Notes Topic 3, 4, 5

Mr.
Kwambiana
Education Background
• Bachelor of science with education (Math’s & ICT)
• MSc. Information Technology and System (ITS)
Contact
Phone: 0745854660/0789630665
Email: [email protected]
Course Information for DA
Code: GST 05212
Name: Computer Applications
Learning Context: Lecture, Group discussions,
Practices and demonstrations.
Number of Credits: 12
Course Information for DPLM
Code: GST 05213
Name: Fundamentals of Information Systems
Learning Context: Lecture, Group discussions,
Practices and demonstrations.
Number of Credits: 12
Assessment Method :
Continuous Assessment: 50%
Semester Examination: 50%
Learning Materials: Text books, journals,

internet, manuals and hand-outs
Reference
Required reading:
NBAA, (2015); Introduction to information and

communication technology, NBAA, Dar es salaam Tanzania
Morley, D. and Parker, C, S (2009); Understanding computers

today and tomorrow,12th Edition Course technology Cengage
Learning
Laudon, K. and Loudon, J. (2007), Management
Information Systems , 10th Edition
Wang, W. (2016); Office 2016 for dummies, John

wiley and sons,Inc.
ITL education solutions Ltd (2014); Introduction to

Computer science,2nd Edition, Dorling
Kindersley(India)Pvt. Ltd
Recommended readings:
Morley, D. and Parker, C, S (2007); Understanding computers

today and tomorrow,11th Edition Course technology Cengage
Learning
Johnson, S. (2007); Brilliant Microsoft office 2007, 1st Edition,

Pearson education Ltd
Williams, B.K and Sawyer, S.C (2013);Using information

technology :A practical introduction to computers and
communications, 10th Edition, Mc Graw Hill
Kamal, R. (2012);Mobile computing, 2nd Edition, Oxford university

press
1. Describe basic Computer hardware and software
 Identify physical parts of computer

 Describe basic computer software
 Differentiate between system software and
application software
 Explain procedures to open and close
different programs
2. Apply application software to perform accounting
duties and procurement and logistics duties.
 Identify different parts of MS word Application

 Identify parts of spread sheet Programs
 Prepare documents by using MS word (format,
save, open and close)
 Enter data in MS excel (Open work books, enter
data, format, save and open the saved
documents)
 Perform calculations by using Ms Excel
formula
 Prepare bar charts, pie charts and graphs
using MS Excel
3. Describe business information systems
 Define business information systems

 Identify different types of information systems
 Explain characteristics of different types of
information systems
4. Use internet to communicate in the Organization
 Explain concept of internet (web browser,

world wide web and internet)
 Create e-mail account
 Compose e-mail message
 Read e-mail
 Send e-mail message
5. Apply data security and privacy techniques to
protect information in the Organization
 Define data security and privacy

 Explain security threats on information
systems
 Secure organization information by using
different methods
6. Describe e-commerce and e-business in an
organization
 Define e-commerce and e-business

 Outline advantages and disadvantages of e-
commerce
 Explain uses of e-commerce in business
1. Describe basic computer hardware and
software
Computer
is defined as the electronic machine that
accept input (data), process it, stores and
produce the desirable output
(information).
software
Computer hardware
is defined as the physical components of
the computer system that are tangible.
Incudes; the system unit (system box),
monitor, keyboard, mouse, etc.
1. Describe basic computer hardware
and software
CPU
system unit Mother Board
Power Cable
Data Cable
Fan CMOS battery Power Supply
and software
Categories of computer Hardware.
Computer Hardware is classified into four main
categories namely
A. Input Devices.
- An input device is any hardware component
that allows user to enter data and
instructions into a computer.
For example mouse, keyboard, joysticks,
scanners, microphones etc
and software
Keyboard Mouse A scanner Joystick Microphones

and software
B. Processing Devices.
-processing device is the hardware component
for operations and controlling all instructions
entered by users. For example central
processing unit and fan.
Fan Central Processing Unit - CPU

and software
Output Devices.
-Output devices is for presenting information to
users. For example Monitor, printers, projector,
speaker, etc
Monitor Speaker Projector Printer

and software
Storage Devices.
Are divided into primary and secondary storage
Primary storage, this memory is for execution;
RAM – Random Access Memory
ROM - Read only Memory
A ROM Chip
RAM
ROM
and software
RAM – Random Access Memory
• Refers to a computer memory which stores
data that CPU needs in real time (only when
the computer is on).
• As soon as the machine is switched off, data
is erased (for this reason, RAM is said to be
volatile).
and software
R0M – Read only Memory
• The memory from which we can only read but
cannot write on it (it is unchanged).
• The contents of the ROM are not lost even when
the power is turned off i.e. this memory is non-
volatile.
• The information is stored permanently in such
memories during manufacturing of a computer.
• There are number of instructions which are
required to start the computer (loading
operating system into RAM).
and software
Secondary storage, this is permanent storage
where data are stored even if there is no
power. Hard Disk Drives (HDD), floppy disks,
Portable disk drives, and CD ROMS are all
examples of permanent storage.
Hard Disk Drives

floppy disk
and software
Portable disk drives
A USB flash Disk Memory Card
CD ROMS
Digital Versatile Disc - DVD Compact Disk - CD

software
Describe Computer software
Computer software is defined as the set of
instructions (computer programs) that directs a
computer what to do.
Types of Computer Software
1. System Software is software that controls the
hardware components of the computer.
System software includes the Operating
systems (OS), BIOS, Utility programs and
Device drivers.
software
 Operating systems (OS)
- An operating system is a set of programs that
coordinates all the activities among computer hardware
devices.
Examples of OS are:
• Disk Operating System (DOS)
• Mac OS (Macintosh)
• Windows such as Window 98, Windows NT, Windows XP
and Windows Vista, Windows 7, Windows 8 and
Window 10
• Unix/Linux
• Xenix
• Ubuntu etc
software
Basic Tasks of an Operating System.
• An operating system has the following primary
tasks:-
• Processor (CPU) management.
• Memory management.
• Device management.
• Storage management.
• File system management.
software
BIOS
- BIOS (Basic Input Output System) is the
program of personal computer's
microprocessor uses to get the computer
system started after you turn it on. It also
manages data flow between the computer's
operating system and attached devices such as
the hard disk, video adapter, keyboard, mouse
and printer.
software
Utility programs
- A program that performs a specific task
related to the management of computer
functions, resources, or files, password
protection, memory management, virus
protection, and file compression
1. Describe basic computer hardware and software
Utility Example of a program

