UNIVERSITY OF PLASMA

FACULTIES OF HEALTH SCIENCE, SOCIAL SCIENCE &COMMERCE

DEPARTMENTS OF

BPH,BNS,BMEDLAB,BNS,BMW,DPH,BPA,BCD,BIR,BAC,BHRM

SEMESTER ONE

INTRODUCTION TO COMPUTER &APPLICATIONS

 SEPT, 2024

INTRODUCTION TO COMPUTER

Course description
Introduces modern information technology, prepares students to be computer literate by providing the
opportunity of hands on practice (Lab) on the common application software i.e. word processing,
spreadsheet, etc. computer system components, types & features of computers, historical development of
computers, & the impact of computers on the functioning of organizations.

Course Objective
In the information technology era it is necessary to be well equipped to face the world with the
right skills. Irrespective of the field that one specializes in, the basic knowledge of computers
and modern technology is essential. Computers are great tools in improving human productivity.
Computer Application course is structured to help students learn the basics and take advantage of
the latest technologies in the field of computer and information technology .It is a 3 credit unit
and the lectures are offered in English. A course book is provided and other materials shall be
provided by the instructor to supplement the course book.

Chapters and Units

1. Chapter one: introduction to computer

o Definition of Computer
o Main Parts of Computer
o Computer Hardware
o Computer Software
o Computer Input Devices
o Computer Output Devices
o Basic Computer Terms and Definitions
o Operating System
o The Desktop
o Icons
o The Taskbar
o Start Button
o Windows

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2. Chapter two: Introduction to word processing
o Microsoft word
o Tool bars
o Typing text
o Correcting mistakes

o Auto text entries

o Inserting and deleting text
o Inserting graphics
o Undoing and redoing
o Inserting date and time
o Saving documents
o Opening a document
o Printing a document

3. Chapter three: Introduction to electronic spread sheets

o Ms-Excel
o Introduction to excel
o Excel toolbars
o Entering data
o Formatting data, Calculating changes, Addition ,Subtraction, Division
o Average
o Count minimum
o Maximum
o Charting ,Pie chart,Columnchart,Bar charts

4. Chapter four: PowerPoint applications

o Introduction
o Starting PowerPoint
o The PowerPoint window
o Creating a text slide
o About slides and presentation
o Slide layout
o Adding objects
o Inserting a shape object
o Formatting text
o Change the font type
o Changing the text color
o Adding a new slide to a presentation
o Switching slides
o Different slide views
o Slide sorter view
o Outline view

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o Inserting art clip

o Slide design
o About design
o About templates
o Applying a template
o Applying animation effects
o Slide show view
o Animate the title
o Animate the text
o Animate the shape object
o View animation effects
o Slide transition

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Health & Safety (computer related)

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The purpose of all health & safety guidelines and procedures is to ...

1. Safeguard users (workers, staff, students etc)

2. Safeguard other personnel in the building or vicinity (colleagues, clients etc)
3. Safeguard equipment and buildings from damage

Check equipment for safety before use

All equipment sold must comply with vigorous safety requirements. Guidelines for safe usage
are supplied in the form of printed manuals. Ensure you have read these guidelines before you
attempt to use the equipment.

Use equipment within the limits of authority

Much computer equipment is complex and costly. The trial and error approach to installation and
usage can result in damage...

 Incorrect use of computer hardware may damage it

 Incorrect use of computer equipment may result in installed software becoming corrupted
 Incorrect use of computer equipment may result injury to user.

Clean equipment appropriately before use

Computing equipment should be regularly cleaned.

 Mice and keyboards are subject to personal hand to hand contact and can spread germs
and viruses.
 A trackball mouse can quickly become dirty hindering its response and usability. Flip it
over and twist open the cover. Remove the trackball and gently scratch any accumulated
dirt from the 3 rollers. Blow hard into it to clear the dirt away (remember to close your
eyes!), replace the cover and it should operate perfectly
 Screens and monitors can build up layers of dust, obscuring the on screen images and
putting strain on user’s eyes.

Use a soft cloth dampened (but not wet) with water. Detergents may damage equipment.

Boot and shut down computer system

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Despite the promise of fool proof plug-and-play systems, most computer systems must be
powered up correctly and peripherals connected and disconnected when the system is powered
down to ensure they function correctly.

Booting up
Booting up is the process whereby the operating system is loaded from the internal hard disc
drive into RAM and hardware components are checked for any defects.

Computer equipment must be switched on in the correct order to avoid corruption to data and
software stored on connected storage devices, and to ensure that all connected peripherals are
correctly "recognized".

1. Check equipment for safety before switching on

2. Attach any peripherals and turn them on
3. Turn computer CPU and monitor power on
4. Press start up switch

Shutting down
Computer equipment must be switched off in the correct order to avoid corruption to data and
software stored on connected storage devices, and to ensure removable media has been removed
from drives.

1. Remove CD, DVD, floppy discs etc

2. Eject digital cameras
3. Shut down from OS menu
4. Turn off peripherals
5. Turn off computer CPU and monitor

Demonstrate the correct procedure for safe lifting of equipment

Remember to follow a safe procedure when moving equipment...

 Ensure the equipment is powered down and all leads have been unplugged and removed
 Do not attempt to move heavy gear on your own
 When lifting bend your knees and not your back
 Ensure that the way is clear and there is somewhere to put the equipment when you
arrive.

