Table of contents

Contents
ABOUT THIS TRAINING MODULE ............................................................................................................................................... ii
CONCEPTS OF INFORMATION TECHNOLOGY ......................................................................................................................... 1
MANAGING FILES AND USING THE COMPUTER................................................................................................................... 19
WINDOWS ................................................................................................................................................................................... 20
MANAGING DRIVES AND FILES/MY COMPUTER AND WINDOW EXPLORER ............................................................ 30
WINDOWS ................................................................................................................................................................................... 34
MICROSOFT WORD 2007 ............................................................................................................................................................. 40
CREATING, SAVING AND CLOSING A DOCUMENT/ACTIVATING/RECALLING A DOCUMENT .............................. 42
EDITING FUNCTIONS ............................................................................................................................................................... 45
SPELLING AND GRAMMAR .................................................................................................................................................... 48
PAGE LAYOUT AND FORMATS ............................................................................................................................................. 49
PARAGRAPH FORMATTING ................................................................................................................................................... 53
COMBINING DOCUMENTS, EDITING SEVERAL DOCUMENTS SIMULTANEOUSLY, COPYING AND MOVING
TEXT ............................................................................................................................................................................................ 57
BASIC POWERPOINT SKILLS...................................................................................................................................................... 74
CREATING, SAVING AND CLOSING A PRESENTATION ................................................................................................... 74
SPREADSHEET ............................................................................................................................................................................... 83
BASIC WORKBOOK AND WORKSHEET SKILLS ................................................................................................................. 92
FORMULAS ................................................................................................................................................................................. 96
DOCUMENT SETUP AND PRINTING A WORKSHEET ...................................................................................................... 102
CHARTS..................................................................................................................................................................................... 105

i
 About this Training Module

ABOUT THIS TRAINING MODULE

The Module titled “COMPUTER SKILLS” is offered to all students in their first year. It is meant to prepare
these students to handle INFORMATION SYSTEM matters that relating to COMPUTERS of the modern
world. The module teaches computer skills from such basics as switching on the computer, hardware and
software, management of computer files, window environment, loading of word document, creation of
tables, watermarks, manipulation of shapes and objects and compressing of files and creation of
professional word documents, Creation of professional presentation, spreadsheet skills, database skills
and surfing the internet.

Objectives of the Module

The aim of this module is to equip you with knowledge of the fundamental principles of computer skills,
with clear emphasis on hardware and software, viruses, file management, computer environment and
creation of professional word documents. Information technology plays a vital role in supporting the
activities of all organisations. Information technology (or information system) as used in this module,
encompasses hardware and software products, information system operations and management processes,
and the skills required to apply those products and processes to the task of information production and
information system development, management and control.

The specific objectives include:

 To demonstrate an understanding of the concepts of hardware, software and communication as the
various components of an information system.
 To understand the functioning of the computer.
 To understand the management and organisation of computer files.
 To create professional word documents.

Outline of the Manual and Contents

The module is structured into three broad sections:

 CONCEPTS OF INFORMATION TECHNOLOGY
 MANAGING FILES AND USING THE COMPUTER
 MICROSOFT WORD 2007
 POWERPOINT
 SPREADSHEET
 DATABASE

Target Groups
This Module is intended for use by people of all walks of life. This module offers completely updated
coverage as well as an increased focus on the effects of globalisation on information system. Readers get
the best possible foundation to prepare them for the rapid changing pace of information technology today.

Ideal number of trainees

The ideal number of trainees is 15-20 when they come for their residential school. A slightly larger audience
can be taken on but ideally should not exceed 30 people per session.

ASSESSMENT
This module is divided into 3 sections. Each section addresses some of the learning outcomes. You will
be asked to complete various tasks so that you can demonstrate your competence in achieving the various
outcomes.
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 About this Training Module

Assessment methods
Under this module, you will have two assignments and one continuous assessment test. You will write the
first assignment and a test during your residential school following the beginning of a trimester. These
make up your continuous assessment (CA) which contributes 30% of your final mark in the course.
 Each assignment will contribute 5% of the final mark (10% for the two assignments)
 The continuous assessment test will contribute 20% of the final mark.
 A written examination set by the college at the end of the trimester will contribute 40% of the final
mark.
 The practical examination will contribute 30% of the final mark.

LEARNING TIPS

Duration:
You will most likely to take about 40 hours to work through this module. This includes the time you will
spend on the activities and self help questions.

Study activities:
In this module a variety of examples and exercises are given. You should do these examples and exercises
by yourself also and compare your attempt with the solutions given in the module and requested answers
for exercise. It also contains self evaluation questions, to encourage your active participation in the
learning process. These are combination of reading, studying, doing and thinking activities that are
presented in a flexible manner. This will enable you to absorb the knowledge content of the topic, to
practice tour understanding and to direct your thoughts.
This is important because as you encounter these study activities and actually perform them, you will
become directly involved in controlling the extent and the quality of your learning experience. In short,
how much and how well you learn, will depend on the extent of your progress through the study activities,
and the quality of your effort.

In cases where examples and exercise are given, the questions should be answered without reference to
the study material. You should then mark your answer against the answer given in the study module.
Where your answer differs from that given in the study module, ask yourself why? How? Where? What
did I do wrong? If more than 25% is incorrect, try again to answer the question without referring to the
study module or your previous attempt.

Icons: this module uses a number of icons. Icons are pictures or symbols that serve as indicators or guides
that tell you what you should do. Below are the icons you might find in the module:

Activity Reading Summary

Complete the activity
Read as suggested (a review of the
unit)

Note it Self-help Assignment

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 About this Training Module
(indicates important Answer the Score adds to
points) questions your CA

If you need help

It will be necessary for you to contact us by phone for various consultations. As such enquire from the
program coordinator regarding the telephone numbers that you may have to call. You can also come to
college whenever you are in Lusaka or if you live in Lusaka. In addition, you will be advised (during your
residential school) regarding contacting your lecturers or tutors by e-email. However feel free to contact
your lecturer whenever you experience problems.

Your lecturer in this module is Mr. D. Katebe

Email: [email protected]
Cell: 0966162357
Note: Students should have access to a computer with the following minimum specifications: Pentium IV
and above, Windows 7 Operating System, Microsoft Office 2007, 20GB of Hard Drive, 120MB of
memory. Students must have access to a computer at least 4hours per week. Make sure that you request
for the exercise booklet from your lecturer. This module does not contain exercises; exercises are in a
different booklet which you have to be provided with.

We hope you will find this experience exciting and beneficial

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 Concepts of Information Technology

CONCEPTS OF INFORMATION TECHNOLOGY

THE CONCEPTS: HARDWARE, SOFTWARE, INFORMATION TECHNOLOGY (IT)

The term hardware refers to the physical parts of the computer. Hardware components include those used
for input, processing, output and storage. Computer hardware is flexible and versatile. What the hardware
does depends on the computer programs used.

Software is the set of instructions (also called a program) that guides the hardware to function.
Application software turns the computer into a tool for a specific use, for example to do word processing
or spreadsheets. Programs are normally stored on the computer's hard disk. A program is activated and
loaded into the computer's RAM (Random Access Memory) and can then be used for a specific task.

Information Technology (IT) refers to all aspects of managing and processing information. Computers
are central to information management. The personal computer has developed into a powerful tool for
gathering, manipulating and delivering information. The purpose of a computer system is to convert data
into information used for decision-making. The information must be created, organised, analysed, stored
and presented. Programming, the handling of databases and designing systems are important in this
process. Sophisticated databases allow us to store, collate, and access data. Networks and
telecommunications technology allow us to deliver and retrieve information from around the world. IT is
about saving time, working smarter and being more effective. The masses have seen IT as a threat and
have speculated endlessly about machines taking over the world.
WHAT IS A COMPUTER?
A computer can be defined as an electronic machine that: 1. Receives data from an input device. 2.
Carries out arithmetic and logical processing according to a previously compiled set of instructions
(computer program). 3. Stores the processed data. 4. Sends the processed data to an output device: For
further processing; OR
To print the processed data, for example business documents, schedules and management control reports.
Schematically, a computer can be represented as follows:

MEMORY: RAM + ROM

CENTRAL PROCESSING UNIT

INPUT OUTPUT
(CPU) DEVICE
DEVICE
CONTROL UNIT ARITHMETIC UNIT

FLOPPY
EXTERNAL (SECONDARY) MEMORY
DISC

DIFFERENT KINDS OF COMPUTER

Mainframe computers
These are the larger commercial computers. They are able to process an enormous amount of data at a
very high speed, for example, in insurance companies, banks, building societies and hotel management.
Large mainframe computers can process more than 100 million instructions per second (MIPS) and have
a memory capacity of milliards of characters (gigabytes). The fact that the CPU is normally situated in its
own container, away from the peripherals, gave this type of computer its name.

Intelligent terminal: In multi-user systems a terminal is usually connected to a mainframe computer. An

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 Concepts of Information Technology
intelligent terminal, also called a programmable terminal, can input and receive data as well as do its own
processing. That means that it can be used as a stand-alone device and is actually a microcomputer. An
intelligent terminal has a processing unit, storage capabilities and software. For example, this type of
terminal can extract the required information from the mainframe and do any further calculations and
processing within its own CPU (Central Processing Unit).

Dumb terminal: Before the personal computer, each mainframe user worked at a dumb terminal. A dumb
terminal connected to a mainframe computer can draw only on the resources in the main computer; it
cannot run its own programs. Thus, it has limited processing capabilities. Data can be extracted from the
mainframe and data can be entered and displayed. When processing data from the dumb terminal, all
calculations are done by the mainframe itself. Examples: IBM System 360, UNIVAC and Burroughs
B9000.
Disadvantages: A mainframe computer is not easily moved, it is expensive and must stand in a special
room, and for example where there is temperature control.

Supercomputers
Supercomputers are more expensive, more powerful and faster than mainframe computers. They consist
of two or more parallel processing units, which function under one control unit. More than one
construction can be executed simultaneously. The IBM machine, known as ASCI White, covers a space
the size of two basketball courts and weighs 106 tons.
Uses: Supercomputers are used primarily for scientific applications, for example in the aerospace,
automotive, chemical, electronics and petroleum industries. They are also used for weather forecasting
and seismic analysis. They are found in research centers, such as universities and government laboratories.
Speed: Speed is measured in nanoseconds, megaflops and teraflops per second. A teraflop is a trillion
calculations per second. The ASCI White, an IBM machine is capable of 12,3 trillion calculations per
second (September 2001). Japan's NEC supercomputer is the fastest in the world and runs at 35 teraflops
(April 2003). IBM is currently busy developing a 50 teraflop supercomputer for the American Department
of Energy. Example: CRAY-1 and ASCI White, manufactured in the USA.

Minicomputers
These are small computers (between micro- and mainframe computers in size) which, in spite of their
size, can be used successfully in commerce. Minicomputers function in the same way as mainframe
computers, but on a smaller scale and more cheaply. Minicomputers suit the medium-sized business and
educational institutions. They can function more quickly than microcomputers; their speed is measured in
MIPS (million instructions per second). The first minicomputers were marketed in 1965.

Microcomputers/Personal computers (PCs)

The microcomputer's popularity is still increasing because of its compactness, flexibility and power. Size:
The desktop computer fits on top of a desk. The laptop and notebook computers are portable
microcomputers.

Memory capacity and speed: The memory capacity is measured in Megabytes and can currently be up
to 256 Megabytes or more. The speed of a microcomputer is normally measured in MHz (megahertz) or
Gigahertz and can currently be 1 to 2 Gigahertz or more. (1 000 MHz = 1 Gigahertz)

Uses: More and more companies are replacing their mini- and mainframe computers with
microcomputers that are linked through networks (LAN). Microcomputers are used by businesses for
ordinary data processing such as stock control, invoicing, wages and salaries sheets; by educational
institutions for the purposes of computer-based learning and by individuals for personal use.

The arrival of the powerful micro-processing chip brought the microcomputer into being. The computer
industry was quick to see the potential of the chip - which was preceded (around 1970) by the silicon chip
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 Concepts of Information Technology
used in calculators, watches and even washing machines and carburettors - and, with the addition of
memory and input/output circuits, the microcomputer was created. A microcomputer can therefore be
considered as a computer built on a microprocessor chip. Examples: IBM and IBM-compatible computers
(also known as IBM-clones), Apple Macintosh (not I B M-compatible).

Network computers
A network can be described as two or more computers that are capable of sharing information and
resources with each other. Before communication can take place, a connection medium between the two
devices needs to be established, like a network cable or a satellite connection. A local area network (LAN)
uses direct, high-speed cables to share hardware, software and data resources. The connection is over a
short distance and does not use wires owned by a telephone company. A wide area network (WAN) is a
computer network that directly connects computers situated halfway around the globe from each other.
WANs require special media, which are provided by telephone companies and other firms that specialise
in this service.
HOW A COMPUTER FUNCTIONS
The steps in data processing on a microcomputer can be represented as follows: The main advantage of
computers is the high speed at which these steps are carried out.

INPUT PROCESS STORAGE OUTPUT Three types of data, namely numeric, graphic
KEYBOAR
ING
HARD DSK PRINTER/SCREEN and character, can be processed. Scientific and
CPU
technical applications have to do with
processing numeric and graphic data; business applications can use all three; in word processing both text
(character type) plus graphics are used.

Remember: The computer can process only the data that is entered; if incorrect data is entered,
incorrect information will be output. The well-known GIGO rule applies here: "Garbage
in, garbage out."
COMPONENTS OF A COMPUTER
HARDWARE
The CPU, ROM and RAM memory chips, coprocessor chips and slots for extra cards are mounted on the
motherboard (system board), which is a large circuit board. The motherboard ties all the computer
components together and turns them into a personal computer.
CENTRAL PROCESSING UNIT (CPU)
The CPU (central processing unit) can be considered the heart (and the brain) of the computer: data and
instructions are stored here; and the functioning of the computer and sequence of processing are controlled
here.
The CPU is composed of the control unit and the arithmetic logic unit (ALU). In microcomputers these
units are mounted on single silicon chip called a microprocessor, for example a 32-bit Intel
Pentium III chip (64-bit design) or a Pentium 4 chip. The chip is packed with transistors that
process instructions and data for the computer.
A CPU's performance can be improved through the use of a coprocessor, a second processing
chip that handles numeric and graphics computations. The system clock determines the frequency of the
CPU's processing functions and keeps everything under control. The faster the clock runs, the faster the
computer can process data. Clock rates are measured in megahertz (MHz) and gigahertz (GHz). A
megahertz is one million cycles; 1 000 MHz = I GHz. The speed of a microcomputer can at the time of
writing be up to 2.8 GHz.

The control unit

The control unit controls
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 Concepts of Information Technology
 the input and output devices,
• the loading and storage of data to and from the memory and
• the flow of information between the main memory and the arithmetic logic unit.

Arithmetic logic unit (ALU)

Arithmetic calculations, i.e. addition, subtraction, multiplication and division are done here. Certain
logical calculations, for example comparing two numbers to determine which is the greater, are also
carried out here.

Registers and primary (internal) cache memory

Registers are special temporary storage locations within the CPU that very quickly accept, store, and
transfer data and instructions that are being used immediately.
The CPU can also include a small amount of memory, known as primary or Level 1 cache. Cache memory
is very fast computer memory that is used to hold frequently requested data and instructions.
MEMORY
Memory consists of ROM and RAM. Although RAM is often called main memory, it is generally
impossible to create a computer that contains no ROM.

ROM (Read-only Memory)

• Read-only memory: This memory contains data that cannot be changed - it can only be read and not
written to. Software that is in constant use is stored in ROM and is "hard-wired" by manufacturers, for
example the operating program that includes instructions that the CPU requires to perform its functions,
i.e. when the computer is switched on. The instructions to start the computer are on a special chip
known as a ROM BIOS (ROM Basic input/output System) chip. There is immediate access to
instructions from this memory. ROM is like a reference library to which the computer moves again and
again to find out what to do next.
• Permanent memory: This memory retains its information even when the power to the computer is
switched off. The contents cannot be changed. It is thus permanent memory.
• Limited memory: ROM memory is usually fairly limited and forms only a small part of the total
memory. It is not available for storing data.
• Memory chips: These are already filled with data that is hard-wired - sometimes called "firmware".

RAM (Random Access Memory)

Main memory (RAM) is the home of the silicon chip, which contains the storage space. The silicon chip
is in a plastic cover and the surface is smaller than one key on the keyboard. Main memory provides
temporary storage for instructions and data while a program is being used. The CPU is constantly using
memory while carrying out its operations.
The term "random" comes from the direct way data in memory can be located or accessed by the computer;
data can be stored in and retrieved from memory at random. RAM is also called main memory, volatile
memory or primary memory.
• Read-write memory: Software is stored on disks (secondary or auxiliary memory). When needed,
programs are loaded from the disks into RAM. RAM will also store data that is entered via
the keyboard. Data can be changed, added and rewritten to disks. Data is transferred
continuously between the CPU, RAM and the Flash Disk or hard disk.

• Temporary memory: This information is volatile, i.e. it disappears when the power to the computer is
switched off. The information can be changed as desired before storing it in the secondary memory again.
It is a temporary storage facility for data during a working session.
• Capacity: RAM constitutes the greater part of the total memory and can be up to 256 MB or more.
• Memory chips: These are empty and can be filled temporarily with data.
PERIPHERALS

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 Concepts of Information Technology

Peripherals include all devices attached to the CPU. The standard peripherals consist of the screen and
keyboard, the mouse, Flash Disk, hard disk and CD-ROM drives and the printer.
One communicates with the computer by means of the mouse, keyboard or other input devices. The
computer reacts to this by displaying the data on the screen or by printing a hard copy with the aid of the
printer or other output devices.
The combination of keyboard and screen is called the visual display unit (VDU). Information is received
from the computer mainly by means of the VDU. Anything that is keyed in on the keyboard is displayed
on the screen. When the computer requires information or provides answers, this takes place via the VDU.
Peripherals can be classified into input or output devices. These devices are used to send data to the
computer (input) and to output the processed data. Information is output in either hardcopy or softcopy
form. Hardcopy output can be held in your hand, for example output of text on paper. Softcopy output is
displayed on a monitor.
The computer has serial and parallel ports through which these peripherals are linked. Printers and
scanners are usually connected via parallel ports, called LPT ports (line printer ports}. LPT1, LPT2 and
LPT3 refer to the first, second and third parallel-linked devices. Serial ports, called COM1, COM2, etc.
are needed to connect a modem, mouse, light-pen or other input or output devices. USB (Universal Serial
Bus) is a newer interface that is used to connect peripheral devices. A USB port supports devices such as
digital cameras, scanners, modems and printers.

Input devices
Keyboard
The keyboard is the input peripheral through which one normally communicates with the computer. The
computer keyboard can be divided into four sections:
General
• All the keys are repeating keys if held down. Be careful therefore to touch keys lightly.
• To erase: Delete or Backspace.
• To insert: Insert.
• The tab key can be used to tabulate forwards or backwards.

Mouse
This is a pointing device that can be used instead of the keyboard to move the cursor. It is used for
programs with graphic displays (icons) to control the cursor, such as WINDOWS and application
programs for WINDOWS.

Touch pad: A touch pad is a surface that is sensitive to pressure and motion. When you
move your fingertip across the pad, the pointer on the screen moves in the same direction. In
newer notebook computers the mouse is replaced with a touch pad built into the keyboard.
Scanner: This is a device that reads text, images or graphics, for example bar codes, on paper and converts
them into machine-readable characters. The text or graphic is copied directly from the paper onto the
screen and can be saved on the computer.
Digital camera: Digital cameras are used for taking still photographs and storing the results electronically
in memory. They record images as electronic files which can be transferred to computers for processing
or use, for example to include them in business presentations and brochures. These pictures can be
manipulated within any graphics program installed on the computer.

Pictures can be previewed before taking them. Digital cameras don't use film. There are no film
processing, and photos are available immediately. Photos can be printed, edited or deleted. Features to
consider are resolution and memory. Resolution determines the image quality and memory determines the
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 Concepts of Information Technology
number of pictures stored.
Web cam: A Web camera is a small digital movie camera that can be used to send live video over the
Internet or other networks. Two-way text, sound and video communication can be transmitted. It is often
used for videoconferencing. Videoconferencing allows face-to-face conversations with people on the
Internet or other networks.
Microphone: A PC microphone is an audio input device that records (captures) music and voice input
into the computer. It can be a stand-alone microphone or a headset for computers and is used for speech
recognition, internet telephony and capturing music. Using the Internet as an alternative to the telephone
network can cut the cost of calling long distance to that of a local call. Analogy sound waves, such as a
human voice or a musical instrument, are converted into digital data and can be saved as waveform (.wav)
files. Audio files are large and can be edited, played back or inserted into a document.

The computer must be equipped with a sound card. The sound card is an expansion card that adds the
ability to record (capture) and play back sound. The sound card includes jacks (connectors) to accept
sound inputs from a microphone.

Output devices Screen (monitor or VDU - Visual Display Unit)

The monitors connected to desktop computers are normally cathode ray tube monitors (CRTs).
Technically the CRT-monitor is similar to a TV screen except that text is normally displayed instead of
pictures. A graphics card is necessary to display images.
Lately, more and more desktop computers are being offered with flat-panel displays. A flat-panel monitor
uses Liquid Crystal Display (LCD). Flat-panel monitors are more expensive than regular monitors, but
take up less desk space.

The Printer
The printer is the most popular output peripheral that produces paper copies of the information (these are
called hard copies).

Printers can be divided into:

• Impact printers: matrix printers and daisy wheel printers;
• Non-impact printers: laser printers, ink jet printers and thermal printers.

Speakers
In order to hear multimedia sound or play music CDs, the computer must have a set of speakers. You can
listen to music while working. Nearly all computers now come with a sound card and a set of speakers as
standard equipment.
Computer Output Microfilm/Microfiche (COM) systems
Computer output microfilm/microfiche equipment outputs information and data on microfiche sheets or
microfilm rolls. The output is condensed in size compared to hardcopy output and the cost per page of
printed material is less than that of regular hardcopy output methods. It is used when you don't want to
take up space with regular hardcopy output of information. The major disadvantage of COM systems is
that special equipment must be used to read the output that has been stored. Microfilm and microfiche are
most widely used by libraries for records and reference materials.
Input/output devices
Some devices, such as touch screens are both input and output devices.
Touch-sensitive screen
Large shopping malls often install touch screen terminals to help visitors to obtain information about
shops and services offered. The user merely touches the screen at the desired locations to input choices to
the computer. The required information displays on the screen.

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 Concepts of Information Technology
Communication devices
Modem
A modem (short for "modulator" and "demodulator") is a device that is linked to the computer and the
telephone line. A modem changes the digital data from the computer into analogy data {modulate) that
can be transferred by telephone line. In a similar manner, the modem receiving the call then changes the
analogy signal back into digital data (demodulate). In this manner communication can take place with
another computer user who has a similar device. Data can be exchanged between users via telephone lines.
Other devices that can be connected
UPS (uninterruptible power supply)
The purpose of the UPS is to protect the user against unexpected power failures. The UPS takes over when
a power failure occurs and the computer can then operate for a specified time with no loss of data.

Storage devices used for making backups

Tape drives, CD-writers, Zip drives, Jaz drives and USB Flash drives can be connected to the computer
and used to make backups on different removable storage media.
FLASH DISK AND HARD DISK DRIVES
Flash Disk and hard disk drives are used to connect the secondary memory (magnetic disks)
to the computer.
A universal serial bus (USB) flash drive is a small, portable device that plugs into a
computer's USB port. Like a hard disk, USB flash drive stores information, but with a
flash drive you can easily transfer that information from one computer to another.
USB flash drives vary in size and shape and can hold gigabytes of information. USB
flash drives are also called pen drives, key chain drives, key drives, and memory keys.

CD-ROM DRIVES (CD-ROM = compact disc read-only memory)

CD-ROMs are being used for permanent storage of text, images and sound. Computer programs, i.e.
WINDOWS 7 and Microsoft Office, are available on CD-ROM. A CD-ROM drive is built into the
computer (internal). The CD-ROM drive reads information from the disc using a low-powered laser.
SOFTWARE
Various types of program (software) can be employed when using a computer. A program is a set of
instructions to the computer in computer language which enables it to function. A program is described
as being user-friendly if it is easy to understand and can be used after minimal study.
Software can generally be divided into two categories: systems software and applications software.
Systems software: These are programs designed to allow the computer to manage its own resources and
include operating systems, language translators, utility programs and user interfaces. Systems software loads
automatically when the computer is switched on. These programs act as intermediaries between the
hardware and application programs; they help the hardware components work together and provide support
for application programs. The operating system is the most important kind of systems software.
Applications software: Any programs designed to be carried out by a computer to satisfy a user's specific
needs are applications software. These are the types of programs used once the operating system has been
loaded. Examples are word processing, spreadsheet and database programs.

Systems software:
1. Operating system
Briefly, one can say that the hardware cannot be used without an operating system. The operating system
is the primary element of all software; without it no other software can be used. The operating system:
• activates the computer;
• allows us to communicate with the computer - in other words, it is a group of programs that acts as a
"translator" between the computer and us;

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 Concepts of Information Technology
• controls the functioning of the computer: linking with the keyboard, monitor, printer, enabling the
computer to run application programs and the transfer of information between the memory and disk;
• Controls the management of files on the Flash Disk or hard disk enabling us to create, delete, copy and
rename files. The operating system therefore relates closely to the hardware and software.
Examples of operating systems: MS-DOS, WINDOWS 95, WINDOWS 98, WINDOWS Me
(Millennium Edition; upgraded version of WINDOWS 98}, WINDOWS 2000 (Business Operating
System), WINDOWS XP, WINDOWS NT, WINDOWS VISTA, WINDOWS 7 and Linux.

Applications software
These are self-written programs or already-written programs (packages) that are available on the market.
These programs are used for specific tasks.
N.B.: Computer literacy involves learning how to use both systems software and one or more application
programs.

The following are examples of computer applications:

1. Word processing
Word processing includes the design, creation, editing, manipulation, storage and printing of text with
the aid of a program that can be executed by a microcomputer. Examples of word processing
programs: Microsoft Word 2002/2003/2007/2010 and WordPerfect 9.
2. Spreadsheet
A spreadsheet program can be used to create tables in which calculations can be done automatically
by using formulas and functions. Examples of spreadsheet programs: Microsoft Excel 2002 and Lotus
for Windows.
3. Database
A database is an organised collection of related information or data. It provides a method of finding
information quickly and easily. Example of a database program: Microsoft Access 2002.

Graphical user interface (GUI)

A Graphical User Interface is an additional part of the operating system. Such an interface displays
windows, drop down menus and pictures, called icons, which corresponds to particular functions. A mouse
is used to select options by clicking on an icon or on an option on the menu. Graphical user interfaces are
intended to make software user-friendly. It provides a user-friendly platform from which all other
computer work is done. Examples of operating system that use a GUI include Windows
95/98/2000/Vista/Me, Windows XP, Windows 7 and Windows NT.

Main advantages of a GUI interface:

1. Consistency: the structures of menu systems are the same, i.e. WINDOWS uses the same keystrokes in
any program to print.
2. Faster learning: learning one application helps towards using other applications.
3. Multi-tasking: several applications can be loaded simultaneously and you can move between the
applications.
4. Data-sharing: information can be manipulated between applications.
5. Customization: the WINDOWS-environment can be set up according to own preferences.

Data representation: binary numbering system

Data is processed and stored in digital format. Computers work with data that has been encoded using the
binary numbers 1 and 0 (on or off).
A binary digit is commonly called a bit (binary digit) and has a value of either 0 (zero) or 1 (one). Computer
designers created code systems to represent the numbers 0 through 9 and the letters a through z. Eight bits are
grouped together to represent a character. This group is called a BYTE.
1 bit = binary digit (1 or 0 - on or off)
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8 bits = 1 character = 1 byte
Example:
The binary number 01000001 stands for the letter A in the ASCII code system.
The capacity of computer memories and storage devices is indicated in kilobytes (KB), megabytes
(MB) or gigabytes (GB). (An uppercase B = bytes; A lowercase b = bits).
1 kilobyte (1 KB) = 1 000 bytes (characters), or to be more precise, 1 024 bytes/characters
1 megabyte (1 MB) = 1 000 kilobytes = 1 million bytes (characters)
1 gigabyte (1 GB) = 1 000 megabytes = 1 milliard (109) bytes (characters)
1 terabyte (1 TB) = 1 000 gigabytes = 1 billion (1012) bytes (characters)

Files:
Data is stored onto a Flash Disk or the hard disk in the form of files. There are different types of files,
such as data files or program files. A file is simply a named collection of bytes. The bytes might be the
ASCII codes for the characters of a text file, or they could be the records of a database, or they could be
the pixel colours for a GIF image. When a program running on the computer requests a file, the hard disk
retrieves its bytes and sends them to the CPU one at a time.

Directories (folders):
Files are saved in directories (folders) on the hard disk. Directories (folders) are used to group files with a
similar theme together.
STORAGE MEDIA
Storage media include Flash Disks, hard disks, zip disks, jaz disks, USB Flash disks, CD-R, CD-RW, DVD-
R and data cartridges and are used as an external memory (secondary memory) for storing data. Storage
devices, for example Flash Disk and tape drives are needed to record the data onto the medium.
The following is a comparison of the different types of storage device and media in terms of speed, cost
and capacity:

Hard disks
A hard disk is a magnetic device that is used as external memory (secondary memory) for magnetic storage
of data. It is regarded as peripheral hardware. Hard disks are made
of steel, covered with a thicker layer of metal oxide than are Flash
Disks. They are normally sealed in an air-conditioned environment
so that no dust can reach them, and they cannot be touched. A hard
drive is usually built into the computer cabinet but an external hard
disk can also be used. The hard disk provides a large storage area.
Computer programs that are used are stored on the hard disk.
Created documents can also be stored on the hard disk.

