ICT AT WORKPLACE

LEVEL V SDV
GROUP LEADERS: 1. HAKIZIMANA Arthur
2. UMUTONIWASE Nadia
3. RURABO Anaise
4. KANYAMBO Golda
5. NSHIMIYIMANA Idrissa Anelka
6. UMUHOZA Marthe
7. KAMALI Francois Regis
8. ISIMBI Aimee Dorcine
9. IMANIRABARUTA Salama
10. KAMIKAZI Nulla
11. HABYARIMANA Andy Miguel
12. IRADUKUNDA Shemsa
MODULE NAME: ICT AT WORKPLACE
MODULE CODE: CCMW 501

L.U.1 : HOW TO PREPARE DOCUMENT

LAYOUT
L.O.1 : HOW TO SET UP A GRID STRUCTURES FOR PAGE
LAYOUT BASED ON THE FOLLOWING CONCEPTS:
1. Usage of basic grid structures for page layout ( deciting on the
number and site of column and gutters ( gaps between column)).
Use layout guides to organize text, pictures, and other objects into
columns and rows so that your publication has an ordered, consistent
look.
Layout guides include margin, column, row, and baseline guides.
Structure the page with layout guides
Set up your publication to print on facing pages (like a book)
1. Click Page Design > Guides > Grid and Baseline Guides .
2. Click the Margin Guides tab.
3. Under Master Pages, select the
Two-page master check box.
4. Under Margin Guides , enter the amount of space that you want for
the page margins in the Inside,
Outside, Top, and Bottom boxes.
Set up the column and row guides
1. Click Page Design > Guides > Grid and Baseline Guides .
2. Click the Grid Guides tab.
3. Under Column Guides , enter the number of columns that you want in
the Columns box, and then enter the amount of space that you want
between the columns in the Spacing box.
 4. Under Row Guides , enter the number of rows that you want in the
Rows box, and then enter the amount of space that you want between
the rows in the Spacing box.
5. Click OK.
6. Create text boxes for the columns by clicking Insert > Draw Text Box
and then dragging inside the columns that are defined by the layout
guides.
Set up the baseline guides
Baseline guides help you to align text that is not linked between several
text boxes in columns. You can turn the text alignment on or off by
selecting or clearing the Align text to baseline guides check box (Home >
Paragraph Settings > Indents and Spacing tab).
1. Click Page Design > Guides > Grid and Baseline Guides .
2. Click the Baseline Guides tab.
3. Under Horizontal Baseline, enter the amount of space that you want
between baselines in the Spacing box.
To view the baseline guides in your publication, click View , and then
select the Baselines check box.
4. In the Offset box, enter the amount of space you want between the
first baseline guide and the top margin.
2. Use a symmetrical grids to add interest to your design.
Make pictures, charts or other objects align on the page, or with each
other, by using “snap to” commands.

Excel

Turn on the snap-to options

1. Click the chart, picture, or object in the worksheet.

2. Do one or both of the following:
 To position shapes or objects to the closest intersection of the grid, click
Format > Align > Snap to Grid.
 To make a shape or object align with other shapes or objects, click
Format > Align > Snap to Shape.

Turn off the snap-to options

1. Click the chart, picture, or object in the worksheet.

2. Click Format > Align, and depending on which options, click Snap to
Grid or Snap to Shape to disable these options.

PowerPoint

Turn on the snap-to options

1. Click View, and in the Show group, click the dialog box launcher.
2. To position shapes or objects to the closest intersection of the grid,
under Snap to, check the Snap objects to grid box. If you want to see
the grid on your screen, under Grid settings, check the Display grid on
screen box.

Turn off the snap-to options

1. Click View, and in the Show group, click the dialog box launcher . The
Grid and Guides box appears.
2. Clear the Snap objects to grid box.
3. Do one or both of the following:

 To position charts, pictures, or objects to the closest intersection of the

grid even when the grid is not visible, under Show grid, check the Snap
objects to grid when the gridlines are not displayed box.
 To make a shape or object align with other shapes or objects, under
Object Snapping, check the Snap objects to other objects box.
 Turn off the snap-to options

1. Click the chart, picture, or object in the document.

2. Click Format > Align > Grid Settings. The Grid and Guides dialog box
appears.
3. To turn off the Snap objects to grid when the gridlines are not
displayed or Snap objects to other objects settings, clear the
respective box.
4. Work with margins, row and column gaps ( placement of
international white space)

Setting Document Margins

Page margins are more than just empty space. The right page margins
make your document more readable. Generous page margins make text
look inviting and give reviewers room for notes and comments. With
narrower margins, you can squeeze more words on the page; however,
having too many words per line makes your document difficult to read.
With really long lines it’s a challenge for readers to track from the end of
one line back to the beginning of the next. Margins become even more
important for complex documents, such as books or magazines with
facing pages. With Word’s margins and page setup tools, you can tackle
a whole range of projects.

Selecting Preset Margins

Word’s Margins menu (Page Layout → Page Setup → Margins) gives
you a way to quickly apply standard margins to your pages. The preset
margins are a mixed bag of settings from a half inch to one and a
quarter inches. For most documents, you can choose one of these
preset margins and never look back

For each of the preset margin options you see dimensions and an icon
that hints at the look of the page:

▸ Normal gives you one inch on all sides of the page.

▸ Narrow margins work well with multicolumn documents, giving you a
little more room for each column.
 ▸ Moderate margins with three-quarter inches left and right let you
squeeze a few more words in each line.
▸ The Wide preset gives you more room for marginal notes when you’re
proofing a manuscript.
To select one of the preset margins, go to Page Layout → Page Setup
→ Margins, and then click one of the options. You can also use the
shortcut key Alt+P, M, and then use your up and down arrow keys to
highlight one of the margins. Press Enter to use the highlighted margin.

