COMPUTER BASIC TRAINING ON

MICROSOFT OFFICE WORD PROCESSING

AND EXCEL SPREADSHEET

KnSWB DEPARTMENTAL STAFF

(ADMINISTRATION
DEPARTMENT) WORKSHOP
Computer System, Devices
(Hardware)
and Software
Parts of the Computer
System
 Computer systems have four parts
◦ Hardware
◦ Software
◦ Data
◦ User
Parts of the Computer System

 Hardware

◦ Mechanical devices in the computer

◦ Anything that can be touched
 Software

◦ Tell the computer what to do

◦ Also called a program
◦ Thousands of programs exist
Parts of the Computer System Cont’d…

 Data

◦ Pieces of information
◦ Computer organize and present data
 Users

◦ People operating the computer

◦ Most important part
◦ Tell the computer what to do
Information Processing Cycle
 Steps followed to process data
◦ Input
◦ Processing
◦ Output
◦ Storage
Input / Output Devices

Monitor I/O devices allow user

Central
Processing interaction
Unit
Keyboard

Monitor screen
Keyboard Hard Disk
Mouse Main
Bar code scanner Memory
Light pen
Touch screen Floppy Disk

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1. Computer Hardware
Essential Computer Hardware
 Computers use the same basic hardware
 Hardware categorized into four types
Essential Computer Hardware Cont’d…

 Processing devices
◦ Brains of the computer
◦ Carries out instructions from the program
◦ Manipulate the data
◦ Most computers have several processors
◦ Central Processing Unit (CPU)
◦ Secondary processors
◦ Processors made of silicon and copper
Essential Computer Hardware Cont’d…

 Memory devices
◦ Stores data or programs
◦ Random Access Memory (RAM)
 Volatile
 Stores current data and programs
 More RAM results in a faster system
◦ Read Only Memory (ROM)
 Permanent storage of programs
 Holds the computer boot directions
Essential Computer Hardware Cont’d…

 Input and output devices

◦Allows the user to interact
◦Input devices accept data
 Keyboard, mouse
◦Output devices deliver data
 Monitor, printer, speaker
◦Some devices are input and output
 Touch screens
Essential Computer Hardware Cont’d…

 Storage devices
◦ Hold data and programs permanently
◦ Different from RAM
◦ Magnetic storage
 Floppy and hard drive
 Uses a magnet to access data
◦ Optical storage
 CD and DVD drives
 Uses a laser to access data
2. Computer Software

 Runs the Machine (Computer)

 Tells the computer what to do
 Reason people purchase computers
 Two types

◦ System software
◦ Application software
Software Runs The Machine Cont’d…

 System software
◦ Most important software
◦ Operating system
 Windows XP, Windows 7, Windows 8,
Windows 10
◦ Network operating system (OS)
 Windows Server 2003, Windows Server
2010, Windows Server 2016
◦ Utility
 AntiVirus- Norton Antivirus, Mcafee
Software Runs The Machine Cont’d…

 Application software
◦Accomplishes a specific task
◦Most common type of software
 MS Office Package (Word, Excel,
PowerPoint)
 Customized Software- Billing
Software, Banking Software
◦Covers most common uses of
computers
 3. Computer data

 Fact with no meaning on its own

 Stored using the binary number

system
 Data can be organized into files
4. Computer users

 Role depends on ability

◦ Setup the system
◦ Install software
◦ Manage files
◦ Maintain the system

 “Userless” computers
◦ Run with no user input
◦ Automated systems
 Part 2
Introduction to Excel, Word and PowerPoint
Excel spreadsheets
 What you need to know:
◦ Creating new spreadsheets
◦ Resizing your rows & columns
◦ Inserting, deleting, and hiding rows &
columns
◦ Making calculations & using cell-references
◦ Copy/paste your work into other
applications
 How to recognize an Excel file?
◦ The file names ends in «.xls»
Why a Spreadsheet?
A spreadsheet is the computer
equivalent of a paper ledger
sheet.
 It consists of a grid made from

columns and rows.

 It is an environment that can

make number manipulation easy.