The hard disk must be formatted before data can be stored on it. A complete hard disk drive consists of:
• two or more rigid platters that are mounted on a spindle;
• read-write heads;
• the drive motor;
• Drive electronics that control the functioning of the hard disk.
Internal hard disk (fixed): The hard disk is sealed in a sterile unit inside the system unit and is non-
removable.
External hard disk: The hard disk is outside the computer unit and connected to it by a short cable.
USB Flash disk/drive
The new driverless USB Flash storage devices are a revolution in mobile data storage and may replace
Flash Disk drives and Flash Disks in future. They can save from 16 MB to a gigabyte of data onto a small
drive. It is ideal for transferring data between different computers and for backups. It does not contain any
moving parts, which makes it very resistant to damage and loss of data.

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The Flash disk or drive is inserted into the USB port of any computer and the computer reads
it just like it would read a Flash Disk or a hard drive.

Optical discs
Optical discs use laser technology. There are two types of optical discs: CD (Compact Disc) and DVD
(Digital Versatile Disc). There are three types of CDs: CD-ROM, CD-R and CD-RW

CD-ROM (compact disc read only memory)

CD-ROMs are being used more and more for permanent storage of text, images and sound. A CD-ROM
drive can be fitted in the computer (internal) or can be attached to the computer via a cable (external). A
sound card has to be installed in the computer if sounds stored on CD-ROM are to be heard. The CD-
ROM drive reads information from the disk using a low-powered laser. These discs are similar to the
compact discs on which music is recorded.
Multimedia applications stored on CD-ROM can be used on such a system. The concept Multimedia refers
to the feature that text, images and sound can be handled by the computer.
 CD-ROM is a type of multimedia because text, images and sound are stored on these discs.
• Text: Entire sets of encyclopaedias, for example Compton 's Multimedia Encyclopaedia, Microsoft
Bookshelf CD-ROM Reference Library and Microsoft Encarta, are available on CD-ROM and can
be used as a reference library.
• Music: Music, for example Beethoven's Ninth Symphony, is available on CD-ROM. Text and video
are added while one listens to the music.
• Programs: CD-ROM is being used more and more to produce computer programs which require a
huge capacity, i.e. WINDOWS 2000 and XP, Microsoft Office. From the CD-ROM these programs
are installed onto the hard disk.
 CD-ROM is a read-only memory storage medium. Once data has been written to a CD-ROM, it cannot
be changed.
 A 12 cm silver disc can normally hold up to 660 MB of data. Discs, which can hold gigabytes of data,
are available for more powerful computers.
 The access speed of reading data from these discs is relatively slow in comparison to reading from a
hard disk.

CD-R (Compact Disc - Recordable)

CD-Rs can be written to once. After that they can only be read. The data on the disc cannot be erased or
changed. CD-Rs are used to permanently store large amounts of important information. The discs are also
known as WORM (write once, read many). CD-Rs can be used to make backups. These discs are ideal
for backups.
CD-RW (Compact Disc - Rewritable)
The data on these discs can be deleted or changed. These discs are ideal for backups and an advantage is
that data can easily be transferred between computers in this way.
DVD (Digital Versatile Disc}
DVDs are very similar to CDs except that more data can be packed into the same amount of space. The
single-layer, single-sided DVD can store 4.7 gigabytes on one side of the disc. This is more than seven
times the capacity of a CD. Some DVD drives can store data on both sides of the disc. The two-layer,
double-sided DVD stores 17 GB. There are three types of DVDs: DVD-ROM, DVD-R and DVD-RAM.

COMPUTER PERFORMANCE

Fast powerful CPUs need quick and easy access to large amounts of data in order to maximize their
performance. Factors that impact on a computer's performance are CPU speed, RAM size, number of
activated applications, hard disk speed and capacity:

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CPU speed: Data bus width:
The first element that determines a CPU's performance is its data bus width, measured in bits (8, 16, 32
or 64). We talk about a 16-bit, 32-bit or a 64-bit computer. The larger the data bus, the more efficiently
and quickly data and instructions can be moved among the processing components of the computer. A
data bus connects the CPU and memory and provides a pathway to the computer's peripherals. Bus width
refers to the number of bits that can be sent to the CPU simultaneously, and bus speed refers to the number
of times a group of bits can be sent each second. For example, an 800 MHz 64-bit bus is theoretically
capable of sending 8 bytes (64 bits divided by 8 = 8) of data to the CPU 800 million times per second.

Clock speed:
The system clock regulates the CPU's processing functions by emitting a pulse at regular intervals. The
clock speed is the number of times that the system clock pulses in one second. The faster the clock runs,
the faster the computer can process data. Megahertz (MHz) is a measure of a CPU's processing speed in
millions per second. A megahertz is one million cycles. (1 000 MHz = 1 GigaHertz). The clock speed of
a computer can be from 1 to 2.8 GigaHertz for an Intel Pentium 4 processor at the time of writing.

RAM memory: The memory system must meet the requirements of the above capabilities. Every time a
program or file is loaded or opened, it is placed into RAM. The CPU requests the data it needs from RAM,
processes it and writes new data back to RAM in a continuous cycle. The computer must have enough
RAM and the faster RAM is, the better. Most chips today operate with a cycle rate of 50 to 70 nanoseconds
(read/write speed). At the time of writing computers can be equipped with 256 MB or more of RAM.

Number of applications running (multitasking)

More than one application can be run at the same time and you can switch between the activated programs.
This is called multitasking. All loaded programs reside in the RAM and less memory will be available.
This can slow down the functioning of the computer.

Hard disk speed and capacity

CPU's are designed to use virtual memory. Virtual memory enables the computer to use free hard disk
space as an extension of RAM. WINDOWS is constantly writing to the hard disk and reading from it.
Temporary files are created and used for managing the programs. Storage capacity is important and can
be 20 to 60 GB or more. Enough free hard disk space is required and the faster the hard disk, the better.

The speed of the hard disk is determined by:

• The data transfer rate: the number of bytes per second that the drive can deliver to the CPU. Rates
between 5 and 40 megabytes per second are common.
• The access time: how long it takes to locate a file and make it available to the computer for processing.
Times between 10 and 20 milliseconds are common. The smaller this number the faster the disk.
INFORMATION NETWORKS

A network can be described as two or more computers that are linked and capable of sharing information
and resources with each other, enabling group working. Before communication can take place, a
connection medium between the devices needs to be established, like a network cable, satellite or infrared
connection. The connectivity of computers is creating a world where distance doesn't matter.

Advantages of networking are as follows:

• Sharing hardware is a major advantage. For example, several people can use the same network printer.
Money can be saved on hardware such as printers, plotters and scanners.
• Sharing software: Only one copy of a software package is needed, as long as that package is designed to
be used on a network. The network version might cost less than the number of individual copies needed.

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• Sharing data: All the LAN users can access one database. This can save time and provide more accurate
information for users who are working on the same project or database.

LAN AND WAN

A local area network (LAN) uses direct, high-speed cables to connect computers to share hardware,
software and data resources. Each hardware device on a LAN, such as a computer or printer, is called a
node. The connection is over a short distance and does not use wires owned by a telephone company.
Typically, a LAN connects the computers in a department, a building, or several buildings situated near
each other.

A wide area network (WAN) is a computer network that directly connects computers situated halfway
around the globe from each other. WANs require special media, which are provided by telephone
companies and other firms that specialise in this service. Special hardware is also required. Special-
purpose telephone wires, fibre optic cables, microwaves, or satellites are used for communications. The
simplest WANs use dedicated lines which is a special conditioned telephone line that directly and
permanently connects two computers. WAN Service Providers offers these communications services.

CLIENT/SERVER: A client/server network is a network of connected computers and peripherals with

a centralised server that facilitates the sharing of network data, software, and hardware resources. A central
administrator manages the permissions and access to the resources of the network. Any computer that
requests services, such as a file, a program, or printing from the network is a client or workstation. These
are the computers on which users carry out their computing tasks.

A server is a network computer from which workstations (clients) access and share files, printing,
communications, and other services. A server provides many services to a network. Servers are usually
thought of as the hardware that houses it, but the server is actually the software that performs, controls, or
coordinates a service or resource.

INTRANET: Intranets are local networks that use the same programs as the Internet to pass information
between computers within a company or organisation. It's your own private web within your company or
organisation and is not publicly accessible. The Intranet allows an employee of the organisation to access
information necessary or desirable for their daily work. Companies use Intranets to distribute internal
documents such as personnel policies, company telephone directory, company announcements, business
plans, goals and objectives. Because an Intranet is open only to employees within a company building or
campus, a properly configured Intranet is a secure method of sharing information. If you are familiar with
internet functions you will know how to use a company intranet.

EXTRANET: An Extranet is just more than one Intranet that are linked via secure channels on the
Internet. Extranets use web-based technology, and connect various Intranets of more than one company
who want to share information. For Extranets, which operate outside a company, security is an important
issue that must be confronted.

THE INTERNET: The Internet is a decentralised global network of

computers that enables people all over the globe to communicate
electronically. Data can be transferred and information can be exchanged.
• The main use of the Internet is the sheer amount of information you can access. Search engines can be
used to find and filter the information needed quickly and easily. It is a valuable tool for research.
• The Internet can be used to market and sell products and services worldwide.

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WORLD WIDE WEB (WWW): The World Wide Web (WWW) is a subset of the Internet. It is a
collection of interlinked documents, or Web sites, that you can access using the Internet and a Web
browser. A specific Internet protocol called HTTP (Hyper Text Transfer Protocol) is used to create the
documents. It is like a bulky book to which anybody can add a page. The Internet exists independently
of the WWW, but the Web cannot exist without the Internet.

THE USE OF IT IN EVERYDAY LIFE

COMPUTERS AT WORK

Where computers might be more appropriate than people

Computers create jobs but they also eliminate them.
• In the past, many repetitive jobs were performed by low skilled workers. Now it is more common to use
computers instead.
• Computers can do calculations faster and more accurate than people. Changes can be made and the
computer recalculates the results immediately. The computer can create any type of chart (graph)
quickly and it can be changed as desired. Before computers were available, accountants had to do
manual calculations. When changing a number, recalculations could take days.
• Data can be processed faster by a computer than ever before.

Large-scale computer applications in business

1. Business administration systems: Different types of businesses commonly use computers to assist
with Sales Order Entry, Inventory Management and Control, Personnel Management, Payroll,
Accounting, Security and Investment and General Financial Management.
2. Airline booking systems: Airline-booking systems have been computerised and are very convenient
for customers. Many of these systems have also been linked with online airline ticket sales.
3. Insurance claims processing: Insurance companies use mainframe computers and specialist software
which can handle all aspects of claims procedures.
4. Online banking: Many banks are now introducing on-line banking. You can connect to the bank's
computer system and control your day-to-day finances from home. Money is transferred electronically
and the cashless society is becoming a reality. Many banking customers are moving away from using
cheques. On-line banking is used from home. The concept of on-line banking has enormous benefits to
the banks; they can increase their profits while reducing their investment in staff and buildings.
5. The use of smart cards: Smart cards look like ordinary credit cards but incorporate a microprocessor
and memory chips. The card can be credited with an amount of money, which can then be spent by the
card being read by a special machine when you purchase goods or services. This amount is then debited
from the card. When all the money on the card is spent, you need to get more virtual money credited to
the card. Smart cards are used in Europe to pay highway tolls, pay bills and purchase merchandise. Cash
cards can be bought to pay for parking in certain areas in South Africa. It is similar to smart cards.

Large-scale computer applications in government

Public records systems

Governments use computers to keep census record of the citizens, to process vehicle registration and
income tax returns and for electronic voting. Governments can take advantage of the Internet to provide
online motor vehicles registration, drivers' license renewal, and voter registration, voting and filing taxes.
In the U.S. defence systems is based on computer technology.

Large-scale computer applications in hospitals and healthcare

1. Patient records systems
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 Patient appointments, admittance to and discharge from hospitals are logged on a computer system.
The computer can also be used to store patients medical records, histories of test results, treatments,
and medicines, allowing the doctor instant access to a patient’s medical history.
 Medical accounts are processed on the computer.
 Computers are used to process mountains of medical administrative paperwork, including millions
of patient billing forms, inventory control accounts to track the availability and use of beds.
2. Ambulance control systems
Computerised command and control ambulance systems enable resources to be deployed as soon as
an incident location has been entered on to the computer. Ambulances can be equipped with a mobile
Local Area Network (LAN) and videoconferencing hardware and software that enable bi-directional
transfer of video, audio, and data between a mobile ambulance and a hospital. Portable medical data
instruments can be used to send vital statistic data to terminal equipment in the hospital.
3. Diagnostic tools and instruments
Computer-related developments in the medical profession involve the use of computer systems to
assist in patient diagnosis and physiological monitoring. Imaging devices are important tools for
diagnosis. Unlike X-rays that took one image of the body part, imaging devices take a number of
images. Images are produced in digital form for the computer to analyse. The level of detail helps
medical experts diagnose some diseases earlier than was previously possible. These imaging devices
include the scanner and ultra-sound imaging.
4. Specialist surgical equipment
Many of the devices found in intensive care units are computerised. The first step in Computer Aided
Surgery is the acquisition of the medical images by a scanner. Data are then downloaded to a computer
allowing surgeons to view the images and plan the surgical procedure. The next step is to set up the
system for the intervention. The setup consists of instruments to monitor the movement of surgical
devices and microscopes such as video cameras, workstations, scanning devices, and special surgical
instruments. The integration of computers into the operating room and into surgical practice open
new dimensions for the surgeon and the patient. Computer Aided Surgery is used in neuro-,
arthroscopic and spinal surgery. Orthopedic surgeons use computers to control the contouring of a
joint, such as a hip joint, during surgery. Computers also control lasers when they are used to treat
cataracts or for other eye surgery.

Uses of computer applications in education

1. Student registration and timetabling systems: Schools and universities use computers to maintain all
student records, assign students to classes, assign classes to rooms, for stock control, etc.
2. Computer based training (CBT): Programs are available on CD-ROM for computer training in
different application programs. Computers are used in primary schools for teaching. A number of
different multimedia products are available. Computers let every child learn at his or her own pace.
Educational CD-ROM's are available to help learners learn about many topics. Learners are also using
computers to create projects. Text and graphics can be incorporated. Programs for High School and
College students are less entertainment oriented but still exciting and challenging. More and more
schools are offering training in application programs such as word processing, spreadsheet, database
and programming. CD-ROM based problem-solving programs help students develop critical thinking
skills. CD-ROM can be used for research. The Internet offers users access to libraries and other research
resources around the world.
3. Distance learning: Distance learning means taking the classroom to the student. Computers enable
interaction between the instructor and the students. In a computer-assisted form of distance learning,
students can gather at a center where a satellite transmission is received. The students see the instructor.
On the opposite end of the transmission, the instructor can see the students and the room where they are
located. Students and instructor can also talk to each other.
4. Projects and homework: Growing numbers of students are doing all their research for projects at home
on the Internet. Many parents will buy their child a computer in order to take advantage of the vast
range of educational software that is available.
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Teleworking
Teleworking or telecommuting means working from home. When you telecommute, you use your
personal computer and telephone lines to connect to the computer at work and do work-related tasks at
home. Then you can send your results to the computer at work through the telephone lines.

Advantages of teleworking:
 Companies can make substantial cost savings by setting up part of the workforce at home with a
computer and telecom equipment. That means cost savings on company space requirements, lighting,
heating, etcetera.
 Teleworking has the benefit that people working at home have flexible schedules. They can schedule
work around other commitments, including looking after a family.
 Teleworking can facilitate work for people who have disabilities that limit mobility or require special
adaptive equipment.
 Reduced or no commuting time: this saves time and money for the employee and reduces traffic during
peak hours.
 Greater ability to focus on one task.
Disadvantages of teleworking to the company:
 Lack of human contact.
 Less emphasis on teamwork.
 It is difficult for an employer to determine whether an employee is really working.
Disadvantages of teleworking to the worker:
 Some teleworkers report problems in drawing a line between work at home and family responsibilities.
For them, it's easier to work at the office, where such conflicts do not occur.
 In many firms, advancement requires creating a positive impression of one-self. That is hard to do
through a computer.

ELECTRONIC WORLD Electronic mail

Electronic mail (e-mail) is a method of sending text files from one computer to another by telephone line.
Messages can be send across the world in seconds using Internet e-mail. It replaces the post and fax and
any computer file can be attached to a message. E-mail also beats the phone at times. A message can be
send to a part of the world that's asleep and have a reply when you get up the next morning. A single e-
mail can simultaneously be sent to many different people. This can be very useful in a business
environment.

Electronic Commerce
Electronic commerce (e-commerce) is buying and selling of goods and services online on the Internet,
especially the World Wide Web. In the business-to-consumer markets, digital products such as software,
travel services, entertainment and finance are the leading electronic commerce products. Books can, for
example, be bought on the Amazon.com and Kalahari.net web sites.

Five easy steps are followed to do online shopping:

 Connect to the Internet and visit the website.
 Register and log on: your personal details must be entered on a form. There will be a Privacy Statement
on the website stating that all information is confidential and will never be sold to anyone.
 Browse the product catalogue.
 Add the items to be purchased to the shopping cart.

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 Checkout and select the preferred payment method. Payment can usually be done by entering your
credit card details, by bank deposit or by online. One must be a member or cardholder of online to use
this method. The virtual shop will guarantee a safe and secure website, and all transactions and
information will be protected.
It is the consumer's basic right to return unsatisfactory goods. See the Return Policy of the supplier on the
website. Goods must be returned within a certain number of days. Wrong or damaged products will usually
be replaced or refunded.

Advantages of purchasing goods and services online:

 The opportunity to view a wide range of products that are not always available in shops.
 Ease of access to information.
 Services are available 24 hours a day.
Disadvantages of purchasing goods and services online:
 Choosing from a virtual store where only pictures of the products can be seen.
 There are no human contact and thus nobody to assist you.
 There are always the risk of insecure payment methods.
A GOOD WORKSPACE AND HEALTH

ERGONOMICS
Ergonomics is a field of technology that considers human capabilities and limitations in the design of
machines and equipment that people use, and the environments in which they operate.

HEALTH ISSUES
Computer users need to be aware of the health hazards associated with prolonged computer use. Users
must be especially careful to protect their eyes, wrists, and backs.

 Computer vision syndrome (CVS) is characterised by symptoms typical of eyestrain such as dry eyes,
irritated eyes, blurry vision, and headaches.
 Too many hours of keying can result in a painful hand injury called repetitive stress injury (RSI). During
keying, wrist motion is limited, which results in wrist strain. The most common is carpal tunnel
syndrome (CTS), a painful swelling of the tendons and the sheaths around them. CTS results in tingling,
numbness, and pain and frequently requires surgery.
 Back problems associated with poor seating or bad posture can occur.

How to avoid or reduce repetitive strain injury (RSI) and back problems
• A wrist rest placed in front of the keyboard helps reduce the risk of carpal tunnel syndrome.
• Keyboard drawers and recessed keyboards help in the same manner as the wrist rest.
Keyboards that can be positioned in different ways to vary the wrist position and specially designed
keyboards can help prevent RSI. Also, the computer keyboard should be kept a level lower than
regular desktop level, in order to reduce arm fatigue.
• Using a special mouse designed to free your hand from the desk and allow a relaxed ergonomic posture.
Proper use of this type of mouse may relieve arm, wrist, and back pain, RSI, and CTS. Always use a
mouse mat for moving an ordinary mouse.
• An ergonomic chair that will enable the user to adjust the seat height, back, and the arm rests.
• The best way to avoid aches and pains while working at a computer is to take frequent breaks, stands
up, walk around, stretch, and exercise when you can.

How to reduce eye strain

• Recommended screen size: 14" to 17" horizontally. On a smaller screen the letters are not so easily
read; a larger screen demands too much eye movement.
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• Correct distance from the screen: about 610 mm. Screens of 43 cm or less should be an arm's length
plus 8 cm away from the fingertips. Screens 48 cm or larger can be placed 18 to 20 cm away from the
fingertips.
• Correct reading angle: 10 to 15 degrees, or just below the horizontal sight line. The eye level should
be parallel to the top of the computer screen. Looking up may cause repetitive neck strain and lead to
improper neck posture.
• Rest: when intensive work is being done, rest every hour for 15 minutes; for moderate work, rest 15
minutes every two hours.
• Lighting: use overhead lighting to avoid reflection on the screen and turn the screen away from doors
and windows. Screen glare causes the body to shift and creates eye strain. A light filter can be placed
over the screen to avoid reflection.
• Eye tests: full-time use of the computer makes heavy demands on the eyes and regular eye and sight
tests are recommended.
Constant use of computers can cause headaches, blurred vision and double vision.

SAFETY PRECAUTIONS
• It may be necessary to install fire detection devices to warn employees if a fire breaks out.
• Smoke detectors and fire extinguishing systems should be installed for maximum protection against
fire. Inspect fire-fighting equipment regularly for proper functioning.
• Fire extinguishers used in computer installations must be filled with carbon dioxide (CO:;).
• It is important to guard against overloading of electricity points. It is dangerous and a potential fire
hazard. It is best to keep your computer on a line separate from other equipment. Certain types of
equipment, including laser printers and copy machines, can cause voltage spikes, which can do damage
to a computer that is connected to the same line.
• Make sure that power cables are safely secured. Accidentally pulling out a power cable could cause
personal injury. It could also cause your computer to lose power and you will lose data as a result.
Avoid long trailing cables as people can easily trip over them and be injured.

COMPUTER VIRUSES

What is a virus?
• A computer virus is a set of instructions that infects software (computer programs) and is introduced
into executable programs. It is written by a programmer.
• These virus instructions are deliberately created by people who have a thorough knowledge of how
systems work and also know programming.
• Viruses are parasitic software programs and can replicate themselves. The computer virus reproduces
itself as does a normal disease virus.
• A virus can be malignant and harmful in its action. It can delete files containing valuable data.
• However, it can also be benign and simply display irritating messages or signs on the computer screen,
which are harmless. No loss of data will occur.
• A virus can use your e-mail system to send e-mail to all contacts in the address book and in the process
infects other people's computers.

Note A computer virus is a program and it has to be run in order to replicate or to do any damage.
How viruses enter a computer system

• By downloading an infected file from a bulletin board. It may, for example, be a game or a computer
program.
• By inserting an infected flash drive or Flash Disk into the Flash Disk drive and opening the files on it.
• By opening an infected e-mail message or attachment.

Kinds of Virus
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• The worm functions independently of other programs and it propagates itself through memory and
gradually occupies more and more memory or copy itself from computer to computer. Examples: The
Code Red worm copies itself between unsecured servers and slows down Internet traffic. I-
Worm.MTX is a worm virus spreading under Win32 systems.
• The Trojan horse is disguised in computer programs that seem legitimate, such as computer games and
utility programs. It cannot replicate itself and is harmful.

Viruses can be classified into two groups:

• File virus: manifests itself in the memory and resides there until a certain program has been activated.
Examples: Israeli, Sunday, Durban.
• Boot sector virus: insinuates itself onto the boot sector of a Flash Disk or hard disk. Every time the
computer is switched on, the virus gains control of the system and copies itself onto the hard drive, and
onto every Flash Disk: examples: Stoned, EXEBUG, Michelangelo.

Protection against viruses

1. Avoid downloading software from bulletin board systems, computer games, and the use of illegitimate
copies of software from friends.
2. Avoid sharing Flash Disks on computers and networks, for example a Flash Disk that has been used at
home and then at work.
3. Install an anti-virus program on the hard disk to identify and clear viruses.
4. Do not use pirated software.
5. Check all Flash Disks and downloaded files by scanning with anti-virus software.
6. Do not open unrecognised e-mail messages and beware of strange e-mail attachments.
7. Scan the hard disk for viruses once a week. Backup the contents of the hard disk on a regular basis.

Limitations of anti-virus software

Anti-virus software can only detect viruses that the software knows about. These programs are constantly
revised to keep up with the latest viruses. Update the anti-virus program frequently by downloading from
the Internet. If not updated, the software will be unable to identify new viruses.

What is virus disinfecting?

Check all disks and downloaded files by scanning with anti-virus software. A virus checker will detect and
then destroy or repair the virus. This is called disinfecting files.

Examples of anti-virus software:

Norton Anti-Virus program for Windows NT, Windows 95/98/2000/Vista/7, Windows XP and DOS
users. McAfee
Virus-walls can offer integrated virus detection and removal as well as code blocking.
Protection by virus-walls includes:
• E-mail virus-wall to detect and remove viruses via Internet E-mail;
• Web virus-wall; to detect and remove viruses via ActiveX objects and non-commercial programs in
HTTP transfers; and
1. FTP (file transfer protocol) virus-wall to detect and remove viruses hidden inside Internet file transfers.

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 Managing Files and Using the Computer
MANAGING FILES AND USING THE COMPUTER
GETTING ACQUITTED WITH WINDOWS 7

WHAT IS AN OPERATING SYSTEM?

Briefly, one can say that the hardware cannot be used without an operating system. The operating system
is the primary element of all software; without it no other software can be used.
The operating system: activates the computer; allows us to communicate with the computer - in other
words, it is a group of programs that acts as a "translator" between the computer and us; controls the
functioning of the computer: linking with the keyboard, monitor, printer and other hardware; enables the
computer to run application programs; without system's software none of the programs described in this
book can be used; controls the management of files on the diskette or hard disk enabling us to create,
delete, copy and rename files.

The operating system therefore relates closely to the hardware and software. Examples
of current Operating Systems:

WINDOWS 95,98,2000,VISTA, XP, Windows 7, 8, and 10

The WINDOWS Operating System can be explained as follows: The late operating system, MS-DOS, is
built into the WINDOWS program. Application programs, for example MICROSOFT WORD 2007, are
activated from the user-friendly graphical platform (GUI) displayed on the screen. A graphical user
interface (GUI) provides icons and menus (lists of command choices) that users can select with a mouse.

The following are the fundamental benefits achieved by working in a WINDOWS environment:
1. Consistency: the structures of menu systems are the same, i.e. WINDOWS uses the same keystrokes in
any program to print.
2. Faster learning: learning one application helps towards using other applications.
3. Multi-tasking: several applications can be loaded simultaneously and you can move between the
applications.
4. Data-sharing: information can be manipulated between applications.
5. Customization: the WINDOWS-environment can be set up according to own preferences.
6. WINDOWS provides users with a graphical user interface that makes software easier to use. This
environment is user-friendly.

N.B.: The recommended operating system to use Microsoft Office XP is WINDOWS XP. The
minimum requirements are WINDOWS 98 or higher. Therefore, only WINDOWS 98 and
higher will be discussed in this Module.

The Start menu:

To display the Start menu choose one of the following methods:

Mouse Keyboard
Click with the left mouse
Press the Windows key
button on the icon or
press Ctrl + Esc
The small arrow to the right of certain options of the menu indicates that there is a sub-menu. Point with
the mouse to the arrow to display details.
All Programs
It contains the most frequently used applications. To start a program, point with the mouse to display the
applications and click with the left mouse button.
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 Managing Files and Using the Computer
Documents
It lists the recently used documents and gives direct access to the My Documents folder. The document
can be text, a worksheet, a graphics image or even a sound file.
Search/Find (Find in Windows 7)
It is used to find a program, folder or a file, or a document or service on the Web.
Help and support
The Help facility is activated.
Shut Down
Shut down offers a number of options. It is mainly used to shut down the computer at the end of a working
session before switching off.
To close the Start menu: Press the WINDOWS key OR move the mouse pointer to an open space on the
desktop and click the left mouse button.
The shortcut menu:
A shortcut menu shows the most common commands for that item.
N.B.: Right-click on an empty space in a window, on the taskbar or on the desktop to display a shortcut
menu for this specific item.

The Taskbar:
The Taskbar appears at the bottom of the screen and displays the Start button to the left and the time to
the right. Activated programs and documents are displayed on the Taskbar.

On the Task bar appears a Microsoft Word document is open. Click to display the document name.
.
The Quick Launch bar appears to the right of the Start button and is used to:
• Quickly minimize all open windows and view the desktop: click the Show Desktop button by right
clicking on the taskbar to minimize the windows of all active applications. Click again to restore the
original applications.
• Start Internet Explorer
• Media Player, etcetera.
• Display channels selected via the navigator, for example Microsoft Outlook and Media player

WINDOWS
BASIC KNOWLEDGE OF A WINDOWS ENVIRONMENT

The following basic knowledge is necessary to use WINDOWS programs.

N.B.: Do not change any settings in WINDOWS. A thorough knowledge is required for changing settings.
Damage can be caused easily.

THE ELECTRONIC MOUSE

Either the mouse or the keyboard can be used to activate icons and applications and to choose and select
commands. It is always easier and faster to use the mouse. The mouse is a hand held pointing device that
controls the position of the pointer on the screen. When the mouse is moved on a flat surface next to the
computer, or preferably on a mouse pad, the cursor moves correspondingly on the screen. The moving
ball underneath the mouse must keep in contact with the surface in order for the mouse to work effectively.
Dust can affect the working of the mouse; therefore, moves the mouse on a dust free area.

The mouse buttons

The mouse normally has two or three buttons. WINDOWS listens to the left and right mouse button.
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 Managing Files and Using the Computer
The left mouse button: Is used to activate application programs and to select menus, commands, text,
graphics and objects.
The right mouse button: Is used in WINDOWS application
programs, for example Microsoft Word 2007, to display shortcut
menus.
Most mice now include a wheel between the two buttons and is used
to scroll through documents. Roll the wheel with your forefinger to
move up or down in a document or click the wheel and move up or down.

