1.

0 INTRODUCTION TO COMPUTERS
A computer is an electronic automatic device which allows you to key in data,
manipulate, process, store and retrieves information

It works automatically accepting, storing and processing data to produce information that
is useful to the user.
A program – It is a set of instructions that is written in a language of a computer.
It is used to make a computer perform a specific task.
Data – These are raw facts about something, somewhere or somebody. These facts are
usually unrefined, not yet processed or at crude state which have no meaning of their
own.
Information – It is the processed data wchich can be used for making a decision.
Byte: it is a set of 8 characters/bitsi.e Abab/ 23457/@#$%^
Bit- It is the smallest unit in a file and can be in numericor alphanumeric

COMPUTER SYSTEM HAS FOUR FUNDAMENTAL COMPONENTS:

i. Input device- e.g Keyboard, mouse, scanner, digitisizer
ii. Output Device- e.g Vdu, Printer, Plotter
iii. Processing e.g- Control unit, Arithmetic & Logic Unit, Main memory
iv. Storage- Hard disk, Floppy disk, Data catridge & Flash disk.

1.1 CLASSIFICATIONS OF COMPUTERS

Computers are classified according to size, speed, capabilities and price

1. Microcomputers/personal computers
- It is the smallest, cheapest and least powerful
- It has a small cpu called microprocessor
- Commonly used in training institutions, small business enterprises etc.
- Examples of microcomputers are:
o Desktop- placed on the desk
o Laptops – portable- placed on the lap
o Palm top- Held in the arm
Screen
Laptop

2. Mini computers Palmtop

Desktop
- Used by one person at a time
- They resembles microcomputers but have a powerful processor
- Have a higher quality monitor

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 - Used mainly by scientific laboratories, research institutions etc

Mini computer

3. Mainframe computers
- They are less powerful and less expensive than the supercomputers.
- They are described as giant computer because of their big size.
- They are used for processing data and performing complex mathematical calculation.
- They have a large storage capacity and can support a variety of peripherals.
- Mainframe computers handle all kinds of problems whether scientific or commercial.
- They are mostly found in government agencies, big organizations and companies such
as banks, hospitals airports etc, which have large information processing needs.

Mainframe
Terminal

4. Super-computers
- They are the fastest, largest, most expensive and powerful computers available.
- They are able to perform much complex calculation in a fraction of second.
- Because of their extreme weight a supercomputer is kept in a special room.
- Due to their huge processing power supercomputer generate a lot of heat.
- Supercomputers are mainly used for scientific research, which requires enormous
calculation.- Supercomputers are mainly found in developed countries such as in USA
where they are used for

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 Super computer

advanced scientific research su ch as nuclear physics.

1.2 3 Broad Computer Systems
A computer comprises of hardware, software and Orgware.
Hardware: Involves the physical components of a computer that are tangible.
Software: A set of programs/instructions or commands that tells your computer what
to do.
Orgware: Human being control for a system to operatei.e Programmers, designers,
Users, Administrators

COMPONENTS OF COMPUTER HARDWARE

They are categorized into five namely: -
Input devices:
Devices that allows the user to enter data into the memory of a computer. e.g.
Keyboard, mouse, scanner etc.
Output devices:
Device that produces the result of data entered and processed in the computer.
e.g.
Monitor- Produces information in form of a softcopy.
Printer – Produces information in form of a hardcopy
Speakers – Produces information in form of sound.
Storage Devices:
Devices that store data permanently in the disks for future use. e.g. Diskettes, CDs,
(compact disc) DVDs (Digital video disc), hard disk, flash disc etc.
The system unit
It is a box-like case that houses all the important electronic equipment and circuits
that comprises a computer.
There are two types of the system unit namely:
i) Tower- The system unit is seated next to the monitor.
ii) Desktop – The monitor sits on top of the system unit.

Components Inside The System Unit

The power supply – Converts Alternating Current (AC) to Direct Current (DC).
- Supplies power to the circuit board and inner computer components.
Harddisk- A non-removable storage media for programs and system files.
RAM (Random Access memory) – The working space of a computer system that holds
data temporary when working with it.

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 The system board (motherboard) – The main circuit board that contain the electronic
components.
CPU (Central processing unit) - This is where data entered is manipulated/processed to
produce the information
Expansion card/board – Add more capabilities to the computer e.g. sound card, TV card,
network card etc.
Expansion slot- The opening where the expansion card is inserted.

COMMUNICATION DEVICES
Enhances communication between two or more computers
Examples:-
Modem –It is a device that modulates and demodulates the signals being transmitted.
The term Modem is derived from two words namely: -
Mo – means modulate
Dem – means demodulate

Modulate – To convert/translate digital signals from the computer to analog signals for
the transmission media.

Demodulate – Converts/translates analog signals from the transmission media to digital

for the computer.

Computer B

Computer A
Transmission media
Modem Modem

NIC – (Network Interface Card)

Commonly used in Local Area Networks.

Transmission media – Media through which signals passes through on a network e.g.
telephones.

COMPONENT OF COMPUTER SOFTWARE

a. System operating software
b. Application software
Software: A set of programs / instructions or commands that tells your computer what to
do

(i) System operating software

i. Controls and manages your computers hardware.
ii. Allows the user to access the application software/programs.
Examples of system software

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 a) DOS - Disk Operating System- command based.
b) Windows - Graphics user interface Version of windows include, Windows
95, windows 98, windows NT, windows millennium, windows XP
professional, windows XP service pack II, windows 2000, windows vista.

(ii) Application software

Allows the user to perform a specific task. They are also referred to as packages
Examples are:
Ms word, Ms excel, Ms Access, Ms power point, Adobe page maker, Publisher

1.3 MEMORY OF COMPUTER

It’s the ability of the computer to hold data/ information while working with it. It is
divided in two categories:-
(i) Primary memory
(ii) Secondary memory

Primary memory
It is divided into two categories, which include:
RAM (random access memory)
This is the working space of a computer system. Used for temporary storage of data and
instructions. It’s volatile and thus it loses data on power off/ maintainable/ expensive.

ROM (read only memory)

Stores virtual information needed by the computer during startup. It is permanent; not
maintainable, Not expensive; not volatile

Secondary memory
This exists on media, include: diskette or compact disk (CDS). This type memory is
removable/portable. Where data is kept permanently in the disk.

Qualities of RAM.
It’s expandable
Reasons
To run or execute longer programs
Has more storage space
It’s volatile it retain information so long as the power is on. When power is turned off, all
the information in RAM is lost.

Characteristic of Rom (read only memory)

 It’s permanent and cannot be changed
 It’s non-volatile
 Stores instructions that help the computer for use each time you turn on the
computer

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CENTRAL PROCESSING UNIT
 It’s the main chip/brain of a computer
 It processes instruction, performs calculations and manages the flow of
information through a computer system.
 It communicates with input, output and storage devices to perform tasks.
Factors that determines the performance of CPU
i). Manufacturer- Made by companies such as Intel, AMD, Cyrix, and motolora Intel
chips are most popular
ii) Generation – Each generation of CPU’s is more powerful than the one before. Newer
CPU’s can process more instructions at a time. CPU generation includes: 486, pentium
586 and pentium pro (686).
iii) Speed – Determines how fast a computer operates /respond to command.

The unit of measuring speed is Hertz (Hz)

One thousand hertz = 1 Kilohertz (KHZ)

1 million hertz = 1 megahertz (MHZ)
1 Billion hertz = 1 Gigahertz (GHZ)

Disk Capacity
- Capacity is the measure of computer storage facility.
- It is measured in Bits.
- A bit is the smallest unit of storage media.
8 bits = 1 byte
1 byte = 1 character (0-9, A-Z, symbol, space)

1,024 bytes = 1 Kilobyte (KB)

1,048,576 bytes =1 Megabyte (MB)
1,073,741, 824 bytes = 1 Gigabyte (GB)

MAIN FUNCTIONS OF A COMPUTER

- Input of data
- Storage of data
- Retrival of data
- Processing of data
- Arithmetic and logic operation
- Out put of data

USES USES OF COMPUTERS

I) Industry and commerce
II) Science and engeneering
III) Process control
IV) Healthcare
V) Government institutions
VI) Education and research

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 VII) Communication industry
VIII) Police and defence
IX) Home and Leisure
X) Employment

ADVANTAGES OF COMPUTERS
i) Speed
ii) Flexible
iii) Ensures complet accuracy and efficiency
iv) Space saving
v) Storage
vi) Control
vii) Reliability
viii) Privacy

DISADVANTAGES OF COMPUTERS
i) Cost
ii) Technology
iii) Causing unemployment
iv) Repair and maintenance\Needs skilled labour
v) Un accessibility

THE KEYBOARD
This is the principal method of data entry
The keyboard typicall resembles a typewriter, and is the most common input device for
micro computer syytems.

The keyboard consists of:

i) The function keys- (F1 to F12)- These are used to perform specific functions
by various application packages.
ii) Cursor Positioning keys and exit keys e.g the arrow keys, page-up,page down,
left, right, up,down, home, end, delete , insert etc)
iii) Numeric keypad- 0-9 is used mainly for fast entry of numeric data.
iv) Alphanumeric keys- used for normal operation
v) Special keys- Caps lock, shift,Alt, Ctrl, Esc etc used in combination with the
other keys or on their own.

SECONDARY MEMORY (STORAGE)

Secondary memory is used for staoring back up information that is not needed
immediately by the CPU.
i) The Hard disk- This is a disk that is fixed in the computer. It is normally
referred to as the C Drive.

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 ii) Floppy Disk- They are common and in expensive and easily transportable
storage media.
iii) Optical disks-(CD)- They have much higher recording capacity.
iv) Flash Disk- The are much higher than CD’s easily transportable.

THE DISKETTE.
Read & write
region

Hub

Spindle hole

Unlock /lock
Label region
(security tags)

PROTECTIVE MEASURES WHEN HANDLING DISKETTES

1) Do not through the diskette all over
2) Do not touch the magnetic part of the diskette
3) Do not bend the diskette
4) Do not expose the diskette to excessive temperatures
5) Do not remove the diskette from the disk bank except when you
are using it.

COMMON CAUSES OF DISK PROBLEMS

1) Physical damage caused by poor or improper handling
2) Magnetic damage caused by contact with magnetc fieds
3) Logial damage caused by system errors or power interrupts
4) Operator errors caused by improper formattind, ejecting or shut down

CARE FOR MICROCOMPUTERS

1) They should be placed in a dust free environment with good ventilation and dust
covers
2) They should not be exposed to direct sunlight.
3) Food or drinks should not be allowed near the computer

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4) The computers should be regularly serviced.
5) The peripherals devices such us printers and mouse should be regularly serviced.
6) In areas where the power fluctuates, it is important to use UPS or stablelizer.

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 WINDOWS

2.0 Introduction
Windows is system operating software that act as an interface between the hardwares and
the other programs.
An operating system is a set of commands and programmes that allow the user to
communicate with the computer, disk drives, printer and other peripherals.

FUNCTIONS OF AN OPERATING SYSTEM

1. Controlling and managing computer hadware.
2. Allowing the user to access application programs e.g. word, excel etc.

Other Examples of operating systems:

- MS-DOS
- PC-DOS
- Top-DOS
- Unix
- Novell

WINDOWS FEATURES
Windows has a feature called WIMP.
W - (WORKING AREA) that can be divided into section of flexible size, which can be
opened and closed.
I – Icon, an image of an object used to represent an abstract idea or process or a
diagrammatic representation of a command.
M – Mouse, used as an input device.
P – Pull-menu

2.1 ACCESSORIES OF WINDOWS

1. Word pad- it is a text editor. You can use it to work on short documents
by formatting, copy, cut and pasting etc.
2. Note pad- similar to word pad but used to create files that do not require
formatting.
3. Calculator- Used performing calculation. Includes both standard and
scientific calculation.
4. Paint- used for drawing editing of both text and graphics

MOUSE
- Used as an input device.
- When you move your mouse around on a flat surface, it sends signals to a pointer
on the screen. This pointer follows the movement of your mouse.
Clicking – This is pointing an item, pressing and releasing left mouse button
Double clicking – Means pressing left mouse button twice and very quickly offers
shortcut to open a file, folder or program

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Dragging:- This is pressing and holding down the left mouse button without releasing it
Used to move things a round on your desktop

Left mouse button used to:

- Issue commands
- Move items
- Select (Holding down and dragging)

Right mouse button used to:

- Retrieve commands
- Create shortcuts

2.2 STARTING THE COMPUTER

Booting – the process of loading system files into the computers memory.

Types of Booting: -
a) Cold/Hard booting – The process of starting or powering on the computer
system. This is done by pressing on the power buttons.
b) Warm/Soft booting – The process of re-loading the operating system into the
computers memory. This is achieved by pressing Ctrl+Alt+Del buttons or
pressing the restart button

2.3 PARTS OF THE DESKTOP

DESKTOP – This is the screen background area on which windows, icons, menus
containing programmes are displayed.
a) Caption buttons – The three buttons at the top right corner of a window.
- Close (X) – Used for closing a window
- Minimise (-) – Used for placing an item at the taskbar.
- Minimise/Maximise/Restore – Used for enlarging or reducing the size of a
window
i)  Enlarges/Maximizes the size of the window
ii) Reduces/Minimize the size of the window.
- Icons – Graphical representation of files and folders
- Start button – Initiates/starts most operations in the computer.
- Taskbar – The bar at the bottom of the screen. It contains the start button. You
click taskbar buttons to switch from one program to another.
- Dialogue Box – a secondary window that contains buttons and various kinds of
options through which you can carry out a particular command or task.
- Title bar – The topmost bar at the top of the window
- Menu bar – The second bar (after title bar) at the top of a window that contains
specific commands in a window.
- Window Border- The outside edge of the window can be lengethen or shortened
as you wish.
- Window Corner- Can be used to shorten or lenthen two adjoining sides of a
window border at the same time

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- Insertion point- This shows your position in a document for the purpose of typing
text or inserting graphics.
- Mouse pinter- This is different from the insertion point , it is controlled by the
mouse.
- Close butten- It is for ending a program.

MAJOR ICONS IN WINDOWS SCREEN

a) My computer: Allows you to view information about computer

b) Recycle bin: A temporary storage for deleted files
c) Network neighbourhood: This will help you if your computer is
connected to other computers on a network. You can use it to view various
network resources you have in computer
d) Start button: it provides you with access to almost everything you need to
use in windows
e) Taskbar: it is a horizontal line that run across the bottom part of the
desktop and it has the start button and the clock. It is also where the
running programs resides
f) My document: it contains files and folders.

MY COMPUTER AND ITS CONTENTS

THE ICONS WHICH YOU SEE AFTER YOU DOUBLE CLICK MY

COMPUTER
This icon shows the contents of a floppy disk in your
computer.

This icon shows the contents of a computer hard

disk

This icon shows the contents of a compact disk in

your computer

This icon shows the setting for your computer and

where you can adjust them.

This icon shows the printer set up and information about

printers.
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This icon shows the icon for gaining access to the internet
network.

This icon creates access to the world wide web.

ICONS YOU SEE AFTER YOU DOUBLE CLICK DRIVE C (HARD DISK)

This icon represents a folder which contains

files and other folders.

A shared folder for the network

This icon represnts a file as the basic

unit. Storage in windows. It shows
files and programs.

This icon represents a document created

in word pad.

FILE NAMES:

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Every file has a file name, which can be 1-8 characters in length, with an optional
extension of three characters, separated by a period. Windows however support long file
names, which can contain up to 250 characters.i.e

 All files (*.*)

 Web pages (Htm, Html, Url)
 Document templates (.Dot)
 Word document (.Doc)
 Rich text format (.Rtf)

WINDOWS EXPLORER

Windows explorer is easier to use than using Dos commands for organizing your hard
disk.

It displays a tree like structure, which shows how files and sub-directories are arranged
on the hard disk.

In Windows explorer, you can see both the hierarchy of folders in each selected folder.
Windows explorer is another way of seeing what’s on your computer. Opening windows
explorer gives you a view of your computers contents.

2.4 WORKING WITH FILES AND FOLDERS

A file is a container for data. It accepts text and graphics.

A folder is a container for files usually yellow in colour. It keeps the files organized

A folder with a plus sign (+) means that the folder is expandable i.e. it contains other
folders inside.

To create a new folder

1. Open My Documents.
2. Under File and Folder Tasks, click Make a new folder.

A new folder is displayed with the default name, New Folder, selected.

3. Type a name for the new folder, and then press ENTER.

To create a new folder on then desktop

a) Right click your mouse
b) A pop up menu appears, go to New
c) Move to folder

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d) Enter the name of the folder

e) Press ENTER key on the keybord

Notes

 To open My Documents, click Start, and then click My Documents.

 You can also create a new folder by right-clicking a blank area in a folder window
or on the desktop, pointing to New, and then clicking Folder.

To copy a file or folder

1. Open My Documents.

If the file or folder you want to copy is not located in My Documents or its
subfolders, use Search to find it. To open Search, click Start, and then click
[Link] the file or folder you want to copy.

2. Under File and Folder Tasks, click Copy this file or Copy this folder.
3. In Copy Items, select the drive or folder you want to copy to, and then click
Copy.
4. Click the file or folder you want to rename.
5. Under file and folder Tasks, Click rename this file or Rename this folder
6. Type the new name, and the press ENTER.

