enter respective data types
 Enter properties for each data type
 Enter details for description
 Click Office button
 Click save
 Type the table name
 Click ok
 Click yes or no to the primary key
 Close the table design window
 Open the new table

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 Enter the records accordingly

The field properties

These are additional attributes added to field data so as to restrict the data entered within the field.
Different field types will go with different field properties

Example of Field Properties

Field size
This allows the user to set the limit to the number of character that a field should accommodate. E.g.
text data type may take 30, 15, 125 etc. number data type may take integer, long integer etc.
Format
This property will determine how information will appear on screen or print out. E.g. number data
type may have currency, scientific, percentage, etc. formats. The date/ time data type may have long
date, long time, short date, short time etc. formats.
Decimal places
For currency or number data types the user may choose a number of decimal place for the values.
input mask
When chosen or set the input mask automatically puts dates in a specific format.
This can be evident in many values found in phone number e.g. 000-000-000000 setting will put the
phone number 254733888222 as 254-733-888222
Caption
This is more detailed information about a certain field for instance student Name could have its
caption as student, name
Default value
This is the value that is set or programmed to be automatically returned if the user does not enter any
value within a field e.g. the user does not choose any data type for a field the text data type will
automatically be inserted. Or the=date0 is a default value set to return the current system date in a
date field if none is indicated.
Validation rule
It is a logical expression which is set to specify which values are to be entered into a field and also
restrict others e.g.=o and =100 indicates that only value between zero and hundred are accepted into
the field.
Validation text
This is the message that should be returned in case the validation rule above, if it is violated the
message may be reported as ‘please enter a value between 0 and 100”
Required
This will determine whether a value must be entered within a certain field. This means the field
cannot be left blank. Notice this when choosing data types and try to leave it blank, you cannot be
allowed to continue
Allow zero length
Here the user is allowed to continue even without having to enter any value within a field. A zero
value will be seen in that field.

Indexed
As a property, indexed is set to check any duplication (double entry) of the same records.

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To apply a field property

 Open the table with the field to apply the property
 Click view menu
 Click design view
 Select the field to the property
 Apply appropriately from the display

To add a new record to a database

Method 1
 Open the table
 Click records menu
 Click data entry
 Enter the details in the row
 Press enter key
Method 2
 Click new record icon on the standard toolbar when the table is open
 Enter the details
 Press enter key
Note: Records can also be added into the database through;
1. The form
2. Append query

Deleting a record from the database

Method 1
 Select the record to delete
 Click home tab
 Click delete record
 Click yes

Note: records can also be deleted from a database through:

 The form
 The query
To add a new field to a table
Method 1
 Open the table
 Click home tab
 Click view and select design view
 Select the row with the field to be preceded the new field
 Click insert menu
 Click rows
 Type the field name, the data type, the properties and description
 Save the changes
 Close the table design view window
Method 2
 Open the table
 Right click the row with the field to be preceded by the new field
 Click insert column

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 Double click the field header

 Type the field name
 Press enter key
Deleting a field from a table
Method 1
 Open the table
 Select the field to delete
 Click home tab
 Click delete column
 Click yes
FINDING RECORDS
 Open the table
 Click edit menu
 Click find
 type the record to be found
 Click find next button
 Click cancel button when through
Finding records using wild cards
Wild cards are characters or symbols that are attached to word bits in order to find records with the
similar ending or beginning etc. use the wild cards speeds the search of such records.
Example of wild cards
 The asterisk (*)
This can be placed before or after the word e.g.
Every*-finds words such as
Everyone
Everybody
Everything
*home-finds words such as;
Sweet home
Their home
N*-find entries beginning with N:
Nairobi
*N-finds entries ending with N:
London
 The question mark (?)
? ion-this will find entries such as
National
Calculation
Steps to find records using wild cards
 Open the table
 Click edit menu
 Click find
 Type the record to be found
 Insert the wild card appropriately
 indicates the field
 Click find next button
 Click cancel button when through

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RELATIONSHIP
Sometimes the user may need to create a query but the field to make the query could be in different
tabbies or queries. A relationship is therefore required in order to accomplish this. Relationship is a
way of linking up tables and queries to enable the data among the tables or the queries easily and
sensibly be shared. A relationship is normally created to avoid an absurd duplication of records from
unlinked table or queries.
Join lines
Join lines is the link that connects two or more tables or queries. A join enable MS access detect and
compare related information in different tables or queries and determines how to display the
requested information.
Concatenated query
This is refined and sensible query that is acquired after a relationship has been established among
tables or queries.
Cartesian product query
It is a non- sensible query obtained when a relationship is not established because there is a lot of
abnormal duplication of same records.
Steps to create a relationship
 Open the database
 Click tools menu
 Click relationship
 Select the table or queries
 Click add button
 Click close button
 Drag a field from table A and place it on another in table B
 Click create button
 Repeat the above to join a third table a fourth and so forth
 Save the relationship
 Close the relationship window
 You may create a query from the relationship
Points to note before creating a relationship
 The join fields used to join two tables or queries must have same data types
 Data types such as memo may hinder a query being created from a relationship
 Sometimes a join created during query applies only for that particular query especially joins are
crated direct in the query design view
 In some instance access automatically creates joins: That is;
a) If you have two tables and each table has similar fields with same data type and same name and a
relationship has been created between the tables
b) If one of the joined fields is a primary key.

