Introduction to Computing (All First Years)

Contents
Course Outline ........................................................................................................................................... 1–7

Course Objectives ...................................................................................................................................... 1–8

Course Presentation .................................................................................................................................. 1–8

References and Recommended Textbooks ............................................................................................... 1–8

Course Assessment.................................................................................................................................... 1–9

Attendance ................................................................................................................................................ 1–9

Office Hours ............................................................................................................................................... 1–9

CHAPTER ONE .......................................................................................................................................... 1–10

1 INTRODUCTION TO COMPUTERS .................................................................................................... 1–11

1.1 Chapter Objectives and Expected Results ............................................................................... 1–11

1.2 Evolution of Computers........................................................................................................... 1–11

1.3 Uses of Computer .................................................................................................................... 1–12

1.4 Components of a Computer System ....................................................................................... 1–13

1.5 Types of Computers................................................................................................................. 1–14

1.6 Hardware Components of a Computer System....................................................................... 1–14

1.6.1 Types of Input Devices..................................................................................................... 1–14

1.6.2 The Processor .................................................................................................................. 1–17

1.6.3 Output Devices ................................................................................................................ 1–18

1.6.4 Storage Devices ............................................................................................................... 1–20

1.6.5 Interfacing of Input and Output Devices ......................................................................... 1–22

1.6.6 Computer Accessories ..................................................................................................... 1–22

1.7 Computer Software ................................................................................................................. 1–22

1.7.1 Operating System Software............................................................................................. 1–23

1.7.2 Application Software ....................................................................................................... 1–23

1.8 Data Representation and Transmission .................................................................................. 1–24

1.8.1 Data Representation........................................................................................................ 1–24

1.8.2 Data Transmission ........................................................................................................... 1–24

1.9 Computer and Human Health ................................................................................................. 1–25

1.10 Computer Security ................................................................................................................... 1–26

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

1.10.1 Data Integrity and Security .............................................................................................. 1–26

1.10.2 Data Privacy ..................................................................................................................... 1–28

1.10.3 Unethical use of Computers ............................................................................................ 1–29

1.11 The Harvard System of Referencing ........................................................................................ 1–29

1.12 Course work............................................................................................................................. 1–33

CHAPTER TWO ......................................................................................................................................... 1–36

2 OPERATING SYSTEM SOFTWARE ..................................................................................................... 2–36

2.1 Chapter Objectives and Expected Results ............................................................................... 2–36

2.2 Introduction ............................................................................................................................. 2–36

2.3 Starting Windows .................................................................................................................... 2–37

2.3.1 Desktop............................................................................................................................ 2–37

2.4 Launching Programs ................................................................................................................ 2–39

2.5 Icon .......................................................................................................................................... 2–39

2.5.1 Opening Icons .................................................................................................................. 2–40

2.5.2 Arranging Icons ................................................................................................................ 2–40

2.5.3 Moving Icons ................................................................................................................... 2–41

2.5.4 Creating Personal folder/window ................................................................................... 2–41

2.5.5 Copying Icons into a Personal folder/window................................................................. 2–41

2.6 Windows Part .......................................................................................................................... 2–41

2.7 Window Types ......................................................................................................................... 2–42

2.8 My Computer........................................................................................................................... 2–42

2.8.1 Control Panel ................................................................................................................... 2–42

2.9 Windows Explorer ................................................................................................................... 2–43

2.10 Recycle Bin............................................................................................................................... 2–45

2.11 Using Windows Accessories .................................................................................................... 2–45

2.11.1 Notepad ........................................................................................................................... 2–45

2.11.2 WordPad Facility.............................................................................................................. 2–46

2.12 Paint......................................................................................................................................... 2–48

Page 1–2

CHAPTER THREE....................................................................................................................................... 2–50

3 WORD PROCESSING WITH MICROSOFT WORD .............................................................................. 3–50

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

3.1 Chapter Objectives and Expected Results ............................................................................... 3–50

3.2 Getting Started ........................................................................................................................ 3–50

3.2.1 MS Word Default Page .................................................................................................... 3–50

3.2.2 Menus .............................................................................................................................. 3–51

3.2.3 Shortcut Menus ............................................................................................................... 3–51

3.2.4 Toolbar............................................................................................................................. 3–51

3.2.5 Views of MS Word Page .................................................................................................. 3–51

3.3 Working with Text ................................................................................................................... 3–52

3.3.1 Creating and Opening Documents .................................................................................. 3–52

3.3.2 Saving a New Document.................................................................................................. 3–53

3.3.3 Working on Multiple Document ...................................................................................... 3–55

3.3.4 Renaming Documents ..................................................................................................... 3–55

3.3.5 Closing a Document ......................................................................................................... 3–55

3.4 Working with Text ................................................................................................................... 3–56

3.4.1 Typing and Inserting Text ................................................................................................ 3–56

3.4.2 Selecting Text .................................................................................................................. 3–56

3.4.3 Deleting Text.................................................................................................................... 3–56

3.4.4 Formatting Text ............................................................................................................... 3–57

3.4.5 Format Painter................................................................................................................. 3–58

3.4.6 Undo Command............................................................................................................... 3–59

3.5 Formatting Paragraphs ............................................................................................................ 3–59

3.5.1 Paragraph Attributes ....................................................................................................... 3–59

3.5.2 Moving Text ................................................................................................................ 3–60

3.5.3 Copying Text .............................................................................................................. 3–61

3.5.4 Pasting Text ............................................................................................................... 3–61

3.5.5 Clipboard ......................................................................................................................... 3–61

3.5.6 Columns ........................................................................................................................... 3–62

3.5.7 Drop Caps ........................................................................................................................ 3–62

3.6 Styles........................................................................................................................................ 3–63

3.6.1 Applying Styles................................................................................................................. 3–64

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

3.6.2 Creating a New Style from a Model ................................................................................ 3–64

3.6.3 Creating a Simple Style from the Style Dialog Box .......................................................... 3–64

3.6.4 Modifying and Renaming Styles ...................................................................................... 3–65

3.6.5 Deleting Styles ................................................................................................................. 3–66

3.7 Creating and Modifying Lists ................................................................................................... 3–67

3.7.1 Bulleted and Numbered List ............................................................................................ 3–67

3.7.2 Nested List ....................................................................................................................... 3–68

3.7.3 Formatting List ................................................................................................................. 3–69

3.8 Presenting Information in Columns and Tables .............................. Error! Bookmark not defined.

3.8.1 Table Parts ....................................................................................................................... 3–70

3.8.2 Creating a Table ............................................................................................................... 3–70

3.8.3 Drawing a Table ....................................................................... Error! Bookmark not defined.

3.8.4 Importing Excel Spreadsheet ........................................................................................... 3–71

3.8.5 Inserting Rows and Columns ........................................................................................... 3–71

3.8.6 Moving and Resizing Tables............................................................................................. 3–72

3.8.7 Table Properties .............................................................................................................. 3–73

3.9 Using Graphics ......................................................................................................................... 3–75

3.9.1 Adding Clip Arts ............................................................................................................... 3–75

3.9.2 Adding Images from File .................................................................................................. 3–76

3.9.3 Making Editing to Graphics.............................................................................................. 3–76

3.9.4 Auto Shapes ..................................................................................................................... 3–77

3.10 Spelling and Grammar ............................................................................................................. 3–78

3.10.1 AutoCorrect ..................................................................................................................... 3–78

3.10.2 Spelling and Grammar Checks ......................................................................................... 3–79

3.10.3 Synonyms......................................................................................................................... 3–80

3.10.4 Thesaurus ........................................................................................................................ 3–81

3.11 Page Formatting ...................................................................................................................... 3–81

3.11.1 Page Margins ................................................................................................................... 3–81

Page 1–4

3.11.2 Page Size and Orientation ............................................................................................... 3–82

3.11.3 Headers and Footers ....................................................................................................... 3–83

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

3.11.4 Page Numbers ................................................................................................................. 3–83

3.11.5 Print Preview and Printing ............................................................................................... 3–83

3.12 Table of Contents .................................................................................................................... 3–84

3.12.1 Generating Table of Contents ......................................................................................... 3–84

3.13 Keyboard Shortcut ................................................................................................................... 3–85

CHAPTER FOUR ........................................................................................................................................ 3–88

4 SPREADSHEET USING MS EXCEL ...................................................................................................... 4–88

4.1 Chapter Objectives and Expected Results ............................................................................... 4–88

4.2 Introduction to Excel ............................................................................................................... 4–88

4.2.1 Spreadsheet Basics .......................................................................................................... 4–88

4.2.2 Terminologies in Excel ..................................................................................................... 4–88

4.3 Starting Microsoft Excel 2007.................................................................................................. 4–89

4.3.1 The Excel Application Window ........................................................................................ 4–89

4.3.2 Resizing a Window........................................................................................................... 4–90

4.3.3 Creating Workbooks ........................................................................................................ 4–91

4.3.4 Moving around a Workbook............................................................................................ 4–91

4.3.5 Adding and Renaming Worksheets ................................................................................. 4–92

4.3.6 Closing a Workbook ......................................................................................................... 4–92

4.3.7 Standard Toolbar ............................................................................................................. 4–92

4.4 Customization of Excel ............................................................................................................ 4–94

4.4.1 Menus .............................................................................................................................. 4–94

4.4.2 Using the Zoom/Magnification Tool................................................................................ 4–94

4.4.3 Help Function .................................................................................................................. 4–95

4.5 Macros ..................................................................................................................................... 4–95

4.5.1 Recording a Macro .......................................................................................................... 4–96

4.5.2 Running a Macro ............................................................................................................. 4–96

4.6 Modifying Worksheet .............................................................................................................. 4–97

4.6.1 Moving through Cells....................................................................................................... 4–97

4.6.2 Selecting Cells .................................................................................................................. 4–98

4.6.3 Adding Worksheet, Rows and Columns .......................................................................... 4–98

4.6.4 Resizing Rows and Columns ............................................................................................ 4–99

By Mensah Louis, PROF GATE@UMaT
 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

4.6.5 Selecting Cells .................................................................................................................. 4–99

4.6.6 Moving and Cutting Cells ............................................................................................... 4–100

4.6.7 Freeze Panes .................................................................................................................. 4–100

4.7 Formatting Cells..................................................................................................................... 4–101

4.7.1 Formatting Toolbar ........................................................................................................ 4–101

4.7.2 Styles.............................................................................................................................. 4–102

4.7.3 Creating Own Style ........................................................................................................ 4–103

4.7.4 Format Painter............................................................................................................... 4–103

4.8 Arithmetic Formulae and Functions ...................................................................................... 4–104

4.8.1 AutoSum Tool ................................................................................................................ 4–104

4.8.2 Useful Formulae ............................................................................................................ 4–105

4.8.3 Arithmetic Formulae...................................................................................................... 4–105

4.8.4 Linking Worksheet ......................................................................................................... 4–106

4.8.5 Relative, Absolute and Mixed References ..................................................................... 4–106

4.8.6 Basic Functions .............................................................................................................. 4–106

4.8.7 Function Wizard............................................................................................................. 4–107

4.9 Sorting and Filtering .............................................................................................................. 4–107

4.9.1 Basic Sorts ......................................................................................................... 4–107

4.9.2 Complex Sorts ................................................................................................................ 4–108

4.9.3 AutoFill........................................................................................................................... 4–109

4.9.4 Alternating Texts and Numbers with AutoFill ............................................................... 4–109

4.9.5 AutoFill Function............................................................................................................ 4–109

4.10 Charts..................................................................................................................................... 4–110

4.10.1 Chart Wizard ........................................................................................................ 4–110

4.10.2 Chart Formatting Toolbar .............................................................................................. 4–112

4.10.3 Copying Chart to MS Word ............................................................................................ 4–112

4.11 Page Properties and Printing ................................................................................................. 4–113

4.11.1 Page Breaks ................................................................................................................... 4–113

Page 1–6

4.11.2 Page Setup ..................................................................................................................... 4–113

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

4.11.3 Workbook View ............................................................................................................. 4–115

4.11.4 Print Preview ................................................................................................................. 4–115

4.11.5 Print ............................................................................................................................... 4–116

4.11.6 Keyboard Shortcuts ....................................................................................................... 4–117

CHAPTER FIVE ........................................................................................................................................ 4–118

5 THE INTERNET................................................................................................................................ 5–118

5.1 Chapter Objectives and Expected Results ............................................................................. 5–118

5.2 Introduction ........................................................................................................................... 5–118

5.3 World Wide Web ................................................................................................................... 5–119

5.3.1 Internet Addresses ........................................................................................................ 5–119

5.3.2 Browsing the Internet.................................................................................................... 5–120

5.3.3 Accessing a Search Engine ............................................................................................. 5–121

5.3.4 Using Search Engine ...................................................................................................... 5–121

5.4 Electronic Change (E-mail)..................................................................................................... 5–122

5.4.1 Accessing Yahoo! Mail ................................................................................................... 5–122

5.4.2 Sending Mails................................................................................................................. 5–123

5.4.3 Receiving Mails .............................................................................................................. 5–125

5.5 Working with Folders ............................................................................................................ 5–127

5.5.1 Creating Folders............................................................................................................. 5–128

5.5.2 Moving Messages between Folders .............................................................................. 5–129

5.6 Managing Yahoo Mail Account.............................................................................................. 5–130

5.6.1 Switching between Yahoo! Mail Accounts .................................................................... 5–130

5.6.2 Deleting Yahoo! Account ............................................................................................... 5–130

5.6.3 Dormant Account .......................................................................................................... 5–131

5.6.4 Reading Mails from another PC..................................................................................... 5–132

5.7 Signing Out ............................................................................................................................ 5–132

5.8 Glossary of Internet Terms .................................................................................................... 5–133

Course Outline
By Mensah Louis, PROF GATE@UMaT
 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

The course is structured to cover the following areas:

o Introduction to PCs
o Operating System software
 Microsoft Windows
o Microsoft Application Programs
 Microsoft Word
 Microsoft Excel
o Internet Usage
o Programming with Visual Basic Application (VBA)

Course Objectives
The objectives of this course are to:

o Provide students with basic knowledge of computers and how to use them to do
productive work.
o Introduce Students to the use Microsoft Windows operating system software and the
Microsoft Office Application programs such as MS Word, MS Excel.
o Introduce students to the use of the Internet and its usefulness in this Global village.
o Introduce Visual Basic Application to students

Course Presentation
The course is presented through lectures, labs, tutorial and activities supported with handouts.
The tutorial will be in the form of problem solving and discussions and will constitute an integral
part of each lecture. In this way, application of computing theories and skills can be directly
demonstrated. The student can best understand and appreciate the subject by attending all lectures
and laboratory work, by practising, reading references and handouts and by completing all
assignments and course work on schedule.

References and Recommended Textbooks

a. Cox, J. and Preppernau, C. F. F. (2008), 2007 Microsoft Office System Step by Ste, Second
Edition, Microsoft Press, Washington
b. Yadav, D. S. (2003), Foundation of Information Technology, New Age International
c. French, C. S. (2000), Computer Science, Fifth Edition, New York
d. Sethi, R., Principles of Programming, Addison Wesley
e. Joyce, J. and Moon, M. (2007), Microsoft Office 2007 Plain and Simple
f. ED Bott and Leonard, W. (2007), Microsoft Office 2007 In Depth
g. www.microsoft.com
h. www.wikipedia.com
Page 1–8

i. www.pcguide.com

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

Course Assessment
Factor Weight Location Date Time
Quizzes (3) 15 % In class 30 min/Each
Grading Course Work 15% Assignment 6 Weeks
System Attendance 10 % In class Random
Final Exam 60 % (TBA) To Be Announced (TBA) 3 Hrs

80-100% A
70-79.9% B
60-69.9% C
50-59.9% D
0-49.9% FAIL

Course Outline
Week Sections Covered from
Problems Assigned as Homework
Number Handout
1
2
3
4

6
7
8
9
10
11 Revision

12 Examinations Week

13 Examinations Week

Attendance
UMaT rules and regulations say that, attendance is MANDANTORY for every student. A total of
FIVE (5) attendances shall be taken at random to the 10%. The only acceptable excuse for
absence is the one authorized by the Dean of Student on their prescribed form. However, a
student can also ask permission from me to be absent from a particular class with a tangible
reason. A student who misses all the five random attendances marked WOULD not be allowed to
take the final exams

Office Hours
I will be available in my office every Friday to answering students‟ questions and provide
guidance on any issues related to the course.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Please Note the Following:

 Students must feel free to ask questions in class. Students should not hesitate to email me
with any questions whatsoever.
 Students must endeavour to attend all lectures, lab works and do all their assignments and
coursework.
 Students must be seated and fully prepared for lectures at least 5 minutes before scheduled
time.
 Under no circumstance a student should be late more than 15 minutes after scheduled time
 NO student shall be admitted into the lecture room more than 15 minutes after the start of
lectures unless pre-approved by me.
 All cell phones, IPods, MP3/MP4s, PDAs etc MUST remain switched off throughout the
lecture period.
 There shall be no eating or gum chewing in class
 Plagiarism shall NOT be accepted in this course so be sure to do your referencing properly

Thank You

CHAPTER ONE
Page 1–10

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

1 INTRODUCTION TO COMPUTERS

1.1 Chapter Objectives and Expected Results

The objectives of this chapter are to:

o Present the whole course outline.

o Present the course objectives
o Appreciate how computers have evolved over time.
o Present some uses of computers.
o Provide basic understanding of computer system, hardware and peripherals, and the
mechanism of communication between them.
o Categorise the types of software and highlight on the importance of the operating system
software.
o Explain Data Representation and Transmission
o Explain Computer and Human Health
o Discuss Computer Security issues
o Let students appreciate the use of referencing and its importance
o Give students their course work assignment.

At the end of the chapter, students are expected to:

o Have basic understanding of computer system.

o Appreciate learning Windows as prerequisite in their journey to using the computer to do
any useful work.
o Understand how data is represented and transmitted
o Understand effects of computers on human health
o Understand data and software privacy and also data integrity

1.2 Evolution of Computers

Computing is said to have started in the mid-east with the use of counting stones and channels.
This was the precursor of the ABACUS, a counting instrument invented by the Babylonians and
usually associated with the Chinese.

At the beginning of the 17th Century, Napier (the inventor of logarithm) developed a series of
rods that could be used for multiplication. Partial products appeared on the rods and all the user
had to do was to add them to get the final product.

By 1820, Charles Babbage had designed two computing machines:

 The DIFFERENCE ENGINE, which was to solve polynomial equations by the method of
differences.
 The ANALYTICAL ENGINE, which was a general purpose computing device.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

The machines were never built because of the enormous engineering work involved. However,
their design is the basis of modern day computers consisting of:

 an input device
 a processor
 an output device
 a storage facility

It is reported that the First World War and its concomitant secret code-breaking spree were the
spur of modern computer development, and the first „commercial computer‟ was the LEO 1,
produced by Manchester University. This computer is reported to have been so big that it spanned
three floors, with the input device on the top floor, the processor on the first, and the output
device on the ground floor. Elsewhere, the UNIVAC is reported to have been the first computer.

These First Generation type computers used the following:

 Vacuum tubes
 Punched cards
 Machine languages

They were slow and inefficient, yet they were so expensive that they could only be
accommodated in military budgets. Since then, we have had the Second Generation computers,
using Transistors, and Low Level Languages followed by Third Generation computers, that use
Integrated Circuits, Compilers and High Level Languages.

Modern day computers are the Fourth Generation computers; using sophisticated electronic
gadgets and the MICROCHIP invented by INTEL in 1971 and Advanced Micro Device (AMD).
A Computer can therefore be defined as an electronic device that accepts data and processes it
according to a set of instructions given to it, i.e. according to a program.

The major manufacturers of modern day computers, which have found wide applications in
industries, may include the following: IBM, WANG, HEWLETT PACKARD, NEC, APPLE,
ZENITH, COMPAQ, DELL, ASUS, and SONY. There are other manufacturers and new ones are
also emerging day after day.

1.3 Uses of Computer

Presently computers are widely used in Offices, Banking, Education, Health, Commerce,
Science, Agriculture, Transport, Communication etc. Some of the things Computers are used for
are; typing documents, keeping and retrieving of information, data analysis, designs, sending and
receiving information over long distances, control of plants, and many more purposes. In the
Page 1–12

earth sciences, computers are widely used to produce maps, contours, process huge amount of
drill hole data, ore body modelling, and to plan and design mines.

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

Some of the reasons for the increasing popularity of the use of computers are:

 Computers can do work very fast, thus resulting in increase in productivity.

 Computers are more accurate in performing repetitive work.
 Work performed with a computer can be neat and beautifully presented.
 Information can be stored safely and in a small space with a computer.
 Information can be retrieved more easily with a computer.
 Computers are now less expensive.

Despite the increasing popularity of computers, it is still limited to those who have the skills to
use them.

1.4 Components of a Computer System

A computer is defined as an electronic device that accepts data in one form and processes it to
produce data in another form. It is basically a counting device and contrary to a common
misconception that computers can do anything, they are actually quite limited. Computers also
use the following mathematical and comparison operations (Addition (+), Subtraction (–),
Multiplication (*), Division (/), Equal to (=), Less than (<), and Greater than (>). Everything the
computer does is done with one or combinations of the four mathematical and three comparison
operations. Programming ingenuity makes the computer seems "intelligent".

A computer can also be defined as an electronic device, which uses programs to perform specific
task. A Computer has two main components; the machine component called Computer Hardware
and the program component called Computer Software. All computer systems consist of
computer Hardware and Computer Software.

Computer Hardware
These are the physical, tangible parts of the computer system. They are the parts of the computer
system that can be touched and felt. The term also refers to all the mechanical and electronic
component of the computer system as well as other devices such as accessories used with the
computer. E.g. Electronic circuitry, the keyboard, screen, etc.

