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COMPUTERS
APPLICATION
SIT 100
PREPARED BY
HARRIET TSINALE
tsinale@yahoo.com
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TABLE OF CONTENTS
COURSE OUTLINE ....................................................................................................... 5

CHAPTER ONE ............................................................................................................... 7
INTRODUCTION TO COMPUTERS ........................................................................ 7
1.1. History of Computers ...................................................................................... 7
1.2 Generation of Computers ............................................................................... 7
1.3 Characteristics of Computers ......................................................................... 9
1.4 Basic Computer Concepts ............................................................................... 9
1.5 Types of Computers ........................................................................................ 9
1.6 Software and Hardware ................................................................................ 12
1.7 Chapter Review Questions ........................................................................... 12
Books for further reading ............................................................................................ 13
CHAPTER 2 .................................................................................................................... 14
BASIC HARDWARE UNITS OF A COMPUTER .................................................. 14
2.1 Input Devices .................................................................................................. 14
2.2 Output devices ............................................................................................... 15
2.3 Central Processing Unit (CPU)/Processor: ................................................ 16
2.4 Main Memory: ................................................................................................ 17
2.5 Secondary storage .......................................................................................... 18
2.6 Computer units interaction diagram .......................................................... 19
2.7 How information is stored in computers ................................................... 20
2.8 Size ................................................................................................................... 20
Byte – a string of 8 bits .............................................................................................. 20
CHAPTER THREE ........................................................................................................ 22
COMPUTER SOFTWARE ........................................................................................... 22
3.1 Classification of software .............................................................................. 22
3.2 System software ............................................................................................. 23
3.3 Application software ..................................................................................... 24
CHAPTER FOUR .......................................................................................................... 27
WINDOWS BASICS .................................................................................................... 27
4.1 Windows operating system Boot up Process ............................................. 27
4.2 Logging On to Windows XP......................................................................... 28
4.3 Windows 7 Desktop ....................................................................................... 28
4.4 Starting a Program ......................................................................................... 29
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4.5 Working With Files and Folders .................................................................. 32
CHAPTER FIVE ............................................................................................................ 35
WORD PROCESSING ................................................................................................. 35
5.1 Loading Ms-Word .......................................................................................... 35
5.2 The Ms-Word Screen ..................................................................................... 35
5.3 Creating, Saving and Closing Documents ................................................. 36
5.4 Formatting ....................................................................................................... 37
5.5 Editing Your Document ................................................................................ 41
5.6 To insert page numbers ................................................................................. 41
5.7 Columns .......................................................................................................... 45
CHAPTER SIX ............................................................................................................... 49
SPREADSHEETS .......................................................................................................... 49
6.1 MICROSOFT EXCEL ..................................................................................... 49
6.2 THE EXCEL WINDOW ................................................................................. 49
6.3 WORKING WITH WORKBOOKS AND WORKSHEETS ....................... 52
6.4 ENTERING DATA ......................................................................................... 53
6.5 FORMATTING A WORKSHEET ................................................................ 57
6.6 APPLYING BORDERS .................................................................................. 58
6.7 OPERATORS .................................................................................................. 59
6.9 WORKING WITH CHARTS ........................................................................ 63
6.10 Chapter Review Exercise .............................................................................. 66
CHAPTER SEVEN ........................................................................................................ 68
DATABASE MANAGEMENT SYSTEMS ............................................................... 68
7.1 MS ACCESS .................................................................................................... 68
Queries ............................................................................................................................ 69
Reports ............................................................................................................................ 69
7.2 WORKING WITH ACCESS 2000................................................................. 71
7.3 WORKING WITH TABLES .......................................................................... 72
7.4 RELATIONSHIPS .............................................................................................. 75
7.5 WORKING WITH QUERIES ........................................................................ 76
7.6 FORMS ............................................................................................................. 78
7.7 REPORTS ......................................................................................................... 79
7.8 Chapter Review Exercise .............................................................................. 80
CHAPTER EIGHT ........................................................................................................ 81
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PRESENTATION GRAPHICS ..................................................................................... 81
MS POWERPOINT ...................................................................................................... 81
8.2 ADDING AND FORMATTING TEXT ........................................................... 82
8.3 WORKING WITH DIFERENT VIEWS .......................................................... 83
8.4 WORKING WITH OBJECTS ......................................................................... 84
8.6 ANIMATION .................................................................................................... 85
8.7 SAVING A PRESENTATION ......................................................................... 86
8.8 PRINTING ........................................................................................................ 86
8.10 Chapter Review Questions .................................................................................. 86
Books for further reading .............................................................................................. 87
CHAPTER NINE ............................................................................................................ 88
COMPUTERS AND COMMUNICATIONS ............................................................... 88
9.1 Computer Networks .......................................................................................... 88
9.2 Introduction to the Internet ................................................................................ 89
9.3 Common Internet services ................................................................................. 89
Books for further reading .............................................................................................. 91
REVIEW QUESTIONS ANSWERS ............................................................................. 92
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COURSE OUTLINE
UCU 002: COMPUTER APPLICATIONS
Purpose of the course

The aim of this course is to provide a comprehensive understanding of how
computers work and the use of application software in businesses today.
Main course text
Gary B. Shelly, (2013), Introduction to Computers (8th Edition), Delmar Learning
Reference Books
i. Walkenbach J., Tyson H., Wempen F., and Cary N., (2007), Office 2007 Bible,
Wiley
ii. Weverka P., Office 2007 All-in-One Desk Reference For Dummies
iii. White R., (2007) How Computers Work, 9th edition. Que Publishing
Assessment: Examination - 70%: Coursework - 30%
Computer Applications - TOPICS - Details
I. Introduction to Computer and its components

A. History of computers
B. Generations of computers
C. Characteristics of computers
D. Types of computers
E. Software and Hardware
II. Hardware and software

A. Hardware: input and output devices, backup storage, central processing unit,
memory (ROM, RAM).
B. Software: Categories of software, System software, applications software, general
purpose software, integrated packages and software suites.
III. The key role of the central processing unit.

A. The fetch execute cycle
B. The Control unit and the arithmetic/logic unit (ALU)
IV. Peripheral Devices

A. Input: keyboard, mouse, tracker ball, graphics tablet, scanner, digital camera, touch
screen, OMR, OCR, bar code scanner, magnetic stripe reader, microphone.
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B. Output: monitor (CRT and LCD), printer (dot matrix, ink jet, laser), plotter,
speakers.
V. Word-processing software.
A. word processing terms
B. Creating new documents and open existing ones
C. Typing and editing text
D. Using Save and Save As
E. Spelling and grammar check
F. Applying formatting to text and page
G. Print previewing a document and print it
H. Mail Merging
VI. Spreadsheets
A. Spreadsheet terms
B. Creating new spreadsheets and open existing ones
C. Inputting text, numbers and simple formulae
D. Employing simple functions such as SUM, AVERAGE
E. Creation of and modification charts/graphs to illustrate data
VII. Database
A. Common database terms
B. Opening and using an existing database
C. Designing and creating a simple database
D. Saving database objects with appropriate names
E. Creating simple queries
F. Designing input forms
G. Designing output reports
VIII. Presentation software

A. Preparing a presentation
B. Using pictures and objects
C. Using animation
D. Using organization charts
E. Using graphs
IX. Internet and E-mail

A. Requirements for connecting to the Internet.
B. Features of common Internet services.
C. e-mail terms
D. Reading, replying to and forwarding messages
E. Sending attachments
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CHAPTER ONE
INTRODUCTION TO COMPUTERS
Objectives
At the end of the chapter the learner shall be able to;
i. Explain the evolution of computing technology and the technological
advancement in computer architecture to current technologies
ii. Explain the characteristics of computers and how they are different from
humans.
iii. Explain the different types of computers categorized based on size, price and
capabilities
iv. Explain the fundamental difference between computer hardware and
software
1.1. History of Computers

When the human race started doing some trade, it felt a need for a calculating device. The
first calculating device, which was used 2000 years ago was called abacus and the
improvements in the calculating device in that age were slow. The next change came
after about 1600 years. Following this, the changes were frequent and the mechanical
desk calculator was developed around 1800 A.D.
In 1833, Prof. Charles Babbage, the father of the computer, developed a machine called
analytical engine which was the vase for the modern digital computer.
1.2 Generation of Computers
1.2.1 Computer generations
First generation computers (1946-1956)

They made use of vacuum tubes to store and process information. The tubes consumed a
lot of power and generated a lot of heat (overheating). They were huge in size and occupy
a room. They used magnetic tape. Storage capacity was very low i.e. 2kb and speed of
processing was also very low. First machine in this category was ENIAC (electronic
discrete variable automatic computer) and later came UNIVAC (universal automatic
computers).these computers were mostly computational machines. Their input /output
capabilities were usually limited to the keyboard and or punched card input and printer
and or punched cart output. The speed of these machines was described in milliseconds
(1/1000 of a second)
Second generation computers (1957-1967)

These computers used transistors after invention of transistors. The transistor is smaller
cheaper and produced less heat than vacuum tubes and consumed less power. The cost of
computers decreased and the speed increased. The second generation saw the
introduction of more complex ALU and CPU, the use of high
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level languages and provision of system software with the computer. Data access time
was measured in micro-seconds. Removable disk storage units were developed for use on
these machines. The speed of these machines was described in microseconds (1/1000,
000 of a second). These computers had programming languages whose vocabularies are
close to the human natural language, English language.
Third generation computers (1965-1980)

Introduced the use of very small electronic circuit called integrated circuits (IC) by
combining several transistors together between 3 transistors to make 1 IC. With IC you
can house thousands of transistors in one IC. This change further decreased the size, heat
output and the maintenance complexity of the computers while increasing its speed. The
small circuitry that resulted improved the processing speed i.e. 10 times the past. The
speed of these machines was described in nanoseconds (1/1,000,000,000 of a second).
They have higher main memory capacity, reliable and increased processing power (have
the capability of holding more than one set of instructions and operate on them) than the
second generation computers. Invention of IC revolutionalised electronics and started the
error of micro-electronics. The IBM 360 is an example of third generation computers.
Fourth generation computers (1980s)

Use large scale integration circuits which housed hundreds of transistors and very large
IC which are between 200,000 to 400, 000 in one IC. Memory used includes magnetic
disc and optical disc. Memory size expanded up to several MB and speed was 10 times
faster. This generation marked the origin of mini computers in use today.
Fifth generation computers (1990-current)

The design of these computers was based on VLSI (very large scale integration)
technology, the micro chip technology that gave rise to the smaller computers known as
the micro computers in use today. These computers are used in networking .examples of
micro computers are IBM PCs BBC micro etc. the micro computers are usually described
as PCs or stand alone or desktop computers because they were designed primarily to
serve single person at a time. The fifth generation is still a state of the art technology that
relies on predictions and further technological refinements.
Summary
Research shows that the trend in computer technology revolution is that there is; o
Continual decrease in computer size
o Improved speed and power processing
o Decrease in computers and the related facilities cost
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o Number of components in computer per circuit (IC) greatly increased over
500,000 physical elements e.g. transistors, capacities, diodes etc per chip(IC).
1.3 Characteristics of Computers
1. Speed – a computer is a very fast machine. It can perform in a very few seconds
the amount of work that a human being can do in a year if he/she worked day and
night doing nothing else.
2. Accuracy – the computer accuracy is consistently high.
3. Diligence – computers are free from monotony, tiredness and lack of
concentration etc. It can therefore work for hours without creating an error. For
example if 10 million calculations are to be done, a computer will do the tenth
million calculations with exactly the same speed and accuracy as the first one.
4. Versatility – a computer performs various tasks with ease. I.e. it can search for a
letter, the next moment prepare an electricity bill, and write a report next then do
an arithmetic calculation all with ease.
5. Power of remembering – a computer can store and recall any information due to
its secondary storage capability.
6. No intelligence Quotient (IQ) – a computer cannot make its own decisions and
has to be instructed on what to do.
7. No feelings – computers are devoid of emotions. They have no feelings or
instincts and none possesses the equivalent of a human heart and soul.
1.4 Basic Computer Concepts

Definition of a computer
A computer is an electronic device capable of executing instructions, developed based on
algorithms stored in its memory, to process data fed to it and produce the required results
faster than human beings.
The definition from the Merriam-Webster Dictionary :
"one that computes; specifically : a programmable electronic device that can store,
retrieve, and process data"
1.5 Types of Computers
What different types of computers are there ?

