ካኦናታን የኮምፒውተር ማሰልጠኛ ማዕከል

Kaonatan Computer Training Center

Basic Computer Skill Training Module

June, 2012 E.C

1. Introduction to Computer
A computer is an electronic device that accepts data, from the user, process it and gives
the required output back to the user. In addition to this they store the information for
further retrieval.
A computer is a programmable electronic device which enables us to process
information, i.e. to capture, store, retrieve, and transform data.
The physical parts that make up a computer (the central processing unit, input, output
and memory) are called “hardware”. Programs that tell a computer what to do are
called “software”.

INPUT PROCESS OUTPUT

(Data) (Information)
The computing concept
A computer (also referred to as a PC) can be used for various functions, eg word
processing, spreadsheets, databases, business accounting, desktop publishing,
accessing the Internet, sending email, playing games, movies, music, etc.

Computer has two basic components:

1. Hardware: The physical components of a computer system - everything that you
can touch - are called hardware.
2. Software: The programs used on a computer are called software. This includes
system software and application software such as Microsoft Word, Microsoft Excel,
etc. System software is necessary in order to run a computer and all applications
within it.

1.1. Identifying Types of computers

A peripheral device is defined as a computer device connects to a computer system to
add functionality. Such as a keyboard or printer, that is not part of the
essential computer (i.e., the memory and microprocessor). These auxiliary devices are
intended to be connected to the computer and used.

2|Page
There are many different models of personal computers. They include desktop personal
computers (PC), notebooks and laptops, mini computers, mainframes and super
computers but they all have the same basic hardware parts:
 a keyboard
 mouse/touch pad/trackball
 monitor (screen)
 System unit.
The diagram below shows a typical set up of a personal computer.

Figure 1: The typical set up of a personal computer

Another type of personal computer is a notebook. A notebook is a compact computer that
is easily transported and can be powered by batteries.

Figure 2: Notebook computer

3.2Using Windows Accessories

WordPad
Microsoft WordPad is a free rich text editor included with Microsoft Windows 95 and the
later. Earlier to Windows 95 there used to be an application called Write for the same
task. Although capable of doing much more than Notepad, WordPad is not as advanced
as Microsoft Word.
WordPad can format and print text, but lacks intermediate features such as a spell
checker, thesaurus, and support for tables. As such, it is suitable for writing letters or
short pieces, but underpowered for work that relies heavily on graphics or typesetting.
To save a WordPad document:
1. Click Start.
2. Click All Programs.
3. Click Accessories.

3|Page
 4. Click WordPad.
The WordPad window appears with a blank document open.
5. Type text in the document.
6. Click File.
7. Click Save.
o The Save As dialog box appears.
8. Click Browse Folders for more options.

9. Click to select the folder in which you want to save the document.
10. Type a filename for the document.
11. Click the Save As Type list and select a file format.
Note: By default, unless you specify a different format, WordPad files are saved
with the .rtf file extension.
12. Click Save.
The document is saved in the location that you specify.
Creating a new file/folder
To create a folder:
i. Click the drive or open the folder in which you want to create the new folder
ii. Click the File menu or right click on the empty space
iii. Point to New
iv. Click Folder
v. Type the name for the folder
vi. Press Enter key or click somewhere outside.
4.2 Selecting Files/Folders
 To select a file/folder, do one of the following:
a. To select a single file or folder: Click the file or folder name.
b. To select multiple files or folders:
 If the files are adjacent:
i. Click the first file to be selected
ii. Hold down the Shift key

4|Page
 iii. Click the last file to be selected.
 If the files/folders are non-adjacent:
i. Hold down the Control key, and
ii. Click the name of files/folders as many as you like. Release the Control key while
finishing the selection.
Note: 1. If a file or folder is highlighted, it is selected.
2. To select all files and/or folders, or Click Select All (Edit menu) or press Ctrl + A
keys.
Copy, Move, Cut and Paste Files/Folders
While working on documents, we usually move files/folders from one place to another (from
one folder/drive to another folder/drive). To do so, we use the Cut, Copy, Move and Paste
functions.
To cut a file/folder
The Cut command is used to move a file or part of a file or a folder to clipboard.
To cut a file or part of a file or a folder
i. Select the file or part of the file (highlight the part that you want to move) or folder.
ii. Click Edit /organize menu
iii. Click Cut.
Or
i. Right click the selected file or part of the file or the folder you want to move
ii. Click Cut

Note: The Cut command only removes the file/folder from its original place and put it in the
buffer (a special memory place where copied or cut information is temporarily
stored.). When you cut a file/folder, it becomes gray and does not immediately be
removed. When we paste it, it appears in its new place.
To copy a file or folder:
i. Select the file or folder you want to copy
ii. Click the Edit/ organize menu / Right click on the file or folder you want to copy
iii. Click the Copy
iv. Select the folder where you want to place the file
v. Click Edit menu
vi. Click Paste
Or
i. Click the file/folder you want to copy
ii. Press and hold down the Ctrl key
iii. Drag the file/folder to the folder where you want to place
iv. Release the mouse button.
Note: When you drag the file/folder by holding down the Ctrl key, a ‘+’ sign follows
with the name of the file or folder indicating the copy operation.
To move a file/folder
i. Click the file/folder you want to move
ii. Drag the file/folder to the destination folder/drive
To paste the cut or copied file/folder
i. Click where you want to place the copied or cut information or file/folder
ii. Click Edit/ organize menu

