RVU Gotera TVET College

Training, Teaching and Learning Materials Development

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RIFT VALLEY UNIVERSITY

Gottera TVET College

Basic Clerical Work Level I

Unit of Competence: Operate Personal Computer

Module Title : Operating Personal Computer

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RVU Gotera TVET College
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LO 1: Start the computer

Information Sheet 1 Parts of Computer and how it works

1.1. Introduction to Information Technology

What is technology?
Anything that improves results is technology.
Technology is the process by which humans modify nature to meet their needs and wants Technology is a broad
concept that deals with a species usage and knowledge of tools and crafts, and how it affects a species' ability to
control and adapt to its environment. In human society, it is a consequence of science and engineering, although
several technological advances predate the two concepts.
What is information?
Information is the processed data that man can understand and get knowledge out it. It is a collection of meaningful
facts that can be used as a base for guidance and decision making.
What is information technology?
Information technology (IT) refers to the use of electronic computers (modern technology) to store, process,
capture, send, and receive information.
Information technology, known as IT, refers to the study, design, development, implementation, support and
management of computer-based knowledge.

1.1.1. Data versus Information

Data is a collection raw facts (observation) about something represented by characters such as letters, numbers
and other symbols. Data on its own may have no meaning, and only when interpreted by some kind of data
processing system may it take on meaning and become information.
Information is a collection meaningful fact. Information is a processed and organized form of data. In short
data is raw material whereas information is the processed data or output.

data Data processing Information

Data processing
data processing can be performed manually, mechanically or electronically

1.2. Identifying the Parts of a Personal Computer

1.2.1. Basics of computer
Computer is a programmable electronic device/machine that can store, retrieve, and process data. The term
computer is not only personal computers like which are used at offices and homes for typing and data processing,
rather all other electronic equipment that take an input, store or process the input and then yield an output are
qualified to be called computers.
There are many different models of personal computers. They include desktop personal computers (PC),
notebooks and laptops but they all have the same basic hardware parts:
• a keyboard
• mouse/touch pad/trackball

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RVU Gotera TVET College
Training, Teaching and Learning Materials Development

• monitor (screen)
• system unit.
The diagram below shows a typical set up of a personal computer.

Figure 1: The typical set up of a personal computer

Another type of personal computer is a notebook. A notebook is a compact computer that is easily transported
and can be powered by batteries.

Figure 2: Notebook computer

Next time you see a shop that sells computers you could have a look at some of the computers, notebooks,
laptops and palm pilots that are available.

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RVU Gotera TVET College
Training, Teaching and Learning Materials Development

1.2.2.Computer System
Computer system means the composition of computer components. Computer system components are classified
as hardware and software.
Hardware: is the part that you can see and touch. or the physical makeup of the computer.
Software: is the set of instruction called a program that directs the computer.

Computer System

Hardware Software

• Input device
• Output device Application Software Operating
• Processor/CPU System Software
• Storage device

• MS-office • Win-XP, win-7,8,10

• Photoshop • Server OS
• Peachtree Accounting • Deriver Software
• ….

1.3. Categories of Hardware Components

The main categories of computer hardware components are Input, output, process (CPU) and storage devices.
The computer system needs people, data, hardware and software to operate. The process for getting data in, processing the
data and getting the information out is known as input/process/output.

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Input:
Input is the data that is entered into the computer. It is entered through input devices. Some examples of input devices
are:
• mouse • joy stick
• keyboard • touch pad
• microphone • MP3 player
• scanner • digital video player (plays
• digital camera DVDs).

Using a mouse (input device)

The mouse is used to move the mouse pointer around the screen and to perform
tasks such as moving and opening folders or files. A mouse could be attached to
a computer with a cord or it may be cordless (a remote mouse).

You see the position of the mouse on the screen by seeing a symbol. The mouse symbol moves around the
screen as you move the mouse. Depending on the task you are doing, the mouse symbol could look like any of
the following.
A mouse pointer: means you can click on an item, such as a folder icon, to select it or move it.

A timer: means the computer is busy processing a task so you need to wait until the computer
finishes the task and the symbol changes back.
Flashing insertion point: When you click the mouse the insertion point will flash if text can be
entered or deleted.
I I-beam: This shows you where your mouse is when it is hovering over text.
Process:
Processing refers to the computer performing operations and calculations (using the data that has been input
and software). This processing of data is done by the central processing unit (CPU) that is housed in the
system unit.

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Output:
Output is what the computer displays as a result of processing data (eg calculations or instructions). Some examples of
output devices are:
• printers
• speakers
• monitor/screen.
• Projector

Figure 3: A computer with typical input and output devices

Examples of input/process/output
Activity Input Process Output
Preparing Type inventory to Computer checks the The inventory report was
Inventory Report computer using printer is ready and sends printed in the paper.
keyboard label details to the printer.
Make a power Type the needed The computer runs the Presentation appears on
point presentation information using MS presentation the monitor
power point

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Operation Sheet 1 Starting the computer

Starting a computer running Windows-7 operating system
Starting your computer is also known as booting the computer. It is important to switch your computer on in the
correct way because the computer will check the peripheral devices on start up. Starting the computer will also
start the operating system.

Figure 4: If the power Switch On the system unit is Off (no light), then you need to turn on the computer parts
in the correct sequence
Sequence for starting a computer
1. Check peripheral device connections.
2. Turn on power at the power outlet.
3. If the monitor has a separate switch, turn it on.
4. Switch on the printer.
5. Check to see if there is a floppy disk in the floppy disk drive if your computer has one. Eject the disk to
ensure the computer starts from the hard drive.
6. Switch on the system unit. If using a desktop PC the power switch is usually a button on the front or
side of the system unit. If using a laptop the power switch is usually at the top of the keyboard.
7. The computer will perform a start-up routine. When the start-up routine has completed then the
operating system will start.
Logging on:
The computer you are using may have been set up so that you need to log on to the computer in order to be able
to access the software and stored data, and commence using it. This is a security feature that is often in place for
computers in the workplace, school, college or other large organisation.
When you log on you are connecting the computer with a network of other computers in the organisation.
If you need to log on you will see a box on the screen asking you for two items of information that you need to
type in:
1. Username
2. Password.
Usernames and passwords are set (for each authorized user) by the IT Administrator for the organisation. Your
teacher or IT Department (in an organisation) will provide you with these details.
Security conditions
Your username and password determine what information and features of the computer and network you have
access to, and this is determined by the IT security policy of the organisation.
Therefore, it is important to note the conditions of use that apply to you when you log on to a computer with
your username and password. These conditions appear on the screen before you are asked to enter your name
and password. You must click on the OK button after you have read the conditions. This enables you to get to
the log on screen where you enter your name and password.

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Operation Sheet 2 Shutting down the computer

Shutting down a computer running Windows-7 operating system
It is good practice to use the correct shut down procedure when you want to turn off your computer so that you
do not lose data. If you still have any software applications or files open they will be displayed at the bottom of
the screen. Each of the applications and files must be closed. Shutting down a computer closes all the programs
that are open and exits the operating system safely so hardware isn't damaged and your operating system isn't
corrupted. You may get a message asking you to confirm whether files need to be saved. Make sure you save
any work you have done before you turn off the computer.
Depending on whether or not you have had to log on to start using a computer, you will need to follow a
different sequence shutting down the computer.

