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Microsoft Packages Notes

2020
MICROSOFT PACKAGES
1. WORD PROCESSING PACKAGE/ PROGRAM/ SOFTWARE
Word processing is a process of creating, editing, saving and printing text documents
electronically. Is the use of computer application programs to create, store, and print a piece of
text, usually typed in form of a keyboard.

-To perform word processing - a computer, word processing software and a printer are
required.

Word processor/Word processing package/Software is an application program used for


creating, formatting and editing text documents like letters and reports.

Examples of Word processing application software


• Microsoft Office word,
WordPerfect,
Professional Writer,
Notepad
-WordPro
- OpenOffice.org writer
Web-Based word processors
- Office Web Apps
- Google Docs

Uses of Word Processors

In Businesses
- Making legal copies
- Typing letters and letterheads
- Creating reference documents
- Typing memos

In Education

- Production of assignments
- Typing notes
- Typing examinations
- Creating templates- Templates are pre-created documents which can be used to
easily create documents.

In Homes

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- Writing short notes
- Letter writing
- Cards creation e.g. invitation cards
- CV creation
Advantages of Word processing Packages over the typewriter
Documents can be edited and formatted before printing, which reduces spelling and other
typing mistakes on printed documents.
Ability to move parts of text to other sections of the document.
Typed documents can be stored in the computer for future use.
Document layout can be viewed on the screen before printing and can be changed easily.
A word processed document can be printed more than once.
Other text and diagrams can be added without the need to retype the document.
Word processors can move some parts of text to another part of the document easily.
They have the ability to delete words, sentences and paragraphs.
They are less manual than typewriters.
They have spell check feature that helps in correcting words spellings

COMMON FEATURES OF A WORD PROCESSOR


NB// Microsoft Word is the most widely used word processing software

Microsoft Word Window Title bar


Quick Access Toolbar
Menu

Tool bar

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The Office Button
The Office Button new to Office 2007 products, it provides many of the options previously
found under the File drop down menu in earlier versions of Microsoft office and in Microsoft
office 2016.

Office Button

New – To create a blank Microsoft word or select template to work with

Open - Open an existing word document file

Save – Save the open Document

Save As – Save the open document as another file

Print – Print the open document/ selected parts

Close – Closes the open document (not the Microsoft Word application)

Exit Word – Closes Office word and quits the application

Quick Access Toolbar


Quick Access Toolbar
Und Re-

Save
Quick Access Toolbar offers an easy to click location for frequently used command buttons,
such as Save, Undo and Redo etc.

- The Undo and re-do commands are used if you have made a mistake so that you can
return backward or forward
Bold – you can bold ( to make darker) the selected text By clicking on B on the toolbar
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Uppercase and Lowercase – you can change the selected text from Lowercase(small
letters) to Uppercase(Capital letters) by clicking on Aa on the toolbar
Word Wrap – is a word processing feature that forces all text to be confined within
defined margins or Is a text editor or word process feature that breaks lines between
words to adjust them within specified margins.
Soft Return – The automatic movement of a curser to the next line without pressing an
enter button. The opposite is Hard return, refers to the process of moving a curser to the
next line by pressing an Enter button. Hard return is used to begin a new paragraph.
Scroll bars are used to reveal hidden parts of a document that is too large to fit entirely
within the display window. Scrolling means moving the document up, down, left
New: creates a new blank document.
Save: saves the open document
Save as: saves a document as a new by a different name without disturbing the contents
of the original document.
Open: open a document that is previously saved.
Print Preview: this feature lets you see on the screen exactly how your document will
look when printed.
Cut: this option removes the information from its original location and relocates it
somewhere when you use Paste.
Copy: leaves the information in its original location and makes another copy of the
information when you use Paste.
Character Formatting is a process of changing letters, digits or any other printable
symbols. This improves the readability of documents.
/text (size, colour, type)
erline, subscript, super script)
Paragraph Formatting commands:
Line spacing (1single spacing, 1½ spacing, (2) double spacing
Paragraph margins (indentation of the bottom, top, left and right margin)
Indentation refers to the space left from the margin of the page
Text alignment (centre, align left, align right, justify) refers the general arrangement or
positioning of text on the page. Text can be aligned to the centre, left, right or justified.
Clipboard is a portion of the computer‟s memory set aside for storing a portion of a
document temporarily.
Header is the text that appears at the top of each page.
Footer is the text that appears at the bottom of each page.
Footnotes and endnotes are used in printed documents to explain, comment on, or
provide references for text in a document. You might use footnotes for detailed
comments and endnotes for citation of sources. Footnotes and endnotes are numbered
automatically
Find and Replace: This feature helps you find occurrences of a word and replaces it
with another word.
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Spell check: This language feature helps to search and correct spelling mistakes. Right
click on the underlined word and choose the correct word on the given suggestions.
Grammar Checking (checks for what seem to be simple grammar errors
Thesaurus a reference book that gives you a list of alternative words (synonyms). Move
your curser to the word you want to check its synonyms and right click and select
Thesaurus or click on Review tab then select Thesaurus
Orientation: found on page layout, allows you to switch the page layout between
landscape and portrait.
Columns: allows you to split text into two or more columns.
Page borders: allows you to apply or change the borders around the page.
Editing: the process of correcting mistakes in a document, for example spelling mistakes.
Collaborative editing, which allows two people to work on one document, automatically
leaving each other notes to show where editing has taken place using Review and
Tracking options
Formatting: making a document look more attractive by bolding, underlining, inserting
borders, font styles, Font size, Italic, Coloured font etc
Watermark: This is the ghosted or faint text/picture that is inserted behind the content
on the page. This is often used to indicate that the document is to be treated specially.
A watermark can be seen when you hold the paper against light.
Sort: – Allows you to arrange selected text or numbers either in ascending or descending
order.
Printing-printing feature is used to obtain a hardcopy of prepared document

USING MICROSOFT WORD


Opening Microsoft Word
If Microsoft word program is pinned on the task bar, double click on Microsoft word icon,
Else
Left click on search windows
Type in “ word” then go to programs
Left click on Microsoft Word

Closing Microsoft word


Click on Close icon on the Ribbon bar
Else
- Click on office button
- Click on Exit word

Entering/ Typing Text

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On the document area, place the flashing vertical bar called insertion point which represents
the location where text will appear as you type.
To change the location, move your mouse cursor on the document area and left click on the
new location

Saving a document using Microsoft Word


Saving refers to the process of copying information or data that is temporarily held in the
computer‟s memory onto the secondary storage device such as hard disk/drive, flash drive,
CD, DVD
Left click on office button/file
left click on Save or Save as
After clicking on save as, the Save as dialogue box appears
Edit the file name
select the folder where you want your file to be saved
Then Click on save

NB// Please note, saving procedures are the same in all Microsoft packages.

Printing the document


Printing refers to the process of obtaining a hardcopy of a prepared document
Open the document you want to print
Left click on office button
Left click on print, then print dialogue box appears
Choose the printer type
Type in the number of copies
Select the page ranges by typing the page numbers
Left click on OK

NB// Please note, printing procedures are the same in all Microsoft packages.

Deleting text in Microsoft word

Deleting the process of permanently removing the text or file from the computer system

Highlight the text you want to delete


Press Backspace/ Delete button to clear the text
The difference between backspace button and Delete
*Backspace clears the letters behind the curser(leftwards) whilst deletes clears letters that are
after the curser (rightwards).

Make Text Superscript or Subscript

Superscript refer to numbers or text that is positioned slightly higher than the text on the
line e.g. 5th
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Subscript refer to numbers or text that is positioned slightly lower than the text on the line
e.g. 455
Select the text that you want to format as superscript/subscript or subscript.

o On the Home tab, in the Font group, click Superscript. Or press


CTRL+SHIFT+=.

o On the Home tab, in the Font group, click Subscript. Or press CTRL+=.

