KINGS FOUNDATION HIGH SCHOOL

JUNIOR SECONDARY

COMPUTER STUDIES
NOTES

FORM TWO

New Syllubus based

Compiled By Eliot Kalenga

Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

Preface
This work is intended to provide an easy way of understanding computer
studies concept at Junior level. The knowledge and skills presented in this
work is extracted from wide range of sources

ACKNOWLEDGEMENT
Iam very gratefull to the Almighty God for the gift of life, knowledge and
wisdom, and to all Computer studies students at Kings foundation High
School for the wide range of experiences which has made the production of
this work possible.

Dedication
I dedicate this work greatly to Computer students at Kings Foundation High
School and all individuals who appreciate the need to have access to ICT
components and being able to use them

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

TABLE OF CONTENTS
TOPIC 1 : MANAGEMENT OF COMPUTERS.......................................................................3
Hardware Installation...................................................................................................................3
Device Management....................................................................................................................6
TOPIC 2:USING WORD PROCESSOR (MS WORD)...........................................................10
Creating a document..................................................................................................................13
Formatting a document..............................................................................................................22
Splitting a window...................................................................................................................25
Using shortcuts and commands..................................................................................................26
Inserting a charts in a document................................................................................................41
Printing a document...................................................................................................................45
TOPIC 3: PRESENTATION SOFTWARE.............................................................................47
Presentation software.................................................................................................................47
Working with Presentation Software.........................................................................................50
Formatting a presentation...........................................................................................................54
Inserting a table object and graphics in a presentation..............................................................55
Using slide Master and Themes.................................................................................................58
Using slide transitions and animation........................................................................................59
Using Shortcuts and commands in a PowerPoint presentations................................................62
TOPIC 4:......................................................................................................................................70
Computers and Society................................................................................................................70
Areas where Computers are used...............................................................................................70
Implications of using computers................................................................................................78
Safeguarding computers.............................................................................................................81
Filter out unwanted intrusions....................................................................................................81
References.....................................................................................................................................83

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

TOPIC 1: MANAGEMENT OF
COMPUTERS
Introduction: computers are made up of separate parts which are assembled together a working
unit. So it is important for us to know how to assemble a computer, configure its hardware and
software and read system information.

Hardware Installation
Setting up computer is very important before carrying out any activity. The following
precautions should be observed;

 All devices should disconnect from power source before starting to work on them.
 You must be guided by your ICT trainer working on peripheral devices.
 Never work alone because you may need help in case of emergency.
 You must discharge any static electricity that might have built in the hands by touching
the earthed metallic object and then wearing an antistatic wrist member. The human body
can hold 200 volts of static charge that can damage sensitive components on the mother
bold.

Tools and other requirements when connecting computers hardwares

The tools required include:

 Screw drivers
 Antistatic wrist member
 Pliers
 Device manuals
 Device software ( drivers )

Mounting internal devices

External devices are connected to the motherboard through ports and internal devices are
connected through SLOTS and SOCKETS. Study the device manual carefully before connecting
the internal and external devices.

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When connecting the internal components note the following;

 Power supply – it receives AC power from the wall socket and converts it to 12 volts
DC power cables needed by computer components.
 Power cables – provide power to system unit components.
 Optical disk drive – used to read / write data from or to optical disk.
 Hard disk – used to store computer programs and data for a long time.
 Data cables – enable exchange of data between components.
 Motherboard – used to interconnect all devices, chips and components with copper
circuit drawn on it.
 Expansion lots – helps when adding new device to the computer such as TV card,
network card Etc.
 Interface ports – enables connection of peripheral devices such as mouse, keyboard etc.
 Memory slots – enables installation of RAM chips on the motherboard.
 Chips – have processing logic and firmware needed for correcting functioning of the
computer.

Mounting hard drives and optical drives

Special ribbon cables are used to correct computer components on the motherboard. Hard disk
and optical drive are connected on the motherboard through interface connectors referred to as
controllers.

Types of controllers

 Enhancement Integrated Drive Electronic (EIDE).

 Serial advanced Technology Attached (SATA).
 Small Computer System Interface (SCSI)

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

Hard drive

NB: SATA has replaced EIDE, ATA and PATA. SATA is more efficient and support hot-
swapping. Hot-swapping means that the drive can be removed or inserted while the computer is
still on. SATA and EIDE are the common controllers used in most computers.

Steps to be followed when mounting an EIDE or SATA Hard drive.

To mount and EIDE or SATA Hard drive proceeds as follows;

 Wear antistatic wrist member to discharge any static charge on the body
 Determine which drive will be master and use the drive information to determine which
jumper settings to use for a master or a slave
 Check that a free drive bay is available, slide a drive into the bay and screw it into place.
 Ensure that there is a free power connector from the power supply unit and connect it to
the drive. Notice that it is designed to fit in its socket in only one direction.
 Identify pin 1 as labeled on the drives socket and match it with the red or brown
continuous line of the ribbon cable. Most cables will only fit in one direction.
 Connect the interface cable to the drive, then into the controller slot on the motherboard.
 If installation is complete replace the casting cover.
 If installation is complete replace the casing cover.

Installation floppy drives

Floppy drives are installed the same way the EIDE drives but floppy drives have no master or
slave configuration. It is possible to attach two floppy drives on the ribbon cable and one floppy
drive will automatically be assigned by letter A and the other on the motherboard will be
assigned by letter B

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Connecting external devices

You must check the port and interface cable of the device being connected to the computer
system. When connecting external device proceed as follows;

Gently and carefully connect the interface cable of each device to the correct port and to the
device if it is not already fixed permanently.

Connect the computer to the power source and switch it on.

Observe boot up information on the screen to see whether power On – Self Test (post) display
any error message.

A successful boot means that the computer was properly set up. Then it also means that new
programs must be installed in the hard disk drive.

Device Management

Hardware and software have to be configured for easy management using system information.
System Information refers to Hardware and software configurations of a computer

System information
System information is not limited to the following;

a. The hardware device present on the computer including used space and empty space.
b. The type of processor on the computer and its speed.
c. The Random Access Memory (RAM) installed on the computer and its size.
d. The width of the system bus.
e. The size of the hard disk on the computer including used space and empty space.
f. The type of operating system installed

Checking system information

System information can be accessed through the control panel of the operating system ( for
windows user) when the computer is on.

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- It is possible to check all these when the computer has booted properly. In windows,

Following the steps below;

 Click start then select control panel.

 In the control panel windows, click system.
 The system windows open as shown below.

Alternatively you can go to

- my computer in windows 7 environment then

- right click any where
- click on properties
- showing system information.

Showing system information.

CHECKING THE HARD DISK SIZE

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To check hard disk sizes do the following;

 Double click my computer icon on the desktop

 In my computer window, right click the icon associated to your hard disk (s) and then
select properties. Check the details shown below;

Importance of checking system properties

It is important to check system information before buying a computer or loading any software in
an existing one because the system information determines the cost, performance and the
software that can run in the computer.

The following properties are generally true:

 The larger the Random Access Memory (RAM), the better the performance of a
computer the and higher the cost.

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 The larger the hard disk size of a computer, the larger the data the computer can store and
the larger the software that can be installed on the computer. Larger hard disks also imply
better performance and higher cost.
 The higher the cache memory of a computer, the faster the response time of the
computer. Cache memory also has implications on the cost of the computer with higher
cache implying higher cost.
 The higher processor speed, the faster the response time of computer. such computers are
relatively expensive compared to those computers with slow processors
 System type influence the performance of computer in the sense that 64- bit system are
relatively faster compared to 32-bit system

For good functioning of the computer all the system properties must be balanced

The table below summarizes the effect of system information on the performance and cost of a
computer

System information Effect on performance Effect on cost

Large RAM size Fast High
Large Disk space Fast High
High processor speed Fast High
High cache memory Fast High

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TOPIC 2: USING WORD PROCESSOR

(MS WORD)
Definition of word processing

Word processing is the process of creating, formatting editing and deleting text and graphics

What is an electronic word processor?

It is an application program used to create, format, edit and delete text and graphics.

