8/5/2017

DEPARTMENT OF COMPUTER
SCIENCE & ENGINEERING

INTRODUCTION TO COMPUTING

MC/MA/ES/PE/GL

Prepared by Mr William Agangiba

Modified by Akpah Sylvester
Table of Contents
CHAPTER ONE....................................................................................................................................... 1
INTRODUCTION TO COMPUTERS (PCs) ............................................................................................... 1
1.1 Objectives and Expected Results ................................................................................................... 1
1.2 Evolution of Computers ................................................................................................................ 1
1.3 Uses of the Computer .................................................................................................................. 2
1.4 Basic Components of a Computer System .................................................................................... 3
1.4.1 Computer Hardware ................................................................................................................ 4
1.4.2 Computer Software ................................................................................................................. 4
1.5 Types of Computers ....................................................................................................................... 5
1.6 Basic Hardware Components of a Personal Computer System ......................................................... 6
1.6.2 The mouse .............................................................................................................................. 8
1.6.3 The Processor (Central Processing Unit (CPU)) ......................................................................... 8
1.6.5 Computer Storage (Memory) .................................................................................................. 12
1.6.6 Types of Storage (Memory) .................................................................................................... 14
1.6.7 Interfacing of Input or Output Devices .................................................................................... 16
1.7 PCMCIA Card and Slot ................................................................................................................ 17
1.8 Computer Accessories .................................................................................................................. 18
1.9 Computer Software ...................................................................................................................... 18
1.9.1 Operating System Software.................................................................................................... 18
1.9.2 Application software .............................................................................................................. 19
CHAPTER TWO .................................................................................................................................... 20
OPERATING SYSTEM SOFTWARE ...................................................................................................... 20
MICROSOFT WINDOWS (MS Windows) ................................................................................................ 20
2.1 Objectives Lecture and Expected Results ....................................................................................... 20
2.2 Introduction.................................................................................................................................. 20
2.3 Starting Windows ’95 (onwards) ................................................................................................. 21
2.3.1 Desktop ................................................................................................................................ 21
2.4 Launching Programs..................................................................................................................... 23
2.5 Mouse ...................................................................................................................................... 24
2.5.1 Function of the Right mouse Button ....................................................................................... 24
2.5.2 Function of the left mouse Button .......................................................................................... 24
2.6 Files, Processes and Virtual Memory ............................................................................................. 24

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 2.7 Icon .......................................................................................................................................... 25
2.7.1 How to open an Icon.......................................................................................................... 25
2.7.2 How to arrange icons ............................................................................................................ 26
2.7.3 How to move an icon ............................................................................................................ 26
2.7.4 How to create a personal window/folder ................................................................................ 26
2.7.5 How to copy an icon into a personal window/folder ............................................................... 27
2.8 Windows Part ............................................................................................................................... 27
2.9 Window Types ............................................................................................................................. 28
2.10: My Computer ............................................................................................................................ 30
2.10 The Windows Explorer ............................................................................................................ 31
2.11 The Recycle Bin ....................................................................................................................... 32
2.12 Windows Accessories ............................................................................................................... 33
2.12.1 Notepad .............................................................................................................................. 33
2.12.2 WordPad Facility .............................................................................................................. 34
2.12.3 Paint ................................................................................................................................... 36
1.13 Security Settings and Software .................................................................................................... 36
LECTURE THREE ................................................................................................................................. 39
WORD PROCESSING USING MS WORD 2010 .................................................................................... 39
3.1 Objectives of the Lecture and Expected Results.............................................................................. 39
3.2 Introduction.................................................................................................................................. 39
3.3 Getting Started ............................................................................................................................. 39
3.3.1 Opening Outlook or from the Desktop ................................................................................... 39
3.3.2 Screen Layout of MS Word 2010........................................................................................... 40
3.4 Toolbars....................................................................................................................................... 41
3.4.1 Quick Access Toolbar ............................................................................................................ 41
3.4.2 Mini Toolbar.......................................................................................................................... 41
3.4.3. Ribbons................................................................................................................................ 42
3.5 Tabs ............................................................................................................................................ 42
3.5.1 The Home Tab...................................................................................................................... 42
3.5.2 Insert Tab.............................................................................................................................. 42
3.5.3 Page Layout Tab ................................................................................................................... 42
3.5.4 Reference Tab ....................................................................................................................... 42
3.5.5 Mailing Tab ........................................................................................................................... 43

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 3.5.6 Review Tab ........................................................................................................................... 43
3.5.7 View Tab .............................................................................................................................. 43
3.6 Working with Documents.............................................................................................................. 44
3.6.1 Create a New Document ........................................................................................................ 44
3.6.2 Using Templates .................................................................................................................... 45
3.6.3 Opening a document ............................................................................................................. 45
3.7. Cut, Copy and Paste.................................................................................................................... 45
3.7.1 Pasting Text .......................................................................................................................... 46
3.8 The Undo and Redo Features ....................................................................................................... 46
3.9. Show/Hide Formatting Marks...................................................................................................... 47
3.10 Autocorrect ................................................................................................................................ 47
3.11 Formatting Text ......................................................................................................................... 48
3.11.1 Modifying Fonts................................................................................................................... 48
3.11.2 Change Text Case ............................................................................................................... 48
3.11.3 Apply text effects ................................................................................................................. 48
3.11.4 Format Painter .................................................................................................................... 49
3.11.5 Clear Formatting ................................................................................................................. 49
3.12 Formatting Documents ............................................................................................................... 50
3.12.1 Adjusting Line Spacing ........................................................................................................ 50
3.13 Page Orientation ........................................................................................................................ 50
3.13.1 Different Page Orientations on Same Document ................................................................... 51
3.13.2 Page Margins ...................................................................................................................... 52
3.14 Page Breaks ............................................................................................................................... 53
3.14.1 Inserting a Page Break ......................................................................................................... 53
3.14.2 Deleting a Page Break ......................................................................................................... 53
3.15 Headers, Footers, and Page Numbers ......................................................................................... 53
3.15.1 Add Page Numbers.............................................................................................................. 54
3.15.2 Remove page numbers, headers, and footers ........................................................................ 54
3.16 Bulleted Lists, Numbered List and Multilevel Lists ........................................................................ 54
3.16.1 Bullets Command and Numbering Command ....................................................................... 54
3.16.2 Multilevel Lists ..................................................................................................................... 55
3.16.3 Formatting Lists................................................................................................................... 55
3.17 Ruler.......................................................................................................................................... 57

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 3.17.1 Setting Detailed Tab Stops ................................................................................................... 57
3.17.2 Clear Tab Stops .................................................................................................................. 58
3.18 Working with Graphics ............................................................................................................... 58
3.18.1 Inserting Shapes .................................................................................................................. 58
3.18.2 Format Shapes .................................................................................................................... 59
3.18.3 Delete Shapes ..................................................................................................................... 60
3.18.4 Inserting Text Boxes ............................................................................................................ 60
3.18.5 Deleting Text Boxes ............................................................................................................ 60
3.19 WordArt..................................................................................................................................... 60
3.20 Insert Picture/Clip Art ................................................................................................................ 61
3.20.1 Insert Clip Art...................................................................................................................... 61
3.20.2 Insert Picture from Web ....................................................................................................... 61
3.20.3 Insert Picture from File......................................................................................................... 61
3.20.4 Sizing Graphics ................................................................................................................... 61
3.21 Advanced Formatting Techniques ............................................................................................... 62
3.21.1 Create Columns................................................................................................................... 62
3.22 SmartArt Graphic ....................................................................................................................... 63
3.22.1 Create a SmartArt Graphic .................................................................................................. 64
3.22.2 Add or Delete Shapes in SmartArt Graphic .......................................................................... 64
3.22.3 Format SmartArt Graphic .................................................................................................... 64
3.23 Tables ........................................................................................................................................ 65
3.23.1 Inserting a Table .................................................................................................................. 65
3.23.2 Parts of a Table ................................................................................................................... 65
3.23.3 Add Row/Column to Table .................................................................................................. 65
3.23.4 Delete a Table ..................................................................................................................... 65
3.24 Styles ......................................................................................................................................... 66
3.24.1 Applying a Style .................................................................................................................. 67
3.24.2 Applying a Style from the Style Dialog Box .......................................................................... 67
3.24.3 Creating a New Style from a Model ...................................................................................... 67
3.24.4 Creating a Simple Style from the Style Dialog Box ................................................................ 67
3.24.5 Modifying or Renaming a Style............................................................................................. 68
3.24.6 Deleting a Style ................................................................................................................... 69
3.25 Thesaurus .................................................................................................................................. 70

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 3.26 Save a document ........................................................................................................................ 72
CHAPTER FOUR .................................................................................................................................. 75
SPREADSHEET USING MS EXCEL ...................................................................................................... 75
4.1 Objectives of the Lecture and Expected Results.............................................................................. 75
4.2 Introduction to Microsoft Excel 2010 ............................................................................................ 75
The worksheet is a grid of columns (designated by letters) and rows (designated by numbers). The letters
and numbers of the columns and rows (called labels) are displayed in gray buttons across the top and left
side of the worksheet. The intersection of a column and a row is called a cell. Each cell on the
spreadsheet has a cell address that is the column letter and the row number. Cells can contain text,
numbers, or mathematical formulas. .................................................................................................... 75
Table 4.1 Excel Terminology .............................................................................................................. 76
4.3 Starting Microsoft Excel 2010 ....................................................................................................... 76
4.3.1 The Excel Application Window .............................................................................................. 76
Table 4.2 Resizing a Window ............................................................................................................. 77
4.4 MS Excel 2010 Ribbons ............................................................................................................... 77
4.5 Workbooks and Worksheets.......................................................................................................... 79
4.4.1 Creating Workbooks .............................................................................................................. 79
4.6 Freezing/Splitting Rows and Columns ........................................................................................... 81
4.7 Modifying Spreadsheets ................................................................................................................ 82
4.7.1 Merge and Unmerge Cells ...................................................................................................... 85
4.7.2 Moving Through Cells and Selecting Cells .............................................................................. 85
Table 4.5 Select Cells ......................................................................................................................... 86
4.7.3 Automatically Fill Data ........................................................................................................... 86
4.8 Formatting Spreadsheet ................................................................................................................ 86
4.8.1 Wrap Text ............................................................................................................................. 87
4.8.2 Format Numbers ................................................................................................................... 87
4.8.3 Cell Borders .......................................................................................................................... 88
4.8.4 Cell Styles: ............................................................................................................................ 89
4.8.5 Cell and Text Colouring ......................................................................................................... 90
4.8.6 Bold, Underline and Italics Text........................................................................................ 90
4.8.7 Formulas in Excel ............................................................................................................ 91
Table 4.5 Other Useful Formulas ........................................................................................................ 93
4.8.8 Arithmetic Formulas .............................................................................................................. 94
4.8.9 Linking Worksheets ............................................................................................................... 94

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 4.8.10 Relative, Absolute, and Mixed Referencing............................................................................ 95
More on Basic Functions..................................................................................................................... 95
4.9 Charts in Excel ............................................................................................................................. 98
4.9.1 Create a Chart....................................................................................................................... 99
4.9.2 Move Chart to New Sheet ...................................................................................................... 99
4.9.3 Change Chart Name .............................................................................................................. 99
4.9.4 Change Chart Layout ............................................................................................................ 99
4.9.5 Change Chart Style ............................................................................................................... 99
4.9.6 Chart or Axis Titles.............................................................................................................. 100
4.10 Data Labels .............................................................................................................................. 100
4.11 Legend..................................................................................................................................... 101
4.12 Move or Resize Chart ............................................................................................................... 101
4.13 Advanced Spreadsheet Modification .......................................................................................... 101
4.13.1 Hide or Display Rows and Columns ................................................................................... 101
4.14 Sorting Data............................................................................................................................. 103
4.15 Finalizing a Spreadsheet ........................................................................................................... 104
4.16 Save a Spreadsheet .................................................................................................................. 104
4.17 Print Preview............................................................................................................................ 105
4.18 Help ........................................................................................................................................ 105
Keyboard Shortcuts .......................................................................................................................... 106
CHAPTER FIVE................................................................................................................................... 107
PRESENTATION APPLICATION USING MS POWERPOINT 2010 ..................................................... 107
5.1 Introduction................................................................................................................................ 107
5.3 The PowerPoint Window ............................................................................................................ 108
5.3.1 Window Border ................................................................................................................... 108
5.4 What’s New in PowerPoint 2010 ................................................................................................ 110
5.4.1 File Tab (Backstage View) .................................................................................................... 111
5.4 Hiding and Redisplaying Ribbons ................................................................................................ 111
5.4.1 Customizing Ribbons ........................................................................................................... 111
5.5 Toolbars..................................................................................................................................... 113
5.5.2 Mini Toolbar........................................................................................................................ 113
5.6 Developing a New Presentation .................................................................................................. 113
5.6.1 Changing a Slide Layout ...................................................................................................... 114

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 5.6.2 Inserting Text on a New Slide .............................................................................................. 115
5.6.3 Creating Additional Slides .................................................................................................... 115
5.6.4 Designing & Customizing Slides ........................................................................................... 116
5.7 Multi-Level Bullets ...................................................................................................................... 116
5.8 Selecting Text in a Text Box ....................................................................................................... 116
5.8.1 Formatting Text in a Text Box ............................................................................................. 116
5.9 Creating a New Text Box ........................................................................................................... 118
5.9.1 Moving a Text Box to a New Location ................................................................................. 118
5.9.2 Resizing a text box............................................................................................................... 118
5.9.3 Rotating text boxes .............................................................................................................. 118
5.9.4 Deleting a text box .............................................................................................................. 118
5.9.5 Adding Borders and Fill Colour ............................................................................................ 119
5.9.6 Applying a Background Colour to a Text Box ....................................................................... 119
5.10 Applying a Background Colour to an Entire Slide ...................................................................... 119
5.11 Inserting Saved Images ............................................................................................................. 120
5.11.1 Inserting Screenshots ......................................................................................................... 120
5.12 Removing Backgrounds ............................................................................................................ 121
5.13 Handling Images in PowerPoint ................................................................................................ 121
5.13.1 Moving an Image ............................................................................................................... 121
5.13.2 Resizing an Image.............................................................................................................. 121
5.13.3 Rotating an Image ............................................................................................................. 122
5.13.4 Deleting an Image.............................................................................................................. 122
5.14 Inserting Clip Art ...................................................................................................................... 122
6.15 Inserting Sounds ....................................................................................................................... 122
5.16 Inserting Movies ....................................................................................................................... 123
5.16.1 Inserting Online Videos ...................................................................................................... 124
5.17 Reorganizing a Presentation ...................................................................................................... 125
5.18 Fixing Mistakes......................................................................................................................... 126
5.18.1 Undoing a Mistake............................................................................................................. 126
5.18.2 Redoing an Action ............................................................................................................. 126
5.19 Saving Your Presentation ......................................................................................................... 126
5.19.1 Saving Your Presentation ................................................................................................... 126
5.19.2 The Save Button ............................................................................................................... 127

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 5.20 Presenting your Slides............................................................................................................... 127
5.20.1 Starting your slide show ..................................................................................................... 127
5.20.2 Navigating within your Slide Show ..................................................................................... 127
5.20.3 Making Screen Annotation during Presentation................................................................... 128
5.21 Printing Your Presentation ........................................................................................................ 129
5.21.1 Customizing Print Layout ................................................................................................... 130
5.21.2 Setting Collation ................................................................................................................ 130
5.21.3 Setting Orientation ............................................................................................................ 130
5.21.4 Setting Colour ................................................................................................................... 130
5.22 Edit Header and Footer ............................................................................................................ 130
5.23 Different ways to view slides ..................................................................................................... 130
5.23.1 The Normal (Tri Pane) View............................................................................................... 131
5.23.2 The Outline Tab ................................................................................................................ 131
LECTURE SIX ..................................................................................................................................... 132
COMPUTER NETWORKS ................................................................................................................... 132
5.1 Introduction................................................................................................................................ 132
6.1.1 Reasons for Networking ....................................................................................................... 133
6.1.2 Networking and Communications Applications ..................................................................... 134
6.2 Data Communication Media........................................................................................................ 134
6.2.1 Cable Media ........................................................................................................................ 134
6.2.2 Wireless Media .................................................................................................................... 136
6.2.3 Telephone Network ............................................................................................................. 136
6.2.4 Cellular Telephone Network........................................................................................... 137
6.2.5 Satellite Network ................................................................................................................. 137
6.3 Network Topologies ................................................................................................................... 138
6.4 Networking Devices .................................................................................................................... 138
6.5 Types of network ....................................................................................................................... 139
6.6 The Internet and the World Wide Web ........................................................................................ 141
6.6.1 World Wide Web ..................................................................................................................... 142
Internet Addresses (URLs) ................................................................................................................. 143
6.7 Searching for Information on the Internet .................................................................................... 145
6.8 E-mail (Electronic Mail)................................................................................................................ 146
6.8.1 Accessing Yahoo! Mail ......................................................................................................... 146

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 6.8.2 Sending Mails ...................................................................................................................... 147
To whom can one send Messages?.................................................................................................... 147
6.8.3 What do "Cc:" and "Bcc:" mean? .......................................................................................... 147
6.8.4 How do I reply to a Message? .............................................................................................. 148
6.8.5 Attaching Files to Outgoing Email Messages ......................................................................... 148
6.8.6 Receiving Mails .................................................................................................................... 148
6.8.7 Working with Folders ........................................................................................................... 148
6.8.9 Moving Messages between Folders ....................................................................................... 150
6.8.10 Signing Out ....................................................................................................................... 150
6.9 Glossary of Internet Terms .......................................................................................................... 150

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 CHAPTER ONE
INTRODUCTION TO COMPUTERS (PCs)

1.1 Objectives and Expected Results

The objectives of this chapter are to:
 Present the whole course outline.
 Present the course objectives
 Appreciate how computers have evolved over the years.
 Present some uses of computers.
 Provide basic understanding of computer hardware and peripherals, and the mechanism of
communication between them.
 Categorise the types of software and highlight on the importance of the operating system
software.
 Let students appreciate the use of referencing and its importance
 Give students their course work assignment.

At the end of the lecture, it is expected that the student will:

 Have a basic understanding of computer hardware and software.

 Appreciate learning windows as prerequisite in their journey to using the computer to do
any useful work.

1.2 Evolution of Computers

Computing is said to have started in the mid-east with the use of counting stones and channels.
This was the precursor of the ABACUS, a counting instrument invented by the Babylonians and
usually associated with the Chinese. At the beginning of the 17th Century, Napier (the inventor of
logarithm) developed a series of rods that could be used for multiplication. Partial products
appeared on the rods and all the user had to do was to add them to get the final product.

By 1971, Charles Babbage had designed two computing machines:

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

The machines were never built because of the enormous engineering work involved; there were too
few technicians to machine all the parts. Nonetheless, their design gave the basis of modern day

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computers consisting of: an input device, a processor, a storage facility (Memory) and an
input/output device.

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

These First Generation type computers used:

 Vacuum tubes
 Punched cards
 Machine languages

They were slow and inefficient, yet they were so expensive that they could be accommodated in
military budgets. Since then, we have had the Second Generation computers, using Transistors,
and Low Level Languages. We have had the Third Generation computers, using Integrated Circuits,
Compilers and High Level Languages.
Modern day computers are the Fourth Generation computers; using sophisticated electronic
gadgets and the MICROCHIP invented by INTEL in 1971 (This is just around the time when
TEXAS CALCULATOR appeared on the market). The computer of today is an electronic device
that processes data according to a set of instructions given to it, i.e. according to a program.

The major manufacturers of modern day computers, which have found wide applications in
industries, are: IBM, WANG, HEWLETT PACKARD, DCD, NEC, EPHSON, CALCOMP, APPLE,
Toshiba, ZENITH, COMPAQ, BELINEA, DELL, MAXDATA, OLIVETTI, APOLLO, DEC, ASUS,
SONY and VAX .

Obviously, there are other manufacturers and new ones are emerging day after day.

1.3 Uses of the Computer

Many things can be done with a computer. Presently computers are widely used in offices, Banking,
Education, Health, Commerce, Science, Agriculture, Transport, and Communication and in other
industries. Computers are used for typing documents, keeping and retrieval of information, analysis
of data, designing work, sending and receiving information over long distances, control of plants,
and many more purposes.
In the earth sciences, computers are now widely used to produce maps, contours, process huge
amount of drill hole data, ore body modelling, and to plan and design mines. The reasons for the
increasing popularity of the use of computers are:

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

 Computers are more accurate in performing repetitive work.
 Work performed with a computer can be neat and beautifully presented.

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  Information can be stored safely and in a small space with a computer.
 Information can be retrieved more easily with a computer.
 Computers are now less expensive to purchase and use.
Despite the increasing popularity of computers, those with the requisite skills use them.

1.4 Basic Components of a Computer System

A computer is an advanced electronic device that takes raw data as input from the user and
processes it under the control of set of instructions (called a program), gives the result (output), and
saves it for the future use. It can also be defined as an electronic device that accepts data in one
form and processes it to produce data in another form. It is basically a counting device and contrary
to a common misconception that computers can do anything, they are actually quite limited. Most
computers are limited to four mathematical operations and three comparison operations.

Addition +
Subtraction –
Multiplication *
Division /
Equal to =
Less than <
Greater than >

Everything the computer does is done with one or combinations of the four mathematical
operations and three comparisons. Programming ingenuity makes the computer seems "intelligent".

A computer can also be defined as an electronic device, which uses programs to perform specific
task. From this definition it can be said that the computer has two main components; the machine
component called Computer Hardware and the program component called Computer Software.

All computer systems consist of computer Hardware and Computer Software.

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1.4.1 Computer Hardware
These are the internal and external physical, tangible parts of the computer system. They are the
parts of the computer system that we can touch and feel. The term also refers to all the mechanical
and electronic component of the computer system as well as other devices (accessories used with
the computer). E.g. Electronic circuitry, the keyboard, screen, etc.

The computer system consists of the following hardware components:

1. Central Processing Unit (CPU);
2. Primary Storage or Main Memory;
3. Secondary Storage; and
4. Input and Output Peripherals.

The main role of computer hardware is to do computation. The computation is done by executing
a set of instruction (which is normally called a computer program) onto a set of data. Instruction
and data are stored in the primary storage of the computer system. During the process of
computation, the instruction will be taken by the CPU from the primary storage one by one. If an
instruction requires data, then the data will also be taken from the primary storage. Since CPU is
made up of digital electronic circuit, instructions and data are given in the form of binary codes. So
the primary storage must store these instructions and data in this form. Since this type of computer
is based on digital technology, it is normally called digital computers. One binary digit is called a bit
and eight bits are called a byte. A binary code that can be processed at a time by a CPU is called a
word. A word length is the number bits in a binary code. Different CPU will have different word
length. For example, a CPU with word length of 8 can process 8 bits a time. This type of CPU is
called an 8-bit CPU.

1.4.2 Computer Software

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

Computer software can be divided into two classes as shown in Fiogure 1.1:

Application software: A set of computer software to perform specific task or a business process.
Examples of application software include word processing software, computer aided design
software, students’ Information system, payroll system and games software.

System software: This is the type of software that acts as intermediaries between the hardware and
the application software. System software includes operating systems, language translators, utility
programs and performance monitors.

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 Figure 1.1. Computer Software

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

1.5 Types of Computers

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

1. Microcomputers: smallest computer (e.g. desktop or personal computer, workstations, Thin-

client systems, Laptop, Notebook Computers). They are inexpensive and is used by one
person at a time. Workstations are powerful single user computers and run intensive
scientific and engineering applications such as engineering design, medical imaging,
scientific visualization and 3D animation.

2. Minicomputer: Moderate sized computer. Used when a desktop computer is not powerful
enough to do the job. One minicomputer can be used by more than one person at a time.

3. Mainframe: Large computer with fast processing speeds and can process billions of data per
second. Several people can use one mainframe computer at a time.

4. Supercomputer: Computer built to minimize distance between points for very fast
operation. It is used for extremely complicated computations.

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

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machines are called IBM compatibles. In this course, we shall be dealing with the personal
computers.

1.6 Basic Hardware Components of a Personal Computer System

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

 Input Devices
Devices used to send data, information or instructions into the computer. E.g. Keyboard, mouse,
etc

 Central Processing Unit (CPU)

The CPU performs all the instructions given to the computer (processes the data). CPU is divided
into two sections, or two units, which are:
(i) Control Unit, and
(ii) Arithmetic Logic Unit (ALU).

 Output Devices
These are the devices or equipment that display the processed data. E.g. monitor.

 Storage Unit (Memory, Hard Drives)

The storage unit stores data.

