INTERNET AND CORE COMPUTING CERTIFICATION

COURSE

OFFICE 2007 NOTES

BY

MR.NYANUMBA N. JOSPHAT

INTERNET AND CORE COMPUTING CERTIFICATION

COURSE (COMPUTER APPLICATIONS)

IS COMPOSED OF COMPUTING FUNDAMENTALS, KEY

APPLICATIONS AND LIVING ONLINE

©April2015
 Course Outline
IC3 - Internet and core computing certification
Course
Course Description
This course aims to give trainees a fundamental understanding of basic
computer techniques for instance computer fundamentals, key
applications and living online

Course Schedule
1. Computer fundamentals
 Introduction to computers
 Keyboarding
 Ms Windows
2. Key applications
 Ms Word
 Ms Excel
 Ms Access
 Ms Power point
 Ms Publisher
 Adobe page maker
3. Living online
 Introduction to networking & Internet
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Introduction to computers
Definition of various terms

 Computer; is an electronic device which accepts data (instructions), processes and

summarizes it to give out information which is in softcopy or hardcopy format; also it
stores information for use and future reference.
 Data; Are raw facts which are meaningless to the operator.
Data = Information –meaning
 Information; is data which have been processed, summarized and it has got a meaning to
the end user.
Information = Data + meaning
Types of information
1. Hardcopy information (Printed information)

Is any information which is in print format.

Advantages

i) Easy to access it
ii) Not power dependant
iii) It is cheap in terms of purchase and usage.
iv) Not prone to viruses
v) Does not require much skills to retrieve the information from it

Disadvantages

i) Prone to tear and wear

ii) Time consuming when retrieving one document from a mass of document
iii) It occupies a lot of space
iv) Hard to update

2. Softcopy information (non print Information)

Is any Information which is in non print format

Advantages

i. Saves time when retrieving

ii. Economical in terms of space
iii. It allows one to make changes and update his document cheaply.
iv. It is not prone to tear and wear if well handled.

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Disadvantages

i) Prone to viruses
ii) Needs skilled personnel to access the information
iii) Machine dependant
iv) Power dependant
v) It expensive when purchasing the equipments, creating information and maintaining the
equipments.
Booting Process

Booting is the process by which the computer system loads programs and files into main
memory.

Types of Booting

Cold/Hard; is the process of putting ON the computer which was completely off starting from
the main switch to the system.

Warm / soft; is an act of forcing the computer which was initially ON to restart by pressing the
power button (restart button) (Ctrl+Alt+Delete)

POWER AND INTERFACE

Port: Is a socket in the system unit into which a cable from an external peripheral device
is plugged into to facilitate transfer of information between the device and the Central
processing unit (CPU)
1. Power cable; It supplies power to the motherboard and internal devices of a computer
2. Serial Cables; Mainly used to connect the mouse and a keyboard
3. Universal serial Bus (USB); It’s the port which supports devices like digital cameras,
scanners, mouse, phones, modems e.t.c
4. Parallel cables; Used to connect devices like printers
5. wireless; used for wireless communication between the CPU and the device which is
infrared capable \bluetooth cable
6. Video port; it’s used for connecting the monitor and projector to the system unit.
Components of the Computer
 Hardware
 Software
 Orgware / Human ware/ user/ End user / Operator
1. Hardware; they are tangible (physical) parts of the computer.
Categories of Hardware;
i) Input devices
ii) Output devices
iii) Processing hardware

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iv) Storage hardware

Input devices

Are those devices used to feed the computer with data (they are used for insertion of data)

Examples of input devices;

1) Keyboard
2) Mouse
3) Modem
4) Joystick
5) Barcode reader
6) Scanner

Mouse

Is an input device used for pointing at different areas of the screen.

Types of mice

 Mechanical mouse
 Optical mouse
 Wireless mouse

Mouse Buttons;

1. Left Mouse Button

Functions;

 Used for selecting by clicking

 Used for issuing open command i.e. by double clicking
 Used for moving Items
2. Right mouse button

Functions

 For retrieving commands

 Used for moving, creating shortcuts or copying items
Mouse techniques
 Clicking; means pressing left mouse button once
 Double clicking; pressing left mouse button twice in a quick succession
 Right clicking; pressing right mouse button once
 Drag and drop; transferring an item from one location to another.

Keyboard
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Is an input device used for insertion of data by typing.

Parts of a Keyboard
1. Functional keys (F1-F12)
i) F1 – Help
ii) F2 – Rename selected object
iii) F3- Find all files
iv) F5- Refresh
v) F8- select
vi) F10 – Activates menu bar options
vii) F12- Save as
2. Alphanumeric Keys
They include;
1-0(Zero)
a-z
spacing bar
used for spacing
Backspace key

Used to delete characters backwards.

Enter key

Used to move the cursor from one line to another.

Caps lock;

For changing the case either from lower case to upper case or vice versa

3. Special Keys
i) CTRL
CTRL+E= CENTER
CTRL+R=RIGHT ALIGNMENT
CTRL+Y=REDO
CTRL+U= UNDERLINE
CTRL+I=ITALIZE
CTRL+O=OPEN
CTRL+P=PRINT
CTRL+A=SELECT
CTRL+S=SAVE
CTRL+F=FIND
CTRL+H=REPLACE
CTRL+L=LEFT ALIGNMENT
CTRL+Z=UNDO
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CTRL+X=CUT
CTRL+C=COPY
CTRL+V=PASTE
CTRL+B=BOLD
CTRL+N=NEW
CTRL+] = increase font size
CTRL+ [= Decrease font size
CTRL + Scrolling button in the mouse= Zoom
CTRL + Home = to the top
CTRL +End = to the bottom
CTRL + Esc =point to start menu
ii) ALT; when one presses Alt key he points to menu bar.
ALT+F4= close
iii) Shift

Shift+a-z = Change case

Shift+two character oriented button= type upper character

Shift + Arrow keys = Select

iv) Esc; for removing unwanted messages (window)

4. Editing Keys
Home- moving the cursor to the starting point
End- moving the cursor to the finishing point.
Page up and page down- For moving the page upwards and downwards.
Arrow keys;

For moving the cursor within the text.

Delete Key; for erasing characters when the cursor is behind the text.

5. Calculator keys
For them to function num lock must be ON
6. Other Keys
i) Tab

For creating large spaces

ii) Windows Key

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Used to point to start menu

iii) Right clicking key

For Right clicking option

A joystick;is an input device which are oftenly used to control video games, and usually have
one or more push-buttons whose state can also be read by the computer.

Modem; is used to modulate or demodulate data, It can be used to receive and send data over
network.

Types of modems

 Internal
 External

Barcode Reader

Is an input device used to read barcode information.

It is mostly used in the super market.

Scanner;

Is an input device used to transfer photographic information into the computer.

N/B Due to technological advancement printers e.g. Epson and Hp can be used for scanning.

OUTPUT DEVICES

They are used to give out information in softcopy or hardcopy form.

1. Hardcopy output devices

Printer; is device used for printing A3, A4, A5 and A6 paper based sizes

Types of printers

 Impact printers e.g. dot matrix and thermal printers

Characteristics

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 They produce a lot of noise when printing

 Produce poor quality

 They are slow

 Less expensive

 Non impact printers e.g. Epson printer, laser printer, HP printers and ink jet printer

Characteristics

 They are expensive

 They are faster

 They produce best quality

 Are quiet when printing

 They have multi tasking capabilities

Plotter; Used to produce large documents e.g. maps

Softcopy output devices

 Visual display unit (VDU)/ screen/ Monitor

For displaying information

Types

Curved monitor

Flat screen

 Speaker

Used to give out sound based information.

 Projector

Used to enlarge documents/information (text, images and graphics)

 Smart Board

Is a touch screen board used to display information.