5|Page
 iii. Click Paste
Or
i. Right-click where you want to place the copied/cut object
ii. Click Paste
To copy to a CD
i. Right-click the file or folder you want to copy to the CD
ii.Point to Send To submenu
iii.
Select your writable CD drive(Example, Direct CD Drive (E))
iv.After the copy operation is completed, right-click the CD drive icon and click
Write to this CD option
v. Wait until the writing process ends and the CD pulls out.
4.4 Renaming a file or folder
To rename a file/folder
i. Click the file/folder you want to rename
ii. Click the File/ organize menu
iii. Click Rename
iv. Type the new name
v. Press Enter key or click somewhere outside
Or
i. Right click the file/folder you want to rename
ii. Click Rename option
iii. Enter the new name of the file/folder
iv. Press Enter key or click somewhere outside.
4.5 Deleting Files/Folders
When a file/folder is no more useful, we want to delete the file/folder. Deleting a file or
folder is an easy and safe task in Windows.
To delete a file or folder
i. Select the file or folder
ii. Press the Delete key
iii. Click Yes button
Or
i. Select the file/folder
ii. Click File/organize menu or right click on the file/folder
iii. Click Delete
iv. Click Yes button
Note: When you delete a file/folder, the file or folder is removed from its original
location and placed in the Recycle Bin (If you don’t press Shift + Delete key).

1.3.3 Organize basic directory or folder structures

6|Page
Working with folders
A folder is a container you can use to store files in. If you had thousands of paper files
on your desk, it would be nearly impossible to find any particular file when you
needed it. That's why people often store paper files in folders inside a filing cabinet.
On your computer, folders work the same way. Here are some typical folder icons:

Creating directory structure

You organize your files by creating folders to hold your files and documents. You may
want to plan how you organize your files. For example, you could make folders for the
various types of work that you do, such as home, office, financial, etc. Alternatively, you
could create a folder for each different type of file you have, such as: databases,
spreadsheets, word processing, etc
The folder structure is not the same as the shared folder structure because shares
are regrouped by content type. You can create shares through the File Services node in
Server Manager, but this process works only for one share at a time. Since you need to
create a complete folder structure, use Windows Explorer. It will be much faster.
1. Launch Windows Explorer by right click on Start button
2. In Windows Explorer, navigate to Computer | Local Disk (D:).
3. Begin by creating the top-level folders called IT.
4. Open IT folder
5. Right-click in the IT folder and select New | Folder from the context menu.
6. Create three folders and name them as Administration, Application and Data
7. Next, create all of the subfolders for each section:
o In Administration, create HotFixes, ServicePacks, Sources, and
SupportTools.
o In Data, create Departments and Projects. Also create Public and
UserData under Departments

Copying and moving directories

 Right click on file you want to copy or move and click on copy or cut on the list.

7|Page
  Right click on the folder or disk you want to put copying and then click on paste.
Or
 Select the folder or file you want to copy or move.
 Click the edit menu.
 Click on copy or cut.
 Double the folder or the disk where you want to put the copy of the file or
folder.
 Click on edit menu and click on paste.
4.1.1 Renaming directories
To rename your folder or file:
 Right click on the folder or file you want to rename.
 Click on rename from the list.
 Type the folder’s or the file’s new name.
4.1.2 Deleting directories
To delete the file or folder:
 Select the file or folder you want to delete.
 Press delete key on the keyboard.
 Click on yes to confirm deletion or click on no if you are not going to delete.

1. Operate Application Software

Microsoft Word
Word processors have a variety of uses and applications within the business world, home,
and education.
The Microsoft Office Button
In the upper-left corner of the Word 2007 window is the Microsoft Office
button. When you click the button, a menu appears. You can use the menu to create a
new file, open an existing file, save a file, and perform many other tasks.

 The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access
toolbar provides you with access to commands you frequently use. By default Save,
Undo, and Redo appear on the Quick Access toolbar. You can use Save to save your file,
Undo to rollback an action you have taken, and Redo to reapply an action you have rolled
back.

8|Page
  The Title Bar

Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the
document on which you are currently working. Word names the first new document you
open Document1. As you open additional new documents, Word names them
sequentially. When you save your document, you assign the document a new name.
 The Ribbon
You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use
the Ribbon to issue commands. The Ribbon is located near the top of the screen, below
the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab
displays several related command groups. Within each group are related command
buttons. You click buttons to issue commands or to access menus and dialog boxes. You
may also find a dialog box launcher in the bottom-right corner of a group. Clicking the
dialog box launcher gives you access to additional commands via a dialog box.

 The Ruler
The ruler is found below the Ribbon.

You can use the ruler to change the format of your document quickly. If your ruler is not
visible, follow the steps listed here:

1. Click the View tab to choose it.

2. Click the check box next to Ruler in the Show/Hide group. The ruler appears
below the Ribbon.

 The Text Area

Just below the ruler is a large area called the text area? You type your document in the
text area. The blinking vertical line in the upper-left corner of the text area is the cursor.

9|Page
It marks the insertion point. As you type, your text displays at the cursor location. The
horizontal line next to the cursor marks the end of the document.

 The Vertical and Horizontal and Vertical Scroll Bars

The vertical and horizontal scroll bars enable you to move up, down, and across your
window simply by dragging the icon located on the scroll bar. The vertical scroll bar is
located along the right side of the screen. The horizontal scroll bar is located just above
the status bar. To move up and down your document, click and drag the vertical scroll bar
up and down. To move back and forth across your document, click and drag the
horizontal scroll bar back and forth. You won't see a horizontal scroll bar if the width of
your document fits on your screen.
 The Status Bar
The Status bar appears at the very bottom of your window and provides such information
as the current page and the number of words in your document. You can change what
displays on the Status bar by right-clicking on the Status bar and selecting the options
you want from the Customize Status Bar menu. You click a menu item to select it. You
click it again to deselect it. A check mark next to an item means it is selected.
Understanding Document Views
In Word 2007, you can display your document in one of five views: Draft, Web
Layout, Print Layout, Full Screen Reading, or Online Layout.
 Draft View
Draft view is the most frequently used view. You use Draft view to quickly edit
your document.
 Web Layout
Web Layout view enables you to see your document as it would appear in a
browser such as Internet Explorer.
 Print Layout
The Print Layout view shows the document as it will look when it is printed.
 Reading Layout

10 | P a g e
 Reading Layout view formats your screen to make reading your document more
comfortable.
 Outline View
Outline view displays the document in outline form. You can display headings
without the text. If you move a heading, the accompanying text moves with it.

