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INTRODUCTION TO COMPUTERS TRAINING MANUALS COURSE OUTLINE

What is a computer?
A computer is an electronic device that has performs arithmetic and logical operation i.e.
stores data for future reference and have some form of both input and output of data and
information. A data is a raw fact or a given object/activity. Information is data that has
been transformed into a meaningful result i.e. the computer process both data and
information.

Some areas in which computers are used

 Medical labs/Hospital
 Educational centers
 Offices
 Communication centers
 Entertainments
 Security
 Computerization of industrial machine

Advantages of using computers

 Is fast
 Is accurate

 It manages files and combines task

Disadvantages of computers
 Purchasing cost is high
 Requires maintenance
 Requires skilled labour
 Causes unemployment
 Uses power

Constitutes of a computer
 Hardware
 Software
Computer hardware- they are physical components making up a computer system.
They are also divided into two:
 System Hardware

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 Peripheral hardware
System hardware-involves the basic components making up a computer. This include
 Input devices
 Output device
 Central processing unit
 Storage devices.

Physical parts of a computer and its peripherals

1. System unit
The system unit is the core of a computer system. It houses several components that are usually
mounted on the mother board. Such components are:
a) Power Supply
b) Buses
c) Power Cables
d) Mother board
e) Central processing unit (CPU), or microprocessor, which acts as the "brain" of your
computer.
f) CD-ROM/ DVD-ROM driver for reading and storing data
g) Several cards like, networking, monitor, TV and radio and others
h) Storage devices; internal and external ones
i)
j) Ports e.g. USB, serial device, internet cable and telephone

Task 2: Functional units of a computer

1.CPU- Central processing Unit It’s the brain of the computer, a section where processing of data to
produce meaningful results takes place. It’s made of the following.
 Control Unit
 Arithmetic and logic Unit
 Primary storage (Main Memory)

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Arithmetic & logical unit

Output device
Input device Control unit

Primary storage

Backing storage/
secondary storage
Illustration of information process areas in the CPU

a. Control unit

The control unit is the circuitry that controls the flow of information through the processor, and
coordinates the activities of the other units within it. In a way, it is the "brain within the brain", as
it controls what happens inside the processor, which in turn controls the rest of the computer

b. Arithmetic logic units

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The arithmetic-logic unit (ALU) performs all arithmetic operations i.e. addition, subtraction,
multiplication, and division; and logic operations. Logic operations test various conditions
encountered during processing and allow for different actions to be taken based on the results.

c. Main memory( Primary storage)

Primary storage (main memory
Primary storage is also divided into two sections
(i) RAM (random access memory)-Area that stores information while processed..
All information contained in the RAM is lost once the computer is switched off. Thus
Ram referred to as volatile memory
(ii) ROM (read only memory)-is a special memory used to keep special information
needed by the computer permanently e.g. It stores BIOS programs needed by the
computer when booting.

2. Input and output devices

Input/output, or I/O, refers to the communication between an information processing system

(computer), and the outside world possibly a human, or another information processing system.
Inputs are the signals or data received by the system, and outputs are the signals or data sent from
it.

Examples of output devices:

 Speaker
 Headphones
 Screen or Monitor or Visual display unit (VDU)
 Printer

a) Monitor
A monitor displays information in visual form, using text and graphics. The monitor forms
images from tiny dots, called pixels and the sharpness of image i.e. screen resolution, depends
upon the number of pixels.

b) Speakers produces sound of a given computer processing

c) Plotter for plotting graphs on paper

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Input devices

Examples of input devices:

 Keyboard
 Mouse
 Barcode reader
 Scanner
 Biometric reader
 Digital camera

 Keyboard

Keyboard (similar to a typewriter) is the main input device of a computer (refer to figure 2.2).
It contains five types of keys

 Mouse

A mouse is a small device used to point to and select items on your computer screen.
Although mice come in many shapes, the typical mouse does look a bit like an actual mouse.
It's small, oblong, and connected to the system unit by a long wire that resembles a tail

Peripherals

A peripheral is a device attached to a host computer but not part of it, and is more or less
dependent on the host. It expands the host's capabilities, but does not form part of the core
computer architecture. Examples are computer printers, image scanners, tape drives,
microphones, loudspeakers, webcams, and digital cameras.

Computer Software
A computer software/program is a sequence of instructions that are written in a computer language
which instructs the computer hardware what to do.

Software is classified into two major types: system Software and application software.

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1. Operating systems / System software

They are programs that controls and manages the working of the computer, it tells the computer what
to do

Examples of operating systems include:

 Ms Windows, Ms DOS , Linux, Unix, MAC OS,

2. Application software-
Are programs designed to help a user perform a specific task. It’s further divided into
three categories
a) Generalized Applications-Are packages made to produce some kind of work
i.e. word processor, spread sheets, databases, desktop publishing,
presentations and computer aided designs
b) Customized applications-Are computerized systems designed for companies,
institutes, and governmental departments’ e.t.c to enable them perform their
kind of work on computers. Examples of such system include. Banking g
systems, payroll system e.t.c
c) Programming Languages They are programs used to design other programs
Examples of programming languages Machine language (ML) low
level language (LLL) High level language (HLL) fourth generation language
(FGL)

Computer classifications
While working with a computer you must be asked to classify them, we classify
computers based on: the generation, function, mode of the processor, manufactured
purposes and sizes.

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Lesson three

Data storage

Storage of data is one of most important features of a computer system. This is done when the
program is running.
Data storage refers to computer components and recording media that retain digital data used for
computing for some interval of time. Computer data storage provides one of the core functions of
the modern computer, that of information retention.

There are two types of storage devices

 Primary storage(main memory)
 Secondary (Backing storage)

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Primary storage (Main memory)

The primary storage section also called internal storage, main storage, main memory, or just
memory serves four purposes:
- It’s the section that stores data waiting and already processed in the RAM. All
information contained in the Ram is lost once the power goes off, thus primary storage
is referred to as Volatile Memory. E.g. RAM

Secondary storage (backing Storage)

It’s the area that stores data permanently. The information in secondary storage does not get lost
once the power goes off. Thus is referred to as non volatile memory
Examples are Magnetic disks, Optical disc, Solid state and remote backup service

a) Magnetic disks
–It is a flat circular platter on which data can be stored using magnetic process.
. Magnetic disks can range from small and portable, such as diskettes with 1.44MB of storage
capacity, to large capacity fixed hard disks, which are more expensive and less portable.

Floppy disks are used for distributing software . They are made of a thin magnetically coated plastic
enclosed in a plastic case. They are of two types.
- 5 ¼ floppy disks
- 3 ½ floppy disks – The most common size with a capacity of 1.44 MB. They are not
very fast and durable.

Hard disk
 Hard disks/Fixed disks – Also called hard drives. Their capacity range from 20 to 120 GB.
They are fast and durable though not foolproof. Modern hard disk has high storage capacity
and high speed of data storage and retrieval. This is making it more preferred as compared
with magnetic tape for bulk storage. The main advantages of hard disk storage are low
access times, availability, capacity and ease of use. External disks can be connected via local
interfaces like USB
The main disadvantages of hard disk backups are that they are easily damaged, especially
while being transported and that their stability over periods of years is a relative unknown.

b. Optical storage

Optical Disks – Store bits as “pits” and “lands” on surface of disk that can be detected (read) by a
laser beam.
 CD-ROM (Compact-Disk Read Only Memory) – Only read and cannot be erased for
rewriting. Has a capacity of 650 MB
 CD-R (Compact-Disk Recordable) / WORM (Write Once, Read Many) – Usually blank at
first and can be written only once. Has a capacity of 650 MB
 CD-RW (Compact Disk Rewritable) – Can written and read more than once. Has a capacity
of 650 MB.
 DVD-ROM (Digital Video Disks) – They are similar to CDs except that it has high quality
sound and high-resolution video. Has a normal capacity of 4.7 GB and up to 17 GB if
double-sided with double layering. Uses laser technology. They are a relatively new
technology usually used in the entertainment industry.

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c. Solid state storage

Also known as flash memory, thumb drives, USB flash drives, CompactFlash, SmartMedia,
Memory Stick, Secure Digital cards, etc., these devices are relatively costly for their low
capacity, but offer excellent portability and ease-of-use.

d. Remote backup service

As broadband internet access becomes more widespread, remote backup services are gaining in
popularity.
Backing up via the internet to a remote location can protect against some worst-case scenarios
such as fires, floods, or earthquakes which would destroy any backups in the immediate vicinity
along with everything else.

Storage capacity abbreviations

 1024 bytes = 1Kilobyte

 1024 KB = 1 Megabyte
 1024 MB = 1 Gigabyte
 1024 GB = 1 Terabyte
Drive letters
Each type of backing storage is identified by use of drive letters
Hard disk =C
3½ floppy =A
51/4 Floppy =B
CD =D

Lesson4
By the end of the lesson the learner should be able to describe the types of network topology,
how to choose a network and trouble shooting
Lesson content: Introduction to networking, types of networks, network topology, how to
choose a network and troubleshooting.

Explanation

Computer networks: This is the communication of computers connected together.

There are thee main types of computer network
LAN-Local Area Network
MAN-Metropolitan Area Network
WAN-Wide Area Network

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LAN
 Networks of computers with a small geographical area e.g within a single room or a
building

Have high data transmission rates & low cost transmission & intra-office traffic

MAN.
 Network of a computer within limited geographical area e.g. between two
buildings or within a city
WAN
Network of computers with a very large (unlimited) geographical area e.g.
City-to-city, country-to-country, continent-to-continent

The following are common hardware devices required to connect a computer network


NETWORK TOPOLOGIES

 TOPOLOGY-Refers to the way the end stations or nodes of the network are
interconnected i.e. it depicts the shape of the network. Determine how it works
 The devices on a network are referred to as nodes and may be connected using twisted pair
copper wire cable, optical fiber cable, coaxial cable and radio waves.
 The network can be arranged according to several basic topologies (layouts). Such topologies are:

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Types of topology
(a)Star Topology-Each station is connected by point-to –point link to a common central
switch server

a) Star Topology

(b)Bus Topology-They are also open ended with a cable providing a common bus on which
information broadcast. Also called daisy chain topology.
b) Bus Topology

Bus topology uses a common backbone to connect all the network devices in a network in a linear
shape from a single shared cable attached to an interface connector.

(c)Mesh Topology-Topology where cables cross over one another

(d)Ring Topology-Network consists of a set of repeater each of which participates in two

links thus forms point-to-point

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(f) Tree Topology

Tree topologies are comprised of the multiple star topologies on a bus. Only the hub devices can
connect directly with the tree bus and each Hub functions as a root of a tree of the network devices.
This bus/star/hybrid combination supports future expandability of the computer networks, much
better than a bus or star.

(f)Hybrid Topology-combination of two topologies e.g. Star and bus and ring topologies
e.t.c

Lesson5
Specific objectives
By the end of the lesson the learner should be able to define viruses, explain types of viruses’
precaution of preventing viruses, how viruses work, basic backup and security issues
Lesson contents: virus, precautions, how viruses work, basic back up and security issues.

Explanation
Anti Virus Software, Update Procedures, Back Up and Security Issues
What is a virus?
A virus is a program that affects the working of the computer by either deleting the programs
or making the corrupt.
Precautions
 Restrict of disk movements
 Use of anti-virus software
.

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Example of anti virus software includes

 Norton  Kaspersky
 Dr-Solomon  AVG
 Mac-fee
 F-port

PRACTICAL ACTIVITIES
Starting up a computer
Turn on the main switch from the power supply; your computer may be connected to a constant
automatic voltage power stabilizer (AVS) or Uninterruptible power Supply (UPS). Turn this on
after switching the main supply. Next turn on the System Unit and the monitor.

As the computer is switched on, it does the power On Self Test (POST) before it starts. The
POST checks that all the system components are working properly. If any of the checks fails,
then an appropriate error message is displayed on the screen. Some times an error code is
displayed with the massage, or an abnormal number of beeps are sounded. The entire process
that makes the computer ready for use is called BOOTING UP.

SHUTTING DOWN THE COMPUTER

Turning a PC off and ON several times a day is harmful. Every time you turn the PC on, the
internal components get heated and again cool down when the computer is turned off. As a
result, the circuit boards expand and contract and it has bad effects on the solder joints of the
computer. It is therefore advisable to shut down the computer just once at the end of the day.
When you have finished the session of the day at your computer, it should be turned off
following the procedures below.
1. Save your work on the computer before you turn it off
2. Remove the floppy disks if you have inserted any.
3. Follow the proper shut down procedures required before switching off.
4. Press the button on the monitor to turn off the screen.
5. Switch off your printer , speakers or any other out put devices

COMPUTER SYSTEMS SELECTION

(Specification when buying a computer)
The main hard wares factors to consider when selecting a computer system are the type of
CPU, processing speed, amount of main memory, storage capacity, user needs and cost. In
addition to these, there are others like warranties, expansion and upgrades, portability.

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MS WINDOWS COURSE OUT LINE

1. Definition of Windows.

2. Task performed by Windows

3. Terminologies used in windows

4. Parts of a Window

5. Getting started with Window Seven

6. Starting and Quitting a program

7. Creating, Saving and Opening/retrieving a document

8. Finding files folders on your Computer

9. Windows applications: Windows Explorer, Word pad, Paint Brush and Calculator

10. Working with document i.e. copying, Moving and Deleting files.

11. Changing the system settings by using Control panel customizing your Screen display,
settings, date and time.

12. Driver settings adjusting mouse and keyboard settings.

13. Changing conventional settings, e.g. Currency Number format, time zones.

14. Using system tools – Scandisk, Defragmenter, Disk space

15. Checking the computer for viruses

16. Multimedia – Having fun on your computer

17. Shutting down your computer systems.

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LESSON 1
By the end of this lesson, the learner should be able to
o Understand More about operating system, Task performed by operating system and
some terminologies used in operating system

OPERATING SYSTEM

DEF: Operating system is a program that controls the function and tasks of hardware and other
forms of software.
Programs are sets of instructions that tells the computer what to do, or when or how to do.
They ensure that, a computer operates in an ordinary, orderly and organized manner. Examples
of operating systems includes:-
 MS DOS
 Ms Windows
 Novell
 Linux
 Unix

MS Windows
Windows is an operating system or set of instruction that controls the hardware and also
supports other types of soft wares. Windows uses graphical representation to work that is why
is called graphical user interface (GUI).

The family of windows operating systems includes:-

 Windows 3X (3.1, 3.11)

 Windows 95
 Windows 98
 Windows NT
18. Windows 2000
19. Windows Millennium
20. Windows XP
21. Windows Vista
22. Windows 7
23. Windows 8
24.
25. The most important tool in windows is the mouse. The mouse can be defined as a hand
held tool operated by clicking, double clicking, right clicking and dragging, your
smooth sailing with windows is entirely depends on how you can click, right click, drag
and double click the mouse.

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TASKS PERFORMED BY WINDOWS

1. File organization – This includes copying files, deleting files, renaming files and
creating files and folders
2. Folder organization – This includes copying folders, deleting folders, renaming folders
and creating folders.
3. Preparation of diskettes – Windows enables us to format our diskettes, by formatting,
we empty our diskettes and also we create tracks and sectors where the files can be
stored.
4. Control of peripheral devices – Windows controls all the hardware and peripheral
attached to the computer. It is of necessity that, windows detect all the hard wares
during the installation and use of such hard wares
5. Multitasking – Windows can perform many tasks simultaneously. Every task is
represented as a window.
6. Running other applications – This is a platform on which other applications run

TERMINOLOGIES IN WINDOWS
Desktop The background display of windows
Icon A pictorial representation of an item in the computer
Pointing Moving a mouse on a flat service until the pointer reaches a desired place
Dragging Holding down the left button on an icon and moving to a different
Location on the screen
Clicking Pressing the left button of the mouse once to perform a task such as
Selecting an icon.
Double clicking Pressing the left mouse button twice in a quick succession to
Perform a task like opening an icon.
Right clicking Clicking the right mouse button to display a menu
Window A rectangular area on the screen where task are performed
Program Sets of instructions Installed in a computer
Menu Contains list of commands
Folder A section of a disk where files are stored
File Information stored in a disk e.g. Document

ASSIGNMENT
1. What is an operating system?
2. Name 4 tasks performed by operating system
3. What is a mouse?
4. State four ways of operating a mouse
5. State four uses of a mouse

LESSON 2
By the end of this lesson, the learner should be able to
o Understand some contents of the desktop and different parts of the screen

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CONTENTS OF THE DESKTOP

My computer Displays the content of your computer and also manages the files
Network places Displays the available resources in the network
Recycle bin Temporal storage of deleted files
Start button This is found on the task bar to start a program, open a document
Internet Explorer Is used when browsing sites and web pages on the internet

THE DIFFERENT PARTS OF THE WINDOW

Some of the parts of the window include the control menu box, insertion point, and horizontal
scroll bar, maximize button, minimize button, vertical scroll buttons and the title bar.
NB Different windows may have different layout when it comes to the menu bar command,
because they perform different works.

Parts:
Title bar This is found at the top most parts of the screen. It shows the Name
of the current program in use.
Menu bar Contains commands to work with in windows.

Tool bar/Ribbon It is a short cut to commands at the menu bar. (standard bar) which is
divided into groups e.g in home we have Font, paragraph, styles and
editing

Control menu bar this is found at the top right corner of the window. Contains the
Commands to work with in windows. E.g. minimize, maximize,
Restore, move and size which are explained below

Maximize button This enlarges a window to occupy the whole screen

Minimize button this reduces a window to an icon size which can be seen on the
Task bar.
Close command closes a window after use (X)

Restore Restores/ Returns a window to its previous size.

Move Transfers a window from one location to another

Size Reduces the size of a window i.e. increase or decrease the size of
a window

Task bar This is the area at the bottom of the screen where we get start
button, a clock and shows the window currently open.

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ASSIGNMENT QUESTIONS

How do we perform the following?

