NATIONAL OPEN UNIVERSITY OF NIGERIA
 









COURSE CODE : CIT101












COURSE TITLE:
COMPUTERS IN SOCIETY
 

COURSE

GUIDE




CIT101
COMPUTERS IN SOCIETY
 




Course Team

 




Prof. R.O. Ayeni (Developer/Writer) - LAUTECH Dr. S.I. Ogunrinde (Programme Leader) - NOUN Mr. A. Balogun (Coordinator) - NOUN Mrs. C. Okonkwo (Co-coordinator) - NOUN
 











































NATIONAL OPEN UNIVERSITY OF NIGERIA



ii
 
CIT101	COURSE GUIDE








National Open University of Nigeria
Headquarters
14/16 Ahmadu Bello Way

Victoria Island

Lagos

Abuja Office
5, Dar es Salaam Street
Off Aminu Kano Crescent
Wuse II, Abuja

Nigeria

e-mail:	@nou.edu.ng

URL:	.nou.edu.ng


Published By:

National Open University of Nigeria

First Printed 2006

Reprinted 2010

ISBN 978-058-204-5

All Rights Reserved

Printed by:
 
























iii
 
CONTENTS	PAGE

Introduction…………………………………………….…………	1
What you will Learn in this Course	1
Working through the Course	1
Assessment	1

How to Get the Most from this Course	1

Summary	2
 



























































iv
 
Introduction

The aim and objective of Computers in Society as a course is computer literacy. Information Technology is the frontier hero of the new century, driven by ambition and full of courage, replicating itself like a virus and sweeping all before it. So in order not to be marginalized one needs to get involved as Information Technology influences virtually all the areas of human endeavour.

What You will Learn in this Course

This course will give you in brief what you need to know in Computer Science and Technology. At the end of the course you will be an expert of some sort in Computer Science and Technology.

Working through this Course

Each module, each unit, in the course contains notes as well as set exercises. The set exercises are listed in form of a table. The table has two volumes. The last column contains the heading “what you do” while the right column is headed “comments/prompts”. The left column contains the steps that you must follow. The right column serves as additional information.

Computers will be provided at study centres and will be equipped with the required programs. If you have the means, buy your PC and the stipulated software.

Each unit contains a Tutor-Marked Assignment, which must be done as stipulated and handed to the tutor on schedule.

Assessment

The final grade in the course will have two components; continuous assessment and final examination. Basically, the tutor-marked assignment will form the continuous assessments while NOUN will inform you about the final examination.

How to Get Most from this Course

In distance learning, the study units replace the University lecturer. This is one of the great advantages of distance learning, you can read and work through specially designed study materials at your own pace, and at a time and place that suits you best. Think of it as reading the lecture instead of listening to a lecturer. Just as a lecturer might give you an in-
 
CIT101	COMPUTERS IN SOCIETY


class exercise, your study units provide exercises for you to do at appropriate points.

Working through the assignments and exercises will help you to achieve the objectives of the unit and prepare you for the final examination. If you run into trouble, arrange to meet your training tutor. Note the following:

1.	Read this course guide thoroughly
2.	Organise a study schedule. Whatever method you choose to use, you should decide on it and write in your own dates for working on each.
3.	Once you have created your own study schedule, do everything you can to stick to it. The major reason that students fail is that they get behind with their course work.
4.	For each unit, read the introduction and the objectives.

5.	Read through the materials. Work through the unit.
6.	At the end of the unit, review the objective and see how many of them you have achieved.

7.	Do the tutor-marked assignment and submit as required.

8.	Proceed unit by unit throughout the course.

Summary

Computers in Society intend to make you computer literate. At the end of the course you will achieve the objective if you follow the instructions and do what you are expected to do.

We wish you a huge success.
 




























ii
 
CIT101	COMPUTERS IN SOCIETY


Course Code	CIT101

Course Title	Computers in Society




Course Team	Prof. R.O. Ayeni (Developer/Writer) - LAUTECH
Dr. S.I. Ogunrinde (Programme Leader) - NOUN Mr. A. Balogun (Coordinator) - NOUN Mrs. C. Okonkwo (Co-coordinator) - NOUN






















































NATIONAL OPEN UNIVERSITY OF NIGERIA
 


iii
 
CIT101	COMPUTERS IN SOCIETY









National Open University of Nigeria
Headquarters

14/16 Ahmadu Bello Way
Victoria Island
Lagos

Abuja Office
5, Dar es Salaam Street
Off Aminu Kano Crescent

Wuse II, Abuja

Nigeria

e-mail:	@nou.edu.ng
URL:	.nou.edu.ng


Published By:

National Open University of Nigeria

First Printed 2006

Reprinted 2010

ISBN 978-058-204-5

All Rights Reserved

Printed by:
 






















iv
 
CIT101	COMPUTERS IN SOCIETY


CONTENTS	PAGE
Module 1	…………..………………………………………….……		2
Unit 1	What is Computer?........................................................	2
Unit 2	Element of a Computer: Hardware…………………..	6
Unit 3	Elements of a Computer: Software…………………... 12
Unit 4	How to Work with a Computer: Switching On and			
	Off the PC………………………….……….……….		17
Unit 5	Using a Mouse……………………………………….. 24
Module 2	……………………………………………………….  35
Unit 1	Operating System………………………………...….		35
Unit 2	Window 98……………………………………..……		40
Unit 3	Files…………………………………………............		49
Unit 4	Word Processing………………………………..…..		53
Unit 5	Further Word Processing Program Facilities………		59
Module 3	………………………………………………………… 65
Unit 1	Word Processing Continued……………………..…..		65
Unit 2	Copying a Text, Saving Changes to a Document and		
	Formatting……………………..………………….….  72
Unit 3	Paragraph Formatting: The Spelling Checker and			
	Introduction to Printing a Document…………..…….. 78
Unit 4	Spreadsheet………………………………..…………		86
Unit 5	Entering and Correcting Data……………..…………		93
Module 4	…………………………………………………………100
Unit 1	Using Formulas…………………………………….	100
Unit 2	Spreadsheet: Numeric Formats……………………..	104
Unit 3	Creating Charts……………………………………..	108
Unit 4	Charts from Non-adjacent Data, Embedded Charts			
	and Charts Links…………………………………....	122
Unit 5	Chart Types………………………………………...	130
Module 5	……………………………………………………… 138
Unit 1	PowerPoint and Presentations……………………...	138
Unit 2	Powerpoint Presentation Screen…………………… 144
Unit 3	Creating New Presentations…………………..........	151
Unit 4	Naming Presentation, Saving Presentation and			
	Formatting Slides…………….……………………		157
Unit 5	Using Autoshapes……………………….…………  165
 



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CIT101	COMPUTERS IN SOCIETY
Module 6	………………………………………………………. 172
Unit 1	Networking, Internet and E-mail…………………	172
Unit 2	Internet…………………………………………….	179
Unit 3	Further Practical Works on the Internet…………..	187
Unit 4	Electronic Mail……………………………………	193
Unit 5	Reading and Responding to an E-mail Message…..	202

Questionnaire ……………………………………………………  209
 


























































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CIT101	COMPUTERS IN SOCIETY


INTRODUCTION

Computer education is the dissemination of computer knowledge into the learners. Computer has influenced virtually all areas of human endeavour. Education is being revolutionized by computers.

Advantages of computer education include the following:

•	It enhances use of visualisation tools

•	It enhances use of simulation tools

•	It enhance introduction of distributed multi-media environment.

•	It enhances video conferencing tutorials.

•	It assists the implementation of resources sharing in electronic media of library holding and teachers instruction.

The aim of the course is to teach you the fundamentals of Computer Science and its applications. You will be taken through different areas of the computer and will be able to see how all the components fit together:

We will look at hardware, software including operating systems and programs. This course has been divided into 6 Modules, which are made up as follows.

In module 1, you will be introduced to the Principles of Computer Hardware and Software. In addition to this, you will learn the fundamentals of how a computer works.

In module 2, you will be taught the basics of what is meant by the term “Operating System”. An overview of Windows 98 is presented in this module. Module 3 introduces you to what the functions are of a word processing program. You will apply the theory that you learn through using Microsoft Word 2000.

Module 4 introduces you to the basics of spreadsheeting. The program that you will be using to gain this knowledge is Microsoft Excel 2000.

Module 5 is devoted to the subject of charting and presentations. Here you will use Microsoft Excel 200 as the simple program for charting and Microsoft Power Point 2000 for presentations.

Finally in module 6, you will have an opportunity to learn more about Networking, the Internet and using Electronic mail (E-mail).
 








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CIT101	COMPUTERS IN SOCIETY


MODULE 1

Unit 1	What is Computer?
Unit 2	Element of a Computer: Hardware
Unit 3	Elements of a Computer: Software
Unit 4	How to Work with a Computer: Switching On and Off the

PC

Unit 5	Using a Mouse


UNIT 1	WHAT IS COMPUTER?

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	The Computer System
3.1.1  What is a Computer?

3.1.2  The Digital Computer
3.1.3  History of the Digital Computer
3.1.4  Different Types of Computers
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0	INTRODUCTION

No previous computer experience is required to complete this introductory course.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	define what is meant by the term “Computer”

•	record brief history of the computer.

3.0	MAIN CONTENT

3.1	The Computer System

We will begin this course by taking a closer look at what makes up a Computer System.
 



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CIT101	COMPUTERS IN SOCIETY


3.1.1 What is a Computer?

What is a Computer? Throughout history there have been many forms of computers used by man. However, the modern computer is basically an electronic device which can respond to commands.

A modern computer is designed to receive either a set of instructions from the operator or a program, and then carry out the required tasks by performing calculations on numerical data or by compiling and correlating other forms of information.

Without the development of the computer, our modern world of high technology would not have developed. Computers affect us all and are used in many of today’s industries, some of which are:

•	Banking transactions (Autobanks)

•	Household accounts (Budgets)

•	Automated manufacturing (Producing a modern car)

•	Communications (Telephone systems)

•	Shopping (Buying over the Internet)

In the modern computer world, there are two main types of computers in use, namely analog and digital. This course concentrates on the digital computer, which basically solves problems by performing sums and by dealing with each number digit by digit.

3.1.2 The Digital Computer

A digital computer bases its whole operation on the ability to determine if a switch (sometimes called a gate), is either open or closed. As this type of computer can only recognized two states, its microcircuits are either on or off, while in the case of letters and numbers only O’s and 1’s are used (e.g. the letter “a” would be represented to the PC as something similar to “00110101).

It would appear from the above that the digital computer performs a relatively simple task, So what makes it so special? There are 2 things that makes a computer special, the first is the speed at which a computer performs this simple task and the second is the amount (volume) of data the computer handles at any one time.

A computer’s speed called “clock speed” is measured in millions of cycles per second (megahertz or MHZ), which means that a computer with a clock speed of 66 MHz, for example an 80486DX 66MHz, is capable of executing 66 million operations each second.
 



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CIT101	COMPUTERS IN SOCIETY


As mentioned above, the amount of data computer handles during each cycle also makes it special. A computer performs checks on groups of switches, increasing the number of operations it can recognize in each cycle, which means a computer checking two switches at one time, can execute one of four instructions at each cycles.

3.1.3 History of the Digital Computer

1946 saw the development of the first general-purpose all-electronic computer called ENIAC (Electronic Numerical Integrators and Computer). ENIC contained in excess of 18,000 vacuum tubes and had a speed of several hundred multiplications per minute.

The first commercially available electronic computer was called UNIVAC 1. This computer marked the beginning of the computer era.

By 1960 transistors had replaced vacuum tubes as logical components of a computer. This change meant that computer components used less power and had a much longer life span. Computers using this technology were referred to as second generation computers.

Late in the 1960s the integrated circuit was developed which allowed many transistors to be fabricated on one circuit board with inter-connecting wires plated in place.

The microprocessor became a reality in the mid-1970s with introduction of the large scale integrated circuit, which accommodated many thousands of interconnected transistors etched into a single circuit board.

Computers developed in the 1970s were able check eight switches at every cycle. Since then the development of processors that can handle 16, 32 and 64 bits of data at a time had increased the speed of computers.

3.1.4 Different Types of Computers

In the digital computer world there are currently different types of categories, which are based on price and performance. Two of these are:

Personal Computer (PC’s)

A PC is a relative low-cost machine usually of desktop size (laptops, notebooks and palmtops are mush smaller).
 







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CIT101	COMPUTERS IN SOCIETY


Main Frames

A mainframe is a large expensive machine with the capability of serving the needs of major business enterprises, government departments and scientific research establishments (the largest and fastest of these are called supercomputers).

SELF ASSESSMENT EXERCISE

Answer True or False

1.	Digital Computer uses only 0 and 1.
2.	Computer developed in the 70’s were able to check eight switches at every cycle.

4.0	CONCLUSION

A computer is an electronic device that is designed to receive either a set of instructions from the operator or a program, and then carryout the required tasks by performing calculations on numerical data or by compiling and correlating other forms of information.

5.0	SUMMARY

You have learnt of the term “Computer” and a brief history of the computer

ANSWER TO SELF ASSESSMENT EXERCISE

1.	True
2.	True

6.0	TUTOR-MARKED ASSIGNMENT

1.	What is a Computer?
2.	Give a brief history of computers.

7.0	REFERENCES/FURTHER READING

Ayo, C. K. (1998). Computer Literacy Operations and Appreciation.

(2nd ed.). Mckay Consult.

Milan,	Milenkovic	Operating	Systems,	Concepts	and	Design.

(2nd ed.). Tata McGraw Hill.
 





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CIT101	COMPUTERS IN SOCIETY


UNIT 2	ELEMENTS OF A COMPUTER: HARDWARE

CONTENTS

1.0	Introduction
2.0	Objectives

3.0	Main Content
3.1	Elements of a Computer: Hardware
3.1.1  Central Processing Unit (CPU) of Microprocessor
3.1.2  Input Devices
3.1.3  Output Devices
3.1.4  Storage Devices
4.0	Conclusion

5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0	INTRODUCTION

A digital computer is a system which comprises several elements some of which are listed in this unit. The system may be divided into two main categories, namely, Hardware and Software. It is not within the scope of this course to engage in a detailed explanation of the technical details of a computer and so this section is simply an overview.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	identify the main hardware elements of a computer

•	identify some computer peripherals.

3.0	MAIN CONTENT

3.1	Elements of a Computer: Hardware

A typical computer system includes the following hardware components:

3.1.1 Central Processing Unit (CPU) of Microprocessor

The CPU located on your computer’s main circuit board (Motherboard) is basically the brain of your PC. The CPU may either consist of a single chip of series of chips that perform two main functions. The first of these functions is to perform arithmetic and logical calculation, while
 



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CIT101	COMPUTERS IN SOCIETY


the second function is to time and control the operations of the other elements of your computer.

3.1.2 Input Devices

Computer operators communicates with the computer’s CPU by using various input devices to enter data, run programs, or give commands to the CPU. These devices include the following:

Keyboards

The keyboard uses a key arrangement similar to that of an ordinary typewriter, with the addition of some special function keys and a numeric keypad.

Mouse

When using a mouse, one is able to move the cursor around the screen with speed and simplicity. Most have two buttons, which will execute commands according to an application’s control instructions.

Scanners

A scanner reads information from paper, and transfers this as text or graphics onto a PC where it is stored and can be edited.

Modems

Modems are expansion cards or external units, which send information from one PC to another via the telephone cables. A modem is necessary if you wish to have access to the Internet.

Light Pens

A light pen transfers graphics information from electronic pads into the computer.

Voice

Voice recognition software translates the spoken word into digital signals, which the computer understands.

Joystick

Similar to a mouse, the joystick also translates physical motion into motion on a computer video display screen.
 


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CIT101	COMPUTERS IN SOCIETY


3.1.3 Output Devices

We have briefly looked at how we put information in the computer with the use of various input devices. Now let’s look at how the computer communicates with us.

Monitors

The most common output device used with a desktop computer is the monitor, which is used to display characters and graphics on a screen similar to that of an ordinary television set. Smaller portable computers, such as notebooks and laptops, use liquid crystal display (LCD) screens.

Modem

A modem links two or more computers by translating digital signals into analog signals so that data can be transmitted via telephone lines.

Printers

Another standard output device is the printer. Printers provide us with a paper copy of the PC’s result. Various types of printers are available in the market place. Some of there are listed below.

Dot-matrix Printers

Dot-matrix printers have a set of pins, which impact upon the ribbon against the paper, producing varying qualities of print. Modern dot-matrix printers are capable of fairly high quality printout at high speed and are used for the end product in a wide range of commercial environments.

Ink-jet and Bubble-jet Printers

These printers are a successful compromise between dot- matrix and the much higher laser printer quality. It may be as small as and not much more expensive than the dot-matrix printer. The quality is much higher and as an almost silent printer, it has gained enormous popular demand.

Laser Printer

Offering very high resolutions, laser printers suit a wide range of business and media-oriented applications. They are expensive, but often more economical when speed, durability and professional print quality are considered. Laser printers produce extremely high-resolution graphics. Colour options are available, but at a high cost.
 


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CIT101	COMPUTERS IN SOCIETY


3.1.4 Storage Devices

Computers can store data either internally (in memory) or externally (on storage devices)

Internal Storage

There are two areas in a PC where instructions and data can be temporarily stored called memory. The first type of memory is known either as RAM (Random Access Memory) or as DRAM (Dynamic Random Access Memory) while the second type is known as ROM (Read Only Memory).

RAM

RAM comes in the form of silicon memory chips called SIMM’s which are mounted directly on the computer’s main circuit board or in chips mounted on peripheral cards that plug into computer’s main circuit boards. RAM chips consists of switches that are sensitive to changes in electric current. RAM chips hold their stored information of data as long as the circuits receive a constant current flow. The data is lost if the PC is switched off.

RAM chips are upgradeable, that is, can add more.

ROM

ROM chips are also made of silicon. However, all of the switches on these chips are already set. The patterns on the ROM chips form commands, data, or programs that the computer needs to function correctly.

External Storage

External storage devices, such as a hard disk, can physically reside within the computer’s casing. However, the drives remain external to the main circuit board. Some of the external devices are listed below.

Hard Disk

The most common external storage device used in a PC is the hard or “fixed” disk. Hard disks are usually fixed in their disk drive cabinets, which contain the electronics needed to read and write data onto the disks’ magnetic surfaces. Hard disks cannot be removed.
 





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CIT101	COMPUTERS IN SOCIETY


Removable Disks

As the hard disk is usually a permanent fixture inside the PC’s casing, removable disks were originally used to make a copy of information (back-up) or transfer information from one unit to another. The most common removable disk at present is known as a Stiffy Disk.

CD-ROM

Data may be stored on a CD-ROM. The same technology is used as the laser techniques that are used to create audio compact disk. In order to store on a CD-ROM you require a special devices known as a CD-ROM writer.

Magnetic Tapes

High-speed tape drives are used to copy data and information from the hard disk onto removable tapes. The process of copying data from one type of storage device to another is known as “backing up”. The storage capacity of a magnetic tape far outweighs that of a stiffy disk and is thus popular when backing up hard disks.

4.0	CONCLUSION

A typical computer system consists of five functional units: Input, Output, Control, Arithmetic/Logic Unit (Central Processing Units) and the Main Memory Units.

5.0	SUMMARY

All other components of the computer system beside the CPU are collectively called peripheral devices or simply peripherals.

SELF ASSESSMENT EXERCISE

1.	A mouse is an example of
(a) Output device	(b)	Storage device  (c) Input device
(d) Switching devices
2.	True of false – High speed tape devices are used to copy data.

6.0	TUTOR-MARKED ASSIGNMENT

1.	Discuss the functions of the central processing unit
2.	Write a short note on two input devices.
3.	Write a short note on two output devices.
 




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CIT101	COMPUTERS IN SOCIETY


7.0	REFERENCES/FURTHER READING

Ayo, C. K. (1998). Computer Literacy: Operations and Appreciation.

(2nd ed.), Mckay Consult.
 

































































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CIT101	COMPUTERS IN SOCIETY


UNIT 3	ELEMENT OF A COMPUTER: SOFTWARE

CONTENTS

1.0	Introduction
2.0	Objective

3.0	Main Content
3.1	Software
3.1.1  Operating Systems
3.1.2  Languages
3.1.3  Language Translators
3.1.4  Software Generations
3.1.5  Application Software

4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

In unit 2, we discovered the component of a computer called the hardware. Software means computer programs that run on a computer.

2.0	OBJECTIVE

At the end of this unit, you should be able to:

•	explain the subject software.

3.0	MAIN CONTENT

3.1	Software

So for have looked at the major hardware components of a modern PC. Next we will turn out attention to the software elements of a computer. The software of a computer refers to the computer programs that are used on a computer. What is a program?

A program is a set of instructions that tells the computer what to do. Programs may be divided into two broad categories, namely, Operating Systems and Application Programs.

3.1.1 Operating Systems

An operating system, which is sometimes referred to as the OS, is the software responsible for controlling the allocation and usage of
 


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CIT101	COMPUTERS IN SOCIETY


hardware resources, For example, the allocation of memory, controlling the central processing unit time allowed per task, controlling the amount of disk space used and finally, how the peripheral devices, such as printers, operate. The operating system is the basis on which all computer applications programs, such as word-processing and spreadsheet programs are produced.

There are many different operating systems available in the modern PC world. The system that you are most likely to encounter is one of the versions of the Windows operating system. For this reason, on this course you be introduced to the operating system Windows 98. Although a more recent version of Windows, that is Windows Millennium Edition, or as it is often referred to Windows ME, is available.

The operating systems have the following features:

•	They are supplied by the manufacturer of the hardware or purchased as utility from a software company.
•	They assist in running other programs.

•	They serve as intermediaries between the hardware and application programs.
•	They simplify the use of the software.

•	They control the operations of the hardware.

The operating systems as defined here include Language translators and utilities or service programs.

The operating system is often called the resource manager or supervisor and the resources to be managed include:

•	The processor

•	The input/output devices

•	The primary memory

•	The secondary storage devices

Apart from Windows cited above, examples of operating systems include MS-DOS, PC-DOS, UNIX, XENIX, NT, WINDOWS 95, 98, 2000

3.1.2	Languages

The hierarchies of the languages are as follows:

1.	Machine Language
2.	Low-level Language
3.	High-level Language
 


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The machine language consists of series of binary numbers (digit consisting of zero (0) one (1) ) which is the languages the computer understands. A low-level languages is a machine-oriented language consisting of symbolic codes in which instructions correspond or resemble machine languages and it depends on the machine e.g. Assembly Language.

A high level language is a problem-oriented language which is a restricted form of the natural languages. Such languages include BASIC (Beginners All Purpose SymbolicInstruction Code), FORTRAN (Formula Translator). COBOL (Common Business Oriented Language), ALGOL (Algorithmic Language), PL/1 (Programming Language 1), RPG (Report Program Generator), PASCAL, C etc.

3.1.3	Language Translators

A language translator translates high-level languages to the language of the computer. A language translator could be any of the following:

(i)	Interpreter

An interpreter is a program which translates the sources program into machine language statement by statement. It translates a statement and executes before taking on the next statement.

(ii)	Compiler

This is a program that translates the whole source program into machine code or language. It accepts the whole source program as input and produces the object program which is the translated version of the sources program as output before executing the program.

 


Source codes



(iii)	Assembler
 


Compiler

 


Object codes
 

This is a program that translates programs written in assembly languages into machine code.

 



Low-level codes
 



Assembly
 



Object codes
 







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CIT101	COMPUTERS IN SOCIETY


(iv)	Emulators

Emulators are special programs that permits the object program generated on one computer to be executed on an entirely different computer.

3.1.4 Software Generations

Software generations refer to the developmental stages of the programming languages. They are as follows:

(a)	First Generation: This is the forerunner of all programming languages consisting of binary digits (0,1). This is the machine language. The generation is the late 40’s.

(b)	Second Generation: This is the assembly language (low-level language) consisting of abbreviated word (pneumonics). The generation is early 50’s.

(c)	Third Generation: This consists of the high level languages where programming is done in languages. The generation is the late 60’s.

(d)	Fourth Generation: This is an application generation that automates the routines involved in programming and its features include:

(i)	Setting up data entry screens
(ii)	Creating files
(iii)	Querying data

(iv)	Report generation.

Examples of fourth generation software are the data base packages (D base), spreadsheet and graphics packages.

(e)	Fifth Generation: They are declarative languages where programmers state the problem and the languages sort out the solution. Such systems are called expert systems.

Examples are Turbo PROLOG (Programming in Logic) and LISP (List Processing).

3.1.5 Application Software

As you learned earlier, computer software contains instructions that are processed and executed by a PC. Application software is the software
 


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CIT101	COMPUTERS IN SOCIETY


that actually addresses user’s specific needs. In the business world of today, you will find four major application categories. These are:

•	Word-processing

•	Spreadsheets

•	Presentations

•	Databases

User software is also included in the application software. A user software is also included in the application software. A user software is a program developed by the user personally or by commissioned agents. Such programs are directed towards solving the user’s specific. The scope of such programs varies from one user to the other.

SELF ASSESSMENT EXERCISE

Answer True or False

1.	Storage is a term commonly applied to storage devices.
2.	A computer is a program.

4.0	CONCLUSION

Other resources of a computer that are not hardware are often referred to as the software.

5.0	SUMMARY

The software and hardware components of a computer complement each other.

6.0	TUTOR-MARKED ASSIGNMENT

1.	What is the function of a program?
2.	What is the function of the operating system?

7.0	REFERENCES/FURTHER READING

Ayo, C. K. (1998). Computer Literacy: Operations and Application.

(2nd ed.). Mckay Consult.
 










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UNIT 4	HOW	TO	WORK	WITH	A	COMPUTER:
SWITCHING ON AND OFF THE PC

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	Switching On Your PC
3.2	Turning Off Your PC
4.0	Conclusion

5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0	INTRODUCTION

In this unit you will learn how to switch on and turn off your PC.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	switch on your PC

•	turn off your PC.

3.0	MAIN CONTENT

3.1	Switching on Your PC

In order that you may use a PC, the first task you must perform is to switch on (or boot) the PC. To switch the PC on first ensure that the power cable, which is supplied with your PC, is connected to the electrical mains supply to your computer.

The On/Off power switches fitted to modern desktop and mini tower computers, are generally of the toggle switch type and are located on the front of the computer casing. A small LCD is situated adjacent to the power switch. When the power switch has been turned on, the LCD will light up and a cooling fan, located in the PSU will start, indicating that the computer is receiving electricity from the mains supply.
 









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On/Off



Figure 1.1: Front view of computer casing



Monitors, generally receive power directly from the computer, with a power cable connecting the PSU to the back of the Monitor. The monitor toggle power switch will be found either on the front or on the side of the monitor. Once you have turned on the computer, if the monitor is already switched on, a small indicator light near the monitor on/off switch will become illuminated. If the light remains off, push the monitor power switch to turn it on.









Indicator light

 On/Off Function adjustment button

Figure 1.2 Monitor Power Switch

Start up sequence

When turning on your PC, the following sequence of events will take place.

1.	The PC will perform some standard systems checks covering areas such as:

•	Motherboard

•	Processor

•	Memory and

•	Disk Drives

2.	The message “Starting Windows ‘98” will be displayed on your monitor, followed by the Windows ‘98 logo.

3.	After a few seconds, the Windows 98 desktop will be displayed.
 


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One of the first checks the system will perform is to check the available base memory your system has at its disposal. You will see a message similar to the following appear on screen whilst this check is in progress.



007936 KB OK

WAIT…..


Figure 1.3 Memory Check



The removable disk indicator light will briefly glow as the disk drives are checked before the hard disk is checked. Then the screen will display system information in accordance with the components and setting that the system has located during its tests. The screen will appear similar to the shown below.





Main Processor	:	80486DX2	Base Memory Size	:	640 KB
Numeric Processor	:	Present	Ext. Memory Size	:	7296KB
Floppy Drive A	:	1.2 MB, 5 ¼”	Hard Disk C: Type	:	47
Floppy Drive B	:	1.44 MB, 3½”	Hard Disk D: Type	:	None
Display Type	:	VGA/PGA/EGA	Serial Port(s)	:	3F8, 2F8
AMIBIOS Date	:	04/04/93	Parallel Port(s)	:	378

128 KB CACHE MEMORY

5OMHZ DX2 CPU


Figure 1.4: System Information



It is at this point that the computer has completed the majority of its hardware checks. If there are any errors found during these checks the system will indicate the fault either on screen or with a series of beeps. Now the computer is ready to load an operating system. Window 98 is loaded automatically. When complete, the Windows 98 desktop will be displayed.
 













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Figure 1.5: The Window 98 desktop

Although the most current version of the Window operating systems is Windows Millennium, the majority of copies of Windows currently in use, that is at the time of going to print, is Windows 98. For this reason will look at the WINDOWS ’98 operating system on this course. You will learn about Windows in more detail later.

SELF ASSESSMENT EXERCISE 1

Switching on and Loading Windows 98

Before you begin: Ensure that your PC is currently switched off

What you do	Comments/Prompts
1. Switch on your computer system	After a few moment, the system
	will perform the standard system
	check
	Next you will see:
	“Starting Window 98…”
	The  screen  will  temporarily  go
	black   before   displaying   the
	Windows ’98 desktop
	
 














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CIT101	COMPUTERS IN SOCIETY

 



















2.	Observe the Windows ’98 Desktop
 



















Locate the following elements:


“My Computer”, “Recycle Bin”.
“Taskbar” and the “Start Button”.

