WORD PROCESSING

Definition: Word processing is the use of

computers to create, revise, and save
documents for printing and future retrieval.
You enter information into the computer
by using a keyboard. As you type, your
words are displayed on a monitor, or
screen, and are stored in computer
memory rather than on paper.
Because typing information is a separate task
from printing it, word processors enable you
to change information easily without retyping
entire documents. For example, you can
change margins, add and delete text, move
paragraphs, and correct spelling errors. All
revisions are made within the computer and
are then saved on a disk and printed.
 WORD PROCESSOR:
To perform word processing you need a
computer, a special program called word
processor, and a printer. A word processor
enables you to create a document, store it
electronically on a disk, display it on a screen,
modify it by entering commands and
characters from the keyboard, print it on a
printer.
A Word Processor is used to create, edit, save
and print reports. It affords the opportunity to
make amendments before printing is done.
During editing character, word, sentence or a
number of lines can be removed or inserted as
the case may be. Another facility possible is
spell checking. A document can be printed as
many times as possible.
 USES OF WORD PROCESSING
Word processors are mainly used to produce:
• Letters,
• Mailing lists,
• Label,
• Greeting Cards,
• Business Cards,
• Reports,
• Manual,
• Newsletter etc.
 EXAMPLES OF MS-WORD.
The followings are the examples of Ms – office
software,
• WordStar,
• Display
• Writer,
• Professional Writer,
• Window WordPad.
• LOTUS Manuscript,
• Ms- Word,
• LOCO Script,
• MM Advantage II etc.
 LOADING MICROSOFT WORD
• Start > All Programs >Microsoft Office >
Microsoft Word 2010.
• A blank document appears on your screen
ready for you to begin entering your data.
 EXITING MICROSOFT WORD
Whenever you have finish working with a specific
application, you exit the program to release the pro-gram
from your computer’s memory.

• Click the File tab and choose Exit

or
• Click the Close button in the upper right corner of the
application window.

You may be prompted to save your file. Click Yes or No if

prompted to save your file.
 Tip

• Optionally, click the File tab and choose Close.

The current file closes, but the cur-rent
program remains open.
EXPLORING THE WORD WINDOW
Word window is Designed to adjust to the way
you work, instead of the traditional Windows
menu bar and standard toolbars, Word uses a
Ribbon. Take a look at Figure in the next slide
and let’s take a stroll through a Word window
and review some of its elements. These
elements are common not only to Word, but
also to most Office applications. The Ribbon is
designed to provide the right tool at the right
time.
 Title bar
Across the top of the window you see a title
bar that shows the program title and the
document title. If you are working with a
document created in an earlier version of
Word, you may see the words Compatibility
Mode displayed.
 File tab
Pause your mouse over the icon on the top-left
screen corner. Microsoft calls this icon the File
tab. As you stop your mouse over it, a
description of the File tab functions appears.
The File tab is where you see the Backstage
view and access many common file functions,
such as Open, Save, and Print.
 Quick Access Toolbar
The Word Quick Access Toolbar (QAT), which is
the only tool-bar, provides fast and easy
access to basic file functions. Hover your
mouse over any of the four icons above the
File tab. By default, the Quick Access Toolbar
functions include Save, Undo, and Redo. You
can click the arrow next to the QAT and
customize to better meet your needs.
 Ribbon
If you hover your mouse over the Ribbon area
containing tabs, which are task-orientated
screens, a description of the feature appears
in an Enhanced ScreenTip. The tabs are also
broken down into subsections called groups,
which break the tasks into smaller areas.
 Layout tab
Layout tab, which includes the Themes, Page
Setup, Page Background, Paragraph, and
Arrange groups. As you click a different tab,
the Ribbon changes to reflect options
pertaining to the selected tab.
 Dialog Box Launcher
Many options include an icon at the bottom-
right edge of the group option. Microsoft calls
this the Dialog Box Launcher, and clicking it
opens a related dialog box. In Figure below,
clicking the Page Layout > Paragraph Dialog
Box Launcher, displays the Paragraph dialog
box.
Dialog Box Launcher
 Galleries
Some Ribbon buttons display a down arrow,
which means there are more choices available
such as on the Insert >Illustrations > Shapes
button. Click the arrow to display shapes
gallery. See Figure below. (Click the arrow
again to close the gallery.)
Example of a gallery
 Status bar
Along the bottom of the Word application
window you see a status bar that tells what page
of your document you are on and how many
words are in the document. You can customize
what displays in the status bar by right-clicking
anywhere on the status bar. The application
displays a list of options in the Customize Status
Bar menu, similar to the one shown in Figure
below. Click any option without a checkmark next
to it to activate the feature, or click any option
with a checkmark to deactivate the feature.
 USING SHORT CUTS

