UoZ Computer Skills

Course

Prepared in Collaboration by the

Department of Computer Science and the UoZ / Statistics and ICT Center

Version 2.1

Febuary 2025
 Table of Contents
Table of Contents ....................................................................................................................... 2
List of Figures ............................................................................................................................ 4
List of tables............................................................................................................................... 5
1. COMPUTER SKILLS ........................................................................................................ 1
1.1. What is an operating system? ..................................................................................... 1
1.1.1. Microsoft Windows ............................................................................................... 2
1.1.2. macOS .................................................................................................................... 2
1.1.3. Linux ...................................................................................................................... 3
1.2. What is Application Software? ................................................................................... 4
1.2.1. Desktop applications ............................................................................................. 5
1.2.2. Mobile apps............................................................................................................ 6
2. APPLICATIONS ESSENTIALS ....................................................................................... 8
2.1. Word Processing .......................................................................................................... 8
2.1.1. Starting with Microsoft Word 2016 .................................................................... 8
2.1.2. Working with documents ................................................................................... 12
2.1.3. Formatting Text and Paragraphs ...................................................................... 20
2.1.4. Tables ................................................................................................................... 29
2.1.5. Pictures, Shapes, Text Boxes .............................................................................. 35
2.1.6. Shapes................................................................................................................... 39
2.1.7. Text Boxes ............................................................................................................ 39
2.1.8. Other Pictures ..................................................................................................... 40
2.1.9. Table of Contents ................................................................................................ 41
2.2. PowerPoint Presentation ........................................................................................... 44
2.2.1. Starting with PowerPoint 2016 .......................................................................... 44
2.2.2. Working with Presentations ............................................................................... 48
2.2.3. Working with slides ............................................................................................ 58
2.2.4. Adding special effects.......................................................................................... 61
2.2.5. Using slide show view.......................................................................................... 63
2.3. Excel Spreadsheets ..................................................................................................... 64
2.3.1. Starting Excel 2016 ............................................................................................. 65
2.3.2. Working with worksheets ................................................................................... 69
2.3.3. Basic workbook skills.......................................................................................... 72
2.3.4. Excel Formula ..................................................................................................... 76
3. IT SECURITY AND WEB ESSENTIALS ..................................................................... 84
3.1. IT Security .................................................................................................................. 84
3.2. Threats to information security ................................................................................ 85
3.2.1. Malware ............................................................................................................... 87
3.2.2. Protection ............................................................................................................. 88
3.3. Online and web essentials .......................................................................................... 88
3.3.1. Cloud .................................................................................................................... 88
3.3.2. Social Networking ............................................................................................... 91
3.3.3. Web Browsing ..................................................................................................... 92
 List of Figures
Figure 1.1: Operating system process. ...................................................................................... 1
Figure 1.2: Microsoft windows interface. ................................................................................. 2
Figure 1.3: macOS interface. .................................................................................................... 3
Figure 1.4: Mobile and tablet operating system sample. .......................................................... 4
Figure 1.5: Mobile applications. ............................................................................................... 6
Figure 1.6: File extension. ........................................................................................................ 6
Figure 2.1: Microsoft Word 2016 interface. ............................................................................. 9
Figure 2.2: Quick Access Toolbar ............................................................................................ 9
Figure 2.3: Ribbon .................................................................................................................... 9
Figure 2.4: Status Bar ............................................................................................................. 10
Figure 2.5: MS Word Backstage view .................................................................................... 10
Figure 2.6: Microsoft Word 2016 Ribbon .............................................................................. 11
Figure 2.7: Ribbon properties ................................................................................................. 11
Figure 2.8: Save As pane ........................................................................................................ 12
Figure 2.9: Save As Dialog Box ............................................................................................. 13
Figure 2.10: Printing a Document........................................................................................... 18
Figure 2.11: Save As ............................................................................................................... 19
 List of tables
Table 1.1: File extensions ......................................................................................................... 7
1. COMPUTER SKILLS
This module introduces us to the world of computer skills, which are essential in
order to utilize computers and related technology efficiently. This course will help you
learn basic computer skills, including typing and using a mouse. After you've mastered
the basics, this course will help you learn about Internet and email, computers, word
processing, multimedia, and spreadsheets.

1.1. What is an operating system?

An operating system is the most important software that runs on a computer.
It manages the computer's memory and processes, as well as all of its software and
hardware. It also allows you to communicate with the computer without knowing
how to speak the computer's language. Without an operating system, a computer is
useless.

The operating system's job

Your computer's operating system (OS) manages all of the software and
hardware on the computer. Most of the time, there are several different computer
programs running at the same time, and they all need to access your computer's
central processing unit (CPU), memory, and storage. The operating system
coordinates all of this to make sure each program gets what it needs, see figure 1.1.

Figure 1.1: Operating system process.

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1.1.1. Microsoft Windows
Microsoft Windows is a graphical operating system developed and published
by Microsoft. It provides a way to store files, run software, play games, watch videos,
and connect to the Internet. Microsoft Windows was first announced on November
10, 1983. Microsoft Windows 1.0 was later released on November 20, 1985, and
nowadays Windows 11 is released. See figure 1.2 below.

Figure 1.2: Microsoft windows interface.

1.1.2. macOS
macOS (previously called OS X) is a line of operating systems created by
Apple. It comes preloaded on all Macintosh computers, or Macs. Some of the specific
versions include Mojave (released in 2018), High Sierra (2017), and Sierra (2016).

According to Stat Counter Global Stats, macOS users account for less than
10% of global operating systems—much lower than the percentage of Windows users
(more than 80%). One reason for this is that Apple computers tend to be more
expensive. However, many people do prefer the look and feel of macOS over
Windows.

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 Figure 1.3: macOS interface.

1.1.3. Linux
Linux (pronounced LINN-ux) is a family of open-source operating systems,
which means they can be modified and distributed by anyone around the world. This
is different from proprietary software like Windows, which can only be modified
by the company that owns it. The advantages of Linux are that it is free, and there are
many different distributions—or versions—you can choose from.

According to Stat Counter Global Stats, Linux users account for less than 2%
of global operating systems. However, most servers run Linux because it's relatively
easy to customize.

To learn more about different distributions of Linux, visit the Ubuntu, Linux
Mint, and Fedora websites, or refer to our Linux Resources. For a more
comprehensive list, you can visit Make Use Of list of The Best Linux Distributions.

Operating systems for mobile devices

The operating systems we've been talking about so far were designed to run on
desktop and laptop computers. Mobile devices such as phones, tablet computers,
and MP3 players are different from desktop and laptop computers, so they run
operating systems that are designed specifically for mobile devices. Examples of
mobile operating systems include Apple iOS and Google Android (see figure 1.4).
In the screenshot below, you can see iOS running on an iPad.

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 Figure 1.4: Mobile and tablet operating system sample.

Operating systems for mobile devices generally aren't as fully featured as those
made for desktop and laptop computers, and they aren't able to run all of the same
software.

However, you can still do a lot of things with them, like watch movies, browse
the Web, manage your calendar, and play games.

1.2. What is Application Software?

An application software is a program or group of programs designed to help
users perform specific tasks. Unlike system software, which runs the computer itself,
application software focuses on the tasks you want to accomplish—whether that’s
writing a document, browsing the internet, or managing your emails.

Types of Application Software

1. Productivity Software
• Microsoft 365 : Known for Word, Excel, PowerPoint, and Outlook,
Microsoft 365 is a staple in most workplaces.
• Google Workspace : Offers cloud-based tools like Docs, Sheets, Slides, and
Gmail, which are perfect for collaboration and remote work.

2. Web Browsers
• Google Chrome : Known for its speed and simplicity.
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 • Mozilla Firefox : Offers enhanced privacy features.
• Apple Safari : Optimized for Apple devices.
• Microsoft Edge : Integrated with Windows for seamless use.

3. Communication Tools
• Spotify and Apple Music : For streaming and managing music.
• Adobe Photoshop : The gold standard for photo editing.
• Final Cut Pro : Professional-grade video editing software.

4. Project Management Software

• Trello : A visual tool for organizing tasks.
• Asana : Great for tracking progress on team projects.
• Monday.com : A versatile tool for managing everything from small tasks
to large projects.

1.2.1. Desktop applications

There are countless desktop applications, and they fall into several categories.
Some are fuller featured (like Microsoft Word), while others may only do one or
two things (like a clock or calendar app). Below are just a few types of applications
you might use.

▶ Word processors: A word processor allows you to write a letter,

design a flyer, and create many other types of documents. The most
well-known word processor is Microsoft Word.
▶ Web browsers: A web browser is the tool you use to access the
Internet. Most computers come with a web browser pre-installed,
but you can also download a different one if you prefer. Examples of
browsers include Internet Explorer, Mozilla Firefox, Google
Chrome, and Safari.
▶ Media players: If you want to listen to MP3s or watch movies you've
downloaded, you'll need to use a media player. Windows Media
Player and iTunes are popular media players.
▶ Games: There are many types of games you can play on your
computer.

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1.2.2. Mobile apps
Desktop and laptop computers aren't the only devices that can run applications.
You can also download apps for mobile devices like smartphones and tablets. Here
are a few examples of mobile apps.

Figure 1.5: Mobile applications.

▶ Gmail: You can use the Gmail app to easily view and send emails from your
mobile device. It's available for Android and iOS devices.

▶ Instagram: You can use Instagram to quickly share photos with your friends
and family. It's available for Android and iOS.

▶ Duolingo: With a combination of quizzes, games, and other activities, this

app can help you learn new languages. It's available for Android
and iOS.

File extension

A file extension or file name extension is the ending of a file that helps identify
the file type in operating systems such as Microsoft Windows. In Microsoft
Windows, the file name extension is a period often followed by three characters but
may also be one, two, four, or more characters long.

Figure 1.6: File extension.

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Below is a list of various file extensions with types:

Table 1.1: File extensions

File Extension File Type
.AIFF or .AIF Audio Interchange File Format
.AU Basic Audio
.AVI Multimedia Audio/Video
.BMP Windows BitMap
.CSV Comma separated, variable length file (Open in Excel)
.DOC or .DOCX Microsoft Word for Windows/Word97
.EXE PC Application
.GIF Graphics Interchange Format
.HTM or .HTML Web page source text
.JPG or JPEG JPEG graphic
.MAC MacPaint
.MAP Web page imagemap
.MOV or .QT QuickTime Audio/Video
.PDF Acrobat -Portable document format
.PNG Portable Network Graphics
.PPT or .PPTX PowerPoint
.TXT ASCII text
.WAV Windows sound
.XLS or .XLSX Excel spreadsheet
.ZIP PC Zip Compressed Archive
.WAV Windows sound
.XLS or .XLSX Excel spreadsheet
.ZIP PC Zip Compressed Archive

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2. APPLICATIONS ESSENTIALS
The Application Essentials module covers the main concepts and skills needed
to start using common office productivity applications - documents, spreadsheets, and
presentations - effectively.

