Training on

Advanced Office Operations: Computer Applications

For Employees of the Federal Auditor General

Mar. 11-22, 2019

 Facilitators:
1. Desta Mulugeta (Ph.D. candidate, MA) Lecturer,
Trainer and Consultant)
2. Temesgen Dagne (Ph.D., MBA, MCom), Assistant
Professor, Trainer and Consultant)
Name
Educational background
Work experience
What I would like to see in this training
Your experience in Management Information System
3
 Course Objectives

Upon successful completion the course, you will be able

to:
• discuss computer as a system.
• describe hardware and software;
• explain the basic functions of hardware components;
• describe the applications of computers;
• apply Microsoft Office programs in the workplace;
• use the Internet for effective communication.

4
Chapter One: Overview of the computer system

Objectives
Upon successful completion of this chapter, you will be
able to:
• define computer system;
• identify the basic functions of a computer;
• describe the importance of computers in
today’s working environment; and
• describe how data is represented in computers.

5
 1.1 What is a Computer?
Introduction
• Most jobs today require a working knowledge of certain
computer skills.
• Computer skill is necessary to succeed in your school life
and at the workplace.
• Performance at a workplace depends on:
-education
-experience
-skills (computer skill is one of them)

6
 1.1 What is a Computer?
A computer is an electronic data processing device which
 accepts and stores data input,
 processes the data input, and
 generates the output in a required format (information).
Figure 1-1: The data processing cycle

7
 Data vs. information
• Data are facts that are collected, recorded, stored,
and processed by an information system.
• Information is data that have been organized and
processed to provide meaning and improve the
decision-making process.

8
Functions of a computer
• accepts and stores data input.
• stores the data/instructions in its memory and
use them when required.
• processes the data and converts it into useful
information.
• generates the output in a required format.
• controls all the above steps.

9
Advantages of a computer
1. High speed
• Speed of a computer is measured by its ability to read
millions of instructions per second.
• Computer is a very fast device.
• It is capable of performing calculation of very large amount
of data.
• It can perform millions of instructions in a few seconds.
2. Accuracy
• Computers are very accurate.
• The calculations are 100% error free provided that correct
input has been given.
10
3. Storage capacity
• A computer can store large amount of data.
• It can store any type of data such as images, videos, text,
audio and many others.
4. Diligence
• Unlike human beings, a computer is free from monotony
and tiredness.
• It can work continuously without any error and boredom.
• It can do repeated work with same speed and accuracy.

11
5. Versatility
• A computer is a very versatile machine.
• A computer is very flexible in performing a job to
be done.
• It can be used to solve the problems related to
various fields.
6. Automation
• Computer is an automatic machine.

12
7. Reduction in paper work
• The use of computers for data processing in an
organization leads to reduction in paper work and results in
speeding up a process.
• As data in electronic files can be retrieved easily, the
problem of maintaining of large number of paper files gets
reduced.
8. Reduction in cost
• Though the initial investment for installing a computer is
high but it substantially reduces the cost of each of its
transactions.
• There has been a steady decline in the cost of per unit of
data processed. 13
 Applications of computer

Computer plays a major role in our lives.

Business
Computer is used in business organizations for:
• Payroll calculations
• Budgeting
• Sales analysis
• Financial forecasting
• Managing employees’ database
• Maintenance of stocks, etc.
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Banking
• Today banking is almost totally dependent on computer.
• Banks provide online accounting facility, which includes
current balances, deposits, interest charges, shares, etc.
• ATM machines are making it even easier for customers
to deal with banks.
• Deposit checks online.
• Pay bill from your bank account.
• Purchase goods online using your debit card/credit card.

15
Insurance
Insurance companies are maintaining a database of all
clients with information showing:
• starting date of the policies
• next due installment of a policy
• maturity date
• insurance benefits, etc.

16
Education
• The computer has provided a lot of facilities in the
education system.
• The computer provides a tool in the education system
known as CBE (Computer Based Education).
• CBE involves control, delivery, and evaluation of
learning.
• The computer education is rapidly increasing the number
of online courses (e.g., www.edx.org, www.coursera.org).
• It is used to prepare a database about performance of a
student and analysis is carried out on this basis.

17
Marketing
In marketing, uses of computer are following:
• Promotion: With computers, marketing professionals
create art and graphics, write and revise copy, and
print and disseminate promotional strategies with the
goal of selling more products.
• Electronic commerce (e-commerce): is the trading
of products or services using the Internet.

18
Communication
Some main areas in this category are:
• Electronic mail (e-mail)
• Chatting
• Video-conferencing
• Online calendar
• Data sharing and collaboration

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Government
Computers play an important role in government. Some
major fields in this category are:
• Budgets
• Sales tax department
• Income tax department
• Computerization of voters lists
• Computerization of driving licensing system
• Weather forecasting
• E-government services

20
How is data represented inside computers
• Data is represented in binary number system (“1” or “0”).
• A binary number is a base-2 number system.
• Digits: 0 (zero) and 1 (one).
• The values of "1" or “0" are the most basic unit of
memory on the computer.
BIT (binary digit)
• The value “1” or “0” are called bit.
• BIT is the smallest data.
• BIT is derived from Binary Digit (combined from the first
letter of Binary “b” and the last two letter of digit “it”).
21
Continued…
Bytes
• A groups of 8 bits stored in a specified patterns.
• Basic unit of information.
• The most commonly used unit for storage.
• A byte allows your computer to store characters
(a single letter, a number, or symbols such as +,
space, etc.).
• A single binary digit is referred to as a bit.
• 8 bits make a byte.
22
Continued…
Combining a string of bytes is what gives us
kilobytes, megabytes, terabytes etc.
• 1 character, e.g. ‘a’ is one byte.
• A Kilobyte (KB) is 210(1,024) bytes
• A Megabyte (MB) is 220 (1,048,576) bytes or 1,024
KB
• A Gigabyte (GB) is 230 (1,073,741,824) bytes or
1,024 MB
• A Terabyte (TB) is 240 (1,099,511,627,776) bytes or
1,024 GB
23
Continued…
Standard coding schemes
ASCII:
• American Standard Code for Information Interchange.
• Used in computers (keyboard and printers) and electronic
equipment.

• ASCII code has 128 characters and symbols.

