Computer Studies

Table of Contents
INTRODUCTION TO COMPUTER STUDIES .................................................................... 3

Basic Terminologies in Computer Studies ..................................................................... 3
The Main Parts of a Computer ................................................................................... 4
The Three Basic Operation of a computer ..................................................................... 5
Computer Hardware for Input, Output, Process and Storage ............................................... 7
The Basic Uses of a Computer .................................................................................. 9
Advantages of A Computer....................................................................................... 9
Disadvantages of A Computer ................................................................................... 9
Classification of Computers .....................................................................................10
BASIC OPERATIONS OF COMPUTERS ........................................................................13
Health and Safety when Handling Computers ................................................................13
Care of Computers ...............................................................................................16
Computer Peripherals ............................................................................................17
User Interfaces of Computers ...................................................................................21
COMPUTERS IN EVERYDAY LIFE...............................................................................24
In Homes ...........................................................................................................24
In Offices ...........................................................................................................26
Industrial and Commercial Application of Computers .......................................................27
Computer Based Learning in education .......................................................................28
Social Impacts of computers ....................................................................................28
WORD PROCESSING ..............................................................................................29
Working with Microsoft Windows Operating System ........................................................29
Working with Windows OS Applications .......................................................................32
Working with windows ...........................................................................................33
Word Processing..................................................................................................35
Microsoft Word ....................................................................................................35
1. The Word interface ......................................................................................35
2. Text Basics in Microsoft Word .........................................................................40
Printing Documents...............................................................................................46
Summary on word processing ..................................................................................49
SPREAD SHEET.....................................................................................................50
The Excel interface ...............................................................................................50
Worksheet views ..................................................................................................51
Global Impact Educational Multimedia: http://gicedumedia.blogspot.com

Unlocking Distinctions Computer Studies Grade 8 Study Notes by B. Mwanza
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Workbooks and Worksheets ....................................................................................53
Excel Cells .........................................................................................................57
Helpful Notes On Excel ..........................................................................................61
PRESENTATION SOFTWARE ....................................................................................62
PowerPoint ........................................................................................................62
PowerPoint Text Basics..........................................................................................65
Inserting Pictures in PowerPoint ................................................................................67
Moving and resizing pictures ....................................................................................67
PowerPoint Shapes ..............................................................................................69
Help Notes on Presentation Software .........................................................................70
PUBLISHING SOFTWARE .........................................................................................71
Microsoft Publisher ...............................................................................................71
Microsoft Publisher Interface ....................................................................................72
NETWORKS ..........................................................................................................80
What is a computer network? ...................................................................................80
Wireless and Wired Network. ...................................................................................81
THE INTERNET ..................................................................................................82
Multimedia files....................................................................................................83

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INTRODUCTION TO COMPUTER STUDIES
Learning Outcomes
 Explain the meaning of basic terminologies in Computer Studies
 Describe the main parts of a computer
 State the three basic operations in a computer system.
 Identify a computer as a general purpose machine that operates under different sets
of instructions for various uses
 Relate computer parts to the basic operations
 Differentiate between data and information.
 Components of a computer system
Basic Terminologies in Computer Studies
1. Hardware: Any physical part of the computer that can be touched or handled e.g.
keyboard, mouse, monitor etc.
2. Software: Refers to a set of instructions or programs that operates a computer

e.g. Operating Software (windows 7, Ubuntu, Linux etc.) and Application Software
(Microsoft office package).
3. Program: Set of instructions written in the language of the computer.
4. Data: Refers to unprocessed information
5. Information: Refers to data processed and analysed
6. Communication: Refers to sending and receiving information.
7. Communication and Technology: It is a collection of facilities for transmission

(sending) and reception (receiving) information.
8. Hard copy is a printed copy of information from a computer.
9. Soft copy s an electronic copy of some type of data, such as a file viewed on a
computer's display or transmitted as an e-mail attachment

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The Main Parts of a Computer
 MONITOR: It displays information

 KEYBOARD: Device used to enter data and commands
 MOUSE: A pointing device used to input commands only.
 SYSTEM: House the CPU and other pieces of hardware. The CPU acts as the brain of computer
which controls the operation the computer does.
A computer is an electronic machine which process, stores and retrieves information

in
a desired manner or format. It is made up of two elements i.e. hardware and software.
Computer = hardware + software
Hardware
These are physical parts of a computer. These can be seen and touched.
For example:
Keyboard, Mouse, Printer, Monitor, etc
Software
Refers to a set of instructions or programs that operates a computer e.g.

Operating Software Computer hardware requires software to tell it what to do
and how to do it. A computer consists of many, different types of software.
Every software has a specific purpose in the computer. Computer software is
in two types – Systems software (operating software) and Application
Software,
System software if the software the

1. An Operating System Controls the hardware.
2. It manages the information on the disk.
3. It runs computer programs.
Examples of Operating Systems Software include
– Microsoft Windows 95
– Windows 7
– Windows Vista.
– Unix
– Windows 10

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– Linux
– Mac OS 9, X
Application software is a set of one or more programs designed to carry out

operations for a specific application or work. Application software can be
grouped into some of the following types
1. Word Processing Software e.g. Microsoft Word
2. Spreadsheet Software e.g. Microsoft Excel
3. Graphic and presentation Software e.g. Microsoft PowerPoint
4. Data Base Management System e.g. Microsoft Access
Generally, there thousands of application software exist today. Some of the

most popular application software includes; Adobe Photoshop, VLC media
player, Fire fox web browser, Microsoft Word, Microsoft Excel, Internet
Explorer, Adobe reader, Microsoft PowerPoint
The Three Basic Operation of a computer
The three basic operations of a computer are Input, Process and Output
A computer system works by:
1. Taking in a set of inputs

2. Processing them
3. Creating output
Input
Data (letters, numbers, sounds, videos, images) gets put IN to the computer.
The computer converts it to something it can understand; digital data (0010101010101).
How can we INPUT the following data on to the computer?
Letters – Using a Keyboard or touch screen

Numbers – Using a keyboard or touch screen
Sounds – Using a microphone
Videos – Using a Video Camera
Images – Using a Digital Camera or Scanner
Commands – Using a keyboard or Touch Screen or Mouse

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Process
Processing is where the computer manipulates the data to produce meaningful information.
This is
could be;
Sorting – Names into alphabetical order

Searching – Searching for the highest price on a shopping list
Calculations – Working out percentage of peoples in prison
Graphing – A bar chart of popular TV shows
Output
Output is the part where the information the computer has processed is presented in a suitable
Way. Usually the computer converts the information into something human can use their
senses to
understand.
Sight – A text message on the mobile phone
Hearing – A fire alarm that detects smoke
Touch – A printed A4 poster
A computer using some of the following hardware for Output called Output device
Monitors
Printers
Speakers
Projectors
Storage
When a computer receives or processes or retrieve data, it is able to store it in a format desired
by the user in form of files e.g. Video, text, audio, exe. The following are examples of Hardware
that a computer can use to store data:
Hard disk
Memory Card
Compact Disc
RAM (Random Access Memory)
ROM (Read Only Memory)

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Computer Hardware for Input, Output, Process and Storage
Input Devices
An input device is Computer hardware device that sends data to the computer a device without
which users cannot interact with a computer.
For example: keyboard, pointing devices (mouse, light pen, touchpad, touchscreen),
scanner, microphone, Joystick, barcode reader, webcam, digital camera, MICR, OCR,
OMR, etc.,
Keyboard Graphic pad Web cam
Joystick
Mouse Scanner
Track Ball Microphone

Digital Camera
Output Devices
This is computer Hardware used to retrieve or give out data or information in a computer.
For example: Monitor, Printer, Speakers,
Speaker Monitor
Printer
Projector Head Phones

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Storage Devices
Storage devices are Computer hardware that stores information for a computer to use.
For example: Hard Disk, Compact Disc, USB Flash Drive, RAM, ROM
Compact Disc USB Flash Drive Floppy Disc
Memory Card Hard Disk
Storage of a computer is grouped into secondary and primary storage. Primary storage is where
the computer stores data temporary for processing. Primary storage in the computer include
RAM (Random Access Memory) and ROM (Read Only Memory) while Secondary storage
CPU Central Processing Unit
The Central Processing Unit main function is in Processing is where the computer manipulates
the data to produce meaningful information. This is the most important part of computer
hardware.
It has many parts that perform different functions. The most fundamental parts of the processor
are as follows:
 Control Unit – CU
 Arithmetic and Logic Unit – ALU
 Random Access Memory – RAM
 Read Only Memory – ROM