Procedures in the event of a fire

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As a worker, student or long term visitor to a workplace you should be aware of the following...

 Know the locations of alarms and safety representatives

 Know the location of fire alarms
 Know the appropriate procedure to activate a fire alarm
 Know the location of the fire exits.
 Know where the first aid kit is

Correct procedure in the event of a fire...

 Raise the alarm

 Contact emergency services
 Carry out appropriate evacuation procedures
 Operate appropriate fire extinguishers

Electrocution
If you encounter an unconscious victim do not touch them or any equipment in the area, they
may have been electrocuted.

 Check visually for any wires or cables in contact with the victim.
 Turn off the power source at the wall socket.
 Remove the victim from the danger area and place in the recovery position.
 Before you seek help, secure the area to prevent repeat electrocutions.
 Once you have called help return to and stay with the victim.

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CHAPTER ONE: INTRODUCTION TO COMPUTER

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Definition of Computer

A computer is a device that accepts information in form of digitalized data and manipulates it for
some result based on a program or sequence of instructions on how the data is to be processed.

A computer is a fast and accurate device, which can accept data, store data, process them and
give, desired results as output.

Advantages of computers

- Speed: Computers work at very high speed and are much faster than humans A second is
very large time period for computer. A computer can perform billions of calculations in a
second.
- Storage: A computer can store a large amount of data permanently . User can use this
data at any time we can store any type of data in a computer. Text, graphics, Pictures,
Audio and video files can be stored easily. The storage capacity of computer is increasing
rapidly.
- Processing: A computer can process different types of processing like Addition,
subtraction, Multiplication, and division. It can also perform logical functions like
comparing two numbers to decide which one is the bigger etc.
- Accuracy: it means to provide results without any error. Computers can process large
amount of data and generate error-free results.
- Communication: Most computers today have the capability of communicating with
other computers. We can connect two or more computers by a communication device
such as modem. These computers can share data, and instructions. Connected computers
are called Network.
- Flexible: Computers are flexible as they can do work of other machines like TV, Phone
etc.
- Entertainment: Computers offer recreational facilities like game, movies etc.

Disadvantages of computers

- Unemployment: i.e. where a job that could be done by 100 people is now being done by
one person using the computer and within a short time.
- Cost i.e. the initial cost, cost of training and cost of maintenance.
- Delicate i.e. you must handle it with a lot of care.

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 - Viruses, it is a program which is designed to disorganize the proper functioning of the
computer system, it can be spread easily using the internet or networked computers.
- Crackers: is a person who access information illegally on the network and he goes on to
carry out malicious actions on it.

Computers are being used in our society

Computers are being used in our society in the following ways

- Education
- Health
- Banks
- Research
- Communication
- Defense
- Industries
- Recreation activities like playing games

Main Parts of Computer

1. Computer Hardware
2. Computer Software

Computer Hardware

Computer Hardware is the physical part of the computer system, the equipment parts of the
computer “you can see”

Examples of Computer Hardware

 Monitor: T.V. like screen used to show pictures and words.

 CPU: Central Processing Unit this is where most of the computer’s calculations take
place. In terms of computing power, the CPU is the most important element of a
computing system.
 Keyboard: This device is used to type information into the computer and contains letters
A- Z and numbers 0- 9.

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  Mouse: a small device, which you move across the top of the desk to move the pointer or
cursor on the screen.
 Printer: used to make a paper copy of the information from the computer.
 Image Scanner: an electronic device that generates a digital representation of an image
for data input to a computer.

Computer Software

Computer Software is a program that tells the computer what to do. The procedures for using the
computers and the programs for various routine applications are collectively called software. The
usability and efficiency of the computer depends on its Software.

Examples of Computer Software

 Microsoft Word-word processing program

 Microsoft PowerPoint-presentation program
 Microsoft Excel-work book program used to track, calculate, and analyze numeric data

Computer Input Devices

Devices that are used to give instructions to the computer are known as Input Devices.

Some common input devices are:

 Key Board

 Mouse

 Scanner

 Digital Camera

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Computer Output Devices

Devices that are used to view information or processed data are known as Output Devices.

Some common output devices are:

 Monitor

 Printer

Basic Computer Terms and Definitions

CPU: This computer component has several names: Central Processing Unit, microprocessor or
processor. This unit is the brain of the computer processes and executes instructions in a
software program. The CPU’s primary functions include retrieving instructions from the
computer’s memory, including random access memory, comprehending and executing
instructions, and directing the input and output activity of the computer.

Desktop: The first screen that you see when any Windows operating system screen is up and
running. One of the main purposes of the Desktop is to make it easier to access different
application programs, files and documents.

File: Unit for storing information that may include a word-processing document, a spreadsheet, a
picture, and a graphic, sound.

Examples of "files" include text files which could be a letter or report and graphic files which
could be a picture. Each file has a name because the data or information created in a software
program is saved with a file name.

Folder: Method for organizing files that is related by topic, by purpose, by type, by program, or
even by a project that you are working on.

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When an application program is loaded onto your computer, it will group similar applications in
a folder. As you add or create files, you can organize them however you want.

