Basics of CS Notes

DEPARTMENT OF INFORMATTION TECHNOLOGY
COURSE TITLE: BASICS OF COMPUTER SCIENCE
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TABLE OF CONTENTS
CHAPTER ONE ...........................................................................................................................8
INTRODUCTION TO COMPUTERS ........................................................................................8
1.1. History of Computers .............................................................................................................8
1.2 Generation of Computers.......................................................................................................8
1.3 Characteristics of Computers...............................................................................................10
1.4 Basic Computer Concepts ....................................................................................................10
1.5 Types of Computers..............................................................................................................10
1.6 Software and Hardware .......................................................................................................13
1.7 Chapter Review Questions...................................................................................................14
CHAPTER TWO.........................................................................................................................15
BASIC HARDWARE UNITS OF A COMPUTER....................................................................15
2.1 Input Devices .........................................................................................................................15
2.2 Output device.........................................................................................................................16
2.3 Central Processing Unit (CPU)/Processor:........................................................................18
2.4 Main Memory:........................................................................................................................20
2.5 Secondary storage..................................................................................................................20
2.6 Computer units interaction diagram ..................................................................................22
2.7 How information is stored in computers...........................................................................24
CHAPTER THREE .....................................................................................................................26
COMPUTER SOFTWARE..........................................................................................................26
3.1 Classification of software .....................................................................................................26
3.2 System software.....................................................................................................................27
3.3 Application software.............................................................................................................30
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CHAPTER FOUR .......................................................................................................................33
WINDOWS BASICS..................................................................................................................33
4.1 Windows operating system Boot up Process ....................................................................33
4.2 Logging On to Windows XP ................................................................................................34
4.3 Windows XP Desktop...........................................................................................................34
4.4 Starting a Program.................................................................................................................36
4.5 Working With Files and Folders .........................................................................................40
CHAPTER FIVE .........................................................................................................................42
WORD PROCESSING...............................................................................................................42
5.1 Loading Ms-Word .................................................................................................................42
5.2 The Ms-Word Screen.............................................................................................................42
5.3 Creating, Saving and Closing Documents .........................................................................44
5.4 Formatting ..............................................................................................................................45
5.5 Editing Your Document........................................................................................................50
5.6 To insert page numbers ........................................................................................................50
5.7 Columns..................................................................................................................................55
5.8 Mail Merging................................................................................................................................56
5.9 Chapter Review Exercise......................................................................................................57
CHAPTER SIX............................................................................................................................59
SPREADSHEETS .......................................................................................................................59
6.1 MICROSOFT EXCEL.............................................................................................................59
6.2 THE EXCEL WINDOW ........................................................................................................60
6.3 WORKING WITH WORKBOOKS AND WORKSHEETS ...............................................63
6.4 ENTERING DATA ................................................................................................................64
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6.5 FORMATTING A WORKSHEET........................................................................................68
6.6 APPLYING BORDERS................................................................................................................68
6.7 OPERATORS..........................................................................................................................71
6.8 INTRODUCTION TO DATA ANALYSIS .........................................................................74
6.9 WORKING WITH CHARTS................................................................................................76
CHAPTER SEVEN .....................................................................................................................81
DATABASE MANAGEMENT SYSTEMS ...............................................................................81
7.1 MS ACCESS............................................................................................................................81
7.2 WORKING WITH ACCESS 2000 ........................................................................................84
7.3 WORKING WITH TABLES........................................................................................................85
7.4 RELATIONSHIPS......................................................................................................................88
7.5 WORKING WITH QUERIES ...............................................................................................89
7.6 FORMS..........................................................................................................................................93
7.7 REPORTS ................................................................................................................................95
CHAPTER EIGHT......................................................................................................................97
PRESENTATION GRAPHICS..................................................................................................97
MS POWERPOINT............................................................................................................................97
8.1 CREATING A NEW PRESENTATION..............................................................................97
8.2 ADDING AND FORMATTING TEXT ...............................................................................98
8.3 WORKING WITH DIFERENT VIEWS.....................................................................................99
8.4 WORKING WITH OBJECTS....................................................................................................100
8.5 USING AUTO CONTENT WIZARD......................................................................................101
8.6 ANIMATION .......................................................................................................................101
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8.7 SAVING A PRESENTATION............................................................................................103
8.8 PRINTING..................................................................................................................................103
8.9 Margins .......................................................................................................................................103
8.10 Chapter Review Questions.................................................................................................104
CHAPTER NINE......................................................................................................................105
COMPUTERS AND COMMUNICATIONS..........................................................................105
9.1 Computer Networks .................................................................................................................105
9.2 Introduction to the Internet................................................................................................106
9.3 Common Internet services .......................................................................................................106
9.4 Chapter Review Questions.......................................................................................................108
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COURSE OUTLINE
COMPUTER APPLICATIONS
Purpose of the course

The aim of this course is to provide a comprehensive understanding of how
computers work and the use of application software in businesses today.
Main course text
C.S. French, Computer science (Fifth Edition)
Reference Books
i. White R., How Computers Work (Millennium edition).
ii. Capron H.L., Computers: Tools for an information age (5th Edition).
Assessment: Examination - 60%: Coursework - 40%
Computer Applications - TOPICS - Details
I. Introduction to Computer and its components

A. History of computers
B. Generations of computers
C. Characteristics of computers
D. Types of computers
E. Software and Hardware
II. Hardware and software

A. Hardware: input and output devices, backup storage, central processing unit,
memory (ROM, RAM).
B. Software: Categories of software, System software, applications software,
general purpose software, integrated packages and software suites.
III. The key role of the central processing unit.

A. The fetch execute cycle
B. The Control unit and the arithmetic/logic unit (ALU)
IV. Peripheral Devices

A. Input: keyboard, mouse, tracker ball, graphics tablet, scanner, digital
camera, touch screen, OMR, OCR, bar code scanner, magnetic stripe reader,
microphone.
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B. Output: monitor (CRT and LCD), printer (dot matrix, ink jet, laser), plotter,
speakers.
V. Word-processing software.
A. word processing terms
B. Creating new documents and open existing ones
C. Typing and editing text
D. Using Save and Save As
E. Spelling and grammar check
F. Applying formatting to text and page
G. Print previewing a document and print it
H. Mail Merging
VI. Spreadsheets
A. Spreadsheet terms
B. Creating new spreadsheets and open existing ones
C. Inputting text, numbers and simple formulae
D. Employing simple functions such as SUM, AVERAGE
E. Creation of and modification charts/graphs to illustrate data
VII. Database
A. Common database terms
B. Opening and use an existing database
C. Designing and creating a simple database
D. Saving database objects with appropriate names
E. Creating simple queries
F. Designing input forms
G. Designing output reports
VIII. Presentation software

A. Preparing a presentation
B. Using pictures and objects
C. Using animation
D. Using organization charts
E. Using graphs
IX. Internet and E-mail

A. Requirements for connecting to the Internet. B.
Features of common Internet services.
C. e-mail terms
D. Reading, replying to and forwarding messages
E. Sending attachments
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CHAPTER ONE
INTRODUCTION TO COMPUTERS
Objectives
At the end of the chapter the learner shall be able to;
i. Explain the evolution of computing technology and the technological
advancement in computer architecture to current technologies
ii. Explain the characteristics of computers and how they are different from
humans.
iii. Explain the different types of computers categorized based on size, price and
capabilities
iv. Explain the fundamental difference between computer hardware and
software
1.1. History of Computers

When the human race started doing some trade, it felt a need for a calculating
device. The first calculating device, which was used 2000 years ago was called
abacus and the improvements in the calculating device in that age were slow. The
next change came after about 1600 years. Following this, the changes were frequent
and the mechanical desk calculator was developed around 1800 A.D.
In 1833, Prof. Charles Babbage, the father of the computer, developed a machine called
analytical engine which was the vase for the modern digital computer.
1.2 Generation of Computers
1.2.1 Computer generations
First generation computers (1946-1956)

They made use of vacuum tubes to store and process information. The tubes
consumed a lot of power and generated a lot of heat (overheating). They were
huge in size and occupy a room. They used magnetic tape. Storage capacity was very low
i.e. 2kb and speed of processing was also very low. First machine in this category was
ENIAC (electronic discrete variable automatic computer) and later came UNIVAC
(universal automatic computers).these computers were mostly computational machines.
Their input /output capabilities were usually limited to the keyboard and or punched card
input and printer and or punched cart output. The speed of these machines was described
in milliseconds (1/1000 of a second)
Second generation computers (1957-1967)

These computers used transistors after invention of transistors. The transistor is smaller
cheaper and produced less heat than vacuum tubes and consumed less power. The cost
of computers decreased and the speed increased. The second
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generation saw the introduction of more complex ALU and CPU, the use of high level
languages and provision of system software with the computer. Data access time was
measured in micro-seconds. Removable disk storage units were developed for use
on these machines. The speed of these machines was described in microseconds (1/1000,
000 of a second). These computers had programming languages whose vocabularies
are close to the human natural language, English language.
Third generation computers (1965-1980)

Introduced the use of very small electronic circuit called integrated circuits (IC) by
combining several transistors together between 3 transistors to make 1 IC. With IC
you can house thousands of transistors in one IC. This change further decreased
the size, heat output and the maintenance complexity of the computers while
increasing its speed. The small circuitry that resulted improved the processing speed i.e.
10 times the past. The speed of these machines was described in nanoseconds
(1/1,000,000,000 of a second). They have higher main memory capacity, reliable and
increased processing power (have the capability of holding more than one set of
instructions and operate on them) than the second generation computers. Invention
of IC revolutionalised electronics and started the error of micro-electronics. The
IBM 360 is an example of third generation computers.
Fourth generation computers (1980s)

Use large scale integration circuits which housed hundreds of transistors and very
large IC which are between 200,000 to 400, 000 in one IC. Memory used includes
magnetic disc and optical disc. Memory size expanded up to several MB and speed was
10 times faster. This generation marked the origin of mini computers in use today.
Fifth generation computers (1990-current)
The design of these computers was based on VLSI (very large scale integration)
technology, the micro chip technology that gave rise to the smaller computers
known as the micro computers in use today. These computers are used in
networking .examples of micro computers are IBM PCs BBC micro etc. the micro
computers are usually described as PCs or stand alone or desktop computers
because they were designed primarily to serve single person at a time. The fifth generation
is still a state of the art technology that relies on predictions and further
technological refinements.
Summary
Research shows that the trend in computer technology revolution is that there is;
o Continual decrease in computer size
o Improved speed and power processing
o Decrease in computers and the related facilities cost
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o Number of components in computer per circuit (IC) greatly increased over
500,000 physical elements e.g. transistors, capacities, diodes etc per
chip(IC).
1.3 Characteristics of Computers
1. Speed – a computer is a very fast machine. It can perform in a very few seconds
the amount of work that a human being can do in a year if he/she worked day and
night doing nothing else.
2. Accuracy – the computer accuracy is consistently high.
3. Diligence – computers are free from monotony, tiredness and lack of
concentration etc. It can therefore work for hours without creating an error.
For example if 10 million calculations are to be done, a computer will do
the tenth million calculations with exactly the same speed and accuracy as the
first one.
4. Versatility – a computer performs various tasks with ease. I.e. it can
search for a letter, the next moment prepare an electricity bill, and write a report
next then do an arithmetic calculation all with ease.
5. Power of remembering – a computer can store and recall any information due to
its secondary storage capability.
6. No intelligence Quotient (IQ) – a computer cannot make its own
decisions and has to be instructed on what to do.
7. No feelings – computers are devoid of emotions. They have no feelings or instincts
and none possesses the equivalent of a human heart and soul.
1.4 Basic Computer Concepts

Definition of a computer
A computer is an electronic device capable of executing instructions, developed based on
algorithms stored in its memory, to process data fed to it and produce the required results
faster than human beings.
The definition from the Merriam-Webster Dictionary :
"one that computes; specifically : a programmable electronic device that can store,
retrieve, and process data"
1.5 Types of Computers
What different types of computers are there ?

There are several methods of classifying computers:
a) By the type of data accepted for processing and form in which output
data/information appears (i.e. Digital, Analogue & Hybrid computers).
b) Classification by purpose.
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c) Classification by generation/age of technology. d)
Classification by size and capabilities.
e) Classification by use.
1. CLASSIFICATION BY TYPE OF DATA ACCEPTED
a) Digital Computers
They process data that is represented in the form of discrete numbers or digits such as
0 and 1. Their arithmetic operations and logical comparisons are
based on digits and on other characters that have been numerically coded.
b) Analogue Computers
They are computers that deal with variable/continuous data/quantities such as
temperature, pressure, humidity etc. The output from them is often in form of graphs
or smooth curves from which the information can be read. They perform arithmetic
operations and logical comparisons by measuring changes in physical magnitudes
such as electronic voltage, pressure changes.
c) Hybrid
These are the computers that have the combined features of digital and analogue
computers. Both the digital and the analogue features are built within the sane
processor.
2. CLASSIFICATION BY PURPOSE
i. Special purpose; These are computers designed for a particular job only.
They solve problems of a restricted nature e.g. Weapon guidance systems or the
ones used in digital watches.
ii. General Purpose; These are computer designed to solve a wide variety of
problems.
3. CLASSIFICATION BY SIZE, price and capabilities

These categories are based on size, price and
capabilities
Super computers
They are very large in size and use multiple processors and superior technology. Super
computers are biggest in size, the most expensive in price than any other is classified and
known as super computer. It can process trillions of instructions in seconds. This computer
is not used as a PC in a home neither by a student in a
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college. Governments specially use this type of computer for their different
calculations and heavy jobs. Different industries also use this huge computer for designing
their products.
In most of the Hollywood’s movies it is used for animation purposes. This kind of
computer is also helpful for forecasting weather reports worldwide. They are known for
von Newman’s design i.e. multiple processor system with parallel processing. In such
a system a task is broken down and shared among processes for faster execution. They
are used for complex tasks requiring a lot of computational power.
Mainframe computers
A mainframe is another giant computer after the super computer and can also process
millions of instruction per second and capable of accessing billions of data .They
are physically very large in size with very high capacity of main memory. This
computer is commonly used in big hospitals, air line reservations companies, and many
other huge companies prefer mainframe because of its capability of retrieving data
on a huge basis. They can be linked to smaller computers and handle hundreds of
users they are also used in space exploitation. The term mainframe was mainly used for
earliest computers as they were big in size though today the term is used to refer to large
computers. A large number of peripherals can be attached to them. They are expensive to
install.
Minicomputers
They are smaller than the main frame but bigger than minicomputers. They support
concurrent users. They can be used as servers in companies. They are slower and
less costly compared to mainframe computers but more powerful, reliable and
expensive than micro computers.
Micro computers
They are of advanced technology i.e. the micro era based on large scale
integration that confines several physical components per small elements thumb size IC,
hence the size reduced. It is the smallest of the three computers. They are usually called
personal computers since they are designed to be used by individuals. The
micro chip technology has enabled reduction of size of
computers. Microcomputers can be a desktop, laptop, notebooks, or even
palmtop
o Notebook computer An extremely lightweight personal computer.
Notebook computers typically weigh less than 6 pounds and are small
enough to fit easily in a briefcase. Aside from size and portability,.
Notebook computers use a variety of techniques, known as flat-panel
technologies, to produce a lightweight and non-bulky display screen.
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o Desktop Computer is an independent personal computer that is made
especially for use on a desk in an office or home. The term is used mainly to
distinguish this type of personal computer from portable computers and
laptops, but also to distinguish other types of computers like the server or
mainframe.
o Laptop A small portable computer light enough to carry comfortably, with a
flat screen and keyboard that fold together. Laptops are battery- operated,
often have a thin, backlit or sidelit LCD display screen, and some models
can even mate with a docking station to perform as a full- sized desktop
system back at the office. Advances in battery technology allow laptop
computers to run for many hours between charges, and some models have a set of
business applications built into ROM. Today's high- end (Advanced) laptops
provide all the capabilities of most desktop computers.
o Palmtop A small computer that literally fits in your palm. Compared to full-
size computers, palmtops are severely limited, but they are practical for
certain functions such as phone books and calendars. Palmtops that use a
pen rather than a keyboard for input are often called hand-held computers or
PDAs. Because of their small size, most palmtop computers do not include
disk drives. However, many contain PCMCIA slots in which you can insert
disk drives, modems, memory, and other devices. Nowadays palmtops are
being integrated into the mobile phones as multipurpose devices.
4. CLASSIFICATION BY USE
a) A personal computer (PC) - a microcomputer designed for independent use by an

individual at work or in the home. Some PC’s are portable.
b) A Home Computer - A low cost microcomputer of limited capabilities
designed for domestic use with programs such as playing games on
controlling family finances.
c) Embedded Computers - These computers are within some other devices/systems but
are not accessed directly e.g. Small computers found in digital watches, video
recorder, washing
1.6 Software and Hardware

