© 2024 CAMPALA OPEN SCHOOL TZ-0683634188

COMPUTER APPLICATION

©2024 CAMPALA OPEN SCHOOL TZ-0683634188

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 INTRODUCTION TO COMPUTER AND MICROSOFT WORD
HOW TO SWHICH OFF/ON YOUR COMPUTER

THERE ARE TWO WAYS TO USE

1) You can use power button

2) You can use start menu (this is the best way to switch off your computer

NB: Before you switch off your computer make sure you close all application programs

=>HOW TO USE MOUSE

Mouse are divided into three parts

1) Left button (primary button)

2) Scroll button
3) Right button (secondary button)

FUCTION OF MOUSE
i. Pointing.
ii. Clicking (use left button one times).
iii. Double clicking (use left button two times).
iv. Right clicking (use right button one times).
v. Drag and drop (drag means hold left button then move, drop means release left button).

=>HOW TO USE CHANGE MOUSE BUTTON AND POINTERS

i. Click start menu
ii. Click control panel
iii. Click view by- then select either large icon or small icon
iv. Choose mouse icon
v. Double click mouse icon

vi. Click word button tab

vii. Click check box switch primary and secondary
viii. Click ok

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ix. To change pointers, click word pointer tab=>click browse =>choose your pointer=>click
open=>click OK

=>HOW TO CHANGE DESKTOP BACKGROUND, SCREEN SERVER, AND WINDOW

COLOR.

i. Right click empty area/ space on desktop

ii. Click personalize
iii. Click desktop background (to change background), click screen server (to change screen server)
then click window color (to change color)
iv. OK

HOW TO CREATE FOLDER

i. Right click empty area/space

ii. Click new
iii. Click folder

HOW TO RENAME FOLDER

i. Right click your folder

ii. Click rename
iii. Write your name or nick name

HOW TO MOVE, COPY, PASTE, FILES INTO YOUR FOLDER

=>How to move

Drag your files into your folder (hold different button then move directly to your folder then release
button)

=>how to copy and paste

i. Right click the file that you want to copy

ii. Click word copy
iii. Go to your folder then open
iv. Right click inside your folder
v. Click word paste

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 =>how to change folder appearance/ picture

i. Right click your folder

ii. Click word properties
iii. Click customize
iv. Click change icon
v. Select your icon
vi. Click OK

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 MICROSOFT WORD
(Word Processing)
Important things to consider before you start to use Microsoft word/ to create document
i. Set ruler
ii. Select font style (aina za maneno) e.g.: - time
new roman
-Tahoma-Calibri
-Arial
iii. Select font size e.g., 12pt, 14pt etc.
iv. Select line spacing
NB: when you choose line spacing 1.5 or 2, but still line spacing remain large you required to
-Remove Space after Paragraph
-Remove Space before Paragraph
=> HOW TO SAVE DOCUMENT
i. Click file button
ii. Click save as
iii. Select your location
-you can choose DESKTOP, DOCUMENT OR LOCAL DISK (D)
iv. Write your name or nick name
v. Click SAVES
HOW TO INSERT TEXT BOX
i. Click insert
ii. Click text box
iii. Select your text box style
iv. Start to write
=>HOW TO FORMAT SHAPE
i. Click your text box from your page
ii. Click format tab
iii. Now you can change your textbox style, fill color, shape outline, change shape all from format
tab.

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 =>HOW TO INSERT WORD ART
i. Left click insert tab
ii. Go to word art command, click arrow to get of word, art style
iii. Select your word art style
iv. Write your word
=>HOW TO INSERT EQUATION
i. Select the insert tab
ii. Click equation command in the text group
iii. Use command appeared on design tab to create different equations
HOW TO INSERT DROP CAP
i. Select the insert tab
ii. Click the drop cap command in the text group
iii. Choose your drop cap style
HOW TO INSERT PICTURE
i. Click insert tab
ii. Go to illustrations group
iii. Click picture
iv. Select picture from your computer
v. Click the word insert
TO FORMAT PICTURE
i. Click picture from your page
ii. Click format tab
iii. Now you can change your picture style, picture color, picture border all from format tab
HOW TO INSERT CLIPART
Clipart includes picture, drawing, sound, movies, or stock photography to illustrate a specific
concept
i. Click insert tab
ii. Click clip art
iii. Review results from a clip art search
iv. Place your insertion pointing the document where you wish to insert the clip art
v. Left click an image in the task pane.it will appear in the document
OR
vi. Left click the arrow next to an image in the task pane
vii. Select insert, copy, or any of the other options on the list

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 =>HOW TO INSERT SHAPES
Shapes are ready made objects such as rectangles and circles, arrows, lines, flowchart symbol and
callouts
i. Click insert tab go to illustration group
ii. Click shape
iii. Select your shape that you want to use
iv. Click your shape
TO FORMAT SHAPES
i. Click your shape from your page
ii. Click format tab
iii. Now you can change your shape style, fill color, shape outline all from format tab
To insert a smart art illustration
Smart art is graphic to visually communicate information graphic range from graphical lists
process diagrams to more complex graphics such as Venn diagrams and organization chart.
i.Place the insertion point in the document where you want the graphic to appear.
ii.Select the insert tab
iii.Select the smart art command in the illustration group. A dialog box appears
iv. Select the category on the left of the dialog box and review the smart art graphics that appear the
center.
v. Left click a graphics to select it
vi. Click ok
TO INSERT A HEADER, FOOTER AND PAGE NUMBER
Header is the content that appear at the top of each printed page. footer is contents that appear at
the bottom of each printed page.
i. Select the insert tab
ii. Click either the header or footer or page number command. a menu appears with a list of built-in
options you can use.
iii. Left click one of the built-in options and it will appear in a document or
iv. Left click black to select it.
v. Type the information into the header and footer
TO CHANGE THE PAGE ORIENTATION
i. Select the page layout tab
ii. Click the orientation command in the page setup group.
iii. Left click either portrait (wima) or landscape (mlalo) to change the page orientation

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 TO CHANGE THE PAPER SIZE
i. Select the page layout tab
ii. Left click the size command and a drop-down menu will appear. The current paper size is
highlighted
iii. Left click a size option to select it e.g., a4 size, a3size etc. The page size of the document changes.
TO FORMAT PAGE MARGINS
i. Select the page layout tab.
ii. Click the margins commands. A menu of option appears. normal is selected by default.
iii. Left click the predefined margin size you want
iv. Or
v. Select customer margin from the menu. the page dialog box appears.
vi. Enter the desired margin size in the appropriate fields
TO INSERT A BREAK
i. Break is used to add a new page, section or column break to a document
ii. Place your insertion point where you want the break to appear
iii. Select the page layout tab
iv. Click the breaks command. A menu appears.
v. Left click a break option to select it. The break will appear in the document
TO ADD DOCUMENT TO A COLOMN
i. Select the text you want to format
ii. Select the page layout tab
iii. Left click the column command.
iv. Select the number of columns that you would like to insert
TO ADD WATER MARK
i. Select design tab.
ii. Click the watermark command
iii. Select the watermark style you would like to insert
Or
iv. Click custom watermark
v. Go to text then write your own word would like to appear on
your page
vi. Change color, change orientation (horizontal or vertical) if
you would like to insert
TO ADD PAGE COLOR
i. Select the design tab.
ii. Left click the page color command.

