Hardware and Network Service

Short Term
Based on May, 2023, Curriculum Version I

Module Title: Operating Personal Computer

Module Code: EIS HNS M01 0523
Nominal duration: 140 hours

Prepared By: Ministry of Lobar and Skill

May, 2023
Addis Ababa, Ethiopia
Acknowledgement

Ministry of Labor and Skills and Ministry of Health wish to extend thanks and appreciation
to the many representatives of TVET instructors and respective industry experts who donated
their time and expertise to the development of this Teaching, Training and Learning Materials
(TTLM).

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 Table of Contents

Acknowledgement 2

Acronyms 5

Introduction to Operating Personal Computer 6

Unit One: Introduction to computer 7

1.1. Introduction to Computer 8
1.2. Types and Hardware peripherals of computer 10
1.3. Logging in computer and access basic system information 16
Self-check 1 20
Operation Sheet 1.1 Turn On and Off a computer 21
Operation Sheet 1.2 Access system information 22
Lab Test23

Unit Two: Desktop Environment 24

2.1 Customize desktop icons 25
2.2 Organizing basic directories or folders 30
Self-check 2 34
Operation Sheet 2.1 Customize desktop icons 35
LAP Test 36

Unit Three: Operate MS-word 37

3.1. Purpose, use and function of word-processing software 38
3.2. Creating and opening documents 39
3.3. Customize page layout 40
3.4. Format documents 41
3.5. Tables and Image 44
3.6. Mailings and printing 45
Self-check 3 47
Operation sheet 3.1 Open MS Word 48
Operation sheet 3.2 Edit information on MS Word 49
Operation sheet 3.3 Copy and move words 51
Operation sheet 3.4 Format Documents 52
Operation sheet 3.5 Paragraph formats 54
Operation sheet 3.6 Create paragraph borders and shading 55
Operation sheet 3.7 Create Column and clipart in a document57
Operation sheet 3.8 Create Table 59
Operation sheet 3.9 Change page layout header and footer 61
Operation sheet 3.10 Print Documents 62

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 Operation sheet 3.11 Create Mail merge
document 64
LAP Test 65

Unit Four: Microsoft Excel 68

4.1. Create spreadsheets 69
4.2. Formatting in Excel 76
4.3. Print spreadsheet 80
Self-check 4 85
Operation sheet-4.1 Create Excel File 87
Operation sheet-4.2 Format excel file 88
Operation sheet-4.3 Print excel file 89
LAP Test 90

Unit Five: Microsoft Publisher 91

5.1. Creating a new Publication 92
5.2. Publication template 92
5.3. Formatting Publication 94
Self-check-5 96
Operation sheet-5.1 Launch a Publisher 98
Operation sheet-5.2 Create a flyer 99
Operation sheet-5.3 Create a business card 101
Operation sheet-5.4 Create a certificate 104
LAP Test 106

Unit Six: Keyboard skills 107

6.1. Keyboard functions 108
6.2. Typing technique 110
6.3. keyboard Speed and accuracy 115
Self-check-6 119
Operation sheet 6.1 120
Lap test 121

Reference 122

Developers Profile 123

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 Acronyms

AC------------- Alternative Current

CD ------------ Compact Disk

CPU------------ Central Processing Unit

ALU------------ Arithmetic Logic Unit

PC-------------- Personal Computer

DB -----------Data bus

MS -------------Microsoft

PDF----------- Portable Document Format

HTML-------- Hyper Text Markup Language

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 Introduction to Operating Personal Computer

In this module, we will explore various aspects of computer operation and familiarize ourselves
with essential software applications. This module aims to provide you with the necessary
knowledge and skills to effectively navigate and manipulate a personal computer, using popular
software tools such as Microsoft Word, Microsoft Excel, Microsoft Publisher, and developing
keyboard skills.

Module units

 Introduction to computer
 Desktop environment
 Microsoft word
 Microsoft Excel
 Microsoft Publisher
 keyboard skill

Learning objectives of the Module

At the end of this session, the students will able to:

 Understand the basic components of a computer system.

 Navigate and Manipulate desktop environment
 Create, edit, and format text documents using Microsoft Word.
 Create, format, and manipulate spreadsheets in Microsoft Excel.
 Design and create professional-quality publications using Microsoft Publisher.
 Develop proficient typing skills by improving typing speed and accuracy.
Module Learning Instructions:

1. Read the specific objectives of this Learning Guide.

2. Follow the instructions described below.
3. Read the information written in the information Sheets
4. Accomplish the Self-checks
5. Perform Operation Sheets
6. Do the “LAP test”

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 Unit One: Introduction to computer

This learning unit is developed to provide the trainees the necessary information regarding the
following content coverage and topics:
 Definition and characteristics of computer
 Types and Hardware peripherals of computer
 Logging in computer and access basic system information
This unit will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Understand the basic components of a computer system
 Identify the different types and peripheral devices of computer
 Access basic system information

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 [Link] to Computer
1.1.1. Computer

An electronic device that can store, retrieve and process data, and can be programmed
with instructions that it remembers. Computer is a collection of hard ware and software
component.

Computer refers to a machine that is assembled using different physical parts or

components and programed with different languages to carry out a set of algorithms and
arithmetic instruction.

The physical parts that make up a computer (the central processing unit, input, output and
memory) are called “hardware”. Programs that tell a computer what to do are called
“software”.

INPUT PROCESS OUTPUT

Figure 1.1 Information cycle

A. Input unit/Devices
Input devices are the physical components that the user uses to capture and enter data and
instructions into the computer system. There are several types of input devices.
 Keyboard
 Mouse
 Scanner
 Microphone
B. Output unit/Devices
Output devices are the components that are used to present the processed output or information
in a form that is communicable to the user. The most common output types are:
 Monitor
 Speaker
 Projector

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  Printer

Processing Unit
The processing unit is the core component of the computer system where the major task of
processing data (converting data into information is carried out). Central Processing Unit –
(CPU) of a computer is the brain of the computer that actually converts data into information.
The main components of the processing unit are:
 Arithmetic Logic Unit (ALU)
 Control unit (CU)
 Registers

1.1.2. Characteristics of computer

There are various characteristics of computer system depending on their size, capacity and
specification. But the major characteristics of the computer can be classified into speed,
Accuracy, Flexibility, data storage capacity and consistency.

Speed

Speed is the first of the five major characteristics of a computer. The speed of a computer device
is very fast, as it can perform tasks in a few seconds that no amount of calculation or anything
that a human being can do in an entire year or more.
Accuracy

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The accuracy of a computer is consistent. The
computer gives us an accurate result or calculation.
Errors that occur in the result of any calculation in a computer are only due to a wrong program
or instruction, inaccuracy in the input data, etc. You can directly say that errors in computers can
happen only due to human beings. Otherwise, a computer device's accuracy is always high.

Consistency

A computer is a dependable machine, which means it never types of working. You can use a
computer to complete your task without error for an unlimited number of hours; unlimited hours
mean you can use your computer system continuously 24 hours a day, 365 days a year.

Data storage capacity

A computer can store a huge amount of data on a small storage disc such as a hard disk, CD,
DVD, memory card, etc. Consider the fact that a computer can now store a massive amount of
data on a small storage disk.

Flexibility

Flexibility is the fifth major characteristic of a computer. Flexibility means that a computer can
work in many areas. For example, you can use your computer system to:
 Watch movies or videos.
 Listen to sounds or music
 Play games
 See pictures
 Write textual documents and save
 Open and read anything
[Link] and Hardware peripherals of computer
1.2.1. Classification of Computers by size, capacity & performance

A. Microcomputers: are called personal computers or just PC. These are smallest in size and
capacity and are applicable for office, home and personal use.
Types of PC:

i. Palmtop computers

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 Hand-held or palmtop computers are
gaining popularity. It is normally used for limited number of functions as grammar and
dictionary checking, calendar checking notebook, etc.
ii. Smartphone: - A mobile phone that performs many of the
functions of a personal computer.

iii. Tablet computers

Computer that is intermediate in size between a laptop
computer and a smartphone. Early tablet computers
used either a keyboard or a stylus to input information,
but these methods were subsequently displaced by
touch screens.
iv. Laptop computers
They are briefcase sized designed for portability.
You can use laptop computers on top of your lap
when going in a car, on airplane, or even in a café.
These computers are very convenient because they
are designed for portability.
v. Desktop/Tower computers
A personal computer that is designed to stay at one location and fits on or under a desk. It
typically has a monitor, keyboard, mouse, and a tower (system unit).

Figure 1.2 Desktop computer

B. Minicomputers: are larger in size and capacity than PCs. They are popularly used in
banks, universities and colleges.

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 C. Main frame computers: these types
of computers process a vast amount of information and have much higher processing
speed and capacity than the above two. They can be used in higher organizations like
Ethiopian airlines designed for complex operations.

Figure 1.3 Main Frame computer

D. Super/Macro computers: are the most powerful computers, fastest, and the most
expensive type of computers. An example can be computers in NASA. The
supercomputer is the top of the heap in power and expense. These are used for jobs that
take massive amounts of calculating, like weather forecasting, engineering design and
testing, serious decryption, economic forecasting, etc.

Figure 1.4 Super computer

1.2.2. External hardware peripherals

Peripheral devices are items of hardware attached to the main computer that allow you to
perform tasks such as printing, copying, connecting to the Internet and scanning. Some examples
are a:
 Printer
 Scanner

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  External disk drive
 Memory stick.

Ports and connectors

The Front of the computer peripherals devices

Figure1.5 Computer with full accessary

The system unit or computer case is that plastic box that sits under your monitor or desk
and is covered with slots, buttons, and lights. Computer cases come in several shapes and
sizes. Older computers often have the horizontal desktop case, which has gradually been
replaced by the vertical tower case. Manufacturers are now phasing out the tallest towers
because the compact size of the smallest tower, known as a mini-tower, is attractive to
consumers.
Everything outside of and connected to the system unit is called peripherals. You can add
dozens of peripherals and accessories to make it more useful and fun. Common peripherals
include printers, scanners, external hard drives, CD-ROM drives, and digital cameras.
Many peripherals are considered to be input devices, because they allow you to talk to

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your computer by inputting information.
Other peripherals are output devices, because they let your computer talk back to you. One
more thing: all peripherals are considered to be part of a computer’s hardware.

Figure 1.6 Back of the computer ports

When you look at the back of a computer, you may feel a bit overwhelmed by all the slots
and holes. Fortunately, manufacturers have added some fairly standard icons and color
coding to help you identify what should be plugged into your computer and where. Before
long, you’ll recognize those icons and colors, and the configuration won’t seem so
mysterious.
Serial ports
It transfers data 1 bit at a time. Serial (or COM) ports are a
very versatile type of port. Some of the things you can plug
into a serial port include: a mouse, modem, scanner, or digital
camera. Most computers have two serial ports: COM1 and
COM2. Serial ports can be either 9-pin or 25-pin male ports.

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Parallel Ports
Parallel ports are the 25-pin female DB (data bus) ports on the back of your PC. Parallel
communications transfers data 8 bits, or 1 byte, at a time. It is used to connect printer
ports and scanner. Many newer printers and scanners may use a USB port.

Standard connectors and cabling

In addition to the multipurpose serial and parallel ports, many single - or double - function
ports appear on the standard PC. These enable you to connect peripherals such as
keyboards, monitors, and the like.

The Keyboard
All keyboards enable you to do one thing - give commands to the PC - but they come in an
amazing array of styles, configurations, and connections. Keyboards connect to the PC
with one of three connectors: a round five - pin DIN (for Deutsch industry Norm, often
called an AT-style connector), a round six-pin mini-DIN (also commonly called a PS/2
connector), or a universal serial bus (USB) connector.

The Mouse
The mouse also enables you to communicate with your PC and, like the keyboard mouse come in
an array of sizes, shapes, and connectors. Mouse connect to the computer with
9-pin or 25-pin serial connectors, called DBs or with a mini-DIN (PS/2) connector and also now
a days used USB connector.

Video
Monitors connect to your PC using a DB video connector. Older CGA (Color/Graphics Adapter)
and EGA (Enhanced Graphics Adapter) standard monitors used 9-pin female DB connectors.
Most of the monitors you see today are VGA (Video Graphics Adapter),

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SVGA (Super VGA), or XGA (Extended Graphics
Array), and connect to the computer using male DB connectors with 15-pins in three rows

Audio
All sound cards have integrated mini-audio ports. Devices such as microphones and speakers
connect to the audio ports using mini-audio connectors.

Modems
Modems connect to your telephone line using RJ-11 connectors. RJ-11 connectors use two wires
and are identical to telephone connectors. The locking clips on the RJ-11 connectors help secure
the cable into the jack, or port.

Network Cards
Network Interface Cards (NICs) enable you to plug network cables into the PC. Most network
cables have an RJ-45 connector.

USB Ports
USB ports transfer data at speeds up to 12 megabits per second, making them much faster than
traditional parallel or serial communications. And the main advantage of USB is you can connect
or disconnect them at any time without powering down your PC. Now a day’s many current
devices connect via USB.

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 1.3. Logging in computer and access basic system information
1.3.1 Switch on or off computer
A switched-mode power supply (SMPS) is an electronic circuit that converts power
using switching devices that are turned on and off at high frequencies, and storage components
such as inductors or capacitors to supply power when the switching device is in its non-
conduction state.

