NTRODUCTION TO COMPUTER Training Notes

What is a computer?
A computer is an electronic device that is capable of accepting data, retrieving data process it and store
it for future reference.
Or
It is an electronic device used to store, input, retrieve output through output device.

ADVANTAGES OF USING COMPUTER:

Speed It works at a high processing speed compared with manual machines.
Accuracy It performs all tasks accurately as long as instruction given by the person are proper.
Complexity It handles very complex calculation within a short time.
Volume It can handle large volumes of data simultaneously.
Tiredness It doesn’t get tired can do the same work repeatedly, speedily and accurately.
Storage Can store large amounts of information, which you can retrieve (get back) when you
want
Versatility Can work in different areas of life e.g. communication as in Internet and E-mail.

DISADVANTAGES OF A COMPUTER.
Price/cost Computer can be quite expensive and cannot be affordable easily by many
Breakdown It can be breakdown like any other machine forcing the user to use manual
methods
Healthy risks Posses great risks especially to the eye, which might be affected due to prolonged
use and if the screen is not properly regulated.
Reduce labour It can reduce labour force leading to unemployment.

Terminology
a) Store This is to make data (save) permanent in the computer memory
b) Output This is to get/obtain a print out on the screen
c) Data This is any information that can be typed in the computer it can be numbers, or letters
d) Processing This refers to the way data is manipulated to turn it into information.
e) Information This refer to data summarized in the in which the user want it so that it is useful.

Qualities of a computer
(i) It is automatic: It can work with minimum human intervention once supplied with data and
instruction.
(ii) Data processor: Processes raw facts and figures to produce information.
(iii) Storage device: It can store information for future reference.
(iv) It’s electrical: It requires some form of power to drive it.

Computer system
Computer system is made up of the following:
1. Hardware
2. Software
3. User/Operator
Keyboard
It s the part that is used to key in data
Parts of the keyboard
Functional keys they are used for shortcuts they start from F1 up to F12
Numerical keys they start from 1 – 10 and are located at the top part of the keyboard.
Typing keys they are the keys that start from A –Z, symbols and numbers of punctuations marks
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Special keys; caps lock used to type characters in uppercase or lower case depending with where t was
before or the vice veser.
Tab key; used for indenting paragraph
Shift key; key that cannot work alone unless it is combined with another key e.g. shift key together with
5 to produce percent (%)
Ctrl key; is the key that cannot work alone unless it is combined with another one. It is for shortcut.
Space bar; it is the longest key in the keyboard, and it is for putting space between letters or words.
Enter key; it is key that is used to move cursor to a new line.
Backspace key; it is used to rub a character towards back
Arrow keys; allow user to move to any direction towards any direction according to the indication of
the arrow.
Additional keys; they includes screen, scroll lock, pause insert etc

SWITCHING ON THE COMPUTER

Steps
- Switch on the main switch
- Switch on the power button on the c.p.u.
- Switch on the monitor power button
- Follow the commands fro the computer.

PROCEDURE OF SWITCHING OFF THE COMPUTER

- Close all the programs that are running
- Click start then shut down /turn off
- When the dialogue box appears, select shut down
- Click ok.
- Switch off the power button on the monitor, then on the c.p.u.
- Lastly switch off on the main switch (wall switch)

HARDWARE
Computer hardware consists of all physical components of a computer hardware equipment forms under
the following categories.
a) Input devices These are the devices that we use to input or key in data. They includes keyboard,
scanner etc
b) Output devices These are the components that display the processed data/information in human
readable forms. They include the screen, printer, speakers and modems.
c) C.P.U (Central Processing Unit) It is also called the system unit it is the heart/brain of a
computer where all processing is done. It is divided into three major parts namely:
I. Control unit (C.U) this is a nerve system of the computer. T gives signals and co-ordinate
all the devices in the computer. It carries instructions and tells the rest of the computer
what to do.
II. Arithmetic & Logic Unit (A. L .U) This is a unit that handles all the arithmetic and logic
procedure i.e. calculations and mathematical manipulations.
III. Main memory It holds current data and instructions.

Main memory is further divided into three parts:

a) Read only memory (ROM) contents of ROM can permanent i.e. a document opened in ROM
can only read but no changes can be made it holds some system fields necessary for the good processor
b) Radom access memory (RAM) this is the computer working area as it holds data and
instructions that are currently in use.
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 Training Notes
Peripheral devices
These are other devices attached to the computer and are used to produce information in other forms
once it has been worked on.
They include scanner, electronics camera, speakers etc.

SOFTWARE
These are set of instructions, n a language known by a computer, which direct the system on what to do.
They are divided into three ways such as:

[Link], They help us to start up the computer and by checking up the system. They were built up
into the C.P.U. during manufacturing.
2. System software They are also called operating system they are used to manage and set up other
application e.g. ms dos ms windows unix etc
4. Application software they help us in making document e.g ms word, ms access ms excel etc

PEOPLE /HUMAN WARE

Constitute the most important requirement of a computer system. Their main work is to operate the
computer whenever necessary. Generally the computer has operators
a) Computer operators; people who have done computer software packages and they known as
operator but not in details
b) Computer programmers; they write programmers and take to the computer to see how they can
work.
c) Computer analyst/ system designers performs the jobs as computer programmers except that
their jobs are detailed and they put also instruction of packages apart from doing programming
work.
Types of the computers
a) Supper computers
b) Main frame
c) Mini computers
d) Micro computers

A) Supper computers;
They were the first type to be invented between 1944-1948 also refers to 1st generation
Characteristics
 Had the highest processing speed
 Were sophisticated thus require expert to operate.
 Were not portable
 They were very expensive

Area of application
 Weather forcasting
 Scientific and research institutions for data analysis and making research findings.

B) Main frame
It is second-generation type of a computer invented in 1950’s. They are also referred to as the 2nd
generation type of computer.
Characteristics
 They are also large computers
 Require expert to operate them
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 Had reduced processing speed slighter than supper

 It is a bit cheaper in price than supper computers
 Were not portable but have reduced size compared to supper computers
Area of application
 Banks
 Airline reservations
 Insurance companies

Mini computers
Characteristics
 They were invented after mainframe computers in 1960’s refers to as the third generation
 Do not require experts to operate anybody with little skill can operate
 Had it price reduced in term of cost than the above two.
 They were portable
 Small in size.

Area of application
 Large and smaller companies
 Learning institutions
 Banks

Microcomputers
They were invented between 1971 – 1978. They are the 4th generation
They are also called personal computers (PC) because they can be used even in a house or a small office.

Characteristics
 Don’t require an expert to operate them
 They are portable due to their small size
 They are cheap in price compared to the other types
 Had the lowest processing speed although the speed was improved later on.

Area of application
Both in small and large office
In large and small institution
Banks, supermarkets etc.

BOOTING
N.B. Booting is the process by which the computer loads system files into the main memory or is a
process of starting up a computer

PRINTER
 This is an output device that is used to print out data/ copy of what is displayed on the screen

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Types of printer
Dot matrix
Characteristics
 It is noisy
 Very slow when working
 It’s the cheapest in term of cost
 Its print out is not clear i.e print letters inform of dots
 It produces its work with one colour (black)

Daisy wheel printer

Characteristics
 It’s noisy though not as dot matrix
 It’s slightly expensive than dot matrix
 The print out quality is a bit better than that of dot matrix
 It is slow in printing

Inkjet printer or DeskJet

Characteristics
 It is faster in printing
 The printout quality good
 It is expensive
 It can print document and picture in colour form.

Laser jet printer

Characteristics
 It is the fastest and its speed can be compared with that of photocopy
 It is very expensive in terms of cost
 It makes the minimal noise
 Produce the best printout quality but with one colour only (black)

Storage devices
Hard disk
Flash disk
Diskette (floppy disk)
C.D.

HARD DISK
This is used to store data permanently in the computer memory

Advantages of using hard disk

It is very secure where a diskette can be spoiled in case it falls in water or fire
It store voluminous data compared to a diskette because of large memory space
It retrieve data very fast compare to diskette which rotate slowly

Advantage of diskette
Portability
Cheep to buy

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Disadvantage
Cannot hold a large volume of work
Can easily be spoiled

PROCESSING
This is the act of manipulating the work into finished work They are two method of processing data

[Link] line processing

This is where data is processed right away within a day, a few minutes or few hours e.g typing a letter
and simple document

2. Batch processing
This is the situation whereby data is accumulated in large quantities and they can be processed after
sometimes e.g. after a day, weeks, months etc e.g. payroll system.