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 iii. Select the color that you would like to insert
TO ADD PAGE BORDER
i. Select the design tab
ii. Left click the page border command
iii. Select the border style, color, width would like to insert
TO ADD BORDER ART
i. Select the page layout tab
ii. Left click the page the border command.
iii. Click arrow sign in art from the border and shading dialog
box
iv. Select the art styles would like to insert

HOW TO INSERT TABLE

Table is grid cell that arranged in row and column.
Column is vertical lines (ni mistari iliyosimama)
Row is horizontal lines (ni mistari iliyolala)
TO CONVERT EXISTING TEXT TO A TABLE
i.Select the text you wish to convert
ii.Select the insert tab.
iii.Click the table command
iv. Select convert text to table from the menu. A dialog box appears
v. Choose one of the options in the separate text at: section. This is how
words knows what text to put in each column
vi. Click OK.the text appears in a table
TO INSERT A BLACK TABLE
i. Place your insertion point in the document where you want the table to appear.
ii. Select the insert tab
iii. Click the table command.
iv. Drag your mouse over the diagram squares to select the number of column and rows in the table.
v. Left click your mouse and the tables appears in the document.
OR
vi. Click insert tab
vii. Set numbers of columns and number of rows
viii. Click OK
ix. Enter the text in the table

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 TO DELETE A ROW OR COLUMN
i. Select the row or column
ii. Right click your mouse and a menu appears
iii. Click delete cell
For columns
Click delete interred column
For rows
Click delete entire row
iv. Click OK
TO INSERT ROW OR COLUMN
i. Select the row or column
ii. Right click your mouse and a menu appears
iii. Click insert
For column
➢ Click insert column to the left
➢ Click insert column to the right
For row
➢ Click insert row above
➢ Click insert row below
HOW TO MARGE CELL
i. Select your rows or column that you want to marge
ii. Right click your mouse and a menu appears
iii. Click marge cell
HOW TO SPLIT CELL
i. Select your cell that you want to splits
ii. Right click your mouse and a menu appear
iii. Click split cell
iv. Set the number of columns that you want to split
v. Click ok
HOW TO CHANGE TEXT DIRECTICTUION
i. Select your text/would you want to change direction
ii. Click layout tab
iii. Click text direction

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 TO CREATE TABLE OF CONTENT
i. Write your text/document/contents
ii. Write title/topic heading and their sub title/headings
iii. Go to home tab
▪ Set headings style e.g., heading 1, heading 2, heading 3, and heading 4………. etc.
▪ Set heading 1 for main heading in the topic
o Set heading 2 for sub heading in the topic
o Set heading 3 for sub sub heading in the topic………. etc.
iv. Go to your blank page in your document
o Click the insertion point in your page
v. Go to REFERENCES TAB
vi. Click the table of contents
vii. Select style of contents you would like to appear on your page.
USING MAIL MARGE

Mail marge is a use full tool that will allow you to easily produce multiple letters, labels,
envelopes and more using information stored in a list database or spreadsheet.
To Use Mail Marge
i. Select the mailings on the ribbon.
ii. Select the start mail marge command
iii. Select step by step mail merge wizard
The mail marge task pane appears and will guide you through the six main steps to complete a
marge
Step1-3
i. Choose the style of document you wish to create. In this example, select letters.
ii. Click next: starting document to move to step 2

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 iii. Select use the current document
iv. Click next: select recipients to move to step 3.
v. Select the type a new list button
vi. Click create to create a data source. the new address list dialog box appears.
➢ Click customize in the dialog box. The customize address list dialog box appears
➢ Select any field you do not need and click delete
➢ Click yes to confirm that you wish to delete the field
➢ Continue to delete any unnecessary fields
➢ Click. the add field dialog box appear
➢ Enter the new field name
➢ Click ok
➢ Continue to add any fields necessary
➢ Click ok to close the customize address list dialog box.
TO CUSTOMIZE THE NEW ADDRESS LIST.

i. Enter the necessary data in the new address list dialog box
ii. Click new entry to enter another record.
iii. Click close when you have entered all your data records
iv. Enter the file name you wish to save the data list as.
v. Choose the location you wish to save the file.
vi. Click save. The mail marge recipients dialog box appears and display all the data records in the
list
vii. Confirm the data list is correct and click ok
viii. Click next: write your letter to move to step 4

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 Steps 4-6
Write a letter in the current word document, or use an open, existing documents.
To insert recipient data from the list-:
o Place the insertion point in the document where you wish the information to appear
o Select address block, greeting line or electronic postage from the task pane. A dialog
box with options will appear based on you selection.

OR
o Select more items. The insert merge field dialog box will appear.
o Select the field you would like to insert in the document.
o Click insert. Notice that a place holder appears where information from the data record
will eventually appear.
o Repeat these steps each time you need to other information your data record.
i. Click next: preview your letters in the task pane once you have completed your letter.
ii. Preview the letters to make sure the information from the data record appears correctly letter
iii. Click next: complete the merge
iv. Click print to print the letters
v. Click all
vi. Click ok in the merge to printer dialog box.
vii. Click ok to send letters to the printer.
The mail merge wizard allows you to complete the mail merge process in a variety of ways. The
best’s way to learn how to use different functions in mail merge is to try to develop several of the
different documents—letters, labels, envelopes using the different types of data sources.