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LO 2: Access basic information system

Information Sheet 1 The Computer Desktop Environment

2.1 Getting familiar with the desktop environment

Using the mouse
One of the most useful tools for working on a computer is the mouse. The mouse is used to move a pointer or
cursor around the screen, in order to select a button or icon to perform a particular task, or to access, move or
copy data. When you create your own files using application software (like a word processor) you’ll use the mouse
to help you write and edit text or other data.
So before you start to navigate around the computer, make sure you are comfortable with using the mouse. It may
take some time and practice to get this.
Practice moving the mouse

Mouse pointer: On the screen, the mouse usually appears as a small white or black arrow. When you
move your mouse on a flat surface, the arrow will match the movement on the screen.
To move the mouse pointer, move the mouse across the mouse pad and watch the pointer on the screen move in
the same direction. Practice moving the mouse now.
Doing tasks with the mouse
There are a variety of mice available. Apple computers have a single button, while PCs can have either two buttons
(a left and a right button) or three buttons (left, middle, right). The left and right mouse buttons, however, are
commonly used by PC operating systems.
Some common ways that you can use a mouse with two buttons include:
• Left-click: One click of the left mouse button allows you to choose something on the screen.
• Right-click: One click of the right mouse button will often open up a shortcut menu.
• Double-click: Quickly clicking the left button twice allows you to open a selected file or folder.
• Click-drag: Left-click on an item, such as a file icon, and keep holding the mouse button down, then
drag the item to move it to a new location. Another common function that click-drag performs is with
text. For example, when you are inside a word document, left-click at the start of a sentence and drag
to the end of the sentence to select that sentence.

Figure 1: A mouse with two buttons and a scroll wheel

A mouse may also have the additional feature—a scroll wheel—that enables you to use the mouse to scroll up
and down a window instead of using the window’s scroll bars.

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What is the desktop?

The desktop is the background screen that appears as soon as the computer has finished starting up. The desktop is part of
the operating system software, so its appearance is controlled by system settings.
There are several useful items on the desktop including:

Icons: An icon is a small picture that may appear on your desktop. Double left-clicking on an icon is an easy
way to open a program, files or other items (such as storage drives). Icons allow you quick access to all of these
items.
Desktop windows
It is very important to become familiar with how to work with windows on the computer. A window is an area on the screen
that displays programs or information. For example, windows are a device the operating system uses to display a list of the
contents of a folder. A window can be moved, resized, opened and closed. Many operating systems allow you to have several
windows open at any time, so you can easily move around between areas.
Windows are also used in application programs to display a document when it is open.
There are several features of windows including:
• Title bar: This is a bar that appears at the top of the window. It often includes the name of the program or
folder.
• Minimize: This option shrinks the window to its smallest size. It will now only appear as an option on the task
bar. The program is still open; left-clicking on it in the taskbar will restore it to its regular size.
• Maximize: This options makes the window expand to its largest size.
• Close: This will close the window. If you need to save your work, a program will usually ask you to save before
closing.
• Scroll bar: This is a slider on the right-hand side of the window that allows you to move down the contents of
the window, in the same way you might have scrolled down a website page. Left-click and drag the slider, or
left-click on the down and up arrows in order to move up or down the window contents.

Minimize Maximize Close

Figure 2: Buttons that appear in Microsoft Windows operating system windows—to minimise, maximize and close a
window. These buttons sit at the top right-hand corner of every window.

The task bars:

The Task bar is a horizontal bar at the very bottom of the desktop. It shows any applications or windows that are
open. If there is more than one document open in an application it will show the name of the application and the
number of files open. It also shows the time and short cuts for any other items open on the desktop.

The Start menu

• The Start menu can be used to quickly start the installed programs.
• The programs are divided in two sections: the quickly available programs pinned to the start menu (the
upper section) and the recently opened programs (below the horizontal line). By default, this menu is filled
with less important programs, while most of the time the newly installed and important programs are
hidden behind the sub menu All Programs.
• By right clicking a program and selecting Pin to Start menu (like shown below), a program can be added
to the short (but quickly available) list of programs in the Start menu.
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Figure 3: The Start menu where you can access system information and change display settings (in the Control Panel), and
open the application programs

Operation Sheet 1 System tools for accessing system settings

Accessing system information and settings
The Control Panel
The Control Panel enables you to view and change settings to things like:
• The display—screen savers, patterns, appearance, wallpapers.
• Date and time
• The system—resources that the system has available such as devices listed in the hardware tab.
• Printers and faxes—shows printers and faxes and their settings.
• Uninstall installed programs
There are other options that you could use once you are more confident.
The Control Panel window contains many icons that represent different controls, players or information about the
computer system. You can access any of these by double left-clicking on an icon.
Look at Figure 4 on the next page. Find the icons for:
1 Date and time
2 Display
3 Folder options
4 Printers and Faxes.
Figure 4: The Control Panel window where you can access information and system settings by double-clicking on the icons

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Customize the desktop Environment

It is possible to customize your desktop, for example, to change the background pattern and the style of the text
displayed by the operating system. You do this through the Control Panel through the Display icon.
Now, on your own computer, follow the steps below to customize the desktop on your computer.
1 Left-click on Start on Task bar.
2 Left-click on Control Panel.
3 Double left-click on the Display icon.
The Display Properties box will appear.
Figure 5: The Display Properties box (in Windows XP, win-7,8,10)
Notice the tabs across the top of the box—these provide options for
changing display properties:
• Themes
• Desktop
• Screen Saver
• Appearance
• Settings.
Click on each tab to see the different options.
Appearance
Figure 6. below shows, the options under the Appearance tab.
Change the date and time
Follow these steps to change the date and time on your computer clock.
1. Click on Start on the Task bar.
2. Click on Control Panel.
3. Double-click on the Date and Time icon.

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The tabs here give you options for how the time and date is displayed and allow you to set the correct time on the
computer’s clock if necessary.
Check the following options are set on your computer:
4. Click on the Time Zone tab.
5. Select ‘Aus Eastern Standard Time’ from the drop-
down menu.
6 Click on the Date & Time tab.
7. Click on the drop-down menu and select the correct
month.
8. Use the up and down arrows to select the year.
9. Click on the date in the calendar to select the day.
10. Under the clock, use the up and down arrows to select
the correct time.
11. Click on OK to save the changes you made OR click
on Cancel if you don’t want to save the changes.

Figure 7: Date and Time properties box (in Windows 7)

Check printers and faxes
Now we’ll look at how to check the settings for the printers that are connected to your computer.
1. Open the Control Panel.
2. Double-click the Printers and Faxes icon.
Figure 9: Printers and Faxes options (in Windows 7)
1. Click on a printer to see the corresponding list of Printer Tasks listed to the left. To perform any of these tasks, click on
the task name in the list.
2. Right-click on the printer icon to see a drop-down menu with additional options.
(See Figure 9 below. Note you may have different printer names on your computer.)

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Figure 9: A drop-down menu appears when you right-click on a printer icon

Change printer preferences
Follow these steps to see the options available for your printer.
1 Right-click on a printer icon and select (with a left-click) Printing Preferences
from the drop-down list.
2 In the Preferences box, click on each of the tabs and notice
the options that are available. You can change the paper
size or paper orientation under the Page Setup tab (see

Figure 10 below). Features that your printer does not have will be greyed out (faded) and you won’t be able to use these
options.

3. Click on Cancel to close the preferences box without saving any changes.
4. Click on the Close button to close the Control Panel.
Figure 10: Printer preferences box for Canon S520 printer

Open and close an application program

Follow these steps to see what programs are installed on your computer and to open one of the programs.
1. In the Start menu, click on All Programs to see a list of all the application programs on the computer.
2. Move the mouse across to the list of programs and then up or down the list to the program you want to use. Click
on the name of the program to open it.
Note that if a name has a small arrow next to it, a sub-menu appears when you click on the name. See Figure 11.
3. If your computer has Microsoft Office listed under All Programs, click on Microsoft Office. Then move the
mouse across to the sub-menu and click on Microsoft Office Word.

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4.The program will take a few moments to open. A new blank document will be displayed in the Microsoft Word
window.
Figure 11: Click on Microsoft Office then move the mouse across to the sub-menu and click on Microsoft Word
Close the program
To close the program click on the Close button at the top right of the window.

