Student Basic Computer Applications Final

UNITED REPUBLIC OF TANZANIA
Ministry of Health and Social Welfare

Copyright© Ministry of Health and Social Welfare - Tanzania 2010
CMT 04106 Basic Computer Applications NTA Level 4 Semester I Student Manual
11
Table of Contents
Background and Acknowledgement........................................................................iv
Introduction............................................................................................................. ix
Abbreviations........................................................................................................... x
Module Sessions
Session 1: Introduction to Basic Computers............................................................1
Session 2: Microcomputer Hardware, Components and their Functions................11
Session 3: Operating System, Hardware and Software..........................................19
Session 4: Getting Started with Microsoft Word 2003...........................................25
Session 5: MS Word 2003 Basics..........................................................................41
Session 6: Advanced Formatting in MS Word.......................................................57
Session 7: Creating Tables Using Microsoft Word................................................69
Session 8: Working with Images in MS Word......................................................81
Session 9: Printing and Managing Documents in MS Word..................................95
Session 10: Merging Documents, Mail Merge, and Te mplates in MS Word......103
Session 11: MS Excel Window Features.............................................................113
Session 12: Creating Formulas in MS Excel........................................................137
Session 13: MS Excel Worksheet Layout and Management................................157
Session 14: Dealing With MS Excel Cells...........................................................171
Session 15: Charts in MS Excel...........................................................................191
Session 16: Printing Management for MS Excel.................................................213
Session 17: MS PowerPoint Basics......................................................................225
Session 18: Enhancing a MS PowerPoint Presentation.......................................247
Session 19: Creating a MS PowerPoint Slide Show............................................269
Session 20: Internet, Web and Comput er Communications...............................285
Session 21: Computer Safety -Viruses, Data Storage and Protection..................297
111
Background and Acknowledgement
In April 2009, a planning meeting was held at Kibaha which was followed up by a Task
Force Con1mitete meeting in June 2009 at Dodoma and develo ped a proposal which guided
the process of the develo pment of standardised Clinical Assistant (CA) and Clinical
Officer (CO) training materials which were based on CA/CO curricula. The purpose of this
process was to standardize the entire curriculum with up-to-date content which would then
be provided to all Clinical Assistant and Clinical Officer Training Centres
(CATCs/COTCs).
The perceived benefit was that, by standardizing the quality of content and integrating
interactive teaching methodologies, students would be able to learn more effectively and that
the assessment of students' learning would have more uniformity and validity across all
schools.
In September 2009, MOHSW embarked on an innovative approach of developing the

standardised training materials through the Writer' s Workshop (WW) model. The model
included a series of three-week workshops in which pre-service tutors and content experts
develop ed training materials, guided by facilitators with expertise in instructional design
and curriculum developm ent. The goals of WW were to develop high-quality,
standardized teaching materials and to build the capacity of tutors to develop these
materials.
The new training package for CA/CO cadres includes a Facilitator Guide, St udent Manual
and Practicum. There are 40 modules with approximately 600 content sessions. This product
is a result of a lengthy collaborative process, with significant input from key stakeholders
and experts of different organizations and institutio ns, from within and outside the country.
The MOHSW would like to thank all those involv ed during the process for their valuable
contribution to the developm ent of these materials for CA /CO cadres. We would first like
to thank the U.S. Centers for Disease Control and Prevention's Global AIDS Progran1
(CDC/GAP) Tanzania, and the International Training and Educa tion Center for Health (1-
TECH) for their financial and technical support throughout the process. At CDC/GAP, we
would like to thank Ms. Suzzane McQuee n and Ms. Angela Makota for their support and
guidance. At I-TECH, we would especially like to acknowledge Ms. Alyson Shumays,
Country Program Manager, Dr. Flavian Magari, Country Director, Mr. Tumaini Charles,
Deputy Country Director, and Ms. Susan Clark, Health Systems Director. The MOHSW
would also like to thank the World Health Organization (WHO) for technical and financial
support in the develo pment process.
Particular thanks are due to those who Jed this important process: Dr. Bun1i L.A.
Mwamasage, the Assistant Director for Allied Health Sciences Training, Dr. Mabula
Ndin1ila and Mr. Dennis Busuguli, Coordinators of Allied Health Sciences Training,
Ministry of Health and Social Welfare, Dr. Stella Kasindi Mwita, Progran1me Officer
Integrated Management of Adults and Adolescent Illnesses (IMAI), WHO Tanzania and
Stella M. Mpanda, Pre-service Progran1me Manager, I-T ECH.
Sincere gratitude is expressed to small group facilitators: Dr. Otilia Gowele, Principal,
Kilosa COTC, Dr. Violet Kiango , Tutor, Kibaha COTC, Ms. Stephanie Sn1iht , Ms.
Stephanie Askins, Julie Stein, Ms. Maureen Sarewitz, Mr. Golden Masika, Ms. Kanisia
Ignas, Ms.
Yovitha Mrina and Mr. Nicholous Dampu, all of I-TECH, for their tireless efforts in
guiding participants and content experts through the process. A special note of thanks also
goes to
iv
Dr. Julius Charles and Dr. Moses Bateganya, 1-T ECH' s Clinical Advisors, and other
Clinical Advisors who provided input. We also thank individual content experts from
different departments of the MOHSW and other governmental and non-governmental
organizations, including EngenderHealth, Jhpiego and AIHA, for their technical guidance.
Special thanks goes to a team of I-TECHstaff namely Ms. Lauren Dunnington, Ms.
Stephanie Askins, Ms. Stephanie Sn1iht , Ms Aisling Underwood, Golden Masika,
Yovitha Mrina, Kanisia Ignas, Nicholous Dampu, Michael Stockman and Stella M.
Mpanda for finalising the editing, formatting and con1pilation of the modules.
Finally, we very much appreciate the contributions of the tutors and content experts
representing the CATCs/COTCs, various hospitals, univers ities, and other health
training institutions. Their participation in meetings and workshops, and their input
in the
deve lopm ent of content for each of the modules have been invalua ble. It is the conm1itment
of these busy clinicians and teachers that has made this product possible.
T hese participants are listed with our gratitude below:
Tutors
Ms. Magdalena M. Bulegeya - Tutor, Kilosa COTC
Mr. Pius J.Mashimba - T utor, Kibaha Clinical Officers Training Centre (COTC)
Dr. Naushad Rattansi - T utor, Kibaha COTC
Dr. Salla Salustian- Principal, Songea CATC
Dr. Kelly Msafiri - Principal, Sumbawanga CATC
Dr. Joseph Mapunda - Tutor, Songea CATC
Dr. Beda B. Han1is - T utor, Mafinga COTC
Col Dr. Josiah Mekere - Principal, Lugalo Military Medical School
Mr. Charles Kahurananga - Tutor, Kigoma CATC
Dr. Ernest S. Kalimenze - Tutor, Sengerema COTC
Dr. Lucheri Efrain1 - T utor, Kilosa COTC
Dr. Kevin Nyakin1ori - T utor, Sumbawanga
CATC Mr. John Mpiluka - T utor, Mvun1i COTC
Mr. Gerald N. Mng6ng6 - T utor, Kilosa COTC
Dr. Tito M. Shengena - Tutor , Mtwara COTC
Dr. Fadhili Lyin10 - T utor, Kilosa COTC
Dr. James William Nasson- Tutor, Kilosa COTC
Dr. Titus Mlingwa - T utor, Kigoma CATC
Dr. Rex F. Mwakipiti- Principa,l Musoma CATC
Dr. Wilson Kitinya - Principal, Masasi ( Clinical Assistants Training Centre
(CATC) Ms. Johari A. Said - T utor, Masasi CATC
Dr. Godwin H. Katisa - Tutor, Tanga Assistant Medical Officers Training Centre (AMOTC)
Dr. Lautfred Bond Mtani - Principal, Sengerema COTC
Ms Pamela Henry Meena - Tutor, Kibaha COTC
Dr. Fidelis Amon Ruanda - Tutor, Mbeya AMOTC
Dr. Cosmas C. Chacha - Tutor, Mbeya AMOTC
Dr. Ignatus Mosten - Ag. Principal, Tanga AMOTC
Dr. Muhidini Mbata - T utor, Mafinga COTC
Dr. Simon Haule - Ag. Principal, Kibaha
COTC Ms. Juliana Lufulenge - Tutor, Kilosa
COTC Dr. Peter Kiula - T utor, Songea CATC
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Mr. Hassan Msemo - T utor, Kibaha COTC
Dr. Sangare Antony-Tutor, Mbeya AMOTC
Content Experts
Ms. Emily Nyakiha - Principal, Bugando Nursing School, Mwanza
Mr. Gusta v Moyo - Registrar, Tanganyika Nursesand Midwives Co uncil, Ministry of
Health and Social Welfare (MOHSW).
Dr. Kohelet H. Winani - Reproductive and Child Health Services, MOHSW
Mr. Hussein M. Lugendo - Principal, Vector Control Training Centre (VCTC), Muheza
Dr. Elias Massau Kwesi - Public Health Specialist, Head of Unit Health Systems
Research and Surve y, MOHSW
Dr. William John Muller - Pathologist, Muhimbili National Hospital (MNH)
Mr. Desire Gaspered - Computer Analyst, Instit ute of Finance Management (IFM), Dar es
Salaam
Mrs. Husna Rajabu - Health Education Officer, MOHSW
Mr. Zakayo Simon - Registered Nurse and T utor, Public Health Nursing School (PHNS)
Morogoro
Dr. Ewaldo Vitus Komba - Lecturer, Department of Internal Medicine, Muhimbili University
of Health and Allied Sciences School (MUHAS)
Mrs. Asteria L.M. Ndomba - Assistant Lecturer, School of Nursing, MUHAS
Mrs. Zebina Msun1i- Training Officer, Extended progran1me on Inimunizatio n (EPI),
MOHSW
Mr. Lister E. Matonya - Health Officer, School of Environmental Health Sciences (SEHS),
Ngudu, Mwanza.
Dr. Joyceline Kaganda - Nutritionist, Tanzania Food and Nutrition Centre (TFNC),
MOHSW.
Dr. Sulein1an C. Mtani - Obstetrician and Gynecologist, Director, Mwananyamala Hospital,
Dar es salaam
Mr. Brown D. Karanja - Pharniacist, Lugalo Military Hospital
Mr. Muhsin ldd Nyanyam - Tutor, Prin1ary Health Care Institute (PHCn, Iringa
Dr. Judith Mwende - Ophthalmologist, MNH
Dr. Paul Marealle - Ortho paedic and Traumatic Surgeo n, Muhimbili Ortho pedic
Institute (MOI),
Dr. Erasmus Mndeme - Psychiatrist, Miren1be Refferal Hospital
Mrs. Bridget Shirima - Nurse Tutor (Midwifery), Kilimanjoro Chrician Medical Centre
(KCMC)
Dr. Angelo Nyamtema - Tutor Tanzania Training Centre for International Health (TTCIH),
Ifakara.
Ms. Vun1ilia B. E. Mmari - Nurse Tutor (Reproductive Health) MNH-School of Nursing
Dr. David Kihwele - Obs/Gynae Specialist, and Consulta nt
Dr. An1os Mwakigonja - Pathologist and Lecturer, Department of Morbid Anatomy
and Histopathology, MUHAS
Mr. Claud J. Kumalija - Statistician and Head, Health Management Information
System (HMIS), MOHSW
Ms. Eva Muro, Lecturer and Pharmacist , Head Pharmacy Department,
KCMC Dr. lbrahin1Maduhu - Paediatrician, EPI/MOHSW
Dr. Merida Makia - Lecturer Head, Department of Surgery, MNH
Dr. Gabriel S. Mhidze - ENT Surgeo n, Lugalo Military Hospital
Dr. Sira Owibingire - Lecturer, Dental School , MUHAS
Mr. lssai Seng'enge - Lecturer (Health Promotion), University of Dar es Salaam (UDSM)
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Prof. Charles Kihan1ia - Prof esso r, Parasitology and Entomology, MUHAS
Mr. Benard Konga - Econon1is,t MOSHW
Dr. Martha Kisanga - Field Officer Manager, Engender Health, Dar es Salaam
Dr. Omary Sal ehe - Consultant Physician, Mbeya Referral Hospital
Ms Yasinta Kisisiwe - Principal Nursing Officer, Health Education Unit (HEU), MOHSW
Dr. Levina Msuya - Paediatrician and Principal, Assistant Medical Officers Training
Centre (AMOTC), Kilimanjaro Christian Medical Centre (KCMC)
Dr. Mohamed Ali - Epiden1iologis,tMOHSW
Mr. Fikiri Mazige - Tutor, PHCI-Iringa
Mr. Salum Ramadhani - Lecturer, Institute of Finance Management
Ms. Grace Chuwa - Regional RCH Coordinator, Coastal Region
Mr. Shija Ganai - Health Education Officer, Regional Hospital, Kigoma
Dr. En1manuel Suluba - Assistant Lecturer, Anatomy and Histology Department, MUHAS
Mr. Mdoe lbrahin1- Tutor, KCMC Health Records Technician Training Centre
Mr. Sunny Kiluvia - Health Con1munication Cons ultant, Dar es Salaam
Dr. Nkundwe Gallen Mwakyusa - Ophthaln1ologist, MOHSW
Dr. Nicodemus Ezekiel Mgalula -Dentist, Principal DentalTraining School, Tanga
Mrs. Violet Peter Msolwa - Registered Nurse Midwife, Progran1me Officer, National AIDS
Control Progran1me (NACP), MOHSW
Dr. Wilbert Bunini Manyilizu - Lecturer, Mzumbe University, Morogoro
Editorial Review Team