To design a query from relationship

 Click queries tab
 Click view
 Click design view
 Select the tables or queries to link
 Click add button
 Click close button

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 Drag the respective field into the grid

 Set/ type the criteria if necessary
 Click query menu
 Click run
 Save the query
 Close the query
Steps to delete a relationship
Method 1
 Click join lines
 Click edit menu
 Click delete
 Click yes
Method 2
 Right click a join line
 Click delete
 Click yes
 Save the changes
Method 3
 Click join lines
 Press delete key on the keyboard
 Click yes
 Save the changes

SORTING RECORDS IN THE OBJECTS:

(TABLE/ QUERY/ FORM/ REPORT)
Sorting in computer has been dealt with in the previous applications; the concept is the same in this
application
Steps to sort records
Method 1
 Position the cursor in the field to sort
 Click record menu
 Point sort
 Click ascending r descending

Method 2
 Right click the field to sort
 Click ascending or descending

FILTERING RECORDS
This is going into database to retrieve some records after supplying some criteria. Filtering in MS
access is normally done to the table. It is important for it helps retrieve specific records fast just for
reviewing at a glance. if the retrieval is often the query should be created.
Steps to filter records in table
Method 1
 Open the table with the records to filter
 Click records menu
 Point filter

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 Click advanced filter/sort

 Indicate the mode of sorting
 Drag into grid the field
 Type the criteria if any
 Click filter menu
 Click apply filter/sort
Method 2
 Open the table
 Position the cursor into the field with the aspect to filter by
 Click the apply filter icon

To remove a filter
Method 1
 Click records menu
 Click remove filter
Method 2
 Click the remove filter icon at standard toolbar

QUERIES
Query is one of the database objects. it is an electronic questionnaire that delves into the database to
filter specific records, if the records meet certain criteria. A query is made from an existing table or
from another existing query. They can be used to produce forms and reports. Queries can also be
used to perform calculation on records with the database.

Steps to create a select query

 Ensure there is table or another query to base the query to be created on
 Click queries tab
 Click new
 Click design view
 Select the table or query on which base the query
 Click add button on the dialog box
 Click close button
 Drag the required fields into the grid
 Indicate this mode of sorting
 Type the criteria
 Click query menu
 Click run
 Click Office button
 Click save
 Type the query’s name
 Click ok
 Close the query

BASIC CALCULATIONS USING QUERIES

If a query has numerical data, it is very possible to work out returns for total, subtraction, average
etc. For instance, if the query displays the student paying and their balance then to get the total fee is
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Steps to set calculation statement

 Create a query in design view
 Position the cursor in an empty cell among the field row
 Type an expression to achieve the required returns thus; total fees: (payment) + (balance)
 Run the query
 Save the query
 Close the query
USING TOTAL FUNCTIONS IN QUERIES
MS access has inbuilt functions that can be used to analyze records in the database. Functions such
as sum, average, minimum, count, stdev. May be used.
Steps to use a total function
 Create/ open a query in design view
 Click view menu
 Click totals (notice the total field appearing and group by each field along that row)
 Click drop down list on the required field
 Select a desired function
 Set criteria if need be
 Run the query
 Save the query
 Close the query
FORMS
Forms is a background or screen that is used to display records for easy viewing in some style and
some layout. A form can be used to enter new records into the database thus updating the database. A
form is usually created from a table or query.
Steps to a form (using a form wizard)
 Ensure there is a table or query on which to base the form to be created click forms
 Click new
 Click form wizard
 Select the table or query to base the form
 Click ok
 Select the fields to consist of the form
 Click next
 Select the layout for the form
 Click next
 Select a style for the form
 Click next
 Type the forms name
 Click finish
 Edit/ and format the form
 Close the form

REPORT
Report is a summary of details extracted from the database either from the tables or from the queries
Like the form report display records in some grouping, some style and some layout. It can also be
used for calculation and setting expressions within the database.

Steps to a report (using the report wizard)

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 Ensure there is a table or query on which to base the report to create.

 Click report
 Click new
 Click report wizard
 Select the table or query to base the report
 Click ok
 Select the field required for the report
 Click next
 Group the field if need be
 Click next
 Sort the field if need be
 Click next
 Select the format or layout for the report
 Click next
 Select a style for the report
 Click next
 Type the name for the report
 Click finish button
 Edit and format the report
 Close the report

Steps to edit and format the form

 Open the form
 Click view menu
 Click design view
 Select the area to edit or format
 Click on format
 Apply the required aspect
 Click view menu
 Click form view
Steps to edit and format the report
 Open the report
 Click view menu
 Click design view
 Select the area to edit or format
 Click format menu
 Apply the required aspects
 Click view menu
 Click layout preview
Various sections of a form or report
Form header/ report header
This part contains the title of the form or the report and is usually printed once at beginning of the
form or the report.
Page header
This contains information to be printed at the top of each page of the form or the report if the form or
the report has several pages. It could be title column heading, dates or page number. in a form the
page header will appear only when the form is printed.

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Details
This is the main area or body of a form or report it usually contains controls bound to the fields in the
record source4 but can also contain unbound controls, such as label that identify a field information
that is printed for each record in the table or in the query.
Group header
This section contains information that is printed at the beginning of each field. This section will be
present only in the report and if there are grouped field.
Page footer
This section contains that information which is meant to be printed at the end of each page of a form
or a report. The information could be the page summary, page number, date etc.