Mouse actions
Any action with the mouse has two steps: 1) Slide the mouse on the mouse pad to move the pointer
to the required position on the screen. 2) Then use the mouse buttons to initiate the action, as
follows:
Click: Quickly press and release the left button.
Double click: Click the left button twice in rapid succession.
Dragging (copy): Position the mouse pointer on the required position. Hold down the left button
while moving the mouse to move the selected window or to highlight the text. Release
the mouse button.
Drag and Drop (copy): This is used to copy an object, for example an icon. Select the object to be
copied. Press and hold down CTRL, hold down the left mouse button and move the mouse
until the object is at the desired location. Release the left mouse button and CTRL to "drop"
the object. Point to the item
Mouse and keyboard combinations are also used to perform actions, for example:
SHIFT + Click Press and hold down SHIFT and click.
CTRL + Click Press and hold down CTRL and click.
ALT + letter Press and hold down ALT and type the letter or key.

Mouse terminology
Point: To place the mouse pointer on the required position by moving the mouse, for example on a
command, icon, etcetera.
Mouse pointer: The on-screen symbol, for example , that is controlled by the mouse. The shape of
the mouse pointer changes at different locations to indicate the current status.
NOTE: Throughout this module, any reference to a mouse button means the LEFT BUTTON,
unless otherwise specified.

N.B.: Practise the following actions while studying them.

SWITCHING ON AND LOADING WINDOWS 98/2000/XP/Vista/7

A computer normally has three switches on the front panel:

• The power switch.
• A reset button that is used to reboot the computer. See Warm/Hot boot below.
• A turbo button: The turbo button and its functions are now obsolete. If the front panel has a turbo
button, chances are it is not connected. To avoid possible problems, do not press this button.
1. Locate the power switch on the front panel of the computer and turn on.
2. Turn on the monitor if it is not switched on.
3. Turn on any peripheral devices to be used, for example the printer.
• This process is called cold boot because the computer was off.

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 Managing Files and Using the Computer
• A self-test program is executed to check the functioning of the different components of the computer.
These instructions are stored in the ROM-BIOS (read-only memory - Basic Input/output System) of the
computer.
• WINDOWS is loaded and the Desktop is displayed on the screen. It may be necessary to log in as a user
before the Desktop will be displayed.

SWITCHING OFF AT THE-END OF A WORKING SESSION

Close all documents and programs.
WINDOWS 7:
Click on Start; Shut down

Options in the Turn off computer/Shut Down dialog window:

Shut Down: Saves all data and closes the system.

Restart: Saves all data and restarts (reboots) the system. (See Cold boot and Hot boot below).
Log off: close programs and log off
Switch user: switch users without closing programs
Hibernate: saves your session and turns off the computer. When you turn on the computer, windows
restore your session.
Sleep: You can choose to make your computer sleep instead of shutting it down. When your
computer goes to sleep, the display turns off and often the computer's fan stops. Usually, a
light on the outside of your computer case blinks or turns yellow to indicate that the computer
is asleep. The whole process takes only a few seconds.
Because Windows will remember what you were doing, there's no need to close your programs and files
before making your computer sleep. But it's always a good idea to save your work before putting the
computer into any low-power mode. Then the next time you turn on your computer (and enter your
password, if required), the screen will look exactly as it did when you turned off your computer.
To wake your computer, press the power button on your computer case. Because you don't have to wait for
Windows to start, your computer wakes within seconds and you can resume work almost immediately.

Note: When your computer is asleep, it uses a very small amount of power to maintain your work in its
memory. If you're using a laptop, don't worry—the battery won't be drained. After the computer has been
sleeping for several hours, or if the battery is running low, your work is saved to the hard disk, and then
your computer turns off completely, drawing no power.

N.B.: The Screensaver that has been set up, for example the Flying Windows, will replace the screen
display when no work has been done for a specific number of minutes. Move the mouse on the
mouse pad or press any key to display the screen again.
1. The desktop is the area outside and under all displayed windows and icons. All work done in
WINDOWS takes place on the desktop.
2. The Taskbar appears at the bottom of the screen and displays the Start button to the left comer and the
time to the right.
N.B.: The Taskbar can be switched off and will then not be visible or it can be moved to display in
another location.
3. Icons are displayed to the left of the desktop. An icon represents a program, data file, or some other
computer entity or function.

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 Managing Files and Using the Computer
COLD BOOT AND HOT BOOT

Cold boot:
The computer is off and is then switched on. This procedure is called cold boot.

Warm/Hot boot:
It may be necessary to reboot the computer when error messages appear on the screen while working in
WINDOWS:
 Click on Start, Arrow next to shut down, Click Restart Or Press CTRL + ALT + DEL Or Press the
reset button on the computer. The normal start-up procedure is executed as in the cold boot procedure.

N.B.: In this manual WINDOWS (uppercase) refers to the name of the program. Windows
(lowercase) are the framed workspaces on the screen.

THE ELEMENTS OF A WINDOW

It is essential to become acquainted with
the elements of a window and it's uses.
(1. Menu bar, 2. Title bar, 3 Minimise button, 4.
Maximise button, 5. Close button, 6. Vertical scroll
bar, 7. Horizontal scroll bar)

The title bar

The title bar displays the name of the window. In the
example above the name of the program, Notepad,
displays. The title bar of the active window will
display in colour, for example in blue. The title bars
of all inactive windows are displayed in a lighter
colour.

The menu bar

The menu bar is the area below the title bar and lists the available menus. Not all types of windows have
a menu bar.
The minimize and maximize buttons : The minimize and maximize buttons appear to the right
of the title bar of any type of window. Click on the minimize button to reduce a window. The window
does not display on the screen any more. The program name still appears on the Taskbar. The program is
still loaded in memory and ready to be used. The window is not displayed. To display the window again:
Click on the program name that appears on the Taskbar. Click on the maximise button to expand a
window to fill the whole screen. The maximise button on the title bar will be replaced by the restore button
.
The restore button: When maximizing a window, the maximize button on the title bar is replaced
by the restore button. Click on the restore button to reset the size of the window to the previous size
before maximising it.
The close button: Click the close button to close the active program. The program name will
disappear from the taskbar.

Scroll bars appear on the horizontal and vertical borders of a window and indicate that there is invisible
information, which cannot be seen. The scroll bars are used to move from left to right (horizontally) and
up and down (vertically) to view the unseen parts. The scroll box indicates the current position in a window
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 Managing Files and Using the Computer
or a document. The scroll box can be moved to display the unseen parts. If it is at the top of the window
as shown in the example above, it is at the start of the window or document.
Position the mouse pointer in the square of the scroll box. Click, hold down the left mouse button and
drag the scroll box to the desired position. Release the mouse button.

The insertion point: The insertion point | shows the current position in a document window, for example
in a Notepad document. Text that is typed now, will be inserted here.

The mouse pointer: The mouse pointer is used to move around the screen. The shape of the pointer
changes on different positions on the screen.

Window border
The window border is the outside edge of a window. The borders can be lengthened or shortened to resize
a window. Place the mouse pointer on the top, bottom, left, right border or across any window comer. The
mouse changes shape to display a double-pointed arrow. Hold down the left button and drag the border to
resize the window as desired. This is called manipulating the window borders. The mouse shapes at
different window border positions: The shape of the arrow indicates the direction in which the
manipulation will be done. The comer arrow indicates that both the height and the width will be changed
simultaneously.

TO MOVE A WINDOW TO A NEW LOCATION

Place the mouse pointer at any position in the blue title bar. Hold down the left mouse button and drag the
window to the new location. Release the mouse button.
the Desktop. Release the mouse button and then the CTRL-key.
To customize the Desktop icon arrangement:
Right-click an empty area on the desktop to display the Desktop shortcut menu. Click on Arrange Icons
By to display the following sub-menu: Icons are arranged by name, alphabetically. Icons are arranged by
size.
Icons are arranged by object type. Icons are arranged by the modified date (the date the object was created
or edited). Icons are re-arranged on the Desktop automatically (Auto Arrange) each time an icon is
dragged or moved from one location to another on the Desktop. Click on the desired option.

HELP WITH WINDOWS 7

Function: HELP provides online information for any WINDOWS command or on any general
WINDOWS topic.
Click Start, Help and Support, The Help window appears. Use Search to find help.

Search:
In the Help window: Type a keyword or short phrase in the Search box, and then choose a topic from the
results of your query. For example, if you want information on searching the Internet, just type search
and Internet. Upper or lower case can be used and the same results will be displayed. Help is not case
sensitive.

To refine your search results, use AND, OR and NOT (or the equivalent symbols +, || and !). If no operators
are included in the search, Help treats all multiple word searches as if they had an AND between each
word. Close the Help window(s).

Find Help with the Fl key: Press Fl on any position where help is needed. Help will be displayed on the
current position, for example selected dialog box item or open window.

Find help in a dialog box and window with ‘What’s this’ help:
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 Managing Files and Using the Computer
Many windows and dialog boxes display a small question mark icon in the top-right hand comer of the
window/box. Click the Help icon in the box. Then click on the object within the dialog box/window
for which help is needed. A small help pop-up screen will appear. Click the left mouse button to close
the pop-up screen.

MULTITASKING
Many applications can be run at the same time but only one program can be active. Thus, all other
programs are inactive.

To switch between activated programs: Click anywhere in the desired program window if visible. Click
on the program name button on the Taskbar. Use the Cool switch (press ALT + TAB): Press and hold
down the ALT key; press the TAB key repeatedly. When TAB is being pressed, another running
application title appears. Release the ALT key when the desired program name appears. This is called
multitasking.

TO MOVE QUICKLY TO THE DESKTOP

To quickly minimize all open windows and display the desktop: Right Click on the desktop taskbar and
then click on the Show Desktop . To restore all minimized windows to their previous size, right click on
the desktop taskbar and then click on the show desktop.
DIALOG BOXES
When you select some commands a dialog box will appear. A dialog box is just another window that
contains a checklist to complete or to fill out and it may display additional information. The options in the
dialog box must be completed before the command can be executed. The Shut Down dialog box is an
example of a simple dialog box. The Print dialog box, shown below, is one that will be used frequently:

Differences in comparison to normal windows: 1) The dialog box has no maximize and minimize buttons.
2) This type of window cannot be resized. 3) The dialog box contains options that must be set before the
command can be executed.

The components of a dialog box:

1. Drop down list: A drop-down list shows the current selection. Click to see the other options.
Select the item.
2. Option buttons: They are grouped together and only one can be selected at a time. One option in a

group has a dark bullet inside . This is the current selected option. Radio buttons are used when an
option can either have an ON or OFF value.
3. Text box: Click in the text box and type the text at the insertion point, such as page 1 to 3. Press the
backspace key to delete mistakes. Sometimes a text box contains default text. Simply type the new text
to replace the old text.
4. Check box: Click with the left mouse button to turn it on. Check boxes contain a when selected
. More than one option can be selected from a group of check boxes. To deselect a check box,
click on it to turn it off.
5. Spin controls: Use the arrows to increase or decrease the value.
6. Greyed options: are currently unavailable for selection. They cannot be used for this function.
7. Command buttons: The command button directs a dialog box to perform a specific action. The action
of the button is indicated on the button. Click on the command button required. All dialog boxes contain
one or more command buttons.

List boxes: The scroll bar to me right indicates that not all options are visible. Use the scroll bar to display
the required item. Click on an item to select it.
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 Managing Files and Using the Computer
CREATING A DESKTOP SHORTCUT ICON
Shortcuts are quick ways to get to the items you use often. You can customize the desktop by creating
your own shortcuts. A shortcut can be created for any type of object - a file, program, folder, printer or
even the hard disk. When opening a shortcut the object it is pointing to is automatically activated. They
are distinguished by a little arrow at the bottom left of the icon.

Create a shortcut to a folder (file, program, drive)

 Double-click or click the My Computer icon on the desktop or on the Start menu. Select the
folder, for example the My Documents folder. (Or a file, program or drive can be selected). Click File
on the menu bar. Choose Create Shortcut. Or Click the right mouse button. Choose Create Shortcut.
Click yes (to create a shortcut on the Desktop).
 Drag the shortcut to the desktop if it is created within the My Computer window.

Create a shortcut to a program

Example: Create a shortcut to the program Paint. Click Start and choose Programs. Move to Accessories and
select the Paint program within this group. Press the CTRL key and drag the icon to the desktop. A +-sign
will appear next to the mouse pointer.
The shortcut icon will be created and displayed on the desktop.

To rename a shortcut
Use the right mouse button to select the Shortcut to Paint icon on the Desktop. Click Rename on the shortcut
menu. The name is highlighted and the insertion point appears. Type Paint Pro and press ENTER.

To delete a shortcut
Use the right mouse button to select the Shortcut to Paint icon on the Desktop. Click Delete on the
shortcut menu.
Note: Deleting the shortcut does not delete the item to which the shortcut is linked. The original item
or program still exists on the disk.

THE CONTROL PANEL

N.B.: Do not change any settings while studying the following. A thorough knowledge is required
for changing settings. Damage can be caused easily.
The Control Panel can be used to check or change current settings, such as the monitor display settings. It can
also be used to install a modem or printer. Different options in the Control Panel
can be used to customize your desktop. The icons displayed in the Control Panel
window will be different on various computers because it depends on the hardware
installed, whether the computer is connected to a network, etcetera. Slightly
different options will be available in the various WINDOWS versions.

To open the Control Panel window in all WINDOWS versions: Click Start
on the taskbar. Control Panel; The Control Panel window appears. Double-click an icon within the window
to activate it. Remember: This window will look slightly different in the various WINDOWS versions.

WINDOWS 7 USERS: Note that the Control Panel view can be switched between Large icons, Small
icons and Category view. Large/Small icons view is switched on above to display the window as in
previous WINDOWS versions. Click the option to the left side of the window to switch to Category view,
if preferred.

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 Managing Files and Using the Computer
 In Large/Small icons view, the contents of the Control Panel window can be displayed in different
ways:
 Click View and choose the desired option, for example Icons.

The icons within the Control Panel window can be used to do the following:

1. To check or change the system's Date and Time: When saving documents and sending
electronic mail it is "stamped" with the date and time as set in the computer. The system time also appears
on the right side of the taskbar.

Double-click the Date and Time icon in the Control Panel, then click on change date and time
setting, now click on change date and time.(Alternatively, you can double-click the time on the right side of
the Taskbar:) The Date/Time Properties dialog box appears: Activate the Change date and time settings.

Date: Select the part of the date (Day, month, or Year) to be changed. Use the arrows to select the month
and year or type the new value. Click on the desired number to change the day.

Time: Select the part of the time to be changed. Type the new value or click on the arrows to change the
selected part one unit at a time. Click Apply, OK.

Note: The battery-powered clock in the system will be updated. Care must be taken where changes to
the date and time are made, as this may impact on the way networked computing systems are
synchronised.

2. To view or change the Desktop Display options: This option is used to create or modify desktop
patterns. The background desktop of WINDOWS can be customized to display a colour or image of
personal choice. Double-click on the Personalise icon in the control panel. (Alternatively, right-click
on an open area on the Desktop. A shortcut menu appears. Click on Personalize.) The Personalization
dialog box appears and will have slightly different tabs in the various WINDOWS versions.

Desktop/Background: Click on the Desktop background tab and click on the arrow in picture location
and select windows desktop background and select a picture in architecture category or click on browse
and select a picture on the hard disk. Assign it to the WINDOWS screen background. A preview can be
seen in the dialog box.

Screen Saver: The Screen Saver tab is used to set up a screen saver. The Screen Saver will replace the
screen display when no work has been done for a specific number of minutes. Select a Screen Saver from
the drop down list box. Set the time to activate the screen saver after a certain period.

Appearance:
Select the Window colour tab to define a colour scheme for all or some of the screen elements, such as
the Title Bar. Make the necessary choices from the various list boxes in the dialog box. Click advanced
appearance settings to make necessary choice from various list boxes in the dialog box.

Settings: Select the Display icon in the control panel to change the setting of the number of colours used
by the system and also to change the screen resolution. Click Apply and OK to apply the new settings.

To change or configure the mouse settings: This option is used to customize the way the mouse works
and therefore to adjust to your specific working style. For example, the left-hand or right-hand mode,
double-click speed and the pointers can be changed.

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 Managing Files and Using the Computer
Double-click on the Mouse icon. The Mouse Properties dialog box appears. Change as desired and click
OK.

Warning:
Changing the default mouse settings can cause problems if there is more than one user.

To check (view) or change the Regional settings: This is used to set the computer for your region or
country. The numbering, currency, time, and date schemes will be adjusted automatically. These can be
checked and changed as desired, for example to display a specific currency symbol. These formats will
then be the default in all WINDOWS applications.

In WINDOWS 7: Double-click the Regional and Language Options icon in control panel. The Regional
and Language Options dialog box appears. Click on the arrow in the Format box. Select the required
language and, if necessary, the associated country.

To change the way the computer displays currency, numbers, date and time: Click the Additional
settings button in the Regional and Language Options dialog box. The Customize Regional Options dialog
box appears. Click the different tabs at the top of this dialog box to set the number, date, time and currency
symbol display. Set the formats as desired.
N.B.: These formats will then be the defaults in all WINDOWS applications. Click Apply after each
change. Click OK when completed.

To set or change the keyboard language In WINDOWS 7: In the Regional and Language Options
dialog box click on the Keyboard and Languages tab. Click change keyboards. Click the required
keyboard language. Click advanced key settings. Click Change Key Sequence. Click OK four times.

VIEWING THE COMPUTER'S BASIC SYSTEM INFORMATION

This command is used to display the operating system and version number, processor type and installed
RAM. Use the following method in any WINDOWS version to display these information: Right-click on
the My Computer icon on the desktop or click start and then right click My Computer. Select Properties
from the shortcut menu. The System Properties dialog box appears and displays: the installed operating
system and version, for example Microsoft Windows XP Professional, Version 2002; the processor type,
for example Pentium(R) 4 CPU, 1.60 GHz; and installed RAM, for example 256 MB.

TO VIEW OR CHANGE THE TASKBAR SETTINGS

Taskbar settings can be customized in all WINDOWS versions. The display and the Program menu can,
for example, be changed. Program shortcuts can be added and removed from the Taskbar start menu as
desired.
 Double-click the Taskbar and Start Menu icon in the Control Panel. Or Right Click on Start, choose
Properties, Taskbar and Start menu

WINDOWS 7:
 Click the Start Menu tab: select a menu style: if preferred the menu style from earlier versions of
Windows can be used. programs can be added to or removed from the Start menu: Click the Start

Menu tab and then click . Click on the Add or Remove buttons to add or remove
programs from the Start menu.

CLOSING (SHUT DOWN) A NON-RESPONDING APPLICATION

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 Managing Files and Using the Computer
An activated application that is not responding to the keyboard or mouse cannot be closed down in the
normal way. To close down:
 Right-click on an open space on the Taskbar and choose Start Task Manager; OR Press
CTRL+ALT+DEL. The Windows Task Manager dialog box appears. Select the task to be closed down.

Click on .
FILES AND FILENAMES

What is a file?
Related information is stored on a diskette or hard disk in the form of files. Each file consists of characters
(bytes). The files are stored in sectors on the diskette. Two or more sectors combine to form a cluster.
Each file must be given a unique name. Filenames are stored in an index (directory/folder). The directory
also contains information about the address where the file is saved, the size (number of characters) of each
file, date and time of creation or modification, and storage capacity available on the diskette. The index
(directory/folder) is maintained in a table, the File allocation table (FAT).
GENERAL RULES FOR THE NAMING OF FILES

According to the rules for assigning a name to a file in WINDOWS, a filename may consist of a maximum
of 255 characters (upper or lower case) and usually has a three-character extension (letters or figures).
WINDOWS accepts an extension of more than three characters, for example .HTML. Thus, long
filenames may be used. However, it is recommended that you keep filenames as short as possible.
F:memo1.

Drive filename extension

A drive name can be included to indicate the position of the file, for example:
The following may be used in filenames:
• letters A to Z
• figures 0 to 9
• other signs: $ # & @ !%'()-_{} ~
• spaces may be included.
The following may not be used in filenames:
\ /:*?"<>I

What is a Filename Extension?

Most WINDOWS applications are associated with a filename extension when you install them. If a file is
associated with an application, it has a document-file icon next to it to identify the file. A filename
extension is the 3-letter word that normally appears after the period in a filename. In the DOS/WINDOWS
environment, extensions are mostly up to three characters. Since WINDOWS 95, extensions can be more
than 3 characters, for example .HTML. The file extension is called the format and indicates which
program was used to create the file. Most applications will only be able to open files that are in a format
it understands. When saving a document, the program or application that has been used will add the file
extension automatically to the file name. For example, a Microsoft Word file displays an icon representing
Microsoft Word and the extension is .doc: end-user.doc

Types of files

Text files: Text files can be displayed on the screen and read by the user. These can be created with the
aid of application programs such as word processing or spreadsheet programs.
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 Managing Files and Using the Computer
Command and program files: The contents of command and program files cannot be displayed on the
screen and read. They are created in machine language and each file contains a set of instructions to the
computer to run a specific program. For example, it can be the program file that is needed to activate the
word processing program Microsoft Word 2007, Command and program files are created by programmers
and have the extensions: .COM (command)- these are machine-language command files. .EXE
(executable) - these are machine-language executable files. The external command files of MS-DOS are
.COM and .EXE files. Each application program has a .COM and/or an .EXE file to load the program.

In some cases WINDOWS does not have information about certain file types. In such cases the generic
WINDOWS default icons are displayed next to the filename. If you try to open these files WINDOWS
will not display them within a program, because there are no file associations.

Examples of invalid filenames in WINDOWS:

.DOC No name.
AB*DIR.XLS * not allowed.
LO(P).9.doc Only one point allowed before the extension.
INFOR/SYSTEMS 1.doc / not allowed.
WILDCARD CHARACTERS
Wildcard characters are useful to specify a group of files when searching for a group of files. For example,
it is used in Search or Find in Windows Explorer and in Microsoft Word 2007 to search for files.
* (Asterisk) refers to any string of characters in the filename or extension to be substituted in
the specified position, for example:
*.doc refers to all files with the extension .doc.
? (Question mark) refers to one character in the filename or extension to be substituted in the
specified position, for example:
student.?1? can therefore refer to Student.xis
FRAGMENTATION OF FILES
When a file is deleted, it leaves an unused space on the disk. As soon as the next file is saved, WINDOWS
will insert it in the first open space available. If the space is not enough for this particular file, the rest of
the file will be saved in another area on the disk. This file has then been saved non-contiguously - it has
been fragmented. Fragmentation occurs once several files have been deleted and new files have been
created and saved to a disk. This can delay loading and saving a file because of its different locations. The
recording heads must move more frequently to find the complete file.

Elimination of fragmentation
Use the WINDOWS defragmenter to check and repair fragmentation on the hard disk.
 Click Start, Programs, Accessories, System Tools: Disk Defragmenter. Click on Analyze disk in
WINDOWS 7 to analyse before defragmenting the files. A report and recommendation appear within a
dialog box. In previous versions of WINDOWS an analysis will be done automatically. Defragment
only when Disk Defragmenter recommends it. Choose Defragment, if necessary.

DISK CLEAN-UP
Disk Cleanup can be used to free up space on the hard disk by removing unnecessary files on the hard
disk, for example temporary Internet files, WINDOWS temporary files, etcetera. Click Start, Programs,
Accessories, System Tools: Disk Cleanup. Choose OK to delete the recommended files.

MANAGING DRIVES AND FILES/MY COMPUTER AND WINDOW EXPLORER

DEVICES USED TO STORE FILES
Hard disk: The operating system, application programs and data are stored on the hard disk. Removable
storage devices, such as diskettes, Zip disks, Jaz disks, USB Flash disks/drives are used to store data files.
These storage media can be used to save backup files. CD-ROM and DVD are used to supply programs.

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 Managing Files and Using the Computer
CD-R and CD-RW can be used to save data files as a backup. Network drives are folders on another
computer that is connected to the network. Programs and data files can be saved onto these drives.

THE FILING SYSTEM

NOTE: Files are stored in folders on the hard disk. Subdirectories (subfolders) can be created below a
folder. A folder can be closed and the files in the folder will then not be opened. The folder can be
opened (activated) and the files in the folder will then be displayed. Double-click, for example
in WINDOWS 7 on or activate, for example, C: and double-click on the My Documents
folder in previous WINDOWS versions to display the contents
N.B.: With WINDOWS My Computer and Windows Explorer can be used to manage disks and files.
Both will be dealt with in this chapter, but only Windows Explorer will be explained in detail.
The same procedures can be followed in My Computer.

TO ACTIVATE MY COMPUTER
The My Computer icon on the desktop or in the Start menu represents the computer on which you are
actually working - think of it as "home". It displays all the drives (floppy disks, hard disks and CD-ROM)
that are attached to the computer.
Double-click the My Computer icon . The My Computer window opens, listing the icons and names
of the disk drives and network drives as well as a folder for Control Panel.
Note: The content will vary depending on the configuration of your computer.

WINDOWS 7: Choose Organise, Folder and search Options, General tab and select the display style.
Choose view, icons to display icon. Icons in My Computer window (depending on the configuration):

MANAGING FILES

VIEWING FILES
Functions: VIEW is used to display on screen a directory list (index) of all the files or a group of files
on a disk, or in a folder on the hard disk.

Procedure: Place the disk of which the directory list is required in USB Port. Activate Windows Explorer,
click on the Computer icon and double-click on the Flash Disk icon. (Or activate C: to display the folders
and files on C:.) In the F:\ window: Click the Views icon to display the different views. Choose
Details, List, Icons (Small or Large in previous WINDOWS versions). Tiles or Thumbnails, as required.
(N.B.: Choose Organize, Folder and Search Options: click the View tab,
OK to display the file extensions.)

Example:
View, Details will display the filenames and shows the size, type and date last modified as shown below:

To sort the files: To sort files alphabetically, according to size, type or date modified, click on the
appropriate column heading. Click the heading again to reverse the sort. An arrow will appear in the
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 Managing Files and Using the Computer
heading to the right of the sorted column heading, for example Name. The arrow indicates the direction
of the Sort.

COPYING FILES
Function: COPY is used to copy individual files or groups of files from the source to the target
destination. The files are added to what is already on the target position. The files are copied
one by one.
N.B.: The name or extension of the duplicate document must be different to the original on the
same disk or location.

Procedure:
To select the file(s) to be copied:
One file: Click the filename.
All files in the active folder: Click Organize on the menu bar and choose Select
All OR
Group of consecutive files: Click on the first filename in the group of files. Press and hold down
the SHIFT key and click the last filename in the group.
Group of non-consecutive files: Press and hold down the CTRL-key while clicking on each filename
(icon) to be copied. Release the CTRL-key and mouse button after the selection.
Note: All selected filenames or icons are highlighted.

To cancel selections:
To cancel one selection: Press down the CTRL-key and click on the filename to be cancelled. To cancel a
group selection: Click on an open space in the window to cancel the selection.
Use one of the following methods to copy files in Windows Explorer:

Shortcut Copy & Paste Drag & Drop

commands
Click with the right Select the Hold down
mouse button on file(s) to be CTRL-key
the file to be copied. and drag the
copied. Send To Organize, file to be
Flash Disk (F) Copy copied to the
My Documents Select the required
(C:) target destination.
ToCD Drive
copy one (file
D:)from a flash disk (F:) to the hard disk: Make sure that the required position on the hard
disk is active, for example My Documents\Tutor. Place the flash disk with the source file in USB Port.
Activate Windows Explorer. Activate USB Flash Disk. Click on the file to be copied, for example Exercise
1.doc on F:. Click Organize, Copy . Activate drive-C and the folder/subfolder where the source document
must be copied to, for example My Documents\Tutor. Click Organize, Paste.

To copy one file from the hard disk to a diskette: Place a USB Flash disk in USB Port. Activate
Windows Explorer. Activate drive-C and the folder/subfolder where the source document is stored, for
example My Documents\Tutor. Click on the file to be copied, for example on Exercisel.doc Click File on
the menu bar. Send To USB Flash Disk. OR Use the right mouse button to click on the file (icon) to be
copied, for example Memo 1 .doc Click Send To and then the required drive. Close all open windows.

To make a copy of a document onto the same flash disk: Activate the drive or window where the
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 Managing Files and Using the Computer
document is stored, for example F:. Select the file to be copied, for example Exercise 1.doc. Click
Organize on the menu bar; choose Copy; Click on an open space in the same window to cancel the
selection (deselect). Click Organize on the menu; Choose Paste. (Copy of filename appears in the
window.) OR Use the right mouse button to select the filename to be copied and choose Copy on the
shortcut menu. Click on an open space in the window to cancel the selection. Use the right mouse button
and click on Paste.

To copy all the files or a group of consecutive files simultaneously: Open the drive or window from
where the files are to be copied. Click Organize on the menu bar and choose Select All (all files). OR
Click on the first filename in the group of files. Press and hold down the SHIFT-key and click on the last
filename in the group to be copied. Note: All the selected filenames or icons are highlighted. Click
Organize, Copy. Click on the target drive or folder. Click Organize, Paste.