Switch on the computer

Starting your computer is also known as booting the computer. It is important to switch your
computer on in the correct way because the computer will check the peripheral devices on
startup. Starting the computer will also start the operating system.
Logging on
The computer you are using may have been set up so that you need to log on to the computer in
order to be able to access the software and stored data, and commence using it. This is a security
feature that is often in place for computers in the workplace, school, college or other large
organisation.
When you log on you are connecting the computer with a network of other computers in the
organisation. If you need to log on you will see a box on the screen asking you for two items of
information that you need to type in:
1. Username
2. Password.
Switch off the computer
Shutting down a computer closes all open programs and exits the operating system safely so
hardware isn't damaged and your operating system isn't corrupted. The sections below explain
how to shut down a computer, with instructions for different operating systems.
Shutting down a computer
It is good practice to use the correct shut down procedure when you want to turn off your
computer so that you do not lose data. If you still have any software applications or files open,
they will be displayed at the bottom of the screen. Each of the applications and files must be
closed. You may get a message asking you to confirm whether files need to be saved. Make sure

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you save any work you have done before you turn off
the computer.
Depending on whether or not you have had to log on to start using a computer, you will need to
follow a different sequence shutting down the computer.
Logging off
Logging off means you are disconnecting the computer from the network and no one else will be
able to access the same computer unless they also have a log on (username and password). You
must log off the computer regardless of whether or not you will be turning off the power.

1.3.2 Accessing system information and settings

The Control Panel

The Control Panel enables you to view and change settings to things like:
 The display- screen savers, patterns, appearance, wallpapers.
 Date and time
 Printers and faxes- show printers and faxes and their settings.

Customize the desktop

It is possible to customise your desktop, for example, to change the background pattern and the
style of the text displayed by the operating system.

 Themes
 Desktop
 Screen Saver
 Appearance and Settings.

System Information

The System Information provides a quick way get information about your system, but how you
open it depends on what version of Windows you’re using.
The System Information tool in Windows 10 displays configuration details about your computer,
including information about the main components, hardware resources, and system software.

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While being able to see all this information is a nice
way find out specific information about your system, it can also help you troubleshoot problems
related to your system configuration.
More specifically, you can use it to create what I call configuration data sets you can use to
compare past and present configurations. Basically, you create a configuration data set when
your system is functioning normally.

Using the Start Menu

If you’re using Windows 10 Start, type “system information” into the search box, and then select
the result.

The System Information window opens, giving you access to all kinds of great information about
your PC’s hardware and software environment.

s vi

deo file Code: 232001)

Using the Run Box

For some reason, typing “system information” into a Start search doesn’t work in Windows 10.
Instead, you’ll have to use the Run box, which you can also use in Windows 10 if you prefer.
Windows+R to open the Run box. Type “msinfo32” into the “Open” field, and then hit Enter.

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You should immediately see the System Information panel. You can also find the [Link]
executable in the \Windows\System32 directory, should you want to make a shortcut for even
easier access.

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 Self-check 1
Directions: Answer all the questions listed below.
Test-I choose the best answer for the given alternative.
1. Which one of the following is characteristics of computers?
A. Speed B. Accuracy C. data storage capacity D. All
2. If you need to log on you will see a box on the screen asking you for two items of
information that you need to type is?
A. Username and Email B. Username and Password
B. Password and Email D. A and B
1. Which one is the first task to start the computer?
A. Log off B. Booting C. Shutdown D. Connect
peripherals
2. If you have had to log on to the computer when you started the session, then you need to
____________when you finish your session on the computer.
A. Log off B. Booting C. Shutdown D. Connect peripheral
3. Among the following one is odd from the other?
A. Scanner B. Speaker C. Printer D. All of the above E. None
Test - II Write the name device is an input or output device.

Peripherals Type of Device

Printer
Speaker
Monitor
Scanner
Mouse
Microphone
Keyboard

Test – III Give short answer

1. Least at list four types of computers?

2. Write at least three external hardware peripherals components?
 Operation Sheet 1.1 Turn On and Off a
computer
Operation title: switch on and off computer
Purpose: To practice and demonstrate the knowledge and skill required checking the computer
switch on and off computer correctly
Instruction: Use the given step below appropriately. For this operation you have given 20
minutes and you are expected to provide the answer.
Tools and requirement:
1. Computer
2. Divider
3. Computer power cable
Precautions: Before starting computer identify and plunge the correct peripheral
Procedures in doing the task
Step 1 Check peripheral device connections.
Step 2 Turn on power at the power outlet.
Step 3 If the monitor has a separate switch, turn it on.
Step 4 Follow this sequence if you do not have to log off first.
Step 5 Close all files (remember to save your latest work if necessary).
Step 6 Close all software programs.
Step 7 Remove floppy disks or other storage media from drives if necessary.
Step 8 Click on Start on the taskbar. Select Turn Off computer from the Start menu.
Step 9 Check that turns off is selected.
Quality criteria: Correctly plunge peripheral device, start the computer and switch off computer
 Operation Sheet 1.2 Access system information
Operation title: Display system information
Purpose: To accessing basic computer information using dx diag.
Instruction: Use the given step below appropriately.
Tools and requirement:
1. Computer
2. Divider
3. Computer power cable
Precautions: Before starting the operation plunge the correct peripheral devices to the computer.
Procedures in doing the task
Step 1 in your computer's search bar, type in "DxDiag"
Step 2 Click on DxDiag to run the program

Step 3 If/when prompted, click ok.

Step 4 When the DirectX Diagnostic tools opens, it will start a progress bar to the left
of the windows. All this to finish, then click save all information.

Quality criteria: Correctly accessing basic information’s of a computer.

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LAP TEST
Instruction I: Given necessary templates, tools and materials you are required to perform the
following tasks within 10 minutes.
Task 1: Start up a computer
Task 2: Shut down a computer
Task 3: Identify the following computer system information and fill on the table
Item Information
Computer name
CPU speed and type
RAM capacity
Hard Disk capacity
MONITOR type
System Manufacture
System model
Operating system
Workgroup

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 Unit Two: Desktop Environment

This learning unit is developed to provide the trainees the necessary information regarding the
following content coverage and topics:
 Customizing desktop icons
 Organizing basic directory/ folders
This unit will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Create and customize desktop icons according to specific instructions
 Demonstrate the ability to select, open, and close desktop icons
 Organize basic directory/folder structure and files
 Navigate and use basic features of the desktop environment

2.1 Customize desktop icons

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 2.1.1 Desktop windows

The desktop is the background screen that appears as soon as the computer has finished starting
up. The desktop is part of the operating system software, so its appearance is controlled by
system settings. There are several useful items on the desktop including:
i. Basic desktop icons
The Desktop is where you’ll find icons (small pictures) for many of your most frequently used
programs. You’ll most likely see icons for This PC, Network, and Recycle Bin.
Computer: - Allows you to see what drives are attached to your computer (for example, your
local hard disk drive, your CD/DVD drives, any networked shared drives, and external drives,
such as a USB flash drive).
Documents: - Within here you can see your files, any shared files from other computer users and
any music or pictures you may have stored.
Recycle Bin: - Stores any files you delete until you empty it.
ii. The Desktop components
The desktop consists of many main components
1. Desktop that contains many components like icons "file, folder, shortcut. Etc…
2. Task Bars

Figure 2.1 Desktop Components

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Icons: An icon is a graphic image, a small picture or object that represents a file, program, web
page, or command. Icons help you execute commands, open programs or documents quickly. To
execute a command by using an icon, click or double-click on the icon. It is also useful to
recognize quickly an object in a browser list. For example, all documents using the same
extension have the same icon.
We can classify icons as the following

Figure 2.2 Different Icons

Files store data, on the other hand, is a collection of data. Stored in one unit, identified by a
filename. They can be documents, programs, libraries, and other compilations of data. File name
consists of two-part name and extension.
A shortcut is a link that points to a program on the computer. Shortcuts allow users to create
links to their programs in any folder, Start bar, Taskbar, Desktop or other locations on their
computer. A shortcut in Windows is commonly identified by a small arrow in the bottom corner
of the icon
The Task bar is a horizontal bar at the very bottom of the desktop. It shows any applications or
windows that are open.
The Start menu where you can access system information and change display settings (in the
Control Panel), and open the application programs. You can left-click the Start button on the
Task bar to see the Start menu. This menu allows you to:
 access information about the computer system you are using
 access controls for changing the way that information is displayed
 Access application programs that are installed on the computer.
Next, we’ll look at the settings you can access in the Control Panel. The Control Panel can be
selected in the Start menu.

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 Figure 2.3 The Start menu

2.1.2 Select and open desktop icons

Change Your Desktop Icons

Icons like This PC, Network, Recycle Bin, and your user folder are all considered “desktop
icons,” even though modern versions of Windows don’t show them all on the desktop.

In Windows 10, you can access this window through Settings  Personalization Themes
Desktop Icon Settings. Use the checkboxes in the “Desktop icons” section to select which
icons you want on your desktop. To change an icon, select the icon you want to change and then
click the “Change Icon” button.

Figure 2.4 Desktop Icon Settings

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Change folder icons
Changing the icon for a folder is not only a good way to pretty things up, but also to call
attention to important items. To change a folder icon, right-click the folder you want to change
and then choose “Properties.”

Figure 2.5 Folder Properties

In the folder’s properties window, switch to the “Customize” tab and then click the “Change
Icon” button.

Figure 2.6 Folder Property

In the “Change Icon” window, you can select any icon you want from the built-in Windows
icons, or you can Click “Browse” to locate your own icons.

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 Figure 2.7 Change icon for folder

If you browse for your own icon file, you can select any EXE, DLL, or ICO file. After selecting
the file, the “Change Icon” window will show the icons contained in the file you selected. Click
the one you want and then click “OK.” Here, we’re changing the icon for this folder to a red one
to make it stand out more. And back in the properties window, click “OK.”

Figure 2.8 Change icon for folder

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 2.2Organizing basic directories or folders
2.2.1. Directory or folders

A folder, also called a directory, is a space used to store files, other folders, and shortcuts on a
computer. A good analogy is the manila folders seen in an office to store papers or reports.
Directory help you keep your files organized and separate. If you had no folders on your
computer, your documents, programs, and operating system files would all be located in the
same place. Folders also allow you to have more than one file with the same file name.
A folder can contain one or more files of any type (documents, pictures, videos, etc.) and can
even store other folders. They may also contain shortcuts to programs.

2.2.2. Create a Create directory /folder

Creating a new folder in Windows is easy. If you want to make a new folder on your desktop, go
to the desktop, and right-click or press-and-hold on an empty space. Then, select New in the
contextual menu and click or tap Folder in the submenu that shows up.
Step 1: Navigate to the place where you want to create a directory, for
example, D drive.
Step 2: Right-click the blank space and choose New  Folder. Type a name
for the new folder.
OR
Step 1: Go to File Explorer and navigate to the location where you create a folder.
Step 2: Go to the home tab and click new folder. Then, a new directory is created. And also, you
can rename it.

Figure 2.9 Create folder by using File Explorer window

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 2.2.3. Copy, Move, Delete and Rename files or folders

A. Copy a file or folder

1. Right-click

2. Click File Explorer icon.

3. Go to the location where stores your file or folder (hard drive, USB, etc.).

4. Click the name of the file or folder you wish to copy.

5. Right-click the highlighted file or folder and click on copy

Go to the destination folder, right-click the destination folder and click Paste.

B. Ribbon toolbar commands

1. Click File Explorer icon.

2. Go to the location where stores your file or folder (hard drive, USB, etc.).

3. Click the name of the file or folder you wish to copy.

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 4. Click the Home tab at the top (on the ribbon).
5. Click the Copy button.

6. Go to the destination location, click the home tab.

7. Click the Paste button.

C. Move a file or folder

1. Click File Explorer icon.

2. Go to the location where stores your file or folder (hard drive, USB, etc.).

3. Click the name of the file or folder you wish to move.

4. Click the Home tab at the top (on the ribbon).

5. Click the Move to button.

6. Click Choose Location (if you don’t find the right spot on the drop-down menu).

7. Go to the location you want to move for this folder.

8. Click Move.

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 D. Difference between copying and moving files / folders

 Copying – make a duplicate of the selected file or folder and place it in another
location.
 Moving – move the original files or folder from one place to another (change the
destination).
 The move deletes the original file or folder, while copy creates a duplicate.
Delete a file or folder
1. Click File Explorer icon.
2. Go to the location where stores your file or folder.
3. Click the name of the file or folder you wish to delete.

4. Press the delete key (on the keyboard) or right click the file or folder and click Delete.
Recover a deleted file or folder
1. Go to Desktop and click the Recycle Bin.

2. Right-click the name of the file or folder

(that you wish to recover)
3. Click Restore. (The file or the folder will
be restored to its original location.)

Rename files or folders

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1. Click File Explorer icon.
2. Go to the location where stores your file or folder.
3. Right click the name of the file or folder you wish to rename.
4. Click Rename (on the menu that opens up).
5. Type a new name for the file and press Enter.

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 Self-check 2
Directions: Answer all the questions listed below.
Test I: choose the best answer for the given alternative
1. Which are the structure of files and folders grouped within folders.
A. Directories B. Folder C. Files and folders D. All
2. A device for grouping files in the same location, not a data file.
A. Directories B. Folder C. Files and folders D. All
3. Can be enclosed by any number of folders which creates a hierarchy or tree structure.
A. Directories B. Folder C. Files and folders D. All E. None
Test II: Match Column “A” with Column “B”.
Column A Column B
1. Icons A. Icon for a getting driver file

2. B. Icon for Computer Networks

3. C. Icon for a getting computer setting

4. D. Shortcuts are displayed in the desktop as

5. E. Icon for getting deleted file

Test III: Give short answer

1 Which way do you find easier to view the folders and files? Right
2 Click on a folder in Documents and select Properties.
List at least three bits of information that comes up?
3 Why is there a `+' (plus) symbol next to some folders?