 



3.2	Turning off Your PC

Before you turn off your computer, it is important that you shut down Windows 98 correctly. One of the methods of shutting down Windows ‘98 is accomplished by holding down the <Alt> key and pressing the <F4> function key at the same time.

A “Shut Down Windows” dialogue box will appear which contain a list of choices relevant to closing Windows. The standard default dialogue box lists the following choices:




















Figure 1.6: The Shut Down Windows dialog box


The options listed in Figure 1.6 above are in the form of “radio” buttons, which means only one option can be selected at a time. Once you have
 



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selected the required option by using the UP < ­ > arrow or the DOWN

<	¯ > arrow on your keyboard, you will press (ENTER) key, which will activate the selected command button. Windows ‘98 will now perform the relevant routine.

Shut Down

This shuts down windows and displays the messages “It is now safe to turn off your computer”. When this message appears on the screen you can safely switch off your computer.

Restart the Computer

This option reboots (restarts) your computer and loads Windows ‘98. This option is used when system settings have been changed. In order for Windows to recognize the new settings, Windows must reboot.

Restart the Computer in MS-DOS mode

Should you wish to run your PC in MS-DOS mode this option is used to restart your computer in DOS mode.

SELF ASSESSMENT EXERCISE 2

Shutting Down Windows and your PC

What you do	Comments/Prompts	
1.	Press and hold down the <Alt> key	The   following	Shut	Down
	Press  and  release  the  <F4>	Windows dialog box is displayed
function			
		The Shut down option is pre-selected
		
2.	Press <Enter>	After a few moments a message
		appears   on	your	monitor,
		informing you that is safe to turn
		off your company	
3.	Either press the reset button on the	You have just performed a soft
front of your PC, or press <CTRL> +	boot. After a few moments, the
<ALT> + <DEL> keys	Windows desktop is displayed.

 




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4.0	CONCLUSION

In this unit, you learn how to switch off your PC and how to turn on your PC.

SELF ASSESSMENT EXERCISE 1

Boot is another term for switch on. Answer Yes or No.

5.0	SUMMARY

Here you are introduced to the rudiments of starting and closing a computer.

6.0	TUTOR-MARKED ASSIGNMENT

What happens to data currently held in RAM when the PC is switched off?

7.0	REFERENCES/FURTHER READING

Ayo, C. K. (1998). Computer Literacy: Operations and Application.

(2nd ed.). Mckay Consult.
 





































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UNIT 5	USING A MOUSE

CONTENTS

1.0	Introduction
2.0	Objectives

3.0	Main Content
3.1	Using a Mouse
3.1.1  Basic Mouse Techniques
3.1.2  Using the Mouse to Draw a Picture
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

A mouse is another input device which you will use to give your computer instructions. In this unit we will look at how a mouse works and then we will look at the basic techniques of how to use a mouse.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	use a mouse to give your computer instructions

•	use a mouse to draw a picture.

3.0	MAIN CONTENT

3.1	Using a Mouse

The mouse became popular by its inclusion as standard equipment with the early Apple Macintosh. With the increased popularity of GUI’s (GRAPHICAL USER INTERFACE), the use of the mouse has grown throughout the personal computer and workstation worlds.

The basic features of a mouse are a casing, which has a flat bottom and is gripped by one hand. With one or more buttons on the top, the mouse has a multidirectional detection device, which is usually a ball on the bottom, and cable connecting the mouse to the computer.
 









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Figure 1.7 Typical two button mouse


By moving the mouse on a flat surface (such as a desk or mouse pad), the ball turns inside the mouse, moving two sets of rollers that control an on-screen cursor.

A mouse is classed as a relative pointing device because there are no defined limits to the mouse’s movement and because its placement on a surface does not map directly to a specific screen location. To select items or choose commands on the screen, the user presses one of the mouse’s buttons, which produces a “mouse click”





Mouse


Roller



Figure 1.8: Mouse ball and rollers


3.1.1 Basic Mouse Techniques

To use a mouse is relatively easy, but like most things, “practice makes perfect”. The following list details the basic mouse and cursor movements:

Mouse Movement	Cursor Movement
Push the mouse away from you	The cursor will move to the top of
(from the front to the back of the	the screen
desk)	
Pull the mouse toward you (from	The cursor will move to the bottom
the back to the front of the desk)	of the screen
Slide the mouse to the right	The cursor will move to the right
	of the screen
Slide the mouse to the left	The cursor will move to the left of
	the screen
 


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SELF ASSESSMENT EXERCISE 1

Using the Mouse to Launch a Program

What you do	Comments/Prompts

1.	Start your computer and wait until WINDOWS loads and the desktop is displayed.

2.	Locate the mouse pointer on the screen, it is a small white arrow

3.	Slide the mouse away from the The mouse pointer will move front of the desk toward the towards the top of the screen back of the desk. As you do this

watch the pointer on the screen.

4.	Slide the mouse in any direction	The mouse pointer will move in
	of your choice  (remember to	accordance with your instructions.
	keep it on a flat surface). As you	
	do this watch the pointer on the	
	screen.		
5.	Next  we  will  practice  single	The  “My  Computer”  icon  will
	clicking. Move the pointer until	become selected (The icon and title
	it is positioned on the Program	will become highlighted).
	Icon  titled	“My  Computer”.	
	Click  the  left  mouse  button	
	once.		
			
6.	Repeat  the	above   process	The program icon you selected will
	selecting another Program icon	become highlighted.
	of your choice  (remember to	Next you will use the Start button
	click once).		on open the Paint game.
7.	Positioned in the bottom left-	The start menu is displayed, which
	hand corner of the desktop is	should   look   similar   to   the
the	Start button.  Click once on	following example:
this   button.		
 


















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CIT101	COMPUTERS IN SOCIETY


						
8.	Position your mouse pointer on	A sub-menu is displayed, similar to
	the	menu		items	named	the following diagram:
	Programs.				
		
9.	Position your mouse pointer on	A further sub-menu is displayed,
	the	Menu	item	named	similar to the following diagram:
	Accessories				
				
10. Select	and	click on	the menu	The Paint program is displayed,
	item named Paint.		similar to Figure 1.9

 


















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CIT101	COMPUTERS IN SOCIETY




























Figure 1.9: The Paint Window



3.1.2	Using the Mouse to Draw a Picture

The next exercise will afford you the opportunity to use the mouse to draw the picture illustrated below.










Figure 1.10

SELF ASSESSMENT EXERCISE 2

Using the Mouse to Draw a Picture

Objective: To draw the picture illustrated in Figure 1. 10 above

What you do				Comments/Prompts
1.	Position the	mouse printer	on	The mouse pointer changes to the
	the	centre	of  your	screen.	shape of a pencil.
	Observe  the  shape  of  the	
	mouse pointer.			
2.	Locate the	rectangle	tool	on	The screen tip reads “rectangle”
	the	drawing	toolbox	on	the	
 



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left side of the screen.




3.	Position the mouse pointer on  The mouse pointer has changed
the	rectangle	tool.	Click	the	shape  to  a  cross-community
left	mouse	button	on	the	referred to as “cross-hairs”
Rectangle tool.  Position	the	
mouse pointer in the centre of	
the screen.				
4.	Look  at  the  bottom  of  the  The  first  number  indicates  the
window on the status bar. You	horizontal position of the mouse
will   notice   two   number	pointer on the screen, while the
separated by a comma.	second  number  indicates  the
	vertical  position  of  the  mouse
	pointer on the screen.
5.	Move the mouse pointer The screen is divided into around on the screen and invisible dots called “pixels”.
notice   how   the	numbers  These numbers refer to the pixel
change accordingly.	number that the mouse pointer is
	positioned on.
6.	Please position the mouse pointer so that the pixel numbers are approximately
50,100

7.	Press and hold down the left These numbers represent the size mouse button. You will of the rectangle.
notice that another set of numbers has appeared to the right of the pixel indicators.

8.  While  pressing  down  the	It does not matter if the numbers
mouse button move the mouse	vary slightly.  Use  Figure  1.10
down and to the right until the	above as a reference.
size	indicators	are	
approximately 450 x 175		
Release the mouse button.		
9.	Select the Line tools on the
drawing toolbox by positioning the mouse pointer over the tool and clicking the left mouse button once.



10.	Position the mouse on the top The objective of this step is to line of the rectangle that you position the mouse pointer

 


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CIT101	COMPUTERS IN SOCIETY


have drawn so that the pixel	approximately one third along the

indicator reads 200,100	top line of the rectangle. If necessary adjust the position of your mouse pointer accordingly.

11.	Press and down the <Shift> If you hold down the <Shift> key key on the keyboard. While while drawing a line, it will be holding down this key, press straight.

and hold down the left mouse button and draw the line from the top of the rectangle to the bottom of the rectangle.

12.	Position the mouse on the top The objective of this step is to line of the rectangle that you position the mouse pointer have drawn so that the pixel approximately two thirds alone

indicator reads 350,100	the topline of the rectangle. If
	necessary adjust the position of
	your mouse pointer accordingly.
13.	Press and down the <Shift> The original rectangle has been key on the keyboard. While divided into three equal boxes. holding down this key, press

and hold down the left mouse button and draw the line from the top of the rectangle to the bottom of the rectangle.

14.	Locate the rounded rectangle The screen tip reads “rounded tool on the drawing toolbox rectangle”.
on the left side of the screen.


15.	Position the mouse pointer on The screen tip reads “rounded the rounded rectangle tool. rectangle”.
Click the left mouse button on the rounded rectangle tool.
16.	Position the mouse pointer in the first of the three boxes of the rectangle, that is, the left most box.

17.	Position the mouse so that the pixel Indicator reads 60,110

18.	While  pressing  down  the  The rounded rectangle appears in

mouse button move the mouse	the first box.
down and to the right until the	
size	indicators	are
approximately  130  x	155.
Release the mouse button.		

 



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CIT101								COMPUTERS IN SOCIETY
		
19.	Locate the ellipses tool on the	The screen tip reads “ellipses”.
	drawing  toolbox  on  the  left	
	side of the screen.				
		
20.	Position the mouse pointer on	
	the ellipses tool. Click the left	
	mouse  button  on  the  ellipse	
	tool.								
21.	Position the mouse pointer in	
	the last	of the three boxes of	
	the rectangle		that		is,	the	
	rightmost box.					
22.	Position the mouse so that the	
	pixel indicator reads 370,130	
23.	Hold  down  the  <Shift>  key.	The circle appears in the third
	While	holding	down	the	box. The <Shift> key ensures that
	<Shift> key,		press		down	a perfect circle is drawn.
	the	mouse button and	move	
	the	mouse	down		and	to	
	the right	until the size indicators	
	are approximately 111 x 111.	
	Release the mouse button.		
24.	Locate the Line tools on the	The screen tip reads “Line”.
	drawing toolbox  on  the  left	
	side of the screen				
		
25.	Position the mouse pointer on	
	the Line tool.  Click the left	
	mouse	button	on  the	Line	
	tool								
26.	Position the mouse pointer On	
	the middle box of the three	
	boxes of the rectangle			
27.	Position the mouse so that the	
	pixel indicator reads 200,100	
28.	Press and hold down the left	The size indicator should read
	mouse	button.	Drag	the	approximately 150 x 175
	mouse	down to the	opposite	
	lower	right		corner	of	
	the centre box.					
	Release the mouse button.		
29.	Locate  the  Fill  with  Colour	This tool enables you to fill a
	tools on	the	drawing	toolbox	drawn object with the colour of
	on the left side	of the screen	your choice

 



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CIT101	COMPUTERS IN SOCIETY


						
30.	Position the mouse pointer on	Next you will select the colour of
	the  Fill  with  Colour  tools.	your choice.
	Click	the left mouse button	
	on	the tool.			
31.	Position the mouse pointer on	
	the colour of your choice on	
	the	colour	palette	at   the	
	bottom of the	screen.	
		
32.	Click the left mouse button on	Not black or white please!.
	the colour of your choice	
33.	Position	the	mouse	pointer	Notice that the mouse pointer has
	inside  the  rounded	rectangle	changed shape to that of a bucket
	that you drew in the first of the	of paint.
	three boxes.			
34.	Click  the  left  mouse  button	The  object  is  filled  with  the
	once				colour of your choice. Next, you
						will fill the two triangles that
						appear in the centre box.
35.	Position the mouse pointer on	
	the colour of your choice on	
	the colour palette at the bottom	
	of the screen			
36.	Click the left mouse button on	Not black or white please!
	the colour of your choice.	
37.	Position	the	mouse	pointer	Notice that the mouse pointer still
	inside the lower triangle that	has the shape of a buckler of
	you created in the centre box of	paint.
	the rectangle.			
38.	Click  the  left  mouse  button	The  object  is  filled  with  the
	once. Next you will fill the	colour of your choice.
	remaining triangle.		
39.	Position the mouse pointer on	
	the colour of your choice on	
	the colour at the bottom of the	
	screen.				
40.	Click the left mouse button on	Not black or white please!
	the colour of your choice	
41.	Position	the	mouse	pointer	Notice that the mouse pointer still
	inside the upper triangle that	has the shape of a bucket of paint.
	you created in the centre box of	
	the rectangle.			

 



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CIT101	COMPUTERS IN SOCIETY
		
42.	Click  the  left  mouse  button	The  object  is  filled  with  the
	once.	colour of your choice. The last
		object to be filled is the circle.
43.	Position the mouse pointer on	
	the colour of your choice on	
	the colour palette at the bottom	
	of the screen.	
44.	Click the left mouse button on	Not black or white please!
	the colour of your choice	
45.	Position  the  mouse  pointer	Notice that the mouse pointer still
	inside  the  circle  that  you	has the shape of a bucket of paint.
	created in the right box of the	
	rectangle.	
46.	Click  the  left  mouse  button	The  object  is  filled  with  the
	once.	colour of your choice.
47.	Compare your picture to Figure	If it looks similar – well done!
	1.10 on page 18	You  have  learned  to  use  the
		mouse.
		Next  you  will  exit  the  Paint
		program.
48.	Click on File on the menu bar	The File menu is displayed
49.	Click on Exit	You will be asked whether you
		wish to save changes to untitled?
50.	Click on the No button	The Paint program is closed and
		you are returned to the Windows
		desktop.
4.0	CONCLUSION	

A mouse is used to give instructions to a computer.

5.0	SUMMARY

Here you learned the use of a mouse and the basic techniques of how to use a mouse.

6.0	TUTOR-MARKED ASSIGNMENT

Explain how you will use a mouse to draw the following picture:

 












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7.0	REFERENCES/FURTHER READING

Gottfried, B. S. (1994). Programming with Pascal (Schav’s Series) (2nd ed.).
 

































































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MODULE 2

Unit 1	Operating System
Unit 2	Windows 98
Unit 3	Files
Unit 4	Word Processing
Unit 5	Further Word Processing Program Facilities


UNIT 1	OPERATING SYSTEM

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	What is an Operating System?
3.1.1  Basic Windows Functions
3.2	Loading the Operating System Window 98

3.3	Windows 98
3.3.1  Elements of the Desktop
3.3.2  Windows Terminology
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0	INTRODUCTION

The Operating System provides facilities that enable other programs to use the hardware in a safe and controlled way.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	learn what is meant by the operating system

•	load the operating system windows

•	be introduced to Windows 98

•	explore the general characteristics of a window.
 











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3.0	MAIN CONTENT

3.1	What is An Operating System?

An operating system is the software responsible for controlling the allocation and usage of hardware resources. The operating system is the basis on which all computer application programs are produced.

3.1.1 Basic Windows Functions

The windows operating system enables users to perform the following functions:

•	Run programs

•	Run multiple programs simultaneously

•	Control Printers

•	Format Disks

•	Copy of Move files

•	Organise the storage area on the computer

•	Share information across a network

3.2	Loading the Operating System Window 98

In Module 1 you learned that to load Windows 98, you simply turn on your PC and the operating system will load automatically. To recap, the startup sequence of events is as follows:

The PC will perform some standard system checks covering areas such as:

•	Motherboard

•	Processor

•	Memory and

•	Disk Drives

•	Next the message “Starting Windows 98…” will be displayed on your monitor, followed by the Windows ’98 logo.
•	After a few seconds, the Windows ’98 desktop will be displayed. The desktop is the main working area where you will perform the majority of functions when using Windows ’98.
 











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SELF ASSESSMENT EXERCISE 1

Switching on and Loading Windows 98

Before you begin: Ensure that your PC is currently switched off


What you do	Comments/Prompts
1.	Switch  on  your  After a few moments, the system
computer system	will perform the standard system
checks. Next you will see:
“Starting Windows 98”

The screen will temporarily go black before displaying the Windows ‘98 desktop.



3.3	Windows 98

When starting Windows ’98 you are presented with the Windows ’98 desktop. The desktop is the key to all actions performed within Windows ’98. When using Windows ’98, you will see that every action performed in the operating system normally begins at the desktop.



My Computer 


 Desktop
Program icon 




Recycle Bin 

Windows Explorer 

Start button  Clock



Taskbar

Figure. 2.1 The Windows ’98 Desktop


3.3.1 Elements of the Desktop

The desktop is fully customizable; however the basic desktop layout contains the following standard elements:

Taskbar	The Taskbar provides quick access to information and

to applications which are active (opened). The default
location for the Taskbar is at the bottom of the
 


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CIT101	COMPUTERS IN SOCIETY


desktop. The Taskbar also contains a clock, which is displayed in the right hand corner.

Start button/menu The Start button is located at the far-left corner of the taskbar (when the taskbar is in the default location). The Start button opens a menu, referred to as the Start menu. This menu enables users to open documents, launch programs, and perform other common tasks.

Desktop	The Desktop is the main area of the screen where the

Program Icons and Shortcuts are displayed.

Program Icon	Program Icons are used by the operator to launch

(run) the relevant program. Program icons and shortcuts can be placed anywhere on the desktop:

Shortcut	A Shortcut gives the operator quick and easy access to

frequently used programs or information. The Shortcuts are placed on the desktop.

My Computer	This  utility  provides  quick  and  easy  access  to

information related to your computer, such as drives,
files and folders.

Recycle Bin	All files deleted from your PC are stored in the

Recycle Bin. This enables files to be easily undeleted.

Inbox	If you are using electronic mail (e-mail) the inbox will

be displayed. All incoming messages are stored in the Inbox.

3.3.2 Windows Terminology

When working with Windows, certain terms and terminologies are used to describe processes and concepts. Table 1 below describes some of these terms.

Terminology	Description
Application	This refers to either a Windows or MS-DOS
	program
Folder	This is the new name for a directory
Icon	A  small  picture  that  represents  either  a
	programme or a shortcut
Mouse	This is the pointing device which you will use
	constantly whilst performing tasks in windows
 


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	‘98	
Shortcut	An icons placed on the desktop, which enables	
	quick and easy access to programs and data.	
Shortcut menu	These menus list various applicable shortcuts.	
Shutdown	Process followed when closing windows	
Start button	The Start button opens a menu, referred to as	
	the Start menu.	
Start menu	This menu enables users to open documents,	
	launch programs, and perform other common	
	tasks.	
Taskbar	The  Taskbar  provides  quick  access  to	
	information  and  to  applications  which  are	
	active (opened).	
Window	A rectangular box that contains icons or data	
	(information).	


4.0	CONCLUSION

Operating systems assist in running other programs. They serve as intermediaries between the hardware and the user programs.

5.0	SUMMARY

Operating systems control the operations of the hardware.

6.0	TUTOR-MARKED ASSIGNMENT

Give a brief explanation of the functions associated with the windows operating system.

7.0	REFERENCES/FURTHER READING

Ayo, S. K. (1998). Computer Literacy: Operating Systems and Applications. (2nd ed.). McKay Consult.
 

















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UNIT 2	WINDOWS 98

CONTENTS

1.0	Introduction
2.0	Objective
3.0	Main Content
3.1	Examining the Start Menu
3.2	Windows Elements
3.3	Moving and Sizing a Window
4.0	Conclusion

5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0	INTRODUCTION

Windows consist of sets of standard operations which can be used by the higher level software to interact with graphical user interface (GUI).

2.0	OBJECTIVE

At the end of this unit, you should be able to:

•	explore further the characteristics of Windows ’98.

3.0   MAIN CONTENT

3.1   Examining the Start Menu

As discussed earlier, the Start button is located on the taskbar and when you click on it the Start menu is displayed. This is Windows 98’s main menu. The standard options are shown below:



















Figure 2.2 The Start Menu
 




40
 
CIT101			COMPUTERS IN SOCIETY
Programs	The Programs option provides quick access to the
	various	applications  that  are  installed  on  your
Favourites	computer		
	This option allows you to quickly open a favourite file,
Documents	folder or website.	
	The  Documents  option  lists  the  last  15  opened
	documents. Documents can be reopened from the list by
Settings	simply clicking on the relevant filename.
	The Settings option allows  you to change various
	system and Windows settings.
	It also allows you to set up new printers or view
Find	information about the documents(s) being printed.
	The Find option allows you to search through your
Help	system for a	particular file.
	The help option provides access to the Window 98
Run	online Help system.
	The  Run  option  allows  you  to  run  a  particular
	application, such as a setup program, from the command
Log Off	line.		
	This option is used to log off your computer so that
	another individual using Window 98 with different
Shut Down	settings can log on.
	The Shut Down option is used to either shut down or
	restart the computer.

SELF ASSESSMENT EXERCISE 1

Exploring the Start Menu

Before you begin: Ensure that the Windows `98 desktop is displayed

What you do	Comments/Prompts
1. Click the Start button on the	The Standard menu is displayed.
Taskbar	
	

 



41
 
CIT101			COMPUTERS IN SOCIETY
		
2.	Using your mouse, point to the	The following Programs submenu
	Programs option on the menu.	is displayed.			
		NOTE: The submenus on your
		screen may differ slightly.	
3.	Point to Accessories (found on	The	Accessories	submenu  is
	the Programs submenu)	displayed.			
		
4.	Point  to  the  System  Tools	The  System  Tools  submenu  is
	option  (on  the  Accessories	displayed			
	submenu).					
					
5.	Now point to the Documents	The	most	recently	opened
	option (on the Start menu).	document	names	are	listed
		(maximum 15).		

 



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6.	Point to the Settings option (on	The Settings submenu is displayed.
	to (Start menu).	
7.	To turn off any menu simply	All menus are closed and you are
	point to any blank area of the	returned  to  the  Window  ’98
	desktop and click the primary	desktop.
	mouse button.	

3.2	Windows Elements

When working in Windows 98, you will work in rectangular areas of all different shapes and sizes. These areas are called windows. Even though the windows on your computer will vary in appearance, you will find that virtually all of the windows consist of similar elements. Figure 2.3 below represents a typical window.

							Minimize	Maximize
Title bar							Close
							
Menu bar					
					
Tool bar					Border
					
Format bar					
			






Document  

Window







Figure 2.3 Sample Window

Title bar	The  title  bar  displays  the  title  of  the  relevant

application.  If  you  maximise  a  document  in  an
application window, the name of the documents will
also appear next to the name of the application title in
the title bar. You can also use the title bar to move a

window.

Close button	The close button is used to close the window and exit

from the application.

Maximize button This button is used to display a full-screen view of the window.
 






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Restore button	The restore button is only available if a window has been maximized and is used to restore the window back to its original size.

Minimize button This button is used to minimize the window, reducing it to a button on the Taskbar (the application remains running in the background).

Menu bar	The menu bar displays the primary commands of the relevant application. Selecting one of these commands displays a menu of command options from which you can make additional selections.

Toolbar	This bar displays shortcut button for performing common operations, such as saving a file and copying data.

Format bar	This bar also displays shortcut buttons as well as various boxes for performing formatting operations, such as text alignment, changing the font and font size.

Document window The document window is the rectangular area, which occupies the majority of the screen. This is the area in which you work whilst in an application.

Status bar	This bar displays messages and other information as you use the application.

SELF ASSESSMENT EXERCISE 2

Exploring a Window

Before you begin: Ensure that the Windows 98 desktop is displayed
Objective: To launch an application called WordPad and experiment with some of its window elements.


What you do	Comments/Prompts
1.	Click the Start button on the  The  standard  Start  menu  is
Taskbar.displayed.

 













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2.	Using your mouse, point to the	The following Programs submenus
	Programs option on the menu.	is displayed.
NOTE: The submenus on your	
screen may differ slightly.	
		
3.	Point to Accessories (found on	The  Accessories  submenu  is
	the Programs/submenu).	displayed
		
4.	Click on the WordPad icon.	The WordPad application will be
		launched and a window similar to
		the one below will appear on your
		screen.

 





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CIT101	COMPUTERS IN SOCIETY

 




















5.	Identify the windows elements that we have just discussed.
 




















Use Figure 2.3 on page 35 if necessary

 


3.3	Moving and Sizing a Window

A window may not always appear in the most suitable location on the screen. It may also not be the correct shape and/or size. It is possible to move and/or resize a window.

SELF ASSESSMENT EXERCISE 3

Move and Size a Window

Before you begin ensure that WordPad is still open on the desk.
Objective: To move and change the size of the current window.

What you do	Comments/Prompts
1.  Click on the title bar of the	The window will be displayed in the
window and use the drag &	new location.
drop  method  to  move  the	
window to another position	
on the desktop.	









2. Position	your	mouse	You will notice that your cursor
pointer on the border,	which	shape  will  change  to  a  double-
is located around the	edge	headed arrow when the cursor is
of the window.		placed over the border.

 




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3. Click and drag the border of	The window size has been changed.
the window until  you have	
resized the window to any size	
you  like,  then  release  your	
mouse button.	
4. First we are going to minimize	The WordPad window will become
the WordPad window. To do	minimized and appear in the form of
this we simply click on the	a button on the Taskbar.
minimize  button  ofthe	
active window.	

5.	Now we will restore the The WordPad window is restored to WordPad window. Click on its original size.

the WordPad button which is found on the Taskbar.
6.	Now  let’s  maximize  the  The  WordPad  window  has  now
WordPad window. To do this	been maximized and fills the screen.
click on the maximize button	You will notice that the desktop is
of the active window.	not visible and that the maximize
	button has been replaced by the
	restore button.

7.	To restore the window to its The WordPad window is now original size, click on the returned to its original size.
Restore button  

8. Click on the close button	The WordPad window is closed.


4.0	CONCLUSION

Working on Windows 98 involves working in rectangular areas at different shapes and sizes which are called windows.

5.0	SUMMARY

You now know how to explore the start menu of Window 98 and you can explore the entire window.

6.0	TUTOR-MARKED ASSIGNMENT

Discuss main characteristics of Windows 98.
 







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7.0	REFERENCES/FURTHER READING

C. S. French (2000). Computer Science. (5th ed.) Ashford Colour Press Gosport, Hants.
 

































































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UNIT 3	FILES
CONTENTS	
1.0	Introduction
2.0	Objective
3.0	Main Content
	3.1	File Handling
	3.2	Creating a New Folder
	3.3	Shutting Down Window ’98
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading
1.0	INTRODUCTION

Each document is stored in a computer individually by name in what is called a file.

2.0	OBJECTIVE

At the end of this unit, you should be able to:

•	handle a file.

3.0	MAIN CONTENT

3.1	File Handling

All information found in a computer that is both data and programs, are stored in files. Folders are used to hold related files, as well as other related folders.

In many ways, Window 98 folder can be compared to a paper folder in that both are used to store and organise information in one location.










Figure 3.1 A Folder Icon
 





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3.2	Creating a New Folder

Before we can use a folder we must first create it.

To create a new folder:

•	Double-click on the My Computer icon on the desktop

•	In the My Computer window, open the relevant drive icon.

•	In the drive window, select (from the menu) the File, New command, followed by Folder.

•









•	Type a new name for the folder and press <ENTER>.

SELF ASSESSMENT EXERCISE 1

Creating a New Folder

Before you begin: Ensure that you have no open windows on your desktop.

What you do	Comments/Prompts
1.		Locate My Computer on your	
		and open it by double-clicking	
	the icon.	
2.	Locate and Double-click on the	The  Drive  A:  window  will  be
	Drive A: icon.	displayed.
3.		Using the menu, click on File,	In the “Drive A:” window a
							New   Folder   icon   will   be
		New  command  and  choose	
		F		older.	displayed.
		
4.	Type in the folder name (we	The new folder has a name.
	will  call  this  one  “Test	
	Folder”) and press<Enter>.	


3.3	Shutting Down Window ’98

In Module 1 you learned the importance of shutting down Windows correctly. If necessary please refer to Module 1. The method that you learned in Module 1 was to use the key combination of <Alt> plus
 


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<F4>. You will end this lesson by shuttting down Windows 98 using an alternative method.

SELF ASSESSMENT EXERCISE 2

Shutting Down Windows and your PC

What you do	Comments/Prompts
1. Click the Start	button  The standard Start menu is displayed.
on the Taskbar	













				Shut down
				
				
2.	Select Shut Down	The Shut Down Windows dialog box is
	from the start menu	displayed.
				
3.	Ensure that Shut	After  a  few  moments,  a  message
	Down is selected and	appears on your monitor, informing you
	press <Enter>	that is safe to turn off your
4.0	CONCLUSION			

Many document files take the form of a formatted sequence of characters.

5.0	SUMMARY

Document files that take form of formatted sequence of characters are called text files because they consist of printable characters organised into lines of text.