Icon: A small picture that represents processing options such as programs, documents, and
shortcuts. When you click on the icon, the file or program will open. The most easily
recognized icon is the Recycle Bin.

Internet: A world wide network that connects millions of computers to share and exchange
data, news, opinions, and research results.

Keyboard: The keyboard is an input device that allows you to enter letters, numbers and
symbols into your computer. The keyboard keys include the alphanumeric keys (letters and
numbers), numeric keypad, special function keys, mouse cursor moving keys, and status lights.

Hard Copy: Usually refers to a printout on paper.

Hard Drive: The purpose of the hard drive is to store information. This is device that allows
the computer to permanently retain and store data like the operating system, programs and
information data.

RAM: This is an acronym for Random Access Memory. This memory is a work area or a
temporary storage space where the computer places program information so that it can execute
the program instructions and information. When the program or file is closed, the data or
programs are removed from RAM. The amount of RAM you have on your computer is crucial
in determining how many programs can be opened (running) and how much data is available for
each program. RAM is available in MB or megabytes. An example is 256MB of RAM.

Menu: List of options that may be commands or other options from which you can choose from.
The following illustration is the File Menu Bar command menu list.

Mouse: Besides a keyboard, a mouse is the most common input device for a computer. The
mouse is a small device that you move across a flat surface, such as a desktop, to control the
movement of the pointer on the screen. Technically, there are many operations that are much

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easier to perform with a mouse than a keyboard because you can just point and click to select an
item on a screen or choose an item from a list of options.

Mouse Commands: Before examining the various commands, you must understand how to
execute each mouse command. The mouse commands include move, point, click, deselect,
double-click, drag, and right-click.

My Computer: An icon that opens into a folder of icons for all of the resources on the computer
like the hard drive and printer.

Operating System
Is a Software that acts as an interface between you, the application software (like word
processing or accessing the Internet), and the computer components. This includes interpreting
and carrying out basic instructions that operate a computer like recognizing information from the
keyboard and mouse, sending information to the monitor, printer, or speakers and scanners,
storing information to the hard drive and removable drives.

While there are many different versions of Windows, the fundamentals are the same.

The Desktop

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 The “Desktop” is the general work area of your computer. It
gives you access to programs, folders and documents that
you use frequently.

This area is customizable on your own computer, though it is

not something that can be changed on a public computer at
the library

ICONS System Tray

(Normally
START MENU LocatedHere)

TASK BAR

Icons

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An icon is a symbol/picture that acts as a button to open up a folder, document, application or
other object. All icons need to be double clicked in order to open

Different Types of Icons

 Application Icons: open up a program (an executable file), like Internet Explorer,
Microsoft Word, etc.

 Folder Icons: store and organize documents and applications. Often you will find folders
within folders.

 Document icons represent a specific file, like a word document, picture, etc. These files
typically have an association with the program that is used to open them.

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The Taskbar
The taskbar is what you see at the very bottom of your screen.

Taskbar contains the “Start” button, which allows access to other Windows programs and
features that are not on the desktop

System tray shows programs running in the background, the clock, volume control, etc.

Start Button
Clicking on the “Start” button will give you access to settings, help, Search, other programs and
documents and many other features.

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Windows
The “window” refers a program or document or other object that is open.

You can have multiple windows open at once and easily switch back and forth between them.

You can move windows around, resize them or have a particular window expand onto the entire
screen.

Parts of a Window

1. Title Bar – at the top of the window.

Minimize maximize Restore Close

2. Menu bar - On many windows you will see a menu bar, which allows you to access
features within that particular program.

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3. Scroll Bars-Scroll bars often appear at the bottom and even more often on the right hand
side of a window, if there is a lot of content.
Scroll bars are disabled when the content displayed is limited enough to fit within the
dimensions of the window.

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Chapter Two: Introduction to Word Processing

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Microsoft Word
Microsoft Word or MS-WORD (often called Word) is a graphical word processing program that
users can type with. It is made by the computer company Microsoft. The purpose of the MS
Word is to allow the users to type and save documents. Similar to other word processors, it has
helpful tools to make documents.

Screen Layout

Menus

When you begin to explore Word 2007 you will notice a new look to the menu bar. There are
three features that you should remember as you work within Word 2007: the Microsoft Office
Button, the Quick Access Toolbar, and the Ribbon. These three features contain many of the
functions that were in the menu of previous versions of Word. The functions of these three
features will be more fully explored below.

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The Microsoft Office Button

The Microsoft Office button performs many of the functions that were located in the File menu
of older versions of Word. This button allows you to create a new document, open an existing
document, save or save as, print, send (through email or fax), publish or close.

The Ribbon

The Ribbon is the panel at the top portion of the document. The Ribbon is designed to help you
quickly find the commands that you need to complete a task. It has seven tabs: Home, Insert,
Page Layout, References, Mailings, Review, and View that contain many new and existing
features of Word. Each tab is divided into groups. The groups are logical collections of features
designed to perform functions that you will utilize in developing or editing your Word document.
Commonly used features are displayed on the Ribbon, to view additional features within each
group, click on the arrow at the bottom right of each group.

Each of the tabs contains the following tools:

Home: Clipboard, Fonts, Paragraph, Styles, and Editing.

Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols
Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table
of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish

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Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros

Create a New Document

There are several ways to create new documents, open existing documents, and save documents
in Word:

 Click the Microsoft Office Button and Click New or

 Press CTRL+N (Press the CTRL key while pressing the “N”) on the keyboard

You will notice that when you click on the Microsoft Office Button and Click New, you have
many choices about the types of documents you can create. If you wish to start from a blank
document, click Blank. If you wish to start from a template you can browse through your
choices on the left, see the choices on center screen, and preview the selection on the right
screen.

Opening an Existing Document

 Click the Microsoft Office Button and Click Open, or

 Press CTRL+O (Press the CTRL key while pressing the “O”) on the keyboard, or

 If you have recently used the document you can click the Microsoft Office Button and
click the name of the document in the Recent Documents section of the window Insert
picture of recent docs

Saving a Document

 Click the Microsoft Office Button and Click Save or Save As (remember, if
you’re sending the document to someone who does not have Office 2007, you will need
to click the Office Button, click Save As, and Click Word 97-2003 Document), or

 Press CTRL+S (Press the CTRL key while pressing the “S”) on the keyboard, or

 Click the Save icon on the Quick Access Toolbar

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Renaming Documents
To rename a Word document while using the program:

 Click the Office Button and find the file you want to rename.

 Right-click the document name with the mouse and select Rename from the shortcut
menu.

 Type the new name for the file and press the ENTER key.

Working on Multiple Documents

Several documents can be opened simultaneously if you are typing or editing multiple
documents at once. All open documents will be listed in the View Tab of the Ribbon when you
click on Switch Windows. The current document has a checkmark beside the file name. Select
another open document to view it.

Close a Document
To close a document:

 Click the Office Button

 Click Close

Typing and inserting Text

To enter text, just start typing! The text will appear where the blinking cursor is located. Move
the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the
left button. The keyboard shortcuts listed below are also helpful when moving through the text of
a document:

Move Action Keystroke

Beginning of the line HOME

End of the line END

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 Top of the document CTRL+HOME

End of the document CTRL+END

Selecting Text
To change any attributes of text it must be highlighted first. Select the text by dragging the
mouse over the desired text while keeping the left mouse button depressed, or hold down
the SHIFT key on the keyboard while using the arrow buttons to highlight the text. The
following table contains shortcuts for selecting a portion of the text:

Selection Technique

Whole word double-click within the word

Whole paragraph triple-click within the paragraph

Several words or drag the mouse over the words, or hold down SHIFT while using
lines the arrow keys

Entire document choose Editing | Select | Select All from the Ribbon, or
press CTRL+A

Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key
on the keyboard.

Inserting Additional Text

Text can be inserted in a document at any point using any of the following methods:

 Type Text: Put your cursor where you want to add the text and begin typing

 Copy and Paste Text: Highlight the text you wish to copy and right click and
click Copy, put your cursor where you want the text in the document and right click and
click Paste.

 Cut and Paste Text: Highlight the text you wish to copy and right click and click Cut,
put your cursor where you want the text in the document and right click and click Paste.

 Drag Text: Highlight the text you wish to move, click on it and drag it to the place
where you want the text in the document.

You will notice that you can also use the Clipboard group on the Ribbon.

Deleting Blocks of Text

Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete

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text to the left of the cursor and Delete will erase text to the right. To delete a large selection of
text, highlight it using any of the methods outlined above and press the DELETE key.

Search and Replace Text

To find a particular word or phrase in a document:

 Click Find on the Editing Group on the Ribbon

 To find and replace a word or phrase in the document, click Replace on the Editing
Group of the Ribbon.

Undo Changes
To undo changes:

 Click the Undo Button on the Quick Access Toolbar

Styles
A style is a format enhancing tool that includes font typefaces, font size, effects (bold, italics,
underline, etc.), colors and more. You will notice that on the Home Tab of the Ribbon, that you
have several areas that will control the style of your document: Font, Paragraph, and Styles.

Change Font Typeface and Size

To change the font typeface:

 Click the arrow next to the font name and choose a font.

 Remember that you can preview how the new font will look by highlighting the text, and
hovering over the new font typeface.

To change the font size:

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  Click the arrow next to the font size and choose the appropriate size, or

 Click the increase or decrease font size buttons.

Font Styles and Effects

Font styles are predefined formatting options that are used to emphasize text. They include:
Bold, Italic, and Underline. To add these to text:

 Select the text and click the Font Styles included on the Font Group of the Ribbon, or

 Select the text and right click to display the font tools

Change Text Color

To change the text color:

 Select the text and click the Colors button included on the Font Group of the Ribbon, or

 Highlight the text and right click and choose the colors tool.

 Select the color by clicking the down arrow next to the font color button.

Highlight Text
Highlighting text allows you to use emphasize text as you would if you had a marker. To
highlight text:

 Select the text

 Click the Highlight Button on the Font Group of the Ribbon, or

 Select the text and right click and select the highlight tool

 To change the color of the highlighter click on down arrow next to the highlight button.