 Restore window,
 Change size of a window
 Move a window
 Minimize a window

Give one functions of each of the following

 Recycle bin
 Task bar
 Start button
 My computer

LESSON 3
By the end of this lesson, the learner should be able to
o Understand how to use the start button and the task bar
o How to start and close a program.

THE START BUTTON AND THE TASK BAR

The start button and the task bar are located at the bottom of the screen when you start windows
for the first time. By default, they are all visible when the window is running.

Starting with the start menu.

When you click the start button, you will see a pull up menu that pops up containing every
thing that you need to begin using windows.
If you want to start a program, point to programs.

If you want help in doing something in windows, click help. Below are some of the menu items
you get when you click on start and they do.

THIS COMMAND DOES THIS

ALL PROGRAMS Displays a list of programs and folder you can start with

Displays a list of recent documents that you have opened previously

DOCUMENT
SETTINGS/CONTROL Displays a list of system components for which you can change the
PANNEL settings e.g. clock settings, mouse/keyboard settings etc.

FIND/ SEARCH Enables you to find a folder or a file, shared computer or mail
massage

RUN Starts a program or opens a program when you type an Ms DOS

command.

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THE TASKBAR
Every time you start a program or open a window, a button representing that window appears
on the task bar. To switch between windows, just click the button for the windows you want.
When you close a window, its button disappears from the task bar.
Depending on what task you are working on, other indicators will appear on the notification
area on the task bar, such as printer showing the present of the printer connected to your
computer, clock which shows the current date, to change the clock, just double click on it. To
change the settings of any other indicator, double click on it.

Starting and Quitting A Program

You can use start button to start any program you want to use, such as your word processor or
your favorite game.

To Start a Program
 Click on the start button then point to programs,
 Choose the program of your choice or the folder that contains your program e.g
Microsoft office or accessories then click your program.

To Quit a Program
Click the close button on the upper right corner of the window (X)

ASSIGNMENTS QUESTIONS

 What are the steps of opening the program

 Explain how you could find a file lost two months a go whose location is unknown.
 State the steps of shutting down the computer, why is it necessary to follow the correct
steps of shutting down a computer?
 Name three items found on the task bar.

LESSON FOUR
By the end of this lesson, the learner should be able to
o Understand how to use windows explorer, working with files and folders

WINDOWS EXPLORER.

Creating files and folders

Windows explorer is a powerful tool that can help you to organize your files and create folders,
delete files, move files and change their names (rename)

Creating folders
For windows explorer, 95, 98, ….XP, Vista, windows 7 etc
 Click start, Programs, Accessories then windows explorer

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 Change the drive/location to your choice e.g. desktop

 Click on file/new folder
 Click on new then folder
 Give a name of your choice
 Then click beside the folder to register it or press enter key.

To copy a file or folder

 Select the folder
 Click on copy under edit menu
 Select the destination folder
 Click paste under edit menu
You will find that, your folder has been copied.

To Move a folder
 Click the folder you want to move and don’t release the button,
 Drag it and place it on top of the destination folder
 Then release the button
 Or
 Select the folder you want to move,
 Go to edit menu and choose cut
 Select the destination folder
 Then paste from the edit menu

To delete a file or a folder

 Click on the file then press the delete key
 Click file icon then go to the file menu
 Click delete then choose yes

To rename a File or Folder

 Click a file or folder icon
 Go to file option under menu bar click rename and wait a little
 Type the new name.
 Then click beside the folder or file to register it or press enter key.

Assignment questions
 Explain the steps of creating a folder
 How do we rename and delete a folder
 Create three folders in your diskette, named Africa, Asia and Europe
 Create sub folders in each one of them named Kenya, Japan and Britain respectively
 Rename Britain to Spain and create subfolder inside it named Madrid
 What is the different between a file and a folder?

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LESSON 5
By the end of this lesson, the learner should be able to
o Understand some windows applications and how to work with them

SOME WINDOWS APPLICATION

WORD PAD
It is an application that comes with the windows operating system and it supports word
processing. It can also support drawing. However, the drawing must be brought from other
applications.

To start Word Pad

 Click on start
 Point to programs, then accessories
 Choose word pad

To create new document,

From the file menu,
click on new then rich text document
Click OK
To Save A Document.
From the file menu, click on save as
To save to different drive or folder,
Open the save in list; open the drive or folder you want to save in,
Then type the file name and then Click Save.

To retrieve a document
From the file menu, select on open
Select the drive where the file is saved in either A or C drive
Click on file name or double click it
Click on open

To retrieve the most recent document, without going back to the program,
Click on start; go to documents (recent documents)
Select the name of your file then click it.

Selecting Information in a storage device

Before you edit information, you must select (highlight) it. Place the mouse pointer where you
want to start selecting it, then press and hold the down the mouse to the end hence release the
mouse button.

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To copy or move Information

Select the information
Click on home button then copy, click where you want to move the information to then go
home gain and choose paste, then new information appears in the document.

To move text
Select the information to be transferred
Go to home button then choose cut,
Click where you want the information to move to then go back to home then choose paste,
The text will be transferred to a new location

ASSIGNMENT QUESTIONS
 What are the steps of opening a Ms Word window?
 How do we save a Ms Word document?
 State two uses of Ms Word
 What are the differences of moving and copying Ms Word information?
 Gave the steps of how you can copy information and how you can move information.
 Type a short letter inviting your friend for a birth day party, make sure the letter is very
much presentable and save it in one of your folders you created before.

LESSON (6)
By the end of this lesson, the learner should be able to
o Understand How to use Ms Paint and other windows accessories

MS PAINT
This is an application that comes with windows and is used to create graphics and drawings. It
has necessary tools for drawing and colors for painting. It can support word processing
To start paint,
Click on start then programs
Choose accessories then click Ms Paint

OTHER WINDOWS ACCESSORIES

The applications found in this group are used for doing different types of small tasks that are
provided by windows. The main programs/applications are listed below with a brief description

Calculator – For performing mathematical operations

Clock – To show time

ASSIGNMENT
 What are the steps of opening a paint brush program?
 State two uses of paint brush program
 Name and explain three items found in paint brush screen?
 Draw the physical appearance of your diskette, computer set, your house and also a logo
of your choice

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LESSON (7)
By the end of this lesson, the learner should be able to
o Understand items found in system tools, e.g. scandisk, disk defragmentor, drive space,
Scan for virus and Multimedia

SYSTEM TOOLS
Under system tools, there are so many things that can be checked which shows how the system
is working
e.g.
 Disk defragmenter
 Scandisk
 Drive space (Disk space)

SCANDISK (error checking)

This application checks for physical damage of a storage device. It checks damaged tracks and
sectors and if there is some information lying on bad sectors, then the bad sector is marked to
avoid future recording
To go to scandisk
Double click on my computer,
Right click any of the storage devices of your choice e.g. (A) and then choose properties
Select tools button then error checking
Then check now.

Disk defragmenter
This tool helps you to squeeze information, so that it occupies the first tracks continuously
without leaving the gaps.

To go to defrag mentor
Double click on my computer,
Right click any of the storage devices e.g. (A) and then choose properties
Select tools button then defragmentor
Then click defragment now.

Drive space (disk space)

This program shows free space (un used space), used space and total storage capacity
It also helps to know if the storage device is fully occupied or not
To go to drive space
Double click on my computer,
Right click any of the storage devices and then choose properties
Select general button

Scanning for virus

A virus is a program that is developed to interfere with the working of computer systems, by
damaging other programs or by causing irregular and some times annoying behavior.

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To protect the computer from viruses, we use anti-virus programs, such as Norton, Dr.
Solomon, Mac-fee 2001 and VGA,
To scan for virus, start one of the antivirus programs installed, choose the drive to be scanned,
and then scan. If a virus is being detected, you can choose to delete or fix it.
Or delete the infected files.

ASSIGNMENT QUESTIONS
 Explain how to check for errors in folder or files in your diskette
 Explain the steps of defragmenting and scanning a diskette
 Explain the need for defragmenting a diskette
 Explain how to check for virus in your computer

LESSON (8)
By the end of this lesson, the learner should be able to
o Understand more about control panel/ settings and desk settings

CONTROL PANEL/ SETTINGS

This is an application in windows that helps us to change the system settings.
To load the control panel/settings program, the following steps are followed
Click on the start button
Select settings, click on control panel program start
Some contents of control panel includes
 Color/display— Changes the window screen colors
 Desktop --- Changes the look of your Desktop
 Mouse- Changes the settings of your mouse
 Keyboard- Specifies the keyboard repeat rate and delay
 Date and time Changes the date and time of your computer

To illustrate to work with the desktop settings:=

Desktop settings
To change the screen saver
While at the control panel, double-click on the desktop
You will see a dialogue box that shows some of the things you can change screen saver,
Wallpaper, patterns.
To change the screen saver words
Click on the screen saver tab
Click on settings
Select the screen saver on the dialogue box that appears, then over type your own text, and
click OK.
You can also change the color and the front of the screen saver text by just clicking on them

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ASSIGNMENTS
What is a screen saver?
What are the uses of screen saver?
How will you affect a screen saver with massage “THIS IS MY COMPUTER?”
Out line how you would change the background appearance of your screen.

LESSON 9
This is for revision of the course syllabus before exam.

LESSON 10
This is the final day of the course by sitting for the exam both practical and theoretical test.

ASSIGNMENT SECTION

LESSON 1
 What is an operating system?
 Name four types of operating system you know
 State five windows versions you know
 Name and explain four tasks performed by windows
 Explain the meaning of the following
o Icon
o Dragging
o Program
o Folder
o File

LESSON 2
1. Explain the meaning of the following
 My computer
 Net work place
 Recycle bin
 Inbox

1. State four different parts of the window

2. Name five main items found in control menu box

LESSON 3
State five uses of the start button.
List the steps followed when shutting down a computer
Explain how you would find a file in windows

LESSON 4
What are the steps of formatting a diskette?

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Why do we format a diskette?

What is the different between copying and moving a file?
Create the following folder tree
Create a folder named Kenya
In Kenya, create Nairobi and Mombasa
Inside Nairobi, create Town and Resident
In Mombasa, create kilifi and lamu

LESSON 5
 What is a word pad program?
 How do we create a document in word pad program and save it in the folders created
before
 What are the steps of saving a word pad document to folders
 How do we retrieve a document in word pad document

LESSON 6

 What are the uses of paint brush program?

 What are the steps of opening a paint brush program?
 Draw a physical appearance of diskette and make it look as exact as possible.

LESSON 7
 Name three items found in the system tools
 Why do we scan a disk?
 What are the differences between disk defragmenter and disk compressor?
 What is a virus?
 What do we use to scan for virus?
 What are the steps of scanning for virus?

LESSON 8

 What are the uses of control panel?

 Name five items found in control panel
 How do we change a screen background?
 What is screen saver?
 How can you display a massage on the screen Brilliant Technology (K) ltd as a screen
saver on the screen?

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MS WORD COURSE OUTLINE

 Introduction to word processing

 Parts of MS WORD screen

 Creating a new document

 Editing of an existing document

 Selecting

 Formatting a selection

 Formatting a document

 Moving around a document

 Searching and replacing a text

 Working with blocks of text

 Special characters and page layout

 Page numbers

 Headers and Footers

 News paper style columns

 Tables

 Mail Merging

 Creating envelops and labels

 Printing

LESSON 1
By the end of this lesson, the learner should be able to
o Understand word processor
o Examples of word processor, advantages, starting Ms word, parts of Ms word screen
and Ways of creating a document.

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INTRODUCTION TO WORDPROCESSORS
A word processor is a category of application software, which deals in preparation, editing and
formatting documents like
 Letters
 Memos
 Newsletters
 Reports
 Notes
 Tables

Word processor has eliminated the stress associated with hours of retyping similar documents.

Word processors also have necessary tools for improving on the appearance of the document so
that the final product is well presentable.

Examples of Word processors in the market are:

 Ms word
 Word star
 Word perfect
 Word pro
 Ami pro
Word processor is the Keying in, editing and formatting a document using a word processor
Word processor fits well with secretaries, receptionists, clerks and any other job that deals with
documentation.

ADVANTAGES OF MS-WORD
 Saves time
 Saves work for future reference
 Can spell and grammar check work
 On screen editing and formatting is possible.
 Formatting is easier
 Use of graphics
 Printing

Starting Ms Word
 Click start button
 Point to all programs
 Locate and click Microsoft office then Microsoft office Word 2003/2007

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PARTS OF THE MS WORD SCREEN

Title bar – shows application in use including the active file

Menu bar – contains commands to work with
Standard tool bar/ Ribbon – Contains short cuts from menu bar.
Drawing Icon – contains necessary drawing tool
Status bar – Shows windows status like how many pages, the current page or the margin
size
Formatting tool bar – contains short cuts to text options.
Scroll bars – for moving within a documents
Ruler bars – for setting markings
Insertion point – blinking point on the screen

CREATING A NEW DOCUMENT

This involves insertion of text and sometimes insertion of objects like the word art graphics,
pictures, etc into an electronic page in the computer screen.

You can create a document in two ways

 By using the office button, (i.e. office button, new then blank document) When using
the above method you will be creating a blank new document page and what you need
to do is to start working on the blank page.
 Istalled Template this is a redesigned document of which you delete already created
text to insert your own text. By using the office button, (i.e. office button, then installed
template

Assignment
1. What is a word processor
2. Which class fits well with word processors?
3. What are the advantages of using Microsoft word?
4. why do you think you can encourage some one to use Ms word over a type
writing machine State at least five advantages
5. State and explain two ways of creating a document in Ms word

LESSON 2
By the end of this lesson, the learner should be able to
o Edit existing document, open and close a document, spell checking and thesaurus,
o Selecting a text, searching and replacing a word.

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EDITING AN EXISTING DOCUMENT

OPENING A DOCUMENT
For any document to be edited, it has to be open. To open a document,
 Click open from file menu,
 From open dialogue box, specify the location of the file
 Identify the file
 Click open
Editing mainly refers to making changes or rather correcting. The document to be edited must
have text.
When editing, there are several methods you might be using to organize your document. This
includes a missing word or a paragraph, correcting the spelling errors in your document.
The modern Ms- Word has features for spell checking your document. Some even go to an
extent of checking your grammar and they give you suggestions in any thing they find
incorrect.

SPELL CHECKING
This is to identify the wrongly spelled words in a document by searching and replacing them
with the right word suggestions or ignore unchanged words. Ms WORD provides the following
steps
 Retrieve the document on the screen
 Click spelling and grammar from the Review menu
 Select the right word from the suggestion box
 Click change, click ignore, click delete depending on the amendment done
 Click OK, click close.

THESAURUS
Thesaurus involves the finding and replacing words with their synonyms. i.e. words which
mean the same as the other. To achieve this,
 Select the word
 From Review menu, select thesaurus,
 Choose a word that means the same as the selected word and click replace

SEARCHING AND REPLACING

This refers to going through your document to search for a particular word and may be replace
it with another.
For one to do that it will be cumbersome to start reading a 60-page document in search for a
single word. In Ms Word, this has been made much simpler since all you need to do is
 Click on home menu
 Click on find
 In the dialogue box that appears(find what) type the word
 Click on find next
 After finding the particular word, click on the replace tab.
 Thereafter, type the word you want to replace it by in the (replace with)
 Then click replace all. The word is replaced automatically.

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Using MS- WORD you can also insert graphical objects in your document e.g. pictures and
word Art Graphics, to achieve this just follow the steps below:-
 Click on Insert in the menu bar
 Click on clipart for pictures/word art/ shapes to appear,
 In the box {search for} type the name of pictures of your choice then click go.
 Click the picture to appear in the document.
 Click format from menu bar to perform some editing.

SELECTING
Selecting involves the use of the mouse to group words or a group of words by highlighting
(normally achieved by pressing the left mouse button and dragging it from the beginning of
your choice to the end.)
There are several methods or rather several shortcuts for selecting e.g.

To select a word Double click anywhere inside the word

To select a sentence Hold down the control key as you click once any where
Inside the sentence

To select a line With the mouse pointer in the selection bar, point toward
The line and click once, to select multiple lines, you drag as
You press the button.

To select paragraph with the pointer in the selection bar, point toward the
Paragraph and double click. To select multiple paragraph
Drag in the selection bar

To select an entire document Hold down the control key and click anywhere in the
Selection bar.
N.B
If you want to select an additional words, sentence, paragraph or line, after making an initial
selection, hold down the shift key and click any where in the units of text you want to be
included in the selection.

ASSIGNMENT
1. What is editing?
2. What is formatting
3. Show the different between
a. Thesaurus and searching & replacing
b. Word art and clip art
c. Selecting a line and selecting a sentence
d. Ignore all and ignore once

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LESSON 3
By the end of this lesson, the learner should be able to
o Understand ways of moving around a document, formatting a document
o Changing cases and drop capping

MOVING AROUND A DOCUMENT

We should be able to move around a document freely. This would enable us to work
comfortably with our document.
When moving around a document we use Mouse or the arrow keys as for the mouse we could
move freely from one point of a page to another by just clicking the mouse. You do this by just
directing the mouse insertion point between the letters you want and press the left mouse
button. This clearly shows us that, the MS-Word unlike manual typewriters can accommodate
the insertion of a text between word.
You can also use the keys on the keyboard to move the insertion point from one position to
another. The arrow keys, the page up page down keys are the most appropriate for this.

FORMATTING A DOCUMENT
Formatting in Ms Word involves changing the appearance of your entry.
Ms Word has very good formatting features which enables you to create standard reports and
letters that look presentable. Some of these features include:

BOLDING
This can be put in different ways but bolding actually refers to emphasizing your text. You will

notice that bolded text look darker than the rest. To bold text:-
 Select the text
 Click home the B to bold
 Click B again to un bold

ITALIZING
This entails making text look as though they are slanting. To achieve this, follow the steps
below
 Select the text
 Click on the italic{I} icon on the home button to add italic or click the same icon to
remove italic
UNDERLINING
This entails the drawing of lines below the text. To achieve this, follow the steps below:-
 Select your text
 Click home then on the underlining tool {U} on the ribbon bar or select format on the
menu bar; then select the underlining style.
 Click OK.