Creating a document, updating financial data, presenting some key information

to colleagues or customers - these are day-to-day tasks in many job roles. In order to
carry out these tasks effectively, you need to have a solid basis of skills in using the
key technologies that support them.

2.1. Word Processing

Word Processing applications continue to play a prominent role in people’s
professional and personal lives. Microsoft Word provides you with the practical
components to begin working with word processors. Having the skills to create, format
and finish word processing documents will improve your productivity and will allow you
to produce a professional, polished document.

2.1.1. Starting with Microsoft Word 2016

Microsoft Word 2016, which is part of the Microsoft Office Suite, is a word
processing application used to create, edit, and print a wide range of documents.

To start Microsoft Word:

1. Select the Start button on the taskbar. The Start menu appears.
2. Point to the programs list. The scroll menu appears. Click the scroll bar and scroll to
Word 2016.

3. Scroll to and select Word 2016. Microsoft Word 2016 opens . See
figure 2.1.

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 The interface

Figure 2.1: Microsoft Word 2016 interface.

File tab and Backstage View: When you click the File tab, you see the backstage view.
This view shows all the information about a document in one location.

Quick Access Toolbar: This is a customizable toolbar placed by default above the
Ribbon - you can add icons for frequently used commands to this toolbar. It can also be placed
below the Ribbon.

Figure 2.2: Quick Access Toolbar

Ribbon: The Ribbon displays commands used to work with your document. Commands
related to each other are arranged in named groups. Buttons next to the group names launch
dialog boxes which allow you to access more commands and options. These buttons can be
referred to as dialog box launchers.

Figure 2.3: Ribbon

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 Status Bar: Located at the bottom of the screen, this provides information about the
total number of pages, total number of words, and different layouts, including zoom options.

Figure 2.4: Status Bar

Backstage view
Click the File tab to see the backstage view. It provides a range of options that are used
to manage and print documents; for example, view and edit document properties, and open,
save, print and share documents.

Figure 2.5: MS Word Backstage view

● Save As - allows file name, file type, and location to be specified and is used to save
a newly created document, or to save another copy of a previously saved document.
● Save - allows you to save/update changes to a document.
● Open - allows you to open an existing document.
● Close - allows you to close the document.
● Info - displays different commands and properties associated with the document and
where it is stored.

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 Using the ribbon and tabs
Commands related to each other are arranged on the ribbon in groups with a group name.
Buttons next to the group names launch dialog boxes, which allow you to access more
commands and options.

You use these various commands to carry out work in Word 2016. For example, you
can use commands in the ribbon to format selected text Bold, Italics, or Underline.

Figure 2.6: Microsoft Word 2016 Ribbon

To allow more working space to view your document, you can hide, or minimize, the ribbon.

Steps to hide/minimize the ribbon:

1. Click the Ribbon Display Options on the ribbon on the top right. The Ribbon Display
Options is displayed.
2. Select the option to show only the tabs. The ribbon tabs are displayed only. Click on a
tab to show the commands.

Figure 2.7: Ribbon properties

3. Click the Ribbon Display Options from the ribbon on the top right. The Ribbon
Display Options is displayed.

4. Select the option to show tabs and commands. The ribbon tabs and commands are
displayed all the time.

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2.1.2. Working with documents

Create a new document

1. Select the File tab.
2. Select the New command
3. Select Blank document from the available templates.
4. A new blank document is created.

Saving a document
It is important to regularly save the file you are working on to ensure that you do not
lose data. You may also want to save different versions of your file under different names.
Microsoft Word offers the opportunity to save your documents to both a location on a local
drive, or to an online drive such as OneDrive. Saving your work to an online drive means
you can access it by logging into the online drive on any device, and working on it with
Microsoft Word.

Figure 2.8: Save As pane

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 Figure 2.9: Save As Dialog Box

To save a document for the first time on a local drive.

1. Select the File tab. Click

2. Select the Save Command. Click

3. Select the Browse command. The Save As dialog box opens, with the text in the File
name box selected. Note that that this dialog box only appears if you have not saved

the file yet. Click

4. Select the location
5. Select the relevant folder or drive in the right-hand pane. Under Devices and drives,
select Local Disk. Double-click Local Disk and browse to the location of your
Student Folder.
6. Type the desired file name. The text appears in the File name box. Type a name.
7. Select Save to save the file in the Student Folder. The Save As window closes, the
document is saved to the selected drive and folder, and the file name appears in the
application title bar. Click Save.

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Opening an existing document
To open an existing document from a specific drive and folder location:

1. Select the File tab. Click

2. Select the Open command. Click

3. Select the Browse command. Click

4. Select the drive where the document you want to open is located. Click the drive
containing the Student Folder.

Closing a document
You can close your Word document by clicking the File tab and then selecting the
Close option. Word will prompt to save the file if it has not been saved before.

1. Select the File tab. Click

2. Select the Close command. The document closes. A message box may open asking if
you want to save changes. Select Save if you want to save changes; Don’t Save if you
do not want to save changes. Click Close.

Display Different Views

1. Click the View tab
2. Click on the desired view

View Options:

● Read Mode: Displays as much of the content of the document as will fit in the
screen.
● Print Layout View: Shows a document as it appears on a printed page.
● Web Layout View: Shows a document as it appears in a web browser.
● Outline View: Shows the structure of a document, which consist of heading and
body text.
● Draft View: Displays the content of a document with a basic layout.

~OR~
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 3. Click a View button on the View Toolbar in the lower right corner of the Status
Bar

Selecting Text
● Select a word: Click and drag or double-click on the word
● Select a sentence: Click and drag or click in the sentence while holding
down the CTRL key
● Select a paragraph: Click and drag or triple-click in the paragraph or double-
click in the selection area to the left of the paragraph
● Select a block of text: Click and drag or click to the left of the first word, hold
down the SHIFT key, and then immediately click to the right of the last word
● Select a line: Click and drag or click in the selection to the left of the line
● Select an entire document: Triple-click in the selection area or hit the
CTRL + A keys
● Undo an action: On the Quick Access Toolbar click the Undo key

Deleting Text
When deleting text in your document you can either use the Delete key or the
Backspace key. The Delete key deletes text to the right of your cursor while the Backspace
key deletes text to the left of your cursor.

Cut, Copy and Paste

Often times you will need to move text from one location in a document to another, or
to a different application. In this case you will perform a Cut and Paste. To reproduce a
specific part of a document and place it elsewhere, you will perform a Copy and Paste.

Cutting Text
● Select the text you want to move.
● Click on the Cut icon located on the Home tab in the Clipboard group.

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 Copy Text
1. Select the text you want to copy
2. Click on the Copy icon located on the Home tab in the Clipboard group.

Paste Text:
1. Click in the area of the document where you want to paste your text

2. Click on the Paste icon located on the Home tab in the Clipboard group

Format Painter
The Format Painter is used to copy the formatting of a piece of text or picture and
apply it to something else. For instance, in the case of text, the formatting would be the font
face, size, and color. We will use the Format Painter to apply the formatting of one object to
another.

Click the Home tab and in the Clipboard group, click Format Painter.

Formatting a Document
To Make Font Changes:

1. Select the desired text that you want to format

2. Choose commands from the Font group on the Home tab
3. For additional formatting options, click on the Dialog Box Launcher in the lower-
right corner of the group to launch the Font dialog box

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 You can also use the MiniToolbar. The Mini Toolbar is activated when you select
text to be formatted. This toolbar is miniature and semi-transparent to help you work with
fonts, font styles, font sizing, alignment, text color, indent levels, and bullet features.

Formatting a Paragraph
A paragraph is a select group of text that can have its own formatting characteristics,
such as alignment, spacing and styles.

1) Select the desired paragraph(s) that you want to format

2) Choose commands from the Paragraph group on the Home tab

For additional formatting options, click on the Dialog Box Launcher in the lower-
right corner of the group to launch the Paragraph dialog box

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 You can also use the MiniToolbar.

Previewing and Printing a Document

1) Click the File tab
2) Click Print

This view includes print preview, print commands, as well as the print settings:

Figure 2.10: Printing a Document

Print Preview
1. Click the File tab, and click Print.
2. Notice the Print Preview pane on the right. This shows you what your document will
look like when printed.
3. Note that the document’s blue background does not show up in the Print Preview. This
is because Word will not print a document’s background color unless you specifically
instruct it to do so (in order to save printer ink). This setting is located in Word’s
Options screen.

4. Check the number of pages in your document by looking in the lower left of the Print
Preview pane.
5. Scroll down or use the right arrow to see page 2.
6. To see two pages of your document side by side, lower the zoom using the zoom slider
at the bottom right of the Print Preview pane.

7. If you need to amend your document, click the Back button to return to your document
and make all necessary changes.

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Adjusting Print Settings
1. Click the File tab, and click Print.
2. In the center pane are options for printing. At the top is where you can designate a
printer.

Figure 2.11: Save As

3. The Settings section is where

4. you can decide other things about how you would like your document to print. For this
class, we will cover how to designate which pages of your document you want to
print.
5. By default, Word prints all the pages in the document. However, this is not always
what you want. You can use the “Pages” field to choose which specific pages you
want to print. Point to the Pages: field and note the large ScreenTip that describes
how pages can be entered.
a. Single page numbers can be entered if you just want to print 1 page.
b. Non-consecutive page numbers can be separated by commas.
c. A range of page numbers can be expressed with the use of a dash between
two numbers.

6. In order to launch the print job (which we are NOT going to do), you would click the
large Print button at the top of the center section.

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2.1.3. Formatting Text and Paragraphs

Changing text attributes

1. Select the second line in the first paragraph.
a. In the Font group, apply the Bold, Italic and Underline attributes.
b. Notice how the buttons darken when they are active. When the buttons are
active, it means that these formatting options are applied to the selected text.
c. Deselect the text to see the changes.
2. Select the third paragraph.
a. Click the Font drop-down list box and click a different font (Tahoma).

b. Click the font size drop-down combo box and click a different font size (20).

3. Select the first paragraph.

a. Using the list arrow next to the Font Color button change the font color to blue.
b. The Font Color button proper changed from red to blue. The button
remembers the last color that was selected.

Changing alignment
1. Select the first paragraph.

2. In the Paragraph group, find the Align Text buttons. Note that the Align
Text Left button is selected (it is grey).

3. Change the alignment of the paragraph by clicking on the other buttons.

a. Align Left: Lines the text up against the left margin.

b. Center: Centers the text on the page. This is good for titles.
c. Align Right: Lines the text up against the right margin.
d. Justify: Lines the text up against the left and right margins, resulting in a cleaner
look. It accomplishes this by adding extra space between words as necessary (it
doesn’t add extra space characters; it just makes the space characters wider).