The CPU and the Storage unit are contained in a rectangular shaped box called the system unit.
1.6.1 Types of Input devices
 Keyboard
 Mouse
 Digitizer
 Scanner
 Modem

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

o Function keys
These are the group of 12 keys on the top of the keyboard. They perform some specific functions.

o Alphanumeric keys
This section works much like a typewriter and has the familiar QWERTY layout of a typewriter.

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

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

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

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

o Delete (Del)
Deletes, or erases, any character at the location of the cursor.

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

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

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

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

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

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

o Pause
Suspends display output until another key is pressed (not provided with standard keyboards).

o Break
Stops some programs in progress

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

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1.6.2 The mouse
Beside the Keyboard, the mouse is another widely used input device. The body of this device
contains a ball which, when rolled along a desk top or other flat objects transmits position
information to the computer. Buttons on the mouse activate various functions. For a right-hand
configured mouse, the left button is the ENTER key and the right one opens up a menu.

Fig. 1.2 Mouse showing right-hand configuration

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

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

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

1.6.3 The Processor (Central Processing Unit (CPU))

The processor is the most important member of the computer system. It is the brain of the
computer; the part that interprets and carries out instructions. It can add, subtract or compare
numbers at speeds measured in small factions of a second.

In large computers, the processor often comprises a number of chips – slivers of silicon or other
material that are etched with many tiny electronic circuits. The chips are plugged into circuit boards
– rigid rectangular cards that contain the circuitry that ties them to other chips and to other circuit
boards. In small computers called microcomputers or personal computers, the processor is a single
chip called a microprocessor. These microprocessors are manufactured by companies like
MOTOROLA and INTEL. INTEL manufactures the following types of microprocessors:

 INTEL 80286
 INTEL 80386
 INTEL 80486
 PENTIUM

8
You may hear people talking of 286,386 and 486 computers. If a computer is a 386, it means that
it contains INTEL 80386 microprocessor. 286 computers are the slowest and the 486 are the
fastest. Lately, INTEL introduced Pentium microprocessors, which are faster than the 80486
microprocessor. The speed of the processor is measured in Megahertz (MHz). Currently, the
Pentium 4 and Pentium M processors being introduced have speeds as fast as 3.0 GHz and more.

The term central processing unit is used loosely to refer to a computer’s processor, whether the
latter is a set of circuit boards or a single microprocessor. CPU is divided into two sections, or two
units, which are:
(i) Control Unit, and
(ii) Arithmetic Logic Unit (ALU).

Figure 1.3 Control Unit

Figure 1.4 Arithmetic Logic Unit

Microprocessor Chip
Inside bigger computers, such as the mainframes and supercomputers, various CPU functions are
carried out by chips on different circuit boards. However, for microcomputers, the CPU is usually
located on one chip only, which is termed as the microprocessor. Besides containing the control
unit and ALU, the microprocessor also contains registers and a system clock.

9
Most new microprocessors have been integrated with multimedia technology, or 3D graphics.
Specific microprocessors for notebooks and servers are also being made and sold by manufacturers.
The two main types of microprocessor chips are:

(i) CISC Chip: Microprocessors that are commonly used are the Complex Instruction Set
Computing (CISC) chip. This technology has been popularised by Intel, and has become the basis
of its microprocessors. This chip design has been used very widely, and many programmes have
been written specifically for this type.

(ii) RISC Chip: This type of computer chip uses the approach of Reduced Instruction Set
Computing (RISC), which involves less instruction. Its design is simpler and cheaper than the CISC
chip. This chip is used mostly inside high-powered microcomputers. Refer to Table 1.1 for the
most popular microprocessors.

Table 1.1 Popular Microprocessors

Figure 1.5 Pentium Microprocessor

1.6.4 Output Devices

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

Monitors
The monitor can be a monochrome (one colour) or colour; similar to a TV set; Black/white TV and
colour TV.

10
The colour monitor displays all colours of the rainbow whereas the monochrome monitor displays
just black and white. There are four (4) types of monochrome monitors. These are as follows:

 Paper white monitor (displays black and white)

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

The clarity or sharpness of a display (resolution) on a monitor depends on the type of monitor and
the type of display adapter being used.

A monitor can be TV type, plasma type or LED type in some few computers. Tiny computers
come with a tiny monitor of the gas plasma type called Liquid Crystal Display (LCD). That is the
kind of monitor you see on digital watches, pocket calculators, pocket computers, notebook
computers and laptop computers. Since an LED/LCD monitors use little electricity, it can run on
batteries. A traditional picture tube cannot run on batteries. If your computers system therefore
works on batteries, its screen is an LCD or LED.

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

 CGA – Colour Graphics Adapter

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

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

Non-Impact Printers e.g. Ink-Jet Printer

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

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

11
Impact Printers
There are two impact printers you will likely see with a personal computer. These are the Dot
matrix and the Daisy wheel. The difference between the two is in the quality of the output. Dot
matrix printers form characters from individual dots whereas a daisy wheel printer imprints fully-
formed characters, much like a typewriter. The dot matrix is the more versatile of the two. Both
printers impact the paper through a ribbon to transfer ink to the paper by the hitting element. Dot
matrix use 9 to 24 individual pins. The daisy wheel and the dot matrix printers produce printout in
one colour.

Plotter
A plotter also produces hard copies. A plotter uses some mechanism to drive pens in defined
horizontal/vertical motions in order to produce combined text and graphic figures. Most are driven
by software that not only controls pen motion, but also pen colour. Plotters do plot different
colours.
1.6.5 Computer Storage (Memory)
In general, the storage space for the memory can be used in five different ways, which include:

1. Storing the operating system and other system software programmes that act as interfaces
between hardware and application programmes and controlling computer resources.
2. Storing application programmes like word processors, spreadsheets, and databases.
3. Storing data temporarily, i.e. data received from input devices or secondary storage to be
processed or to be sent to output devices or secondary storage after processing.
4. Storing data required during processing inside an area of storage work.
5. Providing additional storage space to programmes or data, if required. If the computer has
excessive storage space for memory, the excess space is not to be used, but it can or is
ready to be used. The total memory utilisation changes during processing.

The memory communicates with the processor through:

i. Address Bus which is driven by the processor;
ii. Data Bus which is driven by the processor for the write cycle, but driven by the memory for
the read cycle;
iii. Signal/Control Bus for determining whether to read/write, when to start, data validity, and
others.
The computer has both primary and secondary storage units. The primary memory facility, located
in the system unit box (e.g. RAM, ROM and Cache memory), is used for storing data and
instruction. It stores three types of information: Data to be processed by the CPU; Instructions for
the CPU; and Operating System.

Apart from RAM and ROM, there is another type of primary storage, which is called cache
memory. Cache memory is a high-speed memory that is used to temporarily store blocks of data
taken from RAM or ROM. Cache memory is a place closer to the CPU, and thus it is faster than
RAM or ROM.

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 Figure 1.6 Three Types of Memory Chips

The amount of instruction and data that can be stored by primary storage is limited. To store a very
large amount of data, most computer systems use secondary storage. Secondary storage is not
volatile and is cheaper than primary storage. Secondary storage is a storage device that has been
designed to store data and instructions in a permanent form. This storage does not disappear
because data is stored in magnetic, optical or optical-magnetic form and the modern flash memory
technology. It is also a method of storing data, information, and instructions outside the computer.
In the latest technological development, primary storage is moving towards a large capacity using
small micro-electrical circuits, while secondary storage is moving towards a large capacity using
magnetic and optical media. Data inside a storage device, whether primary or secondary, is
measured in terms of byte, i.e. KB kilobyte), MB (megabyte), GB (gigabyte) and TB (terabyte).
Secondary storage sizes normally come in 512 MB, 1.2 GB, 6.0 GB or 10 TB.

There are three different types of secondary storage: magnetic media, optical media and flash
memory.

Magnetic Media
Magnetic tape is one of the oldest types of magnetic media. However, it is still being used because
it is cheap and can handle a large amount of data. The most popular usage of magnetic tape is to
backup information that must be maintained by an organisation. To read information from a
magnetic tape requires special equipment called the tape reader.
Magnetic disks, called hard disks, are the most commonly used secondary storage, because of their
low cost, high speed and large storage capacity. There are a few types of magnetic disks:
• Fixed disks.
• Portable disks.

13
Magnetic diskettes, or floppy disks, are similar to hard disks, except that they are slower and have
less capacity.

Optical Media
Optical storage systems are cheap and can be used to store large amounts of data. This type of
storage does not store data via magnetism. Instead, data is recorded by using pinpoint laser beam
that burns tiny hole into the surface of a reflective plastic platter. Data is read by another laser
installed in the optical disk drive that shines on the surface of the disk. Examples of optical storage
are:

• CD-ROM (Compact Disk Read Only Memory);

• DVD-ROM (Digital Video Disk Read Only memory); and
• FMD-ROM (Fluorescent Multilayer Disk ROM).

Flash Memory
Flash memory is a type of rewriteable ROM that can be used to store data. This type of storage is
normally used in the form of flash card. This card has only a limited amount of storage capacity.
However, it is compact and portable, and is now being used to replace magnetic diskette. E.g. SD
cards, pen drives, memory cards, etc.

Table 1.2 Advantages of Secondary Storage

Characteristics Advantages
Size Can accommodate large amounts of data.
Data stored can reach GB or TB.
Reliability It can be considered safe
Comfort Data can be accessed immediately
Economic Storage costs can be reduced.
Life-time It is permanent and can be used for archiving. Some storage has a life-
span of up to 100 years.

1.6.6 Types of Storage (Memory)

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

 Temporary Memory
 Permanent Memory

Temporary Memory
The temporary memory is also called RAM (Random Access Memory). The RAM holds the data
and information, which are currently being processed by the computer. RAM is temporary and
volatile. The contents in RAM will be lost if the electrical supply is turned off. Unlike RAM, ROM
(Read Only Memory) is a type of primary storage that can retain instructions and data even when
the power to the computer is turned off. It is normally used to store instructions that are needed for
starting a computer after it has been shut off. The RAM is built into the electronic circuitry of the
computer. The chip comes in the sizes of 1, 4, 8, 16, 32, 64, 128, 256, 512 Megabyte (MB).

14
Lately, RAM manufacturers are producing chips as high as 1024MB (1GB), 2048MB (2GB) up to
4096MB (4GB).

Types of Permanent Memory

ROM (Read Only Memory) - The ROM is used to store special system instructions for the computer
system. You cannot subtract or add anything to these instructions. These instructions are installed
at the time of manufacture of the computer. The computer only reads these instructions; thus the
name ROM. The ROM is built into the electronic circuitry of the computer. In the early days,
instruction and data are stored in ROM when the chip is manufactured. However, nowadays, it is
possible for us to change the content of ROM. There are a number of different types of ROM.
Some of them are:
 PROM (Programmable ROM);
 EPROM (Erasable and Programmable ROM); and
 EEPROM (Electrically Erasable and Programmable ROM).

The Disk Storage - There are three basic types of Disk Storage (drives). These are:

 Hard Disk Storage

 Floppy Disk Storage
 CD (Compact disk) storage.
There are also Zip and Tape drives available for backups.

Hard Disk Storage - The hard disk storage is located inside the system unit box and it is installed in
such a way that dust or other damaging agents are prevented from getting on it. The hard disk is
driven by the hard disk drive. The hard disk drive (HDD) is called "C" drive on most computers. You
can call it any name (A-Z).

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

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

 Putting dirt on it by touching the uncovered notch, exposing it to dust, smoke, etc.
 Bending the diskette.
 Heating the diskette, by placing it in the sun, near heaters or stoves, etc.
 Magnetizing the diskette by placing it near magnets, TV, radio, X-rays, by passing under
high-tension cables, etc.

15
  Wetting the diskette.
 Humidifying the diskette.
 Giving it shock by dropping.
 By cooling it below normal room temperature.

To prevent damaging your floppy diskettes it is recommended that diskettes be kept in special disk
boxes.

A capacity that is:

 less than 150 K is called Single Density (SD)

 bigger than 150 K but less than 1 M is called double-density (DD), and
 bigger than 1 M is called high-density (HD)

CD (Compact Disk) storage- The following CD storage drives are available:

 CD-ROM (Compact Disk Read Only Memory) - Contains read only information.
 CD-R/CD-RW (Recordable/Rewritable) – Information can be saved or recorded to the disk.
For Rewritable disks, data can be erased and copied again. The maximum capacity is
700/800MB
 DVD (Digital Versatile/Video Disk) – A CD size disk capable of storing a maximum of 17
GB of digital audio, video, or data using both sides of the disk
 DVD-RW (Rewritable) - Data can be saved or recorded to the DVD rom. Since it is a
Rewritable disk, data can be erased and then another data can be saved on the same DVD
over and over again. The maximum capacity is 4.7GB
 Double Layer (Dual layer) DVD – This is capable of recording two DVDs on one surface
 Blue-Ray Disc (BD) – This is newly invented optical disc storage with 25GB per single layer
and 50GB per dual layered disc.
 HD DVD – This is no longer in used and was supported principally by Toshiba. Its
maximum capacity is 15GB.

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

1 000 bytes = One Kilo byte (1KB)

1 000 000 bytes = One Mega byte (1MB)
1 000 000 000 Bytes= One Giga byte (1 GB)
1000 000 000 000 Bytes = Tera Byte (1TB)

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

1.6.7 Interfacing of Input or Output Devices

Input and output devices, whatever you choose, will have to be connected to the system unit. Since
other things are done apart from physically connecting two equipment, the term interfacing is used.
Interfacing connotes setting up of communication parameters as well as the cable connection.

16
Cables from the input or output devices can be connected to the system unit through a serial port
or a parallel port at the back of the system unit. The name of a port describes how it transmits and
receives data.
Port
The port is a connecting socket located outside the system unit. The port enables software devices,
or input/output devices to be plugged in for connection to the computer, so that they can
communicate with the computer system. A cable can be used to connect input/output devices to
the system unit through the port as shown in figure 1.7 and table 1.3.

Figure 1.7 Ports

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

Table 1.3: Various Types of Ports

Types of Ports Functions
Parallel Port It is used for connecting external devices, which sends or receives data in a big amount
at a short distance. This port normally sends simultaneously 8-bit data via 8 parallel
wires. A parallel port is used to connect a printer to the system unit.
Serial Port It connects the mouse, keyboard, modem and other devices to the system unit. Serial
port sends data 1 bit at a time, and is suitable for sending information at long distance.
Accelerated It is used for connecting to the monitor, and can support high-speed graphics and
Graphic Port other video inputs.
(AGP)
Universal Serial It is forecasted to replace serial and parallel ports. It is fast, and one USB port can
Bus (USB) Port connect a few devices to the system unit.
Electrical Wire The latest port that is faster than the USB port, and is used to connect high-speed
Port printers and video cameras to the system unit.

1.7 PCMCIA Card and Slot

This is a new bus standard for notebook computers, hand-held computers, and portable computers.
The PCMCIA card has been used widely for desktop computers. It enables devices of credit-card
size like the memory card, modem and hard disk to be plugged in. There are four types of PCMCIA
slots, as shown in Table 1.4 below.

17
Table 1.4: Personal Computer Memory Card International Association (PCMCIA) Slots
PCMCIA Slot Functions
Type I Often used for memory card (RAM, flash, EEPROM), especially for laptop computers
and Personal Digital. Assistant (PDA). About 3.3 mm thick.
Type II Fully capable I/O; used for modem/fax; and adapter for LAN. About 5 mm thick.

Type III Often used for devices like moveable hard disks. About 10.5 mm thick
Type IV Used for high volume disk drive. About 18 mm thick.

1.8 Computer Accessories

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

1.9 Computer Software

As mentioned earlier, computer software is a program, which supply the computer with specific
instructions to perform a given task. Computer software can be categorized into two groups:

 Operating System Software

 Applications Software

1.9.1 Operating System Software

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

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

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

Although various Operating Systems are called DOS, most people associate the term DOS with the
MS-DOS. In this manual, the term DOS shall refer to MS-DOS.

There are several operating system software. Examples are as follows:

 MS-DOS

18
  Windows
 UNIX/Linux
 XENIX
 Apple Macintosh, etc.
 Free BSD
 Ubuntu

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

1.9.2 Application software

Application system software is a set of programs, which instruct the computer to perform specific
useful tasks. Applications software can be categorized into:

 Word processors e.g., Word Perfect, AmiPro, Word Star, MS Word etc.
 Spreadsheet e.g. LOTUS 123, Aseasy, MS Excel etc
 Database e.g. Dbase III Plus, Dbase IV, MS Access etc.
 Graphic e.g. Corel Draw, Canvass, MS PowerPoint, MS Publisher etc
 Computer Aided Drafting (CAD) e.g. AutoCAD etc
 Specialized software e.g. Surpac, Datmine etc

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

19
 CHAPTER TWO

OPERATING SYSTEM SOFTWARE

MICROSOFT WINDOWS (MS Windows)

2.1 Objectives Lecture and Expected Results

The objectives of this lecture are to:

 introduce the Graphical Windows Operating System;

 familiarise with the items on the Windows desktop and learn some few basic techniques;
 understand the parts and manipulate the little windows in the Windows operating system;
and
 Understand File Management using the Windows Explorer.

At the end of the lecture, it is expected that the student will be able to:

 use the Windows Operating System; and

 Run Application Programs.

2.2 Introduction
An Operating system is the software that supervises the overall operation of a computer system.
The main function of an operating system is to provide a virtual machine that is easier to use and
hide all the complexity of the underlying computer hardware. The basic functions of operating
systems include:

 Booting the computer and configuring devices.

 Interfacing with users.
 Managing and monitoring resources and jobs.
 File management.
 Security

Again, there are two ways one can Interact with an Operating System:
1. Command Line Interface (CLI): In CLI user interface, commands are given by typing the
text.
2. Graphical User Interface (GUI): In GUI user interface, commands are given by pointing at
icons or menus provided by the system.

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

20
Windows is a multitasking. In the true sense of the word is the ability to allow a single user to
perform more than one function at a time or to run more than one program simultaneously.
Modern PCs can stimulate this extremely quickly to give the impression of a multitasking processor.

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

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

 Innovative, easy-to-use features

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

 Improved reliability
Windows improves computer reliability by introducing new wizards, utilities and resources that help
keep your system running smoothly.

 A faster Operating System

Windows 4.1 (onwards) includes tools that help your computer run faster than previous Windows
without adding new hardware. This modern windows includes a suite of programs designed to use
optimize computer’s efficiency, especially when used together, in terms of maintenance.

 True Web Integration

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

 More entertaining and fun

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

2.3 Starting Windows ’95 (onwards)

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

2.3.1 Desktop
The desktop is critical to control windows 4.1 or 95 (onwards). When you first start windows ’95
(onwards), there are a variety of important tools and areas to help make the processing of

21
controlling and using the computer easier. It is the location where all your works and activities occur
within Windows. i.e. controlling and execution of different process under Windows. e.g. starting a
program, organising applications, folders and files and many other computer management
activities.

Figure 2.1 Windows 7 Desktop and Start Button

One of the most important components on the desktop is the Taskbar. The Taskbar contains the
start button, which is used to access programs and controls the way windows ‘95 (onwards)
operates and the notification area which comprises the clock, volume, network, power and all the
inactive icons that are hidden (figure 2.1). The taskbar is normally located at the most bottom of the
screen and can also be relocated as you wish.

The start menu has several options for:

 Launching programs
 Launching programs within a specific document
 Setting the way windows works and how it appears
 Getting help
 Locating folders, files and computers
 Shutting down your computer

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

Please be aware that taskbar, desktop, notification area and the start button can be customized to
users’ specification. Note that most of the screen shots are from Microsoft Windows 7

22
The desktop can be used to customize the background, colour and appearance, screen saver,
mouse pointers, display settings etc. by right clicking any empty space on the desktop and selecting
properties (for older MS-windows) or personalize (for windows7 and Windows Vista) (figure 2.2) or
by using the control panel which is a very powerful instrument in Microsoft Windows. The control
panel houses all the managing tools of Windows (hardware management, installed programs, user
accounts, security centre, windows firewall & updates etc). You can also add Web pages containing
“active content,” to your desktop, or use a web page as your desktop wallpaper or as folder
background. To reorganize your Start menu, just drag and drop at your desired location.

Figure 2.2 Desktop Properties to be customized

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

2.4 Launching Programs

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

By Mouse
a. Click on the start menu
b. Click on programs

23
 c. Make option by clicking on it

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

2.5 Mouse
It is an input device. It’s a small pointing device designed to fit comfortably under your hand. The
mouse is normally used in windows for opening and closing an icon, expanding and shrinking a
window and chooses command, but the keyboard is faster than the mouse in terms operating.
Table 2.1 shows the types of mouse.

The mouse is divided into two main types in terms of operation - left and the right mouse button.

Table 2.1 Types of Mouse

Types of Mouse Definition
Ball Mouse It uses balls to move, and also known as a mechanical mouse.
Optical Mouse It uses light and requires a mouse pad that can reflect the light. This mouse contains
a section called photo-detector. It functions like the ball mouse, and is normally used
on a high-powered computer like the server.
Touch Sensitive This has a pad that is sensitive to finger touch, for moving the icon/cursor.
Mouse
Wireless Mouse It communicates with the computer by emitting infrared signals or low-intensity radio
signals.

2.5.1 Function of the Right mouse Button

One alternative approach is to use the right mouse button on the desktop as short cut. Desktop,
unlike, a window, does not have a menu bar. Using the right mouse button on the desktop
produces a context menu. The right mouse menu button provides a variety of menu options at a
different location in windows.

2.5.2 Function of the left mouse Button

 Selecting a specific menu
 Enabling you to select an option from a menu or window
 Double clicking opens a folder, files, application or icon
 Moving an icon, window or an item from one location to another

2.6 Files, Processes and Virtual Memory

Files and processes are two important resources of a computer system. These two resources,
however, are both physical resources but virtual resources created by the operating system. Files

24
enable us to store information in a computer system in an organised manner. Each file has a file
name which is a string of characters.
Some of the functions provided by the operating system for file handling are:

 Rename files
 Remove files
 Edit and update files
 Display the content of a file
 Protect files

Since there are a lot of files in a computer system, these files can be organised into directories.
Different operating systems organise directories in different ways. It is possible to have single-level
directory, two-level directory or multilevel directory systems

A process is created by executing a program on a CPU. In the earlier version of the operating
system, only one process can run a CPU. However, with the introduction of faster hardware, many
processes can run on a single CPU at the same time. The management of many processes at one
time is called multitasking or multiprogramming. In this environment, a process is executed until an
interruption occurs, for example, if the process requests for input.

The third type of resources provided by most operating systems is the virtual memory. This virtual
memory allows processes to have access to larger memory than is actually provided by the main
memory.

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

2.7.1 How to open an Icon

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

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

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

25
To open the Gadgets window, right-click any open space and select Gadgets as shown in figure
2.3.

Figure 1.3 Opening Gadgets icon using the right mouse

2.7.2 How to Arrange Icons

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

Figure 2.4: Rearranging desktop icons in Windows 7 and Windows xp respectively

2.7.3 How to Move An Icon

a. Position the mouse pointer on the icon
b. Click the left mouse button and drag to a desirable location, release your hand

2.7.4 How to Create A Personal Window/Folder

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

26
2.7.5 How to Copy an Icon into a Personal Window/Folder
a. Select the icon
b. Hold down Ctrl key and drag with the left mouse into your folder
c. Then release your hand from the mouse and the ctrl key

2.8 Windows Part

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

Maximize
A Window Minimize Close
Title Bar

Window
corner

Vertical Scroll Arrow Vertical scroll bar Horizontal Scroll Arrow

Horizontal scroll bar
Figure 2.5: Running window

27
How to move a window - A window can only be moved when it has been restored
a. Position the mouse pointer on the title bar
b. Click with the left mouse and drag to a desirable location, then release your hand

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

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

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

The control menu button

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

2.9 Window Types

Application Window: contains a running application and a good example is MS Word window7

Figure 2.6: Application window

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 The interface elements are:
1. Window manipulation buttons – used to minimize, maximize or close a window
2. Title Bar - includes a document name, extension (.docx) and a program name
3. Tabs: File, Home, Insert, Page Layout, References, Mailings, Review, and View
4. Toolbars
 Certain commands are hidden. The arrow in their lower right corner is indicative of
hidden elements. When clicked, additional options are displayed
 tools that cannot be applied to a selected object are greyed out
 tools displayed with three dots, if pressed, lead to another sequence of commands
tabs and toolbars form the Ribbon
5. .Desktop – a paper where you can type text, insert an object etc.
6. Insertion point – a position in the document where the cursor is flashing
7. Horizontal and vertical navigation bars (sliders) ITdesk.info – project of computer e-
education with open access double-arrow jumps up / down one page (to the next -
previous page)
8. Status Bar- displays information about the current insertion point position in a
document as well as the condition of some special Microsoft Word functions
9. Rulers – include a horizontal and a vertical ruler located above and to the left of the
interface the white area indicates the area of writing; the gray area represents the
margins

Document Window: This is said to contain data to be processed in any MS window facilities. An
example is document being processed in MS word

Folder Window: This window is mainly used to store programs; documents (file) as well as sub
folders.

