INTRODUCTION TO COMPUTER  There are two types of booting:-

i) COLD BOOTING
STUDIES The following are the steps for cold booting:
- Switch on the main switch (wall switch)
WHAT IS A COMPUTER -: This is an electronic device which - Switch on the power button on the system unit
receives data (raw facts) as input, processes it, and gives out - Switch on the power button on the monitor
the information as the output - Follow the commands from the computer
ii) WARM BOOTING
 It is an electronic device which works under the control of the  This is the term used to mean restarting a computer
stored programs, accepting data from outside, processing it to  It is done using reset button on the system unit or by use of
give out information as the output. combination of keys, e.g. (ctrl + delete + alt)
DATA -: these are raw facts given to the computer to process
INFORMATION -: this is the processed data given out as the SWITCHING OFF A COMPUTER
output. The following steps are followed while shutting down a computer:-
ELEMENTS/REQUIREMENTS OF A COMPUTER - Start by closing g down an y open window or program
SYSTEM - Click the start button
a. Hardware :- These are the physical/tangible components of a - On the window that appears, select turn of your computer
computer - After that turn off the power button on the monitor
 They include:- Keyboard, monitor, mouse - Switch off the power button on the system unit
b. Software: - This is a set of instructions which are designed to - Switch of the main power button (wall switch)
perform a specific task.
BASIC ELEMENTS OF A COMPUTER
 Without these instructions the computer cannot work because it
1. Input :- This constitutes of data and instructions given to a computer
depends entirely on instructions.
2. Storage/main memory/primary storage:- during and after
c. User/live ware/human resource:- this is the most important
processing of data, the data that is supplied for processing must be
requirement of a computer system
stored.
 Their work is to operate and respond to the computer where
 When we input data into the computer, it stores them either
necessary
temporarily or permanently.
d. Peripherals :-these are devices for input, storage and output
 Therefore the function of main memory is to hold data awaiting
processing, data being processed and data awaiting output.
SWITCHING ON A COMPUTER
3. Processing:- this is conversion of input data (raw facts) into
This is the act of putting a computer on a working mode; it is also
information for output.
referred to as booting
4. Output:- this is what we get from computer after keying in data
 We boot a computer that is fully connected (all the components
for processing.
are intact)
 The output can either be in soft copy or in hard copy
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 INPUT PROCESSING OUTPUT Uses of control key
Data Information
 Ctrl + A – used to highlight the entire document
 Ctrl + B – used to bold selected text
 Ctrl + C – used to copy selected part of a document
STORAGE
 Ctrl +D – used to open the font dialogue box
 Ctrl +E – used for centered alignment
PARTS OF A COMPUTER  Ctrl + F – used to open find and replace dialogue box
 Ctrl + G - used to open find and replace dialogue box
a) Input components  Ctrl + H - used to open find and replace dialogue box
 These are the components used for entering or keying in data  Ctrl + I – used to italize selected text
and instructions to a computer  Ctrl +J – used for justified alignment
 They include;  Ctrl +K – used to open the insert hyperlink dialogue box
i) Mouse :- this is a hand-driven device which is an alternative to  Ctrl +L – used for left alignment
the keyboard but cannot be used for typing, only used for  Ctrl + M used for right alignment
opening files in windows  Ctrl + N – used to open a new blank document
ii) Keyboard:- this is a type-writer like device where typing of  Ctrl + O – used to open the open dialogue box
data is done and then displayed on the screen.  Ctrl + P - used to open the print dialogue box
 Ctrl + Q – used to remove the bullets and numbering in a selected line
PARTS OF A KEYBOARD
 Ctrl + R – used for right alignment
A) Functional/programmable keys  Ctrl + S – used for saving a document
 They are located on top of the keyboard running horizontally  Ctrl + T – used for hanging indentation
from left to right  Ctrl + U – used to underline text
 They are distinguished by levels of F1 , F2, F3 through F12  Ctrl + V – used to paste copied or cut document
 Their primary functions is to achieve short cut commands e.g.  Ctrl + W – used to close a window
in programming the system running
 Ctrl + X – used to cut selected part of a document
B) Special purpose keys
 Ctrl + Y - used to redo an action
 They are referred to as special purpose keys because they
 Ctrl + Z – used to undo an action
function mostly in conjunction with other keys to generate a
ii) Shift key:- this key is used to select upper symbols that share the same
command
key
 They include:
iii) Tab key:- this key is used to indent a line or a paragraph to the right
i) Control key:- this key is always used in conjunction with other keys to
generate a command

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iv) Alternate key:- used to stop the cursor from blinking. It is also  Page down keys:- When pressed takes the cursor down to the next
used to quit menu selections and also used in conjunction with page
other keys to generate a command  Home key:- When pressed moves the cursor at the start of the current
Other keys:- line
v) Caps lock:- this key is used to type capital letters/upper case  End key:- used to move cursor to the end of the current line
version. It normally has a light indicator at the to right of which xiv) Normal arrow keys:-
when is on, the user types capital letters and when off, the user  Up arrow:- this key is used to move the cursor up line
types lower case letters  Down arrow:- Used to move the cursor down one line
vi) Enter key:- this key is used to move the cursor to the next line  Right arrow:- Used to move the cursor to the right of the line one
and also to advance spaces between paragraphs or lines. It is character at a time
also used to release typed or selected command and sometimes  Left arrow:- Used to move the cursor to the left of a line one
referred to as return key character at a time
vii) Space bar:- for creating spaces between letters or words. It is xv) Window key:- Used to open up start menu options
the longest key on the keyboard xvi) Escape key:- this key is used to escape menu display. Also used in
viii) Delete key:- used to eliminate letters or words to the right booting process.
ix) Typewriter keys (QWERTY Keys):- they are referred to as Other input components:-
qwerty keys because the arrangement of the 1st keys on the key  they include:-
board makes qwerty word  Scanners
 They range from A – Z in a disorderly manner to give easy  Joysticks
location of these keys on the keyboard  Optical character reader (OCR)
 They are used to type character letters
 Magnetic ink character reader (MCR)
x) Num lock key:- normally has a light indicator on its top of
 Microphones
which when it is in, the calculator pad keys becomes active.
 Cameras
xi) The calculator pad keys:- they are referred to as calculator pad
keys because of their arrangement in the keyboard in a pad
OUTPUT COMPONENTS
form.
 They are used to type number characters falling between 0 - 9 1) Screen/Monitor/VDU :- it is a television like device which
xii) Number keys:- these are situated above the typewriter keys and displays the output in self copy form
they share symbols on the same key
 They are used to type value or number characters Types of monitors
xiii) Cursor movement keys:- these keys controls the  One colour monitor/monochrome:- displays their contents in
movement of the cursor on the screen. black and white colours only
 They include:-  Colour monitor:- displays their contents in variety of colours
 Page up keys:- Used to move up the cursor on the upper page

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2) Printers:- a printer produces paper copy which is displayed on Differences between impact printers and non-impact
the screen. It is normally called hardcopy printers
Factors to consider when selecting a printer
IMPACT PRINTERS NON-IMPACT PRINTERS
 Cost
 Their print head elements  Their print head elements
 Printers speed
comes into actual contact do not come into actual
 Printer colour with the stationery during contact with the stationery
Types of printers printing during printing
a) impact printers:- these printers provides prints with their  They are cheep in price  They are expensive
printing head elements coming into actual contact with  They produce law quality  Produce high quality
stationery through a linked ribbon which is found between the print outs print outs
stationery and the printing head element  They are slaw in printing  Fast in printing
The linked ribbon is used to pass image characters on the printing  They are noisy while printing  Quiet during printing
head element to the stationery
Examples of impact printers THE SYSTEM UNIT
 Dot matrix printer This is the brain of the computer which does the work of getting programs
 Daisy wheel printer or instructions from the main memory and then executes them by
 Thimble printer processing
 Thermal printers  It is bordered by three major parts
b) Non-impact printers:- these types of printers provide prints i) Arithmetic Logic Unit (ALU)
with their printing head elements not coming into actual  This is part of the processor that carries out actual data operations
contact with the stationery during printing  It also does comparisons thus referred to as logic unit
Examples of non-impact printers ii) Control Unit
 Laser jet printers
 This part does the work of coordinating all operations in the computer
 Ink jet printers
iii) Main Memory (Primary Storage)
 H.P desk jet printers
 Lexmark printers
 It is referred to as primary storage because it stores data temporarily
awaiting processing

Types of memory
a. Internal memory
 These are storage memories that are situated within the system
thus referred to as internal memory