Task
Virus Protection Kaspersky Antivirus
File Compression WinZip
Firewall Windows firewall
Resource management Disk defragmenter (included in
Windows OS)
Memory management Detect Unintended Memory
Access (or DUMA)
Encryption Software AxCrypt
File management System File Checker
software
Device drivers
- A device driver is a software program that
controls a particular type
of hardware device that is attached to a
computer. When buying an operating system,
many device drivers are built into the product.
However, if a user later buys a new type of
device that the operating system did not
anticipate, the new device driver will have to
be installed.
software
A device driver essentially allows smooth
communication between a connected
hardware device and the operating system
(OS).
Note: DriverPack is recommended for windows
operating system
software
2. Applications software is the type of software

that provides the user with the application
programs they want to use.
Examples:
• Offices Applications.
• Games.
• WhatsApp, Face Book, Instagram, BBM
• Database Management Systems.
• Management Information Systems, Web sites
• Adobe Photoshop
• Adobe reader and etc
Differences between Application Software and
System Software
System Software Application
Software
Designed to provide a platform for Designed to help the user to
running application software. perform specific tasks.
Run and control the hardware units of Does not control hardware
the system parts
It is a general-purpose software It is a specific
purpose software
Create its own environment to run itself Performs in an environment
and run other application. which created by
System/Operating System
It executes all the time in computer It executes as and when
required
System software is essential for a Application is not essential for
computer a computer
The number of system software is less The number of application
than application software. software is much more than
system software.
software
1. List two (2) devices that are both input and
output.
2. Give out five differences between primary
storage and secondary storage.
3. Differentiate between RAM and ROM (five
differences)
4. List 5 characteristics of computers.
5. What are the advantages and
disadvantages of using computers in your
of study?
Procedures to open and close
different programs
How to Switch on the Computer
• Turn ON the wall socket switch
• Turn ON the UPS switch (If the computer is
connected to the UPS)
• Switch ON the Monitor
• Switch ON the System Unit.
• Then
– Wait for the computer to load the operating
system, e.g. Window 7
– When the process is over, the desktop appears
Wall socket Switch UPS Computer Switch
Shut down the Computer
How to shut down the Computer

• Click the Start button
• Select Shutdown
• The computer automatically shuts down
Note:
- Never power off the computer before closing
windows. Doing this you may damage your
files and windows
Shut Down Other Options
log off means that the user who is
currently logged on has their
session end, but leaves
the computer running for someone
else to use.
lock used to disallow it from being
turned on or used without a
physical key.
Restart used to shut down and on
Sleep mode(standby or suspend) is
a power-sparing state that
a computer can enter when not in
use. A computer usually wakes
from sleep mode through touching
a key, clicking the mouse or
Other Options pressing the power button.
Hibernate mode is very similar to
sleep, but this allows your
computer to turn off entirely,
which means once your computer
is in Hibernate mode, it uses zero
power. Once the computer is
powered back on, it will resume
everything where you left off.
Other Options
Start a Program
How to Start a Program

Alternative-1
• Click start Button
• Choose Programs or All Programs
• Click the program name you want to start.
Alternative-2
• On the Desktop Select the Shortcut for the
program
• Press Enter(or Double click the icon) to execute the
program (or Right click the icon then click open)
Start a Program
How to Close a Program

Close the open program by doing one of the
following:
click the Close button in the upper-right
corner of the window
click Alt+F4 to close an active open window
or choose File (or applica on bu on)→Exit
or Close.
FILES MANAGEMENT
FILES MANAGEMENT
• File Management is the organization of folders
and files in the Computer.
• It is important to organize your files and
documents well so that you can easily manage
them in the future. Files can be stored directly
in the Hard Disk (Drive), in the folders within
the Hard Disk or in the subfolders.
FILES MANAGEMENT
Drive
• Drive is defined as a media or device used for
data storage. Examples of drives include all
secondary storage.
• The operating system usually name installed
Drives with letters A, B, C, D……Z as follows.
FILES MANAGEMENT
Folder/Directory
• Folder/Directory is defined as a named storage
location which can contain files and/or
subfolders/Subdirectories. While Subfolder is
defined as a folder inside another folder.
File
• File is defined as a collection of related data
given a unique name.
FILES MANAGEMENT
• Every file must have a name and a file

extension.
File name: - Uniquely identifies the file for ease of
access.
File extension: - Describes the type of the file and
directs the operating system to assign the
appropriate program to execute it.
FILES MANAGEMENT
File extension
2. Apply application software to perform
accounting duties and procurement and
logistics duties.
 Identify different parts of MS word

Application
 Prepare documents by using MS word
(format, save, open and close)
 Enter data in MS excel (Open work books,
enter data, format, save and open the saved
documents)
2. Apply application software to perform
accounting duties and procurement and
logistics duties.

formula
 Prepare bar charts, pie charts and graphs
using MS Excel
Identify different parts of MS word Application
What is Word processing?

• Word processing is a process using a computer to
create, edit, and print word documents.
What is a Word Processor?