Dr. Kasanga G. Mkambu - Obstertric and Gynaecology specialist, Tanga Assistant Medical
Officers Training Centre (AMOTC)
Dr. Ronald Erasto Msangi - Principal, Bumbuli COTC
Mr. Sita M. Lusana - Tutor, Tanga Environmental Health Science Training
Centre Mr. Ignas Mwamsigala - Tutor (Entrepreneurship) RVTC Tanga
Mr. January Karungula - RN, Quality In1provement Advisor, Muhin1bili National Hospital
Prof. Pauline Mella - Registered Nurse and Profesor, Hubert Kairuki Memorial University
Dr. En1manuel A. Mnkeni - Medical Officer and Tutor, Kilosa COTC
Dr. Ronald E. Msangi - Principal, Bumbuli COTC
Mr. Dickson Mtalitinya - Pharmacist, Deputy Principal , St Luke Foundation, Kilimanjaro
School of Pharmacy
Dr. Janeth C. Njau - Paediatricianff utor , Kibaha COTC
Mr. Fidelis Mgohamwende - Labaratory Technologist, Progran1me Officer National
Malaria Control Progran1me (NMCP), MOHSW
Mr. Gasper P. Ngeleja - Computer Instructor, RVTC Tanga
Dr. Shubis M Kafuruki - Research Scientist, Ifakara Health Institute, Bagamoyo
Dr. Andrew !sack Lwali - Director, Tumbi Hospital
Librarians and Secretaries

Mr. Christom Aron Mwambungu - Librarian MUHAS
Ms. Juliana Rutta - Librarian MOHSW
Mr. Hussein Haruna - Librarian, MOHSW
Ms. Perpetua Yusufu - Secretary, MOHSW
Mrs. Martina G. Mturano -Secretary,
MUHAS Mrs. Mary F. Kawau - Secretary,
MOHSW
IT support
Mr. Isaac Urio - IT Consultant, I-TECH
Mr. Michael Fumbuka - Computer Systems Administrator - Institute of Finance and
Management (IFM), Dar es Salaam
Dr. Gilbert Mliga

Director of Human Resources Developmen,t Ministry of Health and Social Welfare
Introduction
l\tl od ule Overview
This module content has been prepared to enhance learning of students of Clinical Assistant
(CA) and Clinical Officer (CO) schools. The session contents are based on the sub-enabling
outcomes of the curricula of CA and CO. The module sub-e nabling outcomes are as
follows:
4.3.1 Identify main parts of a computer and operating system
4.3.2 Recognize and use computer applications and productivity software.
4.3.3 Recognize con1puter virus and security system
Who is the Module For?

This module is intended for use primarily by students of CA and CO schools. The module' s
sessions give guidance on contents and activities of the session and provide information on
how students should follow the tutor when he/she teaches the module. It also provides
guidance and necessary information for students to read the materials on his/her own. The
sessions also include different activities which focus on increasing students' knowledge,
skills and attitudes.
How is the Module Organized?

The module is divided into 21 sessions; each session is divided into several sections. The
following are the sections of each session:
• Session Title: The name of the session.
• Learning Ob jec tives - Statements which indicate what the student is expected to
have learned at the end of the session.
• Session Content - All the session contents are divided into subtitles. This section
includes contents and activities with their instructions to be done during learningof the
contents.
• Key Points - Each session has a step which concludes the session contents near the
end of a session. This step sun1marizes the main points and ideas from the session.
• Evaluation- The last section of the session consists of short questions based on the
learning objectives to check if you understood the contents of the session. The tutor
will ask you as a class to respond to these questions; however if you read the session
by
yourself try answering these quest ions to evaluate yourself if you understood the session.
• Handouts - Additional information which can be used in the classroom while the tutor is
teaching or later for your further learning. Handouts are used to provide extra
information related to the session topic that cannot fit into the session tin1e. Handouts
can be used by the students to study material on their own and to reference after the
session. Sometimes, a handout will have q uest ionsor an exercise for students to
answer.
How Should the Module be Used?

Students are expected to use the module in the classroom and clinical settings and during
self study. The contents of the modules are the basis for learning Basic Computer
Applications.
St udents are therefore advised to learn all the sessions including all relevant handouts and
worksheets during class hours, clinical hours and self study tin1e. Tutors are there to
provide guidance and to respond to all difficulty encountered by students. One module
will be assigned to 5 students and it is the responsibilityof the tutor to do this
assignment for easy use and accessibility of the student manuals to students.
Abbreviations
ALT Alternative
ANSI An1erican National Standards lnstitute's
AOLs An1erican Online
AR PAN A d vance d Res ear ch Projec t Agency Network
ET ASCII American Standard Code for Information Interchange
BIOS Basic Impute Output Syste m
CD-ROM compact disk - Read Only Memory
CD-RW con1pact disk re-writable
CDs Compact Disks
CERN C enter for Euro pean Nuclear Researc h
CMOS Complementary Metal Oxide Semiconducto r
Com con1munication
CPU Central Processing Unit
CTRL Control
DC Direct Current
DEC Desktop Con1puet r
DIP Dual in line Package switches
DOS Disk Operating S ystem
DVDs Digital Versatile (or Video) Disks
Edu education
FDC Floppy Disk Controller
FDD floppy Disk Drive
FDD Floppy Disk Drive
GUI G ra phic Us er In
HD terface Hard disk
HDD Hard Disk Drive
HTML Hypertext Markup Language
1/0 input /output
IC Integrated Circuits
IFM Institute Fina nce Management
IM instant message
IM Instant mess aging
IRC Internet Relay Chat
ISA Industrial Standard Architecture Peripheral
ISP Inte rnet S er vic e P ro viders
IT Information Technolog
KBC y Keyboard Controller
LCD Liquid Crysta l Display
MDI Multiple Docum ent
MS Interface Microsoft
NT New Technology
OEM Original Equipment
OS Manufacturer operating system
PC personal computer
PCI
Interface Connector
X
PCI peripheral components interco nnect
RAM Random Access Memory
RAM random access memory
ROM Read Only Memory
RSI Repetitive Strain Injury
SIMM single in-line memory module
STB S urface Transportation
TOC Board Table of Contents
UNIX Uniplexed Information and Computing S ystem
UPS uninterrupta ble po wer supply
URLs Uniform Resource Locators
USB Universal Serial Bus
VDU Video Display Unit
VGA Video Graphics
VLB Adapter Vesa Local
WWW Bus World Wide Web
CMT 04106 Basic Computer NTA Level 4 Semester Student Manual

Applications I xi
xii
E7 Session 1: Introduction to Basic Computers
Learning Objectives
By the end of this session, students are expected to be able to:
• Define the term 'con1puter'
• Describe the history of con1puters
• Describe the types and characteristics of computers
• Describe the factors that in1pact computer performance
• Explain the layout of the keyboard
• Identify key steps in maintaining health and safety when using a computer
General Definition of Computer

• Computer: An elect ronic machine that takes data, stores it, processes that data
and produces information. See Figure 1 below.
o Computers are used in business for many tasks includi ng word processing, filing,
assembling nun1bers and facts associated with general office functions , such as
accounting, payroll processing and personnel reco rd keeping.
• Data: Unprocessed facts; processing data gives information.
Figure 1: Co mputer System

System Unit Screen Monitor
!
Speaker
Speaker
I
/
,,)fr
t
Microphone
Keyboard Mouse
Source: Stallings, 2003
The Two Principal Characteristics of a Computer

• A con1puter responds to a specific set of instructions in a well-defined manner.
• A con1puter can execute a pre-recorded list of instructions (a program).
The History of Computers

• T he history of con1puters passes through four generations as follows:
Session 1: Introduction to Basic Computers 1
The First Generation: 1946 - 1958 (The Vacuum Tube Years)
• The first elect roniccomputers used vacuum tubes as switches, and although the
tubes worked, they had many problems:
o It consumed a great deal of electrical power and gave off enormous heat .
o Primarily beca use of the heat they generate d, tubes were unreliable and
failed frequently in larger systems.
The Second Generation: 1959-1964 (The Era of'the Transistor)

• The invention of the transistor, or sen1iconducto r, was one of the most
in1portant developme nts leading to the personal computer revolution.
• T he transistor, which essentially fu nctions as a solid-state electronic switch, replaced
the much less suitable vacuum tube with the following advantages:
o The transistor was much s maller.
o Consumed significantly less power.
o A con1puter system built with transistors was much smaller, faster, and more
efficient than a con1puter system built with vacuum tubes.
The Third Generation: 1965 - 1970 (Integrated Circuits)

• Integratedcircuit (IC) is a sen1iconducto r circuit that contains more than one transisto r
on the same base (or substrate niaterial) and connects the tran<;is tors without wires
• The first IC contained only six transistors.
• By comparison, the Intel Pentium Pro microprocessor used in many of today's high-
end systems has more than 5.5 million transisto rs.
The Fourth Generation: 1971- Today (The Microprocessor)

• The first n1icroprocessor; the Intel 4004, a 4-bit processor, was introduc ed in 1971.
• The chip operated on 4 bits of data at a tin1e.
• T he successor to the 4004 chip, the 8008 8-bit n1icroprocessor, was introduced in 1972.
• In late 1973, Intel introduced the 8080 microprocessor, which was 10 times faster than the
earlier 8008 chip and addressed 64K of memory.
• This breakthrough was the one that the personal computer industry had bee n waiting for.
Types of Computers
• Computers can be classified by size a nd power.
Workstation
• This is a powerful, single-user computer.
• They have the power to handle con1plex enginee ring applications.
• They use the UNIX, or sometin1es NT, operating system.
• A workstation is like a personal computer, but it has a more powerful n1icroprocessor and
a higher-quality monitor.
l\tlinicomputer
• A multi-user co n1pute:rSmaller than mainframe computers that are capable of
supporting from 10 to hundreds of users simu ltaneo usly.
• These are large powerful machines typically serving a network of simple tern1inals.
• IBM's AS/400 is an example of a n1inicon1puetr.
• Properties of the n1inicomputer:
o Very powerful and expensive
o Used in medium scale organizations where it is too expensive to use
mainframe computers
Figure 2: Minicomputer
Source: Fittel, 2002
Mainframe
• These are the very largest computers; they are n1illion-dollar machines, which can
occupy more than one roon1.
• An example is IBM model 390. See figure 3.
• A powerful multi-user con1puter capable of supporting many hundreds or thousands
of users sin1ultaneously. They are:
o Large in size
o Expensive due to high cost of production
o High storage capacity and high processing speed
o Used in organization to process a bulk of information
Hub
processor
rvtainfram e
5-i:orage dnves
---
Source: Fittel, 2002
Supercomputer
• This is an extremely fast con1puter that can perform hundreds of n1illions of
instructions per second.
• It is a computer that leads the world in terms of accuracy, speed and precision.
• Super computers are used in military and research institutions with the
following characteristics:
o Very accu rate
o High processing speed
Personal Computer or Micro Computers

• Personal computer (PC) is a small, relatively inexpensive computer designed for
an individual user.
• Pe rsonal computers are classified by size and portability as follows:
o Desktop computers
o Lapto ps or notebooks
o Personal Digital Assistants, palmtops or pocket computers
o Tablet computers
o Wearable computers
o Cell phones
Figur e 4: Exa n1pel s of Personal Computers
Sorce: F ittel,(2002)
Computer Performance
Factors that Impact a Computer's Performance

