INTRODUCTION TO COMPUTER

Definition of a Computer:
A Computer -is an electronic device that operates (works) under the control of programs stored
in its own memory unit.
Data – refers to characters or facts in its raw form or in un-organized form, e.g. number, symbols
and letter
Information – Data that has been processed and is in an organized form and has meaning
A computer system consists of two basic components namely: -
Computer Hardware – refers to the physical components (external & internal) of a computer
such as the keyboard, mouse, memory, mother-board, etc.
Computer Software – is a collection of instructions that enable the user to interact with a
computer, its hardware, and to perform certain specific tasks with the computer.
ADVANTAGES OF COMPUTER
 Speed-computers can perform tasks within nanosecond.
 Accuracy-computers can handle the most complex calculations with ease and give an
error free answer.
 Multitasking –computers can perform multiple tasks includes, connect to internet, play
games, watch videos, movies and song.
 Storage-computer has an in-built memory where it can store a large amount of data or
information
 Automatic-computer is automatic machine it can ability to perform the given task
automatically.

DISADVANTAGES OF COMPUTERS
 Online cybercrimes-cyber-crimes can occur on computer by data stealing is most threats
in the world of computer.
 Health issue-prolonged use of personal computer results in many health related.
 It leads to unemployment to the people
 It leads to addition of computer used.
 Cost-Nowadays computers are costly.
Characteristics / Features of a Computer.
Speed.

Computers operate at very high speeds, and can perform very many functions within a
very short time.
Accuracy:
A computer can work for very long periods without going wrong. However, when an
error occurs the computer has a number of in-built, self-checking features in their
electronic components that can detect & correct such errors
Reliability.
The computer can be relied upon to produce the correct answer if it is given the
correct instructions & supplied with the correct data.
Consistency:
Computers are usually consistent. This means that, given the same data & the same
instructions, they will produce the same answer every time that particular process is repeated.
Storage:
A computer is capable of storing large amounts of data or instructions in a very small
space.

Diligence:
a computer can work continuously without getting tired or bored. Even if it has to do a million
calculations, it will do the last one with the same speed and accuracy as the first

BRIEF HISTORY OF COMPUTER

The earliest computing device, which was used by Egyptians as early as 450 B.C., is ABACUS.
The Chinese version of ABACUS was a bead on wires counting frame, which is still much is use
in south east Asia, China and Japan.
The first desktop calculator machine, which is capable to perform various arithmetic operations,
was developed as early as 1642, which was pioneered by French scientist BLAISE PASCAL
(1623-1662). Computer Generations as the time passed, the device of more suitable and reliable
machine was need which could perform our work more quickly. During this time, in the year
1946, the first successful electronic computer called ENIAC was developed and it was the
starting point of the current generation of computer

COMPUTER GENERATIONS
first generation (1945-1960)
The first generation of computer were those computers which use Vacuum Tubes or Valves
technology. Almost all the early computer like ENIAC, the full form of ENIAC is “Electronic
Numeric Integrated and Calculator”
Disadvantages
 The computers were very large in size.
 They consumed a large amount of energy.
 They heated very soon due to thousands of vacuum tubes

second generation (1960-1965)

The second generation used of transistors and their use in circuits, magnetic core for memory
storage, the size of transistors is much smaller when compared to vacuum tubes. They consumed
less power generated less heat and are faster and reliable.

third generation (1965-1975)

These computers used integrated circuits (IC's) These machines used IC's with LSI (Large
Scale Integration). This generation of computer has huge storage capacity and higher calculating
speed.
fourth generation (from 1975)
These generations used (Very Large Scale Integration). These computers have high processing
powers, low maintenance, high reliability and very low power consumption.

fifth generation
These computers use Artificial Intelligence, expert systems, robotics etc. In this generation,
computers possess artificial intelligence and is able to take self-decisions like a human being.
These computers have very high processing speeds and are more reliable. It is based on the
technique of Artificial Intelligence (AI). Computers can understand spoken words & imitate
human reasoning. Can respond to its surroundings using different types of sensors.

