MICROSOFT PACKAGES

1. WORD PROCESSING PACKAGE / PROGRAM/ SOFTWARE

Word processing is a process of creating, editing, saving and printing text documents electronically. Is the
use of computer application programs to create, store, and print a piece of text, usually typed in form of a
keyboard.

-To perform word processing - a computer, word processing software and a printer are required.

Word processor/Word processing package/Software is an application program used for creating,

formatting and editing text documents like letters and reports.

EXAMPLES OF WORD PROCESSING APPLICATION SOFTWARE

Office word,

WordPerfect,

Professional Writer,

Notepad

-WordPro

- [Link] writer

Web-Based word processors

- Office Web Apps

- Google Docs

USES OF WORD PROCESSORS

In Businesses

- Making legal copies

- Typing letters and letterheads

- Creating reference documents

- Typing memos

In Education
- Production of assignments

- Typing notes

- Typing examinations

- Creating templates- Templates are pre-created documents which can be used to

Writing short notes

- Letter writing

- Cards creation e.g. invitation cards

- CV creation

Advantages of Word processing Packages over the typewriter

Documents can be edited and formatted before printing, which reduces spelling and other

typing mistakes on printed documents.

Ability to move parts of text to other sections of the document.

Typed documents can be stored in the computer for future use.

Document layout can be viewed on the screen before printing and can be changed easily.

A word processed document can be printed more than once.

Other text and diagrams can be added without the need to retype the document.

Word processors can move some parts of text to another part of the document easily.

They have the ability to delete words, sentences and paragraphs.

They are less manual than typewriters.

They have spell check feature that helps in correcting words spellings

COMMON FEATURES OF A WORD PROCESSOR

NB// Microsoft Word is the most widely used word processing software
The Office Button

The Office Button new to Office 2007 products, it provides many of the options previously

found under the File drop down menu in earlier versions of Microsoft office and in Microsoft
office 2016.

New ±

To create a blank Microsoft word or select template to work with

Open - Open an existing word document file

Save ±

Save the open Document

Save As ±

Save the open document as another file

Print ±

Print the open document/ selected parts

Close ±

Closes the open document (not the Microsoft Word application)

Exit Word ±

Closes Office word and quits the application

Quick Access Toolbar

Quick Access Toolbar offers an easy to click location for frequently used command buttons, such as
Save, Undo and Redo etc.

- The Undo and re-do commands are used if you have made a mistake so that you can return backward or
forward

Bold ±

You can bold ( to make darker) the selected text By clicking on B on the toolbar

Uppercase and Lowercase ±

You can change the selected text from Lowercase(small letters) to Uppercase(Capital letters) by clicking
on Aa on the toolbar

Word Wrap ±

Is a word processing feature that forces all text to be confined within defined margins or Is a text editor or
word process feature that breaks lines between words to adjust them within specified margins.
Soft Return ±

The automatic movement of a curser to the next line without pressing an enter button. The opposite is
Hard return, refers to the process of moving a curser to the
next line by pressing an Enter button. Hard return is used to begin a new paragraph.

Scroll bars are used to reveal hidden parts of a document that is too large to fit entirely within the display
window. Scrolling means moving the document up, down, left

New: creates a new blank document.

Save: saves the open document

Save as: saves a document as a new by a different name without disturbing the contents
of the original document.

Open: open a document that is previously saved.

Print Preview: this feature lets you see on the screen exactly how your document will look when printed.
Cut: this option removes the information from its original location and relocates it somewhere when you
use Paste.
Copy: leaves the information in its original location and makes another copy of the information when you
use Paste.

Character Formatting is a process of changing letters, digits or any other printable symbols. This
improves the readability of documents.
/text (size, colour, type)

underline, subscript, super script)

Paragraph Formatting commands:

Line spacing (1single spacing, 1½ spacing, (2) double spacing

Paragraph margins (indentation of the bottom, top, left and right margin)

Indentation refers to the space left from the margin of the page

Text alignment (centre, align left, align right, justify) refers the general arrangement or positioning of text
on the page. Text can be aligned to the centre, left, right or justified.

Header is the text that appears at the top of each page.

Footer is the text that appears at the bottom of each page.

Footnotes and endnotes are used in printed documents to explain, comment on, or provide references for
text in a document. You might use footnotes for detailed comments and endnotes for citation of sources.
Footnotes and endnotes are numbered automatically
Find and Replace: This feature helps you find occurrences of a word and replaces it with another word
Spell check: This language feature helps to search and correct spelling mistakes. Right click on the
underlined word and choose the correct word on the given suggestions.

Grammar Checking (checks for what seem to be simple grammar errors

Thesaurus a reference book that gives you a list of alternative words (synonyms). Move your curser to the
word you want to check its synonyms and right click and select

Thesaurus or click on Review tab then select Thesaurus

Orientation: found on page layout, allows you to switch the page layout between landscape and portrait.

Columns: allows you to split text into two or more columns.

Page borders: allows you to apply or change the borders around the page.

Editing: the process of correcting mistakes in a document, for example spelling mistakes.

Collaborative editing, which allows two people to work on one document, automatically
leaving each other notes to show where editing has taken place using Review and

Tracking options

Formatting: making a document look more attractive by bolding, underlining, inserting

Borders, font styles, Font size, Italic, Coloured font etc

Watermark: This is the ghosted or faint text/picture that is inserted behind the content on the page. This is
often used to indicate that the document is to be treated specially.A watermark can be seen when you hold
the paper against light.

Sort: ±

Allows you to arrange selected text or numbers either in ascending or descending order.

Printing-printing feature is used to obtain a hardcopy of prepared document

USING MICROSOFT WORD

Opening Microsoft Word

If Microsoft word program is pinned on the task bar, double click on Microsoft word icon,

Else

Left click on search windows

Left click on Microsoft Word

Closing Microsoft word

Click on Close icon on the Ribbon bar

Else

- Click on office button

- Click on Exit word

On the document area, place the flashing vertical bar called insertion point which represents the location
where text will appear as you type.

To change the location, move your mouse cursor on the document area and left click on the new location

Saving a document using Microsoft Word

Saving refers to the process of copying information or data that is temporarily held in the
CD, DVD

Left click on office button/file left click on Save or Save as

After clicking on save as, the Save as dialogue box appears

Edit the file name

Select the folder where you want your file to be saved

Then Click on save

NB// Please note, saving procedures are the same in all Microsoft packages.

Printing the document

Printing refers to the process of obtaining a hardcopy of a prepared document

Open the document you want to print

Left click on office button

Left click on print, then print dialogue box appears

Choose the printer type

Type in the number of copies

Select the page ranges by typing the page numbers

Left click on OK

NB// Please note, printing procedures are the same in all Microsoft packages.

Deleting text in Microsoft word

Deleting the process of permanently removing the text or file from the computer system

Highlight the text you want to delete

Press Backspace/ Delete button to clear the text

The difference between backspace button and Delete

*Backspace clears the letters behind the curser (leftwards) whilst deletes clears letters that are after the
curser (rightwards).