To copy a group of non-consecutive files: Open the drive or window from where the files are to be
copied. Press and hold down the CTRL-key while clicking on each filename (icon) to be copied. Release
the CTRL-key and mouse button after the selection. Click Organize, Copy. Click the desired drive or
folder (target). Click Organize, Paste.
N.B.: Press F5 after files have been copied to rearrange the files in the window.
Delete (erase)
Function: Delete is use to erase a file or files. Backup or temporary files or old files that are no longer
required can be deleted to provide more space on the hard disk or flash disk.
Remember: Once files are deleted from the flash disk in F: it cannot be recovered. Files are not deleted
immediately from the hard disk, but are moved instead to the Recycle bin from where it
can be recovered.
Procedure
Start windows explorer. Open the drive or window where the files are to be deleted. Select the file(s) to
be deleted. Press DELETE OR choose Organize, Delete and click yes Or Drag the file(s) to the recycle
bin icon on the desktop. Click yes

N.B: To remove files permanently from the hard disk, press SHIFT+DELETE instead of Delete. Click
yes to remove permanently.

The Recycle Bin

Function: The recycle bin is a special folder that contains files that were previously deleted from the hard
disk. It should be emptied regularly to provide more space on the hard drive. Once a file has been
removed from the recycle bin it can no longer be recovered.

To empty the Recycle Bin: Double click the Recycle Bin icon on the desktop; Click empty the Recycle Bin
on the menu bar; close all open windows

To restore a file(s) from the Recycle Bin

Procedure: Double click the Recycle Bin icon. Select the folder and or file(s) to restore; Click Restore This
Item on the menu bar. Or Click on selected file with the right mouse button and choose Restore from the
shortcut menu.
Rename

Function: RENAME is used to change the name of a file or folder.

N.B.: Do not change the file extension. The associated application will not recognise the file and it will be
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 Managing Files and Using the Computer
unusable.
Procedure:
Start windows explorer. Use the right mouse button to click the filename to be changed. Click Rename on the
shortcut menu. The filename is highlighted and the insertion point is flashing in the box. Type the new name.
Press ENTER Or Press F2 OR Click on the filename to be changed and click again (do not double click).
Type the filename and press ENTER.

File properties and attributes

Properties displays information about a file, such as location, date created, modified and accessed and size.
Attributes are assigned mainly to protect files from being deleted or changed. The files are changed to read-
only or hidden files. Protection can be cancelled whenever necessary.

Start windows explorer. Select the file to view the properties or the file(s) to be protected or hide. choose
Organize, properties Or use the right mouse button to click the filename. Choose properties from the shortcut
menu. Click the General tab in the Properties dialog box: The selected filename appears and an icon to indicate
the associated program (the MS Word icon appears in the example) in the properties dialog box.

The General tab displays the file details such as name, type of file, size, location and the date when created,
modified, last accessed and the attributes. Click on the Detail tab to see more information.

To make a file read-only or locked: Select the Read-only check box: Click on Apply and OK

To make a file read-write: Follow the same procedure and deselect Read-only to cancel the protection
when necessary: Click on Apply and OK.

N.B. Do not experiment with the other options that can be used with this command. Without the
proper knowledge, this can be dangerous

PRINT
Setting a Default Printer: Click Start; Devices and Printers; The Printers window appears. Point to the
printer to be set as the default printer and click the right mouse button. Select Set as Default from the
shortcut menu.
Note: Only one printer at a time may be selected as the default printer and the current default printer has
a tick mark above the printer icon in the Printers window.

To change the default printer to a network printer

Select the printer. Right-click to display the shortcut menu. Select the Network printer. Set as Default.
N.B.: To distinguish between a local and a network printer, look closely for a horizontal line under the
printer icon.

WINDOWS

CREATING FOLDERS

Function: To help to organise computer files into specific categories, you create folders. Folders can
be created within other folders on the computer system. Files can be moved from one folder to another.
Folders can hold any number of individual files. When saving a document that has been created, you can
choose the folder in which to store the file. Folders can be copied, moved, renamed and deleted.

Procedure in all WINDOWS versions:

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To create a folder
Click Start, Programs, Accessories OR Start, Programs Windows Explorer Click the drive, for example
flash disk (F:), where the new folder must be created.
Click New folder on the menu; The new folder icon appears with a temporary name
(New Folder). Delete the name (New Folder) and type a name for the new folder. Press ENTER
N.B.: To re-arrange the icons after creating a folder: Press F5 or Click View, Arrange Icons by, Name.
The folder will be re-arranged at the top of the window in alphabetical order.
N.B.: To create another new folder in the same drive, click on an empty space anywhere in the
window to deselect the active folder, otherwise a subfolder will be created within the active
folder.

To create a subfolder (a new folder within a folder)

Double-click the folder in Windows Explorer where the new folder must be created, for example, My
Documents on C:.

Note: The pathname must be correct in the Address box.

Click New folder; The New Folder icon appears on the right side of the window. Type a name for the
new folder; The display of the folder structure within My Documents:

Close all open windows

To change the active folder

Click on The arrow sign indicates that the subfolders are hidden. The plus changes
to a minus. The subfolders in My Documents appear (Windows XP). To change the active folder (My
Documents) and open another folder TUTOR, click the plus sign to the left of the Tutor icon:

Note: The pathname changed to C: \My Documents\TUTOR in the Address box. In WINDOWS XP the
pathname will be: C: \Documents and Settings \ User\My Documents \ TUTOR
All the files in the folder TUTOR will be displayed on the right side of the window.
 Click on the minus sign to the left of My Documents to return to the main folder.
 Close all open windows.

Remember: Click the plus symbol + to display any hidden subfolders, click the minus - symbol to hide
any subfolders (Windows XP).

To view a directory/folder attributes and properties: Click on the Views button in the Windows
Explorer toolbar. OR Click View; Details; All the details, such as name, type and date last modified will
be displayed as follows:

To display the properties and attributes of one of the folders: Right-click on a folder. Select Properties;
The Properties dialog box displays more detailed information and the attributes.

Note: To sort folders alphabetically or according to size or date modified, click on the column heading.

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 Managing Files and Using the Computer
An arrow will appear in the heading to the right of the Name, indicating the direction of the Sort.

MANAGING FOLDERS AND FILES

COPY, DELETE AND RENAME

Folders can be copied, deleted or renamed. Activate Windows Explorer or My Computer. Select the folder
and right-click to display the Shortcut menu. Delete, copy or rename the folder in the same way as deleting,
copying or renaming a file:
choose Delete, Copy or Rename.
N.B.: When deleting or copying a folder, all files and subfolders in the folder will be deleted or copied
as well. Files can be copied as usual to any folder or subfolder. Activate the source and the target
positions and copy in the normal way

MOVING
Files and folders can be moved from one position to another. MOVE removes folders and files from the
source position and replaces them in the target position.

SEARCH. (FIND)
Function: Search is used in WINDOWS XP and 2000 and the Search Programs and Filse command is
used in WINDOWS 7 to search for all files on the hard disk or a flash disk that match the criteria you specify.
A list of these files is displayed. A file can then be renamed, deleted or printed. The file can be opened. The
number of files appears in the status bar. (View, Status Bar if the status bar is not being displayed).
Criteria:
Different search criteria can be combined to narrow the search, for example:
Wildcard characters: The asterisk (*) refers to any string of characters in the filename or extension
to be substituted in the specified position. For example: *.doc refers to all files with the
extension .doc. The question mark (?) refers to one character in the filename or extension to
be substituted in the specified position. For example: exerc? doc can refer to exerc2.doc,
exerc3.doc, etcetera.
File type: The file type is the category file, such as bitmap image file (.bmp), Word document (.doc),
Excel worksheet (.xls) or an application (program) file.
Keyword: When using keywords, WINDOWS searches for files that contain the words, for example
"phone cards" or "Income97". In previous WINDOWS versions the advanced tab in the
Find dialog box is used for this type of search.

IN WINDOWS 7:
Windows 7 provides several ways to find files and folders. There isn't one best way to search you can use
different methods for different situations.

To find a program or file by using the search box on the Start menu
You can use the search box on the Start menu to find files, folders, programs, and e-mail messages stored on
your computer.

To find an item using the Start menu: Click the Start button, and then type a word or part of a word in the
search box. As you type, items that match your text will appear on the Start menu. The search is based on
text in the file name, text in the file, tags, and other file properties.

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 Managing Files and Using the Computer
N.B.: When searching from the Start menu, only files that have been indexed will appear in search results.
Most files on your computer are indexed automatically. For example, anything you include in a
library is automatically indexed.

To find a file or folder by using the search box in a folder or library

You're often likely to be looking for a file that you know is in a particular folder or library, such as
Documents or Pictures. Browsing for the file might mean looking through hundreds of files and subfolders.
To save time and effort, use the search box at the top of the open window.

The search box in a folder or library: The search box is located at the top of every library. It filters the
current view based on text that you type. The search looks for text in the file name and contents; and in the
file properties, such as in tags. In a library, the search includes all folders included in the library as well as
subfolders within those folders.

To search for a file or folder by using the search box:

Type a word or part of a word in the search box. As you type, the contents of the folder or library are filtered
to reflect each successive character you type. When you see the file that you want, stop typing.

For example, suppose your Documents library looks like this: Documents library before typing in the search
box. Now, suppose that you're looking for your invoice files, so you type "invoice" in the search box. As
you type, the view is automatically filtered and you see something like this: Documents library after typing
"invoice" in the search box

To find a file by using search filters: If you're searching for a file based on one or more of its properties
(such as a tag or the date the file was last modified), you can use search filters to specify the property in
your search.
1. In a library or folder, click in the search box, and then click the appropriate search filter below the
search box. (For example, to search the Music library for songs by a particular artist, click the Artists
search filter.)
2. Depending on which search filter you click, choose a value. For example, if you click the Artists search
filter, click an artist from the list.
You can repeat these steps to build complex searches on multiple properties. Each time that you click a
search filter or value, terms are automatically added to the search box.

To expand a search beyond a specific library or folder: If you can't find what you're looking for in a
specific library or folder, you can expand the search to include different locations. Type a word in the
search box. Scroll to the bottom of the list of search results. Under Search again in, do one of the following:
Click Libraries to search across every library. Click Computer to search across your entire computer. This
is the way to search for files that aren't indexed (such as system or program files). However, be aware that
the search will be slower. Click Custom to search specific locations. Click Internet to search online, using
your default web browser and your default search provider.
THE KEYBOARD PRINT SCREEN FACILITY

To copy the entire screen image to a document: Display the screen to be copied. Press the Print Screen
key. The entire screen will be copied to the Windows Clipboard. Activate the program, such as WordPad
or Microsoft Word, and create a new document or recall the existing document. Click at the position where

the image must be copied. Choose Paste icon on the menu bar and choose paste.

To copy the active window or dialog box: Activate the window or dialog box. Press ALT + Print Screen.
Only the dialog box will be copied to the Clipboard. Activate the program, such as WordPad or Microsoft
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 Managing Files and Using the Computer
Word, and create a new document or recall the existing document. Click at the position where the image
must be copied. Choose Paste.
COMPRESSING FILES AND VIRUSES

BACKING UP FILES
It is important to make regular backups of files to removable storage media to prevent loss of valuable
data. If a tape backup system is not available, copy the data files to a diskette, Zip disk, USB Flash
disk/drive or a CD. Store the backup away from the computer, ideally off-site.
Reasons for backing up files on removable storage media: A hard disk can fail and all files stored on it
will then be lost. Files can accidentally be damaged. Files can be damaged by a virus attack.
Environmental disasters, such as fire or burglary, can occur.

FILE COMPRESSION
File compression decreases the size of files and reduces the amount of space needed to save the files. It is
useful for backing up files on removable storage media and when sending files as an e-mail attachment
over the Internet.

To compress:
Download the Winzip program from the website http://www.winzip.com if not installed on the computer.
Winzip can be downloaded and tried for free, prior to purchasing. Activate Windows Explorer. Right-
click on the folder to be compressed; OR Select the files to be compressed and right-click on the selected
files. - Choose the second option to compress the folder into a zip file, using the name of the selected
folder: OR Choose Add to Zip to specify a file name and location.

To specify a location: In the Add-dialog, box, click on New. The New Archive dialog box appears. Specify
the location in the same way as when saving a document in WordPad. Click OK and click Add. Close all
windows. In the example, the file Test 1.zip will be created in the folder My Documents\Tutor 1 on the C-
drive.

To extract compressed files: Activate Windows Explorer and double-click on the compressed file. The
files open in the Winzip window. Click the Extract button; Specify the location. Click the extract button
and close the window.

VIRUSES
Advantages of a virus-scanning application
It is essential to install an anti-virus program on the hard disk to identify and clear viruses. It provides the
following advantages:
• Protection from losing data due to a virus attack.
• Saving time and cost by preventing virus attacks as opposed to dealing with the effects of an attack.
• Prevent the replicating of viruses to contacts in the address book via e-mail.

Disinfecting files
Check all disks and downloaded files by scanning with anti-virus software. A virus checker will detect
and then destroy or repair the virus. This is called disinfecting files.

Scanning with anti-virus software

Anti-virus software, such as Norton Anti-Virus, scans drives, folders and files to identify viruses. The
program can be set up to scan automatically daily, weekly or as required; OR Start the anti-virus program,
such as Norton AntiVirus, from the Start, Programs menu and click on Scan for Viruses. Specify the

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 Managing Files and Using the Computer
drives to be scanned. A scan summary appears. If a virus is detected, choose Repair Wizard to clear the
virus. Follow the on-screen instructions.

Updating anti-virus software

New viruses are constantly emerging and therefore anti-virus programs are revised to keep up with the
latest viruses. Update your anti-virus software frequently by downloading from the Internet. Many
programs will update automatically. The Norton Anti-Virus program has a Live Update facility to
update regularly from the Internet.

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 Microsoft Word Processing
MODULE 3

MICROSOFT WORD 2007

LOADING THE PROGRAM

Click Start; choose Programs, click Microsoft Office, choose

MOVING TEMPORARILY TO WINDOWS OR THE DESKTOP

Click Start on the Taskbar or press the WINDOWS key on the Keyboard to activate any other
program, for example EXCEL; OR Right Click on the Taskbar and click Show Desktop to move to the
Desktop; or Minimise the WORD window and any other open windows to move to the Desktop. Click
the minimize button in the top right corner.

SWITCHING OFF AT THE END OF EVERY WORKING SESSION

Move completely out of the program before removing the Flash Disk: Close all files: click Office Button
; choose Close (Yes) to save, or (Not) not to save. Close the
program: Click the top right corner on Microsoft Word Close
button : or click Office Button and choose Close. Switching
off the computer: Start button, Shut Down

THE SCREEN LAYOUT

If the screen does not appear as shown below, click (Draft view) in the bottom right corner of the
screen.
Help (Ask a Question)

Menu bar

Formatting
toolbar

Ruler

Insertion point

Selection area

Vertical Scroll Bar

Print Layout
Full Screen Reading
Web Layout
Outline
Draft

Page Word Zoom

40
 Microsoft Word Processing
The screen contains the following:
1. The title bar at the top. The name of the current document displayed on the screen appears in the title
bar, if this file has already been saved in a file on the disk.
2. The main menu options.
3. The standard toolbar.
4. The formatting toolbar.
5. The ruler.
6. The window in which the document is typed.
The insertion point (|) The insertion point is the blinking vertical line on the screen which indicates
where the next character can now be typed. A paragraph mark ( ) is inserted when ENTER KEY on
the keyboard is pressed.
7. The horizontal and vertical scroll bars.
8. The Status Bar which indicates the following: The current page number (Page 1) The Current screen
page/Total number of pages in the active document, For example 5/25. The zoom, the screen display.
9. Selection area: The area immediately to the right of the text in the window. Position the mouse pointer
here to select a line, paragraph or the full document.
10. Five different ways of screen display
Table 1
Print Layout view
Full Screen Reading view
Web Layout view On the horizontal scroll bar

Outline view

Draft view
PAGE DISPLAY MODES (VIEWS)

Click the icons in the right bottom comer of the screen or Choose
View and click the required option to change the way of document
display on the screen.

Print Layout View: Views more closely and is used to apply the
last edit touches and to check a document prior to printing. It displays the headers,
footers, graphics and a vertical ruler and other elements not seen in the Normal View
Layout.
Full Screen Reading View: For viewing the word document in full screen.
Web Layout View: Work in Web layout view when creating a Web page. Backgrounds are displayed,
text is wrapped to fit the window and graphics are positioned just as they are in a
Web browser.
Outline View: A document can be created to display and edit the structure (main and sub-
headings) in Outline View.
Draft view: Normal display screen; this is recommended for normal typing and editing.

ZOOM
To display the text on the screen larger or smaller, choose one of the following:
On the status bar you can increase text on the screen by moving the zoom scroll bar towards the + sign or
decrease text by moving zoom scroll bar towards – sign . Or you can click on
the 100% on the zoom bar to open the zoom dialog box. Or click View on the menu bar, Click
Zoom and choose the required size then OK. Various percentages can be chosen to set the size of the text.
Choose Page Width to fit in a whole line of text horizontally over the screen. Choose Two pages to display
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 Microsoft Word Processing
two pages of text simultaneously on the screen.
TROUBLE SHOOTING
The following options will help to match the screen on your computer:
• If the application window for Word does not fill the entire screen or the document does not take the
entire window within Word, click the maximize button.
• If the paragraph mark ( ) and other non-printing symbols does not appear on the screen it means the
previous user cancelled the display of these characters. Click the Show/Hide button on the standard
toolbar to display them.
• If the text on the screen is unusually large, small or a line of text seems to fall off the screen, click
View, Zoom and then Page Width so that the text takes the entire line.

CREATING, SAVING AND CLOSING A DOCUMENT/ACTIVATING/RECALLING A

DOCUMENT

N.B.: Only ONE method to execute a function is given throughout. This method is suggested as the
easiest one to use. For more methods, refer to: Hands-on with Microsoft Word for Windows
2007 by the same authors.

CREATING A NEW DOCUMENT BASED ON, THE .DEFAULT TEMPLATE

Click the Microsoft Office Button , New Blank Document (in the Task pane) to display a clean
document screen based on the default template; OR Click the Microsoft Office Button , Templates,
and select a Template. A preview appears in the Preview box. Click OK. Click (Draft view) or
(Print layout view) for the preferred screen layout. Click the arrow to the right of the zoom
control icon (Zoom); Click on view on the menu bar and click on Page Width. A whole
line of text will be fit in horizontally over the screen. Type the text.

Note the following:

The insertion point: The insertion point is the blinking vertical line on the screen (|). Text which is
typed now will be inserted here.
To move the insertion point to another position: Move the I-beam pointer to the required position and
click the left mouse button. The arrow keys <— —> can also be used to move the pointer.

Word-wrap: Words are automatically carried over to the following line when the right margin is
reached. Press ENTER on the keyboard only at the end of a paragraph and when a short line must be
ended. This is called word-wrap.

Paragraph marks: A paragraph mark ( ) is inserted in a document when the ENTER key has been
pressed. Paragraph formatting, for example indents, are stored in the paragraph mark at the end of the
paragraph.

To display/hide non-printing characters, for example paragraph marks, in a document: Click on the
Standard toolbar.

Mouse shapes in WORD

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- The -beam: When using the mouse to move around in the document window. Move the -
beam to the required position and click the left mouse button to reposition the insertion point. Note the
difference between the insertion point (|) and the \-beam pointer.

- When pointing to an option on the menu, an icon on any toolbar, an icon on the horizontal scroll
bar, the vertical scroll bar, the status bar.
- When moving into the selection area to the left of the window to select a line, paragraph or the
full document

CLEARING THE SCREEN WITHOUT SAVING THE DOCUMENT

Choose: Microsoft Office Button , Close; Save changes: No.

SAVING OF DOCUMENTS AND SAVING A DOCUMENT UNDER ANOTHER NAME

Save/store means that information is written from the memory onto a hard disk or flash disk where it is
stored for later use.
Choose Microsoft Office Button , Save As; The SAVE AS dialog box appears. Complete the
dialog box as shown below:

To save in a subdirectory F:\ click Flash Disk to the left of the Save As dialog box.
Filename: Click in the filename text box and type a filename for example Chanda.
Save As type: Click on the drop down arrow to the right of the text box. Select Word Document. The
program automatically adds an extension .DOC to the filename. The file will be compatible with Word
2007. Click Save to save the document.
Microsoft Word Button , Save can be used to save a New document. Microsoft Word Button ,
Save As is the safest method and is particulary used to save an existing document under a NEW name.
CLOSING OF DOCUMENTS

Click Microsoft Word Button ; choose Close; The Save changes message appears if the document
contains unsaved changes. Click on Yes to save or no if the changes must not be saved, as desired.

ACTIVATING/RECALLING AN EXISTING DOCUMENT

Click Microsoft Word Button , Open. The OPEN dialog box appears:

If necessary change the location where the file is saved as shown above. Click the file name to select it.
Click open.

TYPING SPECIAL CHARACTERS AND SYMBOLS

Move the insertion point where the symbol or special character must be inserted: Click on Insert; then
Click Symbol; choose more Symbols; The SYMBOL dialog box appears.

There are various sets from which symbols can be selected. Choose a font set, for example Symbol,
Wingdings, Wingdings2, Wingdings, Webdings, (normal text) OR click on Special characters
(TAB), etcetera. Click the symbol.
Click Insert. Close. Example: ♫ ᴫ

NON-BREAKING SPACES
(Ctrl + Shift + Space) Ctrl + Shift + Spacebar
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Examples:
27 September 2011, K1 200 000, Mr. James Mwewa
Non-breaking spaces are inserted instead of normal spaces, for example, to keep a date, a surname and
initials or a number together on a line.

 Position the insertion point where a non-breaking space must be inserted.

 Press CTRL + SHIFT + Spacebar.

When typing text: type for example 20, press Ctrl + Shift + Spacebar, type August, Ctrl + Shift +
Spacebar, type 2003. On the screen appears: 20°August°2003.
In text that has already been typed: click the space; press Ctrl + Shift + Spacebar. Delete the normal
space.

HYPHENS
Hyphen-character
Type a hyphen (-). Example: week-end. Hyphenated word, which may also be divided between two lines at
the position of the hyphen;
Non-breaking hyphens (Hard hyphens) CTRL + SHIFT + HYPHEN
Press CTRL + SHIFT + - at the position where the hyphen must appear. On the screen it appears as
follows: —
Examples: -1" Tel. no. 234-234-087 Hyphenated words that should not be divided between two
lines.
Optional hyphens (soft hyphens): CTRL + HYPHEN
Optional hyphens can be inserted manually in the desired positions to make the right-hand margin more
even.
 Click on the position where a word must be divided in order to make the margin more even.
 Press CTRL+- (hyphen).
On the screen it appears as follows:

The right-hand margin can be made more even by the automatic insertion of soft hyphens by the program:
Choose: Page Layout; click drop down arrow on Hyphenation; click Hyphenation
Options; Select Automatically hyphenate document: Hyphenation zone e.g. 0.63 cm: To specify the
amount of space between the end of the last word and the right margin. This space determines whether
a word should be hyphenated. Click OK to insert automatically; OR Click Manual to specify the
hyphenation positions manually. Choose Yes or No to continue to the next word.
DATE FUNCTION
To insert the current date as text at the insertion position: Choose: Insert, Date and Time; Choose a
format; . Do not select. OK
To insert the current date as a code in a document:
The date will be updated to the current date daily.

THE HELP FUNCTION

Quick help (Ask a Question text box): Type a word or question in the help text box in the top right comer
of the screen and press ENTER key on the keyboard.

Example:
Click and type in the text box: symbols and press ENTER key to get help on how to insert a symbol. A
topic list appears. Double-click "Insert a symbol or special character". The Help window appears and
displays the required help topic (symbols).

N.B.: Previous questions can be displayed and re-used; click on and double-click the topic. The Help
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window:
• Click on words in blue to display more help on that topic, for example on insert symbol.
• Click the answer wizard tab, type a word or a short sentence to ask help, click search and then click
on the desired topic. The help displays in the topic pane.

To display help choose one of the following:

a) on the Keyboard press F1
b) Click the icon on the right corner of the screen just below the close button.

EDITING FUNCTIONS

HINT: Activate the existing document, TEST1 (STYLES).DOC. Use it to practice the following
functions while studying them. Any changes may be made in the document but do not save.
At the end of the working session, clear the screen without saving the document.
N.B. Do not click the Save-icon Choose Microsoft Word Button, Save As!Choose Microsoft Word
Button, close; Save - choose No.
MOVING AROUND WITHIN A DOCUMENT
Moving around with the mouse:
Positioning the insertion point: Click the left mouse button at the required position in the text. The
insertion point moves to this position.
One window up/down: Click above/below the slide button ( ) on the scroll bar at the right of
the window. Click on the required position in the text.
One line up or down: Click on the up or down arrow on the scroll bar ( or ) at the right
of the window. Click on the required position in the text.
Continuously up or down: Point the mouse pointer to the up or down arrow on the scroll bar
( or ) at the right. Hold the left mouse button down to scroll to a
specific position. Click on the required position in the text.
Beginning/end of the document: Position the mouse pointer on the slide button ( ), hold the left
mouse button and drag the button to the top/bottom of the screen.
To a specific date: Double-click on Page on the left in the status bar (for example on
)

Moving around with the keyboard:

One character left.
One character to the right.
. One line up/down.
Ctrl + One word to the left.
Ctrl + One word to the right.
Ctrl + End To the end of the document.
Ctrl + Home To the beginning of the document.
PgUp One window up.
PgDn One window down.

SELECTING/HIGHLIGHTING TEXT
The same rule applies to all WINDOWS-application programs: Select first, then execute an action. (Select
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first, then do!)
Selecting with the mouse:
Word: Double-click the word.
Sentence: Press Ctrl and click in the sentence.
Line: Click in the selection area to the left side of the text.
Multiple lines: Click in the selection area to the left side of the first line and drag up or
down.
Paragraph: Double-click in the selection area to the left of the paragraph.
Whole window: Press Ctrl and click in the selection area to the left side of the text; OR
Triple-click in the selection area to the left side of the text.
Rectangle: Hold down Alt, click at the top left comer and drag to highlight the
rectangle.
Small amount of text: Position the I-beam on the first character, click and hold the left mouse
button and drag to select the area.
Multiple areas: Hold down Ctrl and select sections of text in different locations.

Selecting with the keyboard

Position the insertion point on the desired position:
Character(s) Shift + or
Whole document Ctrl + A

To cancel a selection:
With the mouse: Click in or to the right of the selected text.
CORRECTION OF ERRORS
Insert:
Position the insertion point at the desired location and type the text.
Delete:
Press DEL To delete the character to the right of the insertion point.
OR Press (Backspace) To delete the character to the left of the insertion point.

Deleting a block of text:

Use the mouse or the keyboard to select the block of text. Press DEL

UNDO AND REDO

UNDO and REDO are frequently used to cancel previous actions which must not be
executed. The previous or several previous actions can be cancelled (UNDO) or redone (REDO). Click
on the UNDO button ( ) and repeat to cancel all undesired actions. To restore the cancelled actions:
Click on the REDO button ( ).

FORMATTING TEXT (CHARACTER FORMATTING)

Bold, underline, double-underline and italic:
Text that has already been typed: Select the text. Click Home and then click on to switch to bold.
For example INTERNET NEWSLETTER OR Click on to underline. For example INTERNET
NEWSLETTER OR Press CTRL+SHIFT+D or click Home and then click on the show font dialog box.
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Show dialog box displays. Underline style (choose the style), OK to double underline. For example
INTERNET NEWSLETTER.
Click on to switch to italics. For example INTERNET NEWSLETTER. The switched on icons display
as follows . The icon looks "pushed down".
Procedure when typing text:
Click the icon ( or or ) and type the text. Click the same icon to switch off the function.

CHANGING FONTS: SIZES AND TYPES

Various letter-types can be selected, for example Times New Roman, Arial, Comic Sans MS. Various
lettersizes can be selected, for example 10, 12, 14, 16 points, etcetera. This determine the height of the
letter. The larger the number, the larger the letter.
Examples:
Times New Roman, 10 point Suncrush Techno Computers
Times New Roman, 12 point Suncrush Techno Computers
Times New Roman, 16 point Suncrush Techno Computers
Times New Roman, 18 point Suncrush Techno Computers
Comic Sans MS, 14 point Suncrush Techno Computers
Arial Narrow, 12 point Suncrush Techno Computers
Arial, 11 point Suncrush Techno Computers

Procedure:
Text that has already been typed: Select the text. Choose Home Show the font dialog box, and choose
the Font Style and Size. Choose OK. OR use the formatting toolbar under Home, for example
. Examples of different types are displayed.

Procedure when typing text:

Set up the font style and size as indicated above and type the text.
APPLY DIFFERENT COLOURS TO TEXT
Select the text. Choose Home, Click on Show the font dialog box, then click on the Font Tab, Click on
the arrow next to Font color to display the different colours. Click the required colour. Click OK. Or Click
on the arrow to the right of the Font Color icon on the formatting toolbar to display the different
colours. Click the required colour.

Procedure when typing text: Choose the colour as explained above and type the text.

SMALL CAPS
Procedure when typing text: Press CTRL +SHIFT+K
N.B.: Type the text in lower case.
OR Select the text. Click Home, Show the Font dialog box, Click Font, , OK. Or Select the text,
click Home and then click the arrow next to change case tab , and select lowercase.

SUPERSCRIPT
Example 34, superscriptsuperscript
Type, for example, 3
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Switch on superscript. Press CTRL + SHIFT + = OR Home, Show the Font dialog box, Font
,OK Type the text to be in superscript, for example 4. Switch off superscript. Press CTRL
+ SHIFT + = OR Home, Show Font dialog box, Font ,QK
SUBSCRIPT
Example H2O, subscriptsubscript
Type, for example, H
Switch on subscript: Press CTRL+= OR Home, Show Font dialog box, Font ,OK. Type the
text to be subscript, for example 2. Switch subscript off. Press CTRL + = OR Home, Show Font dialog
box, Font ,QK
Type, for example, 0

CENTRING HEADINGS

Click in the heading. Click on (Centre).