• Word Processor is a Software package that
enables computer users to create, edit, print and
save documents for future retrieval and
reference.
Examples of word processors are:

• MS-Word (produced by Microsoft)
• WordPerfect (produced by Satellite Software
International Inc. but is now owned by Corel)
• Lotus WordPro (produced by IBM)
• Open Office Writer (open source project by
Apache).
NB: In this course we are going to discuss word

processing using MS-Word.
Advantages of Word Processing/ Word Processors

• Easier to use due to automated features such as
Word-wrap (i.e. forces all text to be confined
within defined margins), autocorrect and auto
correct.
• Superior editing tools such as spelling check and
thesaurus which makes work easier.
• Can reuse existing documents as a template (or
can store documents for future retrieval).
• They have powerful formatting features to make

work more presentable. These features includes
bold, italic, Sub and Supper Script, text align,
font/text colors, font families, bullets and
numbering.
• Can easily change what has been done (easy to
edit the document)
• Easy to produce multiple copies
Features of the word Processor

– File management: Many word processors contain file
management capabilities that allow users to create,
delete, move, and search for files.
– Permanent storage: with word processor, documents
can be saved frequently while typing or composing.
The saved document can be used in future.
– Font specifications: Allows users to change fonts
within a document. For example, user can
specify bold, italics, and underlining. Most word
processors also let user change the font size and even
the typeface.
– Headers , footers, and page numbering: Allows

user to specify customized headers and footers
that the word processor will put at the top and
bottom of every page. The word processor
automatically keeps track of page numbers so
that the correct number appears on each page.
– Layout: Allows user to specify different margins
within a single document and to specify various
methods for indenting paragraphs.
– Macros : A macro is a character or word that

represents a series of keystrokes. The keystrokes can
represent text or commands. The ability to define
macros allows users to save a lot of time by replacing
common combinations of keystrokes.
– Mail merge: Facility provided by most word
processing program whereby a form-letter can be
sent to many recipients, each letter personalized for
each recipient. The program takes each recipients
name and address (from a mailing list) and enters it
in its usual place on the letter, and also prints out
mailing labels
– Thesaurus: A built-in thesaurus that allows you to

search for synonyms without leaving the word
processor.
– Windows : Allows you to edit two or more
documents at the same time. Each document
appears in a separate window. This is particularly
valuable when working on a large project that
consists of several different files.
– Graphics: Most word processors provide the
facility of incorporating drawings in the
documents which enhances usefulness.
– WYSIWYG (what you see is what you

get): With WYSIWYG, a document appears on the
display screen exactly as it will look when printed.
Familiarization With Ms-word Menus and Toolbars
TITLE BAR
MENU BAR
Toolbars
Title bar
• A title bar indicates the name of the current MS-
Word document running. On its right there are
minimize, restore and close buttons.
Menu bar
• A menu bar provides a user with a group of
commands. Each command has a drop down list
(Toolbrs), when it is clicked, used to create and
manipulate a document.
Toolbars
• Toolbars consists of buttons (icons) that provides
shortcuts to commands available in the menu bar.
There are two default toolbars that are standard
toolbar and formatting toolbar.
i. Standard toolbar
• Includes icons/buttons for creating a new/blank
document, Undo and Redo, Print.
ii. Formatting toolbar
• Includes icons/buttons formatting a document, such
as bold, font-family, font-size, text align, text color.
Saving a Word Document

• Procedure:
1. On the menu bar click File
2. On the drop down menu click Save As
Note:
• If you have saved the document with a name
before, but you made some changes to it then
instead of clicking Save As just click Save
• Short Cut or Key-combination for Save Action is
CTRL+S
Specifying the file name, the directory and the

drive where to save the Word Document
• Procedure:
– Specify the directory /folder where to save the
document.
– Suggest a name for your document. (To do this
double click on file name input and type the
name)
Saving with Password

• Procedure:
– Click on File menu. On drop down menu, click
protect document
– Choose either Encrypt with password or
Restrict editing or Restrict Access
– Enter password then click save
Opening an existing Document

• Sometimes you may want to open an existing
word-document while ms-word program is
running. Now follow the following steps.
• OR use Ctrl + O
KEY COMBINATION
• Users may need to do things very quick on
keyboard, thus the following are key
combinations for shortcut
EDITING A DOCUMENT
• Editing a document is the process of making
changes or modifying an existing document.
• In editing we can Copy, paste, Cut, Delete, Find
and Replace, Spell and Grammar checking, Auto-
Correct, Thesaurus, Undo and Redo.
i. Delete Text
To delete texts or characters do the following:-
• Highlight the text to be deleted
• Press the delete key or the backspace key
Note: Delete key deletes text to the right while the

backspace key deletes text to the left.
ii. Copy, Cut and Paste

Copy, command is used to reproduce a part of
document which is highlighted, in order to copy or
Press Ctrl + C keys
Paste, command is used to produce what has been
copied by the copy command, to paste Press Ctrl + V
keys
Cut, command is used to remove words.
• Difference between Cut and Delete command is that
the Cut command allows pasting while the delete
command do not allow pasting.
iii. Find and Replace

Find and replace is used to locate a word or phrase
and replaces it with another. Find and replace
found on Home menu.
IV. Spelling and Grammar Checker

• This facility automatically checks and locates
misspelled words and grammatical mistakes. The
misspelled word will have a wavy reddish
underline while a sentence with incorrect
grammar will have a wavy greenish underline.
To correct the grammar error just right-click on the

specific word and options will popup. Also user can
ignore the error by choosing ignore Once or ignore
All or Add to Dictionary.
Ignore Once: Will ignore the current misspelling or

incorrect grammar and will now go to the next
word phrase with misspelling or incorrect grammar.
Ignore All: Will consequently ignore all misspelling

and incorrect grammar.
Add to Dictionary, The selected word phrase will

now be added into your machine’s Ms-Word
Dictionary. This means next time you type the
same word in any Ms-word document in your
computer it will be recognized as correctly spelled
or grammar correct.
v. Undo and Redo

• Undo reverses the most current executed
command while Redo reverts back to the
cancelled action. In order to Undo or Redo do
the following.
• Use key combinations Ctrl + Z to Undo or Ctrl + Y
to Redo
OR
• On the Standard toolbar click the Undo or Redo
icon
vi. Thesaurus
• This feature allows you to automatically find words
or phrases with similar meaning (Synonyms) or
opposite meaning (Antonyms) to the selected words
or phrases. In order to apply you should first
Highlight text (s).
• To open Thesaurus pane do either of the

following:-
• Click Review then click Thesaurus or Research.