PROCESSING HARDWARE
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Central processing unit (CPU)

Is a type of hardware used to process data into information.

Components of CPU

1. Main memory
2. Control unit

3. Arithmetic and logic unit

Main memory

Is a section o f central processing unit used to store instructions temporarily.

Control Unit

Is a section of CPU which is used to monitor peripherals and the entire computer system on how
they communicate.

Peripherals = Input devices + output devices

Also it receives instructions, interprets or decodes them and responds to them.

Arithmetic and logic unit

Are concerned with Arithmetic and logic operations

Arithmetic operations include;Addition, multiplication, Division and subtraction

Logic operations include;Sorting, matching and filtering

Assignment

Using ms excel and access discuss arithmetic and logic unit concept (20mks)

Storage hardware

Is a category of hardware used to preserve data and information produced by the computer.

They are categorized into:

Primary storage;

Is a computer’s storage location. It can be categorized into RAM (Random access memory) and
ROM (Read only memory)

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RAM; also called main memory, it temporarily holds data and information that will shortly be
needed by the processor.

RAM is a volatile storage in that when power goes off the information intends to get lost. Also it
can be referred as working area of the computer.

ROM; is a permanent storage location of a computer. The information contained in ROM can
not be erased or changed by the computer user. It stores booting files

Secondary storage

They include;

Floppy diskette

Is a removable flat piece of plastic that stores data on magnetized spots.

It is inserted in drive A or B

Hard disk

Is made up of rigid metal or glass platters covered with a substance that allows data to be held in
the form of magnetized spots.

Hard disk tends to have higher storage capacity

Is identified using drive C (Local Disk C)

Types

Internal and external

Optical disks

They include

CD- compact disk

DVD- Digital video disk

VCD-visual compact disk

Are inserted in drive D

Removable disks

They include flash disks and memory cards.

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They are inserted in drive E, F, G and H depending on the make up of the computer

Software;

These are programs which make the computer to function effectively.

Programs

Is a set of instructions in a language known to the computer, directing the computer on how to
perform a task.

Software Development Process;

1. Problem identification
2. requirementSpecification

3. Coding

4. Testing

5. Debugging

6. Documentation

7. Maintenance and evaluation

Types of software

1. System s/w

Is a set of programs developed and installed in the computer system for the purpose of
developing other programs and to enhance functionality of the computer

It can be categorized into

 Operating system
 System utilities

 Network communication program

 Language translators/Processors

Operating system

Is a program that coordinates and controls computer operation they include window 98, 2000,
2007, 2008, windows Xp, DOS (Disk operating system) linux, unix e.t.c

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Functions of O/S

i) It monitors how other software are using the hardware

ii) It reports errors to the user during processing.

iii) Creates a link between the user and the computer

iv) It loads user programs and support application programs as they run

v) It manages computer resources e.g. memory, storage devices and peripherals

Application s/w

Are set of programs that are developed to handle organizational requirements. They include

a) General programs/off shelf

Are programs which covers common business functions and can easily be used for various
business applications e.g Ms Office (Ms word, Ms excel, Ms access, Ms Powerpoint, Ms
Publisher)

b) Specific Programs/ user made/Tailor made programs

Are programs which are developed to meet specific needs of the user e.g. adobe page maker
and jet audio program

Hardware/Software Diagram
Application S/W

System S/W
Hardware

Orgware / Human ware/ user/ End user / Operator

Types of users

1. Computer operator

Is an individual who has done computer applications and has knowledge on how to operate
the computer

2. Computer programmer

Is a person who writes computer programs and tests themwhether they are working properly.

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3. Computer analyst

He writes, tests, installs and maintains programs.

CLASSIFICATION OF COMPUTERS

Computers are categorized by;

i) Historical development

In this computers have evolved in five major generation’s i.e.

a. First computer generation (1954 - 1958)

b. Second computer generation (1959 - 1964)

c. Third computer generation (1965 - 1970)

d. Fourth computer generation ( 1971 - 1980)

e. Fifth computer generation (1981 to date)

5th computer generation

In this generation computers are applied in various areas e.g.

 Security area
 Education sectors

 In doing businesses

 Job application

 In banks e.t.c

In this generation computers have acquired artificial intelligence where this is a concept that
computers can be programmed to assume capabilities attributed to human intelligence.

N/b whatever happens in the next generation of computers will be exciting development. New
technologies will solve many of today’s problem but will generate another upcoming problems.

Question

 Technology is dynamic in that it changes day in day out using a mobile phone discuss
how it can be used as a digital convergence tool. (20mks)

ii) Classification by size and cost

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Super computers; are used for scientific research and experiments like whether forecasting

Characteristics

 They are largest

 They are most powerful

 They are most expensive

Main frame Computers; Are smaller in size than super computers but bigger than mini
computers.

Are used in hospitals, government agencies and big companies.

Characteristics

 They are less powerful than super computers

 They are less expensive

 They have multi user capability thus having multitasking capability.

Mini computers

Characteristics

 They allow multiuser access

 They support 10 – 20 users

 Less powerful than mainframe computer

 Used in laboratories

Micro Computers

Characteristics

 They are portable

 Least expensive Super computers

 Slow
Cost
 Can allow graphical inputs
Main frame
computers

Mini computers

Micro13computers

Size
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iii) Classification by logic used

Digital computers; Are highly programmable electronic devices that can perform mathematical
calculations, compare values and store results.

Analogue computer; this computer recognize dataas a continuous measurement of a physical

property. Some physical properties that can be measured in that way include voltage, pressure,
speed and temperature

Example

 A service petrolstation pump contains analogue processor which connects fuel from
measurement into quantity and price values
 Car speedometer which indicates speed at which its moving

Hybrid computers

Have the characteristics of both digital and analogue computers

iv) Classification by purpose

General purpose computer;

Can perform any function. These are computers that can be theoretically used for any type of
application.

Special Purposecomputer;

These computers are designed for a particular job to solve problems of a restricted nature. E.g.
those designed for air traffic control and those that control banking system

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Factors That Leads to the loss of information from the workstation

Accidental eraser; one can delete information accidentally.

Solution

 Be careful when operating the computer

 Restore deleted files from recycle bin

 Use recovery soft wares (Power data recovery software, memory card data recovery
software and Easy recovery software)

Power interruption

Solution

 Save the document as you type

 Use a backup i.e. UPS (uninterruptable power supply )

Virus attack

A virus is a program that is designed to tamper with the working capability of a computer.

Examples of Viruses

 Boot virus
 File virus

 Trojan horse

 Worms

 Software bugs

Symptoms of Virus

 Loss of information
 Programs access takes too long to load files

 Appearance of unnecessary messages

 The computer keeps on hanging

 Files change names and size

Sources of Viruses

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 Network or Internet
 Infected disks

 Pirated / fake software

 Playing fake game

Prevention

 Install an anti-virus
 Scan the computer regularly

 Scan disks before using them

 Avoid downloading some files from Internet unless you have an updated antivirus

Advantages of a Computer

 Economical - It stores a lot of information in a limited space

 Speed – Its faster than manual working

 Efficient – It saves time and space

 Accurate – it gives the same results as inputted using GIGO (Garbage in Garbage out)
approach

 Security- information is fairly protected if the computer is well managed

 Versatility- The computer can do the same thing over and over without being tired

Disadvantages of a Computer

 Culture decadence
 Expensive in terms of purchase, installation of programs and maintenance

 It needs skilled personnel to operate

 It Can break down leading to the loss of information

 It Can lead to health problems (eye problem and back ache)

KEYBOARDING

Is an application that enables the trainee to increase typing speed thus enabling one to master the
keyboard.
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Also keyboarding can be defined as an act of inputting information using a keyboard