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 Operation Sheet 2.1 Customize desktop icons
Operation title: Creating and customizing desktop icons
Purpose: To create and customize desktop icons
Instruction: Use the given step below appropriately. For this operation you have given 20
minutes and you are expected to provide the answer.
Tools and requirement: computer, divider
Precautions: before starting computer create and customize desktop icons
Procedures in doing the task
Step 1 Double-click on computer (on the desktop).
Step 2 Double-click on one of the drives listed under Hard Disk Drives. You will now see
a list or group of folders that are stored on that drive.
Step 3 Click once on one of the folders stored on the drive. The name of the folder will
now be highlighted (which means it is selected).
Step 4 Click on the File menu at the top of the window and move down the menu and click
on a new folder called ‘Shortcut to… (The name of the folder)’ appears in the
window. Click and drag this shortcut item to the desktop.

Quality Criteria: the given customizing creating and modifying prepared setting acceptable

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LAP TEST
Task 1: Instruction: Create the following directory or folders in local disk (C :)

a. Rename Dept to Department

b. Delete HNS directory to Construction folder
c. Move IT folder into documents

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 Unit Three: Operate MS-word

This learning unit is developed to provide the trainees the necessary information regarding the
following content coverage and topics:
 Create documents
 Customize basic settings to meet page layout conventions
 Format documents
 Create tables
 Insert images
 Mailing and Print documents
This unit will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Create new documents in Microsoft Word
 Adjust page margins, orientation, and size to meet specific layout requirements
 Format paragraphs, including alignment, indentation, and line spacing
 Insert tables into documents
 Insert images and graphics into documents
 Set up mail merge for personalized documents

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 3.1. Purpose, use and function of word-processing software
3.1.1. Purpose of word-processing software
As the name suggests, word processors are designed to process large amounts of text and can be
used for writing letters, novels, reports, or articles. They are not designed to work with figures or
advanced layouts to any great degree, though a word processor will include options for
controlling text alignment and page margins. A word processor is to text what a spreadsheet
program is to numbers: a dedicated tool designed to make entering, editing, and exporting text
content as straightforward as possible.
3.1.2. Function of word-processing software
Word processors have evolved from basic programs that emulated typewriters to software
programs that would have boggled the minds of the inventors of the Electronic Numerical
Integrator and Computer, the first general-purpose electronic computer. In addition to providing
document creation and storage tools, the editing and sharing options become more powerful each
year.
A. Create Documents
Word processors create documents in digital format. Instead of typing onto a page, the
information is stored in computer memory.
B. Editing
Similarly, to document creation, word processors speed up the editing process and give greater
editing options.
C. Sharing
Since the word processor stores the document electronically, it can be output into a variety of
formats. In addition to simply printing finished documents, the electronic version can be shared
by email or other electronic transfer mechanisms.
D. Comparing
Many word processors give the option of making comparisons of documents. For instance, in the
case where several users may be working on nearly identical documents, comparison features
allow the differences in the documents to be easily viewed. This makes complex editing
procedures much more streamlined.

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 E. Web pages
In addition to conventional output options, word processors can take your document and turn it
into a webpage. In essence, the software in the word processor writes the HTML code necessary
to translate your text and formatting into a file that can be uploaded and viewed as a
conventional webpage.
3.1.3. Use of word-processing software
Word processing means to use a computer to create, edit, format and print documents. The great
advantage of word processing over using a typewriter is that you can make changes without
retyping the entire document.

A word processor can be used for creating documents like:

 Memo
 Letters
 Examinations
 Books
 Invitations
 Invoices
 Postcard etc
3.2. Creating and opening documents
Word files are called documents. Whenever you start a new project in Word,
you'll need to create a new document, which can either be blank or from a
template. Sometimes you need to create a new document when you are in
the middle of typing another one. You can create a new document even if
you have not saved and closed the document you are currently working on.
With Word on your PC, Mac, or mobile device, you can:
 Create documents from scratch, or a template.
 Add text, images, art, and videos.
 Research a topic and find credible sources.
 Access your documents from a computer, tablet, or phone with One
Drive.
 Share your documents and work with others.

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  Track and review changes.

3.3. Customize page layout

3.1.1. Adjust page layout
Word offers a variety of page layout and formatting options that affect how content appears on
the page. You can customize the page orientation, paper size, and page margins depending on
how you want your document to appear
3.1.2. Page orientation
Word offers two-page orientation options: landscape and portrait. Compare our example below
to see how orientation can affect the appearance and spacing of text and images.

To change the page size:

Word has a variety of predefined page sizes to choose from.

Select the Layout tab, and then click the Size common

Fig 3.1 Page layout setup

A drop-down menu will appear. The current page size is highlighted. Click the desired
predefined page size.

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 Fig 3.2 Adjust page size

Modify margin
A margin is the space between the text and the edge of your document. By default, a new
Document’s margins are set to Normal, which means it has a one-inch space between the text
and each edge. Depending on your needs, Word allows you to change your document's margin
size.
To format page margins:
Select the Layout tab, and then click the Margins command

Fig 3.3 Margin setup

A drop-down menu will appear. Click the predefined margin size you want.

Change Page size

Page size of a new document is 8.5 inches by 11 inches. Depending on your project, you may
need to adjust your document's page size. It's important to note that before modifying the default
page size, you should check to see which page sizes your printer can accommodate.

To change the page size:

Word has a variety of predefined page sizes to choose from. Select the Layout tab, and then
click the Size command.

Fig 3.4-page size

3.4. Format documents

3.4.1. Text formats
Word divides formatting into two types Character formats and paragraph formats. Character
formats can be applied to individual characters within a document. They include bold, italic and

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different font styles and sizes. word is best suited to applying formats to text that has already
been typed. Paragraph formats affect whole paragraphs and control the layout of text on a page
such as alignment, indents and so on.

Fig 3.5 Formatting

3.4.2. Formatting font group
The formatting font group on the home ribbon contains buttons for applying some of the most
commonly used formats.
Text Highlights: Just as you can use a fluorescent marker to highlight the salient points on a
printed page, Word allows you to highlight text on screen. Highlights will show in the printed
document in color if you have a color printer, or in grey tones if you have a black and white
printer.
Font Color: This will change the color of on-screen text. It will also print the text in the chosen
color if you are connected to a color printer.
Font dialog box: The Formatting group contains the most commonly applied formats; however,
there are more options available in the Format Font dialog box.
Font Tab: Many of the options on the Font tab are the same as those on the formatting toolbar;
however, the underline options include some extra underline styles. The dialog box also has
more effects than can be achieved using the formatting toolbar.
Effects: Most of the effects change the appearance of the characters. Superscript and subscript
allow you to rise and lower characters (e.g., x 2 or H2O). Some effects can be switched on in
combination, others are mutually exclusive (for example you cannot have both small caps and
all caps applied as switching one on will automatically disable the other.
Paragraph formats: When you need to control how a paragraph lines up on a page, you apply
paragraph formats. As with character formatting, some of the most commonly used options
appear as buttons on the Formatting toolbar whilst others can only be accessed via the Paragraph
dialog box.

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Alignment: You can select from four different alignment options in Word by clicking the
relevant button.
This dialog box has two tabs indents and spacing and line and page breaks
Indents and Spacing: Most of the options on this tab are for formats that can be accessed
through other means. The alignment drop-down list allows you to pick one of the four alignment
options that can also be applied using the formatting toolbar. The indentation options relate to
the amount of left or right indent to be applied, and the special and by settings allow you to set
up first line and hanging indents using the by box to control the amount of each. The options
outlined below can only be applied through the dialog or via keyboard shortcuts.
Spacing: Use these settings to control how much white space appears before and after the
selected paragraph or paragraphs. You can increase white space by inserting blank lines within
you document. (i.e. pressing the enter key) but this can be time consuming and sometimes
inconsistent. The Line Spacing list allows you to increase the space Word allocates between
each individual line in a paragraph. There are several settings which are described below:
TABS: Tabs allow you to create simple tables of data that line up along a particular vertical
position. You can also use advanced tab settings to create paper forms for print outs, or basic
tables of contents. Generally, these items contain dotted or solid lines for you to sign on or to
indicate a page number for a topic - these lines can be generated with leader tabs.
Bulleted and numbered lists: Word has tools for automatically assigning bullets and numbers
to lists. You can choose from a variety of different number formats and select which bullet
symbols to use. You can also create multi-level lists very easily using this feature. With
numbered lists, if you move, delete or add items, Word will automatically renumber the list so
that you always have the correct numeric sequence.
Bullets: Bullets are symbols that can be used to denote list items or headings. They attach
themselves to paragraphs within a document.
Numbering: You can add numbers to paragraphs in a document. Word lets you choose between
varieties of different numbering styles.
BORDERS: Borders can be applied to many different objects in Word; for example, you can
add borders to tables, paragraph edges or even whole pages in a document. There are also some
automatic formatting keystrokes that will add borders to the cursor position in your document

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Page Borders: You are able to apply a border around an entire page. It is generally used in the
same way as paragraph borders except you have an interesting addition, Art, where you have the
opportunity to select an artistic page border. You may have to alter the border width so that it is
not too big.
Shading: The third tab within the Borders and Shading dialog allows you to apply shading to a
paragraph or a piece of text.

3.4.3. Newspaper style columns and graphics

Newspaper style columns: A column is a formatting option that is used to create newsletter,
broacher, and fliers and so on.
Clip art: A clipart is a small category of images that you use to add a visual interest or appeal to
you document.
Adding shapes:
You can add one shape to your document or combine multiple shapes to make a drawing or a
more complex shape. Available shapes include lines, basic geometric shapes, arrows, equation
shapes, flowchart shapes, stars, banners and callouts.
After you add one or more shapes, you can add text, bullets, numbering, and Quick Styles to
them.
Word art:
WordArt is a gallery of text styles that you can add to your documents to create decorative
effects, such as shadowed or mirrored (reflected) text.

Fig 3.6-word art

Symbol or special character: It is used to insert symbols in-between the texts that are not
available on the keyboard.

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You can use the Symbol dialog box to insert symbols, such as ¼ and ©, or special characters,
such as an em dash (—) or ellipsis (…) that are not on your keyboard.
3.5. Tables and Image
3.5.1. Tables
Tables give you the ability to lay information out in columns and rows.

Table 3.1 New Table

Table Navigation: When you are entering data into your table, you can simply click into
different cells with your mouse to move your cursor around. This will allow you to enter text into
different cells. However, you may find it faster to move around using the keyboard.
Add Rows and Columns: A new row can be added to the bottom of a table by pressing the
TAB key when the cursor is in the last cell. If you need to, you can choose where new rows and
columns should be inserted or deleted from your table and add or remove them accordingly.
Remove Rows and Columns: You can delete selected rows and columns from your table if they
are no longer needed.
Text Alignment: Because your rows and columns may have different quantities of data in them
it may be necessary to align certain textual elements to various parts of the cell. I.e., you may
have a one-word tile in a tall cell and wish to align it to the very center of the cell.
Table Borders and Shading: When you insert a table, Word automatically borders the outline
and all the gridlines within – these will appear on a print out. You may want to change the border
style and color or even remove the borders altogether. You can also shade in parts of your table
to emphasize them. You can decide which borders should appear in parts of the table, or in the
table as a whole.
Merging and Splitting: When you have inserted your table there may be times in a number of
cells that you would want them as one cell and not several and similarly you may wish for one
cell to be split into several. Not only can you split cells but you can split a whole table into
multiple tables if the need arises to split cells.
3.5.2. Image

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Illustrations (images or graphics) are added to documents for a variety of reasons: from
supporting the description provided in the text—as used in this Guide—to providing an
immediate visual representation of the contents, as is often found in a newspaper.
3.6. Mailings and printing
3.6.1. Mail Merge
Mail Merge: You use mail merge when you want to create a set of documents, such as a form
letter that is sent too many customers or a sheet of address labels. Each letter or label has the
same kind of information, yet the content is unique. For example, in letters to your customers,
each letter can be personalized to address each customer by name. The unique information in
each letter or label comes from entries in a data source.
3.6.2. Printing
Printing: The open document can be printed in its entirety, or alternatively you can print
individual pages or ranges of pages. Word gives you the ability to choose which pages you want
to print, or if you need to be even more specific, you can print only the selected items. Before
sending any document through to the printer, it is always a good idea to preview what the hard
copy will look like so that you can rectify any problems before printing it.
Print Preview: This is another way that you can view your document. When you are in print
preview, Word gives you a special toolbar for changing the number of pages per screen, zooming
in and out and so on. If you spot mistakes as you are previewing a document, you can edit them
in print preview.

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 Self-check 3
Directions: Answer all the questions listed below.
Test I: Choose the best Answer
1. What is the purpose of word-processing software?
A. To process large amounts of text
B. To work with figures and advanced layouts
C. To create digital images
D. To create web pages
E. All
2. What is the function of word-processing software?
A. Create Documents
B. Editing
C. Sharing
D. Comparing
E. All
3. One of the following is used when you want to create a set of documents, such as a form
letter that is sent too many customers.
A. Mail merge
B. Image creation
C. Formatting
D. All
Test II: Say True or False
1. Word processors are designed to work with figures or advanced layouts to any great degree.
2. Word processors are primarily designed for processing large amounts of text and are not
suitable for working with figures or advanced layouts.

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3. Word processors allow users to compare documents, making complex editing procedures more
streamlined.
4. Word processors offer options to customize page layout, including page orientation, paper size,
and page margins.