Change column width

To change the column width, do one of the following:

 To use your mouse, rest the cursor on right side of the column boundary
you want to move until it becomes a resize cursor , and then drag the
boundary until the column is the width you want.
 To change the width to a specific measurement, click a cell in the
column that you want to resize. On the Layout tab, in the Cell Size
group, click in the Table Column Width box, and then specify the
options you want.
 To make the columns in a table automatically fit the contents, click on
your table. On the Layout tab, in the Cell Size group, click AutoFit, and
then click AutoFit Contents.
 To use the ruler, select a cell in the table, and then drag the markers on
the ruler. If you want to see the exact measurement of the column on the
ruler, hold down ALT as you drag the marker.

Change row height

To change the row height, do one of the following:

 To use your mouse, rest the pointer on the row boundary you want to
move until it becomes a resize pointer , and then drag the boundary.
 To set the row height to a specific measurement, click a cell in the row
that you want to resize. On the Layout tab, in the Cell Size group, click
in the Table Row Height box, and then specify the height you want.
 To use the ruler, select a cell in the table, and then drag the markers on
the ruler. If you want to see the exact measurement of row on the ruler,
hold down ALT as you drag the marker.

4.Usage of mixed grids

Gridlines help give you visual cues when you're formatting in Office. You
can align shapes and other objects in your PowerPoint slides and Word
documents, and distinguish between cell boundaries in and sections of
your spreadsheets and workbooks in Excel.

To show the gridlines, in Excel, PowerPoint, or Word, click the View tab,
and then check the Gridlines box.

To hide the gridlines, clear the Gridlines check box.

L.O.2: DESCRIBE ON HOW TO ARRANGE TEXT ZONES
AND NON-TEXTUAL ONES THROUGH THE FOLLOWING
WAYS:
1. Work with styles (headings, title and subtitle) chapter or section
title or headlines and subheads.
A useful trick you can use when developing some types of documents is
the ability to sort the various parts of the document based on the
headings you use. For instance, you can sort the document based on
first-level headings (paragraphs that use the Heading 1 style) by
following these steps:

1. Switch to Outline view. (Either click the Outline view button on the
status bar or go to the View tab of the Ribbon and select Outline in
the Views group.).
2. Using the controls on the Outlining tab of the ribbon, collapse the
headings so that only the first-level headings are shown. (This step
is not strictly necessary, but does make the screen a bit more
readable.).
3. Place the cursor at the beginning of the first heading and press
Ctrl+Shift+End to select everything through the end of the
document.
 4. Display the Home tab of the ribbon.
5. Click the Sort tool in the Paragraph group. Word displays the Sort
Text dialog box.
6. Click on OK to accept the default settings in the dialog box.

Number your headings

You can number headings so that top-level headings (Heading 1) are

numbered 1, 2, 3, for example, and second-level headings (Heading 2)
are numbered 1.1, 1.2, 1.3.

1. Open your document that uses built-in heading styles, and selectthe first
Heading 1.
2. On the Home tab, in the Paragraph group, choose Multilevel List.
3. Under List Library, choose the numbering style you would like to use in
your document.

2. Size and position of images and figures and work with, image
captions.
How to Insert Pictures Into Word
There are several ways to insert an image into a Word document. The
easiest method is to drag the photo from its folder directly into the Word
document. However, the traditional method is to use Word's Insert
menu.
1. Click Insert.
2. Select Pictures (Word 2016 and 2013) or Picture (Word 2010).
If you're using Word Online, click Picture or Online Pictures instead.
3. Click the image you want to insert into the document.
You can insert multiple images into a Word document by selecting all of
them at once.
How to Edit a Picture's Size in Word
Ideally, you should format your picture in a photo editing program, but
you can also use Microsoft Word to do some simple editing. To resize a
photo in Word, click it once and then drag a corner box in or out to make
the picture smaller or larger.
If you need more precision, use the Format Picture dialog box.
1. Right-click the image.
 2. Click Size and Position.
3. Change the values in the Height and Width boxes to adjust the
size of the image (in inches).
Another way to change the height and width is to do so by percentage.
Change the Scale values to do something like make the image 75
percent of the size it was, or 120 percent, etc. Enable Lock aspect ratio
to ensure that the height and width remain proportional.
4. Click OK.
Word Online works a bit differently.
1. Click the image.
2. Click the Format menu.
3. Adjust the image's size with the Height and Width boxes at the
top of the screen.
You can enable Lock aspect ratio to have the height and width ratio
remain the same no matter how you resize the picture.
4. Click away from the image to save the changes.
How to Compress an Image in Word
If you want to use Word to edit photos, or if you frequently include
images in your Word document, you should familiarize yourself with the
compression options. Compressing Word photos will help you limit the
file size of documents that contain images.
1. Click the picture you want to compress.
2. Open the Format tab in the menu if it isn't already open.
3. Click Compress Pictures from the Adjust area of the menu.
If you don't see that button, look for the small box with four arrows
pointing inward.
4. Pick a compression option:
 Click Apply only to this picture if you want to compress only
the image you've selected. Uncheck this option to compress
all the photos in the Word document.
 Click Delete cropped areas of pictures to have Word
remove any parts of the images that you've previously
cropped. Word doesn't actually delete the cropped areas but
instead hides them so that you can always go back and undo
 the crop. With this option enabled, you save space because
the excess cropped pieces are permanently removed.
5. Pick a resolution or target output option:
Depending on your version of MS Word, you might see HD (330 ppi),
Print (220 ppi), Screen (150 ppi), Web (150 ppi), or E-mail (96 ppi).
Pick one to force Word to save the pictures with a specific number of
pixels per inch, which indicates the picture quality. If you're not sure what
to select, choose Use default resolution or Use document resolution.
6. Click OK
How to Edit Picture Layout in Word
Word provides a variety of options for changing the layout of your
pictures. For example, you can have the text wrap around the photo or
you can insert the picture inline with the document text.
1. Click the image.
2. Open the Layout menu (Word 2016) or the Format menu (Word
2013 and 2010).
3. Click Position and select one of the available options to have the
picture positioned in a specific part of the document, like the top
left or the bottom middle.
4. Click Wrap Text to decide how text should appear around the
picture.
Word Online users can only customize the wrap text options, not the
image layout. This is possible through the Format > Wrap Text menu.
How to Add a Caption to a Photo in Word
A caption clarifies your picture to readers. It can be used to attribute the
photo to a specific source or to help reference a picture in another part
of the document.
1. Right-click the image.
2. Click Insert Caption.
3. Pick a caption option from the Label drop-down menu or make
your own from the New Label button.
4. Pick an option from the Position drop down menu to decide
where the caption should be placed; either above or below the
image.
5. Click OK.
 3.Pull quotes and mit graphs which might be added out of
course or to make a short story fit the layout.
If your Word document looks like a wall of text and you have no pictures,
tables, or diagrams to break up all of the gray, try adding some pull
quotes. Find short statements to emphasize that will draw your readers
deeper in to the document.
1. Once you have your quote in mind, go to the Insert tab and click
the Text Box button.
2. You can choose a premade quote style, or select the Simple Text
Box and make it your own. Once the box has been created, right
click it and select Format Shape.
3. While you're adjusting the Line Color, Line Style, and perhaps
adding a Shadow, you may also want to consider a Gradient fill.
4. You'll want to select a larger font size for the text (probably 16-20
depending on the font and the length of the quote) and then right
click the box again to choose Wrap Text to flow your body text
squarely around.
5. Once you have a pull quote style you like, just copy the box
anywhere in the document that you need it and paste new text in.
It's common practice to paraphrase or shorten the text from your
document when making a concise and enticing quote, so don't be
afraid to edit things down to make them more readable in the
larger format.
4.Box outs and sidebars which present information as a sides
from the main text flow.
A sidebar is generally a short, concise treatment of a subject related to
the main text, but which is called out in a boxed format to the side of the
main text. Sidebars are generally digressions from the main topic of the
text, and if they were included in the main text they would distract from
the information being conveyed.
In Word, the usual way of creating sidebars is to use a text box. To
create a sidebar, follow these general steps:

