CHAPTER 1: Word Processor

Chapter Objective:
To understand the fundamental concepts and functionalities of a word processor and
how to effectively use them in document creation and management.

Keywords:
Word Processor, MS-Word, Editing, Formatting, Tables, Graphics, Printing

Definition of Word Processor:

A word processor is a software application used for creating, editing, formatting, and
printing text documents. Examples include Microsoft Word, Google Docs, and
LibreOffice Writer.

Advantages of the Word Processor:

1. Efficiency: Faster document creation and editing compared to manual writing.

 Example: Typing a report is quicker than writing it by hand.
2. Flexibility: Easy to make changes to text and formatting.
 Example: Quickly correcting a spelling mistake without rewriting the entire document.
3. Accuracy: Built-in spell check and grammar tools improve document quality.
 Example: MS-Word highlights spelling errors with a red underline.
4. Storage: Documents can be saved electronically, reducing the need for physical storage.
 Example: Saving a project report on a computer or cloud storage.
5. Collaboration: Multiple users can work on a document simultaneously.
 Example: Google Docs allows real-time collaboration on documents.

Features of a Word Processor:

 Text Formatting: Change font type, size, color, and style.

 Example: Making a title bold and size 14pt Arial.
 Paragraph Alignment: Adjust text alignment (left, center, right, justify).
 Example: Center-aligning a heading.
 Bullets and Numbering: Organize information using lists.
 Example: Creating a numbered list for steps in a procedure.
 Tables and Columns: Organize data in rows and columns.
 Example: Creating a table to list expenses.
 Headers and Footers: Add information at the top or bottom of pages.
 Example: Inserting page numbers in the footer.
 Inserting Images and Graphics: Enhance documents with visuals.
 Example: Adding a company logo to a letterhead.
 Spell Check and Grammar Check: Automatically check and correct errors.
 Example: Correcting "teh" to "the".
 Printing Options: Customize print settings for documents.
 Example: Choosing to print double-sided.

Purpose of Word Processor: To facilitate the efficient creation, editing, formatting, and
printing of documents for various purposes such as reports, letters, essays, and more.

Using a Word Processor: Basic tasks include creating new documents, editing existing
ones, formatting text, and printing the final output.

Microsoft Word [MS-Word]:

A widely-used word processing software developed by Microsoft, offering extensive
tools for document creation and editing.

Editing a Document:

 Inserting and Deleting Text: Add or remove text in a document.

 Example: Adding a new paragraph or deleting a sentence.
 Copying, Cutting, and Pasting: Move or duplicate text within the document or
between documents.
 Example: Copying a section of text and pasting it elsewhere in the document.
 Find and Replace: Search for specific text and replace it with new text.
 Example: Replacing all instances of "Company A" with "Company B".

Formatting a Document:
 Text Formatting: Change font type, size, color, and style.
 Example: Making headings bold and italicized.
 Paragraph Formatting: Adjust alignment, line spacing, and indentation.
 Example: Justifying a paragraph for a clean look.
 Styles: Apply predefined formatting options for headings and text.
 Example: Using the "Heading 1" style for main headings.

Creating Tables:

 Inserting Tables: Create tables to organize data.

 Example: Creating a table to list student names and grades.
 Formatting Tables: Adjust table properties such as borders, shading, and alignment.
 Example: Highlighting the header row with a different color.

Creating Main Documents [Primary File]:

 Templates: Use predefined templates for different types of documents.

 Example: Using a resume template to create a professional CV.
 Sections: Divide a document into sections for varied formatting.
 Example: Creating different headers for each chapter in a report.

Inserting Graphics:

 Images: Add pictures and graphics to a document.

 Example: Inserting a diagram in a science report.
 Shapes and SmartArt: Use shapes and diagrams to enhance documents.
 Example: Adding a flowchart to illustrate a process.

Printing Documents:

 Print Preview: View how the document will look when printed.
 Example: Checking the layout before printing a report.
 Print Settings: Adjust settings such as paper size, orientation, and number of copies.
 Example: Printing a booklet in landscape orientation.

Information is Power: Understanding and effectively using a word processor can

enhance productivity and document quality, empowering users to create professional
and well-organized documents.

CHAPTER 2: Spreadsheets

Chapter Objective:
Grasp the essentials of spreadsheets and their applications in various fields for data
analysis and management.

Keywords:
Spreadsheet, MS-Excel, Cell, Data Types, Functions, Charts

Definition of Spreadsheets:
A spreadsheet is an application that allows users to organize, analyze, and store data in
tabular form. Examples include Microsoft Excel, Google Sheets, and LibreOffice Calc.