• T he higher the processor speed, the faster the computer.
• The more memory you have (RAM), the faster the PC will appear to operate.
• The more programs which are running at the same time, the slower each one will run.
• The lower the hard disk size, the slower the computer.
• The more start- up programs the slower the computer.
o These are programs that load auto matically during start-up.
o Most of them are probably unnecessaryduring start-up; it is better to run
them manually only at the time of use.
• Hardware problems such as overheating, sho rt-circuiting, dust, and damage caused
by in1pact can cripple your system and also cause it to run slow.
• Anot her cause of lower computer performance is spyware.
o Spyware is software that is installed into your system that invades your privac y,
changes your settings, and even gives outside parties control over your
computer.
o You can get rid of them by using ant-spyware programs or reforniatting the computer.
• You use your computer to download, save and delete files. As a result, your files will
be scattered throughout your systen1, resulting in the slower searching and processing
of programs.
o You can solve this by running defragmentation:
• Go to My Computer and right click on the hard drive.
• Click Properties and then a window will appear.
• Click Tools on the upper portion of the window, and then click on
Defragment now.
Keyboard Layout
• Enter or Return - Moves the cursor down one line and to the left margin.
• Enter also process con1mands such as choosing an option in a dialog (message) boxes
and submitting a form.
• DEL or Delete - Deletes the character at cursor and/or characters to the right of the
cursor and all highlighted (or selected) text.
• Backspace - Deletes the character to the left of the cursor and all highlighted text.
• Space Bar - Moves the cursor one space at a tin1e to the right.
• Shift Key - Use the shift keys to type capital letters and to type the upper character on
any keys with two characters on then1.
• Caps Lock - Locks the keyboard so it types capital letters (a light goes on when caps
lock is on).
• Tab - Moves the cursor five spaces to the right (number of spaces are usually adjustable).
o Tab moves to the next field in a form or table (Shift-Tab for previous field).
• ESC or Escape - Cancels a menu or dialog box.
• Arrow Keys - Moves the cursor around document without changing text.
• Function Keys or F keys - Access con1mands by themselves or in con1bination with
the three con1mand keys; CTRL, SHIFT, and ALT.
Figure 5: Keyboard
Source: Hemiter, 2000
Command or Special Keys

• Con1mand keys normally do nothing on their own but work in combination with
other keys.
• Each piece of software uses the con1mand keys differently though there is a move
to standardize some functions.
• T he Control key or Ctrl is often used to access con1mands.
• The Alternative key or Alt is often used to access menus.
• The Shift key is used to type capital letters.
• The con1mand keys are all used to move through documents and edit text faster
and easier.
• Many computers have special keys designed specifically for the particular computer.
• Apple computers have the Apple keys and Macs have con1mand keys.
• Many older con1puters also have special keys used for a variety of different functions.
• Some laptop keys are left out because of space lin1itations; they usually have a
special function key which allows other keys to double for the missing ones.
Ke yboard Short cuts for Windows

• Fl : Help
• CTRL+ESC: Open Start nienu
• ALT+Tab: Switch between open programs
• ALT+F4: Quit program
• Shit't+Delete : Delete item permanently
Windows Program Key Combinations

• CTRL+C:Copy
• CTRL+X: Cut
• CTRL+V: Paste
• CTRL+Z: Undo
• CTRL+B: Bold
• CTRL+U : Underline
1\-'lou se C lick/Keyboard Modifier Combinations for Shell Objects

• Shit't+r ight c lick: Displays a shortcut menu containing alternative con1mands
• Sh it't+ doubl e c lick: Runs the alternate default con1mand (the second item on the menu)
• ALT+double click: Displays properties
• Shit't+ D e lete : Deletes an item in1mediately without placing it into the Recycle Bin
General Keyboard-Only Commands

• Fl : Starts Windows Help
• Fl 0: Activates menu bar options
• Shit't+ Fl 0 : Op e ns a shortcut menu for the selected item (this is the same as right-clicking
an object
• CTRL+ESC: Opens the Start menu (use the arrow keys to select an item)
• CTRL+ESC or ESC: Selects the Start button (press Tab to select the taskbar, or press
SHIFT+Fl 0 for a context menu)
• ALT+down arrow: Opens a drop-down list box
• ALT+Tab: Switch to another running program (hold down the ALT key and then
press the Tab key to view the task-switching window)
• SHIFT: Press and hold down the Shift key while you insert a CD-ROM to bypass the
automatic-run feature
• ALT+Space bar: Displays the main window's System menu (from the System menu,
you can restore, move, resize, minin1ize, n1axin1ize, or close the window)
• ALT+- (ALT+hyphen): Displays the Multiple Document Interface(MDI) child window's
System menu (from the MDI child window's System menu, you can restore, move,
resize, n1inin1ize, n1axin1ize, or close the child window)
• CTRL+Tab: Switch to the next child window of a Multiple Document Interface
(MDI) program
• ALT+underlined letter in menu: Opens the menu
• ALT+F4: Closes the current window
• CTRL+F4: Closes the current Multiple Document Interface(MDI) window
• ALT+F6: Switch between multiple windows in the same program (for exan1pel, when
the Notepad Find dialog box is displayed, ALT+F6 switches between the Find dialog
box and the main Notepad window)
Two Types of Typing

• Touch typing
o This is a method of using the ' home keys' , in which all the fingers on both hands
are used, as well as the thumbs for the space bar while typing.
o There are many con1mercial and public domain programs that are designed to
teach this method.
• Hunt and Peck-
o Involv es using one or more finger on one or two hands to type.
o Many people get along fine with this technique but spee d can be a challenge.
Basic Typing Rules

• Place one space between each word, after a punctuation mark and at the end of
a sentence.
• Always start a sentence with a capital letter.
• Use capitals for names, addresses, provinces and countries, places, organizations,
businesses, associations, schools, colleges, universities, days of the week,
months, holida ys, nationalities, ethnic groups and languag es .
Health and Safety in Using Computers

• Take into consideration aspects like electrical safety, eyestrain, wrist strain, etc.
• Even if one uses a computer for only for a few hours per week, in1proper computer
use can affect health.
• By following a few simple ideas, we can in1prove the working conditions and our own
safety when using the computers.
The Main Areas of Concern

• Eye strain
• Back and wrist problems
• Electrical safety
Eye Strain
• Medical evidence now suggests that working with a video display unit (VDU) does
not cause eye defects.
• It can however lea d to temporary in1pairments in vision, sore eyes or discon1fort in
the neck, shoulders and arms.
• Staring at a screen for long hours is not good for your eyes.
• Factors like poor background lighting, reflections on the screen caused by bright
sunlight, flickering screens, sitting too close or too distant from the screen all contribute
to eye problems.
Reducing Discomfort
• Provided you have a modern monitor most of these problems can be
reduced dramatically, if not elin1inaet d.
• Increase monitor size:
o Modern monitors have a scree n size of 17" - 19" (diagonal)
o This ensures that you can see the screen easily.
• Many software packages allow you to zoom in on the text, magnifying the screen
image and making it easier to read.
o Special software, e.g. zoom text, allows you to magnify the screen
image exceptionally large and is intended for users who are partially
sighted.
• Monitor position:
o Monitors should be adjustable, up, down left to right, to give the best reading position.
o The monitor should be tilted slightly upwards so that you are looking down at
the screen.
• Brightness and contrast

o Adjust the brightness and contrast to n1inin1ize discomfort.
o Most software allows you to adjust the colors of the menus a nd text.
o Customize colors to your own choice to n1inin1ize discomfort and make it easier to
read.
o Background lighting and glare from sunlight provide problems in reading from
the screen.
o Invest in blinds and good background lighting to n1inimiez shadows and glare.
• In cases of laptops where the screen is smaller and ofte n more difficult to adjust, if you
are going to use a laptop for long periods where conditions allow at home or in the
office, invest in a larger monitor to attach to your laptop.
• Take regular breaks away from the con1puter.
• A break of 5 n1inuets every hour gives your eyes a chance to adjust back to normal.
Back and Wrist Problems

• One of the major problems arising when using a computer is the increase in the number
of back problems and repetitive strain injury (RSI), which damages the wrists.
• To avoid bad posture the con1puter should have the monitor at eye level.
• Use of a footrest may also help.
• Repetitive strain injury is caused by incorrect positioning of the hands when typing
or using the mouse.
• Use of the keyboard and the mouse over many years causes painful problems in
the wrists.
• Correct positioning of the hands above the keyboard rather than resting the wrists on the
table can overcome this.
• Careful positioning of the con1puter and the purchase of suitable chairs and desks
can reduce many of these problems.
Bad Posture
• Two major aspects can improve the potential risk:
o Designing a good work area for your computer
o Sitting correctly
• Buy one of the many products, trolleys or desks, where your computer fits onto shelves
so taking up less roon1.
• Ideally you want a desk with plenty of space for all of the computer equipment.
• You need space for the mouse, the keyboard and paperwork, without the need for
overly stretching to get to the equipment.
• If you are copying text from paper, invest in a document holder which can be attached to
the monitor, leaving your desk unclutt ered but more importantly, saving you from loo
king up and down at the paper and then at the monitor.
• Buy an ergonomically correct chair:
o The chair should swivel on castors, it should be adjustable, both up and down, and
give back and side support so that you are positio ned at the correct height for
typing
o This reduces back problems by correct positioning.
o You sho uld also have a footstool.
• The position of the VDU is important in preventing discon1fort.
• Regulat ions on VDUs require that all VDUs have a swive l and tilt capability.
• Most VDUs are mounted on some kind of pedestal.
Electrical Safety
• Although the computer processor works at a very small current, power into the
computer and its peripheral devices such as printers, monitors, are at normal household
voltages.
• Care should be taken when attaching power leads or changing over devices, which
are often at the back of the computer and usually in difficult situations.
• Take the same care as you would when working with any electrical appliance.
Key Points
• A computer is an electronic de vice that can follow instruction to accept input, process
that input and produce information.
• Personal computers first appeared in the late 1970s.
• Today, computers are used in business for many tasks including word processing, filing,
assembling numbers and facts associated with general office functions , such as
accounting, payroll processing and personnel reco rd keeping.
• Understanding the keyboard and the basic con1n1ands will help the user
effective ly control the con1puter.
• Attention to health and safety is in1portant for successful work with the computer.
Evaluation
• What is computer?
• What are health tips that relate to using a computer?
• Why is taking a break from the con1puter in1portant?
References
• Bott, E., & Siechert, C. (2001). J\1icro soft Windows XP Inside Out.
st
• Cook, L.R. (2001). Computer Fundamental s - Understanding How they Work. (1
ed.). Vantage Press.
• CPU. (2009). Retrieved September 12, 2009
from www.webopedia.comffE RM/C/CPU.htn1I
• Fitt el, Ed (2002). A+ Co re Hardware.
• Herniter, M.E. (2000). Personal Computer Fundamental s for Students,
Hardware Windows 2000 Application. (2nd ed.). Prentice Hall.
• Joos, I. Whitman, N., Smith, M., et al. (2006). Introduction to Computers for
Healthcare Professionals. (4th ed.). London: Barb Mews.
• Morris, M. & Charles, M. (2003). Logo! Computer Designer Fundamentals .
Prentice Hall.
• O' leary, T. & O' Jeary, L. (2006). Computing Essentials, Introductory Edition.
Boston Burr Ridge: Arizona State University
• Sagman, S. (1999). J\1icrosoft Office 2000 for Windows: Visual Quick Start Guide.
• Stalling, W. (2003). Computer Organization and Architecture (6 th ed). Prentice Hall
• The Basics of the Word Window. (2010). Retrieved March 11, 2010 from
www.gcflearnfree.org/computer/
Session I: Introduction to Basic Computers IO
Session 2: Microcomputer Hardware, Componentand their Functions
Learning Ob jectives
• Identify the four categories of the physical con1ponents of computers
• Describe hardware within each of these four categories
• Explain the in1portance of the motherboard to a con1puter system
• Explain the components of a personal computer
• Sun1marize the major differences between hard disk, floppy disk and optical disk
Categories of the Physical Components of Microcomputers and Hardware

in Each Category
System Unit
• This is a container that houses most of the electronic components that make a
computer systen1.
• Con1mon con1ponents of the system unit include:
o Microprocessor- Controls and manipulates data to produce information
o Memory- Also known as primary storage or random-access memory (RAM)
• Holds the processed data and program instructions for processing the data
• Holds the processed information before it is output
• Also referred to as temporary storage because its contents will typically be lost
if the electrical power to the computer is disrupted
o Adapter cards (e.g. sound cards, modem cards, video cards, and netwo rk cards)
o Ports
o Drive bays
o Power supply
Figure 1: Con1pone nts of the S yste m Unit
vC11u i
lllllflfflCll1
Source: Gookin, 2005
Session 2: Microcomputer Hardware, Components and their 11
Functions
Input/Output
• Input devices translate data and programs that humans can understand into the form
that the computer can process.
• T he most con1mon input devices are the keyboard, mouse and scanner.
• Output devices translate the processed information from the con1puter into a form
that humans can understand.
• The most con1mon output devices are display screen (monitor), printers, fax machine
or any other device which lets you see what the computer has accomplished.
Secondary Storage Devices

