UNIT 1: WORD PROCESSING AND

ERGONOMICS
1.1 Ergonomics Risk Factors
Introduction to Ergonomics
Ergonomics is the science of designing the workplace to suit the user in order to improve
comfort, efficiency, and safety while using computers.

Proper ergonomics helps prevent health problems caused by long hours of computer use.

Common Ergonomic Risk Factors

1. Poor Sitting Posture

Improper posture can cause:

 Back pain
 Neck strain
 Shoulder pain

Correct posture:

 Sit upright
 Keep feet flat on the floor
 Keep back supported by the chair

2. Improper Monitor Position

If the screen is too high or too low it may cause:

 Eye strain
 Neck pain

Recommendation:

 Monitor should be at eye level

 Distance should be about 50–70 cm from the eyes

3. Repetitive Movements
Constant typing and mouse use can cause:

 Wrist strain
 Repetitive Strain Injury (RSI)

Prevention:

 Use wrist support

 Take regular breaks

4. Poor Lighting

Too much or too little light can cause:

 Eye fatigue
 Headaches

5. Long Working Hours Without Breaks

Working continuously on a computer can lead to:

 Fatigue
 Reduced productivity

Tip: Take short breaks every 30–60 minutes.

1.2 Creation of Computerized Word

Document
1.2.1 Introduction to Word Document
A word document is an electronic file used to create, edit, store, and print text-based
information.

Word documents are created using word processing software.

Uses of Word Documents

 Letters
 Reports
 Memos
  Assignments
 Meeting minutes

Common Features

 Typing and editing text

 Formatting text
 Inserting images and tables
 Printing documents

1.2.2 Types of Word Processors

A word processor is a computer program used to create and manage text documents.

Examples of Word Processors

1. Microsoft Word

 Most widely used word processor

 Part of Microsoft Office
 Used in offices and schools

2. Google Docs

 Web-based word processor

 Allows online collaboration
 Requires internet connection

3. LibreOffice Writer

 Free and open-source

 Similar features to Microsoft Word

4. WordPerfect

 Popular in legal offices

 Advanced document formatting

1.2.3 Creating a Word Document

Steps to Create a Document in Microsoft Word
1. Click Start Menu
2. Open Microsoft Word
3. Select Blank Document
4. Start typing your text
5. Save the document

Saving a Document

Steps:

1. Click File
2. Click Save As
3. Choose location (Desktop/Documents)
4. Enter file name
5. Click Save

Common file formats:

 .docx
 .pdf
 .txt

1.2.4 Editing and Formatting Word

Document
Editing
Editing means making changes to a document.

Examples:

 Correcting spelling errors

 Adding new text
 Deleting unnecessary text

Formatting
Formatting means changing the appearance of text.
Examples:

 Changing font size

 Changing font style
 Aligning text

1.2.5 Word Document Editing Features

[Link] Text Editing
Text editing involves modifying characters and words.

Common Text Editing Actions

 Insert text
 Delete text
 Copy text
 Cut text
 Paste text
 Undo and Redo

Keyboard Shortcuts

Action Shortcut
Copy Ctrl + C
Paste Ctrl + V
Cut Ctrl + X
Undo Ctrl + Z
Select All Ctrl + A

[Link] Paragraph Editing

Paragraph editing focuses on modifying entire paragraphs.

Examples:

 Align text (Left, Center, Right, Justify)

 Adjust line spacing
 Indentation
 Bullet and numbering
Example alignment:

Left Alignment
Center Alignment
Right Alignment
Justified Text

[Link] Document Editing

Document editing involves changes affecting the whole document.

Examples:

 Find and Replace

 Spell Check
 Page numbering
 Header and Footer
 Page breaks

1.2.6 Word Document Formatting Features

[Link] Text Formatting
Text formatting changes the appearance of characters.

Examples:

Formatting Function
Bold Emphasizes text
Italic Stylizes text
Underline Highlights text
Font Size Adjusts text size
Font Style Changes text type

Example:

Bold Text
Italic Text
<u>Underlined Text</u>
[Link] Paragraph Formatting
Paragraph formatting adjusts layout of paragraphs.

Examples:

 Line spacing
 Paragraph spacing
 Alignment
 Indentation
 Bullets and numbering

Example:

• Item 1
• Item 2
• Item 3

[Link] Document Formatting

Document formatting affects the entire document layout.

Examples:

 Page margins
 Page orientation (Portrait/Landscape)
 Columns
 Page borders
 Watermarks

1.2.7 Enhancing Productivity

Productivity features help users work faster and more efficiently.

[Link] Set Basic Options / Preferences

Examples of options:

 AutoSave
 Language settings
 Default font
 AutoCorrect

Benefits:

 Saves time
 Reduces typing errors

[Link] Help Resources

Word processors provide built-in help tools.

Examples:

 Help menu
 Tutorials
 Online support

In Microsoft Word:
Press F1 to open Help.

[Link] Use Magnification / Zoom Tools

Zoom tools allow users to increase or decrease document view size.

Example zoom levels:

 50%
 100%
 200%

Benefits:

 Easier reading
 Better editing
[Link] Display or Hide Built-in Toolbar
Toolbars contain buttons for quick commands.

Examples:

 Formatting toolbar
 Standard toolbar
 Quick Access toolbar

Users can:

 Show toolbars
 Hide toolbars
 Customize toolbars

1.3 Creation and Manipulation of Tables

A table organizes information into rows and columns.

Tables are used to present data clearly.

Example table:

Name Course Marks

John Computer Applications 80
Mary Secretarial Studies 75
Peter Business Studies 82

Creating a Table in Microsoft Word

Steps:

1. Click Insert
2. Select Table
3. Choose number of rows and columns
4. Click Insert Table
Editing Tables
Common actions:

 Insert rows
 Insert columns
 Delete rows
 Merge cells
 Split cells

Formatting Tables
Examples:

 Change table style

 Add borders
 Shading cells
 Adjust column width
 Align text inside cells

Practical Exercise
1. Create a one-page document containing:
o Title: Computer Applications
o One paragraph about word processing
2. Format the document:
o Title in Bold, Size 16
o Paragraph Justified
3. Insert a table with 3 columns and 4 rows.

1.3 Creation and Manipulation of Tables

(Continued)
1.3.1 Inserting Tables
A table is a grid made of rows and columns used to organize information clearly.

Tables are useful for presenting:

  Student records
 Financial data
 Timetables
 Lists of items

Steps to Insert a Table in Microsoft Word

1. Place the cursor where you want the table.

2. Click the Insert tab.
3. Click Table.
4. Select the number of rows and columns.
5. Click to insert the table.

Example:

Name Course Marks

John Computer Applications 80

Mary Secretarial Studies 75

Alternative Methods

Method 1: Draw Table

 Insert → Table → Draw Table

Method 2: Insert Table Dialog Box

 Insert → Table → Insert Table

 Enter number of rows and columns.

1.3.2 Working with Tables

After inserting a table, you can modify it in several ways.