Operation sheet 3.1 Open MS Word

Operation title: Launch MS Office word 2016
Purpose: To open and use new blank document
Instruction: Use the given tools and equipment to connect the peripherals. For this operation
you have given 5 min and demonstrate to your trainer
Tools and requirement: Computer & MS office 2016 application software
Precautions: Take under consideration any required Safety measures during work
Procedures in doing the task
1. Click on start button
2. Point to all programs
3. Point to Microsoft office, and then click on Microsoft office word 2016

Quality criteria: Open MS-office word application

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 Operation sheet 3.2 Edit information on MS Word
Operation title: Entering and Editing Information
Purpose: To enter and edit information
Instruction: Use the given tools and equipment to connect the peripherals. For this operation
you have given 40 min and demonstrate to your trainer
Tools and requirement: Computer & MS office 2016 application software
Precautions: Take under consideration any required Safety measures during work
Procedures in doing the task
Deleting Text
To use Delete:
“fee|eling”
1. With the cursor positioned in front of the extra “e”, use the DELETE key to remove it.
To use Backspace:
“feee|ling”
2. With the cursor positioned behind the extra “e”, use the BACKSPACE key to remove it.
The Undo Feature
To undo the most recent action:
3. Press the UNDO button on toolbar.
Redo
To redo an action:
4. Click the Redo button to redo the most recently undone command.
New Files
To create a new file:

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 5. If you have added the NEW button to the QUICK ACCESS TOOLBAR, Click the NEW
button from the QUICK ACCESS TOOLBAR. A blank document will appear on-screen
ready for you to start entering information.
6. Saving Files
To save a file:
7. Click the SAVE button on the QUICK ACCESS TOOLBAR. If you haven’t saved the
document previously, the SAVE AS dialog box will appear asking you for a document
name and location.
8. The first list box marked SAVE IN allows you to determine the drive and folder that you
want to save the document in.
9. The FILE NAME box allows you to give the file a name before saving just delete all in
this box and enter just the name you want to call your file.
10. The SAVE AS TYPE box allows you to determine what type of file you wish to save the
document as:
11. When all options have been set click SAVE the dialog box will close the document will
be saved.
To open a file:
12. Click the OFFICE BUTTON and select OPEN.
13. If the file you want isn’t listed in the window, click the LOOK IN drop-down list box to
change to the location of the desired document.
14. To open the file either:
15. Click once on the file name to select it and click the OPEN button.

Quality criteria: Save on my document by file name Ethiopia

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 Operation sheet 3.3 Copy and move words
Operation title: Copying and Moving words through Document
Purpose: To show how can anything is copied and moved from place to place in the document.
Instruction: Use the given tools and equipment to connect the peripherals. For this operation
you have given 10 min and demonstrate to your trainer
Tools and requirement: Computer & MS office 2016 application software
Precautions: Take under consideration any required Safety measures during work
Procedures in doing the task
To move items:

1. Select the text that you want to move.

2. Click the CUT button on the HOME Ribbon. The selected text will disappear
(CTRL X)
3. Move to the location where you want to place the text you cut
4. Click the Paste button from the HOME ribbon (CTRL V)
To copy items:

5. Select the text that you want to copy. Click the COPY button on the HOME
Ribbon. (CTRL C)
6. Move to the location where you want to place the text you copied.
7. Click the PASTE button from the HOME ribbon the copied text will appear
(CTRL V)

Quality criteria: Copy and Paste using short cuts

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 Operation sheet 3.4 Format Documents
Operation title: Formatting a document
Purpose: To format a document using appropriate formatting tools
Instruction: Use the given tools and equipment to connect the peripherals. For this operation
you have given 60 min and demonstrate to your trainer
Tools and requirement: Computer & MS office 2016 application software
Precautions: Take under consideration any required Safety measures during work
Procedures in doing the task
To change the font:

1. Select the text to change.

2. Click HOME tab
3. From the FONT group, click FONT drop dawn arrow.
Select the font to use – the selected text will alter
To change the point size:

4. Select the text to change.

5. Click on the drop-down list arrow to the right of the currently displayed point size.
6. Pick a new number from the list – the selected text will change size accordingly.
Apply bold, italic or underline:

7. Select the text to change.

8. Click on either (CTRL B), (CTRL I) or (CTRL U) buttons on the toolbar. The button
will “switch on” and the selected text will display the applied format.
To change font color:

9. Select the text you want to change.

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 10. Click the drop-down list arrow displayed on the right hand side of the button
and choose the desired color.

To access the Font dialog box:

11. Select the text to format.
12. Clicking on the DIALOG BOX LAUNCHER in the
font group will open the FONT dialog.
13. The dialog box contains two tabs – FONT and
CHARACTER SPACING which are discussed
below.
To apply effects:

14. Select the text to format.

15. Access the FONT dialog and click the FONT tab.
16. Check the boxes by clicking in them with the mouse next to the relevant options to
switch an effect on. The Preview window will show you what each one looks like.
17. Uncheck the boxes to switch an effect off.
To create Large dropped Initial Capital letter
18. Click in the paragraph that you want to begin with a drop
cap.
19. On the Insert tab, in the Text group, click Drop Cap drop
down arrow
20. The drop cap window will be displayed.
21. Click on Dropped or In-margin box.
22. Choose font style from the Font list box.
23. Specify the number of lines the character should drop in
the Lines to drop box. Specify the distance from the text in
the Distance from text box.

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 24. Click Ok.
Quality criteria: use and format a document appropriate formatting tool

Operation sheet 3.5 Paragraph formats

Operation title: Formatting a paragraph through document
Purpose: To format a paragraph using appropriate formatting tools
Instruction: Use the given tools and equipment to connect the peripherals. For this operation
you have given 10 min and demonstrate to your trainer
Tools and requirement: Computer & MS office 2016 application software
Procedures in doing the task
To change alignment:

1. Position the cursor in the paragraph whose alignment you want to change, or if you
are aligning several paragraphs, highlight them.
2. Click on the button for the alignment you require (see below).

Click this button to left-align paragraphs. Left alignment ensures that the left edge of
each line in the paragraph begins at the same place.

Click this button to center paragraphs. This will make each line of the paragraph
position its center point in the middle of the page.

Click this button to right-align paragraphs. Right alignment ensures that the right edge
of each line in the paragraph begins at the same place – the left edge will be ragged.

Click this button to justify paragraphs. This ensures that both the left-hand and right-
hand edges of the lines in the paragraph begin and end at the same position.

To change line spacing:

3. Select the paragraphs to change.

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 4. Access the Paragraph dialog and click the INDENTS AND SPACING tab.
5. To space out the individual lines within a paragraph, first choose the amount of space
you require by clicking on the drop-down list to the right of the LINE SPACING box.
6. Select the required option detailing the amount of spacing to be applied.
7. The Preview pane towards the bottom of the dialog shows what your paragraph(s).
8. Click the OK button to confirm the format change and close the dialog.
Quality criteria: use appropriate indenting

Operation sheet 3.6 Create paragraph borders and shading

Operation title

Purpose: To create a page and paragraph border

Instruction: Use the given tools and equipment to connect the peripherals. For this operation
you have given 10 min and demonstrate to your trainer

Tools and requirement: Computer & MS office 2016 application software

Procedures in doing the task

To add a border to a paragraph:

1. Select the paragraph.

2. Click on the drop-down arrow to the right of the BORDERS button in the
PARAGRAPH group on the HOME ribbon, displays the palette to the right
3. Click on any combination of the border tools to determine which edges of
the paragraph are bordered.

To reduce the width of the border:

4. Click in the paragraph with the border or select the paragraphs if more than one paragraph's
borders need changing.
5. Drag the indent markers on the ruler to correspond with the new border width.
To apply a page border:

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6. Select the drop-down arrow to the right of the border tool button in
the paragraph group and select borders and shading. (If the
dialog has already been used then the border button will change
and you only need to click it to bring up the dialog box.
7. Click the page border Tab.
8. Select the appropriate border styles from the Settings palette as
you did for a paragraph border and apply them as before. Or
9. Click the art drop-down list to select from a range of graphics to
use as a page border
10. Click OK.
To add shading:
11. Select what you want to shade (i.e. a word or
phrase, or a whole paragraph).
12. Open the BORDERS SHADING dialog as
previous.
13. Select the SHADING tab
14. Choose a color from the color palette by clicking
it.
15. If appropriate, choose a pattern from the pattern
drop-down list and assign a color to the pattern with the Color drop-down list.
16. Click OK.
Do not apply patterns over text as you will not be able to read the text.

Quality criteria: Use a boarder when you prepare a document

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 Operation sheet 3.7 Create Column and clipart in a document
Operation title: Columns and Different Graphics

Purpose: To create a newspaper format document

Instruction: Use the given tools and equipment to connect the peripherals. For this operation
you have given 10 min and demonstrate to your trainer
Tools and requirement: Computer & MS office 2016 application software
Precautions: Take under consideration any required Safety measures during work
Procedures in doing the task:
To create columns:
1. Select the text you want in column
2. Click COLUMNS drop-down arrow from the PAGE SETUP group on the PAGE
LAYOUT ribbon. Click on MORE COLUMNS command.
The columns dialog box appears.
3. The top of the dialog box contains some preset
formats for multiple columns of varying numbers and widths.
Click on one of them to make your columns match that
format. You can also change the number of columns by
entering a number in the Number of Columns text box. You
can preview your changes in the lower-right corner of the
dialog box.
4. If you have specific requirements for the width of
each column and the amount of space between columns, clear the Equal Column Width check
box, and then enter the desired settings for each column under Width and Spacing.
5. To add vertical lines between your columns, mark the “Line Between” check box.

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6. Click on OK when you've made your selection.
Insert clip art
7. On the Insert tab, in the Illustrations group, click Clip Art.
8. In the Clip Art task pane, in the Search for text box, type
a word or phrase that describes the clip art that you want, or type
in all or some of the file name of the clip art.
9. Click Go.
10. In the list of results, click the clip art to insert it.
Insert a picture from a file
11. Click where you want to insert the picture.
12. On the Insert tab, in the Illustrations group, click Picture.
13. Locate the picture that you want to insert.
14. Double-click the picture that you want to insert.
Wrap text around a picture or drawing object
15. Select the picture or object.
16. On the Format tab, in the Arrange group, Click Text
Wrapping drop down arrow and select
17. Click the wrapping position that you want to apply.
Add a shape to your document

18. On the Insert tab, in the Illustrations group, click Shapes,

Drop down arrow
19. Click the shape that you want, click anywhere in the document, and then drag to place the
shape.
Add text to a shape

20. Right-click the shape that you want to add text to,
21. Click Add Text, and then type your text.
Add or change a shape fill

22. Click the shape that you want to add a fill to.
23. Under Drawing Tools, on the Format tab, in the Shape Styles group, click the arrow next
to Shape Fill,

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24. To add or change a fill color, click the color that you want, or to choose no color, click
No Fill.

Add WordArt

25. On the Insert tab, in the Text group, click WordArt, and then click the WordArt style that
you want.
26. Type your text in the Text box
Quality criteria: Insert column, word art and shapes to your document
Operation sheet 3.8 Create Table
Operation title: Creating Table
Purpose: To create a different table in document
Instruction: Use the given tools and equipment to connect the peripherals. For this operation
you have given 10 min and demonstrate to your trainer
Tools and requirement: Computer & MS office 2016 application software
Precautions: Take under consideration any required Safety measures during work
Procedures in doing the task:
To create a table:

1. Position the cursor where you want to insert the table.

2. Click the table button on the insert ribbon, tables group and
click on insert table from the menu.
3. Under table size, select the number of columns and rows.
4. Under autofit behavior, choose options to adjust table size.
5. If you will use this table size regularly then tick the
remember dimensions for new tables checkbox
6. Click ok
7. Enter text into your table.
To enter data in a table:

8. Position the cursor in the cell where you want the information, and type it in.
9. Press enter to start a new paragraph within the same cell or shift enter to start a new
line. OR

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 To add a row or column:

10. Select the row above or below where you want to

insert the new row left or right of where you would want a
new column.
11. Select from the rows & columns group on the layout ribbon where you would want to
insert a row or column.
12. A new column or row will appear. Repeat for more.
To remove rows:

13. Select the cells, rows or columns that you want to delete.

14. Select the Delete button from the rows & columns group on
the layout ribbon. Choose one of the options.

To align text

15. Select the cell or cells you wish to align the text for.
16. Choose an alignment from the alignment group on the layout
tab.
To split cells

17. Select the cell(s) you wish to split

18. Go to the merge group on the layout ribbon and click the
split cells button.
To merge cells

19. Select the cells you wish to merge.

20. Go to the merge group on the layout ribbon and click the merge cells button.

Quality criteria: Make different type of table

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 Operation sheet 3.9 Change page layout header and footer
Operation title: Changing Page layout headers and footers
Purpose: To create a page layout and insert header and footer in document
Instruction: Use the given tools and equipment to connect the peripherals. For this operation
you have given 10 min and demonstrate to your trainer
Tools and requirement: Computer & MS office 2016 application software
Procedures in doing the task:
To change orientation

1. Click on the orientation button on the page layout ribbon in the page setup group the
menu right will be displayed

2. Choose either landscape or portrait to change the

layout of your document.

To change paper size

3. Click on the SIZE button on the page layout

ribbon in the page setup group the menu right will
be displayed
4. Select a size from the most popular sizes present.
5. If the sizes are not what you wish click on more
paper sizes to open the page setup dialog box for
more options.

To insert headers and footers:

6. Click on edit header (or footer) to open them up for editing.
7. Within the header section, enter the items that you want to appear at the top of each page.
8. Format the items as you would document text.
9. If you want to set up a footer, click the go to header or go to footer button in the
navigation group on the design ribbon
10. Enter the items to appear at the bottom of each page in the footer.
11. When you have finished, click the Close button on the far right of the design ribbon

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Quality criteria: Change Page layout of a document and insert header and footer by inserting
like page number.