OR
• Use Key Combination Shift + F7
Procedure to use Thesaurus
• Write the word into search box
• Click on the arrow to see similar words

FORMATTING A DOCUMENT
• Formatting is the process of enhancing the
appearance of a document.
• We can format a word document in many ways
including Text formatting, Paragraph Formatting
and Formatting the whole document (eg:- page
setup, page numbering, Headers and footers,
footnotes and endnotes ).
Text Formatting
• This can be done changing font type, font size,
font color, Change case and text align. In order to
format as usual highlight the word or phrase of
words to format.
i. Font
• To format font do the following
-Select options for font type, style, size and color
from the formatting toolbar
ii. Change Case

• The change case command can be applied to a
text as lowercase, UPPERCASE, sentence case,
and Title case In order to change case you must
highlight the text first, then click
Superscript and Subscript

• Superscript command makes the selected to
appear on top of the rest of characters
• Subscript command makes the selected text to
appear just below the rest of characters.
Illustration is as shown bellow
Superscript
Superscript: 2x
Subscript: TBC1 Subscript
Subscript Superscript
Paragraph Formatting
• A paragraph is a separate group of sentences
with a single theme and indicated by a new line,
indentation, or numbering.
• Paragraph formatting includes tabs and
indentation, drop cap, text alignment, bullets
and numbering, line spacing, inserting columns
and page breaks.
a. Tabs and Indent

• Indentation determines the distance of the
paragraph from either the left or the right
margin. In a word document the default indent is
set at the margin which is 1” (one inch length).
• Tabs are used to place text at a specific point on
a line. Default tabs stops are set to every 1/2 inch
(0.5”). Any tabs you set will override the default
tab settings
b. Drop Cap
• Drop cap is a large character in a paragraph
which occupies more than one line down.
Procedure:
• Click on the first word in your paragraph.
• In the Insert menu, click on Drop Cap.
• Select Dropped or In margin
c. Text Alignment
• Alignment is the arrangement of text relative to
left margin, center of the page or the right
margin or justifies. In a paragraph text alignment
can be either of four options; left, center, right,
justified.
Procedure:
• Highlight the text for alignment
• On the Home menu click paragraph. Select your
option then click
d. Line Spacing
• This feature sets the space between lines of the
paragraph.
Procedure:
• Highlight the paragraph to apply spacing
• On the Home menu click paragraph. Select your
spacing options then click
e. Bullets and Numbering

In order to create lists Ms word supports two options
namely
• Bullets: creates unordered list decorated by bullets.
• Numbering: creates ordered lists in numeric, roman
and alphabetic.
Procedure:
• Highlight the text
• On the Home menu click bullets and numbering.
Select the thumbnail image of a bullet or numbering
that you desire, and then click Ok.
(Bullets and numbering dialog box)

f. Inserting Columns
This feature will subdivide a page into a number of
vertical sections or divisions.
Procedure:
• Highlight the text.
• On the Page Layout menu click Columns, Select
columns.
g. Page break and Column break

This feature forces the cursor to move to a new
page, section or column even before the end of the
current page, section or column.
Procedure:
• Position the cursor where to apply a break.
• On Insert or Page layout menu click Break. Set
the break type then click Ok.
Formatting entire document

• There exist some features when applied effects
will be for the whole document, such features
includes page setup and Headers and footers.
a. Page setup
• It has options such as paper size, page
orientation (either portrait or landscape) and
margins.
Procedure:
– On Page Layout menu click Orientation
• In the dialog box provide your set up options
such as orientation, margin, paper size( i.e width
and height), and paper layout and then click Ok
b. Page numbering
This feature is used to insert page number into your
document so as to facilitate ease of reference. Page
numbers when inserted they will automatically
increment depending on the number of pages you
have.
• Procedure:
– On insert menu click Page Numbers
– Select the position and alignment of the page
numbers.
– You can select also the number format by clicking on
the format button, then click ok to apply and exit.
c. Headers and footers

• Headers are lines of texts that appears on the top
margin of every pages or selected pages
• Footers are lines of texts that appears at the bottom
margin of every pages or selected pages.
Procedure
• On view menu click Headers and Footers
• Click on the header area to enter header text and
also click on the footer area to enter footer text.
• On the Header and Footer toolbar click Close to Exit.
TABLE AND TABLE FORMATING

A table is made up of rows (made by horizontal
lines) and columns (made up of vertical lines).
A small rectangle made by intersecting row and
column is so called a cell.
a. Inserting a Table
Procedure:
• Click where to insert a table.
• On Insert menu go to Table.
• Specify number of rows and columns and then
click Ok to insert.
b. Table Editing and Formatting

i. Delete rows/columns
Procedure:
• Select the row/column
• On table menu go to delete then click Row/Column
ii. Insert Row/Column
Procedure:
• Click where to insert the row/column in the table
• Right click for option then click Insert, choose
row/column positions (Left, Right, above or below)
iii. Merge Cells

• Cell merging is a technique where by two or
more cells are combined to form a single cell.
Procedure:
• Highlight the cells
• Right click for option then click Merge Cells
A1 B1 C1 D1
A2 Merged cells D2
A3 (B2,B3,C2 and C3) D3
iv. Split cells

This technique can split one cell into more the one
cell by issuing either the number of rows or
columns to be produced.
Procedure:
• Highlight the merged cells to split
• Right click for option then click Split Cells
Note:
Also you need to practice on the following;
Table of content, Cover page, Hyperlink, Equation
and symbols, Watermark, Citation and
Bibliography, Mail merge, Comments
PRINTING A DOCUMENT
This feature is helpful in producing a hard copy of
your word document.
Before you print the document it is important to
preview the document (i.e to print preview).
Print preview
Procedure:
• On the file menu click Print preview
Printing a document
Procedure:
• On file menu click print or use Key combination
Ctrl + P
• Select printing options such as page range, name
of printer, Number of copies for each page, paper
per sheet and printer properties.
• Click Ok to print
(Print options dialog box)
HELP FACILITY
Help and support for Microsoft Word links to
online customer service and technical solutions,
downloads, updates, and answers to top issues.
• On the Help menu click Microsoft Office Word