Cancelling centring:
Click in the centred heading. Click on (Align Left)

CHANGING THE LETTERCASE

Switching from lowercase to uppercase:
Example: Internet must be switched to INTERNET. Select the text. Click on Home, Click change case
Tab and select as desired.

Switching from uppercase to lowercase: Select the text that has been typed in uppercase. Click on Home,
Click Change case icon, click lowercase.

TO SPLIT OR JOIN PARAGRAPHS

To split one paragraph into two: Click on the position in the paragraph where the new paragraph must
start. Press ENTER Key twice. Delete extra spaces. To join two paragraphs: Move the insertion point to
the end of the first paragraph, just before the paragraph mark. Press Delete twice to delete the two
paragraph marks. Press the spacebar twice to insert two spaces between die joined paragraphs.

SPELLING AND GRAMMAR

SPELL AND GRAMMAR CHECK

This is, amongst others, used for:
1. Checking spelling errors in any selected block of text or in the whole document. 2. Checking double
appearance of a word, for example the. 3. Checking for capitalization errors, e.g. cOLlege. 4. Checking
grammar and style, for example: He are ....... 5. Counting the number of words. The number of pages,
lines and words are counted.

PROCEDURE:
Activate the document to be spell and grammar checked. Click at the location from where the spell check
must be performed. Click on Review; Language: Click Set Language , click on English
(U.K.); Default, OK. WORD checks first of all in the MAIN DICTIONARY in several languages.

CUSTOM DICTIONARY: Words spelled correctly but indicated as spelling errors by the program, can
be added to this dictionary. Make sure that only correctly spelled words are added. Added words are saved
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in a file CUSTOM.DIC.

Click Review, now click . The spelling and grammar dialog box appears.
 Select to check the grammar simultaneously.

Dictionary language: Select the dictionary to use when checking the spelling, for example English
(United Kingdom).
Options: Set the spelling and grammar options as desired; OK. To do this click on Microsoft Word

Office Button , then click on Word Options , then click on Proofing, the dialog box
displays, check as required and click OK.
The first misspelled word and suggestions for the correct spelling/grammar appears. Choose the
desired option, as follows:

Change: To replace a word: select the word with which to be replaced and choose Change.
Change All: To replace all occurrences of this word in the document.
Ignore: Word is spelled correctly and must be ignored, for example proper names which do not
appear in a dictionary.
Ignore All: Accept this spelling of the word throughout the full document.
Delete: It is available only when the double appearance of a word is found and is used to delete the
double word/words.
Add to Dictionary: Add this word to the CUSTOM DICTIONARY. Save the changed document
when the spell checking is completed.

To edit the Custom Dictionary: In the Auto Correct dialog box: Click on Custom Dictionaries and
select Custom.dic. Click on Edit word list and select the word; edit and click on Add or click on Delete,
OK, OK. Close.

CHECK SPELLING AUTOMATICALLY

The spell check can be set to automatically check a document as text is entered, which in turn underlines
the word with a red, wavy line. Repeated words (such as "the the") are also identified by a red, wavy
underline. Grammatical errors, or errors in punctuation or usage, are identified with green, wavy
underlines.

To set the option:

Click Microsoft Office Button, then click on Word Options, Choose Proofing, and check the box for
as well as , then click OK.

To correct a misspelling: Place the mouse pointer on the underlined word and click the right mouse
button to open a shortcut menu of correction options. You can then: Choose the correct spelling from
the suggested words at the top of the list; OR Choose to Ignore All to remove the underlining and ignore
every occurrence of the word; Choose to add the word to the custom dictionary.

PAGE LAYOUT AND FORMATS

PAGE BREAKS
Automatic page breaks (Soft page break): Automatic page breaks are inserted at the end of a page. This
is called a soft page break. A broken line appears on the screen in normal view mode
(…………………….) to show the division.
N.B.: A soft page break cannot be deleted!
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Inserting a page break (Hard page break): Position the insertion point where the page break is required.
Press CTRL + ENTER.
On the screen appears: ------------Page break------------------ A new page will be created.

Cancelling a hard page break – (Page combine): Click on --------------------Page break-------------------

------- Press DEL

Inserting a conditional end of page: This is used to keep a certain number of lines or a group of
paragraphs together on one page and to prevent any possible division between pages. Select the lines or
paragraphs to be kept together. Click on Page Layout, click on paragraph arrow , show the paragraph

dialog box displays. Click on Line and Page Break tab and mark as follows: , OK; The
lines/paragraphs are marked with small black squares to the left of each paragraph/line.
DIVIDING A DOCUMENT INTO SECTIONS
To set different page sizes and/or margins in a specific part of a document, the document has to be divided
into sections.

To divide a document into sections: Click the position where the new section has to start. Choose: Page
Layout, clicks Break. The Break dialog box appears: Complete the dialog box as follows:

Select section break types

Next page - To start the section break on a new page
Continuous - To start the section break on the same page
Odd page - To start on the first uneven page
Even page - To start on the first even page
-----------------Section break (next page) -----------------
Or appears for example on the screen
-----------------Section breaks (Continuous) -----------------
On the left-hand side of the status bar appears for example Sec 2.

CHANGING THE PAGE LAYOUT

To change the settings for page layout and formats: Insertion points any position in the document or in
the specific section. Choose: Page Layout, Click Page Setup arrow . The Page Setup dialog box
appears: Margins and Orientation, Paper Size, Paper Source and Layout are set up here.

To change the default settings only for this document: make the changes as desired in the Page Setup
dialog box. Choose OK

To change the default settings for this document and all future documents to be created: Make the
changes in the Page Setup dialog box as desired. Click Default, Yes OK
N.B. Formats of existing documents will not be affected.

Changing the paper size: Position the insertion point at any location in the document or within the
section where the paper size has to be changed.
Choose: Page Layout, Click Page Setup arrow . The Page Setup dialog box appears. Click on the
Paper tab and set up as desired: For example A4 210cm x 29.7cm for Laser printers.

The page format displays in the dialog box within the preview block. Click OK.
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Changing the margins and orientation: Position the insertion point within the section where the
margin has to be changed. Click on Page Layout, click on Page Setup arrow , The Page Setup
dialog box appears. Click on the Margins tab, Enter the widths.

Orientation: portrait to place the short edge of the paper horizontal; OR Landscape to place with the
long edge of the paper horizontal.
Apply to: Whole document or This section or This point forward.

PAGE NUMBERING
Two methods can be used to number all pages at the top or the bottom:

Page numbering: Method 1

Insert, Page Numbers

Click within the first section to be numbered. Click on Insert, Page Numbers; The dialog box appears:

Complete the dialog box as follows:

Position: Choose the position of the page numbers (at the top or bottom): Bottom of Page or Top of page

Click on format:
Number Format: Select the format of the numbers, for example, i, ii; a, b, etc. The default is plain numbers,
1, 2, etc.
Page numbering: Start At: Type the page number in the text box. The number should not
start at 1, e.g. number from 50.
OR
Continue from Previous Section: If the document is divided into sections and page numbers must
continue from the previous section. Click OK

NOTE: Page numbers are inserted automatically in a Header or a Footer. Numbers are only
displayed in Print Layout View or in Print Preview. The numbers will appear dimmed (lighter) on the
screen. Click on Normal View or on Close to return to the normal screen.

To cancel page numbers: Switch to Print Layout View. Double-click on any page number.
Select/highlight the page number: Move the mouse pointer over the number to display a four arrow star
and click the left mouse button. A small rectangle with handles must appear around the number. Press
DEL. Click Close in the Toolbar which appears on the screen.

To number pages from a certain number:

For example, the screen page may be page 1, but the printed number should be page 100.

N.B.: Page numbering must be set in advance.

Click within the first section. Click on: Insert, Page Numbers; Format Page Numbering:
Start At: Click in the text box and type the starting number , Click OK, Click OK. Click
within the second section:
Click Insert, Page Numbers Format; Page Numbering; , Click OK, OK

Page numbering: Method 2

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Insert a Header or a Footer and insert the page number in the Header/Footer
HEADERS
Headers are inserted to print page numbers and/or text automatically at the top of each page of the
document.
 Click on Insert, Header and Footer; Click Edit Header or Footer; The Header-area and the Header and
Footer-toolbar display on the screen.

Set as shown here.

N.B.: to insert different headers on even and odd pages.
 Type the text. Format in the normal way to display in bold, italics, underline or to change the font or font
size. Click Close.
Example:

Type text Press TAB Click to insert Press TAB Type the text
page number

Adding fields in headers: Click to insert the date and time.

To cancel a header: In each section: Click on Insert, Header and Footer, Click Edit header; Highlight
the text in the header and press DEL. Click on Close.

To insert a unique Header/Footer on the first page, for example no Header/Footer on page 1: Click
on Insert, Header and Footer, Click Edit Header; in the Header and Footer toolbar. Click

Complete as desired and click close.

To cancel or change the header/page number on a specific page or from a specific page:
 Create a new section for this part: Page Layout, Breaks, Section Breaks, Continuous.. Different
headers and footers can now be specified for each section, as follows:
Position the insertion point within the new section.
 Unlink the existing header for this section, as follows:
Click Insert, Header and Footer, Edit Header

 Click on the Same as previous icon in the HEADER toolbar to unlink this
section from the previous section. Same as Previous to the right of the header frame must be
cancelled. Thus:

Repeat these steps to unlink the next section, for example Section 3.
Use the header icons and to display and edit the headers in the
various sections.
Insert the headers in each section as desired. Check that the page numbers in the different sections will
follow on the numbers in the previous section. (Insert, Page Numbers, Format, Page Numbering:
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. Click on Close.

To edit a header: Click on Insert, Header and Footer, Edit Header; Use the Show Previous and Show
Next icons to move between headers. Edit the text using the normal text editing techniques.

FOOTERS
Footer is inserted to print text automatically at the bottom of each page of the document. Follow the
same procedure as when a HEADER is inserted. Click the Switch between Header and Footer-icon in
the Header and Footer-toolbar and enter the text as in a HEADER.

VERTICAL ALIGNMENT OF TEXT ON A PAGE: Insert a Section Break: Next Page before and
after the text to be centered vertically on the page. Position the insertion point within the section to be
aligned vertically. Switch on vertical alignment:
 Click: Page Layout, Page Setup Arrow, Layout:
Page; Vertical Alignment: Center
Apply to: This section OK

PARAGRAPH FORMATTING
PARAGRAPH MARKS AND SOFT CARRIAGE RETURN (LINE BREAK) MARKS
A paragraph mark ( ) is inserted in a document when the ENTER key has been pressed at the end of a
paragraph. A soft carriage return (line break) mark ( ) is inserted by pressing SHIFT + ENTER to end
a line, but not the paragraph.
To remove a paragraph or line break mark: Position the insertion point just before the mark and press
Delete.
To display or hide paragraph and line break marks: Click on the Standard toolbar.

LINE SPACING

Changing line spacing in text that has already been typed: Click in the paragraph or select the text.
Click the arrow to the right of the Line Spacing icon on the formatting toolbar. Click 1.0 for single
line spacing, 1.5 for 11/2 line spacing, 2.0 for double line spacing. OR Click in the paragraph or select the
text. Click on Home; Paragraph Arrow; Indents and Spacing: Line spacing
Click on drop down arrow and select the spacing. Click OK
.
To apply spacing before and after paragraphs: Click in the paragraph or select the text. Click on Home;
Paragraph Arrow, Indents and Spacing: Line spacing, Set the spacing before and after in points. Click
OK.

ALIGNMENT
Use justification to align text in different ways in respect of the margins. Click in the paragraph or select
the paragraphs.Click for left justification; or Click for centring; or Click for right
justification; or Click for right justification.

THE RULER, TABULAR STOPS AND PARAGRAPH INDENT

THE RULER
If the ruler is not visible on the screen, choose: View Click on Ruler - a must appear to the left
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of Ruler.
The ruler displays as follows in centimetres; if the measurement units is set up for centimetres:

Tabular stop character

By default tabular stops are set at 1,27 cm intervals from the left margin. Thus, 1,27, 2,54, 3,81 cm, etc.
The tabular stops are not displayed on the ruler.

N.B.: When setting a tabular stop at any other position, all default tabular stops to the left on the ruler will
automatically be cancelled. Tabular stops to the right will still be set. When clearing the tabular stop which
has been set, the default tabular stops will automatically be restored. Type a period or comma as a
decimal point. It is determined by the set up of figure display in WINDOWS 7 at Control Panel: Regional
and Language Options.

SETTING/DELETION OF TABULAR STOPS

1. Types of tab stops:

Table 2
A Left Tab stop sets the start position of text that will then run to the right as you type.
A Center Tab stop sets the position of the middle of the text. The text centers on this position as
you type.
A Right Tab stop sets the right end of the text. As you type, the text moves to the left.
A Decimal Tab stop aligns numbers around a decimal point. Independent of the number of
digits, the decimal point will be in the same position. (You can align numbers around a decimal
character only; you cannot use the decimal tab to align numbers around a different character,
such as a hyphen or an ampersand symbol.)
A Bar Tab stop doesn't position text. It inserts a vertical bar at the tab position.
First line indent sets a first line paragraph indent
Hanging indent sets a hanging paragraph

2. Setting tabular stops: Select the paragraphs which have already been typed and in which tabular
stops must be set. OR Set the tabular stops and then type the text.
Setting: Click the tabular stop character, for example at the far left of the ruler and repeat until the
required tabular stop appears. Place the mouse pointer at the position on the ruler where the tab stop
must be set and click. OR On the Page Layout tab, click the Paragraph Dialog Box Launcher. In the
Paragraph dialog box, click Tabs. In the Default tab stops box, enter the amount of spacing that you
want between the default tab stops. When you press the TAB key, your tab will stop across the page at
the distance that you specified.
The Tabs dialog box appears; complete for example as shown below:

Tab stop position: Type the tabular stop positions, for example 2.54 cm
Alignment: Choose the type of tabular stop: Alignment: Left, Center, etc. Click on Set
Repeat the procedure until all the tabular stops have been set.
Position: 5.08 cm
Set, etc. Click OK

3. Moving tabular stops: Highlight the paragraphs in which tabular stops must be moved. Place the
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mouse pointer on the tabular stop character on the ruler. Hold down the left mouse button and drag
to the desired position. OR Change the settings in the TABS dialog box.
4. Clearing tabular stops:

4.1.Clearing a specific tabular stop:

Highlight the paragraphs in which the tabular stop must be cleared. Click on Page Layout, Paragraph
Launcher, Tabs. Select the tabular stop. Repeat to clear more than one tabular stop. Click clear, Click OK.
OR Point to the tabular stop character on the ruler, hold down the left mouse button and drag the character
downwards to remove it from the ruler.
4.2.Clearing all tabular stops: Select the paragraphs in which the tabular stops must be cleared. Click on
Page Layout Paragraph Launcher, Tabs Clear All
5. Tabular stops are set relative to the left-hand margin. A tabular stop set at 5,08 cm thus means 5,08
cm from the left-hand margin. If the left-hand margin is changed, the tab stop will automatically
remain on 5,08 cm from the left-hand margin.
6. Tabular stops in headers and footers:
Headers and footers contain a preset centre and right tab stop. It may be necessary to move the right
tab stop to line up text to the right margin and the centre tab stop to centre horizontally between the
margins.
7. Using a tabular stop: Press TAB to use a tabular stop. An arrow (—>) appears on the screen. The
arrow will not be printed. Type the text to be centred, right justified, etc.

RIGHT JUSTIFICATION OF A PART OF A LINE

Set a right tabular stop at the position where text must be right aligned. Type the text which must
appear at the left-hand side; press TAB before typing the right-aligned text. Right-justification is
cancelled when ENTER Key is pressed. Example:
VOLUME 1
APPENDIX A

USES OF TABULAR STOPS

1. To align columns: left, right or centred.
N.B.: Do not use the spacebar to line up text!
Proportionally spaced fonts are used in WORD which means that the width of characters differs. For
example, an i will take up less space than a w.
2. To align decimals in figures typed in columns.
3. To indent paragraphs.

Press CTRL + Q to cancel all tabular stop and indentation settings in one paragraph or in the selected
paragraphs. Formatting can be redone as preferred.

PARAGRAPH INDENT
Text (paragraphs) which have been typed previously can be indented. First select these paragraphs and
then set the indentation. OR First set the indentations and then type the paragraphs.
N.B.: Select text with the F8 extend key if selecting with the mouse gives problems.

N.B.: Only ONE method is explained in this chapter for all types of indentations.

Procedure:

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 Microsoft Word Processing
Click in the paragraph or select the paragraphs. Click on
Page Layout,, Paragraph Launcher or click on to the
right of and choose line spacing options. The
Paragraph dialog box appears: Click on the Indents and
Spacing tab.

1. First line indent:

Complete, for example, as shown above to indent the first line
by 2,54 cm. Click OK.

Example:
Xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
xxx xxx xxx xxx xxx xxx xxx xx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
xxxx xxxx xxxx xxxx xxxx xxxx xxxx xx

2. Left indent:
Complete, for example, as shown below to indent the paragraph by 2,54 cm. Click OK.

Left indent 2.54cm

Example:
Xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
xxx xxx xxx xxx xxx xxx xxx xx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxx

3. Left and right indent::

Complete, for example, as shown below to indent the paragraph left and right by 2,54cm. cm. Click OK.

Example:
Xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xx xxxx xxxx xxxx xxxx xxxx
xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
xxxx xxxx xxxx xxxx xxx

4. Hanging indent, for example to indent numbered paragraphs:

 Complete, for example, as shown below to indent numbered paragraphs. Click OK.

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 Microsoft Word Processing

Click before the first character of the paragraph and type the paragraph number. Press TAB. Repeat to
number all paragraphs.
Example:
1. Xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
xxx xxx xxx xxx xxx xx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxx

NUMBERED OR BULLETED LISTS

To add numbers or bullets to a list: Select the list. Click the numbering icon
under Home Tab to add numbers to the list or click the bullet icon
under Home Tab to add bullets to the list. OR Select the list,
Choose: Home, click the drop down arrow next to numbering and bullet icon. Then click on Define New
Number Format or New Bullet Format, The Numbering or Bullet dialog box appears. Click the required
bullet or numbering style.

To change the bullet or numbering character: Select the bulleted or numbered list. Choose: Home,
Click on the arrow on the right of bullet or numbering icon, choose the Bullet or numbering style. Click
OK.

To remove bullets/numbers: Select the bulleted or numbered list. Click or .

COMBINING DOCUMENTS, EDITING SEVERAL DOCUMENTS SIMULTANEOUSLY,

COPYING AND MOVING TEXT

MERGE COMMENTS AND CHANGES FROM SEVERAL DOCUMENTS INTO 1 DOCUMENT

If you send a document for review to several reviewers, and each reviewer returns the document, you can
combine the documents two at a time until all the reviewer changes have been incorporated into a single
document.
1. On the Review tab, in the Compare group, click Compare.
2. Click Combine revisions from multiple authors.
3. Under Original document, click the name of the document into which you
want to combine the changes from multiple sources. If you don't see the
document in the list, click Browse for Original .
4. Under Revised document, browse for the document that contains the changes by one of the
reviewers.
5. Click More.
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 Microsoft Word Processing
6. Under Show changes, select the options for what you want to compare in the documents.
By default, Microsoft Office Word shows changes to whole words. For example, if you change the
word cat to cats, the entire word cats will show as changed in the document and not simply the
character s.
7. Under Show changes in, click Original document.
8. Click OK.
To change which documents appear on the screen when you click OK, in the Compare group, click
Hide Source Documents or Show Source Documents.
9. Repeat steps 1-8. Word will merge all of the changes into the original document.

NOTE Word can store only one set of formatting changes at a time. Therefore, when you merge
multiple documents, you may be prompted to decide whether you want to keep the formatting from the
original document or use the formatting from the edited document. If you don't need to track formatting
changes, you can clear the Formatting check box in the Compare and Merge Documents dialog box.

EDITING SEVERAL DOCUMENTS SIMULTANEOUSLY

Several documents can be activated and displayed on the screen at the same time. Move from one
document to another to edit.

Procedure:
 Activate the documents that must be edited. The document activated last, will be displayed on the
screen. Up to 9 documents can be activated at the same time, as follows:

Office Button, Open, hold down CTRL and select the files using the mouse; Click Open.
 To move to another document: on the View Tab, Click Switch Windows and click the name of the
document or click the name of the document on the Taskbar or Press ALT + TAB.
 To display all the activated documents on the screen at once: Click View and then Click Arrange All.
The screen will be divided to display al documents. To move to another document: Click in the
window of the required document.
 To display only one document on the screen again: Double click the Title bar of the document that
must be displayed or Maximise the document window.
 To view documents side by side: On the View tab, in the Window group, click View Side by Side.

Notes
 To scroll both documents at the same time, click Synchronous Scrolling in the Window group
on the View tab.
If you don't see Synchronous Scrolling, click Window on the View tab, and then click
Synchronous Scrolling.
 To close Side by Side view, click View Side by Side in the Window group on the View tab.
If you don't see View Side by Side, click Window on the View tab, and then click View Side by
Side.

COPYING TEXT
Use this to duplicate text in another position or positions. The original text remains in the original
position. Text can be copied: On the same page; From one page to another; From one document to
another.

Procedure:
Select the text, for example one word, a sentence, a paragraph, a page, a block or a column text. Use the
appropriate method to select the text.

N.B.: Include the paragraph mark in the selection when copying paragraphs. The formatting of
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 Microsoft Word Processing
the paragraph is saved in the paragraph mark.

Copying of text on the same page: (Drag and Drop)

Hold down CTRL and the left mouse button. Drag the selection with the mouse to the location where the
text must be duplicated. The mouse pointer changes to an arrow with a square and a + at the bottom right;
Position the + on the target position. Release CTRL and the mouse button.

Copying text from one page to another or from one document to another: Choose one of the following:
Table 3
ICON MENU KEYBOARD SHORTCUT
MENU
Home, Copy CTRL + C Copy
Move to the document, page and location where the text has to be copied. Click on this position to move
the insertion point to this position.
Choose one of the following:
Table 4
ICON MENU KEYBOARD SHORTCUT
MENU
Home, Paste CTRL + V Paste

Up to 24 items can be selected and copied and then be pasted simultaneously or separately in a specific
location or locations:
Switch on the Clipboard if it does not display: Home, Office Clipboard Launcher.
Click on to clear the Clipboard. Select the first item and click the Copy icon, select the second item
and click the Copy icon, etcetera. Move to the location where the text has to be inserted and click Paste
All or click the item to be inserted.

MOVING TEXT
Use this to move text from one position to another. The text will be removed from the original position.
Procedure:
Select the text. Choose one of the following:
Table 5
ICON MENU KEYBOARD SHORTCUT
MENU
Home, Cut CTRL + X Cut

Move to the position where the text has to be moved and click. The insertion point is placed here.
Choose one of the following:
Table 6
ICON MENU KEYBOARD SHORTCUT
MENU
Home, Paste CTRL + V Paste
Up to 12 items can be cut and then be pasted simultaneously or separately in a specific location:

THE CLIPBOARD
N.B.: Choose Home, Office Clipboard Launcher to switch on.
• The Clipboard is a temporary holding area for text and graphics while copying or moving text.
• Text or graphics can be copied repeatedly to different positions while it remains on the Clipboard.

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THE PASTE OPTIONS SMART TAG
When pasting copied or moved text, the Paste Options button (a smart tag in Microsoft Office 7) will
appear just below the pasted text. It provides more options that lets you determine how the information is
pasted into the document. The available options depend on the type of content, the program copied or
moved from and the format of the text in the target position.
Click the button and choose the desired option, if necessary.

COPYING FORMATTING
Character formatting, for example bold, italics and underlining can be copied from a piece of text to
another piece of text by using the Home Painter: ; Click on the formatted word, for
example a word in bold and italics. Click on the Format Painter icon on the formatting toolbar , Select
the text to be formatted, for example a word or line. The formatting is copied. Paragraph formatting, for
example line spacing, tabular stops and indents can be copied to other paragraphs: Click in the paragraph
from which the formatting must be copied. Click , Click in the paragraph to be formatted.
HINT: To copy the formatting to more than one paragraph or position, double-click . Select the text
or click in the paragraphs to be formatted. Click to switch off.

FIND AND REPLACE

FIND (SEARCH)
Use this to search for a word(s) or codes within a document. The located words can be edited or can
remain unchanged.
 Click on Home, Find, Find. The dialog box appears; click to display the
complete dialog box:

 Complete the dialog box as desired.

Find What: Type the word to find. (The last 7 search entries are stored. Click the arrow to display the
find list)
Search: Click the arrow and select the option to define the search area:
All - To search the entire document

Mark the desired options on the checklist: Example:

Match Case - To search only in the case as typed in, for example What (W in upper case and followed
by lower case letters).
Find Whole Words Only - To search for a word only if it stands on its own, for example m but not
insertion.
Setting search criteria:
Choose Formal to search for formatted text, for example indents, text in bold, italics, etcetera. Choose the
required options. Choose Font to search for text in bold, italics or for a specific font. Set as desired.
N.B.: To cancel the formatting: Click on
Click Find Next to start the search. The document scrolls to the first search text found. The
text can be edited as usual, if necessary: Click in the document window and edit. Click find
next again to continue the search. Repeat to the end of the search. Click Cancel. OR Click the Search
icon on the Standard toolbar to do a basic search for all files containing the specified text. Specify the
text, the file location, for example My Computer, and the file types in the Task pane to the right side of
the screen. Click Search.
REPLACE
Use this to search a string of characters within a document and to replace this with the specified character
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 Microsoft Word Processing
string. The same rules apply as for the search function. Click on Home, Replace. The Replace dialog box
appears. Complete the dialog box in the same way as in the Find dialog box:
Find What: Type the text to be replaced and choose the necessary format settings.
Replace With: Type the replacement text and choose the necessary format settings. Click .
The first occurrence is found. To replace it, click .

MORE EDITING AND OTHER FUNCTIONS

SORT
Sort is used to arrange text, numbers or dates in alphabetical, numerical or chronological order. Lines,
paragraphs, data lists in which tabular stops or commas were used to separate columns, and rows in tables
can be arranged.

1. Basic procedure
Select the block of text to be arranged. Click on Home, Sort icon . The sort dialog box appears. Click
OK.
The list is automatically arranged in strict alphabetical, numerical or date order.
N.B. Click the UNDO button to cancel a sort.
2. The options in the SORT TEXT dialog box:
Complete the options in the dialog box as desired:
Sort By: Paragraph - To sort text ending with a paragraph mark.
Field 1 ) - To arrange columns in which tabular stops
Field 2 ) - or commas were used to separate the columns.
Field 3 )
Type: Text - For plain text (alphabetical order).
Numbers - For numbers (numerical order).
Date - For dates (chronological order)
Ascending/Descending: For ascending or descending order. The default is Ascending.
Options:
Separate Fields At: - Tabs Columns separated by tabular stops.
Commas Columns or words separated by commas.
Other Columns or words separated by, e.g., spaces.
Fields separated by tabular stops, commas or spaces can be specified.

N.B.: No extra tab stops may be set. Therefore, delete all unnecessary tab stops, set only the
required tab stops and press TAB once between fields.

3. Setting the key fields

Example:
A list of names has been typed in columns and the following represents two lines (paragraphs) from
the list:
Surname and First name Date of birth Town
Williams, Gina Mary 23/06/72 Ladysmith
Williams, Gina Adeline 15/03/86 Durban
FIELD 1 FIELD 2 FIELD 3

• Fields are separated by TABS (—>) or commas (,) or spaces.

• Names will automatically be sorted in strict alphabetical order: Gina Adeline will be placed before
Gina Mary.
• Use the basic procedure to sort the name list in alphabetical order.
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• Choose the following options to sort chronological according to dates of birth:
Sort by: Field 2
Type: Date
Ascending/Descending: As desired.
Separate fields at: Tabs
Sort the contents of a table
In Print Layout view (Print Layout view: A view of a document or other object as it will appear when
you print it. For example, items such as headers, footnotes, columns, move the pointer over the table
until the table move handle appears. Click the table move handle to select the table that you want to
sort. Under Table Tools, on the Layout tab, in the Data group, click Sort. In the Sort dialog box, select
the options that you want.
Sort a single column in a table: Select the column that you want to sort. Under Table Tools, on the
Layout tab, in the Data group, click Sort. Under My list has, click Header row or No header row. Click
Options. Under Sort options, select the Sort column only check box. Click OK.
Sort by more than one word or field inside a table column: To sort the data in a table that is based on
the contents of a column that includes more than one word, you must first use characters to separate the
data — including data in the header row. For example, if the cells in a column contain both last and first
names, you can use commas to separate the names. Select the column that you want to sort. Under Table
Tools, on the Layout tab, in the Data group, click Sort. Under My list has, click Header row or No header
row. Click Options. Under Separate fields at, click the type of character that separates the words or fields
that you want to sort, and then click OK. Under Sort by, in the Using list, select which word or field you
want to sort by. In the first Then by list, enter the column that contains the data that you want to sort by,
and then in the Using list, select which word or field you want to sort by. If you want to sort by an
additional column, repeat this step in the second Then by list. Click OK.

FOOTNOTES AND ENDNOTES

Footnotes and endnotes are used to explain text, and/or provide references for the text in a document. Both
can be used as references in the same document. A footnote is printed at the bottom of the page on which
the reference number appears and an endnote is printed at the end of the document.
 Position the insertion point in or at the end of the text where the reference mark must be inserted.
 Click Reference Tab: Click Footnote Launcher; The Footnote and Endnote dialog box appears.