Make Text Superscript or Subscript

Superscript refer to numbers or text that is positioned slightly higher than the text on the the line eg 5 th
Subscript refer to numbers or text that is positioned slightly lower than the text on the line

e.g. 455

Select the text that you want to format as superscript/subscript or subscript.

o On the Home tab, in the Font group, click Superscript. Or press

CTRL+SHIFT+=.

o On the Home tab, in the Font group, click Subscript. Or press CTRL+=.

Retrieving/Recovering deleted Microsoft File

Retrieving/Recovering the process getting back deleted file

Double click on Recycle bin on the desktop

Find the wanted document by either scrolling down or search by typing in the document name on search
form
Highlight the document you want to retrieve
Right click for options
Select on restore
Insert a table
Click on Inset tab on the Menu bar
Click on Table drop down arrow on the Toolbar
Move your pointer on the cells that appear to select the columns and row
Left click to insert
OR
Click on insert table
Type in number of rows and columns
Insert a Picture
Click on Insert tab on the Menu bar
Click Picture on the Toolbar
A dialogue box to choose a picture will appear, then browse a picture
Click on insert
Insert a Header/ Footer
Click on Insert on the Menu bar
Click Header or Footer on the Toolbar
Insert a Watermark
Open the document
Click on Page Layout on the panel bar
Click on Watermark
A dialogue box appears and select on Custom watermark to make your own editions to the watermarks
Select either on Picture watermark if you want to insert a picture or click on Text watermark if you want
to insert text If Text watermark is selected, click Text and clear the text ASAP which comes by default
and type in the text then click on Apply or Ok
If Picture watermark is selected, click on Select Picture to choose a picture, then click on Insert, then click
on Apply or Ok Insert an equation

Place a curser where you want to insert an equation

Click on Insert on the Menu bar on Equation click on drop down arrow look for an equation and select

Insert a Drop Cap

A large dropped initial capital letter that can be used to begin a Document or a Chapter to add interest to a
newsletter or invitation Highlight a letter you want to Drop cap

Click on Insert tab on the Menu Bar

Click on Drop Cap
Select a drop cap style

Page Colour

Open the document

Click on Page Layout on the Menu bar
Click on Page Colour on the Toolbar
Select colour

Move text
Highlight the text you want to move
Left click on where you to move the text to
Right click for options and select Paste
OR
Highlight the text
Press Ctrl + X at the same time to cut
Left click on where you to move the text to
Press Ctrl + V to paste

Page Borders

Open the document

Click Page Layout on the Menu bar
Click Page Borders on the Toolbar
Page Borders and Shading dialogue box appears, select border style or If you want an art page border
click on Art, select colour( if necessary), select line width of a watermark
Select on Apply to apply borders on selected pages

Change page orientation

Open the document
Click on page orientation
Select either Portrait or Landscape

MAIL MERGE

Mail merge is the batch mailing of letters using a letter template and a data file or address database

Uses/ Advantages of mail merge

- Instead of a business or college creating multiple copies of the same letter to send out in the post, one
letter and one data file is created
- The letter and data file are merged together which means the names and address are automatically added
to each of the letters and envelopes from the database or data file
- Mail merge can automatically create a batch of labels for the data file and print the labels to labels
stickers or directly to envelopes depending on the capacity of a printer

The Mail Merge process entails the following overall steps

1. Set up the main document. The main document contains the text and graphics that are the same for
each version of the merged document. For example, the return address or salutation in a form letter.
2. Connect the document to a data source. A data source is a file that contains the information to be
merged into a document. For example, the names and addresses of the recipients of the letter.
3. Refine the list of recipients or items. Microsoft Office Word generates a copy of the main document for
each item, or record, in your data file. If your data file is a mailing list, these items are probably recipients
of your mailing. If you want to generate copies for only certain items in your data file, you can choose
which items (records) to include.
4. Add placeholders, called mail merge fields, to the document. When you perform the mail
merge, the mail merge fields are filled with information from your data file.
5. Preview and complete the merge. You can preview each copy of the document before you print the
whole set.

Questions

1. Describe how to change the appearance of a document by text manipulation

- Text manipulation usually refers to the ability to change words, sentences and paragraphs which have
been typed.

- The manipulation can involve the changing of the characters (letters and symbols), adding line breaks,
direction of the text and changing the case (CAPITAL letter or small letter) of the characters.

2 Describe document formatting

- The text within a document can be formatted in terms of how the actual text appears.

Formatting improves the readability of documents.

- A useful function with Word is that of the Styles which allow text to be automatically formatted
allowing consistent formatting of text within body, titles, and subtitles of a document.

- The most common formatting which are applied in Word are Bold, Italic, Underline, font styles, font
size and colored font. So much so, that all of these formatting tools have their own Buttons

3. Describe the uses of graphics in a word document

- Pictures, images or graphics are a very useful way of brightening up a document and making it more
appealing and interesting for the end user.
- Graphics can be added to Word in a variety of ways, including inserting; Pictures, Clip
Art, Shapes and SmartArt.
- When images are added to a document it is important to consider the graphic formatting options
available, such as cropping, wrapping, styles, effects and position
Describe the uses of a table
A table is grid of cells arranged in rows and columns
- It can be useful to present data in a table inside a word processing document because it is displayed in an
organized and easy to read format.
- Tables can be sorted, formatted, merged, aligned, shaded and colored

5. Name any four examples of word processing software

6. List any 6 common features of word processing software
7. Explain the uses of word processing software in (i) Businesses (ii) Homes (iii) Education
8. Explain the following as they are used in word processing.
(i) Thesaurus
(ii) word wrap
(iii) Hard return
(ii) Soft return

8. Define the following word processing terms:

a) Foot Note
b) page orientation
c) Footer
d) Text alignment
e) line spacing
9. Distinguish between copying and cutting [2 marks]
10. Define the term word processor and give an example [ 2 marks]
2. SPREADSHEET PACKAGE

Spreadsheet Package: Is an application program used to manage, analyse and calculate statistical, numeric
and financial data. Is a computer application program that stores and processes numerical data in the form
of a table.
Spreadsheet (worksheet) is made up of rows and columns that are labelled with numbers (1,2,3,4...) and
alphabetical letters (A, B, C, D....) respectively.
A spreadsheet is also called a worksheet.

A worksheet/spreadsheet - is a document that consists of cells on which you enter, store and work with
data.

A workbook is a file in which numerous/multiple worksheets are contained. Worksheets are found inside
a workbook.

A Cell is a point where a row and a column intersect. you enter the data either by typing or copy-paste.

The Excel Environment

Cell

Active Cell

Formula bar

Cell Address is an alphanumeric value used to identify a specific cell in a spreadsheet; it is named by its
column letter and row number e.g D1, A5, B3 e.t.c

Cell reference: A cell reference identifies a cell or a range of cells on a worksheet and tells

Microsoft Excel where to look for the values or data you want to use in formula

To refer to

Use

The cell in column A and row 10

=A10

The range of cells in column A and rows 10 through 20

=A10:A20

The range of cells in row 15 and columns B through E

=B15:E15

All cells in row 5

=5:5

All cells in rows 5 through 10

=5:10

All cells in column H through J

=H:J

All cells in column H

=H:H

Relative and Absolute References

Relative reference

In formulas, a reference to the address of another cell in relation to a cell that contains a formula

Used to indicate a relative position in a worksheet.