A computer has to main components; I.
Hardware
II. Software
Computer hardware refers to the physical components of a computer such as the
monitor, Keyboard, Mouse, system unit etc shown in the diagram below.
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Computer software
A set of programs associated with the operation of a computer
The two components (hardware, software) will be discussed later in other chapters.
1.7 Chapter Review Questions

1. The second generation of computers used
(a) Vacuum tubes (b) Capacitors (c) Transistors (d) Integrated circuits
2. The third generation of computers used

(a) Vacuum tubes (b) Capacitors (c) Transistors (d) Integrated circuits
3. The analytical engine was the vase for the modern digital computer in which year
was is developed?
(a) 1833 (b) 1933 (c) 1923 (d) 1893
4. Which one of the following types of computers is commonly used in offices

(a) Supercomputers (b) Mainframe (c) Mini computer (d) Micro computer
5. Computers have continued to decrease in size but the processing power has increased.
True or false?
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CHAPTER TWO
BASIC HARDWARE UNITS OF A COMPUTER

• Explain the different hardware units of a computer system such as input, output,
Central processing unit (CPU), main memory and secondary storage
• Explain how the different units of a computer interact witch each other to give the
user output
• Explain how information is stored in a computer
• Explain the different storage units of a computer such as byte, Kilobyte,
megabyte, Gigabyte and Terabyte
Hardware units (Devices) of a computer can be categorized into five

units;
i. Input unit
ii. Output unit
iii. Central processing unit (CPU) or processor iv.
Main Memory/Primary Memory
v. Secondary storage/Backing Storage/Auxiliary Storage
2.1 Input Devices

An input device lets you communicate with a computer. They are used to enter
information and issue commands to the computer. Commands tell the computer to do
something, like save the file. A keyboard, mouse, scanner, digital camera, touch pads and
joystick are examples of input devices.
o Keyboard Used to type data into the computer. It has special keys for
giving the computer commands called command or function keys
o Pointing Devices Pointing devices move some object on the screen and can
do some action Mouse is a common pointing device
o Scanner allows you to scan documents, pictures, or graphics and view them
on the computer. You can also use software to edit the items you scan.
Used to put printed pictures and text into a computer. It Converts an image into
dots that the computer can understand .To scan text, optical character
recognition (OCR) software is needed
o Digital Camera Used to take electronic pictures of an object. The pictures taken
by a digital camera can be used directly by a computer
o Microphone Used to put sound into a computer. Need sound recording software
o Video Capture Card Usually place inside the computer's case. Use to put video
into a computer. Need a video source, either a video camera or
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video recorder
o Voice input device-A computer I/O device in which vocal commands may be
entered into a computer system.
o Optical character recognition (OCR) is computer software designed to
translate images of handwritten or typewritten text (usually captured by a scanner)
into machine-editable text, or to translate pictures of characters into a
standard encoding scheme representing them (e.g. ASCII or Unicode).
o Optical Mark Reader (OMR) A special scanning device that can read
carefully placed pencil marks on specially designed documents. OMR is
frequently used in forms, questionnaires, and answer-sheets
2.2 Output device

An output device displays information on a screen, creates printed copies or
generates sound. A monitor, printer, and speakers are examples of output devices.
o Monitors and Displays Shows the processed information on a screen. A
monitor uses a Picture Tube like a television with the image displayed on the front
of the tube, which is called the screen.
o Printers produce a hard copy. The information is printed on paper and can
be used when the device is off. It is also called a printout. There different
types of printers;
Printers can be classified by how they transfer characters from the printer to the paper.
Impact Printers
Transfer images into paper by some type of printing mechanism striking paper, ribbon,
and character together.
Non-Impact Printers
Printing occurs w/o having a mechanism striking against a sheet of paper.
Speed
Another way of classifying printers is by speed:-
 Low speed- print one character at a time.

 Medium and high-speed printers - called line printers, can print multiple
characters on a line at the same time.
 Very high-speed printers - can print excess of 3,000 lines per minute, often called
page printers.
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Types of Printers
 Dot-matrix printers (impact printer)

• Uses metal pins to strike an inked ribbon to make dots
on a piece of paper.
• Lowest print quality of all of the printers.
• Very low in cost per page to use.
Advantages
 Low operating costs

 Low price
 Can print multi-part forms – Make carbon copies
 Durable
Limitations
 Noisy
 Low to medium quality output
 Slow
 Ink jet printers (non-impact printer)
• Use drops of magnetic ink to produce dots on a page to produce
text or images.
• The print quality is almost the same as a laser printer's.
• The ink is very expensive
• The ink is water soluble and will run if the paper gets wet
• Highest cost per page of all the printers
• For producing color documents, it has the highest quality at a
reasonable price.
Advantages
 Moderate price
 Inexpensive to operate
 High quality color printouts/high quality output.
 Quiet
 Durable
Disadvantages
 Slow
 Cannot print multi-part forms – cannot make carbon copies
 Poor quality colour compared to laser printers
 Laser printers (non-impact printer)

• A laser or LEDs make dots on a light sensitive drum
• Toner (very tiny particles of plastic) stick to the drum
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where the dots where made
• For black and white printouts, very low cost per page
• Printout is permanent
• Color laser printers are still fairly expensive
Advantages
 Quiet
 High quality output
 Fast
 High quality color
 Durable
Limitations
 Expensive color
 Cannot print multi-part forms
 More expensive to operate
Others
 Daisy wheel printers

 Thermal printers
 Chain printers
 Band printers
o Speakers Used to output sound

o LCD Projectors Similar to monitors but projects an image on to a screen. They
are mainly used for presentations.
o A plotter is a computer printer that is used for printing vector graphics. Though
originally they were used for printing computer-aided designs, in many applications
these have been replaced by conventional printers. These days, plotters are only used
in architecture and engineering fields. Plotters differ from normal printers because it
has a computerized pen that is used to draw across the surface of paper. The two
types of are (a) pen plotters - create image on a sheet of paper by moving the paper
under the tip of pen (b) electrostatic plotters.
2.3 Central Processing Unit (CPU)/Processor:

It is the main part of a computer system like the brain of a human being. It
interprets the instructions in the program and executes one by one. The CPU of a
microcomputer is called a microprocessor. Central Processing Unit is
implemented in a single piece of silicon device known as a computer chip.
The processor and main memory of a PC are commonly held on a single board called a
mother board. The processor has the following functions:
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• It controls the transmission of data from input devices to memory;
• It processes the data held in main memory;
• It controls the transmission of information from main memory to output devices.
The processor contains the control unit and the arithmetic/logic unit(ALU).
The control unit coordinates and controls all the operations carried out by the
computer. The control unit operates by repeating three operations which are:
• Fetch – cause the next instruction to be fetched from memory;

• Decode – translate the program instruction into commands that the
computer can process
• Execute – cause the instruction to be executed
The arithmetic/logic unit(ALU) plays two roles.
• Arithmetic operations – these operations are addition, subtraction,

multiplication and division..
• Logical operations – it compares two data items to determine whether the first one
is smaller than, equal to or greater than the second item.
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2.4 Main Memory:
The cycle (input - processing - output) would not be possible without a holding place for
the instructions and data that the processors (CPU) can easily reach. This holding
place is known as memory also called main storage and is internal to the computer
consisting of RAM and possibly ROM.
Random Access Memory (RAM)
• Is the basic kind of internal memory that holds data and instructions while the
computer is in use.
• It can be read from and written to.
• It is called random access because the processor or computer can access any
location in memory in any order as contrasted with sequential access devices
which must be accessed in order.
• RAM is volatile; losing the stored information in an event of power loss, and quite
expensive.
There are two basic types of RAM.

Static RAM does not need to be refreshed, which makes it faster; but it is also
more expensive than dynamic RAM. Dynamic RAM needs to be refreshed
thousands of times per second. Both types of RAM are volatile, meaning that they lose
their contents when the power is turned off.
ROM (Read only memory)

• Is also random access but only for reads, once data has been written onto a
ROM chip, it cannot be removed and can only be read.
• It refers to special memory used to store programs that boot the computer and
perform diagnostics. Most personal computers have a small amount of ROM
(a few thousand bytes).
• Retains its contents even when the computer is turned off and is therefore referred
to as being nonvolatile.
2.5 Secondary storage

These are devices which are used to store huge information for future use. This is mostly
hard drives and removable media such as floppy disks, optical media (CD ROM)
etc.
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Hard Drive:
Floppy Disk: Floppy disks allow information to be transported easily from one computer
to another they have limited storage capacity, generally 1.44 MB. Saving and
retrieving information from a floppy disk is slower than on a hard drive. They are
more susceptible to physical damage and viruses than the hard drive. The size of a
hard drive is usually expressed in terms of megabytes and gigabytes.
Compact Disk Read Only Memory (CD ROM): CD ROMs are read only storage
medium. Typically, a CD ROM holds up to 650 MB of information. While
information retrieval is faster than from a floppy disk, it is still not as fast as from the hard
drive.
Compact Disk-Writable (CD-R): A CD-R is highly effective for storing a large

amount of data. Can hold up to 700MB of information. A CD-R is a one time
recordable compact disc.
Compact Disk-Re-Writable (CD-RW):
A CD-RW allows you to read, write, erase and write again. Writing takes place in a single
pass of the focused laser beam. This is sometimes referred to as direct overwriting and
can be repeated several thousand times per disc.
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2.6 Computer units interaction diagram
Main
Memory
Input Output
Devices Processo Devices
r
Secondary/Backing
Storage
The diagram above shows how the units interact with each other in the
processing of data. Input devices enter information to be processed by the
processor. The processor can read and write into the secondary storage devices.
The processor also stores the instructions being currently executed into the main memory.
So can be able to read and write into the main memory (RAM). Once the data has been
processed by the processor, the data can be displayed by the output devices. Please note
the direction of the arrows as it depicts the flow of the data and instructions.
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The organization of computer Hardware as shown below is based on the Von-
Newman Architecture, which is based on the concept of binary representation of
numbers in the computer. This organization, also known as the computer
theoretical organization, describes how the different types of computer
hardware interact with each other, in the processing of data, so that the desired results can
be achieved. The figure below illustrates the architecture:
SECONDARY MEMORY
OR
OUTPUT
INPUT MAIN
DEVICES
DEVICES MEMORY
CONTROL Key:
Data Flow
ARITHMETIC / LOGIC
UNIT Command
Peripheral devices
These are equipment that are used with the computer but are not integral part of it. They
include printers, keyboards, monitors, mice, disk drives.
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2.7 How information is stored in computers
Information is stored in computers in the form of bits. A bit is used to represent

information in the computer. They are referred to as binary digits i.e. the 0’s and
1’s with 0 representing an OFF state and 1 representing an ON state.
The stored bits are usually retrieved from computers memory for manipulation by the
processor
A single bit alone cannot represent a number, letters or special characters, to

represent information; bits are combined into groups of eight. A group of eight bits is
called a byte. Each byte can be used to represent a number, letter or special character.
2.8 Size
Byte – a string of 8 bits

Kilobyte – 1,000 bytes
Megabyte – 1,000,000 bytes
Gigabyte – 1,000,000,000 bytes
Terabyte – 1,000,000,000,000 bytes

1. Which are the five basic units of a computer?
(a) Central processing unit, Arithmetic and Logic Unit, Input Unit, Output
Unit, Visual Display unit
(b) Central processing unit, Random Access Memory, Input Unit, Output
(c) Central processing unit, Random Access Memory, Input Unit, Output
(d) Central processing unit, Main Memory, Input Unit, Output Unit, Backing
Storage
2. Which of the following is not an input device

(a) Mouse (b) speaker (c) Scanner (d) Digital Camera
3. Which of the following is not an output device

(a) Printer (b) Scanner (c) speaker (d) Monitor
4. Which of the following is not a task of the Central Processing Unit?

(a) It controls the transmission of information from application programs to
output devices
(b) It controls the transmission of data from input devices to memory; (c) It
processes the data held in main memory;
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(d) It controls the transmission of information from main memory to output
devices
5. Which of the following is used to store programs and data that are currently being used
(a) Read only Memory (b) Hard Disk
(c) Random Access Memory (d) Magnetic Disk
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CHAPTER THREE
COMPUTER SOFTWARE

• Explain computer software and the classification of computer software
• Explain system software and the different software in that category and their
application and importance in computing
• Explain application software and the different software in that category such
general purpose and special purpose software
• Explain Ready made software vs tailor made software
Software is a Program commercially prepared and tested in software by one or a group of

programmers and system analyst to perform a specified task. Software is simply set of
instructions that cause a computer to perform one or more tasks. The set of instructions is
often called a program or, if the set is particularly large and complex, a system.
Computers cannot do any useful work without instructions from software; thus a
combination of software and hardware (the computer) is necessary to do any
computerized work. A program must tell the computer each of a set of tasks to
perform, in a framework of logic, such that the computer knows exactly what to do and
when to do it. Data are raw facts and ideas that have not been processed while
Information is data that has been processed so as to be useful to the user
3.1 Classification of software

Software
System software Application software
Operating Service General Special/tail

system programs /ready made or made
applications application s
Utilities Development Communication

Programs 26
Programs
Software can be broadly classified into system software and application
software
3.2 System software

Consists of programs that control operations of the computer and enable user to make
efficient use of computers. They coordinate computer activities and optimize
use of computers. They are used to control the computer and develop and run application
programs examples of jobs done by the system software are management of computer
resources, defragmentation etc. They can be divided into;
(i) Operating system – This is a suit/collection of related computer programs that help
manage the computer resources. It is an interface between the computer hardware and
application programs.
Operating System is a complex program and most important program that runs on a
computer and which controls the operation of a computer. It performs basic tasks, such
as recognizing input from the keyboard, sending output to the display screen,
keeping track of files and directories on the disk, and controlling peripheral devices such
as disk drives and printers. In general the operating system supervises and directs
all the software components and the hardware components. Sophisticated operating
system could handle multi-processors, many users and tasks simultaneously. Examples
of computers operating systems are UNIX, Microsoft windows 95/98, Windows NT,
Windows 2000, Windows XP, Windows Vista and Linux.
Functions of Operating Systems
1. Process Management: - The operating system must keep track of all processes.
It must schedule programs when needed, and monitor them incase of any error.
2. Resource management: - The operating system allocates system resources such as
CPU, main memory and the input and output devices such as disk and tape drives and
printers.
3. Data management: - Also called Input and output management. The operating system
handles all movements of data between the main components of the computer. Any time
an input or output of data occurs, a data management routine in the OS controls the
transfer. For example, any time a number input devices try to send data to a computer, it
is the operating system to manage all these I/0 processes. Because I/0 devices are very
slow, the process of spooling prevents the data from being stored in the main storage.
With spooling, a report is first written (saved) to the disk before being printed. The disk
or tape acts as
a buffer area between main storage which is extremely fast and I/0 devices which
are relatively slow.
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4. Monitoring system activities such as system performance and system security.
5. Error Correction
Types of Operating Systems
Operating Systems can be classified by two criteria:-
(i) Whether or not they allow more than one user to use the computer at the same
time.
(ii) Whether or not they allow more than one program to run at the same time.
Single program/single user program
This allow only a single user to run a single program at one time e.g. MS-DOS.
Multiprogramming/Multitasking OS
Allow more than one program to be run at the same time. The CPU switches back and
forth between programs. E.g. the computer could be performing a complex spreadsheet
calculation at the same time downloading a file from another computer while the user is
writing a memo.
Multiprogramming OS on PC’s can usually support a single user running multiple

programs. On some PCs and most mini and mainframe computers, the
Multiprogramming/OS's can support more than one user running more than one program.
This version of mp/os is called multi-user - multiprogramming operating system.
Multiprocessing
Computers that have more than one CPU are called multiprocessors. A multiprocessing
operating system co-ordinates the operating of multiprocessor computer. They have an
advantage that if one CPU fails, work can be shifted to the remaining CPUs. The ability
to continue processing when a major component fails is called fault tolerance.
Virtual Machine: VM
VM operating system, available on some large computers, allows a single computer

to run two or more different operating system. It allocates system resources to each
operating system.
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The advantage is that an organization can concurrently run different operating systems
that are best suited for different tasks.
Popular Operating Systems
Many computer users move away from proprietary operating systems (privately owned) and
toward portable operating system that will run on many manufacturer computers.
1) Personal computer operating systems.