PARTS OF A COMPUTER.
A computer is made up of a collection of different components that are interconnected
together in order to work as a single entity.
A Computer consists of the following parts/devices: -
 The System Unit.
 Input devices.
 Output devices.
 Storage devices.
System Unit.
The brain’ of a computer called the Central Processing Unit (CPU) and storage devices
Types of System units
Desktop units lie on the desk with the monitor resting on top of the system unit.
Input devices.
These are the devices used to enter/put data into the computer.
They accept data for processing & convert it into a suitable form that the computer can
understand.
Examples: Keyboard, Mouse, Joysticks, Light pen, Scanner, trackball, touchpad
microphones etc.
Output devices.
Output devices are used to give the end results of data that was entered into the computer. They
accept data from processing devices & convert it into human sensible form.
Examples: Screens (Monitors), Printers, Graph plotters, Speakers, projector etc.
CLASSIFICATION OF COMPUTER MEMORY.
Computer storage is divided into
 Main memory (Primary memory).
 Secondary storage (Backing/ Auxiliary storage).
MAIN MEMORY
This is the storage (memory) found within the computer itself.
It is used to hold data, programs & instructions required immediately (or currently being used) by
the Processor.
The Main memory can be classified into 2 different sections:
(i). Read-only memory (ROM).
(ii). Random Access memory (RAM).
READ-ONLY MEMORY.
ROM is a Non-volatile memory -its contents are retained (remain intact) when power is be
affected by switching the computer on & off.
RANDOM ACCESS MEMORY (RAM).
It is a type of main memory, which is used by the computer to store data & programs
temporarily. RAM is a Volatile memory, i.e. the contents of RAM are usually lost (rubbed off)
when the power supply or the computer is switched off.
SECONDARY STORAGE (also called Auxiliary or Backing memory).
Secondary memory is used by the computer to hold programs, data files & backup
information. Example; flash disk, CD, magnetic tape and hard drive.
CLASSIFICATION OF COMPUTERS .
Computers can be classified based on their data processing capabilities (mode of processing) or
based on their size. Classification by mode of processing: -
1. Analog Computer - These computers process data that is continuous or analog in nature.
Analog computers are used in places like weather stations to record and process physical
quantities such as wind, cloud speed temperatures, etc.
2. Digital Computer These refer to computers that process data that is in discrete form or digital
in nature, i.e. usually in the binary number system ("1" and "0"). They give the results with more
accuracy and at a faster rate. Examples include all modern computers include the hand held
device like Mobile phones, calculators etc.
3. Hybrid Computer (Analog + Digital) These are computers are designed to process both
analog and digital data/signals (It works with continuous and discrete values). A hybrid computer
are used in ICU (Intensive Care Unit) of the hospital, jet planes,
CLASSIFICATION ON THE BASIS OF SIZE: -
1. Super Computers -They are the fastest and most powerful types of computers.
Supercomputers are very expensive and are employed for specialized applications that perform
multiple tasks within seconds. It has multi-user, multiprocessing, very high efficiency and large
amount of storage capacity. For example, weather forecasting requires a supercomputer. Other
uses of supercomputers include animated graphics, nuclear energy research, and petroleum
exploration
2. Mainframe Computers- Are very large and expensive computers capable of supporting
hundreds, or even thousands, of users simultaneously. It is general purpose computer that is
designed to process large amount of data with very high speed. It is applicable for large
organization with multi-users for example: large business organization, Department of
examinations, Industries and defense to process data of complex nature.
3. Mini Computers -Mini Computers are medium sized computer. It is also multiple user
computers and supports more than dozens of people at a time. It is used in university,
It is also used in scientific research, instrumentation system, engineering analysis, and industrial
process monitoring and control.
4. Micro Computers Most popular general purpose computers which are mostly used on our day
to day work are microcomputers. These are popular as Home PC or Personal Computer (PC)
because these are single user computers and mostly used for personal use and application. These
support
CLASSIFICATION ACCORDING TO PURPOSE.
Digital computers can be classified further according to the tasks they perform either as:
 General-purpose.
 Special purpose
General-purpose computers.
General-purpose computers are designed to perform a wide variety of tasks.
Examples of general-purpose computers: Mainframes, Minicomputers, Microcomputers &
Laptops used in most offices & schools.
Special-purpose computer.
A special-purpose computer is designed to a particular specific task only.
Such computers cannot perform any other task except the one they were meant to do. Therefore,
the programs which are used in a special-purpose computer are fixed (hard-wired) at the time of
manufacture.
AREAS WHERE COMPUTERS ARE USED.
Supermarkets.
 Supermarkets and other retail stores use computers for stock control, i.e., to help them
manage their daily activities.
 For calculating customers Balance.
 For production of receipts.
 It can be used as a barcode reader.
Industries.
They are used:
 To monitor and control industrial processes. The industries use remote controlled devices
called Robots. A Robot is a machine that works like a human being,
Banks/Insurance industries
Computers are used by Banks & Insurance industries:
 For processing of Cheques.
 For preparation of Payrolls.
 For better record keeping and processing of documents.
Hospitals
Computers are used in hospitals:
 To keep & retrieve patient’s medical records.
 In medical equipment, e.g. blood pressure monitors, blood analyzers, etc.
 To control life-supporting machines in the Intensive Care Units (ICU).
Offices.
 For receiving & sending of messages through e-mails, fax, etc.
 Production of documents.
 Keeping of records.
Government Institutions.
Computers are used in government ministries & agencies:
 To store/keep records and improve the efficiency of work within the Civil service.
 To produce bills & statements.
Education.
Computers are widely used in the teaching & learning process.
 Computers are used in learning institutions (schools & colleges) as teaching aids, i.e. to
help in teaching various subjects.
 To analyze academic data
Transport industry.
Computers are used in:
 Automobile traffic control, e.g., to monitor vehicle traffic in a busy town.
 Railway corporations to co-ordinate the movement of their goods & wagons.
 Shipping control. The computers are used for efficient management of fleets &
communication.