• Represented by 7-bit binary code.
• Can be considered an 8-bit code with most significant bit (MSB)
zero(0).
24
Continued…
Decimal system
• We use decimal numbers every day.
• It is a base-10 system. symbols: 0,1, 2, 3, 4, 5, 6,7, 8, 9
• The position of each digit in a decimal number can be
assigned a weight.
• Most significant bit (MSB) - the digit that carries the most
weight, usually the left most
• Least significant bit(LSB) - the digit that carries the least
weight, usually the right most.

25
Continued…
• Take example: decimal number2745

26
Continued…
Binary System
• It is composed as combination of two digits (0 and 1).
• Examples: 0, 1, 01, 111, 101010
• The first few counting in binary is shown in the table
besides decimal numbers for comparison.
• The position of each digit (bit) in a binary number
can be assigned a weight.
• For example: 1011 is a binary number. 1 is a digit,
0 is a digit, 1 is a digit…

27
Chapter Two: Computer hardware and Software
Objectives
Upon successful completion of this chapter, you will be able to:
• define hardware and software;
• describe the system unit of a computer system;
• explain different types of input, storage, processing and output
devices;
• differentiate between RAM and ROM memories;
• identify the main parts of a computer;
• identify the different groups of keys on a keyboard;
• perform different tasks by using a mouse; and
• distinguish between system software and application software.
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 Introduction
• Computers work with an interaction of hardware and
software.
What is hardware?
 The parts of a computer that you can see and touch.
 It is the physical equipment required to create, use,
manipulate and store data.

29
 The system unit and its core components
• A system unit contains the primary devices.

30
 continued…
Components includes:
a. Motherboard
• It is the core of the computer system.
• Everything else is connected to it.

31
 Continued….
• It can be considered as the backbone of a computer.
• It allows every part of your computer to receive
power and communicate with each other.
• The motherboard is the “heart” of the computer.

32
 Continued..
b. Processor (CPU)
• the engine of the computer.
• it is the brain of your computer—the part
that translates instructions and performs
calculations.

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Continued..
c. Memory
• A computer cannot do its work without
memory.

34
 Continued..
d. Hard disk
• the primary storage memory for the system.
• we save our files and data in hard disk.

35
Continued..
e .Power supply
• feeds electrical power to every single
part in the PC.

36
 Input devices
• allow data and instructions to enter a computer.
• Keyboard, mouse, and scanner are the most common
input devices.
a. Keyboard: To type text, such as letters, numbers or
symbols.

37
 Continued..
Special keyboard keys:
• cursor. The flashing light on the computer
screen.
• can be moved up and down or left and right by
pressing the four keys called cursor keys.

38
Continued…
Shift key
pressing shift key and a letter key a capital letter
pressing shift key and a key with symbol and a
number, displays ……top symbol.

39
 Continued…
The backspace key
 When this key is pressed, the cursor moves back one
space to the left.
The caps lock key
 When you press this key, a small light on the keyboard
comes on.
 Whenever this light is on, any letter key you press will
result in a capital of that letter appearing on the screen.
 Pressing the CAPS LOCK key a second time turns it off.

40
 Continued…
The space bar
long bar located at the bottom of the
keyboard.
 every time you press this bar, the cursor
moves one space to the right.

41
 Continued…
The function keys
10 to 12 function keys.
located at the top of the keyboard.
give the computer user fast ways to give
the computer special instructions.
e.g., pressing F1 will allow the user access
to the Help screen.
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 Continued…
The enter key
 pressing the Enter Key makes the cursor jump down to
the next line.
 helpful key to use when you want to start a new
paragraph.

43
 Continued…
The numeric keypad keys
On the right side of the keyboard there is a set of keys
grouped together in a square.
These keys have two functions.
When the number lock key is pressed, these keys offer a
quick and easy way of entering numbers into the
computer.
When the number lock key is not pressed, these keys
control the movement of the cursor.
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 b. Mouse
– a device that controls the movement of the cursor.
– A mouse is a small object you can roll along a flat
surface.

45
c. Scanner
• a very useful input device.
• You can place a page of writing or pictures in the scanner
and it will send the information to your computer.
• Scanned files can be changed, saved into a computer file,
or printed.

46
 Data processing
• The computer uses its CPU to process the information.
• The CPU
directs
Coordinates
communicates with the other components and
performs all of the mathematical calculations.
• The CPU is a device that interprets and runs the
commands that you give to the computer.

47
 Continued….
• Processing power is a measure of how many instructions
a CPU can process in a given second.
CPU consists of the following features:
 CPU is considered as the brain of the computer.
 CPU performs all types of data processing operations.
 It stores data, intermediate results and instructions
(program).
 It controls the operation of all parts of computer.

48
 Storage devices
• A place to keep data that has been processed so
that it can be retrieved at a later time.
• The primary storage is the hard drive.
• Secondary (external) storages are external hard
disk, USB flash disks, floppy disk, CD’s, DVD’s,
Magnetic Tape, Flash Memory, etc.
• Secondary storage devices
 are mass storage devices
 a backup storage.
49
 Continued…
• The hard drive is normally signified by the
drive letter “C”.
• When the computer accesses the hard drive, it
is reading and moving the stored information
into the RAM memory.
• That memory is the temporary workspace.
However, the original file is still on the hard
disk and is left undisturbed until the file is
saved.
50
 Continued…
• When the computer stores or "saves"
information, it writes the data to the hard disk.
• That process results in the old file being replaced
or modified with the new information.
• If you save data to a new file, or install new
software, the information is written to the disk in
an available, unused portion of the disk.

51
 Output devices
• help us to get the information from computer.
common output devices.
a. Monitor
 A device that is similar to a television.
 It is used to display information, such as text and
graphics, on the computer.

52
 continued..
b. Printer
 to transfer text and images from a computer to a
paper.
 The printer prints exactly what’s on the screen.

53
 continued..
c. Speaker/Headphone
 Devices that allow you to hear sounds.
 Speakers may either be external or built into the
computer.

54
 Memory
• an area within a computer system that holds data waiting
to be processed.
• storage vs. memory
• Permanent vs. temporary
• non-volatile storage is used to hold programs and data
until purposely changed or removed by the user.
• volatile memory is a temporary workspace for retrieving
programs and processing data.
• Storage consists of drives (hard, optical, USB, solid
state).
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• two main types of memory:
a. Random Access Memory (RAM)
• main memory and allows you to temporarily store
data.
• The CPU reads data and commands from RAM to
perform specific tasks.
• RAM is volatile, which means it is available only
while the computer is turned on.