Purpose of a Word Processor

- In general word processors have the following purposes

a. Creating text and graphics
- It allows different input devices such as keyboard, mouse and joystick which can be used
to key in text and draw graphics in word processor.
b. Formatting text and graphics
- It allows user to change text and graphic into different styles such as bold, italic
underline, Arial and time new roman.
c. Editing text and graphics

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- It involves corrections of errors and adding of text and graphics

d. Deleting of text and graphics
- It also allows the user to remove the text and graphics completely in a document.

EXAMPLES OF WORD PROCESSORS PROGRAM

 Microsoft word
 Notepad
 Word pad
NB: Before electronic word processors, Manual word processors were used such as type
writer

A typewriter

ADVANTAGES OF WORD PROCESSOR OVER A TYPEWRITER

 Easy formatting of text and graphics in word processor than a typewriter .

 Mistake can be corrected before printing in a word processor than a type writer.
 Many copies can be processor than a typewriter.
 Computer keyboard do not requires pressing hard in order to key in text than a typewriter.
 It is easy to insert pictures and other graphics within the stretch of text while type writer
requires manual insertion of pictures.

CONTENTS OF WORD PROCESSOR

The following are some of the features of WP.

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1. Cursor
- This is blinking vertical line that shows the user where next to type.
- You can only be able to type exactly at the position of the cursor.
- Once you type, the cursor then moves to the next available space.
2. Formatting and Editing
- Formatting is changing the appearance of text by selecting font typeface or hand
writing style), colour, alignment, indentation (moving text away from the margins),
bolding, changing size, underline, italic and making bulleted list.
- Editing is correcting errors and ensuring clarity and accuracy like removing spelling
and grammar mistakes.

3. Spelling and grammar check

- WPs have the ability to check the spelling and the grammar of a document
- This can be set to indicate such mistakes by showing different colours on them. For
example in MS-Word, spelling mistakes are underlined in red and grammar are
underlined in green.
4. Word Wrap
- This is the ability to take an incomplete word to the next line automatically without
pressing the enter key. This is known as word wrap.
5. Thesauras
- This is a Greek word for storehouse. It stores synonyms and antonyms of different
words.
- The user of the WP has the option to obtain different words which mean the same or
opposite as the word to be changed.
6. Auto-correct
- Word which is frequently used with WP can be made to automatically be corrected or
be completed by WP in the process of typing, hence the name auto-correct.
7. Undo and redo
- Any action done by the user of the WP, can be undone by these two features.

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- If the user types some words which was not intended, one has the option to click
undo button for the action to be omitted or if one had deleted some word or sentence
or paragraph by mistake, one simply presses the redo button to have the same deleted
items back to the right place.

8. Mail Merge
- This is the ability of WP to create a common letter, e-mail or labels and add different
addresses or particulars to each letter for different people at the same time.
- It has three main parts:
a. Creating main letter,
b. Creating addresses and
c. Merging the addresses to the letter.

9. Dictionary
- WP has a dictionary where certain words can be added, to make them accepted by
WP such that it will not show the red colour symbolizing that it is a spelling mistake
or a non English word.
- You can add nouns from a different language and WP will recognize them as part of
the English language.
- Depending on the default language used by the computer, certain words may not be
accepted though they are English words.
- You need to add such words to the dictionary of WP. For example, British English
will accept labour, but American will only accept labor and so on.

Opening Microsoft word (MS word)

 Click the start button which is at the bottom corner the of the screen.
 Select programs with the mouse pointer
 Click Microsoft word.

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Closing the program

- Closing the program will allow the program to shut down, saving the computer’s
resources for the other programs you’d like to run.

- Locate and click the “X” button located at the top right-hand side of the program
screen

CLO
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- Click on the File tab and click “Close” from the menu

CLO

Tabs and ribbons

- Tabs and Ribbons contain all of the key tools for operating Microsoft Word 2010
smoothly and efficiently.

- Ribbons are located near the top of the program. Locate the
“Home” ribbon and note the different tabs and tab sections.

DEFINITIONS:
 TAB – A broad set of tools needed to perform a specific type of job for your document
 RIBBON – The area of Microsoft Word 2010 that contains the operating tools

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 TAB SECTION – A specific set of tools needed to perform a more specific job for your
document

Page & word count

REASON: Page and word count helps you track how many pages in your document as well as
how many total words it contains.

- Locate the page and word count feature in the lower left portion of your program
screen

PAGE / WORD

Changing of margins

 Click file menu

 Click page set up to display page setup dialog box.
 Click margins tab
 Types in the measurement of the margins
 Click ok

Viewing a document window

- The word document window can display its contents in different viewers such as;
a. Normal view
- This is a default view for a document

b. Draft View

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- Draft view is the most frequently used view. You use Draft view to quickly edit your
document.

c. Web Layout
- Web Layout view enables you to see your document as it would appear in a browser
such as Internet Explorer.
d. Print Layout
- The Print Layout view shows the document as it will look when it is printed.
e. Reading Layout
- Reading Layout view formats your screen to make reading your document more
comfortable.
f. Outline View
- Outline view displays the document in outline form.
To change from one view mode to another;
- Click view menu
- Click the view that is required.

Saving a document

- Once a document has been created it has to be saved so that it is stored in the
computer.
- To save the document for the first time, do the following;

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- Click file menu

- Click save as, then the save as dialog box appears
- Type in the file name in the text box.
- Select the location where the document has to be saved.

STEP 1:
Note the FILE name
where the document is
being stored

STEP 2:
Type the STEP 3:
document name Click “Save”

- Click save

Opening a saved document

- Click file menu then open dialog box appears.

- Open the file or holder where the file is saved.
- Click open, them the document window will open.

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Open Button

DEFINITIONS:
 File – a document or item that can be opened with a specific program
 Folder – a small place where you store files
 Drive – a large place that stores many folders and programs

ICONS (BUTTONS):

FIL FOLD DRIV

E ER E

Opening a New document

- Click on the “File” tab and locate the “New” button
- Click on the word “New”

DEFINITIONS:
 Template – a pre-formatted document that allows you to simply “fill in the blanks”
rather than create a similar document from scratch
 Sample templates – a template that is already installed on your computer and ready to
use
 My templates – additional templates that typically come standard with microsoft word
 New from existing – a template that you previously built and saved yourself
 Office.com templates – templates found online, typically through the microsoft website

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New

Typing a document
The keyboard
 The SPACE BAR, RETURN, and ARROW keys are the main keyboard tools used to
navigate through a Microsoft Word 2010 document.

 Locate the following keys on your keyboard

TAB BACKSPA ENTE

KEY SPACE CE R ARROW
DELE KEYS
BAR
TE

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- Open the existing document file labeled “Keyboard Practice” located on the C: drive
in the folder labeled “Training Class Files – DO NOT REMOVE”
- Follow the instructions at the top of the document to complete the activity

Font options
- Using the FONT options will allow you to customize your text and affect the overall
presentation of the document
DEFINITIONS:
 FONT – The style and typeface in which the text of a Microsoft Word document is
presented

NB : Locate the FONT ribbon on Microsoft Word

 Become familiar with the basic FONT buttons presented on the ribbon

ITALI
FON BOL CSUNDERLI
D FONT TEXT
NE
SIZE COLOR

Indentations & bullets

- Indentations & bullets allow you to shape your document so it is easier to scan and
read complex information. These tools are used frequently in the business world.

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DEFINITIONS:
 INDENT - set in from the margin; "Indent the paragraphs of a letter" – Performed by
using the “Tab” key on the keyboard
 BULLET - A symbol or used to introduce items in a list – Performed by using the
“Bullets” button on the “Paragraph” tab section

 Locate the INDENT & BULLETS on the picture below

Bullets

Indent Using spell check

- Using Spell Check helps to ensure that your document is free of any spelling or
grammatical errors. This is an important feature that is used often by professionals of
all areas.

- Locate the SPELL CHECK button on the picture below. NOTE: It is located on the
“Review” ribbon

Spell

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Formatting a document
CUT, COPY & PASTE
- The Cut, Copy, & Paste features are a vital part of most everyday business
applications of Microsoft Word, as well as many other programs.