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Types of internal memory  31/2 inch diskette
i) Random access memory (ROM) The 31/2 inch diskette is the most commonly used because it is accepted by
 This type of memory stores instructions and programs all micro-computers
temporarily before they are transferred to the permanent Parts of a diskette
memory i) Data access area:- is used to read the data from the diskette
 This type of memory in volatile i.e., its contents are easily ii) Hub:- this is used for rotating the diskette
forgotten or lost when there is power interruption iii) Write protect notch:- used for protecting the data in the diskette
Functions iv) Index hole:- used in rotating a diskette
 Holds data and instructions that are currently in use v) Jacket:- used for protecting sector
 Stores data awaiting to be processed vi) Sector: this is where data is stored
 Stores the immediate results of data processed Data access area
ii) Read only memory (ROM) Metal protect
 This a permanent internal memory of the computer which
Jacket
holds system files necessary for booting process
 This type of memory is not volatile since data stored in it
is stable Index Write protect
hole notch
b. External memory/secondary storage devices
 These devices are also referred to as auxiliary storage devices Hub
since they are not part of the main memory hence uses the
impact in their main memory to store information Care of diskette
 They are categorized into:-  Do not touch the data access area for it is made of magnet
 Do not keep the diskette at a cold place because of the magnetic
1) Floppy disk (Drive A)
material which can react and get warn out
2) Hard disk (Drive C)
 Do not place an object on top of it because it ca be broken
3) Optical disk (drive D)
 Keep them in warm places
4) Flash disk (Drive E)
Hard disk
 It is mainly mounted in the system unit
Floppy disk (Drive A)  It contains rigid disk shaped platters usually made of aluminum or
 This is a thin plastic made of miller used to store data glass
 There are three types of diskettes:-  These platters cannot bend hence the term hard disk
 8 inch diskette
 51/4 inch diskette
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Advantages of using hard disk over diskette
Mini computers
 Security:- it is secure where as diskette can be spoiled incase it  They are large in size compared to micro computers
falls into water or fire  They have a large range of input and output devices
 Volume:- a hard disk stores more data unlike a diskette  Can be operated by more than one person at a time
 Speed:- to retrieve data in a hard disk is faster because hard  Are expensive compared micro compared
disk rotes a higher speed compared to diskette Micro computers
 Are computers found in business areas, educational areas and research
CLASSIFICATION OF COMPUTERS areas
 Computers are classified using various categories  They are divided into:-
i. Size and capability Desktop computers
ii. Complexity of the central processing unit Portable computers
iii. Technological generation
 Computers are divided into two categories:- SOFTWARE
A. Analogue computers  These are instructions that guides the computer
 This type of computers displays analogue data (continuous and
Categories of software
non-continuous data)
1) System software
 They are normally found in air traffic control areas e.g. airport,
2) Application software
weather stations e.t.c
 Example is the super computer 1) System software
These are instructions that manages the entire programs in the system
B. Digital computers They include
 These computers have general purpose and are further Operating system:- this is a software that makes the computer to be
classified into categories in a working mode
 Main frame computers Examples: windows, Linux, UNIX, Ms. Dos (Microsoft Disk Operating
 Mini computers System)
 Micro computers Translators
Main frame computers Utilities
 They are large in size
 They have a range of input and output devices 2) Application Software
 Can be operated by more than one user at a time  These are programs designed to carry out activities in the computer
 They are expensive to purchase compared to mini and micro system in order to meet user needs
computers  Application software are classified into categories
 Word Processor e.g. Ms Word

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 Spreadsheet e.g. Ms Excel  File names being changed to codes and transferred to a folder called
 Accounting programs e.g. Systematic Accounts Recycle Bin
 Desktop Publishing e.g. Ms. Publisher  Loss of information
 Database Management e.g. Ms Access
 Computers Aided Design (CAD) e.g. AutoCAD Means of spread
 Graphical Programs e.g. Ms. PowerPoint  Through networks like internet
 Communication and Information Programs e.g. Internet and  By using infected storage devices in a computer
E-Mail  By use of pirated software
 Integrated Programs e.g. Ms Office  Through downloading infected programs from the internet
 Buying fake software e.g. games
Computer virus
Prevention of virus attack
 This is a program designed specifically to damage computer
 Avoid downloading information from the internet on an affected sites
programs causing abnormal behavior
 Avoid using pirated software
 It is a program designed to interfere with the normal function
 Scan your storage device before using by use of anti-virus
of the computer
 Avoid using one diskette in different computers
 It affects the computer by damaging the information stored in it
V – Vital
Anti-virus program
I – Information
These are programs designed to detect and protect your from virus
R – Resource
attack
U – Under
S – Siege Examples include :- Kaspersky, Symantec, Mea fee, Dr. Solomon,
Examples of virus Norton Anti-Virus
a. Trogern Horse
b. Bombs
c. Warms MICROSOFT WINDOWS (Windows
Symptoms/signs of virus attack
 Frequent hanging of the computer Operating System)
 Booting taking longer time than usual
 This is a multitasking operating system that guides the computer on its
 A threat message the you do not have enough memory to run a
operation
program
 It has an outstanding feature called wimp
 When the computer repeatedly tells you that you have
W – Windows (working area)
performed an illegal action and the computer asks to be shut
I – Icons (Graphical Representation of Commands)
down immediately
M – Mouse Pointer (input device)
 Files changing unusually and filling your storage media
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P – Pull down menu
Desktop window
Operating system  This is a default window on which the computer ends on booting
 A program which makes the computer in a working mode. Components/parts of a desktop window
 It is also a program which manages all system resources in a) Taskbar:- this bar shows date&time, carries the start button and any
their operations. running program
 Examples:- b) Icon:- are pictorial or graphical representation of commands displayed
 Windows on the desktop window
 Linux c) Start button:- this button when clicked initializes most operations in
 Unix the system by displaying a pop up menu option
 Novel d) Wallpaper:- this can be any color or picture that appears on the
 Ms Dos desktop background to beautify the desktop window.

Functions of the operating system A WINDOW

 Is any running program which occupies space on the screen
It puts the computer system into a working mode
It detects and reports errors to the user
Types of windows
It configures system utilities e.g. date&time, screen saver
a) Minimized window :- This type of window is one of which is active in
Controls both input and output devices on their operations
the main memory but hidden on the taskbar
Starts and stops other programs
b) Restored window :- This is a type of a window that occupies only a
It does the work of job control e.g. loading of programs into the
give section on the screen
main memory thus facilitating continuous contents and passing
c) Maximized window :- This is a type of a window that occupies the
output from one point to another
entire space on the screen
Versions of Windows d) Active window :- This is a type of a window that has a brighter title on
the task bar and data can be entered on it
They include:- e) Inactive window :- This is a type of a window that is active in the
Windows 95 main memory with faint title on the task bar and data cannot be
Windows 98 entered on it
Windows 3.1and 3.5
Windows 2000 PARTS OF A WINDOW
Windows millennium edition a) Title bar: - this bar shows the name of the running program. It has 3
buttons to the right i.e. minimize button, restore button and close
Windows XP
button
Windows NT

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b) Menu bar:- this bar contains menu options that range from file, Creating shortcuts
edit, view, insert These are icons linked to a particular file, folder or a program in the
c) Standard tool bar:- it contains commands inform of icons, system that is used to access the above items within a minimal time
mostly used as shortcuts in accessing the main menu There are two methods of creating shortcuts
d) Formatting bar :- This part of the bar contains commands that
are used in formatting or changing appearance of the document Method A
e) Vertical scroll bar:- this part of the bar is used to move the i. Right click on an empty area on the desktop then point new
document’s page up or down. ii. Click on shortcut
f) Horizontal scroll bar:- This part is used to adjust both right iii. Inn the dialogue box that appears, click on browse button to look for
and left pages the particular you want to create shortcut on.
g) Typing area:- it is where all manner of typing are done iv. Select the item then ok
h) Status bar:- This bar appears at the bottom part of the window v. Click next then finish.
and normally displays the current program’s status Method B (Drag and drop method)
i) Drawing bar:- Contains drawing utilities e.g. shapes and lines i. Click start menu button
j) Border:- used to resize the window coverage on the screen ii. Chose the item you want to create shortcut on
k) Insertion pointer (cursor):- This blinking bar normally iii. Click and hold the item as you drag it to the empty area on the desktop
indicates where the next character is to appear on the screen the release the mouse button to have your shortcut on the desktop.
when the user types.
Multitasking
CLOSING A WINDOW This is the process of carrying out of more than one activity at the
 This is closing the typing area of the program same time e.g. working on a document while playing music
Steps: Switching between tasks
a. Click file menu
b. Choose exit or hold down control + F4 Using the task bar (method A)
All running programs are shown on the task bar. To switch between
Moving a window one task to the other, click on the task name on the task bar.
Steps:
a. Ensure you have a restored window Using Alt + Tab Key (method B)
b. Click the title bar and hold the left mouse button To switch over to another program, press Alt + Tab Key and you will
c. Drag the window to the new location the release the left mouse automatically switch over to the other grogram
button when the window is moved
Arranging Running Programs
To view all running programs at the same time, you can decide to arrange
all running programs on the screen
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 Configuring date and time
1) Tile windows vertically i) Click start bottom
This arranges all the running programs down the screen with ii) Click control panel
program appearing to the right of each other iii) Double click date and time
To tile windows vertically, right click on an empty area on the task iv) Set the month, year and time
bar then chose tile vertically v) Click apply then ok
2) Tile Windows Horizontally
This arranges all running programs one below the other across the Setting time zone
screen. To tile windows horizontally, right click on the empty i) Click start menu button
area on the task bar then chose tile horizontally ii) Click control panel
3) Windows Cascading iii) Double click time and date icon
This method arranges the running programs one behind the other iv) Click on time zone tab
with program title bar shown. v) Choose a particular city you want to view its time
vi) Click apply then ok.
ITEMS OF THE CONTROL PANEL
These items are used to carry out various settings on the Display settings
computer 1. Screen saver
To view the control panel items, click start menu button, click This is animated text or graphic that is applied to run across the screen
control panel. whenever the computer goes idle
Settings
This is the process of configuring system appearance and its Functions of a screen saver
functioning in response to both input and output devices  Used as security to information e.g. blocking private information on
the screen
Configuring mouse pointer  Acts as entertainment feature
i) Click start menu button Steps for setting screen saver
ii) Click control panel i. Click start menu button
iii) Double click on mouse icon ii. Click control panel
iv) Click on pointers tab iii. Double click on display
v) Click on browse button to select a pointer iv. Click on screensaver tab
vi) Click open v. Choose on desired screen saver
vii) Click apply then ok vi. Click apply then ok