Paragraph and line spacing

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To edit the paragraph style

Go to Home tab and then choose paragraph group and choose one of these:

 Align Text left (Ctrl+L)

 Align Text right (Ctrl+R)
 Text Center (Ctrl+E)
 Justify text (Ctrl+J

To change the spacing between lines of text

Click on the line spacing drop down and choose different spacing measures

Bullets and numbers

To add bullets and numbers into your paragraphs

 Go to Home tab on the ribbon

 In the paragraph group
 choose the drop downs to select bullets or numbers style you like

Copy Formatting
If you have already formatted text the way you want it and would like another portion of the
document to have the same formatting, you can copy the formatting. To copy the formatting, do
the following:

 Select the text with the formatting you want to copy.

 Copy the format of the text selected by clicking the Format Painter button on the
Clipboard Group of the Home Tab

 Apply the copied format by selecting the text and clicking on it.

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Tables
to create a table:

 Place the cursor on the page where you want the new table

 Click the Insert Tab of the Ribbon

 Click the Tables Button on the Tables Group. You can create a table one of four ways:

 Highlight the number of row and columns

 Click Insert Table and enter the number of rows and columns

 Click the Draw Table, create your table by clicking and entering the rows and
columns

 Click Quick Tables and choose a table

Enter Data in a Table

Place the cursor in the cell where you wish to enter the information. Begin typing.

Modify the Table Structure and Format a Table

To modify the structure of a table:

 Click the table and notice that you have two new tabs on the Ribbon: Design and
Layout. These pertain to the table design and layout.

On the Design Tab, you can choose:

 Table Style Options

 Table Styles

 Draw Borders

To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab
allows you to:

 View Gridlines and Properties (from the Table Group)

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  Insert Rows and Columns (from the Rows & Columns Group)

 Delete the Table, Rows and/or Columns (from the Rows & Columns Group)

 Merge or Split Cells (from the Merge Group)

 Increase and Decrease cell size (Cell Size Group)

 Align text within the cells and change text directions (Alignment Group)

Illustrations, Pictures, and SmartArt

Word 2007 allows you to insert illustrations and pictures into a document. To
insert illustrations:

 Place your cursor in the document where you want the illustration/picture

 Click the Insert Tab on the Ribbon

 Click the Clip Art Button

 The dialog box will open on the screen and you can search for clip art.

 Choose the illustration you wish to include

To insert a picture:

 Place your cursor in the document where you want the illustration/picture

 Click the Insert Tab on the Ribbon

 Click the Picture Button

 Browse to the picture you wish to include

 Click the Picture

 Click Insert

Smart Art is a collection of graphics you can utilize to organize information within your
document. It includes timelines, processes, or workflow. To insert SmartArt

 Place your cursor in the document where you want the illustration/picture

 Click the Insert Tab on the Ribbon

 Click the SmartArt button

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  Click the SmartArt you wish to include in your document

 Click the arrow on the left side of the graphic to insert text or type the text in the graphic.

Date and Time

Microsoft Word enables you to insert Date and Time in a document. It indicates the date and
time of the creation of the document. Various date and time formats are available. Date and Time
can be inserted in all pages in a document. The date and time can be placed anywhere on the
document.

To insert date and time in a document:

 Click the 'Insert' tab.

 From the 'Text' group, click 'Date and Time
 From the 'Date and time formats' list, select the appropriate format.
 Click 'OK'.

Equations and Symbols

While there are a number of applications that specialize in creating documents that include a lot
of mathematical symbols, these products can be both expensive and difficult to learn. However,
word processors – including Microsoft Word – have come a long way in this regard over the past
few years. Now, it’s quite possible that you can use Word 2007 for all of your works that include
formulas, equations, and other mathematical content.

To insert Equation and symbols

 Click Insert Tab in Ms-Word

 Go to Symbol group
 Click Equation or Symbol and choose which equation format you need to insert
 After choosing an equation design tab will appear on the ribbon to edit the formula

Insert Common Header and Footer Information

To insert Header and Footer information such as page numbers, date, or title, first, decide if you
want the information in the header (at the top of the page) or in the Footer (at the bottom of the
page), then:

 Click the Insert Tab on the Ribbon

 Click Header or Footer

 Choose a style

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  The Header/Footer Design Tab will display on the Ribbon

 Choose the information that you would like to have in the header or footer (date, time,
page numbers, etc.) or type in the information you would like to have in the header or
footer

Insert a Cover Page

To insert a cover page:

 Click the Insert Tab on the Ribbon

 Click the Cover Page Button on the Pages Group

 Choose a style for the cover page

Watermarks
a watermark is a translucent image that appears behind the primary text in a document. To insert
a watermark:

 Click the Page Layout Tab in the Ribbon

 Click the Watermark Button in the Page Background Group

 Click the Watermark you want for the document or click Custom Watermark and
create your own watermark

 To remove a watermark, follow the steps above, but click Remove Watermark

Page setup

Click page layout on the page setup group choose

 Margins: to set the page margins

 Orientation: to change the page in to Landscape or portrait
 Size: to select the size of the page such A3 A4 etc
 Columns: to divide the page into different columns.

Apply a Page Border and Color

to apply a page border or color:

 Click the Page Layout Tab on the Ribbon

 On the Page Background Group, click the Page Colors or Page Borders drop down
menus

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Printing a Document

 Click Print on the File menu.

 Keyboard shortcut To display the Print dialog box, press CTRL+P.
 Click the options that you want, such as the number of pages or which pages you want
to print.