DEFINITIONS:
 Clipboard – This is the area where items being cut, copied, and pasted are temporarily
stored. Think of it just as the name implies, as an imaginary clipboard to hold the items
needed for the project at hand
 Cut – The process of removing a text, picture, or other object from the document and
placing it on the CLIPBOARD
 Copy – The process of making a copy of a text, picture, or other object from the
document and placing it on the CLIPBOARD
 Paste – The process of removing something from the CLIPBOARD and adding it to the
current document

 Locate the “CUT”, “COPY” & “PASTE” buttons located in the “Clipboard” Tab Section
of the “Home” tab

Paste

Cop Cu
Changing margins
- Margins allow you to further shape your document by setting the outer limits of
where text can and cannot be typed

 Locate the “Margins” menu found in the “Page Setup” Tab Section of the “Page Layout”
tab

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Margi
 Click on the “Margins” menu button and view the different options

Using themes
- Themes can help to add a little extra flair to your document by changing colors and
layouts at the touch of a button.

 Locate the “Themes” menu found in the “Themes” Tab Section of the “Page Layout” tab

Theme

Click on the “Themes” menu button and view the different options

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Assigning password to your document

- It is important to assign password to your document to avoid other users to work on

your document.
- They are types of password to be assigned such as password to open and password to
modify.
- Password to open restricts other users from opening the file altogether.
- Password to modify restricts the users not to save any change to the document.
 To assign the password to the following steps

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- Click file menu

- Click save as a save as dialog box will appears
- Click tools on the save as dialog box.
- Click protect document A security dialog box will appears.
- Click in text box of your chosen password ( to open or to modify)
- Click ok. You will be prompted to type the password again click ok.

Splitting a window
You can split the Word window into two panes so that you can view two different parts of a
document at the same time.

This is useful if you want to copy and paste text and graphics into a long or complex document
or refer to one part of the document while working in another.

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**To split a window ,

- Click on view
- Click on split icon

When you split the window, Word places a horizontal split bar on the screen. This split bar can
be easily positioned by moving it with the mouse. When you click on the mouse button, the bar
is placed exactly where you clicked.

If you want to cancel the split, simply press Esc before you click the mouse button to place the
split bar.

Using shortcuts and commands

A shortcut is the use of a keyboard key or combination of keys to perform a certain action
The following are common used shortcuts in Microsoft word

Shortcuts on Create, view, and save documents

To do this Press

Create a new document. CTRL+N

Open a document. CTRL+O

Close a document. CTRL+W

Split the document window. ALT+CTRL+S

Remove the document window split. ALT+SHIFT+C or ALT+CTRL+S

Save a document. CTRL+S

Shortcuts on Find, replace, and browse through text

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To do this Press

Open the Navigation task pane (to search document). CTRL+F

Repeat find (after closing Find and Replace window). ALT+CTRL+Y

Replace text, specific formatting, and special items. CTRL+H

Go to a page, bookmark, footnote, table, comment, graphic, or other CTRL+G

location.

Switch between the last four places that you have edited. ALT+CTRL+Z

Open a list of browse options. Press the arrow keys to select an ALT+CTRL+HOME
option, and then press ENTER to browse through a document by
using the selected option.

Move to the previous browse object (set in browse options). CTRL+PAGE UP

Move to the next browse object (set in browse options). CTRL+PAGE

DOWN

Shortcuts on Switch to another view

To do this Press

Switch to Print Layout ALT+CTRL+P

view.

Switch to Outline view. ALT+CTRL+O

Switch to Draft view. ALT+CTRL+N

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Shortcuts on print and preview document

To do this Press

Print a document. CTRL+P

Switch to print preview. ALT+CTRL+I

Move around the preview page when zoomed in. Arrow keys

Move by one preview page when zoomed out. PAGE UP or PAGE DOWN

Move to the first preview page when zoomed out. CTRL+HOME

Move to the last preview page when zoomed out. CTRL+END

SHORTCUTS ON EDIT AND MOVE TEXT AND GRAPHICS

To do this Press

Delete one character to the left. BACKSPACE

Delete one word to the left. CTRL+BACKSPACE

Delete one character to the right. DELETE

Delete one word to the right. CTRL+DELETE

Cut selected text to the Office Clipboard. CTRL+X

Undo the last action. CTRL+Z

Cut to the Spike. CTRL+F3

Open the Office Clipboard Press ALT+H to move to the Home

tab, and then press F,O.

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Copy selected text or graphics to the Office Clipboard. CTRL+C

Cut selected text or graphics to the Office Clipboard. CTRL+X

Paste the most recent addition or pasted item from the CTRL+V
Office Clipboard.

Move text or graphics once. F2 (then move the cursor and press
ENTER)

Copy text or graphics once. SHIFT+F2 (then move the cursor

and press ENTER)

When text or an object is selected, open the Create ALT+F3

New Building Block dialog box.

When the building block — for example, a SmartArt SHIFT+F10

graphic — is selected, display the shortcut menu that is
associated with it.

Cut to the Spike. CTRL+F3

Paste the Spike contents. CTRL+SHIFT+F3

Copy the header or footer used in the previous section ALT+SHIFT+R

of the document.

SHORTCUTS ON FUNCTION KEYS

To do this Press

Get Help or visit Microsoft Office Online. F1

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Move text or graphics. F2

Repeat the last action. F4

Choose the Go To command (Home tab). F5

Go to the next pane or frame. F6

Choose the Spelling command (Review tab). F7

Extend a selection. F8

Update the selected fields. F9

Show KeyTips. F10

Go to the next field. F11

Choose the Save As command. F12

Start context-sensitive Help or reveal formatting. SHIFT+F1

Copy text. SHIFT+F2

Change the case of letters. SHIFT+F3

Repeat a Find or Go To action. SHIFT+F4

Move to the last change. SHIFT+F5

Go to the previous pane or frame (after pressing F6). SHIFT+F6

Choose the Thesaurus command (Review tab, Proofing group). SHIFT+F7

Reduce the size of a selection. SHIFT+F8

Switch between a field code and its result. SHIFT+F9

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Display a shortcut menu. SHIFT+F10

Go to the previous field. SHIFT+F11

Choose the Save command. SHIFT+F12

Expand or collapse the Ribbon. CTRL+F1

Choose the Print Preview command. CTRL+F2

Cut to the Spike. CTRL+F3

Close the window. CTRL+F4

Go to the next window. CTRL+F6

Insert an empty field. CTRL+F9

Maximize the document window. CTRL+F10

Lock a field. CTRL+F11

Choose the Open command. CTRL+F12

Insert the contents of the Spike. CTRL+SHIFT+F3

Edit a bookmark. CTRL+SHIFT+F5

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Go to the previous window. CTRL+SHIFT+F6

Update linked information in an Word 2010 source CTRL+SHIFT+F7

document.

Extend a selection or block. CTRL+SHIFT+F8, and then

press an arrow key

Unlink a field. CTRL+SHIFT+F9

Unlock a field. CTRL+SHIFT+F11

Choose the Print command. CTRL+SHIFT+F12

Go to the next field. ALT+F1

Create a new Building Block. ALT+F3

Exit Word ALT+F4

Restore the program window size. ALT+F5

Move from an open dialog box back to the document, for ALT+F6
dialog boxes that support this behavior.

Find the next misspelling or grammatical error. ALT+F7

Run a macro. ALT+F8

Switch between all field codes and their results. ALT+F9

Display the Selection and Visibility task pane. ALT+F10

Display Microsoft Visual Basic code. ALT+F11

Go to the previous field. ALT+SHIFT+F1

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Choose the Save command. ALT+SHIFT+F2

Display the Research task pane. ALT+SHIFT+F7

Run GOTOBUTTON or MACROBUTTON from the ALT+SHIFT+F9

field that displays the field results.

Display a menu or message for a smart tag. ALT+SHIFT+F10

Display Microsoft System Information. CTRL+ALT+F1

Choose the Open command. CTRL+ALT+F2

Merging

- Merging is the process of bringing text and graphic together. They are two main types
of merging and these are;
a. Mail merge
b. Text merge
a. Mail merge
- involves bringing information from a data source such as addresses and labels to be
come one with text which is typed.
- Mail merge helps to simplify the tasks to type one letter and attach it with many
addresses at once.
b. text merge involves bringing together text typed and saved in different files to be
come one element. Text merge compares the two documents and highlighting the
differences which can be edited accordingly.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

MERGING MAIL

 When creating mail merge a list of addresses for the recipients is required. To create a
mail merge from a new mailing list do the following in Ms word window;
- Click maillings
- Select start mail merge
 In the task pane follow the follow all the six steps as follow;
- Select the document type e.g letters, e-mail messages and labels.
- Starting document e.g select current document in the task pane.
- Selecting recipients by clicking type new list. Then type the new recipients address in
the new address list window, and click save and OK to confirm.