Parts of a Keyboard

Refer to Introduction to computers (Page 4 – 6)

Types of Computer Keyboards

a) Gaming Keyboards
b) Normal Keyboards
c) Laptop Keyboards
d) Ergonomic Keyboards
e) Thumb size Keyboards
f) Numeric Keyboards
g) Foldable Keyboards
h) Laser/Infrared Keyboards
i) Chorded Keyboards

Question

Discuss how each of the above Keyboards works (30mks)

Types of Typing programs

1. Mavis typing program

2. Typing master program

Typing master program

Procedure of using typing master program

1. From the desktop open typing master

2. Select tmaster.exe (typing tutor application) and open it
3. Select I am a new user and type your name.
4. Click Enter
5. Select the action ( Course, Typing test or Games)
A) Course

Introduces the new learner to various typing techniques and how to position the fingers in
various keyboard keys

Procedure

1. Click on Course
2. From Step 1 Touch typing course click start course
3. From lessons section select one lesson for practice
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4. From the lesson selected choose one topic for practice

5. Click next until You exhaust the ideas
6. Select the next topic for typing
7. Press the keys highlighted
B) Typing Test

Procedure

1. Select test text for example ten key test, all keys
2. Click start test
3. Type the Arabic numbers given ( as you start typing it will count down the minutes)
C) Games

Procedure

1. Click on games
2. Select one by one for instance Bubbles, WordTris or Clouds
3. Click start
4. Press any key to start the game

Use onscreen Keyboard

It is used as an alternative to normal keyboard if it stops to work.

This is an inbuilt keyboard used as an alternative or surrogate for a normal keyboard. It functions
hand in hand with the mouse i.e. one uses a mouse to click on the keys to be typed.

Procedure

 Click on start button

 Select all programs

 Select accessories

 Select accessibility

 Click on onscreen keyboard

MICRO SOFT WINDOWS

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Ms Windows is a multi tasking operating system. It is also a G.U.I (Graphical user interface)

It as a feature called WIMP

W—Windows the working area

I – Icons

M- Mouse

P- Pulls down menu

The Desktop

It referred to the working space of the screen on which icons, desktop components, applications
and dialogue boxes appear

Various parts of Desktop

Icons; Are graphical representation of programs, files and folders e.g. my computer, my
documents, Recycle bin etc

Start button; Initializes most operations in the computer

Task bar; it is the horizontal bar at the bottom of the desktop

Wall paper; it refers to the background of the desktop

The Start Button

a. Shut down / Turn off computer; this shuts down the computer or restarts the computer in
ms DOS mode
b. Run; Help to start a program or open a folder when you type an ms DOS command or
path

c. Help; it contains help topics, tutorial and other supportive services. One can do basic
research from this option

d. Find / search; locates files and folders

e. Settings; Displays a list of system files you can change their settings. One can make
settings from control panel

f. My Documents; It stores files which are created by the end user

g. Recent documents; It displays a list of documents lately dealt with

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h. Programs / all programs; Displays a list of programs that you can start

Parts of a window

 The title bar; it’s the first thick strip at the top of a window. It contains the name of the
program represented by the window.
 Menu bar; this usually appears below the title bar. A menu is a set of commands for
performing related tasks.

 Tools bar; it contains buttons representing the frequently used commands. Tools bars
include standard tool bar, formatting tool bar, mail merge tool bar etc

 Working space; it is used to display the content of a file currently being used in the
program.

 The status bar; this usually appears at the bottom of the working space and above task
bar. It contains number of pages and words used.

 Scroll bar; usually there are two scrolling bars i.e. horizontal and vertical. The vertical
scroll bar is at the right edge of the working area while horizontal appears at the bottom.

 Task bar; this is the lowest part of the screen where start button and the time are located

Types and sizes of windows

 Active window; this is a window occupying part of the screen and is ready to receive
instructions or data from the user.
 Inactive window; this is a window occupying part of the screen but whose program is not
ready to receive input from the user. In ms word we can change active window to
inactive window by clicking office button and then selecting close

 Minimized window; this represents a program that is open but it is not in a state of direct
access to the user input

 Maximized window; this a window that occupies the entire screen and is also active

 Restored window; this is a window that occupies part of the screen and has the size and
location it had before it was maximized

Windows operations control button

Minimize button

Maximize button

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Restore button

Close button

CHANGING SETTINGS

Procedure

 Click on start button

 Point to control panel and click

 Select one task

 Do your settings

Display

a. Wallpaper

Also referred as background

Procedure

 Click on start
 Click on control panel

 Double click on display to open / Right click then select open

 Click on desktop

 Select the background

 Click apply then ok

b. Screen saver

They are automatically executed programs when a computer stays for a predefined time
without being used

Functions of screen saver

 It protects the computer screen

 Acts as a security by denying access to unauthorized access by setting the
password

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Procedure

 Click on start
 Click on control panel

 Double click on display to open / Right click then select open

 Click on screen saver

 Select the screen saver

 Click apply then ok

Date and time

It helps us to set the computer date and time

Procedure

 Click on start
 Click on control panel

 Open date and time

 Do your settings (change date and time)

 Click ok

Mouse

Is a hand held device used to communicate with the computer by the help of a pointer on the
screen

Procedure

 Click on start
 Click on control panel

 Select mouse and open

 Do your settings

 Click apply then ok

Keyboard

We can change the speed, cursor blinking rate and language

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Procedure

 Click on start
 Click on control panel

 Open keyboard

 Do the settings

 Click apply then ok

Printers and faxes

For printers installation

Procedure

 Click on start
 Click on control panel

 Open printers and faxes

 Click on add printer

 Add printer wizard will appear

 Click next

 Select the option you could wish to use

 Click next

 Click next again

 Select a printer port

 Click next

 Select the manufacturer and the name of the printer

 Click next thrice

 Click finish

Sound and audio devices

For setting sound scheme

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User accounts

For creating individual /user accounts

Procedure

 Click on start
 Click on control panel

 Open user account

 Click create new account

 Type the name

 Click next

 Select either computer administrator or limited

 Click create account

N/B One can shift from one user account to another by clicking start button - log off – switch
user- select one user account

ACCESSORIES

They are programs that come together with the operating system. They include WordPad,
notepad, paint, calculator etc

Notepad

This is the program found in accessories that is used for creating and editing text files that do not
require to be formatted

Procedure

 Click on start button

 Select all programs

 Select accessories

 Select notepad and click

N/B One can type text, edit and save it for use

WordPad

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Is a slightly advanced text editing program on accessories that has the formatting menu, tools bar
and a ruler for page setup.

Procedure

 Click on start button

 Select all programs

 Select accessories

 Select WordPad and click

N/B One can type text, edit it, do some formatting and save it for use

Paint

Paint is a drawing tool one can use to create simple or elaborated drawing

Procedure

 Click on start button

 Select all programs

 Select accessories

 Select paint and click

Calculator

It is usedfor mathematical manipulation.

Procedure

 Click on start button

 Select all programs

 Select accessories

 Click on calculator

On screen Keyboard

Refer to page 17

Folders

These are storage sections in a drive

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Procedure of creating a folder

 Click on start
 Point to all programs

 Click on window explorer

 Point to file

 Point to new

 Point to folder and click

 Type the name of your folder

Creating a folder on the Desktop

Procedure

 Right click anywhere on the desktop

 Point to new

 Point to folder and click

 Type your name

N/B One can rename or delete a folder

Sub – folders

These are storage sections in a folder

Procedure

 Open the main folder

 Point to file

 Point to new

 Point to folder and click

 Type the name of your sub folder

Saving a file into a folder

 Create your file

 Click on office button
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 Click on save

 Type file name

 Select the section where your folder is located, from save in

 Select your folder

 Click open

 Click save

Copying and Cutting

Copying

Is an act of making a duplicate of a file, document, text or folder.