Dialog Box: Standard windows include file, folder and program windows. A special type of window
is a dialog box, which displays when an operation requires confirmation or additional information. It
is important to read the information in the box and not just click the Close button or OK. Using a
dialog box, you indicate how you want an operation to be completed.

The Print dialog box shown here is very typical and contains a number of selections.
Option buttons enable you to make a single choice from a group of options. You may only select
one option button in a group. If you change your mind and prefer a different option, merely click
another option.
A text box enables you to enter specific information. In the dialog box shown here, you can
respond to the Pages request by typing the page numbers to print.
A spin arrow provides a fast method for increasing or decreasing a setting. Click the up arrow to
increase the setting and the down arrow to reduce it.
Check boxes are displayed when you can apply more than one option at the same time. You may
check all of the boxes, a few, or none at all, as your needs require.
A list box displays some of the available choices which can be selected. Click the arrow on the right
side of the list box to display the additional choices.
Command buttons enable you to accept or cancel the selections. The OK button initiates the choices you
have made in the dialog box, while the Cancel or Close button ignores the options and closes the dialog box.

29
 Figure 2.7: Dialog Boxes

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

 Control Panel
The control panel contains several program icons. Most of these icons represent programs that
allow you to customize windows. Selecting personalization icon from the control panel window
provides properties dialog box from which you can select the background, screen saver,
appearance, settings from your monitor and other tabs. (Refer to figure 2.2 above)

Selecting one of the tabs enables you to make changes of that particular option.

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

o Window Colour
This settings control the colour used in windows. You can make an option from a wide range of
various defined colour scheme by selecting from the list under scheme, or you can develop your
own design. After developing your own design, it can then be saved with Save As button.

Window Sounds- this settings control sounds in windows. I can be customised.

o Screen Saver
These screen savers are memory resident programs for the keyboard and the mouse. If both go
unused for a certain period of time, then the screen saver puts a shifting pattern on the screen. To
restore the original screen, simply hit any key or move the mouse. This screen saver is actually a
program that automatically darkens the computer screen following a period of inactivity so as to

30
save the picture tube from phosphor burn caused by having the same image on the screen for a
long period of time.

Phosphor Burn-In and Screen Savers

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

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

NB: Display property in window 7 allows adjusting screen brightness, resolutions, colour
calibrations, change display settings, projector connection settings and text settings.

3D Text and Marquee

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

2.10 The Windows Explorer

The windows explorer provides a graphical representation of files and folders to help organise them
in simple file maintenance such as deleting, renaming, creating etc.
You start the explore by simply using its name through

Start programs accessories Windows Explorer

You can explore My Computer now for this effect

Displaying and Un-displaying Tool

Tools are things that aid you to carry that application or environment effectively. Open the view
menu and make option from the tools.

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

Creating a Main Folder

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

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

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

31
Once the folder is created, it can be:
 Copied
 Renamed
 Moved
 Deleted

How to Copy File(s) or Folder(s)

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

How to Rename a File or Folder

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

How to Move File(s) or Folder(s)

a. Select the item with the left mouse pointer
b. Drag it with the left mouse button to the destination, then release your hand

How to Delete File(s) or Folder(s)

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

How to Highlight a Text

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

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

2.11 The Recycle Bin

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

32
flash/pen drives, floppy disks, memory sticks do not appear in the recycle bin. Therefore one must
be extra careful when deleting files and folders from these removable drives. Deleting files and
folders form the recycle bin means these files and folders will go permanently.

2.12 Windows Accessories

2.12.1 Notepad
This facility is used for making notes, writing and editing programming codes and also for designing
and editing web sites source codes. To start Notepad, take the following steps:

Start programs accessories Notepad

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

Saving a New or Untitled File on a Drive

a. Open the file menu
b. Click on Save As
c. Open the default drive from the Save In option
d. Type the file name within the File Name Box
e. Enter when done to save the file

Saving a New or Untitled file in a Folder

a. Open the file menu
b. Click on Save As
c. Open the default drive and the default folder or select a desirable location from the Save In
option
d. Type the file name within the File Name Box
e. Enter when done to save the file

How to Save a continue working File (old file)

a. Open the file menu
b. Click on Save

True Type Fonts

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

33
Figure 2.8: file menu in Notepad Figure 2. 9: edit menu in WordPad

2.12.2 WordPad Facility

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

The WordPad uses icons for issuing many common commands. For example, most windows
application programs use icons to control boldface, underline italic etc.

To start WordPad, take the following steps:

Start programs accessories WordPad

Edit Menu (see fig 2.8 above)

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

Copy or Cut
This process can only function when a text or an item has been selected or highlighted.
a. Highlight or select the text or item in question
b. Select copy or cut from the Edit menu

Paste Command
Can only be functioned when the cut or copy command has been used
a. Click at a new location
b. Select paste from the Edit menu

34
How to Select All Items
a. Open the Edit menu
b. Click on Select All
Text Formatting
These are features added to a text in order to change its appearance. Examples are; Font, Colour,
Bold, Superscript, etc

Formatting of Text can be applied in two ways:

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

 Formatting before entering

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

How to Format a Text (After Typing)

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

Figure 2.10a: Making a Font selection Figure 2.10b: Selecting Font type, style and size

How to Copy a Text or an Object Form one Window to Another

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

35
2.12.3 Paint
The paint accessory is mainly used for developing computer graphics and to create full or elaborate
black or colour drawing. Once you have an illustration, you can copy it to other document.

The basic procedure for using paint is to select a tool from the toolbar and colour form the colour
sector area, and then begin painting in the workspace. Once a painting is completed, it can be
saved, placed on the Desktop etc. You can select object within the painting and flip, stretch, copy,
move and delete.

Working Paint (workspace)

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

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

Start programs accessories Paint

Toolbox and Selector Palette (colour)

Workspace

Figure 2.10 Paint Workspace

1.13 Security Settings and Software

Protecting your computer from security threats, such as viruses, spyware, and hacking is very
important. Windows 7 assists you by monitoring the security status, providing recommendations,
and offering software updates as needed. Although there are some powerful tools included with

36
Windows 7, you should make sure your computer is protected with antivirus software, purchased
from a third-party vendor. Windows 7 provides a firewall and antispyware software.
The Action Center monitors your system for maintenance and security settings, offering
recommendations when necessary. Windows Defender identifies and removes spyware. User
Account Control requests your permission before any changes are made to your computer settings.
Windows Update provides you with Windows 7 software updates as they are released by Microsoft.
The Windows Firewall protects you against unauthorized access, known as hacking. Parental
Controls limit the number of hours, the types of games, and the programs that can be run by
different user accounts.

Action Center
While you are using your computer, Windows 7 is constantly monitoring your system for various
maintenance and security situations. The Action Center recommends actions when necessary. You
can open the Action Center from the Start menu, Control Panel, System and Security, and then
Action Center, or you can click the Action Center icon on the taskbar. If the Action Center icon
contains an X in a red circle, action is being recommended. If there is no red circle, there are no
actions suggested. Click the Open Action Center link to open the Action Center window.
When actions are recommended, they are listed in the order of severity. Red flags are serious and
should be addressed. Scheduled updates of Windows 7 are an example of red flag actions. Yellow
flags are suggestions and reminders. Maintenance suggestions, such as creating a backup, are
usually presented as yellow flags. Buttons next to the recommendations direct you to the places to
complete the procedures or to learn more about the issue.

Windows Defender
Spyware is software, often downloaded while connected to the Internet, that collects information
from your computer and transmits it to another computer. It is an uneasy feeling to think that
someone is tracking your keystrokes, keeping track of Web sites you visit, or changing your
computer settings without your knowledge. Windows Defender is the antispyware application
included with Windows 7 to protect you from spyware.
Open Windows Defender by clicking the Start button. Type Windows Defender in the Search box,
and press Enter. Windows Defender can be set to run in real time, always on guard against
spyware, or on a routine schedule for scanning. If you run Windows Defender in real time, you
receive notifications whenever spyware attempts are made. Routinely scheduled scans report the
spyware attempts as each scan completes.

User Account Control

Once you have established your computer system and applied the operating system settings you
find useful, you will want to protect your computer against changes to the system. The User
Account Control feature of Windows 7 notifies you prior to making changes to your system
settings. The administrator of the system is the only person who can respond to User Account
Control messages.
There are different levels of notification that you can select from the Action Center. Open the User
Account Control Settings dialog box by clicking the Start button, Control Panel, System and
Security, and then Action Center. Click Change User Account Control Settings to use the dialog
box shown here. The levels of notification range from a high level of security to completely
disabling notifications. The default setting notifies you if programs are making changes to your

37
computer, but not if you are making changes to Windows settings. This is a recommended setting
for most computer users.

Windows Update
Most software undergoes change. Updates are made to improve functioning and provide security
against new threats. Modifications to the Windows 7 operating system are made through Windows
Update. Microsoft strongly recommends that you set up your operating system to automatically
download and install any updates. On the Windows Update window, accessed by clicking the Start
button, All Programs, Windows Update, and then Change Settings, you select the method for
downloading and installing the updates along with scheduling a time for the updates to occur.
If you wish to check for updates independently of the scheduled download, click the Start button,
All Programs, Windows Update and then Check for Updates in the left pane.

Windows Firewall
Windows 7 is installed when the operating system is installed. The firewall controls the flow of
incoming and outgoing traffic and requests permission from you when people, computers, or
programs that are not allowed to communicate with your computer, come calling. Think of the
firewall as the doorman to your computer. Access the settings of the firewall though the System and
Security portion of the Control Panel. Remember, turning off the firewall is not a recommended
action and leaves you vulnerable.

Parental Controls
User accounts within your computer can be set with limits. Using Parental Controls, you limit the
hours and types of games or programs that the account can run. The settings can apply to any
standard account in the system, but not an administrator account. The settings do not apply to
guest accounts, so it is a good idea to disable the guest accounts if you wish to effectively use the
Parental Controls. Click Set up parental controls for any on the Control Panel to set up your
desired controls. Select the standard account and respond to the options in the User Controls
window.

38
 LECTURE THREE

WORD PROCESSING USING MS WORD 2010

3.1 Objectives of the Lecture and Expected Results
The objectives of this lecture are to:
 Introduce MS Word as a word processing software using Office 2010;
 Set the page; work on files and text; format paragraph, list and styles;
 Create tables and format it beautifully; and
 Generate table of contents from a formatted document.

At the end of the lecture, it is expected that the student will be able to:
 Understand word processing and word-processing terminology; and
 Use MS Word to create, edit, format and print documents.
 Manoeuvre around MS Word 2010 confidently

3.2 Introduction
Microsoft Word 2010 is a word-processing program, designed to help you create professional-
quality documents. With the finest document- formatting tools, Word helps you organize and write
your documents more efficiently. Word also includes powerful editing and revising tools so that you
can collaborate with others easily. Word 2010 application runs on Microsoft Windows graphical
user interface (GUI). Word 2010 is a powerful Word-processing application that allow users to
create text Documents containing; tables, graphics, and objects from other applications such as
spreadsheets and PowerPoint slides. When launched, Word sits in its own “window” – the box that
surrounds the application elements. The window can be moved, sized, closed, minimised and
maximised using the common features in a normal Windows environment.

3.3 Getting Started

The steps needed to create or launch MS Word are as follows:

3.3.1 Opening Outlook or from the Desktop

If you have a shortcut to Word on your desktop, DOUBLE CLICK the icon and MS WORD will
open. If not follow the steps below:
1. Click on the Start button
2. Highlight Programs
3. Highlight Microsoft Office
4. Click on Microsoft Word 2010

39
 Figure 3.0 Steps to Launching MS word

3.3.2 Screen Layout of MS Word 2010

Figure 3.1 MS Word 2010 Workspace

As illustrated in figure 3.1, the interface elements in the screen layout are:
1. Window manipulation buttons used to MINIMIZE, MAXIMIZE or close a window
2. Title Bar - includes a document name, extension (.docx) and a program name
3. Tabs in MS WORD 2010 include File, Home, Insert, Page Layout, References, Mailings,
Review and View

40
 4. Toolbars – certain commands are hidden. The arrow in their lower right corner is indicative
of hidden elements. When clicked, additional options are displayed; tools that cannot be
applied to a selected object are greyed out; tools displayed with three dots, if pressed, lead
to another sequence of commands. The tabs and toolbars form the Ribbon.
5. Desktop – a paper where you can type text, insert an object etc.
6. Insertion point – a position in the document where the cursor is flashing
7. Horizontal and Vertical navigation bars (sliders) double-arrow jumps up/down one page (to
the next – previous page)
8. Status Bar – displays information about the current insertion point position in a document
as well as the condition of some special Microsoft Word functions
9. Rulers – include a horizontal and a vertical ruler located above and to the left of the
interface the white area indicates the area of writing; the gray area represents the margins

3.4 Toolbars
There are only two toolbars within the new version of Office 2010 viz: the quick access toolbar
seen here next to the File tab, and the mini toolbar as shown in figure 3.2.

3.4.1 Quick Access Toolbar

By default there are only three buttons on the quick access toolbar but these can be edited and
other regularly used buttons can be placed there. Using the drop down menu next to the quick
access toolbar will allow the customisation of this toolbar adding your most often used commands.

3.4.1.1 Adding a button to quick access toolbar: Mouse

1. Click on drop down customisation menu for toolbar
2. Select a button to add (let’s say the new button) the New button appears in quick access toolbar

3.4.2 Mini Toolbar

Whenever text is selected within Word a small formatting toolbar will appear above the highlighted
text it will disappear if the mouse cursor is moved away from the toolbar and will reappear when
the mouse cursor is moved over the highlighted text again.

Figure 3.2 Quick Access

Figure 3.3 Mini Tool Bars

41
3.4.3. Ribbons
The tabs and toolbars form the Ribbon. Understanding the Ribbon is a great way to help
understand the changes between Microsoft 2003 to Microsoft 2010. The ribbon holds all of the
information in previous versions of Microsoft Office in a more visual stream line manner through a
series of tabs that include an immense variety of program features.

3.5 Tabs
3.5.1 The Home Tab
This is the most used tab; it incorporates all text Formatting features such as font and paragraph
changes.

3.5.2 Insert Tab

This tab allows you to insert a variety of items into a document from pictures, clip art, tables and
headers and footers.

3.5.3 Page Layout Tab

This tab has commands to adjust page elements such as margins, orientation, inserting columns,
page backgrounds and themes.

3.5.4 Reference Tab

Commands under this tab are used for creating Table of Contents and citation page for a paper. It
provides you with many simple solutions to create these typically difficult to produce parts of certain

42
formal documents.

3.5.5 Mailing Tab

This tab contain commands that allow you to perform simple tasks in creating documents meant to
be mailed out such as printing envelopes, labels and processing mail merges.

3.5.6 Review Tab

This tab allows you to make changes to your document regarding spelling and grammar. It also
holds the track changes feature which provides users with the ability to make notes and changes to
a document of another person.

3.5.7 View Tab

This tab allows you to change the view of your document to multiple paged document views such
as two page document view or zoom.

3.5.7.1 Displaying Different Views of a Document

In word, document can be viewed in variety of ways:

43
  Print Layout View: This view displays the document on the screen the way it will look when
printed. You can see elements such as margins, page breaks, headers and footers, and
watermarks.
 Full Screen Reading View: This view displays as much of the content of the document as will
fit on the screen at a size that is comfortable for reading. In this view, the Ribbon is replaced
by a single toolbar at the top of the screen with buttons that you can use to save and print the
document, access references and other tools, highlight text and, make documents. You can
also move from page to page and adjust the view.
 Web layout view: This view displays a document on the screen the way it will look when
viewed in a web browser. You can see backgrounds, AutoShapes and other effects. You can
also see how text wraps to fit the window and how graphics are positioned.
 Outline view: This view displays the structure of a document as nested levels of headers and
body text, and provides tools for viewing and changing its hierarchy.
 Draft view: This view displays the content of a document with a simplified layout so that you
can type and edit quickly. You cannot see layout element such as headers and footers.

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

Figure 3.4 Views

You can use the button on the view bar to do the following:

 Display rulers and grid lines to help you position and align elements
 Arrange and work with windows
 Change the magnification of the document
 Display a separate pane containing thumbnail’s of the document’s pages
 Display a separate pane containing the document map_ a list of the headings that make up
the structure of the document-while viewing and editing its text

3.6 Working with Documents

3.6.1 Create a New Document
1. Click the File tab and then click New.
2. Under Available Templates, click Blank Document.
3. Click Create.
**Or press Ctrl + N on the keyboard

44
3.6.2 Using Templates
Word 2010 allows you to apply built-in templates from a wide selection of popular Word templates,
including resumes, agendas, business cards, and faxes. To find and apply a template in Word, do
the following:

1. On the File tab, click New.

2. Under Available Templates, do one of the following:
 To use one of the built-in templates, click Sample Templates, click the template that you
want, and then click Create.
 To reuse a template that you’ve recently used, click Recent Templates, click the template
that you want, and then click Create.
 To find a template on Office.com, under Office.com Templates, click the template category
that you want, click the template that you want, and click Download to download the
template from Office.com to your computer.
3. Once you have selected your template you can modify it in any way to create the document
you want.

NB: You can also search for templates on Office.com from within Word. In the Search Office.com
for templates box, type one or more search terms, and then click the arrow button to search.

3.6.3 Opening a document

1. Click the File tab, and then click Open.
2. In the left pane of the Open dialog box, click the drive or folder that contains the document.
3. In the right pane of the Open dialog box, open the folder that contains the document that you
want.
4. Click the document and then click Open. Or You can also search for the directory containing
the file and double click the file icon to open it. You can again right-click and select open.

3.7. Cut, Copy and Paste

Figure 3.5 copying and pasting text

45
If you would like to remove text from your document you can cut the text from the document.
Simply highlight the text and go to the Home tab in the Clipboard group and click Cut. You can
also right click on your mouse and select Cut or Copy. On the keyboard too, Ctrl + C will copy the
text and Ctrl+X will cut the text.

3.7.1 Pasting Text

If you Copy text, you typically need to Paste it somewhere. The Paste feature in 2010 is much
more detailed than in previous versions of Word. When you paste content, the Paste Options
button provides different options, depending on the source of the content.

To Paste, click on the area you want your information to be inserted and go to the Home tab in the
Clipboard Group and click Paste or right click on your mouse and select Paste or press Ctrl+V on
the keyboard.

3.8 The Undo and Redo Features

Undo Redo

Figure 3.6 Undo and Redo

dothe option to
If you do anything in MS Word and then regret your action at a later stage, you have
UNDO it. During any one work session, Word keeps track of at least 250 of the most recent
commands you have issued, and allows you to go back to the version of the document before you
carried them out.
To undo the most recent action:

Mouse
1) Press the undo button on the toolbar. Or Press CTRL+Z. on the Keyboard.

46
 2) Click on the downward arrow that sits just to the right of the Undo button. This will drop
down a list of the commands issued during the current work session
3) Click the action you wish to undo and you will notice that if you choose say the sixth action in
the list, Word undoes all commands from the sixth upwards.

The Redo button becomes available as soon as you have undone an action. To redo an action,
Mouse
1) Click the Redo button to redo the most recently undone command or Press CTRL+Y. on the
Keyboard

Repeat step one or two to redo more actions. If you simply want to repeat the last action, use F4,
MS Word’s repeat key.

3.9. Show/Hide Formatting Marks

The Show/Hide command allows you to see every time you hit the space bar, hit enter or tab. This
feature can be quite useful when creating documents to understand where everything is placed within
your document and see if any errors have been made. On the Home tab, in the Paragraph group,
click Show/Hide.

Figure 3.7 Show/Hide

3.10 Autocorrect
Word has the ability to recognise commonly committed typing errors and correct them
automatically. For example “Teh” is corrected to “The” as soon as you press the space bar to
begin the next word or press Enter to begin a new paragraph. Other automatic corrections include:
• Capitalising the first word of a sentence
• Correcting the accidental use of the CAPS LOCK key
• Capitalising the names of days
• Correct two initial capitals
• Capitalising the first letter of table cells

To use an AutoCorrect button:

Mouse
1) Move the mouse pointer or insertion point to the text AutoCorrect has modified. A bar will
appear below to the left of the text indicating that an option is available.
2) Move the pointer over the bar and the AutoCorrect Options button will appear.
3) Click the Drop Down Button and make a selection from the menu.

47
3.11 Formatting Text
Formatting a document can range from modifying text size to adding graphics. It is easy to add
creative touches to any document with the options Microsoft Word 2010 has to offer.

3.11.1 Modifying Fonts

The Font Group allows you to change your text font style, size, colour and many other elements.
1) Highlight the text you would like to modify.
2) Click on the drop down arrow of font style and font size and select the changes you would like
to make.
3) While text is highlighted you can also click on the colour, bold, italics or underline commands
to modify the text even more.

Figure 3.8 Font Modifications

3.11.2 Change Text Case

You can change the case of selected text in a document by clicking a single button called Change
Case on the ribbon.
1) Highlight the text for which you want to change the case.
2) On the Home tab, in the Font group, click Change Case.
3) Choose an option from the dropdown list, which includes Sentence case, lowercase,
UPPERCASE, Capitalize Each Word, and tOGGLE cASE.

Figure 3.9 Text Case

3.11.3 Apply text effects

1. Select the text that you want to apply the effect on.

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2. On the Home tab, in the Font group, click Text Effect.
3. Click the effect that you want to apply.
For more choices, point to Outline, Shadow, Reflection, or Glow, and then click the effect that you
want to add.

Figure 3.10 Text Effects and Format Painter

3.11.4 Format Painter

The Format Painter feature allows you to quickly copy a format that you have applied to a previous
text to a new text in your document.

1) Select the text or graphic that has the formatting that you want to copy.
2) On the Home tab, in the Clipboard group, single click Format Painter. The pointer will
change to a paintbrush icon.
3) Bring your cursor to the text or graphic that you want to format and click on the text.
4) To stop formatting, press ESC or click on the Format Painter command again.
NOTE: Double-click the Format Painter button if you want to change the format of multiple
selections in your document.

3.11.5 Clear Formatting

To get rid of all the styles, text effects, and font formatting in your document, do the following:
1) Select the text that you want to clear the formatting from. Or press CTRL+A to select
everything in the document.
2) On the Home tab, in the Font Group, click Clear Formatting.

NOTE: The Clear Formatting command will not remove highlighting from your text. To clear
highlighting, select the highlighted text, and then click the arrow next to Text Highlight Colour and
click No Colour.

Figure 3.11 Clear Formatting

49
3.12 Formatting Documents
3.12.1 Adjusting Line Spacing
The default spacing is 1.15 line spacing and 10 points after each paragraph. The default spacing in
MS Word 2003 documents is 1.0 between lines and no blank line between paragraphs.

The easiest way to change the line spacing for an entire document is to highlight the paragraphs or
entire document that you want to change the line spacing on and:

1. On the Home tab, in the Paragraph Group, click Line Spacing.

2. Do one of the following: Click the number of line spaces that you want. For example, click
1.0 to single-space with the spacing that is used in earlier versions of MS Word; Click 2.0 to
double-space the selected paragraph; Click 1.15 to single-space with the spacing that is
used in MS Word 2010.

Click Remove Space Before Paragraph to remove any additional lines added after each paragraph
as a default

NOTE: If a line contains a large text character, graphic, or formula, MS Word increases the spacing
for that line. To space all lines evenly within a paragraph, use exact spacing and specify an amount
of space that is large enough to fit the largest character or graphic in the line. If items appear cut
off, increase the amount of spacing.

Figure 3.12 Adjusting line spaces

3.13 Page Orientation

You can choose either portrait (vertical) or landscape (horizontal) orientation for all or part of your
document. To Change Page Orientation,
1. On the Page Layout Tab, in the Page Setup Group, click Orientation.
2. Click Portrait or Landscape.

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 Figure 3.13Page Orientation

3.13.1 Different Page Orientations on Same Document

1) Highlight the Pages or Paragraphs that you want to change to Portrait or Landscape
Orientation.
2) On the Page Layout tab, in the Page Setup group, click Margins.
3) Click Custom Margins at the bottom of the drop down menu.
4) A Page Setup dialog box will appear.
5) On the Margins Tab, click Portrait or Landscape.
6) In the Apply to list, click Selected text or This point forward.

NB: If you select some but not all of the text on a page to change to portrait or landscape
orientation, Word places the selected text on its own page, and the surrounding text on separate
pages.