56
 Continued…
• The hard disk stores information "permanently"
for long term use.
• RAM allows reading and writing.
• But, when the computer is turned off, it forgets
everything you did.
• That’s why you should always save your work.

57
 Continued…
b. Read Only Memory (ROM)
• ROM is nonvolatile, or permanent, memory that is commonly
used to store commands, such as the commands that check
whether everything is working properly.
• Data in ROM is permanently written and is not erased when
you power off your computer
• ROM stores the program required to initially boot (start) the
computer. It only allows reading.
• The computer needs the information in its ROM memory in
order to function.
• The information is stored permanently in such memories during
manufacture.
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What is Software?
• Computers are controlled by a program or group of
programs, each with a specific function and all working
together.
• This collection of programs is called software
• Software refers to programs (i.e. instructions) that tell a
computer what to do.

59
Classification of software
• systems software and applications software.
a. System Software
• consists of the programs that control the operations of a
computer and its devices.
• directs the internal operations of the computer.

60
 Operating System (OS)
• is a system software.
• coordinates input devices, CPU, Memory, output
devices, storage devices, etc. falls on the operating
system.
• manages the hardware to achieve the best possible
performance and to create an environment that is
easy to use.

61
• Windows is an OS software that provides a user-friendly
working environment called a Graphical User Interface
(GUI).
• In Windows, applications and commands are represented
by easily recognizable graphical symbols called icons,
windows menus and dialog boxes.
• An icon is a small graphical representation of a program or
file that, when clicked on, will be run or opened.
• Currently, there are three operating systems:
 Microsoft Windows OS,
 Macintosh OS, and
 Linux OS.
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• Windows is an OS software that provides a user-
friendly working environment called a Graphical User
Interface (GUI).
• Graphical User Interface (GUI), is a type of user
interface that allows users to interact with
electronic devices through graphical icons and
visual indicators.

63
b. Application software
• Application software consists of programs that
perform specific tasks.
• Application software applies the computer to
perform useful tasks such as helping you create
documents, calculate your taxes, maintain mailing
lists and draw charts.

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 Chapter Three: Windows 7 fundamentals

Objectives
Upon successful completion of this chapter, you will be able
to:
• explain Windows 7 as an Operating System;
• describe the Windows desktop; and
• manage files and folders;

65
 Continued..
• Windows is one of the most common Operating System
(System Software).
What is Windows?
• a rectangular area on the screen.
• When you are using multiple windows, the one you are
working in is called the active window.
The Windows desktop
• When you turn on your computer, the first thing you
see is the Windows Desktop.
• The desktop is the display area we see when Windows
opens.
66
• The major parts of the Windows 7 desktop include the
following:

67
 Taskbar
• It is located along the bottom of the screen.
• it displays buttons for our open applications and windows as
well as icons to open some programs.
• It could be at the top, bottom, right, or left portion of your
screen.
• The default position is along the bottom.

The Windows taskbar

• To change the location of the task bar…right click on an
empty space on the task bar…..and click properties….Task
bar location on the screen (bottom, top, right or left).
68
 continued…
• The taskbar icons represent a few of the programs you can
use on your computer.
• When you point to an icon, one of two things happens.
a) If the program that the icon represents is not open, you will
see a little ToolTip showing the name of the program that
the icon represents.

69
 continued…
b) If the Internet Explorer program is already open on your
desktop, then the taskbar icon is highlighted and framed
to look more like a button.
• And when you point to it, you’ll likely see a small preview
window of that program.

70
 continued…
• Now, when you right-click a taskbar icon, you get a
shortcut menu.
• But the shortcut menu that appears might also contain a
jump list:

71
 continued…
• The jump list represents things we have used in that
program in the past.
• For example, when you right-click the icon for Internet
Explorer, as above, the jump list shows the names of
Web sites we have recently visited.
• To return to one of those sites, all you have to do is
click its name in the jump list.

72
 continued…
When you click a taskbar icon:
• If the program is closed, the program opens.
• If the program is open but minimized, the program
becomes visible on the screen.
• If the program is open and already visible, the
program is minimized.
• The main part of the taskbar, in the middle, contains
buttons for each major application program that you
are using.

73
 continued…
• So if you had a Word document open and an Excel
spreadsheet open, each would have a button in the
taskbar.
• These buttons allow you to quickly shift from one
application to another with a simple click of the mouse.
• If the taskbar starts to get crowded because you have
lots of files open, Windows will group them together.
• All your Word files will be gathered under one button,
your Excel files under another, and so on.

74
 Start button
• Located at the left end of the taskbar is the Start
button.

• Note that if you float the mouse pointer over it, you
will see the word start appear.
• Left-clicking this button opens the Start menu, which
will allow you to launch programs.
• Right-clicking provides options for exploring the files
on your computer.

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 Continued..
• When you point to the Start button, it lights up a
little.

• Tip: When you see an icon or symbol on your

screen and you don’t know what it means, pointing
to that item will often show you a ToolTip that
provides the name or more information of the
item.
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 Continued..
• Click: Now go ahead and click the Start button.
• The Start menu will look something like the example
below:

77
 Continued..
• Tip: A menu gives you a set of options to choose from
and we choose a computer program to run.
• Now make sure your mouse pointer is still on the Start
button, and press the left mouse button to click the Start
button a second time.
• Your Start menu will disappear.

78
 Continued..
• Right-click: When you right-click, you see a
shortcut menu of choices—different things you
can do with that item.
• For example, if you right-click the Start menu now,
you’ll see a shortcut menu like the one in the
image below.

79
 Continued..
• Right-clicking the Start button a second time won’t
make the shortcut menu go away.
• To make it go away, you can tap the ESC (escape)
key near the upper-left corner of your keyboard.
• Or, you can click some neutral area on the desktop
just outside the shortcut menu.
• A neutral area is any area that doesn’t look like a
button or icon.
• Double-click: A double-click may be required to
open some icons on your desktop and in your folders.
• Drag: We mostly drag to move and size things.
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 System tray
• There are also small icons on your taskbar near the
right end.
• These may include things like the clock, your network
connections, your power monitor, an anti-virus
program, and others.