You should use Draft view for these lessons. Before moving ahead, make sure you are in
Draft view:

Understanding Nonprinting Characters

Certain characters, called nonprinting characters, do not print and will not appear in
your printed document but do affect your document layout. You can elect to see these
characters on the screen as you type or you can elect to have them remain invisible. For
these lessons, opt to see them onscreen. This table describes most of them:
Character Denotes

A tab

. A space

¶ The end of a paragraph

Hidden text

How to Open a File

1. Open Word 2007.
2. Click the Microsoft Office button. A menu appears.
3. Click Open. The Open dialog box appears.
4. Use the Look In field to move to the folder in which you saved the file. The file is
named Lesson Two.docx.
5. Click Lesson Two.docx.
6. Click Open. The file you created during the previous lesson appears.

11 | P a g e
  How to save document
1. Open a document in Microsoft Word.
2. Click on the "Office" button, located in the upper left-hand corner of the screen. It
looks kind of like a multi-colored four-leaf clover. In the resulting menu, roll your
mouse over the tab "Save As…"
3. A menu pane will appear on the right. Choose Microsoft Word 1997-2003.
4. Select the correct location for you file, type your file name into the file name box
and click "Save". Your file will be saved as a .doc file and will be readable by any
version of Microsoft Word since 1997
Editing Documents
 Cut and Paste
You can use Word's Cut feature to remove information from a document. The you can
use the Paste feature to place the information you cut anywhere in the same or another
document. In other words, you can move information from one place in a document to
another place in the same or different document by using the Cut and Paste features. The
Office Clipboard is a storage area. When you cut, Word stores the data you cut on the
Clipboard. You can paste the information that is stored on the Clipboard as often as you
like cut with the Ribbon

1. Type the following:

I want to move. I am content where I am.
2. Select "I want to move.
3. Choose the Home tab.
4. Click the Cut button in the Clipboard group. Word cuts the text you selected
and places it on the Clipboard. Your text should now read:
"I am content where I am."

 Paste with the Ribbon

1. Place the cursor after the period in the sentence "I am content where I am."
2. Press the spacebar to leave a space.
3. Choose the Home tab.
4. Click the Paste button in the Clipboard group. Word pastes the text on the
Clipboard. Your text should now read:
"I am content where I am. I want to move."

 Alternate Method—Cut with a Context Menu

1. Type the following:

I want to move. I am content where I am.

12 | P a g e
 2. Select "I want to move. "
3. Right-click. The Mini toolbar and a context menu appear.
4. Click Cut on the menu. Your text should now read:
"I am content where I am."

 Alternate Method—Paste with a Context Menu

1. Place the cursor after the period in the sentence

"I am content where I am."
2. Press the spacebar to leave a space.
3. Right-click. A Mini toolbar and a context menu appear.
4. Click Paste. Your text should now read:
"I am content where I am. I want to move."

 Alternate Method—Cut with Keys

1. Type the following:
I want to move. I am content where I am.
2. Select "I want to move."
3. Press Ctrl+x.
4. Your text should now read:
" I am content where I am."

 Alternate Method—Paste with Keys

1. Place the cursor after the period in the sentence: "I am content where I am."
2. Press the spacebar to leave a space.
3. Press Ctrl+v.
4. Your text should now read:
"I am content where I am. I want to move."

Formatting Documents
 Apply shading to words or paragraphs
1. Select the word or paragraph that you want to apply shading to.
2. On the Home tab, in the Paragraph group, click the arrow next to Shading.
3. Under Theme Colors, click the color that you want to use to shade your selection.
NOTE: If you want to use a specific color that is not a theme color, click a color
under Standard Colors or click More Colors to find exactly the color that you want.

13 | P a g e
 Change the shading colon for a word or paragraph
1. Select the shaded word or paragraph that you want to change.
2. On the Home tab, in the Paragraph group, click the arrow next to Shading.
3. Under Theme Colours, click the color that you want to use to shade your
selection.
NOTE: If you want to use a specific color that is not a theme color, click a color
under Standard Colors or click More Colors to find exactly the color you are looking
for. Standard colors do not change when you change the theme colors for a document.
 Change the document theme or theme colour
If you used a color under Theme Colors to apply shading in your document, you
can change the color of the shading and other colors in your document by applying a new
theme or theme color to the document.
NOTE: If you used a color under Standard Colors or More Colors, the color will not
change when you change the theme colors.
1. On the Page Layout tab, in the Themes group, click Themes or Theme Colors.
If you choose a new theme, you change the theme font as well as the theme colors.
2. Move the pointer over the various themes or theme colors to view how the theme
changes the shading color that you applied in the document.
3. Click a theme or theme color.
 Format a document with newsletter columns
1. On the Page Layout tab, in the Page Setup group, click Columns.
2. Click the layout that you want.
Your document is now formatted in columns.
NOTE : To add a vertical line between the columns, click Columns again, clickMore
Columns, and then select the Line between check box. You can also adjust the column
width and spacing.
 Use the Format Painter
You can use the Format Painter on the Home tab to apply text formatting and some
basic graphics formatting, such as borders and fills.
1. Select the text or graphic that has the formatting that you want to copy.
2. On the Home tab, in the Clipboard group, click Format Painter.
The pointer changes to a paintbrush icon.
3. Select the text or graphic that you want to format.
4. To stop formatting, press ESC.
 To Format Font Size:
 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font size box on the Home tab. The
font size drop-down menu appears.

