COMPUTER APPLICATION FOR MASS MEDIA

COURSE OUTLINE
1). Basic concept of Word Processing Application Program for Mass Media
 MS-Word: Designing a Newsletter

2). Basic concept of Spreadsheet Application Program for Mass Media

 MS-Excel: Creating an Advertisement Log and TV Program Schedule.

3). Basic concept of Presentation Application Program for Mass Media

 MS-PowerPoint: Creating Visual presentation.

4). Basic concept of Database Application Program for Mass Media

 MS-Access: Creating Video Production Archives.

5). Internet as Communication and Research Tools in Mass Media operations

 WordPress for blogging and news, Grammarly App for typo and grammatical error corrections.

1). Basic concept of word Processing Application Program for Mass Media
Word-processing is essentially typing, editing, and manipulation of a document in a desired form.
A Word Processor is an application or program for manipulating text-based documents. It is the electronic equivalent
of paper, pen, typewriter, eraser, dictionary, and thesaurus. Word processors range from simple through to complex. But
word processors make the tasks associated with editing documents (deleting, inserting, rewording, and so on) very easy.
Types of word processor:
 Dedicated word processor
 Standard word processor
 Word processing packages on minicomputer

Examples of word processor:

 WordPerfect
 Microsoft Word
 Wordmark
 Lotus WordPro
 Procedure Write
 Notepad
 WordPad
Steps to execute word-processing:
a). The writer writes the text
b). The writer edits (correcting and improving) the text
c). The writer composes the text i.e. the way a writer structure and compose a piece of writing.
d). Proofreading i.e. To check for errors in a text before it’s been published.

MICROSOFT WORD
MS- Word: is a word processor developed by Microsoft Corporation. It is an application used to create, edit, print and
save a document. It allows the user to insert pictures, tables, charts, drawings & features that will make the text richer &
more interactive. The extension name of MS- word is .docx or .doc for older version

Ribbon: Ribbon contains commands organized in three components:

 Tabs: These appear across the top of the Ribbon and contain groups of related commands. Home, Insert, Page
Layout are examples of ribbon tabs.
 Groups: They organize related commands; each group name appears below the group on the Ribbon. For
example, group of commands related to fonts or group of commands related to alignment, etc.
 Commands: Commands appear within each group as mentioned above.

Each of the tabs contains the following tools:

Home: Clipboard, Fonts, Paragraph, Styles, and Editing.

Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols
Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros

BASIC FUNCTIONS OF MS-WORD:

TO OPEN MS-WORD
Step 1: Click on the windows search bar on your Computer and type Word to display the MS-Word app.
Step 2: Select the MS-Word app to open it.
TO START NEW DOCUMENT:
Creates a new blank document based on the default template
Step 1: From the Menu bar click the File tab and select the New option.
Step 2: Double-click on the Blank document
TO SAVE NEW DOCUMENT:
Saves the active file with its current file name, location and file format
Step 1: From the Menu bar click the File tab and select the Save or Save As option.
Step 2: This will display a save dialog box that will lets you navigate through different folders, select your desire
folder, type the name of your file and click Save.
TO PRINT DOCUMENT:
Prints the active file - for more print options go to the File menu and select Print
Step 1: From the Menu bar click the File tab and select the Print button

Step 2: Print dialog box appears. Select Printer name, Select All pages (or) Current page (or) type the page
numbers and also select
number of copies according to the requirement and click O.K
TYPING AND INSERTING TEXT:
To type insert text on the document area
Step: Position the insertion point i.e. a vertical blinking line, where you want the text to appear and type-in texts with
the keyboard.

SELECTING TEXT:
To highlight or select a particular text
Step: Use the Mouse to Highlight the test from the first letter of the word or paragraph you which to select to the last
letter of the same word or paragraph.
DELETING TEXT:

To erase text completely

Step: Use the BACKSPACE to erase text to the left of the cursor or use the DELETE key to erase text to the right.
UNDO AND REDO:
Undo Reverses the last command, while Redo Reverses the action of the Undo button.
Step: To undo the previous work select Edit\Undo or press Ctrl + Z
Step: To redo the previous action, select Edit\Repeat or press Ctrl + Y
CUTTING, COPYING AND PASTING TEXT:
Cut Removes the selection from the document and places it on the clipboard while Copy Copies the selected item(s) to
the clipboard then Paste Places the content of the clipboard at the insertion point
Step 1: Highlight the text you need to cut or copy and right click on the mouse to select cut or copy from the option box
Step 2: To paste the previously cut or copied text, move the cursor to the location you want to move the text to and right
click on the mouse to select paste from the option box.
INSERTING PICTURES:
A number of pictures are available in MS Word that can be inserted into any document
Step 1: Click on the place, where the picture is to be inserted.
Step 2: Select Insert Picture.
Step 3: Select the required category and click on the required picture from the
selected category, Select Insert and click on Close.
INSERTING SHAPES:
A number of Shapes are available in MS Word that can be inserted into any document
Step 1: Click on the place, where the shape is to be inserted.
Step 2: Select Insert tab and locate and click on Shapes.
Step 3: Select the required category and click on the required shapes from the
selected category, Select Insert and click on Close.
INSERTING TESTBOX:
A number of Text Box are available in MS Word that can be inserted into any document
Step 1: Click on the place, where the Text Box is to be inserted.
Step 2: Select Insert tab and locate and click on Text Box.
Step 3: Select the required category and click on the required Text Box from the
selected category, Select Insert and click on Close.

PRACTICAL CLASS:
NEWSLETTER
Newsletters are used in businesses and organizations such as Newspaper, Magazine, Digital marketing, and etc.
They are a way to communicate with an audience in a professional manner. Crafting a newsletter correctly can
captivate readers and create loyalty.
When crafting a newsletter in Microsoft Word, there are essential steps to be taken whether for a professional project or
just to share updates with friends and family. These are: Open MS-Word and create a new document. Choose the page
size and orientation that best suits your newsletter. Create a header with an attractive title and add branding elements
such as logos or images. Add content using text boxes to organize and arrange the text. Take advantage of Word’s
formatting options to style font, size, colour, and alignment. Create distinct sections in the document with page breaks
or dividers for better navigation. Proofread the newsletter before sending or publishing.
STEPS TO CREATE A SIMPLE NEWSLETTER:
Step 1: Open a New blank document on Ms-word or (Newsletter template if it matches your choice)
Step 2: Insert shapes for the designs: select Insert tab – click on Shapes – select Square shape
Step 3: Place the mouse at the Insertion point and draw out the shapes
Step 4: To delete the shape border line: Select Shape format – Shape Outline – select No shape outline box
Step 5: Copy and paste the shape and use it somewhere else on the design.
Step 6: Add textbox: Select Insert tab – click on textbox drop down button to select draw textbox
Step 7: Place the mouse at the Insertion point and draw out the textbox
Step 8: To get rid of the textbox fill and borderline: select Shape Format – click shape outline and select No outline –
click on Shape Fill and select No fill
Step 9: Type your text on the text format and go to Home tab – go to fonts group – and adjust the font of your text
Step 10: Copy and paste the text and use it somewhere else on the design (place mouse on the textbox hold Alt and Ctrl
key same time and drag out mouse from the textbox)
Step 11: Adjust the boxes and insert your original text appropriately
Step 12: Insert Images: Select Insert tab – click Pictures – Select images from your file – click ok. Adjust the images
and your text, add colours appropriately and save your file for printing, or sending or publishing.
Step 13: To bring picture to from of text and shapes: Select the picture – select Picture Format tab – click dropdown
of Wrap Text – Select Bring to front. (Same format to send it back)
Step 14: To crop the image: Select Picture Format – select Crop image
Step 15: To Align image with shape: select both picture and shape, hold ctrl key and Select Picture Format – click Align
Right, or Left or Centre. Use same format to align your test boxes or group them together.
Step 16: To change colour: Select Shape format tab – select colour fill – click on your choice of colour or click more fill
to customize your colour.
MULTIPLE COLUMNS AND IMAGES INSIDE PAGES OF THE NEWSLETTER
Step 1: Create Section Break on the page where you want multi column: place your mouse where you want the section
to start from – go to Layout tab – select Breaks drop down box – click Continuous – then select with your mouse
where you want section break to end – then click continuous again.
NB: Now you can create column on any of the section you want
Step 2: To create multiple column: Select the page - Go to Layout Tab – select Columns dropdown box – select
number of columns you desire.
Step 3: To wrap text around inserted images: select the image – click on the curve button beside the image (Layout
option) – and select how u want your text to wrap around the image

S tep 4: To create a Drop Cap on your text: Select the first letter of the paragraph – go to insert tab – click Drop cap
box button – select any option you want.