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 MICROSOFT EXCEL

(SPREADSHEAT PROGRAM)
Microsoft excel is a spread sheet program that is used to record and analyses a numerical data.
Spreadsheet are the collection of rows and columns that form a table.
Column are represented by letter like A, B, C, D, E, F, G, H, I, J, K etc.
Rows are represented by number like 1, 2, 3,4,5,6,7,8,9 etc.
The alphabetical letters are usually assigned to columns and numbers are usually assigned to rows
Cell is the point where the column and row meet. The address of the cell is given by the letter
representing the column and the number representing a rows
How to open Microsoft excel
Running excel is not different from running any other windows program.
➢ Click on start menu
➢ Point to all programs
➢ Point to Microsoft excel
➢ Click on Microsoft excel
Understanding the ribbon
The ribbon provides shortcuts commands in excel. A command is an action that the user
performs.an example of a command is creating a new document, printing a documenting
etc.
Component of the ribbon
Ribbon start button it is used to access commands i.e., creating new document, saving
existing work, printing, accessing the options for customizing excel etc.

Ribbon tabs the tabs are used to group a similar command together. The home tab is used
for the basic commands such as the formatting the data to make it more presentable, sorting
and finding specific data with the spreadsheet.

Ribbon bar the are used to group a similar command together. Example the alignment
ribbon bars used to group all the commands that are used to align data together.

Worksheet is a collection of rows and columns. Cell are used to record data. Each cell has
unequally identified using a cell address

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 Workbook is the collection of worksheets.by default a workbook has three cells in excel.
You can add or delete more sheets to suits your requirement, the sheets are named sheet1,
sheet2 and sheet3.you can rename the sheet name to more meaningful names.

Important excel shortcut

❖ Ctrl+P Used to open the printing dialogue window
❖ Ctrl+N Create a new workbook
❖ Ctrl+S Save the current workbook
❖ Ctrl+C Copy the content of the current select
❖ Ctrl+V Paste data from the clipboard
❖ Shift+f3 display the function insert dialog window
❖ Shift+f11 create a new worksheet
❖ F2 check formula and cell range covered
COMPONENT OF MICROSOFT EXCEL WINDOW
ACTIVE CELL a cell which is currently selected.it will be highlighted by a rectangular box and
its address will be shown in the address bar. You can activate a cell by clicking on its.to edit a cell,
you double click on it or use f2.
COLUMNS a column is a vertical set of a cells. A single worksheet contains 16384 total columns,
every column has its own alphabet for identify from A to XFD.
ROWS a row is a horizontal set of cells. A single worksheet contains 1048576 total rows. Every
row has its own number for identity start from 1 to 1048576.
FILL HANDLE it’s a small dot present on the lower right corner of the active cell. It helps you
to fill numeric values, text series, insert range, insert serial number etc.
ADDRESS BAR it shows the address of the active cell.
FORMULAR BAR is an input bar below the ribbon. It shows the content of the active cell, you
can also use enter formula in an excel.
TITLE BAR will show the name of your work book followed by the application name
FILE MENU it contains option like save, save us, open, new, print
RIBBON TAB is the branch of the specific option group which father contain the options
STATUS BAR it is a thin bar at the bottom of the excel window, it will give you an instant help
once you start working in excel.
MODIFYING COLUMNS, ROWS AND CELLS
When you open a new, black workbook, the cells columns, and rows are set to a default size. You
do have the ability to change the size of each, and to insert new columns, rows and cells as needed.

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TO MODIFY COLUMN WIDTH:
i. Position the color over the column line in the column heading and a double arrow will
appear
ii. Left-click the mouse and drag the cursor to the right to decrease the column width or to the
left to decrease the column width.
iii. Release the mouse button.
TO MODIFY THE ROW HEIGHT:
i. Position the cursor over the row line you want to modify and double arrow will appear
ii. Left-click the mouse and drag the cursor upward to decrease the row height or downward
to increase the row height.
iii. Release the mouse button.
TO INSERT ROW
i. Select the row below where you want the new row to appear.
ii. Click the insert command in the cells group on the home tab.the row will appear.
iii. The new row always appears above the selected row.
iv. Make sure that you select the entire row below where you want the new row to appear and
not just the cell. If you select just the cell and then click insert, only a new cell will appear.
TO INSERT COLUMNS:
i. Select the column to the right of where you want the column to appear.
ii. Click the insert command in the cells group on the home tab.
iii. Make sure you select the entire table column to the right of where you want the new column
to appear and not just the cell. If you select just the cell and then click insert only a new
cell will appear.
TO DELETE ROWS AND COLUMNS:
i.Select the row or column you’d like to delete.
ii.Click the delete command in the cells group on the home tab.
iii.Formatting text.
FORMATTING A CELLS
i. To format text in bold or italics
ii. Left-click a cell to select it
iii. Click the bold (B) or italic (/) command.
TO FORMAT TEXT AS UNDERLINE:
i. Select the cell or cells you want to format.
ii. Click the drop-down arrow next to the underline command.
iii. Select the single Underline (u) or Double Underline (U) option

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 TO CHANGE FONT STYLE
i. To select cell or cell you want to format
ii. Left-click the drop-down arrow next to the font style box on the home tab
iii. Select a font style from a list
TO CHANGE THE FONT SIZE
i. Select the cell or cell you want to format
ii. Left click drop-down arrow next to the font size box on the home tab
iii. Select a font from the list
TO CHANGE THE FONT COLOR
i. Select the cells you want to format
ii. Left click the drop-down arrow next to the text color command. A color palette will appear
iii. Select a color from the palette
TO ADD A BORDER
i. Select a cell or cells that you want to format.
ii. Click the drop-down arrow next to the borders command on the home tab’s menu will
appear with border options.
iii. Left-click an option from the list to select it.
TO ALIGN TEXT OR NUMBERS IN A CELL:
i. Select a cell or range of a cells
ii. Click on either the align left, align center or align right commands on the home tab.
iii. The text or numbers in the cell (s) take on the selected alignment treatment.
iv. Left-click a column label to select the entire column, or a row label to select an entire row.
TO FORMAT NUMBERS, CURRENCY, PERCENTAGE AND DATE. ETC
i. Select the cell or cells you want to format.
ii. Left-click the drop-down arrow next to the number format box.
iii. Select one of the options for formatting numbers.
By default, the numbers appear in the general category, which means there is no special formatting.
In the number group, you have some other options. For example, you can change the U.S. dollar
sign to other currency format, number to percent’s, add commas, and change the decimal location.
TO COPY AND PASTE CELL CONTENTS:
i. Select the cell or cells you wish to copy.
ii. Click the copy command in the clipboard group on the home tab. The border of the selected
cells will change appearance.
iii. Select the cell or cells where you want to paste the information.
iv. Click the paste command.the copied information will now appear in the new cells.