Help OR take a shortcut by pressing F1 key. Then
Help panel will appear on the task pane as
shown below:
MS Excel or Spreadsheet
Contents
 Enter data in MS excel (Open work
books, enter data, format, save and
open the saved documents)
formula
 Prepare bar charts, pie charts and
graphs using MS Excel
Familiarization With MS- Spreadsheet
What is Spreadsheet?
A spreadsheet is a document that stores data in a
grid of horizontal rows and vertical columns
Components of an Electronic Spreadsheet

There are three main components of spreadsheet
software:-
• Worksheet - worksheet is a grid of rows and
columns. Rows are typically labeled using
numbers (1, 2, 3, etc.), while columns are labeled
with letters (A, B, C, etc.).
• Database-Is a collection of data that is

organized in such a way that it can be accessed
easily. Database enables the user to perform
functions such as sort, filter, subtotaling and
consolidation on worksheet data.
• Graph – It represents data on a chart.
What is a Workbook?
A Workbook is a spreadsheet file which contains
one or more worksheets.
What is a Worksheet?
A worksheet is the active pages for data entering
and manipulation.
Worksheet consists of 256 columns and 65,536
rows, for a total of 16,777,216 cells per worksheet.
Advantages of electronic spreadsheets

– They have superior editing and formatting
tools which help to produce neat work.
– They have large worksheets compared to
manual spreadsheets.
– It has features which help user to display
information in graphs such as line graph, bar
graph and pie chart.
– Easier in entering data due to automotive
features of autocorrect, auto-complete, copy
and move.
– Easy management of large amount of data

using data management features such as
sorting, filtering, data validation and
subtotaling.
– It can perform calculations based on data from
one worksheet to multiple worksheets.
Applications of electronic spreadsheets

– Used for preparing accounting documents
such as Trial balances, balance sheets, loan
payments.
– It is used to analyze statistical data such as
mean, standard deviation, variance and to
display charts
– It is used in preparing budgets for companies
and individuals
– Can be used as a database for information

such as examination results, employee details,
customer details, payroll data etc.
Spreadsheet Terminologies
• Row is the horizontal grid in a worksheet. Rows

designated by numbers 1, 2, 3,….
• Column is the vertical grid in a worksheet.
Columns designated by Letters A, B, C …...
• Cell is the intersection of a column and a row.
Referred by the column letter and then the row
number. For example: A1.
• Address is the column letter and the row number

which describes a cell.
• Labels Are alphanumeric characters or text that
describes the content of a row or a column.
• Values Are numeric characters (0,1,2…….9) and
dates that can be manipulated mathematically
that is are the raw data in a spreadsheet.
• Formula Refers to a mathematical expression to

perform arithmetic such as summation, average
etc.
• Function is a predefined or a built in formula
that allows the user to perform complex
calculations.
• Chart is a graphical presentation of the
worksheet data.
• Range /Cell Range is a group of worksheet cells
Familiarization with Menus and Toolbars

• Title bar
The Title bar contains the name of the program
Microsoft Excel, and the default name of the workbook
(Excel file) Book 1 that would change as soon as you
save your file and give another name.
• Menu bar
The Menu bar contains menus that include all the
commands you need to use to work your way through
Excel such as File, Edit, View, Insert, Format, Tools,
Data, Window, and Help
• Standard Toolbar
This toolbar is located just below the Menu bar at the
top of the screen and allows you to quickly access basic
Excel commands.
TITLE BAR
MENU BAR
TOOLBAR
Data types in MS-Excel Worksheet

There are three (3) data types which can be
accepted by MS-Excel program
• Labels, Is a text which is used to define numeric
values in a row or column for example Month,
Date, Name etc.
• Values, Are numerals or numbers for example
1.05, -45, 21.
• Formulas, Is a mathematical equation for making
calculations and must begin with an equal sign.
For example =20+9
Enter Data in a Worksheet

There are two possible ways to enter data onto the
worksheet:
1. Click to select the desired cell and then type the
new information directly into the cell.
2. You may click the desired cell and then click in

the Formula Bar at the top of the screen.
Controlling Column Width and Row Height

• Often the standard column width is not wide
enough to display the complete contents of a
cell. When the contents exceed the column
width it will appear as shown below:
Edit and formatting data in a Worksheet

• Most of editing tools which are found in
Microsoft Word are also included in Microsoft
Excel; it is my hope that editing in Microsoft
Excel will not be hard for you.
Cut, Copy and Paste

• The cut, copy, and paste editing tools are
available in Microsoft Excel, just as they are
available in Microsoft Word.
Deleting Cells
Procedure:
• To delete a cell, select and highlight the cell you
wish to delete.
• Right click on it and choose Delete. OR on home
menu click Delete
Inserting a Row or a Column
Inserting a Row
• To insert a row, select and highlight the row you
wish to insert a row.
• Right click on it and choose insert. OR on home
menu click insert
Inserting a Column
• To insert a column, select and highlight the
column you wish to insert.
• Right click on it and choose insert. OR on edit
menu click insert
Merge Cells
• Select the cells you want to merge.
• Click the Merge and Center button
Find and Replace

• Using Find or Replace from the Edit menu allows
you to quickly find and/or replace text or
numbers in multiple cells.
• Ctrl + F keyboard shortcut as MS Window.
DATA MANIPULATION
What is a formula?
• A formula is an equation that performs
operations on worksheet data. Excel formula can
perform mathematical operations, such as
addition and multiplication, or they can compare
worksheet values or join text.
• Note: In Ms-Excel any formula must begin with
an equal sign (=)
DATA MANIPULATION
Examples:
1. To add 5 and 3 the formula is =5+3
2. To add cell A2 with A4 the formula is =A2+A4
3. To add up all cells from D1 through D6 the
formula is =SUM(D1:D6)
DATA MANIPULATION
Basic Mathematical Operators