51
 Figure 3.14 Page Margin stools

3.13.2 Page Margins

Page margins are the blank space around the edges of the page. In general, you insert text and
graphics in the printable area inside the margins. You can change the page margins either by
choosing from one of MS Word’s default settings in the Margins Gallery or by creating Custom
Margins.

3.13.2.1 Setting Predefined Page Margins

1) On the Page Layout Tab, in the Page Setup Group, click Margins. The Margins Gallery
drop down menu will appear.
2) Click the Margin Type that you want to apply.

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3.13.2.2 Create Custom Margins
1. On the Page Layout Tab, in the Page Setup Group, click Margins.
2. At the bottom of the Margins gallery drop down menu, click Custom Margins.
3. The Page Setup Dialog box will appear.
4. Enter new values for the margins in all or some of the Top, Bottom, Left or Right text boxes.
5. Click OK

NOTE: Most printers require a minimum width for margin settings, because they can't print all the
way to the edge of the page. If you try to set margins that are too narrow, Microsoft Word displays
the message. One or more margins are set outside the printable area of the page.

3.14 Page Breaks

MS Word automatically inserts a page break when you reach the end of a page. If you want the
page to break in a different place, you can insert a manual page break.

3.14.1 Inserting a Page Break

1. Click where you want to start a new page.
2. On the Insert Tab, in the Pages Group, click Page Break.

NOTE: You can also insert breaks into your document by going to the Page Layout tab, Page
Setup group and clicking on the Breaks command to view a variety of page and section breaks you
can insert into your document.

3.14.2 Deleting a Page Break

You cannot delete the page breaks that Word inserts automatically; you can only delete a page
break that you insert manually.
1) Go to the page break you would like to remove.
2) Select the page break by clicking in the margin next to the dotted line.
3) Press the DELETE key on your keyboard.

Figure 3.15 Page Break

3.15 Headers, Footers, and Page Numbers

You can add headers, footers and page numbers numerous ways. The simplest way is to double
click on the top or bottom of the page and the header and footer area will appear. Enter the text
you wish to be displayed at the top or bottom of every page.

53
3.15.1 Add Page Numbers
If you want a page number on each page, you can quickly add a page number from the gallery.
1) On the Insert tab, in the Header & Footer group, click Page Number.
2) Click the page number location that you want.
3) In the gallery, scroll through the options, and then click the page number format that you
want.
4) To return to the body of your document, click
5) Close Header and Footer on the Design tab (under Header & Footer Tools).

Figure 3.16 footer, header and page setup

3.15.2 Remove page numbers, headers, and footers

1) Click on the Header, Footer or Page Number Command.
2) A drop down menu will appear.
3) Click Remove at the bottom of the menu.

3.16 Bulleted Lists, Numbered List and Multilevel Lists

You can quickly add bullets or numbers to existing lines of text, or MS Word can automatically
create lists as you type. By default, if you start a paragraph with an asterisk or a number 1, MS
Word recognizes that you are trying to start a Bulleted or Numbered List. If you don't want your
text turned into a list, you can click the AutoCorrect Options button that appears.
Figure 3.17 Lists Box

3.16.1 Bullets
Command and
Numbering Command

3.16.1.1 Insert
Bulleted or Numbered List
1) Click on the area where you would like your list to appear or highlight the text you would like
to be in a list.
2) Go to the Home Tab, in the Paragraph group, click Bullets or Numbering.
3) A bullet(s) or number(s) will be inserted.

54
3.16.1.2 Select Bullets or Numbering Style
1. Select the items that you want to add bullets or numbering to.
2. On the Home tab, in the Paragraph group, click the arrow next to the Bullets or Numbering
command.
3. Select the bullet or number format you would like to be inserted.

3.16.1.3 Move a List Left or Right

If you do not like the location of your bullets or numbers you can easily move them to a referred
location.
1) Click a bullet or number in the list to highlight the list.
2) Drag the list to a new location. The entire list moves as you drag. The numbering levels do
not change.

Figure 3.18 Bulleting and Numbering library

3.16.2 Multilevel Lists

To create a Nested or Multilevel List, such as a numbered list inside of a bulleted list, follow these
steps:
 Type the list and increase the indentation of the items that will make up the multilevel list by
clicking the Increase Indent button for each item.
 List
1. Bullet List
2. Numbered List
 Highlight the items and click the Numbered List button of the paragraph group on the
Home ribbon

3.16.3 Formatting Lists

 The bullet image and numbering format can be changed by using the Bullets and
Numbering Buttons on the Paragraph Group on the Home ribbon.
 Highlight the entire list to change all the bullets or numbers, or Place the cursor on one line
within the list to change a Single Bullet.

55
  Access Bullets and Numbering by right-clicking within the list and selecting Bullets and
Numbering from the Shortcut Menu.
 Select the list style from one of the eight choices given. Click the Numbered Tab to choose
a numbered list style.

NB: You can define a New Bullet and Number format

Figure 3.18: Defining New Bullet dialog box Figure 3.192: Defining new Numbered dialog box

56
3.17 Ruler

3.17.1 Setting Detailed Tab Stops

If you want your Tab stops at precise positions that you can't get by clicking the ruler, or if you
want to insert a specific character (leader) before the Tab, you can use the Tabs dialog box.
1. Click the Home Tab, click the Paragraph Dialog Box Launcher
2) A Paragraph Box will appear, click on the Tabs Button at the bottom left of the dialog box.
3) A Tabs Dialog Box will appear.
4) Under Tab Stop position area, type the location where you want to set the Tab Stop. Hit
enter.
5) Under Alignment, click the type of Tab Stop that you want. See the Table Below for an
explanation of the different types of tabs tops.
6) To add dots with your Tab Stop, or to Add another Type of Leader, click the option that you
want under the Leader.
7) Click Set.
8) Repeat steps 4-5 to add another tab stop, or click OK.
9) The Tabs Dialog Box will disappear and you should see your tabs set on the document ruler.

57
 Figure 3.20 Tabs
3.17.2 Clear Tab Stops
You can clear tab stops in a variety of ways, the simplest is going to the ruler, click and hold on the
tab stop and drag in down towards the document. The tab stop will disappear. To quickly clear
multiple tab stops and start fresh:
1. Click the Home Tab, click the Paragraph Dialog Box Launcher
2. A Paragraph Box will appear, click on the Tabs Button at the bottom Left of the dialog box.
3. A Tabs dialog box will appear.
4. In the list under Tab Stop position, click the tab stop position that you want to clear, and
then click CLEAR. To remove the spacing from all manual tab stops, click Clear All.
5. Click OK.

3.18 Working with Graphics

3.18.1 Inserting Shapes
You can add one shape to your file or combine multiple shapes to make a drawing or a more
complex shape. Available shapes include lines, basic geometric shapes, arrows, equation shapes,
flowchart shapes, stars, banners, and callouts. After you add one or more shapes, you can add
text, bullets, numbering, and Quick Styles to them.
1. On the Insert tab, in the Illustrations group, click Shapes.
2) A drop down menu will appear, click the shape that you want.
3) Click anywhere in the document, and then drag to place the shape.

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3.18.1.1 Insert Text to Shapes
Once you have added a shape, you may want to add text inside the shape. All you have to do is
click on the inside of the shape and start typing.

NOTE: The text that you add becomes part of the shape — if you rotate or flip the shape, the text
rotates or flips also.

3.18.2 Format Shapes

After you insert a shape a new tab called Drawing Tools Format will appear every time you click on
the shape.
1) Click the shape that you want to apply a new or different Quick Style to.
2) Go to the Drawing Tools Format Tab, in the Shape Styles group, click the style that you
want to be applied.
3) To see more Quick Styles, click the More Button. The Drawing Tools Format Tab also
allows you to change the Shape Fill, Outline, Effects and select how the text in your
document is wrapped around the shape.

59
 Figure 3.21 Graphics and Formatting Tools

3.18.3 Delete Shapes

If you decide you no longer want the shape in your document then click on the shape and then
press DELETE.

3.18.4 Inserting Text Boxes

A text box is an object that lets you put and type text anywhere in your file.
1. On the Insert Tab, in the Text Group, click Text Box and a drop down menu will appear.
2. Click on a Text Box Template or click Draw Text Box at the bottom of the drop down menu
to draw your own text box.
3. If you elect to draw your own Text Box you need to click in the document, and then drag to
draw the Text Box the size that you want.
4. To add text to a text box, click inside the text box, and then type or Paste text. To format text
in the Text Box, select the text, and then use the formatting options in the Font group on the
Home Tab.
To position the Text Box, click it, and then when the pointer changes, drag the Text Box to a new
location.

NOTE: If you have problems printing text boxes, make sure that the Print drawings created in
Word check box is selected. To do this, click the File tab, click Options, click Display, and then
under Printing Options, select the Print drawings created in Word check box.

3.18.5 Deleting Text Boxes

To remove a text box just click the border of the text box that you want to delete, and then press
DELETE. Make sure that the pointer is not inside the text box, but rather on the border of the text
box. If the pointer is not on the border, pressing DELETE will delete the text inside the text box
and not the textbox.

3.19 WordArt
WordArt can be used to Add Special Text effects to your document. For example, you can Stretch
A Title, Skew Text, make Text fit a Preset Shape, or Apply A Gradient Fill. This WordArt becomes
an object that you can move or position in your document to add decoration or emphasis. You can
modify or add to the text in an existing WordArt object whenever you want. To add WordArt to
text in your document, complete the following steps:
1. On the Insert Tab, in the Text Group, click WordArt,
2. A Drop down menu will appear, click the WordArt style that you want.
3. A Text Box will appear with the words “Enter your text here”, Enter your text.

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 Figure 3.22 ClipArt and WordArt

3.20 Insert Picture/Clip Art

Pictures and Clip Art can be inserted or copied into a document from many different sources,
including downloaded from a Clip Art Web Site Provider, copied from a Web Page, or inserted
from a folder where you save pictures.

3.20.1 Insert Clip Art

1. On the Insert Tab, in the Illustrations group, click Clip Art.
2. A Clip Art task pane will appear on the right of your screen, in the ‘Search Box’, type a
word or phrase that describes the Clip Art that you want.
3. Click Go.
4. In the list of results, double click on the clip art to insert it into your document.

3.20.2 Insert Picture from Web

1. Open the document.
2. From the Web Page, drag the picture that you want into the Word document.

3.20.3 Insert Picture from File

To insert a picture saved in your computer, insert it by following these steps.
1. Click where you want to insert the picture in your document.
2) On the Insert tab, in the Illustrations group, click Picture.
3) Locate the picture that you want to insert. For example, you might have a picture file
located in My Documents.
4) Double-click the picture that you want to insert and it will appear in your document.
NOTE: To resize a picture, select the picture you've inserted in the document. To increase or
decrease the size in one or more directions, drag a sizing handle away from or toward the centre,
while you do one of the following:

3.20.4 Sizing Graphics

You can easily resize pictures, Text Boxes, Shapes, and WordArt in your file. You can also crop
pictures or return them to their original size.

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3.20.4.1 Manually Resize Graphics
1. Click the pictures shape, text box or WordArt that you want to resize.
2. Small circles or squares, also known as sizing handles, will appear at the corners and sides
of a selected object.
3. Click and hold on a sizing handle away from or toward the centre to increase or decrease
the size of the picture.

3.20.4.2 Cropping a Picture

Cropping reduces the size of a picture by removing Vertical or Horizontal edges. Cropping is often
used to hide or trim a part of a picture, either for emphasis or to remove unwanted portions.
1. Click on the picture that you want to crop.
2. Go to Picture Tools, on the Format Tab, in the Size Group, click CROP.
3. Black dotted lines will appear around your picture. Then drag the centre Cropping Handle
on that side inward.
4. As you drag the Cropping Handle you will notice the area of your graphic you want
removed will become gray.
5. Once you have cropped out everything you want, click outside of the graphic for the gray
area you want removed to disappear.

Figure 3.23. Resizing and Cropping

3.20.4.3 Un-crop a Picture

You can always restore a resized or a cropped picture to its original appearance.
1. Click on your Picture
2) Go to Picture Tools, on the Format Tab, in the Size Group, click Crop.
3) Black dotted lines will appear around your picture. Drag the black lines away from the centre
of the picture and the original picture will appear.

3.21 Advanced Formatting Techniques

3.21.1 Create Columns
Columns can be used in documents such as brochures, newsletters or to save space when creating
lists.

3.21.1.1 Add columns before entering text:

1. Go to the Page Layout tab, in the Page Setup group, click Columns.

62
 2) Click the layout that you want. Your document will be formatted in columns.
NOTE: To add a vertical line between the columns, Click Columns Again, click More Columns, and
then select the Line between check box. You can also adjust the column width and spacing.

3.21.1.2 Add columns to part of a document

To do that highlight the text you want formatted in columns, or place your cursor where you want
columns to begin.
1. On the Page Layout Tab, in the Page Setup Group, click Columns.
2) Click More Columns.
3) Click the number of columns that you want.
4) In the Apply To List, click Selected text or This point forward.

NOTE: To change the layout again further on in your document, select text or click where you want
to change the layout, and then follow the same steps. For example, you can change from one
column to a two-column layout, and then you can change back to the single-column layout on a
later page.

3.22 SmartArt Graphic

A SmartArt graphic is a visual representation of your information that you can quickly and easily
create, choosing from among many different layouts, to effectively communicate your message or
ideas. You can create SmartArt graphics in MS Excel, MS Outlook, MS PowerPoint, and MS
Word. SmartArt graphics enables you to create designer-quality illustrations with only a few clicks of
your mouse. When you create a SmartArt graphic, you are prompted to choose a type of
SmartArt graphic, such as Process, Hierarchy, Cycle, or Relationship. Each type of SmartArt
graphics contains several different layouts. After you choose a layout, it is easy to switch the layout
or type of a SmartArt Graphic. Most of your text and other content, colours, styles, effects, and text
formatting are automatically carried over to the new layout.

Figure 3.24 SmartArt Graphics and Columns

When you select a Layout, placeholder text (such as [Text]) is displayed, so that you can see how
your SmartArt Graphic looks, nor is it displayed during a slide show. However, the shapes are
always displayed and printed, unless you delete them. You can replace the placeholder text with
your own content.

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3.22.1 Create a SmartArt Graphic
1. On the Insert Tab, in the Illustrations group, click SmartArt.
2) In the Choose a SmartArt Graphic dialog box, click the Type and Layout that you want.
3) Enter your text by doing one of the following: Click [Text] in the Text pane, and then Type
your Text; Copy text from another location, click [Text] in the Text pane, and then paste your
text.

3.22.2 Add or Delete Shapes in SmartArt Graphic

1. Click the SmartArt graphic that you want to add another shape to.
2. Click the existing shape that is located closest to where you want to add the new shape.
3. Under SmartArt Tools, on the Design tab, in the Create Graphic group, click the arrow
under Add Shape.
4. Do one of the following: To insert a shape after the selected shape, click Add Shape After
and to insert a shape before the selected shape, click Add Shape Before.

NOTE: To delete a shape from your SmartArt graphic, click the shape you want to delete, and then
press DELETE. To delete your entire SmartArt graphic, click the border of your SmartArt graphic,
and then press DELETE.

3.22.3 Format SmartArt Graphic

You can apply colour variations to the shapes in your SmartArt graphic.
1) Click your SmartArt Graphic.
2) Under SmartArt Tools, on the Design Tab, in the SmartArt Styles Group,
3) Select the SmartArt Style you wish to apply to add line styles, bevels or 3-D effects.
4) In the SmartArt Styles Group you can also click Change Colours to further modify your
SmartArt Graphic.
5) Click the Colour Variation that you want.

NOTE: If you don't see the SmartArt Tools or Design tabs, make sure that you've selected a
SmartArt graphic. You may have to double-click the SmartArt graphic to open the Design tab.

Figure 3.25 SmartArt Tools

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3.23 Tables
Using tables in MS Word can provide you with additional elements to any document. Tables can be
used to create lists or format text in an organized fashion.

3.23.1 Inserting a Table

1. Click where you want to insert a table.
2. On the Insert tab, in the Tables group, click Table
3. A drop down box will appear; click and hold your mouse then drag to select the number of
rows and columns that you want inserted into your document. You will see your table
appearing in your document as you drag on the grid.
4. Once you have highlighted the rows and columns you would like let go of your mouse and the
table will be in your document

3.23.2 Parts of a Table

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

This is a cell This is a row This is a

column

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

3.23.3 Add Row/Column to Table

1. Click on the Table.
2. Under Table Tools, go to the Layout Tab
3. Click on the Insert Above or Insert Below to add a row, Click on Insert Left or Insert Right to
insert a column.
4. Click on Delete to remove a column, row or cell.

3.23.4 Delete a Table

1. Rest the pointer on the Table until the table move handle appears, and then click the Table
move handle.
2. Press BACKSPACE on your keyboard.

3.23.4.1 Delete Table Contents.

You can delete the contents of a Cell, a Row, a Column, or the Whole Table. When you delete the
contents of a table, the table's rows and columns remain in your document.
1. Select the contents that you want to clear by following the table below:

65
 Figure 3.26 Table tools

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

Figure 3.27a: Styles Gallery Figure 3.27b: Style Window

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3.24.1 Applying a Style
To apply a particular style, follow the steps below:

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

3.24.2 Applying a Style from the Style Dialog Box

Choose from a larger selection of styles from the Style dialog box.

Figure 3.28: Style dialog box

a. Click in the paragraph you want to add a style to.

b. Select Apply Styles from the Styles Gallery.
c. Use the pull down arrow to scroll through all the styles available.

The styles are displayed in the Styles list. Preview each style by clicking once on the name.
Paragraph styles are preceded by the paragraph symbol (¶) and character styles are preceded by an
"a" icon (a). Select the style you want to apply to the paragraph.

3.24.3 Creating a New Style from a Model

To create a style from text that is already formatted in a document, follow these steps:
1. Place the cursor in the paragraph you would like to set as a new style.
2. Click the Style Box on the Home Ribbon and select Save Selection as a New Quick Style
3. Delete the Text in the field and type the name of the new style.
4. Press the ENTER key to save the new style.

3.24.4 Creating a Simple Style from the Style Dialog Box

a. On the style window from the Home Ribbon, click on the pull down arrow beneath change
style and select New Style. A dialog box to access the New Style opens.

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 Figure 3.29: Creating New Style

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

3.24.5 Modifying or Renaming a Style

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

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 Figure 3.30: Modify Style dialog box

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

Figure 4: Renaming a Style dialog box

3.24.6 Deleting a Style

Both preset styles created by Word and the new once created by users may be removed from the
Quick Style Gallery. To do that, follow the steps below:
a. Click on Home Ribbon to gain access to the Styles Gallery
b. Highlight the style from the Styles list that you want to remove.

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 Figure 3.32: Showing Modify, Rename and Remove buttons

3.25 Thesaurus
To use the thesaurus, click on Review on the Menu Bar and select Thesaurus on the upper left
corner or select it from the Synonyms shortcut menu as above.
A list of meanings and synonyms are given on the windows. Double-click on the words in the
Meanings Box or Right-Click on the word and select Look Up to view similar words. Right-click the
word you would like to replace and select Insert.

Figure 3.33: Using Thesaurus

3.27 Find and Replace

Word offers several options for locating specific content in your document. You can search for and
replace items such as text, images, captions, bookmarks, or certain types of formatting such as
paragraphs or page breaks. You can use the Go To command to go to a particular instance of
content in your document, and you can also extend your search by using wildcards, codes, or

70
regular expressions to find words or phrases that contain specific characters or combinations of
characters.

3.27 Finalising a Document

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3.26 Save a document
To save a document in the format used by Word 2010 and Word 2007, do the following:
1. Click the File tab.
2. Click Save As.
3. In the File name box, enter a name for your document.
4. Click Save.

To save a document so that it is compatible with MS Word 2003 or earlier, do the following:
2. Click the File tab.
3. Click Save As.
4. In the Save as type list, click MS Word 97-2003 Document. This changes the file format to
.doc.
5. In the File name box, type a name for the document.
6. Click Save.

3.28 Help
If you need additional assistance when completing your document you can use the help feature.
1. Click on the blue circle with the white question mark command
2. A Help box will appear.
3. Click in the Search Help textbox and type what you need help with
4. Click the magnifying glass next to the text box and the possible solutions will appear.

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

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Word, follow these steps:

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

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

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 CHAPTER FOUR

SPREADSHEET USING MS EXCEL

4.1 Objectives of the Lecture and Expected Results

The objectives of this lecture are to:

 introduce MS Excel 2010 as a spreadsheet software;

 Get familiarize with ribbons and how to customize MS Excel 2010;
 format a table in MS Excel 2010;
 deal with formulae; and
 Plot and format charts.

At the end of the lecture, it is expected that the student will be able to:

 understand spreadsheet and spreadsheet ribbons and terminologies; and

 Use MS Excel to create, edit, format and print tables and charts.
 Manoeuvre around MS Excel 2010 confidently

4.2 Introduction to Microsoft Excel 2010

Excel is a spreadsheet program in the Microsoft Office system. You can use Excel to create and
format workbooks (a collection of spreadsheets) in order to analyze data and make more informed
business decisions. Specifically, you can use Excel to track data, build models for analyzing data,
write formulas to perform calculations on that data, pivot the data in numerous ways, and present
data in a variety of professional looking charts. Thus, Excel allows you to create spreadsheets much
like paper ledgers that can perform automatic calculations. Each Excel file is a workbook that can
hold many worksheets.

The worksheet is a grid of columns (designated by letters) and rows (designated by numbers). The
letters and numbers of the columns and rows (called labels) are displayed in gray buttons across the
top and left side of the worksheet. The intersection of a column and a row is called a cell. Each cell
on the spreadsheet has a cell address that is the column letter and the row number. Cells can
contain text, numbers, or mathematical formulas.

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Table 4.1 Excel Terminology
Term definition
A life of spreadsheets/worksheets. A workbook can contain a number of
Workbook spreadsheets/worksheets. Think of an accounts ledger with one page for
each week’s transactions.
Spreadsheet or A table used to store numbers and text. Spreadsheet is used to describe
Worksheet one table or worksheet
Cell A single space on the worksheet which is used to contain numbers/text
Click into the cell and this makes it the current cell, the one you are
Active Cell
entering data into.
Formula Used to calculate values in a worksheet (A1+ B1)
Used in calculation to find the: Average, Maximum, Minimum, and Sum of
Function
an amount.
Spreadsheets are divided into vertical columns each has a letter at the top
Column
(e.g. A)
Spreadsheets are also divided into rows horizontally and each has a number
Row
on the left of the screen
Each cell has a reference taken from the point that the column and row
Cell Reference
meet (e.g. A1, where column A and row 1 meet).

4.3 Starting Microsoft Excel 2010

To start MS Excel, take the following steps to launch the application;

a. Click on the start button

b. Select Programs
c. Select Microsoft Office
d. Select Microsoft Office Excel 2010

When you start Microsoft Office Excel 2010, the program presents a blank workbook that contains
three worksheets. You can add or delete worksheets, hide worksheets within the workbook without
deleting them, and change the order of your worksheet within the workbook.

You can also copy worksheet to another workbook or move a worksheet without leaving a copy of
the worksheet in the first workbook.

4.3.1 The Excel Application Window

The Excel application window has the same features as other Microsoft programs, Title bar,
Toolbar etc. Below the toolbar are the name box or the cell number box and formula bar. The
Excel status bar contains information about current selections, commands or operations.

There are by default three worksheets in each workbook, more can be added. The sheet names
appear on the tab at the bottom of the workbook window, and are numbered by default as sheet1,

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sheet2 and sheet3. Each worksheet is divided into Columns, Rows and Cells and is separated by
gridlines. Each worksheet has 256 columns and 65,536 rows. There are over 17 billion cells in
each worksheet!!!! A cell is the intersection of a column letter and a row number. The cell address
can be found in the Name Box just above column A

Figure 4.1 Excel 2010 Application Window

Table 4.2 Resizing a Window

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

4.4 MS Excel 2010 Ribbons

Understanding the Ribbon is a great way to help understand the changes between Microsoft 2003
to Microsoft 2010. The ribbon holds all of the information in previous versions of Microsoft Office
in a more visual streamline manner through a series of tabs that include an immense variety of
program features.

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 Home Tab
This is the most used tab; it incorporates all text and cell formatting features such as font and
paragraph changes. The Home Tab also includes basic spreadsheet formatting elements such as
text wrap, merging cells and cell style.

Figure 4.2 Home Ribbon

 Insert Tab
This tab allows you to insert a variety of items into a document from pictures, clip art, and headers
and footers.

Figure 4.3 Insert Ribbon

 Page Layout Tab

This tab has commands to adjust page such as margins, orientation and themes.

Figure 4.4 Page Layout Ribbon

 Formulas Tab
This tab has commands to use when creating Formulas. This tab holds an immense function library
which can assist when creating any formula or function in your spreadsheet.