6.0	TUTOR-MARKED ASSIGNMENT

Explain how to create a new folder.
 









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7.0	REFERENCES/FURTHER READING

French, C. S. (2000). Computer Science (5th  ed.) Gosport, Hants:
Ashford Colour Press.
 

































































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UNIT 4	WORD PROCESSING

CONTENTS

1.0	Introduction

2.0	Objectives
3.0	Main Content
3.1	Introduction to Word Processing
3.1.1  Starting Word
3.1.2  Exiting from Word

3.2	Creating a New Blank Document and the Basics of Entering Text

3.2.1  A New Blank Document
3.2.2  The Text Area
3.2.3  Using the <Enter> Key
3.3.4  Nonprinting Characters
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

A word processing program allows the user to create, edit, format, store and print text documents.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	use Microsoft Word 2000

•	exit the Word 2000 program

•	create a new blank document

•	enter text

•	identify nonprinting characters.

3.0	MAIN CONTENT

3.1	Introduction to Word Processing

Word processing is the use of computers to create, revise, and save documents for printing and future retrieval. You enter information into the computer by using a keyboard. As you type, your words are displayed on a monitor, or screen, and are stored in computer memory rather than on paper.
 



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Because typing information is a separate task from printing it, word processors enable you to change information easily without retyping entire documents. For example, you can change margins, add and delete text, move paragraphs, and correct spelling errors. All revisions are made within the computer and are then saved on a disk and printed.

3.1.1 Starting Word

To use Word, you must load the program from the hard disk into the computer’s memory. You can store your data files (documents) in a folder on the hard drive, or on a floppy disk. In order to use Word, you need to have Microsoft Windows 95, 98, Millennium Edition or NT 4.0 installed on your computer.

To start Word using the Start menu:

1.	Turn on your computer
2.	In the Taskbar, click on Start
3.	Choose the Programs menu choice.

4.	Click on the Microsoft Word menu choice to start the program.

If you have a shortcut set up for Word, you can start Word from the shortcut by double-clicking on the Word shortcut icon.

SELF ASSESSMENT EXERCISE 1

Starting Word

Before you begin: Ensure that your computer is on and that Word 2000 has been correctly installed.

What you do			Comments/Prompts
1.	Click on the Start button on the	The Start menu is displayed.
	displayed.			
2.	Click  on  Programs  on  the	The   Programs  sub-menu   is
	Start Menu			displayed.
3.	In  the  sub-menu  click  on	Microsoft Word is launched.
	Microsoft Word.		
4.	Observe the on-screen Office	The  Office  Assistant  is  an
	Assistant. To show the Office	animated online Help system that
	Assistant if	it  is	currently	provides Help topics and tips while
	hidden choose: Help, Show the	you work.
	Office Assistant		
5.	Click on the “Paperclip” (or	
	any  alternate	office	assistant	
	symbol that has been set) to	
	close the text.			
 


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CIT101					COMPUTERS IN SOCIETY
				
6.	If necessary, in the Office 2000	To register at a later time.
	Registration Wizard dialog box	
	click on Register Later and	
	Exit.					
7.	To close the Office Assistant	To close the Office Assistant. You
	Choose:					can also hide the Office Assistant
	Help,	Hide	the	Office	by  right  clicking  on  it  and
		Assistant				choosing the Hide command.

3.1.2 Exiting from Word

To exit the Word 2000 program,

1.	Click on File
2.	Click on Exit

SELF ASSESSMENT EXERCISE 2

Exiting from Word

What you do	Comments/Prompts
1.	Click on File	The File drop-down menu appears.
						
2.	Click on	E	xit	Microsoft Excel is closed.
							

Further Practice Exercise

1.	Start Word 2000 again.
Hint: If you need help, refer to Exercise 7.


3.2	Creating a New Blank Document and the Basics of Entering Text

Word is a WYSIWYG (what-you-see-is-what-you-get) word processor. Depending on which view Word is in, the screen display will show you how the text will look when you print the document.

3.2.1 A New Blank Document

At startup, Word provides you with a new unnamed document. You can begin typing in that document, open an existing document, or create a new one. To create a new document, click on the New Blank Document
  button on the Standard toolbar or press <Ctrl> + N To create a new document by using the menu, choose File, New and click on OK.
 





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3.2.2 The Text Area

Every document has a text area. As you type, characters are inserted in the text area at the insertion point. To place the insertion point, position the mouse pointer (whenever it appears as an I-beam) and click the mouse button. Alternatively, you may make use of keyboard combinations to move the cursor to the correct position.

3.2.3 Using the <Enter> Key

In word processing, you must not press the <Enter> key to each line of text. When text does not fit on a line, it automatically flows to the beginning of the next line. This is called word wrap.

However, you do use the <Enter> key to:

•	end a short line (one that does not extend to the right margin);

•	end a paragraph; or

•	create a blank line.

3.2.4 Nonprinting Characters

Word can display a number of special symbols on the screen that indicate each time you have pressed <Enter>, <Spacebar>, and <Tab>, among others. These nonprinting characters are especially useful when you are editing documents. To display these special symbols, click on the Show/Hide button on the Standard toolbar.


  Show/Hide button

SELF ASSESSMENT EXERCISE 4

Creating a New Documents, Entering Text, and Identifying Nonprinting Characters

What you do	Comments/Prompts	
1. Move the mouse pointer						
over the first button on the						
						
Standard toolbar.	(The Standard toolbar is the leftmost
	toolbar or the top bar if the Standard
	and	Formatting		toolbars	are
	displayed separately)	
Observe the Screen Tip.	“New	Blank	Documents”	is
	displayed.			

2.	Click on the New Blank To create a new document. Document button.

 



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CIT101	COMPUTERS IN SOCIETY
			
3.	Observe the insertion point	This is the blinking vertical bar that	
		always appears on the first line in the
		upper-left corner of a new document.
		Its location determines where text or
		other items will be entered into the
		document.
4.	Observe the mouse pointer	The mouse pointer is usually an I-	
		beam when it is in the text area.
		When moved outside the text area,
		the mouse pointer becomes an arrow.

5.	Type: Interoffice MemoTo enter the characters at the insertion point.
6.	Press: <Enter>	To end the line.	
7.	Press: <Enter> again	To create a blank line.	
8.	Type: To:			
9.	Observe the screen	Each time you pressed Enter, Word
			placed a paragraph mark (		) in the
			document. Each time you pressed the
			Spacebar, Word placed a space mark
			(.)   in   the   document.	These
			nonprinting characters appear only
			on the screen, not on the printed
			document. If these are not currently
			visible, then they have been hidden.
10. On  the	Standard  toolbar,	(This button might be displayed
click on the Show/Hide button	
			on  the  standard  docked  toolbar.
			Depending on your monitor size and
			settings, the placement of  buttons
			will vary. If you cannot find a button
			on the toolbar, it will be the docked
			toolbar.)  To  hide  the  nonprinting
			characters.	
11. Observe the screen	The nonprinting characters do not
			appear on the screen.	
12. Display	the  nonprinting	(Click on the Show/Hide button).
	characters.			


4.0	CONCLUSION

A word processing program provides facilities to edit documents and define their layout and enable them to be printed.
 








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5.0	SUMMARY

Word processing is the use of computers to create, revise and save documents for printing and future retrieval.

6.0	TUTOR-MARKED ASSIGNMENT

Give examples of at least three tasks in which you would make use of a word processing program.

7.0	REFERENCES/FURTHER READING

French, C. S. (2000). Computer Science (5th  ed.) Gosport, Hants:
Ashford Colour Press.
 


















































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UNIT 5	FURTHER WORD PROCESSING PROGRAM FACILITIES

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	Using the Tab Key
3.2	Using the Backspace Key
3.3	Autocomplete
3.4	Saving a File

3.4.1  The Save as Command
3.4.2  Naming a Document
3.4.3  The Save as Dialog Box
3.4.4  Closing a Document
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

The advantages of word processing include the ability to:

•	Store typed documents in the computer

•	View the document on screen before printing

•	Correct mistakes

•	Insert or delete words

•	Move sections of text to another part of the documents

•	Incorporate other text without having to retype it

•	Store documents on backing store for later recall

•	Change layout of the document

•	Print the document many times.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	use tab key

•	use some other facilities of Microsoft Word 2000.
 









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3.0	MAIN CONTENT

3.1	Using the Tab Key

Tabs make it easier to align text precisely. Pressing the Tab key inserts a tab characters, moving the insertion point to the next tab stop. Tab stops are preset at 1.27cm increments.

3.2	Using the Backspace Key

By pressing the Backspace key, you can delete the character or space immediately to the left of the insertion point.

3.3	Autocomplete

As you type certain common words, dates, or names, Word will suggest the complete word or phrase after you type the first few letters. This feature is called AutoComplete. When the suggestion appears, you can press <Enter> or <F3> to accept the suggestion, or just keep typing to reject. For instance, when you are typing a letter and you do not know exactly who will be reading it, you would normally type “To Whom it May Concern”. Using AutoComplete, you can just type “To W’ and press <F3> . Word will automatically finish the typing for you with type “To Whom it May Concern.” You can also add your own AutoComplete entries and delete them as needed.

SELF ASSESSMENT EXERCISE 1

Using Tab, Autocomplete, Backspace, and the Word-wrap Feature while Entering Text

Before you begin: The insertion point should be at the end of the “To:” line.

What you do	Comments/Prompts
1.	Press: <Tab>	To insert a tab character, moving the
		insertion point to the first default tab
		stop, 1.27cm from the left margin.
		Default tab stops are set every 1.27cm
2.	Observe the nonprinting	Each time you press <Tab>, an arrow
	mark for <Tab>	is placed in the document.
		
3.	Type: Johanna Burger	To end the line and move the insertion
	Press: <Enter>	point to the next line.
4.	Type: From:	
	Press: <Tab>	
 


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5.	Type:   Kathleen   de
Winter. Press: <Enter>

6.	Type: Subj	The first four letters  of  the word
	Observe the text	“Subject:”
		Subject
		Subj
		Just above the text you typed is a box
		with the word “Subject:” in it.  This
		ScreenTip is displayed because there
		is  an  AutoComplete  entry  for  the
		word “Subject.”
7.	Press: <Enter>	The word “Subject” is completed
8.	Press: <Tab>	Because the word “Subject:” extends
	Observe the tab stop	beyond the 1.27cm mark, pressing
		<Tab> moves the insertion point to
		the next default tab stop at 2.54cm

9.	Press:    <Backspace>  To remove the tab character and the
	nine times.	text “Subject:”.
10.	Type: Re:	
11.	Press: <Tab>	To move the insertion point to the
		first default tab stop at 1.27cm

12.	Type: Client Referral

13.	Press: <Enter> twice

14.	Type: I have a client referral for you. The gentleman is looking for a house in your territory. Please see me urgently for more details.

Observe the text	The words automatically flow to the
	next line.


3.4	Saving a File

Before you save a document, it exists only in computer memory, a temporary storage area. For permanent storage, a document must be saved to some location, such as a hard drive or a floppy disk.

To save a document, you use either the File, Save As… or the File, Save command.
 








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3.4.1 The Save as Command

The File, Save As… command enables you to:

•	save a document for the first time;

•	save a document with a new filename; and

•	save a document in a different location (on another disk or in a different folder).

To use the F ile, Save As… command choose File, Save As… to display the Save As dialog box. In the Save In list box, select the appropriate location (disk, drive, or folder). in the File Name text box, type the name of the file. Click on Save.

When you save a file, Word adds the filename extension. DOC to identify the file as a document file. You should avoid adding filename extensions yourself.

3.4.2 Naming a Document

When you save a file for the first time, Word automatically assigns a filename by using the first words of your document. You can accept this default name or name it something different.

A filename should be descriptive so that you can remember the file’s contents. A filename in Word can contain up to 255 characters, spaces, and other punctuation. A file cannot contain any of the following characters:  :*?”< >|. For example, a file cannot be A: Drive. (These constraints are determined by the Windows operating system.)

3.4.3 The Save as Dialog Box

The Save As dialog box displays five folders on the left side of the dialog box: History, My Documents, Desktop, Favorites, and Web Folders. These folders make accessing previous documents and saving new documents easier by enabling you to click on and open a folder directly. To open one of these folders, click on the folder.

3.4.4 Closing a Document

When you have finished with a document, choose File, Close to close the document window or double-click on the window’s Control-menu icon.
 






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SELF ASSESSMENT EXERCISE 2

Saving a Document for the First Time and Closing a Document

What you do	Comments/Prompts
1.	Choose: File, Save As	
										To display the Save As dialog box.
2.	The Save In list box	If it is not set to Drive A:, please call your
	should be set to drive	training adviser to assist you.
	A:	
3.	If necessary, select the	
	text in the File name	The text interoffice Memo is highlighted.
	text box. To do		this,	
	click and drag the	
	mouse over the text	
	Interoffice Memo.	
			
4. Type: My Memo	To name the document My Memo.
				
5.	Click on Save	To save the file.
6.	Observe the title bar	It has changed to display the document’s
										name, My Memo.
7.	Choose: File, Close	To close the document and remove it from
										memory.


4.0	CONCLUSION

Word processing has many advantages over using a typewriter.

5.0	SUMMARY

Here you learned how to use some of the facilities of Microsoft Word 2000. Your knowledge will be useful in the next units.
 






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6.0	TUTOR-MARKED ASSIGNMENT

Please create a new document in Microsoft Word 2000. Type the following text taking care of use capital letters as well as bold, italics and underline formats as found in the example.

“Word Processing is the use of computers to create, revise and save documents for printing and future retrieval. You enter information into the computer by using a keyboard. As you type, the words are displayed on a monitor, or screen, and are stored in computer memory rather than on paper. Therefore, a Word Processing program can be used on a daily basis by school teachers to simplify tedious tasks.”

Save the file as Typing1. Close the file.

7.0	REFERENCES/FURTHER READING

French, C. S. (2000). Computer Science (5th  ed.) Gosport, Hants:
Ashford Colour Press.
 











































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MODULE 3

Unit 1	Word Processing Continued
Unit 2	Copying a Text, Saving Changes to a Document and
Formatting

Unit 3	Paragraph	Formatting:	The	Spelling	Checker	and
Introduction to Printing a Document
Unit 4	Spreadsheet

Unit 5	Entering and Correcting Data



UNIT 1	WORD PROCESSING CONTINUED

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	Opening and Editing a Document
3.1.1  The File, Open Command
3.1.2  Editing a Document

3.2	Using Overtype Mode
3.3	Selecting Text
3.4	Deleting Text
3.5	Replacing Text
3.6	Moving and Copying Text
3.6.1  The Clipboard
3.6.2  Cutting and Pasting Text

4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

Text files can be created and modified with the aid of a special program called an editor. Many documents not requiring anything but a very basic page layout are prepared this way.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	use file and open documents

•	edit a text a document
 



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CIT101	COMPUTERS IN SOCIETY


•	select a text

•	delete a text

•	replace a text

•	move a text

•	copy a text.

3.0	MAIN CONTENT

3.1	Opening and Editing a Document

3.1.1 The File, Open Command

The File, Open command places a copy of a file on disk into an active document window. The Open dialog box lists all of the document files on the current disk, in the current folder.

To open a listed file, either click on the filename in the File name list box on Open, or double-click on the filename. A copy of the file is placed in an active document window.

To make recently used documents more accessible, Word also tracks documents that have been opened and places their names as choices at the bottom of the File menu.

To open one of these listed files, choose File and click on the document name.

3.1.2 Editing a Document

By default, Word is in insert mode; as you type, text to the right of the insertion point is pushed to the right. To insert text, place the insertion point where you want to add text and begin typing.

To place the insertion point, position the I-beam at the desired location and click the mouse button.

3.2	Using Overtype Mode

Word gives you the option of turning off insert mode and turning on overtype mode. Instead of pushing text to the right as you type, overtype mode replaces existing text one character at a time.

You can turn on overtype mode by double- clicking on OVR on the status bar or by pressing the <Insert> key on the keyboard. If you accidentally turn on the overtype mode, you can double-click on OVR or press the <Insert> key to turn it off.
 



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3.3	Selecting Text

Before you can delete, move, copy, or format text, you must select it.
Table 1 below details various techniques for selecting text.

Table 1

Selection method	Technique
Drag	Point at one end of the text to be selected.
	Press and hold the mouse button. Move the
	mouse to the other end of the text; this creates a
	highlight (selection) between the two ends. Then
	release the mouse button.
Select a word	Point anywhere inside the word and double-
	click the mouse button. The trailing space is
	automatically selected along with the word.
Select a sentence	Point anywhere inside the sentence. While
	pressing <Ctrl>, click the mouse button. End
	punctuation and trailing spaces are automatically
	selected along with the sentence

3.4	Deleting Text

•	To delete the character immediately to the right of the insertion point, press the <Delete> key.
•	To delete the character or space immediately to the left of the insertion point, press the <Backspace> key.
•	To delete selected text, select the text and press <Delete>.

•	To delete an extra line (paragraph mark), you can place the insertion point at the beginning of the line below the blank line and press the <Backspace> key.

3.5	Replacing Text

There may be times you want to replace existing text with new text, when it is just more efficient or retype text than it is to edit it. To do this, select the text you want to replace and begin typing the new text.

SELF ASSESSMENT EXERCISE 1

Opening a Document and Inserting Text

What you do	Comments/Prompts
1.	Choose: File, Open…	To display Open dialog box.
							
2.	The	Look  in:  list  box	If  it  is  not,  please  ask  your
should be	set to A:	training adviser for assistance.
 



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3.	From the list of filenames,			
select My Memo				
4.	Click on Open			To open the document
5.	Point to the left of the h in			
			The gentleman is looking for a house in	
house located in the  second			
sentence of the body paragraph			
			
6.	Click the mouse button		To  place  the  insertion  point
			before “house.”
				This is where the new text will
			be inserted.
7.	Type: large			Existing text is pushed to the
			right of the new text.
8.	Press: <Spacebar>		To insert a space between the
			words “large” and “house”
9.	Hold down the <Ctrl> key		To move the cursor to the end of
and	press the < End> Key.	the document.
10.	Press: <Enter> twice		To end the paragraph and to
			insert a blank line before typing
			the next paragraph.
11.	Type: Joan Brown informs			
me	that  you  have	numerous			
properties  available	in  your			
region at the moment				
12.	Press: <Enter>				
SELF ASSESSMENT EXERCISE 2
Deleting Selected Text			
				
What you do			Comments/Prompts
1.					

urgent located in the last

sentence of the first paragraph

2.	Press and hold the mouse button.
3.	Drag over the world urgent	To select the text.
and		
then release the mouse button.	
4.		To delete the selected text.


SELF ASSESSMENT EXERCISE 3

Replacing Selected Text

What you do	Comments/Prompts
1.	The name is selected
 


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click	
2.	Type: Joe	“Joe” replaces “Johanna.”
3.	Select the word House.	
4.	Type: property	To   replace   “house”   with
		“property”

3.6 Moving and Copying Text

After you have edited text, you might want to move or copy that text to another part of the document. The Clipboard enables you to do that.

3.6.1 The Clipboard

The Windows environment provides a temporary storage area called the Clipboard for those times when you move or copy text. When you cut or copy selected text, it is placed on the Clipboard. Pasting inserts a copy of the Clipboard contents at the insertion point. Entries remain on the Clipboard until you cut or copy another entry to it or until you exit Windows. If you have placed text or graphics on the Clipboard and you exit Windows, the Clipboard content is erased.

3.6.2 Cutting and Pasting Text

To move text within a document, the following process applies:

1.	Select the text to be moved.
2.	Click on the Cut button (or choose Edit, Cut or use <Ctrl + X)

3.	Place the insertion point where you want the text to be placed.

4.	Click on the Paste button (or choose Edit, Paste or use <Ctrl + V)

SELF ASSESSMENT EXERCISE 4

Moving Selected Text

What you do		Comment/Prompts
1.	Select the entire paragraph that	
	begins Joan Brown	informs	
	me and the blank line following	
	it.		
2.	On   the   standard	docked	To remove the selected text
	toolbar, Click on the Cut button	
	Hint: (if you cannot see this	from the document and place it on
	button,  click  on  the  more	the Clipboard.
	buttons  button  and  select  it	
	from the list of “more button”)	
3.	Place the insertion point at the	

 


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	beginning of the paragraph that	
	begins with I have a client	
	referral	
4.	Click on the Paste button	To  paste  a  copy  of  the
		
		Clipboard contents at the insertion
		point.
5.	Save the file	


4.0	CONCLUSION

An editor is a program used to create text files or make changes to existing files.

5.0	SUMMARY

Basically you learned how to open and edit a document. You are now also in a position to select, delete or replace text.

6.0	TUTOR-MARKED ASSIGNMENT

1.	In this exercise, you will open the letter that was addressed to Mr. and Mrs. Van Tonder. A similar letter needs to be addressed to Mr. and Mrs. Padget-Brown concerning their son Charles. Rather than retype the entire letter, simply make the necessary changes.


Open the document Typing 2. Change the relevant address and greetings as necessary. Print and then save the document as Typing 3.

2.	Please set at exam paper using Microsoft Word. The subject matter of the exam may be any of your choice. However, it is necessary to comply with the following specifications:

•	The name of the school should appear in capital letters in font Times New Roman, size 14, centered at the top of the page.
•	The subject, grade or form, total marks as well as the duration of the exam should appear just below the heading at the top of the page.

•	A minimum of ten questions must appear in the exam paper.

•	The value of each question must be indicated.

•	Please include at least two multiple choice and two “fill in” questions.
 






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3.	Please type the following document exactly as it appears below. The number in brackets shows the font size of the text.

Grade 7 Class List (14)


	Name (14)	Surname	House
				
	Peter (12)	Appleby	Red
	Robbert	Archer	Blue
	Simon	Bester	Blue
	Arnie	Cook	Green
	Jason	De Winter	Blue
	Scott	Heard	Red
	Anash	Naidoo	Red
	David	Munroe	Green
	Lucas	Marosho	Red
				


7.0	REFERENCES/FURTHER READING

French, C.S. (2000). Computer Science (5th ed.) Gosport, Hants:
Ashford Colour Press.
 







































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UNIT 2	COPYING A TEXT, SAVING CHANGES TO A DOCUMENT AND FORMATTING

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	Copying Text
3.2	Saving Changes to a Document
3.3	Formatting Text
3.3.1  Character Formatting

4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

Here we will consider more aspect of word processing.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	copy a text

•	save changes to a document

•	format a text.

3.0	MAIN CONTENT

3.1	Copying Text

To copy text within a document, the following process applies:

1.	Select the text to be copied.
2.	Click on the Copy button (or choose Edit, Copy or use <Ctrl> + C).

3.	Place the insertion point where you want the text to be placed.

4.	Click on the Paste button (or choose Edit, Paste or use <Ctrl> + V).
 









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SELF ASSESSMENT EXERCISE 1

Copying Selected Text

What you do	Comment/Prompts
1.	Select  the  text  Kathleen de					
				Kathleen de Winter		
	Winter					
						
						
2.	From  the  Standard  toolbar,					
	click on the Copy button			To place a copy of the
		selected text on the Clipboard.
3.	Press and hold down <Ctrl>	The insertion point will move to
	and press <End>	the end of the document
4.	Press: <Enter> three times					
5.	Click on the Paste button	To paste a copy of the Clipboard
		contents at the insertion point.


3.2	Saving Changes to a Document

To save a document with its current name, use the File, Save command. You can access this command by clicking on the Save button on the Standard toolbar, or by choosing File, Save. This command does not enable you to rename the document or change its location. The File, Save command updates the file on disk, replacing the original file with the document in the active window.

Some general rules for saving are:

•	Save at least once every 15 minutes.

•	Save before printing

•	Save before spell-checking.

SELF ASSESSMENT EXERCISE 2

Saving Changes to a Document

What you do	Comment/Prompts
1.	Observe the title bar at the top	The document has already been
	of the window	named My Memo.
2.	Click on the Save button	
		To save the document with the
		same name in the same location.

 


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(Clicking on the save button is the

same as choosing File, Save.)



3.3	Formatting Text

It is possible to change the appearance and position of text by applying various formatting options. On this course you will be introduced briefly to two kinds of formatting namely, character and paragraph.

3.3.1 Character Formatting

Character formats – such as bold, italics, underlining, font face and font size — can be used to emphasize text in a document.

The Formatting toolbar, shown in Figure 1 below, has been designed specifically for formatting. The more commonly used formats have been assigned tools on this toolbar. If an option that you wish to set were not available from the toolbar, you would have to make use of the Format, Font… dialog box.


Font	Bold Underline








Font size	Italics

Figure 1: The Formatting Toolbar

You can use buttons on the Formatting toolbar to change the appearance of all or part of a document quickly.

Formatting may be applied to:

1.	Existing test or
2.	May be selected before entering text.

If you wish to apply formatting to text that has already been typed, select the text the appearance of which you would like to change, and then click on the button of your choice. For example, to apply boldface to existing text, select the text and then click on the Bold button.
 



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If you wish to apply formatting before typing, simply select the formatting options that you wish to apply and then type the text. When you no longer wish the format to apply, turn the formatting option off, or change it to an alternative, whichever is applicable.

Some Formatting buttons are toggles, that is, the same button is used to turn a formatting feature “on” and “off”. Examples of toggle buttons are bold, italic and underline. To remove the formatting after it has been applied, select the text, the formatting of which you would like to remove, and click on the corresponding button on the Formatting toolbar.

Some Formatting features, such as the Font and Font size options, are not toggling buttons. These features require that some selection always be made. In other words, you cannot turn the Font option “off”; you can only change it to a different Font.

To apply formatting on a single word, place the insertion point in the word and apply the formats.

Table 2 below includes a list of shortcut keys that may be used for character formatting. Only the most frequently used formatting options have been assigned shortcut keys. They are worth learning, as typing speed is not compromised when applying formatting using this method.

Table 2

Shortcut key combination	Formatting result
<Ctrl> + B	Bold
<Ctrl> + I	Italic
<Ctrl> + U	Underline

SELF ASSESSMENT EXERCISE 3

Using the Formatting Toolbar to apply and remove Character Formats

Before you begin: The document My Memo should still be open on your screen.

What you do	Comment/Prompts
1.	Select the word numerous in			
	the first paragraph of text.			
2.	Using the Formatting toolbar,		I	
	click on the Italic button. If it is			
				
	not currently visible, look on			
			To apply the italic format to the
 


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CIT101						COMPUTERS IN SOCIETY
							
	the formatting docked toolbar.	word “numerous”.
3.	Select the text Client Referral						
	above the first paragraph						
4.	Using the Formatting toolbar,				U	
	click on the Underline button.						
							
		To apply the underline format to
	Observe the text	
		the selected text.
		
5.	Select the name Kathleen de						
	Winter at the bottom of the						
	document						
6.	Click on the Bold button		B		
				
		To apply the bold format to the
		selected text
7.	Select the name Joe Burger	The text is highlighted
8.	On the Formatting toolbar,						
	Observe the Font drop-down	The font “Times New Roman” is
	list	
		selected
9.	From the Font drop-down list,	To format the selected text with
	select Arial (Remember, to	the Arial font
	open or “expand” the box, you						
	must click on the down arrow).						
10. Using the Formatting toolbar,	The font size is set to 12.
	display the Font sizedrop-						
	down list and observe the						
	current font size						
11. Select: 14						
							The font size is reset to 14.



4.0	CONCLUSION

Copying texts, and saving changes to a document and formatting are important in word processing.
 






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5.0	SUMMARY

Copying a text required four processes. Here you also learned two kinds of formatting: character and paragraph.

6.0	TUTOR-MARKED ASSIGNMENT

Open the file Typing 1. Insert the text “around the world” in the last sentence just after the word “teachers”. Insert the words “and or repetitive” before the last word of the paragraph. The revised sentence should read as follows: (changes have been underlined).

“Therefore, a Word Processing program can be used on a daily basis by school teachers around the world to simplify tedious and/or repetitive tasks”
Save and close the file.

7.0	REFERENCES/FURTHER READING

French,  C.S.  (2000).  Computer  Science  (5th  ed.).  Gosport  Hants:
Ashford Colour Press.
 








































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UNIT 3	PARAGRAPH FORMATTING: THE SPELLING
CHECKER AND INTRODUCTION TO PRINTING A DOCUMENT

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	Paragraph Formatting
3.2	The Spelling Checker

3.3	Introduction to Printing a Document
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0	INTRODUCTION

You need to pay much attention to paragraph formatting and printing of documents.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	select the paragraph

•	apply the format

•	check selected text

•	print a document.

3.0	MAIN CONTENT

3.1	Paragraph Formatting

Paragraph formatting, such as alignment, indents, and tabs can be used to affect the appearance of your document. To apply a paragraph format, you select the paragraph and apply the format. However, you can select the paragraph by just placing the insertion point in the paragraph, or by selecting any amount of text in the paragraph. The formats you apply will affect the entire paragraph.

Paragraph alignment may be applied before typing a paragraph or after the paragraph has been typed. Paragraph alignment determines how text is positioned between the left and right indents. There are four alignment options.
 


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1.	Left Alignment

Align Left:
Lines of text are aligned along the left indent. The text along the right side of the paragraph appears ragged. Left aligned is the default paragraph-alignment setting.

2.	Center Alignment
Center:

Lines of text are aligned between the indents. Both the left and right

sides of the paragraph appear ragged.