A short cut is a combination of keys that is

used to accomplish a task instead of selecting
commands from the menu bar. It offers fastest
approach to command selection by just
pressing a key or a combination of keys. Some
of the short keys are follows,
 CURSOR MOVEMENT
 CTRL+ HOME moves cursor to the beginning of a
document.
 CTRL + END move cursor to end of document
 End move cursor to end of line.
 HOME move cursor to the beginning of line.
 Page-down move cursor a page down.
 Page-up move cursor a page up
 CTRL + move a word to the right.
 CTRL + move a word to the left.
 JUSTIFICATION OF TEXT
• CTRL + E centralize text
• CTRL + L justify text to the left
• CTRL + R justify text to the right
• CTRL + J align text to both right and left.
 FORMMATING TEXT
• CTRL + B make a selected text bold
• CTRL + I make selected text italics
• CTRL + U underline a selected text.
• CTRL + (+) make a selected text superscript
• CTRL + = make a selected text subscript
• CTRL + 1 make a selected text single line spacing
• CTRL + 2 make a selected text double line spacing
• CTRL + 5 make a selected text 1.5 line spacing
• ALT + CTRL + C ©
• ALT + CTRL + R ®
 FILE OPERATIONS
• CTRL + N create a new file
• CTRL + O open an existing file.
• CTRL + W close a file
• CTRL + S save a file
• CTRL + P print a file
• ALT + F4 exit operation.
 EDITING OPERATIONS
• CTRL + Z undo operation
• CTRL + Y redo operation
• CTRL + X cut the selected text/graphics
• CTRL + C copy the selected text/graphics
• CTRL + V paste the selected text/graphics
• CTRL + F find a specified word
• CTRL + H replace a specified word with another expression.
• CTRL + G go to specified page in the document
• CTRL + D select a font
• SHIFT + F3 change capitalization of a selected text and vice
versa.
 SHORT CUTS TO MENU BAR
Commands are generally selected using the
mouse. A combination of keys can also be
used . the underlined letters of the menu bar
are generally called Hot keys examples
• Alt + N insert
• Alt + F office button
 USING TOOLBARS
Ms – word has a number of Toolbars, each
one containing a series of icons that are used
for accomplishing the various operations of
Ms – word. The ones available depend on
selection. The various toolbars are:
• Standard
• Formatting
• Draw
• Database
 Invoking a toolbar
• Click view
• Click toolbars
• Click the appropriate check box beside each tool
 TEXT SELECTION
Operation actions
• Highlight a character drag the insertion point over the
character. Or (shift + >)

• Highlight a word double – click the word

• Highlight a sentence Ctrl + click

• Highlight a paragraph triple click (click 3 timmes)

• Highlight entire document ctrl + A

 WORD – PROCESSING OPERATIONS
Word – processing operations can be accomplished
using either of the available commands in the
• Menu bar
• Toolbar
• Short cuts.
 To Centre text
a). Using the Toolbar we do the following.
• Highlight the text
• Click centre icon
• Deselect text.

b). using the short cut

• Highlight the text
• Press Ctrl + E
• Deselect the text.
 Bolden text
a). Using the Toolbar we do the following.
• Highlight the text
• Click bold icon
• Deselect text.