Retrieving/Recovering deleted Microsoft File

Retrieving/Recovering the process getting back deleted file

Double click on Recycle bin on the desktop


Find the wanted document by either scrolling down or search by typing in the document
name on search form
Highlight the document you want to retrieve
Right click for options
Select on restore

Insert a table

Click on Inset tab on the Menu bar


Click on Table drop down arrow on the Toolbar
Move your pointer on the cells that appear to select the columns and row
Left click to insert
OR
Click on insert table
Type in number of rows and columns

Insert a Picture

Click on Insert tab on the Menu bar


Click Picture on the Toolbar
A dialogue box to choose a picture will appear, then browse a picture
Click on insert

Insert a Header/ Footer

Click on Insert on the Menu bar


Click Header or Footer on the Toolbar
Select the footer style

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Insert a Watermark

Open the document


Click on Page Layout on the panel bar
Click on Watermark
A dialogue box appears and select on Custom watermark to make your own editions to the
watermarks
Select either on Picture watermark if you want to insert a picture or click on Text
watermark if you want to insert text
If Text watermark is selected, click Text and clear the text ASAP which comes by default
and type in the text then click on Apply or Ok
If Picture watermark is selected, click on Select Picture to choose a picture, then click on
Insert, then click on Apply or Ok

Insert an equation

Place a curser where you want to insert an equation


Click on Insert on the Menu bar
on Equation click on drop down arrow
look for an equation and select

Insert a Drop Cap

A large dropped initial capital letter that can be used to begin a Document or a Chapter to add
interest to a newsletter or invitation

Highlight a letter you want to Drop cap


click on Insert tab on the Menu Bar
click on Drop Cap
select a drop cap style

Page Colour

Open the document


Click on Page Layout on the Menu bar
Click on Page Colour on the Toolbar
Select colour

Move text

Highlight the text you want to move


Right click for options
Select Cut
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Left click on where you to move the text to
Right click for options and select Paste
OR
Highlight the text
Press Ctrl + X at the same time to cut
Left click on where you to move the text to
Press Ctrl + V to paste

Page Borders

Open the document


Click Page Layout on the Menu bar
Click Page Borders on the Toolbar
Page Borders and Shading dialogue box appears, select border style or If you want an art
page border click on Art, select colour( if necessary), select line width of a watermark
Select on Apply to apply borders on selected pages

Change page orientation

Open the document


Click on page orientation
Select either Portrait or Landscape

MAIL MERGE

Mail merge is the batch mailing of letters using a letter template and a data file or address
database
Uses/ Advantages of mail merge
- Instead of a business or college creating multiple copies of the same letter to send out
in the post, one letter and one data file is created
- The letter and data file are merged together which means the names and address are
automatically added to each of the letters and envelopes from the database or data file
- Mail merge can automatically create a batch of labels for the data file and print the
labels to labels stickers or directly to envelopes depending on the capacity of a printer

The Mail Merge process entails the following overall steps

1. Set up the main document. The main document contains the text and graphics that are the
same for each version of the merged document. For example, the return address or
salutation in a form letter.

2. Connect the document to a data source. A data source is a file that contains the
information to be merged into a document. For example, the names and addresses of the
recipients of a letter.

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3. Refine the list of recipients or items. Microsoft Office Word generates a copy of the main
document for each item, or record, in your data file. If your data file is a mailing list,
these items are probably recipients of your mailing. If you want to generate copies for
only certain items in your data file, you can choose which items (records) to include.

4. Add placeholders, called mail merge fields, to the document. When you perform the mail
merge, the mail merge fields are filled with information from your data file.

5. Preview and complete the merge. You can preview each copy of the document before
you print the whole set.

Questions

1. Describe how to change the appearance of a document by text manipulation

- Text manipulation usually refers to the ability to change words, sentences and
paragraphs which have been typed.
- The manipulation can involve the changing of the characters (letters and symbols),
adding line breaks, direction of the text and changing the case (CAPITAL letter or small
letter) of the characters.

2 Describe document formatting

- The text within a document can be formatted in terms of how the actual text appears.
Formatting improves the readability of documents.
- A useful function with Word is that of the Styles which allow text to be automatically
formatted allowing consistent formatting of text within body, titles, and subtitles of a
document.
- The most common formatting which are applied in Word are Bold, Italic, Underline, font
styles , font size and colored font. So much so, that all of these formatting tools have their
own Buttons

3. Describe the uses of graphics in a word document

- Pictures, images or graphics are a very useful way of brightening up a document and
making it more appealing and interesting for the end user.
- Graphics can be added to Word in a variety of ways, including inserting; Pictures, Clip
Art, Shapes and SmartArt.
- When images are added to a document it is important to consider the graphic formatting
options available, such as cropping, wrapping, styles, effects and position

4. Describe the uses of tables

- A table is a grid of cells arranged in rows and columns.

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- It can be useful to present data in a table inside a word processing document because it is
displayed in an organized and easy to read format.
- Tables can be sorted, formatted, merged, aligned, shaded and colored

5. Name any four examples of word processing software

6. List any 6 common features of word processing software

7. Explain the uses of word processing software in (i) Businesses (ii) Homes (iii) Education

8. Explain the following as they are used in word processing.(i) Thesaurus (ii) word wrap (iii)
Hard return (ii) Soft return

8. Define the following word processing terms:

a) Foot Note

b) page orientation

c) Footer

d) Text alignment

e) line spacing

9. Distinguish between copying and cutting [2 marks]

10. Define the term word processor and give an example [ 2 marks]

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2. SPREADSHEET PACKAGE
Spreadsheet Package: Is an application program used to manage, analyse and calculate
statistical, numeric and financial data. Is a computer application program that stores and
processes numerical data in the form of a table.

Spreadsheet (worksheet) is made up of rows and columns that are labelled with
numbers (1,2,3,4...) and alphabetical letters (A, B, C, D....) respectively. A spreadsheet
is also called a worksheet.
- is a document that consists of cells on which you enter, store and work with data.

A workbook is a file in which numerous/multiple worksheets are contained. Worksheets


are found inside a workbook.
A worksheet/spreadsheet
A Cell is a point where a row and a column intersect. That‟s where you enter the data
either by typing or copy-paste.

The Excel Environment


Title Bar

Tool Bar

Formula bar
Active Cell

Cell
cell

Current Sheet

Scroll bar

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Cell Address is an alphanumeric value used to identify a specific cell in a spreadsheet; it is
named by its column letter and row number e.g D1, A5, B3 e.t.c

Cell reference: A cell reference identifies a cell or a range of cells on a worksheet and tells
Microsoft Excel where to look for the values or data you want to use in formula

To refer to Use
The cell in column A and row 10 =A10
The range of cells in column A and rows 10 through 20 =A10:A20
The range of cells in row 15 and columns B through E =B15:E15
All cells in row 5 =5:5
All cells in rows 5 through 10 =5:10
All cells in column H through J =H:J
All cells in column H =H:H

Relative and Absolute References


Relative reference

In formulas, a reference to the address of another cell in relation to a cell that contains a
formula
Used to indicate a relative position in a worksheet.
This allows you to copy and move formulas from one area to another of the same
dimensions. Excel, for example, automatically changes the column and row numbers to
reflect the new position. (in spreadsheet applications). •
Cell references in formulas that change when Excel copies them to another location.