Complete the dialog box as shown.

Click Footnotes or Endnotes. Select the position where the footnote/endnote must appear: Bottom of
page/Below text.
Set the Number format OR Custom mark to be used as a footnote/endnote:
Number format: The default is automatic numbering using 1, 2, 3 for footnotes, and i, ii, iii for endnotes.
Custom mark: Type a custom mark or click Symbol, select a symbol and click OK to set a sign or symbol
to be used as a footnote/endnote.
Start at: Type the number to start with.
Numbering: Continuous: Numbers must follow.
OR
Restart each section: ) Start each division or
each page from
Restart each page: ) number 1.

Apply changes to: Whole document OR This section

Convert: Switch existing footnotes to endnotes, or the other way round. Click Insert
when options have been set and type the footnote or endnote text.
• In normal view a window appears where the footnote must be typed in. Type the footnote or endnote
and click Close.
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• In Print Layout View the footnote is typed directly at the bottom of the page. Type the text and double-
click the reference number to return to the insertion point.
Example: The footnote appears as follows on the screen:

To display all footnotes and endnotes:

• In normal view: double-click a reference number or custom mark in the document. The normal view
screen is divided and the note pane displays at the bottom. Position the mouse pointer on the border
(split box) of the pane and drag to adjust the size. In the note box appears: All Footnotes.
• Click All Endnotes to switch all footnotes to endnotes or the other way round.
To edit footnotes and endnotes: Foot- and endnotes can be deleted, moved or copied. Footnotes can also
be switched to endnotes and vice versa.
To delete a footnote: Select the reference mark. Press DEL or backspace.
To copy or move a footnote: Select the reference mark. Use or Home, Copy, Paste
To switch one or more footnotes to endnotes or vice versa: In normal view: Click Reference, Footnotes
Launcher. In the note box: Click All Footnotes or All endnotes. OR In the note pane: Select the
footnotes/endnotes that must be switched. Point to the selected footnotes/endnotes and click the right
mouse button. Click Convert to Footnote or Endnote OK.

SMART TAGS
Microsoft Word 2007 recognises names, addresses and dates and label it with a smart tag. A purple dotted
line beneath text indicates a smart tag. Move the I beam over the text until the Smart Tag Actions button
appears. Click the button to display the available options.
For example: Type 5th December 2011 or Box 310099 Click the Action button to display the options. The
date smart tag allows you to schedule a meeting on this date or display your calendar.

The AutoCorrect Option button appears as a small blue box when text was automatically
corrected and changes to a button icon when you point to it. Click the button to display the options.

The Paste Option button appears when copied text was pasted. Click to display the available
options.

CREATING SIMPLE TABLES

This function is used to set up tables without using tabular stop settings and entering TAB.

A table form consisting of vertical columns and horizontal rows, as in a spreadsheet, appears on the screen.
The positions where columns and rows cross, are called cells and each cell is indicated by a cell address
as in a spreadsheet when using a spreadsheet program: A1, B1, etcetera.

Within a table:
• the structure can be changed: rows/columns can be added, columns can be made wider or narrower,
etc.;
• the display of the contents in a cell/column can be changed to e.g. bold print, italics, underline, etc.
• the placing of the contents in a cell/column can be defined, e.g. right justified, centred, etc.;
• the placing of the table on a page can be defined, e.g. centred, right, etc.
• lines can be inserted/deleted as required;
• shadings can be inserted.

CREATING A TABLE
Position the insertion point at the required position.
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Click Insert Tab, Click . A grid appears on the screen. Drag downwards and to the right on the grid
to define the number of rows and columns. Release the mouse button and the table will be inserted. The
grid lines which display on the screen will not be printed.

OR Click the Drop down arrow below the table icon . Click Insert Table: Fill in the number
of columns/rows and click OK.
The table form appears, displayed with grid lines between cells, an end-of-cell mark in each cell and an
end-of-row mark at the end of each row. These lines and graphical signs will not be printed.

MOVING AROUND WITHIN A TABLE

Using the mouse:

To move to a specific cell: Click in the cell. Click in the document outside the table, to quit the table.
Using the keyboard
- To move to the left, up, down or to the right.
TAB - To move to the next cell.
A row is added at the end of the table when pressing TAB in the last cell of the
last row.
SHIFT + TAB - To move to the previous cell.
ALT + HOME - To the first cell in the row.
ALT + END - To the last cell in the row.
ALT + PgUp - To the first cell in the column.
ALT + PgDn - To the last cell in the column

SELECTING AN AREA
One cell - Click to the left of the cell in the cell selection bar OR click in the cell and
choose Table, Select, Cell.
Group of cells - Click on the first cell and drag to select across and down to select a group of cells.
One row - Click to the left of the row in the selection area OR click in the row and choose
Table, Select, Row.
Multiple rows - Click to the left of the row and drag up or down to select multiple rows.
One column Position the mouse pointer on the top gridline. The pointer changes to a solid block
down arrow Click to select OR choose Table, Select, Column.
Adjacent columns Click on the top gridline when the pointer is a solid block down arrow and drag to
the left or right.
The entire table Click in the table, under Table Tools, Click Layout Choose Select, Table.

TYPING THE CONTENTS

Position the insertion point in the required cell. Type the contents. When typing more characters than the
horizontal space available, the text will run over to the next line in the cell. To divide, for example, a heading
and type it over 3 lines in a cell: Press ENTER Key to end the line and type the next line.
Ways to correct errors when typing the text or afterwards: This is done in the usual way.
ADDING, REMOVING OR MODIFYING LINES AROUND AND IN THE TABLE
click anywhere in the table, the Table Tools appears with Design and Layout Tabs. Click on Design Tab;
The Tables and Borders toolbar appears.

Icons for table editing are available on the Layout Tab, Click the Layout Tab and the editing tools appear;
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 Microsoft Word Processing

 Select the area where lines are to be added, removed or modified. The line style, weight and colour
can be modified.
 In the Table Tools under Design Tab, Choose the line style and weight: Click on to the right of

the Line style and Line Weight icons and choose the desired style and width. Choose
the line colour.
 Click on to the right of the Border icon in the Design menu under Table Tools. The
displayed icons show clearly where the lines will be inserted or removed. Point to the icons to display
the names and an explanation of each. Click the appropriate icon to insert or remove the lines.

 Click again to close the toolbar

 Or select the area where lines are to be added. In the Table Tools, Click Design Tab, then click
Draw Borders Launcher ; Borders and Shading window displays. Set as
desired.

DELETING THE CONTENTS OF A TABLE

Select the entire table: Under Table Tools, Click Layout Tab, Choose Select Table or click in the Table
and click the Table Move handle. Choose Layout under Table tools, Delete Rows or Delete Table

CHANGING THE TABLE STRUCTURE AND FORMATS

1. Inserting rows/columns:
1.1.In the table area: Select the row/column where the row/column has to be inserted: Choose one of the
following:
Table 7
ICONS MENU SHORTCUT
Click in the table, Table Insert
Tools, Layout, Click Rows Rows/Columns
Table Tools, Layout
and Column Launcher

A row will be inserted just above the selected row and a column will be inserted to the left of the selected
column. To select more than one row, highlight the number of rows to be inserted.
1.2.Adding a row at the end of a table: Click in the last cell of the last row. Press TAB.
1.3.Adding a column to the right of the last column: Highlight the area to the right of the last column.
Table Tools, Layout, Click Row& Column Launcher, and Insert Columns to the Right OR Right-
click to display the shortcut menu. Insert Columns OK
2. Inserting cells:
 Highlight the number of cells to be added at this position: Choose one of the following:
Table 8
ICONS MENU SHORTCUT
Click in the table, Table Tools, Layout, Click Insert Cells
Rows and Column Launcher
, Shift Cells down or
Shift Celle Right.

3. Deleting cells/rows/columns:
 Select the cells/rows/columns to be deleted. Choose one of the following:
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 Basic PowerPoint Skills

Table 9
ICONS MENU SHORTCUT
Click in the table, Table Tools, Layout, Click the Delete
Cells/Rows/Columns
drop down Arrow Below Delete Icon, Delete
Cells/Rows/Columns

4. Making columns wider/narrower: Three methods can be used:

4.1.Position the mouse pointer over the column boundary in the table. The pointer changes to a
double pointed arrow . Drag to obtain the desired column width. To retain the sizes of the
columns to the right, hold down SHIFT while dragging.
4.2.Click in the table. Place the mouse pointer in the ruler on the table marker ( ). The arrow
must change to a double pointed arrow. Drag the marker to obtain the desired width.
4.3. Select the column. Choose Layout under Table Tools, Click the Arrow below AutoFit (for
automatically resize to fit content) and choose Auto Fit Contents. Click Cell Size Launcher
, Table Properties Dialog Box appears. Resize the width as desired for
Cells/Rows/Columns/Table.
5. Joining cells/columns: Cells can be joined horizontally and vertically. Highlight the
cells/columns to be joined. Choose Layout under Table Tools. Click Merge Cells Icon in
the Merge Cells pane.
6. Splitting a cell/column into two: Highlight the cell/column to be split. Choose Layout under
Table Tools, Click Split Cells icon in the Merge Cells pane; Complete the options in the
dialog box as desired OK
7. Changing the height of a row: Select the row. Choose Layout under Table Tools, Click
Cells Size Launcher to display Table Properties: Row; Size: Specify height: Set the height.
Row height is: Exactly. Previous row and Next row can be used to set the height of the other
rows.
8. Moving/copying the contents of a block of cells: Highlight the block of cells. Use the normal
Cut, Copy and Paste-options on the Edit-menu or click the icons. OR Highlight the block of cells
and use Drag and Drop.
9. Switching or moving entire columns/rows: Highlight the column/row. Use the normal Cut, Copy
and Paste-options on the EDIT menu or click the icons. OR Highlight the column/row and use
Drag and Drop.
10. Changing the formats of the contents in columns/cells: Select the area in the table and use
the normal formatting functions, for example: Center, left aligned, right aligned Bold, italics,
underline. In the Tables Tools, under Layout, click the appropriate button to align text in any

direction in the Table or click on until you obtain your desired alignment of the text.

11. The location of a table on the page: Select the entire table and click: (Center) to
centre horizontally. (Align Right) to align right, etc. OR Choose Layout under Table
Tools, Click Cell Size Launcher to display Table Properties: Table Alignment: Center to
centre horizontally; Right to align right. To centre the table vertically on a page: Insert section
breaks before and after the table. Place the insertion point within the table. Choose Page
Layout, Click Page Setup Launcher , Click Layout Tab; Vertical Alignment: Center.
12. Shading cells or an area in the table or adding colour to a selection: Select the area to be
shaded or where colour must be added. Click Design under Table Tools, Click the drop

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 Basic PowerPoint Skills

down arrow to the right of to display the available shadings and colour.
Different percentages can be selected to shade darker or lighter. Different colours can be
selected. OR Select the area and choose: Design under Table Tools, Click Draw Borders
Launcher to display Borders and Shading. Shading: Set as
desired, OK
13. Sorting data in a table: Select the column, row or block to be sorted. Choose Layout under Table
Tools, sort and select the options. OK
14. Numbering tables at the top or bottom (Caption): Position the insertion point in the table.
Choose Layout under Table Tools, Select Tablet; on the Menu bar choose Reference: Click Insert

Caption Label: Table. Add text as you wish.

Position: Above Selected Item/Below Selected Item
Caption: Table 1 will be inserted at this position; additional text can be added. OK
The numbers will automatically be adjusted if more than one table is included in a document.
15. To Align text vertically: Click Layout under Table Tools, Click Text Direction; set as
desired.

ADDING BORDERS AROUND TYPED TEXT

Borders are often used to add emphasis to document items such as headings, selected text, tables,
newsletters and whole pages. Shadow formatting and shading can be added to the border as
illustrated in the heading above.

To add a box border or a top and bottom border to selected text: Type and select the text.
Click the Borders icon and click on the Outside Border icon to add a box border or click on the
Top Border or Bottom Border icon to add a top or bottom border. Click the No Border icon to
remove the borders. OR click the Borders icon drop down arrow and choose Borders and
Shading. The Borders and Shading dialog box appears. Click the Border tab.
Setting: To define the sort of border
Style: To define the sort of line to be used for the border
Colour: To define the border colour
Width: To define the thickness of the border
Preview: Shows a preview of the border

To remove a border:
Select the bordered paragraph; choose Borders icon under Home menu and select no border
or click the drop down arrow next to Border icon and click on Borders and Shading.

To add shading to a box border: Select the bordered paragraph, Click the Shading icon
under Home menu: Shade as desired;
To add borders around all pages in a document: Click the drop down arrow next to Borders
icon under Home menu and click on Borders and Shading; Page Border: Set the style,
line weight, etcetera; OK

DRAWING LINE FROM MARGIN TO MARGIN

Place the insertion point at the position where the line has to be drawn. Click the Borders icon

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arrow. Click the Top or Bottom Border icon to draw a single line. Click the same icon to cancel
the line.

COLUMNS

NEWSPAPER COLUMNS
Example:

N.B.: When the text in a newspaper-style column reaches the end of a page, the text
moves automatically to the top of the next column on this page. The columns will
display only in Print Layout View.

Creating equal columns: Type the text and then select the block of text. Click on Page Layout,
click the drop down arrow below the column icon , click on More Columns. The dialog box
appears: Complete the dialog box as shown above to create two equal columns.
Presets: Click the required column format
Number of columns: Define the number of columns
Equal column width: To set equal columns
Apply to: whole document/This point forward/This section/Selected text
Line Between: - To add a vertical line between columns
Click OK
Section breaks (Continuous) are inserted automatically at the beginning and the end of the
columns.

To end a column before the end of the page:

Place the insertion point on the first character to appear in the next column. Click on Page Layout,
Click drop down arrow on Break : Column Break

Deleting columns/Switching to normal paragraphs: Select the text. Reset column mode to one
column.

MERGE

Merge is used to take information from a data source and insert it into a main document on the
screen or when it is printed. In this way letters with the same basic contents which have to be sent
to various customers can quickly be composed (personalized form letters).

RECORDS, FIELDS, FIELD NAMES AND FILES

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The variables for one person (title, initials, surname, etcetera) is called a record. To send out letters
to 100 people or set up 100 mailing labels, 100 records are needed in the data source. Each record
is divided into fields, e.g. for the title, initials, surname, etcetera. Fieldnames are allocated to each
field, e.g. title, initials, surname, etcetera.

PROCEDURE FOR FORM LETTERS

Create the data source which contains the variables. Create the main document which contains the
basic text. Insert MERGEFIELD codes on the required positions. Execute the merging of the
resulting documents.

1. Creating the data source document:

 Start on a new screen: Home, New, Blank Document. This screen will be used to create the
main document. Thus, name the main document immediately: Home, Save As. Give the main
document an appropriate name, for example MERGE 1

 Choose: Mailing, Click drop down arrow below Start Mail Merge icon, click Step By
Step Mail Merge Wizard. The Mail Merge Wizard which provide step-by-step instructions
for creating form letters appears in the task pane to the right side of the screen.
Step 1: Select document type: select letters to create form letters. Click Next: Starting document
Step 2: Select starting document: Select Use the current document. Click Next: Select recipients
Step 3: Select recipients (Creating the data fieldnames): Select Type a new list; Click Create.
The New Address List dialog box appears where the data source will be created.

A Data source consists of columns and rows and has a header row at the top. The first row (header
row) contains the fieldnames.

The dialog box contains a list of preset data fieldnames. These preset fieldnames can be used or
they can be deleted and replaced by fieldnames of your own choice.

To delete fieldnames and add new fieldnames: Click customise columns; The Customise
Address List dialog box appears:

To delete fieldnames: Select the fieldname and click Delete, Yes. Repeat to delete all fieldnames.

To add new fieldnames: Click Add and type the fieldname, OK. Repeat to set up the fieldnames.
Click OK.

Entering and saving the records: Enter the records on the New Address List form: Press TAB
or ENTER Key to move to the next field; SHIFT + TAB to move to the previous field.
The record number and total number of records appear at the bottom of the dialog box.
 Click New Entry or press ENTER Key at the end of Record 1 to type the next record. Click
Delete Entry to remove a record.
Click First, Previous, Next or Last to move from one record to another.
 Close when all records are entered. The Save Address List dialog box appears Choose the
position where the file must be stored. WINDOWS 7 recommends the folder My Data
Sources. Other positions may be used.
Give the data source document a name, for example DATA 1
Save as Type: Microsoft Office Address Lists (*.mdb). (This is an Access database file.) Click Save.
The Mail Merge Recipients dialog box appears:

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Sort: Records can be sorted according to any field; click the appropriate column heading.
Filter: Click the arrow next to the column heading then click on Advanced to set specified
conditions, e.g. to merge only records if the fieldname city = PAARL. More than one condition can
be set. This will narrow down the recipients; only recipients who satisfy the specified conditions will
be displayed and merged. The check boxes to the left side of the records can also be used to add or
remove recipients from the merge. Click OK.
A clean screen appears, and in the title bar the document name, e.g. MERGEl.doc, is displayed
in the title bar. The data source document, DATA1, is attached to the main document, MERGE
1. Choose Save As to save the changes to the main document, e.g. MERGE 1 .doc.

Editing the records in the data source document: The Mail Merge Wizard must be displayed
in the Task Pane: choose Mailings, Start Mail Merge icon and Letters: Mail. Click
: the Mail Merge Recipients dialog box appears. Click . The
address list dialog box appears where records can be edited. Click close.
To change, delete or add fieldnames: Click (Step 3 of 6); the Mail Merge
Recipients dialog box appears. Click The Address List dialog box appears. Click
and use Rename, Delete or Add to edit the fieldnames.

2. Creating the main document:

Step 4: Write your letter
 Activate the main document if it is not already being displayed.
 Click Next: Write your letter
 Type the document and insert fieldnames to indicate the positions where the variables are to
be inserted.

Inserting fieldnames:
 Click More items; the Insert Field dialog box appears.

Fields:
 Click on the required fieldname and click Insert and then click Close. Repeat to insert more
fieldnames.
The field codes, for example «Title» «Sumame» appear on the screen.

N.B.: Leave a space between «Title» and «Sumame». A date code can be inserted in the document
as usual.

 Save the document: File, Save As

N.B.: If a message prompts that the data source document has not been saved yet, choose YES to
save.

To display the merged documents:

Step 5: Preview your letters

 Click Next: Preview your letters. To move from one merged record to another:
Click the arrows to display the previous or the next record.

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 Click to edit the data, if necessary.

3. Merging the resulting documents (from letters):

 Display the main document on the screen and switch on the Mail Merge Wizard if it is not
already being displayed (Mailing, Start Mail Merge, Step by step Mail Merge Wizard)
 Click Next: Complete the merge

Step 6: Complete the merge

Two ways can be used to merge the letters:
3.1.Click . The Merge to New Document dialog box appears. Here can
be arranged that all records, only the current record or only the specified records must be
merged. Click OK.

The documents are merged in a single new document which displays on the screen. Letters1
appears in the title bar. The document is divided into sections. Each letter/document is placed in a
separate section. Print the document as usual.

3.2.click : The documents are merged and printed.

THE MAIL MERGE TOOLBAR

The Mail Merge toolbar can also be used to create merge documents.To Switch on the toolbar
click on Mailing.

CREATING DATA SOURCE DOCUMENTS IN TABLE FORMAT

A data source document can be typed in table format on a clean document screen and given a
name: The normal table function can be used: Use the fieldnames as column headings, No empty
rows are allowed Or Type the fields in columns and use tabular stops: Use fieldnames as column
headings, Use tabular stops and press TAB to separate columns (fields). End each record by
pressing ENTER Key. Commas can be used to separate fields instead of using tabular stops.
N.B.: Various data source documents can be created and at any stage be attached to the main
document. A source document can be created in Microsoft Word, Excel (spreadsheet) or
Access (database) and attached to the main document.

Attach the source document and the main document:

Step 3 (Mail Merge Wizard – Select recipients): In the main document: Choose
; click the Select Data source dialog box appears. Find
the data source file and click open.

PRINTING MAILING LABELS

WORD sets up the formats for mailing labels automatically depending on the type of printer
connected. Manual page feed label sheets with 2 labels across are used for dot-matrix printers and
label sheets with 3 labels across for laser printers. To set up the mailing labels:
 Open a new blank document screen. Use the Mail Merge Wizard to set up the mailing labels:
 Mailing, Start Mail Merge, Step By Step Mail Merge Wizard to dispay the Wizard in the Task

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Pane.
Step 1: select document type: Labels
Click Next: Starting document
Step 2: Select the starting document: Use the current document
Click Label Options: The label option dialog box appears.
Printer information: Dot matrix/laser
Label products: For example Microsoft
Product number: for example Microsoft ½ Letter for 2 labels horizontal and 8 vertical or
Microsoft ½ Letter for 3 labels horizontal and 8 vertical.
Details: The size, number of labels across and vertical per page for the selected
product can be viewed here.
OK OK
Step 3:Select recipients: Use an existing list. Click Browse and select the data source file, click
open, click OK. Click Next: Arrange your labels.
Step 4:Arrange your labels: click More items and insert the fields. Set up as desired. Replicate
labels: click update labels. Click Next: Preview your labels.
Step 5: Preview your labels and make changes
Step 6: Complete the merge: Click edit individual letters to merge the labels to a new
document.
Print the labels

GRAPHICS

N.B.: Use a clean screen to practise the following functions while studying them. Clear
the screen without saving. The shortcut menus are very convenient for
manipulating and formatting of text boxes, objects, graphics, etcetera. Click the
right mouse button on different positions to display the available options on the
shortcut menu. When you insert a text box or drawing object (Autoshapes,
curves, lines) in Microsoft Word 2007, a drawing canvas does not switch on
automatically: to switch on click on Insert, Click on the drop down arrow below
the Shapes icon and choose . The drawing canvas can
be used to arrange a drawing and to keep parts of the drawing together. The
canvas can be resized.

TEXT BOXES
A text box can be inserted as a container for text, graphics, a table or an object. The contents of a
text box can be manipulated. A text box plus the contents can be resized as desired and moved to
any other location on a page. Text layering can be done. N.B.: A text box can only be inserted
and manipulated in Print Layout view.
1.1 Inserting a text box
Click Insert, click drop down arrow below the Shapes icon , the Drawing Tools are
displayed. Click on .
The shape of the mouse pointer changes to display as a + Position the mouse pointer where the
text box must be inserted: outside the drawing canvas if you do not want to use the canvas. Hold
down the left mouse button and drag to obtain the required size. Text or graphics can be inserted

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within a text box. OR Select the text/graphics; Click . A text box appears around the
selection.

WATERMARKS
Watermarks can be added to a document to add interest or identify the document status, such as
marking a document as a "Sample only - not to be copied". Watermarks are text or pictures that
appear behind document text. Choose Page Layout, Click Watermark drop down arrow, click
Custom Watermark, The Printed Watermark dialog box appears. Select Picture Watermark or
Text Watermark. Select a picture or enter the text to be used as a watermark. Apply, OK.

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BASIC POWERPOINT SKILLS

PowerPoint is a presentation graphics program and helps to create and deliver a professional
presentation on the computer. A Microsoft PowerPoint presentation is a collection of overhead
slides, speakers' notes, audience notes and an outline.
LOADING THE PROGRAM
Click Start; choose All Programs and click Microsoft Office, choose Microsoft PowerPoint 2010.

CREATING, SAVING AND CLOSING A PRESENTATION

N.B.: This is a hands-on exercise and only ONE method to execute a function is given
throughout.
The Blank presentation option is used to practice the functions while studying them. The
presentation TEST1 is created.

CREATING-A NEW PRESENTATION BASED-ON THE DEFAULT TEMPLATE

 Activate PowerPoint if it is not on the screen. (See Chapter 1) The Blank Presentation window
appears and displays the slide layout for a title slide in the Slide pane (Normal view). The Task
pane displays to the right of the screen, if switched on. Choose View, Task Pane to switch on if
it is not being displayed.

The New Presentation Task Pane:

 Open a presentation: Click a presentation on the most recently used file list or click More
presentations to find the presentation to be opened.
 New:
Blank presentation: To create a new presentation based on the default template.
From Design Template: To create a new presentation with predefined slide colours and text styles.
From AutoContent Wizard: Prompts for information and provides a basic outline to organize a
professional presentation.

Composing the title slide (Slide 1):

To enter the title slide text in the slide pane (Normal view):
N.B.: Click anywhere inside the placeholder. The insertion point will appear. Type the text:
 Click to add the following title:
Introduction to PowerPoint
 Click to add your name in this placeholder and_ press ENTER.
Type the name of your institution/business. See example.

To add a bulleted list slide (Slide 2)

 Click the New Slide button on the standard toolbar.
The Slide Layout Task pane appears to the right side of the screen, where a different layout for
each slide can be selected.
 Point to a layout to display the name of a layout in a tooltip.
 A border surrounds the selected slide.
 Click on a layout to apply it to a slide.

 Click on the Title and Content layout to add a bulleted list.

 Add the title: Define the Audience
 Click on the next placeholder. Add the text: Who is the Audience and ENTER.

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 Press TAB and add the following text:

Management
Coworkers
Clients
 Press Shift + TAB and add the text:
What are their expectations?

To add a picture (Clip Art) on a slide (Slide 3)

 Click on New Slide to add a new slide.
 Click on Contents with captions. The layout slide appears:

 Click to add the title:

Animate the Slide Show

 Click to add the following text:
Transitions
Animation Effects
Rehearse Timings
Slide Navigator
 Double-click the clip art image.
The Select Picture dialog box appears:
 Scroll or type in a keyword and click on Search to find appropriate graphics to add here.
Select the picture.
Click OK.
 Select the picture and resize, if necessary: drag the handles.

Slide 4:
 Click on to insert a new slide. (Slide 4)
 Click on the Title and Content layout to add a bulleted list. Complete the slide show with the
following text:

Summary
 Presentation is a series of slides
• Create the presentation
• Define the Audience
• 5 different views
• Animate the Slide Show

To add a Microsoft Word table to a slide (Slide 5)

 In the Slides pane (Normal view), select the last slide.
 Click New Slide to add a new slide.
 Choose the layout where a table can be added (Title and Content)
 Close the Outline/Slides pane and the Task pane to display only the slide in the Slide pane.
 Type the heading:
COST PER STUDENT: 2012
 Double-click on the table placeholder.

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The following dialog box appears where the number of columns and rows must be set:

Type the following information in the table:

Program Introductory Advanced
PowerPoint K450,000 K500,000
Word K350,000 K400,000
To add lines to the table: Select the cells.
Click Table Tools, Design, Table, select the Borders tab, set the lines, for example to add a thick
border, OK
To move out of the table: Click outside the table.
SAVING A FILE IN POWERPOINT

Save/store means that information is written from the memory onto a hard disk or diskette where it is
stored for later use.
Choose File
Save As The SAVE AS dialog box appears.
 Complete the dialog box

Filename: Click in the File name text box and type a file name, for example My Presentation. The
program automatically adds an extension .ppt to the filename.
Save as type: Click on the drop down arrow to the right of the text box.
Choose Presentation (*.ppt) to save as a normal presentation.
 Click Save to save the document.

SAVING IN DIFFERENT FILE FORMATS

Choose:
Design Template (*.pot) to save as a template

GIF Graphics Interchange Format (*.gif) or JPEG File Interchange Format (*.jpg) to save as an
image file. This file can be inserted (imported) as a Picture into a document.

Presentation (*.ppt) to save as a normal presentation. The file will be opened in the PowerPoint
program and can be edited. Click the Slide Show button to show the presentation.

PowerPoint Show (*.pps) to automatically open the presentation as a running slide show. This is the
best format in which to place the presentation before presenting it. No editing can be done in this
format.

PowerPoint 97-2002 & 95 to save the presentation in the format necessary to share with others. The
presentation can be opened in the different versions of PowerPoint.

Outline/RTF (*.rtf) to save the presentation in rich-text format. It can be opened as an outline in
Word or any other word processing program No graphics will be included.
SAVING TO A NEW FILE NAME
 Choose File, Save As and type a new file name. Click
OK.
ADD, DELETE, REARRANGE SLIDES: SLIDE SORTER VIEW OR SLIDES PANE

To insert a slide in Slide Sorter View or in the Slides pane (Normal view) (Slide 6)

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 Click slide 3 in the Slides pane. (Note a dark border surrounds the selected slide.)
 Click on New slide to insert a new slide.
Select the Title and Content layout to insert a bulleted list.
Note the new blank slide will be inserted between slides 3 and 5 and also displays in the slide
pane where text can be added.
 Add the following text in the blank slide displayed in the slide pane:
Five different Views Normal view Outline view Slide view Slide Sorter view Slide Show
Add a new slide at the end (Slide 7)
Select the Title slide (first example). Type the following:
Presentation Hints (Title)
Arrive early
Maintain eye contact
Practise makes perfect
(Note there are altogether 7 slides in this presentation.).

Press CTRL+ Home in Slide Sorter View or Normal view (move to the first slide).

 Click the Slide Show button to view the presentation and click the left mouse button
repeatedly to display all slides.

To make a duplicate of a slide (Slide 8)

 Click Slide 5 in Slide Sorter View. Choose New Slide, Duplicate.

To delete a slide in Slide Sorter View or in the Slides pane

 Click Slide Sorter View or activate the Slides pane and select slide 5 which must not
be part of the slide show.
 Press Delete. PowerPoint deletes slide 5.