Figure 4.5 Formulas Ribbon

 Data Tab
This tab allows you to modifying worksheets with large amounts of data by sorting and filtering as
well as analyzing and grouping data.

Figure 4.6 Data Ribbon

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 Review Tab
This tab allows you to correct spelling and grammar issues as well as set up security protections. It
also provides the track changes and notes feature providing the ability to make notes and changes
to someone’s document.

Figure 4.7 Review Ribbon

 View Tab
This tab allows you to change the view of your document including freezing or splitting panes,
viewing gridlines and hide cells.

Figure 4.8 Tab Ribbon

4.5 Workbooks and Worksheets

Each Excel file is a Workbook containing one or more Worksheets. Default setting provides you
with three worksheets – you can add or remove as needed from there. Worksheets can also be
reordered within the file and renamed – you can also copy or move a worksheet to another
workbook (file). Several sheets can be used for one project, containing it all in one file, or you can
still use one file for each part of a project, depending on your needs.
4.4.1 Creating Workbooks
As stipulated already, every time you want to gather and store data that is not closely related to
your existing data, you should create a new workbook. The default new workbook in Excel 2010
has three worksheets, although you can add more worksheets and delete existing worksheets if you
want.

Creating a new workbook is a straightforward process; just click the Microsoft office button, click
New, and identify the type of workbook you want to create.

Create a New Workbook

1. Click the File tab and then click New.
2. Under Available Templates, double click Blank Workbook or Click Create.

Find and Apply Template

Excel 2010 permits you to apply built-in templates and to search from a variety of templates on
www.office.com .
To find a template in Excel 2010, do the following:

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 1. On the File tab, click New.
2. Under Available Templates, do one of the following:
a. To reuse a template that you’ve recently used, click Recent Templates, click the
template that you want, and then click Create.
b. To use your own template that you already have installed, click My Templates, select
the template that you want, and then click OK.
c. To find a template on www.office.com, click a template category, select the template
that you want, and then click Download to download the template to your computer.
3. Once you click on the template you like it will open on your screen as a new document.

Enter Data in a Worksheet

1. Click the cell where you want to enter data.
2. Type the data in the cell.
3. Press enter or tab to move to the next cell.

Select Cells or Ranges

In order to complete more advanced processes in Excel you need to be able to highlight or select
cells, rows and columns. There are a variety of ways to do this, see the table below to understand
the options.

Table 4.3 Select Options

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In Excel 2010, different Mouse Pointers will show depending on the type of selection you are
making, as illustrated below.

4.6 Freezing/Splitting Rows and Columns

To keep an area of a worksheet visible while you scroll to another area of the worksheet, you can
either lock specific rows or columns in one area by freezing panes.

Freezing vs. splitting

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When you freeze panes, Microsoft Excel keeps specific rows or columns visible when you scroll in
the worksheet. For example, if the first row in your spreadsheet contains labels, you might freeze
that row to make sure that the column labels remain visible as you scroll down in your spreadsheet.
A solid line indicates that the row is frozen to keep column labels in place when you scroll.
When you split panes, Excel creates either two or four separate worksheet areas that you can scroll
within, while rows or columns in the non-scrolled area remain visible. This worksheet has been
split into four areas. Notice that each area contains a separate view of the same data. Splitting
panes is useful when you want to see different parts of a large spreadsheet at the same time.
NOTE: You cannot split panes and freeze panes at the same time.

Freeze Panes
a. On the worksheet, select the row or column that you want to keep visible when you scroll.
b. On the View tab, in the Window group, click the arrow below Freeze Panes.
c. Then do one of the following:
 To lock one row only, click Freeze Top Row.
 To lock one column only, click Freeze First Column.
 To lock more than one row or column, or to lock both rows and columns at the same
time, click Freeze Panes.

NOTE: You can freeze rows at the top and columns on the left side of the worksheet only. You
cannot freeze rows and columns in the middle of the worksheet.

Unfreeze panes
1. On the View tab, in the Window group, click the arrow below Freeze Panes.
2. Click Unfreeze Panes.

Split Panes
a. To split panes, point to the split box at the top of the vertical scroll bar or at the right end
of the horizontal scroll bar.
b. When the pointer changes to a split pointer or , drag the split box down or to the left to the
position that you want.
c. To remove the split, double-click any part of the split bar that divides the panes. Moving or
Copying Worksheets Sometimes you may need to copy an entire worksheet instead of
copying and pasting the data which may or may not paste properly, you can use the steps
below to achieve a must better result.

4.7 Modifying Spreadsheets

In order to create an understandable and professional document you will need to make adjustments
to the cells, rows, columns and text. Use the following processes to assist when creating a
spreadsheet.

Cut, Copy, and Paste Data

You can use the Cut, Copy, and Paste commands in Microsoft Office Excel to move or copy entire
cells or their contents. When you move or copy a cell, Excel moves or copies the entire cell,
including formulas and their resulting values, cell formats, and comments.

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NB: Excel displays an animated moving border around cells that have been cut or copied. To cancel
a moving border, press ESC.
1. Select the cells that you want to move or copy.
2. On the Home tab, in the Clipboard group, do one of the following:
a. To move cells, click Cut or press CTRL+X. on the keyboard
b. To copy cells, click Copy or or press CTRL+C. on the keyboard
3. Click in the center of the cell you would like to Paste the information too.
4. On the Home tab, in the Clipboard group, click Paste or press CTRL+V. on the keyboard

NB: Excel replaces existing data in the paste area when you cut and paste cells. When you copy
cells, cell references are automatically adjusted. If the selected copy or paste area includes hidden
cells, Excel also copies the hidden cells. You may need to temporarily unhide cells that you don't
want to include when you copy information.

Move/Copy Cells with Mouse

 Select the cells or a range of cells that you want to move or copy.
 To move a cell or range of cells, point to the border of the selection. When the pointer
becomes a move pointer, drag the cell or range of cells to another location.

NB: Excel “loses” the cut or copied information once you do something else in Excel, so you may
need to cut or copy again if you need the data a 2nd time.

Column Width and Row Height

On a worksheet, you can specify a column width of 0 to 255 and a row height of 0 to 409. This
value represents the number of characters that can be displayed in a cell that is formatted with the
standard font. The default column width is 8.43 characters and the default row height is 12.75
points. If a column/row has a width of 0, it is hidden.

To set Column/Row Width/Height,

1. Select the column(s) or row(s) that you want to change.
2. On the Home tab, in the Cells group, click Format.
3. Under Cell Size, click Column Width or Row Height.
4. A Column Width or Row Height box will appear.
5. In the Column Width or Row Height box, type the value that you want your column or row
to be.

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 Figure 4.9 Setting Column/Row Width/Height

Automatically Fit Column/Row Contents

1. Click the Select All button
2. Double-click any boundary between two column/row headings.
3. All Columns/Rows in the entire worksheet will be changed to the new size

NB: At times, a cell might display #####. This can occur when the cell contains a number or a
date that exceeds the width of the cell so it cannot display all the characters that its format requires.
To see the entire contents of the cell with its current format, you must increase the width of the
column.

Set Column/Row Width/Height with Mouse

To change the width of one column/row
1. Place you cursor on the line between two rows or columns.
2. A symbol that looks like a lower case t with arrows on the horizontal line will appear
3. Drag the boundary on the right side of the column/row heading until the column/row is the
width that you want.

To change the width of multiple columns/rows

1. Select the columns/rows that you want to change
2. Drag a boundary to the right of a selected column/row heading.
3. All selected columns/rows will become a different size.

To change the width of columns/rows to fit the contents in the cells

1. Select the column(s) or row(s) that you want to change
2. Double-click the boundary to the right of a selected column/row heading.
3. The Column/Row will automatically be size to the length/height of the longest/tallest text.

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 Figure 4.10 Resizing Rows and Columns using the Mouse

4.7.1 Merge and Unmerge Cells

1. Select two or more adjacent cells that you want to merge.
2. On the Home tab, in the Alignment group, click Merge and Center.
3. The cells will be merged in a row or column, and the cell contents will be centered in the
merged cell.

Merge Cells
To merge cells only, click the arrow next to Merge and Center, and then click Merge Across or
Merge Cells.

Figure 4.11 Merging and Unmerging cells

Split or Unmerge Cells

1. Select the merged cell you want to split
2. To split the merged cell, click Merge and Center or Unmerge Cells . The cells will split and
the contents of the merged cell will appear in the upper-left cell of the range of split cells.

4.7.2 Moving Through Cells and Selecting Cells

Use the mouse to select a cell you want to add data to and use the keyboard strokes listed in the
table 4.4 below to move through the cells of a worksheet. Select using the lists in table 4.5

Table 4.4 Moving through Cells

Movement Key stroke
One cell up up arrow key
One cell down down arrow key or ENTER
One cell left left arrow key
One cell right right arrow key or TAB
Top of the worksheet (cell A1) CTRL+HOME

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 End of the worksheet (last cell containing data) CTRL+END
End of the row CTRL+right arrow key
End of the column CTRL+down arrow key
Any cell File|Go To menu bar command

Table 4.5 Select Cells

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

4.7.3 Automatically Fill Data

To quickly fill in several types of data series, you can select cells and drag the fill handle. To use the
fill handle, you select the cells that you want to use as a basis for filling additional cells, and then
drag the fill handle across or down the cells that you want to fill.

1. Select the cell that contains the formula that you want to be brought to other cells.
2. Move your curser to the small black square in the lower-right corner of a selected cell also
known as the fill handle. Your pointer will change to a small black cross.
3. Click and hold your mouse then drag the fill handle across the cells, horizontally to the right
or vertically down, that you want to fill.
4. The cells you want filled will have a gray looking border around them. Once you fill all of
the cells let go of your mouse and your cells will be populated.

4.8 Formatting Spreadsheet

To further enhance your spreadsheet you can format a number of elements such as text, numbers,
colouring, and table styles. Spreadsheets can become professional documents used for company
meetings or can even be published.

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4.8.1 Wrap Text
You can display multiple lines of text inside a cell by wrapping the text. Wrapping text in a cell does
not affect other cells.

1. Click the cell in which you want to wrap the text.

2. On the Home tab, in the Alignment group, click Wrap Text.
3. The text in your cell will be wrapped.

NB: If the text is a long word, the characters won't wrap (the word won't be split); instead, you can
widen the column or decrease the font size to see all the text. If all the text is not visible after you
wrap the text, you might have to adjust the height of the row. On the Home tab, in the Cells group,
click Format, and then under Cell Size click AutoFit Row

4.8.2 Format Numbers

In Excel, the format of a cell is separate from the data that is stored in the cell. This display
difference can have a significant effect when the data is numeric. For example, numbers in cells will
default as rounded numbers, date and time may not appear as anticipated. After you type numbers
in a cell, you can change the format in which they are displayed to ensure the numbers in your
spreadsheet are displayed as you intended.

1. Click the cell(s) that contains the numbers that you want to format.
2. On the Home tab, in the Number group, click the arrow next to the Number Format box,
and then click the format that you want.

If you are unable to format numbers in the detail, click on the More Number Formats at the bottom
of the Number Format drop down list to select more options.

In the Category list, click the format that you want to use, and then adjust settings to the right of
the Format Cells dialog box. For example, if you’re using the Currency format, you can select a
different currency symbol, show more or fewer decimal places, or change the way negative
numbers are displayed.

87
 Figure 4.12 Formatting Numbers in Excel 2010

4.8.3 Cell Borders

By using predefined border styles, you can quickly add a border around cells or ranges of cells. If
predefined cell borders do not meet your needs, you can create a custom border.
NB: Cell borders that you apply appear on printed pages. If you do not use cell borders but want
worksheet gridline borders for all cells to be visible on printed pages, you can display the gridlines.

To apply Cell Borders,

1. On a worksheet, select the cell or range of cells that you want to add a border to, change
the border style on, or remove a border from.
2. Go to the Home tab, in the Font group
3. Click the arrow next to Borders
4. Click on the border style you would like
5. The border will be applied to the cell or cell range

NOTE: To apply a custom border style, click More Borders. In the Format Cells dialog box, on the
Border tab, under Line and Color, click the line style and color that you want.

Remove Cell Borders

1. Go to the Home tab, in the Font group
2. Click the arrow next to Borders
3. Click No Border
NB: The Borders button displays the most recently used border style. You can click the Borders
button (not the arrow) to apply that style.

88
 Figure 413 Formatting borders

4.8.4 Cell Styles:

You can create a cell style that includes a custom border, colors and accounting formatting.
1. On the Home tab, in the Styles group, click Cell Styles.
2. Select the different cell style option you would like applied to your spreadsheet.

NB: If you would like to apply a cell fill and a cell border, select the cell fill color first to ensure that
both formats are applied.

Figure 4.14 cell Styles

89
4.8.5 Cell and Text Colouring
You can also modify a variety of cell and text colours manually.

Cell Fill
1. Select the cells that you want to apply or remove a fill colour from.
2. Go to the Home tab, in the Font group and select one of the following options:
a. To fill cells with a solid colour, click the arrow next to Fill Colour, and then under Theme
Colours or Standard Colours, click the colour that you want.
a. To fill cells with a custom colour, click the arrow next to Fill Colour, click More
Colours, and then in the Colours dialog box select the colour that you want.
b. To apply the most recently selected colour, click Fill Colour
.
NB: Microsoft Excel saves your 10 most recently selected custom colours. To quickly apply one of
these colours, click the arrow next to Fill Colour, and then click the colour that you want under
Recent Colours.

Remove Cell Fill

1. Select the cells that contain a fill colour or fill pattern.
2. On the Home tab, in the Font group, click the arrow next to Fill Colour, and then click No Fill.

Text Colour
1. Select the cell, range of cells, text, or characters that you want to format with a different
text colour.
2. On the Home tab, in the Font group and select one of the following options:
a. To apply the most recently selected text colour, click Font Colour.
b. To change the text colour, click the arrow next to Font Colour, and then under Theme
Colours or Standard Colours, click the colour that you want to use.

4.8.6 Bold, Underline and Italics Text

1. Select the cell, range of cells, or text.

2. Go to the Home tab, in the Font group
3. Click on the Bold (B) Italics (I) or Underline (U) commands.
4. The selected command will be applied.

Customize Worksheet Tab

1. On the Sheet tab bar, right-click the sheet tab that you want to customize
2. Click Rename to rename the sheet or Tab Colour to select a tab colour.
3. Type in the name or select a colour you would like for your spreadsheet.
4. The information will be added to the tab at the bottom of the spreadsheet.

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 4.8.7 Formulas in Excel

Formulas are equations that perform calculations on values in your worksheet. A formula always
starts with an equal sign (=). An example of a simple is =5+2*3 that multiplies two numbers and
then adds a number to the result. Microsoft Office Excel follows the standard order of mathematical
operations. In the preceding example, the multiplication operation (2*3) is performed first, and then
5 is added to its result.
You can also create a formula by using a function which is a prewritten formula that takes a value,
performs an operation and returns a value. For example, the formulas =SUM(A1:A2) and
SUM(A1,A2) both use the SUM function to add the values in cells A1 and A2. Depending on the
type of formula that you create, a formula can contain any or all of the following parts.

Functions: A function, such as PI() or SUM(), starts with an equal sign (=).
Cell references: You can refer to data in worksheet cells by including cell references in the formula.
For example, the cell reference A2 returns the value of that cell or uses that value in the calculation.
Constants: You can also enter constants, such as numbers (such as 2) or text values, directly into a
formula.
Operators: Operators are the symbols that are used to specify the type of calculation that you want
the formula to perform.

Figure 4.15 parts of formulae with sample

Creating Simple Formulas

1. Click the cell in which you want to enter the formula.
2. Type = (equal sign).
3. Enter the formula by typing the constants and operators that you want to use in the
calculation.
4. Press ENTER.

Create a Formula with Cell References

The first cell reference is B3, the colour is blue, and the cell range has a blue border with square
corners. The second cell reference is C3, the colour is green, and the cell range has a green border
with square corners. To create your formula:

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 Figure 4.16 Formula with Cell Reference

1. Click the cell in which you want to enter the formula.

2. In the formula bar, at the top of the Excel window that you use, type = (equal sign).
3. Click on the 1st cell you want in the formula.
4. Enter an Operator such as +, or *.
5. Click on the next cell you want in the formula. Continue steps 3 – 5 until the formula is
complete
6. Hit the ENTER key on your keyboard.

Create a Formula with Function

1. Click the cell in which you want to enter the formula.
2. Click Insert Function Fx on the formula bar; Excel inserts the equal sign (=) for you.
3. Select the function that you want to use.
NOTE: If you're not sure which function to use, type a question that describes what you
want to do in the Search for a function box (for example, "add numbers" returns the SUM
function), or browse from the categories in the Or Select a category box.
4. Enter the arguments.
5. After you complete the formula, press ENTER.

Use Auto Sum

To summarize values quickly, you can also use AutoSum.
1. Select the cell where you would like your formulas solution to appear.
2. Go to the Home tab, in the Editing group,
3. Click AutoSum, to sum your numbers or click the arrow next to AutoSum to select a
function that you want to apply.

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 Figure 4.17 Creating a formula with Function

Delete a Formula
When you delete a formula, the resulting values of the formula are also deleted. However, you can
instead remove the formula only and leave the resulting value of the formula displayed in the cell.
To delete formulas along with their resulting values, do the following:
1. Select the cell or range of cells that contains the formula.
2. Press DELETE.

To delete formulas without removing their resulting values, do the following:

1. Select the cell or range of cells that contains the formula.
2. On the Home tab, in the Clipboard group, click Copy .
3. On the Home tab, in the Clipboard group, click the arrow below Paste , and then click
Paste Values.

Table 4.5 Other Useful Formulas

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

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4.8.8 Arithmetic Formulas
Formulas are entered in the worksheet cell and must begin with an equal sign "=". The formula then
includes the addresses of the cells whose values will be manipulated with appropriate operands
placed in between. Excel obeys the basic “BoDMAS” rule.
After the formula is typed into the cell, the calculation executes immediately and the formula itself is
visible in the formula bar. See the example below to view the formula for calculating the sub total
for a number of textbooks. The formula multiplies the quantity and price of each textbook and adds
the subtotal for each book.

Table 4.7 preferred order in Excel calculations

Figure 4.18 Trying more Formulas

4.8.9 Linking Worksheets

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

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4.8.10 Relative, Absolute, and Mixed Referencing
Calling cells by just their column and row labels (such as "A1") is called relative referencing. When a
formula contains relative referencing and it is copied from one cell to another, Excel does not create
an exact copy of the formula. It will change cell addresses relative to the row and column they are
moved to.

For example, if a simple addition formula in cell C1 "=(A1+B1)" is copied to cell C2, the formula
would change to "=(A2+B2)" to reflect the new row.

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

Mixed referencing can also be used where only the row OR column fixed. For example, in the
formula "=(A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed.

More on Basic Functions

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

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

Table 4.8 Functions

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

Conditional functions: playing with the “If Statements”

The IF function is used to analyse data, test whether or not it meets certain conditions and then act
upon its decision. The formula can be entered either by typing it or by using the Function Library
on the formula’s ribbon, the section that deals with logical functions Typically, the IF statement is
accompanied by three arguments enclosed in one set of parentheses; the condition to be met
(logical_test); the action to be performed if that condition is true (value_if_true); the action to be
performed if false (value_if_false). Each of these is separated by a comma, as shown;
=IF ( logical_test, value_if_true, value_if_false)

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Logical Test
This part of the IF statement is the “condition”, or test. You may want to test to see if a cell is a
certain value, or to compare two cells. In these cases, symbols called LOGICAL OPERATORS are
useful;
Table 4.6 Logical operators
Symbol Name
> Greater than
< Less than
>= Greater than or Equal to
<= Less than or Equal to
= Equal to
<> Not Equal to

Therefore, a typical logical test might be B1>B2, testing whether or not the value contained in cell
B1 of the spreadsheet is greater than the value in cell B2. Names can also be included in the logical
test, so if cells B1 and B2 were respectively named SALES and TARGET, the logical test would
read SALES>TARGET. Another type of logical test could include text strings. If you want to check
a cell to see if it contains text, that text string must be included in quotation marks. For example,
cell C5 could be tested for the word YES as follows; C5=”YES”. It should be noted that Excel’s
logic is, at times, brutally precise. In the above example, the logical test is that sales should be
greater than target. If sales are equal to target, the IF statement will return the false value. To make
the logical test more flexible, it would be advisable to use the operator >= to indicate “meeting or
exceeding”.

=IF(B2>=C2,B2*2%,0)

You may, alternatively, want to see a message saying “No BoNUS”. In this case, the true value will
remain the same and the false value will be the text string “No BoNUS”; =IF(B2>=C2,B2*2%,”No
BoNUS”).

A common use of IF statements is to produce “ratings” or “comments” on figures in a spreadsheet.

For this, both the true and false values are text strings. For example, if a sales figure exceeds a
certain amount, a rating of “GOOD” is returned, otherwise the rating is “POOR”;
=IF(B2>1000,”GOOD”,”POOR”)

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Nested If
When you need to have more than one condition and more than two possible outcomes, a
NESTED IF is required. This is based on the same principle as a normal IF statement, but involves
“nesting” a secondary formula inside the main one. The secondary IF forms the FALSE part of the
main statement, as follows;

=IF(1st logic test , 1st true value , IF(2nd logic test , 2nd true value , false value))
Only if both logic tests are found to be false will the false value be returned. Notice that there are
two sets of parentheses, as there are two separate IF statements. This process can be enlarged to
include more conditions and more eventualities - up to seven IF’s can be nested within the main
statement. However, care must be taken to ensure that the correct number of parentheses is added.
In the example, sales staff could now receive one of three possible ratings;

=IF(B2>1000,”GOOD”,IF(B2<600,”POOR”,”AVERAGE”))
To make the above IF statement more flexible, the logical tests could be amended to measure sales
against cell references instead of figures. In the example, column E has been used to hold the upper
and lower sales thresholds.

=IF(B2>$E$2,”GOOD”,IF(B2<$E$3,”PooR”,”AVERAGE”)) (If the IF statement is to be copied

later, this cell reference should be absolute).

Avoid common errors with formulas

The following table summarizes some of the most common errors that you can make when
entering a formula and how to correct those errors:

Table 4.8 Common Errors with Formulas

Make Sure That You More Information
Match all open and close Make sure that all parentheses are part of a matching pair. When you create a
parentheses formula, Excel displays parentheses in colour as they are entered.
Use a colon to indicate a When you refer to a range of cells, use a colon (:) to separate the reference to
range the first cell in the range and the reference to the last cell in the range. For
example, A1:A5.
Enter all required Some functions have required arguments. Also, make sure that you have not
arguments entered too many arguments
Nest no more than 64 You can enter, or nest, no more than 64 levels of functions within a function.
functions
Enclose other sheet If the formula refers to values or cells on other worksheets or workbooks, and
names in single quotation the name of the other workbook or worksheet contains a non-alphabetical
marks character, you must enclose its name within single quotation marks ( ' ).

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Enter numbers without Do not format numbers as you enter them in formulas. For example, even if the
formatting value that you want to enter is $1,000, enter 1000 in the formula.

4.9 Charts in Excel

Microsoft Excel no longer provides the chart wizard. Instead, you can create a basic chart by
clicking the chart type that you want on the Insert tab in the Charts group. Charts are used to
display series of numeric data in a graphical format to make it easier to understand large quantities
of data and the relationship between different series of data. To create a chart in Excel, you start
by entering the numeric data for the chart on a worksheet. Then you can plot that data into a chart
by selecting the chart type that you want to use on the Insert tab, in the Charts group. The
elements of the created chart include:

Figure 4.19 Chart Elements

1. Worksheet data
2. Chart created from worksheet data: Getting to know the elements of a chart A chart has
many elements. Some of these elements are displayed by default, others can be added as
needed. You can change the display of the chart elements by moving them to other
locations in the chart, resizing them, or by changing the format. You can also remove chart
elements that you do not want to display.
a. The chart area is the entire chart and all its elements
b. The plot area is the area of the chart bounded by the axes.
3. The data points are individual values plotted in a chart represented by bars, columns, lines,
or pies.
4. The horizontal (category) and vertical (value) axis along which the data is plotted in the
chart.
5. The legend identifies the patterns or colours that are assigned to the data series or
categories in the chart.
6. A chart and axis title are descriptive text that for the axis or chart.
7. A data label provides additional information about a data marker that you can use to identify
the details of a data point in a data series.

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4.9.1 Create a Chart
1. On the worksheet, arrange the data that you want to plot in a chart. The data can be
arranged in rows or columns — Excel automatically determines the best way to plot the data
in the chart.
2. Select the cells that contain the data that you want to use for the chart.
NB: If the cells that you want to plot in a chart are not in a continuous range, you can select
non adjacent cells or ranges as long as the selection forms a rectangle. You can also hide
the rows or columns that you do not want to plot in the chart.