E.g. Dos, Operating System 2, MultiFinder (Macintosh) - uses icon and graphics instead
of command lime os2 and Dos. Win 95/98/ME/NT/2000/XP/Vista.
2) Minicomputer OS’s
e.g. - UNIX
- VMS for XAX (virtual address extension) computers
3) Mainframe Operating Systems

E.g. MVS - Specializes in batch processing.
(ii)Service programs are programs designed for general support of the processes of a
computer; "a computer system provides utility programs to perform the tasks needed
by most users". The service programs can further be divided into;
o Utilities Performs a variety of tasks that maintain or enhance the
computer’s operating system Utility programs are generally fairly small. Each
type has a specific job to do. Below are some descriptions of utilities.
 Anti-virus applications protect your computer from the damage that
can be caused by viruses and similar programs
 Compression utilities make files smaller for storage (or sending over
the Internet) and then return them to normal size.
 Data recovery utilities attempt to restore data and files that have been
damaged or accidentally deleted.
 Disk defragmenters reorganize the data stored on disks so that it is more
efficiently arranged.
 Firewalls prevent outsiders from accessing your computer over a
network such as the Internet.
o Development programs are used in the creation of new software. They

comprise of sets of software tools to allow programs to be written and
tested. Knowledge of appropriate programming language is assumed. Tools
used here are:
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 Text editors that allows one to enter and modify
programs statements
 Assembler- allows one to code in machine programs language
.i.e. processor specific
 Compilers-makes it possible for programmer to convert
source code to object code which can be stored and saved on
different computers.
 Interpreters-used to convert source programs statement by
statement as it executes the program without being compiled first.
 Libraries- commonly used parts or portions of a program
which can be called or included in the programmer’s code without
having to recode that portion.
 Diagnostic utilities-used to detect bugs in the logic of
program during program development
o Communication programs- refer to programs that make it possible to
transmit data.
3.3 Application software

Are programs for user to do their jobs e.g. typing, recording keeping, production of
financial statements, drawing, and statistics.
o General/ready made software is developed to perform a variety of tasks,
usually determined by use. Such software can be customized by user to
achieve specific goals e.g. ms office which is a suit of programs
performing a variety of tasks e.g. word processing for producing
documents, database for storing, retrieving and manipulating data and various
calculations on spreadsheets. General purpose programs are discussed
below;
 Word processing applications. Writing tasks previously done on
typewriters with considerable effort can now be easily
completed with word-processing software. Documents can be easily
edited and formatted. Revisions can be made by deleting (cutting),
inserting, moving (cutting and pasting), and copying data.
Documents can be stored (saved) and opened again for revisions
and/or printing. Many styles and sizes of fonts are available to
make the document attractive. Example: MS Word, Word Pad etc.
 Spreadsheet applications. spreadsheet software permits
performance of an almost endless variety of quantitative tasks such as
budgeting, keeping track of inventory, preparing financial reports,
or manipulating numbers in any fashion, such as averaging each of ten
departmental monthly sales over a six-month period. A
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spreadsheet contains cells, the intersection of rows and columns. Each
cell contains a value keyed in by the user. Cells also contain formulas
with many capabilities, such as adding, multiplying, dividing,
subtracting, averaging, or even counting. An outstanding feature is a
spreadsheet's ability to recalculate automatically. If one were preparing a
budget, for example, and wanted to change a variable such as an
increase in salary or a change in amount of car payments, the formulas
would automatically recalculate the affected items and the totals.
Example: Excel, Lotus1-2-3 etc.
 Database software: A database contains a list of information items
that are similar in format and/or nature. An example is a phone
book that lists a name, address, and phone number for each entry. Once
stored in a database, information can be retrieved in several ways, using
reports and queries. For example, all the names listed for a given area
code could be printed out and used for a commercial mailing to
that area. Examples of database software is Ms Access, Dbase, Oracle etc.
 Presentation software: for making slide shows. Allows users to
create visual presentation A speaker may use presentation software to
organize a slide show for an audience. Text, graphics, sound, and movies
can easily be included in the presentation. An added feature is
that the slide show may be enhanced by inclusion of handouts with
two to six slides printed on a page. The page may be organized to provide
space for notes to be written in by the audience as the presentation
ensues. An example of this is Power Point. Preparation of the software
is simplified by the use of
'wizards' that walk the user through the creation of the
presentation.
 Desktop publishing software: This software permits the user to
prepare documents by using both word-processing devices and
graphics. Desktop publishing software uses word-
processing software, with all its ease of entering and revising data, and
supplements it with sophisticated visual features that stem from
graphics software. For example, one can enhance a printed message
with virtually any kind of illustration, such as drawings, paintings, and
photographs. . Examples of Desktop publishing software is PageMaker,
Corel Draw, and Ms Publisher
 Multimedia applications for creating video and music. Allows
users to create image, audio, video etc. Example: Real Player,
Media Player etc.
 Activity management programs like calendars and address books
NB: Nowadays most of the general purpose software is being sold as a complete
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software suites such as Microsoft office or Lotus SmartSuite. These suites offer four or
more software products packaged together at a much lower price than buying the
packages separately.
o Tailor made/special purpose software Tailor-made computer system refers
to computer application developed by in-house IT personnel or outside software house
according to specific user requirements in a firm. They are developed for given
purpose e.g. Payroll system, stock control system etc.

1. Which of the following is not General Purpose software?
(a) Stock Control (b) Word Processing (c) Internet software (d) Presentation
2. Which of the following is not part of the Ms. Office suite?
(a) Ms Word (b) Ms Access (c) Outlook (d) Ms QuickBooks
3. Which of the following is not an operating system
(a) Windows XP (b) Windows Explorer (c) Ms Dos (d) Linux
4. Which of the software below would assist a secretary in preparing a report for
an annual general meeting?
(a) Ms Word (b) Ms Access (c) Outlook (d) Ms QuickBooks
5. Which of the software below would assist a salesman in recording daily sales for
different items for which he needs totals among other analysis?
(a) Ms Word (b) Ms Access (c) Outlook (d) Ms Excel
32
CHAPTER FOUR
WINDOWS BASICS

• Explain the process of booting a computer
• Start a computer system and log on to windows operating system
• Start a program using the all programs menu#
• Turn off and restart a computer
• Retrieve files, create a folder and a shortcut to a program
4.1 Windows operating system Boot up Process
Booting Up
It is useful to understand what happens behind the scenes when you switch on your
computer from an idle machine to an operable and functional system. There are
essentially two forms of booting - the soft boot and the hard boot. The cold boot or
hard boot involves powering the computer up from an initial zero power supply. A
warm boot or soft boot on the other hand takes place when a software application or
operating system triggers the computer to perform a reboot.
A successful boot is dependent on 3 conditions - the hardware, BIOS and operating

system files to function without errors. When an error occurs, you will be notified by
error messages, beeping sounds or in the worst scenario, a blank screen.
Boot-up Process
The boot-up process is a list of detailed procedures that the system undergoes to perform
all system checks and load all necessary files to bring the computer to an operable state.
The Windows XP boot-up process comprises of the following procedures:
a. The Power-On Self Test Phase

b. BIOS ROM Phase
c. Boot Loader Phase
d. Operating System Configuration Phase e.
Security & Logon Phase
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4.2 Logging On to Windows XP
You must log on to the PC before you can use it. Each user is given a user name and a
password which must be entered in the log-on screen before Windows will start up. When
you log on you will have access to your own personal space.
The default Login screen for Windows XP computers is appears when you switch
on the machine. To login;
Enter your user and password in the respective boxes.
When you enter your password, Windows XP will display a series of
●●●●●●●●●●●s to protect your password from wandering eyes.
Press ENTER on the keyboard or click OK
4.3 Windows XP Desktop
Desktop is your work area on which program and files icons are located. it is
basically a workspace where you can access everything you need to operate your
computer, such as system components, applications, the Internet, etc.
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The desktop contains: icons
Start button task bar System Tray
The desktop contains:
• Start button: one of the most important tools you will use while working with
Windows XP. The Start button allows you to open menus and start applications.
• Taskbar: primarily used to switch between open windows and

applications
• Icons (or graphical pictures): represent applications, files, and other parts of the
operating system. By default Windows XP provides you with one desktop icon,
the Recycle Bin. Learn more about the Recycle Bin in a later module.
• My Computer. The My Computer icon provides access to the resources on your
computer. You can access your drives and other peripherals by
35
clicking on the My Computer icon. You can also access the Control Panel through
My Computer.
• Internet Explorer. The Internet Explorer icon launches the
Internet Explorer browser.
• My network places. If you are working on a network, this displays all of the
computers on the network
• System Tray. The part of the taskbar that holds the clock, volume
control, and icons for other utilities that runs in the background of your system.
• Recycle Bin. This is where you dump any files you want to delete.
4.4 Starting a Program

1. Click the Start button, the Start menu will pop up.
2. Point your cursor to All Programs.
A Menu listing the different program categories pops up.
3. Point your cursor to Microsoft Office Another menu will appear to the right of the All
Programs menu, as shown below. 4. Click on Microsoft Word.
36
Parts of a Window
Windows contain buttons and menus to control the program and window.
Windows are used in most programs, but the good news is once you learn the
window of one program, you will be familiar with the windows for most programs
since the window, menu and button layout appears in just about every window program.
37
Close Button Closes the window or program, removing it from the screen and the
computer’s memory.
Minimize Button Minimizes a program from view. The program is still ready for use and
can be found in the task bar.
Maximize Button Enlarges the window so that it fills the entire screen, allowing
you to see your entire workspace. Notice, when a window is maximized, this
button is not shown.
Restore Button When a window is maximized, this button is shown. Clicking it
will make the window smaller.
Menu Bar Controls what a program does. The menu functions listed will change from
program to program, but the bar is always located at the top.
Status Bar Displays information about the program, such as instructions or special
information.
Title Bar Displays the name of the program and name of the file in use.
Main Window .This is where you work within a program. If it is Microsoft
Word, this is where you would type, if it is a web browser this is where the web page
would be displayed.
Toolbar. Have shortcuts to the menu items
Log off and Switch Users
More than one person may use your computer. For example several coworkers may be
able to access your computer on a computer network. Windows XP allows everyone
who uses your computer to have separate computer accounts. A computer accounts
tracks each person's unique settings, documents, and email accounts.
Windows XP even enables you to log off the computer so someone else can log on
without having to restart the computer.
To log off/switch users:
• Click the Start menu and click Log Off.

• A dialog box appears asking you if you want to Switch User or Log Off.
• Switch User allows someone else to log on to the computer. If you choose to
Switch User, your applications will continue to run in the background while the
new user logs on.
• If you choose Log Off, your applications will close.
• In any case, you're taken to a Windows XP logon screen where you're
prompted to enter your username and password.
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Turn Off and Restart the Computer
When you've finished using Windows XP, be sure to turn off (or shut down) the computer
correctly.
To turn off the computer:
• Click the Start menu.

• Click Turn Off Computer.
• A dialog box opens. Click Turn Off.
If you're experiencing computer problems or have installed something new, you can
simply restart your computer.
To restart the computer:

• Click the Start menu.
• Click Turn Off Computer.
• A dialog box opens. Click Restart.
Always turn off or restart your computer using this method. Do not turn off your computer
by switching the power off and on. If you do so, you may damage Windows XP.
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4.5 Working With Files and Folders
Open your Folders
• Double click my computer and locate your file.
• Double click on the folder.
• The contents of the folder will be displayed in the open window. To get back to the
previous folder, click the Back Button.
Creating a Folder
• Locate the place to create your folder e.g. My Documents, Desktop, C
Drive
• Go to File – New – Folder. Or if creating on the desktop right click on the desktop
and use the new option to create a folder.
• The folder will appear at the bottom of your list. When it displays as a
black rectangle with the words New Folder highlighted in blue, it is
prompting you to give it a name. Type the name of your folder and hit
Enter.
Renaming a Folder
To rename an existing folder, move your mouse over the name and right click. A menu
will appear. Close to the bottom you will see the word Rename. Click it, and the black
rectangle with the word highlighted in blue will appear. Rename your folder and hit
Enter.
Deleting a folder
• Right click on the folder and select delete or.
• Select the file, go to file menu and select delete
• A dialog box appears asking if you want to delete the folder, click yes Once files
are deleted they go to the recycle bin which is a holding or storage location for
files not required. Such files are still in the hard disk. These files can be retrieved from
recycle bin as long as recycle bin have not been emptied.
Retrieving files
Go to recycle bin.
Locate the file and right click on it and select restore.
Moving and copying files in folders

Using menu command
• Select the file
• Go to edit and click on copy
• Select the folder
• Go to edit and click on
paste. By dragging
• Click on the file and hold
• Drag it to the folder and release the button
40
Procedure of creating shortcuts
• Locate the item
• Right click and select shortcut
• Drag the shortcut created to the desktop.
To set a program to start when windows start
• Right click on the start button and select open.
• Click on the program or file you want and hold and drag it to the start
menu on the icon for programs.
Printing
If any printers are already set up their icon appears in the printer folder (on start, then
printers and faxes).
To set up a printer;
Click start menu, control panel. Select
printers and other hardware.
1. Which of the following is not contained in the Windows XP desktop

(a) Recycle Bin (b) Task Bar (c) Start Button (d) File menu
2. Which of the following has the command for turning off the computers system
(a) Recycle Bin (b) Task Bar (c) Start Button (d) File menu
3. A user can create a folder on the desktop. True or false
4. Which of the following is not part of a window?

(a) Task Bar (b) Menu Bar (c) Title Bar (d) Close Button
5. Explain the steps you would follow to create a folder in my documents

location.
41
CHAPTER FIVE
WORD PROCESSING

• Explain the different word processing terms
• Creating new documents and open existing ones
• Type and edit text
• Use Save and Save As
• Perform spelling and grammar check after typing a document
• Apply formatting to text and page
• Print preview a document and print it
• Follow the mail Merging wizard to mail merge a document
Word processors are programs that enable you to Create, Edit and Format
documents. Examples of word processors are, Microsoft Word, Word perfect, Word
star.
Microsoft Word (MS-WORD)
Ms Word is a powerful word processing program that helps the user create, edit, format
and save documents.
5.1 Loading Ms-Word

♦ Click start button at the task bar
♦ Point at programs
♦ Click at Microsoft word
Loading can also be achieved by clicking the Ms Word icon on the Microsoft
shortcut bar (only if it is available)
5.2 The Ms-Word Screen
The Ms Word screen contains various features. The common ones are:
1. TITLE BAR: This bears the name of the application followed by the name of the
current document or the file.
2. STANDARD BAR: It contains shortcut command buttons for some of the

commonly used commands.
42
3. MENU BAR: It contains menus. Each menu has a set of commands.
4. FORMATTING BAR: It has formatting features and commands e.g. B I U
5. DRAWING BAR: It consists of drawing tools.
6. STATUS BAR: Gives information about the current selection or cursor

position.
Ms-Word Screen
When the program starts, the following document window will be displayed on the
screen.
Title bar Menu bar Toolbars
Vertical
Vertica
Scroll
l bar
Scroll
Bar
Blinking
Blinking Cursor
Cursor
Horizontal Scroll bar

Work
WorkArea
are Status Bar
43
5.3 Creating, Saving and Closing Documents
Creating
Option 1
1. From the File Menu, click New then double click the Blank Document
icon.
Option 2
2. On the standard tool bar click the ‘New’ (icon)
Saving
To save a new document
♦ On the file menu click File and choose Save As.