This allows you to copy and move formulas from one area to another of the same dimensions. Excel, for
example, automatically changes the column and row numbers to reflect the new position.
Cell references in formulas that change when Excel copies them to another location.
Absolute Cell reference

A cell address in a formula that does not change when copied to another cell. An absolute reference has
the form $A$1.

The difference between Absolute and Relative Cells

Relative cell reference changes in relation to a cell that contains a formula while Absolute cell reference
does not change when copied to another cell

Examples of spreadsheet packages

1. Microsoft Office Excel,

2. Lotus 1-2-3,
3. SuperCalc, etc.
Uses of Spreadsheet packages
Spreadsheets are used for budgeting in businesses
Used for displaying summaries of accounts
Used for stock level analysis and forecast planning
Used for carrying out calculations in schools and colleges

Advantages of Using Electronic Spreadsheets

Automatic updating of formula ±

Changing any of the values will automatically update all the other numbers that depend on it.
The text can also be copied, deleted or edited easily
It has range of functions or formulas for almost every mathematical, statistical and logical computation
Data can be represented in different formats or data can be viewed in different formats that are using
charts and graphs.
Data can be saved for future use or references many copies can be produced from one document

Features of a Spreadsheet
Qsn1: List any 10 facilities that Spreadsheet offer. [10 marks]

Qsn2: Briefly describe any 5 important features of a word processor. [5 marks] Same Qsn

Qsn3: Explain the common characteristics of spreadsheet [6]

You can adjust width and height of rows and columns (cells)

Formatting cells e.g the alignment of text, number of decimal points, currency type e.t.c

You can Copy cell contents to other locations or other cells

Insert new, move or delete rows and columns

You can use functions such as SUM, AVERAGE, MAX, MIN in formulae to carry out calculations

Sort the data either in ascending or descending order.

Write macros to automate common procedures.

Create templates i.e. spreadsheets with formats and formulae already entered, into which new figures may
be inserted.

Create multi-dimensional spreadsheets using several sheets, and copy data from one sheet to another.

Create many different types of charts and graphs

Other Excel features

Formula Bar: It shows the data or values of the active cell. It is used to enter/edit formula into a cell
Column Header: refers to the horizontal bar at the top of column. It shows the labels of columns.
Columns are labelled with letters like A, B, C, D..... Column headers are also used to highlight or select
columns. A single click highlights the entire column. Row header: Vertical bar on the left of rows labelled
with numbers 1,2,3,4...Row headers are also used to select or highlight rows

Active cell: The selected cell in a worksheet. The active cell is surrounded by a heavy border
and is identified by the cell address which appears on the name box.

Argument: The information that a function uses to produce a new value or perform an action.

For example, a new value is displayed when the SUM function adds the argument (A6:A12). An
argument consists of numbers, references, text, operators, or error values. The whole part of a formula
used to find a solution is called an argument.

Ascending: A method of ordering a group of items from lowest to highest, such as from A to Z or 1 to
1000...

Descending: A method of ordering a group of items from highest to lowest, such as from Z to A or 1000
to 1

AutoFilter: Displays all records that meet the criteria as a subset of the database. A set of criteria you can
apply to records to show specific tasks, records, or resources. The tasks, records, or resources that match
your criteria are listed or highlighted so that you can focus on just the information you want.

AutoFormat: A feature used to format a range of cells with a predefined set of attributes.

AVERAGE function: Sums the numbers in the specified range and then divides the sum by the number of
non-zero cells in the range.

Cell reference: An unique address given to a cell; the coordinates of the intersection of a column and a
row.
Cell: Basic unit of a worksheet into which you enter data.

Chart: A graphic representation of worksheet data. Values from worksheet cells are displayed as bars,
lines, or other shapes. Common chart types are pie, bar, line, and area.
Column heading: The lettered gray area at the top of each column that identifies the letter of the column,
such as column B.
Comment: A note that explains, identifies, or comments on the information in a specific cell or range of
cells
Condition: Made up of two values and a relational operator, is true or false for each cell in the range.

Conditional formatting: Allows you to apply formatting that appears only when the value in a cell meets
conditions that you specify.

Criteria: The conditions that control which records to display in a query; the words or values used to
determine the data that appears in a data list.

Data table: Range of cells that shows the answers generated by formulas in which different values have
been substituted.

Data validation: Restricts the type of values/data that may be entered into a cell by the worksheet user.
Debugging: Process of finding and correcting errors in the worksheet.

Descending: A method of ordering a group of items from highest to lowest, such as from Z to A.

Embedded chart: A chart that exists on a worksheet instead of on a separate chart sheet.

Exploded Pie chart: A Pie chart with one or more slices offset.

Formula: A sequence of values, cell references, names, functions, or operators that produces a new value
from existing values. A formula always begins with an equal sign (=).

Function: A built-in formula; a named and stored procedure that performs a specific operation and returns
a value.
Gridlines: The horizontal and vertical lines on the worksheet.

IF function: A function that tests the content of the cell, performs a calculation, and displays a value or
text based on whether the test is true or false.
Label: Row title or column title.
Legend: A box containing the name of each data series in a chart.

MAX function: Displays the highest value in a range.

MIN function: Displays the lowest value in a range.

NOW function: Used to enter the system date in a cell in the worksheet.

PivotChart: An interactive chart that provides the user with ways to graphically analyze data by varying
the fields and categories to present different views. PivotTable: An interactive worksheet table that
summarizes data using a selected format and calculations. It is called a pivot table because you can
rearrange the table structure around the data.

Protected (locked cells) :Cells that you cannot change.

Range: Series of two or more adjacent cells in a column or row or a rectangular group of cells. .

Template: Special workbook or worksheet you can create and then use as a pattern to create new, similar
workbooks or worksheets.

Unprotected cells: Cells whose values you can change at any time.

COMMON EXCEL FORMULAS

Please note that all Excel formulas begin with an equal sign
After entering a formula then press Enter key button

To Calculate;
Formula
EXAMPLE
Sum/Total
=Sum(Cell Adreess1:Cell Adress2)
=Sum(A1:A7)

Average
=Average(Cell Adress1:Cell Address2)
=Average( B3: B11)
Minimum value/ Lowest value
=Min(Cell Adress1:Cell Address2)
=Min(C6:C14)

Maximum/ Highest value

=Max(Cell Adress1:Cell Address2)
=Max(D2:D9)

Product
=product(Cell Adress1*Cell Address2*Cell Adress3..........)
=Product(A3*A5*B4,.....) or
=Product(B4*B3)

Division

=Cell Address1/Cell Address2

=H1/G4

If Statement
=IF(Logical test, value if true, value if false)
=If(b2>50, “pass”, “fail”)

Calculation Operators in Excel

Operators specify the type of calculation that you want to perform on the elements of a formula.
Microsoft includes four different types of calculation operators:

(i) Arithmetic (ii) Comparison (iii) Text (iv) Reference

Arithmetic Operators
-These perform basic mathematical operations such as addition, subtraction, division, multiplication,
combine numbers and produce numeric results

Arithmetic Operator

Meaning

Example

+ (plus sign)

Addition
=sum(A1:A10)

-(minus sign)

Subtraction

=B4-B1

*(asterisk)

Multiplication

=product(A4*A9)

/(forward slash)

Division

=A3/B6

%(percentage sign)

Percent

20%

: (colon)

Range of cells

=Average(B7:B2) i.e from B7 to B2

Recognise and Understand standard errors in Excel

If a formula cannot properly evaluate a result, Microsoft will display an error value. For example, error
values can be the result of:
Using text where a formula expects a numeric value
Deleting a cell that is referenced by a formula, or
Using a cell that is not wide enough to display the information
a) THE ERROR #####
It means the numeric value entered into a cell is too wide to display within the cell
Possible Solution: The column width needs to be adjusted by either dragging the boundary between the
column headings or by changing the number format(eg decimal places) for the cell

b) THE ERROR #VALUE!