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LO 3: Navigate and Manipulate Desktop

Environment
Information Sheet 1 Desktop Icons
3.1 Explore the desktop
A computer desktop provides you with an easy way of identifying, organising and accessing stored data and
programs on your computer.
A computer desktop can display shortcuts to get to application programs and storage devices (such as the hard
drive). You can also create your own shortcuts to places on a hard drive or network, so that you can open
particular websites or files and folders quickly.
All these shortcuts are displayed on the desktop as icons. There are different styles of icons depending on what
they represent (although later you find out how you can change an icon graphic to suit your preference). To go to
the shortcut, you double-click on the icon.

Icon for Internet Explorer. Icon for accessing shared Icon for a shortcut to a Icon for a shortcut to a
Double-click this icon to files on a network. folder that is on the website. Double-click this
open the program Double-click this icon to computer’s hard drive. icon to go to the website
go to the network Double-click this icon to
go to open the folder

Figure 1: Different styles of icons you might find on the desktop

The desktop loads after you start up a computer that is running a windows-based operating system like Microsoft
Windows XP or Windows 7,8,10.
If you are using a Microsoft Windows operating system you will see the Start button (to get to the Start menu)
on the bottom left and some desktop icons.

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Operation Sheet 1 Creating Desktop Icons/shortcuts

3.2 Create desktop icons/shortcuts
Now try customising your own icons/shortcuts on your desktop. For the following examples, the operating system Windows
XP is used. We will practice two ways of creating a desktop icon:
1. Click and drag an item from a menu.
2. Use the Create shortcut command in a window’s File menu.

Create a desktop icon to open the Control Panel

Follow these steps using your own computer.

1. Click on Start on the Task Bar.
2. Click on the menu item Control Panel but keep the mouse button held down and drag
the mouse pointer from the Control Panel to the Desktop.
3. The following icon will now be on your desktop:

You have now created a desktop item which will allow you to open the Control Panel from the desktop instead of
going through the Start menu.

Create a desktop icon to open a program

1. Click on Start on the Task Bar.

2. Click on All Programs.
3. Under All Programs, click on Accessories.
4. Under Accessories, click on Paint and drag this item to the desktop. (If you don’t have Paint on your computer
then select a different program.)
5. You should now have an icon/shortcut to the program on your desktop.

Create a desktop icon to open the DVD/CD drive

You can also place shortcuts to storage media drives on the desktop. You would do this if you are regularly using these
items.
1. Double-click on My Computer (on the desktop).
2. Click DVD/CD Drive and drag this item to the Desktop.
3. The following icon will now be on your desktop:

Create a desktop icon to open a folder

When you have a lot of folders stored on the computer, shortcuts to folders you regularly use are very handy.
1. Double-click on My computer (on the desktop).
2. Double-click on one of the drives listed under Hard Disk Drives. You will now see a

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list or group of folders that are stored on that drive.

3. Click once on one of the folders stored on the drive. The name of the folder will now
be highlighted (which means it is selected).
4. Click on the File menu at the top of the window and move down the menu and click on
Create Shortcut. (See Figure 2.)

Figure 2: Create Shortcut under the File menu

5. A new folder called ‘Shortcut to…(the name of the folder)’ appears in the window. Click and drag this shortcut
item to the desktop.
6. The following icon will now be on your desktop (but with a different folder name):

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Arrange icons on the desktop / Open an application

Operation Sheet 3
program from an icon
3.3 Arrange icons on the desktop
When you have a lot of icons or shortcuts on the desktop you may want to organise them according to either:
• Their name (alphabetical order)
• Their size (the amount of data that the icon points to)
• Their type (group icons for files made with the same program)
• When they were modified (group the icons according to when they were last customised).
When you arrange the icons according to any of the above preferences they will regroup on the desktop and be
laid out in rows (if Align to Grid is also selected).
Arrange icons on the desktop
1. Right-click on an empty area of the desktop—not on an icon. A menu appears.
2. Click on Arrange Icons By, then from the sub-menu choose your preference.
(See Figure 1.)

Figure 1: Arrange Icons By sub-menu showing preferences for how icons can be arranged on the desktop (with Align to
Grid selected)

Select, open and close desktop icons to access application programs

You can now open an application program from the desktop icon.
Click on the icon/shortcut for Paint (or another program you have made a shortcut to) to open the application.

To close this application click on the Close button at the top right of the window.
Try opening some other items on the desktop. Remember to close them when you have finished.
Notice that any items you open, it will appear on the Task bar at the bottom of the screen. You will need to close
all of these items before you shut down the computer.

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LO 4: Organize Basic Directory/Folder Structure

and File
Information Sheet 1 How to access directories and subdirectories
4.1 How data is typically stored on a home or office computer
Data files such as word documents can be kept on a computer for future uses such as editing and printing. To find
documents you will need to store them in an organised fashion—in the same way you might file documents like
lesson notes, bills, letters and bank statements at home.
Just as you might use folders to organise your personal or business documents, you also store your computer
documents in folders. A folder is only a device for grouping files in the same location, not a data file.
Folders and files can be stored on a computer’s desktop or on a storage device which will be able to store
hundreds or thousands of documents.
Folders can be created or moved so that they sit within another folder, and so on. Other terms for describing this
structure of files and folders grouped within folders are directory and sub-directory.
You will need to decide where you want to save files. There are several types of storage devices that may be an
option for you, depending on your computer setup.

Storage devices
• Hard disk drive (HDD)
Your computer will have a hard disk drive. The hard disk drive is in the system unit. The hard drive is where the
operating system and application programs are kept. If you are using a Microsoft Windows operating system there is also
a location called My Documents on the hard drive for storing your data files. You can also have a removable hard disk
drive which has the advantage of being able to store a large amount of data and be transported and connected to other
computers.
• Memory stick/flash drive/thumb drive/pen drive/USB drive
All these terms refer to a small drive that you plug into a USB port (an input connection on the system unit). They
are small (about the size of a disposable lighter) and can be carried easily. They hold a lot more data than a floppy
disk.
• CDs (compact disk)
▪ CD-R: (compact disk read-only) are read-only format which means you can read the data but you can’t write
(add) data to the CD. They often have application programs or music stored on them.
▪ CD-RW: (compact disk read-write) another form of CD that you can read and write to. This means you can
add or copy data to this type of CD. You will need a CD burner to do this.

Access directories and sub-directories

Figure 1 shows a view of the directories and sub-directories (folders) that are stored on a floppy disk.

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Figure 1: When the

Customers folder is selected
in the left frame its sub-
folders are listed in the right
frame

In Figure 1 the 3½ Floppy (A:) drive contains three folders:

1. Customers
2. Staff
3. Warehouse.
The Customers folder has four sub-folders:
1. CD Basement
2. Gig Shop
3. MP3 to go
4. Music Beat.
Access directories on your computer
You can view folders on a drive and the contents of the folders through windows. Double-clicking on a drive icon or a
folder icon opens a window which shows you its contents.
Try this exercise:
1. Double-click on the My computer icon on the desktop.
2. Double-click on a data drive (check with your teacher or someone familiar with your computer which drive is a data drive
if you are not sure).
3. You will see a list of folders stored at the root level of the drive. Double-click on a folder to view the contents of the
folder.
4. Keep opening folders until you find files inside a folder. Note the difference between icons for folders and files (see
Figure 4.2).

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Figure 4.2: One folder and three files are contained in this folder

Change the view of a folder’s contents

You can choose a different view (appearance) of the

contents of a folder depending on what is useful for you.
1. Click on the View menu of a window.
2. Select a view from the menu (Thumbnails,
Icons, List, Details).
Try each of these to see the different views.

View a directory tree structure

Files and folders can be enclosed by any number of folders which creates a hierarchy or tree structure. You can
change the view of a folder window to see the directory tree structure. This allows you to see the whole directory
structure as well as the contents of any folder in one view.
An easy way to view the directory tree is to click on the Folders button on a window Toolbar (see the window
Toolbar in Figure 2). If you can’t see the Folders button on the Toolbar, click-drag the right edge of the window
to expand the size of the window and its Toolbar.
When you click on the Folders button the directory tree will appear in the frame on the left. When you click on
a folder its contents are listed in the right frame (see Figure 1 and Figure 3).