This categories are based on size, price and capabilities
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Super computers
They are very large in size and use multiple processors and superior technology. Super
computers are biggest in size, the most expensive in price than any other is classified and
known as super computer. It can process trillions of instructions in seconds. This
computer is not used as a PC in a home neither by a student in a college. Governments
specially use this type of computer for their different calculations and heavy jobs.
Different industries also use this huge computer for designing their products.
In most of the Hollywood’s movies it is used for animation purposes. This kind of
computer is also helpful for forecasting weather reports worldwide. They are known for
von Newman’s design i.e. multiple processor system with parallel processing. In such a
system a task is broken down and shared among processes for faster execution. They are
used for complex tasks requiring a lot of computational power.
Mainframe computers
A mainframe is another giant computer after the super computer and can also process
millions of instruction per second and capable of accessing billions of data .They are
physically very large in size with very high capacity of main memory. This computer is
commonly used in big hospitals, air line reservations companies, and many other huge
companies prefer mainframe because of its capability of retrieving data on a huge basis.
They can be linked to smaller computers and handle hundreds of users they are also used
in space exploitation. The term mainframe was mainly used for earliest computers as they
were big in size though today the term is used to refer to large computers. A large number
of peripherals can be attached to them. They are expensive to install.
Minicomputers
They are smaller than the main frame but bigger than microcomputers. They support
concurrent users. They can be used as servers in companies. They are slower and less
costly compared to mainframe computers but more powerful, reliable and expensive than
micro computers.
Micro computers
They are of advanced technology i.e. the micro era based on large scale integration that
confines several physical components per small elements thumb size IC, hence the size
reduced. It is the smallest of the three computers. They are usually called personal
computers since they are designed to be used by individuals. The micro chip technology
has enabled reduction of size of
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computers. Microcomputers can be a desktop, laptop, notebooks, or even palmtop
o Notebook computer An extremely lightweight personal computer. Notebook
computers typically weigh less than 6 pounds and are small enough to fit easily in
a briefcase. Aside from size and portability,. Notebook computers use a variety of
techniques, known as flat-panel technologies, to produce a lightweight and non-
bulky display screen.
o Desktop Computer is an independent personal computer that is made especially
for use on a desk in an office or home. The term is used mainly to distinguish this
type of personal computer from portable computers
and laptops, but also to distinguish other types of computers like the server or
mainframe.
o Laptop A small portable computer light enough to carry comfortably, with a flat
screen and keyboard that fold together. Laptops are battery-operated, often have a
thin, backlit or sidelit LCD display screen, and some models can even mate with a
docking station to perform as a full-sized desktop system back at the office.
Advances in battery technology allow laptop computers to run for many hours
between charges, and some models have a set of business applications built into
ROM. Today's high-end (Advanced) laptops provide all the capabilities of most
desktop computers.
o Tablet Computer has features of the notebook computer, but with a touch-screen,
sometimes entirely replacing the physical keyboard, but some can accept input
from a stylus or a pen instead of the keyboard or mouse. It is a portable computer.
Tablet computer are the new kind of PCs.
o
o Handheld Computer or Personal Digital Assistant (PDA) is a small computer
that can be held on the top of the palm. It is small in size. Instead of the keyboard,
PDA uses a pen or a stylus for input. PDAs do not have a disk drive. They have a
limited memory and are less powerful. PDAs can be connected to the Internet via
a wireless connection. Casio and Apple are some of the manufacturers of PDA.
Over the last few years,
PDAs have merged into mobile phones to create smart phones.
o Smart Phones are cellular phones that function both as a phone and as a small
PC. They may use a stylus or a pen, or may have a small keyboard.
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They can be connected to the Internet wirelessly. They are used to access the
electronic-mail, download music, play games, etc. Blackberry, Apple, HTC,
Nokia and LG are some of the manufacturers of smart phones.
1.6 Software and Hardware

A computer has to main components; I.
Hardware
II. Software
Computer hardware refers to the physical components of a computer such as the
monitor, Keyboard, Mouse, system unit etc shown in the diagram below.
Computer software
A set of programs associated with the operation of a computer
The two components (hardware, software) will be discussed later in other chapters.
1.7 Chapter Review Questions

1. The second generation of computers used
(a) Vacuum tubes (b) Capacitors (c) Transistors (d) Integrated circuits
2. The third generation of computers used

(a) Vacuum tubes (b) Capacitors (c) Transistors (d) Integrated circuits
3. The analytical engine was the vase for the modern digital computer in which year
was is developed?
(a) 1833 (b) 1933 (c) 1923 (d) 1893
4. Which one of the following types of computers is commonly used in offices

(a) Supercomputers (b) Mainframe (c) Mini computer (d) Micro computer
5. Computers have continued to decrease in size but the processing power has increased.
True or false?
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Books for further reading
i. Gary B. Shelly, (2013), Introduction to Computers (8th Edition), Delmar Learning

ii. White R., (2007) How Computers Work, 9th edition. Que Publishing
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CHAPTER 2
BASIC HARDWARE UNITS OF A COMPUTER

Explain the different hardware units of a computer system such as input, output,
Central processing unit (CPU), main memory and secondary storage
Explain how the different units of a computer interact witch each other to give
the user output
Explain how information is stored in a computer
Explain the different storage units of a computer such as byte, Kilobyte,
megabyte, Gigabyte and Terabyte
Hardware units (Devices) of a computer can be categorized into five units; I.

Input unit
II. Output
III. Central processing unit (CPU) or processor IV.
Main Memory
V. Secondary storage/Backing Storage
2.1 Input Devices

An input device lets you communicate with a computer. They are used to enter
information and issue commands to the computer. Commands tell the computer to do
something, like save the file. A keyboard, mouse, scanner, digital camera, touch pads and
joystick are examples of input devices.
o Keyboard Used to type data into the computer. It has special keys for giving the
computer commands called command or function keys
o Pointing Devices Pointing devices move some object on the screen and can do
some action Mouse is a common pointing device
o Scanner allows you to scan documents, pictures, or graphics and view them on
the computer. You can also use software to edit the items you scan. Used to put
printed pictures and text into a computer. It Converts an image into dots that the
computer can understand .To scan text, optical
character recognition (OCR) software is needed
o Digital Camera Used to take electronic pictures of an object. The pictures taken
by a digital camera can be used directly by a computer
o Microphone Used to put sound into a computer. Need sound recording software
o Video Capture Card Usually place inside the computer's case. Use to put video
into a computer. Need a video source, either a video camera or video recorder
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o Voice input device-A computer I/O device in which vocal commands may be
entered into a computer system.
o Optical character recognition (OCR) is computer software designed to translate
images of handwritten or typewritten text (usually captured by a scanner) into
machine-editable text, or to translate pictures of characters into a standard
encoding scheme representing them (e.g. ASCII or
Unicode).
o Optical Mark Reader (OMR) A special scanning device that can read carefully
placed pencil marks on specially designed documents. OMR is frequently used in
forms, questionnaires, and answer-sheets
o Magnetic Stripe reader Cards with magnetic stripes are used as credit cards,
debit cards, railway tickets, phone cards and many other applications. The
magnetic stripe can be encoded with up to 220 characters of data. A magnetic
stripe reads the information held in the magnetic stripe.
o Magnetic Ink Character Recognition (MICR) In this method, human readable
characters are printed on documents such as cheque using special magnetic ink.
The cheque can be read using a special input unit, which can recognize magnetic
ink characters.
o Bar code reader/scanner, also called a price scanner or point-of-sale ( POS )
scanner, is a hand-held or stationary input device used to capture and read
information contained in a bar code . A barcode reader consists of a scanner , a
decoder (either built-in or external), and a cable used to connect the reader with a
computer. Because a barcode reader merely captures and translates the barcode
into numbers and/or letters, the data must be sent to a computer so that a software
application can make sense of the data. The scanner is commonly used in point of
sale such as in supermarkets, bookshops, libraries etc to scan the barcodes on
packages and items.
2.2 Output devices

An output device displays information on a screen, creates printed copies or generates
sound. A monitor, printer, and speakers are examples of output devices.
o Monitors and Displays Shows the processed information on a screen. A monitor
uses a Picture Tube like a television with the image displayed on the front of the
tube, which is called the screen.
o Printers produce a hard copy. The information is printed on paper and can be
used when the device is off. It is also called a printout. There different types of
printers;
Dot-matrix printers (impact printer)

Uses metal pins to strike an inked ribbon to make dots on a
piece of paper.
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Lowest print quality of all of the printers.
Very low in cost per page to use.
Ink jet printers (non-impact printer)
Use drops of magnetic ink to produce dots on a page to produce
text or images.
The print quality is almost the same as a laser printer's.
The ink is very expensive
The ink is water soluble and will run if the paper gets wet
Highest cost per page of all the printers
For producing color documents, it has the highest quality at a
reasonable price.
Laser printers (non-impact printer)
A laser or LEDs make dots on a light sensitive drum
Toner (very tiny particles of plastic) stick to the drum where the
dots where made
For black and white printouts, very low cost per page
Printout is permanent
Color laser printers are still fairly expensive
o Speakers Used to output sound
o LCD Projectors Similar to monitors but projects an image on to a screen. They
are mainly used for presentations.
2.3 Central Processing Unit (CPU)/Processor:

It is the main part of a computer system like the brain of a human being. It interprets the
instructions in the program and executes one by one. The CPU of a microcomputer is
called a microprocessor. Central Processing Unit is implemented in a single piece of
silicon device known as a computer chip.
The processor and main memory of a PC are commonly held on a single board called a
mother board. The processor has the following functions:
It controls the transmission of data from input devices to memory;

It processes the data held in main memory;
It controls the transmission of information from main memory to output devices.
The processor contains the control unit and the arithmetic/logic unit(ALU).
The control unit coordinates and controls all the operations carried out by the computer.
The control unit operates by repeating three operations which are:
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Fetch – cause the next instruction to be fetched from memory;
Decode – translate the program instruction into commands that the computer can
process
Execute – cause the instruction to be executed
The arithmetic/logic unit(ALU) plays two roles.
Arithmetic operations – these operations are addition, subtraction, multiplication

and division..
Logical operations – it compares two data items to determine whether the first
one is smaller than, equal to or greater than the second item.
2.4 Main Memory:
The cycle (input - processing - output) would not be possible without a holding place for
the instructions and data that the processors (CPU) can easily reach. This holding place is
known as memory also called main storage and is internal to the computer consisting of
RAM and possibly ROM.
Random Access Memory (RAM)
Is the basic kind of internal memory that holds data and instructions while the
computer is in use.
It can be read from and written to.
It is called random access because the processor or computer can access any
location in memory in any order as contrasted with sequential access devices
which must be accessed in order.
RAM is volatile; losing the stored information in an event of power loss, and
quite expensive.
There are two basic types of RAM.

Static RAM does not need to be refreshed, which makes it faster; but it is also more
expensive than dynamic RAM. Dynamic RAM needs to be refreshed thousands of times
per second. Both types of RAM are volatile, meaning that they lose their contents when
the power is turned off.
ROM (Read only memory)

Is also random access but only for reads, once data has been written onto a ROM
chip, it cannot be removed and can only be read.
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It refers to special memory used to store programs that boot the computer and
perform diagnostics. Most personal computers have a small amount of ROM (a
few thousand bytes).
Retains its contents even when the computer is turned off and is therefore referred
to as being nonvolatile.
2.5 Secondary storage
These are devices which are used to store huge information for future use. This is mostly
hard drives and removable media such as floppy disks, optical media (CD ROM) etc.
Hard Drive: stores and provides relatively quick access to large amounts of data on an
electromagnetically charged surface or set of surfaces. Today's computers typically come
with a hard disk that contains several billion bytes (gigabytes) of storage.
Floppy Disk: Floppy disks allow information to be transported easily from one computer
to another they have limited storage capacity, generally 1.44 MB. Saving and retrieving
information from a floppy disk is slower than on a hard drive. They are more susceptible
to physical damage and viruses than the hard drive. The size of a hard drive is usually
expressed in terms of megabytes and gigabytes.
Compact Disk Read Only Memory (CD ROM): CD ROMs are read only storage
medium. Typically, a CD ROM holds up to 650 MB of information. While information
retrieval is faster than from a floppy disk, it is still not as fast as from the hard drive.
Compact Disk-Writable (CD-R): A CD-R is highly effective for storing a large amount
of data. Can hold up to 700MB of information. A CD-R is a one time recordable compact
disc.
Compact Disk-Re-Writable (CD-RW):
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A CD-RW allows you to read, write, erase and write again. Writing takes place in a
single pass of the focused laser beam. This is sometimes referred to as direct overwriting
and can be repeated several thousand times per disc.
Flash disks is a data storage device that includes flash memory with an integrated
Universal Serial Bus (USB) interface. USB flash drives are typically removable and
rewritable, and physically much smaller than a floppy disk. Its Capacity ranges from 1
GB to 32 GB.
2.6 Computer units interaction diagram
Main Memory
Input Output
Devices Processor Devices
Secondary/Backing
Storage
The diagram above shows how the units interact with each other in the processing of
data. Input devices enter information to be processed by the processor. The processor can
read and write into the secondary storage devices.
The processor also stores the instructions being currently executed into the main memory.
So can be able to read and write into the main memory (RAM). Once the data has been
processed by the processor, the data can be displayed by the output devices. Please note
the direction of the arrows as it depicts the flow of the data and instructions.
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2.7 How information is stored in computers
Information is stored in computers in the form of bits. A bit is used to represent

information in the computer. They are referred to as binary digits i.e. the 0’s and 1’s with
0 representing an OFF state and 1 representing an ON state.
The stored bits are usually retrieved from computers memory for manipulation by the
processor
A single bit alone cannot represent a number, letters or special characters, to represent
information; bits are combined into groups of eight. A group of eight bits is called a byte.
Each byte can be used to represent a number, letter or special character.
2.8 Size
Byte – a string of 8 bits

Kilobyte – 1,000 bytes
Megabyte – 1,000,000 bytes
Gigabyte – 1,000,000,000 bytes
Terabyte – 1,000,000,000,000 bytes

1. Which are the five basic units of a computer?
(a) Central processing unit, Arithmetic and Logic Unit, Input Unit, Output Unit,
Visual Display unit
(b) Central processing unit, Random Access Memory, Input Unit, Output Unit, Visual
Display unit
(c) Central processing unit, Random Access Memory, Input Unit, Output Unit, Visual
Display unit
(d) Central processing unit, Main Memory, Input Unit, Output Unit, Backing Storage
2. Which of the following is not an input device

(a) Mouse (b) speaker (c) Scanner (d)Digital
Camera
3. Which of the following is not an output device

(a) Printer (b) Scanner (c) speaker (d) Monitor
4. Which of the following is not a task of the Central Processing Unit?