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 Superscript – When character is raised above normal level e.g. 12th

 Subscript - When character is lowered below normal level e.g. H2O
 Strikethrough – Its an act of Cancelling a text e.g. Tender Notice
 Line spacing – Creating space between the lines

CHANGING THE FONT

You can change the character shape or size. Some of the shapes commonly used in Ms Word
includes:- Times new Romans, Arial, Calibri, Script, Comic sans e.t.c. To change the character
shape or size of the text, or numerical you want, follow the steps below
 Select the text
 Click on the home button in the menu bar
 Click on shape arrow then choose shape or size of your choice

CHANGING CASES
Steps
 Click Home from menu bar
 Select cases from icon {Aa}

In Ms Word we have five cases which you could apply. They include:-

UPPER CASE – Where all the letters are written in capitals.

Lower case - Where all letters are written in small letters

Sentence case - Where all the beginnings of a sentence begins with

Capitals

Title Case/Capitalize each word - Where all the words begins with capitals followed by
small letters

Toggle Case - Where each word begins in small letters and end in capital letter

DROP CAPS

This involves the first letter being large e.g. in most magazines as shown below

A
ll the players were escorted to
The national stadium during the sports day
This was ……………………..

This is achieved by
 Making sure the insertion point is at the beginning of the paragraph
 Then go to the insert command in the menu bar, then in text group

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 Click the drop cap option in the list,

 Choose dropped then select lines to drop
 Ok

ASSIGNMENT
1. Explain five cases supported by Ms Word
2. What do we mean by
a. Bolding
b. Italizing
c. Underlining
3. Give two ways that can be used to change the font in a selection
4. State five ways of moving around a document.

LESSON 4
By the end of this lesson, the learner should be able to
o Understand how to work with tans and intends working with block of text
o Inserting special characters, inserting bullets and numbers

TABS
Tabs are jumps of text (insertion point) either from the left or right side of the ruler. This can be
achieved (set) by pressing the TAB key. We normally use it when writing letters where the first
line has a certain space between the margin and the beginning of the text as shown below:-

Dear Xxxxxxxx

Tab space
Hi! How are you doing? I hope all’s well….
I am as fine as a fiddle…

INDENTS
Just like tabs indents are jumps of text pointers to the left and right hand side of the ruler.
To set the indents you select the paragraphs you want to indent, then follow the steps below:-
 Select the text or paragraph to indent
 Click home, from paragraph group click increase or decrease intents several times

ALIGMENTS
This refers to the position where the text starts from that is whether on the left right
Or the center. We have four types of alignments:-

Left alignment where the txt starts from the left hence the left side is
Uniform while the right side is rugged.

Right alignment where the text starts from the right hence the right side is
Uniform while the left side is rugged.

Center alignment where the text starts from the center and is rugged on both sides.

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Justified alignment where the text is supposed to be uniform in both sides.

WORKING WITH BLOCK OF TEXT

This will enable us to perform action on a group. We select a block by highlighting. i.e.
clicking and dragging at the beginning of your choice all the way to the end. Therefore selected
text is what is referred to as a block.

Deleting a block of text.

Deleting text is just doing a way with it. We do this by selecting a block you don’t need and
pressing the delete key.

Copying and moving text.

Copying involves duplicating while cutting involves transferring the text from one point to
another. In both cases we can use either home then ribbon or short cut keys.

To copy blocks of text following the steps below:-

 Select the block of text to be copied
 Click on home then copy
 Then place the insertion point where you want the duplicate to be
 Go back to the home menu
 Click on the paste command

To move a block of text

 Select the block of text to be moved
 Click on the home command then click cut
 Place the insertion point where you want to move the block of text to
 Then go back to home and click on paste.

SPECIAL CHARACTERS
Special characters refer to characters, which would not be typed using the keyboard e.g. ® @ ©
Æ ¾ ⅓ ⅛ ⅔ ⅝ ₧ Σ €. These special characters are actually symbols or forms of symbols. To
insert such characters:-
 Click where you want the special characters to appear
 Then click on insert command
 Click on symbol from the menu that appears
 Choose the special character Tab and get a character of your choose.

BULLETS AND NUMBERS

Bullets are symbols used to represent different points while numbers are digits used to
represent different points.
Therefore we notice that, a part from giving our pages different numbers we can also number
our different points.

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To achieve this:-
 Click where you want to start your points
 Click on the home command, in paragraph group
 Choose either a bullet or numbering

You will understand that, the bullets and the numbers will appear automatically as you press
enter key.
Likewise if you are already put down different points select them and follow the steps above.
You will notice that, the point will have different bullets or numbers of your choice.

ASSIGNMENT
1. Differentiate between tabs and indents
2. Differentiate between bullets and numbers
3. What are special characters?

LESSON 5
By the end of this lesson, the learner should be able to
o Understand how to create News paper columns and table of contents

NEWSPAPER COLUMNS
This is whereby text is forced to flow in a certain manner or order. This feature is mainly
applied when writing magazines, newspapers and newsletters etc. The page is mainly
divided into a number of columns where text is forced to follow. To apply these features,
follow the steps below:-

 Write the heading of your document and press enter key

 Click on page layout in menu bar then columns
 Choose more columns
 Choose the number of columns you require
 In the list box at the right side, initialize for the line between the columns and then
at the bottom click on “This point forward” So as to avoid applying the column
feature to the whole document.
 Click OK

LESSON 6
By the end of this lesson, the learner should be able to
o Understand how to create tables in Ms word

TABLES
Tables provide useful features in Ms Word for executing tabular data in rows and columns.
Tables should also be useful for the creation of standardized forms.
To create a tables in Ms Word Follow the steps below
 Make sure the insertion point is in a clear area
 Click on
 insert then table on the menu bar
 Choose insert table and specify the number of columns or rows you need

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 Click OK.

To insert additional rows and columns (to insert another column) then select a column, then
click on the table from menu bar,
Click on insert column
You will notice that a column would be inserted just before the selected one.

To insert a row, follow the steps below

 Select one of the row
 Go to layout in the menu bar
 In the rows and column group
 Click on insert row or column
 You will notice that, a row would be inserted just above or below the one you selected
You could also change the appearance of your table. Selecting table styles group from design
menu bar.
We could also delete table, row or column from layout then delete

ASSIGNMENT
1. Differentiate between rows and columns
2. What is a table?
3. Give the steps of adding rows and columns.
4. How can you make your table more presentable?

LESSON 7
By the end of this lesson, the learner should be able to
o Understand more about Mail merge and creating envelops and labels’

MAIL MERGING
This is the act of combining letters, which in most cases have similar contents.
This concept of mail merging is mostly used when typing various invitation letters or cards.
When writing such letters it would be cumbersome to retype the same document several times
changing only the address. To avoid this, we use mail merging features of Ms Word, which
would do it for us in a matter of few minutes.

Mail merging requires the steps that include:-

Go to tools from menu bar, and choose letters and mailing then mail merge. It will provide you
with six main steps and what you need to do is to follow the wizard as follows
1. Step 1 of 6 “what type of document are you working on e.g. select Letters then next.
2. Step 2 of 6, “how do you want to set up your letter?” select Use the current document
then next.
3. Step 3 of 6 “select recipients” choose Type new list of recipients” then click create and
then select customize, choose select and delete then yes to accept the deletion of fields
names one by one until all are deleted, then click add to create new field names which
suits your document e.g. Name, Address, City etc by clicking add, you type the field
name then OK to accept the creation of new fields, Click after you enter all the fields,
click OK and start entering the recipient’s addresses. After entering all the recipients by

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clicking new entry for next person, click close which gives you a chance to save the
receiver’s address document then select all then OK. Then next
4. In step 4 of 6, place the cursor where you want the addresses to appear then go to more
items, in the dialogue that appears, click one of the items e.g. name then close, press
enter or place the cursor where you want the next filed to be and repeat the same
process until all the fields are entered, then next
5. In step 5 of 6, next
6. In step 6 of 6, click edit individual letters, click all then OK,

Your mail merged document runs successfully displaying the main document being merged
with the addresses. Each recipient receives a copy of the main letter.
Creating envelopes
Envelops are rectangular wrapping where we place our documents for delivery purposes while
labels are descriptions that could be written at the back of an envelope.

To create an envelope,
Go to tools from menu bar, and then choose letters and mailing then mail merge. It will provide
you with six main steps and what you need to do is to follow the wizard as follows
1. Step 1 of 6 “what type of document are you working on e.g. envelopes then next.
2. Step 2of 6, “how do you want to set up your envelope?” click envelope option, you can
perform some changes in envelope size, delivery address and even return address then
OK, the return address appears automatically on top left side of the envelope and what
you need to do is to click anywhere where you want the delivery address to appear, then
next.
3. Step 3 of 6 “click browse to display a dialogue box (data source) that contains the
addresses you want to create an envelope from, select recipients addresses of your
choice, then open, click select all then OK, ”
4. In step 4 of 6, place the cursor where you want the addresses to appear then go to more
items, in the dialogue that appears, click one of the items e.g. name then close, press
enter or place the cursor where you want the next filed to be and repeat the same
process until all the fields are entered correctly,, then next
5. In step 5 of 6, next
6. In step 6 of 6, click edit individual envelopes, click all then OK,

Your mail merged envelopes runs successfully displaying all the recipient’s envelopes.

ASSIGNMENT
 What is mail merging?
 State all the steps of mail merging
 What are the envelops?
 State all the steps of creating envelopes.

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LESSON 8
By the end of this lesson, the learner should be able to
o Understand how to insert headers and footers, working with basic page layout, page
numbering and printing

HEADERS AND FOOTERS

This refers to a group of text written on top and at the bottom of a page respectively. Something
special about them however is the fact that once you create them in a particular page; they will
appear automatically on the preceding pages.
The Headers/ Footer could be heading, company letter heads, Names of people, Titles etc.
To insert headers and footers:-
 Click Insert from menu bar,
 Click on headers and footers or page number
 Select an appropriate header format and alignment and change its appearance (format it)
 Click go to footer icon from the navigation group

BASIC PAGE LAYOUT

This involves setting up your page by defining the margins.

MARGINS:
This is the free space normally left at the top, bottom, right and left of the paper. Therefore a
margin is the space left between the edge of the paper and the text area
There are two ways you can setup your margins

 By clicking the page layout then margins, you can select appropriate margins or go to
custom to setup your own margins.
Size This gives you different paper sizes and you can create your own custom page

orientation. We normally have two orientations e.g.

 Landscape The paper is in a widthwise form

 Portrait The paper is in a lengthwise form.

PAGE NUMBERING
 This involves defining page by giving different digits e.g. numeric. To number your
pages, to Specify the position and the alignment
 You could format your numbers by clicking on the insert tab. Choose how you would
want to align them e.g top, bottom, left, right or center select the number format e.g.
using Arabic numbers, Roman numbers then OK.

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PRINTING
This is done to get a hard copy of whatever document you have typed and formatted. To
achieve that make sure you’ve properly set your page. Then you would go to office button then
print and click on print preview to see how your work would appear before printing. Then if
you are satisfied follow the steps below:-
 Click on file in the menu bar
 Select print
 From the print dialogue box select:-
o The printer to be used
o The pages you’d print either all pages or the current pages or just some selected
pages.
o Lastly specify the number of copies
o If the printer is well connected click on OK and wait to have your hard copy
printed.

TERMINOLOGIES IN MS WORD

 Editing Refers to making changes.

 Formatting Refers to the appearance of characters
 Soft copy Document in the computer memory
 Hard Copy Already printed text.
 Superscript Character raised above the normal line
 Subscript Character lowered below the normal line
 Soft return Is when the cursor goes to the next line automatically
 Hard return Is when cursor is forced to the next line by use of enter key

ASSIGNMENT
1. Differentiate between
 Headers and footers
 Footnote and end note
 Landscape and portrait
 Print preview and printing
LESSON 9
Revisions

LESSON 10
Final exam both theoretical and practical

ASSIGNMENT 1
Using the blank document method, create the following document.

Detonate mines
The challenge facing not only sports people but every one in juba are immense. Apart from the
stadium, there are only two or three other open grounds in juba, or southern Sudan, for that
matter, is dangerous. The war left many places “spiked” with mine bombs and dangerous to
trend.

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Required
 Spell check your document fully
 Replace the word immense with another word which means the same

Assignment 2
Minnows upstage big teams
Chievo went to the top of the Italian league in their first season and promoted Bolton
Wanderers won 2-1 against Manchester United. The little team refused to let soccer
superpowers have it their way. Chievo Verona, who was a semi professional team 10 years ago,
downed Parma 1-0 to go top of serie A.

Required
 Spell check your document correctly
 Search the word United and replace it with City
 Select the title and make a copy of it after the last line
 Transfer the title to the end of the document
 Insert five special characters,
 Drop cap the first letter of the first line
 Change the heading to upper case
 Make the first paragraph bold, font size 14 and comic sons ms.
 Replace the word league with its synonym.

Assignment

Word processing is the keying in, editing and formatting of documents using word processor
 Make the text Bold Italic and underlined
 Put any text effect to the heading
 Change the color of the sentence to blue, font size 15, font characters Rockwell
 Insert a bullet of your choice to the sentence
 Align the title to the right hand side
 Insert text borders to the title, a purple shading to the sentence and any page border of
your choice.

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Assignment 5
Create the following document the way it is.

IT’S REVERSE BRAIN DRAIN AS NIGERIANS RETURN HOME

Legions of young city of London Europe, but a chance to

Nigerians, educated at consultancies to return help fulfill an ambition
English public schools to the Lagos hustle. of building world class
and US Ivy league The reason? Not just a Nigerian business as an
universities, are leaving pay package that example to the rest of
highly paid careers with approaches or matches Africa.
Wall Street banks and what is on offer in US or

In the state, it is an established economy. You can’t create another apple, you can’t create
another Microsoft, you can’t create really another “Disney”, said Michael Akiendele,
who left US consultancy firm Accentor to set up his own business investing in Nigeria
media and entertainment.
Many wealthy Nigerians of Akiendele’s also in US when Nigeria was under
generation were sent to boarding school Junta with little foreign investment and a
in 1980’s and 1990’s in England and disintegrating education

Required
2. Spell check your document
3. Insert five special characters on your document
4. Apply drop caps to the first letters of each paragraph
5. Replace the word “entertainment” with its synonyms
6. Replace the word Nigerians with Kenyans
7. Change the title to Tahoma style, font size 19 and italized
8. Add a page border of your choice
9. Add a grey shading to the second paragraph
10. place a copy of the title to the end of your document
11. Put a header “peace be with you” and a footer “and also be with you” on your
document.

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Assignment 6

Create the following table

BRILLIANT EXAM RESULTS
STUDENTS COURSES
NAME SAGE SPSS PAGEMAKER ACCESS
BASIC ADV BASIC ADV BASIC ADV BASIC ADV
Njambi 58 68 80 45 92 45 90 45
Kamau 70 35 97 56 83 36 82 53
Zablon 86 45 86 67 74 56 78 43
Emeka 90 70 75 74 75 67 89 64
Okitakachi 77 65 65 87 66 71 69 56
Totals

Add one more row and a column and then you work out for the totals.

Assignment 7
Mail merge this letter to more than seven people whom you invite to your birth day party.

From Maryann Mwangi

P.O BOX 63573547
NAIROBI
KENYA
TO……..
P.O BOX….

You are invited to my Birthday party which will be held on (date) ….. at (venue) ….. at (time)
…….. . Your contribution and participation will be highly appreciated.

Yours _______________________

Create envelopes for the above people.

Assignment 8

The college has been offering a variety of courses for students interested in having a basic
knowledge in computer. The hours are quite flexible and training needs are met satisfactorily.
The location is central enough and accessible from all areas of the town. There are enough
personnel to assist in any areas that might seem difficult.

 Replace the word Flexible with its synonyms

 Insert a header “A New World” and a footer “Changing technology”
 Insert page numbers of your choice
 Change the orientation of your page to landscape

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MS EXCELMANUAL

COURSES OUT LINE

 Introduction to spread sheet
 Features of spreadsheet
 Advantages and disadvantages of spreadsheets
 Uses of spread sheets
 Starting up ms excel
 Parts of ms excel screen
 Moving around the spreadsheet
 Creating / Setting up work sheet and editing an entry
 Saving and closing a worksheet
 Entering formulas and functions
 Copying of formula
 Working with absolute and relative references
 Improving work sheet appearances
 Adjusting on column with and row height
 Inserting rows and columns
 Deleting rows and columns
 Formatting numbers, alignment, fonts, borders and pattern
 Changing work structure:- copying, moving and deleting data
 Searching and sorting data
 Creating charts and graphs
 How to change chart types
 Working with chart options
 Inserting word art and clip art
 Adding headers and footers
 Protecting sheets and hiding columns
 Splitting a window
 Printing

Time allocated for the course 20hrs

LESSON 1

THE OBJECTIVE:
To equip the learner with knowledge on how to use electronic spreadsheets with ease and the
advantages, disadvantages and features of spread sheets.

INTRODUCTION

Introduction To Spreadsheets
Spreadsheets are electronic ledger books, which have powerful tools for organizing, analyzing and
presenting data. Thus spreadsheets are part of an electronic accounting.

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Electronic accounting can be defined as the management of financial data on a computer. The
program that enables you to perform electronic accounting in your computer is called spreadsheet
program and the data it manages forms part of it.
They are also powerful and have in-built graphics, which makes them easy when presenting
information.
The typical spreadsheets in the market includes:-
 Lotus 1-2-3
 Ms Excel
 Supercalc
 VisiCalc
 Quattro pro.

Features of spreadsheets.
 Have rows and columns.
 Have single unit of rows and columns called a cell and is identified with cell address.
 An entry is made into a cell.
 Cell entry can be moved or copied into other cells.
 It is menu driven.
 Allows various modes of formatting.
 Windows can be created.
 Graphics can be created and printed.