1. Adding Rows or Columns

Steps:

1. Click inside the table.

2. Go to Table Layout.
3. Select Insert Above / Below / Left / Right.
2. Deleting Rows or Columns

Steps:

1. Select the row or column.

2. Right-click.
3. Click Delete Cells.

3. Merging Cells

Combines two or more cells into one.

Steps:

 Select cells
 Click Merge Cells

Example:

Name Course

John ICT

4. Splitting Cells

Divides a cell into multiple cells.

Steps:

 Select the cell

 Click Split Cells

5. Formatting Tables

You can also:

 Apply table styles

 Change borders
 Add shading
 Align text

1.4 Mail Merge

Mail merge is a feature used to create multiple documents with similar content but different
personal details.

For example:

 Sending letters to many customers

 Printing certificates
 Creating personalized invitations

Mail merge combines:

Component Description

Main Document Template letter

Data Source List of recipients

Merge Fields Placeholder information

Example merge field:

Dear «First_Name»

1.5.1 Mail Merge Preparation

Preparation involves setting up the main document and data source.

Step 1: Prepare the Main Document

1. Open Microsoft Word

2. Type the main letter
3. Leave spaces for merge fields

Example:

Dear [Name]

You are invited to attend the training workshop.

Step 2: Prepare the Data Source

The data source contains recipient details.

Example table:

Name Address Course

John Nairobi ICT

Mary Nakuru Business

The data source can be created in:

 Microsoft Word
 Microsoft Excel
 Microsoft Access

Step 3: Insert Merge Fields

Steps:

1. Go to Mailings
2. Click Insert Merge Field
3. Select fields such as:
o Name
o Address
o Course

1.5.2 Mail Merge Output

The final step is generating the merged documents.

Steps:

1. Click Finish & Merge

2. Choose:
o Edit individual documents
o Print documents
o Send email messages

The result is multiple personalized letters automatically created.

Example output:

Dear John
Dear Mary

1.5 Inserting Word Processing Objects

Word processing objects are elements inserted into a document to enhance presentation.

Examples include:

 Pictures
 Shapes
 Tables
 Charts

1.5.1 Picture
Pictures make documents more attractive and informative.

Steps to Insert a Picture

1. Click Insert
2. Select Pictures
3. Choose image location
4. Click Insert

You can then:

 Resize the picture

 Move it
 Add borders

1.5.2 Shapes
Shapes are graphic objects used to illustrate ideas.
Examples:

 Rectangles
 Arrows
 Circles
 Flowchart symbols

Steps:

1. Click Insert
2. Select Shapes
3. Choose a shape
4. Draw it on the document

Shapes are useful in:

 Flowcharts
 Diagrams
 Presentations

1.5.3 Table
Tables can also be inserted as objects.

Steps:

1. Click Insert
2. Click Table
3. Choose rows and columns.

Tables help organize information systematically.

1.5.4 Charts
Charts are graphical representations of data.

Common chart types include:

 Bar chart
 Pie chart
  Line chart

Steps:

1. Click Insert
2. Select Chart
3. Choose chart type
4. Enter data

Charts help readers understand data quickly.

1.6 Generating List of Figures and Table of

Content
Large documents often contain:

 Figures
 Tables
 Headings

Word processors can automatically generate lists.

1.6.1 List of Figures

A List of Figures displays all images or diagrams in a document.

Example:

Figure Number Description Page

Figure 1 Computer Lab Setup 5

Figure 2 Network Diagram 10

Steps to Create List of Figures

1. Add captions to images

2. Click References
3. Select Insert Table of Figures
1.6.2 Table of Content
A Table of Contents (TOC) lists all document headings with page numbers.

Example:

Topic Page

Introduction 1

Word Processing 5

Mail Merge 10

Steps to Create Table of Contents

1. Apply Heading Styles to titles.

2. Click References.
3. Select Table of Contents.

Word will automatically generate the TOC.

1.7 Printing of Computerized Word

Document
Printing allows users to produce a hard copy of a document.

Printing requires:

 Computer
 Printer
 Paper
 Ink or toner

1.7.1 Print Setup

Print setup allows users to adjust printing settings.

Steps:

1. Click File
2. Select Print

Options include:

Setting Function

Page Orientation Portrait or Landscape

Paper Size A4, Letter

Margins Space around page

Copies Number of prints

1.7.2 Printing
Steps to Print a Document:

1. Connect the printer.

2. Click File.
3. Click Print.
4. Select the printer.
5. Click Print.

Common printers used in offices include:

 Inkjet printers
 Laser printers

Example brands include:

 HP
 Canon
 Epson

Practical Exercises
Exercise 1

Create a table with 4 rows and 3 columns showing:

 Student Name
 Course
 Grade

Exercise 2

Create a mail merge letter inviting students to a training seminar.

Exercise 3

Insert:

 One picture
 One shape
 One chart

Exercise 4

Create:

 Table of Contents
 List of Figures

UNIT 2: SPREADSHEET APPLICATIONS

2.1 Creation of Computerized Spreadsheet
Workbook
A spreadsheet is a computer program used to organize, calculate, and analyze numerical data
using rows and columns.

Spreadsheets are commonly used for:

  Accounting
 Budgeting
 Payroll preparation
 Data analysis
 Financial reporting

One of the most widely used spreadsheet programs is Microsoft Excel. Other examples include
Google Sheets and LibreOffice Calc.

2.1.1 Spreadsheet Concepts

A spreadsheet is an electronic worksheet that allows users to perform calculations automatically
using formulas and functions.

Key Features of Spreadsheets

 Organizing data in rows and columns

 Performing automatic calculations
 Creating charts and graphs
 Analyzing data easily

Uses of Spreadsheets

Area Example Use

Business Sales reports

Education Student marks

Finance Budget preparation

Administration Employee records

2.1.2 Elements of Spreadsheet Window

A spreadsheet window contains different components that help users manage and analyze data.

Main elements include:

 Worksheet
 Workbook
  Rows
 Columns
 Cells

[Link] Worksheet
A worksheet is a single page within a spreadsheet where data is entered and manipulated.

Characteristics:

 Consists of rows and columns

 Contains cells where data is entered
 Used to store related information

Example uses:

 Student results sheet

 Budget sheet
 Sales record sheet

In Excel, worksheets appear as tabs at the bottom of the window.

Example:

Sheet1
Sheet2
Sheet3

Users can:

 Rename worksheets
 Add new worksheets
 Delete worksheets
 Move worksheets

[Link] Workbook
A workbook is a spreadsheet file that contains one or more worksheets.

Example:
Workbook name: [Link]

Contents:

Worksheet Purpose

Sheet1 Student marks

Sheet2 Fee records

Sheet3 Attendance

Steps to create a workbook in Microsoft Excel:

1. Open Excel
2. Click Blank Workbook
3. Enter data into worksheets
4. Save the file

[Link] Rows
A row is a horizontal line of cells in a worksheet.