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2. Wallpaper setting iv) Press the enter key.
This is the picture or object that appears on the desktop in order to
beautify the desktop window Creating a sub-folder in the above folder
Steps Steps
i) Click start menu button i) Double click the main folder to open
ii) Click control panel ii) Click file menu then point new
iii) Double click on display iii) Select folder
iv) Edit the name of the folder the click enter
iv) Click desktop tab
v) Choose the desired picture Creating folders in drive C
vi) Click apply then ok i) Double click my folder icon to open
ii) Double click on Drive C icon to open
Setting the appearance iii) Click on the file menu the point new
Under the appearance we can change the following iv) Click folder
 Icon size v) Type the name of the folder
 Desktop colour vi) Press the enter key
Steps for setting desktop appearance
i) Click start menu button
ii) Click control panel Creating sub-folder in the Drive C
iii) Double click on appearance i) Double click on the main folder to create a sub-folder on
iv) Click appearance ii) Click on the file menu then point new
v) Under colour scheme, choose the favorite colour iii) Click folder
vi) Under size choose the icon size e.g. extra large, normal iv) Type the name of the folder then enter
vii) Click apply then ok.
Renaming folders and sub-folders on the desktop
FOLDERS Steps
These are locations or areas in the computer system. i) Right click on the folder you want to rename
Sub-folders ii) Choose the rename from the options displayed
These are the main divisions of the main folders iii) Type the new name of the folder
Creating folders on the desktop iv) Press the enter key
Steps Renaming folders in the Drive C
i) Right click on the empty area on the desktop i) Double click my computer icon to open
ii) Point new the folder ii) Double click drive C to open
iii) Type the name of the folder iii) Right click on the folder of which you want to rename

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iv) Select rename from the options displayed iii) Choose delete from the options
v) Type the new name of the folder iv) Confirm deletion by clicking yes from the confirmation box
vi) Press the enter key
Using Cut, Copy and Paste Commands
Deleting folders i) Cut:- This is used to transfer an item from one location to the other
This is the eliminating folders from their storage into the ii) Copy:- This command is used to duplicate the content of an item from
recycle bin one location to the other
Deleting on the desktop iii) Paste:- This command is used to transfer Cut or Copied item to new
i) Right click on the folder to be deleted location
ii) Select delete from the options displayed
iii) Confirm deletion by choosing yes from the confirmation box Transferring an item from the desktop to Drive C
i) Right click on the item you want to transfer
Deleting in drive C ii) Choose cut from the options displayed
i) Double on my computer icon to open
iii) Double click my computer icon
ii) Double click on Drive C to open
iv) Double click on the Drive C to open
iii) Right click on the folder to be deleted
v) Click on the edit menu
iv) Select delete from the options displayed
v) Confirm deletion by choosing yes from the confirmation box
vi) Choose paste from the options displayed
NB
// Once a folder is deleted it is taken to the recycle bin
Copying from the desktop to the drive C
temporarily stored awaiting either restoration or permanent
i) Right click on the item of which you want to copy
deletion
ii) Select copy from the options displayed
iii) Double click on my computer icon to open
Recycle Bin
iv) Double click on the drive C icon to open
This is a window component on the system that is used to store
v) Click on the edit menu
temporarily deleted items from the system
vi) Select paste from the options displayed
Restoration
i) Double click recycle bin to open
ii) Right click the it item to be restored
FILES
These are single unit of information created using particular program
iii) Choose return from the options
then stored in the system
Creating files in windows the following programs are used
Permanent deletion
i) Double click recycle bin to open
ii) Right on the item to be deleted

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i) Word Pad ii) Point all programs
ii) Note Pad iii) Point accessories then click paint
iii) Paint Program
Hiding and recovering tool box
The above programs are referred to as source programs because i) Click view menu
they come together with operating system during installation ii) Click tool box to be hidden or reviewed

Creating a file Items found in the tool box

i) Click start menu button i) Free form select
ii) Point all programs This makes the cursor to be free from any selection of the tools
iii) Point accessories ii) Eraser
iv) Choose Word Pad, Note Pad or Paint Program Used to rub unwanted parts of the graphic
v) Enter the data into the program iii) Pick colour
vi) Save the file Used to select or pick colour from the colour box
iv) Pencil
Saving a file Used to draw out graphics
This is transferring the file from temporal computer memory to v) Air brush
the permanent memory of the computer Used to drop colours on the graphics
vi) Drawing lines
Steps Used to drug out lines
i) Click file menu vii) Drawing shapes
ii) Click save as options Used to draw out shapes
iii) Type the name of your file viii) Select
iv) Choose the save area of the file e.g. desktop or my computer Used to select objects on the page
v) Click on save button ix) Fill colour
Used to fill the drawing with colour
Paint program (graphical file) x) Magnifier
This window program helps the user to draw graphics and Increase or decreases the visibility of the objects
objects manually on the computer xi) Brush
Used for manual painting
Loading paint program xii) Text
Steps Used for editing of letters
i) Click start menu button
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NOTE// To draw, click on a tool then move on the page as you

drug out the shape by holding the left mouse button Creating a new blank document
Click file menu on the menu bar
Click new
MICROSOFT WORD (Word Processor) In the task pane, click on blank document

 This is a word processor program that is used to type, edit and

format a text the way one likes it to appear Entering text in the document
 This package is used for producing documents as letters,  To start typing, place the cursor where you want to start entering text
memos, reports, tables e.t.c  As you type characters are instructed at the insertion pointer

Word processing Saving a document

 This is transferring a document from the temporal part of the computer
 this is the activity of manipulating text, character words and memory to the permanent memory
sentences in such a manner as to make the final document free
from errors and have attractive look Reasons for saving
Examples of word processor i) We save a document in order to use it later time
 Microsoft Word ii) To prevent data loss incase of power interruption
 Word Perfect When saving a document for the first time, you are advised to use Save
 Word Pro As due to the following reasons
 MultiMate i) Saving a document for the first time
 Wang Writer ii) Saving a document under a new file name
 WordStar iii) Saving ma document in a different location
Benefits of Microsoft Word
i) It gives text a process flow of which at the end the text will be Steps for saving
free from errors and have an attractive look. i) Click file menu
ii) Helps in producing repetitive forms of letters that are ii) Click save as option
standardized in content (mail merging) iii) On the save as dialogue box, type the name of your new document
iv) Choose the location where you want to save your document
Loading Microsoft Word v) Click save button
i) Click start menu button
ii) Point all programs Rules for naming a file
iii) Point Microsoft office  For a file name to be valid, it must satisfy the following conditions;
iv) Click Microsoft office word program i) Should contain a maximum of 255 characters e.g. letters, numbers,
spaces
14
ii) A file name should not contain the following characters  this view displays both drawing and text within the document
a) Greater than sign  to turn to print layout, click vie menu and choose print layout
b) Less than sign iv)Outline view
c) Apostrophe  this view displays the document text in classification and the drawings
d) Semi colon are not displayed
e) Full colon v) Reading view
Opening an existing document  This view puts your document in the reading structures
Reasons:  To turn to reading view click view menu then choose reading view
i) We open an existing document in order to print information in
it. FORMATTING
ii) We open an existing document in order to update it incase it  This is the changing of text characters and general appearance of the
contains data that changes periodically e.g. register. document to have a different look
iii) In order to continue working in it Note// before formatting, any part of the document, it is a mandatory to
Steps of opening highlight the part of the document you want to format
i) Click start menu button
ii) Open Microsoft Word Highlighting the document text
iii) Click file menu and choose open  This is picking out part of the text with the intention of formatting it.
iv) Select the location where the document was saved
 The table below shows various ways of highlighting part of the
v) Select the document in the list document
vi) Click open
To Using the mouse Using the keyboard
Microsoft Word view buttons highlight
View buttons:- these buttons are located above the drawing bar or A Word Click the word Move the cursor to the
word by placing it inside
above the status bar and they provide a quick way for moving
ad press F8 twice
between various page views A line Click in the left margin of Move the insertion
i) Normal View/Draft View the document besides the pointer to the start of the
 This view button only displays texts and not drawings line line, hold down shift the
press end key
ii) Web layout A Drag the mouse pointer over Move the insertion
 When the document is turned to this view, you are able to see Paragraph the lines of the paragraph pointer to the paragraph
both the drawing and the texts and the press F8 four
times
 To turn to the web layout click view menu then choose web
Enter Key Hold down control and click Control A
layout the left margin of the
iii) Print layout document or click edit menu
then select all
15
 Justified
Paragraph Formatting Organizing text on a document to appear balance taking care of the
Alignment margins of the page
 this is organizing text to move to the left margin, right margin,
centre or making the text to be balanced on the pag e Steps;
Left Alignment i) Select the paragraph to be aligned
 Organizing the text to move to the left margin of the page ii) Choose paragraph from format menu
in an orderly manner iii) On the alignment tab choose justify
iv) Click ok or cnrl+J
Steps
i) Select the paragraph to be aligned from INDENTATION
ii) From format menu choose paragraph. a) This is positioning a paragraph to start away as closer to the margin
iii) On the alignment tab choose left alignment b) Indentation control the gap between the page margin and the lines in
iv) Click okay (contol+l) the paragraph

Right alignment Types;

