Unit three

Application software
At the end of this unit, learners will be able to:
 Indent a paragraph.
 Align text by using icons on the menu bar and
selecting paragraph from formatting menu.
 Apply bullets and numbers in text.
 Insert and delete page break and page number in a
document.
 Add and delete headers and footers in a document
 Manipulate data in spread sheet.
 Create a presentation in PowerPoint

1
 Using Application Software
The software used by general public
users in their daily tasks most often is
application software .
E The Following are the most commonly
used and the most basic MS Office
programs:
 Microsoft Word
 Microsoft Excel
 Microsoft Access
 Microsoft PowerPoint
 Microsoft Publisher
2
 1. Word Processing
E What is word processor?
 Word Processing refers to the act of using
computer to create, edit, format ,save and
print documents. It is the most common
application software .
 It helps to create a document and makes any
changes where in the document.
 Examples of word processing applications
such as Microsoft word .

3
 Steps of word processing

4
 Cont…
functions of word processing
software
1. Creating, editing, saving and printing documents.
2. Copying, pasting, moving and deleting text
within a document.
3. Formatting text such as font type, bolding,
underlining or italicizing….
4. Creating and editing tables.
5. Inserting elements such picture charts and
smart atrt
6. Correcting spelling and grammar.

5
 Cont…
 Starting Microsoft Office Word Program in Windows
P To crate a document file you can use a word
processor. such as: Microsoft word .
 If you are already working Ms word and you want
to create a word document perform the following
option:
1. Right click new MS office
document 2007
2. window key + R then write Winword ok
3. click start All program Ms office
MS office word 2007
[Link] the word “ms word "on the search box .

6
 A tour of the Word user interface

7
 Cont….
No Interface Part
Name Description

1 Title Bar Displays the file name of the document .It also
includes the standard Minimize, Restore and
Close buttons
2 Quick Access Commands that are frequently used such as Save,
Toolbar Undo and Redo are located here at the end of the
Quick Access.
3 File Tab Click this button to find commands that act on the
document itself rather than the content of the
document such as New, Open, Save as, Print and
Close
4 Ribbon Commands needed for your work are located here

5 Edit Window Shows the contents of the document you are

editing.
6 Scroll Bar Lets you change the display position of the
document you are editing.
8
 Cont…
No Interface Part
Description
Name
7 Status Bar Displays information about the document you
are editing.

8 Zoom Slide Control Lets you change the zoom settings of the
document you are editing.

9 Insertion Point/ It is the blinking line in your document that

Cursor indicates where text is inserted when you type.
There are several ways to move an insertion
point.

10 I-beam Pointer The I-beam [I] shows where your mouse pointer
is.

9
 Cont…
 Paragraph Formatting
A paragraph is a collection of words, numbers or any
combination of them. It is organized in a section that
describes a particular idea or point.
 Formatting a paragraph means making our document
to attractive.(changing the appearance of the
paragraph)
Paragraph formatting is a modification of the
paragraph so that it will appear readable for the reader.
This includes indention, alignments, bulleting and
numbering, and line and paragraph spacing .
To format a paragraph, you can use different
commands found in Home tab. such as: paragraph
indents, alignments, bullets, numbering, multi-level list,,
sorting text, line spacing, shading and different borders.

10
 Cont…

11
 Cont…

12
 Cont…

13
 A .Setting Indents
Indentation means how far you want to move the
paragraph away from the left or the right margin.
How far you want to move the paragraph to the left margin
is called decrease Left indention
How far you want to move the paragraph to the right
margin is called Increase left indention.
There are four methods to do paragraph
indentation:
1. The Tab Key method: If you want to indent
existing paragraphs, the quickest method is the Tab key.
To indent a single paragraph using Tab key on your
keyboard.
2. The Ruler method :If you want to indent all
existing paragraphs, the quickest method is the
ruler method.