Absolute Cell reference

A cell address in a formula that does not change when copied to another cell. An absolute
reference has the form $A$1.
The difference between Absolute and Relative Cells

Relative cell reference changes in relation to a cell that contains a formula while Absolute cell
reference does not change when copied to another cell

Examples of spreadsheet packages

1. Microsoft Office Excel,

2. Lotus 1-2-3,

3. SuperCalc, etc.

Uses of Spreadsheet packages

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Spreadsheets are used for budgeting in businesses
Used for displaying summaries of accounts
Used for stock level analysis and forecast planning
Used for carrying out calculations in schools and colleges

Advantages of Using Electronic Spreadsheets

Automatic updating of formula – Changing any of the values will automatically update all
the other numbers that depend on it.
The text can also be copied, deleted or edited easily
It has range of functions or formulas for almost every mathematical, statistical and logical
computation
Data can be represented in different formats or data can be viewed in different formats that
are using charts and graphs.
Data can be saved for future use or references
many copies can be produced from one document

Features of a Spreadsheet
Qsn1: List any 10 facilities that Spreadsheet offer. [10 marks]

Qsn2: Briefly describe any 5 important features of a word processor. [5 marks] Same Qsn

Qsn3: Explain the common characteristics of spreadsheet [6]

you can adjust width and height of rows and columns (cells)
Formatting cells e.g the alignment of text, number of decimal points, currency type e.t.c
You can Copy cell contents to other locations or other cells
Insert new, move or delete rows and columns
You can use functions such as SUM, AVERAGE, MAX, MIN in formulae to carry out
calculations
Sort the data either in ascending or descending order.
Write macros to automate common procedures.
Create templates i.e. spreadsheets with formats and formulae already entered, into which
new figures may be inserted.
Create multi-dimensional spreadsheets using several sheets, and copy data from one sheet to
another.
Create many different types of charts and graphs

Other Excel features


Formula Bar: It shows the data or values of the active cell. It is used to enter/edit formula into a
cell.

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Column Header: refers to the horizontal bar at the top of column. It shows the labels of
columns. Columns are labelled with letters like A, B, C, D..... Column headers are also used to
highlight or select columns. A single click highlights the entire column.

Row header: Vertical bar on the left of rows labelled with numbers 1,2,3,4...Row headers are
also used to select or highlight rows

Active cell: The selected cell in a worksheet. The active cell is surrounded by a heavy border
and is identified by the cell address which appears on the name box.

Argument: The information that a function uses to produce a new value or perform an action.
For example, a new value is displayed when the SUM function adds the argument (A6:A12). An
argument consists of numbers, references, text, operators, or error values. The whole part of a
formula used to find a solution is called an argument.

Ascending: A method of ordering a group of items from lowest to highest, such as from A to Z
or 1 to 1000...

Descending: A method of ordering a group of items from highest to lowest, such as from Z to A
or 1000 to 1

AutoFilter: Displays all records that meet the criteria as a subset of the database. A set of
criteria you can apply to records to show specific tasks, records, or resources. The tasks, records,
or resources that match your criteria are listed or highlighted so that you can focus on just the
information you want.

AutoFormat: A feature used to format a range of cells with a predefined set of attributes.

AVERAGE function: Sums the numbers in the specified range and then divides the sum by the
number of non-zero cells in the range.

Cell reference: An unique address given to a cell; the coordinates of the intersection of a
column and a row.

Cell: Basic unit of a worksheet into which you enter data.

Chart: A graphic representation of worksheet data. Values from worksheet cells are displayed
as bars, lines, or other shapes. Common chart types are pie, bar, line, and area.

Column heading: The lettered gray area at the top of each column that identifies the letter of the
column, such as column B.

Comment: A note that explains, identifies, or comments on the information in a specific cell or
range of cells.

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Condition: Made up of two values and a relational operator, is true or false for each cell in the
range.

Conditional formatting: Allows you to apply formatting that appears only when the value in a
cell meets conditions that you specify.

Criteria: The conditions that control which records to display in a query; the words or values
used to determine the data that appears in a data list.

Data table: Range of cells that shows the answers generated by formulas in which different
values have been substituted.

Data validation: Restricts the type of values/data that may be entered into a cell by the
worksheet user.

Debugging: Process of finding and correcting errors in the worksheet.

Descending: A method of ordering a group of items from highest to lowest, such as from Z to A.

Embedded chart: A chart that exists on a worksheet instead of on a separate chart sheet.

Exploded Pie chart: A Pie chart with one or more slices offset.

Formula: A sequence of values, cell references, names, functions, or operators that produces a
new value from existing values. A formula always begins with an equal sign (=).

Function: A built-in formula; a named and stored procedure that performs a specific operation
and returns a value.

Gridlines: The horizontal and vertical lines on the worksheet.

IF function: A function that tests the content of the cell, performs a calculation, and displays a
value or text based on whether the test is true or false.

Label: Row title or column title.

Legend: A box containing the name of each data series in a chart.

MAX function: Displays the highest value in a range.

MIN function: Displays the lowest value in a range.

NOW function: Used to enter the system date in a cell in the worksheet.

PivotChart: An interactive chart that provides the user with ways to graphically analyze data by
varying the fields and categories to present different views.

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PivotTable: An interactive worksheet table that summarizes data using a selected format and
calculations. It is called a pivot table because you can rearrange the table structure around the
data.

Protected (locked cells) :Cells that you cannot change.

Range: Series of two or more adjacent cells in a column or row or a rectangular group of cells. .

Template: Special workbook or worksheet you can create and then use as a pattern to create
new, similar workbooks or worksheets.

Unprotected cells: Cells whose values you can change at any time.

COMMON EXCEL FORMULAS


Please note that all Excel formulas begin with an equal sign
After entering a formula then press Enter key button

To Calculate; Formula EXAMPLE

Sum/Total =Sum(Cell Adreess1:Cell Adress2) =Sum(A1:A7)

Average =Average(Cell Adress1:Cell Address2) =Average( B3: B11)

Minimum value/ =Min(Cell Adress1:Cell Address2) =Min(C6:C14)


Lowest value

Maximum/ Highest =Max(Cell Adress1:Cell Address2) =Max(D2:D9)


value

Product =product(Cell Adress1*Cell Address2*Cell =Product(A3*A5*B4,.....) or


=Product(B4*B3)
.. Adress3..........)

Division =Cell Address1/Cell Address2 =H1/G4

If Statement =IF(Logical test, value if true, value if false) =IF(G2>50%,”PASS”,FAIL”)

Calculation Operators in Excel

Operators specify the type of calculation that you want to perform on the elements of a
formula.
Microsoft includes four different types of calculation operators:
(i) Arithmetic (ii) Comparison (iii) Text (iv) Reference

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Arithmetic Operators

-These perform basic mathematical operations such as addition, subtraction, division,


multiplication, combine numbers and produce numeric results

Arithmetic Operator Meaning Example


+ (plus sign) Addition =sum(A1:A10)
-(minus sign) Subtraction =B4-B1
*(asterisk) Multiplication =product(A4*A9)
/(forward slash) Division =A3/B6
%(percentage sign) Percent 20%
: (colon) Range of cells =Average(B7:B2) i.e from B7 to B2

Recognise and Understand standard errors in Excel


If a formula cannot properly evaluate a result, Microsoft will display an error value. For
example, error values can be the result of:

Using text where a formula expects a numeric value


Deleting a cell that is referenced by a formula, or
Using a cell that is not wide enough to display the information

a) THE ERROR #####

- It means the numeric value entered into a cell is too wide to display within the cell

Possible Solution: The column width needs to be adjusted by either dragging the boundary
between the column headings or by changing the number format(eg decimal places) for the cell

b) THE ERROR #VALUE!

- Occurs when the wrong type of argument or operand is used, or if the formula AutoCorrect
feature cannot correct the formula. E.g Entering text when the formula requires a number or a
logical value, such as TRUE or FALSE. Microsoft cannot translate the text into the correct data
type

Possible Solutions:

- Make sure the formula is correct for the required operand or argument and that the cells that are
referenced by the formula contain valid values. For example, if cell A5 contains a number and
cell A6 contains the text , the formula =A5+A6 will return the error #VALUE!

