lOMoARcPSD|26466946

Computer packages notes

Information Technology (Mount Kenya

University)

Downloaded by francis 0chieng

Studocu is not sponsored or endorsed by any college or university

Downloaded by francis 0chieng

 LECTURE NOTES

Computer packages

LECTURE OUTLINE

Course No. STCA-301 Credits: 2 (1+1) Course Title:

Introduction to Computer Applications

Downloaded by francis 0chieng

 THEORY
S. No. Topic/Lesson

1 Introduction to Computers, Definition, Advantages & Limitations

2 Anatomy of Computers – Components of Computers and its functions -

Overview of Input devices of Computer

3 Overview of Output devices of Computer, Memory, Processors, Hardware,

Software & Speed

4 Types of Software – Operating System, Translators & Programming languages

5 Types of Software – Application Programmes, Utility Programmes & General

Purpose Programmes, Classification of Computers

6 Operating System – Functions of OS – Types of OS-DOS and WINDOWS,

Booting process
7 Some fundamental DOS commands – FORMAT, DIR, COPY, PATH,

LABEL, VOL, MD, CD, DEL and TREE

8 WINDOWS:GUI, Desktop and its elements, Anatomy of a window – Title

Bar, Minimize, Maximize, Restore and Close Buttons, Scroll Bars, Menus and

Tool - Starting and shutting down of windows

9 WINDOWS Explorer , working with organization of files and folders, Copy,

Move and Print files – setting time and date

10 MSWORD: Word processing and units of document, features of wordprocessing
packages

11 MSWORD: Creating, Editing, Formatting and Saving a document in

MSWORD – Features of File, Edit and Format menus

12 MSEXCEL: Electronic Spreadsheets – concept, packages, creating, editing and saving
a spreadsheet with MSEXCEL

13 MSEXCEL: Use of in-built Statistical and other functions and writing expressions,
Creating Data Analysis option in Tools Menu, Use of Data Analysis Tools –
Correlation and Regression, t-test for two samples, Creating
Graphs

14 Internet - World Wide Web (WWW), Concepts

Downloaded by francis 0chieng

 PRACTICALS
S .No. Topic

1 Study of Computer Components – Booting of Computer and its Shut

Down
2 Practice of some fundamental DOS commands – TIME, DATE, DIR,

MD, CD, RD, DEL, TREE, COPY, VOL and LABEL

3 Practicing WINDOWS Operating System – Use of Mouse, Title Bar, Minimum,
Maximum and Close Buttons, Scroll Bars, Menus and Tool
Bars

4 WINDOWS Explorer – Creating Folders, COPY and PASTE functions

5 MSWORD – Creating a Document, Editing and Saving

6 MSWORD: Use of options from the Tool Bars – Format, Insert and Tools

(Spell Check), Alignment of paragraphs and Text

7 MSWORD: Creating a Table, Merging of Cells, Columns and Row

Width
8 MSEXCEL: Creating a Spreadsheet, Alignment of Rows, Columns and

Cells using Format Tool Bar

9 MSEXCEL: Entering formula expression through the formula tool bar and use of
inbuilt functions – SUM, AVERAGE and STDEV

10 MSEXCEL: Data Analysis using inbuilt Tool Packs – Correlation and

Regression

Downloaded by francis 0chieng

 11 MSEXCEL: Data Analysis using inbuilt Tool Packs – tests of significance

12 MSEXCEL: Creating and Saving Graphs

13 Transforming the data of WORD and EXCEL to other forms

14 MSEXCEL: Data Analysis using inbuilt Tool Packs – tests of significance

15 Internet Explorer – Using Search Engines

INTRODUCTION

Definition : A Computer is an electronic device that can perform activities that involve Mathematical, Logical and
graphical manipulations. Generally, the term is used to describe a collection of devices that function together as a
system.
It performs the following three operations in sequence.

1. It receives data & instructions from the input device.

2. Processes the data as per instructions.

3. Provides the result (output) in a desired form.

Data : It is the collection of raw facts, figures & symbols.

Ex : Names of students and their marks in different subjects listed in random order.

Downloaded by francis 0chieng

Information : It is the data that is processed & presented in an organized manner.

Ex : When the names of students are arranged in alphabetical order, total and average marks are
calculated & presented in a tabular form, it is information.
Program : Set of instructions that enables a computer to perform a given task.

Advantages of computers :

1. High speed : Computers have the ability to perform routine tasks at a greater speed than human beings. They
can perform millions of calculations in seconds.
2. Accuracy : Computers are used to perform tasks in a way that ensures accuracy.
3. Storage : Computers can store large amount of information. Any item of data or any instruction stored in the
memory can be retrieved by the computer at lightning speeds.
4. Automation : Computers can be instructed to perform complex tasks automatically ( which increases the
productivity).
5. Diligence : Computers can perform the same task repeatedly & with the same accuracy without getting tired.
6. Versatility : Computers are flexible to perform both simple and complex tasks.
7. Cost effectiveness : Computers reduce the amount of paper work and human effort, thereby reducing costs.
Limitations of computers :
1. Computers need clear & complete instructions to perform a task accurately. If the instructions are not clear &
complete, the computer will not produce the required result.
2. Computers cannot think.

3. Computers cannot learn by experience.

Generations of computers :
Generation Component used

First Generation (1946-1954 ) Vacuum tubes

Second Generation (1955-1965) Transistors

Downloaded by francis 0chieng

 Third Generation (1968-1975 ) Integrated Circuits (IC)

Fourth Generation ( Very Large Scale Integrated Circuits

1976-1980) (VLSI)

Fifth Generation Ultra Scale Integrated Circuits (ULSI)

(1980 – till today ) Micro Processor (SILICON CHIP)
******

ANATOMY OF COMPUTERS

The computer system consists of three units:

1. Input device 2. Central Processing Unit (CPU) 3. Output device

Block diagram of a Computer :

Downloaded by francis 0chieng

CENTRAL PROCESSING UNIT

Memory unit

INPUT DEVICE
ALU OUT PUT DEVICE

Control Unit

The various functions of these units can be summarized as:

Unit Function

1. Input device : Reads information from input media and enters to the computer in a
coded form
2. CPU

(a) Memory unit : Stores program and data

(b) Arithmetic Logic unit : Performs arithmetic and logical functions

(c) Control Unit : Interprets program instructions and controls the input and
output devices
3. Output device : decodes information and presents it to the user

Central Processing Unit: It is the part of the computer that carries out the instructions of a computer program. It is the
unit that reads and executes program instructions. Hence it is known as the ―brain‖ of the computer. The CPU consists
of storage or memory unit, Arithmetic Logic Unit (ALU) and control unit.

(a). Memory Unit: It is also known as the primary storage or main memory. It stores data, program instructions, internal
results and final output temporarily before it is sent to an appropriate output device. It consists of thousands of cells
called ―storage locations‖. These cells activate with ―off-on‖ or binary digits(0,1) mechanism. Thus a character
either a letter or numerical digit is stored as a string of (0,1) Binary digits ( BITS). These bits are used to store
instructions and data by their combinations.

(b) Arithmetic and Logical Unit(ALU): It is the unit where all Arithmetic operations (addition, subtraction etc.) and
logical functions such as true or false, male or female are performed. Once data are fed into the main memory from

Downloaded by francis 0chieng

input devices, they are held and transferred as needed to ALU where processing takes place. No process occurs in
primary storage. Intermediate generated results in ALU

are temporarily placed in memory until needed at later time. Data may move from primary memory to ALU and back
again to storage many times before the process is finalized.

(c).Control Unit : It acts as a central nervous system and ensures that the information is stored correctly and the
program instructions are followed in proper sequence as well as the data are selected from the memory as necessary. It
also coordinates all the input and output devices of a system .

Input Devices

Devices used to provide data and instructions to the computer are called Input devices.

Some important input devices are

Key board, Mouse, Scanner, MICR, Web camera, Microphone etc.

1. Keyboard: The Key board is used for typing text into the computer. It is also known as standard Input device. A
computer keyboard is similar to that of a type writer with additional keys. The most commonly available
computer keyboard has 104 keys.

There are different types of keys on the keyboard. The keys are categorized as :

• Alphanumeric keys , including letters & numbers.

• Punctuation keys, such as colon (:), semicolon (;) Question mark (?), Single &

double quotes (‗,‖)

• Special keys such as arrow keys, control keys, function keys (F1 to F12), HOME, END etc.

2.. Mouse: It is a device that controls the movement of the cursor on a monitor. A mouse will have 2 buttons on its
top. The left button is the most frequently used button. There will be a wheel between the left and right buttons. This

Downloaded by francis 0chieng

 wheel enables us to smoothly scroll through screens of information. As we move the mouse, the pointer on the monitor
moves in the same direction. Optical mouse is another advanced pointing device that uses a light emitting component
instead of the mouse ball. Mouse cannot be used for entering the data. It is only useful to select the options on the
screen.

3. Scanner: : It is an input device that can read text or illustrations printed on paper and translate into digital form. The
main advantage of these scanners is that the data need not be entered separately resulting in saving lot of time.

Scanners are of two

types: i) optical scanners ii) MICR i) Optical scanners:

a. Optical character Recognition(OCR): In this, characters are read with the help of a light. This is used in office
atomization, documentation in library etc.
b. Optical mark recognition(OMR): It is a technology where an OMR device senses the presence or absence of a mark such
as a pencil mark. OMR is used in tests such as aptitude tests.
c. Optical barcode recognition(OBCR): Barcode readers are photoelectric scanners that read the bar codes or vertical zebra
striped marks printed on product containers. This is used in super markets, book shops etc.
ii. MICR: This is widely used in banks to process the cheques. This allows the computer to recognize characters printed
using magnetic ink.

4. Magnetic Ink Character Recognition(MICR): : It is a character recognition technology used primarily by the
banking industry to facilitate the processing of the cheques. MICR characters ( cheque No., Acc.No.etc) are printed in
special ink usually containing iron oxide. When a document that contains the ink needs to be read, it passes through a
machine which magnetizes the ink and there will be a reader sorter unit which translates the magnetic information into
characters. MICR provides a secure, high speed of scanning and processing information. It scans about 2600
cheques/min.

Output devices

Any device that is capable of representing information on a computer is called an Output device.

Output devices receive information from the CPU and present it to the user in the desired form.

Some important Output devices are : Monitor, Printer

Downloaded by francis 0chieng

1 .Terminal/Monitor: It is similar to TV screen- either a monochrome (black & white) or colour – and it displays the
output. It is also referred as Visual Display Unit(VDU). Several types of monitors are in use. Some of them are Colour
Graphic Adapter(CGA), Enhanced Graphics Adaptor(EGA) , Video Graphics Adapter (VGA) and Super Video
Graphics Adapter (SVGA).
The screen sizes differ from system to system. The standard size is 24 lines by 80 characters. Most systems have
provision for scrolling which helps in moving the text vertically or horizontally on the screen.

2 . Printer: A printer is used to transfer data from a computer onto paper. The paper copy obtained from a printer is often
referred as ―printout‖. The different printers and their speeds are as follows:
S. No. Type Mode of Printing Speed

1 Dot – Matrix printer Prints the character in dotted pattern 200/300 to 700
through printer ribbon using either 24 pin
or 9 pin CPS

2 Ink Jet printer Work by spraying ionized ink Slow, 90 CPS

3 Laser printer Also called page printer. Uses laser beam to 6 to 12 PPM
produce an image.

4 Line printer Prints lines at a time instead of single 300 to 600 LPM
characters.

5 Plotter Produces drawings or graphs through pens

which are filled with different colours.

( CPS: Characters Per Second; PPM: Pages Per Minutes; LPM : Lines Per Minute)

Laser printer

******

Downloaded by francis 0chieng

 MEMORY OF THE COMPUTER
Memory or storage capacity is one of the important components of a computer. Any storage unit of a computer system
is classified on the basis of the following criteria:

1. Access time: This is the time required to locate and retrieve stored data from the storage unit in response to
program instructions.

2. Storage capacity: It is the amount of data that can be stored in the storage unit.

3. Cost per bit of storage.

Units of memory: The computer stores a character in the storage cells with binary (0,1) mechanism. Thus the basic unit
of memory is a bit (binary digit – 0,1). To store a character, a computer requires 8 bits or 1 byte. This is called the ―
word length‖ of the storage unit. Hence the storage capacity of the computer is measured in the number of words it can
store and is expressed in terms of bytes. The different units of measurement are

8 Bits = 1 Byte 210

(or) 1024 Bytes = 1 Kilo Byte (KB)
210 (or)1024 KB = 1 Mega Byte (MB)

210 (or)1024 MB = 1 Gega Byte (GB)

Conversion :

ASCII – American Standard Code for Information Interchange.

This code has given alphabets like some numbers which can be converted to Binary form.

A- 65 …….Z – 90 and a – 97................z – 121

By using these codes the alphabets can be converted to digital & hence to Binary form.

Types of Memory : A computer memory is of two types

1. Primary Memory ( Internal storage) 2. Secondary Memory ( External storage)

Primary Memory : Primary memory is also called internal memory and is an important part of a computer. It is the
main area in a computer where the data is stored. The stored data can be recalled instantly and correctly whenever
desired. This memory can be quickly accessed by the CPU for reading or storing information. Primary memory is
further classified into two types:

Random Access Memory (RAM) and Read- Only Memory (ROM

) RAM:

Downloaded by francis 0chieng

 RAM is also known as read/write memory as information can be read from and written onto it. RAM is a place in a
computer that holds instructions for the computer, its programs and the data. The CPU can directly access the data from
RAM almost immediately. However, the storage of data and instructions in RAM is temporary, till the time the
computer is running. It disappears from RAM as soon as the power to the computer is switched off. i.e it is volatile
memory.

ROM:

It is called Read-only memory as information can only be read from and not written or changed onto ROM. ROM is the
‗built-in‘ memory of a computer. It stores some basic input – output instructions put by the manufacturer to operate the
computer. The storage of data and instructions in ROM is permanent. It does not depend on the power supply. i.e it is
nonvolatile memory.

Secondary memory: The primary memory which is faster (and hence expensive) is generally not sufficient for large
storage of data. As a result, additional memory, called the ―auxiliary‖ or ―secondary memory‖ is used. It is
also
referred as ―backup storage‖ as it is used to store large volume of data on a permanent basis which can be transferred
to the primary memory whenever required for processing. Data are stored in secondary storage in the same binary codes
as in the main (primary memory) storage. Some of the devices of secondary storages are Floppy Disk, Hard Disk,
CDROM, DVD and Flash drive.

1. Floppy Disk: It is also referred as ―Diskette: and is made of flexible Vinyl material. It has a small hole on one side
called ―Right protect notch‖, Which protects accidental writing/deleting the information from the disk. There is a hole
in the centre through which the spindle of drive unit rotates the disk. The disks are available in two sizes of 5.25 and 3.5
inches and these could be either lowdensity or high-density floppies. Storage capacity of floppies are measured in
kilobytes (KB) and megabytes (MB). The details about the storage capacities of the floppies are presented below:
Floppy Disk Storage Capacity Size (Diameter)
Low Density 360 KB 5.25 inches
High Density 1.2 MB 5.25 inches
High Density 1.44 MB 3.5 inches
Extended 2.8 MB 3.5 inches

Downloaded by francis 0chieng

2. Hard Disk: The hard disk can hold more information than the floppy disk and the retrieval of information from hard
disk is faster when compared to floppies or tapes. A hard disk is fixed inside the CPU and its capacity ranges from 20
MB onwards. The hard disk is made up of a collection of discs (one below the other) known as platters on which the
data is recorded. These platters are coated with magnetic material. It is less sensitive to external environmental disorders
and hence the storage in hard disk is safe. A small hard disk might be as much as 25 times larger than a floppy disk.
Storage Capacity of hard disks varies from 20 MB to several Gega bytes like 80GB, 160GB.