(a) It controls the transmission of information from application programs to output
devices
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(b) It controls the transmission of data from input devices to memory;
(c) It processes the data held in main memory;
(d) It controls the transmission of information from main memory to output devices
5. Which of the following is used to store programs and data that are currently
being used
(a) Read only Memory (b) Hard Disk
(c) Random Access Memory (d) Magnetic Disk

i. White R., (2007) How Computers Work, 9th edition. Que Publishing
ii. Gary B. Shelly, (2013), Introduction to Computers (8th Edition), Delmar Learning
21
CHAPTER THREE
COMPUTER SOFTWARE

Explain computer software and the classification of computer software
Explain system software and the different software in that category and their
application and importance in computing
Explain application software and the different software in that category such
general purpose and special purpose software
Explain Ready made software vs tailor made software
Software is a Program commercially prepared and tested in software by one or a group

of programmers and system analyst to perform a specified task. Software is simply set of
instructions that cause a computer to perform one or more tasks. The set of instructions is
often called a program or, if the set is particularly large and complex, a system.
Computers cannot do any useful work without instructions from software; thus a
combination of software and hardware (the computer) is necessary to do any
computerized work. A program must tell the computer each of a set of tasks to perform,
in a framework of logic, such that the computer knows exactly what to do and when to do
it. Data are raw facts and ideas that have not been processed while Information is data
that has been processed so as to be useful to the user
3.1 Classification of software

Software
System software Application software
Operating Service General /ready Special/tailor

system programs made made
applications applications
Utilities Development Communication

programs programs
Classification of software
Software can be broadly classified into system software and application software
3.2 System software

Consists of programs that control operations of the computer and enable user to make
efficient use of computers. They coordinate computer activities and optimize use of
computers. They are used to control the computer and develop and run application
programs examples of jobs done by the system software are management of computer
resources, defragmentation etc. They can be divided into;
(i) Operating system – is a complex program and most important program that runs on a
computer and which controls the operation of a computer. It perform basic tasks, such as
recognizing input from the keyboard, sending output to the display screen, keeping track
of files and directories on the disk, and controlling peripheral devices such as disk drives
and printers. In general the operating system supervises and directs all the software
components and the hardware components. Sophisticated operating system could handle
multi-processors, many users and tasks simultaneously. Examples of computers operating
systems are UNIX, Microsoft windows 95/98, Windows NT, Windows 2000, Windows
XP, Windows Vista and Linux.
(ii)Service programs are programs designed for general support of the processes of a
computer; "a computer system provides utility programs to perform the tasks needed by
most users". The service programs can further be divided into;
o Utilities Performs a variety of tasks that maintain or enhance the computer’s
operating system Utility programs are generally fairly small.
Each type has a specific job to do. Below are some descriptions of utilities.
Anti-virus applications protect your computer from the damage that can be caused
by viruses and similar programs
Compression utilities make files smaller for storage (or sending over the Internet)
and then return them to normal size.
Data recovery utilities attempt to restore data and files that have been damaged or
accidentally deleted.
Disk defragmenters reorganize the data stored on disks so that it is more efficiently
arranged.
Firewalls prevent outsiders from accessing your computer over a network such as
the Internet.
o Development programs are used in the creation of new software. They comprise
of sets of software tools to allow programs to be written and tested. Knowledge of
appropriate programming language is assumed. Tools used here are
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Text editors that allows one to enter and modify programs statements
Assembler- allows one to code in machine programs language .i.e. processor specific
Compilers-makes it possible for programmer to convert source code to

object code which can be stored and saved on different computers.
Interpreters-used to convert source programs statement by statement as it executes
the program without being compiled first.
Libraries- commonly used parts or portions of a program which can be

called or included in the programmer’s code without having to recode that
portion.
Diagnostic utilities-used to detect bugs in the logic of program during program
development
o Communication programs- refer to programs that make it possible to transmit
data.
3.3 Application software

Are programs for user to do their jobs e.g. typing, recording keeping, production of
financial statements, drawing, and statistics.
o General/ready made software is developed to perform a variety of tasks, usually
determined by use. Such software can be customized by user to achieve specific
goals e.g. ms office which is a suit of programs performing a variety of tasks e.g.
word processing for producing documents, database for storing, retrieving and
manipulating data and various calculations on spreadsheets. General purpose
programs are discussed below;
Word processing applications. Writing tasks previously done on

typewriters with considerable effort can now be easily completed with
word-processing software. Documents can be easily edited and formatted.
Revisions can be made by deleting (cutting), inserting, moving (cutting
and pasting), and copying data. Documents can be stored (saved) and
opened again for revisions and/or printing. Many styles and sizes of fonts
are available to make the document attractive. Example: MS Word, Open
Office Writer etc.
Spreadsheet applications. spreadsheet software permits performance of

an almost endless variety of quantitative tasks such as budgeting, keeping
track of inventory, preparing financial reports, or manipulating numbers in
any fashion, such as averaging each of ten departmental monthly sales
over a six-month period. A spreadsheet contains cells, the intersection of
rows and columns.
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Each cell contains a value keyed in by the user. Cells also contain
formulas with many capabilities, such as adding, multiplying, dividing,
subtracting, averaging, or even counting. An outstanding feature is a
spreadsheet's ability to recalculate automatically. If one were preparing a
budget, for example, and wanted to change a variable such as an increase
in salary or a change in amount of car payments, the formulas would
automatically recalculate the affected items and the totals.. Example:
Excel, Lotus1-2-3, Open Office Calc etc.
Database software: A database contains a list of information items that

are similar in format and/or nature. An example is a phone book that lists a
name, address, and phone number for each entry. Once stored in a
database, information can be retrieved in several ways, using reports and
queries. For example, all the names listed for a given area code could be
printed out and used for a commercial mailing to that area. Examples of
database software are Ms Access, Dbase, Oracle etc.
Presentation software: for making slide shows. Allows users to create

visual presentation A speaker may use presentation software to organize a
slide show for an audience. Text, graphics, sound, and movies can easily
be included in the presentation. An added feature is that the slide show
may be enhanced by inclusion of handouts with two to six slides printed
on a page. The page may be organized to provide space for notes to be
written in by the audience as the presentation ensues. An example of this
is Power Point. Preparation of the software is simplified by the use of
'wizards' that walk the user through the creation of the presentation.
Examples of presentation software are Open Office Impress, Ms
PowerPoint etc.
Desktop publishing software: This software permits the user to prepare

documents by using both word-processing devices and graphics. Desktop
publishing software uses word-processing software, with all its ease of
entering and revising data, and supplements it with sophisticated visual
features that stem from graphics software. For example, one can enhance a
printed message with virtually any kind of illustration, such as drawings,
paintings, and photographs. . Examples of Desktop publishing software is
PageMaker, Corel Draw, and Ms Publisher
Multimedia applications for creating video and music. Allows users to

create image, audio, video etc. Example: Real Player, Media Player etc.
Activity management programs like calendars and address books
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NB: Nowadays most of the general purpose software is being sold as a complete
software suites such as Microsoft office or Lotus SmartSuite. These suites offer four or
more software products packaged together at a much lower price than buying the
packages separately.
o Tailor made/special purpose software Tailor-made computer system refers to

computer application developed by in-house IT personnel or outside software
house according to specific user requirements in a firm. They are developed for
given purpose e.g. Payroll system, stock control system etc.

1. Which of the following is not General Purpose software?
(a) Stock Control (b) Word Processing (c) Internet software (d) Presentation
2. Which of the following is not part of the Ms. Office suite?
(a) Ms Word (b) Ms Access (c) Outlook (d) Ms QuickBooks
3. Which of the following is not an operating system
(a) Windows XP (b) Windows Explorer (c) Ms Dos (d) Linux
4. Which of the software below would assist a secretary in preparing a report for an
annual general meeting?
(a) Ms Word (b) Ms Access (c) Outlook (d) Ms QuickBooks
5. Which of the software below would assist a salesman in recording daily sales for
different items for which he needs totals among other analysis?
(a) Ms Word (b) Ms Access (c) Outlook (d) Ms Excel

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CHAPTER FOUR
WINDOWS BASICS

Explain the process of booting a computer
Start a computer system and log on to windows operating system
Start a program using the all programs menu#
Turn off and restart a computer
Retrieve files, create a folder and a shortcut to a program
4.1 Windows operating system Boot up Process
Booting Up
It is useful to understand what happens behind the scenes when you switch on your
computer from an idle machine to an operable and functional system. There are
essentially two forms of booting - the soft boot and the hard boot. The warm boot or
hard boot involves powering the computer up from an initial zero power supply. A cold
boot on the other hand takes place when a software application or operating system
triggers the computer to perform a reboot.
A successful boot is dependent on 3 conditions - the hardware, BIOS and operating

system files to function without errors. When an error occurs, you will be notified by
error messages, beeping sounds or in the worst scenario, a blank screen.
Boot-up Process
The boot-up process is a list of detailed procedures that the system undergoes to perform
all system checks and load all necessary files to bring the computer to an operable state.
The Windows XP boot-up process comprises of the following procedures:
a. The Power-On Self Test Phase
b. BIOS ROM Phase
c. Boot Loader Phase
d. Operating System Configuration Phase
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e. Security & Logon Phase
4.2 Logging On to Windows XP

You must log on to the PC before you can use it. Each user is given a user name and a
password which must be entered in the log-on screen before Windows will start up.
When you log on you will have access to your own personal space.
The default Login screen for Windows XP computers is appears when you switch on the
machine. To login; Enter your user and password in the respective boxes.
When you enter your password, Windows XP will display a series of
●●●●●●●●●●●s to protect your password from wandering eyes.
Press ENTER on the keyboard or click OK
4.3 Windows 7 Desktop
Desktop is your work area on which program and files icons are located. it is basically a
workspace where you can access everything you need to operate your computer, such as
system components, applications, the Internet, etc.
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The desktop contains:
Start button: one of the most important tools you will use while working with
Windows XP. The Start button allows you to open menus and start applications.
Taskbar: primarily used to switch between open windows and applications
Icons (or graphical pictures): represent applications, files, and other parts of the
operating system. By default Windows XP provides you with one desktop icon,
the Recycle Bin. Learn more about the Recycle Bin in a later module.
My Computer. The My Computer icon provides access to the resources on your
computer. You can access your drives and other peripherals by clicking on the My
Computer icon. You can also access the Control Panel through My Computer.
Internet Explorer. The Internet Explorer icon launches the Internet Explorer
browser.
My network places. If you are working on a network, this displays all of the
computers on the network
System Tray. The part of the taskbar that holds the clock, volume control, and
icons for other utilities that runs in the background of your system.
Recycle Bin. This is where you dump any files you want to delete.
4.4 Starting a Program

1. Click the Start button, the Start menu will pop up. 2. Point your cursor to All
Programs. A Menu listing the different program categories pops up.
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3. Point your cursor to Microsoft Office Another menu will appear to the right of the
All Programs menu, as shown below. 4. Click on Microsoft Word.
Parts of a Window
Windows contain buttons and menus to control the program and window. Windows are
used in most programs, but the good news is once you learn the window of one program,
you will be familiar with the windows for most programs since the window, menu and
button layout appears in just about every window program.
Close Button Closes the window or program, removing it from the screen and the
computer’s memory. Minimize Button Minimizes a program from view. The program is
still ready for use and can be found in the task bar.
Maximize Button Enlarges the window so that it fills the entire screen, allowing you to
see your entire workspace. Notice, when a window is maximized, this button is not
shown.
Restore Button When a window is maximized, this button is shown. Clicking it will
make the window smaller.
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Tab Controls what a program does. The menu functions listed will change from program
to program, but the bar is always located at the top.
Status Bar Displays information about the program, such as instructions or special
information.
Title Bar Displays the name of the program and name of the file in use.
Main Window .This is where you work within a program. If it is Microsoft Word, this is
where you would type, if it is a web browser this is where the web page would be
displayed.
Ribbon. Have shortcuts to the menu items
Log off and Switch Users
More than one person may use your computer. For example several coworkers may be
able to access your computer on a computer network. Windows XP allows everyone who
uses your computer to have separate computer accounts. A computer accounts tracks
each person's unique settings, documents, and email accounts.
Windows XP even enables you to log off the computer so someone else can log on
without having to restart the computer.
To log off/switch users:
Click the Start menu and click Log Off.

A dialog box appears asking you if you want to Switch User or Log Off.
Switch User allows someone else to log on to the computer. If you choose to
Switch User, your applications will continue to run in the background while the
new user logs on.
If you choose Log Off, your applications will close.
In any case, you're taken to a Windows XP logon screen where you're prompted
to enter your username and password.
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Turn Off and Restart the Computer
When you've finished using Windows XP, be sure to turn off (or shut down) the
computer correctly.
To turn off the computer:
Click the Start menu.

Click Turn Off Computer.
A dialog box opens. Click Turn Off.
If you're experiencing computer problems or have installed something new, you can
simply restart your computer.
To restart the computer:
Click the Start menu.

Click Turn Off Computer.
A dialog box opens. Click Restart.
Always turn off or restart your computer using this method. Do not turn off your
computer by switching the power off and on. If you do so, you may damage Windows
XP.
4.5 Working With Files and Folders

Open your Folders
Double click my computer and locate your file.
Double click on the folder.
The contents of the folder will be displayed in the open window. To get back to
the previous folder, click the Back Button.
Creating a Folder
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Locate the place to create your folder e.g. My Documents, Desktop, C Drive
Go to File – New – Folder. Or if creating on the desktop right click on the desktop
and use the new option to create a folder.
The folder will appear at the bottom of your list. When it displays as a black
rectangle with the words New Folder highlighted in blue, it is prompting you to
give it a name. Type the name of your folder and hit
Enter.
Renaming a Folder
To rename an existing folder, move your mouse over the name and right click. A menu
will appear. Close to the bottom you will see the word Rename. Click it, and the black
rectangle with the word highlighted in blue will appear. Rename your folder and hit
Enter.
Deleting a folder
Right click on the folder and select delete or.
Select the file, go to file menu and select delete
A dialog box appears asking if you want to delete the folder, click yes Once files
are deleted they go to the recycle bin which is a holding or storage location for files not
required. Such files are still in the hard disk. These files can be retrieved from recycle bin
as long as recycle bin have not been emptied.
Retrieving files
Go to recycle bin.
Locate the file and right click on it and select restore.
Moving and copying files in folders

Using menu command
Select the file
Go to edit and click on copy
Select the folder
Go to edit and click on paste.
By dragging
Click on the file and hold
Drag it to the folder and release the button
Procedure of creating shortcuts
Locate the item
Right click and select shortcut
Drag the shortcut created to the desktop.
To set a program to start when windows start
Right click on the start button and select open.
Click on the program or file you want and hold and drag it to the start menu on
the icon for programs.
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Printing
If any printers are already set up their icon appears in the printer folder (on start, then
printers and faxes).
To set up a printer;
Click start menu, control panel. Select
printers and other hardware.
1. Which of the following is not contained in the Windows XP desktop

(a) Recycle Bin (b) Task Bar (c) Start Button (d) File menu
2. Which of the following has the command for turning off the computers system
(a) Recycle Bin (b) Task Bar (c) Start Button (d) File menu
3. A user can create a folder on the desktop. True or false
4. Which of the following is not part of a window?

(a) Task Bar (b) Menu Bar (c) Title Bar (d) Close Button
5. Explain the steps you would follow to create a folder in my documents location.