To rearrange the slides in Slide Sorter View or in the Slides pane

 Click slide 4 and hold the left button and drag the slide between slide 2 and slide 3.
 Release the mouse button (drop). PowerPoint renumbers the slides.
 Save the above changes . See Saving an existing document below.

 Run a slide show.

SAVING AN EXISTING DOCUMENT

When new data or settings were added, the document must be saved again. Thus, repeat the save
command as explained above from time to time.
The following message will appear:
The file Presentation 1 ,ppt already exists, Do you want to replace the existing file?
Click Yes to save the document to the same name. Presentation: Microsoft PowerPoint 2002

CLOSING OF DOCUMENTS
 Click File
Close
The Save changes message appears if the document contains unsaved changes. Click on Yes to

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save or No if the changes must not be saved, as desired.

CHANGING A LAYOUT FOR A SLIDE

For example, to switch the clip art on the slide created above to display the graphic on the left hand
side.

In Normal view:
 Activate the Slide Layout Task pane.
OR
Choose Home
New Slide to display the Slide Layout Task pane.
Select the slide.
Choose the new layout, for example to display the Clip Art to the left. The slide adopts the layout
immediately.
Note that the formatting or the size of the graphic may be changed and will have to be redone.
TO CREATE A CHART IN POWERPOINT AND ADD IT TO A SLIDE
 In Normal View {Slides, pane) select the last slide.
 Click New Slide to insert a new slide.
The slide layout pane appears
 Choose the layout to insert a chart. (Title and Content). The slide appears in the slide
pane:
 Click on the top placeholder and type the following heading: NUMBER OF STUDENTS
2012.
 Double click the chart placeholder and choose the chart type. The following appears:
Type the following data on top of the existing figures on the spreadsheet. The chart will be
adjusted automatically to the new data. Close the Datasheet when finished.

1STQTR. 2ND QTR. 3RD QTR. 4™ QTR.

MS 224 354 268 188
MS 168 148 186 98
MS 69 74 125 63

To add or remove data series:

 Double-click on the chart.
 Click the datasheet and double-click on an icon number to the left of MS
WORD, etc., to remove or add data series.
Note: New data series can be typed into the datasheet as desired.
To change the chart type:
 Right-click on the chart area to display the shortcut menu.
 Choose Chart Type.
 Choose the required type, for example column, bar, line or pie. Only one data series can be used
to create a pie chart; deselect (remove) all other series. Examples of the different types are
displayed in the dialog box.
 Click OK.
 Click outside the slide to insert the chart.

To add a chart title, data label or legend:

 Click on the chart.
 On Chart Tools click on Layout.
 Click on the required tab, for example the Chart Title tab.

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 Add titles, data labels or legends.

 Click OK.
To change the background colour:
 Click on the chart.
 Click on the chart tools, and choose Format.
 Click on Fill. Choose the colour
 Click OK.

To change the column, bar, line, pie, slice colours:

 Click on the chart.
 Click on the column, bar, line, pie-slice and Click Chart Tools, choose Format, click
shape outline.
 Click OK.
TO ADD AN ORGANIZATION CHART TO A SLIDE
 Normal View (Slides pane) selects the last slide.
 Click New Slide to insert a new slide.
The Slide Layout Task pane appears.
 Choose the slide layout where an organization chart can be inserted.
 Click SmartArt Graphics, Choose Hierarchy ,.
 Select the organization chart and click OK.
The slide and an Organization chart toolbar appear.
 Click in the placeholder and type the title: SUNCRUSH GROUP.

To add text to the chart:

 Click within a shape. Type the text.

Press ENTER to add text on a new line. Click a blank area
outside the shapes to deselect the shape.
Adding a shape:

To add shapes to the organization chart:

 Select the shape you want to add the new shape under or next to.
Click the arrow to the right side of the Insert Shape icon on the Organization Chart toolbar.
Choose the desired option:
• Subordinate: To place the new shape below and connect it to the selected
shape.
• Coworker: To place the shape next to the selected shape.
• Assistant: To place the new shape below the selected shape with an elbow
connector.

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Changing the hierarchical structure:

 Select the superior shape (the shape above the branch where the layout must be changed). Click the
Layout icon on the Organization Chart toolbar. Choose a layout, for example Left Hanging.
Formatting shapes:
To apply a priest design scheme:
 Click the Auto format icon on the organization chart toolbar and select a style from the organization
chart style Gallery.
 Click Apply.
To remove a shape or an organization chart:
 Click the shape, then click on the border and press Delete to delete a shape. OR Select the
organization chart and press Delete.
TO ADD AN IMAGE TO A SLIDE (IMPORT)
Spreadsheets, tables, charts, diagrams or graphic files can be imported.

 Click New Slide to add a new slide.

 Choose the Slide layout where an object can be inserted. Different styles are available: content, title
and content, text and content, etcetera.
 Click the Picture icon in the placeholder to add an image from a file. Chart Clip Art

 Browse and select the image file, for example a file with the extension .wmf,.jpg,
.jpeg or .gif and click Insert. Resize and move the image as desired.

Alternative methods:
On a blank or text layout slide choose Insert, Picture, From File to insert an image. Insert,
Picture, Clip Art can be used to insert a picture.

Adding a spreadsheet or chart from Excel:

 Construct the spreadsheet or chart in Excel.
 Select the spreadsheet and click the Copy icon.
In PowerPoint:

 Click New slide to add a new slide.

Choose a Slide layout where an object can be inserted: content, title and content, text and content,
etcetera, as above.
Click on a blank space inside the placeholder.
Click the Paste icon and click the smart tag that appears to display the available paste options. Select
Excel Table (entire workbook).
INSERTING AND FORMATTING DRAWN OBJECTS ON A SLIDE

1. Lines, free drawn lines and arrows

Different types of line can be inserted on a slide:
.
 Click the icons on the Drawing toolbar and draw a line or arrow on the slide
 Click AutoShapes on the Drawing toolbar and choose Lines. Click the line and draw.To change
arrow start and finish style:
 Select the line and click on the Arrow Style icon the drawing Toolbar.
Click on the required style or click on More Arrows to select a begin and end style.

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Changing line weight, line style and colour:
 Select the line.
 Use the icons to change the line weight and style.
 Use the icon to change the line colour. Click on the arrow on the right-hand side
of the Line color icon and choose the line colour.
Drawn objects
 Use the icons on the Drawing toolbar to insert drawn objects: to draw rectangles, circles and text boxes.
Text boxes can be used to add additional text on a slide. Click the icon button and drag on the slide. ^
 Click Autoshapes to display the different options.Click the different options to display the available
drawing objects. Shadow and 3-D can be added. See below.
 Click the desired icon button.
 Drag to create a specific shape, line, square, block arrow, etcetera. Different results are obtained
when holding down ALT, SHIFT or CTRL while dragging or drawing.
 Resize and move as desired. See Chapter 1.

To add text
 Click inside the drawing object with the right mouse button. The shortcut menu appears:
Choose: Add Text

Use the shortcut menu to edit the text

 Right-click the drawn object and choose: Edit Text
A selected drawing object can also be manipulated with the handles around the edge of the object.
To rotate or flip a drawn object
Use the coloured handle(s) around the object to rotate the object.
Coloured handles appear around the object. Position the mouse pointer on a handle and rotate the image
as desired.

Changing the background colour of a drawn object

 Click on the drawn object to select it.

 Click on the arrow to the right-hand side of the Fill Color icon

 Choose a colour

Applying shadow or 3-D effects to a drawn object

Select the drawn object and click the Shadow- or 3-D icons to add shadow or 3-D

effects.

To align a drawn object on a slide

 Select the drawn object.
 Click on the Draw icon on the Drawing toolbar:
 Choose Align or Distribute.
 Select Relative to Slide.
 Click on the required alignment.
 To bring an object to the front or back
Objects can be drawn to overlap on a slide. The first drawn object is on the bottom and the last is on the
top. The placement of objects can be changed.
 Right-click on an object.
 Choose Order from the shortcut menu.
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 PowerPoint - Presentation
 Click on Bring to Front or Send to Back.
To bring an object one level closer to the front, choose Bring Forward. To send an object one level
closer to the back, choose Send Backward.

ADDING A SLIDE FROM: ANOTHER PRESENTATION

A slide can be inserted from another presentation (file) into the activated document.

 Create a new or activate an existing presentation.

 Move to the location where the slide must be inserted.
 Choose Insert
 Slides from Files The Slide Finder dialog box appears.
 Click on Browse and find the file from where the slide must be inserted, for
example, My Presentation.
Click on Open
Select the slide to be inserted. Click on
Insert
Click on Close
OUTPUT FORMAT FOR SLIDE PRESENTATION

Output format:
 Choose Home, Page Setup.
 Click the arrow to the right-hand side of Slides sized for and choose a format:
On-screen Show, 35 mm slides,
Overhead can be selected.
OR
Choose the paper size, for example A4 Paper (210x297 mm) to print the slides.

Slide orientation:
 Set the Orientation for slides to Landscape or Portrait.

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 Spreadsheet

SPREADSHEET
EXCEL is a spreadsheet program that is used for arithmetical calculations and as an aid to financial
decision-making.
A spreadsheet (worksheet) is a form consisting of rows and columns which appears on the screen and on
which tables can be created and calculations done automatically by using text, numbers, formulas and
functions.
USES OF SPREADSHEET
In commerce a spreadsheet is essential for making calculations from which conclusions can be drawn and
decisions made. Practical applications of spreadsheets include the following:
• Statistical analyses can be made.
• Budgets can be drawn up and compared with the actual figures.
• They can be used for the compilation of wage sheets.
• Projections can be made, based on a certain percentage of growth per annum. Company
reports, for example the financial statements, can be drawn up.
• Discounted cash flow statements and loan redemption tables can be drawn up.
THREE BASIC FUNCTIONS OF A SPREADSHEET
1. The spreadsheet (worksheet) forms the basis; it is used for tables and calculations.
2. Graphs can be compiled, displayed and printed. Data for the graphs is obtained from the worksheet.
3. Data handling: data is processed, arranged in alphabetical or numerical order (ascending or
descending), summarized, extracted and stored. A data list on the worksheet remains the basis for
these operations.
SWITCHING ON AND LOADING THE PROGRAM
1. It is assumed that:
• the MICROSOFT EXCEL 2007 program is already set up on the hard disk;
• the user is computer literate;
• that the user is acquainted with WINDOWS and the WINDOWS-environment: for example the
minimizing, maximizing, restoring of windows, using the scroll bars, terminology in WINDOWS-
programs and using the mouse.
LOADING THE PROGRAM

Click Start; Programs and click Microsoft Excel; OR Double-click or click the EXCEL icon on the
desktop.
CLOSING THE PROGRAM OR SWITCHING OFF THE COMPUTER

Move completely out of the program before removing the CD OR Flash Disk and switching off
 Close all files: Office Button, Close, Yes (to save).
 Click in the top right comer on the EXCEL Close button: OR choose Office Button Exit.

Switching off the computer:

 Click Start, Shut Down

THE HELP FUNCTION

The Help function in Microsoft Excel 2007 functions exactly the same as in Word 2007.
THE SCREEN LAYOUT

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 Active cell Cell Title Formula
address Spreadsheet

Menu Horizontal split

Active
cell
Active

Tab (sheet) scroll

Status Vertical Split
Row headings bar
Column headings Scroll
bars

The screen contains the following:

1. The title bar at the top: The name of the current workbook displayed on the screen appears in the
title bar, if this document has already been saved in a file on the disk. BOOK 1 appears if the
workbook has not been saved and given a specific name.
2. The main menu options.
3. The formula bar in which the active cell address appears to the left and the contents of the active
cell displays on the right hand side.
4. The document window in which the spreadsheet is builds. The document window contains the
normal horizontal and vertical scroll bars. The document window can be maximized, minimized and
restored. BOOK 1 displays on the screen and contains 3 sheets (worksheets/spreadsheets). This is the
default and it can be changed to contain more or less sheets.
5. The status bar indicates the following: The current mode is displayed to the left, for example
READY, ENTER or EDIT. When a command is chosen, additional information about the command is
displayed and replaces the current mode indicator temporarily.
6. The Task Pane can be displayed at the right hand side of the screen and provides commonly used
commands: Choose View, Task Pane to switch on. It will be switched on automatically when some
functions are used.
The sheet in the document window consists of:
1. Rows numbered vertically from 1 to 1048576
Up to 33 rows of worksheet can be displayed in the document window, depending on the screen size.
2. Columns marked horizontally from A-Z, AA-ZZ ... up to IA-XFD; in total 16384 columns.
The numbers of columns that are displayed in the document window depend on the column widths and
the screen size.
3. Cells: the positions where rows and columns cross. There are therefore 1048576 x 16384 cells
altogether. A cell position is indicated by the column letter and the row number, for example Al, H10,
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 Spreadsheet
etcetera. This is called the cell address. A worksheet form therefore consists of a matrix of cells.
4. Active cell: the cell that indicates the position where data can now be entered. It appears on the screen as

follows:
Workbooks and sheets:
Spreadsheets are built on the sheets and are stored in workbooks.
SPREADSHEET VIEW MODES
A spreadsheet is normally displayed in Normal view on the screen. When printing a large spreadsheet it can
be displayed in Page Break View to check how it will be printed.
 Choose View and click the required option to change the way in which the spreadsheet displays on the
screen
 Choose View, Full Screen to display the spreadsheet on the full screen. Choose View, Full Screen again
to return to the normal screen size.
ZOOM
 To display the text on the screen larger or smaller, choose one of the following:
ICON MENU

View, Zoom
Choose the
Slide the bar toward plus sign to increase or required size
toward the minus sign to decrease OK
• Various percentages can be chosen to set the size of the text.

MOUSE SHAPES IN EXCEL

- When using the mouse to move around on the current spreadsheet.

- The I-beam: When editing the contents of a cell.

• Position the I-beam in the formula bar and click to move the insertion point ( I ) to the required
position. Edit the data.
• Double-click within a cell or click and press F2 to edit the contents within a cell itself. Click on the
required position to move the insertion point and edit.
- When pointing to an option on the menu, an icon on any toolbar, the horizontal and vertical scroll bar,
the status bar and when pointing to the side of a selected block of cells. Thus, at any position outside
the spreadsheet area and when pointing to a selection.

The auto/ill handle: when positioning the mouse pointer on the dot in the bottom right comer of the
border around the active cell. It is used to copy the cell contents to an adjacent cell-range.
When positioning the mouse pointer on a row heading border. This is used to adjust the row height;
OR When positioning the mouse pointer on the split bars to split the window horizontally.
When positioning the mouse pointer on a column heading border of the spreadsheet to adjust the
column width; OR When positioning the mouse pointer on the split bars to split the window
vertically.
MANAGING WORKBOOK AND SHEETS
Spreadsheets are created on sheets and stored in workbooks. By default each workbook contains 3 sheets
(Sheet 1 to Sheet 3). The default of 3 sheets can be changed as desired. Example: One workbook can be
saved as BUDGET 1 and can be used for the financial statements. An income statement can be placed on
Sheet \, a cash flow statement on Sheet 2, a balance sheet on Sheet 3, etcetera. The sheets can be renamed to,
for example, INCOME, CASH and BALANCE. The file is stored as BUDGET l.XLS. EXCEL
automatically adds the extension .XLS to the filename.

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 Spreadsheet
Moving around between sheets:

In the example above Sheet 1is the active spreadsheet, Click on the required sheet tab to activate another
sheet.
 Click on to move to Sheet 1 and on to move to the last Sheet.
 Click on the left or right arrows .

Inserting a sheet:
Select the position where the sheet must be inserted. The new sheet will be inserted just before this position.
 Click Home, Insert and then click Insert Sheet
 Mouse pointer on the sheet tab. Click the right mouse button. Choose Insert, General'. Worksheet, OK

Deleting a sheet:
 Select the sheet and use the right mouse button (shortcut menu), OR Click Home
Delete Sheet OK

Renaming a sheet:
Descriptive names can be given to sheets in a workbook. Select the sheet to be renamed.
 Click Home
Format
Rename Sheet: Type the name
 Mouse pointer on the sheet tab and click the right mouse button.
Choose Rename: Type the name.

Rearranging the sheets:

 Click on the sheet tab of the sheet to be moved. Hold down the left mouse button and drag the sheet to
the new position . Will appear while dragging the worksheet. Release the mouse button.

Selecting and deselecting a group of sheets:

A group of sheets can be selected. Data typed on the first selected sheet will appear on all other sheets in the
group. Sheet 2 to Sheet 5 are selected in the example below. The tabs of the selected group are shown in
white.
Note: The word group appears in the title bar next to the filename.

Selecting a group of contiguous sheets

 Click on the first sheet tab to be selected. Hold down SHIFT and click on the last sheet to be grouped.
Selecting a group of non-contiguous sheets
 Hold down CTRL and click on the sheet tabs.

Selecting all sheets:

 Click on the first sheet tab. Click the right mouse button and click on Select All Sheets.

To deselect:
 Click the tab of any selected sheet in the group. Click the right mouse button and choose Ungroup
sheets.
MOVING AROUND THE WORKSHEET

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 Spreadsheet
Moving around with the mouse

• Position the mouse pointer in the required cell and click to activate the cell.
• Click to the left in the formula bar where the active cell address appears. Enter the cell address to move
to and press J .
• Use the horizontal and vertical scroll bars in the same way as in other WINDOWS programs to move
quickly to a specific position. Click in the required cell.

Moving around with the keyboard:

Ctrl + Home To move quickly to Al.
End + —> Repeat to move to the extreme right (column XFD - column 16384)
End + Repeat to move quickly to the bottom row (row 1048576)
PgDn To move one screen down.
PgUp To move one screen up.
End + Home To move to the worksheet edge (on a completed worksheet).
F5 of Ctrl + G To a specific position.

Moving around using the menu:

Home, Find, Go To OR F5 OR Ctrl + G

The dialog box appears and the cell address to be moved to can be entered. Choose Special to move to special
positions, for example to blank cells.
SELECTING CELLS
The same rule applies to all WINDOWS-application programs: Select first, then execute the action. (Select
first, then do!)
A cell is the position where a row and a column cross. A cell position is indicated by the cell address, for
example D5 (where column D and row 5 cross).

The current, cell (active cell) is shown by a black border: Data that is entered now, will be placed in
the active cell.
A selection normally refers to a highlighted rectangular block of cells on the worksheet. A selection of non-
adjacent cells can also be made.

Selecting with the mouse:

One cell - Click the required cell.
Adjacent cells - Click in the top left cell and drag down and to the right to highlight the cell range
on the screen.
One row - Click to the left on the row number. For example
Adjacent rows - Click to the left on the first row number and drag down.
Non-adjacent rows - Hold down Ctrl, click on the row numbers
One column - Click the column heading. For example
Adjacent columns - Click the first column heading and drag to the right.
Non-adjacent columns - Hold down Ctrl, click on the column letters.
Whole worksheet (all cells) - Click on the Select All Button - top left:
Non-adjacent cell ranges - Hold down Ctrl, click and drag to select the ranges.
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 Spreadsheet

Selecting with the keyboard:

One cell - Move with the arrow keys to the required cell.
Whole worksheet (all cells) - Ctrl + A

To cancel a selection:
With the mouse: Click in or outside the selected range.

With the keyboard: Press one of the arrow keys.

ENTERING DATA

READY must appear to the bottom left in the status bar: press ESC until READY appears, if necessary.

Entering data in one cell:

Select the required cell.

Type the data.

Press ENTER or to place the data in the cell and to move to the left, up, down or to the right.

OR Click on to remain in the same cell.

To type a heading over two lines in one cell:

Type the first line and press ALT + ENTER; type the second line and ENTER. For example:

Entering data in a selection:

Select a cell-range in which data must be typed in. Type the data in the first cell and press ENTER to move
to the next cell. Repeat to the end of the selection. Example:

Note: The TAB key will also move the active cell around within a selected range, from left to right.

ENTERING DATA SIMULTANEOUSLY ON VARIOUS

SHEETS:
Select the sheets. Type the data. The data will appear on all
sheets.

Entering data ranges: The Autofill handle

The examples below show how the auto/ill handle can be used to copy data series quickly to an adjacent
range of cells.
 Type WEEK 1 in a cell. Select the cell.
 Position the mouse pointer on the/ill handle (a dot) to the bottom right in the active cell. The shape of
the mouse pointer changes to a + (cross hair). Hold down the left mouse button and drag to the right to
increment and fill the cells with WEEK 2, WEEK 3, WEEK 4.

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 Spreadsheet
EXCEL recognizes series such as:
January February March
Monday Tuesday Wednesday
Custom autofill lists can be created for frequently used series.
 Type 100 in a cell and use the autofill handle to copy it to the adjacent cell range. All
cells in the target position are filled with 100.
 Type '2000 in a cell and use the autofill handle to fill the cells to the right with the dates
2001, 2002, etcetera as column headings. The Trace Error smart tag may appears to
indicate that the number is formatted as text or preceded by an apostrophe. A small green
mark appears in the upper left comer of the cell. Click the button to display the options.
 Enter '1 in a cell. Use autofill to copy this down over a column and increment the numbers, for example,
to number a name list in a worksheet. The range is numbered.

Linear Trend:
Enter the following numbers (without apostrophes) in the first two cells. Select the two cells and use the
autofill handle to copy to the right.

The linear trend is calculated automatically and filled in the range. The numbers in the fill range are
incremented by the difference between the first two numbers (0.7).

Linear Trend or Growth Trend:

See the example below: Select A1:A2 (10 and 20).
Use the autofill handle; hold down the right mouse button while dragging the autofill handle.
The shortcut menu appears when releasing the mouse button.
Choose: Fill series to add the same number repeatedly to the previous one. Thus, the differencence of 10 is
added repeatedly to the previous number;
OR
Select Bl: B2 (10 and 20) and drag while holding down the right mouse button.
Choose: Fill Series or under Home click on Fill and then Choose Series and click on Linear Trend to increase
each number in the fill range by the same percentage.

DATA IS EXTENDED AS ONE OF THE FOLLOWING:

1. Text
• It consists of an alphanumerical series or string that begins with a letter or number; spaces may be
included.
• Text is automatically justified left in a cell. This is the default and can be changed as desired.
• Text is also called labels.
• A maximum of 255 characters can be entered into a cell.
2. Numbers
• Numeric values that have been typed directly into cells are called constants.
• Type numbers, for example, as 1708 without a space. The numbers can be formatted afterwards to
display a space between thousands.
• Type a period or comma as a decimal point. It is determined by the setup of figure display in
WINDOWS at Control Panel: Regional Settings.
• If a column is too narrow to display all decimals, the decimals will be rounded off. Example:
1200.8765 will be displayed as 1200.88.
• Numbers are automatically justified right in a cell. This can be changed as desired.

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 Spreadsheet
• Calculations can be done only with numbers.
• To change a number to text, type the character ' before the number. When, for example the year 2001
is used as a heading for a column, it is not a number and calculations must not be done with it. Thus,
enter the year as: '2001. The year will be left-aligned, which is the default when entering text.
3. Formulas
• Formulas are inserted to do calculations automatically.
• A formula always begins with = (equal sign) and combines constant values with operators in a cell
to do calculations.
• A formula can include functions, cell references, cell ranges, operators, numeric constants and text.
4. Date and time
N.B.: Set up the date and time display format at Control Panel: Regional Settings in WINDOWS.
These formats will be the default in all WINDOWS programs.
• Use a (-) hyphen or / when entering dates, for example 4-2-01, 4-Feb-Ol or 4/2/01 for d/m/yy.
EXCEL recognizes it as a date and calculations can be done with it.
• Enter time as, for example, 20:50 or 20:50:35 to represent hours/minutes/seconds (h:mm:ss). The
time can then be used in calculations.
5. Symbols and special characters

To enter symbols and special characters, for example  ∝, in a cell:

 Choose Insert, Symbol; select the symbol Insert, Close.

PLACING DATA IN A CELL (ALIGNMENT/ORIENTATION)

Horizontal alignment of text in a cell:

Text is automatically justified left and numbers are justified right in a cell. This can be changed as desired,
for example to be centred:
 Select the cell(s) and click on

to centre in the cell;

to right-align in the cell;

to left align in the cell.

Click Home, Alignment Launcher : Alignment for more options to align text in
cells.

To rotate text vertically in a cell, e.g. from bottom to top (Orientation)

 Set the Orientation, e.g. for 90 degrees.

To set the vertical position of text in a cell

 Choose the position here
 OK

Orientation 90 degrees Vertical: top

Horizontal: centre Vertical: centre

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 Spreadsheet
To wrap text within a cell

 Click the option

These functions can be switched on before entering the text or numbers.

Centring a heading across columns:

Select the heading and the columns across which to be centred. Click on: . The cells
are merged and the heading centred across the columns.

N.B.: To cancel the centring and merging of the cells:

 Select the cell.

Click on again; OR Click Home, Alignment launcher: Alignment and switch off .
EDITING DATA
When entering data:
Use the backspace key when errors are made in typing.
To replace existing cell content:
• Select the relevant cell and type the correct entry over the incorrect one. Press J to place it in the cell;
OR
• Select the relevant cell and press the Delete key.
• Click the right mouse button on the cell and click Clear Contents.
To insert additional cell content or delete cell content:
• Select the relevant cell and edit the displayed contents in the formula bar. Press ENTER.
• Double-click in the relevant cell OR Press F2;
Click on the required position to edit directly in the cell, as follows:
INS or OVER to insert data or overtype data at the insertion point:
Press the Insert key to switch on Insert or Overtype. Press the Delete
key to delete contents.
Press ENTER KEY.
UNDO AND REDO

UNDO and REDO are frequently used to cancel previous actions which must not be executed. The previous
or several previous actions can be cancelled (UNDO) or redone (REDO).
Click on the UNDO button OR press CTRL + Z to cancel the last undesired action. To replace
the cancelled action: Click on the REDO button.
CLEARING THE SCREEN WITHOUT SAVING THE WORKBOOK

 Click Office Button , Close

Save changes: No.

To open a new workbook:

 Click the Office Button , New; Blank Workbook in the Task pane to the right of the
screen then click create. BOOK 2 is activated.
MODIFY BASIC OPTIONS IN EXCEL
Choose Office Button, Click Excel Options

To change the default folder displayed within the open or save dialog box:
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 Spreadsheet
Enter the default file location in the text box. The default file location is the folder Excel uses to open and
save a workbook unless it is otherwise instructed,
Click OK.
To change the user name:
In the Options dialog box, Popular tab (personalize your copy of Microsoft excel): enter the User name in
the text box.
Click OK.
The User name is used, for example, to indicate the author of a document.

BASIC WORKBOOK AND WORKSHEET SKILLS

BUILDING A WORKSHEET
1. Type the worksheet on a clean sheet: In the Title bar displays, for example, Book 1. Worksheets are
stored in workbooks. The document is not being stored automatically. Thus, remember to save your
work from time to time.
2. To open a new workbook, based on the default template, without closing the current workbook:
 Click Office Button New Blank Workbook in the Task pane to the right of the
screen.

SPREADSHEET SKILLS
CHANGING COLUMN WIDTHS
Column widths can be reset as desired.
1. To make one column wider/narrower:
Mouse pointer on the right column heading border: : and drag.
2. To make all columns wider or narrower:
Select the entire worksheet:
Mouse pointer on a column heading border: and drag.
3. To return all columns to the original width:
Select the entire worksheet.
Mouse pointer on the column heading and click the right mouse button.
Column Width: Type 8.43 OK Under Home Click
Format
Column width: Type 8.43 OK
4. To return one column to the original width:
Select the column
Under Home Click Format
Column width OK
5. To reset the width of a range of columns:
Select the range of columns.
 Mouse pointer on the column heading border: and drag.
6. To adjust the width of one column automatically to fit the longest entry:

Double-click on the right column heading border:

7. To adjust the width of a range of columns automatically to fit the longest entry in each column:
 Select the range of columns.
Double-click on a column heading border:
CHANGING ROW HEIGHTS

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 Spreadsheet
Select the row or rows.
 Mouse pointer on the row border:

and drag.

INSERTING AND DELETING

Inserting a column or a range of columns
Select the column or the number of columns just after the position where a column or columns must be
inserted:
 Under Home Click Insert
Columns OR
Click the right mouse button
Insert

Inserting a row or a range of rows

Select the row or number of rows just under the position where the row/rows must be inserted:
 Under Home Click Insert, Rows OR Click the right mouse button
Insert

Deleting:
1. A row or a range of rows:
Select the row or range of rows.
Click Home Delete ' OR
Click the right mouse button Delete
2. A column or a range of columns:
Select the column or columns:
 Click Home
Delete OR
 Click the right mouse button
Delete
3. The contents of a selection of cells on the worksheet
Select the cells:
 Press Delete
OR
Click the right mouse button
Delete
4. All data on a worksheet
Select the entire worksheet:
Press Delete
OR
 Click the right mouse button Clear Contents

COPYING

Copying is the duplicating of text/data; the data is retained in the original position and then duplicated
(copied) to another position or other positions.

Data can be copied:

• On the same worksheet;
• From one sheet to another;
• From one workbook (file) to another workbook.

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 Spreadsheet
Procedure:
N.B.: The cell contents in the target position will be deleted. Thus, be careful.

Copying from one cell or a cell range to adjacent cells

Use the Fill handle:

Position the mouse pointer on the fill handle (a dot) in the bottom left comer of the selected cell or cells.
Hold down the left mouse button and drag in the desired direction. This method can be used to copy text,
numbers and formulas. A smart tag (Auto Fill Options) appears with more fill options. Click the tag to
display the options.