3. CD-ROM: CD-ROM stands for Compact Disk–Read Only Memory. It is used to store a wide variety of information. Its
main advantage is that it is portable and can hold a large amount of data.. The storage capacity of most CD-ROMs is
approximately 650 MB or 700 MB.
CD-ROMs have the following variations:

(i) CD-R(Compact disc Recordable): Data can be written onto it just once. The stored data can be read. Data once written
onto it cannot be erased.
(ii) CD-RW(Compact disc Rewritable): It is also called erasable CD. Data once written onto it can be erased to write or
record new information many times.
To use a CD-ROM, a device called CD drive is needed.

4. DVD: DVD stands for Digital Versatile Disc. It is similar to a CD-ROM, except that it can store larger amounts of data.
The storage capacity of a DVD is at least 4.7MB. DVDs that can store up to 17GBs are also available. Because of their
capacity, DVDs are generally used to store a very large multimedia presentations and movies that combine high quality
sound and graphics.

5. Flash Drive: It is a small, portable device that can be used to store, access and transfer data. Due to its small size, it is
commonly called Pen drive. It is also called USB drive. We can read, write, copy, delete, and move data from computer
to pen drive or pen drive to computer. It comes in various storage capacities of 2GB, 4GB, 8GB etc. It is popular because

Downloaded by francis 0chieng

it is easy to use and small enough to be carried in a pocket. This device is plugged into the USB port of the computer and
the computer automatically detects this device.

******

HARDWARE and SOFTWARE

Hardware: The physical components of the computer are known as ―Hardware‖. It refers to the objects that we can
actually touch.

Ex: input and output devices, processors, circuits and the cables.

Software: Software is a program or set of instructions that causes the Hardware to function in a desired way. The basic
difference between the Hardware and Software is just the same as that exists between TV and TV studio. Without TV
studio (software) from where the programs are telecast, the TV (Hardware) is a dead machine.
There are five categories of software. They are:

1. Operating System 2. Translators 3. Utility programs 4. Application programs

5. General purpose programs

Downloaded by francis 0chieng

1. Operating System (OS) : The software that manages the resources of a computer system and schedules its
operation is called Operating system. The operating system acts as interface between the hardware and the user
programs and facilitates the execution of programs.

Generally the OS acts as an interface between the user and the Hardware of the computer.

i.e It is a bridge between the user and the Hardware.

The User interface provided by the OS can be character based or graphical.

CUI -- Character user Interface

GUI -- Graphical user Interface

CUI : It is operated with keyboard only. Ex: MS-DOS, UNIX

GUI : The system can be operated with mouse and keyboard. Ex: Windows 95, Windows XP etc

• Disk Operating System (DOS): It was developed as early as 1980 by Bill Gates at the age of 19. It is suited
for personal computers. Dos is a single user and single task operating system

• WINDOWS : It works with DOS and it supports single user and multitask system. It requires a powerful
PC with a minimum RAM of 8 MB .

• UNIX AND XENIX: It is suited for multi-user and multi-task system

2. Translators : Computers can understand instructions only when they are written in their own language – the
machine language . Therefore, a program written in any other language should be translated into machine language.
The software that ―translates‖ the instructions of different languages is known as translators .
There are two types of translators. They are compilers and Interpreters

A Compiler checks the entire user – written program (known as the source program) and if it is error free,
produces a complete program in machine language (known as object program). The source program is retained for
possible modifications and corrections and the object program is loaded into the computer for execution. If the source
program contains errors, the compilers produce a list of errors at the end of the execution of the program. i.e a compiler
translates the whole program before execution.
An interpreter does a similar job but in a different style. The interpreter translates one statement at a time and if it is
error – free, executes. This continues till the last statement. Thus an interpreter translates or executes the first
instruction before it goes to the second, while a compiler translates the whole program before execution.

The major difference between compiler and interpreter is

Downloaded by francis 0chieng

 1. Error correction is very much simpler in the case of interpreter as it translates the statements in
stages.
The compiler produces an error list of the entire program at the end.

2. Interpreter takes more time for the execution of the program compared to compilers as it translates
one statement at a time

Programming Languages: There are three types of programming languages.

1. Machine Languages: Computers respond only to machine language. This language is in terms of binary codes
(0,1). i.e. all programs should be written with these codes, which is difficult, time consuming and leading to
errors while writing the programs. There is no unique standard machine language. Rather there are many
machine languages. These are machine dependent. These are referred as the first generation languages.

2. Assembly Languages : It uses mnemonic codes rather than numeric codes (as in machine languages). Ex. Add or
A is used as a symbol for addition. It requires translators to convert into machine language. Like machine
language, writing program in assembly language is also time consuming. These are also machine dependent.

3. High Level Languages (HLL): These are referred as problem oriented languages (POL). These are referred as
third generation languages. The advantages of these languages are

• The high level languages are convenient for writing programs as they can be written without any codes.
These languages follow rules like ―English‖ language.

• Because of their English like nature, less time is required to write a program.

• They are machine independent. A program written in any HLL can be run on computers of different types
without any modifications.

Several High Level Languages which are in common use:

FORTRAN : FORmula TRANslation

COBOL : Common Business Oriented Language

BASIC : Beginner‘s All purpose Symbolic Instruction

Code PROLOG: PROgramming in LOGic

ALGOL : ALGOrithmic Language

3. Utility Programs: These are pre-written programs supplied by the manufacturer for maintaining day to day
activities of computer system.

Downloaded by francis 0chieng

 Example: COPY, SORT, MAILING, virus scanning software etc.,

4. Application Programs: These are user written programs to do a specific job which can be changed to meet the
individual needs. These programs are written in different languages such as BASIC or C or by using database
packages like dBASE, Oracle.

Example: Payroll, Billing, Railway Reservation etc.

5. General Purpose Packages: These packages are developed to suit the needs of research workers / scientists in
different fields. These packages are categorized as :

i) Data Analysis ii) Word Processing iii) Spread Sheet iv) Graphics and v) Databases

Data Analysis

Ex: SPSS (Statistical Package for Social Science),

MSTAT, MICROSTAT, GENSTAT, SAS etc.

Word Processing
Ex: WORD PERFECT, WORDSTAR, MS-Word, CHIRATOR, NORTON EDITOR etc.

Spread Sheet

Ex: LOTUS, Qpro, VP-PLANNER, SYMPHONY, MS-Excel etc.

Graphics

Ex: LOTUS, STORY-BOARD, POWER-POINT etc.

Databases

Ex: dBASE, FOX-BASE, FOX-PRO, ORACLE, MS-Access etc.

Functions of Operating System :

Today most operating systems perform the following important functions :

1. Processor management : It manages the assignment of processor to different tasks being performed by the
computer system.
2. Memory management : It manages the allocation of main memory and other storage areas to the system
programmes as well as user programmes and data.

Downloaded by francis 0chieng

 3. Input / Output management : It manages the co-ordination and assignment of different Input and Output devices
while one or more programmes are executed.

4. File management : It allows all files to be easily changed and modified through the use of text editors or some
other file manipulation routines.

5. Establishment and enforcement of a priority system : It determines and maintains the order in which jobs are to
be executed in the computer system.

6. Interpretation of commands and instructions.

7. Facilitates easy communication between the computer system and the computer operator. *******

Classification of Computers

Computers are classified according to the storage capacity, speed and the purpose for which they are developed.
These can be classified into three types:

1. Analog Computes 2. Digital Computers 3. Hybrid Computers

Downloaded by francis 0chieng

1. Analog computers: They operate by ―measuring‖ instead of ―counting‖. The name (derived from
greek word analog) denotes that the computer functions by establishing similarities between the two
quantities. They are powerful tools for solving differential equations.

2. Digital Computers: These computers operate by ―counting‖. All quantities are expressed as discrete digits or
numbers. These are useful for evaluating arithmetic expressions and manipulations of data.

3. Hybrid Computers: Computers which combine the features of analog and digital computers are known as
Hybrid computers.
A majority of the computers that are in use are digital. These computers were essentially developed for
computations. Later, the developments in the computers led to the use of digital computers in variety of
applications. Depending on the use of applications, the digital computers are classified into 1) Special Purpose
Computers and 2) General
Purpose Computers

1. Special Purpose Computers: These are developed with a specific purpose. Some of the areas where these
computers are being used are – soil testing, drip irrigation, medical scanning, traffic signals, spacecraft, rocket
technology etc.,

2. General Purpose Computers: These are developed to meet the requirements of several areas such as simulation,
solving mathematical equations, payroll and personnel database. These computers are available in different sizes
and capabilities and are further classified (based on memory, speed, storage) as follows.

a) Super Computers b) Mainframe Computers c) Mini Computers d) Micro Computers

a) Super Computers: These have extremely large storage capacities and computing speeds which are
atleast 10 times faster than other computers. These are used for large scale numerical problems in
scientific and engineering disciplines such as electronics, weather forecasting etc.,. The first super
computer was developed in U.S.A. by CRAY computers. In India the indigenous super computer was
developed under the name Param.
b) Mainframe Computers: They also have large storage and high computing speed (but relatively lower
than the super computers). They are used in applications like weather forecasting, space applications
etc., they support a large number of terminals for use by a variety of users simultaneously, but are
expensive
c) Mini Computers: It is a medium sized computer with moderate cost, available indigenously and used
for large volume applications. It can serve multi-users simultaneously

Downloaded by francis 0chieng

 d) Micro Computers: A micro computer is the smallest general purpose processing system. Micro
computers are also referred as ―personal computers‖(PC). These are self contained units and usually
developed for use by one person at a time but can be linked to very large systems. They are cheap, easy
to use even at homes and can be read for variety of applications from small to medium range. These are
available in three models:

1. PC : Personal Computer

2. PC-XT : PC with Extended Technology

3. PC-AT : PC with Advanced Technology

*****

PERSONAL COMPUTERS

Personal Computer: A personal computer has a Monitor (VDU), a keyboard , Disk Drive (s), printer and CPU. The
CPU of PC has a mother board with several chips mounted on a circuit board. The major components of the circuit board
are : Microprocessor, RAM and ROM chips and other supporting circuits.

Microprocessor: The Microprocessor chip is like a brain of human being which contains circuits and registers to
perform arithmetic, logic and control functions. i.e it contains ALU & CU. These chips will be able to retrieve data
from the input output devices, store, manipulate and process a byte of data at a time. There is an address bus which is
built into these chips to determine the storage locations (of RAM) of the data and the instructions of the program.

Over the years, different microprocessors were developed and the first in the series is INTEL 8080. The other
procesors are 8088, 80286, 80386, 80486, Pentium I, II, III and Pentium 4. The Pentium 4 can execute any piece of code
that ran on the original 8088, but it does it about 5000 times faster.

Clock Speed: The speed with which the instruction is executed or number of pulses per second is called the clock
speed.
It is measured in terms of million pulses per second (MHZs).

The following table gives the differences among the different processors that intel has introduced over the years :
S.No. Microprocessor Date Transistors Clock speed Data width
1 8080 1974 6000 2MHZ 8 bits
2 8088 1979 29,000 5 MHZ 16 bits
8-bit bus

Downloaded by francis 0chieng

 3 80286 1982 134,000 6 MHZ 16 bits
4 80386 1985 275,000 16 MHZ 32 bits
5 80486 1989 1,200,000 25 MHZ 32 bits
6 Pentium I 1993 3,100,000 60 MHZ 32 bits
64-bit bus
7 Pentium II 1997 7,500,000 233 MHZ 32 bits
64-bit bus
8 Pentium III 1999 9,500,000 450 MHZ 32 bits
64-bit bus
9 Pentium 4 2000 42,000,000 1.5 GHZ 32 bits
64-bit bus
10 Pentium 4 2004 125,000,000 3.6 GHZ 32 bits
―Prescott‖ 64-bit bus

Peripherals: The input, output and secondary storage units like floppy drives, keyboard, mouse, etc., are called
peripherals.
Classification of PCs: PCs are mainly classified on the basis of primary memory (RAM), Microprocessor, clock speed
and peripherals. The classification is presented in the following table:
S.No. PC-Type RAM Microprocessor Clock speed Peripherals
1 PC 640 KB 8088/8086 8 MHZ Floppy Drives,
key board and
printer
2 PC-XT 1 MB 8088/8086 18 MHZ Floppy Drives,
HardDisk Drive, Key
board and printer

3 PC-AT 1 MB to 80286 to 80486 25 MHZ and Floppy drives, Hard

above disk, Keyboard, Mouse
32 MB
and Printer

Working with personal computers

Drives of the computer: A computer can have Floppy Disk Drive along with Hard Disk drives in the system. These
are referred as follows:

Floppy Disk Drive : A or B

Hard Disk : C

Downloaded by francis 0chieng

Booting of the Computer: Booting imply ―activating‖ the computer for working. Thus, when the computer is
switched on, the operating system residing in the floppy or in the hard disk is transferred into the primary memory. After
this, the computer is ready to accept the commands at user terminal. If OS is not existing either in floppy drive or in the
hard disk drive, ― non-system or disk error‖ is flashed on the screen. The booting of the computer is carried out with a
software which resides on ROM chip called BIOS ( Basic Input Output System). Thus when a PC with system disk
either in Hard-
Disk Drive or Floppy Drive is switched ―on‖, the screen finally displays one of the following symbols with a blinking
cursor at its end:

a) A:\> This imply that the computer is booted through Floppy drive `A‘ and is ready to accept DOS commands.
The symbol ―\>‖ is referred as DOS prompt from where DOS commands can be entered.

b) C:\> It imply that the PC is booted through the Hard-Disk Drive `C‘.

Booting is essential whenever the system is locked or switched-off. A PC can be booted through two ways: a)
Cold Booting b) Warm Booting.
a) Cold Booting: It is only switching OFF the system and after some time again switching ON.

b) Warm Booting: It is carried out by pressing the following three keys simultaneously : Ctrl + Alt +
Del. It is preferable to cold booting as it safeguards the system from sudden power fluctuations resulting out of
switching ON and OFF the system.
******

Downloaded by francis 0chieng

 MS-DOS

MS-DOS is a collection of programs and other files. It is a single user and single programming environment.
MS-DOS is designed to provide a method of organizing and using the information stored on disks, application programs,
system programs and the computer itself.

Files and File names: A file is a collection of related information. The files should have suitable names for their
identification in later use.
Rules for naming the files:

1. File names should be of one to eight characters in length with an option of one to three character extension
2. File names can include any one of the following characters: A to Z (or a to z) 0 to 9, $, &, #, @. %, ( ), { } The
characters which are not allowed are:
:, ; + / \ * as these have special meaning

3. A period (.) is used to separate the first part of a file name from the extension.
(LETTER.TXT, RAMA.WK1, etc.,)

4. When a file name includes an extension, it should be referred along with its extension and not only with the first
part

5. Reserved devices names are not allowed. (COMMAND.COM, DATE, etc.,

Types of files in DOS: -

There are different types of files you can create in your computer, according to the usage. To differentiate each file, the
computer will give an extension to identify the different types of files you have created.

Executable Files: The files with extension of either .COM or .EXE are called executable files. These files are directly
executed by typing their names (without the extension) by the computer. A file with .COM extension refers to
COMMAND file name and the other with .EXE extension refers EXECUTABLE program file.
Batch Files: the file containing a series of DOS commands, which are executed automatically one at a time in the order
entered, is known as the batch file. A batch file has the extension .BAT. If the batch file is given a special name
AUTOEXEC.BAT, it is automatically executed when the computer is switched on or during booting.

Backup Files: These are backup files of a file and have extension .BAK. These files are such that their contents can not
be altered (edited). These files are created while working with WORDSTAR package for typing a document.

Downloaded by francis 0chieng

System Files: These are program files developed for system control. They have .SYS extension. Directory: It is a
collection of files, size, date and time of creation of files. The relation between files, directories and disk is similar to
the relation between papers, filing folders and filling cabinets. Just as a cabinet contain papers and other folders, a
directory may contain directories also. The main directory of a drive is called Root Directory into which several
directories and sub-directories may exist.