Advantages of spreadsheets.
 Calculations such as arithmetical and logical operations for large amount of numbers can be
done very fast with the right formula.
 Files can be saved for future reference.

USES OF SPREAD SHEETS

Spread sheets are used to prepare:-

a) Budgets.
b) A cheque book registers.
c) Loans and mortgage payments calculation.
d) Calculating the value of an investment.

Terms used in Excel

Workbook- A group of worksheets
Worksheet- An electronic page
Cell – Intersection of row and column
Cell Address- Individual label used to identify each cell
Formula- A mathematical operation

Type of data that can be entered in spread sheets

 Text
 Numbers
 Symbols
 Graphics

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Starting up Ms Excel:
This depends on the installation and version of computer you are using. Major ways of starting excel
includes:
Clicking start button, programs, Ms Office and then Ms excel 2003/ 2007/2010
Start button, run and then type the command line.
Double click ms excel shortcuts on the desktop.

Parts of the Ms Excel Screen

1. Title bar
2. Menu bar
3. Formula bar
4. Scroll bar
5. Control menu box
6. Tool bars
7. Sheet tabs
8. Status bar

STARTING A NEW WORK BOOK.

 To start a new work book, click on Office button then New.
 The new workbook will be displayed with no entries.

Creating / setting a worksheet:

Steps:
 Click on the cell you want to insert data
 Type the cell content (in this case you can notice the content appearing on formula bar and
on the active cell then three buttons will appear i.e. enter, function and cancel (x, fx)
 You can accept the entry into a cell by clicking on the enter box or pressing the enter key.
 If you make a mistake while typing use the backspace to edit the cell or delete or click on
cancel box or press escape key.

How To Save And Close A Workbook

Saving is very important part of working with computers for future reference.
Steps:
 Click on home in the menu bar, then save it as you are saving for the first time.
 A dialogue box appears thereafter you give a workbook a file name. Specify the drive where
you want to save, i.e. “A” or “C” then click ok. If a summery box appears, type any
information that may describe or help you remember what your workbook is all about. Click
OK and the summery dialogue box appears. Now click file and close.

To protect (password) your work

 Its protecting your text from being seen by others
 Steps
o Use the steps of saving a text then once you enter the file name, then go to tools and
choose General tab option, enter the same password as you click ok as many times as it
gives you the options then click save.

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Editing an entry
There are two ways of editing a cell entry or contents after you have typed it;
Select the cell you want to edit by clicking on it.
On the formular bar, click on the character you want to edit then use backspace or delete key to edit.
The other method is by double clicking on the cell you want to edit and then follow the above steps
to edit.
Assignment questions.
1. Briefly outline the meaning of the following terms;
 Sheet tab
 Workbook
 Range
 Cell Address
2. What do we mean by the term “ Electronic Spreadsheet’
3. Give five advantages of using an Electronic spreadsheet like Excel over Manual
spreadsheet.

LESSON 2

Objectives
To equip the learner on how to manipulate figures and text in worksheet.

Entering Formula
A formula is a mathematical operation, which we can use to perform calculations on the data you
enter into cell addresses.

Steps to enter a formula

 Click on the cell where you want to enter a formula making the cell active.
 Type an equal sign (=)
 Type the calculation you want to perform by using cell references instead of actual numbers
stored in a cell where appropriate.

The following numerical operators are recognized by excel:

 ^ Raising to power
 X Multiplication
 + Addition
 - Subtraction
 / Division

The following logical operators are recognized by excel:

 > Greater than
 < Less than
 >= Greater than or equal to
 <= Less than or and equal to
 <> Not equal to

E.g. = (b3+c3+d3)

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= (G8/F8)*100

 Enter the formuler by clicking on the enter box or press enter key
 Observe that the cell now contains the results of calculation.
 N/B as you type the formula it will be visible on the formula bar.

How to sum numbers

1. Click on the cell you want the sum to appear.
2. Type =sum (using upper or lower case)
3. If the sum cell are adjacent type the cell followed by colon (: or simply list cell references
separating them by a comma type closing (parenthesis) then press enter e.g. = (B2:H2)

N/B other calculations are done using the same procedure as above. For example,
Sum, =sum(b 2:h2)
Average, = average (b2:h2),
Maximum, =max (b2:h2)
Minimum, =min (b2:h2)
Multiplication, =product (b2:c2)

Formula operation

Relative cell reference

In most cases you need to repeat the same formula for a number of cells or fill a range of cells
with a similar formula. Excel makes it easier for you to copy formula to other cells.
In this case, it does not make a duplicate of the formula bar it assumes that the copied formula
will refer to cells in their relative position.
Absolute cell reference
In this case, a list of cells are affected by a constant which is accompanied by dollar sign
Most often, you may want the formula to refer to the same cell; regardless of where the formula is
copied. For example, when you have a similar value affecting a range of cell. To achieve this, we
type dollar ($) sign before both the column letter and row number.

 From the above formulas, when you copy a formula to another cell, any cell reference is
automatically updated so that they refer to the cell in the same relative positions. This is
called relative cell reference e.g. =(c3+c4+c5+c6)
 Most often, you may want the formula to refer to the same cell; regardless of where the
formula is copied, E.g. when you have a similar value (constant) affecting a range of cells, to
achieve this we type the dollar ($) sign before both the column letter and the row number of
the address e.g. A2 as $A$2.
 This is referred to as absolute cell referencing
 In this case, the formula does not change when copied to a new location e.g. =($B$10*D2)
 In some cases both relative and absolute can be mixed and this is referred to as mixed cell
referencing.

Assignment questions

1. clearly differentiate and explain;

 Formula and function

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 Absolute cell reference and relative cell reference

 Formula operation and formula bar.
2. When would you apply either of the above- mention references?

Lesson 3
Objectives
To know how to work with excel functions and absolute cell references.

FUNCTIONS
 A Function is a complex ready made formulae or expression that performs a series of
operations on a specified range of values. E.g. count, average, maximum, minimum or
counter. Etc.
 To use a function, the following steps are followed.
 Select the cell that you want to insert the function
 On the tool bar, click on function icon (FX or Σ) select the operation you want the function to
perform e.g. product, average etc.
 Confirm the cell range to be calculated and then press the enter key to paste the function
results.
N/B: When you’re using a function, always confirm the cell ranges selected otherwise excel can
perform the calculation using a wrong cell range.

Assignments
1. Explain how to:
 Copy a Formula using either the relative cell Referencing or by using the
absolute Cell addressing.
 Copy date from one worksheet to another.

2. Why is it necessary to copy data from one cell/worksheet to another?
3. What is the different between copying and moving?

Lesson 4.
Objectives:
To be conversant with start up procedure for spreadsheets and moving texts freely and give a
thorough revision on formulas and functions learn in lesson 2 & 3.

INSERTING ROWS AND COLUMNS

To insert a row or a column:
 To insert a row, activate any cell in the row immediately below the place where you want it
or select several rows, click home, then in cells group choose insert then sheet row or sheet
column
 You can also right click on the leftmost of the row then choose insert row or column.
HOW TO COPY DATA
There are two methods of copying data:
You first of all select the range of cells you want to copy. Go to home in the menu bar. Select COPY.
The selected range is going to be copied to the computer memory. Take the cell highlight to the
position where you want to bring the duplicate. Go to home menu and select PASTE

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The second method of copying data is-:

First, Select the range of cells you want to copy go to the middle of a highlighting and click the left
button once and you don’t release the mouse button. You then hold CTRL key and you drag the
selection to the desired location.
You can also use shortcut keys i.e Ctrl+C for copy, then Ctrl+V for paste

Assignment questions
1. What is the importance of-:
 Inserting Rows or Columns
 Deleting Columns or Rows
2. How do you:
 Clear the contents of a cell.
 Adjust Column Width so as to fit contents
 Edit an entry on a cell

Lesson 5

Objective:

To know how to adjust column width, format text, and number format, cells and align cell contents.

FORMATTING

To adjust column width or row height

Row height
 Select the rows to be affected.
 Right click at the leftmost side of the row
 Choose row height then enter your size of the row height.
Or
 Go to home then click format in cells group
 Choose row height

Adjust column width

 Select the columns to be affected.
 Right click at the topmost side of the column
 Choose column width then enter your size of the column width
Or
 Go to home then click format in cells group
 Choose column width

FORMATTING TEXT.

 Activate the cell you want to format

 Click and drag to select the range of cells to be affected.
 In the menu bar, click on home
 Choose the font tab already active.

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 Choose the font, font size, font shape and the color of the text in the cells. You can also
underline the text.
 After you are satisfied with your choice of options, click on OK

HOW TO FORMAT CELLS BORDER AND PATTERN.

 You can format cells to have borders and shade the inside using the border and pattern
options. To format them proceed as follows:-
 Go to format in the menu bar and click on cells
 Choose the border tab and select the type of border you want and whether it should be
covering the outline or including the inside of the cells.
 Select the pattern tab and choose the color from the option provided.

HOW TO ALIGN CELL CONTENTS

 To align text in cells, activate the beginning of the cell you want to align
 Select the range to be affected by the aligning
 Click home and then go to alignment group
 Click on the option you want e.g. left, right, center, etc.

HOW TO FORMAT NUMBERS

 To format numbers in a range of cells, activate the beginning of the cell you want to
format.
 Select the range of cells you want to format
 Click on the home command in the menu bar then format in the cells group.
 Choose format cells,
 Click on the number tab and choose category of your choice e.g currency, numbers.
Select the currency you want and click OK.
 Align the currency by immediately clicking on the accounting option after choosing the
currency.
Assignment questions
1. What do you understand by?
o Formatting a Text
o Center align and center across selection
o Formatting e.g. to the currency style and giving decimal numbers.

2. What is the difference between Boarders and patterns

3. State the steps on how you can insert red borders as an out line and blue borders as inner
borders.
Lesson 6.
Objectives.
To learn how to set up a search, perform it and sort data. This will help you to filter information
SEARCHING

HOW TO SET UP SEARCH

 Select the field names (column headings) in your database, if any column occupies more than
a row, select only the bottom row.
 Click on home then data on menu bar and then filter

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 Each field names will have a drop down arrow on it

 Display the auto filter drop down arrows as described
 Click on the arrow of the filed you are testing. For example, if you want to filter out records,
based on a certain salary.
 To filter records, so that you have salaries greater than $5000 click on number filter then
choose greater than.
 Type salary value then click OK.
 The database will be filtered. You will notice that, excel; changes the color of the row
numbers in a filtered list to remind that you are not viewing the complete database.
 To view the whole database, click on the same dropdown arrow then choose clear filter from.

Switching to a landscape sideways orientation is often all it takes to fit a wide sheet onto one page.
You can also shrink by clicking fit. For gridlines click on the sheet table, Clear the Gridlines or mark
this checkbox to include them.

HOW TO SORT DATA

Sorting data means rearranging data in either ascending or descending order

 Select then data you want to sort
 Click on home then data on menu bar and then sort
 Sort dialog box appears
 In sort by, enter the column heading you are sorting e.g marks
 Select the order of your choice e.g A to Z or Largest to smallest
 You can add or delete level according to your operation

Assignment questions
1. What is the difference between:- searching and Sorting?
2. Explain the steps followed when
 Sorting Data.
 Filtering Data
 Searching for particular Data

Lesson 7

Objectives:
To learn how to create charts, select chart types and work with chart and chart axis.

WORKING WITH CHARTS

Types of standard charts available

 Column,  Area  Stock
 Bar  Doughnuts  Cylinder
 Line  Radar  Cone
 Pie  Surface  Pyramid
 XY (scatter)  Bubble

Creating Charts and Graphs

 From insert Insert, select chart group

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 Select the data where you want your chart to originate.

 Select the type of chart and sub chart type you want to use for data presentation,
 You will find that the chart overlaps the table,
 Then you can choose design then move chart location at the top right corner
 Choose where you want to locate your chart e.g New sheet then Ok.

You can also Format the Chart

 Show grid lines (major and minor) optional.

 Show legends and specify placement.
 Specify type and alignment of data labels

Deleting a Chart

 Select the chart, and then press delete on the key board.

NB the below diagram shows an example of a column chart.

Chart Area Plot area

Minor Gridlines Major Gridlines Tittle

BRILLIANT EXAM RESULTS

70000
Legend

60000

50000

BASIC PAY
40000
bonus
VALUES

30000

20000

Category
Y axis 10000

0
x

cy

y
e
is

an
ol

cy

ne

as
es

au
le

ar
nn

nn
le
or

Category axis
ar

er
an

om
m

li
Ja

A
el

M
Li
D

Ly

A
C

M
Ja

Graphs
H

Th

NMAES

Graphs

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Assignment questions
1. what is a chart
2. Name three uses of charts
3. State five types of charts you know
4. What do we mean by the following terms
 Chard wizard
 Chart area
 Chard source data
 Legend
 Graph
 Gridlines
 Series name
 Category name
 Values

Lesson 8
Objectives
To equip leaner with knowledge on how to create headers and footers insert object and improve
printouts

Adding headers and footers

A header is a similar text, which appears at the top margin of every page while footer is a similar text
which appears at the bottom of every page.
Steps
 Select a sheet to insert a header and footer
 From the insert menu, header and the footer.
 Type the text you want at the custom footer and to the same in the custom header button.
 To format the text, highlight and then select the format button. You can also add page
numbers, date, time, filename and sheet etc. by clicking their buttons
 Alternatively you can add the header and footer from the view menu bar, and then click on
header and footer tab.

HOW TO PRINT
 If you don’t want to print all or every thing in the workbook, select the range you want to
print.
 Click on office button in the menu bar then print
 Choose the appropriate button in the dialogue box, i.e. to print selected cells, select sheet or
entire workbook.
 Make sure the printer is on.
 Excel will inform you that it is sending your printer a copy of the workbook, worksheet or
selection.

HOW TO IMPROVE YOUR PRINTOUTS

 Click on pagelayout
 Page size, Orientation, Background, margins etc

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
FREEZING PANE
This is when the some cells are left visible when the rest of worksheet is scrolled up or down ward
Steps
 Select the first row below the headings,
 Click view then choose freeze pane then freeze panes

FREEZING PANE
To unfreeze panes
 Select the first row below the headings,
 Click view then choose freeze pane then unfreeze panes

HIDING ROWS AND COLUMNS

Basic steps include:-
Mark a range that covers at least one cell in each of the rows and columns to be hidden.
Select view then hide
or
 Select the column to be hidden
 Click the right mouse button
 From the menu displayed, choose hide.
NB Hidden rows and columns will not appear on the print

To redisplay the rows and columns hidden

 Select all columns and rows and then follow the above steps
Or
 Select both sides of the columns to be redisplayed
 Click the right mouse button
 Select unhide from the short cut menu

SPLITTING A WINDOW
Select row or column where you want the split to appear, click on view menu and select the split
option.
To remove the split, from the window menu, select the remove split option.

PROTECTING DATA
This protects data to prevent unauthorized people from accessing it or making and saving changes to
it.

PROTECTING A WORK SHEET

Steps:-
o Click on review
o Click protect sheet
o Enter the password
o Confirm the password and then click OK.
To unprotect a worksheet
o Click on review
o Click protect sheet
o Enter the password to unprotect

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Assignments questions
1. List the steps of performing
o Inserting a clipart
o Inserting headers and footers
o Hide rows and columns
o Protect a Worksheet
o Print a Worksheet
2. Give the steps of how to Protect and unprotect a worksheets
3. How do we split a window?
4. State the steps of hiding and un hiding rows and columns
5.
Lesson 9
General revision
Objective:
To give learners chances to practice the previous lessons and ask questions on the course in general

Lesson 10
Student to sit for final exam both practical and theoretical

MS EXCEL ASSIGMENTS

ASSIGMENTS 1
Enter the following data in a worksheet and save it as exam

Names Eng Maths Kiswa Chem Total Average Min Max Grade Pass/Fail
Christine 70 58 91 80
Celes 80 90 82 48
Mary 65 78 73 58
Thomas 79 80 74 67
Stephen 70 70 65 67
John 87 67 56 58
Joseph 68 85 47 84
Judith 48 74 38 95
Jane 48 63 45 76
Maggy 90 49 56 90
Ann 70 58 67 82
Eunice 69 67 78 74
Richard 50 76 89 82

1. Calculate the total, average, min and max

2. Calculate for the Grade if the average is 75 and above to be A, 70 and above to be grade B,
60 and above to be grade C and less than 60 to be fail
3. Calculate for the students who have passed and failures if the pass mark is at an average of
70.