14 | P a g e
  Move your cursor over the various font sizes. A live preview of the font size will
appear in the document.

 Left-click the font size you wish to use. The font size will change in the
document.
 To Format Font Style:
 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font style box on the Home tab. The
font style drop-down menu appears.
 Move your cursor over the various font styles. A live preview of the font will
appear in the document.

 Left-click the font style you wish to use.

 To Format Font Color:
 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font color box on the Home tab. The
font color menu appears.
 Move your cursor over the various font colors. A live preview of the color will
appear in the document.
 Left-click the font color you wish to use. The font color will change in the
document.

15 | P a g e
 Your color choices aren't limited to the drop-down menu that appears. Select More
Colors at the bottom of the list to access the Colors dialog box. Choose the color that
you want and click OK.

 To Use the Bold, Italic, and Underline Commands:

 Select the text you wish to modify.
 Click the Bold, Italic, or Underline command in the Font group on the Home tab.

 To Change the Text Case:

 Select the text you wish to modify.
 Click the Change Case command in the Font group on the Home tab.
 Select one of the case options from the list.

 To Change Text Alignment:

 Select the text you wish to modify.
 Select one of the four alignment options from the Paragraph group on the Home
tab.
o Align Text Left: Aligns all the selected text to the left margin.
o Center: Aligns text an equal distance from the left and right margins.
o Align Text Right: Aligns all the selected text to the right margin.
o Justify: Justified text is equal on both sides and lines up equally to the
right and left margins. Traditionally many books, newsletters, and
newspapers use full-justification.

16 | P a g e
 Inserting Columns and Ordering Objects
To Add Columns to a Document:
 Select the text you want to format.
 Select the Page Layout tab.
 Left-click the Columns command.
 Select the number of columns you would like to insert.
Click the Show/Hide command on the Home tab to display the paragraph
marks and breaks.
 To Change the Order of Objects:
 Right-click the object you wish to move. In this example, click the shape.
 In the menu that appears, select Order.
 Select a menu option that will arrange the item in the desired way. In this
example, select Send Behind Text.
 The text and image are now displayed layered on top of the shape.

 To Insert a Header or Footer:

 Select the Insert tab.
 Click either the Header or Footer command. A menu appears with a list of built-
in options you can use.
 Left-click one of the built-in options and it will appear in the document.
OR
 Left-click Blank to select it.
The Design tab with Header and Footer tools is active.
 Type information into the header or footer.

17 | P a g e
 To Insert the Date or Time into a Header or Footer:
 With the header or footer section active, click the Date & Time command.
 Select a date format in the dialog box that appears.
 Click OK. The date/time now appears in the document.

 Other Header and Footer Options

There are many other header and footer options that you can use to design these
sections of your document. From the Header and Footer Tools Design tab, you can see
all your design options.

 To add a drop caps to your document

1. Type your paragraph as you normally would.
2. Select the first character of the first word at the start of your paragraph.
3. Click the Insert tab of the Ribbon.
4. In the Text group, click Drop Cap then click on Drop Cap Options.

5. From the Drop Cap dialog box displayed, in the Position section, you can choose
either Dropped or In margin option.

18 | P a g e
 6. Change any other options to format your drop cap.
7. Click on OK.

2.2 Importing Graphics And Creating Drawing Objects

Introduction
 Smart Art Illustration
SmartArt allows you to visually communicate information rather than simply
using text. Illustrations can really make an impact in your document and SmartArt
makes using graphics especially easy.
In this lesson, you will learn how to insert a SmartArt graphic, change the color and
effects of the illustration, and modify it in numerous ways.
 To Insert a SmartArt Illustration:
 Place the insertion point in the document where you want the graphic to appear.
 Select the Insert tab.
 Select the SmartArt command in the Illustrations group. A dialog box appears.

 Select a category on the left of the dialog box and review the SmartArt graphics
that appear in the center.
 Left-click a graphic to select it.

19 | P a g e
  Click OK.
To see more details about a graphic, left-click any image, and a larger version of the
graphic and additional text details will appear on the right side of the dialog box.
 To Add Text to a SmartArt Graphic:
Select the graphic. The first text box is selected. If the task pane on the left of
the graphic is visible, the insertion point appears in it. If the task pane is not
visible, click the arrow to open the task pane.
 Enter text into the task pane fields. The information will appear in the graphic.

OR
 Click X to close the task pane.
 Enter text into the first text box in the graphic.
 Continue to enter text in the text box graphics.
Notice the text you enter automatically resizes to fit inside the box.

 To Add a Shape to a Graphic:

 Selectthe graphic. The SmartArt Tools Design and Format tabs appear on
the Ribbon.
 Select the Design tab.
 Click the Add Shape command in the Graphics group.

20 | P a g e
  Decide where you want the new shape to appear and select one of the shapes
nearby the desired location.
 Select Add Shape Before or Add Shape After. If we wanted to add a superior
or a subordinate, we could select the Above or Below options.
 To Move Shapes Using the Promote or Demote Commands:
 Select the graphic. The SmartArt Tools Design and Format tabs appear on the
Ribbon.
 Select the Design tab.
 Select the shape you would like to move.
 Click the Promote or Demote commands in the Create Graphic group.
The Promote and Demote commands allow you to move shapes and really customize
the graphic, rather than having to use the predefined default illustration.

 To Change the Graphic Style:

 Select the graphic. The SmartArt Tools Design and Format tabs appear on the
Ribbon.
 Select the Design tab.
 Left-click a style to select it.

 To Insert a Picture:
 Place your insertion point where you want the image to appear.
 Select the Insert tab.
 Click the Picture command in the Illustrations group. The Insert Picture dialog
box appears.
 Select the image file on your computer.
 Click Insert and it will appear in your document.