Reasons for storing data

1. For future reference
2. For updating
3. For learning purposes

Types of storage
- Primary storage: it is a type of storage which is not permanent i.e if the power is switched off one can
lose data thus it is called volatile also R.A.M (radom access memory)

Secondary storage
- It is permanent if the power is switched off then one cannot lose the data so easily. It is non-
volatile and is referred to as R.O.M (read only memory)

VIRUS
- The term virus means (vital information resources under siege)
- It is an illegal programme designed to copy itself without the user knowledge.
- They are the programmes that affect the normal functioning of a computer

Ways through which virus can be transmitted

 Use of contaminated diskette
 Pirated software
 Update of software distributed through the Internet or computer network
 Fake games
 Contact with contaminated system.

Symptoms of virus infection

 Graphical quizzical message appearing on the system
 Programs taking too long to open/load
 Disk access taking too long for a simple task
 Unusual error message occurring frequently
 Less memory available than usual
 Programs/files changing size shape and colour for no obvious reasons

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Prevention for virus spreading
 Scan all diskette with anti-virus toolkit program before use e.g. Dr Solomon tool kit, Norton ant
virus
 Avoid pirated software
 Avoid fake games.
N.B. an anti-virus toolkit is a program that is installed into a computer that detects, reports and (heals)
virus. E.g. Notron antivirus, AVG anti virus, PC-cillin etc

HANGING
It is a sudden stop of a computer from normal working.

REASONS FOR HANGING

- Poor connection of cables e.g. position of mouse to be connected to the position of keyboard
- Inadequate power
- Loose connection of cables i.e. power cables
- Loose nut or pin within the monitor or C.P.U.
- Deleting of some files

End 

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 Training Notes

MICROSOFT WINDOW
OPERATING SYSTEM
 It is a set of instruction/programmes that control and co-ordinate the use of a computer system by
other programmes and the user
Or
 It is a set of instructions or commands that generally instruct or govern the computer on how to
perform specific tasks.

Importance of operating system

1) Starting and stopping other programs
2) Keep details of resource used e.g. number of files stores, space occupied available free space
remaining
3) Detect and output errors during operation operating system checks the process of operation and if an
error is detected it is reported to the operator
4) Support multi-programming – it schedules and controls running of the several programmes at the
same time.
5) Installing application programs so that they can fully utelize the available of hardware
6) Providing access and utilization of hardware available on a computer network.
7) Change the way some of the hardware component work e.g. system date and time.
8) Safe and efficient use of component in the computer system
9) It performs files operations on request either differently from the user although an application
programs. This includes creating and renaming folders, saving, retrieving, and printing e.t.c.

Definition of the window

It is a rectangular screen display through when user uses a program that is open to perform tasks on
objects such as folder that opened using an operating system.

PARTS OF A WINDOW
Title Bar: It is the first thick layer at the top part of the window it contains the name of the program
represent the window
If a window represents an operating system its title bar may display the name of the
object such as the folder or drive being accessed and use in the window.
Menue Bar: This usually appears below the tittle bar. A menue is a set of commands for performing
related tasks
The menue bar contains name through which menus can be opened and their command
started e.g file Edit, View etc.
Tool Bar: It contains button representing the frequently used commands with a single mouse click
rather than through the menus in which commands are contained.
Status bar: It’s located at the bottom of the working space & above the task bar. It displays
information about the conditions in the programs. It may indicate the position of the
cursor, or location in a file where the program is set to act.
Task Bar: It is located at the bottom/lowest part of the screen where the start button and the time are
located.
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Working space: it is used to display the content of a file currently being used in the program.

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Training Notes

TYPES OF WINDOWS

ACTIVE WINDOW – This is a window occupying part of the screen and is ready to receive
instructions of data from the user.

IN ACTIVE WINDOW – This is a window occupying part of the screen but whose program is not
ready to receive input from the user, when more than one window is displayed on the screen, only one of
them can be active at any given time.

SIZE OF A WINDOW

MINIMIZED WINDOW – This is a window that is open but t is not in a state of direct access to the
users input. Such a window does not occupy part of the screen, but a button at the task bar represents it.
To display minimized window, click at its button at the task bar.

MAXIMIZED WINDOW – This is a window occupies the entire (whole) screen and is also active. If
other windows are open, they are hidden behind the maximized one.

RESTORED WINDOW - This is a window that occupies part of the screen and has the size and
location it had before it was maximized. If other windows are open, they are partly seen behind the
restored one

DISPLAYING MORE THAN ONE WINDOW ON THE SCREEN

When windows overlap the active window is placed infront of the others. If more than one window is
open on the screen they may overlap so that some are obstructed or partially displayed.
The commands are retrieved from the task bar by right clicking at any empty space on it.

Procedure
Right click at the task bar
Select and click the command from the “pop” up menu that will appear i.e.
Casecade windows
Tile windows horizontally
Tile windows vertically

WINDOW OPERATION CONTROL BUTTONS

____ Minimized button

Maximized button

Restore button

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X Close button

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Training Notes
THE MOUSE
A mouse is an input device that is used to issue commands in windows operating system. It has two to
three buttons it looks like a plastic bar soap with tail that plugs to the back of a computer.

THE MOUSE BUTTONS

A left mouse button it is used for
Selecting by clicking once
Highlighting by clicking, holding down and dragging the mouse
Moving items
Issuing commands

The right mouse button is used for

Retrieving commands or getting information from the computer. A right click at an icon or at any place
displays a “pop up” menu with commands applicable to the particular place or item.

TECHNIQUES OF USING MOUSE

A Click – this means to push / press the mouse button once you can perform a click by quickly pushing
and releasing the mouse button.

A Double Click – This means to push the mouse button twice in rapid successions. If the clicks are not
fast enough, windows will not take it as a double click. A left mouse button is used to open an item or
icon.

DIALOAGUE BOXES
These are electronics form (questionnaires) through which the user inputs data and information for the
computer to complete a task.

SETTING DISPLAY
(i) Changing the background of the computer
Procedure
a) Click the start button
b) Move to settings
c) Move to control pannel and click
d) Double click display
e) Click background tab
f) Under wallpaper, choose and click the desired background
g) Click apply, and then click ok

(ii) Setting the screen saver

Screen saver is a graphic / pictures that comes on after the computer has been idle for a specigied
period of time. Its work s to protect the computer screen.
Procedure
a) Open control pannel

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 b) Double click display
c) Click screen saver box, choose and click the desired screen saver
d) Click preview button
e) Clicks apply and then ok.
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Training Notes

(iii) Setting system date and time

Procedure
a) Click on start button
b) Move to setting
c) Click on control pannel double click date and time
d) The current date and time will be displayed on the screen
e) Make the adjustment you want to make on date and time
f) Clicks apply and then ok
g) Close the window using the close button i.e. (x)

CREATING FOLDERS
Folders are memory locations set apart for the storage of particular files
Thy can be created using windows explorer or by right clicking at the desktop.

Procedure
 Click on start
 Point to programs
 Select and click window explorer
 Click on file menu
 Point to new, point to folder and click – a new folder will be created at the right side with a
temporary name (e.g new folder1, new folder 2 etc)
 Type in the name you would like to give the folder then press enter from the key board.

CREATING A FOLDER AT THE DESKTOP

 Right click at an empty place at the desktop
 A “pop up” menu will appear
 Point to new, then folder and click
 A folder will be created with a temporaly name.
 Type the name of the folder then press enter key from the key board

CREATING SUB-FOLDER
This involve creating folder in a folder / putting folder in a folder
 Double click the folder in which you want to create a sub folder
 Click on file menu point to new then folder and click once
 Type in the name of the sub folder
 Press enter from the keyboard.

CREATING A FILE
A file is a collection of certain related information stored on a disk
Procedure
 Open the source programme e.g. Ms Word, paint, Notepad, etc.
 Type in some information
 Click on file menu

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  Select and click save from the menu that appears
 Complete the dialogue box by filling in the file name, and then place were the date is to be
stored. Then click OK.
Saving is the process of transferring data from the main memory to the permanent storage.
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PUTTING A FILE INTO A FOLDER

 Open a source program and type in it
 From the file menu select save command and click
 Save will appear on a dialogue box
 Select and open the folder to keep the file
 Click on save.

RENAMING A FOLDER /FILE

This involves changing the name of a folder
 Click on the folder that you want to rename
 Click on the file menu
 Select /click on rename
 Type in the new name then press enter from the keyboard

COPYING A FILE OR A FOLDER

This involve dublicating a file or a folder (making many copies of a file / folder)

Procedure
Select the folder to be duplicated by clicking at it once.
Click on edit menu
Click on copy command
Locate the destination (the place where the copy will be made)
Click on edit then paste.

MOVING A FILE /FOLDER

This involves moving a file or a folder from one place to another. The objects is completely moved
from the original place to a new destination

Procedure
Select the file / folder to be moved
Click on edit, and then cut
Locate the destination (the place where the file / folder is to be moved to) in another folder or drive etc

DELETING A FILE OR A FOLDER

This is putting a file / folder into the recycle bin. The recycle bin is the place where all deleted
files/folders are stored.