♦ Type the file name on the File name box that appears.
♦ Chose the location to save the file in the Save in box e.g. floppy (A), hard
disk(C) etc
♦ Click the Save button.
Closing
♦ Click close button on the Ms- Word desktop or
♦ From the file Menu click Exit.
Selecting Text/Block of Text
SELECT DO THIS
A word Drag over the word or Double click it
A graphic Click anywhere within the graphic
A line of text Drag over the text or Double click at the start of line
A sentence Hold Down Ctrl key and click anywhere in the Sentence
A paragraph Triple click anywhere in the paragraph to select
Entire document From Edit, click Select All
44
5.4 Formatting
To bold text
♦ Select or highlight the text.
♦ In the format menu click font.
♦ Under font style choose and click bold.
♦ Click Ok.
To Italicize text
♦ Under font style choose and click italic.
♦ Click Ok.
To underline text
♦ Under underlining choose and click the underlining desired.
♦ Click Ok.
To change Font size

♦ Under font size choose and click the font size desired.
♦ Click Ok.
To change Font type of text

♦ Under font choose and click the font type desired.
♦ Click Ok.
To change the font color

♦ Select the text.
45
♦ On the format menu, click Format and choose font.
♦ Under color box, choose the color desired.
♦ Click Ok.
Formatting Paragraphs
Word displays text, as it will appear when printed.
About line spacing

Line spacing determines the amount of vertical space between the lines and text.
Word uses single line spacing by default.
Inserting line spaces
• In the format menu click paragraph.
• Under line spacing, choose and click the desired line spacing.
• Click Ok.
Aligning text
• Select or highlight the text.
• In the format menu click paragraph.
• Under alignment, choose and click alignment desired i.e. left, right or center.
• Click Ok.
Creating drop caps
• Place the cursor at the beginning of the line/paragraph you want to have
a drop cap on.
• In the format menu, click drop cap.
46
• Under position in the dialogue box choose either Dropped or in margin.
• In the lines to drop box specify the number
• Click Ok.
Note: You can specify the distance from the text and type of the font for the drop cap.
Change case
• Highlight or select the text.
• In the format menu click change case.
• Choose and click the desired case option e.g. upper, lower, title or
sentence cases.
• Click Ok.
Adding bullets and numbers
• Select the items, which you want to add bullets or numbers.
• In the format menu, click bullets and numbering
• Click on the Bulleted or Numbered tab.
• Choose and click Bullet or Number format desired.
• Click Ok.
Remove bullets or numbering

• Select the items, which you want to remove bullets or numbers.
• On the format menu, click Bullets and Numbering.
• Choose none.
• Click Ok.
Page Break
1. Position the cursor where you want the page break to appear.
2. From the insert Menu, click Break then select page break.
3. Click Ok.
Add a background
You can add different backgrounds to Word documents.
1. On the format Menu, point to background and then check the color you
want or click more colors to see additional color choices. Click fill effects for
special effects such as textures.
2. Select the option that you want.
Note: To remove a background, click NO FILL option.
Using SmartArt
Create a SmartArt graphic to quickly and easily make a visual representation of your
information. You can choose from among many different layouts, to effectively communicate
your message or ideas.
47
Insert a SmartArt graphic and add text to it
1. On the Insert tab, in the Illustrations group, click SmartArt.
2. In the Choose a SmartArt Graphic dialog box, click the type and layout that you
want.
3. Enter your text by doing one of the following:
 Click [Text] in the Text pane, and then type your text.
 Copy text from another location or program, click [Text] in the Text pane,
and then paste your text.
Notes:
 If the Text pane is not visible, click the arrow control on the left side of the
SmartArt graphic.
 To add text, like a title, in an arbitrary position close to or on top of your

SmartArt graphic, on the Insert tab, in the Text group, click Text Box to
insert a text box. If you want only the text in your text box to appear, right-
click your text box, click Format Shape or Format Text Box, and then set
the text box to have no background color and no border.
48
 Click in a box in the SmartArt graphic, and then type your text. For best
results, use this option after you add all of the boxes that you want.
Using Word art
This feature enables you to create visually compelling text affects e.g.
slanting, curving text in a document.
1. From the insert menu, select pictures, and then move to word art and click.
2. Select and click the word art style desired.
3. Type your text in the area “YOUR TEXT HERE”
4. Click Ok.
Drawing tool Bar

The drawing bar has a variety of features used to create different shapes in a
document.
1. From the drawing toolbar, select a tool that you will use to draw a certain
shape e.g. a rectangle.
2. Click and drag to the desired position.
Insert a picture
You can insert a clip art or a picture from the clip Gallery.
1. Position the insertion point(cursor) where you want to insert a clip art or a picture.
2. From the Insert menu, point to picture then click art then click the clip art
tab.
3. Click a clip art category then choose a clipart and click insert clip.
To resize the objects

1. Click inside the object i.e. clipart, word art or a drawing.
2. Position the mouse pointer in either of the placeholders.
3. Click and drag to the desired size.
4. Release the mouse button.
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5.5 Editing Your Document
To undo mistakes
In the edit menu, click undo or click the Undo button on the standard toolbar.
To undo several actions

1. Click the arrow next to the Undo button on the standard toolbar to see a list of the
most recent actions.
2. Click the action you want to undo. If you don’t see the action, scroll
through the list.
5.6 To insert page numbers

• Select insert, page numbers
• Choose the position of page numbers
• Choose alignment of page numbers
• Check the box show numbers on first page
• Click format button to change the number style
• Click Ok button
Removing Page Numbers

• Select view, header and footer
• Select the page numbers to be removed
• Press delete key
• Click close button
Adding Headers and Footers

A header is the text that appears repeatedly at the top of a document while footers is
that text that repeatedly occurs at the bottom of a document.
To add a Header and Footers

 Select view header and footer
 Type the header text
50
 Click the switch button to move to the footer
 Type the footer text
 Align the text as desired using formatting toolbar
 Click close button to return to the document.
To remove a header /footer - refer to removing page numbers
Copying and Pasting Text

An existing piece of text may be required in a different document. Ms word allows
the user to copy this text rather than retype then paste it to the required area. when text or
graphic is copied or cut, it is stored in the clipboard and can be pasted into as many
documents as desired.
To copy and paste text

♦ Select the text to copy.
♦ Select Edit, Copy or copy icon on the standard toolbar.
♦ Position the cursor where the text is to be placed.
♦ Select Edit, Paste or Paste icon on standard toolbar.
Moving text
♦ Select the text to move.
♦ Select Edit, Cut or click cut icon on the standard toolbar.
♦ Position the cursor where you want the text placed.
♦ Select Edit, Paste or click paste icon on standard toolbar.
Note: When you cut, the text is completely removed from the original location.
To spell check a Document
♦ Select Tools, Spelling and Grammar… or choose Spell check icon on the
standard toolbar.
♦ Follow the instructions as given to replace a word, ignore, edit etc
♦ Click Ok button when spelling and grammar is complete.
To find text
♦ On the edit menu, click Edit and choose Find.
♦ In the find what box, type the word/text being sought
♦ Click find next button
♦ To close the dialogue box, click cancel button
To Replace Text
♦ You can find and replace test at the same time
♦ On the edit menu, click edit and choose replace
♦ In the find what box type word / text as above
♦ In replace with box type the word/ text to replace the sought word
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/ text
♦ Click replace all button
♦ To close the dialogue box click cancel button
Changing Page Setup

Depending on the size of the paper required and / or paper orientation and layout,
Ms –word will allow changing of the default to users requirement.
To change page setup

• On the file menu, click file menu and choose page setup…
• Click paper size tab to change the paper to A4, A5, DL etc
Under orientation check the circle for either portrait or landscape
• Click layout tab to adjust the vertical alignment of the page.
Under vertical alignment box choose top, center or bottom
• Click ok button
Working With Tables

A table is made up of rows and columns that can be filled with text and graphics. You can
sort and perform calculations on them. Tables make it easy to read information that
would otherwise have to be written in a representative and lengthy fashion. Use
tables to organize information and create interesting page layouts with side-by-side
columns of text and graphics.
The simple table:

1. In the table menu click insert table.
2. In the no. of columns box enter the number of columns.
3. In the no of rows box enter the number of rows.
4. Click Ok.
Creating a table with a different format

1. In the table menu click insert table
2. In the number of columns box enter the number of columns
52
3. In the number of rows box enter the number of rows
4. Click autoformat
5. In the format list box choose a format type
6. Click Ok.
Merging cells in a tab
1. Select the cells to be merged.
2. From the table menu choose merge cells.
Splitting the cells

1. Select cell to be split
2. From the table menu choose split cells
3. Type the number of columns and rows each cell is to be cell splitted
To delete rows and columns in a table

1. Select the row or the column to be deleted
2. From the table menu choose deleted cells
3. In the deleted cell dialog box choose an option i.e. entire row or column
4. Click Ok
Adjusting column width

1. Position the mouse pointer over the column boundary until it changes shape
2. Drag the column boundary to the right or left
Adding rows to a table

1. Select the row to row as above which you want to insert a new row
2. From the table menu choose insert cells
3. In the insert cells dialog box choose an option e.g. insert the entire row.
4. Click Ok.
To delete cells in a table

1. Select the cells you want to delete
2. From the table menu choose the deleted cell
3. Select an option in the delete cells dialog box
4. Click Ok
Sorting
Information in the table can be sorted in either ascending or descending order
1. Click any cell in the table

2. From the table menu choose sort
3. Select the ascending or descending option button.
53
Performing calculations in a table
1. Click the cell in which you want the result to appear.
2. On the Table menu, click Formula.
3. If Ms Word proposes a formula that you do not want to use, delete it from the
Formular box leaving the equals (=) sign.
4. In the paste function box, click a function. For instance, to get the average,
click average.
5. In the brackets ( ) specify whether it is above, left or right.
6. Click Ok.
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5.7 Columns
Newspaper style columns
You can format text into multiple newspaper style columns. This is best applied when
creating documents like newspaper, newsletters or brochures.
Option 1
Using the column button on the standard toolbar
1. Highlight the text to be columned.
2. Click the column button on the standard bar.
3. Select the number of columns you want.
Option 11
This command control other options i.e. width, spacing, line between columns etc.
1. From the format menu choose columns.
2. Select a column format under preset i.e. one, two, three etc.
3. Type or select the number of columns in the number of column box (if it is not
included under preset in step two above)
4. To insert a line between columns click the line between the check box.
5. Click Ok.
Templates
A template is a document that contains predefined settings. The use of templates ensures
that there is consistency between documents.
1. From the file menu choose new.
2. Click on the relevant tab depending on the type of document you want to
create e.g. letters and faxes, legal document, menus etc.
3. Select the template that you want to use.
4. Click Ok.
5. Delete the default text and type your own.
To Print a Document
You can print the active document by clicking the print icon on the standard
toolbar. This will not give you the option of choosing a variety of commands.
1. From the file menu, click print.
2. In the name box select a printer.
3. Choose an option for the number of pages to be printed i.e.
ALL: -Prints the entire document
CURRENT PAGE: -prints the current page
PAGE: -you can select certain pages within a document
4. In the number of copies box, specify the number of copies you want in each page.
5. Click Ok.
55
5.8 Mail Merging
If you had to type the same form letter 100 times, you know what boring and
back breaking work it can be. Never again, by setting up the form letter as a Ms Word
merge documents, you need type the letter only once.
STEP 1
1. From the tool menu, click Tool and choose Mail Merge…
2. Under Main document choose Create button
3. Choose form letters…
4. Choose active window button
STEP 2
Creating a new data source

1. Choose get data button and choose create data source
2. Create data source dialogue appear as shown below
3. Remove the fields not needed and / or create new field
4. When you have finish creating the fields click ok
5. Save data dialogue is displayed type the filename to save the data and click
o.k.
6. Choose edit data source button
7. Type the data to be stored
STEP 3
1. Place the cursor to position of field insertion
2. From the mail merge toolbar click insert merge field
3. Repeat field insertion until all the fields have been insert
4. Choose mail merge helper from the mail merge toolbar
5. Click…merge button
56
5.9 Chapter Review Exercise
Instructions: Reproduce the document below in Ms-Word
Definition of a computer
A
computer is an electronic device capable of executing instructions,
developed based on algorithms stored in its memory, to process data fed
to it and produce the required results faster than human beings.
Different types of
computers
♣ Supercomputer
♣ Mainframe computer
♣ Minicomputer
♣ Workstations
♣ Personal computer
o Desktop (e.g., PC's, I-Macs ...)

o Notebook and Laptop
BASIC UNITS
Main
Memory
Input Output
Devices Processo Devices
r
Backing
Storage
57
1 Kilobyte 1024 bytes
1 Megabyte 1024 Kilobytes
1 Gigabyte 1024 Megabytes
58
CHAPTER SIX
SPREADSHEETS

• Explain the different Spreadsheet terms
• Create a new spreadsheet and open an existing one
• Input text, numbers and simple formulae
• Employ simple functions such as SUM, AVERAGE
• Create and modify charts/graphs to illustrate data
A spreadsheet is an interactive computer application for organization, analysis and storage of

data in tabular form. Spreadsheets are application packages used for manipulation of
figures. A spreadsheet usually consists of a series of rows and columns. The figures
or text are inserted into cells. Examples include Ms Excel, Lotus 1-2-
3,Supercalc, Quattro Pro.From the examples given, we shall tackle Ms Excel.
Applications of Spreadsheets
1. Can be used to record sales, produce invoices and compile statements.
2. Researchers can compile and analyze their results.
3. Teachers can compile their students’ marks and produce overall results.
4. Clerks and secretaries can easily create tables of figures and manipulate.
6.1 MICROSOFT EXCEL
START EXCEL
Option 1
Click the start button moves to programs move to Microsoft excel and click
Option 2
Click the excel button on the Microsoft shortcut if only if the option available
59
6.2 THE EXCEL WINDOW
Window
When you work in Excel, you use workbook files to hold your information. Each
workbook consists of several worksheets made up rows and columns of
information.
A workbook therefore allows you to organize various kinks of related
information in a single file (or workbook)
Worksheet
A worksheet is one sheet in an Excel workbook. Each worksheet consists of 256 columns
and 65,536 rows.
Columns
Columns are the vertical divisions of a worksheet that are identified by letters. The
columns begin with A and proceed through the alphabet. The 27 th column is AA followed
by AB, AC, and this convention for naming continues through the entire alphabet until
you end up with the last column (column 256) which is designated IV.
Rows
Rows are the horizontal divisions of a worksheet and are identified by numbers.
Cells
A cell is the intersection of a row and a column. Each cell has an address that
consists of the column letter and row number (A1, B3, C5 and so on)
Each cell is capable of containing different types of information e.g. text, number,
times, formulas.
Excel data basically comes in three varieties: labels and values, and formulas
(Data types in Excel):
A label is a text entry consisting of alphanumeric characters. It is called a label because it

typically provides descriptive information such as the name of a place, person, e.t.c. A
label has no numerical significance in Excel.
A value is data that has numerical significance. These include numbers, dates and
times that you enter on your worksheet. Values can be acted on by formulas and
functions.
Formulas are instructions for Excel to perform calculations. The
figure below shows the elements of an Excel window.
60
Tool
Menu bar Formula bar Column Headings
bars
Worksheet tabs
Status bar
Row
Cell
Headings
Selector
Element Description
Formular bar When you enter information into a cell, it
appears in the Formula bar.You can use the
formula bar to edit the data later. The cell’s
location also appears.
Column Headings The letters across the top of the worksheet, which
identify the columns in the worksheet.
Row Headings The numbers down the side of the worksheet, which
Identify the rows in the worksheet.
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Cell Selector The dark outline that indicates the active cell. It
Highlights the cell you are currently working in.
Worksheet tabs These tabs help you move from worksheet to

Worksheet within the workbook. The active
Worksheet is displayed in bold.
Active cell It indicates the cell in which the typed data will be
entered. It is also known as the current cell.
Workbook is a collection of one or more spreadsheets, also
called worksheets, in a single file.
A worksheet is a collection of cells where you keep and
manipulate the data. Each Excel workbook can
contain multiple worksheets.
Create a new workbook
Option 1
1. On the file menu, click New
2. To create a new blank workbook, click the General tab and then double click the
workbook icon.
Option 2
Click the ‘new’ icon on the standards tool bar
Saving a workbook
1. In the file menu click save as.
2. In the save in text box click and specify the location to save in.
3. In the file name text box type the name of the file.
4. Click save.
NB
The first time you click ‘save as’ from the file menu, the Documents folder is
displayed by default as the folder to save in.
Close a workbook
On the file menu click close.
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6.3 WORKING WITH WORKBOOKS AND WORKSHEETS
Moving around in a worksheet

To move between cells on a worksheet, click any cell or use the arrow keys.
When you move to a cell, it becomes the active cell (the selected cell in which
data is entered when you begin typing. Only one cell is active at a time .A heavy border
bound the active cell)
To see the different area of the sheet, use the scroll bars.
Switch to another sheet in a workbook

Click the sheet tab
(A tab near the button of a workbook window that displays the name of a sheet To display
a shortcut menu, click a tab with the right mouse button .To scroll through the
sheet tabs, use the tab scrolling buttons to the left of the tabs)
Insert a new worksheet

On the insert menu, click worksheet
Delete sheets from a workbook

1. Select the sheets you want to delete.
2. On the edit menu click delete sheet.
Rename a sheet
1. Double click the sheet tab.
2. Type a new name over the current name.
Hide a sheet
1. Select the sheet you want to hide.
2. On the format menu, point to sheet and click Hide.
Display a hidden sheet

1. On the Format menu, point to Sheet and then click Unhide.
2. In the unhide sheet box, double-click the name of the hidden sheet you want to display.
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6.4 ENTERING DATA
Enter numbers, text, date, or time

1. Click the cell where you want to enter data.
2. Type the data and press ENTER or TAB.
Use a slash or a hyphen to separate the parts of a date, for example, type 8/6/99 or jun-99
To enter a time based on the 12-hour clock, type a space and then a or p after the time for
example, 9.00 p. Otherwise, Microsoft Excel enters the time as AM.
Enter a formula
1. Click the cell in which you want to enter the formula.
2. Type =(an equal sign)
3. Enter the formula.
4. Press ENTER.
Enter the same data into several cells at once

1. Highlight the cells where you want to enter data. The
cells can be adjacent or nonadjacent
2. Type the data and press CTRL+ENTER
Fill in a series of numbers, dates or other items

1. Select the first cell in the range you want to fill and enter the starting value for the
series.
To increment the series by a specified amount, select the next cell in the range and
enter the next item in the series. The difference between the two starting items
determines the amount by which the series is incremented.
2. Select the cell or cells that contain the starting values.

