Maxwell Machira

F2 Notes

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 WORD PROCESSORS
Objectives
By the end of the topic, the learners should be able to:
a. Define a word processor
b. State the purpose of word processing
c. Use a word processing package
d. Format and edit a document
e. Create and edit a table
f. Create and update a mail-merge document
g. Print a document
h. Insert and edit objects

1.1 Definition of a Electronic Word Processor

Electronic word processor is an application software that enables a user to create, save, edit,
format and print text documents. A document is anything that can be can be typed: a memo, a
letter, a report, project or a book.
Word processing is the art of creating, saving, editing, formatting and printing text and graphic
documents using an electronic word processor.
Activity of using a word processor to manipulate text, characters, words and sentences in such a
manner to make the final document free of errors and attractive to look at.

Examples of word processors

o Microsoft® word
o WordPerfect
o WordStar
o Apple Works
o OpenOffice Writer
o Lotus WordPro
o Corel WordPerfect

Advantages of a word processor

i). Documents can be stored in the computer for future use
ii). It is easier and more efficient to use when typing because some actions are automated.
iii). Have special editing tools that help the user to easily correct grammar and spelling mistakes on
screen before printing.
iv). One can easily insert, delete or replace a word, sentence, phrase or a paragraph without
affecting the structure and neatness of the document.
v). Ability to view the document on screen before printing.
vi). Ability to save documents on backing store for later recall.
vii). Ability to print the document many times
viii). Ability to incorporate other text without having to retype e. by using cut, copy and paste
commands and mail – merge.
ix). Ability to change the layout of the document.

Basic word processing features

Some of the common features of word processors are:
1. Text and editing features such as:
o copy and paste which allows a marked block of text to be moved to another part of the
document
o Find which allows the user to find words and phrases within the document. Search and replace,
which allows replacement of every incidence of a certain combination of characters with
another set of characters.
o Undo and redo, which allows actions that have been performed to be reversed.
o Availability of different font types, character (font) sizes and styles e.g. bold, italic and
underline.
2. Paragraph editing features
- Alignment where text is aligned to the left, center, right or justified.
- Paragraph numbering
- Indenting and tab to align text

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 - Word wrap, feature that automatically moves a word or cursor to the beginning of the next line
if it does not fit at the end of the current line.
3. Page editing features such as :
- Page numbering
- Insertion of headers and footers
4. Printing of documents: In single or multiple copies, full, all or part of a document.
5. Tables which can be used to align text in columns and perform certain sorting and calculations on
the text.
6. Tools such as spell checkers, Thesaurus and Bookmarks, footnotes.
7. Use of document templates which can be used to quickly create the most frequently used
documents once the format has been set.
8. Mail-merge which is very useful when similar letters have to be sent to several people.
9. Creating and manipulating column text, such as newspapers layouts.
10. Ability to add graphics within documents
11. File protection using passwords.
12. Scrolling which is the movement of text documents and graphics smoothly up, down (vertically)
and across (horizontally) on screen using a mouse or the arrows keys, PageUp and PageDown
keys.

1.2 Purpose of Word Processing

Are mostly used for:
o Report generation
o Projects
o Books
o Essays
o Memos
o Curriculum vitae (CV)

Factors to consider when choosing a word processor

 The type of operating system e.g. word 97 for Windows 95/98, word 2000, word 2002/XP, Word
2003 and Word 2007 used on windows XP Operating System.
 Its user friendliness i.e. ease of use
 Formatting and editing features
Microsoft Word 2003 will be focused to demonstrate the function and features of a word processor.

Review questions 1.1

1. What is a word processor?
2. State the purpose of word processing.
3. Name four functions performed by a word processor.
4. What is a document draft?
5. Give four advantages and two disadvantages of using a word processor over the typewriter.
6. What is a document formatting?
7. Explain the difference between type over and insert mode in word processing.
8. What is a word wrap?

1.3 Creating Documents Using a Word Processing Package

“Ms” will be used to stand for Microsoft .
Ms Word is one of the most widely used package of Microsoft Office, which is an integrated software
with a number of interrelated programs.

Ms Word is a member of Microsoft Office suite that consist of several integrated programs like
Microsoft Excel, Microsoft Access, Microsoft Outlook, Microsoft PowerPoint and Microsoft Publisher.
Currently five Office suites are Office 97, 2000, XP, 2003 and 2007.
NB: Documents saved in Word 2007 format cannot be opened in the previous versions unless saved
in compatibility mode.

Starting Ms Word

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 Word 2003 runs in the Microsoft Windows XP environment and to use Word 2003 the program
should be loaded from the hard disk to computer’s memory. Switch on your computer to start using
word if it’s properly installed.

Use either of the ways below to start Word:

Programs menu

i). Click on the Start button, select All

Programs and click Microsoft Word.
See figure on left side illustrating
ii). Click on the Word 2003 icon on the
Desktop
iii). Click Ms Word option from Start menu
Start Menu

iv). When you open any Word Document, it

starts Word automatically.

Fig.1.1 Starting Word from the start button.

Start button

Microsoft Word Screen Layout

Once you start Ms Word, it provides you with a blank document window called the New Document
Template where you can create your document. Most word processors have a graphical working
environment that enables users to use a mouse and click command buttons. The functions of a word
processor remain essentially similar and only specific methods to achieve them differ.

Creating a document based on a template

To use other specialized templates such as Faxes, letters, and memos, web page;
1. Click File then select New.
2. On the task pane displayed on the right, under Templates, click On My Computer.
3. On the templates dialog box, click on the tab that contains a template from templates window.
4. Select a template by double clicking its icon, and then replace the general content with your
content.

Windows have multitasking capability that

allows more than one at the same time
sharing one application window. However,
each document window will have its own title
bar but both will share menu bar of the
application window. Only one document
window referred as active document
window, will be visible on the desktop at a
time while others remain minimized or
covered. To switch between different
document windows, click their buttons on the
taskbar or Window menu.

Microsoft Screen Layout

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 Menu bar Standard toolbar Title bar

Formatting toolbar

Scroll arrow
Insertion point Horizontal ruler

Vertical scroll bar

Text cursor

Work area
Vertical ruler

Previous page
View Buttons
Browse
Horizontal scroll arrow
selector
Next page

Horizontal scroll bar

Status bar

Title bar
Located across the top of the window, it displays the title of the currently running application or task
and the name of the document. It also enables user to move the application window around the
desktop. On the right of the title bar are three tiny buttons called Minimize, restore/maximize and close
button.

Minimize button - reduces a window to become a button on the taskbar.

Maximize / Restore button – stretches the window to cover the entire desktop or restore it to its
original size if was reduced to a button on the task bar.

Close button – used to close and exit a window. NB: Below the close button there is close window
button (x), it closes the current active window.

Menu bar
Located below the title bar, provides the user with group of commands. Each command has a drop
down list of commands used to create or manipulate a document. The menu options show the name
of the menu option, the button equivalent and where applicable the shortcut command.
For instance to Save click File>Save or Hold down Ctrl + S or Click the Save icon.
Examples are File, Edit, Format, Help.

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 File menu: is used to do an operation involving the entire
document such as to create a new document, to open, save, print
and set document properties etc.

Edit menu: used to change portions of the document e.g to copy

or move, select, find and replace, undo/redo the most recent
commands.

Format menu: used to change the looks of the document by using

different font types and sizes, indenting, line spacing, applying
borders and shading, bullets and numbering, drop capping,
Columns and so on.

Help menu: provides assistance on all available features.

Toolbars
Located below the menu bar. They are rows of buttons or icons that represent commands available in
the menu bar. They provide quick access (shortcuts) to some of the most frequently used commands
from menu bar. The most common are standard toolbar and formatting toolbar.

Standard toolbar {has buttons that act as short cut to commonly used menu commands.}

New Open Save Spelling and Grammar Table and Borders

Print Cut Copy Paste Inset Ms Excel worksheet

Email Print preview Undo Redo Insert Table Columns Zoom

Has buttons that act as short cut to commonly used menu commands. Shows the most commonly
used tools for word processing tasks such as Open, save, copy, paste, spelling and grammar, etc

Formatting toolbar {has buttons that acts as shortcut to formatting commands.}

Style Font Type Font Size Bold Italic Underline Numbering

Align Right Justify Bullets Increase indent

Align Left Center Line Spacing Outside Border

Decrease indent Font color

Shows commonly used tools for text formatting such as font type, text alignment, bullets and
numbering, bold face, etc.

Hiding and displaying toolbars

Click View menu>Toolbars>then select type of toolbar required. Selected toolbars have ticks or check
marks next to them, as in figure below

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Tick or checkmarks for
displayed toolbars
 Fig shows displayed and hidden toolbars

Ruler
Ms word has onscreen rules that is vertical ruler located on the left margin and horizontal located
below the toolbars placed, that helps the user to position text or objects in the right position, set tab
stops indents. The horizontal ruler also helps to set tab stops and indents.

If the ruler is not visible

Click View menu>Ruler in the drop down list to display.

Work area
Is the blank area where you can enter text or graphical objects. A cursor always blinks.

Task pane
A Task Pane is automatically displayed docked on the right of the window. It contains shortcuts to
commonly performed tasks e.g. opening recently used documents.

View buttons – located directly above the status bar, they provide a quick way to move between
various page views e.g. normal view, outline view etc.

Status bar
A strip located across the bottom of the window that acts as a communication link between the user
and the program. It displays information about the active document or such as current page number,
cursor position, section etc. or selected command.

Navigating Word

Scroll bar/button and scroll arrows

Scroll bar/button: is a narrow horizontal or vertical bars on the borders of a window that are used to
view different areas of the active window by dragging to scroll upward, downwards or across of a
document. Using the vertical bar/button you scroll upwards and downs while horizontal you scroll from
side to side.

Scroll arrows: Are arrows at the end of the scroll bars that user clicks to move in small steps across
and vertically the screen. Scrolling a document
You can also navigate through the Word document using the Browse object selector below the
Vertical Down arrow as shown in the figure below.

Previous page
To scroll In the vertical scroll bar
Up or down one line at a time Click on the up or down scroll arrow
Up or down one screen at a time Click above or below the scroll box(bar)
Multiple pages up or down the document Drag the scroll box to the top, bottom or middle
of the scroll bar.
To the previous page Click the double-up arrow
To the Next page Click the double-down arrow
A specific Page Click the Browse object selector followed by
Go to button.
A section or area of the document Click browse object selector followed by the
Page Number button.

Running the program

Creating a Document
When a new document is started there is a blinking vertical bar called insertion pointer, which can
be moved using the arrows keys or the mouse.

To create a new document

Click File>>New or the New Blank Document icon on the standard toolbar or hold down Ctrl + N on
the keyboard.

Observing the text area of a blank New document

Insertion pointer – this is a blinking cursor. It appears in upper-left corner of a new window. Its
location determines where text or other items will be entered into the document.

End of document mark – is the horizontal line that indicates the end of the document in a normal
view

Observing the mouse pointer – the mouse pointer is the I-beam when it is in the text area (work
area). When it is moved to the left it becomes a right slanted pointer, which when clicked selects the
line.

Saving a new document

1. From File menu choose Save or Save As command. When saving a Word document for the first
time use either Save or Save As command. Once the document has been saved, Save command
is used to save changes made to the document.

Although the Save and Save As when saving for the first both give the Save As dialog box, Save As
command can be used in the following situation:
 To save a document under a new file name.
 Save a document in different location, such as folder or disk.

Select Location or drive to save in

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2. In the File Name, type a unique name descriptive of the files contents for the document so that
you can remember with ease. Note: when you are saving a document for the first time, word
automatically uses the first paragraph as the new documents name. Overtype using a different
name. a file name cannot contain any of the following characters / , : ; * ? . < >
3. Select the location or drive to save in, by clicking the down arrow on the right of Save In list box.
4. To save file in a different format or an older version of Word, select the type from the Save as
type drop-down list.
5. Click Save button or press Enter key. The document will be automatically saved as Ms word
document and file extension .doc added.

Saving an existing document

To save an existing document, simply click on Save icon or press Ctrl + S, or click File>Save menu
option.

Saving all open Documents at the same time

Hold down SHIFT key and click Save All on the File menu. Word saves all pen documents and
templates at the same time. If any open documents have never been saved before, the Save As
dialog box appears to prompt you for new names.

Opening an existing document

1. Click File>>Open menu or click Open icon on the standard toolbar or press Ctrl + O. the open
dialog box will be displayed.

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 Select drive or folder
where the file was saved

All files in drive or

folder displayed here

Specify the format type of file you want to open

2. Select a drive or folder where the file is saved in the Look in box.
3. In the Name list, scroll and select the name of the document you want to open or select the file
and click open button.
4. Double – click the document you want to open or select the File and Click on Open button.

Opening a Recent Document

Note: Ms Word keeps track to recently used documents that have been opened and places their
names at the bottom of the File menu. To open one of these listed files, choose File and click on the
document name.

You can open a recent document by doing one of the following:

i). From Windows Desktop click Start button>>My Recent Documents and then click the
document you want to open from the list of recent documents. My Recent Documents displays
the 15 recently operated files from any application .
ii). Or from the File Word, click File>>Open and in the Open dialog box click My Recent
Documents button.

If the list of recently used documents is not displayed, configure Ms Word to be displaying by
 Clicking the tools option command. In the options dialog box displayed on the general tab,
select the Recently used file list check box as shown in the options dialog box below.
Checking this option allows Word to keep 9
shortcut links of recently operated files

Specify by clicking the

arrows file entries list

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Protecting a word with a password
A password is a string of characters that prevents other users from opening and changing a document
without permission. You cannot open or edit a document protected by a password unless you know it.
To save a document with a password create or open the document you want
1) Click File>>Save As option
2) Click the down arrow on the Tools button in the Save As dialog box and select Security Options
as shown in the figure above.
3) Type in a password in the password to open; this prompts the user to enter a password when
opening document.

Key in password to open

Key in password to modify

Confirm by reentering the

passwords again

4) Type in a password to modify; this prevents the user from making changes unless the user enters
the correct password.
5) Click OK or press Enter key.
NB: A password is case sensitive always note the combination of characters used.

Closing a document
This is unloading the current active document from memory so that the user can create or open
another without necessary exiting from Word.
To close, on File menu, click Close. If the document has changed since the last Save you will be
prompted to save the changes. To close al open documents without exiting the program, hold down
SHIFT key and click Close All on the File menu.

Exiting from word

Exiting refers to quitting the Ms Word program completely. To Exit Word and return to the Windows
desktop, choose File>>Exit menu. You can also Exit word by pressing Alt + F4 keys or double
clicking the close button on the title bar.
If you have not saved changes to an open document, world will prompt you save the document before
exiting.

Review questions 1.2

1. Give two examples of word processor programs.
2. What is a toolbar?
3. Explain how you can protect a document from unauthorized opening or altering.
4. What is meant by the terms creating and editing a document?
5. How can you save a document with a file type different from the one of your word
processor?
6. Define the term scrolling.
7. Explain the importance of the status bar.

1.4 Editing and Formatting a document

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Editing refers to altering of an existing document by either adding or removing text. This is done to
make necessary changes so that the document read the way it is supposed to read. This is achieved
using delete, insert and overtype/overwrite commands. Apart form these Ms Word has inbuilt tools
such as the Spelling and Grammar checker, thesaurus, undo and redo, find and replace, etc.

Block Operations
Blocking text refers to selecting a string of text in order to work with it as a whole.
The purpose of selecting or highlighting text is to enable one to manipulate the selected block of
block of text.

Selecting (highlighting) a block of text

Selecting / highlighting is the process of choosing particular areas in the text in order to apply certain
editing and/or formatting features. Selection is temporary. In Ms Word there are a number of ways for
selecting a block of text.

Selecting with a Mouse

To select Do this
A word o Place the insertion pointer on the word then double click.
A line o Position the mouse pointer at the left margin until it changes to a
slanting right arrow and then click once.
Sentence Hold down CTRL, and then click anywhere in the sentences
A paragraph o Place the pointer at the beginning or end of the paragraph and
drag the I-beam over the text to be selected and release the
mouse button at the end.
o Triple – click any where in the paragraph
o Move the pointer to the left margin of the paragraph until it
changes to a right pointing arrow then double click the mouse.
Multiple paragraphs o Move the pointer to the left of the paragraph until it changes to a
right-pointing arrow and double click the mouse. Then while
holding the Shift key drag up or down.
A large block of text o Click at the start of the selection, scroll to the end of the selection,
and then hold down SHIFT and click.
Any amount of text o Hold down the mouse button and drag over the text.
Entire document o Move the pointer to the left of the text until it changes to a right –
pointing `arrow, and then triple click.

Selecting with a keyboard

To select Do this
One word o Move the insertion pointer to the beginning or end of the word
then press Shift + Ctrl + Right or Left arrow key.
One line o Move the insertion pointer to the beginning or end of the line
then press Shift + Home or end keys respectively.
Entire page o Press Shift + Page Down or Shift + Page UP
Entire document o Press Ctrl + A or
o Press the Cursor at the beginning of the document then press
Shift + Ctrl + End

Deleting Text
Deleting means to erase text. The two frequently used keys for deleting text and objects are Delete
and Backspace . You can also erased text only using Enter key, Spacebar and Type over mode.
To delete a block of text highlight the text to be deleted then press the delete key (i.e. Backspace,
delete or Space bar)
The Backspace key – deletes (erases) characters to the left, while the DELETE key deletes
characters to the right of the Insertion Point.
Spacebar – highlight a block of text then press the spacebar. All selected text will be deleted.
Enter - highlight a block of text then press the enter key, all selected text will be deleted

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Overtype : Delete can also be done by overtype option when active. You can activate by double
clicking the ‘OVR’ label on the status toolbar or pressing the Insert key on the keyboard. After the
option is activated, any existing text will be replaced by the newly typed text.
NB: Enter key, Backspace key and type over mode cannot erase objects.

Restoring deleted text

You can restore text or object that has just been deleted by doing any of the following:
a. Clicking the Edit menu then undo command, or
b. Click undo button from the standard toolbar or
c. Press Ctrl + Z on the keyboard.

Copying and Moving Text

Copying is making duplicate copy of text or an object while moving (cutting) is changing (relocating)
the position of text or an object in a document.

To copy a block of text

i). Highlight the text to be copied. . If its object, click once to select
ii). Click Edit menu then Copy or click Copy icon on the standard toolbar or press keyboard
combination Ctrl + C. (The text remains selected although it is copied to the clipboard replacing
the previous text.)
iii). Position the Insertion Pointer (text cursor) where you want to copy this text.
iv). From the Edit menu click Paste or click paste icon on the standard toolbar or press keyboard
combination Ctrl + V ). (The text you selected appears at the cursor position).

To move ( Cut) text and objects

i). Highlight / select the text to be moved. If its object, click once to select.
ii). From Edit Menu click Cut or click the cut icon which looks like a pair of scissors from the
standard toolbar or press Ctrl + X. (The selected text disappears. It is stored on the clipboard
ready to be pasted. The text remains in there until you cut or copy again, or until you exit
Windows).
iii). Move the Insertion Pointer (text cursor) where you want the text to be placed or moved.
iv). Choose Paste from Edit menu or click Paste button from the standard toolbar or press Ctrl + V.

Typing Modes
There are two typing modes: 1). Insert Mode and 2). Typeover /Overwrite mode
1). Insert mode
By default Word operates in insert mode. New text does not replace existing text in the typing
position, instead the text is pushed to the right as you type. To insert text , place the cursor where you
want to add text and continue typing.
2). Typeover / Overwrite mode
This mode replaces characters at the cursor position as you type. Activate the option by either double
clicking OVR label on the status bar or pressing the Insert key on the keyboard. You will notice that
the OVR on the status bar is now active (highlighted).
OVR label active after double clicking or
OVR label inactive on status bar pressing Insert key

To switch back to Insert mode press Insert key again or double click OVR label on the status bar.

Find and replace

The Find and Replace feature enables you to quickly find and replace text within a document. For
example you can replace the occurrences of the word ‘school’ to ‘institution’ automatically. To replace
a word, use replace option.

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Find
To find where a specific word occurs in your document follow these steps:
i). On the Edit menu click Find or press Ctrl + F . Find and Replace dialog box appears.
ii). In the Find what box, enter the text/ phrase you want to search for and click Find Next button.

Type the text want to

search for here

iii).When the word is encountered it is highlighted. Click Find Next button to locate other
occurrences of the same text. You can check Highlight all items found in check box and
select Main document in the drop down list, so that the all the searched words are highlighted.
Once the search is completed, a dialog box appears stating that the search has been
completed.
NB: To cancel a search in progress, click Cancel button or press ESC

Search Options
Click the more buttons on the Find and Replace dialog box, to specify search options.

They include:
Match case: - It identifies only text that match in
case e.g. it will not find ‘late’ if you typed ‘LATE’.
Whole word: - Searches for a word that is whole
but not part of another word e.g word like ever
will not be found in words like whoever, however
etc.
Wildcards: - A special character e.g.? or * that is
used to represent a set of words with similar
characteristics for example to find words that
starts with F, like Fur, father, Francis can be
represented using a wildcard as F* which finds all
words starting with F. The wildcard ? finds any single character e.g. a search for ‘s?t’ finds ‘sit’, ‘set’,
etc.
Like : - Searches for a word with similar pronunciation like Fare and Fair, seek and sick, etc.

Replace Command
This feature is used to find and replace words or phrases.
Choose Replace from Edit menu, or press Ctrl + H from the keyboard. A Find and replace dialog box
appears.

Type the word to replace

with here

In the Find what box, enter the text you want to search for. In the Replace with box, enter the
replacement text. If you only want the text removed, leave the Replace with box blank. To replace the
current text click Replace and to replace all occurrences of the text all at once click Replace All.

Proofreading
This is checking whether the document has typographical or grammatical errors.

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Proofreading tools
a). Spelling and grammar checker
Is an inbuilt tool that helps the user to correct spelling errors and incorrect grammar structures.
The spell checker also checks for such common typing mistakes as repeated words (the the),
irregular capitalization (‘tHe’). The checker can only recognize errors of those words whose
correct spelling is in its dictionaries. The spell checker has two types of dictionaries:
i). Standard (main) dictionary which is in-built
ii). Custom which is user-defined.

Spelling errors are underlined in red while grammatical errors are underlined in green.
To run the spelling and grammar checker do the following:
1. To check an entire document, first ensure that no text is selected. Place the cursor at the top of
the document before starting the spell checker.
2. Choose Tools>Spelling and grammar menu or click the spelling and Grammar icon or
press F7 key on the keyboard. A spelling and Grammar dialog box appears as shown in the
figure below.

Figure on Spelling checker

3. To correct the spelling choose one of the following buttons:

• Change to change only the occurrences of the highlighted incorrect word.
• Change All to change all occurrences of that word misspelled in the document.
• Ignore to leave the current misspelled word unchanged and continue the spelling check.
• Ignore All to ignore all further checking of the word.
• Add to Dictionary to add the word to the custom dictionary to be recognized in future.
4. Incase you want to undo the changes made, click on the Undo button
5. If you constantly misspell a word, you can add it to the Autocorrect list so that it will be
automatically corrected as you type. Click on Autocorrect button.
6. To end spell checking before it is complete click on Close button. All changes made up to that
point will be preserved.

b). Thesaurus
Is used to find words or phrases with similar meaning (synonyms) or opposite meaning
(antonyms) to the one selected. To use thesaurus:
1. Select a word in the document
2. Click Tools menu>Language > Thesaurus or press Shift + F7. The
research task pane appears.
3. In the Thesaurus box click the drop-down button to select the language
to use.
4. Choose an alternative word to replace the selected from the list.
5. To replace a word or a phrase with antonym, select the word or phrase
enclosed in brackets.
6. click on the drop down option insert

c). Auto complete

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 A feature that displays a word when the user types the first few characters of the word. This
enables the user to type faster. To accept the suggestion, press the enter key and continue typing
other words or phrases.

The autotext suggestion

Text being typed

To turn autocomplete on/off
i). Click Insert menu > Autotext then click Autotext tab.
ii). Type in an Autotext in the Enter Autotext entries here text box then click Add. Click Close.
iii). To turn off the Autotext uncheck show Auto complete suggestions.

d). Autocorrect
Detects automatically wrongly spelled or capitalized words and replaces them with the correct word.
The settings of autocorrect are user defined e.g. if you keep on typing cetrain instead of certain you
can set the autocorrect feature to replace the former with the
later. Type cetrain (incorrect word) in Replace box and
certain (correct) in With box, as shown in the figure.

To turn autocorrect on/off

1. From Tools menu > Autocorrect option.
2. Select the Replace text as you type check box to turn
on the spelling checker corrections
3. In the Replace box, type the commonly misspelled
word, while in the With box, type the correct spelling
for the word.
4. Deselect Automatically use suggestions from the
spelling checker to turn off the spelling checker
corrections.
5. Click OK to close the autocorrect dialog box.

e). Undo
It reverses the most recently executed command that was issued in order to revert back to the
previous state. In summary undo command is used to cancel previous command or action and restore
deleted text.
To Undo click Edit > Undo command or Click Undo button on the standard toolbar or Press Ctrl + Z.

Undo icon Redo icon

f). Redo
It reverses the action lastly cancelled (undone). To redo click Edit > Redo command or Click Redo
button on the standard toolbar or Press Ctrl + Y.

Review question 1.3

1. Explain the meaning of the term blocking text.
2. What is the difference between copying and moving text?
3. When is the find and replace command used?
4. What is a wild card? How can it be used to search for a word that starts with the letter “O” in a
document.
5. What is the difference between just searching for a particular word in a document and searching
for a word that is whole?
6. Explain the importance of proofreading a document.
7. Give two methods of proofreading a prepared document.

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8. Give the two types of dictionaries that are used by a spell checker program. Which one is likely to
have non-English words and why?
9. Name any five parts of the Microsoft Word Application window.
10. Explain the term document formatting.
11. Give any five document formatting features.
12. What is a thesaurus.
13. Distinguish between the autocomplete and autocorrect feature in word processing.
14. Hassan has a problem when typing; every time he wishes to type the word Good, he mistakenly
types God. What can he do to continue typing without worrying about having to go back to correct
the same word over and over again?
15. Explain the use of Undo and Redo commands.
16. Give atleast four examples of fonts available in Microsoft Word.
17. Naliaka realized that a figure she was working with in word processing was too big to fit on a
portrait page. What do you think she should do to fit on the page?
18. what is a tab? Why are tab stops important in a document?
19. state one function of drop cap in a document.
20. what is line spacing? Give any two line spacing specifications.
21. what is a soft return of the cursor in a document? Differentiate it with hard return.
22. give and explain four text alignment features.

1.5 Formatting Word Documents

Formatting is applying various styles or features to enhance the documents appearance.

Text formatting attributes

Refers to features such as changing font (size, colour, style), bold, underline, italicising,
superscripting, subscripting to improve text appearance. To format text use Formatting toolbar,
Format menu or Keyboard shortcut keys.

Formatting an existing text

1. Highlight the text to be formatted
2. From Format menu select Font command. A dialog box is displayed.

3. To change font type (typeface) and size, scroll the

Font list box then click the font required such as:
Arial, Broadway, Comic Sans serif, monotype
corsiva, etc. To change the font size scroll down the
size list box and select points required e.g. 14 points.
To apply font size like 13.5 type the points in size box
then press enter or click OK button. Font size is
measured in Pts (points) where 1 point equals 1/72 of
an inch. The standard size for document is 12 points.
Font style includes regular, italic, bold, bold italic.