Characteristics:

 Rows run from left to right

 Identified by numbers

Example:

Row 1
Row 2
Row 3

Example data:

Row Data

1 Name

2 John

3 Mary
Rows help organize data systematically.

[Link] Columns
A column is a vertical line of cells in a worksheet.

Characteristics:

 Columns run from top to bottom

 Identified by letters

Example:

Column A
Column B
Column C

Example data:

Column A Column B

Name Marks

John 80

Mary 75

[Link] Cells
A cell is the intersection of a row and a column.

Cells are where data is entered.

Example:

Cell Description

A1 Column A, Row 1

B2 Column B, Row 2

C5 Column C, Row 5
Cell Description

Example table:

A B

Name Marks

John 80

Cell A1 contains Name

Cell B2 contains 80

Cells can contain:

 Text
 Numbers
 Dates
 Formulas

2.2 Cell Referencing

Cell referencing means identifying a cell using its column letter and row number.

Example:

A1
B2
C3

Cell references are used when creating formulas and calculations.

Example:

If cell A1 = 10
and A2 = 20

You can calculate total using:

= A1 + A2
2.2.1 Relative Cell Referencing
Relative referencing is the default cell reference in spreadsheets.

When a formula is copied to another cell, the reference changes automatically based on its
position.

Example:

A B

10 =A1*2

20 =A2*2

If the formula in B1 is copied to B2, the reference changes automatically.

Example:

B1 → =A12
B2 → =A22

This helps perform calculations quickly across many rows.

Advantages of Relative Referencing

 Saves time
 Automatically adjusts formulas
 Useful for repetitive calculations

Example uses:

 Calculating totals
 Multiplying values
 Applying formulas to large datasets

Practical Exercise
Exercise 1

Create a spreadsheet showing:

Name Marks

John 80

Mary 75

Peter 82

Exercise 2

Use a formula to calculate double the marks in the next column.

Exercise 3

Identify the following:

 Cell in Column B Row 4

 Cell in Column A Row 2

2.2 Cell Referencing (Continued)

[Link] Absolute Cell Referencing
Absolute cell referencing is used when a cell reference remains constant (fixed) even when a
formula is copied to another cell.

Absolute references use the dollar sign ($) before the column letter and row number.

Example:

$A$1

This means the reference will not change when copied.

Example Table
A B

10 =A1*$C$1

20 =A2*$C$1

30 =A3*$C$1

If cell C1 = 2, the formula multiplies each value by 2.

When copied, $C$1 remains constant.

When Absolute Referencing is Used

 Tax calculations
 Interest rate calculations
 Fixed constants

Example:

Sales × Tax Rate

Where the tax rate remains fixed.

[Link] Mixed Cell Referencing

Mixed referencing is a combination of relative and absolute referencing.

Only one part of the reference is fixed.

There are two types:

Reference Meaning

$A1 Column fixed, row changes

A$1 Row fixed, column changes

Example

A B

5 =A$1*B2
If copied downwards:

 Row 1 remains fixed

 Column changes depending on position

Mixed referencing is commonly used in:

 Multiplication tables
 Large calculation sheets

2.2.2 Spreadsheet Editing Features

Spreadsheet editing features allow users to modify and organize worksheets effectively.

Editing helps:

 Correct errors
 Insert new data
 Rearrange information

These features are commonly used in Microsoft Excel and Google Sheets.

[Link] Worksheet Editing

Worksheet editing involves modifying the contents or structure of a worksheet.

Examples include:

 Editing cell data

 Copying and pasting data
 Cutting and moving data
 Undoing mistakes

Common shortcuts:

Action Shortcut

Copy Ctrl + C

Paste Ctrl + V
Action Shortcut

Cut Ctrl + X

Undo Ctrl + Z

[Link] Inserting Rows and Columns

Sometimes new data must be added within an existing spreadsheet.

Insert Row

Steps:

1. Select a row
2. Right-click
3. Click Insert

A new row appears above the selected row.

Insert Column

Steps:

1. Select column letter

2. Right-click
3. Click Insert

A new column appears to the left.

[Link] Removing Rows and Columns

Rows or columns can be deleted if they are no longer needed.

Delete Row

Steps:

1. Select the row

2. Right-click
3. Click Delete
Delete Column

Steps:

1. Select the column

2. Right-click
3. Click Delete

[Link] Adjusting Row Heights and Column Width

Adjusting sizes improves readability of data.

Adjust Column Width

Method 1:

 Drag the column boundary.

Method 2:

 Double-click the boundary to AutoFit.

Adjust Row Height

Steps:

1. Place cursor between row numbers

2. Drag to increase or decrease height.

[Link] Inserting Worksheets

A workbook can contain multiple worksheets.

Steps to insert a worksheet:

1. Click the plus (+) icon near the worksheet tabs.

OR

2. Right-click worksheet tab

3. Click Insert
[Link] Renaming Worksheets
Worksheets should be given meaningful names.

Example names:

 Sales
 Budget
 StudentMarks

Steps:

1. Right-click worksheet tab

2. Click Rename
3. Type new name

[Link] Move or Copy Worksheets

Worksheets can be moved or duplicated within a workbook.

Steps:

1. Right-click the worksheet tab

2. Select Move or Copy
3. Choose location
4. Click OK

To create a duplicate:
✔ Check Create a copy

[Link] Deleting Worksheets

Unwanted worksheets can be removed.

Steps:

1. Right-click worksheet tab

2. Click Delete
⚠ Warning: Deleted worksheets cannot be recovered easily.

2.2.3 Data Manipulation in Spreadsheets

Data manipulation involves entering, organizing, and managing data in a spreadsheet.

It allows users to:

 Analyze information
 Perform calculations
 Generate reports

[Link] Data Entry

Data entry is the process of typing information into spreadsheet cells.

Steps:

1. Click a cell
2. Type the data
3. Press Enter

Example:

Name Marks

John 80

Mary 75

Tips for data entry:

 Use consistent formatting

 Avoid empty rows within data
 Check for typing errors

[Link] Types of Data

Spreadsheets can contain different types of data.

Type Example

Text Names, addresses

Numbers 100, 250

Dates 12/05/2026

Formulas =A1+A2

Text Data

Used for labels and descriptions.

Example:

 Student name
 Course name

Numeric Data

Used for calculations.

Example:

 Marks
 Salary
 Prices

Date Data

Used for scheduling and record keeping.

Example:

 01/01/2026
 10/03/2026

Formula Data

Used for calculations in spreadsheets.

Example:
=A1 + A2

2.3 Formulas and Functions

Formulas and functions allow spreadsheets to perform automatic calculations.

A formula is an expression used to calculate values.

A function is a predefined formula that performs specific calculations.

Example in Microsoft Excel:

=SUM (A1:A5)

[Link] Formulas and Functions Syntax

Syntax refers to the correct structure of formulas and functions.

All formulas begin with an equal sign (=).