- Write your letter by adding the address block and greetings line on top of your letter.

- Preview your letter and make some changes if required

- Complete the merge by either printing or editing individual letter. In every step
remember to click next in the dialogue box.

Creating and Editing a Table

- Open Word or the document where you wish to put a table. You can insert tables into
any version of Word.
- Position the cursor on the area where you want the table to be inserted. Click the
“Table” button that is located under the “Insert” tab. ...
- Choose your method of inserting your table.

Editing tables

Tables can be resized, new columns/rows inserted, rows/columns can be merged and they can
also be split.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

- Resizing rows/columns

The easier way of expanding your rows is to place the cursor within a row and press enter.

Hint: Alternatively, select the row to expand and right click. A pop-up window will appear,
choose table properties then click the row tab. The window below will appear. On size, specify
height.

Resizing columns

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

Place the cursor on the boundaries of the column you intend to expand. A double headed pointer
as shown below will appear. Columns are resized by moving the double headed pointer in the
direction you want to expand the table. This is illustrated below.

Inserting rows and columns

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

To insert a row or a column, simply select the row or column. Right click on it and click insert,
then choose row/column and the position of insertion desired

Deleting rows/columns

• Highlight the row/column to delete.

• Right click on it

• On the pop-up menu, click either delete rows or delete columns depending on what you
selected to delete.

Merging rows/columns

• Highlight the row/column to merge

• Right click on the same

• On the pop-up window click merge cells.

• The cells will be merged.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

Entering data in a table

- Simply place your cursor in the cell you wish to enter data and type the usual way.

Formatting Tables

- Formatting a table is to make it appealing to the reader.

- You can put borders and shading on it to enhance the contents.

Steps:

- Highlight the entire table or row/column as desired.

- Right click and choose borders and shading from the pop-up menu.

When you click on borders and shading, the following window pops-up.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

To apply the borders

• Highlight where to apply border,

• Click a setting e.g. Box, grid

• Choose the style you want,

• Choose colour

• Choose width to apply to the borders

• On Apply to box, click where to apply the border

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

Exercise

- Create a table of 4 rows and 5 columns

- Apply the grid borders to the table
- Apply colour of your desire Apply appropriate width.

Exercise

Using shading tab, apply shading on the first row of the table in on the exercise above. Make
sure to choose, the style, the colour and where to apply the shading.

Split cells

Click in a cell, or select multiple cells that you want to split.

Under Table Tools, on the Layout tab, in the Merge group, click Split Cells.

Hint: Once you highlight the table tools will appear on top of the menus.

Sort the contents of a table

In Print Layout view, 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.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

Under Table Tools, on the Layout tab, in the Data group, click Sort. In the Sort dialog box, select
the options that you want.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

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 M 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.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

- 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.

Inserting images in a document

 To insert an image into your document

- Select the “Insert” menu. Locate and press the “Picture” button in the “Illustrations”
section.
- In the Dialog box that appears, browse to the photo you wish to insert and press the
“Insert” button
- .

Inserting a charts in a document

In Microsoft Word , you can insert many kinds of data charts and graphs, such as

 column charts,
 line graphs,
 pie charts,
 bar charts,

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

 area graphs,
 scatter graphs,
 stock charts,
 surface charts,
 doughnut charts,
 bubble graphs, and
 radar graphs.

To insert a chart in a document follow the following steps

On the Insert tab, in the Illustrations group, click Chart.

In the Insert Chart dialog box, click the arrows to scroll through the chart types.

Select the type of chart that you want and then click OK.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

When you rest the mouse pointer over any chart type, a ScreenTip displays its name.
TIP For more information on chart types, see Available chart types.

Edit the data in Excel 2010.

When you are finished editing your data, you can close Excel.

Sample data in an Excel worksheet

Inserting graphics and objects

- In ms word Graphics include pictures, clipart, SmartArt, ClipArt

To insert a picture

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

1. Place your insertion point where you want the image to appear.
2. Select the Insert tab.
3. Click the Picture command in the Illustrations group. The Insert Picture dialog box
appears. ...
4. Select the desired image file, then click Insert to add it to your document. Selecting an
image file.

To insert a clip Art

Clip art is a collection of pictures or images that can be imported into a document or another
program. ... When you find a clip art image you want to use, you can copy it to your computer's
clipboard and paste it into another program, such as Photoshop or Microsoft Word.

The following steps must be followed in order to insert a clip art

1. Click the Insert tab on the Ribbon. ...

2. From the Illustrations group, click the Clip Art button. ...
3. In the Search For box, type a description of what you want and then click the Go
button. ...
4. Point the cursor at the image you want. ...
5. Right Click on it and choose Insert.

To insert a SmartArt graphic:

1. Place the insertion point in the document where you want the SmartArt graphic to
appear.
2. From the Insert tab, select the SmartArt command in the Illustrations group. Clicking
the SmartArt command.
3. A dialog box will appear. ... and choose a SmartArt you want to insert
4. The SmartArt graphic will appear in your document.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

INSERTING ABJECT IN A WORD DOCUMENT

An object is a combination of data and the application needed to modify that data.

To insert an object in Word

1. Insert a File into Word. You can insert an existing file into a Word document and insert
text in Word around it.
2. Open Document and Click "Insert" ...
3. Click the "Object" Button. ...
4. Open the Browse Dialog Box. ...
5. Click on Preferred File. ...
6. Click "OK" ...
7. Resize and Move as Desired. ...
8. Return to Word Document.

Printing a document

PRINT PREVIEW / PRINT

- Print preview allows you to see your document as it will appear when printed.
- This is important to check for any last minute issues before printing. Microsoft
Word 2010 has a built in Print Preview from the Print Menu.

 Locate and left-click the “Print” menu button located in the “File” tab
o Notice the different options to customize your print

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Print

 Become familiar with the following areas of this menu

o Printer – Selects the printer that you want to print the document
o Print All Pages/Pages – Decides how much of the document to print
o Copies – Select how many copies of each printed sheet you would like
o Print Button – Starts the printing process
- Printing can be done in many ways in application programs such as Ms Word, excel
and Ms Access, to print your work do the following;
o Click on the file menu
o Click page setup to set page orientation either portrait or landscape
o Click print preview.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

o On file menu select print then on the print dialogue box specify the number of
copy needed and the page need either Odd or Even only, but by default ALL is
selected to print all the work
o Click OK

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

TOPIC 3: PRESENTATION SOFTWARE

Introduction: business executives, managers, marketers, teachers and many other categories of
people often find themselves faced with the challenge of talking to an audience concerning a
particular topic when trying to sell new ideas. Presentation software helps to simplify the work of
managers.

Presentation software
Definitions
 An electronic presentation is a collection of slides that may contain text, pictures,
drawings, tables sound and video.
 A slide is the work area in a presentation where information such as text, graphics or
multimedia content is placed.
 The presentation collection can run automatically or can be controlled by a presenter.
 A presentation software is an application software used to create an electronic
presentation that communicates ideas, messages and other information to the audience.

Types of presentation soft ware

There are many types of presentation software available as stand alone or as a component of a
suite. Example of presentation software are;

 Microsoft PowerPoint
 Lotu’s freelance Graphics
 Corel presentations
 Harvard Graphics
 Open Office Impress e.t.c

Purpose of using presentation software

Some of the areas where electronic presentation has become handy include;

 presentation facts and figures – examples, sales people often have to give presentation
to customers or managers just to let managers the sales performances and the customers
the latest product.

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 Teaching – presentation software is regularly used as teaching.

 Reporting research findings - researchers and students present their project reports
through electronic presentation.
 Conferences – presentation software is regularly used during workshop and seminars
speakers use software to drive their point home.

Advantages of using presentation software

 It is easy to learn.
 It has large library of background templates and custom layout.
 Multimedia effects can easily be added to the presentation.
 Presentation are easy to edit.
 It can easily produce output in different format e.g. interactive whiteboard and handouts.
 Excellent for summarizing facts using charts or diagrams to an audience.
 Can be used to produce a set of hangouts for people to write on whilst presentation is
being given.
 Let’ the speaker face audience and make eye contact rather than facing the screen.