Notes

 To open My Documents, click Start, and then click My Documents.

Some programs cannot interpret long file names. The limit for programs that do not
support long file names is eight characters. File names cannot contain the following
characters:
\ / : * ? " < > |.

You can also rename a file or folder by right-clicking it and the clicking Rename. The
names of system folder such as Document and settings Windows, or system 32 cannot be
changed. They are required for Windows to run properly.

To delete a file or folder

1. Open My Documents

If the file or folder you want to delete is not located in My Documents or its
subfolders, use Search to find it. To open Search, click Start, and then click
Search.

2. Click the file or folder you want to delete.

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3. Under File and Folder Tasks, click Delete this file or Delete this folder.

Notes

 To open My Documents, click Start, and then click My Documents.

 You can also delete files or folders by right-clicking the file or folder and then
clicking Delete.
 To retrieve a file you have deleted, double-click the Recycle Bin icon on your
desktop. Right-click the file you want to retrieve, and then click Restore.
 To permanently delete a file, press and hold down SHIFT and drag it to the
Recycle Bin. The item is permanently deleted and cannot be retrieved from the
Recycle Bin.
 Open My Documents, click Start, and then click My Documents.

 You can copy more than one file or folder at a time.

 To select consecutive files or folders, click the first item, press and hold down
SHIFT, and then click the last item. To select nonconsecutive files or folders,
press and hold down CTRL, and then click each item.

To copy a file or folder to a floppy disk

1. Insert the floppy disk into the disk drive.

2. Open My Documents.

If the file or folder you want to copy is not located in My Documents or its
subfolders, use Search to find it. To open Search, click Start, and then click
Search.

3. Click the file or folder you want to copy.

4. Under File and Folder Tasks, click Copy this file or Copy this folder.
5. In Copy Items, click 3 1/2 Floppy (A:), and then click Copy.

Notes

 To open My Documents, click Start, and then click My Documents.

 You can also copy a file or folder to a floppy disk by right-clicking the file or
folder, pointing to Send To, and then clicking 3 1/2 Floppy (A).

To change the name of a file or folder

1. Open My Documents.

If the file or folder you want to rename is not located in My Documents or its
subfolders, use Search to find it. To open Search, click Start, and then click
Search.

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2. Click the file or folder you want to rename.

3. Under File and Folder Tasks, click Rename this file or Rename this folder.
4. Type the new name, and then press ENTER.

TO DELETE OR RESTORE FILES IN RECYCLE BIN

1. On the desktop, double-click Recycle Bin.

2. Do one of the following:
o To restore an item, right-click it, and then click Restore.
o To restore all of the items, on the Edit menu, click Select All, and then on
the File menu, click Restore.
o To delete an item, right-click it, and then click Delete.

2.5 CUSTOMIZING YOUR DESKTOP

To select a different theme
Notes

 To open Display, click Start, click Control Panel, and then double-click
Display.
 Themes affect the overall look of your desktop, including the background, screen
saver, icons, windows, mouse pointers, and sounds.
 If more than one person uses a computer, each with his or her own user account,
each person can choose a different theme.
 To create your own desktop theme

1. Open display in Control Panel.

2. On the Themes tab, under Theme, click the theme you want to modify.
3. Make your changes to the theme.
4. When you finish making changes, click Apply on the Themes tab in the Display
Properties dialog box, and then click Save As.
5. Type a name for the theme and click OK.

Notes

 To open Display, click Start, click Control Panel, and then double-click
Display.
 If you modify a theme without saving it, your changes are saved with the name
Previous theme name (Modified). However, your modified theme will be lost if
you select a different theme.
 New themes are saved in My Documents. To open the My Documents folder,
click Start, and then click My Documents.

To change your desktop background

1. Open display in Control Panel.

2. On the Desktop tab, do one or more of the following:

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o Click a picture in the Background list. In Position, click Center, Tile, or

Stretch.
o Click Browse to search for a background picture in other folders or on
other drives. You can use files with the following extensions: .bmp, .gif,
.jpg, .dib, .png, .htm. In Position, click Center, Tile, or Stretch.
o Select a color from Desktop color. The color fills the space not used by a
picture.

Notes

 To open Display, click Start, click Control Panel, and then double-click
Display.
 You can use a personal picture as a background. All of your personal pictures
located in My Pictures are listed by name in the Background list.
 You can save a picture from a Web site as a background. Right-click the picture
and then click Set as Background. The picture is listed in the Background box
as Internet Explorer Background.
 If you choose an .htm document as your background picture, the Position options
are unavailable. The .htm document is automatically stretched to fill your
background.

Set or change screen saver

A screen saver is an object or a textblock that appears in motion when the computer is
idle for some times
- It is used to protect your screen from destruction caused by leaving it on for too
long
- Its also applied for security purpose i.e. some screensaver contain a password.

1. Open Display in Control Panel.

2. On the Screen Saver tab, under Screen saver, click a screen saver in the list.

Notes

 To open Display, click Start, click Control Panel, and then double-click
Display.
 After you select a screen saver, it will automatically start when your computer is
idle for the number of minutes specified in Wait.
 To clear the screen saver after it has started, move your mouse or press any key.
 To view possible setting options for a particular screen saver, click Settings on
the Screen Saver tab.
 Click Preview to see how the selected screen saver will appear on your monitor.
Move your mouse or press any key to end the preview.
 Click Related Topics for information about having Windows turn off your
monitor when you leave it idle for a period of time.

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Rename desktop icon

1. Right-click the desktop icon that you want to rename.

2. Click Rename.
3. Type the name that you want to appear under the icon.

Notes

 You can use letters, numbers, spaces, and some punctuation marks in desktop
icon names. You cannot use these characters in icon names: \ : / * ? " > < |
 You can also rename an icon by slowly clicking the name twice and then typing
the new name.

Creating shortcut on the desktop

1. Open My Computer.
2. Double-click a drive or folder.
3. Click the item you want, such as a file, program, folder, printer, or computer.
4. On the File menu, click Create Shortcut.
5. Resize the window so you can see the desktop.
6. Drag the new shortcut to the desktop.

Notes

 To open My Computer, click Start, and then click My Computer.

 You can also drag an item to the desktop with the right mouse button, and then
click Create Shortcut(s) Here.
 To change the shortcut's properties, right-click the shortcut, and then click
Properties.
 When you delete a shortcut to an item, the original item is not deleted. It still
exists on your computer in its original location.

2.6 SEARCHING FOR INFORMATION

To search for a file or folder

1. Click Start, and then click Search.

2. Click All files and folders.

SETTING DATE AND TIME

- Click on the start button , point to settings and select control panel
- Double click date and time icon
- Set your date and time from the window that appears by:
- Click in the date section/time and click the spin control either upwards to
increase or downwards to reduce.
- Click on the down arrow on the left of month/year option and choose either

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- Click apply button and then OK

WAYS OF OPENING AN EXISTING DOCUMENT

There are several ways of opening an existing documents:
i) Open your documents from within the program you used to
creat it.
ii) Use the document command on the start menu to open a
document you have recently worked with.
iii) Use find command on the start menu to locate and open a
document if you don’t know where it is.
iv) Use windows explorer to look for and open a file.
v) Double click my document icon on the desktop.

Ways of getting help in windows

We have 4 ways of getting help in the window program.
i) Help through the contents.
ii) Help through the index
iii) Help through the word/phrase
iv) Help for a specific item

HOW TO PRINT A DOCUMENT

Open the program on which the document is created.
On the file menu, click print; a dialogue box appears where you are to specify current
page and then click ok.

STARTING A PROGRAM THROUGH THE RUN COMMAND\

Click on the start button, point to run command; type the name of the program and then
click browe command click the program and then click okey.

MAINTAINING YOUR SYSTEM

Windows provideds tools for maintaining your system regularly to maintain the hard
disk.
The tools are located in the accessories folder.
i) Commpression agent- for bringing the files together show that they
can create more space on the hard disk.
ii) Disk clean up- For cleaning the hard disk with a brush i.e removing the
unnnessesary files and folders.
iii) Disk Defragmentor- For arranging files in the hardisk so as to create
more space on the hard disk.
iv) Drive Convetor- For adding RAM to the hard dsik to increase the disk
space.
v) Drive space- It shows the used and unused space on the hard disk.
vi) Maintenance wizard- It shows the tasks which are set for maiantaing
the hard disk i.e scanning, defragmenting e.t.c
vii) Scan disk- it is for checking the sytem for errors anf fixing them.

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viii) Scheduled tasks- these are repetitive tasks arranged for the hard disk
for maintenance
ix) System information- It shows the RAM space, Hard disk space e.t.c
x) Welcome to windows- It shows the current window which you are
using.

Keyboarding & Typing Tutor

NOTE: THIS SUBJECT CAN ONLY BE DONE IN SOFT COPY. YOU’RE

THEREFORE REFERRED TO THE COMPUTER INSTRUCTIONS ON THE
SUBJECT. PLEASE ASK YOUR TUTOR TO FACILITATE THE PRACTICE ON A
COMPUTER.

CONTENTS
KEYBOARD KEYS
 Use of functional keys( F1-F12)
 Use of alphabets and Numeral Keys
 Use of Toggle Keys( Shift and Ctrl)
 Use of Window Key
 Use of Caps Lock
 Use of Esc
 Use of Tab Key
 Use of Print Scrn
 Deleting by Backspace and Del Key
 Use of Page Up and Page Down keys
 Use of Home and End Keys
 Use of Insert Key to Overtype/Overwrite
 Use Of Navigational Keys
 Use of Arithmetic Keys(+,-,*,= and /)
 Use of Num Lock

TYPING PRACTICE
NB. For this Section Please refer to the Typing Tutor.

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MICROSOFT WORD
3.0 INTRODUCTION
Microsoft word is a word processor program that enable us to use texual data and
perform tasks of typing nature.

Word processing refers to the preparation of text (words, sentences, paragraphs) for the
purpose of creating, editing or printing documents (for example, memos, letters or
manuscripts). Word processing software allows us to create, edit, store, retrieve and print
documents.

Examples of Word Processors

 Microsoft Word
 Word Perfect
 XY Write
 Word Pro
 Word Star
Data Entry Features
When entering data in a computer, there are four key facilities that you have to keep in
mind:
 Cursor movement. The cursor is the blinking or highlighted link that marks where
the text character will be entered, or the starting point of the next command or
operation. As you continue typing, the cursor moves to the right. The cursor can be
moved using the cursor movement keys on the numeric keypad or using the mouse.
 Keyboard. The keyboard is the primary means of communicating with the
computer. It has a number of keys, which have different functions. The numeric
keypad and the cursor control key occupy the right hand side of the keyboard. The
alphabetic and the special keys occupy the middle part of the keyboard, while the
function keys are aligned at the top row of the keyboard.
 The Mouse. The mouse allow us to select command and data entry point on the
computer screen, by just clicking once or twice on the correct icon (small little
picture on the screen) or correct pull down menu.

 The Screen (monitor). As you type into your computer, the text is displayed on the
screen for easy confirmation of what you have keyed in. The screen provides you
with a soft copy of the document you are creating, what you see on the screen is
what you will be able to see once you get a hard copy (printout) of the document
that you are word processing. This feature is often described as WYSIWYG-
meaning what you see is what you get. As a rule, therefore, before you print any
document you have created you must preview the document (i.e. view it on the
screen to see if its as well done as you would wish to have it done).

USES OF MS WORD

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- You can create documents such as, letters, reports, manuals, newsletters and
bronchures.
- You can style the documents or make them attractive or add pictures.
- You can create tables to organize information.
- You can colour and add borders to enhance the appearance of the text.
- You can produce personalized letters, envelop and mailing list using merge
features.

STARTING MICROSOFT WORD

Steps:

 Switch on the computer using the power button on the system unit, and the
monitor

 Open windows, click on the START button on the bottom left hand corner of the
desktop to get a pull-up menu from which to choose the programs menu.

 Click once at the program menu to get a pop-up menu, which contains the
application program you need – Microsoft word.

Exiting from Microsoft word

Tip: It is always advisable that you close all open documents before exiting Microsoft
word.

 Click on the file menu to open the pull list.

 Chose Close to close any open document.
 (If need be, repeat this step until all documents are closed).
 Finally, click Exit to quit the program.
 (Alternatively you could click on the Close button at the top right hand corner of the
application window).

 Alternatively, you could select the exit command in the file menu .

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Ms-Word Screen
1 2 3 4

8 6
9

7
10 Working Area
11

13

12
15
14

1. Title bar – indicates the title of the document you are currently working on
2. Menu bar – shows a list of menu options

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3. Tool bar – they are shortcut versions of the menu commands and allows you to
save, open and print documents and also copy, paste, undo etc.
4. Formatting tool bar – Allows you to format text, align text etc. contains font type,
style, alignment, indentation, borders etc
5. Minimize button – reduces the size of the window to a small icon that appears as a
button on the task bar.
6. Maximize button – increases the size of the window to the screen size. It can also
be sued to restore the size of the active window on the desktop for the
accommodation of more windows
7. Close button – closes the Current program
8. Tab type indicator – for setting tabs

9. Vertical ruler
a. Setting indents
10. Horizontal ruler

11. Horizontal Scroll bar

i. Used to view text not currently visible
12. Vertical Scroll bar

13. Scroll buttons

14. Drawing bar – support the drawing aids in Microsoft Word. You can design
graphics and apply artistic effects to text and objects using this bar

3.1 WORKING WITH DOCUMENTS

Creating a new document

There are three ways in which you can create a new document
1. Using the file menu
 Click “File” one the menu bar
 Click “New” from the list of commands under file menu
 In the dialog box, select “General” tab option and highlight “Blank Document”
and then click “OK”
2. Using the Keyboard
 Press ALT+F+N on the keyboard.
3. Use the Open New document icon
 Use the new document icon on the standard tool bar . A new blank document
appears. You can now begin typing in the new document.

To Save a New Document

A document must be given a filename in order for it to be saved. A file name can have up
to 255 characters plus a file extension of up to 3 characters
 Choose Save from the file menu, select Save As or press ALT+F+A. the Save As
dialog box below appears

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 You can choose the folder and the drive in which to save by selecting the desired
drive or folder in the dialog box below

To Save in current Drive and Folder

 Type in the document name under the heading “File Name”
 Click on the command button labeled ‘Save” or press “Enter Key”

To save in a different Drive and/or Folder

 Select the drive and folder under the heading ‘Save In’
 Type in the document name under the heading ‘File Name’
 Click on the command button labeled “Save” or press ‘Enter’

To rename a previously saved (existing) Document

This procedure is used to give a name to a document you have been working on
previously and you have saved on a previous occasion.
To rename an existing document;
 From file menu Click Save As
 Type the name of the document and the drive or folder you want to save in
 Click Save

To use the mouse to save an existing document and continue working on the same
document Click on the disk icon

To save using the keyboard shortcuts press CTRL+S

3.2 DATA SECURITY

Password
It is a security name or code given to a document to protect the document from
unauthorized access
To apply a password
 Open the document you want to secure

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 From the tools menu, go to options

 Click the save tab
 From the dialog box, under password to open type the password
 This will prompt you to another dialog box to confirm the password

 Reenter the password and click OK

Opening a document
There are several methods you can use to open a document
1. Use the mouse and click on the open icon on the tool bar
 Select the drive and folder under “Look In”
 Select the Name of the document you want to open from a list of files
and document names
 Click OK or press Enter

2. Using the keyboard

 Press CTRL+O. the open dialog box appears
 Select the Name of the document you want to open from a list of files
and document names
 Click OK or press Enter

3.3 SELECTING (HIGHLIGHTING) TEXT

The focus the attention of the computer to a given text to be deleted formatted or even
copied, you must highlight the text. Highlighted text appears black as the figure below
shows

Moving Text
 Select the text you want to move
 Click the ‘CUT” icon on the standard tool bar
 Position the cursor (insertion point) where you want to insert the text
 Click the “PASTE” icon on the toolbar.
 Alternatively,
o Select the text you want to move,
o Position the cursor beneath the selection,

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o Press the left mouse button (the cursor shape changes to reflect the
attachment),
o Drag text to the destined location and release the mouse button.
This concept is referred to as drag and drop

Data Transfer
Copying Text
Select the text you want to copy
Click the copy icon in the toolbar (Document Icon)
Position the cursor (insertion point) where you want the copy to appear
Click the (Paste) icon on the toolbar a duplicate copy is pasted on the destination point.