33
Chapter three: Introduction to electronic spreadsheets

34
Ms-Excel

35
Spreadsheet
alternatively referred to as a worksheet, a spreadsheet is a file made of rows and columns that
help sort data, arrange data easily, and calculate numerical data. What makes a
spreadsheet software program unique is its ability to calculate values using
mathematical formulas and the data in cells.

Examples of spreadsheet programs

Today, Microsoft Excel is the most popular and widely used spreadsheet program, but there are
also many alternatives. Below is a list of spreadsheet programs that can be used to create a
spreadsheet.

 Google Sheets - (Online and free)

 iWork Numbers - Apple Office Suite

 LibreOffice -> Calc (Free)

 Lotus 1-2-3 (Discontinued)

 Lotus Symphony - Spreadsheets

 Microsoft Excel

 OpenOffice -> Calc (Free)

 VisiCalc (Discontinued)

Uses of a spreadsheet

Although spreadsheets are typically used with anything containing numbers, the uses of a
spreadsheet are almost endless. Below are some other popular uses of spreadsheets.

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Finance

Spreadsheets are ideal for financial data, such as your checking account information, budgets,
transactions, billing, invoices, receipts, forecasts, and any payment system.

Forms

Form templates can be created to handle inventory, evaluations, performance reviews, quizzes,
time sheets, patient information, and surveys.

School and Grades

Teachers can use spreadsheets to track students, calculate grades, and identify relevant data; such
as high and low scores, missing tests, and students who are struggling.

Lists

Managing a list in a spreadsheet is a great example of data that does not contain numbers, but
still can be used in a spreadsheet. Great examples of spreadsheet lists include telephone, to-do,
and grocery lists.

Create a Workbook
To create a new Workbook:

 Click the Microsoft Office Toolbar

 Click New

 Choose Blank Document

If you want to create a new document from a template, explore the templates and choose one that
fits your needs.

Save a Workbook
When you save a workbook, you have two choices: Save or Save As.
To save a document:

 Click the Microsoft Office Button

 Click Save

You may need to use the Save As feature when you need to save a workbook under a different
name or to save it for earlier versions of Excel. Remember that older versions of Excel will not
be able to open an Excel 2007 worksheet unless you save it as an Excel 97-2003 Format. To use
the Save As feature:

37
  Click the Microsoft Office Button

 Click Save As

 Type in the name for the Workbook

 In the Save as Type box, choose Excel 97-2003 Workbook

Open a Workbook
To open an existing workbook:

 Click the Microsoft Office Button

 Click Open

 Browse to the workbook

 Click the title of the workbook

 Click Open

Basic Ms-Excel terms

Workbook: The file in which you store your data. Can contain more than one worksheet – by
default there are 3 in a workbook

Worksheet: the area you can see on screen, where you input data and perform calculations etc.

Sheet tabs: Appear at the bottom of the screen, allowing you to jump from one worksheet to
another

Cell: Each box on the screen is known as a “cell”. It is usually referred to by its address – e.g.
A1 is the cell at the top left of the worksheet

Active cell: The cell that has a dark border around it is “active” – that is where anything you type
will appear

Row: All the cells in one horizontal line, marked by the numbers on the left of the screen

Column: All the cells in one vertical line, marked by the letters at the top of the screen

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Moving around in Excel

You can move around a spreadsheet in a variety of ways. Moving around the cells is (arguably)
easiest with the arrow keys;

- ← left one cell

- ↑ up one row
- → Right one cell
- ↓ Down one row

Selecting areas with the keyboard

Sometimes you may need a little more control over the area you select than clicking and
dragging with the mouse will allow.

To do so, you may use the keyboard.

 Move to the first (top left) cell you wish to select

 Hold down the SHIFT key (there are two, both have an upward arrow printed on them)
 Use the arrow keys to increase the size of the area selected
 Experiment by using the page up and page down keys. The HOME key will move the
selected area over to the first column
 If you have data in your spreadsheet, pressing the END key followed by an arrow key
takes you to the end of the data area
 When you have finished selecting an area, let go of the SHIFT key

Note: this also works in Word and other Windows applications.

Entering the same data into several cells

 Select the cells into which you want to enter data

 Enter one piece of data
 Press CTRL+ENTER together
 The cells are filled with whatever you just input

39
Entering Data
There are different ways to enter data in Excel: in an active cell or in the formula bar.
To enter data in an active cell:

 Click in the cell where you want the data

 Begin typing

To enter data into the formula bar

 Click the cell where you would like the data

 Place the cursor in the Formula Bar

 Type in the data

40
Excel allows you to move, copy, and paste cells and cell content through cutting and pasting and
copying and pasting.

Select Data
To select a cell or data to be copied or cut:

 Click the cell

 Click and drag the cursor to select many cells in a range

Select a Row or Column

To select a row or column click on the row or column header.