Computer Software
These are the programs, which supply the computer with specific instructions to perform a given
task. Computer programs are systematic instructions for the computer to carry out a given task.
Programs are written by programmers. A programmer's job is to convert user's need into a set of
instructions for the computer to execute.

Both the hardware and the software are required for the computer to do anything useful.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

1.5 Types of Computers

Computer hardware systems vary widely in how it is configured. What the hardware does is
similar in all systems. The most basic differences between computer hardware systems are size
and use. Below are four different sizes and their descriptions.

Microcomputer: smallest computer i.e. desktop or personal computer. They are inexpensive
and is used by one person at a time e.g. PC laptop
Minicomputer: A Moderate sized computer and it is normally used when a desktop computer is
not powerful enough to do the job and also by more than one person.
Mainframe: A Large computer with fast processing speeds and can process billions of data
per second. Several people can use one mainframe computer at a time.
Supercomputer: A Computer built to minimize distance between points for very fast operation. It
is used for extremely complicated computations.

In 1981, International Business Machines (IBM), an American company introduced the IBM
Personal Computers (PCs). Since then, the IBM computers have gained popularity and has
become industry standard. Other companies like Compaq produce computers that behave
similarly like IBM computers. Such machines are called IBM compatibles.

1.6 Hardware Components of a Computer System

The basic hardware components of a personal computer system comprise the following:

 Input Devices
Devices used to send data, information or instructions into the computer.

 Central Processing Unit (CPU)

The CPU performs all the instructions given to the computer (processes the data).

 Output Devices
Devices or equipments that display the processed data

 Storage Unit (Memory, Hard Drives)

The storage unit stores data.

The CPU and the Storage unit are contained in a rectangular shaped box called the system unit.

1.6.1 Types of Input Devices

The following are input devices of a computer system:
Page 1–14

Keyboard
Mouse
Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa
 Introduction to Computing (All First Years)

Digitizer
Scanner
Modem

1.6.1.1 The keyboard

The keyboard is the most widely used input device. The enhanced PC keyboard consists of four
sections, broadly described below:

 Function keys
These are the group of 12 keys on the top of the keyboard. They perform some specific functions.
 Alphanumeric keys
This section works much like a typewriter and has the familiar QWERTY layout of a typewriter.

 Cursor control keys

These are a group of keys that move the cursor.

 Numeric keypad
These are a cluster of keys to the right of the standard keyboard. The keypad includes numbered
keys from 0 through 9 as well as cursor control keys and other special keys.

Below are the functions of some of the keys;

 Enter
Signals the computer to respond to the commands typed, and also functions as a carriage return in
programs that simulate the operation of a typewriter.

 Cursor Keys
Changes the on-screen location of the cursor. It includes the left-arrow (←), right-arrow (→), up-
arrow (↑), and down-arrow (↓) keys.

 Page Up/Page Down

Scrolls the screen display up or down one page

 Home/End
Home moves the cursor to the screen's upper left corner. End moves the cursor to the lower right
corner.

 Backspace
Moves the cursor backward one space at a time, deleting any character in that space

 Del
Deletes, or erases, any character at the location of the cursor.

 Insert (Ins)

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Inserts any character at the location of the cursor

 Shift
Creates uppercase letters and other special characters; when pressed in combination with another
key, can change the standard function of that key.

 Caps Lock
When pressed to the lock position, causes all letters to be typed in uppercase. To release, press
the key again.

 Ctrl
Control key: when pressed in combination with another key, changes the standard function of that
key.

 Alt
Alternate key: when pressed in combination with another key changes the standard function of
that key. Not all programs use Alt.

 Esc
In some situations, pressing Esc enables you to escape from the current operation to an earlier
one. Sometimes Esc has no effect on the current operation. Not all programs respond to Esc.

 Num Lock
Changes the numeric keypad from cursor movement to numeric function mode

 Ctrl-Alt-Del
Restarts the computer (system reboot)

1.6.1.2 The mouse

Beside the Keyboard, the mouse is another widely used input device. This device contains a ball
which, when rolled along a desk top or other flat objects transmits position information to the
computer. Buttons on the mouse activate various functions. For a right-hand configured mouse,
the left button is the ENTER key and the right one opens up a menu for short-cut.
Page 1–16

Fig 1:1 Mouse showing right hand configuration

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 Introduction to Computing (All First Years)

1.6.1.3 Digitizer
The Digitizer is used to input maps, diagrams etc. into the computer. It consists of an electronic
board with a pointing device for tracing the outline of diagrams.

1.6.1.4 Scanner
Scanners are used to input pictures, diagrams, and maps into the computer. It is like a photocopier
that is connected to the computer.

1.6.1.5 Modem
Modems are used to convert data in analogue form (voice) into digital form and vice versa. The
act of turning analogue signal (voice – telephone) into digital signal (computer signal) is termed
as modulating. The reverse is demodulating. Since the device can modulate and also demodulate
signal, the device is called modulator/demodulator or simply put modem. You need a modem to
be connected to the INTERNET or to receive and send e-mail.

External modem is the one that sits beside the computer and internal modem, which is a printed-
circuit card, hides inside the computer. Regardless of whether it is external or internal, a wire
runs from it to the phone system.

To transfer a character, the modem usually transmits a 10-bit number, such as 1001011110. The
first bit (which is usually 1) is called the start bit. It means, „wake up and get ready to receive
data I am going to send you”. The last bit (which is always 0 is called the stop bit, meaning, „I am
done, you can go back to sleep until I send you more data”. The eight middle bits (such as
00101111) are usually called the data bits; they are codes that represent 1 byte of information (1
character). Therefore, to transfer 1 character, the modem transmits 10 bits.

A typical modem transmits 2400 bits per second (2.4 kbps), and the speed is called 2400 baud.
Since 10 bits make a character, that kind of modem transmits 240 characters per second. Faster
modem can transmit 14400 bits per second (14.4 kbps).

1.6.2 The Processor

The processor is the most important member of the computer system. It is the brain of the
computer; the part that interprets and carries out instructions. It can add, subtract or compare
numbers at speeds measured in small factions of a second. The term central processing unit is
used loosely to refer to a computer‟s processor, whether the latter is a set of circuit boards or a
single microprocessor.

In large computers, the processor often comprises a number of chips – slivers of silicon or other
material that are etched with many tiny electronic circuits. The chips are plugged into circuit
boards – rigid rectangular cards that contain the circuitry that ties them to other chips and to other
circuit boards.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

In small computers called microcomputers or personal computers, the processor is a single chip
called a microprocessor. These microprocessors are manufactured by companies like INTEL and
AMD. INTEL manufactures the following types of microprocessors:

 INTEL 80286
 INTEL 80386
 INTEL 80486
 PENTIUM
 CORE DUO

You may hear people talking of 286, 386 and 486 computers. If a computer is a 386, it means that
it contains INTEL 80386 microprocessor. 286 computers are the slowest and the 486 are the
fastest. Lately, INTEL introduced Pentium and Core Duo microprocessors, which are much faster
than the 80486 microprocessor. The speed of the processor is measured in Megahertz (MHz).
Currently, the Pentium 4 and Core Duo processors being introduced have speeds as fast as 3.0
GHz or more.

1.6.3 Output Devices

Monitor (sometimes called Screen, Visual display Unit or Video Display Unit (VDU)).
Printer
Plotter
Modem

1.6.3.1 Monitors
The monitor can be a monochrome (one colour) or colour; similar to a TV set; Black/white TV
and colour TV. The colour monitor displays all colours of the rainbow whereas the monochrome
monitor displays just black and white. There are four (4) types of monochrome monitors. These
are as follows:

Paper white monitor (displays black and white)

Amber monitor (displays black and yellow)
Green screen monitor (displays black and light-green)
Grey-scale monitor (displays many shades of grey)

The clarity or sharpness of a display (resolution) on a monitor depends on the type of monitor and
the type of display adapter being used. A monitor can be TV type or plasma type. Tiny computers
come with a tiny monitor of the gas plasma type called Liquid Crystal Display (LCD). That is the
kind of monitor you see on digital watches, pocket calculators, pocket computers, notebook
computers and laptop computers. Since an LCD monitor uses little electricity, it can run on
Page 1–18

batteries. A traditional picture tube cannot run on batteries. If your computers system therefore
works on batteries, its screen is an LCD.

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

The display adapter is an electrical circuit fitted in the system unit box. Computers that display
graphics or pictures are fitted with Graphics Display Adapters. There are different types of
Graphics Adapters, such as:

CGA – Colour Graphics Adapter

EGA - Enhanced Graphics Adapter
VGA - Video Graphics Adapter
SVGA - Super video Graphics Adapter etc.

The standard screen size is 14".

1.6.3.2 Printer
The printer is used to produce hard copies of the work i.e. copies on paper. Modern printers come
in a variety of types, with many capabilities. One class is described as non-impact because the
actual printing element never touches the paper. In the other class the print element does touch
the paper, sometimes quite hard and are called impact printers.

1.6.3.2.1 Non-Impact Printers

Ink-Jet Printer
The ink-jet printer "shoots" individual dots of ink to the paper, calculating the location of each
dot in order to form individual characters or dot graphics. When using such a printer, a good
paper is necessary to avoid smearing. Ink-jet printers can produce colour printouts.

Laser
The laser printer is noted for producing a page of text at a time. In this printer a laser beam scans
a photoactive plate building up an image of the printed page. Like in a copy machine, the plate is
dusted with toner that sticks to the exposed areas. Paper is then placed in contact with the plate,
transferring the image to the paper. A final heat bonding seals the toner to the paper. All of this
takes just a few seconds. Laser printers can produce colour printouts of very high quality.

1.6.3.2.2 Impact Printers

There are two impact printers you will likely see with a personal computer. These are the Dot
matrix and the Daisy wheel. The difference between the two is the quality of the output. Dot
matrix printers form characters from individual dots whereas a daisy wheel printer imprints fully-
formed characters, much like a typewriter. The dot matrix is the more versatile of the two. Both
printers impact the paper through a ribbon to transfer ink to the paper by the hitting element. Dot
matrix use 9 to 24 individual pins. The daisy wheel and the dot matrix printers produce printout
in one colour. These types of printers are rarely seen these days.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

1.6.3.3 Plotter
A plotter also produces hard copies. A plotter uses some mechanism to drive pens in defined
horizontal/vertical motions in order to produce combined text and graphic figures. Most are
driven by software that not only controls pen motion, but also pen colour. Plotters do plot
different colours.

1.6.4 Storage Devices

Beside the input devices, the CPU and the output devices, the computer has a unit where data or
information is stored. This unit is called storage facility or memory. The memory facility is
located in the system unit box.

1.6.4.1 Types of Storage

The computer has two main types of memory and they are:

 Temporary Memory
 Permanent Memory

1.6.4.1.1 Temporary Memory

The temporary memory is also called RAM (Random Access Memory). The RAM holds the data
and information, which are currently being processed by the computer. The memory is cleared
when the computer is turned off. The RAM is built into the electronic circuitry of the computer.
The chip comes in the sizes of 4, 8, 16, 32, 64, 128, 256, 512 Megabyte (MB). Lately, RAM
manufacturers are producing chips of 1024MB (1GB), 2048MB (2GB) and 4096MB (4GB).

1.6.4.1.2 Types of Permanent Memory

1.6.4.1.2.1 ROM (Read Only Memory)

The ROM is used to store special system instructions for the computer system. You cannot
subtract or add anything to these instructions. These instructions are installed at the time of
manufacture of the computer. The computer only reads these instructions; thus the name ROM.
The ROM is built into the electronic circuitry of the computer.

1.6.4.1.2.2 The Disk Storage

There are three basic types of Disk Storage (drives). These are:
Page 1–20

 Hard Disk Storage

 Floppy Disk Storage

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 Introduction to Computing (All First Years)

 CD (Compact disk) storage.

Zip and Tape drives are also available for backups.

1.6.4.1.2.2.1 Hard Disk Storage

The hard disk storage is located inside the system unit box and it is installed in such a way that
dust or other damaging agents are prevented from getting on it. The hard disk is driven by the
hard disk drive. The hard disk drive (HDD) is called "C" drive on most computers. You can
change the drive letter from A-Z if the HDD is not the local drive.

1.6.4.1.2.2.2 Floppy Disk Storage

The floppy disk storage is a portable storage medium. The floppy disk is driven by the floppy
disk drive (FDD) which is represented by a horizontal slot on the system unit box. Some
computers have two floppy disk drives. The floppy disk drive is called "A" or "B" drive on most
computers. The high density floppy disk can store up to 1.44MB of data. There are 5¼ inch
floppy disk drives (now obsolete) and 3½ inch floppy disk drives. A 5¼ inch floppy disk drives
use 5¼ inch floppy diskettes. The 3½ inch floppy disk drives use 3½ inch floppy diskette. It
writes on both sides of the disk simultaneously since it is double sided disk. It writes 80 tracks on
each side, divides each track into 18 sectors and each sector holds 512 bytes, which is ½
Kilobyte.

The floppy diskette can be damaged easily. Some of the things that can cause damage to your
floppy diskette are:

 Putting dirt on it by touching the uncovered notch, exposing it to dust, smoke, etc.
 Bending the diskette.
 Heating the diskette, by placing it in the sun, near heaters or stoves, etc.
 Magnetizing the diskette by placing it near magnets, TV, radio, X-rays, by passing under
high-tension cables, etc.
 Wetting the diskette.
 Humidifying the diskette.
 Giving it shock by dropping.
 By cooling it below normal room temperature.

1.6.4.1.2.2.3 CD (Compact Disk) storage

The following CD storage drives are available:

 CD-ROM (Compact Disk Read Only Memory) - Contains read only information.
 CD-R/CD-RW (Recordable/Rewritable) – Information can be saved or recorded to the
disk. For Rewritable disks, data can be erased and copied again. The maximum capacity is
700/800MB

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

 DVD (Digital Versatile Disk) – A CD size disk capable of storing a maximum of 17 GB

of digital audio, video, or data using both sides of the disk
 DVD-RW (Rewritable) - Data can be saved or recorded to the DVD. Since it is a
Rewritable disk, data can be erased and then another data can be saved on the same DVD
over and over again. The maximum capacity is 4.7GB
 Double Layer (Dual layer) DVD – This is capable of recording two DVDs on one surface

Units of Information
The units of information are the byte and approximately:

1 000 bytes = One Kilo byte (1KB)

1 000 000 bytes = One Mega byte (1MB)
1 000 000 000 MB= One Giga byte (1 GB)

Nowadays some PCs have hard disks, which can contain over 160 GB to 1000 GB (1TB).

1.6.5 Interfacing of Input and Output Devices

Input and output devices, whatever you choose, will have to be connected to the system unit.
Since other things are done apart from the physical connection of two equipments with a cable,
the term interfacing is used. Interfacing connotes setting up of communication parameters as well
as the cable connection. Cables from the input or output devices can be connected to the system
unit through a serial port or a parallel port at the back of the system unit. The name of a port
describes how it transmits and receives data.

Each character you type on the keyboard consists of eight bits, a combination of 0s and 1s binary
digits, called a byte. In a serial interface, each bit is sent to the computer or the output devices one
bit at a time. In a parallel interface all eight bits (a byte) is sent at once. Normally, Parallel ports
are made up of 25 pins while serial port is 9 pins. The hardware devices connected to the system
unit are referred to as computer peripherals.

1.6.6 Computer Accessories

There are other hardware gadgets that enhance the use of the computer system. These are called
Computer Accessories. Examples are Uninterruptible Power Supply (UPS), Connecting cables,
Mouse pad, Diskettes/Disk boxes, Interface selector switches, etc.

1.7 Computer Software

As mentioned earlier, computer software are the programs, which supply the computer with
Page 1–22

specific instructions to perform a given task. Computer software can be categorized into two
groups:

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

 Operating System Software

 Applications Software

1.7.1 Operating System Software

An Operating System Software is a collection of programs that provide recurring services to
computer users. These services include disk and file management, memory management and
device (input and output) management. It can also be said that an operating system is a special
class of software, which provides a link between the hardware, the user, and/ or application
software.

Without operating system software, every computer program would have to contain instructions
telling the hardware each step required to do its job. Because an operating system already
contains these instructions, any program can call on the operating system when a service is
needed.

Operating system is called Disk Operating System (DOS) if most of the commands are kept on a
disk (hard or floppy) rather than in the RAM. Many computers, including personal computers and
large multi-user computers use DOS as part of their operating system's name. E.g. MS-DOS,
IBM‟s PC-DOS, Apple‟s DOS etc

Although various operating systems are called DOS, most people associate the term DOS with the
MS-DOS. In this handout, the term DOS shall refer to MS-DOS.

Below are examples of Operating System Software:

 MS-DOS
 MS Windows
 UNIX/LINUX
 XENIX
 Apple Macintosh, etc.

We shall consider MS-DOS and Windows Operating System in the next chapters. This is because
about 80% of PC users around the world use the MS-DOS or MS Windows. MS stands for
Microsoft an American company, which developed the MS-DOS. This same company Microsoft
developed MS Windows, a graphical representation of the MS-DOS.

1.7.2 Application Software

Application system software are sets of programs, which instruct the computer to perform
specific useful tasks. Application software can be categorized into:

 Word processors e.g. Word Perfect, AmiPro, Word Star, MS Word etc
 Spreadsheet e.g. LOTUS 123, Aseasy, MS Excel etc

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

 Database e.g. Dbase III Plus, Dbase IV, MS Access etc

 Graphic e.g. Corel Draw, Canvass, MS Powerpoint etc
 Computer Aided Drafting (CAD) e.g. Autocad etc
 Specialized software e.g. Surpac, Datamine etc

Most of these programs will be introduced to you in your next computer course

1.8 Data Representation and Transmission

1.8.1 Data Representation

Data means groups of information that represent the qualitative or quantitative attributes of a
variable or set of variables. Data (plural of "datum") are typically the results of measurements and
can be the basis of graphs, images, or observations of a set of variables. Data are often viewed as
the lowest level of abstraction from which information and knowledge are derived. Data on its
own carries no meaning. In order for data to become information, it must be interpreted and take
on a meaning. Data can be in the form of letters (a, b, c …x, y, z), numbers (0, 1, 15, 23… etc),
pictures, sound, objects, symbols etc

An analog computer represents a datum as a voltage, distance, position, or other physical

quantity. A digital computer represents a datum as a sequence of symbols drawn from a fixed
alphabet. The most common digital computers use a binary alphabet, i.e. an alphabet of two
characters, typically denoted "0" and "1". More familiar representations, such as numbers or
letters, are then constructed from the binary alphabet.

Some special forms of data are distinguished. A computer program is a collection of data, which
can be interpreted as instructions. Most computer languages make a distinction between programs
and the other data on which programs operate. It is also useful to distinguish metadata, that is, a
description of other data. The prototypical example of metadata is the library catalog, which is a
description of the contents of books. Experimental data refers to data generated within the context
of a scientific investigation by observation and recording. Field data refers to raw data collected
in an uncontrolled in situ environment.

1.8.2 Data Transmission

Data transmission, digital transmission or digital communications is the physical transfer of data
(a digital bit stream) over a point-to-point or point-to-multipoint communication channel.
Examples of such channels are copper wires, optical fibres, wireless communication channels,
and storage media. The data is represented as an electro-magnetic signal, such as an electrical
voltage, radiowave, microwave or infra-red signal.
Page 1–24

Analog communication is the transfer of continuously varying information signal; digital

communications is the transfer of discrete messages. Data transmitted may be digital messages

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

originating from a data source, e.g. a computer or a keyboard or an analog signal such as a phone
call or a video signal, digitized into a bit-stream. The term tele transmission involves both analog
as well as digital communication.

1.8.2.1 Serial Transmission

In telecommunications, serial transmission is the sequential transmission of signal elements of a
group representing a character or other entity of data. Digital serial transmissions are bits sent
over a single wire, frequency or optical path sequentially. Because it requires less signal
processing and fewer chances for error than parallel transmission, the transfer rate of each
individual path may be faster. This transmission can be used over longer distances as check digit
or parity bit can be sent along it easily.

1.8.2.2 Parallel Transmission

In telecommunications, parallel transmission is the simultaneous transmission of the signal
elements of a character or other entity of data. In digital communications, parallel transmission is
the simultaneous transmission of related signal elements over two or more separate paths

1.8.2.3 Asynchronous Transmission

This uses start and stop bits to signify the beginning bit. ASCII character would actually be
transmitted using 10 bits e.g. a "0100 0001" would become "1 0100 0001 0". The extra one (or
zero depending on parity bit) at the start and end of the transmission tells the receiver first that a
character is coming and secondly that the character has ended. This method of transmission is
used when data is sent intermittently as opposed to a solid stream data. The start and stop bits
must be of opposite polarity. This allows the receiver to recognize when the second packet of
information is being sent.

1.8.2.4 Synchronous Transmission

Here, there is no start and stop bits but instead synchronizes transmission speeds at both the
receiving and sending end of the transmission using clock signal(s) built into each component. A
continual stream of data is then sent between the two nodes. Because there is no start and stop
bits, data transfer rate is quicker although more errors will occur, as the clocks will eventually get
out of sync and the receiving device would have the wrong time that had been agreed in protocol
(computing) for sending/receiving data, so some bytes could become corrupted i.e. losing bits.
Ways to get around this problem include re-synchronization of the clocks and use of check digits
to ensure the byte is correctly interpreted and received.

1.9 Computer and Human Health

Working with a video display terminal (VDT) and a keyboard can be productive, rewarding and a
lot of fun. Unfortunately, prolonged postures, coupled with high levels of concentration and the

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

occasional frustration of things going less than perfectly, can lead to physical problems. Basic
understanding in the way you "interface" with your computer can help prevent common health-
related VDT and keyboard problems.