• Unlike memory, seco ndary storage devices hold data and progranis even after
electrical power to the computer has been turned off.
• The most in1portant kinds of secondary media include:
o Floppy disks, which are widely used to store and transport data from one con1puter
to another.
• They are called floppy disks because data is stored on a very thin flexible, or
floppy, plastic disk
o Hard disks, which are typically used to store program and very large data using a
rigid metallic platter, have a much greater capacity and are able to access
information much faster than floppy disks.
o Optical disks, which use laser technology and have the greatest capacity.
• The two basic types of optical disks are compact discs (CDs) and digital
versatile disks (DVDs) or video.
Communication
• These are devices which facilitate communication from one computer to the other
computer system located as near as the next office or as far away as halfway around
the world using the internet.
• The most widely used con1munication device is a modem (modulator
demodulator), which modifies telephone con1munication into a form that can be
processed by a computer.
o A modem is also known as a both input and output device.
Refer to Handout 2.1: Block Diagram of a Digital Computer System
The Motherboard
• T he motherboard is the base of the modern computer systen1.
• It is also called main board or the system board is the most in1portant component in a
PC systen1.
• If the processor is the 'brain' of the computer, then the motherboard is the central
nervous system and circulatory system.
• Having a good understanding of how the motherboardis critical in understanding
how PCs work in general.
Importance of the Motherboard

• Organization: In one way or another, everything is eventually connected to
the motherboard.
o The way that the motherboard is designed and laid out dictates how the entire
computer is going to be organized.
• Control: The motherboard contains the chipset and BIOS program, which between them
control most of the data flow within the computer.
• Con1munication: Aln1ost all con1munication bet ween the PC and its peripherals, other
PCs, and you, the user, goes through the motherboard.
• Processor Support: The motherboard dictates directly your choice of processor for use in
the s ysten1.
• Peripheral Support: The motherboard detern1ines, in large part, what types of
peripherals you can use in your PC.
o For example, the type of video card your system will use (ISA , VLB, PCI) is
dependent on what system bases your motherboard uses.
• Pe rformance: The motherboard is a major determining factor in your system's
performance, for two main reaso ns:
o Detern1ines what types of processors, memory, system buses, and hard disk interface
speed your system can have, and these components dictate directly your system's
performance.
o The quality of the motherboard circuitry and chipset then1Selves ha ve an in1pact
on performance.
• Upgradability: The capabilities of your motherboard dictate to what extent you will
be able to upgrade your machine.
Other Componentsof a Personal Computer
Processor
• This is a short form for microprocessor and also often called the CPU or
central processing unit.
• It is the brain of the computer, where most calculations take place.
• It processes (moves and calculates) data.
• It is the center of PC data processing.
• It is a chip which contains millions of transistors.
CD-ROlVI D rive
• This is a compact disk read-only memory drive.
• It is a de vice that can read information from a CD-ROM.
Hard Disk Drive

• This is the device that stores data permanently in a PC unless deleted.
• A hard disk drive is a sealed unit that holds the data in a systen1.
• When the hard disk fails, the consequences usually are very serious (all the data will be
lost).
• Capacity of a hard disk drive is usually quoted in gigabytes.
• Older hard disk drives (HDDs) quoted their smaller capacities in megabytes.
Floppy Disk Drive (FDD)

• T his magnetically reads and writes information onto floppy diskettes, which are a form of
remova ble storage media.
• The main drawback to the floppy diskette is that it only holds 1.44 MB of information,
although most PCs still have a floppy drive.
Power Supply
• The power supply is a critical con1ponent in a PC, as it supplies electrical power to
every con1ponent in the systen1.
• T he basic function of the power supply is to convert the type of electrical power
available at the wall socket to that which is usa ble by the computer circuitry.
Bus
• This is a collection of wires through which data is transn1ittedfrom one part of a
con1puter to another.
• It connects all the internal con1puter components to the CPU.
• It is a con1mon pathway across which data can travel within a computer.
• This pathway is used for con1munication, and can be established between two or more
computer elements.
• A PC has many kinds of buses, including: processor bus, address bus, 1/0 bus
and memory bus.
Random Access Memory (RAM)

• This temporarily stores data when the PC is on.
• When PC is switched off, all data on it is erased
• Random access memory (RAM) is the place in a computer where the OS,
application programs, and data in current use are kept so that they can be quickly
reached by the processor.
• RAM is considered temporary or volatile memory.
• The contents of RAM are lost when the computer power is turned off.
• The more RAM a computer has, the more capacity the con1puter has to hold
and process large programs and files.
Read - Only Memory (ROM)

• This is computer memory on which data has been prerecorded and after data is written
to a ROM chip, it cannot be removed, it only can read.
Sound Card
• This is an expansion card that handles all sound functions.
Video Card or Video Graphic Adapter (VGA)

• This is a board that plugs into a PC to give it display capabilities.
• This translates data from the CPU into a format that a monitor can display.
The Video Display Unit (VDU)

• This is one of the two principal interfaces between the user and the computer; the
other being the keyboard.
• Although you can possibly get rid of your printer, disk drives, and expansion cards,
you cannot sacrifice the monitor.
Video Cards
• T he video card or video adapter is the interface between the computer and monitor.
• T he video card tells the monitor which pixels to light up, what color the pixels should be
and the intensity of the color.
• The display capabilities of a con1puter depend on both the video adapter and the monitor.
Ports
• All peripheral devices that connect to the computer use connectors on the back of the
computer known as ports.
o A serial port can be used to connect devices that use a serial interface such
as a moden1, scanner, mouse, etc.
o A parallel port is a socket on the computer that is used to connect a printer or
other peripheral device such as a portable hard disk, tape backup, scanner, or a
CD-ROM.
o Keyboard or mouse ports are used to connect the PC to its keyboard and mouse.
Figure 2: Ports
. ..
•
fII
. '
e.e
Source: Herniter, 2000
Key Points
• The physical components of a n1icrocomputer fall into four basic categories: system unit,
input/output, secondary storage and con1munication.
• Several con1ponents are connected and configured to constitute a con1puter.
• The motherboard is the most in1portant con1ponent in a PC systen1.
Evaluation
• What are the four basic categories of microcomputer hardware?
• What is the difference between hard disk, floppy disk and optical disk?
• What is a motherboard?
• What are other names used to refer to the motherboard?
• What is the role of RAM (Random Access Memory)?
References
• Bott, E., & Siechert, C. (2001). A1icrosoft Windows XP Inside Out.
• Cook, L.R. (2001). Computer Fundamentals - Understanding How they Work. (1st ed.).
Vantage Press.
from
www.webopedia.com/TERM/C/CPU.htn1I
• Fitt el, Ed (2002). A+ Core Hardware.
• Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hard
ware Windows 2000 Application. (2nd ed.). Prentice Hall.
• Joos, I. Whitman, N., Smith, M., et al. (2006). Introduction to Computers for Healthcare
Professionals. (4th ed.). London: Barb Mews.
• Morris, M. & Charles, M. (2003). Logo! Computer Designer Fundamentals. Pre
ntice Hall.
• O ' lear y, T. & O' lear y, L. (2006). Computing Essentials, Introductory Edition.
• Sagman, S. (1999). Micro soft Office 2000 for Windows: Visual Quick Start Guide.
• Stalling, W. (2003). Computer Organi zation and Architecture.(6th ed.) Prentice Hall
• The Basics of the Word Window. (2010). Retrieved March 11, 2010
from www.gcflearnfree.org/computer/
Handout 2.1: Block Diagram of a Digital Computer System
THE CENTRAL PROCESSING UNIT (CPU)

INPUT OUTPUT
MEl\tlO RY
Source: O'Leary et al, 2006
• Central processing unit (CPU): The heart of the con1puter, this is the component
that actually executes instructions
o Often referred to as the brains of a con1puter, the CPU contains two basic
components: Control Unit and Arithmetic Logic Unit (ALU).
o Control Unit instructs the rest of the con1puter system on how to follow
program instructions.
o The ALU performs both arithmetic and logical operations. Arithmetic operations
are fundamental niath operations.
• Memory: Enables a computer to store, at least temporarily, data and programs.
• Mass storage device: Allows a computer to permanently retain large amounts of
data. Con1mon mass storage devices include disk drives and tape drives.
• Output device: A display screen, printer, or other device that lets you what the
con1puter has accomplished.
Session 3: Operating System, Hardware andSoftware
Learning Objectives
• Explain hardware and software
• Describe different types of software
• Describethe kinds of windows operating systems for basic computing
• Explain the importance of basic system documentation
Hardware and Software

• Hardware: The physical con1ponents of a con1puter system, includi ng any
peripheral equipment such as printers, modems, and mouse de vices.
• Hardware is controlled by softw are.
• Software: Programs which consist of the step-by-step instruc tions that tell the
con1puter how to do its work.
Different Types of Software

• There are two major kinds of software, system software and application softw are.
System Software
• Controls the workings of the computer generally: the user interacts prin1arily
with applicat ion software.
• System software enables the application software to interact with the con1puter hard ware.
• System software is ' background' software that helps the computer to manage its
own internal resources.
• System software is not a single progran1me; rather it is a collection of progran1me.s
Operating Systems
• Manages all the other programsin a computer and provides the operating
environment with the applications that are used to access resources on the computer.
• Examples of operating systems
o DOS
o Windows 98
o Windows 2000
o Windows XP
o Windows Vista
o Windows 7
o Other Operating systems (non-Microsoft) are Macintosh and Linux fan1ily, including
RedHat, Debian, Ubuntu, Fedora
Utilities
• Also known as service programs perform specific tasks related to managing
computer resources.
• For exan1ple, the windows utility called disk defragmenter locates and elin1inates
unnecessar y file fragments and rearranges files and unused disk space to
optin1ize computer operations.
Session 3: Operating System, Hardware and 19
Software
Devices Drivers
• Device drivers are specialized programs designed to allow particular input or
output devices to communicate with the rest of the computer systen1.
Application Software
• Programs designed to do a specific task designed mainly for use rs.
• These programs can be categorized as either basic or specialized applications.
Basic Applications
• Also known as general-purpose applications, they are widely used in nearly all
career areas.
• They are programs that one must know to be considered 'con1petent' in computing.
• One of these applications is a browser to navigate, explore and find information on
the internet.
o The two most widely used browsers are Microsoft' s Internet Explorer and Netscape' s
Navigator.
Specialized Applications
• Also known as special-purpose applications, these include thousand of other
programs that are more narrowly focused on specific occupations.
• Some of the best known are graphics audio, video, web authoring, and
artificial intellige nce programs.
Additional
• T he two below are neither system nor application software but contain elements of both.
o Network software, enables groups of computers to communicate.
o Language software, provides progranimers with the tools they need to write programs.
Types of Windows Operating Systems for Basic Computing

• Operating systems: Programs that coordinate con1puter resources, provide an
interface between users and computer, and run applications.
Three Categories of Operating Systems

• Embedded operating system - Is the one pertaining to code or a con1mand that is
built into its carrier.
o For example, application programs insert embedded printing con1mands into
a document to control printing and formatting.
• Network operating system - operating system specifically designed to suppo
rt netwo rking.
o A server- ba se d network operating system provides networking support for multiple
simultaneous users as well as adn1inistrative, security, and management functions.
o On the desktop, a network-aware operating system provides users with the ability
to access network resources.
• Stand alone operating system- Is the one used in a device that does not require
support from another device or systen1, for exan1pel, a computer that is not connecte
d to a network.
Graphical User Interface
Session 3: Operating System, Hardware and Software 20
• A Graphical User Interface (GUI) is sin1ply an additional part of the operating system
that displays windows and drop down menus, and also enables you to drive your
con1puter using a mouse.
• Operating systems have several features in con1mon with application programs
including icons, pointer, windows, menus, dialog boxes, and help.
o Icons: Graphic representations for a program or function.
o Pointer: Controller by a mouse and changes shape depending upon its
current function.
o For exan1pel, when shaped like an arrow, the pointer can be used to select items such
as an icon.
o Window: Rectangular area for displaying information and running programs.
o Menus: Pro vide a list of options or request input.
o Help: Provide online assistance for operating system functions and procedures.
File Storage
• Most of operating systems store data and programs in a system of files and folders.
• Unlike the traditional filing cabinet, con1puter files and folders are stored on a
secondary storage device such as your hard disk.
• Files are used to store data and programs.
• Related files are stored into a folder, and for organizational purpose, a folder can
contain other folders.
• For example, you might organize your electronic files in the 'My Documents' folder on
your hard disk.
____
-- --,_
...,
.,;i.,....,._,_
---
.u ,_...,,,...,._
.J ,,.,.
....,.
--:1-- ,-
•
co Folder File Desktop

n
Desktop
Source: Print screen from Mi crosoft Word 2003
Activity: Case Study
Instructions
You will work into small manageable groups to complete the case study in the worksheet below.
efer to Worksheet 3.1: Checklist for Computer Hardware
You will prepare the responses and one group will present and others will add in unmentioned responses, if an
Basic System Documentation