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 TO DRAG AND DROP INFORMATION
i.Select the cell or cells that you wish to move
ii.Position your mouse pointer near more of the outside edges of the selected cells. The
mouse pointer changes from a large, white cross to a black cross with 4 arrows.
iii.Left-click and hold the mouse button and drag the cells to the new location.
iv.Release the mouse button and the information appears in the new location.
v.To use the fill handle to fill cells.
vi.Position your cursor over the fill handle until the large white cross becomes a thin,
black across.
vii.Left-click your mouse and drag it until all the cells you want to fill are highlighted.
viii.Release the mouse button and all the FORMATTING TABLES
TO FORMAT FORMATION AS A TABLE, CONDITIONAL FORMATTING AND CELL
STYLE
i. Select any cell that contains information
ii. Click the format as a tables or conditional formatting or cell style commands in the style
group on the home tab
iii. Left-click as table or conditional formatting or cell style to select it.
iv. A dialog box will appear.
v. Change the range listed in the field, if necessary.
HOW TO WRAP TEXT AND MARGE CELL
The wrapped text wraps the contents of a cell across the several lines if it’s too large than the
column width.it increases the height of the cell as well.
MARGE is process of taking two or more cell group them into one
TO WRAP TEXT AND MARGE CELL
i. Select a cell or a range of a cells
ii. Select the home tab
iii. Click the wrap text commands or the merge and center commands.

HOW TO RENAME WORKSHEET/SHEET

i. Right –click the sheet tab to select it.
ii. Choose rename from the menu that appears. The text is highlighted by a black box.
iii. Type a new name for the worksheet.
iv. Click off the tab.the worksheet now assumes the descriptive name defined. Inserting
worksheets.

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HOW TO INSERT NEW WORKSHEET /SHEETS:

• Left-click insert worksheet icon. A new sheet will appear.it will be named sheet4, sheet5
or whatever the next sequential sheet number may be in the workbook.
HOW TO DELETE WORKSHEET/SHEETS
i. Click on the sheet(s) you want to delete.
ii. Right-click the sheet(s) and a menu appear.
iii. Select delete.
TO FREEZE A ROW
i. Select the row below the one that you want frozen.
ii. Click the view tab.
iii. Click the freeze pane commands in the windows groups.
iv. Choose freeze panes. A thin, black line appears below everything that is frozen in place.
v. Scroll down in the worksheet to see the pinned rows.
TO UNFREEZE A PANE:
i. Click the freeze pane command.
ii. Select the unfreeze command.
TO FREEZE ACOLUMN:
i. Select the column to the right of the column(s)you want frozen
ii. Click the view tab.
iii. Click the freeze pane command in the window group.
iv. Choose freeze pane. A thin, black line appears to the right of the frozen area.
v. Scroll across in the worksheet to see the pinned columns.
CHARTS
Chart can be a useful way to communicate data. When you insert a chart in the excel, it appears in
the selected worksheet with the source data, by default
HOW TO CREATE CHARTS
i. Select a worksheet you want to work with.in this example, we use the summary worksheet.
ii. Select the cells that you want to charts, including the column titles and the row labels.
iii. Click the insert tab
iv. Hover over each chart option in the charts group to learn more about it.
v. Select one of the chart options. In this example, we use the column command.
vi. Select a type of chart from the list that appears. For this example, we use a 2-D clustered
column. the chart appears in the worksheet.
FORMULA
A formula is an equation that performs a calculation using value in the worksheet.

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TO CREATE A SIMPLE FORMULA THAT ADDS TWO NUMBERS:
➢ Click the cell where the formula will be defined
➢ Type the equal sign (=) to let excel know a formula is being defined.
➢ Type the first number to be added (e.g.B6)
➢ Type the addition sign (+)/subtraction/multiplication/division to let excel known that an
add operation is to be performed.
➢ Type the second number to be added (e.g.H10)
➢ Press Enter or click the Enter button on the formula bar to complete the formula.
As good as excel is, it cannot guess or read your mind. You must know which math operation(s)
you need to use

ARITHMETIC OPERATORS
Addition +(plus)
Subtraction -(minus)
Multiplication *(asterisk)
Division /(forward slash)

Example -01: let B9=68 and H10=12

So our formula will be as
=B9+H10
=B9-H10
=B9*H10
=B9/H10
Another example-02
Find total

A B
1 FRUITS PRICE
2 ORANGES 1200
3 MANGO 1500
4 APPLE 2000
5 BANANA 1300
6 TOTAL

We write our formula as =b2+b3+b4+b5

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Example 03

A B C D E F
1 FRUITS JANUARY FEBRUARY TOTAL DIFFERENCE PRODUCT
2 ORANGE 90 43
3 MANGO 89 46
4 APPLE 76 23
5 BANANA 88 39
Find
Total=January+ February (we write our formula as=b11+c11)
Difference=January-February (we write our formula as=b11-c11)
Product=January*February (we write our formula as=b11*c11)

FUNCTION
A function is a predefined function that perform calculations using specific values in a particular
order.
The part of a function:
Each function has a specific order, called syntax, which must be strictly followed for the function
to work correctly.
Syntax order:
1. All function begins with the =sign
2. After the = sign define the function name (e.g., sum, min, max, average, count etc.)
3. Then will be an argument.
An argument is the cell range or cell references that are enclosed by parentheses. If there is more
than one argument, separate each by a comma.
Example of argument:

1 2 3 4 5 6 7 8 9 10

Argument is 1-10
But in excel use: instead of-it means 1:10
Also in excel use cell references to represent argument.it means a name of cell that represents
numbers e.D6:I6

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=FUNCTION NAME (ARGUMET)
STATISTICAL FUNCTION NAME
SUM-summation adds a range of cells together.
AVERAGE-average calculates the average of a range of cells
COUNTS-count the number of chosen data in range of a cells
MAX-identifies the largest number in a range of a cells.
MIN-identifies the smallest number in a range of a cells.
Examples:
=SUM (D6:I6)
=AVERAGE (D6:I6)
=MAX (D6:I6)
=MIN (D6:I6)
=COUNT (D6:I6)
=COUNTA (D6:I6)
=TRIM (D6:I6)
To calculate the sum, min, max, average and rank of a range of data using auto sum:
i. Select the formulas tab.
ii. Locate the function library groups from here, you can access all the available functions
iii. Select the cell where you want the function to appear.
iv. Select the drop-down arrow next to the auto sum command.
o Select the sum or min or average or count number or if or rank. A formula will
appear in the selected cell.
v. Press the enter key or enter button on the formula bar. The total will appear.