Example:

=A1 + A2

General function structure:

=FUNCTION_NAME(arguments)

Example:

=SUM(A1:A5)

Where:

 SUM = function name

 A1:A5 = range of cells

[Link] Arithmetic Functions

Arithmetic functions perform basic mathematical operations.
Common functions include:

Function Purpose

SUM Adds numbers

AVERAGE Calculates mean

MIN Finds smallest value

MAX Finds largest value

COUNT Counts numbers

Example

Marks

80

75

90

Total:

=SUM(A1:A3)

Average:

=AVERAGE(A1:A3)

Maximum:

=MAX(A1:A3)

Minimum:

=MIN(A1:A3)

Practical Exercises
Exercise 1

Create a spreadsheet with:

Item Price

Book 500

Pen 50

Bag 1500

Calculate:

 Total price
 Average price

Exercise 2

Create a multiplication table using absolute referencing.

Exercise 3

Practice the following:

 Insert a new worksheet

 Rename it Budget
 Insert two rows
 Delete one column

2.3 Formulas and Functions (Continued)

Formulas and functions are used in spreadsheets to automatically perform calculations and
analyze data. They are widely used in spreadsheet software such as Microsoft Excel, Google
Sheets, and LibreOffice Calc.

[Link] Logical Functions

Logical functions are used to perform decision-making operations in a spreadsheet.

They evaluate conditions and return results based on whether the condition is TRUE or FALSE.
The most common logical function is IF.

IF Function

The IF function tests a condition and returns one value if the condition is true and another if it is
false.

\text{IF(condition, value_if_true, value_if_false)}

Example

Marks Result

80 Pass

40 Fail

Formula example:

=IF(A1>=50,"Pass","Fail")

Explanation:

 If marks are 50 or above → Pass

 If marks are below 50 → Fail

Other Logical Functions

Function Purpose

AND Checks if all conditions are true

OR Checks if at least one condition is true

NOT Reverses a logical value

Example:

=AND(A1>50,B1>50)

This returns TRUE only if both conditions are true.

[Link] Lookup Functions

Lookup functions are used to search for specific data in a table and return corresponding
values.

These functions are very useful when working with large datasets.

Common Lookup Functions

Function Purpose

VLOOKUP Searches vertically in a table

HLOOKUP Searches horizontally

XLOOKUP Modern lookup function

Example of VLOOKUP

Student marks table:

ID Name Marks

101 John 80

102 Mary 75

103 Peter 90

Formula example:

=VLOOKUP(101,A1:C3,3,FALSE)

Explanation:

 Search for ID 101

 Look within A1:C3
 Return value from column 3 (Marks)

Result = 80

Lookup functions are commonly used in:

 Payroll systems
 Inventory management
 Student record systems
2.3.2 Computerized Spreadsheet Worksheet
Formatting
Formatting improves the appearance and readability of spreadsheets.

It helps users:

 Present data clearly

 Highlight important information
 Produce professional reports

[Link] Font Styles

Font styles change the appearance of text in a spreadsheet.

Common font formatting options include:

Style Purpose

Bold Emphasizes headings

Italic Highlights text

Underline Draws attention

Example:

Item Price

Book 500

"Item" and "Price" may be bold to indicate headings.

[Link] Alignment
Alignment controls the position of text within a cell.

Types of alignment include:

Alignment Description

Left Text aligned to the left

Center Text centered

Right Text aligned to the right

Example:

Name Marks

John 80

Typically:

 Text → Left aligned

 Numbers → Right aligned

[Link] Borders and Shading

Borders and shading improve the visual structure of tables.

Borders

Borders are lines added around cells.

Example:

Name Marks

John 80

Shading

Shading adds background color to cells.

Example:

 Highlighting totals
 Emphasizing headings
[Link] Header and Footer
Headers and footers appear at the top or bottom of printed spreadsheet pages.

Header

Appears at the top of each page.

Examples:

 Company name
 Report title

Footer

Appears at the bottom of each page.

Examples:

 Page numbers
 Date
 Author name

Steps in Microsoft Excel:

1. Click Insert
2. Select Header & Footer

2.4 Charts Generation

Charts are graphical representations of data.

They help users:

 Visualize trends
 Compare values
 Present data clearly

Charts are commonly used in:

  Business reports
 Financial analysis
 Academic presentations

[Link] Types of Charts

Common chart types include:

Chart Type Use

Column Chart Compare values

Bar Chart Display comparisons

Line Chart Show trends over time

Pie Chart Show proportions

Area Chart Show quantities over time

Example:

Sales comparison between products.

[Link] Insert Charts

Steps to insert a chart in Microsoft Excel:

1. Select the data range.

2. Click Insert.
3. Choose Chart.
4. Select chart type.
5. Click OK.

The chart will appear in the worksheet.

[Link] Labelling and Editing Charts

Charts must be properly labelled to make them clear.

Important chart elements include:

Element Purpose

Chart Title Describes chart

Axis Titles Identify axes

Legend Explains colors

Data Labels Show exact values

Example:

Chart Title: Student Performance

Users can also:

 Change chart style

 Adjust colors
 Resize charts

[Link] Computerized Spreadsheet Workbook

Printing
Printing allows users to produce hard copies of spreadsheets.

Before printing, users should:

 Check layout
 Adjust page settings
 Preview the document

[Link] Print Setup

Print setup allows users to configure printing options.
Steps:

1. Click File
2. Select Print

Available options include:

Setting Purpose

Orientation Portrait or Landscape

Paper size A4, Letter

Margins Space around page

Scaling Fit data to page

[Link] Printing
Steps to print a spreadsheet:

1. Click File
2. Select Print
3. Choose printer
4. Set number of copies
5. Click Print

Common printers used include brands like:

 HP
 Canon
 Epson

Practical Exercises
Exercise 1

Create a spreadsheet showing:

Name Marks

John 80
Name Marks

Mary 75

Peter 90

Use IF function to determine pass or fail.

Exercise 2

Create a table of product prices and calculate:

 Total
 Average

Exercise 3

Insert a pie chart showing sales distribution.

Exercise 4

Format the worksheet by applying:

 Borders
 Bold headings
 Center alignment

UNIT 3: COMPUTERISED DATABASE

MANAGEMENT SYSTEMS
3.1 Computerised Database User Requirements Collection
Before developing a database system, it is important to understand the needs of the users who
will use the system.
This process is called user requirements collection.

A database system is used to:

 Store large amounts of information

 Organize data efficiently
 Retrieve data quickly
 Update and manage records

Common database software includes:

 Microsoft Access
 MySQL
 Oracle Database
 SQLite

Databases are widely used in:

 Schools
 Hospitals
 Banks
 Government offices
 Businesses

3.1.1 Introduction to Database

A database is an organized collection of related data stored electronically so that it can be easily
accessed, managed, and updated.

Example of database data:

Student ID Name Course Marks

101 John ICT 80

102 Mary Business 75

Instead of storing this information in many files, a database allows all related information to be
stored in one structured system.

Advantages of Databases

 Efficient data storage

  Easy data retrieval
 Reduced data duplication
 Improved data security
 Faster processing of information

[Link] Key Concepts

Understanding database systems requires knowledge of some basic database concepts.