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The functions of the CU are:
1. Controlling operations of input/output (i/o) systems.
2. Controlling flow of data within the processor and between the processor and the
peripheral devices.
3. Configuring and optimizing RAM to ensure that it works efficiently.
The ALU performs the following function
processing data by doing arithmetic and logic operations.
- Arithmetic means addition, subtraction, multiplication and division.
- Logic is comparing things so as to make appropriate choices.
The CU and the ALU are made on the same computer chip called the Central Processing
Unit (CPU) or the microprocessor.
RAM is temporary storage. When power is switched off, everything is erased from RAM.
The Functions of RAM is
1. Receiving raw data from input.
2. Receiving processed data from the ALU.
3. Storing instructions required by the CU.
4. Holding data awaiting output.
5. Holding data awaiting storage.
The Basic Uses of a Computer

A computer is multipurpose machines that can be used to do so many things. Some of the
basic uses of a computer include.
1. Calculations
2. Storage of data
3. Sorting information
4. Create text
5. Create spreadsheets
6. Create drawings
7. Create charts
8. Sending and receiving messages from the electronic mail. Browsing the internet
Advantages of A Computer
1. It has very good Accuracy because it does not make mistakes on its own.
2. Computers are very fast; they can process data at the fast rate.
3. It can store vast information and can also retrieve and search what has been stored.
4. It is user friendly.
Disadvantages of A Computer
1. Strain injuries such as eye sight problems and headaches
2. Since it is a programmable machine, it can’t understand anything out of
programming
3. It loses information when there is no backup kept.
4. Risk of neck, back and shoulder pair by not using a fully adjustable operator’s
chair.
5. It is expensive to maintain
6. It is vulnerable to viruses
7. It is expensive to purchase

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ACTIVITY 1
1. What is a computer?
2. Mention two elements of a computer
3. Define the following terms:
(i) Program
(ii) Data
(iii) Hardware
(iv) Information
4. List any five uses of a computer.
5. Why is a computer important to our everyday living?
6. A computer is said to be accurate, what does the word accurate mean?
Classification of Computers
Computers are classified in five classes whose differences can be attributed to a number of factors such
as:
• Their physical size
• Their speed of processing data
• Their memory capacity
• Their storage capacity
• Their cost of acquisition
• Their hardware and software requirements
• Their environmental requirements
• Their ease of use
The five categories of computers are:

1. Microcomputers
2. Servers
3. Minicomputers
4. Mainframe computers
5. Supercomputers
NOTE: Their largeness in physical sizes ranks according to the order they are outlined above. This means
that the microcomputers are the smallest and the supercomputers are the largest in their physical sizes.
1. Microcomputers
These are single user computers because they are used by one user at a time. They are also
often called personal computers (PCs) because of being single user. They run programs
designed to help individuals accomplish their work more productively. Microcomputers are the
most widespread and popular because of a variety of reasons. These include:
1. They are small in size, and therefore do not occupy large space. E.g.
laptops, are portable.
2. They are not as costly as the other computers.
3. They are easier to operate and maintain.
4. They can operate in ordinary environments, i.e. they do not necessarily
require highly controlled environments.
Examples of microcomputers are:

1. Desktop computers
2. Laptop computers
3. Notebook computers

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4. Netbook computers
5. Palmtop computers
6. Wearable computers
3. Mini Computers
Minicomputers are multi-user systems that can handle the computing needs of a smaller
corporation or organization. They are multi user because many people can use them
simultaneously by means of remote terminals or personal computers. They are faster and have
bigger storage than Micro computers
4. Mainframe Computers
Mainframes are huge, multi-user systems designed to handle massive processing jobs in large
corporations or government ministries or departments. These were the earliest computers to be
introduced. The first mainframe computers were very large; about the size of a classroom.

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5. Super Computers
Supercomputers are ultra-fast computers designed to process huge amounts of scientific data
then display the underlying patterns that have been discovered. They are mainly used in research
centres to help with the most advanced processing operations.
6. Servers
Servers are not designed to be used directly. They make programs and data available for
people hooked up to a computer network, a collection of computers connected together so that
they can exchange data. As illustration below.

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BASIC OPERATIONS OF COMPUTERS
Learning Outcomes
 Know correct posture to avoid injuries.

 Demonstrate the need to take care of computer and storage media to prevent data loss
 Power up and down of computers and various technologies and peripherals correctly
 Perform basic computer operations
 Explain the consequences of theft of computers or other portable ICT devices and computer
viruses.
 Interact with icons and menus in a Graphic User Interface (GUI) environment.
Health and Safety when Handling Computers
Health
In computers are not handle properly they can give rise to a lot of health problems. The
following table highlights a number of health problem and possible solutions to either
minimise the risk or eliminate it altogether.
Health risk Solution

Back and neck problems/strain 1. use fully adjustable chairs to give the correct posture
2. use foot rests to reduce posture problems
3. use screens that can be tilted to ensure the neck is at
the correct angle
Repetitive strain injury (RSI) – 1. ensure correct posture is maintained (i.e. correct angle
damage to fingers and wrists of arms to the keyboard and mouse, for example)
2. make proper use of a wrist rest when using a mouse or a
keyboard
3. take regular breaks and do some exercise
Eyestrain (caused by staring at a 1. ensure that there is no screen flicker, since this can lead
computer screen too long or bad to eye problems
lighting in the room) 2. change to LCD screens where flicker is less of a problem
than with CRT screens
3. take regular breaks and try focusing on a point which is
some distance away
Headaches 1. use an anti-glare screen or use window blinds to cut
2. out light reflections – bad lighting can cause squinting
and lead to headaches, etc.
3. take regular breaks and do some exercise
4. have eyes tested regularly and use middle-vision
glasses if necessary
Ozone irritation (dry skin, 1. ensure proper ventilation to remove the ozone gas as
respiratory problems, etc.) – this is quickly as possible
caused by laser printers in an office 2. house laser printers in a designated printer room
area 3. change to other types of printer if necessary (e.g. inkjet
printers)

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The following diagrams illustrates some of the correct ways of handling computer to prevent health
problems.

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Safety
Apart from health issues use of computer can also give rise to a lot of safety problems. The
following table gives a number of safety problems and possible solutions to eliminate or
minimise the them.
Safety hazards Ways of eliminating or minimising hazard

Electrocution 1. use of a residual circuit breaker (RCB)
2. check insulation on wires regularly
3. do not allow drinks near computers
4. check equipment regularly
Trailing wires (trip hazard) 1. use cable ducts to make the wires safe
2. cover wires and/or have them neatly tucked
away
(Under desks, etc.)
3. try and use wireless connections wherever
possible, thus eliminating cables altogether
Heavy equipment falling 1. use strong desk and tables to support heavy
hardware
2. use large desks and tables so that hardware
isn’t too close to the edge where it can fall off
Fire risk 1. Have a fully tested CO2/dry fire extinguisher
nearby (not water extinguishers!)
2. don’t cover equipment vents, which can cause
equipment to overheat
3. make sure hardware is fully maintained
4. ensure good ventilation in the room, again to
stop
overheating of hardware
5. do not overload sockets with too many items
6. change to low voltage hardware wherever
possible (e.g. replace CRT monitors with LCD
monitors)
In summary health and safety issues can be checked and solved by considering some of the following
good habits
1. Ensure correct posture is maintained (i.e. Correct angle of arms to the keyboard
and mouse, for example)
2. Securing power cables and avoiding liquids and dust near computers.
3. Sequence of powering up and down of various technologies (i.e. TVs, cell phone,
printer, scanner
4. Check insulation on wires regularly
5. Do not allow drinks near computers
6. Check equipment regularly
7. Cover wires and/or have them neatly tucked away (under desks, etc.)
8. Ensure good ventilation in the room, again to stop overheating of hardware
9. Do not overload sockets with too many items

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10. Don’t cover equipment vents, which can cause equipment to overheat
11. Have a fully tested co2/dry fire extinguisher nearby (not water extinguishers!)
12. Use cable ducts to make the wires safe
13. Ensure that there is no screen flicker, since this can lead to eye problems
Care of Computers
A computer is an ICT resource, therefore it important that its data and hardware are taken care of.
ICT SECURITY
These refer to the defence necessary to wade off threats imposed on ICT resources Basically,
security is ensuring that resources are free from unauthorized internal and external manipulation
Types of Security
There are two types of security:
1. DATA SECURITY
This kind of security ensures that data, information and software are safe from
internal and external.
2. PHYSICAL SECURITY
The one that ensures that all the various types of hardware are safe.
Security Threats
Some of the threats are as follows:
1. Unauthorised access of individuals to data storage.
2. Incorrect use of hardware and software, media or computer rooms.
3. Unauthorised manipulation of data files or equipment.
4. Theft of data or hardware.
5. Fire/water.
6. Environmental conditions, e.g. temperature and humidity.
7. Viruses and other malicious code.
Measures to Improve On Security
1. Keeping all doors to computer rooms locked so that access is upon permission granted.
2. Locking computers so that only personnel with computer keys can unlock and use them.
3. Backing up all data and programs so that should the data and programs that are used become
corrupt, backups can quickly be used
4. Keeping data and program backups in a separate room which is also secured.
5. Installing antivirus software and keeping it updated.
6. Using passwords to start computers and to open files.
Computer viruses
A computer virus is a program that is meant to cause some kind of damage or discomfort when it is
activated on an infected computer.