14
 Cont…
 Ruler indenting markers and their descriptions

Usage
Ruler Indenting Option Picture

First-line indent Adjusts the first-line indent

marker

Hanging indent Adjusts the hanging indent

marker

Left indent marker Moves both the first-line indent

and hanging indent markers at
the same time (this will indent
all lines in a paragraph

15
 Cont…
[Link] Indent Command method
 if you want to indent multiple lines of a text or all
lines of a paragraph, you can use the Indent
commands.
 On the Home tab, click the Increase Indent or
Decrease Indent command.
[Link] Paragraph Dialog Box Method
 To indent a paragraph or a text using paragraph
dialog box method.
 On the page layout, click the left Indent or right
Indent command.

16
 B. Text Alignment
 Alignment determines the appearance and
orientation of the edges of the paragraph. Such as:
 Left- alignment [ ctrl + L] paragraph’s text is
aligned evenly along the left margin.
 Right alignment [ctrl + R] is aligns paragraph to
right of margin.
 Centre alignment [ctrl + E] aims to make equal
spaces between the left and right page margins.
 Justified alignment [ctrl + J] creates justified text
by adjusting the space between each word until
all lines within a paragraph are equal in length.
17
 C. Manipulating Lists
 In Word, there are two types of lists:
1 .bulleted and
2. numbered lists.
 Bulleted and numbered lists can be used in your documents
to outline, arrange and emphasize text.
 To remove numbers or bullets from a list, select the list and
click the Bulleted or Numbered list command.
 When you are editing a list, you can press Enter to start a
new line, and the new line will automatically have a bullet or
number.
 When you have reached the end of your list, press Enter
twice to return to normal formatting.
 By dragging the indent markers on the Ruler, you can
customize the indention of your list and the distance
between the text and the bullet or number

18
 D. Line and Paragraph Spacing
 The space between lines and paragraphs can
be increased or decreased in Microsoft Word
document using line and paragraph Spacing
command .
 In Microsoft Word document, the default
space between the lines is 1.15 .

19
 Inserting and Deleting a Page Break
in a Document
 Page break is a location in a document where one
page ends and a new page begins and there are
two types of page break, namely manual and
automatic.
 Automatic page break is done automatically by
the software program when it reaches to the end
of the page.
 A manual page break is done when the part of a
paragraph extends more than a page and, the
document editor wants it to be in the same page .

20
 Cont…
 On the Insert tab, click the Page Break command .
Alternatively, you can press Ctrl + Enter on your
keyboard.
 To delete a page break, follow the steps stated
below.
1. Locate the page break you want to delete, and
then place the insertion point at the beginning of
the break.
2. Press the Delete key. The break will be deleted
from the document.

21
 Insert and Delete Page Number in
Document
 To identify different pages in Word document,
page number is used. Page number is used in
Word document to automatically number each
page. In Microsoft Word, there are a wide range of
page number formats and they can be
customized to suit your needs.
 Page numbers are usually placed in the header,
header
footer or side margins.
 On the Insert tab, click the Page Number
command to adding Page Numbers.

22
 Cont…
Adding Page Numbers in Word Document
 To insert a page number in a Word document, follow the
following steps.
1. Create a multiple pages document in Word; it can be a blank
document.
[Link] the Insert tab, click the Page Number command
3. Open the Top of Page, Bottom of Page or Page Margins
menu, depending on where you want the page number to be
positioned, and then select the desired style of page.
4. Select a header and footer style.
5. Page numbering will appear
6. Press the Esc key to lock the header and footer.
[Link] you need to make any changes to your page numbers,
simply double-click the header or footer to unlock it.

23
 Adding and Deleting Headers and
Footers in Document
 A header appears at the top of a document page,
and the footer appears at the bottom.
bottom
 Headers and footers generally contain additional
information such as page
numbers,
numbers dates,
dates author’s name and footnotes,
which can help you keep longer documents
organized and make them easier to read. The text
entered in the header or footer will appear on
each page of the document.