1. Data

Data refers to raw facts and figures.

Examples:

 Names
 Numbers
 Dates

Example:

John
75
15/05/2026

2. Information

Information is processed data that is meaningful.

Example:

Name Marks

John 75

This becomes useful information about student performance.

3. Database

A database is a collection of related data stored in a structured way.

Example:
A student database may store:

 Student ID
 Name
 Course
 Grades

4. Table

A table stores data in rows and columns.

Example:

ID Name Course

101 John ICT

102 Mary Business

5. Record

A record is a complete set of information about one item.

Example:

ID Name Course

101 John ICT

This row represents one record.

6. Field

A field is a single piece of information within a record.

Example:
 Field Example

Name John

Course ICT

[Link] Database Organisation

Database organization refers to how data is structured and arranged inside the database.

The most common structure is the relational database model.

In relational databases:

 Data is stored in tables

 Tables are connected through relationships

Example:

Table 1: Students

StudentID Name

101 John

102 Mary

Table 2: Courses

CourseID CourseName

C01 ICT

C02 Business

This structure allows efficient data storage and management.

[Link] Database Relationships

A relationship is a connection between tables in a database.
Relationships allow data in one table to be linked to data in another table.

Types of Relationships

1. One-to-One Relationship

One record in one table relates to one record in another table.

Example:
One employee → one ID card.

2. One-to-Many Relationship

One record in a table relates to many records in another table.

Example:

Student Courses

John ICT, Math

One student may take many courses.

This is the most common database relationship.

3. Many-to-Many Relationship

Many records in one table relate to many records in another table.

Example:

Students Courses

Many students Many courses

To manage this relationship, an intermediate table is usually created.

[Link] Database Operations

Database operations refer to activities performed on data within a database.

Common operations include:

Operation Description

Insert Adding new records

Update Modifying existing data

Delete Removing records

Retrieve Searching and viewing data

Example:

Insert:

ID Name

103 Peter

Update:

Change Peter's course from ICT to Business.

Delete:

Remove a student record.

Retrieve:

Search for students with marks above 80.

These operations are managed through a Database Management System (DBMS) such as
Microsoft Access.

3.1.2 Collection of User Requirements

User requirement collection involves gathering information about what users need from the
database system.

Before creating a database, developers must understand:

  What data needs to be stored
 How the data will be used
 Who will use the system
 What reports are required

Methods of Collecting User Requirements

1. Interviews

Direct discussion with users to understand their needs.

Example:
Interview school administrators about student records.

2. Questionnaires

Users complete forms that ask questions about system needs.

Advantages:

 Easy to distribute
 Collects information from many users.

3. Observation

Watching how users currently perform their tasks.

Example:
Observing how office staff manage records manually.

4. Document Analysis

Studying existing documents such as:

 Registration forms
 Reports
 Records

This helps identify data fields required in the database.

Example of User Requirements

For a student database system, requirements may include:

Requirement Description

Student registration Store student details

Course management Track courses offered

Results management Record student marks

Report generation Produce student reports

Practical Exercise
Exercise 1

Identify the following in a student table:

ID Name Course

101 John ICT

 Field
 Record
 Table

Exercise 2

List three advantages of using databases instead of manual records.

Exercise 3

Explain three methods used to collect user requirements.

3.2 Design Computerised Database Schema

A database schema is the overall structure or blueprint of a database. It defines how data is
organized, including tables, fields, relationships, and constraints.

Designing a good database schema helps to:

 Organize data efficiently

 Reduce data duplication
 Improve data accuracy
 Allow easy data retrieval

Database schema design is usually done before creating the actual database in systems such as
Microsoft Access, MySQL, or Oracle Database.

3.2.1 Creating Database Models

A database model is a logical design that shows how data will be stored and related within the
database.

Two common models are:

 Entity Relationship Diagram (ERD)

 Relational Model

[Link] ERD Models (Entity Relationship Diagrams)

An Entity Relationship Diagram (ERD) is a graphical representation of the structure of a
database.

It shows:

 Entities
 Attributes
 Relationships

Components of ERD

Component Description

Entity A real-world object represented in the database

Attribute A property of an entity

Component Description

Relationship Association between entities

Example

Entity: Student

Attributes:

 StudentID
 Name
 Course

Example representation:

Student
→ StudentID
→ Name
→ Course

ERDs help database designers visualize how data entities relate to each other before building the
database.

[Link] Relational Models

The relational model organizes data into tables (relations) consisting of rows and columns.

Each table represents a specific entity.

Example:

Table: Students

StudentID Name Course

101 John ICT

102 Mary Business

Table: Courses
CourseID CourseName

C01 ICT

C02 Business

Tables are linked through keys to maintain relationships.

The relational model is widely used in modern database systems.

3.3 Creation of Computerised Database

Objects
Database objects are the components used to store, manage, and manipulate data in a database
system.

Examples of database objects include:

 Tables
 Records
 Fields
 Keys
 Forms
 Queries
 Reports

These objects are commonly created in database software such as Microsoft Access.

3.3.1 Database Objects

[Link] Tables
A table is the primary object used to store data in a database.

It consists of:

 Rows (records)
 Columns (fields)
Example:

StudentID Name Course

101 John ICT

102 Mary Business

Each table stores information about a particular subject.

Example tables:

 Students
 Courses
 Employees

[Link] Records
A record is a row in a table representing a single item.

Example:

StudentID Name Course

101 John ICT

This row represents one student record.

[Link] Fields
A field is a column in a table that stores a specific type of information.

Example:

Field Example

StudentID 101

Name John

Course ICT
Each field contains a specific data type.

[Link] Keys
A key is a field used to uniquely identify records in a table.

Types of Keys

Primary Key

 Uniquely identifies each record.

Example:

StudentID Name

101 John

102 Mary

StudentID is the primary key.

Foreign Key

 Links one table to another table.

Example:

StudentID in another table referencing the Students table.

Keys help maintain data integrity and relationships.

[Link] Forms
A form is a database object used to enter, edit, and view data easily.

Forms provide a user-friendly interface.

Example:

Student Registration Form:

Student ID
Name
Course

Forms simplify data entry compared to editing tables directly.

[Link] Queries
A query is used to retrieve specific data from a database.

Queries allow users to:

 Search records
 Filter data
 Perform calculations

Example query:

Retrieve students with marks above 70.

Name Marks

John 80

Queries make it easier to analyze large amounts of data.

[Link] Reports
A report is a formatted presentation of data retrieved from a database.

Reports are commonly used for:

 Printing summaries
 Producing official documents
 Data analysis

Example:

Student Performance Report

Name Course Marks

John ICT 80

Reports provide structured and professional output.

3.4 Data Manipulation

Data manipulation refers to the process of adding, retrieving, modifying, and deleting data in
a database.

These operations allow users to manage database information effectively.

3.4.1 Inserting Records

Inserting records means adding new data to a table.