Copy and Paste

To copy and paste data:

 Select the cell(s) that you wish to copy

 On the Clipboard group of the Home tab, click Copy

 Select the cell(s) where you would like to copy the data

 On the Clipboard group of the Home tab, click Paste

Cut and Paste

To cut and paste data:

 Select the cell(s) that you wish to copy

 On the Clipboard group of the Home tab, click Cut

 Select the cell(s) where you would like to copy the data

 On the Clipboard group of the Home tab, click Paste

41
Undo and Redo
To undo or redo your most recent actions:

 On the Quick Access Toolbar

 Click Undo or Redo

Auto Fill
The Auto Fill feature fills cell data or series of data in a worksheet into a selected range of cells.
If you want the same data copied into the other cells, you only need to complete one cell. If you
want to have a series of data (for example, days of the week) fill in the first two cells in the series
and then use the auto fill feature. To use the Auto Fill feature:

 Click the Fill Handle

 Drag the Fill Handle to complete the cells

Insert Cells, Rows, and Columns

To insert cells, rows, and columns in Excel:

 Place the cursor in the row below where you want the new row, or in the column to the
left of where you want the new column

 Click the Insert button on the Cells group of the Home tab

 Click the appropriate choice: Cell, Row, or Column

Delete Cells, Rows and Columns

To delete cells, rows, and columns:

 Place the cursor in the cell, row, or column that you want to delete

 Click the Delete button on the Cells group of the Home tab

 Click the appropriate choice: Cell, Row, or Column

Excel Formulas

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A formula is an expression which calculates the value of a cell Formals are started in the
formula box with an = sign

There are many elements to and excel formula.

References: The cell or range of cells that you want to use in your calculation
Operators: Symbols (+, -, *, /, etc.) that specify the calculation to be performed
Constants: Numbers or text values that do not change
Functions: Predefined formulas in Excel

To create a basic formula in Excel:

 Select the cell for the formula

 Type = (the equal sign) and the formula

 Click Enter

Calculate with Functions

A function is a built in formula in Excel. A function has a name and arguments (the
mathematical function) in parentheses. Common functions in Excel:

Sum: Adds all cells in the argument

Average: Calculates the average of the cells in the argument
Min: Finds the minimum value
Max: Finds the maximum value
Count: Finds the number of cells that contain a numerical value within a range of the argument

To calculate a function:

43
  Click the cell where you want the function applied

 Click the Insert Function button

 Choose the function

 Click OK

Understanding cell references

While you can create simple formulas in Excel manually (for example, =2+2 or =5*5), most of
the time you will use cell addresses to create a formula. This is known as making a cell
reference. Using cell references will ensure that your formulas are always accurate because you
can change the value of referenced cells without having to rewrite the formula.

To create a formula using the point-and-click method:

Rather than typing cell addresses manually, you can point and click on the cells you want to
include in your formula. This method can save a lot of time and effort when creating formulas.

1. Select the cell that will contain the formula.

2. Type the equals sign (=).

3. Select the cell you want to reference first in the formula: The cell address will
appear in the formula, and a dashed blue line will appear around the referenced
cell.
4. Type the mathematical operator you want to use. In our example, we'll type
the multiplication sign (*).
5. Select the cell you want to reference second in the formula: The cell address will
appear in the formula, and a dashed red line will appear around the referenced
cell.
6. Press Enter on your keyboard. The formula will be calculated, and the value will
be displayed in the cell.

Formulas can also be copied to adjacent cells with the fill handle, which can save a lot of time
and effort if you need to perform the same calculation multiple times in a worksheet.

44
To edit a formula:
Sometimes you may want to modify an existing formula.

1. Select the cell containing the formula you want to edit.

2. Click the formula bar to edit the formula. You can also double-click the cell to view
and edit the formula directly within the cell.
3. A border will appear around any referenced cells.
4. When you're finished, press Enter on your keyboard or select the Enter command in
the formula bar.
5. The formula will be updated, and the new value will be displayed in the cell.
6. If you change your mind, you can press the Esc key on your keyboard or click
the Cancel command in the formula bar to avoid accidentally making changes to
your formula

Auto sum

You may quickly find out the sum of a group of values by selecting them using mouse or
keyboard.

 Select the cells you want to add on your spreadsheet

 On the Editing group from Home Tab choose Auto Sum
 Note the sum of the selected area (and other common functions, such as the highest
number and average) is Next cell.
 Or press (Alt + =) on the keyboard shortcut.

This is, of course, useful only for an immediate check of the total.

Decimal places

There are various styles that it would be sensible to apply to the data in our spreadsheet.

We will make Excel show all values to two decimal places

 Select all the cells with numbers in

 Use the icons in the Number group on the Home Ribbon to increase/decrease the number
of decimal places shown
 Because the span of cells selected have different number of decimal places you will have
to first decrease and then increase the number – i.e. use both icons

45
Charts
In Microsoft Excel, you can represent numbers in a chart. On the Insert tab, you can choose from
a variety of chart types, includingcolumn, line, pie, bar, area, and scatter. The basic procedure
for creating a chart is the same no matter what type of chart you choose.

Step 1: Get your data into Excel. First, you need to input your data into Excel. ...

Step 2: Choose a type of chart/graph to create

The Pie Chart

A Pie Chart can only display one series of data. Excel uses the series identifier as the chart title
(e.g. Flowers) and displays the values for that series as proportional slices of a pie. If we had
selected multiple series of data, Excel would ignore all but the first series.

The Column Chart

The Column Chart very effectively shows the comparison of one or more series of data points.

46
In a Column Chart, the vertical axis (Y-axis) always displays numeric values, and the horizontal
axis (X-axis) displays time or other category.

The Bar Chart

The Bar Chart is like a Column Chart lying on its side. The horizontal axis of a Bar Chart
contains the numeric values. The first chart below is the Bar Chart for our single series, Flowers.

