STUDY NOTES: APPLY BASIC COMPUTER SKILLS
Unit Code: IT/CU/CO/CR/02/3/MA | ISCED: 0611 251 02 A | Duration: 100 Hours
UNIT 1: OPERATE A COMPUTER
1.1 Switching On and Off
• Switching On (Booting):
1. Ensure all cables (power, monitor, keyboard, mouse) are connected.
2. Press the power button on the CPU (Central Processing Unit) tower or
laptop.
3. Wait for the operating system (e.g., Windows) to load completely.
• Switching Off (Shutting Down): Do not press the power button to turn off.
1. Click the Start menu.
2. Click the Power icon.
3. Select Shut down.
4. Wait for the lights to turn off completely.
1.2 Using the Mouse
• Click (Left Click): Select items, place cursor, activate buttons.
• Double-Click: Open files/folders or launch programs.
• Right-Click: Open a context menu (shortcut menu with specific options).
• Drag and Drop: Hold left button, move mouse, release to move an item.
• Scroll: Use the wheel to move up/down a page.
1.3 Keyboard Layout
The keyboard is divided into sections:
1.3.1 Alphanumeric Keys
• Letters (A-Z) and Numbers (0-9).
• Punctuation and symbol keys (!, @, #, $, %, etc.).
1.3.2 Functional Keys
• Located at the top (F1 to F12).
• Perform specific tasks depending on the program.
o Example: F1 (Help), F2 (Rename), F5 (Refresh).
1.3.3 Special Keys
• Enter: Execute command or move to next line.
• Shift: Type capital letters or upper symbols.
• Ctrl (Control): Used in combination for shortcuts (e.g., Ctrl+C = Copy).
• Alt (Alternate): Used for menu shortcuts.
• Backspace: Delete character to the left of the cursor.
• Delete (Del): Delete character to the right or delete selected item.
• Windows Key: Open Start menu.
• Arrow Keys: Move cursor up, down, left, right.
1.4 Using the Keyboard
• Typing: Using alphanumeric keys to enter text.
• Shortcuts: Pressing two or more keys simultaneously to perform a task quickly
(e.g., Ctrl + S to Save).
UNIT 2: NAVIGATE COMPUTER WINDOWS
2.1 Windows Desktop Features
The Desktop is the main screen area you see after logging in.
• 2.1.1 Background (Wallpaper): The picture or color displayed on the screen.
• 2.1.2 Task Bar: The long horizontal bar at the bottom of the screen.
o Start Button: Located on the left; opens the Start menu.
o System Tray/Notification Area: Right side; shows the time, volume,
network status, and background programs.
• 2.1.3 Program Menu (Start Menu): A list of all installed applications on the
computer. Accessed via the Start button.
• 2.1.4 Shortcuts: Icons on the desktop that provide quick access to a program,
file, or folder. Note: Deleting a shortcut does NOT delete the actual program.
2.2 Personalizing Desktop Features
• Change Background: Right-click desktop -> Personalize -> Background ->
Choose picture -> Save.
• Change Screen Resolution: Right-click desktop -> Display settings ->
Resolution -> Adjust slider.
2.3 Opening Programs from Programs Menu
1. Click the Start button.
2. Click "All Apps" or navigate the program list.
3. Find the program (e.g., Microsoft Word).
4. Click the program icon to open it.
UNIT 3: PERFORMING BASIC FILE MANAGEMENT
3.1 Creating Folders
• Folders are containers used to organize files.
• How to: Right-click on desktop or inside a drive -> New -> Folder -> Type a
name -> Press Enter.
3.2 Creating Simple Text File Documents
• Using Notepad (Simple text, no formatting): Start -> Windows Accessories ->
Notepad -> Type text.
• Using WordPad (Basic formatting): Start -> Windows Accessories -> WordPad.
3.3 Saving Documents
• Shortcut: Press Ctrl + S.
• Process: File -> Save As -> Choose Location.
o 3.3.1 Naming: Give the file a descriptive name (e.g., "CV_2025").
o 3.3.2 Location: Choose where to store it (e.g., Documents folder, Desktop,
Flash disk).
3.4 File and Folder Operations
• 3.4.1 Copy and Paste: Duplicate an item.
o Select -> Right-click -> Copy (or Ctrl+C) -> Go to destination -> Right-
click -> Paste (or Ctrl+V).
• 3.4.2 Cut and Paste: Move an item from one place to another.
o Select -> Right-click -> Cut (or Ctrl+X) -> Go to destination -> Paste
(or Ctrl+V).
• 3.4.3 Delete: Remove item (usually sent to Recycle Bin).
o Select -> Press Delete key OR Right-click -> Delete.
• 3.4.4 Move: Same as Cut and Paste.
• 3.4.5 Rename: Change the name of a file/folder.
o Select -> Press F2 OR Right-click -> Rename -> Type new name -> Enter.
• 3.4.6 Compressing (Zipping): Making a file/folder smaller for easy storage or
emailing.
o Right-click item -> Send to -> Compressed (zipped) folder.
3.5 Use of Computer Storage Devices
• 3.5.1 Flash Disk (USB): Portable, rewritable, connects via USB port.
• 3.5.2 CDs: Optical disc; usually read-only (unless CD-RW).
• 3.5.3 DVDs: Similar to CD but holds more data (videos, large files).
• 3.5.4 Hard Disk: Internal storage inside the computer (C: drive). High capacity.
3.6 Searching Files and Folders
• Method 1: Click the Search bar (magnifying glass) next to the Start menu ->
Type file/folder name.
• Method 2: Open File Explorer -> Use the search box in the top-right corner.