4. Bolding text: This feature makes the selected text

appear thick and darker than the rest of the text. To
bold, select Bold in the dialog box or press Ctrl + B
or click bold button B from formatting toolbar.
5. Underline text: is placing any line style under text.
Under underline style list box there are several
underline styles e.g. words only, single, double, dashed. Dotted, etc.

6. Italicizing text: This is making text slant forward. To italicize click Italic under font style or press
Crtl + I or Italic button on formatting toolbar.
7. Changing font color: By default the font color is black. You can change the font color by clicking
the font color which display a color chart as well as more color options including standard and
custom.

NB: The font dialog box contains additional formats that are not available on the formatting toolbar
such as Double underline, Small Caps, Superscript, subscript, emboss, engrave, Hidden, etc. You

17
can also change the character spacing by expanding the text or condensing it using character spacing
Tab as well as text effects to animate text using text Effects Tab. Scroll down animations list box to
select your choice. Animations appear on screen but are not are printed.

Superscripts (raising) and Subscripts (lowering) text

Superscript describes text that is slightly higher than other text on a line, such as footnote, reference
mark etc. E.g Mg2+ Superscript

Subscript describes text that is slightly lower than other text on a line and is usually used in scientific
formulas. e.g. O2
Subscript
To make text subscript or superscript
1. Select text format subscript or superscript
2. Click on the Format >Font option and select the Font tab.
3. Under Effects select the superscript or subscript check box as required.
4. Click OK.

Format Painter
Format painter copies the format from a selected object or text and applies it to the object or text you
click on. To copy the format, select the text with the format you want and click on the Format Painter
button on left of Undo command on the Standard toolbar. To copy the
formatting to more than one item, double click the Format Painter button
and then click on each item you want to format. When you finish copying,
press Esc or click Format Painter button again.

Paragraph Formatting

Text alignment:
Refers to how text is lined up on the page relative to the left, Right or Center of the page

Align Left Center Align Right Justify

Types of alignment
There are five major alignment options namely
Left, Center, Right, Justified and Distributed (force
justified).

Left alignment – text is lined up evenly along the

left margin
Right alignment – text is lined up evenly along the right margin but unevenly at the left margin.
Center alignment – text are centered unevenly between the left and right margins.
Justification – text is arranged evenly along the left and right margin.
Distributed (force justified) – a paragraph is force justified evenly along the left and right margin if a
line has only one word.

To align text, select first then click the appropriate alignment button on the formatting toolbar or click
Format>Paragraph and select the appropriate alignment form the alignment list box, then click OK.

18
Also alignment can be achieved by means of
special function keys on the computer
keyboard as follows:
Ctrl + L : Aligns text to left
Ctrl + E : Centers text
Ctrl + R : align text to Right
Ctrl + J : Justify text

Changing Case
This refers to switching between different
cases provided by the Microsoft Word. Once
you have typed text, you can change the
case automatically without having to go to each individual word. Changing case helps to create
contrast within the text.

To change case:
Choose Change Case from the Format menu. From the Change
Case dialog box, select one of the following options:
Sentence case – which capitalizes the first letter of the first word of
every sentence in the selected text.
Lower case – changes selected text to all lower case (small)
letters.
UPPER CASE – changes selected text to all uppercase (capital)
letters
Title Case – capitalizes the first letter of each word in the selected
text.
tOGGLE cASE - changes all uppercase letters to lowers
uppercase in the selected text.

Drop Caps
Drop capping is making the first character in a sentence large, taking more space in the next line. The
Drop Cap is often used when starting a paragraph.

To create a dropped cap,

1. Highlight the first character in the sentence or click the paragraph that you want to begin with a
drop cap
2. On the Format menu, click Drop Cap. The Drop Cap dialog box appears.
3. Click the position Dropped or In Margin.

In Dropped position the letter occupies space in the lines below it. In the In Margin position the
dropped cap is placed in the left margin area.

4. For the Drop Cap letter, select the font to use incase you wish to apply.
5. Specify the number of lines to drop and the distance from text.
6. Click OK.

Paragraphs below shows Dropped position and In Margin positing all dropped 4 lines and distances
from text is 0.2 inches
Dropped

19
 I
t is not entirely far-fetched to draw parallels between a Kenyan MP and a hyena. You see that
same greedy eye in search of a free meal, and the total lack of table manners when
figuratively, it becomes to eating in excess. MPs are no longer just a menace. They have
become scavengers. They are now busy spinning the fiction that they pay for our weddings,
our school fees, our medical bills and our funerals. Even if they do, so what? They are not under
some constitutional obligation to do so. It’s bad manners to demand favours on the claim that you
operate as a charitable enterprise. Who required you to do so?

I
t is not entirely far-fetched to draw parallels between a Kenyan MP and a hyena. You see that same
greedy eye in search of a free meal, and the total lack of table manners when figuratively, it becomes

In Margin
to eating in excess. MPs are no longer just a menace. They have become scavengers. They are now
busy spinning the fiction that they pay for our weddings, our school fees, our medical bills and our
funerals. Even if they do, so what? They are not under some constitutional obligation to do so. It’s bad
manners to demand favours on the claim that you operate as a charitable enterprise. Who required
you to do so?

Indenting paragraph
Indentation is moving the text from the left margin. Text paragraphs usually extends from the left
margin to the right margin. There are three types of paragraph indentation: first line, hanging, and full
indent.

a). First line indent

In this type of indent, only the first line in the paragraph is indented. To apply
1. Select or position the cursor anywhere in the paragraph to be indented
2. From Format menu click Paragraph. Paragraph dialog box appears.

Specify here how far from the

margin the 1st line will be indented

Select first line indent from here.

3. Under special click downward arrow and select First line.

4. Specify by how far the paragraph is to be indented from the margin in the By text box.
5. Clicks Ok to apply and close the dialog box.

The paragraph below shows a first line indent indented by 0.8 inches.

The ideal word processor operator should be self-motivated and able to cope with
pressure. She should have an excellent memory, a methodical approach, an ability to work
unsupervised, and willingness to stay with the work until a problem has been solved.

b). Hanging indent

The first line extends to the left of the paragraph, with the rest of the paragraph “hanging” below it.
To apply:

20
 1. Follow ALL the above steps for first line indent but under special select Hanging ng indent from
the drop down list

The paragraph below shows hanging indent indented by 1.02 inches.

The ideal word processor operator should be self-motivated and able to cope with pressure. She
should have an excellent memory, a methodical approach, an ability to work
unsupervised, and willingness to stay with the work until a problem has been solved.

c). Full indent

The entire paragraph is indented as whole. To apply:
1. Select or position the cursor the paragraph to be indented
2. Click indent buttons from the formatting toolbar.
To indent a paragraph towards the right click the Increase Indent button. The selected paragraph
each time you click on the Increase Indent button indents by ½ inch.
To indent a paragraph towards the left click the Decrease Indent button.

The paragraph below shows full indent:

The ideal word processor operator should be self-motivated and able to cope
with pressure. She should have an excellent memory, a methodical
approach, an ability to work unsupervised, and willingness to stay with the
work until a problem has been solved.
Setting tabs
A tab space is short distance moved by the text cursor when the tab key on the keyboard is
pressed. Tabs are used to indent the first line of a paragraph or create columnar data. There are
five different types of Tabs that you can set, namely Left, Right, Centre, Bar and Decimal tabs.
Sometimes you need to type text in, where the information is represented in the form of columns.
To set tab stops follow the steps below;
1. Select the paragraphs in which you want to
set Tab stops.

2. From the Format menu, select Tabs. This

brings up the Tabs dialog box.
3. In the Tab Stops position box type the
jumps 0.75” which is the

position for a new tab.

Pressing Tab key cursor

4. Under Alignment, select the alignment for

text (i.e. type of Tab) typed at the Tab
position.
5. Under leader, click the leader option you
want. NB: Leaders are optional. Tab leaders
Tab stop

are characters, usually dots or hyphens that

fill the space between words a separated by
tabs to draw the readers eye across a line
like in Tables of contents.
6. Repeat the procedure for other lines if
required.
Once you no longer need the Tab stops, in the same
dialog box, click on Clear All, and then click on OK.

Setting Tabs Using ruler

Using the ruler to set tab is the easiest way.

1. Click the Tab stop selector button at the far left of the horizontal ruler until it changes to the type
of Tab you want.

21
2. Click on the horizontal ruler at the position where you want to set a Tab stop. You can hold and
drag the Tab to the exact position you want.; as shown in the example below:

Tab stops on ruler

Left tab Centre tab Right tab Decimal tab Bar tab

Name Station Position

Otieno Kisumu Cleck
Keitany Eldoret Driver
Mungai Nyeri Secretary
Mushila Wundanyi Mechanic
Nzali Machakos Analylist

Explanation of tab stops

Left tab text is aligned to the left
Centre tab text is centered
Right tab text is aligned to the right
Decimal tab text is aligned at decimal character
Bar tab inserts a vertical line at tab stop and align text to the right of the line.

Line and Character spacing

Line spacing is the amount of space or the vertical distance between lines of text in the document.
The default line spacing in Ms Word is single. Character spacing is the space between characters in
the text.

To change line spacing:

1. Highlight the text
2. From Format menu click paragraph
3. From the line spacing box, choose the appropriate spacing e.g. Single, 1.5, at least, exact,
multiple.
4. Click OK. Or;
Click line spacing button drop list on the formatting toolbar, Select the spacing to apply e.g 1.0.
1.5., 2.0 etc.

To change character spacing;

1. Highlight text
2. From format menu click Font then Character Spacing Tab.
3. Adjust the spacing as required and click OK.

Bullets and numbering

You can quickly create numbered and bulleted lists to make a document easier to read and
understand. A numbered list shows sequences, while a bulleted list separates while items to
emphasize each point. To apply bullets and numbering in a list;
1. Select the list if you had already typed if no typed text place the cursor at beginning of blank line.
2. From Format menu click Bullets and numbering. A dialogue box appears.
3. to add bullets click Bullets tab

22
4. to add numbers, click Numbering button
5. To change the Bullet or Number format or the spacing between the bullet and Number and the
text, select the paragraph, and then click Bullets and Numbering tab, and then click the format
you want.
6. To change the spacing, click customize. Change the values for bullet indent, text indent and tab
space.
7. Word applies the changes you make the next time you click Bullets or numbering.

Hints to Note
Under Number format do any formatting like adding a bracket e.g (1). Under Text position
Tab space and Indent at values should be equal e.g all 0.5”&0.5”. Value for aligned at under
number position should be slightly less than text poison e.g. 0.2” or 0”

PAGE FORMATTING
Section Breaks
A break identifies where a section, a column or a page ends and the beginning of next. Advantage:
One can apply more than one paragraph or page format in the same document like page layout, size,
different margins etc.

Description of section break types

Next page: Inserts a section break and starts the new section on
the next page
Continuous: Inserts a section break and starts the new section on
the same page. Continuous break helps one to create balanced
columns by placing the cursor at end of column then select
continuous.
Odd or even page: Inserts a section break and starts the new
section on the next odd-numbered or even-numbered page.

To insert a section break

1. Click where you want to insert a section break
2. On the insert menu, click Break
3. Under section break types: click the option that describes where you want the new section to
begin then click OK.

Formatting pages
When you fill a page with text or graphics, Word inserts an automatic page break and starts a new
page. This page is called a soft page break. A page break identifies the end of one page and the
beginning of the next page. If a page break is forced before the end of the page, this is called a hard
page break. To insert a manual Page Break follow the steps below:
1. Click at the point where you want to start a new page
2. On the Insert menu, click Break
3. Click Page Break then OK.

23
To delete a Hard Page Break
1. Move the Insertion Point to the end of the page before the Hard page break, then press Delete or
2. Select the line that denotes the page break, and then choose Clear from the Edit menu.

Creating columns
Columns are used to format a document into layouts, like the columns of a newspaper.
To set columns
1. Select the text to be included
2. click format then columns
3. either select Presets box from one of the presets column
styles or specify the number of columns from Number of
columns box
4. To set the width of each column separately, uncheck the
Equal Column Width box and in the Width and
Column box, set the width and spacing between
columns. NB: As you change one column width the other
column also changes automatically.
5. Click the Line Between check box to add a vertical line
between the columns
6. Click OK.

Creating balanced columns (i.e. same height)

Move the cursor to the end of the columns you want to balance.
1. On the Insert menu, select Break.
2. Select continuous on the dialog box, then click OK.

Page Margin
Margins are blank spaces around the edges of the page. Are used to restrict the printable area of the
page, therefore only text and objects inside the margins are printed.
To set margins:
1. From File menu click Page Setup.
2. Click Margins tab.
3. Enter values for the Left, Right, Top and Bottom margins in the
respective boxes.

Top Margin: Is the distance of the first line of the text from top
edge of the page
Left Margin: Is is the distance of the left side of text lines from the
left edge of the page
Bottom Margin: Is the distance of the last line of the text from the
bottom edge of the page.
Right Margin: Is the distance of the right side of text lines from
the right edge of the page.
Gutter (Binding offset): Is the extra space added to the left
margin for binding e.g. Setting to 0.2 etc.
4. To change margins for part of a document, select the text and
then set margins on the on the Margins tab of the File Menu Page Setup. In the Apply to box,
click selected Text.
5. Word automatically inserts section breaks before and after the text with the new margin settings. If
your document is already divided into sections, you can click in a section or select multiple
sections, and then change the margins.

Paper size and orientation

Setting paper size
By default the paper size is either A4 or letter. To specify a different paper size;
1. From File menu>Page setup then click Paper tab.
2. Select the paper size required under Paper size box. Click Custom size to enter the dimensions in
the height and width boxes if the paper size is not provided.

24
3. Click OK.

Page orientation
Page orientation refers to the direction the page text is laid out on the paper.
The two main types of orientations are:
Portrait orientation – is when text is laid out across the upright page
Landscape orientation – is when text is laid out across the horizontal page

To set the orientation of your page;

1. On the File menu click Page Setup then margins Tab.
2. Under Orientation, click either portrait or landscape

Portrait
Landscape orientation
orientation

Page Layout
It lets the user specify how text will be placed on the page from the margins. By default text starts
from the top margins but can change this either to Centre, Justified or Bottom as follows:
a. File menu >Page setup>Layout tab.
b. From the vertical alignment tab, select the alignment
required then click OK.

NB:
To have different layout in your document, select some text e.g. a
paragraph in a page then do the following;
a. File menu>Page setup>Layout tab.
b. Under Page Select alignment required from Vertical
alignment options , then under Apply to select Selected
text.
c. Click OK.

Inserting Headers and Footers

Headers and Footers are used in printed documents and they include text, graphics or both. E.g Page
numbers, the date, a company Logo, the documents title, file name or the author’s name. you can use
the same Header and Footer throughout a document or change it for each section of the document.
To do this from File menu select Page Setup then click Layout tab in the page setup dialog box.
Under Headers and Footers check either Different Odd and even or Different first page. In the
Apply to select where to apply

Headers can be defined as few words that appear at the top margin of each page, while Footers are
a few words that appear at the bottom of every page in a document.
To insert Headers and Footers:
1. On View menu click Headers and Footers. The Headers and Footer toolbar is displayed.
2. To create Header enter text or graphics in the Header area.
3. Click the Header and footer toolbar buttons to insert a date, page number etc.
4. You can also click Insert Autotext to pick an Autotext such as ‘Page x of y’, the file’s name, etc.

Format page Switch between

number Insert time Header and Footer
Insert page number

25
Insert Autotext Page Setup
Insert Pages Insert Date
5. To create the Page Footer, switch to the Footer by clicking the Switch Between Header and
Footer …button. Create the Footer in the same way as you do with Header.
6. When you finish creating the Header and Footer, click Close from the toolbar.

Text and graphics you enter can be formatted in the same way as with the main document. To center
an item press TAB once ; to right align an item press TAB twice

Footnotes and endnotes

Footnotes and endnotes are used in printed documents to explain, comment on, or provide references
for text in a document. You might use footnotes for detailed comments and endnotes for citation of
sources.
A footnote or an endnote consists of two linked parts – the note reference mark and the
corresponding note text. You can add note text of any length and format note text just as you would
any other text. You can customize note separators, the lines that separate the document text from the
note text.
When you add, delete or move notes that are automatically numbered, word renumbers the footnote
and endnote reference marks.

To insert footnotes and endnotes

1. In Print Layout view, select the text or click where you want to insert the note reference mark.
2. On the Insert menu, point to Reference, and then click Footnote.
3. Click Footnotes or Endnotes
- By default, Word places footnotes at the end of each document. You can change the
placement of footnotes and endnotes by making a selection in the Footnotes or Endnotes
box.

4. In the Number Format box, click the format you want

- Word inserts the note number and places the insertion point
next to the note number.
5. Type the note text.
6. Scroll to your place in the document and continue typing.
- As you insert additional footnotes or endnotes in the document,
Word automatically applies the correct number format.

Different number formats for different sections of the document

- A document must first be divided into sections in order to insert footnotes and endnotes with
different number formats.
1. Insert a section break.
How?

26
 i). Click where you want to insert a section break
ii). On the Insert menu, click Break.
iii). Under Section break types, click the option that describes where you want the new section to
begin.
2. In print layout view, click where you want to insert the note
reference mark
3. On the Insert menu, point to Reference and then click
Footnote
4. Click Footnotes or Endnotes.

Deleting footnotes and end notes]

When you want to delete a note, you work with the note
reference mark in the document window, not the text in the note. If you delete an automatically
numbered note reference mark, Microsoft Word renumbers the footnotes in the new order.
To delete, do the following;
• In the document, select the note reference mark of the note you want to delete, and then press
DELETE.

Inserting page numbers

1. From Insert menu, select Page Numbers. A dialog box is displayed.
2. In the position box, specify where you want the page numbers to be inserted e.g. Top of the Page
(Header) or Bottom (Footer).

3. In the Alignment box, specify where the page number is to be inserted e.g. Center, Right, Left,
Inside or Outside.
4. check show number on first page to display number on page 1, uncheck not to display number on
page 1.
5. Click Format tab to choose the number format i.e. 1, 2,3, or i, ii, iii, or A, B, C etc.
6. Click OK.

Using styles list

Styles list is a predefined set of formats that can be applied to a block of text together at once.
To create a style;
(i) Select the text you want to create a style
(ii) Apply various formats to the text
(iii) Click the styles box in the formatting bar.

Generating table of contents ad indexes

What is a table of contents (TOC)?
Is a list of topics in a document and the pages they appear and it is placed on the first page of the
document.
What is an index?

27
Is a list of terms used in the document and the pages they appear and it is placed in the back pages.

In order to generate a TOC you must first mark entries by defining styles.

Steps to generate table of contents:

1). Turn to the page you want to insert the table of contents
2). On Insert menu, point to Reference, and then click Index and Tables.
3). Click the Table of Contents tab
4). Set the TOC properties then click OK.

1.5 Creating and Editing Tables

A table is a feature in Ms Word made up of rows and columns that is used to organize and enhance
display of information.
A table can be used to:
- Align text into columns
- Organize and present information
- Perform certain sorting and calculation purposes
- Create different forms such as Invoice, calendar, etc.

Creating a table
A table can be created using two methods:
(i). By using the Insert table command from Tables menu.
(ii). Using Insert button then select the number of rows and
columns you want.

To create table using Insert Table menu

1. Click Table>Insert>Table menu.
2. Specify the number columns and rows
3. Click OK.

To create Table using Insert Table button

Click the insert button then select the number of rows and columns you want by dragging the mouse.
Release the mouse and the table will be created.

Definition of terms
Cell – intersection between row and column
Row – horizontal arrangement of cells
Column – vertical arrangement of cells.

Formatting and Editing a Table: Inserting rows and columns

To insert a column
1. Place the cursor where you want to insert a column.
2. In Table menu select Insert.. You can insert columns to the Left or Right of the current column.
Select either Columns to the Left or Columns to the Right

28
To insert a row:
1. Place the cursor anywhere you want to insert a row, it can be in a cell or just above or below a
table.
2. From Table click Insert. Select either Rows Above or Rows Below. You can insert rows above
or below the current row.
Inserting Header Rows
When you have a table that is likely to span more than one page, insert one or more header-rows so
that on each table the same headings appear. To Insert,
1. Select the row containing the heading.
2. From Table menu, select Headings Rows Repeat.

Resizing Rows and columns

1. To resize a row or a column, rest the row height pointer on the row boundary or the column
width pointer on the column boundary. Then drag the boundary to the row height
or column width you want.
2. To change the row height or column width to a specific measurement, select the row(s) or
column(s ) to resize. Select Table menu Table Properties …Click the Row tab and set the
measurement you want in the specify height which you should check first. For the column click
column tab and then set the measurements you want in the Preferred width box. Click OK.

Deleting rows, columns, cell or table

1. Select the cells, rows, columns or table you want to delete.
2. Click the Table>Delete menu option and then click the option you want to delete.
NB: If you are deleting cells, a further set of options is presented to enable you select the correct cell
to delete.

Merging cells in a table

Cell merging is combining two or more cells in the same row or column into a single cell (on e cell).
To merge;
Select the cell(s), click on merge cells on the Table and Borders tool bar or Table>Merge cells menu
option.

Splitting rows / columns

This is sub diving or splitting a cell(s) into multiple cells in a table.

29
To split cells:
Select the cell(s) and click on Split cells on the Table and Borders toolbar or Table / Split cells menu
option.

Formatting Table Borders and shading

Table borders and shading features enable one
to give a table a more polished look.
Borders
To add borders to a table:
1. Click any where in the table. To add borders
to specific cells, select the cells you want to
add the border to.
2. On the Format menu, click Borders and
Shading, and then click the Borders tab. A
dialog box appears.
3. Make sure the correct option Table or cell is
selec5ted under Apply to box.
4. To specify that only particular sides get
borders, click Custom under Setting.
5. Under preview, click the diagram’s sides or use the buttons to apply or remove the borders.
6. Click OK, once you finish selecting all the cells.

Shading
1. To add shading to a table, click anywhere in the table or to add shading to specific cells, select
the cells.
2. On the Format menu, click Borders and Shading, and then click the shading tab.
3. Select the options you want
4. Under Apply to, select cell to apply the shading to otherwise the shading will be applied to the
entire table.
To format Table with advanced features use Tables and Boarder toolbar. To display from View
menu>Toolbars>Table and Borders. It has a variety of buttons to achieve the following:

1.Draw table 10. Split cells

2.Eraser 11. Align
3. Line style 12. Distribute rows evenly
4. Line weight 13. Distribute columns evenly
5. Border color 14. Table Autoformat
6. Outside border 15. Change Text Direction
7. Shading color 16. Sort Ascending
8. Insert table 17. Sort Descending
9. Merge cells 18. Autosum

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Table and borders toolbar

30
Table conversion
To convert a table to text;
1. Select the entire Table, or row and columns you want to
convert to text
2. From Table menu, select to Convert, then click Table to
Text. A dialog box appears requiring you to specify how text
will be separated after conversion

To convert a text into a table

1. Select the text
2. From the Table menu, select convert Text to Table.
3. Specify how your text is separated e.g. Tabs, commas, etc.
under separate text.

Importing table
Word lets you import tables from other applications or an existing file.
1. Click Insert menu then objects. A dialog box is displayed.
2. From the object the type select the type of object to insert e.g. Excel worksheet, Adobe table.
3. Click Create from file. This lets you browse for a file that contains the table you wish to insert.
4. Click OK to insert the table.

Performing Arithmetic Calculations on Table.

You can perform simple arithmetic operations on numerical values entered in a Word Table like
Multiplication using Product paste function, add using sum, count number values using count, highest
and lowest values using maximum and minimum paste functions.
To perform simple arithmetic calculations follow steps below:
1. Click the cell in which you want the results to appear
2. On Table menu, click Formula. A formula dialog box is
displayed.
3. In the Paste Function box, click a function. For
example to add numbers click Sum, to multiply Product.

Name Eng Comp Maths total

=SUM(RIGHT) Jane 80 75 65 =SUM(LEFT)
June 70 65 50
Joyce 70 65 50
Jude 82 68 60
=SUM(ABOVE) =COUNT(ABOVE)

- To add all values for Eng : =SUM(ABOVE)

- To get total for Jane: =SUM(LEFT) or =SUM(RIGHT)
- To get number of students who sat for Comp: =COUNT(ABOVE)
- To get highest score in Eng. =MAX(ABOVE)

The word (BELOW) / (ABOVE) / (LEFT) / (RIGHT) in brackets is called the argument for the formula
and it tells Ms Word which cells in the table are to be worked on. The same can be achieved using
cell referencing e.g. to get total for Eng =SUM(C2:C5) it gives same result as =SUM(ABOVE)

Sorting
You can sort text, numbers or dates within a table or list in ascending or descending order. To sort
follow the steps below:
1. Highlight the text list or table you want to sort by placing the cursor in cell.
2. On Table menu click Sort

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 3. If you want the first row of the selection not to be sorted
then click on My List has: Header Row option.
4. In Sort by box select the column or Header to sort by. Do
likewise for Then by boxes.
5. Under Options .. button select the field separator, sort
options, and language
6. To sort a single column in a table, select the column or
cells to sort, and then follow the steps above. In the Sort
dialog box, select the Sort column only check box.

1.6 Mail merging

Mail merging is the process of generating a standard yet personalized letter to several people at the
same time; instead of repeating the letter with different addresses.
In mail merge the three files/documents created are:
(i). Form letter / main document – which contains the main text that is common to all recipients of
the document
(ii). Data source (the address book) – also called secondary file contains information that is
specific to each recipient e.g. Name, address, etc.
(iii). Merged File / Document – this combines the main document and the data source.

Step 1: Creating the Main Document

Leave spaces where the varying information (merge fields) will be inserted. Use a unique character
(e.g. *) if you feel you might forget where the spaces were, however remember to delete the
characters. After typing the main letter,
1. On the Tools menu select Letters and Mailing then select Mail Merge which pops up the Mail
Merge Task pane. Steps to completing the merge are displayed in a merge Task pane.
2. Select document type, in this case Letters.
3. State where the Main document will be created from select Use the current document.
4. Click Next to select recipients.

Step 11: Creating the data source

1. Under select recipients, you can type a new list, use an existing list or select from Outlook
contacts. Select type a new list option.
2. Click Create. A blank record form is presented as shown below, with options to Add, Edit, Delete
records, and to Customize fields. To change fields, click Customize, and then click one of the
options to Add, Delete, or Rename a field.

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3. Click Create. A blank record form is presented, with options to Add, Edit, Delete records, and to
Customize fields. To change fields, click Customize, and then click one of the options to Add,
Delete, or name a field.
4. Click Ok when finished and type in a name for this source to be saved under. Click Save.

Step III adding Records into Data Source

1. Click Edit Data Source to enter data. A data form appears containing the field names that you
specified, and text boxes to enter your data.
2. When you have entered all the data, click OK.

Step IV: editing Main Document

1. Click next. Either Click More items button or click Insert Word Fields from Mail Merge toolbar.
Select the field you want and click insert.
2. Click Next to preview your letter.
3. Click next to complete the merge and select to Edit Individual letters to view all.

Review questions 1.4

1. What as a header? Distinguish it from a footer.
2. Explain the importance of page numbers in a document. How can you insert page numbers in a
multipage document when working with Microsoft Word?
3. Differentiate between drawing and inserting a table in a document.
4. What is a cell, row and column while working with tables?
5. How can you give different page numbering styles to different pages in a multipage document?
6. What is a page margin? Why are margins important?
7. Give a reason why it may be necessary to merge cells in a table.
8. Define the term sorting text.
9. Give two advantages of previewing a document before printing.
10. Differentiate between superscript and subscript font.
11. Why is it necessary to specify the correct paper size before printing a document?
12. Explain how you can convert some typed text into a table using Microsoft Word.
13. what would happen to the cursor in a table when the following actions are done:
(a). Pressing tab key
(b). Pressing the shift + Tab key
(c). Pressing enter key.
14. What is a function when working with calculations in Word processing?
15. Define each of the following terms as used in mail merging.
(a). a form letter
(b). a data source
(c). mail merge
16. List four ways of merging a document with its data source.