Features of presentation software

 They have large range of readily available pre-designed templates that one can easily
use to create the presentation.
 It has a selection of layouts used to create slides.
 It has master slide used to set up content that presenter could wish to appear on every
page such as footers or page number.
 It has animation and transition effects used to add emphasis to presentation.
 It allows the users to run on-screen shows and upload the presentation on the internet and
print the handouts that can be distributed to the audience to help them easily follow the
presentation.

Presentation design guidelines

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To produce an effective presentation one should adhere to four P’s that is

Plan
Prepare
Practice
Present

The following factors should be considered when designing a presentation;

 You must have the objective of the presentation.

 You must consider the length of the presentation.
 You must consider the targeted audience.
 You must consider the type of presentation e.g business or academic
 You must consider the content of the presentation e.g should meet subject matter.
 You must consider the organization e.g should have opening slide, main body and the
conclusion

Starting PowerPoint 2010/ 20013

1. On the programs menu , point on Microsoft Office

2. Click Microsoft office PowerPoint 2010/2013 / 20016. The PowerPoint application
window with a default blank slide will appears. Check the figure below;

Features of the PowerPoint application window

When working with Ms PowerPoint observe the following features;

 Microsoft office button which will help you to perform command like save as when
saving your work e.t.c
 Ribbon, it has tabs like Home, insert, Design, Animation, Slide Show, review and view
in Ms Office 2007.
 Quick access button contains frequently use commands like undo or redo.
 Work area contains panes to insert and graphics.
 Status bar, which displays the current actions in the slides.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

 Mini toolbar it display common formatting tools, such as bold, Italic, fonts, Font size
and Font color.
 Note pane, used to add more notes that could not fit on the slide.

Working with Presentation Software

Creating a new presentation

There are three ways of creating new power point presentation

i. From blank slide

ii. From template
iii. From existing presentation

To create a new presentation from a blank slide proceeds as follow;

1. Click Microsoft office button.

2. Click new then a new presentation dialog box appears (Ctrl + N )4we
3. Click blank presentation

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

To create a new presentation from template

1. In the new presentation window, click installed templates or press Shift + Ctrl + P)
2. In the installed template section, choose the desired template.

To create a presentation from existing presentation:

1. In the new presentation window, click new from existing.

2. On the displayed dialog box, select the file you want to use. The file will open in slide
master view.
3. Modify the presentation as desired then save it with a different name.

To open existing presentation

1. Click on file > open or just choose open icon in standard toolbar
2. Go to location where the presentation is located
3. Select presentation to pen
4. Click on open

To close a presentation

1. Click the file and choose Close on the drop-down list.

2. The PowerPoint program remains open although the presentation is closed.
3. Alternatively Click the Close button, the X in the upper-right corner of the PowerPoint
window (or press Alt+F4).

Choosing appropriate layout

To apply a slide layout, proceed as follows:

1. On the home tab, in the slide ground, click layout icon.

2. Select a layout style from the displayed thumbnails as shown in the figure below.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

Choosing a slide view

There are three main views of slides in a presentation

1. Normal view – is the main editing view and it has four working areas, outlines, slide tab,
slide pane and notes pane.

2. Slide sorter view

- Displays all the slides
- One is able to open any slide of his choice

-
3. Slide show
- A full screen view

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

Adding a new slide

1. In the slide thumbnail pane on the left, click the slide that you want your new slide to
follow.
2. On the Home tab, click New Slide.
3. In the New Slide dialog box, select the layout that you want for your new slide. Learn
more about slide layouts.
4. Select Add Slide.

Editing Text in PowerPoint

1. Click a slide you want to edit

2. Click the View tab and click the Normal button. ...
3. Click the cursor inside the text placeholder of the slide
4. Highlight the text you want to edit. ...
5. Type new text.

Copying a slide

1. Right-click the selected slide(s), and then click Copy.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

2. Right-click the thumbnail you want your copied slides to follow in the second
presentation, and under Paste Options, do one of the following:
o To take the theme of the destination presentation, click Use Destination Theme

. This will adapt the copied slide to match the destination theme.
o To maintain the theme of presentation you are copying from, click Keep Source

Formatting . This implies that the slide will keep its original theme format
and not presentation's theme

Moving a slide in a presentation

1. Select the slide(s) you want to move and

2. right click and choose Cut.
3. Select the slide that is positioned before where you want the slide to go and then
4. right click and choose Paste.
The slide(s) will appear after the selected slide. If you want to speed things up, you can
use keyboard shortcuts: select the slide you want to move, press ctrl-x to cut it and then
ctrl-v to paste it.

Delete a slide

To delete a slide from your presentation, do the following:

1. On the View tab, in the Presentation Views group, click Normal.

2. On the left pane that contains the Outline and Slides tabs, click the Slides tab, right-
click the slide that you want to delete, and then click Delete Slide.

3. Select slide(s) you want to delete

4. Right click on any selected slide

5. Click delete

Hiding slide in a presentation

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1. right-click on a slide you want to hide

2. Choose Hide Slide.
3. Hidden slides' numbers are boxed in the Slides pane and Slide Sorter window.
4. To “unhide” a slide, select the slide and click the Hide Slide button again or
right-click it in the Slides pane or Slide Sorter window and choose Hide Slide on
the shortcut menu.

Formatting a presentation
For the presentation to appear to the audience do the following;

 Make text large enough

 Keep it simple
 Make use of pictures where possible
 Use good color background
 Use good background not distractive one.

Formatting drawing

To format a shape :

1. Select the shape.

2. Drawing tools tab appears.
3. Click on formatting tab to display the ribbon.

Format the selected shape as follows;

 Fill shape with patterns click shape fill to change the fill color.
 Change shape outline, click shape outline to change the outline colour, width and style.
 Shape effects, click shape effects to apply visual effects such shadow, Bevel and 3-D
rotation
 Group objects, click on group button arrange group
 Align objects, click on align button in arrange group
 Rotate objects, click on rotate button in arrange group.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

Inserting a table object and graphics in a

presentation
To insert a table into a slide

1. Select the slide that you want to add a table to.

2. On the Insert tab, in the Tables group, click Table.In the Insert Table dialog box, do
one of the following:

 Click and move the pointer to select the number of rows and columns that you
want, and then release the mouse button.

 Click Insert Table, and then enter a number in the Number of columns and
Number of rows lists.

3. To add text to the table cells, click a cell, and then enter your text.

After you enter your text, click outside the table.

TIP To add a row at the end of a table, click inside the last cell of the last row, and then press
TAB.
Copy and paste a table from Word

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

1. In Word, click the table that you want to copy, and then under Table Tools, on the
Layout tab, in the Table group, click the arrow next to Select, and then click Select
Table.

2. On the Home tab, in the Clipboard group, click Copy.

3. In your PowerPoint presentation, select the slide that you want to copy the table to, and
then on the Home tab, click Paste.

TIP You can also copy and paste a table from your PowerPoint presentation onto an Excel
worksheet or into a Word document.

To insert an object in a slide

1. Select the "Insert" tab.

2. Click "Photo Album"
3. Choose file from computer hard drive.
4. To add personal touch, insert text by selecting "New Text Box"
5. Select an album layout.
6. After your pictures have been selected, click "Create"

To insert any graphics such as, clip Art

1. Click the slide that you want to add the clip art to.

2. On the Insert tab, in the Images group, click Clip Art.

3. In the Clip Art task pane, in the Search for text box, type a word or phrase that
describes the clip art that you want, or type all or some of the file name of the clip art.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

To narrow your search, in the Results should be list, select the check boxes next to
Illustrations, Photographs, Videos, and Audio to search those media types.

4. Click Go.

5. In the list of results, click the clip art to insert it.

To Insert Graphics in a slide

1. Open your PowerPoint presentation. ...

2. Click the Design tab at the top of the window. ...
3. Click the "Format Background" button. ...
4. Select the slides you want to apply the background to. ...
5. Select "Picture or texture fill." ...
6. Choose the image that you want to insert as the background.

Using slide Master and Themes

In Microsoft PowerPoint, the Slide Master is the top slide that controls all information about
the theme, layout, background, color, fonts, and positioning of all slides.