• Formulas can perform mathematical operations
(Arithmetic Operations), such as addition (+),
subtraction (-), multiplication (*), and division (/).
For example =A2/A3, =B1+C1, =C4-C5, =E2*E5.
DATA MANIPULATION
Relational Operators
• A relational operator is a logical operator which
returns either True or False answer.
Symbol Meaning Example
= Equals to =E1=E4
> Greater than =A1>A4
>= Greater or Equal =A3>=A4
< Less than =A1<A4
<= Less or Equal =B2<=C4
<> Not Equal =A2<>B2
DATA MANIPULATION
More about Formulas

• Linking Worksheets
When working with formulas, you may want to use
a cell from a worksheet other than your current
worksheet. For example, the value of cell A1 in the
current worksheet and cell A2 in the second
worksheet can be added using the format
"sheetname! cell-address".
DATA MANIPULATION
The formula for this example would be

"=A1+Sheet2! A2" where the value of cell A1 in the
current worksheet (since current worksheet means
the active worksheet then there is no need to
specify the name of this sheet) is added to the
value of cell A2 in the worksheet named "Sheet2".
• Functions, is a predefined formula that operates

on values and returns a value.
DATA MANIPULATION
Basic Functions in Ms-Excel

• Excel provides over 200 functions that can
calculate anything in your workbooks. Functions
that are very useful include SUM, AVERAGE, MIN,
MAX, COUNT, ROUND, SUMIF, PRODUCT,
COUNTIF.
• How to Use these Functions?
DATA MANIPULATION
• SUM()
Adds all the values in a given range of cells. For
example to add up A1, B1 and C1 with values 4, 5
and 6 respectively and give an answer in D1 we
shall type a function =SUM(A1:C1) in D1 and it will
display 15.
DATA MANIPULATION
• AVERAGE()
It returns the mean of cells in the argument. For
example to find the average of cells A2, B2 and C2
with values 4, 5 and 6 respectively we shall use a
function =AVERAGE(A2:C2) and will return 5.
DATA MANIPULATION
• MIN()
It returns the minimum value in the set of values
given. For example if we have cells A2, B2 and C2
with values 4, 5 and 6 respectively then
=MIN(A2:C2) will return 4.
• MAX()
It returns the maximum value in the set of values
given. For example if we have cells A2, B2 and C2
with values 4, 5 and 6 respectively then
=MAX(A2:C2) will return 6.
DATA MANIPULATION
• COUNT()
Counts the number of cells having values within
the range given. For example =COUNT(A2:C2) will
return 3.
• ROUND()
Round off the number to specified decimal places.
For example =ROUND(3.142,1) returns 3.1 while
=ROUND(3.142,2) returns 3.14
DATA MANIPULATION
• SUMIF()
Returns the sum only if it is greater than a specified
number. For example =SUMIF(A1:D1, “<>0”)
returns the sum if and only if it is not equal to zero.
• PRODUCT()
Multiplies all values in a given range. For example if
A1=4, B1=5 and C1=6 then =PRODUCT(A1:C1) Or
=PRODUCT(A1,B1,C1) will return 120.
DATA MANIPULATION
• COUNTIF()
Counts the number of cells having values within
the range given if satisfying the condition given.
For example if A1=4, B1=5 and C1=6 then
=COUNTIF(A1:C1, “<=5”) will count all values from
A1 through C1 which are less or equal to 5 and it
will return 2.
DATA MANIPULATION
• SQRT()
Finds the square root of the value in given cell(s).
For example =SQRT(D10) returns the square root of
cell D10.
• TODAY()
Returns the current date. Write =TODAY() in any
cell to retrieve date
• NOW()
Returns the current date and time. Write =NOW()
will return today date and time
DATA MANIPULATION
Common Errors in formulas and functions

Error Details How to fix
Message message
# # # # # # i. Value does not fit in i. Increase the
# # # # # # a column OR column width or
ii. negative date/time shrink the
is used contents to fit in
eg:-=-(20/02/2013) the column.
ii. Avoid using
negative date/time
Error Details How to fix message
Message
#DIV/0! Division by zero OR Avoid dividing by
using a blank cell zero OR
eg:- A2/0 Use a cell reference
which contains a
value.
#N/A A value referenced is Use a valid Argument
not available to and correct type of
function or formula value.
#NAME? Excel does not Use names which are
recognize the name recognized by Excel
used in a formula or or correct spelling.
function eg:- =dog()
Error Details How to fix
Message message
#NUL! An invalid intersection of Make sure that
cells i.e cells do not cell references
intersect. intersects.
Eg: =A1:F1 B2:B10
#NUM! This error occurs if you Use a valid
supply a non valid number number/numer
to a function argument. ic value in a
E.g, using a negative function
number when a positive is
needed. Or, using a $, %
symbol with the number.
#VALUE! Possibly the most Make sure that
frequent error type. cells that are
Occurs when the referenced by
wrong type of formula contain
argument or operand values.
(operand: Items on
either side of an
operator in a
formula. In Excel,
operands can be
values, cell references,
names, labels, and
functions.)
#REF! This means a non-valid Restore the deleted
reference in your cells
formula. Often occurs
as the result of
deleting rows,
columns, cells or
Worksheets.
DATA MANIPULATION
• Sorting
In Excel you can execute a descending or ascending
sort based on one column or more than one
column.
Procedure:
Highlight the cells that will be sorted (make sure
you highlight the items with their corresponding
data so that information remains intact and no
item loses its corresponding data) and click the
Sort & Filter then choose sort options: Ascending
(A-Z), Descending (Z-A) or custom sort.
DATA MANIPULATION
• Filtering
In Excel you can display data based on one column
or more than one column.
Procedure:
Highlight the cells that will be filtered (make sure
you highlight the items with their corresponding
data so that information remains intact and no
item loses its corresponding data) and click the
Sort & Filter then choose filter.
DATA MANIPULATION
CHARTS
In Excel you can create charts from your worksheet
data. A wide range of standard, business, and
technical charts are available. It is important to
accurately represent your data using the
appropriate chart.
DATA MANIPULATION
There are three types of basic charts:

• Bar charts: illustrate individual values at a
specific point at time.
• Line charts: illustrate changes in a large number
of values over a long period of time.
• Pie charts: show the relationship of each part to
the whole.
DATA MANIPULATION
To create a chart
Procedure:
• Select all data to be plotted
• Click insert in menu bar then choose the chart
and click.
PRINTING A WORKBOOK
To Print
Procedure:
• Click file
• Then print then choose printer
• Choose printer
• Select number of copy
• Select print selection or active sheet
• Select orientation (Portrait or landscape)
• Then click Print
HELP FACILITY
Procedure:
• Click question mark (?) on the left of title bar OR
press F1 key
• Then type your question.
• Click Search.
3. Describe Business Information Systems
 Define business information systems

 Identify different types of information
systems
 Explain characteristics of different
types of information systems
Meaning of Business Information
Systems
Information is a processed data.

When data are processed, interpreted,
organized, presented so as to make
them meaningful or useful, they are
called Information.
Systems
System
Is a collection of various components
that solve specific problems.
Systems
Information System
Is an interrelated components working
together to collect, process, store, and
disseminate information to support
coordination and decision making in
an organization.
Systems
Business Information System

Is an interrelated components working
together to collect business data,
process, store, and disseminate
business information to support
coordination and decision making in
an organization.
Identify types of information systems
Types Information System

Mainly, in an Organization we have
four major types of Information
systems, these are;
Identify types of information systems
• Executive Information Systems (EIS)

• Decisions Support Systems (DSS)
• Management Information Systems (MIS)
• Transaction Processing Systems (TPS)
Explain the characteristics of
information systems
Therefore the most important characteristics
of an Information System are those that give
decision-makers confidence that their actions
will have the desired positive consequences.
1. Accuracy, information provided by the

system must be trustworthy, consistent with
fact and verifiable. Incorrect information
leads to wrong decision.
information systems
2. Timely, Many management decision are
base on information from a certain time
period such as quarterly or semi annually or
annual periods. Thus, information outside of
the requested time frame may distort
information.
*Information must be delivered at the right
time and the right place to the right person.
information systems
3. Completeness, it should contain all the
information that are necessary for the
decision maker to satisfactorily solve the
problem at hand using such information.
Nothing important should be left out.
information systems
4. Availability, information may be useless if
it is not accessible I desired form when it is
needed. Advance in technology have made
information more accessible today (24/7)
than ever before.
information systems
5. Relevant, information is good only if it is
relevant. This means that it should be in area
of decision maker responsibility.
6. Usefulness, information should be useful

for decision making of an organization
development.
4. Use internet to communicate in the
Organization
 Explain concept of internet (web

browser, world wide web and internet)
 Compose e-mail message
 Read e-mail
 Send e-mail message
Organization
 Explain concept of internet (web
browser, world wide web and internet)
Internet, is the global system of

interconnected computer networks that
uses the internet protocol suite (TCP/IP) to
communicate between networks and
devices. *TCP - Transmission Control Protocol
IP - Internet Protocol
Organization
World Wide Web (www), which is also known
as a Web, is a collection of websites or web pages
stored in web servers and connected to local
computers through the internet.
Organization
These websites contain text pages, digital
images, audios, videos, etc. Users can access
the content of these sites from any part of the
world over the internet using their devices
such as computers, laptops, cell phones, etc.
Organization
The web pages which are formatted in HTML
and connected by links called "hypertext" or
hyperlinks and accessed by HTTP. These links
are electronic connections that link related
pieces of information so that users can access
the desired information quickly.
Organization
A web page is given an online address called a
Uniform Resource Locator (URL). A particular
collection of web pages that belong to a specific
URL is called a website,
e.g., www.facebook.com, www.google.com,
www.tia.ac.tz
Organization
A web browser, which is commonly known as a
browser, is a program that displays text, data,
pictures, videos, animation, and more. It provides a
interface that allows you to click hyperlinked
resources on the World Wide Web. When you
double click the Browser icon installed on your
computer to launch it, you get connected to the
World Wide Web and can search Google or type a
URL into the address bar.
Organization
Organization
Difference between World Wide Web, Internet and
web:
Both are depend on each other, missing one item you
can not access web pages.
Internet enables users to send emails to other users

and chat with them online (Connect computers). For
example, when you send an email or chatting with
someone online, you are using the internet.
Organization
While world wide web (www) connect people to
web pages trough browser, therefore browser act
as interface to reach web servers.
Organization

E-mail or email (electronic mail) is the
exchange of messages between people
using computer via internet.
How to create email account.
Organization
How to create email account.

Step 1: Choose email provider such as
google provides gmail, yahoo provides
yahoomail, etc
Step 2: Go to your browser open

google.com or yahoo.com
Organization
Step 3: Type in search box “sign up”

then choose create new Google account
Organization
Organization
Organization
Step 4: fill the details
Let open an email called

[email protected]
Organization
 Compose and Send e-mail message

Step 1: Login to your email
Step 2: Click Compose
Step 3: Enter email address and subject
Step 4: Write the message then click
send or you can attach a file (if you need
to share) then click send
Organization
What is the difference between CC and BCC

as used in email
CC and BCC are both send copies of an
email to additional recipients but they work
different;
- CC recipients are visible to others, while
BCC recipients are not visible.
-CC recipients will receive all responses to
the email, while BCC do not.
Organization
 Read e-mail
Step 1: Login to your email account
Step 2: click inbox to view all unread
email then click on it to read. Also you
can reply or forward to others.
5. Apply data security and privacy
techniques to protect information in the
Organization
 Define data security and privacy

 Explain security threats on
information systems
 Secure organization information by
using different methods
COMPUTER SECURITY
As you know a computer consist of hardware and

software so it is important to know how to
handle both computer hardware and software
parts.
COMPUTER SECURITY
What things threaten computer hardware?