1.7 Inserting Graphics and Special Symbols

Graphics are non-text images generated by a computer. They include graphics, photographs and
drawings. You can insert graphics from Clip Gallery, scanner or by using drawing tools available in
MS Word.

Inserting picture from a Clip Art gallery

Word comes with a ClipArt Gallery that includes a wide variety of ClipArts as People, scenic
backgrounds, nature, human activity, photographs, maps and so on. The ClipArts are categorized for
ease of searching through the gallery.
1. On the Insert menu, point to Picture, and then click ClipArt.
2. The ClipArt Task Pane appears with options for searching.
3. Click Organize clips at the bottom of the Task Pane. Clip Art Collection list is displayed as
thumb nails. Click the Plus sign (+) of the collection list to display the subfolders in it. Double click
a collection list you want to see the Clip Arts on the Right pane.

33
 Click Organizer collection list.
4. Point on the required ClipArt. then click on the drop down arrow at the right of the clipart and select
copy.
5. To insert a picture place the cursor at the desired position and then paste.

Inserting picture from another file

To insert a picture from a file created in any other graphics application, follow t steps below:
1. Position the cursor where you want to insert the picture.
2. On the Insert menu, point to Picture, and then click From File.
3. Locate the picture file you want to insert
4. Click Insert.

NB: you can reduce the size of a file by Linking the picture instead of Inserting by clicking the drop-
down button and selecting Link to file in the Insert Picture dialog box. You cannot edit the picture
but can see it and print in your document.

Inserting an image from a scanner

The scanner must be installed, connected to the computer and switched on. A scanner is a data
capture device that transforms a hand copy or real graphical object e.g. a photo into digital from.

To scan:
(a) Position the insertion pointer where you want your picture to appear.
(b) From the Insert menu, select Picture and then click from Scanner or Camera.
(c) To scan follow the instructions that come with the scanner model.
(d) When the image appears on the screen you can edit and format just like Clip Arts.

Editing and formatting pictures

To format or edit a picture
This is done using the picture toolbar shown below, which let you to adjust brightness, contrast,
change color to black & white or Gray scale, Crop, rotate, wrap text, etc.

34
 Change color Crop Text wrapping

Insert picture Rotate

Figure shows Picture toolbar

Cropping
Cropping is hiding the unwanted details so that they do not come out when printing (trimming the
unwanted edges of picture).
To crop a picture follow the steps below:
1. Click on the picture to be cropped
2. If the Picture Toolbar is not displayed right click the object and click Show Picture Toolbar
option.
3. On the Crop option, increase or decrease the trim for the Left, Right, Bottom and top by the
required magnitude.

Or Click the picture go to Format menu >picture >on picture Tab select Crop option, increase or
decrease (negative magnitude adds a margin between the picture and its frame)

To resize or move a picture

• Select, the place holders appears.
• To move it, hold down the mouse button and drag.
• To resize it, place the pointer at one the place holders at the corners and drag inward or out wards

Wrap text around the picture, Vary contrast, colour and brightness of the picture by selecting and
clicking those icons on the picture toolbar.

Drawing Objects using the MS Word Drawing toolbar

You must use the Drawing toolbar to draw. To display the Drawing toolbar click Drawing on either
the Standard Toolbar or from View menu >>Toolbars >>Drawing.
The Drawing toolbar allows you to draw Boxes, Lines, Circles, Autoshapes, Arrows, callouts,
polygons, stars, lines, etc. It also allows you to format and transform the objects.

Figure shows Object toolbar

Drawing toolbar
1. To draw click at the appropriate shape button or Autoshapes. The pointer changes to a plus
sign. (Press ESC key when Create your Drawing here box appears)
2. Place the pointer anywhere you want to draw that shape and drag to the required size.
3. to Draw from the Autoshapes click Drop down arrow and select your choice category

To resize or move an object

• Select, the place holders appears.
• To move it, hold down the mouse button and drag.
• To resize it, place the pointer at one the place holders at the corners and drag inward or out wards

35
 To fill the object with color, fill effects and style (Shadow style & 3_D style)
1. Click on the object to select.
2. Click the down arrow of Fill color button, which looks like a bucket pouring ink.
3. Select the color you want applied. To fill the drawing with texture, gradient or pattern, click the
Effects button. From the resulting dialog box, select the appropriate fill effect.
4. to apply style select the object click style buttons to select style of your choice.

Inserting symbols and special characters

What is a symbol?
Is a special character that is not included on the standard keyboard.
To insert a symbol or a special character:
1. Move the text cursor to the position where the new symbol or character will be
inserted.
2. Click Insert Menu then Symbol command on the menu.

3. In the symbol dialog box select the appropriate symbol and click the Insert button.
4. To insert a special character e.g ® click special character tab and click the
appropriate special character then the Insert button.You can also insert ® by pressing
key combination Ctrl + Alt +R, © by pressing Ctrl + Alt +C, etc.
5. Click close button.

Word Art
You can add special effects to text by using the Word Art button on the Drawing toolbar. In WordArt,
you can create shadowed, skewed, rotated, and stretched text, as well that has been fitted to
predefined shapes.
You can select normal text usually a short phrase and change it to Word art by clicking the Word Art
of your choice.
Too you can edit a WordArt by clicking it the use Edit option on the WordArt toolbar.

1.9 Printing a document

Printing allows you to create a hard copy or paper output of your document using a printer. It is
important to print Preview your document before printing because WYSIWYG (What-You-See-Is-
What-You-Get), meaning what you see on screen of the document is exactly what will be printed. We
print preview to do the following:
(a). Confirm that no details are outside the printable area
(b). Adjust the layout of your document or to ascertain the document layout is Okay before
printing .

To print Preview click Print Preview on the Standard toolbar or From File menu select Print Preview
option

To print

36
From File menu select Print or Press CTRL + P or click the Print icon on the Standard toolbar. A
print dialog appears.

Selecting the Printer

You can choose from any number of
printers that you have installed on your
computer. To select the printer to use,
click on the Printer Name list, which shows
a list of all installed printers and pick the
appropriate printer. Printer should be well
connected and switched on.

Printing a Range of Pages

1. Under Page Range, specify whether you want to print the Entire Document, Current Page,
Selected Text or Specified Page Numbers.

2. If you choose Pages enter the page numbers and ranges you want to include e.g. to print pages 1,
2 ,5 through 9, and page 1, type 1,2,5-9,12 in the Pages box.
3. If you have highlighted some text in the document to be printed, then click on the Selection button
in the Print Range box. When you select for example some text like a paragraph the selection
option under Page Range becomes active.

Printing multiple copies

In the Number of copies box, enter the number of copies you want to print. To print a complete copy
of document before the first page of the next copy is printed, select the Collate check box. If you
prefer to print all copies of the first page and then print all copies of the subsequent pages, clear the
Collate check box.

Printing only Odd or Even Pages

Sometimes you want to print on two sides of the paper, in which case you print the Odd pages and
Even pages separately. To print only the odd or even pages within a document, select the option by
clicking on the Print list at the bottom of the dialog box.

Troubleshooting printing related problems:

Some of the printing problems you may encounter are:
o Lack of two-way communication due to poor installation of the printer software (drivers), if the
printer is off or not connected.
o Paper jam due to use of poor quality of paper or paper folds.
o Poor quality print due to poor ink or toner used.

*Read the manual that comes with the printer to solve printing problems.

Revision questions
1. Define the term graphic and give one example

37
2. Explain how to achieve the following
(a). to move a graphic from one place on the page to another
(b). to change the brightness of a graphic

3. List three sources of graphics that can be used in Microsoft Word.

4. What is an autoshape
5. How can you do the following:
(a). change the thickness of an autoshape outline
(b). fill an autoshape with color
(c). enter text in an autoshape
6. What is the difference between object linking and embedding?
7. Describe how you would increase the size of a clip art that is embedded in a document.
8. Give any three sources of images or objects in a word processor.
9. Explain the concept of importing objects into z word processor.

38
2.0 SPREADSHEETS
Objectives
By the end of the chapter, you should be able to:
a). Define a spreadsheet
b). Describe the components of a spreadsheet
c). State the application areas of a spreadsheet
d). Create and edit a worksheet
e). Explain different cell data types
f). Apply cell referencing
g). Apply functions and formulae
h). Apply data management skills
i). Apply charting and graphing skills
j). Print worksheet and graph

2.1 Definition of spreadsheets:

Is a ledger sheet consisting of a series of rows and columns that enables the user enter, edit and
manipulate numerical data.

Types of Spreadsheets
Are tow namely
a). Manual Spreadsheet
it consists of a book like ledge with many sheets of papers divided into rows and columns on which
data elements are entered manually using a pen or pencil.

b). Electronic Spreadsheet

- Is prepared using a computer program that enables the user to enter values in rows and columns
and manipulate them mathematically using formulae.

Advantages of electronic spreadsheet over manual spreadsheet

1. Entries made using electronic spreadsheets are faster and accurate.
2. It offers large area for data entry and manipulation at least 255 columns and 255 rows
3. It has inbuilt formulae called functions that enables the user to quickly manipulate numerical data.
4. Performs automatic recalculation this is when you change one figure, the rest of the figures in the
spreadsheet are automatically recalculated by the computer to correspond with the different input.
5. Data sorting and filtering capability.
6. Has templates that can be used as the basis for other similar workbooks such as invoices.
7. Data validation to ensure that correct data is entered into the spreadsheet
8. Ability to adjust column widths and row heights, hide rows and columns and freeze panes.
9. Electronic spreadsheet produces neat and presentable output.
10. It utilizes large storage devices to save and retrieve.

Examples of electronic spreadsheets

- Lotus 1-2-3
- Corel Quattro-Pro
- Microsoft Excel
- MultiPlan
- VisiCalc
- VP-Planner
- OpenOffice Calc

39
2.2 Components of a Spreadsheet
They are three namely: Worksheet, Database, and Graphs.
(A). Worksheet
1. Consists of cells organized into rows and columns in which data values ate entered. A group of
worksheets is called a workbook.
(B). Database
2. A Database is a list items stored in a worksheet. The data management feature can be found on
the data menu. Columns in the list are the fields and rows are the records.

(C). Graph (Chart)

3. A graph / chart is a pictorial representation of the base data on a worksheet. Different types of
charts such as pie, bar, line and column can be created as separate chart sheets or within the data
worksheet (embedded chart).

2.3 Application areas of spreadsheets

i). Accounting
Spreadsheet comes with inbuilt functions that make accounting task easier .sales can be recorded,
invoices produced and statements compiled by accountants and business people.

ii). Data Management

Enables neat arrangement of data into tabular structure. Data such as client lists and product lists can
be managed using a spreadsheet. The data can be sorted, filtered and tallied. Spreadsheets can be
used to easily produce statistical reports easily.

iii). Statistical analysis

The built-in statistical analysis tools speed up data manipulation. Researchers can compile their
students marks and produce overall results. Examples of statistical functions include: Average,
median, mode, maximum, minimum, count, sum, etc.

iv). Forecasting (What if analysis)

Can be used to forecast an outcome. This feature involves changing the value of one argument in a
formula to see the difference the change would make on the results of the calculation. Different
parameters can be tested in order to reach an optimum value.

v). Scientific applications

Engineers, scientific and technical users store empherical data, perform statistical analysis, build and
prepare complex mathematical models using spreadsheets.

vi). Home or personal

Involves tracking cash, preparing household budgets and personal financial statements.

2.4 Starting Microsoft Excel 2003

There are three ways of starting Ms Excel:
1. click on the start \All Programs button and click on Microsoft Office\ Microsoft Excel 2003
2. double click on the Excel icon on the Desktop or Ms office shortcut bar
3. When you double click any Excel document, it starts the Excl program and opens the workbook
automatically.
4. You can also use templates to create a workbook. File\New command then under templates pane
task click templates on my computer. Click spreadsheet solutions tab
The Ms application window appears.

40
The excel window
In Excel, a workbook is the user file that holds information. It allows you to organize various kinds of
related information into a single file. Each Workbook consists of several Worksheets.

The Microsoft Excel Application Window

Formatting
Standard toolbar Formular bar toolbar Title bar
Menu bar

Column
header

Name box Insert Function button

ACTIVE CELL

Vertical
Scroll bar
Row
header

Horizontal
scrollbar

Worksheet
Worksheet tab
Status bar Browsers

Worksheets – is a one sheet in workbook. The worksheet is a grid made up of rows and columns
containing information.

Column
Columns are vertical divisions of worksheet that are identified by letters across the top edge. Columns
represent a field in spreadsheet table. There are 256 columns in a worksheet, which are labeled A, B,
C …Z, then AA, AB through to IV. For example the first column is A, the 27 th column is AA and the
256th column is IV (ascertain practically on screen).

Row

41
Rows are the horizontal divisions of a worksheet and are identified by numbers on the left edge of the
worksheet. There are 65,536 rows in a worksheet which are numbered 1,2,3, through to 65,536. A
row represents a record in a spreadsheet table.

Cell
Cells are boxes created by intersection of Row and a Column, which contain the Worksheet’s data
and formulae. There are 16,777,216 (i.e. 256*65,536) cells in one worksheet. The current cell
(highlighted by a thick border) is called the Active Cell, and is the location for typing in the worksheet.
Each cell can contain different type of information. Excel data comes into two types: labels and
values.
Elements of Excel window
Element Description
Title bar The name of the workbook plus the minimize, maximize and close buttons
appears here.
Menu bar Shows available options for working with data in spreadsheet.
Standard toolbar Has shortcut commands for mostly used menu commands
Formatting toolbar It contains common commands for text formatting found on the format
menu.

Formula bar Enables the user to enter or edit a formula or data cell. It has equal sign (or
fx). To the left of the Formula bar is Name box that displays the position of
the cell in which data or formula is being entered, its also called the current
cell. To display Formula bar click View menu then Formula bar.

Column labels The letters across the top of the worksheet, which identify the columns in
the worksheet.

Row numbers The numbers down the side of the rows in the worksheet

Cell pointer A special cursor that is rectangular in shape. It marks the position of the
current cell or the insertion point.

Worksheet browsers For navigating through the worksheets

Worksheet tabs/labels Used to select worksheets which are usually of the format Sheet 1, Sheet 2,
etc. to move to a particular worksheet tab/label, simply click its sheets
label/tab. You can rename and insert sheets by right clicking on the sheet
tab then choose rename or insert from the shortcut menu. (Insert` and
rename a worksheet practically).the active worksheet name is displayed in
bold with a transparent background.
Status bar Indicates the current activity for example Edit, Enter, Saving, Ready, etc.
Cell range name box Shows the name of current cell, range or function.
Vertical and horizontal Moves the worksheet vertically and horizontally. The arrows you click to
bars and arrows scroll and the bar you drag to scroll.

Navigating the Microsoft Excel

1. press Enter to move down one cell
2. press Shift + Enter to move up one cell
3. press Tab or Right arrow key to move right one cell
4. press Shift + Tab or Left arrow key to move to the left one cell
5. Press Ctrl + Home to move the cell pointer to the first cell of the worksheet i.e. Cell A1.
6. Press Ctrl + Downward arrow key to move to the last row of the worksheet then Press Ctrl +
Right arrow key to move to the last cell of the worksheet.

Creating a worksheet using a template

You can also use templates to create a
workbook as follows:
1. With Excel already open, choose File/New
menu.

42
2. On the Task Pane, click on Templates: On my computer …
3. In the Templates Window, click either General or Spreadsheet Solutions Tabs.
4. Click on a Template to preview it. Click OK to create a new blank Workbook with the selected
template.

Editing a cell entry

Editing is changing the contents of the cell. The cell must be selected before changing the contents by
1. Move the cell pointer to the cell to be edited
2. Double click the formula bar for the text cursor to appear in the bar. The status bar changes to
Edit.
3. Use the keyboard to delete and add contents to the formula bar then press enter key to apply.
Save the edited changes.

Selecting a Range
When working with a large amount of data using a range saves time. A Range is a rectangular
arrangement of cells specified by the address of its top left and bottom right cells, separated by a
colon (:) e.g. Range A1:C10. A Range can also be a single column or row.

Selecting multiple ranges

Using a mouse you can select more than one range without removing the highlight from the previous.
To do this hold down CTRL key while you click the next range. You will realize that CTRL selects
individually clicked cells or Range.

Hiding rows or columns

Rows / columns are hidden in order to see some details, which do not fit on the screen. To hide:
1. Highlight the columns / rows to be hidden.
2. Select the row or column to be hidden.
3. From format menu select row / column then click Hide
Alternatively, select the rows/columns to be hidden. Right click then from the short cut
menu click Hide option.

Entering data
1. Point the mouse pointer at the cell and click the left mouse button. The cell pointer moves to the
cell in which you want to enter data.
2. Type in the data using the keyboard.
3. Press Enter.

Numbers
Numbers are constant values consisting of the following characters: 0 1 2 3 4 5 6 7 8 9 , + - ( ) / $ % E
(E is the scientific notation for power of 10). You can enter decimal fraction such as 3 ¼ or 2/3 ; or
scientific notation such as 5.871E+3 (meaning 5.871 x 103). To enter a number
1. Click the cell in which you want to enter the number
2. Type the number into the cell. Precede a negative number with a minus sign (-).
3. Press Enter or Tab key to accept the entry.
4. To enter a fraction, type a number - even if it is zero, then space, and then the fraction ( a
numerator, the slash sign / and a denominator). If you omit the zero, the fraction will be
interpreted as a short date. Examples are 4 1/3, 27 2/7 and 0 3/8 (41/4 , 272/7 and 3/8). Excel
simplifies fractions when you enter them, if you enter 0 4/8, for example, Excel converts the entry
to 1/2 .
NB: a cell filled with # symbol indicates that the column is not wide enough to display the number.
You can change the number format or widen the column to display the number.

Text
Text entries include a combination of alphabets, numbers and symbols up to a maximum of 255
characters in a cell. To type a number as text, for example 0755296328, precede the number with an
apostrophe (‘), for example ‘0755296328.
1. Select the cell in which you want to enter text. Then, type the text into the cell, and press Enter.

43
2. If the current cell is not wide enough and the cell to its right contains data, then the text you enter
will appear to be truncated. To automatically fit the column to its widest text entry, double click the
right boundary of the column.
3. To enter a “Hard Return” in a cell, press Alt + Enter. A Hard Return is a new line contained
within the cell.

Entering row and column labels

Columns and Row headings within the worksheet identify your data. Column headings are entered
across the top of data table. Row headings are entered on the side of the data table.

Saving a Workbook
To save a worksheet, one has to save the workbook in which it belongs using a unique name, on the
disk. When you save the workbook for the first time, you are prompted to specify the file name and the
location on disk in which to store it.
Use the following steps to save
1. Click the Save button or choose File/Save menu.
2. Specify a file name in the File Name box in the resulting dialog window.
3. Select the drive and folder where you want to save the file and click save
4. If it is an existing workbook, a Save message box prompts you to save the Workbook. Click Yes
to save the changes and close the file; or No to cancel changes and close the file; or Cancel to
return to the Workbook without saving.

Saving Automatically
Excel can save your Workbooks automatically, as you work on them by using the AutoSave feature.
You determine how often to Save and whether the setting is for the active Workbook or all open
Workbooks option.
1. With Excel Open, choose Tools/Options menu.
2. In the Autosave dialog box, check mark the Automatic Save Every check box and in the
Minutes text box enter the time interval for saving.
3. To Save all open Workbooks automatically, select the Save All Open Workbooks option,
otherwise, select the Save Active Workbook only option.
4. If you want to be prompted to save the Workbook, check –mark the Prompt Before Saving box
and click OK.

Retrieving a saved Workbook

This is opening a Workbook that was previously saved.
1. From File menu, click Open or click Open command from the standard toolbar. The open dialog
box appears on screen.
2. Click the Look In drop down list arrow and select the drive or folder where the workbook was
saved.
3. Double click the icon of the Workbook you want to open and the Worksheet will be displayed in
the Ms Excel window.

Closing a worksheet
Once you have finished working with a Workbook, close the file to clear it from memory. You can
close just the active Workbook or All open Workbooks at once.
1. To close just one Workbook, select it from Window menu and click File/Close menu.
Alternatively, click the close button of the Worksheet window.
2. To close all open Workbooks, hold the Shift key and click File / Close All menu.

Exiting from the spreadsheet

Before you exit the Excel program save all the loaded Workbooks so that you preserve recent
changes made to the Workbooks. When closing the program Excel displays a message box,
reminding you to save any changed workbook.
1. Choose File/Exit menu. Alternatively click the close button of the Main application window. If you
have already saved all changes in the Active Workbooks, Excel closes.
2. If a Save Changes message box appears click Yes to save changes or No if you do not want to
Save changes or Cancel to return to Excel without saving.

44
2.5 Cell Data Types
There are four basic types of data used with spreadsheets:
i). labels
ii). Values
iii). Formulae
iv). Functions

i). Label
Any text or alphanumeric characters entered in a cell. Labels provides descriptive information and are
used as row and column headings to describe the contents of a row or column. A label has no
numerical significance in Excel and are aligned to the left of the cell.

ii). Values
Is a data that has numerical significance. Values includes numbers, date and time that you enter in
your worksheet. Values can be acted on by formulas and functions.

iii). Formulae
They are user designed mathematical expressions that create a relationship between cells and return
a value in a chosen cell. They perform simple calculations such as Addition, Subtraction, Multiplication
and division.
Note that a formula begins with equal sign (=) which tells Excel that the information you are about to
place in the cell is a calculation. E.g. To add the contents of two cells such as A1 and B1, and multiply
the results by 2,, the formula to use in cell C1 would be:
=(A1+B1)*2
Creating appropriate formulas requires the an understanding of the rules of precedence.

Entering a formula.
When typing formulas that have Cell References, you can either type out the cell address or click to
select the Cells. The formula also appears in the Formula bar as you type it. The cells that are
referred to in the Formula bar are highlighted with different color borders.
Spreadsheet formulas follow the same rules and logic used in ordinary mathematical formulas, the
only differences are in use of symbols and that in spreadsheet you start with an = sign.

To type a formula:
1. select the cell where you will place the formula
2. Type the equal sign (=) into the cell to begin the formula.
3. Enter the appropriate values, cell references and operators for the formula.
4. To enter a cell address you can either type the address or click on the specific cell or range.
5. When you finish typing the formula, press Enter to calculate the result.

iv). Functions
- Functions are inbuilt predefined formulae that the user can quickly use instead of having to create
a new one each time a calculation is to be done. OR
- Functions are ready-made formulas, built into the Spreadsheet, to perform a series of operations
on a specified range.
For example to determine the average of a series of numbers from A1 to A10, you can enter the
Function =Average(A1:A10).

45
Excel functions can be categorized into:
o Financial o Lookup and reference
o Mathematical; and trigonometric o Text
o Date and time o Logical
o Statistical o Database and information
2.6 Cell referencing
Cell Referencing is the location identity of a cell or range of cells on the worksheet. With cell
References you can refer to the cell containing the data rather than the data it self. This way, even if
the value in the referred cell changes the formula will still hold true.
By default, Ms Excel uses A1 reference style where a cell is identified by its column label followed by
row number e.g. B2, C4, D3, etc. You can also use R1C1 reference style where both the row and the
column are numbered e.g D20 will be R20C4. R1C1 style is useful for computing the row and column
positions in Macros and showing cell references.

There are three types of cell referencing as follows;

(a). Relative cell referencing:
Is a method of referring to a cell such that a formula copied across a group of cells changes
relative to the position of each cell into which it is copied to. The cell references keep on changing
automatically depending on their position in the worksheet. References to cells or Ranges are
based on their position relative to the cell that contains the formula.

Cell referred A B C D
to by B2 1
2 25 =A2*10
3 100
4
Fig. shows relative cell reference in a formula

When you copy the formula that uses a Relative Reference, the pasted formula will refer to a different
cell, but with the same relative position as with the original formula. E.g from the above worksheet,
when you copy the formula in cell B2 to cell B3, the formula changes from =A2 to =A3. in relative
terms, A3 is still one column to the left and one row above Cell B4. See below worksheet.

A B C D
1
2 25 =A2*10
3 100 =A3*10
4

Pasted cell – Relative reference to A3

Fig. shows relative cell reference after pasting

(b). Absolute cell reference

Is a method of referring to the cell such that a constant value can be copied across a group of cells.
The reference is made to a specific address and does not change even if the formula is copied to
another cell i.e. the cell referred to is the same, no matter which cell refers to it. To absolute a formula,
type a dollar sign ($) before the column letter and before the row number. For example from the
above worksheet fig. the formula in B2 now refers to $A$2 (Absolute Reference). When copied to C2,
the pasted formula still refers to $A$2

(c). Mixed cell reference

This is a reference that is partially absolute. The formulas may contain cell addresses where the
column is Relative Reference and the row is Absolute Reference, or the column is Absolute
Reference and the row is Relative Reference. For example A$2 or $A2.

Reference using labels and names

This involves using labels of columns and rows on a worksheet to refer to the cells that fall within
those columns or rows. A descriptive name in formula makes it readable and easier to understand the
purpose of the formula. For example, the formula =SUM(FirstQuarterSales) might be easier to

46
identify than =SUM(C10:C20). In this case the FirstQuarterSales represents the range C10:C20 on
the worksheet named Sales.
Names can also be used to represent Formulas or Constants. For example, you can use the name
SalesTax to represent the sales tax amount (such as 16%) applied to sales.

To create named a cell, Formula, Constant or Range:

1. Select the Cell, Range or nonadjacent cells that you want to name.
2. Click inside the Name box in the formula bar to move the text cursor inside. Delete the cell
reference that is there.
3. Type the name for the Cells, for Example SalesTax and press Enter.
NB: Names have no spaces in between. Keep them simple.

Name box displays the name of the

highlighted range C2:C5

Review question s 2.1

1. Define a spreadsheet.
2. What is an electronic spreadsheet?
3. Give four advantages each of an electronic spreadsheet over a:
a). Traditional analysis ledger
b). a calculator
4. Describe the three components of a spreadsheet.
5. State five application areas of spreadsheets.
6. What is forecasting? How can a spreadsheet help a person to do this?
7. Match the following statements with the answers.

Statement Answers
(a). Click this to reduce the Ms Excel window size to an (A). Name box
icon on the task bar. (B). Save command
(b). Displays the current / active cell address. (C). Save as command
(c). Saves the file without changing its current address (D). Minimize button
and name. (E). The row
(d). Location where you can edit the contents of a cell. (F). Formula bar.

8. Give any two methods you can use to start ms Excel.

9. Differentiate between a formula and a function.
10. Write the following formula as absolute =F10+G20
11. The formula =A1+C2 is initially typed in cell D1. what will it be when copied to cell E1?
12. Differentiate between a worksheet and a workbook.
13. State the effect of pressing each of the following key combination on the cell pointer.
a). Right Arrow key b). Shift + Tab c). Ctrl + Home
14. define each of the following:
a). cell b). Row c). Column
15. How can you close the Microsoft Excel worksheet without exiting from the application.
16. Write the equivalent R1C1 reference for G20.
17. What is a name reference? How can you accomplish this in Microsoft Excell?
18. What is a template? Explain how you can start a spreadsheet template in Ms Excel.
19. State four data types acceptable to spreadsheets and explain each one of them.
20. a). differentiate between single and multiple cell referencing
b). what is a range?

