DIGITAL LITERACY

Acknowledgements

Justus K, IT Lecturer, Catherine Njeri, Ass. Registrar - Admissions, for reviewing

this module as well as their comments towards its development.

Jeffrey K., Head of Department, Business and informatics, for his cordial support,
valuable information and guidance, which helped in completing this module through
various stages.

ASSESSMENT PROCEDURE
 Continuous assessment tests 20%
 Assignments 10%
 Written examination 70%
 Total 100%

Recommended books:
Computer application by peter McWilliams

The Word Processing Book by Peter McWilliams

COMPILED BY: JUDITH K.

INTRODUCTION TO COMPUTER APPLICATIONS
Specific Objectives
a) Meaning of computer application
b) Explain software concepts
c) Describe types of software
d) State application areas of various software

INTRODUCTION
A computer is a programmable machine designed to perform arithmetic and logical
operations automatically and sequentially on the input given by the user and gives
the desired output after processing.
A computer can also be defined as an electronic machine that accepts
input(data)processes it, stores it and produces it as output (information).
A computer accepts and then processes input data according to the instructions it is
given.
Data is the name given to facts that are fed to the computer.
Information is the meaningful data that is relevant, accurate, up to date and can be
used to make decisions.
Information can also be defined as the data that has been processed.

BASIC ELEMENTS OF A COMPUTER.

The components or elements of any computer include: INPUT, PROCESSING,
STORAGE, and OUTPUT that can be depicted as shown in the following diagram:

Central Processing
Input Unit Output
Arithmetic Logic
(data) Unit (Information)
Control Unit

Main memory

Secondary
memory

(Backing memory)
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Computer components are divided into two major categories namely hardware and
software.
Hardware is the physical, tangible, visible devices attached or connected to the
machine such as monitor, keyboard, mouse etc.
Software is the set of programs that make use of hardware for performing various
functions. Also sets of instruction that tell the computer what to do.
Hardware can be either an input device or an output device.
Input devices fed data/information to the computer e.g. mouse, keyboard, scanners,
cameras etc while output devices produce data or information from a computer e.g.
monitor, printers, plotters etc
Central processing unit (CPU): The chip or chips at the heart of a computer that
enable it to process data. Also known as a processor.
It is the unit that reads and executes program instructions.
The CPU is composed of several units...
 The control unit directs and controls the activities of the internal and
external devices. It interprets the instructions fetched into the computer,
determines what data, if any, are needed, where it is stored, where to store
the results of the operation, and sends the control signals to the devices
involved in the execution of the instructions.
 The arithmetic and logic unit (ALU) is the part where actual computations
take place. It consists of circuits which perform arithmetic operations (e.g.
addition, subtraction, multiplication, division) over data received from
memory and capable to compare numbers.
The ALU is divided in two categories i.e. Arithmetic Unit which is used to
perform arithmetic operations (e.g. addition, subtraction, multiplication,
division) and Logic Unit is the section that is used to perform logical
operations such as comparisons.
While performing these operations the ALU takes data from the temporary
storage area inside the CPU named registers.
 Registers are a group of cells used for memory addressing, data
manipulation and processing. Some of the registers are general purpose and
some are reserved for certain functions. It is a high-speed memory which
holds only data for immediate processing and results of this processing. If
these results are not needed for the next instruction, they are sent back to the
 main memory and registers are occupied by the new data used in the next
instruction. RAM (Random Access Memory) and ROM (Read Only
Memory) are the CPUs memory cache.

Memory: An area within a computer system that holds data waiting to be

processed.
Storage device: The place where a computer puts / stores data.
COMPUTER MEMORY
These are components used to store data and information in the computer either
permanently or temporally.
There are two categories of computer memory i.e.
Main memory
Secondary memory
Main Memory
This is the most important memory in the computer. It is used to hold data and
instructions being executed in the computer processor.
Characteristics:
It is resident,
It has low memory capacity,
It is more costly than secondary memory
It is highly volatile.
It possesses high data access speed
Types of Main Memory-
1) RAM (random-access memory):
This is the same as main memory. You can both write data into RAM and read data
from RAM. This is in contrast to ROM, which permits you only to read data. Most
RAM is volatile, which means that it requires a steady flow of electricity to maintain
its contents. As soon as the power is turned off, whatever data was in RAM is lost.
Types of RAM
The following are some common types of RAM:
•SRAM: this memory holds data as long as the power is on but the data is
immediately lost when is power is turned off.
•DRAM: this memory holds data for a few milliseconds after which the data is lost
and has to be refreshed often.
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2) ROM (read-only memory):

Computers almost always contain a small amount of read-only memory that holds
instructions for starting up the computer. Unlike RAM, ROM cannot be written to.
Types of ROM
•PROM (programmable read-only memory): A PROM is a memory chip on which
you can store a program. But once the PROM has been used, you cannot wipe it
clean and use it to store something else. Like ROMs, PROMs are non-volatile.
•EPROM (erasable programmable read-only memory): An EPROM is a special
type of PROM that can be erased by exposing it to ultraviolet light.
•EEPROM (electrically erasable programmable read-only memory):
An EEPROM is a special type of PROM that can be erased by exposing it to an
electrical charge.

REGISTERS: these are temporally memory locations used to hold data when the
main memory is not enough or to speed up executions. Registers are used to handle
data before it can be held by RAM or immediately after input into the computer.
They are highly volatile.
Secondary Storage
The purpose of secondary storage is to store data and programs on a long-term basis.
(Hence, all forms of secondary storage are non-volatile, meaning that they retain
the data stored on them (for a long period of time) without the need for electrical
power.)
Among the types of secondary storage media are these:
Flash memory sticks; these usually are attached to a computer via a USB port and
have a capacity in the hundreds of MB or a few GB's. They are highly mobile and
have largely supplemented floppy disks in recent times.
Magnetic Disk: These are disks on which data is recorded on a set of concentric
rings ("tracks") using properties of magnetism. They include:
hard disk: high storage capacity (in early 2008, typically in the range of 80 to 320
GB) and much cheaper than RAM (in early 2008, about $0.25 per GB, which is
about 1/100 the price of RAM) removable/portable disk: zip disk, disk cartridge,
floppy disk
Optical Disc: These are discs on which data is represented in concentric tracks.
Types of optical discs
 CD-ROM: "Read Only" (used for distribution of commercial software, for
example) Standard storage capacity is 640MB.
CD-R (or CD-WORM): "Write Once, Read Many" times
CD-RW: rewritable multiple times
DVD: similar to CD, but with significantly larger storage capacity
Magnetic Tape: usually used for making backup copies of disk (so that if the disk
fails, a recent copy of its contents can be recovered and written onto a new
replacement disk). Tapes that are kept offline (meaning that they sit on a shelf and
are "mounted" onto a tape drive).

COMPUTER SOFTWARE

This is the set of instructions that tell the computer what to do. Computer software
refers to all programs that enable the computer hardware to function properly.

It instructs the computer what to do and how to do it. Without computer software a
computer cannot function, it is hardware and software combined together that form
the computer system.

Computer software is broadly categorised into two:

 System software

 Application software

System Software

This is a set of programs which have been developed and installed in a computer for
the purpose of enhancing and managing the performance of the computer. System
software is used to manage the computer but not to meet the end users needs.
System software is divided into two, i.e.

 Operating system

 System utilities

Operating system is a group of programs that manages the entire computer and
present user with an interface to work with. It ensures that everything in the
computer is functioning as expected. Examples of operating systems in the market
today include- Ms Windows, Linux, UNIX, MS-DOS, Solaris etc.
DIGITAL LITERACY

System utilities are the programs used to partly manage the computer system. They
are the pro grams used to carry out routine jobs in the computer. They enhance the
performance of the computer but don’t manage the entire computer. They include:

Text editor: - this is utility software used to create and modify textual information
using a computer.

Language translator: - this is software used to convert statements in one

programming language to another programming language.

Debugger: - this is a program used to detect and remove errors in programs during
programming.

Compiler: - this utility software is used to convert statements in high level

programming language to machine code, the whole program at once.

Interpreter: this utility software is used to convert high level language

programming statements into machine code one statement at a time.

Assembler: utility software used to convert programming statements written in low

level language to machine code.

Loader: this utility program transfers the linker program into computer memory to
be ready for execution. Loader therefore is used to transfer a program into main
memory to await execution.

Linker: most computer programs are developed in modules (sub-programs). This

modules needs to be joined together before execution. The program used to join
these modules before execution is known as linker.

Sort utility: - this is a service program that is used to arrange the records within a
file according to a pre-determined sequence. The arrangement can either be
ascending or descending.

Merge utility: - this is a service program used to influence the combination of the
content of 2 or more files to produce a single output file.

Copy utility: - this is the utility software used to duplicate records in a computer
system. A copy of an existing record is made in another location.
 Dump utility: - dumping refers to the process of copying contents in main memory
to secondary storage. Dump utility transfers contents on computer internal memory
(RAM) into a backing storage.

Database management system: - this is the utility used to manage and control
storage of data in a computer system. It consists of a group of programs that has
several functions with relation to a database.

Application Software

Application software refers to the programs that are used by the computer to
perform certain specific task.

These programs are developed to handle the end user needs. Application software
can be classified under:

 Application package

 User software

Application package refers to the self programs developed by the commercial

developers to solve a range of needs in the market without following any specific
instructions from the end users. They are also known as off-shelf software.

These application packages include: Microsoft Word, Microsoft Excel, Adobe,

Microsoft Visual Studio, Dbase, and Ms Access

User programs also known as tailor-made programs are developed for specific
individuals or organizations. They are developed following the specific instructions
of the end-user (i.e. tailor-made)

Programming Languages:

This is a computer program used to generate other programs. Programming

languages are used in development of other programs used in the computer system.

There are four levels of programming languages i.e.

Machine Language
DIGITAL LITERACY

It consists of combination of 0’s and 1’s that represent binary digits. It is the lowest
level of programming language. All programs must be converted into machine
language before they can be executed.

Assembly Language-Low level language

This language uses symbolic operation code to represent the machine operation
code. It is converted by an assembler to machine code (object code). E.g.
FORTRAN, COBOL, Basic(C).

High Level Language

These are very convenient, but also very far removed from the computer they are
running on. They are very simple to use because they use the common English
language terms. E.g. Java, Python, ML, Prolog

Fourth-generation language (4GL)

4GLs are closer to human language than other high-level languages and are
accessible to people without formal training as programmers. They allow multiple
common operations to be performed with a single programmer-entered command.
E.g. FoxPro, Clarion, Dataplex, Clipper, WinDev etc.