Figure 4.20 chart Type

3. Go to the Insert tab, in the Charts

4. Click the chart type, and then click a chart subtype from the drop menu that will appear.
5. Click anywhere in the embedded chart to activate it. When you click on the chart, Chart
Tools will be displayed which includes the Design, Layout, and Format tabs.
6. The chart will automatically be embedded in the worksheet. A chart name will automatically
be assigned.

4.9.2 Move Chart to New Sheet

1. On the Design tab, in the Location group, click Move Chart.
2. Under Choose where you want the chart to be placed, click on the New sheet bubble
3. Type a chart name in the New sheet box.

4.9.3 Change Chart Name

1. Click the chart.
2. On the Layout tab, in the Properties group, click the Chart Name text box.
3. Type a new chart name.
4. Press ENTER.

4.9.4 Change Chart Layout

1. Click anywhere in the chart.
2. Go to the Chart Tools, the Design group
3. In the Chart Layouts, click the chart layout that you want to use. To see all available
layouts, click More .

4.9.5 Change Chart Style

1. Click anywhere in the chart.

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 2. On the Design tab, in the Chart Styles group, click the chart style that you want to use. To
see all predefined chart styles, click More .

4.9.6 Chart or Axis Titles

To make a chart easier to understand, you can add titles, such as chart and axis titles. To add a
chart title:
1. Click anywhere in the chart.
2. On the Layout tab, in the Labels group, click Chart Title.
3. Click Centered Overlay Title or Above Chart.
4. In the Chart Title text box that appears in the chart, type the text that you want.
5. To remove a chart title, click Chart Title, and then click None.

NB: You can also use the formatting buttons on the ribbon (Home tab, Font group). To format the
whole title, you can right-click it, click Format Chart Title, and then select the formatting options
that you want.

To add axis titles:

1. Click anywhere in the chart.
2. On the Layout tab, in the Labels group, click Axis Titles.
3. Do one or more of the following:
a. To add a title to a primary horizontal (category) axis, click Primary Horizontal Axis Title,
and then click the option that you want.
b. To add a title to primary vertical (value) axis, click Primary Vertical Axis Title, and then
click the option that you want.
4. In the Axis Title text box that appears in the chart, type the text that you want.
5. To remove an axis title, click Axis Title, click the type of axis title to remove, and then click
None.

4.10 Data Labels

1. On a chart, do one of the following:
a. Click on the chart area to add a data label to all data points of all data series
b. Click in the data series to add a data label to all data points of a data series
c. Click on a specific data point to add a data label to a single data point in a data series
2. On the Layout tab, in the Labels group, click Data Labels, and then click the display option
that you want.
3. Text boxes will appear in the area of your chart based on your selection.
4. Click on the text box to modify the text.
5. To remove data labels, click Data Labels, and then click None.

NB: Depending on the chart type that you used, different data label options will be available.

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4.11 Legend
When you create a chart, the legend appears, but you can hide the legend or change its location
after you create the chart.
a. Click the chart in which you want to show or hide a legend.
b. On the Layout tab, in the Labels group, click Legend.
c. Do one of the following:
 To hide the legend, click None.
 To display a legend, click the display option that you want.
 For additional options, click More Legend Options, and then select the display
option that you want.

NOTE: To quickly remove a legend or a legend entry from a chart, you can select it, and then press
DELETE. You can also right-click the legend or a legend entry, and then click Delete.

4.12 Move or Resize Chart

You can move a chart to any location on a worksheet or to a new or existing worksheet. You can
also change the size of the chart for a better fit. To move a chart, drag it to the location that you
want. To resize a chart, click on one of the edges and drag towards the center.

4.13 Advanced Spreadsheet Modification

Once you have created a basic spreadsheet there are numerous things you can do to make working
with you data easier. Some of these elements are hiding, freezing and splitting rows. You can also
sort and filter data, these features are quite helpful when working with a large amount of data.

4.13.1 Hide or Display Rows and Columns

You can hide a row or column by using the Hide command or when you change its row height or
column width to 0 (zero). You can display either again by using the Unhide command. You can
either unhide specific rows and columns, or you can unhide all hidden rows and columns at the
same time. The first row or column of the worksheet is tricky to unhide, but it can be done.

Hide Rows or Columns

1. Select the rows or columns that you want to hide.
2. On the Home tab, in the Cells group, click Format.
3. Under Visibility, point to Hide & Unhide, and then click Hide Rows or Hide Columns.
NB: You can also right-click a row or column (or a selection of multiple rows or columns), and then
click Hide.

Unhide Rows or Columns

1. Select the rows, columns or entire sheet to unhide.
2. On the Home tab, in the Cells group, click Format.
3. Under Visibility, point to Hide & Unhide, and then click Unhide Rows or Unhide Columns.

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TIP You can also right-click the selection of visible rows and columns surrounding the hidden rows
and columns, and then click Unhide.

Figure 4.20 Hiding and Unhiding Rows and Columns

Move or Copy Worksheets

a. Select the worksheets that you want to move or copy.
b. On the Home tab, in the Cells group, click Format, and then under Organize Sheets, click
Move or Copy Sheet. You can also right-click a selected sheet tab, and then click Move or
Copy.
c. A Move or Copy dialog box will appear
d. To move a sheet, in the Before sheet list:
 Click the sheet that you want to insert the moved or copied sheets directly in front of.
 Click move to end to insert the moved or copied sheets after the last sheet in the
workbook and before the Insert Worksheet tab.
e. To copy the sheets, in the Move or Copy dialog box, select the Create a copy check box.

NB: When you create a copy of the worksheet, the worksheet is duplicated in the workbook, and
the sheet name indicates that it is a copy — for example, the first copy that you make of Sheet1 is
named Sheet1 (2).

NB: To move sheets in the current workbook, you can drag the selected sheets along the row of
sheet tabs. To copy the sheets, hold down CTRL, and then drag the sheets; release the mouse
button before you release the CTRL key.

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Move or Copy to a Different Workbook
1. In the workbook that contains the sheets that you want to move or copy, select the sheets.
2. On the Home tab, in the Cells group, click Format, and then under Organize Sheets, click
Move or Copy Sheet.
3. In the Move or Copy dialog box, click the drop down list in the To book box, then Click
the workbook to which you want to move or copy the selected sheets and Click new book
to move or copy the selected sheets to a new workbook.
4. To move a sheet, in the Before sheet list, Click the sheet that you want to insert the moved
or copied sheets directly in front of and Click move to end to insert the moved or copied
sheets after the last sheet in the workbook and before the Insert Worksheet tab.
5. To copy the sheets, in the Move or Copy dialog box, select the Create a copy check box.

4.14 Sorting Data

Sorting data is an integral part of data analysis. You might want to arrange a list of names in
alphabetical order, compile a list of product inventory levels from highest to lowest, or order rows
by colors or icons. Sorting data helps you quickly visualize and understand your data better,
organize and find the data that you want, and ultimately make more effective decisions.

Sort Data in Single Column

1. Select a column of data in a range of cells
2. On the Data tab, in the Sort & Filter group, do one of the following:
 To sort in ascending or smallest to largest order, click Sort A to Z.
 To sort in descending or largest to smallest order, click Sort Z to A.
3. To reapply a sort after you change the data, click a cell in the range or table and then, on
the Data tab, in the Sort & Filter group, click Reapply.

Sort Data in Multiple Columns or Rows

You may want to sort by more than one column or row when you have data that you want to
group by the same value in one column or row, and then sort another column or row within that
group of equal values.
1. Select a range of cells with two or more columns of data.
2. On the Data tab, in the Sort & Filter group, click Sort.
3. The Sort dialog box will appear.
4. Under Column, in the Sort by box, select the first column that you want to sort.
5. Under Sort On, select the type of sort.
 To sort by text, number, or date and time, select Values.
 To sort by format, select Cell Color, Font Color, or Cell Icon.
6. Under Order, select how you want to sort.
 For text values, select A to Z or Z to A.
 For number values, select Smallest to Largest or Largest to Smallest.
 For date or time values, select Oldest to Newest or Newest to Oldest.
 To sort based on a custom list, select Custom List.
7. To add another column to sort by, click Add Level, and then repeat steps four through six.
8. To copy a column to sort by, select the entry and then click Copy Level.
9. To delete a column to sort by, select the entry and then click Delete Level.

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 10. To change the order in which the columns are sorted, select an entry and then click the Up
or Down arrow to change the order.
11. To reapply a sort after you change the data, click a cell in the range or table and then, on
the Data tab, in the Sort & Filter group, click Reapply.

Figure 4.21 Sorting

4.15 Finalizing a Spreadsheet

To complete your spreadsheet there are a few steps to take to ensure your document is finalized.

Using the "Spell Check" Feature

Excel does not have the same spell check feature as Word and PowerPoint. To complete a
Spelling and Grammar check, you need to use the Spelling and Grammar feature.
a. Click on the Review tab
b. Click on the Spelling & Grammar command (a blue check mark with ABC above it).
c. A Spelling and Grammar box will appear, correct any Spelling or Grammar issue with the
help of the box.

Figure 4.22 spelling and Grammar check

4.16 Save a Spreadsheet

To save a document in the format used by Excel 2010 and Excel 2007, do the following:
1. Click the File tab.

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 2. Click Save As.
3. In the File name box, enter a name for your document.
4. Click Save.
To save a document so that it is compatible with Excel 2003 or earlier, do the following:
a. Click the File tab.
b. Click Save As.
c. In the Save as type list, click Excel 97-2003 Document. This changes the file format to .xls.
d. In the File name box, type a name for the document.
e. Click Save.

4.17 Print Preview

Print Preview automatically displays when you click on the Print tab. Whenever you make a
change to a print-related setting, the preview is automatically updated.
1. Click the File tab, and then click Print. To go back to your document, click the File tab.
2. A preview of your document automatically appears. To view each page, click the arrows
below the preview.

Print a Worksheet
1. Click the worksheet or select the worksheets that you want to print.
2. Click File and the Click Print.
3. Once you are on the Print screen you can select printing options:
 To change the printer, click the drop-down box under Printer, and select the printer that
you want.
 To make page setup changes, including changing page orientation, paper size, and
page margins, select the options that you want under Settings.
 To scale the entire worksheet to fit on a single printed page, under Settings, click the
option that you want in the scale options drop-down box.
 To print the specific information, select Print Active Sheets orPrint Entire Workbook
4. Click Print.

4.18 Help
If you need additional assistance when completing your document you can use the help feature.
1. Click on the blue circle with the white question mark command
2. A Help box will appear.
3. Click in the Search Help textbox and type what you need help with
4. Click the magnifying glass next to the text box and the possible solutions will appear.

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 Keyboard Shortcuts
Action Keystroke Action Keystroke
Document actions Selecting Cells
Open a file CTRL+O All cells left of current cell SHIFT+left
New file CTRL+N arrow
Save As F12 All cells right of current cell SHIFT+right
Save CTRL+S arrow
Print CTRL+P Entire column CTRL+Spacebar
Find CTRL+F Entire row
Replace CTRL+H SHIFT+Spacebar
Go to F5 Entire worksheet CTRL+A
Cursor Movement Text Style
One cell up up arrow Bold CTRL+B
One cell down down arrow Italics CTRL+I
One cell right Tab Underline CTRL+U
One cell left SHIFT+Tab Strikethrough CTRL+5
Top of worksheet (cell A1) CTRL+Home Formatting
End of worksheet (last cell with data) CTRL+End Edit active cell F2
End of row Home Format as currency SHIFT+CTRL+$
End of column CTRL+left with 2 decimal places
arrow Format as percent with no decimal places
Move to next worksheet CTRL+PageDown
Formulas SHIFT+CTRL+%
Cut CTRL+X
Apply AutoSum ALT+= Copy CTRL+C
Current date Paste CTRL+V
CTRL+; Undo CTRL+Z
Current time Redo CTRL+Y
CTRL+: Format cells dialog box CTRL+1
Spelling F7
Help F1
Macro
ALT+F8

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 CHAPTER FIVE

PRESENTATION APPLICATION USING MS POWERPOINT 2010

5.0 Objectives and Learning Outcomes

 Identify the names and functions of the PowerPoint interface.

 Create, edit, save, and print presentations.
 Format presentations.
 Add a graphic to a presentation.
 Create and manipulate simple slide shows with outlines and notes.
 Create slide presentations that include text, graphics, animation, and transitions.
 Use design layouts and templates for presentations.
 Create a PowerPoint presentation.

5.1 Introduction
PowerPoint is a presentation graphics package that lets you create formatted presentations which
can be used in a number of ways. You can produce projects such as overheads for a team briefing,
slides for a business meeting or interactive onscreen presentations on your company’s products.
Like a 35mm film-based slide, each PowerPoint slide presents one full screen of information to
audience members, meeting attendees, or course participants, and:
 can be edited easily
 can incorporate text and images from other documents
 can utilize animation effects
 can be easily stored, shared, and reused

PowerPoint 2010 allows you to create presentations for printing or on-line viewing using a variety
of different tools. These range from wizards to help you with the content and look and feel of your
presentation to animation tools to create moving images. Whatever your presentation style
PowerPoint has tools and enhancements to make your presentation easy and professional looking.
PowerPoint slides can be displayed directly from your computer or they can be printed to more
conventional media. You can print full-page PowerPoint slides or multiple miniature slides on each
page. Slides can also be shared on the web in various formats, or can also be printed to overhead
transparencies or 35mm film.

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5.3 The PowerPoint Window
5.3.1 Window Border
The box that surrounds the PowerPoint screen when it is not maximised is called the window
border. When the mouse is over the border, the pointer changes from a single to a double-headed
arrow – clicking and dragging with this shape allows the window to be resized.
Title bar, the coloured bar that appears at the top of the PowerPoint window, tells you which
application you are using and if the document you are in is maximised, it will also contain the name
of the document. If the Word window is not maximised, by positioning the mouse over the title bar
and clicking and dragging, you can move the Word window to a new location on the screen.
PowerPoint 2010 allows you to compose and edit slides, navigate through your presentation, and
draft speaker notes without changing views or opening additional windows.

 The File Tab launches the Microsoft Office Backstage View. The Office Backstage view is
where you manage your files and the data about them – Creating, Saving, Printing,
Inspecting the File Properties Information, and Setting options.
 Each Menu Bar Tab is task oriented and opens a Ribbon that is divided into Subtasks.
 The Slide Tab allows you to view miniature versions (called thumbnails) of the slides you
have already created in your presentation. Each slide is numbered in the order that it
appears in the presentation.
 The Slide Pane is the area in which slides can be created and existing slides can be edited.
 The Notes Pane allows you to enter speaker notes that complement the content on each
slide. These notes do not appear on the screen when the slides are shown in full-screen
mode. However, you can print notes along with your slides to create a set of note pages to
which you can refer during your presentation.
 The Status Bar contains view options that were previously located on the bottom left of the
slide tab. These options, which are now located on the right-hand side of the page, allow
you to zoom in and out of your slides, and use different viewing formats.

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 Figure 5.1 PowerPoint Window

6.2.1.1 Ribbon
The Ribbon is the new way of doing things in MS PowerPoint at the top of your screen there are
no longer multiple toolbars but a Ribbon with Tabs, Groups and Commands.

6.2.1.2 Tabs
Different tabs group together similar commands such as inserting ANYTHING you will go to the
Insert Ribbon, to do animations you would go to the animation tab etc.

6.2.1.3 Contextual Tabs

If you select say a picture or a table then other Tabs will appear these Contextual Tabs would have
all the specific commands for the selected object. To Activate a Button on the ribbon using the
Mouse
1. Select a tab on the ribbon
2. Click the left mouse button on the required tool.

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5.3.1.1 Launching Dialog Box
To open a Dialog Box use the dialog box launcher when the dialog box is open, make a choice
from the various options and click ok at the bottom of the dialog box. If you wish to change your
mind and close the dialog box without making a choice then click on cancel.

Figure 5.2 Dialog Box Launcher

5.4 What’s New in PowerPoint 2010

 Microsoft Office Backstage View: new file menu which offers commands whose
functionality affect your whole PowerPoint presentation (for example: saving, opening,
closing, printing)
 Customize Ribbon: allows you to add custom groups to the existing tabs on the Ribbon and
then add frequently used commands to the custom groups.
 Dynamic Paste with Live Preview: new paste feature with new options that allow you to
preview the effects by simply hovering over each option (for example: Use Destination
Theme, Keep Source Formatting, Picture, Keep Text Only).
 Screen Capture – caches screen shots of currently open windows for easy insertion or a
screen clipping where you select a portion of the window to copy.
 Remove Background – new tool for pictures and graphics, allows you the remove the
background of an image without the need of an external image editing program.
 Enhanced Media Capture and Editing – most notable changes to PowerPoint 2010 involve
media capture and editing. PowerPoint 2010 offers built-in basic audio and video editing
tools, including the ability to trim video and audio from within PowerPoint without the need
of an external editing program.
 Embed Audio – audio files of any format can now be embedded (for example: WAV, MP3,
MIDI, WMA, MP4, MP4A).
 Embed Video – video files of any format can now be embedded (for example: WMV, MOV,
MPG, AVI, MPEG).
 Insert Online Video – insert video from online websites such as YouTube (note: must have
active internet connection).
 New SmartArt Templates – new and improved SmartArt Graphics and diagrams.
 Animations and Transitions – new and improved transition effects (for example: Reveal,
Flash, Ripple, Honeycomb, Glitter, Vortex)
 Themes – new themes, colour sets, font sets.
 Equation Editor – updated and improved, now utilize the same version as Microsoft Word.
 Built-in PDF Writer – Office 2010 includes a native PDF writer to help you save documents
in the PDF format without the need of a separate PDF application.

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5.4.1 File Tab (Backstage View)
The File tab, located at the top left corner of your screen, replaces the Office Button and File menu
found in earlier versions of PowerPoint. The File tab allows you to carry out functions such as
opening, saving, and printing your document.

Figure 5.3 The File Tab

5.4 Hiding and Redisplaying Ribbons

If you wish to have more room while working, you can hide the contents of the ribbons: To hide
the ribbons:
 Double-click on one of the menu-bar tabs (it does not matter which one).
 To redisplay the contents of the ribbons, double-click on a menu-bar tab again.

5.4.1 Customizing Ribbons

With Microsoft Office 2010, you can now Customize the Tabs on the Ribbon to Display Buttons of
common tasks and commands that are used frequently used in each application allowing easy
access – like Save, Undo, Copy, Paste, And Print. To customize the Ribbon:
 Click on the File Tab, and then click on Options
 In the Options Dialog Box, click Customize Ribbon
 Click on New Tab near the bottom of the dialog box.

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 Figure 5.4 Customize Ribbon

In the Choose commands from list, select your commands from the default List of Popular
Commands, or click on the down to select from all commands. With your commands selected,
add each command to your new Tab by Clicking Add. With your tab selected, click Rename
near the bottom of the dialog box. In the Display name box, type the name that you want for
your tab. Click OK to update all your changes.

Figure 5.5 Last stage of Customization

 The newly created ribbon with the new commands will now appear on the menu.

Figure 5.6.newly created Ribbon

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5.5 Toolbars
There are only two toolbars within the new version of Office 2010 there is the quick access toolbar
seen here next to the File Tab, and there is the mini toolbar

5.5.1 Quick Access Toolbar

By default there are only three buttons on the quick access toolbar but these can be edited and
other regularly used buttons can be placed there. Using the drop down menu next to the quick
access toolbar will allow the customisation of this toolbar adding your most often used commands.

Figure 5.7 Quick Access Toolbar

5.5.2 Mini Toolbar

Whenever text is selected within PowerPoint a small formatting toolbar will appear above the
highlighted text it will disappear if the mouse cursor is moved away from the toolbar and will
reappear when the mouse cursor is moved over the highlighted text again.

Figure 5.8 Mini Toolbar:

5.6 Developing a New Presentation

Creating a New Presentation with Design Themes PowerPoint features an extensive selection of
design themes, each of which includes background graphics, custom slide layouts, and font
formatting for various types of slides. These theme templates make it easy to quickly create and
use a new presentation. To create a new presentation from a pre-set design theme:
 Click on the File tab and choose New.
 A New Presentation window will appear, with Blank Presentation highlighted.
 Click Create on the right side of the window and your new blank presentation will
appear.
 Click on the Design menu bar tab to expose the design ribbon.

5.9 Figure Themes

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  Now you may browse the Themes section and select the theme you prefer. On the
right, you may scroll down to see additional themes.
 Select a specific theme by clicking on it once.

Tip: Automatic Theme Preview - To see how a specific theme will look with your presentation,
simply hold the cursor over that theme (do not click), and a preview will appear. When you
move the cursor away from the themes, your presentation will revert back to the way it was
before.

5.6.1 Changing a Slide Layout

After you have selected a design template for your presentation, you can use slide layouts to create
new slides which will hold the content for your presentation.
 In the slide pane of the PowerPoint window, display the slide whose layout you would
like to change.
 Click on the Home menu bar tab to expose the ribbon.
 From the Slides section, select the Layout button.
 From the drop-down menu that appears, select the layout you desire.

Figure 5.10 Layouts

Tip: Default Layout: PowerPoint will automatically use the “Title Slide” layout for the first slide
in your presentation, and the “Title and Content” layout for each consecutive slide. Use this
technique if you wish to change the default layouts.

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5.6.2 Inserting Text on a New Slide
Once you have selected a layout for your slide, you can start adding content. Many of the slide
layouts provide text and image boxes to make this process simpler.
 To insert text into an existing text box, click in the box so that a flashing vertical insertion
point cursor can be seen.
 Once you can see the insertion point, you can enter, edit, and delete text within the box as
if it were a Word document.
 When you have finished composing text, click anywhere outside the text box to deselect it.

5.6.3 Creating Additional Slides

PowerPoint 2010 allows you to add additional slides directly from the Home Ribbon.
Home Ribbon, you will find the New Slide Button.
Click once on the top portion of the New Slide Button and a blank slide with the default layout
will automatically be inserted.

Figure 5.11 Adding New Slides

 Clicking once on the bottom portion of the New Slide Button will open a drop-down menu
which allows you to select the Layout for Your New Slide.
 Select the layout you desire by clicking on it once.
 On the Keyboard, Press CTRL + M to add new slide.
Tip: New Slide Location: In either case, your new slide will be inserted after the slide that is
currently being displayed in the slide pane. PowerPoint will create a new slide and this new slide
and all subsequent new slides will be based on the bulleted list layout

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5.6.4 Designing & Customizing Slides
Although PowerPoint’s templates and slide layouts are powerful tools for creating effective
presentations, you can also customize the content on each slide.

5.7 Multi-Level Bullets

PowerPoint can create five levels of bullet points. Each has a different bullet point, a smaller text
size and is progressively indented. To demote your bullets, use the INCREASE INDENT button in
the PARAGRAPH Group on the Home Ribbon. Or Press TAB on the Keyboard.

On the other hand, promoting your bullets demands the use of the DECREASE INDENT button in
the PARAGRAPH Group on the Home Ribbon or by Pressing SHIFT+TAB on the keyboard.

5.8 Selecting Text in a Text Box

Before you can format the text inside a text box, you must select the box and its contents.
 Click on any of the text within your text box.
 The box’s grey dashed border and circular/square handles will become visible around
the text.
 To select text in the box, drag the cursor to highlight the text you wish to format.
 To select all of the text in the text box, click on the box’s grey dashed border. The
dashed border will become a solid grey border, and the handles will turn light blue,
indicating that you have successfully selected the entire contents of the text box.

5.8.1 Formatting Text in a Text Box

Once you have selected the text that you wish to format:
 In the Home Ribbon, the Font section allows you to use one or more of the following
buttons.

Table 5.1 Summary of Text Format

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5.8.1.1 Changing the Text Colour
 Select the text you wish to format.
 Locate the Font section of the Home ribbon.

Figure 5.12 Text Colour

 Click on the Down-Facing Arrow to the right of the Font Colour Button.
 From the window of font colours that appears, select the colour you want to apply.

5.8.1.2 Aligning text in a text box

Once you have selected the text that you wish to align In the Home ribbon, the Paragraph section
allows you to use one or more of the buttons below. Only the text inside the selected text box will
be affected by using one of the following buttons.

Table 6.2 Alignment Options

Tip: Accessing Formatting Buttons: You may also access the buttons for formatting and aligning
text by simply right clicking after you select the desired text. The usual menu options will appear
and along with them, a small toolbox with all of the aforementioned buttons will appear as well.
(This toolbox may also appear automatically after you select the text. Feel free to use it!)