- Else, use the SUM worksheet function in the formula as follows to add the two values (the
SUM function ignores text) : =SUM(A5:A6)

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c) THE ERROR #DIV/0!

- Occurs when a formula divides by zero (0), this is caused by using cell reference to a blank cell
or to a cell that contains zero as a divisor. (If an operand is a cell that is blank, Microsoft
interprets the blank as zero.)

Possible solutions: Change the cell reference, or enter a value other than zero in the cell used as
a divisor. Make sure the divisor in the function or formula is not blank.

d) THE ERROR #NAME?

- Occurs when Microsoft Excel doesn‟t recognise text in a formula. This can be caused by
deleting a name used in the formula, or using a name that doesn‟t exist or misspelling the name
of a function or operand.

Possible Solutions

Make sure the name exists. On the insert menu, point to Name, and then click Define. If the
name is not listed, add the name by using the Define command or Correct the spelling

e) THE ERROR #N/A

- Occurs when a value is not available to a function or a formula.

Possible Solution:

f) THE ERROR #REF!

- Occurs when a cell reference is not valid. This can be caused by deleting cells referred to by
other formulas, or pasting moved cells over cells referred to by other formulas.

Possible Solution: Change the formulas, or restore the cells on the worksheet by clicking Undo
immediately after you delete or paste the cells.

g) THE ERROR #NUM!

- Occurs when a problem occurs with a number in a formula or function. This can be caused by
using an unacceptable argument in a function that requires numeric argument or by entering a
formula that produces a number that is too large or too small to be represented in Microsoft
Excel.

Possible Solutions: Make sure the arguments used in the function are the correct type arguments
or Use different starting value for the worksheet function.

USING THE SPREADSHEET APPLICATION


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Open and Close a spreadsheet application

Select/press start button


Select programs
Click on Microsoft Excel
ELSE
If Microsoft Excel is pinned on the task bar
Left click on Excel icon

To Close The Spreadsheet

Click on File Menu


Select close/Exit command
OR
Click on close button

Save a Spreadsheet to a location on a drive

*Please note that saving procedures are the same as on Microsoft Word. Scroll up to see the
procedures on Microsoft word.

Switching between open spreadsheets

If a number of spreadsheets are open, their names will be displayed on the taskbar. Just click on
a filename to switch to that spreadsheet.

Use available Help functions

To get Excel Help


Microsoft Help

Click Help icon on the menu Bar ( a question mark)


A dialogue appears, then type on the search textbox what to be helped
Press enter or click on Search on the dialogue box

Freeze, Unfreeze row/column titles

Move the pointer where you want to freeze.


Select the window drop down menu
Click Freeze Panes.
To unfreeze follow the same steps.

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Sorting the data in the column

Left click on column header to highlight it


Right click for options
Select on sort
Select on either ascending or descending (ascending from smallest to largest,
descending from largest to smallest)

To enter data or special characters in a cell

Open the spreadsheet window


Place the pointer on the cell where you want to type or paste the character
Left click once
Type what you want or right click and select on paste if you want to copy-paste

To edit data in a cell

Place a cell pointer on the cell you want to edit


Left click once
Move your pointer to the formula bar and position a cursor where you want to edit
Press enter to effect changes

SELECT CELLS

To select a range of adjacent/non adjacent rows/columns/cells

TO SELECT DO THIS
A single Cell Left click on the cell, or use the arrow keys to move to the cell
A range of cells Click the first cell of the range, and then drag to the last cell.
All cells on a worksheet Click the Select All button. This is the unlabelled button at the top left corner of a
worksheet where the column and row headers meet.
Non-adjacent cells Left click the first cell and then hold down CTRL key as you and select other
cells by clicking on them
Adjacent cells Click on the first cell in the range and drag to select the rest.
An entire row Left click on row heading
An entire column Left click on column heading
Adjacent rows or Drag across the row or column headings. Or select the first row or column; then
columns hold down SHIFT and select the last row or column
Non-adjacent rows or Select the first row or column, and then hold down CTRL and select the other
columns rows or columns.

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ROWS AND COLUMNS

Insert Column(s)

To insert a single column, click on column heading immediately to the right of where you
want to insert the new column. For example to insert a column to the left of column B,
click a cell in column B. To insert multiple columns, select columns the same number as
the columns you want insert.
After clicking on column header,
right click for options
move to insert, then on insert menu click columns

Insert Row(s)

To insert a single row, click on row heading immediately below where you want to insert
the new row. For example to insert a row on top of row 3, click a cell in row 3. To insert
multiple rows, select rows the same number as the rows you want insert.
After clicking on row header, right click for options and on insert menu, click rows

Delete row/Columns

When you delete cells, Microsoft Excel removes them from the worksheet and shifts the
surrounding cells to fill the space.

Select the cells, rows, or columns you want to delete by clicking on the row or column
heading.
Right click for options,
On the Edit menu, click Delete
Delete confirmation dialogue box appears, the click on Yes finish the process

Modify/ Adjust Column width and Row Height

This is done so that text clearly be visible inside cells. Sometimes text can be too wide for the
column width or too tall for the row height.

To resize ; Point to the row or column boundary to get a resize pointer then drag the row
or column to the required size OR
-move the cell pointer to the tallest entry( for row width) or widest entry( for column
width).
-Click Format on menu bar
- Select column or Row
- Select Auto fit
- The cell height or width will take up the size of the selected cell.
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DUPLICATE,MOVE, CONTENTS WITHIN A WORKSHEET
Duplicate/ Move contents

Select the cells you want to move or copy


On options select copy or use the icon on the tool bar
Move the pointer to the destination which could be a number of cells in which case you
select each cell and paste
Highlight the destination
Right click for options
select on paste

Delete contents on the worksheet

highlight the cells you want to delete


press the delete button on the keyboard
Delete confirmation dialogue box appears
Click on yes to finish
OR
highlight the cells you want to delete
right click for options and select on delete or click on Delete on the menu bar
Delete confirmation dialogue box appears
Click on yes to finish

Duplicate/ Move between worksheets

Select the cell range to copy or move


Right click for options
Left click on move or copy
Click on the sheet name to go to that worksheet
Select the cells where you want to paste
Right click for options and select on paste or click on paste on the m4enu bar or press
CTRL+V at the same time to paste

ALIGNMENT, BOARDER EFFECTS


Align Cell Contents

This involves centre, left and right aligning, top and bottom aligning cell contents in a
selected range
Use the alignment icons on the formatting toolbar.

Add border effects to a cell or cell range

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To apply Borders To Selected Cells, highlight the cells to apply borders first
Click the arrow next to the borders button on the toolbar
Select a border style

OR

Highlight cells
Click Format on menu bar
Click the Border tab
The window is divided into sections. Choose either a preset i.e an outline border or all
border lines or selected lines from the border section.
Choose a line style and colour

CHARTS AND GRAPHS


Create different types of charts/graphs from spreadsheet data

Charts that can be created include Pie, Column, Bar, Line, cone, cone, Cylinder, Pyramid e.t.c.
Chart can be created as an embedded chart in which case it becomes part of an existing
worksheet or it can be chart on its own sheet.

Select the cells that contain the data to form a chart, Include column and row headings. Be
careful not to include totals in comparison charts
Click the chart wizard icon on the tool bar
Choose the chart type
Type in chart titles
Choose the chart location

Change the worksheet Orientation

A page can be oriented to portrait or landscape

To change orientation of a page;

Click on page layout tab on the menu bar


Left click on orientation
Select either portrait or landscape

Add/ Modify text in headers and Footers

Click on Insert tab


Left click on Header or Footer button
Select the footer or Header style
Type in/edit the footer or Header
After editing or typing click on Close Header

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Printing

Printing procedures are the same as in Microsoft Word, the difference is on Print
What selection and Page Rage range on the Print Dialogue box. In Excel you can
choose either to print a graph, table, active cells or entire workbook (all sheets)
depending on your selection on Print What section.