• When you purchase a complete system, it should include a basic set of documentation.
• What you actually get will vary widely dependingon what type of system you get
and who put it together.
• Name-brand manufacturers such as IBM, Compaq, Hewlett-Packard,Toshiba,
Packard Bell, and others will almost certainly include custom manuals they have
developed specifically for each system they sell.
• For those types of systems, which use proprietary components, you should contact
the manufacturer for their specific documentation.
• Companies who assemble or build systems out of industry standard con1ponents
may either produce their own documentation, or simply include the documentation
that is included with the con1ponents they install in their systen1S.
• Most of the larger system assemblers such as Gateway,Dell, Micron, and others will also
have their own custom-produced documentation for the main system unit, and may eve
n have custom manuals for many of the individual system components.
o This type of documentationis useful for people setting up a system for the first
time or for perforn1ing simple upgrades, but often Jacks the detailed technical
reference information needed by somebody who might be troubleshooting the
system or upgrading it beyond what the manufacturer or assembler had originally
intended.
o In that case, you are better off with any of the OEM component manuals which
are available directly from the component or peripheral manufacturers
themselves.
• Most of the smaller system assemblers will forego any custo m-produced system
documentationand sin1ply includ e the component level manuals for the con1ponents
they are including in the assembled systen1.
o For exan1pel, if an Asus motherboard and STB video card were included in a
particular systen1, then the manuals from Asus and STB which originally came
with those products would be includ ed with the assen1bled systen1.
Key Points
• Hardware is the equipment that processes the data to create information and it
includes keyboard, mouse, monitor, system unit, and other devices.
• Software is another name of a program or programs.
• Software controls hardware.
• There are two major kinds of software, system software and application software.
• Operating systems are programs that coordinate computer resources, provide an
interface between users and computer, and run applications.
• T here are three categories of operating systems: embedded operating systems,
network operating system and stand alone operating systems.
• When you purchase a complete systen1, it should include a basic set of documentation.
Evaluation
• Explain the difference between hardware and software and give some examples.
• What are two major kinds of software?
• What are three types of system software programs?
• What are the reasons the system should include basic set of documentation when you
purchase it as con1plete system?
References
• Bott, E., & Siec hert, C. (2001). Microsoft Windows XP Inside Out.
st
• Cook, L.R. (2001). Computer Fundamentals - Understanding How the y Work. (1
from www.webopedia.comffE RM/C/CPU.htn1I
• Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hard
ware Windows 2000 Application. (2nd ed.). Prentice Hall.
• Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals . Prentice
Hall.
• O' leary, T. & O' leary, L. (2006). Computing Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University
• Stalling, W. (2003). Computer Organization and Architecture. (6th ed.). Prentice Hall
www.gcflear nfree.org/co mputer/
Session 3: Operating System, Hardware and 23
Software
Worksheet 3.1: Checklist for Computer Hardware
Scenario
Imagine you are new to the health facility. You have been advised to purchase a new
computer and printer for the health facility. Now, please make a list of the type and
specifications for the machine you are looking for. What are some considerations that will
help you make this decision?
For example
• Who will use this machine and what are their current skill levels/needs?
• Is your facility located in remote area?
• Is power regularly available?
• Do you have access to internet in the area?
• What is the available budf!et for you to make this purchase?
Microprocessor
Memory
Computer Sp eed
Storage Devices
Monitor Type and Size_
Keyb oar d _ Mouse _
Cnnectivity
Operat ing Systen1
Other needs/specifications:
Session 4: Getting Started with Microsoft Word
ll......J2003
• Identify parts of the Word window
• Sa ve a document in Microsoft Word
• Use backspace/delete and undo/r epeat functions in Microsoft Word
• Cut, copy, paste and drag and drop in Microsoft Word
• Use autocorrect, find and replace in Microsoft Word
• Use spell check and gran1mar check in Microsoft Word
Basics of the Word Window

• Microsoft Word is the word processing software in the Microsoft Office Suite.
• It allows you to create a variety of professional-looking documents such as letters,
flyers, reports and more.
The Basics of the Word Window

• Shown below in Figure 1 is the Microsoft Word default window.
• When Word is launched, a new blank document, or default window, opens.
• Components of the Word window include:
o Title Bar- displays the document name followed by a program name.
o Menu Bar- contains a list of options to manage and custon1ize documents.
o Standard Toolbar- contains shortcut buttons for the most popular con1mands.
o Formatting Toolbar- contains buttons used for formatting.
o Ruler- used to set margins, indents, and tabs.
o Insertions- point to the location where the next character appears.
o End-of-document Marker- indicat es the end of the document.
o Help- provides quick access to Help topics.
o Scroll bars- used to view parts of the document.
o Status bar- displays position of the insertion point and working mode buttons.
o Task pane- provides easy access to con1monly used menus, buttons and tools.
o View buttons- changes the layout view of the document to Normal View, Web
Layout View, Reading Layout View, Print Layout View, or Outline View.
o Office Assistant- links to the Microsoft Office help feature.
Session 4: Getting Started with Microsoft Word 25
2003
Figure 1: Basic Component of Window
TiUe BarMenu Bar Standard Toolbar Fonnatling Toolbar
Scroll Bar --
Ruler trdlf',.
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Change in View
• In an effort to provide various ways in which to view your work in progress and
remain organized, Word 2003 offers six different views for your document:
o Normal view- best used for typing, editing, formatting and proofreading.
o It provides a maxin1um amount of space without rulers or page numbers
cluttering your view.
o Web Layout view- shows you what your text will look like on a web page.
o Reading Layout view- is best for documents that you do not need to edit.
• The goal of this view is to increase legibility so that the user ca n read
the document easily.
o Print Layout view- shows you what your document will look like when it is printed.
• Under Print Layout view you can see all elements of the page.
• Print Preview shows you this as well.
o Outline view- is used to create and edit outlines.
• Outline view only shows the headings in a document.
• This view is particularly handy when making notes.
o Full Screen view- displays only the document that you are working on.
o All the other pieces of the Word window are removed except for one button
that allows you to Close View Screen.
2003
Cha ng ing Your Document View
• Click View on the menu bar
• Select the view of your choice
OR
• Click one of the five buttons at the bottom left of your Word
window (' View Full Screen' is not available in this location).
Figure 2: View Button
Pull-Down lVl en us
• Each Office program features a menu bar.
• The menu bar is made up of many different menus.
• Each menu co ntains con1mands that enable you to work within the progran1.
o 1f you have used a pre vious vers ion of Microsoft Word or a new one, you may
notice the menu bar in operates a little differe ntly than before.
o Word 2003 uses pull-down menus that initially display con1mands that users most
often need.
Operating Pull-Down lVl en u s

• To o pe n a menu
o Click on a menu name on the menu bar.
o View the con1mands listed under the pull-down menu.
o With the menu ope n, drag the mouse pointer to a con1mand and click on it to select
the command (as you drag your mouse pointer over the commands, each con1mand
is highlighted in blue).
• Using the Task Pane
o When opened, the task pane will appear on the right side of the word window.
o The task pane pro vides easy access to con1monly used menus, butto ns and tools.
o By default, the Task Pane will appear when Word 2003 is first launched.
o If you do not see your task pane, you can view it by either selecting certain
con1mands or by manually opening it.
• To open the 'Task Pane'
o Click on View tab in the menu bar
o Se lect Task Pane
Figure 3: Se lect ing the Task Pane from the View menu
F2rmat ew .I In ser t Too
c=J {:i Of"m a l
Web La y ou t
bl f.rint La yout
TaslsPane Ctrl+F l
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-
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iD Thumb.anils
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z.oom. . .
• Along the top bar of the task pane you should see small backwards and forwards buttons on the left as
well as a down arrow on the right.
• To view different task panes available to you, click on the down arrow.
• Once you have opened different task panes, you can navigate through them by clicking on
the left and right arrow button on the left.
• To close your task pane, click the x symbol on the far right of the bar.
ty: Exercise 1
ctions
ill work to complete Exercise 1 either in the class or as a take home assignment. You will be guided by your tutor to complete the ex
to Handout 4.1: Personal Letter
Save, Delete, Backspace, Undo and Redo

• When saving a file for the first tin1e:
o Click File on the Menu Bar
o Select Save (Ctrl+S)
Figure 4: Choosi ng the Save Con1mand fron1 the File Menu
EJle I dit !,!iew !nsert FQrmat Iools T2ble w

New ...
Qpen.. . Ctrl+O
IQ 2ave Ctrl+S
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IA Print Preyiew
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g H:\W d2003challenges
;l H:\ First instructions
i G:\SH ARED\TRANIING\Cou rses\ ... \Word 2003
o Choose the Save button on the Standard Toolbar.

o After selecting Save from the Menu Bar or the Standard Toolbar, the 'Save As' dialog
box appears.
Session 4: Getting Started with Microsoft Word 2003 28
Figur e 5: Sav e As Dialog Box
'
Save in: Save As -------- L1](g)
b_o_x_ _.Save[n:IICl Desl<J:op
1
Business Report ChristmasLetter

Doc3
My Recent Homework2
Documents
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My Documents
M y Computer
File name:
_b_o x_-1-r-u.
r.:::=r -t-File--' Q,",'-ma e: lD:=o=c= = = = = = = = = = = = = = = v ::I::: j1 ave
Save as ype: I wordDocument v I I Cancel
To Specify a File Location

• Open the Save In drop-down list box.
• Choose (C : ) if saving to your hard disk.
• Name your file in the file name box.
• Click Save.
• If you do not choose a file name, Microsoft Word will assign a file name for you.
o It assigns the first line of text in you document
o If you do not specify a file location, Office uses the ' My Documents' folder
as the default location.
o So, if you can't find a file, check 'My Documents'.
Atler Naming and Saving a File Once

• Click the Save button on the Standard toolbar OR
• Go to the 'File' menu and choose Save.
• You will not get a 'Save As' dialog box again.
Saving a File Under a New Name

• If you wish to create an exact copy of an original document for editing or
revising purposes, you should perform a Save As on the file and save it under a
new name.
• T his will guarantee that you always have a saved, original copy.
• Follow these steps to perform a Save As
o Click File from the menu bar
o Select Save As.
o The Save As dialog box appears.
o Type a new name for your file in the 'File name' box.
o Click Save
• Choose Save As to rename a document. Be careful not to overwrite your original file.
Ba ckspac e and Delete
• Use the backspace and delete keys (on your keyboard) to erase text in your document.
• The 'Backspace' key erases the text to the left of the insertion point one character at a
tin1e.
• The 'Delete' key (located under the insert key) erases the text to the right of the
insertion point.
Using Undo (Ctrl + Z)

• The Undo con1mand le ts you 'undo' or delete the last change made to your document.
• If you make a change or mistake that you do not want or did not mean to do, you
can sin1ply 'undo' your action.
• This is a very useful fea ture.
• Word remembers up to 300 actions in a document and allows you to undo any or all
of them as long as you haven't closed the document first.
o Click Edit on the menu bar.
o Select Undo - this con1mand will change names depending on the action you
just took. If you accidentally deleted a sentence, it says Undo Clear.
o Press Ctrl + Z on your keyboard for a shortcut to Undo OR
o Undo all your recent actions by repeatedly clicking the Undo button located on
the 'Standard' toolbar.
Figure 6: Undo Button
•• Undo Typing
• Notice the small list arrow next to the 'Undo' button.