21 | P a g e
Left-click a corner sizing handle, and while holding down the mouse button, resize
the image. The image retains its proportions.

 To Wrap Text Around an Image:

 Select the image.

 Select the Picture Tools Format tab.
 Click the Text Wrapping command in the Arrange group.
 Left-click a menu option to select it. In this example, we selected Tight.
 Move the image around to see how the text wraps for each setting.
 The Position button has pre-defined text wrapping settings. The Position
button is to the left of the Text Wrapping button.
 Click the Position button and a drop down list of text wrapping options
will appear. Hover over an option to see what it does.

If you can’t get your text to wrap the way you wish, click the Text
Wrapping command and select More Layout Options from the menu. You can make
more precise changes in the Advanced Layout dialog box that appears.

 Crop an Image:
 Select the image.
 Select the Format tab.
 Click the Crop command. The black cropping handles appear.
 Left-click and move a handle to crop an image.
 Click the Crop command to deselect the crop tool.

22 | P a g e
 Corner handles will crop the image proportionally.

 To Compress a Picture:
 Select the picture.
 Select the Format tab.
 Click the Compress Pictures command in the Adjust group.
 Click the Options button to access the Compression Setting dialog box.
 Choose the target output.
 Change any of the default picture settings you wish.
 Click OK in the Compression Settings dialog box.
 Click OK in the Compress Pictures dialog box.

You need to monitor the file size of your images and documents that include images,
especially if you send them via email. Cropping and resizing an image doesn’t
decrease the image file size, but compression does.
 Other Picture Tools
There are many other things you can do to modify a picture. From the Format tab,
some of the other useful commands include:
 Change Picture command: Select a new picture from your computer.
 Reset Picture command: Revert to original image.
 Brightness command: Adjust the brightness of the image.
 Color command: Adjust the contrast of the image from light to dark.
 Recolor command: Modify the color in a variety of ways including Black and
white, sepia, pink, purple, and more.

23 | P a g e
  To Change the Shape of a Picture:
 Select the picture.
 Select the Format tab.
 Click the Picture Shape icon. A menu appears.
 Left-click a shape to select it.

 To Apply a Picture Style:

 Select the picture.
 Select the Format tab.
 Click the More drop-down arrow to display all the picture styles.
 Hover over a picture style to display a Live Preview of the style
 Left-click a style to select it.
 To Add a Border to a Picture Manually:
 Select the picture.
 Select the Format tab.
 Left-click the Picture Border command and select a color.
OR
Select Weight from the menu and choose a line weight.

2.3 Working with Tables

A table is a grid of cells arranged in rows and columns. Tables can be customized and
are useful for various tasks such as presenting text information and numerical data.
In this lesson, you will learn how to convert text to a table, apply table styles, format
tables, and create blank tables.

24 | P a g e
 .
 To Convert Existing Text to a Table:
 Select the text you wish to convert.
 Select the Insert tab.
 Click the Table command.
 Select Convert Text to Table from the menu. A dialog box appears.
 Choose one of the options in the Separate text at: section. This is how
Word knows what text to put in each column.
 Click OK. The text appears in a table.
 To Add a Row Above an Existing Row:

Place the insertion point in a row below the location you wish to add a row.

 Right-click the mouse. A menu appears.
 Select Insert Insert Rows Above.
A new row appears above the insertion point.

You can also add rows below the insertion point. Follow the same steps, but select
Insert Rows Below from the menu.
 To Add a Column:
 Place the insertion point in a column adjacent to the location you wish
the new column to appear.
 Right-click the mouse. A menu appears.

25 | P a g e
  Select Insert Insert Columns to the Left or Insert Columns to the
Right. A new column appears.
 To Delete a Row or Column:
 Select the row or column.
 Right-click your mouse and a menu appears.
 Select Delete Columns or Delete Rows.
 To Apply a Table Style:
 Select the table. A Table Tools Design tab now appears on the Ribbon.
 Select the Design tab to access all the Table Styles and Options.
 Click through the various styles in the Table Styles section.
 Left-click a style to select it. The table style will appear in the document.
You can modify which table styles are displayed. In the Table Styles Options you
can select and deselect various table options. For example, you can select Banded
Rows and only tables with banded rows will appear in the Tables Styles section.
You can manually change the table border or shading, change line weight, or erase part
of the table.

 To Insert a Blank Table:

 Place your insertion point in the document where you want the table to
appear.
 Select the Insert tab.
 Click the Table command.
 Drag your mouse over the diagram squares to select the number of
columns and rows in the table.
 Left-click your mouse and the table appears in the document.
 Enter text into the table.

 Modify a Table Using the Layout Tab

When you select a table in Word 2007, Design and Layout tabs appear
under Table Tools on the Ribbon. Using commands on the Layout tab you can make a
variety of modifications to the table such as:
 Adding and deleting columns,
 Adding and deleting rows,

26 | P a g e
  Changing the cell size,
 Aligning cell text,
 Changing text direction,
 Merging and splitting cells,
 And More.

Assembling Documents with Mail Merge Printing

Introduction
Mail merge is a useful tool that will allow you to easily produce multiple letters, labels,
envelopes and more using information stored in a list, database, or spreadsheet. In this
lesson, you will learn how to use the mail merge wizard to create a data source and a
form letter, and explore other wizard features. Additionally, you will learn how to use
the Ribbon commands to access the mail merge tools outside of the wizard.

 To Use Mail Merge:

 Select the Mailings on the Ribbon.
 Select the Start Mail Merge command.
 Select Step by Step Mail Merge Wizard.

The Mail Merge task pane appears and will guide you through the six main steps to
complete a mail merge. You will have many decisions to make during the process. The
following is an example of how to create a form letter and merge the letter with a data
list.
 Steps 1-3
Choose the type of document you wish to create. In this example,

select Letters.
 Click Next: Starting document to move to Step 2.
 Select Use the current document.
 Click Next: Select recipients to move to Step 3.