1. Switch to Print Layout view, if you are not already in that viewing
mode.
2. Display the page on which you want to place the sidebar.
3. Decide whether you want the sidebar on the left or right side of the
page.
 4. Add a text box that will contain the sidebar text.
5. Page headers and page footers, the contents of which are
usually uniform accross content pages.
Headers and footers are areas in the top and bottom margins of each
page in a document. You can add, edit, or delete headers and footers
Add a header or footer.
1. Click Insert, and then click either Header or Footer.
2. Click the layout you want to use. Word comes with lots of built-in
layouts, so you might need to scroll to see them all.
3. Most headers and footers contain some placeholder text. Type
over the placeholder text with your own text.
4. When you're done, on the Header & Footer Tools tab, click Close
Header and Footer.
Edit a header or footer
1. Double-click inside the header or footer area (near the top or
bottom of the page) to open the Header & Footer tab.
2. Select the text you want to change and type your new header or
footer in its place.
3. When you're done, on the Header & Footer tab, click Close
Header and Footer. Or, double-click anywhere outside of the
header or footer area to close the Header & Footer Tools.
6. Applying the table of contents.
After you have created a table of contents in Word, you can customize
the way it appears. For example, you can change the layout, change the
text formatting, select how many heading levels to show, and choose
whether to show dotted lines between the entries and the page
numbers.

Change the layout of your table of contents

1. On the References tab of the Ribbon click Table of Contents >

Custom Table of Contents.
2. Make your changes in the Table of Contents dialog box. You’ll see
what they look like in the Print Preview and Web Preview areas.
 To add a dot leader, or dotted line, between each entry and its page
number, click the Tab leader list and then click the dotted line. You can
also choose a dash leader or remove the leader entirely and just have a
blank space.
 To change the overall appearance of your table of contents, click the
Formats list, and then click the format that you want.
 To change the number of levels displayed in your table of contents, click
Show levels, and then click the number of levels you want.
3. Click OK

7.Notes like footnotes and endnotes bibliography.

Footnotes appear at the bottom of the page and endnotes come at the
end of the document. A number or symbol on the footnote or endnote
matches up with a reference mark in the document.
1. Click where you want to reference to the footnote or endnote.
2. On the References tab, select Insert Footnote or Insert
Endnote.
3. Enter what you want in the footnote or endnote.
4. Return to your place in the document by double-clicking the
number or symbol at the beginning of the note.
LO3: HOW TO USE SPECIALLY EFFECTS FOR THE
FOLLOWING SITUATIONS:

1. Methods Of Over Laying Text On An Image For Readability Like:

A. position the text appropriately

The text can be positioned horizontally or vertically, and it can appear

on one line or wrap to multiple lines. You can change the direction of
the text, and you can also change the margins and shapes for optimal
spacing, or resize for a better text fit. For example like positioning a
text in a text box . the following are the steps of positioning the text in
different directions:
 right click the edge of the shape or text box
 on the shortcut menu, select format shape
 in the format shape pane click size/layout and properties
  under text box select the option that you want in the text
direction list.

B. increase the contrast:

contrast is defined as the separation between the darkest and

brightness areas of the image. Increase the contrast and you
increase the separation between dark and bright, making shadows
darker and highlight brighter.
steps of increasing the contrast
-choose start then control panel
-in the control panel choose appearance and personalization
-on the next screen click on the link that says “change the theme”
-scroll down and select a theme in the basic and high contrast.