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Figure 3: The folder CD Basement is selected in the left frame so that its contents can be viewed in the right
frame
In the left frame you can click on the + sign next to a folder to expand the folder—this will also show you the
contents of the folder (listed in the left frame) under the folder. Click on the - sign next to a folder to contract the
folder (to hide the contents of the folder).
To change the window view back to the original view click on the Folders button again.
Access files you use regularly
There may be files that you regularly need to access, for example, to update a database or use a document template.
In Microsoft Windows you can create shortcuts to files so that you can quickly access them under the Favourites
menu. To do this:
1. Use any of the above methods to find the file you regularly use.
2. Click on the file name to select it.
3. On the window Toolbar click on the Favourites menu.
4. Click on Add.
You can now access the file from the Favorites menu (on any window’s Toolbar) by clicking on Favorites and
selecting the file.

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peration Sheet 1 Identifying attribute of a directory

Identify attributes of directories

Attributes define the type of file or directory which could be:
• read-only • archive
• hidden • system.

Sometimes you will need to check the attributes of a file or folder to ensure you use it appropriately. Or you may
wish to set attributes to read-only so that data is not lost or changed by someone.
To check or change the attributes of a file:
1. Double-click on My Computer on the desktop.
2. Double-click on a data drive and find a document file.
3. Right-click on the file you want to check.
4. Select Properties from the menu.

Figure 4: The Properties box for this file shows that the file is Read-
only.

Under the General tab of the Properties box you can check or uncheck
the boxes for read-only or hidden. More attributes are under the
Advanced button.
Click OK to save any change to the attributes and close the Properties
box.

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Operation Sheet 2 Moving and renaming a directory

Move and rename directories
Move subdirectories between directories
Sometimes it is necessary to move a folder to another location or folder. Here are two ways you can do this. (Note that you
can move a file in the same ways.)

Use ‘Move To Folder’

1. In window view, click once on the folder you want to move (so that it is selected).
2. In the window’s Toolbar click on the Edit menu and select Move To Folder.
3. Select the folder you want to move the selected folder to. To do this, scroll up or down
the list to find the target folder. You may also need to expand folders to find the folder you want. To select the
target folder click on the folder name so that it is highlighted.
4. Click on the Move button.

Drag the folder to the new location

Another way to move a folder is to drag the folder to the new location:
• Click on the folder icon and keep the mouse button down as you drag the folder over the top of the target folder.
Release the mouse button when the target folder is highlighted.
OR
• Click-drag the folder into the window area of an open folder or drive window.

Copy, cut and paste files across directories

Cut, Copy and Paste are tasks you can do in all application programs and windows such as a folder or drive window. You
need to make a selection first so that you can cut or copy the selection and then paste it in another location.
With cut, copy and paste you can remove or move a folder or a file as follows:
• Cut: Remove file from current location.
• Copy: Make a copy of the file.
• Paste: Place a copied or cut file into another location.
Try this exercise:
1. Locate a file to move to another location (such as a different folder).
2. Right-click on the file to select it.
3. Select the appropriate option: Cut or Copy.
4. Open the directory or folder where the file is to be moved.
5. Right-click anywhere in the window where you want to paste the file. Click on Paste in the menu.
Rename directories
You can rename your folders at any time. To do this:
1. Right-click on a folder.
2. Left-click on Rename in the menu.
3. Type in the new folder name.
4. Press Enter on the keyboard to save the change.
Select, open and rename groups of files
Sometimes you may wish to select, open or rename more than one file at a time.

Select and open more than one file

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1. Hold down the Control key (CTRL) and click on each file you want to select. Don’t release the Control key until
all the files are selected.
2. Right-click on one of the selected files and select Open from the menu.

To rename more than one file

1. Select the files to be renamed as you did in step 1 above.

2. Right-click on one of the selected files and select Rename from the menu.
3. Type in the new file name.
Note: Windows will give each file a number after the common file name.

Operation Sheet 3 Creating Directories and Sub-directories

Create directories and sub-directories

You can set up your own directory and sub-directories by creating new folders within a hierarchical structure,
depending on a logical or business system for organising the directory.
In our earlier example (Figures 1 and 2) the directory on the floppy disk has this hierarchical structure:

To create a new folder:

1. Locate the directory or folder in which you want to create a new sub-directory/folder.
2. Double-click on this folder to open it.
3. In the folder window click on the File menu and select New then Folder. This creates a new (empty) folder inside the
folder you have opened.
4. Type in the name of the new folder (to replace the default text ‘New Folder’.)
To create more folders at the same level as this, keep selecting New Folder until you have all the folders you need.
To create one or more folders inside one of the new folders, repeat the above steps.
In this way you can create a hierarchy of folders according to a hierarchical structure. The new directory will be set up and
ready to save or copy any documents into.

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LO 5: Organize files for users and / or Organization

Requirements
Information Sheet 1 Deleting and restoring files

5.1 Delete and restore files

Delete files and folders
You may need to delete files or folders, for example, when you no longer need them or when they are copied to
another disk.
Here are two ways you can delete a file (a folder can be deleted in the same ways).
1. Right-click on the file you want to delete
o Right-click on a file.
o Left-click on Delete in the menu.
The file is now moved to the Recycle Bin which sits on the desktop.
2. Drag the file to the Recycle Bin
Another way to delete a file is to drag it to the Recycle Bin on the desktop:
o Click on the file and hold the mouse button down as you drag it to the Recycle Bin.
o When the file is directly on top of the Recycle Bin the bin will be highlighted. At this point
release the mouse button and the file will be moved into the bin.
Figure 6: Icon for the Recycle Bin in Windows XP

Restore deleted files

If you have deleted files or folders but not emptied the Recycle Bin you can still get the deleted files back. This is called
restoring a file.
To do this you need to access the Recycle Bin from the desktop:
1.Double-click on the Recycle Bin to open it. Inside this window you can see the files that have been deleted.
2.Right-click on the file you want to restore.
3.Click on Restore in the menu.
The file will be returned to the place it was previously deleted from.

Empty the Recycle Bin

Deleted files and folders stay in the Recycle Bin until you empty the bin. If you empty the Recycle Bin anything in it will
be permanently deleted (unable to be restored from the desktop). It is a good idea to empty the Recycle Bin on a regularly
basis, as deleted files take up storage space on the computer.
To empty the Recycle Bin:
1. Right-click on the Recycle Bin icon.
2. Select Empty Recycle Bin from the menu. (If there are no files in the bin then this option will be faded.)

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The files that were previously deleted (transferred to the bin) are now permanently deleted.

Operation Sheet 1 Using the search tools to find files

Use the search tool to find specific files
Sometimes files are saved or moved to locations that you can’t remember or just don’t know. There may be
thousands of folders in a hard drive which would be impossible to browse in order to find a lost file.
Luckily there is search tool that is part of a computer’s operating system. This tool runs an automatic search on
a drive or within a specific directory (using keywords or the file name) to find a file or folder.
You can open the Search Companion (the search tool in Microsoft Windows) in a number of different ways—
here are three ways to do this.

Right-click on a folder or drive icon

1. click search button near to the start menu and type what you went to search. This will search on the folder or
drive you clicked on, eg My documents.

2. Type in either part or all of the file name OR a word or phrase contained in the document you are searching
for.

Figure 1: Microsoft Windows Search Companion

3. Click the Enter key from the key board.
4. The results of the search are listed in the window. There may be more than one result for your search. Double-
click the correct file to open it, or move the file to another location.

Figure 2: Results of a search

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Press the F3 Key

Alternatively, from the desktop press the F3 key on the top row of your keyboard. You may need to select the
specific folder or drive you want to search on.
Go through the Start menu
Another way to access the Search Companion is to click on Start and select Search from the Start menu. Click on
the Files and Folders link to go to the same search box as shown above. You may need to select the specific folder or
drive you want to search on.