3.	Right Alignment
Align Right

Lines of text are aligned along the right indent. The left and right indents

are even with the left margins by default. If you apply paragraph
alignment to a selected paragraph, the text will appear to align (left,
center, right and justified) with the margins. The text along the left side
of the paragraph appears ragged.

4.	Justified

Justify:
Lines of text are aligned along both the left and right indents. Word adjusts the spacing between words so that they stretch from left indent to right indent. When the last line of a justified paragraph is short, however, it will not be stretched out.

Various methods are available by which you can apply paragraph alignment. On this course you will be introduced to one of the most common methods used to apply alignment, namely, selecting one of the alignment buttons on the Formatting toolbar. Table 3.1 on page 21 illustrates these buttons.

Table 3.1

Alignment	Button
Justify	
	
Right	
	
Left	
	
Center	
	

 



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SELF ASSESSMENT EXERCISE 3

Using Paragraph Alignments

Before you begin: The document My Memo should still be open on your screen.

What you do	Comment/Prompts
1.	Place the insertion point in the	“I have a client referral for you…”
	last paragraph of the document	
2.	On  the  Formatting  toolbar,	
	observe the Alignment buttons	
3.	Click on the Center alignment	
	button	To center each line of the selected
							
							paragraph  between  the  left  and
							right indents.
4.	Click on the Right alignment	
	button	To right align the paragraph
							
5.	Click  on  the  Left alignment	
	button	The paragraph is left aligned.
							
6.	Click on the Justify alignment	
	button	The paragraph is justified.
							
7.	Select the first paragraph of text	The  paragraph  is  once  again
							centered
8.	Click on the Justify alignment	
	button	The paragraph is justified
							
9.	Select File, Save	
10. Select	F	ile,	C		lose	
							



3.2	The Spelling Checker

No matter how carefully you type or proofread a document, errors inevitably creep into documents. Word 2000 has provided certain proofing tools to help eliminate such errors from your final document. One of these is the Spell Checker.

Although a spelling checker is no substitute for proofreading, you can use this feature to help you create and edit your documents. Word checks each word in a document against its dictionaries, then highlights those words that it does not recognize. The spelling checker also checks
 



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for such common typing mistakes as repeated words (“the the”) and, in conjunction with the AutoCorrect feature, it checks for irregular capitalization (“tHe”).





To check selected text, make the selection and click on the Spelling and Grammar button located on the Standard toolbar. To check an entire document, deselect any selected text, and place the insertion point at the top of the document before clicking on the Spelling and Grammar button.

When the spelling checker highlights a possible error, a list of suggested words may appear in the Suggestions list box, depending on whether the dictionary contains a word that is similarly spelled. The first word in the suggestion list is automatically selected. If Word’s dictionaries do not recognize the highlighted word or if it has irregular capitalization, then you can choose from the following spelling options:

•	Correct the spelling. If the correction that you want is highlighted in the Suggestions text box, click on Change. If the correction that you want is in the Suggestions list box but not highlighted, click on that word and click on Change. If the correction that you want is not suggested, type the correction in the top text box and click on Change. To automatically change all occurrences of the word throughout the document, click on Change All.

•	Leave the word unchanged. If you want to leave the word as it is and continue the spell check, click on Ignore. To automatically ignore all further occurrences of the word, click on Ignore All.
•	Add the word to a dictionary. If you want to add the word to a custom dictionary, click on Add.
•	Stop the spell-check procedure. If you want to cancel the spell-check procedure at any point, click on Cancel. All changes made up to that point will be preserved. If you used the Change All or Delete All options, some instances of those words might not be changed or deleted.

•	Add the word to the AutoCorrect list. You can add a mis-spelled word and its correct spelling to the AutoCorrect list by clicking on the AutoCorrect button.

If the error is that of repeated words, you can click on Delete to delete the second instance of the word.
 






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The Automatic Spell Check feature informs you of spelling errors as you type. It can be enabled or disabled by choosing Tools, Options… and selecting the Spelling & Grammar tab. Then, under Spelling, select Check spelling As You Type. When you mis-spell a word, it will be underlined in red. To correct the spelling, right-click on the word to display a shortcut menu with alternate spelling suggestions and select the correctly spelled word.

SELF ASSESSMENT EXERCISE 4 Checking the Spelling of an Entire Document

What you do			Comments/Prompts
1.	Open: Spelling			The file Spelling appears on your
	Hint: File, Open			screen
						
2.	Select Tools, Options… on the	To verify that certain options have
	menu					been deselected.
		bar  at  the  top  of  the	
	screen			
3.	Please ensure that the following	For this particular exercise we do
	checkboxes	have	been	not want these features activated
	deselected (turned off)		automatically.
	Check spelling as you type		
	Check grammar as you type	
	Check grammar with spelling	

4.	Click on OK

5.	Make sure that the insertion point is at the top of the document
								The Spelling and Grammar dialog
								
6.								box is displayed.	
	Click  on  the  Spelling  and		
					
	Grammar button				
7.	Observe the dialog box	The first unrecognized word in the
								document,	“rright,”	is
								automatically highlighted.	
								NB: Always check that the correct
								word  has  been  selected  in  the
								Suggestions box before clicking on
								Change.		
					
8.	Click on: Change	“rright” is changed to “right”. The
								next  unrecognized  word  in  the
								document “douts” is highlighted.	
9.	Ensure that “douts” has been	“douts” is changed to “douts The
	selected in the list of suggested	next  unrecognized  word  in  the
	words then click on: Change	document	“confidence”	is
								highlighted.		

 


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10. Ensure	that “confidence” has	“confidence”		is	changed	to
	been  selected  in  the  list  of	“confidence”.		The		next
	suggested words the click on:	unrecognized		word	in	the
	Change			document	“diminished”	is
						highlighted.					
11. Ensure	that “diminished” has	“diminished”		is	changed	to
	been  selected  in  the  list  of	“diminished”.		The		next
	suggested words then click on:	unrecognized		word	in	the
	Change			document	“psychologists”	is
						highlighted.					
12. Ensure that “psychologists” has	“psychologists”	is	changed	to
	been  selected  in  the  list  of	“psychologists”. The next possible
	suggested words then click on:	error  in  the  document  “of’  is
	Change			highlighted					
13.		Observe the dialog box		Although “of’ is not mis-spelled, it
						has been typed twice. (repeated)
14. Click on Delete			To delete the second “of’ and to
						have the Spelling and Grammar
						check continue.				
15. Please	continue	with the	spell						
	check until all correction have						
	been made.								
	Please	note:	The	word						
	“Midpower” will be shown as						
	unknown. It is in fact correct.						
	Please select Ignore when this						
	word appears in the dialog box.						
16. Click on OK			To  close  the  message  box  that
						reads,  “The  spelling  check  is
						complete.”					

3.3	Introduction to Printing a Document

The final step in the production of a document is printing. Learning about finer print details does not lie within the scope of this course and will be dealt with on program specific course. We will therefore concentrate on the basic principles of printing only.

To print the document in the above window, the following process applies:

1.	Choose File, Print (or press <Ctrl> + P). This display the Print dialog box see figure 3 below.
 






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Figure 3: The Print dialog box

2.	If you have access to more than one printer from your computer, select the correct printer in the printer Name box.

3.	Select what you want to print in the Page range (By default, the entire document is printed, but you can choose to print the current page, multiple pages, or selected text.)

4.	Select how many copies you wish to print.
5.	Click on the Options button to locate additional print settings if required.

6.	Click on OK to start the printing process. Or

Click on Cancel to close the dialog box and return to the document without printing.

The Print button on the Standard docked toolbar sends the document directly to the printer, bypassing the Print dialog box. Therefore, the default settings will be used.

   Print Button

SELF ASSESSMENT EXERCISE 5

Printing the Finished Document

What you do	Comments/Prompts
1.	Open: My Memo	
2.	Choose: File, Print…	To display the print dialog box
						
3.	Examine	the print options in	
	the dialog box	
		
4.	Click on Cancel	To cancel the print command and
 



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close the  print dialog box. (Or

click on OK to print the document)

5.	Select File, Exit to exit Word 2000


4.0	CONCLUSION

Word adjusts the spacing between words so that they stretch from left indent to right indent.

5.0	SUMMARY

Although a spelling checker is no substitute for proofreading, spelling checker could be used to create and edit documents.

6.0	TUTOR-MARKED ASSIGNMENT

Type a letter to the parents of students of Slugger Van Tonder under the following institutions:

•	The letter is to be typed in Times Roman Font at a font size of 12,

•	The address of Mr. and Mrs. Van Tonder as well as the current date, should be aligned to the right of the document.
•	The greeting is to be followed by a suitable heading, which is to be underlined and centered across the page.
•	The body of the letter should assist a minimum of two paragraphs of text. The alignment of this text should be justified.
•	Your name at the conclusion of the letter should be typed in capital letters with bold and italics applied.

Spell check the letter, taking care to correct all spelling errors.
If you have access to a printer, please print the completed letter.
Save the document as Typing. Close the file.

7.0	REFERENCES/FURTHER READING

French, C.S. (2000). Computer Science (5th ed.). Gosport Hants: Ashford Colour Press.
 













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UNIT 4	SPREADSHEET

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	Definition of a Spreadsheet

3.2	The Paper Spreadsheet
3.3	The Excel Program
3.3.1  Starting (Launching) Excel
3.4	The Workbook Environment
3.4.1  The Excel Workbook Structure
4.0	Conclusion
5.0	Summary

6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

A spreadsheet comprises a grid of numbered rows and lettered column intersecting in cells. A cell can contain either text or numbered values.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	define a spreadsheet

•	discover some of the features and limitations of a paper spreadsheet
•	start Excel

•	identify the features of a workbook.

3.0	MAIN CONTENT

3.1	Definition of a Spreadsheet

Before we compare the paper spreadsheet to the electronic spreadsheet, it is importance to clarify exactly what is meant by the spreadsheet.

A spreadsheet consists of information written in tabular form; in other words, rows and/or columns of figures and/or text. A series of data depicted horizontally is called a “row” while a series of data depicted vertically is called a “column”. These data may consist of text, “raw” numbers or of calculated results. The primary objective of a spreadsheet is to keep a record of numerical information.
 


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3.2	The Paper Spreadsheet

In order to appreciate the Excel software program, it is helpful to understand the limitations of a “paper spreadsheet”. By “paper spreadsheet” we mean a non-electronic spreadsheet that has either been hand-written or typed.

Working with a paper spreadsheet can be complicated and time consuming. Information that changes must be erased and rewritten, causing computations to be incorrect until they are redone. If any raw number changes, calculations dependent on that number have to be re-calculated. Failure to do so will result in incorrect answers. This causes a domino effect; in other words, if information at the top of the spreadsheet needs to be recalculated, all subsequent calculations which are related to the initial calculation, would need to be recalculated.

For example, an incorrect entry in a chequebook can throw off a running balance; when the error is found, a significant number of computations may need to be redone to arrive at the current balance.

Paper spreadsheets have limited functionality because they are static. In other words their practical application is limited because of inflexibility. Soon you will see that “electronic spreadsheets” do not have this limitation.

Figure 4.1 is an example of a paper statement. In Exercise 11, you will examine the various element of the paper spreadsheet.


Personal Budget for the First Quarter
Monthly income (Net) ........... >
			R 1.475.00
				Quarter
	January	February	March	Totals
Rent	600.00	600.00	600.00	R1.800.00
Telephone	48.25	43.50	42.10	R 133.85
Utilities	67.27	75.92	62.89	R 206.08
Charge Cards	200.00	110.00	70.00	R 380.00
Heating Oil	125.52	150.57	50.32	R 326.41
Auto Insurance	150.00	—	—	R 150.00
Cable TV	30.25	30.25	30.25	9075
Monthly Totals:	R 1,221.29	R 1.010.24	R 855.56	
Balance:	R 253.71	R 464.76	R 619.44	

Figure 4.1: A sample of paper spreadsheet.
 




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SELF ASSESSMENT EXERCISE 1

Examine a Paper Spreadsheet

Objective: To discover some of the features and limitations of a paper spreadsheet.

What you do	Comments/Prompts		
1.	Look at Figure 4.1	It  illustrates  a  typical  paper
		spreadsheet				
2.	Observe how the information is	It is laid out in columns and rows.
	arranged						
3.	Look  at  the  entries  in  the	The	spreadsheet	contain	text,
	spreadsheet	straight  or  “raw”  numbers,  and
		numbers  that  are  the  result  of
		computations.				
4.	Look at the calculated values in	If you change any of the numbers
	the Quarter Totals column and	that contribute to these calculated
	the Monthly Totals and Balance	values, the totals will	have to be
	rows  at  the  bottom  of  the	recalculated.	This	is	one	of the
	spreadsheet.	limitations	of	using	paper
		spreadsheet.				
5.	Notice the appearance of the	The	computations		in  Quarter
	totals	Totals and Monthly Totals include
		rand signs to signify currency
6.	Observe the column widths	Some  columns  are  wider  than
		others are.				
Further Practice Exercise						

1.	In Figure 4.1, cross out the current amount for the January telephone bill and change it to 55.
2.	Circle the number that must be recalculated because of this change.


3.3	The Excel Program

Excel is a software application that provides an “electronic spreadsheet,” or worksheet environment. Excel’s worksheet is an electronic replacement for traditional planning tools: the pencil and eraser, the accountant’s ledger sheet and the calculator.

An Excel file, called a workbook, can contain worksheets. Excel can be used to manage numbers and calculations. You may use Excel for purposes such as the setting up of profit and loss statements, cash flow forecasts, sales reports, product lists inventories, budgeting, project planning etc.
 


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Unlike the paper spreadsheet, you can set up an Excel workbook as a responsive and dynamic work environment; you can create formulas in Excel that will get automatically update when you change your data.

3.3.1 Starting (Launching) Excel

To start Excel:

1.	Turn on your computer
2.	Click on the Windows Start button to access the start menu

3.	Choose Programs, Microsoft Excel.

SELF ASSESSMENT EXERCISE 2

Starting Excel

Before you begin: Ensure that the computer has been turned on, and that the Windows desktop is displayed.

Objective: To Start Excel and to Exit from Excel

What you do	Comments/Prompts
1.	Click on the Start button on	The Start menu is displayed.
	the Taskbar	
2.	Click  on  Programs  on  the	The   Programs  sub-menu   is
	Start menu.	displayed.
3.	In  the  sub-menu  click  on	Microsoft Excel is launched. Next
	Microsoft Excel	you will exit from Excel
4.	Click on File	The File drop-down menu appears.
				
5.	Click on	E	xit	Microsoft Excel is closed.
					

Further Practice Exercise

1. Start Excel again.

Hint:  If you need help, refer to Exercise 12.

2.	Exit from Excel.
Hint: If you need help, refer to Exercise 12.



3.4	The Workbook Environment

The Excel worksheet consists of various elements. In order for you to be able to capture and manipulate data, it is necessary to be familiar with certain elements found in the worksheet as well as with some of the terminology associated with spreadsheets.
 


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3.4.1 The Excel Workbook Structure

The workbook window displays the workbook – an Excel file in which you work and store your data. A workbook is made up of worksheets. Different types of sheets may appear in a workbook.

The components of the workbook window are the workbook itself, scroll bars, sheet tabs, and stab crolling buttons.

•	Workbook: The default Excel workbook contains 3 worksheet names Sheet1 through Sheet3. The sheet names appear on tabs at the bottom of the workbook. A new Excel workbook file can contain up to 255 separate worksheets. The Excel worksheet is a grid of 256 columns by 65,536 rows. Columns are designated by letter running down across the top of the worksheet, and rows are designated by numbers running down the left border of the worksheet. Column headings begin with letter “A” and continue through the letter “Z.” After the 26th column (Column Z), headings become double letters, From “AA” to “IV”. Row headings begin with number 1 and continue through the number 65536.

•	Cells: the intersection of a column and a row. Cells are typically referred to by their column and row location. For instance, column A, row 1 is cell A1. You enter data (text or numbers) directly into any cell that is active. A thick, dark border distinguishes the active cell.

•	Formula bar: a bar located near the top of the window that displays the constant value or formula used in the active cell.
•	Scroll bars: to the right of and below the worksheet grid. Use the scroll bars to display different areas of the active worksheet.
•	Sheet tabs: at the bottom of the workbook. You can click on the sheet tabs to move from one sheet to another in a workbook.
•	Tab scrolling buttons: to the left of the sheet tabs. You can click on the tab scrolling buttons to scroll the display of sheet tabs one at a time, or to display the first or last grouping of sheet tabs within a workbook.

The other parts that complete the full Excel screen are the standard elements associated with a “Window”, for example, a title bar, a menu bar, a toolbar, etc. You have already been introduced to these elements in Module 2 of this course. Detailed explanations of these elements may be found in Module 2.
 









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SELF ASSESSMENT EXERCISE 3

Identifying the Features of a Workbook

What you do	Comments/Prompts
1.	Start Excel	
2.	Observe the workbook and its	It  is  like  a  stack  of  paper
	tabbed worksheets	spreadsheets. The tabs enable you
		to move from one worksheet to
		another.  There  are  3  sheets  in
		workbook, and you can add more
		to have as many as 255 sheets in a
		single workbook.
3.	Observe the top portion of the	At the very top of the window is
	screen.	the Excel title bar. Just below it is
		the menu bar followed by the two
		toolbars arranged in a single row,
		and then formula bar.
4.	Observe the column headings	Located  at  the  top  of  the
		worksheet, column headings label
		the columns with the letters “A” to
		“IV”.  A  column  extends  down
		through all of the rows.
5.	Observe the row headings	Located on the left side of the
		worksheet, row headings number
		the rows from 1 to 65536 and
		extend through all of the columns
6.	Examine a cell	A  cell  is  the  intersection  of  a
		column and a row. Cells are named
		by their column and row locations;
		for example, A1, C12, or IV65536.
7.	Look for the active cell	A bold border surrounds the active
		cell. When a new worksheet is
		created, the active cell is cell A1.
8.	Notice the cell reference area	On the far-left side of the formula
	in (Hint. The formula bar is	bar, the reference area identifies
	located just above the column	the current or active cell.
	heading).	

4.0	CONCLUSION

You have examined the various elements of the paper spreadsheet. Moreover, you can start Excel and exit from Excel and identify the features of a workbook.
 





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5.0	SUMMARY

Spreadsheet packages provide a wide range of facilities for creating and manipulating formulated tables and charts of values.

6.0	TUTOR-MARKED ASSIGNMENT

Please create the spreadsheet below taking special note of the following:

•	The label in cell A1 is set to font size 12. All remaining data is set to 10
•	Ensure that column A is wide enough to accommodate the label in cell A11 and that column F is set to accommodate the text in cell F4.

•	The labels in the range B4: F4 are right aligned

•	Ensure that bold is applied where necessary






















Save the workbook as Spreadsheet1. Close the file.

7.0	REFERENCES/FURTHER READING

Ayo, S.K. (1998). Computer Literacy Operating System and Application (2nd ed.). Mckay Consult.
 
















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UNIT 5	ENTERING AND CORRECTING DATA

CONTENTS

1.0	Introduction
2.0	Objectives

3.0	Main Content
3.1	Entering and Correcting Data
3.1.1  Suggested Steps for Creating a Worksheet
3.1.2  Entering Data
3.2	Replacing Cell Contents
3.3	Changing Entries as you Type
3.4	Entering Numbers

3.5	Saving a File
3.5.1  The File, Save and the File, Save as… Commands
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

You will learn here how to enter data Excel worksheet.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	create your own workbook in Excel

•	replace text in a cell

•	correct an entry before entering it

•	enter numbers.

3.0	MAIN CONTENT

3.1	Entering and Correcting Data

3.1.1 Suggested Steps for Creating a Worksheet

First, consider your objectives for creating a worksheet and the type of information you want to include. Get some idea of how you want the worksheet to look. For example, do you want the months to appear across a row or down a column?
 






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You might find it helpful to sketch a draft on a piece of paper to create the structure before you begin typing data. When you are entering data in an Excel worksheet, the suggested order is:

1.	Type the text information to create a structure.
2.	Type the numbers

3.	Add the formulas, copying where possible
4.	Add a title to the top of the worksheet
5.	Format the text, numbers, and formulas.

3.1.2 Entering Data

To create your own workbook in Excel, you will need to enter data. To enter data:

1.	Select, or activate, the cell in which you want to display the data; use the mouse pointer to point to a cell and then click to select it or use the arrow movement keys on your keyboard to select a cell.

2.	Type the data.
3.	Enter the data into the cell by using any of these techniques:

•	press the <Enter> key;

•	click on the <Enter> button in the formula bar (the boxed checkmark);
•	or press any of the keyboard movement keys, such as <Right Arrow> or <Tab>.

Worksheet cells can contain constant values (text or numbers) or formulas. In a worksheet, text is used to organize and identify the numerical information. By default, text is left aligned in the cell.



















Figure 5.1: An example of text and number entered in a worksheet
 





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SELF ASSESSMENT EXERCISE 1

Entering Text

What you do	Comments/Prompts
1.	Look at the mode indicator	(Located in the left corner of the
		status bar). The mode is Ready.
2.	Place the mouse pointer on Cell			
	A2.	The  mouse  pointer  becomes  a
		cross. You click on a cell to select
		it.
3.	Type: Months	The  word  appears  both  in  the
	Do not press <Enter>	formula bar and in the cell, but it is
		not yet entered.
4.	Note the Cancel, Enter, and			
			???=	
	Edit Formula buttons			
				
			Located in the formula bar. They
		are used for data entry with the
		mouse.
5.	Press: <Enter>	To enter the text and move down
		one cell. Cell A3 is now the active,
		or  selected  cell.  The  mode
		indicator returns to Ready.
6.	Select cell B2	You can either click on the cell or
		use the Right Arrow and Up Arrow
		keys on your keyboard to select
		cell B2.
7.	Type: Sales	To enter the text into cell B2
	Press: <Enter>			


Further Practice Exercise

1.	Enter the following information in cell listed: In cell C2, enter Expenses

In cell D2, enter Totals

 


















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3.2	Replacing Cell Contents

One method you can use to correct an item after it is entered into a cell is to retype the entry and press <Enter> again. The new entry replaces the old entry.

SELF ASSESSMENT EXERCISE 2

Replacing Text in a Cell

What you do	Comments/Prompts
1.	Select cell D2	
		
2.	Type: Profits	The new text is displayed in the formula
		bar and in the cell.
3.	Press: <Enter>	The  word  “Profit”  replaces  the  word
		“Total”, and the active cell moves to cell
		D3.

3.3	Changing Entries as you Type

To change an entry before it is entered into a cell:

•	Press <Backspace> to delete individual characters.

•	Press <Esc> or click on the Cancel button (the X in the formula bar) to clear the entire entry.

SELF ASSESSMENT EXERCISE 3

Correcting an Entry Before Entering it

What you do	Comments/Prompts
1.	Select cell A4	
	Type: January	
	Do not press <Enter>	
2.	Press: <Esc>	The text in the formula bar and in
		cell A4 is erased.
3.	Select cell A3	
		
4.	Type: January	
	Do not press <Enter>	
5.	Press: <Backspace> 4 times	To erase the letters “uary.”
6.	Press: <Enter>	The text “Jan” is entered into cell
		A3 and the active cell is now A4.
 





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Further Practice Exercise

1.	Enter the following information in the cells listed:

In cell A4, enter Feb In cell A5, enter Mar In cell A7, enter Totals



3.4	Entering Numbers

By default, numbers are displayed right aligned as you type them. SELF ASSESSMENT EXERCISE 4 Entering Numbers

What you do	Comments/Prompts
1.	Select cell B3	
		
2.	Type: 120	The Sales, Expenses, and Profits represent
	Press: <Enter>	thousands of dollars.
		
3.	Observe the number	Numbers are right aligned in the cell.
	in the worksheet	


Further Practice Exercise

1.	Enter the following numbers in the cells listed:

Cell B4, enter 195

Cell B5, enter 230
Cell C3, enter 115
Cell C4, enter 100
Cell C5, enter 125





3.5	Saving a File

3.5.1 The File, Save and the File, Save as… Commands

Until it is saved, a workbook exists only in computer memory, which is a temporary storage place. For permanent storage, a workbook must be saved to a disk. It is important to save your work frequently (every 10 to 15 minutes).
 


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Although it is not necessary, if you select cell A1 before saving the file, the upper-left corner of the active worksheet will be displayed when the file is reopened. This helps you to orientate yourself when you are working with a large worksheet.

Choose File, Save to save changes to an existing workbook.

Choose File, Save As to save a file for the first time, or to save the changes in a file with a different name (other than the one specified in the title bar), in a different location, or in a different format.

Remember, as you learned in Module 2 Filenames can contain up to 255 characters (letters, numbers, and some symbols), including spaces. You can make the filenames as descriptive as you like.

To choose the correct file location when using the Save As dialog box, expand the Save In list box and select the appropriate folder.

SELF ASSESSMENT EXERCISE 5

Saving the Workbook file

What you do				Comments/Prompts
1.	Click  on  the  File  menu	Not all menu choices are displayed
	command	and			initially.
			observe  the	
	available	choices   without			
	moving the mouse pointer			
2.	Leave the mouse pointer on the	If you rest the mouse pointer on
	File command in the menu bar	the File command and wait briefly
						after opening the menu, additional
						menu choices are listed. Note that
						the  Save  Work-  space…  and
						Properties		options  have  now
						appeared.
3.	From the File menu, choose	The Save As command is used to
	Save As…				save a file for the first time.
	The Save In dialog box should	When first installing Excel,  the
	be set to A: If it is not, please	default folder is My Documents,
	click on the down arrow of the	located   on   the   hard   drive.
	Save In box and select A:	However, on your computer the
						default folder may been changed to
						A:
4.	Type: My Sales Report in the			
	File name box			
5.	Click on the Save button in the	Excel saves a copy of the file in
	lower corner of the dialog box.	the default folder. This enables you
 


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	to  continue  working  with  same
	file.
6. Observe the title bar (at the top	The file’s new name, My Sales
of the window)	Report, is displayed.


4.0	CONCLUSION

Worksheet cells can contain constant values or formulas.

5.0	SUMMARY

Creating a worksheet involves steps. In fact entering data, entering text, replacing text in a cell etc. also involve steps which you need to follow.

6.0	TUTOR-MARKED ASSIGNMENT

Create the spreadsheet below taking special note of the following using Microsoft Excel.

Open the file Spreadsheet 1
Create a formula in cell E5 to calculate the total marks obtained by Appleby, P. (The correct answer is 225). Enter similar formulas to obtain totals for the remaining pupils.

If F5 enter a formula to calculate the average mark obtained by Appleby, P. (The correct answer is 75). Enter similar formulas to obtain the average mark of each of the remaining pupils.

Enter formulas in the range B11:F11 to complete the set spreadsheet. If you have a printer, please print the spreadsheet. Save and close the file.

7.0	REFERENCES/FURTHER READING

Ayo,	S.K. (1998). Computer Literacy, Operating System and Application (2nd ed.). McKay Consult.
 
















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MODULE 4

Unit 1	Using Formulas
Unit 2	Spreadsheets: Numeric Formats
Unit 3	Creating Charts
Unit 4	Charts from Non-adjacent Data, Embedded Charts and
Chart Links

Unit 5	Chart Types


UNIT 1	USING FORMULAS

CONTENTS

1.0	Introduction

2.0	Objectives
3.0	Main Content
3.1	Using Formulas
3.1.1  Mathematical Operators
3.2	Clearing Cell Contents
3.3	Using Undo
3.4	File Handling Techniques

3.4.1  Closing Files
3.4.2  Creating a New Workbook
3.5	Formatting a Worksheet
3.5.1  Working with Ranges
3.5.2  Using Toolbar Buttons to Format a Worksheet
3.5.3  Adding Border and Colour to Cells
4.0	Conclusion

5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0	INTRODUCTION

Here you will learn how to enter formulas, clear contents of a cell and use the UNDO button. You will be able to change text appearance.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	enter formulas

•	clear contents in a cell

•	close workbooks

•	use button to change text appearance

•	add borders and colour.
 


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3.0	MAIN CONTENT

3.1	Using Formulas

Formulas are instructions that you enter to perform calculations.

You can create formulas by using numbers (for example, 350+450); however, it is preferable to construct formulas that refer to worksheet cells. This way, the results of the formulas update automatically when you change numbers in your worksheet. In Excel, you create formulas by preceding the expression with an equal sign (=). For example, if you were to enter the number 350 in cell B1, the number 450 in B2 and the formula = B1 + B2 in cell, the value 800 would displayed in cell B3. were you subsequently to change the value in cell B1 or B2, Excel would recalculated the value of cell B3.

When entering a formula, you can type in cell references or click on the desired cells. Clicking on the cells may eliminate typing errors and prevent mistakes as you determine the cell reference by looking at them.

3.1.1 Mathematical Operators

The mathematical operators that are used in an electronic environment differ slightly from those used manually. Table 1 below compares the symbols used.

FUNCTION	MANUAL	COMPUTER
Division	÷	/
Multiplication	X	*
Addition	+	+
Subtraction	–	–

Table 1: Mathematical Operators

In the above table the two shaded operators are those that require your special attention. The symbol used to indicate exponentiation (i.e to the power of) is the caret (Ù) symbol.