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ASSIGNMENT 2
Enter the following data in a worksheet and perform its calculation
Creator automobile ltd
Engine No Model Cost per Total Discount VAT Any other Amount
unit($) cost deduction payable
B14234 Isuzu 12000
MK892 Mazda 21900
BG1629 Toyota 14500
LKP76R Renault 18450
JM876O Fiat 25800
UAE857 Mercedes 48450
EU6567 Audi 65600

1. Assuming that, there where 56 units for each make, calculate the amount payable for each
unit using the absolute formula.
2. The discount was given at 11% of the total cost. Calculate for the discount
3. From the total cost, the government deducts 8% VAT. Calculate this deduction
4. From the total cost, the government deducted 2.75% for any other deduction
5. Compute the whole activity and hence get the final amount payable.
6. Format your work to look as presentable as possible by giving it a consistent background
and also insert $ and 2decimal places
7. Copy the data into new sheet and rename the sheet as automobile.
8. Insert a row between Fiat and Renault and enter the following data, then perform its
calculation
Engine no…………….. KKU4545
Model………………… Hummer
Cost per unit………… 12500
9. Sort the total amount in ascending order and hence filter to get all those vehicles whose
price per single unit exceeds $20000
10. Insert an embedded 3D column chart representing the model, Amount payable and
Discount. Put appropriate title and have your chart well formatted.
11. Insert a header ONE MORE and a footer FROM CREATOR AUTOMOBILE LTD
12. Save your work as “Motor Sales”

Asignment 3
1. The following is a simple payroll. Key in and complete where indicated by the Blank

Name Hours Rate per Basic Gross Tax Allowance Net pay
Worked Pay pay Pay Deduction
John 8 200
Peter 9 200
Paul 5 200
Thomas 13 200
James 12 200
Ismael 11 200
Fatuma 9 200
Isabela 10 200

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Joseph 14 200
Rahana 6 200
Nancy 12 200
Teddy 8 200

The following are the calculations to be carried out:-

2. Basic pay=Hours Worked*Rate per hour, less 2% of rate per Hour
3. Allowances are allocated at 7.52% of the basic pay
4. Gross pay= Basic pay + Allowances
5. Tax deduction = 4% of Basic pay
6. Net pay = Gross pay – (Tax deduction)

Assignment 4
Perform the following table

Jan Feb Mar Apr May Jun

Total Cash 268,000
Sales
Government 489000 312699 516700 211419 317000
Corporation 121612 200792 189000 92440 156100
Private 86492 1000000 66790 59000 46478
Individuals 13078 1000 21716 500 7988
Total Sales
Cost
Fertilizers 316000 493612 406799 406799 219000
Salaries 42617 47612 47612 47612 49000
Rents and Rates 10618 10618 10618 10618 11788
Total cost
Cash in Flow
Tax
Net Cash Inflow

Perform the following Activities

o Total sales
o Cash in Flow (total sales – Total costs)
o Tax (8.4%*cash inflow)
4. Carry out the following amendments on the spread sheet based on the following information:
in sheet two rename it to exer2A.
5. Insert a row “Transport and storage” after salaries with the following costs.
February Mar Apr May June
29,266 48555 60716 71212 30600
o Tax has gone down by 2.1% due to government policy aimed encouraging of fertilizers.
o Interchange all data for April with that of may as there was mix up errors during recording.
o Prepare a well labeled bar graph to depict “total sales” for the “Farm suppliers Ltd for the
months of February through June.

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Assignment 5
Create the following worksheet, it shows a mount in Kshs gained in export of products

Product 2006 2007 2008 2009

Maize 20000 30000 10000 25000
Beans 10000 20000 45000 15000
Coffee 50000 80000 32000 34000

Maize was exported to France, Beans was exported to Germany and Coffee was exported to United
States.
Activities
In the same sheet
1. Create a table B to show the value if the amount was to be converted to respective currencies
at the following exchange rates.
o 1 US Dollar = 82 Kshs
o 1 Germany Mark = 56 Kshs
o 1 French Franc = 47 Kshs

2. Make a copy of table B and call it table C on a separate sheet. Alter it such to change the
exchange rate.
3. Link Table B and C from A such that any change in table A will also affect table B and C.

Assignment 6
BASIC PAY DEPARTMENT AGE STATUS
NAME
Mercy 36000 Computer 55 Single
Mary 25000 Finance 54 Married
Paul 10000 Research 12 Divorced
Ann 48000 Computer 18 Single
Jacky 59000 Finance 46 Married
Alex 15000 Research 33 Divorced
Lillian 19000 Computer 51 Single
James 27000 Finance 48 Married
George 32000 Research 35 Divorced
Lynne 44000 Computer 27 Single
Thomas 60000 Finance 16 Married
Maggie 50000 Research 53 Divorced
Richard 42000 Computer 43 Single
Ruth 36000 Finance 31 Married
Daniel 23000 Research 27 Divorced

Perform the following

1. Use sorting function to determine
a. The oldest employee in the whole company
b. The youngest employee in finance department
c. The highest paid in the whole company

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2. Use subtotaling feature to determine

a. The total basic pay for computer and finance departments
b. The average age for finance and research department
c. By use of count, display a list of all the employees in each department and also total
employees in the company.
3. Use the auto filter function to determine,
a. Those who had a basic pay more than 32000
b. Those who had basic pay less than 45000
c. Those who are either married or single
d. Those who are earning more or equal to 50000
e. Those whose their pay is ranging between 30000 and 50000
f. Whose their names begins with J
g. Whose their names ends with E
Assignment 7

Name Basic Pay House HRS Over NSSF Net pay Job
Allowance worked time pay group
Kennedy 36000 6
Mary 25000 8
Ann 10000 14
Thomas 48000 9
Stephen 59000 14
John 15000 16
Joseph 19000 7
Judith 27000 5
Jane 32000 16
Maggy 44000 15
Jacky 60000 13
Eunice 50000 19
Richard 42000 20
Ramos 36000 10
Edger 23000 14
Calculate
1. House allowance was located at 10% of basic pay
2. Calculate overtime pay per hour is 50
3. NSSF should be calculated as 5% of basic pay for those with a basic salary of 35000 and
above, and 3% for those who are earning below 35000.
4. Net pay should be (Basic pay + House allowance + overtime pay – NSSF)
5. Give the employees the following job groups
o Job Group G those earning Net salary of 45000 and above
o Job group H those earning Net salary of 30000 and above
o Job group J those earning Net salary of less than 30000.

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Assignment 8

Age Kcpe Hostel Adm Tution Any other Total Fee

Name Marks Fee Fee expenses
Jonathan Samuel 1 471 Buffalo 500 7500 500 17000
Peter Adreas 23 309 Kifaru 500 10500 300 17000
Samuel Musa 32 358 Lion 500 4500 800 17000
John Kim 43 416 Buffalo 500 16000 200 17000
Ouma Farah 24 288 Kifaru 500 5800 700350 17000
Kamaza James 51 378 Lion 500 12000 400 17000
Sammy Shale 16 419 Buffalo 500 10000 650 17000
Jael Hammed 27 326 Kifaru 500 8500 950 17000
Joseph Zamba 31 389 Lion 500 9000 280 17000
John Keita 57 427 Buffalo 500 8900 550 17000
Benson Muazi 14 336 Kifaru 500 13000 700 17000
Mary Samson 17 375 Lion 500 6800 750 17000
Samuel Gabriel 28 402 Buffalo 500 11000 950 17000
Peter Machage 39 311 Kifaru 500 6400 640 17000
Victor Gordon 45 472 Lion 500 11500 1100 17000
Salim Mousa 26 367 Buffalo 500 8000 4500 17000
Edan Omigo 19 344 Kifaru 500 7600 850 17000

Assuming that, the total fee to be paid is 17000, for a student to be accepted in the school should first
pay for admission fee in full, perform the following calculations
1. Calculate the fee paid by each student
2. Calculate for the fee balance
3. Group the students according to their hostels
4. The government decided to give bursaries to all the students who had fee balances at a rate of
20% of their balances calculate the amount of the fee balance left after the bursaries where
given.
5. During the admission students where located in three classes according to their previous
KCPE total marks as follows
a. Those who had 400 marks and over where located to form 1 A
b. Those who had 350 marks and over where located to form 1B
c. Those who had below 350 marks where located to form 1C
By use of IF function, perform the above calculation
6. Who is the oldest student in each hostel (the oldest student to appear above the others)
7. Show a list of student whose their names
a. Begins with J
b. Ends with E
c. Contains N
d. Does not contain M
8. Design a column chart which contains names, fees paid and balances
9. Create a pie chart which contains names of the students and their age
10. Insert a header BRILLIANT TECHNOLOGIES and a footer BETTER FOR YOUR BEST

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MS ACCESS COURSE OUTLINE

1. Starting access
2. What is database?
3. Database management systems
4. What is Ms Access database?
5. Basic characteristics of DBMS
6. Advantages and disadvantages of DBMS
7. Defining a new database
8. Database objects
9. Tables
 Defining fields and records
 Defining settings and changing a primary key
 Setting data types
 Setting field properties
 Changing views in tables
 Moving, copying, hiding, renaming and freezing fields and records
 Editing and deleting records and data
 Adjusting column width and row height
 Sorting and searching of data

11 Queries
a. Creating queries
b. Adding field in queries
c. Saving a query
d. Using Queries to perform calculations
e. Sorting in queries
f. Query type’s parameter, action and select queries

12 Forms
a. Form views
b. Creating Forms
c. Creating forms using wizard
d. Creating forms using design
e. Form control
f. Calculation in forms

13 Reports
Creating reports
Creating a report using a wizard
Creating reports using design
Adding page breaks and page numbers
Creating calculated controls
Mailing labels

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14 Macros
a. Definitions
b. Uses of macros
c. Creating Macros
15 Modules

LESSON ONE

Objectives
By the end of this lesson the learner should be able to define databases know their applications,
define some of the terms used in them, give advantages and disadvantages of database and create
them.

WHAT IS A DATABASE MANAGEMENT SYSTEM (DBMS)

This are computerized applications which deals with organized collection of data in one place.
Database can be found in most administrative duties like
 Maintaining students records,
 Patient’s records
 Billing systems
 Reservation system
 Banking systems

Planning for the databases

Careful planning of databases is very important to avoid redesigning it later and saves time.
Therefore, think about the database you want to build, and how it will appear later.

DBMS SYSTEMS.
Some of the database management found in the market includes
Dbase, Ms Access, Paradox, etc, corporate with systems include oracle, Informix, progress,
ingress, progress SQL server etc.

TERMINOLOGIES USED IN DATABASES

Field This is a category of information that partially describes an object/record. E.g. customers
number in a simple customer table. Each attribute or characteristics about the item described in
the database forms a field in a table, a field occupies one column.

A record this is a category of information that fully describes an object/record containing data
about object in a database this could be an individual, a place or item in the customer table. All
the data about one customer in a database makes a record.

Linking of tables
To link tables they must have a common field such as customer number filed. Linked tables
assist you to access data from other table’s queries forms, reports or other databases. Remember
that, tables primarily store data and classify data and other files

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A primary Key is a field or combination of fields that uniquely identify each record in a table.
The main index in a table is used to associate data between tables.

Purposes of a primary key:

1. It speeds up data retrieval and enables you to define default relationship between tables
2. It also speeds up indexing of tables or data. Fields selected, as a primary key must contain
a unique data for each record.
It is therefore advisable to use a unique property in setting e.g. Account number, admission
number, patients’
number, registration number etc

STARTING ACCESS
When you finish start access the database windows is displayed this window is used to open a
database and do other functions

LESSON TWO

OBJECTIVES
By the end of this lesson, the learner should be able to create and save a table using the
datasheet view

DATABASE OBJECTS
There are seven database objects in Ms Access, namely
 Tables
 Query
 Form
 Report
 Pages
 Macros
 Modules

TABLES
This is a database objects that store data as a database file.

CREATING TABLES
Click on table then new icon on the topmost
There are five major ways of creating a new table
 Datasheet view
 Design view
 Table wizard
 Import table
 Link table

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Creates a new table

Steps
 Blank database – change location to store your data base – enter filename – then
create
 Click view then Design view
 Enter the table name then OK

Importing a table
It creates a new table using import table process
Importing data creates a copy of its information in a new table in your access database or
access project. The source table or file is not altered in this process.
When importing data, you can’t append data to existing tables (except when importing spread
sheet or text file)
You can also import database objects other than tables, such as form or reports, from another
access database or Access project.
Steps
Tables tab > new > table import table> click Ok
Open the files of type you want to import, choose the file name then click import
Select the work sheet and then you follow the wizard until finish

Table by Link a table

It creates a new table using link table process
In access database, linking data enables you to read and in most cases, update data in the
external data source without importing.
The external data source’s format is not altered so that you can continue to use the file with
the program that originary created it, but you can add, delete or edit the data by using Ms
Access as well.
You can link table in access database, not an access project

QUESTIONS
1. Outline five methods of creating a table
2. Create a database called students. Inside the database, create the following table using
Datasheet view and save it using datasheet table

STU NO NAME COURSE NOK DOB DOA FEES

NSS/009 Ominde Electronic Jeremiah 12/2/9178 18/3/2002 12000
NSS/010 Adagala Computer Toloyi 18/09/2001 18/02/2007 10000
NSS/011 Imende Business Sammy 24/05/2000 28/03/2005 8000
NSS/012 Mukaya Electronic William 12/03/1999 16/09/2006 15000
NSS/013 Ochwacho Computer Bulimu 15/10/1980 25/01/2007 3700
NSS/014 Khalwale Business Okila 22/01/1976 31/08/2008 9000
NSS/015 Lagosa Electronic Philip 19/02/1978 14/05/2009 17000
NSS/016 Ambanya Computer Awori 28/06/1956 13/05/2007 24000
NSS/017 Kahi Business Muthoni 11/08/2002 08/02/2008 10000

3. Differentiate between linking and importing tables

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4. Give three ways on how you can import tables

5. What is the purpose of linking and importing tables
6. Create two tables using the assignment above using import and linking methods from ms
excel.

LESSON 3

OBJECTIVES
At the end of this lesson the leaner should be able to create and save a table using the design
view, define fields and relevant Data types and be able to set a primary key.

Create a table from scratch in design view using 2007/2010

 Open Ms Access program

 Click Blank Database icon displayed on the screen
 On the right side of the screen, under file name, enter the name of your database
 Click the Icon next to specify the location of your database
 A dialog box “File new database” Specify the location then click OK
 Click Create
 On the ribbon under group views, click icon View then choose Design View
 Save As dialog appears, enter the Table Name then OK
 Clear the primary Key (ID)
 Then it opens a clear screen

 NB a field name should not contain any of the special characters, always try to used short
and clear field names e.g. DOA, DOB, AMDNO, DOE, AOE etc.

1. DATA TYPES
This is the kind of values that the user wants to store in a given field. In access, we have
several data types.

 Text – can store any combination of characters which includes

i. Alphabets, numbers, alphanumeric characters such as names and addresses,
phone numbers and postal codes, symbols and signs etc A text field can
contain upto255 characters
 Date/time – Contains dates and times in a variety of display formats available, e.g.
short dates, long time etc. Note: something like 1980 as the date of birth is invalid as
it is not contained in the available formats.

 Currency – can store numbers, which are formatted using commas and Regional
Currency settings. Do not use the number data type for currency values because
numbers to the right of the decimal may be rounded off during calculations. The
currency data type maintains fifteen digits to the right and four to the left of the
decimal. Mostly used in the fields like salary, price etc

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 Memo - Contains lengthy text and numbers, such as comments or explanations. A

memo field can contain up to 64000 characters. An example of field of this kind is
Education background.

 Auto number – This is the number that automatically entered in a given Field name.
It automatically increments itself as you continue entering the records.
 Number – numerical data on which you intent to perform mathematical calculations,
except calculations involving money

 OLE objects (object linking and embedding) Object. This is used when the field is to
be got outside Access. E.g. by use of camera or a scanner. E.g. if you have to enter a
photograph, then you have to use a scanner or camera, such field are to be designed as
an OLE objects.

 YES/NO this is used in fields where the entry is either be true or false.

 Lookup wizard. This displays a list of data to choose from e.g if you have three
different departments in a company you can type them so as to be choosing them
from a Drop down list box.

 Hyperlink. It links the data from other sources e.g. Website.

Define primary key field before saving your table.

Note You don’t have to define a primary key, but it’s usually a good idea as it will help
in retrieval of records. Remember a primary key should never be duplicated. If you don’t
define a primary key for you and save the tables defines for you

LESSON4

OBJECTIVES
At the end of the lesson, the student should be able to
 Define a query
 Give the importance of queries
 Give and explain different types of queries
 Create a query using a query wizard, unmatched and duplicate query
 Be introduced to designing a query using design view.

QUERIES
A query is an object for retrieving and searching for particular information.
They are created for on-in search and retrieval of specific records, and for creating forms and
printing reports. E.g. You want a list of students who have paid fees, married, employees, or any
other criteria you want to use.

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EXAMPLES OF QUERIES

a) Select query
This kind of a query retrieves data from (selected fields) one or more tables and displays it in
a datasheet form.

b) Cross tab Query

A cross tab query displays summarized values (Sums, Counts, and averages) from one field
in a table and groups them by one set of facts listed down the left side of the datasheet and
another set of facts listed across the top of the datasheet.

HOW TO CREATE A QUERY USING WIZARDS

 Click on query in the objects and click new
 Click on simple query wizard
 Choose the table you want to query and select the fields you want in your query
 Click next and add any grouping you may want
 Click next and type the name for saving the query
 Click on finish.

HOW TO CREATE A CROSS TAB QUERY.

b) Click on query in the object and click new
c) Choose cross tab query wizard in the new query dialog box and click OK
d) Choose the query or table you want to query
e) Choose up to three fields which you want to sort by click next
f) Choose the field you want to be your column heading and click next
g) Choose a number you want to be calculated in every column and click next
h) Type the name to save your query and click on the finish.

DISPLAYING THE QUERY DESIGN WINDOW:-

 Click on the query table in the database window and click on new button to create a new
query.
 Click on the new query button on the new query dialog box.
 The add table dialog box appears in front of the query design windows.
 This dialog box allows you to select the needed tables for the query. Select a table and.
click on ADD to put it on the query window.
 Click close when selection is completed.

Stud No Stud Name D.O.A Course Fees Reg. fees

BCL/201/86 James Kimani 12/03/2002 Windows 280 300
BCL/202/86 John Mwakere 10/04/2001 Access 3600 300
BCL/203/86 Mary Wambui 05/05/2007 Word 2500 300
BCL/204/86 Irene Aringo 17/06/2003 Excel 1400 300
BCL/205/86 Martha Odinga 21/08/2004 Access 1600 300

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1) Set the input masks for stud no and stud name.

2) Set a default value for registration fees
3) Assign Validation rule and test for registration fee

Create the following queries:

1) Display those who are taking Access
2) Show the students paying more than 2000 in fees
3) Display a list of students whose names begins with J and M
4) Show a list of students admitted on 2003
5) Calculate total amount paid by each student.

LESSON 5

OBJECTIVES
At the end of this lesson, the student is able to:
o Define and work with a dynaset.
o Understand and be able to work with the mathematical and logical operators
o Perform a calculation using a query.

DYNASETS

WHAT IS A DYNASET?-
A dynaset is the result of a query. It can be displayed in different orders. When no sorting is
done, then records remain on the order they were entered into the table. Sorting is rearranging the
records either in ascending order or descending order. It is useful for keeping in the desired
order.