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 Changing line spacing
1. With the first paragraph still selected, in the Paragraph group, click the Dialogue
Box Launcher to access more paragraph formatting options.

2. On the Indents and Spacing tab, in the Spacing section, click the Line spacing
drop-down arrow, and click Double.

3. Click OK.

Changing paragraph indentation

1. With the first paragraph still selected, in the Paragraph group, click Align Left.
2. In the Paragraph group, click the Dialogue Box Launcher to access more paragraph
formatting options.
a. On the Indents and Spacing tab, in the Indentation section, click the Special
drop-down arrow, and click First line. Click ok.
b. Notice how the first line of the paragraph is now indented.
3. Hanging indent (all lines of a paragraph are indented except the first line) - using the
same instructions as in step 2 above, change the Special Indentation to Hanging.
Click ok. Again, notice the changes.
4. Deselect the text by clicking on a clear area.

Bulleted/Numbered Lists
When you want to present a list of items in a document, you will usually want to put
each item on its own line. There are several different types of lists in Word:

Bulleted Lists
Use Bulleted Lists when the order of the items is not important (for example, a shopping
list).
1. Open a new blank Word document.
2. Type “Grocery List” and tap Enter to get to a new line.
3. On the Home tab, in the Paragraph group, click the Bullets button
proper. This tells Word to create a new list.
4. Let’s populate our list with some items:
a. Type “milk”; tap Enter.

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 b. Type “bread”; tap Enter.

c. Type “eggs”; tap Enter.

5. Click the Bullets button proper again. This will end your list.
6. Notice how each word is on a separate line and proceeded by a
bullet.

Numbered Lists
Use Numbered Lists when the order of the items is important (for example, a recipe).

1. Type “Cookie Recipe”, then tap Enter to get to a new line.

2. On the Home tab, in the Paragraph group, click the Numbering button proper.
3. Let’s populate our list with some items:
a. Type “Preheat oven”; tap Enter.

b. Type “Mix ingredients”; tap Enter.

c. Type “Bake for 1 hour”; tap Enter.

4. Click the Numbering button proper to end your list.

Multilevel Lists
Use Multilevel Lists when you want to create an outline of items, where each item
can have its own sub-list of items.

1. Type “Inventory” and tap Enter.

2. On the Home tab, in the Paragraph group, find the Multilevel List button.
a. Notice how this is a one-part button, unlike the others
which were split buttons.
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 b. Click on Multilevel list. A menu of styles will open.
Hover your mouse pointer over the various styles to view
them.

c. In the List Library section, click the option which is

next to “None”.

Figure 2.12: Multilevel Lists

3. Multi-level lists are trickier than normal lists because you have to tell Word what
level to place each list item on.
a. Using the Enter key will create a new item at the same level.
b. Using the Tab key will move an item to a lower level. (indented more)
c. Using Shift + Tab will move an item to a higher level. (indented less)

4. Let’s try this by populating our list with some items.

a. Type “Office”; tap Enter.
b. Tap Tab ; type “Desk”; tap Enter.
c. Tap Tab; type “Top drawer”; tap Enter.
d. Tap Tab; type “pencils”; tap Enter.
e. Type “stapler”; tap Enter.
f. Type “ruler”; tap Enter.
g. Hold Shift and tap Tab to move to one higher level.

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 h. Type “Middle drawer”; tap Enter.
i. Tap Tab; type “paper”; tap Enter.
j. Type “tax forms”; tap Enter.
k. Hold Shift and tap twice to move to two higher levels.
l. Type “Filing cabinet”.
When finished with your list, tap Enter until no more bullets appear. This is another
way of ending a list.

1.1.1. Page Special Features

Headers and Footers

A header is text that appears at the top of every page in your document. Similarly, a footer is
text that appears at the bottom of every page.
1. First, let’s insert a header.
a. Open Internet Policy.docx.
b. Tap Ctrl + Home to get to the top of the document.

c. Click the Insert tab. In the Header & Footer group, click Header to open a list of
different header options.
d. Scroll down the menu to view all the options and click Blank.
e. Notice that a new contextual ribbon has opened called Header & Footer Tools. It has
one tab - Design.
f. Notice how Word is calling out the header section with a dotted-line.
g. Notice the words “Type here” enclosed in brackets on the left. This is a placeholder
for an area of the header into which we can enter content. It is colored gray, which
means it is already selected and ready for us to populate it with content.
h. Type “Internet Policy”.
2. Close header. This can be done in two ways:
a. On the Header & Footer Tools contextual ribbon, on the Design tab, click Close
Header and Footer.

b. By double-clicking anywhere within the body of the document. (We’ll try this in a
minute)

Scroll down and notice that “Internet Policy” appears at the top of every page.
3. Double-click on the header to make it active. Notice how the font color has changed to its
real color (black) and the document body text is now dimmed. Again, this is to show that the
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 header/footer is active, and the document body is not active.
4. Next, let’s insert a footer.
a. Note that, when the header is active, the footer is active as well. Scroll down to the
bottom of the current page and notice that there is a Footer section called-out with a
dotted-line.
b. On the Header & Footer Tools contextual ribbon, on the Design tab, locate the
Header & Footer group. Click Footer to open a list of different footer options.
c. Again, scroll down the list to view all the options and then click Blank (Three Columns).
d. What we’re going to do is, put our name in the left placeholder, the current date in
the center placeholder, and the page number in the right placeholder. There are tools
on the Header & Footer Tools contextual ribbon to facilitate this.
e. Click on the left placeholder to select it and type your name. Do not tap Enter

f. Let’s make our name bold. How would we do this? Because there is no Bold button
visible, we have to switch to another ribbon. Click the Home tab, locate the Font group
and click Bold. (no need to highlight the name)
g. Note how our Header & Footer Tools contextual ribbon is no longer active since we
switched to the Home tab. To bring the Header & Footer Tools contextual ribbon back,
click on its Design tab.
h. Click on the middle placeholder in the footer to select it. On the Header & Footer
Tools ribbon, locate the Insert group and click Date & Time. When the dialogue box
opens, click any date format you wish under the Available Formats in the left pane.

i. Click on the right placeholder. On the Header & Footer Tools ribbon, locate the
Header & Footer group and click Page Number. A list of options will be shown about
where you want to insert the page numbers (see table below).

j. Move your pointer to Current Position and a list of options will open. Scroll down
the list to the “Page X of Y” section and click Bold Numbers.

25
 k. Double-click in the body of the document to close the Header and Footer Tools.

Adding Visual Interest

1. Changing the Page Background:
a. On the Design tab, in the Page Background group, click Page Color to
display a palette of colors.
b. Mouse-over the colors and observe Live Preview changes to your document.
c. Click a color that is fairly dark (fourth row of Theme Colors).

2. Adding a Watermark:
d. On the Design tab, in the Page Background group, click Watermark to
see a list of semi-transparent messages that can be added to your
document. Click on one of the messages and note it’s insertion into the
document. These messages will be printed should you print the
document.
e. You can also customize the watermark text. Click Watermark again and click
“Custom Watermark”. In the Printed Watermark dialogue box, find the Text field, click
into it, delete the existing text, and type some different text. Click OK.

26
3. Adding a Page Border:
f. To place a border around your document, on the Design tab, in the Page
Background group, click Page Borders. A Borders and Shading
Dialogue Box will open.
g. In the Borders and Shading Dialogue Box, on the Page Border tab, there are options
for customizing a border. As you click on different settings, styles, colors, etc. in the
left and center panes, note a preview in the right pane.
h. In the Borders and Shading Dialogue Box, on the Page Border tab, in the left pane,
click on the Box setting.
i. In the Borders and Shading Dialogue Box, on the Page Border tab, in the center
pane, in the Art drop-down list box, click the drop-down arrow. Scroll down and click
a border style that you like. Click OK to add the border.

j. Note that, depending on how large the border is, it may cover up your header
and/or footer. To fix this, you can adjust the distance between the edge of the page
and the header/footer.

27
 i. Double-click on the header to make it active.

ii. On the Header & Footer Tools contextual ribbon, on the Design tab, in the
Position
group, there are two text boxes:
1. The top one controls the distance between the header and the edge of
the page.
2. The bottom one controls the distance between the footer and the edge
of the page.
iii. Increase the values in both of these text boxes until you can see your header
and footer. Note – you will need to click into the footer before you adjust the
bottom control.

4. Save the document and then close Word.

Find/replace
Scenario: In this document, we consistently misspelled a common jazz term. Instead of
manually correcting each misspelling, we will use Word’s find & replace tool to fix all of them
at once.
1. Tap Ctrl + Home to move your insertion point to the beginning of the document.

2. On the Home tab, in the Editing group, click the Find button proper.A Navigation task
pane will open on the left. Click into the Search document field and type “call and
response”.

28
 3. Notice how the Navigation task pane displays each match, along with the text surrounding the
matched phrase.
4. Scroll down the body of the document. Notice all instances of the phrase “call and response”
are highlighted in yellow to make them easy to see.

5. In the Editing group, click Replace. This opens the Find and Replace dialogue.
6. In the Find and Replace dialogue, on the Replace tab, in the Replace with field, type “call-
and- response” (the same phrase, but with dashes in between each word). Click Replace
All to perform the operation.

7. A dialogue box will appear telling you how many words have been replaced. Click OK.
8. Close the Find and Replace dialogue box.
9. Click the X to close the Navigation task pane.

2.1.4. Tables
Word allows you to insert tables into your document. Tables consist of the following elements:
● Row: Runs horizontally (left to right)
● Column: Runs vertically (up and down, like on a Roman building)
29
 ● Cell: The intersection of a row and column. You can type text into each cell.

“Select Table” Button

Column

Row

Resize Handle

Inserting a Table
1. Open a new blank document in Word.
2. Click the Insert tab and in the Tables group, click Table.
3. Move your Pointer over the squares in the Table Pane to determine the size of your table.
Notice how the squares change color and the dimensions are given at the top. The dimensions
list the number of
columns first, then the number of rows.

4. When you have a 7 column x 5 row table, click the left mouse button. Your table will be inserted
wherever your insertion point was located in the document.

30
Resizing Rows and Columns
1. To adjust the width of a column, point to the vertical border between two
columns so your pointer changes into a double arrow. Then you would click and
drag the line where you want it. Use this resizing cursor to make the first
column wider.

2. To adjust the height of a row, point to the horizontal border between two rows
so your pointer changes into a double arrow. Use this resizing cursor to make
the first row higher.

Inserting Rows and Columns

The insert control feature utilizes an interface we noticed when we were in the process of
selecting various sections of the table. The tool will appear when pointing to the left or top
border of the table and in the general vicinity between two rows or two columns.