Police (Law enforcement agencies).

Computers are widely used in fighting crime.
 The Police use computers to keep databases on fingerprints and also analyses them.
 The Police also use computers for face recognition, scene monitoring & analysis, which
help them to arrest traffic offenders and criminals.
Defense
Computers are used in electronic news gathering, efficient communication, detecting and
tracking of targets; in radar systems, warning systems & in guided missile systems.
Computers are used in military defence equipment, e.g. Fighter jets, Rockets, Bombers, etc.
Domestic and Entertainment systems.
Computers are used at homes:
 For watching movies, playing music and computer games.
 For storing personal information.
 For calculating and keeping home budgets.
Library services.
Computers can be used in a library:
 To enable the library personnel to easily access & keep updated records of books and
other library materials.
 To search for book titles instead of using the manual card catalogue.
COMPUTER LABORATORY.
Definition:
Computer laboratory- is a room that has been specially prepared to facilitate installation of
computers, and provide a safe conducive environment for teaching & learning of Computer
Studies.
SAFETY PRECAUTIONS AND PRACTICES IN A COMPUTER LABORATORY
The safety precautions and practices include;
 Bags, foods and drinks are not allowed
 Students is not allowed to bring any hard drive or diskette, flash disk without
permission.
 Be responsible when using equipment facilities in the lab.
 Do not attempt to repair or tamper with lab equipment.
 Do not change the settings in the computer.
 Turn off the computer accordingly after use.
 The lab should be kept clean and tidy at all times.
 Report all the problems related to the system to the ICT instructor.
 Be careful when handling peripherals like mouse and keyboard.
 Be respectful to your classmate, teachers and school property.
 Computer lab is prohibited to enter by unauthorized person.
 Switch off all power supplies before leaving the lab.
 Arrange the chair on the respective working area when leaving.
 Observe silence and proper behavior especially when classes or hands-on activities are
going on.
 Regular cleaning and mopping of computer lab.
 MICROSOFT WORD

Microsoft Word (MS-WORD) is a powerful word processing program that helps the user
create, edit, format and save documents.
Opening Ms-Word
 Click start button at the task bar
 Point at programs
 Click at Microsoft word
The Ms-Word Screen
The Ms Word screen contains various features. These are:
Title bar: has the name of the application followed by the name of the current document or the
file.
Office button: has commands such as new for creating a new file, open, save, save as etc and
commonly used commands.
Tabs: There are seven tabs in Ms word 2007 i.e Home, insert, page layout, references, mailings,
review and view. Each of them has a set of commands.

Ms-Word Screen
When the program opens, the following document window will be displayed on the screen.

Creating, Saving and Closing Documents

Creating a document
 From the office button, click New then double click the Blank Document icon.
Saving a new document
 On the office button click Save As.
 Type the file name on the File name box that appears.
 Chose the location to save the file in the Save in box e.g. floppy (A), hard disk(C) etc
 Click the Save button.

Closing a document
 Click close button on the Ms- Word desktop OR
 From the file Menu click Exit.

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Selecting Text or Block of Text
A word -Drag over the word or Double click it.
A graphic -Click anywhere within the graphic.
A line of text- Drag over the text or Double click at the start of line .
A sentence- Hold Down the Ctrl key and click anywhere in the Sentence.
A paragraph -Triple click anywhere in the paragraph to select Entire document
Then From Edit, click Select All
Formatting
To bolden text
 Select or highlight the text.
 In the home tab click bold.

To Italicize text
 Select or highlight the text.
 In the home tab click italics

To underline text
 Select or highlight the text.
 In the home tab click underline.

To change Font size

 Select or highlight the text.
 In the home tab click font size.
 Under font size choose and click the font size desired.
To change Font type
 Select or highlight the text.
 In the home tab click font type.
 Under font choose and click the font type desired.
 Click Ok.