C. Use a transparent overlay

Transparent overlay is capable of transmitting light so that the objects

or images can be seen as if there were no intervening materials. It is
a method which is mostly do in Photoshop.
Steps of using a transparent overlay
 In Photoshop
-Open the Photoshop file to which you want to add a
transparent overlay. Click “Layer” and “show layers” in the
Photoshop menu or press the “F7” key to open the “layer”
palette.
-Go to the “layer” palette. Select the layer you want to create a
transparent overlay for and drag it into the “create a new layer”
button at the bottom of the “layers” palette to duplicate it.
-Double click the layer containing the duplicated layer in
Photoshop “layers” palette. The “layer styles” dialog box opens.
-Go to the “styles” section on the left side of the dialog box. To
customize the color overlay, check “color overlay” from the
“styles” list.
-Go to the “color overlay” section on the right. Click the color
picker for the overlay and select an overlay color. Click “ok” to
apply it. The “layer style” dialog box closes and you are
redirected to “layers” palette.
 -Move the OPACITY slider (at the top of the “layers” palette)
form 100% to the transparency level you wish to set. You can
gauge the transparency level on your image below the dialog
box. Click “OK” once your image is at the appropriate opacity
level.
 In CSS

The most important CSS class, like the HTML, is the overlay-
effect. this is where you can specify your transition properties
and the overlay color.
The various “hover” classes are also important as they are what
activated the overlay-effect by changing the opacity from 0 to 1.
Example: .full: hover .overlay-effect,
.half: hover .overlay-effect,{ opacity: 1;}

D. Drop shadow

A drop shadow is a visual effect consisting of a drawing element

which looks like the shadow of an object, giving the impression that
the object is raised above the objects behind it. The drop shadow is
often used for elements of a graphical user interface such as windows
or menus and for simple text. The text label for icons on desktops in
this effect effectively distinguishes the text from any colored
background it maybe in front of.

2. Run around and intrusions or bleeding an image over the page

margin

Bleed is a printing term that is used to describe a document which

has images or elements that touches the edge of the page, extending
beyond the trim edge and leaving no white margin. Therefore, when a
document has a bleed; it must be printed on a larger sheet of paper
and then trimmed down.
 L.U.2 : HOW TO APPLY BASIC COMPUTER
OPERATIONS THROUGH THE FOLLOWING
VARIOUS LEARNING OUTCOMES

L.O.1 : KNOW HOW TO IMPORT EXPORT AND CONVERT

DATA FILES FOR THE FOLLOWING WAYS:
1. Variety of different file formats like:
a. formats
(noun, pronounced FOHR-mat) is a preestablished layout for data. A
computer program accepts data as input in a certain format, processes
it, and provides it as output in the same or another format
b. typical extension
File Extension File Type
.AVI Multimedia Audio/Video
.BMP Windows BitMap
.CLASS or .JAVA Java files
.DIF Data Interchange format
.DOC or .DOCX Microsoft Word for Windows/Word97
.EPS Encapsulated PostScript
.GIF Graphics Interchange Format
.HTM or .HTML Web page source text
.JPG or JPEG JPEG graphic
.MAC MacPaint
.PDF Acrobat -Portable document format
.PNG Portable Network Graphics
.PPT or .PPTX PowerPoint
.PSD Adobe PhotoShop
WPD or .WP5 WordPerfect (the numbers following represent the version
#)
.XLS or .XLSX Excel spreadsheet
.ZIP PC Zip Compressed Archive
2.Data import and export techniques
1. Open SQL Server Management Studio.
2. Right-click on the database name, then select "Tasks" > "Export
data..." from the object explorer.
3. The SQL Server Import/Export wizard opens; click on "Next".
4. Provide authentication and select the source from which you want to
copy the data; click "Next".
5. Specify where to copy the data to; click on "Next".
3. How to compress a file
Compressed files use less disk space so they are easier to store and
quicker and easier to send by email.
Steps
1.Open File Explorer.
2.Navigate to the location with the items you want to compress.
3.Right-click on an empty space, select New, and click Compressed
(zipped) Folder.
4. How to convert a file ( file conversion )
1.Point your browser to Online Convert .
2.Choose the kind of file you want to convert and the file type you want
to use from the drop-down menus.
3.You have two options for selecting files to convert.
4.Change the optional settings, if you like, then click "Convert file" to
start the proces

L.O.2 : DESCRIBE ON HOW TO USE AS FUNCTIONS OF

STORAGE MEDIA THROUGH THE FOLLOWING TERMS
1. Different types of storage (off_line / on_line storage) for the following
storage media:
a) External hard drive: is just a hard drive (HDD) or solid-state drive
(SSD) that is connected to a computer on the outside rather than on the
inside. ... External hard drives come in varying storage capacities, but
they all connect to a computer either by USB, FireWire, eSATA, or
wirelessly.
What are the benefits of an external hard drive?
Advantages of External Drives for Backup. The main advantages of
external storage drives are relatively low cost and convenience of setup.
Most external drives support either USB or Firewire connectivity (or
both), and installation consists simply of plugging them in to the
computer.
Examples of external storage are :
* floppy disk drives hard drives
* tape drives,
B) An SSD (solid-state drive) : is a type of nonvolatile storage media
that stores persistent data on solid-state flash memory. ... SSDs are
sometimes referred to as flash drives or solid-state disks. Unlike a hard
disk drive (HDD), an SSD has no moving parts to break or spin up or
down.
Solid-state storage can be found in three form factors:
* solid-state drives (SSD).
* solid-state cards (SSC).
* solid-state modules (SSM).

C) NAS: are simply one or more regular IDE or SATA hard drive.