Procedure
Select the item to be deleted clicking at it once
1. Click on the file menu
2. Click on delete
3. Click yes from the dialogue box that appears
OR
1. Select the item to be deleted by clicking at it once
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2. Press delete key from the keyboard
3. Select and click yes from the dialogue box that appears.

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Training Notes

RESTORING A FILE OR A FOLDER

This is the process of recovering deleted files / folders. A restored file /folder is taken back to the place
it was before deletion.

Procedure
1. From the desktop, double click the recycle bin icon
2. Select the file / folder that you want to restore by clicking at it once
3. Click on file menu, point to restore and click.
4. The folder will be restored back to the place it was before it was deleted.

USING THE RECYCLE BIN

This is the storage of all deleted items.
Incase you want to completely destroy/delete an item, first put it in the recycle bin, then select it by
clicking on it once, then press delete from the keyboard. The item will be deleted completely such that
it can never be restored back

FINDING FILES
This helps to easily located a file/ document, which you cannot remember the place it was created but
you can remember part of it.

Procedure
 Click start
 Point to search/find
 Point and click for files / folder
 Fill the dialogue box (by typing in the name of the folder/file) or words or phrases in which
document that you are looking for.
 File/folders found will be displayed on the right side.
 This will help you to locate the file /folder that you were looking for.

CREATING SHORTCUTS
A shortcut is an icon that is linked to an item on your computer network such as a program, a document,
a printer, a drive etc. When you double click at a shortcut it open the item. These are quicker ways to
open the programs and documents you use most often without searching through the menus or windows
to find them.

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MICROSOFT WORD

TRAINIG NOTES

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 Training Notes

MICROSOFT WORD
Microsoft word is an application program that falls under the category of text editing. It is ideal for text
manipulation i.e. creating, formatting and editing of document. These classes of programs are called
word processors.

TO START / LOAD MS WORD

Click start
Point to programs
Point to Microsoft Word and click

OR
Double click on the Microsoft Word at the desktop.

FEATURES IN A WORD WINDOW

TITLE BAR – It’s the first thick strip at the top of the window. It contains the name of a program
represented by the window. Whenever a new word or document is open; word gives it a temporaly
default name – document 1 or document 2 etc. The name will change when you save the document and
give it the name of your choice.

MENUE BAR – This usually appears below the title bar. The menu bar contains through which menus
can be open (by clicking at them) and their commands start e.g. File, Edit, View etc. the commands are
grouped under these menus

TOOL BAR – It contains button representing the frequently used commands. The buttons are used to
quickly start commands with a single mouse click rather than going through the menus in which
commands are contained
To obtain a toolbar, click on view menu
Point to tool bars
Select a toolbar then click on it
The commonly used tool bars are: the standard toolbar, the formatting toolbar, drawing bar etc.

WORKING SPACE – It is used to display the content of a file currently being used in the program.

THE STATUS BAR – This is usually at the bottom of the working space and above task bar. It display
information about the condition of a program e.g. application program window the status bar may
indicate the position of the cursor or the location in a file where the programs set to act.

SCROLL BAR – This are the vertical or horizontal that appears if the number of an object in a window,
cannot fit in one display of the working area. The vertical scroll bar is at the right edge of the working
area while the horizontal appears at the bottom. They are used to take out of view some contents or
objects currently in view in order to give a room to display others.

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TASK BAR – This is the lowest part of the screen where the start button and the time are located.

RULERS: -M s word provided the user with vertical and horizontal on screen rulers that helps the user
position text or objects in the right position. If the ruler is not visible on the screen, click on view menu
then click ruler from the drop-down list. The rulers will be displayed.

WINDOW OPERATION CONTROL BUTTON

These include the minimized, maximized, restore and close buttons. They are used to change the size of
(re-size) a window

CREATING DOCUMENT
When you start a new document, you will see a blicking vertical bar called the insertion point (cursor)
this is the place where text is inserted as you type.

Saving a new document

From the file menu, click save or save as or simply click the save button on the standard toolbar.

Opening and existing document

From the file menu, click open command or on the Standard toolbar, click the open button.
Alternatively, press Ctrl + O Keys together on the keyboard. From the dialogue box, select drive or
folder where the file is saved. In the file menu box, type or select the name of the document you want to
open. Then click the open button.

Closing a document
Click on file menu
Choose close or click the close button (X)

To exit from Ms Word, click file menu, click exit command or press Alt + f4 keys.

FORMATING A DOCUMENT
Formating refers to applying various styles or features to chance the document’s appearance. You can
format text, a paragraph or a page.

When you want to carry out an operation on a certain section of your text, there is need to select it first.
Selecting text using the mouse.
 Double click to select one word
 Select a line by clicking on the document margin at the left of the line.
 To select paragraph, double click on the document margin at the left of the paragraph.
 To select the entire document, hold down Ctrl Key and click anywhere in the left margin or click
edit menu then select all
 Click at the beginning of the text, drag the mouse then drop at the end of selection.

Selecting text using the keyboard

Place the insertion point at the start of the text, hold down Shift Key and press the right arrow
To select a document, hold down the Ctrl key and press A.
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Training Notes

To change the font type, style and size

 Select text
 Go to format menu and Click font
 Click font tab on the dialogue box that appear
 Select font type, style and size you want
 The preview box below displays the carious option as you change
 Then click OK.

Or by use of formatting toolbar

 Select text
 To change the font, click the drop-down arrow on the font box and select font type e.g Tahoma
 To change the font size, click the font size drop-down e.g 14, 16, 24 etc.
 Select and click the style desired i.e bold, italic, etc.

Changing font colour

 Select the text
 Go to format menu and click
 Click the font
 Click font tab on the dialogue box that appears
 Click on the drop-down arrow on the font colour box
 Select and click the font colour you want
 The preview box below displays the various options as you change then click OK.
Or
Use the font colour icon on the formatting toolbar by clicking at the drop-down and select the font
colour you want.

Underlining text
 Select the text, and then click format
 Click font and go to underline style box
 Select the style of underlining you want, and then click OK.
Or
Select the text
For single underlining click the underline icon (U) on the formatting toolbar.

Special effect
These include: strike through, double strike through, superscript, subscript, outline etc
 Select the text and then click format
 Under format click font
 Under effects, select the text appearance desire.
 Click OK.

Text effect
 This involves animating (adding movements) to the text
 Select the text and click format
 Click font and text effects tab
 Select by clicking the desired animation e.g. shimmer etc and click OK.

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Align texts
This involves animating (adding movements) the text
 Select text and click format
 Click font
 Click on ext effect tab
 Select by clicking the desired animation e.g. shimmer etc then click OK.
Indentation
To indent is to move the text away from the margins, some few spaces towards the inside of a page.
 Select the text and click format
 Click paragraph
 Click indents and spacing tab
 Under indentation, type the required paragraph indentation
 Click OK.
Or
Use the increase or decrease indent tools in the standard toolbar.
Change line spacing
 This involves increasing or decreasing the spaces between the lines in a paragraph.
 Select the text and click format
 Click paragraph
 Click indents and spacing tab
 Under line spacing, select the desired option
 Click OK.

Bullets and numbering

This is used to put emphasis on points or to number a list
 Select the text and Click format
 Move to bullets and numbering and click
 Choose and click the type of bullet or numbering required
 Click OK.
Or
Select the bullets or numbering icon on the formatting toolbar.

Converting Case
 This is changing text to either upper case (capital letters) or lower case (small letters)
 Select the text and click format
 Click change case
 Select and click the case required
 Click ok.

Drop Cap
 A drop cap is a large letter begins a paragraph and can drop through several lines of text
 Select the first letter in a text and click format
 Click drop cap
 Select and click dropped or position
 Choose the number of lines to drop and distance from the body text
 Click ok.

Computer services centre

18
 Training Notes

Creating columns
This involves placing text in columns
 Select the text you want to be placed into columns
 Click format menu
 Select a column style under presets menu by clicking on the style of your choice
 Enter a specification for the number of columns you require under number of column box
 To put line between the columns, click on the line between check box a tick appears when this
box is selected
 Click OK.

Applying borders and shadings

This involves enclosing a paragraph or the whole page in a frame.

Small portion of text

 Select the text to be bordered and click borders selection tab
 Select the border style, the width and the colour as desired
 The preview box shows the changes as you set
 Specify where the border is to be applied then click OK
Page Border
This encloses the whole page in a frame
 Click format menu
 Click borders and shading
 Click page border tab
 Select by clicking the border style required
 The preview box shows the changes as you set
 Specify where the border is to be applied then click OK.