Procedure

 Select the item using any of these approaches;

a) Ctrl + A

b) Holding left mouse button and drag

c) Holding shift key as you press any of the arrow keys

d) Clicking on the file once using left mouse button

e) Hold CTRL Key as you click left mouse button

f) Click on edit then click on select all

 Copy your text, file, document or folder using any of these approaches;

a) CTRL + C

b) Right click then select copy

c) From tools bar select copying tool

 Specify the destination where to copy the text, file, folder or document to

 Paste your text, file, folder or document using any of these approaches;

a) CTRL + V
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b) Right click then select paste

c) From tools bar select pasting tool

Paste; Means placing the current content into the document at the flashing cursor’s location

Cutting / Moving

The cut function removes the currently selected text and places it on the clipboard

Procedure

 Select the item using any of the above approaches

 Cut your text, file, document or folder using any of these approaches;

a. CTRL + X

b. Right click then select cut

c. From tools bar select cutting tool

 Specify the destination where to cut the text, file, folder or document to

 Paste your text, file, folder or document using any of the approaches discussed
earlier

Restoring Items from the Recycle bin

 Open the Recycle bin

 Right click on the item to be restored

 Select restore

 Close the recycle bin

Emptying the Recycle bin

 Open the Recycle bin

 From task pane select empty Recycle bin

Assignment

 Differentiate between copy and cut

 Mr. Okemwa who is a student at Moi University pursuing Bachelor of commerce was
typing some information and unfortunately the keyboard collapsed he came for advice
from you on how to handle the situation which advice will you offer and why. Discuss
(20mks)
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 From parts of a window concept, discuss various types of tool bars (20mks)

MS WORD

Is an application program that falls under the category of text editors/ word processor.

It’s ideal in text manipulation (creating, formatting and editing documents)

Examples of text editors

1. Ms Word
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2. Word perfect

3. Word Star

Benefits of using word processor as compared to a type writer

 It has formatting capabilities where a type writer does not have

 It has spell checking features

 It has saving capacities

 It has copy, cut and paste commands where in a type writer you have to retype the same
information.

 It has mail merge approach where one can address and send one document to many
recipients.

Procedure of loading ms Word

 Click on start button

 Click on all programs

 Ms Office

 Ms Office word

Alternative

 Right click on empty space on the desktop

 Point to new and click

 Select Ms office word document

 A file appears on the desktop named new Microsoft word

 Open it

OFFICE BUTTON

1. New ; It’s a command used to open blank document

Procedure

 Click on office button

 Click on new

 Click create
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Alternative;

Ctrl + N

2. Open; Is a command used to retrieve a program

Procedure

 Click on office button

 Click on open

 From open window select the file to be opened

 Click open

Alternative

Ctrl + O

3. Save ; Is a command used to transfer information from temporal storage

(RAM) to secondary storage (hard disk, Flash disk, CD etc)

Procedure

 After creating your document click on office button

 Click on save

 From save as window select where to save , type file name and select save

Alternative

Ctrl + S

4. Save as; it’s used to save the document for the second time in the same
location or in different location.

Procedure

 From the existing document click on office button

 Click on save as

 Edit your document i.e. add information and do same changes where
applicable

 Save your document by pressing CTRL + S

Alternative
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F12

5. Print

Is a command used for printing, quick printing and print previewing.

 Print Preview

Is used for viewing a document before printing

Procedure

 Click on office button

 Select print

 Select print preview and click

N/B to quit print preview click on close print preview

 Quick Printing; used to send the document directly to the default printer without making
changes.

Procedure

 Office button
 Point to print

 Click on quick print

 Print (CTRL +P)

Is a command used to produce hardcopy information

Procedure

 Select office button

 Click print

 Make your settings

i. Select printer name

ii. Select page range

iii. Select number of copies

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iv. Select collate or uncollate (Collate is command which directs the printer to print
as per copies in that the printer will print one copy complete and then followed by
others as per the number of copies given, while uncollate is where the printer will
print as per the pages i.e. first page complete as the number of copies given then
followed by other pages)

v. Click on properties

vi. Select orientation

vii. Click on advanced

viii. Select paper size

ix. Click ok

x. Click ok again

 Click Ok

6. Prepare

Encrypt Document

It helps one to create a password for his document / file thus protecting it

Procedure

 Click on office button

 Point to prepare

 Click on Encrypt Document

 In Encrypt Document dialogue box enter the password then click ok

 In the confirm password dialogue box Re-enter the password then click ok

 Then save the file for the password to be effected (to save the password)

7. Close

Is a command used to inactivate the active window.

HOME

i. Font (Ctrl + D)

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Is a command used to change font type, font size, font style, italize, bold, underline, change
font color, subscript and superscript the highlighted text. Also it can change the case

Font type, font size, font color and font style

These commands are used to change the underwriting style, increase or decrease the size of the
underwriting, change the underwriting style and change the color of characters

Procedure

 Select your text

 Select your font type, font style, font color and font size

Underline

For underlining purposes

Procedure

 Select your text

 Click on underlining option (U)

Alternative

CTRL + U

Subscript (CTRL + =) and superscript (CTRL + Shift ++)

Subscript (X2) for creating small letter below the base line

Superscript X2 for creating small letter above a line of text

Procedure

 Select the characters to subscripted and superscripted

 Click on either subscript and superscript

Change Case (Aa) (Shift + F3)

Is an option used to change the case from lower to upper, sentence, title, toggle case and vice
versa

Sentence case – the first letter of the sentence is in capital letter

Upper case – All are in capital letters

Lower case- all are in small letters

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Title case – capitalizes each First letter of the word

Toggle case – The first letter starts with small letter

Procedure

 Select your text

 Click on change case ( Aa ) as you select the case

N/B one can also make settings from font dialog box

ii. Clipboard

It deals with copying, cutting and pasting the text

N/B one can make settings from clipboard task pane by showing it

Paragraph

It deals with insertion of bullets and numbers, sorting, alignment and line spacing

Bullets

For insertion of bullets.

Procedure

 Click on bullets
 Select the bullet style

Numbering; For insertion of automatic numbering

 Click on numbers
 Select the number style

Alignment; Is a command used to change the text to left alignment, Right, centered and justified
positions of the page

Procedure

 Select the text

 Select the alignment

Alternative

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CTRL + L = Left

CTRL + R = Right

CTRL + E= Center

CTRL + J = Justified

Line spacing; for spacing purposes

Procedure

 Select your text

 From home click on line spacing

 Select one option

Sorting; used to alphabetize the selected text or sort numerical data in ascending or descending
order (AZ)

Procedure

 Select the section to be sorted

 Click on sorting

 Select the either ascending or descending

 Click ok

Style

Used for insertion of automatic table of content

Procedure

1. Select your content as you click heading 1, 2,and 3 respectively

2. Click on references

3. Click on table of content

4. Click insert table of content

5. Click ok

Find and Replace

Used to trace a word or phrase from a document and replace with the specified text or phrase
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Procedure

 Select the text

 Click on either find or replace

 Type what to find

 Type what to replace with

 Click replace all

Alternative

CTRL + F = Find

CTRL + H = Replace

INSERT

i. Cover Page; For insertion of cover page

Procedure

 From insert menu click on cover page

 Select one sample

ii. Blank page; For insertion of blank page

Procedure

 From insert menu click on blank page

iii. Table; for insertion of a table which as columns and rows

Procedure

 Select table from insert menu

 Click on insert table

 Type number of columns and rows

 Click ok

N/B one can add columns and rows, can adjust the width and length of a column or a row, can
delete columns and rows, can do automatic listing and can merge cells.

iv. Picture; For insertion of picture

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Procedure

 Click on picture
 Select on picture

 Click insert

v. Clipart; for insertion of clipart e.g. drawing and stock photography to illustrate
specific concept

Procedure

 Click on clipart
 From task pane type what to search for

 Click Go or press enter key

 Click on one picture

vi. Shape; For insertion of various ready made shapes

Procedure

 Click on shapes
 Select shape of interest

 Hold left mouse button as you drag

vii. Smart art; for insertion of smart art graphics to visually communicate information.
Smart art graphics include graphical lists, process diagrams and organizational charts.