Delete Text
Select the text you want to delete,
Press the “Backspace “ key OR the “Delete” key.
Note: If the text was erased accidentally use the “undo” command to restore the erasure

FINDING AND REPLACING TEXT

To find text
 Select “Edit” menu.
 Under Edit menu, choose “Find” command
 In the Find and Replace dialog box
 Type the text you want to locate in the “Find What” box
 Click on “Find Next” button or press Enter key

To Replace text
 Select “Edit” then “Replace” option from the menu, the following dialog
appears
 In the “Find and Replace” dialog box
 Type the text you want to locate and replace in the ‘Find What’ box
 Type the new text which you want to replace the original text with in the
‘Replace With” box
 Click on “Replace All” for Ms-Word to replace all occurrences of the original
text at a single stroke
 When Word finishes making the replacement, a message box appears informing
you that Ms-Word has finished making the replacements
 Press Enter or click OK to confirm the changes made.
 Click on close button in the “Find and Replace” dialog box if you do not have
further use for it

Spell Checking
 Select the text whose spelling you wish to check. If you do not select text, Ms-
Word checks the entire document beginning at the insertion point
 Select ‘Tools’ then Spelling and Grammar from the main menu

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You can also use the toolbar icon

Ms-Word checks the selected text or the entire document for spelling and grammatical
errors. When Ms-Word encounters a word that is not in any open dictionary, it displays
the word in the “Spelling and Grammar” dialog box and highlights it in the document.
For each word found, you could do one of the following:-
 To collect a misspelled word
o Type the correct spelling of the misspelled where it has been highlighted
under the heading “Not in Dictionary”
o Alternatively, select one of the words displayed in the “suggestions” box
by clicking on it
o Click on the “Change” button to replace the misspelled word in the
document with the correct one you typed or the one you selected from the
suggestions

To leave the word unchanged and continue with the spelling check, click “Ignore”
button
 To skip the current word (thereby leaving it unchanged) and all other
instances/occurrences of the word
 Click on the “Ignore All” button.

When the spelling check is complete, to return to the document, click the OK button or
press Enter
To cancel the spelling check, click Cancel or press Esc

3.4 CHARACTER FORMATTING

To change Font, Font Style, Font Size or Font Color
Bold – Ctrl+B
Italics – Ctrl+I
Underline – Ctrl+U

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Select the text you want to change

Select Format/Font from the menu
In the font dialog box;

 Select a Font type/name e.g. Times New Roman, Arial Black etc
 Select the font styles e.g. regular, italics, bold or bold italic
 Select font size e.g. 10.12.16 etc
 Select font color – select the down arrow under font color and select from the
list
 Select the type of underline you want – click the down arrow under Underline
style and select from the various types of underlines
 Select the underline color under the list
 Select the effects you want e.g. superscript, subscript etc

Drop Cap
This refers to a mode of formatting that cause the first letter of the first word of the first
paragraph in a selection to be dropped by the number of lines specified e.g.

The above example shows the drop cap effect. This drop Cap can be obtained by
 Select the Paragraph
 Select Format from the main menu
 Click on Drop Cap under the pull down menu
 In the Drop Cap dialog box, select the position where you want your dropped
cap to appear
 Under options you can select the number of lines, you want your Drop Cap to be
dropped, the font of dropped cap and the distance you want between your
dropped cap and your text.

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To remove the Drop Cap effect, simply select the paragraph from which you want the
drop Cap removed. Open the Drop Cap dialog box as described above and select None
under Position heading.

PARAGRAPH FORMATTING
This refers to text formats that pertain essentially to whole paragraphs, they include the
following;

Alignment
You can align text against either the left or right margin or in the centre of your
document. You can also choose to justify your text such that the text reaches the same
vertical position on each of the lines of text.

Using shortcuts
To align centre Ctrl+E
To align Left Ctrl+L
To Justify Ctrl+J
To align Right Ctrl+R Right

Left Centre Justify

From the Format menu;

 Select the paragraph(s) you want to align
 Select Format menu. Under the menu select Paragraph command
 In the Paragraph dialog box under the heading Alignment specify the alignment
you want
 To select one, click on it with the left mouse button. The selected alignment
name appears in the Alignment text box

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The appearance of the alignment you have selected can be seen in the Preview Box

Once satisfied with the change, click OK or press Enter

Indents
You can change indents from the format paragraph dialog box. You can specify the
distance of the left and right indent, any special features such as hanging or first line
indent.
1. Indenting with keyboard shortcuts
Left indents Ctrl+M
Remove left indent Ctrl+Shift+M
Create Hanging indent Ctrl+T
Reduce hanging Ctrl+Shift+T

2. Indenting with the Toolbar

The increase indent toolbar icon moves the left indent marker to the right, by a
distance equivalent to one Standard Tab Stop (half an inch), and the Decrease
Indent icon moves it back the same distance.
Decrease Indent Increase Indent

3. Indenting with the ruler

 Select the paragraphs you want to indent
 Point to and drag the appropriate triangular indent markers to the
desired locations
 Watch the ruler’s scale as you drag. It shows the position of the indent
mark in relation to its respective margin. You will see the text move
when you release the mouse button.

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 Whenever you place the cursor to insertion point in a paragraph, the

indent markers on the ruler move as necessary to show you the setting
for the current paragraph.
 To indent all lines from the left, drag the left marker to the desired
location
 To indent all the lines from the right, drag the right indent marker to the
desired location.

Indent markers

Indenting first lines

This helps you create paragraph whose first line is indented
 Select the paragraphs whose first line you want to indent.
 Drag the top half of the left indent marker. The text moves when you release
the mouse button. Any text entered thereafter will automatically indent the
same way.
 To indent all first lines, select the paragraphs whose first line you want to
indent
 Drag the ‘First Line Indent Marker’ to the desired location

3.5 BULLETS AND NUMBERING

 Select paragraphs/lists in which you want to insert bullets
 Click the ‘bullets’ button on the toolbar or
 Choose ‘Format’ menu. Under format menu select Bullets and Numbering
Command. The dialog box below appears

 Select ‘bullets’ or numbered’ tab in the bullets and numbering dialog box and
select the type of bullets you want by clicking on one of the available choices
shown.
 Click ‘OK’ or press ‘Enter’ to insert the bullets in you document

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To remove the bullets, simply select the bulleted paragraphs and click on the bullets
button on the toolbar. The bullets and the hanging indents are removed.

 Choose Bullet from the Bullet from the Bullet Character frame of the Custom
Bullet
 From the available fonts supported by your computer, choose a bullet of your
choice.

3.6 COLUMNS
Creating columns
To create columns using the tool bar
 Select the text you want to be placed into columns
 Click on the columns button on the toolbar
 Drag to select the number of columns
 Word will automatically determine the appropriate width of columns and the
amount of space between columns

Using the Format menu

 Select the text to be placed into columns
 Under the Format menu select columns command
 Enter a specification for the number of columns you require under Number of
columns box

The preview box shows you the appearance of the changes you are making

To change column width and spacing

 Select the columns you want to format
 Under format menu select columns
 Under Width and Spacing menu enter specification for the width of each column
or for desired space size between columns
 Click OK or press Enter

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3.7 INSERTING OBJECTS

We use this command to insert graphics or data from shared resources, other files and
other network locations. The procedure for inserting the object;
 Click on INSERT
 Click on OBJECT/PICTURE
 Choose the source e.g. Microsoft then CLIP ART GALLERY
 Click OK
 Select the DATA /OBJECT then click on INSERT

Formating Objects
Steps
From the format menu, go to format object
From the options i.e.
 Image control
 Contrast
 Brightness
 Wraping etc

Or

Use the picture bar that appears when you selec the object

PAGE NUMBERING
Inserting Page Numbers Using Header And Footer Toolbar
 Choose ‘View’ menu
 Under the menu select ‘Header and Footer’
 Click on ‘Page Numbering’ icon in the Header and Footer toolbar
 A number will be inserted for you in your header or footer at the insertion
point/cursor
 Note:
o If you want numbers to appear in the Header section, make sure you click
on Page Numbering button (icon) when the insertion point cursor is in the
header
o If you want page numbers to appear in the footer section, make sure you
click on page numbering button icon when the insertion point/cursor is in
the footer.
o Use the ‘switch between Header and Footer’ button to move from the
Header to the Footer and vice versa.
 Page numbers can then be formatted using ‘format page numbers’ button/icon
on the Header and Footer toolbar
 Headers and footers have tab stops, which can be useful for page number
positioning

Inserting page numbers using the page numbers command

 Place the insertion point in the section to be numbered

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 Choose ‘Insert’ menu. Under insert menu select ‘Page Numbers command

 It reveals the page numbers dialog box select the position of your page numbers
– in the header or in the footer
 Choose the alignment of the page numbers – left, centre or right
 You can choose to show page number on the first page or not to show it by
clicking on show number on first page check box
 Click ‘Format’ button to review other page numbering options
 When you have finished click ‘OK’ or press ‘Enter’ to implement the changes

USING THE VIEW MENU

We use this menu to change the appearance of our document on our screen.
We are able to change the layout and the available tools by this command.
NB:
These changes cannot be printed

Normal View
Under this view we are able to see only the text but not the drawing. It is useful for quick
editing.

Page Layout
It displays all the characters in a document, as they would appear on the print out.

Outline Layout
It displays the document text in their classification. This is useful for re-arranging the
documents.

Ruler
It is used to bring the ruler to the screen (ruler command)
NB: the ruler is only visible in page layout.

PAGE SET-UP
This command is found under the file menu. It is used to design the document layout in
the following areas:
a) Margins

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b) Paper size
c) Layout
d) Paper source

To accomplish this,
i) Click on FILE then PAGE SET-UP
ii) Select on each of the selection tabs and adjust your settings
iii) Click OK

ZOOMING
We use the Zoom command to adjust the image size on the screen. To do this;
i) Click on VIEW then ZOOM
ii) Adjust the percentage size
iii) Click OK

3.8 HEADER AND FOOTER

Headers and footers are places to put repetitive information in a documents top and
bottom margins.
Headers print at the top of the page while Footers print at the bottom of the page

To enter a header or footer that repeats on all pages in your document

 Choose ‘View’ Headers and Footer’ from the menu or double click in the header
area (or footer area) of the first page
 Headers and footers are modified in page layout view.
 Create and edit header text as you would any other text and format your work
normally
 Use Automatic page numbering, time and date features
 When satisfied with the header and footer, double click in the main document to
return to work there

Numbering Inserting Insert Date Insert Time

Icon Page Numbers
Typing Area

Removing Page Numbers

Open the header or footer containing unwanted page numbers and delete one
The rest of the page numbers will disappear

3.9 TABLES
This is a series of rows and columns forming boxes called cells that can be filled with
text or graphics.

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Creating a Table
 Place the cursor where you want to insert the table
 From Table Menu, select Insert, Table
The dialog box below appears

 Enter the desired number of columns and rows

 Click OK or Enter

NAVIGATING WITHIN A TABLE

 To move from cell to cell, either use the mouse or press “Tab” key to go forward
to the next cell
 Hold down Shift key then press Tab key to move backward to the previous cell
 It will move to the rightmost column and up one arrow when you hold down
Shift and press Tab key in the left side of the table
 If you press Tab in the last cell of the last row, a new row will be created
 If you press enter in any cell, a new line is created in that cell and row height of
that row is increased to accommodate the new line. This facility is used to create
paragraphs within a cell.

Selection in Tables
 Drag the mouse from the beginning of the cell up to the end of the cell
 To select a column hold down the ALT key and click anywhere in the column or
point at the upper part of the column where the mouse pointer changes into a
black row pointing downwards and click
 To select several columns, position the mouse pointer in the cell selection bar
and drag across to select several columns
 To select rows, double click in the cell selection bar pointer changes to upward
pointing arrow-facing right.
 To select adjacent group of cells, drag through the cell of your own choice (click
in the first cell and drag until you reach you reach your destination)
Adding Borders
 Select the cells you want to apply borders to
 Choose Format menu, choose ‘Borders and Shading’ command
 Select a line thickness from the line thickness portion of the borders

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 In the dialog box, a preview window shows you the appearance of the changes
you are making
 When satisfied click OK or press Enter
For Shading
 Select the cells you want shaded
 Choose Borders and Shading from the Format menu
 Select the Patterns tab
 Select the pattern you want to apply
 Click OK or press Enter when satisfied

To remove the borders, follow the same procedure as for setting borders but instead
choose ‘None’ under preset in the Borders and Shading dialog box

Adding Rows
 Place the cursor anywhere in the last cell
 Press tab key
 A new row is created

To add rows in the middle of a table

 Place the cursor in the row below where you want the new row
 Choose table menu. Under table menu choose Insert Rows
 Click OK or press Enter
 A new row appears above the row containing the cursor

To resize rows
 Place the cursor in row whose height you wish to specify, if you want to change
the height of multiple rows and you want these rows to share the same height,
select all of them.
 Under the table menu, choose Cell height and width alternatively, under the
table menu choose Table Properties, and click on row tab

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 Under height of rows select Auto (automatic setting of row height), at least,
exactly.
 Enter the desired dimension in points, inches or centimeters in the At box

To delete Rows
 Select the rows(s) to be deleted
 Choose Table menu. Under table menu, delete Rows command
 This will delete both the rows themselves and their contents
 To delete the contents alone, select the text and press Delete or backspace key

Performing Calculations
 Select the cell into which the result is required
 Choose ‘Table’ menu. Under the menu choose Formula
 In the formula section type in the appropriate formula.
Alternatively, select a function from the paste function pull down list and specify
the range
 Click OK

To merge cells
This feature is used to combine the contents of multiple cells. It is an easy way to
make a heading in one cell span an entire table or selected groups of columns

 Select the cells you want to merge

 Choose table menu
 Under the menu select Merge cells

To unmerge
Place the cursor in the merged cell cell
Under the table menu click split cells
Specify the number of columns you had before the split

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INSERTING COLUMNS
 Place the cursor after or before the column you want the new column to appear
 Under the Table menu choose Insert then Columns to the left or right depending
on where you want to insert the columns.

To delete columns
 Select the column(s) to be remove
 Under table menu choose delete the column

o To change the column width drag column markers on the table in the ruler.

Autofomatting Tables
This is best used for simple tables i.e.
 No merged tables
 Equal row heights for all rows
 Identical column widths
 Select the entire table
 Under the table menu select Table Autoformat command

 Preview the format choices from the scrolling list by highlighting

the names one at a time using the mouse to click or using the arrow
up and down arrow keys on the keyboards
 Pick a style by highlighting it if you want the format in the preview
box applied exactly as it is then select all check boxes under
Formats To Apply
 Click OK

Converting Text to Tables

Ensure that the text to be converted to a table is
 Arranged in paragraph

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 Text items are separated by tabs

 Text items are separated by commas
 Text items are separated by a symbol
 Strings of text are separated by a symbol

 Highlight the text you want to convert into a table

 Under the Table menu select Convert Text to Table
 Command
 In the Convert text dialog box, enter the number of columns you require
or use the arrows to select a specification
 Under Separate Text At menu, click on whichever item you used to
separate your text items
 If you used Tabs to separate text items select Tabs option
 If you used Commas to separate text items select commas option’
 If you used Paragraphs to separate text items select other option
and type in the symbol you used, in that box.

 Click OK or press Enter

3.10 MAIL MERGE

This is the procedure for combining database records into a document so as to produce as
many documents as the number of records. It is particularly helpful in producing several
copies of the same letters but addressed to different addressees.

It can be done in three major steps:

 Creating a data file
A data file or data source is an organized collection of information/details.
This information changes in each personalized letter and is arranged in
fields and records
A record is a group of related data items e.g. details pertaining to a
particular person

 Creating a main document

The main document contains text that remains the same in each letter e.g.
the body of a letter – dates, venues etc
 Defining the location of the merge fields
o Merge Fields instructs Word where to print information from the dat
source within the Main Document
 Merging the data file and the main document, using the Merge command

1. Creating the main document

 With your document open, edited and well formatted for use,
 Click on TOOLS then MAIL MERGE
 Under the MAIN DOCUMENT click on CREATE

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 Choose FORM LETTERS

 Click on ACTIVE WINDOW

2. Click on GET DATA then CREATE DATA SOURCE

 Select the field name you want to remove and the click the Remove Field Name
button do this until all the fields you do not need are removed.
 Enter the field names you require in the field name and click ADD FIELD NAME
after every entry.
 To arrange the field names in the box highlight the field you want to move and;
o Move up arrow beside the field names in header row box to move
highlighted field name upward in the list
o Move down arrow beside the field names in header row box to move the
highlighted field name downward in the list.

 When you have finished adding, removing and arranging fields click ‘OK’ to save
your data source, then click on EDIT DATA SOURCE
 Edit your database by typing in every record and then clicking ADD NEW.

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 Press tab key to move from field to field. To move backwards, hold
down shift and press Tab
 To add new record, choose the Add new button
 To delete a record, choose the Delete button
 If you realize you have ruined a record (e.g. by entering data in the
wrong place) click the Restore button to return its entries to the previous
state
 To view the various records or to move forward and backward through
the records, click on the Left and Right arrow buttons at the bottom of
your dialog box (these arrows are in a box labeled Record

 Do this until you have entered your entire record then click OK
 Position your cursor where you want your detail to appear.
3. This step involves inserting the field into the main document then merging
 Position your cursor where you want your detail to appear in the Main Document
 Click on INSERT MERGE FIELD in the mail merge tool bar
 Select the detail to insert
 Repeat this until you have inserted your entire field in their relevant places
 Before merging use spell checker and make any necessary corrections. If you do
not Word will copy every error in your main document into every copy it merges.

MailMergeToolbar

 Click on TOOLS then MAIL MERGE

 Click on MERGE
 Click on MERGE again
 NB:If you do not want to merge all the records, then you must edit the dialog box,
which comes after the first click on merge command.