To change the font color

 Select the text.
 In the home tab click font color.
 Under color box, choose the color desired.

Formatting Paragraphs
Ms Word displays text, as it will appear when printed.

Line spacing
Determines the amount of vertical space between the lines of text. Ms Word uses single line
spacing by default.
Inserting line spaces
 In the home tab, under line spacing, choose and click the desired line spacing.
Aligning text
 Select or highlight the text.
 In the home tab.
 Under alignment, choose and click alignment desired i.e. left, right or center.
 Click Ok.

Creating drop cap

 Place the cursor at the beginning of the line/paragraph you want to have a drop cap on.
 In the insert tab, click drop cap.
 Choose the desired option

Change case
 Highlight or select the text.
 In the home tab choose and click the desired case option e.g. upper, lower, title or
sentence cases.

Adding bullets and numbers

 Select the items, which you want to add bullets or numbers.
 In the home tab click on the Bulleted or Numbered tab.
 Choose and click Bullet or Number format desired.

Removing bullets or numbering

 Select the items, which you want to remove bullets or numbers.
 On the format menu, click Bullets and Numbering.
 Choose none.
 Click Ok.

Page Break
 Position the cursor where you want the page break to appear.
 From the insert tab click on page break.

Adding a background
 On the home tab, point to background and then check the color you want or click more
colors to see additional color choices. Click fill effects for special effects such as textures.
 Select the option that you want.

Smart Art
This feature enables you to create visually compelling text affects e.g. slanting, curving text in a
document.
 From the insert tab, select smart art and click the smart art graphic desired.

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Shapes
The insert tab has a variety of features used to create different shapes in a document.
 From the shapes icon, select a tool that you will use to draw a certain shape e.g. a
rectangle.
 Click and drag to the desired position.

Inserting a picture
You can insert a clip art or a picture from the clip Gallery.
 Position the insertion point(cursor) where you want to insert a clip art or a picture.
 From the Insert tab, click the clip art icon.
 Click a clip art category then choose a clipart and click insert clip.

To resize the objects

 Click inside the object i.e. clipart, word art or a drawing.
 Position the mouse pointer in either of the placeholders.
 Click and drag to the desired size.
 Release the mouse button.
Editing Your Document

To undo mistakes
Next to the office button, click undo or click the Undo button.
To undo several actions
 Click the arrow next to the Undo button to see a list of the most recent actions.
 Click the action you want to undo. If you don‟t see the action, scroll through the
list.

Inserting page numbers

 Select insert, page numbers from the insert tab
 Choose the position of page numbers
 Choose alignment of page numbers

Removing Page Numbers

Select the page numbers icon to see the remove page numbers option as the last option in the list.

Headers and Footers

A header is the text that appears repeatedly at the top of a document while footers is that text
that repeatedly occurs at the bottom of a document.
To add a Header and Footers
 Under the Insert tab chose either the header or the footer
 Type the header/footer text
 You can switch from the header to the footer by clicking the switch button to move to the
footer
 Click close button to return to the document.

Copying and Pasting Text

An existing text may be required in a different document. Ms word allows users to copy the text
rather than retype then paste it to the required area. When text or graphic is copied or cut, it is
stored in the clipboard and can be pasted into as many documents as desired.
 Select the text to copy.
 Select Copy or copy icon on the home tab.
 Position the cursor where the text is to be placed.
 Select Edit, Paste or Paste icon on standard toolbar.
Moving text
 Select the text to move.
 Select Cut or click cut icon on the home tab.
 Position the cursor where you want the text placed.
 Select Edit, Paste or click paste icon on standard toolbar.

NB: When you cut, the text is completely removed from the original location.

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Spell checking a Document
 Select Spelling and Grammar… on the review tab.
 Follow the instructions as given to replace a word, ignore, edit etc
 Click Ok button when spelling and grammar is complete.

Finding text
 On the home tab, click on Find.
 In the find what box, type the word/text being sought
 Click find next button
 To close the dialogue box, click cancel button

Replacing Text
 On the home tab, click on replace
 In the find what box type word / text as above
 In replace with box type the word/ text to replace the sought word / text
 Click replace all button
 To close the dialogue box click cancel button

Page setup

To change page setup

 On the page layout tab, click size to change the paper to A4, A5, DL etc
 Under orientation check the circle for either portrait or landscape
Tables
A table is made up of rows and columns that can be filled with text and graphics. You can
sort and perform calculations on them. Tables make it easy to read information that
would otherwise have been written in a representative and lengthy fashion. Use tables to
organize information and create interesting page layouts with side-by-side columns of
text and graphics.
 In the insert tab click table.
 In the no. of columns box enter the number of columns.
 In the no of rows box enter the number of rows.
 Click Ok.
Creating a table with a different format
 In the insert tab click table
 Choose a table format of your choice under quick tables
 Click Ok.