Organizing a document text to move to the right in an orderly Left indentation
manner  This is positioning the paragraph to move to move to the left margin
of the page in a orderly manner
Steps
Steps;
i) Select the paragraph to be aligned
i) Select the paragraph to be indented
ii) From format menu chose paragraph
ii) Click format menu choose paragraph
iii) On the alignment tab choose right alignment
iii) Under left indent adjust the inches as desired
iv) Click okay or Cntrl+R
iv) Click ok
Centered Alignment
Right indentation
 Organizing text to move to the centre of the doing  This is positioning the paragraph to move away chose to the right
Steps; margin
i) Select the paragraph to be aligned Steps;
ii) From format menu choose paragraph i) Select the paragraph to be indented
iii) Choose centre in the alignment tab ii) Click format menu and chose paragraph
iv) Click ok or control+E iii) Under right indent, adjust the inches as desired
iv) Click ok
16
 iii) Under line spacing, click the list box and choose desired spacing e.g.
Hanging indentation double, single, multiple e.t.c
 A hanging indent is a type of indent where the first line extends iv) Click ok.
to the left of a paragraph with the rest of the paragraphs below
it Applying bullets and numbering
g) We use bullets and numbering to indicate an orderly list
Steps h) A number of list shows sequence while bullets separates items in a
i) Select the paragraph to be indented series
ii) Click format menu and choose paragraph Steps;
iii) Under special select hanging from the list  Click format menu
iv) Select the measurements if necessary  Click bullets and numberings
v) Click ok.  Select either bullets or numbering on the table
 Select the style you want
First line indent  Click ok
c) This is where the first line is indented NB// To change a style, click on customize button, select the desired bullet
Steps or numbering you want then click ok.
i) Select the line to be indented
ii) Click format menu and choose paragraph Changing case of a text
iii) Under special select 1st line from the list  The following steps can be used to change the appearance of a text
iv) Adjust the measurements if necessary i) Upper Case
v) Click ok.  Changes text to capital letters
ii) Lower Case
Line spacing  Changes text to small letters
iii) Title case
d) This involves increasing or decreasing the closeness between
 The first letters of the text are capitalized
lines in a paragraph
iv) Toggle Case
e) The space between lines in a paragraph is know as the leader  The first letters of the text are converted to small letters
f) The space between characters or words within a paragraph is v) Sentence case
called the track  Changes the first letters of the sentence to capital letters
Steps;
Steps i) Select the text to be affected
i) Select the paragraph to be line spaced ii) Click format menu
ii) Click format menu the choose paragraph iii) Choose change case

17
iv) Choose the case you want in the dialogue box Steps
v) Click ok i) Highlight the character to apply the dop cap on
Applying boarders and shadings ii) Click format menu and schoose drop cap
 A boarder is a single or double line around one or more iii) Under position in the dialogue bojx select either dropped or in margin
paragraphs which helps to set them apart from one another iv) In the font box, select he font you want to apply
 They extend from left margin indent to the right margin indent v) In the line s to drop specify the no. of lines to drop the letter
vi) In the distance from textbox specify the distance
Steps vii) Click ok
i) Highlight the paragraph you want to apply a boarder to
ii) From the format menu choose boarders and shadings To remove drop caps
iii) Select the boarder tab i) Click in the paragraph that contains the drop cap
iv) Select the boarder ii) From format menu choose drop cap
iii) Under position select none
v) Choose the desired colour
iv) Click ok.
vi) Click ok

Adding shading to a paragraph

Applying:
i) Select the text to be shaded i) Superscripted :- (Ctrl + Shift + +)
ii) From format menu choose boarders and shadings  This command pushes characters upwards e.g. 22
iii) In the dialogue box click shading tab ii) Subscript (Ctrl + =)
iv) Select the pattern you want to apply  This command pushes characters downwards e.g. 4b
v) Take the desired colour
vi) Click ok iii) Small Caps :- squeezes the text (decrease the tracks an d changes the
writing into the upper version
Removing a boarder iv) All caps :- changes the character in the upper case version with the
i) Highlight the paragraph you want to remove the boarder track spacing being normal
ii) From format menu choose boarder and shadings
iii) Choose borders tab v) Inserting a page break
iv) Choose none
v) Click ok  A page break shows where one page ends and where the other starts
depending on the paper size and margins
Drop cap Steps;
 This is a feature that makes the first character in a line to i) Place the cursor where you want the page break to appear
appear bigger than the rest and drops down the line ii) From insert menu, click on break

18
iii) In the dialogue box choose break particular word in a document e.g. an outdated product name in
iv) Click ok a brochure can be changed to its new name by using find and
replace command
Removing a page break Using find command
i) Change the document to a normal view Steps;
ii) Double click the page break you want to remove i) Click edit menu
iii) Press delete key or space bar on the key board ii) Choose find, the find and replace dialogue box appears
iii) Type the word you want to find in the find what box
Page numbering styles in a document iv) Click on find
 Ms Word starts numbering pahes from the first page to the last
page Replace command
 You may prefer to have numbers as a, b, c; 1, 2, 3 etc. Steps;
i) Click edit menu
Steps; ii) Select replace
i) From insert menu choose page numbers iii) In the find and replace dialogue box, under find what, type the name of
ii) In the number dialogue box, under position specify as either on the word to be replaced
top or at the bottom iv) In the replace with type the word to be replaced with
iii) In the alignment choose either right, centre or left v) Click replace all
iv) Click the format tab, in the number format select the style
Background formatting
v) Click ok
 It is changing the document by making it to have a different look
Steps;
Thesaurus feature (shift + F7)
i) Click on format menu
 This feature is used to add variety and precisions to your
ii) Point to background
writing
iii) Select the colour you want
 Ms Word provides synonyms and sometimes antonyms by iv) To remove the colour applied click on no fill
using the thesaurus features
Inserting a Watermark
Steps;
i) Picture Watermark
i) Find the word you want to change
a) Click format menu
ii) From tools menu, choose language then thesaurus
b) Select background
c) In the colour box click picture watermark
Find and replace commands
d) In the dialogue box, check picture watermark
 You can use find command to look for a particular word or
e) Click in select picture tab, choose the desired picture
phrase in a document or use replace command to change a
19
f) Click insert l) Click ok
g) Click apply To insert a line between the columns
h) To return to the document, click close Steps;
ii) Text watermark i) Click format menu
a) Click format menu ii) Choose columns
b) Select background iii) Specify the number of columns
c) In the colour box click printed watermark iv) In the check box of line between, check the box
d) In the dialogue box check text watermark v) Under apply to say this point forward
vi) Click ok
e) In the text box, type the text, under font choose the desired font
face, under colour select the desired colour, under layout, select
either horizontal or diagonal Headers and footers
f) Click ok
A header is a text that points the top of every page of a document

Inserting columns Footer is a text that points at every button of a document

We use this command to partition our text so that the page
usage can be efficient and also to make our text appearance be Steps;
in an orderly manner
i) Click insert menu choose header and footer
Steps;
ii) A none printing dashed line encloses the header footer areas
a) Click format menu
iii) Edit the header and footer
b) Select columns
c) From the dialogue box that appears, choose the number of Formatting a document
columns desired either 1, 2 or 3
Margin and page set up
d) Under apply to, select this point forward i) Page margins are the blank space around the ages of a page
e) Click ok ii) In general we insert text and graphics in the printed area inside the
margins
Inserting a column break
This is used to partition text and helps to move the cursor to the Steps;
next column. 1. On the file menu click page setup
2. Click the margins tabs
Steps; 3. Under margins select the options you want
i) Click insert menu
j) Choose break
k) In the dialogue box, choose column break
20
 Page set up
Steps; Reducing the size of a table
i) On the file menu click page set up and then click the margin i) Rest the pointer on the table until the resize handle/double arrow appears
tab ii) Drag the table boundary until the table is in the size of the table you want
ii) Under orientation click portrait or landscape
Increasing the column width
i) Rest the pointer on the column boundary you want to increase until it
TABLES. becomes a resize pointer
 A table is made of rows and columns also cells of which
you can fill with text and graphics Selecting parts of a table
 Tables are use to organize and present information Selecting a cell
i) To select a cell, click the left edge of the cell
Inserting/creating a table ii) To select a row, click at the left of the row
iii) To select a column, click the column’s top
 Microsoft word provide a number of ways to create a table
 The best way depends on how you like to work and how simple
Merging Cells
or complex you want it to be
This operation is used to join different cells together
Inserting a table using Ms Word Steps;
i) Select the cells to be merged
i) Click where you want to create the table ii) From the tables menu choose merge cells
ii) From tables menu click insert and select table
iii) Select or type the number of columns an d rows you want Splitting cells
iv) Click ok This operation is used to divide the cell into different parts
Steps;
Drawing a complex table
i) Select the cell to be splittted
i) Click where you want to create the table
ii) From the tables menu choose split cell
ii) On the table menu, click draw table
iii) In the resulting dialogue box, specify the number of rows and columns
iii) The tables and boarders toolbar appears and the pointer
you need
changes to a pencil
iv) To define the outer table boundary, draw a rectangle the draw
Putting boarders around the table;
the column and row lines inside the rectangle
i) Ensure the cursor is anywhere within the table
v) To erase a line, click erase on the toolbar and then click on the
ii) From format menu, choose boarders and shadings
line to erase
iii) In the resulting dialogue box, do the following
vi) When you have finished creating a table, click a cell and start
Select grid
typing
21
Choose line style
Choose the type of colour you want About graphics
There are two basic types of graphics that you can use to enhance your
Putting the background colour of a table Ms Word documents
i) select the area to be affected a) Drawing objects
ii) from format menu, choose boarders and shadings Any graphic that you can draw and can be changed and enhanced is
iii) in the resulting dialogue box, select the shading tab known as drawing object
iv) choose the type of colour you want to be at the background b) Auto shapes
A group a ready made shapes that include basic shapes, lines,
Changing text directing connectors, stars and banners, flaw charts
i) Highlight the text
ii) From format menu, click text direction Pictures
iii) From the resulting dialogue box, choose the direction you want There are two files containing pictures in Ms Word
a) Clip Art
Increasing spaces between cells b) Pub60COR
i) Click on the table i) Clip Art
ii) On the tables menu, click tables properties a. From insert menu, move to pictures then clip art and click
iii) Click the tables tab b. Type the name of the picture you want
c. Click on organized clips to display all the categories of pictures
iv) Click options
Pub60COR
v) Under default spacing, select the allow space between cells
check box and enter the measurements you want I. From insert menu, move to pictures
Footnotes and endnotes II. Select my recent document directory
Footnotes and endnotes are words that commands or explains III. Select Pub60COR
the meaning of a word or phrase found within the document
Footnotes appear at the bottom of the page while endnotes WordArt
appears at the end of the document Refers to different styles used to type text