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5.9 Creating a New Text Box
Adding a new text box to a slide allows you to place text on the slide that may not fit into an
existing text box or that may look best in a special position on the slide. To create a new text box:
 From the Insert Ribbon, select the Text Box button located in the Text Section.
 Move your cursor to the location on your slide where you wish to place the new text box.
 Click the cursor and move horizontally to create a One-Line Text Box of desired width.
 Enter your New Text in the box. Notice that the box will expand vertically to fit the text
that you type.
 When you have finished entering text into the new box, click anywhere on the slide to
deselect the box you just created.

5.9.1 Moving a Text Box to a New Location

 Click on the Text Box you wish to move.
 Place your cursor over the dashed border of the box so that a four-arrow cursor appears.
 Drag the box to its new location on your slide.

5.9.2 Resizing a text box

 Click on the Text Box you wish to resize.
 Place your cursor over one of the Circular White Handles in the corners so that a double-
arrow cursor appears.
 Drag a handle to resize the text box.

Tip: Text Rearrangement: Because the amount of text that will fit on each line determines how the
text in your box will appear, any changes you make to the size of your box will cause the text
within it to be rearranged.

5.9.3 Rotating text boxes

 Click on the text box you wish to rotate.
 Place your cursor over the green circle above the image so that the circular-arrow cursor is
displayed.
 While holding down the left cursor button, drag the cursor to rotate the text box to its new
position.

5.9.4 Deleting a text box

 Click on the text box you wish to delete.
 Click on the box’s hatched border to ensure that the box itself is selected and not any
text inside it.
 Press the delete key on your keyboard.

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5.9.5 Adding Borders and Fill Colour
Adding a Border to a Text Box
 Select the Text Box you wish to add a Border to by double-clicking on its dashed
border.
 A new Format Ribbon will then appear.
 In the Shape Styles Section, click on the down-facing arrow located next to the Shape
Outline Button.
 From the drop-down menu that appears, you may select the Colour, Weight, and Style
of the desired outline for the text box. Repeat this step to make multiple selections.

5.9.6 Applying a Background Colour to a Text Box

 Select the Text Box you wish to add a border to by double-clicking on its dashed border.
 In the Shape Styles section of the Format ribbon that appears, click on the downward-
facing arrow next to the Shape Fill button.
 From the drop-down menu that appears, you may select the Colour, Gradient, or Texture
with which you would like to fill in the text box background.

Figure 5.13 Borders and Colour Fill

5.10 Applying a Background Colour to an Entire Slide

 Right-click ok on the slide that is outside any Text Box.
 From the menu that appears, select Format Background.
 The Format Background window will appear and allow you to select the colour, gradient,
texture, and transparency of the slide background.

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  Click on the Button Labelled Close in order to apply the chosen background to the current
slide only.
 You may click Apply to all if you would like to apply the chosen background to every slide
in your presentation.

5.11 Inserting Saved Images

You will often acquire images from the web or other sources to include in your PowerPoint
presentation. To insert an image from your hard drive or network drive onto a slide:
 In the Slide Pane of the PowerPoint window, select the slide onto which you wish to insert
the image.
 From the Insert Ribbon, click once on Picture.

Figure 5.14 Inserting Pictures

 From the Insert Picture Window that appears, navigate to the folder or drive in which your
image file is saved.
 Click on your image file to select it.
 Click on the button labelled Insert.
 The image will then be inserted onto your slide. It will automatically appear in its own box
at the centre of the slide.

5.11.1 Inserting Screenshots

Figure 5.15 Screenshot

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A new feature in Office 2010 allows you to insert screen shots; it captures screen shots of the
currently open windows for one-click insert. To insert a screenshot:
 In the Slide Pane of the PowerPoint window, select the Slide onto which you wish to insert
the image.
 From the Insert Ribbon, click once on Screenshot.
 Click on the available screenshots to insert it.
 To insert a custom screen shot, click on Screen Clipping.

5.12 Removing Backgrounds

Another new feature introduced in MS PowerPoint 2010 allows you to remove the background and
other unwanted portions of images and graphics without the need of 3rd party image processing
applications. To remove the background from an image:
 In the Slide Pane of the PowerPoint window, select the Slide onto which you wish to insert
the image.
 From the Insert Ribbon, click once on Picture
 From the Insert Picture Window that appears, navigate to the folder or drive in which your
image file is saved.
 Click on your image file to select it.
 Click on the button labelled Insert.
 The image will then be inserted onto your slide. It will automatically appear in its own box
at the centre of the slide Click on the button labelled Remove Background
 To accept and keep the default marquee settings for this image, click on the Keep All
Changes button.

5.13 Handling Images in PowerPoint

5.13.1 Moving an Image
 Click on the Image you wish to move.
 Place your cursor over the Image so that a Four-Arrow cursor appears.
 Drag the Image to its new location on your slide.

5.13.2 Resizing an Image

 Click on the Image you wish to resize.
 Place your cursor over one of the circular white handles so that a double-arrow cursor
appears.
 Drag one of these handles to resize the image.

Tips: Image quality after resizing: The quality of your resized image will be reduced if you make it
too large or too small. When you resize an image, use the corner handles so that the image retains
its proportions and does not appear distorted.

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5.13.3 Rotating an Image
 Click on the image you wish to rotate.
 Place your cursor over the green circle so that the circular-arrow cursor appears.
 While holding down the left cursor button to rotate the image to the desired position.

5.13.4 Deleting an Image

 Click on the image you wish to delete.
 Press the delete key on your keyboard.

5.14 Inserting Clip Art

Included with PowerPoint 2010 is a gallery of clip art images that can be included in your
presentation. These images are not always of the highest quality, but when used selectively they
can be a useful part of an effective presentation. To insert a clip art image:
 In the slide pane of the PowerPoint window, select the slide onto which you wish to insert
the clip art.
 On the Insert ribbon, choose Clip Art from the Illustrations section.

Figure 5.16 Inserting ClipArt

 A Clip Art search box will appear along the right side of the screen. In the “Search for:”
space, type a general keyword describing the type of image you are looking for, then press
“Go.”
 A window may appear asking whether you would like to include images available on the
Microsoft Office website. Clicking “yes” is advisable, as it simply means that a more
extensive selection of images will be available for your choosing. This message will only pop
up once.
 All of the images that match your keyword will appear underneath the search box.
 You may select a desired Clip Art image by simply clicking on it once.
 The image will appear in an active window in the centre of your slide.
 This image could also be moved, resized, rotated, or deleted in the same way as an image
inserted from a file.

6.15 Inserting Sounds

In addition to images, you may also add sounds, movies, or other types of media to your
presentation. While you may develop your own sounds and movies, other sound and movie files

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can be found on the web and utilized (with permission) in your presentations. To insert saved
sound files:
 In the slide pane of the PowerPoint window, select the slide onto which you wish to insert
the sound file.
 On the Insert ribbon, choose Audio from the Media Clips section.


Figure 5.17 Inserting Audio

 From the Insert Sound window that appears, navigate to the folder that contains your saved
sound file.
 Click on the sound file you wish to insert.
 Click on the button labelled Insert.

5.16 Inserting Movies

PowerPoint 2010 can play several types of media files, including QuickTime and AVI movies. You
can insert movies using a technique similar to the one you use when inserting sounds.
 In the slide pane of the PowerPoint window, select the slide onto which you wish to insert
the sound file.
 On the Insert ribbon, choose Video from the Media Clips section.

Figure 5.18 Inserting Video

 From the Insert Movie window that appears, navigate to the folder that contains your saved
movie file.
 Click on the movie file you wish to insert.
 Click on the button labelled OK.

A window will appear with the question, ‘how do you want the movie to start in the slide show’?
Click on Automatically to play the sound automatically when this slide is displayed or Click on

You may resize or move your movie to another location on your slide. To play your movie, double-
click on the movie.

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5.16.1 Inserting Online Videos
A new feature in PowerPoint 2010 allows you to insert videos from online websites like YouTube.
You can insert online videos using a technique similar to the one you use when inserting movies.
 From the Slide Pane of the PowerPoint window, select the slide on which you wish to insert
the movie file.
 On the Insert Ribbon, click Video with the down facing arrow from the Media Clips section.

Figure 5.19 Inserting Web Video

 From the drop down menu that appears, click on Video from Website.
 Navigate to an online site (for example: YouTube), copy the embed code from the video
you wish to insert.
 From the Insert Video from Web Site dialog box that appears, copy and paste the embed
code from your website of choice. Click the button labelled Insert.
 PowerPoint will now Insert your online video.
 You may resize or move your movie to another location on your slide.

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  To play your video, double-click on the video.

NB: this video is not embedded in the PowerPoint file. In order for proper playback, you must
have an active Internet connection during the presentation.

5.17 Reorganizing a Presentation

Using the slides tab, you can easily reorganize their order in your presentation. To move a slide
from one position to another:
 Click on the thumbnail of the slide you wish to move.
 Drag the Slide to its new position in your presentation.

Tips: Moving slides-When you are dragging a slide to its new position, look for the horizontal
insertion point. Do not release the button until the horizontal insertion point marks the spot in your
presentation where you wish to move your slide.
 To select and move several individual slides, hold down the Ctrl key on your keyboard when
you click to select your slides. Once the slides have been selected, drag them to their new
location.

Tip: Selecting multiple slides from the slide tab or a range of slides in your presentation:
 In the slide pane click on the thumbnail of the first slide in the range you wish to select.
 Hold down the Shift key and click on the thumbnail of the last slide in the range you wish to
select.
 PowerPoint will select the first slide in your range, the last slide in your range, and all the
slides in between.
To add individual slides to your selection:
 In the slide pane select a single slide or a range of slides.
 Hold the Ctrl key and click on the thumbnail of an additional slide you wish to select.
 PowerPoint will add the new slide to your original selection.
 Continue holding the Ctrl key and click on the thumbnail of each slide you wish to add to
your selection.

Tips: Using cut and paste to move slides

You can also use the cut and paste buttons on the standard toolbar to move slides from one
position to another in your presentation.
 In the slide pane, select the slide(s) you wish to move.
 In the Clipboard section of the Home ribbon, click on the Copy button.
 Click on the slide below which you wish to insert the slide(s) you are moving.
 In the Clipboard section, click on the Paste button.

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5.18 Fixing Mistakes
For every presentation that you create, you will make at least a few mistakes. PowerPoint 2007
allows you to quickly and easily fix your mistakes using the conveniently located Undo and Redo
buttons.

5.18.1 Undoing a Mistake

 From the Quick Access toolbar, locate the Undo button.
 Click once on the Undo button to undo the most recent action you completed.
 Click on the Undo button again to undo the second most recent action.

5.18.2 Redoing an Action

Do you wish you had not just undone an action? The Redo button allows you to restore the action
 From the Quick Access toolbar, locate the Redo button.
 Click once on the Redo button to restore your previous content.

Tip: You can only reverse an action immediately after it has been undone. Once you make further
changes to your document you can no longer redo previous actions.

5.19 Saving Your Presentation

Most people save their presentation only after they have completed some substantial work on it. If
you delay saving, you risk losing your work if you encounter computer problems or a power outage.
For best results, you should save your document early and often. For example:
 Save frequently.
 Be sure you know where you are saving your document.
 Save whenever you complete a thought, not just when you complete a major section of
your presentation.
 Save a backup copy when working on a critical project.

5.19.1 Saving Your Presentation

 From the File tab, select Save and the Save As window will appear.
 Navigate to the location where you wish to save your presentation.
 In the box labelled File Name, type a descriptive name.
 Click on the button labelled Save. Saving for Office 2003 Compatibility
By default, PowerPoint saves your presentation in a format that is unreadable by older versions. To
save your presentation for PowerPoint 2003 compatibility:
 From the Office Button, select Save.
 The Save As window will appear.
 Navigate to the location where you wish to save your presentation.
 In the box labelled File Name, type a descriptive name.

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  Click on the down-facing arrow located next to the box labelled Save as type
 From the drop-down list that appears, select PowerPoint 97-2003 Presentation. Click on
the button labelled Save.

5.19.2 The Save Button

In addition to the office button, you can use the Save button or press CTRL+S on the keyboard to
save changes that you have made to your presentation. From the Quick Access Toolbar (located to
above the File tab), click on the Save button.

5.20 Presenting your Slides

5.20.1 Starting your slide show
Now that you have finished creating the slides in your presentation, you are ready to view the entire
show in sequence. To view your presentation from the beginning:
 In the Slide Show ribbon, the Start Slide Show section will allow you to view your
presentation. Choose From Beginning to start your show from the beginning.
 Choose From Current Slide to begin the slide show from the slide that is being displayed in
the slide pane.

Figure 5.20 Slide Show

Tip: Beginning a slide show from current slide- A quicker way to begin a slide show from the
current slide is by clicking the Slide Show button, found on the right side of the status bar at the
bottom of the screen.

Tip: Before presenting your slide show to an audience, it may be a good idea to run through your
show beforehand to make sure that your text and graphics are visible and that everything works the
way you want it to.

5.20.2 Navigating within your Slide Show

While you are presenting your slides during a lecture or presentation, you will often want to move
forward and backward among your slides, or to display a particular slide. PowerPoint’s
Presentation toolbar can help you navigate within your presentation during your slide show.
 Once you begin your Slide Show, locate the Presentation toolbar in the bottom left corner
of the slide.
 To move to the Next Slide, click on the right facing arrow.
 To return to the Previous Slide, click on the left facing arrow.

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To navigate to a slide that is not immediately before or after the current slide: Click on the
presentation menu button. From the Go to Slide submenu, click on the name of the slide you wish
to display.
To end your slide show, Click on the presentation menu button and Select End Show or press Esc
on the Keyboard.
Tip: Slide Show navigation - You can also use the following keyboard buttons to navigate during
your slide show presentation.

Table 5.3 Slide Show Navigation

5.20.3 Making Screen Annotation during Presentation

During your slide presentation, you may find it useful to emphasize content on your slide without
turning away from your audience to face the classroom screen. PowerPoint’s Ink annotation tool
allows you to do this with your cursor, much like using a dry erase marker on an overhead
projector transparency. To use this tool:
 Locate the Presentation toolbar at the bottom left-hand corner of the current slide.
 Click on the ink annotation tool button.

Table 5.4 Screen Annotation

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  From the menu that appears, click on the type of pen you wish to use while annotating
your slide.
 Once you have chosen your drawing tool, place your cursor on the part of the slide that you
would like to emphasize.
 Click and drag the cursor to underline, circle, or highlight the element on the slide.
 To return to the arrow when you have finished your annotations, click on the ink annotation
tool button and click on Arrow.
 PowerPoint will allow you to save any annotations that you have made during your
presentation. To do so:
 Click on the button labelled Keep from the window that appears when you end your slide
show. If do not wish to save these annotations, click on the button labelled Discard.

Tip: Changing annotation colour - You may want to change the colour of your annotations,
particularly if the default ink colour blends into the background of your slide. To change the pen’s
colour:
 Click on the ink annotation tool.
 From the annotation tool’s drop-down menu that appears, select the Ink colour submenu.

Figure 5.21 Screen Annotation

 From the colour palette that appears, click on the square containing the colour you want to
apply to your slide annotations.

5.21 Printing Your Presentation

With MS PowerPoint 2010, the print options dialogs have been completely revamped. You can
modify common print settings (for example: printer settings, colour, slide ranges to print, layout,
and collation) by using the drop-down menus. The print previews are automatically adjusted to
allow you to see how your pages will appear before actually printing them. To customize and
prepare your slides for printing:

customize how the slides will be printed

(for example: All Slides, Current Slide, and Custom Range of Slides).
To print all slides, click on Print All slides; To print only the slide that is currently displayed, click on
Current Slide.

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Tip: When you choose to print a Custom Range of Slides, you must enter a list of individual slides,
a range, or both in order to print. Use commas to separate the numbers, with no space. For
example: 1,4,8-10,12
5.21.1 Customizing Print Layout
 To customize the print layout of your presentation, Click on the drop down menu located
below the slides input box.
 To print specific slides by number, click on Custom Range of Slides. Click through each option
to preview the changes on the preview pane.
 To frame your slides with a thin border around your slides, click on Frame Slides
 To scale the slides to fit paper that you selected for your printer, click on Scale to Fit Paper
 To print your slides with higher resolution, blend transparent graphics, and print soft shadows
in your print job, click on High Quality.

5.21.2 Setting Collation

To set collation, click on the Collated drop down menu, and Click on Collated to print each copy of
your presentation one at a time. Click Uncollated to print copies of each individual slide.

5.21.3 Setting Orientation

To set page orientation for the slides, click on the Orientation drop down box and Click either
Portrait Orientation or Landscape Orientation.

5.21.4 Setting Colour

These options allow the slides to print in colour or simply black and white to a printer.
 To print your slides in colour to a colour printer, click on Colour
 To print your slides in grayscale, click on Grayscale.
 To print your slides in black and white, click on Pure Black and White.

5.22 Edit Header and Footer

To include or edit headers and footers, click on the Edit Header and Footer link

5.23 Different ways to view slides

When you are creating your presentation you can switch between different views within
PowerPoint, each of which allows you to work in different ways. The views available in PowerPoint
2010 are:
• Normal (Tri Pane) View
• Slide Sorter View
• Notes Page View
• Slide Show

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 Figure 5.23 Slide views

To switch between these different presentation views you simply need to select the view from the
View ribbon in the presentation views group. Alternatively, you can click on the required view
button at the bottom right of the screen. However, this option only gives you access to NORMAL.
SLIDE SORTER, and SLIDE SHOW views.

5.23.1 The Normal (Tri Pane) View

In the NORMAL view you can display the SLIDE, OUTLINE and NOTES views in their own
adjustable panes, so you can see everything at once. NORMAL view is the main editing area, which
you use to write and design your presentation. The view has three working areas: on the left, tabs
that alternate between an outline of your slide text (OUTLINE tab) and your slides displayed as
thumbnails (SLIDES tab); on the right, the SLIDE PANE, which displays a large view of the current
slide; and on the bottom, the NOTES PANE. The notes area allows you to enter notes about the
current slide that will not be seen on screen but can be printed with a picture of the slide to aid a
presenter in front of his audience.
Working with outline view
5.23.2 The Outline Tab
This pane enables you to edit your presentation quickly when it contains a large amount of text.
You can add new slides and text in Outline View. This area is a great place to start writing your
content, planning the logical order you want to present your ideas in, and move slides and text
around.

5.23.2.1 To work in Outline View: Mouse

1. Click the OUTLINE tab from the NORMAL (Tri Pane) View
2. The outline format helps you edit your presentation’s content and move bullet points or slides
around. It allows you to create new slides and add text to slides very quickly.
3. To expand text on one slide using the Mouse, Double-click the slide icon. OR Press ALT +
SHIFT + PLUS SIGN to expand with the keyboard.
4. To expand all text in the presentation using the Mouse, Right click and select EXPAND ALL;
or, Press ALT + SHIFT + 9 on the keyboard.

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 LECTURE SIX

COMPUTER NETWORKS

5.1 Introduction
Networking is the electronic linking of geographically dispersed devices required to accomplish
telecommunications.Computer network is also a collection of computers and other hardware
connected together to share data, hardware, software, programs, and facilitate electronic
communication.
Telecommunications and networking are becoming increasingly important to businesses because of
decentralization and globalization. The basic foundation of a computer network is data
communication, that the process of exchanging data between two devices via some form of
communication media as shown in

Figure 6.1: Components of data communication systems

A data communication system has five components:

1. Message: The piece of information to be communicated.
2. Sender: The device that sends the message.
3. Receiver: The device that receives the message.
4. Medium: The transmission medium is the physical path by which a message travels from a
sender to a receiver.
5. Protocol: A set of rules that represents an agreement between the communicating devices.
A message is a piece of information to be transmitted from the sender to the destination. Examples
of messages are files, e-mail messages and web pages. Messages are identified through the message
header.

Table 6.1 Examples of Senders and Receivers

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Message can be transmitted in the form of documents, pictures, videos or audios. In a computer
system, this message is represented and stored in the form of binary data. This binary data cannot
be transmitted directly through a medium. Rather, they need to be converted into signals. The types
of signals used depend on the type of medium, for example, for transmitting data through a co-axial
cable, we need to convert the data into electrical signals.

The set of rules and procedures governing data transmission from one layer to another is called the
protocol. The International Standard Organisation (ISO) has defined an Open System
Interconnection (OSI) model. This model has seven layers, each having its own well-defined
functions and protocols.

Table 6.2 OSI Reference Model

6.1.1 Reasons for Networking

There are five primary reasons for networking viz:
1. Sharing of technology resources. E.g. Printers
2. Sharing of data such as text, pictures, and video

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 3. Distributed data processing and client/server systems
 Distributed data processing – Information processing that uses multiple computers at
multiple sites that are tied together through telecommunication lines
 Client/Server Systems – A type of distributed systems in which the processing power is
distributed between a central server and a number of client computers
4. Enhanced communications: Telecommunication networks provide the ability to
communication through Email, Bulletin Boards, Blogs, Instant Messaging, Wikis, and
Videoconferencing The provided Links between organizations can lead to strategic
advantages in terms of business transactions
5. Marketing outreach: Businesses may share data with consumers to advertise or sell their
products through a corporate web presence.

6.1.2 Networking and Communications Applications

 Wireless phones
o Cellular phones
o Satellite phones
 Paging and messaging
 Global positioning systems (GPSs)
 Satellite radio
 Online conferencing (online meetings)
 Videoconferencing
 Web conferencing
 Collaborative computing
 Telecommuting
 Telemedicine

6.2 Data Communication Media

Communication media can be divided into two types: cable media and wireless media.

6.2.1 Cable Media

With a wired network connection or Cable media, the computer is physically wired to a network to
transmit data. Examples of cable media are:

Twisted-pair wires: these are literally wires that are twisted to reduce interference, and can be
shielded (STP) or unshielded (UTP), but the most commonly used is UTP in telephones and LANs.
Twisted pair consists of copper wire twisted in pairs that transmit data in the form of electrical
signals. This is the most popular type of communication wiring since it is widely available, not
expensive and easy to be used. However, twisted pair has a number of disadvantages: it is relatively
slow, subject to interference from other electrical source and can easily be tapped by unauthorised
people. It is used for telephone and network connections.

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Coaxial cable: It consists of insulated copper wire. It is faster than twisted pair and less susceptible
to electrical interference. However, it is not widely being used since it is expensive and inflexible.
Used for cable TV and network connections. It is used for cable TV and network connections.

Fiber-optic cable: It consists of thousands of very thin filaments of glass fiber that transmit data in
the form of light waves, instead of electrical signals. Fiber optics can transmit data at very high
speed and have greater security from interference and tapping. However, they are expensive to
must be installed on a large scale to be economically practical. Large diameter fiber is multimode
(multiple light rays at the same time) while smaller diameter is single mode, and has larger capacity
due to less light bounces. It is used for high-speed communications.

Types of cabled Transmission Lines or media are:

1. Simplex: Data can only travel in one direction

2. Half-duplex: Data can travel in both directions, but not simultaneously
3. Full Duplex: Data can travel in both directions at once

Figure 6.2 Wired network Transmission Media

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6.2.2 Wireless Media
Data in wireless media is transmitted by using electromagnetic signals. Examples of
electromagnetic signals are radio wave, micro wave, light and infrared. If the distance between
receiver and sender is large, it is not economical for us to link them directly; instead, we can link
them through available telecommunication networks, such as telephone network, cellular telephone
network or satellite network.

Microwave can travel for a long distance. Thus microwave data transmission is used for high
volume, long distance, point-point communication. Long distance telephone carriers, for example,
use microwave data transmissions because they generally provide ten time the data capability of
wire.

Radio wave is normally used for transmitting data for a short times distance, for example within an
office setting. Advantages of using radio wave for data transmission are:
 It does not require wires;
 Radio wave tends to propagate easily through normal office walls.; and
 The devices are not expensive and easy to install.

Some of the disadvantages of using radio wave are:

 Can interfere with other electrical equipment; and
 Susceptible to snooping by other people.

Data transmission through infrared is widely being used for short distance connection, for example
between a remote control unit and a television. It can also be used for communication between
computers or between a computer and other peripheral equipment.
The reasons for growing in popularity in wireless medium of communication include its usefulness
when wiring is not possible and permission of mobile devices to connect to the network.

6.2.3 Telephone Network

The telephone network is the largest telecommunication network in the world. The most basic
service provided by the telephone network used to be voice telephone communication, but today,
telecommunication networks support multimedia communication. This service is provided in four
different forms:
1. Switched line is the normal telephone line that we use at home. It demands dialling
whenever
2. Dedicated or lease line provides a continuous connection between two devices and requires
no dialling.
3. Integrated Services Digital Network (ISDN) is a service that uses current telephone line to
provide a high-speed data transmission technology that allows users to transfer voice, video,
image and data simultaneously.
4. Digital Subscriber Line (DSL) also provides high-speed, digital data transmission from
homes over existing telephone line.