Merging cells in a table

 Select the cells to be merged.
 Right click to see the merge cells option.

Splitting cells
 Select cell to be split
 From the shortcut menu obtained by right clicking choose split cells
 Type the number of columns and rows each cell is to be cell spitted
Deleting rows and columns in a table
 Select the row or the column to be deleted
 From the shortcut menu choose deleted cells
 In the deleted cell dialog box choose an option i.e. entire row or column
 Click Ok

Adjusting column width

 Position the mouse pointer over the column boundary until it changes shape
 Drag the column boundary to the right or left

Adding rows to a table

 Select the row to row as above which you want to insert a new row
 From the table menu choose insert cells
 In the insert cells dialog box choose an option e.g. insert the entire row.
 Click Ok.

Deleting cells in a table

 Select the cells you want to delete
 From the layout tab choose the delete cells option
Columns
Newspaper style columns
You can format text into multiple newspaper style columns. This is best applied when creating
documents like newspaper, newsletters or brochures.
Using the columns button on the page layout tab
 Highlight the text to be columned.
 Select the number of columns you want.
Templates
This is a document that contains predefined settings. They ensure that there is consistency
between documents.
 From the office menu choose new.
 Click on the relevant tab depending on the type of document you want to create
e.g. letters and faxes, legal document, menus etc.
 Select the template that you want to use.
 Click Ok.
 Delete the default text and type your own.
Printing a Document
 From the office menu, click print.
 In the name box select a printer.
 Choose an option for the number of pages to be printed that is;
ALL: -Prints the entire document
CURRENT PAGE: -prints the current page
PAGE: -you can select certain pages within a document.
 In the number of copies box, specify the number of copies you want in each page.
 Click Ok.

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Mail Merge
STEP 1
 From the mailings tab click Mail Merge and choose letters
STEP 2
a. Select recipients
One can select from an existing file or by creating a new data source
b. Creating a new data source
 Choose get data type new list
 Create data source dialogue appear as shown below
 Remove the fields not needed and / or create new field
 When you have finish creating the fields click ok
 Type the data to be stored

STEP 3
 Place the cursor to position of field insertion
 From the mail merge toolbar click insert merge field
 Repeat field insertion until all the fields have been inserted
 Choose Finnish merge
SPREADSHEETS
Are application packages used for manipulation of figures or text? A spreadsheet usually consists of a series
of rows and columns. The figures or text are inserted into cells. Examples include Ms Excel,
Applications of Spreadsheets
 Used to record sales, produce invoices and compile statements.
 Compile and analyse research results.
 Compiling their students‟ marks and produce overall results.
 Creating tables of figures and manipulate.

MICROSOFT EXCEL
Starting Microsoft excel
 Click the start button
 Move to programs then move to Microsoft excel and click
OR
 Click the excel button on the Microsoft shortcut if only the option available
The Excel Window

Formular bar -When you enter information into a cell, it appears in the Formula bar which is used to edit
the data later.
Worksheet tabs are the tabs that help you move from worksheet to worksheet within the workbook. The
active Worksheet is displayed in bold.
When you work in Excel, you use workbook files to hold your information. A workbook therefore allows
you to organize various chunks of related information in a single file (or workbook)
Worksheet is one sheet in an Excel workbook. Each worksheet consists of 256 columns and 65,536 rows.
Rows are the horizontal divisions of a worksheet and are identified by numbers.
Cell is the intersection of a row and a column. Each cell has an address that consists of the column letter and
row number (A1, B3, C5 and so on).

Creating a new workbook

 On the office menu, click New OR
 To create a new blank workbook, click the General tab and then double click the workbook icon.

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Saving a workbook
 In the office menu click save as.
 In the save in text box click and specify the location to save in.
 In the file name text box type the name of the file.
 Click save.
Closing a workbook
 On the file menu click close.
Inserting a new worksheet
On the home tab, click insert and then choose worksheet
Deleting sheets from a workbook
 Select the sheets you want to delete.
 On the home tab select delete sheet.
Renaming a sheet
 Double click the sheet tab.
 Type a new name over the current name.

ENTERING DATA
Enter numbers, text, date, or time
 Click the cell where you want to enter data.
 Type the data and press ENTER or TAB. Use a slash or a hyphen to separate the parts of a date, for
example, type 8/6/99 or jun-99
Entering a formula
 Click the cell in which you want to enter the formula.
 Type =(an equal sign)
 Enter the formula.
 Press ENTER key on the keyboard.