Steps; Changing an existing part of a document to WordArt

i) Identify the word to comment on and click in front of it. i. Highlight the text
ii) From the insert menu choose reference and footnotes ii. From insert menu move to pictures the WordArt and click or from
iii) In the resulting dialogue box, choose the option you want e.g. drawing toolbar click WordArt tool
footnote or endnote iii. Select the style you want
iv) Specify the number style and click on insert iv. Type the text
22
 v. Click ok MICROSOFT ACCESS (Database
Mail Merge Management)
 Mail merge feature helps to combine database records to a
document so as to produce as many copies as the number of  Microsoft Access is database tool that is used to store, maintain and
records required use a collection of information that is organized to serve a specific
purpose e.g. employee’s personal information, customer addresses
 It is particularly helpful in producing several copies of the same
and details, flight information for airline, or patient information in
form letter to be addressed to new friends’ addresses
hospitals or clinics
Mail merge involves three steps;
 Other examples of database management software include;
a) Creating the main document
a) Fox Pro
This involves producing the document that is to be merged to
b) Fox Base
many records
c) D Base
b) Creating data source d) Oracle
This involves creating information to be used for merging the main e) Database III & IV
document
c) Mail merge Ms Access Window
Involves combining the data source and the main document
 Access window is divided into two parts namely
Procedure
a) From tools menu, move to letters then mail merge and click
i) Application window
 Comprises of the following;
Hyperlink
i) Application title
 A hyperlink is a colored and underlined text or graphic that you
ii) Menu bar
click to go to another file
iii) Status bar
iv) Toolbar
Steps;
ii) Database Window
i. Select the text you want to act as a hyperlink and the click insert
 Comprises of the following;
hyperlink on the standard toolbar
i) Tables
ii. Under link to, specify status of the file e.g. existing or create a
ii) Queries
new file
iii) Forms
iii. In the address box, type the address you want to link it to
iv) Pages
iv. In the look in box, click the down arrow and navigate to select a
v) Macros
file
vi) Modules
v. Click ok

23
 vii) Reports DATA USE EXAMPLES
Creating a Database Window TYPE
Text Data with text e.g. names Monica, German,
Steps; Uganda
Memo Both alphabet and numeric Notes or
i. From file menu, select new characters which run to description
ii. In the task pane, click blank database several characters
Number Numerical data to be used for 345, 768
Benefits of Database to store information mathematical calculations
i. Fast retrieval of information because data is easier to find Date/Time Dates and time 2 – mar – 1992
ii. Easy to maintain an accurate and up-to-date data Currency Monetary value Tshs. 20000, kshs.
700
iii. Easy to analyze and make summary in the stored information Auto Number A numeric value which access
iv. Easy to protect data from an unauthorized persons. automatically increments for
each for each record you add
Creating a database table
Ys/No Fields the contain only one or
 A table is a collection of data about specific subject e.g. a table two values
can contain data about customers OLE Objects Graphics and pictures
Steps;
a) In the database window, select the tables tab Description
b) Click the new button  This column is optional but can be used to give detailed description of
c) The new table dialogue box appears a field name. When additional information to the table, this
d) Select design view the ok information will not appear on the status bar
e) The design view appears. This window is used to determine the f) Type in the field names in the field name column. When typing in the
structure of a table. It is divided into 3 columns i.e. field field names, it is important to adhere to set of rules for naming access
names, data type and Description objects
Field names i. You can have a maximum of 64 characters for the field names.
 These are column headings for the fields in the table that you
ii. Any combination of numbers, letters spaces and special characters can
are creating
be used except the periods (.), exclamation mark (!) and brackets
Data Type
cannot be used
 A data type is the attribute of a field that determines what kind
iii. There should no leading spaces. There should be no space before the
of data it can hold e.g. text, numbers, dates and time, currency
field name
e.t.c
g) In the lower portion of the window shows the properties of the field,
select the desired property in the lower portion.
h) Each field has a set of properties that you use to decides how the data
in that field should be stored or displayed
24
 iv. Under the look in box, select the name of the table
Setting a Primary Key v. Click the find next button
 When you create a table you can identify a primary key. A vi. Microsoft access will highlight the information typed
primary is a field that is used to uniquely identify each records vii. Click the close button
stored in a table
Procedure Filtering records in a table
i) Click inside the field that you want to set as primary key  When you want to work only with some specific records in a database
ii) Right click the mouse button and choose primary key on the table, you can use filter to display the required records only
pop up menu  You may also want to find out how many records meet a certain
Saving a table condition you can use filter
a) Click the save button to save the structure of the table
b) Type the name of the table in the resulting dialogue box Steps;
i. Select filter from the records menu and then choose advanced filter or
Sorting records in a table sort. The filter window appears
Reasons; ii. Select the fields that you want to be displayed
a. Sorting helps to quickly locate the highest or the lowest value iii. If you require the displayed records sorted, specify this in the
in a list sort row
b. Helps to arrange data in order of priority iv. Type the criteria what you want to filter out
Procedure; v. Click the apply filter button, you can now work with the filtered data
i. Position the cursor on the field on which you want to sort vi. To redisplay the entire database table, click on the remove filter button
ii. To sort ascending, click sort ascending button. To sort in
descending order click sort descent button Operators Meaning Example
Finding Records in a Table Expression Use
= Equal sign = 15000 Equal to 15000
Finding helps to quickly locate a particular record within the
> Greater than >200 Over 200 (200 not
whole database table. This is particularly useful when you want included)
to see a particular record quickly without having to go through < Less than <200 Less than 200 (200 not
the whole table included)
Steps; <> Not equal to < > Nairobi Not Nairobi ( All records
i. Position the cursor within the table whose city is not
Nairobi
ii. Click on file button or select find from the edit menu. The find ≤ Less than or ≤ 200 Below 200 (200 included)
and replace dialogue box appears equal to
iii. In the find what box, type the text for the records you want to ≥ Greater than or ≥ 200 200 and over (200
find equal to included)
25
Modifying the structure of a table ii. If you have a frequently asked question about your data so that you
 There are many ways in which you can modify the structure of a save the query
table Steps;
 These includes; i. Select the queries tab in order to crate a new query
Changing the field’s names ii. Double click on create query in design view
 To change the field name, double click on the field name to be iii. The show table dialogue box appears. In that box you can select the
changed and type the new name of the field or change the table table or tables that you want to base your query on
to design view view and type in the new field name iv. Select the table to be used for the query then click on add
Changing Data Type v. Click on close the exit the dialogue box and to get to the query
 It may be necessary to change data types to fields that may window
already contain data or when the data type that you have typed vi. In the query window list all the fields from the table
is not appropriate vii. Type in the criteria under the relevant field what you want
 Converting from one data type to another may affect the entire viii. If there are any fields that you are not going to show in the
database including other database objects like queries, forms output then uncheck them
that used the field that is being changed ix. To view the output after setting the contents click on the datasheet
Procedure; view button of the run button
i. Change the table to design view
ii. Select the appropriate data type from the fields required Saving a Query
iii. If you convert a data type from text to number, access gives i. Choose the query window
you a warning as to how many records may be lost or deleted ii. In the resulting dialogue box, click on yes
then you confirm by clicking yes or no iii. The save as dialogue box appears
iv. In the query name box type a name for the query
Increasing or Decreasing the Field Size of a Table v. Click ok
 If for example, you decrease the size of the field than it was,
access will truncate or cut off the extra part and remain with
Designing a Query from Multiple tables
the rest of data
 A query can be used to bring together data from more than one table
and show the results in a single datasheet. You may have information
QUERIES in different table and you want to extract the information and have it as
 A query is a question about the data that is stored in your tables. a query
The output you get after filtering records is an example of a Steps;
simple query
i. In the database window, select the queries tab
Reasons for creating a query
ii. Create a query in design view
i. If you want to display specific records from one or more tables
26
 iii. Select all the tables that contain the information you need to vi. When designing a total query, the fields to be used for calculations
view on the query then click on add needs to be specified.
iv. Click on close to get on the design grid
v. All the tables selected will be shown in the design grid Type of totals
vi. In order to retrieve data from the multiple tables, a link (join) Type of calculations Used to calculate
need to be created between the tables by the use of join lines Sum The total value in a field
vii. Before creating any join line, first establish the fields that are Avg The average value in a field
common or have the same information between tables i.e. these Min The minimum value in a field
Max The highest value in a field
fields must be of the same data type
Count The number of values in a
viii. To create a join line, drag the field you want to use to field
establish the relationship from one table to the other table St Dev The standard deviation of
ix.A join will be created between the two tables showing that a value in a field
form of relationship has been established between the tables. Var The variance of values in a
Select all the fields that you will use for the query field
x. Type in the criteria what you want to have in the query First First value from the first
record in table
xi.Run the query to view its results Last The field value for the last
xii. Save the query using appropriate name record in a table