b). using the short cut

• Highlight the text
• Press Ctrl + B
• Deselect the text
 Underline text
a). Using the Toolbar we do the following.
• Highlight the text
• Click underline icon
• Deselect text.

b). using the short cut

• Highlight the text
• Press Ctrl + U
• Deselect the text.
 Mathematical Operators Used in
Word
• Name Operator Example Result
• Addition + {=6+3} 9
• Subtraction – {=6-3} 3
• Multiplication * {=6*3} 18
• Division / {=6/3} 2
• Percentage % {=6%} .06
• Exponentiation ^ {=6^3} 216
 SPREADSHEET PACKAGE
A spreadsheet is simply a sheet of paper on which
horizontal and vertical lines are drawn to generate
a rectangular grid.
An electronic spreadsheet is an electronic
counterpart of the paper spreadsheet. The
electronic spreadsheet is used to store
information in the memory of the computer, ask
the computer to calculate results, and display the
information and results on the computer screen.
A spreadsheet consist of numerous rows and
columns. A row is a horizontal line of boxes,
and is identified by number (1,2,3, …). A
column, on the other hand, is a vertical line of
boxes and is identified by alphabetic
characters (A, B, C, …). The rows and columns
intersect to form rectangular blocks called
cells.
 Each cell is identified by an address, which
defines the location of each cell. An address
consist of column letter followed by a row
number, for example; the cell in a worksheet is
referenced A1. The next one down is A2.
While the next to the right is B1. The term
active cell refers to the current cell on which
the highlight (cursor) is, and is usually darker
than the rest.
IDENTIFYING SCREEN ELEMENTS
Many items that you see when you open a
new worksheet (also called a spreadsheet) are
standard to most Microsoft Office programs.
You see the Ribbon with its tabs and groups,
and you see the status bar at the bottom of
the window. However, the following list
illustrates a few elements that are specific to
Excel as shown in figure below
• Worksheet area:- A rectangular grid consisting of
rows and columns. Columns are labels with
letters across the top, and rows are indicated by
numbers.
• Cell:- The intersection of a row and a column,
also known as a cell address. When referring to a
cell address, Excel references the column letter
first, then the row number. For example, Excel
refers to a cell address as C13 not 13C. The
current cell has a heavy border around it.
• Edit line:- The edit line consists of three parts:
the Name box, the Insert Function button, and
the Formula bar.
• Insert Function Selection indicator:- Shows the
address or name of the currently selected cell.
You can also use this area to create or use a range
name.
• icon button:- Provides a means to insert Excel
functions.
• Formula bar:- Displays the contents of the
currently selected cell.
• Scroll bars:- The screen has both horizontal and
vertical scroll bars.
• Sheet tabs:- Each Excel file begins with three
worksheets.
 Excel Movement Keystrokes
Keystroke Result

Arrow keys Moves one cell at a time up, down, left, or right

Page Down Moves one screen down

Page Up Moves one screen up

Home Moves to column A of the current row

Ctrl+Home Moves to cell A1

Ctrl+End Moves to the lower-right cell of the worksheet that contains

formatting or data

Ctrl+Arrow key Moves to the beginning or end of a row or column

Ctrl+Page Down Moves to the next workSheet.