Users must allow adequate amount light because they must be able to see what they are doing
easily to avoid eye strain and neck. Be sure also to get the keyboard height right to prevent too
much bend at the wrist and aloe the forearm to have some support. The arm must hang loose to
prevent the shoulder muscles from cramping. Also the continual clicking and small, precise
motions involved in mouse use are a repetitive action that could be a health hazard.

The following would help; the mouse must be held loosely, use a light touch when you click. Use
your whole are and shoulder to move the mouse, not just your wrist. The wrist must be relaxed
and neutral, not bent. Avoid prolonged posture, rotate your shoulders, and gently shake your
hands and fingers four or five times in an hour. Create enough working space on your desk. Users
must stay at least 75 centimeters (30 inches) from their terminal screen and at least wake up once
and walk around every one hour.

1.10 Computer Security

The growing importance of computers in the daily lives of the Ghanaian people has raised
concerns about possible threats to computers and data. Many individuals are also concerned about
the accuracy and validity of data held about them. They want to understand how different
authorities ensure that data is not used for purposes other than its original, proper intention.

1.10.1 Data Integrity and Security

Data integrity refers to the validity of data. Data is said to have integrity if it is accurate and
complete when it enters a system and does not become inaccurate after further processing. Data
integrity can be compromised in a number of ways:

 Inaccurate data entry

 Malicious code
 Hardware malfunction
 Accidental or malicious deletion or changing of data
 Natural disasters such as fires, floods and earthquakes.

One method used to ensure data integrity is data security, which involves:

 Physical safeguards, which deal with the protection of hardware and software from
accidental or malicious damage or destruction. For instance:
 Only allowing authorized personnel access to computer facilities. This can be
Page 1–26

enforced by:
 A monitoring system using video cameras

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

 Security guards
 Storing data in fireproof safe
 Storing data in another building or location
 Distributing sensitive work to a number of employees, rather than just one.

 Software safeguards, which seek to prevent unauthorized access to computer files.

For instance:
 Using passwords to access the system. A user has to enter a password or PIN to gain
access to the system.
 Using passwords for the individual files within the system.
 Data encryption: encoding (scrambling) data during storage or transmission so that it
cannot be understood by someone who does not have the encryption key or software
to convert it back to its original form.
 Installing firewall. This is a program, a hardware device or a combination of both, that
filters the information coming in through the Internet connection to your computer
system or network. It prevents unauthorized users from gaining access. Some firewalls
protect systems from virus, spam (electronic junk mail) and e-mail bombs. Two
popular firewall software packages are BlackIce Defender and ZoneAlarm.

1.10.1.1 Malicious Code

Malicious code refers to viruses, worms, Trojan horses and other undesirable software. The
purpose of such software is to cause disruption to the computer that is attacked, usually by
deleting files or rendering the system inoperable.

Virus
A virus is a program that, unknown to user, activates itself and destroys or corrupts data. Viruses
can also replicate themselves i.e. they may be able to send themselves to other computers using
email addresses found on the initial computer they attacked. Note that a virus can only be
activated by a user clicking on the program or file that contains the virus.

Trojan Horse
This is a program that may seem at first to perform a desired task, e.g. „appointment calendar‟
software. However, it also includes unexpected and malicious functionality, such as destroying
data just as a virus would.

Worm
A worm is a self replicating program that also destroys data. It is self-contained and does not
require a host program that „masks‟ it as is the case of Trojan horse. The worm creates a copy of
itself and causes the copy to be executed. No user intervention is required. Data is destroyed
automatically.

All malicious code is man-made. Malicious code is usually spread by:

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

 Downloading infected programs and files from the Internet

 Opening infected files received through e-mails
 Using a floppy disk, CD or DVD that contains infected files

Malicious code is one of the main threats to a computer system. Every year, large companies are
often reported as losing millions of dollars in business due to corrupted or lost data and computer
„down time‟ i.e. the period of time when the computer is unusable.

1.10.2 Data Privacy

Many businesses, governments and other organizations hold information on individuals. These
bodies are increasingly making use of this information without the content or knowledge of the
individuals.

It is now possible, for example, to use credit cards along with database software to gather data
about an individual in a coherent form. When you apply for a credit card, the credit card company
required you to register certain personal details. Because this information is personal to the
individual (e.g. name, address, age etc), it can be valuable to any number of other organizations,
not least commercial organizations to approach you directly to offer a product or service. Some
credit card companies may therefore be inclined to sell copies of their database to other
companies.

This raises numerous questions about an individual‟s right to privacy. „Privacy‟ in this context
refers to the right of individuals to determine what information is stored about them and how that
information will be used. The Privacy Act of 1984 in the United States requires that all data
stored about an individual must be accurate and used only for the purpose for which it was
collected. The Act also states that organizations must allow individuals to view whatever data is
stored about them, and can request that it be amended if it is incorrect.

In the United Kingdom, the Data Protection Act of 1988 ensures that any organization, company
or governmental organization storing information on individuals abides by the following rules:

 Data must not be used for any purpose other than that for which it was intended
 Data must be updated to maintain its integrity
 Data must be protected from unauthorized access and use
 Individuals have the right to check data held about them.

Ghana has also recognized the need for such legislation and is moving in the same direction as
the United States and the United Kingdom. According to news reports in 2007, Ghana is bringing
on board four laws to sanities the national Information and Communications Technology (ICT)
environment. The Electronic Communications Bill is derived from the e-legislation legal
Page 1–28

framework for transaction, computer misuse, cyber security, data protection and electronic funds
transfer, which are the associated features of e-communications.

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 Introduction to Computing (All First Years)

1.10.3 Unethical use of Computers

1.10.3.1 Software Privacy

Software privacy is the unauthorized copying, use or selling of software that is copyrighted. You
may wonder what is wrong with copying software. The main answer is simply that, it is an
infringement of ownership rights. It is the theft of the work and effort made by an individual or
company. The owner therefore loses potential revenue as a result of the copying, just as the
owner of a car would lose out if their car were stolen on the street. This makes copyright theft
morally wrong.

When an individual or a company buys a software package, the product comes with a license
agreement dictating the number of computers it can be used on. Individual agreements can be
drawn up depending on the buyer‟s requirements. Businesses may have a site license to use the
package on an agreed total number of computers. If a company or an individual breaks a license
agreement, they are guilty of software privacy. Software privacy robs companies and individuals
of huge sums of money each year. Many countries have laws against software privacy and
individuals convicted of this crime can pay hefty fines or even be jailed.

Not all software is copyrighted. For example public domain software can be copied as many
times as you wish. There is also freeware software (usually available on the web at specialist
websites such as www.download.com) that is copyrighted, but you are nevertheless allowed to
copy it as many times as you wish for personal use.

1.11 The Harvard System of Referencing

One standard method of formatting citations is called the Harvard System. In this style, the
author's surname and the date of publication are inserted in the text, e.g.
'Johnson (1974) describes...'
'In a recent study (Johnson 1974) it is claimed'
'This review (Johnson et al. 1976) includes...'

When these references are brought together at the end, they are listed alphabetically, with the date
immediately after the author's name, e.g.

Feigl, F. 1958. Spot tests in organic analysis. London, Cleaver- Hume. 5th Ed.

Howells, W.W. 1951. 'Factors of human physique', American Journal of Physical Anthropology,
9, pp. 159-192.
Johnson, T.P 1974. 'Enzyme polymorphism', Science 184, 28-37.

Johnson, T.P., Harris, A. and Tupper, Z. 1976. 'Enzymology: a literature review, 1973-1983',
Australian Enzymologist, 15, 100-135'.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Online material (using the Harvard System)

A standard method for the citation of electronic sources of material has not yet been agreed upon.
The following recommendations are suggestions only. For those intending to submit papers to
scholarly journals, the method used by the journal should be investigated first.

In the text, the citation for online material includes the family name(s) of the author(s), or the
name of the 'authoring' organization, and the document date or date of last revision (which may
require the date and the month as well as the year).
Weiss (19 May 1996)
Office for National Statistics (1997)

As online material is continually updated or revised, the material you refer to may have
undergone change since you cited it. Therefore, the date that you accessed the material must be
included in the reference list. In online references, it is not necessary to indicate the format of the
material because this is made obvious by including the address of the site.

In the reference list, the full reference lists the family name and initial(s) of the author(s), the
document date or date of last revision, the title of the document (in single quotation marks), the
title of the complete work (if any, in italics), the address (preceded by 'Available from:'), and the
date the material was accessed (in brackets).

Weiss, P.L. 19 May 1996, „Crime and punishment: is man responsible for his actions?‟ Christian
Philosophy Made Simple. Available from: http://members.aol.com/plweiss1/crime.htm (accessed
18 January 2000).

Office for National Statistics 4 October 1999, „The UK in figures: population and vital statistics‟,
Government Statistical Service. Available from:
http://www.statistics.gov.uk/stats/ukinfigs/pop.htm (accessed 20 January 2000).

In the reference list, the full reference to conference papers, presentations and addresses is
presented as follows:

Stivens, M. 9 September 1998, „Gendering the global and the anti-global: Asian modernities,
"Asian values" and "The Asian family" ‟, Paper presented to ICCCR International Conference
‘Transnationalism: an Exchange of Theoretical perspectives from Latin American, Africanist and
Asian Anthropology’, at the University of Manchester. Available

from: http://les.man.ac.uk/sa/Transnationalism/stivens.htm (accessed 25 January 2000).

E-mail
Citations of material from an e-mail source should be treated as personal communications and,
therefore, cited in the text only. You should not include the e-mail address of the author.
Page 1–30

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

Useful Reference Books

For comprehensive guidance on compiling a list of references, see the following books:

British Standard BS 5606: 1978, Citing publications by Bibliographical references. 001.811 (no
filing suffix)

Bosworth, David P., Citing your references: a guide for authors of journal articles and students
writing thesis or dissertations. 2nd ed., 1994. 010.44 BOS

For help with the finer points of style, punctuation, spelling, foreign words and names, etc., see:
Hart, Horace, Hart's rules for compositors and readers at the University Press, Oxford. 39th ed.,
1983. 686.225 HAR

For technical aspects of manuscript preparation, copy-editing and proofreading:

Blackwell guide for authors. 1991. 808.02 GUI Butcher, Judith, Copy-editing: the Cambridge
handbook. 3rd ed., 1992. 808.02 BUT

Reference lists
All references used in the main body of assignment need including in the reference list. This is
arranged in alphabetical order by author surname. Books, journals and other media are all
included in the same list, do not start separate lists for books and journals, it will confuse your
reader.

Books
Books are listed by author, date, title, place of publication, publisher:
Lave, J. (1988) Cognition in Practice, Cambridge: Cambridge University Press.

The title of the book is either underlined or placed in italics, whichever style you use you should
stick to it for all references. When the books has more than one author then list them in order they
appear on the book, if it has more than 3 then the abbreviation et. al. (and others) can be used.

If an author has published more than one book or journal in a year then mark each one with a, b,
c etc. after the date. E.g. (Brittas 1989a). Make sure the reference in the body of the text
corresponds to the one in the reference list at the end of your work.

Journals
Journals are listed by author, date, title of article, title of journal, part number, page numbers
(beginning of article - end of article

Somekh, B. and Davies, R. (1991) 'Towards a pedagogy for information technology', The
Curriculum Journal, 2, 2 153-70.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

The title of the journal is underlined or italicised because someone searching for the article in a
library will first need to find the journal. The page numbers help to locate the article quickly.

Chapters in edited books

When you need to quote from a chapter in an edited book, you need to follow this form. In your
main text, you quote the author of the chapter (not the editor/s of the book) and the date of the
book. In the reference list, you quote the author and date of the chapter first, and follow it with a
reference to the book. In the following example, the chapter by Schlegoff has been quoted, so
(Schlegoff, 1972) or a variant would appear in the main text, followed by this in the reference
section.

Schlegoff, E. (1972) Notes on a conversational practice: Formulating place. In D. Sudnow (Ed.)

Studies in Social Interaction (pp. 75-119). New York: Free Press.
Note the use of page numbers to identify the chapter - as in journal citation.

Electronic Information
The key to referencing a CD-ROM or website is similar to a book or journal - you need to know
the author, date and title. For web pages, you must include the full address of the page, not just
the address of the site. This can be copied from the address bar, which normally appears at the top
of the browser.

Pearson, M. (1999) online study skills guide, http:\\www.hud.ac.uk\schools\skills \referen.htm,

Date accessed 16/9/99.

An extra date, the date you accessed the page is included at the end of the reference, because
WebPages, unlike books, can be modified and even disappear entirely. To reference material on a
CD-ROM use this format:

Lewis, R. (1997) A Guide to Icelandic Literature, CD-ROM, London: Placebo Publishers.

If you cannot find the date of a web page then mark it as "date unknown". If you cannot find a
named author of an electronic source then either use the organisation in place of the author (e.g.
BBC) or mark it as "author unknown". The golden rule is being consistent, make sure, the full set
of information is listed in your reference list and that you stick to the same format for each entry.

Examples
[3] D Frangiskatos, Lecture 4 Notes, University of Greenwich, Computer Network Management,
Page 1–32

HP OpenView, Unpublished, Sept. 2007, Page 25

[1] N Olifer & V Olifer, Computer Networks, Principles, Technologies, and Protocols for
Network Design, J Wiley & Sons Ltd, August 2006 Page11
Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa
 Introduction to Computing (All First Years)

[1] J Hoffer, M Prescott & F McFadden, Modern Database Management, Eight Edition, Pearson
Prentice Hall, New Jersey 2007, page 3
[38] Kennesaw. 2008. Use Case Diagrams. [Online] Available from:
http://atlas.kennesaw.edu/~dbraun/csis4650/A&D/UML_tutorial/use_case.htm
(25 February 2008 1613).
[39] Visual Case. 2008. Visual Case Tool. [Online] Available from:
http://www.visualcase.com/tutorials/use-case-diagram.htm (25 February 2008 1625).
[40] Forge, S. 2007. Mobile Device Management. [Online] Available from:

1.12 Course work

Course: CE/MA/PE 159 2010/2011 Coursework ID: Contribution:
Introduction to Computing 15902 15% of course
Tutor: Date Set: Deadline Date: Return Date:
Mr AK Ansah Monday Monday Monday
24/08/2010 25/10/2010 08/11/2010
This coursework should take an average student who is up-to-date with tutorial work approximately
30 hours
Learning Outcomes:
ABCE

Plagiarism is presenting somebody else's work as your own. It includes: copying information
directly from the Web or books without referencing the material; submitting joint coursework as
an individual effort; copying another student's coursework; stealing coursework from another
student and submitting it as your own work. Suspected plagiarism will be investigated and if
found to have occurred will, the student would be penalized and a mark of Zero would be
recorded for him/her.

All material copied or amended from any source (e.g. internet, books) must be placed in quotation
marks and in italics, with a full reference to the source directly underneath the material.
Your work will be submitted for plagiarism checking. Any attempt to bypass our plagiarism
detection systems will be treated as a severe Assessment Offence.

Coursework Submission Requirements

 An electronic copy of your work for this coursework should be fully uploaded/attached by
midnight on the Deadline Date of Monday 25/10/2010 using my email address
(afkansah@geologist.com) and a hard copy be handed to me during lecture period on the
same day. Students can however submit their coursework early once they have finished
confidently.
 For this coursework you must submit a single Acrobat PDF/word document if you cannot
convert to PDF. In general, any text in the document must not be an image (i.e. must not
be scanned).
 Make sure that any files you upload/attached are virus-free and not protected by a
password otherwise they will be treated as null submissions.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Coursework Regulations

a. If no submissions were made before the deadline, coursework submitted up to two days
late that meets the criteria for a pass will be treated as a fail.
b. Coursework submitted more than two days late will be given feedback but a grade of non-
submission will be awarded.
c. Do not ask me, the lecturer for extension to published deadline.
d. All coursework must be submitted as above. Under no circumstances can they be accepted
by anybody.

NB: Coursework will only be returned by the above Return Date if the coursework is submitted
on time and is submitted in accordance with the specification provided.

THIS IS AN INDIVIDUAL COURSEWORK

The submission of Contact details to your Bankers prepared via your own Small office
created in your Home/Room.

Learning Outcomes;
ABCE
This coursework should take an average student who is up-to-date with tutorial work
approximately 30 hours

Scenario

You are applying for a school in the United Kingdom and as part of the process, you have been
requested to submit an electronic details which may include; Full Name, Home Address, Postal
Address, Home Telephone No., Cell Phone No. They are also requesting that you attach a copy of
your proof of ID e.g. Passport, Driving Licence, Voter‟s ID, NHIS Card.

The institution wants you to create a table to record any payment made to them. The table must
contain the following headings; Date, Credit, and Balance. This has prompted you to build up a
small Home Office.
Detailed Specification
You are to produce in the form of a list all the Hardware and Software Components you would
require to build your Home Office and subsequently your electronic details, explaining briefly the
function of each component.

Assuming you make one payment each month towards your tuition fees and you have an opening
balance of GH¢00. Using assumptive values tabulate ten regular payments. Finally create the
table in excel spreadsheet and produce a graph of credit against balance.
Deliverables
Page 1–34

The only deliverable would be the list of Hardware and Software components, a word document,
table and the graph. In addition, a fairly written report, which should include the explanation of

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

the components with the coursework header sheet, attached. Please include sketches and snap
shots where appropriate. No further submission comprising a 'report' containing a description or
justification is required. This MUST be your own individual work.

Assessment Criteria
Assessment will be as to:

Plausibility
Accuracy
Completeness
Clarity

Each of the above criteria will represent one-quarter of the 15

% of total marks for the module to be awarded for this coursework. All aspects itemised in the
detailed specification area above must be considered, together with any others that you consider
relevant and important.

Grading Criteria

>=80% A
1. The likely requirements of the scenario have been correctly identified; (hardware and software
components)
2. A clear explanation of the components
3. A correct table drawn with reasonable values entered
4. A correct graph plotted

70%-79.9% B
As above, but weak in one criterion

60%-69.9% C
As above, but weak in more than one criterion, or with one criterion particularly poor
50%-59.9% D
Weak throughout, demonstrating poor knowledge

<50% fail
A poor interpretation of the likely requirements of the scenario, scant appreciation of choice of
components to meet the needs for home office creation and an adequate submission

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

CHAPTER TWO

2 OPERATING SYSTEM SOFTWARE

2.1 Chapter Objectives and Expected Results

The objectives of this chapter are to:

 Introduce the Graphical Windows Operating System (Microsoft Windows)

 Familiarise with the items on the Windows desktop and learn some few basic techniques
 Understand the parts and manipulate the little windows in the Windows Operating System
 Understand File Management using the Windows Explorer.

At the end of the chapter, students are expected to:

 use the Windows Operating System; and

 Run Application Programs.

2.2 Introduction
Microsoft Windows is a Graphical User Interface (GUI). It is an Operating System, which is used
in organising the running of user programs and transfer of data between the various devices. It
monitors and controls the use of the hardware. In addition, it is a special set of instructions that
link hardware and other software together.

Windows is a multitasking. In the true sense of the word is the ability to allow a single user to
perform more than one function at a time or to run more than one program simultaneously.
Modern PCs can stimulate this extremely quickly to give the impression of a multitasking
processor.

Once you learn to use Windows, you can use the same basic procedures to control all Windows
application software. Virtually, all application software are designed to take advantage of the
Windows, use the same pull-down menu structures to control processes such as undo command.

In addition, Windows application software is usually more appealing. Because of the graphical
user interface (GUI). Software written to work with Windows also includes many sensible
features. For example it enables users to use fonts and sizes on the screen as you create a
document.

The following are additions to Windows

Page 2–36

Innovative, easy-to-use features

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa
 Introduction to Computing (All First Years)

Windows makes your computer easier to use, with new and enhanced features.

Improved reliability
Windows improves computer reliability by introducing new wizards, utilities and resources that
help keep your system running smoothly.
A faster Operating System
Windows 4.1 onwards includes tools that help your computer run faster than previous Windows
without adding new hardware. This modern Windows includes a suite of programs designed to
use optimize computer‟s efficiency, especially when used together, in terms of maintenance.

True Web Integration

Windows Explorer and Internet Explorer 4.0 onwards integrate local and web-based resources in
a single view. That is, it improves web features, E-mail, Internet connection and more.

More entertaining and fun

Windows makes your computer more entertaining by introducing new features such as enhanced
television, video playback, and support for new hardware. These enhancements provide users
with hours of fun.

2.3 Starting Windows

a. Turn on your computer
b. A short while an open picture of version appears before taking you to the desktop. This
process is called booting.

2.3.1 Desktop
The desktop is critical to control Windows. When you first start Windows, there are a variety of
important tools and areas to help make the processing of controlling and using the computer
easier. It is the location where users‟ works and activities occur within Windows. i.e. controlling
and execution of different processes under Windows such as starting a program, running
applications, organizing folders and files and many other computer management activities.

One of the most important components on the desktop is the Taskbar. The Taskbar contains the
Start button, which is used to access programs and controls the way Windows operates and the
notification area which comprises the clock, volume, network, power and all the inactive icons
that are hidden (fig2:1). The taskbar is normally located at the most bottom of the screen and can
also be relocated as you wish.

The start menu has several options for

 Launching programs
 Launching programs within a specific document
 Getting help

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

 Locating folders, files and computers

 Shutting down your computer

The taskbar again is the only basic tool for selecting which programs to run and the manner in
which they operates. In addition it has the capability to display and monitor the logo or button of
an active or running application, which has been minimized since only one window can be active
on the screen at a time. This enables you to easily switch between several active programs.

Please be aware that taskbar, desktop, notification area and the start button can be customized to
users’ specification.