- Occurs when the wrong type of argument or operand is used, or if the formula AutoCorrect feature
cannot correct the formula. E.g Entering text when the formula requires a number or a logical value, such
as TRUE or FALSE. Microsoft cannot translate the text into the correct data type
Possible Solutions:
- Make sure the formula is correct for the required operand or argument and that the cells that are
referenced by the formula contain valid values. For example, if cell A5 contains a number and cell A6
contains the text, the formula =A5+A6 will return the error #VALUE!
- Else, use the SUM worksheet function in the formula as follows to add the two values (the SUM
function ignores text): =SUM(A5:A6)

c) THE ERROR #DIV/0!

- Occurs when a formula divides by zero (0), this is caused by using cell reference to a blank cell or to a
cell that contains zero as a divisor. (If an operand is a cell that is blank, Microsoft interprets the blank as
zero.)

Possible solutions: Change the cell reference, or enter a value other than zero in the cell used as a divisor.
Make sure the divisor in the function or formula is not blank.

d) THE ERROR #NAME?

misspelling the name of a function or operand.

Possible Solutions

Make sure the name exists. On the insert menu, point to Name, and then click Define. If the name is not
listed, add the name by using the Define command or Correct the spelling

e) THE ERROR #N/A

- Occurs when a value is not available to a function or a formula.
Possible Solution:

f) THE ERROR #REF!

- Occurs when a cell reference is not valid. This can be caused by deleting cells referred to by other
formulas, or pasting moved cells over cells referred to by other formulas.

Possible Solution: Change the formulas, or restore the cells on the worksheet by clicking Undo
immediately after you delete or paste the cells.

g) THE ERROR #NUM!

- Occurs when a problem occurs with a number in a formula or function. This can be caused by using an
unacceptable argument in a function that requires numeric argument or by entering a formula that
produces a number that is too large or too small to be represented in Microsoft

Excel.

Possible Solutions: Make sure the arguments used in the function are the correct type arguments or Use
different starting value for the worksheet function
Open and Close a spreadsheet application

Select/press start button

Select programs

Click on Microsoft Excel

ELSE

If Microsoft Excel is pinned on the task bar

Left click on Excel icon

To Close The Spreadsheet

Click on File Menu

Select close/Exit command

OR

Click on close button

Save a Spreadsheet to a location on a drive

*Please note that saving procedures are the same as on Microsoft Word. Scroll up to see the procedures
on Microsoft word.

Switching between open spreadsheets

If a number of spreadsheets are open, their names will be displayed on the taskbar. Just click on a
filename to switch to that spreadsheet.

Use available Help functions

To get Excel Help

Click Help icon on the menu Bar ( a question mark)

A dialogue appears, then type on the search textbox what to be helped

Press enter or click on Search on the dialogue box

Freeze, Unfreeze row/column titles

Move the pointer where you want to freeze.

Select the window drop down menu

Click Freeze Panes.

To unfreeze follow the same steps

0778360252

Sorting the data in the column

Left click on column header to highlight it

Right click for options

Select on sort

Select on either ascending or descending (ascending from smallest to largest, descending from largest to
smallest)

To enter data or special characters in a cell

Open the spreadsheet window

Place the pointer on the cell where you want to type or paste the character

Left click once

Type what you want or right click and select on paste if you want to copy-paste

To edit data in a cell

Place a cell pointer on the cell you want to edit

Left click once

Move your pointer to the formula bar and position a cursor where you want to edit

Press enter to effect changes

SELECT CELLS

To select a range of adjacent/non adjacent rows/columns/cells

TO SELECT

DO THIS

A single Cell

Left click on the cell, or use the arrow keys to move to the cell

A range of cells

Click the first cell of the range, and then drag to the last cell.
All cells on a worksheet

Click the Select All button. This is the unlabelled button at the top left corner of a worksheet where the
column and row headers meet.

Non-adjacent cells

Left click the first cell and then hold down CTRL key as you and select other cells by clicking on them

Adjacent cells

Click on the first cell in the range and drag to select the rest.

An entire row

Left click on row heading

An entire column

Left click on column heading

Adjacent rows or columns

Drag across the row or column headings. Or select the first row or column; then hold down SHIFT and
select the last row or column

Non-adjacent rows or columns

Select the first row or column, and then hold down CTRL and select the other rows or columns
ROWS AND COLUMNS

Insert Column(s)

To insert a single column, click on column heading immediately to the right of where you want to insert
the new column. For example to insert a column to the left of column B, click a cell in column B. To
insert multiple columns, select columns the same number as the columns you want insert.

After clicking on column header, right click for options move to insert, then on insert menu click columns

Insert Row(s)

To insert a single row, click on row heading immediately below where you want to insert the new row.
For example to insert a row on top of row 3, click a cell in row 3. To insert multiple rows, select rows the
same number as the rows you want insert.

After clicking on row header, right click for options and on insert menu, click rows

Delete row/Columns
When you delete cells, Microsoft Excel removes them from the worksheet and shifts the surrounding cells
to fill the space.

Select the cells, rows, or columns you want to delete by clicking on the row or column heading.

Right click for options,

On the Edit menu, click Delete

Delete confirmation dialogue box appears, the click on Yes finish the process

Modify/ Adjust Column width and Row Height

This is done so that text clearly be visible inside cells. Sometimes text can be too wide for the column
width or too tall for the row height.

To resize ; Point to the row or column boundary to get a resize pointer then drag the row or column to the
required size OR -move the cell pointer to the tallest entry( for row width) or widest entry( for column
width).