Delete cells, rows or columns

 Select the cells, rows or columns you want to delete.
 Home tab, click Delete.

Inserting cells, rows or columns

You can insert blank cells, rows and columns and fill them with data.

Insert blank cells

 Select a range of existing cells where you want to insert the new blank cells.
 Select the same number of cells as you want to insert.
 On the insert icon under the home tab, click cells.
 Click Shift cells right or shift cells down.

Insert rows
 To insert a single row, click a cell in the row immediately below where you want the new row. For
example, to insert a new row above Row 5,click a cell in Row 5.
To insert multiple rows, select rows immediately below where you want the new rows, select the
same number of rows you want to insert.
 On the Insert menu, click Rows.
Insert columns
 To insert a single column, click a cell in the column immediately to the right of where you want to
insert the new column. For example, to insert a new column to the left of column B, click a cell in
column B
To insert multiple columns, select columns immediately to the right of where you want to insert the
new columns. Select the same number of columns as you want to insert.
 On the insert icon on the home tab, click columns.

FORMATTING A WORKSHEET
Changing the size, font, colour, or other text format
You can specify a font, font size and font color by clicking buttons on the home tab.
Change the font or font size
 Select whole cells or the specific text in a single cell that you want to format.
 In the Font box, click the font you want.
 In the Font size box, click the font size you want (on the home tab)

Make selected text or numbers bold, italic or underlined

 Select whole cells or the specific text in a single cell that you want to format.
 On the home tab, click a button for the format you want.
To make text Bold Click B
To make text Italic Click I
To make text underlined Click U

Change the text color

 Select whole cells or the specific text in a single cell that you want to format.
 To apply the recently most selected color, click Font Color A
To apply different color, click the arrow next to font color A and then click a color on the palette.

APPLYING BORDERS

To apply border styles

 Click the Border tab in the home tab.
 Click the line style you want and then click a button to indicate the border placement.

OPERATORS
Are signs or symbols which specify the type of calculation you may perform in the elements of a formula.
There are four different types of calculation operators i.e.
1. Arithmetic
2. Comparison
3. Text and
4. Reference

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ARITHMETIC OPERATORS

Perform basic mathematical operations e.g. addition, subtraction, multiplication and division.
Operator Performs Sample Formula Result
^ Exponentiation =A1^3 Enters the result of
raising
the value in cell A1
to the third power.
+ Addition =B1+B2 Enters the total of
The values in cells
B1 and B2.
- Subtraction =B1-B2. Subtracts the value In
cell B2 from the
value in cell B1
* Multiplication =A1*B1 Multiplies the value
cell A1 by cell B1.
/ Division =A1/B1 Divides the value in
cell A1 by the value
in cell B1.

COMPARISION OPERATORS
Compare two values then produce a logical value i.e. TRUE or FALSE.
OPERATOR EXAMPLE
= (Equal to) A1=B1
> (Greater than) A1>B1
< (Less than) A1<B1
>=(Greater or equal A1>=B1
to)
<=(Less or equal to) A1<=B1
<>(Not equal to) A1<>B1

REFERENCE OPERATORS
OPERATOR EXAMPLE
: (COLON) Range operators which produces one reference for all the cells B5:B15
between two references.
, (COMMA) Union operator which combines multiple references into one. Sum (B5:B15,
 D5:D1)

FORMULAS
A formula is an equation that analyses data in a worksheet.
Formulas perform operations e.g. addition, multiplication, comparison etc. A formula must always begin
with an equal sign or symbol e.g.=10-5. The result of the formula is then displayed in the cell. You can use
parentheses to change the syntax (structure or order of elements) e.g. in the formula =5+2*3 Excel carries
multiplication first. If the parentheses are used, the syntax changes. E.g. =(5+2)*3