Click here to
change
printer

Click here to
edit number
of copies

Select what to print in


this section

Question
1. Differentiate the following spreadsheet terms:

a) worksheet and workbook

b) Relative Cell reference and absolute cell reference

c) Define cell address

2. Define the term electronic spreadsheet and give an example of a spreadsheet package [3
marks]

3. Give two uses of spreadsheet [2 marks]

4. A spreadsheet has been set up to compare the costs of types of fruit juice sold by a shop.

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A B C D
1 Name of juice Price per bottle Volume of Cost per litre $
bottle(litres)
2 Apple 3.50 1.0 3.50
3 Orange 2.8 1.0 2.80
4 caju 2.00 2.0 1.0
5 Total Cost 7.3
6 Average 2.43
a) Give the formula inserted in cell D5 to give the total cost. [2 marks]
b) State the formula in D6 to give the average. [2 marks]
c) How was the cost per litre in D4 calculated [1 mark]

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3. DATABASE PACKAGE/ SOFTWARE/ PROGRAM
DATABASE:

- A Database is a collection of related files. Databases enable addition, deletion and


modification of data held in the computer
- Is an organised set of data that is stored in a computer and can be looked at and used in
various ways
- Is an organised store of information constructed around a particular theme

Database Package: Refers to program used to create databases for storage and management of
collected data related to a particular subject,

Examples of Database Application program/Package/Software

- Microsoft Access
- Oracle - MS Works Database,.

Uses of Databases
Criminal records, used by the police to keep track of known criminals
Patients records are kept on databases in hospitals
Government uses it to keep tax details, records of its workers etc
Schools use it to keep students records, inventory, teachers records and pass rate records
Businesses use it to keep workers records, inventory, sales records and products details
Industries use it to store workers records, Products records, sales records, inventory etc
Banks use databases to keep track of all their customers account and log transactions.

MANUAL DATABSES
Refers to use of exercise books to create, store and manipulate the database. e.g. Some
schools are using exercise books to store students records, inventory and teachers details.

Advantages of Manual database


Cheap to create and maintain,
Requirements needed are also cheap to buy as compared to electronic database
Easy and fast to create the database
Better privacy, since records may not be hacked easily
Disadvantages of manual database
It‟s not easy to create a backup file for the database, especially if the database is huge.
Updating of the database, that is deleting, editing and addition of a new record is very
difficult and can mess up the database
Poor handwriting can make some information unreadable for other people

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No tight security measures is provided since one can easily open the book without entering
the password
Sorting the records is very difficult

ELECTRONIC DATABASE
-These are databases that are created using computers
Advantages of electronic database over manual database(books)
Data security:-data can be secured by use of passwords whereas manual can be accessed
easily as there is no protection
Data can be easily backed-up, i.e copying or sending of a database to an external drive for
back up purpose is fast and easy whilst manual consumes a lot time to create a back up for
the database.
Easy and fast access to particular records through use a query to search the record or
navigation is fast as compared to manual
Updating of data is fast and smart i.e deleting and editing by just using delete and backspace
features unlike manual where one has to rub or strike through and re-write the details thereby
leaving the database in mess.
Records can be sorted in any order easily and fast

Disadvantages of Electronic Database


very expensive to create and maintain the database
Expenses related to buying the computers, database software and hiring the Database
Administrator are very high
Data may be accessed by hackers
System failure may lead to loss of files stored in the database
Database may be affected by viruses
It needs highly skilled typist since it may be slow to enter the data

ONLINE DATABASES
Refers to the use of networked computers to create, store, retrieve and do other operations
with the database.
Use of internet for creating, storing and manipulating the database.
Advantages of Online databases
Database can be accessed from anywhere in the world or from any networked computer.
records are easy and fast to update
Databases on the internet cannot be affected by system failure
It saves computer memory since no computer memory is going to be utilized
It saves money since there is no need to by extra storage devices for back up

Disadvantages of Online Database


You cannot access the database if network is down/ Is network dependant
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Costs related to purchasing data bundles or WiFi subscription
Data may be hacked, this may lead to loss of privacy to an organization

TYPES OF DATABASES/DATABASE MODELS


- This refers to the way records or files are organised/ configured/arranged within the database.

- These includes relational, hierarchical and network databases

1. Network Databases

- A logical data structure that allows many to many relationships among data records.

- It allows entry into a database at multiple points, because any data element or record can be
related to many other data elements

-These databases have links that are


used to express relationships
between different data items.

- Data is maintained by a single


input. There is little duplication of
data.

-There is no duplication of inputs.

- Linkages are more flexible.

-Many to many relationships to


records are limited

2. Hierarchical Database:

A logical data structure in which the relationships between records form a hierarchy or
tree structure.
The relationship among records is one to many, since each data element is related only to
one element above it.
These are databases in which files are subordinates to other files in a tree structure of
database

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Main Folder -Each father file has one or more
subordinates.
-Each sub-file has only one father
Sub Folder2 file.
Sub Folder1
-There are no cross linkages of file
records.

Disadvantages

C D -It is difficult to access all the files at


A B
one time.
-A lot of duplication exists in this
type of database structure

3. Relational databases:

- These are databases that organise data in a table format, allowing users to link the files.

- Each column represents an attribute (characteristic or field). A column is called a field in


database. Each row represents a record, as shown below.

Student Number Surname First Name Date of Birth


A001 Tsigo Vincent 23/04/94
A002 Ndlovu Lorraine 02/06/98
A003 Dube Brandon 01/08/2000
A004 Ndlovu Courage 09/12/97

From the above database structure, it can be noticed that:

- There are three records for Tsigo, Ndlovu Lorraine, Dube Brandon and Ndlovu
Courage.
Record is the collection of related fields
- There are four fields: Student Number, Surname, First Name and Date of Birth.

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Building Block of Computerised Databases

Smallest Bit - Bit: A single binary digit like 0 or 1.

- Byte: A group of eight bits representing a


Byte character for example 10010110

Field - Field: A specific category of information in a


table (database), for example Surname, Date of
Birth, etc
Record - Record: A collection of related fields describing
an entity, e.g patient.

File - File: A collection of related records

Largest - Database: A collection of related files


Database

A primary key

 From the above table, the student Number field is used as a Primary Key (Key field)
because it gives a unique (one) record.
 A primary key is a field that is used to identify a unique record from a database. All
other fields from the above database are not appropriate for a key field because they can
identify more than one record. That is surnames can be similar for 2 or more people as
well as other fields. E.g there is Ndlovu Courage and Ndlovu Lorraine.
Setting primary key
- Open the table
- Switch to the design view, by clicking on view button
- Move the pointer to the row of a field you wish to set as a primary Key and left click on
field header to highlight it
- Right click for options
- Select on Primary from the list of options

Concatenated key:

the combination of two or more fields in a database in order to identify a unique record, e.g.
using the Surname, First Name and Date of Birth in search of one record.

Secondary Key:

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A field used to identify more than one record at a time, e.g. Using surname field you can
identify two records for Lorraine and Courage.

DATA TYPES USED IN DATABASES


- Data: refers to numbers, characters, symbols, images e.t.c, which can be processed by a
computer.
- Data type define what type of data will be entered into each field(column)
- Determines the values that can be accepted and stored within a particular field
- Defining of data types is done to minimize data entry errors
If for example, the data type is set to „currency „or „Date/time‟, then numeric data type
entered by mistake will prompt an error message to be given.