Search a different directory

The search will be done on whatever folder is selected in the Look in: field. To search a different directory, click
on the arrow next to the Look in: field to get a menu of all the drives you have access to. Scroll down to the very end of
this list and select Browse. Then you can search the directory tree to find a specific folder to search. Click on the name of
the folder you want to search and then click OK.

Advanced searches

You can do an advanced search to look for files used in the last week or month when searching files and folders in
the Search Companion box.
1. Click on More Advanced Options
2. Select the appropriate setting for your search.
3. Click on Search.

Operation Sheet 2 Copying files to a disk and Erasing and formatting a disk

Copy files to a disk

Copying files means that you can leave the files in their current location and place copies in another location. For
example, you can copy a file from the hard disk and save it on a floppy disk or flash drive.

Here are two ways you can do this.

• Copy and Paste a file

1. Locate the file you want to copy.

2. Right-click on the file. Click on Copy in the menu.
3. Right-click in a new location. Click on Paste in the menu.

• Drag a file from one disk to another

When you drag a file or folder from one disk or storage media (such as a hard disk) to another (such as a
flash drive), a copy of the file or folder is automatically made at the new location.
When you do this, make sure you have the destination folder or drive in view—in a window or on the
desktop.
1. Click and hold down the mouse button on the file you want to copy.

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2. Drag the file to the destination. If you drag the file on top of a closed folder and release the mouse button then
the file will be copied inside that folder.

Erase and format a floppy disk

You can format a disk if you want to erase the contents of the disk. You might want to do this because you no
longer need the data that was stored and you want to reuse the disk. You might also want to format the disk if it has a
virus.
To format a flash disk:
1. Connect the flash derive to the computer.
2. At the desktop double-click on My Computer to open it.
3. Right click on Flash disk drive.
4. Click on format in the menu.
5. Click the checkbox for Quick Format to select this.
7. Click on start.
8. Click on Close when the formatting is complete.

Figure 9: Formatting a flash disk

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LO 6: Print Information
Information Sheet 1 Select the default printer and check printer settings

Select the default printer and check printer settings

Printers that you can access from your computer may be directly connected to your PC or you may have access to printers
over a network. A network printer could serve many computers so you may not be the only person sending jobs to a printer.
In this case it is particularly useful to be able to view the progress of your print jobs as they may be sitting in a queue waiting
to be printed. You can also cancel a print job after you have sent it to the printer.

Check printers you can access

If printing over a network there may be more than one printer you can access. To check the printers that you have
access to:
1. Click on Start and then select the Control Panel.
2. Double-click on Printers and Faxes to open this item.
3. In Printers and Faxes you see the names of the computer/s that you should be able
to access.

Figure 1: Printers and Faxes (under the Control Panel) where you can see the printer/s you
have access to

Change the default printer

If you have access to more than one printer, then one of those printers will be the default printer. This means it is
automatically selected when you send a job to print. In Figure 1 you can see that the default printer has a tick next to it.
To set a printer as the default printer:
1. In the Printers and Faxes window right-click on the name or icon of the printer.
2. Select Set as Default Printer from the menu.

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Figure 2: Right-click on a printer to select Set as Default Printer—to make this printer the default
If you only have one printer available then you will not need to set a default printer.
Check printing preferences for a printer
Printing preferences include options for printing such as:
• the size of the paper you are printing to
• whether the document you are printing has a horizontal (landscape) or vertical (portrait) layout
• whether you want to print on both sides or only one side of the paper
• how many copies of the document you want to print.
You can change these options every time you send a document to the printer but you can also set default
options so that your preferred options are the default until you change them.
To check or change the default printing preferences for your printer:
1. In the Printers and Faxes window right-click on the name or icon of the printer.
(See Figure 2)
2. Select Printing Preferences from the menu.

Figure 3: The Printing Preferences for

Microsoft Office Document Image Writer
3.To change the paper size you want to print on,
click on the arrow next to the box under Page
size. Select a different paper size from the popup
menu.
4. To change the orientation of your document
page click in the button next to either
Portrait or Landscape.

5. Click OK to save any changes or Cancel to keep the same settings.

The preferences box for a printer will have different options depending on the model of the printer, but the basic options
shown in Figure 3 should be available for all printers.
You can select more printing preferences in a program’s Print box at the time of printing.

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Operation Sheet 1 Print documents

Print documents

You can send a document to the printer from the desktop or from within the application program that created the
document.
Print one or more documents from the desktop
To print one or more documents from the desktop:
1. Open a folder that contains one or more documents.
2. Click on the name of the file you want to print.
3. To print more than one file, hold down the Control (Ctrl) Key on your keyboard and
keep clicking on files to add them to the selection.
4. When all the files are selected, right-click on one of the selected files. Select Print
from the menu.
All the files you selected will be sent to the printer.
Print a web page
To practice printing a document from within an application program, try printing a page from a website.
Your computer needs to be connected to the Internet and have a web browser such as Internet Explorer.
1. Double-click on the Internet Explorer icon on the desktop to open the program.
(If your web browser is not on the desktop you may need to open the program from
Start then the All Programs menu.)
When the browser program is open you will see the Internet Explorer menus at the top of the window.
2. Click on the File menu then select Print from this menu.

Figure 4: The Print command is under the File menu

3. The Print box allows you to change the printer and change the printing preferences for
the job. (Note that any changes here do not permanently override the default settings)

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Figure 5: The Print box allows you to change

print settings and to print from within an
application

4. When you have made any changes to the

print options click on Print to send the page
to the printer or click on Cancel if you don’t
want to print the page.

You can print a document from within any application program in the same way. That is:
1. Open the document you want to print (Double-click on the filename if it is not already open.)
2. Click on the File menu then select Print.
3. In the Print box check the printing preferences for your job.
4. Click on Print.

Operation Sheet 2 View the progress of print jobs

View the progress of print jobs
If a document is taking a long time to print or the printer is busy with other people’s print jobs, you can check all
the jobs that have been sent to a printer and see where your job is in the queue.
From the queue you can also delete a print job if you decide you want to cancel it.
To view the progress of a print job:
1. Open Printers and Faxes in the Control Panel.
2. Double-click the printer icon to open the print monitor where you can see the jobs
currently in the queue for that printer.

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Figure 6: Close up of a print queue

3. The print monitor lists the files that have been sent to the printer which are either in progress or waiting to be
printed. The order of files in the list is the order they will be printed. Check the Status column (next to
Document Name) to see the name of the file that is currently printing.
Once a job has printed it will disappear from the queue.

Delete a print job

To delete a job from the print queue:

1. In the print monitor window (Figure 6) click on the name of the document you want to delete.
2. Press the Delete key on your keyboard.
3. The following box appears:

4. Click on Yes to delete the print job. Click on No if you do not want to delete it.
5. The word Deleting will appear in the Status column.
Note: If you are working over a network, you cannot usually delete the print jobs that some else has sent (as you
would not have the permission to do this).

Shortcuts to the print monitor

Note: if you are not quick enough the document may start to print before you get a chance to delete it. So you may
like to use a shortcut to access the print monitor quickly.
There may be a shortcut to the print monitor on the Task Bar of your desktop. Otherwise, you can create a shortcut
to a print monitor:
1. Open Printers and Faxes in the Control Panel.
2. Click on the printer icon you want to access. Hold down the mouse button and drag the icon to the desktop.
3. A shortcut to the print monitor is now on the desktop.

You can double-click this icon anytime to check the print jobs sent to this printer and to delete the jobs you have
sent.

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LO 7: Operate Application Software

Information Sheet 1 Introduction to Application Software and Word Processor

What is Application Software?

Application software utilizes the capacities of a computer directly for a dedicated task. Application software is
able to manipulate text, numbers and graphics. It can be in the form of software focused on a certain single task
like word processing, spreadsheet or playing of audio and video files. Here we look at the application software
types along with some examples of application software of each type.