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There are many ways in which a computer may become infected by a virus. Some of the common
ones are as follows:
1. Transferring data from removable storage media from one computer to another, e.g.
floppies, CDs and flash disks.
2. Through e-mail; when you receive and open an infected e-mail, your computer gets
infected.
3. Through downloads, e.g. of music, pictures, videos, documents and software on the
Internet.
Viruses however can be minimised by some of the following ways
1. Ensure that your computer has latest versions of antivirus software.
2. Always update the antivirus software from the Internet.
3. Always scan your computer for viruses
Safety when Turning On and Off the Computer
When you're done using your computer, it's important to turn it off properly—not only to save
energy, but also to ensure that your data is saved and to help keep your computer more secure.
Best of all, your computer will start quickly the next time you use it. To wake your computer or
switch on, press the power button on your computer case the button usually is denoted with the
symbol shown in the figures below. Remember also to switch on and off the monitor. When nothing
comes on the screen sometimes it is because the monitor is off. The following shows the symbols
used for power buttons
CONSEQUENCES OF THEFT OF COMPUTERS AND OTHER ICTs

The consequences of theft of computers are in two ways:
1. The victim of the theft can lose data, information and the property itself. This can be a very
disturbing experience which can lead to more adverse effects.
2. The thief can be arrested, punished and taken to court where he or she can be prosecuted
and later jailed when proven guilty.
Therefore, It’s important to protect computers with passwords because, In an event that the stolen
computer has been protected with passwords, it becomes expensive to the thief to unlock it or else
the computer is useless.
Computer Peripherals
A Computer peripheral is a piece of computer hardware that is added to a computer in order to expand
its abilities. The term peripheral is used to describe those devices that are optional in nature, as
opposed to hardware that is either demanded or always required in principle. There are all different
kinds of peripherals you can add your computer. The main distinction among peripherals is the way
they are connected to your computer. They can be connected internally or externally.
The Printer
A printer is a very popular peripheral device which is used for output by a computer. The three main
types of printers are Dot matrix, Inkjet and Laser printer

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1. Dot Matrix
Type of computer printer that uses tiny hammers in its print head to strike pins over an inked
ribbon to form characters or images on paper, and is used mainly for multipart
Advantages and disadvantages of Dot matrix printers:
Advantages
1. Relatively cheaper to buy
2. Low operating costs
3. Can print on continuous sheet of paper with holes at the edges (fan-fold paper)
4. Create carbon copies using carbonated paper
5. will work perfectly well in harsh or dirty conditions such as garages or factories.
Disadvantages
1. Print quality is poor and important documents are not suitable to give to managers or
customers
2. Very slow - slowest out of all three printers
3. Noisy - you wouldn't want one of these printing all day in the office
4. Cannot produce colour copies.
5. Advantages and disadvantages of Inkjet printers:
2. Inject Printer
An inkjet printer is a computer peripheral that produces hard copy by spraying ink onto
paper.

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Advantages of an Inkjet Printer
1. Cheaper than a laser printer
2. More compact than a laser printer
3. Cartridges cost less to replace than toners
4. Produce good quality printouts better than a dot-matrix but not as good as a laser
5. Speed - faster than a dot-matrix but not as fast as a laser
Disadvantages of an Inkjet Printer

1. Noisier than a laser printer (but not as noisy as a dot-matrix)
2. Colour printing can be extremely slow
3. Cost of printouts per page are more expensive than a laser printer
4. Cartridges need to be replaced more often than a laser printer
5. Ink will smudge while it is still wet
6. Colours can become saturated and often don't look the same as on the screen
7. If not used for a while, the cartridges can dry out
3. Laser jet Printer

A laser printer is a popular type of personal computer printer that uses a non-impact (keys
don't strike the paper), photocopier technology. When a document is sent to the printer, a
laser beam "draws" the document on a selenium-coated drum using electrical charges. After
the drum is charged, it is rolled in toner, a dry powder type of ink. The toner adheres to the
charged image on the drum. The toner is transferred onto a piece of paper and fused to the
paper with heat and pressure. After the document is printed, the electrical charge is removed
from the drum and the excess toner is collected. Most laser printers print only in monochrome.
A color laser printer is up to 10 times more expensive than a monochrome laser printer.
Advantages
1. High quality printouts - better than ink-jet or dot-matrix
2. Fast printouts - faster than ink-jet or dot-matrix
3. Prints very quietly - quieter than ink-jet or dot-matrix
4. Cost per page is low - cheaper than ink-jet or dotmatrix
Disadvantages
1. Most expensive printer type to buy, especially colour lasers
2. Toner is more expensive than ink-jet cartridges
3. Expensive to repair - lots of complex equipment inside
4. Fairly bulky - larger than ink-jet printers
5. Can't use continuous or multi-part stationary to create carbon copies like you can
with a dot-matrix printer

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Characteristics of printers (comparison).
DOT MATRIX INKJET LASER

1 COST cheaper cheap expensive
near letter quality
2 RESOLUTION Low /draft quality letter quality
(NLQ)
cps (characters per ppm (pages per ppm (pages per
3 SPEED
second) minute) minute)
4 INK TYPE ribbon Ink cartridge Tonner
NOISE
5 noisy quiet silence
LEVEL
very popular as it slightly popular
less demand on it
6 POPULARITY can print colourful apart from its
nowadays
hard copies expensive price
4. Plotters
The plotter is a computer printer for printing vector graphics. In the past, plotters were used
in applications such as computer-aided design.
They are a specialist type of printer which are able to draw high quality images on very
large pieces of paper.
Uses of plotters:
Plotters are used by engineers, architects and map-makers to draw plans of buildings,
diagrams of machines or large scale maps.
Advantages
1. Drawings are of the same quality as if an expert drew them
2. Larger sizes of paper can be used than most printers can manage
Disadvantages
• Plotters are slower than printers because each line is drawn separately
• They are often more expensive than printers
 They do not produce very high quality text printouts

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User Interfaces of Computers
In computer science and human-computer interaction, the user interface (of a computer program)
refers to the graphical, textual and auditory information the program presents to the user. The user
employs several control sequences (such as keystrokes with the computer keyboard, movements of
the computer mouse, or selections with the touchscreen) to control the program.
There exist several types of user interfaces. We here give you just two examples:
1. Command-Line Interface (CLI): The user provides the input by typing a command string
with the computer keyboard and the system provides output by printing text on the
computer monitor.
Advantages
1. Requires fewer resources.
2. Concise and powerful.
3. ‘Expert’ – friendly.
4. Easier to automate via scripting.
5. Cons
Disadvantages
1. Commands not obvious.
2. Not visually rich.
3. ‘Beginner’ – unfriendly.
2. Graphical User Interface (GUI): The use of pictures rather than just words to represent
the input and output of a program. Input is accepted via devices such as keyboard and
mouse.

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How does a GUI work?
A GUI uses windows, icons, and menus to carry out commands, such as opening,
deleting, and moving files. Although many GUI operating systems are navigated through
the use of a mouse, the keyboard can also be utilized by using keyboard shortcuts or
arrow keys.
Advantages
1. Eye-Appealing
2. Easy to Use
3. Time-Saver
Disadvantages
1. Greater requirement of resources
2. Automation is difficult.
3. Restricted Access.
Working with the mouse in the GUI
The computer mouse is a tool designed to help you use your computer. The majority of
mice look similar to the following image but they are also available as tracker balls or
joysticks. Some people prefer to use the keyboard instead.
The computer mouse is rolled across a flat surface. This moves a pointer or text cursor
around the screen. Mouse functions include click, double click and drag.
The mouse pointer on the screen has lots of different shapes depending on what it is
pointing at. If you are keying in text it will look like a large letter I. If you are selecting
commands from the tool bar or drop down menus it will look like an arrow. Some
commonly seen pointer shapes are shown in the image below.