Example:

StudentID Name Course

103 Peter ICT

Steps in a database system:

1. Open the table

2. Enter data in a new row
3. Save the record

3.4.2 Retrieving Records

Retrieving records means searching and displaying data stored in the database.

This is usually done using queries.

Example:
Find all students studying ICT.

Result:

Name Course

John ICT

Peter ICT

3.4.3 Deleting Records

Deleting records removes unwanted data from the database.

Example:

Remove a student record:

StudentID Name

101 John

After deletion, the record no longer exists.

⚠ Deleting records should be done carefully to avoid data loss.

3.4.4 Updating Records

Updating records means modifying existing information.

Example:

Change Mary's course from Business to ICT.

Before update:

Name Course

Mary Business

After update:
Name Course

Mary ICT

3.4.5 Printing Database Objects

Database objects can be printed to produce physical reports and documents.

[Link] Printing Tables

Tables can be printed to show all stored data.

Steps:

1. Open the table

2. Click Print
3. Select printer
4. Print table

[Link] Printing Forms

Forms can be printed for record keeping or documentation.

Example:
Student registration forms.

[Link] Printing Queries

Query results can be printed to display filtered data.

Example:
List of students enrolled in ICT.
[Link] Printing Reports
Reports are the most common objects printed from databases.

They present data in a structured and readable format.

Example:

Student Results Report

Name Marks

John 80

Mary 75

Reports can include:

 Titles
 Page numbers
 Dates
 Totals

Practical Exercises
Exercise 1

Identify the following from the table:

StudentID Name Course

101 John ICT

 Table
 Field
 Record

Exercise 2

Explain the difference between:

  Primary Key
 Foreign Key

Exercise 3

List four database objects used in database management systems.

UNIT 4: COMPUTERIZED
PRESENTATION APPLICATIONS
4.1 Collecting PowerPoint Presentation Requirements
Before creating a presentation, it is important to identify the purpose and requirements of the
presentation. This ensures the presentation communicates the intended message effectively.

Presentation software allows users to create visual slides that combine:

 Text
 Images
 Charts
 Animations
 Audio and video

One of the most widely used presentation programs is Microsoft PowerPoint. Other examples
include Google Slides and LibreOffice Impress.

Presentations are commonly used in:

 Education and training

 Business meetings
 Marketing
 Conferences
 Research presentations

4.1.1 Definition of Terms

Understanding key terms helps users effectively create and manage presentations.
Presentation

A presentation is the process of communicating ideas or information to an audience using visual

aids such as slides.

Example:
A lecturer presenting course material to students using slides.

Slide

A slide is a single page in a presentation that contains information such as text, images, or charts.

Example slide content:

 Title
 Bullet points
 Pictures

A presentation may contain many slides arranged in sequence.

Slide Show

A slide show is the display of slides on a screen during a presentation.

Slides are usually displayed using:

 A projector
 A computer screen
 A large display monitor

Template

A template is a pre-designed layout used to create presentations quickly.

Templates include:

 Background designs
 Color schemes
 Font styles
Using templates helps maintain consistent design throughout the presentation.

Animation

Animation refers to movement effects applied to objects such as text or images in a slide.

Examples:

 Fade in
 Zoom
 Fly in

Animations help emphasize important points.

Transition

A transition is the effect used when moving from one slide to another during a slide show.

Examples:

 Fade
 Wipe
 Push

Transitions make presentations smoother and more engaging.

4.1.2 Presentation Requirements

Presentation requirements refer to the information and resources needed before preparing a
presentation.

Before creating a presentation, the presenter should consider:

1. Purpose of the Presentation

The presenter should define the objective.

Examples:
  Teaching a lesson
 Presenting business results
 Marketing a product

2. Target Audience

Understanding the audience helps determine the presentation style and content.

Examples of audiences:

 Students
 Business managers
 Customers
 Conference participants

3. Presentation Content

Content refers to the information to be included in the presentation.

Examples:

 Text explanations
 Images
 Charts
 Diagrams

The content should be:

 Clear
 Accurate
 Well organized

4. Presentation Equipment

The presenter should ensure the availability of necessary equipment.

Examples include:

 Computer or laptop
 Projector
  Display screen
 Pointer or remote control

5. Time Available

The length of the presentation determines:

 Number of slides
 Amount of information presented

Example guideline:

Time Suggested Slides

5 minutes 5–7 slides

10 minutes 8–12 slides

20 minutes 15–20 slides

6. Presentation Environment

The environment where the presentation will take place must be considered.

Examples:

 Classroom
 Conference hall
 Boardroom
 Online meeting platform

This affects:

 Screen size
 Audio system
 Lighting conditions

4.1.3 Types of Presentation

Presentations can be categorized based on purpose and delivery method.
1. Educational Presentation
Used in schools, colleges, and training programs.

Purpose:

 Teaching lessons
 Explaining concepts
 Demonstrating procedures

Example:
A lecturer using slides to explain computer applications.

2. Business Presentation
Used in companies and organizations.

Purpose:

 Presenting company reports

 Marketing products
 Project proposals

Example:
Sales presentation to potential clients.

3. Informational Presentation
Used to provide information to an audience.

Purpose:

 Sharing research findings

 Providing updates
 Presenting statistics

Example:
Health awareness presentation.
4. Persuasive Presentation
Designed to convince the audience to accept an idea or take action.

Examples:

 Marketing presentations
 Political presentations
 Investment proposals

5. Training Presentation
Used to train employees or students.

Purpose:

 Demonstrating skills
 Explaining procedures
 Teaching new technologies

Example:
Training staff on how to use a new software system.

Practical Exercise
Exercise 1

Define the following terms:

 Slide
 Animation
 Template
 Transition

Exercise 2
List five presentation requirements needed before creating a presentation.

Exercise 3

Explain three types of presentations.

4.1.4 Elements of Presentation Window

When using presentation software such as Microsoft PowerPoint, the presentation window
contains several important components that help users create and manage slides.

Main Elements of a Presentation Window

Element Description

Title Bar Displays the name of the presentation file

Ribbon Contains tabs and tools used to create and edit slides

Slide Pane Displays the current slide being edited

Slides/Thumbnail Pane Shows all slides in the presentation

Notes Pane Allows the presenter to add speaker notes

Status Bar Displays slide number and presentation status

View Buttons Switch between different presentation views

Zoom Slider Adjusts slide display size

Understanding these elements helps users navigate the presentation environment efficiently.

4.2 Creating PowerPoint Slides

Slides are the building blocks of a presentation. Each slide contains information presented to
the audience.

4.2.1 Types of Presentation Layout

A slide layout determines how content is arranged on a slide.

Common slide layouts include:

Layout Type Purpose

Title Slide Introduces the presentation

Title and Content Displays title and main points

Section Header Introduces a new section

Two Content Displays two sets of information

Comparison Compares two ideas

Blank Empty slide for custom design

These layouts are available in Microsoft PowerPoint.

4.2.2 Factors to Consider When Designing Presentation

Layout
When designing a slide layout, several factors should be considered.

1. Simplicity

Slides should contain clear and concise information.