24
 Cont…
A. Inserting Header or Footer
 To insert header or footer perform the following steps.
[Link] the Insert tab, and then click the Header or
Footer command.
2. In the menu that appears, select the desired preset
header or footer.
3. The header or the footer will appear.
[Link] edit a Content Control field, click it and type the
desired information
5. When you have finished, click Close Header and
Footer. You can also press the Esc key.

25
 Cont…
B. Editing Headers and Footers
 After you close the header or footer, it will still be
visible, but it will be locked. Simply double-click a
header or footer to unlock it, which will allow you
to edit it.
C . Removing Header and Footer
 If you want to remove all information contained in
the header, click the Header command and select
Remove Header from the menu that appears.
Similarly, you can remove the footer using the
Footer command.

26
 Practical Exercise 1
[Link] Microsoft Word and type the following two paragraphs .(page 1)
On the Insert tab, the galleries include items that are designed to
coordinate with the overall look of your document. You can use
these galleries to insert tables, headers, footers, lists, cover pages,
and other document building blocks. When you create pictures,
charts, or diagrams, they also coordinate with your current
document look.
You can easily change the formatting of selected text in the
document text by choosing a look for the selected text from the
Quick Styles gallery on the Home tab. You can also format text
directly by using the other controls on the Home tab. Most controls
offer a choice of using the look from the current theme or using a
format that you specify directly.
2. Save as on the document with file name your grade & section.
[Link] indent the 1 line paragraph using tab key, ruler , command or
st

Paragraph Dialog Box method.

[Link] the paragraphs that you want to align justify the paragraph.

27
 Cont…
4 To break a page in your document to add a page
number( Arabic number), header and footer .
5 . Make line spacing 1.5 .
6. Change the type face of the entire document to
Georgia

28
 Practical exercise 2
 Practice the following manipulating lists. (page 2)

Components of computer
1. Hardware
1.1. Input device
 Keyboard
 Mouse
 Scanner
1.2. Output device
a) Monitor
b) Speaker
c) printer
1.3. Storage device
1.4. Processor
2. Software

29
 Practical exercise 3
Ms office word 2007/2010
 Open ms-word and write the text Happy Birth Day.
 Save as on document with file name IT lab3.
 font face =Lucida sans typewriter
 text color for happy= blue
 back ground for day=green
 text under line for birth= red
 font size=31
 Text alignment =center
 Adding page number, header and footer.

30
 2. Manipulating Data in Spreadsheet
Spreadsheet
 A spreadsheet (worksheet) is a file made of rows and
columns that is used to sort, organize and arrange data in
tabular form efficiently, and calculate numerical data.
 is an application s/w , which allows us perform quickly and
easy calculations on our stored data.
 Excel is one of spreadsheet software example.
 Microsoft Office Excel provides powerful tools that enable
users to organize, analyze, manage and share information
easily. One of the most powerful features of Excel is its
ability to calculate numerical information using formulas.
Excel can add,
add subtract,
subtract multiply and divide.
divide
 In Excel, all formulas start with equal (=) sign.
 Excel sheet is arranged in rows and columns.
columns
 There are 1,048,576 row and 16,384 column (FXD) FXD in an
Excel worksheet.(worksheet is used to stores the data) .

31
  To start ms –Excel application perform the following
steps.
 Click Start → All Programs → Microsoft office →
Microsoft office excel 2007/2010
OR
 Right click → new → Ms office Excel
2007/2010

32
 Using Mathematical Operators
 Excel uses standard operators, such as
 a plus sign for addition (+)
 a minus sign for subtraction (-)
 an asterisk for Multiplication(*)
 a forward slash for Division (/)
 caret (^) for exponents

33
 Mathematical operators of Excel

34
 Practical exercise 1
From the following table ,demonstrate the sum.
Subtraction, Multiplication and Division
A B C A+B A-B A*C A/C A+B-C A*B/C (A+B) A*B
C /2

10 25 40
0 0 0

15 30 45
0 0 0

20 35 50
0 0 0

25 40 55
0 0 0

35
 Practical exercise 2
calculatig total price tax

36
 Cont…

37
 Cont…

38
 Cont…
 Active cell :Displays result of a formula .
data is always entered in to the active cell.
 Formula Bar :used for entering or editing
data and formulas in the active cell
Fill handle :is used to copy the formula to
the other cells
 name box:
box display the name of active cell.