• When you click on it, you see a list of all the separate actions you have performed on
the document you are working on.
• You can select as many actions as you want to undo.
• Remember: If you undo an action in the n1iddel of the list, you will also undo all
the actions above the one you select.
o For example, if you undo the 15th action in your list, you will also be undoing the
14 actions that came before the one you select.
Insertble
Typing
Typing "Show"
Clear Clea r
V
Undo I Action
Using Repeat (Ctrl + Y)

• The Repeat feature allows you to re peat the last action and can help to save a lot of
time as you create your document.
2003
o Click Edit on the menu bar.
o Select Repeat - this comn1and will change names dependingon the action you
just took.
o If you need to format a title on one page and wish to format another title the same
way using Repeat, it will say Repeat Style.
o Press Ctr!+ Y on your keyboard for a shortcut to repeat.
Activity: Exercise 2
Instructions
You will work to complete Exercise 2 either in the class or as a take home assignment.
You will be guided by your tutor to complete the exercise.
Refer to Handout 4.1: Personal Letter
Cut, Copy, Paste, Drag and Drop

• Often in word processing, you will need to transfer information from one docun1ent
to another.
• Instead of having to re-type or replace this information, Word allows you to move a
block of text (a word, sentence, paragraph, page, document, or graphic).
• Cut, Copy and Paste are extremely tin1e-saving features.
• The Cut, Copy and Paste buttons are located on the 'Standard' toolbar.
Figure 8: Cut, Copy and Paste on the Standard Toolbar
Cut and Paste

• The Cut feature allows you to remove selected text from the document and
temporarily place it on the 'Office Clipboard' .
• The clipboard is a temporary storage file in your computer's memory and items placed
on the clipboard will remain there until you exit Word.
• The Paste feature allows you to get text from the Clipboard and place it in the same
or even another document.
Copy and Paste

• The Copy feature allows you to copy selected text from the document and
temporarily place it on the Clipboard.
• The 'Clipboard' is a temporary storage file in your computer's memory.
• T he Clipboard can hold up to twenty-four items. Once you copy the 25th iten1, the
first copied item is deleted.
• The Paste feature allows you to select any of the collected items on the Clipboard
and place it in the same or even another document.
• You can copy information from many different sources including websites, e-mails,
and other Office applications like Excel and PowerPoint.
Working with Blocks of Text

• To Cut and Paste a block of text:
o Select the text you want to move.
o Click the Cut button on the Standard Toolbar.
o Place the insertion point where you want the text inserted.
0 Click the Paste button.
• To Copy and Paste a block of text:
o Select the text you want to move.
o Click the Copy button on the Standard Toolbar.
o Place the insertion point where you want the text inserted.
o Click the Paste button.
• Once the item has been pasted, you can detern1ine the formatting by clicking on the
Paste Options button that appears just below your pasted selection.
• Check or de-select any of the following options:
o 'Keep Source Formatting' - maintains the text formatting of the original document.
o 'Match Destination Formatting ' - formats the pasted text to match the text
formatting in the document in which it was pasted.
o 'Keep Text Only' - removes any graphics that you may have copied along with the
copied text.
o 'Apply Style or Formatting - allow you to choose a specific format from the 'Styles
and Formatting' menu.
• Viewing the Clipboard items
o Click Edit on the Menu Bar.
o Select Office Clipboard.
o The clipboard will appear on the right side of the Word window in the Task Pane.
o The clipboard will display any of the 24 items you have copied.
Commands
• Menu Con1mands
o Edit -+ Cut
o Edit -+ Copy
o Edit -+ Paste
• Keyboard Shortcuts
o Ctrl+C = copy
o Ctr!+X = cut
o Ctr!+V = paste
o Become con1fortable using the keyboard shortcuts to increase your speed in
word processing.
o If you cut, copy, or paste something you didn't mean to, use the Undo button or
choose not to save changes to your document when you close your document.
Drag and Drop

• The drag and drop method of moving text allows you to move selected text using
your mouse.
• This method is convenient for moving text when:
o Moving text fron1one location to another within a document.
o Moving text to another document.
• To drag and drop selected text
o Drag the text you wish to move.
o Place the mouse pointer anywhere on the selected text without clicking.
o Click and hold the left mouse button until the insertion point changes into a
white arrow pointing up to the left.
o Left click and drag the selected text to the new location.
o The mouse pointer changes to a box with a small white arrow over it, indicating
you are dragging text.
o When you reach the new location, release the mouse butto n to drop the text into place.
o Once you release the mouse button, a menu list will appear that offers you the
following options:
• l\'1ove H ere
• Copy Here
• Link Here
• Create Hyperlink Here
• Cancel
o Be sure to remove the selection highlight before pressing any key, so that you do
not delete your newly moved text.
o 1f you do accidentally delete, sin1ply press the Undo button.
xercise 3 either in the class or as a take home assignment using the personal Jetter you used in the previous exercises. You will b
ment
ures to move the first sentence of the Jetter ('My daughter just got....') to the end of the final paragraph you wrote (3rd paragra
paragraph you wrote (3rd paragraph).
features to move the 3rd paragraph so it is the second paragraph of the letter.
nt.
Auto Correct, Find and Replace

• Word's 'AutoCorrect' feature can assist you in word processing tasks.
• AutoCorrect can help you locate n1sispelled words and correct them as you type.
• AutoCorrect can also be custon1ized so that con1monly used words will be automatically
entered without having to type the entire word.
Examples
• When typing the n1isspelled word 'standd' Word will automatically convert this typo
to the correct spelling, 'stand' .
• Instead of having to write a Jong proper noun like, GCFLearnFree.org, you can
custon1ize AutoCorrect to automatically complete the rest of the proper noun once you
type the letters GCF.
• Modifying AutoCorrect
o Click Tools
o Select AutoCorrect Options from the menu bar.
o The AutoCorrect Options dialog box appears.
o Check or de-select any of the following options:
•Show AutoCorrect Options buttons
•Correct two initial capitals
•Capitalize the first letter of the sentence
•Capitalize the first letter of table cells
•Capitalize names of days
•Correct accidental usage of Caps Lock key
•Replace text as you type
• Use the 'Replace' box to type a word you frequently n1isspell or type a shorthand word
to represent a longer word or phrase, such as GCFLearnFree.org.
o Use the 'With' box to type the correct word.
o Click Add.
Fi ure 9: AutoCorrect
------------
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A utoCorrect AutoFormat
i
AutoFormat
As You Type
11 Smart Taos
Sb.ow AutoCorrect Op tio0n s b u t to ns
'rec t Two I N lt tal C Aplt als Capitalize first letter of i_entences C a p i t a li z e f ir st le t t e r of table !;_ells Capitalize
Exceptions...
aames of days
ect accidental usage of cAPS b_OCK key
p l a c·e t e x t as you type
0
@
B,eplace:With:Plain textFormatted text
----== ]
Automatically use suggest ions from the spelling checker
Arld p,,.fetf"
-- - --I !
O K Cancel
• If you type a n1isspelled word into AutoCorrect's ' With' box, AutoCorrect
always n1isspells that word.
• If AutoCorrect changes a word that you don't want it to change:
o You can hover the pointer over the area where the AutoCorrection was made and
a 'Smart Tag' will appear that allows you to reset the original word.
o Click on the Smart Tag and a drop-down list with options to reverse the action
is displayed.
Figure 10· AutoCorrect Smart Tag

Bob
Bob
=
·I
AutoCorrect llt) !Jndo Automatic Capitalization
Smart Tag
atop Auto-capitalizing First Lett er of Sentences
"9' ontrol AutoCorr ect Option s. ..

Find and Replace
• Word 2003 allows you to search for specific words in your document as well as fonts,
special characters and formats.
• The 'Find and Replace' function can really help save you time and effort in your word
processing goals.
o For exan1pel , consider a docun1ent you are editing that displays Word XP needs to
be updated to Word 2003.
o Currently the document has the text, Word XP, typed again and again throughout the
document.
o Using Find and Replace to replace Word XP with Word 2003 will save you much
tin1e and effo rt in your editing process.
Using Find (CTRL + F)

• Click Edit on the menu bar
• Select Find. The 'Find and Replace' dialog box appears.
• Type a word, phrase or format in the 'Find What' box.
• Click Find Next to start the search.
• Word will jump to the first instance of this word and will highlight the word for easy
location.
• Continue clicking the Find Next button to find all other instances of this word.
OR
• Check the 'Highlight all items found in' box to find all instances of the word at the
same tin1e.
• Use the list box below to select all, or portions of your document.
Figure 11: Find and Replace
find and Replace m

Fini;!Rei;liace§.o To
Find what : V
0 Hig igall it ems foundin:

r
ore •Frnd r-ie t Cancel
Using Replace (CTRL + H)

• Click Edit on the menu bar.
• Select Replace. The ' Find and Replace' dialog box appears.
• Type the word, phrase or format in the ' Find What' box that you are searching for.
• Type the word, phrase or format in the 'Replace With' box that will replace what is in
the 'Find What' box.
• Click Find Next to conduct your search.
• When Word finds a word of phrase, do one of the following:
o Ignore it.
o Click Replace.
o Click Replace All to replace every occurrence of the selected text with the
replacement text.
CMT 04106 Basic Computer Applications NTA Level 4 Semester Student Manual
I Session 4: Getting Started with Microsoft Word 2003 35
• Click Find Next to bypass it and find the next.
• Click Cancel to quit.
Using the Thesaurus (Shift + F7)

• Click Tools on the menu bar.
• Select Language and then follow the cascading menu to Thesaurus.
OR
• Use the quick key co mbination Shift+ F7
Instructions
You will work to complete Exercise 4 either in the class or as a take home assignment
using your personal letters you used in the previous exerc ise. You will be asked to do the
following:
• Open the personal letter document.
• Use the Find and Replace feature to change the name of the person you are writing
from "Tom" to any name you choose.
• Go to Tools >> AutoCorrect Options. Look at the functions that AutoCorrect can do
for you.
• Save and close the document.
Spell and Grammar Check

• Word automatically reviews your gran1mar and spelling as you type.
• Green wavy lines are placed underneath possible gran1mar n1isat kes.
• Red wavy line under possible spelling n1isat kes.
• If you click on the suspected n1isat ke, Word gives you one or more suggested corrections.
• All of Word's gran1mar a nd spelling errors may not be correct.
o You can choose to ignore these error markings and keep typing.
o Or you can correct the mistakes and/or add the corrections to Word's dictionary.
Use Spell Check as You Type

• Place your cursor over the n1isspelled word and right-click.
• A menu list displays the following options: boldfaced suggested spellings.
Options include:
o Ignore All
o Add to Dictionary
o AutoCorrect
o Language
o Sp elling
o Loo k Up
• Select the boldfaced suggestion to replace the incorrec tly spelled word in the document.
• Select Ignore, and Word ignores all future instances of this spelling in this document.
• Select Add to Dictionary, and Word adds the underlined word to the dictionary so
it won't be flagged as an error in any other document you create.
• Select AutoCorrect to add the correct spelling to your list of words that
Word automatically corrects as you type.
2003
• Select Language to specify a word as part of another language, preventing Word
from seeing this word as a mistake.
• If you select Spelling, the spelling and gran1mar dialog box appears.
• If you select Look Up, a window opens in the Task Pane and you are given
general search parameters.
• T his feature is helpful when dealing with words, such as proper nouns, that are not
found in the dictionary.
Figure 12: Ch ec king Spelling as you T ype
Example
The seminar will be scheduled for the Thursday at 8:00 am. Please briing your
registration form as well as payment.
I neKt
net I
!gnore All
e,dd to Dicti00ary Ayt0Correct l,.anll'JaQe
SJ,ellin g ...
l oo Up...
•
•
Cut
opy
1 easte
Work on Suspected Grammatical Mistakes
• Place your cursor over the gran1matical mistake and right-click.
• A menu list displays the following boldfaced options for gran1mar suggestion,
Ignore, Grammar, About this Sentence.
• Select Ignore and Word ignores the gran1matical n1isat ke it believes to exist.
• Select Grammar, and the Gran1mar dialog box appears.
• Select About this Sentence and the Office Assistant will offer you reasons as to why
Word belie ves this to be a gran1matical error.
To Turn off the Red or Green Wavy Line

• Choose Tools Options from the menu bar.
• The 'Options' dialog box appears.
• Click the Spelling and Grammar tab.
• Un-check the 'Check Spelling as You Type' or 'Check Gran1mar as You Type' so
the check box so that it is empty.
• Click OK.
o Don't forget to use S pell and Gran1mar Chec k.
Use the Spelling and Grammar Feature