INTRODUCTION TO OPERATING SYSTEM ENVIRONMENT

Specific Objectives
a) meaning of operating systems
b) explain the functions of operating system
c) describe the types of operating system
d) demonstrate skills in the use of operating system commands

OPERATING SYSTEM
An operating system is a software component of a computer system that is
responsible for the management of various activities of the computer and the sharing
of computer resources.
It hosts several applications that run on a computer and handles the operations of
computer hardware.
Users and application programs access the services offered by the operating
systems, by means of system calls and application programming interfaces. Users
interact with a computer operating system through Command Line
Interfaces (CLIs) or Graphical User Interfaces known as GUIs.
In short, an operating system enables user interaction with computer systems by
acting as an interface between users or application programs and the computer
hardware. Some of the common types of operating systems are
 OS/2-is IMB’s GUI operating system for Intel microprocessors. It’s a 32bits
single-user, multi-tasking operating system
 UNIX-is a multi-user, multitasking operating system
 MS-DOS-was a defacto operating system for Intel-based personal computers
from [Link] is used sparingly as a subsidiary operating system for
IBM PCs and compatibles.
 Windows,
 LINUX etc.

FUNCTIONS OF THE OPERATING SYSTEM

The operating system is basically a resource manager and its function is to manage
the four basic
Viewing the operating system as a resource manager each manager must do the
following:
 Keep track of the resources
 Enforce policy that determines who gets what, when and how much.
 Allocate the resource
 reclaim the resource
How these resources are managed;
 Memory management
The operating system must keep track of what part of the memory is in use
and by whom and what part are free. Programs must be loaded into the
memory before they can be executed and moved out of the memory when no
longer required. Storage space must also be provided for data generated by
the programs and during transfer operations such as copying to the disk or
printing.
DIGITAL LITERACY

 Processor management
The CPU can only execute one program at a time and therefore access to
CPU must be carefully controlled and monitored. The operating system must
decide which program will be allowed into the system and how long.
 Hardware management
Programs will request the use of input output devices during the course of
their execution and in a multi user system conflict are bound to arise, when a
device being utilized by one program is requested by another. The operating
system will control allocation of I/O devices and attempt to resolve any
conflict which may arise. It will also monitor the state of each I/O device and
signal any faults detected.
 Error Reporting
During program execution, if there occurs an error of any sort, the operating
system furnishes diagnostic messages to the user through e.g. the screen and
the program in execution is stopped for user corrective responses.
 Interfaces the user to the system hardware
The operator invokes the services of the operating system by use of
commands and the operating system communicates the messages regarding
the processing to the operator through e.g. the screen or the printer.
 Logging and accounting
The operating system keeps track of the records on the computer’s resources
use. A log of the tasks carried by the computer is kept. The operating system
keeps internal logs on the time, memory usage, peripherals used, etc

WORD PROCESSING

MICROSOFT WORD
Specific Objectives
a) define word processors
b) understand word processing concepts
c) explain the features of a word processors

GETTING STARTED
Microsoft Word is one of the most popular word processing programs supported by
both Mac and PC platforms. Microsoft Word can be used to create documents,
brochures, leaflets, outlines, resumes, lists, and simple web pages

CREATING A NEW DOCUMENT

Many of the steps you are about to read are for both PC and Mac computers. Some
of the steps have very similar descriptions. For your benefit, this tutorial has
combined the information but will offer different screen shots for each system when
necessary.
OPENING MICROSOFT WORD ON A PC To launch Microsoft Word, go to
Start > All Programs > Microsoft Office > Microsoft Office Word 2007.
A blank Word document will open.

SAVING YOUR DOCUMENT

Computers crash and documents are lost all the time, so it is best to save often

SAVING INITIALLY
Before you begin to type, you should save your document. To do this, go to Office
Icon (Figure 2) > Save As. Microsoft Word will open a dialog box (Figure 1) where
you can specify the new file’s name and location where you want it saved. Once you
have specified a name and a place for your new file, press the Save button.

Figure 2
Note: when you want to save your document on a Mac and then open it on a PC you
must specify a file extension (i.e. .doc). Usually your computer will do this for you,
but if it does not you must do this process while in Save As. Once you have titled
your document, you can give it a file extension by clicking in the Format box. Click
Microsoft Word Document for the correct file extension and make sure Append
File Extension is checked

SAVING LATER
DIGITAL LITERACY

After you have initially saved your blank document under a new name, you can
begin writing your paper. However, you will still want to periodically save your
work as insurance against a computer freeze or a power outage. To save, click
Office icon > Save.

TOOLBARS & TABS

The new Microsoft Word uses one main toolbar to allow you to modify your
document. Within this toolbar, you can switch between tabs to determine what you
would like to do.

THE MAIN TOOLBAR

This Toolbar contains all the options available to you in Microsoft Word

The Home Tab (Figure 4) is Microsoft Words standard view. This is the view most
widely used and allows you to format text by Font Style, Font Size, Bold, Italic,
Underline, Alignment, Numbered List, Bulleted List, Indentation, Spacing, and
Font Color.

The Insert Tab contains any additives you want to place in your document,
including but not limited to: Tables, Clip Art, Headers and Footers. These icons
are convenient and will bring up a dialogue box to give you further options when
clicked.
The Page Layout Tab contains icons for page setup and paragraph actions, such as
Margin, Page Orientation, Columns and Spacing

The References Tab (Figure 7) makes it especially simple to add Table of

Contents, Footnotes, Bibliographic Information, and Indexes

Figure 7. References Tab.

The Mailings Tab (Figure 8) is for post-office related uses. If you wanted to create
custom Envelopes, or Labels, this is where you would find such actions
Figure 8. Mailings Tab.

The Review Tab is where one can find Spelling & Grammar, the built in
Thesaurus and Dictionary, you can Track Changes, and Add Comments.

FORMATTING

FORMATTING THE DOCUMENT

The default page margins for Microsoft Word documents are 1 inch, but you may
want to change them for a project. To change the page margins on a PC, go to Page
Layout Tab > Margins. On a PC, a dropdown will appear to give a set of standard
options, but by clicking “Custom Margins,” a menu will appear where you can type
irregular margins (Figure 11).
From the same menu (Figure 1), click Portrait if you want your document to be 8.5
x 11 inches (most common). Click Landscape if you want your document to be 11
x 8.5 inches. Landscape simply flips the page 90 degrees.

Figure 11. Changing Margins in the Document Format Menu.

DIGITAL LITERACY

CUT, COPY, AND PASTE

You can use the Cut, Copy and Paste features of Word to change the order of
sections within your document, to move sections from other documents into new
documents, and to save yourself the time of retyping repetitive sections in a
document. Cut will actually remove the selection from the original location and
allow it to be placed somewhere else. Copy allows you to leave the original
selection where it is and insert a copy elsewhere. Paste is used to insert whatever
has been cut or copied.

To Cut or Copy: Highlight the text by clicking and dragging over the text to be cut
or copied. Go to Home Tab > Copy or Home Tab > Cut. Click the location where
the information should be placed. Go to Home Tab > Paste

FORMATTING TEXT
Before you type, you should select your font style, size, color and attributes (such as
bold, italic and underline) in the Home Tab. You can expand the Font Menu box to
get more options by clicking the down-arrow (Figure 13). However, if you wish to
change text that has already been typed, click and drag over the text to be changed
to highlight it (or go to Edit > Select All to select the entire document) and change
it as before.
Figure 13. Changing the font attributes in the Font menu

NUMBERED AND BULLETED LISTS

To create a simple numbered or bulleted list, click on the Number or Bullet button
on the Paragraph toolbar in the Home Tab. To have more control over the format
of your list, click the down arrows beside each style of list. Type the first item in the
list and press RETURN to move to the next number or bullet. Press RETURN
twice to exit the list.

ADDING COLUMNS
Columns can be used for a variety of document types, such as a tri-fold brochure.
To do this, go to Page Layout Tab > Columns. From the Columns menu, you can
choose the number of columns, or for more options, click More Columns where you
can set column width and spacing. Once you select your preferred design, it will
show up in the Preview box. This is a nice feature because it allows you to see what
DIGITAL LITERACY

you are selecting before applying it to your word document. When you are happy
with how your document looks, click OK.

Figure 14. Selecting the number of columns from the Columns Menu.

HEADERS AND FOOTERS

Headers and Footers can be used to give a uniform look to the pages of your
document. To create one, go to Insert Tab > Header and Footer. Use this toolbar
to insert and format words and objects in the header. When editing the header, a new
Top View will appear that is specific to headers and footers (Figure 15).

Figure 15. Using the Header and Footer toolbar.

INSERTING AND ADDING OBJECTS

CLIP ART
When trying to enhance your word document you may want to include Clip Art
and/or Word Art. Microsoft Word comes with a Clip Gallery (Figure 16) that
contains a large variety of images including pictures, borders, and backgrounds. To
find a desired image, you can either click on topics or type in the search box to find
exactly what you are looking for.
To insert Clip Art: Go to Insert Tab > Clip Art. A new toolbar will appear on the
left, where you can search or browse (by hitting “Go”) and then select the desired
picture in the Clip Gallery. The picture will be inserted at the location of your cursor
within your document. If you need to modify you Clip Art, click on it once to select
it, and small boxes will appear around the corners (See WordArt, Figure 3). Once
your Clip Art is selected, you can resize your picture by clicking and dragging on
the boxes. Holding SHIFT while clicking and dragging will resize the Clip Art
proportionately.
You can use the Drawing toolbar to further modify your Clip Art (Figure 2). To
delete Clip Art, select it by clicking on it until the black boxes appear and then hit
DELETE.

DRAWING
To draw in Word, go to the Insert Tab > Shapes and click the New Drawing
Canvas. A new toolbar will appear that is specific only to drawing tools.

Figure 17. Drawing toolbar.

WORDART
To insert WordArt: Go to Insert Tab > WordArt. Select the desired style and
click OK. Type the desired text and click OK. You can further modify your text by
using the Drawing toolbar. To select your WordArt, click on it, and small boxes
will appear in the corners (Figure 18). Moving the yellow box on a selected
WordArt allows the user to change the slant of the WordArt. WordArt can be
resized and deleted similarly to Clip Art
DIGITAL LITERACY

Figure 18. Selected WordArt.

WORD WRAP
Word Wrap is a part of formatting pictures. To use Word Wrap, select your
inserted image, and go to the newly created Format Tab where you can choose the
type of text wrapping you desire. For more options, select More Layout Options
(Figure 19).

Figure 19. Selecting a wrapping style.

INSERTING FROM A PREVIOUSLY CREATED FILE
To insert a picture or object that is not in the Clip Gallery, go to Insert Tab >
Picture and select the directory or disk where the file is located. The easiest way to
insert a Microsoft Excel file or graph is to open Microsoft Excel, copy your
information, and switch back to Word to paste.

CREATING A TABLE
To create a table within your document, go to Insert Tab > Table. Choose the
desired table size and format, and click OK. The table will be inserted at the cursor's
location within your document. To navigate within your table, use the arrow keys.
To modify your table, when your table is selected, a Design Tab and Layout Tab
DIGITAL LITERACY

will appear in the Toolbar (Figure 20). From here, you can add cells, columns or
rows, merge or split cells, and further modify your table. To exit the table, click
outside of it.