D) USB thumb drive :A USB flash drive, also known as a thumb drive,
pen drive, gig stick, flash stick, jump drive, disk key, disk on key (after
the original M-Systems DiskOnKey drive from 2000),[1] flash-drive,
memory stick (not to be confused with the Sony Memory Stick), USB
key, USB stick or USB memory,[a] is a data storage device that includes
flash memory with an integrated USB interface. It is typically removable,
rewritable and much smaller than an optical disc. Most weigh less than 1
oz (28 grams).
E) OPTICAL DRIVE ( CD/DVD) : An Optical Drive refers to a computer
system that allows users to use DVDs, CDs and Blu-ray optical drives.
The Drive contains some lenses that project electromagnetic waves that
are responsible for reading and writing data on optical discs. Optical
drives are integral parts of electronics devices such as VCD players, CD
players, Blu-ray players, DVD players, and certain video games
consoles such as Microsoft Xbox one, Sony PlayStation 2, 3&4 and
Nintendo Wii U.

F) Cloud storage :is a model of computer data storage in which the

digital data is stored in logical pools. The physical storage spans multiple
servers (sometimes in multiple locations), and the physical environment
is typically owned and managed by a hosting company. These cloud
storage providers are responsible for keeping the data available and
accessible, and the physical environment protected and running. People
and organizations buy or lease storage capacity from the providers to
store user, organization, or application data.

Cloud storage services may be accessed through a colocated cloud

computing service, a web service application programming interface
(API) or by applications that utilize the API, such as cloud desktop
storage, a cloud storage gateway or Web-based content management
systems.
2. Know the storage capacity based on:
a.DESCRIPTION OF UNITS OF DATA
Bytes are expressed in large numbers using metric prefixes. Each
increase in unit represents 1,000 of the previous unit. A kilobyte (KB) is
1,000 bytes, and one megabyte (MB) is 1,000 kilobytes. One gigabyte
(GB) is equal to 1,000 megabytes, while a terabyte (TB) is 1,000
gigabytes.
3. Know disk formatting based on:
a.Partioning: is the process of writing information on into blocks of
storage divice or medium that allow access by an operating system.
There are three types of partitions:
primary partitions, extended partitions and logical drives
B.Erase data : erasing a hard drive is recommended any time on
operating system is to be
reinstalled an a boot drive or whenever a black drive is desired.

L.O.3 : KNOW ON HOW TO APPLY PRINTER SETTINGS

FOR THE FOLLOWING VARIOUS COMMON CONCEPTS:
1. Page setup concept : a. print preview
Print preview refers to formatting a document for printer, but then
displaying it on the display screen instead of printing it, this feature
allows you to view what a printed version of you document would look
like on the screen before printing a hard copy by using print preview you
can find an error that may exist or fix the layout before printing
Preview click file>print or office button>print>print preview to open
the print preview of the document you’re currently viewing
b. print dialog box
The print dialog box lets the user select option for particular print jobs,
for example the user can specify the printer to use, the range of copies
To print and the number of copies, the print dialog box appears when the
user click the print button.
2. How to select print name based on:
a. print options
b. print one or more copies
c. printing in black/white or color
d. print page ranges
Before you print, you can preview your document and specify which
pages you want to print.
Preview your document
1. Click File > Print .
2. To preview each page, click the forward and backward arrows at the
bottom of the page.
If the text is too small to read, use the zoom slider at the bottom of the
page to enlarge it.
3. Choose the number of copies, and any other options you want, and
click the Print button.
If you have a Word document that contains color text or graphics but you want
to print it in black and white or grayscale, you can do so by changing your
printer properties. The options you have available depend on the type of
printer you have.
1. Click the File tab, and then click Print.
2. Click Printer Properties.
The dialog box that opens and the options available are specific to the printer.
In the dialog box, find and select the properties for printing in color, grayscale
or black and white.
To determine your print range:
1. Click where you want to start the printing and note the page and section
number in the status bar.
2. Scroll to the last page you want to include and click on that page. ...
3. Select the Print option on the File tab (or press Ctrl-P).
4. Enter your range using the format p#s#-p#s#.
5. Click Print.
L.O.4 : KNOW BY DESCRIBING ON HOW TO CONNECT
COMPUTER TO THE NETWORK THROUGH THE
FOLLOWING WAYS:
1. Common types of area network based on “SIZE” such as:
 HOW TO › INTERNET & NETWORK

Introduction to LANs, WANs, and Other Kinds of Area Networks

What is the difference between LAN and WAN and other networks?
An illustration of the difference between local area networks and wide
area networks.
One way to categorize the different types of computer network designs
is by their scope or scale. For historical reasons, the networking industry
refers to nearly every type of design as some kind of area network.
Common types of area networks are:

LAN - Local Area Network

WAN - Wide Area Network
WLAN - Wireless Local Area Network
MAN - Metropolitan Area Network
SAN - Storage Area Network, System Area Network, Server Area
Network, or sometimes Small Area Network
CAN - Campus Area Network, Controller Area Network, or sometimes
Cluster Area Network
PAN - Personal Area Network
LAN and WAN are the two primary and best-known categories of area
networks, while the others have emerged with technology advances

Note that network types differ from network topologies (such as bus,
ring, and star).

1. LAN: Local Area Network

A LAN connects network devices over a relatively short distance. A

networked office building, school, or home usually contains a single
LAN, though sometimes one building will contain a few small LANs
(perhaps one per room), and occasionally a LAN will span a group of
nearby buildings. In TCP/IP networking, a LAN is often but not always
implemented as a single IP subnet.
In addition to operating in a limited space, LANs are also typically
owned, controlled, and managed by a single person or organization.
They also tend to use certain connectivity technologies, primarily
Ethernet and Token Ring.

1. WAN: Wide Area Network

As the term implies, a WAN spans a large physical distance. The

Internet is the largest WAN, spanning the Earth.
A WAN is a geographically-dispersed collection of LANs. A network
device called a router connects LANs to a WAN. In IP networking, the
router maintains both a LAN address and a WAN address.