MS WORD 2007
A word processor is an example of an application software used for the production (including composition,
editing, formatting, and possibly printing) of any sort of printable material.
Using a computer to create, edit, and print documents. Of all computer applications, word processing is the most
common.
To perform word processing, you need a computer, a special program called a word processor, and a printer.
A word processor enables you to create a document, store it electronically on a disk, display it on a screen, modify
it by entering commands and characters from the keyboard, and print it on a printer.
There are a number of word processing packages (software). Among these are WordPerfect, AmiPro, Microsoft
Word 2003, 2007 and 2010 versions. Some of them run under MS-DOS and others under MS-Windows
Operating System environment.
Microsoft Word Windows Environment Restore
down
Microsoft Minimize
Office Button Title Bar Menu Bar
Close

Indent Marker
Ruler
Tool Bar
View Ruler

Vertical Scroll

View button
Status bar
Zoom slider

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When you start Word, you see the Application window, named Document 1-Microsoft Word. This is a blank document
window, named Document 1. Usually, the window is maximized and fills the whole screen. When the window is maximized,
three buttons namely: minimize, restore and close buttons are displayed in the upper-right comer of the screen

• Title bar: -It is Upper bar and contains the name of application windows, document name, different buttons like
(save button, undo buttons, Redo button and etc) and control menu like minimize, maximize/restore and close button
used to control windows.
• Microsoft Office Button: - The File menu of word 2003 has been replaced with the Microsoft Office Button. We
can gate new, open, save, and etc commands on the Microsoft office button.
• Menu bar: - Contains seven menus. Menu bare contains menus lake Home, Insert, page layout, References,
Mailings, Review and View. Each menu contains different buttons.
• Ruler: - shows you where your margins are (i.e. left margin, right margin, top margin bottom margin, tabs and
indents) and it lets you set them.
• View Ruler: - To show or hide the horizontal and vertical rulers, click View Ruler at the top of the vertical scroll
bar.
• Typing area - is the blank area in the document window where you can type your text.
• Insertion point: - Also known as the cursor shows you where the next characters you type will appear.
• View buttons: - There are five view buttons located in the lower-Right corner of the document window, used to
change the way your document is displayed on screen. By default, Word uses Print Layout view.
• Zoom slider: - You can zoom in to get a close-up view of your document or zoom out to see more of the page at a
reduced size. You can also save a particular zoom setting with a document or template.
• Scroll bar: - There are two scroll bars, Vertical and Horizontal. Used to navigating inside windows.
• Status bar: - Tells you what page you’re on, the total number of pages, and where your insertion point is on the
page. As you use Word, the status bar sometimes displays other information as well.

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Operation Sheet 1 Creating a new document

To Start Word 2007
First Click on Start button→ Click on All program→Click on Microsoft office→ click on Microsoft office word
2007
Or
First Click on Start button→Click on Run→ Write winword→Ok.
Creating New Document
Sometimes you need to create a new document when you are in the middle of typing another one. You can create
a new document even if you have not saved and closed the document you are currently working on.

Click the Microsoft Office Button→New → Under Templates, you see options you can use to create (A blank
document, installed, template and etc) select one of your option→ Create.
Or
Press Ctrl +N key
Entering Text

• The flashing insertion point shows you where the new character you type will appear.
• You can move the insertion point to a new location by using the four arrow keys found on the
keyboard.
• You can also point a new location with your mouse, and then click once to move the insertion point.
Saving Document
• When you save a file, you can save it to a folder on your hard disk drive, a network location, disk, CD,
the desktop, or another storage location.
• You need to identify the target location in the Save in list.
To save Document
Click the Microsoft Office Button→Save as → Word document→type file name on File name
box→ In the Save as type list, click the file format that you want to save the file in→ Save.
To save using keyboard
Press Ctrl+ S key for your keyboard
Close Document
To close your document your have to options using close command and close button form title bar.
To close using close Command
Click the Microsoft Office Button → Close.
To close using close button
Click on Close button from title bar.
To close using keyboard
Press Alt+ F4 Key.

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Operation Sheet 2 Editing a document

Editing a Document
Open an existing file/document
To open a document:
• Click the Microsoft Office Button → Open command (ctrl+O).
• In the Look in list, click the folder, drive, or Internet location that contains the file that you want to open.
• the folder list, locate and open the folder that contains the file
• Select the file that you want to open →Open button.
Selecting, deleting and move or copy text
Selecting Text:
• Select text means to highlight it in preparation for performing such as deleting it, moving it, and formatting
it.
• In Microsoft Office Word 2007, you can select text or items in a table by using the mouse or the keyboard.
• You can also select text or items that are in different places.
To select any length of text using mouse and keyboard:
• Position the mouse pointer at one end of the block of text you want to select.
• Holding down the left mouse button, drag the mouse toward the other end of the block.
To select a word:
• Move the mouse pointer anywhere over the word and double-click.
• Place the insertion pointer at the beginning of the word and press Ctrl +Shift +Left Arrow keys.
To select a line:
• Move the mouse pointer to the left of the line, the pointer changes it shape and become a white arrow
pointer then click once.
• Place the mouse pointer to the left of the line then Press Shift + Down arrow key.
To select a sentence:
• Move the mouse pointer anywhere over the sentence then holding down the Ctrl key click the mouse
button, then release the Ctrl key.
To select a paragraph:
• Move the mouse pointer to the left of the paragraph the Double-click.
To select the entire document:
• Ctrl + A
Select text in different places:
• Select some text →Hold down CTRL while you select any additional text or item in a table that you want
Delete Text
You can delete one character at a time or delete a large block of text by selecting it first: the remaining text shifts
over to fill the vacated space, and line breaks adjust automatically
To delete text character by character:
• If the insertion point is just before the text to be deleted, press the Delete key. The Delete key deletes the
character to the right of the insertion point.
• If the insertion point is just after the text to be deleted, press the Backspace key. The Backspace key deletes
the character to the left of the insertion point.
Move and copy text
• Cut (move): text is removed from the active document and is placed in the temporary storage known as
clipboard
• Copy: copy command of Word is the same as the cut command, except original text remains in the
active document.
• Paste: The command for placing the texts that was cut or copied to a new location.

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To Copy or Move a text using the copy, cut and paste tools:
To move:
• Select the text you want to move.
• Select Hone tab → Click on Cut Button then point where you want to move the text. Then Select Home
tab→ Click on paste Button.
To copy:
• Select the text you want to copy.
• Select Hone tab →Click on Copy Button then point where you want to Copy the text. Then
• Select Hone tab → Click on paste Button.
Find and Replace
• Word find is faster and more accurate than we humans could ever hope to be. Sometimes you not only
need to find text; you also have to replace it with some other text.
• You can also find and replace noun or adjective forms or verb tenses.
To Find Text:
On the Home tab, in the Editing group select Find button → Type the text you want to find in
the Find what text box → Find Next button. Use this button again and again. → Close
To Replace Text:
On the Home tab, in the Editing group select Replace button → Type the text you want to find
in the Find what text box. In the Replace with text box, type the text that will replace the Find What
text. Click on the Find Next button. To replace the word, click the Replace button (If you don't want to
replace this word, click Find Next again to find the next matching word.)
Check spelling and grammar
Word 2007 offers improved spelling and grammar checker. The spelling checker recognizes a much
broader range of names for people, organizations and companies, cities and countries Internet and file addresses,
and more.
To correct the spelling of a word marked with a red wavy underline:
• Right-click on the word → Click on the correct spelling from the list

To fix the grammar of a word or phrase marked with a green wavy line:
• Right-click on the word → Click on the desired correction

To disable automatic spell and grammar checking in any document:

• Click the Microsoft Office Button →Word Options → select proofing tab → Clear the
check boxes labeled Check Spelling as You Type and Check Grammar as You Type. → Ok

Inserting page number

• If your document has multiple pages, you can display the page number on each page. In most documents,
page numbers appear in either the header or the footer of each page.
• Microsoft Office Word 2007 has many preformatted page number designs so that you can quickly insert
headers or footers that display the page number.