Figure 20. Table options from the Toolbar.

FLOWCHARTS
Flowcharts are used to create diagrams in Microsoft Word. Word 2007 has a new
feature called Smart Art that allows you to insert all types of Flowcharts. If you
want to create a custom flowchart, you can use the Drawing capabilities discussed
earlier. To insert Smart Art, go to Insert Tab > Smart Art. A dialogue box will
open (Figure 21) with basic choices

Figure 21. Smart Art Graphics

PRINTING
It is important to always save your document before you print!
PRINT PREVIEW
Before you print your document, you may want to preview it to make sure you are
happy with the page layout and appearance of your document. To do this, go to
Office Icon > Print > Print Preview. This should open up a preview of your
document and the Print Preview toolbar (Figure 22). The mouse should look like a
magnifying glass, which allows you to zoom into an area of your document by
clicking on it. (If the mouse does not look like a magnifying glass, use the Print
Preview toolbar to select the zoom tool.) If you are satisfied with the appearance of
your document, you can click on the Print icon in the Print Preview toolbar. If you
need to make changes to the document or are not ready to print, select Close on the
Print Preview toolbar.

Figure 22: Print Preview toolbar with a preview of the document behind it.

PRINTING
To print your document, go to Office Icon > Print > Print, select your desired
settings, and then click Print again. It is also possible to print by using the Print
icon on the Main Toolbar, however this does not bring up the Print dialogue box
that allows you to change your printing options, so it is advisable to use the other
method.
SAVING AS A PDF Go to Office Icon > Save As > PDF or XPS

OTHER HELPFUL FUNCTIONS

UNDO AND REDO

The easiest way to undo an action is with the key commands Ctrl + Z and to redo
an action with Ctrl + Y. It is important to note that not all actions are undoable, thus
it is important to save before you make any major changes in your document so you
can revert back to your saved document. There are also two icons (Figure 22) above
the Main Toolbar near the Save Icon. The left icon is undo and the right icon is redo
DIGITAL LITERACY

Figure 22. Undo and Redo

WORD COUNT
To get an accurate word count of your document, go to Review Tab > Word
Count. This will give you the total number of words in your document (Figure 23).
If you need to word-count a specific section, highlight that section first by clicking
and dragging over it and then to go Review Tab > Word Count as before.

QUITTING
Before you quit, it's a good idea to save your document one final time. Then, on a
Mac, go to Word > Quit or on a PC go to Office Icon > Exit Word. This is better
than just closing the window, as it insures your document quits correctly.

SHORCUT KEYS FOR MICROSOFT OFFICE

The shortcut keys listed below can be a great help when using Microsoft Office
products. Not only are they quick and easy, they are also amazing time savers.
CTRL+K Create a hyperlink
CTRL+/ Display HTML tags
CTRL+T Create an Auto Thumbnail of the selected picture
CTRL+SHIFT+B Preview a page in a Web browser
SHIFT+ALT+F11 Display the Microsoft Script Editor
CTRL+N Create a new page
CTRL+B Bold
CTRL+I Italic
CTRL+U Underline
CTRL+C Copy
CTRL+V Paste
CTRL+Z Undo
CTRL+S Save
CTRL+P Print
CTRL+O Open

EXERCISE 1:
1) Load Microsoft Word.
2) Type the following text :
The Fairy Tales we deserve The Disney Stories that enchant us today are drawn
from ancient, worldwide folk tradition. Some folklorists believe that "Cinderella" in
its most basic form--neglected youngest child is tested, found worthy, rewarded with
mate--dates back to the Old Stone Age. Cinderella Folk versions of "Cinderella"
were related in hundreds of societies. In these stories, the "test" for the unfortunate
child is different. Our familiar Cinderella is beautiful and has tiny feet. By contrast,
the Japanese Cinderella gets her Prince by writing a prize-winning
poem. Other fairytales include:
 Little Red Riding Hood
 Three Little Pigs
 bEAUTY AND THE bEAST
3) Save your work as “ Fairytales” on my Desktop.
4) Run the spell checker.
5) Embold and underline “ The Fairy Tales we deserve”
6) Change the line spacing of the paragraphs to 1.5.
7) Apply a hanging indentation to the second paragraph starting “ Folk versions…”
7) Replace the word “beautiful” with magnificent.

8) Insert a soft carriage return after the first sentence.

9) Apply the style Heading 1 to “Cinderella”

DIGITAL LITERACY

10) Apply a 6pt width page border to the document.

11) Add a header to the document and write your Name and Surname.

12) Change the bullets Points to a numbered list.

13) Create a table as showing the test below.

January Tests
Surname Name English German Computer
Xuereb Norbert 85 42 98
Spiteri Richard 53 45 75
Borg Clive 55 85 82
Caruana Michelle 45 45 25

14) Highlight the 2nd row and right-align the data.

15) Apply superscript to the word “ Xuereb” and change it to capital letters.
16) Below the table insert a picture about Computers from clip art.

17) Using the help function, search using the word “ Table” choose “Delete a cell ,
row , or column from a table”. Copy the first point stating “ Select the
cells…..delete” and paste it under the table.
18) Set the top margin to 3 cm.
19) Save your work and close Microsoft word.

SPREADSHEET

Specific Objectives
a) explain the worksheet formatting
b) explain cell data types
c) explain the worksheet layout
d) use formulae and functions
e) explain charting
f) describe skills in simple database management
g) describe worksheet and chart printing
h) explain the use of utilities
i) explain the use of macros

MICROSOFT EXCEL

1. Window manipulation buttons - minimize, maximize and close window

2. Title bar - contains document's name, extension (.xlsx) and the program name

3. Tabs:

File Page layout Review

Home Formulas View

Insert Data
DIGITAL LITERACY

4. Toolbar

some tools have hidden tools. If they do, they have an arrow in their lower right
corner which, when clicked, displays additional options

tools that cannot be applied to a selected object are greyed out:

 Greyed out
 Same icon active

tools that have an downward arrow lead to another sequence of commands when
pressed

5. Selected cells – before we can enter a text, number, “Sparkline” (chart contained
within one cell) or other data, we must first select a cell or cells

6. Column titles (letters)

7. Row titles (numbers)

8. Sheets – can be renamed

9. Scroll bars for horizontal and vertical navigation (sliders)

10. Status bar - displays information about some special functions of Microsoft
Excel

11. Formula Bar – for cell contents including formulas or text

Spreadsheet or Workbook: a Microsoft Excel file which contains any number of

worksheets (3 by default)

Worksheet: consists of a large number of cells arranged in columns and rows that
form a table

Cell: basic element in Excel for data entry (text, number, formula)

cell address: column letter and row number on a worksheet, e.g. A1, C7, F25

Selecting cells -press the left mouse button on a cell in order to select it. Enter data
–data can be added cells and existing content can also be edited.
Add content to cell – single-click with the left mouse button on a cell and enter any
extra data.

Change the existing content – single click on the selected cell and then click on the
formula bar to make changes to the data. Alternatively, press F2 after selecting the
cell to move the cursor into the formula bar

If entered content exceeds cell width, it will be displayed over adjacent cells,
provided that the adjacent cells have no data entered. However this can also be
customized using the Wrap Text option in the Alignment toolbar

To move to another cell: you can use the TAB key to move to the right, the
ENTER key to move down, the keys with arrow on the keyboard, or the left mouse
button.

To select a range of cells:

select the first cell in a range, press and hold the left mouse button, move the mouse
to the last cell and release the left button, or

select the first cell in a range, press and hold the Shift key, select the last cell in the
range and release the Shift key

Select a row or column: press the mouse button on the row number or column
letter.

Select several adjacent rows: press the left mouse button on the row number, press
and hold the left mouse button, move the mouse to the last row and release the left
button (or use the Shift key, while it is pressed, select the first then the last row and
then release the Shift key).

Rename worksheet:

while we are positioned in the worksheet, we want to rename: press the Format
button on the Home ribbon, choose the Rename Sheet option, enter a new name and
press the Enter key, or

press the right mouse button on the tab of the worksheet and from the quick menu
choose the Rename option, or
DIGITAL LITERACY

double click on the tab of the worksheet and type the new worksheet name.

Copying and moving worksheets within or between spreadsheets (spreadsheets

must be open):

1. press the right mouse button on the worksheets sheet tab and choose the Move or
Copy sheet option

2. within the dialog box that appears, choose the workbook you want to move the
sheet to, and the sheet before which it will be placed

If you want to copy the sheet, mark the checkbox next to the Create a Copy option,
otherwise the worksheet will be moved.

Deleting cell content – select one or more cells (with the Shift key if they are
adjacent, or with the Ctrl key if they are not), and press the Delete key or Delete
button on the Home ribbon.

Always select the cells first and then the desired tool. Arrow in the lower right
corner will provide you with additional options

Undo change and redo change

Tool Save (keyboard shortcut Ctrl + S)

Save in - choose the location where the file will saved

File name - type in the file name

Save as type – choose the file type - format in which file will be saved

Creating a new workbook: press the Office button, choose the New option, then
Blank workbook, and then press the Create button (or use the keyboard shortcut Ctrl
+ N)

Creating a new file can be facilitated by using a template – extension .xltx

Creating a new spreadsheet using template: after choosing the New option, select
the Sample Templates option

Open an existing file - to open several files at once, use the Ctrl key or the Shift key
to select them

Print:

 Printer – choose printer

 Copies – number of copies to be printed
 Range
 Print active sheets
 Print entire workbook
 Print selection
 Orientation
 Portrait - vertical paper
 Landscape- horizontal paper

 Margins: - Normal - Narrow - Wide

 Scaling:
 No scaling  Fit all columns to one
 Fit sheet to one page page
 Fit all rows to one page

Collated – will print the entire worksheet from start to finish, then will make copies
according to the selected number of copies;
Uncollated - will print the first page according to the selected number of copies,
then the second page, etc.
Page setup

 Page – on the drop-down menu, choose paper size

 Margins –manually set the margins

 Header / Footer – enter header / footer information within the fields

DIGITAL LITERACY

 Sheets – select a cell range that will automatically print and rows that will
repeat on each page of the worksheet
Share –there are new features that make it easy to share documents:
 Change File Type – save the file in another file type - format

 Create PDF/XPS Document – save the file in a fixed format, cannot be

easily changed

Options
 on the General tab, you can enter a username

 on the Save tab > there are fields to enter “AutoRecover file location” and
“Default file location”
Enter function:
1. select a cell range

2. enter a function via menu shown on the right

Or:
1. select the cell in which you want to enter function value
2. enter the symbol „=“
3. enter the function manually (e.g. „sum“), and the cell range to which the
function will apply, respecting syntax

Most often used functions:

Sort A to Z - sort data within a table from minimum to maximum value, or

Sort Z to A – sort data within a table from maximum to minimum values

Find: enter a word or phrase and press the Find button

Replace: - Find What – field to enter the word we are searching for;
- Replace With - field to enter the word that we want to use as a replacement

Format Painter - copy formatting from one part of the text to another
Help in MS Excel , or F1 on the keyboard

INSERT TAB

Shapes – after selecting a shape, we can insert it in the sheet using the drag-and-
drop method, which automatically defines its size and position.
Arrange – sets elements in front of (option Bring forward) or behind (option Send to
back) other elements.
- opens color palette
- opens color palette and options for choosing type and thickness of lines
- effects: 3D, shadow, reflection, rotation etc.