Data types for fields can be:

Numeric/Number: consists of digits 0-9 only (negative or positive) for example, 12,
900, -50, etc:
Text: Consists of letters of the alphabet (a-z, lowercase or uppercase) only, for example a
person„s name, like Vincent. Text can also be a combination of digits and letters of the
alphabet, e.g. Student Number, like A001, A003
String: Combination of digits, letters and punctuation marks usually enclosed in
quotation marks e.g “27134575-C-27”
Currency: Values that are in monetary value, e.g. $10.00
Date/time: shows date and time, e.g. 27/01/1997. Field name „Date of Birth‟ has this
data type.
AutoNumber: A unique and sequential number inserted automatically each time a new
record is added
Boolean: Is a data type that can store one of two values e.g either True or False ; Yes or
No
Hyperlink: Used for storing hyperlinks to provide access to Web pages or files using a
single click
Attachment: Pictures, Images, Binary files, Office files, storage size limited to 700kb
Lookup Wizard: Starts a lookup wizard to create a Combo box to look up values

Opening Microsoft Access


If Microsoft Access program is pinned on the task bar, left click on Microsoft word icon,
Else
Left click on search windows
Type in “ word” then go to programs
Left click on Microsoft Access
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Closing Database
Close a database table by selecting File, then Close or click the Close icon
Close the database by clicking the Close icon in the Database window
Close Access by clicking the Close icon or select File then Exi
Creating a new Database
After opening the Microsoft Access window below appears

Click here to
edit Filename

Click here to
create a new

- Then click on Blank Database


- Then go to File Name and edit
- Click on create

Relational Database Objects


There are four major database objects that can be created:

1. Table
2. Report
3. Query
4. Form

1. TABLE
Table is a database object which is made up of columns and rows
Columns are used to list the various attributes of data.
Rows are used to contain the individual records
It is the main container of the records of the database, and other objects can access data from
the table.

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Creating a Table

Click on create tab on the menu/tool bar


Left click on table or table design, if you click on table design the table will be in design
view as shown below.

Click here to add


more fields Click here to select
the data type

Type in field names


Define the data types of each field by clicking on down arrow in the Data type column
Left click on View on the tool bar to switch from Design View to Datasheet View
Select on Datasheet view, to enter the records details in cells as shown on the screenshot
below

Click here to enter


new record details

It will ask you to save the table first, then click on „Yes‟
Edit the table name
Press „Ok‟
Move the pointer and click on the cell you want to enter the details or move to the cell by
using arrow keys

There are two types of Table views, which are;

a). Datasheet view- Allows you to enter, edit, view and delete the records on the table.

b). Design View – Allows you to design the database and format the data to be entered into the
database. E.g. you can change the date format, type of currency, set number of characters to be
entered into the field, set the validation rule (an expression to limit the type of data to be entered
into a particular field) etc.

 To change from Datasheet View to Design View click on the View button

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Deleting Record from a Table

Left click on table row header to highlight the record you want to delete
Right click for options
Select on delete
OR
Highlight the record
Click on delete on the Menu bar
Click Yes

Sorting the data in a Table Column

Right click on field header to highlight


Right click for options
Select sort either A to Z or Z to A
OR
Right click on field header to highlight
Click on sort on the Tool bar
Select sort either A to Z or Z to A

Insert New Field/ Column onto a table

Switch to datasheet view


To insert a single column, click on column heading immediately to the right of
where you want to insert the new column. For example to insert a column to the
left of column B, click a cell in column B. To insert multiple columns, select
columns the same number as the columns you want insert.
After clicking on column header,
right click for options
move to insert, then on insert menu click columns

Saving a table structure

To save a table structure click the Save icon on the toolbar


Or, select File, then Save
Type in a name for the table and click Ok

Hiding and unhiding field

Hiding

To hide a column you don‟t want to print or view:

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Display the table in Datasheet view Click the column header of unwanted column:
Right click for options
, then select Hide Columns.
The column will be hidden

Unhiding Field

To unhide a previously hidden column:

Left click on the column header


Right click for options
, then select Unhide Columns:

2. FORM
A form is database object used to enter new records into the database or to design the
database
A form is an alternative way to enter data into a database
Data can be entered directly into a table, but you can also create a form to allow users to
input the information

Creating a Form
Click on create tab,
then click on more Forms
select Form Wizard
The Form Wizard window appears From the options „Tables/ Queries, select the table to
base your form on
Export the fields you want to appear on your form by clicking on double arrow to export
all at once or single arrow to export on by one
Click on next
Select the form layout you would like for your form either column, tabular, datasheet or
justified
Select style you would like for your form
Edit form title
Select either if you want the form‟s design or open the form to view or enter information
Click on finish

Adding text to the Form’s Header


Open the form in Design View
Expand the Form Header by pointing the cursor on the border between the Form Header
and Detail section headers
Click and drag the border downwards to create a space
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Click the Label icon in the Toolbox
Click into Form Header and drag out a rectangle shape
Type in the required text
Using a form to delete records
A record can be deleted when in Form View:
Display the unwanted record in the form
Click Delete Record icon
Click Yes

3. QUERY
a database object used for searching, finding or retrieving particular records from the
database
Is a question about the data stored in your tables, or a request to perform an action about
the data.
A query can also update or delete multiple records at the same time, and perform built-in
or custom calculations on your data.
Queries can be saved, and forms and reports can base on them

Creating a Query

Open the database


In the Database window click on create
Click Create query in Design View. The show table appears
Select the table to base the query on and click Add
Click Close to close the Show Table box
A query grid will appear:

Selecting fields to appear in the query

To place fields you want to appear in the search results( in the query grid) either:

Double-click each of the required fields in turn


Or click and drag each field into the grid

Adding Criteria
To specify the search criteria:

Click into the Criteria row of the field containing the value
Type in the value to be located in the query

Running the query

To Run the query:

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Click the Run icon on the Query Design toolbar

The results of the query will appear in a Results table

Hiding/Unhiding fields

To Hide columns in a query:

Return to Design View


Uncheck the Show box of the unwanted field
Tick here to show the
field

Run the query again to check that the column does not show
You can unhide fields by clicking back in the Show checkbox so that it is checked

Saving the query

To save a query,

click the Save icon


type in a name for the query

Sorting data in a query

Switch to query design Click here to sort in either


Select the field to be sorted on the query grid ascending or descending

Click on sort row, then select either ascending or descending

4. REPORT
- Is a database object used for showing or displaying data from other database objects that is
from table, query or form.

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Creating a Report
Select the Create tab on the Menu bar
click on Report wizard, report wizard dialogue box appears
Select the query/ table/ form to base the report on from the drop-down list
To include only certain fields in a report, click a field to be included then Click single
arrow> or click double arrow >> to export all at once.
Do the same for the other fields to be included
Click Next, then another dialogue box appears
Select the fields you wish to sort by clicking on drop down arrow, else, click next
Click next, then select the form layout

Use a Report to present already created table/ Query/ Form

Open the table/ query/ Form you wish to be presented on a report


Click on Create tab on the menu bar
Click Report button on the Tool bar

Questions
1. Use the following table to answer the questions that follow

Name School Student ID


Moyo Singwango 140
Thembinkosi Sidzive 10
Thandeka Ekusileni 5
Athamelang Singwango 30

a. State the number of records in the above table. [ 1 mark]


b. Give the most appropriate field name for a primary key on the table [1 mark]
c. Explain how you would create a query to retrieve students from Singwango [2 marks]
d. Arrange the following in ascending order of size: file, field, record,
e. State the function of the following in databases:
(i). Query [1 mark]
(ii). Form [1 mark]
(iii). Report [1 mark]

2. Define the following terms:

(i). Database
(ii). Primary key

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4. PRESENTATION PACKAGE ( POWERPOINT)
Presentation Packages: These are programs used for designing slides for a presentation
to an audience.
The basic application operations include creating slides using different layouts,
formatting the text, including graphics, tables, clipart and charts in the slides and using
various show effects

Examples of Presentation Packages are;

1. Microsoft Office PowerPoint 2. Lotus Smart Suite,

Advantages of using Presentation Packages

Presentation packages allow use of multimedia, thus includes text, pictures, videos,
sound, animation, graphics and tables.
Presentations are colourful and attractive.
Slides can be zoomed out to cater for those who are visually impaired

Presentation packages have the following features:

Have Clip art. Can accommodate images and graphics.