34
CHAPTER FIVE
WORD PROCESSING

Explain the different word processing terms
Creating new documents and open existing ones
Type and edit text
Use Save and Save As
Perform spelling and grammar check after typing a document
Apply formatting to text and page
Print preview a document and print it
Follow the mail Merging wizard to mail merge a document
Word processors are programs that enable you to Create, Edit and Format documents.
Examples of word processors are, Microsoft Word, Word perfect, Word star.
Microsoft Word (MS-WORD)
Ms Word is a powerful word processing program that helps the user create, edit, format
and save documents.
5.1 Loading Ms-Word

Click start button at the task bar
Point at programs
Click at Microsoft word
Loading can also be achieved by clicking the Ms Word icon on the Microsoft shortcut bar
(only if it is available)
5.2 The Ms-Word Screen
The Ms Word screen contains various features. The common ones are:
1. TITLE BAR: This bears the name of the application followed by the name of the
current document or the file.
2. OFFICE BUTTON: It contains commands such as new for creating a new file, open,
save, save as etc and commonly used commands.
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3. TABS: There are seven tabs in word 2007, Home, insert, page layout, references,
mailings, review, view each of them has a ribbon with a set of commands.
Ms-Word Screen
When the program starts, the following document window will be displayed on the
screen.
5.3 Creating, Saving and Closing Documents

Creating
Option 1
1. From the office button, click New then double click the Blank Document icon.
Saving
To save a new document
On the office button click Save As.

Type the file name on the File name box that appears.
Chose the location to save the file in the Save in box e.g. floppy (A), hard
disk(C) etc
Click the Save button.
Closing
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Click close button on the Ms- Word desktop or
From the file Menu click Exit.
Selecting Text/Block of Text
SELECT DO THIS
A word Drag over the word or Double click it
A graphic Click anywhere within the graphic
A line of text Drag over the text or Double click at the start of line
A sentence Hold Down Ctrl key and click anywhere in the Sentence
A paragraph Triple click anywhere in the paragraph to select
Entire document From Edit, click Select All
5.4 Formatting
To bold text
Select or highlight the text.
In the home tab click bold.
To Italicize text
In the home tab click italics
To underline text
In the home tab click underline.
To change Font size

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In the home tab click font size.
Under font size choose and click the font size desired.
To change Font type of text

In the home tab click font type.
Under font choose and click the font type desired.
Click Ok.
To change the font color

Select the text.
In the home tab click font color.
Under color box, choose the color desired.
Formatting Paragraphs
Word displays text, as it will appear when printed.
About line spacing

Line spacing determines the amount of vertical space between the lines and text.
Word uses single line spacing by default.
Inserting line spaces

In the home tab.
Under line spacing, choose and click the desired line spacing.
Aligning text
In the home tab.
Under alignment, choose and click alignment desired i.e. left, right or center.
Click Ok.
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Creating drop caps
Place the cursor at the beginning of the line/paragraph you want to have a drop
cap on.
In the insert tab, click drop cap.
Chose the desired option
Change case
Highlight or select the text.
In the home tab choose and click the desired case option e.g. upper, lower,
title or sentence cases.
Adding bullets and numbers

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

Select the items, which you want to remove bullets or numbers.
On the format menu, click Bullets and Numbering.
Choose none.
Click Ok.
Page Break
1. Position the cursor where you want the page break to appear.
2. From the insert tab click on page break.
Add a background
You can add different backgrounds to Word documents.
1. On the home tab, point to background and then check the color you want or click
more colors to see additional color choices. Click fill effects for special effects
such as textures.
2. Select the option that you want.
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Note: To remove a background, click NO FILL option.
Using SmartArt
This feature enables you to create visually compelling text affects e.g. slanting,
curving text in a document.
1. From the insert tab, select smartart and click the smart art graphic desired.
Shapes
The insert tab has a variety of features used to create different shapes in a document.
1. From the shapes icon, select a tool that you will use to draw a certain shape e.g. a
rectangle.
2. Click and drag to the desired position.
Insert a picture
You can insert a clip art or a picture from the clip Gallery.
1. Position the insertion point(cursor) where you want to insert a clip art or a picture.
2. From the Insert tab, click the clip art icon.
3. Click a clip art category then choose a clipart and click insert clip.
To resize the objects

1. Click inside the object i.e. clipart, word art or a drawing.
2. Position the mouse pointer in either of the placeholders.
3. Click and drag to the desired size.
4. Release the mouse button.
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5.5 Editing Your Document
To undo mistakes
Next to the office button, click undo or click the Undo button.
To undo several actions

1. Click the arrow next to the Undo button to see a list of the most recent actions.
2. Click the action you want to undo. If you don’t see the action, scroll through the
list.
5.6 To insert page numbers

Select insert, page numbers from the insert tab
Choose the position of page numbers
Choose alignment of page numbers
Removing Page Numbers

Select the page numbers icon to see the remove page numbers option as the last
option in the list.
Adding Headers and Footers

A header is the text that appears repeatedly at the top of a document while footers is
that text that repeatedly occurs at the bottom of a document.
To add a Header and Footers

Under the Insert tab chose either the header or the footer
Type the header/footer text
You can switch from the header to the footer by clicking the switch button to
move to the footer
Click close button to return to the document.
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To remove a header /footer - refer to removing page numbers
Copying and Pasting Text

An existing piece of text may be required in a different document. Ms word allows the
user to copy this text rather than retype then paste it to the required area. when text or
graphic is copied or cut, it is stored in the clipboard and can be pasted into as many
documents as desired.
To copy and paste text

Select the text to copy.
Select Copy or copy icon on the home tab.
Position the cursor where the text is to be placed.
Select Edit, Paste or Paste icon on standard toolbar.
Moving text
Select the text to move.
Select Cut or click cut icon on the home tab.
Position the cursor where you want the text placed.
Select Edit, Paste or click paste icon on standard toolbar.
Note: When you cut, the text is completely removed from the original location.
To spell check a Document

Select Spelling and Grammar… on the review tab.
Follow the instructions as given to replace a word, ignore, edit etc
Click Ok button when spelling and grammar is complete.
To find text
On the home tab, click on Find.
In the find what box, type the word/text being sought
Click find next button
To close the dialogue box, click cancel button
To Replace Text
You can find and replace test at the same time
On the home tab, click on replace
In the find what box type word / text as above
In replace with box type the word/ text to replace the sought word / text
Click replace all button
To close the dialogue box click cancel button
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Changing Page Setup
Depending on the size of the paper required and / or paper orientation and layout,
Ms –word will allow changing of the default to users requirement.
To change page setup

On the page layout tab, click size to change the paper to A4, A5, DL etc
Under orientation check the circle for either portrait or landscape
Working With Tables

A table is made up of rows and columns that can be filled with text and graphics. You
can sort and perform calculations on them. Tables make it easy to read information that
would otherwise have to be written in a representative and lengthy fashion. Use tables to
organize information and create interesting page layouts with side-by-side columns of
text and graphics.
The simple table:

1. In the insert tab click table.
2. In the no. of columns box enter the number of columns.
3. In the no of rows box enter the number of rows.
4. Click Ok.
Creating a table with a different format

1. In the insert tab click table
2. Choose a table format of your choice under quick tables
3. Click Ok.
Merging cells in a tab

1. Select the cells to be merged.
2. Right click to see the merge cells option.
Splitting the cells

1. Select cell to be split
2. From the shor tcut menu obtained by right clicking choose split cells
3. Type the number of columns and rows each cell is to be cell splitted
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To delete rows and columns in a table
1. Select the row or the column to be deleted
2. From the shortcut menu choose deleted cells
3. In the deleted cell dialog box choose an option i.e. entire row or column
4. Click Ok
Adjusting column width

1. Position the mouse pointer over the column boundary until it changes shape
2. Drag the column boundary to the right or left
Adding rows to a table

1. Select the row to row as above which you want to insert a new row
2. From the table menu choose insert cells
3. In the insert cells dialog box choose an option e.g. insert the entire row.
4. Click Ok.
To delete cells in a table

1. Select the cells you want to delete
2. From the layout tab choose the delete cells option
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5.7 Columns
Newspaper style columns

You can format text into multiple newspaper style columns. This is best applied when
creating documents like newspaper, newsletters or brochures.
Option 1
Using the columns button on the page layout tab
1. Highlight the text to be columned.
2. Select the number of columns you want.
Templates
A template is a document that contains predefined settings. The use of templates ensures
that there is consistency between documents.
1. From the office menu choose new.

2. Click on the relevant tab depending on the type of document you want to create e.g.
letters and faxes, legal document, menus etc.
3. Select the template that you want to use.
4. Click Ok.
5. Delete the default text and type your own.
To Print a Document
1. From the office menu, click print.
2. In the name box select a printer.
3. Choose an option for the number of pages to be printed i.e.
ALL: -Prints the entire document
CURRENT PAGE: -prints the current page
PAGE: -you can select certain pages within a document
4. .In the number of copies box, specify the number of copies you want in each page.
5. Click Ok.
Mail Merging
If you had to type the same form letter 100 times, you know what boring and back
breaking work it can be. Never again, by setting up the form letter as a Ms Word merge
documents, you need type the letter only once.
STEP 1
1. From the mailings tab click Mail Merge and choose letters
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STEP 2
Select recipients
One can select from an existing file or by creating a new data source
Creating a new data source

1. Choose get data type new list
2. Create data source dialogue appear as shown below
3. Remove the fields not needed and / or create new field
4. When you have finish creating the fields click ok
5. Type the data to be stored
STEP 3
1. Place the cursor to position of field insertion
2. From the mail merge toolbar click insert merge field
3. Repeat field insertion until all the fields have been inserted
4. Choose Finnish merge
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Instructions: Reproduce the document below in MsWord
Definition of a computer
computer is an electronic device capable of executing instructions, developed based on

Aalgorithms stored in its memory , to process data fed to it and produce the required results faster than human beings.
Different types of computers
Supercomputer
Mainframe computer
Minicomputer
Workstations
Personal computer
o Desktop (e.g., PC's, I-Macs ...)

o Notebook and Laptop
BASIC UNITS
Main Memory
Input Output
Devices Processor Devices
Backing
Storage
1 Kilobyte 1024 bytes

1 Megabyte 1024 Kilobytes
1 Gigabyte 1024 Megabytes
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Wiley
48
CHAPTER SIX
SPREADSHEETS

Explain the different Spreadsheet terms
Create a new spreadsheet and open an existing one
Input text, numbers and simple formulae
Employ simple functions such as SUM, AVERAGE
Create and modify charts/graphs to illustrate data
Spreadsheets are application packages used for manipulation of figures. A spreadsheet

usually consists of a series of rows and columns. The figures or text are inserted into
cells. Examples include Ms Excel, Lotus 1-2-3,Supercalc, Quattro Pro.From the
examples given, we shall tackle Ms Excel.
Applications of Spreadsheets
1. Can be used to record sales, produce invoices and compile statements.
2. Researchers can compile and analyze their results.
3. Teachers can compile their students’ marks and produce overall results.
4. Clerks and secretaries can easily create tables of figures and manipulate.
6.1 MICROSOFT EXCEL
START EXCEL
Option 1
Click the start button moves to programs move to Microsoft excel and click
Option 2
Click the excel button on the Microsoft shortcut if only if the option available
6.2 THE EXCEL WINDOW
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Window
When you work in Excel, you use workbook files to hold your information. Each
workbook consists of several worksheets made up rows and columns of information.
A workbook therefore allows you to organize various kinks of related information in a
single file (or workbook)
Worksheet
A worksheet is one sheet in an Excel workbook. Each worksheet consists of 256 columns
and 65,536 rows.
Columns
Columns are the vertical divisions of a worksheet that are identified by letters. The
th
columns begin with A and proceed through the alphabet. The 27 column is AA
followed by AB, AC, and this convention for naming continues through the entire
alphabet until you end up with the last column (column 256) which is designated IV.
Rows
Rows are the horizontal divisions of a worksheet and are identified by numbers.
Cells
A cell is the intersection of a row and a column. Each cell has an address that consists of
the column letter and row number (A1, B3, C5 and so on)
Each cell is capable of containing different types of information e.g. text, number, times,
formulas. Excel data basically comes in two varieties: labels and values.
A label is a text entry consisting of alphanumeric characters. It is called a label because it

typically provides descriptive information such as the name of a place, person, e.t.c. A
label has no numerical significance in Excel.
A value is data that has numerical significance. These include numbers, dates and times
that you enter on your worksheet. Values can be acted on by formulas and functions.
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The figure below shows the elements of an Excel window.
Element Description
Formular bar When you enter information into a cell, it
appears in the Formula bar.You can use the
formula bar to edit the data later. The cell’s
location also appears.
Column Headings The letters across the top of the worksheet,

which identify the columns in the worksheet.
Row Headings The numbers down the side of the worksheet,

which Identify the rows in the worksheet.
Cell Selector The dark outline that indicates the active cell. It
Highlights the cell you are currently working
in.
Worksheet tabs These tabs help you move from worksheet to

Worksheet within the workbook. The active
Worksheet is displayed in bold.
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Active cell It indicates the cell in which the typed data will
be entered. It is also known as the current cell.
Create a new workbook
Option 1
1. On the office menu, click New
2. To create a new blank workbook, click the General tab and then double click the
workbook icon.
Saving a workbook
1. In the office menu click save as.
2. In the save in text box click and specify the location to save in.
3. In the file name text box type the name of the file.
4. Click save.
NB
The first time you click ‘save as’ from the file menu, the Documents folder is displayed
by default as the folder to save in.
Close a workbook
On the file menu click close.
6.3 WORKING WITH WORKBOOKS AND WORKSHEETS
Moving around in a worksheet

To move between cells on a worksheet, click any cell or use the arrow keys. When you
move to a cell, it becomes the active cell (the selected cell in which data is entered when
you begin typing. Only one cell is active at a time .A heavy border bound the active cell)
To see the different area of the sheet, use the scroll bars.
Switch to another sheet in a workbook

Click the sheet tab
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(A tab near the button of a workbook window that displays the name of a sheet To
display a shortcut menu, click a tab with the right mouse button .To scroll through the
sheet tabs, use the tab scrolling buttons to the left of the tabs)
Insert a new worksheet

On the home tab, click insert and then chose worksheet
Delete sheets from a workbook

1. Select the sheets you want to delete.
2. On the home tab select delete sheet.
Rename a sheet
1. Double click the sheet tab.
2. Type a new name over the current name.
6.4 ENTERING DATA
Enter numbers, text, date, or time

1. Click the cell where you want to enter data.
2. Type the data and press ENTER or TAB.
Use a slash or a hyphen to separate the parts of a date, for example, type 8/6/99 or jun-99
To enter a time based on the 12-hour clock, type a space and then a or p after the time for
example, 9.00 p. Otherwise, Microsoft Excel enters the time as AM.
Enter a formula
1. Click the cell in which you want to enter the formula.
2. Type =(an equal sign)
3. Enter the formula.
4. Press ENTER.
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Enter the same data into several cells at once
1. Highlight the cells where you want to enter data. The
cells can be adjacent or nonadjacent
2. Type the data and press CTRL+ENTER
Fill in a series of numbers, dates or other items

1. Select the first cell in the range you want to fill and enter the starting value for the
series.
To increment the series by a specified amount, select the next cell in the range and enter
the next item in the series. The difference between the two starting items determines the
amount by which the series is incremented.
2. Select the cell or cells that contain the starting values.