Operation sheet 3.10 Print Documents

Operation title: Printing a Document
Purpose: To Print a final Document
Instruction: Use the given tools and equipment to connect the peripherals. For this operation
you have given 10 min and demonstrate to your trainer
Tools and requirement: Computer & MS office 2016 application software
Procedures in doing the task:
To access print preview:
1. Click on the Microsoft office button and select print select print preview from the
menu
2. Click the next page or previous page buttons to scroll backwards and forwards through
your document’s pages.
3. Press page up or page down on your keyboard
To close the Print Preview:
4. Click the button marked CLOSE from the PRINT PREVIEW Ribbon.
5. OR Press ESC on the keyboard.
To print the document:
 Click on the MICROSOFT OFFICE BUTTON and select PRINT select QUICK
PRINT from the menu
Print options
To set print options
6. Click on OPTIONS on the PRINT PREVIEW ribbon to access the OPTIONS dialog.
7. Select which options you wish to apply to your print
8. Click OK.
To print a specific page or range of pages:
9. Click on PRINT on the PRINT PREVIEW ribbon to access the PRINT dialog or Press
CTRL P.

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 10. In the Page Range section of the dialog, click in the text box next to pages. Type in the
page number that you want to print, or tell Word the range of pages (e.g.,1-6). If your
pages are not consecutive, you can enter them separated by commas (e.g., 1,10,13).
11. Click the OK button to launch the print.
To print the current page:
12. Locate the page you wish to print and click on that page so you see the flashing cursor
anywhere on that page
13. Click on print on the print preview ribbon OR Press ctrl p to access print dialog.
14. Click the current page option button in the page range section of the dialog.
15. Click ok to launch the print.
To print the selection:
16. Select the text you want to print.
17. Click on print on the print preview ribbon OR Press ctrl p to access print dialog.
18. Click the selection option button in the page range section of the dialog.
19. Click ok to launch the print.

Quality criteria: Print a document

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 Operation sheet 3.11 Create Mail merge document
Operation title: Creating Mail Merge
Purpose: To prepare a document for multiple number of recipients
Instruction: Use the given tools and equipment to connect the peripherals. For this operation
you have given 10 min and demonstrate to your trainer
Tools and requirement: Computer & MS office 2016 application software
Precautions: Take under consideration any required Safety measures during work
Procedures in doing the task:
Set up the main document
1. Start Word. A blank document opens by default. Leave it open. If you close it, the
commands in the next step are not available.
2. On the Mailings tab, in the Start Mail Merge
group, click Start Mail Merge.
3. Click on Step-by-step Mail Merge Wizard…
4. In the Select Document Type section word displays list of the different types of main
documents you can create.
5. Click on Letters and Click Next.
6. Since you have already started (or opened) your document, click on the Use the current
document option.
7. Click on Next to continue.
To merge the main document with the data source:
8. After inserting the Merge field to the main documents click on the Finish & Merge from
the Finish group and click on Edit Individual Documents. The Merge to new Document dialog
box appears.
9. Choose all and then click ok.
Quality criteria: Prepare a single document and send for 10 users using Mail merge.

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LAP TEST
Instruction I: Given necessary templates, tools and materials you are required to perform the
following tasks within 40 minutes.
Task 1: Open new blank document and save your document as Test1 in a folder named by your
name on the desktop.
Task 2: Create the following document as it appears

Introduction to Ms-Word
Microsoft Word (MS-Word) is word
processing software that runs on the
windows operating system, which
enables you to create, edit, format,
save and print document for future
retrieval.

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 See u in Ms-Excel

Creating a New Document

A new document can be opened at any time within Word:

 Select File | New.

 The New dialog box will appear on the screen.
 In the New section click on Blank Document.

Mathematical calculations that are used to calculate the squire and

cube of values are X2 and X3. In chemistry we represent water in H2O
format.
Task 3: Insert Header and Footer as follow (Bold + Italic, Font size 14)
Left Center Right
Header Microsoft Word Basic
Footer ABC Polytechnic College Prepared by: your name Page number
Task 4: Add your own page border style to the first page of your document.
Task 5: Using printed watermark write PERSONAL on the background of your document.

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Task 6: Create the following as it is.
Age Subject Total Average Rank

Student
S. Number

Chemistry
name

English

Biology

Civic
1.
2.
3.

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 Unit Four: Microsoft Excel

This learning unit is developed to provide the trainees the necessary information regarding the
following content coverage and topics:
 Create spreadsheets
 Format spreadsheet
 Print spreadsheet
This unit will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Create spreadsheet using Microsoft Excel
 Format spreadsheet according to specific instruction
 Print spreadsheet with appropriate settings and options

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 4.1. Create spreadsheets
4.1.1 Introduction to spreadsheet

A spreadsheet is a computer program that is used in business to calculate profit and loss (as well
as many other things) using columns and rows. It allows easy entry and manipulation of text and
figures, and can be applied to simple budgeting, or complex accounting and financial planning.
Spreadsheet software
Microsoft Excel is the software most widely used in business and education, but there are a
number of other spreadsheet programs, including Lotus, Microsoft Works and Corel.

4.1.2. Terminology

Spreadsheet is a word used to describe the program, but is also used to describe a sheet with
columns and rows. Excel uses the word worksheet to describe a single sheet and the word
workbook to describe collection on one or more individual worksheets which form a ‘book’.
You can add hundreds of worksheets to a single workbook but Excel opens with only three. A
workbook is saved as one file.
Cell is the word used to describe the intersection between a column and a row. They are
referenced by the column heading and the row number e.g., the cell reference for Column A and
Row 1 would be A1.

Figure 4.1

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Relative cell reference: a cell reference in formulas that change when excel copies them to
another location
Active cells: the cell in which you are currently working
Active sheet: a sheet that is selected
Function: a built-in or pre-recorded formula that provides a shortcut for complex calculations.
Range of cell: one or more cells that form a rectangular group

4.1.3. The new interface

The Ribbon and Quick Access Toolbar are where you will find the commands to perform
common tasks in Excel. The Backstage view gives you various options for saving, opening a file,
printing, and sharing your document.

A. Ribbon

Excel 2016 uses a tabbed Ribbon system instead of traditional menus. The
Ribbon contains multiple tabs, each with several groups of commands. You will use these tabs to
perform the most common tasks in Excel.
 Each tab will have one or more groups.









Figure 4.2

 Some groups will have an arrow you can click for more options.

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  Click a tab to see more commands.

Figure 4.3

 You can adjust how the Ribbon is displayed with the Ribbon Display Options.

Figure 4.4

Certain programs, such as Adobe Acrobat Reader, may install additional tabs to the Ribbon.
These tabs are called add-ins.

B. The Quick Access Toolbar

Located just above the Ribbon, the Quick Access Toolbar lets you access common commands no
matter which tab is selected. By default, it includes the Save, Undo, and Repeat commands. You
can add other commands depending on your preference.

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 Figure 4.5

C. Worksheet views
Excel 2016 has a variety of viewing options that change how your workbook is displayed. These
views can be useful for various tasks, especially if you're planning to print the spreadsheet.
To change worksheet views, locate the commands in the bottom-right corner of the Excel
window and select Normal view, Page Layout view, or Page Break view.

 Normal view is the default view for all worksheets in Excel.

 Page Layout view displays how your worksheets will appear when printed. You
can also add headers and footers in this view.
 Page Break view allows you to change the location of page breaks, which is
especially helpful when printing a lot of data from Excel.

4.1.4. Navigating around a spreadsheet

You can see the navigating bars to the right of the screen and at the bottom of the screen. When there
is data in the sheet, you can move the sheet to show data which is out of sight. Here are some basic
methods for navigating around a worksheet.
Keyboard Mouse
A column at a  or or Tab key Move mouse and click
time
A row at a time  or or Enter key Move mouse and click
Cell A1 Ctrl Home Point and drag vertical scroll box up
Bottom right Ctrl End Point and drag vertical scroll box
corner cell of down
data

4.1.5. Practice to selecting cell

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When a cell is selected the name of the cell (also known as cell reference) appears at the extreme
left of the Formula Bar. Can you see it? Notice that there is a black border around the cell you
have selected.

Resize columns and rows

When you do further work with spreadsheets you will sometimes need to resize the columns and
rows of your worksheet to fit the data.

4.1.6. Toolbars and tool buttons

The conventional way of selecting an action (for example, to open an existing file) is to use the
menu bar at the top of the screen (in this case, to click File/Open).
Using the tool buttons is faster. These are the little buttons with symbols on them that are lined
up on a toolbar. They may look confusing at first, but are great once you learn what they do.
Some programs can have as many as 20 toolbars that display a variety of tools. Usually, the
default toolbars are the Standard and Formatting toolbars. These have the tools you’ll use most at
first.
• To display another toolbar, go to View/Toolbars. This will display a list of the
toolbars available in the program. The toolbars already displayed will have a tick
against them.
• To display another toolbar, just click on it in that list (i.e., ‘select’ it).
• To make a toolbar invisible again, click on it again in the list.
Toolbars can usually be placed anywhere on the screen (‘floating’ toolbars) or ‘docked’ at the
top, bottom or side of the screen. The program will ‘remember’ which toolbars you had
displayed and where they were next time you start it.
Note: Don’t have too many toolbars displayed at any one time. It can be very confusing and will
reduce the size of your on-screen workspace. This will allow you to create a new toolbar and put
your most-used tools on it.
Right-click on any visible toolbar to see the list of available toolbars. This allows you to bypass
the menus.

4.1.7. Saving a workbook

After keying in your data, it is a good idea to save your file on your computer, before you
continue to format it. You must do two things when saving a file for future use – you must tell

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your computer where you want to save your file and what you want to name it. Much the same
as you would file a phone bill in a folder called Accounts in the drawer labelled Household in
your filing cabinet, you must enter which drive and/or folder you want your file to be saved in
and enter in a filename for your spreadsheet.

4.1.8. Formulas and Functions

A. Entering simple formula
Formulas involve making calculations similar to any business document, but using cell
references instead of the actual amounts. Look at the spreadsheet on your screen. It is clear that
you must multiply the Quantity with the Price in order to produce the Cost. Normally we would
write such a calculation as 36 x 25.99.
In Excel you must use the = sign, the multiplication sign *, and cell references to calculate this
formula in your spreadsheet. All formulas must begin with the = sign.

AutoSum key

You can achieve the same result as above by using the shortcutAutoSumbutton on the Home
tab Ribbon.

Percentages

Using percentages is one of the most important calculations in Excel.

Averages

Normally, to create an average, you add up the amounts that you want to calculate the average of
and divide them by the number of entries you have, eg 2+4+6+3+5=20. There are five entries so
the average is 20 divided by 5 = 4
Excel makes it very easy – it gives us a FUNCTION =AVERAGE.

Auto Fill

Up till now you have been typing formulas in each cell, and this has been good practice.
As you noticed in the previous Activity, it was necessary for you to enter in formulas for all of
the Totals and Averages. This is really good practice, however the more times you have to enter
data, the more likely you are to make a mistake. To overcome this there is a function called Fill
Handle that removes the need for repetitive work.

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The fill handle is used to copy down the contents from one cell to other
cells, whether they are formulas or other data.
The fill handle is the small black square in the bottom right-hand corner of a selected cell.
When you put your cursor on this small black square, the pointer changes to a black cross. To
copy contents to cells below the cell or to fill in a series, such as dates, drag the fill handle
while it is in the shape of the cross.
To display a shortcut menu that contains fill options, hold down the right mouse button as you
drag the fill handle.
B. Cell Addresses / Referencing
A cell address or reference identifies a cell or a range of cells in a worksheet. These include the
following:

Types of cell addresses

 Relative cell referencing

The structure of the formula remains the same when it is copied to other cells but the cells
change relative to the position of the formula.
E.g., Consider the formula =A1+B1 entered in C1. What happens when it is copied into B2
through B10?
 Absolute cell referencing
When a formula is copied to other cells, the cell references remain unchanged. A dollar sign is placed
before the column and the row. e.g., $B$20
 Mixed cell referencing
Either the column or the row is absolutely referenced but not both. e.g., $B20, B$20
C. Summary of Formulas and Functions
Simple Formulas

Add two cells =A2+B2 Adds cell A2 and B2

Multiply two cells =A2*C2 Multiplies cell A2 by cell C2
Divide one cell by =A2/D2 Divides cell A2 by cell D2
another
Subtract one cell =A2 – A3 Subtracts cell A3 from cell
from another A2

Functions

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Adding more than =SUM(B5:B10) Adds all cells between B5 and B10
two cells
Finding the average =AVERAGE(B5:B10) Finds the average of Cells B5 to
of a groups of cells B10

Maximum =MAX(B5:B10) Finds the largest amount between

cells B5:B10
Minimum =MIN(B5:B10) Finds the smallest amount between
cells B5:B10

Percentage =15%*A4 OR Finds what is 15% of the contents

=A4*0.15 of cell A4
=115%*A4 OR Produces an amount with an
=A4+(15%*A4) increase of 15% of the original
amount.

=85%*A4 OR Produces an amount with a

=A4 -(15%*A4) decrease of 15% of the original
amount.
Count =COUNT(B5:B10) Finds out how many Numbers
there are between cells B5 and
B10
Today =TODAY() Shows today’s date
Now =NOW() Shows today’s date and time

4.2. Formatting in Excel

4.2.1. Formatting in Excel

We can format the data in various ways, like we can format the font of the cells or the table with
the help of the styles and format tab present in the home tab.
It's easier than ever to format worksheet (or sheet) data in Excel. There are various quick and
easy ways to generate professional-looking worksheets that efficiently present our data. For
example, we can utilize document themes to give our Excel spreadsheets a consistent design,
style to apply predetermined formats, and other manual formatting capabilities to highlight
essential data.
Microsoft Excel has several features that permit users to customize the way their data is
displayed. And there is a solid reason for it: formatting cells can help bring attention to essential

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data or show the content more properly (such as adding $ to cells which comprise price values or
configure cells that represent dates to a standard display of xx/xx/xxxx).
Excel formatting is an optional step following data preparation, or all of the data cleansing,
structuring, enriching, and standardizing necessary to prepare the data for analysis.
New data rarely comes without its own unique set of issues; it is up to the analysts to analyze
their data and guarantee that it is ready to meet the exact requirements of their analytical project.
Splitting columns, eliminating rows with incomplete data, and standardizing against a certain
name.
Once completed, Excel formatting adds the finishing touches, ensuring that the data is properly
prepared and presented.