Group footer
This section contains information that printed once at the end of the form or the report.
ACTION QUERIES
We already have dealt with queries. Those queries are known as select queries. We have also learnt
that queries delve into the database for specific data which meet a certain criteria or condition. There
are also other queries which go further than the select queries making changes to the database. These
are referred to as action queries. There are four action queries namely; app and query, make table
query, update query, and delete query.
Update query
This query can be used to make changes (update) to a database, for instance to increase employees
salary in job group A, B and C by a certain percentage, let’s say 10% or it can be used to replace
residents of Mombasa to Nairobi or even students indicated as not cleared to cleared; within the
database of course
Steps to update query
1. Click queries tab
2. Click new
3. Click design view
4. Click ok
5. Click the table/ query with fields to updates
6. Click add
7. Click close
8. Click query menu
9. Click update query
10. Drag the field to update into the grid
11. Type the expression that will update the records into the update to row
12. Type/ set the criteria to specify exactly which records to update
13. Click view menu
14. Click datasheet view
15. Click view menu again
16. Click design view
17. Run the query
18. Click yes to confirm the update changes
19. Save the update query design view
20. Close the design view
Append query

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Append means add and therefore this query will be used to add more records into the database
usually several and specific at one go. This process may be important if similar tables exist
independently and there is need to make them one.
Steps to append query
1. Click queries tab
2. Click new
3. Click design view
4. Click ok
5. Click the table/ query to extract records to be appended
6. Click add
7. Click close
8. Click query menu
9. Click append query
10. Type/ select the name of the table into which to append new records
11. Click current database or another database
12. Click ok
13. Drag the field with records to be appended into the grid
14. Type the criteria to specify exactly which records to append
15. Click view menu
16. Click database view
17. Run the query
18. Click yes to confirm the append changes
19. Save the append query design view
20. Close the design view

Make table query

This kind of query will be used to create a new table from existing database or to be specific an
existing table. So a smaller table may be extracted from a bigger one.
Steps to make table query
1. Click queries tab
2. Click new
3. Click design view
4. Click ok
5. Click the table/ query from where to extract fields for new tables
6. Click add
7. Click close
8. Click query menu
9. Click make table query
10. Type the new table’s name
11. Click current database or another database
12. Click ok
13. Drag the field to consist of the new table into the grid
14. Type the criteria to specify exactly which records to make the new table
15. Click view menu
16. Click database view
17. Click run query
18. Click yes to confirm the make table changes

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19. Save the make table query design view

20. Close the design view

MICROSOFT POWER POINT

MS power point is an application package under the category presentation tools. It is ideal for giving
presentation and slide showers. Presentation is a single file/ document created in MS power point
slides are individual working areas in a presentation. They equate the pages in word processor.

Application of MS power point

 Marketing company
 Giving an organizational over view
 Advertisements in the media especially TV
 Trade fairs and exhibitions
 Awareness campaigns
 Sales report and figures presentation
 Lecturing tool
 Entertainment

Advantages of presentation software

 Presentation software is incredibly easy to learn how to use.
 It is supplied with a large library of background templates and custom layouts
 Multimedia can easily be added to the presentation
 Presentations are easy to edit
 Presentations can be easily output to different formats e.g. interactive whiteboard, digital projector,
handouts
 Excellent for summarizing facts
 Great for showing graphs/charts/diagrams to an audience
 Can create a set of handouts for people to write on whilst presentation being given
 Allows you to face your audience and make eye contact rather than facing the screen.

Steps to blank presentation

 Open MS power point
 Click office button
 Click new
 Click bank presentation
 Select slide auto layout
 Enter and format accordingly
To add a new slide to a presentation
 Click home tab
 Click new slide
 Select slide layout
 Edit and format appropriately

Color scheme

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Color scheme is a set of eight balanced colors that can be applied to slides not pages or audience
handouts. a color scheme consists of background color a color for lines and text, and six other colors
selected to make slides easy to read
Steps to apply a color scheme
 Open the presentation
 Click the slide to apply
 Click design tab
 Click color scheme
 Click desired color scheme
 Click color schemes
 Click edit scheme
 Click standard
To apply font attributes to a slide
 Select the slide
 Select the area to apply the attribute
 Click home tab
 Choose aspects appropriately
Slide background
This is the beneath surface on the slide where the data rests. Background could be color or fill effect
such as gradient, texture, pattern and picture
Steps to apply background
 Open presentation
 Click design tab
 Click back ground style
 Click the drop down list
 Select a color for the background
 Click apply to all
 Click fill effects
 Adjust appropriately
 Click ok

Change a design in a presentation

Slide design are normally applied to blank presentations in order to upgrade the. They can also be
applied to replace an existing design. They can also be applied to replace an existing design. The
designs will be obtained from the design templates
Steps to apply change a design
 Open the presentation
 Click design tab
 Select desired design under themes group
To insert objects to a slide
 Select the slide
 Click insert menu
 Click object
 Select desired category
 Select desired object
 Click ok
 Slide view

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Slide or presentations can be viewed in various ways: normal, outline, slide sorter, notes page and
slide show etc.
 Normal view
This is a window whereby we can scroll to view all the slides within a presentation one at time, in
this window we can edit, copy, cut, paste, format and insert graphics etc. Under normal view there is
either slides view or outline view.
Steps to a normal view
 Click view menu
 Click normal

a. Slides view
This view displays all the slides numbered 1st to the last and if any has custom animation. The user
can select a slide from this view and edit or format it in the main normal view.
Steps to a slide view
 Click slide tab when in normal view

b. Slide outline view

It is also an editing and formatting window. Here slides and topics can be promoted or demoted,
expanded or collapsed moved up or down etc.
Steps to outline view
 Click outline tab when in normal view
c. Slide sorter view
It is view/ window whereby all the slides can be viewed at once, some aspect can also be applied
from this window such as sorting and transition.
Steps to slide sorter view
 Click view menu
 Click slide sorter
 Choose appropriate zoom percentage
 To sort drag to position the slide appropriately
 Notes page view
This view allows editing and formatting of additional notes below each slide in a presentation
Steps to notes page view
 Click view menu
 Click notes page
 Slide show view
It is a view that runs the entire presentation automatically (non-stop) or manually (on mouse click)
this is a final stage whereby the first to the last slide are viewed it is ideal view especially for a
presenter to an audience or mere slide show. It will be more effective if slide transition, custom
animation and sound effect are set to accompany the show.