-Click Format on menu bar

- Select column or Row

- Select Auto fit

- The cell height or width will take up the size of the selected cell
DUPLICATE,MOVE, CONTENTS WITHIN A WORKSHEET

Duplicate/ Move contents

Select the cells you want to move or copy

On options select copy or use the icon on the tool bar

Move the pointer to the destination which could be a number of cells in which case you select each cell
and paste Highlight the destination

Right click for options select on paste

Delete contents on the worksheet highlight the cells you want to deletepress the delete button on the
keyboard

Delete confirmation dialogue box appears

Click on yes to finish

OR
highlight the cells you want to delete right click for options and select on delete or click on Delete on the
menu bar

Delete confirmation dialogue box appears

Click on yes to finish

Duplicate/ Move between worksheets

Select the cell range to copy or move

Right click for options

Left click on move or copy

Click on the sheet name to go to that worksheet

Select the cells where you want to paste

Right click for options and select on paste or click on paste on the m4enu bar or press

CTRL+V at the same time to paste

ALIGNMENT, BOARDER EFFECTS

Align Cell Contents

This involves centre, left and right aligning, top and bottom aligning cell contents in a selected range

Use the alignment icons on the formatting toolbar.

Add border effects to a cell or cell range

To apply Borders To Selected Cells, highlight the cells to apply borders first

Click the arrow next to the borders button on the toolbar

Select a border style

OR

Highlight cells

Click Format on menu bar

Click the Border tab

The window is divided into sections. Choose either a preset i.e an outline border or all border lines or
selected lines from the border section.
Choose a line style and colour

CHARTS AND GRAPHS

Create different types of charts/graphs from spreadsheet data

Charts that can be created include Pie, Column, Bar, Line, cone, cone, Cylinder, Pyramid e.t.c.

Chart can be created as an embedded chart in which case it becomes part of an existing worksheet or it
can be chart on its own sheet.

Select the cells that contain the data to form a chart, Include column and row headings. Be careful not to
include totals in comparison charts

Click the chart wizard icon on the tool bar

Choose the chart type

Type in chart titles

Choose the chart location
Change the worksheet Orientation
A page can be oriented to portrait or landscape
To change orientation of a page;
Click on page layout tab on the menu bar
Left click on orientation
Select either portrait or landscape
Add/ Modify text in headers and Footers
Click on Insert tab
Left click on Header or Footer button
Select the footer or Header style
Type in/edit the footer or Header
After editing or typing click on Close Header
Printing
Printing procedures are the same as in Microsoft Word, the difference is on Print
What selection and Page Rage range on the Print Dialogue box. In Excel you canchoose either to print a
graph, table, active cells or entire workbook (all sheets) depending on your selection on Print What
section.

Question

1. Differentiate the following spreadsheet terms:

a) worksheet and workbook

b) Relative Cell reference and absolute cell reference

c) Define cell address

2. Define the term electronic spreadsheet and give an example of a spreadsheet package [3 marks]
3. Give two uses of spreadsheet [2 marks]

4. A spreadsheet has been set up to compare the costs of types of fruit juice sold by a shop

3. DATABASE PACKAGE/ SOFTWARE/ PROGRAM

DATABASE:

- A Database is a collection of related files. Databases enable addition, deletion and modification of data
held in the computer

- Is an organised set of data that is stored in a computer and can be looked at and used in various ways

- Is an organized store of information constructed around a particular theme

Database Package: Refers to program used to create databases for storage and management of collected
data related to a particular subject,

Examples of Database Application program/Package/Software

- Microsoft Access
- Oracle
- MS Works Database,.

Uses of Databases

 Criminal records, used by the police to keep track of known criminals

 Patients records are kept on databases in hospitals

 Government uses it to keep tax details, records of its workers etc

 Schools use it to keep students records, inventory, teachers records and pass rate records
  Businesses use it to keep workers records, inventory, sales records and products details

 Industries use it to store workers records, Products records, sales records, inventory etc

 Banks use databases to keep track of all their customers account and log transactions.

MANUAL DATABSES

Refers to use of exercise books to create, store and manipulate the database. e.g. Some
schools are using exercise books to store students records, inventory and teachers details.

Advantages of Manual database

Cheap to create and maintain, Requirements needed are also cheap to buy as compared to electronic
database
Easy and fast to create the database
Better privacy, since records may not be hacked easily

Disadvantages of manual database

Updating of the database, that is deleting, editing and addition of a new record is very difficult and can
mess up the database
Poor handwriting can make some information unreadable for other people
Costs related to purchasing data bundles or WiFi subscription
Data may be hacked, this may lead to loss of privacy to an organization
No tight security measures is provided since one can easily open the book without entering the password
Sorting the records is very difficult

ELECTRONIC DATABASE

-These are databases that are created using computers

Advantages of electronic database over manual database(books)

Data security:-data can be secured by use of passwords whereas manual can be accessed easily as there is
no protection
Data can be easily backed-up, i.e copying or sending of a database to an external drive for back up
purpose is fast and easy whilst manual consumes a lot time to create a back up for the database.

Easy and fast access to particular records through use a query to search the record or navigation is fast as
compared to manual
Updating of data is fast and smart i.e deleting and editing by just using delete and backspace features
unlike manual where one has to rub or strike through and re-write the details thereby leaving the database
in mess.
Records can be sorted in any order easily and fast very expensive to create and maintain the database
Data may be accessed by hackers
System failure may lead to loss of files stored in the database
Database may be affected by viruses
It needs highly skilled typist since it may be slow to enter the data
ONLINE DATABASES

Use of internet for creating, storing and manipulating the database.

Advantages of Online databases

Database can be accessed from anywhere in the world or from any networked [Link] are easy
and fast to update
Databases on the internet cannot be affected by system failure
It saves computer memory since no computer memory is going to be utilized
It saves money since there is no need to by extra storage devices for back up

Disadvantages of Online Database

You cannot access the database if network is down/ Is network dependant
Expenses related to buying the computers, database software and hiring the Database
Administrator are very high

TYPES OF DATABASES/DATABASE MODELS

- This refers to the way records or files are organised/ configured/arranged within the database.

- These includes relational, hierarchical and network databases

1. Network Databases

- A logical data structure that allows many to many relationships among data records.

- It allows entry into a database at multiple points, because any data element or record can be related to
many other data elements
-These databases have links that are used to express relationships between different data items.

- Data is maintained by a single input. There is little duplication of data.

-There is no duplication of inputs.

- Linkages are more flexible.
-Many to many relationships to records are limited

2. Hierarchical Database:

A logical data structure in which the relationships between records form a hierarchy or tree structure.

The relationship among records is one to many, since each data element is related only to one element
above it.
These are databases in which files are subordinates to other files in a tree structure of database.
Each father file has one or more subordinates.
-Each sub-file has only one father file.
-There are no cross linkages of file records.

Disadvantages

-It is difficult to access all the files at one time.

-A lot of duplication exists in this type of database structure

3. Relational databases:
- These are databases that organise data in a table format, allowing users to link the files.
- Each column represents an attribute (characteristic or field). A column is called a field in
database. Each row represents a record, as shown below.
Student Number Surname First Name Date of Birth

From the above database structure, it can be noticed that:

- There are three records for Tsigo, Ndlovu Lorraine, Dube Brandon and Ndlovu
Courage.

Record is the collection of related fields

- There are four fields: Student Number, Surname, First Name and Date of Birth.
Building Block of Computerised Databases

- Bit: A single binary digit like 0 or 1.

- Byte: A group of eight bits representing a character for example 10010110

- Field: A specific category of information in a table (database), for example Surname, Date of

Birth, etc

- Record: A collection of related fields describing an entity, e.g patient.