SORTING A DYNASET
1) Click in the sort cell the field you want to sort, a list box appears at the end of the cell.
2) Click on the last box button to reveal the sorting choice either ascending or descending or
not sorted.
3) Ascending will sort from low to high; descending from high to low and not sorted will
not sort.
Note: There is an order of priority of sorting when more than one field is being sorted. The order
of priority is determined by the order of the fields in the query. Leftmost fields are of higher
priority.

SORTING
From the design view of the query, click in the sort cell for the surname field.
1. Open the list box and choose ascending
2. Display the dynaset, by clicking on the run button. Return to the design view.
3. Change the sort order of the field to be sorted
4. Choose ascending as the order of that particular field
5. Display the dynaset. Return to the design view

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6. Choose ascending order for a particular column heading and descending order for the
other fields, respectively.
7. Close the query without saving it.

MATHEMATICAL OPERATORS USED IN QUERY DESIGN:-

Placing a mathematical usually performs the data selection in a query or text operated condition
on a particular field, or group of fields, by which to perform the selection.
Some of the operations are:-
A Mathematical operators-
<: Less than
> Greater than
<> Not equal to
<= Less than or equal to
>= greater than or equal to
= Equal to
+ Addition
- Subtraction
* Multiplication
/ Division

USING QUERIES TO PERFORM CALCULATIONS.

To create a calculated field in your query in the next empty field, enter the cell an expression to
calculate the new field. The expression takes the form of calculated field expression. The
expression is formula for creating values of this field.
An expression involves other fields and these are written enclosed in square brackets e.g.
Taxable pay: [gross pay]-[fee pay]
Or VAT:[Cost]*0.75
Expression may be used with data types
1. Year () – returns the year of date/time value enclosed in brackets as integer number
2. Now () – returns the data and time to the computer’s system clock
Some statistical available functions available include:-
1. Count – will give the number of records
2. Sum – will give the total of all values in that particular field
3. Min, Max - Will give the minimum or the maximum value of that particular field
respectively.
4. Group by – Group records according to this field producing summary statistics for each
group
5. Where – Allows criteria to be specified
QUESTIONS
Create the following table using design view.

Stud name Stud no NoK Fees Bal Course DOA Em DOB

ploy
ed
Olwali K 2045 Kamau 4500 1000 Comp 12/10/1998 Yes 27/01/1978

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Magamga M 2456 Kioi 3400 2500 Bness 12/10/1998 Yes 28/07/1979

Munala J 5467 Tom 4400 1500 Mng 12/04/1997 No 25/04/1976
John B 8393 Otieno 2400 2100 Comp 28/01/2000 Yes 26/04/1976
Peter J 2345 Mary 2300 1200 Bness 26/01/2001 No 25/06.1976
Omani R 4452 Ann 3200 800 Mng 21/04/1991 No 24/04/1980
Kidudu T 2342 Joanne 3600 1600 Comp 22/05/1999 No 22/04/1078

1. Create the following queries.

a. Those student taking Comp courses
b. Those students who are employed
c. Those who have paid a fee of more than 3500
d. Those student who where admitted in 1998
e. Those either taking Bness or Comp and their fees is less than 3000

LESSON 6

OBJECTIVES

At the end of this lesson, the student should be able to

Explain and give the uses of forms
Create a form using Auto form columnar and Auto form tabular and also data sheet.
Create a form using form wizards.
An introduction of controls in forms

FORMS:
Are used to display the data stored in the tables or queries. Forms routinely are used for adding
new data to a table and for editing or displaying data, usually in a one – record at a time format.

PURPOSES OF FORMS:-
You can use forms for variety of purposes:-
1. Create a data entry form to enter into a table
2. Create a custom dialog box to accept user input, and then carry out
action based on that input
3. Create a switch board form to open other forms or report

Most of the information in a form comes from an underlying record source. Other information in
the form is stored in the form’s design

 Descriptive text is stored in the form’s design

 Graphic element such as lines and rectangles are stored in the form’s design
 Data comes from the fields in the underlying record source.
 A calculation comes from an expression, which is stored in the form’s design.
You create the link between a form and its record source by using graphical objects, called
controls. The most common type of control used to display data is a textbox.

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VIEWS OF A FORM:-
Forms have four views:-
 Design View:-
 Forms view
 Data sheet view
 Print preview

CREATING A FORM
You can create a form on your own or you can have access create your form for you using form
wizard. A form wizard speeds up the give apprises creating a form because it does all the basic
work for you.

CREATING FORM WITH A WIZARD

1) In the database window, click the forms table
2) Click new
3) In the form dialogue box, click the wizard that you want to use. A description of the
wizard appears on the left side of the dialog box.
4) Click the name of the table or query that contains the data you want to base your form on.

CREATING A FORM IN DESIGN VIEW

 In the database window, click design view
 Click new
 In the new form, dialog box, click design view
 Click the name of the table that includes the data that you want to base you form on. If
the form does not contain data (e.g. a form to use as a switch board to open other forms
or reports or if you want to create a custom dialog box), do not select any thing from the
list.

Note: If you want to create a form that use data from more than one table, base your form on
query that includes the tables you want to include.

Controls
What they are and how they work
All the information in a form or report is contained in controls. On data access pages,
information is contained in controls the same way as it is in forms and reports.
Control: are objects in a form, reports, or data access page that displays data, perform actions,
or are used for decoration. For example, you can use a text box on a form, report or data access
page to display data, a command button on a form to open another form or report, or a line or
rectangle to separate and group controls to make them more readable.

QUESTIONS
1) What is a form?
2) What are the uses of a form?
3) State all the methods of creating a form
4) Give three purpose of creating a form which information do we need to come up with a
form?

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5) Give three purpose of creating a form

6) Differentiate between tabular form and columnar form.
7) What are controls
8) Show the different between bound and unbound control in access and give the use of
each of them.

LESSON 7

OBJECTIVES

At the end of this lesson, the student should be able to

 Understand and use Microsoft Access controls
 Use the controls to enhance the forms.

Microsoft access controls

There are many controls that you can add to a form, report, or data access page to display and
analyze data, work with graphics and link to web pages, and so on.

This topic provides reference information about:

1) Controls for entering displaying and filtering data
2) Controls for analyzing data
3) Controls that link to web pages
4) Controls for graphic and animated text
5) Controls for customization
6) Controls for organizing data

Controls for entering displaying and filtering data

1) Checkboxes
2) Combo boxes
3) Command buttons
4) Drop-down list boxes
5) Labels
6) List boxes
7) Option buttons
8) Option groups
9) Sub-forms
10) Sub-reports
11) Text boxes
12) Toggle

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What is a check box?

A check box is a stand-alone control to display a Yes/No value from an underlying table, Query
or SQL statement.

What they are and how they work

In many cases, it’s quicker and easier to select a value from a list than to remember a value to
type. Checkboxes are used to display yes and no values from a table, or query displayed.

What is a command button?

A command button is a stand alone control, which looks like a button created on a form or data
access page to start an action or set of actions.
For example, you can create a command button that opens another form. To make a command
button do something on a form, you write a macro or event procedure and attach it to the
button’s On Click property. On a data access page, you can attach code written in script or
Microsoft Visual Basic Scripting Edition (VBScript) to a command button by using Microsoft
Script Editor. How to create an event procedure for a command button on a data access page.

Drop Down List Boxes:

What they are and how they work
A drop down list box is a control that shows only one record until you click to expand the
contents, however, you can’t type new values in a drop-down list box.
When you select a value in a drop down list box, if it is bound, the selected value is inserted into
the field that the drop-down list box is bound to.
The list in a drop-down list box consist of rows of data. Rows can have only one column that
appears without headings.
You can use an unbound drop down list box to store a value that you can use with another
control. For example, you could use an unbound drop-down list box to limit the values in another
drop-down list box. You could also use an unbound drop-down list box to find a record based on
the values you selected in the drop-down list box.

What is a label?
A label is a control that is used on a form, report, or data access page to display descriptive text
such as tittles, captions, or brief instructions. Labels don’t display values from fields or
expressions; they are always unbound and they don’t change as you move from record to record.

A label can be attached to another control e.g. in a text box, it displays caption of the text box.
This label appears as column headings in the data sheet view of a form.

A label is a stand alone control, which is not attached to any other control. It is used to display
information such as the title of a form, report, or data access page, or for other descriptive text.
Stand alone labels don’t appear in Datasheet view.

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List boxes
What they are and how they work
A list box is a control that is used to display a list of values or items to select from. It consists of
rows of data that can have one or more columns, which can appear with or without headings. If a
multiple column list is box is bound, Microsoft access stores the values from one of the columns.

Importance
1) It’s quicker and easier to select a value from the list than to remember a value to type.
2) A list of choice also helps to ensure that, the value that’s entered in a field is correct.

You can use an unbound list box to store a value that you can use with another control. For
example, you could use an unbound combo box to limit the values in another combo box or in a
custom dialog box. You could also use unbound combo box to find a record based on the value
you select in the combo box.

What is an option button?

An option button is a stand a lone to display a Yes/No value from an underlying record source on
a form or report.

What is a text box?

A text box is a control that is used to display data from a record source in a report or form and
also to input data in a form. This type of text box is called a bound text box because is bund to
data in a field.
Text boxes can also be unbound. For example you can create unbound text box to display the
results of a calculation or to accept input from a user. Data in an unbound text box isn’t stored
any where.

What is a toggle button in a form and report?

A toggle button is a stand a lone control used to display Yes/No from underlying record source
on a form. As opposed to check box where you click on one of the two checks, here you press on
just one toggle which when pressed implies yes and Vice versa.

Toggle buttons are the most useful when used in an option group with other buttons. In an option
group, you can easily tell whether a button is pressed in. pictures can be used in toggle buttons
instead of text.
You can also use toggle button in a custom dialog box to accept user input

QUESTIONS
1) What is a control?
2) What is the mean of the following control
a. Check box
b. Combo box
c. Command box
d. Toggle button
e. Drop down list box
f. Labels

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g. List box

3) Create the database by the name East Africa Industry and create the below table.

NO NAME DEPT B PAY BONUS DED

EAI001 Naom Waithera COMPUTER 17000 2500 1500
EAI002 Nyambura Kamau FINANCE 15000 1500 1500
EAI003 Janet Mwanza MARKETING 18000 2000 1500
EAI004 Mercy Muriuki COMPUTER 20000 1200 1500
EAI005 Justus Kilonzo FINANCE 21000 2000 1500
EAI006 Fatuma Kyalo MARKETING 16000 2100 1500
EAI007 Ruth Nabutola COMPUTER 14000 1200 1500
EAI008 Martin Kimani FINANCE 12000 1400 1500
EAI009 Makau Mwangi MARKETING 24000 1200 1500
EAI010 Ahammed Ali COMPUTER 18000 4000 1500
Answer the following questions:
Queries
1) Create a query to show name, department and b.pay using simple query wizard.
2) Create a query to show those people in computer department.
3) Display those whose name starts with J
4) Display those who are getting bonus more than 1500
5) Calculate the net pay for each employee
6) Calculate allowance, which is located at a rate of 10% of B. pay.

Forms
1) Create a well laid form wizard to show all the fields, and discount which is given at a rate
of 5% of Basic pay,
Create a form using design view, put headers and footer, calculate Net Pay, and Discount
which is given at a rate of 5% of B. pay, insert clip art, add all record navigation buttons, a
combo box and given a good background.

LESSON 8

OBJECTIVES
At the end of this lesson the student should be able to:
 Explain a report and give its use.
 Create a report using wizards.
 Design a report using design view
 Summarize the report by grouping it
 Explain Sub-reports.

4 REPORTS.

WHAT IS A REPORT:-
Report are database objects used to display records from a table or a query which is printed out.
The desired result of any database is to provide information in form of reports.

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They are printed out in any desired format. Reports can contain graphics stored in windows OLE
fields or as decorative items stored in bit map files.

CREATING REPORT WITH A WIZARD:-

 In the database window, click the reports tab.
 Click New
 In the New report dialog box, click the wizard that you want to use. A description of the
wizard appears in the left side of the dialog box.
 Click the table or query that contains the data you want to base your report on
 Note: Microsoft Access uses this table or query as the default record source for the report.
However, you can change the record source in the wizard and select fields from other
table and queries
 Click
 O.K
 If you clicked Report wizard, chart wizard, or label wizard in step 3, follow the direction
in the wizard dialog boxes. If you clicked auto report tabular or auto report column,
Microsoft Access Automatically creates your report. If the resulting report doesn’t look
the way you want, you can change its Design View.

QUESTIONS
1. What is a report?
2. How do you create a report?
3. What is the advantage of using a report?
4. What is a sub report?

LESSON 9
OBJECTIVES
At the end of this lesson the student should be able to:
 Explain mailing labels and create them’
 Define and give the uses of Macros and Modules
 Calculate totals for a given field
ADDING PAGE
1. Open the report in design view
2. Click the page break tool
3. Click the report where you want to place the page break. Place the page break above or
below to avoid splitting the data in that control.

CALCULATE A TOTAL FOR ONE RECORD IN A REPORT:-

1. open the report in design view
2. Add a calculated text box to the detail section
3. To display the property sheet, make sure that the text box is selected and then click
properties on the tool bar
4. In the control source property box, type an appropriate expression

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EXPRESSION

WHAT IS AN EXPRESSION?
An expression is a combination of symbols – identifiers, operators and values that produce a
result
MACROS.
They are groups of instruction that accomplish a specialized task. When you run the macro,
access sequentially carries out the list of instructions.

When you create a macro, you enter the actions you want to carry out in this portion of the macro
window. Macros are mainly used to:-
 Take care of simple details such as opening and closing forms, showing and hiding
toolbars and running reports
 Make global assignment.
 Carry pout action or series of actions when a database first opens. However, you can use
the startup dialog box to cause certain things to occur when a database opens such as
opening a form.

MODULES
What is a module?
A module is a collection of Visual Basic for Applications declarations and procedures that are
stored together as a unit.

LESSON 10.

OBJECTIVES
At the end of this lesson the student should brushed and practiced on all the areas of Access
through revision from lesson 1 to 13 and past exam papers

1. Create the following table and answer the questions below

Reference No Name Department Hiv Status Consultation Drugs Fee

fee
KNH/2201/01 Robert Kioko Casualty Positive 300 1400
KNH/2202/01 James Phili Pediatric Negative 300 1650
KNH/2203/01 Albert Asinyo ICU Positive 300 3010
KNH/2204/01 Mary Njoroge Maternity Negative 300 4800
KNH/2205/01 Kiviti Museven Casualty Positive 300 4000
KNH/2206/01 Nehemia Ojonde Pediatric Negative 300 2500
KNH/2207/01 Ben Kimani ICU Positive 300 26000
KNH/2208/01 Frorence Njambi Maternity Negative 300 2000
KNH/2209/01 Joseph Kinyanjui Casualty Positive 300 4300
KNH/2210/01 Veronica Okudo Pediatric Negative 300 7200
KNH/2211/01 Gregory Venesa ICU Positive 300 7000
KNH/2212/01 Janiffer Keita Maternity Negative 300 9600
KNH/2213/01 Winnie Wairimu Casualty Positive 300 4800

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KNH/2214/01 George ouma Pediatric Negative 300 3700

 Assign the appropriate input mask for the reference No.

 Use a lookup wizard for the department.
 Use a validation rule and validation text for status
 Use default value (3000) for the consultation fee.
 Create a cross tab query using the name, department, and drug fee.
 Create a query showing the patients in casualty.
 Create a form and using the controls calculate total paid by each patient, insert a clip art,
and put record navigation buttons and good background.
 Create a report by Design View. Using page Break control displays all records
individually in a printed format.
 Create a report using the report wizard. Ensure the department and status appears only
once.
 Insert Date at the header of your report.
 Print the above report

The following table describes a suppliers report for Uga Ltd during the month of June
year 2001. Enter the records and answer the questions that follow

Suppliers Suppliers Quantity Quantity Free Lift Supplied

No Name Supplied Rejected Towns
SNO/001 John Kamau 500 30 18 Nairobi
SNO/002 Peris Owino 4500 20 8 Mombasa
SNO/003 Jane Warui 600 35 15 Nakuru
SNO/004 David Juma 700 40 20 Nairobi
SNO/005 Petrol Madilla 800 70 25 Mombasa
SNO/006 Lillian Kamau 350 30 6 Nakuru
SNO/007 Stephen Bobby 580 10 9 Nairobi
SNO/008 Jardine Sumoh 370 18 12 Mombasa
SNO/009 Fatuma Musa 520 22 4 Nakuru

2. Set an input mask for suppliers No and Name.

3. Set a primary key for suppliers No
4. By the use of a query calculated the quantity accepted from quantity supplied.
5. Using a query display suppliers whose names starts with J.
6. Display suppliers whose names has letter M
7. Calculate a discount given 20% of quantity supplied
8. Using query display suppliers from Nakuru and save it as nakuru
9. Create a form to display one at a time
10. Create a form to calculate quantity accepted from quantity supplied, insert a clip art, headers
and footers, Navigation buttons and give a pleasant background color.
11. Create a report to show all the suppliers records, calculate the discount which is given at a
rate of 10% of quantity supplied, insert a clip art and give a background.

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12. Create mailing labels to show suppliers no, suppliers name, quantity supplied and supplied
town.

POWER POINT COURSE OUT LINE

 Starting PowerPoint
 Opening a presentation
 Saving a presentation
 Closing a presentation
 Exiting a presentation
 The PowerPoint screen
 Power point views
 Creating a new presentation
 Working with objects
 Inserting a slide
 Giving a presentation a consistent look
 Changing a slide background
 Formatting text
 Slide transition
 Slide formatting
 Creating custom show
 Creating action button
 Redesigned templates
 Using auto layouts
 Creating speaker note and hand out
 Presentation comment and review
 Linking slides
 Inserting organization chart
 Grouping items.

LESSON ONE
Objectives
Learner should be able to work with power point dialogue box and be conversant with 4P’s
concern in power point.