2. Readability

Use:

 Large fonts
 Clear text
 Simple language

3. Consistency

Maintain the same:

 Colors
 Fonts
 Slide design
4. Visual Appeal

Use visuals such as:

 Images
 Charts
 Diagrams

5. Audience Understanding

Design slides according to the knowledge level of the audience.

4.2.3 Design a PowerPoint Presentation

Designing a presentation involves choosing:

 Themes
 Background styles
 Color schemes
 Fonts

Steps:

1. Open PowerPoint
2. Click Design
3. Choose a theme
4. Apply it to slides

Themes ensure consistent appearance across slides.

4.2.4 Create a PowerPoint Presentation

Steps to create a presentation:

1. Open Microsoft PowerPoint

2. Select Blank Presentation
3. Choose a slide layout
4. Add content such as:
o Text
o Images
o Charts
 5. Add additional slides using New Slide

4.2.5 Save a PowerPoint Presentation

Saving protects the presentation from data loss.

Steps:

1. Click File
2. Click Save As
3. Choose storage location
4. Enter file name
5. Click Save

Common file format:

 .pptx

4.3 Exhibit Presentation Views

Presentation views allow users to view and edit slides in different ways.

4.3.1 Slide Views

Common slide views include:

View Purpose

Normal View Main editing view

Slide Sorter View Displays all slides in grid form

Reading View Displays presentation like a slide show

Slide Show View Full-screen presentation

Each view helps users manage slides efficiently.

4.3.2 Working with Presentations
Working with presentations involves tasks such as:

 Editing slides
 Rearranging slides
 Reviewing slide content

Users can easily navigate through slides using the slide pane.

[Link] Switch Between Open PowerPoint Presentations

Users may open multiple presentations at the same time.

Steps to switch between them:

1. Click the View tab

2. Select Switch Windows
3. Choose the desired presentation

This feature allows users to compare or copy content between presentations.

4.4 Perform Animation and Transitions

Animations and transitions enhance presentations by adding visual effects.

4.4.1 Slide Animation

Animation refers to movement effects applied to objects on a slide.

Examples:

 Fade
 Fly In
 Zoom
  Spin

Steps to apply animation:

1. Select object (text or image)

2. Click Animations
3. Choose animation effect

Animations help emphasize important information.

4.4.2 Slide Transition

A transition is the effect applied when moving from one slide to another.

Examples:

 Fade
 Push
 Wipe
 Split

Steps:

1. Select the slide

2. Click Transitions
3. Choose transition style

Transitions make presentations more engaging.

4.5 Manipulation of PowerPoint Slides

Slide manipulation involves editing or modifying slide content.

4.5.1 Adding Data/Text to a Slide

Steps:

1. Select the slide

 2. Click inside the text box
3. Type the content

Example slide:

Title: Computer Applications

Content:

 Word Processing
 Spreadsheets
 Databases

4.5.2 Formatting Data/Text

Text formatting improves readability.

Formatting options include:

 Font style
 Font size
 Font color
 Bold and Italics
 Text alignment

These tools are available in the Home tab.

4.5.3 Move / Copy / Delete a Slide

Move Slide

Drag the slide to a new position.

Copy Slide

1. Right-click slide
2. Select Duplicate Slide

Delete Slide

1. Select slide
 2. Press Delete

4.5.4 Inserting Header and Footer

Headers and footers display additional information.

Examples:

 Date
 Slide number
 Presentation title

Steps:

1. Click Insert
2. Select Header & Footer
3. Choose options
4. Click Apply

4.5.5 Presentation Objects

Presentation objects add visual elements to slides.

[Link] Tables
Tables organize information into rows and columns.

Steps:

1. Click Insert
2. Select Table
3. Choose number of rows and columns

Example:

Product Price

Book 500
Product Price

Pen 50

[Link] Charts
Charts represent data visually.

Common chart types include:

 Bar chart
 Pie chart
 Line chart

Steps:

1. Click Insert
2. Select Chart
3. Choose chart type
4. Enter data

Charts help the audience understand data quickly.

4.6 Printing of PowerPoint Slides

Printing slides allows users to create hard copies of presentations.

Printed presentations can be used for:

 Handouts
 Reports
 Documentation

4.6.1 Print Setup

Before printing, users should adjust print settings.

Steps:
 1. Click File
2. Select Print

Available settings include:

Setting Description

Printer selection Choose printer

Copies Number of copies

Orientation Portrait or Landscape

Layout Full slide or handouts

4.6.2 Printing PowerPoint Presentation

Steps to print slides:

1. Click File
2. Select Print
3. Choose printer
4. Select number of copies
5. Click Print

Common printers used include brands like:

 HP
 Canon
 Epson

Practical Exercises
Exercise 1

List five elements of a PowerPoint presentation window.

Exercise 2

Explain the difference between:

 Animation
  Transition

Exercise 3

Create a presentation with:

 Title slide
 Three content slides
 One chart

Exercise 4

Apply:

 Slide transitions
 Text animations

UNIT 5: GRAPHIC DESIGN

APPLICATIONS
5.1 Identifying Graphic Design Requirements
Graphic design involves creating visual materials used for communication and marketing.
Graphic applications allow users to design publications such as posters, flyers, and brochures.

Common software used for graphic design includes:

 Microsoft Publisher
 Adobe Photoshop
 Canva
 CorelDRAW

These tools are widely used in offices, schools, and businesses.

5.1.1 Definition of Terms

Graphic Design

Graphic design is the process of creating visual content to communicate information or

messages.
Examples include:

 Posters
 Advertisements
 Brochures

Publication

A publication is a designed document created using graphic software for distribution or display.

Examples:

 Flyers
 Magazines
 Certificates

Layout

Layout refers to the arrangement of text, images, and graphics on a page.

A good layout ensures the design is:

 Clear
 Attractive
 Easy to read

5.1.2 Graphic Application Requirements

Before creating a graphic publication, several requirements must be considered:

1. Purpose of the Design

Examples:

 Advertising
 Informing
 Promoting an event

2. Target Audience
Design should match the intended audience.

Examples:

 Students
 Customers
 Business partners

3. Content

Content may include:

 Text
 Images
 Logos
 Charts

4. Tools and Software

The designer must select suitable software such as Microsoft Publisher.

5.1.3 Types of Graphic Application Software

Graphic software can be categorized into:

Type Example

Desktop publishing software Microsoft Publisher

Image editing software Adobe Photoshop

Vector graphic software CorelDRAW

Online design tools Canva

5.1.4 Types of Publication Designs

Graphic applications can produce many types of publications.
[Link] Templates
A template is a pre-designed layout used to create publications quickly.

Templates include:

 Fonts
 Colors
 Page structure

Templates save time and ensure consistency.

[Link] Banners
Banners are large visual displays used for advertising events or businesses.

Example:

 School open day banner.

[Link] Booklets
Booklets are small books containing several pages of information.

Examples:

 Product guides
 Training manuals.