- File: A collection of related records

- Database: A collection of related files

A primary key

From the above table, the student Number field is used as a Primary Key (Key field) because it gives a
unique (one) record.
A primary key is a field that is used to identify a unique record from a database. All other fields from the
above database are not appropriate for a key field because they can identify more than one record. That is
surnames can be similar for 2 or more people as well as other fields. E.g there is Ndlovu Courage and
Ndlovu Lorraine.
Setting primary key

- Open the table

- Switch to the design view, by clicking on view button
- Move the pointer to the row of a field you wish to set as a primary Key and left click on field header to
highlight
- Right click for options
- Select on Primary from the list of options
Concatenated key: the combination of two or more fields in a database in order to identify a unique
record, e.g. using the Surname, First Name and Date of Birth in search of one record.
Secondary Key
A field used to identify more than one record at a time, e.g. Using surname field you can identify two
records for Lorraine and Courage.
DATA TYPES USED IN DATABASES

- Data: refers to numbers, characters, symbols, images e.t.c, which can be processed by a computer.
- Data type define what type of data will be entered into each field (column)
- Determines the values that can be accepted and stored within a particular field
- Defining of data types is done to minimize data entry errors

Data types for fields can be:

Numeric/Number: consists of digits 0-9 only (negative or positive) for example, 12,

900, -50, etc:

Text: Consists of letters of the alphabet (a-z, lowercase or uppercase) only, for example a Text can also be
a combination of digits and letters of the alphabet, e.g. Student Number, like A001, A003
String: Combination of digits, letters and punctuation marks usually enclosed in quotation marks e.g
³27134575-C-27´
Currency: Values that are in monetary value, e.g. $10.00

Date/time: shows data type.

AutoNumber: A unique and sequential number inserted automatically each time a new record is added
Boolean: Is a data type that can store one of two values e.g either True or False ; Yes or No

Hyperlink: Used for storing hyperlinks to provide access to Web pages or files using a single click
Attachment: Pictures, Images, Binary files, Office files, storage size limited to 700kb
Lookup Wizard: Starts a lookup wizard to create a Combo box to look up values

Opening Microsoft Access

If Microsoft Access program is pinned on the task bar, left click on Microsoft word icon,

Else

Left click on search windows

Left click on Microsoft Access

Closing Database

Close a database table by selecting File, then Close or click the Close icon

Close the database by clicking the Close icon in the Database window

Close Access by clicking the Close icon or select File then Exi

Creating a new Database

After opening the Microsoft Access window below appears

- Then click on Blank Database

- Then go to File Name and edit

- Click on create

Relational Database Objects

There are four major database objects that can be created:

1. Table

2. Report

3. Query

4. Form

1. TABLE

Table is a database object which is made up of columns and rows

Columns are used to list the various attributes of data.

Rows are used to contain the individual records

It is the main container of the records of the database, and other objects can access data from the table
Creating a Table

Click on create tab on the menu/tool bar

Left click on table or table design, if you click on table design the table will be in design view as shown
below.
Type in field names

Define the data types of each field by clicking on down arrow in the Data type column

Left click on View on the tool bar to switch from Design View to Datasheet View

Select on Datasheet view, to enter the records details in cells as shown on the screenshot below

Move the pointer and click on the cell you want to enter the details or move to the cell by using arrow
keys
There are two types of Table views, which are;
a). Datasheet view- Allows you to enter, edit, view and delete the records on the table.
b). Design View
Allows you to design the database and format the data to be entered into the database. E.g. you can
change the date format, type of currency, set number of characters to be entered into the field, set the
validation rule (an expression to limit the type of data to be entered into a particular field) etc.
To change from Datasheet View to Design View click on the View button
Deleting Record from a Table

Left click on table row header to highlight the record you want to delete

Right click for options

Select on delete

OR

Highlight the record

Click on delete on the Menu bar

Click Yes

Sorting the data in a Table Column

Right click on field header to highlight

Right click for options

Select sort either A to Z or Z to A

OR

Right click on field header to highlight

Click on sort on the Tool bar

Select sort either A to Z or Z to A

Insert New Field/ Column onto a table

Switch to datasheet view

To insert a single column, click on column heading immediately to the right of where you want to insert
the new column. For example to insert a column to the left of column B, click a cell in column B. To
insert multiple columns, select columns the same number as the columns you want insert.

After clicking on column header, right click for options

move to insert, then on insert menu click columns

Saving a table structure

To save a table structure click the Save icon on the toolbar

Or, select File, then save type in a name for the table and click Ok

Hiding and unhiding field

Hiding
Display the table in Datasheet view Click the column header of unwanted column:
Right click for options, then select Hide Columns.
The column will be hidden

Unhiding Field
To unhide a previously hidden column:
Left click on the column header

Right click for options, then select Unhide Columns:

2. FORM

A form is database object used to enter new records into the database or to design the database

A form is an alternative way to enter data into a database

Data can be entered directly into a table, but you can also create a form to allow users to input the
information

Creating a Form

Click on create tab, then click on more Form select Form Wizard

The Form Wizard window appears From the select the table to base your form on

Export the fields you want to appear on your form by clicking on double arrow to export all at once or
single arrow to export on by one

Click on next
Select the form layout you would like for your form either column, tabular, datasheet or justified

Select style you would like for your form

Edit form title

Click on finish

Open the form in Design View

Expand the Form Header by pointing the cursor on the border between the Form Header and Detail
section headers
Click and drag the border downwards to create a space
Click the Label icon in the Toolbox Click into Form Header and drag out a rectangle shape
Type in the required text
Using a form to delete records
A record can be deleted when in Form View:
Display the unwanted record in the form Click Delete Record icon
Click Yes
3. QUERY
A database object used for searching, finding or retrieving particular records from the database
Is a question about the data stored in your tables, or a request to perform an action about the data.
A query can also update or delete multiple records at the same time, and perform built-in or custom
calculations on your data.
Queries can be saved, and forms and reports can base on them
Creating a Query
Open the database
In the Database window click on create

Click Create query in Design View. The show table appears

Select the table to base the query on and click Add

Click Close to close the Show Table box

A query grid will appear:

Selecting fields to appear in the query

To place fields you want to appear in the search results( in the query grid) either:

Double-click each of the required fields in turn

Or click and drag each field into the grid

Adding Criteria

To specify the search criteria:

Click into the Criteria row of the field containing the value

Type in the value to be located in the query

Running the query

To Run the query

Click the Run icon on the Query Design toolbar

The results of the query will appear in a Results table

Hiding/Unhiding fields

To Hide columns in a query:

Return to Design View

Uncheck the Show box of the unwanted field

Run the query again to check that the column does not show

You can unhide fields by clicking back in the Show checkbox so that it is checked

Saving the query

To save a query, click the Save icon type in a name for the query
Sorting data in a query
Switch to query design
Select the field to be sorted on the query grid

Click on sort row, then select either ascending or descending

4. REPORT

- Is a database object used for showing or displaying data from other database objects that is from table,
query or form
Creating a Report

Select the Create tab on the Menu barclick on Report wizard, report wizard dialogue box appears