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MICROSOFT EXCEL (SPREADSHEET)

4.0 Introduction
Excel is a spreadsheet programme that runs on a windows environment which is used
for data analyses and presentation.

Spreadsheets allow for easy preparation of accounting records and financial

statements, as well as budgets and forecasts.

Spreadsheets have the ability to use mathematical formulas and functions to calculate
results when numbers are changed.
In spreadsheet program one has to deal with rows and columns

Example of areas where spreadsheets are applicable

 Budgeting
 Data analysis
 Elementary Database management
 Graphical presentation
 Mathematical manipulation of data
 Data entry

The features of the Excel screen are the same as those in Ms-Word except for the
following:

 The Excel screen is divided into rows and columns

 Workbook title
 Worksheet tab
 Row headers
 Column headers
 Formula bar

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Ms-Excel Screen 14
15 11 12 13

1
2 1. Workbook Title
2. Tool bar
3 3. Formatting bar
4 4. Menu bar
5. Column Headers
5 6. Row Headers
7. Tab scrolling
6 buttons
8. Sheet tabs
9. Cell Selector
10. Scroll bars
10 11. Minimizing button
12. Maximizing button
13. Close button
8 14. Formula Bar
9 15. Worksheet

1. Workbook title- whenever a new workbook is opened, excel gives it a

temporary name eg. Book 1 book 2 ete. One can change this name by
saving it using save as command in the file pull down menu.
2. Tool bar – Consists of buttons that are used to perform different tasks in
excel. Tool bars are opened by using the tool bar option of the view menu.
3. Formating bar – It enables one to format cell easily without having to
access the format menu. This is done by use of shortcut icons.
4. Menu bar – It provides access to a list of excel menu options. When you
click on a menu option activates that menu option.
5. Column header - It contains the column references
6. Row header – it contain the row references
7. Tab scrolling buttons – They allow you to scroll through all the sheet tabs
in your workbook.
8. Sheet tabs – Allows selection of any sheet in a workbook by clicking on
the
tab.
9. Cell selector – It activates the cell in which data is entered.

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10. Scroll bar – It allows scrolling through the worksheet

11. Minimizing button – used to reduce the excel screen.
12. Maximizing button – used to increase excel sreen.
13. Close button – used to close excel window.
14. Formula bar – it shows the formula used in excel and the data entered in
the active cell.
15. Worksheet – this is the working area in excel and it is made of rows and
columns.

LOADING MICROSOFT EXCEL

1. Click on start
Point to Programs
Point to Microsoft Excel and click

2. Go to Windows explorer and get any file whose source program is Microsoft
Excel and double click

3. Use the RUN Command i.e. Click on Start

Point to RUN
Type the path of MS-Excel
Click OK

4. Using the FIND/SEARCH Command

Search for Ms-Excel. Ink
Double click on Ms-Excel. Ink from the preview window

5. Using the shortcut bar

Click on the Ms-Excel icon from the shortcut bar

MAKING SELECTIONS
 Click and hold down the left mouse button and then drag the pointer over the
range of cells.
 Click on the 1st cell on the range then hold the shift key and click on the last cell
in the range.
 Click on the 1st cell in the range then hold down the shift key and move through
the range cells using the arrow keys.
 Click on the row header to select the whole row or click on the column header to
select the whole document.
 Click on the junction of row and column header to select the whole worksheet.
 To make non-continuous selection hold down the Shift key then select each range
by holding and dragging the cell pointer throughout.

4.1 TERMINOLOGIES USED IN EXCEL

CELL – it is a rectangular box in the worksheet that can enter data. It is made by an
intersection of a column and a row.

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ACTIVE CELL – This is a cell that is ready to enter data. It has a thick border around it.

CELL ADDRESSES / CELL REFERENCE – these are the labels given to cells. Also
referred to cell identification.

CELL POINTER – This is the thick line around the active cell. Also referred to as cell
selector. It is the cursor in excel.

RANGE – Is a combination of many [Link] is identified by cell addresses of its top- left
and button - right corners. In identifying a range, the cell addresses used are separated
by full colon (:) e g. A1:A10.

WORKSHEET – is the working area in excel where data is entered.

WORKBOOK – is a book in excel which is made up of one or more
worksheets.

 COLUMNS - Vertical partitions on the worksheet.

 ROWS - Horizontal partitions on the worksheet.

ENTERING DATA IN EXCEL

You can enter numbers, dates and times within the workbook. All cells use a general
number format when you create a new workbook.
Data is entered in the active cell.

4.2 FILL COMMAND

This feature is used to copy the contents of selected cells to fill the selected range either
to the right or left, up or down.

4.2 AUTOFILL COMMAND

This feature is used to create a series of incremental or fixed values on a worksheet by
dragging the fill handle with the mouse. e.g. you can copy a value from one cell into the
5 cells below it. In the instance auto fill works in the same way as fill command in the
edit menu. Eg. If you type January and February on consecutive columns and then drag
the fill handle to the right, ms excel will continue with March, April into the next selected
cells.
st
 Type data in the 1 cell
 Point to the autofill icon and drag to the rest of the selected cells.

EDITING CELLS
i.e getting access to a cell
Double click within the cell
Or Select the cell then press F2

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Or Cl8ck the cell, move to the formula bar and make your changes
Or Click the cell and overwrite. After any of the above press enter

SELECTING DATA
 Selecting a cell – Click the cell and use arrow keys
 Selecting a range – Drag to mark the range.
 Selecting entire column – click the column heading
 Selecting an entire row – click row heading

DELETING CELLS
To clear the contents
Mark your text, right click inside then click clear contents
To get back your work click undo.
Or Mark, go to edit, click clear , then click clear contents.

COPYING TEXT
 Mark you text
 Click edit pulldown menu, click copy
 Click the cell where you want to copy to.
 Click edit and click paste
Or Mark text, right click, select copy, right click where to copy, click paste

MOVING TEXT
 Mark cells, click edit, click cut
 Position the cursor, click edit click paste

Or Mark the cells, rightclick, select cut

Click the cell to move to select paste.

FINDING TEXT
 Click edit, click find
 Type what to find, specify your search condition i.e by row or columns
 Then click find next. Close the window

FIND AND REPLACE

 Click edit, select replace, type what to find and what to replace with then click
replace all.

INSERTING SHEETS
 Right click the shhets where you want to insert then click insert
 Click worksheet the click Ok.
Or Click the sheet, click insert pull down then click worksheet

DELETING SHEETS
 Selexct the sheet by clicking on the sheet tab

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 From the edit menu chose delete command. The sheet is deleted and the tab to the
right becomes the active sheet.

RENAMING SHEETS
 You can change the name of any sheet to a name up to 31 characters
 Double click the tab of the sheet you want tochange. Type the new name on the
dialog box. The new name will appear on the sheet tab.
Or Click at the sheet with the right mouse button and from the menu select rename
Select the sheet and from format menu vselect sheet then rename.

MOVING A SHEET WITHIN A WORK BOOK

 When you select a sheet tab
 Drag it a long the row of tab a black triangle indicates where it will appear
 Release the mouse button and the sheet moves to the new location

4.3 FORMATING A WORKSHEET

Bold / Italics/Underline
 Mark the text
 Click the icon for bold from the formatting toolbar or
 Mark your text
 Move to format pulldown menu select cells
 From the window, which will appear, click the font button
 From the next window at the region written font style select bold/
italics/Underline.

CHANGING THE FONT/SIZE/COLOR

 Mark your text
 Click the arrow pointing downwards
 Select the font you want or
 Mark your text
 Move to format pull down menu select cells,
 From the window which appears click the font/size/color that you want

SUPERSCRIPT
 Mark your text
 Move to format pull down menu select cells
 From the window which appears select font folder,
 From the next window click the icon for supsuperscript.

SUBSCRIPT
M ark your text
Move to format pull down menu select cells,
From the window which will appear select font folder,
From the next window click the iconfor subscripts

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WRAPPING TEXT
The wrapped text option enables you to wrapp long text into a praragraph facinf within a
cell.
 Mark your text
 Move to format pull down menu select cells,
 From the window, which appears, click the alignment button sand fro m the next
window select text wrap option. Click Ok.

TEXT ROTATION
 Mark your text
 Move to format pull down menu select cells
 From the window which will appear, click the alignment button and from the next
window, move to the area of rotation.
 Type the degree you want or you move the arrow to where you want then click
Ok.

ALIGNING WORKSHEET DATA

 Mark your text
 Move to format pull down menu select cells
 From the window, which will appear, click the alignment button
 Change both vertical and horizontal alignment either right, center, left
 Click Ok

MERGING/ SHRINKING WORKSHEET DATA

 Mark your text
 Move to format pull down menu select cells
 From the window, which will appear, click the alignment button
 Select Merge/Shrink to fit options
 Click Ok

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BORDERS
 Mark your cells, click format pull down menu
 Click cells, Ckick borders button, choose border style, the type of the border eg
left, right, inside and outside and click Ok.
Or Mark , click the icon for borders and choose the border you want

PATTERN/SHADING
Mark your text, click format pull down menu, click cells, click pattern button, choose the
pattern button, choose the pattern you want then click ok

Inserting / Deleting Rows And Columns

Columns
Mark the column where you want to insert. Right click mouse button then select insert.
or
Mark click insert, click columns

Deleting A Column
Mark the column. Click the right mouse button
Select delete

Inserting a row
Mark the row which youn want to insert. Click right mouse button
Select insert
Or
Mark, click insert menu, click row

Deleting A Row
Mark the row to be deleted
Click the right mouse button select delete row

Changing Column Width And Row Height

Point at the column border, it changes to a four headed arrow, drag to adjust the width

Or
Point at the column boader, double click
Or
Mark, click format menu, click columns, click width, type your value and click Ok

4.4 TYPES OF FORMAT IN MS- EXCEL

General format: it has specific number format

Number format: used for general display of number and inserting decimals

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STEPS
 Mark text
 Click format
 Click cells
 Click number button
 Click number option
 Specify what you want then click ok

Comma format: used as a thousand separators

STEPS
 Mark text
 Click the icon for comma from the formatting toolbar.

Decimal format:
 Mark text
 Click the icon for increasing / decreasing decimal

Currency format: Used for general monetary values

NB: “# # # # #” Harsh symbols – shows the contents cant fit in the space. So increase the
width of the column

STEPS:
 Mark your numbers
 Click format menu
 Click cell
 Click number button
 Click currency at the symbol area choose the symbol you want then click ok
Or
 Mark your number
 Click the icon for currency from the formatting toolbar.

Scientific format
 Mark text
 Click format
 Click cells
 Click number
 Click scientific then ok
Date format
 Displays pre-defined dates
 Mark text
 Click format menu
 Click cell

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 Click number button

 Click date choose the style
 Click ok

4.5 ENTERING FORMULARS

Using a formula can help you analyze data on work sheet. With formula you can perform operation
such as addition, multiplication and comparison on work sheet values. A formula is used when you
want enter calculated values on a work sheet.

SIMPLE CALCULATION

Addition (+)
NB: To start a formula you start it with an = sign and make sure you use a cell reference. E.g

= B1+ B2 press enter

Subtraction (-)
=B1-B5

Multiplication (*)
=B4*B6 press enter

Division (/)
= B3/4

NB: you auto fill to copy the formula to the rest of the cells

TYPES OF CALCULATION OPERATOR SIGNS

1. Arithmetic operator
i.e = 3+3; =3*3, =3/3, 3-3

2. Comparison operator
i.e Equal to A1=b1; Greater than A2>g4; Less than a2<g4

3. Text operator
i.e =”Eastern”&”Province”= Esternprovince

4. Reference operator
i.e =sum(B5:b15), (c6:c10)

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4.6 NAVIGATING (MOVING THROUGH) THE WORKSHEET

We can use;

 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 – takes you to the 1st cell in the worksheet
 Ctrl + End – this takes you to the last edited end in the range
 Ctrl + Arrow right – takes you to the last column in the worksheet
 Ctrl + Down Arrow – takes you to the last row in the worksheet

Creating a worksheet

 Decide on the items to be included in the worksheet

 Decide on the layout (i.e. which items should appear in which columns)
 Choose NEW from FILE menu to get a blank worksheet
 Select the workbook icon
 Click OK or
 Click on the New workbook icon from the toolbar

To enter data in a worksheet

There are 3 main categories of data that you can enter in your worksheet
i) Labels e.g. Name
ii) Value e.g. 20
iii) Formula e.g. sum (b1:b8)

 Point the mouse pointer at the cell and click the left mouse button. The cell
pointer moves to the cell in which you want to enter data.
 Type in the data using the keyboard

Saving a worksheet
 If done periodically, say every ten minutes, it helps prevent data loss in case of
power failure
 Click the Save button from the toolbar or
 From the file menu click Save
 Specify the name for your worksheet
 Select the drive and folder where you want the worksheet to saved

Inserting a new worksheet

 Click on INSERT
 Click on WORKSHEET

Deleting a worksheet
This command is not reversible
 Click on EDIT

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 Click DELETE WORKSHEET

Adjusting column Width and row height

 Position the mouse pointer at the right boundary of the column header so that the
pointer changes to a cross
 Double click. This will adjust the width automatically so that the widest entry
fits
 Do the same for the row height

Align text and enhance its appearance

When we enter numbers and labels (text) into a worksheet, labels align themselves to the
left side of the column while numbers align themselves to the right.
 Select the range containing the text
 From Format menu click Cells A dialog box appears
 Select the Alignment selection tab to choose the alignment you require
 To change the appearance of text e.g. font name, style size and color click on the
Font selection tab and make the necessary changes.
 To centre a text as a heading across several columns
o Select the range across the number of columns to centre
NB: the range must contain data only in one cell
o Click the Merge & Center across Columns button on the formatting bar

Format numbers in a worksheet

 Select the range containing the numbers whose format you want
to change
 From Format menu select Cells
 A dialog box appears. Click the Number selection tab
 From Category select number, choose the number of decimal
places you require and a comma (thousand separator) to separate
the thousands
 To change a currency, choose Currency from the Category list
 For percentage choose percentage

To enhance the appearance of a worksheet with borders, shades and patterns.

The purpose of this is to make the worksheet more appealing to the eye and to draw
attention to important data in the worksheet.
 Select the range of cells to put border around e.g. to apply border around the
worksheet, select the worksheet.
 Select cells from the Format menu.
 In the dialog box click on the Border tab.
 Select the style of border you want by clicking on it under Style. You can also
specify the color of the border.


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To apply shading
 In the above dialog box click on Patterns Tab.
 Select the color you want to shade the cells with by clicking on it. A sample of
shading appears under sample.
 Click on the OK button

Insert a Formula in a worksheet

1. Formulas is an equation that analyses data on a worksheet. are used to tell Excel
how we want a particular value to be computed
2. If you do not use formulas in a worksheet, there will be no automatic
recalculation when any of your numbers change.
Example
A B C D
1 Item Quantity Price Cost
2 Milk 2686 15.50
3 Sugar 1907 48.90

To calculate the cost of milk as shown in the above worksheet

Cost of milk = Quantity * Price
The cell references for Quantity and Price are B2 and C2 respectively hence we write
B2*C2
In cell D2 we type =B2*C2

4.7 USING FUNCTIONS

Function is a special kind of formula predefined by excel. Every function must have four
parts:
 An equal sign (=)
 Function Name
 Parenthesis
 Arguments

Statistical functions

=SUM - returns the sum of the range

=AVERAGE - returns the average of the range
=MAX - returns the maximum value of the range
=MIN - returns the minimum value in a range
=Month work sheet function- returns the month corresponding to serial number i.e =
Month (“4-17-1999”) or =month (“5-july”) returns to 7
Week day function-This returns the day of the week example = Weekday(10-5-99”)

THE IF FUNCTION:
This conditional function returns two possible values, depending on the result of some
comparison
The function has three arguments:

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 The comparison to be performed

 The value to be returned if the result of the comparison is true
 The value to be returned if the result of comparison is false. NB: the two return
values may be constant values, text or further expression)

The syntax is =IF (Conditional test, true value, false value)

Renaming a worksheet
Double click on its tab sheet tab then type the new name.

There are three methods of moving data;

 Copy and Paste
 Select the range you want to copy or cut
 Click on EDIT
 Click on COPY or Cut worksheet
 Indicate the new position and whether you want to make a copy or move
the whole worksheet.
 Click OK
 Drag and Drop
 Select the data to move
 Point to the border of your selection
 Drag the range to the new position
 AutoFill
 Select the first cell you have typed information position the mouse
pointer on the bottom right corner of the cell pointer to change to the fill
handle (A thin black plus)
 Drag the fill handle across the cells in which you want Excel to
automatically enter the rest of the series for you.

MAIN CATEGORIES OF DATA ENTRIES

I) Labels e.g name
II) Value e.g 20
III) Formula e.g (b1:b10)
IV) Pictures
V) Comments
VI) Charts
Pictures
a) Click on INSERT
b) Point to PICTURE
c) Select the source
d) Select the picture
e) Click on INSERT or OK

Comments
 Click on INSERT
 Point to COMMENTS and click

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 Type in the comments

NB: Comments are details, which are hidden within the cell and only appears when that
cell is selected or pointed to.
To view your comment you can point to the triangle at the top right hand corner of the
cell.