3. Drag the fill handle over the range you want to fill.
To fill in increasing order, drag down or to the right.

To fill in decreasing order, drag up or to the left.
Cancel or undo an entry

To cancel an entry before you press ENTER, press ESC.
To undo a complete entry, click Undo button on the standard tool bar.
Tips on entering numbers
To avoid entering a fraction as a date, precede fractions with a 0 (zero); for example,
type0 ½ (there is a space between zero and ½)
Precede negative numbers with a minus sign (-), or enclose the numbers in parentheses ().
Select cells, ranges, rows and columns

To select Do this
A single cell Click the cell, or press 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.
Nonadjacent cells or cell ranges Select the first cell or range of cells, and
54
then
hold down CTRL and select the other cells or
ranges.
A large range of cells Click the first cell in the range, and then hold
down SHIFT key and click the last cell in the
range.
An entire row Click the row heading.
An entire column Click the column heading.
Adjacent rows or columns Drag across the row or column headings.
Non-adjacent rows or columns Select the first row or column, and then
hold
down CTRL and select the other rows or
columns.
Select sheets in a workbook

If you select more than one sheet, Microsoft Excel repeats the changes you make to the
active sheet on all other selected sheets. These changes may replace data on other sheets.
To select Do this
A single sheet Click the sheet tab.
Two or more adjacent sheets Click the tab for the first sheet and then
hold down
SHIFT and click the tab for the last sheet.
Two or more nonadjacent sheets Click the tab for the first sheet and then hold
down
CTRL and click the tabs for the other sheets. Right
All sheets in a workbook click a sheet tab and then click Select All Sheets
on the shortcut menu.
To cancel a selection of multiple sheets in a workbook, click any unselected sheet. If no

unselected sheet is visible, right click the tab of a selected sheet then click Ungroup
Sheets on the shortcut menu.
Clear or delete cells, rows or columns

When you delete cells, Microsoft Excel removes them from the worksheet and shifts the
surrounding cells to fill the space. When you clear cells, you remove the cell contents
(formulas and data), formats or comments but leave the blank cells on the worksheet.
To clear contents, format or comments from cells

1.Select the cells, rows or columns that you want to clear.
55
2. Press the delete key on your keyuboard.
Delete cells, rows or columns

1. Select the cells, rows or columns you want to delete.
2. Home tab, click Delete.
Undo mistakes
To undo recent actions one at a time, click Undo next to the save icon.
To undo several actions at once, click the arrow next to Undo button and select from the
list. Microsoft Excel reverses the selected action and all actions above it.
To undo several actions at once, click the arrow next to Undo button on the standard
toolbar and select from the list. Microsoft Excel reverses the selected action and all
actions above it.
Insert cells, rows or columns

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

1. Select a range of existing cells where you want to insert the new blank cells.
2. Select the same number of cells as you want to insert.
3. On the insert icon under the home tab, click cells.
4. Click Shift cells right or shift cells down.
Insert rows
1. To insert a single row, click a cell in the row immediately below where you want the
new row. For example, to insert a new row above Row 5,click a cell in Row 5.
To insert multiple rows, select rows immediately below where you want the new rows,
select the same number of rows you want to insert.
2. On the Insert menu, click Rows.
Insert columns
1.To insert a single column, click a cell in the column immediately to the right of where
you want to insert the new column. For example, to insert a new column to the left of
column B, click a cell in column B
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To insert multiple columns, select columns immediately to the right of where you
want to insert the new columns. Select the same number of columns as you want to
insert.
2. On the Insert icon on the home tab, click Columns.
6.5 FORMATTING A WORKSHEET
Change the size, font, colour, or other text format

You can specify a font, font size and font color by clicking buttons on the home tab.
Change the font or font size

1. Select whole cells or the specific text in a single cell that you want to format.
2. In the Font box, click the font you want.
3. In the Font size box, click the font size you want (on the home tab)
Make selected text or numbers bold, italic or underlined

2. On the home tab, click a button for the format you want.
To make text Click
Bold B
Italic I
Underlined U
Change the text color

2. To apply the recently most selected color, click Font Color A
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To apply a different color, click the arrow next to Font Color A and then click a color on
the palette.
6.6 APPLYING BORDERS
To apply border styles

1. Click the Border tab in the home tab.
2. Click the line style you want and then click a button to indicate the border placement.
To apply borders to selected cells that contain rotated text

1. Click Cells on the Format icon under the home menu.
2. Click the Border tab and then use the Outline and Inside buttons under Presets.
The borders are applied to the edges of the cells which are rotated to the same degree as
the rotated text.
To change the line style of an existing border

1. Select the cells on which the border is displayed.
2. On the Border tab (Cells dialog box, Format menu) click the new line style in the style
box and then click the border you want to change in the cells diagram under border.
Change column width and row height

You can adjust the width of columns and the height of rows. You can also define the
default width of columns for a worksheet. Defining the default column width adjusts all
columns to the same width except columns that have previously been changed.
Change column width
Using different options

1. Drag the boundary on the right side of the column heading until the column is the
width you want.
2. To change the column width for multiple columns, select the columns you
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want to change. Then drag a boundary at the right of a selected column heading.
3. To change the column width for all columns on the worksheet, click the Select All
button (at the left edge of the borders) and then drag the boundary of any column
heading.
4. To make the column width fit the contents, double-click the boundary to the right
of the column heading
Change row height
Using different options
1. Drag the boundary below the row heading until the row is the height you want.
2. To change the row height for multiple rows, select the rows you want to change then
drag a boundary below a selected row heading.
3. To change the row height for all rows on the worksheet, click the Select All button (at
the left edge of the borders) and then drag the boundary below any row heading.
4. To make the row height fit the contents, double-click the boundary below the row
heading.
THE FILL HANDLE

The fill handle enables you to extend a series. It is also used for copying formulas.
Procedure
1. Position the mouse pointer right on the block like mark in the bottom right corner
of the active cell.
2. Click and drag to extend a series.
6.7 OPERATORS
Operators are signs or symbols which specify the type of a calculation that you may
perform in the elements of a formula.
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There are four different types of calculation operators i.e.
1. Arithmetic
2. Comparison
3. Text and
4. Reference
ARITHMETIC OPERATIONS
They perform basic mathematical operations e.g. addition, subtraction, multiplication and
division.
Operator Performs Sample Formula Result
^ Exponentiation =A1^3 Enters the result of

raising the value in
cell A1 to the third
power.
+ Addition =B1+B2 Enters the total of
The values in cells
B1 and B2.
- Subtraction =B1-B2 Subtracts the value
In cell B2 from the
value
in cell B1.
* Multiplication =A1*B1 Multiplies the value
cell A1 by cell B1.
/ Division =A1/B1 Divides the value in
cell A1 by the value
in cell B1.
COMPARISION OPERATORS
They compare two values then produce a logical value i.e. TRUE or FALSE.
OPERATOR EXAMPLE
= (Equal to) A1=B1
> (Greater than) A1>B1
< (Less than) A1<B1
>=(Greater or equal to) A1>=B1
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<=(Less or equal to) A1<=B1
<>(Not equal to) A1<>B1
REFERENCE OPERATORS
OPERATOR EXAMPLES
:(COLON) Range operators which
produces one reference for all the cells B5:B15 between two
references.
,(COMMA) Union operator which combines

multiple references into one. Sum (B5:B15,
D5:D1)
FORMULAS
A formula is an equation that analyses data in a worksheet. Formulas perform operations
e.g. addition, multiplication, comparison etc. They can refer to other cells on the same
worksheet as well as other sheets in the same workbook or even in other workbooks .A
formula must always begin with an equal sign or symbol e.g.=10-5. The result of the
formula is then displayed in the cell.
You can use parentheses to change the syntax (structure or order of elements) e.g. in the
formula =5+2*3 Excel carries multiplication first .If the parentheses are used, the syntax
changes.
E.g. =(5+2)*3
FUNCTIONS
This is a special kind of predefined by Excel
The specific arguments required by a function depend on what the function does.
THE SUM FUNCTION

The sum function sums up a range total. This function saves time e.g. instead of creating
a formula = A1+B1+C1+A2+B2+C3+A3+B3+C3 a sum function will make it easy i.e.
=SUM (A1:C3)
Please, note the reference operator :(colon)
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RETURN VALUES OF FUNCTIONS
AVERAGE: If cell A1 contains value 12 and B1 value 8,the function =average (A1:B1)
returns 10.
MODE: This is the most frequently occurring or repetitive value in an array of data
syntax e.g. =mode (10,3,4,3,5,3,7,3,4)
N/B If a data set has no duplicate values, mode returns the # N/A error value.
MEDIAN: This is the middle value or the number in the middle of a set of numbers
Syntax e.g. =median (2,4,6,8,10)
Numbers in the middle e.g.
=Median (1,2,3,4,5) equal 3
=Median (1,2,3,4,5,6,) equals to 3.5 and this is the average of 3+4
Excel Error Values

The various types of errors you may encounter as you use formulas are:
Error Description
#DIV/0! The formula is attempting to divide by zero. Check the cell
references for blanks or zeros that may have resulted if you
deleted a cell referenced by the formula.
#N/A The formula refers to a cell with a #N/A entry or a cell that
contains no value. This error warns you that not all the data
referenced by a formula is available.
#NAME? Excel doesn’t recognize a name you entered in a formula.
Verify that all names in the formula exist and define any
missing names.
If applicable, verify that you used the correct function name.
#NULL! The formula specifies two areas that don’t intersect. Check to
see
if you entered the cell or range reference incorrectly.
Remember to
use commas (not spaces) between function arguments.
#NUM! There is a problem with a number used in the formula.
Check for the correct use of function arguments.
#REF! A cell reference in the formula is incorrect. Check for
changes to cell reference caused by deleting cells, rows or
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columns referenced by the formula.
#VALUE! The formula contains the wrong type of argument or operator.
Check for the correct syntax of the formula.
Merge cells to span several columns or rows

Merging combines two or more selected adjacent cells to create a single cell. The
resulting merged cell contains the upper left-most data in the selection which is centered
within the cell. The cell reference for a merged cell is the upper-left cell in the original
selected range.
1. Select the cells that you want to merge.

2. To merge cells in a row and center the cell contents, click Merge and Center.
To merge any selection of cells within a row or column, click merge cells on the home
tab.
6.9 WORKING WITH CHARTS

You can display Microsoft Excel data graphically in a chart. Charts are linked to the
worksheet data they are created from and are updated when you change the worksheet
data. You can create charts from cells or ranges that are not next to one another.
1. Select the cells that contain the data that you want appear in the chart.
2. Under the insert tab select the kind of chart you want.
3. The chart is prepared for you.
Create a chart from non-adjacent selections

1. Select the first group that contains the data you want to include.
2. While holding down CTRL key, select any additional cell groups you want to include.
3. Under the insert tab select the kind of chart you want.
4. The chart is prepared for you.
Move and resize chart items by the use of the mouse

You can use the mouse to resize and move the chart area, the plot area and the legend.
Microsoft Excel automatically sizes titles to accommodate their text. You can move titles
with the mouse but not resize them.
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1.Click the chart item.
2.To move a chart item, point to the item and then drag it to another location.
To resize a chart item, point to a sizing handle.

When the mouse pointer changes to a double-headed arrow, drag the sizing handle until
the item is the size you want.
Rotate text in a chart title or along an axis

You can rotate or “angle” text in a chart or along an axis. However, you cannot rotate
legend text.
1. Click the axis or the title you want to format.
2. If you clicked an axis, click Axis on the Format menu.
3. Click the Alignment tab.
4. To rotate text, under Orientation, click a degree point or drag the indicator to the
position you want.
About using a list as a database

In Microsoft Excel, you can easily use a list as a database. When you perform
database tasks such as finding, sorting or subtotaling data, Microsoft Excel
automatically recognizes the list as a database and uses the following list elements to
organize the data.
The columns in the list are the fields in the database.