When to use a Bar Chart versus a Column Chart depends on the type of data and user preference.
Sometimes it is worth the time to create both charts and compare the results. However, Bar
Charts do tend to display and compare a large number of series better than the other chart types.

47
Chapter Four: Introduction to PowerPoint

48
Microsoft PowerPoint
Microsoft PowerPoint is a slide show presentation program currently developed
byMicrosoft. PowerPoint initially named "Presenter".

49
Presentations
A presentation is a collection of data and information that is to be delivered to a specific
audience. A PowerPoint presentation is a collection of electronic slides that can have text,
pictures, graphics, tables, sound and video. This collection can run automatically or can be
controlled by a presenter.

Navigation
Navigation through the slides can be accomplished through the Slide Navigation menu on the left
side of the screen. Also, an outline appears from materials that have been entered in the
presentation.

Slide Views
Presentations can be viewed in a variety of manners. On the View tab, the Presentation Views
group allows you to view the slides as Normal, Slide Sorter, Notes Page, Slide Show, Slide
Master, Handout Master, and Notes Master.

New Presentation
You can start a new presentation from a blank slide, a template, existing presentations, or a Word
outline. To create a new presentation from a blank slide:

 Click the Microsoft Office Button

 Click New

50
  Click Blank Presentation

To create a new presentation from a template:

 Click the Microsoft Office Button

 Click New

 Click Installed Templates or Browse through Microsoft Office Online Templates

 Click the template you choose

To create a new presentation from an existing presentation:

 Click the Microsoft Office Button

 Click New

 Click New from Existing

 Browse to and click the presentation

Save a Presentation
When you save a presentation, you have two choices: Save or Save As.
To save a document:

 Click the Microsoft Office Button

 Click Save

You may need to use the Save As feature when you need to save a presentation under a different
name or to save it for earlier versions of PowerPoint. Remember that older versions of
PowerPoint will not be able to open PowerPoint 2007 presentation unless you save it as a
PowerPoint 97-2003 Format. To use the Save As feature:

 Click the Microsoft Office Button

 Click Save As

 Type in the name for the Presentation

51
  In the Save as Type box, choose PowerPoint 97-2003 Presentation

Add Slides
There are several choices when you want to add a new slide to the presentation: Office Themes,
Duplicate Selected Slide, or Reuse Slides.
To create a new slide from Office Themes:

 Select the slide immediately BEFORE where you want the new slide

 Click the New Slide button on the Home tab

 Click the slide choice that fits your material

To create a slide as a duplicate of a slide in the presentation:

 Select the slide to duplicate

 Click the New Slide button on the Home tab

 Click Duplicate Selected Slides

 Or Right-Click on the slide you want to duplicate chooseDuplicate.

Themes
Themes are design templates that can be applied to an entire presentation that allows for
consistency throughout the presentation. To add a theme to a presentation:

 Click the Design tab

 Choose one of the displayed Themes or click the Galleries button

To apply new colors to a theme:

 Click the Colors drop down arrow

 Choose a color set or click Create New Theme Colors

To change the background style of a theme

52
  Click the Background Styles button on the Design tab

Enter Text
To enter text:

 Select the slide where you want the text

 Click in a Textbox to add text

To add a text box:

 Select the slide where you want to place the text box

 On the Insert tab, click Text Box

 Click on the slide and drag the cursor to expand the text box

 Type in the text

Bulleted and Numbered Lists

Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine
numbers and letters depending on the organization of the list.
To add a list to existing text:

 Select the text you wish to make a list

 Click the Bulleted or Numbered Lists button

To create a new list:

 Place your cursor where you want the list in the document

 Click the Bulleted or Numbered Lists button

 Begin typing

Adding Video
Video clips can be added to the presentation. To add a video clip:

 Click the Movie button on the Insert tab

 Choose Movie from File or Movie from Clip Organizer

53
To edit the video options:

 Click the movie icon

 Click the Format tab

Adding Audio
Audio clips can be added to the presentation. To add an audio clip:

 Click the Audio button on the Insert tab

 Choose Sound from File, Sound from Clip Organizer, Play CD Audio Track,
or Record Sound

Adding Picture
To add a picture:

 Click the Insert Tab

 Click the Picture Button

 Browse to the picture from your files

 Click the name of the picture

 Click insert

 To move the graphic, click it and drag it to where you want it

Editing Pictures and Clip Art

When you add a graphic to the presentation, an additional Tab appears on the Ribbon. The
Format Tab allows you to format the pictures and graphics. This tab has four groups:

Adjust: Controls the picture brightness, contrast, and colors

Picture Style: Allows you to place a frame or border around the picture and add effects
Arrange: Controls the alignment and rotation of the picture
Size: Cropping and size of graphic

54
Adding a Shape
To add Shapes:

 Click the Insert Tab

 Click the Shapes Button

 Click the shape you choose

Adding a Photo Album

The photo album feature is new in PowerPoint 2007 and allows you to easily create a photo
album to share pictures. To create a photo album:

 Click the Photo Album button on the Insert tab

 Click New Photo Album

 Click File/Disk to add pictures to the photo album

 Move the pictures up and down in the order of the album but clicking the up/down arrows

55