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Holding the mouse
use which ever hand feels most comfortable*. If you use your right hand place it over the
mouse, hold it lightly between your thumb and ring or little finger with your index finger
over the left button, and your middle finger over on the right button. You will probably use
the left button more often than the right.
*Note: You can use the mouse with your left hand. You use your middle finger for left
clicks and index finger for right clicks. Alternatively, the function of the buttons can be
swapped by using controls on the computer.
Click and Double Click
these are actions which make something happen. To single click, press the left mouse
button lightly and release it immediately. To double click, press the left button twice in
quick succession. You will use a single left click to select a task from a menu or to use a
tool on the toolbar. You will use a double click to open a programme.
The pointer will change shape depending on what it is pointing at. For example, when
you are looking at a webpage (this is known in computer language as browsing), you will
see the pointer change to a pointing finger symbol like this as you move it over the page.
This means there is an action; in this case it has recognised a link to another webpage
(known in computer language as a hyperlink) and if you click the left mouse button once,
the other page will open.
Right-Click. The right click can be used as a short cut to open an option menu.
Click, hold and drag: click once, hold the button down and roll the mouse to drag
movable items across the screen.
Wheel. A mouse will often have a small wheel between the buttons. When you roll this
wheel, the page will move up or down in computer language this is known as scrolling)

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COMPUTERS IN EVERYDAY LIFE
Learning Outcomes
 Identify and demonstrate the use of household appliances and devices that are
controlled by embedded microprocessors
 State common uses of office equipment
 Describe knowledge of using computers in Industry.
 Identify the role computers play in aiding Learning
 Identify social and economic effects of computer
Computers are used widely in producing our daily live, that includes homes, offices, shops,
industries e.t.c.
In Homes
In homes most of the appliances use are computerized by embedding in them microprocessor
making them function as computers
.
Examples of appliances/devices in households embedded with microprocessor.
1. Washing machine.
Used for washing clothes
2. Microwave Ovens;
Used for
- Roasting food.
- warming food
- Cooking or reheating small amounts of food

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3. Stove.
Used for
– For cooking food.
– For warming.
– For baking.
–
.
4. Home Equipment such as TV. HIFI, Decoders
Other entertainment appliances speakers, computers, dvds, microphones, digital watches
5. CAMERAS;

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In Offices
Examples of common office equipments include the following
1. Scanner
Used to enter already printed information in to a computer It also enters picture

into the computer.
2. Computers
Used for performing complex Calculations, Storage of data, Sorting information,

creating text, creating spreadsheets and, Sending and receiving messages from the
electronic mail
3. Projector
To view or display information/ data to be seen by a large group with the aid of a
computer and for making presentations.

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4. Printers
Used to turn information/data in form of hard copy with the aid of a computer
5. Fax-Machines
Used to allow exact copies to be exchanged between different places with the aid of a
computer.
Industrial and Commercial Application of Computers

The aim of Computers in Industry is to manufacturing original and high quality products more
efficiently. Industries are making use of computers in their production because of some of the
following reasons.
1. Computers provide large storage for data and information.

2. Fast retrieval of data or information.
3. Fast and accurate processing of data.
4. Fast communication of information.
5. Reduction in the cost of storage facilities.
6. Complex calculations can greatly be simplified.
7. Routine and repetitive tasks can easily be performed.
Disadvantages of using computers in industries
1. Too much dependent computer technology. E.G in banking,

2. Reduction in the number of staff employed to do routine tasks. POSITIVES.
3. Computers are also aid in the creation of database for an industry
Industries are making use of computers to

 Work in places that are inaccessible to humans can easily be done and monitored
 Computers allow industries to do an Electronic-Commerce (E-Commerce) worldwide.
 Help employs relate to each other in the using social media

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Computer Based Learning in education
Computer-based learning is a term that can be used to describe virtually any kind of learning
program using computers as a central staple. In other words, it refers to the use of computers
as a key component of the educational environment.
There are various merits of using computer-based learning programs in education, these
including:
 the ability for pupils to learn from their homes and study without the assistance of an
instructor(teacher)
 Allowing pupils to research for their study materials, e.g. use of electronic
encyclopaedias and the Internet.
 Communication with teachers, sponsors, parents and friends through E-mail other
means
 Production of learning resources, e.g. notes and assignments.
 The saying “practice makes perfect” becomes a reality with use of ICT because
learners are able to practice a skill, or listen or watch a presentation many times at
their own pace, place and time.
 Storing of school documents for administrative purposes.
Social Impacts of computers

The effects of computers socially are that it has changed the way people communicate with
one another and the way people perform work. Computers and the use of the Internet changed
the world in many ways socially and economically NEGATIVELY,
 Harmful to learners instead of learning they are busy chatting.
 Contribute to moral decay.
 The quality of work goes down because of “too much information available”, especially
on the web.
 Cases of plagiarism (i.e. intellectual theft) and piracy become on the increase.
On the positive side computers enhance social interactions and communication among people
 Computers are also used in production of sound/songs, videos E.G mixture of tones
and video clips
 For social networking E.G E-mail, downloading, face book, what’s up.

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WORD PROCESSING
Learning Outcomes
 Demonstrate how to operate windows
 Demonstrate how to start and quit a program
 Demonstrate text input, type over, insertion of words and symbols, deletion and
reformatting
 Demonstrate copying, deleting and moving blocks of text within document
 Illustrate the use of a clipboard
 Use the undo command to reverse the effect of the last action.
 Use the redo command to reverse the undo action
 Check the spelling of words in a document against a built-in dictionary
 Describe the limitations of the spelling checker
 Use the print preview and print a document
 Demonstrate how to save a file to a specific location or media
 Create graphics using basic graphic elements
Working with Microsoft Windows Operating System

1. Desktop
Desktop The desktop is the area that appears right after logging in. It contains a background
picture (wallpaper), icons and the taskbar.
On the desktop are pictures with text labels under them, these pictures are called icons
because they represent something else.
If you move or get rid of an icon, all that means is that you have to access what they represent
a different way, you haven’t gotten rid of the application software the icon is representing. Icons
usually represent programs, but sometimes they represent collections of data. Double-clicking
(clicking twice in rapid succession) on one of these icons will open whatever it represents, the
text tells you what it represents.

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Icons are tiny pictures that represents a program, folder, or program function.
Taskbar
There is a bar that is usually at the bottom of the desktop, however it may also be on any
other side. If you cannot see it, then move the cursor to the edge where it is and it will
come up. It is called the task-bar.
The taskbar is the bar along one side of the desktop. It is used for launching programs
or opening the window of an open program.
Along the main part of the task-bar is a list of all open programs, clicking on one element
of this list will put that program’s window (the box that a program is viewed in) on top of
all other open windows. Over on one side of the task-bar is a clock; beside the clock are
a bunch of icons that represent open ‘invisible’ programs. These are programs that are
always running and do things ‘behind the scenes’. This area is called the system tray.
On the main part of the task-bar there is sometimes a small group of icons, this is called
the quick-launch bar. Clicking on one of these icons opens whatever it represents.
2. System Tray
The system tray holds icons for programs currently running ‘behind-the-scenes’. On the
opposite side of the task-bar from the clock and the system tray is a button.
A button (or command button) is just like a real button, when it is pushed (clicked) it does
something. Some buttons have text on them that say what they do, and some have icons
representing what they do. Some have both.
3. (Command) Buttons
These buttons do something when you click on them. They may be labeled by text, an icon, or
both.

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The quick-launch icons are also buttons. Some buttons are raised to look like real buttons and
some only raise up when you hover (put the cursor on top of) them. The button on the other
side of the start-bar from the clock and system tray is called the start-button. When you click the
start-button it opens the start-menu. The start-menu has icons for more programs and data
collections, although it is usually programs.
4. Start button
The Start button is a button that opens the start-menu.
Start menu The Start menu contains icons for all installed programs and data collections, usually for
programs.
The icons that are on the desktop, the quick-launch bar, and the start-menu are usually shortcuts. On
the desktop shortcuts are often indicated by a small symbol on top of the icon
(WindowsShortcutArrow.png). Shortcuts are what I meant earlier when I said ‘if you move or get rid
of an icon, all that means is that you have to access what they represent a different way, you haven’t
gotten rid of the actual thing’. Icons represent all data collections and programs even if they are not
shortcuts, however normally the ones on the desktop and in the start-menu are shortcuts.
Shortcuts Icons that are only links to the things those icons represent.

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Working with Windows OS Applications
An application—also known as a program—is a type of software that allows you to complete tasks on
your computer. Windows comes with many built-in applications you can use. For example, if you want to
browse the Internet, you can use Internet Explorer, the built-in web browser for Windows.
To open an application (Windows 7 and earlier):
Using your mouse, click the Start button, then select the desired application. If you don't see the one
you want, click All Programs to see a complete list of applications. In our example, we'll open Internet
Explorer.

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Working with windows
Whenever you open a file, folder, or application, it will appear in a new window. You can have
multiple items open at the same time in different windows. You'll use windows all the time, so
it's important to know how to switch between open windows, how to move and resize windows,
and how to close windows when you're done using them.
In Windows 8, some programs will open on the Start screen, not the desktop. If you're using
Windows 8, note that the information below applies only to windows you have opened on the
desktop.
Parts of a window
You'll see the same three buttons in the upper-right corner of almost every window. These
buttons allow you to:
 Minimize: Click here to hide the window. The window will be minimized to the
taskbar. You can then click the icon for that window on the taskbar to make it reappear.
 Maximize: Click here to make the window fill the entire screen. The Maximize
button will be temporarily replaced by the Restore button . Just click it to return the
window to its original size.
 Close: Click here to close the window.
To move a window:
1. Click and drag the top of the window to move it to the desired location on the screen. When
you're done, release the mouse.
The window will appear in the new location.

