DIPLOMA IN SECRETARIAL STUDIES
ICT, ETHICS & SPREADSHEET NOTES
1. INTRODUCTION TO ICT
ICT (Information and Communication Technology) is the use of computers, networks, internet, software
and communication devices to create, store, process and share information.
Importance of ICT in Office:
- Faster communication
- Proper record keeping
- Faster data processing
- Easy storage and retrieval
- Improved efficiency
- Better decision making
- Secure handling of information
2. COMPONENTS OF ICT SYSTEM
Hardware: Physical parts of a computer (monitor, keyboard, mouse, CPU, printer, scanner).
Software: Programs used to run tasks.
- System software (Windows, Linux)
- Application software (Excel, Chrome)
Data: Raw facts entered into the computer.
Peopleware: Users of ICT systems.
Procedures: Rules and steps followed when using ICT systems.
3. COMPUTER HARDWARE (BASIC)
Input Devices: Keyboard, mouse, scanner, microphone, webcam.
Output Devices: Monitor, printer, speakers, projector.
Storage Devices: Hard disk, SSD, flash disk, memory card, CD/DVD.
4. COMPUTER SOFTWARE
System Software: Controls hardware (Operating systems, utilities).
Application Software: Used for tasks (Microsoft Excel, browser, accounting software).
5. OPERATING SYSTEM (OS)
Functions:
- File management
- Memory management
- Running applications
- Device management
- Security control
- User interface provision (GUI)
Examples: Windows 10/11, Android, Linux.
6. INTERNET & COMMUNICATION
Internet is a worldwide connection of networks for sharing information.
Uses:
- Research
- Email communication
- Online banking
- Social media marketing
- Cloud storage
- Online meetings
Email terms: Inbox, Draft, Sent, CC, BCC, Attachments, Spam.
7. DATA MANAGEMENT & STORAGE
File: stored information (spreadsheet, image, pdf).
Folder: container that stores files.
Extensions: .xlsx, .pdf, .jpg/.png, .txt.
Backup: making a copy of data for safety.
Types: Full backup, Incremental backup, Cloud backup.
8. COMPUTER SECURITY (ICT)
Computer security is protection of data, hardware and software against threats.
Threats:
- Virus
- Worm
- Trojan
- Spyware
- Phishing
- Hacking
- Ransomware
Security measures:
- Antivirus installation
- Password protection
- Firewalls
- Data encryption
- Regular updates
- User access levels
- Regular backups
9. COMPUTER ETHICS
Computer ethics are rules and moral principles guiding responsible use of ICT.
Ethical issues:
- Unauthorized access to files
- Sharing confidential data
- Piracy
- Plagiarism
- Cyberbullying
- Misuse of office systems
Unethical practices:
- Using company computer for illegal downloads
- Changing records without permission
- Hacking accounts
- Installing cracked software
- Spreading viruses deliberately
Importance of ICT Ethics:
- Protects privacy
- Prevents cybercrime
- Promotes professionalism
- Improves trust and accountability
Cyber laws include: copyright laws, data protection laws, computer misuse laws, anti-fraud laws.
Intellectual property rights protect original work such as software, music, books and digital content.
Forms: copyright, patents, trademarks.
10. SPREADSHEET PACKAGE (MICROSOFT EXCEL)
Spreadsheet is an electronic worksheet used for calculations, analysis and data storage using rows and
columns.
Uses:
- Payroll preparation
- Budgeting
- Stock control
- Sales analysis
- Graphs and charts
- Financial reports
Basic terms:
Workbook: Excel file
Worksheet: sheet inside workbook
Row: horizontal line
Column: vertical line
Cell: intersection of row and column (A1)
Range: group of cells (A1:A10)
Formula: calculation expression
Function: built-in formula (SUM, AVERAGE)
Excel interface components:
Title bar, Ribbon, Formula bar, Name box, Sheet tabs, Status bar.
Data types:
Text, Numbers, Dates, Currency, Percentage.
Formatting:
Bold, underline, font size, borders, shading, merge & center, wrap text, alignment, number formatting.
11. FORMULAS AND FUNCTIONS
Formula rules:
- Must start with =
- Use cell references
- Use operators (+ - * /)
Operators: +, -, *, /, ^, %
Common functions:
SUM: =SUM(A1:A10)
AVERAGE: =AVERAGE(A1:A10)
MAX: =MAX(A1:A10)
MIN: =MIN(A1:A10)
COUNT: =COUNT(A1:A10)
COUNTA: =COUNTA(A1:A10)
12. CELL REFERENCES
Relative reference changes when copied (A1).
Absolute reference does not change when copied ($A$1).
Mixed reference: one part fixed ($A1 or A$1).
13. SORTING AND FILTERING
Sorting arranges data (ascending or descending).
Filtering displays specific records based on criteria.
14. CHARTS AND GRAPHS
Uses: presentation of data, easy comparison, decision making.
Types: Column, Bar, Pie, Line.
15. PRINTING IN EXCEL
Print setup: orientation, margins, scaling, print area, print titles, page breaks.
16. DATA VALIDATION
Restricts what can be entered in a cell.
17. SPREADSHEET ERRORS
#DIV/0! dividing by zero
#VALUE! wrong data type
#NAME? incorrect function name
#REF! invalid cell reference
#N/A value not available
18. EXAM-STYLE QUESTIONS
ICT:
1. Define ICT.
2. State 5 importance of ICT in office.
3. Differentiate hardware and software.
4. List 5 input and 5 output devices.
5. Explain 4 security measures.
Ethics:
1. Define computer ethics.
2. Give 5 unethical ICT practices.
3. Explain piracy and plagiarism.
4. State 5 reasons why ethics is important.
5. Explain intellectual property rights.
Spreadsheet:
1. Define spreadsheet.
2. Difference between workbook and worksheet.
3. Uses of spreadsheets in an office.
4. Explain absolute and relative referencing.
5. Write Excel formulas for total sales, average marks, highest salary, lowest score.