47
2.7 Basic Functions and Formulae
A function consists of three elements:
(a). The = sign, which indicate the starting of a Function.
(b). The Function name, such as Sum, Product which indicates the operation to be performed.
(c). The Arguments, which are the values to be acted upon by the function e.g. numeric, logical
values or text enclosed in parenthesis. A1 Argument can be a value of 14%, a range e.g. A1:A10,
or a name e.g. SalesTax. Multiple Arguments are separated by commas. Some Functions, such
as =Now( ), have no Arguments other Functions have one Argument for example =year (37245).
Most Functions have multiple Arguments for example =Average(F2,F3,G1:G4,H5:H8), separated
by commas.

To enter Functions into the Worksheet type the Function and Arguments in the Formula Bar or click
Insert Function menu then Function or Click Insert button, in the standard toolbar which walks you
through the process of creating a Function.

The following are the categories of inbuilt functions:

i). Statistical ii). Mathematical iii). Logical iv). Date and time

a). Statistical Functions

• Average e.g. =Average(A1:A10);returns the average (arithmetic mean)of its arguments which
can be numbers or names, arrays,or references that contain numbers.
• Count e.g. =Count(B1:B5); counts the number of cells that contain values in the selected range
of cells.
• Counta Counts the numbers of cells that are not empty and the values within the list of
arguments.
• Max e.g =Max(B4:B20); returns the largest value in a range of cells.
• Min e.g. =Min(D1:D6); returns the smallest value in a range of cells.
• Mode e.g. =Mode(A10:E10),; returns the most frequently occurring value in arrange of cells.
• Rank: Returns the position or the rank of a number in a list by comparing its size relative to
others.
E.g. if C2 to C10 contains numbers, the general format is =Rank(Number to be ranked, range,
order). Also if you want to all numbers to be ranked in descending order, then the rows or both
column & row must be absolute. Therefore, =Rank(C2,C2:C10,0) will only Rank the value in cell C2
in descending order. To Rank the rest absolute as: =Rank(C2,C$2:C$10,0) 0r
=Rank(C2,$C$2:$C$10,0) and press Enter; then copy down the formula upto cell C10. To rank in
ascending order, use order as 1 e.g =Rank(C2,C$2:C$10,1)

b). Logical Functions

• If e.g. =IF(A5>1500,”Bonus”, “No Bonus)
It allows you to place a conditional function in a cell. Tests a condition and takes an action
depending on the outcome of the test. I.e. if A5 is greater than 1500 then “Bonus” is placed in the
cell, otherwise “No Bonus” is placed in the cell. Also =If(Marks>50, “Pass”, “Fail”). Will display a
Pass if values are more than 50 else it will display Fail.
The format of IF function is: =IF(logical – test, value – if – true, value – if – false)
The remark should be enclosed in double quotes.

NB: When working with a huge range of value, you can paste upto a maximums of 7 IF Functions,
then command it to switch to place the condition in the next column. Also you can use Lookup
function for the same to paste more without breaking especially when grading.
(Attempt KCSE 2005 Qs.4)
The cells K3 to K10 of a worksheet contain remarks on students performance such as very
good, good, fair and fail depending on the average mark. Write a formula that can be used to
count all students who have the remark “very good”. (2 marks)

• Countif: Counts the number of cells within a specified range that meets the given condition or
criteria. E.g. If B2:F2 contains Eggs, Beans, Beans, Eggs, Eggs: =Countif(B2:F2, “Beans”) will
return 2.

48
• Sumif: It adds values in the cells specified by a given condition or criteria. E.g. If A10 to E10
contains values 40,20,60,85,50, to sum all values greater than 50 =SumIf(A10:E10, “>50”). This
returns 145.

c). Mathematical functions

• Sum e.g. =Sum(A1:B5)
Add all numbers in a range of cells and returns the result in the specified cell (Current cell).

• ROUND ()
Rounds a number to a specified number of decimal places. Zero rounds off the number to the
nearest integer. E.g. =ROUND(46.678,1) returns 46.7 while =ROUND(D4,2) rounds the value in
cell D4 to two decimal places while =ROUND(49.768,0) return 50.
• Product E.g. =Product(A1:B1). Multiplies the values in the cells.
• Exponentiation (^): E.g. =A1^3
Enters the result of raising the value in cell A1 to power of 3.
• SQTR(D3) – calculates the square root of the cell specified.
• Division (/) e.g. =A1/B1
Divides the value in cell A1 by the value in cell B1
• Subtraction E.g. =B1-B2
Minus (Subtracts) the value in cell B2 from the value in cell B1

Date and time functions

Some functions have no arguments like;
TODAY( ) – returns a number that represents today’s date.
NOW( ) – returns the current date and time formatted as date and time.
DATE – returns a serial number that represents a particular date e.g. =DATE(107,1,4) returns
January 4, 2007. Since Ms Excel uses year 1900 serial number , Year = (1900 + 107), Month =1, day
= 4.
HOUR( ), MINUTE( ) or SECOND( ) – function returns the current hour as number 0 to 23, minute
from 0 to 59 and seconds from 0 to 59 respectively.

Using Insert Function Feature

It is easier to create functions using Insert Function button . This feature guides you through the
process of entering a function and specify the appropriate
Arguments. Suppose you want to compute the sum,
average, maximum and minimum values of student
marks. To use the Insert Function, follow the steps
below:
1. click in the cell where you want to place the function
then type = sign.
2. Select Insert/Function menu or click the Insert
Function button. The insert function dialog box
appears as shown .
3. Select the function you want to use, e.g. SUM, and
click OK. The function Argument dialog box similar to
the one shown appears.
4. Next, enter the range of cells to use as Arguments in
the Function or click the collapse button of argument’s
text box to take you to the Worksheet.
5. Use the mouse to select the cells that you want to place in the Function, for example C4:C8.
6. Click the Expand button to go back to the Function Arguments dialog box.
7. As you fill in Arguments, partial function results are displayed.
8. Click OK to accept the function.

49
 d). Arithmetic Formulae- using operators

Operator Function
+ (Plus) Adds values as specified
- (minus) Subtracts values as specified
* (multiplication) Multiplies values
/ (Division) Divides values
^ (Exponentiation) Raises a values in a cell to a specified
power.
( ) Parenthesis Encloses arguments to be calculated
first.

Order of execution
Operator Name Precedence
1. - Negation as in -1 1
2. % Percent 2
3. ^ Exponentiation 3
4. * and / Multiplication and division 4
5. + and - Addition and subtraction 5
6. =, <>, >, <, <=, >= Relational 6

Creating appropriate formulas requires an understanding of the rules of precedence.

Whatever is in the Brackets ( ) should be calculated first. If there are imbedded brackets, the
innermost brackets are calculated first.
In the case of multiplication / division and addition / subtraction, the operators will execute in the order
they appear in the formula from left to right

Excel error messages

Error Description
#DIV/0! The formula is attempting to divide by zero. Check cell references for
blanks or zeros that may have resulted if you deleted a cell referenced by
the formula.
#N/A The formula refers to a cell that contains no value or an #N/A entry. This
error value warns you that not all the data referenced by a formula is a
available.
#NAME? Excel does not recognize a function, range or name you entered in a
formula. Verify that all names used in the formula exist, and define any
missing names. Verify also that you used the correct function name.
#NULL! The formula refers to an invalid range. Check to see if you entered the
cell or range reference correctly. Remember to use commas (not spaces)
between function arguments.
#NUM! There is a problem with a number used in the formula. Check for correct
use of function arguments.
#REF! A cell reference in the formula is incorrect. Check for changes to cell
reference caused by deleting cells, rows reflected.
#VALUE! The formula contains the wrong type of argument or operator. Check for
the correct syntax of the formula.
CIRCULAR Error appears on the status bar. The formula either directly or indirectly,
refers on the status, refers to the same cell in which the formula is
written, for example, typing =A3*c3 in cell A3

50
########## The column is not wide enough to accommodate the value or a negative
date or time is used. Increase the column width or shrink the contents to
fit the column. Avoid using negative time or date.

2.8 Editing a Worksheet

Copying and moving data
Copying and pasting is done:
1. To reduce effort and time taken to repeat the same information and formatting in other cells, or
sheets.
2. To facilitate the copying of information between different Excel files.
3. To facilitate the copying of information between Excel and other Window applications.

To copy a cell or a range of cells:

1. Highlight the cell or range of cells you want copied
2. Click on Copy button. This action places whatever you had selected into a temporary storage
area within the computer called the Clipboard.
3. Go to the sheet or cell in which you want to place the copy.
4. Click on the Paste button. This places whatever was in the Clipboard into your Worksheet starting
from the current position.

Copying only aspects of a range

1. Instead of clicking on the Paste button (step 4 above), select
Special on the Edit menu.
2. Choose the aspects you want to paste that is, formats, cell
contents or values from the resulting dialog box.

Moving data
Unlike Copy command where a duplicate is created, the Move
(Cut) command transfers the contents of the original cell(s) to a
new location.
To move (cut) a range of cells:
1. highlight the range you want to move
2. From the Edit menu select Cut or click on Cut button or
press Ctrl + X.
3. Specify the location you want to move the contents to.
4. Click Paste command.

2.9 Worksheet formatting

It enhances the appearance and improve readability of the worksheet. Empty cells can be formatted
and their contents will acquire the set format
automatically.
Using the Format /cells command enables a person to
format numbers, alignment, font, border, patterns and
specify protection.

Formatting text
You can format font face, size, color, style and apply
effects using Format/Cell menu then click Font tab.
Format font dialog box appears, which you use.

Text alignment

51
Excel automatically aligns Text to the left and Numbers to the right. You can override this automatic
alignment and specify how you want data aligned within the cell: to the Left, Right, Center, Justified,
or Centered across a Range of cells. By using Format/Cells command and click Alignment tab.
Select one of the alignment options in the horizontal or vertical drop-down list and click OK.

Rotating text
You can also align text so that the letters are stacked,
rotated counter-clockwise between 00 and 900
(reading downwards)., or rotated clockwise between
00 and -900 (reading downwards). To do this:
1. Select the cell or range containing data you want
to rotate.
2. Choose Format/Cells menu, and click Alignment
tab.
3. In the Orientation box, drag the red-tipped pointer
up or down to change the orientation; or, specify
a value between 90 and -90 degrees in the
Degrees box. Click OK.

Shrinking Text to Fit in a cell.

If you need to fit text in a cell without widening the column containing the text, you can shrink the size
of the text by using the Shrink to Fit alignment option.

To do this;
1. Select the cell or range containing data you want to format
2. Choose Format/Cells menu, and click Alignment tab.
3. In the Text Control area, select the Shrink to Fit check box. Then click OK.

Wrapping text in a cell

If you enter a long text entry in a cell, you can have Excel wrap the text so that it forms a paragraph
that fits inside that cell. The cell’s height increases to accommodate multiple lines of text. To do this:
1. Select the cell or range containing data you want to format.
2. Choose Format/Cells menu, and click Alignment tab.
3. In the Text Control area, select the Wrap Text check box and click OK.

Formatting Numbers
The formatting toolbar contains buttons to format numbers. To use these Tolls, select the cells, and
click the desired button.

Currency Style Percent Style Comma Style

Increase Decimal

Decrease Decimal

52
Number formatting options
Excel’s Format Cells menu offers a wide range of Number Formats and even allows you to create
Custom Number Formats. To use the Number Format in a worksheet, follow the steps below:

1. Select the cell that contains the values you want to

format.
2. Select Format/Cells menu and click the Number tab.
3. Select the required Number Format category you want
to use.
4. For each listed category, the available types of format
are listed. Select the type you want to use. The sample
box displays the Format for the selected type.
5. Click OK to assign Number Format to the selected
cells.

The various number formats are explained below.

Format Description
General Cells have no specific number format. Displays the value as you enter. It only
displays currency or percentage signs if you enter them yourself.
Number The default number format has two decimal places. Negative numbers are
preceded by a minus sign, may appear in red, or may be enclosed in parentheses.
Currency The default currency format has two decimal places and a dollar sign. Negative
numbers appear with a minus sign or may appear in red and/or parentheses.
Accounting This format is used to align dollar signs and decimal points in a column. The
default accounting format has two decimal places and a dollar sign.
Date The default Date format is Month, Day and Year, separated by slash. There are a
number of Date Formats.
Time The default time format is Hours and minutes separated by a colon. However, you
can opt to display Seconds, and am/pm (12-hour) or a 24-hour clock format.
Percentage The default Percentage format is two decimal places and a % sign. To display in
percentage, the value is multiplied by 100 and the results displayed with a
percentage sign.

Fraction The default Fraction Format is Up-To-One Digit type, but you can change it to Up-
To-Three Digit Format, or to one the common fraction formats.
Scientific e.g. 3.84E+12. The default Scientific format is one digit number with two decimal
places followed by the letter “E” (Exponent or Base 10), the plus or minus sign and
the exponent (power of) value.
Text The Text format is used to display both text and numbers in a cell as text. The cell
is displayed exactly as keyed in.
Special e.g. 000-00-0384 (Social Security Number). This format is especially designed to
display Zip codes, phone numbers and Social Security numbers according to the
country in which they are used. You do not have to enter special characters such
as leading zeros and hyphens.
Custom Use Custom format to create your own number format. You can use any of the
format codes in the Type list and then make changes to those codes. The # symbol
represents a number placeholder, and 0 represents a zero placeholder.

53
Worksheet borders
Placing Borders around cells adds emphasis, define data entry areas, or mark totals and subtotals.
To do this:
1. Select the cell or range where you want to add a
border.
2. Choose Format/Cells menu and click the Border
tab.
3. Select the Border , from style option select width
and line style you want.. Also select the Presets
option.
4. If you want to add a colour to your line or border,
click the Color from the color drop-down arrow
and select a color from the palate.
5. Click OK.

Formatting rows and columns

Adjusting (changing) column width
Adjusting column width helps to fit the data contained in those columns. Can also help you fit more
data on-screen or in a printout. If a column is not wide enough to display a Number, or Date, or Time
then Excel displays the # character in the cell.
To adjust the column width, follow the steps below:
1. Move the pointer onto the right boundary of the Column Heading . The pointer changes to a two-
headed horizontal arrow . To change the width of column B, for example, move the pointer
onto the line between the B and C headings.
2. Drag the column left or right to the desired width.
3. Release the mouse button.
• You can auto-adjust a column to fit the widest text. Double-click the right boundary of the column.
• To resize multiple columns, select the columns and drag the right boundary of one of the selected
columns, or use Format/Column width and type a column width in the dialog box.
Enhance the appearance

Adjusting (changing) row height

The height of a Row adjusts automatically to the largest font size in a row. Excel enables you to
manually adjust the row height when you need additional space between rows of data. If you reduce
the height of a row too much, the tops of the characters are cut off.
To adjust row heights, follow the steps below:
1. Move the pointer onto the bottom boundary of the Row Heading. The Pointer changes to a two-
headed, vertical arrow. To change the height of row 7, for example, move the pointer onto the line
between numbers 7 an d8.
2. Drag the row up or down to the desired row height and release the mouse button.
- You can auto-adjust a row to fit the largest font. Double click the bottom boundary of the row.
- To size multiple rows, select the rows and drag the bottom boundary of one of the selected rows.
- To resize all rows in the Worksheet, click the Select All button, drag the desired height and
release the mouse button.

Inserting and Deleting Rows and Columns

To insert or delete columns, follow the steps below:
1. if you are inserting a column, select the Column Header of the column that will be displaced to the
right and choose Insert/Columns
2. If you are deleting a column, select the Column Header of the column you want to delete and
choose Edit/Delete.
Also can right click the selected column(s) and select Insert or Delete from the shortcut menu.

If you want to insert or delete multiple columns, select the same number of columns you want to insert
or delete, and Insert or Delete as explained above.

54
Inserting and deleting rows
Just as with columns, you can also insert blank rows or delete existing rows in the Worksheet.
To insert or delete rows, follow the steps below:
1. Select the Row Header or multiple rows where you want to insert or delete.
2. Choose Insert/Rows menu to insert, or Edit/Delete to delete the selected rows.
Also right clicking the selected Row(s) you can click delete or insert from the Shortcut menu.

Global worksheet formatting

Global refers to the entire Worksheet. To format the entire Worksheet globally, it must be selected as
a whole. A worksheet can be selected globally using either of
the two methods:
1. Pressing CTRL + A on the keyboard or
2. Clicking immediately on the left of column label A and just
before Row 1. i.e top left corner of the worksheet that has
a blank column header.

Using Autoformat
It allows applying one of the Sixteen sets of formatting to a
selected range on the worksheet. It creates tables that are
easy to read and are attractive to the eye. To apply:
1. Select a range e.g. A1:A10
2. Click Format menu then select the Autoformat
3. Select a format from the autoformat dialog box. Click OK
to apply the format.

Data Management
Sorting: Is arranging data values in a particular order. To sort proceed as follows:
1. Highlight the Range you wish to sort
2. Click Data then Sort to display the dialog box. The sort by field is already reading the field that you
selected i.e. Criteria field.
3. Select the column you want to sort as either Ascending or Descending then click OK.

Filtering Data
You can use filters to display ONLY data that meets certain criteria. Its useful when you have a large
worksheet and you are only interested in a small portion. You can only apply filters to one list on a
worksheet at a time.
To autofilter data follow the steps below:
1. Click a cell in the list you want to filter
2. Select Data / Filter /Autofilter menu.
3. Drop –down arrows appear on each column heading. Click the drop-down arrow in the column that
contains the data you want to filter.

4. Click the value or range you want to use OR

5. click (Custom …) to filter by a condition, for example,
COMP/STUDIES is greater than or equal to 65 (See in the Fig)

55
 6. to apply an additional condition in custom click And or Or option, for example, And
COMP/STUDIES does not equal 70
7. To apply additional sorting on other columns, repeat from step 3.

Example:
To filter the Form 2 student spreadsheet and show only data, where the mark for COMP/STUDIES is
greater than or equal to 65 And does not equal 70 then:
1. Select Data/Filter/Autofilter.
2. Click on the drop=down list arrow of COMP/STUDIES column.
3. Choose (Custom …) to define your conditions. The Custom Autofilter dialog box opens as
illustrated in fig. above.
4. Choose the criteria to use, for example;

COMP/STUDIES is greater than or equal to 65

COMP/STUDIES is not equal to 70.

After you specify the criteria illustrated above, the results are as shown on the left. Rows which do
not meet the filter conditions are hidden.

Summarizing Data
Subtotal function
In a long list you can use subtotal to automatically outline the information on a Worksheet.
To insert subtotals in a list, follow the steps below:
1. SORT the list by the column for which you want to calculate subtotals. For example, sort the
student marks by CLASS.
2. Click a cell in the list.

3. Select Data/Subtotals. A Subtotal dialog box

appears like one shown below.

4. In the At each change in box, click the column

that contains the groups for which you want
Subtotals. This should be the same column by
which you sorted your list in step 1, in the case
CLASS.

56
 5. In the Use function box, click the function you want to use to calculate the Subtotals.
6. In the Add subtotal to box, select the check boxes for the columns that contain the values for
which you want Subtotals.
7. Click OK to return to the Worksheet.
On clicking OK, Subtotals will be calculated and displayed as shown below.

Total function:
You can use the Autocalculate feature in Ms Excel to automatically show the total of a selected range.
To find the total of a range, highlight it ten click the Autosum Icon on the standard toolbar.

Forms
This is a specially prepared template that can be used to enter data in a Worksheet. It is specially
formatted to enable users to enter data in a format that is more
convenient to them.

To display a form:
Click Data, then Form. A form sample of Form 2 spreadsheet is
shown on the right.

Input Validation
To ensure that a user does not enter invalid data, set the validation criteria. An error message is
displayed when data that violates this rule is entered.
To set data validation:
1. highlight the range of cells to validate
2. On the Data menu, click Validation.
3. Click the Settings tab and select a validation criterion.
4. To display an input message when cell is selected, click the Input Message tab, type the
message to be displayed and check “show input message when cell is selected”.
5. Set the Error alert then click OK cell.

2.10 Charts/ Graphs

Definition: Charts (Graphs) are graphics or pictures that represents values and their relationships.

Importance of charts
- Enable one to present Worksheet data in graphical form.
- It helps the reader to quickly see trends in data and to be able to compare and contrast aspects
of data.

57
Charting Terminologies
Term Description
Gridlines Typically gridlines appear along the y-axis of the Chart and is where your values
are displayed, although they can emanate from the X-axis as well. Gridlines help
you determine a point’s exact value.
Data series The bars, pie wedges, lines, or other elements that represent plotted values in a
chart. Often data series correspond to rows of data in your in your worksheet.
However they can correspond to columns of data if that is how you have arranged
your data.
Categories Categories reflect the number of elements in a series .Categories normally
correspond to the columns in your worksheet, with the Category labels coming
from the column headings.
Axis One side of a Chart. A two-dimensional Chart has an x-axis (horizontal) and a y-
axis (vertical). The x-axis contains the data series and categories in the chart. If
you have more than one category, the x-axis often contains labels that define
what each category represents. The y-axis reflects the values of the bars, lines or
plot points.
Legend Legend defines the separate series of a Chart. For example, the legend for a pie
Chart shows what each piece of the pie represents.

Types of Charts
The Chart type you choose depends on the kind of data you are trying to chart and how you want to
present that data. The various standard types include: Column, Bar, Line, Pie, XY (Scatter), Area,
Doughnut, Radar, Surface, Bubble, Stock, Cylinder, Cone and Pyramid. The following are the major
Chart types and their purposes:

CHART Description
PIE It displays the contribution of each value to a grand total; or shows the
relationship among parts of a whole, so that the reader can assess and
compare items readily.
COLUMN Represents data as a cluster of columns comparing values across
categories. Column chart is suitable for any data type, particularly side-
by-side comparisons of numerous data values. Is used to emphasize
the deference between items.
BAR It is similar to a column chart, but displays bars horizontally rather than

58
 vertically. Used to compare values at a given point in time.
LINE Illustrates linear or unbroken changes in a large number of values. Data
is represented as lines with markers at each data value in the x-y plane.
This chart emphasizes trends and the change of values over time.
XY (SCATTER) It is similar to the line Chart. XY (Scatter) plots two groups of numbers
as one series of XY co-ordinates. It is useful as a diagnostic tool when
looking for heavy occurrences or absences of data. It is commonly used
in scientific applications.
AREA It shows how volume changes over time and emphasizes the amount of
change. It is useful for giving a bigger sense of “mass” of a change or
concept.

Creating and saving a chart

A chart is based on values already entered in the Worksheet. You can place your new Chart on the
same worksheet as the chart data (an embedded Chart) or on a separate worksheet ( a chart sheet).
If you create an embedded Chart, it is printed side by side with your worksheet data. Embedded
Charts are useful for showing the actual data and its graphical representation side by side. If you
create a Chart on a separate Worksheet, you can print it independently. Both types of Charts are
linked to the Worksheet data that they represent. When you change the data, the Chart is updated
automatically.
Use the Chart Wizard button on the standard toolbar to quickly create a chart.

To create a Chart using Chart Wizard, follow the steps below:

1. Select the data you want to include in the Chart. If you typed column or row labels that you want
included in the Chart, be sure to select those too.

2. Click the Chart Wizard button on the Standard Toolbar.

3. the Chart wizard dialog box appears as shown in the

fig. select the Chart Type and one of its Chart Sub-
type. Click Next
4. Excel will ask whether the selected range is correct.
You can correct the range by typing a new or clicking
the Collapse button of the Data Range Text box and
selecting the new range.
5. By default, Excel assumes that your different Data
Series are stored in rows. You can change this to
columns, if necessary, by clicking the Series in
Columns option. Click Next.

6. Click the various Tabs, as shown in

the fig., to change options for your
chart. E.g. select the legend (or key
table) by clicking the Legend tab.
Add chart title by clicking Titles Tab.
Add data labels (labels that display
the actual value being represented
by each bar, line, etc.) by clicking the
Data labels Tab. Click Next

59
 7. Finally, Excel asks whether you want to embed (incorporate within) the Chart (as an object) in the
current Worksheet (or any other existing
Worksheet in the workbook) or if you want to
create a new Worksheet for it. Make your
selection as shown, and click Finish. The
completed Chart appears.

Chart Title
F2 MATHS AND COMP/STUDIES PERFORMANCE

100
80 Legend
Y - Axis title

MARKS

60 MATHS
40 COMP/S
20
0

IS E A IS NE E Y H O CE
H
SO ER RI YC IV DA OK
AR BIT I I
M M HA P
LO JO J A
EUN
A
D K X – axis title
NAMES

The Charts are part of the current Workbook and are automatically saved when you save the
Workbook.

Moving and resizing a chart

To move an embedded Chart, click anywhere in the chart area and drag it to the new location. To
change the size of a Chart, select the Chat and drag on eof its handles. Drag a corner handle to
change the height and width, or drag a side to change only that side. You cannot resize a chart that is
on a sheet by itself.

Data Ranges
A data range is a rectangular block of cells that provides the base data that is used to create the
chart. The data has to be absolute.
To see the data range of a chart, right click it then select the Source Data command

Labels
Refers to each data representation on a chart which can either be labeled by a value or text label.
To label:
1. Right click the chart, select Chart Options command from the shortcut menu.
2. Click Labels Tab and choose whether you want Value or Text labels. Click OK.

Adding a Title and Legend

A chart Title tells you what the chart is all about while a legend provide colour coding (key) of
the different Data Ranges in the Chart. You can also add Axis titles that appear along the axis Titles
and Y-axis.
To add Titles and Legends
1. Click the Chart to select it. Select Chart/Chart Options. The Chart Options dialog box appears.
2. Click the Titles tab to add the Chart and Axes titles as needed.
3. To add a Legend, click the Legend tab. Click the Show Legend check box and where to place the
Legend on the chart.
4. click OK to close the dialog box and return to the chart
Legend – is a key that explains what each colour or pattern of the data representation in the chart
means.

2.11 Printing Worksheet

60
 Print preview
This displays how the worksheet will look like when printed.
To Preview a print job, click the print preview button on the Standard toolbar or File/Print Preview.

Printing a Chart
An embedded Chart is printed when you print the Worksheet that contains sit. If you want just the
embedded Chart, click the Chart to select it, and choose File/Print menu. Click Ok to print.

Changing the Page Setup

Page Setup can be used to change the page settings of the Worksheet within a Workbook through the
Page Setup dialog box

Setting Margins
By default, Excel prints a Worksheet with 1 inch margins at the top and bottom, and ¾ inch margins
on the left and right sides of the worksheet. You can change these margins by using the Page Setup
dialog box. Follow the steps below to do this:
1. With the Worksheet open, choose File/Page Setup and click Margins tab.
2. Specify the margins you want in the Top, Left, Bottom and Right text boxes.
3. To Center the Worksheet on the printed page, under Center on page select Horizontally and /or
Vertically option.

Creating headers and Footers

You can add information to the top and bottom margins of the printed page to help document your
printed worksheet. Excel provides Predefined Headers and Footers, and enables you to create
custom Headers and Footers.
To create headers and Footers
1. With the Worksheet open, choose File/Page Setup and click the Header/Footer Tab.

2. Click the drop-down arrow of the Header / Footer list boxes to see the Predefined options and
choose the desired one and click OK.