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To resize a window:
1. Hover the mouse over any corner of the window, then click and drag the mouse to make
the window larger or smaller. When you're done, release the mouse.
2. The window will be resized.
Switching between windows
If you have more than one window open at the same time, you can quickly switch between
them by clicking the icon for that window on the taskbar.
Shutting down your computer

When you're done using your computer, it's important to shut it down properly. The procedure
will vary slightly depending on which version of Windows you're using. To shut down your
computer (Windows 7 and earlier):
Click the Start button, then select Shut down (in some versions, this may say Turn Off
Computer or look like the power symbol power symbol).

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Restarting and Sleep mode
You can also click the arrow to the right of the Shutdown button for more options. For example,
if your computer has become unresponsive, you can choose Restart to quickly turn it off and on
again.
You can also choose to put your computer into Sleep mode. This turns off most of your
computer's processes, but it remembers which applications and files are open. It allows the
computer to start up more quickly because you won't have to wait for the operating system and
applications to load. Note that your computer may go into Sleep mode automatically if you
haven't used it for more than a few minutes.
If you have a laptop computer, you can simply close the lid to put it into Sleep mode.
If your computer is in Sleep mode, you'll need to wake it to use it. To wake the computer from
Sleep mode, click the mouse or press any key on the keyboard.
Word Processing
Word processing is the creation, retrieval, changing, storage and printing text (letters, numbers and
symbols) using a computer. In support, a computer may be defined as an electronic device that process
data, accept, retrieve, store and outputs data at a high speed according to a programmed instruction.
Therefore, Microsoft Word is one of the programme packages run on a computer and it can be used to
type letters, reports, and other documents. Furthermore, you can use word to perform some of the
following tasks:
• Create and save a document (permanent).
• Format a document for different presentations.
• Print the document.
• Prepare flyers, brochures, long documents.
• Word-processing versus paper work.
Microsoft Word
1. The Word interface
When you open Word for the first time, the Start Screen will appear. From here, you'll be able to create
a new document, choose a template, and access your recently edited documents. From the Start
Screen, locate and select Blank document to access the Word interface.

35
The following is the basic representation of the Microsoft Word (Version 2016) interface
Working with the Word environment
Like other recent versions, Word 2016 continues to use features like the Ribbon and the Quick
Access Toolbar—where you will find commands to perform common tasks in Word—as well as
Backstage view.
1. The Ribbon
Word uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains
multiple tabs, which you can find near the top of the Word window.

36
Each tab contains several groups of related commands. For example, the Font group on
the Home tab contains commands for formatting text in your document.
Some groups also have a small arrow in the bottom-right corner that you can click for even
more options.
Showing and hiding the Ribbon
If you find that the Ribbon takes up too much screen space, you can hide it. To do this, click
the Ribbon Display Options arrow in the upper-right corner of the Ribbon, then select the
desired option from the drop-down menu:
Auto-hide Ribbon: Auto-hide displays your document in full-screen mode and completely
hides the Ribbon from view. To show the Ribbon, click the Expand Ribbon command at the
top of screen.

37
Show Tabs: This option hides all command groups when they're not in use, but tabs will
remain visible. To show the Ribbon, simply click a tab.
Show Tabs and Commands: This option maximizes the Ribbon. All of the tabs and
commands will be visible. This option is selected by default when you open Word for the
first time.
To learn how to add custom tabs and commands to the Ribbon, review our Extra on
Customizing the Ribbon.
The Quick Access Toolbar

Located just above the Ribbon, the Quick Access Toolbar lets you access common
commands no matter which tab is selected. By default, it shows the Save, Undo, and Redo
commands, but you can add other commands depending on your needs.
To add commands to the Quick Access Toolbar: Click the drop-down arrow to the right of
the Quick Access Toolbar.
Select the command you want to add from the menu. The command will be added to the
Quick Access Toolbar.
Document views and zooming
Word has a variety of viewing options that change how your document is displayed. You
can choose to view your document in Read Mode, Print Layout, or Web Layout. These
views can be useful for various tasks, especially if you're planning to print the document.
You can also zoom in and out to make your document easier to read.
Switching document views
Switching between different document views is easy. Just locate and select the desired
document view command in the bottom-right corner of the Word window.

38
Read Mode: This view opens the document to a full screen. This view is great for
reading large amounts of text or simply reviewing your work.
Print Layout: This is the default document view in Word. It shows what the document
will look like on the printed page.
Zooming in and out
To zoom in or out, click and drag the zoom control slider in the bottom-right corner of the
Word window. You can also select the + or - commands to zoom in or out by smaller
increments.

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The number next to the slider displays the current zoom percentage, also called the zoom
level.
2. Text Basics in Microsoft Word
If you're new to Microsoft Word, you'll need to learn the basics of typing, editing, and organizing text.
Basic tasks include the ability to add, delete, and move text in your document, as well as how
to cut, copy, and paste
Using the insertion point to add text
The insertion point is the blinking vertical line in your document. It indicates where you can enter text
on the page. You can use the insertion point in a variety of ways.
Blank document: When a new blank document opens, the insertion point will appear in the top-left
corner of the page. If you want, you can begin typing from this location.

40
Adding spaces
Press the spacebar to add spaces after a word or in between text
New paragraph line
Press Enter on your keyboard to move the insertion point to the next paragraph line.
Manual placement
Once you begin typing, you can use the mouse to move the insertion point to a specific place in
your document. Simply click the location in the text where you want to place it.

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Arrow keys
You can also use the arrow keys on your keyboard to move the insertion point. The Left and Right
arrow keys will move between adjacent characters on the same line, while the up and down arrows
will move between paragraph lines. You can also press Ctrl+Left or Ctrl+Right to quickly move
between entire words.
In a new blank document, you can double-click the mouse to move the insertion point elsewhere on
the page.
Selecting text
Before you can move or format text, you'll need to select it. To do this, click and drag your mouse
over the text, then release the mouse. A highlighted box will appear over the selected text.
When you select text or images in Word, a hover toolbar with command shortcuts will appear. If the
toolbar does not appear at first, try hovering the mouse over the selection.
To select multiple lines of text:

1. Move the mouse pointer to the left of any line so it becomes a right slanted arrow.

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2. To select multiple lines, click and drag the mouse up or down.
3. To select all of the text in your document, choose the Select command on the Home
tab, then click Select All. Alternatively, you can press Ctrl+A on your keyboard.
Other shortcuts include double-clicking to select a word and triple-clicking to select an

entire sentence or paragraph
To delete text:
There are several ways to delete—or remove—text:
To delete text to the left of the insertion point, press the Backspace key on your keyboard.
To delete text to the right of the insertion point, press the Delete key on your keyboard.
Select the text you want to remove, then press the Delete key.
If you select text and start typing, the selected text will automatically be deleted and replaced with
the new text.
Formatted text
can draw the reader's attention to specific parts of a document and emphasize important information. In
Word, you have several options for adjusting text, including font, size, and color. You can also adjust the
alignment of the text to change how it is displayed on the page.
To change the font size
1. Select the text you want to modify.

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2. On the Home tab, click the Font size drop-down arrow. Select a font size from the menu. If
the font size you need is not available in the menu, you can click the Font size box and type
the desired font size, then press Enter.
The font size will change in the document.
You can also use the Grow Font and Shrink Font commands to change the font size.
To change the font:
By default, the font of each new document is set to Calibri. However, Word provides
many other fonts you can use to customize text.

44
2. On the Home tab, click the drop-down arrow next to the Font box. A menu of font
styles will appear.
3. Select the font style you want to use. The font will change in the document.
To change the font color:

2. On the Home tab, click the Font Color drop-down arrow. The Font Color menu
appears.
3. Select the font color you want to use. The font color will change in the document.

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Your color choices aren't limited to the drop-down menu that appears. Select More
Colors at the bottom of the menu to access the Colors dialog box. Choose the color
you want, then click OK.
Printing Documents
Once you've created your document, you may want to print it to view and share your work offline.
It's easy to preview and print a document in Word using the Print pane.
To access the Print pane:
1. Select the File Tab. Backstage view will appear.

46
2. Select Print. The Print pane will appear
You can also access the Print pane by pressing Ctrl+P on your keyboard.
To print a document:
1. Navigate to the Print pane, then select the desired printer.

47
2. Enter the number of copies you want to print.
3. Select any additional settings if needed.
4. Click Print.