Procedure

 Click on smart art

 Select one category

 Select one sample

 Click ok

N/B One can add text and change color of the graphic

viii. Header and Footer

Is a command used for insertion of text at the top and bottom of each printed page

Procedure
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 From insert click on header / footer

 Select the style

 Type the text

 Double click outside

ix. Page Number

For insertion of page numbers into a document

Procedure

 Click on page number

 Select the position

N/B Select number format e.g. roman numbers, Arabic numbers or alphabetic numbers

x. Word art

For insertion of decorative text

Procedure

 Click on word art

 Select the style

 Type the text

 Click ok

xi. Drop cap; it creates a large capital letter at the beginning of the paragraph

Procedure

 Position the cursor at the beginning of the paragraph

 Click on drop cap

 Select the criteria

N/B click on drop cap option to add the number of lines to drop

xii. Date and time; used to insert current date or time into the current document

Procedure

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 Click on date and time

 Select the format

 Click ok

xiii. Equation (Alt + =) and symbol

For insertion of common mathematical equation or building the equations also it ca be used
for insertion of symbol that are not on the keyboard

Procedure

 Click on symbol / equation

 Select the equation / symbol

NB click on more symbols to retrieve other symbols

PAGE LAYOUT

1. Margins; is an option retrieved from page layout used for adjustment of margins

Procedure

 From page layout click on margins

 Select the margin for the document

2. Orientation; Is used to switch the pages between portrait and landscape layouts

Procedure

 Click on orientation from page layout

 Select either portrait or landscape

3. Size; is an option used for selecting page size e.g. A4, letter etc

Procedure

 Click on size
 Select size of your choice

4. Column; is an option used for insertion of columns.

Procedure

 From page layout select columns

 Select an option e.g. two or three columns
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5. Page background

I. Watermark; is a text set to appear behind the content of the page

Procedure

 Click on page layout

 Select watermark

 Click on custom watermark

 Select text watermark

 Type a text of your own

 Select color

 Click ok

N/B

i. One can select watermark from the samples given

ii. One can also select picture watermark which will be set to appear behind the content
of the page

II. Page Color; Enables one to set the color for an active page

Procedure

 Click on page layout and select page color

 Select color of your desire

III. Page border

Is used for enclosing the page within the specified frame

The option to add boundaries and shading to the document

Procedure

1. Click on page border from page layout

2. Do the settings

i. Select the setting e.g. box

ii. Select the style

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iii. Select color

iv. Select width

v. Select the art if applicable

vi. Select where to apply to e.g. the whole document or first page

3. Click on shading and select the color from fill section

6. Group; Used to group objects together so that they can be treated like a single object

Procedure

 Select your objects by pressing CTRL as you use the left mouse button to click
 Click on page layout

 Click on group

 Select group

MAILINGS

Is a command used to combine database so as to produce many documents as per the

number of the recipients addressed

Procedure

i. Click on mailings
ii. Click on start mail merge

iii. Select step by step mail merge wizard

iv. Select letters

v. Click next (Starting document)

vi. Select use the current document

vii. Click next (Select recipients)

viii. Select type a new list

ix. Click create

x. From new address list window click on customize columns to add, delete or rename
field names
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xi. Click ok

xii. Type the recipient information e.g. first name, mobile number etc

xiii. Click on new entry to add the recipients

xiv. Click ok

xv. Type file name

xvi. Click save

xvii. From mail merge recipient window click ok

xviii. Click next (Write your letter)

xix. Position the cursor where the recipient information will be inserted

xx. Click on insert merge field as you select the field ( Click insert if applicable)

xxi. Press enter key

xxii. Repeat procedure xx as the number of fields

xxiii. Click next ( preview your letters)

xxiv. Click next ( Complete the merge)

xxv. Click on edit individual letters

xxvi. Select all

xxvii. Click ok

xxviii. Click on office button and select save to store your document

REVIEW

Spelling and grammar

Is an option used for spelling and grammar check

Procedure

 Select your text

 From review click on spelling and grammar

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 Select the right spelled word from suggestions given

 Click change
 Close the spelling and grammar window
Alternative
i. Right click on the misspelled word then select the correct spelled word
ii. F7

Thesaurus

Is a command used to give suggestions of similar meaning to the word you have selected

Procedure

 Select your word

 Click on thesaurus under review
 Suggestions will appear on the task pane

Alternatives

i. Right click on the word then point to synonyms

ii. Shift + F7
VIEW

Full screen reading

Is used to display woking space only

Procedure

 From view select full screen reading

 Click on close to exit full screen reading

Ruler

For insertion and removal of a ruler

A ruler is used to measure and align/arrange objects on a document

Procedure

Procedure

 Click on view
 Click on ruler

Grid lines

For insertion of grid lines

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Procedure

 Click on view
 Click on grid lines

Zoom

This command is used to adjust the size of the screen

Procedure

 From view click on zoom

 Select the percentage
 Click ok

Alternative

i. CTRL + scrolling button on the mouse

ii. From status bar use zoom option by clicking either ( – ) to decrease the page
size / zoom out or (+) to increase page size / zoom in

Assignment

1. Use mail merge to create four letters

Requirements
 Fields to be three i.e. First name, last name and phone number
2. Come up with an advertisement
Requirement
 Title to be bold
 Font size to 18
 Font color to be blue
 Underline it
 Other text to be bulleted
3. Discuss how change case works and give alternatives on how to change it
4. Come up with a pro forma of 20 rows and 3 columns
5. Discuss how automatic table of content is insert in ms word

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MS EXCEL

Is an electronic spreadsheet which deals with calculation.

Spreadsheet

Is an application package used for manipulation of figures

Examples of spreadsheets

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 Lotus 1,2,3
 Quick books
 Ms Excel
 Lotus for windows
 Sage
Loading Ms Excel
 Click on start button
 Select all programs
 Select Microsoft office
 Click on Microsoft office Excel
Ms Excel Window

Worksheet

Is a page in Ms Excel

Workbook

Is a group of worksheets

Column

Are vertical components in a worksheet that are represented by A, B, C, D…………

Rows

Are horizontal spaces represented by 1, 2, 3, 4……

Cell

Is an intersection between a column and a row, it is denoted by A3

Cell pointer

Is a cursor in Ms Excel

Formula Bar

Is a bar which displays formulae operation

Range

Is a selection of a given set of cells e.g. B1:B7

Number Box

Is a box that identifies the selected cell

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Gridlines

Are the horizontal and vertical intersections within the working space

Insert

Is a command used for insertion of columns and rows, its retrieved from Home

Procedure

 Activate the cell in between the column or row where insertion will be done
 Select insert under home
 Select operation ( Insert sheet rows or insert sheet columns)
Delete
Is an option used for erasing sheet rows and columns

Procedure

 Activate the cell in between the row or column to be deleted

 Select delete from home
 Select the operation e.g. delete sheet rows or delete sheet columns
Format

Is an option used to change row height, column width, hide or unhide column, row or sheet

Also can be used to rename sheet, copy the sheet and format cells

Row Height

Is an option used to increase or decrease row height

Procedure

 After selecting the cell in between the row to be affected

 Click on format
 Select row height
 Insert the figures on the space provided
 Click ok