81
 Shortcut icons
• These are links to programs, file or folders that you
can place on your desktop.
• We can use them to launch programs or open files.
• You can easily sort these shortcuts in a variety of
ways.
• Right-click anywhere on your desktop (do not click
any particular icon), and choose Sort by from the
drop-down menu.
• You will see the options for sorting your shortcuts-for
example, you can sort by name or by file type.
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Continued…

83
 Shortcut keys
• Occasionally, we will come across combination
keystrokes, also called shortcut keys: key + key.
• For example, when you read an instruction telling
you to press CTRL + ESC (spoken as press
Control Escape), it is short for hold down the
CTRL key, tap the ESC key, and release the CTRL
key.
• If you press CTRL + ESC now a few times, the
Start menu will open or close each time you press.
84
 Shortcut keys
• Some keyboards have a WINDOWS key.
• That key shows the Windows logo, like you see
below.

• If you have a WINDOWS key on your keyboard,

you can tap it to open and close the Start menu
—the same as if you would have clicked the Start
button or pressed CTRL + ESC. 85
 Shortcuts
We can also use the following shortcuts.
Action Shortcut

Copy CTRL + C

Cut CTRL + X

Delete DELETE (Del)

Rename F2

Select All CTRL + A

Paste CTRL + V

Undo CTRL + Z

Redo CTRL + Y

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Create Desktop shortcuts
• A shortcut is an alternative icon for starting a
program that's in a more convenient location,
such as on the desktop, at the top of the Start
menu, or on the taskbar.

Possible shortcut locations

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 Continued…
• You can put a shortcut to any program in any
location, or combination of locations.
• Click the Start button, click All Programs, and then
get the tip of the mouse pointer to the icon of a
program you use frequently.
• Instead, right-click that icon.

88
 Continued…
Do one of the following, depending on where you
want to put the shortcut icon:
• Click Pin to Taskbar to put the shortcut icon on
the taskbar.
• Click Pin to Start Menu to put the shortcut icon
on the Start menu.
• Click Send To, then Desktop (create shortcut) to
put the shortcut icon on the desktop.

89
Continued…

90
 Continued…
• If you ever change your mind and want to remove a
shortcut, a simple right-click on the icon you want
to remove will do the trick.
• For example, to remove a desktop shortcut icon,
right-click the icon, and choose Delete.
• To delete a Start menu icon or taskbar icon, right-
click the icon, and choose Unpin from Start Menu
or Unpin from Taskbar.

91
 Recycle Bin

• This is where files go when you first delete them.

• Most files that you delete from your hard drive
will first go to the Recycle Bin.
• Not all deleted files go there, though.
• Very large files, and files you delete from other
disks, are often deleted immediately without being
placed in the Recycle Bin.
• So when you delete a file, never assume that it
will end up in the Recycle Bin.
92
Continued…
• The Recycle Bin may give us a second chance to
recover an accidentally deleted file.
• To open the Recycle Bin, double-click its icon.

93
 Continued…
• To permanently delete a file from your computer, you
also have to empty the Recycle Bin.
• Right-click this icon, and you will see a menu that
includes an option to Empty Recycle Bin.
• When you click Empty the Recycle Bin, you will again
be asked for confirmation(Are you sure you want to
permanently delete?)
• If you choose Yes to proceed, all of the files and folders
in the Recycle Bin will disappear forever.

94
 Continued…
We can also recover files from the Recycle Bin if it has
not been emptied.
 Right-click the Recycle Bin icon.
 Click Open. (You could also double-click the Recycle
Bin to open it).
 Right-click any one file that you want to move back to
its original location, and choose Restore.
 We can also click Restore All from the menu at the top
of the window to restore all deleted files.

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 Continued…
Show Desktop
• when you have many open windows on your
desktop, we can Show Desktop.

• Windows key +D…

• We can also right-click an empty space in
the taskbar and select Show Desktop.
96
Managing open Windows

 Minimize moves a window to the taskbar.

 Close shuts down that file.

97
Continued..
Restore Down. Click this button in your first open
window, and the window suddenly takes up a smaller
portion of your screen.
 Click and drag the edges of that window to change
its size further.
 Click and drag the blue bar across the top to move
the window around on the screen.
 Repeat this process for your second window until
both windows are visible side by side on your
screen.

98
Continued..
Resizing windows with the Restore Down option
• Notice that when you resize a window, or when it
contains more information than fits in the visible
part of the window, you have to scroll
down or scroll across to see all the information.
• This scrolling is done with the vertical and
horizontal scroll bars, which appear across the
bottom and right side of the window.

99
Continued..
• You can click and drag the scroll bar to move
through the document, or you can click above or
below it to jump ahead or back.
• There are also arrows at each end of the scroll bar
that you can click to move up or down.

100
Working with files and folders
• Computer stores all of its information in
individual files.
• Your computer contains thousands of files.
• We can create new many files.
• challenge is to keep it all organized so that you
can quickly access them.
• Fortunately, Windows stores the files in your
computer in folders.

101
Continued…
• You can create and name
folders, and then you can
store selected files in
selected folders.
• As a default, Windows 7
has a folder called
Documents that will store
the files you create with
Word and other programs.
• You can create folders
Folder list
within other folders to be
even more organized.
102
Continued…
• The easiest way to create and manage folders is
with a program called Windows Explorer.
• Launch Windows Explorer by right-clicking
the Start button and choosing Open Windows
Explorer.
• Once Explorer opens, click Documents.

103
Continued…
• This program's window has two major
components. On the left is a list of
folders.
• One of these folders will be selected,
meaning that it will appear highlighted.
• Displayed on the right are the contents of
that selected folder. Those contents could
be more folders, individual files, or a
combination of the two.
104
Continued…

105
• Some of the folders listed on the left will have a
small horizontal arrow next to them.
• This means that they contain subfolders.
• Click that arrow to open the main folder and display
the list of subfolders.
• You can then click any subfolder to display its
contents.

106
• The most common tasks you will perform in Windows
Explorer:
How to rename a folder or file?
• Right-click the folder or file.
• From the pop-up menu, select Rename.
• Type in the new name of your file or folder.
• Press ENTER, or click elsewhere in the window.
How to delete a file or folder?
• Right-click the folder or file.
• Select Delete.
• Click Yes in the confirmation box that appears.
107
How to move files from one folder to another?
• Click the file you want to move.
• Hold down the left mouse button, and drag the file to its
new location.
• Moving a file to a different folder
How to create a new folder?
• In the left column of Windows Explorer, right-click the
folder that will contain the new folder.
• Select New, and then Folder.
• Enter the folder's name in the icon label that appears, and
press ENTER.