31
Ribbon method, when you have any part of a table selected, a new
contextual ribbon appears called Table Tools. This contextual ribbon
has two tabs, Design and Layout.

Unlike the limited functionality of the insertion control feature, there are tools on the ribbon
which will allow the insertion of a row above an existing row or to the left of a column as well
as insertion below and to the right. However, prior to using the ribbon tools, the insertion point
must be inside a cell in the table. The ribbon tools will delete rows above or below the selected
cell and columns to the left or right of it.
1. Click in the first cell in the first row (it has Monday in it).
2. On the Table Tools contextual ribbon, click the Layout tab.
3. In the Rows & Columns group, click Insert Left. Note the new column inserted to
the left of the first column. Click Undo.
4. In the Rows & Columns group, click Insert Above. Note the new row inserted above
the second row.
5. Click Undo.

Right-click menu, Row and column insertion tools are also available on a right-click menu.
Again, the insertion point must be inside a cell.
1. Click in the first cell in the first row.
2. Maintain cursor focus on the selected cell and right-click.
3. Point to Insert and then click Insert Rows Above. Note the new row inserted above.
4. Click Undo.

Deleting Rows and Columns

Both the ribbon and the right-click menu have tools to delete rows and columns. The ribbon
tool, named Delete, can be accessed when the insertion point is in a cell in the row or column
to be deleted. The right-click menu offers a specific delete button when the row or column is
selected first.

32
 Ribbon method

1. Click in the third cell in the first row (Wednesday).

2. On the Table Tools contextual ribbon, click the Layout tab.
3. In the Rows & Columns group, click Delete. On the menu click Delete Columns. Note
the column with the Wednesday cell disappears. Click Undo.
4. In the Rows & Columns group, click Delete. On the menu click Delete Rows. Note the
row with the Wednesday cell disappears. Click Undo.

Right-click menu

1. Select the row with the Wednesday cell in it.

2. Maintain cursor focus on the selected row and right-click.
3. Click Delete Rows. Note the deletion. Click Undo.

4. Select the column with the Wednesday cell in it.

5. Maintain cursor focus on the selected column and right-click.

6. Click Delete Columns. Note the deletion. Click Undo.

Formatting a Table
1. Insert a new row above the first row.
2. Select the first row.
3. Let’s apply some formatting to the first row.
a. On the Table Tools contextual ribbon, click the Layout tab. In the Merge group, click
Merge Cells. Those seven selected cells will now function as a single cell.
b. Type the word “schedule” into the still selected cell.
c. On the Layout tab, In the Alignment group, use the ScreenTips to find Align Center.
Note
33
 there are several different options for aligning text in a cell.
d. Click Align Center.
e. On the Table Tools contextual ribbon, click the Design tab. In the Table Styles group,
click
the list arrow section of the Shading split button. A menu of colors will appear.
f. Move your pointer over the colors to see a Live Preview and then click on any color
you like. Notice that only the selected cell is shaded.
4. Select the entire table by clicking on the Select Table button.
5. On the Table Tools contextual ribbon, on the Design tab (you may need to make the
Design tab active), in the Borders group, click the Dialogue Box Launcher. This
dialogue gives you fine-grain control over your table’s borders.
a. In the Borders tab, under Setting, make sure All is selected.
b. Scroll through the Style Menu and as you click on different options, see the preview in
the preview pane on the right. Click whatever style you prefer.
c. Click the Color list arrow and choose a color from the menu.
d. Click the Width list arrow and choose a width.
e. Click Ok to apply your changes.
f. Deselect the table so you can view the border better.

6. To move your table, click on the Select Table button and drag your table down the page a
little. Then drag it back to where it was.

Do NOT move the table into the top margin, or else it could get stuck.
7. To resize your table, locate the small square at the bottom right of the table. This is a Resize
handle. Point to it and notice that the pointer changes to a white arrow with two ends. Click
and drag towards the center of the table. This action resizes the entire table proportionally,
so all the row and columns get resized by the same amount.
8. Click Undo to return the table to its original size and position. You may have to click
it multiple times.

34
2.1.5. Pictures, Shapes, Text Boxes
The insertion of specialized objects into a document can add visual interest. We will explore
a few different types of objects in this section and also learn how to format the objects.

Online Pictures
The former name for this type of object was Clip Art. Clip art are small pictures and
symbols made available for computer users to add to their documents. They can be used to
enhance a narrative.

1. Click in a clear area underneath the table to move your insertion point off of the table.
2. On the Insert tab, in the Illustrations group, click Online Pictures.
3. A dialogue box opens that prompts us to enter a search term.

4. Note the words Bing Image Search. Microsoft Word will search the Internet for images
using its search engine, Bing (it is a competitor to Google).
5. Type helmet in the search field and tap Enter.

35
 6. Find a picture you like.
7. Point to the image.
8. Click on the three dots in the bottom-right corner of the image. A screen tip appears above
the image containing additional information about the image, including its pixel dimensions
and Internet URL.

Resizing Inserted Objects

Objects can be resized by using “handles” that appear around a selected object.

Rotate

Layout Options

Resize proportionally

Adjust the width only

Adjust the height only

1. If you cannot already see a border and small circles around your picture, click on the
picture to select it.

2. Point your mouse to one of the circles. These circles are called resizing handles.
36
 Notice the pointer shape changes to a white arrow with two ends. As we learned
before, this is a resizing cursor.

3. Using one of the corner circles, click and drag towards the center of the picture and
note it resizes the picture proportionately. This does not always work with other types
of objects. Other objects require you to hold down while resizing to retain the original
proportions.

4. Click and drag from one of the side circles and note the change in shape of the picture.
These circles do not resize the picture proportionally. Click Undo.

5. Click and drag the circular arrow icon above the picture note how the picture rotates.
Click Undo to get it back to its original rotation.

6. Using the rulers on the top and left edges of document as a reference, resize the object
proportionally to approximately 1 ½” square.

7. Deselect the object by clicking in a blank area.

Applying Wrapping Styles

The wrapping style can affect how difficult it is to move an object on the page. If it seems
difficult to move an object where you want to, then you may need to change the wrapping style:

1. Select the picture object and move your pointer around on it until you see a
Move cursor shape.
2. When you see this cursor, click and drag. You should notice that it is hard to
move the object. We need to change the wrapping style so it is easier to move.
The default wrapping style for pictures is In Line with Text, which means that
only text can move it around. This can be very restricting.
3. Click Layout Options to the right of the selected object.

a. It presents you with a set of icons, each of which represent a wrapping style.
b. You can get an idea of what each wrapping style does by looking at the icons. The
blue, horizontal lines represent your document’s text, and the gray arch represents the
image.

37
 c. Point to the icons to see a ScreenTip containing their names. Click In Front of Text.

Applying Formatting to Pictures

1. Click the picture to select it if it is not already selected.
2. On the Picture Tools contextual ribbon, click the Format tab and, in the Picture Styles
group, move your pointer over the predefined Picture Styles thumbnails to see a Live
Preview of their effects.

3. Click the More button to see more predefined styles. As you point to the different styles
note the ScreenTips that appear which contain the name of the style. Click on the Metal
Oval style.

4. In the Picture Styles group, click on Picture Border and click on any color that you like.
5. Deselect the picture.

38
2.1.6. Shapes
A shape is another type of object that can be inserted into a Word document.

Let’s insert an arrow shape into our document.

1. On the Insert tab, in the Illustrations group, click Shapes. A menu of shapes will
open. The shapes are organized by type of shape.
2. In the Line section, mouse over the line shapes until you see a ScreenTip that says
Double Arrow . Click the shape.

3. Find your mouse cursor in the document and note that it is shaped like a crosshair .

Next, we will insert a star shape.

1. On the Insert tab, in the Illustrations group, click Shapes.
2. In the Stars and Banners section, mouse over the shapes until you see 5-point Star
and click it.

3. Find your cursor in the document and note that it is shaped like a crosshair .

2.1.7. Text Boxes

A text box is a freestanding object that can contain words. Let’s insert a text box.
1. Deselect the star object.
2. Click on the Insert tab. In the Text group, click Text Box. A menu of Built-in text box
styles will appear. However, to have more control over format, placement and size, we will
draw our own text box. Click Draw Text Box.
3. Click into your document where you want the text box to start and drag diagonally and to
the right to where you want it to end.
4. The insertion point within the text box indicates that what you type will be inserted
there. Type your name.
5. Resize the text box to just fit around your name.
6. To move your text box, make sure it is selected, then move your pointer to the edge of the
box until a move cursor appears . Then click and drag your text box to the center of
the star shape.
7. Note that the text box has a black border and it is also filled with white color.
8. You can change formatting of the text box by using tools on the Drawing Tools contextual
ribbon.
a. With the text box selected, on the Drawing Tools contextual ribbon, click the Format
tab. In the Shape Styles group, click Shape Outline, and click No Outline.

39
 b. Next, In the Shape Styles group, click Shape Fill and click No Fill. Deselect the text box.
2.1.8. Other Pictures
In addition to inserting pictures via Online Pictures, you can also insert images of your own
into a document. These images can be ones that you’ve made yourself (like photos taken with a
camera) or ones that you’ve downloaded from the Internet. We have placed a couple of pictures
on the flash drive for you to use in this section.

1. Open a new blank Word document.

2. Click the Insert tab. In the Illustrations group, click Pictures.
3. In the Insert Picture dialogue box, navigate to the flash drive and click Orchid.jpg.
4. In the dialogue box, click Insert.

To Color Effects and Artistic Effects

1. To prep for this section, let’s move our picture to the right side of the page. See if
you can remember how to do this. This is an important thing to know!
a. Change the Text wrapping style to “In front of text”.
b. Click and drag your picture to the right side of your document.
2. On the Picture Tools contextual ribbon, on the Format tab, find the Adjust group, and
click on
Color. Mouse over the coloring effects that could be applied to your picture.
3. Click on the title bar to dismiss the gallery.
4. In the Adjust group, click on Artistic Effects and mouse over the artistic effects
that could be applied to your picture.
5. Click on the title bar to dismiss the gallery.

To Remove Background Effect

1. To prep for this section, we are going add a dark background color to the document.
a. Click on the Design tab, and in the Page Background group, click on Page Color.
b. Click a dark color.

2. On the Picture Tools contextual ribbon, click the Format tab and, in the Adjust group,
click Remove Background. Your picture will look like the picture below. Also, a new
contextual tab named Background Removal will open.
3. On the Background Removal tab, in the Refine group, click Mark Areas to Keep.

4. The pointer will change to the shape of a pencil when you point to the picture. Use the
40
 tip of the pencil to “click away” the bright pink sections.
5. In the Close group, click Keep changes.
6. Deselect your picture.