Total Query vii. Run the query to view the results

 This is the query used to summarize all the information in the viii. In the query, Microsoft Access displays headings that reflects
table the type of calculations that has been performed
 When you want a query that summarizes all the information in a
table without necessarily giving all details in each record, total Update Query
query is applicable;  When you want to make changes to a group of records in one or more
Steps; tables all at once, you can use update query e.g. when you wish to
i. In the database window, create a new query in design view. raise the price of a particular commodity in your database by 10%, or
ii. Add all the tables to be used for the query when you want to raise the salaries of workers within a certain job
iii. Select the fields to appear in the query. When creating a total group by 10%;
query, you can select the same field ,more than once Steps;
iv. In the query window, click the totals button or choose totals a) Create a query in design view
from the view menu b) Select the table from which you want to update records. The
v. The total raw appears in the grid. The words “group by” appear table should contain the field you want to use for setting
under each field. criteria
27
 c) Add the field you want to update to the query design grid k) Click on ‘yes’
d) Change the query from a select query to an update query. To do
this, select query from menu bar and choose update query REPORTS
options  Reports are an effective way for presenting information to be printed
e) The query changes to an update query and the “update row” is or distributed in a printed format
added to the grid  You can control the size and appearance of everything on a report
f) In the update cell, type in the expression that you will use to  Data can be organized and grouped into categories making it easier to
update information read
N/B:- Expressions are statements that are written down and that  Pictures and graphs can be added onto a report to make the report
gives a result after evaluation more meaningful
Example;
Creating a report from a query
The owner of a business decided to increase the rate by 10% to
accommodate the increases in taxes paid to the government. Steps;
Write down the expression to be used  In the database window, select the report’s tab and then click on new
To do this, type in the expression [RATE]*1.1 in the update to  Select the query to be used for the report
row  Select the fields you want to use from the query
 Complete the remaining steps in the reports wizard and view the report
Expression Results Ways of creating a report
“Mombasa” Changes value to Mombasa
OPTIONS DESCRIPTIONS
#8/12/2001# Changes data value to 8th December
Design view Create a report without using a wizard
2001
Report wizard Automatically creates a report based on
[order details][unit Calculates the product of unit price
fields selected
price]*[order and quantity, both in the order
Auto report: Creates a report i.e. records are displayed in
details][quantity] details table
columnar a single column
[salary]*1.5 Increases salary value by 50%
Auto report: Creates tabular report i.e. each record is
g) To see a list of records that will be updated or the results of the tabular displayed from left to right across the report
updates, click the datasheet view button on the toolbar. This is Chart wizard Creates a report with a chart
because once you update the records, you cannot reverse the Label wizard Creates a report that has been formatted for
information printing
h) After viewing the changes that will take place, switch back to
design view
i) Run the query Creating an auto report
j) The warning message appears informing you that the update cannot be i. In the database window, select the query or the table to be used
undone

28
 ii. Move to new object button on the toolbar then click on auto ii. Open the report that you want to act as the main report in design view
reports iii. Press F1 key to switch to database window
iv. Drag the sub report icon from the database window to the detail
Parts of a report section of the main report`
1. Report Header
 This section has the main header or title for the report FORMS
2. Page Header  Form is used to display only certain information in a particular way
 This section contains information to be printed at the top of each that the user prefers. Generally a form simplifies the process of
page of a report entering data.
3. Group Header  You can restrict the entries to the form by making the user pick a
 This feature is visible. It contains information that is printed at section from the list
the beginning of each table  A form saves time and prevents typing errors
 The name given to this section depends on the grouping of the Creating an Auto Form
field  Auto form is a quick method of creating a form as Microsoft Access
4. Detail Section will automatically create all the controls and position them on the form
 This sections the information that is printed for each record in a Steps;
table i.e. the main area of the report that contains the actual i. In the database window, select the table or query for which you want
records to create a form
5. Group Footer ii. Click the New object button then select auto form from drop down list
 It is similar to group header but the section contains information
that is once at the end of the report Control
Inserting Objects to a Report  Is anything that is added to a form or created on a form
 In order to insert objects to a report, controls must be used  Examples are text boxes, labels, list boxes, lines e.t.c
A control is anything that can be added to a report or a form e.g. i. Labels
text box, labels e.t.c  Are descriptive items on forms. They are used to describe the
information to be entered or displayed or typed in a text box
Creating a Sub Report ii. Textboxes
 When you want to combine two or more different reports, in  Is the area on which information is to be entered
such a situation one of the report serves as the main report and iii. Drop Down List
the other reports are referred to as the sub reports  It contains a list of choices or options for the user to choose from.
 A sub report is a report that is inserted into another report

Steps; Using Expressions on a Form

i. Create the report a usual way

29
 When calculating values on a form, expressions are used e.g. in
MICROSOFT EXCEL (Spreadsheet)
an employee’s database if records are kept of date of birth of
each employee ypu can find out how old an employee is by  Ms Excel is an electronic spreadsheet program
subtracting the value in the date of birth field from the value of  The spreadsheet is a formidable computer tool that lets you recall the
the current date. The expression for this calculation can be as past, analyze the present and predict the future
follows [Current Date]-[Date of Birth]  Spreadsheets allows easy preparation of accounting records and
financial statements
Field Expression What it does
Date Date ( ) Returns current date
according to the computer Features of Ms Excel
clock  Ms Excel is one of the most commonly used spreadsheet programs
Date& Now ( ) Returns the current date and today. Excel provides the ability to perform sophisticated calculations,
Time time format, reports, create charts, allows development of database facilities
Prime [Freight]*1.1 Calculates the prime freight  It can also be used in database management
Freight which is 110% of freight 1. Worksheet
Total [Quantity]+[uni Adds quantity and unit price
 Is the area provided with horizontal and vertical grid lines that
Amount t price] to give the total amount
Full [First Name]&” Joins the first name and the intersects the form cells.
name “&[last Name] last name 2. Boarders:- They form the top and the left labels of the screen hence
Deliver Date ( ) – 10 Adds 10 days to today’s date are used to identify the current displayed rows and columns of that
y Date spreadsheet
3. Columns:- They are arranged alphabetically. The first 26 columns are:
Steps; i. AA – AZ
i. Change the form to design view ii. BA – BZ
ii. Choose the text box control and add it to the section of the form iii. Rows:- Are numbered/arranged numerically. They are numbered from
where you would like to have the end result of the expression 1 – 65536 giving over 16 million cells
iii. Position the cursor in the text box and right click the mouse iv. Cells:- a cell is formed by intersection between a row and a column
button and from the pop up menu click on properties and is the basic unit of a worksheet
iv. From the properties sheet, choose the data tab, select control 4. Reference Box/Name Box Name Box
source and click on the build button next to the drop down  It shows the position of the active cell.
arrow Formula Bar
MACROS  It shows the formula used to acquire the content of a particular cell.
 A Macro is a stored collection of instructions that correspond to Moving through a Worksheet
the actions that a user might carry out i. You can move from one to all-to another by selecting the its by using
the mouse
ii. We can also move from one to all to other using rows keys.
iii. If you want to select the entire worksheet, Press control +A
30
 iv. Combination of some keys can allow you a navigate your
worksheet, Types Include
Ctrl+Arrow left-moves to the last column. a. 124AA
Ctrl +Arrow Right-moves to the first column. b. 343-43
Ctrl +Arrow Down-moves to the last row. c. CC456
Ctrl +Arrow up-moves to the first row d. ABASAF
ii) Values
Procedure used to edit data on a worksheet.  Is any entry that is numeric.
Double click on the cell that contains the data you want to edit  All numeric entries are aligned automatically to the right of the cell
i. Use the left or right arrow key to move the uses to the location
to make the correction. Examples Include
ii. Make the necessary changes then press enter 1. 8900
2. Ksh.200
Adjusting Column 3. &980
 It is important to adjust column width especially when entering 4. -564
large name on a cell .If the entry of the cell is too wide to fit
into the cell, excel splits it contents of the cell to the next cell WORKING WITH EXCEL DATABASE.
which is overwrite by any entry you make you into that cell. I) SORTING
 Incase of value excel displays them in hash(###)
 This is the process of arranging worksheet data in a range in a
i. Click on the column to adjust particular order.
ii. From the format menu select column width  Sort order arranges data based on the value or data type
iii. On the column width dialogue box ,enter the required width  Data can be sorted alphabetically, numerically or by date.
iv. Click ok
IMPORTANCE OF SORTING
TEXT ALIGNMENT a) Help to quickly locate the highest or lowest value in a list.
 Microsoft excel treats every entry entered in a worksheet as b) It help to rearrange data in order of priority
either label or value
i. LABEL- It is any entry that is alpha-numeric i.e entry that is STEPS;
either made up of letters of alphabet or a mixture of both letters a) Click a cell in the list you want to sort
of alphabet and numerical data. b) On data menu, click sort
-Also numeric data with spaces, slashes between them are regarded c) In the sort by boxes, click the columns you want to sort
as labels d) Select any other sort options you want then click ok
-Ms excel aligns labels automatically to the left.