The columns labels in the list are the fields names in the database.
Each row in the list is a record in the database.
Sorting a list
You can rearrange the rows or columns of a list based on the values in the list by
sorting. When you sort, Microsoft Excel rearranges rows, columns or individual cells
by using the sort order that you specify. You can sort lists in ascending (1 to 9,A to Z)
or descending (9 to 1,Z to A) order and sort based on the contents of one or more
columns.
A Z
Sort in ascending or descending order Z A
1.Click a cell in the column you would like data sort.
2.Click Sort ascending or descending button on the standard toolbar.
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Sort columns based on the contents of rows
1.Click a cell in the list you want to sort.
2.On the Data tab, click sort.
3.Click Options.
4.Under Orientation, click sort left to right and then click Ok.
5.In the Sort by and Then by boxes, click the rows you want to sort.
6.Click Ok.
Using apply filter
Autofilter
Displays only those rows that match the value in the active cell and inserts Autofilter
arrows to the right of each column label.
Show all
Displays all of the rows in a filtered list.
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6.10 Chapter Review Exercise
Intermediate Spreadsheet Concepts Exercise
Create a spreadsheet using the following information. You have been asked to prepare
a spreadsheet to show the profit and loss figure for the last financial year. The profit
and loss should be shown as a dollars and as a percentage.
1) Enter the raw data below, applying as many presentation Features (Font, Font Size, Font
Colour, Number Formats and Colour, Cell Shading, Text Rotation, etc) to it as you wish.
2) Apply appropriate number formats to your numbers.
3) Give your spreadsheet an appropriate title and center it across your spreadsheet.
4) Select the best page orientation for your spreadsheet.
5) Adjust the column width and row height to suit the layout you have selected.
6) Create formula's to calculate the profit / loss as a currency for each month.
7) Create formula's to calculate the profit / loss as a percentage for each month.
8) Create formula's to calculate the Annual Totals for the Income, expenditure, and profit /
loss.
9) Create a formula to calculate the profit / loss for the whole year.
10) Setup an appropriate header for this spreadsheet.
11) Setup a page number for this spreadsheet and place it in the footer.
Month Income Expenditure

March 1259.9 1410.45
April 1163.98 1499.10
May 1533 1370.25
June 1774 1440.8
July 1631 1530.25
August 1658 1490.55
September 1781 1369
October 1821.54 1420
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November 2233.82 1611.81
December 2537.22 1577.63
January 1650 1423.98
February 1623 1598.12
Wiley
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CHAPTER SEVEN
DATABASE MANAGEMENT SYSTEMS

Explain the different database terms
Open and use an existing database
Design and create a simple database
Save database objects with appropriate names
Create simple queries
Design input forms
Design output reports
These are software that allow records to be entered in the system and to be retrieved in a
specified format. Examples are Ms Access, Paradox, Dbase, FoxPro, Sybase.
From the above examples, we shall look at Ms Access.
7.1 MS ACCESS
MS Access is a database tool used to store, maintain and use a collection of information
that is organized to serve a specific purpose.
A database is a collection of related information organized to serve a specific purpose.
Benefits of using database to store information

1. Fast retrieval of information i.e. data is easier to find.
2. Easy to maintain accurate and up to date data.
3. Easy to analyze and make summary reports on the stored data.
4. Easy to protect your data from unauthorized access.
5. Information can be accessed in many ways.
Database objects
Tables, Queries, Forms, Reports, Macros, Modules.
Tables
Collection of data about a specific subject e.g. customers, employees e.t.c. In a
table, data is organized in fields (columns) and records (rows)
A table consists of:
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(a) Field names
(b) Data types
(c) Description
(a) Field name: - these are column headings for the table being created.
(b) Data types: - the attribute of a field that determines the type of data it can hold
e.g. text, Numeric, Currency etc.
(c) Description: - This column is optional but can be used to give a detailed of the
field name.
Primary key: - This is a field that is used to uniquely identify each record stored in a
table.
Queries
A query is a type of database search. It enables you to retrieve data that has met
conditions you specify, indicating data from tables.
The word ‘query’ literally means ‘to ask’. Access queries provide a way of asking about
your data. When you design a query, you identify the fields to be included and the
records to be retrieved from one or more tables.
You can as well update or delete multiple records at the same time, perform built in or
custom calculations on your data.
Forms
They are used for adding new data, editing or displaying existing data. This data can be in
a table or a query. Information entered directly in a form will appear in Tables
automatically.
Reports
The desired result of any database is to provide information in the form of reports.
You can print reports from tables or queries in any desired format. Reports are used to
summarize and display data from your database. It displays the most up-to-date
information.
Modules
They are collection of codes using Access Basic programming language. If
programming is necessary, you can write modules.
69
Database definitions
1. Field: This is any piece of information in a database e.g. Names, Age, Birth date.
2. Record: It is a collection of several related fields.
3. Database File: This is a collection of several records.
Applications of databases
1. Educational applications: Preparing students’ reports, class schedules.
2. Retail applications: This may include sales projections and Quotas, Market
analysis e.t.c.
3. Legal applications: This may include client information and case schedules.
4. Financial applications: This may include stock market forecasting and end of
year financial reports.
PLANNING REQUIREMENTS
In order to plan an efficient database you need to ask yourself some questions, these
include.
1. What information do I need to keep track on?

2. What is my hardware and software capability?
3. Who will be using the database?
4. What are the projected future database needs?
Using the example of student records database, let us design, implement and use Access
as a database manager.
The subject/object here is a student and the suggested field names could be;
i) Student’s name
ii) Student’s registration number
iii) Student’s address
iv) Parent’s name
v) Age
vi) Sex
vii) Course taken
viii) Subjects
ix) Hours a subject takes
x) The lecturer
xi) Lecture’s rate per hour
xii) Tuition fee
xiii) Course duration
xiv) Date of admission
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xv) Amount paid
All the above listed is information about one object – student. There is need however to
limit the list to the subject area only.
Therefore the next stage you ask question (s) like:

Do I want to store information about lecture’s records or student’s?
If I want the student’s records, should I include fee payments records, timetable or
examination records?
Let us assume we wish to store student fee payment records only. This will reduce above
list to the following.
i) Student’s name
ii) Student’s registration number
iii) Student’s address
iv) Course taken
v) Age
vi) Sex
vii) Date of admission
viii) Amount paid
7.2 WORKING WITH ACCESS 2000

Starting Access
1. Click start button and move to programs.
2. Move to Ms access and click.
3. The resulting dialog box prompts you to create a new database using either
blank database, database wizard or existing database.
4. Click ‘blank database, option since you are creating a new one. To open an
existing one, click the appropriate option.
5. The ‘file new database’ window appears. Enter the name of the database you
want to create i.e. (Macarl student record system) and click Create.
6. A database window appears. It is blank since there are no tables, queries,
forms, and reports.
NB: The database name (Macarl student record system) is displayed on the title bar of
the database window.
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7.3 WORKING WITH TABLES
When you create a database in Ms Access a new table is created for the user. In order to
customize the table follow the following steps.
1. Select view under the datasheet tab.

2. Select design view
3. The ‘table window’ appears with field name, data type and description
columns (as discussed in tables earlier)
4. In the Field name, type the first field i.e. assuming we are creating a table on
students, one suggested field could be Student name. Therefore, type Student
name.
5. Click data type column and select the data type, (in this case text)
6. Click the description column and describe the field you have just made.
However it is optional and could be skipped.
7. Define all other student’s detail fields by repeating steps 5-7.
8. Close the table and respond affirmatively to ‘save changes’ dialog box.
Save the table as ‘students’
NB: your database now has one table object.
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DATA TYPE USE EXAMPLE
Text (Default) text or combination Stephen, Mary, KAZ

of text & numbers as well as 078w KQ2534
numbers that don’t require
calculations such as phone
numbers. The default size is
50 characters but up to 225
characters can be stored.
Memo Lengthy text or combination Notes and descriptions
of text and numbers. Can
store up to 64,000 characters
Number Numerical data used in 6634,76731,890987,33,978
mathematical calculations,
except that involving money.
Date and time Dates and times values for the 2-jan, 17/8/90, 09:55AM
years 100 through 9999 4-march-1789
Currency Monetary values $5689,ksh9873, £5637
Auto number A unique sequential

(incremented by 1) number or
random number assigned by
Ms Access whenever a record
is added. AutoNumber cannot
be updated
Yes/No Yes or No values or fields
contains only one or two
values (true/false, yes /no, on
off)
OLE object Graphics and objects such that
Ms Excel spreadsheets,
sounds can be embedded to
Access
A unique field is required in every table. This is an identification key like the national ID
card that identifies each person individually. The unique key is referred to as primary
key in Access. It is useful when you want to avoid entering duplicated records.
If what you design does not have a unique field, Access lets you include a special field
called AutoNumber which contains sequential or random numbers that Access
automatically generates as you add new records.
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Setting a primary key
1.In the table design view, click inside the key you want to define as the primary key.
2.Click on the primary key in the design tab.
N/B: If Access has already taken AutoNumber as the primary key, delete the record by
choosing it from the border and pressing delete key from the keyboard.
Using the data sheet view and the design view
1.Double click on the table to open it

2.The table is open displaying all the field without any record 3.At
this juncture, you can add records in your table
4.In case you want to change the a field name, click view from the menu bar 5.Click
design view, highlight the field you want to rename and type the new
name.
N/B:
Datasheet view allows you to add records while you modify the table in design view.
You can rename a field in data sheet view by double clicking the field and typing a
new name
Sorting records in the table
Sorting helps to quickly locate the highest or the lowest value in a list E.g. you can sort to know
who has paid the highest amount.
It also helps arranging data in order of priority.
Procedure
1) Position the cursor in the field you want to sort.
2) To sort in ascending or descending, click the sort ascending/descending from
the home tab.
Insert, Delete or Rename a column
To insert a new column to the left of the current column, click on add new column on table
datasheet view.
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To rename a column, double click its heading and then type the name desired.
To delete a column, click the column heading to select it and then click Delete on the home
tab.
7.4 RELATIONSHIPS
After setting up different tables for each subject in a database, there is need to let access
know how to bring the information back together. The first step in this process is to
define relationships between the tables. After that, queries, forms, reports can be used to
display the information from all the tables at once.
A relationship is an association established between common fields in two tables. It can

be one-to-one, one-to-many or many-to-many relationship. A relationship works by
matching data in key fields usually a field with the same name in both tables.
A one-to-one relationship
In a one-to-one relationship, each record in Table A can only have one matching record
in Table B and each record in Table B can have only one matching record in Table B.
A one-to-many relationship
A one-to-many relationship is the most common type of relationship. In a one-to-many
relationship, a record in Table A can have many matching records in Table B, but a
record in Table B has only one matching record in Table A.
A many-to-many relationship
In a many-to-many relationship, a record in Table A can have many matching records in
Table B, and a record in Table B can have many matching records in Table A. This type
of relationship is only possible by defining a third table (called a junction table) whose
primary key consists of two fields, the foreign keys from both Tables A and B. A many to
many relationship is really two one-to-many relationships with a third table.
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7.5 WORKING WITH QUERIES
Creating a query
Query is a database search. It enables you retrieve data that meets certain criteria. You
can use a query to create a table, a report or a form. When you have a frequently asked
query, you can save it so that each time you need the information, you just run the query
instead of opening the table.
Creating a select query

1. In the create tab select query design.
2. The show table dialog box appears. In this dialog box, you select the table(s)
that you want to base your query on.
3. Select the table and click Add.
4. Click close to close the dialog box and get to the query window.
5. Place the cursor in the row for ‘field’ and click to chose the field(s) you want in your
query.
6. To view the output, click on the ‘RUN’ button on the query design toolbar.
.
Saving a query
1. Close the query box by clicking ‘X’ button
2. Click yes when prompted to save the query.
3. Type the name of the query in the ‘save as’ dialog box. In our case ‘students balance s’
4. Click Ok
A query that meets a given criteria

1. Open the table you want to query.
2. In the database window, click the query tab.
3. Choose the table(s) that you want to query, in the show table dialog box, click add and
then close.
4. In the field area, select the field(s) to be included in your query E.g. you can select
‘student’s name’ and ‘amount paid’ fields.
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5. In the criteria row, type the criteria you want to base your query on e.g. if you are
querying for all the students who have paid over Ksh2000, type >Ksh2000 under the
‘amount paid’ field.
6. Click the run button ‘!’ on the toolbar.
7. Save the changes you have made.
Searching for words that begin with a specified letter.

1 .In the database window, click the query tab.
2. Click the ‘New’ button and then select design view.
3. Click OK.
4. The show table dialog box appears. In this dialog box, you select the table(s) that
you want to base your query on.
7. Place the cursor in the row for ‘field’ and click to chose the field(s) you want in
your query.
8. In the field's Criteria cell, type
LIKE [Enter the first character to search by:] & "*"

Searching for words that contain a specified character.

1 .In the database window, click the query tab.
2. Click the ‘New’ button and then select design view.
3. Click OK.
4. The show table dialog box appears. In this dialog box, you select the table(s) that
you want to base your query on.
7. Place the cursor in the row for ‘field’ and click to chose the field(s) you want in
your query.
8. In the field's Criteria cell, type
LIKE "*" & [Enter any character to search by:] & "*"

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7.6 FORMS
Working with forms

A form is basically a way of displaying data, record by record. It is the most convenient
object in which a non-experienced user of Access can enter records. Any record entered
using a form is automatically entered into the table. In forms, you can edit, sort, filter,
add/delete records etc.
To create a form using wizard

In the create tab select form. A new form will be created for the user. Click on close to
save the form. Double click on the saved form in order to open it. You can now enter new
records using the form.
(Object linking and Embedding)

O.L.E: its an object such as the Ms- word document, MS –Excel spreadsheet, graphics,
sound or other binary data linked to or embedded in a MS-Access table.
Access allows you to accompany your database with graphical objects e.g. you can
have a customers photo as one of the items in his records. You can have the picture of the
products you have on sale etc.
Procedure
1) In the database window, click the tables tab then click new or use an existing
table.
2) Click design view then Ok
3) Designate one of the field for the O.L.E. The field name could be photo, picture
etc. For its data type, select O.L.E. objects.
4) Close the table and save the changes.
5) Open the table.
6) Right click the O.L.E fields(s) then insert object.
7) From the object type list, select a category i.e. Microsoft clip gallery then click
Ok.
8) Select a clip then click insert.
NB/ The object will always be seen whenever you open a form based on the table or
query that has the O.L.E field.
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8.7 REPORTS
Reports are used to analyze data or present it in a certain way in print. A report could be
that which groups data and calculates totals and another different data formatted for
printing mailing tables.
To create A Report using Wizard

You can create a report on your own or you can have Ms-Access create one for you .The
wizard speeds up the process since it does all the basic work for you. A wizard promotes
you for information and creates a report based on your answers. You can also customize a
table in design vie\w.
Procedures
1) In the design tab click on report design.