To set Custom Header/Footer

These are user defined.
1. Repeat step 1 above.
2. Click the Custom Header / Footer Tab. Enter the desired information in the Left Section, Center
Section and Right Section.
3. Click on the Margins tab of the Page Setup dialog box to change margin settings for the Header
and Footer.

Printing Worksheet Gridlines

Gridlines are the border outlines of the cells. Gridlines will print around each, cell in the worksheet
range, regardless of whether or not the cell contains data. This feature is useful when printing large
Worksheets with multiple columns and rows of numeric data, so you can see more easily which
columns and rows headings apply to each number. To print gridlines follow the steps below;
1. With Worksheet open, choose File/ Page Setup menu and click the Sheet Tab.
2. In the print area, click the checkbox of the Gridlines.

61
 Note: Do not confuse the on-screen display of gridlines in the Worksheet with printed gridlines. Even
if you see gridlines displayed in the Worksheet, you still must select the Gridlines check box in order
to print gridlines.

Print options
1. To print click File then Print command.

2. The print What options are;

a). Selection – this prints the selected
worksheet area.
b). Workbook – prints all the worksheets
in the workbook.
c). Selected chart – prints the selected
chart only.
3. Specify page orientation and number of
copies.
4. After selecting all the options, click OK.

Some common printing problems

A message appears on the screen saying that the printer specified could not be found in the directory.

Possible problems and their solutions:

1. The printer could be off. Switch it in and it will start printing.
2. The data cable to the printer could be loose. Make sure it is firm at the ports.
3. The wrong printer could have been selected. . Select the right one in the print dialog box
4. A message appears on the screen reading there is paper jam. The printer is clogged with a paper
jam. Alert the lab. Technician or the teacher to clear the paper jam.

Review question
1. Describe two ways to complete an entry into a cell.
2. How does Microsoft Excel determine that an entry is a text or a formula?
3. How do you clear (erase) the contents of as cell?
4. How can you copy a formula?
5. Explain how you can print a worksheet in a landscape orientation.
6. How can you insert rows in a Microsoft Excel worksheet?
7. Differentiate between copying and moving data in a worksheet.
8. What is the autoformat feature?
9. Explain the term filter. How is a filter different from a hide command?
10. Why forms are needed in Microsoft Excel.
11. Give two examples of charts that you know.
12. Why are charts important in a spreadsheet?
13. Explain the concept of subtotals.
14. What is sorting? Explain how you can sort data in ascending order.
15. Give three number formats in Microsoft Excel.
16. What are worksheet borders? Explain how to implement them in the worksheet.
17. What is the difference between printing a range and whole workbook?
18. Explain two ways of changing the font size in Microsoft Excel.
19. What is a legend?
20. Which chart type will be suitable to show trends?

62
 3.0 DATABASES
Objectives
By the end of the chapter, you should be able to:
a). Define a database
b). Explain the concepts of database
c). Explain data organization in a database
d). Create a data base
e). Edit a database
f). Design a form
g). Apply basic concepts of queries
h). Create report and labels
i). Print queries, forms and reports

3.1 Introduction
Traditionally people used to manage data and information using physical files indexed on
one type of information usually alphabetically or chronologically. These traditional
databases had a number of disadvantages which included:
i). Unnecessary duplication of data
ii). Boredom and time wasting while searching for a record
iii). Misleading reports due to poor data entry
iv). Poor update of records

Today, as organizations became larger and complex electronic (Computerized) database are
used to manage information, by use of special program called Database Management System
(DBMS).

Definition of a database and other terms

- A database is a collection of structured and related data items organized so as to provide a
consistent and controlled access to the items.
- Can also be defined as a collection of data stored in a computer system in some organized
manner to make the retrieval of the data easy.

Data redundancy: is the duplication of data especially in the traditional filling system,
leading to wastage of space and other resources.
Data inconsistency: arises when one piece of information in a record does not concur with
the other piece in a different file.

3.2 Database Concepts

a). Database software

63
- Computerized Database: creation and manipulation is achieved using DBMS software,
which facilitates creation, organization and maintenance of databases.
- Examples if Database Management System Software (DBMS) include:
o Ms Access o FileMakerPro o Ingress,
o Oracle o Clipper o MySQLetc.
o FoxPro o Microsoft SQL
o DbaseIV Server
o Lotus Approach o BD2

Functions of Database Management Software

o Allow the user to add or delete records
o Update or modify existing records
o Organize data for easy access, re3trieval and manipulation
o Ensure security for data in the database
o Keeps statistics of data items in a database.

64
b). Database Models
A database model is a specific method for describing the structure and processing within a
database. The main database models are:
o Flat File
This model of database holds only one set of data and is not different from the manual
files. The data is stored sequentially in one large file. No particular relationship can be
drowned between the items other than the sequence in which they were stored. Examples
are Cards used in a Library books catalogue where the cards are arranged sequentially e.g.
alphabetically using books’ titles or by authors names. Also another example is teachers
assessment report consisting of performance card for every student in a class.
Disadvantage of Flat File: locating a record is tedious.

o Hierarchical
Data items are arranged in a hierarchy (tree) form.
Access is through levels e.g. to access level 2 data items, you have to first access level
one data items. It is said to have a Parent-Child relationship and the model represents
One – to - Many relationship.
Level 1 (root component)

Path

Level 2 data item

Disadvantages:
- It is not possible to insert a new level in the table without altering the structure.
- Does not support Many-to-Many relationship.

o Network
Links are used to express the relationship between different data items. Access is through
multiple paths and from any item.
Disadvantages
Incase of large volumes of data, it is very difficult to locate the item because it will
increase the complexity of the search
Note: All the three above models are rarely used in modern database system.
o Relational
Allows data to be represented in a simple row-column (Tabular) format. Each data field is
considered as a column and each record is considered as a row of a table. Related data
items are stored together in structures called relations or tables.. Links and relationships
between items of data are included during its creation, thus allowing faster and more
efficient retrieval by the user.

c). Features of a database Management Software

These refers to a collection of features that provides the user with means to manipulate data
in a database. The features include:
o Tables / file structures
This a database structure that is used to old related records. The tables are organized in
rows and columns with each row representing a record while each column represents
common fields in each record.

63
o Queries and query language
This is a tool used to search for or question a database on specific records. Since a query
is a question posed to the database, it returns a result for the user and this result is called a
dynaset.
The query statements are written using a special language called Structured Query
Language (SQL).

o Forms / screen input

This is a graphical interface that enables the user to view and enter data into a table. It
resembles the ordinary paper forms.

o Report
Is a tool for generating reports from an underlying table / query. It has a report generator
for that provides the user with a means to specify the output layout and what is to be
output or printed on a report.
o Macro
A feature used to automate frequent database operations / tasks.
o Programming module
Is a programming environment embedded in Ms Access used to automate complex
database operations. Unlike Macro, you have control over actions taken.

3.3 Data Organization in a Database

Data is organized from the simplest form called a field to a very complex structure called a
Database.
• Fields
Is a character or a logical combination of characters that represent a data item. E.g. in a
class list, the Student Name is a filed.
• Records
Is a collection of related fields that represent a single entity. For example a students report
card may contain: Students Name, Admission Number, Class, Total marks, Average,
Grade, Pints and Position.
• Files/Tables
Is a collection of related records. E.g. the students file in a school database contains details
of all the students in the school.
• Database
Is the highest in data organization hierarchy that holds all related files or tables. For
example a
school database may contain students and staff files.

3.4 Creating a Database using Microsoft Access

Unlike Ms Word and Ms Excel which provides the user with work area, Ms Access provides
a Database Window with the objects you use to manipulate a Database. The seven major
objects used to manipulate data in Ms Access are: Table, Quarries, Forms, Reports, Pages,
Macros and Modules

Starting Microsoft Access

1. On Start Menu, click All Programs/Microsoft Office/Microsoft Access. Alternatively,
click on the Access icon on the Microsoft Office shortcut bar.
2. In the dialog box that appears click Create a New file …then under New dialog box select
Blank Database…

64
3. In the Save As dialog box that appears specify the name and location where your database
will be stored. Click Create to save the Database.
A screen similar to fig. 3.1 is displayed. It shows
the components (or objects) found in an Access
database.
Microsoft Access screen layout
Ms Access application window has a title bar,
menu bar, toolbars and status bar. However
instead of having a work area it provides the user
with an Object Window from which you choose
the type of an object to work with.

Exiting from Microsoft Access

From the File menu click Exit or Click the Close
button on the title bar.
Review questions 3.1
1. What is a relational database management system?
2. Define the following terms: table, record, and field as used in databases.
3. What are the seven major objects used to manipulate data in Ms Access.
4. In Microsoft Access, what do the following terms refer to; Query, Macro, Module.

Creating a Table/ file structure

1. From the Database window, select the Table tab; then click on the New button.
2. In the new Table dialog box, select Design View, select the Design view option and click
Ok.
3. The Design View has three components: Field Name, Data Type and Description as shown
in Fig. 3.2

Fig.3.2 Table Design View

4. In the grid displayed enter a unique name for each field in the table. A field must start with
a letter and can be upto a maximum of 64 characters including letters, numbers, spaces and
punctuation.
5. Choose the correct data type before adding the next field. By default, Ms Access inserts
Text as a data type.
6. Save the table by clicking the Save button on the Standard toolbar or Save command from
the File menu.
7. Access will ask you whether you want to create a Primary Key. Click Yes/No
8. You can provide a brief description of the field and its contents in the Description section.

Description of field data types

65
Data type Description
Text It includes alphabetic letters, numbers, spaces, punctuating etc that do
not require any calculating.
Memo Long text which appears only in some records. Cannot be used in
queries.
Number This field is made up of numeric numbers 0-9 that are to be used in
calculations.
Date/time Identify a field as either a Date or time.
Currency Identifies monetary values and numeric data used in calculations.
Yes / No It’s a logical field where an entry is either a Yes or a No
OLE object This data type is used with graphical user interface application for
inserting graphical objects such as an Excel worksheet, pictures, image,
etc. which is linked or embedded to the table.
AutoNumber It’s a unique number used if you want Ms Access to automatically
increment the values in the field.
Hyperlink Text or combinations of text and numbers stored as text and used a
hyperlink address.
Lookup Wizard Allow you to choose a value from another table or list of values created
in the field itself.

Field properties
This allows one to specify finer details related to fields and the table entries.
General Tab
To display the General Tab, the table should be open, then click View and select Design
view or click a button on the toolbar which look like a setsquare, pencil and a ruler. Click on
Genaral Tab which is located in the lower left corner of the Design view Window.
The various properties are:
• Field Size – allows the user to set the number of characters in a field instead of the default
50 for text fields. For numeric fields integer, bytes, single, double or long integer is used.
• Format – used to define how data will be displayed or printed.
• Decimal places – appears in currency and number data types to define the number of
decimal places to display.
• Input mask – automatically format the field entry into a specialized format. Its limited to
text , number, date/Time and currency data types.
• Caption – is a more descriptive field used in form labels and report heading. E.g Adm/No
could be Admission Number.
• Default value – is a value that appears automatically in the data sheet form if nothing is
entered is entered or defined otherwise.
• Validation rule – is a logical expression used to ensure that data entered is within the
required specifications. For examples if a numerical value should always be greater than
zero, then type >0; or if you want to restrict marks entered in a filed to value between zero
and a hundred, type >=0 and <=100.
• Validation Text – this is a message that appears once the validation rule is violated. For
example for the above validation rules you may create a validation text to display “You
MUST enter a value greater than 0; “Enter a number between 1 and 100” whenever the
user enters a value outside this range.
• Allow zero length – allows the user to proceed without making any entry in the field set
as zero length and it limited to Text ands Memo fields.

66
• Required – determines if any entry must be made in the field before you proceed to the
next record or field.
• Indexed – facilitates the organization of records for easy search. A primary key is an
example of an index set to No duplicates to control double entry (redundancy).

Primary key and indexes

A primary key is a unique field name used to identify each record uniquely for easy access
and manipulation.
An index is a key not necessarily unique used to arrange data in a table.

Defining a primary key:

1. Open the table in Design view
2. Select the filed you want to set as the primary key
3. Click the Primary Key button on the Table Design Toolbox, or select the Primary key
option from the Edit menu.

Entering data into a table

1. Open the database in which the table is located.
2. Click the table you want to add records to.
3. Press the tab key to move to the next record field
The previous record is automatically saved once you move the cursor to a new row.

3.5 Editing a Database

Modifying data sheet view
Adjusting column size
Point to the column border between the field’s header then drag to the required size.
Adjusting row height
Point to the border between two rows in the row header then drag.

To reorder fields
Select the column of the field you want to move by pointing to the desired field name.
Drag the column upwards to the left to the top of the field where you want the field to appear
then drop.

Modifying Table Structure

You may need to add more fields, remove some fields, reorder fields or change field data
types and properties, once you have created a table.
Save a copy of your table to avoid losing everything incase you make a mistake.

To make a copy of your table

1. Right click the Table under objects window
2. In the shortcut menu displayed select Save As
option
3. In the Save As dialog box displayed fig 3.5.
type a new File name. Click Ok.

Modifying the original table

1. Open the table in design view by clicking the button that looks like a Pencil and setsquare
placed on the edge of a ruler.

67
2. Select the field(s) to be modified and make the necessary changes.
3. Click the Save button to save the changes.

To import a table from another database:

1. File menu/Get External Data/Import
2. From the dialog box that appears, select the database you are to import data from then
click the Import button.
3. From the objects dialog box displayed, click the Tables Tab.
4. Select the table(s) you wish to import then click OK.

Review question 3.2

1. Differentiate between a primary key and an index key
2. What is normalization in reference to tables.
3. Describe various data types used in Ms Access.
4. Explain how you would set a validation rule when designing tables
5. What are field properties.
6. What is the difference between a field name and a caption.

3.6 Form Design

A form is a user interface that helps the user view records and easily make entries into an
underlying table. Forms are designed using controls, which contain tools that are designed to
help users navigate and utilise the form. Examples of controls are: text box, check box,
command buttons, list box. Combo box or shapes. These are placed on a form design grid to
display data or perform actions.
There are three categories of controls namely: bound, unbound and calculated.
Bound – controls whose source data is a field in the underlying table or query. In Access
you cannot create a calculation a bound control.
Unbound – controls whose source data is not connected to any data source. These controls
contain a label or a text box. Calculations can be created from an unbound control.
Calculated – these are values calculated in the form, including totals, subtotals and
averages.
You design or modify a form layout by dragging these controls to the required position.

Creating a form layout using wizard

Using the form wizard you can create a columnar, a tabular, a datasheet or a justified form
layout.

Columnar form: Fields for each record are

displayed on a separate line with field labels to
the left.
Tabular form: Records are displayed from left
to right across the page and labels appear at the
top of each column and each row represents a
new record.
Datasheet : the form resembles a datasheet
view.
Justified: One record occupies the whole form.

To create a form using the form wizard

68
1. Open the Database for which the form is created.
2. From the Database window, select Form tab then click New. From the New Form dialog
box that appears, click Form Wizard.

3. Choose the table or Query that contains the data that your new form will reference and
click OK
4. From the fields list window, select the fields to add into the form by clicking the > button
or click >> to add all fields then Click Next. See fig. 3.6
5. From the layout dialog box, select the layout
you wish to use then click Next.
6. In the form title dialog box, type the name of
the form then click Finish.

Ms Access will automatically display the form

on the Screen as shown in fig. 3.7

Fig.3.7
Creating a form using Autoform wizard
This wizard creates a form for you automatically by asking you very minimal questions and
includes all the fields from selected table.
1. Make sure your database is open
2. Click the Form tab, then New.
3. In the new from dialog box, select an autofrom layout e.g. Columnar, Tabular
4. In the “Choose the table or query where the object data comes” select OK. The form with
all the fields will be displayed.
5. Click the save button to save form.
Adding controls to a form
1. Display the form that you would like to edit in Design View.
2. Select the Toolbox option from the View menu. Click the button for the control you want
to add.
3. In the Form window, click and drag the pointer to draw a box in the location for your new
control. Release the mouse button. The Fig. 3.8 shows a form in Design View with
controls

69
NB: Use Labels Aa to type form header or information that does not need calculation. And
text box ab to type formulas (i.e calculations). Command buttons are mostly used in Forms.
Drag it on the grid. In the command button wizard that appears, it lets you to specify by
selection the action you want to happen when the button is pressed.

Removing controls
Use the following steps to remove a control:
1. Open the form to edit in Design View and display the toolbox.
2. Select the control you would like to remove and press the Delete key.
NB: Access dies not prompt you to verify the removal of some controls, be careful when
removing controls.

Formatting controls
The formatting toolbar has options that can be used to create professional forms.
To format a control follow the steps below:
1. Display the form in Design View.
2. Select the control you would like to format.
3. Click on the formatting button you require, for example to, if you want the field to
appear in Bold, click the Bold button on the Formatting toolbar.

Form layout
All forms must have a Detail section. This may include Page Header, Page Footer, Form
Header and Form Footer sections.
Form Header Displays information that remains the same for every record, such as a title
for the Form. A form Header appears at the top the section in Form View
and at the top of the first page when printed.
Page Header Displays information, such as a title or column headings, at the top of every
printed page. Page headers appear only on printed forms.
Page Footer Displays information, such as the date or page number at the bottom of
every printed page. Page footers appear only on printed forms.
Form Footer Displays information that remains the same for every record, such as
command buttons or instructions for using the form. A form footer appears
at the bottom of the screen in Form View or after the last detail section on
the last page when printed.

Creating Subforms
Subforms are used to display data from several tables that have a one - to – many
relationship.

To create a subform follow the steps below:

1. Select Forms from the database window, then select New.
2. Choose the Form Wizard option in the New Form dialog box, then click OK.
3. Select at least two tables or queries from which the Tables/Queries section that you want
to draw data from. Add the required fields from the tables or queries, and continue with
the Wizard.
4. The Form Wizard then asks if you want to format the data as Linked Forms or as a Form
with Subforms. Select the second option, and follow the instructions on screen to complete
the Form Wizard.

70
Data Manipulation in a form
The form has navigation buttons located at the bottom which the user uses to navigate the
form as shown bellow.
1 2 3 4 5

1. Displays the first record in the table

2. Displays the previous record
3. Displays the next record
4. Displays the last record
5. Add a new record

Review questions 3.3

1. Define the following terms: a). Form b). Bound and unbound control
2. Differentiate between tabular and columnar form layout.
3. Explain how you would create a form without using a form wizard.
4. Why would one prefer to use a form for data input rather than entering directly into a
table?.
5. Explain how you would move from one record to another in a form.
6. Draw a simple sketch of a from you would create that can be used to enter all subject
marks in an examination database.

3.7 Searching for specific records in a Database

The computerized database enables efficient search and retrieval of information by simply
entering an instruction.
The two search tools in Access are:
1. Find command
2. Queries

Using queries
A query is a tool used to search for or question a database on specific records and perform
calculations on fields from one or multiple tables. Queries are the fastest way to search for
information in a database.

Types of queries
They are two namely: action query and Select query
a) Action Query: Used to make changes to many records once. The four types of action
queries are:
• Update – updates data in a table
• Append query – adds data in a table from one or more tables.
• Make table query – creates a new table from a dynaset.
• Delete query – deletes specified records from one or more tables.
b) Select query
Most commonly used. It is used for searching and analyzing data in one or more
tables based on user defined criteria. It lets the user specify the search criteria.

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Creating a select query
1. From Database window, click on the Queries object.
2. Click on Design View button.
3. In the Show Table dialog box that open select the Tables tab that you would like to
include in the new query, click Add.
4. When you have completed adding tables to the query, click Close.
5. The query design grid opens, select the fields you want to display from the tables.
6. In the criteria box of the field you want to use, specify the criterion that you want to filter
the data.
7. click on the Run button to execute the query
8. The query will return the records that meet your criteria in the datasheet View. Save the
query.
Parts of a query
Field row: Fields from a table(s) to be use are arranged in this row and each field should
occupy its column.
Sort row: Used to specify the sort order i.e. ascending or descending or no sort by clicking
the down arrow.
Show row: You specify whether to display the field in the query by clicking. When the box is
not checked, the field will not be displayed.
Criteria row: you type conditional statement here that will be used by query to display
specific records.
Or row: Used to specify an alternative condition e.g. if you want to display records with a
field called City with items Nairobi or Embu, type Nairobi in the Criteria cell and Embu in
the Or cell.
Specifying the search criteria
To search for a particular set of records, enter a conditional statement in the criteria row using
either relational or logical operators.
Relational operators include:
< - Less than
> - Greater than
>= - Greater than or equal to
<= - Less than or equal to
<> - Not equal to

Logical Operators include: AND, OR and NOT

Common criteria
Operator Description
Between …And Finds records between two values. E.g. Between #04/7/07# And
#07/6/08#; Between 4000 And 7000
In Finds records that are part of a list e.g In(20,30, 40) in (Mon, Tue,
Wed)
Null Finds records that are blank
Is not Null Finds records that are not blank
Like Finds records that match a criterion e.g. Not In (1, 2, 3) Not Like “Sun”
Wildcards
Wildcards are characters used as placeholders for other characters when you don’t know
exactly what you are looking for, but know a part of the value, or you want to find values
that start/end with a letter or match a certain pattern. Wildcard characters work with text
and date types.
Character Description

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* Matches any number of characters. It can be used as the first or last
character in the character string e.g Wh* finds what, when, while,
why
? Matches any single alphabetic character E.g. B? finds ball, boy,
bell, bull
[] Matches any single character within the brackets e.g. T[eo]ll finds
tell, toll but tall
! Matches any character not in the brackets E.g. b[!ae]ll finds bill
and bull but not bell or ball
# Matches any single numeric character E.g: 1#3 finds 103, 113, 123,
133, 143

Note: when using wildcard characters to search for an asterisk (*), question mark (?),
number sigh (#), opening bracket ( [ ), you must enclose the item you’re searching for in
brackets.

Saving and running a query

1. Click the Save button on the Standard toolbar or File/Save command.
2. In he name box that appears, type in the name of the query then click OK.
3. To Run the in design view, click the Run Button on the toolbar or Run command
from the Query menu.

Sorting the dynaset

To sort a dynaset
1. In the Sort row, click the down arrow that appears to specify the sort order i.e.
ascending, descending or no sort of the desired field.
2. Display the dynaset.

Modifying and updating a query

To delete a field from the query grid
1. Open the query in Design view
2. Select the field column you wish to delete
3. Choose Delete from the Edit menu
4. Save the changes.

To adjust the column size in a query

1. Open the query in Design view
2. Position the mouse pointer at the boundary that separates columns then drag it to the
required size.
3. Save changes

To modify a criteria statement

1. open the query in design view
2. modify the criteria statement as required
3. save changes
4. Click the Run button to test whether the changes have been effected once he results are
displayed.

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Performing Calculations in a Query
Queries let the user perform mathematical calculations on numeric data unlike tables, by
using Total functions or by creating basic formulas.

Creating basic formulae

To create a formula that calculates the total marks in an underlying table E.g. Exam Table.
1. Open the table’s query in Design View
2. Create a calculated field in the immediate empty last field cell, type an expression that
includes a relevant field name E.g
TOTALMARKS:[ENGLISH]+[MATHS]+[COMPUTER STUDIES]+[PHYSICS] Or
Right click then select Build ..
3. You can then set the criteria and any other query options.
4. Save the query and run it. The results of the calculations will be displayed in the dynaset.
Note: This calculated field is not added to the underlying table because query results must
always be based on the most current database.

Using total functions

With a query you can analyze all records fields using the inbuilt functions such as Sum,
Average, Minimum, and Maximum.
1. Open the query in Design view
2. Click the totals button on the query toolbar.
3. Select the field you want to analyze.
4. for each field to be analyzed, click its cell in the Total row, and then select any of the
functions:
SUM: Adds all the numerical data items
AVG : Calculates the mean of all numeric data items in the field column
MIN: Returns the Maximum value from the field column.
COUNT: Returns the number of items field column

Printing query
1. Open the database window of the Database containing the query you want to print.
2. Click query tab, then the query you want to print.
3. From the File menu, click Print. Set the printing options then click OK button.
Creating a select query from multiple tables
When you create a query using fields from more than one table, the tables should be linked.
To create a query based on related tables follow the steps below:
1. Start the database Window and click the Queries tab,
2. Select Design View and click ok
3. From the Show Table dialog box, click the tables you want to base your query on and
then click Add.
4. Relationship between various tables will be displayed. Add the fields from both tables
into the QBE grid.
5. Save and Run the query.

Types of relationships
They are three:
1. One – to – One
2. One - to – Many / Many –to - One
3. Many – to – Many

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 • One – to – One: for a particular field in one table(parent table), there is only one
matching record in the related table and vice versa.
• One – to – many: for a particular field in one table there is are several matching
records in another table.
• Many – to – many : for a particular records in one table there are several matching
records in other table and voce versa.

Linking tables (defining tables relationships)

1. Close all open objects (tables, queries, etc)
2. Select Tools/Relationships menu
3. Access will open a blank window
4. In the Show Table box, select each table that you would like to create a relationship for,
and click Add.
5. Select Close to exit the Show Table dialog box.
6. Create links by selecting the Primary Key in the Parent Table and dragging it to the
Foreign Key in the Child Table.
7. Check the Enforce Referential Integrity, Cascade Update Related Fields and cascade
Delete Related Record to ensure that Database integrity is maintained.
8. Click Create button to complete the relationship.

3.8 Creating Reports

Reports are used to summarize and present information from a database in a precise and
understandable manner.
A reports layout can also be designed by placing controls on the report layout grid.
Reports are very similar to form; they include a header section, the Detail and a Footer
Section. Every report also contains a section for Page header and a Page Footer, so that
information can be printed on each page of the report. The easiest way to create a report is by
using the Report Wizard and then modifying it after it has been created.

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Creating a Report
1. From the Database window, select Reports and then click New.
2. From the New Report dialog box, click Report Wizard then OK.
3. Select a table or Query then the fields to be added to the report then click Next.
4. The wizard asks you whether you wish to add any group. Grouping is used to categories
records using a particular field for better presentation or if you need to perform
calculations on a group of common items e.g. salary paid, Amount, etc. Click Next.
5. In the dialog box that appears, select the Sort option if you want to sort the records. You
can also click the summary options button in case you want Ms Access to perform some
calculations on numerical fields. (you should have added a group in step 4 above). In
Summary Options dialog box, select the summary options you want performed e.g SUM,
AVERAGE, MAXIMUM and MINIMUM. Click OK to close the summary options
dialog box.
6. From Layout dialog box, select the type of layout such as Stepped, Block, Outline1,
Outline 2, Align Left1, Align Left 2). Select Page orientation either Portrait or Landscape.
Click Next.
7. In the Style dialog box, specify the report style such as Bold, Casual, Compact,
Corporate, Formal or Soft Gray. Click Next.
8. Finally enter the name of your report then click Finish. The report will be displayed on the
screen in Print Preview mode. Form Print Preview mode you can print and Switch to
Design view to edit or close the report.

Parts of a Report
Report Header: Contains un bound controls that displays title of the report

Page Header Contains headings or labels of data items to be displayed in every column

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Detail section Displays data items or records from an underlying table or query
Page Footer Holds a control that is to be displayed on every page such as the page
number and date. For example =Now() displays the current date and time
as set in the system clock.
Report footer Display summary from a report such as the grand total for numerical data
in a particular field column. For example to get the Grand Total of Salary
Paid or Amount; in the Report Footer use Textbox control and type the
following in the formula.
=Sum [Salary Paid]) it will give you the sum of all records in that field
name.