Pictures
to select a picture: press the left mouse button on it, the picture will get squares on
the border called control points which allows the size of the image to be
manipulated.
set object size:
manually: select an object, move some of the control points using the drag-and-
drop method
enter values: press the right mouse button on the object and choose the Format
Picture option; on the Size tab, enter values for height and width
While the object is selected, we can open the Format tab, that contains some new
formatting options

Corrections - tool for contrast, brightness, sharpness correction –

Color - change color of the images in order to better match the rest of the content –
Artistic effects - tools that can make an image appear as if it was a drawing or
painting
tool for inserting a text box; after selecting this tool, we can set the position and
the size of the text box in the worksheet via the drag-and-drop method
DIGITAL LITERACY

Header and Footer - edit: press the left mouse button within the header or footer
field, or: press the right mouse button and from the quick menu, choose the Edit
Text option

insert date and time

insert page number

Chart
Charts are graphical representations of table data in various forms, like column
graph. Tabular data and graph are connected -therefore changes in the table are
reflected in the chart
 when we insert a chart, a table for data entry opens in Microsoft Excel and
we can enter data. Also, if we select a cell range filled with data, the chart
will be automatically filled with the selected data.

 to change chart size: select a chart and move (drag-and-drop) the control
points to the desired direction

 changes in the chart can be done via the Chart Tools toolbar, that appears
when the chart is selected; via the quick menu or by double-click with the
left mouse button on the chart
 Format Chart Area – effects like color fill, 3D, rotation, shadow etc. are
accessible
 Change Chart Type – choose chart type
 move the chart: within the Chart Tools toolbar, select the Design and choose
tool Move chart:
 New sheet (and there is a field to enter the worksheet's name), or
 Object in > on the drop-down menu, choose the worksheet in which you
want to place the chart
„SmartArt“
 fields can be moved in order to edit its structure: press the left mouse button
on the fields border, via the drag-and-drop method, move it to the desired
position

 add new field: press the right mouse button over the field, upon which you
want to add a new field and choose the Add Shape option on the quick
menu, then choose where to add it “below” or “above” (hierarchal)
  deleting: select a field and press the Delete button

Sparklines
 chart within one cell;

 needs to have a defined position (cell address that contains it) and data cell

VIEW TAB

Normal - for creating a worksheet

Page Layout – for print preview of the data set for printing, header and footer
Zoom – choose offered or enter value

Freeze and unfreeze rows and columns in order to always be visible. This is useful
when the data in the worksheet does not fit on the computer screen but the user
needs to see the row and column labels:
 freezing columns and rows: select a cell within the sheet and choose the
Freeze Panes button. Columns to the left and rows above will be “frozen”
meaning that as the user scrolls left and right in the worksheet, the frozen
cells always remain visible.
 freezing top row: choose the Freeze Panes button and choose freeze top row
 freezing first column: choose the Freeze Panes button and choose freeze first
column

FORMULAS

Basic arithmetic operators:

 addition = A1 + A2

 multiplication = A3 * C5

 division = C5/C3

 exponentiation = F15^ A2
DIGITAL LITERACY

Relative cell referencing (e.g. C5)

when the formula is copied with AutoFill and it has relative cell references, cell
references are going to adapt, for example:
If we use Auto fill to copy the following formula: =C5+B5, it will change to:
=C6+B6, =C7+B7 etc.

Absolute cell referencing (e.g. $C$5)

If the cell is referenced absolutely in a formula, then applying the Auto fill tool will
result in:
=$C$5+B5, =$C$5+B6, =$C$5+B7 etc.
You can change the selected cell reference from relative to absolute and vice versa
by using the F4key

Logical function if
= logical function that compares cell values with some expression or value. We
define the appropriate action depending on the result

EXERCISE:

1. Create a blank workbook in MS Excel 2007 and save it as "<Your Index

no>_E01".
2. Create a table with 7 rows and 9 columns in the cell range A3:I9,You have to
bold and center the heading of each column.
3. Insert a title "Anne College" and a sub title "Mark sheet for A/L Biology - Class
A", by centering it with the table, making the text bold, and changing the font size
16 for main title and 14 for subtitle.
4. Enter the data given under the columns, "Index No", "Name", "Physics",
"Chemistry", "Biology", and"English".
5. Use the relevant formula to calculate the total marks of 'Liyanage' (Index No.-
1001) and copy theformula to the relevant cells.
6. Use the relevant formula to calculate the average marks of 'Liyanage' (Index No.-
1001) and copy theformula to the relevant cells.
7. Format the "Average" column with two decimal places.
8. Use the relevant formula to find the rank of 'Liyanage' (Index No.- 1001) and
copy the formula to the relevant cells.
9. Use conditional formatting to change the color of the cells of which the average
mark is more than 60, into green.
10. Select the columns, "Index No", "Physics", "Chemistry", "Biology", and
"English" column and draw a column chart as shown below.

MICROSOFT ACCESS

Specific Objectives
a) explain the worksheet formatting
b) explain cell data types
c) explain the worksheet layout
d) use formulae and functions
e) explain charting
f) describe skills in simple database management
g) describe worksheet and chart printing
h) explain the use of utilities
i) explain the use of macros

INTRODUCTION MICROSOFT ACCESS

DIGITAL LITERACY

One of the most powerful applications of computers is its capability to store,

organize, and retrieve large quantities of data.
An organized collection of related data is referred to as a database.
A database is a collection of objects that allow you to store data, organize and
retrieve it in any way you want.

STARTING ACCESS PROGRAM

You can start your Access program in different ways. One way is using Start button:
1. Click on the Start button.
2. In the menu that appears select
All Programs>Microsoft Office >Microsoft Office Access 2007
You have the following three options:
(i) Open a Blank Database
(ii) Open a Microsoft template
(iii) Open a Recent Database

Creating a Database from the scratch

Choose the option Open a Blank Database for creating a Database
from the scratch.
1. Blank database with the default name Database1 appears
as shown in Fig. 5.3.

2. Type the file name of the database e.g. NIOS_dbase.

(It is recommended to create a general database before creating tables and forms.)
3. Browse and select folder
4. Click Create.
Your database file NIOS_dbase is saved in the specified folder and opens for you to
create an Access table in datasheet view.

HOW ACCESS STORES DATA IN TABLES

DIGITAL LITERACY

Access 2007 stores data in tables which look more like the cells of a spreadsheet
with columns and rows. Each row represents a record, and each column represents
a field. Table 5.1 is an
example of a Table having Details of Students. In this Students database each
student would be considered as a record and each record (student) consists of
headings or categories called
fields or attributes, and each record in the database is formatted in the same way.
Table 5.1: Details of Students
Enrolment First Surname Mother’s Gender Date of City
No. Name Name Name Birth
Sohan Verma Rama Devi Male 15/01/1992 Patna
Mohan Nath Veena Rani Male 10/11/1991 Gwalior
Meghna Kishore Deepa Kishore Female 28/02/1990 Agra
Ashita Agrawal Abha Agrawal Female 26/03/1993 New
Delhi
Rohit Goel Kavita Goel Male 10/07/1992 Mysore
Anshul Agrawal Hansi Agrawal Male 26/11/1995 Gwalior

ENTER DATA INTO A TABLE

Once a table has been created, data can be entered.
1. If your new table is not open, double click on its title, in the Navigation Pane.
2. In the Home tab>Views group, select Datasheet View.(The default view for a
new table is Datasheet view.)

3. The first field (column) is automatically named ID, the data type is AutoNumber
and it is the assigned Primary Key. Generally Primary keys are not required but
they are needed to combine two or more tables, columns, or rows in a database.
Primary key is a unique number, i.e., it cannot be duplicated.
4. Double click on Add New Field and type in the new field name F_name for the
First Name, L_name for Last name of the student and so on as given in Table 5.1.
When entering field names, do not use spaces or punctuation.
5. Type in Sohan, in the first row under the field F_name.
6. The Data Type is set to Text. While entering numbers or date, the data type
would be set to Number or Date and Time and so on. Complete the table by
entering data (as given in Table 5.1). The screen will look like Fig 5.7.

Fig. 5.7

Data Types
It is important to assign appropriate data types as given in Table 5.2 to a field since
they specify what type of data can be entered
into a field.
Data Type Description
Text-Can contain text, numbers, or a combination that do not require calculations
such as addresses, phone numbers, etc. Maximum number of characters, including
spaces, is 255 characters.
Memo- Similar to the text field but can hold huge data.
Number Can have Numeric data only
Date/Time- Date and Time information
DIGITAL LITERACY

Currency-Currency up to precisely 4 decimal places

AutoNumber- Use when sequential, random, or replication ID numbers are needed.
Access creates a unique number for each new record. This is often the primary key
for the table.
Yes/No- Use when Yes/No, True/False, or On/Off are necessary.
OLE Object- Add objects such as Excel workbooks or Word documents that are
linked or embedded.
Hyperlink-Link to files, objects or web links.
Attachment- Attachments such as images, spreadsheets, documents,and charts.

SAVE A TABLE
Saving a table with a specific title will help when organizing information, creating
queries, forms, and pages, and connecting to other tables.
1. To save the current table, click the Save button in the Quick Access Toolbar.
2. You can also get to a Save button through the Office Button.
3. You can use Save As, from the Office Button to rename the database, save a
copy or to save it in another format

CHANGE VIEWS
A view is a way of looking the data stored in tables. Two possible ways for viewing
the data are Datasheet view and Design view.
View buttons are provided in the lower right corner of the Access window which
help you to switch from one view to other. You can also use view buttons on the
Home tab to change views.
Adding Fields in Datasheet View
By default, Access 2007 creates one field in each new table, the ID field. This field
auto-numbers to give each record in the table a unique number identifier. Recall that
records are the rows in a table.
To add more fields to a table in Datasheet View, double click on the Add New
Field header. The Add New Field text will disappear from the header. Name the
field by typing the name directly into the header. Press the tab key on your
keyboard to move to the next field.
Adding Fields in Design View
In Design View, the field names are along the left-hand column instead of across the
top like in Datasheet View.
Creating or editing a table in Design View gives you freedom to construct a table
with specifications for data collection. You do not type in the actual data in this
screen. You are setting up the table structure - field names, data types, field size, etc.
To add a new field to a table in Design View, just click in the cell where you want
the new field and type the field name. When you switch back to Datasheet View,
your new field appears as its own column. In Design View, you have many field
property options that you can set to ensure that data can only be entered in certain
formats.
Setting these options is a good idea if you want to make sure the data that you have
in your database is correct in all respect.