2) Click the table or the query that contains the data you want to base your report on.
3) Click Ok.
4) Follow the directions in the wizard dialog boxes.
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7.8 Chapter Review Exercise
Prepare a database table and assign appropriate data types to hold the following data and
define a primary key
Name Course DATE OF SEX FEES(Kshs.)
BITH
Kilonzo David Muthami B. Ed 31/01/92 Male 54,000
Mumbi Irene Wangui M. Ed 06/10/87 Female 60,000
Mwangi Muriithi M. Ed 21/06/93 Male 54,000
Simon Kinyanjui BBIT 16/09/97 Male 62,000
Muuki Agneta Kalekye B. Ed 19/04/93 Female 60,000
Wang'ombe Grace BBIT 17/01/88 Female 54,000
Kiramana Paul M. Ed 25/04/90 Male 19,000
Gatwiri Everlyn B. Ed 11/11/92 Female 60,000
Ruth Wangeci BBIT 31/01/92 Female 16,000
Harrison Mundia B. Ed 2/01/89 Male 22,000
Musyoka Ruth B. Ed 31/01/92 Female 36,000
Mwenda Sylivia BBIT 19/08/94 Female 41,000
Reuben Gichana M. Ed 11/05/92 Male 56,000
Mutio Mary Mwikali B. Ed 31/12/91 Female 60,000
Karanja Kelvin BBM 26/11/92 Male 60,000
Required
1. Create a data entry form in design view and apply your own design in the form
2. Enter the above records using the form above
3. The semesters fees is 60,000 Kshs. Produce a list of students who have
cleared the fees
4. Produce a list of Female students taking a course in education
5. Produce a list of students who were born before the year 1990
6. Product a report that will show the current students grouping them by their
respective courses
7. Prepare a report showing a list of students who have cleared their fees
8. Prepare a macro that will open no 3 above and open the report on 7 above.
Wiley
80
CHAPTER EIGHT
PRESENTATION GRAPHICS

Prepare a presentation in Microsoft PowerPoint
Use pictures and objects
Use animation in Microsoft PowerPoint
Create organization charts using the Microsoft PowerPoint tools
Create graphs using the Microsoft PowerPoint tools
MS POWERPOINT
INTRODUCTION
What is PowerPoint?
This is a complete presentation graphics package. It gives you everything you need to
produce a professionally looking presentation. It enables you to express your ideas in
graphics, text and objects all in one.
What is presentation?
It is a collection of slides, handouts, speaker’s note, and outline all in one file. As create a
slide you are creating a presentation, giving it a format that will carry through from
beginning to the end.
What is a slide?
Slides are individual pages of your presentation. Slides have titles, text, drawn objects,
shapes, clip arts, and visuals created with other application.
Starting PowerPoint
From the start menu select programs and the move to PowerPoint and click.
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By default it creates a new presentation 1 for you with a window shown below.
8.1 Starting a presentation

1. Type the title and anything else on the layout on the first slide
2. On the “Home tab”, click “New Slide” and select a new layout for the next slide.
3. Repeat steps 2 for each new slide.
N.B: You can put as many slides as desired.
8.2 ADDING AND FORMATTING TEXT

Add text.
Normally the easiest way to add text to a slide is to type directly into any placeholder
that accommodates text. However when you want to add text outside a placeholder
you use “Text Box tool on the format tab.
Changing the font and color of the text

1. Highlight the text to be formatted
2. From the home tab click font
3. Choose the desired font size color e.t.c
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Add, change or remove a bullet
After you create a bulleted text, you can change the look of the bullets: their size,
shape, color, e.t.c
To change a bullet, you need to highlight the test associated with the bullets. You
cannot highlight a bullet.
1. Highlight the text
2. In the home tab, select bullets
3. Choose from the variety of bullets and click
4. Specify things like color and the size.
FORMATTING YOUR SLIDE

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

A slide can be looked at in different angles. These views help a lot while working on
your presentations.
To access the views, click the view tab. The most common views are:
1. Slide: Views individual slide.

2. Outline: Views all slides (outlined). NB.Graphics & Text effects cannot be
viewed in outline.
3. Slide sorter: Miniatures all slides in your presentation. You can animate, transit,
sort etc in this view.
4. Slide show: Complete presentation is run in this view.
Deleting a slide
1. Select the slide you want to delete
2. On the home tab, click Delete
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8.4 WORKING WITH OBJECTS
Objects in PowerPoint could be any of the following
Clip Arts
Tables and graphs from other applications e.g. Excel
Paint brush pictures
Media clips and many more
PowerPoint comes with its own set of pictures in the clip art gallery. The clip art gallery
includes a wide variety of clip arts that makes it easy for you to dress up your
presentation with professionally designed images. You will find everything from maps to
people and from buildings to scenic backgrounds.
Inserting pictures in your presentation

1. From the insert tab point to clip art
2. You can choose from the
3. From the source you have chosen, chose the picture and click insert.
Inserting Shapes
1. From the insert tab click shapes
2. Move to desired category
3. Choose the shape and click
4. After the mouse pointer changes shape, click and drag at the insertion position.
Working with organization chart

1. Insert a slide and select the smart art option as shown below
2.
3. Use the chart’s tools and menus to sign your chart
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8.6 ANIMATION
You can animate text, graphics sounds, movies, and other objects on your slides so as to
focus on important points, control the flow of information, and add interest to your
presentation. You can have each main bullet point appear independently of others, or you
can have objects appear progressively, one after another.
You can set up the way you want each bullet point or object to appear on your slide e.g.
to fly in from the left and whether you want other bullets or objects to dim or change
color when you add a new element. You also change the order of timing of your
animation.
Animating objects & text on the slide.

1. In the animations, display the slide that has the text or objects you want to
animate.
2. On the ribbon, click “custom animation”, and then click timing tab.
3. Under “slide objects without animation’, select the text or object you want to
animate and then click animate.
4. Choose ‘on mouse click’ to activate the animation after a mouse click or
‘automatically’, and then enter the umber of seconds you want to elapse between
the previous animation and the current one.
5. Click the effect tab.
6. If you are animating a chart in Microsoft Graph, click the Chart Efforts tab.
7. Under ‘entry animation and sound’, select the options you want.
8. Click the timing tab and repeat steps 3 through 6 for every object you want to
animate. You can click the preview button to see how your animation works.
Changing the order of the animation on a slide

1. In the slide view, display the slide you want to change the order in.
2. On the slide show menu, click Custom Animation.
3. Under ‘animation order’, select the object you want to change, and the click one
of the arrows to move the objects up or down on the list.
4. Repeat the process for each objects whose order you want to change.
Add an effect on an animated object after it appears

1. In slide view, display the slide you want to add an effect to.
2. On the slide show menu, click Custom Animation, and then click the effects tab.
3. Under animation order, select the object you want to add an effect to, and then
click an option under after animation.
4. Repeat the process for each object you want to add and effect to
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Add Transitions To A Slide Show
For the slide show to flow well you need to transit your slide.
1. In the slide view, select the slide you want to transit
2. On the animation tab click ‘slide transition’.
3. In the effect box, choose a transition.
4. To apply a transition to one slide, click apply. Click ‘apply to all’ for all the
slides.
5. To view the transition, click slide show.
8.8 SAVING A PRESENTATION

There are different options of saving a presentation. The common ones are:
Saving a new or existing presentation to always open as a slide show.

1. Open the presentation you want to open as a slide show.
2. On the office button click, save as.
3. In the ‘save as type’ list box, click PowerPoint show.
4. Choose the drive in the ‘save in’ box.
5. Click save.
8.8 PRINTING
You can print your entire presentation either in black and white or color.
1. Open the presentation you want to print.
2. Click print from the file menu.
3. In the resulting dialog box, choose and click as appropriate.
4. Click okay.
1. You are the marketing manager of Mount Kenya University and you are required to
make a presentation at the Inter-University conference about Mount Kenya. The
presentation should not be less than 15 slides and should also have the following
features;
- Slides with the different layouts i.e Organisation chart, Chart, Tables, clip art
- Custom animation for the slides with animated text and images
- The slides should run automatically without clicking
- The presentation should be 3 minutes long in total
- Apply a design
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features;
- Slides with the different layouts i.e Organisation chart, Chart, Tables, clip art
- Apply a design
features;
- Slides with the different layouts i.e. Organization chart, Chart, Tables, clip art
- Apply a design
Wiley
87
CHAPTER NINE
COMPUTERS AND COMMUNICATIONS

Explain the hardware and Requirements for connecting to the Internet.
Explain the features of common Internet services.
Explain the e-mail terms
Explain the advantages and disadvantages of the internet
9.1 Computer Networks
A computer network is an interconnection of two or more computers to form a

network in order to share information and resources.
Local Area Network (LAN) & Wide Area Network (WAN)
Interconnection of computers which are within the same building or nearby locations
forms a network of computers and this network is called a Local Area Network (LAN).
A LAN permits sharing of data files, computing resources and peripherals.
Interconnection of computers located in far away locations using telecommunication
system is known as Wide Area Network (WAN).
Advantages of Networks
It allows the sharing of information held on disk drives to be accessed by all

permitted users.
It allows the sharing of resources such as printers, scanners and disk storage.
Application programs can be stored on one computer and make them available to
all users rather than having copies individually installed on each computer.
Allows electronic messages to be sent between the users.
It allows the connection of different types of computer which can communicate
with each other.
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9.2 Introduction to the Internet
The Internet is a world wide computer network, which interconnects computer networks
across countries. It started with an initial 4 computers in 1969 and grew over the next ten
years to connect 200 computers in military and research establishments in the US. Today
there are more than 4 million host computers, any of which could be holding the
information you are looking for, and as many as 50 million people connected.
The World Wide Web
This is a special part of the internet that allows people to view information stored on
participating computers. It is an easy-to-use, graphical source of information which has
opened the internet to millions of people interested in finding out information.
Requirements for connecting to the internet
Internet service provider – an internet service provider provides you with a

connection to the internet and the software you will need to navigate.
telecommunication line – a telephone line is required to connect you to the internet
service provider.
Modem – a modem converts a digital signal received from a computer into an
analogue signal that can be sent along ordinary telephone lines, and back to digital at
the other end.
Web browser – a web browser is software used to view and download Web pages
and various types of files such as text, graphics and video. Examples are Microsoft
Internet Explorer or Netscape Navigator.
9.3 Common Internet services
E-mail
Electronic mail can be sent to another internet user anywhere in the world within
seconds. E-mail facilitates; sending of messages, file attachments, address book, sending
E-mail to a group, forwarding messages and many others.
Internet Relay Chat
This is a live chat facility that where the text you type is instantly broadcast to everyone
on the same channel. Some channels are dedicated to particular topics, for example
politics, science, games etc.
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Videoconferencing
In this facility you can see the person at the other end of the line and you can be able to
talk to them using a microphone.
Advantages of the internet
- It offers different ways of communicating and innovations are going on to make it

faster, more reliable.
- The Internet is a virtual treasure trove of information. Any kind of information on any
topic under the sun is available on the Internet.
- It is a source of entertainment where users can play computer games, visiting chat
rooms or just surfing the Web.
- Many services are now provided on the internet such as online banking, job seeking,
purchasing tickets for your favorite movies etc.
- Business (E-commerce) can be transacted over the internet.
Disadvantages of the internet
- Personal information such as name, address, credit card number etc. can be stolen by
other culprits and misused.
- Unwanted e-mails in bulk (Spam), which provide no purpose and needlessly obstruct
the entire system, can be sent on the internet.
- Computers attached to internet are more prone to virus attacks and they can end up
into crashing your whole hard disk.
- Pornographic sites on the Internet that can be easily found by children which can
corrupt their morals.
- Anyone can publish incorrect information online because there’s no quality control
Effects of computerization
- The introduction of computers has lead into unemployment, in some companies

thousands of workers have been made redundant.
- Computer technology has created new opportunities for crime such as hacking, theft
of data and the introduction of viruses.
- Computers have caused stress at places of work as humans try to keep up with the
output of their computers.
- People who work with computers a lot without interacting with other people are
likely to develop psychological problems due to isolation.
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- Computers have affected relationships of people working together such as employee-
supervisor relationships and thus becoming a dehumanizing factor.
- Computerisation has caused job content reduction and role ambiguity.
- Cause of power redistribution in organizations due to change in organizational
structure.
- Computers have been blocking factor for career paths.

1. Which of the following resources cannot be shared on a network
(a) Data (b) Monitor (c) Printer (d) Application programs
2. In which year was the internet started

(a) 1833 (b) 1990 (c) 1946 (d) 1969
3. What is the difference between the internet and the worldwide web?
4. Which of the following is not needed while connecting to the internet

(a) Speakers (b) Web browser (c) Telecommunication line (d) Modem
5. Which of the following is not a common internet service
(a) E-Mail (b) Internet relay chat (c) Google (d) Video Conferencing

1. Define following terms
a. Computer
b. System
c. computer virus
d. Data
e. Information
f. Program
g. Software
h. topology
2. State and briefly explain the types of computers that are classified by
a. Type of Data they accept or process
b. Their functionality
c. Their size
3. Briefly discuss the first, second, third, fourth and fifth generations of computers.
4. With aid of a diagram explain the following types of Network Topology
a. Bus topology
b. Star Topology
c. Ring Topology
d. mesh topology
e. tree topology
5. Name and explain three components of a computer
6. With the aid of a diagram show the data flow and instruction flow within a computer CPU, explain each of part labeled.
7. Name any four types of computer viruses
8. Name and explain four types of key sets of a computer keyboard.
9. Differentiate the following terms
a. printer and scanner
b. Keyboard and mouse

c. software and hardware
d. a system file and an application file
e. file and a folder
10. List the steps that you can follow when performing the following tasks in word processing document.
a. Creating a new document file
b. Saving a document file
c. Closing a document
11. State any six symptoms of computer Viruses
12. Differentiate the following terms as used in windows
a. Tilling And Cascading

b. Log off and log on
c. Single Tasking and Multitasking
13. Define the following terms as used in MS Access
(i) database
(ii) Database management system
iii. SQL
iv. field
v. record
vi. files/tables
14. Explain the following objects used in database design based on MS Access.
a. Forms.
b. Queries
c. Reports.
d. Tables
e. macros
15. Define the following terms as used in MS excel
i. Worksheet
ii. Contiguous cells
iii. workbook
16. List steps that you would follow to setup a screen saver in your computer
17. Name and explain 8 Data types used in MS access
18. Name and explain 11 Field properties used in MS access
19. Explain the difference between datasheet view and design view as used in MS access.
20. What is a relationship as used in MS access?
21. Define the following terms
a. Primary key
b. Index
22. Explain the four database models
23. Define the following terms and give examples in each case
a. spreadsheet
b. word processor
c. database
24. Differentiate between manual spreadsheets and electronic spreadsheets.
25. State and explain ten advantages of electronic spreadsheet over manual spreadsheets
26. State and explain the three components of a spreadsheet
27. State and explain any five application areas of spreadsheets
a. Cell
b. Row
c. Column
d. Range
e. Active cell
29. State the procedure for creating a worksheet.
30. Explain the following data types as used in excel
a. Labels
b. Values
c. Formulae
d. Functions
31. What is cell referencing?
32. State and explain the three types of cell referencing that exist.
33. State and explain any
a. Five statistical functions
b. Three logical functions
c. Two mathematical functions
34. Arrange the following operators in their order of precedence as used in MS excel
a. (^) exponentiation
b. (%) percent
c. (-) negation
d. (+ and –) Addition and Subtraction
e. (* and /) Multiplication and division
f. (=, <>, >, <, <=, >=) Relational
35. Describe any 7 advantages of electronic word processors
36. State and explain the factors to consider when choosing a word processor
37. Describe the process of starting Microsoft word