4.2.2. Format Data

Let's have a look at some easy instances of data formatting in

Excel. Suppose we have a simple sales report for a company that
looks like this:

We need to format the data in this report because it is not attractive to viewers.
Now, in order to format data in Excel, we'll do the following things:
 The Font size is larger.
 We make the text of the column head bold
 Center aligning the data
 We will apply the outline border with the help of the shortcut that is (Alt+H+B+T),
 After selecting the full table (using Ctrl+A), use the shortcut key (Alt+H+O+I) to adjust
the column width.
 To alter the background, use the 'Fill Color' command in the 'Font' group on 'Home'.
We will use a similar format for the 'Total' row, which is the last row of the table, with the help
of the 'Format Painter' command, present in the 'Clipboard' group on the 'Home' tab.

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 4.2.3. Shortcut Keys to Format Data in Excel

There are various shortcut keys to format data in Excel:

a) Format Cells
In Excel, the format cells is used to modify the formatting of cell numbers without modifying the
actual number. With the help of the format cells, we can change the number, alignment, font
style, Border style, Fill options, and Protection.
We can access this option with right-click of the mouse. After right-clicking, a pop-up will
display, and then we have to click on the Format Cells, or we can also use the shortcut
key Ctrl+1 on our keyboard.
Format cells has five tabs for formatting the cells. Using this, we can modify the data style,
Alignments, time style, insert the border with a different style, protect the cells, etc.
b) Number Tab
Excel Number Tab is used to change the decimal formatting of number cells, offering the
appropriate format in terms of number, date, percentage, fractions, and so on.
With the help of the Number Tab, we can format the numbers as per our requirements. We can
select from various choices such as currency, dates, times, percentage, etc.
c) Alignment Tab
The alignment tab can be used to align the cell's text and merge the text of two cells together. If
the text is hidden, we can use the wrap text to display it appropriately, and align the text in the
desired direction.
Within the Formal cells dialogue box, the Alignment tab allows us to specify how our values
are aligned, both horizontally and vertically.

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 d) Font Tab
With the help of the Font Tab, we may alter the font size, font style, font color, etc. we can
change the font effects, we can underline the text, and preview how it will appear.
Quick Font changes can be made from the home tab; however, the Formal Cells dialog box is
more efficient for mass changes. From there, we can easily modify the typeface, font size,
italicize, point size, bold underlining, italicize, and, color across the whole selection of cells.
e) Border Tab
By using Border Tab, we can create colorful border line for various styles; if we don't want to
provide the border outline, we can leave it blank.
We can create borders around a single cell or a group of cells in Excel. We can choose
the thickness, color, and line style of the lines and where they will be created (for example, only
on the cell's top or on all horizontal sides).

f) Fill Tab
We may use the Fill Tab to fill a cell or a range with colors in various ways, combine two
colors, and even put a picture into a cell using the Fill option

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 4.3. Print spreadsheet
4.3.1. Introduction

There may be times when you want to print a workbook to view and share your data offline.
Once you've chosen your page layout settings, it's easy to preview and print a workbook from
Excel using the Print pane.
1. Select the File tab. Backstage view will appear.
2. Select Print. The Print pane will appear.

3. Navigate to the Print pane, then select the desired printer.

4. Enter the number of copies you want to print.
5. Select any additional settings if needed (see above interactive).
6. Click Print.

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 4.3.2. Choosing a print area

Before you print an Excel workbook, it's important to decide exactly what information you want
to print. For example, if you have multiple worksheets in your workbook, you will need to
decide if you want to print the entire workbook or only active worksheets. There may also be
times when you want to print only a selection of content from your workbook.

Select the worksheet you want to print. To print multiple worksheets, click the first worksheet,
hold the Ctrl key on your keyboard, then click any other worksheets you want to select

1. Navigate to the Print pane

2. Select Print Active Sheets from the Print Range drop-down menu. In our example,
we'll select Landscape Orientation.

3. The new page orientation will be displayed in the Preview pane.

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 4.3.3. To fit content before printing:

If some of your content is being cut off by the printer, you can use scaling to fit your workbook
to the page automatically.
1. Navigate to the Print pane. In our example, we can see in the Preview pane that our
content will be cut off when printed
2. Select the desired option from the Scaling drop-down menu. In our example, we'll
select Fit All Columns on One Page.
3. The worksheet will be condensed to fit onto a single page.
keep in mind that worksheets will become more difficult to read as they are scaled down, so you
may not want to use this option when printing a worksheet with a lot of information. In our
example, we'll change the scaling setting back to No Scaling.
.4.3.4 To include Print Titles:
If your worksheet uses title headings, it's important to include these headings on each page of
your printed worksheet. It would be difficult to read a printed workbook if the title headings
appeared only on the first page. The Print Titles command allows you to select specific rows and
columns to appear on each page.
1. Click the Page Layout tab on the Ribbon, then select the Print Titles command.

2. The Page Setup dialog box will appear. From here, you can choose rows or columns to
repeat on each page. In our example, we'll repeat a row first.
3. Click the Collapse Dialog button next to the Rows to repeat at top: field.

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 4. The cursor will become a small selection arrow, and the Page Setup dialog box
will be collapsed. Select the row(s) you want to repeat at the top of each printed
page. In our example, we'll select row

5. Row 1 will be added to the Rows to repeat at top: field. Click the Collapse
Dialog button again.
6. The Page Setup dialog box will expand. To repeat a column as well, use the same
process shown in steps 4 and 5. In our example, we've selected to repeat row 1 and
column A.
7. When you're satisfied with your selections, click OK.
8. In our example, row 1 appears at the top of every page, and column A appears at
the left of every page.

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 4.3.4. To adjust page breaks:

1. Click the Page Break Preview command to change to Page Break view.

2. Vertical and horizontal blue dotted lines denote the page breaks. Click and drag
one of these lines to adjust the page break.

3. In our example, we've set the horizontal page break between rows 21 and 22.
4. In our example, all of the pages now show the same number of rows due to the
change in the page break.

4.3.5. To modify margins in the Preview pane:

A margin is the space between your content and the edge of the page. Sometimes you may need
to adjust the margins to make your data fit more comfortably. You can modify page margins
from the Print pane.
1. Navigate to the Print pane.
2. Select the desired margin size from the Page Margins drop-down menu. In our
example, we'll select Narrow.
3. The new page margins will be displayed in the Preview pane.

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 Self-check 4
Directions: Answer all the questions listed below.
Test-I Multiple choose
1. Which of the following is a selected cell?
A. current command C. active cell
B. default option D. default cell
2. Which is a small green square in the lower-right corner of a selected cell or range that you
can use to copy one cell to adjacent cells or to create a series?
A. Fill handle C. Cell pointer
B. Column marker D. Formula bar
3. How many worksheets does a new Excel 2016 workbook open with?
A. three C. two
B. one D. four
4. Which function in Excel tells how many numeric entries are there?
A. NUM C. SUM
B. COUNT D. CHKNUM
5. Which of the following is the intersection of a row and column?
A. Range C. bar chart
C. tab D. cell

Test-II Give Short Answer

1. Write the purpose of header and footer in excel?
2. What is formatting in excel?
3. Write Benefits of data formatting?

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Test-III Matching
A B
---------1. Normal view A. a search bar help to quickly find tools or commands
---------2. Page Layout view B. the cell references remain unchanged
---------3. Tell me C. the default view of worksheets
---------4. Page Break view D. Identifies a cell or a range of cells in a worksheet.
---------5. Cell address E. Displays how your worksheets will appear when
printed.
F. To change the location of page breaks

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 Operation sheet-4.1 Create Excel File
Operation Title: Creating an Excel File
Instruction: Use the given step below appropriately. For this operation you have given 5
minutes and you are expected to perform the procedures properly.
Purpose: To create, rename, delete, copy/move worksheet
Required tools and equipment: Computer & MS office 2016 application software
Procedures:
Step 1. Open your MS Excel program.
Step 2. Go to File/New, then in the dialogue box select ‘Blank workbook’.
Step 3. The bottom of the screen shows three tabs for the three worksheets this blank
workbook contains. (By default, a new workbook usually has one worksheet, but
you can add more or delete some.)
Step 4. Right-click on the Sheet1 tab and select ‘Rename’ from the pop-up menu. Type
‘January’ and press Enter.
Step 5. The first sheet should now be named January.
Step 6. Right-click on the Sheet1 tab and select ‘Insert’ from the pop-up menu. Select
‘Worksheet’ from the dialogue box and press OK. An extra worksheet should have
been added to the workbook.
Step 7. Rename the second sheet ‘Feb’, the third ‘Mar’ and the fourth ‘Apr’.
Step 8. Right-click on the ‘Mar’ tab and select ‘Delete from the pop-up menu. ‘Mar’ Tab
should have been deleted from workbook.
Step 9. Right-click on the ‘Apr’ tab and select ‘Move or Copy’ from the pop-up menu.
Select ‘Feb’ Tab. Then where you want to place the copied worksheet. Tick Check
the box for the Create a copy option at bottom of pop-up menu, then click OK.
Step 10. You are found copy Apr on workbook
Step 11. Save the workbook by selecting File/Save As and giving it the filename ‘Wages’.
Make sure you save the file to your ‘Projects’ folder on my document or your USB
thumb drive.
Step 12. Close the file (File/Close).

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Quality criteria: Create MS Excel and interact with it.

Operation sheet-4.2 Format excel file

Operation Title: Formatting Excel File
Instruction: Use the given step below appropriately. For this operation you have given 5
minutes and you are expected to perform the procedures properly.
Purpose: -
 To familiarize with Microsoft Excel 2016 environment.
 To know how to work format cell, enter data and insert header and footer in spreadsheet.
Required tools and equipment: Computer & MS office 2016 application software
Procedures:
Step-1: Open MS Excel
Step-2: enter data in to cell
Step-3: edit column and row
Step-4: To change the format
Step-5: insert header and footer
Step-6: To use a custom page size.
Step-7: save as you want location and name

Quality Criteria: To Format Excel file

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Operation sheet-4.3 Print excel file
Operation Title: Printing an Excel File
Instruction: Use the given step below appropriately. For this operation you have given 5
minutes and you are expected to perform the procedures properly.
Purpose: To be able to print an Excel file
Required tools and equipment: Computer & MS office 2016 application software
Procedures:

Step 1: Preview the worksheet

1. Click the worksheet or select the worksheets that you want to preview.
2. Click File > Print > Print Preview.
Keyboard shortcut Press Ctrl+P.

Step 2: Set printing options

1. Click the worksheet or select the worksheets that you want to preview.
2. Click File > Print.
3. To change the printer, click the drop-down box under Printer, and select the
printer that you want.
4. To make page setup changes, including changing page orientation, paper size, and
page margins, click Properties.

Step 3: Print all or part of the worksheet

1. To print the active sheet or sheets, or the whole workbook, in the Print dialog
box, select from Selection, Active Sheet(s), Entire workbook, or Table.
2. Click Print.
Quality Criteria: Print an Excel file with the given criteria.

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LAP TEST
Instruction I: Given necessary templates, tools and materials you are required to perform the
following tasks within 30 minutes.
Task 1: Open a new work book and create the following data on sheet.
ABC Company
Annual Sales Summary
Product\Qtr Qtr1 Qtr2 Qtr3 Qtr4 Total Average Max Min
Product1 34501 45892 10452 12045
Product2 5234 6534 8625 2354
Product3 5423 7635 2536 7636
Product4 4253 6534 2545 7637
Product5 1536 5244 1532 2463
Total
Average
Maximum
Minimum
Task 2: Save the above workbook with a file name of ABC Company under your desktop
Task 3: Apply a dollar symbol for all numeric value.
Task 4: Calculate Total, Average, Maximum and Minimum values. For each product and quarter
using built-in function or syntax.
Task 5: Format your worksheet, as you like to make it more attractive.

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 Unit Five: Microsoft Publisher

This learning unit is developed to provide the trainees the necessary information regarding the
following content coverage and topics:
 Creating a new publication
 Publication template
 Formatting Publication
This unit will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Learn how to start from scratch and create a brand-new publication using Microsoft
Office tools.
 Change a publication from one template to another effectively.
 Gain proficiency in formatting publications to create visually appealing and professional-
looking documents.

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 5.1. Creating a new Publication
Publisher is an application that enables you to create documents meant for printing, distribution
and display. If you have used Word, or other Microsoft Office products you will find many
similar features and functions in Publisher. In addition to similar features available in other
Microsoft Office products, Publisher has some different features designed to create publications
like flyers, posters, newsletters, brochures, and menus. Publisher gives the user more control
over the file that they are working on. Publisher includes a work environment much like a
desktop that makes it easy to manipulate different elements (i.e., text, images, art) of a file in a
variety of sizes and shapes. The application includes a wide assortment of tools and features that
help you arrange and align these elements on your page.
Microsoft Publisher is a desktop publishing program. It is used to design, layout, and create text
and picture-rich publications such as:
 Greeting Cards – invitations, Holiday cards or posters
 Calendars – for family, school, work or hobby
 Books – photo albums, yearbooks, addresses or a brochure
Publisher offers excellent control over certain aspects of your publication. Publisher makes it
easy to work with documents in a variety of sizes and shapes. It also has a large number of tools
to help you arrange and align text, images, and other objects within page margins.
5.2. Publication template
When you open Publisher, you'll see a catalog of templates to choose from. To create a
publication, select a template that is most like what you want your publication to be. After you
open the template, you can change it to include all the elements such as colors, fonts, graphics
that you want. In addition to creating a new publication from a template, you can also create new
templates that you can re-use without having to re-apply your customizations.