To Inserting page Number:

• Click on the Insert tab→ in the Header & Footer group, click Page Number→ Click Top of
Page or Bottom of Page, depending on where you want page numbers to appear in your document.

Place the page number in the side margin of the page:

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Training, Teaching and Learning Materials Development

• Click on the Insert tab→ in the Header & Footer group; click Page Number→ Click on Page
Margins→ Choose a page number design from the gallery of designs.

Formatting page number:

• Click on the Insert tab→ in the Header & Footer group; click Page Number→ Click on
Format page number→Select page format and edit starting page number.

Remove page number

• Click on the Insert tab→ in the Header & Footer group; click Page Number→ Click on
Remove page number.
Undo and Redo
• Word lets you undo most actions, including typing, deleting, moving and copying, and formatting text.
In addition it lets you undo multiple actions, not just your most recent one.
• However, Word cannot undo certain actions, such as opening, saving, or printing a document.

To undo you’re most recent action:

• Click on Undo button from Title bar.
Or
• Press Ctrl + Z key form the keyboard
To reverse all your actions back to a certain point:
• Click on Redo button from Title bar.
Or
• Press Ctrl + Y key form the keyboard

Operation Sheet 3 Formatting a document

Formatting a Document
• Formatting refers to all the techniques that enhance the appearance of your document.
• In Word, you can roughly divide formatting techniques into three categories: Character, Paragraph, and
Page formatting.
• Character formatting includes all the features that affect individual characters; and the primary character
formatting features are boldface, italic, font and font size.
• Features that fall in paragraph formatting include line spacing, indents, alignment, tabs, and so on.
To make the text bold
• The Mini toolbar appears automatically when you select text. It also appears with the menu when
you select text and then right-click.
✓ Select the text that you want to make bold→Select Home tab→From Font Group select bold
button.
To make the text bold using Font dialog box
• It is possible to change font style using Font dialog box.
✓ Select the text that you want to make bold→Select Home tab→From Font Group select Show
font dialog box button→Click on font tab→Select bold form font style box.

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Nifas Silk Polytechnic College
Training, Teaching and Learning Materials Development

Show font button

To make the text Italic

✓ Select the text that you want to make italic→Select Home tab→From Font Group select Italic
button.
To make the text italic using Font dialog box
• It is possible to change font style using Font dialog box.
✓ Select the text that you want to make italic →Select Home tab→From Font Group select Show
font dialog box button→Click on font tab→Select italic form font style box.
To make the text Underline
✓ Select the text that you want to make italic→Select Home tab→From Font Group select
underline button.
To make the text underline using Font dialog box
• It is possible to change font style using Font dialog box.

✓ Select the text that you want to make underline →Select Home tab→From Font Group select
Show font dialog box button→Click on font tab→Select underline form font style box.
Changing text font
To change font using change font face options
✓ Select the text that you want to change font face →Select Home tab→From Font Group select
Show font face dropdown option →choose one of them.
To change font using Font dialog box
✓ Select the text that you want to change font face →Select Home tab→From Font Group select
Show font dialog box button→Click on font tab→ choose one of them form font box.
Changing text size
To change font size using change font size options
✓ Select the text that you want to change font size →Select Home tab→From Font Group click on
Show font size dropdown option →choose one of them.
To change font size using Font dialog box
✓ Select the text that you want to change font size →Select Home tab→From Font Group select
Show font dialog box button→Click on font tab→ choose one of them form size box.
Changing font colors
To change font color using change font color options
✓ Select the text that you want to change font color →Select Home tab→From Font Group click on
Show font color dropdown option →choose one of them.
To change font color using Font dialog box
✓ Select the text that you want to change font color →Select Home tab→From Font Group select
Show font dialog box button→Click on font tab→ choose one of them form font color box.
Subscript or superscript
To change subscript using subscript button
✓ Select the text that you want to make subscript →Select Home tab→From Font Group select

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Nifas Silk Polytechnic College
Training, Teaching and Learning Materials Development

subscript button.
To change subscript using Font dialog box

✓ Select the text that you want to make subscript →Select Home tab→From Font Group select
Show font dialog box button→Click on font tab→ check the check box of subscript.
To change superscript using superscript button
✓ Select the text that you want to make superscript →Select Home tab→From Font Group select
superscript button.
To change Superscript using Font dialog box
✓ Select the text that you want to make Superscript →Select Home tab→From Font Group select
Show font dialog box button→Click on font tab→ check the check box of superscript.
Changing the Case of Text
To change capitalization of a text:
• Select Home tab→ Click on change Case button form font group→ select (UPPER CASE,
lowercase, Sentence case, tOGGLE cASE, Capitalized Each Word).
Change case
button

Creating a Drop cap

To create Drop cap

• Click in the paragraph that you want to begin with a drop cap→Click on Insert tab→In the text group→
select Drooped or In margin.

To Remove Drop cap

• Click in the paragraph that you want to begin with a drop cap→Click on Insert tab→In the text group→
select Drooped or In margin.
Paragraph formatting
Changing Line Spacing
To change line spacing using line spacing button

✓ Click in the paragraph that you want to change line spacing →Click on home tab→from paragraph group
click on Show line spacing dropdown button → select one of them.
(Line spacing button)

To change line spacing using paragraph dialog box

✓ Click in the paragraph that you want to change line spacing →Click on home tab→from paragraph group
click on Show paragraph button → select one of them from line spacing box.

Show paragraph
button

Indenting a Paragraph
To change Indent using indent box

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✓ Select the paragraph that you want to indent→ Click on page layout tab→ ender paragraph group
click the arrows next to Indent Left or Indent Right to increase or decrease the left indentation
of the paragraph.
To change Indent using paragraph dialog box
✓ Click in the paragraph that you want to indent →Click on home tab→from paragraph group click
on Show paragraph button → ender paragraph group click the arrows next to Indent Left or
Indent Right to increase or decrease the left indentation of the paragraph.
To indent first line
✓ Click in the paragraph that first line indent →Click on home tab→from paragraph group click on
Show paragraph button → select first line indent form special box.
Paragraph Alignment
To change paragraph alignment using alignment button
✓ Click in the paragraph that you want to align →Click on home tab→from paragraph group click on
align left or align right or align center or also align justify button.

Left Center Right Justify

To change paragraph alignment using paragraph dialog box
✓ Click in the paragraph that you want to align →Click on home tab→from paragraph group click
on Show paragraph button→ select alignment form alignment box.
Tab formatting
To set custom tabs:
✓ First sate tab stop poisons →Click on home tab→from paragraph group click on Show paragraph
button → click on Tabs button → Select tab stops position and select leader and alignment →ok.
To delete a custom tab:
✓ To delete single tab stop position; (Click on home tab→from paragraph group click on Show
paragraph button→click on Tabs button →Select tab stop position and use clear button)

✓ To delete all tab stop position; (Click on home tab→from paragraph group click on Show
paragraph button→click on Tabs button → clear all)

Bullet and numbering list

To create a numbered list automatically:
✓ Type 1, followed by a dot and a space → Type the text for the first item and press Enter. And use Enter to
continue. (To Stop press Enter twice)

To create a numbered list using numbering button

✓ Click on home tab→ from paragraph group select number format form numbering button→ Type the text for
the first item and press Enter. And use Enter to continue.