USING THE FILE MENU

 Open an Existing Document (Ctrl + O
- Click on file menu
- Click open
- Specify the drive/folder where the file is.
- Double click file name or click open

 Closing a file (document) (X)

- Click file menu
- Click close
- Or
- Click on the close button
 Saving a document (Ctrl + S)
- Click on file menu and move to save and click
- Specify the drive, folder or subfolder you want to put your file in
- In the file –name box, type in the name of the file to be saved
- Then click save
N.B. To save any additional text or changes made after the first saving when working on a document
- Click file
- Move to save and click or click at the save button at the standard toolbar
Computer services centre
Training Notes

19
Using the save as command
This command is used when one wants to change the file name or to put the file in another destination
e.g. folder or drive.
 Print previewing
- This is viewing the document before printing
- From the file menu, select print preview
- The mouse pointer changes into a symbol that resembles a magnifying glass. You can click on
the mouse button inside the document to increase or reduce the size of the view.
- Click the close button or Esc Key to turn to your document.

 Printing a document (Ctrl +P)

This is output a document using a printer (producing a paper (hard copy)
- From the file menu click print
- A dialogue box appears
- Specify the printer installed in your computer, the pages to be printed out and the number of
copies to be printed per page.
- Click OK.

 Page set up
Page set up option lets the user specify the size of the margins and paper size.

 Setting margins
Margins are blank spaces around the edges of the page. Only text and object to be inside of the margins
are printable.
Steps
- Click file and go to set up and click
- Click margin tab
- Type the value for the left, right, top and bottom margins in their respective boxes as required.
- Click OK.

Setting the paper size

By default, the paper size may be either letter or A4 paper

 To specify a different paper size

- From the file menu, click page set up
- In the dialogue box that appears, click the paper size tab
- Select the size of paper required from the paper size list
- If your size is different from the one provided, click custom size and enter the dimensions in the
height and width boxes.
- Click OK.

 To specify page orientation

This refers to positioning of a page in relation to the text. There are two available orientations
(i) Portrait
(ii) Landscape

PORTRAIT
Text and graphics are placed with the longest side vertically upright. i.e. the height is longer than the
width (tall)

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LANDSCAPE
Text and graphics are placed with the longest side of the page place horizontal and lines of the text
printed parallel, i.e. the height is shorter than the width.
 From the file menu, chose page setup
 Click on the paper size tab,
 In the dialogue box, select the orientation required then click OK button.

USING THE INSERT MENU

Inserting page numbers
To give your document page numbers:
 Click the insert menu
 Select page numbers
 From the dialogue box provided, specify where you want the page numbers to be inserted, and
the desired alignment.
 Use the format button to choose the number format, i.e. 1,2,3, a, b, c, etc
 Then click OK.

Inserting symbols (special characters)

This allows the user to insert characters that cannot be found on the keyboard e.g. ,,  [Link].
Position the cursor where the symbol is to be inserted
Click insert
Go to symbol and click
Select and click the symbol required
Click insert then close.

Inserting graphics
Graphics are non-text images generated b a computer
They include pictures and drawings.

Inserting clipart or a picture from clip gallery

 Position the cursor where you want object to be inserted
 On the insert menu, point to picture then clipart
 Click on the category tabs to select on the category objects e.g. animals business etc.
 Click on the object placeholders to resize your object. If you place the mouse pointer on one of
the holders, it turns into a two-headed arrow. Hold the mouse button down and drag to increase
or reduce the object size.
 Click anywhere to outside the object to remove he holders.
 To move the object to a different position, click inside the object. The pointer turns into an
arrow head cross. Hold down the mouse button and drag your image to a new position.

Editing and formatting picture

Display the picture toolbar by clicking the view menu, point to toolbar then picture.
We use the picture toolbar to adjust the brightness, contrast, change it to black and white watermark
(washout) or gray scale, and crop the image (cropping refers to hinding the unwanted parts of a graphic.

Drawing objects
We use the drawing toolbar to draw basic drawings such as polygons, line circles, stars & banners,
arrows, textbox, a line, square, circle ect.

 Select the appointed tool

 The pointer changes to plus sign
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  Place the pointer where you want to draw the shape and drag to required size

To draw an auto shape, click the auto shapes button and choose from categories of shapes you want

USING THE VIEW MENU

Putting on and off the toolbars
 Click view menu
 Point to toolbar
 Select and click the desired toolbar

Viewing the ruler

 Click view menu
 Click ruler to put it on or off

Inserting a header and footer.

A header is a text placed at the top of every page while footer appears at the bottom of every page of
your document.

 Click on the headers and footers from the view menu

 In the boxes provided, type a header using the top text box or a footer or the bottom text box
 Use the switch between header and footer button to move from header or footer and vise versa.

USING THE EDIT MENU

Undo & redo commands

Undo: It reverses the last command that was issued in order to revert back to the previous state. To
undo, click edit then redo command.
Redo: It does the last undo action. To redo, click edit then redo command

Find & replace commands

When you need to search for a word or phrase in a large document, use the find command. In case you
wish to replace a word or phrase with another, use the replace option.

Find (Ctrl + F)
 Click edit menu, then click find document
 In the dialogue box provided, type the text or phrase you want to search then click find next button
 You can repeate this if you wish to find other occurrences of the same word or phrase.
 Click OK when the message appears telling you that Microsoft Word finished searching the
document.

Replace command (Ctrl + H)

 Click edit menu then replace command
 In the dialogue box, type the name you want to replace in the find word and the one that will replace
it in the Replace box.
 Click find next button to find the next occurrence of the word then click replace button to replace it.
 To replace all the occurrences of the word in the document at once, click the Replace all button.

Copy, Cut & paste commands

Copying means creating a duplicate of text or on object while cutting means moving text or object from
the original place to a new destination.
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To copy: (Ctrl + C)
 Highlight the text,
 Click Edit menu, then copy or simply click the copy button on the standard toolbar
 Position the insertion point where you want to copy the text.
 Click edit then paste or simply click the paste button on the standard toolbar. Or (Ctrl +V)

To move text (Ctrl +X)

 Highlight the text to be moved
 Click Edit menu, then cut or (Click the cut button at the standard toolbar whose icon is a pair of
scissors)
 Position the insertion point where you want text to be placed
 Click edit then paste.

CREATING AND EDITING TABLES

A table is a feature made up of rows and columns that is used to organise and enhance display of
information

 Creating a new table

 Click the table menu
 Select insert table
 Determine the size of your table (rows and commands)
 Click OK.

Drawing a table
 Click the table menu
 Select the Draw table tool that resembles a pencil
 Click inside your document, drag and drop to draw

The following are some of the activities we can perform in a table

Selection
 You can select a column by pointing above it until the mouse pointer becomes an arrow facing
down then click once.
 You can select a row by clicking on the left margin while mouse pointing is pointing towards it.
 You can select the whole table using the selected table command in the table menu.

Sorting records
 Select the table
 Click on table then sort
 Indicate the sort order and the column to sort by
 Click OK.

Calculations (formula)
We use this command to manipulate data mathematically or analytically.
Steps
 Position the cursor into the cell where you want your answer to displayed
 Click on table then formula
 Edit the formula accordingly e.g. =Sum (above)
 Then click OK.

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Inserting rows and columns
 Click inside the row/column to be proceeded by the new row or column
 Click on table menu then insert row / column.

Autoformat
 We use this command to apply pre-defined format
 Select the table then click on table autoformat
 Select the style or design, which you would like to use
 Click OK.

Merging cells
 Select cells to be merged
 Click on table
 Click on merge cells

Splinting cells
 This involves dividing cells
 Select the cells to be split
 Click table then split cells

USING THE TOOL MENU

Spelling and grammar
To check the spelling and grammar:
 Click on tools then spelling and grammar
 Selecta a word out of the suggestions given or type them correctly
 Otherwise, complete the dialogue box as per requirement until the reports that the spell check is
complete.
Auto-correct
This command is used for automatically replacing text or any other entries.
It is found under tools menu
Click on tools and then autocorrect
In the replace text box, enter the data to be replaced and in the adjacent box enter the replacement.
Click on Add
Click OK.
Type in your document then press enter or space bar.
Computer services centre
Training Notes

MAIL MERGE
This is a procedure for combining database records into a document so as to produce as many copies of
document as the number needed / records.
It is particularly helpful in producing several copies of the same letter but addressed to different
addresses.

Mail merge can be done in three major stages:

1) Creating the main document
 Key in your document well, edit it and format it ready for use
 With your document open, click on tools
 Click mail merge
 Under the main document click on create
 Choose form letters

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  Click on active window

2) Click on get data then create data source

 Click on remove field name until all the field names on the field name box are removed
 Enter your field names in the field name text box and click add field name after every entry
 Click OK
 Give the name for your data base (fill to contain addresses)
 Click on save, then click edit data source.
 Edit your data base; by typing in every record and then clicking add
 Do this until you have entered your entire record then click OK.

3) This step involves inserting the field into the document then merging
 Position your cursor where you want your detail to appear
 Select the detail to insert
 Repeat this until you have inserted your entire field in their relevant places
 Click on tools then mail merge
 Click on merge
 Click on merge again

NB:
In case you do not want to merge all the records, then you must edit the dialogue box that comes after
the first click on merge command.