3. Drag the fill handle over the range you want to fill.
 To fill in increasing order, drag down or to the right.

 To fill in decreasing order, drag up or to the left.
64
Cancel or undo an entry
To cancel an entry before you press ENTER, press ESC.
To undo a complete entry, click Undo button on the standard tool bar.
Tips on entering numbers
To avoid entering a fraction as a date, precede fractions with a 0 (zero); for

example, type0 ½ (there is a space between zero and ½)
Precede negative numbers with a minus sign (-), or enclose the numbers in
parentheses ().
Select cells, ranges, rows and columns
To select Do this
A single cell Click the cell, or press 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
Nonadjacent cells or cell ranges Select the first cell or range of cells, and then
hold down CTRL and select the other
cells or ranges
A large range of cells Click the first cell in the range, and then hold
down SHIFT key and click the last cell in
the range.
An entire row Click the row heading.
An entire column Click the column heading. Adjacent
rows or columns Drag across the row or column
headings.
Non-adjacent rows or columns Select the first row or column, and then
hold down CTRL and select the other
rows or columns
65
Select sheets in a workbook
If you select more than one sheet, Microsoft Excel repeats the changes you make to the
active sheet on all other selected sheets. These changes may replace data on other sheets.
To select Do this
A single sheet Click the sheet tab.
Two or more adjacent sheets Click the tab for the first sheet and
then hold down SHIFT and click the tab for
the last sheet
Two or more nonadjacent sheets Click the tab for the first sheet and then
hold down CTRL and click the tabs
for the other sheets
All sheets in a workbook Right click a sheet tab and then click
Select All Sheets on the shortcut menu.
To cancel a selection of multiple sheets in a workbook, click any unselected sheet. If no

unselected sheet is visible, right click the tab of a selected sheet then click Ungroup Sheets
on the shortcut menu.
Clear or delete cells, rows or columns

When you delete cells, Microsoft Excel removes them from the worksheet and
shifts the surrounding cells to fill the space. When you clear cells, you remove the
cell contents (formulas and data), formats or comments but leave the blank cells on
the worksheet.
To clear contents, format or comments from cells
1.Select the cells, rows or columns that you want to clear.
2. On the Edit menu, point to clear and then click All, contents, Format or
comments.
Delete cells, rows or columns

1. Select the cells, rows or columns you want to delete.
2. On the Edit menu, click Delete.
Undo mistakes
To undo recent actions one at a time, click Undo on the edit menu.
To undo several actions at once, click the arrow next to Undo button on the
standard toolbar and select from the list. Microsoft Excel reverses the selected
action and all actions above it.
66
To undo several actions at once, click the arrow next to Undo button on the
standard toolbar and select from the list. Microsoft Excel reverses the selected
action and all actions above it.
Insert cells, rows or columns

You can insert blank cells, rows and columns and fill them with data.
Insert blank cells

1. Select a range of existing cells where you want to insert the new blank cells.
2. Select the same number of cells as you want to insert.
3. On the insert menu, click cells.
4. Click Shift cells right or shift cells down.
Insert rows
1. To insert a single row, click a cell in the row immediately below where you
want the new row. For example, to insert a new row above Row 5,click a cell in Row 5.
To insert multiple rows, select rows immediately below where you want the new
rows, select the same number of rows you want to insert.
2. On the Insert menu, click Rows.
Insert columns
1.To insert a single column, click a cell in the column immediately to the right of where
you want to insert the new column. For example, to insert a new column to the left of
column B, click a cell in column B
To insert multiple columns, select columns immediately to the right of where you
want to insert the new columns. Select the same number of columns as you want to
insert.
2. On the Insert menu, click Columns.
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6.5 FORMATTING A WORKSHEET
Change the size, font, colour, or other text format

You can specify a font, font size and font color by clicking buttons on the
Formatting toolbar.
Change the font or font size

1. Select whole cells or the specific text in a single cell that you want to format.
2. In the Font box, click the font you want.
3. In the Font size box, click the font size you want (on the formatting toolbar)
Make selected text or numbers bold, italic or underlined

2. On the formatting toolbar, click a button for the format you want.
To make text Click
Bold B
Italic I
Underlined U
Change the text color

2. To apply the recently most selected color, click Font Color A
To apply a different color, click the arrow next to Font Color A and then click a color on
the palette.
6.6 APPLYING BORDERS
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To apply border styles
1. Click Cells on the Format menu and then click the Border tab.
2. Click the line style you want and then click a button to indicate the border
placement.
To apply borders to selected cells that contain rotated text

1. Click Cells on the Format menu.
2. Click the Border tab and then use the Outline and Inside buttons under
Presets.
The borders are applied to the edges of the cells which are rotated to the same degree as
the rotated text.
To change the line style of an existing border
1. Select the cells on which the border is displayed.
2. On the Border tab (Cells dialog box, Format menu) click the new line style in the style
box and then click the border you want to change in the cells diagram under border.
To shade cells with patterns

1. Select the cells you want to apply shading to.
2. On the Format menu, click Cells and then click the Patterns tab.
3. To include a background, click a color in the cell shading box.
4. Click the arrow next to the pattern box and then click the pattern style and color
you want.
Add background patterns to an entire sheet

1. Click the sheet to which you want to add a background pattern
2. On the format menu, point to sheet and the click background
3. Select the graphics file to use for the background pattern
The selected graphic is repeated to fill the sheet. You can apply solid color
shading to cells that contain data.
Change column width and row height

You can adjust the width of columns and the height of rows. You can also define the
default width of columns for a worksheet. Defining the default column width adjusts all
columns to the same width except columns that have previously been changed.
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Change column width
Using different options

1. Drag the boundary on the right side of the column heading until the column
is the width you want.
2. To change the column width for multiple columns, select the columns you want to
change. Then drag a boundary at the right of a selected column heading.
3. To change the column width for all columns on the worksheet, click the
Select All button (at the left edge of the borders) and then drag the boundary of any
column heading.
4. To make the column width fit the contents, double-click the boundary to the
right of the column heading
Change row height
Using different options
1. Drag the boundary below the row heading until the row is the height you want.
2. To change the row height for multiple rows, select the rows you want to change
then drag a boundary below a selected row heading.
3. To change the row height for all rows on the worksheet, click the Select All
button (at the left edge of the borders) and then drag the boundary below any row
heading.
4. To make the row height fit the contents, double-click the boundary below the row
heading.
THE FILL HANDLE

The fill handle enables you to extend a series. It is also used for copying
formulas.
Procedure
1. Position the mouse pointer right on the block like mark in the bottom right corner
of the active cell.
2. Click and drag to extend a series.
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6.7 OPERATORS
Operators are signs or symbols which specify the type of a calculation that you may
perform in the elements of a formula.
There are four different types of calculation operators i.e.
1. Arithmetic
2. Comparison
3. Text and
4. Reference
ARITHMETIC OPERATIONS
They perform basic mathematical operations e.g. addition, subtraction,
multiplication and division.
Operator Performs Sample Formula Result
^ Exponentiation =A1^3 Enters the result of

raising the value in
cell A1 to the third
power.
+ Addition =B1+B2 Enters the total of
The values in cells
B1 and B2.
- Subtraction =B1-B2 Subtracts the value In
cell B2 from the
value
in cell B1.
* Multiplication =A1*B1 Multiplies the value
cell A1 by cell B1.
/ Division =A1/B1 Divides the value in cell
A1 by the value in cell
B1.
COMPARISION OPERATORS
They compare two values then produce a logical value i.e. TRUE or FALSE.
OPERATOR EXAMPLE
= (Equal to) A1=B1
> (Greater than) A1>B1
< (Less than) A1<B1
>=(Greater or equal to) A1>=B1
<=(Less or equal to) A1<=B1
<>(Not equal to) A1<>B1
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REFERENCE OPERATORS
OPERATOR EXAMPLES
:(COLON) Range operators which
produces one reference for all the cells B5:B15
between two references.
,(COMMA) Union operator which combines

multiple references into one. Sum (B5:B15,
D5:D1)
FORMULAS
A formula is an equation that analyses data in a worksheet. Formulas perform
operations e.g. addition, multiplication, comparison etc. They can refer to other cells on
the same worksheet as well as other sheets in the same workbook or even in other
workbooks .A formula must always begin with an equal sign or symbol e.g.=10-5.
The result of the formula is then displayed in the cell.
You can use parentheses to change the syntax (structure or order of elements)
e.g. in the formula =5+2*3 Excel carries multiplication first .If the parentheses are used,
the syntax changes.
E.g. =(5+2)*3
FUNCTIONS
This is a special kind of predefined by Excel
The specific arguments required by a function depend on what the function does.
THE SUM FUNCTION

The sum function sums up a range total. This function saves time e.g. instead of creating
a formula = A1+B1+C1+A2+B2+C3+A3+B3+C3 a sum function will make it easy
i.e.
=SUM (A1:C3)
Please, note the reference operator :(colon)
72
RETURN VALUES OF FUNCTIONS
AVERAGE: If cell A1 contains value 12 and B1 value 8,the function =average

(A1:B1) returns 10.
MODE: This is the most frequently occurring or repetitive value in an array of data
syntax e.g. =mode (10,3,4,3,5,3,7,3,4)
N/B If a data set has no duplicate values, mode returns the # N/A error value.
MEDIAN: This is the middle value or the number in the middle of a set of
numbers
Syntax e.g. =median (2,4,6,8,10)
Numbers in the middle e.g.
=Median (1,2,3,4,5) equal 3
=Median (1,2,3,4,5,6,) equals to 3.5 and this is the average of 3+4
Excel Error Values

The various types of errors you may encounter as you use formulas are:
Error Description
#DIV/0! The formula is attempting to divide by zero. Check the cell
references for blanks or zeros that may have resulted if you
deleted a cell referenced by the formula.
#N/A The formula refers to a cell with a #N/A entry or a cell that
contains no value. This error warns you that not all the data
referenced by a formula is available.
#NAME? Excel doesn’t recognize a name you entered in a formula.
Verify that all names in the formula exist and define any
missing names.
If applicable, verify that you used the correct function name.
#NULL! The formula specifies two areas that don’t intersect. Check to see
if you entered the cell or range reference incorrectly.
Remember to
use commas (not spaces) between function arguments.
#NUM! There is a problem with a number used in the formula.
Check for the correct use of function arguments.
#REF! A cell reference in the formula is incorrect. Check for
changes to cell reference caused by deleting cells, rows or
columns referenced by the formula.
#VALUE! The formula contains the wrong type of argument or
operator. Check for the correct syntax of the formula.
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6.8 INTRODUCTION TO DATA ANALYSIS
Ways to analyze statistics

Microsoft Excel provides a set of data analysis tools called the Analysis Toolpak that you
can use to save steps when you develop complex statistical or engineering
analyses. You provide the data and parameters for each analysis; the tool uses the
appropriate statistical or engineering macro functions and then displays the results in
an output table. Some tools generate charts in addition to output tables.
To view a list of available analysis tools, click Data Analysis on the Tools menu. N/B If
the Toolpak is not available from the tools menu, click Add-Ins from the tools menu then
choose Analysis Toolpak.
USING DESCRIPTIVE STATISTICS
Procedure
1. From the tools menu choose and click Data Analysis.
2. From Analysis tools choose and click Descriptive statistics.
3. From the resulting dialogue box, choose as desired as explained below;
Input Range
Enter the cell reference for the range of data you want to analyze. The reference
must consist of two or more adjacent ranges of data arranged in columns or
rows.
Grouped By
To indicate whether the data in the input range is arranged in rows or in columns,
click Rows or Columns.
Labels in First Row/Labels in First Column

If the first row of your input range contains labels, select the labels in First Row check
box. If the labels are in the first column of your input range, select the Labels in
First Column check box. This check box is clear if your input range has no labels;
Microsoft Excel generates appropriate data labels for the output table.
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Output Range
Enter the reference for the upper left cell of the output table. This tool produces two
columns of information for each data set. The left column contains statistics labs and the
right column contains the statistics. Microsoft Excel writes a two- column table of
statistics for each column or row in the input range depending on the Grouped By option
selected.
New Worksheet Ply

Click to insert a new worksheet in the current workbook and paste the results
starting at cell A1 of the new worksheet. To name the new worksheet, type a
name in the box.
New Workbook
Click to create a new workbook and paste the results on a new worksheet in the new
workbook.
SUMMARY STATISTICS
Select if you want Microsoft Excel to produce one field for each of the following statistics
in the output table: Mean, Standard Error (of the mean), Median, Mode, Standard
Deviation, Variance, Kurtosis, Skewness, range, Maximum, Minimum, Sum, Count,
Largest (#), Smallest (#), and Confidence Level.
Merge cells to span several columns or rows

Merging combines two or more selected adjacent cells to create a single cell. The resulting
merged cell contains the upper left-most data in the selection which is centered within the
cell. The cell reference for a merged cell is the upper-left cell in the original selected
range.
1. Select the cells that you want to merge.

2. To merge cells in a row and center the cell contents, click Merge and Center.
To merge any selection of cells within a row or column, click cells on the Format menu,
click the Alignment tab and then select the Merge cells check box.
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Applying an autoformat to a range
1.Select the range you want to format.
2.On the Format menu, click AutoFormat.
3.In the Table box, click the format you want.
4.Click Ok.
To use only selected parts of the autoformat, click Options and then clear the
check boxes for the formats you don’t want to apply.
Remove an autoformat from a range of cells

1.Select the range that has the autoformat you want to remove.
2.On the Format menu, click Autoformat.
3.In the Table box, click None.
4.Click Ok.
6.9 WORKING WITH CHARTS

You can display Microsoft Excel data graphically in a chart. Charts are linked to the
worksheet data they are created from and are updated when you change the worksheet
data. You can create charts from cells or ranges that are not next to one another.
1. Select the cells that contain the data that you want appear in the chart.
2. Click Chart Wizard on the standard tool bar or click insert menu then chart.
3. Follow the instructions in the Chart Wizard.
Create a chart from non-adjacent selections

1. Select the first group that contains the data you want to include.
2. While holding down CTRL key, select any additional cell groups you want to include.
3. Click Chart Wizard on the standard toolbar or insert menu then chart.
4. Follow the instructions in the Chart Wizard.
Add a text box to a chart

1.Click the chart to which you want to add a text box.
2.On the Drawing toolbar, click Text box.
3.Click where you want the text box and then drag until the box is the size you want.
4.Type the text you want in the box. The text will wrap inside the box.
5.When you finish typing, press ESC or click outside of the text box.
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Select a different chart type
1.Click the chart you want to change.
2.On the Chart menu, click Chart type.
3.On the Standard Types or Custom types tab, click the chart type you want
Custom chart types

When you create a chart or want to change the chart type, you can choose
between a standard chart type and a custom chart type.
With a custom chart type, which is similar to a template, you can quickly change
the look of your chart. Each custom chart type is based on a standard chart type and
contains additional formatting and options such as a legend, gridlines, data labels, a
secondary axis, colors, patterns, fills and placement choices for various chart items.
1. Click the chart you want to change.