CHANGING COLUMN WIDTH

When you create a table from scratch in the Datasheet View, Microsoft Access
assigns it a default width. That width may appear to be too narrow or too wide to
accommodate data. You can widen or narrow a column in many ways.
To change the width of a column position, place the mouse on the right border of a
column header. The mouse pointer would change into a horizontal double arrow
crossed by a vertical line. Drag in the desired direction, left or right until you get the
desired width. If you double-click, the column would be resized to the maximum
width of the column.
Inserting a Column/ Field
Inserting a column consists of adding one between two existing
fields. You can do it in any of the following ways:
To insert a column using the Ribbon, first click a cell under the column that will
succeed it. Then, in the Fields &Columns section of the Datasheet tab, click the
Insert button
To insert a column from the table, right-click the column that will succeed it and
click Insert Column.
To insert a field from the Field Templates, click and drag it from the Field
Templates and drop it to the left of the column that will succeed it.
To insert a field in Design View, select the field before which a field is to be
inserted, click the Design tab on the
DIGITAL LITERACY

Ribbon and then the Tools group click Add rows. A blank field will be inserted.

Moving Fields
If you want to rearrange the order in which your fields appear in a table, Access
2007 lets you easily move them around. To move a field in Datasheet View, drag
and drop the field to the location you want. To do this:
Click on the field header for the field you wish to move.
Move the mouse in the area of the header. When the cross with arrows appears,
hold down your left mouse button. With the left mouse button still held down, move
the cursor to where you would like the field to appear.

Deleting Fields
To delete a field in Datasheet View, just click on the field header and then select
Delete from the Field & Column command group.
This is found on the Datasheet tab on the Ribbon.
To delete a field in Design View, select the field to be deleted,
click the Design tab on the Ribbon and then in the Tools group
click Delete rows.

MODIFYING A TABLE IN DESIGN VIEW

If you print the table which is shown in fig. 5.7 as it is, it is not clear what F_name
or M_name stands for. Is it first name and middle name or father’s name and
mother’s name? Similarly we
see that Gender is having only two values. Either it is male or female. Therefore, in
order to give suitable table headings or changing the data type, you can edit the table
which is done in
Design view.
If you need to change data types, click on the down arrow in the box next to Data
Type to make your selection.
1. The default view for a new table is Datasheet view. In the Home tab Views
group, select the Design View button to switch to Design View.
2. To add or edit fields, type in the Field Name column. When entering field names,
do not use spaces or punctuation.
3. You can set more specific settings for your data types in Design View. For
example, select the field ID, locate the General tab and label the Caption as
Enrolment No.
4. Similarly type a label for the Captions e.g. First Name, Last Name and
Mother’s Name for fields F_name, L_name and M_name and the set the Field
Size as 30, 20 and 40 respectively. The field size indicates that the data cannot
exceed the specified limit.
5. Select the field Gender and under Data Type, click on the down arrow and select
an appropriate data type Yes/No (Fig. 5.8) and in General Tab for caption type
Female?

CLOSE A DATABASE AND EXIT ACCESS

The following points describe how you close a database and exit Access.
To close a database
1. Click the Microsoft Office button. A menu appears.
2. Click Close Database. Access closes the database.
To exit Access
1. Click the Microsoft Office button. A menu appears.
2. Click Exit Access. You exit Access

CREATING QUERIES
Access 2007 has a powerful feature of queries. Queries actually mean the question
you asked from the database to get the desired result. A query can be designed to
extract data from one
or more database tables. Queries in Access can be created in various ways and range
from very simple field selection to complex conditional statements or calculations.
Access 2007 allows you to create queries in two ways.
(1) Using the query wizard
(2) Using design view

Creating a simple query using the query wizard

When you use this method for creating query, the query wizard guides you through
a series of dialogue boxes and you can proceed by selecting various options. The
steps are given as follows:
DIGITAL LITERACY

1. Click create tab

2. In the other group, click on the query wizard (Fig 5.11).
3. When new query dialogue box appears, Select simple query wizard and click
OK (Fig 5.1)

Fig 5.11

Fig 5.12

A simple query wizard dialogue box appears. From the Tables/Queries list box,
select the table on which you want to create the simple query. Here we have selected
the table named Friends of Mine (Fig 5.13).
5. All the fields of selected table are shown in the available field’s area. Select the
field you want to add in your query and then click on the > button. If you want to
select all the fields than you can click on >> button. (See fig 5.13)
 Fig 5.13

Fig 5.14
6. In Fig 5.14, it has been shown how to select one field from the available field’s
area and move it to the selected field’s area. In this case we have selected 3 fields,
first name, last name and phone number
DIGITAL LITERACY

Fig 5.15
7. Click on the next button. Next screen appears as shown in Fig 5.15.
8. Type a title for your query in the box provided as shown in Fig 5.15. Here title for
the query is Names and numbers.
9. Click on the finish button.
10. Access 2007 displays the result of query in the form of a table as shown in Fig
5.16. Since we have asked only for 3 fields, First name, last name and the phone
number to be
shown from the table Friends of Mine, only these 3 fields are displayed as you can
see in Fig 5.16. This is a simple query.

Fig 5.16

Creating Query Using Design View

A query can also be created using Design View in which you can define the
structure of query. To create a query, you open the tables on which you are going to
base your query in Query
Design view, and then use the options to create your query. Click the Run button to
display the results. Queries can be saved for later use also. The steps are as follows:
1. Click the Create tab.
2. Click the Query Design button in the other group. The Show Table dialog box
appears
(Fig. 5.17).
3. Click on the tables tab. A list of tables appears.
4. Double Click to choose the table on which you want to base your query. Here
student_pers table has been selected (Fig 5.17). (You can select more than one
table also).
5. Click Add. The table appears in the window.
6. Click Close to close the show table box. Access changes to Query Design view. If
you select more than one table, you have to show relationship between them through
Primary key.

Fig 5.17

To Show a single column:

DIGITAL LITERACY

1. Click on the field name you want to display. (In this case it is student name field
of student_pers table).
2. Drag it in the field line or you can double click on the field to bring it to the field
line
(Fig. 5.18).
3. Click the Run button. Access shows the column you chose (Fig. 5.19).

Fig 5.18
 Fig 5.19

Showing Multiple Columns

You can use an Access query to show multiple columns of data. On the Field line in
Query Design view, choose the field name of each field you want to show in the
same order as you want to display them in the query. The steps are as follows:
1. As the students table is already selected you can select the field from the given
list.
2. Click on the field names you want to show one by one in the order you want to
display them. For example you can place roll no field before the student name field
in the field’s grid area (Fig 5.20).

Fig 5.20
DIGITAL LITERACY

Click the Run button. Access displays the columns you chose (Fig 5.21).

Fig 5.21

SORT A QUERY
When creating a query, you can sort the columns in ascending or descending order
by choosing the option you want on the Sort row in Query Design view. The steps
are as follows:
1. Open the student_pers table in the design view
2. Select and drag the fields in the field grid area in the order you want them to be
displayed.
3. Click in the sort row in the column which you want to sort (in this case it is the
State column) and Click the down pointing arrow that appears and then choose
ascending (or descending)from the drop down list (Fig 5.22).
4. Click Run button.
5. The sorted column is shown along with others in the Fig 5.23.
 Fig 5.22

Fig 5.23

To retrieve specific records, the steps are as follows:

1. Open a table or query in Query Design view.
2. Choose the field names you want to display in the order you want to show them.
3. Choose the field names you want to sort by in the order you want to sort.
4. Under the fields you want to sort by, choose Ascending or Descending.
5. Deselect the Show button for columns you do not want to display.
DIGITAL LITERACY

6. Enter your selection criteria on the Criteria line (Here the criteria entered in the
state column is = “DELHI”) (Fig5.24).
7. Click the Run button. The query results can be viewed in the Fig 5.25.

Fig 5.24
 Fig 5.25

Adding Multiple Criteria

You can apply multiple criteria to the same table. If you place two criteria on the
same line, Access will only retrieve records where both criteria are met. For
example, if you want all records where the State is equal to “UP” and the CITY is
equal to GHAZIABAD,
you would set the State field to = “UP” and the CITY field to = “GHAZIABAD”
and you would place both criteria on the same line.
The steps for using and criteria are shown in Fig 5.26 and result is shown in Fig
5.27.
If you place one set of criteria on the Criteria line and the second set of criteria on
the Or line, Access will retrieve records where either of the two criteria is satisfied.
You can add additional and and or statements by using the lines below the Or line.
For And clauses, place the criteria on the same line; for Or clauses, place the
criteria on separate lines.
DIGITAL LITERACY

Fig 5.26

SAVE A QUERY
After you create a query, you can save it. You can re-run a saved query at any time.
If you change the data on which the saved query is based, you will see the changes
when you re-run the
query. The steps are as follows:
1. Click the Save button on the Quick Access toolbar. The Save As dialog box
appears.
2. Type the name you want to give to your query.
3. Click OK. Access saves the query. (Fig 5.28)
 Fig 5.28
FORMS
A form is a graphical representation of a table. One can add, update and delete
records in table by using a form. A form is very useful to use when the table
contains numerous fields. Forms
make it easy for you to access information in a database. With a form, you can
focus on one record in a database at a time and can view, add and delete data from
that record.
Creating a Form using the Form Tool
Form tool in access 2007 can be used to create a form with a single mouse- click. To
create a form with this tool, steps are as follows:
1. In the Navigation Pane, select the table or query to create a form.
2. Click on the create tab
3. In the forms group, click form (Fig. 5.29)
4. Form is created displaying it in layout view along with the form layout tools i.e.
Format tab in the ribbon. (Fig 5.30)

Fig 5.29
Creating a Form using Form Wizard
1. Click the create tab
2. In the forms group, click more forms (Fig. 5.31)
DIGITAL LITERACY

Fig 5.30

Fig 5.31
3. When you click form wizard, a Form wizard dialog box appears. (Fig 5.32)
4. From the available fields area, select the fields one by one which you want in
your form. Click > button. To select all fields click on >> button.

Fig 5.32
5. Now click Next button (Fig. 5.32)
6. Select a layout for the form. The various layout for forms available are columnar,
tabular, datasheet and justified and click Next
button (fig. 5.33).

Fig 5.33
Provide a title for the form. (Fig. 5.35) and click Finish button.
DIGITAL LITERACY

Fig 5.35
The form will open in Form View (Fig. 5.36)

Fig 5.36
REPORTS
Although tables, queries and form can be printed, they may not look very
professional, as they are not designed for printing purposes. Reports, however, are
designed to take the data from
a table or selected by a query and printed in a professional looking layout. Report
allows you to group, sort and manipulate the data to suit your requirements. Reports
are the most powerful and
flexible way to view and print the information in your database. To make your data
more presentable for others to record and easily understand, you would need to
create reports.