2). Basic concept of Spreadsheet Application Program for Mass Media

Spreadsheet is a software that helps to substitute the paper worksheets in the offices. it displays data in the
form of rows and columns.
Examples of spreadsheet programs
1. MS-Excel 2. Lotus 1-2-3
3. VisiCalc 4. Quatro Pro

MS-Excel is a window-based spreadsheet developed by Microsoft corporation. It includes all features of a spreadsheet
package like recalculation, graphs & functions. It also provides many Mathematical, Financial & Statistical functions.
Thus, it is used in many scientific and engineering environments for analyzing data. Excel can even hold graphic objects
like pictures & images.

OPERATOR:
Operator is a symbol used to specify the type of calculation that is to be performed on the elements of a formula.
Microsoft Excel includes four different types of calculation operators: arithmetic, comparison, text and reference .

Arithmetic Operators:
Arithmetic operators perform basic mathematical operations such as addition, subtraction, multiplication; combine
numbers; and produce numeric results.
+ (plus sign) Addition 3+3
- (minus sign) Subtraction Negation 3-1-1
* (asterisk) Multiplication 3*3
/ (forward slash) Division 3/3
% (percent sign) Percent 20%
^ (caret) Exponentiation 3 ^ 2
Comparison Operators:
These operators compare two values and then produce the logical value TRUE or FALSE.

= (equal sign) Equal to A1 = B1

> (greater than sign) Greater than A1 > B1
< (less than sign) Less than A1 < B1
>= (greater than or equal Greater than or equal to A1 > = B1 to sign)
<= (less than or equal to sign) Less than or equal to A1 <= B1
<> (not equal to sign) Not equal to A1<> B1
Text Operators:
The text operator “&” combines one or more text values to produce a single piece of text. Example “North” & “wind”
produce “North wind”

Reference Operators:
Reference operators combine a range of cells for calculations. Example:

: (colon) Range operator B5: B15

, (comma) Union operator SUM (B5:B15, D5:D15) multiple references into one reference
(single Intersection operator, which produces space) SUM (B5:B15 A7: D7)

Statistical Operators:
=SUM(RANGE): This function is used to calculate Total Summation Of values or entries within the range.
=AVERAGE (—): This calculates the Average of entries within the range.
=MAX (—): This gets the maximum value within the entries in the range.
=MIN (—): This gets the minimum value within the entries in the range.
=COUNT (—): This will count the number of entries within the list.

BASIC FUNCTIONS OF MS EXCEL

Entering data:
You can enter text, numbers and dates in an Excel worksheet.
To enter data of any type,
Step 1: Select the cell by clicking on it.
Step 2: Type in the information.
Step 3: Press the Enter key.
When you begin typing, your data also appears in the formula bar.
Editing text:
The easiest way to edit the contents of a cell is to select the cell and then retype the entry, Or Double click the cell you
want to edit. The insertion point appears within the cell, then delete and retype the new data and press enter.

Ex: Suppose you find that in the cell A6, you have entered the marks as 78 instead of 87, then click on A6 and type
87 →enter
Formatting a worksheet:
Changing the style or appearance of data in a worksheet is called formatting. You can format the data in a worksheet
by:
• Changing the position of data in a cell
• Changing the font size, Font style & colour.

Aligning data:
By default, any text you enter in Excel is aligned to the left and any value or number is aligned to the Right. To
change the default alignment, you can use the alignment buttons on the formatting tool bar. Go to Home Tab –
Alignment – and choose from the options of the alignments available.
Formatting Numbers:
Formatting data in a worksheet includes changing the number of decimal places, displaying dates, times & fractions and
adding currency symbols.
To format the number in a cell, the steps are:
Step 1: From the Home Tab – locate Number Group
Step 2: The Default is General, but click the Drop-down button on the General button and select your choice of number
format.
Inserting Rows & Columns:
In Excel, rows & columns can be inserted or deleted without affecting the surrounding rows, columns & cells.
To insert a row,
Step 1: Rest the mouse pointer over the row above which you want to insert the new row.
Step 2: On the Insert menu, click rows. A row is inserted and the existing row moves down after the new row.
Similarly, insert a column in same step above.