[Link] Brochures
Brochures are folded documents used to promote products or services.

Common types:

 Bi-fold
 Tri-fold brochures.
[Link] Flyers
Flyers are single-page promotional documents used to advertise events or services.

Example:
Event announcements.

[Link] Posters
Posters are large printed designs used for public display.

Example:
Concert posters.

[Link] Cards
Cards include:

 Invitation cards
 Greeting cards
 Thank-you cards.

[Link] Certificates
Certificates are official documents recognizing achievement.

Examples:

 Training completion certificates

 Academic certificates.

[Link] Magazines
Magazines are multi-page publications containing articles, images, and advertisements.

Example:
School magazines.

5.1.5 Elements of Graphic Application

Window
When using Microsoft Publisher, the window contains several components.

Element Description

Title Bar Displays file name

Ribbon Contains design tools

Page Area Design workspace

Rulers Measure layout spacing

Navigation Pane Shows pages

Status Bar Displays document status

5.2 Creation of Graphic Design

Graphic design creation involves designing and arranging content visually.

5.2.1 Perform Basic Tasks Using Graphic Application

Software
Basic tasks include:

 Creating publications
 Editing content
 Formatting layout.
[Link] Publication Type

Users select the type of publication they want to create.

Examples:

 Flyer
 Poster
 Certificate.

[Link] Page Setup

Page setup defines:

 Page size
 Margins
 Orientation.

[Link] Ruler/Guides

Rulers and guides help designers:

 Align objects
 Maintain consistent spacing.

[Link] Page Views

Page views allow designers to preview the layout from different perspectives.

Examples:

 Single page view

 Multiple page view.

5.2.2 Add Content to a Publication

Content may include:
  Text
 Images
 Shapes
 Tables.

Steps:

1. Insert text box

2. Add images
3. Arrange objects.

5.2.3 Edit Content in a Publication

Editing allows modification of:

 Text
 Graphics
 Layout.

Common actions:

 Cut
 Copy
 Paste
 Delete.

5.2.4 Format Text and Paragraphs

Formatting improves readability.

Examples:

 Font style
 Font size
 Text color
 Alignment.

5.2.5 Page Formatting in a Publication

Page formatting improves the overall design.

[Link] Columns
Columns divide text into vertical sections.

Example:
Newspapers.

[Link] Borders and Shading

Borders add lines around objects.

Shading adds background color.

[Link] Headers and Footers

These appear at the top or bottom of pages.

Examples:

 Page numbers
 Titles.

[Link] Background
Background refers to the page color or design behind content.

[Link] Watermarks
Watermarks are faint images or text appearing behind content.
Example:
“CONFIDENTIAL”.

[Link] Orientation
Page orientation can be:

 Portrait
 Landscape.

5.2.6 Work with Graphic Objects

Graphic objects improve visual presentation.

[Link] Text Box

Text boxes allow text to be placed anywhere on the page.

[Link] Tables
Tables organize data into rows and columns.

[Link] Shapes
Shapes include:

 Rectangles
 Circles
 Arrows.
[Link] Pictures
Images enhance design.

Common image formats include:

 PNG
 JPEG
 GIF.

5.3 Publishing Graphic Design

After designing a publication, it must be prepared for printing or distribution.

5.3.1 Prepare a Publication

Preparation involves:

 Checking spelling
 Reviewing layout
 Adjusting margins.

5.3.2 Print Setup

Print setup includes:

 Selecting printer
 Choosing paper size
 Setting orientation.

5.3.3 Printing Publication

Steps:

1. Click File
 2. Select Print
3. Choose printer
4. Print document.

UNIT 6: DOCUMENT PRODUCTION

6.1 Printing Documents
Document production refers to creating and producing printed documents.

6.1.1 Introduction to Document Production

Document production includes:

 Printing
 Scanning
 Copying documents.

6.1.2 Types of Printers

Printer Description

Inkjet Printer Uses liquid ink

Laser Printer Uses toner powder

Dot Matrix Printer Uses impact printing

Common brands include:

 HP
 Canon
 Epson

6.1.3 Document Printing

Steps:

1. Connect printer
2. Open document
3. Select Print
4. Choose printer
5. Print copies.

6.2 Document Scanning

Scanning converts paper documents into digital format.

6.2.1 Types of Scanners

Scanner Description

Flatbed Scanner Most common type

Handheld Scanner Portable scanner

Sheet-fed Scanner Used in offices

6.2.2 Document Scanning

Steps:

1. Place document on scanner

2. Open scanning software
3. Select scan option
4. Save scanned file.

6.3 Document Duplication

Document duplication means making copies of documents.

Methods include:
  Photocopying
 Printing multiple copies
 Digital duplication.

UNIT 7: ONLINE COLLABORATION

7.1 Identification of Online Collaboration Tools
Online collaboration allows people to work together using internet-based tools.

7.1.1 Definition of Online Collaboration

Online collaboration is the use of digital tools to communicate, share information, and work
together remotely.

7.1.2 Importance of Online Collaboration

Benefits include:

 Faster communication
 Remote teamwork
 Easy file sharing
 Increased productivity.

7.1.3 Factors to Consider When Choosing a Tool

Factors include:

 Security
 Ease of use
 Cost
 Compatibility
 Features.
7.1.4 Online Collaboration Tools
Common tools include:

 Microsoft Teams
 Skype
 Google Drive
 Zoom
 Google Meet
 Slack

These tools support:

 Video meetings
 Messaging
 File sharing
 Team collaboration.

7.2 Online Collaboration Preparation

Preparation ensures smooth online collaboration.

7.2.1 Key Concepts

Important concepts include:

 Online communication
 File sharing
 Cloud storage.

7.2.2 Common Setup Features

Download Software

Users must install applications such as Zoom.

Create User Account

Users must register with:

 Email
 Password.

7.3 Application of Online Collaborative Tools

These tools support teamwork and communication.

Online Storage Media

Example:

 Google Drive allows users to store and share files online.

Using Email

Email is used to send messages and documents electronically.

Example email services:

 Gmail
 Microsoft Outlook

Users can:

 Send emails
 Receive emails
 Organize messages.

Online Calendars

Online calendars help schedule meetings.

Example:

 Google Calendar.
Social Media

Social media platforms enable communication and information sharing.

Examples:

 Facebook
 WhatsApp.

Online Learning Environment

Online platforms support distance learning.

Examples:

 Google Classroom
 Moodle.

7.4 Demonstrating Mobile Collaboration

Mobile collaboration allows teamwork using smartphones and tablets.

7.4.1 Key Concepts in Mobile Applications

Mobile apps allow users to:

 Communicate
 Share files
 Attend meetings.

Examples include:

 Zoom
 Microsoft Teams.
7.4.2 Mobile Application Permissions
Permissions control what apps can access on a device.

Examples:

 Camera access
 Microphone access
 Storage access.

7.4.3 Synchronization
Synchronization ensures that data is updated across devices.

Example:
Files saved on Google Drive can be accessed on:

 Computer
 Tablet
 Smartphone.