Modifying a report
To modify headers and footers
1. Open the report in design view
2. Click the report header or footer you want to modify
3. Make the necessary changes and then click Save button.
4. Click the print preview button to view the changes.

To add more controls on to the report layout

1. Open a report in design view
2. Display the field list by clicking the field list button or using the View
3. Select one or more field list and drag view to the Report design grid.

To resize or move controls

1. Click the select object then click the control. Position the mouse pointer on the place
holder, until the mouse pointer changes to a double-sided arrow. Drag the pointer to
resize the control.
2. To move a control, select it and place the mouse pointer on the place holder until it
changes to a hand.

3.9 Creating Mailing Labels in a Report

A Label is a sticker or a piece of paper put on an item for the purpose of identification.
Examples are mailing labels and label on the floppy disk where you write your name, etc.
1. From the database window, select the reports tab and click on new.
2. Select the Label Wizard option and choose the table or query where the data will
come from. Click OK.
3. In the Wizard screen, select the size of the labels you will be using. You can even
define your own custom size if the size does not appear in the pre-defined list. Click
Next to continue.
4. The next Wizard screen prompts you to select font and displays a sample of the
printout. Select the font properties, then click Next to continue.
5. In the next Wizard screen, you can modify and edit the fields that will be included on
the mailing label. Select all the fields you want printed on the label and then click
Next.
6. You can now sort your printed labels by any of the fields in the current table or query.
To complete the mailing labels, type a name for this report, and then choose if you
would like to modify the report or preview it. Click Finish to complete the mailing
label creation.
7. To print the labels once they are created and you are happy with the layout, select
File/Print.

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 Modifying Labels
1. Change to design view. The label design grid is displayed. Edit the layout as desired
like changing font type, size and color, applying fill, alignment etc.
2. To view the modified label, click the Preview button from the database window.

Printing Reports and Labels

Once you have created a report or Label, view it in Print Preview mode to check that it
displays the correct information in the required format. You can use the File/Page Setup
menu option to set the paper settings and then simply click on the Print button or select
File/Print to print the report or label. If you want to print only certain pages within the report,
then specify the pages to print in the Print dialog box.

Revision questions
1. What is the importance of a report generated from a database?
2. What is the difference between a report and a label?
3. Explain how you would create a report that displays subtotals and grand totals.
4. Dr. Garaya is a pharmacist. She wants to generate labels that she can use to stick to
medicine bottles. Explain to her how she can generate labels of different sizes using
Microsoft Access database.
5. What Microsoft Access objects would you use to automate your database?
6. Assuming you have been appointed as the sales representative of an Insurance Company.
Explain how you would create annual reports that would include the company logo at the
top of every page.

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4.0 DESKTOP PUBLISHING (DTP)
Objectives
By the end of the chapter, be able to;
a). Define Desktop publishing
b). State the purpose of Desktop publishing
c). Identify types of Desktop publishing
d). Design a publication
e). Format a publication
f). Print a publication

4.1 Definition
Publishing is a way in which information and experiences are shared by individuals, groups or
broadcast to a wide audience.
Publishing can also be defined as the process of producing publications like newspapers, cards,
pamphlets, pictures, calendars, etc that have special text and graphical layouts and designs.
Some examples of publishing media are:
• Printed material like books, magazines
• Radio, tape and digital music
• Television , satellite TV, Cable TV, teletext
• Cinema and video
• Telephones, mobile phones, and pagers
• Computers, laptops, palmtops, and handheld devices
• The internet and other networked information systems

Desktop Publishing (DTP) can be defined as

an application software used in producing publication work within the computer framework of art
and design; or
The activity of creating professional quality typeset documents, which combine text and graphics.

Compared to a Word Processor, DTP software gives the user more tools and control of the page
layout, text manipulation and graphic design than a Word Processor.

Advantages of DTPs over Word Processor

✓ Every item on a page is contained in a frame and can be edited and formatted independently.
✓ Stories can be contained in a single frame or threaded between several frames.
✓ Frames need not flow in logical sequence e.g a story in page 1 may be continued on page 8.
✓ Master pages are used to set a common layout which may be repeated on several pages e.g.
Logo, Page numbers etc.
✓ Publications can be printed in a form suitable for commercial printing e.g using colour
separations.
✓ Multiple stories from different authors can be handled with ease.

Examples of Desktop Publishers:

PageMaker, Corel Draw, Microsoft Publisher, Ventura, Microsoft Illustrator

4.2 Purpose of Desktop Publishing software

Graphic Design
Graphics falls into five major categories: Photographs, illustrations, texture, line drawing and
cartoon or caricature..
DTP allows the different types of graphics to be incorporated into a publication. A typesetter
can create and edit very complex text and graphical objects like pictures to finest details.

Page layout
Involves placement and arrangement of text and graphics on the page to produce documents
such as newsletters, brochures, books, etc. Also the user can design a page layout by setting
consistent picture and objects locations dividing page in a number of columns and creating
layer.

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 Printing
The main purpose of desktop publisher is to produce publications, therefore it helps the user
prepare what is refereed an artwork in commercial circles for printing.

4.3 Types of Desktop Publishing Software

There are two main categories namely: (i). Graphical based and (ii). Layout based
(i). Graphical Based
Are developed specifically to edit and format graphic objects like pictures. Examples of graphical
based software include: Adobe Photoshop, CorelDraw, Adobe Illustrator, Harvard Graphic, etc.
they have superior image handling capabilities like setting resolution, brightness, contrast,
cropping, and filling images of all types with colour.

(ii). Layout Based

Is used to combine text and graphics to create publication. They have a good layout tool that
provides extensive typographical control and graphics handling capabilities. Examples of Layout
based desktop publishers are - adobe PageMaker
- Microsoft publisher
- Adobe InDesign
- QuarkXpress
- FrameMaker
- Corel Ventura
- Serif PagePlus
4.4 Designing a Publication
Desktop Publishing can be used in
- Designing texts and images
- Producing publications
- Creating illustrations
- Editing texts and graphics
- Composing templates

Types of publications
- Flyers and posters
- Newspapers
- Newsletters
- Business cards
- Announcements and invitation cards
- Certificates
- Books
- Magazines, pamphlets and journals
- Calendars
- Brochures
A brochure is a small booklet used for advertisement. They are displayed in racks, on coffee tables
of waiting rooms, at product shows, and through direct mailings. Brochures are the most frequently
used advertising media, and are used to give information on specific product, event, service or
organization. Dated information and employee names are usually not printed in brochures in order
to extend its life span.

Common features of DTP software

Most DTPs provide the user with a variety of tools for designing, manipulating and editing a
publication. The following tools are common in most DTPs:
o Select tool - Used to select, move and resize images and text.
o Text tool - Used to draw text frames, insert and manipulate text.
o Shape tool - For drawing basic shapes, rectangles, and importing objects.
o Zoom tool – for magnifying publications view.
o Rotate tool – for rotating text or graphics.

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4.5 Designing a publication using Microsoft publisher
4.5.1 STARTING PUBLISHER 2003
1) On the Start menu, point to All Programs, Microsoft Office and then click Microsoft Office
Publisher 2003. New Publication task pane appears.

2) In the New Publication task pane, choose a design template or click New to design from
scratch
3) On the File menu, click Page Setup, select publication type and orientation.
4) On the Arrange menu, click Layout Guides, set margins and other properties.
5) Click the OK button.

4.5.2 Creating a Blank Print Publication

1. On the File menu, click New
2. On the New Publication Task pane, under New, click Blank Print Publication. A blank
Publication will appear.

NB: For examination purposes, strictly use Blank Print Publication to design your publication
and NOT templates.

To design your publication competently marry skills from Ms Word because this DTP package is an
advancement of some features from Microsoft Word.

Just like MS Word screen layout the Ms Publisher has menu bar, standard and formatting toolbar. In
addition it has Object toolbar.

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 Microsoft Publisher window

Standard toolbar
Formatting
toolbar
Title bar
Menu bar

Horizontal ruler
Vertical ruler

Printable area Paste board

Master page Toolbox

A few things are highlighted below whose approach is different from Ms Word and Adobe PageMaker:

4.5.3 Page Setup

From File menu > Page Setup. In the dialog box that appears click the Printer and Paper tab to
select the Paper size and Orientation then Click OK.

4.5. 4 Layout guides and ruler guides

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About layout guides and ruler guides

Layout guides comprise margin, column, row, and baseline guides. They are used to create a
grid on a master page. This grid appears on every page in your publication where that master
page is used. Use layout guides to organize text, pictures, and other objects into columns and
rows so that your publication will have an ordered, consistent look. Set layout guides in the
Layout Guides dialog box (Arrange menu).

Margin guides (margin guides: Guides on the top, bottom, left, and right sides of a page that
are used to define its margins. Most contents of a page are within the margin guides.), column
guides (column guides: Vertical guides that are used to divide a publication page into two or
more columns.), and row guides (row guides: Horizontal guides that are used to divide a page
into two or more sections to help structure the layout of the page.) are represented by blue
dotted lines; baseline guides (baseline guides: Guides to which lines of text can be aligned to
provide a uniform appearance between columns of text.) are represented by gold dotted
guides; and ruler guides are represented by green dotted lines.
Ruler guides
Are used to mark precise positioning of objects – a very important aspect of publishing.

Creating ruler guides

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4.5.5 Master pages
A master page is a publication page that contains the design and layout elements that you want to
repeat on multiple pages in your publication. One advantage of using master pages for the common
elements is that it gives your publication a more consistent appearance.

Create, edit, or delete a master page

Create a master page

1. On the View menu, click Master Page.

2. In the Edit Master Pages task pane, click New Master Page.
3. In the New Master Page dialog box, do any of the following:
o In the Page ID (1 character) box, type a single-character identifier for your
new master page. This can be any single Unicode (Unicode: A character
encoding standard developed by the Unicode Consortium. By using more than
one byte to represent each character, Unicode enables almost all of the written
languages in the world to be represented by using a single character set.)
character.
o In the Description box, type a brief description of your new master page.

Note Only 40 characters will display in the Edit Master Pages task pane.

o If you want your new master page to be a two-page spread, select Two-page
master.

Note This option is not available if you are working on a Web publication.

4. Click OK.

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 Edit a master page

1. On the View menu, click Master Page.

2. In the Edit Master Pages task pane, click the arrow next to the master page you want
to edit, and then click Edit.
3. Edit the page as desired.
4. To see the updated publication pages, click View publication pages, and then
navigate to a page to which the master page is applied.

Delete a master page

Every publication has one master page by default and must always have at least one master
page. As long as you have more than one master page, you can delete any master page you
want. If you delete a master page that is used by any publication pages, Publisher will apply
in its place the first master page listed in the Edit Master Pages task pane.

1. On the View menu, click Master Page.

2. In the Edit Master Pages task pane, click the arrow next to the master page you want
to delete, and then click Delete.
3. In the alert box, click Yes.

4.5.6 Setting Layout Guides

From Arrange menu, click Layout Guides. A dialog similar to one show below appears. It is from
Arrange menu under Layout Guides option where you can set Margins, Columns and Horizontal
Baseline. Baseline guides are used to align lines of text as in your ruled-notebook) to provide a
uniform appearance between columns of text.

Margin Guides
To set margin guides click the Margin Guides tab then
specify Left, Right, Top and Bottom margins as well as
Spacing between the columns. Click OK.

NB: To change the measurement preferences from the

default setting, go to Tools Menu> Options under General
Tab in the
measurement
units box select
the preferred
measures e.g.
Centimeters, picas, points, pixels, then click OK as shown
in the figure below

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Columns guides
To set column guides click the Grid Guides tab. Under Column Guides box, specify the number of
columns and spacing between them. If necessary Under Guides specify the number of columns and
spacing. Row guides are important if you were to design a publication and paste several copies e.g 4
or 6 instead of using ruler guides to partition. See figures below

4.6 Working with text

To add text using text frame tool in Publisher:
1. Click tool Marked A on the toolbox.
2. On the empty area on the pasteboard or printable area, drag to define the text block.
3. Type the text.

Text hyphenation

What is Hyphen?
dash showing word break: a punctuation mark (-) used at the end of a line when a word must be divided or to
link the parts of a compound word or phrase

Hyphenate text automatically

Click in the text box or table frame that contains the text you want to hyphenate.
On the Tools menu, point to Language, and then click Hyphenation.
Click the Automatically hyphenate this story check box.
Note If you select a text box that is part of a story, the text in all the connected text boxes
becomes hyphenated as well.

Hyphenate text manually

Change where hyphens occur in a word

You may want to control where hyphens occur in a word, especially if the word is long.

1. Select the word that contains the hyphen you want to change.

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 2. On the Tools menu, point to Language, and then click Hyphenation.
3. Clear the Automatically hyphenate this story box.
4. Click Manual.
5. In the Hyphenate at: box, do one of the following:
o To add a hyphen, click where you want to place the hyphen, and then click
Yes.
o To remove a hyphen, select the hyphen, and then click No.

Add hyphens for words that can and cannot be separated

You might want finer control over hyphenation in some instances, such as in hyphenated
names or technical terms. For this fine control, place the insertion point where you want to
insert a hyphen, and then do one of the following:

• For a word that is always hyphenated and can be separated onto two lines, such as
"two-thirds," press hyphen (-).
• For a word that is always hyphenated and can't be separated on two lines, such as
"Lydia Brown-Smith," press CTRL+SHIFT+hyphen (-).
• For a word that can be hyphenated, but only when it's necessary to split the word onto
two lines, press CTRL+hyphen (-).

4.6.2 Creating columns within a text box

Use either of these two approaches;

a). Shortcut by Right clicking

Right-click the text box that you want to change, and then click Format Text Box.
In the Format Text Box dialog box, click the Text Box tab, and then click Columns.
In the Columns dialog box, type or select the number of columns you want in the Numbers
box, and then type or select the spacing value (gutter amount) you want in the Spacing box.
Click OK twice.

b). Format Menu option

1). Select the Text box, which you want to add columns
2). On the Format menu, select Textbox.
3). In the Format dialog box, click the Text Box tab and click Columns.
4). In the Columns dialog box, type or select the number of columns you want in the
Numbers box. Type or select the number of columns you want in the Numbers box.
Type or select the spacing value you want in the Spacing box.
5). Click OK to return to the previous dialog box. Click OK.

4.6.3 Resizing text

Text may not fit in the defined text frame. Publisher displays A… below the text frame.
To resize the text block
1). Click the text block using the pointer tool.
2). Position the pointer on the selection handle and drag to resize.

To move the text block in publisher:

1). Click the text block using the pointer tool.

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 2). Position the pointer tool on the object and hold down the left mouse button.
3). Drag the text object to a new position.

4.6.4 Connect text boxes

4.6.5 Fitting Text in a Textbox

Can’t see all text in the text box?

(overflow: Text that does not fit within a text box. The text is hidden until it can be flowed
into a new text box, or until the text box it overflows is resized to include it.),

Fit text in a text box

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If you type or import more text than the text box can hold, Publisher stores the extra text in
overflow, where you can't see it. Here are some ways to make the text fit into the text box.

Fit text automatically

1. Click anywhere in the text.

2. On the Format menu, point to AutoFit Text, and do one of the following:
o To reduce the point size of text until there is no text in overflow, click Shrink
Text On Overflow.
o To shrink or expand text to fit in the text box when you resize the box, click
Best Fit.

Fit text manually

Here are some ways to fit text in a text box manually:

• Change the size or font of the text.

• Delete text.
• Increase the size of the text box.

4.6.6 Check a publication for misspellings

1. Click the text box (text box: A movable, resizable container for text or graphics. Use
text boxes to position several blocks of text on a page or to give text a different
orientation from other text in the document.), table frame (frame: A space, shown
onscreen as a box, that contains a particular element of your publication. Types of
frames include text boxes, table frames, and picture frames.), or
AutoShape (AutoShapes: A group of ready-made shapes that includes basic shapes,
such as rectangles and circles, plus a variety of lines and connectors, block arrows,
flowchart symbols, stars and banners, and callouts.) that you want to check.
2. On the Tools menu, point to Spelling, and then click Spelling.
3. In the Check Spelling dialog box, click the option you want for each word that
appears in the Not in dictionary box.

You can leave the spelling of the word as it is, change it, or add the word to the
dictionary so that Publisher ignores it when you use the Spelling feature again. You
can ignore or delete repeated words.

4. To check the spelling in every text box, table frame, and AutoShape in the current
publication, select the Check all stories check box.
5. To stop the spelling checker before it has finished, click Close.

Note Publisher can check for misspelled or repeated words in text boxes, table frames, and
AutoShapes, but cannot check Mail Merge fields or WordArt. For form controls, Publisher
can check text in option button and check box labels but cannot check the default text (default

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text: Sample text for Web page visitors. This text will appear in the Web form control,
assisting visitors in entering information.) for command buttons, text boxes, or list boxes.

Select Spelling options

Click the text box, table frame, or AutoShape you want to check.
On the Tools menu, point to Spelling, and then click Spelling Options.
Make sure that any of the spelling options you want are selected.
Click OK.
4.6.7 Importing a Document from a word processor
To import text from a Word Processor to Publisher
1). On the File menu, click Import Word Document
2). In the dialog box select the file then click OK
3). The text is pasted onto the printable area.

4.7 Editing text and graphical objects

Deleting text and text objects
To delete some text in Publisher:
i). Click the Text tool and highlight text
ii). Press Delete or Backspace key.

To delete a text object :

Click the Pointer tool, then click the text frame.
Press the Delete or Backspace key.

4.8 Inserting pages and page numbers

To insert pages
From Insert menu click Page or press Ctrl + Shift + N. A dialog below appears where you can specify
the number of pages to be inserted and where either before or
after the current page. You also select options.

To insert duplicate pages instead of copy paste from Insert

menu click Duplicate pages or press Ctrl + Shift + U.

Deleting pages to the publication

While the publication is open turn to the page you want to
delete. Right click the page tab and select delete command, or
from Edit menu select Delete page where by it deletes the
active page.

To insert page numbers

From Insert menu click Page Numbers. A dialog like one shown
appears.

To insert Headers and footers

From View menu click Header and Footer. The Header and Footer toolbox box appears just like in
Ms Word.

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4.10 Text formatting
To format text just like the other packages it must be selected. On the formatting toolbar choose font
style, size and other attributes.

4.10. 1 Line spacing and indentation

Line and paragraph spacing
Line spacing determines the amount of vertical space between lines of text in a paragraph. By
default, lines are single-spaced, meaning that the spacing accommodates the largest font in
that line, plus a small amount of extra space. If a line contains a large text character or
graphic, Publisher increases the spacing for that line. To space all lines evenly, specify an
exact amount of spacing by entering a value followed by a unit of measurement (inches,
centimeters, picas, points, or pixels).
Change line or paragraph spacing

Change the space between paragraphs

1. Select the text you want to change.

2. On the Format menu, click Paragraph, and then click the Indents and Spacing tab.
3. Under Line spacing, do either of the following:
o In the Before paragraphs box, type or select the amount of spacing you want
above the paragraph.
o In the After paragraphs box, type or select the amount of spacing you want
below the paragraph.

Tip

The default value for space before or after paragraphs is displayed in points. You can
specify other measurement units by typing the abbreviation for them after the
numerical value: inches (in), centimeters (cm), picas (pi), points (pt), or pixels (px).
When you specify a unit other than points, Publisher converts the measurement to
points.

Set automatic spacing between lines of text

1. Select the text you want to change.

2. On the Format menu, click Paragraph, and then click the Indents and Spacing tab.
3. Under Line spacing, in the Between lines box, type or select the amount of spacing
you want between lines of text.

Tip

The default value for space between lines is displayed in spaces (sp). If you type a whole
number, Publisher interprets it as a number of spaces. You can specify other measurement
units by typing the abbreviation for them after the numerical value: inches (in), centimeters
(cm), picas (pi), points (pt), or pixels (px). When you specify a unit other than spaces,
Publisher converts the measurement to points.

Paragraph Indent

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Create or modify a paragraph indent

Automatically indent the first line of paragraphs

1. Select the paragraphs you want to change.

2. On the Format menu, click Paragraph, and then click the Indents and Spacing tab.
3. Under Indentation, in the Preset list, click 1st Line Indent.

Create custom indents

1. Select the paragraphs you want to change.

2. On the Format menu, click Paragraph, and then click the Indents and Spacing tab.
3. Under Indentation, type or select the amount of indentation you want.

Tip
The default measurement units for indents are displayed in inches. You can specify other
measurement units by typing the abbreviation for them after the numerical value: inches (in),
centimeters (cm), picas (pi), points (pt), or pixels (px). When you specify a unit other than
inches, Microsoft Publisher converts the measurement to its equivalent in inches.

Create a hanging indent

In a hanging indent, the second and subsequent lines of a paragraph are indented more than
the first line. Common uses for the hanging indent are resumes and bulleted and numbered
lists.

1. Select the paragraphs you want to change.

2. On the Format menu, click Paragraph, and then click the Indents and Spacing tab.
3. Under Indentation, in the Preset list, click Hanging Indent.

Removing an indent

1. Select the paragraphs you want to change.

2. On the Format menu, click Paragraph, and then click the Indents and Spacing tab.
3. Under Indentation, in the Preset list, click Flush Left

4.10.2 Bullets and numbering

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4.10.3 Superscript and subscript
To format text to superscript or subscript:
Highlight the text then from the Format menu>Font mark the Superscript or Subscript and click OK.

4.10.4 Drop Cap

1. From Format menu click Drop Cap.
2. Select either Drop Cap tab to see fig, (a) or Custom Drop Cap to see fig. (b).Using Custom
Drop Cap is just like Drop capping in Ms Word.

Fig. (a) Fig. (b)

4.10.5 Tracking, scaling and kerning
Adjust tracking and kerning

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 Adjust tracking
To change the spacing between all text characters, you need to adjust tracking. Tracking is
available only if you are working on a print publication.

1. Select the paragraphs you want to change.

2. On the Format menu, click Character Spacing.
3. Under Tracking, do one of the following:
o To adjust tracking automatically, click one of the preset spacing options.
o To adjust tracking manually, click Custom, and then enter a percentage
between 0.1% and 600% in the By this amount box.

Adjust kerning

To change the spacing between two specific text characters, you need to adjust kerning.

1. Select the two characters you want to change.

2. On the Format menu, click Character Spacing.
3. Under Kerning, click Expand or Condense to adjust spacing, and then enter a
percentage between 0.1% and 600% in the By this amount box.

Shrink or stretch the width of text characters (scaling a character)

Scaling is shrinking or stretching the width of a text characters to take the size you want and
is only available only if you are working on a print publication.

1. Select the text characters you want to change.

2. On the Format menu, click Character Spacing.
3. Under Scaling, enter the percentage amount that you want to shrink or stretch your
text.

You can view an example in the Sample box at the bottom of the dialog box.

4.11Creating and formatting a Table in Ms Publisher

You can use a table to organize data or create a card/receipt.

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Add borders, fills, and effects to a table

You can add patterned borders and border art or transparent, gradient, texture, or pattern fill
effects to tables only if you are working on a print publication. If you are working on a Web
publication, you can apply solid borders and solid fills.

Before you begin any of the following tasks, do the following:

1. Select the cells you want to change.

2. Right-click the table, and then click Format Table.

The Format Table dialog box will appear.

To add Table borders

To create gridlines that print, you need to add a border around every cell in the table. From
Format menu select Table. The Format Table dialog box appears. Select the preset with cell
border and line style you want, then click OK.

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 Add, change, or remove a line border

• Under Line, select the options you want, and then click OK.

Add colors or patterns to cells or to an entire table

• To add fills or fill effects to cells, rows, or columns, click the arrow next to the Color
box and then select the options you want.

Make cells transparent

• Under Fill, move the Transparency slider to get the percentage of transparency you
want

Format a table's size, layout, and cell properties

1. Select the cells you want to change.
2. Right-click the table, and then click Format Table.
3. In the Format Table dialog box, click the tabs along the top to find the options you
want, and then enter your formatting changes.

For example, to change the margins in a cell, click the Cell Properties tab, and then
select the options you want under Text Box Margins.

4.12 Fill and stroke

Filling refers to applying a solid colour or patterns to a drawing, while stroke refers to line style. To
apply background and stroke;
1). Select the object
2). On the Format menu, click Style

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4.13 Wrapping text around a picture

Formatting graphical objects

Cropping a picture
Resizing a picture only enlarges or condenses the picture while cropping reduce the size of a
picture by cutting off unwanted edges. To crop a picture proceed as follows;
1. Select the picture you want to crop
2. On the picture toolbar, select the crop tool
3. Position the crop tool over a cropping handle
4. To crop one side, drag the centre handle on that side
5. To crop evenly on two opposite sides at once, hold down CTRL as you drag a centre handle.
6. To crop evenly on all four sides at once, hold down CTRL as you drag a corner handle.

Rotating Objects
Select the object then hold down Ctrl key and rotate the green handle clockwise or anticlockwise.
NB: When you select the object, hold down the control key and drag the green rotation handle, it
creates a copy.

Arranging objects (ordering/ overlapping objects)

If an object is hidden by another, you need to arrange them in order of priority by,
1). Select the object you want to be in front or send to the back.
2). On Element menu, point to Arrange.
3). Select an arrange option from the list.

Move an object forward or backward

1. Select the object you want to move.

If the object is hidden, select any object, and then press TAB or SHIFT+TAB until the
object you want is selected.

2. Do one of the following:

Bring an object one step closer to the front

On the Arrange menu, point to Order, and then click Bring Forward.

Bring an object to the front of the stack

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On the Arrange menu, point to Order, and then click Bring to Front.

Send an object one step toward the back

On the Arrange menu, point to Order, and then click Send Backward.

Send an object to the back of the stack

On the Arrange menu, point to Order, and then click Send to Back.
Tip
To move more than one object at once, hold down SHIFT and click everything you want to
select, and then release SHIFT.

Grouping and ungrouping objects

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It is crucial if you have several objects in a publication to be grouped together. To group use either of
the two approaches;
1). Hold down shift as you click each object
2). From Arrange menu select Group or press Shift + Ctrl + G in the keyboard.

Or

4.9 Printing a Publication

To print a publication:
1. From File menu, click Print. A dialog box appears.
In the dialog box that appears specify the following:
o select the printer to use
▪ Range to print if you do not want to print
whole document in the Ranges box.
▪ Number of copies to print per page in the
Number of copies box.
▪ Whether to print Blank pages or not.
▪ Whether to print both pages
▪ The print orientation

2. Click Print to start printing

Revision questions
1. Define the term artwork.

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2. What is publishing? Howe is desktop publishing a unique form of publishing?
3. List any four application window layout components found in a typical desktop publisher.
4. Explain the function of each of the following tools:
a). pointer tool
b). rectangle
c). text tool
d). rotate tool
5. Why are master pages important in a publication.
6. Differentiate between margins and columns guides.
7. How can you caliberate rulers to measure in millimeters?
8. Explain how you can draw a triangle of height 5cm and base 6 cm.
9. Why do you need to lock margins or objects in a publication.
10. Explain the following:
a). font type style
b). line stroke
11. How can you import a graphic into the publication
12. To change the page orientation to wide, click _______________ then __________________
and select _________ from the _______________________ dialog box.
13. To fill a polygon, click ______________ then select ________________ and ____________
from the dialog box.
14. Rotating means changing the __________ of an object.
15. The _________ tool is used to change the zoom settings of the application window.
16. _______ means cutting off the unwanted edges of a graphic object.
17. The small black objects that appear around a selected graphic are called ________________.
18. Expert tracking means _____________ while Kerning means __________________.
19. How can you change the boldface and font size of selected text at once?