Customize your desktop, taskbar, start menu, and folders

NB: Please note that most of the screen shots are from Microsoft Windows 7

The desktop can be used to customize the background, colour and appearance, screen saver,
mouse pointers, display settings etc by right clicking an empty space on the desktop and selecting
properties (for older ms-windows) or personalize (for windows Vista and 7) or by using the
control panel which is a very powerful instrument in Microsoft Windows.

The control panel houses all the managing tools of Windows (hardware management, installed
programs, user accounts, security centre, windows firewall & updates etc). You can also add Web
pages containing “active content,” to your desktop, or use a web page as your desktop wallpaper.
Page 2–38

Fig 2:1 Desktop Properties to be Customized (Windows 7)

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

Note:
 Windows does not minimize open dialog boxes
 To open a minimized window, click its button on the taskbar or right click its window on
the taskbar and select maximize
 To restore your windows to their original state, right-click the window on the taskbar and
select maximize

Dialog Box

Fig 2:2 Notification Area of the Taskbar (Windows Vista)

2.4 Launching Programs

All application programs run in a window. The window is an envelope area on the screen and
every window once restored can be moved from one location to another. E.g. if you select the
application MS Excel through the start menu, MS-Excel will open in its window.

By Mouse
a. Click on the start menu
b. Click on programs
c. Make option by clicking on it

By Keyboard
a. Press the windows key to activate the start menu
b. Use the appropriate cursor control key to select program, then press Enter
c. Make option with appropriate cursor control key, then Enter

2.5 Icon
It is a diagrammatical representation set of programs in Windows, or can be defined as a small
picture that represents various types of system (device), application (program), folders
(directories) and documents (files). An icon represents a running application or facility whose
window has been minimized or closed. In order to start an application or facility in windows, the
user ought to open the icon into window format.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

2.5.1 Opening Icons

There are two options when using a mouse to open an icon:

Option one
a. Position the mouse pointer on the icon to be opened
b. Click with the right mouse button
c. Select open or explore (where applicable)

Fig 2:3 Opening an Icon with Right mouse (Win 7)

Option two
a. Position the mouse pointer on the icon to be opened
b. Double-click with the left mouse button

2.5.2 Arranging Icons

a. From the desktop, right-click an empty area
b. Make selection from arrange icons (earlier versions of windows) or sorted by (windows
Vista) as in the figure below
Page 2–40

Fig 2:4 Rearranging Desktop Icons (Win 7) Fig 2:5 Rearranging Desktop Icons (Win xp)

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

2.5.3 Moving Icons

a. Position the mouse pointer on the icon
b. Hold down the left mouse button and drag to a desirable location and then release your
hand

2.5.4 Creating Personal folder/window

a. From the desktop, right-click an empty space
b. Select new from the content menu, then click folder
c. Type a name and enter

2.5.5 Copying Icons into a Personal folder/window

a. Select the icon
b. Hold down Ctrl key and drag with the left mouse into your folder
c. Then release your hand from the mouse and the ctrl key

2.6 Windows Part

Window‟s parts are said to be tools for working or processing data in that particular windows
application. The advantage of Windows is that, most of its facilities or applications use the same
set of tools and components to control the window and the program running in that window.
These are the window borders, control menu buttons, window title, title bar, scroll bar etc.
Maximize
A Window Minimize Close
Title Bar

Window
corner

Fig 2.6: Running window (Win Vista)

Vertical Scroll Arrow Vertical scroll bar Horizontal scroll bar Horizontal Scroll Arrow

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

How to move a window

A window can only be moved when it has been restored
a. Position the mouse pointer on the title bar
b. Click with the left mouse and drag to a desirable location, then release your hand

The Vertical and Horizontal scroll bars

These bars are used to display the unseen areas on the screen vertically or horizontally. You can
scroll upward or downward by using the vertical scroll bars or arrows. You can also scroll
leftward or rightward to display the unseen areas by using the horizontal scroll bars or arrows.

Window corners
The four corners of a window are mainly used for resizing a window in both horizontally and
vertically at the same time.

The title bar

The title bar displays the current window application, folder, or facility within which the user is
working

The control menu button

It is the logo or symbol of the window, which has been opened or working with, located at the top
left corner of the window. It is used for resizing, maximizing, minimizing, restoring, closing and
switching to other sections of the windows application.

2.7 Window Types

 Application Window: contains a running application and a good example is the MS Word
window
 Document Window: This is said to contain data to be processed in any MS Window
facilities. An example is document being processed in MS word
 Folder Window: This window is mainly used to store programs; documents (file) as well
as sub folders

2.8 My Computer
It has the capability of displaying all the drives at a time. It allows you to start a program, move
files, control disk drives and install printer, formatting disk and other functions.

2.8.1 Control Panel

The control panel contains several program icons. Most of these icons represent programs that
Page 2–42

allow you to customize Windows. Selecting display icon from the control panel window provides

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

properties dialog box from which you can select the background, screen saver, appearance,
settings for your monitor and other tabs.

Background
Clicking on the background tab will enable you to change the background colour of your screen;
you can select a variety of patterns offered under pattern by scrolling up or down until a desired
pattern appears. Each time an option is made, a sample of the selected one will display to help
you to choose a suited one.

Screen Saver
Sometimes Windows require additional information from you in order to complete a task. You
provide this information in a dialog box through control panel. Depending on the task you are
performing, you might use to select some options, type some text as specified settings. These
screen savers are memory resident programs for the keyboard and the mouse. If both go unused
for a certain period of time, then the screen saver puts a shifting pattern on the screen. To restore
the original screen, simply hit any key or move the mouse. This screen saver is actually a
program that automatically darkens the computer screen following a period of inactivity so as to
save the picture tube from phosphor burn caused by having the same image on the screen for a
long period of time.

Phosphor Burn-In and Screen Savers

When the phosphor dots on a CRT are struck by electron beams, they glow. When a particular
image is displayed on a screen for a long time, the same dots are struck by the electron beam
repeatedly millions of times. If the same exact image is left on some screens for a very long time,
it is possible for the surface of the CRT to become damaged.

When this happens, "ghosting" can be seen on the surface of the screen, and you can actually see
the outline of the image that was displayed so many times, even when the power to the CRT is
off. When this happens the phosphor is sometimes said to be "burnt-in".

3D Text and Marquee

The only option for typing your own text (message) to use as a screen saver

2.9 Windows Explorer

The windows explorer provides a graphical representation of files and folders to help organise
them in simple file maintenance such as deleting, renaming, creating etc.

You start the explore by simply using its name through

Start programs accessories Windows Explorer

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Alternatively, right-click on the Start Button and select Explorer. In this area, a plus sign behind a
folder means there is a sub-folder(s).

You can explore My Computer now for this effect

You can also change the drive letter and format disk as well as the content or properties from a
windows explorer

Creating a Main Folder

A folder is an empty space or cabinet where files, programs etc are being stored as well as sub-
folders. These main folders exist exactly on a particular drive.

a. Ensure that you are at a main drive where the main folder is to be created
b. Right-click and select New Folder
c. Type a name for the main folder and enter

A sub-folder is the one, which exist in a main folder, and it is also an empty space for storing files
cum sub-folders.

Once the folder is created, it can be:

 Copied
 Renamed
 Moved
 Deleted

Copying File(s) or Folder(s)

a. Right-click on the file or folder to be copied
b. Select copy
c. Right-click on the destination
d. Select paste
OR
Hold the Ctrl key, then use the left mouse button and drag the item to a destination before
releasing your hand.

How to Rename a File or Folder

a. Right-click on the file or folder to be renamed
b. Select Rename
c. Type the new name
d. Enter when done

Moving File(s) or Folder(s)

Page 2–44

a. Select the item with the left mouse button

b. Drag it with the left mouse button to the destination, then release your hand
Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa
 Introduction to Computing (All First Years)

Deleting File(s) or Folder(s)

a. Select the item with the left mouse button
b. Press the Delete
c. Choose Yes to confirm deletion

Highlight Text

By Mouse
a. Position the mouse pointer closer to the text
b. Hold down the left mouse button and drag it over the text, and then release your hand

By Keyboard
a. Position the cursor closer to the text
b. Hold down the Shift key and use the appropriate cursor control key (arrow key) to move
over the text, and then release your hand

2.10 Recycle Bin

Deleting a file on a disk does not mean that it has permanently gone or deleted. The recycle bin is
the temporary holding location for deleted files and folders. Unintentionally deleted files and
folders can be restored from the recycle bin.

The drawback here is that, deleted files and folders from thumb drives, floppy disks do not appear
in the recycle bin. Therefore one must be extra careful when deleting files and folders from these
removable drives. Deleting files and folders form the recycle bin delete them permanently.

2.11 Using Windows Accessories

2.11.1 Notepad
This facility is used for making notes, writing and editing programming codes and also for
designing and editing web sites source codes.

To start Notepad, take the following steps:

Start programs accessories Notepad

2.11.1.1 File Menu

Creating a New File
a. Click on file menu
b. Select new

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Saving a New or Untitled file in a Folder

a. Open the file menu
b. Click on Save As
c. Select the destination folder
d. Type the file name within the File Name Box
e. Enter when done to save the file

How to Save a continue working File (old file)

a. Open the file menu
b. Click on Save

True Type Fonts

One of the most dramatic features in Windows is the addition of the true type fonts. The true type
font provides you with a full set of fonts with enough variety to meet virtually all your printing
needs.

Fig 2:7 File Menu in Notepad

2.11.2 WordPad Facility

The WordPad facility has the capability for formatting text as well as arranging text in a standard
form. It also has the capability for inserting pictures or objects from other Windows accessories.

The WordPad uses icons for issuing many common commands. E.g. most windows application
programs use icons to control boldface, underline italic etc.
To start WordPad, take the following steps:

Start programs accessories WordPad

Page 2–46

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

2.11.2.1 Edit Menu

Undo Command
The Undo command is used to reverse or cancel an immediate effect. In other words, it is used to
go backwards if you want to reach out to something you did earlier. It can be applied
continuously according to the number of less recent activities performed.

Copy or Cut
This process can only function when a text or an item has been selected or highlighted.

a. Highlight or select the text or item in question

b. Select copy or cut from the Edit menu

Paste Command
Can only function when the cut or copy command has been used

a. Click at a new location

b. Select paste from the Edit menu

How to Select All Items

a. Open the Edit menu
b. Click on Select All

Text Formatting
These are features added to a text in order to change its appearance. E.g. Font, Colour, Bold,
Superscript, etc

Formatting of Text can be applied in two ways:

 Entering before formatting
This can be accomplished after the text has been entered and highlighted

 Formatting before entering

With this, the formatting is done before the text is entered e.g. choosing a font size, colour first

How to Format Text after typing

a. Highlight the text to be formatted
b. Select Font from format menu
c. Make options
d. Click on OK when done

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Fig 2:8 Making a Font Selection Fig 2:9 Selecting Font Type Style and Size

Copying a Text or an Object Form one Window to Another

a. From the source, select or highlight the text or item
b. Select the Copy command from Edit menu
c. Open the destination window or program
d. Select Paste from the Edit menu

2.12 Paint
The paint window encompasses a workspace, where you paint pictures. To the left side is the
toolbox and selector. To the top of the workspace is the palette (Colour) etc.

To open the Paint workspace, you take the following steps:

Start programs accessories Paint

Page 2–48

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 Introduction to Computing (All First Years)

Selector Palette (colour)

Toolbox

Workspace

Fig 2:10 Paint Workspace (Win 7)

Palette (colour)

Toolbox &
Selector

Workspace

Fig 2:11 Paint Workspace (Win Vista)

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

CHAPTER THREE

3 WORD PROCESSING WITH MICROSOFT WORD

3.1 Chapter Objectives and Expected Results

The objectives of this chapter are to:

 Introduce MS Word as a word processing software using Microsoft Office Word 2007
 Set the page; work on files and text; format paragraph, list and styles
 Create tables and format it beautifully
 Generate table of contents from a formatted document.

At the end of the chapter, students are expected to:

 Understand word processing and word-processing terminologies

 Use MS Word to create, edit, format and print documents
 Manoeuvre around MS Word 2007 confidently

3.2 Getting Started

3.2.1 MS Word Default Page

Office
Standard Toolbar Menu Bar Maximize
Button
Close

Minimize
Format
Painter

Formatting Toolbar

Status Bar
View Choices
Previous/
Next Page
Page 3–50

Button
Fig 3:1 MS Word Workspace

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 Introduction to Computing (All First Years)

3.2.2 Menus
When you begin to explore Word 2007, you will notice a significant change in the menu structure
if you are familiar with previous versions of Word. The standard menus in Word 2007 are the
following; Home, Insert, Page Layout, Reference, Mailings, Review and View. Each of these
menus are used for specific purposes. For example the insert menu let you create tables, number
your pages, draw and label shapes, insert objects etc

3.2.3 Shortcut Menus

These features allow you to access various Word commands faster than using the options on the
menu bar. View shortcut menus by right-clicking with the mouse. The options on this menu will
vary depending on the element that was right-clicked. For example, the shortcut menu below is
produced by right-clicking on a textbox.

Fig 3:2 Shortcut Menu on Textbox

The shortcut menus are helpful because they only display the options that can be applied to the
item that was right-clicked and, therefore, prevent searching through the many menu options.

3.2.4 Toolbar
Many toolbars displaying shortcut buttons are also available to make editing and formatting
quicker and easier.

3.2.5 Views of MS Word Page

In word, document can be viewed in variety of ways:
 Print Layout: This view displays the document on the screen the way it will look when
printed. You can see elements such as margins, page breaks, headers and footers, and
watermarks.
 Full Screen: This view displays much of the content of the document as will fit on the
screen at a size that is comfortable for reading. In this view, the Ribbon is replaced by a
single toolbar at the top of the screen with buttons that you can use to save and print the

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

document, access references and other tools, and highlight text. You can also move from
page to page and adjust the view.
 Web layout: This view displays a document on the screen the way it will look when
viewed in a web browser. You can see backgrounds, AutoShapes and other effects. You
can also see how text wraps to fit the window and how graphics are positioned.
 Outline: This view displays the structure of a document as nested levels of headers and
body text, and provides tools for viewing and changing its hierarchy.
 Draft: This view displays the content of a document with a simplified layout so that you
can type and edit quickly. You cannot see layout element such as headers and footers.

You can switch among views by using buttons in the document view group on the view tab or by
using the buttons on the view toolbar in the lower-right corner of the window.

You can use the button on the view bar to do the following:
 Display rulers and grid lines to help you position and align elements
 Arrange and work with windows
 Change the magnification of the document
 Display a separate pane containing thumbnail’s of the document‟s pages
 Display a separate pane containing the document map; a list of the headings that make up
the structure of the document-while viewing and editing its text

Fig 3:3 View Toolbar

3.3 Working with Text

3.3.1 Creating and Opening Documents

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

To create a new document, do any of the following:

 Click the New Document button on the quick access toolbar.

 Press CTRL+N (hold down the CTRL key while pressing "N") on the keyboard.
Page 3–52

 Click on the Office Button and select New

 Click on the Office Button, enter N and select Blank Document

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 Introduction to Computing (All First Years)

NB: Here it is assumed that you have already launched MS Word

Do one of the following to open an existing document:

 Click the Open Envelope on the quick access toolbar.

 Press CTRL+O on the keyboard.
 Click on the Office Button and select Open

Each method will show the Open dialog box as shown below. Locate the file and click the Open
button.

Open
Button
Fig 3:4 Open Dialog Box

3.3.2 Saving a New Document

 Click on the Office Button and select Save As
 Enter the File Name
 Select your desired Location
 Click Save when done

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Save
Button
Fig 3:5 Save As Dialog Box

Use CTRL+S on the keyboard to save changes to an already saved document.

NB: MS Word 2007 offers variety of saving options (fig3:6 below), but always be sure to choose
Word 97-2003 Document so you can open your document with earlier versions of MS Word. If
you do not choose that, your document would be save as word 2007 and therefore only Word
2007 can open it.
Page 3–54

Fig 3:6 Word 2007 Save As Options

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 Introduction to Computing (All First Years)

3.3.3 Working on Multiple Document

Several documents can be opened simultaneously if you are typing or editing multiple documents
at once. All open documents are listed under the View menu as shown below.

To switch between windows, click on View Menu, switch windows and select your choice. The
current document has a checkmark beside the file name. Select a different filename to view
another open document or click the button on the Windows‟ taskbar at the bottom of the screen.

Fig 3:7 Switching between windows

3.3.4 Renaming Documents

To rename a Word document use Ctrl +O and find the file you want to rename. Right-click on
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. (Fig 3:8 below)

Fig 3:8 Renaming a Saved Document

3.3.5 Closing a Document

To close a document, do the following;

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

 Click on the Office Button

 Select Close at the button
 Click the Close icon (x) on the top right corner.

3.4 Working with Text

3.4.1 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
Beginning of the Document Ctrl+Home
End of the Document Ctrl+End

3.4.2 Selecting Text

To change attributes of text, you must first highlight the text. To achieve this, position the mouse
at the beginning or end of the text and click the left mouse and drag it over the desired text while
keeping the left mouse button pressed. Release your hand when you have run through the text.
Alternatively, you can 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 lines Drag the mouse over the words, or hold
down shift while using the cursor control
keys
Entire Document Press Ctrl + A

To deselect the text, click anywhere outside of the selection or press a cursor control key on the
keyboard.

3.4.3 Deleting Text

Page 3–56

Use the Backspace and Delete keys on the keyboard to delete text. Backspace will delete 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.
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 Introduction to Computing (All First Years)

3.4.4 Formatting Text

The formatting toolbar always comes as a default to MS Word and it is the easiest way to change
many attributes of text.

Increase/De-
Underline Font Size Font Color Numbering/Bullet Lists crease Indent

Font Menu Line Spacing

Bold Outside Border
Italics Shading
Fig 3:9 Formatting Toolbar
Highlight Color Left Centre Right/Justification
Change Case Justify Across Page

a. Font Menu (Ctrl+Shift+F): Click the arrowhead to the right of the font name box to view
the list of fonts available. Scroll down to the font you want and select it by clicking on the
name once with the mouse. Font face can be applied in two ways; selecting before typing
your text or type your text, highlight it and then select your desired font face. Times New
Roman is normally used to type documents.
b. Font Size: Click on the white part of the font size box to enter a value for the font size or
click the arrowhead to the right of the box to view a list of font sizes available. Select a
size by clicking on it once. A font size of 10 or 12 is best for paragraphs of text.
c. Change Case: This function is used to convert any word previously typed in a different
case. i.e. “UPPERCASE”, “lowercase” or other common capitalizations such “toggle
case”. To apply a case change, select a case from the following options:

 Sentence case - capitalises the first letter of every sentence

 Lowercase - every word in lower case
 Uppercase - every word in upper case
 Toggle case - capitalises every letter except the first letter of every
Word
d. Font Style: This comprises “Bold”, Italics” and “Underline”. Use these buttons to bold,
italicize, and underline text.
e. Alignment: These tools are used to align text to the left, center, or right side of the page or
justify across the page
f. Increase/Decrease Indent: Change the indentation level of a paragraph in relation to the
side of the page.
g. Outside Border: Adds a border around a selected text or the whole document.
h. Highlight Color: Use this option to change the color behind a text selection. The color
shown on the button is the last color used. To select a different color, click the arrowhead
next to the image on the button.
i. Text Color: This option changes the color of the text. The color shown on the button is the
last color chosen. Click the arrowhead next to the button image to select another color.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

j. The Font dialog box allows you to choose from a larger selection of formatting options.
See figure below

Fig 3:10 Font Dialog Box

3.4.5 Format Painter

This is a handy feature for formatting text and it is located on the upper left corner of the Home
menu. For instance if you have formatted a paragraph heading with a certain font face, size, and
style and you want to format another heading with the same formatting features, you do not need
to manually add each attribute to the new headline.

Instead, use is made of the Format Painter by taking the following steps:

 Place the cursor within the text that contains the formatting you want to copy.
 Click the Format Painter button on the upper left corner of the Home Menu.
Notice that your pointer now has a paintbrush beside it.
 Highlight the text you want to add the same format to with the mouse and release the
mouse button.

NB: To add the same formatting to multiple selections of text, double-click the Format Painter
button instead of single clicking it. The format painter will then stay active until the ESC key is
pressed to turn it off.
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 Introduction to Computing (All First Years)

3.4.6 Undo Command

This is used to revert go back to a previous action. Feel free to experiment with various text
styles. You can always undo your last action by clicking the Undo button on the standard toolbar.
Click the Redo button on the standard toolbar to erase the undo action.

3.5 Formatting Paragraphs

3.5.1 Paragraph Attributes

As you know, paragraphs are created by typing text and then pressing the enter key. The
paragraph can be a single word, a single sentence or multiple sentences. You can change the look
of a paragraph by changing its alignment, its line spacing and the space before and after it. You
can also put borders around it and shade its background. Collectively, the settings you use to vary
the look of a paragraph are called paragraph formatting.

In word, you do not define the width of paragraphs and length of pages by defining the area
occupied by the text; instead, you define the size of the white space, the left, right, top and bottom
margins around the text. You use the margin button in the page setup group on the Page Layout
tab to define these margins, either for the whole document or for the sections of the document.

Word 2007 includes a number of new features, as well as enhancement to existing features, that
make the process of formatting content effortless. You do not have to apply attributes one at a
time. You can easily change several attributes at once with a couple of mouse clicks by using
Quick Styles. This powerful tool is available in the styles group on the Home tab.
Quick Styles are galleries consisting of the following:

 Paragraph Styles: you can use this style to apply a consistent look to different types
of paragraphs, such as headings, body text, captions, quotations and list paragraphs.
 Character styles: you can use these styles to change the appearance of selected words.