Steps to slide show view (automatically)

 Open the presentation
 Click view menu
 Click slide show

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Slide transitions are the animation-like effects that occur in Slide Show view when you move from
one slide to the next during an on-screen presentation. You can control the speed of each slide
transition effect, and you can also add sound.

Steps to add a transition

1. On the left side of the slide window, in the pane that contains the Outline and Slides tabs, click the
Slides tab.

2. Select the slide thumbnails of the slides that you want to apply slide transitions to.
3. On the Animations tab, in the Transition To This Slide group, click a slide transition effect.
4. To see more transition effects, in the Quick Styles list, click the More button .
5. To set the slide transition speed between the current slide and the next slide, in the Transition To
This Slide group, click the arrow next to Transition Speed, and then select the speed that you want.
6. In the Transition To This Slide group, click Apply to All.

Add different slide transitions to the slides in your presentation

1. On the left side of the slide window, in the pane that contains the Outline and Slides tabs, click the
Slides tab, and then click a slide thumbnail.
2. On the Animations tab, in the Transition To This Slide group, click the slide transition effect that
you want for that slide.
To see more transition effects in the Quick Styles list, click the More button .
3. To set the slide transition speed between the current slide and the next slide, in the Transition To
This Slide group, click the arrow next to Transition Speed, and then select the speed that you want.
4. To add a different slide transition to another slide in your presentation, repeat steps 2 through 4.
Slide animations
To animate is to add special visual or sound effect to text or an object for instance you can have your
text bullet points fly in from the left, one word at time, or hear the sound of applause when a picture
is uncovered. Animation puts emphasis on important/ key points and controls the flow of information
or message. It also adds interest to the presentation during a slide show.
Animation scheme
Animation scheme adds preset visual effects to text on slides. Animation schemes can be applied to
all slides, all titles, and some items on master slides. Animation range from subtle to modern and to
exciting. Each scheme usually include effect for the slide title and an effect for applied to bullets or
paragraph.
Steps to animation scheme
 Select slide and the place holder
 Click animation tab
 Select an effect
 Click apply to all slides
 Click desired sound effect

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

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 Right click the final running slide

 Point screen
 Click black/ white screen
 Right click the black/ white screen
 Point pointer options
 Click ballpoint pen/ felt tip pen/ highlighter
 Scribble the notes on the screen
To clear the screen for fresh notes
 Right click the screen
 Point pointer option
 Click eraser/ erase all ink color
 To change the pen color
 Right click a running slide
 Point pointer option
 Click ballpoint prn/ felt tip pen/ highlighter
 Right click running slide again
 Point pointer option
 Point ink color
 Click desired color
 Press and drag to scribble

Master template/ slide master

The slide that stores information about the design template applied, including the font attributes,
placeholder sizes and positions, background designs, and color scheme.
It is a user designed slide with details meant not to change every time a new slide is added for the
entire presentation. The details may be a company logo, political slogan, school motto, date and time
etc.
Steps to create master template
 Activate a new presentation
 Click view menu
 Point master
 Click slide master
 Edit and format the sketch slide
 Click file menu
 Click save as
 Type the master’s filename
 Choose design template in the same type
 Click save button
To change the design template
 Open the presentation
 Click view
 Click slide sorter
 Click format
 Click slide design
 Click design template
 Select the desired template
 Click drop down list to the right of the template

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 Click apply to all slides

Packing a presentation
A presentation can be packed into a folder or an external storage device such as CD etc. for showing
in another computer even if the computer does not have not have the MS power point program.
Editing and formatting to a packed presentation is impossible since the source program is required to
achieve this.
Steps to package a presentation to a CD
 Open the presentation
 Click office button
 Point publish
 Click package to CD
 Type the name of presentation
 Click add files to include more presentation
 Click copy to cd
 Click ok
 Click close
Steps to package a presentation to folder
 Open the presentation
 Click office button
 Point publishes
 Click package to folder
 Type the name of presentation
 Click add files to include more presentation
 Click copy to cd
 Click ok
 Click close Click ok
 Click close
To run/ show a packed presentation
 Open the cd/ folder used in packing
 Open presentation CD
 Double click preview to open the presentation

MS. PUBLISHER

MS. PUBLISHER- is a desktop publishing software package that helps in creating as well
as publishing.

Create a publication with a publication wizard

1. On the File menu, click New.

2. In the New Publication task pane, under New from a design, do one of the following:
o To create a publication that you want to print, click Publications for Print. Then, under
Publications for Print, click the type of publication you want to create.