Column width

Is an option used for increasing column width

Procedure

 After selecting the cell in between the column to be affected

 Click on format

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 Select column width

 Insert the figures on the space provided
 Click ok

Hide and unhide

Is an option used to hide and unhide rows and columns

Procedure

 After selecting the cell in between the column or row to be hidden

 Click on format
 Point to hide or unhide
 Select hide or unhide rows or columns
Rename sheet

Is an option used to change the name of active sheet

Procedure

 From format select rename sheet

 Type the name you could wish to appear
 Click outside

Copy Sheet

Is used to make a copy of a sheet

Procedure

 Activate the worksheet to be copied

 Click on format
 Click on copy/ move sheet
 Select create copy
 Click ok

Move sheet

Procedure

 Activate the worksheet to be moved

 Click on format
 Click on copy/ move sheet
 Select move end
 Click ok

Format Cells
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Is an option used to change orientation, font style, font size, font type and font color

Procedure

 Select the cells to be formatted

 Click format
 Increase the orientation
 Change font style, , font type, font color and increase font size
 Click ok
Chart
Is a pictorial representation of data
Types of Charts
Column chart
Line chart
Pie chart
Bar chart
Area chart
XY (Scatter) etc
Procedure of inserting the chart
 Select the values
 Click on insert menu
 Select the chart of your choice
 Click on one sub-type of the chart
N/B
i. One can insert Percentage to the pie chart from design menu
ii. One can insert chart title and change the legend position from layout menu
iii. One can insert axis titles to the axis oriented charts from axis title on layout menu
Formula
Is a mathematical expression that creates a relationship between cells to return a new
value
A formula starts with equal sign (=)
= (B2+C2+D2+E2+F2+G2+H2)
Function

Is an inbuilt predefined formula that a user can quickly use.

=sum(B2:H2)

Labels; is any text or alphanumeric characters entered in a cell

Values; are numbers that can be manipulated mathematically

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Procedure of using a function

 Click on Formulas
 activate the cell where the answer will be displayed
 Click on insert function(fx)
 Select a function (Sum, average, min, max ) etc
 Click ok
 Check the range whether is correct e.g. B2:H2
 Click ok
Alternative
i. Sum

=sum(B2:H2)

Press enter key

ii. Average

=average(B2:H2)

Press enter key

iii. Max
=max(B2:H2)
Press enter key
iv. Min
=min(B2:H2)
Press enter key

N/B

 After getting the answer drag for all answers to be displayed

 Auto sum: Displays the sum of the selected cells directly after the selected cells.

v. If function
Used for calculating the grade
=if(B2>70, “Distinction”,if(B2>55, “Credit”,if(B2>40, “pass”, “Fail”)))
vi. Count if

It conditionally counts the number of cells within a range that meets a given condition

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=countif(B2:H2, “>70”)
vii. Sum if

It conditionally adds the specified cells according to the set criteria

=sumif(B2:H2, “>70”)
N/B
Relational operators
= equal
>= greater than or equal to
> greater than
< less than
<= less than or equal to

<>no equal to

Sort
Is a command used to arrange values in ascending or descending order
Procedure
 Select the column to be sorted
 Click on data
 Select sort options i.e. A-Z, Z-A
Filter
Is a command used for displaying particular records as per set criteria

Procedure

 Select the values

 Click on filter from data menu
 Click on filtering tool
 Point to number filters
 Select the criteria > or <
 Type the operand
 Click ok
Formula editing

Is a command used to trace precedents and dependents

A1:A8 = 667

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Precedents Dependent

Procedure

 Activate any cell in between the columns to be traced

 Click on formulas
 Select either trace precedents or trace dependents

Assignment

Students Maths eng Kisw Bio Total Grade Average min max
X 70 80 90 54
Y 60 80 70 52
M 50 80 90 60
N 40 80 78 42

Requirements

 Calculate the total, grade, average, min and max

 Use Kiswahili to insert a pie chart
 Sort and filter using total column

DATABASE
 Is a collection of organized data typically describing the activities.
 Is an application that is used to collect, store, easily prepare and manage information.
Examples of database
 Students database
 Library database
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 Church database
 Police database
DATABASE MANAGEMENT SYSTEM (DBMS)

Is a computerized database system used to collect, store and use information efficiently

Examples of DBMS
 Ms access
 Fox pro
 Oracle
 Fox base
 My SQL
 File maker pro

Question

Discuss various types of Databases and Database management System (DBMS) (30mks)

MS ACCESS

Is an application package that falls under database management system

Data

Is information that is collected and stored in a table

A Record

Is a collection of related information of more than one field normally entered in rows

A Field

Is a cross of information in a record normally entered in columns

No Name Age Gender

1. John Kiptoo 23 Male
2. Cate Mwende 19 Female
3. Job mwaura 20 Male
4. Vivian kemunto 22 female
N/B From the table there are four records i.e. record 1 to record 4, on the other side fields are No. ,
Name, age and gender while John Kiptoo is a field value

Procedure of loading Ms access

1. Click on start
2. Point to all programs

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3. Point to Ms Office
4. Click on Ms Office access

Procedure of coming up with a database

5. From ms access window click on blank database

6. Type database name (File name)
7. Click create

N/B When you click create it automatically opens a table from datasheet window

MS access objects

 Table
 Query
 Form
 Report
 Micros
 Pages
 Modules

Table

Is a collection of records that display similar data

Approaches of creating a table

 Data sheet view

 Design view
 Table wizard / Table Templates
 Link table
 Import table

Data sheet view

Is a method which takes the user immediately to data sheet view an excel like view.

One can rename fields, insert data and save the table

Students Maths eng Kisw Bio Total

X 70 80 90 54
Y 60 80 70 52
M 50 80 90 60
N 40 80 78 42

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Saving the table

 Click on office button

 Click save
 Insert table name
 Click ok

N/B when using 2003 the database will request one to specify the primary key by clicking either Yes
or No

Primary Key

Is a field whose value uniquely identify each record in a table

Procedure of setting a primary key

 Click on home
 Click on view
 Select design view
 Select the field you could wish to be your primary key
 Click on primary key from design menu

Design View

Is an approach which provides the user with a great capacity to define details regarding each of
the field

Procedure

 Click on view from home

 Select design view

Datatype

Is an attribute of a field that determines what kind of data a field can store

Types of data types

 Text; for insertion of label entries e.g. Josphat

 Memo; For long text entries
 Number; for value entries e.g. 1,2,3
 Date and time; for chronological entries
 Auto number; for automatic listing

Table Wizard / Table Template

It automates the creation of a table by providing the already created tables

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Procedure

 Click on office button

 Click open
 Open the database in which you wish to create a table
 Click on create
 Click on Table Templates and select one

Import Table

Importing is an act of creating a copy of the data in anew table in the current database

Procedure

 Click on office button

 Click open
 Open the database in which you wish to create a new table
 Click on external data
 Select the source where to import from e.g. Access, Excel etc
 Specify the source of information by clicking on browse then select the file to import
 Click open
 Select import tables, queries then click ok
 Click select all then ok
 Save the import steps if you wish or click close
 Double click on the imported table to open or Right click then select open as you click

Link Table

Is an approach that helps one to create a linked table in the current database that represents a live link
to the existing information that is stored elsewhere

Procedure

 Click on office button

 Click open
 Open the database in which you wish to create a new table
 Click on external data
 Select the source where to link from i.e. Access
 Specify the source of information by clicking on browse then select the file to link
 Click open
 Select link to the data source by creating a linked table then click ok
 Click select all then ok
 Double click on the linked table to open or Right click then select open as you click

QUERIES

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These are electronic questionnaires and programs that can be used to

 Update records (Calculation)