To Crop Picture Effect

1. Open a new blank Word document.

2. Insert another picture from your flash drive. It is named red-roses-photo.jpg.
3. On the Picture Tools contextual ribbon, on the Format tab, find the Size group and click
on the list arrow part of the Crop split button.
4. Point to Crop to Shape. In the Basic Shapes section of the Shapes menu, click Right
Arrow.

2.1.9. Table of Contents

A table of contents can be generated when certain sections of the text in a long document
are assigned a “Heading Style”. Our outline format helps us to determine the heading styles we
want to use. We are going to create a table of contents which will display four levels of content in
our outline.

1. Observe the two pages of our document and note that the highest levels content in our
outline is “1. Services” and “2. Closing Procedures”. We will assign a Heading 1 style to
them.
a. Make sure the Home tab is active.
b. Click on the word “Services” and in the Styles group, click on Heading 1. Note
how the numbering is removed.
c. Click on the word “Closing Procedures” and in the Styles group, click on Heading 1
2. Second level content is under the letters in the outline.

a. Under the Services section, click (one at a time) the second level content “Book
Bags”, “Book Sale”, and “Check-Out” and in the Styles group, click on Heading 2
for each.
i. Note as you eliminate some of the numbered list items, replacing them with
heading styles, the list loses some integrity (numbering can become continued
from previous sections when that was not the original intent). Eventually we will
eliminate most numbering so that shouldn’t be an issue.
b. Under the Closing Procedures section, click (one at a time) “Book Bag and Book
Sales”, “Z Report”, “Turn off machines”, and “Closing Announcements” and click on
Heading 2 for each.

41
3. We are not done assigning our headers yet, but let’s create a Table of Contents to see
what the outline of the document looks like so far.
a. We want our Table of Contents to go at the very top of our document so move the
insertion point to the top of the first page (at the beginning of the Services header).
b. Click on the References tab on the ribbon.
c. In the Table of Contents group, click Table of Contents and click Custom Table of
Contents. This option will allow us to add as many levels of content as we want.

d. In the Table of Contents dialogue box, on the Table of Contents tab, in the General
section, on the Format menu, click Distinctive.
e. Then, spin the Show levels button to “5”. This means that the table of contents will
show headers that have up to the “Header 5” style.

42
 f. Click OK in the dialogue box and observe the Table of Contents.

4. Now, let’s assign our third level headers. Assign the Heading 3 style to all of the Roman
numeral list items underneath the Services section (to save time, do not format the ones
underneath Closing Procedures).
5. In order for the table of contents to show the document’s updated outline, it must be
updated.
a. Click the References tab and locate the Table of Contents group. Click Update Table.

b. A dialogue box appears, asking us what parts of the table of contents we want to
update. Because we’ve modified the outline of the document by adding some headings,
click Update entire table and click OK. This is usually the option you always want to
choose because it ensures that the entire table is completely up to date.

c. Scroll to the top of the document to view the updated Table of Contents.

43
2.2. PowerPoint Presentation
The ability to create and deliver an engaging presentation is a vital component of your work,
particularly if you are expected to communicate information and ideas to others. With ICDL
Presentation you will learn how to comfortably utilize presentation software and will be provided
with the tools to develop your presentation skills.

Microsoft PowerPoint 2016 is a presentation program that produces dynamic and powerful
slide shows containing movies, sounds, text, graphics, and charts. You can use PowerPoint for
formal and informal presentations and meetings, as well as for presentations on the Internet.

2.2.1. Starting with PowerPoint 2016

The user interface in PowerPoint 2016 makes creating, presenting, and sharing presentations
simpler and more intuitive. With the use of the Ribbon, tabs, and galleries, PowerPoint 2016 groups
common tasks together in the same place.

Themes allow a consistent look and feel to be applied to the presentation, applying a common
background, font style and layout throughout the presentation with a single operation. Themes come
with variations, which make it simpler to hone in on the look you want. And when you’re working
with others, you can add comments to ask questions and get feedback.

Default PowerPoint Themes

44
Opening PowerPoint 2016
1. Select the Start icon on the task bar.

The Start menu appears. Click

2. Point to the programs list under Recently Click scroll bar

added.
The scroll bar appears.
3. Scroll and select PowerPoint 2016.

The Microsoft PowerPoint 2016

welcome screen opens.

4. Click Blank Presentation

from the list of Templates.

A blank presentation opens.

Create a new presentation

You can create a new PowerPoint presentation by selecting the File tab and then selecting
New. PowerPoint provides a number of templates that you can select to base your presentation off
of, available locally or online using the search feature.

45
 Adding text into slides
You can add text to the Text Placeholders, Text Boxes, and Shapes. The Title Text
placeholder is represented by the dotted border. When entering text into text placeholders, it is
important to recognize good practice when doing so. This includes:

● Using short, concise phrases

● Using bullet points
● Using numbered lists.

Add a new slide

To add a new slide to a presentation:

Open WORLD01.pptx from the Student Folder.

1. If necessary, select the Home tab.

Click

2. Select the top part of the New Slide

Click
button in the Slides group.

3. Select Slide 1 in the Slides/Outline Click on Slide 1 in the Slides/Outline pane

pane on the left.

46
 4. Select the Next Slide button at the
bottom of the vertical scroll bar.

5. Select the Previous Slide button at the

bottom of the vertical scroll bar.

Click on

Save a presentation
You can use Save As to save a copy of a presentation with another name, another folder location or
another file type.

Save As Window

47
 1. Select the File tab.
Click

2. Select Save As.

Click

3. Type the desired file name. Type WTS Qtr 1 – or any name

4. If necessary, click the Navigation button Select the drive with the Student Folder
and select the drive where you want to
save the presentation.

5. If necessary, open the folder where you Double-click to open the Student
want to save the new presentation. Folder

6. Select the Save button. Click

2.2.2. Working with Presentations

Using master slide

A slide master is the primary slide in a structure of slides. It stores information about the slide
layouts, theme, background colours, fonts, placeholder sizes etc. and allows you to make multiple changes
across the presentation in one go. This makes it a useful method of maintaining design and format
consistency across the presentation. For example, the Master Slide allows users to make changes to font
sizes, font types and font colour which is implemented throughout the presentation.

To apply text formatting using Slide Master:

1. On the View tab, in the Master Views

group, select the Slide Master button.

Click

2. Under the Slide Master tab, select the

Colors drop-down button. Click

48
 3. To change the font of the presentation,
click the Fonts drop-down button. Click

4. To change the font sizes using the Click Home, then apply the changes
Master Slide, select the text to change
and click the Home tab. Then change
the font size in the Font group.

5. Click the Slide Master tab.

Click

6. Click the Close Master View button in

the Close group.

Insert/remove a graphical object into/from a master slide

You can insert or remove a graphical object from a master slide. A graphical object is an object such
as a drawn shape or picture inserted through PowerPoint.

Insert a picture, drawn object into a master slide.

1. On the View tab, in the Master Views

group, select the Slide Master button.

Click

2. On the Insert tab, in the Images group,

click the Pictures, Online Pictures or
Photo Album button.
Click one of
3. Navigate to the object you want to Select the image
insert.
4. Insert the image. Click Insert

Insert a drawn object into a master slide.

49
 1. On the View tab, in the Master Views
group, click the Slide Master button.

Click

2. On the Insert tab, in the Illustrations

group, click the Shapes button.

Click
3. Click the shape to insert. Click the appropriate shape
4. Select the slide for the shape to appear on. Click the appropriate slide

Remove a graphical object from a master slide.

1. On the View tab, in the Master Views

group, click the Slide Master button.

Click

2. Click the picture or image to remove. Click the appropriate image

3. Delete the image. Press Delete

4. If necessary, click the Slide Master tab and

click the Close Master View button in
the Close group.

To close Master View and return to the Home tab, click the Slide Master tab, if necessary, and
select the Close Master View button.

Apply a design template/theme

PowerPoint includes a collection of compelling design templates and themes (including wide-screen
themes) that you can choose from to create your presentation. Themes come with a set of variations, like
different colour palettes, backgrounds, and font families, so you can change the look and feel of your
presentation with a single tap or click.

50
Apply a theme.

1. Select the Design tab on the Ribbon.

Click
2. Select the Facet theme from the
Themes gallery.
Click

Apply a background color

PowerPoint allows users to change the background color of the slides. You change the background
style using the Design tab and customize style depending upon your presentation theme.

1. Select the Design tab on the Ribbon.

Click

2. Select the Format Background button in

the Background group.

Click
3. Select Solid fill from the FILL group. Click Solid fill

4. Select the Color dropdown button, and Click Light Blue

choose Light Blue from the Standard
Colors options.
5. Select the Close button on the Format
Background pane. Click

To apply color changes to all slides, click the Apply to All button at the bottom of the Format
Background window before closing the Format Background window.

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Change slide orientation
You probably know that you can change the orientation of a document or spreadsheet to be portrait
or landscape. What you might not know is that you can apply the same orientation setting to PowerPoint
slides. By default, slides are landscape.

To change the slide orientation:

1. Select the Design tab from the

Ribbon. Click

2. Select the Slide Size button in the

Customize group.

Click

3. Select the Custom Slide Size… from

the menu.

4. Select the Portrait option from the

Orientation group. Click

52
 5. Click OK button to close the Custom
Click
Slide Size dialog box.

Switch views

You can use the following views to edit, print, and deliver your presentation:
● Normal view
● Outline view
● Slide Sorter view
● Notes Page view
● Reading view
● Master views: Slide, Handout, and Notes

To switch views in a presentation:

1. Click the desired View button to the left

of the Zoom Slider on the Status Bar.

Click

Add a new slide with a specific slide layout

You can add a new slide with a specific slide layout to a presentation, such as a title slide, title and
content, title only, or a blank layout. The various styles of slides in Microsoft PowerPoint allow users to
optimize their presentation based on the material they are working with.

53
 1. Select the last slide in the presentation. Click on the last slide

2. On the Home tab, in the Slides group,

click the New Slide arrow.

Click

3. Click the slide layout required. Select Click

Title and Content.

Use slide layouts

PowerPoint also allows you to insert pictures using slide layouts.

Online Pictures button

To use a slide layout to insert a picture:

1. Select the Online Pictures button in

the content placeholder.

Clic
k

54
 2. Type the desired keyword in the Type Internet Telephony
Bing Image Search box.

3. Select the Search icon. Click Search icon

4. Select the desired picture.

Click the Second picture

5. Select the Insert button in the Insert

Online Pictures window. Click

Insert a SmartArt object

SmartArt is a creative tool available in PowerPoint 2016 which allows you to insert and edit some
advanced illustrated objects, such as organizational charts, diagrams, and flowcharts. This tool allows you
to create dynamic graphics as a visual representation of your information. Many different layouts and
styles are available to suit the needs of your presentation.

To insert a SmartArt object:

Open a new, blank presentation, if necessary. Change the layout to Blank.