Changing Row height & Column width:

By default, every row is 12.75 points high and every column is 8.43 characters wide. As you fill it with data, however
you have to change the size of rows & columns so that it is fitted to the length of the data.
To Resize a column:
1. Rest the mouse pointer on the column boundary on the right side.
2. The shape of the mouse pointer changes to dark cross sign
3. Drag the boundary until the required width is obtained.
Selecting Multiple Cells:

The currently-selected cell in Excel is called the active cell. You can also select a group of adjacent cells, or a cell
range. Many operations can be done against a cell range: move it, copy, it, delete it or format it.
To Select All Cells in a Column or Row:
Click the gray Column heading to select the entire column. (Click and drag the cursor across other column headings to
select those columns
Click the gray Row heading to select the entire row. (Click and drag the cursor down through the row headings select
those rows

To Select the Entire Worksheet:

Click the gray rectangle in the upper left corner to select entire worksheet.
Cut, Copy & Paste
.
To Create a Simple Formula that Adds the Contents of Two Cells:
Step 1: Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and 345 in cell B3).
Step 2: Click the cell where the answer will appear (B4, for example).
Step 3: Type the equal sign (=) to let Excel know a formula is being defined.
Step 4: Type the cell number that contains the first number to be added (B2, for example).
Step 5: Type the addition sign (+) to let Excel know that an add operation is to be performed.
Step 6: Type the cell number that contains the first number to be added (B3, for example).
Step 7: Press Enter or click the Enter button on the Formula bar to complete the formula

Creating Charts:
Charts in Excel are used to represent data pictorially. We can use different types of charts to represent data.
Types of charts which are available in Excel:
1. Column charts
2. Bar charts
3. Line
4. pie
5. XY (scatter)
6. Area
7. Doughnut
8. Radar
9. Surface
10. Bubble
11. Stock
12. Cylinder, Cone & Pyramid

Step i) Enter the data in a table.

Step ii) Open the Insert Menu and select Chart
Step iii) In the Chart
Wizard – Step 1 of 4, select the type of chart you want to make and click Next
Step iv) In
the step 2 of 4, enter chart source data and click Next
Step vi) In the step 3 of 4, enter the chart options like label of
the chart and click Next
Step vii) In the step 4 of 4, give the chart location where you want the chart to be located and
press Finish.

PRACTICAL CLASS:

Creating a TV Programs Schedule with Advertisement Log.

Use these steps as a reference when producing a schedule:

1. Open a blank spreadsheet

Start by searching for the Excel application on your computer or clicking on the Excel icon on your desktop. On the
home screen, click “Blank workbook.” This opens a new spreadsheet where you can create your custom schedule.

2. Create a header

Insert a header for your schedule so everyone clearly understands the document. Do this by selecting multiple cells
across the top of the table you want to create and merging them. For example, if you want to create a schedule that’s
seven columns wide, select cells A1 to F1. Next, click “Merge & Center” in the alignment toolbar. In this large cell, type
the title of your schedule, such as “TV programs Schedule”. You can adjust the size of the cell and increase the font
size to adjust the header’s appearance.

3. Title your columns with weekdays

Underneath the header, use the next row to write the workdays for your team. Leave the first column blank so you
can have a space to write the names of your team, then start listing each day in the subsequent columns. For example,
if your team works Monday through Friday, write Monday in B2, Tuesday in C2, Wednesday in D2, Thursday in E2 and
Friday in F2.

In the next row, list the specific dates that correspond with each day of the week. You can change these dates with
each new schedule. For example, you may include the dates January 10 through January 14 in cells B3 through F3 for
your first schedule, then update those dates to January 17 through January 21 for the next week’s schedule.

4. List employee names in each row

Next, write the names of each employee in the first column, leaving the first few rows blank because of the header
and date information. If you assign different positions for each shift, designate two rows to each employee so you can
write both the time of their shift and the name of their position. For example, you may start by writing an employee’s
name in cell A4. You skip A5 so you can add extra information about their shift, then add the next employee’s name in
cell A6.

5. Enter shift details

Under the intersection of a date and each employee’s name, add details about their shift. Include the hours of their
shift in once cell, and add their position if relevant. For example, you may want to schedule an employee from 1 p.m.
to 9 p.m. on Monday to work the patio area of the restaurant. On the Excel schedule, you may write “1 p.m. to 9 p.m.”
in cell B4 next to their name. Right underneath, in cell B5, you can write “Patio” to indicate their shift assignment.

Related: Shift Schedules: Examples and Explanations

6. Save your schedule

Save the file to finish your schedule. Click “File,” select “Save As” and select the location where you want to save the
workbook. Type a name for the workbook and click “Save.” You can also decide to export the document or print the
schedule directly from the workbook.