 End 

Computer Cervices Centre

Training Notes

MICROSOFT EXCEL NOTE

Microsoft Excel is a spreadsheet program that is used to perform mathematical, statistical, financial and
analytically related tasks. It is used in preparing budgets, balance sheets etc,
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Opening (loading) Microsoft Excel
The methods are the same as those of Ms Word, e.g.
From the programs menu, click on Ms Excel or
Double click at a shortcut create at the Desktop.

 The features of the excel screen are the same as those in Ms-Word except for the following
 Ms Excel turns the computer into a very large work sheer similar to a financial ledger sheet in
that it is rules into rows and column. It produces automated business tool you need for data
analysis, list keeping, and calculations.
 Workbook title (file name)
 Worksheet tab
 Row headers
 Column headers
 Formula bar.
 The vertical partitions are called columns while the horizontal partition are called rows.
 The intersection between a row and a column is called a cell.

Term in reference
Workbook:
This is a term used to refer to a single file within the excel spreadsheet. E.g. Book 1, Book 2 etc

Worksheet:
This is the working area within a workbook. It consists of a grid of rows and columns; numbers while
columns with alphabetical letters identifies the rows. Generally Ms Excel comes with a minimum of
three worksheets, however users have the ability to add and remove the sheets.

1. Cell the point of intersection between a column and a row forms a cell; a cell is the actual data
entry position within the worksheet.
2. The cells are referred to using the column and the rows labels/headers. The labels given to cells
are referred to as cell address i.e. A1, B2 etc
3. The thick line around the current (active) cell is called a cell sector.
4. The square of a cell at the right hand corner is called Auto fill handle.
5. The thick white pointer, which is seen over the worksheet or cells, is a called cell pointer.

Range
This is a term that refers to a group of cells selected together.
N.B: Ranges are only used within a formula e.g. =Sum (B3:B9), = Max (B5:B8) etc

Navigating (moving through) the worksheet.

We can use:

Computer Cervices Centre

Training Notes

The arrow keys – we use this to move towards the direction of the arrow by one cell
Mouse click on any particular cell where you want to move to and the cell selector will be shifted to it.
Ctrl + Home Keys – Takes the cell selector to the 1st cell in the worksheet (A1)
Ctrl + End key - This takes you to the last edited end in the range

26
Ctrl + arrow - keys (right, left, down and up) takes the cell selector to the extreme end in the direction
of the arrow.

Data Entry
 There are three main types of data that you can enter in a worksheet
 Labels e.g. Ann
 Values e.g. 60, 30
 Formula e.g. =sum (c2:f2) or (b1 +c3)

MAKING SELECTIONS
 Click and hold down the left mouse button and then drag the pointer over the range of cells.
 Click the 1st cell in the range then hold down the shift key and click on the last cell in the range.
 Click the 1st cell in the range then hold down the shift key as you move through the range of the
cells using the arrow keys.
 Click on the junction of the row and column header to select the whole worksheet.
 Click on the column header to select the whole column or the row header to select the whole
row.

To make a non-continuous selection, hold down the control key (ctrl) then select the cells by clicking.

FORMATTING CELLS
Changing the font, size, colour, underline etc
 Select the cells to be formatted
 Click format menu
 Click cells
 In the dialogue box, select by clicking the desired font, size, colour etc.
 Click OK.
Applying borders
 Select the range of cells
 Click format menu
 Click cell
 From the dialogue box that appears, click the border tab
 Select the line style and colour
 Click outline and inside.
 Click OK.
Applying patterns to cells
 Select the range of cells
 Click format menu
 Click cells
 From the dialogue box that appears, click the pattern tab
 Select the pattern desired and then click colour desired
Then click OK. Computer Cervices Centre

Training Notes
Alignment
We can adjust horizontal alignment, vertical alignment and orientation
1. Select the data
2. Click format
3. Click cells
4. Click the alignment tab
5. Change the horizontal, vertical and orientation.
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 6. Click OK.

Adding decimal places

1. Select the range of numbers
2. Click format
3. Click cells
4. Click currency from the dialogue box
5. Select the desired format
6. Click OK.

If the currency symbol desired is not in the currency list

1. Click custom in the category
2. In the box with the word “Type”, replace the currency symbol with the desired one, make sure
your new entry is enclosed in quotation marks “Ksh”.
3. Click OK.

Inserting functions
1. This command is found under the insert menu and also in the standard toolbar.
2. It is used to insert formula for analysis
3. Click insert
4. Click function
5. Select the functions
6. Click OK
7. Complete the dialogue box
8. Click OK.

Alternatively
Type in the function using the full format (syntax)
= Function (cell range)
e.g. = Sum (A1:A6)
= Max (B2:B7)
=Average (C1:C6) etc.

Symbol used
= Acts as a prompt or indicate for the beginning of a calculation
* It is used as a multiplication sign e.g. A1 * A2
, (Comma) it is used as a list separator and sometimes stands for the word e.g. = product (A1, A2)
: (Full colon) it acts as a range indicator e.g Max (A1:A6)
/ (Front slash) used as a division sign e.g. (A1 / A2)
-(Minus) used to subtraction e.g. =A3 – A6
Computer Cervices Centre
Training Notes
Auto – filling a function
Select the cell in which function is contained
Point to the Auto-fill handle and click
Hold down and drag in the desired direction

Format painting
This command is used to copy the format of a cell over other cells
 Select the cell, which contains the format you want
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  On the standard toolbar, click on the format painter tool
 Click, hold down the mouse button and drag through the range where the format is being applied

Renaming a worksheet
(This involves changing the name of the sheet tabs)
Double click on its sheet tab and then type the new name.

Inserting a worksheet
 Click on insert menu
 Click on worksheet

Deleting a worksheet
Click on edit then delete sheet
N.B. This command is not reversible.

Inserting comment
Comments are details that hidden within a cell and only appear when that cell is selected or pointed at.

Steps
 Click on insert
 Point to comments and click
 Type in the comments

Inserting pictures
 Click insert
 Point to picture
 Select the source (i.e. clipart, word Art etc)
 Select the picture
 Click on insert/Ok /enter.

Adjusting row height

 Click on format
 Point to row
 Click on row height
 Adjust the height

Adjusting the column width

 Select the column to be edited
 Click on format
 Point to column
Click width Computer Cervices Centre

Training Notes
 To insert a column or row
 Activate a cell next to where you want to insert a column / row
 Click insert
 Point to row or column and click

To insert a worksheet
 Click insert menu
 Point to worksheet and click
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The Auto-filling handle
The Auto-filling handle is the small square at the bottom right corner of a cell selector.

Auto-filling a series
This involves making a series

Steps
 Make the first two or three entries in the series
 Select those entries
 Using the auto-filling handle, auto-fill in the desired direction

Auto-filling a function
 This involves copying a function over a range of cells

Steps
 Select the cells in which the function is contained
 Point to the Auto-filling handle
 Click, hold down and drag in the desired direction

Sorting
This command is found under data menu. It is used to arrange entries in ascending or descending
order.
Steps
 Click on data
 Click on sort
 Select the column to sort by indicating the sort order.
 Click OK.

Charting
This command is found under the insert menu. It is used to convert tabulated data into a chart (e.g. bar
chart, pie chart etc)
Steps
 Select the range of data to be plotted in the chart including the labels
 Click on insert
Click on chart Computer Cervices Centre

Training Notes

 Answer the questions in the chart wizard by making the desired selection and entries until you
finish.

Filtering
It is used to select records from the database

Steps
 Select the data to be filtered
 Click on data

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  Point to filter and click on the auto-filter
 Click the filtering buttons on the desired column
 Select the data to be filtered by.

Auditing
This command is found under the tools menu. It is used to trace precedents and dependence.
Precedents These are entries used in a calculation or formula
Dependents These are result obtained after using certain entries.

Goal seek
This command is used to adjust answers (dependents) to a desired value, by adjusting one of its
precedents.
 Steps select the answer that you want to adjust
 Click on tools
 Click on goal seek
 Enter the value that you want the cell to assume
 Enter the precedent or the cell to be adjusted
 Click OK.

Freezing panes
This command is under window menu. It is used to anchor the titles. This helps to keep the title or
headings stagnant while other data is scrolled.

Steps
 Position your cell selector immediately after the row or column to freeze
 Click on window
 Click on freeze panes
 Scroll

END

Computer services centre

MICROSOFT ACCESS
Microsoft Access is a database tool that is used to store, maintain and use a collection of information
that is organized to serve purpose e.g. employee personal information patients information, school
records etc

In Access, information is stored in a database. The components of a database are tables, queries, forms,
reports macro and modules. These are referred to as Database Objects

31
Data Management- this is the process of organizing related information or records e.g. customer’s
address, students records in a school etc. other example of databases software includes foxpro, Database,
Oracle etc.