(Numbering button)

To create a bulleted list:

✓ Type (*) followed by a dot and a space → Type the text for the first item and press Enter. And use Enter to
continue. (To Stop press Enter twice)

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Nifas Silk Polytechnic College
Training, Teaching and Learning Materials Development

To create a bulleted list using bullet button

✓ Click on home tab→ from paragraph group select bullet format form bullet button→ Type the text
for the first item and press Enter. And use Enter to continue.
If you want to change the numbers to bullets (or vice versa):
✓ Select the entire list → Click on the Bullets or Numbering button from home tab on the paragraph
group.
Border and shading
To add border
✓ Select the picture, table, or text that you want to apply a border →select Page Layout tab→form the
Page Background group select page boarders button→click on border tab→from style select Line
Style and select line Color form Color box → Ok
To remove border
✓ Select the picture, table or text that you want to remove border→ select Page Layout tab→form the
Page Background group select page boarders button→click on border tab→click on none box→ Ok
To add shading
✓ Select table or text that you want to shading→ select Page Layout tab→form the Page Background
group select page boarders button→click on shading tab→select shading color→ Ok
To remove shading
✓ Select table or text that you want to remove shading→ select Page Layout tab→form the Page
Background group select page boarders button→click on shading tab→select no color→ Ok
Page formatting
Page border
To add page border
✓ Select Page Layout tab→form the Page Background group select page boarders button→click on
page boarder tab→ specify the Type of border you Want→ from Apply to specify in which page you
the border apply →Ok
To remove page border
✓ select Page Layout tab→form the Page Background group select page boarders button→click on
page boarder tab→click on none box→ Ok.
Header and footer
To create header and footer:
✓ Select Insert tab→ in the Header & Footer group, click Header or Footer button→ Click the
header or footer design that you want.
To remove header and footer:
✓ Select Insert tab→ in the Header & Footer group, click Header or Footer button→ Click on
remove header and remove footer button.
Changing Page Margins
To insert page margins
✓ Select Page Layout tab→ in the Page Setup group→ click on page setup button→ Click on
Margins tab → Type a new setting (or use the Up and Down arrows next the text box) →Ok.
To change Orientation
✓ Select Page Layout tab→ in the Page Setup group→ from orientation button select preterit or
landscape.
Column

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Nifas Silk Polytechnic College
Training, Teaching and Learning Materials Development

To create Column
✓ Place the insertion point where you want the page to break →Select Page Layout tab→ in the Page
Setup group→ from Columns button select more column button→Enter number of columns in the
Number of Columns text box. If you want to insert line between columns, mark the Line Between
check box →select applied location form apply to box→Ok
Page break
To create page break
✓ Place the insertion point where you want the page to break →Select Insert tab→ in the Pages group
click on Page break button.
Or
✓ Place the insertion point where you want the page to break and Press Ctrl + Enter key.
To remove page break
✓ Place the insertion point on the break in Normal view→ Press the Delete key

Operation Sheet 4 Adding a table and graphic to a document

To insert table
✓ Click where you want to insert a table →On the Insert tab, in the Tables group click Table and then click
Insert Table command→insert number of columns and Rows.
Selecting Parts of a table
To select a cell:
✓ Point at the left side within the cell→ Click once.
To select group of cells:
✓ Click in the first cell of the group→ pressing the Shift key, click the last cell of the group and release the
Shift key.
To select a row:
✓ Point at the left side of the row outside the table → Click once.
To select a column:
✓ Point just above the column you want to select→ Click once.
To select multiple contiguous rows/columns:
✓ Select the first row or column →pressing the Shift key select the last row or column.
To insert a new row at the bottom of the table:
✓ If you want to insert a row at the bottom of the table, just click in the last cell of the table (the lower-right cell)
and press the Tab or Enter key.
To insert a new row in the middle of the table:
✓ Select the row where you want to insert the new one →Click on Table tools tab, Click layout tab, →Under
Row & column click on Insert Above or Below button.
To insert a new column in the middle of the table:
✓ Select the column where you want to insert the new one →Click on Table tools tab, Click layout tab,
→Under Row & column group click on Insert Left or Right button.
To delete a Row or Column:
✓ First select the Row or Column → Click on Table tools tab, Click layout tab→Under Row & column group
click on Delete Row or Column button.
To delete an entire Table:
✓ Select the entire table → Click on Table tools tab, Click layout tab→Under Row & column group click on
Delete table button.
Merging Cells:
✓ Select the Cells to merge→ Click on Table tools tab, Click layout tab→Under Merge group click on Merge
cells button.
Adding Graphics to a Document
Add an AutoShape

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Training, Teaching and Learning Materials Development

To insert auto shape

✓ Select area you want to insert auto shape →On the Insert tab→ in the Illustrations group click on Shapes→
Click the shape that you want, and then drag to place the shape.
(Auto shape button)

To resize auto shape:

✓ Select the drawing→to resize the drawing, drag one of its selection handles when it changes to double
arrows.
To move auto shape:
✓ Select the drawing→ to move the drawing, drag the mouse when the mouse pointer changes to four black
arrows.
To add text on auto shape:
✓ Select the drawing→Right-click on the auto shape→ select add text options.
Insert a picture
To insert picture using Clip art
✓ On the Insert tab→ in the Illustrations group, click on Clip Art button→In the Clip Art task pane, in the
Search for text box, type a word or phrase that describes the clip art that you want, or type in all or some of
the file name of the clip art.
To narrow your search, do one or both of the following:
➢ To limit the search results to a specific collection of clip art, in the Search in box, click the arrow and
select the collection you want to search.
➢ To limit the search results to clip art, click the arrow in the Results should be box and select the check
box next to Clip Art.
➢ In the Clip Art task pane, you can also search for photographs, movies, and sounds. To include any of
those media types, select the check boxes next to them.

✓ Click Go.
✓ In the list of results, click the clip art to insert it.
To insert picture using Clip art
✓ Click where you want to insert the picture →click On the Insert tab →in the Illustrations group,
click Picture. →Locate the picture that you want to insert→Double-click the picture that you want to
insert.

To resize picture:
✓ Select the picture→to resize the picture, drag one of its selection handles when it changes to double arrows.
To move auto shape:
✓ Select the picture→ to move the picture, drag the mouse when the mouse pointer changes to four black
arrows.
WordArt
To insert WordArt
✓ On the Insert tab →click on the Text group then click WordArt button →and then click the WordArt style
that you want →Type your text in the Text box→Ok.

WordArt button
To resize WordArt

✓ Select the WordArt→to resize the WordArt, drag one of its selection handles when it changes to double
arrows.

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Nifas Silk Polytechnic College
Training, Teaching and Learning Materials Development

To move WordArt
✓ Select the WordArt→ to move the WordArt, drag the mouse when the mouse pointer changes to four black
arrows.

Operation Sheet 5 Creating Mail Merge

Mail Merge
To create the mail merge
1. Write your main document and save it and close it.
2. Open new document and create your data source using tables then save the table and close it.
3. Open your main document and click on mailings tab;
4. Open your data source; form mailings tab; form select recipients button click on use existing list button.

Use existing list

button

5. Insert your fields using insert merged field Button from Mailings tab under write & Insert fields group.

❖ Insert you’re filed one by one.

(Insert Merge Field Button)

6. View your merged data using preview Results Button form Mailings tab under Preview Results button.

(Preview Results)

7. View the user data using next and previous button form Mailings tab under preview results group.

Firs Previou Next Last

8. Edit personal data using Edit personal documents button form mailings tab under finish & merge button under
finish group.
Edit personal
documents

9. Finally save the Edit per sonal documents.

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Nifas Silk Polytechnic College
Training, Teaching and Learning Materials Development

Operation Sheet 6 Printing a document

To print a document
• Make sure that a printer was attached to your computer or to the network.
• Make sure also that the driver for that printer was already installed in your computer.

To print:
• Click on Ctrl + P or click on the Office button then click Print

• After that, a print window will pop-up

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Nifas Silk Polytechnic College
Training, Teaching and Learning Materials Development

Here are the basic things you should know when printing a document:
If you have many printer installed in your computer, choose the printer you want to use here.

Print all pages

Print the current page

displayed on your
screen

Print specific page/s only

Ex. 1-4 – prints pages 1-4
1,3-4 – prints page 1
and 3 to 4
1,5 – prints pages 1 & 5

Indicates the number of

copies to be printed

When you’re done, click OK button to print the document.

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