A WAN differs from a LAN in several important ways. Most WANs (like
the Internet) are not owned by any one organization but rather exist
under collective or distributed ownership and management. WANs tend
to use technology like ATM, Frame Relay and X.25 for connectivity over
the longer distances.

1. Wireless Local Area Network

- A LAN based on Wi-Fi wireless network technology
1. Metropolitan Area Network
- A network spanning a physical area larger than a LAN but smaller
than a WAN, such as a city. A MAN is typically owned and operated
by a single entity such as a government body or large corporation.
1. Campus Area Network
- A network spanning multiple LANs but smaller than a MAN, such as
on a university or local business campus.
1. Storage Area Network
- Connects servers to data storage devices through technology like
Fibre Channel.
2.
A. storage area network (SAN):
is a dedicated high-speed network or subnetwork that interconnects and
presents shared pools of storage devices to multiple servers.
A SAN moves storage resources off the common user network and
reorganizes them into an independent, high-performance network. This
enables each server to access shared storage as if it were a drive
directly attached to the server. When a host wants to access a storage
device on the SAN, it sends out a block-based access request for the
storage device.

A storage area network is typically assembled using three principle

components: cabling, host bus adapters (HBAs), and switches attached
to storage arrays and servers. Each switch and storage system on the
SAN must be interconnected, and the physical interconnections must
support bandwidth levels that can adequately handle peak data
activities. IT administrators manage storage area networks centrally.

Storage arrays were initially all h3ard disk drive systems, but are
increasingly populated with flash solid-state drives (SSDs).
3.
Two types of internet connection services

There are two key types of service that can provide you with internet
access. They are:

.Fixed internet
.Mobile internet
Let's take a look at each, in turn...

A. Fixed internet:

As the name suggests, this is an internet connection that is fixed to a

specific location (such as a home, office or shop) — meaning that the
internet connection is unique to that property, and as such you can only
access it when you’re physically situated there.
Today, the three most common types of fixed internet connection
are:

 ADSL broadband

The most widely used form of internet connection, ADSL uses a

property’s existing phoneline to get online.

This form of broadband has been available for a while, making it often
the most cost-effective way of getting online — yet not the fastest
(average download speeds of 8.4 Mb) compared to the two other
available forms of internet connection now available in the UK, cable and
fibre broadband.

 Cable broadband

Instead of using a phone line as ADSL does, cable broadband

establishes an internet connection via a specialised cable that shares
the same line as your TV service.

Cable broadband generally offers higher speeds than ADSL connections

(average download speeds of 50.5 mb), but as a cable broadband
connection is often shared with many other users, speeds can suffer
from time to time due to congestion during peak times.

 Fibre broadband

The most recently rolled out form of internet connection in the UK (and
therefore, still not that widely available) is fibre broadband.
Fibre broadband claims to offer more consistent and reliable speeds
than cable and ADSL (average download speeds of 59.4mb) — allowing
multiple devices to be performing high-capacity tasks, simultaneously,
without any slow downs or breakages in the connection, making it an
attractive proposition for busy family homes or office environments.

B. Mobile internet

Mobile internet is a way of getting online anywhere without relying on a

fixed-location connection — as the name suggests, by using your mobile
device.

Mobile phone operators provide access to this alternative method of

internet usage. When you sign up to a mobile phone operator’s services
— either on a contract or pay-as-you-go basis — you can include access
to a certain amount of data (measured in megabytes), allowing you to
use your mobile device to connect to the internet within that capped
usage limit.

Mobile internet is currently offered at two different speeds and capability

levels:

3G mobile internet: has been around for many years and typically offers
basic access and download speeds that allow users to complete basic
tasks such as load a web page or access an email. 3G mobile internet is
gradually being replaced by 4G services.

4G mobile internet: is the more recently available level of mobile internet

available, offering much higher speeds than 3G. In fact, due to excellent
connection and download speeds, 4G might eventually replace fixed
internet connections in more rural parts of the country that may struggle
to get access to quicker connections.
5G mobile internet: is the proposed next telecommunications standard
beyond the current 4G advanced standards.

As conclusion:
 It’s possible to connect to the internet via a range of devices these
days — though desktop and laptop computers, mobile phones and
tablets are the most common.
 However, everyday items such as watches, even central heating
systems and refrigerators, are now capable of using the internet.
 In order for any device to actually get online though, requires
signing up for a specialised service for accessing the internet.
 These internet access services are generally of two types: internet
fixed to a specific location and provided by internet service
providers, or mobile internet that can be used out and about, which
are provided by mobile phone networks.
 People use one or the other (or both) types of internet access —
fixed or mobile — depending on the device they’re using, their
immediate environment and budgets.
L.U3: know how to manage data.
L.O.1: manage datatypes by description for the
following concept:

a) description of datatype like:

I) * Byte data type is an 8-bit signed two's complement integer.

Minimum value is -128 (-2^7) Maximum value is 127
(inclusive)(2^7 -1) Default value is 0. Byte data type is used to
save space in large arrays, mainly in place of integers, since
a byte is four times smaller than an integer.

* The INTEGER data type stores whole numbers that range from -
2,147,483,647 to 2,147,483,647 for 9 or 10 digits of precision. The
number 2,147,483,648 is a reserved value and cannot be used.
The INTEGER value is stored as a signed binary integer and is
typically used to store counts, quantities, and so on.
* The short data type is a 16-bit signed two's complement integer.
It has a minimum value of -32,768 and a maximum value of 32,767
(inclusive). ... long:

* The long data type is a 64-bit two's complement integer. The

signed long has a minimum value of -263 and a maximum value of
263-1.

* A string is a sequence of characters, like "Hello world!".