Using the Slide Master can be an easy way to adjust the look of an existing theme or make
changes to all slides in your presentation.

Creating a Slide Master in PowerPoint

1. Open your presentation, head over to the “View” tab, and then click the “Slide Master”
button.
2. The Slide Master will appear in the left-hand pane.
3. The Slide Master is the top thumbnail that appears in the pane, and each sub-thumbnail
represents each slide layout available in your theme.
4. Edits you make to the text of the Slide Master will affect the text in each slide layout.
5. Alternatively, you can select and customize each slide layout.

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Edit the Slide Master Theme

If you plan to use a specific theme with your presentation, it’s best to go ahead and select it now
before making any other edits, as each theme will have its own unique text and image
placeholders.

To edit the theme of the Slide Master, click “Themes” on the “Slide Master” tab.

A drop-down menu will appear, showing a large library of Office themes. Select the one you
want to use.

Using slide transitions and animation

Slide transitions are the animation effects that are applied to whole slide whereas animation
effects are applied to objects (text, shape, picture etc.) on a slide.

For a slide you can have only one transition effect while each object on the slide can have
multiple animation effects

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To apply a transition effects

1. Select the desired slide from the Slide Navigation pane. ...
2. Click the Transitions tab, then locate the Transition to This Slide group. ...
3. Click the More drop-down arrow to display all transitions.
4. Click a transition to apply it to the selected slide.

To apply animation effects to one object

1. Select the object on the slide that you want to animate.

2. On the Animations tab, click Animation Pane.
3. Click Add Animation, and pick an animation effect.
4. To apply additional animation effects to the same object, select it, click Add Animation
and pick another animation effect.

Setting up preparation for a presentation

To make the presentation happen do the following setup;

1. Rehearse and time the delivery of presentation before hand.

2. Be sure to test the slide show using the projector if one will be used during the
preparation.
3. Decide whether the presentation is to be set up to run continuously on a screen so that
passersby can stop and watch.
4. Decide handout can be given to the audience for them to make their own notes.
5. Ask whether you will use data projector or overhead projector.
6. Ask if the presentation software are available in the PCs to be used and burn the
presentation software onto a CD/DVD

Setting up the show

To setup the show type, proceed as follows:

1. Click the slide show tab.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

2. On the slide show ribbon, click setup slide show. A dialog box is displayed as shown
below.
3. In the dialog box, do the following:
 Click presented by a speaker (full screen) to deliver the presentation before a live
audience.
 Click browse by a an individual (window) to enable your audience to view the
presentation on the CD or internet.
 Click show scrollbar check box to allow your audience to scroll through a self – running
presentation from unattended computer. Click browse to kiosk. A kiosk is a terminal
located in an area frequently visited by many people.
4. In the show options tab, specify how you want sound files narrations or animation in your
presentation E.g select loop continuously until ESC.
5. Use the options in the advance slides sections to specify how to move from one slide to
another e.g. click manually to advance to each slide manually during the presentation.
6. Click OK to apply the settings and close the dialog box.

Printing a presentation

Check the four options below when printing a presentation:

 Slide – this option lets you prints one slide per page.
 Handout – this option allows for more slides (1,2,3,4,6, or 9) per page.
 Notes page – prints slides that includes the speaker notes.
 Outline view – used to print the outline of the presentation.

To setup the print options proceed as follow

1. Click the Ms Office Button.

2. Click print. A print dialog box is displayed.
3. In the print dialog box, click the arrow next to print what. Choose what you want to print.
4. Click the preview button to see how the hardcopy will look like
5. Specify other print options and click OK.

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Using Shortcuts and commands in a PowerPoint

presentations
The following are common shortcuts and commands used in PowerPoint

Action Shortcut Key

Go to “Tell me what you want to do” Alt + Q

Zoom Alt + W, Q, Tab to value you

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

Action Shortcut Key

want

Switch between outline and thumbnail pane Ctrl + Shift + Tab

Move to next placeholder (if on slide’s last placeholder, this

Ctrl + Enter
inserts a new slide)

Insert a new slide Ctrl + M

Duplicate the current side Ctrl + D

Increase font size Ctrl + Shift + >

Decrease font size Ctrl + Shift + <

Display the font dialog box Ctrl + T or Ctrl + Shift + F

Change case Shift + F3

Apply superscript formatting Ctrl + Equal sign

Apply subscript formatting Ctrl + Shift + Plus sign

Remove manual character formatting Ctrl + Spacebar

Center a paragraph Ctrl + E

Justify a paragraph Ctrl + J

Left align a paragraph Ctrl + L

Right align a paragraph Ctrl + R

Promote a paragraph in an outline Alt + Shift + Left arrow

Demote a paragraph in an outline Alt + Shift + Right arrow

Move selected outline paragraphs up Alt + Shift + Up arrow

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

Action Shortcut Key

Move selected outline paragraphs down Alt + Shift + Down arrow

Display outline heading level 1 Alt + Shift + 1

Expand outline text below a heading Alt + Shift + +

Collapse outline text below a heading Alt + Shift + –

Collapse or show all text or headings Alt + Shift +A

Show or hide the grid Shift + F9

Show or hide the guides Alt + F9

Activate the pen tool during a show Ctrl + P

Erase pen tool drawings during a show E

Turn off the pen tool during a show Esc

Change the pen to a pointer during a show Ctrl + A

Hide the pointer or pen during a show Ctrl + H

Move to the next hyperlink during a show Tab

Make the screen go black during a show B

Make the screen go white during a show W

Stop or restart an automatic show S

Return to the first slide during show 1 + Enter

Group Items (with items selected) Ctrl + G

Ungroup Ctrl + Shift + G

During presentation, Go to slide number Slide number + Enter

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Action Shortcut Key

Copy formatting of selected shape Ctrl + Shift + C

Paste formatting only to another shape Ctrl + Shift + V

Insert hyperlink Ctrl + K

Stop the show. Press S again to restart the show S

End the slide show Esc

Select to the end of a word Ctrl + Shift + Right arrow

Select to the beginning of a word Ctrl + Shift + Left arrow

Select all objects Ctrl + A (on Slides tab)

Select all slides Ctrl + A (in Slide Sorter view)

Select all text Ctrl + A (on the Outline tab)

Delete one word to the left Ctrl + Backspace

Delete one word to the right Ctrl + Delete

Cut selected object or text Ctrl + X

Copy selected object or text Ctrl + C

Paste cut or copied object or text Ctrl + V

Undo Ctrl + Z

Redo Ctrl + Y

Open Find dialog box Ctrl + F

Cancel Esc

Move to File tab ribbon Alt + F, use letters to navigate

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Action Shortcut Key

Move to Home tab ribbon Alt + H, use letters to navigate

Move to Insert tab ribbon Alt + N, use letters to navigate

Move to Design tab ribbon Alt + G, use letters to navigate

Move to Transitions tab ribbon Alt + K, use letters to navigate

Move to Animations tab ribbon Alt + A, use letters to navigate

Move to Slide Show tab ribbon Alt + S, use letters to navigate

Move to Review tab ribbon Alt + R, use letters to navigate

Move to View tab ribbon Alt + W, use letters to navigate

On the ribbon, to move between commands Tab or Shift-tab

Ctrl + Right Arrow or Ctrl + Left

To move between groups on a ribbon
Arrow

Activate a selected command on the ribbon Spacebar or Enter key

Open a gallery on the ribbon Spacebar or Enter key

Finish with a control on the ribbon and move back to the

Enter key
document

Expand or collapse the ribbon Ctrl + F1

Help F1

Edit in selected placeholder F2

Repeat F4

Run a presentation F5

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Action Shortcut Key

View the slide show from the current slide forward Shift + F5

Move clockwise among panes

F6
in Normal view

Move counterclockwise among panes

Shift + F6
in Normal view

Spellcheck F7

Display ribbon key tip letters F10

Opens Save As dialog box F12

Switch between outline and thumbnail pane Ctrl + Shift + Tab

Move to next placeholder (if on slide’s last placeholder, this

Ctrl + Enter
inserts a new slide)