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o To create a Web site or a publication you plan to send as an e-mail message, click Web Sites and E-
mail. Then click Web Sites or E-mail, and click the type of publication you want.
3. In the Preview Gallery, click the design you want.
4. Do any of the following:
o To change the publication's overall design, click Publication Designs in the task pane.
o To change the publication's color scheme, click Color Schemes in the task pane.
o To change the publication's font scheme, click Font Schemes in the task pane.
o If you are creating a Web page, newsletter, or catalog, to change page content options, click Page
Content.
o Change or select any additional options in the task pane for the type of publication you have created.
5. In your publication, replace the placeholder text and pictures with your own or with other objects.
6. On the File menu, click Save As.
7. In the Save in box, select the folder where you want to save the new publication.
8. In the File name box, type a name for your publication.
9. In the Save as type box, select Publisher Files.
10. Click Save.

Create a publication from a design set

1. On the File menu, click New.

2. In the New Publication task pane, under New from a design, click Design Sets.
3. In the task pane, select the design set you want.
4. In the Preview Gallery, click the type of publication you want.
5. Do any of the following:
o To change the publication's overall design, click Publication Designs in the task pane.
o To change the publication's color scheme, click Color Schemes in the task pane.
o To change the publication's font scheme, click Font Schemes in the task pane.
o If you are creating a Web page, newsletter, or catalog, to change page content options, click Page
Content.
o Change or select any additional options in the task pane for the type of publication you have created.
6. In your publication, replace the placeholder text and pictures with your own or with other objects.
7. On the File menu, click Save As.
8. In the Save in box, select the folder where you want to save the new publication.
9. In the File name box, type a name for your publication.
10. In the Save as type box, select Publisher Files.
11. Click Save.

Create a new publication based on an existing one

1. On the File menu, click New.

2. In the New Publication task pane, under New, click From existing publication.
3. Click the publication you want to use as the basis for your new publication.
4. Click Create New.
5. Make the changes you want to create a new publication.
6. On the File menu, click Save As.
7. In the Save In box, select the folder where you want to save the new publication.

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8. In the File name box, type a new name for your publication.
9. In the Save as type box, select Publisher Files.
10. Click Save.

Create a publication from a blank page

1. On the File menu, click New.

2. In the New Publication task pane, under New, do one of the following:
o To create a publication you want to print, click Blank Print Publication.
o To create a Web page, click Blank Web Page.
3. In your publication, add text, pictures, and any other objects you want.
4. On the File menu, click Save As.
5. In the Save in box, select the folder where you want to save the new publication.
6. In the File name box, type a name for your publication.
7. In the Save as type box, select Publisher Files.
8. Click Save.

Create a publication from a template

This procedure works only if you've created a template yourself with Publisher (by choosing
Publisher Template in the Save as type list when you saved the publication previously) , or want to
use a third-party template created for Publisher.

1. On the File menu, click New.

2. In the New Publication task pane, under New from a design, click Templates.
3. In the Preview Gallery, click the template you want.
4. Make the changes you want to create a new publication.
5. On the File menu, click Save As.
6. In the Save in box, select the folder where you want to save the new publication.
7. In the File name box, type a name for your publication.
8. In the Save as type box, select Publisher Files.
9. Click Save.

Create or change a template

Create a template

1. Create the publication you want to use as a template.

2. On the File menu, click Save As.
3. In the File name box, type a name for the template.
4. In the Save as type box, click Publisher Template.

The destination folder changes to Templates. You need to save your template in this folder if you
want it to appear in the Preview Gallery of the New Publication task pane later.

5. Click Save.

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Change a template

This procedure works only if you've created a template yourself with Publisher (by choosing
Publisher Template in the Save as type list when you saved the publication previously) , or want to
use a third-party template created for Publisher.

1. On the File menu, click New.

2. In the New Publication task pane, under New from a design, click Templates.
3. In the Preview Gallery, click the template you want.
4. Make the changes you want to the template.
5. On the File menu, click Save.
6. In the Save as type box, click Publisher Template.
7. Click the name of the template you changed.
8. Click Save.

Create an invitation

1. On the File menu, click New.

2. In the New Publication task pane, under New from a design, click Publications for Print.
3. Under Publications for Print, click Invitation Cards.
4. Under Invitation Cards, click the type of invitation you want to create.
5. In the Preview Gallery, click the design you want.
6. Use the commands in the Invitation Options task pane to customize your invitation.

About converting publications between print and Web mode

You can create two types of publications with Microsoft Publisher: print publications and Web
publications. When you work on a print publication, you work in Print mode, and the options
available to you are tailored to print publications. Web features that are unnecessary for print
publications, such as navigation bars, are not available in Print mode. When you work on a Web
publication, you work in Web mode, and the options available to you are tailored to Web
publications. Print features that do not render accurately in a Web browser, such as text wrapping
around pictures and graphics, are not available in Web view.

After you create a print publication, you can convert it to a Web publication, and vice versa. When
you convert a publication from one type to the other, Publisher copies the text and graphics from
your original publication into the new publication type. If you used a wizard to create your original
publication, you will no longer be able to use the options available in that wizard in your converted
publication. Because certain print features are not available in Web mode, and certain Web features
are not available in Print mode, your publication may undergo formatting changes when you convert
it from one publication type to the other.

Troubleshoot templates

I can't find my templates.

You may find your templates in these locations:

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 If you changed the default location in which Microsoft Word saves user templates, Publisher will
save your Publisher templates in that location.
 If you are running Microsoft Windows 2000 or Windows XP, Publisher saves your templates in your
C:\Documents and Settings\username\Application Data\Microsoft\Templates folder.