108
Chapter Four: Microsoft Office
Applications

109
Microsoft Word

110
Chapter Four: Microsoft Office Applications
1. Microsoft Word 2007/2010
• designed specifically to handle the text and graphics
needed to create and edit documents.
Starting Microsoft Word
• Click Start button….All Programs…Microsoft
Office folder…..Microsoft Word 2007/2010.
OR
• Double-click Word icon on the Desktop.
OR
• Click the Word icon to on the taskbar.

111
Continued..
• a blank screen and a new document will be created.
• top of the screen (in the title bar)…default file name ---
Document1.
Getting familiar with Word
• At the top-left corner is the File tab.
• File tab options:
 Create new documents
 Open documents
 Save documents
 Print documents, etc.
112
Continued..
 Just above and to the right of the File tab is the Quick
Access Toolbar.
 It has buttons for saving, printing, and other functions
that most people use often.
 You can click the drop-down arrow next to it to easily
change the buttons that you see on this small toolbar.

113
 Tabs
• References
• File • Mailings
• Home • Review
• Insert • View
• Page Layout • Add-Ins.

114
 Home Tabs
• Groups: Clipboard, Font, Paragraph, Styles, and Editing.

• Most groups also contain a very small arrow in the

lower-right corner.
• Clicking this arrow opens a dialog box, where you will
see an expanded list of controls.

115
 Save and Save as
• Return to your blank document in Word.
• Click the File tab, and then click Save.
• Select the location of the file to be saved (desktop,
document, Flash Disk, External Disk, Internal Hard Disk,
CD, etc.)
• Files have extensions to show file type
 Word 2003 and earlier versions have a .doc extension.
 Word 2007 and above create files with the extension .docx.
 Word 2003 cannot open .docx files.

116
• Use the Save As Type field to save your file in
the Word 2003 format.

117
• Let us try saving our document.
• Make sure that you are in the Documents folder—it
should be selected in the left portion of the Save As
box
• In the File name field, enter the file name ABCD.
• Verify that the file type is Word Document
(*.docx) in the Save As Type box.
• Click the Save button.
• Save As allows you to open and edit an existing file
and then save it with another name.

118
Editing documents
• Let us look Home tab in Word and the first group in
that tab, Clipboard.
• The Clipboard allows us to copy and paste and
to cut and paste.

• Clipboard: a place that temporarily stores information

in your computer's memory.

119
There are two ways to use the clipboard:
 Cut and Paste, and Copy and Paste.
 Cut and Paste moves information from one place to
another.
 Copy and Paste makes a copy of information and then
places the copy in another location.

120
Formatting basics
Font group
• controls the style and size of text, as well as certain
enhancements, such as underline, bold, and italic.

121
• Bold: make your text bold
• Italic: Italicizes text
• Underline: Underlines text
• Strikethrough: Draws a line through the text
• Subscript: Lowers the text, as we see in chemical
compound designations
• Superscript: Raises the text up, as in scientific
notations

122
..

In Font group, you will see two fields with

drop-down lists.
 Font…to change appearance
 Font Size..to change the size of a text
123
Other control buttons
• text effects, text highlight color, and font color.
 They are great tools for making your document look
more vibrant or for drawing attention to specific areas.

 Text effects: apply a text effect such as shadow.

 Text highlight color: make your text visible by
highlighting it in a bright color.
 Font color: change the font of your text.
 Experiment with these buttons.
124
Format painter
• It is a tool for editing documents.

• You can use the format painter button

 to copy the formatting (font, font size, text color, and so
on) from one area to another.

125
Paragraph formatting

• Aligning and spacing paragraphs

• Alignment refers to how your text appears on the page.
 Centered: center our content.
 left (default): align our content to the left margin.
 right: align our content to the right margin.
 justify your text…distribute your text evenly between
the margins.
126
• Another important tool in the Paragraph group is the
Line Spacing button.
• It gives you control over how much space appears
between the lines in your paragraphs, and between
your paragraphs.

127
Bullets and numbering
• to highlight key points or to make your document
easier to read.
• In the Paragraph group, click the Numbering button.
• As an alternative, click the Bullets button, which is
directly to the left of the Numbering button.
• If you have your cursor in a numbered line and you
press the TAB key, your next numbered item will be
indented as a subpoint.

128
Tables
• We will create tables in Word 2007/2010 using the
Insert tab.
• Tables are made up of columns that run vertically
and rows that run horizontally.
• Each intersection of a row and a column is called
a cell.

129
To insert a table:
• Click the Insert Tab.
• Click the Table button. The first thing that you see is a
grid of cells.
• Drag your mouse down and across, highlighting the
cells to choose your table size.
• to make 2x6 table, highlight two columns and six
rows, and then release your mouse button.

130
Insert row/column
• Right-click anywhere in the first row of the table.
• choose Insert, and then choose Insert Rows
Above.

131
Merge cells
• right-click anywhere while the two cells are highlighted,
and click Merge Cells.
• Your two cells in the that row should now be combined
into one.

132
Spelling and grammar check
• In the office environment, it is essential that you do
not have spelling mistakes in your documents
• Example: Everyone loves sport.
• look at red underline beneath the misspelled word.

133
• Now, right-click the word Everyone, and look at the drop-
down menu.
• Word actually suggests options to fix your mistake by
listing possible alternatives in the top section.

• Click Everyone, and it will replace your misspelled word.

134
Continued..
• It is always wise to use Word's Spelling & Grammar
checker to make sure that you did not miss anything.
• Here is how:
 Click the Review tab.
 In the Proofing group, click Spelling & Grammar.
 Word will go through your document and point
out all the potential spelling and grammar errors it
finds.
 Of course, some of these will not be errors at all—
in those cases, choose the Ignore Once button.
135
Continued..
• If Word does catch a mistake and you want to change it to
one of the suggestions, click the correct suggestion to
highlight (if there is more than one), and then click
the Change button.
• Go through each potential error until Word tells you that
the spelling and grammar check is complete.

136
Continued..
AutoCorrect
• Word has a feature called AutoCorrect that corrects your
mistakes as you type them.
• If you commonly type teh instead of the, you can set up
Word so that it fixes this automatically. Try typing teh,
and see what happens. Let us check out how to set this
feature up:
 Click the File tab.
 Click Options.