 Sorting records
 Filtering records
Procedure of coming up with a Query
 From datasheet view window click on create
 Select query wizard
 Select simple query wizard
 Click ok
 Forward the fields using >>
 Click next twice
 Insert query name
 Click finish

Calculation

Procedure

 Change active window into design view (Home-View-Design view)

 Insert the formula on the field to be calculated
Total:[MKU]+[UON]
 Run a query from design menu
OPERATORS

+ addition

* Multiplication

/ Division

- Substraction

Sorting

Is a command used to arrange values in ascending or descending order

Procedure

 From datasheet view window activate the field to be sorted

 Click on home
 Select either ascending or descending

Filtering

Is a command used for displaying particular records as per the condition given

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Procedure

 From datasheet view window activate the field to be filtered

 Click on home
 Click on filter
 Click on number filters
 Select the criteria
 Insert the operand
 Click ok
Alternative
 Change active window into design view
 On the filed to be filtered under criteria section insert / type the operator and the operand
 Run a query

Field ID Universities MKU UON Total:[MKU]+[UON]

Table
Sort
Show
Criteria >10000
or
Forms
These are Ms objects used for;
 Displaying records
 Editing and adding records
 For calculation
Procedure of coming up with a form
 Activate the table to be displayed
 Click on create
 Click on more forms
 Select form wizard
 Forward the fields using >>
 Click next
 Select the layout (Columnar, tabular etc)
 Click next
 Select the style
 Click next
 Insert form title
 Click finish
N/B When you click finish records will be displayed
Calculation
Procedure
 Change active window to design view (Home-view-design view)
 Right click on the field to be calculated

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 Point to properties and click

 Click on data
 Enter the formula on control source
= [MKU] + [UON]
 Click on three dots
 Expression builder window will be displayed check the whether is correct
 Click ok
 Click on home
 Click on view
 Click on form view

Editing and adding Records

Procedure

 Change active window to design view

 Click on command button (button) from design menu
 Point on empty space, hold left mouse button and drag
 Select the category and action
 Click finish
 Change active window into form view
 Click on the command s selected earlier
REPORT
Is ms access object used for;
 Print previewing
 Calculation

Procedure of creating the Report

 Activate the table to be displayed

 Click on create
 Select report wizard
 Forward the fields
 Click next thrice
 Select the layout and the orientation
 Click next
 Select style
 Click next
 Insert report title
 Click finish
N/B A report will be displayed after clicking finish

Calculation

Procedure
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 Change active window to design view (Home-view-design view)

 Right click on the field to be calculated
 Point to properties and click
 Click on data
 Enter the formula on control source
= [MKU] + [UON]
 Click on three dots
 Expression builder window will be displayed check the formula whether is correct
 Click ok
 Click on home
 Click on view
 Click on Report view

Assignment

1. Create this table

Name Age Date of birth Basic salary Allowances Gross salary

Mary 27 11/9/1986 13000 4700
Jane 22 12/8/1992 20000 7000
John 26 12/9/1987 17000 5000
Samuel 37 14/7/1977 40000 17000
Requirements

 Table name to be salary

 Use a form, a query and a report to calculate Gross salary
 Give any two observations
2. From creating table object, discuss how link and import approaches works (20mks)

MS POWER POINT
 Is a graphical program used to create presentations
 A presentation is a collection of slides having information relating to a certain activity
 Slides are power point pages that we work on
 Power point uses slides to prepare presentation

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 Presentation can be used in certain situation to convey information more effectively

Uses of power point

 For marketing purposes

 For launching a new product
 For academic presentation

Loading ms power point

 Click on start
 Point to all programs
 Click on ms office
 Click on office power point

Creating a presentation

 Open ms power point

 Click on add title and subtitle to type the text
 From home menu click on new Slide
 Select a slide layout
 Repeat the procedure until the ideas are exhausted

Applying slide back ground

Click on design from menu bar and select a one theme

Deleting a slide

 Right click on the slide to be deleted

 Select delete slide

Duplicating a slide

 Right click on the slide to be duplicated

Hiding a slide

This option used to hide a slide with vital information

Procedure

 Right click on a slide to be hidden

 Select hide

Slide transition

Is a process of setting a link between one slide and another one with predetermined characteristic

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Animation

Is an act of making objects to have a visual movement

Procedure

 Click on a slide to animate

 Click on motion
 Select custom animation
 Select text or object to animate
 Click add effect
 Choose one effect

Adding sound to the slide

Procedure

 From animations
 Select transition sound
 Select one sound scheme

Slide timings

This helps one to set slide time where by each slide will be appearing

Procedure

 Click on animation
 Under advanced slide
 Select automatically after and specify the time each slide will appear
 Click apply to all

Running the slides

 Click on slide show

 Click from the beginning or

Alternative

 Press F5

Save your presentation

Assignment

Choose one topic of your choice and create five slides

Requirements

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 The presentation to run automatically after 5 seconds

 Add effects where applicable
 Save your presentation

DESKTOP PUBLISHING

Is an application that integrates word processing and graphics

Examples of DTP

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1. Ms publisher
2. Adobe page maker
3. QuarkXPress

Ms Publisher

Is an application that helps one to create sophisticated publication

Examples of publisher documents

 Brochures
 Business cards
 Greeting cards
 Programs
 Fundraising cards
 Certificates
 Wedding cards

Procedure of starting Ms Publisher

1. Click on start menu

2. Click on all programs
3. Click on ms office
4. Click on ms office publisher

Design templates

There are design template options for creating new publication i.e.

 Websites and E-mail

 Publications for print
 Blank publications

Website and E-mail

It allows one to create website and custom E-mail using template publication

Publication for print

It allows one to choose a template to quickly and easily create a publication. One can select a
publication type e.g. Brochure, business cards etc. and do some editing

Procedure

 From publication type select one publication

 Select one sample
 Click create

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 Add your information

Changing color scheme

 Click on color scheme

 Select the color of your choice

Changing font scheme

 It helps one to change the font type of the handwriting

Procedure

 Click on font scheme

 From apply font scheme select on e font of your choice

Blank Publication

It allows one to create a publication from scratch using one of several preformatted blank templates

Procedure

 Click on blank page sizes

 Select size (A3,A4,A5) etc
 Click create

Resizing your publication

 Click on file
 Click on page set up
 Select the size
 Ok

Text box

Is an option which helps one to type text on a specified location

Procedure

 Click on text box tool From tool bar

 Hold left mouse button as you drag

Adding a second page

Procedure

 Click on insert
 Click on page
 Type number of pages to be inserted
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 Select where to insert (Before or after the current page)

 Click ok

N/B One can duplicate the page by selecting duplicate from insert

Creating a wedding card

 Open a blank page size (A6) portrait

 Click create
 Click on text box
 Select the text box
 Click format
 Click on text box
 Select the boarder art
 Select one
 Click ok
 Type your text using word art
 Insert wedding picture
a) Click on start
b) Click on my computer
c) Double Click on local disk C
d) Double Click on program file
e) Double Click on ms office
f) Double Click on clip art
g) Double Click on pub 60 cor
h) Select your picture
i) Copy and paste it on your card

Fundraising card

Procedure

 Open ms publisher
 Click on blank publication (Blank page sizes)
 Select A6 landscape
 Click on text box
 Hold left mouse button as you drag
 Select the text box
 Click on format then point to text box
 Click on border art and select on style as you click ok
 Type fundraising card information
 Insert the second page for the back phase ( Insert - duplicate)
 Minimize ms publisher window
 Open ms word

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 Create the table ( insert – table – insert table – ok )

 Copy and paste the table on ms publisher back phase
 Print your card

Printing

Procedure

 Click on file
 Click on print (CTRL + P)
 Do the settings
 Select current page
 Click ok (Print)