IF STATEMENT
Syntax order
i. Start with=
ii. Function name
iii. Argument

=function name (argument)

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 Function name=IF
Argument contains three parts
i.Conditions
ii.Value if condition is true
iii.Value if condition is false
The basic if formula looks like this
=IF (condition, value if condition is true, value if condition is false).
Condition:
Any condition must have

> Greater than

>= Greater than or equal
< Less than
<= Less than or equal
= Equal sign

E.g.: B4>=60
A2<30
C5=40
SO
=IF (B4>=60,” TRUE”,” FALSE”)
=IF (A2<,” OK”,”NO”)
=IF (C5=40,”8”,”9”)
Example-01
Find the results, if age is greater than or equal to 60 result is “true” otherwise “false”

A B
1 AGE RESULT
2 67
3 44
4 23
5 89
6 18

=IF (AGE>=60,” TRUE”,” FALSE”)

23
 A2
We write our formula as =IF (A2>=60,” TRUE”,” FALSE”)
Example -02 from questions book
100-60=>pass
60-0=>fail
=IF (average>=60,” pass”, “fail”)
M2
We write our formula as =IF (M2>=60,” PASS”,” FAIL”)
i. If the average (in cell M2 is greater than or equal to 60, then the student gets a PASS
ii. Otherwise, the student gets a FAIL

NESTED IF
Nested if means multiple if statement together in one formula.
=if (condition, value if condition is true, if (condition, value if condition is true, if (condition, value
if condition is true, if (condition, value if condition is true, value if condition is false))))
Example-01 from questions book
100-80=>A
80-60=>B
60-40=>C
40-20=>D
20-0=>F
Average (in cell M2)
=IF(M2>80,” A”, IF(M2>60,” B”, IF(M2>40,”C”, IF(M2>20,” D”,” F”))))
This complex nested IF statement follows a straightforward logic:
If the average (in cell M2) is greater than 80, then students get an A
If the average is greater than 60, then the student gets a B
If the average is greater than 40, then the student gets a C
If the average is greater than 20, then the student gets a D

24
Otherwise, the student gets an F
SORTING AND FILTERING
Sorting lists is a common spreadsheet task that allows you to easily recorder your data. The most
common types of sorting is alphabetical ordering, which you can do in ascending or descending
order.
=>to sort in alphabetical order:
i. Select a cell in the column you want to sort.
ii. Click the sort & filter command in the editing group on the home tab.
iii. Select sort A to Z. Now the information in the category column is organized in alphabetical
order.
iv. You can sort in reverse alphabetical order by choosing sort Z to A in the list.
=>to sort from smallest to largest:
i. Select a cell in the column you want to sort (a column with numbers).
ii. Click the sort &filter command in the editing group on the home tab.
iii. Select from smallest to largest. Now the information is organized from the smallest to
largest amount.
You can sort in reverse numerical order by choosing from largest to smallest in the list
Filtering cells
Filtering is temporarily hiding data in a spreadsheet. This allows you to focus on specific
spreadsheet entries.
=>to filter data
i. Click the filter command on the data tab. Drop-down arrows will appear besides each
column heading.
ii. Click the drop-down arrows to the heading you would like to filter.
iii. Uncheck select all.
iv. Choose flavor
v. Click OK. All other data will be filtered, or hidden, and only the flavor data is visible
To clear one filter.

• Select one of the drop-down arrows next to a filtered column.

25
 MICROSOFT POWER POINT

(PRESENTATION)
Power point is a slideshow presentation program that’s parts of the Microsoft office suite of tools.
Power points makes it easy to create, collaborate and presents your ideas in dynamic, visually
compelling ways.
Slide layouts contain formatting, positioning and place holders for all of the content that appears
on slide. Placeholder are the containers in layouts that hold such content as text (including body
text, bulleted lists, and titles), tables, charts, smart art graphics, movies, sound, pictures and clip
art.
The layout bottoms
Any slide layout can be changed at any time, simply by clicking on the layout button on the home
ribbon.
The lists of slide layouts are as follows –

1. Title slide-used at the start of your presentation, or to divide sections of your presentation.
2. Title and content-the default slide layout and the most commonly used slide layout.
3. Section header-use this slide type to separate different sections of the same presentation,
rather than use an additional title slide.it can also be used as an alternate to the title slide
layout.
4. Two content –use this slide layout if you wish to show text in addition to a graphic content
type.
5. Comparison-similar to the two-content slide layout, but this slide type also includes a
heading text box over each type of content. Use this type of slide layout to-
Compare two types of the same content type (for example-two different charts)
Show text in addition to a graphic content type.
6. Title only-use this slide layout if you want to place only a title on the page, rather than a
titles and subtitles. You can then insert other types of objects such as clip art, word art,
pictures or charts if desired.
7. Blank-a blank slide layout is often used when a picture or other graphic object that needs
no farther information, will be inserted to cover the whole slide.
8. Content with caption –content (most often a graphic object such as charts or picture.) Will
be placed on the right side of the slide. The left slide allows for title and text to describe
the object.
9. Picture with caption-the appear parts of the slide is used to place a picture under the slide
you can add a title and descriptive text if desired.

26
 1. HOME

The home tab holds the cut and paste features, font and paragraph options, and what you need to
add and organize slides.

2. INSERT

Click the insert tabs to add something to a slide. This includes pictures, shapes, charts, links, text
boxes, video, word art, smart art, photo album, header and footer and clip arts and more.

3. DESIGN

On the designing tab, you can add a theme or color scheme, or format the slide size or background.

4. ANIMATIONS

Use the animations tab to choreograph the movement of things on you slides you can see the
variety of possible animations in the custom animation.

Set up how your slides change from one to the next on the transitions. Find a gallery of the possible
transitions in the transition to this slide group-click the arrow below the gallery to see all of them.

27
 5. SLIDE SHOW

On the slide show tab, set up the way that you want to show your presentation to others.

6. REVIEW

The review tab lets you add comments, run spell-check, review comments, and set permitions.

7. VIEW

The view tabs allow you to look at your presentation in different ways, depending on where you
are in the creation or delivery process.

28
 MICROSOFT PUBLISHER

(GRAPHIC DESIGN APPLICATION)

Microsoft Publisher is a desktop publishing software that is designed for people who are not
design professionals but who need to produce professional looking publications. The typical user
is routinely called upon to create publications quickly without the support of art designers or a
production studio who are experienced in page layout and technique. To make it easier for the
user, Publisher has several automated tools, templates and wizards.