Ctrl+Page Up Moves to the previous worksheet

F5 Displays the Go To dialog box

APPLICATION/USES OF SPREADSHEET
• Annual report of business firms.
• Invoices or bills.
• Tender evaluation
• Banking
• Inventory control
• Budgets
• Payrolls
• Scientific calculation etc.
 Entering Excel Data
Worksheet data is made up of three
components: labels, values, and formulas.
When you are ready to enter data into a
worksheet cell, you must first click on the cell
in which you want the information.
 Entering Labels
Labels are traditionally descriptive pieces of
information, such as names, months, or other
identifying information. Excel automatically
recognizes information as a label if it contains
alphabetic characters. Don’t worry if the
entire label does not appear to fit into a cell
width. If needed, Excel automatically extends
the data past the cell width, and you’ll soon
discover how you can manually widen a cell.
Excel aligns the data to the left side of the cell.
If the descriptive information is too wide to fit
in a cell, Excel extends that data past the cell
width as long as the next cell is blank. If the
next cell is not blank, Excel displays only
enough text to fit in the current cell. Widening
the column displays the additional text.
Click the cell in which you want to place the label
and type the text. Press the Enter key and Excel
accepts the label and aligns the data along the
left edge of the cell. After pressing Enter, the cell
below the one in which you just entered data
becomes the current cell. If you make a mistake
and have not yet pressed the Enter key, press the
Backspace key to delete characters and type a
correction, or press the Escape key to cancel
typing in the selected cell.
 Entering Values

Values are the raw numbers that you track in a

worksheet. When you enter a value, you don’t
need to enter commas or dollar signs. Click on
the cell in which you want to place the value and
type the numerical values. Press Enter to accept
the value. Excel enters the value into the cell and
aligns it along the right cell edge.
NOTE
Enter Value as Label:- To enter a value as a
label, type an apostrophe (’) character before
the number. The apostrophe character tells
Excel to treat the information as a label
instead of a value.
If your value is too large to fit into the cell
width, Excel may display a series of number
signs (####), or it may round the value display.
 CELL SELECTION
 To select more than one cell, perform one of the
following actions:
 To select a single entire row, click the row number. As
the mouse is on the row number it appears as a black
arrow pointing right.
 To select multiple rows, drag across multiple row
numbers.
 To select a single entire column, click a column
heading. As the mouse is on the column heading, it
appears as a black arrow pointing down.
 To select multiple columns, drag across multiple
column headings.
 To select contiguous cells, click the first cell, hold down
the Shift key and select the last cell you want to select.
Excel designates a contiguous cell range with a colon
dividing the beginning and end. For example, B1:C3
means cells B1, B2, B3,C1, C2 and C3 are included.
 To select non-contiguous cells, click the first cell, hold
down the Ctrl key and click each additional cell you
want to select. Figure 8-10 shows the non-contiguous
cells A3, A13, D1, and D4 through D12 selected. When
making non-contiguous cell selections, you can include
entire rows and entire columns along with individual
cells or groups of cells.
 To select the entire worksheet, press Ctrl + A or click
the small gray box located to the left of column A and
above row 1
 DATABASE
Definition:- A database is a collection of information
organized and presented to serve a special purpose,
example directory, address book, etc. it is a collection
of information supporting the operation of an
organization.
A database is an organized collection of files or group
of records which can hold data and information
together in a computer or data resources for all
computer base information system. It is repository of
data.
A database is any collection of information that is
organized for quick retrievals.
 Advantages of a database
• It provides greater access to information.
• It minimizes data redundancy.
•
• It provides for proper file monitoring.
• It provides for easier file maintenance and update.

Disadvantages of a database
• Virus can corrupt the data in the database.
• Unskilled DBA could lead to deficiency of data in the
database.
• Unauthorised access to the database can lead to data
corruption.
• Target to hawkers.
• If the integrity of the DBA is at stake then the information
in the database is not secured.
 Database packages
The following are examples of database packages,
• Microsoft Access
• Mysql
• Foxpro
• Clipper
• Sybase
• Oracle
• SQL sever
• RBase
• FoxBase
 PARTS OF A DATABASE
The database is made up of several
components or objects, some of these objects
are,
– Tables
– Queries
– Forms
– Reports
– Macros etc.
 Database Models/Structure
This is a theory or specification describing how a
database is structured and used.
It determines in which manner data can be stored
organized and manipulated in a database system.
The following are the common database models.
– Flat model
– Hierarchical model
– Relational model
– Network model
 Flat model
The flat model (table) consists of a single, two-
dimentional array of data elements, where
each member in the same column are similar
in value and all members in a row are related
and are called record. Example is as shown
below,
ID NAME CLASS PHONE NUMBER