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Summary on word processing
- A word processor is a piece of applications software, used to organize and create text documents.
- Word processing is a process of creating, editing, saving and printing text documents electronically.
Examples of Word processor package

Microsoft word, Word Perfect, Amipro, Professional Write
- Word wrap moves any word that crosses the right margin to the next line.
- Scrolling means moving the document up, down, left.
- Scroll bars are used to reveal hidden parts of a document that is too large to fit entirely within the
display window.
- Clipboard is a portion of the computer’s memory set aside for storing a portion of a document
temporarily.
- Header is the text that appears at the top of each page.
- Footer is the text that appears at the bottom of each page.
- Find and Replace: This feature helps you find occurrences of a word and replaces it with another
word
- Spell check: This language feature helps to search and correct spelling mistakes
- Thesaurus gives you a list of alternative words.
Saving
Click on file on the menu bar

1. Save: saves the document
2. Save as: saves a document by a different name.
3. Open: open a document that is previously saved.
- Print Preview: this feature lets you see on the screen exactly how your document will look when
printed.
Editing (Making corrections and changes to a document)

- Cut: removes the information from its original location and relocates it when you use Paste.
- Copy: leaves the information in its original location and makes another copy of the information
when you use Paste.
Character Formatting (The process of changing)

- Font, (How the text is formed)
- Font size, (How big or small the text is)
- Font style (Normal, bold, italic, underline, subscript, super script, H2O, X2)
Paragraph Formatting commands:

- Line spacing (single spacing, 1½ spacing), double spacing
- Paragraph margins (indentation of the first line, left and right margin)
- Paragraph alignment ( center, align left, align right, justify)

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SPREAD SHEET
Learning Outcomes
 Demonstrate an understanding of the concept of worksheet and workbook
 Explain the common features of a spreadsheet
 Demonstrate an application of a spreadsheet in everyday life
 Enter and manipulate data using spreadsheets for a specific purpose
 Illustrate the skill of entering text and numbers in specified cells
 Enter data, numbers and apply simple formula with a range not more than ten cell
addresses (i.e., addition, subtraction, multiplication and division) Save to specified folder
and print a worksheet
Excel is a spreadsheet program that allows you to store, organize, and analyse information. While you
may believe Excel is only used by certain people to process complicated data, anyone can learn how to
take advantage of the program's powerful features. Whether you're keeping a budget, organizing a
training log, or creating an invoice, Excel makes it easy to work with different types of data.
The Excel interface

When you open Excel 2016 for the first time, the Excel Start Screen will appear. From here, you'll be able
to create a new workbook, choose a template, and access your recently edited workbooks. From the
Excel Start Screen, locate and select Blank workbook to access the Excel interface.
Excel 2016 uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains
multiple tabs, each with several groups of commands. You will use these tabs to perform the
most common tasks in Excel.
Some groups will have an arrow you can click for more options.

50
The following diagram illustrate a work interface in new workbook
Worksheet views
Excel 2016 has a variety of viewing options that change how your workbook is displayed.
These views can be useful for various tasks, especially if you're planning to print the
spreadsheet. To change worksheet views, locate the commands in the bottom-right corner of
the Excel window and select Normal view, Page Layout view, or Page Break view.

51
Normal view is the default view for all worksheets in Excel.
Page Layout view displays how your worksheets will appear when printed. You can also add
headers and footers in this view.

52
Page Break view allows you to change the location of page breaks, which is especially helpful when
printing a lot of data from Excel.
Workbooks and Worksheets

Excel files are called workbooks. Whenever you start a new project in Excel, you'll need to create a new
workbook. There are several ways to start working with a workbook in Excel. You can choose to create
a new workbook—either with a blank workbook or a predesigned template—or open an existing
workbook.
To create a new blank workbook:

1. Select the File Tab. Backstage view will appear.

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2. Select New, then click Blank workbook.
A new blank workbook will appear.
To open an existing workbook:
In addition to creating new workbooks, you'll often need to open a workbook that was previously saved.
To learn more about saving workbooks, visit our lesson on Saving and Sharing Workbooks.
1. Navigate to Backstage view, then click Open.

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2. Select Computer, then click Browse. Alternatively, you can choose OneDrive to open files
stored on your OneDrive.
3. The Open dialog box will appear. Locate and select your workbook, then click Open

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4. If you've opened the desired workbook recently, you can browse your Recent Workbooks rather
than search for the file.
Worksheets
Every workbook contains at least one worksheet by default. When working with a large amount of data,
you can create multiple worksheets to help organize your workbook and make it easier to find content.
You can also group worksheets to quickly add information to multiple worksheets at the same time.
To insert a new worksheet

1. Locate and select the New sheet button near the bottom-right corner of the Excel window.

56
2. A new blank worksheet will appear.
By default, any new workbook you create in Excel will contain one worksheet, called Sheet1. To
change the default number of worksheets, navigate to Backstage view, click Options, then
choose the desired number of worksheets to include in each new workbook.
Excel Cells
Whenever you work with Excel, you'll enter information—or content—into cells. Cells are the basic
building blocks of a worksheet. You'll need to learn the basics of cells and cell content to calculate,
analyze, and organize data in Excel.
Understanding cells
Every worksheet is made up of thousands of rectangles, which are called cells. A cell is the intersection
of a row and a column—in other words, where a row and column meet.
Columns are identified by letters (A, B, C), while rows are identified by numbers (1, 2, 3). Each cell has
its own name—or cell address—based on its column and row. In the example below, the selected cell
intersects column C and row 5, so the cell address is C5.

57
Note that the cell address also appears in the Name box in the top-left corner, and that a cell's column
and row headings are highlighted when the cell is selected.
You can also select multiple cells at the same time. A group of cells is known as a cell range. Rather
than a single cell address, you will refer to a cell range using the cell addresses of the first and last cells
in the cell range, separated by a colon. For example, a cell range that included cells A1, A2, A3, A4, and
A5 would be written as A1:A5. Take a look at the different cell ranges below:
1. Cell range A1:A8
2. Cell range A1:F1
If the columns in your spreadsheet are labelled with numbers instead of letters, you'll need to
change the default reference style for Excel. Review our Extra on What are Reference Styles? to
learn how.
To select a cell
To input or edit cell content, you'll first need to select the cell.
Click a cell to select it. In our example, we'll select cell D9.
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A border will appear around the selected cell, and the column heading and row heading will be
highlighted. The cell will remain selected until you click another cell in the worksheet.
You can also select cells using the arrow keys on your keyboard.
To select a cell range:

Sometimes you may want to select a larger group of cells, or a cell range.
Click and drag the mouse until all of the adjoining cells you want to select are highlighted. In our
example, we'll select the cell range B5:C18.
Release the mouse to select the desired cell range. The cells will remain selected until you click
another cell in the worksheet.

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Cell content
Any information you enter into a spreadsheet will be stored in a cell. Each cell can contain different
types of content, including text, formatting, formulas, and functions.
Text: Cells can contain text, such as letters, numbers, and dates.
Formatting attributes: Cells can contain formatting attributes that change the way letters, numbers, and
dates are displayed.
For example, percentages can appear as 0.15 or 15%. You can even change a cell's text or background
color.
Formulas and functions

Cells can contain formulas and functions that calculate cell values. In our example, SUM(B2:B8) adds
the value of each cell in the cell range B2:B8 and displays the total in cell B9.

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Helpful Notes On Excel
Excel is a spreadsheet software. Other examples of spreadsheet software are
Microsoft Excel, Lotus 1.2.3, Quattro pro, SuperCalc, Symphony 2.
The advantages of a spreadsheet over a manual worksheet are as follows:

1. Data can be easily be edited.
2. Calculations can be done easily.
3. Charts can be created easily.
4. Documents similar to those that can be created with a word processor can be done.
Cells
- A cell is a box in which we enter data and formula. It is identified by its address which is formed by
the intersecting column letter and row number.
- The appearance of the cell contents can be modified by using the spreadsheet format commands.
- Each cell may contain anyone of the following: label, number, date or time, formula or function
Charts
- The Chart feature allows us to visualize the data in pictorial form.
Excel Formulas and Functions

- Formulas are mathematical expressions that we create in Excel. All Formulas begin with the =
symbol
- All Formulas use the following mathematical operators ( +, / , * , _ )
- Functions are mathematical expressions that are already available in Excel. Example of functions:
SUM, AVERAGE, MAX, MIN, etc.,
Common Errors in Microsoft Excel
#NAME?
This error means a Function used is not being recognize by Excel.
####
A number in a cell is too wide for the cell to display it. or The formula in the cell produces a result
that is too wide for the cell. Or There is a negative number in the cell that has been formatted for
dates or times. To overcome this we can increase the column width.
#REF!
This means a non-valid reference in your formula. Often occurs as the result of deleting rows,
columns, cells or Worksheets.
#DIV/0!
It means you cannot divide zero into a number.
Copying
To Copy the formula from one cell to other cells. Highlight the cell to copy the formula in it and then paste
it to desired cells

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PRESENTATION SOFTWARE
Learning Outcomes
1. Getting Started
2. Understand PowerPoint Principles
3. Start PowerPoint
4. Use an Installed Template
5. Recognize the Screen Layout
6. Understand the Ribbon and Quick Access
7. Toolbar
PRESENTATION SOFTWARE:
A presentation is an application software used to create an order of words and pictures that
tell a story or help to support a speech or public delivery of information.
EXAMPLES:
1. MS PowerPoint
2. Keynote-for MAC
3. Wink-for MS
4. Articulation presenter- for MS
PowerPoint
PowerPoint is a presentation program that allows you to create dynamic slide presentations.
These presentations can include animation, narration, images, videos, and much more. In this
lesson, you'll learn your way around the PowerPoint environment, including the Ribbon, Quick
Access Toolbar, and Backstage view.
ADVANTAGES:
 It enables one to present information in office meetings, lectures, schools and
seminars to create maximum impact in a minimal amount of time.
 PowerPoint presentations can amplify your message, speed up the information being
absorbed and assist with comprehension enabling faster decision making.
 It makes presentation interesting.