Components of a Spreadsheet:

 Cells: Individual data entry points at the intersection of a row and a column.
 Example: Cell A1 is the top-left cell in a spreadsheet.
 Rows and Columns: Horizontal and vertical groupings of cells.
 Example: Row 1 and Column A intersect at Cell A1.
 Worksheets: Individual pages within a spreadsheet file.
 Example: A workbook in Excel can contain multiple worksheets like Sheet1, Sheet2.

Application Areas of Spreadsheets:

 Budgeting and Financial Planning: Track income, expenses, and budgets.

 Example: Creating a monthly budget tracker.
 Data Analysis and Reporting: Analyze and visualize data trends.
 Example: Generating sales reports and charts.
 Inventory Management: Track stock levels and inventory details.
 Example: Managing product inventory for a store.
 Scheduling and Planning: Create schedules and project plans.
 Example: Developing a project timeline for an event.

Microsoft Excel [MS-Excel]:

A powerful spreadsheet application developed by Microsoft, used for data organization,
analysis, and visualization.

Cell Data Types:

 Text: Alphanumeric characters.

 Example: Entering "Product Name" in a cell.
 Numbers: Numerical values.
 Example: Inputting "123.45" in a cell.
 Dates: Calendar dates.
 Example: Entering "01/01/2024" for a date.
 Formulas: Mathematical expressions.
 Example: Using "=SUM(A1:A10)" to add values in cells A1 to A10.

Cell Referencing:

 Relative Reference: Adjusts when a formula is copied to another cell.

 Example: Copying "=A1+B1" from row 1 to row 2 changes to "=A2+B2".
 Absolute Reference: Remains constant regardless of where the formula is copied.
 Example: Using "$A$1+$B$1" remains the same when copied to another cell.

Basic Functions and Formulae:

 SUM: Adds a range of cells.

 Example: "=SUM(B1:B10)" calculates the total of cells B1 to B10.
 AVERAGE: Calculates the mean of a range of cells.
 Example: "=AVERAGE(C1:C10)" finds the average of cells C1 to C10.
 IF: Performs logical tests and returns different values based on the outcome.
 Example: "=IF(A1>10, 'High', 'Low')" returns "High" if A1 is greater than 10, otherwise
"Low".
 VLOOKUP: Searches for a value in a table and returns a corresponding value.
 Example: "=VLOOKUP(E1, A1:B10, 2, FALSE)" looks up the value in E1 in the range
A1:B10 and returns the corresponding value from the second column.

Worksheets Editing:

 Inserting, Deleting, and Renaming Worksheets: Manage worksheets within a

workbook.
 Example: Adding a new sheet and renaming it to "January Budget".
 Moving and Copying Worksheets: Rearrange worksheets within or between
workbooks.
 Example: Moving a sheet to a different position or copying it to another workbook.

Worksheets Formatting:

 Adjusting Cell Sizes and Alignment: Change the width, height, and alignment of cells.
 Example: Making a column wider to fit text.
 Applying Cell Borders and Shading: Enhance the appearance of cells.
 Example: Adding borders around a table and shading the header row.
 Using Conditional Formatting: Highlight data based on specific criteria.
 Example: Highlighting cells with values greater than 100 in red.

Data Management:

 Sorting and Filtering Data: Organize and display data based on specific criteria.
 Example: Sorting a list of names alphabetically or filtering data to show only specific
entries.
 Using Pivot Tables: Summarize and analyze complex data sets.
 Example: Creating a pivot table to summarize sales data by region.
 Charts/Graphs:

 Creating Visual Representations of Data: Display data trends and comparisons

visually.
 Example: Creating a bar chart to compare sales figures across different months.
 Formatting and Customizing Charts: Enhance the appearance of charts.
 Example: Adding titles, labels, and legends to a pie chart.

Printing:

 Setting Print Areas: Define specific areas of a worksheet to print.

 Example: Selecting a range of cells to print instead of the entire sheet.
 Adjusting Page Layout and Print Options: Customize print settings.
 Example: Setting the page orientation to landscape and adjusting margins.

Information is Power: Mastering spreadsheets enhances data management and

analytical capabilities, empowering users to make informed decisions based on data.

CHAPTER 3: Databases [Dbase]

Chapter Objectives:
Understand the structure and functionalities of databases for efficient data management
and retrieval.

Keywords:
Database, MS-Access, Data Integrity, Queries, Reports

Definition of a Database:
A database is an organized collection of data, typically stored and accessed
electronically. Examples include Microsoft Access, MySQL, and Oracle Database.

Database Concepts:
 Tables: Structures that hold data in rows and columns.
 Example: A table named "Students" with columns for "ID", "Name", and "Grade".
 Records: Individual entries in a table.
 Example: A single row in the "Students" table representing one student's data.
 Fields: Columns in a table representing data attributes.
 Example: The "Name" field in the "Students" table.