31
e) Repeat steps (ii) & (iii) if needed you using the most important III) Click on the first cell of the location to place the filtered records.
columns. IV) From the edit menu select paste

Filtering Records; Removing Filter Arrows

 It enables to locate a record in a large database. This avoids Steps;
moving around the wide database to find only one record.
 There are two types of filtering; I) From data menu move to advanced fitter then auto fitter
a) Auto fitter II) Click on auto fitter option.
b) Advanced
Use of data forms
Steps of Using Auto filter  A data form is a convenient way to enter as to display one
complete row of information in a list at a time. Before we can use a
I) Click anywhere on the database. data form to a records, the list must have labels at the top of each
II) From the data menu select fitter then auto filter. Auto filter column.
arrows appear.  Ms Excel uses labels to create fields on the form
III) Select the appropriate fitter arrow depending on the  Forms in excel are used when dealing with a big worksheet data
column that you want to fitter  A form transforms the worksheet data into a more convenient way to
IV) Choose the name you want work on
 Forms can be used to do the following;
NB; You will be shown only the details of the second you selected. i. Add more records to the worksheet
To display all the seconds again select the option all on that ii. To edit worksheet data
specific column. iii. To locate a record into a worksheet
iv. To delete a record from the worksheet
CUSTOMIZING AUTOFITTER
 You can expand the auto filter criteria to get more filtering Adding Records to a List using Dada Form
conditions to apply on the column you are filtering i. Click a cell in a list you want to add a record
 To do this; ii. On the data menu, click form
i) Select custom option on the column you are filtering iii. Click on new
ii) Select the criteria to use e.g. equals to, grater than e.t.c iv. Type the information form the new record
iii) Type the value you want v. When you finish typing data press enter to add the record click on
iv) Click ok to apply the criteria close button
Saving Filtered Records
Editing a Record in a list using a data form
I) While the filtering is still on, highlight the records Steps;
II) Select copy from the edit menu i. Click a cell in the list you want to change
32
ii. On the data menu, click form ii. Note the values in the worksheet that are required for
iii.Find the record you want to change calculations
iv. Change the information in the record iii. Identify the cell addresses of the value required for calculations
v. When you finish changing data, press enter to update the iv. Type the formula in the cell where you want the calculated value
records starting with = sign
vi. Click close to update the displayed records v. Press enter key
NB// Ms Excel uses this value (=) to differentiate between a value, a label
Deleting a Record in a List Using a Data Form and a formula
Steps; Examples of excel formulas
i. Click a cell in the list Operators Description Example 1
ii. On the data menu, click form + Addition C3 = A2 + A4
iii. Find the record you want to delete - Subtraction D5 = E4 – E2
iv. Click delete * Multiplication A4 = C7*D3
/ Division D1 = A2 / B2
Converting Worksheet Data into Forms
٨a Exponential C2 = (B1 + B4)2٨
Steps;
i. Click inside the worksheet data
ii. From the data menu, select form and the form appears 2. FUNCTIONS
Locating a Record in a list using Data Form  Are special entries for formulas. Functions replaces complex
i. To move through records once at a time, use the scroll bar likely calculations
arrows in the dialogue box  Using formulas e.g. A formula may be as follows;
ii. To move through ten records at a time, click the scroll bar
between the arrows =B1 +B² +B3 +B4 +B5 instead of this you can easily type=sum
iii. To move to the next record in the list, click find next. To move (BI: B5)
to the previous record in the list, click find previous
Removing Filters NB: Function are applied when calculating formulas of a
 From data menu, move to filter then click on show all. range i.e when including all the cells between a specific
row or column
FORMULAS AND FUNCTIONS
1. FORMULAS
Ms Excel enables you to work with formulas. A formula tells you
how to compute a particular value

Consideration to make before doing calculations

i. Mentally figure out what to calculate

33
EXAMPLES OF A FUNCTION. b)ARGUMENT;
The function argument tells excels which cell you want the action
FUNCTION USE to act on.
EXAMPLES There are 4 different types of functions;

Sum calculating total =sum(A1 :A7)

i) Statistical function ,
Product calculating product of a number Performs statistical
=Product(B² analysis on data e.g. sum, average, maximum e.t.c.
:B3)

Average mean of a range =Average (C4:C9)

ii) Mathematical function,
Used to perform simple and complex mathematics e.g sort, avs, sign
Maximum highest value of a range =Max (D3:D8)
e.t.c
Minimum lowest value of a range =Min (B1: B6)
iii) Financial functions,
Round round off numbers to a They are used to perform common business calculations without
building long and complex formulas e.g. PV, NPV, NPT
Specified decimal places
iv) Logical functions,
IF FUNCTION;  Are used to perform conditional test.
 Every function must have 4 parts
 If is y used to return one value of a condition you i) Equal sign (=)
specified evaluates to true and another value if it ii) Function name
evaluates to false. iii) Brackets (parenthesis)
 Functions are special routines or calculation tools built into the iv) Argument
worksheet that allows you to perform complex task quickly
and easily. WORKING WITH A CHART
 They are shortcuts that simplifies computation that would
 Charts are graphical representation of worksheet data. Charts
be very difficult to perform with formulas.
converts data from the column and rows in a worksheet into a
 Worksheet functions have two elements;
visual format which can be read at glance.
a) Function name
 Charts are linked to the worksheet data; they are created from and
b) Argument
are updated when you change the worksheet data.
a) FUNCTION NAME; TYPES OF CHARTS;
Function name use descriptive terms that identify the
operation you would want to perform.  Ms excel supports different types of chart.
 The type of chart to be created is determined by the kind of data to be
plotted.
34
Examples of charts, Creating a chart;

a) Column Chart Steps;

It is the best chart for comparison. You can use it to compare
two items against each other. a) First identify the data you want to chart
b) Bar Chart b) I highlight the range of data to chart out
It is used to illustrate comparison among individual items. In c) From insert menu select chart
bar charts categories are organized vertically. NB; the chart wizard appears. On this wizard select the type to
c) Line Chart use and also the chart subtype.
It is the most appropriate type of chart for showing a
trend in data over equal intervals d) Click on press and hold to view the sample button to see the
d) Pie Chart preview of the chart you are creating.
 Shows the proportional size of items that make out a data e) Click on next button to move to step two of 4
series to the sum of the items. f) On step 2 of 4 a sample of chart is displayed. Here you are also shown
 It is always used to show only data series and is used the data range.
when you want to emphasized on a significant element. g) If the appearance of the chart is not as the one you wanted, click
cancel to go back to the worksheet otherwise click next to move
Chart Terminologies. to step 5 of 4
a) Data maker - Each column in a chart is a visual
GRID LINES;
representation for a value from a worksheet.
b) Data series – are corresponds to the column as a row of Specify whether to have both minor of major grid lines on either of
selected values on a worksheet. the axis
c) Axis – is the reference line for the chart.
d) Legend –Acts as a key to the graph LEGEND
e) Data label –provides additional information about a data
Click on the check box to apply or de select the check box to remove
maker.
the legend.
f) Data table –Is the grid in the chart that contains numeric
data used to create the chart. If the legend is required, specify the spacing i.e. top bottom etc.
g) Plot area –Is where data series are plotted
h) Chart area -Is the whole area which is covered by the Data Labels
chart Specify whether to show values. Labels or none on the chart

Data Table

If you what a data table on the chart select it on the checkbox.

35
 On this stop (4 or 4) specify the location the chart ie the ii) Formatting data series
worksheet to place the chart
i) Highlight the data series by clicking any of them & the rest will be
Chart can be placed either. selected.
ii) From format select data series, click on pattern tab,
a) As a new sheet – here the chart wizard creates a new sheet with iii) Click on pattern tab.
the default name chart one where it automatically place the iv) Click on color desired.
chart v) Click on pattern required.
b) As on object – this is the default option. On this option the chart vi) Click the border style required.
wizard chooses the location of the chart to be the current vii) Click ok
worksheet. However, you can choose another worksheet by
clicking on the arrow at the end of the option.

Enhancing appearance on a chart importance of adding

MICROSOFT POWERPOINT
appearance.  Ms Power point is a presentation programme that is used to convey
information in a way one would like it to be.
Adding new features after creating the chart It is an application software ideal for:-
i) On screen presentation
Add general appearance or credibility of the chart for easy
ii) Preparation of slides
interpretation
iii) Desktop publishing
If also includes applying patterns of boarders on the chart are.
Onscreen Presentation
i) Resizing the Chart
 It helps to convey information more effectively eg
 Click anywhere inside the chart to highlight When launching a new product into the market,
 Point at any of the handles on the boarders until the mouse Marketing or internal company presentation,
pointer changes to a two-sized arrows To export sales figures
 Drag outwards to make the chart bigger or inwards to make the Inducting new employees into a company,
chart smaller. In education fairs
Ms PowerPoint has two windows.
ii) Formatting chart title i) Application windows representing the name of the programme
ii) Representation windows –Represents the working area
 Highlight the chart title by click on it.
 From format menu, click selected chart title on format chart
title select the desired font type font style etc. click ok.

NB Repeat the same for chart axes & legend.