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The PowerPoint interface
When you open PowerPoint for the first time, the Start Screen will appear. From here, you'll
be able to create a new presentation, choose a template, and access your recently edited
presentations. From the Start Screen, locate and select Blank Presentation to access the
PowerPoint interface.
PowerPoint Slides
Every PowerPoint presentation is composed of a series of slides. To begin creating a slide
show, you'll need to know the basics of working with slides. You'll need to feel comfortable
with tasks such as inserting a new slide, changing the layout of a slide, arranging existing
slides, changing the slide view, and adding notes to a slide.
Slide Layouts
When you insert a new slide, it will usually have placeholders to show you where
content will be placed. Slides have different layouts for placeholders, depending on
the type of information you want to include.
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Whenever you create a new slide, you'll need to choose a slide layout that fits your
content.
Placeholders can contain different types of content, including text, images, and videos. Many
placeholders have thumbnail icons you can click to add specific types of content. In the example
below, the slide has placeholders for the title and content.

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Insert a new slide
Whenever you start a new presentation, it will contain one slide with the Title Slide layout. You
can insert as many slides as you need from a variety of layouts.
1. From the Home tab, click the bottom half of the New Slide command.
2. Choose the desired slide layout from the menu that appears.
The new slide will appear. Click any placeholder and begin typing to add text. You can also click
an icon to add other types of content, such as a picture or a chart.
PowerPoint Text Basics

If you're new to PowerPoint, you'll need to learn the basics of working with text. In this lesson, you'll
learn how to cut, copy, paste, and format text.

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To select text:
Before you can move or arrange text, you'll need to select it.
Click next to the text you want to select, drag the mouse over the text, then release your mouse.
The text will be selected.
Copying and moving text

PowerPoint allows you to copy text that is already on a slide and paste it elsewhere, which can save
you time. If you want to move text, you can cut and paste or drag and drop the text.
To copy and paste text:
1. Select the text you want to copy, then click the Copy command on the Home tab.
2. Place the insertion point where you want the text to appear.
3. Click the Paste command on the Home tab.
The copied text will appear.
To cut and paste text
1. Select the text you want to move, then click the Cut command.
2. Place the insertion point where you want the text to appear, then click the Paste command.
The text will appear in the new location.
To drag and drop text:
1. Select the text you want to move, then click and drag the text to the desired location.
The text will appear in the new location.

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Inserting Pictures in PowerPoint
Adding pictures can make your presentations more interesting and engaging. You can insert a picture
from a file on your computer onto any slide. PowerPoint even includes tools for finding online pictures and
adding screenshots to your presentation.
To insert a picture from a file
1. Select the Insert tab, then click the Pictures command in the Images group.
2. A dialog box will appear. Locate and select the desired image file, then click Insert.
The picture will appear on the currently selected slide.
Moving and resizing pictures
Once you've inserted a picture, you may want to move it to a different location on the slide or
change its size. PowerPoint makes it easy to arrange pictures in your presentation.
To select a picture

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1. Before you can modify a picture, you'll need to select it. Simply click to select a picture. A
solid line will appear around a selected picture.
To resize a picture:
Click and drag the corner sizing handles until the picture is the desired size.
To rotate a picture:
Click and drag the arrow above an image to rotate it right or left.
Hold the Shift key on your keyboard when rotating an image to snap it to angles in 15-degree
increments.

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To move a picture:
Click and drag to move a picture to a new location on a slide.
PowerPoint Shapes
Shapes are a great way to make your presentations more interesting. PowerPoint gives you a lot of
different shapes to choose from, and they can be customized to suit your needs, using your own color
palette, preferences, and more. While you may not need shapes in every presentation you create,
they can add visual appeal.
To insert a shape
1. Select the Insert tab, then click the Shapes command in the Illustrations group. A drop-down
menu of shapes will appear.
2. Select the desired shape.

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Click and drag in the desired location to add the shape to the slide.
Help Notes on Presentation Software

Microsoft power point is so popular to use in presentation because
 It is easy to use
 Many different animation effects
 It comes with large range of ready prepared templates
 A master slide is available
 Many different animation effects
 Large selection of transition effects
 Can format different background templates
 Can easily insert multimedia components (audio / video)
 Can present a number of features: background, font, bullets
 Create buttons / icons which can be used for every slide
Adding animation in PowerPoint
1. Click on animation on the menu bar and add Animation
2. In the Task Pane that appears, we can change the animation options & its speed.

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PUBLISHING SOFTWARE
Learning Outcomes
 Publishing basics and Features
 Pre-designed layouts or Templates
 Elementary Graphics
 Colours and Fonts
 Clip art/Re-designed graphics
Desktop publishing software is software which is used to generate layouts and produce typographic
quality text and images better than traditional typography and printing. This technology allows
individuals, businesses, and other organizations to self-publish a wide range of printed matter. Desktop
publishing is also the main reference for digital typography. When used skillfully, desktop publishing
allows the user to produce a wide variety of materials, from menus to magazines and books, without the
expense of commercial printing.
Microsoft Publisher
Microsoft Publisher a program designed to help you create publications, or documents that you can print
and distribute.
Even if you've never used Publisher before, you'll probably find its interface familiar, as it has many of the
same features as other Microsoft Office programs. However, it does include some features specifically
designed for creating publications.
Advantages and disadvantages of Publisher
Publisher offers templates and other tools to help you create a variety of publications, including
brochures, newsletters, business cards, and menus.
As you might know, you can do most—if not all—of the tasks mentioned above in Microsoft Word.
So why not create publications using that program instead?
One of the advantages of Publisher is that it offers more control over certain aspects of your
publication. For instance, Publisher offers a work environment that makes it easy to work with

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documents in a variety of sizes and shapes. It also has a larger variety of tools to help you arrange
and align text, images, and other objects within the page margins.
However, while Publisher does have certain advantages, it also has the disadvantage of being
the least developed program in the Office suite. It does not include the theme colors, advanced
image editing tools, or many of the other new features present in Word and PowerPoint 2010. In
fact, in terms of these features Publisher 2010 is more similar to Publisher 2007 and 2003 than it
is to other current programs in the Office suite. As you begin to use Publisher 2010, you may find
that you prefer to create certain types of publications in Word.
Microsoft Publisher Interface
The Ribbon
The Ribbon contains multiple tabs, each with several groups of commands. Some tabs,
like Text Box Tools or Picture Tools, may appear only when you're working with certain
items like text boxes or images.
Viewing tools
Publisher offers a group of viewing tools to help you control the layout of your text,
images, and objects on the page. These viewing tools are for your editing purposes only.
They can be turned on and off and will not appear in your printed publication.

72
To access and choose viewing tools, select the View tab, then locate the Show group.
Click the check boxes of the various view options to turn them on and off.
Publication viewing tools include

1. Rulers
You can use the rulers to the left and top of your publication to help you line up text,
images, and other objects and get a clearer idea of exactly where those objects will
appear on the printed page. When you select an object in your publication, a white
space will appear on the rulers to show the object's location.

73
2. Baselines
Baselines are evenly spaced horizontal lines you can use to line up text. You'll learn
about automatically aligning text to your baselines in the Working with Text lesson.
3. Boundaries
Boundaries are dark blue dashed borders that appear around your objects. Viewing
object boundaries can be useful when you're aligning objects or wrapping text.
4. Guides
Guides are thin lines that help you align various objects. There are two types of
guides:
i. Margin guides, which are blue lines that mark the edges, or margins, of the
printable area on each page of your publication. Margin guides are
automatically created when you set your page margins.