Creating a Report using Report Tool

The Report tool in Access 2007 helps you to create a report very fast. Steps are as
follows:
1. In the Navigation Pane, click the table or query for which you want to make a
report.

Fig 5.37
2. Click the create tab, in the Reports group, click Report.(Fig 5.37)
3. Report is generated and displayed in layout view along with the Report Layout
Tools i.e. Format Tab in the ribbon (Fig 5.38).

Fig 5.38
Creating a Report Using Report Wizard
DIGITAL LITERACY

Report Wizard can be used to include the selected fields in your report and specify
how the data is grouped and sorted. Fields from more than one table or query, can
also be used if you have
already specified the relationship between the tables and queries. Various steps are
as follows:
1. Click the Create Tab, in the forms group, click Report wizard button. A Report
wizard dialog box appears (Fig. 5.39).

Fig 5.39
2. Click in the Tables/Queries list box and choose the table or query name that
contains the data to be included in a report.
3. From Available Fields: area, select the fields which you want in your report and
click > button. To select all the fields present in the Available Fields: area, click >>
button.
To remove a field from the Selected Fields: area click the < button. To remove all
the fields, click the << button. ClickNext button.
4. Additional dialog box appears, asking for grouping your data by a specific field
(Fig 5.40).
 Fig 5.40
5. Click a field name displayed in the box, Click > button and then click Next
button.
In this dialog box choose a field for sorting your data in report student name as field
been choosen (Fig 5.41). Click next button.
7. Select a layout for the report from the layout group (Fig 5.42).

Fig 5.41
DIGITAL LITERACY

Fig 5.42
8. Select orientation of the page from orientation group, click Next button. In the
dialog box that appears, choose a style you want for this report (Fig 5.43).
9. Click next button provide a title for the report and click Finish button.

Fig 5.43
The report will open as shown in the Fig 5.44.
 Fig 5.44
Creating a Report using Blank Report Tool
Steps for creating this report are as follows:
1. Click create tab, in the report group, click Blank Report button.
A blank report is opened in Layout view along with the Field List Pane (Fig 5.45).

Fig 5.45
In the Field List pane, click the plus sign (+) against the table that contains the fields
to be include in the report(Fig 5.46).

Fig 5.46
DIGITAL LITERACY

To add a field to the report, double-click it. If you want to add tools in the report
like title, page numbers, etc., click under Format tab and in the controls group,
click the tool which you want.
After adding tool, the report will appear as shown in Fig 5.47.

Fig 5.47
SECTIONS OF A REPORT
The design of a report in Access 2007 has following sections (Fig 5.48)

Fig 5.48
Report Header: It is at the beginning of the report and contains information that
might normally appear on a cover page, such as a title.
Page Header: Presented at the top of every page. For example, fields of the table.
Group Header: Presented at the beginning of each new group of records.
Detail: Presented once for every row in the record source.
Group footer: Printed at the end of each group of records.
Page Footer: Printed at the end of every page. Use a page footer to print page
numbers.
Report Footer: Printed just once at the end of the report. Use the report footer to
print report totals or other summary information for the complete report.
PRINT PREVIEW A REPORT
Various steps to print Preview a report are as follows:
1. Click on the MS office button, menu appears. (Fig. 5.49)

Fig 5.49
2. Now, point the cursor in Print option (Fig 5.50), click on Print Preview.
3. Access switches to Print Preview
DIGITAL LITERACY

Fig 5.50
PRINTING A REPORT
 1. Click on the MS office button, click on the Print option. A print dialog box
appears
(Fig 5.51). Provide the desired information before printing and click on OK
button to print the report

Fig 5.51

MICROSOFT POWERPOINT

INTRODUCTION TO POWERPOINT 2007

Specific objectives
1. To start PowerPoint
2. To work with layouts, text, and slides
3. To work with templates and images
4. To work with drawing tools
5. To use different views and printing options
6. To put your presentation on the World Wide Web
DIGITAL LITERACY

7. To identify and employ elements of a good presentation

Presentation: This is the primary type of file PowerPoint is used to create.

Presentations typically have the file extension
.ppt; however, you can also save PowerPoint presentations as Adobe Acrobat
documents with the file extension .pdf.
Finally, you can save your presentation as a web page, with the file extension .html
or .htm.
Slides: it is individual parts of a presentation. Slides are similar to the individual
pages in a print document, and can
contain text, graphics, and animation.
Layout: it is the specific arrangement of text and images on a slide. Layouts can be
very simple, consisting of simple
titles and text, or they can be more complex and include elaborate colors and
images. You can also include
animation, sounds, and other multimedia objects in your layout.
View: Microsoft PowerPoint has three main views: normal view, slide sorter view,
and slide show view. Normal view
is the main editing view. Slide sorter view is an exclusive view of your slides in
thumbnail form, helpful for rearranging
the order of your slides. Slide show view takes up the full computer screen, like an
actual slide show presentation. In
this full-screen view, you see your presentation the way your audience will.
Design Template: it is the specific “look” of a slide or group of slides. A design
template can be very basic - with black
text on a white background - or it can be very colorful and complex. Typically,
PowerPoint presentations have the
same design template for all slides, although it is possible to select a different design
template for each slide. Later,
I’ll show you how to select different design templates.
Slide Show: The way a presentation appears when you are presenting it. When you
display your slides in a slide
show, the slides typically take up the whole screen, and they appear in sequence.
Placeholder: Boxes with dotted or hatch-marked outlines that appear when you
create a new slide. These boxes act
as "placeholders" for objects such as the slide title, text, clip art, charts, and tables.
Placeholders are sometimes
called “text boxes.”
Sizing handles: Small circles that appear along the edges of the selection rectangle
around an object on your slide.
You drag a sizing handle to change the shape or size of an object. To maintain the
proportions of an object while
resizing, simply drag a corner handle.
Starting PowerPoint
This section describes how to start PowerPoint, what you will see when you
first open the program,
and how to start creating a presentation from scratch.
Step 1:
To start PowerPoint, go to the Start menu and select Programs ->Microsoft Office -
>Power Point.
Step 2:
PowerPoint opens in “Normal” view. In normal view, you will see the following:
• A blank slide in the center of the window.
• Off to the left, a “Slides” pane that will display a thumbnail sketch of all the slides
in your
presentation, in sequence.
• Off to the right, a “Task” pane that will display the following options for getting
started:
i. “Open,” to open a pre-existing presentation.
ii. Create a new presentation,” to start a new presentation.
Step 3:
Click "Create a new presentation" to start a new presentation.
Step 4:
Click “Blank presentation” to create a presentation from scratch. Your other options
here are “From design
template”, “From AutoContent wizard” and “From existing presentation”.
Step 5:
DIGITAL LITERACY

Click on a desired layout from the choices that appear in the task pane. A discussion
of layouts follows in
the next section.
NOTE:
To return to Normal view at any time, go to View ->Normal.
Layouts, Text, and Slides
This section describes how to apply a layout; insert, format, and delete text;
and insert
and delete slides.
To apply a layout to your new slide:
Step 1:
Scroll through the available layouts in the “Slide Layout” task pane off to the right.
Step 2:
Click on the layout you would like to apply to your slides.
NOTE: You may change the layout of all or some of your slides at any point while
working on your
presentation. To apply a layout to only certain slides, select the slides you want in
the slide pane on the left,
and then go to the task pane on the right. Click the downward arrow button on the
right side of the layout
you want in the task pane on the right. You will get a menu that lets you choose
"apply to selected slides”.
To insert and format text in a slide:
Step 1:
Click inside a placeholder.
Step 2:
Enter text. You may use the formatting toolbar at the top of the PowerPoint window
to apply various formats
to your selected text. You may notice this toolbar is identical to the one used in
Microsoft Word.
Step 3:
When you are finished entering text, click outside the placeholder on some “empty
space.”
To delete text:
Option #1: Highlight the text you want to delete by dragging the cursor over the
letters, and press the delete
key.
Option #2: Click on the selection rectangle around the text so that its border
changes from hatch marks to
dots, and then press the delete key
To insert a new slide:
Option #1: Go to Insert->New Slide. A blank slide will appear in the workspace,
positioned after the selected
slide or slide you were viewing.
Option #2: Click on the "New Slide” button on the formatting toolbar at the top of
the PowerPoint window.
Option #3: On the Slides pane (off to the left), position your cursor to the point in
the presentation where
you would like the new slide to appear (i.e. between slides, at the beginning of the
presentation, or at the
end of the presentation). Right click, and choose “New slide” from the menu that
appears.
To delete a slide:
Option #1: Go to Edit->Delete Slide. The current slide will disappear from the
workspace.
Option #2: On the Slides pane (off to the left), click on the slide you would like to
delete, and then hit the
<Delete> key.
Design Templates and Images
This section describes how to use Design Templates to change the appearance
of your
slides. It also describes how to insert and manipulate images on your slide.
To change the design template:
Step 1:
Go to View->Task Pane. Verify that this option has a checkmark next to it. If it does
not, click once on the
"Task Pane" option.
Step 2:
DIGITAL LITERACY

You will see the current Task Pane on the right-hand side of the PowerPoint
window. This Task Pane should
be labeled "Slide Design". If it is not, click once on the directional arrow to the right
of the Task Pane title,
and select "Slide Design."
Step 3:
You will see a number of design templates displayed in the Task Pane. Use the
scrollbar to browse through
the available templates.
Step 4:
Click once on the design template you would like to apply to your presentation.
If you would like to apply the design template to only selected slides, mouse over
the desired template, and
click on the arrow button that appears on the left side of the template icon. From the
menu given, choose
Apply to Selected Slides.
To insert a picture into your presentation:
Option #1: If you have already saved the picture you would like to insert, go to
Insert->Picture->From File,
and navigate to your picture file. Select your file, and click “Insert”. Your picture
will appear on the current
slide.
Option #2: If you would like to insert clip art:
i. Go to Insert->Picture->Clip Art. You will see that the "Insert Clip Art" task pane
is visible on the
right side of the PowerPoint window.
ii. If you know what kind of clip art you want, enter a word that describes it in the
text box labeled
"Search Text," and hit <Search>. Otherwise, simply hit <Go>.
iii. Use the scrollbar to browse through available clip art.
iv. Click once on the clip art you would like to insert. Your clip art will appear on
the current slide,
with sizing handles visible.
To change the shape of a picture:
Step 1:
Move your cursor over the picture and click once to select it. You will see a number
of small circles appear
along the edge of the picture. These circles are called "sizing handles." There is also
one green circle, which
is used to rotate the image.
Step 2:
Click on one of the sizing handles that appears on a side of the picture, hold the
mouse button down, and
drag the handle to change the shape of the picture. Your pointer will be a double-
sided arrow when you are
directly over a sizing handle. You are distorting the picture by stretching or
squishing it.
Step 3:
Release the mouse button when you have achieved the desired shape.
To change the size of a picture:
Step 1:
Move your cursor over the picture and click once. You will see the sizing handles
described above.
Step 2:
Click your cursor on one of the sizing handles that appears on the corner of the
picture, hold the mouse
button down, and drag the picture to make it smaller or larger. Using these corner
handles maintains the
original proportions of the image (it does not stretch or squish).
Step 3:
Release the mouse button when you have achieved the desired size.
To move a picture:
Option #1: Using the mouse:
i. Move your cursor over the picture until the cursor looks like this .
ii. Click the mouse button, hold the button down, and drag the picture to change its
location.
iii. Release the mouse button when you are satisfied with the location of the image.
Option #2: Using the direction arrow keys:
DIGITAL LITERACY

i. Move your cursor over the picture.