1. Select the Insert tab on the

Ribbon. Click

55
 2. Select the SmartArt button.

Click

3. Select the SmartArt Graphic. Click the Hierarchy category,

Organization Chart

4. Select the OK button.

Click

Notice that the Organization chart is inserted in the slide. Click Change Colors and choose Colorful
– Accent Colors. You can change the hierarchical structure of an organization chart by following the steps
listed below:

1. Select the Design tab. Click Design

2. Select the shape that you wish to Click the middle shape at the bottom of the
change. organizational chart

3. In the Create Graphic group, use the Click Promote

options Demote, Promote or Right to
Left to change the structure.

Resize/reposition a SmartArt object

Aligning shapes/objects is a very common task. There is an array of tools to ease this process, such
as those found under the Align button on the Format Tab.

56
 Resize and align a SmartArt object.

1. Select the SmartArt object. Click on the SmartArt object

2. Drag a sizing handle to enlarge or reduce the Drag a sizing handle to reduce
object size then release the mouse button. the SmartArt object size then
release the mouse button

3. Select the SmartArt Tools Format Click the SmartArt Tools Format
contextual tab. contextual tab

4. Select the Align button.

Click

5. Select the desired alignment. Click on Align left.

To restore the shape to its original size, under SmartArt Tools, on the Design tab, in the Reset
group, click Reset Graphic.

Insert text into a SmartArt object

Sam

Mary Peter Jhon

Sales Manager
Enter text into a SmartArt object.

1. Select the SmartArt object. Click on the SmartArt object

57
 2. Type in the text. Click on the first placeholder and type the
text Sam. Enter a paragraph space and write
Director

Practice the Concept: Delete the placeholder between the blue placeholder and the bottom three
placeholders by clicking the placeholder and hitting Delete. Type one of the following titles for each of
the remaining shapes; HR Manager, Sales Manager, Admin Manager.

2.2.3. Working with slides

Select multiple slides

When working on a presentation, you may wish to rearrange the layout of your slides or even move
them to a new presentation altogether. Selecting multiple slides can be a time saving method when doing
such work.

To select multiple slides:

1. Click the first slide you want to Click slide 2

select.

2. To select multiple, contiguous Hold [Shift] and click slide 4

slides, hold [Shift] and click the
last slide in the range you want to
select.

3. To select multiple, non-contiguous Hold [Ctrl] and click slide 6

slides, hold [Ctrl] and click each
additional slide you want to select.

Holding down the Shift key when selecting slides allows you to select an adjacent range of slides
together, while using the Ctrl key allows you to select individual slides while keeping other slides
selected. Click in any blank area to deselect the slides.

Move slides
The selected slides in the slide sorter view can be easily rearranged by dragging and dropping the
slides.
58
To move slides in the same presentation.

1. Select the slide you want to move. Click slide 3

2. Drag the slide to the desired Drag slide 3 between slides 7 and 8
location.

Click anywhere between slides to deselect the slide.

You can also use the cut feature to move slides in one presentation or between two open ones.

1. Select the slide you want to move. Click slide 3

2. In the Home tab, click the Cut Click Cut

button.

3. Click a new location to move the Click slide 7

slide to.

4. Select the Paste button. Click Paste

Duplicate slide
PowerPoint allows you to create new slides by duplicating selected slides meaning the existing slides
are duplicated in the same presentation.

To duplicate a slide:

1. Select the slide you want to Click slide 3

duplicate.

2. Select the Home tab. Click Home

3. Select the bottom part of the New

Slide button in the Slides group. Click

4. Select Duplicate Selected Slides. Click Duplicate Selected Slides

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Click anywhere between slides to deselect the slide.

Copy slides

Copying slides works similar to duplicating them, only it goes to the clipboard and you can insert
them anywhere in the presentation. You can also copy slides between presentations, similar to the moving
steps shown above.

To copy a slide:

1. Select the slide you want to copy. Click slide 6

2. In the Home tab, click the Copy button. Click Copy

3. Click a new location within the Select slide 7
presentation or within another open
presentation to move the slide to.

4. Select the Paste button. Click Paste

Click anywhere between slides to deselect the slide.

Hide a slide
To hide a slide:

1. Select the slide you want to hide. Click slide 3

2. Select the Slide Show tab. Click Slide Show

3. Click the Hide Slide button in the Set

Up group.

Click

To unhide a slide, click the Hide Slide button again.

Delete slides
You can delete slides from your presentation, no matter where they are placed in the presentation.
To delete a slide:

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 1. Select the slides you want to Click slide 4
delete.

2. Press [Delete]. Press [Delete]

2.2.4. Adding special effects

Apply slide transition

Slide transitions are motion effects that occur in Slide Show view when you move from one slide to
the next during a presentation. You can easily apply transitions between slides using the Transitions tab.

1. Select the desired slide. Click slide 1

2. Select the Transitions tab. Click Transitions

3. Select the desired Transitions from

the Transition to This Slide gallery.

Click

4. To change the direction of the

transition, select the Effect Options
button.
Click

5. Select the desired transition effect. Click From Top-Right

You can also set timing and sound connected with the transition by selecting the appropriate options
in the Timing group. You can use the Apply To All option in the Timing group to apply the same
transition to all slides in your presentation.

You can remove a slide transition by selecting the slide with the transition, clicking the Transitions
tab and selecting None. To remove transitions from all slides, select all slides and click None under the
Transitions tab.

Animate text and objects

You can also animate text and objects on your slides, if you want to emphasise a point or make your
presentation more dynamic.
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Animate text and objects in a presentation. Display slide 6 in Normal view.

1. Select the object you want to animate. Click the money-key.jpg

2. Select the Animations tab. Click Animations

3. Select the desired animation from

the Animation gallery.
Click

4. To change the direction of the

animation, select the Effect Options
button.

Click

5. Select the desired animation effect.

Click

To remove an animation, select the animation and select None from the Animation gallery

Print a presentation
Printing a presentation is a common step for presenters who wish to give their audience a hard copy
of the slide show they are about to see, for note taking purposes or other. You can print an entire
presentation in PowerPoint, or a specific range of pages.

Preview a presentation before printing. If necessary, display slide 1.

1. Select the File tab. Click File

2. Select Print. Click Print

3. Select the Zoom In button to zoom Click the Plus icon. Click to return to
into the slide. the default

4. Select the Next Page button in the

Preview group to move through the Click
presentation.
5. Select whether you wish to print all Select Print All Slides
slides or a specific range in the
dropdown under Settings.

6. Print the presentation. Click Print

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 You can also print multiple copies of the same presentation by modifying the Copies: box beside
the Print button.

Tip: Use the keyboard shortcut Ctrl + P to begin the printing process.

2.2.5. Using slide show view

Run a slide show

Slide Show View is the view used for presenting to an audience. Slide Show view can be accessed
from the Slide Show tab of the ribbon. Choose one of the following options:

● From Beginning - This will show the complete slide show in full screen.
● From Current Slide - This will start the slide show from the active slide and
proceed through the remainder of the slides.

Keyboard Shortcuts to View the Slide Show

● Press the F5 key to view the complete slide show.
● Press Shift + F5 to view the slide show from the current slide forward.

To exit Slide Show view at any time, press the Esc key on the keyboard.

Slide Show View

63
To run a slide show:

1. Select the Slide Show tab. Click Slide Show

2. Select From Beginning or From Click From Beginning

Current Slide to begin the slide
show.

Navigate a slide show

Once a slide show has begun you can navigate between the slides in a variety of ways. During the
slide show, by right-clicking the slide you are on and clicking Next or Previous, you will switch between
the adjacent slides. Or, you can click See All Slides and select which slide you would like to jump to.

All Slides View

Practice the Concept: Right-click in the current slide and select End Show from the Shortcut
menu to end the slide show

2.3. Excel Spreadsheets

Having the skills to operate and get the most from a spreadsheet application directly enhances your
ability to manage numerical data and will positively impact on your job performance. This ICDL
Spreadsheets module provides you with the tools to understand the concept of spreadsheets, and to
demonstrate an ability to use a spreadsheet to produce accurate work outputs.

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 2.3.1. Starting Excel 2016
Microsoft Excel is a spreadsheet application developed by Microsoft for Microsoft Windows and
Mac OS X. It allows you to enter numerical values or data into the rows or columns of a worksheet, and
use these numerical entries for calculations, graphs, and statistical analysis.

Note: A worksheet is a single spreadsheet organized by columns and rows, while the workbook is
an Excel file that contains one or more worksheets.

To start Microsoft Excel 2016

1. Select the Start icon on the taskbar.

Click

2. Point to the programs list under Recently added Click scroll bar

3. Select Excel 2016.

Click
4. Click Blank workbook and a new workbook Click
opens.

The user interface

The Microsoft Excel 2016 user interface uses ribbons and tabs just like its predecessor, Microsoft
Office 2013. The layout includes the principal functions of the application and can be customized to the
user’s needs.

65
 Home Tab

Excel Layout

● Name Box: Displays the currently selected sell.

● Formula Bar: Displays the number, text, or formula that is in the currently selected cell, and
allows you to edit it. It behaves just like a text box.
● Selected Cell: The selected cell has a dark border around it.
● Column: Columns run vertically (top to bottom).
● Column Label: Identifies each column with a letter. Clicking on a column label selects the
entire column.
● Row: Rows run horizontally (left to right).
● Row Label: Identifies each row with a number. Clicking on a row label selects the entire row.
● Cell: The intersection of a row and column.
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 ● Worksheets: The worksheets contained in the workbook are displayed at the bottom-left of
the screen. Click on a worksheet to view it.
● Scroll Bars: Used to view other parts of a worksheet when the entire worksheet cannot fit on
the screen.
● View Tools: See Status Bar next

Creating a workbook
A Microsoft Office Excel workbook is a file that contains one or

more worksheets that you can use to organize various kinds of related information. You can create
a new workbook by simply opening a blank one. You can also use templates on which to base the new
workbook, such as the default template provided with Microsoft Excel or templates you have created.
Microsoft Excel also offers templates available online, found by using the search function.

Creating a New Workbook

67
To create a new blank workbook using a local template:

1. Click the File tab.

Click

2. Click New.

Click
3. Click Blank workbook.

To create a workbook using an online template:

1. Click the File tab.

2. Click New.

Click

3. Search in the Search for online Search for Trip Planner and hit Enter
templates search bar by using
keywords to find the template.

4. Select the Trip Planner template. Click Trip Planner

5. Create the template. Click Create

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 2.3.2. Working with worksheets
The tab at the bottom of a worksheet displays the name of the worksheet - such as Sheet1,
Sheet2, etc. You can switch between worksheets by selecting the desired tab. You can add,
rename, and move tab positions as shown in the steps below.