Copying from one cell or a cell range to another position on the same sheet, another sheet or to
another workbook:

Select the range and copy as follows:

Click Home, Copy OR Click the right mouse button, choose Copy.
Select the position to where the data has to be copied on the same sheet. To copy to another sheet or
workbook: activate the sheet or workbook and then click on the position.
 Click Home, Paste OR Click the right mouse button, choose Paste. The Paste options smart tag

appears; click the tag for more paste options.

N.B.: A moving frame appears around the selection which has been copied last. This shows that the
selection is still on the clipboard and can be copied to another position. Press ESC to cancel.
Using drag and drop to copy on the same sheet:
Select the range. Point with the mouse pointer to the border of the selection. The shape of the mouse

pointer must change to Hold down CTRL and drag to the required position. A + sign appears next
to the arrow to indicate copying. Release the mouse button.
MOVING

Use this to move the contents of a selection from one position to another. The text/data will be removed
from the original position.

Procedure:
Moving from one cell or a cell range to another position on the same sheet or to another workbook:

Select the range.

 Click Home, Cut OR Click the right mouse button, choose Cut.
Select the position to where the data has to be moved on the same sheet. To move to another sheet or
workbook: activate the sheet or workbook and then select the position.
 Click Home, Paste OR Click the right mouse button, choose Paste.

Click the smart tag for more paste options.

Using drag and drop to move on the same sheet:

 Point with the mouse pointer to the border of the selection. The shape of the mouse pointer must change

to . Drag to the required position. Release the mouse button.

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 Spreadsheet
COPYING/MOVING WITHOUT DELETING THE CELL CONTENTS IN THE TARGET POSITION

Column/Row or a selection:

Select the column/row or the cell range. Point to the border of the selection (N.B.: ).
 Hold down CTRL + SHIFT and drag to copy to the target position. A grey 1 sign (dumbell) displays
vertically or horizontally. Place the dumbell on the target position and release the mouse button. Cell
contents on the target position will be moved to the right or down. OR
 Hold down SHIFT and drag to move to the target position.
OR Insert a new column/row. Copy or move as usually.

Duplicate or move a worksheet within a workbook or between open workbooks:

 Open the workbook(s) and select the sheet to be moved or duplicated.
 Click Home, Format, Move or Copy Sheet OR Click the right mouse button on the sheet tab and choose
Move or Copy from the shortcut menu.
The Move or Copy dialog box appears:
To book: Select the workbook.
Before sheet: Select the position.
Deselect the check box to move the sheet: ; OR
Select the check box to copy the sheet: . OK
A new sheet will be inserted on the target position.

Quick way to duplicate or move a worksheet within a workbook: OK

Click on the sheet tab of the sheet to be moved or copied. Cancel

To move the sheet: Hold down the left mouse button and drag the tab to the new position. To duplicate the
sheet: Hold down CTRL and drag the sheet tab to the required position.

ADDING LINES/BORDERS
Select the range where a line or lines are to be added or the thickness of a border must be changed.

 Click on the arrow and click the required type;

OR Click the right mouse button (Shortcut menu). Format cells
Border: Set as desired. OK
FORMATTING TEXT
 Select the text or cell(s). Click one or more of the following:

ICON To switch To double underline:

Click on the arrow next to underline icon
on:
and choose double underline.
Bold

Italics

Underline

CHANGING FONTS: SIZES AND TYPES

 Select the text or cell(s).
 Choose Home, Format, Cells, Font and choose a font style and size.

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 Spreadsheet
 Choose OK.

FORMULAS

Formulas are used to do calculations automatically.

A formula always starts with = (equal sign)
With EXCEL, as with a pocket calculator, one can do any arithmetical calculations.
Characters used for calculations

The following characters act as operators in arithmetic calculations:

* = multiply
/ = divide
+ = add
 = subtract
∧ = exponentiation
% = calculate percentage
Order in which calculations are carried out

In EXCEL, calculations are carried out in the following sequence:

1. Calculations between brackets.
2. Percent.
3. Exponentiation.
4. Multiplication: from left to right.
5. Division: from left to right.
6. Addition and subtraction: from left to right.

Use brackets when certain amounts must be added or subtracted before being multiplied or divided, for
example =(A3+B3)*5: Add the number in cell A3 to the number in B3 and multiply the answer by 5. (In this
example, the numbers are already typed in on the worksheet in cells A3 and B3.)
METHODS OF TYPING FORMULAS
1. To type the formula =C8-D8 in a cell, for example:
Select the cell where the answer must appear. Type in the formula, namely =C8-D8 and press
ENTER KEY or click on in the formula bar
OR
2. Select the cell where the answer must appear.
Type a =
Click in cell C8 and type a - (a minus sign)
Click in cell D8 and press ENTER KEY or click on .

Where a formula affects a whole column or row, place the formula in the first cell and then use the autofill
handle to copy it over the whole column/row.
N.B.; To cancel a formula while entering it: Press ESC or click on in the formula bar.
CELL RANGES AND CELL REFERENCES IN FORMULAS

A cell range refers to any number of cells that form a rectangular block on the worksheet. A cell-range is
always indicated by two diagonally opposite cell addresses, separated by a colon (:) , for example A5:G5.
This is used in formulas to indicate a range on which a function must be executed. Examples of cell ranges:
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Sheet2!B3 refers to cell B3 on Sheet 2. The exclamation mark separates the Sheet and the cell range.

3D-references:
Sheet2:Sheet5! B3:D8 refers to the cell range B3:D8 on Sheet 2 to Sheet 5. This is called a 3D-reference
because it refers to a range of sheets.

AUTOSUM ( )

To do calculations on a column or row of typed in numbers in adjacent cells automatically:

 Click in the cell where the answer must appear.
 Click on the arrow to the right of , choose the function:
Sum to add, Max or Min to display the maximum/minimum number, etcetera Press ENTER KEY .
OR
Select the cell range and include the cells where the answers must appear.
Click on and choose the function.

STATISTICAL AND MATHEMATICAL FUNCTIONS

Statistical and mathematical functions are used in formulas to do certain calculations more easily and
quickly.

N.B.: Verify the cell ranges in formulas when rows or columns have been inserted before or
after the cell range. Adjust the formulas to include all rows/columns.

Examples:
=SUM(B7 :B 10) This is used to find the sum of a column of figures. Select the range from which 1 the
sum must be found, for example B7:B10. The formula =B7+B8+B9+B10 will give the
same result, but is cumbersome.
=AVERAGE(B7:B10) This is used to calculate the average of a column of numbers.
=MAX(B7..B10) This is used to show the maximum (highest) number in the range of numbers.
=MIN(B7:B10) This is used to show the minimum (lowest) number in the range of numbers.
=COUNT(B7:B10) This is used to count the numbers in the range. Empty cells will not be included.
=SUM(Sheet2:Sheet5!B7:B10) The formula will calculate the sum of the values contained in the range
B7:B10 on Sheet 2+3+4+5.

Methods of typing functions in formulas:

Select the cell where the total, average, maximum, minimum or number must be indicated.
1. Type in the function, for example =SUM(
Select the relevant cell range: Click on the first cell in the range, for example B7. Hold down the left
mouse button and drag to include the last cell in the range, for example B10. =SUM(B7:B10) appears
in the formula bar.
 Close the bracket - type )
 Press ENTER KEY or click on . The answer appears in the cell and the formula can be seen in the
formula bar when the cell is active.
2. Instead of selecting the cell range with the mouse, the complete function can be typed, namely
=SUM(B7:B10) and press ENTER KEY.
3. Click on the Insert function icon above the column headings in the formula bar. OR
Choose Home, , More Function. This is a two-step process and is called a
wizard. The dialog box appears:

Step 1:
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Select a category and the function, for example SUM.
 Click OK

Step 2:

Select the cell range using the normal way. Click to hide the dialog box and select the first cell range.
The cell range appears next to Number 1. Click to display the dialog box again. A second cell range can
be selected. Click in the text box next to Number 2 and select the second range, for example D7:D10.
Example: =SUM(B7:B10,D7:D10)
The answer appears in the dialog box (Formula result = ).
 Click OK
The answer appears in the cell and the formula displays in the formula bar when the cell is active.
Use the autofill handle to copy the formula across the column or row. The- formulas will be adjusted
automatically in the other cells.
4. When formulas refer to a range of Sheets:
Type for example =SUM(
Select the Sheets.
Select the cell range.
Close the bracket.
Press ENTER KEY.
The method can also be used.
 Click OK and the following displays in the status bar: Circular: B16
 Click View, Toolbars and switch on the display of the Circular Reference toolbar. The incorrect
formula caused a circular reference in cell B16. The Circular Reference toolbar can be used to
determine the problem. Correct the formula.
TROUBLESHOOTING Error values

When an incorrect formula has been entered, an error value displays in a cell. The calculations for that cell
cannot be done properly. Error values always begin with a #-character and can be one of the following:
#REF! An invalid cell reference is included in the formula.
#VALUE! An incorrect operator or text is included in the formula.
#NAME? A non-existing Range name is included in the formula.
#DIV/0! In calculations, division by zero (0) cannot be done. The cell referred to in the formula
contains a 0 or is empty.
#NULL! Normally this refers to a space incorrectly included in a formula to separate cell references.
The correct list separator must be used: a comma or semicolon.
#NUM! This refers to a number used incorrectly in the formula.
#N/A Refers to a value that is not available.
To correct: Re-enter the correct formula.
FORMATTING FIGURES!

Typed in numbers are automatically formatted for the General Number Format. This is the default and can
be changed. The manner in which figures are displayed and how they will be printed can be controlled as
follows:

Select the range to be formatted and click on:

Currency style

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Currency style: To display figures with the default currency symbol before the figures, for
example Kl 305.40. Normally the default is a $ sign. This must be changed in
WINDOWS at Control Panel: Regional Settings. (Any other currency symbol can
also be added to a selected cell range from Format, Cells, Number tab, Category:
Currency, Symbol. See more information below.) See Module 1 Currency style,
Chapter 2, p. 62-63, The Control Panel: To check or change the Regional Settings.

Percentage style To display figures in percentage form, for example 82.3%. The figures
are multiplied by 100 and % signs added after the figures.

Comma style To display figures in the form 1 205.13 By default a comma displays between
thousands. This must be changed in Control Panel: Regional Settings.

Increase decimal: Click on the icon and repeat to display the desired number of decimals.
One decimal place will be added when clicking and the figure will be rounded off.

Decrease decimal: Click and repeat to display the desired number of decimals. One decimal
place will be removed with each click and the figure will be rounded off.
OR
Select the range:
 Home, Format, Format Cells
Number
Select the desired formats.
For example: Click on currency below category and choose the R or other symbol below Symbol
to add the chosen symbol before figures. OK

ABSOLUTE AND RELATIVE CELL REFERENCES IN FORMULAS

In calculations a certain value must sometimes remain absolute (constant). Suppose that the marks gained by
a student out of a total of 80 have to be printed as a percentage. The mark gained changes from student to
student; the total remains constant (absolute) at 80. In the example 80 is an absolute value and the student's
marks are relative values.

In a formula an absolute cell reference must therefore be used for the cell in which the constant value
appears.
An example of a relative cell reference in a formula is: =B1*C1 When one is copying
down a column, this formula should change as follows:
=B1*C1 ) Column letters and row numbers change
=B2*C2 ) when the formula is copied down the
=B3*C3 ) column or horizontally in the row.

An example of an absolute cell reference in a formula is: =B1*$D$6. A $ sign is typed before an absolute
column letter or an absolute row number.
When one is copying down a column, this formula will change as follows:
=B1*$D$6 ) Row numbers change in the B column

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=B2*$D$6 ) (relative cell references); cell reference D6
=B3*$D$6 ) remains constant in the formula
=B1*$D$6 ) (absolute cell reference).

How is this indicated in a formula?

Column and row number are absolute: $B$1
Column relative, row number absolute: B$1
Column absolute, row number relative: $B1

How is it entered?
When the type-in method is used, type a $ sign before the column letter and/or row number that must be
absolute (constant).

When using the mouse to select cell references in a formula:

• Press F4 once in the desired cell when the formula is being selected if the row and column are absolute:
$B$1.
• Press F4 twice if the column is relative and the row is absolute: B$1.
• Press F4 three times if the column is absolute and the row is relative: $B1.
INT FUNCTION

INT is a mathematical function that is used to display a figure as an integer and to save it as an integer in
memory. The number is not rounded off to the nearest whole number - the decimal is simply omitted. For
example, =INT(86.87) will be displayed and stored as 86. The figure will be used in calculations as 86,
without decimals.
INT can be inserted before any formula to give the answer as an integer, for example
=INT(AVERAGE(B6:B22))
ROUND FUNCTION AND PRECISION AS DISPLAYED

To round off figures and use it thus in further calculations:

1. The mathematical function =ROUND(X, N) rounds the value x off to n decimal places. These figures are
then displayed and stored in the memory to n .decimal places. The numbers are then used in this form in
calculations instead of in the default 15 decimal places.

=ROUND(65.677896,2) will round the number to 65.68 and the remainder of the decimals are
eliminated. ROUND can be inserted before any formula to round it off, for example =ROUND
((B5*D5+E5),2)
2. Precision as Displayed is used to do calculations on the basis of displayed values only. The figures are
also rounded off and used thus in further calculations.
Procedure:
Activate the relevant workbook.
Click the Microsoft Office Button , and then click Excel Options.
Click Advanced, and then under When calculating this workbook, select the Set precision as
displayed check box, and then click OK.
Click OK.

Format the figures on the worksheet to display as required. Calculations will be done with displayed values
only. Undisplayed decimals will be ignored in calculations.
COMBINATION OF FORMULAS
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Formulas can be combined and brackets used, if necessary:

Example: =INT(AVERAGE(B6:B22)/C24) will calculate the average of the range B6:B22, divide it by the
contents of C24, and give the answer as an integer (not rounded).
DISPLAYING FORMULAS ON THE SCREEN

To display formulas on the screen instead of numbers:

Choose one of the following:
 CTRL + ‘ OR
Formulas
Show Formulas
Column widths are automatically adjusted to fit in the formulas. To change back to numbers: Repeat the
keyboard command OR deselect the function in the menu command.
FORMATTING DATES
N.B.: EXCEL uses the settings for date and time display as defined at Control Panel: Regional Settings
in WINDOWS. These settings determine the default settings in all WINDOWS applications.
Dates can also be formatted in different formats in EXCEL.

Dates can be formatted in different formats in EXCEL.

 Select the date that have already been typed in.
 Choose Home, Format.
Format cells
Click the number tab.
Category: Click on Date and choose the format in the Type Box. OK
DATES IN CALCULATIONS

Dates can be used in calculations, for example to calculate daily interest. This can be useful. It also can be
used when dates are to be rearranged in chronological order.

N.B.: ###### appears if the column is too narrow. The column must then be made wider.
• Use a / or a hyphen (-) when entering dates, for example 4-2-01, 4-Feb-Ol or 4/2/01 for d/m/yy, EXCEL
recognizes it as a date and calculations can be done with it.
• To insert the current date (the system date) to be used in calculations: Select the cell where the date
must appear:
Press CTRL + ; (semi-colon) OR Type the formula in the cell: =TODAY() and press ENTER KEY.
CONVERTING FORMULAS TO NUMBERS

To copy a range containing formulas and adjust to values:

Select the range:
 Click Home
Copy
Select the target position to where the range must be copied.
 Click Home
Paste Special:
Paste: OK

A smart tag appears; click for more paste options. The range will no longer contain formulas, but
numbers, as if they had been so typed.
LOGICAL FORMULAS

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The following symbols are used in logical calculations to compare two values and produce the logical value
TRUE or FALSE:
= equal to
> greater than
< less than
>= greater than or equal to (NOT =>)
<= less than or equal to
<> not equal to

DOCUMENT SETUP AND PRINTING A WORKSHEET

The connected printer(s) must already be set up in WINDOWS at Printers and Faxes. Do the settings in
WINDOWS, if necessary. See Module 1, Chapter 2, p. 30, Control Panel: To install a new printer.
BASIC PROCEDURE

Activate the workbook and select the worksheet to be printed.

Make sure that the paper is inserted correctly in the printer, that the printer is switched on and that it is ON-
LINE.
1. Check the paper size and other print settings:
 Click Page Layout
Page Setup Launcher
The Page Setup dialog box appears: Page, Margins, Header/Footer and Sheet are set up here.
1.1 Page: To check paper size and layout:
 Click on the Page tab.

Paper Size: Set up for the paper used for printing:

A4 (210 x 297 mm) for laser printers Letter (81/2x11 in) for standard computer paper
Orientation: Portrait to print with the short edge of the paper horizontal; OR Landscape to print with the
long edge of the paper horizontal.
Scaling: Adjust to 100% normal size – The percentage to be reduced/enlarged can be specified.
OR
Fit to 1 page(s) wide by 1 tall – To fit in the worksheet on one page. The number of pages can be
specified.
1.2 Margins: Setting the margins and position on the page:
 Click on the Margins tab.

Top, Bottom, Left, Right: To set the top, bottom, left and right margin. Use the spin controls or type in the
required widths. The measurements for margins are indicated in centimetres.
Centre on Page: To centre horizontally and/or vertically on a page.
The Preview screen shows the current layout of the page.

1.3.Header/Footer: To insert or modify headers and footers:

A header is a heading, for example a page number that must be printed at the top of every page. A footer is
certain information that must be printed at the bottom of each page.
 Click on the Header/Footer tab.

N.B.: View, Header and Footer can alternatively be chosen to display the same dialog box.
To set up a header and a footer:
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 Click Custom Header OR Custom Footer The following dialog
box appears:
 Add the text to be left-justified, centred and right-justified; OR
 Click in a section and click on the required icon to insert the following:
Page numbers The file path

Page number The workbook filename

The system date The sheet tab name, for example

sheet 1
The current time Inset picture

Format text Format picture

OR
Select text or a picture and click on the required icon to format:

Font: for formatting text. Format picture

Click OK, OK when the header and footer are set up.

1.4.Sheet: To control how the Sheet will be printed:

The following important settings must be set up here:

 Horizontal or vertical headings that must be printed on every page.
 Printing vertical and horizontal gridlines. This can be switched on or off.
 Printing the border: Row numbers and column letters (Row/Column Headings). Switch on or off.
 Click on the Sheet tab:
Print Area: To print a selection of a worksheet: Click in the text box to hide the dialog box and select
the cell range to be printed. Click to display the dialog box again.
Print: To print without gridlines.
To print the border (row numbers and column letters).

To apply automatic title row(s) or column(s) on every page:

Print Titles:
Rows to repeat at top: Click to the right of the text box. Select the rows that must be printed on every
page, for example column headings that must appear on every page.
Columns to repeat at left: Click to the right of the text box. Select the column(s), for example column
A and B, that must be repeated on every page.
 Click OK when selections have been done.

N.B.: Save the workbook again after the print settings have been done. Therefore, it will not be
necessary to redo the settings when the work-sheet has to be printed again.
2. Inserting page breaks:
Page breaks can be inserted manually at any position on the worksheet to indicate that a specific section
should begin on a new page.
Select the position on the worksheet: A row to insert a horizontal break;

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A column to insert a vertical break;
A cell to insert a horizontal and vertical break.
 Click Insert, Page break
The page break is indicated by a broken line.

To cancel a page break:

 Select the position on the worksheet: Choose Insert, Remove Page break

To display all page breaks and make adjustments:

 Click View, Page Break Preview
Position the mouse pointer on the page break to be adjusted and drag to the new position.
 Click View, Normal to switch back to normal display.

3. Checking the worksheet before printing:

Use the following steps to develop a reliable spreadsheet before printing or distribution:
 Always compare the entered data to the original information sources. One single typing error when
entering numbers, results in incorrect answers.
 Perform some calculations manually to check the spreadsheet answers.
 Check whether formulas were adjusted correctly when adding colums/rows.

4. Display the document on the screen as it will be printed. Check the layout before printing.
(PREVIEW):
 Click Office Button, Choose Print, Print Preview
The worksheet displays as it will be printed and the Preview-window and toolbar appears.
 Click Margins or Setup to change the layout:

The worksheet can be printed directly from the Preview window by selecting the Print option. Qr Click
Close to return to the worksheet.
HIDING OF COLUMNS/ROWS

When the worksheet consists of many columns and rows, of which only a few need to be printed, those not
to be printed can be hidden.
Select the columns or rows.
 Click Home, Format
Hide and unhide
Columns or Rows OR
Use the shortcut menu
 Click Hide.
The hidden columns or rows will not be printed. To display the columns/rows again:
Select a range that includes the hidden columns/rows. For example, when columns B, C and D are hidden,
select from column A to F:

FREEZING HEADINGS
This is to keep column headings or side headings on the screen even if you move down or to the right of the
worksheet.
Two methods can be used: Freeze Panes or Split.

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Select the row just under the headings or the column just to the right of the side headings to be frozen or
click, for example, in B2 to freeze a row and column simultaneously and choose:
View
Freeze Panes OR Split
The headings will be frozen and cannot be moved.
Split bars can be dragged to another position where the window has to be split.

To unfreeze:
Choose: View
Unfreeze Panes OR Remove Split

CHARTS

Charts are like normal graphs. Use a chart to make the data visual, more interesting, clearer and easier to read.
A chart, therefore is a graphic representation of worksheet data. A chart can be a separate chart sheet in the
same workbook or it can be embedded in the worksheet.

N.B.: To plot a chart is very simple if you can use a mouse.

Note: The chart is automatically linked to the worksheet regardless if it is an embedded or separate
chart sheet. Whenever changes are made in the data worksheet the chart is automatically updated.

The ChartWizard
THE BASIC PROCEDURE TO CREATE A CHART SHEET OR EMBEDDED CHART

N.B.: The embedded chart is saved as an object on the worksheet when saved in a work-book. It is
always available when the worksheet is open and also printed when printing the worksheet.
1. SELECT THE DATA
 Select the range of data to plot, for example A3:E4. The selection can include only a single row or a
single column of data or a range of rows/columns. Pie charts can only use one data series, or multiple
rows or columns.
 Click the Insert button on the menu bar

INCOME STATEMENT 2001: SUNCRUSH CAMERAS &

VIDEOS

Q1 Q2 Q3 Q4 YEAR
Net sales 12000 19000 16000 22000 69000
Costs and Expenses
Salary 2000 2000 2000 2500 8500
Interest 1200 1400 1600 1600 5800
Rent 600 600 600 600 2400
Advertising 900 2000 4000 4500 11400
Sales costs 4000 4200 5000 8000 21200
Operating expenses 8700 10200 13200 17200 49300
Operating Income 3300 8800 2800 4800 19700

2. SELECT THE TYPE OF CHART

Step 1: EXCEL prompts with the screen of ChartWizard. An array of chart sub-types appear, some 2-D and
3-D charts. The chart types contain a list of Standard and Custom types. Each of these types of charts
contains a variation of the basic chart type that may include gridlines or labels.
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 Stay with the Column chart (default).

3. SPECIFY THE DATA SERIES
Step 2: A sample of the chart appears. The data series can be modified where the columns become the data
series and the rows become the categories.
 Click on the chart to activate the toolbars
Click on Design tab

Click on select data icon

4. CONTROL OF THE DISPLAY OF THE CHART

Step 3: The Chart Layout menu displays the following options where choices can be made: Titles, Axes,
Gridlines, Legend, Data Labels and Data Table.
 Click the Chart Titles and choose how the title should be inserted on the chart. In the chart title type
SUNCRUSH INCOME STATEMENT
 Click the axis title to add the X- and Y-axis titles. Click axis title and choose primary horizontal axis
title and type 2001. Click the primary vertical axis title and type Income.

5. THE LOCATION OF THE CHART

Step 4: The location of a chart can be changed:

 Click Design on the Chart tools, click on move chart location icon : Click As a new sheet (To
insert on a new chart sheet)
 Click: As object in (To insert the chart embedded in the same worksheet)
Click OK
6. COPYING, MOVING, RESIZING AND DELETING AN EMBEDDED CHART
 Click on the chart to select it.
The handles indicate that the chart is selected.

To resize:
 To change the size, point to one of the comers and drag.

To copy within a worksheet or between open workbooks:

 Activate the workbooks and worksheets and select the chart to be copied.
Click Home, Copy OR Right-click the chart and choose Copy. Activate the workbook and
worksheet and then click on the target position.
ClickOR Click Home, Paste OR Click the right mouse button, choose Paste.

To move within a worksheet:

 Move the chart to another position on the worksheet by dragging its border.

To move between open workbooks:

 Activate the workbooks and worksheets and select the chart to be moved.
Click Home, Cut OR Click the right mouse button, choose Cut.
Activate the workbook and worksheet in the target position and then click on the required position.
Click Home, Paste OR Click the right mouse button, choose Paste.

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To delete a chart:
 Select the chart and then press the Delete key;

To move or resize various objects within the chart area:

 Click around on various objects within the chart area and it becomes available to resize, position or drag
to approve the appearance of the chart. For example, click on the legend (Net Sales) or on the X-axis
title (2001) and reposition.

7. PLOTTING MULTIPLE, NON-CONTINUOUS DATA SERIES

 To select non-contiguous data series, hold down CTRL and select the ranges, for example the
A3:E4andA12:E12.
 Release both the CTRL key and the mouse button. See the selected series below.
 Click insert and create a new chart as usual

8. TO CONVERT AN EMBEDDED CHART INTO A CHART SHEET (AND VICE VERSAL)

 Select the embedded chart
Click Design on the Chart Tools
Click on Move Chart Location
A chart appears on the new chart sheet, named
chart 1
To delete the chart sheet use the right mouse button, click on the chart sheet tab and choose Delete, Yes.

9. ACTIVATING A CHART TO MODIFY IT

In order to activate the chart, click on the chart. The handles indicate that the chart has been simultaneously
selected and activated.
When a chart is active the menu bar changes and the chart commands under Chart and Format on the menu
bar are available. Changes can be made to a particular object (title, legend, plot area, etc) or lines and
colours can be added.

10. MODIFYING A CHART

To redraw a chart every time changes are made is time consuming. It is easier to modify the chart once it has
been created.
Before making any changes or formatting a chart on a worksheet, it is important to know what components
make up a typical 2-D chart:

To change data in a chart:

Activate the chart. Choose one of the following to modify the
chart:
 Double-click on the component.
Available functions are displayed.
Select the required options

10.1 To delete data series

There are three ways to delete data series from a chart:
 Click on the embedded chart to make it active.
 Click on one of the bars for the range to be deleted. Press DEL.
10.2 Inserting data series

10.2.1 To add data series to an embedded chart

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 Drag-and-Drop technique with the mouse:
Select the range to add to the chart, e.g. on the BRAND sheet, select the range
Cat Food (A5:F5).
Position the mouse pointer to the side of the thick border of the selected range.
Press and hold down CTRL and drag the data down within the vicinity of the chart and release the mouse
button.
NOTE: A + sign appears next to the mouse pointer.

10.2.2 To add data series to a chart sheet

Select the new data series.
 Click Home, Copy
Select the Chart sheet.
 Click Home, Paste

11. CHANGING CHART TYPES

Microsoft Excel offers 14 different standard chart types to choose from. Each chart type has at least one
subtype. More types are available under Custom types and on the Chart toolbar.
11.1 Use the Menu or Shortcut menu
 Select the chart. Choose: Design in the Chart
Tools
Change Chart Types
Select the required chart type.

12. COMBINING DIFFERENT CHART TYPES IN ONE CHART

To display data in a combination in the same chart, an overlay effect must be created, for example several data
series as columns and another data series as a line. To illustrate do the following task where inflation is
compared to the percentage return on a monthly investment:
13. FORMATTING A CHAR

Format
The following formatting can be done to enhance the chart:
 Change the font and style of text as desired; and Align the text in the titles as desired.
 Create borders around titles and text boxes.
 Add colours and patterns: line and font colours can be changed and any component can be filled with
colour.
 Scale of the X- and Y-axes.
 Insert text boxes on the chart, for example to add more descriptions.

Add/Insert

The following can be inserted:

• Titles
• Axis descriptions
• Legends
• Gridlines
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• Data Labels to add descriptions to the data series.

To add or change data labels, titles, gridlines and legends:

 Select the chart OR Click the right mouse button and choose Chart Options.
Choose: Layout in the Chart Tools
Click the required TAB and change the settings. OK.

Modifying colour:
Any component, such as the background or the column, bar, line or pie slice, can be filled with colour. Text
and lines can be displayed in colour.
 Double-click the component, for example the Title, the background or the pie slice. Then Click Format
in the Chart Tools, dialog box appears and displays the available options for this component.
 Click the Text fill to fill the component with colour. Choose the colour.
Choose the shape fill and colour for the border around this item.
Choose None if no border is required.
Select Shadow to add shade to the border:

Changing the scale of the X- and Y-axis:

Double-click the X- or Y-axis or use the right mouse button and click. The Format Axis
dialog box appears: Change as desired.

To insert a text box to explain or label any part of the chart

 Click the text box button on the Layout Chart Tools.
The pointer changes to an arrow, ready to add a text box.
 Drag the pointer to create a text box on any open chart area. The text box can be repositioned.
 Click on the text box to activate it and type Negative Growth
 Click outside the text box.
A text box can be formatted as usual.

14. INSERTING A PICTURE INTO A CHART

Insert a picture to enhance the appearance of the chart. Do the following:
 Activate the chart.
 Click Insert
Picture: Clip Art OR From File
Select an appropriate picture to insert. Resize and
position the picture into the chart.
 Format the other items individually as desired.

15. PRINTING A CHART

15.1 Printing an Embedded chart:

To print the chart and the worksheet:

 Select the range where the chart and the worksheet are displayed and print in the normal
way.

To print the worksheet without the chart:

Select the chart and click Microsoft office button
Click print

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