A string can be any text inside quotes. You can use single or
double quotes:

Example

<?php
$x = "Hello world!";
$y = 'Hello world!';

echo $x;
echo "<br>";
echo $y;
?>

* A Boolean represents two possible states: TRUE or FALSE.

$x = true;
$y = false;

* Object

An object is a data type which stores data and information on how

to process that data.
First we must declare a class of object. For this, we use the class
keyword. A class is a structure that can contain properties and
methods:

Example
<?php
class Car {
function Car() {
$this->model = "VW";
}
}

// create an object
$herbie = new Car();

// show object properties

echo $herbie->model;
?>

* Variant is a data type in certain programming languages,

particularly Visual Basic, OCaml, Delphi and C++ when using the
Component Object Model. In Visual Basic the Variant data type is
a tagged union that can be used to represent any other data type
except fixed-length string type and record types.
II) techniques of entering data types in cells and their defaults
formats

* labels
* values
* formulas
III) Labels,
IV) Values, and
V) Formulas

Labels and values

Entering data into a spreadsheet is just like typing in a word

processing program, but you have to first click the cell in which you
want the data to be placed before typing the data.

All words describing the values (numbers) are called labels. The
numbers, which can later be used in formulas, are called values.
 Notice also that the labels (composed of letters) are all left justified
and the values (composed of numbers) are all right justified in their
cells.

Simple Formula:

Click the cell in which you want the answer (result of the formula)
to appear. Press enter once you have typed the formula.

All formulas start with an = sign.

Refer to the cell address instead of the value in the cell e.g.
=A2+C2 instead of 45+57. That way, if a value changes in a cell,
the answer to the formula changes with it.

Functions

These formulas are used for working with long lists of numbers. A
typical function looks like this:

=SUM(A3:A30)

- SUM is a function, meaning that it sums (adds up) the list of

numbers.

- The list of numbers is indicated in brackets.

- The address of the first cell in the list is A3.

- A colon : separates this cell address from the last cell in the list,
which is A30.
L.O.2. How to apply data validation based on the following
activities:
1.Create validation rules first (entries allowed in the cell
prompt/message/warning alerts)
Data validation rules are that verify or check if the data a user enters in a
record into the computer has not been compromised or corrupted during
transmission or if the data meets the standards you specify before the
user can save the record. And also they can control the type of data or
values that users enter in a cell.
The steps for creation of data validation rules:
Step1. Select the cell(s) you want to create a rule for
Step2. On the data tab, in the data tools group click data validation
Step3.On the settings tab, under allow, select an option:
2. Whole number: to restrict the cell to accept only whole numbers.
3. Decimal: to restrict the cell to accept only decimal numbers.
4. List: to pick data from the drop-down list.
5. Date: to restrict the cell to accept only data
6. Time: to restrict the cell to accept only time
7. Text length: to restrict the length of the text
8. Custom: for custom formula

Step4. Under data, select an option

2. Between
3. Not between
4. Equal to
5. Not equal to
6. Greater than
7. Less than
8. Greater than/equal to
9. Less than/equal to

Step5. Select the other required values based on what you chose for allow
& data. For example, if you select between as condition, then select the
minimum and maximum values for cell(s).
Step6. Select the ignore blank spaces checkbox if you want to ignore
blank spaces.
Step7. If you want to add a title and message for your rule, select the input
message tab and type a title and also input message.
Step8. Select the show input message when cell is selected checkbox to
display the message when the user selects or hovers over the selected
cell(s).
Step9. Press OK
Now if the user tries to enter a value that is not valid, a pop-up appears
with the message, "This value doesn't match the data validation restriction
for this cell."
2.Search/ find and replace
Search: enable/allow the users to search for documents on the world wide
web.
Find and Replace: Helps to find words or formats in a document and can
let you replace all instances of a word or format. This is particularly handy
in long documents. To use find and replace you can use shortcut ctrl+H
or navigate to editting in the home tab of the ribbon, then choose replace.
The ways or steps you can use for find and replace:
1. Press ctrl+H to bring up the replace dialog
2.. Type the text that you want to search for in the find what box
3. Type the replacement text in the replace with box.
3. Deleting a range of text:
Select range with cells you want to remove unwanted text, and then click
Data > Text to Columns.
4. The undo command: is an interaction technique which is implemented
in many computer programs. It erases the last change done to the
document reverting it to an older state.
In most Windows applications, the Undo command is activated by
pressing the Ctrl+Z or Alt+Backspace keybindings . In all Macintosh
applications, the Undo command is activated by pressing Command -Z.
The common command for Redo on Microsoft Windows systems is Ctrl+Y
or Ctrl+ Shift +Z. The common command for Redo on Apple Macintosh
systems is Command-
Shift -Z.
5. Spelling and grammar: when the first misspelled word is found , the
spellcheck dialog opens. If a grammar checking extension is installed, this
dialog is spelling and grammar. Spelling errors are underlined in red,
grammar errors in blue. First the dialog presents all spelling errors, than
all grammar errors.
To start a check of the spelling and grammar in your file just press
F7 or follow these steps:
1. Open most Office programs, click the
Review tab on the ribbon. In Access or InfoPath you can skip this step.
2. Click Spelling or Spelling & Grammar.
3. If the program finds spelling mistakes, a dialog box appears with the
first misspelled word found by the spelling checker.
4. After you decide how to resolve the misspelling (ignoring it, adding it to
the program’s dictionary, or changing it), the program moves to the next
misspelled word.

6.Synonyms: Validation may refer to Verification. Verification checking

that a software system meets specifications and fulfills its intended
purpose. It may also refer to authentication, testament, evidence and so
on
L.O.3: Apply logical functions like:
a. Logical function overview (AND, OR, XOR, and NOT)
To get detailed information about a function, click its name in the first
column.
Function Description

AND function Returns TRUE if all of its

arguments are TRUE

FALSE function Returns the logical value FALSE

IF function Specifies a logical test to perform

IFERROR function Returns a value you specify if a

formula evaluates to an error;
otherwise, returns the result of the
formula
IFNA function Returns the value you specify if
the expression resolves to #N/A,
otherwise returns the result of the
expression

IFS function Checks whether one or more

conditions are met and returns a
value that corresponds to the first
TRUE condition.