034 Adebole Taiwo SS2A 08023456779

056 Akinbode Lekan SS2B 08037865467

089 Shade Akinlabi SS2C 08065432140

256 Atilola Opesahade SS1C 0807654321

 Hierarchical model
This is a logical database model that organizes
data in a tree-like structure, each record or
data element is subdivided into segments that
are connected to one another in one-to-many
parent-child relationship. This model look like
an organization chart one top-level called the
root that connects the stem and roots. The
diagram shown below is an example,
 Process student
Record

Create Record Modify Record Generate Report

Academic Report financial Report

Hierarchical model
 Network model
This model is similar to hierarchical model but
it is composed for each child having more than
one parent. The model offers many-to-many
relationship as against hierarchical which is
one-to-many. The diagram below is an
example of Network model,
MATHS ENGLISH YORUBA

STUDENT 1 STUDENT 2 STUDENT 13

 Relational Model
This model is the most common of all the models;
It represents all the data in the database in two-
dimensional tables. Each row in the model is
called a tuple while each column represents an
attribute. A tuple represents a record and the
attribute represents a field.
Data in a table can be related to another data in
another table if they both have common field.
The diagram the next slide is an example,
ID NAME CLASS PHONE NUMBER

034 Adebole Taiwo SS2A 08023456779

056 Akinbode Lekan SS2B 08037865467

089 Shade Akinlabi SS2C 08065432140

 Database Administrator (DBA)
This is an individual saddled with the
responsibility of installing, co-ordinating and
maintaining the database.
 Functions of a DBA
The following are the function ns of a Database
Administrator,

• Development of schemas and subschema

• Physical and logical layout of data
• Testing and maintaining the database.
• Development of the data dictionary.
• Educating and training database users.
• Mediating between user and managers.
• Creating accounts for users.
• Mandatory control issues related to the database.
DATABASE MANAGEMENT SYSTEM
(DBMS)

Definition:-Database management system

(DBMS) is software used for creating and
maintaining the database.
It facilitates extraction of records or files,
generation of report and revision of the database.
It allows users to arrange the data in useful
formats such as tables, forms or reports. It also
provides an interface between the user and the
data in the database.
 Components of DBMS

The DBMS is made up of three components,

they are as follows,
• Data Definition Language(DDL)
• Data Manipulation Language(DML)
• Data Dictionary(DD)
 DBMS Database

LAP DDL
Application program
DML
PAP

DD
Application program

Components of DBMS
 From the diagram above application programs
access the DBMS, while the DBMS access the
database for the actual data. The access between
the application programs and the DBMS is called
Logical Access Path(LAP), which shows the logical
view of the data as perceived by application
program or users.

Also the access between the DBMS and database

is call the Physical Access Path (PAP), and it
shows the physical view of data as contained,
organized and structured on the database.
• Data Definition Language(DDL):- This is a formal language
used to define the structure of each data element within the
database.

• Data Manipulation Language(DML):- This is used by

specialist or end-user to query the database for specific data.
It is mostly used in conjunction with some third and fourth
generation performing languages like COBOL, FORTRAN,
DBASE and FOXPRO etc. a particular example is the
structured Query Language (SQL).

• Data Dictionary(DD):- This is a file that stores either in

manual or automated form the characteristics of data such
as ownership, usage, physical representation, security and
authorization as well as the definition of the data elements.
 Functions(uses) of DBMS
 It provides a method of organizing data in a file structure
that minimizes duplication.
 It serves as the link between files the computer and the
information users.
 It allocates storage for data.
 It establishes provisions for adding, deleting and updating
the records in the database.
 It provides security for the data in the database.
 It keeps statistics of the use made of the data in the
database.
 It does not allow duplication of data.
 The use of integrated system is greatly facilitated.
 MICROSOFT ACCESS
Access is a powerful database management
program that can be used for storing,
organizing, retrieving and reporting
information
 LOADING ACCESS
• Click start
• Click all program
• Click Microsoft Office
• Click Microsoft office Access.