MANUAL	COMPUTER	RESULT
102	10^2	100
103	10^3	1000

Table 2: Exponentiation

In the next exercise you will practice entering some formulas
 



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SELF ASSESSMENT EXERCISE 1

Entering Formulas

Objective: To use cell referencing in formulas.

What you do	Comments/Prompts
1.	Selects cell B7	
2.	Type: = b3+b4+b5	To add the numbers in cells B3, B4, and
	Press: <Enter>	B5 and display the sum in the active cell
		(B7)
3.	Look at the current value	The value is 545.
	in cell B7	
4.	In cell B3, enter 320	The result of the formula in cell B7
	Press: <Enter>	reflects this change
5.	In  cell  D3,  enter  the	To  calculate  January’s  Profits  by
	formula =b3-c3	subtracting
	Press: <Enter>	Expenses (C3) from Sales (B3).


Further Practice Exercise


1.	Enter following formulas in The cells listed:

In cell D4, enter = b4 – C4 In cell D5, enter = b4 – C5 In cell C7, enter = c3 + c4 + c5 In cell D7, enter = d3 + d4 + d5



3.2	Clearing Cell Contents

To remove the contents of a single cell, select the cell and press <Delete>.

3.3	Using Undo

To reverse you last action in Excel, click on the Undo button (or choose Edit, Undo). The speed key combination <Ctrl + Z will have the same effect.

Note: Not all actions can be undone in Excel. For example, you cannot undo a File, Save.
 







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SELF ASSESSMENT EXERCISE 2

Clearing the Contents of a Cell; Using the Undo Button

What you do		Comments/Prompts
1.	Selects cell A2		This cells contains the text “Months” This
			text is not needed in the worksheet.
2.	Press: <Delete>		To clear the contents of cell A2
3.	Click  on  the	Undo	
	button		To undo the deletion of the word Months.



3.4	File Handling Techniques

This section recaps on a few of the basic file handling techniques that you were introduced to in Module 3.

3.4.1 Closing Files

To close a single file, choose File, Close.

SELF ASSESSMENT EXERCISE 3

Closing Workbooks

What you do	Comments/Prompts
1.	Choose: File, Close	A message appears asking if you
								would like to save changes to
								My Sales Report.
2.	Click on Yes	To save and close the file
								


3.4.2 Creating a New Workbook

When you launch Excel, you see a new, blank workbook called Book 1, However, should you require a new workbook at a later stage you do not have to restart Excel to get a new workbook. To create a new workbook without restarting Excel, click on the New button, or choose File, New …. The speed key combination of <Ctrl> + N will have the same result.
 










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SELF ASSESSMENT EXERCISE 4

Creating a New Workbook

What you do	Comments/Prompts
		
1.	Click on the New button	
		You can use the New button to create a
		new workbook either when no other files
		are open or when you have another file
		open.
2.	Close the file	


3.5	Formatting a Worksheet

Formatting changes the way that numbers and text are displayed in the worksheet. For example, the number ten can appear as 10, 10.00, R10, and so on. Applying a format changes only the appearance of a number, not its value. You can change the appearance of text on a worksheet in a number of ways, for example, you can emphasize certain words by applying boldface or underlining.

Categories of Formatting may be summarized as follows:

Number	:   Changes the way numbers, dates and times are
	displayed	
Alignment	:   Governs  where	data  is  positioned  within  a
	particular cell	
Font	:   Controls the style and typeface of data
Border	:   Applies and controls the style of lines which are
	drawn around cells	
Patterns	:   Used to add a shaded colour or pattern to the
	background of a	cell

In addition to the above, setting column-widths and row-heights are also considered part of formatting a worksheet. On this course we will investigate some of the font style options as well as number, alignment, border and patterns formatting briefly.

3.5.1 Working with Ranges

A range is a group adjacent cells that forms a rectangular shape. Before you can use a cell or a range of cells in a worksheet, it is necessary to indicate which cell or range of cell you want to work with. This process is known as selecting. So far you have only been working with a single
 



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cell at a time. It may be necessary to work with more that one cell at a time, for example when formatting.

Selecting Cells

There are various methods that may be used to select a range of cells.
Two of these are as follows:

1.	With the mouse pointer, point to the centre of the cell in one corner of the range; press and hold the mouse button while dragging to the opposite corner of the range; and release the mouse button.

2.	Select one corner of the range; press and hold the <Shift> key; and click on the opposite corner of the range to select all cells in between.

3.5.2 Using Toolbar Buttons to Format a Worksheet

You can use button on the Formatting toolbar to quickly change the appearance of all or part of a worksheet. Select the cell or cells whose appearance you would like to change, and then click on the buttons of your choice. For example, to apply boldface to text in cell B5, select cell B5 and then click on the Bold button.

Some Formatting button are toggles. To remove the formatting after it has been applied, select the cell whose formatting you would like to remove, and click on the corresponding button on the Formatting toolbar.

In Exercise 5 below you will have the opportunity to practice applying bold, italic and underline font styles to cells.

SELF ASSESSMENT EXERCISE 5

Using Buttons on the Formatting Toolbar to change Text Appearance

What you do			Comments/Prompts
1.	Open	Australian	And	
	European		
	Divisions’ Report		
2.	Select cell B1		
3.	Click on the Bold button		
				(On  the  Formatting  toolbar.)  To
				make the text boldface. The buttons
				on the Formatting toolbar appear

 


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		“pushed in” when they are selected.
4.	Select cell B3	
5.	Click on the Italic button	
	On  the  Formatting  toolbar,	To remove the Italic attribute. The
	click on the Italic button again	buttons on the Formatting toolbar
		are toggle buttons.
6.	Select the range C12: G16	
		
7.	Click on the Underline button	
		(On the Formatting toolbar.)



3.5.3 Adding Border and Colour to Cells

To emphasize data, you can add borderline or colour to cells. A variety of border types, widths, and colours are available in Excel. To apply borders or colours, select the cells that you want to affect; click on the drop-down arrow next to the Borders or Fill Colour buttons on the Formatting toolbar; and selected an option from the palette.

SELF ASSESSMENT EXERCISE 6

Adding Borders and Colour

What you do	Comments/Prompts
1.	If necessary, select the range	
	B12:G16		
2.	In  the	Formatting  toolbar,	
	click  on  the  down-pointing	If necessary, use the More Buttons
	arrow beside the Borders	button.
	button		
			
3.	Click on the Outside Borders	
	button		(In the third row down, the third
			
			column from the left.)
		
4.	With the range B12: G16 still	
	selected,	on  the  Formatting	To display the palette of available
	toolbar, click on the down	colours.
	Arrow beside the Fill Colour	
	button		
5.	Select the colour Turquoise	Use Screen Tips to identity each
			color.
6.	Deselect the range (click on	To view the formatting.
	any cell)		

 


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4.0	CONCLUSION

Formulas are used to perform calculations.

5.0	SUMMARY

You are now in a position that you can enter formulas, clear contents, of a cell, close workers and add borders and colour.

6.0	TUTOR-MARKED ASSIGNMENT

Open the file Spreadsheet 2. Apply the following formatting options:

?
•	Apply outside border to the range A3:D8

•	Apply a bottom border to the range A7:D7

•	Apply a bottom border to the range A3: D3

•	Apply the fill colour of your choice to the range A3: D3

•	Print, Save and Close the Workbook.

7.0	REFERENCES/FURTHER READING

Ayo, S. K. (1998). Computer Literacy, Operating Systems and Applications. (2nd ed.). Mckay Consult.
 



































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UNIT 2 SPREADSHEETS: NUMERIC FORMATS CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	Numeric Formats
3.1.1  Selecting the Entire Worksheet
3.1.2  Categories of Numeric Formats
3.1.3  Details of Numeric Formats

3.2	Text and Number Alignment
3.2.1  Aligning Cell Contents
3.3	Column Widths
3.4	Row Heights
3.5	Printing
3.5.1  Printing the Active Worksheet
4.0	Conclusion

5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0	INTRODUCTION

In this unit you will be exposed to categories of numeric formats, text and number alignment and printing.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	format a cell

•	align text in a cell

•	change column widths

•	change row heights

•	print the active worksheet.

3.0	MAIN CONTENT

3.1	Numeric Formats

3.1.1 Selecting the Entire Worksheet

You can select the entire worksheet by clicking on the Select All button, which is the intersection of the row and column headings in the upper-left corner of the worksheet.
 




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3.1.2 Categories of Numeric Formats

Many number formats can be applied by using the Formatting toolbar. Number formats are divided into several categories, such as Currency, Percentage, Scientific Accounting, and Fraction. The options not available on the toolbar may be selected through the Format Cells dialog box (accessed from either Format menu or the shortcut menu).

3.1.3 Details of Numeric Formats

You can use Excel’s built-in formats to change the appearance of numbers. In the Format Cells dialog box, select the Number tab and choose the options you would like to use and click on OK. Some of the commonly used numeric formatting options may also be accessed using the formatting toolbar.

Figure 1 below indicate the button available on the Formatting toolbar by default.

Currency	Comma	Decrease Decimal









Percentage	Increase Decimal

Figure 2.1: Formatting Tools

The numeric formatting buttons as listed in Figure 1, are used to produce the following formats:

Currency

Applies a currency symbol to a cell or range of cells.

Percentage

Multiplies the cell contents by 100 and place a % symbol to the right of the number

Comma

Enable two formatting features. Firstly, all negatives will be displayed in brackets. Secondly, a comma (or space – depending on the settings of
 



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your computer) will appear as a separator between millions and thousands. For example, 1000000 will be displayed as 1,000,000 or 1 000 000.

Increase Decimals

Each time you click on the Increase Decimal button, an extra decimal place is displayed to the right of the decimal point.

Decrease Decimals

Each time you click on the Decrease Decimal button, one decimal place fewer is displayed.

SELF ASSESSMENT EXERCISE 1

Formatting a Cell

What you do	Comments/Prompts
1.	Select cells C12:G12	
		
2.	Click on the Increase Decimal	All values in the range are displayed
	button.	with 2 decimal place.


3.2	Text and Number Alignment

3.2.1 Aligning Cell Contents

You can change the alignment of text or numbers in a cell. Right aligned, left aligned, and centered are the most common alignments. To align the contents of a cell, select the cell and then click on the desired Formatting toolbar button.

By default, text entries are left aligned while numeric entries and calculated results are right aligned. This may lead to data that does not appear neatly aligned within your spreadsheet. When attempting to correct this, the most favourable option would be to re-align the label entries, not the values.

Figure 2 below displays three examples. Example 1 shows the data as originally entered. Example 2 shows the data with the numbers having been re-aligned, while Examples 3 shows the data with the text in cell B1 having been re-aligned. While all three examples display the correct information, Example 3 is visually the most successful.
 



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Example 1	Example 2	Example 3















Figure 2.2: Data Alignment

SELF ASSESSMENT EXERCISE 2

Aligning Text in a Cell

What you do	Comments/Prompts
1.	Select the range C5: G5	
2.	Click  on  the  Align  Right	
button	(On the Formatting toolbar.) To
		
		align the text in the selected range
		along the right edge of the cells.



3.3	Column Widths

If the number in the active cell is too wide for the column, the column width will adjust automatically so that the number is displayed. You can also change the width of worksheet columns manually. There are several ways, including the following:

•	Place the mouse pointer on the boundary to the right of a column heading, and drag the divider to the right (to expand the column width) or to the left ( to shrink the column width).

•	Place the mouse pointer on the boundary to the right of a column heading and double-click the mouse button. The column width is calculated to accommodate the longest entry in the column.

When the total (number of characters of numeric data is greater than the column width, number signs (# # # # #), commonly referred to as “hash” symbols, are displayed in the cell if you have manually changed the column width. To display the number, you can change the formatting or enlarge the width of the column.
 


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3.4	Row Heights

Just as the default column width may not always be suitable, so too you will find that the default row height may not always be to your liking. Although the row height will adjust automatically to accommodate the font size of a particular cell, you may wish to change the height of worksheet rows manually. There are several ways, including the following:

•	Place the mouse pointer on the boundary below the row heading, and drag the divider down (to increase the row height) or up (to decrease the row height).

•	Place the mouse pointer on the boundary below the row heading and double-click the mouse button. The row height is calculated to accommodate the highest entry in the row.

SELF ASSESSMENT EXERCISE 3 Changing Column Widths and Row Heights

What you do	Comments/Prompts
1.	Select cell E12	It displays the result of the formula
2.	In the column heading, pointer			
				
	to the boundary between the			
				
	headings for column E and F.			
3.	Drag the boundary to the left	To decrease the width of Column E
	until the tip displays 3.57			
4.	Observe cell E12	Number signs (# # #) are displayed
	Observe the formula bar	in the cell. The formula bar displays
		the true contents of the cell. The
		contents are intact.
5.	Double-click on the boundary	Column E is automatically sized to
	between  the  headings  for	fit the widest number or text in the
	columns E and F	column.
		Next  you  will  increase  the  row
		height of row 6 so that the spacing
		between rows 5 and 6 will more
		acceptable.

6.	In the row heading, points to the boundary between the headings for rows 6 and 7

7.	Drag the boundary down until The height of row 6 is increased the tip display 25:50

 





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3.5	Printing

All default print options are listed in the Print dialog box. If you activate the print process through the Print button, Excel will use the default setting that appear in the print dialog box. Should you wish to change any of these setting, you would have to use the file, prints commands to display the Print dialog box. Figure 3 below displays the print dialog box.





















Figure 2.3 – The Print Dialog Box

Options that may be selected in the Print dialog box include the following:

Printer Name Box Use this list box select a printer.
Copies	Selects the number of copies you wish to print
Print Range	By default all pages of the worksheet will print.
	However, you can select to print specific pages
Print What	only.
	Selection: Prints Only the area specified by you
	Selected  Sheet(s):  Prints  the  current  worksheet
	(default setting)
	Entire  Workbook:  Prints  all  worksheets  in  a
	workbook

3.5.1 Printing the Active Worksheet

A quick way to print your whole worksheet is to click on the print button on the standard toolbar. Warning When you use this button, the print dialog box does not appear on the screen. For every click of the mouse on this button, your printer will print another copy.
 






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SELF ASSESSMENT EXERCISE 4

Printing the Active Worksheet

What you do	Comments/Prompts
1.	Click on the Print button	The Active worksheet is printed
2.	Save the file and exit from	
	Excel	

4.0	CONCLUSION

A worksheet is a single sheet of the workbook. It contains text, numbers and formulas.

5.0	SUMMARY

A workbook is Excel’s name for a file. It contains three sheets. These sheets can be of different types, such as worksheets, macro sheets or chart sheets.

6.0	TUTOR-MARKED ASSIGNMENT

?
•	Apply bold format where necessary

•	Ensure that the column-widths of column A and C are adjusted as necessary
•	Ensure that the values in cell C4:C8 are displayed with 2 decimal symbols
•	Note that the labels in B3: D3 are right aligned.

•	Enter the necessary formulas in D4:D7 to calculate the turnover of each individual item.
•	Enter a formula in D8 to calculate the total turnover.

•	Save the workbook as Spreadsheet 2

•	Print and close the file.

 





















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7.0	REFERENCES/FURTHER READING

French, C.S. (2000). Computer Science (5th  ed.). Gosport, Hants:
Ashford Colour Press.
 

































































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UNIT 3	CREATING CHARTS

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	Creating Chart
3.1.1  Creating a Basic Chart

3.1.2 Examining the Results and Learning about Chart Terminology

4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

You will learn to create charts and other graphic objects using Excel in this unit.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	create column charts on chart sheets using the <F11> functions key
•	apply chart terminology.

3.0	MAIN CONTENT

3.1	Creating Chart

As you learned earlier in this course, Excel 2000 is an integrated worksheet package that runs with the Microsoft Windows 95, Window 98, Windows Millennium Edition and Windows NT 4.0 operating systems. In addition to its worksheet capabilities, Excel enables you to create charts and other graphic objects.

3.1.1 Creating a Basic Chart

After you have created a worksheet, you can graphically represent the worksheet data by creating a chart. Charts often make worksheet data clearer and easier to understand.
 




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What is a chart? It is information presented in the form of a table, graph or diagram. When using the term chart in Excel, we are specifically referring to the graph element of charting. For the duration of this course, these two terms will be used interchangeably.

What exactly is meant by the term graph? A graph is a diagram showing the relation between variable quantities, usually of two, each measured along one of a pair of axes at right angles. Pie, Doughnut and Radar graphs are a few of the exceptions where the axes are either displayed in an unusual format, or not at all.

In summary, a graph is a “pictorial” presentation of a series of values. It is not possible to plot a graph without values. The Excel spreadsheet provides the values that are to be plotted. In addition to numeric data, cells containing text will also be included in the data that is to be plotted as a graph.

Excel enables you to create charts sheets, which are separate sheets of a workbook file that contain only charts. Excel also you to create embedded charts, which are displayed on the same sheet as the worksheet.

Chart sheets enable you to print a chart that is separate from data. You can use page setup options to control how the chart will print. Creating a chart on a separate sheet is useful when you want to show overhead projections of your charts as part of a presentation or a slide show.

Use an embedded chart when you want to print a worksheet and a chart on a single sheet of paper. Embedded charts enable you to print a chart and its associated data side by side on the same printed page. It is easier to compare actual worksheet data to the graphical representation of that data when you use an embedded chart.

To create a chart on a chart sheet, you can either use the Chart Wizard or press the <F11> key. The Chart Wizard feature leads you through a step-by-step process to create a chart.

When you use the <F11> key to create a chart, Excel applies the default chart format the new chart. The default chart format is a column chart with a legend displayed and some formatting applied.

To create a chart using the <F11> function key, the following process applies:
 







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1.	Create or Open the file containing the data that is to be plotted
2.	Select the range containing the data that is to be included in the chart

3.	Press <F11>.

SELF ASSESSMENT EXERCISE 1

Creating a Chart Using the <F11> Function Key

Before you begin: Please ensure that Microsoft Windows and Office 2000 have been installed on the hard disk and the computer is on.

Objective: To create a column chart to represent the quarterly sales data entered in the worksheet.

What you do	Comments/Prompts
1.	Starts Excel 2000	Excel 2000 is launched
2.	If necessary, close the Office	(Right-click on the Office Assistant,
	Assistant	and choose Hide from the shortcut
						menu.)
3.	Choose: File, Open…	The Open dialog box is displayed
								
4.	In the Look in: drop-down list			
	box, select drive A:			
5.	Open: Charts	This file contains quarterly sales
						data for Books and Beyond, Inc.
6.	Select the range: A5:E9	You will chart the quarterly sales
						data for each location.
7.	Press: <F11>	To create the chart.
8.	If necessary, choose Selection	This box is located on the standard
	in the Zoom drop down list	toolbar.
	box in order to view the whole			
			50%	
	graph.			
				
				
9.	Examine the sheet tabs	A new  sheet  named  Chart1  has
						been inserted before the Chart Data
						worksheet. This sheet contains only
						the chart.
10. Examine the Chart toolbar	By default,  the  Chart  toolbar  is
						displayed when a chart is active.
11. If the toolbar is currently	To view the entire chart.
	displayed over the graph,			
	move or dock the Chart			
	toolbar.			

 








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3.1.2 Examining the Results and Learning about Chart Terminology

Figure 3.1 below shows the spreadsheet data from which the graph in Figure 3.2 below has been plotted.

When you create a chart, values from worksheet cells – or data points – create data markers that can be displayed as bars, column, lines, pie slices, or other shapes. A data marker is a chart symbol that represents a single data point.

All of the data points in a column or row on the worksheet combine on the chart to create a data series, which is displayed on the chart as a group of data markers distinguished by the same colour or pattern. For example, all of the entries in the Australia row of the worksheet correspond with the Australia data series of the chart.














Figure 3.1: Spreadsheet data used to plot the graph in Figure 3.2



R

R

R

R

R

R

R

Qtr	Qtr	Qtr	Qtr



Figure 3.2: Result of graph based on selected data in Figure 3.1

A sample of each series’ marker colour and pattern is displayed in the legend along with the series name (taken from the column or row of
 


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labels in the selected range). The legend enables you to identify the series on the chart so that you can easily compare the chart with the worksheet data.

The value axis is typically the vertical axis on the chart. It is also known as the y-axis. Values for data points are plotted against this axis. The category axis is typically the horizontal axis on a chart. It is also known as the x-axis.

Category labels are plotted along the x-axis, and data markers for all series are grouped into these categories. Gridlines are lines that are drawn in the plot area, typically for the values axis, so that data marker can easily be compared with an axis value.

SELF ASSESSMENT EXERCISE 2

Applying Chart Terminology

Objective: To assign the correct label to each element of the chart shown in Figure 3.3

What you do	Comments/Prompts
1.  Use  the  terms  listed  in  the	Data marker
Comments/Prompts  column  on	Data series
the right to label the chart shown	Legend
in Figure 5.3	Value (Y) axis
	Category (X) axis
	Category label
	Gridline



R

R

R

R

R

R

R

Qtr	Qtr	Qtr	Qtr

Figure 3.3: Result of graph based on selected data in Figure 3.1
 




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	R		Data Series		
	Data Markers				Legend
	R				
	R				
	R				
Gridlines	R				
					
	R				
Category	R				
(X)-axis					Category Label
	Qtr	Qtr	Qtr	Qtr	
					
	Value				
	(y)-axis)				




Figure 3.4: Chart Terminology

4.0	CONCLUSION

Chart sheets enable you to print a chart that is separate from data.

5.0	SUMMARY

Here you learned how to create a chart and chart terminology.

6.0	TUTOR-MARKED ASSIGNMENT

In this exercise you will make use of the spreadsheets that you created previously to generate charts and include a column chart.

Open the file Spreadsheet 1. Using the range A4: D9, please plot a column chart without making use of the Chart Wizard.

If you have a printer, please print the Chart.

7.0	REFERENCES/FURTHER READING

French, C.S. (2000). Computer Science (5th ed.) Gosport, Hants; Ashford Colour Press.
 













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UNIT 4	CHARTS FROM NON-ADJACENT DATA, EMBEDDED CHARTS AND CHART LINKS

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	Charting Non-adjacent Worksheet Data

3.2	Embedded Charts
3.2.1  Creating an Embedded Chart
3.3	Moving an Embedded Chart
3.4	Sizing an Embedded Chart
3.5	Deleting Chart Items
3.6	Chart Links
4.0	Conclusion

5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0	INTRODUCTION

Here you will learn how to create a chart from non-adjacent data on the worksheet. You will also learn how to use the Chart Wizard.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	chart non-adjacent worksheet data

•	use Chart Wizard

•	create a pie chart

•	move an embedded chart

•	delete chart items

•	examine links between Worksheets data and charts.

3.0	MAIN CONTENT

3.1	Charting Non-adjacent Worksheet Data

You can create a chart from non-adjacent data on the worksheet. To do so, select the first range of data, and then press the <Ctrl> key while you select the second range of data. Press <F11> to create the chart from the selected ranges.
 





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Note: The non-adjacent selections must be valid ranges. In some cases, cells might contain text for series and category names, To chart the data correctly, select a blank cell in the upper-left corner of the range.

SELF ASSESSMENT EXERCISE 1

Charting Non-adjacent Worksheet Data

Objective: To create a column chart to represent non-adjacent worksheet data.

What you do	Comments/Prompts
1.	Select	the  Chart  data	To display the sheet containing the
	sheet tab (at the bottom of	sales report. The range A5: E9 is
	the screen)	selected.
2.	Select the range: A5: B9	
			
3.	While	pressing   <Ctrl>,	
	select the range E5: E9	
			To select the data for only Quarters
			1 and 4
4.	Press <F11>	To add a second chart sheet after
			the first, and to create a column
			chart representing only the Qtr 1
			and Qtr 4 sales data.


3.2	Embedded Charts

The Chart Wizard feature leads you through a step-by-step process to create a chart and displays sample views as you build it.

3.2.1 Creating an Embedded Chart

When you use the Chart Wizard feature, Excel draws the chart according to the selections you make in the Chart Wizard dialog boxes and embeds the chart as an object on the worksheet. Embedding a chart enables you to work with it directly on the worksheet.

To create a chart using the Chart Wizard the following steps apply:

1.	Create or open the relevant spreadsheets
2.	Select the range containing the data to be plotted

3.	Click on the Chart Wizard tool   located on the Standard toolbar

4.	Follows the four steps as prompted by Chart Wizard.
 


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SELF ASSESSMENT EXERCISE 2

Creating a Pie Chart; Reviewing the Chart Wizard Dialog Boxes

Objective: To create a chart on the same sheet as the worksheet data.

What you do	Comments/Prompts
1.	Select the Chart Data sheet	
				
2.	Selects the range: A5:A9	(The country names and the column
				label)
3.	While   pressing   <Ctrl>,	(The totals and the column label.)
	select the range F5: F9	
4.	Click on the Chart Wizard	
	button	On the Standard toolbar, If necessary,
				
				use the More Buttons button to find
				it. The first of the four Chart Wizard
				dialog boxes is displayed.
				You can click on Cancel or get Help
				from any Chart Wizard dialog box.
5.	If necessary, close the Office	By clicking on No, Don’t Provide
	Assistant	Help Now.
6.	In the Chart Type list box,	
				
	select Pie		
7.	Observe  the  Chart  Sub-	
	Type options	
				You  can  choose  from  several
				different types of pie charts
8.	Press and hold the mouse	To view the chart
	button on Press and Hold to	
	View Sample	
9.	Release the mouse button	

 









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10.	Click on Next>			
				To second step (Chart Source Data)
				is displayed. The range that you
				selected before you clicked on the
				Chart Wizard button is entered in
				the  Data  Range  text  box  as  an
				absolute reference; it is selected.
11.	Click on Next			
				
						
				To accept the data range and move	
				to the next step (Chart Options),
				which contains options for the titles,
				legends, and data labels.
12.	Select the Data Labels tab			
13.	Under data labels, select	To display the data label and percent
	Show label and percent	value for each section of the pie.
14. Click on Next>			
				To display the fourth and last step
				(Chart Location).
15.	Click on Finish	To accept the default to place the
				chart as an object in the Chart Data
				worksheet.
				You can now move and size the
				chart.

 









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3.3	Moving an Embedded Chart

Because an embedded chart is an object on the worksheet, you can move it around the worksheet by dragging. To move an embedded chart, select the chart and drag it to another location on the worksheet. As you drag, an outline of the chart area is displayed, so that you can fit and align the chart where you want in on the worksheet.

SELF ASSESSMENT EXERCISE 3

Moving an Embedded Chart

What you do	Comments/Prompts
1.	Observe the pie chart on	Selection handles are displayed. The
	the worksheet	chart covers some of the worksheet
		data.
2.	Move  the  mouse  pointer	Excel displays the name and value of
	over various items of the	each item in Screen Tip.
	pie chart	
3.	Point to a blank area of the	To display the Chart Area Screen Tip.
	chart	
4.	Drag the chart to cell A12	(So that its upper-left corner is in cell
		A 12.) The chart is now displayed
		below the data.
5.	Click  on  cell  G12  to	
	deselect the chart.	
		
6.	Press the down arrow key	
	until you can see the whole	
	chart.	


3.4	Sizing an Embedded Chart

You can size an embedded chart by using the selection handles that are displayed around it when it is selected. When you place the mouse pointer on one of the selection handles the pointer changes to a two-headed arrow. You can then drag in the direction of either arrow to enlarge or reduce the size of the chart. When you size an embedded chart, its dimensions remains proportional.
 











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Total


Great Britain	Australia
19%	27%


Canada
24%	Germany

30%




Figure 4.1 The resized embedded chart.

3.5	Deleting Chart Items

You can delete any chart item that can be selected by selecting it and pressing <Delete>. If you should change your mind after you have deleted a chart item, you can immediately click on the Undo button to reverse your action.

SELF ASSESSMENT EXERCISE 4

Sizing an Embedded Chart; Deleting the Legend

What you do	Comments/Prompts
1.	Click on the chart to select it.					
	Place the mouse pointer on	The mouse pointer changes to a
	the  selection  handle  in  the	
	lower-right  corner  of  the	two-headed arrow.
	chart.					
2.	Press the mouse button down	To enlarge the embedded chart.
	and Drag the selection handle					
	to  cell  G26  –  release  the					
	mouse button.					
3.	Click once on the chart legend	To select it
4.	Press <Delete>	To delete the legend. In this case
		because the chart and its labels are
		self-explanatory,  the  legend  is
		superfluous.
5.	Save the file as: My Charts	(Choose File, Save As)
						

 







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3.6	Chart Links

When you create a chart worksheet data, Excel creates an active link between the worksheet values and the chart data points. When you change a worksheet value, the chart data point updates. The link to worksheet data is the same whether a chart is embedded or is stored on a chart sheet.

SELF ASSESSMENT EXERCISE 5

Examining the Link between Worksheet Data and Charts

What you do	Comments/Prompts
1.	Select cell D6	(R3,000)
	Observe its current values	
2.	Change the value to 20000	
3.	Observe  the  change  in  the	It increased from 27 percent to 51
	Australia  section  of  the  pie	percent.
	chart	The embedded chart data markers
		are linked to the worksheet data.
4.	Select the Chart 1 sheet	
5.	Observe the change in the Qtr 3	The chart sheets are also linked to
Australia section of the   chart	the worksheet data from which
		they were created.
6.	Select the Chart Data sheet	
7.	Click on the Undo button	
		The Australia section returns to 27
		percent.
8.	Save the file	The embedded chart is part of the
		worksheet.
		The worksheet and chart sheets
		are saved as part of the workbook
		file.
9.	Close the file	



4.0	CONCLUSION

Excel draws the chart according to the selections that is made in the Chart Wizard dialog boxes.