UNIT 4: CREATE, FORMAT, SAVE AND PRINT DOCUMENTS
USING MS WORD
4.1 Define Word Processor
• A software application used to create, edit, format, save, and print text-based
documents (e.g., letters, reports, memos).
4.2 MS Word Interface Features
• 4.2.1 Menus (Tabs): Home, Insert, Design, Layout, etc. Clicking a tab changes the
ribbon.
• 4.2.2 Ribbons: The area below the tabs containing groups of commands (e.g.,
Font group, Paragraph group).
4.3 Creating a Simple MS Word Document
1. Open MS Word.
2. Click "Blank Document".
3. Start typing your content.
4.4 Formatting, Saving and Printing
• Formatting (Home Tab):
o Font: Change style, size, color, Bold (B), Italic (I), Underline (U).
o Paragraph: Align text (Left, Center, Right, Justify), Bullets, Numbering, Line
spacing.
• Saving:
o File -> Save As -> Choose location (OneDrive or This PC) -> Name file ->
Save.
• Printing:
1. Preview: File -> Print (Shows how it will look on paper).
2. Settings: Choose number of copies, printer, color/black & white.
3. Click Print.
UNIT 5: CREATE, FORMAT, SAVE AND PRINT WORKSHEETS
USING MS EXCEL
5.1 Define Spreadsheet Software
• A software application used to organize data in rows and columns, perform
calculations, create charts, and analyze data.
5.2 MS Excel Interface Features
• Workbook: The entire Excel file.
• Worksheet: The individual "sheet" (Sheet1, Sheet2) within the workbook.
• Columns: Vertical (labeled A, B, C...).
• Rows: Horizontal (labeled 1, 2, 3...).
• Cell: The intersection of a row and column (e.g., A1, B5).
• Formula Bar: Where data or formulas are entered.
5.3 Creating a Simple Ms Excel Worksheet
1. Open Excel -> Blank workbook.
2. Click a cell and type data (text, numbers, dates).
5.4 Formatting, Saving and Printing
• Formatting:
o Adjust Column Width: Drag the line between column letters.
o Borders: Home tab -> Font group -> Borders.
o Merge & Center: Highlight cells -> Home tab -> Merge & Center.
o Basic Calculation: Use formulas starting with =.
▪ SUM: =SUM(A1:A5) (Adds values from cell A1 to A5).
▪ AVERAGE: =AVERAGE(B1:B5).
• Saving: Same as Word (Ctrl+S). File extension is .xlsx.
• Printing:
o Page Layout Tab: Adjust margins, orientation (Portrait/Landscape), size.
o Print Area: Highlight data -> Page Layout -> Print Area -> Set Print Area.
o File -> Print (Preview to ensure it fits on one page).
UNIT 6: APPLY ENTREPRENEURIAL SKILLS
Note: This section focuses on applying these skills, specifically to accommodate Persons
with Disabilities (PWDs).
6.1 Personal Finances Management
• 6.1.1 Simple Bookkeeping: Recording daily financial transactions.
o Sales: Money received from selling goods/services.
o Purchases: Money spent to buy stock/materials.
o Debts: Money owed to suppliers or by customers.
o Profits: Sales minus Expenses.
• 6.1.2 Budgeting: A plan for how to spend your money (Income vs. Expenditure).
Helps avoid wastage.
6.2 Savings Management
• Setting aside a portion of income for future use (emergencies, business
expansion).
• Methods: Bank accounts, Mobile money savings, Sacco groups.
6.3 Sources of Personal and Business Funds
• Personal: Personal savings, selling assets.
• Business: Bank loans, Microfinance institutions, Government grants, Saccos,
Angel investors, Family/friends.
6.4 Investments
• Using money to purchase assets that will generate income or profit (e.g., buying
shares, real estate, starting a business).
6.5 Entrepreneurial Roles and Characteristics
• Roles: Innovator, Job creator, Risk taker, Organizer of resources.
• Characteristics:
o Hardworking
o Confident
o Creative
o Good decision maker
o Persistent
6.6 Salaried Employment vs. Self-Employment
• Salaried Employment: Working for an employer for a fixed wage/salary. Steady
income, less risk, less freedom.
• Self-Employment: Working for oneself (running a business). Variable income,
high risk, high independence.
6.7 Requirements for Entry into Self Employment
1. Idea: A viable business idea.
2. Skills: Technical skills, business management skills.
3. Capital: Money to start.
4. Market: Customers who need the product.
5. Permits/Licenses: Legal authorization.
6.8 Regulatory Requirements
• Legal rules that must be followed to operate a business.
• Examples:
o Business registration (e.g., Business Name).
o Single Business Permit (from county government).
o Tax registration (KRA PIN in Kenya).
o Health and safety certificates (especially for food businesses).
6.9 Benefits of Business Planning
A business plan is a written document describing the nature of the business and
strategy.
• Benefits:
1. Guidance: Acts as a roadmap for the business.
2. Funding: Required to convince investors/lenders to give money.
3. Risk Management: Helps identify potential problems early.
4. Measuring Success: Allows you to compare actual performance against
goals.
6.10 Entrepreneurial Skills to Accommodate PWDs
• Accessibility: Ensure the physical premises (shop/office) have ramps, wide doors,
and accessible washrooms for wheelchair users.
• Assistive Technology: Ensure computers and websites are compatible with
screen readers for the visually impaired.
• Inclusive Hiring: Employing PWDs and providing reasonable accommodations.
• Customer Service: Training staff to communicate effectively and respectfully
with all customers, including those with disabilities.
• Product Design: Creating products that are easy to use for people with various
disabilities.