Data Organizations in a Database:

 Normalization: Structuring a database to reduce redundancy and improve data

integrity.
 Example: Separating student information and course enrollment data into different
tables.
 Relationships: Links between tables to associate related data.
 Example: A "StudentID" field in both "Students" and "Enrollments" tables to link student
records with their courses.

Data Integrity: Ensuring accuracy and consistency of data over its lifecycle.

 Validation Rules: Rules to ensure data entered is valid.

 Example: A rule that ensures phone numbers contain only digits.
 Constraints: Restrictions to maintain data integrity.
 Example: A primary key constraint to ensure unique student IDs.

Microsoft Office Access [MS-Access]:

A database management system from Microsoft that combines a relational database
engine with a graphical user interface.

Starting MS-Access 2003:

 Launching the Application: Open MS-Access and familiarize with the interface.
 Example: Navigating the ribbon and understanding the different tabs and tools.

Creating a Database:
 Setting Up a New Database File: Define tables, fields, and primary keys.
 Example: Creating a new database file named "SchoolDB" and adding a "Students" table.
 Defining Tables and Fields: Set up the structure for data storage.
 Example: Adding fields like "StudentID", "Name", and "DateOfBirth" to the "Students"
table.

Editing a Database:

 Modifying Table Structures and Relationships: Update tables and define relationships
between them.
 Example: Adding a new field "Email" to the "Students" table.
 Updating Records and Data Entries: Add, modify, or delete records in tables.
 Example: Changing a student's grade in the "Grades" table.

Form Design:

 Creating Forms for Data Entry and Navigation: Design user-friendly interfaces for
data interaction.
 Example: Creating a form to enter new student information.
 Customizing Form Layouts and Controls: Enhance form usability and appearance.
 Example: Adding buttons, text boxes, and drop-down lists to a form.

Queries:

 Writing Queries to Retrieve Specific Data: Extract specific information from the
database.
 Example: Creating a query to list all students with grades above 80.
 Using Criteria to Filter Data: Apply conditions to narrow down query results.
 Example: Filtering students by enrollment year or course.

Reports Layouts:

 Designing Reports to Present Data in a Structured Format: Create reports to display

and print data.
 Example: Designing a report to show student grades and attendance.
 Customizing Report Appearance and Content: Format reports for clarity and
readability.
 Example: Adding headers, footers, and groupings to a report.

CHAPTER 4: Desktop Publishing

Chapter Objectives:
Learn the fundamentals of desktop publishing and its applications for creating
professional-quality printed documents.

Keywords:
Desktop Publishing, DTP, MS-Publisher, Publication, Formatting

Definition of Desktop Publishing [DTP]:

DTP involves using software to create visual documents such as brochures, newsletters,
and books. Examples include Adobe InDesign, Microsoft Publisher, and QuarkXPress.

Purpose of Desktop Publishing Software: To design and produce professional-quality

printed documents with precise control over layout and design elements.

Types of Desktop Publishing Software:

 Adobe InDesign: Industry-standard software for professional publishing.

 Microsoft Publisher: User-friendly software for creating a variety of publications.
 QuarkXPress: Advanced DTP software for professional and creative design.

Designing a Publisher: Planning and creating layouts for publications to ensure a

professional and visually appealing final product.

Microsoft Publisher:
A desktop publishing application by Microsoft for designing and creating publications.

Starting MS-Publisher:
 Launching the Application: Open MS-Publisher and familiarize with the interface.
 Example: Navigating the ribbon and understanding the different tabs and tools.

Creating a New Publisher:

 Setting Up a New Publication File: Choose templates or create custom layouts.

 Example: Selecting a newsletter template and customizing it.
 Choosing Templates or Custom Layouts: Use predefined designs or create unique
layouts.
 Example: Using a business card template for a quick start.

Editing a Publication:

 Adding and Modifying Text, Images, and Graphics: Enhance the document with
various elements.
 Example: Inserting and formatting a company logo in a flyer.
 Adjusting Layout and Design Elements: Ensure a cohesive and appealing design.
 Example: Rearranging text boxes and images for better alignment.

Formatting a Publication:

 Applying Styles and Themes: Use consistent formatting for a professional look.
 Example: Applying a color scheme and font style to a brochure.
 Customizing Fonts, Colors, and Effects: Enhance readability and visual appeal.
 Example: Using bold and vibrant colors for headings.