36
Creating a New Presentation Modifying a Presentation

PowerPoint provides 4 options from which can choose one to  Applying a designed template.
proceed with other PowerPoint features.  Templates are already designed slides that can be applied to a
presentation.
From file menu click new in order to access the options.  Designed template also acts as backgrounds to presentation slide,.
Creating a presentation from Auto content Wizard. Steps;
 This option launches the auto content wizard which allows i) Click on design bottom on the toolbar.
you to select the type of presentation that would want to create ii) From the list of design, select the appropriate one
the prompts you for the title as well as information about the iii) In order to apply one style to the enter presentation click to apply to all
topic you have chosen. slides
iv) In order to apply different styles for each & every slide, click apply to
From designed templates selected slides
 This option gives you a list of presentation designed other
templates with pre designed colors and text style How to apply colour scheme

From an existing presentation  A colour scheme is a set of balanced colour that can be applied to
slides on a presentation.
 This option is used to choose an existing power point
presentation i.e. that has been saved in the computer. Steps;

i) From task menu click slide colour scheme

Blank Presentation ii) Select the colour scheme to apply, then click apply to all as to selected
 This option brings out new slide dialogue box which has 24 slide
blank slide layouts. After choosing a layout the user fills in the
rest of the required content. Using different PowerPoint views

Adding a new slide to a presentation steps - Power point has 5 views that can be used to act work on a presentation
in different ways
i) Click on insert - The views buttons are located at the bottom left of the screen.
ii) Click on new slide a) Normal view
 This is the default view of power point
NB Select the slide layout you want
 It is where typing and editing of information is done.
 The view has the following parts
i) Outline tab – shows content of slides

37
 ii) Slide tab – Number of slides in a presentation NB; the following effects appears’
iii) Notes pane – for description.
a) Entrance
b) Sorter view
View slides on one screen. b) Emphasis
Used to order slides
For inserting a new slide. c) EXIT

c) Slide show view. d) Motion paths

Used to preview. The presentation as your audience view.
 Entrance – used to introduce texts and pictures from outside
Slide Transition  Emphasis –used to emphasize the text where they are.
 Exit –moving the text and graphic outside the slide.
 Is a special visual effect that is used to introduce slides show.
- They are usually added to create impact to a presentation.  Motion path-movement text and graphic in a particular way.
- Examples include;
 Wipe down
 Swivel
 Special
 box

Procedure of inserting
MS PUBLISHER.
 From slide show menu click slide transition Ms Publisher is a desktop publishing programme.
 Select the slide to apply the effect to It has user friendly features that help you to create documents basing the
 From the task pane choose the style you want content on the kind of document required.
Custom Animation;
Ms Publisher Option
 These are effects used to introduce texts graphics on the slide
i) Publication for print – it is used to create publication that you want to
during a slide show. They are usually added to add inter to a
print
presentation.
 They also assist the presenter to control the flow of information Websites & Email –used to create a publisher you plan to send as an email
and focus on important points. message

Steps; Design sets – used to create a publication based on already designed

pages.
a) On the slide show menu click custom animation.
b) In the custom animation task pane select the add effect button.
38
Blank Publication – used to create a publication based on a blank  Position the mouse over the horizontal ruler until the pointer changes
page. to a star
 Drug the pointer until the new guide where you want it
Publisher Window
Inserting Columns on a Black Publication Page
i) Catalog – This is command window that displays publication
result. Steps;
ii) Application window – It comprises of the following;
 From the arrange menu, click layout guide
 List of documents.
 Menu bar
 Scroll button

Publication Window – It is where data is input THE INTERNET

Creating a Publication from Blank Page
 Internet is a worldwide network connecting millions of computer
Steps; users.
 It is an interconnection of personal computer throughout the world
i) On the file menu, click new  The world internet is derived from the following words international &
ii) In the new publication task pane, click blank publication network;
iii) In your publication window, add text, pictures & any other  The other names of internet are;
objects you want. i) The net
ii) The information superhighway
Base line guides.
iii) The cyber space
 Can be used to precisely align text across the page.
 They can also be used to insert multiple columns rows on a
page NETWORK

Ruler guides  This is a series of interconnected elements that forms an overall

structure as series
 You can create ruler guides on any page in your publication.
 Network is the act of connecting various clients together to enhance
 Ruler guides that are created on a publication page are only
sharing of resources between them.
visible on that page.
Advantage of a network
To create horizontal ruler guide
i) Sharing of resources like printers & scans
Steps; ii) Sharing of information
39
iii) Helps in avoiding sneaker net of files using diskettes or SDC TIER 3.
from one comp to another
-They are even more regional and connect to Tier 2providers.
iv) Working even if away from office
Internet Service Providers (ISP)
Classification of network
-Every Tier one and Tier two providers leases connection to the internet
1) L.A.N –Local Area Network. companies called internet service providers.
-This is formed whenever a computers are connected within a -I.S.P essentially sits along the edge of Tiers one and two and tap into the
small geographical area e.g same building. flow.

-you can in turn lease some of the connection from the internet service
providers and thus get on to internet.
2) Metropolitan Area Network.

This is formed whenever computers connected within a medium Requirements of Internet Connection
sized area e.g an entire city/village. Within a road of 10kms to REQUIREMENTS OF INTERNET CONNECTION
5kms.

3) Wide Area Network. 1. Computer Terminal;

Is a functional computer with the monitor’s mouse system unit.
This covers a huge area covering different countries.

This is where internet falls.

2. Telephone line;
Allows flow of data.

INTERNET TIERS
3.I.S.P;
TIER 1. -Provides the series over the internet e.g safaricom, Africa online, jumbo
net, mitsunet e.t.c.
-Tier 1 consists of 9 companies called Tier one providers.

-The Tier 1 providers own long distance, high speed base optic
network called backbones. CONNECTION TO INTERNET.

TIER 2. Dial up – a dial up connection to the internet requires two pieces to work.

-They own small regional network and must pay Tier 1 providers. a) Hardware to dial to I.S.P –Modem.

40
Soft ware to govern the connection –Explorer, opera.  Cable offers a different approach to high speed internet access.
Using regular cables is cables seen a high speed internet
connections.
MODEM;  Cables offer a comparable service to disk
 Cable internet connections start with RSB to RS59
 Modems enable computers to talk to each other via standard
commercial telephones lines by converting analogue signals 5 SATELLITES
to digital signals and vice versa.  Satellite connections to the internet act the data beamed to a satellite
 The term modem is short for modulators or demodulators. dish on your house / office then a receiver handles the flow of data
 Computers hate analogue signal –continuous signal or variable &eventually sending it through an internet cable to the Nic on your
e.g. Pressure, instead they need digital signal. person computer.
 Digital data consist of discrete, discontinuous from usually
ones and zeros. Internet Language
 This is the method of data representation by which computers
process and store data and communicates with each other. - TCP/IP –provides the framework & the common language for the
 Analogue data is transmitted in a in a continuous form that internet
closely resembles the information that it represents. - It also offer a phenomenally wide open structure for creating purposes
 Analogue technology has continuously variable values e.g. - Hypertext transfer protocol HTFP – this is the service that provides the
sound, light, temperature&pressure values. structure for the worldwide web.
- It also provides the graphical place for the internet
2 Internet Service Digital Network.
Internet services;
 This is the process of sending telephone transmission a cross
fully digital lines. Once you have established a connection between the computer and the
I.S.P. you can do nothing on the internet without application designed.
3 Digital Subscriber LINE(DSL)
The following are the application designed to be used on the internet;
 DSL connection to I.S.P. used a standard telephone line but
special equipment on each end to create always on internet a) World wide web –www
called terminal. b) Electronic mail –E-mail
 This type of connection is very fast especially compared with c) File transfer protocol –FTP
dial up connection. d) News groups
e) Telnet
4. CABLE.

41
 World Wide Web (WWW) v) Copies of the same document can be sent to various people at the same
time easily.
 The web provides a graphical phase for the internet. vi) Information can be easily retrieved by both the sender and the receiver.
 Servers running specialized soft wares called web server
provides websites and web page. FOLDERS IN E MAIL / EMAIL WINDOWS.
 Using web browsers such as internet explores, Mozilla fire fox,
i) Inbox - To access new message
you can click on a link on a web page and instantly
ii) Sent – To save sent message.
transported to another information.
iii) Draft – Saving copies of written message.
INTERNET ADDRESSES. iv) Trash – Saving deleted messages.
v) Spam – saving advertised from the company.
 In order to access internet, one needs an addition.
 The address contains each packet to identify the landing zones Composing a New Message.
and destination.
 The process of creating a new email message is known as composing.
 The address is divided into 4 parts referred to as levels.
 There are 3 different types of email message;
WWW. Gate way on line .co.ke
4 3 2 1
a) Email – formatted message.
Levels;
b) SMS –short message
1 –country (ke)
c) Instant message – Agent messages.
2 –type of organization (co)
3 –Name of organization (Gate way on line) Procedure;
4 – Name of server
i) Open your email address
E-MAIL. ii) Click compose message button
 It refers to a means of communication between registered in the iii) Choose the type of a message to compose
internet users by enabling sending of correspondences and iv) On the new message window , do the following ;
document between each other.
a) Type the address of the recipient on the to; text box.
Advantages; b) Type the address of any person you want to have the copy of the
message or the cc text box.
i) Fast delivery of information
c) Type any persons address that you don’t want to access the
ii) Very cheap to use
information you were sending in the bbc; text box.
iii) Incoming emails can easily be returned to the sender or
d) Type the subject /topic of your message or information.
forward to the people.
e) Type your message on the message area.
iv) Documents ,pictures and other files can be attach to messages
f) Send the message by clicking or send button
and easily detached
42