Excel Sheet Tab

To work with worksheets:

Open Explore.xlsx. Notice the worksheet tabs at bottom of the Excel window.

1. Click the Expenses sheet tab.

The Expenses sheet is displayed.

You can quickly insert a new worksheet by clicking on the button . Excel
labels these worksheets using a default name, so consider renaming your worksheets to reflect
what they contain. To rename it, double-click on the existing sheet name (e.g. Sheet1) and type
a new name.

You can copy and move a worksheet within a spreadsheet by right-clicking the worksheet
at the bottom of the workbook window, click Move or Copy, select the location to move the
worksheet to, and clicking OK. To copy a worksheet, simply check the Create a copy button
before clicking OK, as shown below.

69
1. Select the worksheet tab at the Right-click the Sales Data tab at the bottom of
bottom of the worksheet window. the worksheet window

2. Select Move or Copy. Click Move or Copy

3. Select the location to copy the Click (move to end)

worksheet to.

4. Select the Create a Copy Click in the Create a Copy checkbox, and click
checkbox. OK

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To move a worksheet within a spreadsheet

1. Select the worksheet tab at the Right-click the Sales Data (2) tab at the bottom
bottom of the worksheet window. of the worksheet window

2. Select Move or Copy. Click Move or Copy

3. Select the location to move the Click Sales Data in the Before sheet: list
worksheet to and click OK.

You can also move a worksheet within a workbook by clicking a sheet tab, holding the
left mouse button, dragging the sheet to the desired location.

To rename a worksheet within a spreadsheet

1. Select the worksheet tab at the Right-click the Sales Data (2) tab at the bottom of
bottom of the worksheet window. the worksheet window

71
 2. Select Rename. Click Rename

3. Enter the worksheet name into the Type Copy of Sales Data
highlighted worksheet tab.

You can quickly move to the next sheet or previous sheet in the workbook by pressing
Ctrl+PgDn or Ctrl + PgUp respectively.

2.3.3. Basic workbook skills

Using the keyboard to select cells/navigate a workbook

You can use the keyboard to select cells or a range of cells in the worksheet. This is done
by clicking into the appropriate cell and using the arrow keys on the keyboard to move left,
right, up, and down in the worksheet.

To select a rectangle area around the active cell, hold down the SHIFT key and press the
arrow keys.

72
 Selected Cells

Merging cells
In Excel 2016, you can merge two or more adjacent cells into one cell and display the
contents of one cell in the merged cell. A title is commonly centered over the data in the
worksheet.

73
Open FormatCell.xlsx, and open the Sales worksheet.

To use the Merge & Center button to merge and center data:

If necessary, select the Sales sheet.

1. Select cells A1 through G1. Select cells A1:G1.

2. If necessary, select the Home tab.

3. Click the left-hand side of the Merge

& Center button in the Alignment
group.

Vertical alignment
In Excel 2016, it is possible to change the horizontal and vertical alignment of cell data.
Text is left-aligned and values and dates are right-aligned by default. You can use the buttons
in the Alignment group of the Home tab to alter the alignment. Values formatted as accounting
can only display as right-aligned, but it is possible to change alignment on all other formatting
styles.

To vertically align the contents in a cell:

1. Select cells A4 through G4. Select cells A4:G4

74
 2. If necessary, select the Home tab.

3. Click the Middle Align button in

the Alignment group.

Unmerge cells
You can unmerge the previously merged cells of an Excel worksheet. Use the buttons in
the Alignment group of the Home tab.

To use the Merge & Center button to unmerge previously merged cells:

1. Select cell A1. Select cells A1

2. If necessary, select the Home tab.

3. Click the arrow besides the Merge & Center button

in the Alignment group.

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 4. Click Unmerge Cells from the list displayed.

5. Click the Format button from the Cells group.

6. Select Autofit column Width to fully display the text.

2.3.4. Excel Formula

Next, we are going to examine several different ways to add the values in cells B3 through
B10.

1. To let Excel knows that you are going to enter a formula, always start your formula
with an equal = sign. Click into B11 and type an = sign.
2. Now, click into cell B3. Notice how the cell name (B3) appears in B11 as if it was
typed in and also a color border is now around cell B3.

76
 3. Next, type a + (plus) sign and then click in cell B4. Continue to type the + signs
and click into the cells, which will add the value that is in that cell, until you click
into the last cell, B10. Do not type the + sign after clicking in B10.

4. Check your formula for accuracy using Figure 4 on Handout 1. The formula
should be: =B3+B4+B5+B6+B7+B8+B9+B10

5. Click the check mark on the formula bar to see the result, which should be
$1340.00.

Use a Function
We are going to use a different method this time to add up the values in B3 through B10.
We are going to use a function, which in Excel is basically a pre-defined formula. The function
name tells Excel what to execute. In this case, we’re going to use a function called SUM.

1. Click the Undo button on the Quick Access Toolbar. Watch what happens to cell
B11. The formula has disappeared, so we can start again.
2. Type an = sign into cell B11. This lets Excel know that you are going to use a
function, just as when you are typing a formula.
3. Next, type SUM. As you type, note that a dropdown list appears with suggestions
for which function you might like to use.

a. Clicking once will display a description of the function.

b. Double-clicking will add the function to the formula in the cell.
4. Double-click the SUM entry.

77
 a. Note how an open parenthesis is added to the formula, which marks the
beginning of the function.
b. Also note the ScreenTip that shows the
function’s syntax. This tells you what kind
of values the function expects to receive.
5. We are going to pass a range of cells into the function.

a. Click into the first cell in the range, which is B3.

b. Type a colon.
c. Click into the last cell in the range, which is B10.
d. Commit the formula by clicking the check mark in the formula bar.
e. Check your formula for accuracy – it should be =SUM(B3:B10).

Use the Mouse to Express a Range of Cells

1. Clear the formula by clicking the Undo button.

2. Click into cell B11.
3. Type in =SUM, and double-click on the SUM dropdown entry.
4. Click and drag from cell B3 to B10.
5. Check your formula for accuracy – it should be =SUM(B3:B10).
6. Click the check mark on the formula bar. This will insert the end
parenthesis and commit the formula.

AutoSum
AutoSum is a two-part button in the Editing group on the Home tab. It looks like the
Greek letter Sigma. It is a shortcut to the SUM function and does not require entering an = sign
in the cell first.

The button has a list arrow with other functions and can be used to perform calculations
quickly on a contiguous set of numbers. The AutoSum button will give you all the components
of a sum formula except for the range of cells.

Click in B11 and tap the Delete key. Pressing this key clears the contents of the
selected cell.

1. On the Home tab in the Editing group, click the AutoSum button (not
the list arrow).

78
 2. Note the selection of cells denoted by the “marching ants” and the
formula that has been entered into B11.

3. If the formula is correct, click the check mark on the formula bar.

Sorting Data
We’d like to organize our spreadsheet so that our Items appear in alphabetical order, with
the exception of Miscellaneous, which should appear last. To do this we can employ the Sort
functionality.

1. Select cells A3 through A11.

2. On the Home tab look in the Editing group and click Sort & Filter.
Choose the A to Z sort option.

3. A Sort Warning dialogue box appears.

a. Microsoft Excel is smart enough to realize that data exists in adjacent

cells and is asking if you want it included in your sort.
b. In this instance, neither option in the sort warning box will give us the
results we seek. Let’s try each of them.

4. Choose Continue with the current selection and click the Sort button.
Note this results in only the item names being sorted leaving the rest of
the data in place. The results show our clothing budget to be $800 and
our rent only $200. This won’t do. Click Undo.

5. Click Sort & Filter again and select Sort A-Z. Choose Expand the
selection. Note that Excel correctly identified that columns B (Budget)
through E (Comments) should be included (the amounts are correctly
aligned with the items). However, it also extended the sort vertically,
including row 12 (Miscellaneous) and row 13 (Total) in the sort. This is
not what we wanted either. Click Undo.

6. The lesson learned from this is that when you perform a sort, it is best to
select the specific cells you want included in the sort.
7. Select cells A3 through E11.
8. Click Sort and Filter and then Sort A to Z (no dialog box appears

79
 because we are being more specific about what we want to sort).

Conditional Formatting
Formatting can be applied to specific cells you would like to draw attention to. Through
the use of conditional formatting, the formatting can be configured to change when the values
in the cells change.

In our spreadsheet we’d like to draw attention, through the use of color formatting, to any
item in the Difference column that represents overspending and also to items where we have
underspent. We will use conditional formatting to highlight cells in red when our spending
exceeds our budget and highlight cells in green when our spending is less than our budget. To
do this we will be applying two conditional formatting rules to cell D3, which we will then be
able to copy to the other cells.

1. The first rule will apply to the value in D3 when it represents spending
which is less than our budget.
a. Click on cell D3.
b. On the Home tab, in the Styles group, click Conditional Formatting. From
the sub menus that appear, point to Highlight Cells Rules and then click
Greater Than.

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 c. In the Greater Than dialogue box, enter a 0 into the text box on the left.
d. Select “Green Fill with Dark Green Text” in the dropdown list on the
right.

e. Click OK in the Greater Than dialogue box.

f. Note that cell D3 now has a green fill color because we spent less on
Clothing than we budgeted for.

2. The second rule will apply to the value in D3 when it represents spending
that exceeds our budget.

a. Make sure cell D3 is still selected.

b. On the Home tab, in the Styles group, click Conditional Formatting

again. Then, click on Highlight Cell Rules and then Less Than.
c. In the Less Than dialogue box enter a 0 in the text box on the left.
d. Select “Light Red Fill with Dark Red Text” in the dropdown list on the
right (it should already be selected).
e. Click OK in the Less Than dialogue box.
3. To apply these two rules to the rest of the cells in the Difference column
use the Fill Handle to copy this formula through cell D13.

4. Should you get unexpected results, you can view errors and manage the
conditional formatting rules.
a. Deselect the cells by clicking in an empty space.
b. Click on Conditional Formatting button, the Manage Rules.
c. Notice how the dialog is empty. Where are our rules? The dropdown list
at the top of the dialog defaults to Current Selection, which means that
only the rules defined in the selected cells are displayed.

81
 d. Select “This Worksheet” from the dropdown list to view all the rules
defined in the worksheet.

e. Click Close to close the dialog.

Comments:
When we created this worksheet, we added a column with reminder information about certain
of our budgeted items. Excel offers a better way to comment on particular sections of a
worksheet that will eliminate the need for our clunky Column E.
1. Comments get inserted into cells, so the first step is to decide which cell
you want your comment to refer to. The “May 1st this goes to $825”
comment refers to our budgeted amount for Rent, which will increase
during the year. The comment should therefore be connected with cell B9.

2. Click in cell B9.

3. Click the Review tab and, in the Comments group, click on New
Comment.

4. Notice how a small, yellow text box has appeared. This is where our
comment will go.

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 5. Also notice how the text box is populated with the word “all” (home
students will see something different).