NOT function Reverses the logic of its argument

OR function Returns TRUE if any argument is

TRUE

SWITCH function Evaluates an expression against a

list of values and returns the result
corresponding to the first
matching value. If there is no
match, an optional default value
may be returned.

TRUE function Returns the logical value TRUE

XOR function Returns a logical exclusive OR of

all arguments

b. Between condition (If function)

The IF function is one of the most popular functions in Excel, and it

allows you to make logical comparisons between a value and what you
expect.
 So an IF statement can have two results. The first result is if your
comparison is True, the second if your comparison is False.

L.O.4: Analyse data through the following:

a. Create different types of charts
Charts help you visualize your data in a way that creates maximum
impact on your audience. Learn to create a chart and add a trendline.

Create a chart

1. Select data for the chart.

2. Select Insert > Recommended Charts.
3. Select a chart on the Recommended Charts tab, to preview the chart.
4. Select a chart.
5. Select OK.

Add a trendline

1. Select a chart.
2. Select Design > Add Chart Element.
3. Select Trendline and then select the type of trendline you want, such
as Linear, Exponential, Linear Forecast, or Moving Average.

b. Table style and application of conditional formatting

Conditional formatting gives you the ability to apply colors to cells that
correspond to specific conditions such duplicate values or values that
meet specific criteria—such as "greater than 100", or "equals Revenue” .
There are options to Highlight Cells Rules and configure Top/Bottom
Rules. You can also show how individual cells rank against a range of
values with Data Bars, Color Scales and Icon Sets. Conditional
formatting is dynamic, which means that formatting will automatically
adjust so as your values change.

Sort by color
 Take your duplicate search a step further by sorting your list by color.
This can make it easier to apply bulk changes to the duplicates, such as
deleting them.

Follow these steps:

1. Click anywhere in your data range, then click Data>Sort & Filter>Sort.
2. Select Employee Name for the Sort by option, choose Cell Color in the
Sort On drop-down, and then choose a color in Order, and choose On
Top in the last drop-down. Click OK to apply this formatting.

c. Duplication removal

Sometimes duplicate data is useful, sometimes it just makes it harder to

understand your data. Use conditional formatting to find and highlight
duplicate data. That way you can review the duplicates and decide if you
want to remove them.

1. Select the cells you want to check for duplicates.

2. Click Home > Conditional Formatting > Highlight Cells Rules >
Duplicate Values.
3. In the box next to values with, pick the formatting you want to apply to
the duplicate values, and then click OK.

Remove duplicate values

When you use the Remove Duplicates feature, the duplicate data will
be permanently deleted. Before you delete the duplicates, it’s a good
idea to copy the original data to another worksheet so you don’t
accidentally lose any information.

1. Select the range of cells that has duplicate values you want to remove.
2. Click Data > Remove Duplicates, and then Under Columns, check or
uncheck the columns where you want to remove the duplicates.
3. Click OK.

L.O.5:how to apply data protection for the following

principles
1.retention
 9. the continued possession, use, or control of something.

"the retention of direct control by central government"

10. the action of absorbing and continuing to hold a substance.

"the soil's retention of moisture"

An example of retention is someone being held in a rehabilitation center.
2.fair and lawful
2. Fair Processing

Ensuring fairness in everything you do with people's personal details is

central to complying with a data controller's duties under the Act.
This includes circumstances where you are considering sharing personal
data with another organisation - you should carefully consider what the
recipient will do with the information and what effect it will have on the
individual concerned.
In practice it means that you must:
have legitimate reasons for collecting and using, including sharing,
personal data
not use the data in ways that have unjustified adverse effects on the
individuals concerned
be open and honest about how you intend to use the information
give appropriate 'privacy policies' or 'fair processing notices' when
collecting information
ensure that people are not misled or deceived about the use of their
information
handle people's information only in ways they would reasonably expect
make sure you do not do anything unlawful with the information
Find out more about 'fair processing"
2. Lawful Processin

The Act prohibits any processing of personal data by a data controller

unless there is lawful justification.
To be lawful the processing must be generally lawful, i.e. in accordance
with the law, referring to statute and common law, whether that is civil or
criminal. This applies to public and private sector organisations.
If processing personal information involves committing a criminal
offence, the processing will obviously be unlawful.
However processing may also be unlawful if it results in, for example
an organisation exceeding its legal powers or exercising those powers
improperly
a breach of the Human Rights Act 2001
a breach of a duty of confidentiality
an infringement of copyright
a breach of an enforceable contractual agreement
a breach of industry-specific legislation or regulunless
"Personal data shall be processed fairly and lawfully and, in particular,
shall not be processed unless"
3.purposes
purpose. When you do something with purpose, you do it with
determination. When your activities have a purpose, you have an aim or
intention in mind. This noun also has a third meaning: "function, role, or
use."
4.ade privacy
2. A state in which one is not observed or disturbed by other people.
 The state of being free from public attention.

5.accuracy
 the quality or state of being correct or precise.
 the degree to which the result of a measurement, calculation, or
specification conforms to the correct value or a standard.

6.rights
 a moral or legal entitlement to have or do something.

Example of rights:
Means every user should be able to access data.
7.security
 Security is freedom from, or resilience against, potential harm (or
other unwanted coercive change) caused by others. Beneficiaries
(technically referents) of security may be of persons and social
groups, objects and institutions, ecosystems or any other entity or
phenomenon vulnerable to unwanted change by its environment
 Or making password to data in order to protect it and owned by
administrator only