Use the mouse to pan across the workspace

If your mouse has three or more buttons, you can use it to pan to get a better view of something on
the page or scratch area.

Do one of the following:

 To move the entire page within the workspace, hold down the fourth mouse button as you drag the

Hand pointer .
 To scroll quickly in any direction (for instance, to go to the scratch area or back to the page), hold

down the third mouse button (the wheel) and drag the pointer away from the origin mark in
the direction you want to scroll. You can also click the mouse wheel, drag and then click any mouse
button, or press ESC to stop panning.

Remove grid guides

Grid guides comprise column guides and row guides. You can use these guides to set up a layout
grid for a publication, which enables you to better arrange and align objects on a page.

1. On the Arrange menu, click Layout Guides, and then click the Grid Guides tab.
2. Under Column Guides, in the Columns box, change the number of columns to 1.
3. Under Row Guides, in the Rows box, change the number of rows to 1.
4. Click OK.

Hide or show layout guides, ruler guides, and object boundaries

 On the View menu, click Boundaries and Guides.

Note If the Snap to Guides command is on (On the Arrange menu, point to Snap, and then click
To Guides), objects will continue to snap to the guides even when the guides are hidden.

Set up text columns using layout guides

This procedure is useful if you are working with a publication that does not have predesigned text
columns (for example, if you are creating a newsletter from scratch, rather than from a predesigned
template).

1. On the Arrange menu, click Layout Guides, and then click the Grid Guides tab.
2. Under Column Guides, type or select the number of columns you want in the Columns box, and
then type or select the spacing value (gutter amount) in the Spacing box. The column guides you
create will appear on the current master page and on every page in the publication that uses that
master page.

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3. If your publication will be printed on facing pages, select Two-page master under Master Pages on
the Margin Guides tab, and then click OK.
4. On the page where you want the columns to appear, create text boxes by clicking the Text Box tool
on the Objects toolbar, and then dragging inside the columns defined by the layout guides.

Note If the To Guides command (Arrange menu, Snap command) is turned on, each text box will
snap to the nearest layout guide when you release the mouse button.

Structure the page with layout guides

1. On the Arrange menu, click Layout Guides, and then do any of the following:

Set up your publication to print on facing pages (like a book)

1. Click the Margin Guides tab, and then select Two-page master under Master Pages.
2. Under Margin Guides, type or select the values you want for the Inside, Outside, Top, and Bottom
margins.

Set up your column and row guides

3. Click the Grid Guides tab.

4. Under Column Guides, type or select the number of columns you want, and then type or select the
spacing value (gutter (gutter: The blank area between two or more columns of text or between two
facing pages in a publication.) amount) you want.
5. Under Row Guides, type or select the number of rows you want, and then type or select the spacing
value (gutter amount) you want.
6. If you want a centerline guide for your gutters, select Add center guide between columns and
rows.

Set up your baseline guides

7. Click the Baseline Guides tab.

8. Under Horizontal Baseline, type or select the spacing value you want, and then type or select the
amount of offset that you want between the first baseline guide (baseline guides: Guides to which
lines of text can be aligned to provide a uniform appearance between columns of text.) and the top
margin.
2. Click OK.

Move a margin guide, column guide, or row guide

You can only move margin guides (margin guides: Guides on the top, bottom, left, and right sides of
a page that are used to define its margins. Most contents of a page are within the margin guides.),
column guides (column guides: Vertical guides that are used to divide a publication page into two or
more columns.), and row guides on a master page.

1. On the View menu, click Master Page.

2. In the Edit Master Pages task pane, click the arrow next to the master page whose guides you want
to move, and then click Edit.

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3. Position the mouse pointer over the margin guide, column guide, or row guide you want to move

until you see the vertical or horizontal Adjust pointer .

4. Drag the guide to its new position.
5. To return to your publication page, click Master Page on the View menu.

Print a publication on a desktop printer

Print one or more copies of a publication

1. On the File menu, click Print.

2. Set the options you want, and then click OK.

Print on both sides of a sheet of paper (duplex printing)

Not all printers support duplex printing. If you’re not sure whether your printer does, check your
printer manual or consult your printer manufacturer.

1. On the File menu, click Print.

2. In the Print dialog box, click Properties.
3. Click the Layout tab.
4. Under Print on Both Sides, click the option you want.

Print specific pages of a publication on your desktop printer

1. On the File menu, click Print.

2. Under Print range, click Pages.
3. In the From and To boxes, type the page numbers of the first page and last page of the range you
want to print.

To print only one page, type the same number in the From and To boxes.

Send a publication in e-mail

Using the Microsoft Publisher e-mail wizard

1. On the File menu, click New.

2. Under New from a Design, click Web Sites and E-mail.
3. Under Web Sites and E-mail, click E-mail.
4. Under E-mail, click the type of publication you want.
5. In the Preview Gallery on the right, click the design you want.
6. Replace text and pictures in the publication with your own information.
7. On the File menu, point to Send E-Mail, and then click the command you want.

Send a publication as an attachment

Note To view a publication sent as an attachment, the recipient must have Microsoft Publisher 2002
or later installed.

1. On the File menu, point to Send E-Mail , and click Send Publication as Attachment.

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2. Type or select the recipient’s e-mail address and other information you want.
3. Click Send.

Send current page as an e-mail message

1. On the File menu, point to Send E-Mail, and click Send This Page as Message.
2. Type or select the recipient’s e-mail address and other information you want.
3. Click Send

Notes

 The recipient of the message does not need to have Office Publisher 2003 installed to view the
message.
 The e-mail message may look slightly different depending on which version of Microsoft Outlook or
Outlook Express the recipient is using.