Can use sound, video and animation. Animation: - Creating illusion of moving sequence
using a series of still images as done in movies and cartoons.
Incorporate Word Art.
Have facility to insert charts and graphs.

USING THE APPLICATION


Open Presentation Application Program

Click start button


Select programs
Click on Microsoft PowerPoint

OR

If Microsoft PowerPoint icon is pinned on the task bar


Left click once to open

Microsoft PowerPoint Window

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To Close Microsoft PowerPoint

Either;

Click on File Menu or Office Button


Select X Exit word

Or

Click the close button ( The small cross at the top of the application window)

Opening an Existing Presentation

Click on start button


Select documents
Double click the presentation name

Creating New Presentation


Click office button
Select New
Select Blank Presentation, then click on create
Presentation window opens
Click on New Slide, to choose a relevant slide layout

The commonly used and available Slide layout types;

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Title slide
Title and Content
Section Header
Two content
Comparison
Title Only
Blank
Content with Caption
Pure with Caption

Add a new Slide


Click on Home Tab on the Menu bar
On New Slide click on drop down arrow
The dialogue box for selecting a slide layout appears again then choose an appropriate
layout

Save a Presentation to a location on a Drive


Click on File or Office Button
Select Save or Save As
Select File Location, where your PowerPoint document is going to be saved
Type in meaningful name for the presentation
Where it says Save as Type choose either presentation or PowerPoint Show
Click on Save

Use magnification/ Zoom tools


Open the presentation file
Click on View
Click on zoom icon on the Menu/Tool bar
OR
Move pointer to the zoom bar at the bottom, right corner.
Click on + sign to zoon in (to enlarge)
Click on – sign to zoom out ( to reduce the size)

Presentation Views
There are 7 different ways in which the slides can be Viewed
Each view also has operations which can be carried under it.

1. Normal View

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This is the only slide that allows adding of text, tables and art into a slide,
Allows editing of text, charts, diagrams and tables

2. Slide Show

Allows you to see the slides one after the other as they will appear to the audience.

3. Slide Sorter View

Displays all slides one after the other. Allows you to apply designs, background
colours and animation to slides
Allows to re-arrange the slides

4. Notes Page View

View the Notes page to edit the speaker notes as they will look when you print them
Allows you to enter additional notes associated with that particular slide.

5. Handout Master View

Allows you to change the design and layout of the printed handouts
Designs such as slide orientation, set the number of slides per page, insert page
number, footer, header and page numbers, change theme and background styles.

6. Slide Master View

Allows to change the design and layout of Master slides

7. Notes Master

Allows you to change Notes page orientation, colours, font type and apply effects on
every slide.

Change between presentation View modes

Click on View on Menu bar


Select the view you want.

Change background Colour on Specific Slides/ All slides

Open slide to change the colour


Click Design tab on Menu bar
Click on Background colour
Select the colour to the selected slide only or click Apply to all to apply the chosen
colour to all of the slides

Insert background Image


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Click on Design tab
Click on Background styles
Select format background, then format background Dialogue box appears
Select Fill
On fill options select Picture or texture fill
On insert from, click on File to choose a picture

Insert a Picture onto a slide

To insert a picture the slide view should be to normal view


Click on the insert tab on the Tool bar
Click on picture
The dialogue box to choose the picture will appear
Click once on the picture you want to insert
Click on open, the picture will be added to your slide

Insert Charts and Graphs

PowerPoint is able to represent data in a number of graphs i.e. bar, line, column, pie etc. And
charts.

Click on Insert Tab on the Tool bar


Click on chart/ graph
Select the chart layout and click Ok
Type in the heading for the slide in the Title text box

Change the chart/ graph type/style

Make sure you are on the Normal View


Double click the chart
Right click the chart Area
Select Chart type
Select a type you want
Click Ok

Insert Organization Chart

Open the slide you wish to insert a Chart


Click on Insert on the Menu bar
Click on SmartArt
A dialogue box will appear to choose a SmartArt Graphic
Select the layout of the graphic you want on you slide either Hierarchy, Matrix, circle,
pyramid or relationship etc
Click on Ok

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Click on the edges of a SmartArt and drag to inwards or outwards depending on how
you want the final size
Type in the required data
Type in the chart title

To add a box into an organization chart

For adding boxes, it‟s important to know if the new box is for a subordinate, co-worker,
manager, and assistant

A subordinate-is connected below the chosen box


A co-worker is connected next to the chosen box left or right position
A manager is connected beside the chosen box
An assistant is connected beside the chosen box.

To put border around the textbox

Right click the textbox


Select Format Autoshape
Where it says line, choose a line style
Click Ok

Duplicate a shape/ Chart/ Graph

Click on the shape/ Chart/ graph


Right click for options
Select Copy
Place a curser where you want to insert a duplicate of the shape/ graph/ Chart
Right click
Select paste
Resize or move the chart to fit well on the slide.

SLIDE SHOW EFFECTS


Animation

Addition of special visual or sound effect to the text or an object


For example, you can have your text bullet points fly in from the left, one word at a time
or hear the sound of applause when the picture is uncovered
Reasons for Animating slides
 Put focus on important points
 Control the flow of information
 Add interest to you presentation

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How to animate

 Click on Animations tab on the Menu bar


 There is a combo box, written „No animation‟. Click on the drop down arrow
 A list of options comes up and select

Transition

A transition is a special effect used to introduce a new slide during slide show. For example, you
can set the place ( slow, medium or High), and time, varying the speed of each slide.

Add transitions to a slide show

Click on Animations
There is a combo box, written „No transition sound‟. Click on the drop down arrow
A list of options comes up and select

Printing more than one slide per page

Click on file/ Office button


Click on print
Print dialogue box appears
On printer Name select printer type
On Print range select All
On print what section, click on drop down arrow and choose Handouts
Type in the number of slides you want to appear on one page

Questions
1. Give three advantages of using presentation software [3 marks]
2. State any three slide layouts [3 marks]
3. Name the three slide show views [3 marks]
4. Give one presentation package that you know [1 marks]

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5. DESKTOP PUBLISHING (DTP) PACKAGE:
- It is an extension of word processors that incorporates images and text for creation of attractive
and professional documents for publication purposes.

- Microsoft Publisher is a wonderful tool for creating flyers, brochures, newsletters, cards,
banners, certificates and much more. You can create a document from scratch if you wish, but
it‟s much easier to use the catalogue of templates that comes with the software.

Examples of Publication Software/ Programs/ Packages


1. Microsoft Publisher 2. PageMaker 3.QuarkXPress etc

Uses of DTP
Is used to create brochures, magazines, wedding cards, flyers, banners, calendars,
newsletters, Catalogues, business cards, Gift certificates, Advertisements etc.
Designing websites

Features of DTP include:

They have a graphic program for inserting graphics in the document.


They have a page composition program.
They incorporate columns on one page.
They have frames for positioning texts and graphics.
They have templates used for recording document properties like page size, margins,
etc.
They have style sheets used for making consistent main texts, headings and
subheadings.
Professional-level effects for texts, shapes, and pictures
Ability to use high-resolution picture backgrounds
Mail merge tools
Drag-and-drop image importing and swapping
Detailed ruler and guides for accurate measurements
Document-sharing capabilities
Default cloud-saving
Ability to save high-resolution files using common image formats

Requirements for DTP:

(a) A Scanner: - for capturing images or hand drawings on paper, for example photographs

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(b) High Resolution Monitor with graphics capabilities: - For viewing publication during
design stage.

(c) Colour Printer: For printing high quality and colourful documents.