ii. Click the mouse button once.
iii. Use the direction keys to move the picture vertically, horizontally, right, and left.
This option
works well when you need to adjust the position very precisely, or just a tiny bit.
Drawing Tools
This section is an introduction to tools on the Drawing toolbar.
Sometimes you need to create your own visual effects to get your point across. The
drawing tools give you
the ability to do this.
To view the Drawing toolbar, go to View->Toolbars->Drawing. Click on Drawing
so that a check mark
appears beside it on the menu.
The following is an explanation of basic tools on the toolbar, from right to left:
Draw: this button gives you options for moving or manipulating the objects already
on the slide that you
have selected. For example, you can rotate or flip objects, align multiple objects in
relation to one another, or
position objects in front of or behind each other with the order option, among other
things.
Select: this button looks like the cursor arrow. Click this button to then select and
move objects on your
slide.
Autoshapes: this button gives you the option to insert pre-designed objects such as
lines, arrows, basic
shapes, and action buttons, among other things. Simply choose one of the options
from the Autoshapes
menu, then click or click and drag (depending on which object you choose) on your
slide to insert that object.
You can then manipulate that object by using the sizing handles, as mentioned in the
previous section,
Design Templates and Images.
Line and Arrow: these tools allow you to insert lines or arrows by clicking the tool,
then clicking and
dragging in your slide.
Rectangle and Oval: these tools allow you to insert rectangles or ovals by clicking
the tool, then clicking and
dragging in your slide.
Text Box: clicking this tool and then clicking in your slide inserts a box in which
you can type an unlimited
amount of text. This box is the same as the placeholders mentioned in the “Layouts”
section of this tutorial.
The box expands to accommodate what you type. Hitting the <enter> key on the
keyboard takes you to the
next line of text. You can move a text box by clicking on the border (your cursor
should be a 4points arrow)
and dragging it to the desired position. You can also resize a text box using the
sizing handles, the same
way you resize an image.
WordArt: this tool gives you some dramatic, pre-designed styles for formatting
your text. Once you select a
style and enter your text in the WordArt dialogue box, your text is added to your
slide. You can manipulate
that WordArt object as you would an image or text box.
Insert Diagram or Organizational Chart: this tool gives you some pre-designed
diagrams or charts to
choose from, which are then inserted into your slide. Again, you can manipulate
these (position, size, shape)
as you would an image or text box.
Insert Clip Art and Insert Picture: these tools open the clip art task pane or ask
you to navigate to an
image file, respectively. Once you click on the clip art you want, or the image file
you want, your selection is
inserted into your slide.
Fill color: this tool allows you to choose whether to fill a selected object on your
slide with a color. You can
choose the color, and you also have choices of effect, such as texture, pattern, and
gradient.
DIGITAL LITERACY

Line Color: similar to fill color, line color lets you assign color to lines in your
slide. You may apply line color
to line objects, or to the lines around selected shapes or text boxes.
Text Color: this lets you assign color to text in a selected text box.
Line, Dash and Arrow Style: these tools let you change the weight (how thick or
thin), the solidity (dashes
or dots) and the endpoints (arrows, circles, diamonds) of a selected line.
Views and Printing
This section describes how to use different views in PowerPoint. It also
describes how to
print your presentation.
PowerPoint allows you to view your slides in different ways to make it easier to
manipulate
the content of your presentation. It also allows you to add notes to accompany
the slides
in your presentation which are helpful for creating handouts.
To manipulate your slides in "Slide Sorter" view:
Step 1:
Go to View->Slide Sorter.
Step 2:
To rearrange slides, click on the slide you wish to move, hold down the mouse
button, and move
the object to a new location in the presentation (between slides, at the beginning or
at the end).
Lift up on the mouse button when you are satisfied with the new location. A vertical
line between
the slides indicates the position to which you are moving the slide.
Step 3:
To return to Normal view, go to View-> Normal.
To add notes to your presentation:
Step 1:
Go to View-> Normal.
Step 2:
You will see a frame at the bottom of the PowerPoint window labeled "Click to add
notes." Click
once in this window and add text.
To print your presentation:
NOTE: You should always preview before printing, so that you don't waste
paper or pay
for printouts you did not want.
Step 1:
Go to File->Print Preview. You will be shown a preview of how your printed
document will look
like.
Step 2:
If you are satisfied with the appearance of your document, click on the "Print"
button at the top left
of the preview window. Otherwise, click on the "Close" button and make any
necessary changes.
Choosing Options in the Print dialog box:
Step 1:
In the Print dialog box, you will see a "drop-down" menu labeled "Print what:” You
can choose
from Slides, Handouts, Notes Pages, and Outline View. You can preview what each
one of these
looks like by clicking the <Preview> button in the lower left corner of the Print
dialog box.
Step2:
You also have the ability to choose which slides to print in the Range section of the
dialog box,
and how many copies in the Copies section of the dialog box.
Step 3:
Click the <OK> button to print.
To print your presentation with your notes displayed:
Step 1:
Go to File->Print Preview
Step 2:
DIGITAL LITERACY

In the drop-down box labeled "Print what:" change the text to read "Notes Pages."
Step 3:
If you are satisfied with the appearance of your document, click on the "Print"
button. Otherwise,
click on the "Close" button in the Print Preview dialog box and make any necessary
changes.
Displaying your Presentation on the World Wide Web
This section describes how to make your presentation viewable on the World
Wide Web.
NOTE: before you begin, you must create a folder entitled "public_html" in
your directory on the
iSchool server. If you have not already done this, consult the iSchool tutorial
“How-to Publish
Web Pages” or contact a “purpleshirt” for help.
To save your presentation as a web page:
Step 1:
Go to File->Save as Web page.
Step 2:
In the drop-down box labeled "Save in," select the folder where you would like to
save your web page presentation.
Users often find it easiest to save their presentation to the Desktop.
Step 3:
Type a name for your file in the box labeled “File Name.”
Step 4:
In the “Save as type” box, choose either “Single File Web Page,” which saves
everything as one file, or “Web Page,”
which saves your files in several associated folders.
Step 5:
Click the button labeled "Save."
Optimizing for different browsers in step 5:
NOTE: There are several options for saving and publishing your web page.
Please consult the
Help menu in PowerPoint for more details.
When you publish your presentation to the Web or save it as a Web page, your
presentation automatically includes
the following: `
1. A navigation frame, which is the outline of the presentation.
2. A slide frame.
3. A control for showing or hiding the outline of the presentation.
4. A control for showing or hiding the notes pane.
5. A full-screen viewing option.
To upload your presentation to the iSchool server:
Step 1:
Start a FTP (File Transfer Protocol) program. FTP programs are generally available
from the Start menu. If you need
help doing this, consult the iSchool tutorials on SSH or Fugu.
Step 2:
Log on to your FTP program.
Step 3:
Locate your web page presentation and any files associated with it.
Step 4:
Select ALL the files and folders associated with your presentation. Drag them to the
public_html folder displayed in
the FTP session.
To verify that your presentation is displaying correctly:
Step 1:
Open a Web browser (e.g. Microsoft Explorer or Netscape Navigator).
Step 2:
In the address bar, enter the following:
[Link] userid)/(your presentation name)
Be sure that you have included the correct extension in your filename.
• Presentation saved as Web Page: .htm or .html extension
• Presentation saved as Single File Web Page: .mht or .mhtml extension
• Presentation saved as Presentation: .ppt extension
Step 3:
Your web page should appear. If not, verify that you have entered the correct
address in the address bar.
DIGITAL LITERACY

NOTE: Your published presentation may look slightly different viewed in

different browsers. Also
note that security settings in the browser of a particular computer may require
extra steps to view
your presentation.
Elements of a Good Presentation
Making a good presentation can be easy if you include the following elements:
Element 1:
Simple slides,with no more than one concept per page, and no more than 25-30
words per page.
Good
Not so good
Element 2:
Text and images kept within a reasonable distance from the edges of the slide. This
prevents the slide from looking
over-crowded.
Good
Not so good
Element 3:
Slides that are easy to read. Avoid flashy color schemes, fonts, and animation. These
features should complement a
presentation, and not be the presentation itself.
Good
Not so good
NOTE: Choose "Slide Design - Color Schemes" from the task pane menu to see
a variety of predesigned
schemes you can apply to your slides.
Element 4:
A speaker who uses the slides as prompts and not as a script to be read aloud.
Sometimes audiences find it distracting to try to read and listen at the same time.
Tips and Additional Resources
Tip #1:
When you’re making your presentation, create the content of your presentation first,
and then get creative with colors and animation.
 Course Description
Microsoft Publisher is a desktop publishing software that is designed for people who
are not design professionals but who need to produce professional looking
publications. The typical user is routinely called upon to create publications quickly
without the support of art designers or a production studio who are experienced in
page layout and technique. To make it easier for the user, Publisher has several
automated tools, templates and wizards.

Why use Publisher over Word? Both Publisher and Word have templates
offering similar types of publications. However, Publisher gives a wider variety
of templates and more control over the page design. Plus Publisher contains
hundreds of sample layouts that you can easily modify.

Objectives
 Main features of the Publisher Window
 Working with Text
 Connecting Text Boxes
 Spacing of Characters, Lines and Paragraphs
 Add a Drop Cap
 Add Guides
 Insert Items
 Group and change the Orientation of Objects
 Text Wrapping
 Use the Spell Checker
 Save a File
 Set up Auto Recovery
 Closing and Opening files
 Print a Publication

Introduction to Microsoft Publisher

Objectives:
By the end of class students should be able to perform the following tasks:

1. Publisher Basics
• Useful Definitions
• Open Publisher
• Create New Publications
2. Projects:
• Create a Calendar
3. Save Your Publication
DIGITAL LITERACY

4. Print Your Publication

5. Create Other Publications (if time allows)
• Create a Business Card
• Create a Greeting Card
6. Use Publisher’s Help
7. Further Reading and Learning
Publisher Basics

Microsoft Publisher 2007 is a desktop publishing program that can be used to create a
variety of publications. Using Publisher, you can easily create business cards, greeting
cards, calendars, newsletters and much, much more.
Unlike the other programs in Microsoft Office 2007, Microsoft Publisher 2007 uses the
Microsoft Office Toolbar and a Menu system in place of the Microsoft Office Ribbon.
Some Useful Definitions:

Frame – Most publications are divided into several different areas called frames.
A frame can contain a variety of objects such as graphics, tables, or text boxes.
Frames can be resized, moved and manipulated to suit your needs.