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5.0 INTERNET AND E-MAIL
Objectives
By the end of the chapter, be able to:
a). Define internet
b). Explain the development of internet
c). Explain the importance of internet
d). Describe internet connectivity
e). Identify internet services
f). Access internet
g). Use e-mail facilities
h). State the moral, social and spiritual issues that may emerge through access to the internet

5.1 Definition of the Internet

Internet can be defined as:
1. Internet is a large network of networks that covers the whole world and enables millions of
computers from different organizations and people to communicate globally; or
2. Internet is a vast network of networks ; or
3. Largest net of networks; or
4. Internet is a world-wide computer network linking countless thousands of computer networks,
through a mixture of private and public data and telephone lines
Internet is sometimes called the Information Superhighway because of its large size and great
volume of information that passes through it.
Computer Network is formed when two or more computers are connected together to enable
communications among them

5.2 History of Network

The Department of USA defense established an agency to fund a project to allow dissimilar
computers to communicate with each other through a WAN. This project started in 1969 and it
was referred to as ARPHANET (Advanced Research Projects Agency Network). The military
intention was to build a network that could continue to work in the event of war even if parts of the
network were disabled. ARPHANET connected four universities which were the University of
California at Los Angeles Stanford Research Institute, the University of California at Santa
Barbara and the University of Utah.
In 1982 the Defence Communications Agency (DCA) and DARPA(Defense Advanced Research
Projects Agency) established a protocol, known as Transmission Control Protocol and Internet
Protocol (TCP/IP), as the standard connection protocol used on the ARPHANET.
The conversion of TCP/IP on the ARPHANET was completed in January 1983, and the term
“Internet” came into use in place of “the Internet Protocol (IP)”. The Internet Activities Board was
formed so as to oversee activities regarding Internet.
National Science Foundation Network was established 1986 which established a network
connecting Five supercomputer centres to enhance and network research capabilities in the
United States (US).
As the number of computers connected to the Internet grew, the Internet work bone grew to a
1.54 Mbps WAN in 1988 and a 44.736 Mbps WAN in 1992. Today the internet has grown and
covered the whole world.

5.3 Importance of Internet

- Increased productivity
Staff in a company don’t waste time moving from one office to another to pick a document
hence promoting output.
- speedy and inexpensive communication
- Internet provides a speedy, inexpensive and convenient 24-hours world-wide service means of
communication via its electronic mail facility.
- Improved research tool: Internet is well-stocked research tool, which is able to provide any kind
of information.
- Sharing of resources and information : Devices like printers scanners and all files containing
any information can be shared.
- business transaction
- leisure

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 - news and information dissemination
- Communication services: It attains three forms as follows; like E-mail, Chat (real-time one-to-
one or group conversation, with discussions in typed form), Conferencing (dynamic exchange
of all kinds of information where each participant contribute responses to any items in the
conversations. The participants are at different geographical locations.
- Education like Virtual learning whereby students log on to the Internet to attend classes.
- Software downloading: there is a large variety of software on the Internet that users can
download and use i.e Public domain (free) software.
- E-commerce like online shopping, online Banking, online travel, arrangements.

5.4 Internet Connectivity Requirements

For one to access the Internet the following requirements should be put in place:
a). Data terminal equipments – which are devices used to process, host and transmit data on a
network e.g. computer mobile phones and personal digital assistants (PDAS).
b). Transmission media – refers to physical or wireless pathways used to transmit data and
information from one point to another e.g. telephones lines, radio waves, microwaves and
satellite.
c). Telecommunication lines – A computer is connected to the external World through a telephone
line and has to dial a remote computer via modem on the net to establish connection for data
transfer. Dial up connection is slow and unreliable and is being replaced by Dedicated digital
leased lines and fibre optic cables.
d). Modem
The modem is a special digital to analog interface card connection, via telephone or cable- T.V
lines between your computer and a computer network that provides Internet access. Modem is a
short form for Modulator – demodulator. Modem changes data from digital to analog (modulation)
so as to be transmitted on telephone lines and on receiving end the data is changed from analog
to digital (demodulation) for computer to understand.
The Modem may be external (a separate box connected to your CPU);or internal *built into your
CPU so that you do not see it).
The wires that carry information between your computer and the outside world are plugged into
your modem, which in turn allows your computer and the outside world to connect to the Internet.

e). Satellite transmission – is used for intercontinental transfer of data by having satellite base
stations transmitting the data through a wireless uplink channel to the satellite. The satellite then
sends the data signal to the base station on another continent where it is picked up and sent to
telephone exchanges for transfer to the destination computer.
f). Internet Service Providers (ISP’s)
ISP’s are companies that offers Internet services to end users through dial-up connections as
well as broadband services at a fee. There are several ISP services from which a user specifies
the one he/she needs. These include:
i). Limited access – this offer is for those who doesn’t need the service all the time. the user
sub-scribes for only the number of hours he/she needs the service per day.
ii). Unlimited Access - this is meant for those users who need to be connected to the Internet all
the time (24 hours).

Factors to consider when choosing an ISP

• Ease of use- do they provide you with a simple –to-install set of software that will get you
online with no hassle?
• Support – will they provide you with the help you need? Do they offer 24 hours customer
support or offer services only during business hours?
• Cost – consider setup costs, monthly costs and toll costs for extra hours of use.
• Services – should provide up-to-date tools and software to provide e-mail and Internet
access.
• Trial – can you try out the services before you buy?
• Content – if you are interested in the information available within a service you should check
out their promotional material.
• Performance – watch out for sluggish performance during peak hours or excessive down
time. also ask people who have accounts with the provider about performance to assess.
• Privacy – do they have a solid privacy policy? will they assist you in how to filter undesirable
content?

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 Examples of ISP’s in Kenya and Africa:
o Africa Online
o Nairobinet
o Wananchi Online
o KenyaWeb
o Formnet
o Telkom
o Access Kenya®
o Swiftglobal®
o Bidii.com
o Interconnect
o Todays Online

g). Internet Software

Communication software is required to manage your connection to Internet. Windows already
has built-in communications software to access the Internet. Internet software help facilitate your
access to Internet.
To access internet services, a computer must be installed with an Internet protocol, a browser
and e-mail client.

Internet protocol
To achieve communication between computers and telecommunication devices that have
different hardware and software configuration a special software called Protocol is needed. A
protocol is a set of rules that governs how two computers can send and receive data on the
network.
There two types of protocols used with Internet:
i. Transmission control protocol (TCP)
It governs how data is transferred from one computer to the next.
ii. Internet Protocol (IP)
It determines the addressing system on the Internet.

Browsers
✓ Is a special program that lets the user surf or browse the internet
✓ A web browser can also be defined as a program used for displaying and viewing pages on
the World Wide Web. The most common Web Browser are:
• Netscape Navigator
• Internet Explorer
• Mozilla browser
Before accessing the Internet, a person must start the Browser software.

E-mail software
E-Mail software is a communication software specifically designed and developed to help a person to
compose, send and receive (read) text documents on the internet. Both the sender and the receiver
MUST have an e-mail address. Examples of e-mail software:
Microsoft Outlook Express, Eudora, Yahoo mail, GMail, etc.

5.5 Internet Services

a). E-mail
This is the exchange of electronic letters, data and graphics on the Internet.
b). Electronic learning (E-Learning)
Can be defined as:
- The use technology to deliver learning and training programs using interactive medias such as
CR-ROM, Internet, wireless and mobile media to facilitate learning; or
- Learning through interaction with special programs on the computer.
c). Electronic Commerce (E- commerce)
Is the trading in the internet where goods and services are sold over the Internet. The Internet
gives an opportunity for sellers of goods to advertise them on the websites where the consumers
can be able to place an order from any corner of the World. Payment is done via internet’s -
commerce.

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 Advantages of E-commerce
- Company can access customers all over the world and is not limited by space and time.
- It has allowed companies to create lo0w cost distribution channel
- It has created opportunity to new companies to enter previously impenetrable markets.
- Small companies have established websites to auction / advertise their goods reducing
operation costs and increasing sales.
d). World wide web
- WWW is a vast virtual space on the Internet where information pages called websites are installed;
or
- WWW is a vast virtual space on the Internet where information is made available; or
- WWW is a wide area hypermedia information retrieval initiative that aims to give universal access
to a large universe of documents.
The World Wide Web is driven by two fundamental technologies: HTTP and HTML. HTTP is the
Hypertext Transfer Protocol that controls how Web servers and Web browsers communicate with
each other. HTML is the Hypertext Markup Language that defines the structure and contents of a Web
page.
In order to connect a network to the internet, the local area network needs an Internet Server. This
server is given the name World Wide Web (WWW) and has all the information that others on the
internet access. This information is made available on:
Web pages
A web page is a single screen of information, which may contain text, images, animation, sound and
video. You view a web page via the web Browser software.

A website
Is a collection of web pages, or other resources located on a web server. The first page on a website
is called a home page.

Individuals and organizations establish Websites where their web documents can be placed for easy
access by external world. These sites are a special address called Uniform Resource Allocation
(URL) is used to access them.

Web portals – offer specialized services such as searching, e-mail, sports updates, financial, news
and links to selected websites.
A blog – a website that contains personal information which can easily be updated.
Multimedia sites contain photos, movies, music, web TV and internet radio. They are meant for
entertainment.
Examples of WWW Client programs are:
(i). Internet Explorer
(ii). Netscape
(iii). Mosaic
(iv). Lynx
(v). Charlotte

Links
To get from one Web page to another within a website, or another Web sites altogether, you have to
find Hypertext or Hypermedia on the Page you are viewing.
Hypertext - a system of storing images, text, and other computer files that allows direct links to
related text, images, sound, and other data
Hypermedia – (multi-media hypertext system): a hypertext system that supports the linking of
graphics, audio and video elements, and text. The World Wide Web has many aspects of a complete
hypermedia system.

e). Internet fax

Internet provides you with complete fax facilities from your computer. You can configure fax
settings, send and receive faxes, track and monitor fax activity and access archived faxes.
f). Instant messaging - this a messaging service that allows two or more people to communicate
directly. To get the services, you must first register with an instant messenger such as
Yahoo!messenger.
g). Newsgroup

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 These are organized groups of Internet users who wish to share ideas and interests. Once you
join a newsgroup, you can participate in discussion forums and debates.
h). News media on the net
All major media houses post their daily news on the Internet for clientele to access.
i). Health information
Through Internet we can get latest medical news and research findings for practitioners and
scholars.
j). Music and entertainment on the net
You can listen to music on the web and watch video clips if the computer is multimedia.
k). Chatting on the net
People can sign into a chat room and exchange ideas freely through discussions.
Try accessing www.try.com to see listings of chat topics you can participate in on-line.
(l) Searching :Search engines
Can be defined as:
o Special programs that help the user easily search for information on the internet.
o Special programs that maintain lists of hyperlinks available; or
o It is a program that searches documents for specified keywords and returns a list of the
documents where the keywords were found; or
o Are special programs that allows the user to type keywords that are run against a database.
Common search engines include:
Google (http:// www.google.com )
Hotmail (http:// www.hotmail.com)
Yahoo (http:// www.yahoo.com)
Alta Vista (http:// www.altavista.com)
Excite (http:// www.excite.com/search)
hotBot (http:// hotbot.lycos.com )

Multi-threaded search engines are search engines that allow the user to search multiple
databases simultaneously via a single interface.

5.6 Accessing the Internet

Before accessing the Internet, a person must start the Browser software.

a) Log-in / Sign – in
Before you can have access to any mail box, the process of authentication must be done. This is
done by providing the correct user name and password for that account.
Logging-in/signing-in: is the process of authenticating yourself to the computer so as to be
allowed to check the contents (mails) in a mail box.
You will only be allowed entry after provision of the correct username and password. This is
normally for ensuring that there is enough security in storing mails in the internet.
To access the Website, type the full address of the website in the address bar then press enter
key or go icon. Some websites allow free access to all their pages by visitors while others require
people to be members hence a new visitor has to register (sign up).
b) Browsing / surfing
Browsing / surfing is the process of accessing Internet resources like web pages and websites,
using URL address or Hyperlinks.
c) Hyperlinks URLs and Search engine
Hyperlink are used to navigate from one web page to another. Cal also be explained as a text
or picture on an electronic document, especially web page that causes web pages to open when
the link is clicked.
Uniform Resource Locators (URLs) – is the Internet address of a particular Web page, it
connects the user to a particular website.

The URL has two basic parts

✓ Protocol – standard used to connect to the resource e.g. Hypertext Transfer Protocol
(http://) and file transfer protocol (ftp://). E.g. http://www.google.co.ke display Google
home page is displayed.
✓ Domain name – name of the web server where the resource is located.

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d) Downloading / saving / printing web content
Success of finding what you want online increases with experience.
Downloading
Is the transmission of data files or applications from the server on the Internet to your local
computer.
Free ware or shareware
Are software available on the web for free downloading. You do not have to pay to use them.
Basic guidelines to note when downloading something:
1) Be careful about Beta (or evaluation) software since these are not fully tested programs and
they could end up damaging your computer.
2) Only download software from trusted sites, so that you do not risk getting viruses.

Downloading procedure
1. Right click the hyperlink to the file
2. On the shortcut menu, click the Save target as command.
3. After some searching the Browser displays the Save As dialog box. Specify the folder or drive
where the file is to be saved then type a unique name for the file in the name box.
4. Click the Save button and the download progress dialog appears on the screen. Unless
otherwise selected, the download will notify the user at the down load process.
5. Open the file in its application to view it.

Printing
To print a file, open it in the application in which it was created then send it to the printer for printing.
You can also print a web page directly from the browser window by clicking File then Print.

5.7 Electronic Mail (E-mail)

E-mail refers to the sending and receiving of electronic letters ands documents on the internet.

E-mail software
E-Mail software falls under special application packages communication software specifically
designed and developed to help a person to compose, send and receive (read) text documents on the
internet. Both the sender and the receiver MUST have an e-mail address.
The e-mails are usually stored in separate folders as described below:
Inbox – all incoming e-mails are stored here.
Outbox – contains e-mails that are waiting to be sent.
Sent – contains the e-mails that have already been sent.
Drafts – contains e-mails that have being worked on, and are not yet ready been sent.
Deleted items – contains e-mails that have been deleted. You can recover a deleted e-mail as long
as you have not emptied this folder.
Spam – contains mails from suspected sites e.g. may contain computer viruses.

An e-mail address directs the computers on the Internet on where to deliver the e-mail messages. A
typical e-mail format is described below:
Format: Username@Internat_address
Example: [email protected]
[email protected]
Each user ID is made up of two components: Username and Internet domain separated by an @ sign.
1) fauzifa – is the User name/ personal identifier and is usually coined by the user during e-mail
account registration.
2) @ is the symbol for ‘at’ which separates the username from the rest of the address.
3) Yahoo.com – is the name of the Host computer in the network i.e. the computer on which the
e-mail account is hosted.
4) The period “.” Is read as dot and is used to separate different parts of the e-mail address.
5) Com identifies the type of institution offering a particular service(s) and is called the domain
name.
6) .ke - is the country indicator.

Other domain names are

.com – commercial institution

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.gov – government
.net – network centre
.edu – educational institutions
.mil – military site
.org – organizations
Most network addresses end with a country code, such as:
.ke – for Kenya
.ug – for Uganda
.tz – for Tanzania
.jp – for Japan
.au – for Australia
.uk – for United Kingdom, etc.
The two letter extension is added after the domain name to show the country where the cite is located
e.g. [email protected]

E-mail facilities
1). Mails
a) Checking mails
In order to check mail the user has to open the e-mail account by providing the correct user
name and password. In e-mail account, click the inbox folder command to view link list of all
received mails.

b) Compose e-mail
Composing implies writing. To compose click the compose command. The command header
element in the new e-mail window are:
To: here, you enter the e-mail address of the recipient.
From: here, your e-mail software will enter your address automatically.
Subject: should contain a few words outlining the nature of your message. It is not mandatory to
enter something here, but it generally helps the recipient to know what is contained in the e-mail.
Cc: stands for Carbon Copy, and is used to copy an e-mail to other recipients. The main
recipient is able to see who the e-mail has been copied to.
BCC: stands for blind Carbon Copy, meaning that a copy of your message is sent to an extra
address, without any indication of that action appearing in the main recipients copy of the
message.
Date: the date and time the message is sent are indicated automatically from e-mail software.
Attachments – the name and location of any file you may be sending along with the e-mail.

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c) Sending e-mail
To send mail, type the correct e-mail address of the recipient in To: text box, type your letter then
click Send command.
d) Forward e-mail – a received mail can be forwarded to another recipient. After reading click
Forward command and then provide the address of the recipient.

2). File Attachment

E-mail software enables a person to attach other files like pictures, music, movie clips, etc. the source
of attachment files can be from the hard disk or other storage devices e.g Flash disk.
To attach click the Attach button on the window; or
i. Click the Insert menu then File Attachment. A dialog box appears where you choose the file
you want to attach.
ii. Select the file then click the Attach button. An attachment bar is inserted in the e-mail window
with a name of the file you choose.
iii. Click Send to send the e-mail.

3). On-line meeting

It’s possible to hold on-line meeting with people by sending mails to them. E.g. on-line interviews may
involve a person sending electronic mail composed of interview questions to a recipient who can read
and question back.

4). Telephone messages

Because of integration between mobile telephony and the Internet technology, wireless Access
Protocol (WAP) makes it possible to send e-mail to a mobile handset and a mobile message to e-mail
account.
5). Contact management
Most mails programs allow the user to develop an address book which holds contact information like
e-mail address of different people. To create a new contact:
i. Start e-mail window
ii. Tools menu / Address book.
iii. From the address book window click File then Contact.
iv. Click the Name tab and enter the contact details, then click Add.
v. Close the contact window then the address book.

5.8 Accessing Information on Emerging Issues

Internet is a storehouse of information, presented in the from of text, documents, pictures, sound and
even video. Emerging issues refers to things like HIV/Aids, drug Abuse, moral issues and
environmental issues.

5.9 Effect of internet on the society

Although internet is such an important resource, it has also brought with it some challenges. These
include;
• Accessibility of dirty sites such as pornography by the young hence affecting their morals.
The solution is to restrict the known offensive sites using filter programs such as CyberPatrol,
Cybersitter or net Nanny.
• Security and privacy – Internet has made it easy for criminals to illegally access
organizations private information hence posing security concerns. To improve on security,
install a Firewall and antispyware programs.
• Spread of malicious software – which includes Viruses, Trojan horse and worm. This
results in frustration and loss of data. Install Internet security program and update it regularly.

Revision questions
1. Define the term Internet
2. What is the difference between internet and Internet?
3. Explain the concept of web page.
4. Explain the following internet address http:// ww.google.com in reference to the structure of a
URL.
5. What is Internet telephony?

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6. Describe the history of the Internet.
7. What is the world wide web (www)?
8. What is a browser software?
9. Draw a sketch of a simple browser toolbar and label its shortcut commands or icons.
10. Explain the process of loading a website in your browser.
11. List four e-mail services.
12. What is file download? Explain the procedure.
13. Explain the meaning of the word hyperlink.
14. Give three steps that you would follow to search for information on the web.
15. What would you do if a website refuses to load in the browser with the first attempt?
16. What is a search engine?
17. Explain the meaning of the term Internet Service Provider (ISP)
18. What three things apart from the computer itself are needed to connect to the Internet.
19. Explain the term modem.
20. What is a protocol? Write the following in full: TCP/IP, HTML,

6.0 DATA SECURITY AND CONTROL

Objectives
By the end of the chapter you should be able to:
a). Define the terms data security and privacy
b). Identify security threats on ICT and possible control measures
c). Identify types of computer crimes
d). Discuss laws governing protection of information and communication technology

6.1 Data Security and Controls

Data security is the protection of programs and data in computers and communication systems,
against unauthorized modification, destruction, disclosure or transfer, whether accidental or
intentional.

It involves:
- Protection of data and information against access or modification
- Denial of data and information to unauthorized users
- Provision of data and information to authorized users.
Data control is the measure taken to enforce the security of programs and data.

Data and information privacy

Private data or information is that which belongs to an individual and must not be accessed or
disclosed to any other person unless with direct permission from the owner.
Confidential data – data or information held by a government or organization about people , must
be protected against unauthorized access or disclosure.

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6.2 Data security core principles
Also referred to as information security. They are; Confidentiality, Integrity and Availability.

Confidentiality
Sensitive data or information like employees details, business financial ,etc belonging to the
organization or government should not be accessed by or disclosed to unauthorized people.

Integrity
Means that data should not be modified with without owners authority.

Availability
Information must be available on demand.

6.3 Security threats and control measures

Threats from malicious programs

These programs affect the smooth running of a system or carry out illegal activities. A good
example is a virus.

Viruses
The term virus stands for: Vital Information Resource Under Siege
A virus is a program that will change the operation of the computer without the user’s information.
Viruses attach themselves to computer files called executable files such that any time such
programs are run a copy of the virus is sent out. So it duplicates itself continuously.
Therefore a computer virus can be defined as:
- A self -replicating segment of computer code designed to spread to other computers by
sharing “infected” software.
- A destructive program that attaches itself to other files and installs itself without permission on
the computer when the files are opened for use.
- A program that can pass a malicious code to other non-malicious programs by modifying
them.
- A program or code that replicates itself and infects other programs, boot and partition sectors
or documents inserting itself or attaching itself to the medium.

Types of computer viruses

▪ Boot sector – they destroy the booting information on storage media.
▪ File viruses – attach themselves to files
▪ Hoax viruses – come as e-mail with an attractive subject and launches itself when e-mail is opened.
▪ Trojans Horse – they perform undesirable activities in the background without user knowledge.
▪ Backdoors – may be a Trojan or worm that allows hidden access to a computer system.
▪ Worms – it attaches it self on non-executable files and it self-replicates clogging the system
memory and storage media. When a document is emailed the worm travels with it and through that
easily spreads to other computers on a network.
▪ A logic bomb – infects a computer’s memory, but unlike a virus it does not replicate itself. A logic
bonb delivers its instructions when it is triggered by a specific condition, such when a particular
date or time is reached or when a combination of letters is typed on a keyboard. A logic bomb has
the ability to erase a hard drive or delete certain files.

Note: The main difference between a virus and a worm is that a viruses attaches themselves to
computer executable fifes while a worm attaches it self on non-executable files in the computer.

Symptoms of a computer affected by viruses

- Unfamiliar graphics or quizzical messages appearing on screen.
- Program taking longer to load
- Slow – down of the general operation
- Unusual and frequent error messages occurring more frequently
- Access light turning on for non-referenced devices
- Programs / files mysteriously disappearing
- Executable files changing size for no obvious reason.

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- Change in file size
- Loss or change in the file size
- Loss or change of data
- Disk access seeming excessive for simple tasks
- System crash
- Files and programs disappearing mysteriously
- Disk access seems excessive for simple tasks

Sources of virus into the computer system

- Copies of pirated software
- Fake computer games
- Freeware / Shareware and bulletin board programs that have not been checked for viruses.
- Using infected disks from vendors, consulting firms, computer repair shops and main-order
houses.
- Downloading and opening infected files from the Internet.
- Hackers intent on malicious destruction of networked systems to which they have gained
unauthorized.
- Infected proprietary (private) software
- Updates of software distributed via networks.
- E-mail attachments
- Contacts with contaminated systems e.g. diskettes, flash disks, CDs, etc.

Control measures against viruses

- Install the most latest version of antivirus software on the computer
- Avoid foreign diskettes in the computer system
- Avoid opening mail attachments before scanning for viruses
- Regular backing-up of all software and data files. Files back-up can be used to restore lost files in
the event of a system failure.
- When opening e-mails, user should not open attachments from unknown senders.
- All unlicensed software should be carefully examined before use.
- Always check for virus on portable disks when used to move files between computers.

Information system failure

Some of the causes include;
▪ Hardware failure due to improper use
▪ Unstable power supply as a result of brownout or blackout and vandalism
▪ Network breakdown
▪ Natural disaster
▪ Program failure

Control measures
▪ Use surge protectors and UPS to protect computer systems against brownout or black out which
causes physical damage or data loss.
▪ Install a Fault Tolerant system which has the ability to preserve the integrity electronic data
during hardware or software malfunction.
▪ Disaster recovery plans by establishing offsite storage of an organizations databases so that
incase of disaster or fire accidents, the backed up copies are used to reconstruct lost data.

Unauthorized access
Physical access to computer system should be restricted to ensure that no unauthorized person gets
access to the system.
Form of unauthorized access:
(i). Eaves dropping / wire tapping
This is tapping into communication channels to get information packet sniffers can eavesdrop on
all transmissions and activities on the system
(ii). Surveillance (monitoring)
This involves where a person may keep a profile of all computer activities done by another person
or people. The gathered information is used for other illegal works. Special programs called
cookies are used by many websites to keep track of your activities.

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(iii). Industrial espionage
Spying on your competitor to get information that you can use to counter or finish the competitor.
(iv). An employee who is not supposed to see sensitive data by mistake or design gets it.
(v). Strangers straying into the computer room when nobody is using the computers.
(vi). Network access in case the computers are networked and connected to the external world.

Control measures against unauthorized access:

1. Encrypt the data and information during transmission
Encryption is a process of encoding a message so that its meaning is not obvious;
decryption is the reverse process of transforming an encrypted message back into its normal
form. Data can only be read by person holding the encryption ‘key’. Alternatively the terms
encode and decode or encipher and decipher are used instead of the verbs encrypt and
decrypt.
2. Reinforce the weak access points like doors and windows with metallic grills.
3. Installing alarm systems and other security devices.
4. Keeping computer rooms locked after hours and when not in use.
5. Restricting access to areas with computers so that only authorized personnel are allowed to
use passwords.
6. Use file passwords
7. Use of magnetic token or ‘SAMRT’ card or fingerprint or retinal scan for identification.

Computer errors and accidental access

Errors and accidental access to data and information may be as a result of people experimenting with
features they are not familiar with. Also people may mistaken printing sensitive reports and
unsuspectingly giving them to unauthorized persons.

Control measures
1. Set up a comprehensive error recovery strategy in the organization.
2. Deny access permissions to certain groups of users for certain files and computers.

Physical theft
This involves the theft of computer hardware and software. It involves breaking into an office or firm
and stealing computers, hard disks, data and other valuable computer accessories by being taken
away by either an insider or an intruder. Most cases of theft are done within an organization by
untrustworthy employees of the firm {Inside job} or by an intruders (outsiders) for commercial,
destruction to sensitive information or sabotage resources.

Control measures
- Employ guards to keep watch over data and information centres and backup.
- Burglar proof the computer room.
- Reinforce weak access points
- Create backups in locations away from main computing centre.
- Motivate workers to feel sense of belonging in order to make them proud and trusted custodians of
the company resources.
- Insure the hardware resources with a reputable firm.

Trespass
This is the act of gaining access or entering into a computer system without legal permission.

Cracking
Refers to the use of guess work over and over again, by a person until he/she finally discovers a weak
in the security policies or codes of software. Alternatively refers to someone using his / her knowledge
of information systems to illegally or unethically penetrate computers systems for personal gain.

Hacking
Refers to when an individual intentionally breaks codes and passwords top gain unauthorized access
into a computer system, but without intent of causing damage.
Tapping

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Tapping is when someone gains access to information that is being transmitted via communication
links. Any information that is transmitted across a network is at risk of being intercepted, if appropriate
security measures are not put in place.

Piracy
Is the act of making illegal copies of copyrighted software, information or data.
To eliminate piracy
- Make software cheap, enough to increase affordability
- Use licenses and certificate to identify originals
- Set installation password to deter illegal installation of software
- Enforce laws that protect the owners of data and information against piracy.