137
Continued..

138
Continued..
• In the Word Options dialog box, click Proofing in the left
pane.
• Click the AutoCorrect Options button.
• Click the AutoCorrect tab, and you will see a long list in
the middle of this box that shows what mistakes Word will
automatically fix.
• Scroll down, and you will see the teh example.

139
Continued..

140
Continued..
• Above that list, you will see fields where you can add
your own correction.
• If there is a word that you often misspell, this might be
a great way to help.
• Just enter the way you misspell it in the first box, and
enter the correct spelling in the second.
• Word will automatically fix this mistake from now on.

141
Header and Footer
• A header is a word, phrase, or other information that
appears at the top of each page.
• A footer is the same, but it appears at the bottom of
every page.
• Headers and footers can contain dates, page numbers,
file names, file path, and so on.

142
Continued..
You can choose to center headers and footers, or you
can align them right or left.
Open the document that you want to add headers or
footer to, and follow these steps:
Go to the Insert tab, and find the group called Header
& Footer.
Click the Header button.
Choose the header style that you like best.
Usually, the first option, Blank, works well for work-
related documents.

143
Continued..

144
Continued..
• The new header appears at the top of the page with your
cursor in the header.
• Type in the text that you want to appear in your header.
• Now, double-click somewhere in the document to get your
cursor out of the header.
• Your header now appears on every page.

145
Continued..
We will do the same for footer.
• Click the Footer button in the Header & Footer group on
the Insert tab.
• Choose the style of footer that you like best.
• Note that while your cursor is in the header or footer, you
see the Header and Footer Tools tab at the top of the
screen.
• If you double-click out of a header or footer, you can
double-click back into it, and the Header and Footer Tools
tab reappears.

146
Continued..
• Highlight the phrase Type Text in the left column of the
footer.
• Go to the Insert group of the Header and Footer Tools
tab, and click the Date and Time option. Select a format
for date and time from the list that appears.
• Highlight the phrase Type Text in the center column of the
footer.

147
Continued..
• Return to the Insert group of the Header and Footer Tools
tab, and click the Quick Parts option.
• Select Fields. Find File name in the long list of fields,
and select it. The file name now appears in the middle of
the footer.
• Your footer now appears on every page.

148
Microsoft Excel

149
 Microsoft Excel
• Excel is a spreadsheet application to:
 store, manipulate, summarize, analyze & visualize data.
How to Start Excel?
• Click the Start button.
• Click All Programs and select the Microsoft Office group.
• Click on Microsoft Excel 2007.

150
 • Excel creates a blank spreadsheet.

Columns are labeled with letters (A, B,..

Rows are labeled with numbers (1,2….)

151
Excel Applications Window

152
Workbook (Excel File)
• A group of worksheets is called workbook/spreadsheet.
• When you created this new spreadsheet file, Excel
automatically creates three worksheets.
• The default names are Sheet1, Sheet2, and Sheet3.

153
Name Box and Formula Bar
Name Box
• It shows the address of the currently selected cell.
• You can also use this box to move the cursor to a
particular cell quickly.
• Type W44 into the Name Box, and press ENTER.
• Your cursor will move to cell W44.

154
Formula Bar
• It will display the contents of the currently selected cell,
• It is also where you can edit those contents
• It has the fx symbol to the left of it.

155
Spreadsheet Formatting
• Excel allows you to control the appearance of fonts and
other attributes of the file to make it professional.
• Excel treats information depending on the type of data.
• Some data types include: Dates, Dollars, Percentages,
General, numbers, Text, etc.
• Type 3/2/2010 into cell B2 of your blank spreadsheet.
• You will see what you type appear in both the cell itself
and in the Formula Bar.
• Press ENTER, and see how your data appears.

156
• Excel has treated it like a date because you entered it
using a date format.
• Let us see what happens when we change the format of
that cell.
• On the Home tab, find the Number group. It is in the
middle of the ribbon.

157
• Click the button with the dollar sign on it ($).
• $ applies to Accounting Number Format.
• The contents of cell B2 should show $40,239.00.
• Excel now treats the number as a dollar amount.
• We can change it back to a date format and even decide
how we want that date to appear.
• Click on cell B2, and try the following:
 Click the tiny arrow in the lower-right corner of the
Number group.

158
159
• Click Date in the Category list.
• In the Type box on the right, you will see a list of choices
for how you want a date to appear.
• Choose the second option, which should show the day of
the week, month, date, and year.
• Click OK, and note the appearance of cell B2's content
now.
• You should see Thursday, Oct. 13, 2010.
• You can also change the formatting of dates using the
drop-down list at the top of the Number group.
• Click the drop-down arrow next to where it says Date,
and view some of your choices for formatting cells.

160
Other formatting options in the number group
• Enter 0.555 in cell D7.
• Press ENTER and then select cell D7 again.
• In the number group, click the percent style button (%).
Cell D7 now shows 56%.
• In the number group, you will see two buttons to the right
of the cell formatting buttons to increase decimal or
decrease decimal.
• Click the increase decimal button once.
• Cell D7 should now show 55.5%.
• Click it again, and you will see 55.50%.
• Now click the decrease decimal button to return to
55.5%.

161
Comma style button
• We can place a comma for numbers greater than 999.
• Type 54666 in cell E10, and press ENTER.
• Then select the cell and click the comma style button.

162
 Text
• In Excel, numbers right-justified.
• Excel aligns text on the left side of the cell.

163
Building a Worksheet
Example: Budget income and expenses

164
• Example: Budget income and expenses

Row 6 should be blank at this point.

165
Creating a title
• Click cell A1 to select it.
• This is the title of our page, and we want to center it
over the first four columns.
• Highlight cells A1, B1, C1, and D1.
• When you have selected all four cells, find the
Alignment group on the Home tab. In this group, click
the Merge & Center button.
• Make the title bold and give it a font size of 14.

166
 Using AutoFill
• Select cell B2, and type Jan into this cell. Jan is
short for January.
• We want our budget to forecast amounts for the
months of January, February, and March.
• When you select cell B2, you will notice that it is
outlined in black.
• There is a very small box in the lower-right corner
of this outline. This box is called the cell handle.