Types of DOS commands: There are two types of commands: i) internal and ii) external

i) Internal DOS commands: Internal commands are those commands which manage files. They are loaded into the
memory of the PC when PC is booted. These are stored in a large file with file name COMMAND.COM, when a PC is
booted.
1. DIR: Dir displays continuously the directory of file names, file size, date and time of creation.

C:\>dir a:

This command displays the list of files and directories from the drive A i.e. the floppy drive.

It can be specified with two options:

i) Dir/p: It pauses the listing of the directory whenever the screen is full. The next screen load of
files
can be displayed by pressing any key.
ii) Dir/w: displays the files of the directory in a five column format. Only file names and their
extensions will be displayed without the date and time of creation.
The total number of files and remaining bytes are listed.

In addition, DIR can also be specified with wildcard characters (such as * or ?) to list files sharing a
common element in the file name or extension.
Eg: DIR STATS.* : lists all files with STATS and other combinations along with the

extensions. DIR *.COM : lists all files with extension .COM

2. DEL: Deletes a specified file. Syntax: DEL {filename}

Del stats deletes the file ―stats‖.

Del stats.* deletes all extensions of the file ―stats‖.

Suppose you want to delete a file COMPUTER.DOC on A drive, the command will be:

C:> DEL A: COMPUTER.DOC

Downloaded by francis 0chieng

3. COPY: The COPY command is used to copy files from one place to another. The way to execute
copy command is to type COPY leave a space followed by the source file name again a space followed
by destination file.
Syntax: copy {Drive name} <source file> {Drive name} <target file name>

Ex: 1. COPY STATS MATHS copies a file ―STATS‖ with the name ―MATHS‖ on the same drive

2. COPY PATH A:ENTO copies a file ―PATH‖ from the current drive to drive ―A‖ with the file name ―ENTO‖.
3. COPY A:MATHS C:STATS copies a file ―MATHS‖ form drive ―A‖ to drive
―C‖ with the file name

―STATS‖

4. COPY A:MATHS.* C:STATS.* copies all extensions of file ―MATHS‖ form drive A to drive C with name
―STATS‖.
4. REN: The REN command is used to rename the old file with another name. The way to execute
Rename command is to type REN leave a space followed by the old file name again followed by a space and new
file name.
Ex: Suppose if you want to change the name of a file MATHS.TXT to STATS.TXT the following
command will work:
C:\> REN MATHS.TXT RESULT.TXT

5. DATE: It displays current date and asks for new date in (mm)-(dd)-(YY) format. If no date is to be changed, the
old
date can be retained by pressing ―enter‖ key.
Syntax: C:\> Date

6. TIME: displays current time and asks for new tine and if no new time is to be entered, pressing

―enter‖ retains the old time

Syntax: C:\> Time

7. VER: displays the version of DOS

8. CLS : when you want to clear the screen, type in the following command:

C:\> CLS

ii) External commands: External commands are small file programs used for doing specific jobs.

Some of the useful commands :

1. SORT: It sorts the files in alphanumeric order: either A to Z or Z to A

DIR| SORT (or) DIR/ON : Displays all the files in A to Z order

Downloaded by francis 0chieng

 DIR| SORT/R (or) DIR/O-N: Displays all the files in reverse order (i.e Z to A)

2. FORMAT: Formatting a (new) disk imply organizing the new disk into magnetic tracks and sectors
that are readable by DOS. The PC copies files only on a formatted disk.
However, if an old disk is formatted, all the existing files on it would be erased.

Hence this command should be used carefully.

FORMAT a: formats disk in drive ―A‖

3. VOL: This command displays the volume label of the current disk

4. LABEL: It is used to create, change or delete the volume label on the disk

5. PATH: It is used to provide access to files located on other directories or on other disks.
Thus while in ―C‖ drive, one can directly invoke files of DOS, WORDSTAR (WS) (or)
LOTUS directories by giving the following command:
PATH = C:\DOS; C:\WS; C:\LOTUS

This command is generally listed in the AUTOEXEC.BAT files for its execution when the PC is booted

6. MD: It is used to make a new directory (or sub-directory) which is subordinate to the current (or root)
directory. It is specified as follows:

C:\> MD\STATS (or) MD STATS : This command makes (creates) a new directory with the
name
— STATS‖.

7. CD : It is used to change from one directory to the other.

If we have to work with files in the directory ―STATS‖, the directory has to be changed to
―STATS
‖
Ex: C:\>CD\ STATS (or) CD STATS : This command changes the root directory to the directory
―STATS‖.

8. RD: It removes or deletes a directory. To remove a directory, it is essential to first delete all the
files in the directory.
To remove the directory STATS, the command is C:\> RD STATS

Downloaded by francis 0chieng

 9. TREE: It displays the directories and sub-directories existing in a drive with a ―TREE‖ diagram.
The difference between TREE and DIR commands is that: DIR displays all files with its size, date and time of
creation. It also displays only directories with symbol <DIR>
(without files and sub directories in that directory) whereas, TREE displays directories and sub
directories in a drive without files.

*********

Computer viruses and Vaccines:

Def: A VIRUS is a set of instructions (or program) or software prepared to destroy a package and data.

A virus kills data and program files. Although the purpose for developing such softwares is not known, they appear
to be basically developed for a check against the ―piracy‖ of program packages.

Functioning of viruses: viruses reside in executable files such as .COM or .EXE. Thus when PC is switched on,
the virus enters the RAM through .COM (COMMAND.COM) file and starts destructive work of killing data and
program files. Whenever the PC is switched off, they again go back to the executable files.

More than 1000 computer viruses have been identified. They are classified as :

i) File Allocation Table (FAT) based viruses ii )Key board viruses and ii) File based
viruses
Some of the well known viruses are:

Joshi, Die_Hard-2, Jerusalem, Generic, Brain, May_5th, Gumnam, World peace etc., VACCINE:

It is a software developed for removing the viruses.

In DOS version, there are in-built programs to guard against computer viruses. These are anti-virus
programs for both DOS and WINDOWS and a memory resident virus-safe program that guards against the introduction
of files that may be affected by virus.

Some of the anti-virus vaccines are: NASHSOFT, UTSCAN, AVG, AVIRA, Meccaf etc.

*****

Downloaded by francis 0chieng

 WINDOWS

Salient features of Windows Operating System:

1. It converts the plain character based user interface provided by DOS into a Graphical User Interface(GUI) such
as pictures, symbols and words on your screen that can be controlled by the mouse.
2. It provides a multitasking capabilities to the PC.

3. It supports long file name rather than the limited 8 characters with extension of three letter file name (8:3) as
used by DOS. In Windows file name can have name up to 255 characters long.
4. Windows owes its name to the fact that it runs each program or document or application in its own separate
window.
5. Windows have the facility of accessories such as Word pad, Note pad, Calculator and Paint.

6. User can paste portion of one document into another by utilizing more advanced document linking features
called Dynamic Data Exchange (DDE), Object Linking and Embedding (OLE).
7. It provides a big facility of plug and play standard. It allows user to simply plug a new board such as a video,
audio or network card into the computer without having a set of switches or making other settings.
8. If a program crashes, then it will display fault error message about its crash and you can eliminate the crashed
program from the task list without affecting other running applications.

Hardware required for Windows:

Downloaded by francis 0chieng

 1. MS-DOS version 6.0, 6.2, 6.22 2. A PC with atleast
80386 processor.
3. Atleast 8 MB RAM.

4. A Hard disk with atleast 40-MB of free space to install Windows.

5. Monitor (Super VGA , Monochrome or Multicolored)

6. Mouse.

7. CD drive.

Parts of a window screen:

Desktop: The desktop is the on-screen work area on which Windows, Icons, menus & dialog boxes
appear. The Desktop can have several components. Parts of the desktop include Icons & the taskbar.
Components of the Desktop:
• Icons
• Taskbar

Icons: Icon is a small image that represents a file, folder or program.

The text below each icon is the name of the Icon. When we rest the mouse pointer on an icon, a rectangular
box appears. This is referred to as Tooltip. It gives a brief description of the Icon.
By default, there will be 4-5 icons on the desktop.

They are:

• My Computer
• My documents
• Internet Explorer
• Recycle bin
• Network Neighborhood

My Computer: This is the icon which represents all the files & folders which can be used in the system. It is used to
access the drives, folders & files on the computer. i.e Floppy drive(A), Local C, D, E, Printer, Control panel etc.
My Documents: This is the default storage location for the files created in the windows.

Internet Explorer: This is an application used to browse the internet.

Recycle bin: This is a folder that stores all the files & folders deleted from windows temporarily, which can be restored
again if needed.

Downloaded by francis 0chieng

Network Neighborhood: This is an application which display all the computers connected in network with our
computer.
Taskbar: The rectangular bar that runs horizontally across the bottom of the screen is called Taskbar. The Taskbar has
the START menu on the left & the Notification area on the right. We can start an application using the start menu.
Notification area holds system icons that allow for functions such as changing the time & Volume of the Computer.
All the open applications are available on the Taskbar.

Anatomy of a Window:
The window on a desktop is the rectangular area displaying content independently of other areas of the screen.
The different parts of a window are the Title bar, Menu bar, the Toolbar, and the min, max & close buttons. These tools
are used to manage the window & the components within it.

Title bar – This is the title of the window, like your name at the top of a piece of paper. The Title bar is also
the handle for the window. If you click and hold the mouse button down on the title bar, you can move it
around the screen.

▶ Minimize – To have a window take the minimum amount of desktop space possible, click the minimize button.
This drops the window into the Task bar like a piece of paper going into a drawer. The Task bar will show the
task whether or not the window is minimized.

▶ Maximize – To have a window take the maximum desktop space, click the maximize button.
This stretches the window out like an architect‘s floor plan being rolled out over the desk.
 Restore – A maximized window will cover over all the other windows and icons on the desktop.
The Restore button places the window back so that more than one window can display at a time.

Downloaded by francis 0chieng

 ▶ Close (X) – When done with a window, you can have it taken completely off the desktop by closing it. Use the
X button to do this.

Menu bar: The Menu bar displays a list of commands that can be used to perform various tasks. ( this will be below the
Title bar). Menu items are commands within the menu bar that allow choosing of functions & tasks.

Tool bar: contains a set of buttons for frequently used commands.

Scroll Bars: On the bottom and right edges of a window we find scroll bars. They are used to pan across the
information in the window, when we have information which won‘t fit into the window. The Status Bar :The Status
bar appears at the very bottom of the window and provides such information as the cursor position, current page
number, the number of words in the document etc.
Booting in Windows:

• When the computer is switched on, the BIOS is activated.

• The BIOS present in ROM searches for the operating system and drives.

• If there is no OS, it shows non-system or disk error.

• If OS is present, then it transfers the OS from ROM to RAM.

• Then the desktop is displayed on the monitor.

*******

Downloaded by francis 0chieng

Downloaded by francis 0chieng
 WINDOWS EXPLORER

Windows Explorer is an application that provides detailed information about your files, folders, and drives. You can use
it to see how your files are organized and to copy, move, and rename files, as well as perform other tasks pertaining to
files, folders, and drives.
Explorer uses the directory windows to graphically display the directory structure of your disk and files.

Windows Explorer displays the contents of the entire system in a hierarchical manner.

To open Windows Explorer, click Start → All programs → Accessories → Windows Explorer

Windows Explorer is divided into 2 panes. The left pane displays the list of drives & folders on the computer. The right
pane displays the contents of the selected drive or folder. By using these two panes, you can browse through the contents
of your computer in a single window. Folder is a list of files (similar to Directory in MS-DOS)

Working with Folders:

Creating a Folder:

1. From the tree pane : select the directory under which you want to create a sub directory.

2. Choose File→New→Folder. On the right pane of the screen, a new folder is created.

3. Type in the name of the directory and press ENTER. You can notice the change in the tree structure immediately.

Creating files:

After creating a folder, we can move files into it or create new files within the folder.

Selecting files & folders:

Downloaded by francis 0chieng

 i) To select all the files in a folder:

Click the folder in the left pane → All the files will be displayed in the right pane. To
select all --→CTRL + A ii) To select consecutive files:
Use shift key + arrow keys iii) To select non-consecutive
files:

• In the right pane of Windows Explorer, click the first item to be selected.

• Hold down CTRL

• Click all other items that need to be selected.

Copying Files & Folders:

Once we select the files to be copied, the next step is to copy the files.

To copy the files & folders:

i) In Windows Explorer, select the file or folder to be copied.

ii) On the edit menu click copy

( the files are copied to the clip board. The clip board is a location where the information you copy or
cut is temporarily stored) iii) Click the destination folder in the left pane.
iv) In W.Exp, click paste in the Edit menu.

Alternatively, to copy a file or folder, select it and then press ctrl +C. To paste, press ctrl+ V

To move the files or folders:

i) select the folder to be moved. ii) On

the edit menu, click cut
iii) Click the destination folder in the left pane iv) On the edit menu,
click paste.
Alternatively, to cut a file or folder, select and press ctrl +X & then to paste, press ctrl +V.

Renaming files or folders:

i) Select the item to be renamed

ii) Choose File → Rename
iii) Current name gets selected, Type in the new name iv) Press Enter.
Deleting files or folders:

Downloaded by francis 0chieng

 If you do not want certain files or folders, you can delete them. All the files & folders which are deleted are moved
to the recycle bin.
To delete:
i) Select ii) On the file menu, click delete or press delete.
A warning appears prompting you to confirm the file deletion.

iii) If you want to delete, click yes otherwise No.

Note: To delete a file permanently without moving it to the Recycle bin, select the file & then press Shift+ Del.

******

WORD PROCESSING
Definition: Word-processing is essentially typing, editing, and manipulation of a document in a desired form.

Units of the Document:

Since word-processing is concerned with preparation of a document (in a desired form), it is essential to know the
units of the document:

1. Character: It refers to the alphabets, numerical digits, punctuations and other special symbols which are commonly
used in the text.

2. Word: A word is group of characters that are separated from other group of characters by some delimiters like,
comma, full stop and space.

Downloaded by francis 0chieng

3. Sentence: A sentence is a group of words preceded and followed by appropriate delimiting characters.
4. Paragraph: It is a group of one or more sentences, paragraphs are separated by leaving blank lines between them.

5. Pages: It is the amount of text that can be printed on one page of a paper.

6. Chapters: It is a collection of pages

7. Documents and files: It is a group of chapters. Usually, a complete document may be very short such as a memo(or
letter) or very long such as a book consisting of several chapters. These documents are referred as ―Files‖.

Features of Word-processing:

1. Word-wrap
2. cursor control
3. editing
4. formatting
5. spell-check
6. thesaurus
7. macros
8. printing
9. file management
10. mail merge printing

1. Word-wrap: In word-processing packages, the text can be continuously typed and the computer automatically
starts a fresh line when a line is filled up. As soon as the length of a sentence exceeds the right margin, the
corresponding word is automatically adjusted in the following line. This is called ―word-wrap‖. A paragraph is
created only when carriage control is externally given for a sentence.
2. Cursor Control: The four directional keys of the keyboard ( ) helps in locating the text for

editing in much the similar manner as that of a pointer or pencil.

3. Editing: Words or lines can be entered (inserted) or deleted in any part of the text with proper alignment .
Similarly, there is a facility to ‗recover‘ the text which is deleted by mistake or accidentally. Another important
facility is that any ‗word‘ can be replaced by a new word through out the file, wherever the old word appears. In
addition to these, a block of text(which is frequently used) can be prepared and moved or copied wherever
desired in the file.

Downloaded by francis 0chieng

 4. Formatting : The text formatting refers to the way the text is desired to appear on a page. This includes
following functions

• setting left and right margins

• paragraph settings
• line spacing
• selecting font specifications such as underline, bold, italics, superscripts and
subscripts

• setting foot-notes

• number of lines per page

• printing page numbers and headings for ‗Header‘ and ‗Footer‘

• table of contents
• indexing the text
5. Spell-check: Word-processing packages provide checking of spellings facility

6. Thesaurus: It provides synonyms (or words with similar meanings)

7. Macros: A macro is a character or word that represents a series of keystrokes. The ability to define macros
allows us to save a lot of time by replacing common combinations of keystrokes.