• Choose the Spell Check icon from the Standard Tool Bar
F igure 13:
tb! I w, ...
• Your docun1ent will be to be reviewed for spelling and grammar mistakes.
• As each suspected n1isatke is identified you will see a suggested change in the
suggestion box.
• Choose one of the following options, depending on what you think of
Word's suggestions:
o Click Ignore Once to ignore this one instance of the error in your document.
o Click Ignore Rule to ignore this gran1matical erro r and all other gran1matical
erro rs of this tYPe in the document.
o Click Next Sentence to take you to the next gran1matical erro r listed in
your document.
o Click Change to replace the error with what is in the suggestion box.
o Click Explain to open the Office Assistant, which will offer you reaso ns for
this error.
o Type in your own change directly into the document, then click Resume to continue
the spelling and gran1mar check.
e exercise 5 either in the class or as a take home assignment using your personal letter you used in the previous exercise. You wil
ument.
ar feature to check the document.
.
Key Points
• Word 2003 offers six different views for your document.
• Sa ve periodicallywhen you are working in an application; losing information can
happen easily if you don' t.
• Instead of having to re-tYPe or rep lac e information, Word allows you to move a block of
text by using cut, copy and paste features.
• AutoCorrect can help you locate n1isspelled words and correct them as you type.
• Spelling and gran1mar of your text can be checked automatically.
Evaluation
• List parts of the Word window.
• What is the difference between 'Sa ve' and 'Sa ve As' co n1mand?
• When might the Backspace/Deletekeys and Undo/Repeat functions be useful?
• What is the use of Cut, Copy, Paste, Drag and Drop functions?
• Explain the options for checking spelling and gran1mar.
2003
References
• Bott , E., & Siec hert, C. (2001). Microsoft Windows XP Inside Out.
st
• Cook, L.R. (2001). Computer Fundamentals - Understanding How they Work. (l ed.).
Vantage Press.
from www.webopedia.comffERM/C/CPU.html
• Fittel, Ed (2002). A+ Co re Hardware.
• Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hard ware
Windows 2000 Application. (2nd ed.). Prentice Hall.
• Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice
Hall.
• O' leary, T. & O' lear y, L. (2006). Computing Essentials, Introductory Edition.
• The Basics of the Word Window. (2010). Retrieved March 11, 2010
from www.gcflearnfree.org/computer/
Handout 4.1: Personal Letter
Dear Ton1,
My daughter just got a new digital camera and I will learn how to send you pictures soon! I
just recently enrolled in an online class with GCF Global Learning® and today I am working
on my first Microsoft Word assignment. They offer many online classes such as Word,
Excel, PowerPoint, Access, Basic Math, Career Develo pm ent, and many more. When I
finish taking this class Tom I plan on taking some of the other classes that are offered.
I am very excted about the class and there are many positive things about being a distance
lea rner. I can use the website at anytin1e and from any computer, we have an online
instructor to help us, and the classes are free! Also, since my employer is now requiring that
everyo ne in our office earn 5 Continuing Education Units every two years, this will help me
stay up-to date with my training.
Tom, I hope the rest of your family is doing well and that the kid are ready for sun1mer.
Once you get your email account set-up, we'll be able to write to each other all the time.
Session 4: Getting Started with Microsoft Word 2003 40
I DI Session 5: MS Word 2003 Basics
Learning Objectives
• Align text in a Microsoft Word document
• Set line a nd paragraph spacing in a Microsoft Word document
• Create margins in a Microsoft Word document
• Indent text in a Microsoft Word document
• Align text by using the ruler in a Microsoft Word document
• Format text in a Microsoft Word document
• Create bulleted and numbered lists in a Microsoft Word document
Aligning Text in a Word Document

• Aligning text is an in1portant part of formatting documents to meet certain sta ndards.
• Most docun1ents have text that is left aligned.
• Using the alignment buttons:
o Select the text you want to align
o Click the Align Left, Center, Align Right, or Justify button on the
Formatting toolbar
Figure: l Alignment Buttons

""' •
/
Left A lign
' Justify
Center RightAlign
Figure 2: Different Uses of Alignment in Text

L ef t-al ign ed
Left - al ign t e xt : Left - align is the default in Wor d.All selec t ed items ( t ext, nu mbers and inline objec t s) are ali
This text is left- aligned. Not ice how each line is a different lengt h.In most cases your document s will be l eft - al
CMT 04106 Basic Computer NTA Level 4 Semester I Student Manual

Applications Session 5: MS Word 2003 41
Basics
Centered
Cent er t e xt : All se lec ted it ems ( text, numbers and inline objects) are aligned in the ce
This text is centered. Each line of t ext is ce nt e re d between the mar gins.Cen t er ed text is very useful for al ign
Right-aIigned
Ri g ht - a li gn text: All selec ted items ( t ext, nu mbers and inline objects) are aligned to the right hand
margin with a ragged left edge.This text is rightaligned. Notice how each line is a diff eren t length .
Right - align ed text can be useful in some situations, such as columns or numbers, but it c an also be very
dist rac t ing t o use for t ext .
Justified
Justi fy t e xt : All selec t ed it ems ( t ext, numbers
and inline obj ec ts) are aligned to both the lef t and
right margins. Justi fying text gives t he selected it
ems a straight edge margin on both the right and left
sides.
This text is just ifi e d. Alt hou gh ju st i fie d text

looks neat and tidy, the extra spaces between word s
can get dist rac ting in long pa rag raphs. Books, ho
wev er, always used j ustified margins.
se 1 either in the class or as a take home assignment using your personal letter edited in session 4 originally Handout 4.1: Pers
sert an address first if there is not one already there)
Set Line and Paragraph Spacing in a Word Document
Line Spacing
• Document text can be formatted to show a number of line spacing options.
• The most con1mon spacing options are single-spaced and double-spaced.
• Line spacing is measured in lines or points.
o When you reduce the points you automatically bring the lines of text closer
together, sometimes making it difficult to read.
o Increasing the points will space the lines out, allowing for in1proved readability.

Basics
o For exan1pel, the 10 point font usually uses 12 point spacing. This is the default and
in general, should be used.
Format Line Spacing

• Select the text you want to format.
• Choose Reveal Formatting on the 'Task Pane' and click on any of the blue links
under the paragraph heading.
OR
• Click Format on the menu bar.
• Select Paragraph. The paragraph dialog box appears.
• Click on the Indents and Spacing tab.
• In the 'Line spacing ' drop down menu, you may select single, 1.5, or double spacing.
The default is s ingle s pacing.
• Click OK.
OR
• Click on the Line Spacing button on the 'Formatting Menu' .
• Select an option from the drop-down menu.
Figure 3: Line Spacing in Text

Sin gle- spaced Text
This is text that has been single-spaced. Most documents are either single-spaced or double-spaced. Single-spaced text is us
Double-spaced Text
This is text that has been double-spaced. Ylost documents are either single-spaced or double-spaced. Double-spaced text
ex tra space allows more room for com.me nts.
Paragraph Dialog Box

• You can use the At Least, Exactly and Multiple options in the 'Paragraph' dialog box
to custon1ize your line spac ing.
• If you select one of these options you will need to use the 'At' box to further define
your selection.
• ParagraphSpacing
o Just as you can add spacing betwee n lines in your document, you ca n also
choose spacing o ptions between each paragraph.
o Typically, extra spaces are added between paragraphs, headings, add en1phaiss and
make a document easier to read.
o Choose extra space
• Before each paragraph

Basics
• After each paragraph
• Or, before and after each paragraph
Figure 4: Paragraph Dialog Box
Paragraph rn
[ndents and SpacingLine and eage Br eaks
General
Afi11n. m e n t :
I Left vi Q.utlin e level : l s ody text v!
I n de n ta ti o n l,eft:
B_ight:
lo" lo" 1 ;w ecial: B i1::
1 I (none) v] I 1
Spacing
!!_ef ore :
A f t r: lo p t 1
lo p t : 1
Don't add space between paragrapns of the same style
:1
Preview
.,,,,....1 ........ .,,,- , ......i......I'"

1 .......-"... ,.,,1.....,...f.,,,.......,..1",. !..,aa-,.c, y.,.,,
S....• 1111' Ted S....i le T I Le,_• » Tr,1S....• Jal S...• lrd '--• l<'.d t...l• 1.-..,1
Wl• )QI'-• 1-.1""'-• TQI ....., TQI..... TQ.I.... To.I ••Tc,u
Tabs... OK Cl!lnce l
S pe cify Paragraph Spacing

• Choose Reveal Formatting on the Task Pane and click on any of the blue links under
the Paragraph heading.
OR
• Click Format on the menu bar.
• Select Paragraph, the Paragraph dialog box appears.
• Click the Indents and Spacing tab.
o Alignment: Choose left, right, center, or justified.
o Indentation: Adjust the left and right margins by clicking the up and down arrows.
• Use the special drop-down menu to select the first line as having the indent or
to create a hanging indent.
o Spacing: To en1phasiez a block of text, click the up and down arrows.
o Preview: Gives an idea how your text will look.
Figure 5: Document Spacing
Title
2X (Double-Space) -
The Body of the document typically ,vill be single-spaced. Single-spaced text is
easy to read and is lessstraining on the eyes.To separate out different ideas,
, ts or information, you shouldaddbet\veen paragraphs._
2X (Double-Space)
}.1ake s ure that youselect the space between paragraphs to specify the paragraph
g. You should add extra space before each paragraph, after each paragraph, or before and after each paragra
2X (Double-Space)
-
Closing
Instructions
You will work to complete Exercise 2 either in the class or as a take home assignment using
your personal letter you used in the previous exercise. You will be asked to do the following:
• Select the text in paragraph l and change the line spacing from 1.5 lines to single space.
• Use the line spacing and paragraph spacing features to practice how the features
can change your document.
• Use the Undo feature (fron1Edit on the main menu or the Undo arrow on the toolbar)
to undo any of the changes you may have made while exploring these features.
Using Page Setup to Specify Margins

• In order to change the margins (space along the top, left, right and botton1) in
your document, you will need to access the 'Page Setup' dialog box.
Figure 6: Margin Set

., I
TOI) M.1r91n set to 1.2s·
Left Marvin Right Marg,

n
set to 1· et to
one 1.25"
• Click File on the menu bar.

• Select Page Setup.
• Select Margins tab in the page setup dialog box.
OR
• Choose Reveal Formatting on the 'Task Pane' and click on the blue link, l\tlargin , under
the section heading.
• You can change the margin in precise steps by clicking on the up or down arrows next
to the margin that you wish to change or you may type a nun1ber in the text box next to
the margin you wish to change.
• Click OK.
Figure 7: Pa ge Setup
Page Setup 12:)[8]
( Margin.sJ I Paper .I Layout I
Margins I op:
b.eft:
§.utter: I1" 1 §.ottom: ! 1"
1
11. 25"
1 Bight: I 1. 25 "
lo" :J G!dtter position: ! Left
1
Or i en t ation vi
[m
e.ortrait
I [AJ I
Land cape
Pages
t:'.[ultiple pa,;ies: INorma l vJ!
Preview
Appll!_t o :
I W hole document vi -
-
-
Q.ef au lt .. . .o_K_ ,! I Cancel
More Options on the Page Setup Dialog Box
• T he Page Setu p dialog box gives you several other options for controlling the look
of your document.
• Not only can you control how your document looks on screen, but you can also
manage how your document will be printed.
• The ' Margins' , ' Paper' and ' Layout ' tabs all contain valuable tools.
• Margins Tab
o Click the Default button in the lower left corner of the 'Page Setup' dialog box to set
(or reset) Word's default margins.
o You can choose to apply these new margins to the 'whole document' or 'from this
point forward ' by using the drop-down menu, Apply to:
o Change the 'Page Orientation' by clicking on either the Portrait box (8.5 x 11) or the
Landscape box (11 x 8.5).
• Paper Tab
o The default paper size is 8.5 x 11, but you can change the paper size entirely.
o You can even customize the paper size to include note cards, envelopes, photo
paper, index cards, and much more.
• Layout Tab
o The 'Layout' tab includes options to custon1ize page numbering, borders,
and headers/footers.
o A nice feature on the Layout Tab is creating a 'Title Page' for your document.
• Create a Title Page for your document
o Enter the text you want on your title page.
o Click File on the Standard toolbar.
o Select Page Setup from the menu bar.
o Click the Layout tab.
• Under 'Vertical Alignment ' , you will find the following options:
o Top: Default. Text lines up with top margin.
o Center: Text on page is centered between the top and bottom margins.
o Justified: Text is spread out so each line is same distance apart.
o Bottom: Text lines up with the bottom page.
Instructions
You will work on Exercise 3 either in the class or as a take home assignment using the
personal letter you used in the previous Exercise 2 above. You will be asked to do the
following:
• Open the letter document.