5.0	SUMMARY

Excel could be used to draw charts and Excel creates an active link between the worksheet values and the chart data points.
 


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6.0	TUTOR-MARKED ASSIGNMENT

A pie graph will illustrate the percentage contribution of each food item available in the school tuck shop. You will use the data in Spreadsheet to plot an embedded pie chart.

Open the file Spreadsheet 2. Employing the Chart Wizard plot an embedded 3-D Pie chart using the range A4: B7. The end result should be similar to the chart below and should appear in range A10: F23.




















7.0	REFERENCES/FURTHER READING

French, C.S. (2000). Computer Science (5th ed.). Gosport, Hants: Asford Colour Press.
 
































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UNIT 5	CHART TYPES

CONTENTS

1.0	Introduction
2.0	Objectives

3.0	Main Content
3.1	Chart Types
3.1.1  Changing Chart Types
3.2	Formatting the Chart
3.2.1  Accessing Format Dialog Boxes
3.2.2  Formatting the Plot Area
3.2.3  Formatting Data Markers

3.3	Previewing and Printing Charts
3.3.1  Print Preview
3.3.2  Printing a Chart
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0	INTRODUCTION

Excel provides many different chart types to choose from. A chart selection is based on the type of data that you putting in a chart.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	change the chart type

•	add a border to the chart title

•	format the plot area

•	format the data markers

•	print the formatted chart.

3.0	MAIN CONTENT

3.1	Chart Types

Excel provides many different chart types to choose from. The type of chart you use depends on the type of data you are charting.
 







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3.1.1 Changing Chart Types

You can change the chart types by clicking on the downward-pointing arrow next to the Chart Type button on the Chart toolbar.


Chart type button



A drop-down menu including buttons for 18 different chart types is displayed. Click on the button that corresponds to the chart type of your choice.

SELF ASSESSMENT EXERCISE 1

Changing the Chart Type

What you do	Comments/Prompts
1.	Open: Modified Charts.xls	(Located on the disk in drive A:)
2.	Select the Chart – All Qtrs	
	sheet	
3.	Point to the Chart Type button	
		(On the Chart toolbar.)
4.	Click on the drop-down arrow	To display a menu of chart types
	next  to  the  Chart  Types	
	button.	
		
5.	Click on the Bar Chart button	
		
6.	Observe the chart	The chart has changed from the
		default column chart to a bar chart.
7.	Observe  the  Chart  Type	It displays the chart type that was
	button	last selected.
8.	Click on the Chart Type drop-	(Next to the Chart Type button.)
	down arrow.	
9.	Click  on  the  3-D  Column	
	Chart button	
10. Observe the chart	The chart has changed from the bar
		chart  to  a  3-D  column  chart.
		Depending  on  the  size  of  your
		monitor, some of the data markers,
		might not be visible
11.Close the file without saving	

 




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3.2	Formatting the Chart

To make you charts more attractive, you can add formatting to chart items. It is possible to add border around the titles, the legend, and the text boxes. In addition to this, the colour, thickness, and style of the border, as well as the colour of the area within the border can be changed.

3.2.1 Accessing Format Dialog Boxes

Each item on a chart has its own unique formatting dialog box, which contains options specific to that particular item. The easiest method available for accessing the format dialog boxes is simply to double-click on the item.

In Exercise 19, you will be required to add a border to the Chart Title. The Format Chart Title dialog box consists of three page tabs, Patterns, Font, Alignment as shown in Figure 5.1 below.















Patterns tab	Font tab	Alignment tab

Figure 5.1: Format Chart Title tabs

SELF ASSESSMENT EXERCISE 2

Adding a Border around the Chart Title



What you do					Comments/Prompts
1.	Open: Format. xls		Remember that you are working
						on the data disk in drive A:
2.	Select  the  Chart-All  Qtrs	
	sheet					
3.	Right-click on the chart title	(Book and Beyond, Inc.) To select
						it and display the shortcut menu.
4.	Choose:	Format	Chart	To display the Format Chart Title
	Title…					dialog box.
 


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5.	Verify that the Patterns tab is	
	selected.	
6.	Under Border, select Custom	
		
7.	From  the  style:  drop-down	The Sample box displays the new
	list,  Select  a  style  of  your	border style.
	choice	
8.	From the Color: drop-down	The sample box displays the new
	list, Select a color of  your	border colour.
	choice	
9.	From the Weight: drop-down	The Sample box displays the new
	list, Select a weight of your	line width.
	choice	
10. Click on OK	
11. Press: <ESC>	To deselect the chart title and view
		the chart.

3.2.2 Formatting the Plot Area

The plot area is the gray background behind the chart. For printing or presentation purposes, you might need to format the plot area to make it easier to view the information it contains. The Format Plot Area dialog box contains a single tab, namely the Pattern tab, only.

To format the plot area:

1.	Double-click on the area to display the Format Plot Area dialog box

2.	Select a border style, a colour and weight, and area colour, pattern, and border.

SELF ASSESSMENT EXERCISE 3

Formatting the Plot Area

Objective: To change the gray background of the plot area to white.

What you do	Comments/Prompts
1.	Double-click on the gray chart	The Format Plot Area dialog box is
	background.	displayed
2.	Under Border, from the Color	
	drop-down list, select black.	
3.	Under Area, from the colour	
	palette, select white	
4.	Click on OK	The chart background is white
 



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3.2.3 Formatting Data Markers

To enhance the appearance of a chart, you apply different colours and patterns to the data markers for each series. You might find it useful to format data markers with patterns when you are printing to non-colour printers or when you are printing charts that you plan to use as overheads.

To change the format of a data series:

1.	Double-click on one of the markers for the series to display the Format Data Series dialog box

2.	Select the appropriate options
3.	Click OK

SELF ASSESSMENT EXERCISE 4

Formatting the Data Markers

What you do	Comments/Prompts
1.	Double-click on any one of the	The Format Data series dialog box
	Australia data marker	is displayed. The patterns tab is
		selected.
2.	Under Border, from the Color	
	drop-down list, select a border	
	colour	
3.	From the Weight drop-down	
	list, select the thickest line	
4.	Under  Area,  click  on  Fill	The  Fill  Effect  dialog  box  is
	Effects....	displayed
5.	Select the Pattern tab	
6.	Under  Pattern,  select  the	
	pattern of your choice	
7.	Select foreground and	Assign  the  same  colour  as  the
	background colours	border colour to one, and assign a
		contrasting colour to the other.
8.	Click on OK	To accept the Fill Effects options.
		The  pattern  is  displayed  in  the
		Sample box.
9.	Click on OK	
 











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3.3	Previewing and Printing Charts

3.3.1 Print Preview

The Print Preview command enables you to view your printouts on screen before you print them. By using this tool, you can adjust the print settings before you send your print job to printer. To activate the Print Preview command you may

1.	Select File, Print Preview

2.	Click on the Print Preview tool on the Standard toolbar.

3.3.2 Printing a Chart

It is possible to print a chart sheet, an embedded chart separately or the embedded chart as part of the worksheet.

To print a chart sheet:

1.	Select the chart sheet
2.	Select File, Print…

3.	Click on OK

To print an embedded chart as part of the worksheet:

1.	Verify that the embedded chart is not selected
2.	Select File, Print…

3.	Click on OK

To print an embedded chart by itself:

1.	Select the embedded chart
2.	Select File, Print….

3.	Click on O

SELF ASSESSMENT EXERCISE 5 Previewing and Printing the Formatted Chart
What you do	Comments/Prompts
1.	Click on the Print Preview	
	button	
2.	Place the mouse pointer over	The mouse pointer changes to a
	any portion of the previewed	magnifying glass.
	chart	
3.	Click on any portion of the	That  portion  of  the  chart  is

 


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	chart		magnified.
4.	Click on the Chart		To  restore  the  preview  to  its
							previous size
5.	Click on the Close button on	
	the preview			close	
		toolbar to		
	Print Preview.		
6.	Choose: File, Print…		The Print dialog box is displayed.
						
7.	Under	Print what, observe	
	the options.		
							Active Sheet(s) is selected
							NB: If you do not wish to print at
							this time, please select cancel and
							omit step 8 below
8.	Click on Ok		The Chart is printed
9.	Save the file		
10. Exit from Excel		
							


4.0	CONCLUSION

A legend is used to identify each series in a chart. It contains a sample of the marker colour and pattern of each series.

5.0	SUMMARY

The plot area is the gray background behind the chart. The Format plot Area contains a single tab i.e. the patterns tab.

6.0	TUTOR-MARKED ASSIGNMENT

Using the Microsoft Paint program (located on the Accessories sub menu), please create the following picture taking care to comply with the specifications, listed below the picture.

NB: You are not required to include the text boxes or arrows. These have been included to assist you when interpreting the specifications.
 
















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Drawing

•	Use the rectangle tool to draw the walls  (1)

•	Use the line tool to draw the roof (1)

•	Use the line tool to draw the chimney	(1)	
•	Use the rectangle tool to draw the door	(1)	
•	Use the rectangle tool to draw the outline of the windows	(2)
•	Use the line tool to draw the “cross bars” in each window	(2)

7.0	REFERENCES/FURTHER READING

French, C.S. (2000). Computer Science (8th ed.). Gosport, Hants:
Ashord Colour Press.	.
 



































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MODULE 5

Unit 1	PowerPoint and Presentations
Unit 2	PowerPoint Presentation Screen
Unit 3	Creating New Presentations

Unit 4	Naming Presentation, Saving Presentation and Formatting
Slides
Unit 5	Using Autoshapes



UNIT 1	POWERPOINT AND PRESENTATIONS

CONTENTS

1.0	Introduction
2.0	Objective
3.0	Main Content
3.1	Starting PowerPoint and Opening a Presentation
3.1.1  Starting PowerPoint
3.1.2  Opening a Presentation
3.2	Running a Slide Show

4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

In this unit you will learn what a PowerPoint is and what presentations are.

2.0	OBJECTIVE

At the end of this unit, you should be able to:

•	open an existing PowerPoint presentation and view a slide show.

3.0	MAIN CONTENT

3.1	Starting PowerPoint and Opening a Presentation

PowerPoint is an application program used to create presentations. Presentations are delivered to an audience using different media such as slides, overhead transparencies, and automated shows viewed on a computer or broadcast over the Web. You create a presentation file,
 



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which combines various objects such as text, graphs, organization charts, clip art, WordArt and templates.

3.1.1 Starting PowerPoint

To use PowerPoint, you must load the program from the hard disk into the computer’s memory. You can store your data files (presentations) in a folder on the hard drive, or on a floppy disk. In order to use PowerPoint, you need to have Microsoft Windows 95, 98, Millennium Edition or NT 4.0 installed on your computer.

To start PowerPoint using the Start menu:

1.	Turn on your computer.
2.	In taskbar, click on Start.

3.	Select Programs from the list of menu choices.
4.	In the Programs sub-menu click on Microsoft PowerPoint to start the program.

3.1.2 Opening a Presentation

After you start PowerPoint, a dialog box is displayed that enables you to create a new presentation or open an existing presentation. To open an existing presentation:

1.	Select Open an existing presentation

2.	Click on OK
3.	In the Open dialog box that is now displayed, select the folder and filename of the presentation that you want to open.

4.	Click on Open to open the presentation file.

SELF ASSESSMENT EXERCISE 1

Starting PowerPoint and Opening a Presentation

Before you begin: Please ensure that your computer is switched on.

What you do	Comments/Prompts
1.	Click on the Start button on the	The Start menu is displayed
	Taskbar	
2.	Click on Programs on the Start	The   Programs   sub-menu   is
	menu	displayed
 








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3. In the Sub-menu click on	Microsoft	PowerPoint	is	launched.
Microsoft PowerPoint	This is the PowerPoint window.  The
		PowerPoint	program	automatically
		displays the Startup dialog box for
		either creating a new presentation or
		opening an existing presentation.  In
		addition to the PowerPoint window,
		the   Office   Assistant   may   be
		displayed.			
									
4. Click	on  the  Open  an								
existing	presentation  radio								
button									
5. Click on OK	To display the Open dialog box
6. Observe the Look In: list box	If you are unable to see a list of file
at the top of the dialog box.	names	including		Preview
Expand the list box and click	Presentation.ppt  please	call  your
on 31/2 Floppy (A:)	training advisor for assistance.
7. In the file list box, select								
Preview Presentation.ppt								
		A  preview  of  the  presentation  is
		displayed to the right of the file name
		list box.			
8. Click on Open								
			Open				
									
		To open the presentation. The first
		slide is displayed.		

 






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3.2	Running a Slide Show

You can display a presentation on your computer screen by running a slide show.

To run a slide show, press <F5>

Only one slide is displayed at a time. You can advance the slides manually, or you can have PowerPoint advance the slides automatically. To advance slides manually, click the left mouse button to move forward one slide.

To move backward one slide, click the right mouse button and choose Previous from the shortcut menu.

You can also use the <Page Up> and <Page Down> keys and the <Up
Arrow> and <Down Arrow> keys to navigate through a slide show.
To end a slide show, press <Esc>

SELF ASSESSMENT EXERCISE 2

Running a Slide Show

Objective: To preview a completed presentation.

Before you begin: Ensure that Preview Presentation.ppt is open and the first slide is displayed.

What you do			Comments/Prompts
1.	In the menu bar located at	the	To start the	slide show.
	top of the presentation window,		
	click  on  Slide	Show	and		
	then on View					
		Show.			
					
2.	Observe the first slide		The title slide of the presentation
								fills the screen.
3.	Click the left mouse	button	To advance to the next slide in the
								presentation.	The  bullet  slide
								“Why  A  Relocation  Team?”  is
								displayed.	
4.	Click the left mouse button		The third slide contains additional
								bullet text.	
5.	Click the left mouse button		The fourth slide contains drawing
								objects.	
6. Advance to the next slide		(Click the left mouse button). The
								fifth slide contains clip art.
7. Advance to the next slide		The seventh slide contains Word
								Art	
 


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8.	Advance to the next slide	The  seventh  slide  contains  an
		organization chart.
9.	Advance to the next slide	The eight slide contains a bar
		chart.
10.	Press: <Page Up>	To return to the previous slide.
11.	Press <Page Down>	To return to the next slide. You
		can use the <Up Arrow>
		and  <Down  Arrow>  keys  to
		navigate through the slide
		show presentation.
12.	Observe that the current slide	(The bar chart.) This is the last
	is slide number eight	slide in the presentation.
13.	Click the left mouse button	The  slide  show  ends.  A  black
		screen containing the text “End
		of slide show, click to exit” may
		be displayed.
		If so, please proceed to step 14,
		else do not.
14.	Click the left mouse button	To  display  the  first  slide  in
		Normal view.

4.0	CONCLUSION

PowerPoint is an application program used to create presentations.

5.0	SUMMARY

Here you learned how to start PowerPoint and open a presentation. Also you can now run a slide show.

6.0	TUTOR-MARKED ASSIGNMENT

Using Microsoft PowerPoint, create a presentation consisting of a minimum of four slides to be used in a subject that you teach. The following specifications need to be adhered to:

•	Each slide must be appropriated not only to the subject matter portrayed but must be suitable for the age group to whom it will be presented.

•	Assign a Design Template to the Presentation

•	Include a Title slide and at least one bullet list

•	At least one AutoShape and one clip art picture must appear in the presentation
•	Use WordArt on at least one slide.
 





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Save the presentation as Presentation 1. Run the slide show. Close the presentation.

7.0	REFERENCES/FURTHER READING

Ayo,	S. K. (1988). Computer Literacy, Operating System and Application (2nd ed.) McKay Consult.
 




























































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UNIT 2	POWERPOINT PRESENTATION SCREEN

CONTENTS

1.0	Introduction
2.0	Objectives

3.0	Main Content
3.1	Orientation to the PowerPoint Presentation Screen
3.1.1  The PowerPoint Window
3.1.2  Moving between Slides
3.1.3  Slide Views
3.2	Closing a Presentation and Existing PowerPoint
3.2.1  Closing a Presentation

3.2.2  Exiting PowerPoint
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0	INTRODUCTION

In this unit, you will learn how to use the PowerPoint window.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	move between slides in a presentation

•	change views

•	close a presentation

•	exit from a PowerPoint.

3.0	MAIN CONTENT

3.1	Orientation to the PowerPoint Presentation Screen

The PowerPoint window has many of the more common elements that you have been introduced to in both Excel as well as Word. We will focus on the elements that are unique to PowerPoint.

3.1.1 The PowerPoint Window

View buttons are located above the Drawing toolbar and on the left side of the window. Clicking on one of these buttons displays one of five views: Normal view, Outline view, Slide view, Slide Sorter view, and
 



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Slide show. The PowerPoint window in Normal view is divided into three panes: the Slide pane, Outline pane, and Notes pane. These panes will change depending on which view you are using.

As you know by now, windows are made up of certain elements. The elements that make up a PowerPoint window are labelled in Figure 2.1 that appears below. This figure shows PowerPoint displaying slide 1 of the presentation “Preview Presentation.ppt”. TABLE 1, analyses each individual component. You should be familiar with some of the elements.

Further Practice Exercise


1.	Use Figure 2.1 below in conjunction with Table 1 to identify the different parts and functions of the PowerPoint windows.

Title bar	Minimize Maximize
Menu bar	Close
Standard	Formatting
toolbar	toolbar
	Scroll box


Outlining toolbar

  Scroll box





View	Drawing toolbar
buttons	
	
	Status bar

Figure 2.1: The PowerPoint window displaying Slide 1 of preview

Presentation.ppt

Table 1: Elements of the PowerPoint window

Term	Definition
Title bar	Located  across  the  top  of  the
	window, it displays the name of the
	application,  and  the  name  of  the
	active presentation file.
Menu bar	Located below the title bar, it lists
	the PowerPoint menus.
 





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Standard  and  Formatting	Located below the menu bar, they	
Toolbars	provide quick access to	some of the	
	most frequently used commands in	
	PowerPoint.		
Drawing toolbar	Located just above the Status bar	
	contains buttons which allow quick	
	access  to  the  commands  most	
	frequently used when drawing.	
Outlining Toolbar	Located on the left of the screen.	
	Used  to  access  outlining  features	
	quickly.		
	Note: Please do not be concerned if	
	your  screen  does  not  currently	
	display this toolbar. Later in this	
	course you will learn how to switch	
	toolbars on and off.		
Scroll bar	Located along the right side of the	
	window, it is used to view different	
	slides in the active presentation.	
Status bar	Located across the bottom of the	
	window,  it  displays	information	
	about the active presentation, such as	
	the current  slide  number and  the	
	name of the design template applied	
	to the slide.		
View buttons	Located above the status bar, they are	
	used to switch views.		

3.1.2 Moving between Slides

You use the vertical scroll bar to move among the slides in a presentation. Drag the scroll box up or down to move to a particular slide. As you drag, the slide-indicator box shows the slide number and slide title. Release the mouse button when the slide-indicator box displays the correct slide number. At the bottom of the scroll bar are the Previous Slide button and the Next Slide button. You can also click on these buttons to move through the presentation one slide at a time.
 
















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SELF ASSESSMENT EXERCISE 3

Moving between Slides in a Presentation

Before you begin: Ensure that Preview Presentation.ppt is open.

What you do	Comments/Prompts
1.	Observe the status bar	Slide 1 of 8 (the current slide) is
		displayed.
2.	Click once on the Next Slide			
	button	To move to the next slide.
		
3.	Click  once  on  the  Previous			
	Slide button	To return to Slide 1.
		
4.	Point to the scroll box on the			
			Slide: 1 of 8	
	scroll bar and press and hold		Burke Properties Introduces	
		To display the slide-indicator box.
	the  mouse  button  Drag  the	
	scroll box down until the slide-			
			Slide: 3 of 8	
	indicator box reads slide: 3 of 8			
			Client Expectations	
	Release the mouse button	To display slide 3.
5.	Drag the scroll box up to return			
	to Slide 1			



3.1.3 Slide Views

PowerPoint provides five working environments: Normal View, Outline view, Slide sorter view, Slide view, and Slide show. You can change views by using the View menu or by clicking on the appropriate View button.

•	In Normal view, you are presented with the presentation outline, current slide, and current slide notes.
•	In Outline view, you can create and organize information in a slide as well as in the entire presentation. You can work with slide titles and main text. In Outline view, the Outlining toolbar is displayed; it contains options that are different from those available in Slide view.

•	In Slide view; you can work with only one slide at a time. You can add title and body text, graphs, organization charts, clip art, and WordArt. You can also draw shapes. You have access to all of the toolbars and the commands on the menu bar.

•	In Slide sorter view; you can view thumbnails of all of the slides in your presentation. In addition, you can arrange the order of the slides.
 



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•	In Slide show, you can see your presentation displayed on the full screen of your computer monitor. Any transitions, builds, and timings are visible during the show.

SELF ASSESSMENT EXERCISE 2

Changing Views

Objective: To observe the various ways that you can view a presentation

Before you begin: Ensure that Preview Presentation.ppt is open and that Slide 1 is displayed.

What you do				Comments/Prompts
1.	Click on the Outline View							
	button				To change to Outline view.
					
2.	Observe the slide text		Outline view provides you with an
					overview of all of the text in your
					presentation. In Outline view you can
					create, edit, and organize slides.
					A preview of the selected slide is
Observe the	Colour	preview		displayed.
pane									
3.	Observe	the	Outlining		The Outlining toolbar is located to
	toolbar				the left of the Outline pane.
					Note: If the Outlining toolbar is not
					displayed, choose View, Toolbars,
					Outlining.				
4.	Click on the Slide View							
	button				Slide view enables you to work on
					one slide at a time.
5.	Click on the Slide Sorter							
	View button			Slide Sorter view provides you with
					a thumbnail sketch of each slide in
					your presentation. You can use Slide
					Sorter view to rearrange slides.
6.	Point to (Do not click on)							
	the Slide				Clicking on this button is equivalent
	Show button			to choosing Slide Show, View Show.
7.	Click on the Normal View							
	button									

 







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3.2	Closing a Presentation and Existing PowerPoint

The methods used for closing a file, or as it is known in PowerPoint, a presentation, and existing PowerPoint are similar to those applicable to both Word and Excel.

3.2.1 Closing a Presentation

Each file that you open remains open until you close it. Because having several files open reduces available memory, it is suggested that you close presentation files when you have finished working with them. To close a PowerPoint presentation, choose File, Close.

3.2.2 Exiting PowerPoint

To exit PowerPoint and return to the Windows environment, choose File, Exit. As a safeguard, if you have not saved changes in any open presentation, PowerPoint will prompt you to save those changes.

SELF ASSESSMENT EXERCISE 3

Closing a Presentation and Exiting from PowerPoint

Before you begin: Ensure that Preview Presentation.ppt is open.

What you do	Comments/Prompts
1.	Choose File, Close	To close the presentation.
									
2.	Observe		the			window	The  PowerPoint  application  is  still
							active, but no files are open.
3.	Choose File, Exit	Remember that you may have to wait a
							few seconds for the full menu to be
							displayed in order to select the Exit
							option.  The  PowerPoint  program		is
							closed and the screen returns to the
							windows desktop.

4.0	CONCLUSION

Excel, Word and PowerPoint window have common elements but some elements are unique to PowerPoint.

5.0	SUMMARY

Here you learned how use PowerPoint window. In particular you learned five working environments of PowerPoint.
 



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6.0	TUTOR-MARKED ASSIGNMENT

Create a different presentation following the guidelines in 1.6.
Save the presentation as Presentation 2. Run the slide show. Close the presentation.

7.0	REFERENCES/FURTHER READING

Ayo,	S. K. (1988). Computer Literacy, Operating System and Application (2nd ed.) McKay Consult.
 























































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UNIT 3	CREATING NEW PRESENTATIONS

CONTENTS

1.0	Introduction
2.0	Objectives

3.0	Main Content
3.1	Creating a New Presentation
3.1.1  Presentation Design Tips
3.1.2  Entering Text on a Slide
3.1.3  Adding a New Slide
3.1.4  Adding a Bullet Slide
4.0	Conclusion

5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0	INTRODUCTION

In this unit, you will learn how to choose a presentation and slide type. Furthermore you will be able to create a title slide and enter text on a slide.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	choose a presentation and slide type

•	create a title slide

•	add a bullet slide.

3.0	MAIN CONTENT

3.1	Creating a New Presentation

When you create a presentation in PowerPoint, you can choose from three tabbed categories in the New Presentation dialog box:

1.	General: For a blank presentation
2.	Design Templates: For templates that you can apply to a new PowerPoint presentation to define how it will look.

3.	Presentation: For pre-designed PowerPoint presentations. Twenty-four pre-designed presentations are supplied with the PowerPoint program; each one contains placeholders for the title-object area and the text-object area.
 



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3.1.1 Presentation Design Tips

Before beginning a new PowerPoint presentation, it is a good idea to review the basic guidelines for creating an effective presentation. The design tips listed in Table 2 below, are only recommendations; they may be modified depending on what type of information you are presenting.

Table 2

Design element	Design guideline
Text	A slide that is in portrait mode (vertical)
	should be limited to a maximum of:
	•	8 lines of text
	•	6 words per line.
	A slide that is in landscape mode (horizontal)
	should be limited to a maximum of:
	•	6 lines of text
	•	8 words per line
Font size	Titles:	44 points (or larger)
	Text:	32 points (or larger)
	Subtext: 28 points (or larger)
Font type	Limit to less than three font types per slide.
Background	For on-screen presentation, use dark, gradated
	backgrounds  with  contrasting  text.  For
	overhead  transparencies,  use  clear,  light
	backgrounds with contrasting text.
Templates	Use simple templates and limit the number of
	lines, textures, and other simple effects. Use
	clip art or graphics to enhance the template.
Text slides	Avoid using more than three in a row. Use
	tables or charts when appropriate.
Colour	In excess of 10% of the male population is
	colour  blind.  Take  this  into  consideration
	when selecting, greens, reds and blues.
Case	Avoid typing in uppercase only.
SELF ASSESSMENT EXERCISE 1
Choosing a Presentation and Slide Type

What you do	Comments/Prompts
1.	Start PowerPoint	
2.	Choose:  Open  an  Existing	
	Presentation		and click on OK	
3.	Double click on Preview	Next you will close this file, but
 



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	Presentation.ppt		not exit PowerPoint
4. Select File, Close		
5.	Select	F	ile,	N	ew…		To display the New Presentation
								dialog box.
6.	Observe the New Presentation	You can choose from three tabbed
	dialog box			categories:
								General,  Design  Templates,  and
								Presentations.
7.	If necessary, select the general	To display the selections in the
	tab							General category
8. Select	the Design Templates	To display the selection of design
	tab							templates.
9.	Select Expedition		
10.	Observe the Preview box		(Located to the right of the design
								templates list.)
								It displays the template design and
								colour scheme.
11.	Select the Presentations tab	To  display  a  selection  of  pre-
								designed presentations.
12.	Select the Business Plan		The template is displayed in the
								Preview box.
13.	Select the Design Templates	
	tab							
14.	Select Lock And Key		
				
15.	Click on OK			To display the New Slide dialog
								box.
16.	In the New Slide dialog box,	
	verify  that  the  first  slide  is	
	selected.			
17. Observe the lower-right corner	It displays the description “Title
	of the dialog box			Slide.”
18.	Scroll through and select other	Twenty-four   AutoLayouts   are
	descriptions.			available.
19.Select		the	Title	Slide	
	AutoLayout			
				
20.	Click on OK			
21.	Observe the slide		The left side of the slide contains a
								graphic object as well as two text
								placeholders

 



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3.1.2 Entering Text on a Slide

To type text in a placeholder, select the placeholder by clicking on it, and then start typing.

SELF ASSESSMENT EXERCISE 2

Creating a Title Slide

What you do			Comments/Prompts	
1.	Click   once   on   the   title	A selection box appears around the
	placeholder to select it.	title, placeholder, and an insertion
					points is displayed.		
2.	Type:	Burke	Properties	On  the  Outline  pane,  the  text
	Introduces			wraps onto two lines.	
3.	Click	on	the	subtitle	To select it.		
	placeholder						
4.	Type:	Our	New	Relocation				
	Team							
5.	Click in a blank area of the	To	deselect	the	subtitle
	slide				placeholder.		


3.1.3 Adding a New Slide


To insert a new slide into a presentation,

New Slide Button

1.	Click on the New Slide button on the Standard toolbar.

2.	The new slide dialog box will appear.

3.	Select the AutoLayout of your choice.

3.1.4 Adding a Bullet Slide

The New Slide dialog box contains an AutoLayout for bullet lists. This layout is divided into two areas: the title placeholder and the bullet-list placeholder.

To add text to the bullet-list placeholder:

1.	Click on the bullet-list placeholder. The first bullet is displayed.
2.	Type the bullet text for the first bullet and press <Enter>. A second bullet is displayed.