Database – this is a collection of data and objects related to a particular topic or purpose. It is all the
records and objects put together as a file.
Opening/ loading Ms. Access
Using the programme method
By double clicking a shortcut created at the desktop

Creating a database in 3 ways:

Blank database – A new database.
Database wizard – Create a database using directions given by access
Open an existing database – If you have an already saved database in the computer

To create:-
Open Ms Access
In the dialogue box choose blank database
Click OK
Indicate the file name in the file name box provided and where your new database to be created (saved)
e.g. desktop, in a folder etc.

Microsoft Access Window

It can be divided into 2 parts:
a) The application window comprising of the following
 Application tile
 Menu bar
 Tool bar
 Status bar
 Control buttons
b) Database window comprising of
 Objects
 Selection tab
 Control buttons
 Scroll bars (on open objects)

Training notes
Computer services centre
COMPONENTS OF A DATABASE (DATABASE OBJECTS)

Table -This is a collection of data about a specific topic e.g. information about a customer. This is
done using field types and their corresponding data type. Data in tables are organized by rows
(record) and columns (fields)

Queries- This are questions about the data that is stored in a table. They are used to:
Select display particular records (filtering)
Delete records
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 Update records

Forms- This are Ms. Access object used for

Displaying records
Editing records
Adding a new records

Reports- These are [Link] objects used for.

Print previewing and re-organizing and grouping of data and records

Macros – A macro is a series of word commands and instructions that can be grouped together as a
single command to accomplish a task automatically e.g. deleting an object like a table,
coping and object, etc.

CREATING A DATABASE TABLE

A table is a collection of data about a specific subject
Table organize data in columns referred to as Fields and row to as Records.

Field - A field is a cross information in a record or database normally entered in columns. This gives
the headings for the fields in the table you are creating e.g. Name, ID No etc

Record - This is a collection of data about a person, a place, etc represented as a row in data sheet view
of a table, query or form. It is a complete detail about an entry.

REPLACING A DATABASE TABLE

List down your fields
Decide on the data type to be held by the fields
Give relevant names to the carious fields

Procedure
In the database window, select the table’s selection tab
Click new button, a dialogue box appears
Select design view and click OK.

The design window appears. This window is used to design or determine the structure of a table. It is
divided into three columns i.e. Field names, data type and description.

Field Names – These are the column headings for the fields in the table that you are creating

Training notes
Computer services centre
Data Type – A data type is the attribute of a field that determines what kind of a data it can hold e.g.
text, numerals etc.

Description – this column is optional but it can be used to give a detailed description of a field name.
When adding information to the table, this description will appear on the status bar.

Steps

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Enter the field Name, choose the data types and description (this column is optional)
Save your table and give it a name
Click on view, then data sheet
Decide whether or not to include a primary Key.
Make your entries (enter record).

The following are the data types

Text These are label entries / are alphabetic characters e.g. “Henry”
Number Stores numeric data e.g. 1,5,8, etc.
Date / time Stores field in date or time format
Memo This stores text and number up to 64,000 characters; used for detailed fields.
Auto Number Stores a sequential number for each record i.e. a number that automatically increases
itself as you enter record.
Yes / No This indicates whether a condition is true or false, agrees or disagrees.
O.L.E Object (Object a linking and Embeding) this is for inserting objects and other graphics in the
database.
Currency Store monentary values e.g. $20, Ksh 50 etc.
Hyperlink Stores a link to a web page, e-mail address, or connects the current object to other data
sources
Look up Wizard it picks data from other objects, fields and databases.

Note:
When typing in the field names it is important to adhere to a set of rules for naming accepting objects
like tables, queries etc

a) You can have a maximum of 64 characters for the field names

b) Any combination of letters, numbers, spaces and special characters to be
uses except

PRIMARY KEY
A primary key is a unique field that gives records their identity. Their values uniquely identifies each
record in a table. E.g in a school, it is the Admission number that uniquely identifies a particular
student.

We can insert a primary key using the following procedure

 When a table is open, change to design view,
 Position your cursor in the field which will be used as a primary key
 Click on the primary key tool in the standard tool bar
 Or choose primary key from Edit menu
 Ms Access places the primary key icon on the row selector column
Training notes
Computer services centre
NB: A primary key avoid/ curbs duplication of records i.e. it does not allow similar entries in a
particular field e.g. ID No. etc.

Alternatively
You can let the computer insert the primary key for you by clicking yes when the program asks you
whether you want to insert the primary key now.

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To design another table
 While your database is open
 Click new
 Choose design view
 Click ok
 Enter the field names, data type and description (optional)
 Change to datasheet view by clicking on view
 Click on datasheet view
Then give your work a name
Make your entries

QUERIES
A query is a question about the data that is stored in a table
You can use a query to view, change and analyse data in different ways. It can be used as a source of
data for creating a form or a report.

Steps in creating a query

 On the database window, select the query tab
 Click on the new button, then select design view
 Click OK and the show dialogue box will appear
 Select the table that you want to base your query on
 Click ad and then click close
 Select the fields using the list box provided
 Type the criteria under the relevant fields
 Save the query and give it a name
 To view the result, change to data sheet view.

Setting the Criteria

Decide on which record you want to show or which field you want to use as a determining factor

Type in the function which will filter only those particular records of interest e.g. you may need to
display the list of people who earn more than Kshs 20,000. in this case, the field to filter by salary and
the function is >20,000.

Other criteria “(functions) are:

= Equal to
> Greater than e.g. >10,000 Over 10,000 (10,000 not included)
< Less than (e.g. <2,000) Less than 2000 (2,000 is not included)
>= Equals / greater than (e.g. >= 4,000 Over 4,000 (4,000 is included)
<= Equal to / less than (e.g. <= 5,000 Below 5,000 (5,000 is not included)
<> Not equal to (e.g. <>6,000) Not 6,000
* Wild card (e.g. *K*) Display all that starts with (K)
Training notes
Computer services centre
CREATING AN UPDATE QUERRY
Update query is an example of an action query that is used to make changes to an entire set of a records
within a database.

Steps
 Create a new query in database window
 Select the table, which you want to update
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  Add the appropriate fields that you want to update to the query design grid by double clicking at
them
 Change the query from select query to an update query
 The query changes and the “update to” row is added to the grid
 In the “update to” row, type in the expression that you will use to update information in your
table.

To view the records that you are about to update, click the datasheet view on the toolbar
After viewing the change that will take place, switch back to design view.
Then run the query
 A warning message will appear informing you that you are about to update records and the
changes cannot be undone (not reversible)

CREATING A DELETE QUERRY

A delete query is to remove a set of records within a database.

Steps
 Create a new query by choosing the table from which you want to delete record
 Click on the querry type button on the tool bar to display the query options, then select delete.
 The delete row is added to the query design grid
 From the table, which you want to delete records, double click the list to the query design grid
 The word “From” appears in the delete cell. This indicates that the values deleted will be from
the chosen table.
 In the criteria cell, enter the criteria for the fields that you have selected, this will enable you to
select the records to be deleted.
 To view the records so that you’re about to delete, click the datasheet view on the tool bar
 After viewing the changes that will take place switch back to design view and run the querry.

A warning message will appear informing you that you are about to delete records and changes cannot
be undone.
Click OK.

CREATING A AMAKE-TABLE QUERRY

This type of a querry is used to create a new table from all or part of another table, retrieving record and
using them to create a new table. These newly created tables can be used to create back-ups or even
split tables.

Note:
Another table created by the query has the same data types and field size properties as the original table
Primary key and other field properties are not inherited. They have to be set a flesh.

Training notes
Computer services centre
RELATIONSHIPS
 This is a way of linking up tables to enable data to be easily shared among tables.
 Relationships are normally created to curb the publication of a record especially when a query is
created using more than one table.
 A relationship can either be created in:
 Tools menu or a Query design screen.

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Before creating a relationship, ensure that there are field names having the same data type, else no
relationship can be created.

Steps in creating relationships

 Click on tools menu
 Select relationship command
 In the show table dialogue box, click to select table
 Click on ADD button
 Select all record to be linked and click close
 Click, drag and drop field from one table to another. Ensure that the link is abided to the fields
name
 Switch common data types.
 A join line will appear to show that a relationship has been created
 Close and save the link layout

Alternatively
Links / relationships can be created in query design screen using step 3 and 4 above.

FORMS
A form is used to display only certain information in a particular way, which the user prefers.
It makes viewing of records and entering of data into a table.

Procedure in creating a form

In database window select the forms tab then click new
Select design view
Choose the table or query where the object data comes from
Then click OK.
From the field list that appears click drag and drop the fields to the form design are.
To view the results, change to form view.

REPORTS
Reports are an effective way of presenting information to be distributed in a printed format
They are used for print previewing of data entered in a table

PROCEDURE
In database window, select the Reports tab
Click new
Select the view (design view, columnar or tabular etc)
Select the table or query from which the object data will come from
Click OK.