All of the quick styles in a particular gallery coordinate with each other, lending a clean,
consistent, professional look to your document. You can switch from one set of styles to another
by selecting from quick styles galleries with names like Traditional, Distinctive, Modern and
Elegant.

To help you choose the style you want, you can point to the name of the set to see a live preview
of how your document will look with a particular set of Quick styles applied to it. After you have
applied one set of quick styles, you can easily change the look of the entire document by selecting
a different set of Quick Styles from the change styles list. Format a paragraph by placing the
cursor within the paragraph and clicking the small arrow on the bottom right corner of the
paragraph menu on the Home tab.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Horizontal text
Alignment for
the paragraph

Distance the
Select special
text is indented
indents for first
form the left
lines and
and right edges
hanging indent
of the page

Distance the Set the line spacing

indented text is for the text
from the text
above and below
the paragraph

Click to set tab

stops for the
paragraph
Fig 3:11 Paragraph Format Dialog Box

You can use Indent Markers to indent text from left or right margin as follows using the
horizontal ruler:

 First Line Indent: begins the paragraph‟s first line of text at this marker.
 Hanging Indent: begins a paragraph‟s second and subsequent lines of
text at this marker.
 Left Indent: indents the text to this marker.
 Right Indent: wraps the text when it reaches it marker.
 Align Left: aligns each line of the paragraph at the left margin with a ragged right edge.
 Align Right: aligns each line of the paragraph at the right margins with a ragged left edge.
 Center: aligns the center of each line of the paragraph between the left and right margins
with ragged left and right margins.
 Justify aligns each line between the margins, creating even left and right edges.

3.5.2 Moving Text

To move or cut a text, highlight the text and then do one of the following:
Page 3–60

 Select cut from the upper left corner on the Home Menu
 Using the mouse, right click on the highlighted text and select cut

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 Introduction to Computing (All First Years)

 Press Ctrl + X at the same time

This will move the text to a clipboard. To move a small amount of text a short distance, the drag-
and-drop method may be quicker. Highlight the text you want to move, click the selection with
the mouse, drag the selection to the new location, and release the mouse button.

3.5.3 Copying Text

To copy a text, highlight the text that you want to copy and then do any of the following:

 Select copy from the upper left corner on the Home Menu
 Using the mouse, right click on the highlighted text and select copy
 Press Ctrl + C at the same time

This will copy the text to the clipboard.

3.5.4 Pasting Text

To paste cut or copied text, do one of the following;

 Move the cursor to the location you want to move the text to and click the Paste button on
the left of the Home Menu.
 Press CTRL+V
 Using your right mouse, click once where you want the text to be and select paste form
the short-cut menu

3.5.5 Clipboard
The last 24 elements that were cut or copied are placed onto Word's clipboard. You can view the
elements on the clipboard by clicking Clipboard on the top left corner of the Home Menu.

Fig 3:12 Showing Clipboard

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 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

To add an element to your document from the clipboard, do one of the following:

 Click the arrow on the right of the element and select paste.
 Click on the element once.
 Click Paste All to add all of the items to the document at once.

Click the Clear All button to clear the contents of the clipboard. Click on the X to close the
clipboard.

3.5.6 Columns
To quickly place text in a column format, click the Columns button located under Page Layout
Menu click or the arrow beneath it. You can then select the number of columns you desire. For
more column options, click on the arrow beneath the Columns on the Page layout and select more
Columns. The Columns dialog box allows you to choose the properties of the columns. Select the
number and width of the columns from the dialog box.

Remove Columns

Select a present
column arrangement
Check to place a vertical
line between columns
Enter the width
Enter the amount of
of each column
space between columns
Enter the number
of columns

Check if all columns

are of equal width

Fig 3:13 Column Dialog Box

3.5.7 Drop Caps

A drop cap creates a large capital letter that begins a paragraph and drops through several lines of
text as shown below.
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 Introduction to Computing (All First Years)

I ntroduction to Computing

Fig 3:14 Drop Cap Dialog Box

Do the following to add a drop cap to a paragraph:

a. Place the cursor within the paragraph whose first letter would be dropped.
b. Click on Drop Cap on the upper right of the Insert Menu.
c. Click on Drop Cap options to select your wish.
d. Click OK when done with your selection.

The Drop Cap dialog box allows you to select the position of the drop cap, the font, the number
of lines to drop, and the distance from the body text. To modify a drop cap, select it from the
Insert Menu again to change the attributes, or click on the letter and use the handles to move and
resize the letter.

3.6 Styles
Using styles in Word allows you to quickly format a document with a consistent and professional
look. Paragraph and character styles can be saved for use in many documents.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Fig 3:15 Style Gallery

3.6.1 Applying Styles

To apply a particular style, follow the steps below:

a. Place the cursor in the paragraph where the style will be applied
b. Click the Style drop-down arrow on the Home Menu and select a style by clicking on it.
c. To apply the same style to multiple paragraphs, double click the Format Painter button on
the quick access toolbar if applicable or on the upper left corner of the Home Menu and
click in all the paragraphs that the style should be applied. Press the ESC key to disable
the Format Painter.

3.6.2 Creating a New Style from a Model

To create a style from text that is already formatted in a document, follow these steps:

a. Place the cursor in the paragraph you would like to set as a new style.
b. Click the Style box on the Home Menu and select Save Selection as a New Quick Style
c. Delete the text in the field and type the name of the new style.
d. Press the ENTER key to save the new style.

3.6.3 Creating a Simple Style from the Style Dialog Box

a. On the style window from the Home Menu, click on the pull down arrow beneath change
style and select New Style. A dialog box to access the New Style opens.
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 Introduction to Computing (All First Years)

Fig 3:16 Creating New Style

b. Type the name for the new style in the Name field.
c. Select "Paragraph" or "Character" from the Style type drop-down menu.
d. Click the Format button at the bottom of the window and choose the paragraph element
that will be formatted for the style. Continue to make changes from the options from the
Format button menu.
e. Click OK to set the style and close the New Style dialog box.

3.6.4 Modifying and Renaming Styles

You can change an existing style using the Style dialog box.
a. Click on Home Menu to access the Styles Gallery
b. Highlight the style from the Styles list that you want to modify
c. Right Click and choose Modify

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Fig 3:17 Modifying Style Dialog Box

a. Use the same methods to modify the style from the Modify Style dialog box that were used
for the New Style box.
b. To only rename the style, type a new name in the Name field or right click the Style and
Select Rename.
c. Click OK when you are done with the modifications.

Fig 3:18 Renaming Styles Dialog Box

3.6.5 Deleting Styles

Both preset styles created by Word and the once created by users may be removed from the
Quick Style Gallery. To do that, follow the steps below:
Page 3–66

a. Click on Home menu to gain access to the Styles Gallery

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 Introduction to Computing (All First Years)

b. Highlight the style from the Styles list that you want to remove.

Fig 3:19 Showing Modify, Remove and Remove

3.7 Creating and Modifying Lists

When you want to present a list of items in a document, you will usually want to place each item
on its own rather than burying the item in a paragraph. When the order of items is not important;
e.g. a list of items needed to carry out a task, use a bulleted list. When the order is important; i.e.
the steps in a procedure, use a numbered list.

With word, you can start a bulleted or numbered list as follows:

 To create a bulleted list, type * (an asterisk) at the beginning of the paragraph and press
the space bar or the tab key.
 To create a numbered list, type 1. (The numeral 1 followed by a period) at the beginning
of the paragraph and then press the space bar or the tab key.

In either case, you then type the first item in the list and press Enter. Word starts a new paragraph
with a bullet or 2 followed by a period and format the first and second paragraphs as a numbered
list. Typing items and pressing enter add subsequent bulleted and numbered items. To end the
list, press Enter twice or press Enter and the Backspace. After you create a list, you can modify,
format, and customize the list.

Numbered List Button

Bullet List Button
Multilevel List Button
Fig 3:10 List Box

3.7.1 Bulleted and Numbered List

 Click the Bulleted List button or Numbered List button on the paragraph group on the
Home Menu.

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 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

 Type the first entry and press Enter. This will create a new bullet or number on the next
line. If you want to start a new line without adding another bullet or number, hold down
the Shift key while pressing Enter.
 Continue to type your entries and press Enter twice when you have finished typing to end
the list.

Use the Increase and Decrease Indent buttons of the paragraph group on the Home Menu to
create lists of multiple levels.

NB: You can also type the text first, highlight the section, and press the Bulleted List or
Numbered List buttons to add the bullets or numbers.

Fig 3:21 Bullet List Fig 3:22 Numbered List

3.7.2 Nested List

To create a nested list, such as a numbered list inside of a bulleted list, follow these steps:

 Type the list and increase the indentation of the items that will make up the nested list by
clicking the Increase Indent button for each item.
 List
a. Bullet List
b. Numbered List

Page 3–68

Highlight the items and click the Numbered List button of the paragraph group on the
Home Menu

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 Introduction to Computing (All First Years)

3.7.3 Formatting List

 The bullet image and numbering format can be changed by using the Bullets and
Numbering buttons on the paragraph group on the Home Menu.
 Highlight the entire list to change all the bullets or numbers, or Place the cursor on one
line within the list to change a single bullet.
 Access Bullets and Numbering by right-clicking within the list and selecting Bullets and
Numbering from the shortcut menu.
 Select the list style from one of the eight choices given. Click the Numbered tab to choose
a numbered list style.

NB: You can define a New Bullet and Number format

Fig 3:23 Defining New Bullet Dialog Box Fig 3:24 Defining New Numbered Dialog Box

3.8 Presenting Information in Columns and Tables

When creating a word document, you might find it very useful to organise certain information in
columns and tables. It is often more efficient to present numeric data in a tabular form rather than
explain in a paragraph of text. Tables make the data easier to read and understand.

A word table is useful not only for presenting data but also for providing the structure for
complex document layouts. For example, you can set up a table with two columns and two rows
to present a set of four paragraphs, four bulleted list or four tables in a format in which they can
be easily compared.

Tables are used to display data and there are several ways to build these tables in MS Word.
Begin by placing the cursor where you want the table to appear in the document and choose one
of the following methods.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

3.8.1 Table Parts

A table has three parts; namely cells, columns and rows

This is a cell This is a row This is a column

Cells are the boxes at the intersection of a row and a column. At any time, you can change the
table‟s size; insert and delete columns, rows and cells; and format entries or the entire table.

3.8.2 Creating a Table

There are two ways to add a table to the document using the Insert feature:

a. Click the on the Insert Menu

b. Click on table on the upper left corner or the arrow beneath it
c. Drag the mouse along the grid, highlighting the number of rows and columns for the
table.

Fig 3:25 Inserting Table

Alternatively, users can take the following process to create tables if they need more number of
rows and columns than the pre-defined ones:

a. Click Insert on the standard menu

b. Click on table on the upper left corner or the arrow beneath it
c. Click Insert Table
d. Enter the number of columns and row you want
Page 3–70

e. Click OK when finished

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 Introduction to Computing (All First Years)

Fig 3:26 Inserting Table

3.8.3 Importing Excel Spreadsheet

You can also import Excel spreadsheet into word document. To do that, follow the steps below:

a. Click Insert on the standard menu

b. Click on table on the upper left corner or the arrow beneath it
c. Click Excel Spreadsheet

Fig 3:27 Inserting Excel Workspace Fig 2:28 Inserting Excel Spreadsheet

3.8.4 Inserting Rows and Columns

Once the table is drawn, additional rows and columns can be inserted. Click anywhere in the row
or column adjacent to where you want the insertion. Click on Insert Above, Insert Below, Insert
Left or Insert Right button on the layout tab, selecting more than one row or column before you
click an insert button inserts that number of rows or columns in the table.
By Mensah Louis, PROF GATE@UMaT
 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Fig 3:29 Rows and Column Group

Alternatively, place the cursor inside a cell or select an entire row and right-click with the mouse,
point to the Insert and then make your selection. You can insert cells by clicking the Rows and
Columns dialog box launcher and specifying in the insert cells dialog box how adjacent cells
should be moved to accommodate the new cells.

Fig 3:30 Insert Cells Dialog Box

3.8.5 Moving and Resizing Tables

A four-sided moving arrow (moving handle) will appear on the upper left corner of the table if
the mouse is placed over the table. Click and drag the four-ended arrow to move the table and
release the mouse button when the table is positioned where you want it. Click and drag the size
handle to resize the table. Change the column widths and row heights by clicking the cell dividers
and dragging them with the mouse.

Moving Handle Size Handle

The Borders and Shading dialog box allows users to add border styles, shading, text effects,
alignment and more options to your table. Access the dialog box by going through Table Tools,
Design and click on the arrow adjacent to Draw Borders
Page 3–72

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 Introduction to Computing (All First Years)

Fig 3:31 Boarders and Shading Dialog Box

3.8.6 Formatting Tables

You will need to highlight the cell of the table you want to format. Click and drag the mouse over
the cells, or use one of the following short-cuts.

Selection Mouse Method

One Cell Click the bottom, left corner of the cell when a black arrow appears
One Roe Double click outside the table to the left of the row
One Column Click outside the table above the column when a black arrow appears
Several Rows Click outside the table to the left of the row and drag the mouse down
Several Columns Hold down Ctrl key and click outside the table above the column
Entire Table Triple-click the left of the table

3.8.7 Table Properties

Use the Table Properties dialog box to modify the alignment of the table with the body text and
the text within the table. Access the dialog box Tools, Layout, Table and choose Properties.

NB: You access Table Tool by clicking on the table

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Fig 3:32 Table Properties window

Fig 3:33 Table Tools Menu Bar

 Size: Check the Preferred width box and enter a value if the table should be an exact
width.
 Alignment: Highlight the illustration that represents the alignment of the table in relation
to the text of the document.
 Text wrapping: Highlight "None" if the table should appear on a separate line from the
text or choose "Around" if the text should wrap around the table.
 Borders and Shading: Select from a number of border styles, colors, and widths. Click the
Shading tab to change the background color and pattern. (see fig 3:31)
 Options: Click the Options button on the Table Properties window to change the spacing
between the document text and the table borders under Default cell margins. Check the
Allow spacing between cells box and enter a value to add space between the table cells.
Page 3–74

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 Introduction to Computing (All First Years)

Fig 3:34 Table Option Dialog Box

3.9 Using Graphics

3.9.1 Adding Clip Arts

The follow these steps can help you to add a clip art image from the Microsoft library to a
document:

a. Click on Insert on the standard menu

b. Select Clip Art from the menu bar
c. To find an image, enter a keyword (e.g. Academic) in the “Search for” and make your
selection in the “Search in” box and also the “Result should be” box
d. Click on “Go” to begin your search.
e. To insert an image, click on the arrow beside it and select Insert or click once on it

Fig 3:35 Clip Art Search Dialog Box

Continue selecting images to add to the document and click the Close button on the top, right
corner of the Insert ClipArt window to stop adding clip art to the document

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

3.9.2 Adding Images from File

Follow these steps to add a photo or graphic from an existing file:

a. Click on Insert on the standard menu

b. Select Picture from the menu bar
c. Select your desirable image
d. Click Insert

Fig 3:36 My Picture Window (Win 7)

3.9.3 Making Editing to Graphics

You must first activate the image you wish to edit by clicking on it once with the left mouse.
Eight handles will appear around the graphic. Click and drag these handles to resize the image.
The handles on the corners will resize proportionally while the handles on the straight lines will
stretch the image. More picture effects can be changed using the Picture toolbar.
Page 3–76

Fig 3:37 Picture Toolbar

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 Introduction to Computing (All First Years)

 Contrast modifies the contrast between the colors of the image.

 Brightness will darken or brighten the image.
 Click Crop and drag the handles on the activated image to delete outer portions of the
image.
 Line Style will add a variety of borders to the graphic.
 Text Wrapping will modify the way the document text wraps around the graphic.
 Reset Picture will delete all the modifications made to the image.

3.9.4 Auto Shapes

The Shapes toolbar will allow you to draw many different geometrical shapes, arrows, flow chart
symbols, stars, and banners on the document. These shapes are found under Insert, Shapes, and
then you can choose the shape you want.

Fig 3:38 Showing Auto Shapes

Lines
After clicking the Lines button on the Shapes toolbar, draw a straight line, arrow, or double-
ended arrow from the first row of options by clicking the respective button. Click in the
document where you would like the line to begin and click again, where it should end.

To draw a curved line or freeform shape, select curved lines from the menu (first and second
buttons of second row), click in the document where the line should appear, and click the mouse
every time a curve should begin. End creating the graphic by double clicking or pressing the ESC
key. To scribble, click the last button in the second row, click the mouse in the document and
hold down the left button while you draw the design. Let go of the mouse button to stop drawing.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Basic Shapes
Click the Basic Shapes button on the Shapes toolbar to select from many two- and three-
dimensional shapes, icons, braces, and brackets. Use the drag-and-drop method to draw the
shape in the document. When the shapes are drawn, it can be resized using the open box handles.

Block Arrows
Select Block Arrows to choose from many types of two- and three-dimensional arrows. Drag-
and-drop the arrow in the document and use the open box and yellow diamond handles to adjust
the arrowheads. Click and drag the green handles around the image to rotate it. Other adjustments
specific to each shape can be modified using the yellow diamond handles.

Flow Chart
Choose from the flow chart menu to add flow chart elements to the document and use the line
menu to draw connections between the elements.

Stars and Banners

Click the button to select stars, bursts, banners, and scrolls.

Call Outs
Select from the speech and thought bubbles and line call outs. Enter the call out text in the text
box that is made.

3.10 Spelling and Grammar

3.10.1 AutoCorrect
Word automatically corrects many commonly misspelled words and punctuation marks with the
AutoCorrect feature. To view the list of words that are automatically corrected, click on Review
and select Spelling& Grammar or on the standard toolbar, or press F7, clicking on word
options and then AutoCorrect Options.
Page 3–78

Fig 3:39 AutoCorrect Window

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 Introduction to Computing (All First Years)

Many options including the accidental capitalization of the first two letters of a word and
capitalization of the first word of the sentence can be automatically corrected from this page. If
there are words you often misspell, enter the wrong and correct spellings in the Replace and With
fields.

3.10.2 Spelling and Grammar Checks

Word will automatically check for spelling and grammar errors as you type unless you turn this
feature off. Spelling errors are noted in the document with a red underline. Grammar errors are
indicated by a green underline. To disable this feature, click the Office Button, Word Option and
select Proofing

Fig 3:40 Spelling Checker Window

The Spelling and Grammar dialog box will notify you of the first mistake in the document and
misspelled words will be highlighted in red. If the word is spelt correctly, click the Ignore button
or click the Ignore All button if the word appears more than once in the document.
If the word is spelt incorrectly, choose one of the suggested words in the Suggestions box and
click the Change button or Change All button to correct all occurrences of the word in the
document.

If the word is spelt correctly and word recognizes it as incorrect and will appear in many
documents you type such as local names, click Add to Dictionary button to add the word to the
dictionary so it will no longer appear as a misspelled word.

As long as the Check Grammar box is checked in the Spelling and Grammar dialog box, Word
will check the grammar of the document in addition to the spelling. If you do not want the
grammar checked, remove the checkmark from this box. Otherwise, follow these steps for
correcting grammar:

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

 If Word finds a grammar mistake, it will be shown in the box as the spelling errors. The
mistake is highlighted in green text.
 Several suggestions may be given in the Suggestions box. Select the correction that best
applies and click Change.
 If no correction is needed (Word is often wrong more than it is right), click the Ignore
button.

Fig 3:41 Grammar Checker Window

3.10.3 Synonyms
Word 2007 has a new feature for finding words of similar meaning. To access this feature simply
right-click on the word and select Synonyms from the shortcut menu. From the list of suggested
words, highlight the word you would like to use or click Thesaurus... for more options.
Page 3–80

Fig 3:42 Using Synonyms in MS Word

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 Introduction to Computing (All First Years)

3.10.4 Thesaurus
To use the thesaurus, click n Review on the Menu bar and select Thesaurus on the upper left
corner or select it from the Synonyms shortcut menu as above.

Fig 3:43 Using Thesaurus

A list of meanings and synonyms are given on the windows. Double-click on the words in the
Meanings box or right-click on the word and select Look Up to view similar words. Right-click
the word you would like to replace and select insert.

3.11 Page Formatting

3.11.1 Page Margins

The page margins of the document can be changed using the rulers on the page and the Page
Setup window. The ruler method is discussed first:

 Move the mouse over the area where the white ruler changes to gray.

Fig 3:44 Horizontal Ruler

Left Margin

 When the cursor becomes a double-ended arrow, click with the mouse and drag the
margin indicator to the desired location.
 Release the mouse when the margin is set.

The margins can also be changed using the Page Layout dialog box:
a. Click Page Layout on the standard menu

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

b. Click Margins on the upper left Corner or the arrow beneath it

c. Make your selection from Normal, Narrow, Moderate, Wide and Mirror or Custom
Margins to enter you own sizes

Fig 3:45 Selecting Margin

3.11.2 Page Size and Orientation

Change the Size and Orientation within the Page Layout dialog box.

Fig 3:46 Choosing Page Size and Page Orientation

Page 3–82

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 Introduction to Computing (All First Years)

 Select the proper paper size from the drop-down menu.

 Change the orientation from Portrait or Landscape by clicking on them.

3.11.3 Headers and Footers

A header is text that is added to the top margin of pages such as a document title or page number
and footer is text added to the bottom margin. Follow these steps to add or edit headers and
footers in the document:

a. Click on Insert on the standard menu and select header or footer in the Header and Footer
group
b. Make your selection from the pull down menu
c. To edit the Header or the Footer, select Edit Header or Footer at the bottom of Header and
Footer pull down menu

Fig 3:47 Header & Footer

3.11.4 Page Numbers

Follow these instructions for another way to add page numbers to a document:

a. Click Insert on the standard menu

b. Click on page number or the arrow beside it
c. Make your selection from the pull down menu

Fig 3:48 Inserting Page Numbers

3.11.5 Print Preview and Printing

Preview your document by clicking the Print Preview button on the standard toolbar or by
Clicking the Office Button, pointing your mouse on the Print and selecting Print Preview as
shown below.
By Mensah Louis, PROF GATE@UMaT
 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Fig 3:49 Using Print Preview

3.12 Table of Contents

Word can automatically create a Table of Contents page if a document is designed using Heading
and Paragraph styles. The steps on this page will help you to create Table of Contents.