2. On the Chart menu, click chart type.
3. On the custom Types tab, click the chart you want.
Move and resize chart items by the use of the mouse

You can use the mouse to resize and move the chart area, the plot area and the legend.
Microsoft Excel automatically sizes titles to accommodate their text. You can move titles
with the mouse but not resize them.
1.Click the chart item.

2.To move a chart item, point to the item and then drag it to another location.
To resize a chart item, point to a sizing handle.

When the mouse pointer changes to a double-headed arrow, drag the sizing handle
until the item is the size you want.
Rotate text in a chart title or along an axis

You can rotate or “angle” text in a chart or along an axis. However, you
cannot rotate legend text.
1. Click the axis or the title you want to format.
2. If you clicked an axis, click Axis on the Format menu.
3. Click the Alignment tab.
4. To rotate text, under Orientation, click a degree point or drag the indicator to the
position you want.
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About using a list as a database
In Microsoft Excel, you can easily use a list as a database. When you perform
database tasks such as finding, sorting or subtotaling data, Microsoft Excel
automatically recognizes the list as a database and uses the following list
elements to organize the data.
¾ The columns in the list are the fields in the database.

¾ The columns labels in the list are the fields names in the database.
¾ Each row in the list is a record in the database.
Sorting a list
You can rearrange the rows or columns of a list based on the values in the list by
sorting. When you sort, Microsoft Excel rearranges rows, columns or individual
cells by using the sort order that you specify. You can sort lists in ascending (1 to 9,A
to Z) or descending (9 to 1,Z to A) order and sort based on the contents of one or more
columns.
Sort in ascending or descending order A Z

Z A
1.Click a cell in the column you would like data sort.
2.Click Sort ascending or descending button on the standard toolbar.
Sort columns based on the contents of rows

1.Click a cell in the list you want to sort.
2.On the Data menu, click sort.
3.Click Options.
4.Under Orientation, click sort left to right and then click Ok.
5.In the Sort by and Then by boxes, click the rows you want to sort.
6.Click Ok.
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Using apply filter
Autofilter
Displays only those rows that match the value in the active cell and inserts
Autofilter arrows to the right of each column label.
Show all
Displays all of the rows in a filtered list.
Intermediate Spreadsheet Concepts Exercise
Create a spreadsheet using the following information. You have been asked to prepare
a spreadsheet to show the profit and loss figure for the last financial year. The profit
and loss should be shown as a dollars and as a percentage.
1) Enter the raw data below, applying as many presentation Features (Font, Font Size, Font
Colour, Number Formats and Colour, Cell Shading, Text Rotation, etc) to it as you wish.
2) Apply appropriate number formats to your numbers.
3) Give your spreadsheet an appropriate title and center it across your spreadsheet.
4) Select the best page orientation for your spreadsheet.
5) Adjust the column width and row height to suit the layout you have selected.
6) Create formula's to calculate the profit / loss as a currency for each month.
7) Create formula's to calculate the profit / loss as a percentage for each month.
8) Create formula's to calculate the Annual Totals for the Income, expenditure, and profit /
loss.
9) Create a formula to calculate the profit / loss for the whole year.
10) Setup an appropriate header for this spreadsheet.
11) Setup a page number for this spreadsheet and place it in the footer.
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Month Income Expenditure
March 1259.9 1410.45
April 1163.98 1499.10
May 1533 1370.25
June 1774 1440.8
July 1631 1530.25
August 1658 1490.55
September 1781 1369
October 1821.54 1420
November 2233.82 1611.81
December 2537.22 1577.63
January 1650 1423.98
February 1623 1598.12
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CHAPTER SEVEN
DATABASE MANAGEMENT SYSTEMS

• Explain the different database terms
• Open and use an existing database
• Design and create a simple database
• Save database objects with appropriate names
• Create simple queries
• Design input forms
• Design output reports
These are software that allow records to be entered in the system and to be
retrieved in a specified format. Examples are Ms Access, Paradox, Dbase, FoxPro,
Sybase.
From the above examples, we shall look at Ms Access.
7.1 MS ACCESS
MS Access is a database tool used to store, maintain and use a collection of
information that is organized to serve a specific purpose.
A database is a collection of related information organized to serve a specific

purpose.
Benefits of using database to store information

1. Fast retrieval of information i.e. data is easier to find.
2. Easy to maintain accurate and up to date data.
3. Easy to analyze and make summary reports on the stored data.
4. Easy to protect your data from unauthorized access.
5. Information can be accessed in many ways.
Database objects
Tables, Queries, Forms, Reports, Macros, Modules.
Tables
Collection of data about a specific subject e.g. customers, employees e.t.c. In a
table, data is organized in fields (columns) and records (rows)
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A table consists of:
(a) Field names
(b) Data types
(c) Description
(a) Field name: - these are column headings for the table being created.
(b) Data types: - the attribute of a field that determines the type of data it can hold e.g.
text, Numeric, Currency etc.
(c) Description: - This column is optional but can be used to give a detailed of the
field name.
Primary key: - This is a field that is used to uniquely identify each record
stored in a table.
Queries
A query is a type of database search. It enables you to retrieve data that has met conditions
you specify, indicating data from tables.
The word ‘query’ literally means ‘to ask’. Access queries provide a way of asking
about your data. When you design a query, you identify the fields to be included and the
records to be retrieved from one or more tables.
You can as well update or delete multiple records at the same time, perform built in or
custom calculations on your data.
Forms
They are used for adding new data, editing or displaying existing data. This data can be in
a table or a query. Information entered directly in a form will appear in Tables
automatically.
Reports
The desired result of any database is to provide information in the form of

reports. You can print reports from tables or queries in any desired format. Reports
are used to summarize and display data from your database. It displays the most
up-to-date information.
Modules
They are collection of codes using Access Basic programming language. If
programming is necessary, you can write modules.
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Database definitions
1. Field: This is any piece of information in a database e.g. Names, Age, Birth date.
2. Record: It is a collection of several related fields.
3. Database File: This is a collection of several records.
Applications of databases
1. Educational applications: Preparing students’ reports, class schedules.
2. Retail applications: This may include sales projections and Quotas,
Market analysis e.t.c.
3. Legal applications: This may include client information and case
schedules.
4. Financial applications: This may include stock market forecasting and end
of year financial reports.
PLANNING REQUIREMENTS
In order to plan an efficient database you need to ask yourself some
questions, these include.
1. What information do I need to keep track on?

2. What is my hardware and software capability?
3. Who will be using the database?
4. What are the projected future database needs?
Using the example of student records database, let us design, implement and use
Access as a database manager.
The subject/object here is a student and the suggested field names could be;
i) Student’s name
ii) Student’s registration number
iii) Student’s address
iv) Parent’s name
v) Age
vi) Sex
vii) Course taken
viii) Subjects
ix) Hours a subject takes
x) The lecturer
xi) Lecture’s rate per hour
xii) Tuition fee
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xiii) Course duration
xiv) Date of admission
xv) Amount paid
All the above listed is information about one object – student. There is need
however to limit the list to the subject area only.
Therefore the next stage you ask question (s) like:

¾ Do I want to store information about lecture’s records or student’s?
¾ If I want the student’s records, should I include fee payments records,
timetable or
examination records?
Let us assume we wish to store student fee payment records only. This will
reduce above list to the following.
i) Student’s name
ii) Student’s registration number
iii) Student’s address
iv) Course taken
v) Age
vi) Sex
vii) Date of admission
viii) Amount paid
7.2 WORKING WITH ACCESS 2000

Starting Access
1. Click start button and move to programs.
2. Move to Ms access and click.
3. The resulting dialog box prompts you to create a new database using either
blank database, database wizard or existing database.
4. Click ‘blank database, option since you are creating a new one. To
open an existing one, click the appropriate option.
5. The ‘file new database’ window appears. Enter the name of the
database you want to create i.e. (Macarl student record system) and
click Create.
6. A database window appears. It is blank since there are no tables,
queries, forms, and reports.
NB: The database name (Macarl student record system) is displayed on the title bar of
the database window.
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7.3 WORKING WITH TABLES
1. Click new (after clicking the tables tab)
2. ‘A new table’ window appears. You can create a new table with the
different options listed.
3. Select the design view and click Ok.
4. The ‘table window’ appears with field name, data type and description
columns (as discussed in tables earlier)
5. In the Field name, type the first field i.e. assuming we are creating a table
on students, one suggested field could be Student name. Therefore,
type Student name.
6. Click data type column and select the data type, (in this case text)
7. Click the description column and describe the field you have just made.
However it is optional and could be skipped.
8. Define all other student’s detail fields by repeating steps 5-7.
9. Close the table and respond affirmatively to ‘save changes’ dialog box.
Save the table as ‘students’
NB: your database now has one table object.
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DATA TYPE USE EXAMPLE
Text (Default) text or combination of Stephen, Mary, KAZ
text & numbers as well as 078w KQ2534
numbers that don’t require
calculations such as phone
numbers. The default size is
50 characters but up to 225
characters can be stored.
Memo Lengthy text or combination of Notes and descriptions
text and numbers. Can store
up to 64,000 characters
Number Numerical data used in 6634,76731,890987,33,978
mathematical calculations,
except that involving money.
Date and time Dates and times values for the 2-jan, 17/8/90, 09:55AM
years 100 through 9999 4-march-1789
Currency Monetary values $5689,ksh9873, £5637
Auto number A unique sequential

(incremented by 1) number or
random number assigned by Ms
Access whenever a record is
added. AutoNumber cannot be
updated
Yes/No Yes or No values or fields
contains only one or two
values (true/false, yes /no, on off)
OLE object Graphics and objects such that Ms
Excel spreadsheets, sounds
can be embedded to Access
A unique field is required in every table. This is an identification key like the
national ID card that identifies each person individually. The unique key is referred
to as primary key in Access. It is useful when you want to avoid entering
duplicated records.
If what you design does not have a unique field, Access lets you include a special
field called AutoNumber which contains sequential or random numbers that Access
automatically generates as you add new records.
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Setting a primary key
1.In the table design view, click inside the key you want to define as the primary key.
2.Click edit from the menu, move to primary key and click.
N/B: If Access has already taken AutoNumber as the primary key, delete the
record by choosing it from the border and pressing delete key from the
keyboard.
Using the data sheet view and the design view
1.Select the table icon by clicking on it once.

2.In the database window, click open
3.The table is open displaying all the field without any record
4.At this juncture, you can add records in your table
5.In case you want to change the a field name, click view from the menu bar
6.Click design view, highlight the field you want to rename and type the new
name.
N/B:
♦ Datasheet view allows you to add records while you modify the table in
design view.
♦ You can rename a field in data sheet view by double clicking the field and
typing a new name
To create a table using a wizard

1) Click on the tables tab.
2) Click new.
3) Select table wizard.
4) Follow screen instruction
Sorting records in the table
 Sorting helps to quickly locate the highest or the lowest value in a list
E.g. you can sort to know who has paid the highest amount.
 It also helps arranging data in order of priority.
Procedure
1) Position the cursor in the field you want to sort.
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2) To sort in ascending or descending, click records from the menu bar.
3) Move to sort and choose as desired.
Insert, Delete or Rename a column

 To insert a new column to the left of the current column, click column on the
insert menu.
 To rename a column, double click its heading and then type the
name desired.
 To delete a column, click the column heading to select it and then
click
Delete Column on the Edit menu.
7.4 RELATIONSHIPS
After setting up different tables for each subject in a database, there is need to let access
know how to bring the information back together. The first step in this process is
to define relationships between the tables. After that, queries, forms, reports can be
used to display the information from all the tables at once.
A relationship is an association established between common fields in two tables. It can be

one-to-one, one-to-many or many-to-many relationship. A relationship works by matching
data in key fields usually a field with the same name in both tables.
A one-to-one relationship
In a one-to-one relationship, each record in Table A can only have one matching record in
Table B and each record in Table B can have only one matching record in Table B.
A one-to-many relationship
A one-to-many relationship is the most common type of relationship. In a one-to- many
relationship, a record in Table A can have many matching records in Table B, but a record
in Table B has only one matching record in Table A.
A many-to-many relationship
In a many-to-many relationship, a record in Table A can have many matching
records in Table B, and a record in Table B can have many matching records in Table A.
This type of relationship is only possible by defining a third table (called a junction table)
whose primary key consists of two fields, the foreign keys from both Tables A and B.
A many to many relationship is really two one-to-many relationships with a third
table.
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7.5 WORKING WITH QUERIES
Creating a query
Query is a database search. It enables you retrieve data that meets certain criteria. You
can use a query to create a table, a report or a form. When you have a frequently
asked query, you can save it so that each time you need the information,
you just run the query instead of opening the table.
Creating a select query

1. In the database window, click the query tab.
2. Click the ‘New’ button and then select design view.
3. Click OK.
4. The show table dialog box appears. In this dialog box, you select the table(s)
that you want to base your query on.
5. Select the table and click Add.
6. Click close to close the dialog box and get to the query window.
7. Place the cursor in the row for ‘field’ and click to chose the field(s) you want in your
query.
8. To view the output, click on the ‘RUN’ button on the query design toolbar.
Saving a query
1. Close the query box by clicking ‘X’ button
2. Click yes when prompted to save the query.
3. Type the name of the query in the ‘save as’ dialog box. In our case ‘students
balance s’
4. Click Ok
Creating an update query

This is used when you want to make changes to a group of records in one or more tables all
at once. It changes all specified records at once to reflect the correct information
For example: when you wish to raise the fee of an amount paid in your database by
10%.
Procedure
1. Create a new query in the design view.
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2. Select the table that you want to update records.
3. Add the field/s you want to update in our case ‘amount paid’
4. Click ‘query ‘ from the menu bar, click ‘update query’. This changes the query
from a select query to an update query.
The ‘update to’ row is added.
5. Select the field(s) to be updated (In this case amount paid)
6. In the ‘update to’ cell, type in the expression that you will use to update
information in your table.
Example: You may decide to raise the fees by 1000,therefore you type [amount
paid]+1000 in the ‘update to’ row of the amount paid field.
7. Run the query.
8. A warning appears informing you that the action cannot be reversed.
9. Click Yes to update the records.
10.Close the query and save the changes.
NB: An update query does not open the records when double clicked, Instead you
should open the table that you run the update query on to view the results.
A query that meets a given criteria

1. Open the table you want to query.
2. In the database window, click the query tab.
3. Choose the table(s) that you want to query, in the show table dialog box, click add and
then close.
4. In the field area, select the field(s) to be included in your query E.g. you can
select ‘student’s name’ and ‘amount paid’ fields.
5. In the criteria row, type the criteria you want to base your query on e.g. if you are
querying for all the students who have paid over Ksh2000, type >Ksh2000 under
the ‘amount paid’ field.
6. Click the run button ‘!’ on the toolbar.
7. Save the changes you have made.
Creating a Delete query

A delete query removes records you specify e.g. you can remove outdated records
1. Open the table that you want to query.

2. Click the queries tab.
3. Click new then design view.
4. Add the table you want to query, then close.
5. Click the query menu, choose and click delete query. Ms Access automatically
adds a Delete row.
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6. Select the field you want delete records from. Choose the criteria of the records e.g.
<01/10/1999
7. Click the run button ‘! ‘
8. A dialog box appears warning you about running the query. Click yes to delete then close
the query.
9. Save the query.
Creating a Total Query

1. Create a new query in design view and add the table to be used for the query.
2. Select the fields to appear in the query.
3. In the view menu, click ‘totals’ or click ‘Σ’ from the query design toolbar.
4. The total row appears in the grid. The words ‘group by’ appear under each field selected.
5. You need to specify the field to be used for grouping and the fields to be used for totals
(calculations). For fields to be used for grouping, select ‘group by’ in the total row.
6. For fields to be used for totals, select a type of calculations e.g. count, sum,
average e.t.c
7. Run the query.
TYPES OF TOTALS
Types of Calculations Used to calculate
Sum The total values in a field Average
The average values of a field Minimum (Min) The
lowest value in a field Maximum (Max) The highest
value in a field Count The number of
values in a field
StDev The standard deviation of values in a field
Var The variance of values in a field
First The field value from the first record in a table or a query
Last The field value from the last record in a table or a query
Creating tables using a Make Table Query

When you create a table using a query, the primary key and other field properties
are not inherited. They have to be set afresh.
1. Create a new query or use an existing one.