Printing a Publication:

 Preparing the Publication for Printing: Ensure all elements are correctly positioned
and formatted.
 Example: Checking the print preview to ensure proper alignment and margins.
 Setting Print Options and Print Quality: Customize settings for optimal print results.
 Example: Choosing high-quality settings for a professional print finish.
 CHAPTER 5: Internet and E-mail

Chapter Objective:
Understand the basics of the internet and email, including their uses, benefits, and how
to navigate and utilize them effectively.

Keywords:
Internet, E-mail, Connectivity, Services, Information

Definition of Internet:
A global network connecting millions of computers for communication and information
exchange. Examples of services include the World Wide Web, email, and file sharing.

Development of the Internet:

 History: Origins and evolution of the internet from ARPANET to modern-day.

 Example: The internet started as ARPANET in the 1960s, developed by the U.S.
Department of Defense.
 Growth: Expansion and impact on society, from academic use to global connectivity.
 Example: The rise of social media platforms like Facebook and Twitter.

Importance of Internet:

 Communication: Email, social media, and instant messaging.

 Example: Using WhatsApp for instant messaging with friends and family.
 Information Access: Research, news, and educational resources.
 Example: Using Google to search for academic articles.
 Commerce: Online shopping and banking.
 Example: Purchasing products from Amazon or managing bank accounts online.

Requirements of Internet Connectivity:

 Hardware: Modem, router, and computer.
 Example: A modem connects to the ISP, and a router distributes the connection to
multiple devices.
 Software: Web browser and email client.
 Example: Using Chrome to browse the web and Outlook for email.
 Service Provider: Internet Service Provider (ISP) for access.
 Example: Safaricom or Zuku providing internet services.

Internet Services:

 WWW: World Wide Web for browsing websites.

 Example: Visiting www.wikipedia.org to read articles.
 Email: Electronic mail for communication.
 Example: Sending an email using Gmail.
 FTP: File Transfer Protocol for sharing files.
 Example: Uploading files to a server using FTP.
 VoIP: Voice over Internet Protocol for calls.
 Example: Using Skype or Zoom for video calls.

Accessing the Internet:

 Web Browsers: Software for navigating the web (e.g., Chrome, Firefox).
 Example: Entering a URL in the browser's address bar to visit a website.
 Search Engines: Tools for finding information (e.g., Google, Bing).
 Example: Typing a query into Google to search for information.

Electronic mail [E-Mail]:

 Accounts: Setting up and managing email accounts.

 Example: Creating a Gmail account.
 Sending and Receiving Emails: Composing, sending, and managing emails.
 Example: Writing and sending an email to a colleague.
 Attachments: Adding files to emails.
 Example: Attaching a PDF document to an email.

Use of the Internet to Access Information on Emerging Issues:

 News Websites: Keeping updated with current events.

 Example: Reading articles on BBC News.
 Social Media: Following trends and updates.
 Example: Twitter trends providing real-time updates on global events.

CHAPTER 6: Data Security and Controls

Chapter Objectives:
To understand the importance of data security, identify threats, and learn measures to
protect data from unauthorized access and cybercrimes.

Keywords:
Data Security, Cyberterrorism, Protection, Information Systems, Laws

Definitions:

 Data Security: Protecting data from unauthorized access and corruption.

 Example: Using passwords and encryption to secure files.
 Cyberterrorism: Using the internet to conduct violent acts that threaten security.
 Example: Hacking government websites to disrupt services.

Security Threats and Control Measures:

 Threats: Malware, phishing, unauthorized access, and data breaches.

 Example: A phishing email attempting to steal login credentials.
 Control Measures: Firewalls, antivirus software, encryption, and user education.
 Example: Installing antivirus software to protect against malware.

Computer Crimes [Cyberterrorism]:

 Types: Hacking, identity theft, and denial of service attacks.

 Example: Hackers breaching a database to steal sensitive information.
 Impact: Financial loss, data corruption, and loss of privacy.
 Example: A data breach leading to the exposure of personal information.

Detection and Protection against Computer Crimes:

 Detection: Monitoring systems for suspicious activities.

 Example: Using intrusion detection systems (IDS) to spot unusual network activity.
 Protection: Implementing security protocols and regular updates.
 Example: Regularly updating software to fix vulnerabilities.

Laws Governing Protection of Information Systems:

 Legislation: Legal frameworks to protect data and punish offenders.

 Example: The Computer Misuse and Cybercrimes Act in Kenya.
 Compliance: Ensuring adherence to data protection regulations.
 Example: Organizations following GDPR guidelines for data privacy.

CHAPTER 7 [Appendix]: Adobe Pagemaker 7.0

Sample Papers:
Includes example questions and answers for practice.
Glossary:
Defines key terms and concepts introduced in the chapters.

Index:
Provides an alphabetical list of topics and keywords covered in the book for easy
reference.