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 Figure 5.1 Publication Templates

5.2.1. Learning about templates

You can make a template from any publication by saving that publication as a Publisher template
file. When you start a new publication by selecting a template, a copy of the template file opens,
so that the original template isn't altered by mistake. If you want to make changes to a template,
you can open a copy of the template file, make the changes that you want, and then save it again
as a template.
You can save time by designing a master publication that reflects your company brand and
identity and then saving it as a template. Then, each time you want to create a new version, you
can use the template and add only the information that is unique to that version. Using a template
for a publication that you regularly produce not only saves time but also ensures quality and
consistency of your publications.
Publisher offers designs with dynamic features that make it easy to change the design, layout,
colors, and other elements. You can:
 Use one of the publication templates to create exactly the type of publication you
want, such as a calendar, newsletter, or postcard.
 Design a publication, customize it to your needs, and then save it as a template.

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 5.3. Formatting Publication
MS Publisher is a versatile desktop publishing application that allows users to create
professional-looking publications with ease. Formatting plays a crucial role in making your
publication visually appealing and engaging. The next paragraphs will provide an overview of
the key formatting features and techniques available in MS Publisher.
A. Layout and Design:
MS Publisher offers a range of pre-designed templates that you can customize to suit your
publication's needs. From brochures and newsletters to flyers and business cards, you can choose
a template and modify it to fit your content. Additionally, you can create your layout from
scratch using various tools provided by the software. Arrange text boxes, images, and other
elements to create a visually balanced and organized design.
B. Text Formatting:
Formatting text is essential for readability and visual consistency. MS Publisher provides
numerous text formatting options, including font styles, sizes, colors, and effects. You can apply
these attributes to your text to match your publication's branding or desired aesthetic.
C. Images and Graphics:
Incorporating images and graphics can greatly enhance the visual appeal of your publication. MS
Publisher allows you to import images from your computer or choose from the built-in clip art
gallery. You can resize, crop, and rotate images to fit your layout. Additionally, the software
provides options for adjusting image brightness, contrast, and transparency.
D. Color and Backgrounds:
Choosing the right color scheme and background can significantly impact the overall look and
feel of your publication. MS Publisher provides a variety of color options, including preset color
schemes and custom color selection. You can apply colors to text, shapes, backgrounds, and
other elements.
E. Borders and Lines:
Borders and lines can help delineate sections and add visual structure to your publication. MS
Publisher allows you to apply borders and lines to text boxes, shapes, and images. You can
customize line thickness, style, and color to match your design requirements. Experiment with
dotted, dashed, or solid lines to achieve the desired effect. Use borders sparingly to avoid
overwhelming the layout, focusing on creating clear separations between elements.

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 F. Templates and Master Pages:
MS Publisher offers templates and master pages, which can save time and ensure consistency
throughout your publication. Templates provide predefined layouts and formatting options,
making it easy to create professional-looking publications quickly. Master pages allow you to
define common design elements such as headers, footers, and page numbers that are applied
consistently across multiple pages.
G. Printing and Exporting:
Once your publication is formatted to your satisfaction, you can proceed to printing or exporting
it in various formats. MS Publisher enables you to choose print settings, such as paper size,
orientation, and margins. You can also save your publication as a PDF, image file, or HTML for
digital distribution. Preview your publication before printing or exporting to ensure that the
formatting appears as intended.
In conclusion, MS Publisher offers a range of formatting features and tools that allow you to
create visually appealing and professional publications. By utilizing layout and design options,
text formatting, images and graphics, color and backgrounds, borders and lines, templates and
master pages, and printing and exporting capabilities, you can bring your creative vision to life
and produce impressive publications with ease.

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 Self-check-5
Test-I Choice
Directions: Answer all the questions listed below.
1. What is the main purpose of MS Publisher?
a) Create documents for printing and distribution
b) Edit images and photos
c) Create spreadsheets and charts
d) Design websites
2. How can you customize a template in MS Publisher?
a) Change the font size and style
b) Modify the layout and design elements
c) Add clip art and graphics
d) Adjust the page margins and orientation
3. What can you do to enhance the visual appeal of your publication in MS Publisher?
a) Adjust line spacing and indentation
b) Apply different text formatting options
c) Import images and resize them
d) All of the above
4. How can you create consistent design elements throughout your publication in MS
Publisher?
a) Use pre-designed templates
b) Customize master pages
c) Apply borders and lines
d) Save the publication as a PDF
5. What formats can you export your publication to in MS Publisher?
a) PDF, image file, and HTML
b) Word document and Excel spreadsheet
c) PowerPoint presentation
d) Only print format is available

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Test-II Short Answer
Directions: Answer all the questions listed below.
1. How can MS Publisher's template feature help in saving time and ensuring consistency in
your publications?
2. Describe the importance of text formatting in creating visually appealing publications
using MS Publisher.

Test-III Matching
Directions: Answer all the questions listed below.
A B
1. Templates A. Consistent design elements
2. Master pages B. Visual separators and structural elements
3. Borders and lines C. Saving the publication in different formats
4. Text formatting D. Predefined layouts
5. Exporting E. Applying font styles, colors, and effects

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 Operation sheet-5.1 Launch a Publisher
Operation Title: Opening MS Publisher
Instruction: Use the given step below appropriately. For this operation you have given 5
minutes and you are expected to perform the procedures properly.
Purpose: To open and interact with blank publication
Required tools and equipment: Computer & MS office 2016 application software
Procedures:
Step 1. Open Publisher 2016 from the computer desktop.

Step 2. On the Welcome page, note the various popular templates available. Click a
template you’d like to use to see a full description. You would click “Create” to open a
document in this particular style.

Step 3. Create a Blank document.

Quality criteria:
The trainee has to create a black publisher document properly.

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 Operation sheet-5.2 Create a flyer
Operation Title: Creating a Simple Flyer
Instruction: Use the given step below appropriately. For this operation you have given 10
minutes and you are expected to perform the procedures properly.
Purpose: To create a flyer
Required tools and equipment: Computer & MS office 2016 application software
Procedures:
Step 1. Open Publisher 2016 from the computer desktop and double click on Blank
Step 2. Click on the insert tab and then click on Word Art style that you want to insert

Step 2. Type your desired words to display as WordArt. You can also align pictures
WordArt, and Text Boxes by using the Align button in Format Tab. Resize the WordArt to
your desired size.

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 Step 3. Add pictures from a file on your PC. You can also copy and paste images into
Publisher from other sources. Adjust the picture to your desired size. Use 3D picture effect

Step 4. Insert a Text Box to write your desired message. You can also insert pictures from
the Internet by doing a Bing search.

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Quality criteria:
The trainee has to create a simple flyer.
Operation sheet-5.3 Create a business card
Operation Title: Creating Business Card in Publisher
Instruction: Use the given step below appropriately. For this operation you have given 10
minutes and you are expected to perform the procedures properly.
Purpose: To create business card
Required tools and equipment: Computer & MS office 2016 application software
Procedures:
Step 1. First select your template. You can find Business Cards under Most Popular next
to Brochures.

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 Step 2. You will find templates to work with under Installed Templates. These will allow
for you to pre-edit them. Choose any of the template and Click on Create new under
business information on the right side. Add your organization information and save the
information. Click on create.

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 Step 3. Once this is done, you may need to add your logo somewhere on the card. You
should have one saved as an image file, but if you don’t you can create one using a
combination of Word Art, Smart Art, text boxes, shapes, and Clip Art. You may also add
whatever else you want to your business card.

Step 4. Finally with your card completed, go to File and Print. Multiple cards will be
shown in the preview. You can choose to print your cards out as Landscape or Portrait, but
you are done with your business card.

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Quality criteria:
The trainee has to create a sample business card and print it.

Operation sheet-5.4 Create a certificate

Operation Title: Creating Certificate in Publisher
Instruction: Use the given step below appropriately. For this operation you have given 5
minutes and you are expected to perform the procedures properly.
Purpose: To Create a certificate with publisher
Required tools and equipment: Computer & MS office 2016 application software
Procedures:
Business certificates can be of 2 types: gift certificates to externally promote products or services
to prospective customers and award certificates to be used internally to recognize outstanding
employee achievements. Microsoft Publisher includes templates for both kinds of certificates,
making it easy to design either type of certificate as you need to. Follow these steps to learn how
to make a certificate using Microsoft Publisher.
Step 1. Choose the type of certificate you wish to make.

Step 2. Choose the template style that appeals most to you. You can modify the
template's appearance with the options in the "Customize" section. After you have

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 decided on the template you want and customized it to your liking, either click "Create"
or double-click on the template style.

Step 3. Replace any placeholder text and graphics with your own information.

Step 4. Save the file when you're satisfied with its appearance. Once the file is saved, you
can use it as the basis for creating new award certificates or gift certificates.

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Quality criteria:
The trainee has to create a sample certificate.

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LAP TEST
Instruction I: Given necessary templates, tools and materials you are required to perform the
following tasks within 30 minutes.
Task 1: Create a flyer
Task 2: Create business card that’s going to tell for the user about any single company
information, so it tells for the user about name, name of the organization, contact number and the
place of the organization.

Task 3: Create a Certificate

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 Unit Six: Keyboard skills

This learning unit is developed to provide the trainees the necessary information regarding the
following content coverage and topics:
 keyboard functions
 Typing technique
 keyboard Speed and accuracy
This unit will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Identify keyboard functions and use them accurately
 Demonstrate proficiency in applying touch typing technique
 Show improvement in keyboard Speed and accuracy

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 6.1. Keyboard functions
6.1.1. Keyboarding
It is an input device that enables you to enter information to the computer and its layout is
viewed hereunder.
Some basic keyboarding skills that you are expected to know are:
 Word process, spreadsheets and or data entry
 Speed and accuracy
Some Keyboarding functions/features are listed as follows:
 Function keys (F1 to F12) are special keys that are programmed to do specific things. For
example, if you tap the F1 key, the Help menu will appear.
 Cursor control keys. Use the cursor control keys on the keyboard to move your cursor
(mouse pointer) around a document.
 Use the four arrow keys to move one space or one line.
 Use the Page Up and Page Down keys to move one screen (rather than a
page) up or down.
 CTRL and ALT keys. The Control and Alternate keys are always used in combination
with other keys. Holding down one or both of the keys, while tapping another key, can
provide keyboard shortcuts – quick ways of doing things using the keyboard.
For example: Ctrl+N brings up a new document.
 Alphanumeric keypad. Use the alphabet keys to type words. Although the tops of the
keys show the letters as capitals they will appear as lower-case letters unless you use the
shift or caps lock keys. The home keys are the alphabet keys that your fingers will use as a
‘base’. Each finger rests on its home key when not typing. Learn to use Numerical key
properly (touch-type) if you regularly enter numbers. It’s quicker, and easier on your
wrists, than using the numbers above the letter keys.
 Space bar. Tap this to put a space between words.
 Shift Keys. To capitalize letters, you can use shift keys (left or right) for a single letter.
For example, to capitalize letter F you should press right shift key with your right small
finger and press F with your left index finger at the same time.

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  Caps Lock key. To capitalize a word or phrases at a time you can use shift lock/cap lock.
To do this, depress the shift lock key or cap lock key and leave it down until you have
typed the combination to be capitalized.
 keyboard shortcuts
 Punctuation keys: The keys used for inserting various punctuation marks are period (full
stop), comma, semicolon, brackets, apostrophe, parenthesis etc. Also, it includes all of the
mathematical operators such as the plus sign, minus sign, and equal sign.
 Special keys: Understanding the keyboard also means learning the special functions of
certain keys. Commonly used special keys are explained as under:

 Ctrl Key: The full form of Ctrl is Control. This key is used in combination with
other keys. For example, Ctrl+S to save a document

 Alt Keys: The full form of Alt is Alternate. It is used like a control key. You
depress Ctrl+Alt+Del simultaneously when you want to get out of computer as
the application on which you are working is held up or muddled up

 Arrow Keys: There are normally four arrow keys to move the cursor - up, down,
right or left. The Arrow Keys can also be used in conjunction with the Shift or Alt
keys

 Enter Key: Also called Return Key. It is used to move the cursor to the beginning of the
next line and give line spaces.
 Backspace Key: This key deletes the character just left to the cursor position and
hence moves the cursor to that position.
 Delete (Del) Key: This key deletes the character to the right at the current cursor
position or the selected objects.
 Caps Lock: It is a toggle key that helps in typing many uppercase characters
 Esc Key: It means Escape which is used to exit (or escape) from programs and tasks and
send special codes to different devices.

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 6.1.2. Cursor and monitor controls
These are keys found between the typing keypad and the numeric keypad. It has two groups of

Figure 6.1.1 Cursor and monitor controls

6.2. Typing technique

6.2.1. Touch typing technique/skill
Touch typing technique/skill can be developed by memorizing the keyboarding functions and
the keys and their corresponding fingers.
Touch typing – Touch typing improves typing speed and accuracy. A touch typist never looks
at the keyboard. The fingers hit the right keys by force of habit. The typist is entirely focused on
the text being typed, reading the words and phrases as the fingers type the text reflexively.
Touch typing can be learned by performing special exercises.

Stage one of the process begins with learning the home row of the keyboard (the row beginning
with the Caps Lock key). Looking at the keyboard is strictly forbidden.

Stage two involves memorizing frequently used syllables and typing words containing these
syllables. Stage three involves typing actual text to perfect the skills acquired.

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 6.2.2. Benefits of touch typing
Speed (efficient): type faster
Accuracy (focus): make fewer mistakes
Productivity: type longer without getting tired
A method of typing (with all the available fingers) without looking at the keyboard
 Touch typing can increase typing accuracy and speed.
 Touch typing includes understanding keyboard layout and its functions.