TO UNHIDE A COLUMN OR ROW

Use the go to command in the edit menu so that the cell selector is located in one of the
cell in the row or column then click on format, point to row or column then click on
unhide.

TO UNHIDE A SHEET
 Click on FORMAT, point to sheet
 Click on UNHIDE, then select the sheet to unhide
 Click OK

AUTO-FILLING A FUNCTION
 Select the cell in which it is contained (function)
 Point to the auto-fill handle, hold down and drag in the desired direction

4.8 INSERTING CHARTS

Charts are used to present data effectively and make relationships among numbers easy to
see because they turn numbers into shapes that can be compared to one another.

 Select the range of data you want represented in chart form.

 From Insert menu click Chart or click on the chart wizard button from the
toolbar
 In the dialog box there are a list of charts, select the type of chart

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 Click on Next to proceed to the next step

 Select your chart options e.g. the titles of the chart and gridlines and click Next

 The last step involves placing the chart you have created either on a sheet you are
working on or as a new sheet, then click Finish

To change the currency symbol

 From the default
 Select the range to be formatted
 Click on FORMAT then click on CELLS
 Pick the number tab
 Click on currency in the category
 Click on custom in the category
 In the text box wit the word ‘Type’ replace the currency symbol with the desired
one make sure your new entry is enclosed in quotation marks e.g. “Kshs”
AUTO-FILLING SERIES
a) Make the first entry in the series i.e. 4,7 or Mon, Tue, or C001, C002
b) Select those entries
c) Auto-fill in the desired direction
i.e. = sum (A1:A2) = 16
(Precedents) (Dependents)

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DATABASE OPERATIONS
SORTING
This command is found under data menu. It is used to arrange entries in ascending or
descending order.
 Click on DATA
 Click on SORT
 Select the column to sort by indicating the sort order
 Click Ok
4.9 FREEZING PANELS
This command is under window menu. It is used to anchor titles. This helps to keep the
titles or headings stagnant while other data is scrolled.
 Position your cell selector immediately after the row or column to freeze
 Click on WINDOW
 Click on FREEZE
 Scroll
 To freeze both column and row titles, select rows above the selected cell and all
columns to the left of the selected cell will be frozen 

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MICROSOFT ACCESS
5.0 INTRODUCTION
Microsoft Access is a database manager that is used to store, maintain and use a
collection of information that is organized to serve a specific purpose e.g. employee
personal information, customer address and details, flight information for airline or
patient information in hospitals or clinics.

Other examples of Databases management systems

 Microsoft Access
 dBASE III
 dBASE IV
 Paradox
 Filepro

The benefits of using a database to store information include: -

 Fast retrieval of information because data is easier to find
 Easy to maintain accurate and up-to-date data
 Easy to analyze and make summary reports from the stored information
 Easy to protect your data from unauthorized personnel

In Microsoft Access, information is stored in a database. The components of a MS-

Access database are
 Tables
 Queries
 Forms
 Reports

Access Terminologies
 A Database is an electronic filing system.
 An Object is a competition in the database such as table, query, or form
 A Table is a stage at which raw data is organized in fields (columns) and
records (rows)
 A Field is a single piece of information. It also represents a column in a table.
Examples of field are :- first name, last name, address, state etc
 A record is a complete set of fields. Each record would contain the data for one
person.
 Design view provides the tools for creating fields in a table.
 Datasheet view allows you to update, edit and delete information from a table.

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The Ms-Access window is divided into 2 parts

1. Application Title

Menu Tool Application Control

Bar Bar Title Buttons

Status Bar

5.1 Database Window

Command buttons Control Buttons

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Objects

Getting Started
After opening Access the window shown below appears;

i. Blank Access Database

 This will prompt you to specify a location and name of the database
 Find the folder where the database should reside in the save in drop-down menu.
 Type the name of the database in the file menu line and click the create button.

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ii. Access databases wizards, pages and projects

These are existing database structures that only need data input. Select a database type
and click OK and name the database on the next screen.

iii. Open an existing database

If the database was opened recently on the computer, it will be listed on the main
window. Highlight the database name and click OK. Otherwise highlight “More files” in
the list and click OK. From the subsequent window, click the “look in:” drop-down menu
to find the folder where the database is located, highlight the database name in the listing
and click OK.

Database Window
The Database Window organizes all of the objects in the database. The default tables’
listing provides links for creating tables and will list all the tables in the database when
they have been added.

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Design View
This customizes the fields in the database so that data can be entered.

Datasheet View
The view allows you to enter data into the database

5.2 INTRODUCTION TO TABLES

Tables are grid that store information in a database similar to the way Excel worksheet
stores information in a workbook.
Access provides three ways to create table for which there are icons in the database
Window. Double-click on the icons to create a table.
 Create table in Design View will allow you to create the fields of the table. It
will also allow you to define the fields in the table before adding any data to the
datasheet.

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The window is divided into two parts: a top pane for entering the fieldname, data
type, and an option description of the field, and a bottom pane for specifying the
field properties.

 Create table using wizard will step you through the creation of a table.
 Create a table by entering data will give you a blank datasheet with unlabelled
columns that looks much like an excel worksheet. Enter data into the cells and
click the save button. You will be prompted to add a Primary key field.
o After the table is saved, the empty cells of the datasheet are trimmed. The
fields are given generic names such as “Field 1”, “Field 2”, etc.
o To rename them with more descriptive titles that reflect the content of the
fields, select Format/Rename column from the menu bar or highlight the
column, right click on it with the mouse and select rename column from
the shortcut menu.
 Field Name – This is the name of the field and should represent the contents of
the field such as name, address, final grade, etc. the name cannot exceed 64
characters in length and may include spaces.
 Data Type is the type of value that will be entered into the fields
- Text – the default type, text type allows any combination of letters and
numbers up to a maximum of 255 characters.
- Memo – a text that stores up to 64,000 characters
- Number – any number can be stored
- Date/Time – A date, time or combination of both
- Currency – monetary values that can be set up to automatically include a
dollar sign ($) and collect decimal and comma positions.
- Auto number – when new record is created, access will automatically assign a
unique integer to the record in the field. From the general options select
increment if the numbers should be assigned in order or random number
should be chosen. Since every record in a datasheet must include at least one

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filed that distinguishes it from all others, this is a useful data type to use if the
existing data will not produce such values.
- Yes/No – Use this option for true/False, Yes/No, On/Off, or other values that
must be only one of two.
- OLE Object – An OLE (Object Linking and Embedding) object is a sound,
picture or other object such as Word document or Excel spreadsheet that is
created in another program. Use this data type to embend an OLE object or
link to the object in the database.
- Hyperlink – A hyperlink will link to an Internet or intranet site, or another
location in the database
 Description (Optional) – Enter a brief description of what the contents of the
field are.

Primary Key
A primary key is the unique field that identifies each record in a table

Every record in a table must have a primary key that differentiates from every other
record in the table. In some cases, it is only necessary to designate an existing field as the
primary key if you are certain that every record in the table will have a different value for
that particular field.

Designate the primary key by right clicking on the field and selecting Primary key from
the shortcut menu or select Edit/Primary Key from the menu bar. The primary key field
will be noted with a key image to the left. To remove the primary key repeats one of
these steps.

Characteristics of a primary key

1. Must be unique
2. Must not allow null values
3. Must not allow duplicate values

FOREIGN KEY
It is a primary key from another table

Characteristics of a foreign key

1. Not unique
2. Allow null values
3. Allows duplicate values

5.3 RELATIONSHIPS
A relationship is an association between similar fields in two or more tables. It is created
by joining primary key and a foreign key

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Adding records
Add new records to the table in datasheet view by typing the record beside the asterisk
(*) that marks the new record. You can also click the new record button at the bottom of
the datasheet to the last empty record.

Editing Records
To edit records, simply place the cursor in the record that is being edited and make the
necessary changes. Use the arrow keys to move through the record grid. The previous,
next, first and last records buttons at the bottom of the datasheet are helpful in
maneuvering through the datasheet.

Deleting Records
Delete a record on a datasheet by placing the cursor in any field of the record row and
select Edit/Delete record from the menu bar or click the delete record button on the
datasheet toolbar.

First record
Previous record Last record

Next Record New record

Adding and deleting columns

Highlight the column that the new column should appear to the left of by clicking its
label at the top of the datasheet and select Insert from the main menu and then click
column.

Entire columns can be deleted by placing the cursor in the column and selecting the edit
menu then click on Delete column.

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Resizing Rows and columns

The height of rows can be changed by dragging the gray sizing line between row labels
up and down the mouse. Changing the height of one row will change the height of all the
rows.
Column width can be changed in a similar way.

Double click on the line to have the column automatically fit to the longest value of the
column. Unlike rows, columns can be different widths. More exact values can be
assigned by
 Selecting Format menu
 Click on Row Height or
 Select Format Menu
 Click on Column widths

Sorting records in a table

1. Sorting helps to quickly locate the highest or lowest value in a list
2. Sorting helps arrange data in some order of priority.

 Position your cursor in the field on which you want to sort. The insertion point
may be placed on any record; it does not necessarily have to be at the top of the
table.
 To sort in ascending order (A-Z” A at the top and Z at the bottom) click the sort
ascending button

The Sort Ascending button

To sort in descending order click on the Sort Descending button

The Sort Descending button

To sort on more than one column

1. Select filter from the Records menu, then select Advanced Filter/Sort. The filter
window appears as shown below.

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Field List

Field list shows the fields contained in the table. In the lower part of the
Grid2. The
win dow there is a grid. To select the fields that you want to sort, click on the
down arrow key next to the word ‘Field’ and click on it to add it to the grid
NB: Microsoft Access will sort the table starting with the field on the extreme left
of this grid.
3. From the Sort drop-down list, select a sort order either ascending or descending.
4. Click the Apply Filter/Sort button

Apply Filter/Sort button

Or

Select Apply Filter/Sort from the Records menu

Filter Records for viewing

A filter is used when you want to work with only some specific records in a database

Filter by Selection
This feature will filter records that contain identical data values in a given field such as
filtering out all of the records that have the value ‘Order’ in a Field.
1. To filter by selection, place the cursor in the field that you want to filter the other
records by.
2.
Filter by selection button
Or

3. Select Records/Filter/Filter by selection from the menu bar

In the example below, the cursor is placed in the city field of the fourth record that
displays the value “Money Order’ so the filtered table will show only the records where
the Mode is Money Order.

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Filter by Form
If the table is large, it may be difficult to find the record that contains the value you
would like to filter by so using Filter by Form may be advantageous instead. This method
creates a blank version of the table with drop down menus for each field and each
contains the values in that filed found in the existing records.
To filter by form, select format from the records/filter by form from the main menu.
In the filter by form window enter the filter criteria.
To specify an alternate criteria if records may contain one of two specified values, click
the Or tab at the bottom of the window and select another criteria from the drop-down
menu.
More or tabs will appear after one criteria is set to allow you to add more alternate
criteria for the filter. After you have selected the criteria you want to filter, click the
Apply Filter button on the toolbar or select Filter/Apply Filter/Sort

5.4 QUERIES
A query is a question about the data that is stored in your tables. The output you get when
you filter tables is an example of a simple query.
Apart from just viewing the records, you can use a query as the source of data for
creating a form or report.
A query is used when you want to display only specific records from one or more tables.
Queries select records from one or more tables in a database so they can be viewed,
analysed and sorted on a common datasheet.

Create a Query in Design View

1. From the Queries page on the database window, click the New button
2. Select Design View and click OK
3. Select tables and existing queries from the Tables and Queries tabs and click the
Add button to add each one to the new query.
4. Click Close when all of the tables and queries have been selected.
5. Add fields from the tables to the new query by double-clicking the field name in
the table boxes or selecting the field from the Field: and Table: drop-down
menus on the query from. Specify sort orders if necessary.

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6. Enter the criteria for the query in the Criteria: filed. The following table provides
examples for some of the wildcard symbols and arithmetic operators that may be
used.
The expression Builder can also be used to assist in writing the expressions.

EXAMPLES OF CRITERIA USED IN QUERIES

<100 Value less than 100
>=1 Value greater than or equal to 1
<>”Nairobi” Not equal to (all cities besides Nairobi)
Between 1 and 10 Numbers between 1 and 10
Is Null Finds records with no value
Is Not Null Or records that have a value
Like “a” All words beginning with “a”
>0 And <10 All numbers greater than 0 and less than 10
“Christian” Or Value are Christian or Mungiki
“Mungiki”

7. After you have selected all the fields and tables, click the run button on the
toolbar or select View/Datasheet view
8. Save the query by clicking the Save button

Query Wizard
Access’ Query Wizard will easily assist you to begin creating a select query
1. Click the Create query by using wizard icon in the database window to have
access step you through the process of creating a query.

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2. From the first window, select fields that will be included in the query by first
selecting the table from the drop-down Tables/Queries menu. Select the fields by
clicking the > button to move to the field from the available Fields list to selected
fields. Click the double arrow >> to move all fields to selected fields. Select
another table or query to choose from more fields and repeat the process of
moving them to the selected fields box. Click Next> when all the fields have been
selected.

3. On the next window, enter the name for the query and click Finish.

Delete Query
To delete a table from the query, click the tables’ title bar and press the Delete key on the
keyboard

5.5 FORMS
Forms are used as an alternative way to enter data into a database table.
A form makes viewing of records and entering of data into a table easier because it uses
familiar controls such as ‘text boxes’ and ‘drop-down lists’
Forms are easy to complete and to read because the labels used are more descriptive than
the field titles used in the tables.

Create form by using Wizard

1. Select the Queries tab and click New. Click the Form Wizard option on the
database window.

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2. From the Tables/Queries drop-down menu, select the table or query whose
datasheet the form will modify. Then, select the fields that will be included on the
form by highlighting each one of the Available Fields window and clicking the
single right arrow button > to move the field to the Selected Fields window. To
move all of the fields to select fields, click the double right arrow button >>. If
you make a mistake and would like to remove a field or all of the fields from the
selected fields window, click the left arrow < or left double arrow << buttons.
After the proper fields have been selected, click the Next > button to move on to
the next screen.

3. On the second screen, select the layout of the form.

Columnar – A single record is displayed at one time with labels and form fields
listed side by side columns
Justified – A single record is displayed with labels and form fields are listed
across the screen.
Tabular – Multiple records are listed on the page at a time with fields in columns
and records in rows
Datasheet – multiple records are displayed in Datasheet View
Click the Next > button to move on to the next screen.

4. Select a visual style for the form from the next set of options and click Next >

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5. On the final screen, name the form in the space provided. Select “Open the form
to view or enter information” to open the Form View or “Modify the form’s
design” to open it in design View. Click Finish to create the form.

Creating a form in Design View

To create a form from scratch without the wizard, follow these steps:
1. Click the New button on the form database window.
2. Select “Design View” and choose the table or query the form will be associated
with the form from the drop-down menu.
3. Select Vie/Toolbox from the menu bar to view the toolbar with additional options.

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Label
Text Box
Option Group
Toggle Button
Option Button
Check Box
Combo Box
List Box
Command Button
Image
Unbound Object Frame
Bound Object Frame
Page Break
Tab Control

4. Add controls to the form by clicking and dragging the field names from the Field
List window. Access creates a text box for the value and label for the field name
when this action is accomplished. To add controls for all the fields in the Field
List, double-click the Field List window’s title bar and drag all of the highlighted
fields to the form.

Adding Records Using A Form

Input data into the table by filling out the fields of the form. Oppress the Tab key to
mmove from field to field and create a new record by clicking tab after the last
record. A new record can also be created at any time by clicking the New Record
button at the bottom of the form window. Records are automatically saved as
they are entered so no additional manual saving needs to be executed.

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5.6 Introduction to reports

Reports will organize and group the information in a table or query and provide a way to
print the data in a database.

Using the Wizard

Create a report usisng Access wizard by following these steps:
1. Double click the “Create report by using wizard” option on the Reports Database
Window
2. Select the information source for the report by selecting a table or query from the
Tables/Queries drop-down menu. Then, select the fields that should be displayed
in the report by transferring them from the Available Fields menu to the Selected
Fields window using the single right arrow button > to move fields one at a time
or the double arrow button >> to move all of the field at once. Click the Next >
button to move to the next screen.