(d) Digital camera: - for taking and storage of photographs that will be incorporated into the
computer.

(e) Keyboard: For typing in text

(f) Mouse: - For adjusting size of pictures and for drawing purposes.

(g) Desktop Publishing (DTP) software.

Advantages of Desktop Publishing:

Users have more control over text layout compared to word processors especially over
formatting and layout of text.
Lots of different files can be brought together on the same document.
Produces colourful and attractive documents for commercial purposes like brochures.

Publisher Windows

Publisher starts in the Getting Started with Microsoft Office Publisher 2007 window.
You can select a template from this gallery or start with a blank “canvas”. There is also
an option to create types of Word Documents

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The window displays more specific choices for publication type.

Publication Types
Brochure – a small magazine or book containing pictures and information about
something or advertising something
Magazine – a type of large thin book with a paper cover containing articles, photographs
etc often of a particular organization or on particular topic
Flyer – a small sheet of paper that advertises a product or an event and is given to a large
number of people.
Newsletter – a printed report containing news of the activities of a club or organisation
that is sent regularly to all its members.
Letterhead – the name and address of a person, company or an organisation printed at the
top of the printed paper
Catalogue – a complete list of items, for example of things that people can look at or buy.
Banner – a long piece of fabric with a message on it that is carried between two poles or
hung in a public place to show support for something.
Menu – piece of paper with a list of the food that is available at a restaurant or to be
served at a meal
wedding cards, calendars, business cards, Gift certificates, Advertisements, Envelops,
Greeting Cards, Labels, Business Forms , Postcards, Paper Folding projects,, e-mal,
website etc

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o Once the Publication is selected, the main Publisher window will be displayed as
shown below
objects toolbar
Menu bar standard tool bar

Formatting toolbar

o The menu bar and other toolbars have several of the same choices that use to be in
the other Office applications.
o an Objects toolbar has been added to the left side of the Publisher window.

Creating new Publication type

click on file
select new
choose publication type

Creating a new text box

Text is considered an object in Publisher and must be placed in a text box

1. Click the Text Box tool from the Objects Toolbar.

2. Position the crosshair mouse pointer where the text box will start.

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3. Press and hold the left mouse button.

4. Drag the crosshair to the ending point and release the mouse button.

5. Type the text.

Replacing text

Select the text you want to replace.


Type in the new text.

Importing Text

Place the cursor in the text box.


Click Insert.
Choose Text File.
Find and select the file you want to insert.
Click OK.

Set up Auto Fit Text

A text box can be set up to allow text to auto fit into the box. As more information is typed into
a box the text auto fits to the box.

Click in the text box.


Click Format.
Hover over Auto Fit Text.
Choose Shrink Text on Overflow.

SPACING OF CHARACTERS, LINES AND PARAGRAPHS


The newspaper industry has some helpful tools which allow them to make the paper easier for
everyone to read. Publisher has some of these tools at its disposal too.

Tracking - The spacing between all selected text characters.

Kerning - The space between any two specific characters.

Leading - (pronounced ledding) – The amount of white space between lines of text.

To adjust tracking or kerning

Select the text you want to reformat.


Choose Format.
Select Character Spacing.
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Under Tracking, choose the space to apply to the text.
Under Kerning, select the options to define the space between any two characters.

To adjust the Leading or Line Spacing

Select the text to reformat.


Choose Format.
Select Paragraph.
Click the Indents and Spacing tab.
Set the paragraph and line spacing.

Inserting a Drop Cap

Position the insertion point in the text where the first letter will change.
Select Format.
Choose Drop Cap.
Select a tab. • Click the Drop Cap tab to insert a preformatted drop or initial cap. • Click
the Custom Drop Cap tab to design your own style.
Choose the style you want to use.
Click OK to apply.

Inserting Pictures

Select Insert.
Hover over Picture.
Select From File.
Find and select the Picture.
Click Insert.
Reposition the picture object

Inserting Clip Art

Select Insert.
Hover over Picture.
Select Clip Art.
Find and select the Clip Art item.
Reposition the Clip Art object.

Shapes

Click the AutoShapes icon from the Objects toolbar.


Hover over the type of shape.
Choose a shape from the palette.
Position the crosshair mouse pointer where the object will start.

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Press and hold the left mouse button.
Drag the crosshair to the ending point and release the mouse button.

Word Art

Click the Insert WordArt icon from the Objects toolbar.


Choose the WordArt style.
Click OK.
Type your word(s).
Click OK.

Change the Orientation of Objects

Order – Bring to Front, Send to Back, Bring Forward, Send Backward

Snap – To Grid

Nudge – Up, Down, Right, Left

Align or Distribute – Align Left, Center, Right, Top, Middle, Bottom, Distribute Horizontally,
Vertically, Relative to Slide

Rotate or Flip – Free Rotate, Rotate Left, Rotate Right, Flip Horizontal, Flip Vertical

Spell Checking a Document

Position the insertion point at the beginning of the publication.


Click Tools.
Hover over Spelling.
Choose Spelling.
Walk through each word it finds

Saving a File

Save As is used to save a file for the first time or to save it with a different name or to a different
location.

Click File.
Chose Save As.
In the File Name text box, type in the desired filename.
Press Enter or click Save.

Save is used to save a file using its current name and replace the existing file. This command is
used to update a file. 1. Click File. 2. Select Save. - or -

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1. Click on the Save icon on the Standard toolbar.

Set up Auto Recovery

Click Tools.
Select Options.
Choose the Save tab.
Make sure the box next to Save Auto Recovery info every: is checked.
Set the number of minutes.
Click OK.

Closing a File

Click File.
Select Close.
If the file has been changed since the last time it was saved, a dialog box appears.
• To save the file click Yes.
• To close the file without saving click No.
• To return to the file without closing it click Cancel.

Opening Existing Files

Click File.
Select Open.
Find and select the file.
Click Open..

Questions
1. Define the term desktop publishing [2 marks]

2. Name any three publication types [3 marks]

3. Give two (2) advantages of a DTP package [2 marks]

4. State any three desktop publishing packages [3 marks]

5 Expand the acronym DTP [1 mark]

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Documents/ File Extensions
Microsoft word document - .doc

Microsoft Excel document - .xls

Microsoft Powerpoint - .ppt

Microsoft Access - .accdb

Microsoft Publisher - .pub

KEYBOARD SHORTCUTS

The keyboard shortcuts that are described in this topic refer to the U.S. keyboard layout. Keys on other layouts

might not correspond exactly to the keys on a U.S. keyboard.

Create, view and save documents

Create a new document. CTRL+N

Open a document. CTRL+O

Close a document. CTRL+W

Split the document window. ALT+CTRL+S

Remove the document window split. ALT+SHIFT+C or ALT+CTRL+S

Save a document. CTRL+S

Find, replace and browse through text

Open the Navigation task pane (to search document). CTRL+F

Repeat find (after closing Find and Replace window). ALT+CTRL+Y

Replace text, specific formatting, and special items. CTRL+H

Go to a page, bookmark, footnote, table, comment, graphic, or other location. CTRL+G

Switch between the last four places that you have edited. ALT+CTRL+Z

Open a list of browse options. Press the arrow keys to select an option, and then press ENTER to browse ALT+CTRL+HOME
through a document by using the selected option.

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Move to the previous browse object (set in browse options). CTRL+PAGE UP

Move to the next browse object (set in browse options). CTRL+PAGE


DOWN

Switch to another view

Switch to Print Layout view. ALT+CTRL+P

Switch to Outline view. ALT+CTRL+O

Switch to Draft view. ALT+CTRL+N

References, footnotes and endnotes

Mark a table of contents entry. ALT+SHIFT+O

Mark a table of authorities entry (citation). ALT+SHIFT+I

Mark an index entry. ALT+SHIFT+X

Insert a footnote. ALT+CTRL+F

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