27 | P a g e
 Select the Type a new list button.
 Click Create to create a data source. The New Address List dialog box
appears.
o Click Customize in the dialog box. The Customize Address List dialog
box appears.
o Select any field you do not need and click Delete.
o Click Yes to confirm that you wish to delete the field.
o Continue to delete any unnecessary fields.
o Click Add. The Add Field dialog box appears.
o Enter the new field name.
o Click OK.
o Continue to add any fields necessary.
o Click OK to close the Customize Address List dialog box.
To Customize the New Address List:
 Enter the necessary data in the New Address List dialog box.
 Click New Entry to enter another record.
 Click Close when you have entered all your data records.
 Enter the file name you wish to save the data list as.
 Choose the location you wish to save the file.
 Click Save. The Mail Merge Recipients dialog box appears and displays all
the data records in the list.
 Confirm the data list is correct and click OK.
 Click Next: Write your letter to move to Step 4.
 Steps 4-6
 Write a letter in the current Word document, or use an open, existing
document.
 To Insert Recipient Data from the List:
o Place the insertion point in the document where you wish the information
to appear.
o Select Address block, Greeting line, or Electronic postage from the task
pane. A dialog box with options will appear based on your selection.

28 | P a g e
 OR
o Select More Items. The Insert Merge Field dialog box will appear.
o Select the field you would like to insert in the document.
o Click Insert. Notice that a placeholder appears where information from
the data record will eventually appear.
o Repeat these steps each time you need to enter information from your data
record.
 Click Next: Preview your letters in the task pane once you have
completed your letter.
 Preview the letters to make sure the information from the data record
appears correctly in the letter.
 Click Next: Complete the merge.
 Click Print to print the letters.
 Click All.
 Click OK in the Merge to Printer dialog box.
 Click OK to send the letters to the printer.

The Mail Merge wizard allows you to complete the mail merge process in a variety of
ways. The best way to learn how to use the different functions in Mail Merge is to try
to develop several of the different documents -- letters, labels, envelopes -- using the
different types of data sources

2.3 Printing Document

Once you complete your document, you may want to print it for various reasons. This
lesson covers the three basic features of printing in Word including Print
Preview, Quick Print, and traditional Print.

29 | P a g e
  To Preview the Document Before Printing:
Click the Microsoft Office Button.

 Select Print Print Preview. The document opens in Print Preview format.
 Click Print to print the document or Close Print Preview to exit the
preview format and make changes to the document.
In Print Preview format, you can do many tasks including:
 Modify the margins
 Change page orientation
 Change the page size
 Zoom in and out to view various parts of the document
 View multiple pages
 Access Word Options to change many Word settings
 And more

3. Introduction to Spread Sheet Management

A spreadsheet is an important tool where information is arranged in columns and
rows. Spreadsheets let you store, control, analyze, and present data or information in a
grid-like structure called a worksheet. Spreadsheets were developed to replace traditional
paper based systems because they reduce mistakes and boring repetitive activities.
Examples of spreadsheet software include Lotus 1-2-3, Visi Calc, Super Calc, Multi Plan,
Qattro Pro and MS-Excel.
 Uses of Spreadsheets
􀁠 To perform calculations, ranging from simple to complex.
􀁠 To do planning and decision making
􀁠 For managing and reporting on money related tasks
􀁠 To present data graphically
7.3.1 Identifying Spread Sheet Management Basics
The work you do in Excel is performed in a workbook file, which appears in its
own window. You can have as many workbooks open as you need. By default, Excel
2007 workbooks use an XLSX file extension. Each workbook is comprised of one or
more worksheets, and each worksheet is made up of individual cells. Each cell contains a
value, a formula, or text. A worksheet also has an invisible draw layer, which holds
charts, images, and diagrams. Each worksheet in a workbook is accessible by clicking the
tab at the bottom of the workbook window. In addition, workbooks can store chart sheets.
A chart sheet displays a single chart and is also accessible by clicking a tab. Newcomers

30 | P a g e
to Excel are often intimidated by all the different elements that appear within Excel’s
window. Once you become familiar with the various parts, it all starts to make sense.
Getting started with Excel 2007 you will notice that there are many similar features
to previous versions. You will also notice that there are many new features that you’ll be
able to utilize. There are three features that you should remember as you work within
Excel 2007: the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon.
The function of these features will be more fully explored below.

 Spreadsheets
A spreadsheet is an electronic document that stores various types of data. There
are vertical columns and horizontal rows. A cell is where the column and row
intersect. A cell can contain data and can be used in calculations of data within the
spreadsheet. An Excel spreadsheet can contain workbooks and worksheets. The
workbook is the holder for related worksheets.

 Microsoft Office Button

The Microsoft Office Button performs many of the functions that were located in
the File menu of older versions of Excel. This button allows you to create a new
workbook, Open an existing workbook, save and save as, print, send, or close.

 Ribbon
The ribbon is the panel at the top portion of the document It has seven tabs:
Home, Insert, Page Layouts, Formulas, Data, Review, and View. Each tab is divided
into groups. The groups are logical collections of features designed to perform

31 | P a g e
 function that you will utilize in developing or editing your Excel spreadsheets.

Commonly utilized features are displayed on the Ribbon. To view additional features
within each group, click the arrow at the bottom right corner of each group.