3. Select fields from the list that the records should be grouped by and click the right
arrow button > to add those fields to the diagram. Use the Priority buttons to
change the order of the grouped fields if more than one field is selected. Click
Next > to continue

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4. If the records should be sorted, identify a sort order here. Select the first field that
records should be sorted by and click the A-Z sort button to choose from
ascending or descending order. Click Next > to continue

5. Select a layout and page orientation for the report and click Next >

6. Select a color and graphics style for the report and click Next >

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7. One the final screen, name the report and select to open it in either Print Preview
or Design View mode. Click the Finish button to create the report

Create in Design View

1. Click the New button on the Reports Database Window. Highlight “Design View”
and choose the data source of the report from the drop-down menu and click OK

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2. You will be presented with a blank grid with a Field Box and form element
toolbar that looks similar to the Design View for forms. Design the report in much
the same way you would create a form. For example, double click the title bar of
the Field Box to add all of the fields at once.
Then, use the handles of the elements to resize them, move them to different locations,
and modify the look of the report by using options on the formatting toolbar. Click the
Print preview button at the top, left corner of the screen to preview the report

Printing Reports
Select File/Page Setup to modify the page margins, size, orientation and column
setup. After all changes have been made, print by selecting File/Print from the
menu bar or click the Print button on the toolbar

CLASS ACTIVITY
5.7 REVISION QUESTIONS
Q1.
Use the table below to answer the following questions
b. Create a database with a name ‘Tuskys Supermarket’ in your diskette
c. Design the tables given in design view and save them using the names
give to them
d. Set the primary key and show the relationship between the tables
e. Create a query in design view from ‘student table ’ where the gender is
male only
f. Create a form in design view from the course table and make use of
controls
g. Create a report using report wizard using the query you’ve created

Student table
F name S name RegNo. DOA Age Gender
George Mburu ELB 001 5/1/2007 23 Male
Gilbert Kipkoril ELB 002 9/1/2007 22 Male
Lucy Nyokabi ELB 003 14/02/07 21 Female
Tabitha Njihia ELB 004 23/03/07 19 Female

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Course Department
ID NO. SUBJECT CAT FINAL TUTOR ID
ELB 001 Adobe 70 65 EHS 001
ELB 002 Internet 85 89 EHS 003
ELB 003 Windows 78 87 EHS 002
ELB 004 Adobe 80 76 EHS 001
ELB 003 Excel 84 81 EHS 003
ELB 003 Windows 87 89 EHS 002
ELB 002 Word 93 94 EHS 001
ELB 001 Excel 80 87 EHS 003

Staff Department
TUTOR STAFF REG COURSE CODE
Mr. Gachoka EHS 001 CS 114
Mrs. Kariuki EHS 002 CS 163
Mr. Leaky EHS 003 CS 112

The tables below reflect the data for JBX COMPANY. As a database analyst, you have
been contracted to create a dabase for the company with the following specifications:-
1. Tables should be designed in design view
2. Field names and datatypes should be entered appropriately
3. Create a relationship between the tables
4. The department field should be entered in lookup wizard
5. The query should be created from employees table
6. A form should have at least 5 controls used
Employees table
Emp No. F name S name DOA Age Gender Department
EMP 001 Monica Mwihaki 4/5/07 23 Female Computer
EMP 002 Mary Muthoni 6/6/07 24 Female Marketing
EMP 003 Martin Kagua 15/05/07 22 Male Accounts
EMP 004 John Waweru 3/7/07 21 Male Personnel
EMP 005 Dickson Ngigi 21/5/07 20 Male Marketing
EMP 006 Esther Thuo 7/8/07 18 Female Computer
EMP 007 Anne Njoroge 24/05/07 19 Female Accounts
EMP 008 George Njiraini 9/7/07 24 Male Marketing

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Salary table
ID Number Branch code Basic pay Allowances
EMP 001 GSM 01 $ 150 $ 43
EMP 002 GSM 03 $ 200 $ 80
EMP 003 GSM 02 $ 130 $ 30
EMP 004 GSM 01 $ 100 $ 42
EMP 005 GSM 03 $ 110 $ 60
EMP 006 GSM 03 $ 170 $ 75
EMP 007 GSM 01 $ 245 $ 100
EMP 008 GSM 02 $ 80 $ 20

Branches
Branch Branch number
Embu GSM 01
Meru GSM 02
Mwea GSM 03

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MICROSOFT POWER-POINT

6.0 Introduction
This is a presentation program. It is one of the application software used for creating
Presentation.
It is mostly used for advertisement, seminars and workshops, presentation of report etc

In creating a presentation, the following factors are considered:-

 Audience
 Tone
 Your tools of presentation
 The flow and continuity of your presentation

AUDIENCE:
You need to know about the type of audience that will watch your presentation. e.g. is
your presentation going up before directors of a big company? A small organization,
sales executive etc
-Knowing the audience will help you take the content and tone of your work
-Always think about the best way to reach your audience and how to hold their attention.

TONE
Once you have figured out who the audience and the kind of presentation they may be
expecting to see, think about the tone you are going to use to present your information.

TOOLS
As you create your presentation think a little about how your work is being presented e.g.
will be standing before a large crowd or sitting at a board-roomed table?
Will you access a large screen monitor or will be your presentation being of an internet?

THE FLOW
Your presentation must have continuity. It should also present your message clearly.
Continuity helps your audience to understand the big picture of your presentations.

You can use the following items to add visual continuity to your presentation

1. Company name or logo

2. Project name
3. The background colour
4. Date and page information
5. A project syb=mbol or logo
6. Background design elements e.g. shadows\, map flags etc

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When you load Ms- PowerPoint on the screen, a dialogue box appears with the following
options:-

Auto-content wizard - Gives you an idea on how to create PowerPoint slides.

Template – Takes you to sample backgrounds to be applied on your slides.

Blank presentation – takes you to a blank screen where you create all elements for your
presentation.

Open an existing presentation – Displays the open dialogue box so that you can open
PowerPoint files you have created.

6.1 Working with views

Type of Views

i) Slide views
It shows you the slide you are creating, as it will appear in a final display. You can work
on slides one at a time in slide view.

ii) Outline View

It helps the user to navigate around the slides. Whatever is written in the outline view is
reflected in slide view.

iii) Slide sorter view:

It is like a big table on which you can arrange a number of slides. This view lets you view
all the slides at the same time thus letting you making changes to the slides e.g. timings.

iv) Slide show view

It presents the slides using the entire screen. Used to check the timing, transition and
multimedia effects of a show before you present it, to see what you have done so far.

CREATING A NEW PRESENTATION

Steps: -
 Click on start, point to program click on Power-point Program.
 Click new from the file or from the icon in the tool bar.
 Select the design option "blank, template, auto content"
 Click Ok.

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 Select the slide layout, "out layout".

 Enter/Insert data.
TO ADD A NEW SLIDE
Click start, new slide
Select the layout
Click Ok
Or
Click on the ‘new slide graphic’ on the standard tool bar

NB Do not click file new or new icon from the tool bar, as it will add a new presentation.

6.2 MODIFYING A PRESENTATION SLIDE

Applying design template
Design templates are formats which act as backgrounds to presentation slides, to apply
Get to format, click apply design
Choose the template, which you like

1. To apply a template to a single slide, select the thumbnail on the Slides tab; in the
task pane, point to the template and click the arrow, and then click Apply to
Selected Slides.
2. To apply a template to multiple selected slides (select them holding the shift key),
select the thumbnails on the Slides tab, and in the task pane, click the template.

WORKING WITH DIFFERENT LAYOUT (CHANGING LAYOUT)

Presentation layout can be changed to allow modification re-arrangement of
Slide layout.
Click format, slide layout, get to content layout pick one of your choice.

CHANGING THE SLIDE BACKGROUND FILL

Get to format, background, a dialog box appears.
Click on the color bar then fill effect another dialog box appears.
Select pictures from my pictures then click ok.
When another dialog box appears click apply to all.
OR
Get to format, background, a dialog box appears.
Click on the color bar then fill effect another dialog box appears.
Get to drive C then to program files, office, Bitmap folder and finally styles.
Choose one style of your choice then click insert, Ok and finally apply to all.

ANIMATING SLIDE FROM PRESENT ANIMATION

1. If you only want to apply the animation scheme to a few slides, click the Slides
tab, and select the slides you want.
2. On the Slide Show menu, click Animation Schemes.
3. In the Slide Design task pane, under Apply to selected slides, click an animation
scheme in the list.

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4. If you want to apply the scheme to all slides, click the Apply to All Slides button.

6.3 CUSTOM ANIMATION

1. In normal view, display the slide that has the text or objects you want to animate.
2. Select the object you want to animate.
3. On the Slide Show menu, click Custom Animation.
4. In the Custom Animation task pane, click on add effect, and do one or more of
the following:

1. If you want to make the text or object enter the slide show presentation
with an effect, point to Entrance and then click an effect.
2. If you want to add an effect to text or an object that is on the slide, point to
Emphasis and then click an effect.
3. If you want to add an effect to text or an object that makes it leave the
slide at some point, point to Exit and then click an effect.

NB. To preview how triggered animations work, click the Slide Show button instead.

SAVING THE PRESENTATION

Click on file
Point to save as then click
Complete the dialog box by filling in the File name and location to save in.
Click on the save button

6.4 Organization chart

1. Click the Organization Chart diagram, and then click OK.
2. Do one or more of the following:

1. If you want to add text to a shape, right-click the shape, click Edit Text,
and type the text.
1. Text cannot be added to lines or connectors in organization charts.
2. If you want to add a shape, select the shape you want to add the new shape
under or next to, click the arrow on the Insert Shape button on the
Organization Chart toolbar, and then click one or more of the following:

Coworker— to place the shape next to the selected shape and connect it
to the same superior shape.

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Subordinate — to place the new shape below and connect it to the

selected shape.

Assistant— to place the new shape below the selected shape with an
elbow connector.

3. If you want to add a preset design scheme, click AutoFormat on the

Organization Chart toolbar, and select a style from the Organization
Chart Style Gallery.

3. Click outside the drawing when you are finished.

ANIMATE A DIAGRAM OR ORGANIZATION CHART

1. In normal view, display the slide that has the diagram or organization chart you
want to animate and select it.
2. On the Slide Show menu, click Custom Animation.
3. Do one of the following:

Animate the diagram as a whole

1. In the Custom Animation task pane, click, and do one or more of the
following:
 If you want to make the text or object enter the slide show
presentation with an effect, point to Entrance and then click an
effect.
 If you want to add an effect to text or an object that is on the slide,
point to Emphasis and then click an effect.
 If you want to add an effect to text or an object that makes it leave
the slide at some point, point to Exit and then click an effect.
2. Apply an animation to the diagram.
3. In the Custom Animation task pane, click, and do one or more of the
following:
 If you want to make the text or object enter the slide show
presentation with an effect, point to Entrance and then
click an effect.
 If you want to add an effect to text or an object that is on
the slide, point to Emphasis and then click an effect.
 If you want to add an effect to text or an object that makes
it leave the slide at some point, point to Exit and then click
an effect.
4. In the Custom Animation task pane, select the animation you applied to
the chart, click the down arrow, and then click Effect Options.

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5. On the Diagram Animation tab, in the Group Diagram list, click an

option.

To set up a slide show to run in a continuous loop

1. On the Slide show menu, click Set Up Show.

2. Select the loop continuously until ‘Esc’ check box.

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Adobe PageMaker.
7.0 Introduction

Adobe PageMaker is a powerful page layout program in DTP (desktop publishing) that is
applied for design purpose.
It consist of the following features-:
 It incorporates text and graphics to create a presentable publication.
 It has rich facilities/tools, which allow text and artworks to be imported from other
computer application packages.
 It allows precision, alignment, sizing and orientation of elements e.g. using the
mouse, on-screen control palette, working numerically with dialog boxes.
 Provides high level of typographical and management of long documents..
 Pagemaker makes your work more efficient and your time more effective.

Graphic design packages in DTP include:-

1. Adobe Illustrator
2. Aldus Freehand
3. Corel draw
4. Adobe photoshop

Typical publications that can be made from PageMaker and other DTP/Word Processing
Packages are:-
 Books
 Magazines
 Letterheads
 Invitation Cards
 Posters
 Business cards
 Advertisements

Desktop publishing terms

Printable page- An empty page displayed at fit in the window size. All items in this area
are printable.

PageMaker Window- The entire content on the screen. Also referred to as application
window.

Document window- This contains the document title (in the document title bar) and view
menu options, it may also display the rulers and several other working palettes

Paste board/clip board - Temporary working area for text and graphics.

Tool box palette – Contains tools, that are needed when working with graphics and text.

Horizontal and Vertical Rulers – Enables the addition of rulers guides which are non-
printing extension of the ruler so as to allow the precise insertion of text and graphics on
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a page. Rulers help in making measurements on the screen. It is only available when
Show rulers command from the view menu is active.

Zero point – This is the insertion of the Vertical and horizontal rulers.

Zero point

Margin guides/grid line- These are imaginary (non-printing) boundaries that mark the
extremes of your working area. They help in positioning text and graphics. They have
the following characteristics: -
 Are horizontal and vertical
 Are pink in colour.

Title Bar – Display the file name of your document publication and its appropriate path
within the system i.e. the drive and directory in which the publication is sorted.

Page Icons – Display in the bottom left corner.

Master Page Icons – Accessed from the window menu. It is a page document set up
which contains all the repeated elements for the page. Master page are labeled by “l” and
“R” for the left and right pages respectively.

Point – A measure of physical size (dimension) of a character.

Portrait (Tall) – Document orientation style whereby page set up is vertically aligned.

Landscape (wide) – Document orientation style whereby the page set up is horizontally
aligned.

Kerning- Is the amount of space between characters initially determined by the design of
the font.

Leading- Amount of space between lines, measured from base line to baseline.

Dialog box – is the common way window display command choices and options for you
to choose.

List boxes- A display of a list of items inside the dialog box from which to choose.

Starting Adobe Pagemaker

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 Click start button > programs menu.

 Select pagemaker >adobe > pagemaker 6.5 > adobe pagemaker 6.5

Printable page

Pasteboard

Tool palette

Parts of a PageMaker Screen

PARTS OF PAGEMAKER SCREEN

PageMaker window is the working area for editing, creating, formatting, saving and
printing publications.

1. Title Bar This lies across the top of the screen and has the following icons
2. Control Menu
This lies on the left upper edge of the title bar. It is used to resize the application window
or close the application.
Minimize button- used to shrink PageMaker window to an icon on the windows desktop.
Maximize button – used to increase the size of the PageMaker 6.5 screen/windows.

Close button- used to close or quit the PageMaker program.

3. Pull down menus- this control the functions of pagemaker.

CREATING A NEW PUBLICATION

7.1 DOCUMENT SETUP
To create a new publication follow the procedure below:
i) From the file menu, choose or click new. An initial document set-up dialog box
appears as shown below:

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ii) Specify paper size and page attributes in the Document Setup dialog box as
follows: -
 Select a standard page size from the Page Size pop – up menu.
When you select a page, its dimensions appear in the Dimension
text boxes.
 Use the Dimensions text boxes to specify a Custom Page Setup to
42 by 42 inches
(1065 by 1065 mm). (You can also choose page > Custom to set
your own page size)
 For Orientation, select Tall for a page that is taller than it is wide
(Portrait orientation), or select Wide for a page that is wider than it
is tall (Landscape orientation)
 Click Double – sided to set Inside and Outside margins to
accommodate binding on pages that will be printed on two sides
and to make the Facing Pages option available. De- select Double
– sided if you intend to print your publication on one side of the
paper (Single – sided) and don’t want to turn on Facing Pages.
 Enter Facing Pages (in addation to Double- sided) if you want left
and right pages displayed together (as a two – page spread).
iii) Enter the number of pages you initially plan for the publication. We suggest 2
pages.
iv) Click OK to start your publication. Note that you can change the page
numbering, margins and the printer (and resolution) to which Pagemaker will
target your work from the Document setup dialog box.

SETTING PAGE NUMBERS

To set page numbers, click on the numbers button. Options include roman and alphabetic
numbering.

INSERTING AND REMOVING PAGES

To Insert pages
 From the layout menu, choose insert pages. Choose the page either before or after the

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place you want the new pages depending on where you want new page added relative to
you current position.
 Enter the number of pages to be inserted and ensure you have selected the position for
the new pages correctly

To remove pages
From the layout menu, choose remove pages. Choose the pages you want to remove. A
warning dialog box appears asking you to verify the deletion.

SAVING THE PUBLICATION

 Choose save from the file menu.
 Give a name to your document/file. Your file name must have not more than 8
characters.
 Click ok or press enter.

WORKING WITH PALETTES

They include Tools palette, Control palette, Colors palette, Layers palette, Master pages
palette and Styles palette.

Displaying the palettes

To show or hide palette press the tab key. Also from window menu choose appropriate
show or hide command (window > plug-in palettes command to show or hide palettes
for installed plug-ins)

To increase the workspace, click the zoom box in the far right corner of the title bar to
collapse palette group.

7.2 USING THE TOOL BOX PALETTE

Toolbox palette contains tools required to compose a document or your page.
To use any tool click at it first before starting to draw the desired object using the mouse
while holding it left button down.

Pointer Text tool

Line tool Cropping Tool
Constrained line
Box tool
Ellipse
Polygon
Hand Zoom tool
tool

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Line tool
Using the mouse select the line tool.
The pointer turns to a thin cross, to draw a line, simply press and hold the right mouse
button down while dragging the mouse from one point to the other.
Constrained line tool
This will draw line at 45-degree intervals i.e. horizontally, vertically or diagonally.
Box / Rectangle tool
Is used in drawing rectangles and squares.
Ellipse / CircleTool
Is used to draw oval shape, select the ellipse tool and drag diagonally until the required
size is achieved.
Polygon tool
A polygon is an object having more than one corner/sides e.g. triangle, pentagon, star.
Hand tool
To reposition the page by dragging
 Press Alt
 Select the hand tool from the toolbox palette.
 Drag to display the part of the page or pasteboard you want to view
NB: The x inside the Circle, Box and Polygon tools indicate that you can type text inside
the object drawn with that tool.
.

To display scroll bars choose view > Show/Hide Scroll Bars.