Publisher starts in the Getting Started with Microsoft Office Publisher window. You can
select a template from this gallery or start with a blank “canvas”. There is also an option to
create types of Word Documents.

As soon as a publication type is chosen, the window displays more specific choices for that
publication type.

• At the top of the middle

section will be links(“breadcrumbs”) to
different publications within the publication
type chosen.
• The middle section also displays
thumbnails of different publications within
the category.

29
 • An orange frame engulfs the chosen publication.
• The right task pane shows a larger thumbnail of the selected design and any
available settings which can be changed.
• Make changes to the color scheme, font scheme, business information, page size,
layout, etc.
• Some publication types do not allow for editing of some of the options. In these
cases, they will be grayed out.
• When all settings are chosen, click the Create button to create the publication.
• If the default settings fit the needs for a publication, just double click on the type
of publication.

Once the Publication is created, the main Publisher window will be displayed. The menu bar and
other toolbars have several of the same choices that use to be in the Office 2003 applications. This
is a desktop publisher, so an Objects toolbar has been added to the left side of the Publisher
window.

Working with text

Text is considered an object in Publisher and must be placed in a text box. You can copy and paste
text from another software program, insert a file of information, or just type the text. After placing
the text, changes can be made to its position and format.

30
Creating a new text box
i. Click the Text Box tool from the Objects Toolbar.
ii. Position the crosshair mouse pointer where the text box will start.
iii. Press and hold the left mouse button.
iv. Drag the crosshair to the ending point and release the mouse button.
v. Type the text.
➢ Pieces of a text box include the Frame, Handles, and Rotating Handle.
➢ Zoom can be used to bring the page closer to see it up close.
➢ Multiple columns can be set in a text box.
➢ Any part of text can be formatted.
➢ The Format Publication task pane contains choices for Font scheme, Color scheme, etc.

Replacing text
1. Select the text you want to replace.
2. Type in the new text.
Importing Text
1. Place the cursor in the text box.
2. Click Insert.
3. Choose Text File.
4. Find and select the file you want to insert.
5. Click OK.
➢ When you have entered more text than your text box can hold, Publisher displays a message
asking if you want to flow the text automatically or if you want to connect text boxes
yourself.
➢ If you allow Publisher to flow text automatically it will offer to create text boxes as needed
and then flow the extra text into them.
➢ If you decide to connect the text boxes yourself, the Text in Overflow indicator appears in
the lower-right corner of the text box.

Connecting text boxes

You can connect text boxes in a series which creates what Publisher refers to as a story. Being able
to connect text boxes is a great tool. When the text placed into a text box is too large to be displayed
in just one text box, this feature is applicable.

Create a chain of connected textboxes

1. Create as many new text boxes as you want.
2. Select the text box you want to be the first in the “story”.
3. On the Connect Frames toolbar, click the Create Text Box Link.
4. Place the mouse pointer over an empty text box for the next part of the story.

31
➢ The mouse pointer becomes an upright “pitcher “when you move it over the page.
5. Continue until all the text boxes are filled and the story is completely
displayed.
➢ To unlink 2 text boxes, click the first box and then on the Connect Text Boxes toolbar, click
the Break Forward Link button.
➢ A text box can be set up to allow text to auto fit into the box. As more information is typed
into a box the text auto fits to the box.

Set up Auto Fit Text

1. Click in the text box.
2. Click Format.
3. Hover over Auto Fit Text.
4. Choose Shrink Text on Overflow.
➢ To help your reader navigate through your story and publication, you can add “continued
notices” at the bottom or the top of the text boxes. This is especially helpful when you are
creating larger newsletters.

Add a continued notice

1. Right click the text box where you want to place a continued notice.
2. Choose Format Text Box.
3. Click the Text box tab from the Format Text Box dialog box.
4. Under Text autofitting, click the Include “Continued on page” check box, or Include “Continued
from page” check box.
5. Click OK.
➢ The text boxes must be on different pages to display the continued notices.

Spacing of Characters, Lines and Paragraphs

Have you ever noticed the spacing of text, lines and paragraphs in a newspaper? The newspaper
industry has some helpful tools which allow them to make the paper easier for everyone to read.
Publisher has some of these tools at its disposal too.
Tracking - The spacing between all selected text characters.
Kerning - The space between any two specific characters.
Leading (pronounced lidding) – The amount of white space between lines of text.

To adjust tracking or kerning

1. Select the text you want to reformat.
2. Choose Format.
3. Select Character Spacing.
4. Under Tracking, choose the space to apply to the text.
5. Under Kerning, select the options to define the space between any two characters.

32
To adjust the Leading or Linespacing
1. Select the text to reformat.
2. Choose Format.
3. Select Paragraph.
4. Click the Indents and Spacing tab.
5. Set the paragraph and line spacing.
Large letters placed at the beginning of a heading or paragraph in a brochure can quickly draw a
reader into your publication. These types of letters are known as a Drop Cap.

Inserting a Drop Cap

1. Position the insertion points in the text where the first letter will change.
2. Select Format.
3. Choose Drop Cap.
4. Select a tab.
➢ Click the Drop Cap tab to insert a preformatted drop or initial cap.
➢ Click the Custom Drop Cap tab to design your own style.
5. Choose the style you want to use.
6. Click OK to apply.

Inserting Items
To enhance the look of a Publication, many types of items and graphics can be inserted.

Inserting and Deleted Pages

1. Select an existing page.
2. Choose Insert.
3. Click Page.
4. Select how many pages needed and if they will be inserted before or after
the current page.
5. Click OK.

Inserting Pictures
1. Select Insert.
2. Hover over Picture.
3. Select from File.
4. Find and select the Picture.
5. Click Insert.
6. Reposition the picture object.

Inserting Clip Art

1. Select Insert.

33
2. Hover over Picture.
3. Select Clip Art.
4. Find and select the Clip Art item.
5. Reposition the Clip Art object.

Shapes
1. Click the AutoShapes icon from the Objects toolbar.
2. Hover over the type of shape.
3. Choose a shape from the palette.
4. Position the crosshair mouse pointer where the object will start.
5. Press and hold the left mouse button.
6. Drag the crosshair to the ending point and release the mouse button.

Word Art
1. Click the Insert WordArt icon from the Objects toolbar.
2. Choose the WordArt style.
3. Click OK.
4. Type your word(s).
5. Click OK

You can apply Guides to the publication to view how well the items are lining up.
View Guides
1. Click View.
2. Choose the type of guide to be displayed.