8. Printing: It gives a ‗hard‘ copy of the text. The printing can be controlled after printing a fixed number of pages
or can be resumed from any specified page number.

9. File management: This facility allows to create, delete, move & search for files.

10. Mail merge printing: This facility helps in printing same ―original‖ letter with different addresses, so that each
letter is ―original‖ and not a carbon copy.
Word-processing Packages: Several word-processing packages are available. Some of these are listed below:

1. MSWORD (SOFT WORD) 2. WORDSTAR 3. CHIRATOR 4. NORTON EDITOR

*******

Downloaded by francis 0chieng

 MS-WORD

MS- Word is a word processor. The extension name of MS- word is .doc. It is an application used to create, edit, print
and save a document. It allows the user to insert pictures, tables, charts, drawings & features that will make the text
richer & more interactive.
( The term document refers to a file created using word processor)

Starting MS-Word:
Start → All Programs → MS-office→ MS-word MS-word icon is w.

Downloaded by francis 0chieng

The default Word document includes the following layout tools:

• Title bar: displays the document name and the application.

• Menu bar: Contains the list of menus available inside word, each menu contains a specific set of commands.

• Standard toolbar: provides shortcuts in the form of buttons for frequently performed tasks. Formatting
toolbar: Contains a list of formatting options available inside the format menu.

• Horizontal & Vertical rulers: used for measurement purposes like any normal ruler; the default unit of
measure is in inches.

• White page area: is the space area where you type, edit and format your document.

• Insertion point : is the blinking vertical line that indicates the position on the screen where text or graphics will
be placed.

• Task pane : is a small window within the word window that provides shortcuts to commonly used tasks.
• Scroll bars : are used to move up and down or left and right in a document.

• Status bar: displays the details such as the page number the user is working on, section no., page no. out of the
total pages found in the document, line number, column number etc.

Downloaded by francis 0chieng

Standard Toolbar:
This toolbar contains buttons to allow you to perform the basic operations such as opening and closing a document,
moving and printing data.

Function of commonly used buttons

• New: Creates a new blank document based on the default template

• Open: Opens or finds an existing file

• Save: Saves the active file with its current file name, location and file format

• Print: Prints the active file - for more print options go to the File menu and select Print

• Print preview : Shows how the document will look when you print it.

• Spelling & Grammer: Spelling, grammar and writing style checker

• Cut : Removes the selection from the document and places it on the clipboard

• Copy : Copies the selected item(s) to the clipboard

• Paste : Places the content of the clipboard at the insertion point

• Format painter : Copies the format from a selected object or text and applies to other objects
• Undo : Reverses the last command, use pull-down menu to undo several steps

• Redo : Reverses the action of the Undo button, use the pull-down menu to redo several steps

• Insert table: Insert a table into the document, or make a table of selected text

• Insert Excel worksheet: Inserts an Excel spreadsheet into the Word document

• Columns : Changes the number of columns in a document

• Drawing: Displays or hides the Drawing toolbar

• Zoom (100%): Enlarge or reduce the display of the active document

Formatting Toolbar:
The formatting Tool bar is the easiest way to change many attributes of a text.

Downloaded by francis 0chieng

 • Style menu: Allows you to make your text Bold, Italic, underlined… depending on the style you choose.
• Font : Allows you to change the font by clicking on the drop-down arrow on the right of the font name box.
You can view a list of fonts available, you can scroll down to view more fonts and select the font name you wish
to use by clicking on its name.

• Font size : Allows you to change the font size by clicking inside the Font size box and entering a value or by
clicking on the drop-down arrow on the right of the box to view a list of sizes available. Select then a size by
clicking on it.
Note : A Font size of 11 or 12 is best for paragraphs of text.

• Bold, Italic, Underline : Each button respectively allows you to make your text appear as bold, italic or
underlined.

• Alignment : Each button respectively allows you to make your text aligned to the left, center or right side of the
page. You can also justify the text across the page using the justify button.
• Line spacing : Allows you to set the amount of space that word puts when go to a new line.

• Text orientation : Allows you to change the typing direction of your text, from left to right or right to left
manner.
• Numbering, Bullets : Allows you to make your text appear as a bullets list or as a numbering list.

• Increase / Decrease indent : Allows you to increase or decrease the indentation of your paragraph in relation
to the side of the page.

• Outside Border : Allows you to add a border around a text selection.

• Highlight color : Allows you to change the color behind a text selection.

• Font colour : Allows you to change the colour of the text.

Features of FILE MENU ( ALT F):

Downloaded by francis 0chieng

1. New - Opens new Word file (Blank Document file)

2. Open - Opens the existing files

3. Save - Saves the file with one name

4. Save as -Saves the file with more than one name( with different formats)

5. Save as Web page – This is used to save a document in a Web style. (with HTML extension)

6. Versions - This is used to do the parts of work in small parts. i.e a bulk ( big/ more) work can be
done in small parts.
7. Web Page Preview – This shows the web page in printable form. 8. Page set up - To set the margin, paper size,
Orientation
9. Print - To get the printout.( Specified pages and no. of copies).

10. Properties - This gives the details about the document ( the type of file, the size of file, the date of
creation, date of modification and file location)
11. Send - This is used to send the file document to internet mail to some other person.

12. Exit - To close the Ms-word.

To insert a new page, press Ctrl + Enter

Downloaded by francis 0chieng

Features of EDIT MENU (ALT E):

Undo - Will take the previous command (ctrl +Z)

Redo - Will take the opposite action of undo ( Ctrl + Y)

Cut - Can cut a selected text ( Ctrl + X)

Copy - Can copy a selected text ( Ctrl + C)

Paste - Can paste the selected text ( Ctrl + V)

Del - Removes the selected text

Find - Used to find the part of text word \ character in the file (Ctrl + F)

Find Next – (F3) Finding \ finding next : Used to repeat the finding process.

Replace - Used to replace any part of Text / word / Character with another word/ character.(Ctrl + H) Paste special –
This will paste the copied (or) cut text in a form of an object. It will paste in box which Cannot be altered.
Go To - Curser goes to the specified page, specified line, specified paragraph.(Ctrl + G)

Features of FORMAT MENU ( ALT + O)

Downloaded by francis 0chieng

 1. Font - used to change the font face, style, size etc.

2. Paragraph - Used to set the space between paragraphs and also between the lines

3. Bullets - Used to highlight points in number wise / bullet wise.

4. Borders & Shades - Used to apply different borders to the table / to the page.

5. Columns – Used to write the text in column wise.

To have a break in columns, a column break is used ( insert menu → break → Columns)

Ctrl + Shift + Enter

6. Drop Cap - Used to drop the letter to different lines.

7. Text direction - Used to change the direction of drop cap (Note : To use text direction, drop cap must be
used first)

8. Change case - Used to change the case of the text.

9. Toggle – This converts lower case letters to upper case & vice –versa in a word.

10. Back Ground - This is used to change the back ground colour of the document but the color can be seen only
in the web layout.
11. Theme - This is used to change the document, backgrounds with some existing design background. This shows
the background only in the web layout.

12. Style - This is used to change the writing fashion of the document which are already existing.

13. Frames - Frames are used to write different documents in one single document.

Some important features of Tools menu:

Downloaded by francis 0chieng

 Spelling &Grammar : Used to check the spelling and correct the words with related word. ( F7)

Thesaurus : Used to know the synonym (meaning) of the word. (Shift +F7)

Mail merge : used to type the letters with the same matter but different addresses.

MS WORD – working with files:

Creating a New document:

• Click the New Blank document button on the standard tool bar. (or)
• From the Menu bar, choose File → New, the New document task pane will open, and select Blank document.
Opening Existing documents:

• Click the open button found on the Standard tool bar. (or) • From the task pane, select getting started and
the select more (or)
• From the Menu bar, select File → Open Saving a document:

• Click the Save button on the Tool bar. (or)

• From the Menu bar, select File → Save (or)

• Follow the key sequence Ctrl + S

Save dialog box appears. Type the name and click Save.
Printing a document :

• Select File → Print (or)

• Click on the Print button on the Standard Tool bar (or)

• Click Ctrl + P
Print dialog box appears. Select All pages (or) Current page (or) type the page numbers and also select
number of copies according to the requirement and click O.K Closing a document:
• Select File → close
• Click on the small X found on the right top next to the Menu bar and the Title bar.

MS WORD - Editing Text :

Typing and Inserting Text:

To enter text in your document, position the insertion point i.e a vertical blinking line, where you want the text to appear
and type it in.

Downloaded by francis 0chieng

 Word will automatically wrap text as it reaches the end of a line. Press enter to start a new paragraph.
When you reach the end of a page, word will automatically break text onto the next page. If you want, you can start a
new page at any point by inserting a page break. To do so, press ctrl + Enter.

Word offers two modes for adding text to your documents: Insert mode and overwrite mode. In Insert
mode, characters typed are inserted into the text to the left of the insertion point, pushing any characters to the right of
the insertion point further to the right. In overtype mode, the text you type will replace the existing text.
Note: The Insert key is a toggle key. This means that the same key can be used to switch back and forth between two
different modes.
Selecting Text:

In order to change the format of the text you just typed, it must be first highlighted, i.e selected with the mouse cursor.
To highlight the whole text or part of it, locate the mouse at the start of the text you wish to highlight and click the left
button, then drag the mouse over the desired text while keeping the left mouse button pressed.
Shortcuts used for selecting a portion of the text:

• Whole word : Double click within the word.

• Whole paragraph: Triple click within the paragraph.

• Sentence : ctrl + click in a sentence

• Entire document : Edit → select all ( ctrl + A)

Deleting text:

• Use the BACKSPACE or the DELETE key to delete text.

• BACKSPACE key will delete text to the left of the cursor and DELETE key will erase text to the right.

• To delete a large section of text, highlight the text using any of the methods outlined above and press the
DELETE key.

Moving, copying and pasting text:

Cut text:

Highlight the text you need to move and follow one of the methods listed below:

• From the Menu bar, select Edit → cut (or)

• From the standard tool bar, click on the cut button. (or)

• Follow the key sequence Ctrl + X Copy text:

• From the Menu bar, select Edit → copy (or)

Downloaded by francis 0chieng

 • From the standard toolbar, click the Copy button (or)

• Follow the key sequence Ctrl + C Paste Text:

To paste previously cut or copied text, move the cursor to the location you want to move the text to and follow one of the
methods listed below:

• From the menu bar, select Edit → Paste (or)

• From the standard Tool bar, click the Paste button (or)

• Follow the key sequence Ctrl + V

*******

MS -EXCEL

Spreadsheet is a software that helps to substitute the paper worksheets in the offices. Spreadsheet displays data in the
form of rows and columns. An intersection of row and column is known as a cell.
MS-Excel is a window based spreadsheet developed by Microsoft corporation. It includes all features of a spreadsheet
package like recalculation, graphs & functions. It also provides many Mathematical, Financial & Statistical functions.
Thus it is used in many scientific and engineering environments for analyzing data. Excel can even hold graphic objects
like pictures & images.
Some important features of MS-Excel:

1. Window based application: Excel like all other applications has Toolbars, Shortcut Menus, Auto correct,
Online help and Wizards.
2. Workbooks: Workbooks are the files in which worksheets related to a project are held.
3. OLE support: Object linking and Embedding is a feature through which Excel can contain any object like a
document, a picture etc.

4. Maintaining high volume of data: Excel can contain large volume of data. A worksheet can contain 65536
rows and 256 columns. A single cell can contain a maximum of 255 characters.
One workbook can contain a maximum of 256 worksheets.

5. Availability of functions: Several Mathematical, financial & statistical functions are available in an Excel
package.
6. Availability of Charts & Graphs: MS-Excel allows users to view data entered as tables in a graphical form as
charts, which helps the user to easily understand, analyze data & compare data.

Downloaded by francis 0chieng

 7. Data Analysis Tools: MS-Excel provides a set of data analysis tools called Analysis Tool pack.

8. Sorting capability: Excel has the capability of sorting any data in Ascending or Descending order.
9. Auto fill feature: Excel has the feature which allows to fill cells with repetitive data such as chronological dates
or numbers and repeated text.

Getting started with Excel:

An Excel document is called a workbook. By default, Excel workbook contains 3 worksheets designated
as sheet 1, sheet 2, sheet 3. The extension name of excel workbook is .xls We can start excel in many ways:
1. Start → Programs → Microsoft office → Microsoft Excel → hit enter.

2. Start → Run → Type Excel → hit enter

3. Double click on the Microsoft application Icon.

Components of the Excel window:

An Excel window has several unique elements identified in the figure below:

• Rows, columns & cell: In a worksheet rows are numbered from top to bottom. The columns are labeled with
letters from left to right. Rows are numbered from 1 to 65,536 and columns labeled from A to IV (256
columns).
• Title bar: The title bar contains the name of the program Microsoft Excel and the default name of the workbook
Book1 that would change as soon as you save your file and give another name.

Downloaded by francis 0chieng

 • Menu bar : The Menu bar contains menus that include all the commands you need to use to work your way
through Excel such as File, Edit, View, Insert, Format, Tools, Data, Window and Help.

• Tool Bar: Tool Bars are usually shortcuts for menu items. Standard and formatting toolbars are displayed by
default.

• Active cell: The cell in which you are currently working.

• Formula bar: displays the contents of the active cell.

• Name box: displays the cell address of the active cell. Column letter followed by the row number. Ex: B6
• Worksheet area: The middle portion of screen which occupies a major area is called worksheet area. In this
area, information or data (i.e.) either textual or numerical can be entered and the results can be displayed. A
worksheet is a large work area of 65,536 rows and 256 columns.

• Status bar: located at the very bottom of the screen displays brief information about activating features within
the worksheet area.

• Sheet tabs: appear above the status bar displaying the names of the
worksheets. Standard Toolbar

The Standard toolbar, located beneath the menu bar, has buttons for commonly performed tasks like adding a column
of numbers, printing, sorting, and other operations. Excel let's you customize the toolbar or even display multiple
toolbars at the same time. The Standard Excel XP toolbar appears in the figure below.

Formatting toolbar

The Formatting toolbar, located beneath the Standard toolbar bar, has buttons for various formatting operations like
changing text size or style, formatting numbers and placing borders around cells.

Formula bar & Name box

The formula bar is located beneath the toolbar at the top of the Excel worksheet. Use the formula bar to enter and edit
worksheet data. The contents of the active cell always appear in the formula bar. When you click the mouse in the

Downloaded by francis 0chieng

formula bar, an X and a check mark appear. You can click the check icon to confirm and completes editing, or the X to
abandon editing.

Name box
The Name box displays the reference of the selected cells in the form of column label followed by row number.
Creating a New Workbook:
The steps to create a new workbook are,

1. On the File menu, click New.

The new workbook task pane appears at the right side of the screen. Click blank workbook. A new workbook
with 3 worksheets appears. By default, the workbook is named as Book 1, and sheet 1 is the active worksheet
& A1 is the active cell.
Entering data:

You can enter text, numbers and dates in an Excel worksheet.

To enter data of any type,

1. Select the cell by clicking on it.

2. Type in the information.

3. Press the Enter key.

When you begin typing, your data also appears in the formula bar.

Editing text:
The easiest way to edit the contents of a cell is to select the cell and then retype the entry. The new entry replaces the
old contents.
Alternatively, to edit the data in a cell, press F2.

Ex: Suppose you find that in the cell A6, you have entered the marks as 78 instead of 87, then click on A6 and type
87 →enter

You can also edit part of the data in a cell:

1. Double click the cell you want to edit. The insertion point appears within the cell.

Downloaded by francis 0chieng

 2. Delete the part of the data that you do not wish to keep.

3. Retype the data & press enter.

Formatting a worksheet:
Changing the style or appearance of data in a worksheet is called formatting. You can format the data in a worksheet
by:

• Changing the position of data in a cell

• Changing the font, size, style & colour.