39
 Using Cell References in Formulas
A cell reference identifies a cell’s location in
the worksheet, based on its column letter
and row number. Each cell in an Excel
worksheet has a unique identifier indicating
its column and row.
 Example A1 (refers to Column A, Row 1)
and E4 (refers to Column E, Row 4).
 Cell references can be absolute and relative.
relative
Absolute cell reference which identifies a cell’s
location absolutely without change.
 Relative cell reference change according to the
locations of the formula respectively.

40
 3. Creating Presentation
 In this sub topic ,you will learn about:
 Definition of presentation s/w and PowerPoint.
 Opening PowerPoint
 Adding PowerPoint Slides
 Slide Layouts
 Applying a Theme
 Changing Slide Backgrounds
 Formatting Bulleted Lists
 Adding Content
 Viewing Presentations
 Changing Order of Slides in Presentation

41
 Cont…
Definition of presentation and PowerPoint
presentation software:
software is a tool used to
create visual presentation .
 Microsoft PowerPoint is an example of
presentation s/w.
 PowerPoint is presentation program helps
both the speaker and the participant with
access to his/her ideas and visual
information respectively .
A PowerPoint presentation consists of
collection of slides.
42
  Opening PowerPoint
 To open PowerPoint application perform the
following steps:
 Right click new Ms office PowerPoint
presentation.

43
 Cont…
 Adding PowerPoint Slides
 Title slide is the default PowerPoint standard
layout.
 The basic unit of any PowerPoint presentation is
slide.
slide
 To insert new slide page, you can use
Ctrl + M short cut keys

44
 Cont…
 Slide Layouts
 The slide layout in PowerPoint is the arrangement of
all the items that make up your slide, such as title,
graphics or text boxes. There are several standard
slide layouts to choose from when adding new slides’
 To change slide layout, follow the steps listed below.
1. click on the Home tab
2. click new slide with that layout will appear
3. Click on a new layout and it will change the layout of
the slide.

45
 Cont…
 Applying a Theme
 Once a new presentation has been created, a design or
a color scheme can be added.
 PowerPoint has many preset themes including
complimentary colors and fonts.
 To add a theme to a presentation, follow the steps
below
1. Go to the Design tab
2. To use one of the built -in theme
3. On the right side of the Theme thumbnails, there
is a scroll bar and an Arrow Down button, which will
offer more designs

46
 Cont…
Changing Slide Backgrounds
If you do not want to use a theme, you
can add background styles. From this
selection, you can add some preset
background styles that change according
to the colors you have chosen.
Formatting Bulleted Lists
From the Bullets and Numbering menu, you can make
various changes to your list like:
 The bullet size relative to the text
 The color of the bullet
 The shape of the bullet using either picture or character.

47
 Cont…
 Adding Content
The following icons represent the six
standard graphical elements that you might
want to insert in PowerPoint. These are:
 Table
Chart
 Smart Art
 Pictures
Video

48
 Cont…
 Viewing Presentations
To view a presentation the Slide Show
Tab allows you to review the slide show
from the beginning to the end or from
the current (active) slide.
 If you want to view your presentation
power point click on the view tab and
click slide show ( shift + f5).

49
 Cont…
 Changing Order of Slides in Presentation

In the slide sorter view, click and hold

down the left mouse button and drag
the slide to a new location

50
 Cont…

51