Preview the current page before sending

 On the File menu, point to Send E-mail, and then click E-Mail Preview.

Your current message is displayed in your browser as it will appear when it is sent as an e-mail
message.

Note To send the current page as an e-mail message or to preview the current page before sending,
you must have Microsoft Office Outlook 2003 or Microsoft Outlook Express (version 5.0 or later)
installed on your computer.

INTERNET & E-MAIL

Internet is an interconnection of PCs throughout the world by use of ordinary telecommunication

lines and modems or just satellite signals. Other names associated with internet;
 Information super highway
 Cyber space
 The net
INTRANET
It is network which is localized within an organization or a department using server to interconnect
several computers.
EXTRANET
A network that would link computer across geographical regions is referred to as extranet.
Purpose of internet, extranet and intranet
The entire purpose of any interconnection is to access and share scarce information and resources
conveniently irrespective of distance and location. All this is because the human beings want to save
time and money yet enjoying the comfort of accessing volumes and volumes of information and
resources.
COMMON TERMS USED IN INTERNET
1. Webpage

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This is a single document/ page within the internet. It could be a text, picture, sound or a video. In
the internet the user gets required webpage and number of hyperlinks to link to other related web
page.

2. Web site
This is collection of related webpages, well organized and maintained by an organization, an
academic institution or government agency. A individual can also create, organize and maintain his/
her own web site.
3. Home page
It is usually the first welcoming page that appears when you open the internet browser or a web site
or even the first webpage of the email account. The home page is customized or set to meet the
user’s preferences.
4. History
This comprises tracks of all web pages that has been viewed previously on connected computer, it
enable the user go to specific information instead browsing afresh.
5. Hyper link
This is a special address that connects two or more related web pages in a website. It is usually an
underlined text, a button or a picture which when clicked opens the link page.

6. Uniform resource locator (URL)

It is unique address assigned to each webpage or website within the internet for identification, it
could be easy to display any webpage if you knew its URL, but in most cases the URLs are complex
and it is hard to master them off head e.g. www.google.co.ke

Parts of a URL
Protocol name
Protocol is language that enables a computer to speak to one another if they are interconnected
It involves a set of rules and standard that enable computer to exchange information smoothly.
Site location
It indicates where the site is in the internet or elsewhere.
Name of organization
It indicates the company or organization whose server controls the website.
Extension/ suffix
This indicates the nature of organization or company: Whether commercial, academic, educational,
military, and governmental etc.
7. Favorites
A collection of selected files by the browser if file are found to be necessary for future retrieve are
kept in the favorite’s folder. It’s a provision within the internet where the user may create folders to
store often accessed files.
8. Address bar
A space where the URL can be typed before a search is initiated
9. Search button
It is clicked after the keyword have been typed to begin the search to initiate the search.
10. Go button
The go button is clicked after a URL has been typed to open the website. The enter key can be
pressed to serve the purpose.

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11. Stop button

Clicked to end a search that may have taken more than enough time or wrong request has been made.
12. Refresh button
Clicked to re-open a webpage incase the page is not being displayed and the server or the connection
may have some problem.
13. Home button
Take the user to the home page or mail home (inbox page) of own account.

BROWSING/ SURFING
Browsing is accessing and collecting different information bit by bit from the internet.
Surfing is finding out what new or what is out there in the net. Look at it in this perspective on one
hand a student of ICT or IT may learn in class about the architecture of the CPU and later goes to the
internet for further notes.
Steps to browse/ surf the net
 Turn on a connected computer
 Open the web browser as any other program
 Type a keyword in the search box
 Press enter key
 Use the link appropriate to relate information
 Print the information if necessary
 Keep the selected webpages in favorite’s folder
 Download the important information to the computer, diskette, and flash disk etc. as take away
information.

Logical operators
They are words attached to keywords in the search box to narrow a search. These are AND, OR,
NOT among others, let’s assume we are searching for political using logical operators it would be as
follows
POLITICS AND AFRICA
This will search for politics only in Africa
POLITICS OR AFRICA
This will search for anything politics and anything Africa
POLITICS NOT AFRICA
This will search for anything politics and nothing in Africa
Some common search engines
 Google
 Yahoo
EMAIL ACCOUNT
Email stands for electronic mail. It is an address given to a individual or an organization after
registering to be a member of the internet through some host. It facilitates communication among
members of the internet.
Email account breakdown
ID (identity)
This is the name that identifies individual to the internet
Set up (@)
Indicate where the ID or the browser is hosted
Host

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The organization that maintains the server to act as link between the internet and the members. It is
ideal because it has a large storage capacity for electronic mails being exchanges. Most of the hosts
are search engines.
A search engine is an organization with powerful software that can delve into the internet and
retrieve the requested information. E.g. yahoo, Google, Hotmail etc.
Separator/ period
It puts distinctions between the host and the type of institution the host is.
Extension/ suffix
Indicates the nature of the host
OPENINNG AN EMAIL
Sign up
This is getting registered as a new member in the internet through some host. One can acquire as
many email accounts as possible, but remember each email accounts must be activated often;
otherwise it will be inactivated together with the mails.
Steps to sign up
 Open the web browser on a connected computer
 Identify and open host
 Click sign up link button
 Fill in the registration form and submit it
Sign in
This is identifying oneself to internet by typing in the identity and the password. It is actually
opening one’s email account.
Steps to sign in
 Open the web browser e.g. internet explorer
 Open the host
 Click sign in link wherever it may be
 Type the ID
 Type the password
 Click sign in button or press enter key
To check and read mail
Most of incoming mails are kept in the inbox folder.
Steps
 Click inbox folder or inbox link
 Click the subject of mail to read
 The user may delete, reply, forward, mark, save, move or spam a mail
 Click back to message or next or previous to read another mail