6. Excel automatically populates all new comments with your Microsoft

Office user name (defined in the settings). By default, this user name is
set to the name of your Windows profile. So, we are seeing “all” because
this is the name of the Windows profile here in the lab.

Use the BackSpace key to remove the user name (optional).

83
3. IT SECURITY AND WEB ESSENTIALS

Data security is often confused with similar terms such as data protection and
data privacy. All of these are different ways to protect an organization’s data:

● Data security means protecting your data from unauthorized access or use where
it could be leaked, deleted or corrupted. An example of data security is the use of
encryption to prevent hackers from using your data if it is compromised.
● Data protection refers to making backups or copies of data to prevent accidental
deletion or loss. An example of data protection is backing up your data, so if data
is corrupted or deleted due to a disaster or a cyberattack, it is not lost.
● Data privacy refers to concerns about how data is processed, including data
sensitivity, regulatory requirements, consent, and notifications. An example of
data privacy is the use of a separate, secure database for personally identifiable
information (PII).

3.1. IT Security
Data security is the practice of protecting organizational or personal data from
risk. It is common to organize data security according to three dimensions—
Confidentiality, Integrity, and Availability—in line with the CIA Triad commonly
used in information security.

What Is Data?

Data is defined as a collection of individual facts or statistics. Data can come

in the form of text, observations, figures, images, numbers, graphs, or symbols. For

84
example, data might include individual prices, weights, addresses, ages, names,
temperatures, dates, or distances.

What Is Information?

Information is defined as knowledge gained through study, communication,

research, or instruction. Essentially, information is the result of analyzing and
interpreting pieces of data.

What is Cybercrime?

Cybercrime is the activity of using computers and networks to perform illegal

activities like spreading computer viruses, online bullying, performing unauthorized
electronic fund transfers, etc. Most cybercrime hacks are committed through the
internet.

What is Hacking?

Hacking is identifying and exploiting weaknesses in computer systems and/or

computer networks.

Data Threats

A threat is a potential negative action or event facilitated by a vulnerability

that results in an unwanted impact to a computer system or application.

Various Security threats:

Users: - Identity Theft; Loss of Privacy; Exposure to Spam; Physical Injuries.

Hardware: - Power-related problems; theft; vandalism; and natural disasters.
Data: - Malwares; Hacking; Cybercrime; and Cyber-terrorism.

3.2. Threats to information security

To make sound decisions about information security, create policies, and
enforce them, management must be informed of the various kinds of threats facing
the organization, its applications, data and information systems.

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 A threat is an object, person, or other entity that represents a constant danger
to an asset.

● Spam: - Unsolicited commercial e-mail/Junk e-mail

● Cookie: - Small text file that a Web server put on computer
● Web Bugs: - a small gif embedded in webpage/email
● Malwares: - Malicious Software: Virus (require Some executables), Worms(Self
executables), Spyware, Trojan Horses, Botnet (Robot Network)
● Shoulder Surfing
● Hacking: Sniffing: - finding user’s password (Password Sharing, Password
Guessing or Password Capture
● Social Engineering: - Dumpster Diving, Phishing (Email) & Vishing (Phone
Calls)
● Spoofing
● DDoS: -Distributed Denial of Services.
● Cybercrime; and Cyber-terrorism.

Along with malicious damage and unauthorized access, there are many threats
to data, such as: Floods, Fire, Earthquake, War, Force majeure (a legal term used to
describe a clause which frees parties from liability or legal obligation in the case of
war, earthquakes, floods or other naturally occurring disaster)

Backing up data onto a removable storage device and keeping it off-site is

recommended practice. Other threats to data include people. These could be:
Employees, Service providers, External individuals

Value of Information

Data confidentiality involves preventing unauthorized parties, whether

internal or external, from accessing sensitive data.

Data integrity involves the prevention of unwanted modification or deletion

of data. This might be the result of an accident or disaster, or a malicious act by an
attacker seeking to sabotage company operations.

Data availability ensures that valuable data can always be accessed by those
who need it, both inside and outside the organization.

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Personal Security

It is important to keep all personal data safe and secure. This means ensuring
that data is stored securely where it cannot be accessed by unauthorized users
(hackers). Personal data is information relating to you, such as:

● Full name and address

● Details that can be used for security clearance (e.g. mother’s maiden name, date
of birth, place of birth)
● Bank account details
● Details of online shopping/ordering (e.g. logins, passwords, credit card details)
● Health and social security records
● Other sensitive information that could be used to identify or impersonate you.

Personal data can be used for fraudulent purposes, so it is vital that you keep
it safe and secure. Hackers can access websites and use credit card details
fraudulently to buy goods.

3.2.1. Malware
Malware (malicious software) is a term that covers malicious programs such
as viruses, worms and trojan horses. They can be downloaded via e-mail attachments
or files downloaded from the Internet, and can be spread across networks.

Types of Malwares

● A virus attaches itself to another program, and is spread when this host program
is copied, by users, to other computers, or when the host program is put on a
network.

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 ● A worm copies itself over a network. It does not need to be attached to another
program, and does not need user intervention to spread.
● A Trojan horse is a program that appears to be useful, but, when the program is
run, additional, malicious programs or commands are installed or run on the
computer, without the user's knowledge.

3.2.2. Protection

In order to protect yourself against viruses:

● Install anti-virus software

● Regularly update your antivirus software, it is only as good as the last time you
updated.
● Ensure that your anti-virus software checks all removable disks and CDs before
using them.
● Ensure that your anti-virus software checks all files downloaded from the Internet.
○ Do not open an email if you don't recognize who sent it.
○ Never open an attachment in an unrecognized e-mail.

3.3. Online and web essentials

Today, the internet has become an important part of everyday life for people
around the world. Appropriate use of the internet makes our life easy, fast and
simple. The internet helps us with facts and figures, information and knowledge for
personal, social and economic development. There are many uses of the internet,
however, the use of the internet in our daily life depends on individual requirements
and goals. That is why we have internet plans that suit those needs, whether that be,
internet plans for the home, personal or business internet, each one has a part to play.

3.3.1. Cloud
You may have heard people using terms like the cloud, cloud computing,
or cloud storage. But what exactly is the cloud?

Simply put, the cloud is the Internet—more specifically, it's all of the
things you can access remotely over the Internet. When something is in the

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cloud, it means it's stored on Internet servers instead of your computer's hard
drive.

Why use the cloud?

Some of the main reasons to use the cloud are convenience and reliability.
For example, if you've ever used a web-based email service, such as Gmail or
Yahoo! Mail, you've already used the cloud. All of the emails in a web-based
service are stored on servers rather than on your computer's hard drive. This
means you can access your email from any computer with an Internet connection.
It also means you'll be able to recover your emails if something happens to your
computer.

Let's look at some of the most common reasons to use the cloud.

▶ File storage: You can store all types of information in the cloud,
including files and email. This means you can access these things from
any computer or mobile device with an Internet connection, not just
your home computer. Dropbox and Google Drive are some of the most
popular cloud- based storage services.

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▶ File sharing: The cloud makes it easy to share files with several
people at the same time. For example, you could upload several photos
to a cloud- based photo service like Flickr or iCloud Photos, then
quickly share them with friends and family.

▶ Backing up data: You can also use the cloud to protect your files.
There are apps such as Carbonite that automatically back up your data
to the cloud. This way, if your computer ever is lost, stolen, or damaged,
you'll still be able to recover these files from the cloud.

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3.3.2. Social Networking

Social networking sites like Facebook and Twitter can be a great way to
connect with friends. But there are some social networking safety tips you should
always keep in mind.

What is Social Media?

Social media are websites and programs that help people talk to each other,
get involved, share information, and work together. People use social media to
stay in touch with their friends, family, and neighbors.

What parts do social media have?

Social media is a computer technology that lets people share ideas,

opinions, and information through online networks and communities. People use
web-based software or apps on a computer, tablet, or phone to use social media.
Social media on the Internet make it easy to quickly and electronically share
personal information, documents, movies, and photos

Key Principles for Social Media Managers

• Social media is about conversations, community, connecting with

the audience and building relationships. It is not just a broadcast
channel or a sales and marketing tool.
• Authenticity, honesty and open dialogue are key.
• Social media not only allows you to hear what people say about you,
but enables you to respond. Listen first, speak second.
• Be compelling, useful, relevant and engaging. Don’t be afraid to try
new things, but think through your efforts before kicking them off.

Popular Social Media Tools and Platforms:

• Blogs: A platform for casual dialogue and discussions on a specific topic or

opinion.

• Facebook: The world’s largest social network, with more than 3.03 billion

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 monthly active users (as of 2023). Users create a personal profile, add other
users as friends, and exchange messages, including status updates. Brands
create pages and Facebook users can “like” brands’ pages.

• X/Twitter: A social networking/micro-blogging platform that allows groups

and individuals to stay connected through the exchange of short status
messages (280-character limit).

• Instagram: A free photo and video sharing app that allows users to apply
digital filters, frames and special effects to their photos and then share them
on a variety of social networking sites.

• LinkedIn: A place where groups of professionals with similar areas of

interest can share information and participate in a conversation.

• YouTube/Vimeo: Video hosting and watching websites

3.3.3. Web Browsing

Your computer faces different threats whenever you browse the Web,
including viruses, malware, and spyware. The good news is your web browser
has a lot of built-in security features to help protect your computer.

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 Some of the attitudes recommended to secure your files and data while
browsing the internet are:

● Manage your privacy settings. Learn about and use the privacy and security
settings on your social networking sites. They help you control who sees what
you post and manage your online experience in a positive way. You'll find
some information about Facebook privacy settings at the bottom of this
webpage.
● Remember: once posted, always posted. Protect your reputation on social
networks. What you post online stays online. Think twice before posting
pictures you wouldn't want your parents or future employers to see. Recent
research found that 70% of job recruiters rejected candidates based on
information they found online.
● Build a positive online reputation. Recent research also found that recruiters
respond to a strong, positive personal brand online. So demonstrate your
mastery of the environment and showcase your talents.
● Keep personal info personal. Be careful how much personal info you provide
on social networking sites. The more information you post, the easier it may
be for someone to use that information to steal your identity, access your data,
or commit other crimes such as stalking.
● Know what action to take. If someone is harassing or threatening you,
remove them from your friends list, block them, and report them to the site
administrator.
● Use strong passwords. Make sure that your password is at least eight
characters long and consists of some combination of letters, numbers, and
special characters (for example, +, @, #, or $).
● Be cautious on social networking sites. Even links that look like they come
from friends can sometimes contain harmful software or be part of a phishing
attack. If you are at all suspicious, don't click it. Contact your friend to verify
the validity of the link first.

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