FUNCTIONS
This is a special kind of predefined by Excel. Specific arguments required by a function depend on what the
function does.
THE SUM FUNCTION
The sum function sums up a range total. This function saves time e.g. instead of creating a formula =
A1+B1+C1+A2+B2+C3+A3+B3+C3 a sum function will make it easy i.e. =SUM (A1:C3) Please, note the
reference operator :(colon)
RETURN VALUES OF FUNCTIONS
AVERAGE: If cell A1 contains value 12 and B1 value 8,the function =average (A1:B1) returns 10.
MODE: This is the most frequently occurring or repetitive value in an array of data syntax e.g. =mode
(10,3,4,3,5,3,7,3,4) N/B If a data set has no duplicate values, mode returns the # N/A error value.
MEDIAN: This is the middle value or the number in the middle of a set of numbers Syntax e.g. =median
(2,4,6,8,10) Numbers in the middle e.g. =Median (1,2,3,4,5) equal 3 =Median (1,2,3,4,5,6,) equals to 3.5
and this is the average of 3+4.
Excel Error Values
ERROR DESCRIPTION
#DIV/0! The formula is attempting to divide by zero. Check the cell references for blanks or zeros
that may have resulted if you deleted a cell referenced by the formula
#N/A The formula refers to a cell with a #N/A entry or a cell that contains no value. This error
warns you that not all the data referenced by a formula is available.
#NAME? Excel doesn‟t recognize a name you entered in a formula. Verify that all names in the
formula exist and define any missing names. If applicable, verify that you used the correct
function name.
#NULL! The formula specifies two areas that don‟t intersect. Check to see if you entered the cell or
range reference incorrectly. Remember to use commas (not spaces) between function
arguments.
#NUM! There is a problem with a number used in the formula. Check for the correct use of function
arguments.
#REF! A cell reference in the formula is incorrect. Check for changes to cell reference caused by
deleting cells, rows or
columns referenced by the formula.
#VALUE! The formula contains the wrong type of argument or operator. Check for the correct syntax
of the formula.

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Merge cells to span several columns or rows
Merging combines two or more selected adjacent cells to create a single cell. The resulting merged cell
contains the upper left-most data in the selection which is centered within the cell. The cell reference for a
merged cell is the upper-left cell in the original selected range.
 Select the cells that you want to merge.
 To merge cells in a row and center the cell contents, click Merge and Center.
 To merge any selection of cells within a row or column, click merge cells on the home tab.

CHARTS
You can display Microsoft Excel data graphically in a chart.You can create charts from cells or ranges that
are not next to one another.
 Select the cells that contain data that you want appear in the chart.
 Under the insert tab select the kind of chart you want. 3. The chart is prepared for you.

Move and resize chart items by the use of the mouse

You can use the mouse to resize and move the chart area, the plot area and the legend. Microsoft Excel
automatically sizes titles to accommodate their text. You can move titles with the mouse but not resize
them.
 Click the chart item.
 To move a chart item, point to the item and then drag it to another location.
.
Sort in ascending or descending order
 Click a cell in the column you would like data sort.
 Click Sort ascending or descending button on the standard toolbar
Using filter
Autofilter
 Displays only those rows that match the value in the active cell and inserts Autofilter arrows to the
right of each column label.
Show all
 Displays all of the rows in a filtered list.
MICROSOFT POWERPOINT
What is PowerPoint?
This is a complete presentation graphics package. It gives you everything you need to produce a
professionally looking presentation. It enables you to express your ideas in graphics, text and objects all in
one.
What is presentation?
It is a collection of slides, handouts, speaker’s note, and outline all in one file. As create a slide you are
creating a presentation, giving it a format that will carry through from beginning to the end.
What is a slide?
Slides are individual pages of your presentation. Slides have titles, text, drawn objects, shapes, clip arts, and
visuals created with other application.
Starting PowerPoint
From the start menu select programs and the move to PowerPoint and click.
By default, it creates a new presentation 1 for you with a window shown below.

Starting a presentation
a. Type the title and anything else on the layout on the first slide
b. On the “Home tab”, click “New Slide” and select a new layout for the next slide.
c. Repeat steps 2 for each new slide.

ADDING AND FORMATTING TEXT

Add text.

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Normally the easiest way to add text to a slide is to type directly into any placeholder that accommodates
text. However when you want to add text outside a placeholder you use “Text Box tool on the format tab.
Changing the font and color of the text
a. Highlight the text to be formatted
b. From the home tab click font
c. Choose the desired font size color e.t.c
Add, change or remove a bullet
After you create a bulleted text, you can change the look of the bullets: their size, shape, color, e.t.c To
change a bullet, you need to highlight the test associated with the bullets. You cannot highlight a bullet.
a. Highlight the text
b. In the home tab, select bullets
c. Choose from the variety of bullets and click
d. Specify things like color and the size.

FORMATTING A SLIDE
Colors and designs are added to slides in a presentation for enhancement. They also help in capturing the
attention of the audience. You can either add a background color, apply design or both.
Applying background
a. Choose the slide you want to apply background (if you have several) by scrolling.
b. In the design tab, chose the background you desire.

Applying design
a. Choose the slide you want to design.
b. In the design tab chose, the desired design.
WORKING WITH DIFERENT VIEWS
A slide can be looked at in different angles. These views help a lot while working on your presentations. To
access the views, click the view tab. The most common views are:
a. Slide: Views individual slide.
b. Outline: Views all slides (outlined).
NB. Graphics & Text effects cannot be viewed in outline.
c. Slide sorter: Miniatures all slides in your presentation. You can animate, transit, sort etc in this
view.
d. Slide show: Complete presentation is run in this view.