Select the query/ table/ form to base the report on from the drop-down list

To include only certain fields in a report, click a field to be included then Click single
arrow> or click double arrow >> to export all at once.
Do the same for the other fields to be included
Click Next, then another dialogue box appears
Select the fields you wish to sort by clicking on drop down arrow, else, click next
Click next, then select the form layout
Use a Report to present already created table/ Query/ Form
Open the table/ query/ Form you wish to be presented on a report
Click on Create tab on the menu bar
Click Report button on the Tool bar
Questions

1. Use the following table to answer the questions that follow

Name School Student ID

Moyo Singwango 140
Thembinkosi Sidzive 10
Thandeka Ekusileni 5
Athamelang Singwango 30

a. State the number of records in the above table. [ 1 mark]

b. Give the most appropriate field name for a primary key on the table [1 mark]
c. Explain how you would create a query to retrieve students from Singwango [2 marks]
d. Arrange the following in ascending order of size: file, field, record,
e. State the function of the following in databases:
(i) Query [1 mark]

(ii).Form [1 mark]

(iii).Report [1 mark]

2. Define the following terms:

(i).Database

(ii).Primary key
4. PRESENTATION PACKAGE ( POWERPOINT)
Presentation Packages: These are programs used for designing slides for a presentation to an audience.
The basic application operations include creating slides using different layouts, formatting the text,
including graphics, tables, clipart and charts in the slides and using various show effects

Examples of Presentation Packages are;

1. Microsoft Office PowerPoint 2. Lotus Smart Suite,

Advantages of using Presentation Packages

Presentation packages allow use of multimedia, thus includes text, pictures, videos, sound, animation,
graphics and tables.
Presentations are colorful and attractive.
Slides can be zoomed out to cater for those who are visually impaired
Presentation packages have the following features:
Have Clip art. Can accommodate images and graphics.
Can use sound, video and animation. Animation: - Creating illusion of moving sequence using a series of
still images as done in movies and cartoons.
Incorporate Word Art.
Have facility to insert charts and graphs.
USING THE APPLICATION

Open Presentation Application Program

Click start button
Select programs
Click on Microsoft PowerPoint
OR
If Microsoft PowerPoint icon is pinned on the task bar
Left click once to open

Microsoft PowerPoint Window

To Close Microsoft PowerPoint

Either;

Click on File Menu or Office Button

Select X Exit word

Or

Click the close button ( The small cross at the top of the application window)

Opening an Existing Presentation

Click on start button

Select documents

Double click the presentation name

Creating New Presentation

Click office button

Select New

Select Blank Presentation, then click on create

Presentation window opens

Click on New Slide, to choose a relevant slide layout

The commonly used and available Slide layout types

Title slide

Title and Content

Section Header
Two content
Comparison
Title Only
Blank
Content with Caption
Pure with Caption

Add a new Slide

Click on Home Tab on the Menu bar

On New Slide click on drop down arrow
The dialogue box for selecting a slide layout appears again then choose an appropriate layout
Save a Presentation to a location on a Drive
Click on File or Office Button
Select Save or Save As
Select File Location, where your PowerPoint document is going to be saved
Type in meaningful name for the presentation
Where it says Save as Type choose either presentation or PowerPoint Show
Click on Save
Use magnification/ Zoom tools
Open the presentation file

Click on View

Click on zoom icon on the Menu/Tool bar

OR

Move pointer to the zoom bar at the bottom, right corner.

Click on + sign to zoon in (to enlarge)

Click on ±

sign to zoom out ( to reduce the size)

Presentation Views

There are 7 different ways in which the slides can be Viewed

Each view also has operations which can be carried under it.

1. Normal View
This is the only slide that allows adding of text, tables and art into a slide,
Allows editing of text, charts, diagrams and tables

2. Slide Show

Allows you to see the slides one after the other as they will appear to the audience.

3. Slide Sorter View

Displays all slides one after the other. Allows you to apply designs, background colours and animation to
slides
Allows to re-arrange the slides

4. Notes Page View

View the Notes page to edit the speaker notes as they will look when you print them

Allows you to enter additional notes associated with that particular slide.

5. Handout Master View

Allows you to change the design and layout of the printed handouts
Designs such as slide orientation, set the number of slides per page, insert page number, footer, header
and page numbers, change theme and background styles.

6. Slide Master View

Allows to change the design and layout of Master slides

7. Notes Master

Allows you to change Notes page orientation, colours, font type and apply effects on every slide.

Change between presentation View modes

Click on View on Menu bar

Select the view you want.

Change background Color on Specific Slides/ All slides

Open slide to change the colour

Click Design tab on Menu bar

Click on Background colour

Select the colour to the selected slide only or click Apply to all to apply the chosen

colour to all of the slides

Click on Design tab

Click on Background styles

Select format background, then format background Dialogue box appears

Select Fill
On fill options select Picture or texture fill

On insert from, click on File to choose a picture

Insert a Picture onto a slide

To insert a picture the slide view should be to normal view

Click on the insert tab on the Tool bar

Click on picture

The dialogue box to choose the picture will appear

Click once on the picture you want to insert

Click on open, the picture will be added to your slide

Insert Charts and Graphs

PowerPoint is able to represent data in a number of graphs i.e. bar, line, column, pie etc. And charts.
Click on Insert Tab on the Tool bar
Click on chart/ graph
Select the chart layout and click Ok
Type in the heading for the slide in the Title text box
Change the chart/ graph type/style
Make sure you are on the Normal View
Double click the chart
Right click the chart Area
Select Chart type
Select a type you want
Click Ok

Insert Organization Chart

Open the slide you wish to insert a Chart
Click on Insert on the Menu bar
Click on SmartArt
A dialogue box will appear to choose a SmartArt Graphic
Select the layout of the graphic you want on you slide either Hierarchy, Matrix, circle, pyramid or
relationship etc
Click on Ok
Click on the edges of a SmartArt and drag to inwards or outwards depending on how you want the final
size
Type in the required data
Type in the chart title
To add a box into an organization chart
For adding boxes, it¶s important to know if the new box is for a subordinate, co-worker, manager, and
assistant

A subordinate-is connected below the chosen box

A co-worker is connected next to the chosen box left or right position
A manager is connected beside the chosen box
An assistant is connected beside the chosen box.
To put border around the textbox
Right click the textbox
Select Format Autoshape
Where it says line, choose a line style
Click Ok

Duplicate a shape/ Chart/ Graph

Click on the shape/ Chart/ graph
Right click for options
Select Copy
Place a curser where you want to insert a duplicate of the shape/ graph/ Chart
Right click
Select paste
Resize or move the chart to fit well on the slide.