167
• Carefully click this handle in cell B2
(you will see it turn into a large plus
sign), and drag across to cell D2.
• In cell D2, release the mouse. You
should now see the word Feb in cell C2
and Mar in cell D2.
• How did Excel automatically fill in
these months for us?
• It used a function called AutoFill.
168
• AutoFill can do many wonderful things by filling
in relative information.
• Relative data is information that corresponds to the
column or row where it is located.
• A relative reference (A1) is a reference to a cell address
in a formula that changes when the formula is moved or
copied.
• An absolute reference ($A$1) is a reference to a cell
address in a formula that will not change when the
formula is moved or copied.

169
 Adding formulas
• Excel does calculation for us.
• Formulas are simply instructions that Excel understands
for performing calculations.
• Click cell B5 to select it.
• Let us sum the numbers in the column above this cell.
• On the Home tab, find the Editing group at the far right.
• In this group, click the AutoSum button. (Press the
ENTER key, and you will see 450 appear in cell B5.
• This is the total of the numbers in cells B3 and B4.

170
 Continued..
• Now change the entry in cell B3 to 200, and press
ENTER.
• You will see B5 automatically reflect the change and
show a total of 350.
• Now change B3 back to 300, and press ENTER
again to see your updated total.
• Remember the AutoFill feature we used earlier to
automatically fill some information in for us?
• Let us use it again to copy our sum formula to cells
C5 and D5.

171
Let us try another formula:
• Type the word Expenses in cell A7.
• Then type Margin in cell A8.
• Enter 120 in cell B7, 220 in cell C7, and 320 in cell D7.
• Carefully type the following in cell B8: =B5-B7
• Press ENTER, and you should see 330 in cell B8.
Note: formulas always begin with the= symbol.
 Go ahead and use AutoFill to copy your formula from B8
to C8 and D8.
 You should see 630 in C8 and 730 in D8.
 Let us change the numbers into currency.

172
Let us change the numbers into currency:
• Highlight cell B3. Click the $ button in the Number
group.
• You should see $300.00 in cell B3.
• With cell B3 selected, click the Format
Painter button in the Clipboard group.
• Click the Format Painter button again.
• Highlight all the cells with numbers in them, and
release your mouse.
• They will all take on the dollar format.

173
Column widths and row heights
• If a number has too many digits to fit in the
width of a column, Excel provides us with
an error.
• It is a series of pound signs and looks like
this:

174
• When you see that, you will know that your
column is not wide enough to show the
information in that cell.
• The solution is to make your column wider.
• We will try two different ways of doing that.

175
• The first way simply involves clicking and dragging.
• Place your cursor between the letters D and E that are at
the top of columns D and E.
• Find the spot where your cursor looks like the cross
arrow:

176
177
• When you see the cross arrow, hold down the
left mouse button, and drag to the right.
• You will see column D get wider, and the actual
width will appear in a box next to your cursor
as you drag.
OR
• With the cursor still at the location between the
D and the E where you see a cross arrow,
double-click your mouse.

178
• It is just as easy to change the height of a row.
• Just click the border and drag to the desired height.
• If you make a row shorter, the top of your text may
get cut off, but you will still be able to see it. If you
decide to increase the height of a row, you can also
choose to format it with Word Wrap.
• To wrap text, right-click the cell, choose Format
Cells, and then click the Alignment Tab.
• Check the box for Wrap Text. Your result could look
something like this:

179
Borders
• formatting option in Excel is
the border lines we see
between cells.
• Highlight cells A1 through D8.
• We will put a thick border
around the entire box.
• On the Home tab, in the Font
group, click the drop-down
arrow next to
the Borders button.
180
• To add borders around
your cells, repeat the
same steps above, but
select All
Borders instead of Thick
Box Border.
• Check Print Preview
again to see your
worksheet.

181
Adding Rows and Columns
You can insert a blank row in two different ways. For now, just
try one of the following:
• Right-click anywhere in the row, and click Insert.
• On the Home tab, find the Cells group, and click
the Insert button.
• If you want to insert five rows or columns at once, just select
five rows or columns in your worksheet before clicking Insert.
• Also, remember that when you insert a row, it always
appears above the selected row.
• When you insert a column, it always appears to the left of the
selected column.

182
Using the Sort options
• These options allow you to choose how information
appears in your spreadsheet.
• Select cells A3 through D5. Your sheet should look like
this:

183
• Selecting a group of cells
• On the Home tab, in the Editing group at the far right, click
the Sort & Filter button.
• From the drop-down menu, choose Sort A to Z.
• Excel sorts your information alphabetically according to the
first column you selected—in this case, the name of the
product. Your sheet should now look like this:

184
• Let us try sorting our information another way.
• Select cells A2 through E5.
• Click the Sort & Filter button again.
• Choose Custom Sort.
• Make sure the checkbox My Data has Headers is checked.
• Select Average from the drop-down list for column to sort by.

185
• Select Largest to Smallest from the drop-down
list under Order, and click OK.
• You just sorted the information by the value of
average sales going from highest to lowest.
• Your sheet should look like this:

186
Creating charts
• "A picture is worth a thousand words."
• It might be helpful to summarize and display that
information graphically with a chart.
• Excel offers quite a variety of chart types and many
options to choose from with each variety.
• Two of the most common types of charts: column
charts and pie charts.

187
• Column charts: The column chart is useful for
comparing values across categories.
• Return to the Gift Shop spreadsheet, and select cells A2
through D3.
• Click the Insert tab, and find the Charts group.

188
• Click the Column button, and you will see a drop-
down menu with plenty of choices for the types of
column charts you can create.
• Hover your mouse over them to see their names. Select
the first option under the 2-D Column
heading, Clustered Column.
• A column chart will appear on your sheet showing T-
Shirt sales in a chart format for these three months.
• It should look like this:

189
• Take a moment to see how the chart displays the data
in your spreadsheet.
• It has separate bars for each month's sales, and it
displays them on a graph with the months on one axis
and $100 increments on the other.
• See how easy it is to tell which month Sally had the
highest t-shirt sales in now?

190
• Pie chart: Pie charts are useful for showing how much
various categories contribute to the whole.
• In our example, we will show how the three different
products contribute to January sales.
• Select cells A3 through B5.
• Click the Insert tab, and find the Charts group.
• Click the Pie Chart option.
• On the drop-down menu, choose the second choice
under 2-D Pie called Exploded Pie.
• Your sheet should look like this:

191
• Pie charts make it easy to identify your big sellers
• what if your data changes after you create the
chart? This is an issue that is very likely to come
up any time you use charts.
• We will work with the column chart to see how
you can edit a chart.