Figure. 6.1. Touch typing technique

 Typing zones for each finger. The F, D, S, A, and J, K, L, ; keys (on

a QWERTY keyboard) represent the base position. Keyboards usually have small
protrusions on the F and J keys. They help your fingers locate the base position without
looking at the keyboard. Try to return your fingers to the base position after each
keystroke.
 Typing zones for each finger Color coding shows which finger should press each key
(see the picture above).
The left index finger is reserved for all the red keys. The right index finger is reserved for green
keys, and so forth. Use the thumb of whichever hand is more convenient for you to press
the Space key.
The base position on the numeric pad is the number 5 key for the middle finger, 4 for the index
finger, and 6 for the ring finger. The numeric pad simplifies and speeds up numerical data input
Upper-case letters and symbols appearing on keys in the numbers row are typed by one hand
with the little finger of the other hand holding down the Shift key.

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 6.2.3. Learn how to type accurately and increase your speed
Touch Typing Course or Mavis Beacon is a professional typing tutor that helps you "how to
type" in order to increase your typing speed and accuracy.
In order to perform required tasks at required speed and accuracy touch typing technique should
be applied.
Home keys their corresponding fingers
A left small/little finger
S left ring finger
D left middle finger
F left index/pointer or forefinger
J right index/pointer or forefinger
K right middle finger
L right ring finger
; Right small/little finger
Groups or family letters of the home keys are the diagonal letters or letters nearer to the home
keys such as A families are Q, Z, 1
Hence, memorization of home keys and their corresponding fingers enables you develop high
speed and greater accuracy in your performance at work.
Hence, in order to develop keyboarding skills, application software is required to install in the
computer which is Mavis Beacon.

Mavis

Mavis is application software that enables you to develop keyboarding skills.

When you acquired the basic keyboarding skills using this software, you can Type Better - Email
Faster - Work Smarter! Mavis Beacon Teaches Typing has many features that help young typists
stay motivated!
Steps to use Mavis Beacon
 Point to start button
 choose all programs
 explore Mavis Beacon from the list of all programs
 Click Mavis Beacon or if the icon is on the desktop double click it

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  If you are a new user, click on the new button
 enter your name
 select English, standard and then adjust your typing goals in words per minute
 then click ok
 then click ok again
 Click takes a lesson
 click first beginner lesson, if you are a beginner
 Click start
Then type the keys using the appropriate finger as you are instructed by the program.

Figure 6.2. Mavis teaches typing

6.2.4. Keyboard shortcuts
There are a lot of computer shortcuts keys that can make using a computer faster and easier
In computer a keyboard shortcut also known as hotkey is a series of one several keys to quickly
invoke software program
To do this Press
Cancel an action. ESC
Undo an action. CTRL+Z
Redo or repeat an action CTRL+Y
6.2.5. Proper
Print CTRL+P
posture
Copy CTRL+C
Body: center body in
Cut CTRL+X
front of keyboard and
Paste CTRL+V
sit up straight.
Open new document CTRL+N
Arm position: arms
Indentation CTRL+M
relaxed and bent to
Close opened windows Alt+F4
about 90 degrees;
Make the text bold style CTRL+B elbows naturally close
Make the text italic style CTRL+I to body.
Underline text CTRL+U

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 Figure 6.3. Proper posture
6.2.6. The Amharic keyboard layout
This keyboard layout is specifically designed for those users not familiar with conventional
Amharic Typewriter layout. Follow these steps to activate phonetic keyboard layout,
 Click on Power Ge’ez icon located at Windows taskbar
 The icon will change from
 Click on ኢ again go to into phonetic UNICODE mode (ፎ) User must select power
Ge’ez UNICODE Font to do word processor

Figure 6.4 - Power Ge’ez 2010™ Phonetic

When Power Ge’ez is in Normal Phonetic Mode (ኢ) users must select power Ge'ez1 Unicode 1,
power Ge'ez2 Unicode 2 or power Ge'ez3 Unicode 3 fonts. When Power Ge’ez is in Phonetic
UNICODE Mode (ፎ) users must use Power Geez UNICODE 1, Power Geez UNICODE 2, or
Power Geez UNICODE 3 fonts

Note: When Power Ge'ez is in non-UNICODE mode, the. available on Ge'ez-1 Numbers font.
When Power Ge'ez is in UNICODE mode the above two characters will be available on all
UNICODE fonts.

Amharic Typewriter Keyboard Layout

This keyboard layout is useful for users who are already familiar with the conventional Amharic
typewriter machines. Follow these steps to activate Amharic Typewriter keyboard layout,

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 Click on Power Ge'ez 2010™ icon located at Windows taskbar until the image changes as
shown below.
6.3. keyboard Speed and accuracy
6.3.1. How to improve keyboard Speed and accuracy
Demonstrating efficient typing skills can help boost your communication skills and avoid
misunderstandings.
Here are four tips to improve your typing skills:
D. Familiarize yourself with the keyboard
Familiarizer yourself with the proper hand position on keyboard and start with typing some
common words, Place your left and right pointer fingers on the “F” and the “J” keys
Many keyboards have a little raised tab on those letters so you can orient your fingers without
looking. Let your others fingers fall on the remaining keys in the home row, which consists of
“D,” “S,” and “A for the left hand and “K,” “L,” and the “;” symbol for the right hand. Both
thumbs rest on the space bar.
E. Learn proper typing position
You probably know roughly where the keys are on the keyboard, but the goal of improving your
typing skills is to do it without looking at them. Follow these steps to improve your typing
posture and positioning:
1. Put your feet flat on the floor
2. Put your feet flat on the floor
3. Place the screen so it’s 15 to 25 inches from your eyes and in a position where you
look down slightly
4. Keep your elbows bent at a 90-degree angle, and try to expose your shoulders, arms,
wrists and elbows to as little strain as possible.
5. Start by typing slowly to avoid mistakes. You can measure typing speed in words per
minute (WPM). A speed of 60 to 80 wpm is good for the average person.
6. Practice often: Practice leads to developing a mature brain, and the resulting
structural changes to the brain encode that learning. For practice sessions, make sure
you create a hospitable environment.
6.3.2. Developing speed and accuracy
When you have completed typing a document, you need to check to make sure that it is

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free from errors. Most organizations have a policy that says all documents should be free
from spelling and punctuation errors. Errors can have practical consequences – they can
cause misunderstandings, offend people or, in the case of an incorrect address, result in
mail not being received. As well, when errors are left in a document, the organization
looks unprofessional.
Tips for improving speed and accuracy

 Use your developing touch-typing skills whenever you use the keyboard.
 Record your progress. Many programs record the speed and accuracy with which you do
the exercises or provide speed and accuracy results after you have completed a set piece
of text.
 When you finish the course, consider redoing it at a higher level.
 Set higher speed and accuracy goals first.
 If you have been touch-typing regularly your speed and accuracy will have improved
significantly.
6.3.3. Typing positions
Know how about the typing position is important and typical typing positions are hereunder:

 Eyes on copy
 Fingers curved and upright
 Forearms parallel to slant of keyboarding
 Sit back in chair, body erect
 Text book or material you copied from which should be at the right side of a
machine and elevated for easy reading
 Let your hands hang loosely at your sides. Your fingers will relax in curved
position.
 With fingers curved in this relaxed position, lightly place fingertips of your hands
on home keys ( left home keys are A,S,D and F and right home keys are J, K, L and
;).
6.3.4. Identifying and correcting Document errors careful
Check Accuracy of Your Work

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 When you have completed typing a document, you need to check to make sure that it is free from
errors. Most organizations have a policy that says all documents should be free from spelling and
punctuation errors. Errors can have practical consequences – they can cause misunderstandings,
offend people or, in the case of an incorrect address, result in mail not being received. As well,
when errors are left in a document, the organization looks unprofessional.
6.3.5. Checking the content

If you are the writer, it is essential that you check the content. Think about the purpose of the
document and consider whether what you have written will achieve this. Ask yourself:

 Have all the relevant points been covered?

 Who will be reading the document?
 How will the reader feel when he or she reads it? (Imagine that you are the reader).
6.3.6. Checking the spelling
You can use the computer’s Spelling and Grammar check to help you identify spelling errors. It is
a good tool but can’t be relied on as it has limitations:
 Any word that is not in its dictionary is identified as a possible error
 It will only tell you if a word has been spelt wrongly.
6.3.7. Proof reading
Checking your work is called proofreading. You should check it on the computer screen first. This
saves time and paper. Then print the document and check the printed (hard) copy. To proofread
your work, you should check the:
 Spell check
 Checking for grammatical errors
 Checking for punctuation errors
 Checking documents for general accuracy
Conscientious typists always check carefully what they have typed. Paragraphs are proofread; that
is, they read for meaning, as if they had not been read before. Figures, proper names, and uncertain
spellings are double checked against the original or some other sources. In addition, completeness
should be also checked.
6.3.8. Checking final document accuracy
Amending Document, and Correcting Errors

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When errors are found, correct or amend them carefully. Errors may be spelling, punctuations,
space, figures, capital or small letters, incompleteness and grammars etc.
To amending document and correcting errors follow these steps.
1. Look at your printed document to make sure that it is set out correctly.
2. Read it through quickly to check for any obvious errors. Circle any errors in red pen.
3. Place the original document and the printed document beside each other on the desk.
4. Place the original on your left and the printed document on your right. Reverse this if you are left-
handed.
5. Use a ruler to move down, line by line, on the original.
6. Keep your place on the printed document with the point of your biro.
7. Pay particular attention to names and addresses, checking them carefully against the original.
8. Mark any corrections on the printed document as you go.
9. As a final check, read the document loud.
10. Make the corrections on the computer copy and print out a final copy effectively is to simply
choose one and stick to it—using it to check everything you write, every time.

Self-check-6
Test-I Choice
Directions: Answer all the questions listed below.
1. ______is used to move the cursor to the beginning of the next line and give line spaces.
A. Backspace Key B. Enter Key C. Arrow Keys D. all
2. _______ are special keys that are programmed to do specific things
A. Punctuation keys B. Backspace Key C. Function keys (F1 to F12) D. all
3. _______ is one of the most important factors in preventing posture problems.

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 A. adjustable chair B. desk arrangement C. decor and Lighting D. all
4. ______is an input device that enables you to enter information to the computer
A. Mouse B. Keyboard C. Scanner D. None
5. Checking your work is called ___________?
A. proofreading B. slay buss C. correcting D. all
Test-II Matching
Directions: Answer all the questions listed below.
A B
_______ 1. Used to move to the next line A. Back space key
_______ 2. To make a single letter capital one B. Delete key
_______ 3. To move among lines or characters C. Enter key
_______ 4. Indicate status of number key D. Space bar key
_______ 5. Delete characters to the left of the cursor E. Shift key
_______ 6. Make gap between words/characters F. Tab key
_______ 7. To make all letters capital G. Arrow key
_______ 8. Special keys H. Caps lock key
_______ 9. Used to indent space I. Alt, ctrl, esc keys
_______ 10. Delete characters to right of the cursor J. Num lock
Test-III Short Answer
Directions: Answer all the questions listed below.
1. What are the benefits of touch typing
2. _______is application software that enables you to develop keyboarding skills.
3. What are points that are used to proofread your work you should check?
Operation sheet 6.1
Operation title: - Develop Computer Keyboard Skill
Instruction: Use the given step below appropriately. For this operation you have given 5
minutes and you are expected to perform the procedures properly.
Purpose: To show all necessary conditions and steps in typing on keyboarding.
Procedures:
Techniques to Start computer, system information and features

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Step 1: Adjust work space
1.1 Sit in the correct Posture while working on Computers
1.2 Is your desk and chair ergonomic, and if not, adjust them properly
1.3 Correctly place your computer/Laptop on your desk
1.4 Arrange your tools on your desk to prevent twisting and reaching
Step 2: Place your fingers as shows in the figure on your keyboard

Step 3: When you practice on your keyboard follow the following instructions:
3.1 Do not look at the keyboard.
3.2 Concentrate your mind on the text.
3.3 Typing should be done quite accurately with constant rhythm.
3.4 Repeat this process until mastery over this exercise.

Quality criteria: The trainee has to develop basic keyboard skills.

LAP TEST
Instruction I: Given Necessary Information/Instruction, Equipment and Materials You Are
Required to Type the Following Home Keys Within 30 min.

Task 1: Write the following English letters of paragraph on MS word.

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asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh
asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh
asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh fads lall
dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask
sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak
flask fads lall dask sad slak flask

Task 2: Write the following Amharic phonetics on your Word

Reference

 Business Applications of Computers, Oka, M. M. 10th ed Everest

 Computer Applications in Management Dahiya, U/ Nagpal, S. Taxman Allied Service
 Introduction To Computers, Norton, Peter 6th ed TMH
 Milestones in Computer Science and Information Technology by Edwin D. Reilly
 How to Learn Typewriting by Dr R C Bhatia, G Lal & Co.

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 WEB Address
 [Link]
microsoft-publisher/
 [Link]

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 Developers Profile

N Name Qualificatio Field of Study Organization/ Mobile E-mail

o n (Level) Institution number

1 Danile belay B IT Ethio-italy polytechnic 0920468290 ttzm32@[Link]

college

2 Endalew kassa A IT Debremarkos 0913305454 endalewk54@[Link]

Polytechnic College

3 Fitawu Tekola A ICT Hawassa polytechnic 0972690388 fitawutekola21@[Link]

college m

4 Frew Atkilt A Network and Bishoftu Polytechnic 0911787374 [Link]@[Link]

information College
security

5 Tewodiros A ICT Sheno Polytechnic 0912068479 tedimutd@[Link]

Girma College