Folders in email account home

Email accounts home is the main webpage in someone’s email address because the main purpose of
this facility is to enhance exchange of mails. There are several folders in this webpage:
Inbox folder
This contains most of the incoming mails. These mails according to the host are genuine or worth.
The account holder may also move chosen mails into this folder.
Sent folder
Automatically the host keeps copies of all composed and sent mails into this folder for some duration
of time.
Draft folder

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In this folder the accounts holder keeps the copies of selected mails for reference or re-use.
Bulk folder
It contains mails that have been suspected by the host as spam. Spam is any unsolicited mail that
could contain virus, scary message, or even trivia, the account holder is advised not to open these
mails to avoid any harm to the computer or even to self.
Trash folder
All deleted mails are kept here, if completely these mails are not needed the holder may empty the
folder.
My folders
These are customized folders set apart for the account holder to create and move specific mails for
organization. Therefore, there could be mails folders for family, friends or job.
Steps to compose a mail
 Click compose button
 Indicate recipient address
 Indicate CC and BCC if any
 Type the subject for the mail
 Edit and format the mail if necessary
 May attach a file
 May save draft copy
 Click send button

FILE ATTACHEMENT
These are details already created in their respective source programs or already existing within the
internet and should accompany the email.
Importance of attachment
 Saves ordinary time for creating such document
 Variety selection of items from the internet
 Save air time and thus save money
Point to note before file attachment
 The file to attach to the mail should be composed before hand
 If the file to attach will come from the internet it should be browsed for before hand
Steps to attach file
 Click attach file button
 Click browse button to identify the file
 Select the location with the file
 Select the file to attach
 Click open
 Click attach file and wait for attachment
 Click attach more file
 Click back to message
 Click send button

INTERNET ETIQUETTE
Internet is designed and improved every day to save time and energy to the user. Etiquette is the
manners by which the user will conduct himself when online, therefore it is important to observe
some conduct that may hinder the purpose of internet.
 Brief and precise to deliver messages

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 Prepare or browse for attachments before hand

 Use short forms if possible, e.g. its, coz
 Avoid retrogression or repetition
 Stick to the point when browsing or surfing
Sign out
This is ending the browsing session within the internet. It closes one’s email account. It is important
because it saves money and preserves secrecy.
Steps to sign out
 Click sign out button wherever it may be or
 close the web browser
BENEFITS OF INTERNET
Communication
Email enable people around the world send, receive and reply an electronic mail. This is faster more
convenient and even cheaper than the ordinary mails.
Information
The internet provides information virtually on every topic; be it politics, science, religion etc. at
reduced cost.
Programs
Computer wizards can find and retrieve volumes and volumes of application programs including
anti-virus which are designed, dispatched and downloaded from the internet either free or at cost.
Entertainment
People can watch, matches, play games, listen to radio stations etc.
Discussion/ chat group
This involves internet browsers with email accounts who might be strangers or even friends, they
pick on a topic and then privately or publicly discuss it. The discussion may be serious.
E-commerce
This is business over the internet or online. It enables ordering of goods and services over the
internet and delivery don without the customer leaving the office desk or the home compound.
Advertisements
Because of millions of internet browsers are hooked on the net, companies find it ideal to market
their products to broader clientele.
E-teaching/ E-learning
On one hand academic institutions have moved at higher gear to deliver education to student’s
online thus reducing congestion in their scarce physical facilities.
While on the other hand the students have embraced the move by enrolling more for travelling and
accommodation costs have been slashed
E-banking
With EFI (electronic fund transfer) and other electronic facilities financial institutions have made it
easy for their customer to make transaction very conveniently
DISADVANTAGES OF INTERNET
1. Moral decay
The ever-booming pornography material online especially to children live them hanging on the
verge of high cliff.
2. Fraud
Financial institutions lose millions daily to hackers who break into their system codes and make
away with huge sums of money.
3. Addiction

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Game players, chatters, movie watchers etc. waste crucial hours on computer at the expense of their
daily chores.
4. Anti-social community
Man- made machines make people not to communicate face to face. This has in itself the physical
interaction among friends and family members, many being left loners.

FACILITIES REQUIRED TO CONNECT THE INTERNET

1. Personal computer (PC)
The PC should have:
 High speed processor
 High capacity disk
 High quality monitor
2. Web browser
This is software that enables access to the internet e.g. internet explorer
3. Modem
A gadget or device that translates information from digital to analog and vice versa, it is two words;
Modulator and demodulator. Modem speed should be high at least 56mps.
4. ISP (internet service provider)
It is a commercial organization that provides connectivity to the internet to its clients. It maintains
security to its clients and also provide support service.
Example of ISPs in Kenya
 Wananchi online
 Access Kenya
 Kenya data networks (KDN)
 Jamii telkom
 Swift Kenya
 Ken stream
 Form net
5. User name
Registration name given to the ISP before connection and registration
6. Password
Secret coding to ensure security to one’s account.
7. Web server
Computer or machine with certain software to enable answering of requests for documents from
clients over the internet.

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