192
• First, we will have to edit the data that we are using for the
chart.
• When you click the chart, you will notice blue outlines
around the cells that are used.
• You can click and drag these blue lines to add more data to
the chart.
• Click your column chart to select it. Find the blue outline
around the cells. Click the lower-right corner of cell D3, and
drag it to D5.
• You will now see the data for all three product lines in your
chart. Your screen should look like this:

193
194
As we have seen previously, when you change the data in a
spreadsheet, the formulas will automatically recalculate
their new values. The same holds true for charts. When you
change the data that is being used in a chart, the chart
automatically reflects the change.
We can also edit other components of our chart. These
include the title and the labels for each axis. Change your
data range to just include the figures for T-Shirts.
To do this, click the chart, and then click the lower-right
corner of cell D5 and drag it up to cell D3.
You will see the label T-Shirts reappear as a title for your
chart. Suppose that you want that title to say T-Shirts Sales.

195
Click the title, and add the word Sales to the end of it. If you want,
you can also apply formatting to the title by highlighting the words,
right-clicking, and using the options in the pop-up menu. This
should seem familiar from the text formatting you have done
before. Now that you have edited the title, let us see what we can
do with the labels on each axis.
Click the word Jan in the bottom of your chart. Right-click, and
change the font to Bold and size 12. Notice that when you change
the first label, all the other labels also change. Repeat this step for
the numbers in the vertical axis.
You will notice a small label over to the right that says T-Shirts.
This is the chart legend, but we do not need it here because we are
only looking at one item in our graph. Click it, and press DELETE
to remove it. Your chart should look like this:

196
197
 Printing Spreadsheets
• want to print it in Portrait or Landscape mode.
• These terms refer to your page orientation, or how
your page is laid out.
• Portrait mode is the setting we usually use to print
letters, memos, and other text documents, where the
page is taller than it is wide.
• Landscape mode, on the other hand, orients the page
so that it is wider than it is tall.
• click the Page Layout tab, and find the Page Setup
group.
• Click the Orientation button to choose Portrait or
Landscape.
198
Microsoft PowerPoint

199
 What is PowerPoint?
 PowerPoint is a presentation graphics package that
lets you create formatted presentations which can be
used in a number of ways.
 PowerPoint is a closed source commercial
presentation program developed by Microsoft.
 You can produce projects such as overheads for a
team briefing, slides for a business meeting or
interactive onscreen presentations on your
company’s products.

200
201
 The Content We Will Cover

 Open a Presentation  Hyperlinks

 Open a New Presentation  Tables
 Save a Slide Show  Charts
 Create a New Slide  Slide Themes
 Add Slides  Slide Transitions
 Insert Pictures  Rearrange Slides
 Insert Clip Art  Preview Presentations
 Format Pictures  View Outline
 Format Fonts  Print Handouts
 Header and Footer
 PowerPoint Ribbon

• During this presentation, we will refer to the

PowerPoint “Ribbon” in terms of navigating the
program.
• The Ribbon is the strip of buttons across the top of
the main window.
• Users can access anything the program has to offer
through the Ribbon.
 Create a New Presentation

• Select “File” then

“New”
• Shortcut: Hold the
Control button, then
press ‘N’ for “New”
 Open an Existing Presentation

• Select “File” then

“Open”
• Shortcut: Hold the
Control button, then
press ‘O’ for “Open”
 Saving a Presentation

• Select “File” then

“Save As”
• Shortcut: Press f12 to
Save the file with a
new name
 Add a Slide
• Go to the “Home”
ribbon and select the
“New Slide” button
• Select the Slide Pane
and press “Enter”
 Insert Pictures from Files

• Go to the “Insert”
ribbon then select
“Picture”
• Locate the image file
from the folder to
where it is saved.
• Select “Insert” from
the dialog box.
 Insert Clip Art
• Go to the “Insert” ribbon then select “Clip Art”
• Enter search terms in Clip Art search pane on
the right and select image.
 Format Pictures
• To resize the image, click on the picture to
surround the image with a blue box.
• Drag the corner dot away from the center to
make it larger and toward the center to make it
smaller.
 Format Fonts

• Go to the “Home”
ribbon then make
changes to the font
size and style of the
text.
• This Home tab also
allows you to change
all aspects of the font
size and style.
 Insert a Header and Footer
• Go to “Insert” then “Header and Footer”
• This dialog box allows you to add a date and
time on the slide.
 Insert a Hyperlink
• Go to the “Insert”
ribbon then hover
over “Links” then
select “Hyperlink”
• Copy and Paste the
Link from the website
into the “Link” box.
 Insert Tables

• Go to the “Insert”
ribbon then select
“Table”
• Move the mouse over
the table illustration
to select the size of
the table you would
like to use.
 Insert Charts

• Go to the “Insert”
ribbon then select the
“Chart” button.
• Option to choose
from Area, Bar, Line,
Pie and several other
Chart Options.
 Add a Slide Theme from Gallery
• Go to the “Design” ribbon
• Select a design theme from the Theme toolbar.
 Slide Transitions

• Go to the “Transitions” ribbon

• Select desired Transition from toolbar
 Rearrange Slides

• To move a slide, click on the slide thumbnail in

the left column
– Drag and drop the slide at the desired location.
• To move consecutive slides at one time, click
and hold the Shift key as you select the slides
you want to move.
– Drag and drop the slides at the desired location.
 Preview a Presentation

• Go to the “Slide Show” ribbon

• Select the point in the slide show that you
would like to begin viewing.
– From beginning
– From current slide
• The shortcut key is F5
 View Slides vs. Outlines

• The default view is

Slides
• The second option is
Outline view to show
the slide show as
outline notes
 Print Handouts
• Select “File” then
select “Print”
– A dialog box appears
that allows you to
change the printer
and select the number
of copies to be
printed.
• You can also select to
print handouts of the
slideshow.
Comments and Suggestions
መልካም ዕድል!
 እናመሰግናለን!
በስራ እና በግል ሂይወታችሁ ቀጣይነት ያለው
ስኬትን እንመኛለን!
 Address:
Temesgen Dagne
Ethiopian Civil Service University
Tel: 0911 103995

225
E-mail: [email protected]

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