Assignment

 Create a wedding card

 Use publication for print to come up with a brochure
 Discuss pub 60 cor

ADOBE PAGE MAKER

Is an application that falls under desktop publishing which allows the designer a lot of control over text
and graphics

Launching adobe page maker

 Click on start
 All programs
 Adobe
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 Page maker 6.5/7.0

 Adobe page maker 6.5/7.0

Features of adobe page maker

1. Paste board; is a large blank area used to paste text and graphical objects before arranging them
neatly on printable area
2. Printable area; is the area that looks like a page surrounded by margins on the paste board
3. Tool box; Is a set of buttons that contain various tools

Tool Purpose
pointer Select, move and resize text blocks and graphics
Text Type, select and edit text
Rotate Select and rotate object
Crop For trimming object
line For drawing straight line
Constrained line For drawing vertical and horizontal lines
Rectangle For drawing rectangles and squares
Rectangle frame For creating rectangular place holder for text
Ellipse For drawing circles
Ellipse frame For insertion of circles place holder
Polygon For drawing basic polygon
Polygon frame For creating polygon place holder
Hand For scrolling the page
Zoom For magnifying and reducing the page size
4. Master page; Is a bar that holds the thumbnails representing each page in the publication,
where L,R is situated
5. Ruler; Horizontal and vertical rulers
6. Control palette; is a shortcut having text and graphical formatting commands and command
icons
To activate control palette Click on window menu and then select show control pallete
Setting up a publication
 Click on file
 Click on document setup / new
 Select the following page set up options
i. Page size
ii. Orientation tall (portrait) and wide (Landscape)
iii. Insert page number
 Click ok

Text formatting

 Select the text

 Click on type
 Click on character

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 Click ok

Changing text color

 Select the text

 Click on window
 Click show color
 Select the color

Spell checking

 Select text
 Edit
 Edit story
 Utilities
 Spelling
 Specify the scope of the search by clicking start
 Select the correct spelled word
 Click replace
 Click the spell checking window
 Quit the edit story window (Edit – edit layout)
Manipulating Graphics
 You can insert an object using polygon i.e. by drawing
Applying stroke and fill
 Select the object
 Click on elements
 Click on fill and stroke
Moving and resizing graphics
Moving
 Select the object
 Drag the object to the desired position
Resizing
 Select the object
 Drag to the required size
Changing case in adobe
 Click on utilities
 Plug – ins
 Change case
 Apply
 Ok

Drop cap

 Utilities

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 Plug-ins
 Drop cap

Find and change

 Select the text

 Click on edit
 Edit story
 Utilities
 Find and change

Applying rounded corners

 Click on elements
 Rounded corners
 Select one
 Ok

Creating complex polygons

 Elements
 Polygon settings
 Ok

Inserting pages

 Layout
 Insert page
 Type number of pages
 Insert

Sorting page

 Layout
 Sort pages
 Ok

Importing objects

 File
 Place
 Select object
 Open
 Click on printable area

Inserting an object from Bitmap

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 Edit
 Insert object
 Bitmap image
 Ok
 Make your drawing
 Close bitmap image window(paint window)
Assignment
 Discuss the significance of stroke and fill
 Explain how one can change the case in adobe page maker
 Explain the importance of edit layout option

INTERNET

Is a global interconnection of computer networks, Internet can also be referred as;

 Cyber space
 Net
 Information super highway

History of Internet
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It originated from USA in 1969 in the department of defense under the name ARPANET (advanced
research project agency network)

Purpose

 It was to facilitate sharing of information

 To sustain communication

Features of Internet

1. E-mail; is an electronic mail used to send and receive electronic messages

Types of E-mail

 Yahoo
 Gmail
 Hot mail
 Y mail

Common terms used in E mail

 Sign up; means registering as a new member (creating an account)

 Sign in; means logging into an account
 Sign out; means logging out/ quitting from the site
Email address

Is composed of user ID / User name, followed by @ and domain name

For example

josejayc@gmail.com

josejayc - user ID / User name

Gmail.com - domain name

Internet addresses

.ac – academic sites

.gov – Government sites

.com – commercial sites

.org – Non profitable sites

.edu – educational sites

Creating an account in G-mail (Google mail)

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 Open Google search engine(site)

 Click on G-mail
 Click on create account
 Enter your details
 Click next step
 Add your photo
 Click next
 Click on continue to G-mail to send and read inbox messages

N/B click on load basic HTML (hypertext markup language) for slow connection

Sending an E-mail

 Click on compose mail / new mail

 Create the message i.e. insert the recipient address, subject and text
 Click send

Attaching files

 Click on attach files section

 Browse the file to attach
 Click open

N/B if there is more than one file to attach

 Click on attach more files

 Attach them one by one
 When you are through click on done
 Then click on send
2. User networks (social sites)

These are electronic discussion groups which focus on specific topic and they are lively

Examples

 Face book
 Twitter
 Tagged
 Wayn
 Whatsapp
 Skype
 Afroterminal
 U-tube
 2-go
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 Play talk
 Instagram
3. Mailing lists
Are mail based discussion group where they combine-mail feature of a newsgroup
4. www ( world wide web)
Is the most graphically, inviting and easily navigable feature of the Internet. It provides
information in multimedia form (graphics, video and text)
WWW uses hypertext system where hypertext is a system that directly links documents
scattered a cross many Internet sites, so that underlyed word / phrase in a document becomes a
link or connection to a document in a different place
5. Telnet; Is the means of connection to a remote computer where it helps one to log or connect
to it

Modem

Is a device used to send and receive data over network, in that it modulates and demodulates data
using

a) Down loading; means transmission of information from a remote computer (Website) to local
computer (PC)
b) Up loading; means transmission of information from alocal computer (PC) to remote computer
(Website)
Types of Modem
1. Internal modem; It supports one computer to the Internet, also it is slow in transmitting
information
2. External modem; It supports more than one computer to the Internet. For external modem
to work it must work together with other communication devices i.e. Router, Hub, NIC
(network interface card), switch, Brouter, bridge, gateway etc.
Connecting Internet using internal modem
 Insert a modem to USB port
 Install broad band software
 Enter pin if applicable
 Click connect
 Click on start menu
 Select Internet explorer or Mozilla or chrome
 Type your address e.g. http//www.google.com
 Click go / press enter key
Network

Is an interconnection of computers and other communication devices

Categories of Networks

1. Intranet / internet

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Are self contained intra organizational network that are designed using the same technology as
Internet
Examples of Intranet
 LAN (local area network); it spans a single building or campus
Examples of LAN
 Campus area network
 Personal area network
 Wireless network (wifi)
2. Extra net
Is designed for outside use by customers, clients and business partners of the organization
Examples of Extranet
 MAN (metropolitan area network); it spans a single city
 WAN (wide area network); it spans sites in multiple cities, countries or continents
 GAN (Global area network); it spans the whole world (Internet itself)

Types of networks

 LAN
 MAN
 WAN
 GAN

Network topology

Is a physical layout of computers, cables and other components on a network.

They include;

 Bus topology
 Ring topology
 Star topology
 Hybrid topology
 Wireless topology
Advantages of a network
 It facilitates communication
 It facilitates file sharing
 It facilitates time sharing
 It facilitates sharing of resources i.e. printers
 One can access data from any terminal
Disadvantages of a network
 Unauthorized access through hawking
 Expensive in terms of installation
 The server can break down thus no communication
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Advantages of Internet
 Used for communication
 For entertainment
 For researching
 For getting news
 For distant learning/ E- learning
 E- commerce
 E-government
 E-booking
 E- voting
Disadvantages of Internet
 Theft of personal information
 Virus threat
 Culture decay
 Spamming; sending unwanted messages in bulky to different recipients
Assignment

Discuss ethical, social and political issues that the widespread of networking has brought (20mks)

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