Insert a new slide Ctrl + M

Duplicate the current side Ctrl + D

Increase font size Ctrl + Shift + >

Decrease font size Ctrl + Shift + <

Display the font dialog box Ctrl + T or Ctrl + Shift + F

Change case Shift + F3

Apply superscript formatting Ctrl + Equal sign

Apply subscript formatting Ctrl + Shift + Plus sign

Remove manual character formatting Ctrl + Spacebar

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Action Shortcut Key

Center a paragraph Ctrl + E

Justify a paragraph Ctrl + J

Left align a paragraph Ctrl + L

Right align a paragraph Ctrl + R

Promote a paragraph in an outline Alt + Shift + Left arrow

Demote a paragraph in an outline Alt + Shift + Right arrow

Move selected outline paragraphs up Alt + Shift + Up arrow

Move selected outline paragraphs down Alt + Shift + Down arrow

Display outline heading level 1 Alt + Shift + 1

Expand outline text below a heading Alt + Shift + +

Collapse outline text below a heading Alt + Shift + –

Collapse or show all text or headings Alt + Shift +A

Show or hide the grid Shift + F9

Show or hide the guides Alt + F9

Run a presentation F5

Activate the pen tool during a show Ctrl + P

Erase pen tool drawings during a show E

Turn off the pen tool during a show Esc

Change the pen to a pointer during a show Ctrl + A

Hide the pointer or pen during a show Ctrl + H

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Action Shortcut Key

Move to the next hyperlink during a show Tab

Make the screen go black during a show B

Make the screen go white during a show W

Stop or restart an automatic show S

Return to the first slide during show 1 + Enter

Group Items (with items selected) Ctrl + G

Ungroup Ctrl + Shift + G

During presentation, Go to slide number Slide number + Enter

Move clockwise among panes in Normal view F6

Move counterclockwise among panes in Normal view Shift + F6

Copy formatting of selected shape Ctrl + Shift + C

Paste formatting only to another shape Ctrl + Shift + V

Insert hyperlink Ctrl + K

Help F1

View the complete slide show F5

View the slide show from the current slide forward Shift + F5

Spellcheck F7

Opens Save As dialog box F12

Stop the show. Press S again to restart the show S

End the slide show Esc

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Action Shortcut Key

Select to the end of a word Ctrl + Shift + Right arrow

Select to the beginning of a word Ctrl + Shift + Left arrow

Select all objects Ctrl + A (on Slides tab)

Select all slides Ctrl + A (in Slide Sorter view)

TOPIC 4:

Computers and Society

Areas where Computers are used
There are so many fields in which computers are used some of these areas are as follows

A. Financial systems
B. Accounting system
C. Banking systems
D. Sales and marketing

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E. Retail system
F. Reservation of epos terminal
G. Education system
H. Communication system
I. Industrial system
J. Scientific and research systems
K. Scientific and research systems
L. Library systems
M. Entertaining and multimedia systems
L. Transport systems
M. Law enforcement systems
N. Computers in agriculture
N. Human resource system
O. Communication system

A. Financial systems
 In financial systems computers enables organization to manage their financial
 The financial institutions include:
1. Accounting systems
2. Banking systems
3. Payroll processing systems

B. Accounting systems
 Accounting systems are popular in business management
 Computers in accounting systems are used to enter customer’s order and billing sup
systems records for generating customers’ orders
 For keeping of the items in stock and help in management of items reorder
 Computers also help in hook keeping and produce reports in data being processing.

Business accounting activities

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Here are the six accounting business;

1. Customer order and billing orders and delivery.

2. Inventory management – for keeping track of items in stock and to know items to be
reordered
3. General ledger accounting – for summarizing the financial transactions.
4. Accounts receivable for keeping track of record owned by each other such as taxes
5. Accounting payable – keep track of record business owes others such as taxes
6. Cash book – for recording daily cash transaction in the business

C. Banking systems
 The banking industry is one of the earliest customers of information and communication
technology.
 The computers in banking services perform the following tasks.
1. Process customer transactions
 Computers in bank are used for easy carrying out financial transactions such as
 Customers deposits
 Withdrawing money through ATM machines
 Calculating interest on savings and loans
 Creating reports for each customer account
2. Cheque clearing and processing
 Computerized cheques clearing and processing is made possible due to special characters
on printed using ink containing magnetic particles
 Cheques are processing using magnetic ink character reader which enters all details on a
computer of processing.
3. Electroning funds transfer (eft)
 EFT is the movement of money between different accounts using a computerized
system
 EFT transfer funds from the payers account by crediting the payee’s account
electronically in the same or different bank.

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4. Internet banking
 It enables bank users to access their bank accounts through the internet.
 Bank customers can query, account statement, pay bills and transfer fund
electronically
 Internet banking is also known as e – banking
5. Mobile banking
 It is the process where account holder in different banking system performs
transaction using mobile phones.
6. Payroll processing systems
 Computers in pay roll systems are used to process accurate information about
employee incomes including gross pay, deductions and the net pay.
 Payroll systems are designed to produce reports that can be analyzed to meet specific
organizational information needs such as pay slips and reports that shows a
breakdown of payroll expenses against production and income.

D. Sales and marketing

 Without proper marketing a business cannot survive in a competitive
environment
 Computers in sales and marketing are being used in a number of ways to promote
sales and marketing.
Computers in sales are used in the following areas
1. Electronic commerce or e-business
2. Electronic presentation
3. Advertising

E. Retail systems

Computers are becoming more popular in retail stores as :

 Supermarkets
 Distribution outlets.

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 Computers are used in stores for stock control and transaction handling.
 Shops owners processing data to be ordered and reordered
 Most retail transaction are handled using and electronic point – sale (EPOS)
 EPOS is a computer terminal used in retail stores to input and output data.
 EPOS terminal has all the normal facilities of cash register, direct data capture
devices such as bar reader, card reader, a monitor and a receipt printer.
 Transaction at the point of sale terminal my involve the following steps;
o The bar code leader is passed over the items bar code to generate the item
number.
o Using the number, the computer searches for the item with corresponding number
in the product file.
o Once record is found its description and price is used for processing sales.

Advantages of epos terminal

1. Correct price are used at the checkout counter.

2. They are fast because the attendant does not have to enter details manually.

F. Reservation of epos terminal

Computer in reservation systems are used mainly to make bookings in areas such as

 Airlines
 Hotels
 Car rental and theaters
 Bookings are made from a remote terminal connected to a centralized computer
Known as server.
 To access a server a client makes enquires via the remote terminal referred to as client
computer or using mobile phone

G. Education systems

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Most educational institutions uses computers for administrative task such as :

 Compiling examinational reports

 Writing memos
 For accounting purposes.
 Computers are also playing an increasingly important role in educational institutions in
the following ways

1. Computers aided tutorials , where by computers act as teachers through electronic

programmers
2. Problems solving through the use of electronic programs for mathematical and other
science researches.
3. E-learning is where by people pasue different courses through the internet electronic.
H. Communication systems
 Communication refers to the distribution of data information from one person to another.
 Effective and efficient data communication is achieved by use of high – speed electronic
devices such as computers.

 Examples of communication systems are:

1. The internet
 It facilitates the transfer of communication from one location to another location services
available on the internet transfer;
 World wide web (www)
 Electronic mail (e-mail)
2. Facsimile (fax)
 Facsimile in short ( fax) machine is a telecommunication device used to send documents
via telecommunication channel.
 A document is placed in the machine, scanned and converted into analogue from then
transmitted over a telephone line.

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 The receiving fax machine converts the analogue data into the original softcopy and prints
a hardcopy.
 To send fax over the internet a special MODEM, called fax MODEM is required and is
being attached to the sending and receiving computers.
3. Video conferencing
 Video conferencing refers to the use of computers, a digital video cameras, audio
capturing devices and communication networks to enable people in different location to
see and talk to each other.
 Each participant’s computer is attached with web camera (webcam) speakers and a
microphones and appropriate communications software.
 Video conferencing is popular in TV broadcasting stations where field reporters interact
with new casters.
4. Telecommuting
 Telecommuting it is the term used to refer to a situation where an employee work
usually at home using computer connected to the workplace network.
 Telecommuting has reduced unnecessary travel to the work place and also reduced
travel expenses as well as less due to commuting inconveniences such as traffic jams.