Training notes
Computer services centre
Incase you are using the form wizard, ensure that you
Select the table to include
Select the layout / format i.e. clouds, dust, etc
Give the form a name
Click finish.
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IMPORTANT SYMBOLS IN WIZARD
> Pick the highlighted field
>> Picks all the fields in the table
< Removes the selected field from those which will be included in the forms
<< Removes all the fields.

MACROS
A macro is a series of word commands and instructions that can be grouped together as a single
command to accomplish a task automatically e.g. closing a table, deleting a querry etc.

 End 

Training notes
Computer services centre

38
MICROSOFT POWERPOINT
Microsoft power point is a graphical presentation software package that is used for Desktop publishing.
It is used for designing presentations quickly.
These presentations can be used in situations to convey information more effectively such as:-

 Internal company presentation

 To deliver company’s results in a shareholder’s meeting
 To report sales figures
 To launch a new product into the market
 To introduce new employees into a company
 Advertising in the media, exhibitions and trade fairs
 Internal company presentations

CHARATERISTICS OF A GOOD PRESENTATION

Any effective presentations have some common characteristics: -
Simplicity
Good presentations are simple and to the point
Not long and boring
Not complicated
Easy for the speaker to present
Easy for the audience to understand.

Visuals
Good presentations should make good use of visuals i.e. graphics, pictures, clipart, charts etc. these
generally serve the purpose of: -
Attracting attention
Making your presentation more interesting.
Helps to relieve eye fatigue and stress from too much reading
A visual can tell the audience much more about the subject matter than a slide full of test

Colour
A good presentation should have a lot of colour to make it presentable and to attract a lot of attention.
However the colours should be carefully chosen (judicious).

OPENING / LOADING POWERPOINT

 Using the programme method
 Double click an icon at the desktop
 Using search / find method

CREATING A NEW PRESENTATION

Organize the entire presentation in your mind and sketch the outline of your presentation.

We create new presentation by 2 methods:-

Training notes
Computer services centre
(A)
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  Click on start, point to program then click on power point programme and click
 Select the design option (blank, tempo rate or auto content wizard)
 Click OK
 Select the slide layout, “auto layout)
 Enter / insert data.

(B)
 When PowerPoint is open, click on file
 Point to new then click
 Select the design option “General, presentation etc
 Click OK.
 Select the slide layout
 Enter / insert data

Using auto content wizard

The auto content wizard allows you to select the type of presentation that you would like to create
It provides you with ideas and a basic outline to guide you in organizing your presentation into a
professional presentation.

It also contains sample presentations on a variety of topics e.g. company meetings, events etc.

Procedure
On the start up dialogue box that appears when you start power point, select the option Auto content
Wizard.
Or
On the file menu click new and then click the presentations tab
Double click Auto Content wizard and then follow the instructions
When you finish with the wizard, PowerPoint creates presentation in which you add your own words.

Using a Blank Presentation

One can create a presentation in order to convey certain ideas in a desired organization. E.g. the
launching of a new product in the market. If the presenter has a general idea about what is to be said
then he / she can open or start with a blank presentation.

Procedure
 Select the option blank presentation in the start up dialogue box.
 Click OK or if you are already working with powerpoint, select new from the file menu and click
OK.
 From the slide layout box that appears, select a slide layout from the 24 ready made (pre-designed)
slide layouts e.g. chart & text, table, etc.
 Click OK.

To add a new slide (page) to your preasentation:

a) Click on the insert menu then click new slide
b) Select the layout
c) Click OK.

Training notes
Computer services centre

40
Saving a presentation
Saving in the process of transferring information from temporary storage into permanent storage.
Click file
Click save
Type then name of presentation
Indicate the place where to save it e.g. desktop, my documents or a folder
Click save.

INSERTING SLIDE OBJECTS & TEXT

We can use the drawing tool bar or the insert menu to insert or draw objects like pictures from the
clipart, text boxes for typing in, word Art etc.

Procedure
 Click insert menu
 Point to picture
 Select and click the object to insert e.g. clipart etc
OR
 Select the drawing tool from the drawing toolbar.
 Drag the pointer to the slide in order to draw the object desired
 Drag the mouse until you attain the desired size and shape then release the mouse button.

ORGANIZATIONAL CHARTS
An organizational chart is constructed along similar lines to a family tree. In most organizations, it is
constructed to show lines of authority and all the works, their name and tiles

Procedure
Click the new slide button
From the auto layout, select the organizational chart by clicking on it
Click OK
Double click the placeholder in order to insert the organizational chart
The information is usually typed in a chart box provided.

In most cases, an organization chart will have more than just four employees and so the number of boxes
displayed will not be enough to include all their names and titles

Procedure of adding a new box

 Click a chart box type on the organization chart tool bar
 To add a box at a lower level, use subordinates.
 To add a box at a higher level, use manager
 To add a box at the same level, use the co-worker button
 To add an assistant, use assistant button

MODIFYING PRESENTATION
Applying design template
Design template are formats which acts as background to presentation slides.
 To apply
 Click on format
Click apply design temperate
Training notes
Computer services centre

41
  Select the template
 Select the template to apply
 Click apply.
Formatting a presentation
Formatting a presentation involves changing the attributes of data i.e. text colour, picture size etc
 Select the text to format
 Click on format then font
 Complete the dialogue box
 Click OK.

Alternatively
You can use the formatting tools on the formatting toolbar.

Removing and adding colour

Click view
Click black and white
This turns slide from black and white to coloured and vice-versa

Animating slide texts and objects

Animation effects are usually added to slides in order to add interest to a presentation.

Slide text refers to any text that appears on the slides

Slides objects refers to all other graphics like clipart, charts etc that are included in the slides

Animating slide texts and objects means adding special visual effects and sounds to the texts and objects
on the selected slide.

Procedure
Open the presentation that you want to animate
Click slides shoe menu
Click preset animation
Select the effect you want to add such as typewriter, flash once drum rolling etc.
To view the animation, click the slide show button

Building in effects
This is preset behaviour of the text, graphic or object by which it appears on the screen.

Click on slide show

Go to custom animation
On the dialogue box, select effects e.g. spiral or fly from top etc
Click OK.

To animate one word or paragraph at a time

Procedure
With the slide in slide view, select the option slide show then choose custom animation.
The custom animation dialogue box appears
In the introduce text are, click drop down arrow and then click either by word, all t once or by letter.
Click OK.
When you switch to slide show, the new animation effect will display automatically.
Training notes
Computer services centre

42
SETTING SLIDE TRANSITION AND TIMINGS
A slide transition is a special effect that is used to introduce a slide a slide during a slide show.
Transitions are added to slides to create or add impact to presentations e.g. wipe down, box in, dissolve
etc.
The set event bridges the gap between one slide and the proceeding slide.

Slide timings refers to the length of time a slide appears in the screen. If you do not want to manually
move through a slide show by clicking the mouse, select automatically after (given number of seconds)
Procedure
Open the slide you want to transit
Click view show menu
Click slide transition
In the effect box, select the transition you want and the speed (slow, medium or fast)
Click apply if you want the effect to be applied to the selected slide or apply all if the transition is to be
applied to all slides

Slide timings
Open the transition you want to time
Click slide show menu
Click slide transition
Under advance, click automatically after and type the number of seconds you want the slide to appear on
the screen
Click apply or apply to all if you want to have a common settings
To view the timing click slide show.

Setting up a show
This allows the presenter to customize his mode of presentation e.g. display, the supposed to loop
continously (shoe without stopping) until escape.

On view slide, click slide show

On the dialogue box, select loop continuously until esc.
Select slide order from the lowest to the highest number
Select timings
Click OK.

Slide layout (view)

This is the normal or default view in your presentation.

Online view
In this view, text appears exactly the way it appears when you work with Ms Word document. You can
type, format and edit text in this view.

Slide sorter view

This view allows you to:
Preview the entire presentation
Organize or arrange the order of the slides in you presentation

Training notes

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 Computer services centre
Note page view
This view is used to prepare speakers notes. These are notes that the presenter uses as reminder but do
not appear on the slide show.

Using a master template

Sometimes the presentation may require a constant data (text or graphic), which should appear on every
slide e.g. company logo, graphic etc

Select the view menu

Click master slide
Enter the logo or graphic required
Save as the selected template
Click save.

N.B. The above can be used severally as required to create various presentation with the preset picture
(attributes)

 End 

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Training notes
Computer services centre

ADOBE PAGEMAKER

TRAINING NOTES

45
 ADOBE PAGEMAKER
This is a desktop Publish Software used to design professional looking publications e.g. posters,
wedding cards, business cards etc.

LOADING / OPENING PAGEMAKER

- Click on start
- Point to programs
- Point to Adobe PageMaker
- Point to Adobe PageMaker 7.0 /6.5 and click.