Grouping and Orientation of Objects

Once objects are positioned just right on your slide, you will want to keep them together. Using
the grouping feature will accomplish this for you and will make the objects easier to move.

Group or Ungroup objects

1. Select each object using the ctrl key.
2. Click Arrange.
3. Choose Group or Ungroup.
➢ Other functions can also be applied from the Arrange menu.

Change the Orientation of Objects

Order – Bring to Front, Send to Back, Bring Forward, Send Backward
Snap – To Grid
Nudge – Up, Down, Right, Left

34
Align or Distribute – Align Left, Center, Right, Top, Middle, Bottom, Distribute Horizontally,
Vertically, Relative to Slide
Rotate or Flip – Free Rotate, Rotate Left, Rotate Right, Flip Horizontal, Flip Vertical.

Working with Text Wrapping

When pictures are placed into long columns of text, you often need to change how the picture
interacts or wraps with surrounding text.

To create visual interest and maintain order on a page, it is a good design practice to keep pictures
at the end of a text frame, between columns of type or at the bottom of a page when wrapping text
around a graphic.
To edit text wrapping around a picture
1. Select the object.
2. Click Format.
3. Choose Picture or object type.
4. Click the Layout tab.
5. Under Wrapping Style, select the style you wish to apply.
6. Under Wrap text, click the option you prefer.
7. Click OK.

Spell Check
Publisher spell checks the publication as you are typing. If Publisher detects a spelling error, a red
wavy line will appear under the incorrect word. You may correct the error as soon as it appears or
wait until the publication is finished.

To correct an incorrect word, place your mouse pointer on the incorrect word and right click, a
shortcut menu will display choices. You may correct the spelling of the word, ignore the spelling
or add the word to the dictionary.

Spell Checking a Document

1. Position the insertion points at the beginning of the publication.
2. Click Tools.
3. Hover over Spelling.
4. Choose Spelling.
5. Walk through each word it finds.

With either method of spell checking, it still does not eliminate the need for proofreading! Spell
check only finds misspelled words not words used incorrectly.
➢ A story can also be edited in Word.
➢ Hyphenation settings are available.

35
 ➢ As with Word, the AutoCorrect feature is useable within Publisher.
Saving Files
It is a good rule of thumb to save a publication every 10 to 15 minutes, after the publication is
completed, before it is printed or when a major change is made. Therefore, if the computer loses
power, the information has been retained.

Saving a File
Save as is used to save a file for the first time or to save it with a different name or to a different
location.
1. Click File.
2. Chose Save As.
3. In the File Name text box, type in the desired filename.
4. Press Enter or click Save.
Save is used to save a file using its current name and replace the existing
file. This command is used to update a file.
1. Click File.
2. Select Save.

Auto Recovery
You can set the system up to save your publication every so many minutes so that if your system
crashes or goes down for some reason, you will be able to pull the publication up later. Make sure
to save the file initially so that this feature will work for you. This is not a guarantee because the
most recent changes may not be retrieved so it is still important to save often.
Set up Auto Recovery
1. Click Tools.
2. Select Options.
3. Choose the Save tab.
4. Make sure the box next to Save Auto Recovery info every: is checked.
5. Set the number of minutes.
6. Click OK.

Closing and Opening

Even though you can open several publications at the same time, this practice takes up valuable
memory on the PC. It is a good practice to close publications when you are finished working with
them.

Closing a File
1. Click File.
2. Select Close.
3. If the file has been changed since the last time it was saved, a dialog box appears.

36
 ➢ To save the file click Yes.
➢ To close the file without saving click No.
➢ To return to the file without closing it click Cancel.
Opening Existing Files
1. Click File.
2. Select Open.
3. Find and select the file.
4. Click Open.
Printing
Publications can either be sent directly to the printer or previewed before they are printed. It is a
good idea to preview your publication before printing it. This allows you to "eye-ball" the
publication before it is printed which will save you time, ink and paper.
Print Preview
1. Click File.
2. Select Print Preview.
3. Click Close to return to the publication.
Print
1. Click File.
2. Select Print.
3. Choose your options.
4. Click Print.

MICROSOFT ACCESS

(DATABASE APPLICATION)

37
Microsoft access is a program that allows you to create and manage databases.
What is database?
DATABASE is collection of related data. Or database is a place where you can store information
related to a specific topic. A Microsoft access database is made up of several components including
1. TABLES
2. QUERIES
3. FORMS
4. REPORTS
A TABLE is a list of related information in columns and rows. In a table,
Each row is called a record/data
Each column is called a fieldname
=>FIELDNAME
Fieldnames are the smallest chunk of information in any record. Field name is the name of the
column.it should represent the contents of the field such as name, address, final grade, first name,
last name, age, gender, date etc. the name of the field cannot exceed 64 characters in length.it many
include spaces. The use of space in field name is not a good practice.
=>DATATYPE
the data type specifies the type of data that can be stored in the field. Common datatype in MS
access is number, text, currency and date etc.
Data type Use to display
Text Short, alphanumeric values, such as a last name or a street address.
Number Numeric values, such as distances. Note that there is a separate data type for
currency.
Currency Monetary values
Date/time Date and time values for the years 100 through 9999

=>FIELDSIZE
Field size is used to set the number of characters required in text or number field. Example: word
“KIBUNYUFU” has 9 characters, so the size of KIBUNYUFU is 9. It can be entered only in the
field name that has field size 9 or above.
HOW TO CREATE DATABASE
i. Open Microsoft office access
ii. Click blank database
iii. Write your database name
HOW TO CREATE TABLE
Table can be created into two ways
DATASHEET VIEW- used to enter data all two ways found in VIEW command
DESIGN VIEW-used to create table
STEPS
1. Click view

38
 2. Click design view
3. Write your table name
4. Click OK
5. Set fieldname, Datatype, field size and other setting.