3.	Continue typing bullet items. Press <Backspace> to delete an unwanted bullet.

4.	Click away from the bullet-list placeholder to deselect it.
 


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SELF ASSESSMENT EXERCISE 3

Adding a Bullet Slide

What you do			Comments/Prompts	
1.	Click on the New Slide button			
		
2.	Observe that the Bulleted List	(The logical sequence following a
	AutoLayout is selected	title slide.)		
3.	Click on OK				
4.	Observe the slide		The slide has a vertical graphic on
				the  left  and  includes  a  title
				placeholder	and	bullet-list
				placeholder.		
5.	Add   the   title   Why   A	(Select the title placeholder, and
	Relocation Team		then type the text)	
6.	Select	the	bullet-list	The selection box and the first
	placeholder			bullet are displayed.	
7.	Type: Market trend				
8.	Press: <Enter>		A new line and a second bullet are
				displayed.		
9.	Type: Consumer demand			
10. Press: <Enter>				
11. Type: Competition				
12. Press <Enter>				
13. Press: <Backspace>		To delete the new bullet.	


4.0	CONCLUSION

PowerPoint has three tabbed categories in the New Presentation dialog box.

5.0	SUMMARY

Here you learned how to choose a presentation and a slide. You can now enter a text on a slide and add a bullet slide.

6.0	TUTOR-MARKED ASSIGNMENT

1.	Create a different presentation following the guidelines in 1.6
2.	Save the presentation as Presentations 3. Run the slide show. Close the presentation.
 








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7.0	REFERENCES/FURTHER READING

Ayo,	S. K. (1988). Computer Literacy, Operating System and Application (2nd ed.). McKay Consult.
 
































































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UNIT 4	NAMING PRESENTATION, SAVING PRESENTATION AND FORMATTING SLIDES

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	Saving a Presentation
3.1.1  The File, Save as Command
3.1.2  The File’ Save Command

3.2	Naming a Presentation
3.3	Formatting Slides
3.3.1  Attributes
3.3.2  The Edit, Undo Command
3.4	Working with Drawing Tools
3.4.1  The Drawing Toolbar
3.5	Creating an Object

4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

In this unit, you will learn how to store a presentation for permanent usage.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	save a presentation

•	name a presentation

•	format slides

•	work with drawing tools

•	create objects.

3.0	MAIN CONTENT

3.1	Saving a Presentation

Before you save a presentation, it exists only in computer memory, a temporary storage area. For permanents storage, a presentation must be saved to some location, such as a hard drive or a floppy disk.
 



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To save a presentation, you either the File, Save As… or the File, Save command.

3.1.1 The File, Save as Command

The File, Save As… command enables you to:

•	save a presentation for the first time;

•	save a presentation with a new filename;

•	save a presentation in a different location (on another disk or in a different folder).

To save a presentation with a new name or in a new destination:

1.	Choose File, Save As… to display the Save As dialog box.

2.	In the Save In list box, select the appropriate location (disk, drive or folder).

3.	In the File Name text box, type the name of the file.

4.	Click on the Save button in the lower right corner of the dialog box.

After the presentation has been saved, its filename will be displayed in the title bar while it is open.

When you save a file, PowerPoint adds the filename extension.PPT to identify the file as a PowerPoint file. You should avoid adding filename extensions yourself.

3.1.2 The File, Save Command

The File, Save command enables you to:

•	re-save a presentation that has been saved previously.

When updating the saved version of a presentation using this command, no dialog boxes are displayed. You cannot rename the file or save it in a different location.
To update the saved version of a presentation:

1.	Choose File, Save or click on the Save button on the Standard toolbar.

3.2	Naming a Presentation

When you save a file for the first time, PowerPoint automatically assigns a filename by using the Title line of the first slide in the
 


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presentation. You can accept this default name or name it something different.

A filename should be descriptive so that you can remember the file’s contents. A filename in PowerPoint can contain up to 255 characters, spaces, and other punctuations. A file cannot contain any of the following characters: ^ : ; * ? < > |.

SELF ASSESSMENT EXERCISE 1

Saving the Presentation

What you do				Comments/Prompts
1.	Choose: File, Save As…	To display the Save As dialog box.
2.	The default	folder is listed in	By default, PowerPoint uses the
	the Save in list box	folder My Documents. This may
									have been reset on your computer.
									For the purposes of this course, you
									will be saving all documents to the
									A: drive.
3.	Expand the Save In list box	Even if the default has already been
	by  clicking  on  the  down	set to the A: drive, please complete
	arrow				this step so that you can practice
									how to do so if necessary.
4.	Click on 31/2 Floppy (A)	This setting is reflected in the Save
									In list box.
									Next you will assign a file name.
5.	If necessary, select the text in	The  text  Interoffice  Memo  is
	the  File  Name	text  box	highlighted.
	(Hint:  Position	the  mouse	
	pointer to the left of the file	
	name. Press and hold down	
	the mouse button and drag it	
	over the text.)				
6. Type: My Presentation	To  name  the  presentation,  My
									Presentation
7.	Click on the Save button in	To save the file.
			corner of the	
	the lower Right		
	dialog box				
8.	Observe the title in the title	My Presentation is displayed.
	bar				

3.3	Formatting Slides

“Formatting” refers to the appearance or text, not the text itself. You can change the appearance of text by changing its attributes, indentation and
 


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line spacing. In order to change the appearance of existing text, the text has to be selected. Various selecting techniques are available in PowerPoint. The most common way of selecting text is to “click and drag” the mouse over the relevant text.

3.3.1 Attributes

Text attributes include the following:

•	Font

•	Size

•	Style

•	Colour

You can use the text-formatting buttons to apply certain text attributes, such as font, font size, bold, italics, underline, shadow, and colour, quickly. The text-editing buttons work like toggle switches: click once to turn an option on, and click again to turn the option off.

3.3.2 The Edit, Undo Command

You can use the Edit, Undo command or the Undo button to reverse changes that you make in your presentation. For example, if you accidentally delete text, you can restore the text by using the Undo command.

The speed key combination of <Ctrl> + Z may be used in the place of the menu commands.

SELF ASSESSMENT EXERCISE 3

Formatting Text

What you do	Comments/Prompts
1.	On Slide 2, click on the title	The  title  place  holder  will  be
		selected and the I-beam will be
		flashing.
2.	Double-click  on  the  word	To select just the word.
	Relocation	
3.	Click on the Bold button	To bold the text.
		
4.	Click on the Italic button	
5.	Double-click  on  the  word	
	Market	
6.	Bold the text	(Click on the Bold button)
7.	Press: <Ctrl> + Z	The  Bold  attribute  is  removed

 


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		(undone). The word “Market” is
		still selected.
8.	Bold the text	(Click on the Bold button)
9.	Select: Consumer	(Double-click to select the word)

10.	Bold the text

11.	Select: Competition

12.	Bold the text

13.	Save and close the presentation



3.4	Working with Drawing Tools

PowerPoint enables you to create drawn objects using a set of tools located on the Drawing toolbar. The drawing tools include buttons that enable you to automatically draw circles, rectangles, lines, and other geometric shapes. Drawn objects can be edited like PowerPoint objects. It is possible to duplicate, resize, move, colour, cut, and paste drawn objects. You can also add attributes such as borders, fills, and shadows, to drawn objects. In addition to this, drawn objects can be aligned and rotated. Text may be added to drawn objects.

3.4.1 The Drawing Toolbar

The Drawing toolbar is one of the default toolbars displayed when you start PowerPoint. It contains various tools to draw boxes, lines, and circles, as well as tools to alter those objects.

Two of the buttons that are found on the Drawing toolbar are Draw and AutoShapes. If you click on the Draw button, a pop-up menu is displayed. The commands on this menu enable you to group and ungroup, rotate and flip, and move objects in front of or behind each other, to name but a few. The AutoShapes button is firstly used to select from over 150 shapes and secondly to draw that shape on the PowerPoint slide.

You can move any toolbar by pointing between buttons and dragging or by dragging its title bar.

SELF ASSESSMENT EXERCISE 3

The Drawing Toolbar

What you do	Comments/Prompts

1.	Open: Drawing Presentation and move to Slide 3

2. Add a new slide	(Click on the New Slide button.)

 


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3.	In the New Slide dialog box, double-click on the Blank AutoLayout

 


The Slide is blank, but it still contains the background including the vertical graphic. (Key on the left)

 


3.5	Creating an Object

To create an object using the drawing toolbar, the following steps apply:

1.	From the Drawing toolbar, click on the drawing tool that you want to use.

2.	Move the mouse pointer to where you want to begin drawing the object. The mouse pointer changes to a crosshair.

3.	Drag the crosshair until the object is the desired shape and size.
4.	Release the mouse button. The object is completed and is automatically selected.





















Figure 4.1: Drawn objects

SELF ASSESSMENT EXERCISE 4

Creating Objects

What you do	Comments/Prompts
1.	From  the  Drawing  toolbar,	
	select the Rectangle tool	
		
2.	Place the mouse pointer in the	The mouse pointer changes to a
	upper-left portion of the blank	crosshair.
	slide	You will use the crosshair to draw
		a rectangle.
		

 


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3.	Using Figure 4.1 as a guide,	As you drag, an outline of the
	drag  diagonally  to  create  a	rectangle is shown.
	rectangle displayed.	The rectangle is completed and
	Release the mouse button	filled.
4.	Select the Line tool	
		Selecting  a  tool  deselects  the
		object. Clicking anywhere outside
		of the object also deselects the
		object.
5.	Please the crosshair below the	The mouse pointer changes to a
	rectangle	crosshair whenever a drawing tool
		is selected.
6.	Press: <Shift>	To  constrain  the  angle  as  you
		draw.
7.	Drag across the slide to draw a	
	horizontal line	
8.	Release the mouse button	
9.	Release <Shift>	The rectangle is deselected and the
		new drawn object is selected.
		The line is complete.
10. Select the Oval tool. Place the	
	mouse pointer on the bottom	
	right the slide below the line	
11. While pressing <Shift>, drag	
	diagonally to draw a circle.	
	Release the mouse button,	
	and then release <Shift>	The circle is completed and filled.


4.0	CONCLUSION

For permanent storage, a presentation must be saved to some location, such as hard drive or a floppy disk.

5.0	SUMMARY

You learned here how to save a presentation and also name a presentation using PowerPoint.

6.0	TUTOR-MARKED ASSIGNMENT

Create a different presentation following the guidelines in 1.6.
Save the presentation as Presentation 4. Run the slide show. Close the presentation.
 






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7.0	REFERENCES/FURTHER READING

Ayo,	S. K. (1988). Computer Literacy, Operating System and Application (2nd ed.). McKay Consult.
 
































































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UNIT 5	USING AUTOSHAPES

CONTENTS

1.0	Introduction
2.0	Objectives

3.0	Main Content
3.1	Using AutoShapes
3.2	Using Clip Art
3.2.1  Adding a Clip Art Graphic to a Slide
3.3	Using WordArt
3.3.1  Selecting a Style and Adding Text
3.3.2  The WordArt Toolbar

4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

You will learn in this unit that AutoShapes button provides access to over 150 shapes. You will learn how to use AutoShapes button in this unit.

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	use AutoShapes

•	select a clip art Autolayout

•	select a WordArt “Style Type” and add text.

3.0	MAIN CONTENT

3.1	Using AutoShapes

The AutoShapes button provides access to over 150 shapes. When you click on the AutoShapes button, a pop-up menu is displayed with nine choices. If you choose a submenu choice and a shape, the mouse pointer shape changes into a crosshair, enabling you to draw that particular shape.

To draw an AutoShape

1.	Click on the AutoShape button.

2.	Choose a submenu choice and a shape.
 


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3.	Press and hold the mouse button and drag the crosshair to create the AutoShape.

4.	Release the mouse button.

SELF ASSESSMENT EXERCISE 1

Using Autoshapes

What you do	Comments/Prompts
1.	Click  on  the  AutoShapes	
	button	To display the AutoShapes pop-up
		
		menu.
		The mouse pointer changes to a
		crosshair.
2.	Choose: Stars And Banners	(Located on the extended menu.)
3.	Select: 16-Point Star	
		
4.	Position the mouse pointer to	
	the left of the circle below the	
	centre line.	
5.	Draw a 16-point star	The 16-point star contains a solid
		fill colour.
6.	Save the file as My Drawing	
	Presentation	


3.2	Using Clip Art

Graphic images called clip art are supplied with PowerPoint. These images are stored in the Clip Art folder, which is shared with other Microsoft Office applications.

3.2.1	Adding a Clip Art Graphic to a Slide

To add a clip graphic to a slide:

1.	On the Drawing toolbar, click on the Insert Clip Art button  

2.	Select a category from the Categories list box.

3.	Click on the clip art image that you want to add.

4.	Click on the Insert Clip button, located on the “pop-up” menu.
5.	Close the Insert Clip Art dialog box.

The fastest way to do many tasks in Clip Gallery is to use the Pop-up menu, which appears when you click on any clip. Figure 5.1 depicts an illustration of the pop-up menu.
 




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Insert a clip button  

Preview clip button  

Add clip to category button  

Find similar clips button  


Figure 5.1: The Clip Art Pop-Up Menu SELF ASSESSMENT EXERCISE 2
Selecting a Clip Art AutoLayout: Viewing and Inserting a Clip art Picture

Before you begin: Ensure that PowerPoint is open and that My Drawing Presentation is open.

What you do	Comments/Prompts
1.	Move to Slide 4	
		
2.	Add a new slide	
		
3.	Double-click on the Clip Art	
	& Text AutoLayout	
		
4.	Add the title Relocation Team	
5.	Double-click on the “Double	To  display  the  Microsoft  Clip
	click to add clip art”	Gallery dialog box.
	placeholder	
6.	If necessary, select the Pictures	To  view  the  available  clip  art
	tab	categories.
7.	In the Search For Clips text	To search for clip art relating to
	box, select the existing text and	work.
	type: work	
8.	Press: <Enter>	To display work-related clip art.
9.	Scroll through the clip art and	
	locate the image of two people	
	shaking hands	
10. Click on the picture	
		

 


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To display the pop-up menu


11. Click on the Insert Clip button


To insert the selected picture into
the slide, the picture toolbar is
displayed.

12. Save the presentation


3.3	Using WordArt

The WordArt toolbar lets you add special effects to the text in your presentations. For example, you can have your text on shapes, such as circular, slanted and curved. Text can also be sized, stretched, and rotated. The spacing between characters can be adjusted, and formatting options (such as font size, bold, and italics) and shading can be applied.

3.3.1 Selecting a Style and Adding Text

To add text by using the WordArt toolbar:

1.	Click on the Insert WordArt button on the Drawing toolbar to display the WordArt Gallery dialog box.

2.	Select a WordArt style and click on OK.

3.	In the Edit WordArt Text dialog box, type the text you want to format.
4.	Click on OK to view the text and display the WordArt toolbar.
5.	Select text-effect options from the WordArt toolbar.

6.	Deselect the placeholder.

SELF ASSESSMENT EXERCISE 3

Selecting a WordArt “Style Type” and Adding Text

Before you begin: Ensure that My Drawing Presentation is open and that Slide 5 is currently displayed on the screen.

What you do		Comments/Prompts
1.	Add a new slide					
						
2.	Select the Title Only					
						
	AutoLayout					
						
						
3.	Add  the  title  Our		It is not necessary to deselect the Title
New Logo		object area before continuing with the next
			step.
 




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4.	Click on the Insert WordArt
button

 


  To display the WordArt Gallery dialog box.

 
5.	Observe	the	WordArt	You can select one of the 30 WordArt
Gallery			
	dialog box		styles.
6.	Select	the	WordArt	
style of your		
	choice			
			
7.	Click on OK		To accept the WordArt style and display the
				Edit WordArt Text dialog box.
8.	Type:	Relocation	The text is displayed in the Edit WordArt
Team			Text dialog box.
9.	Click on OK		To  display  the  text  inside  the  slide
				placeholder.
				The WordArt toolbar is displayed.
10. Deselect the WordArt	To view the slide. The WordArt toolbar is
	placeholder		no longer visible.
				longer visible.
11. Observe the slide	The WordArt text is centred on the slide,
				but is not very large.
				not very large.
12.	Click	on Relocation	To select the object. The WordArt toolbar is
Team			displayed.


3.3.2	The WordArt Toolbar

The WordArt toolbar enables you to create and edit text effects by using the available options. Tools on the Drawing toolbar may also be used to change the effect. Figure 5.2 below, is a picture of the WordArt toolbar. The buttons used in this section have been labelled.







Word Art Shape
Insert Word Art
Format Word Art

Word Art Gallery

Figure 5.2: The WordArt Toolbar
 




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What you do			Comments/Prompts
1.	Verify that the WordArt text is	
	selected			
2.	Use the corner resize handles	(Place the mouse pointer over a
	to	enlarge	the	object	corner resize handle and drag away
	proportionally			from the object to enlarge it.)
3.	On the Word Art toolbar, click	To  display  the  WordArt
	on the WordArt Gallery button	
					Gallery dialog box.
4.	Select the style of your choice	
5.	Click on OK			To apply a new Word Art style
6.	If necessary, move the object to	
	the centre of the slide		
7.	On the Word Art toolbar, click	To display a palette of shapes.
	on the Word Art Shape button	
8.	Select a shape			
					To apply the new Word Art shape.
SELF ASSESSMENT EXERCISE 3
Running your Slide Show		
			
What you do			Comments/Prompts
1.	Select Slide 1			
				
2.	Press: <F5>			When you have finished running
					the   slide   show,   close   the
					presentation.
3.	Click on the left mouse button	
	to move to the next slide		
		
4.	Repeat step 3 above until the	
	slide show comes to an end	
5.	Exit PowerPoint			


4.0	CONCLUSION

Graphic images, called clip art, which are supplied with PowerPoint are stored in the Clip Art folder.
 






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5.0	SUMMARY

You can now use AutoShapes and run slide shows.

6.0	TUTOR-MARKED ASSIGNMENT

1.	Create a different presentation following the guidelines in 1.6.

2.	Save the presentation as Presentation 5. Run the slide show. Close the presentation.

7.0	REFERENCES/FURTHER READING

Ayo,	S. K. (1988). Computer Literacy, Operating System and Application (2nd ed.). McKay Consult.
 
















































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MODULE 6

Unit 1	Networking, Internet and E-mail
Unit 2	Internet
Unit 3	Further Practical Work on the Internet
Unit 4	Electronic Mail
Unit 5	Reading and Responding to an E-Mail Message


UNIT 1	NETWORKING, INTERNET AND E-MAIL

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
3.1	Terminology

3.1.1  Networks
3.2	Local Area Network (LAN’s)
3.2.1  Network Components
3.3	Wide Area Networks (WAN’s)
3.4	Overview of the Internet and the World Wide Web

3.4.1  What is the Internet?
3.4.2  What is the World Wide Web?
3.5	Browser
3.6	Hyperlinks
3.7	Home Pages
4.0	Conclusion
5.0	Summary

6.0	Tutor-Marked Assignment

7.0	References/Further Reading

1.0	INTRODUCTION

An interconnected set of two or more computers with data communication devices may be called a computer network. The wired arrangement consists of a communication software (Network Operating System), computer systems (Nodes), Network interface cards (connectors) and network cable (medium).

2.0	OBJECTIVES

At the end of this unit, you should be able to:

•	state the principles of Networking

•	explain Local Area Network
 


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•	explain Wide Area Network

•	explain what internet is

•	explain what is World Wide Web.

The objective of this section of Module 6 is to give you a brief overview of the principles of Networking.

3.0 MAIN CONTENT

3.1	Terminology

You will hear talk of LAN, MAN, WAN and WWW. This is often confusing, but let’s attempt to define the terms:

LAN Stands for Local Area Network and refers to a network set up in one building.

MAN is a Metropolitan Area Network and refers to two LANs linked between two buildings in the same metropolis.

WAN is a Wide Area Network and refers to LANs or MANs that are connected between cities.

WWW	is a World Wide Web and refers to the linking up the world’s LANs, MANs and WANs to form a web of networks that cover the earth.

3.1.1 Networks

When two or more computers are interconnected this is generally referred to as a network. Networks have become increasingly popular over the last decade. There are a various reasons for this phenomenon. The two main reasons are firstly convenience, and secondly cost savings.

Networks can be used to transfer information between computers, even if they use different operating systems. A network can also be used to send data to remote storage devices and printers, without having to send all of the signals through an expensive mainframe computer. Generally networks provide an inexpensive way to interconnect any number of systems and make communication and sharing of data quick and easy.

There are two main categories of networks used in the industry, which are LAN’s (Local Area Network) and WAN’s (Wide Area Network).
 



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3.2	Local Area Network (LAN’s)

A LAN is a network in which all signals run on a single set of cables, which is fully administered by the owner. There are three typical network topologies (layouts). These are star, ring and bus shapes.

The star shape is the most common. Here outlying stations communicate through a central hub device.

In a ring network, messages circulate the loop, passing from station to station like an old fashioned bucket brigade of fire fighters.

Stations on a bus network send data to a transmitter at one end of the bus. This transmitter rebroadcasts the information back along the bus so that other stations can receive it.

Star network	Token-ring network







												Printer																
																												
																				To outside															
																																			
																				communication		Server
																						
Workstation									link		
																																						
																																																	
																																																	
																																																	
																																																	
													Server															Personal
																												Workstation											
																																													computer
																																																	
																																																	
Personal									Workstation															
																								
																								
computer																																						


Printer	Workstation
	
Figure  1.1  Source:  Microsoft  Encarta  98  Encyclopedia  Deluxe
Edition.	

3.2.1 Network Components

Besides the cables linking the computers there are three components that are present in most networks. These are:

The File server	This is usually a high performance computer with a very large hard disk. The file server is a mass storage device that all users can share. It is used to store all shared programs and data on the network.
 





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Workstations	These are the computers on a network that users work on. Each computer has a network card installed in it, which allows the machine to receive and transmit messages on the network cable.

Shared equipment All users attached to a network can also make use of certain shared equipment.

It doesn’t just end with a single LAN of course. Some companies prefer to keep separate workgroups (departments), which is accomplished by giving each workgroup their own LAN.

3.3	Wide Area Networks (WAN’s)

LANs or MANs that are connected between cities are known as WAN’s. Why do we need WAN’s?

A LAN only has a range of approximately one-kilometre. Even if it could reach further, the cost of laying several hundred kilometres of coaxial cable from one city to another is prohibitively expensive. A better way to link remote computers together is to use a cable network that is already in place and has been carrying long distance messages for years – the telephone system.

To use the telephone system you first need to convert your electronic signal into something more suitable for the phone lines. Telephone transmits sounds, not the radio frequency signals that pulse around a LAN. To do the conversion a device called a Modem is used. The name is a contraction of Modulator-Demodulator. All that means is that the device takes a series of electronic signals and converts them into pulses of sound, which can be sent along the telephone lines.

A prime example of WAN is the Internet. The Internet could be regarded as the largest of all WAN’s. It’s a global network of LAN’s all connected together using the international telephone system. So you can now send messages and data to people in Finland, China or any other country that you can phone.

3.4	Overview of the Internet and the World Wide Web

3.4.1 What is the Internet?

The Internet is a global network of computers that are able to communicate with one another, using a common language called HTML (Hypertext Mark-up Language). These computers are connected
 



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worldwide and can be accessed from anywhere in the world. All you need is a modem and the software to be able to get onto the internet.

The internet is similar to the international telephone system – no one owns or controls the whole system, but it is connected in a way that makes it function as a single big network.

3.4.2 What is the World Wide Web?

Millions of people have Internet access today. The World Wide Web (the web or www) gives you a graphical, easy-to-navigate interface for looking at documents on the Internet. These documents, as well as the links between them, comprise a “web” of information.

The web lets you jump or “hyperlink” from one web page to other pages on the web. You can think of the web as a big library. Web sites are like the books, and web “pages” are like specific pages in the books. Pages can contain news, images, movies, sounds, and 3D worlds – just about anything.












Figure 1.2: Hyperlinks

These pages can be located on computers anywhere in the world. When you are connected to the web, you have equal access to information worldwide; there are no additional long-distance charges or restrictions.

Over the last few years, the web has grown to include a vast array of information – everything from stock quotes to job opportunities, bulletin boards to news, previews of movies, literary reviews, and games.

People often talk about “surfing” the web and visiting new sites. “Surfing” means following hyperlinks to pages and subjects you may never have heard about, meeting new people, visiting new places, and learning about things from all over the world.

Remember that the Internet is not just about corporate information. Because it is very easy to publish on the web, many individuals have set up personal “home pages,” pages about themselves and their interests,
 




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pictures of themselves and more. Some even have pointers to what they are wearing in the office that day, or their pet.

As mentioned earlier you can think of the World Wide Web as a big library on the Internet. Web “sites” are like the books in the library and web “pages” are like specific pages in the books. A collection of web pages is known as a web site. You start your journey through the web from a particular web site.

3.5	Browser

A “browser” is a software tool that you use to look at web pages. As you learned, pages on the web are interconnected. You connect to other pages by clicking text or graphics that are called hyperlinks.

3.6	Hyperlinks

Hyperlinks are underlined or bordered words and graphics that have web addresses (also know as URL – Universal Resource Locator) embedded in them. By clicking a hyperlink, you jump to a particular page in a particular web site. You can easily identify a hyperlink. Hyperlink text is a different colour from the rest of the text in a web site.

Surfing the web means following hyperlinks to different web pages. As you surf around the web, you may find pages you have read about or seen mentioned on television. Have fun surfing the web to learn about subjects you are interested in and visiting new sites all over the world.

3.7	Home Pages

A “home page” is the starting point for a web site. It is something like the cover page or the Table of Contents of a book.



















Figure 1.3: Examples of Home Pages
 



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4.0	CONCLUSION

Computer Network can be categorised into two: wired network and wireless network. The wireless network makes use of radio waves to transmit data or information from one node to another.

5.0	SUMMARY

Here you learned important terms like LAN, MAN and WWW. You will learn more about them in this module.

6.0	TUTOR-MARKED ASSIGNMENT

Briefly discuss the benefits of LAN and WAN.

7.0	REFERENCES/FURTHER READING

Ayo, C. K. (2001). Information Technology: Trends and Applications in Science and Business. Concept Publications.
 






































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UNIT 2	INTERNET

CONTENTS

1.0 Introduction
2.0 Objective

3.0 Main Content
3.1	Internet Addresses
3.2	Internet Service Providers (ISP)
3.3	Internet Terminology
3.4	Exercise 1: Examining the Start Page of Academy of
Learning
4.0	Conclusion

5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0 INTRODUCTION

There are local, national and international networks and most major networks are interconnected. The Internet is a global network of interconnected computer networks.

2.0 OBJECTIVE

At the end of this unit, you should be able to:

•	work on the internet.

3.0 MAIN CONTENT

3.1 Internet Addresses

All home pages have what is called an Internet Address. It looks like this: http://www.ananzi.com. You can go to this page directly if you use this address in the address box.

The address box shows the address, or technically speaking, the URL of the page that you are currently viewing in your browser. URL stands for Universal Resource Locator, which is simply another word for address.

In our example home page, the address used is:
 





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A ddress:


Figure 2.1 URL Address

3.2 Internet Service Providers (ISP)

These are the people who control the access to the web. A person has to sign on with an ISP before you can get onto the Internet. Normally a monthly fee is payable but there are also contracts which reduce the monthly costs.

There are many ISP available to you, you need to investigate them and decide with which one you wish to subscribe. Once you have subscribed they help you set up your Internet. They give you a POP address from which you can receive e-mail and get connected to the web. Once you are set up you can then get onto the Internet.

3.3	Internet Terminology

When working with the Internet, certain terms and terminologies are used to describe processes and concepts. A vast list of such terminology is available. Table 1 below describes a few of the more commonly used of these terms and terminologies.

Table 1

Terminology	Definition
	
Access	The privilege to access and make changes to
Privileges	folders.
Address	The unique code assigned to the location of a
	file in storage, a device in a system or network,
	or any other data source on a network.
Attachments	Multimedia files that are ‘attached’ to an E-
	mail;  can  be  text,  graphics,  sound,  video,
	spreadsheet,  database  or  even  an  entire
	application.
Baud	The number of signalling elements that can be
	transmitted per second on a circuit.  Older term
	being replaced by bps-bits per second
Bit	The smallest amount of information that can be
	transmitted. A combination of bits can indicate
	an  alphabetic  character,  a  numeric  digit,  or
	perform signalling, switching or other functions.
Browser	Application software that gives you a graphical
	interactive  interface  for  searching,  finding,
 


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	viewing  and  managing  information  over  a	
	network.								
BBS (Bulleting	An electronic bulleting board where users can	
board system)	leave  messages.  Many  BBS’s  are  on  a	
	membership basis.							
									
Terminology		Definition							
Chat		“Chat” is a term used to describe real-time	
		conferencing.	For		example,	IRC,	
		“WebChat”, prodigy and aol chat rooms are	
		all examples of “chat”.						
Client		A  computer  that  uses  the  services  of	
		another computer (a server or host). If you	
		have a PC on your desk and you retrieve	
		information from the World Wide Web, your	
		PC is a client of the Web server to which it is	
		connected.								
Cybercafe		A  café  or  bar  allowing  customers  to	
		explore the World Wide Web whilst having a	
		drink or snack, usually charged per half-hour	
		of usage.								
Cyberspace		Originally	used	in	“Neuromancer,”	
		William  Gibson’s  novel  of  direct  brain-	
		computer  networking  referring  to  the	
		collective	realms	of	computer-aided	
		communication.						
Database		A multi-user collection of  information.	
		Often supports random access selectivity and	
		multiple “views” or levels of abstraction of	
		the underlying data.						
Dedicated Line		A   private	line	leased	from	a	
		telecommunications carrier.				
Download		To  transfer  programs  or  data  from  a	
		computer to  a  connected  device, usually	
		from a server to a personal computer.			
e-mail (Electronic		Messages  sent  on  the  Internet  to  a	
Mail)		particular individual.						
File Server		A computer that provides access to files	
		for remote users (clients).					
Firewall		A firewall sits at the gateway of a private	
		network  and  only  lets  certain  types  of	
		information in from and out to the network.	
Freeware		Software allowed to be distributed free by	
		the author, but often with certain conditions	
		applying	(i.e.	the	software	cannot		be	
		modified etc).							
 