Handles – When you click on a frame, small circles appear around the edge of
the frame. These are called handles. You can click and drag on the handles to
resize your frame.

Picture Frame

Text Frame
Handl
es

Template ‐ A Template is a tool used in Publisher to help you easily create

basic publications. The template has a set of pre‐chosen design styles that you
can use as it is or customize as you see fit.

Opening Publisher
To Open Publisher either:
Double click on the Microsoft Publisher Icon on your desktop, OR
‐OR
Click on Start in the lower left hand corner of your desktop, move up to
Programs, and then click on Microsoft Publisher
DIGITAL LITERACY

Creating New Publications with Publisher 2007 design templates.

When you first open Publisher, Publisher offers you a number of different publication
types to start with.

Click on one of the publication types in the main window or in the list on the left side of
the main window to view a list of templates that will walk you through the process of
making basic design choices for your publication. These choices include color schemes,
font styles, and more.

Creating a Calendar

To Create a Calendar:
1. Open Microsoft Publisher by double clicking the icon on the desktop or finding
it under the start menu.
2. Click on Calendars from the main window or the list on the left. A selection of
pre‐ designed templates appears for you to choose from.
3. Click on one of the pre‐designed templates that you like. It will appear at the top of
the area on the right side of the page.
4. You can either stick with the default design choices that are part of the template, or
you can customize them by clicking the downward pointing arrow to the right of a
design section and choosing any of the options provided by clicking on it.
5. Click on the Set Calendar Dates button and choose the period of time that you
would like your calendar to cover.
6. Click on Create at the bottom to create your caledar.

Now that you have made your basic calendar selections, it is time to further customize
the publication.

Customizing a Publication

Working with Frames

Each publication is composed of different frames, such as text frames, picture frames,
table frames, and shape/object frames. Click on different areas of the calendar to
identify the different frames. Handles, little circles on the corners and sides of the
frame will appear. The handles help show which frame you have selected. They are
also used in resizing frames.

Moving Frames
 To move a text frame,
1. Click on the text frame.
To move a picture frame,
2. Rest your cursor near the border of
1. Click on the picture. the text frame. When your cursor
2. When your cursor turns into a four directional arrow,
turns into a four click and drag the text frame to the
directional arrow, desired location.
click and drag the
picture frame to the
desired location.

To resize a text frame,

Resizing Frames
1. Click on the text frame.
To resize a picture frame,
2. Rest your cursor on one of the
1. Click on the picture. handles. When your cursor turns
2. Rest your cursor on a corner into a line with arrows on the ends,
handle. When your cursor turns click and drag inwards or outwards
into a diagonal line with arrows on to resize the text area.
the ends, click and drag inwards at
a diagonal to make it smaller or
outwards at a diagonal to make it
larger. Using corner handles to Resizing Arrows
resize pictures allows you to keep
the picture’s proportions.
Deleting Frames
1. Right click on the frame that you would like to delete.
2. Select Delete Object from the list of choices.
Formatting Text
1. Click in a text frame.
2. Begin typing.
3. Click and drag over the text you typed to select it for formatting changes.
4. Use the Formatting Toolbar or click on Format Font to make changes to the

Bold Italic Underlined Line

Color

Align
Left | Center | Right | Font
Font Type Font Size Justified Fill Color Color
text’s appearance.
DIGITAL LITERACY

Undoing Changes
Creating a publication often involves trial and error. Unlike many of Microsoft
Office’s other applications, in Publisher you cannot preview what a change is going to
look like until you apply it.
To undo actions, click on the undo button on the standard toolbar or click on
Undo in the Edit Menu.

Inserting Additional Text Frames

1. Click on Text box from the Insert Menu
2. Click and drag over an area of the publication.
3. Type the text you want to appear.

Inserting Clip Art

If you want to change the picture in an existing picture frame,
1. Right click on the picture and select Delete Object.
2. Click on Insert Picture Clip Art.
3. A Clip Art search interface will open in the task pane.
4. Enter a search term and press Go.
5. You can choose to limit the search to a particular collection or a particular media
type.
6. Once you discover the desired clip art, click on it to insert it.
Notice that the clip art has a drop down arrow next to it. If you click on the drop
down arrow other options present themselves. You can click on Find Similar
Style for clip art of similar design. You can click on Preview/Properties to view
the original size of the clip art and what keywords were used to classify the picture.
Search Box

Search Limiter

Drop down
menu options

Saving Your Publication

There are two basic ways to save your publication

Point and click on the save icon on your toolbar, or
‐OR
1. Click on the File Menu and Save As.
2. When the Save As Dialogue Box appears Click Browse and find
the location on your computer where you would like the file saved.
3. Type the name of your publication in the File Name field.
4. Click on the Save button
DIGITAL LITERACY

Printing Your Publication

There are two basic ways to print your publication:

Click on the print icon on your toolbar . This will print one copy of
your publication with the default print options.
‐OR
1. Click on the File Menu and click Print.
2. When the print window appears, select the desired number of copies and
choose any other printing options you want.
3. Click OK.

Creating a Business Card

1. Open Microsoft Publisher by double clicking the icon on the desktop or finding
it under the start menu.
2. Click on Publications for Print then Business Cards, and finally Accent
Box Business Card.
3. In the personal information form that opens, enter your
own contact information and click on OK. (If you
accidentally close your personal information and you
want to edit it further, click on the Edit Menu and
Personal Information to retrieve the form.)
4. In the task pane on the left side of the window, you are
given different options you can adjust. As you click on
the different steps at the top of the task pane, the
options change on the lower part of the task pane.
5. Click on Business Card Options.
a. Choose to Include a logo.
b. Choose the traditional
Landscape orientation
c. Choose to have Multiple copies per
sheet
6. Click on Publication Designs.
a. Leave the selected Accent Box.
b. Click on Color Schemes and select the desired color scheme.
7. Click on Font Schemes and select the desired font scheme.
Now that you have completed the Business Card Wizard, you can customize the
business card. Change the format or insert additional clip art, if you wish.

To adjust the logo,

• Double click on the picture portion and use the clip art gallery to find a different
picture.
• Click in the text portion and type your organization’s name.

Creating a Personalized Greeting Card

1. Open Publisher by double clicking the icon on the desktop or finding it under
the start menu.
2. Click on Publications for Print Greeting Cards Birthday Birthday Card
72
3. Click on Greeting Card Options
a. Select Greetings Bar.
b. Select Full Verse
c. Click on Select a suggested verse.
A dialog box will open click on a
verse on the left side and on the
right side it will show you the front
message and the inside message.
Select the verse you would like to
use and click on OK.
i.
4. Click on Page Options
a. Choose the Quarter page side
fold option.
5. Click on Card Gallery
a. Leave Birthday 72 selected.
6. Click on Color Schemes
a. Select the desired color scheme.
7. Click on Font Schemes
a. Select the desired font scheme.

8
DIGITAL LITERACY

Now that you have completed the Greeting Card Wizard, you can customize the
greeting card.

At the bottom of the screen are sheets with numbers on them (1, 2, 3, 4). Click on 1 to
see the front of the card. Click on 2 or 3 to see the inside of the card. Click on 4 to see
the back of the card.

The Help Menu

Accessing Microsoft Word’s Help Feature

If you have a question about Word that you need answered right away, you might want to
consult Microsoft PowerPoint 2007’s built in help feature. You can access this feature in
PowerPoint by pressing the F1 key on your computer keyboard. From there you can click
on a help topic or search for one using PowerPoint’s help search box located near the top
of the PowerPoint Help window.

Help Help
Search Topics
Box

9
 COMPUTER APPLICATION 1

ASSIGNMENT
The following is a list of students and the marks they scored in various subjects:
ABCD
1 NAMES BIOLOGY HISTORY COMPUTER
2 Musa 43 45 65
3 Abdi 43 54 87
4 Baraka 89 98 78
5 Scots 25 54 98
6 Hamata 27 32 26
Required:
a) Write the formula to perform the following operations
i. Calculate the total marks for Hamata (2 marks)
ii. Calculate the average score for Baraka (2 marks)
iii. Calculate the highest score for Musa (2 marks)
b) Write the formula to count all the computer students with marks greater than 60.(3marks)
c) Give the functions of the following types of charts: bar graph, line graph,pie chart
and scatter chart. (4 marks)
d) List any two data management tools in spreadsheets. (2 marks)

QUESTION ONE – (15 MARKS)

1. Explain any four features of desktop publishing software. (4 marks)
2. List any six publications that can be produced using desktop publisher. (3 marks)
3. Explain the following terms as used in desktop publishing;
i. Gutter (2 marks)
ii. Tracking (2 marks)
iii. Kerning (2 marks)
4. Explain two sources of pictures used in any publication. (2 marks)

QUESTION TWO – (15 MARKS)

5. Give two examples of modern Word processors. (2 marks)
6. Give 2 advantages of using Microsoft Word and a word processor. (2 marks)
7. When using Microsoft words there are details that are displayed on the status bar. What do
these details represent? (2 marks)
 COMPUTER APPLICATION 1

8. You have just started the Microsoft Word program and discovered that the Drawing
toolbar and the Rulers are not displayed. Describe how you would display them. (3 marks)
9. Describe the use of each of the following commands in saving a document.
i. Save (1 mark)
ii. Save As (1 mark)
QUESTION THREE-(20 MARKS)
1. Create a worksheet with the following data:
 Volkswagen Group
 PSA Group
 Renault Group
Take into account that Volkswagen remained Europe’s strongest car manufacturer and top-
selling car brand with 60% percentage of sales. The French PSA Group was the second
selling car brand in Europe in 2010 with 25% percentage of sales, while Renault was the third
selling car brand in Europe, 15% percentage of sales.
 Create a column chart (4 marks)
 Apply a Chart Layout (2 marks)
 Add labels (2 marks)
 Switch data (2 marks)
2. Differentiate between a standard toolbar and a formatting toolbar. (2 marks)
3. Digital computers are termed as Two-State Machines. Explain. (2 marks)
4. State two orientations used in Ms-Word. (2 marks)
5. Explain two disadvantages of using spreadsheets. (2 marks)
6. Explain the function of the following elements as used in Ms-Excel. (2marks)
(i)Cell pointer
(ii)Worksheet tabs.

93
COMPUTER APPLICATION 1