Deleting a slide
a. Select the slide you want to delete
b. On the home tab, click Delete

WORKING WITH OBJECTS

Objects in PowerPoint could be any of the following
a. Clip Arts
b. Tables and graphs from other applications e.g. Excel
c. Paint brush pictures
d. Media clips and many more
PowerPoint comes with its own set of pictures in the clip art gallery. The clip art gallery includes a wide
variety of clip arts that makes it easy for you to dress up your presentation with professionally designed
images. You will find everything from maps to people and from buildings to scenic backgrounds.

Inserting pictures in your presentation

a. From the insert tab point to clip art
b. You can choose from the
c. From the source you have chosen, chose the picture and click insert.

Inserting Shapes
a. From the insert tab click shapes
b. Move to desired category
c. 3. Choose the shape and click
d. 4. After the mouse pointer changes shape, click and drag at the insertion position.
Working with organization chart
1. Insert a slide and select the smart art option as shown below

Use the chart‟s tools and menus to sign your chart

ANIMATION
You can animate text, graphics sounds, movies, and other objects on your slides so as to focus on important
points, control the flow of information, and add interest to your presentation. You can have each main bullet
point appear independently of others, or you can have objects appear progressively, one after another. You
can set up the way you want each bullet point or object to appear on your slide e.g. to fly in from the left and
whether you want other bullets or objects to dim or change color when you add a new element. You also
change the order of timing of your animation.
Animating objects & text on the slide.
a. In the animations, display the slide that has the text or objects you want to animate.
b. On the ribbon, click “custom animation”, and then click timing tab.
c. Under “slide objects without animation‟, select the text or object you want to animate and
then click animate.
d. Choose „on mouse click‟ to activate the animation after a mouse click or „automatically‟,
and then enter the umber of seconds you want to elapse between the previous animation and
the current one.
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 e.Click the effect tab.
f.If you are animating a chart in Microsoft Graph, click the Chart Efforts tab.
g.Under „entry animation and sound‟, select the options you want.
h.Click the timing tab and repeat steps 3 through 6 for every object you want to animate. You
can click the preview button to see how your animation works.
Changing the order of the animation on a slide
a. In the slide view, display the slide you want to change the order in.
b. On the slide show menu, click Custom Animation.
c. Under „animation order‟, select the object you want to change, and the click one of the
arrows to move the objects up or down on the list.
d. Repeat the process for each objects whose order you want to change.

Add an effect on an animated object after it appears

a. In slide view, display the slide you want to add an effect to
b. On the slide show menu, click Custom Animation, and then click the effects tab.
c. Under animation order, select the object you want to add an effect to, and then click an option under
after animation.
d. Repeat the process for each object you want to add and effect to
Add Transitions To A Slide show
a. In the slide view, select the slide you want to transit
b. On the animation tab click „slide transition‟.
c. In the effect box, choose a transition.
d. To apply a transition to one slide, click apply. Click „apply to all‟ for all the slides.
e. To view the transition, click slide show.

SAVING A PRESENTATION
There are different options of saving a presentation. The common ones are: Saving a new or existing
presentation to always open as a slide show.
a. Open the presentation you want to open as a slide show.
b. On the office button click, save as.
c. In the „save as type‟ list box, click PowerPoint show.
d. Choose the drive in the „save in‟ box.
e. Click save.
PRINTING
You can print your entire presentation either in black and white or color.
a. Open the presentation you want to print.
b. Click print from the file menu.
c. In the resulting dialog box, choose and click as appropriate.
d. Click okay

ASSIGNMENT
As a student at Hon. Abdikadir yattani vocational training centre you are required to make a presentation
on the skills learnt in the unit ICT INTRODUCTION TO COMPUTERS. The presentation should not be
less than 6 slides and should also have the following features;
a. Slides with the different layouts i.e. Organisation chart, Chart, Tables, clip art
b. Custom animation for the slides with animated text and images
c. The slides should run automatically without clicking
d. The presentation should be 5 minutes long in total
e. Apply a design
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Different Views:

Print Preview – allows you see what the report would look like on a printed piece of paper
Report View – allows you to see the data without having to display it in Print Preview Layout
View – allows you make design changes while browsing your data Design View - gives you a
more detailed view of the structure of your report

Printing Reports:

To Print a Report:
1. Switch to Print Preview from View on the Design tab under Report Layout Tools
2. Click the Print icon
3. Click on OK

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