74
ii. Customizable guides, which are green lines you can add anywhere on your
publication.
To add green guides

1. Click either the horizontal or vertical ruler.

75
2. Drag your mouse to your publication, and release to add the guide in the desired location.
3. Your guide will be placed. You can move it at any time by clicking and dragging it
Microsoft Publisher Working with Text
To create and design effective publications, you need to be able to present text in a readable and visually
interesting way. For this reason, Publisher offers a number of tools that let you customize and control the
layout and appearance of the text in your publication.
Formatting text
Publisher 2010 includes various typography commands that are designed to help you embellish your text.
Although Publisher's developers have touted this as a significant feature, it's important to note that many
of these effects only work with a small number of fonts, such as Calibri, Cambria, and Gabriola. Still, if
you're using these fonts the typography commands can enhance the appearance of your text.
Typography commands can be found in the Text Box Tools tab. To apply any command, simply select
your text, then click the desired command. Certain commands, like Stylistic Sets, will include a drop-down
list of choices.

76
There are six Publisher typography commands
1. Drop Cap, which enlarges the first letter of the selected text
2. Number Style, which lets you choose between four different styles for number spacing and
alignment
3. Ligatures, which connect certain combinations of letters to make them easier to read

77
4. Stylistic Sets, which let you choose between various embellishments for your fonts, usually in the
form of exaggerated serifs or flourishes
5. Swash, which embellishes capital letters
6. Stylistic Alternates, which offer alternate versions of specific letters such as g

78
In Publisher, the components of any publication are called objects. You've already worked with text boxes,
which are one type of object. Publisher offers decorative objects as well, including shapes and Building
Blocks.
Pictures are a great way to add visual interest to your publication. Depending on the type of publication
you're creating, adding pictures can even be essential. For instance, you wouldn't create a brochure for a
product without including at least one picture of it. The picture tools in Publisher 2010 make it easy to
incorporate images into your documents and modify those images in interesting ways.

79
NETWORKS
Learning Outcomes
 Analyse the rationale of networking computers in different locations.
 Differentiate between Wired and wireless networks
 Describe how to access information using a local area network and a Wide area network.
 Upload and download text, image, audio and video files
 Illustrate ability to search the web for specific information.
 Identify web browsers as a tool to accessing web pages on the internet.
 Demonstrate how to open a web browser and go to specific Universal Resource Locator (URL)
 Define a search engine and what it is used for
 Use a search engine to
 look for information on the internet
 Explain what email is used for
What is a computer network?

A computer network is an interconnection of computers which allows computers to exchange
data. It is also called data network. It is a link between two or more computers.
A network is simply a collection of computers or other hardware devices that are connected
together, either physically or logically, using special hardware and software, to allow them to
exchange information and cooperate.
Networking is the term that describes the processes involved in designing, implementing,
upgrading, managing and otherwise working with networks and network technologies.
Reasons for networking computers?
1. To share data
For example, a centralized database can be used to store all the records of an organization. The
same data in the database can be accessed by everyone.
2. To sharing tasks co - workers

Co-workers can collaborate on tasks to speed up processing.
3. Increasing Storage Capacity:
As there is more than one computer on a network which can easily share files, thereby
increasing the storage available for an organisation
4. Reduction in costs by sharing hardware and software resources e.g. Printers

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Wireless and Wired Network.
Wireless Network.
In simple terms it is the connection between two or more devices without cables. Networks
do not use any form of cables. The transmission of data (your files, music, printing to the
printer, etc.) occurs over radio waves. The following are the examples of wireless network
devices:
i. Radio
ii. Mobile phone
iii. Television Set Etc.
Wired Network.
This simply means the connection between two or more devices via cables. Examples of wired
network devices are:
i. Telephone
ii. Cable television
iii. Fiber-optic etc.
How can computers be linked?
There are many ways in which computers can be networked. The type of computer network formed is
generally determined by the distance which the network will cover. On the basis of distance, there are
three basic computer networks:
1. Local Area Network (LAN)
2. Metropolitan Area Network (MAN)
3. Wide Area Network (WAN)
The Lan
A LAN is an interconnection of computers within the same place/building.
MAN
A metropolitan area network (MAN) is a computer network that interconnects users with
computer resources in a geographic area or region such as a city or institution. MAN is simply
a connection of LAN within a relatively large geographical region.
Wide Area Network (Wan)
Wide Area Network (WAN) connects computer at wide distance across

geographical boundaries such as Cities, countries and the continents.

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THE INTERNET
What is an internet?
Is a global communication accessed through the Web?
BROWSING THE INTERNET
Browsing the Internet means searching the internet for whatever you want. To browse the Internet is
simple. You simply start the Internet browser software, e.g. Internet Explorer, Opera, Google Chrome,
Bing or Mozilla Firefox. If you already know the address of what you want, you simply type it in the
address box in the browser and then click on a button to get to the destination. Internet is a global
UPLOADING AND DOWN LOADING.
Uploading
this means that sending data from your computer to the internet. E.g. sending mail,
posting photos, etc.
Downloading
This means that your computer is receiving data from the internet. E.g. opening a web
page, purchasing of music files and watching on line videos.
WEB BROWSER
A web browser is an application software is used to read and navigate information on the Internet but asks
one to give it the address of what he/she wants, the URL (Uniform Resource Locator). A Web browser
can offer links to a number of destinations called websites or web pages. These links are called
hyperlinks. EXAMPLES of Web Browser are:
i. Internet Explorer.
ii. Opera.
iii. Google Chrome.
iv. Bing.
v. Mozilla Firefox.
SEARCH ENGINE
Web sites or software that search the Internet for documents that contain a key word, phrase,
or subject that is specified by the user to the search engine. Examples of Search Engine are
Google, Bing, Yahoo and Ask. A Search Engines is very useful in finding information on the
internet from the Website very quickly.
Email
It is the short form for electronic mail. Similar to a letter which is sent via the internet. In other
words, it is the transmission of messages over the electronic network.

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MULTIMEDIA
Learning Outcomes
 Understanding multimedia files.
 Differences between various types of media (Include: clip art, video, clips, sound and animated
images)
 Search for locally available multimedia files on the computer
Multimedia is the combination of different media elements like text, audio, graphics, video and
animations. Multimedia is used in every field like education, theatre, advertising, fashion,
gaming etc. Components of a multimedia;
 Text
 Video
 Audio
 Graphics
 animation
Multimedia files
Multimedia file; a file capable of holding two or more multimedia elements eg text, images,
audio, animation, graphics etc. Types of media
 Video Audio
 Graphics
 Animations
 text

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Introduction to Media File
What is a media file?
A media file is a file which contains either video, audio, animations or graphics Media files
1. Graphics
Graphics are visual images or designs on some surfaces such as a wall, screen, paper or
stone to inform, illustrate, or entertain. Examples of graphic file images
2. Video file
A video file is a file containing a sequence of images processed electronically into an

analogue or digital format and displayed on the screen with sufficient rapidity as to create
the illusion of motion and continuity.
Examples of video file image
3. Audio file
Audio file are sound files (file that play a sound when clicked on)
Example of an audio file image

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4. Animations file
This is the file of processed and created appearance of still images in sequence motion.
Example of animation file image
5. Text file
Text file is a kind of computer file that is structured as a sequence of lines of electronic text. A t ext
file exists within a computer file system.
Example of a text file image

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Computer Studies

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Table of Contents

INTRODUCTION TO COMPUTER STUDIES .................................................................... 3

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Basic Terminologies in Computer Studies

2. Software: Refers to a set of instructions or programs that operates a computer

3. Program: Set of instructions written in the language of the computer.

4. Data: Refers to unprocessed information

5. Information: Refers to data processed and analysed

6. Communication: Refers to sending and receiving information.

7. Communication and Technology: It is a collection of facilities for transmission

8. Hard copy is a printed copy of information from a computer.

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 MONITOR: It displays information

A computer is an electronic machine which process, stores and retrieves information

Computer = hardware + software

Refers to a set of instructions or programs that operates a computer e.g.

System software if the software the

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Application software is a set of one or more programs designed to carry out

Generally, there thousands of application software exist today. Some of the

The Three Basic Operation of a computer

A computer system works by:

1. Taking in a set of inputs

The computer converts it to something it can understand; digital data (0010101010101).

How can we INPUT the following data on to the computer?

Letters – Using a Keyboard or touch screen

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Sorting – Names into alphabetical order

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Keyboard Graphic pad Web cam

Track Ball Microphone

For example: Monitor, Printer, Speakers,

Projector Head Phones

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Compact Disc USB Flash Drive Floppy Disc

Memory Card Hard Disk

CPU Central Processing Unit

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The Basic Uses of a Computer

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The five categories of computers are:

Examples of microcomputers are:

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 Know correct posture to avoid injuries.

Health risk Solution

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Safety hazards Ways of eliminating or minimising hazard

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There are two types of security:

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CONSEQUENCES OF THEFT OF COMPUTERS AND OTHER ICTs

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Advantages and disadvantages of Dot matrix printers:

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Disadvantages of an Inkjet Printer

3. Laser jet Printer

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DOT MATRIX INKJET LASER

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