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 6.2.4 Cellular Telephone Network

Another type of telephone network is the cellular telephone network. This network uses cellular
radio technology to enable communication between two mobile phones. A mobile phone receives
or makes calls through a base station, or transmitting tower. Signals are transferred to and from the
cell phone through radio wave. The term “cellular” is used since large geographic areas are split up
into smaller cells to deal with line-of-sight signal loss and the large number of active phones in an
area. In cities, each cell site has a range of up to approximately 1/2 km, while in rural areas, the
range is approximately 5 to 10 km. All of the cell sites are connected to cellular telephone
exchanges "switches", which in turn connect to the public telephone network or another switch of
the cellular company.
As the phone user moves from one cell area to another, the handset moves to a new radio channel
(frequency). When the handset responds through the new cell site, the exchange switches the
connection to the new cell site.

There are a number of different digital cellular technologies, including: Global System for Mobile
Communication (GSM), General Packet Radio Service (GPRS) and Code Division Multiple Access
(CDMA).

The evolution of cellular transmission has gone through four generations.

a. First generation is basically based on analogue technology.
b. Second generation (2G) that provides digital wireless transmission, which supports voice
and text communication.
c. 2.5G extends the 2G technology to enable more data to be exchanged.
d. 3G and 3.5G technology offers new services especially multimedia services through cellular
telephones.

6.2.5 Satellite Network

The most advance means for transmitting data over a long distance is by using satellite network. A
satellite network is a combination of nodes that provides communication from one point on the
earth to another. A node can either be a satellite, an earth station, or end-user terminal. A satellite
network of just three evenly spaced communication satellites is sufficient to provide coverage for
the whole world. Currently there are three types of communication satellites:
a. Geostationary Earth Orbit (GEO) satellites are located about 40,000 km direct above the
equator and maintain a fixed position above the earth’s surface. GEO satellites are being
used to transmit television signals, but are not suitable for telephone communication since
telephones need a lot of power to reach GEO satellites.
b. Medium Earth Orbit (MEO) satellites are located about 10,000 to 20,000 km above the
earth surface. One example of MEO satellites is the Global Positioning System (GPS), which
enables users to determine their positions anywhere on the earth. GPS is supported by 24
satellites located about 18,000 km above the earth.
c. Low Earth Orbit (LEO) Satellites are located about 1000 to 2000 km above the earth
surface. LEO satellites are closer to the earth and are more suitable to be used for telephone
communication.

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6.3 Network Topologies
Network topology refers to the configuration or arrangement of the devices in the network.
• Bus: All devices are attached to one cable. Though simple to construct, is provides Single-point
failure
• Ring: Similar to bus, but ends are attached, and is not susceptible to single-point failure.
• Star: All nodes are attached to central device and for that matter susceptible to failure of central
device, but easy to
• Mesh: This integrates all the stipulated basic topologies. Though costly, a failure has little impact
on the network.

Figure 6.3. Network Topologies

6.4 Networking Devices

These are several devices used to implement network topologies. Table 6.3 illustrates some of
these devices and their respective functions.

Table 6.3 Network devices

Device Function
Network Interface An electronic component that enables computer to be
Card or Network Adapters Come in a variety of formats (internal or external, wireless or wired, PC
card, USB, etc.).
Hub An electronic device for connecting multiple twisted pair devices
together, making them to act as a single network. Hubs are simple

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 devices that forwards all messages to every device attached to it
Wireless Access Point (WAP) Central device that connects wireless LAN to other networks

Bridge Connects two LAN segments and only forwards messages that need to
go to other segment
switch An electronic device that is similar to hub but has the capability to
transmit data from one device to another device directly. It is a multiport
bridge that connects two or more LAN segments
Client: A computer on the network that requests resources or services from
another computer on a network. Most clients are workstation
computers.

Server: A computer on the network that manages shared resources or

services. It usually has more processing power, memory, and hard disk
space than clients.

Router A device that provides paths for messages through several connected
LANs or to WAN.

Client Computer Users’ computer for surfing the network

Server Provide network services and resources
Gateway A device that connects the LAN to the WAN so that data can
be sent from the LAN to external networks

6.5 Types of Network

Local Area Network (LAN) is a network of computers and other devices that is confined to a
relatively small space, such as one building or even one office. IEEE developed these Standards and
termed it IEEE 802. It is a family of standards for LANs and metropolitan area networks (MAN).
Five types of LANs in common use today:
1. Contention Bus (IEEE 802.3)
2. Token Bus (IEEE 802.4)
3. Token Ring (IEEE 802.5)
4. Wi-Fi (IEEE 802.11)
5. WiMAX (802.16e)

Wide Area Network: A network that connects two or more geographically distinct LANs is called a
wide area network (WAN). In fact, most organizations use WANs to connect separate offices,
whether the offices are across town or across the world from each other. The Internet is an
example of a very intricate and extensive WAN that spans the globe. Because they carry data over
longer distances than LANs, WANs require slightly different technology and transmission media.

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 Figure 6.4.WAN

Table 6.4 Comparing LANs and WANs

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NB: Most organisations need to be equipped with servers. These servers can be classified as: Data
server; Mail server; Web server; and Application server. The type of computers to be used as
servers depend on the size of the organisation as well as the amount of activities involved. For
example, a small organisation may only require a PC-based server while bigger organisations may
use minicomputers or mainframe computers.
Backbone Networks Connect all LANs and remains the key to internetworking.

The Internet is a Network of networks that uses the TCP/IP protocol. It is similar to an enormous
WAN. The Internet can also be defined as a worldwide network of computer networks that work
together to share information resources and technology.

Figure 6.5 Network Adapters

6.6 The Internet and the World Wide Web

Internet, as the name conspicuously suggest can be defined as joining several networks or
a large number of networks (Geographically distributed computers) on sites and countries.

Computer networks are two or more computers linked or connected together by cables (electrical),
phone lines, fibre glass cables, microwave link, radio or satellite. These computers are linked
together to provide seemingly endless amounts of information for research, education, commerce,
and entertainment purposes.

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The Internet is built on the basis of TCP/IP and it is the best known implementation of the
internetwork technology and spanning the entire world.

Internet was first initiated by the US Department of Defense in 1969 when they decided to research
into joining the computers of the defence and research centres into a network. Therefore, a
network was designed that would continue to work even if some of the cables connecting it were
broken.

This resulted in the development of software which enabled each computer to be connected to a
few of its neighbours and for information to go by the shortest possible route and not to follow a
prescribed fixed path. The important part of the software implements the standardized methods of
working, which are called protocols.

The protocols allow the various networks and computers to talk to each other without difficulty. In
particular, the Transmission Control Protocol/Internet Protocol (TCP/IP) is still used. In 1990, the
internet lost its military connections.

The network then became known as ARPANET (Advanced Research Projects Agency Network),
where WAN (Wide Area Network) started. ARPANET joined computers of different types, running
various Operating Systems with different ad-on modules by implementing communication protocols
common for all computers participating in the network.

The computers participating on the internet are globally or publicly identified with a unique IP
address (four eight bits) or a Uniform Resource Locator, URL which users can use to research
them. Eg. URL for UMaT is http://www.umat.edu.gh

The complete Internet offers a number of tools, including:

 World Wide Web.
 E-mail.
 Chatting.
 News.
 Shopping.
 Weather

6.6.1 World Wide Web

The World Wide Web is an architectural framework for accessing linked documents spread out over
millions of machines all over the Internet. In 10 years, it went from being a way to distribute high-
energy physics data to the application that millions of people think of as being ''The Internet.'' Its
enormous popularity stems from the fact that it has a colorful graphical interface that is easy for
beginners to use, and it provides an enormous wealth of information on almost every conceivable
subject

On the internet, information is stored on computers called servers. The World Wide Web or the
web as it is often called, is a system of internet servers that supports a collection of documents that

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are written and formatted using the same type of programming language, called Hypertext Mark-up
Language (HTML).

These documents, or Web Sites, are able to be retrieved and viewed when you enter a Web Site
address in your browser, because you are actually sending a Hypertext Transfer Protocol (HTTP)
command to the Web server directing it to find and transmit the requested Web page.

Using your computer to tour the World Wide Web is called browsing or surfing the web. Sometimes
you will be looking to see what is there. At times you will be looking for something specific.

In essence, a browser is a program that can display a Web page and catch mouse clicks to items on
the displayed page. When an item is selected, the browser follows the hyperlink and fetches the
page selected. Therefore, the embedded hyperlink needs a way to name any other page on the
Web. Pages are named using URLs (Uniform Resource Locators). A typical URL is
http://www.abcd.com/products.html

Figure 6.6 Parts of the Web model

Internet Addresses (URLs)

Surfing the Internet is made possible by the addresses assigned to these linked computers. The Web
address (also called the Uniform Resource Locator, URL) allows other computers to view the
information as Web pages. For example, the university’s Web site address is
http://www.umat.edu.gh. When you access this address, the university’s home page and all
associated Web pages can be viewed on your PC connected to the internet.

To begin browsing or surfing the internet, you must have the following;

 A physical connection from your computer to the Internet, such as a modem through a
telephone line. A modem is the hardware that your computer uses to send and receive

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 information on the Internet through standard telephone lines. The modem converts digital
signals to and from analog signals.
 An Internet Service Provider (ISP) account - an Internet service provider serves as your entry
point to the Internet and to the Web.
 A Web browser installed on your computer. A browser is software designed to locate and
display Web pages. Browsers are designed to read HyperText Markup Language (HTML),
which is simply the authoring language that is used to write Web pages. Microsoft Internet
Explorer 5, 6, 7 and now 8, Netscape, Mozilla Firefox, Google Chrome, Safari (for Apple
Mac), CometBird, Flock and Opera are different brands of internet browsers. If your
machine is operating on any of Windows95 or Windows 98 or higher upgrades, then your
system has installed on it the Microsoft Internet Explorer.

For the moment, it is sufficient to know that a URL has three parts: the name of the protocol (http),
the DNS name of the machine where the page is located (www.abcd.com), and (usually) the name
of the file containing the page (products.html). When a user clicks on a hyperlink, the browser
carries out a series of steps in order to fetch the page pointed to.

1. The browser determines the URL (by seeing what was selected).
2. The browser asks DNS for the IP address
3. DNS replies
4. The browser makes a TCP connection to port 80
5. It then sends over a request asking for file
6. The server sends the file
7. The TCP connection is released.
8. The browser displays all data
9. The browser fetches and displays all images

At the server side, the following happen:

1. Accept a TCP connection from a client (a browser).
2. Get the name of the file requested.
3. Get the file (from disk).
4. Return the file to the client.
5. Release the TCP connection.

Modern Web servers have more features, but in essence, this is what a Web server does.
There are two ways to connect to the Internet:

 By starting the ISP shortcut on your desktop such as America Online; and
 By starting the Web browser program.

Each of the browsers has a default home page, thus, the first page displayed as the browser
launches. Note that the home page can be changed if you want to start at another Web site. Look
in the browser’s help files for instructions on resetting the default home page.

NB: Please be aware that website owners constantly change (modifies) their Home Page

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To visit a web site, say Google to search for anything, type the address of the Google Web site in
the address box of your browser Window. The address is www.google.co.uk .Typing just that and
pressing the enter key, the computer automatically adds http:// to the address, and ends it with a
double forward slashes //.
You can keep on surfing or sign in to your Google account from here.

Fig 6.7 Shows an opened web page (Google Home Page)

6.7 Searching for Information on the Internet

Two main ways of searching for information over the Internet are through search engines and
portals.

Search Engine
The first step in searching for information is to use a search engine. A search engine is a type of
program found on various Web sites that allows you to search the Internet for keywords you type
in. The search engine will return a list of Web pages that have your key words in them.
Users will use one or more key words to search for the desired information. Then, the search
engine will search for Websites based on the key words. Search engines are not intelligent but they
are also not stupid either. They function based on robot and index. A robot is a kind of software
that is sent by the search engine to wander around the Internet. A search engine will send many
robots to wander around the Internet. These robots will bring back data on the web servers visited.

Based on the data brought back by the robots, an index will be built. This index basically contains
key words and in which servers the key words are present. Every search engine has different

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techniques in building the index. Therefore, two different search engines will give different answers
for the same key words. Since the size of the Internet is so large, not all Internet servers are
accessed by robots.

Portals
The second best way to access information is to use portals. A portal is a server that contains a
directory of several servers on the Internet based on categories of information available on the
servers. Users can find information by accessing the servers in related categories. Examples of
popular portals are:
1. http://www.directory.google.org
2. http://www.yahoo.com
3. http://www.netscape.com
4. http://www.jaring.my
5. http://www.bigbook.com

Portals require human beings to arrange and classify servers into certain categories. This method
produces a list of servers that are more orderly and can be used easily. For example, if a user
wants to know more about the Java programming language, he can access servers that are
available in the category of computer programming language. This method often produces
information that is suitable and relevant. The portal (site) at http://www.dmoz.org is an initiative of
Internet volunteers in building a portal. Commercial portals are those like http:// www.yahoo.com
and http://www.netscape.com.

6.8 E-mail (Electronic Mail)

The e-mail is a form of mail delivered over the internet. It is like a paperless letter that goes directly
from one computer to another. To get e-mail, both the sender and the recipient must have e-mail
addresses.

6.8.1 Accessing Yahoo! Mail

Yahoo! Mail is web-based email. This means that your Yahoo! Mail account is actually a web site
residing on a Yahoo! Mail server. With your Yahoo! ID, you can access and send Yahoo! Mail
messages using a web-based Yahoo! Mail client from any computer with an Internet connection and
a web browser.

How to Access Yahoo! Mail

 Make sure that the computer you are using is connected to the Internet.
 Launch a web browser, such as Netscape Navigator, Morzilla Firefox or Internet Explorer.
 Enter the following address in the browser's address field and press Enter:
http://www.yahoo.com
 Click sign in
 To sign in to your Yahoo! account, enter your Yahoo! ID and password, and then click Sign
In or Enter.
 Your personal email page now appears in the browser.

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  If you don’t have a Yahoo ID then you need to Sign Up for one by following the process
below:
 Click on Sign Up to start the process of attaining a Yahoo ID.
 Filling the form will gradually lead you into joining the Yahoo family.

6.8.2 Sending Mails

To whom can one send Messages?
You can use your Yahoo! Mail account to send email to (and receive email from) any valid email
address. You are not limited to other Yahoo! Mail users or to users within your own country, or in
any other way.

If you need to search for an email address, the Yahoo People Search directory
(http://people.yahoo.com) offers millions of listings.

Note that newsgroups are not valid email addresses, which means that you cannot send email
("post") to them directly. However, a number of newsgroups do have "email gateways" which will
accept email submissions. To find out if a particular newsgroup has an email gateway, ask the
newsgroup administrator or participants.

Sending Email Messages to More Than One Person

You may send the same mail message to up to 100 people at one time. To send your message to
more than one person, add additional email addresses in the To:, Cc: and/or Bcc: fields separated
by commas (e.g., yourname@yahoo.com, afkansah@yahoo.com, etc.).

If you don't enter valid email addresses, or if you don't use commas to properly separate your
recipients' addresses, your message won't be sent. Instead, you'll get an error message.

You should also make sure you separate your addresses with commas (",") and that your addresses
do not contain invalid characters such as additional brackets ("<, >") at the beginning or end of any
of the addresses (e.g., <person@yahoo.com>).

6.8.3 What do "Cc:" and "Bcc:" mean?

Cc: stands for "carbon copy." Anyone listed in the Cc: field of a message will receive a copy of that
message when you send it. All other recipients of that message will be able to see that the person
you designated as a Cc: recipient has received a copy of the message. To add an entry in the Cc:
field, click the "Add CC" link above the To: field, if it is not already there.

Bcc: stands for "blind carbon copy." This is similar to the Cc: feature, except that Bcc: recipients
are invisible to all of the other recipients of the message (including other Bcc: recipients). Each
person sees himself as the only recipient of the message. Click the "Add BCC" link above the To:
field, if it is not already there to accomplish that.

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6.8.4 How do I reply to a Message?
To reply to a message that you have received in your Yahoo! Mail Inbox, you must first open the
message on your screen. When the message is open:

Click the "Reply" button located at the top of the message window to reply only to the sender of
the message. If you would like to reply to everyone, click on the down arrow and then select "Reply
To Everyone."

6.8.5 Attaching Files to Outgoing Email Messages

You can send all types of files as attachments, including word processor or spreadsheet documents,
audio files, image files (such as .bmp, .jpg., .gif), web pages saved as HTML files, and more. After
you log in to your Yahoo! Mail account, simply compose your message and add your attachment by
clicking the Attach File Button. Click the Browse button, locate your file and attach it. Follow these
steps to attach more files.
The paper clip icon appears next to the subject of any message that has an attachment.

Tip: With Yahoo! Mail, you need not do anything to have effective email virus protection. Anti-virus
software in Yahoo! Mail automatically detects and cleans viruses in incoming and outgoing email
and attachments.

Please be aware, however, that not all viruses can be detected and cleaned. There is a risk involved
whenever you download email attachments to your computer or send email attachments to others.
As provided in the Terms of Service, neither Yahoo! nor its licensors are responsible for any
damages caused by your decision to do so.

Tip: You cannot attach the same file more than once to the same email message.

6.8.6 Receiving Mails

To read a message in your inbox:
 Log into your Yahoo! Mail account.
 Click the "Inbox" link located on the left navigation bar or on "Check Mail" located on the
top-left side of the page.
 Click on the subject of the message you would like to read.

To read a message in a different folder, just click on the name of the folder on the left navigation
bar. Once you've selected a folder, click on the subject of the message you would like to read. After
you've read a message, the message's subject line will “unbold” font in your list of messages. Only
the subject lines of your unread messages will appear in bold.

6.8.7 Working with Folders

With Yahoo! Mail, you can organize the incoming and outgoing messages in your mailbox into
different folders. Four special-purposes, permanent folders come with your Yahoo! Mail account.
You can't remove or rename these permanent folders. You can view folders’ content by clicking on
it.

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  Inbox - By default, all incoming messages (except suspected spam) appear in your Inbox
folder. You can read your mail in the Inbox, then delete it, move it to another folder, or
leave it in the Inbox.
 Draft - The Draft folder stores messages that you have composed but have not yet sent. A
message that you save in your Draft folder remains there until you either send it or delete it.
 Sent - You have the option of saving copies of the email messages you send in the Sent
folder. This makes it very easy for you to review or resend the message, if the need arises.
 Trash - When you delete messages in Yahoo! Mail, they are moved to the Trash folder. The
Yahoo! Mail server can delete messages in your Trash folder at any time without warning.
You can also empty the Trash folder yourself. Once messages are emptied from the Trash
folder, they are permanently deleted from the Yahoo! Mail server and cannot be recovered.
 Bulk - The first time you receive messages that the SpamGuard utility identifies as junk mail,
it creates an additional permanent folder labelled Bulk, where it stores these messages.

Mail
Box

Fig 6.7: Yahoo! mail box

Creating a New Folder

Yahoo! Mail allows the user to create as many personal folders as one desires so your email is
easier to manage. Personal folders help you organize your incoming and outgoing mail messages in
ways that make sense to the user.
 At the Yahoo! Mail page, click the Add link next to My Folders.
A user prompt window appears (labelled as personal folder).
 Enter a folder name in the window and press the Return/Enter key on the keyboard
Tip: Folder names cannot contain the ' (single quote), + (plus), and @ (at) symbols.
Your new folder appears under the My Folders heading in the folders list.

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 Add

Personal Folder
Fig 6.8: Creating a personal folder (Bank Stuff)

6.8.9 Moving Messages between Folders

 Open the folder containing the message that you want to move.
 Check the box to the left of the message you want to transfer.
To move more than one message, check the box to the left of each message (as seen above)

 Select the destination folder from the Move to folder pull-down list or simply drag the
highlighted/checked messages into the destination folder using the left mouse

6.8.10 Signing Out

To sign out:
 Click the "Sign Out" link in the upper-left or right area of the page.
 Click the "Return to Yahoo! Mail" link.

6.9 Glossary of Internet Terms

A
 ActiveX: a loosely defined set of technologies developed by Microsoft for sharing
information among different applications. ActiveX is an outgrowth of two other Microsoft
technologies called OLE (Object Linking and Embedding) and COM (Component Object
Model).
 Address Book: a listing of people and their email addresses associated with each Yahoo!
Mail account.
 AddressGuard: a feature of Mail Plus that allows you to create and use disposable email
addresses.
 Album: a container in a Yahoo! Photos account that holds one or more photos.
 Ascending order: from smallest to largest; for alphabetical sorting, from A to Z; for date
sorting, from oldest to most recent.

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  Attachment: a separate file included as part of an email message; for example, a multimedia
or document file.
B
 Base name: the first part of your disposable address, which is common to all the addresses
you create using AddressGuard.
 Blocked address: an email address or domain from which you never want to receive
messages.
 Bulk folder: a permanent folder that SpamGuard or SpamGuard Plus uses to hold messages
it identifies as spam.
C
 Case-sensitive: lower and uppercase letters are not treated the same; for example, a is not
the same as A.
 Category: a group of contacts in your Yahoo! Address Book.
 Condition: the part of a filter that defines what constitutes a matching message.
 Contact: a person with whom you interact; someone to whom you might want to send an
email message.
D
 Descending order: from largest to smallest; for alphabetical sorting, from Z to A; for date
sorting, from most recent to oldest.
 Disposable email address: a customized email address that you create using AddressGuard
to protect your regular Yahoo! Mail Plus address.
 Domain: a set of Internet addresses, such as for a web site or email. On the Web, a domain
is the part after "www." such as "my-domain.com".
 Download: to transfer a file from a remote computer to your computer.
E
 Email domain: a set of Internet addresses, such as for a web site or email. In email
addresses, a domain is the part after the "@", such as "my-domain.com".
 External email account: an email account that uses a mail server other than the Yahoo! Mail
server.
F
 Filter: a rule that Yahoo! Mail uses to direct an incoming message to a particular folder.
 Folder: a container in a Yahoo! Mail account that holds email messages.
I
 Inline photo: a photo that appears in the body of an email message.
J
 Junk mail: unsolicited email on the Internet; also called spam.

K
 Keyword: the unique, second part of a disposable address you create using AddressGuard.
L
 List: a group of contacts to whom you want to send the same email message.
M
 Mail server: an application that receives incoming email and forwards outgoing email for
delivery. A computer dedicated to running such applications is also called a mail server.
 Member account: an account linked to the primary account, typically for another member of
the household; same as sub account.

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  Message header: the information used to deliver an email message, including the To, From,
Date, and Subject fields.
 Mobile device: a wireless communication device for exchanging voice, text, and/or graphic
information; includes pagers, mobile phones, web phones, two-way pagers, PDAs, and
Internet appliances.
N
 Nickname: a shortcut to a person's email address.
P
 Permanent folder: a mail folder that is automatically created in a Yahoo! Mail account and
can't be deleted.
 Personal folder: a mail folder that the user created.
 POP3: Post Office Protocol 3, a standard client/server protocol for receiving email in which
a mail server receives and holds email messages for you.
 Primary account: the person who has financial responsibility for a household's Yahoo! Plus
account; same as primary member.
 Primary email address: the main email address associated with the primary member's
Yahoo! account.
 Primary member: the person (an adult) who has financial responsibility for a household's
Yahoo! Plus account; same as primary account.
R
 Resolution: the number of pixels in a digital photo; indicates how fine or coarse the image
appears when printed or viewed on a computer monitor.
S
 Scan: the process of checking files to see if they contain known viruses.
 Slideshow: a self-running presentation that displays larger versions of the photos, one at a
time, on a Yahoo! Photos page.
 Spam: unsolicited email on the Internet; also called junk mail.
 Spammer: someone who sends spam.
 Staging area: the area of the Select Files page where you can collect photos until you are
ready to insert them into your message.
 Sub account: an account linked to the primary account, typically for another member of the
household; same as member account.
 Synchronize: to cause items in multiple locations to match exactly.

T
 Text messaging: a feature that allows users to receive text messages on a mobile device.
 Thumbnail: a small version of an image often linked to a larger version.
 Training history: the information that SpamGuard Plus collects about the messages that a
user considers spam and not spam.
V
 Virus: a computer program that attaches itself to other programs and causes harm to
computer software, data, and/or hardware, often undetected until it is too late.
W
 Web-based mail client: a program (usually a web site) that any computer with an Internet
connection and a web browser can use to access the mail server.
XYZ

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 Yahoo! Briefcase: a tool that allows you to store files online and then accesses them from
anywhere using a browser.
 Yahoo! ID: the name by which a person is known to the Yahoo! network. Typically this is
the person's Yahoo! email address without "@yahoo.com".
 Yahoo! Toolbar: a free, customizable toolbar that allows you to use your favourite Yahoo!
features from buttons on your browser.

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