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Home Page	On the World Wide Web, this is the main	
	navigation  page  owned  by  a  company,	
	organisation, university, individual etc, from	
	which hyperlinks are made to other pages on	
	the site (or other sites).	
		
Terminology	Definition	
HTML (Hyper Text	A “tag” language in which web pages are	
Markup Language)	formatted   and   web   information   is	
	distributed.	
HTTP (Hypertext	The  method  by  which  documents  are	
Transfer Protocol)	transferred from the host computer or server	
	to browsers and individual users.	
Hyperlink	In World Wide Web pages, hyperlinks are	
	highlighted text or images which, when	
	selected  (usually by clicking  the  mouse	
	button),  follow  a  link  to  another  page.	
	Hyperlinks   can   also   be   used   to	
	automatically download other files as well	
	as sounds and video clips.	
MoDem	End of user computer interface that enables	
(MODulator-	digital data to be transmitted over analog	
DEModulator)	transmission facilities like phone lines.	
		
Multimedia	Computer  systems  that  integrate  audio,	
	video and data.	
Network	A system of inter-related elements that are	
	interconnected in a dedicated or switched	
	linkage  to  provide  local  or  remote	
	communication (of voice, video, data, etc.)	
	and to facilitate the exchange of information	
	between users with common interests.	
Newsgroup	A distributed bulletin board system about a	
	particular topic. Usenet news is a system	
	that distributes thousands of newsgroups to	
	all parts of the Internet.	
Page	A hypermedia document on the web.	
PKZIP	PKZIP is a shareware compression utility	
	for PCs. A program called PKUNZIP is	
	used to decompress.	
“POP” (point of	A “pop” is an Internet service provider’s	
presence)	dial-up connection for modem users, used	
	particularly to describe local connections so	
	modem  users  don’t  have  to  dial  long	
	distance.  For  example,  a  particular  ISP	
 


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	might be based in Johannesburg, but have	
	“POP’s” in Cape Town and Durban.	
Server	In  a  network,  a  host  data  station  that	
	provides facilities to other stations.	
Site	Address location of a server on the Internet.	




Terminology	Definition
UNZIP	To unzip a file means to decompress, or
	expand a file that has been made smaller
	using a compression utility.
URL (Uniform	The form of the site address that reveals
Resource Locator)	the name of the server where the site’s files
	are stored, the file’s directory path, and its
	file name.
WWW (World	Internet system for world-wide hypertext
Wide Web)	linking of multimedia documents, making
	the  relationship  of  information  that  is
	common   between   documents   easily
	accessible and completely independent of
	physical location.
ZIP	When one “compresses” (i.e. makes a
	smaller but equal copy) a file using “pkzip”,
	the resulting file is called a “zip” file. It
	usually ends with the file extension “zip”.


3.4	Exercise 1: Examining the Start Page of Academy of Learning

Objective: To open the Explorer, examine and change the start page

Before you begin: Ensure that you have the Windows desktop

displayed on your screen.

What you do		Comments/Prompts
1. Locate  and	double-click  on	The   Internet   Explorer   is
your browser icon, which is	launched  and  the  start  page  is
found on the desktop	displayed as shown below.
		

 


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2.	You will now examine the URL Address of the current page

The address should be:

C:\AOL\AOLHOME.HTM
 





















You will now change the current start page.

 
3.	Click on the Tools, Internet	The  Internet  Options  dialog
				box is opened.
	Options commands		
			
4.	Ensure  that  the  General	Note the Address of the Home
panel	is selected	Page:
					://C:/AOL/AOLHOME.HTM
















5.	Delete  the  current  address	(Do not attempt to underline
and	type the following into the	the address) The new start page is
Address box:	entered into the Address box.
File://C:/AOL/AOLHOME.HTM	
6.	Click on the Apply button	The new start page has been
and			OK button	set. (It will only be displayed
	then click on the		
					once you restart the browser).
7.	Exit from the browser	You  are  returned  to  the
					Windows desktop.
8.	Launch the browser	The new start page  will be
					displayed   on   your   screen.
					(Maximize if necessary).
					Your screen should now appear

 



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similar to the example shown on

the next page.




















		9. Click on the Tools, Internet		The Internet Options dialog is
	Options command.									opened
														
		10.										Note the Address of the Home
		panel is selected		page:
												file:///C:/AOL/AOLHOME1.HTM												Next you will change the start	
												page back to the original home
												page.
		11. Delete the current address		The new start page is entered
	and  type the following into the		into the Address box
		Address box:					
		file://C:\AOLHOME.HTM					
		12. Click on the Apply button		The new start page has been set.
	and								
		13. Exit from the browser		You  are  returned   to  the
												Windows desktop.
		14. Launch the browser		The  new  start  page  will  be
												displayed on your screen.
												Your screen should now appear
												similar to the example shown on
												the next page.
		15. Exit from the browser		You  are  returned   to  the
												Windows desktop.
															
															
															
															
															

 

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4.0 CONCLUSION

The Internet is used for

•	Information browsing

•	electronic mail (e-mail)

•	Newsgroups

•	File transfer

•	Access to and use of other computers.


5.0	SUMMARY

The advantages and terminology of global network (Internet) were outlined.

6.0	TUTOR-MARKED ASSIGNMENT

Discuss briefly what benefits Internet offers the Nigerian society.

7.0	REFERENCES/FURTHER READING

French, C. S. (2000). Computer Science (5th  ed.). Gosport, Hants:
Ashford Colour Press.
 





























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UNIT 3	FURTHER PRACTICAL WORK ON THE INTERNET

CONTENTS

1.0	Introduction
2.0	Objectives
3.0	Main Content
	3.1	Exercise 2: Navigating the Start Page
	3.2	Exercise 3: Links
	3.3	Exercise 4: Using the Address Box
	3.4	Newsgroups
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading

1.0 INTRODUCTION

In this unit you open the Explorer and navigate around the start page. You will also use some of the links that are located in the start page before you conclude the unit you will navigate using the address box.

2.0 OBJECTIVES

At the end of this unit, you should be able to:

•	open the Explorer and navigate around the start page

•	use some of the links located in the start page

•	navigate using the address box.
 




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3.0 MAIN CONTENT

3.1 Exercise 2: Navigating the Start Page

Objective: To open the Explorer and navigate around the start page

Before you begin: Ensure that you have the Windows desktop displayed on your screen.

What you do			Comments/Prompts
1.	Locate and double-click on	
your browser icon, which is	
found on the desktop		
	
2. Press the down arrow? key on	The down arrow key scrolls you
your keyboard			down the current documents, one
					line at a time. You can use the up
Using the up arrow scroll to the	and down arrow keys to scroll the
top of the document.		current page within your browser
					window.
3.	Press	the	<Page  Down>	The  current  document  moves
key on		your keyboard.		down one screen (page) at a time.
					The <Page Up> key moves you up
					one screen at a time.
4.	Press the <Page Up> key	The current document moves up
on your keyboard.			to the top or start of the current
					page.
5.	Press the <Ctrl> + <End>	The  current  document  moves
keys on your keyboard.		down to the bottom or end of the
					current page.
6.	Press	the	<Ctrl>	+	The current document moves up
<Home>	keys	on	your	to the top or start the current page.
keyboard.				Now you will use your mouse to
					navigate in the current page.
7.	Click on the scroll bar down	The  current  document  moves
arrow  at  the  bottom  of  the	down towards the bottom or end of
vertical scroll bar.		the current page.
		
8.	Click on the scroll bar up	The current document moves up
arrow	at the top of the vertical	towards the top or start of the
scroll	bar.				current page.

 



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9.  Click on the grey area of the	The  current  document  moves
scroll bar. (Between the scroll	down one screen (page) at a time.
bar down arrow and the grey	
scroll box)	Repeat the process to move back
	
	to the top of the current page.
	(Click between the scroll bar up
	arrow and the grey scroll box).
10. Exit your browser.	You are returned to the desktop.






3.2	Exercise 3: Links

Objective: To open the Explorer and use some of the links located in the Start Page.

Before you begin: Ensure that you have the Windows desktop displayed on your screen.

What you do	Comments/Prompts
1.	Locate and double-click on	The   Internet   Explorer   is
your	browser icon, which is found	launched and the
on the desktop.		
				
2.	Scroll down the Start Page	The following buttons on the
until  the  following  buttons  are	Start Page are displayed.
visible.		
				
				
				
3.	Slide your cursor over the	As your cursor passes over a
buttons.	hotspot the cursor changes shape:

 



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	4. When on a hotspot the status		The  URL  (similar  to  the
bar displays the URL of the target		following example) is displayed in
document.		the status bar:
			
	5. Scroll to the bottom of the		The  following  text  links  are
Start Page.		visible:
			
			
	What you do		Comments/Prompts
	6.		As your cursor passes over a
	buttons.		text hotspot the cursor changes
			shape as shown above.
			To  activate  a  link,  simply
			position your cursor on the desired
			hotspot and click  your primary
			mouse button.
			We will activate the Company
			Profile link.
	7.		The  following  page  will  be
	Company Profile button and		displayed in your browser. You
	click your mouse once.		have  just  followed  a  link  to
			another web page.
			Note  the  new  URL  address
			displayed in the Address box.
			

 


















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3.3	Exercise 4: Using the Address Box

Objective: To navigate using the address box

Before you begin: Ensure that your Internet Browser is open and that the Start Page is displayed on the screen.


What you do	Comments/Prompts
1. Click on the text entry in the	The entry is selected.
URL address box		
			
			

 





2.	Type: file://c:\aol\cartoon.htm

Press: <Enter>
 





The following age is loaded

 
















3.	Click on the text entry in the	The entry is selected
	URL address box	
4.	Type: ://c:\aol\aolhome.htm
The Home Page is loaded
	Press: <Enter>	
5.	Close Internet Explorer	
 


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3.4 Newsgroups

The next area of the Internet that we will look at in this course, is that of Newsgroups. The area on the Internet that comprises thousands of newsgroups is known as the Usenet.

A Newsgroup is basically an electronic bulletin board where messages are left (similar to e-mail – about which you will learn more in the second part of this course) for others to see and respond to if necessary. It is here that we have two-way communication. For example, you may have a question regarding your PC that nobody (that you know) can help you resolve. By using a newsgroup you can post the question and receive replies from anywhere in the world.

Newsgroup messages are stored on Internet servers, called News Servers, which are located throughout the world. Each Internet Service Provider (ISP) supplies a news server for use by all of its subscribers. The news server is divided into categories with each category being a newsgroup and each newsgroup having links to other servers on the Internet that contains the same category or newsgroup.

When you post a message to a newsgroup, it is posed onto your ISP’s news server. When you view the messages in a newsgroup, the server automatically activates the links and scans the other servers for messages in the requested category. When you look at a list of articles in a newsgroup you can see each message header, when the relevant header is activated (double-clicked on) a connection with the appropriate server is made and the message is displayed in your browser window.

The newsgroups can be accessed either from links in the Web pages or from an integrated news browser which forms part of your Web browser.

4.0	CONCLUSION

Here you opened the Explorer and carried out stipulated exercises.

5.0	SUMMARY

An important area of internet is the Newsgroups.

6.0	TUTOR-MARKED ASSIGNMENT
 





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You wish to send an e -Mail message to a fellow teacher in the same school where you teach. Attached to this e-mail is a draft copy of an exam paper that you have set. Explain how you would go about creating the e-mail, attaching the document containing the exam paper and finally sending the e-Mail.

7.0	REFERENCES/FURTHER READING

French, C. S. (1998). Data Processing and Information Technology.

Gosport, Hants: Ashford Colour Press.




























UNIT 4	ELECTRONIC MAIL

CONTENTS

1.0		Introduction
2.0	Objective
3.0	Main Content
	3.1	Electronic Mail
		3.1.1  Microsoft Outlook – Inbox
	3.2	Creating an E-Mail Message
	3.3	Exercise 5: Creating and Sending E-mail
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading
1.0	INTRODUCTION
 


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Each main user has a “mailbox” which is accessed via a computer terminal within the system by entering a password. Messages are drawn to user’s attention when they enter the system.

2.0	OBJECTIVE

At the end of this unit, you should be able to:

•	use the electronic mail (e-mail).

3.0	MAIN CONTENT

3.1	Electronic Mail

Electronic mail is a network feature that has no equivalent in standalone computing. It is one of the most useful features of networking. Electronic mail (or e-mail) allows users to send messages and files to selected users or groups of users, while preserving the privacy of sensitive information.

Another advantage of e-mail is that the person to whom a message is addressed does not have to be attached to the network, when a message is sent, to receive it. If a person, who is not attached to the network, is sent a message, that message will be stored in the e-mail database until that person attaches to the network.

Electronic mail can also be sent to remote locations via the telephone system, provided the network software supports this feature. This makes it easy to communicate with people anywhere in the world quickly and cheaply. An e-mail message from South Africa to the UK costs about half of what a fax containing the same message would cost.

On this course you will use the program Microsoft Outlook to learn how to send mail.

3.1.1 Microsoft Outlook – Inbox

Microsoft Outlook provides an electronic mail tool called the Outlook Inbox. As you work through this section you will be exposed to the two basic Outlook operations, that of sending and receiving e-mail from others in your workgroup.

By default, when Outlook is launched it will display your Inbox, listing all received electronic mail. Should the Inbox not be the current folder,
 



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simply click on the Inbox shortcut, located in the Outlook Shortcuts group. The following Inbox folder will be displayed.





























Figure 4.1: The Inbox Folder





Figure 4.2: Standard Toolbar options available for the Inbox Folder





Table 1 below: summarises the functions of the available tools.

Tool			Function
			Activates the New Message dialog box;
New Mail Message		used to create a new mail message.
					
			Prints the active folder or selected items.
Print		Please note that this method of activating print
		does not call up the print dialog box.  To set
		print options, you would need to select File,
		Print…		
			
			Enables you to move the selected item or
Move to Folder		items to a specific folder.
					

 




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					Used to delete items in a folder or the entire
	Delete	folder
		
					Click on this button if you wish to reply to
	R	eply	the sender only. The Message Reply window
			will be displayed.
				
					Click on this button if you wish to reply to
		R	eply to All	the sender and all recipients of the message.
				The  Message  Reply  window  will  be
				
					displayed.
					This button may be used to check for mail
	Send/Receive	waiting in your postbox or to send outgoing
					mail.
					This feature allows you to organise the
	Organize	Inbox. You can create rules through which
		future  information  will  automatically  be
					
					organised, change view and manage junk e-
					mail  messages.  this  is  a  new  feature  in
					Outlook 2000.
					Used to look up e-mail and fax information
	Address Book	when you address messages.
		
					Used to find information about a contact
	Find a Contact	stored in the Contacts folder.
		
					Activates Microsoft Outlook Help.
	Microsoft Outlook	
	Help	








3.2	Creating an E-Mail Message

The procedure to create an electronic e-mail is as follows:

•	The first step is to click on the New Mail Message button located on the standard toolbar (click on the picture, not the drop-down arrow).




New Mail Message button
 






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•	Outlook will display the following Message window with a label of “Untitled”.






To…button	To
Cc…	
	
	Subject box



Message  








Figure 4.3: The New Message Window Study Figure 4.3 carefully.

The cursor automatically goes to the To… box. This is where the e-mail address/addresses of the recipient/recipients is/are typed.

The Cc… box is used if you want to send the same message to another person.

The Subject: box is for you to give your message a subject heading.

The box underneath subject is the Message detail box and is used to write the contents of your message.

•	The next step is to address the message. To do this we will select the name of a recipient from the Post Office list. Click your primary mouse button on the To button to display the following Select Names dialog box:
 


















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Postoffice Address List         Subject box



Admin

Student1


  Student2

Student3








Figure 4.4: Select Names dialog box

•	Change the Address list to display the Post Office Address List as shown above. When the Address List is changed, all available recipients will be displayed in the Recipient List window.

•	Select the name(s) of the individual(s) to receive your message by double clicking on the name(s) displayed in the list of recipients. (In Exercise 5 later in this module, you will send the first message to Student2.)

•	The name(s) of the chosen recipient(s) will display in the Message Recipients window. Next click on the OK button. This will close the Select Names dialog box and place the recipient name(s) in the window of the new message.

•	Type a subject heading in the Subject window. you will notice that the Subject is used as the message title in the title bar.

•	Enter the message details into the message window. The message window will appear similar to Figure 4.5 below:
















Figure 4.5: Completed message

•	To send the message, click on the Send button located in the message window
 




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Send button

3.3 Exercise 5: Creating and Sending E-mail

Objective: To create and send an e-mail message

Before you begin: Launch Outlook 2000. (In the first few steps of the exercise you will be guided to select the user profile, Student1 and to Logon as Student1)

What you do	Comments/Prompts

1.	When prompted select the Profile

Name: Student1
Click on OK

2.	In the Microsoft Mail logon   The   Inbox   folder   for
dialog box logon as:	Student1 will be displayed. (If
Mailbox: Student	it is not, click on the Inbox
	shortcut.
Password: Password	
Click on the OK button.	
3.	Click  on  the  New  Message   The   following   message
button.	window will appear.
					
						
					
4.  Click on the To… button	The following Select Names
					dialog box will be displayed.
						
						
						
						

 

5.	Click on Show Names from the: drop-down arrow and click

on the Post Office Address List Option if Necessary.
 

The Post Office Address List is selected and all available recipients should appear in the Recipient List window.

 



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6.	Double click on Student.Student2 is selected and the name appears in the Message Recipients window.
7.	Click on the OK button.	You are returned to the message
		window. You will notice that the
		name  Student2  appears  in  the
		To… box
8.		
Type: Holiday Specials	
		
9.		The subject of the message is
		entered,  and  the  insertion  point
		moves to the Message box.
10.	Type: Hi there,

11.	Press: <Enter> <Enter>

12.	Type: The following The text of the message is message details some of the entered.

outstanding  holiday  specials  on	You are now ready to send it.
offer from Sunshine Tours cc!	
			
			











13. Click on the Send button	The message is sent, and the
	Message window is closed.


14.	In the Outlook Bar, click on the My Shortcuts group button.
15.	Click on the Sent ItemsThe contents of the Send Items
shortcut.	folder are displayed. Notice that the
	message you have just sent appears
	in the list.

 




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16.	The message is sent.
following message:	
Recipient: Student 3	
Subject: Overseas Travel	
Message: The cost details	
due today but have not	
as yet been received.	
Please advise me as to	
the status of your	
proposal.	
17.	The messages are sent.
following message:	
Recipients: Student2 & 3	
Subject: Golf Date	
Message: This month’s	
golf name will be held	
next Friday at the	
Riverside Country Club,	
Tee-off 07:30 a.m. See	
you there!	

18.	Select the My Shortcuts group in the Outlook bar.
19.					The content of the Sent Items
shortcut	folder is displayed.
20. Select File, Exit and Log	You are returned to the Windows
Off					desktop.


4.0	CONCLUSION

The mailing system provides computerized ways of preparing, entering and editing text.

5.0	SUMMARY

The mailing system provides means of filing and retrieving messages.

6.0	TUTOR-MARKED ASSIGNMENT
 





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Create an e-mail and send it to the Co-ordinator of National Open University.

7.0	REFERENCES/FURTHER READING

French, C. S. (1998). Data Processing and Information Technology.

Gosport, Hants: Ashford Colour Press.





















































UNIT 5	READING AND RESPONDING TO AN E-MAIL MESSAGE
 



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CONTENTS	
1.0	Introduction
2.0	Objectives
3.0	Main Content
	3.1	Reading and Responding to an E-Mail Message
	3.2	Placing an Attachment to an E-Mail Message
	3.3	Reading a Message Attachment
4.0	Conclusion
5.0	Summary
6.0	Tutor-Marked Assignment
7.0	References/Further Reading
1.0	INTRODUCTION

Here you will send more e-mail messages

2.0 OBJECTIVES

At the end of this unit, you should be able to:

•	reply to an e-mail message

•	place an attachment to an e-mail message

•	read a message attachment.

3.0	MAIN CONTENT

3.1	Reading and Responding to an E-Mail Message

As mentioned earlier, all incoming mail messages are stored in the Inbox.

The procedure to display an electronic mail message is detailed as follows:

•	Double click on the relevant message in the Inbox listing. The message will open and be displayed in a message window.
•	Whilst working in the message window, if you wish to view either the next or the previous message, simply click on the up or the down arrow.

 










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Previous Item button
 


Next Item button
 

The procedure to respond to an electronic e-mail message is detailed as follows:

•	In the message window, if you wish to reply only to the sender, click on the Reply button.

Reply button  

•	If you wish to reply to the sender and all of the recipients of the message, click on the Reply to All button.

Reply to All button  

When clicking on either of the above buttons the Message Reply window will be displayed. By default the recipient name is automatically entered together with the original message. Scroll to the end of the original message and type your reply before clicking on the send button.

SELF ASSESSMENT EXERCISE 1

Replying to a Message

Objective: To reply to an e-mail message.

Before you begin: Launch Outlook 2000. (NB: In the first step of the Exercise you will be prompted to logon as Student2.


What you do	Comments/Prompts
1.	
Profile	
Click on OK	x
	
2.	
dialog box logon as:	
Mailbox: Student2	
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CIT101	COMPUTERS IN SOCIETY
 


3.

Click on OK
 


The Inbox folder for Student2 will be displayed.


Next you will check the mailbox for new mail.
 
4.			The Delivering Messages dialog	
	for new mail.	box is displayed.	
5.			The messages will be displayed	
	and any new messages will be		in the message list as follows:
	displayed.				
						
						
						
						
						



6.					The message will be opened, and
Date message	displayed in the message window.
7.					The Message window is closed.
click on the Close button	You  will  now  respond  to  a
Message window.	message.
8.					The message is re-displayed.
Holiday Specials message	
9.					The Message Reply window is
					displayed.
					
10.					The reply is entered.
point is located in the message	
area (immediately above the	
original message).	
Type:	
Thank you for your message.	
I will submit a detailed reply	
by noon today.	
11.					The  reply  is  sent,  and  the
					original message is redisplayed.
					
12.					The Message window is closed.
the Title bar of the Message	
window.	
					
13.					
necessary by pressing <F5>.	
14. Select: File, Exit and Log	You are returned to the Windows
off					desktop.

 


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15.		The message is displayed.
the Student1 profile name and	
logon  as  Student1.	Press	
<F5>.		
Read your Messages		
16.		You are returned to the Windows
program		desktop.


3.2 Placing an Attachment to an E-Mail Message

So far, we have looked at sending and receiving standard e-mail messages using Outlook. If you wish, include items such as graphics, sounds, text and other information by attaching the relevant file to your e-mail message.

The procedure to attach a file to an electronic e-mail message is detailed as follows:

•	Ensure that you are in the Message window, the click on the Insert File button.

  Insert File Button

•	In the Insert File dialog box that is displayed, select the relevant the name and click on the OK button. the message window will now display a file icon in the message as per the following example:

 


























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Figure 7.10: Message with a File Attachments Click on the Send button.

5.3	Reading a Message Attachment

It is possible to read an attachment without saving it first. Remember that you must have the application that the attachment is written in, in order to read it. To identify whether a message has an attachment, you will see a paperclip next to the message.

To read the attachment the mouse must be placed on the message. Click the right hand button on the mouse. Select view and the attachment will open.

SELF ASSESSMENT EXERCISE 2

Objective: To send a new e-mail message which contains an attachment.

Before you begin: Launch Outlook 2000. (NB: In the first step of the Exercise you will be prompted to logon as Student2.)

What you do	Comments/Prompts	
1.	When logging onto Outlook,	The Inbox, folder for Student2
use	will be displayed.		
	Profile Name: Student2				
	In the Microsoft Mail logon				
dialog box, logon as:				
Mailbox: Student2				
	Password: Password				
2.	Click on OK	Next you will check the mailbox
			for new mail using <F5>.	
3.	In the Inbox folder click on	The	Message	window	is
the	New Mail Message button	displayed.		
		
			
		
4.	Click on the To…button.	The select Names dialog box is
			displayed.		
5.	In the list of users, double	The recipient is selected, and the
click	on  the  name  Student  1,	Message windows is redisplayed.	
then	click on the Ok button				
6.	Click in the Subject box.	The	subject of	the message	is

 


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Type: Family Crest	entered,  and  the  insertion  point
Press: <TAB>	moves to the Message box.

7.	Type: Attached please find a copy of the family crest. Any

comments?

8.  Press: <Enter> twice	The  text  of  the  message  is
	entered. You will now attach an
	external graphic file.
9.	Click  on  the  Insert  File   The Insert File dialog box is
button.	displayed.





10.	Switch to folder A:\The files from your data folder are displayed

11.	In  the  list  of  filenames,   The filename is selected.
click on	Blue.bmp.

12. Click on the Insert button	The dialog box is closed, and the
								file is	attached	to	the message.
								Notice	that an	icon	representing
								the attached file appears below the
								message.		
													
													
													
													
													
													
													
													
													

										
13. Click on the Send button	The message is sent, and the
									Message window is closed.
				
14.  File,  Exit  and  Log  off		
Outlook								
15. Launch   Outlook   using		
Profile					
	Name: Student 1					
										
	16.								
	Mailbox: Student 1		
	Password: Password		
	17.							The Inbox is displayed.
	18.							The inbox listing is refreshed
									and  displays  any  new  mail
									received.
208								
					Students2	Family Crest		
					Students2	RE: Holiday Specials		
								
					Students1	Golf Date		
					Students1	Holiday Specials		

 
CIT101	COMPUTERS IN SOCIETY


					
19.					The message is opened. Next
Double click on the Family Crest	you will view the attachment.
message.				
20.	In	the  newly	displayed	The attached file is opened and
message there is an icon labeled	displayed in Paint.
Blue.BMP				
Double click on this icon.	
21.	Exit	Paint  and	Exit and	You  are  returned  to  the
Logoff Outlook.			Windows desktops.


4.0 CONCLUSION

You are now in a position to read and respond to e-mail messages.

5.0 SUMMARY

E-mail addresses have standard format.

6.0 TUTOR-MARKED ASSIGNMENT

Send another E-Mail message to the co-ordinator, National Open University.

7.0 REFERENCES/FURTHER READING

French, C. S. (1998). Data Processing and Information Technology.

Gosport, Hants: Ashford Colour Press.
 

















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NATIONAL OPEN UNIVERSITY OF NIGERIA

Form QST1
Questionnaire

Dear Student,

While studying the units of this course, you may have found certain portions of the text difficult to comprehend. We wish to know your difficulties and suggestions, in order to improve the course. Therefore, we request you to fill out and send us the following questionnaire, while pertains to this course. If you find the space provided insufficient kindly use additional sheet.

Course Code:____________
Course Title:______________________________

1.	How many hours did you need for studying each of these units?		
																
Unit	1	2	3	4	5	6	7	8	9	10	11	12	13		14	15
No. of																
hours																
Unit	1	2	3	4	5	6	7	8	9	10	11	12	13		14	15
No. of																
hours																
2.	Which of these units do you find most difficult to understand?	
3.	Please give specific problem you find difficult with the unit.	
	__________________________________________________	
	__________________________________________________	
	__________________________________________________	
	__________________________________________________	
4.	How would you like the unit improved?							
	__________________________________________________	
__________________________________________________

__________________________________________________

Please Mail to
The  Course  Coordinator…………………THROUGH  the  Study
Centre Manager
National Open University of Nigeria
Victoria Island,
Lagos.
 










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NATIONAL OPEN UNIVERSITY OF NIGERIA

Form QST2
Questionnaire

In the questions below, we ask you to reflect on your experience of the course as a whole.

1.	Course Code and Title……………………………………….………..

2.	Mother tongue………………………………………………….……..

3.	I am registered for a………………………………Degree/Programme

4.	Why did I choose to take this course?.....................................................

5.	Which study unit did I enjoy the most and why?.....................................

6.	Which study unit did I enjoy the least and why?.....................................

7.	Was the course material easy to understand or difficult?.........................

8.	Which particular topic do I understand better than before and how?.......…………………………………………...…………………

9.	Does the course have any practical applications in the real world, e.g.
for the work I Currently do?...............YES/NO? Explain………………

10.	What aspects would I like to know more about or study further?...............………………………………………………………

11.	How could the course be improved?........................................................

12.	Other comments about the course (Please Tick)……………………….


	Items	Excellent	Very   Good   Poor	Give specific
							Good	examples if poor
																			
	Presentation																	_________________
																		
	Quality																	_________________
																		
																		_________________
																		
	Language and Style																	_________________
																		_________________
	Illustrations Used																	_________________	
	(diagrams, tables, etc.)																	_________________	
																			
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	Conceptual Clarity																	_________________	
																			
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	Self Assessment																	_________________	
																			
	Questions																	_________________	
																		_________________	
	Facilitators response																	_________________	
																			
	To TMA Questions																	_________________	
																			
 

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