Power Fluctuation
Dust
Liquid
Temperature and Humidity
COMPUTER SECURITY
What things threaten computer Software?

• The major threat to computer software is
Viruses, Worms, and Trojan Horses.
• A computer software is prevented by firewall
and antivirus software such as Window
defender, Avast, AVG, MacAfee, Kaspersky,
Norton etc.
Define data security and privacy
Data security, refers to the process of

protecting information from
unauthorized access and corruption
throughout its entire lifecycle.
Data privacy, refers to the process of
data collection, shared and used in
confidentiality
Explain security threats on information
systems
Cyber crime is any criminal act dealing with

computers and networks (called hacking).
Additionally, cyber crime also includes traditional
crimes conducted through the Internet.
As use of internet and related telecommunications
technologies and systems has become pervasive,
use of these networks now creates a new
vulnerability for organizations or companies that
affect information system security
systems
The security threats or “Cyber crime”, Refers to

malicious attack that seeks to unlawfully data access
or damage information.
systems
The security threats on information systems are;
1. Malware
This is malicious software such as spyware, viruses,
Trojan Horses and worms.
Malware is activated when a user clicks on a
malicious link or attachment.
systems
2. Denial of Service Attacks (DOS)

This is a type of cyber attack that floods a
computer or network so it cant respond to
request.
Hackers flood a network server or Web
server with many thousands of false
communications or requests for services to
crash the network. They will install a small
program called zombies
systems
3. Spoofing and Sniffing
Hackers attempting to hide their true identity
often or misrepresent themselves by using fake e-
mail addresses or redirecting a Web link to an
address different from the intended one. For
example, if hackers redirect customers to a fake
Web site that looks almost exactly like the true
site, they can collect and process orders effectively
stealing business as well as sensitive customer
information from the true site.
Identify security threats to organization
information and information systems
4. Unauthorized Access
Hackers and crackers (People) gain unauthorized
access by finding weaknesses in the security
protections employed by Web sites and computer
systems. One of the technique they are using is to
send structured query language (sql) injection
malicious into a server, when serve is infected
releases information.
5. Spam and Phishing

Spamming and phishing are two very common
forms of cybercrimes. Spam is basically unwanted
emails and messages. Phishing is a method where
cyber criminals offer a bait so that you take it and
give out the information they want.
6. Theft
Data theft normally involves making copies of
important files without causing any harm to the
originals. This can involve stealing sensitive
information and confidential data or making
unauthorized changes to computer records. Such
data can include passwords, activation keys to
software, sensitive correspondence, etc.
Secure organization information by using
different methods
The following are the techniques for data security

and privacy;
Authentication: This fundamental cyber security
technique intends to verify the identity of user
based on the credentials stored in the security
domain of the system. The most common mode of
governance is password technology, however
there are numerous other implementations like
the SIM card inserted in anyone’s cell phone.
Describe techniques for data security and privacy
Encryption: Encryption renders data undecipherable

without application of a proper key to unlock the
same. To combat an encryption, one would be
required to undertake solving complicated
mathematical problems.
Digital signatures:
A piece of electronic information that shows who
has created or sent electronic document or
message. Digital signatures can be erected out of
the same mathematical algorithms that are
employed in asymmetric encryption.
Anti-virus: The threats of computer viruses or

undesirable short programs that trigger unwanted
commands without the explicit consent of user
have assumed monstrous proportions. Anti-virus
software carries out two functions; it prevents the
installation of virus in a system and scans the
systems for viruses that are already installed.
Firewall: Firewalls effectively hinders any attempt of

unauthorized access to a computer when it is
connected on the internet by hackers directly or
via other network connections. Firewalls come
bundled up with most operating systems and are
turned on by default.
6. Describe e-commerce and e-business in
an organization
 Define e-commerce and e-business

 Outline advantages and disadvantages
of e-commerce
 Explain uses of e-commerce in
business

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Mr.

Name: Computer Applications

Learning Context: Lecture, Group discussions,

Practices and demonstrations.

Name: Fundamentals of Information Systems

Learning Context: Lecture, Group discussions,

Practices and demonstrations.

Learning Materials: Text books, journals,

NBAA, (2015); Introduction to information and

Morley, D. and Parker, C, S (2009); Understanding computers

Wang, W. (2016); Office 2016 for dummies, John

ITL education solutions Ltd (2014); Introduction to

Morley, D. and Parker, C, S (2007); Understanding computers

Johnson, S. (2007); Brilliant Microsoft office 2007, 1st Edition,

Williams, B.K and Sawyer, S.C (2013);Using information

Kamal, R. (2012);Mobile computing, 2nd Edition, Oxford university

 Identify physical parts of computer

 Identify different parts of MS word Application

 Define business information systems

 Explain concept of internet (web browser,

 Define data security and privacy

 Define e-commerce and e-business

Keyboard Mouse A scanner Joystick Microphones

Fan Central Processing Unit - CPU

Monitor Speaker Projector Printer

Hard Disk Drives

A USB flash Disk Memory Card

Digital Versatile Disc - DVD Compact Disk - CD

Utility Example of a program

2. Applications software is the type of software

How to shut down the Computer

How to Start a Program

How to Close a Program

• Every file must have a name and a file

 Identify different parts of MS word

 Perform calculations by using Ms Excel

What is Word processing?

What is a Word Processor?

Examples of word processors are:

NB: In this course we are going to discuss word

Advantages of Word Processing/ Word Processors

• They have powerful formatting features to make

Features of the word Processor

– Headers , footers, and page numbering: Allows

– Macros : A macro is a character or word that

– Thesaurus: A built-in thesaurus that allows you to

– WYSIWYG (what you see is what you

Saving a Word Document

Specifying the file name, the directory and the

Saving with Password

Opening an existing Document

Note: Delete key deletes text to the right while the

ii. Copy, Cut and Paste

iii. Find and Replace

IV. Spelling and Grammar Checker

To correct the grammar error just right-click on the

Ignore Once: Will ignore the current misspelling or

Ignore All: Will consequently ignore all misspelling

Add to Dictionary, The selected word phrase will