SLIDE SHOW EFFECTS

Animation
Addition of special visual or sound effect to the text or an object
For example, you can have your text bullet points fly in from the left, one word at a time or hear the
sound of applause when the picture is uncovered
Reasons for Animating slides
¾ Put focus on important points
¾ Control the flow of information
¾ Add interest to you presentation
How to animate
¾ Click on Animations tab on the Menu bar
¾ A list of options comes up and select

Transition

A transition is a special effect used to introduce a new slide during slide show. For example, you can set
the place ( slow, medium or High), and time, varying the speed of each slide.
Add transitions to a slide show
Click on Animations
A list of options comes up and select

Printing more than one slide per page

Click on file/ Office button
Click on print
Print dialogue box appears
On printer Name select printer type
On Print range select All
On print what section, click on drop down arrow and choose Handouts
Type in the number of slides you want to appear on one page
Questions

1. Give three advantages of using presentation software [3 marks]

2. State any three slide layouts [3 marks]

3. Name the three slide show views [3 marks]

4. Give one presentation package that you know [1 marks

DESKTOP PUBLISHING (DTP) PACKAGE:

- It is an extension of word processors that incorporates images and text for creation of attractive and
professional documents for publication purposes.

- Microsoft Publisher is a wonderful tool for creating flyers, brochures, newsletters, cards, banners,
certificates and much more. You can create a document from scratch if you wish, but you can use of
templates that comes with the software.

Examples of Publication Software/ Programs/ Packages

1. Microsoft Publisher
2. PageMaker
[Link] etc

Uses of DTP

Is used to create brochures, magazines, wedding cards, flyers, banners, calendars, newsletters,
Catalogues, business cards, Gift certificates, Advertisements etc.
Designing websites
Features of DTP include:
They have a graphic program for inserting graphics in the document.
They have a page composition program.
They incorporate columns on one page.
They have frames for positioning texts and graphics.
They have templates used for recording document properties like page size, margins,
etc.
They have style sheets used for making consistent main texts, headings and subheadings.
Professional-level effects for texts, shapes, and pictures
Ability to use high-resolution picture backgrounds
Mail merge tools
Drag-and-drop image importing and swapping
Detailed ruler and guides for accurate measurements
Document-sharing capabilities
Default cloud-saving
Ability to save high-resolution files using common image formats

Requirements for DTP:

(a) A Scanner: - for capturing images or hand drawings on paper, for example photographs
(b) High Resolution Monitor with graphics capabilities: - For viewing publication during design stage.
(c) Colour Printer: For printing high quality and colourful documents.
(d) Digital camera: - for taking and storage of photographs that will be incorporated into the computer.
(e) Keyboard: For typing in text
(f) Mouse: - For adjusting size of pictures and for drawing purposes.
(g) Desktop Publishing (DTP) software.

Advantages of Desktop Publishing:

Users have more control over text layout compared to word processors especially over formatting and
layout of text.
Lots of different files can be brought together on the same document.
Produces colourful and attractive documents for commercial purposes like brochures.

Publication Types

Brochure ±

A small magazine or book containing pictures and information about something or advertising something

Magazine ±

A type of large thin book with a paper cover containing articles, photographs etc often of a particular
organization or on particular topic

Flyer ±

A small sheet of paper that advertises a product or an event and is given to a large number of people.

Newsletter ±

A printed report containing news of the activities of a club or organisation that is sent regularly to all its
members.

Letterhead ±

The name and address of a person, company or an organisation printed at the top of the printed paper

Catalogue ±

A complete list of items, for example of things that people can look at or buy.
Banner ±

A long piece of fabric with a message on it that is carried between two poles or hung in a public place to
show support for something.

Menu ±

piece of paper with a list of the food that is available at a restaurant or to be served at a meal wedding
cards, calendars, business cards, Gift certificates, Advertisements, Envelops,

Greeting Cards, Labels, Business Forms , Postcards, Paper Folding projects,, e-mal, website etc
o Once the Publication is selected, the main Publisher window will be displayed as shown below

Menu bar standard tool bar

o The menu bar and other toolbars have several of the same choices that use to be in the other Office
applications.

o an Objects toolbar has been added to the left side of the Publisher window.

Creating new Publication type

Click on file

Select new

Choose publication type

Creating a new text box

Text is considered an object in Publisher and must be placed in a text box

1. Click the Text Box tool from the Objects Toolbar.

2. Position the crosshair mouse pointer where the text box will start.

Formatting toolbar

Objects toolbar
Press and hold the left mouse button.

4. Drag the crosshair to the ending point and release the mouse button.

5. Type the text.

Replacing text
Select the text you want to replace.
Type in the new text.
Importing Text
Place the cursor in the text box.
Click Insert.
Choose Text File.
Find and select the file you want to insert.
Click OK.
Set up Auto Fit Text
A text box can be set up to allow text to auto fit into the box. As more information is typed into a box the
text auto fits to the box.
Click in the text box.
Click Format.
Hover over Auto Fit Text.
Choose Shrink Text on Overflow.

SPACING OF CHARACTERS, LINES AND PARAGRAPHS

The newspaper industry has some helpful tools which allow them to make the paper easier for everyone
to read. Publisher has some of these tools at its disposal too.

Tracking - The spacing between all selected text characters.

Kerning - The space between any two specific characters.

Leading - (pronounced ledding) ±

The amount of white space between lines of text.

To adjust tracking or kerning

Select the text you want to reformat.

Choose Format.

Select Character Spacing

Under Tracking, choose the space to apply to the text.

Under Kerning, select the options to define the space between any two characters.

To adjust the Leading or Line Spacing

Select the text to reformat.

Choose Format.

Select Paragraph.

Click the Indents and Spacing tab.

Set the paragraph and line spacing.

Inserting a Drop Cap

Position the insertion point in the text where the first letter will change.

Select Format.

Choose Drop Cap.

Custom Drop Cap tab to design your own style.
Choose the style you want to use.
Click OK to apply.

Inserting Pictures
Select Insert.
Hover over Picture.
Select From File.
Find and select the Picture.
Click Insert.
Reposition the picture object
Inserting Clip Art
Select Insert.
Hover over Picture.
Select Clip Art.
Find and select the Clip Art item.
Reposition the Clip Art object.
Shapes
Click the AutoShapes icon from the Objects toolbar.
Hover over the type of shape.
Choose a shape from the palette.
Position the crosshair mouse pointer where the object will start.
Press and hold the left mouse button.
Drag the crosshair to the ending point and release the mouse button.

Word Art

Click the Insert WordArt icon from the Objects toolbar.

Choose the WordArt style.
Click OK.
Type your word(s).
Click OK.

Change the Orientation of Objects

Order ±
Bring to Front, Send to Back, Bring Forward, Send Backward
Snap ±
To Grid
Nudge ±
Up, Down, Right, Left
Align or Distribute ±
Align Left, Center, Right, Top, Middle, Bottom, Distribute Horizontally,
Vertically, Relative to Slide
Rotate or Flip ±
Free Rotate, Rotate Left, Rotate Right, Flip Horizontal, Flip Vertical
Spell Checking a Document
Position the insertion point at the beginning of the publication.
Click Tools.
Hover over Spelling.
Choose Spelling.
Walk through each word it finds
Saving a File
Save As is used to save a file for the first time or to save it with a different name or to a different location.
Click File.
Chose Save As.
In the File Name text box, type in the desired filename.
Press Enter or click Save.
Save is used to save a file using its current name and replace the existing file. This command is used to
update a file. 1. Click File. 2. Select Save.