2. On the query menu, click on the ‘Make-Table’ option.
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3. The ‘Make Table’ dialog box appears. In the ‘Table Name’ type the name of the
table you want to create, or click the one you want to replace from the drop down
menu.
4. Click “Current Database” to put the new table in the open database, or
“Another Database” and type the name of the database you want to put the new
table in.
5. Click Ok.
Creating a Parameter query
A parameter query is a query that when run displays its own dialog box prompting
you for information, such as criteria for retrieving records or a value you want to insert in
a field. You can design the query to prompt you for more than one piece of information;
for example, you can design it to prompt you for two dates. Microsoft Access can then
retrieve all records that fall between those two dates.
To prompt the user for one or more characters to search for, and then find records
that begin with or contain the characters the user specifies, create a parameter
query that uses the LIKE operator and the wildcard symbol (*). For example.
For a field that displays dates, you can display the prompts "Type the beginning date:"
and "Type the ending date:" to specify a range of values.
Procedure
1 .In the database window, click the query tab.
3. Click OK.
4. The show table dialog box appears. In this dialog box, you select the
table(s) that you want to base your query on.
7. Place the cursor in the row for ‘field’ and click to chose the field(s) you
want in your query.
8. In the field's Criteria cell, type Between [Type the beginning date:] And
[Type the ending date:].
Searching for words that begin with a specified letter.

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3. Click OK.
want in your query.
8. In the field's Criteria cell, type
LIKE [Enter the first character to search by:] & "*"

Searching for words that contain a specified character.

3. Click OK.
want in your query.
8. In the field's Criteria cell, type
LIKE "*" & [Enter any character to search by:] & "*"

7.6 FORMS
Working with forms
A form is basically a way of displaying data, record by record. It is the most
convenient object in which a non-experienced user of Access can enter records. Any
record entered using a form is automatically entered into the table. In forms, you can edit,
sort, filter, add/delete records etc.
To create a form using wizard

(a) In database window, click the forms tab.
(b) Click new.
(c) In the new form dialog box, click the wizard you want .
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(d) Click the name of the table or query that includes the data you want to base your form
on.
(e) Click Ok
To create a form using tabular /columnar Autoform
a) In the database window, click on forms tab

b) In the new form dialog box click, tabular/columnar Autoform.
c) Click the name of the table or query that includes the data you want to
base your form on.
d) Click Ok
(Object linking and Embedding)

O.L.E: its an object such as the Ms- word document, MS –Excel spreadsheet,
graphics, sound or other binary data linked to or embedded in a MS-Access table.
Access allows you to accompany your database with graphical objects e.g. you can
have a customers photo as one of the items in his records. You can have the picture of the
products you have on sale etc.
Procedure
1) In the database window, click the tables tab then click new or use an
existing table.
2) Click design view then Ok
3) Designate one of the field for the O.L.E. The field name could be photo, picture
etc. For its data type, select O.L.E. objects.
4) Close the table and save the changes.
5) Open the table.
6) Right click the O.L.E fields(s) then insert object.
7) From the object type list, select a category i.e. Microsoft clip gallery then click
Ok.
8) Select a clip then click insert.
NB/ The object will always be seen whenever you open a form based on the table or
query that has the O.L.E field.
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7.7 REPORTS
Reports are used to analyze data or present it in a certain way in print. A report could be
that which groups data and calculates totals and another different data formatted for
printing mailing tables.
To create A Report using Wizard

You can create a report on your own or you can have Ms-Access create one for you .The
wizard speeds up the process since it does all the basic work for you. A wizard promotes
you for information and creates a report based on your answers. You can also
customize a table in design vie\w.
Procedures
1) In the database window, click the report tab.

2) Click new.
3) In the new report dialog box, click the wizard that you want to use. A
description of the wizard appears on the left side of the dialog box.
4) Click the table or the query that contains the data you want to base your
report on.
5) Click Ok.
6) Follow the directions in the wizard dialog boxes.
To create a report using a Columnar/ Tabular Autoform
1) In the database window, click the reports tab.

2) Click New.
3) In the New Report dialog box, click either Columnar or Tabular
Autoform.
4) Click the table or the queries that contain the data you want to base your report on.
5) Click Ok.
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Prepare a database table and assign appropriate data types to hold the following data and
define a primary key
Name Course DATE OF SEX FEES(Kshs.)
BITH
Kilonzo David Muthami B. Ed 31/01/92 Male 54,000
Mumbi Irene Wangui M. Ed 06/10/87 Female 60,000
Mwangi Muriithi M. Ed 21/06/93 Male 54,000
Simon Kinyanjui BBIT 16/09/97 Male 62,000
Muuki Agneta Kalekye B. Ed 19/04/93 Female 60,000
Wang'ombe Grace BBIT 17/01/88 Female 54,000
Kiramana Paul M. Ed 25/04/90 Male 19,000
Gatwiri Everlyn B. Ed 11/11/92 Female 60,000
Ruth Wangeci BBIT 31/01/92 Female 16,000
Harrison Mundia B. Ed 2/01/89 Male 22,000
Musyoka Ruth B. Ed 31/01/92 Female 36,000
Mwenda Sylivia BBIT 19/08/94 Female 41,000
Reuben Gichana M. Ed 11/05/92 Male 56,000
Mutio Mary Mwikali B. Ed 31/12/91 Female 60,000
Karanja Kelvin BBM 26/11/92 Male 60,000
Required
1. Create a data entry form in design view and apply your own design in the form
2. Enter the above records using the form above
3. The semesters fees is 60,000 Kshs. Produce a list of students who have
cleared the fees
4. Produce a list of Female students taking a course in education
5. Produce a list of students who were born before the year 1990
6. Product a report that will show the current students grouping them by their
respective courses
7. Prepare a report showing a list of students who have cleared their fees
8. Prepare a macro that will open no 3 above and open the report on 7 above.
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CHAPTER EIGHT
PRESENTATION GRAPHICS

• Prepare a presentation in Microsoft PowerPoint
• Use pictures and objects
• Use animation in Microsoft PowerPoint
• Create organization charts using the Microsoft PowerPoint tools
• Create graphs using the Microsoft PowerPoint tools
MS POWERPOINT
INTRODUCTION
What is PowerPoint?
This is a complete presentation graphics package. It gives you everything you need to
produce a professionally looking presentation. It enables you to express
your ideas in graphics, text and objects all in one.
What is presentation?
It is a collection of slides, handouts, speaker’s note, and outline all in one file. As create a
slide you are creating a presentation, giving it a format that will carry through from
beginning to the end.
What is a slide?
Slides are individual pages of your presentation. Slides have titles, text, drawn objects,
shapes, clip arts, and visuals created with other application.
Starting PowerPoint
From the start menu select programs and the move to PowerPoint and click.
Working with the toolbar

During the beginning of your session, the toolbar necessary for manipulating the text and
objects in your slide might not be visible.
To view the toolbar

1. Select view from the menu bar
2. Choose toolbars
3. Click “Common Tasks”
8.1 CREATING A NEW PRESENTATION

You can create a new presentation using the following options:
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1. AutoContent Wizard: This contains suggested contents and designs. The
AutoContent wizard contains sample presentations for a variety of topics e.g. a
company meeting or an event planning.
2. Templates: This determines the presentation’s design but does not include
contents.
3. Blank presentation: This enable you to choose the layout desired hence
helping you to have a customized presentation.
Creating a blank presentation

1. When starting PowerPoint, click blank presentation. When still running
PowerPoint, click the “New” button on the standard tool bar.
2. Select a layout for your slide.
3. Type the title and anything else on the layout depending on the style of the
layout.
4. On the “Common tasks toolbar”, click “New Slide” and select a new
layout for the next slide.
5. Repeat steps 3 and 4 for each new slide.
N.B: You can put as many slides as desired.
8.2 ADDING AND FORMATTING TEXT

Add text.
Normally the easiest way to add text to a slide is to type directly into any
placeholder that accommodates text. However when you want to add text
outside a placeholder you use “Text Box tool on the drawing toolbar.
Changing the font and color of the text

1. Highlight the text to be formatted
2. From the format menu click font
3. Choose the desired font size color e.t.c
4. Click okay.
Add, change or remove a bullet

After you create a bulleted text, you can change the look of the bullets: their size,
shape, color, e.t.c
To change a bullet, you need to highlight the test associated with the bullets. You
cannot highlight a bullet.
1. Highlight the text
2. In the format menu, select bullets
3. Choose from the variety of bullets and click
4. Specify things like color and the size.
5. Click okay
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Adding a special text effect
You can add special effects to text by using the “word Art” tool on the
drawing toolbar. You rotate, sketch, shadow or fill it with color using the
“Word Art” toolbar.
1. From the insert menu move to picture
2. Move to word art and click
3. Choose the shape of the word art and click okay
4. Type the text you want to add special effects after deleting “Your text
here”
FORMATTING YOUR SLIDE

Colors and designs are added to slides in a presentation for enhancement. They
also help in capturing the attention of the audience. You can either add a background
color, apply design or both.
Applying background
1. Choose the slide you want to apply background (if you have several) by scrolling.
2. In the format menu choose background and click.
3. In the drop down list choose the color desired (click more colours to view more)
4. Click apply.
Applying patterns, textures and pictures as backgrounds

1. Repeat steps 1 & 2 in 4.1 (above)
2. In the drop down list, click ‘fill effects’
3. Click gradient, texture, pattern or picture tab.
4. Choose as desired.
Applying design
1. Choose the slide you want to design.
2. In the format menu choose, apply design, and click.
3. In the resulting dialog box, choose the desired design.
4. Click apply.
8.3 WORKING WITH DIFERENT VIEWS

A slide can be looked at in different angles. These views help a lot while
working on your presentations.
To access the views, click view from the menu bar. The most common views are:
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1. Slide: Views individual slide.
2. Outline: Views all slides (outlined). NB.Graphics & Text effects cannot be
viewed in outline.
3. Slide sorter: Miniatures all slides in your presentation. You can animate, transit,
sort etc in this view.
4. Slide show: Complete presentation is run in this view.
Getting a specific slide.

When you have several slides and you want a specific one,
In this view Do this
♦ Slide or notes page Drag the vertical scroll bar until you get
The slide.
♦ Outline Double click the slide icon.
♦ Slide sorter Double click the slide.
♦ Slide show Right click, point to ‘GO’ on the
shortcut
Menu, and click slide Navigator.
Change the view to black and white

From the view menu click black & white
NB: When you run the slide show it will show color.
Deleting a slide
1. Select the slide you want to delete
2. On the Edit menu, click Delete Slide
8.4 WORKING WITH OBJECTS

Objects in PowerPoint could be any of the following
• Clip Arts
• Tables and graphs from other applications e.g. Excel
• Paint brush pictures
• Media clips and many more
PowerPoint comes with its own set of pictures in the clip art gallery. The clip art gallery
includes a wide variety of clip arts that makes it easy for you to dress up your presentation
with professionally designed images. You will find everything from maps to people and
from buildings to scenic backgrounds.
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Inserting pictures in your presentation
1. From the insert menu point to pictures
2. You can choose from the different sources i.e. clipart gallery, scanner, file etc.
3. From the source you have chosen, chose the picture and click insert.
Inserting Auto Shapes

1. From the Draw menu click auto shapes
2. Move to desired category
3. Choose the shape and click
4. After the mouse pointer changes shape, click and drag at the insertion
position.
Working with organization chart

1. Display the slide you want to add organization chart
2. On the insert menu, move to pictures then to organization chart and click
3. Use the chart’s tools and menus to sign your chart
4. To return to PowerPoint, click exit & return to presentation from the file menu.
N.B: In the slide layout, you can choose a layout with the organization chart.
8.5 USING AUTO CONTENT WIZARD

This option is for creating a presentation using Outline View that contains sample
presentation on various topics.
1. When opening PowerPoint click Auto Content wizard, If running
PowerPoint click “New” In the file menu and the click presentations tab. Double
click auto content wizard.
2. Follow the instructions given by choosing appropriately.
3. Double click slide 1 icon to switch to slide view. Type the title of your
presentation
4. Use the scroll bar to move to the other slides and type your text in place of the
sample text.
Using Templates
This option helps you to create slides with a particular chosen design. E.g. Blush, Fireball,
Fan etc.
8.6 ANIMATION
You can animate text, graphics sounds, movies, and other objects on your slides so as to
focus on important points, control the flow of information, and add
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interest to your presentation. You can have each main bullet point appear
independently of others, or you can have objects appear progressively, one after another.
You can set up the way you want each bullet point or object to appear on your
slide e.g. to fly in from the left and whether you want other bullets or objects to dim or
change color when you add a new element. You also change the order of timing of your
animation.
Animating objects & text on the slide.

1. In slide view, display the slide that has the text or objects you want to
animate.
2. On the slide show menu, click “custom animation”, and then click timing tab.
3. Under “slide objects without animation’, select the text or object you want
to animate and then click animate.
4. Choose ‘on mouse click’ to activate the animation after a mouse click or
‘automatically’, and then enter the umber of seconds you want to elapse between
the previous animation and the current one.
5. Click the effect tab.
6. If you are animating a chart in Microsoft Graph, click the Chart Efforts tab.
7. Under ‘entry animation and sound’, select the options you want.
8. Click the timing tab and repeat steps 3 through 6 for every object you want
to animate. You can click the preview button to see how your animation
works.
Changing the order of the animation on a slide

1. In the slide view, display the slide you want to change the order in.
2. On the slide show menu, click Custom Animation.
3. Under ‘animation order’, select the object you want to change, and the click
one of the arrows to move the objects up or down on the list.
4. Repeat the process for each objects whose order you want to change.
Add an effect on an animated object after it appears

1. In slide view, display the slide you want to add an effect to.
2. On the slide show menu, click Custom Animation, and then click the
effects tab.
3. Under animation order, select the object you want to add an effect to, and
then click an option under after animation.
4. Repeat the process for each object you want to add and effect to
Add Transitions To A Slide Show

For the slide show to flow well you need to transit your slide.
1. In the slide view, select the slide you want to transit
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2. On the slide show menu, click ‘slide transition’.
3. In the effect box, choose a transition.
4. To apply a transition to one slide, click apply. Click ‘apply to all’ for all the slides.
5. To view the transition, click slide show.
8.7 SAVING A PRESENTATION

There are different options of saving a presentation. The common ones are:
Saving a new or existing presentation to always open as a slide show.

