Computer Practice Office 2013 N4

(Du Toit & Van der Merwe)

 Module 1 – Basic concepts of computers

WHAT IS A PERSONAL COMPUTER?

A computer can be defined as an electronic machine that:
• Receives data from an input device.
• Carries out arithmetic and logical processing according to a previously
compiled set of instructions (computer program).
• Stores the processed data.
• Sends the processed data to an output device.

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 Module 1 – Basic concepts of computers (continued)

FILE MANAGEMENT
Related information is stored on a diskette, flash drive or hard disk in the
form of files. File names are stored in an index (folder). The folder also
contains information about the address where the file is saved, the size of
each file, date and time of creation or modification, and storage capacity
available on the diskette. The index is maintained in a table, the File
allocation table (FAT ).

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 Module 2 – The operating system: Windows 7

OPERATING SYSTEM
The operating system is the primary element of all software and loads
automatically when starting the computer; without it no other software can be
used. The operating system:
• Activates the computer;
• Allows the user to communicate with the computer;
• Controls the functioning of the computer; and
• Controls the management of files on the diskette or hard disk.
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 Module 2 – The operating system: Windows 7 (continued)

MANAGING DRIVES, FILES, FOLDERS, AND DISKS

• Files are stored in folders on a drive, usually the hard disk.
• Subfolders can be created below a folder.
• A folder can be closed and the files in the folder will then not be displayed;
or
• The folder can be opened (activated) and the files in the folder will then be
displayed.

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 Module 3 – Word processing: Microsoft Word
2013
USING THE APPLICATION
Microsoft Office Word is a word-processing application that is used to create
text documents, for example letters, memos and reports.

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 Module 3 – Word processing: Microsoft Word 2013 (continued)

WORKING WITH DOCUMENTS

The first steps in working with documents are:
• Create a new document based on the default template;
• Enter text into the document;
• Save or delete the text within the document; and
• Close the document.

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 Module 3 – Word processing: Microsoft Word 2013 (continued)

EDITING FUNCTIONS
In Microsoft Word 2013, you can perform numerous text editing functions for
example:
• Format text –
• Bold;
• Underline and double-underline;
• Italicize; and
• Superscript and subscript.
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 Module 3 – Word processing: Microsoft Word 2013 (continued)

SPELL CHECK
Spelling and grammar check is, amongst others, used to check for:
• Spelling errors in any selected block of text or through the entire
document;
• Double appearances of a word, for example "the the";
• Capitalisation errors, for example. cOLlege;
• Grammar and style, for example: He are ...;
• The number of words. The number of pages, lines and words are counted.
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 Module 3 – Word processing: Microsoft Word 2013 (continued)

PRINTING A DOCUMENT
Quick method to print a document:
• Open a document;
• Click the File tab and choose Print on the drop-down menu in the
Backstage;
• Click the Print icon in the printer section.

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 Module 3 – Word processing: Microsoft Word 2013 (continued)

PAGE LAYOUT
Microsoft Word automatically inserts a page break when the page ultimately
fills and these automatic page breaks are called 'soft' page breaks.
A dotted line appears on the screen in Draft view mode to show the soft
page break division:

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 Module 3 – Word processing: Microsoft Word 2013 (continued)

PARAGRAPH FORMATTING
Paragraph formatting features are:
• Line spacing;
• Alignment of paragraphs;
• Set, remove and use tabs; and
• Paragraph indenting.

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 Module 3 – Word processing: Microsoft Word 2013 (continued)

COPYING AND MOVING

Copying text is used to duplicate text in another position or positions. The
original text remains in the original position. Moving text is used to move text
from one position to another. The text will be removed from the original
position.

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 Module 3 – Word processing: Microsoft Word 2013 (continued)

FIND AND REPLACE

Find (search): Use the search command to visually scan a document to find
every occurrence of a word or phrase to highlight, edit, replace or leave them
unchanged.
Replace: The same rules apply as for the search/find function. You can
search for text, text formatting, paragraph marks, page breaks and other
items and replace them.

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 Module 3 – Word processing: Microsoft Word 2013 (continued)

COLUMNS
Columns can be created in a document to split text, such as in a
newspaper.

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 Module 4 – Spreadsheets: Microsoft Excel 2013

WORKING WITH SPREADSHEETS

A spreadsheet (worksheet) is a form using Excel 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.

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 Module 4 – Spreadsheets: Microsoft Excel 2013 (continued)

BASIC WORKBOOK AND WORKSHEET SKILLS

The first steps in working with spreadsheets are:
• Create a new worksheet based on the default template;
• Enter text into the worksheet;
• Save or delete the text within the worksheet; and
• Close the worksheet.

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 Module 4 – Spreadsheets: Microsoft Excel 2013 (continued)

FORMULAS AND FUNCTIONS

Formulas are equations that perform calculations on values in a worksheet. A
formula always starts with an equal sign (=). Statistical and mathematical
functions are used in formulas to do certain calculations more easily and
quickly.

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 Module 4 – Spreadsheets: Microsoft Excel 2013 (continued)

PRINTING A WORKSHEET
It is important to check the worksheet before printing and distributing.
Preview is used to display the document on-screen as it will be printed. The
layout can be checked and changed before printing.
To print: Click the File tab to display the Backstage view and click Print.

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 Module 4 – Spreadsheets: Microsoft Excel 2013 (continued)

SORT, VIEW AND PROTECT

Worksheet data can be arranged alphabetically, numerically or
chronologically. Freeze Panes or Split can freeze the column and row
headings to view them even if you move down or to the right of the
worksheet. An entire worksheet or a range of cells can be locked so that the
data cannot be changed. This is particularly used to prevent the destruction
of formulas.

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 Module 4 – Spreadsheets: Microsoft Excel 2013 (continued)

CHARTS
Chart types include:
• Column;
• Line;
• Pie or doughnut; and
• Bar.

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