Aligning data:

By default, any text you enter in Excel is aligned to the left and any value or number is aligned to the Right.
To change the default alignment, you can use the alignment buttons on the formatting tool bar.

Formatting Numbers:
Formatting data in a worksheet includes changing the number of decimal places, displaying dates, times & fractions and
adding currency symbols.
To format the number in a cell, the steps are: Format/Cell/N/umber/Decimal places/2

Formatting Text: Text can be formatted using the buttons on the formatting toolbar. Font of a cell, font size can be
changed. The font style can also be changed to bold, Italic etc.
Inserting Rows & Columns:

In Excel, rows & columns can be inserted or deleted without affecting the surrounding rows, columns &
cells. To insert a row,

1. Rest the mouse pointer over the row above which you want to insert the new row.

2. On the Insert menu, click rows.

A row is inserted and the existing row moves down after the new row.

Similarly, to insert a column,

1. Rest the mouse pointer over the column before which you want to insert the new Column.

Downloaded by francis 0chieng

 2. On the Insert menu, click columns.

Changing Row height & Column width:

By default, every row is 12.75 points high and every column is 8.43 characters wide. As you fill it with data, however
you have to change the size of rows & columns so that it is fitted to the length of the data.
To Resize a column:

1. Rest the mouse pointer on the column boundary on the right side.

2. The shape of the mouse pointer changes to

3. Drag the boundary until the required width is obtained.

(OR)

1. The column which is to be adjusted is made active by clicking on column letter.

2. The column option is selected from the Format menu.

3. Click on the width option. A dialogue box is displayed.

4. Type in the required size of the column in the text box column width.

Similarly, Row height can also be adjusted by selecting the rows.

Sorting: Highlight the cells that should be sorted and click the sort Ascending (A-Z) button or Sort Descending (Z-A)
button found on the Standard toolbar.
Printing: To print the worksheet, select File → Print from the Menu bar (or) click on the Print button from the
Standard Toolbar (or) follow the key sequence Ctrl + p
Inserting Page breaks: To set the page breaks within the worksheet, select the row you want to appear just below the
page break by clicking the row‘s label. Then choose Insert → page break from the Menu bar.
When you attempt to print a worksheet Excel automatically inserts page breaks view.

File menu → page break preview

The page breaks are shown in dasher lines. If the automatic allocation of page breaks does not satisfy with your
requirements, you can add the page breaks in the required space.
Step 1: select a cell above which the page break is needed. After that, select the full row until the data in the sheet exists.
Step 2: select insert → page break

Saving a workbook:

Downloaded by francis 0chieng

 To save a workbook,

• File → Save (or)

• Ctrl +S (or)
• click on the save button on the Tool bar.
Save dialogue box appears. Type the name and click Save.

Formulas:

In Excel. One of the powerful features is formulas. A formula is an equation that is used to perform calculations on
data in a worksheet. We can use formula to perform Mathematical, Statistical & date/time operations on a single
value or a set of values by using operators.
The cells in which formulas are stored, display the result of the calculation and not the formula. In Excel, a formula
starts with an equal (=) sign and should be followed by the operation to be performed. We can use any number of
operators in a single formula. MS- Excel evaluates the formula according to the order of precedence of the
operators.

Operator Operation Order of precedence

( ) Bracket 1

^ Exponentiation 2

*, / Multiplication , Division 3

+ / - Addition, Subtraction 4

& Concatenation 5

= / > /< Comparisons 6

Examples of the formula expressions:

1. Suppose the values in the cells B2, C2, D2 are 34, 28, 56 respectively. To add these values and to have the
result in the cell F2,
Step i) Click on the cell in which total marks is to be displayed, i.e F2

ii) Type ― = ( B2 + C2 + D2 iii)

)‖
Press Enter
The value ―118‖ will be displayed in F2.

2. Suppose the value of the cell B6 is 78345. Divide the value by 5 and have it in the cell E6:

Downloaded by francis 0chieng

 Step i) Click the cell E6. ii)
Type ― = (B6/5) ― iii) Press Enter
The value ―15669‖ will be displayed in the cell E6.

3. Multiply the value 549 of the cell C3 with the value 43 of the cell F3 and have the result in the cell I3.
Step i) Click the cell I3 ii)
Type ― = ( C3 * F3) iii) press Enter
The result ―23607‖ will be displayed in the cell I3.

Functions :

A function is a built-in, readymade and frequently used formula that accepts data, perform calculations & returns results.
To enter a function in a cell,
i) Click the cell in which you want the result of the function to be displayed.

ii) Type ―=‖ sign. Type the function name. iv) Type the cell range & other arguments
iii) within
brackets.
v) Press Enter.

Note : To specify a range of cells, a colon (:) is used between the first & last cell

addresses. Example: =Average(B1: B10)

Calculates the average of the values in the cells B1 to B10

Mathematical functions with syntax and purpose:

i) Sum( number1, number2,…) – gives the sum of the values in a specified range ii) Abs(
number) - gives the absolute value of the number iii) Fact( number)
- gives the factorial of the number iv) Sqrt(number) - gives the square root of the
number
v) Log(number) - gives the logarithm of the number

Statistical functions with syntax and purpose:

i) Average( range of cells) - calculates the average of the values in a specified range ii)
Stdev(range of cells) - calculates the standard deviation of the given data iii) Mean( range
of cells) - calculates the mean of the given data iv) Max( range of cells) - gives the
maximum value within the range specified

v) count( ) - counts how many numbers are there in the list of arguments Function Wizard :

The Function Wizard is a tool in Excel through which a user can enter formulas in the correct format without any
errors. It contains all the functions according to the type such as Mathematical, Statistical, Date/time, Financial etc.

Downloaded by francis 0chieng

Steps to use the function Wizard:

1. The cell in which the function is to be inserted, is selected.

2. Select the function option from the Insert menu. The Function Wizard screen is displayed. It lists all the
functions available.

3. The function needed is selected. Click O.K

4. A dialogue box is displayed in which arguments are accepted.

5. Enter the arguments. The selected cell on the worksheet will automatically contain the formula.

6. Click O.K. The result is shown in the selected cell.

Creating Charts :

Charts in Excel are used to represent data pictorially. We can use different types of charts to represent data.
Types of charts which are available in Excel:

1. Column charts

2. Bar charts

3. Line

4. pie

5. XY (scatter)

6. Area

7. Doughnut

8. Radar

9. Surface

Downloaded by francis 0chieng

 10. Bubble

11. Stock

12. Cylinder, Cone & Pyramid Creating a Chart :

Step i) Enter the data in a table. ii) Open the Insert Menu and select Chart iii) In the Chart
Wizard – Step 1 of 4, select the type of chart you want to make and click Next iv) In
the step 2 of 4, enter chart source data and click Next vi) In the step 3 of 4, enter the chart options like label of
the chart and click Next vii) In the step 4 of 4, give the chart location where you want the chart to be located and
press Finish.

Column Chart: Column charts are one of the most common types of graphs used to display data.

A column chart represents data in the form of a series of vertical bars. Each bar represents a value.

For example, to draw a column chart for the production of different crops in a region:

S.No. A B
crop Production(tons)

1 Paddy 53
2 Wheat 24
3 Maize 18

Downloaded by francis 0chieng

 4 Groundnut 82

To construct a bar chart for the above data:

Step i) Enter the data in a table. ii) Open the Insert Menu and select Chart iii) In the
Chart Wizard – Step 1 of 4, select Column chart and click Next iv) In the step
2 of 4, enter chart source data
v) In the step 3 of 4, enter the chart options like label of the chart
vi) In the step 4 of 4, give the chart location where you want the chart to be located and press
Finish.

production of crops

90
80
70
60
50
40
30 Series1
20
10
0

paddy wheat maize groundnut

type of crop

Pie Chart:

A Pie chart is used to represent the distribution of a categorical data. In this chart, a circle is divided into sectors,
whose area are proportional to the frequencies or percentages of cases under various categories.
Data on each variable is entered in the Excel worksheet in a row or column with suitable headings. Then we select
the data of the first series and choose pie chart and proceed as per the options given in the dialogue box. A separate
chart pie chart should be drawn for each data set.

For example, to draw a pie chart for the production of different crops in a region:
S.No. A B
crop Production(tons)

1 Paddy 53
2 Wheat 24
3 Maize 18

Downloaded by francis 0chieng

 4 Groundnut 82

production of crops

30 % paddy w heat maize

groundnut
46 %

14 %
10 %

*******

Statistical Analysis Tools

Microsoft Excel provides a set of data analysis tools— called the Analysis Tool Pak— that you can use to save steps
when you develop complex statistical or engineering analyses. You provide the data and parameters for each analysis;
the tool uses the appropriate statistical or engineering macro functions and then displays the results in an output table.
Some tools generate charts in addition to output tables. Related to worksheet functions, Excel provides many other
statistical, financial, and engineering worksheet functions. Some of the statistical functions are built-in and others
become available when you install the Analysis Tool Pak.
Accessing the data analysis tools: The Analysis Tool Pak includes the tools described below. To access these tools,
click Data Analysis on the Tools menu. If the Data Analysis command is not available, you need to load the Analysis
Tool Pak add-in program.

Downloaded by francis 0chieng

Analysis Tools:

ANOVA: Single factor

ANOVA: Two-Factor with replication
ANOVA: Two-Factor without replication
Correlation
Covariance
Descriptive statistics
F-test two-sample for variances
Histogram Regression t-test: two sample assuming
equal variances t-test: two sample assuming unequal
variances Z-test: two sample for means Steps to use
Analysis Tools:

Step i) From the Menu bar choose Tools and click on Data Analysis ii) When the Data Analysis
dialogue box appears, click on the one you want.
iii) The corresponding dialogue box appears. Enter the Input range and Output range (addresses of the cells)
iv) give the address of the cell where you want the result to be shown.
iv) click OK

v) The result will be given in the corresponding output format.

Ex 1: The following are the results of 5 preschool going children at different levels of protein content in diet. Compute
the correlation coefficient using Excel
Protein content (%) Gain in weight(gm)

Downloaded by francis 0chieng

 5 30

7 40

10 80

12 100

13 120

Step i) From the Menu bar, choose Tools and click on Data Analysis. ii)

Select Correlation in the Data Analysis Dialogue box and click OK.

iii) When the Correlation dialogue box appears, enter the Input range and also give the output range
where you want the result to be shown, clock OK.

v) the result will be shown in the following format:

Summary output:
Protein gain in
content
weight

Protein

content 1

gain in
weight 0.989783 1

Ex 2: Following is the data of head and body weights of 5 insects. Find the regression equation of y on x.

Downloaded by francis 0chieng

 Head weight (X) Body weight (Y)

20 60
22 64
25 72
27 80
31 84

Step i) From the Menu bar, choose Tools and click on Data Analysis.

ii) Select Regression in the Data Analysis Dialogue box and click OK. iii) When the Regression dialogue
box appears, enter the Input Y range and input X range.
iv) give the output range where you want the result to be shown, clock OK.

v) The result will be shown in the following format.

SUMMARY OUTPUT

Regression Statistics
Multiple R

0.980316 R Square

0.961019 Adjusted R
Square

Downloaded by francis 0chieng

0.948025 Standard

Downloaded by francis 0chieng

Error 2.324953 Observations 5

ANOVA
Significance
df SS MS F F

Regression 1 399.783 399.7838 73.96 0.003305

8
Residual 3 16.2162 5.405405
2
Total 4 416

Standard Upper Lower Upper

Coefficients Error t Stat P-value Lower 95% 95% 95.0% 95.0%
35.6480 - 35.64801
1 7.86423
Intercept 13.89189 6.836289 2.032081 0.135073 -7.86423
(X) 2.324324 0.27027 8.6 0.003305 1.464204 3.184445 1.464204 3.184445

Ex 3:
The daily production of two pesticide factories is recorded as follows.
Factory 1 2 3 4 5 6 7 8
A 12 16 9 13 15 17 20 23
B 8 13 21 16 11 12
Test whether there is any significant difference between two factories at probability level 0.05.

Solution:
Step i) From the Menu bar, choose Tools and click on Data Analysis.

ii) Select t-test; two samples assuming equal variances in the Data Analysis Dialogue box and click OK.
iii) Enter the variable 1 range, variable 2 range and set Hypothesized mean difference as zero. iv) Click the check
box against Labels in the First row.
iv) Give the output range where you want the result to be shown, click O.K

Downloaded by francis 0chieng

 v) the result will be shown in the following format.

t-Test: Two-Sample Assuming Equal Variances

A B
Mean 15.625 13.
5
Variance 19.9821 20.
4 3
Observations 8 6
Pooled Variance 20.1145
8
Hypothesized Mean 0
Difference
df 12
t Stat 0.87732
4
P(T<=t) one-tail 0.19876
8
t Critical one-tail 1.78228
8
P(T<=t) two-tail 0.39753
5
t Critical two-tail 2.17881
3

******

Downloaded by francis 0chieng

 MS PUBLISHER

Downloaded by francis 0chieng

What is Microsoft Publisher?
Microsoft Publisher is a desktop publishing program. It is used to design, layout, and create text and picture-rich
publications such as:

.! Greeting Cards – invitations, Holiday cards or posters

.! Calendars – for family, school, work or hobby

.! Books – photo albums, yearbooks, addresses or a brochure

Publisher offers excellent control over certain aspects of your publication. Publisher makes it easy to work with
documents in a variety of sizes and shapes. It also has a large number of tools to help you arrange and align text, images,
and other objects within page margins.

Publisher 2016 Interface

The way the tools and menus are organized in Publisher 2016 is known as the user interface.
You will learn about The Ribbon, Quick Access Toolbar, File Menu and other key parts of Publisher.

Downloaded by francis 0chieng

 The Ribbon
The Ribbon runs along the top, has all the Publisher tools, and is organized into three parts:

.! Tabs – represent a general activity area

.! Groups – show related tools (commands) together

.! Commands – a button, expandable menu, or a box for entering related information

Click the various Tabs: observe how the Groups and Commands change based on the selected Tab.

Downloaded by francis 0chieng

 New Features in PowerPoint
Microsoft Office PowerPoint Quick Access Toolbar
The Quick Access Toolbar is above the Tabs and has commands used most often, including “Save”.

Place the mouse arrow over each icon (do not click) to see the name and use for each icon.
You may customize the commands in the toolbar if you click the black arrow at the end of the toolbar.

The Undo command “takes back” any changes made to the document. For example, type “Undo” in the blank
document you have open, then click Undo in the Quick Access Toolbar. Undo keeps track of actions by sequence; if
you accidentally erase (change) data in your file, click Undo right away to get it back. On that note, it is important to
“save early and save often.” (See “Saving Your Work” on page 5.)

File Menu
The File Menu contains actions at the file level. Click the green “File” tab to the far left of the tabs. What you’ll see
is the “backstage” area. From here, you can create a New document, Open an existing one, Save changes to the
current document, Save As a different file with a different name, Print the current document, and other options. Click
the “back arrow” at the top to exit the backstage area.

Title Bar, Help Menu, Window Display Options

The Title Bar shows the name of the program and the name (title) of your document . (Top-most bar in program
window.) A new document has a temporary title, Publication1, until you “Save As” with a different name. To the far
right on the Title Bar is the Help Menu and Ribbon Display options.

The Help Menu has articles on using the software. Not sure how to perform a certain action or where to find a
command? Click the question mark icon to browse Help articles, or search for specific topics.

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

 Microsoft Office PowerPoint New Features in PowerPoint

Window Display Options include Minimize (docks window in status bar), Restore (makes window smaller for manual
re-sizing or full screen), and Close (closes window and program) buttons.

Take a moment to locate and explore these features in the Publisher program window.

(See picture at top of page 4.)

Publisher Organization Tools Publisher offers many tools to help

organize and arrange content in your publication. Here are a few.

Baselines are evenly spaced horizontal lines that can be used to line up text.
To show Baselines:

1. ! Click the View Tab

2. ! Look in the “Show” group

3. ! Check box next to “Baselines”

Baselines will not print. To hide Baselines, uncheck Baselines box.