Example-01
Open Microsoft office access then create database called CAMPALA OPEN SCHOOL
then create table called STUDENT.
Fieldname Datatype Field size
Student ID Text 12
First name Text 35
Last name Text 35
Age Number -
Gender Text 20
Country Text 30
Date reg Date/time -
Password Text 8
Citizenship Text 20

Student ID First name Last name age gender country Date reg password citizenships
DCC111 Zawadi Juma 56 Male Tanzanite 1/4/2017 2222222 tanzanians
DCC222 helen john 34 female ghana 2/4/2017 333333333 tanzanians
Required
➢ Set all field required to yes.
➢ Set input mask in the field password as xxxxxx and date reg as dd/mm/yyyy.
➢ Set default value in the field citizenship as Tanzanian.
➢ Set lookup wizard data type in the field gender and country.
➢ Set validation rule “DC????” In the student ID
➢ Set validation text “wrong data” in the student ID.
➢ Set validation Rule>=18 in the field age.
➢ Set validation text (“tafadhali ingiza wenye umri Zaidi ya miaka 18”)
➢ in the field age.
➢ Set validation rule “??????” in the field password.
➢ Set validation text “please!!!Enter only eight digits “in the field password.
➢ Set validation rule <#01/01/2018# in the field date Reg.
➢ Set validation text “please!!!!Enter year before 2024”in the field date Reg.

HOW TO SET REQUIRED, INPUT MASK, DEFAULT VALUE, LOOKUP WIZARD

DATATYPE, AND VALIDATION.
REQUIRED
39
Required have two options to set in the fields YES and NO
i. YES, means you must enter the data in that field without skip.
ii. NO means you may enter data in the field without any problem
Input mask
An input mask is a string of characters that indicate the formats of valid input values. You can
use input mask in the table fields, query fields and controls on forms and reports. The input mask
is stored as an object property.
The example in the following table demonstrates some ways that you can use input masks.
This inputs mask Provides these types of values
xxxxxxxxxxxx Password
00/00/0000(dd/mm/yyyy) 02/04/2024
00-00-0000(dd-mm-yyyy) 02-04-2024
0000/00/00(yyyy/mm/dd) 2024/04/02
0000-000-00000 234-453-534312

DEFAULT VALUE
Default value is the values that appeared automatic in the field without interred. when you set data
in the field as default means you can’t enter otherwise it appeared automatic in that field.
LOOKUP WIZARD DATATYPE
The Microsoft access lookup wizard is a very useful feature. It appears as one of the field data
types, and is used for field which have a restricted list of possible values.
Examples of fields which have restricted list of value is
i. GENDER (male or female)
ii. MERITAL STATUS (Single or Married),
iii. COUNTRY (All list of countries) etc.

VALIDATION(Limitation)
Validation has two parts
i.Validation rule
ii.Validation text
Validation rule is rule that prevent bad data being saved in your table.
Validation text is message appeared when you enter a bad data in the table.
Validation rule and validation text examples
Validation rule Validation text
<>0 Enter a nonzero value
>=0 Value must be zero or greater or you must
enter a positive number.
>=24 Value must be greater than or equal to 20
“DC???” Enter value start with DC followed by the
four digits.

40
 <=01/01/2024# Enter a date before 2024.

“???????” Enter value with eight digits

PRIMARY KEY AND RELATIONSHIP

What is primary key?
A primary key is the first field in each table of the database. Or a primary key is a field or set of
fields with value that are unique throughout a table. Values of the keys can be used to refer to enter
records, because each records have a different value of the key. Each table can only have one
primary key. Access can automatically create a primary key field for you create a table.

RELATIONSHIP
A relationship helps you to combine data from different tables. In an access desktop database, you
can create a relationship in the relationship window.
Types of relationship
i. One-to-one relationships
ii. One-to-many relationships
iii. Many-to-many relationships
STEPS TO CREATE
One the database tools tab, in the relationship group

i. Click relationship command

ii. The show table dialog box display all of the tables.
iii. Select one or more tables, and then click add. After you have finished adding tables.
iv. Click close.
v. Drag a field (the primary key) from the table to the common field (primary key) in the other
table.
vi. The edit relationships dialog box appears.
vii. To enforce referential integrity for this relationship, select the enforce referential integrity
box.
viii. Check cascade delete and cascade update option

41
 ix. Click create.
x. When you are finished in the relationships window, click save to save your relationship
layout changes

QUERIES
Another database object is called a query. A query allows you to retrieve information from one
or more tables based on a set of search conditions you define using the table fields. for example,
if you want to know the name of the employee that has employee ID “BML007”, you could
create a query that would retrieve information from multiple tables to determine the answer.
STEPS
i. Open the database
ii. Click on the create tab
iii. Click query design
iv. Select table then click add
v. Add these fields to the query design grid
vi. Write your question in the CRITERIA field
NB: use primary key to ask variations of a question by using parameters like […………….:]
Example
Criteria [ENTER STUDENT ID:]
Criteria [ENTER EMPLOYEE ID:]
FORMS
A third database object is a form. Forms are an access tools that users can create to make data entry
in database table easier. Entering data directly into a table can be difficult if there is a lot of
information to enter. Like an access spreadsheet, an access table is essentially a screen field with
blank rows where a user enters records.
STEPS
i. Open the database
ii. Click on the create tab
iii. Click arrow in more form
iv. Click form wizard

42
 v. Select fields by clicking sign >>in the field wizard box
vi. Click next
vii. Select the layout for the form. Your options are “columnar”,” tabula”,” datasheet”, and
“justified”. Best option is columnar
viii. Click next
ix. Enter a title for the form.
x. Select an option for the view you want to open the form in. your option is:
i. Open the form to view or enter information (opens in form view).
ii. Modify the form design (open in design view).
xi. Click finish.

How to create form button

a) Click your form then click view and select design view
b) On the design tab, in the control’s groups, insure that use control wizards is
selected.
c) On the design tab, in the control group, click button.
d) In the design grid, click where you want the command button to be inserted.
e) The command button wizard starts.
f) Follows the directions in the wizard. On the last page, click finish.
g) The wizard creates the commands button and embeds a macro in the buttons on
click property. The micro contains actions that performs the task you chose in the
wizard.

REPORTS
The final database object is the report. A report is an effective way to analyze and
present data using a specific layout. The text can be formatted in an access report, just
like it can be in word documents
a. Click create tab
b. Go to reports group, click report wizard.
c. Move the field to include on the report from the available fields list box to the
selected fields list box. To move all fields at once, click>>.
d. Click next>.
e. Click next>.
f. Click next>.
g. In the layout field, select the format of the report. Your options are “stepped”,
“block”, and “outline”. (Try the option to see a preview of the report layouts.)
h. In the orientation field, select whether to lay out the report in portraits or landscape
mode.
i. If you want all fields to fit on a single page, ensure the adjust the field width so all
fields fit on a page check box is marked.

43
j. Click next>
k. Enter a title for the report.
l. Select an option for the view you want to open the report in. your option is:
i. Preview the report (opens in print preview mode).
ii. Modify the report’s design (opens in design view).
iii. Click finish.

44