CREATING A NEW PUBLICATION

- Click on file menu
- Click on New command
- From the dialogue box that appears, specify any of the following
- Page size e.g. A4, A5, Custom etc.
- Page dimension i.e. width & height
- Number of sides of your publication
- Start of numbering
- Facing pages & double sides
- Margins
- Page orientation i.e. tall (portrait) or wide (landscape)
- Click OK.

THE COMMON FEATURES FOUND ON A PAGEMAKER SCREEN

- Tools pallet
- Colour pallet
- Tool bar(s)
- Page icon
- Control palette
- Menu bar
- Status bar.
When you want to work with these pallets, choose the appropriate show or hide command from window
menu. Window –show /hide

THE TOOL PALLET

It is of the following tools:
(i) Pointer (select) tool - Used to select, move, and resize text blocks and objects
(ii) Text tool - To type, select and edit text
(iii) Rotate tool - To select and rotate objects
(iv) Cropping tool - To trim imported graphics / pictures
(v) Line tool - To draw straight line in any direction
(vi) Constrained line tool - To draw vertical or horizontal lines
(vii) Rectangular, Eclipse and polygon tools are used to draw rectangles, eclipse and polygon
respectively
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(viii) Rectangular, Eclipse and polygon frame tools are used to create place holders and graphics
(ix) Hand tool - to scroll the page
(x) Zoom tool - To magnify or reduce an area of a page

WORKING WITH TEXT

We use the text tool to create a text box in which you type your text

TO TYPE TEXT
Select the text tool from the tool pallet, the text tool becomes an 1 – beam when you move it in page.
Click and drag the mouse to create the text block of a desired size
Type in your text using the keyboard.
To view the boundaries of the block, select the pointer tool and click anywhere in the text.
To highlight / select the text for formatting, use the text tool and drag the 1 –beam to select characters.

SETTING UP PAGES
When you choose file to begin a new publication, the document set up dialogue box appears.
You can define the parameters of the publication such as page size, margins, etc
OR
Click on file – document set –up and make the desired adjustments from the dialogue box.

USING DOCUMENT SET-UP DIALOGUE BOX

You can enter custom settings in the document set up dialogue box or choose the default or standard
settings that come with PageMaker.
When double sided is selected side margins are labeled inside and outside i.e. side margins become left
and right.
If you know the number of pages the publication will have, you can create now but if you don’t, you can
add or remove pages later.

VIEWING PAGES
PageMaker lets you view your pages at several present magnifications using the zoom tool found at the
tools palette or click on view > zoom to > choose --% to magnify the page

Saving and naming a publication

We save our work to make it permanently stored in the computer / diskette. This Ensures that the work
remains in your computer if even if there is a power failure.

Click on file > save or press Ctrl + S

From the dialogue box that appears, select the folder in which to store the file,
Type the name for the publication, then click save.

To change the location of your publication e.g. from “my Document” to the “Desktop” choose file >
save as > type the new name or specify a new location >click save.

ALIGNING PARAGRAPHS
You can align text to the right, left, center or justify. Justified text is aligned with both the left and the
right edges of a text blocked /even

Select the text > choose type > alignment ? Choose alignment option.

DRAWING AND EDITING LINES

PageMaker let’s you create simple graphics to which you can apply a stroke and fill.
47
You can also modify these objects by rotating, resizing, adding colour, enlarging the line style etc.
Select the object using the pointer tool and use one of the following methods:
To set both the fill pattern and stroke for the selection,
Choose element > fill and stroke > select the attributes from the dialogue box.

TO CHANGE ONLY THE FILL PATTERN OR STROKE ATTRIBUTES,

Choose Element > fill or Element > stroke and select attribute.

If the stroke you want to use is not listed on the stroke menu,
Choose Element > stroke > custom to specify a weight from 0 to 800 points in 0.1 increments.

Changing the shape of rectangles / polygons

After you create a rectangle, you can change the shape of its corners.
You can also add the number of sides in a drawn polygon (many sided figure)

TO ROUND RECTANGULE CORNERS:

Select a rectangle > choose element > round corners, select the corner style you want and click OK.

TO RESHAPE A POLYGON
Double click the polygon you want to reshape and do one of the following:
Add a new vertex by clicking on a line where you want the vertex to appear
Delete a vertex by clicking it.

TO SET THE NUMBER OF SIDES OR INSET VALUE FOR A SHAPE,

Select the polygon you want to change
Choose element > polygon settings specify the number of sides you want from to 100.
To create a start, enter a value for start inset. (A 0% value represents no star and a value 100%
represents a star whose vertices occupy the same point in the middle of the polygon)
Then click OK.

USING NON-PRINTING GUIDES

These are lines that help you position objects on pages but do not appear in print. They form a
framework of the layout of the grid. There are three kinds of non- printing guides:-

1. Margins
These are defined in the document set up dialogue box when you first create a publication. They appear
automatically on the page.

2. Column guides
They serve as boundaries for the text you place within them. Each page has at least one column, which
is the area between the margins.
You can insert multiple (more) column guides in your page by clicking on
Layout > column guides > type the No. of columns you want and the width between the margins.

3. Ruler Guides
These are also non-printing lines that help you align items on a page more precisely. They are dragged /
gotten from the rules (vertical & horizontal rulers).

To display or hide these non-printing guided, choose view > show or hide guides

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GROUPING & UNGROUPNG OBJECTS
You can combine several objects into a group so that the objects are treated as a unit. This follows you
to move or transform a number of objects together e.g. you might group objects in a logo design so that
you can move and resize the logo as a unit.

A group when selected appears with four handles at the corners that define the boundering box of all
objects in the group. Individual objects within a group can be selected and modified.

TO GROUP
Using the pointer tool, press shift as you select the objects to be grouped then choose element > group

TO UNGROUP
Select the group
Choose Element > Ungroup

LOCKING OBJECT
You can lock individual objects in order to help preserve the design of your pages through all stages of
production.

You can change the attributes of a locked object, provided the change does not affect the object’s size or
position. E.g. you can change the fill, colour etc but not the degree of rotation. You can not cut or
delete a locked object without unlocking it first, but you can copy a locked object, but it will be pasted
as an unlocked object.

TO LOCK AN OBJECT
Select the object > choose element > lock position or unlock.

DUPLICATING AN OBJECT
This command is used to make many copies of an object

Select the object > click Edit > copy

To paste the copy directly over the original object, click edit > paste
To quickly paste many copies of an object at a specific offset,
Choose edit > paste multiple > specify the number of copies to paste and the off-set distance between
each.

- Positive values move the copies to the right and down respectively
- Negative values move the copies to the left and up respectively

TO COPY AN OBJECT BY DRAGGING AND DROPPING

With the pointer tool, select the object you want to copy
Press Ctrl + Alt and drag the selection to the new position
Release the mouse button to drop a copy of the selection into the new position

CHANGING THE STAKING ORDER OF OBJECTS

This involves changing the order in which objects overlap one another on the same layer within a page.

Select the object and choose one of the following

To move the object in front of all other objects,
Choose element > Arrange > Send to back
49
To move the object one position towards the top of the staking order,
Choose element > Arrange > Bring forward.

To move the object behind all other objects

Choose element > arrange > send to back.

To move the object one position towards the buttom of the staking order,
Choose element > arrange > send backward.

BULLET AND NUMBERING

Click on utilities > plug ins > Bullets and numbering
If you want to number your text, click the number tab
If you want to bullet your text, click the bullet tab

PAGE NUMBERING
This involves adding page numbers to a publication.
Open a publication page,
Use the text tool to click a insertion point on the page where you want where you want the page number
to appear,
Press Ctrl + Alt + P
Use the text tool to select and format the text as desired.

TO CHANGE THE NUMBERING SYSTEM

Choose file > Document set up
Click numbers
Select the numbering system you want to use, and then click Ok.

REARANGING PAGES
This enables you to move pages from one position to another in the active publication simply by
arranging the icons / representations of your pages in the page order you want. Changing the order of
pages does not alter the text, it remains intact through text objects may have moved to different pages.

TO MOVE PAGE:
Choose layout > Sort pages
Select the pages you want to move, as follows:

ADDING AND DELETING PAGES

 To add paged anywhere in the publication
 Go the place where you want to insert pages
 Choose layout > insert pages
 Type the number of pages you want to add, and select a location for the new pages
 Click insert

TO REMOVE PAGES
Choose layout > Remove pages
Type the range of pages you want to remove
Click OK

MASKING OBJECTS
This is a way of converting part of an object so that only a portion of it appears through a shape drawn
with the rectangle, eclipse of polygon tool.
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Position the masking object on objects you want to mask
Select both objects, and choose element, > Mask command.
If you want to mask and group the two objects simultaneously, select the objects, press shift and then
choose element > mask and group.

TO UNDO THE EFFECT OF A MASK.

Select the masking object or the masked object
Choose element > unmask, or unmask and ungroup (if the object were masked and grouped)

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