Boundaries are dark blue dashed borders that appear around objects. Viewing object boundaries can be useful to align
objects or view text.

Rulers are on the left and top of the publication to help line up text, images, and other objects. When an object is
selected, a white space will appear on the rulers to show the object’s location.

Guides are thin lines that help to align objects. There are two types of guides:

Download free ebooks at bookboon.com

10

Downloaded by francis 0chieng

 New Features in PowerPoint
.!
Margin guides are blue lines that mark the edges, or margins, of a printable area; they are automatically
created when page margins are set.

.! Customizable guides are green lines that can be added anywhere in a publication. To add them:

1. ! Left-click and hold the horizontal or vertical ruler

2. ! Drag the mouse to the publication

3. Microsoft Office PowerPoint! Release to add the guide to a location

The guide will be placed, and it can be moved at any time by clicking and dragging it. Page Navigation is
a pane to the left that displays an image of each page in the publication.

Scratch Area is the grey area outside the white page area. It shows objects or portions of objects located outside page
boundaries; anything in the scratch area will not print. You can think of it as a holding space while you decide what
to place and how to place it in your publication.

Download free ebooks at bookboon.com

11

Downloaded by francis 0chieng

 Microsoft Office PowerPoint New Features in PowerPoint
Save Your Work
To make sure you don’t lose your work on a document, you should “save early and save often.” Let’s start by saving
the document you have open in Publisher 2016:

1. ! Click the green File Button near the Tabs. Learn more about “File Menu” on page 4.

2. ! Click Save As. This option is for saving, or naming, a file for the first time. You may create different versions of

a file by “saving as” a new name. Learn more in “Quick Access Toolbar” on page 3.

3. ! Click “Computer”. See TIP below and “Saving With OneDrive” (page 11) for “cloud” storage info.

Download free ebooks at bookboon.com

12

Downloaded by francis 0chieng

 New Features in PowerPoint
4. ! Click “My Documents” folder. On KCLS computers, files saved to “My Documents” folder are erased at the end

of your session. Consider a USB drive, or OneDrive for long-term storage.

5. ! Name file “My Practice Document”. Generally, choose a name that is easy to remember.

6. ! Click Save.

(See picture at top of page 6.)

! TIP: Have a Microsoft account with Outlook.com, Hotmail.com or Live.com? Microsoft Office 2016 Programs
offer “cloud” file storage through OneDrive. Click OneDrive instead of “Computer” to log in, save the file and
access anyplace through the Internet. Learn more at bit.ly/office2016cloud.

Working With a Publication

Working'with'a'publication,'whether'new'or'preXexisting,'requires'some'planning'before'you'start.'

Page Layout
Creating a publication from a template takes care of many choices for you, but if you use a blank template or decide
to modify a built-In template, consider important components of page layout:

Download free ebooks at bookboon.com

13

Downloaded by francis 0chieng

 Microsoft Office PowerPoint New Features in PowerPoint
Size: Publications like flyers Microsoft Office PowerPointcan be large
or small. A standard sheet of paper is 8.5 inches wide by 11 inches
tall. Larger sheets of paper can be expensive and difficult to print, so
consider your paper size. Select paper size on Templates Screen (see
page 2 of this manual), when you click “New” in the File Menu, or
under Page Design Tab.

Orientation: Do you want the publication to have landscape

orientation (wider than tall) or portrait orientation (taller than wide)?'

Margins: Margins are areas of blank space that line the edges of a printed document, so the width of page margins
can affect the look and feel of the publication. Wide margins can look sophisticated but do not leave much space for
images and text. Narrow margins can provide much more space with which to work. You may also need to consider
the following:

.! Paper type – If you need assistance for what type of paper you should use, employees at your local office supply
store may be able to help.

.! Paper Color – Usually white or cream-colored paper is the best choice, but if you are printing in grayscale or black
and white, colored paper is attention-grabbing and visually appealing.

.! Delivery – Consider what type of packaging you will use and how you will add an address. .! Post printing needs -
Will your publication need cutting, folding, stapling, or assembling?

.! Printing options and settings – Before you print your publication, review Publisher printing options and settings by
clicking the File menu.

.!

Add pictures to Slides

You can easily insert pictures into your publication from the web and other places. Here’s how to insert
pictures from the web:'

1. ! Click Insert Tab.

2. ! Click “Online Pictures” in Illustrations Group.

3. ! Search for “New York City” in the Office.com Clip Art

box.

4. ! Select a picture you like.

5. ! Click Insert.

How to move a picture:

Download free ebooks at om

14

Downloaded by francis 0chieng

 New Features in PowerPoint
1. ! Place mouse pointer over picture.

2. ! Look for cross-like move arrow tool.

3. ! Click and drag your shape to a new spot.

How to re-size a picture:

1. ! Click into the picture.

2. ! Look for squares around the frame.

3. ! Click and drag a frame square.

a. ! Drag a corner out to enlarge proportionally.

b. ! Drag a corner in to shrink

proportionally. Add a couple more pictures, and try

re-sizing them.

Editing An Existing Publication

To practice using some of the tools in Publisher, you will edit an existing publication.

To%get%the%training%exercise%file:%

1. ! Go'to'kcls.org/techtutor%%

2. ! Scroll'to'find'and'click'the'“Exercise'Files'for'Tech'Tutor'Manuals”'card%

3. ! Select'Spring)2009)MS)Book)Talks)from'the'list')

4. ! Click'“OK”'to'open%

You downloaded exercise, Spring 2009 MS Book Talks.pub, is a brochure. You can practice modifying and saving
this document. Notice the Customizable guides (see page 5) between the three sections. The guides indicate where
the publication will be folded after it has been printed.

! TIP: Click the Save button on the Quick Access Toolbar intermittently, as you complete each of the listed tasks, to
ensure you do not lose your work.

Modify Some Text

1. ! Right click on the default page and in the Zoom In/Zoom Out menu, change the Zoom setting from 100% to
150%.

Download free ebooks at bookboon.com

15

Downloaded by francis 0chieng

 Microsoft Office PowerPoint N ew Features in
erPoint
2. ! Edit the contact information by clicking inside the text placeholder in

the third section that contains the name “Terry McQuown”. Modify
the name to “Local Librarian”.

Format Publication

1. ! Click on the top-left corner of the second section to select that entire section. Then click the Shape
Fill command in the Microsoft Office PowerPoint
Format tab on the Drawing Tools ribbon. Hover over some Scheme and/or
Standard Colors to

view some tooltips showing names of Shape Fill colors and watch the fill color changes in the selected section.
Select a color. How about Standard Color Green (col 6)? Fill color is modified in second section.

2. ! Highlight the text inside the text placeholder which starts with ‘There are going to be …’ Click the Text Fill

command in the Format tab of the Text Box Tools ribbon. Hover over some Scheme and/or Standard Colors to
see some tooltips showing names of Text Fill colors and watch the text fill color changes in the selected text.
Select a color. How about Scheme Color Accent 2 Gold (row 1, col 3)? Text fill color is modified in text
placeholder.

! TIP: Remember, you can also make a few changes and click the Undo icon on the Quick Access Toolbar to
remove changes.

WordArt

1. ! In the first section, click inside the text placeholder that

contains the word ‘Homework’ to see the Format tab on
the WordArt Tools ribbon appear. Click the tab to view
the WordArt Styles group on the ribbon.

2. ! With the cursor in the placeholder, click the dropdown arrow in the lower right hand corner of the group and

select a different style from either the Plain WordArt Styles section or the WordArt Transform Styles section of
the dropdown.

3. ! With the Format tab still in focus, change the style of the placeholders for ‘Online Teen Zone’ and ‘MySpace’.

! TIP: Click the File button and in the Backstage View, click Print to see a preview of how a printed brochure will
look. Click Close to close the publication only.

Download free ebooks at bookboon.com

16

Downloaded by francis 0chieng

 New Features in PowerPoint
Create a Publication from a
Template
Publisher allows you to choose from various templates to create professional looking publications. Each predesigned
template has placeholders to guide your design. Once you learn how to manipulate and change one template, you
can apply those skills to other templates.

Create a Business Newsletter

1. ! With New selected in the Backstage View, choose the type of publication to be created. For this exercise, let’s
create a business newsletter.

2. ! Click the Business Newsletter portrait template ‘Trader News’ in the Featured View (default).

3. ! Click Create to work with the publication; name and save the file as ‘Brain News’ in the same directory as all
downloaded files.
4. ! In the Navigation pane, right click and delete page 4, then both pages 2 and 3. Save it!

5. ! Change the template to read about a fictional business.

One-on-One Help, Classes, and Online Courses

KCLS recommends free One-on-One computer help and computer classes as you continue to learn about Publisher
2016 and computers. Stop by your local library or go to kcls.org/techtutor to find upcoming sessions near you. You
may also call Ask KCLS at 1-800-462-9600.

Online courses are also an excellent way to continue your learning.

Try it! On an Internet enabled computer, try “Publisher 2016 Essential Training” from Lynda.com. Go to:
http://1.kcls.org/2GE3hyP. (This link is case-sensitive, and you will need your KCLS library card number and PIN
to login.)

Microsoft Office Powerpoint

Introduction

Download free ebooks at bookboon.com

17

Downloaded by francis 0chieng

Microsoft Office PowerPoint New Features in PowerPoint
PowerPoint is the program that helps you sell your message. PowerPoint is a
presentation program that can create beautiful slideshows with text, images, audio
and video, and it is also the program that is used if you have to make transparencies
for the overhead projector.

PowerPoint is the program in Office 2007 that is easiest to learn. You can instantly
create nice-looking material for your sales pitch, your lecture or the screen in your
shop window.PowerPoint can do much of the work for you, so you can concentrate on
formulating your messages properly.

PowerPoint does not make great demands on your computer. Your results will therefore
depend more on thinking about how you want to present your message.
New Features in PowerPoint 2007

Download free ebooks at bookboon.com

18

Downloaded by francis 0chieng

Microsoft Office PowerPoint New Features in PowerPoint
Ribbons and Tabs

Like other applications in the Office package, PowerPoint has gotten a new and
smarter look. The first thing that jumps out is that the traditional menu bars and
toolbars have been replaced by the new "Ribbon". The Ribbon contains Tabs, and
each Tab contains buttons for the functions that previously were found in the menus
and toolbars. The Ribbon is far more visual and task-oriented and adapts constantly to
the activity you are doing.

If you have been accustomed to working with menus and toolbars for many years, the
Ribbon requires some getting used to, but after some time you get used to it and even
become fond of it. Previously, many features required that you click your way deep
into the menus and dialog boxes. In the Ribbon, many settings and features have been
pulled out so they are more directly accessible.

Where do I Find the Old Buttons?

Those who have used PowerPoint for some time and have just switched to version
2007, will probably have some initial problems with finding the functions they
normally use. The main reason is that many functions are modified in connection
with implementation of the "Ribbon". I list here the main features, so you can
quickly get used to the new interface.

New, Open, Save and Save As are located in the Office Button. The quick Save
function is located in the “Quick Access” toolbar ”next to the Office Button.

Cut, Copy, Paste and Paste Special are located far left in the Ribbon. If you click at
the bottom of the large Paste button it corresponds to Paste Special.

Preview and Print, are located in the Office Button as sub-items to the Print menu item.
I recommend that you put them in the "Quick Access" toolbar, so they are easier to
reach.

Slide Master does not exist anymore. Instead, you can choose the colour and layout
themes and customise them infinitely.

Download free ebooks at bookboon.com

19

Downloaded by francis 0chieng

Microsoft Office PowerPoint New Features in PowerPoint
Keyboard Shortcuts

Keyboard shortcuts are combinations of keystrokes on the keyboard that provide access

to most of the features that you would otherwise choose with the mouse.

If you are fond of using keyboard shortcuts instead of the mouse, you should know that
they work a bit differently in all of Office 2007 compared to previous versions.

Download free ebooks at bookboon.com

20

Downloaded by francis 0chieng

Microsoft Office New Features in
PowerPoint is probably not the program where you are most inclined to use shortcut
keys, but I recommend using them anyway. Instead of using the mouse constantly,
you can often activate many different functions much faster by using shortcut keys.

I highly recommend that you practice the shortcuts to the functions you use most,
especially if you are using the 10-finger system. Firstly, you can work much faster,
and secondly, you reduce the risk of getting a "mouse-arm" because you can sit in a
good relaxed posture with both hands resting on the keyboard.

By simply pressing the ALT key on your keyboard small squares with numbers or
letters appear above the Office Button, the Quick Access Toolbar and each Tab in the
Ribbon. The numbers and letters that appear to correspond to the key you must press
to select the function. Here you no longer need to press the ALT key at the same time.
For example, if you press "N" the Insert Tab appears, and the features in this Tab
will be automatically marked with shortcuts. Again, you just type what is in the small
squares, without pressing the ALT key.

Some shortcuts contain more characters to be typed on the keyboard. These include
the Shapes feature under the Insert Tab. It uses the shortcut "SH". In that case you
just type S and H.

Figure 1: Viewing shortcuts.

This arrangement makes sense when you use the 10-finger system. Once you have
incorporated the new shortcuts you can work even more comfortably with shortcut
keys, because you do not have to twist your hands to reach the CTRL or ALT key
plus one more key anymore.

Thankfully, the old shortcuts also seem to still work, so if you have stubborn habits
regarding some functions, like cut, copy and paste, you can also still use the shortcuts
you have always used. I have not had any difficulties myself.

Download free ebooks at bookboon.com

21

Downloaded by francis 0chieng

Microsoft Office New Features in

Download free ebooks at bookboon.com

22

Downloaded by francis 0chieng

Microsoft Office PowerPoint The screen and its Elements

1. The Screen and its Elements

When you start up PowerPoint, the program is ready with a new blank presentation.
The presentation contains a single empty "slide". In PowerPoint, we do not work with
"pages" as in Word, but with "slides". In practice it is the same, however.

Figure 2: The screen elements.

1.1 The Office

Button

The big round Office Button is located in the upper left corner of the screen. It
corresponds largely to the "File" menu in earlier versions.

Figure 3: The Office Button

If you click the Office Button, a menu pops up. This is the menu you must enter when
Download free ebooks at bookboon.com

Downloaded by francis 0chieng

 Microsoft Office PowerPoint The screen and its Elements
11

you create a new blank presentation, or when you create a presentation based on one of the many
templates. This is also the menu you must enter when you want to save or print.

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

 Microsoft Office PowerPoint The screen and its Elements
12

Figure 4: This menu opens when the Office Button is clicked on.

It is also via the Office Button, you will find the way to PowerPoint Options, where
you can change a wide range of basic options for how the program should function.
However, if you are not experienced with PowerPoint, you should stay away from the
settings so far.
Please click the

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office PowerPoint The screen and its Elements
12

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office The screen and its

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office The screen and its
13
1.2 Quick Access

Just to the right of the Office Button is the small discrete toolbar "Quick Access",
where with a single click you can, save, undo, etc "Quick Access" can be
customised so that you can choose the features that suit you best. You do this by
right-clicking over one of the buttons and choosing Customize Quick Access
Toolbar. Alternatively you can click the small arrow to the right of the toolbar,
which enables you to quickly and easily select functions.

Figure 5 The ”Quick Access toolbar".

1.3 The Ribbon and the Tabs

The Ribbon contains buttons for all the different functions that you have access to in
PowerPoint. The Ribbon is divided into a series of Tabs that group the many
buttons, making it easier to navigate.
Sometimes some extra Tabs will appear that are only shown when you work with
certain elements, such as charts and Tables.

1.4 Thumbnails

To the left of the slide there is a bar that shows thumbnails of each slide in your
presentation. By clicking on a thumbnail you can immediately skip to that slide.
You can also change the order of your slides by clicking and holding the left mouse
button while dragging the thumbnail up or down relative to the other slides. At the
top of the panel there are two Tabs. One chooses thumbnail view, and the other
chooses outline view. Outline view displays a list of headlines from each slide. Here
you can also move the slide up and down in the presentation.