Basics of a Spreadsheet
 Spreadsheets are made up of:
◦ Columns
◦ rows and;
◦ Their intersections are called cells
 In each cell there may be the following
types of data:
◦ text (labels)
◦ number data (constants)
◦ formulas (mathematical equations that do all the
work)
 Letters denote a
columns location.
e.g., column C

Numbers denote a rows

location.
e.g., row 4

Cells are denoted by the

Column and the row.
e.g., cell B6
 Types of Data you will type
 Three basic types of data
that can be entered.
◦ labels -(text with no
numerical value)
e.g., “Life Stage Group”, or
“0-6 months”
◦ constants -(just a number --
constant value)
e.g., “210”, or “270”
◦ formulas*-(a mathematical
equation used to calculate)
e.g., “=10+100”, or
“=123*12+78.2
 Basic Math
 Spreadsheets have many Math functions built into
them. of the most basic operations are the standard
multiply, divide, add and subtract.
 These operations follow the order of operations (just
like algebra). Examples:
A1 (column A, row 1) = 5
A2 (column A, row 2) = 7
A3 (column A, row 3) = 8
B1 (column B, row 1) = 3
B2 (column B, row 2) = 4
B3 (column B, row 3) = 6

Operation Symbol Constants References Result

Multiplication * =5*6 = A1 * B3 30
Division / =8/4 = A3 / B 22
Addition + =4+7 = B2 + A2 11
Subtraction - = 8 –3 = A3 –B 15
Making a Graph

 Insert > chart

 Using the Wizard use

select the chart type,

data-range, and labels
 You can always CHANGE

these values after wards

by double-clicking on
your graphic.
PowerPoint–for presentations
 What you need to know
◦ Create a new presentation
 Using the wizard, design-template, or
blank-presentation
 Using blank-presentation is the most
flexible for you!
◦ Understand the tools inside of PowerPoint
◦ Moving from slide to slide
◦ Presenting your slide.
Tools in PowerPoint
 VIEWS
◦ Other Views
 Outline View
 Slide View
 Slide Sorter
 Inserting Slides & Text
 Inserting Images
 Formatting your background

◦ From the menu, use Format>Background

 Preview the effect before applying it
 Apply the effect to one slide or to ALL slides
 Adding a graph
◦ The easiest approach is to use cut and paste from
your Excel data file
Adding Text to a Slide
There are three ways to add text to a slide:

Title text objects – Text inserted in the pre-

sized Title and Subtitle boxes that appear on the
top of each slide.

Bulleted list objects – Text inserted in boxes

that accommodate numbered or bulleted lists.

Text box objects – Boxes that contain text that

can be placed anywhere on the slide.
Adding Text to a Slide - cont'd
Slide Design Slide Show
 The Design Tab allows you  The Slide Show Tab is used

set a common theme for to manage your

your presentation as well presentation delivery. You
as adjusting margins, and can preview the show and
slide orientation. adjust timings.
Creating Transitions Review and View
 Adding transitions between  The Review tab is used for

slides adds movement to spelling and grammar

the presentation. editing.
Inserting Elements  The View Tab manages
 The Insert Tab is the key how your screen looks as
screen for adding you create your
elements to your presentation.
presentation.
Animations
 Animations can bring your

slides to life.
Adding Text to a Slide - cont'd
Saving Your Work
 It is strongly suggested that
you periodically save your
work. Save a PowerPoint
document as you would a
Word or Excel document.
 Click on the Save Icon on the
Quick Toolbar or click on the
File Button and select a save
option.
 If this is the first time you are
saving this document you will
be asked to name the
document and identify the
location where it is to be
saved.
Microsoft Word
 What you should know
◦ It is used primarily to enter, edit, format,
save, retrieve and print documents.
◦ Manipulates text data to produce a
letter, report, memo or any other type of
correspondence.
◦ Grouping of related words, sentences
and paragraphs is a document.
◦ Create, modify, store, retrieve and print
all or part of document.
Advantages of Using a Word Processor
 It will improve your typing speed
 Does make it easier to correct and
modify the document
 Word wrap eliminates concern
about where to end a line
 Particularly powerful for editing a
document
 Easy insertion and deletion of text
 Ability to combine text from two or
more documents
 Additional support with spelling
and grammar checkers
 Easy to modify to the output
formatting

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Word Processing Terminology
 Bold - produces dark or heavy print
 Center - centering text evenly between

the margins
 Edit - change or modify the document
 Font - type style and size
 Format - defines how printed document

will appear; e.g. underline, boldface,

print size, margin settings, line spacing,
etc.
 Grammar checker - checks for grammar,

phrasing, capitalization
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Word Processing Terminology - cont'd
 Justified- text is evenly aligned on
both left and right margin
 Spelling checker - checks words or

entire document for spelling

 Text data - any number, letter or

symbol you can type on the keyboard

 Word wrap - automatic adjustment of

the number of characters or words on

a line; eliminates need to press Enter
key

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Question and Answer