3.12.1 Generating Table of Contents

After you have marked all the headings for your TOC, follow these steps to generate the Table of
Contents.

a. Place the cursor where you would like the TOC to appear in the document.
b. Select Reference from the Standard Menu and the click on Table of Contents on the upper
left corner of the Table of Contents group
c. Make your choice by selecting one of the Built-In TOC or click on Insert Table of
Contents
Page 3–84

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 Introduction to Computing (All First Years)

Fig 3:50 Table of Contents Dialog Box

Users can

 Customize the appearance of the TOC from the Table of Contents tab. You may choose a
preset design from the Formats drop-down menu. A preview of each design will be
shown in the Print Preview window.
 Check the Show page numbers box if you would like page numbers to show on the TOC.
Check the Right align page numbers box if the page numbers should appear on the right
side, then select the Tab leader between the heading and the page number. Uncheck the
box if the page numbers should appear right next to the heading.
 Click on the options button to select the Style and the level for your Table of Content.
 Click OK to exit the options dialogue box.
 Click on OK to generate your Table of Contents.

3.13 Keyboard Shortcut

Keyboard shortcuts can save time and the effort of switching from the keyboard to the mouse to
execute simple commands. Print this list of Word keyboard shortcuts and keep it by your
computer for a quick reference.

NB: A plus sign indicates that the keys need to be pressed at the same time.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Action Keystroke
Action Keystroke TEXT STYLE
DOCUMENT ACTIONS Font face CTRL+SHIFT+F
Font size CTRL+SHIFT+P
Open a file CTRL+O Bold CTRL+B
New file CTRL+N Italics CTRL+I
Close a file CTRL+W Underline CTRL+U
Save As F12 Double underline CTRL+SHIFT+D
Save CTRL+S or SHIFT+F12 Word underline CTRL+SHIFT+W
Print Preview CTRL+F2 All caps CTRL+SHIFT+A
Print CTRL+P Change case SHIFT+F3
Show/Hide paragraph symbols CTRL+* Subscript CTRL+=
Spelling and grammar F7 Superscript CTRL+SHIFT+=
Help F1 Make web hyperlink CTRL+K
Find CTRL+F
Replace CTRL+H TABLES
Go To CTRL+G Go to next cell Tab
Go to previous cell SHIFT+Tab
CURSOR MOVEMENT Go to beginning of column ALT+PageUp
Highlight to beginning of column
Select all - entire document CTRL+A ALT+SHIFT+PageUp
Select from cursor to beginning of line SHIFT+Home Go to end of column ALT+PageDown
Select from cursor to end of line SHIFT+END Highlight to end of column
Go to beginning of line HOME ALT+SHIFT+PageDown
Go to end of line END Go to beginning of row ALT+Home
Go to beginning of document CTRL+Home Highlight to beginning of row
Go to end of document CTRL+End ALT+SHIFT+Home
Go to end of row ALT+End
Cut CTRL+X
Copy CTRL+C MISCELLANEOUS
Paste CTRL+V
Undo CTRL+Z Copyright symbol - © ALT+CTRL+C
Redo CTRL+Y Date field ALT+SHIFT+D
Format painter CTRL+SHIFT+C Go to footnotes ALT+CTRL+F
Left alignment CTRL+L Show/Hide ¶ CTRL+SHIFT+8
Center alignment CTRL+E Thesaurus SHIFT+F7
Right alignment CTRL+R
Justified CTRL+J
Delete previous word CTRL+Backspace
Apply bulleted list CTRL+SHIFT+L
Indent CTRL+M
Page break CTRL+Enter
Highlight to end of row ALT+SHIFT+End
Column break CTRL+SHIFT+Enter
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 Introduction to Computing (All First Years)

All Shortcuts
This list shows only the most common keyboard shortcuts. To print a list of all the shortcuts in
Word, follow these steps:

MS Office Word 2003

 Select Tools|Macro|Macros from the menu bar.

 From the Macros In drop-down menu, select Word Commands
 Select ListCommands from the macro listing.
 Click the Run button.
 Choose Current Menu and Keyboard Settings from the popup window and click OK.
 Word will automatically open a new document containing a table of keystrokes. Print the
document.

MS Office Word 2007

 Click View from the menu bar.
 Click the arrow beneath the Mouse on the Macro on the far right
 Select View Macro
 From the Macros In drop-down menu, select Word Commands
 Select ListCommands from the Macro name.
 Click the Run button.
 Choose Current Keyboard Settings from the popup window and click OK.
 Word automatically opens a new document containing a table of keystrokes. Print the
document.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

CHAPTER FOUR

4 SPREADSHEET USING MS EXCEL

4.1 Chapter Objectives and Expected Results

The objectives of this chapter are to:

 Introduce MS Excel 2007 as a spreadsheet software

 Customize MS Excel
 Format a table in MS Excel
 Deal with formulae
 Plot and format charts

At the end of the chapter, students are expected to:

 understand spreadsheet and spreadsheet terminology

 Use MS Excel to create, edit, format and print tables and charts.
 Manoeuvre around MS Excel 2007 confidently

4.2 Introduction to Excel

Programs such as Microsoft Excel can help to calculate, analyse and present data. Spreadsheets
are basically tables that hold numbers and text.

4.2.1 Spreadsheet Basics

Excel allows you to create spreadsheets much like paper ledgers that can perform automatic
calculations. Each Excel file is a workbook that can hold many worksheets. The worksheet is a
grid of columns which are designated by letters and rows also designated by numbers. The letters
and numbers of the columns and rows are called labels and are displayed in gray buttons across
the top and left side of the worksheet. The intersection of a column and a row is called a cell.
Each cell on the spreadsheet has a cell address that is the column letter and the row number. Cells
can contain text, numbers, or mathematical formulas.

4.2.2 Terminologies in Excel

A life of spreadsheets/worksheets. A
workbook can contain a number of
Workbook spreadsheets/worksheets. Think of an
Page 4–88

accounts ledger with one page for each week‟s

transactions.

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 Introduction to Computing (All First Years)

A table used to store numbers and text.

Spreadsheet or Worksheet Spreadsheet is used to describe one table or
worksheet
A single space on the worksheet which is used
Cell
to contain numbers/text
Click into the cell and this makes it the
Active Cell
current cell, the one you are entering data into.
Used to calculate values in a worksheet (A1+
Formula
B1)
Used in calculation to find the: Average,
Function
Maximum, Minimum, and Sum of an amount.
Spreadsheets are divided into vertical columns
Column
each has a letter at the top (e.g. A)
Spreadsheets are also divided into rows
Row horizontally and each has a number on the left
of the screen
Each cell has a reference taken from the point
Cell Reference that the column and row meet (e.g. A1, where
column A and row 1 meet).

4.3 Starting Microsoft Excel 2007

Take the following steps to launch Excel Application;

a. Click the start button

b. Select Programs
c. Select Microsoft Office
d. Select Microsoft Office Excel 2007

When you start Microsoft Office Excel 2007, the program presents a blank workbook that
contains three worksheets. You can add or delete worksheets, hide worksheets within the
workbook without deleting them, and change the order of your worksheet within the workbook.
You can also copy worksheet to another workbook or move a worksheet without leaving a copy
of the worksheet in the first workbook.

4.3.1 The Excel Application Window

The Excel application window has the same features as other Microsoft programs such as Title
bar, Toolbar etc. Below the toolbar are the name box or the cell number box and formula bar. The
Excel status bar contains information about current selections, commands or operations. There
are by default three worksheets in each workbook, more can be added. The sheet names appear
on the tab at the bottom of the workbook window, and are numbered by default as sheet1, sheet2
and sheet3. Each worksheet is divided into Columns, Rows and Cells and is separated by
gridlines. Each worksheet has 256 columns and 65,536 rows.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

4.3.2 Resizing a Window

When you click this button, it reduces the

size of the window so that it looks as though
the window has been closed. The Excel
Minimise
window has been reduced in size and it‟s
stored as on the task bar at the bottom of the
window.
This button is the same as the Maximise
button. It looks like two overlapping
windows. If you click this button, the
Restore window is resized to its original size which
may be smaller than your desktop. The
restore button then changes back into the
Maximise button
This enlarges the Excel window so that it fills
your entire desktop. Once you click this
Maximise
button, it changes shape and turns into two
overlapping windows i.e. the Restore button.
Close This closes the Window down

Standard Minimise Maximise/

Toolbar Restore
1 Me Column J
Close
nu
bar Help

Cell No. box Formula box

Cell
Formatting
Toolbar
Row 7
Cell D10

Fig 4:1 Typical Excel Spreadsheet

Worksheet
Navigation Insert Worksheet Scroll Bars
Page 4–90

Tabs worksheet
Window
tab

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 Introduction to Computing (All First Years)

4.3.3 Creating Workbooks

Every time you want to gather and store data that is not closely related to your existing data, you
should create a new workbook. The default workbook in Excel 2007 has three worksheets. You
can add more worksheets and delete existing worksheets if you want. Creating a new workbook is
a straightforward process; just click the Microsoft office button, click New, and identify the type
of workbook you want to create.

When you start Excel 2007, the program displays a new blank workbook. You can begin to enter
data in the worksheet‟s cells or open are existing workbook. Always save your workbook to
avoid losing your data. You can use the controls in the Save As dialog box to specify a different
format for the new file and a different location in which to save the new file. After you create a
file, you can add additional information.

Excel users can ser properties for their workbooks. To do that, click the Microsoft office button,
point to prepare, and click properties to display the documents properties panel on the user
interface.

Fig 4:2 Setting Workbook Properties

4.3.4 Moving around a Workbook

Keyboard Action
Right one cell
Left one cell
Up one cell
Down one cell
Home Beginning or row
CTRL+Home Cell A1/beginning of worksheet

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

CTRL+End Last cell on a worksheet containing data

Page Up Up one screen
Page Down Down one screen
ALT+Page Up Left one Screen
ALT+Page Down Right one screen
CTRL+G Go to a specific cell
CTRL+F Find a specific cell

4.3.5 Adding and Renaming Worksheets

The worksheets in a workbook are accessible by clicking the worksheet navigation tabs just
above the status bar. By default, three worksheets are included in each workbook as already
mentioned earlier in the chapter. To add a sheet, click on the Insert worksheet tab (Shift + F11)
or Right-click on any of the sheet on the sheet navigation tabs and Select Insert and choose
worksheet.

Alternative, you can click on the arrow beneath the Insert Icon on the Home menu and select
Insert Sheet. To rename the worksheet tab, right-click on the tab with the mouse and select
Rename from the shortcut menu. Type the new name and press the ENTER key.

4.3.6 Closing a Workbook

To close a workbook, do the following;

Click the Office Button and select close or Exit Excel or just click on the X on the upper right
corner. Be sure to Save your book first.

4.3.7 Standard Toolbar

This toolbar is located just below or above the menu bar at the top of the screen and allows you to
quickly access basic Excel commands.

Insert
Create Delete Insert Sheet Format Sum
Undo/Redo Sort Chart Cells
New Cells Columns Painter Paste Alt + =
Quick
Print
Insert Cut Print
Save Spelling Calculate Delete
Hyperlink Copy Preview
Check Sheet Sheet
2 O Insert Insert Ctrl + F2
Delete
Page 4–92

Datasheet Sheet Function

p Formatting Sheet Rows Rows Shift + F3
e
n
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 Introduction to Computing (All First Years)

New: Click on the Office Button and select New or press CTRL+N, or click the New button on the
standard toolbar to create a new workbook.

Open: Click on Office Button and select Open. Or press CTRL+O, or click the Open folder
button on the standard Toolbar to open an existing workbook.

Save: The first time you save a workbook, click on the Office Button, Select Save As and name
the file. After the file is named click the Office Button and select Save or CTRL+S, or the Save
button on the standard toolbar.

Print: Click the Print button form the Office Button and make your print choice to print the
worksheet. The choices available are Print, Quick Print and Print Preview.

Fig 4:3 Print Dialog Box

Print Preview: This feature will allow you to preview the worksheet before you print it.

Spell Check: Use the spell checker to correct spelling errors to make corrections to your
worksheet.

Undo and Redo: Click the backward Undo arrow to cancel the last action you performed,
whether it is entering data into a cell, formatting a cell, entering a function, etc. Click the forward
Redo arrow to cancel the undo action.

Insert Hyperlink: To insert a hyperlink to a web site on the Internet, type the text into a cell you
want to be the link that can be clicked with the mouse. Then, click the Insert Hyperlink button
and enter the web address you want the text to link to and click OK.

Zoom: To change the size that the worksheet appears on the screen, choose a different percentage
from the Zoom menu.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

4.4 Customization of Excel

4.4.1 Menus
Unlike previous versions of Excel, the menus in Microsoft Office Excel 2007 initially list only
the commands you have recently used. To view all options in each menu, click on the arrow at
the end of the Quick Access Toolbar or Click on Office Button and select Excel Options and
select customize if not already selected. Customize it by selecting tools one after the other and
clicking Add. Do the reverse to Remove the tools.

Fig 4:4 Excel Options Customization

4.4.2 Using the Zoom/Magnification Tool

Zoom controls how large or small the worksheet appears on the screen. Zoom changes the
magnification for the active worksheet only.

 Click on View Menu

 Click on Zoom and make your selection or input the percentage you desire and click OK
Page 4–94

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 Introduction to Computing (All First Years)

Fig 4:5 Using Zoom Function

4.4.3 Help Function

You can use the Help function to learn more instructions on what to do something. We will
search for help on printing. Click on the Help on the upper right corner or the F1 key to open the
hep dialog box. Microsoft Excel Help connects to Microsoft Office Online; therefore, you would
need the internet to use this facility more efficiently.

Fig 4:6 Help Dialog Box

4.5 Macros
Macros can speed up any common editing sequence you may execute in an Excel spreadsheet. In
this example, we will make a simple macro that will set all the margins on the page to one inch.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

4.5.1 Recording a Macro

To record a macro, follow these steps:

 Click View Menu, click on the arrow beneath Macro and Select Record Macro

Fig 4:7Recording a Macro

 Name the macro in the Macro name field. The name cannot contain spaces and must not
begin with a number.
 If you would like to assign a shortcut key to the macro for easy use, enter the letter under
Shortcut key. Enter a lower case letter to make a CTRL+number shortcut and enter an
upper case letter to assign a CTRL+SHIFT+number shortcut key. If you select a shortcut
key that Excel already uses, your macro will overwrite that function.
 Select an option from the Store macro in drop-down menu.
 Enter a description of the macro in the Description field. This is for your reference only
so you remember what the macro does.
 Click OK when you are ready to start recording.
 Select options from the drop down menus and Excel will record the options you choose
from the dialog boxes, such as changing the margins on the Page Setup window. Select
Page Layout and change all the margins to 1". Press OK. Replace this step with whatever
commands you want your macro to execute. Select only options that modify the
worksheet.
 Click the Stop button on the recording toolbar by clicking on View and Macro. The macro
is now saved.

4.5.2 Running a Macro

Page 4–96

 To run a macro you have created, select View|Macros from the standard menu bar or the
arrow beneath the Macro and choose View Macros (Alt+F8).

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

 From the Macros window, highlight the Macro name in the list and click Run.
 If the macro is long and you want to stop it while it is running, press BREAK or hold
CTRL and press PAUSE.

Fig 4:8 Running a Macro

4.6 Modifying Worksheet

4.6.1 Moving through Cells

Use the mouse to select a cell you want to begin adding data to and use the keyboard strokes
listed in the table below to move through the cells of a worksheet.

Movement Key stroke

One cell up up arrow key
One cell down down arrow key or ENTER
One cell left left arrow key
One cell right right arrow key or TAB
Top of the worksheet (cell A1) CTRL+HOME
End of the worksheet (last cell containing data) CTRL+END
End of the row CTRL+right arrow key
End of the column CTRL+down arrow key

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

4.6.2 Selecting Cells

Action Description
Click in a cell Select a cell
Click and drag over several cells Select a range of cells
Click in one cell, hold down Shift key and
Select a range of cells
Click into another cell
Hold down CTRL key and drag over the
Selects multiple ranges
ranges required
Click the row number Select the whole row
Click on column letter Selects the whole column
Click to the left of column A Selects entire worksheet
Click on the first row/column, Hold down the
SHIFT key and click on the last row/column
Selects adjacent rows or columns
(All the rows and columns in between will be
selected)
Click on the first row/column, Hold down the
Selects Non-Adjacent rows or columns
CTRL key. Click on all other rows/columns
NB: A selection can be cancelled by clicking away/ into another cell

4.6.3 Adding Worksheet, Rows and Columns

Worksheets: Add a worksheet to a workbook by selecting Insert on the Home Menu and selecting
Insert Sheet from the drop down menu or click the Insert Worksheet tab on the worksheet
navigation tabs or Shift + F11.

Row: To add a row to a worksheet, select Insert on the Home Menu and selecting Insert Sheet
Rows from the drop down menu, or highlight the row by clicking on the row label, right-click
with the mouse, and choose Insert.

Column: Add a column by selecting Insert on the Home Menu and selecting Insert Sheet
Columns from the drop down menu, or highlight the column by click on the column label, right-
click with the mouse, and choose Insert.
Page 4–98

Fig 4:9 Modifying a Worksheet

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

4.6.4 Resizing Rows and Columns

There are two ways to resize rows and columns:

 Resize a row by dragging the line below the label of the row you would like to resize.
Resize a column in a similar manner by dragging the line to the right of the label
corresponding to the column you want to resize.
OR
 Click the row or column label and Click Format from the Home Menu and select Row
Height or Column Width to enter a numerical value for the height of the row or width of
the column.
OR
 Highlight on the row or column label and select Row Height or Column Width

Fig 4:10 Row and Column Resizing

4.6.5 Selecting Cells

Before a cell can be modified or formatted, it must first be selected or highlighted. Refer to the
table below for selecting groups of cells.
To activate the contents of a cell, double-click on the cell or click once and press F2.

Cells to select Mouse action

One cell click once in the cell
Entire row click the row label
Entire column click the column label
Entire worksheet click the whole sheet button
drag mouse over the cells or hold down the SHIFT key while using
Cluster of cells
the arrow keys

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

4.6.6 Moving and Cutting Cells

Moving Cells ( )
To cut cell content that will be moved to another cell, first select the cell and click cut button on
the upper left corner of the Home Menu or from the standard toolbar. Alternatively you can use
the shortcut (Ctrl +X). Again you can right-clicked the cell and select cut.

Copying Cells ( )
To copy cell content that will be moved to another cell, first select the cell and click copy button
on the upper left corner of the Home Menu or from the standard toolbar. Alternatively, you can
use the shortcut (Ctrl +C). Again you can right-clicked the cell and select copy.

Pasting Cut and Copied Cells ( )

Highlight the cell you want to paste the cut or copied content into and click paste from the Home
Menu the standard toolbar. Also, you can right-click the cell where you want the content to be
and select paste.

Drag and Drop

If you are moving the cell content only a short distance, the drag-and-drop method may be easier.
Simply drag the highlighted border of the selected cell to the destination cell with the mouse.

4.6.7 Freeze Panes

If you have a large worksheet with column and row headings, those headings will disappear as
the worksheet is scrolled. By using Freeze Panes feature, the headings can be visible at all times.

 Click the label of the row below the row that should remain frozen at the top of the
worksheet.
 Select View|Freeze Panes from the menu bar.
 Make your choice from the three options
 To remove the frozen panes, select View| Freeze Panes and click on Unfreeze Panes.
Page 4–100

Fig 4:11 Freeze Panes Illustration

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

Freeze panes have been added to row 1 in the image above. Notice that the row numbers skip
from 1 to 5. As the worksheet is scrolled, row 1 will remain stationary while the remaining rows
will move.

4.7 Formatting Cells

4.7.1 Formatting Toolbar

The contents of a highlighted cell can be formatted in many ways. Font and cell attributes can be
added from shortcut buttons on the formatting bar.

Fig 4:12 Formatting Toolbar

For a complete list of formatting options, right-click on the highlighted cells and choose Format
Cells from the shortcut menu or Click Format from the Home Menu and select Format Cells.

Fig 4:13 Cell Formatting Dialog Box

Number tab
The data type can be selected from the options on this tab. Select General if the cell contains text
and number, or another numerical category if the cell is a number that will be included in
functions or formulae.

Alignment tab
This option allows users to change the position and alignment of the data with the cell.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Font tab
All of the font attributes are displayed in this tab including font face, size, style, and effects.

Border and Pattern tabs

This tab allows users to add borders, shading, and background colors to a cell.

Dates and Times

In Excel if you enter the date "September 27, 2003" into a cell on the worksheet, Excel will
automatically recognize it as a date and the format changed to "1-Jan-01". To change the date
format, select the Number tab from the Format Cells window. Select "Date" from the Category
box and choose the format for the date from the Type box. If the field is a time, select "Time"
from the Category box and select the type in the right box. Click OK when finished.

4.7.2 Styles
The use of styles in Excel allows users to quickly format their worksheet, provide consistency,
and create a professional look. Select the Cell Styles from the Styles Box on the Home Menu.
Excel provides several preset styles.