1.5 Note Field

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office The screen and its
Below the slide, there is a note field where you can attach comments and
explanations to each slide. The notes are not displayed when you show your
presentation or print transparencies. Instead, you can print out pages with

13

thumbnails of each slide where the notes also appear. It might be an advantage if you

need cues or explanatory notes during a presentation, or if you choose to print

handouts for your audience.

1.6 The Status Bar

The status bar at the bottom left shows current information about which slide you are
working on, which colour theme you have chosen, and which language the spell
checker is set to.

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office The screen and its
14

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office PowerPoint Initial Tasks
1.7 View Buttons

The view buttons can change the way the presentation will be shown. The different views
are good for their respective purposes.

Figure 6: View buttons.

1.7.1 Normal View

The Normal button switches to normal view. It is the view you want when you are working
with individual slides and their content.

1.7.2 Slide Sorter

Slide Sorter shows all your slides as thumbnails. It is thus easy to move them
around if you want to reorder. You usually use Slide Sorter when you are about to
complete your presentation.

1.7.3 Slideshow

In Slideshow, you start the playback of your presentation from the current slide. It
does not start from the beginning of the presentation. To view the presentation from
the beginning, you can select the View Tab in the Ribbon and click the Slideshow
button.

The presentation will be shown in “full screen mode”. To forward your slides you can
click with the mouse. To exit the slideshow, press the ESC key top left on the
keyboard.

1.7.4 Zoom

To the right of the display keys there is a zoom bar. It zooms in and out of your
slides and can be used both in Normal View and in Slide Sorter. I do not use the

Download free ebooks at bookboon.com

17

Downloaded by francis 0chieng

Microsoft Office PowerPoint Initial Tasks

zoom bar myself. I think it is easier to hold down the CTRL key on the keyboard and
scroll with the scroll wheel on the mouse. In this way you can also zoom in and out.

Figure 7: PowerPoint with a new blank presentation.

It is a fine starting point when you want to make a new presentation, but you will also learn
how to make use of the many predefined templates.

1.8 Start a new, blank presentation

You can have as many presentations open as you like, or as your computer's memory
allows. In most cases, this means more than you'll ever need. You are not to only
have one presentation open at a time.

In the following we will see learn to create a new, blank presentation based on a
completely blank template. That means a blank presentation similar to that which appears
when PowerPoint starts up. Later we shall have a look at the many beautiful templates
you can use.

First, we need to change the blank slides a little, otherwise PowerPoint just deletes it when
you create a new, blank presentation.

Download free ebooks at bookboon.com

18

Downloaded by francis 0chieng

 Microsoft Office Initial
1.

Click on the text ”Click To Add Title” on the slide that is shown in PowerPoint. Write
something like ”My First Front Page”.
Now we can make our new empty presentation.

2. Click on the Office Button in the top left corner of the screen.
3. Click on New. (The exercise continues)

Download free ebooks at bookboon.com

19

Downloaded by francis 0chieng

Microsoft Office Initial

Now you get to choose which template you want to use. The templates are organised
into categories on the left side. The categories are divided into two groups. At the top
is the group with pre-installed templates, and beneath that the group "Microsoft Office
Online." In order to use the templates in the last group you must have Internet access.
There are many templates in this group and they would take up quite some space on
your hard drive if they were stored locally on your computer.

Using templates from Microsoft Office Online is also completely transparent. If your
Internet connection is open, it loads the list automatically and they are ready for
immediate use. You do not have to first enter a site and download templates.

When later in the book you have to do an exercise, and I ask that you start with a blank
presentation, select the category, Blank and Recent, and then the template Blank
Presentation.

Figure 8: The window ”New Presentation”.

Let us begin with a new empty document (exercise continued):

Download free ebooks at bookboon.com

20

Downloaded by francis 0chieng

Microsoft Office Initial
4. Ensure that the group Empty and Latest has been chosen and that the template Empty
Presentation is selected.

Download free ebooks at bookboon.com

21

Downloaded by francis 0chieng

Microsoft Office Initial
5. You create your presentation by either double -clicking on the template, or by

clicking the Create button at the bottom right.

You have now created an extra presentation so that you have two presentations open at once.

Download free ebooks at bookboon.com

22

Downloaded by francis 0chieng

 Tasks

You can switch between them via the Windows taskbar at the bottom, which will now have
a button for each presentation.

Figure 9: The Windows taskbar where you can switch between the
presentations.

Both presentations are rather dull. They have no colour and they contain nothing
exciting. It is such a presentation we will be working with in the book, where we
transform it into an exciting and colourful presentation that can sell sand in the Sahara!

Before the fun begins, we must try to use one of the many beautiful predefined templates

Turning a challenge into a learning curve.

Just another day at the office for a high performer.

– your toughest test yet

Choose Accenture for a career where the variety of

opportunities and challenges allows you to make a difference
every day. A place where you can develop your potential and
grow professionally, working alongside talented
colleagues. The only place where you can learn from our unrivalled
experience,
Download free ebooks at bookboon.com

19

1.9 Begin a New Presentation Using a Template

Templates are completely or partially pre-filled presentations that suit various tasks.
They are an easy way to quickly create a nice presentation. All you have to do is change
the text to include your message, and possibly add or delete individual slides.

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

 Microsoft Office PowerPoint Initial Tasks

Please click the

Microsoft Office PowerPoin
tg our global clients achieve high performance. If this is your idea
Initial

of a typical working day, then Accenture is the place

to be.
prospects. You’ll
spend
It all
starts
at
Boot
special guests.
Cam
An inspirational
p
two days
. It’s
48
hour
s
that
will
with intellectual and
stimu challenges and activities
l ate designed to let
you intense
discover what it learning
really
t
your caree r to be a high performer
in business. We can’t tell
you everything
Boot Camp, but expect
enha a fast-paced, exhilarating
n ce
Downloaded by francis 0chieng
c
o
ul
d
b
e
y
o
u
r
to
u
g
h
e
st
te
st
y
et
,
w
hi
c
h
is
e
x
a
ct
ly
w
h
at
w
ill
m
a
k
e
it
t

Downloaded by francis 0chieng

 Tasks

20

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office Initial

I trust that you installed the included templates when you installed the program on your
computer. In this exercise I do not use a template from "Microsoft Office Online", but the
process is exactly the same.
However, it might take a moment to download the template to your computer, depending
on how fast your Internet connection is.

In this exercise we open a new template that can be used as a photo album.

1. Click on the Office Button in the top right corner of the screen.

2. Click on New.

3. In the left side, select Installed Templates.

Figure 10: Installed Templates.

4. Highlight the template Standard Photo Album.

5. Double-click the template, or click the Create button.

This opens a new presentation. Everything is set up and you just need to insert images and
text in the various placeholders.

Download free ebooks at bookboon.com

20

Downloaded by francis 0chieng

Microsoft Office Initial

Figure 11: PowerPoint is ready for you to insert your own pictures and
text.

Templates are a really smart way to create presentations. If you work with
PowerPoint in a business, the company might have created its own templates. Some
companies even require that you use these templates as part of its "branding". Ask your
IT department whether it is the case with your company.

Under Installed templates there is a special template called Introduction to PowerPoint

2007. I recommend that you open and browse it. It contains useful information about
the program.

Take also a look at the other templates, those that are already installed as well as
those that are online. They give a good overview of the many options you have.

Now you can close the presentation down. In the following, we will work from a new, blank
presentation.

1.10 Customising the Slide Format

Download free ebooks at bookboon.com

21

Downloaded by francis 0chieng

Microsoft Office Initial
Depending on what your presentation will be used for, you can choose between
different slide formats. You can choose plain A4 if you print your presentation on
transparencies, or you can choose a format to fit your computer screen, which will also
fit a projector connected to a computer.

Download free ebooks at bookboon.com

22

Downloaded by francis 0chieng

 Microsoft Office Initial

1. Start with a new, blank presentation. This is the presentation we are going to work
with from now on.
2. Choose the Design Tab in the Ribbon and click on the Page setup button furthest to
the left.

Figure 12: The button Page setup.

Please click the

Download free ebooks at bookboon.com

22

Downloaded by francis 0chieng

Microsoft Office Initial

Visit:www.Horizons

Download free ebooks at bookboon.com

23

Downloaded by francis 0chieng

Microsoft Office Initial

When you click to enter text, the text will stand as a bulleted list with the "bullets" to the
left of each line of text. It can be changed afterwards if you do not want bullets.

The functions of the icons are:

Table, where you can insert a table with a number of rows and columns as you choose.

Excel Chart, where you get to choose between the many charts offered by the Excel spreadsheet
program.

Download free ebooks at bookboon.com

24

Downloaded by francis 0chieng

 Microsoft Office Initial
SmartArt Chart, which is a new feature in Office 2007. SmartArt allows you to quickly
create great- looking process charts, flowcharts, food pyramids and many other things.

Image, which allows you to insert an image you already have as a file.

Multimedia Clip, which is small drawings and animations that came with the program
when it was installed. In older versions of Microsoft Office it was called "Clipart".

Media Clip, which is another word for video clip.

It is not a requirement that there is a Content Object in the slide before you can insert
different things. The Content Objec just makes it a little bit easier. If you want to insert
pictures, charts, etc. where there is no Content Object, you can find the various options
in the Insert tab in the Ribbon.

In our slides we want to insert an image into the left Content Object along with some
descriptive text in the one to the right.

I have a big photo album on my computer that I can choose a picture from. If you do not
have pictures lying around, there are probably a couple of image samples in the folder
"Images" which is a subfolder of "My Documents".
Please click the

Download free ebooks at bookboon.com

25

Downloaded by francis 0chieng

Microsoft Office Initial

Download free ebooks at bookboon.com

26

Downloaded by francis 0chieng

Microsoft Office Putting Content in the

Figure 24: A slide with two placeholders.

1. Click on the box with the text “Click to add title” and “Slide with Image”.

2. Click on the image icon in the left Content Object.

A window will open where you can select an image file.

Download free ebooks at bookboon.com

32

Downloaded by francis 0chieng

Microsoft Office Putting Content in the

Figure 25: Here you can select an image file.

3. Select a file and click the Insert button. Avoid clicking on the little arrow
on the right side of the button, we will not be needing it.

Download free ebooks at bookboon.com

33

Downloaded by francis 0chieng

Microsoft Office Putting Content in the

The arrow on the Insert button allows you to insert the picture as a linked object. If
you do, the picture will technically not be in the presentation. It will be shown in the
presentation, but the picture itself is located somewhere else. You will therefore not
be able to view the image if you show your presentation on another computer.

The advantage of inserting the image as a linked object is that if the image file changes,
the image will also change in the presentation. At the same time the presentation will
also take up less space on the hard disk.

But in our case it is probably best to paste the image in the usual way, so we can
be sure it works. My slide now looks like this:

Figure 26: Slide with inserted image.

4. We must also insert some descriptive text. Type 4-5 lines of text of your
choice in the right Content Object by first clicking on the text "Click to
add text", then you are ready to write.

Download free ebooks at bookboon.com

34

Downloaded by francis 0chieng

 Microsoft Office Putting Content in the

Figure 27: Image and text.

Please click the

34

Downloaded by francis 0chieng

Microsoft Office Putting Content in the

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
35

2.1.1 Move, Resize and Rotate Image

Maybe you are not completely satisfied with the size or location of the image. You may also
like to add a shadow effect or the like to make it more decorative. There are many options
with PowerPoint.

To move the image around, all you need to do is click on it with the left mouse button and
keep the button down while moving the mouse.

To resize the image, you can also click on it once with the left mouse button. A small
circle will appear in each corner and a small square on each side of the image (see
Figure 26). These little circles and squares are called "handles". To resize the image
click with the left mouse button on one of the handles and hold the button down
while moving the mouse. If you "pull" on the handles at the corners, the image will
maintain the relationship between width and height., but if you drag in the squares
along the sides you can make the picture wider or narrower.

If you hold down the CTRL key on the keyboard while you scale the picture, the size will
also change on the opposite side of the picture. Try it.

Finally, you can also rotate the picture. You do this by clicking with the left mouse
button on the small green circle over the image and holding down the button while
moving the mouse.

If you hold down the Shift key on your keyboard while you rotate the image, it will
be rotated in increments of exactly 15 degrees. This makes it easy to rotate it, for
example, exactly 45 degrees.

You can do these things with all objects based on Content Objects. This means that you can
also do it with text boxes.

Download free ebooks at bookboon.com

35

Downloaded by francis 0chieng

Microsoft Office Putting Content in the

Figure 28: Rotated image and text.

2.1.2 Image Effects

You can also add fun and interesting effects to your images so that they become more
conspicuous. It is possible to put different frames around or even add threedimensional
effects, so that your slide will get a spacious appearance.

Click once on the image with the left mouse button. It provides access to an additional Tab
in the Ribbon, called Format. Click on this Tab.

Figure 29: The Format Tab, which is available when you have
highlighted an image.

In the left side of the Ribbon, you can adjust image contrast, brightness and colours.
Furthest to the right you can adjust the image size completely accurately. You can even
Download free ebooks at bookboon.com

36

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
experiment with these features. The fun stuff is in the middle of the Ribbon,
because that is where we can add all sorts of effects .

As you might have noticed, there is a group of buttons which are examples of various
effects. There are many more options than those you can see, but you can get the total
picture by clicking on the bottom one of the three small buttons just to the right of the
examples.

Download free ebooks at bookboon.com

37

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
When you point to an example, your selected image will change, so you can see how

the effect will look. You have not chosen the effect until you click on the example.

Point to the different options to create effects. I found a nice three-dimensional effect for my
swan:

2.2 Excel Charts

Many people need to include some figures. Instead of showing long data series it is a
good idea to illustrate them using charts. You are probably familiar with bar charts and
pie charts, and with PowerPoint you can make them look really nice.

In PowerPoint 2007, the chart function is far better than in previous versions. Now it is
actually the Excel spreadsheet program that controls everything, and it is a clear
improvement over the old "MSGraph".

You can also put an Excel chart in your presentation, which is stored in an Excel file
somewhere else. This means that when the spreadsheet is updated it will also be reflected
in your presentation.

Download free ebooks at bookboon.com

38

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
2.2.1 Creating a New Excel Chart

First we must create an Excel chart inside PowerPoint. Such a graph is saved in the
presentation and has no links to other files.

1. Insert a new slide. Select the type Title and Content Object.

2. As title of the slide, you can write “Slides with Excel Chart 1”.

3. In the Content, click on the Insert Chart icon ( )

You can now choose between all the different chart types in Excel.

4. We will keep it simple for this exercise. In the left side, select the Column category

5. In the right side of the window, select the chart type top left. Which is a traditional bar
chart.

Figure 31: The window "Insert chart", where you select chart
type.

6. Click OK and a nice chart will be inserted in your document.

Download free ebooks at bookboon.com

39

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
Other things are happening as well. The screen is divided in two; the PowerPoint
with the chart is in the left half, and in the right half there is a spreadsheet that
contains the data that is displayed in the chart.

The spreadsheet contains some sample data to help you to insert your own data in the
right places.You can see that the chart data is surrounded by a thin blue frame. It
shows exactly what data is included in the chart. If you write something in more
rows or columns, the frame will adjust by itself. You can also manually resize the
frame by clicking on it in the lower right corner, holding the mouse button and
dragging it to the size you want. In this way you can get as many series and
categories as you want.

Figure 32: The screen is divided in a ”presentation part” and a

”spreadsheet part”.

Here is an example where I have adapted the chart solely by entering data into the
spreadsheet. The chart axes and series names change automatically if you change them in
the spreadsheet.

Download free ebooks at bookboon.com

40

Downloaded by francis 0chieng

Microsoft Office Putting Content in the

Figure 33: Here the chart has been adjusted by entering new data in the
spreadsheet.