 Home: Clipboard, Fonts, Alignment, Number, Styles, Cells, Editing

 Insert: Tables, Illustrations, Charts, Links, Text

 Page Layouts: Themes, Page Setup, Scale to Fit, Sheet Options, Arrange

 Formulas: Function Library, Defined Names, Formula Auditing, Calculation

 Data: Get External Data, Connections, Sort & Filter, Data Tools, Outline

 Review: Proofing, Comments, Changes

 View: Workbook Views, Show/Hide, Zoom, Window, Macros

Quick Access Toolbar

The quick access toolbar is a customizable toolbar that contains commands that you
may want to use. You can place the quick access toolbar above or below the ribbon. To
change the location of the quick access toolbar, click on the arrow at the end of the
toolbar and click Show Below the Ribbon.

32 | P a g e
You can also add items to the quick access toolbar. Right click on any item in the Office
Button or the Ribbon and click Add to Quick Access Toolbar and a shortcut will be
added.
 Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar. This is a floating toolbar that
is displayed when you select text or right-click text. It displays common formatting
tools, such as Bold, Italics, Fonts, Font Size and Font Color.

7.3.2 Working with Work Sheet

Excel allows you to move, copy, and paste cells and cell content through cutting and
pasting and copying and pasting.
 Select Data
To select a cell or data to be copied or cut:
 Click the cell

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

33 | P a g e
  Select a Row or Column
To select a row or column click on the row or column header.

 Copy and Paste

To copy and paste data:

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

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

 Select the cell(s) where you would like to copy the data
 On the Clipboard group of the Home tab, click Paste

34 | P a g e
  Cut and Paste
To cut and paste data:
 Select the cell(s) that you wish to copy
 On the Clipboard group of the Home tab, click Cut
 Select the cell(s) where you would like to copy the data
 On the Clipboard group of the Home tab, click Paste

 Undo and Redo

To undo or redo your most recent actions:

 On the Quick Access Toolbar

 Click Undo or Redo

 Auto Fill
The Auto Fill feature fills cell data or series of data in a worksheet into a selected
range of cells. If you want the same data copied into the other cells, you only need to
complete one cell. If you want to have a series of data (for example, days of the week)
fill in the first two cells in the series and then use the auto fill feature. To use the Auto
Fill feature:
 Click the Fill Handle
 Drag the Fill Handle to complete the cells
 Insert Cells, Rows, and Columns
To insert cells, rows, and columns in Excel:

 Place the cursor in the row below where you want the new row, or in the
column to the left of where you want the new column
 Click the Insert button on the Cells group of the Home tab
 Click the appropriate choice: Cell, Row, or Column

35 | P a g e
 Delete Cells, Rows and Columns
To delete cells, rows, and columns:
 Place the cursor in the cell, row, or column that you want to delete
 Click the Delete button on the Cells group of the Home tab
 Click the appropriate choice: Cell, Row, or Column

 Find and Replace

To find data or find and replace data:

 Click the Find & Select button on the Editing group of the Home tab
 Choose Find or Replace
 Complete the Find What text box
 Click on Options for more search options

 Go To Command
The Go To command takes you to a specific cell either by cell reference (the
Column Letter and the Row Number) or cell name.

 Click the Find & Select button on the Editing group of the Home tab

36 | P a g e
  Click Go To

 Spell Check
To check the spelling:
 On the Review tab click the Spelling button

 Convert Text to Columns

Sometimes you will want to split data in one cell into two or more cells. You can do
this easily by utilizing the Convert Text to Columns Wizard.

 Highlight the column in which you wish to split the data

 Click the Text to Columns button on the Data tab
 Click Delimited if you have a comma or tab separating the data, or click fixed
widths to set the data separation at a specific size.

37 | P a g e
 Modify Fonts
Modifying fonts in Excel will allow you to emphasize titles and headings. To modify
a font:
 Select the cell or cells that you would like the font applied
 On the Font group on the Home tab, choose the font type, size, bold, italics,
underline, or color

 Format Cells Dialog Box

In Excel, you can also apply specific formatting to a cell. To apply formatting to a
cell or group of cells:

 Select the cell or cells that will have the formatting

 Click the Dialog Box arrow on the Alignment group of the Home tab

There are several tabs on this dialog box that allow you to modify properties of the cell or
cells.

38 | P a g e
  Number: Allows for the display of different number types and decimal places

 Alignment: Allows for the horizontal and vertical alignment of text, wrap text,
shrink text, merge cells and the direction of the text.

 Font: Allows for control of font, font style, size, color, and additional features

 Border: Border styles and colors

 Fill: Cell fill colors and styles
 Add Borders and Colors to Cells
Borders and colors can be added to cells manually or through the use of styles. To
add borders manually:
 Click the Borders drop down menu on the Font group of the Home tab
 Choose the appropriate border
 To apply colors manually:
 Clickthe Fill drop down menu on the Font group of the Home tab
 Choose the appropriate color

 To apply borders and colors using styles:

 ClickCell Styles on the Home tab
 Choose a style or click New Cell Style
 Change Column Width and Row Height
To change the width of a column or the height of a row:
 Click the Format button on the Cells group of the Home tab
 Manually adjust the height and width by clicking Row Height or Column Width
 To use AutoFit click AutoFit Row Height or AutoFit Column Width

39 | P a g e
 Hide or Unhide Rows or Columns
To hide or unhide rows or columns:
 Select the row or column you wish to hide or unhide
 Click the Format button on the Cells group of the Home tab
 Click Hide & Unhide

 Merge Cells
To merge cells select the cells you want to merge and click the Merge & Center
button on the Alignment group of the Home tab. The four choices for merging cells
are:
 Merge & Center: Combines the cells and centers the contents in the new, larger
cell
 Merge Across: Combines the cells across columns without centering data
 Merge Cells: Combines the cells in a range without centering
 Unmerge Cells: Splits the cell that has been merged

40 | P a g e
 Align Cell Contents
To align cell contents, click the cell or cells you want to align and click on the options
within the Alignment group on the Home tab. There are several options for alignment
of cell contents:

 Top Align: Aligns text to the top of the cell

 Middle Align: Aligns text between the top and bottom of the cell

 Bottom Align: Aligns text to the bottom of the cell

 Align Text Left: Aligns text to the left of the cell

 Center: Centers the text from left to right in the cell

 Align Text Right: Aligns text to the right of the cell

 Decrease Indent: Decreases the indent between the left border and the text

 Increase Indent: Increase the indent between the left border and the text

 Orientation: Rotate the text diagonally or vertically

 Format Worksheet Tab

You can rename a worksheet or change the color of the tabs to meet your needs.
To rename a worksheet:

 Open the sheet to be renamed

 Click the Format button on the Home tab

41 | P a g e
  Click Rename sheet
 Type in a new name
 Press Enter
 To change the color of a worksheet tab:
 Open the sheet to be renamed
 Click the Format button on the Home tab
 Click Tab Color
 Click the color

 Reposition Worksheets in a Workbook

To move worksheets in a workbook:

 Open the workbook that contains the sheets you want to rearrange
 Click and hold the worksheet tab that will be moved until an arrow appears in
the left corner of the sheet
 Drag the worksheet to the desired location

 Insert and Delete Worksheets

To insert a worksheet

 Open the workbook

 Click the Insert button on the Cells group of the Home tab
 Click Insert Sheet

42 | P a g e
 To delete a worksheet
 Open the workbook
 Click the Delete button on the Cells group of the Home tab
 Click Delete Sheet

 Copy and Paste Worksheets:

To copy and paste a worksheet:
 Click the tab of the worksheet to be copied
 Right click and choose Move or Copy
 Choose the desired position of the sheet
 Click the check box next to Create a Copy
 Click OK
3.2 Creating Formulas and Auditing Work Book
Excel Formulas
A formula is a set of mathematical instructions that can be used in Excel to perform
calculations. Formals are started in the formula box with an = sign.

 There are many elements to and excel formula.

 References: The cell or range of cells that you want to use in your calculation
 Operators: Symbols (+, -, *, /, etc.) that specify the calculation to be performed

43 | P a g e
  Constants: Numbers or text values that do not change
 Functions: Predefined formulas in Excel

 To create a basic formula in Excel:

 Select the cell for the formula

 Type = (the equal sign) and the formula

 Click Enter

 Calculate with Functions

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

 Sum: Adds all cells in the argument

 Average: Calculates the average of the cells in the argument
 Min: Finds the minimum value
 Max: Finds the maximum value
 Count: Finds the number of cells that contain a numerical value within a range of
the argument
 To calculate a function:
 Click the cell where you want the function applied
 Click the Insert Function button
 Choose the function
 Click OK
 Complete the Number 1 box with the first cell in the range that you want
calculated
 Complete the Number 2 box with the last cell in the range that you want
calculated

44 | P a g e
 Functions Library
The function library is a large group of functions on the Formula Tab of the Ribbon.
These functions include:
 AutoSum: Easily calculates the sum of a range
 Recently Used: All recently used functions
 Financial: Accrued interest, cash flow return rates and additional financial
functions
 Logical: And, If, True, False, etc.
 Text: Text based functions
 Date & Time: Functions calculated on date and time
 Math & Trig: Mathematical Functions

 Relative, Absolute and Mixed References

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

45 | P a g e
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.

 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".
7.3.4 Retrieving, Managing, Validating, analysing and
summarizing
 Data
Sorting and Filtering allow you to manipulate data in a worksheet based on given set of
criteria.
 Basic Sorts
To execute a basic descending or ascending sort based on one column:
 Highlight the cells that will be sorted
 Click the Sort & Filter button on the Home tab
 Click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button

 Custom Sorts
To sort on the basis of more than one column:

 Click the Sort & Filter button on the Home tab

 Choose which column you want to sort by first
 Click Add Level
 Choose the next column you want to sort
 Click OK

46 | P a g e
 Filtering
Filtering allows you to display only data that meets certain criteria. To filter:

 Click the column or columns that contain the data you wish to filter
 On the Home tab, click on Sort & Filter
 Click Filter button
 Click the Arrow at the bottom of the first cell
 Click the Text Filter
 Click the Words you wish to Filter
 To clear the filter click the Sort & Filter button
 Click Clear

3.3 Print preview and Printing

Set Print Titles
The print titles function allows you to repeat the column and row headings at the
beginning of each new page to make reading a multiple page sheet easier to read when
printed. To Print Titles:

 Click the Page Layout tab on the Ribbon

 Click the Print Titles button
 In the Print Titles section, click the box to select the rows/columns to be repeated

47 | P a g e
  Select the row or column
 Click the Select Row/Column Button
 Click OK

 Create a Header or Footer

To create a header or footer:

 Click the Header & Footer button on the Insert tab

 This will display the Header & Footer Design Tools Tab
 To switch between the Header and Footer, click the Go to Header or Go to
Footer button

 To insert text, enter the text in the header or footer

 To enter preprogramed data such as page numbers, date, time, file name or sheet
name, click the appropriate button
 To change the location of data, click the desired cell

48 | P a g e
 Set Page Margins
To set the page margins:

 Click the Margins button on the Page Layout tab

 Select one of the give choices, or

 Click Custom Margins

 Complete the boxes to set margins
 Click Ok

 Change Page Orientation

To change the page orientation from portrait to landscape:

 Click the Orientation button on the Page Layout tab

 Choose Portrait or Landscape

49 | P a g e
 Set Page Breaks
You can manually set up page breaks in a worksheet for ease of reading when the
sheet is printed. To set a page break:

 Click the Breaks button on the Page Layout tab

 Click Insert Page Break

 Print a Range
There may be times when you only want to print a portion of a worksheet. This is
easily done through the Print Range function. To print a range:

 Select the area to be printed

 Click the Print Area button on the Page Layout tab
 Click Select Print Area

50 | P a g e