Fraud
Refers to leaking personal or organizational information using a computer with the intention of gaining
money or information.
Example of fraud is where one person created an intelligent program in the tax department that could
credit his account with cents from all the tax payers. He ended up becoming very rich before he was
discovered.

Alteration
Refers to illegal changing of data and information with the aim of gaining or misinforming the
authorized users. When a system is compromised the data lacks reliability, relevance and integrity.
Example of data alteration are when students break into system to alter exam results, or someone
breaks into a banking system to change account details or divert money.

Spam
A spam is unsolicited electronic junk mail, often commercial, message transmitted through the
Internet as a mass mailing to a large number of recipients. Is send by a person gaining access to a
list of e-mail addresses and redirecting the e-mail through the Mail Server of an unsuspecting host,
making the actual sender of the spam difficult to trace. Spam is annoying, but usually harmless,
except in cases where it contains links to web sites. Clicking on these links may sometimes leave your
system open to hackers or crackers.

Junk – is meaningless or worthless information received through e-mail

6.4 Description and protection against computer crimes

Audit trail
Computer Audit Trails are used to keep a record of who has accessed a computer system and
what operations he or she has performed during the given period of time. Audit Trails are useful
both for maintaining security and for recovering lost transactions. Audit Trails help to detect
trespassing and alterations. Incase the system is broken into by a hacker; an Audit Trail enables
their activities to be tracked. Any unauthorized alterations can be rolled back to take the system
back the state it was in before the alterations were done

Data encryption
Data encryption is a means of scrambling (or ciphering) data so that it can only be read by the
person holding the encryption ‘Key or ‘algorithm’. The key is a list codes for translating encrypted
data – a password of some sort. Without the key, the cipher cannot be broken and the data
remains secure. Using the Key, the cipher is decrypted and the data remains secure. Using the
Key, the cipher is decrypted and the data is returned to its original value or state. Each time one
encrypts data a key is randomly generated. The same key is used by the data recipient to decrypt
the data.
Data encryption is a useful tool against network snooping (or tapping).

Log files
They are special system files that keep a record (log) of events on the use of the computers and
resources of the information system. The information system administrator can therefore easily
track who accessed the system, when and what they did on the system.

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 Firewalls
A firewall is a program or hardware that filters information coming through the Internet and
connection into your personal computer or network. Firewalls can prevent unauthorized remote
logins, limit or stop Spam, and filter the content that is downloaded from the Internet. Some
Firewalls offer virus protection, but it is worth the investment to install Anti-Virus software on each
computer.

Security monitors
These are programs that monitor and keep a log file or record of computer systems and protect
them from unauthorized access.

Biometric security – is unauthorized control measure that takes the user’s attributes such as
voice, fingerprints and facial recognition.

Authentication policies such as signing users log on accounts, use of smart cards and Personal
Identification Number (PIN).

Difficulty in detection and prevention of computer crimes

1. the crime might be complex
2. it’s not easy to find clear trail of evidence leading to the guilty party e.g. No finger prints
3. there are no witness
4. Few people in management and law enforcement know little about computers to prevent the
crime.

6.5 Policies and laws governing information security

Bodies governing data security internationally
- International Organization for Standardization (ISO)
- Information Security Forum (ISF)

Regulations and laws in Kenya, United Kingdom and USA that govern data processing and
information security.

ICT Related Acts in Kenya

- The Science and Technology Act, Cap.250 of 1977
- The Kenya Broadcasting Act of 1988
- Kenya Communication Act of 1998.

Kenya ICT policy

Was developed by the government to address issues of privacy, e-security, ICT legislation, cyber
crimes, ethical and moral conduct, copyrights, intellectual property rights and piracy. Down load a
portable document file (pdf) from the Government website titled National {Information &
Communications Technology (ICT) Policy, Ministry of Information & Communications, January 2006.}

United Kingdom Data Protection Act 1998

Protects an individuals privacy

Family educational rights and privacy act (USA)

Is a USA Federal law that protects the privacy of student’s education records. To release any
information from a student’s education record, there must be a written permission from the parent or
the student.

Security Breach Notification laws

Businesses, nonprofit and state institutions are required to notify consumers when unencrypted
personal information is compromised, lost or stolen.

Copyright and software protection laws

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Hardware and software are protected by either national or international Copyright, designs and
patents laws or Acts.

6.6 Laws governing protection of information

Computer Ethics – are the moral principles and values that govern the actions and decisions of
an individual or group. They serve as guidelines on how to act rightly and justly when faced with
moral dilemmas.

ICT Legislation – these are laws that govern what information can be kept about an individual
and how that information may be used. Any activity that contravenes these laws is considered
illegal.

In Kenya, the Copyright Act was amended in 1996 to include protection for computer programs
and software copyrights.
1. Data and information should be kept secure against loss or exposure
2. Data and information should not be kept longer than necessary
3. Data and information should be accurate and update.
4. Data should not be transferred to other countries without the owner’s permission.
5. Data and information should be collected, used and kept for specified lawful purposes.
6. To observe copyrights for those who create original works.

Some laws governing privacy and confidentiality have been created, and can be summaries as
follows:
1) No secret databases – no keeping of personal data exclusively secret in government or private
organizations.
2) Right of individual access – an individual must be able to find out what information about
themselves is recorded and how it is used.
3) Right of consent – information obtained for one purpose cannot be used for other purposes
without owner consent.
4) Right to correct – an individual must be able to correct or amend records of his or her
information.
5) Assurance of reliability and proper use – data must be reliable.

Effects of ICT on health

Some health concerns on the use of ICT devices such as computers and cellular phones are:
• Eye strain and headache – this can be controlled by taking frequent breaks, using TFT LCD
displays or antiglare screen on CRT monitors.
• Back and neck pains – use adjustable and right sitting posture
• Repetitive Strain Injury (RSI) – also known as repetitive motion injury or cumulative trauma
disorders results from fast repetitive tasks such as typing. This results in damage of nerves
and tendons. make sure correct use of the keyboard, and take frequent breaks in between.
• Noise – some noise, such as that of an impact printer, may leave a person with “ringing ears”.
Use non-impact printers, head mounted earphones and microphones.

Effects of ICT on the environment

Disposal of dead computer parts, consumption and emissions have resulted in environmental
pollution. Environmental Protection agency (EPA) has created the energy star compliance policy,
which coerces electronic components manufacturers worldwide to comply to acceptable levels of
environmental pollution and radiation.
Computer manufacturers are also avoiding excessive use of harmful chemicals such as
chlorofluorocarbons and nickel cadmium and other heavy metals in their productions.

Revision questions
1. Differentiate between private and confidential data
2. Why information is called a resource?
3. Explain any three threats to data and information.
4. Give two control measures you would take to avoid unauthorized access to data and information.
5. Explain the meaning of industrial espionage.

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6. Differentiate between hacking and cracking with reference to computer crimes.
7. What reasons may lead to computer fraud?
8. Explain the term “information security”.
9. Why would data and information on an externally linked network not be said to be secure even
after burglar proofing a room?
10. How can piracy be prevented in regard to data and information?
11. Define a computer virus.
12. Give four rules that must be observed to keep within the law when working with data and
information.
13. Give and explain two types of computer viruses.
14. What is a program patch? Why are patches important?
15. Explain the measures you would take to protect your computers from virus attacks.
16. What is data alteration? Explain its effects on data.
17. How can you control the threat of user errors to data and information?
18. Data and information security has recently become very important. Explain.
19. Explain tapping while dealing with computer crimes.
20. Why do we need copyrights for data and information?

ANSWERS TO REVIEW QUESTION AND REVISION QUESTIONS

1.0 WORD PROCSORS

Review Question 1.1
1. A computer program that enables a person to create, save, retrieve, edit, format and print text
based document.
2. (a). Writing letters
(b). Writing projects
(c). Writing reports
(d). Writing essays
(e). writing books
3. (a) Creating documents
(b). printing documents
(c). saving documents
(d). Formatting a document
4. One that is the initial copy for proofreading.
5. Making a document attractive by bolding, italicizing, bordering, colouring, etc.
6. Typeover – deletes current text at cursor position and inserts new text
Inserting – pushes old text away as new text is inserted at cursor position.
7. Moving a word to the beginning of a new line if it cannot fit at the end of the previous line.

Review questions 1.2

1. Microsoft Word, WordStar, Lotus, WordPro, WordPerfect
2. A group of shortcut command icons arranged on a single graphical structure.
3. Use passwords to prevent opening or editing.
4. Creating – typing text in a new document screen.
5. (i). Click File > Save AS Command
(ii). In the Save As dialog box, select a format type in the File of type box.
(iii). Click Save button to save
6. Moving of on screen pages up, down, left and right.
7. Helps the user to interact with the application because it displays the processing status of the
application.

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Review questions 1.3
1. Selecting a string of text in order to work with it as a whole e.g. a word, sentence or paragraph.
2. Copying – making a duplicate copy of text.
Moving – relocating text from one place in a document to another.
3. To find words that you want replaced by others.
4. A special character e.g. * or ? That is used to represent a set of words that have some similar
characteristics. For example searching for “Wel*” will find all words that start with :Wel” e.g.
Welcome, Welsmith etc..
5. Searching for a word will find the word even when it is part of other words e.g. searching for spell
will also find Spelling and Spellchecker. However, if you search for a whole word, only the whole
independent text will be found.
6. To remove mistakes and improve document wording selections.
7. (a). Spelling and grammar checker.
(b). Thesaurus
8. (a). Standard dictionary
(b). Custom dictionary
9. (a). Title Bar (d). Rulers
(b). Menu bar (e). Toolbars
(c). Editing screen (f). Status bar

10. Enhancing its appearance by bolding, italicizing, etc.

11. Bolding setting tabs
Font coloring underlining
Text alignment italicizing
Font type font size
12. Thesaurus provides synonyms or words that have same meaning to the selected.
13. Autocomplete – helps a person to type quickly by completing a word that has already started to
be typed by the user automatically.
Autocorrect – automatically replaces mistyped words with the correct one as set by the user.
14. Set the autocorrect feature to automatically replace the word God with Good.
15. Undo – reverses the latest action
Redo – does the undone action.
16. Times New Roman, Arial, Bookman Old Style, Comic Sans MS, etc.
17. Resize the image or change the page orientation to landscape.
18. A tab spacing is a short distance moved by the text cursor when the tab key on the keyboard is
pressed. It is used to align text on the page.
19. Drop cap emphasizes a particular word in a paragraph.
20. The distance between two text lines in a document. Examples include single spacing, double
space , etc.
21. Hard page break – inserted on page even before the end of the page, e.g. by pressing Ctrl +
Enter or setting a page break.
Soft page break – the text cursor moves or creates a new page automatically when at the end of
the current page during typing.
22. Cursor moves to beginning of new line automatically when it reaches end of current line.
23. (a) left (d). Right (c). Right alignment

Review questions 1.4

1. Header – text above the top margin of a page.
Footer – text below the bottom margin of the page
2. enables quick navigation and reference throughout the multipage document.
Insert Menu > Page Numbers
3. Drawing – use the pen tool to draw the table.
Insert table – use the Table>Insert >Table command.
4. Cell – intersection between row and column.
Row – horizontal arrangement of cells.
Column – vertical arrangement of cells.
5. Create page breaks in the document and insert page numbers in each section separately.

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6. Non-printing (visible) text limiting borders that mark the distance that text starts on a page away
from the edge of the page.
7. To create larger cells in a table without increasing the height or width of existing cells.
8. Arranging text in ascending or descending order.
9. Linking – Object imported can only be edited in the original application from which it was created.
Embedding – Object imported becomes part of the current application and can be edited there.
10. Click it to select it, then drag handles to increase s
11. (a). Import from File.
(b). From Clip gallery
(c). By drawing.
12. (a). View Page layout.
(b). Go through document before printing
(c). Save paper and toner of printer because errors on printouts that may require reprints will be
minimal.
13. Super script – text formatted to be a slight higher in a line.
Subscript – Text formatted to be slightly lower in a line.
14. (a). Select a page size depending on the document page size needed.
(b). To comply with printer capabilities.
15. Highlight the text then click Table > Insert > Table
16. getting ready made objects and text from other applications into the Word processor
17. (i). Moves text cursor one column to the right in the same row.
(ii). Moves the text cursor one column in the left same row.
(iii). Increases cell height
18. Mathematical formula that accomplish calculations in a table.
19. (i). Common letter (main document) that is to be personalized.
(ii). A file of data records of the people that will receive the form letter.
(iii) Combining the data source with the form letter or main document.
20. (a). Merge to fax
(b). Merge to printer
(c). Merge to e-mail
(d). Merge to new document

Revision questions
1. A graphic is a non-text object like a picture, drawing etc.
2. (a). Click it to select then drag
(b). Click it ten click the increase brightness button on picture toolbar.
3. Microsoft clip gallery, scanner, using drawing tool.
4. A graphic image that is predefined in shape but the user draws it by selecting it then dragging its
size on the screen.
5. (a). Select it then choose a different line thickness on the drawing toolbar.
(b). Select it then choose a fill pattern from the fill bucket on toolbar.
(c). Right click the autoshape then select the Enter text command. Type the text then click a blank
area on the screen to apply.

2.0 SPREADSHEETS
Review Questions 2.1
1. A ledger sheet is made up of rows and columns for entering / writing data.
2. a computer software that5 looks like the manual ledger sheet with rows and columns for entering
data that can be manipulated mathematically.
3. (i). (a). Electronic software that looks like the manual ledger sheet with rows and columns for
entering data that can be manipulated mathematically.
(b). Electronic spreadsheet has inbuilt formulae called functions that are nonexistent in
manual worksheet.
(c). Electronic spreadsheet uses the power of the computer to quickly carry out operations.
(d). Superior formatting and editing qualities of electronic spreadsheet make it better than the
manual worksheet.
(ii). (a). Has more memory than calculator
(b). Able to perform more complex and even logical operations but a calculator cannot.
(c). uses large storage capacity of computer that calculator doesn’t have.

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 (d). Large work area that calculator does not have.
4. (a) Worksheet
(b). Database
(c). Graphs
5. (a) Scientific applications
(b). accounting
(c). Forecasting
(d). Data management
(e) Mathematical operations
6. Predicting future trends using the goal seek command.
7. (i). D (ii). A (iii). B (iv). E
8. (a). Double click the shortcut icon on the desktop, OR
(b). Select Microsoft Excel from the programs menu
9. formulae – arithmetic and user developed
Functions – Inbuilt formulae. Some of them are macro functions.

10. =$F$10+$G$20
11. =B1+D2
12. one page in a workbook is called a worksheet
13. (a). Moves cell pointer to that cell.
(b). Moves cell pointer to end of current row.
(c). Moves cell pointer to cell A1
14. (a). Intersection between row and column
(b). Horizontal arrangement of cells
(c). Vertical arrangement of cells
15. click the File > Close command
16. R20C7
17. It is a cell reference that is a name.. To name a range, select it then type a name in the name box
then press enter key to apply the name.
18. A pre-formatted worksheet document used as a master layout for other. To start a template:
(i). Click File > New command
(ii). In the new dialog box click the spreadsheet solutions tab then double click the template that
you wish to start.
19. values, labels, formulae, functions
20. (i). Single referencing – for one cell, e.g. A1
Multiple referencing – for many cells, e.g. A1:B3
(ii). Range – a group of rectangular cells.

Revision Questions
1. (i). select a cell then type at keyboard; OR
(ii). Select a cell then double click the formula bar and type the value in the bar
2. Formulae have equal sign at the beginning while text has either letters or a combination of letters
and numbers
3. Select cell then press delete key on the keyboard.
4. Click the cell that has the formula than click the Edit > Copy command. Click the cell to copy then
click the Edit > Paste command.
5. (a). Click File > Page Setup command,
(b). On the Margins tab of the page setup dialog box, select the page orientation then click OK
button,
Send document to printer
6. click the insert > Rows command
7. Copying – makes duplicate of data.
Move – relocates data from one section of document to another.
8. A feature that applies a pre-formatted format on a selected range of the worksheet
9. a filter hides all the rows that do not have a particular selected value in a column
10. (a). A form helps users to enter values in a table with minimum errors.
(b). It hides the base data of the table hence enhances data security
11. Pie charts, Line Charts, Bar charts, Scatter charts, Column charts.
12. a chart represents sets of data in pictorial form hence makes the data easier to understand and
interpret.

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13. Subtotals command groups and finds totals of similar data records of similar data records in the
spreadsheet.
14. Sorting is arranging data values in a particular order.
Procedure:
(i) Highlight data range to be sorted
(ii) Click Data – Sort command
(iii) In the sort dialog box, select the order of sort in the key fields than click OK.

15. i). Number ii). Currency iii) Text iv). Scientific v). Fraction iv). Time
16. Are printable borders inserted around cell borders.
a). Select the range then click Format – Cells command.
b). On the Borders tab, select the border styles then click OK to apply.
17. Print range – print a selected range. Print whole document – entire worksheet that has data.
18. Highlight range then select font size from formatting toolbar.
19. Is a key that shows the meaning of different data values in a graph that are usually represented
by different colors.
20. A line chart.

3.0 DATABASE

REVIEW QUESTIONS 3.1

1. A relational database is a model where information is stored in related structures
called tables or relations.
2. Tables: A structure used to store related records.
Records: related fields that represent a single data or entity.
Field: logical combination of characters that can be manipulated.
3. Objects which help the user easily manipulate data in a database include:
▪ Tables ▪ Reports
▪ Forms ▪ Macros
▪ Queries ▪ Modules
4. To start Ms Access, click start button, point to All Programs then Microsoft Access. To
exit, Click exit or simply click the close button on the title bar.
5. Query : a database feature used to analyze data in a table.
Macro: a feature used to automate database operations.
Module: a programming environment embedded in Ms Access used to
Automate database operations.

REVIEW QUESTIONS 3.2

1. Primary key - unique field used to identify each record uniquely for easy access
and manipulation.
An index is a key not necessary unique used to arrange data in a table.
2. Normalization -breaking information into smaller component for easy management
hence reduce f data redundancy.
3. Data types used in Ms Access - refer to handout notes on: description of field data
types.
4. Setting validation rule:
a. Select the field you want to set validation rule.
b. In the field properties section, click the insertion pointer in the validation rule
cell.
c. Type in the validation rule.
5. Field properties - characters of such as size, format, etc.
6. Field name is a combination of characters that identifies a data item while a
caption is a full descriptive name that tells what a field name stands for.

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REVIEW QUESTIONS 3.3
1. Form - user interface that helps the user view records and easily make entries unto
a table.
a. Bound controls -Data field in a layout grid that is used display data from the
from the underlying table.
b. Unbound controls -Data field in a form layout grid that is not based
c. On any source data.
2. Columnar form -Displays one record at a time with the fields arranged downwards.
a. Tabular form - Records are displayed across the screen from right to left.
3. Creating a form without using a wizard - refer your handout.
4. To provide an interface that let the user enter and view the data easily.
5. Using the navigation button.

REVIEW QUESTIONS 3.4

1. Query and find command.
2. To eliminate chances of entering non existing data.
3. A table is a structure used to store related records while a query is a database
feature used to analyze data in table.
4. Between 90,000 And 240,000.
5. (i). Click the cell that you want to use to sort a query in the sort row
(ii). From the drop down list ,select the sort order i.e ascending or descending

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 Order.
6. Select query - used to search and analyze data in a table while action query is used
to make changes to underlying query.
7. Access gives a warning message and denies the user from entering the next record.
8. Refer to your handout.

REVIEW QUESTIONS
1. Report -used to give a summarized information for the purpose of presentation.
2. A report gives a summarized information for the purpose of presentation while a label
is a sticker placed on an item for the purpose of identification or description.
3. To create a report that displays subtotals and grandtotals, click Summary options
button in the report design grid in the grouping field footer and report footer
respectively.
4. Generating Dr. Garaya labels –refer to your handout notes.
5. Macros and Modules.
6. Drag the logo and drop it in the page header in the report design.

4. 0 DESKTOP PUBLISHING (DTP)

Review questions 4.1
1. Desktop publishing refers to the process of creating a professional document by marking
areas for text and graphical objects.
2. Desktop publisher is an application software that enables a person to design a document
layout by marking area for text and graphical objects while word processor enables a person
to create, save, edit, format and print text documents.
3. Examples of Desktop Publisher software – Adobe PageMaker, Ventura, Microsoft Publisher
and CorelDraw.
4. By placing the logo at the top of the master pages.
5. These are the default pages in a publication used to define basic design elements such as
headers and footers that are to appear in every page or particular pages in a publication.
6. Layering – placing text objects on top of each other. This may be used to create watermarks.
7. Pasteboard – where text and objects are placed for editing before transferring them to the
printable area while printable page refers to the area enclosed in margin guides.
8. Importance of every tool in the toolbox – refer to the handout.
9. Portrait – Tall, Landscape (wide)
10. Printing, laying out pages, printing.

Review questions 4.2

1. Nonprinting guides – lines that helps the user position text and graphical objects .
2. (a). Margin (b). Ruler guides. (c). Column guides
3. Creating different columns on the same page – refer to your handout.
4. Gutter – space left in addition to page margin to allow for binding. It is also used to refer to
space that separates columns
5. Defines the printable area.
6. To lock column, from view menu, click lock guides.

Review questions 4.3

1. Creating text using text tool and text frame – refer to the handout.
2. to create a hexagon,
3. select a polygon you want to reshape
4. From element menu click polygon settings
5. In the polygon settings dialog box, enter number of sides.
6. Click OK.
7. A text frame is a graphical object used to create various shapes various shapes of text
objects. To convert a graphical object to a text frame, From Elements menu, point to a
Frames then click Change to Frame.
8. Control palette – a strip that contains command buttons and list boxes that lets the user easily
manipulate a publication.
9. (a). To format text, make sure that the text attribute button is pressed.

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 10. (b). To format a paragraph, ensure that the paragraph attributes button is pressed.

11. Tracking refers to changing the visual denseness or openness of characters in a line while
kerning is fixing particular pairs of letters that are too close or too far apart from each other.
12. Change case – change text case from upper to lower, sentence, title and toggle case while
drop cap refers to making the first character in a line bigger and drops down to occupy the
space in the next lines.
13. Fill and stroke – a stroke refers to a line style while a fill refers to applying background
pattern such as shading.

Review questions 4.4

1. Transformations – rotating, skewing and reflecting.
2. Rotating an object – refer to the Handout.
3. to lock an object;
- select the object
- From Elements menu, select lock position.
4. to import an object using place command
- From File menu, click Place.
- Select the object the file that contains the object you wish to import then double click.
- Position the loaded pointer where you want to place the object then click OK.
5. to group,
- click each object while holding down Shift key
- from Elements menu, click Group.
6. Text wrap – controlling text flow over or around a graphical object .
7. Cropping – the cutting off unwanted edges of an object using the crop tool.
8. Select it then use the rotate tool to hold its place holders then rotate.
9. Joining objects in order to manipulate them as one object.
10. Formatting an object to allow text to flow around it without displaying it.

Revision questions
1. it is a publication that is ready for printing
2. The design and production of text and graphics layouts in mass.
3. (a). printable area (b). paste board (c).rulers (d). Menu bar
4. a). select text and graphic objects.
b). insert and select text in the application
c). drawing rectangles
d). moves objects around a fixed focal point.
5. helps user set general layout options that apply to all pages in the publication
6. Margins mark text areas on the page along the edges while column guides divide the page into
several fields.
7. right click a ruler then select millimeters
8. Drag ruler guides on the screen to mark a rectangle area of 5cm x 6cm on the screen. Draw a
rectangle in the guides. Select the rectangle and then click Element followed by polygon setting
dialog box, select 3 sides then click OK.
9. to hold them in place in order to avoid losing the format.
10. (a). The size, boldface, italics of font etc.
(b). Thickness of a line
11. click File then Place command. Browse for the file. Double click its icon. The mouse pointer
changes to become a loaded icon. Click anywhere on the pasteboard to place the graphic.
12. file – Document setup – Wide – Document setup.
13. element – Fill and stroke – Fill and colour type – Fill and Stroke dialog box.
14. angular placement
15. magnifier
16. cropping
17. place holders
18. Tracking refers to changing the visual denseness or openness of characters in a line while
kerning is fixing particular pairs of letters that are too close or too far apart from each other.
5.0 INTERNET AND EMAIL
Revision questions

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 1. It is a network of networks that covers nearly the whole world and enables transfer of
messages, data and information across continents.
2. Internet – organizational intranets and extranets.
Internet – an interconnection of internets and other networks and individual computers globally.
3. A hypertext page prepared to display content on the web.
4. Http – hypertext transfer protocol.
www – world wide web
google – name of computer with web content
.com – commercial organization.
5. Transmission of voice data over the Internet.
6. Started with ARPAnet as detailed in the handout.
7. A virtual space on the Internet that allows web pages and sites to be accessed.
8. Software that allows viewing of web content.
9. Refer in the handout.
10. Start the browser software like Internet Explorer. Type the URL address of the web page you
wish to access in the address bar then press the Enter Key to load the website.
11. (a). sending/receiving text
(b). sending / receiving attachments
(c).Sending fax
(d). Keeping address book
(e). Mobile mail to mobile devices
12. Downloading or saving files form remote hosts on the Internet on to your computer.
- Right click the link to the file
- Select the Save target as command
- Select a folder and name for the file in the Save as dialog box then start saving the file.
13. A text or picture that is a link to another webpage on the Internet.
14. Check newsrooms for latest information on the topic then use a search engine to look for links
to the information required.
15. Click the refresh button.
16. A search engine is a special program that collects and stores links to information websites
allowing user to search its database for them.
17. 17 a company that offers Internet Services to end users.
18. Modems, Internet software, Internet service provider, Telecommunication lines, TCP/IP
protocols.
19. Modem – term stands for modulator demodulator.
20. Are special communication rules that govern sending and receiving of message by computers
on a network. Transmission Control Protocol (TCP), Internet Protocol (TP)

6.0 DATA SECURITY AND CONTROLS

Revision questions
1. Private data – belongs to individual and held by him/her

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 Confidential data – data held by Government or organization.
2. Because of its importance in transactions, sharerability and high value attachment to it.
3. Unauthorized exposure
Unauthorized access
Destruction by natural calamities
Fraudsters and computer crimestars
4. (i). keep data and information in well secured and restricted places.
(ii). Use passwords and access permission policies to control access to the data
(iii). Use firewall to enforce security policy
(iv). Audit trials to identify threats to data and information.
5. The stealing of data and information for commercial gain and for competitors.
6. Hacking – breaking security codes.
Cracking – looking for weak access points in software in order to get access to data and
information
7. For economic gain, Ego, etc.
8. Is the ensuring of safety of data and information against threats.
9. Access can be through the network
10. Enforce copyright laws and other regulatory frameworks.
11. A virus is a destructive program that installs itself on storage media causing improper
functioning of the computer system.
12. (i). data should not be used for gain unlawfully
(ii). the owner of data and information has a right to know what data is held by the person /
organization having it.
(iii). do not collect irrelevant and overly too much information for the purpose etc, refer to
handout.
13. (i). Trojans (ii). Boot sector viruses (c). Backdoors
14. A software update that when incorporated in the current software make it better
15. Install anti-virus software. Also restrict foreign storage media in thee computer room.
16. Changing stored data without permission. This changes the information inferences from the
data.
17. Defines roles to various categories of users..
18. because information is one of the most valuable business resource for any organization or
Government
19. Listening to a transmission line to gain a copy of the message being transmitted
20. To deter illegal copying.
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