COURSE CONTENT
Define; Powerpoint, starting power point, use of 4p’s, saving a presentation
What is a PowerPoint?
Powerpoint is graphic presentation software used to convey massages inform of pictures, text,
and sound more effective
Example of situation used
 Preparing marketing or internal company presentations
 Introduction of new products to the market

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 Delivering company’s results to a share holder meeting

 Advertising in media trade fares exhibitions
 Introduction of a new employees in a company

Other groups of packages which fall under the same category

 Harvard graphics
 Lotus freelance
 Micro graphics

Blank and recent

Provides basic blank page where you start your presentation.

Installed Templates
Contains predefined colors and text styles for your presentation from scratch

The 6 main steps of creating a presentation in power point

1. Create the slides
By clicking home new slide then choose the best office theme for your slide.

2. Give colours
By selecting the part to apply colour then design, background styles, choose colour or
format background, select solid colour, gradient colours or picture or texture fill
3. Animation
Its an effect that affect the whole slide and makes a slide move in a style of your choice
4. Custom Animation
Its an effect that affects the contents of the slide e.g Heading, body text, Images etc

5. Rehears timings
It give time taken per slide and also controls total time taken by the whole presentation.
It also makes the slide run automatically without mouse click.
6. Loop continuously
The slides able to restart automatically after the last slide

Opening an existing presentation

 From home menu

 Click open
 Select the drive or the folder
 Select the presentation to open
 Click to open

closing a Power point presentation

o From home menu
o Click on close
o You can also click on close button

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Existing Powerpoint
o From home menu
o Click on exit

Home work questions

1. Under which class of application software does power point fall under?
2. Name four other situations where power point can be applied
3. Give two other examples of programs which fall under the same category as power point.

LESSON TWO

OBJECTIVE
Learning should be able to explain the main parts of Ms Power point screen, tolls available and
the news in power.
o Parts of power point
o PowerPoint views
o Power point screen

Explanation
The following are found at the screen of Ms Power point
Menu bar – contains all names of pull down menus.
Title bar – Displays the name of the application and the name of the active document
Tool bar/ribbon – contains the buttons which provide short cut of many of most common tasks.
Tool bars are modified in the sense that you can remove the tools which you don’t use and new
ones which you want to use.

Formatting toolbar. – contains many of the functions that you will choose to change next text
appearance.
Drawing toll – Power point provides those drawing tool bars with buttons that gives you a quick
access to command you often use when drawing.

Practical activity
Open the power point presentation screen on the slide view type small text on the slide
displayed. On the left button corner click on the various views available in power point

Home Work Question

Name and explain any four tools used in power point during designing a slide
Name and explain the four view of power point

LESSON THREE
Objective
Learner should be able to create a presentation by auto-content wizard
Content
Creating a presentation from auto-content wizard; adding transitions and animations

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Explanation

Auto-content Wizard – Provide basic out line to give you an organizing your content into a
professional presentation, the auto content wizard has been enhanced in power point 97/2003. It
guides you to select from new pre-build content templates, and it provides ideas, starter,
formatting and organizing for your presentation
Slide animation – Slide transition is an effect which affect whole slide.
custom animation – Slide animation is an effect that affect, the contents of a slide

Procedure
 From the dialogue box, select create a new presentation using blank and templates
 Click next on the dialogue box that appears
 Select the type of presentation that you are going to give e.g. screen presentation then
next
 Type the title of your slide and footer then click finish.

Adding animation and custom animation

How to put animation
 From the slide show menu click on slide transition
 Select the type of transition of predefined transition, click on apply to all. To put an
animation to the contents of a slide.
 Click custom animation from the slide show
Steps
 Select the object you want to animate
 Click on the animation menu
 Select the animation of your choice
 How to put custom animation

 Click on the animation menu

 Choose custom animation
 Select one of the items found on the slide
 Click add effect
 Select the animation from the list (Entrance, Emphasis, Exit
 Motion path

Timing your slides

From Slide show then Rehearse timing
Set the time and speed of each slide

Setting shows
From the slide show menu choose From Beginning or current or custom slide show

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Assignment
The FBI has found out that the Nairobi Bomb attack in 1998 was very significant for the world
history it is now collecting views of the bomb episodes from any person who dies in the site
since you happened to be the witness to have been asked to give a presentation communicate this
bad news
Using auto- content wizard design this presentation. Give all good animations, transitions, timing
and loop in escape.

Home Work
1. State the different between slide animation and slide transition
2. Carol designed a presentation and later realized that, when she moves the show she had to
click the mouse every time to view the show continuously. Advice her on what she could
have done to view the show without clicking the mouse.
3. How to include the timing in a presentation. Using the presentation you have created
before, use slide transition and animation o make them as interesting as possible.

LESSON 4

Practical activities
Working with objects
 Inserting clip art
 Go to insert menu
 Select the clip art picture
 From the pop-up menu that appears select clip art
 Select the clip art of your choice and then insert

Formatting clip arts

 After inserting the clipart
 Select the clipart
 Go to format menu
 Select format picture

On the dialogue that appears; change the background and line color, size, portion etc.

Rotating and flipping objects

You can rotate or flip any power point object either one that is drawn in power point
object. Groups or Multiple selections of objects can be rotated or flipped. You can rotate to the
left or to the right (side) and flip to the horizontal or vertically (180 degrees) or you can rotate an
object to the exact position you want by using free rotate tool.
Note: most inserted pictures, graphs, horizontal charts, and so on can’t be rotated and flipped
because they are PowerPoint objects. If you can ungroup inserted picture chart, you can then
regroup. Its objects to power point objects than can be sorted and flipped

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Flipping selection
a) Flipping selection turns an object or group of objects either horizontally or vertically.
b) To Flip an object or group
c) Select the object or group of objects
d) From the draw menu, choose rotate/flip to display the rotate/flip to flip
e) Choose flip horizontally or flip vertically. The objects or group flips.

Objects arrays
 An array is a series of duplicated objects; you can create an array by duplicating
an object. You then re position the duplicate (to make a chart or boxes for
example / choose the duplicate a gain command power Point keeps tracks of the
relative position you want each subsequent duplicate determine how the arrays
look.

Drawing an array
1) Position it where you want the array to begin
2) From edit menu, choose duplicate
3) The object is duplicated and is slightly offset from the original
4) Immediately drag the duplicate to its new position
5) The relationship between the relationship to its new position
6) The relationship between original objects and the duplicate determine how the array
looks.
7) From the edit menu choose duplicate again until you counsel the selection of the lat
duplicate, the duplicate command reads duplicate a gain. The next object appears from
the same distance a way from the first duplicate appears from the original objects.
Continue choosing duplicate a gain
All ascending or descending duplicate are positioned equidistantly from each other

Place holders
Boxes appears in a slid before you type anything these are called placeholders to each place
holders is surrounded by a dotted line, some are specifically formatted to contain text. In these
place holders, you will find a massage telling you to click and type your text; however you can
add text to any placeholders. Text that you type in the title and main text placement appear in
your outline
Stacking objects
When you are working with objects, you will find that you sometimes stack them to get the
effect you want. When you stack objects on top of each other, they overlap. Some times you’ll
want change their order i.e. put top object on the bottom for example
Group of objects can be stacked; too you can move a group forward or backward in a stack. You
can use the tab key to select an object buried in a stack

Steps
 Select the object you want to stack
 Select draw menu from drawing tool bar
 Click order

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 Then select any of the commands given depending on your choice and read

Some of the commands available

 Bring some to front
 Set to back
 Bring forward
 Sent backward

Assignment questions
Using the tools and teaching learned, Design a presentation of not less than seven slides
marketing any company of your choice

Home Work
 Explain three ways of creating a presentation
 Give any three types of slide auto layout you know
 Explain the steps of duplicating a slide
 Define the following terms and explain how they are used and their importance
o Object array
o Rotating
o Flipping
o Placeholders
o Stacking
 Explain the steps of applying slide transition and custom animation in PowerPoint

Lesson six
Objectives
Learner should be able to insert
 Chart
 Organization chart in presentation

Comment
Insert charts in presentation
Explanation
Charts make it easier to present statistical data graphics especially when you want to compare
variables. Then display relations and easy to understand

Practical activities
Inserting a title
 Click on insert new slide, from the auto layout given choose your desired design e.g. title
only. Title and sub title or column slide.
 Type the content for your slide

Inserting Table slide

 Click on insert then new slide, from the auto layout given choose table slide and then Ok.

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 Double click on the table icon displayed; enter the number of rows and columns to use
then click Ok. A table appears on the slide, enter your table content on the cells displayed

Inserting a chart
To add a chart to a slide, do the following
 From the slide auto layout choose a chart
 You can choose text and a chart or chart on the title box, type the relevant title
 Double click on the chart box to add chart
 This takes you to the data sheet where you should type the relevant data for your chart
like wise you can click chart from insert menu where you are supposed to type in the data
for your chart

Inserting an organization chart

An organization chart displays the administration hierarchy in an organization
The members include: Manager, Subordinate staff, coworker, etc in slide view, display the slide
you want to add an organization chart to.
On the insert menu, point to pictures and then click organization chart
Use organization chart tools and menus to design your chart
To return power to PowerPoint, click exit and then return to PowerPoint.

Assignment
By using the data given below, create a chart slide to present the data (in millions)

Sales 1990 1992 1994 1996 1998 2000

Local 65 50 70 75 45 80
Foreign 74 85 96 64 84 92

By using the Kenyan government military structure, create an organizational chart to display the
flow of command in at least three levels in the ministry.

Home work
1. Explain at least how you can insert an organizational chart in a blank slide
2. Prepare an organizational chart of your own using the features as provided by the
PowerPoint.

Lesson seven
Objectives
The student should be able to format text appearances

Content
Formatting of text and graphics in a slide
Explanation
Formatting text
Practical activity
Changing the font
 Select the text you want to underline

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 Click on font from the format menu

 Select the font you want
 Click OK
 You can also underline icon from the formatting toolbar
Bolding, underlining and italizing
 Select the text you want to underline
 Click on font from the format toolbar
 Select the underline of your choice
 Click Ok
 You can also underline icon from the formatting toolbar

Add text in a slide

Most often, the easier way to add text to a slide is to type it directly in any place holders in the
slide.

When you want to add text outside a place holder or shape, for example you can use text
box tool on the drawing toolbar
 To add text that doesn’t wrap as a caption, click where you want to add the text and start
typing
 To add text that does wrap such as caption click where you want to add text and then start
typing.
 To add text to auto shape, just click the shape and add the text, the text attaches to the
shaped and moves or rotates with the shape as the shape moves or rotates. You can add
text to most outoshapes, except to lines, connectors, and free forms.
 Add space before a paragraph you want to add space before
 On the format menu, click line spacing you want and then click lines or points

Add or edit a special text effects

You can add special effects to text by using the word art tool on drawing toolbar. You
can create shadowed, skewed rotate and stretched text as well as text that has been fitted to
predefined shapes

Because a special text effects is a drawing objects you can also use tools on drawing tool bar to
change the effect for example, to fill a text effect with a picture
The word art tool replaces the word at program although you’ll have the word art
program on your computer if you have an earlier Ms Program that contains it such as office or
publisher 95. Keep in your mind that, a special text effect in a drawing object and is not treated
as text you will not be able to see the text effect in outline view or check its spelling as you
would ordinary text

Add a special text effect

 On the tool bar, click word art
 Click the special effect you want, and then click OK

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 In the edit word art text dialogue box type the text you want to format. Select any other
options you want and then click OK.
 To add or change effects to the text, use the tools on the word art and drawing tool bars.
Duplicating a slide
In slide sorter view select the slide you want to duplicate
Click on insert from the menu bar
Click on the duplicate slide

Assignment questions
1. Explain how you can insert a word art in your slide
2. Give two ways you can use to change the size of the text of your slides
3. You are a social worker, You have been send to a division in Turkana district to give
awareness on malaria which has claimed a quite number of lives of people in the district.
Prepare a presentation of not less than 8 slides that will help you in giving a speech in the
said topic?
4. State the advantages of using the auto content wizard features offered by power point?
5. Use the auto content wizard to prepare a presentation of your choice

Lesson eight
Objective
A student should be able to master slide appropriate color scheme, and design templates to give a
consisted appearance.

By use of masters
Masters, design templates, color schemes

Explain
Way to give your presentation a consisted look
Power point gives your slide presentation a consistent appearance, while the title master
controls the format and placement of the title and any other slide designate as a title slide such as
a section opener. Master also holds background items such as graphics you want on every slide.
Every slide such as a title slide. Any change you can make to a slide master is reflected on each
slide.

Color schemes
Color schemes are set of eight balanced colors designed for use as the main color of a slide
presentation for text background, fill, and ascents and so on. Each color in the scheme is used
automatically for different elements on a slide you pick a color scheme for individual slide or an
entire presentation

Design templates
When you apply a design template to a presentation, you can choose from a set of pre-designed
color schemes made to go with each design template. That makes it easy to change color scheme
for a slide or an entire presentation and know that the new color harmonize with the rest of your
presentation.

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Design templates contain color schemes slide and title master with custom formatting and
styled fonts designed for a particular “look” when you apply a design template to your
presentation, the slide master and color schemes on the new template, each slide replaces the
slide master and the color scheme of the original presentation. After you apply a design template,
each slide you add regardless of the auto layout, has the same custom look.
Power point comes with professionally designed templates, in addition you can add your
own if you create a special look for one of your presentation. You save as a template can include
a customized notes master or hand out master

Assignment questions
Coca-cola a soft drinks manufacturing company based in Nairobi’s industrial area has realized
that, the stiff competition from softer, to change the situation the company plans have five
minutes TV show a Coca-cola product every day before the prime news as a agreed with Citizen
TV station. The company has approached you to design for them an above presentation of five
slides with appropriate design templates and color schemes. One master to insert the every slide
and any other advertisement text

Homework question
Explain the use of the following
1. Slide masters
2. Note Pages Master
3. How do you insert a header to your presentation?
4. How can you insert the same background to all four slides??
5. Explain Design templates
6. Open the presentation called my first presentation and perform the following changes,
Insert a common picture, date and time, slide number and footer to all the slides

Lesson nine
Objectives
Should be able to change the slide background
Contents
Changing slide Background

Practical Activity
Change a slide back ground color
 Click background on the format menu under background fill, click the down arrow.
 To change to a color that is not in the color scheme, Click more colors. Click the colors.
Click the color you want in the standard tab, or click the custom tab to mix your own
color and then click Ok
 To change the background color back to its default click automatic
 To apply the change to the current slide, click apply
 To apply the change to the current slide, click apply
 To apply the change to all slides and the slide master

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Add or change a shaded slide background

Inside view click background on the format menu under background fill, click the down arrow in
the colors scheme; click one of the eight colors below automatic
 Clicks file effects and then gradient tab
 Click the options you want, and then click apply
 To apply the change to the current slide click apply. To apply change to all slides and the
slide master apply to all.

Assignment
Assigning the presentation created above, changes the background color and text file to make it
as presentable as possible.

Homework
i. Explain two way of changing the slide background
ii. How can you apply a pattern in one slide?
iii. How can you apply a pattern in all slides

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EMAIL & INTERNET TRAINING MANUAL

COURSE OUTLINE
By the end of the course you could have covered the following topics
 Definition  Web address
 Advantages  Viewing connection information
 Major application areas  Logging out
 Facilities needed for connection  Down loading programs
 Type of connection  Creating bookmark
 Connecting to the internet  Setting homepage
 Customizing the web  Search the web
 Browsing the web  Printing web pages
 World wide web  The course duration 12 hours

ESSON 1.
INTRODUCTION
Specific objectives
By the end of the lesson the learner should be able to define Internet, lists the advantages
of Internet, define some of the terms used in Internet.
Contents:
1. Definition of internet
2. Advantages of Internet
3. Service offered by the Internet.

THE INTERNET:
The Internet technology has revolutionized the world like nothing before.
The invention of telegraph, telephone, Radio, Computers etc has set the stage for these
unprecedented integrations of capabilities.
The internet represents one of the successful examples of the benefits of sustained
investment and commitment to research and development of information infrastructure.

DEFINATION OF INTERNET
Internet is a computer network formed whenever more than one computer are connected
together.
It is a worldwide collection of computers in a network linking thousands of countless
computer networks. Through a mixture of private and a public data and telephone lines.
The individuals and organizations on a network connected to the internet can
communicate and find information on the other networks that are connected to the
internet.
Each network is linked to others by a common communication protocol Common
Networking Language used by computers on the same network.

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This makes it possible for users connected to any network to use information services
located in any network provided that they have access privilege to do so.
These protocols are referred to as transmission control protocol. (TCP/IP) Internet is used
to communicate with other people through E-mail or to special groups of people.
So when you think about internet you should think of combination of Networks speaking
the same or common language (TCP/IP) from where people organizations can get
information.

ADVANTAGES OF THE INTERNET:

1. Internet offers speedy communications – This speed is dependent on the size of
the modem.
2. Inexpensive Communications
3. Compared with fax and telephone it’s very cheap.
4. Convenient – The e-mail message can be sent even when the address is absent.
5. Its influence reaches not only to the technical field of computer communications
but throughout the society as we move toward increasing use of online tools to
accomplish electronic commerce, information acquisition and community
operations.
6. Internet has changed much in these two decades since it came to existence most
notable is ATM systems and frame switches and working in laptop and cellular
phones.

USES OF INTERNET
Today the Internet is used as
 Electronic Mail (e-mail)
Email is a system for transmitting messages between computers. Exchanging the
Electronic mail is the most popular features on the internet. With Internet e-mail
you can send massages to the people all over the world including the friends,
customers and even friends and even people you meet on the internet.
Electronic mail is faster than ordinary mail, easy to manage, inexpensive and
saver paper.
 Information Source.

The Internet gives you information on virtually any subject. This is because of the
World Wide Web. World Wide Web (www) is a global system of linked web
pages containing information text, pictures, sound and video. You can review
newspapers, magazine, academic paper and much more. Governments
Colleges, universities, company and individuals all offer free information on the
internet services can be used as tools in various ways i.e.