I. Industrial systems
 The application of computers technology in industrial or manufacturing process has
become one of the most effective methods of automated production which has improved
the productivity.
 Computers are used in some of the following industrial plants;
 Motor vehicle manufactures
 Mining plants
 Chemical plants
 Refineries
 Computers in industries are used in a number of ways of which some includes
 Process control
 Industrial simulation

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 Computers aided design and manufacturing

J. Scientific and research systems

 A computer has a wide variety of applications in science, research and technology some
of which are;
1. Weather forecasting – through the use of geographical information systems (GIS)
2. Medical research
3. Military and space exploration science
4. Social researches.

K. Library systems
 Library use computerized system for a number of task such as;
 Lending system : the library lending system manages the issuance and return of
borrowed reading materials.
 Inventory; it involves use of computer to manage stock, which includes checking for
books currently in stock and those on high demand.
 Cataloguing system; it is a collection of cards with information about each book
reference found in the library.

L. Entertaining and multimedia systems

 The advancement in multimedia technology has produced computers that can be used in
recreation and entertainment.
 The term multimedia refers to text, video and sound multimedia computers are computers
that not only processes text but can also process video and sound.
 Multimedia computers should have the following elements.
1. A high resolution monitor ( screen)
2. A sound card that processes sound
 Multimedia computers can be used in the following areas;
1. Games
2. Music and video

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 Multimedia computers are used in recording synthesizing, editing and adding special
effects to music.
 In video industry computers are used to produce highly simulated and animated movies,
general scenes and actors.

O. Transport systems
 Computers are also highly used in transport systems in the following areas;
1. Road traffic control
2. Air traffic control – through the use of geographical position system (GPS)
3. Shipping control whereby computers are used to guide the paths or direction taken by
spaceships and water vessels as they travel to distant land geographical position systems
(GPS) is also used.

P. Law enforcement systems

 Crime has become more sophisticated hence very difficult to deal with
 Immediate and accurate information is very crucial detection.
 Computers in law enforcement are used for biometric analysis
 Biometric analysis refers to the process or study, measurement and analysis of human
biological characteristic such as fingerprints, skin colour, retina of the eye and voice.
 Barometric devices are attached to the computers to perform its tasks in identifying
people by recognizing one or more specific attributes such as fingerprints like iris colour.

Q. Computers in agriculture
 In agriculture computers are used for;
1. Agriculture – for improving resistance of crops
2. Agribusiness – for marketing product.
3. Agricultural administration – for record keeping.

R. Human resource system

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 Human resource information systems (HRIS) have become a new way of processing all
aspects of human resource management and some of them are;
 Recruitment
 Placement
 Monitoring
 Monitoring and appraisal
 Leave management
 Payment processing

Implications of using computers

The use of ICT offers a different set of opportunities and challenge in our society. Some of the
effects of ICT in our society are;

1. Legal issues
2. Economic issues
3. Environmental issues
4. Effect on employment
5. Effects on automated production
6. Issues of workers health
7. Ethical issues

1. Legal issues
 The internet and remote communications means that exchange of information is longer
paper based/face but electronic between remote individuals. But fraud and validity is
taking a Centre stage.
 Government has to pass new registration to support electronic communications e.g. a
mobile SMS and e-mail need to be recognized as legal documents.
2. Economic issues

The use of computers provides both benefits and challenge economically

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Benefits

 More efficiency means better utilization of resources.

 Accountability and transparency in economic planning and management will enhance
development.
 Individuals can transfer money and do e-commerce hence enhancing economic
development.

Challenges

 Electronic fraud i.e scam money laundering

 The needs to enforce security
 ICT equipment are expensive to buy, install and maintain.

3. Environmental issues
 Emission of heart into the environment and other forms of electromagnetic radiations.
 Cadmium oxide found in mobile phone and laptop batteries could leak into underground
water if proper disposal is not done
 Emission of greenhouse gases during manufacture of ICT components

Electromagnetic emission – low emission ICT device has to be used.

Energy consumption and radiation – the environment protection agency ( EPA) launched
energy star policy to encourage minimal use of power by electronic devices

Environmental pollution – IT components have contributed to environment pollution because

of huge garbage damps of dead computer parts, printers, ink, toner cartridges and monitors.\

4. Effects on employment

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 Computers at work place has resulted in creation of new jobs replacement of computer
illiterate workers and displacement of jobs that were formerly manual.

5. Automated production
 Number of manufacturing industries such as vehicle assembly, oil refineries and food
processing use computers.

Advantages of using automated production

 It has increased efficiency due to balancing of workload and production.

 It has improved customer services. Adequate and high quality goods are produced
 Efficiency utilization of resources such as raw materials, personnel and equipment hence
less expense incurred.

Disadvantages of automated production

 High initial cost of setting up an automated system. E.g the cost of one industrial robot is
high than employing a human resource.
 Automated production may lead to unemployment in areas that are labour intensive one
person can do the work of twenty people.

6. Issue of workers health

It has resulted to

 repetitive strain injuries,

 eye strain and headaches,
 electromagnetic emissions and
 environmental issues.

7. Ethical issues

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

 Ethical in the society is both an informal and formal process of placing values on actions,
classifying them as either good or bad,
 computer has changed the way people used to communicate, work and relate.
 This has resulted to ethical dilemma due to the use of internet, social network and mobile
phones.

Disadvantages of computing ethics

 It has promoted corruption and fraud in offices.

 It has increased

Cultural effects

 Most of moral intergrity has been compromised through some networking platforms such
as
- Hacking
- Eavesdropping
- Piracy
 This is due to the exposure to websites on the internet

Safeguarding computers
- Computer resources are expensive, therefore need to be safeguarded from
a. Theft
b. Breakage
c. Virus infection and
d. Unauthorized access

- Safeguarding your computers requires protecting your hardware against damage or

theft, protecting computer systems against malware and protecting valuable data from
being accessed by unauthorized personnel or stolen by disgruntled staff.

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Ways of safeguarding computers

- The following are some of ways for safeguarding of computers

i. Use of firewall
- Set up between an internal computer network and the Internet.

- Filter out unwanted intrusions

ii. Content filtering ;

- Exclude or deny the access to some web pages on the internet

iii. Use of passwords

- used to authenticate a user to access a system.
- Good password must be combination of letters, numbers and characters( avoid the
obvious)

iv. Use of up to date anti-virus

- To protect computer and data against infection by viruses

Physical and Logical security layers

Physical security is the protection of personnel, hardware, software, networks and data from
physical actions and events that could cause serious loss or damage to an enterprise, agency or
institution.

Logical Security consists of software safeguards for an organization’s systems, including user

- identification and password access,

- authenticating,
- access rights and
- authority levels.

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Computer studies Form Two notes (New syllabus based) By Eliot Kalenga

These measures are to ensure that only authorized users are able to perform actions or access
information in a network or a workstation.

References
Ministry of Education, Science and Technology (2001). Malawi senior secondary teaching
syllabus for computer studies forms 1-2. MIE: Domasi.

Nasalangwa Andrew, (2014) Excel and succeed Junior secondary computer studies form 1,
Nirobi, Kenya.

Langat, J Musonye, D Wanjohi, A (2006). Foundation computer studies student’s book for form
2. Nairobi: Jomo Kenyatta Foundation.

Langat, J Musonye, D Wanjohi, A (2006). Foundation computer studies student’s book for form
3. Nairobi: Jomo Kenyatta Foundation.

Mulli, D Ochieng’, D Ndegwa, J, Kioko, J (2010). Log on computer studies for senior secondary
volume 1. Nairobi: Kenyatta Literature Bureau.

Mulli, D. Ochieng’, D Ndegwa, J, Kioko, J (2010). Log on Computer studies for senior
secondary volume 2. Nairobi: Kenyatta Literature Bureau.

Musonye, D Wanjohi, A (2005). Foundation computer studies student’s book for form 1.
Nairobi: Jomo Kenyatta Foundation.

Musonye, D Wanjohi, A (2005). Foundation computer studies student’s book for form 4.
Nairobi: Jomo Kenyatta Foundation.

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Stephen, M (2010). Get started computing windows 7 edition. London: Hodder Education.
Stephen, M (2010). Get started excel windows 7 edition. London: Hodder Education.

http://www.cs.bu.edu

www.google.com

https://www.www.tutorialspoint.com

Wikipedia

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