1. Open the presentation you want to open as a slide show.
2. On the file menu click, save as.
3. In the ‘save as type’ list box, click PowerPoint show.
4. Choose the drive in the ‘save in’ box.
5. Click save.
8.8 PRINTING
You can print your entire presentation either in black and white or color.
1. Open the presentation you want to print.
2. Click print from the file menu.
3. In the resulting dialog box, choose and click as appropriate.
4. Click okay.
8.9 Margins
PowerPoint does not have fixed margins as in word processing programs. You can place
text and objects right up to the edge of a slide. You align objects by resizing their
placeholders.
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1. You are the marketing manager of Mount Kenya University and you are
required to make a presentation at the Inter-University conference about Mount Kenya.
The presentation should not be less than 15 slides and should also have the following
features;
- Slides with the different layouts i.e Organisation chart, Chart, Tables, clip art
- Custom animation for the slides with animated text and images
- The slides should run automatically without clicking
- The presentation should be 3 minutes long in total
- Apply a design
2. You are the marketing manager of Mount Kenya University and you are required to
make a presentation at the Inter-University conference about Mount Kenya. The
presentation should not be less than 15 slides and should also have the following
features;
- Slides with the different layouts i.e Organisation chart, Chart, Tables, clip art
- Apply a design
3. You are the marketing manager of Mount Kenya University and you are required to
make a presentation at the Inter-University conference about Mount Kenya. The
presentation should not be less than 15 slides and should also have the following
features;
- Slides with the different layouts i.e. Organization chart, Chart, Tables, clip
art
- Apply a design
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CHAPTER NINE
COMPUTERS AND COMMUNICATIONS

• Explain the hardware and Requirements for connecting to the Internet.
• Explain the features of common Internet services.
• Explain the e-mail terms
• Explain the advantages and disadvantages of the internet
9.1 Computer Networks
A computer network is an interconnection of two or more computers to form a network in

order to share information and resources.
Local Area Network (LAN) & Wide Area Network (WAN)
Interconnection of computers which are within the same building or nearby

locations forms a network of computers and this network is called a Local Area Network
(LAN). A LAN permits sharing of data files, computing resources and peripherals.
Interconnection of computers located in far away locations using telecommunication
system is known as Wide Area Network (WAN).
Advantages of Networks
• It allows the sharing of information held on disk drives to be accessed by all

permitted users.
• It allows the sharing of resources such as printers, scanners and disk storage.
• Application programs can be stored on one computer and make them
available to all users rather than having copies individually installed on each
computer.
• Allows electronic messages to be sent between the users.
• It allows the connection of different types of computer which can
communicate with each other.
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9.2 Introduction to the Internet
The Internet is a world wide computer network, which interconnects computer networks
across countries. It started with an initial 4 computers in 1969 and grew over the next ten
years to connect 200 computers in military and research establishments in the US.
Today there are more than 4 million host computers, any of which could be holding
the information you are looking for, and as many as 50 million people connected.
The World Wide Web
This is a special part of the internet that allows people to view information stored on
participating computers. It is an easy-to-use, graphical source of information which has
opened the internet to millions of people interested in finding out information.
Requirements for connecting to the internet
• Internet service provider – an internet service provider provides you with a

connection to the internet and the software you will need to navigate.
• telecommunication line – a telephone line is required to connect you to the internet
service provider.
• Modem – a modem converts a digital signal received from a computer into an analogue
signal that can be sent along ordinary telephone lines, and back to digital at the other
end.
• Web browser – a web browser is software used to view and download Web pages and
various types of files such as text, graphics and video. Examples are Microsoft
Internet Explorer or Netscape Navigator.
9.3 Common Internet services

E-mail
Electronic mail can be sent to another internet user anywhere in the world within seconds.
E-mail facilitates; sending of messages, file attachments, address book, sending E-mail to
a group, forwarding messages and many others.
Internet Relay Chat
This is a live chat facility that where the text you type is instantly broadcast to everyone
on the same channel. Some channels are dedicated to particular topics, for example
politics, science, games etc.
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Videoconferencing
In this facility you can see the person at the other end of the line and you can be able to
talk to them using a microphone.
Advantages of the internet
- It offers different ways of communicating and innovations are going on to

make it faster, more reliable.
- The Internet is a virtual treasure trove of information. Any kind of
information on any topic under the sun is available on the Internet.
- It is a source of entertainment where users can play computer games, visiting
chat rooms or just surfing the Web.
- Many services are now provided on the internet such as online banking, job seeking,
purchasing tickets for your favorite movies etc.
- Business (E-commerce) can be transacted over the internet.
Disadvantages of the internet
- Personal information such as name, address, credit card number etc. can be stolen by
other culprits and misused.
- Unwanted e-mails in bulk (Spam), which provide no purpose and needlessly obstruct
the entire system, can be sent on the internet.
- Computers attached to internet are more prone to virus attacks and they can end up
into crashing your whole hard disk.
- Pornographic sites on the Internet that can be easily found by children which
can corrupt their morals.
- Anyone can publish incorrect information online because there’s no quality
control
Effects of computerization
- The introduction of computers has lead into unemployment, in some

companies thousands of workers have been made redundant.
- Computer technology has created new opportunities for crime such as hacking,
theft of data and the introduction of viruses.
- Computers have caused stress at places of work as humans try to keep up with the
output of their computers.
- People who work with computers a lot without interacting with other people are likely
to develop psychological problems due to isolation.
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- Computers have affected relationships of people working together such as
employee-supervisor relationships and thus becoming a dehumanizing factor.
- Computerisation has caused job content reduction and role ambiguity.
- Cause of power redistribution in organizations due to change in
organizational structure.
- Computers have been blocking factor for career paths.

1. Which of the following resources cannot be shared on a network
(a) Data (b) Monitor (c) Printer (d) Application programs
2. In which year was the internet started

(a) 1833 (b) 1990 (c) 1946 (d) 1969
3. What is the difference between the internet and the worldwide web?
4. Which of the following is not needed while connecting to the internet

(a) Speakers (b) Web browser (c) Telecommunication line (d) Modem
5. Which of the following is not a common internet service
(a) E-Mail(b) Internet relay chat (c) Google (d) Video Conferencing
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REVIEW QUESTIONS ANSWERS
Chapter 1.
1. C 2. D 3. A 4. D 5. True
Chapter 2
1. D 2. B 3. B 4. D 5.
C
Chapter 3
1. A 2. D 3. B 4. A 5. D
Chapter 4
1. D 2. C 3. True 4. A
5. Locate the place to create your folder e.g. My Documents, Desktop, C Drive
Go to File – New – Folder. Or if creating on the desktop right click on the desktop and use
the new option to create a folder.
The folder will appear at the bottom of your list. When it displays as a black
rectangle with the words New Folder highlighted in blue, it is prompting you to give it a
name. Type the name of your folder and hit Enter.
Chapter 9
1. B
2. D
3. This is a special part of the internet that allows people to view information stored
on participating computers.
4. A
5. C
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UNIVERSITY EXAMINATION
SCHOOL OF COMPUTING AND INFORMATICS EXAMINATION
FOR BACHELOR OF BUSINESS MANAGEMENT
COMPUTER SKILLS APPLICATIONS Time : 2Hours
Instructions
Answer question ONE and any other TWO questions
Q1 (a) Define the following computer terms
(i) BIT
(ii) BYTE
(iii) Output
(10 marks)
(iv) Virus
(v) Software
(b) Computers have evolved through many generations over the years. State and explain
the five generations the computers have evolved through (5 marks)
(c) State and explain any three classifications of computers based on their capacity
and size (6 marks) (d)
Explain the main units of the Central processing unit (CPU) giving their functions
(6 Marks) (e) Differentiate between RAM and ROM
(3 marks)
Q2 Word Processing
(a) (i) Explain what a font is. (2 marks) (ii)
Name two different fonts. (2 marks) (b) State
the two different page orientations a word processed document can be set to.
(2 marks)
(c) Describe how you would carry out the following word processor operations: (i)
Opening an existing document (2 marks)
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(ii) Creating a new document (2 marks)
(d) (i) Explain why you might want to change the size of the margins of a word
processed document such as a letter or report. (2 marks) (ii) Name
two word processing tools which can help proofread a
document.
(2 marks)
(e) Below are images of three button icons from a word processing program. For
each image describe the purpose of the button.
(i) (2 marks) (ii) (2 marks) (iii) (2 marks)
(Total 20 marks)
Q2 Spreadsheets
(a) Explain what the following spreadsheet functions do, illustrating your answer
with an
example of how the function could be used: (i)
SUM
(ii) AVERAGE
(iii) COUNT (9 marks)
(b) The image below shows a partially completed spreadsheet that will be used for
creating invoices.
An individual Item Total is calculated by multiplying Price and Quantity.
The Items Total figure is calculated by adding up all the individual Item Total
figures.
The Tax (10%) figure is calculated as 10% of the Items Total figure.
The Invoice Total is calculated by adding the Items Total and the Tax (10%)
figure together.
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(i) State a formula that correctly calculates the Item Total figure in E7. (2 marks) (ii)
State what the most efficient formula is to calculate the Items Total figure in E12.
(2 marks)
(iii) State a formula that correctly calculates the Tax (10%) figure in E13. (2
marks)
(iv) State a formula that correctly calculates the Invoice Total figure in E14.
(2 marks)
(c) Suggest a change to the formatting of the spreadsheet in order to improve the
presentation of the spreadsheet. (1 mark)
(d) Suggest a suitable folder name and file name for saving the spreadsheet.
(2 marks)
(Total 20 marks)
Q4 Database
(a) Explain what the following database terms mean.
(i) Record (sometimes called row) (2 marks)
(ii) Field (sometimes called column) (2 marks)
(iii) Table (2 marks)
(b) Give an example of what a business might use a database for. (2 marks)
(c) State the most appropriate data type for storing each of the items of data listed
below.
(i) +44 (0)20 8329 2930 (1 mark) (ii) 21 July 1969 (1 mark) (iii) 3.1415 (1 mark)
(d) Below is a screenshot of part of a database. Refer to it when answering the
questions below the database.
(i) Explain what the problem with this design is. (2 marks) (ii)
Describe what changes you would make to improve the design of this database.
(2 marks)
(e) For queries on the data shown above:
(i) How many records would be displayed if a criterion of >50 was set for the age field?
(1 mark)
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(ii) What criteria would you use to display records of people aged from 20 to 45 years
inclusive? (2 marks) (iii)
What criteria would you use to display records of people that are younger than21 years
or with the Forename James? (2 marks)
(Total 20 marks)
Q5 Electronic Mail
(a) Explain what the following e-mail terms mean.
(i) Junk mail (also known as spam) (2 marks) (ii)
Zip (2 marks) (iii)
Cc (also known as Carbon Copy) (2 marks) (iv)
Reply to All (2 marks) (b)
Describe two precautions you should take when using e-mail and explain why each
precaution is necessary. (4 marks)
(c) Reply and Forward are two very useful e-mail commands.
(i) Explain one similarity between Reply and Forward. (2 marks) (ii)
Explain one difference between Reply and Forward. (2 marks) (c) Name
two internet software and internet browsers (4 marks) (Total 20
marks)
113
UNIVERSITY EXAMINATION 2009/2010
SCHOOL OF COMPUTING AND INFORMATICS

DEPARTMENT OF INFORMATION TECHNOLOGY
EXAMINATION FOR BACHELOR OF BUSINESS MANAGEMENT
COMPUTER SKILLS AND APPLICATIONS Time : 2Hours
Instructions
Answer question ONE and any other TWO questions
Q1 (a) Define the following computer terms

(i) Computer
(ii) Input
(iii) Output
(iv) Processing
(v) Software (10 marks) (b)
Computers have evolved through many generations over the years. State and explain the
five generations the computers have evolved through (5 marks)
(c) State and explain any three classifications of computers based on their capacity
and size (6 marks)
(d) Explain the main units of the Central processing unit (CPU) giving their
functions (6 Marks)
(e) Differentiate between RAM and ROM (3 marks)
Q2 Word Processing
(a) (i) Explain what a font is. (2 marks) (ii)
Name two different fonts. (2 marks) (b) State
the two different page orientations a word processed document can be set to.
(2 marks) (c) Text can be aligned in different ways to improve the appearance of a
document.
114
State two different kinds of paragraph alignment, and for each give an example of its
use. (4 marks) (d) (i)
Explain why it is important to proofread a word processed document.
(2 marks)
(ii) Name two word processing tools which can help proofread a document.
(2 marks)
(e) Below are images of three button icons from a word processing program. For
each image describe the purpose of the button.
(i) (2 marks) (ii) (2 marks) (iii) (2 marks)
(Total 20 marks)
Q3 Spreadsheets
(a) Explain what each of the spreadsheet terms listed below means. (i)
Cell (ii) Worksheet (iii) Formula
(6 marks)
(b) Below is an image of an incomplete spreadsheet for recording results of a sports
league. In each match a team may win, lose or draw.
A win scores 3 points, a draw scores 1 point and a loss scores 0 points.
(i) Write down a formula to input into cell E8 that calculates the number of games
played by the Eccles team. (2 marks)
(ii) Write down a formula to input into cell F8 that calculates the number of points
scored by the Eccles team. (4 marks)
(iii) Write down a formula to input into cell G8 that calculates the average
number of
points the Eccles team gets per game. (2 marks) (c)
State what formatting should be applied to the figures in column G to make them
easier to read. (2 marks) (d) (i)
Explain what a macro is. (2 marks) (ii)
Outline how a macro could be used in a spreadsheet. (2 marks)
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(Total 20 marks)
Q4 Database
(a) Explain what the following database terms mean.
(i) Record (sometimes called row) (2 marks) (ii)
Field (sometimes called column) (2 marks) (iii)
Table (2 marks) (b)
Give an example of what a business might use a database for. (2 marks) (c) State
the most appropriate data type for storing each of the items of data listed below.
(i) +44 (0)20 8329 2930 (1 mark) (ii) 21 July 1969 (1 mark) (iii) 3.1415 (1 mark)
(d) Below is a screenshot of part of a database. Refer to it when answering the
questions below the database.
(i) Explain what the problem with this design is. (2 marks) (ii)
Describe what changes you would make to improve the design of this database.
(2 marks)
(e) For queries on the data shown above:
(i) How many records would be displayed if a criterion of >50 was set for the age field?
(1 mark)
(ii) What criteria would you use to display records of people aged from 20 to 45
years inclusive? (2 marks)
(iii) What criteria would you use to display records of people that are younger than
21 years or with the Forename James? (2 marks)
(Total 20 marks)
Q5 Electronic Mail
(a) Explain what the following e-mail terms mean.
(i) Junk mail (also known as spam) (2 marks) (ii)
Zip (2 marks) (iii)
Cc (also known as Carbon Copy) (2 marks) (iv)
Reply to All (2 marks)
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(b) Describe two precautions you should take when using e-mail and explain why
each
precaution is necessary. (4 marks)
(c) Reply and Forward are two very useful e-mail commands.
(i) Explain one similarity between Reply and Forward. (2 marks) (ii)
Explain one difference between Reply and Forward. (2 marks) (c)
Name two internet software and internet browsers (4 marks) (Total
20 marks)
117

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DEPARTMENT OF INFORMATTION TECHNOLOGY

COURSE TITLE: BASICS OF COMPUTER SCIENCE

INTRODUCTION TO COMPUTERS ........................................................................................8

1.1. History of Computers .............................................................................................................8

1.2 Generation of Computers.......................................................................................................8

1.3 Characteristics of Computers...............................................................................................10

1.4 Basic Computer Concepts ....................................................................................................10

1.5 Types of Computers..............................................................................................................10

1.6 Software and Hardware .......................................................................................................13

1.7 Chapter Review Questions...................................................................................................14

BASIC HARDWARE UNITS OF A COMPUTER....................................................................15

2.1 Input Devices .........................................................................................................................15

2.2 Output device.........................................................................................................................16

2.3 Central Processing Unit (CPU)/Processor:........................................................................18

2.4 Main Memory:........................................................................................................................20

2.5 Secondary storage..................................................................................................................20

2.6 Computer units interaction diagram ..................................................................................22

2.7 How information is stored in computers...........................................................................24

2.9 Chapter Review Questions...................................................................................................24

CHAPTER THREE .....................................................................................................................26

3.1 Classification of software .....................................................................................................26

3.2 System software.....................................................................................................................27

3.3 Application software.............................................................................................................30

4.1 Windows operating system Boot up Process ....................................................................33

4.2 Logging On to Windows XP ................................................................................................34

4.3 Windows XP Desktop...........................................................................................................34

4.4 Starting a Program.................................................................................................................36

4.5 Working With Files and Folders .........................................................................................40

4.6 Chapter Review Questions...................................................................................................41

CHAPTER FIVE .........................................................................................................................42

5.1 Loading Ms-Word .................................................................................................................42

5.2 The Ms-Word Screen.............................................................................................................42

5.3 Creating, Saving and Closing Documents .........................................................................44

5.4 Formatting ..............................................................................................................................45

5.5 Editing Your Document........................................................................................................50

5.6 To insert page numbers ........................................................................................................50

5.8 Mail Merging................................................................................................................................56

5.9 Chapter Review Exercise......................................................................................................57

6.1 MICROSOFT EXCEL.............................................................................................................59

6.2 THE EXCEL WINDOW ........................................................................................................60

6.3 WORKING WITH WORKBOOKS AND WORKSHEETS ...............................................63

6.4 ENTERING DATA ................................................................................................................64

6.6 APPLYING BORDERS................................................................................................................68

6.8 INTRODUCTION TO DATA ANALYSIS .........................................................................74

6.9 WORKING WITH CHARTS................................................................................................76

6.10 Chapter Review Exercise......................................................................................................79

CHAPTER SEVEN .....................................................................................................................81

DATABASE MANAGEMENT SYSTEMS ...............................................................................81

7.2 WORKING WITH ACCESS 2000 ........................................................................................84

7.3 WORKING WITH TABLES........................................................................................................85

7.5 WORKING WITH QUERIES ...............................................................................................89

7.7 REPORTS ................................................................................................................................95

7.8 Chapter Review Exercise......................................................................................................96

8.1 CREATING A NEW PRESENTATION..............................................................................97

8.2 ADDING AND FORMATTING TEXT ...............................................................................98

8.3 WORKING WITH DIFERENT VIEWS.....................................................................................99

8.4 WORKING WITH OBJECTS....................................................................................................100

8.5 USING AUTO CONTENT WIZARD......................................................................................101

8.6 ANIMATION .......................................................................................................................101

8.9 Margins .......................................................................................................................................103