Fig 3:14 Selecting Cell Styles

Fig 4:15 Showing Preset Styles

Page 4–102

Comma: Adds commas to the number and two digits beyond a decimal point
Comma [0]: Comma style that rounds to a whole number

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

Currency: Formats the number as currency with a dollar sign, commas, and two digits beyond
the decimal point.

Currency [0]: Currency styles that round to a whole number.

Normal: Reverts any changes to general number format.

Percent: Changes the number to a percent and adds a percent sign.

4.7.3 Creating Own Style

Create your own styles from the Style Dialog Box as follows.

a. Highlight the cell(s) you want to add a style to

b. Select Cell Styles from the Styles Box on the Home Menu
c. Select New Cell Style
d. Click OK or Format to customise your Style

Fig 4:16 New Style Dialog Box

4.7.4 Format Painter

A handy feature on the Home Menu for formatting text is the Format Painter. If you have
formatted a cell with a certain font style, date format, border, and other formatting options, and
you want to format another cell or group of cells the same, place the cursor within the cell
containing the formatting you want to copy. Click the Format Painter button on the Home Menu
(notice that your pointer now has a paintbrush beside it). Highlight the cells you want to add the
same formatting to. To copy the formatting to many groups of cells, double-click the Format
Painter button. The format painter remains active until you press the ESC key to turn it off.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

4.8 Arithmetic Formulae and Functions

The distinguishing feature of a spreadsheet program such as Excel is that, it allows users to create
mathematical formulas and execute functions. Otherwise, it is not much more than a large table
for displaying text. This page will show you how to do these.

4.8.1 AutoSum Tool

This useful button on the toolbar allows you to add cells together without having to create a
formula. This is how to do it:

 Click into the cell where you want the total (B9)
 Click Auto Sum tool on the toolbar

3 Auto
Sum
Tool

 A dotted line appears around all of the values in the list. A formula is displayed in cell B9
and in the formula bar
 Check it contains the correct cell references =sum(B3:B8).
 Click the Enter () tick on the formula bar when done
 The total appears in cell B9

NB: Cells B3 to B9 are being used as an example. You will use your own cell references.

You can type a formula into a cell yourself by doing the following:
Page 4–104

a. Click into the cell which will contain the answer (B9, as above)

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

b. Type an (=) equal to (which tells Excel you are creating a formula)
c. Type in the word Sum (which tells Excel we are adding values together)
d. Type in an open bracket „(‘
e. Type in the cell reference for the amount in the budget allocated for Gas B3
f. Type in a colon : (this means TO)
g. Type in the last cell reference in the list, the blank cell B8 (this will allow for any
additions in the list)
h. Type in a close bracket „)’
i. Click the Blue Tick on the formula bar. The total is now displayed in the cell

NB: Notice that the cell references typed into the formula are enclosed in a blue line.

4.8.2 Useful Formulae

Formula What Does It Do

=sum(B3:B9) To add a row/column
=B3+B4 To add 2 cells
=B1*B2 To multiply 2 cells
=B1-B2 To subtract one cell from another
=B1/B2 To divide one cell by another
=Average(B3:B9) To find the average of cells
=Min(B3:B9) To find the minimum value of cells
=Max(B3:B9) To find the maximum value of cells
To find the number of entries (will only
=Count(B3:B9)
count cells which contain data)
=IF(B3<10,”Inform Manager”,”OK”) Help you to flag up when action needs to be
taken by displaying a message. i.e. if a value
is less than 10 inform the manager, if it is
more than 10 it is OK

4.8.3 Arithmetic Formulae

Formulas are entered in the worksheet cell and must begin with an equal sign "=". The formula
then includes the addresses of the cells whose values will be manipulated with appropriate
operands placed in between.

After the formula is typed into the cell, the calculation executes immediately and the formula
itself is visible in the formula bar. See the example below to view the formula for calculating the
sub total for a number of textbooks. The formula multiplies the quantity and price of each
textbook and adds the subtotal for each book.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

4.8.4 Linking Worksheet

You may want to use the value from a cell in another worksheet within the same workbook in a
formula. E.g. the value of cell A1 in the current worksheet and cell A2 in the second worksheet
can be added using the format "sheetname!celladdress". The formula for this example would be
"=A1+Sheet2!A2" where the value of cell A1 in the current worksheet is added to the value of
cell A2 in the worksheet named "Sheet2".

4.8.5 Relative, Absolute and Mixed References

Calling cells by just their column and row labels (such as "A1") is called relative referencing.
When a formula contains relative referencing and it is copied from one cell to another, Excel does
not create an exact copy of the formula. It will change cell addresses relative to the row and
column they are moved to. E.g. if a simple addition formula in cell C1 "=(A1+B1)" is copied to
cell C2, the formula would change to "=(A2+B2)" to reflect the new row.

To prevent this change, cells must be called by absolute referencing and this is accomplished by
placing dollar signs "$" within the cell addresses in the formula. Continuing the previous
example, the formula in cell C1 would read "=($A$1+$B$1)" if the value of cell C2 should be the
sum of cells A1 and B1. In this case, both the column and row of the two cells in question are
absolute and will not change when copied. Mixed referencing can also be used where only the
row OR column is fixed. E.g. in the formula "=(A$1+$B2)", the row of cell A1 is fixed and the
column of cell B2 is fixed.

4.8.6 Basic Functions

Functions can be a more efficient way of performing mathematical operations than formulas. For
example, if you wanted to add the values of cells D1 through D10, you would type the formula
"=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10".
Page 4–106

A shorter way would be to use the SUM function and simply type "=SUM(D1:D10)". Several
other functions and examples are given in the table below:

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

Function Example Description

SUM =SUM(A1:100) finds the sum of cells A1 through A100
AVERAGE =AVERAGE(B1:B10) finds the average of cells B1 through B10
MAX =MAX(C1:C100) returns the highest number from cells C1 through C100
MIN =MIN(D1:D100) returns the lowest number from cells D1 through D100
SQRT =SQRT(D10) finds the square root of the value in cell D10
TODAY =TODAY() returns the current date (leave the parentheses empty)

4.8.7 Function Wizard

View all functions available in Excel by using the Function Wizard.

a. Activate the cell where the function will be placed and click the Function Wizard button
on the standard toolbar.
b. From the Insert Function dialog box, browse through the functions by clicking in the
Function category menu and select the function from the Select Function choices below
the category. As each function name is highlighted a description and example of use is
provided below the select function pane.
c. Click OK to select a function.
d. The next window allows you to choose the cells that will be included in the function.
e. Click OK when all the cells for the function have been selected.

Fig 4:17 Function Dialog Box

4.9 Sorting and Filtering

4.9.1 Basic Sorts

To execute a basic descending or ascending sort based on one column, highlight the cells that will
be involved in the sorting and click the Sort Ascending (A-Z) button or Sort Descending (Z-A)
button on the standard toolbar.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

4.9.2 Complex Sorts

To sort by multiple columns, follow these steps:

a. Highlight the cells, rows, or columns that will be sorted.

b. Select Data from the menu bar.
c. Under sort and filter, choose Sort
d. From the Sort dialog box, select the first column for sorting from the Sort By drop-down
menu and choose either smallest to largest, largest to smallest or custom list

Fig 4:18 Sort and Filter Dialog Box

Fig 4:19 Sort Dialog Box

e. Click Add Level to add more levels called Then by

f. Select the second column and, if necessary, the third sort column from the Then By drop-
down menus.
g. If the cells you highlighted included the text headings, check My data has Header check
box and the first row will remain at the top of the worksheet.
h. Click on the pull down arrow in the order section and choose custom list for special non-
alphabetic or numeric sorts such as months of the year and days of the week.
i. Click OK to execute the sort.
Page 4–108

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 Introduction to Computing (All First Years)

Fig 4:20 Sorting Non-Alphabetic and Numeric Items

4.9.3 AutoFill
The Autofill feature allows you to quickly fill cells with repetitive or sequential data such as
chronological dates or numbers, and repeated text.
 Type the beginning number or date of an incrementing series or the text that will be
repeated into a cell.
 Select the handle at the bottom, right corner of the cell with the left mouse button and
drag it down as many cells as you want to fill.
 Release the mouse button.

If you want to Autofill a column with cells displaying the same number or date you must enter
identical data to two adjacent cells in a column. Highlight the two cells and drag the handle of the
selection with the mouse.

4.9.4 Alternating Texts and Numbers with AutoFill

The Autofill feature can also be used for alternating texts or numbers. For example, to make a
repeating list of the days of the week, type the seven days into seven adjacent cells in a column.
Highlight the seven cells and drag down with the mouse.

4.9.5 AutoFill Function

Autofill can also be used to copy functions. In the example below, column A and column B each
contain lists of numbers and column C contains the sums of columns A and B for each row. The
function in cell C2 would be "=SUM(A2:B2)". This function can then be copied to the remaining
cells of column C by activating cell C2 and dragging the handle down to fill in the remaining
cells. The Autofill feature will automatically update the row numbers as shown below if the cells
are reference relatively.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

4.10 Charts
Charts allow users to present data entered into the worksheet in a visual format using a variety of
graph types. Before you can make a chart, you must first enter data into a worksheet. This section
explains how you can create simple charts from the data.

4.10.1 Chart Wizard

The Chart Wizard takes users through the process of creating a chart by displaying a series of
dialog boxes.

a. Enter the data into the worksheet and highlight all the cells that would be included in the
chart including headers.

b. Click the Chart Wizard button on the standard toolbar or from the Insert Menu. Now select
All Chart Types to view the first Chart Wizard dialog box.
c. Choose the Chart type and the Chart subtype if necessary. Click OK.
d. Chart Source Data: Select the data range (if different from the area highlighted in step 1) and
click OK.

Chart Options
Enter the name of the chart and titles for the X- and Y-axes, and the Legend. Edit options for
Page 4–110

the axes, grid lines, legend, data labels and data table by clicking on Layout Menu or Format
Menu on the Chart Tools bar or by right clicking on them and selecting the appropriate option
e.g. format Chart Title, format Axis Title. Click on the graph to activate the Chart Tools bar.

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

Fig 4:21 Pie Chart Fig 4:22 Column Chart

Chart Location
Click As new sheet if the chart should be placed on a new, blank worksheet or select As object in
if the chart should be embedded in an existing sheet and select the worksheet from the drop-down
menu. Click the Move Chart on the Location Box on the far right corner of the Design Menu.

Fig 4:23: Chart Location Dialog Box

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Resizing the Chart

To resize the chart, click on its border and drag any of the nine black handles to change the size.
Handles on the corners will resize the chart proportionally while handles along the lines will
stretch the chart.

Moving the Chart

Select the border of the chart, hold down the left mouse button, and drag the chart to a new
location. Elements within the chart such as the title and labels may also be moved within the
chart. Click on the element to activate it, and use the mouse to drag the element to move it.

4.10.2 Chart Formatting Toolbar

Fig 4:24 Chart Object List

Chart Objects List

To select an object on the chart to format, click the object on the chart or select the object from
the Chart Objects List (Current Selection box) and click the Format Selection. A window
containing the properties of that object will then appear to make formatting changes.

Change Chart Type

Click on the chart type button to select a different type of chart.

Data Table view

Gives you the option to display the data table below the chart with or without legend keys

Switch Data by Column or Row

Changes the data by columns or rows according to the data sheet

4.10.3 Copying Chart to MS Word

A finished chart can be copied into a Microsoft Word document. Select the chart and click Copy.
Open the destination document in Word and click Paste.
Page 4–112

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 Introduction to Computing (All First Years)

4.11 Page Properties and Printing

4.11.1 Page Breaks

To set page breaks within the worksheet, select the row you want to appear just below the page
break by clicking the row's label.

To insert Page Break, do the following:

a. Click on Page Layout from the standard Menu

b. Select Breaks
c. Choose Inset Page Break

You may need to click the down arrow at the bottom of the Page Break to view this option. To
remove a Page Break or Reset All Page Breaks, follow the same procedure above, and choose the
appropriate option.

Fig 4:25 Page Layout Box

4.11.2 Page Setup

Select Page Layout from the menu bar to format the page, set margins, and add headers and
footers. Headers/Footers can also be found under Insert Menu

 Page: Select the Orientation under the Page tab in the Page Layout window to make the
page Landscape or Portrait. The size of the worksheet on the page can also be formatted
under Size. To force a worksheet to print only one page wide so all the columns appear on
the same page, select Fit to 1 page(s) wide.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Fig 4:26 Page Setup Dialog Box

 Margins: Change the top, bottom, left, and right margins under the Margins tab. Enter
values in the header and footer fields to indicate how far from the edge of the page this
text should appear. Check the boxes for centering horizontally or vertically on the page.
 Header/Footer: Add preset headers and footers to the page by clicking the drop-down
menus under the Header/Footer tab.

NB: To modify a preset header or footer, or to make your own, click the Custom Header and
Custom Footer buttons. A new window will open allowing you to enter text in the left, center, or
right on the page.

Insert Insert Sheet

Insert Page Insert
File Path Name
Number Date

Format Text Format Picture

Insert Number Insert Insert Picture

Insert File
of Pages Time Name
Page 4–114

Format Text: Click this button after highlighting the text to change the font, size, and style.

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 Introduction to Computing (All First Years)

Insert Page Number: Insert the page number of each page.

Insert Number of Pages: Use this feature along with the page number to create strings such as
"page 1 of 15".

Insert Date & Time: Add the current date and time

Insert File Name: Add the name of the workbook file.

Insert Sheet Name: Add the name of the worksheet's tab.

 Sheet: Check Gridlines if you want the gridlines dividing the cells to be printed on the
page. If the worksheet is several pages long and only the first page includes titles for the
columns, select Rows to repeat at top to choose a title row that will be printed at the top of
each page.

4.11.3 Workbook View

Excel workbook has got the following views; Normal View, Page layout View, Full Screen View,
Custom View and Page Break Preview. These views can be found under the View Menu

Fig 4:27: Workbook Views

4.11.4 Print Preview

Click Office Button|Print|Print Preview to view how the worksheet will print. Click the Next and
Previous buttons at the top of the window to display the pages and click the Zoom button to view
the pages closer. Make page layout modifications needed by clicking the Page Setup button.
Click Close to return to the worksheet or Print to continue printing. Alternatively, you can get
print preview from the standard toolbar and its shortcut is Ctrl+F2

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Fig 4:28 Selecting Print Preview

4.11.5 Print
To print the worksheet, click the office button and select Print or Ctrl+P.

 Print Range: Select either all pages or a range of pages to print.

 Print What: Select selection of cells highlighted on the worksheet, the active worksheet,
or all the worksheets in the entire workbook.
 Copies: Choose the number of copies that should be printed. Check the Collate box if the
pages should remain in order.
 Click OK to print.
Page 4–116

Fig 4:29: Print Dialog Box

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 Introduction to Computing (All First Years)

4.11.6 Keyboard Shortcuts

Action Keystroke Action Keystroke

Document actions Selecting Cells

Open a file CTRL+O All cells left of current cell SHIFT+left

New file CTRL+N arrow
Save As F12 All cells right of current cell SHIFT+right
Save CTRL+S arrow
Print CTRL+P Entire column CTRL+Spacebar
Find CTRL+F Entire row SHIFT+Spacebar
Replace CTRL+H Entire worksheet CTRL+A
Go to F5
Cursor Movement Text Style

One cell up up arrow Bold CTRL+B

One cell down down arrow Italics CTRL+I
One cell right Tab Underline CTRL+U
One cell left SHIFT+Tab Strikethrough CTRL+5
Top of worksheet (cell A1) CTRL+Home
End of worksheet (last cell with data) CTRL+End Formatting
End of row Home
End of column CTRL+left Edit active cell F2
arrow Format as currency SHIFT+CTRL+$
Move to next worksheet with 2 decimal places
CTRL+PageDown Format as percent with no decimal places
SHIFT+CTRL+%
Formulas Cut CTRL+X
Copy CTRL+C
Apply AutoSum ALT+= Paste CTRL+V
Current date CTRL+; Undo CTRL+Z
Current time CTRL+: Redo CTRL+Y
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By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

CHAPTER FIVE

5 THE INTERNET

5.1 Chapter Objectives and Expected Results

The objectives of this chapter are to:

 Introduce The Internet and the World Wide Web

 Talk about Browsers and Search Engines
 Create Email Account and all about it
 Learn how to send and receive Emails

At the end of the chapter, students are expected to:

 Understand the Internet and its terminologies

 Use the Internet more effectively to search for information.
 Manoeuvre around the Internet confidently

5.2 Introduction
Internet can be defined as joining together several networks or a large number of networks i.e.
geographically distributed computers on sites and countries. The Internet can also be defined as a
worldwide network of computer networks that work together to share information. Computer
networks are two or more computers linked or connected together by cables, microwave link,
radio or satellite. These computers are linked together to provide seemingly endless amounts of
information for research, education, commerce, and entertainment purposes.

The Internet is built on the basis of TCP/IP (Transmission Control Protocol/Internet Protocol)
and it is the best known implementation of the internetwork technology and spanning the entire
world. Internet was first initiated by the US Department of Defense in 1969 when they decided to
research into joining the computers of the defence and research centres into a network. Therefore,
a network was designed that would continue to work even if some of the cables connecting it
were broken.

This resulted in the development of software which enabled each computer to be connected to a
few of its neighbours and for information to go by the shortest possible route and not to follow a
prescribed fixed path. The important part of the software implements the standardized methods of
working, which are called protocols.
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The protocols allow the various networks and computers to talk to each other without difficulty.
In particular, the TCP/IP is still used. In 1990, the internet lost its military connections. The
network then became known as ARPANET (Advanced Research Projects Agency Network),

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

where WAN (Wide Area Network) started. ARPANET joined computers of different types,
running various Operating Systems with different ad-on modules by implementing
communication protocols common for all computers participating in the network.

The computers participating on the internet are globally or publicly identified with a unique IP
address i.e. a four eight bits address or a Uniform Resource Locator, URL which users can use to
research them. E.g. URL for UMaT is http://www.umat.edu.gh

The complete Internet offers a number of tools, including:

 World Wide Web.

 E-mail.
 Chatting.
 News.
 Shopping.
 Weather

5.3 World Wide Web

On the internet, information is stored on computers called servers. The World Wide Web or the
web as it is often called, is a system of internet servers that supports a collection of documents
that are written and formatted using the same type of programming language, called Hypertext
Mark-up Language (HTML). These documents or web sites can be retrieved and viewed when
you enter a Web Site address in your browser, because you are actually sending a Hypertext
Transfer Protocol (HTTP) command to the Web server directing it to find and transmit the
requested Web page.

That's the http:// is part of the web site address! In other words, because all of the web sites that
make up the World Wide Web are formatted using the same programming language, and because
all browsers know how to request these specially formatted web site files, web users are able to
browse, or surf, the Web! Using your computer to tour the World Wide Web is called browsing or
surfing the web. Sometimes you will be looking to see what is there. At times you will be looking
for something specific.

5.3.1 Internet Addresses

Surfing the Internet is made possible by the addresses assigned to these linked computers. The
web address, also called the Uniform Resource Locator, URL allows other computers to view the
information as web pages. E.g. the university‟s web site address is http://www.umat.edu.gh.
When you access this address, the university‟s home page and all associated web pages can be
viewed on your PC connected to the internet.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

The following must be in place to start browsing the internet;

 A physical connection from your computer to the Internet, such as a modem through a
telephone line. A modem is the hardware that your computer uses to send and receive
information on the Internet through standard telephone lines. The modem converts digital
signals to and from analog signals.
 An Internet Service Provider (ISP) account - ISP serves as your entry point to the Internet
and to the Web.
 A web browser installed on your computer. A browser is software designed to locate and
display web pages. Browsers are designed to read HyperText Markup Language (HTML),
which is simply the authoring language that is used to write web pages. Microsoft Internet
Explorer, Netscape, Mozilla Firefox, Google Chrome, Safari (for Apple Mac),
CometBird, America Online, Cello, Spyglass Mosaic, IBM WebExplorer Mosaic,
WebSuffer, Flock and Opera are different flavours of internet browsers. If your machine
is operating on any Windows O/S, then your system has Internet Explorer installed.

NB: To connect to the internet, just double-click a web browser or your ISP icon.

5.3.2 Browsing the Internet

It shall be assumed that you are connected to an Internet Service Provider (ISP) from this point
onwards. To begin surfing the Internet with Internet Explorer or a browser of your choice,
complete one of the following:

 From the Windows desktop, double-click the Internet Explorer icon or any other browser
available on your desktop.
OR
 From the Windows Taskbar, click the Start button, point to programs, and then execute a
browser of your choice.

Each of the browsers has a default home page. The home page is the first page displayed as the
browser launches. Note that the home page can be changed if you want to start at another web
site. Look in the browser‟s help files for instructions on resetting the default home page. From the
home page, wherever you visit now depends on your knowing the sites address. For instance, to
access the Ghana National web site, you need to know its address.

NB: Please be aware that website owners constantly change (modifies) their Home Page

Next, to visit say the web site of say Google to search for anything, type the address of the
Google Web site in the address bar in the Microsoft Internet Explorer Window. The address is
www.google.co.uk .Typing just that and pressing the enter key, the computer automatically adds
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http:// to the address, and ends it with a double forward slashes //.

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

Tool Bar Address bar Google search engine bar

Fig 5:1 Showing an opened home page (google.co.uk)

You can keep on surfing from here. For instance you could sign in to your Google account from
here and also click on news to read about what is going on around the world and many more. You
can as well visit a whole different site like the BBC web page. Again, just type the address of the
site in the address bar, and press the enter key or click on the go button next to the address bar.

5.3.3 Accessing a Search Engine

Once you access the Internet, you can begin searching for information using a search engine. A
search engine is a type of program found on various web sites that allows users to search the
Internet for keywords you type in. The search engine will return a list of web pages that have
your keywords in them.