The zoom tool

Used to magnify or reduce the display of any area in your publication.

To magnify part of a page by dragging

1. Select the Zoom tool.
2. Drag to draw a marquee around the area you want to magnify.
To zoom in or out while using another tool:
Press Ctrl + Spacebar to zoom in. Press Ctrl + Alt + Space bar to zoom out
Click to zoom in or out, or drag to select an area you want to zoom in on.

The Cropping tool

Used to crop (remove) parts of graphics that you do not want to print by adjusting the
size of its surrounding bounding box.

To crop a graphic using the cropping tool

1. Select the cropping tool.
2. Select the graphic that you want to crop. Position the cropping tool so that a handle
shows through thee center of the tool.
3. Hold down the mouse button to turn the cropping tool into a two –way arrow, and
drag until only the part of the graphic you want in your publication remains.

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To show more of the graphic, drag away from the center of the graphic.
4. To move the graphic within the frame, position the cropping tool at the center of the
graphic and hold down the left mouse button.
5. When the hand appears, drag until you see the part you want to appear in your
publication. Then release the mouse.

The rotating tool

Used to rotate any unlocked object

7.3 THE CONTROL PALETTE

The Control Palette in Character View

Control Palette with an Object Selected

ADJUSTING OBJECTS USING CONTROL PALETTE

 Select the element to be resized. The control palette will display the objects
attributes.
 Edit the width and height values, within the control palette; as desired, then
Click the apply button.

MOVING OBJECTS USING THE CONTROL PALETTE

 Select the shape with the pointer tool.
 Activate the top –left reference point by clicking it symbol in the control palette.
 Type in new co-ordinates for this point.
 Click apply button. The shape will move so that its to left corner has the specified co-
ordinates.

RESIZING OBJECTS (USING CONTROL PALETTE)

 Select the shape to be resized.
 Choose the reference point – this lower-left reference point
 Enter new co-ordinates for this point.
 Click apply.

MULTIPLE SELECTION OF ELEMENTS

There are three ways which can be used to select multiple objects:-
 Select all from the Edit menu
 Holding down Shift + clicking on each item to select.

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 Selection box marquee select using the selector tool

SHIFT CLICKING
To shift click, simply select one object, and then hold the “shift” key while clicking
successively on different objects as you wish.

Selection Box
 Select the Pointer tool, and then move to a blank area or paste board.
 Drag diagonally

CHANGING CORNERS OF SHAPES

To get rounded corners
 Click on Element menu.
 Select rounded corners.
 Fill objects with different shapes.

Rounding Corners for a Rectangle

Applying Fills and Determining Objects Line Thickness.

To get different line styles for the same object:-
1. Click on Element menu.
2. Select Stroke
3. Fill objects with different line patterns.

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7.4 GROUPING AND UNGROUPING OBJECTS

Grouping allows creating a solid shape using a combination of simpler multiple shapes
and thereafter binding them into a single objects.
To group objects into a single one, simply
 Select elements to be grouped, then
 Choose group from the Element menu. The objects then get grouped together and
show only one set of markers.

Ungrouping
Select Ungroup from the Element menu or use the shortcut key combination Shift + Ctrl
G

Polygon setting
This is changing the shape of a polygon

Steps
Draw a polygon using the toolbox
Select the polygon
From the element menu,
Go to polygon setting
Pagemaker displays the vertices
Change the number of side and star inset
Click OK

ALIGNING OBJECTS
 Click on the first shape to be aligned with the pointer tool and make the center of
reference point in the control palette active.
 X co- ordinates in this case 112.5 mm as per the shape shown in the diagram below.

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 Click on the second shape

 Enter the same X value, 112.5mm.
 Click on apply button. The objects become aligned and circle’s center will now have
the same X co-ordinate value as that of the rectangle.

Center of reference point

Using Align Dialog box to align objects

 Select the elements to be aligned.
 Choose Align objects from Element menu.
 Choose appropriate Align or Distribute option for both vertical and horizontal
position of the elements.
 Click ok. The shapes will be aligned or distributed accordingly.

USING FILL AND LINE

 To change line style click an object using the pointer tool.
 From Stroke sub menu, of the Element menu, choose custom. The dialog box
appears.

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The custom Stroke Dialog box

Specify the exact line weight as well as the style type you want.
 Click ok. The dialog box disappears leaving the line.
 To change the element fill
-Select the elements to be changed i.e rectangle, circle
-Choose Fill from the Element menu
-Select the desired fill. The object’s inside is filled up.

CUTTING, COPYING AND PASTING OBJECTS

Copying
To copy an object: -
1. Select the object to copy
2. From the edit menu, choose the Copt command. A copy of the elements will be
made and stores in the clipboard.
3. Choose paste from edit menu. The clipboard contents will be copied back to the
page, slightly offset from the original both vertically and horizontally.

Cut
It moves the selected text or objects from the publication to the clipboard
 Select the element
 From edit menu choose cut. The shape will disappear from the page or pasteboard
and moved into clipboard.
 Choose paste.
Pasting
It places the contents of the clipboard into your publication.
 Select an element with the pointer tool.
 Choose Copy from the Edit menu
 Choose paste from the Edit menu or press Control + V. the copy will appear slightly
offset from the margin.

MULTIPLE PASTING
 Select the object to duplicate
 Choose Edit > Copy
 Choose Edit > Paste Multiple

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Multiple Pasting

 In the paste multiple dialog box specify the number of copies to paste and the
horizontal and the vertical offset distance between each.

To copy an object from one publication to another

1. Open both publication windows.
2. Choose Window > Tile to make both windows fully visible.
3. Select the object from one publication window and drag.
4. Release the mouse button. The object is copied to the second publication, without
affecting the contents of the Clipboard.

Using magnetic guidelines

The magnetic guidelines make the element to snap to the margin lines once it falls within
a certain radius of the guidelines. To use the guidelines simply active them from the View
menu by choosing the snap to guides
Option.
Margins are defined in the Document Setup dialog box when you first create a
publication and are applied to the Document Master Page.
To change document Master margin:- File menu > Document Setup command or by
selecting the Master Page Options command from the Master Pages Palette menu with
the document master selected.

Column guides serve as boundaries for text you place within them.
layout > column guides

Ruler guides are non printing lines that help you align items on a page.

To display or hide column , ruler and margin guides on the page

Choose View > Show/Hide guides.

Rotating objects
The rotating tool allows you to freely rotate any object directly on the screen using the
mouse.
1. Select the object
2. Select the rotating tool from the toolbox
3. Position the starburst at a fixed point—the location around which you want to rotate
the selected object.
4. Drag the starburst away from the fixed point, in the direction you want to rotate the
object.
5. When the object is in position release the mouse button.

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To Rotate Using the control Palette

 Activate the control palette.
 Select element to be rotated
 Choose the reference point in your control palette
 Enter the angle of rotation
 Click the Apply button.

Using the Arrange command

Is used to control stacking order of objects drawn. The commands in the Arrange menu
include:
i. Bring to front Ctrl + ] – Placing an object infront of others
ii. Bring forward Shift + Ctrl +] Placing an object one step forward
iii. Send backward Shift + Ctrl +]- Placing an object one step to the back
iv. Send to back Ctrl + [- Placing an object at the back of the others

Skewing and reflecting objects

Skewing text or graphic objects about a reference point gives them a twisted effect.
To skew Text or Objects:-
i. Select the object to be skewed.
ii. Choose Window > Show Control palette.
iii. Click or double click to select a reference point on the Proxy
iv. Specify a skew angle for the skewing option on the Control palette
v. Click the Apply button or press Enter.

Reflecting objects
i. Select the object to be reflected
ii. Choose Window > show Control Palette
iii. Click or double click to select a reference point on the proxy.
iv. Click the horizontal reflecting button or the vertical reflecting button on the control
palette

Reflecting Objects using the control panel

Cropping and resizing objects using the control palette.

To crop or resize an graphic image:-
 Select the image and choose a reference point
 Select the drop or resize button: -
-Adjust the reference points.
-Edit overall width or height of the object

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7.5 MASKING OBJECTS

Masking is a way of covering part of an object so that the only a portion of it appears
through a shape drawn within the rectangle, elipse or a polygon.

Steps:
Position the object you want to mask in the shape
Select both i.e. the object and the shape
From the Element menu,
Choose mask
Group the masked objects

PLACING AND EDITING TEXT

Place command – You can use it to import files from the storage media to the pagemaker
publication layout.

Steps
1. Chose file from the menu bar
2. Go to place
3. Select the file you want to import
4. Click OK or open. A loaded text icon is displayed indicating that it
is ready to place the file.
5. Click on the top left corner of your publication. The text is placed

Editing text
In pagemaker, text can be edited in layout vie or as a story editor (word processing
environment)

To edit in story editor

Choose Edit
Go to Edit story
Edit your text then
Choose Edit
Go to edit layout

7.6 MASTER PAGES

Pages that appears on the bottom left corner of each publication
This is where you enter a text or a graphic that will appear to all pages in the publication
until you specify otherwise
NB: Anything entered on a master cannot be modifies on the normal pages. Editing
should be made only on the master pages

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MS- PUBLISHER
STARTING MS PUBLISHER
1. Double click the group icon on the desktop.
2. Click on the start button, go to programs and click Ms – Publisher.
3. Using the Program Manager (Windows Explorer), click on the icon containing
Ms-Publisher file.
4. Double click my document icon on the desktop; select the file containing the Ms-
Publisher.
5. Click on the start button, point to command file and complete the dialog box the
find.

FEATURES OF MS- PUBLISHER

a) Title bar – Displays name of the application and file name opened.
b) Menu bar – Displays the name from where commands are stored.
c) Scroll bar – Scrolls the page up and down.
d) Page area / Working area – where typing is done.
e) Tool box – contains the most commonly used tools.
f) Standard bar – contains the icons most commonly used.
g) Status line – It shows the number of pages and the zoom button.
h) Formatting bar

USES OF MS- PUBLISHER

Creating of :-
a)News letter b)Flyer c)Brochure d)Website
e) Post cards f)Labels g)Business form h)Letter head

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i)Signs j)Business card k)Card & Invitation l)Calendar

m)Speciality n)Envelope o)Banner p)Resume
q)Airplane r)Origami

CREATING A NEW DOCUMENT

1. Newsletter
- On the page wizard dialog box double click the newsletter; a dialogue box will
appear where you are to specify the style you want i.e. Basic- 3 column , Art
deco e.t.c.
- After the specification click next and specifies the number of columns you want
and click next.
- Specify the stories you want in the page and click next.
- Type the title of your newsletter and click next.
- Choose the option you want to include e.g. Date and Vol. e.t.c; click next.
- Specify the number of pages you want and click next.
- Specify whether you want the option for mailing; click next.
- Specify the printing options; click next.
- A page wizard dialogue box for creating the newsletter will appear and click
create it.
- The wizard design assistant appears where you specify if you will add text or
pictures and click ok.

2. Flyer
- On the page wizard dialog box , double click the flyer , a dialog box appears
where you ‘ve to specify the use of the flyer e.g. person , community e.t.c;
click next.
- Specify the style for the flyer you want and click next.
- The layout is displayed and the page wizard gives a dialog box for adding the
text then click creates it.
- The name you will give to the flyer as title; click next.
- Type the telephone number; click next
- The page wizard design assistant appears where you are to specify if you need
help to complete your publication or not; click ok.

3. BRONCHURE
- On the page wizard dialog box, double click the brochure, a dialog box
appears where you are to specify the style you want; click next.
- Specify the type of fold you want; click next.
- Specify the appearance of the inside part; click next.
- Specify the mailing options; click next.
- A dialog box showing the explaining of the brochure appears notifying on
how the print out will look like; click next.
- The page wizard dialog box appears where you are to click it.
- The design assistant appears, specify whether you want help for adding text
or pictures then click ok.

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4. WEBSITE
- On the page wizard dialog box, double click the website; a dialog box appears
where you are to specify what website is for, click next.
- Specify the number of pages you want; click next.
- Specify the additional pages you would like to include in your web; click next.
- Specify the style you want; click next.
- Specify the type of background you would like; click next.
- Type the heading of your worldwide page; click next.
- Specify on the addresses option; click next.
- Choose the type of address you would like to appear on your website, type in
details; click next.
- Page wizard appears where you are to click create it and the web is created.
- In the design assistant, specify whether you want help in adding text or pictures
then click ok.
6. POSTCARDS
- On the page wizard dialog box double click on postcard , specify the use of
postcards; click next.
- Specify the type of postcard; click next.
- A dialog box appears explaining how the postcard will be printed; click next.
- Page wizard dialog appears and click create it.
- Type your name, address; click next.
- Design assistant appears, specify whether you help in adding text and pictures
then click ok.

7. LABEL
- On the page wizard dialog box, double click label, specify the use of labels; click
next.
- Specify the style you want; click next.
- Specify the title option; click next.
- Type the title; click next.
- Specify if you want a main performer and each side of the type; click next.
- Type the name of the performer and each side; click next.
- Specify if you would like the songs tittles on the inside or outside of the cover;
click next.
- Page wizard appears where you click on create it.
- Design assistant appears specify if you require help as you finish your
publication; click ok.

8. BUSINESS FORM
- On the page wizard dialog box, double click on Business form dialog box appears
where you specify what form you would like, click next.
- Specify the style for your form, click next.
- Specify on the design your form will contain; click next.
- Specify the direction you want your form; click next.
- Specify on the address option; click next.
- Click on the address you want and fill in details; click next.

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- Specify on the remittance stub at the bottom; click ok

- Specify on the identification record; click ok
- Specify the columns you would want; click next
- Specify the summary options; click ok
- Specify language to be used
- Page wizard appears, click create it
- Design assistant appears; specify if you require help on making changes
- Click ok.

9. LETTER HEAD
- On the page wizard dialog box, double click on letter head; dialog box
Appears where you specify the style; click next.
- Choose the style you want, click next
- Specify on the inclusions you would want in your design e.g. pictures,
Company’s initials e.t.c click next.
- Choose the type of the address you would want and fill in detail box; click
Next
- Click on the information you would want; click next
- Page wizard appears where you click create it
- Design assistant dialog box appears where you state if you require help
When adding your pictures or text; click ok.

10. SIGN
- On the page wizard dialog box, click on sign, a dialog box appears where
You specify the type of sign you would like, click ok.
- Choose the sign you want; click next
- Page wizard appears where you click create it.
- Type in the address; click next
- Type in date; click next
- Design assistant dialog box appears where you state if you require to
Finish your publication then click ok.

11. BUSINESS CARD

- On the page wizard dialog box, double click on business card, dialog box
Appears where you specify the style, click next
- Choose the style you want and click next
- Page wizard appears , click create it.

- Type the name of your business, click next

- Type the address of your business, click next
- Type the name, telephone, Email click next
- Design assistant appears where you specify if you require help when
Making changes, click ok.

12. CARD & INVITATION

- On the page wizard, dialog box appears, double click on card and

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Invitation; specify the type of card you would want; click next
- Choose the invitation card you want, click next
- Choose the suggestion greetings
- Complete the details of the occasion; click next
- Specify what you would want on the back’ click next
- Page wizard dialog box appears; click create it
- Design assistant appears specify if you would require help on adding text
And pictures; click ok

13. CALENDAR
- On the page wizard dialog box click on calendar, dialog box appears
Where you specify if you want monthly or yearly; click next
- Specify on the picture icon, click next
- Specify on border option; click next
- Type the year/ month you want; click next
- Specify on the days you want to start with i.e. Sunday or Monday, choose
Language click ok
- Page wizard dialog box appears; click create it
- Specify on design assistant if you would require help when making
Changes

14. SPECIALITY
- On the page wizard dialog box, double click on speciality and choose
What you want to make; click next
- Page wizard dialog box appears, specify if you need help when making
Changes, click create it.

15. ENVELOPE
- On the page wizard dialog box, double click on envelope, choose the style
You want; click next
- Specify on the inclusions you would want, click next
- Type the company initials, choose the return address you will use and fill in the details; click next.
- State the design to be used, click next.
- State the type of printer to be used, click next.
- State the type of envelope and how the printer will feed, specify the status of feeding, click next.
- Specify on mail merge.
- On the page wizard dialog box, double click on create it button, state on assistant if you would
require help to finish the envelope and click o.k.

16. RESUME
 On the page wizard double click, resume, specify the type you want; click next.
 Choose the style; click next
 On the page wizard, click create it.
 Type name, click next
 Type your personal; address; click next.
 Type your telephone no; click next.
 On design assistant, state if you would like help, click o.k.

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17. AIRPLANE
 On the page wizard, double click airplane, state what you want to fly, click next.
 State the aerodynamic accessories you would like; click next.
 State if you would like two paint your papers, click next.
 Type the words you want on your aeroplane; click next.
 Specify the No. of planes you want in the squadron; click next.
 State if you would like instructions, click next.
 On page wizard dialog box; click next.
 On page assistant, state if you would like help for adding text or pictures; click ok.

18. ORGAMI
 On the page wizard; double click on orgami, choose the shape you would like to
make; click next.
 Choose colour scheme; click next.
 On page wizard dialog box; click create it.
 On the design assistant, state if you want help; click help.

CREATING A NEW DOCUMENT

PROCEDURE
To create a new document; click on the file menu and choose create new publication or
click new button on the tool bar.