38. Draw and explain the various parts of the Microsoft word screen layout
39. Explain how you can save a Microsoft word document
40. Explain how you can open an existing MS word document
41. Explain how you can exit an open MS word document
42. Define the following terms as used in MS word
a. editing
b. formatting
c. highlighting
43. Explain the two typing modes that exist in MS word
44. State and explain any five editing features found in MS word
45. State and explain any five text formatting features found in MS word
46. State and explain any five paragraph formatting features found in MS word
47. State and explain any five page formatting features found in MS word
48. Explain how you can create a table in MS word
49. Differentiate between deleting using the delete key and using the backspace key on the keyboard.
50. Explain the steps you would follow when printing a word document.
51. Explain the following hardware parts of the computer
a. System unit
b. Mouse
c. Keyboard
d. Monitor
e. Printer
f. Speakers
g. Modem
52. Explain the following parts of the system unit

a. PC case
b. Motherboard
c. Hard disk drive

d. Digital Video Drive
e. Compact Disk-Drive
f. Floppy disk drive
g. Power Supply
53. Explain any four components found in the motherboard
54. Differentiate between CRT monitors and flat panel displays
55. State the advantages of flat panel displays over the CRT monitors
56. State the advantages of CRT monitor over the flat panel displays
57. State any three examples of flat panel displays
58. Discuss scanners as input devices
59. Discuss printers as output devices
60. Differentiate between softcopy output and hardcopy output. And give examples of devices that produce each type of output.
a. bus
b. register
c. cache memory
d. buffer
e. peripheral device
f. Assembler
g. Firmware
h. Operating System
62. State and explain the three types of buses that exist
63. State and explain the four types of registers that exist
64. Explain the two types of processors and give examples
65. Differentiate between a floppy disk and a magnetic tape

66. Differentiate between a magnetic storage media and an optical storage media.
67. Differentiate between DVD’s and CD’s
68. Why are CD-R and CD-ROM referred to as WORM?
69. State and explain any two types of card slot architectures that exist
70. State and explain ten application areas of computers
71. Define the term computer system
72. State and explain the three functional elements of the CPU
73. Draw a diagram to show the functional elements of the CPU
74. Draw a diagram to show the overall functional organization of the CPU
75. Differentiate between RAM and ROM
76. State and explain the two types of RAM’s that exist
77. State and explain any four types of ROM’s that exist
78. Name and explain any three special purpose memories found in the computer
79. State any 10 peripheral devices and explain their use
80. Explain any ten advantages of computers in the society
81. Explain the three parts of a formula as used in MS excel
82. Write a formula to add the contents of cell A1 to those of D2 and save the results in cell F4
83. Explain the significance of the following computer application software
i. Word Processing software

ii. Spreadsheet software
iii. Database system software
iv. Graphics software
84. List down four applications areas of spreadsheets
85. List down four applications areas of Word processors
86. Discuss any five default items found on the windows desktop
87. Describe the role of computers in the society
88. Stipulate the procedure for performing the following in MS excel
i. Copying cell entries

ii. Deleting Data
iii. Moving cell entries
89. How is filtering different from sorting in Excel
90. State two importance of using charts in Excel.
91. Explain why a computer is referred to as a system, supporting your arguments with examples.
92. Outline the factors that govern the choice of a storage media.
93. What are the advantages of Windows Operating System over DOS?
94. Explain the following computer storage devices; state one example on each case.
i) Secondary storage
ii) Primary storage
95. List and explain the three major classification of Computer Software
96. Give four ways through which viruses are spread and explain the measures that can be taken avoid the spread.
97. What is a computer virus?
98. What do you understand by the term WIMP as used in GUI Operating Systems?
a. Internet
b. Browser
c. WWW
d. Hyperlink
e. ISP
f. Search engine
100. Describe the process of logging on to the internet.
101. List and explain any three components required for one to connect to the internet
102. Describe the function of the MODEM when connecting to the internet.
103. Name any four Examples of web browsers
104. Describe the process of checking mail
105. Describe the process of composing mail with an attachment
106. Name and explain the three parts of an e-mail address

107. Explain five advantages and five disadvantages of the internet.
108. State and explain five services offered by the internet
109. Explain any five internet security threats and their control measures
110. Define the following terms as used in operating systems
a. File
b. Folder
c. Subfolder
d. Drive
111. State and explain the three desktop features that exist in windows XP operating system.
112. Define the following terms a) booting b) Cold booting c) warm booting
113. Describe the process of booting.
Define the following computer terms
(i) BIT
(ii) BYTE
(iii) Output
(iv) Virus
(v) Software (10 marks)
(b) Computers have evolved through many generations over the years. State and
explain the five generations the computers have evolved through (5
marks)
(c) State and explain any three classifications of computers based on their
capacity and size (6 marks)
(d) Explain the main units of the Central processing unit (CPU) giving their
functions (6 Marks)
(e) Differentiate between RAM and ROM (3
marks)
Q2 Word Processing
(a) (i) Explain what a font is. (2 marks)
(ii) Name two different fonts. (2 marks)
93
(b) State the two different page orientations a word processed document can be set to.
(2 marks)
(c) Describe how you would carry out the following word processor operations:
(i) Opening an existing document (2 marks)
(ii) Creating a new document (2 marks)
(d) (i) Explain why you might want to change the size of the margins of a
word processed document such as a letter or report. (2 marks) (ii) Name two
word processing tools which can help proofread a
document.
(2 marks)
(e) Below are images of three button icons from a word processing program. For
each image describe the purpose of the button.
(i) (2 marks) (ii) (2 marks) (iii) (2 marks)
(Total 20 marks)
Q2 Spreadsheets
(a) Explain what the following spreadsheet functions do, illustrating your answer
with an
example of how the function could be used:
(i) SUM
(ii) AVERAGE
(iii) COUNT (9 marks)
(b) The image below shows a partially completed spreadsheet that will be used for
creating invoices.
An individual Item Total is calculated by multiplying Price and Quantity. The Items
Total figure is calculated by adding up all the individual Item Total figures.
The Tax (10%) figure is calculated as 10% of the Items Total figure.
94
The Invoice Total is calculated by adding the Items Total and the Tax (10%)
figure together.
(i) State a formula that correctly calculates the Item Total figure in E7. (2 marks)
(ii) State what the most efficient formula is to calculate the Items Total figure in
E12.
(2 marks)
(iii) State a formula that correctly calculates the Tax (10%) figure in E13. (2
marks)
(iv) State a formula that correctly calculates the Invoice Total figure in E14.
(2 marks)
(c) Suggest a change to the formatting of the spreadsheet in order to improve the
presentation of the spreadsheet. (1 mark)
(d) Suggest a suitable folder name and file name for saving the spreadsheet.
(2 marks)
(Total 20 marks)
Q4 Database
(a) Explain what the following database terms mean.
(i) Record (sometimes called row) (2 marks)
(ii) Field (sometimes called column) (2 marks)
(iii) Table (2 marks)
(b) Give an example of what a business might use a database for. (2 marks)
(c) State the most appropriate data type for storing each of the items of data listed
below.
(i) +44 (0)20 8329 2930 (1 mark) (ii) 21 July 1969 (1 mark) (iii) 3.1415 (1 mark)
(d) Below is a screenshot of part of a database. Refer to it when answering the
questions below the database.
95
(i) Explain what the problem with this design is. (2 marks) (ii) Describe what
changes you would make to improve the design of this database.
(2 marks)
(e) For queries on the data shown above:
(i) How many records would be displayed if a criterion of >50 was set for the age field?
(1 mark)
(ii) What criteria would you use to display records of people aged from 20 to 45 years
inclusive? (2 marks) (iii) What criteria would you use to display records of people that
are younger
than21 years or with the Forename James?
(2 marks)
(Total 20 marks)
Q5 Electronic Mail
(a) Explain what the following e-mail terms mean.
(i) Junk mail (also known as spam) (2 marks)
(ii) Zip (2 marks)
(iii) Cc (also known as Carbon Copy) (2 marks)
(iv) Reply to All (2 marks)
(b) Describe two precautions you should take when using e-mail and explain
why each
precaution is necessary. (4 marks)
(c) Reply and Forward are two very useful e-mail commands.
(i) Explain one similarity between Reply and Forward. (2 marks)
(ii) Explain one difference between Reply and Forward. (2 marks)
(c) Name two internet software and internet browsers (4 marks)
(Total 20 marks)
Q1 (a) Define the following computer terms
(i) Computer
(iii) Input
(iv)Output
(v) Processing
(v) Software (10 marks)
(b) Computers have evolved through many generations over the years. State and
explain the five generations the computers have evolved through (5 marks)
(c) State and explain any three classifications of computers based on their
capacity and size (6 marks)
(d) Explain the main units of the Central processing unit (CPU) giving their
functions (6 Marks)
(e) Differentiate between RAM and ROM (3 marks)
Q2 Word Processing
(a) (i) Explain what a font is. (2 marks)
(ii) Name two different fonts. (2 marks)
(b) State the two different page orientations a word processed document can be set to.
(2 marks)
(c) Text can be aligned in different ways to improve the appearance of a
document.
State two different kinds of paragraph alignment, and for each give an example of its
use. (4 marks)
(d) (i) Explain why it is important to proofread a word processed document.
(2 marks)
(ii) Name two word processing tools which can help proofread a document.
(2 marks)
(e) Below are images of three button icons from a word processing program. For
each image describe the purpose of the button.
(i) (2 marks) (ii) (2 marks) (iii) (2 marks)
(Total 20 marks)
Q3 Spreadsheets
(a) Explain what each of the spreadsheet terms listed below means.
(i) Cell (ii) Worksheet (iii) Formula
(6 marks)
(b) Below is an image of an incomplete spreadsheet for recording results of a sports
league. In each match a team may win, lose or draw.
A win scores 3 points, a draw scores 1 point and a loss scores 0 points.
(i) Write down a formula to input into cell E8 that calculates the number of
games
played by the Eccles team. (2 marks)
(ii) Write down a formula to input into cell F8 that calculates the number of
points
scored by the Eccles team. (4 marks)
(iii) Write down a formula to input into cell G8 that calculates the average number
of
points the Eccles team gets per game. (2 marks)
(c) State what formatting should be applied to the figures in column G to make
them easier to read. (2 marks)
(d) (i) Explain what a macro is. (2 marks)
(ii) Outline how a macro could be used in a spreadsheet. (2 marks)
(Total 20 marks)
Q4 Database
(2 marks)
(Total 20 marks)
(a) Explain what the following database terms mean.
(i) Record (sometimes called row) (2 marks)
(ii) Field (sometimes called column) (2 marks)
(iii) Table (2 marks)
(b) Give an example of what a business might use a database for. (2 marks)
(c) State the most appropriate data type for storing each of the items of data listed
below.
(i) +44 (0)20 8329 2930 (1 mark) (ii) 21 July 1969 (1 mark) (iii) 3.1415 (1 mark)
(d) Below is a screenshot of part of a database. Refer to it when answering the
questions below the database.
(i) Explain what the problem with this design is. (2 marks) (ii) Describe what
changes you would make to improve the design of this database.
(2 marks)
(e) For queries on the data shown above:
(i) How many records would be displayed if a criterion of >50 was set for the age field?
(1 mark)
(ii) What criteria would you use to display records of people aged from 20 to 45 years
inclusive? (2 marks) (iii) What criteria would you use to display records of people that
are younger
than
21 years or with the Forename James?
Q5 Electronic Mail
(a) Explain what the following e-mail terms mean.
(i) Junk mail (also known as spam) (2 marks)
(ii) Zip (2 marks)
(iii) Cc (also known as Carbon Copy) (2 marks)
(iv) Reply to All (2 marks)
(b) Describe two precautions you should take when using e-mail and explain
why each
precaution is necessary. (4 marks)
(c) Reply and Forward are two very useful e-mail commands.
(i) Explain one similarity between Reply and Forward. (2 marks)
(ii) Explain one difference between Reply and Forward. (2 marks)
(c) Name two internet software and internet browsers (4 marks)
(Total 20 marks)
100

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COMPUTERS

COURSE OUTLINE ....................................................................................................... 5

UCU 002: COMPUTER APPLICATIONS

Purpose of the course

Assessment: Examination - 70%: Coursework - 30%

Computer Applications - TOPICS - Details

I. Introduction to Computer and its components

II. Hardware and software

III. The key role of the central processing unit.

IV. Peripheral Devices

VIII. Presentation software

IX. Internet and E-mail

1.1. History of Computers

1.2 Generation of Computers

1.2.1 Computer generations

First generation computers (1946-1956)

Second generation computers (1957-1967)

Third generation computers (1965-1980)

Fourth generation computers (1980s)

Fifth generation computers (1990-current)

1.3 Characteristics of Computers

1.4 Basic Computer Concepts

1.5 Types of Computers

What different types of computers are there ?

1.6 Software and Hardware

1.7 Chapter Review Questions

2. The third generation of computers used

4. Which one of the following types of computers is commonly used in offices

i. Gary B. Shelly, (2013), Introduction to Computers (8th Edition), Delmar Learning

BASIC HARDWARE UNITS OF A COMPUTER

At the end of the chapter the learner shall be able to;

Hardware units (Devices) of a computer can be categorized into five units; I.

2.1 Input Devices

2.2 Output devices

Dot-matrix printers (impact printer)

2.3 Central Processing Unit (CPU)/Processor:

It controls the transmission of data from input devices to memory;

It controls the transmission of information from main memory to output devices.

The arithmetic/logic unit(ALU) plays two roles.

Arithmetic operations – these operations are addition, subtraction, multiplication

2.4 Main Memory:

Random Access Memory (RAM)

There are two basic types of RAM.

ROM (Read only memory)

2.5 Secondary storage

2.6 Computer units interaction diagram

Information is stored in computers in the form of bits. A bit is used to represent

Byte – a string of 8 bits

2.9 Chapter Review Questions

2. Which of the following is not an input device

3. Which of the following is not an output device

4. Which of the following is not a task of the Central Processing Unit?

Books for further reading

At the end of the chapter the learner shall be able to;

Software is a Program commercially prepared and tested in software by one or a group

3.1 Classification of software

System software Application software

Operating Service General /ready Special/tailor

Utilities Development Communication

3.2 System software

Compilers-makes it possible for programmer to convert source code to

Libraries- commonly used parts or portions of a program which can be

3.3 Application software