To close the spreadsheet, click on the cross at the top right of the screen, then
PowerPoint will again fill the entire screen. You can always return to the spreadsheet
by clicking on the chart with your right mouse button and choosing Edit Data in the
menu that appears.

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office Putting Content in the

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
41

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
After selecting the chart, there are three additional Tabs available in the Ribbon. The Tabs
are Design, Layout, and Format.

The Design Tab contains functions for basic choices of chart type and colour theme.
The Layout Tab contains options for building the chart "skeleton". That is, what
titles, axes and explanations you need. The Format Tab has options for colouring of
the datasets, text, chart area etc.

2.2.2 Insert a Chart from an Excel Workbook

I assume you know how to create a chart in Excel. If you do not know how to, you can
skip this exercise, but I would encourage you to read my book on Excel, which is also
included in this series.

For this exercise I have used a spreadsheet from an exercise in the book on Excel.

Figure 34: A spreadsheet with a chart. Here the chart has been clicked with
the right mouse button.

1. Insert a slide in your presentation and use a Title-Only slide type.

2. In the title field, you can write “Slide with Excel chart 2”.

3. Make sure you have an Excel workbook with a chart. Save the workbook.

4. Open your Excel workbook with the chart.

Download free ebooks at bookboon.com

41

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
5. Click on the chart in your spreadsheet with the right mouse button.

6. Choose Copy from the menu that appears.

7. Switch to PowerPoint, click the Home tab.

8. Click on the lower part of the Paste button. A new Paste Special window will open (see
Figure 35).

Download free ebooks at bookboon.com

42

Downloaded by francis 0chieng

Microsoft Office Putting Content in the

Figure 35: Menu item Paste Special.

Figure 36: Remember to select Paste Link and Excel Chart

Object.

You have various different options when you insert something in the "special" way.
First you must choose whether you just want to add something, or if you want to
insert a "link". If you insert a link, it requires that you have a source document like
we have in this exercise. If the object from the source document is changed, it will
also change in your PowerPoint presentation. If you simply choose to deploy without
the link, the object that you insert will be embedded in the presentation. It will not
change if the source file changes.

When you paste a link, please be aware that you break the link if you move or rename the
source file. PowerPoint will ask you about the new location if that is the case.

You can choose between different types of objects to insert. What you can choose
between depends on what type of object you want to paste. In our case it is an Excel
chart, and we can choose to paste it as a chart object or as different types of graphics.

Download free ebooks at bookboon.com

43

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
If you paste the chart as an image, a bitmap (which is also a kind of image) or as a
graphic object the update via the link will not work.

9. Choose Paste Link options and Microsoft Office Excel Chart Object, and click OK.

The chart is now inserted in your presentation. You cannot see that it is a chart that is linked
to an Excel spreadsheet, but if you double-click on it, the spreadsheet is opened.

PowerPoint cannot control the colour theme in a linked chart, so the chart has the same colours
as in the source file.

Download free ebooks at bookboon.com

44

Downloaded by francis 0chieng

 Microsoft Office Putting Content in the

Figure 37: Slide with a linked Excel chart.

Please click the

43
Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office Putting Content in the

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

 Microsoft Office Putting Content in the
44

If you save and close your presentation, you will next time it opens be presented with
the following security warning:

Figure 38: Here you are asked if you want to update the links.

Since you created both the chart and presentation yourself, there is no security risk to
updating the chains. Therefore, you should click Update Chains if you want to ensure that
the chart appears with the latest data.

2.3 SmartArt

PowerPoint 2007, like the other programs in Office 2007, has a new feature called
"SmartArt". SmartArt can create professional-looking charts in no time. SmartArt is a
really good idea and it works very well even in this first version.

Download free ebooks at bookboon.com

44

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
Figure 39: In SmartArt we choose ”Basic Chevron Process”.

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

 Microsoft Office Putting Content in the
Although the diagrams in SmartArt may seem a little "engineer -like" you do not

have be an engineer to use them. There are many options to satisfy most needs, but
it is incredibly simple to use. If you want to describe a process, an organisation that
illustrate the context, or just make a renewed version of a supermarket food
pyramid, this is a tool that can be very useful.

Download free ebooks at bookboon.com

46

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
Let us plan a picnic and illustrate the plan with a chart.

1. Insert a new slide in the practice presentation. Use the type Title and Content Object.

2. Type the following: “Slide With SmartArt” in the title field.

3. Click on the SmartArt Icon in the Content Object ( ). A window will open, where you can
choose what kind of SmarArt you want.
4. Choose the same type as I did in Figure 39. You must select Process, then Basic Angle
Process. Then click OK.

Now a SmartArt chart has been inserted in your presentation. The chart has been
selected, and you may have noticed that a couple of extra Tabs, called Design and
Format have appeared. In these Tabs you can adjust just about everything; colour, font
etc. Try experimenting a little.

Figure 40: The SmartArt chart is ready for editing.

If you are feelng lazy and do not want to alter anything, I can tell you that the chart you
have put in is also connected to Styles. This means that if you change the document’s
Style colours, this will also be reflected in the chart, unless you have added other
colours to it. Handy!

Download free ebooks at bookboon.com

47

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
1. At this point, the chart tells us nothing about the picnic, so click the first

arrow in the chart and write ”Arrival”. Note the text size adjusts automatically,
so you can see everything. That is pretty handy as well!
2. We would like to make a bonfire at the picnic, so click on the middle arrow and
type "Finding firewood."
3. In the last arrow, write ”Light Bonfire”

Download free ebooks at bookboon.com

48

Downloaded by francis 0chieng

 Microsoft Office Putting Content in the
4. Three arrows are not enough to describe a whole picnic in detail, which means
we need more arrows. Point at the arrow to the right and click once with the right
mouse button and choose Add Figure, then Add Figure After. Now there should
be four arrows.
5. Write “Leisure Time” in the last arrow.

6. I forgot that we also need something to eat. Click with the right mouse button on
the ”Leisure Time” arrow and choose Add Figure, then Add
Figure Before. A new arrow has now been inserted between ”Light Bonfire”
and ”Leisure Time”.
7. Write ”Lunch” in the new arrow.
Please click the

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
4

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
47
Now we have an almost complete plan for our picnic. Let us hope somebody wants to come
along!

2.4 Multimedia Clips

In Office 2007, "Multimedia Clips" is the name of small drawings, animations,

photographs and sound clips, which either came with the Office package, or are available
online. You can use them f to spice up your presentations free of charge.

If you do not have an Internet connection, there is not much to choose from, but if you
have an Internet connection, and it is open, you will automatically have access to a
huge library.

There are many funny, cute and creative multimedia clips to choose from, and you can
have a lot of fun with the vast library.

1. Insert a new slide in the presentation. Use the type Title-Only, because we must
try inserting something where the slide does not match the Content Object.
2. Name the slide Multimedia Clips.

3. Select the Insert Tab in the ribbon.

4. Click on the Multimedia Clips button.

Download free ebooks at bookboon.com

47

Downloaded by francis 0chieng

Microsoft Office Putting Content in the

Figure 42: The Multimedia Clips button.

A new panel will appear on the right side of the screen. The panel is called "Clip Organizer".
Here you can search for different types of graphics.

Figure 43: The Multimedia Panel appears.

On the panel, you can type a keyword such as "car", "New York" or "smiley", then you get
a list of what is found.

5. Type a keyword of your choice and click the Search button. If your search does not
give any results, try something else. It is a good idea to use somewhat "general" terms.
For instance, instead of typing "Porsche" you might try "sports car".

Download free ebooks at bookboon.com

48

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
6. Once you have the results, just click on the ones you are interested in to insert them
into
your slide.

You can also refine your search a little. You can, for example, decide that you only want
to display animated drawings and photographs.

Download free ebooks at bookboon.com

49

Downloaded by francis 0chieng

 Microsoft Office Putting Content in the

7. Type ”sports car” in the Search box.

8. Click the field Selected Media File Types, then a list will appear.

9. Ensure that only Photographs and Film are selected.

10. Click on the Search button.

Figure 44: Limiting the search.

Please click the

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
49

Download free ebooks at bookboon.com

51

Downloaded by francis 0chieng

Microsoft Office Putting Content in the

Download free ebooks at bookboon.com

Downloaded by francis 0chieng

 Microsoft Office Putting Content in the
50

If you have been as lucky as I was you got three results on the search.

11. Click on each of the displayed results to insert them into the slide.

12. If they are on top of each other, you can try moving them around a bit.

Figure 45: Three sports cars in one slide, no need to be modest!

Above I said the drawings were animated, but you might have noticed that they do not move.

You can only see the animation when viewing the presentation as a slide show. The reason
they are not animated in normal view is that it requires some effort by the computer and
will make the program slow to work in. It is not a big problem when you only have two
small animations, but if you have a large presentation with many small animations, you
will start noticing the computer slowing down.

13. Click on the View button Slide Show. It is the third button in the lower right corner of
the screen. You will then be able to see the animations.
14. Once you have seen enough, press the ESC key on your keyboard to return to normal
view.

Download free ebooks at bookboon.com

50

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
You can scale and rotate the clips just as you can with pictures. But if you make
them bigger, you should be aware that they might become a bit grainy.

2.5 Video Clips

In PowerPoint, video clips is called "media clips". Regardless of what Microsoft calls it,
we are talking about video clips.

Download free ebooks at bookboon.com

51

Downloaded by francis 0chieng

Microsoft Office Putting Content in the

This exercise requires that you have a video clip stored on your computer. If not, you
can skip this exercise.

1. Insert a new slide in the presentation. Use the slide type Title Only.

2. Type Video Clips as the title of the slide.

3. Select the Insert tab in the Ribbon.

4. Click on the top half of the Movie button.

Figure 46: The Insert Movie button.

A window will open, where you can select the video file you want. If you clicked on
the bottom half of the button, you will be able to choose whether you want to paste
from a file (like we do now) or whether to use a clip from Clip Organizer. If you
selected Clip Organizer, the procedure would be the same as described in
"MultiMedia Clips".

Figure 47: Selecting a video file.

5. Click on the video clip you want to insert, then click OK.

Download free ebooks at bookboon.com

52

Downloaded by francis 0chieng

Microsoft Office Putting Content in the
PowerPoint is kind enough to ask whether the video clip is to be played automatically
when you view the slide show, or whether it should only play when clicked.

Download free ebooks at bookboon.com

53

Downloaded by francis 0chieng

 Figure 48: How do you want the video clip to play?

6. Click on Automatic.

The video clip is now inserted into the slide. It does not play right away, but appears only as an image.It is only when you
run the slide show that video clip is playing. Alternatively you can click the Preview button in the Settings tab, which
has now become available in the Ribbon. This will enable you to view the video clip without having to switch to slide
show view

Downloaded by francis 0chieng

 Putting Content in the Presentation
Microsoft Office PowerPoint

Networking and Internet

A network is an arrangement that enables two or more computers to communicate (talk) to each
other.

Types of Networks

Networks can range from a small group of computers linked together in a class room to thousands of computers linked

together across the globe. Depending on the geographical location, networks can be classified as a) LAN ( Local Area
Network)

b) MAN ( Metropolitan Area Network)

c) WAN (Wide Area Network)

Local Area Network: If a network is confined to a single location, typically a building, it is called a LAN.
Ex : Set of interconnected computers within an office.

Metropolitan Area Network: A metropolitan area network is a network that is larger than a LAN, it connects the
computers distributed across multiple buildings.
Ex: the computers in all branches of an office within a city.

Wide Area Network: When a network is located over wide areas such as cities, states, countries or even continents, it is
called a WAN.
Ex : i. Computers in different branches of a Globalised company. ii. Internet
INTERNET

The internet is a global connection of computers. These computers are connected via a huge network of
telecommunication links. The internet allows you to access to a whole resource of data and information stored at
different sites (called hosts) and locations around the world. The communication links which inter connect each host
computer use a common method of transmission known as TCP/IP, which stands for Transmission Control Protocol /
Internet Protocol.

Internet connection helps us to:

1. Read information on a wide range of topics

2. Send or receive E-mail

3. Down load useful programs such as virus detectors, file compression, decompression utility etc.,

4. Share your opinions and your knowledge on a variety of topics through various new groups.

5. Chat with other people any where in the world

6. View interesting video‘s listen to music or wander through a 3-D world.

Requirements for connecting to the Internet:

a) Modem: A modem is a peripheral device that allows a computer to connect and communicate with
other computers. Modem stands for Modulator Demodulator.
b) Web Browser: A browser is a software program that is necessary in order to view web pages on the
web.
Ex: Internet Explorer, Netscape Navigator, Mozilla Firefox, Microsoft outlook express etc.

Downloaded by francis 0chieng

 c) Telephone line: A telephone line is required to transfer data from one computer to another. The
computer is connected to a modem, which, in turn, connected to a telephone line.

Microsoft Office PowerPointd) Subscription with Internet service provider (ISP): ISP‘s are companies that provide
access to the Putting Content in the Presentation

internet. We need subscription with any ISP to get an Internet connection.

Some of the ISPs in India are VSNL, MTNL, Sify, Specrta Net etc.

World Wide Web (WWW):

It refers to the collection of information accessible on the internet. The web is similar to a library. It consists of millions
& millions of pages of text, pictures, sounds and animation on various topics. These pages, called web pages are stored
on different computers that are connected to the internet. The web pages have links between them i.e when we click a
certain word or picture in a page, it will take us to another page. These words or pictures that help to move from one
page to another are called hyperlinks. A collection of related web pages is known as a web site. A web site can be
accessed by means of a unique name assigned to it.
Internet was initially designed for the transmission of text basing on the protocols mentioned. In order to
transmit a graphically designed web page complete with pictures, embedded sound and animation a special language was
designed which is referred to as Hyper Text Mark up Language (HTML). HTML uses special text codes to define the
various elements of a web page.
The WWW support a protocol called Hyper Text Transfer Protocol (HTTP). All internet servers cannot support
HTTP and so the web can be regarded as a subset of the larger internet.
HTTP provides a method of transmitting a professionally laid out page over the text based internet. Uniform Resource
Locator: (URL): Each web site has a unique address commonly referred to as a URL. A URL specifies the exact
location of the web page on the internet.
A typical web address or URL looks as http:// www.microsoft.com/catalog/navigation.asp

Explanation of the example URL:

URL Element Explanation

http Identifies protocol necessary to retrieve the file.

WWW Indicates that the site is on the world wide web

Microsoft Indicates the name of the web site

.com Indicates the domain type of the web site

/catalog/navigation.asp Specifies the path of the file stored on the web server‘s hard disk

E-Mail

E-mail or electronic mail is a service for sending or receiving messages electronically through a computer network. The

electronic mail uses various technologies that support electronic transmission of text, data and graphics. Some of the

features of E-mail are

1. it is much faster than the normal mail. Messages can be sent within a matter of seconds to any part in the world.
2. it can be sent to many people at the same time

3. E-mail is cheaper than a phone call and an ordinary mail

4. it can access information and file libraries on request

5. E-mail user can have a mail box which is accessed through a computer terminal

Downloaded by francis 0chieng

 Putting Content in the Presentation
6. an E-mail message consists of two parts

a) a header specifying the address of the sender and the address of the receiver b) the text of the message

7. The mailing system allows selecting messages for reading, displaying, saving, deleting, forwarding and replying.
8. Mailing list can be created to send the same message to a group of people Microsoft Office PowerPoint

E-Mail Address: An E-Mail address consists of three parts

1. The person‘s Login name

2. @ sign

3. Domain name

A domain represents organization, network, and country name

Ex: Statisitcs@hotmial.com in this Statistics is the user name and his account is in the domain hotmail.com. Both the
names are separated by the @symbol.

Search Engines :

Search engines are utilities used to search for information on the web. A user interface is provided where you can enter
the word or phrase you are searching for. The search engine looks for the keywords we have entered and returns the
results of the search, providing links to relevant Web sites for us to choose from. Some commonly used search engines
are MSN, Alta Vista, Google, Yahoo! search and Infoseek etc.
*******

Downloaded by francis 0chieng

 4

Downloaded by francis 0chieng