OPENING AN EXISTING PUBLICATION

PROCEDURE
 Click on file menu; choose open command from the file menu.
 Dialog box appears, specify the storage device where file is stored.
 Click on the file and click open from the file list box.

CLOSE PUBLICATION
It shuts down the open file (publication)

SAVE
It saves a renamed file.

SAVE AS
It gives a dialog box to name or change the path of your publication.

FIND FILE
 Click on the file command; dialog box appears, specify the folder in which your file
is stored.
 Type the name of the file, click on search; then click on open command.
PAGE SET UP
 Click on the file menu; choose page set up command; a dialog box appears, choose
the publication layout i.e. special size, labels e.t.c.
 Choose the orientation i.e. portrait or landscape; click ok.

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PRINT SET UP
Printing outside- its an option for deciding where to print your publication because of
cost, quality etc.
It is a command for producing copies of what is on the screen.

EDIT MENU
Undo – it lets you revert to the recent action.
Cut – Remove the selected text permanently.
Copy – Duplicate the selected text or graphic.
Paste – Replaces the copied text or graphic.
Delete Text Frame – It clears the selected text frame.
Delete Page –It clears the current opened file oage.
Hihglight Entire Story – It selects the entire text & Graphic
Find & Replace – it helps in tracing particular entries i.e. file name.
Replace – it changes the name of the current file.

VIEW MENU
Full page – It fills the window background
Actual size- It displays the page at a percentage of 100%
Two- page spread- It displays two pages separated by rulers at themiddle.
Go to page- It moves either backward or forward according to the way you command
Go to background / foreground- It shows either background or foreground as you
command it
Picture display, Show special characters, hide boundaries & Guide, Tool bars,
Rulers, special papers-you view these as you command to be brought to the foreground.

INSERT MENU
Clip Art
It,s a command for inserting the picture option.
Object- It displays programmes where you choose the object you want in your document
Symbol- It shows a symbol dialogue box with all fonts.
Date & Time-I shows a dialogue box where you choose the style of date or time you
want.
Page numbers- It’s the automatic way of inserting page numbers.
Insert page- It’s a way of adding blank pages before or after current page.

FORMAT MENU
Text file- It displays the style you have used for your text e.g. font & sizes.
Character- A dialog box appears where it specifies the font style, size, colour etc.
Spacing between Characters- it gives the spacing options for the characters.
Fancy First Letter- Gives the designs for the first letter in a sentence.
Indents & Lists- gives on option for choosing bullets and numbering.
Line spacing- Gives the spaces between lines.
Tabs- it sets a paragraph.
Border- gives an option of selecting the borders.
Fill colour- fills the background of the selected work.

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Fill pattern and shading- changes the tints, shades pattern, colour.
Shadow- gives a colour background
Text frame properties- it gives the option for specifying the columns and changing the
margins.
Pick up/ Apply formarting.

TOOLS MENU
Design Gallery- it replaces with design that is selected in the dialog box.
Spell checking -Edits your work.

ARRANGE MENU
Layout Guide- it sets the margin, grid and columns.
Ruler Guides- it sets ruler to the front of the window.
Bring to front- moves the selected object to the front of any overlapping object.
Bring closer- moves selected text or graphic one step of overlapping object.
Send farther- moves selected object down level in a stack of overlapping object.
Ungroup object- separates grouped into single objects.
Group- combine one or more selected text or objects to be one.
Line up objects- Arranges the objects to the centre, left, right in a parallel way.
Rotate- Rotates the objects or text to the desired angle.

TABLE
Autoformat- gives option to select formatted table.
Insert Row/Column- it shows a dialog box where you specify the No. of columns to be
applied.
Delete Row/Column- it deletes current rows/columns.
Split cells/Merge- to split/merge cell highlight the cell from the table menu and click the
appropriate command.
Highlight the entire table- selects the entire table.
Grow to fix text- it creates ample space for the text.

TOOLS
TEXT TOOL- This is the tool for creating text frame.

PICTURE FRAME- This is the tool for creating picture frame.

TABLE TOOL-This is the tool for creating a table.

WORD ART TOOL- Used to create text that have special effects & unusual shapes,
curved, wavey, shadow etc.

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DRAWING TOOLS- These are the tools for creating lines, circles, rectangles and other
auto shapes.

Creating frames:
1. Click the tool once
2. Place the mouse pointer where you want the frame to start.
Hold down the mouse button and drag the mouse diagonally the

INTERNET NOTES
 It is a global network of computers that provides variety of resources and data
to the people that use.
 It is an interconnection of computers throughout the world, through ordinary
telecommunication lines and modem.
 The other names for the internet are:-
 The net
 The information superhighway
 Cyberspace
Services offered on the internet
[Link] Mail (e-mail)-It is a system for transmitting messages between computers.
[Link]- The internet gives you information on virtually any subject.
3. Programs-Programs available are many e.g word process, spreadsheets, electronic
cards etc.
4. Entertainment- Simple games are available.
5. Discussion Groups (chart groups)- You can join discussion groups on the Internet and
meet people around the world with similar interests.
6. Online Shopping- You can order goods and services on the Internet without leaving
your desk.
7. Newsgroups-These are discussions on a range of topics from recreational activities to
scientific research.
FACILITIES NEEDED
Inorder to get connected to the internet & access the world wide web(www), you will
require the following:-
(a) A computer.
-There are several elements that are desirable in the computer:

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(i) A fast processor to quickly acces & download information & programs
from the internet.
(ii) A high-quality color screen to view the various graphics & images.
(iii) Free disk space on which to download the information or programs
from the internet.
(b) Web browsers
 Web browsers are software applications that are used to retrieve
web pages from the internet onto your pc.
 Ms internet Explorer is one of the most popular web browsers.
 Each web page in the www is based on an html file.
 A web browser decode the information in an html file and
display a web page on your computer screen according to its
instructions (this is called downloading)
(c) Modem( Modulator/Demodulator)
 A modem is a device that enable you to connect to the internet and
access information. As a transmitting modem, it translates computer
information into a form that can transmit over telephone lines (this is
the process of modulation).
 As a receiving modem, it translates the information in a form that your
computer can understand. (This is the process of Demodulation)

(d) Internet service provider (ISP)

This is a commercial organization that provide internet connections, along with a set
of support services for a fee.
CONNECTING/ LOGGING ON TO THE INTERNET.
Purpose-To be able to gain access to the facilities that are offered on the internet the
user needs to log on. You use dial-up to connect to the internet and then use a web
browser like internet explorer to load web pages.
Step by step
1. To start Internet Explorer from the windows desktops,
double-click the internet Explorer icon.
OR
 On the windows taskbar click start
 Select the programs menu item
 From the submenu displayed select Internet
Explorer group.
 Click in the user name box and enter your user
name for instance ciat.
 Type in your password in the password box.
-The password appears in asterisk format (*)
for added privacy and security.
 Click connects to access the Internet.

CUSTOMIZING THE WEB BROWSER.

1. From the view menu , select internet options.

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2. Click the advanced tab.

3. Scroll down to the multi-media section.
4. Deselect the options or content that you want turned off e.g show pictures, play
animations or play videos &click ok.
UNDERSTAND THE WORLD WIDE WEB
Purpose-To understand some of the internet terminology like web pages,
websites, web browsers URLS and home page.
Browsing the web
-Moving around and between web pages is known as browsing(or navigating or
sometimes surfing the web). You can browse web pages in various ways.
Hyperlinks
-All web pages have hyperlinks. These links connect:
1. One web page to another part of the same web page. This is useful if it is a really
large page.
2. One web page to another website somewhere on the web.
3. A page to a file such as a sound clip, video, a spreadsheet or a world document.
-These links to other pages can be links to objects stored anywhere on the
Internet ----- Hypertext links are indicated by underlined text highlighted in
blue(usually)
-Hyperlinks are also represented by buttons, graphics, or pictures.
- To find hyperlinks on a page, move your mouse pointer over the page and where
there is a hyperlink the mouse pointer will change into a hand with a pointing
finger.
THE WORLD WIDE WEB (WWW)
- It is a collection of hyperlinked web pages published on the internet. This huge
collection of documents is stored on computers called Hosts around the world. The
documents may contain text, pictures, sounds, small programs or forms to be
completed by the user.

WEB PAGE
-Web pages are documents published by organizations and individuals interested
in putting themselves on the web. They include text, pictures, sound and videos.
- Each web page has an address on the internet. This address is called a uniform
Resource Locator.(URL).

WEB SITE
A collection of web pages belonging to an organization or individual is called a website.
These organizations& individuals maintain the website.

WEB BROWSERS
_It is a program that lets you browse through (or surf information on the web).
Information on the web is structured into pages. Each page has a specific address that
used to locate and access information on that page.
_ The two browsers that particularly dominate the internet market are:-
 Microsoft’s Internet Explorer.
 Netscape’s navigator.

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WEB HOSTING
A www server is a computer with programs that answer requests for documents from
clients (browsers) over the internet.
A Host computer is any computer connected to the Internet and has stored information
that has been made available to the web.

HOME PAGE.
The home page is also the first page of a company or an individual website on the web.

WEB ADDRESS (UNIFORM RESOURCE LOCATOR ) URL.

 Each web page has a unique address or location called URL.
 Wildcards can be included in a URL in cases when you may not know the full
path e.g http.// [Link], superlink net , zorro/humer. Com.
 The wildcard (w) is used to represent characters. In the above example site that
have Azorro.
 A wrongly entered character can result in an invalid URL e.g a comma instead of
a full stop or a dash instead of an underscore.

VIEWING CONNECTION INFORMATION
PURPOSE-After you have registered with an ISP, you acquire an internet account and
you may want to view connection information such as now long you have been online,
the speed of connection and the activities done during the online sessions.
STEP BY STEP
 Position the mouse pointer over the connection indicator icon on the taskbar.
 Click on the right mouse button. The following shortcut menu appears:
Status
Disconnect

 Highlight and click on status.

 The connected to Africa online dialog box appears.
 Click on ok. after viewing the details.

LOGGING OUT FROM THE INTERNET

To avoid incurring extra or unnecessary charges it’s good to practice to disconnect or lay
out from the internet sound after you have finished with a session.
STEP BY STEP
1. Position the mouse pointer over the connection indicator icon on the task bar.
2. Click on the right mouse button. Status
Disconnect
3. Click on Disconnect and you will automatically be logged out.
ABOUT E-MAIL
E- mail is a world wide system for sending & receiving electronic messages from one
computer to another.
It is much faster, economical & convenient way of sending messages.

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COMPONENTS NEEDED FOR ONE TO COMMUNICATE USING

E-MAIL
1. A computer where you will send or receive the e-mail messages.
2. Your e-mail address and that of the receiver
3. An ISP company who will deliver message to the receiver.
4. An e-mail program that lets you send, receive & manage your e-mail messages
eg ms outlook, outlook Express, Lotus Notes, Eudora.
COMPONENTS OF AN E-MAIL ADDRESS
An e-mail address consists of two parts separated by the @ symbol.
If your e-mail address is drg@tropicalheat .com :
(i) The first part refers to the person’s identity or log in name eg
drg.
(ii) The second part following the @ symbol is usually made up
of two to three subparts to further identify the individual
,organization or isp in this case.
 Tropicalheat identifies the business.
 . com is the extension and this identifies the type of .
the organization
Extension Represents
org non-profit making organization
edu an educational institution ,organization
com a commercial organization
net network
mil military
gov government

READING E-MAIL MESSAGES

STEP BY STEP
1. Launch the e-mail program ms-outlook from the start menu or a shortcut on the
desktop.
2. The choose profile dialog box appears to allow you to select your profile.
3. Select your profile by clicking the down allow key off profile name dialog box and
click ok.
4. The inbox is where all incoming messages are stored when you connect to outlook.
5. To open and read e-mail messages in the inbox, click on the icon for inbox and
choose the message that you want to read. Then double click on it to open it.
- The lower grid of your screen will have the full message. As you read the item
in your inbox, you can reply to forward ,or file them in other folders that you
create.
When you have finished reading a message you can close the window by selecting the
file menu, then choosing This will take you back to the ms outlook window. When you
do not need to use any other e-mail services, you can exit the ms outlook program by
selecting the file menu, then choosing close.

REPLY TO E- MAIL

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STEP BY STEP
When replying to a mail message you can choose to reply with the original message
insertion . The original message sometimes referred to as the history ,appears in the
body of the message. This is just for reference purposes and can be removed by
selecting the text & pressing the delete key or setting options in the options dialog box.
REPLY WITH THE ORIGINAL MESSAGE INSERTION.
1. If the message you want to reply is not open select it and open it.
2. Click the reply button in the mail window. The reply message windows appears .this
window contains the message you are replying to at the button. REPLY
3. Type the reply where the insertion point is.
4. When you have finished typing and editing the reply , click the send button if you are
online to send to send the message.
REPLY WITHOUT ORIGINAL MESSAGE INSERTION.
1. From the tools menu, click options.
2. Click the reading tab .
3. Click the down arrow key under when replying to a message box.
4. Select ‘Do not include original message and click .
5. Click ok.
6. Open the mail message you want to reply to.
7. Click the reply button in the mail window. The reply message window appears. This
window does not contain the message you are replying to at the button .
8. Type the reply where the insertion point is.
9. When you have finished typing &editing the reply, click the send button.

NOTES
Working offline:
Connection to the internet usually means that you are using telephone lines, and therefore
incurring telephone charges and usage on your ISP account.
You can choose offline to sale on costs and when you are ready to send your messages
you can connect and send them all at once.
1. On the taskbar ,click on the status button.
2. Choose disconnect.

SENDING AN E-MAIL MESSAGE

1. In the starting outlook window, click the new mail message button. The
message composition window is displayed.
2. In the To---box, Type the e-mail address (or select on from the address book by
clicking on the To—button) of the recipient of your e-mail.
3. If you want copies of the message to be sent to other people, type in their e-mail
addresses in the cc—box. Be sure to separate each address with a semi-colon.
4. Type the subject or topic in the subject box.
5. In the lower grid of the message composition window, type in the message that
you want to send as seen in the illustration [Link] can format the e-mail
message using the formatting tools like Bold, font size,underline etc.

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6. When you have finished typing the message ,editing & spell-checked it, click the
send button .
NB// A message that returns to the sender because it cannot reach its destination is
referred to as a bounced message.
Smilley/ smilies- These are special symbol used to express emotions in messages.
These characters resemble human faces . if you turn item sideways as shown in the
table below:
:-C cry
:-c frown
:-1 indifferent
:-0 surprise
:-7 smile
SPELL-CHECKING MAIL MESSAGES
1. From the tool menu click spelling.
2. The misspell words are highlighted & shown in the dialog box. Choose the correct
word by selecting it and clicking the change button.
3. If the word or phrase is correct but is not in the dictionary click ignore.
4. Once the spell checker completes spell checking the mail,
5. Click ok.

USING THE ADDRESS BOOK.

_ It is a directory of personal details including e-mail addresses for the people to
whom you send messages.
STEP BY STEP
.To add a contact to the Address book.

(1).To open the address Book, click on the Address Book button
(2).Select the type of address book that you want to use in the show names from the box.

 .The global Address list

It is the address book that contains all e-mail addresses for users, groups, and distribution list. In
your organization that you can address messages to.
 .The person address book
It is the address book used to store personal distribution list you frequently address
messages to such as a list of your friends.
(3).Click on the new entry button
(4).Specify the entry type of the contact i.e whether it is an internet address or an entry
for a distribution list.
(5).Type in the display name for the address as well as the full e-mail address.
(6).Complete the dialog box with the rest of the contact details using the other tabs e.g
Business or phone numbers.
(7).Click on ok.
_ The contact or address is added to the address book.

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 To Edit a contact in the Address book

1. Open the address book.
2. Select the contact that you want to edit.
3. From the file menu, select properties.
4. Make the necessary changes to the information and click ok.

 To create a contact from a mail message.

_ When you receive a mail message , you can add the sender’s details (name and e-mail
address) to your address book in one step:
(i) From the inbox ,right-click a message.
(ii) From the shortcut menu, select add sender to he address
book.

 To delete a contact from the Address book.

1. Open the address book.
2. Select the address that you want to remove from the address book.
3. Click on the delete button.
4. Click yes to confirm that you want to delete the name or entry.

 To create a distribution list.

_ A group address list may be created if you send mail to the same group of people frequents
and so if you address message to that group each individual in the group receives it.
_ Group address lists are known as distribution list:
1. Open the address book.
2. Click the New Entry button
3. In the select the entry type box, click personal distribution list, and then click
ok.
4. In the name box type a name for the group.
5. Click add/remove members.

6. To add members to the group select a contact or name from the left hand list
box and click members or double click on a name.
_ The contact is copied to the personal distribution list box .
7. Repeat this process until you have all the names you want in your group in the
personal distribution list.
8. Click ok.
_ The group or distribution list is now listed in the address box.
o To send a message using the address book or distribution list.
 In Microsoft outlook , select the new mail message option from the file
menu.

1. Click on the To…..button to open the address book.

2. Select the contact names from the list or select the distribution list and click
on To

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3. Click ok to return back to the message composition dialog box.

4. Type out the rest of the message and click on send.

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