 As a research tool

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To learn about new developments or product, competitors, market news and news
and customer opinions.

 As an advertising channel:
To aid in selling goods or delivering information through World Wide Web pages
to customers on a global 24 hours basis.

 An entertainment channel:
Most of the computer games, Movies, songs, television theme have interactive
conversations with people around the world including celebrities

Assignments
1. Discuss briefly the impact of the internet in the e-society.

LESSON TWO
Specific objectives
By the end of the lesson the learner should be able to:
Lists the facilities needed to connect to the internet, different types of connection to the
internet, factors to consider when choosing an ISP and customize the web browser.
Contents
1. Facilities needed to connect to the internet
2. Connecting or logging on to the internet
3. Factors to be considered when choosing an ISP.
4. Customizing web browser.

FACILITIES NEEDED
1. A computer

These are several elements that are desirable in the computer:

 A fast processor to quickly access and download information and programs from
the internet.
 A high – quality color screen to view the various graphics and images
 Free disk space on which to download the information or programs internet.

2. Web Browsers
Web browsers are software application that are used to retrieves web pages
from the internet on to your PC. Microsoft internet explorer is one of the most
web browser programs.
Each web page in the World Wide Web is based on an HTML file. A web browser
decodes the information in the HTML file, an HTML file and displays a web pages
on your computer screen according to its instructions (this is called downloading)

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3. Modulator/Demodulator (Modem)
On the Internet, computers exchange information via telephone lines. A modem
is a device that enables you to connect to the internet and access the
information. The modem translates information into a form that can be
transmitted over telephone lines (this is the process of modulation).
As a receiving modem, it translates the information in a form that computer can
understand (this is a process of demodulation)
A fast modem is essential. It will reduce the amount of time spent waiting for
web pages, files, or in “bps” (bits per second)
Typing files speed are 9600 bps, 4.4 kbs (Kilobytes per second), 28.8 kbps etc.
today US robotics is widely used but due to change in technology many better
ones are coming into the market both internal and external,

4. Internet service provider (ISP)

This is a commercial organization that provides Internet connections, along with a
set of support service for a fee.
Most people and organization get a connection to the internet over a telephone line
through on ISP, though some larger businesses and institutions (Such as
universities) have their own internet connections.
An ISP will usually have a number of host computers. These hosts will typically
provide storage space for electronic mail messages for their uses, Users’ own web
site and a set of related facilities such as advice, support software and appropriate
security.
Example of local ISPs include Africa Online, Kenya web, ISP Kenya and
Inter-connect. There are over 50. ISP Kenya today.
When you open an account with an ISP you will be provided with a user
name and a password:
(i) Username- Every time you get connected, you require a name to
identify yourself on the internet.
(ii) Password – This is needed for security purposes. This ensures that
your Internet account is secure.

Factors to consider when choosing ISP’s

 Cost i.e. what the set ups cost monthly
 Trial: Could you try it before use?
 Performance: This is difficult to Asses without asking people who have
account with the provider.
 Ease of use: Do they provide you with the simple install set of software,
which will get you on line with no hassle?

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There are two main types of connections. These are

 Direct connection
 Indirect connection

DIRECT CONNECTING
The internet client software is configured to automatically send your computers
I.P address each time a different server is accessed and the server knows
exactly to return the information.
I.P numbers are directly connected to communicate without intermediaries, giving
these machines many advantages over directly connected companies.
A direct connection allows you to use a graphical user interface and client
programs such as Netscape, Turbo gopher, Winsock, Ftp all of that simplifies the
communication process.
Recent advancement made it easier to connect to the Internet directly TCT/IP
cannot be routed across to normal telephone line.
INDIRECT CONNECTING
An indirect connection links your personal computer to the internet through an
intermediate server, usually a mainframe computer or a microcomputer.
Most of indirect connections require your computer to emulate the dumb terminal
and therefore your access is often limited.
If connected indirectly, you cannot down load a file to your desktop without going
through an intermediate step.
A modem is used to access an internet server where TCP/IP protocols and
software using these protocols on the server such as FTP, is used to download
files from other computers on the Internet to the server. The speed of a modem is
measured in bits per second in short “bps”

Browsing the web

Moving around and between web pages is known as browsing (or navigation, or
sometimes’ Surfing the web’). You can browse web pages in various ways.
 Hyperlinks

All web pages have hyper links. This links connects

1. One-web pages to another part of the same web page. This is useful if its really a
large page
2. One web page to another website somewhere on the web
3. A page to a file, such as a sound clip, video, spreadsheet or a word processor
document.

These links to other pages can be links to objects stored somewhere on the internet.
Hypertext in blue (usually)
Buttons, graphics or pictures also represent Hyperlinks.
To find hyperlinks on a page, move your mouse pointer over the pages and where
these is a hyperlink the mouse pointing figure.
As you surf around the web, Internet Explorer stores the site and pages that you visit.
You will notice that, the hyperlinks you previously selected are colored differently.

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Internet explorer does this to remind you that you have already visited indentified by this
link.

Assignments
1.0) Explain the meaning of the following terms as used on the internet.
1.1) Web browser
1.2) ISP
1.3) TCP
1.4) User name
1.5) Direct connection
1.6) Indirect connection
2.0) Explain the major factors to consider when choosing ISP.
3.0) What do you need for you to be online?

LESSON THREE
Specific Objectives
By the end of the lesson, the learner should be able to:
Log out from the internet, know the number of minutes taken while browsing and define
different terms when browsing.
Contents
1. Terms used when browsing
2. Viewing connection information
3. Logging out from the internet
 The world wide web
The World Wide Web is also known as the Web or WWW. The web is a part of
the internet.
The WWW is a collection of hyperlinked web pages published on the internet.
This huge collection of document is stored on computer called hosts, around the
world.
The documents may contain text, pictures, sounds, small programs or forms to
be completed by a user.
 Web Page:
Web pages are documents published by organizations and individuals with an
interest of putting on the web. Web pages can include pictures, text, sound and
video.
Each web page has an address on the Internet. This address is called a uniform
Resources Locator (URL).

 Web sites:

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A collection of web pages belonging to an organization or individual is called a

website. These organization or individuals maintain the website.
 Web Browsers:
A web browser is a program that lets you browse through (or surf) information
on the web.
Information in the web is structured into pages. Each page has a specific address
that is used to locate and access information in that page.
The two browsers that particularly dominate on the internet market are:
a. Microsoft internet explorer
b. Netscape’s Navigation
 Web hosting
A world wide server is a computer with programs that request for a document
from clients (Browser) over the internet. Files containing websites are placed on
connected to the internet and has stored information that has made available to
the web.

 Home Pages.
The home page is the web page loaded when the internet Explorer is first started
i.e. when you access the web, you can set any web pages as your home page.
The home page is also the first page of a company or an individual website on
the web
NOTE
Do not confuse your home page with the home page of the website you visit.
Your home page is set through internet explorer.
The home page of a website is the introductory page of the site. If you click an
hyperlink such as home page, you will jump to the website\s home pages, not
your home page.
To access your home page, click the button on the explorer bar.

Web Address (Uniform resource Location) (URL)

Each web page has a unique address or location, called Uniform Resources Locator.
You can instantly display any web pages if you know its URL. For example.
http://www.yahoo.com. You can include wildcards in a URL in cases when you may not
know the full path. For example: http:www.mass.superlink, net/zero/humor.comm..
The wild card (-I is used to represent character(s). In the above example, site that has
Azoroo, The Zorro etc instead of zero will be displayed.
A wrongly entered character can result in an invalid URL, e.g. a comma instead of a full
stop or a dash instead as an underscore.
 History

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Internet explorer remembers the website and web pages that you have visited. It
keeps a record of each web page as it is down loaded. This is the history feature.
You can therefore easily return to the page you have visited. To redisplay the
page you have just left, you click on the back button. To move to the next page,
(Available only if you have moved back) click forward button

Viewing connection information

Purpose
When you register with an ISP, you acquire an internet account with them and
form time to time; you might want to view the connection information such as
for how long you have been online, the speed of connection and the activities
done during the online session.
Step by Step
a. Position the pointer over the connection indicator icon on the taskbar.
b. Click on the mouse button
c. Highlight and click on status
d. The connection to African online services appears

In this window, some of the useful information displayed includes:

i. The speed at which you are connected
ii. The duration you have been online
iii. The transfer rate , in case you are downloading files from the
internet
e. Click on OK after viewing the details fig 5. Connection indicator.

Logging out from the internet

Purpose
As long as you are connected to the internet, you continue to incur telephone and
account usage charges. This can prove to be expensive in the long run it is good to
practice to disconnection or log out from the internet soon after you have finished
with your session. This is to avoid incurring extra or un necessary charges.
Step by Step
 Position the mouse over the connection indicator icon on the task bar
 Click on the right mouse button
 Click on disconnect and you will be automatically be logged out.
 On logging out the connection indicator is disabled. Some browsers or ISP
disconnect you automatically from the internet where there is no activity
between the user and ISP for a period of about 5-10 minutes.

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Methods of Gathering information from the internet

o Use of General Search option
o Us of address bar
o Use of Favourates
o Use of history
o Use of search engines

EXERCISES
1. What are the other names of the internet?
2. List six services offered on the internet
3. How can you establish the time you where online in a session?
4. In a step by step format, illustrate how to log out.

LESSON FOUR
Specific objectives
By the end of the lesson, the leaner should be able to:
Create a bookmark, down load web pages and programs from the internet, set a home
page, use search engines and print web pages.
Contents:
1. Create a bookmark
2. Down load web pages and programs from the internet
3. Setting a home page
4. Searching the web
5. Printing web pages.

Creating a Book mark

Purpose
When you browse the web, you come across some sites you want to visit regularly.
Examples of such sites includes e.g. CNN or BBC. You can decide to “Bookmark” the
web page.
The bookmark feature is also known as the hot list or Favorites feature. This feature lets
you store the address of the web pages that you frequently visit. Hence you do not have to
remember and constantly retype your favorite web page address.
When you want to visit the site, you simply select the bookmark from a list.
Step by a Step
1. Open or visit the website that you want to create a shortcut to. For example
http://www.cnn.com
2. Select the favorites menu from the menu bar.
3. Choose add to favorites.. And click. The Add favorite dialog box appears on the
name box. NB. You can also type in a name of your choice for a bookmark.
4. To add the site to the default folder ‘Favorite’ click on ok. To do the same to
another folder click create in >> button.

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5. Click the folder you want to add the site to, e.g. links.
6. Click Ok.
7. Once you do this, the title of the web page will be added as part of the favorites
list.

To go to site using a bookmark

o Select the favorite menu from the menu bar
o Select the folder that holds the favorites items, e.g. links from the drop down list
click CNN.com which is then automatically loaded.

To Delete a Bookmark
o Select the favorite menu from the menu bar
o Highlight the item from the favorite list example CNN.com
o Click on the right mouse button to get the shortest menu as shown below.
o Click on delete. The confirmation file delete dialog box appears.
o Click on yes. The item will no longer be liste

Down load web pages and programs from the internet

Purpose
1. To enable the user to view web pages without being connected to the internet
2. To be able to browse a site in a location that does not provide any network or
modem access
3. So as not to tie up your phone lines.

Step by Step
Down loading a web pages
1. Load the web page to down load, e.g. http://www.nation.co.ke
2. Access all the links that you would like to read offline
3. NB: Make sure that, the whole web page is fully loaded before moving to the
next one
4. Moving the favorites menu, click Add to favorites
5. Select the option Yes, notify me of updates and down load the page for off line
viewing
6. Click off-line, if you try to access a site or web page that you had not down
loaded, you will be prompted

Downloading a programs
Programs and software houses like Microsoft usually develop programs and may decide
to send to test copy to their existing clients or to publish it on the internet for interested
users to test it for a specified period of time.
To test such software a user has to down load the program into hard disk. A user can also
down load a movie clip or games, etc and view it off line to save on costs.

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The site http://softwarenow.iboost.com is an example of a website that specially deals

with software down loads
To down load a program
1. Locate a site from which you wish to down load the program
2. Select the category of programs you want to down load e.g. games
3. Select a game category e.g. racing games
4. Select the game you want to down load.

NB: The window lists the properties of the program e.g. version, file size. Ensure
that, you understand the license agreement; i.e. whether its free while share ware.
Freeware is absolutely free while share ware is available for a limited period of time
5. To down load the program, click on the down load link down load Cars and Bricks
6. From the file Down load dialog box, select save this program to disk and click OK
7. From Save As dialog box, select the folder in which you wish to store the down
load program and click Save
8. Once the program is down loaded, you can access the folder it was saved in and
load it without being connected to the Internet.

ASSIGNMENTS
1. Give two examples of web browsers:
2. To visit a website on the world wide web, you need to type the _____________
in the location box
3. Define the word ‘History’ with reference to a web browser
4. What is a bookmark?
5. List the type of files that can be downloaded from a website:

LESSON FIVE:
Specific objectives
By the end of the lesson, the learner should be able to
Set a home page for a web site, use search engines locate information within a web page
and print web pages.
Contents:
1. Setting a home page
2. Using search engines
3. Printing a web page.

Setting a home page

Purpose
To enable the user to choose or specify a page that will provide a good starting point for
exploring the web. The home page will appear each time the user access the web.
Steps By step
1. Access the website you want to set as the home page
2. Click on view on the menu bar

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3. Highlight Internet Options and click on it.

4. The Internet option dialog box
5. Under the home page section, type the address box. Alternatively click on User
current to make the current website the home pages
6. Click on the OK button.
NB: You can return to your home page anytime by clicking the home button.

Searching the Web

Purpose
 If you want to get some information concerning an area or subject of an
area or subject of interest over the web but you do not know where to
find it, you can use a search engine or service to locate sites that contains
the information
 Locating particular information in a web site, e.g. you can load a website
like http://www.cnn.coml and wish to read the sports news. You can use
a search engine within that site to locate information on sports.

Notes: Search Engine/Search service

A search engine is software that that helps you to locate information in the web. There
are several search engines such as yahoo, Info seek, Lycos, Web crawler, Mozilla fire fox
etc that offers different kinds of searching capabilities.
HOW SEARCH ENGINES FIND WEBPAGES
Hundreds of thousands of new web pages are created each day, it is almost impossible for
a search engine to catalogue every new page on the web. There are two ways that search
engines use to locate web pages:
(i) Automated robots called spider travel around the web looking for new
pages, creating links to the.
(ii) Submissions. – These are delivered from people who have created new web
pages and then submit information about pages they have created

Step by Step
 Select a search engine, e.g. Yahoo, and type its address in the address box, i.e.
http//www.yahoo.com. Once the search box, e.g. Kenya and then click the
Search button.
 The steps may vary depending on the search engine you are using.
 As soon as the search is completed, you will be presented with a list of sites that
contains the keyboard or phrase you are looking for. Selection a site whose
description comes closest to the information you desire and click on its links.

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 If there are many sites, not all links will be displayed. However there will be an
option that allows you the next ten or so matches. Click on this if necessary to
view the next set of links.
 If there are too many matches you may want to use an additional keyword to
narrow down the search. Type the additional keyword in the search box e.g.
Kenya and economy to narrow down site that contain information about the
economy in Kenya
 Click search
 From the search results, select the links that may help you get the information.
You may need to click on a number of links to get your exact requirement.

Locate Information within a Website

Once you access the website, you can search for specific text for information on that site
or page. Unlike search engines like Yahoo, Info seek, Lycos, Web crawler and Excite that
present you with the URL or links of sites that hold information you are looking for,
search engine within a web page locate information within that web page.
Step by Step
1. Load the web page to browse. NB: Steps involved in searching are not standard;
they differ from one web to another.
2. Position the cursor within the search book and type a Keyboard(s); e.g.
International and student.
3. NB: When typing in a keyboard you can use logical words or operators like and
(when you want to display results that meet both criteria) and OR (when you
want to display results that m666666666eet one of the two criteria)
4. Click the Search to begin the search,
5. From the search to begin search, click on a link that is closest to your
requirement.

Printing Web pages

Purpose
To obtain a hard copy of the information that you have researched on and collected, for
the purpose of reviewing later or filing.
Step by Step
Setting page Set-up Options
Before printing a web page it is available to check the settings in the page set-up dialog
box.
This will ensure that the right paper size, margins and orientations of the page are set
collect.
You can also add headers and footers to a web page.
1. From the file menu click page set up
2. In the margin box, type the margin measurements
3. In the ordination area, select either portrait or landscape.

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4. In the header or footer section, specify the information to be printed

5. Click OK
6. From the file menu, select print
7. The print dialog box appears
8. Set the print options if necessary and click OK

LESSON SIX
Practical and theoretical revisions
Theory and practical examination.
CREATIVE EXERCISES
Exercises
1. Enter the URL http:// Internet/ health/ index.htm in your web browser and open
the web.
2. Set the web page http://internet/ health/ index.htm as the home page of your
web browser.
3. Enter the URL http:// internet. health/definitions.html and open the web page
4. Change the settings in your web browser so that the images are not displayed on
the screen.
5. Enter the URL http://internet/funk-di/index.htm in your web browser and
bookmark it.
6. Create a folder in the favorites (bookmarks) and give it a name of your choice
7. Explain how you would use a search option in your web browser to find
information on a certain topic e.g. jobs. Write your answer in your work book.
8. Change the settings in your web browser so that the page set up is set to land
scope.
9. Create your own account with one of the following, Hotmail.com, and Avu.org
etc.
10. Compose a mail of not less than 5 lines about your most exciting event in
Brilliant. Send the letter to [email protected]. Password computer.
11. Customize You E-mail address with email signature “I am glad to be with you and
I promise prompt replies” Sincerely your (name). Block any mail from
[email protected]. Down load today’s cartoon from the Daily nation.
12. Perform an attachment to the above letter from the above down load.
13. Send a greeting card to [email protected] congratulating and thanking him
for care and concern has shown in giving you excellent professional service and
moral advice.

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