There are many search engines to choose from on the Internet, such as Google, Mininova,
AltaVista, Yahoo, Ask and the Microsoft MSN. To go to one of the search engines, type in the
URL such as www.google.co.uk in the Address bar. This will take you to the Google home page.
The browsers have a Search button that will automatically take you to their recommended search
engine.

5.3.4 Using Search Engine

The following points are additional tips on how to find information on the Internet using a search
engine:

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

 When entering keywords, you can enter an entire sentence to limit the search to a more
specific topic. For example, for information on carving a turkey, type carving a turkey in
the keyword box instead of just turkey.
 After entering a keyword search, the search engine that you are using will return a list of
all web sites that contain your keywords. You must click the link to a web site to find
more detailed information.
 Some web sites are connected to other web sites with hyperlinks often appearing as
coloured, underlined text. When you click a hyperlink, you access the web page
associated with that link. The new web page may be from the same web site or a web site
in another country or continent.

5.4 Electronic Change (E-mail)

The e-mail is a form of mail delivered over the internet. It is like a paperless letter that goes
directly from one computer to another. To receive e-mail, both the sender and the recipient must
have e-mail addresses.

5.4.1 Accessing Yahoo! Mail

Yahoo! Mail is web-based email. This means that your Yahoo! Mail account is actually a web
site residing on a Yahoo! Mail server. With your Yahoo! ID, you can access and send Yahoo!
Mail messages using a web-based Yahoo! Mail client from any computer with an Internet
connection and a web browser.

Fig 5:2 Accessing Yahoo! Mail Server

When you use a web-based mail client, your email is stored in your mailbox on a Yahoo! Mail
server. None of the messages that you send or receive are stored on your local computer. The
browser interface allows you to read, forward, organize, and delete email messages that are stored
in your mailbox. It also lets you send email messages using your Yahoo! Mail account.

How to Access Yahoo! Mail

a. Make sure that the computer you are using is connected to the Internet.
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b. Launch a web browser, such as Netscape Navigator, Mozilla Firefox or Internet Explorer.
c. Enter the following address in the browser's address field and press Enter:

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

http://www.yahoo.com
d. Click sign in
Yahoo!
Search Engine

Sign Up

Sign In

Fig 5:3 Yahoo! Mail Home Page

 To sign in to your Yahoo! account, enter your Yahoo! ID and password, and then click
Sign In or Enter.
 Your personal email page now appears in the browser.
 If you don‟t have a Yahoo ID then you need to Sign Up for one by following the process
below:
 Click on Sign Up to start the process of attaining a Yahoo ID.
 Filling a form will gradually lead you into joining the Yahoo family.

5.4.2 Sending Mails

5.4.2.1 To whom can one send Emails?

You can use your Yahoo! Mail account to send email to and receive email from any valid email
address. You are not limited to other Yahoo! Mail users or to users within your own country, or
in any other way. If you need to search for an email address, the Yahoo People Search directory
(http://people.yahoo.com) offers millions of listings.

Note that newsgroups are not valid email addresses, which means that you cannot send email
("post") to them directly. However, a number of newsgroups do have "email gateways" which
will accept email submissions. To find out if a particular newsgroup has an email gateway, ask
the newsgroup administrator or participants.

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

5.4.2.2 Sending Email to more than One Person

You may send the same mail message to up to 100 people at one time. To send your message to
more than one person, add additional email addresses in the To:, Cc: and/or Bcc: fields separated
by commas (e.g. yourname@yahoo.com, afkansah@geologist.com, etc.). If you don't enter valid
email addresses, or if you don't use commas to properly separate your recipients' addresses, your
message won't be sent. Instead, you'll get an error message.

Before sending your message, please make sure only fully qualified e-mail addresses are used.
You should also make sure you separate your addresses with commas (",") and that your
addresses do not contain invalid characters such as additional brackets ("<, >") at the beginning
or end of any of the addresses (e.g. <person@yahoo.com>).

5.4.2.3 Cc: and Bcc:

Cc: stands for "carbon copy." Anyone listed in the Cc: field of a message will receive a copy of
that message when it is sent. All other recipients of that message will be able to see that the
person you designated as a Cc: recipient has received a copy of the message. To add an entry in
the Cc: field, click the "Add CC" link if it is not already there.

Bcc: stands for "blind carbon copy." This is similar to the Cc: feature, except that Bcc: recipients
are invisible to all of the other recipients of the message (including other Bcc: recipients). For
example, if you send a message to yourname@yahoo.com and Bcc: afkansah@yahoo.com, then
afkansah will see himself as the message's only recipient, while yourname will not see that you
have also sent the message to afkansah. To add an entry in the Bcc: field, click the "Add BCC"
link if it is not already there.

To send a message, you must always specify at least one recipient in the To: field. If you don't, an
error message will appear when you attempt to send the message.

5.4.2.4 Attaching Files to Messages

You can send all types of files as attachments, including word processor or spreadsheet
documents, audio files, image files (such as .bmp, .jpg., .gif), web pages saved as HTML files,
and more. After you log in to your Yahoo! Mail account, simply compose your message and add
your attachment.

Tip: With Yahoo! Mail, you need not do anything to have effective email virus protection. Anti-
virus software in Yahoo! Mail automatically detects and cleans viruses in incoming and outgoing
email and attachments.
Please be aware, however, that not all viruses can be detected and cleaned. There is a risk
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involved whenever you download email attachments to your computer or send email attachments
to others. As provided in the Terms of Service, neither Yahoo! nor its licensors are responsible
for any damages caused by your decision to do so.
Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa
 Introduction to Computing (All First Years)

To Attach a File
a. Open Yahoo! Mail.
b. Click the Compose button. (The Compose page then appears)
c. Click the Attach Files button. (The Attach files page appears)
d. Click the Browse button. (Choose File or Open File dialog box appears depending on
your Operating System)
e. Locate the file you want to attach, select it, and click the Open or OK button.
The selected file and its location appear in the first attachment field.
f. To attach more files, click the next Browse button, and repeat steps above.
g. When all the files you want to send are listed, click the Attach Files button.
h. Click the Done button. (To go back to the compose page with the attached files)

Tip: All outgoing email attached files are automatically scans and will not let you attach an
infected file. Progress bars display the process of scanning and attaching each file. When the
process is complete, a message confirming that files were successfully attached is displayed.
You cannot attach the same file more than once to the same email message.

5.4.3 Receiving Mails

5.4.3.1 Reading Email Messages

To read a message in your inbox:

a. Log into your Yahoo! Mail account.

b. Click the "Inbox" link located on the left navigation bar or on "Check Mail" located on the
top-left side of the page.
c. Click on the subject of the message you would like to read.

To read a message in a different folder, just click on the name of the folder on the left navigation
bar. Once you've selected a folder, click on the subject of the message you would like to read.
After you've read a message, the message's subject line will no longer appear in bold font in your
list of messages. Only the subject lines of your unread messages will appear in bold.

5.4.3.2 Receiving Email Attachment

If you receive an email attachment and are sure it does not contain a virus, you can view the
attachment.

This is How to Do It
a. Open Yahoo! Mail, and check for new messages. (The paper clip icon appears next to the
subject of any message that has an attachment)
b. Click the paper clip icon or the subject of the message. (If the attachment is an image file,
the image displays below the message)

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

If the attachment is any other type of file, such as a Word, PDF, or executable file, an attachment
icon appears below the message.

Paper Clip

Fig 5:4 Email containing attachment

5.4.3.3 Replying Email Messages

To reply to a message that you have received in your Yahoo! Mail Inbox, you must first open the
message on your screen. Then do the following:

 Click the "Reply" button located at the top of the message window to reply only to the
sender of the message. If you would like to reply to everyone, click on the down arrow
and then select "Reply To Everyone." This will send your reply to all recipients of the
original message, as well as the sender of the message.
 A Compose window will appear. Only the sender's email address will appear in the To:
field.

If you clicked "Reply To Everyone," all addresses the original message was sent to will appear in
the To: and/or Cc: fields. In addition, the sender's address will appear in the To: field.

You can also add new email addresses, if you wish.

 Depending on your Preferences setting, you will see all, part, or none of the sender's
message in the large text window. The original message will be set off by ">" symbols on
the left margin.
 Type your reply. If you have quoted the sender's message, you can type in the area above
or below the sender's message, as well as within the sender's message itself.
 Click "Send" to send your reply.

Please note: If you are in the middle of composing a message, it's important that you either send
the message or click "Save as Draft" before clicking any of the links on the folder list or before
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viewing another site. If you don't, your browser's "Back" button may not work to retrieve the text
that you have typed.

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

To protect the privacy of your account, be sure to click the "Sign Out". To edit your Preferences
setting to change the way messages are quoted or not quoted in your replies, click the "Mail
Options". Then choose "General Preferences" and make your selection under the Replying
section of the Message Actions heading. Be sure to click the "Save Changes" button to put your
new preferences into effect.

5.5 Working with Folders

With Yahoo! Mail, you can organize the incoming and outgoing messages in your mailbox into
different folders. Four special-purposes, permanent folders come with your Yahoo! Mail account.
You can't remove or rename these permanent folders.

c. Inbox: By default, all incoming messages except suspected spam appear in the Inbox
folder. You can read your mail in the Inbox, then delete it, move it to another folder, or
leave it in the Inbox.
d. Draft: The Draft folder stores messages that you have composed but have not yet been
sent. A message that you save in your Draft folder remains there until you either send it or
delete it.
e. Sent: You have the option of saving copies of the email messages you send in the Sent
folder. This makes it very easy for you to review or resend the message, if the need arises.
f. Trash: When you delete messages in Yahoo! Mail, they are moved to the Trash folder.
The Yahoo! Mail server can delete messages in your Trash folder at any time without
warning. Users can empty the Trash folder themselves. Once messages are emptied from
the Trash folder, they are permanently deleted from the Yahoo! Mail server and cannot be
recovered.
g. Bulk: The first time you receive messages that the SpamGuard utility identifies as junk
mail, it creates an additional permanent folder labelled Bulk, where it stores these
messages.

It is easy to view the contents of any folder in your Yahoo! Mail account.

Check This
 Go to your Yahoo! Mail page in a browser. (A list of all your folders appears on the left
side of the page)
 Click the name of the folder you wish to open. E.g. Inbox (The contents of the folder i.e.
list of messages are displayed)
 To read a message in the folder, click on the subject of the message.
 The message is displayed in the browser window

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Fig 5:5 Yahoo! Mail Box

Fig 5:6 An Opened Inbox Folder

5.5.1 Creating Folders

Yahoo! Mail allows the user to create as many personal folders as one desires so your email is
easier to manage. Personal folders help you organize your incoming and outgoing mail messages
in ways that make sense to the user.
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This is how to Do It
 Go to the folders list on the left side of your Yahoo! Mail page.

Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

 Click the Add link next to My Folders. (A user prompt window appears)
 Enter a folder name in the window and press the Return/Enter key on the keyboard (e.g.
Bank Stuff).
 Your new folder appears under the My Folders heading in the folders list.

Add

Personal Folder
Fig 5:7 Creating a Personal Folder (Bank Stuff)

Tip: Folder names cannot contain the ' (single quote), + (plus), and @ (at) symbols.

5.5.2 Moving Messages between Folders

You can move messages between folders in your Yahoo! Mail account.

How to do it
 Open the folder containing the message that you want to move.
 Check the box to the left of the message you want to transfer. (To move more than one
message, check the box to the left of each message)
 Select the destination folder from the Move to folder pull-down list.
OR
 Simply drag the highlighted/checked messages into the destination folder using the left
mouse.
 The messages are now in the destination folder (Bank Stuff)

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

Fig 5:8 Moving Messages between Folders

5.6 Managing Yahoo Mail Account

5.6.1 Switching between Yahoo! Mail Accounts

To sign out from one Yahoo! Mail account and into another, simply do the following:

 Click the "Sign Out" link.

 Next, click the Sign In on the Home Page or "Return to Yahoo! Mail" link whichever one
is appropriate.

The browser will take you to the Yahoo! Mail Sign In screen where you can enter a new Yahoo!
ID and a password.

Additional Information
It is possible to use the same computer for multiple Yahoo! Mail accounts. However, it isn't
possible to be signed into two accounts at the same time. Because of the cookie technology
behind Yahoo! Mail, opening a new browser window and signing into one Yahoo! Mail account
will automatically sign you out of any others.

The only exception to this is if you have access to two different browsers on your computer. That
is having say Mozilla Firefox and Internet Explorer on your computer. You can use each to sign
in to a different account. Because browsers have separate cookie files, they allow you to access
the two separate accounts without having them interfere with each other.

5.6.2 Deleting Yahoo! Account

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Yahoo! members can remove their own accounts and account information from Yahoo!. By
terminating your account, you will lose access to your Yahoo! ID, Yahoo! Mail, and profile
Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa
 Introduction to Computing (All First Years)

names. You will also delete your account data and settings across the Yahoo! network. This may
include any contents in:

 Yahoo! Mail
 Messenger
 HotJobs
 Facebook
 Gmail
 Games
 Sports
 Finance
 any other area of Yahoo! that can only be accessed with your Yahoo! ID and password

Please be sure you want to delete your entire account as you will not be able to reactivate it once
the account has been deleted. You are always welcome to sign up again for a new account. If you
are subscribed to any premium services, we recommend that you first cancel those premium
services before you delete your account. There is no guarantee that deleting your Yahoo! account
will immediately cancel the billing for any premium services you may be subscribed to. To
cancel your current subscriptions, visit Yahoo! Billing Information for your account, choose the
"My Services" tab and click the "Cancel" link for each subscription.

To remove your entire account, please visit Account Deletion page. You will be asked to sign in
to or verify your password for the account you wish to delete. Please be sure to read the next page
carefully, as important information about your account is included. You can then confirm the
deletion of your account. Please complete the deletion process only if you are certain you would
like to remove your entire Yahoo! account and any features you have personalized within the
account. Once the deletion process is initiated, your Yahoo! account can never be recovered.

If you're having trouble signing in, you can get password help at:
http://help.yahoo.com/help/us/edit/edit-10.html

5.6.3 Dormant Account

If an account has not been logged into for four months, it will become "dormant." Dormant
accounts are de-activated at the end of four months. Once an account is deactivated, you will no
longer have access regardless of whether or not email has been received in the account during
that time. Once an account has been de-activated, you cannot retrieve any of the information that
was formerly stored in it.

NB: Subscribing to any of the Yahoo! Mail Premium Services will prevent your account from
going dormant due to inactivity. To learn more about the individual services and sign up, please
visit: www.yahoo.com

By Mensah Louis, PROF GATE@UMaT

 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

5.6.4 Reading Mails from another PC

As a web-based email service, Yahoo! Mail is accessible from any computer with an Internet
connection. This allows you to send and retrieve email from anywhere in the world. If you would
like to access your Yahoo! Mail account from another computer, just go to: http://mail.yahoo.com
and log in using your Yahoo! ID and password. All of your folders, messages, and address book
entries will appear exactly as they normally would.

Additionally, Yahoo! Mail permits you to retrieve your messages from external (POP3) mail
accounts, such as your work or home account, so no matter where you are, you're never out of
touch. To configure Yahoo! Mail to retrieve messages from an external (POP3) mail account,
click "Mail Options", located near the top-right side of the mail main page, and then click "Check
Other (POP) Mail."

5.7 Signing Out

To prevent someone else from using the "Back" button or the History function, each time you
exit your account you should sign out, close the browser, and clear the cache. Another person on
the computer after you, would be returned to the login screen each time they try to view the
history. This is especially important if you use a public or shared computer.

To sign out:

 Click the "Sign Out" link in the upper-left or right area of the page.
 Click the "Return to Yahoo! Mail" link.

While using Yahoo! Messenger, if you check the "Remember ID & Password" box during sign
in, the Yahoo! Messenger software client will sign into your account and connect whenever the
program is started. Additionally, the Yahoo! Messenger client may automatically open a browser
and sign into your Yahoo! account.

To stop that from happening, you should make sure the box is not checked next to "Automatically
sign me in to Yahoo! Mail, Address Book, and Calendar when I click on a link to them from
Messenger." That preference is found in the Yahoo! Messenger client, under "File > Preferences
> General." To learn more about Yahoo! Messenger or to read the answers to general questions,
please visit the Yahoo! Messenger help pages.

If you don't sign out, it will be possible for someone else using the same computer to access your
account if they return to Yahoo!. Within eight hours of your last login, they will have access to
your Yahoo! Mail account. If you only log out of Yahoo! Mail but not your Yahoo! account, that
person will have access to many other parts of your Yahoo! account, including your My Yahoo!,
Briefcase, etc.
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Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa

 Introduction to Computing (All First Years)

5.8 Glossary of Internet Terms

A
 ActiveX: a loosely defined set of technologies developed by Microsoft for sharing
information among different applications. ActiveX is an outgrowth of two other Microsoft
technologies called OLE (Object Linking and Embedding) and COM (Component Object
Model).
 Address Book: a listing of people and their email addresses associated with each Yahoo!
Mail account.
 AddressGuard: a feature of Mail Plus that allows you to create and use disposable email
addresses.
 Album: a container in a Yahoo! Photos account that holds one or more photos.
 Ascending order: from smallest to largest; for alphabetical sorting, from A to Z; for date
sorting, from oldest to most recent.
 Attachment: a separate file included as part of an email message; for example, a
multimedia or document file.

B
 Base name: the first part of your disposable address, which is common to all the
addresses you create using AddressGuard.
 Blocked address: an email address or domain from which you never want to receive
messages.
 Bulk folder: a permanent folder that SpamGuard or SpamGuard Plus uses to hold
messages it identifies as spam.

C
 Case-sensitive: lower and uppercase letters are not treated the same; for example, a is not
the same as A.
 Category: a group of contacts in your Yahoo! Address Book.
 Condition: the part of a filter that defines what constitutes a matching message.
 Contact: a person with whom you interact; someone to whom you might want to send an
email message.

D
 Descending order: from largest to smallest; for alphabetical sorting, from Z to A; for date
sorting, from most recent to oldest.
 Disposable email address: a customized email address that you create using
AddressGuard to protect your regular Yahoo! Mail Plus address.
 Domain: a set of Internet addresses, such as for a web site or email. On the Web, a
domain is the part after "www." such as "my-domain.com".
 Download: to transfer a file from a remote computer to your computer.

E
By Mensah Louis, PROF GATE@UMaT
 For Bsc Geomatic,Minning,Meneral Engineering Students Level 100

August, 2010

 Email domain: a set of Internet addresses, such as for a web site or email. In email
addresses, a domain is the part after the "@", such as "my-domain.com".
 External email account: an email account that uses a mail server other than the Yahoo!
Mail server.

F
 Filter: a rule that Yahoo! Mail uses to direct an incoming message to a particular folder.
 Folder: a container in a Yahoo! Mail account that holds email messages.

I
 Inline photo: a photo that appears in the body of an email message.

J
 Junk mail: unsolicited email on the Internet; also called spam.

K
 Keyword: the unique, second part of a disposable address you create using AddressGuard.

L
 List: a group of contacts to whom you want to send the same email message.

M
 Mail server: an application that receives incoming email and forwards outgoing email for
delivery. A computer dedicated to running such applications is also called a mail server.
 Member account: an account linked to the primary account, typically for another member
of the household; same as sub account.
 Message header: the information used to deliver an email message, including the To,
From, Date, and Subject fields.
 Mobile device: a wireless communication device for exchanging voice, text, and/or
graphic information; includes pagers, mobile phones, web phones, two-way pagers,
PDAs, and Internet appliances.

N
 Nickname: a shortcut to a person's email address.

P
 Permanent folder: a mail folder that is automatically created in a Yahoo! Mail account
and cannot be deleted.
 Personal folder: a mail folder that users create.
 POP3: Post Office Protocol 3, a standard client/server protocol for receiving email in
Page 5–134

which a mail server receives and holds email messages for you.
 Primary account: the person who has financial responsibility for a household's Yahoo!
Plus account; same as primary member.
Prepared by Mr A. K. Ansah Comter Science and Engineering Department (UMaT) - Tarkwa
 Introduction to Computing (All First Years)

 Primary email address: the main email address associated with the primary member's
Yahoo! account.
 Primary member: the person (an adult) who has financial responsibility for a household's
Yahoo! Plus account; same as primary account.

R
 Resolution: the number of pixels in a digital photo; indicates how fine or coarse the
image appears when printed or viewed on a computer monitor.
S
 Scan: the process of checking files to see if they contain known viruses.
 Slideshow: a self-running presentation that displays larger versions of the photos, one at a
time, on a Yahoo! Photos page.
 Spam: unsolicited email on the Internet; also called junk mail.
 Spammer: someone who sends spam.
 Staging area: the area of the Select Files page where you can collect photos until you are
ready to insert them into your message.
 Sub account: an account linked to the primary account, typically for another member of
the household; same as member account.
 Synchronize: to cause items in multiple locations to match exactly.

T
 Text messaging: a feature that allows users to receive text messages on a mobile device.
 Thumbnail: a small version of an image often linked to a larger version.
 Training history: the information that SpamGuard Plus collects about the messages that a
user considers spam and not spam.

V
 Virus: a computer program that attaches itself to other programs and causes harm to
computer software, data, and/or hardware, often undetected until it is too late.

W
 Web-based mail client: a program (usually a web site) that any computer with an Internet
connection and a web browser can use to access the mail server.

XYZ
 Yahoo! Briefcase: a tool that allows you to store files online and then accesses them from
anywhere using a browser.
 Yahoo! ID: the name by which a person is known to the Yahoo! network. Typically this
is the person's Yahoo! email address without "@yahoo.com".
 Yahoo! Toolbar: a free, customizable toolbar that allows you to use your favourite
Yahoo! features from buttons on your browser.

By Mensah Louis, PROF GATE@UMaT