• Set the margins so the top margin is 2 inches and all other margins are 1 inch.
• Verify that the 'Page Orientation' is set to Portrait.
• Change the 'Paper Size' of the document to be 8.5" x 11"
• Save your changes and close the document.
Indent Text
• An indent is the space between your margin and you r text.
• Don't confuse the margin and the indent.
• The indent feature is often used to set a first-line indent for paragraphs.
• To Indent one or more lines of text
o You can use the 'Paragraph' dialog box or select the blue Indentation link
under 'Paragraph' on the 'Task Pane' .
o This method allows for a great amount of precision for setting left and right indents.
o Indenting is measured in inches.
o You can change the indent in tenths of inches.
o In the indentation sectio n, you can click the increment arrows to enter the amount
of indentation.
Figure 8: I ndentation
Indentation Left:
Right:
lo"
lo"
• Instead, you can also use the increase/decrease Indent buttons on the Formatting toolbar.
• Clicking the Increase/Decrease Indent buttons is the most convenient way of setting
a left or right indent.
• Each time you click the Increase or Decrease Indent button, your text is moved
by the default .5 inches.
Figure 9· Indent Buttons

,
."' ...l l ll'. " " '
.
'''
f I I l I • • t • IIl II - . II 3 f II I • I I .. I I I I I I I s I II
T
I III 6 I ,._ - · .i:.
I·
ncbes. The left rnargtn isset at one inch.

ndent will alwa>" be setto the left or nghl of the nargmUnlike a banging indent.a first line indent only show, thefirst line
• Remember, there is a difference between indents and tabs.

o If you set a tab, only one line of text is indented.
o If you click one of the indent buttons or set an indent in the paragraph dialog box,
all of the text you type afterwards will be indented.
Hanging Indents
• When all the lines in a paragraph are indented except the first line, a hanging indent
is created.
• Hanging indents are not standard in documents such as busin ess letters, but you may see
examples of the hanging indent on web pages, newsletters, and often on bibliographic
entries.
Figure 10: Hanging Indent

not standard in documents such as business letters, but you may see examples of the hanging indent on web pages, newsletters, Po
• To Create a hanging indent

o Choos e Reveal Formatting on the Task Pane.
o Click the blue link, Indentation, under the 'Paragraph heading'.
OR
o Click Format on the menu bar.
o Select Paragraph.
o In the Indentation section, you will see a Special drop down menu with
some options.
o Select the Hanging Indent option in the 'Special' drop down menu.
o You may specify the amount of indentation in the 'By' box by clicking on the
increment arrows.
o These increments are measured in inches.
Instructions
personal letter you used in Exercise 3 above. You will be asked to do the following:
• Place the insertion point at the end of the first paragraph.

• Select Enter twice.
• Write a paragraph stating the skills you have that qualify you for the job.
• Select Format from the menu.
• Se lect Paragra ph.
• Select the Hanging Indent option in the Special drop down box, which is located in the
Indention section of the dialog box.
• In the By drop down menu, click the increment arrow until it read .8".
• Click OK.
• Watch the ruler at the top of the document and you will see the .8" hanging indent.
• Open Edit on the main menu and select Undo to cancel the change you made.
The Ruler
• You can adjust the width of margins, tabs, and indents in your document using Word's
ruler.
• The r uler is helpful when you need to create several colun1ns, show colun1n place ment, or
the distance between colun1ns.
• To hide or display the ruler
o Click View on the menu bar.
o Select Ruler.
o The Ruler will appear at the top of the document.
Figure 11: Ruler
I • 1• ' ' I ' ' ' Q8• •' I'••1

1
' ' • I ' ' ' 2 • ' ' I • • ' 3 ' • • I ' ' • 4 ' ' ' I • ' ' 5 ' • ' I ' ' • C, ' ' ' I ' ' ' ] '
I I I 2 1 I I I I t
.
• If you switch to 'Print Layout View' (choose View .... Print Layout View), a vertical
ruler displays along the left hand side of the screen.
• To hide this vertical ruler, switch to a differe nt layout view.
Setting Tabs, Indents and Margins Using the Ruler

• Tabs
o Click on the small gray box to the left of the ruler to move through the five different
Tab Settings.
o Left tab : Mo ves text toward the right edge of the page as you type.
o Center tab G!J: Centers text around the tab.
o Right tab Gl Moves text toward the left edge of the page as you type.

Basics
o Decimal tab I.1:I: Aligns decimal nun1bers using the decin1alpoint.
Figure 12: Decimal Tab

789.234
43.789
1.7890
o Bar tab[Q: Draws a vertical line on the document.

o Indent : Inserts the indent marking anywhere along the rule r
o Hanging Indent : Inserts a hanging indent anywhere along the ruler.
• To Place a Tab or Indent on the Ruler
o Click the cursor anywhere in the block of text you want to format.
o Click the 'Tab selection' button (upper left of the rule r).
o Click the rule r where you want your tab or indent to be set.
o If you set up a new tab, press the Tab key to move your text to the new tab.
o If you set up a new indent, place the cursor at the new indent location.
Adjusting Tabs and Margins on the Ruler

• To move an existing tab or indent on the ruler
o Poi nt the mouse on the tab or indent that you want to move .
o Click and hold the left mouse button until a dotted line appears below the tab.
o Drag the n1ouse to move the tab or indent to a new location.
o Release the left n1ouse button.
• To remove a tab from the rule r
o Poi nt the mouse on the tab you want to remove.
o Click and hold the left mouse button until a dotted line appears below the tab.
o Drag the n1ouse off the rule r.
• To adjust a margin using the rule r
o Po int the mouse on the margin that you want to move.
o Click and hold the left mouse button once a double arrow appears over the
margin until a dotted line appears below.
o Drag the n1ouse to increase or decrease the margin.
Formatting Toolbar
• Contains buttons that allows you to change the appearance of your text.
• Contains buttons for font size, font style, colors and other options.
• To view the formatting toolbar
o Click View on the Menu Bar.
o Select Toolbars and then Formatting from the cascading menu.
Bold, Italics and Underline

• Any text you type in Word, can be further custon1ized by using the bold, italicized
or underlined options. (You can even do a combination of all three options).
• To change the type style of text:
o Select the text you want to change.
Session 5: MS Word 2003 Basics 50
o Choose one or more of the following options: (to stress emphasis you might want
to try using the bold option).
o Click the Bold button on the Formatting toolbar. Ctr!+ B
o Click the Italic button on the Formatting toolbar. Ctr! + I
o Click the Underline button on the Formatting toolbar. Ctr!+ U
o Word automatically displays your changes.
o If you choose a type style without selecting any text, Word uses your chosen styles on
whateve r text you type next.
Figure 13: Bold, Italics and Underline
l "'' ' • 12
Font size
•
jB I u,
Font name Bold

Italic
Underline
Using Color
• The use of color can add en1phasisto your words and make your document easier to read.
• If you own a color printer, you can print documents in different colors.
• If you do not own a color printer, your document will only appear in color on the screen.
• To change the color of text:
o Select the text you want to change.
o Click the downward-pointing arrow on the Font Color button on the
formatting toolbar.
o A color palette appears.
o Click the color you want to apply.
o Word changes the color of your text.
Figure 14: Colour Table
j
--
..................
-
I• Automatic
I
•••••••••••••
••oo •••••o•• ••••
•00000•0
More Colors.. .
• If you would like to see more color options, click the lVlore Colors button at the
bottom of the color palette.
• You can choose from a list of 'Standard Colors' or custon1ize your own color by
clicking the Customize tab.
Font Dialog Box

• The font dialog box gives sin1ilar optio ns as the formatting toolbar, but also offers
more advanced text features.
• You can use the font dialog box to change your font, font style, size, color and
many other font effects.
• To open the font dialog box
o Click Format on the menu bar
o Select Font from the menu list
o The font dialog box will appear
Figure 15: Font Options on the Task Pane

FQrmatToolsTableWindow Hel : Reveal Formatting X
l,...
IA Eon t ...
------t
:::,1
e_aragraph... Selected text
Bullets and Numbering.. . orders and Shading.. .

•--
Sample Text
D Compare to another selection
olumns... Formatting or selected text
Iabs...
ElFont,.
Font:
1{ tyles andFormatting...
(Default) Times New Roman 12 pt
A-tRe'.l(.eal Formatting . . . Shift + F l Lanouooe;
Q.bJect...
English (U.S .)
• Remember you can also access the font dialog box from the 'Font' menu on the
task pane.
Figure 16: Font Box
Font mC8J
Foot T Chat acter Spacing I Te t Effects
Font st e:
======-- -
1mes New Roman
Re9ular
- - - --,
TreoochetF MS
on t List
Tunga
Tw Cen MT
V Font Size
Tw Cen MT Condensed V
,F=..ont . o"-'-=lo-'--r:'---- !,!nderline style :d r

.. _ _Aut omatlc -v==J I(none) vj Am
Font Color Fon t Style
Effects
0
StrilsethroUQh Ooub!e strikethrough SUQOrscrlpt
shacloi::t
O O Qu.,t l ne mboss Os ma n caps
Sut!,scrlpt0 Engr.!lve 0811 c &pS
Ot!idden
0 O
0
0
Preview
Font Preview
Times New Roman
This rs:• TrueTyp• fon4;, This Font wil l be used on both printe r'•nd scrten.
Q.efault... .. o_K_ ,l [ Ca ncel
Font Size
• You can change the font size from both the font dialog box and the formatting toolbar.
• You can use different font sizes to give emphasis to different parts of your document.
• Font size is con1monly expressed in points.
• Font sizes range from 8 point (extremely small) to 72 point (very big).
• Word allows you to choose sizes smaller than 8 point and larger than 72 point, but
you must type these in manually in the font size box.
• The standard font size for most documents is 12 point.
• You can preview different font sizes in the preview window in the font dialog box.
o Select Reveal Formatting on the Task Pane.
o Click the blue link , Font under the Font heading.
o The font dialog box appears.
o Click on a font from the font list.
o Select a size from the font size list.
o Look at the text in the preview window as you try different sizes.
OR
o Select Font from the menu list.
o The Font dialog box appears.
o Click on a font from the font list.
o Select a size from the font size list.
o Look at the text in the 'preview window' as you try differe nt sizes.
• To open the ten1plates dialog box
o Click File on the menu bar.
o Select New from the menu list.

Basics
o The Task Pane 'New Document' window appears to the right.
o Select an option under New from template.
• Letter Wizard - assists you in writing a standard letter.
• Contemporary Letter - offers a letter template including artwork .
• General Templates - preformatted documents including faxes, letters, memos,
reports, etc.
• Templates on my Web Sites - allows you to search for templates on other
web servers.
• Templates on Microsoft .com - allows you to search among hundreds of templates
offered through the Microsoft website.
Assignment
personal letter you used in the previous Exercise 4 above. You will be asked to do the
following:
• Open the personal letter document.

• Modify the document so the text is not bolded, italicized, or underlined.
• Change the document so all the text is black.
• Modify the font size from 14 to 12.
• Change the font style from Arial to Times New Roman, or the font of your choice.
• Read the document. Are there any words that you should emphasize? If so, make
those words bold.
• Save and close the docunient
Bullets and Numbering

• Word lets you make two types of lists: bulleted and numbered.
• Bulleted and numbered lists help to sin1plify steps or items to the reader.
• Teachers often use bulleted lists to highlight in1portant pieces of their lessons.
• Manuals often include nun1bered lists to assist the reader in step-by-step instruction.
• A bullet is usually a black circle but it can be any other symbol used to highlight items
in a list.
• Use bullets to list items that do not have to be in any particular order.
• Nun1bers (or letters) are used when information has to be in a certain order.
• You can use the default 'Bullets and Numbering' settings by clicking on the
appropriate button on the 'Formatting' toolbar.
Create Bulleted and Numbered Lists

• To create a bulleted list:
•-
0 Click the := ullets button on the Formatting toolbar.
o Type the first item on your list and press Enter.
o The next line will begin automatically with a new bullet.
o Type the next item on your list and press Enter.
o When your list is complete, press the Enter key twice to stop the bulleted list.
• To create a numbered list:
, -
0 Click on the l = Numbering button on the Formatting toolbar.
o Type the first item on your list and press Enter.
o The next line will begin automatically with the next number.
o Type the next item on your list and press Enter.
o When your list is con1plete, press the Enter key twice to stop the numbered list.
• Review the following tips that will help you manage your numbered or bulleted lists.
o Remove a bullet by placing the insertion point to the right of the bullet or num ber and
press Backspace (you will not be able to place your insertion point to the left of the
bullet).
o If you want to change a bullete d list to a numbered list (or vice versa) , se lect the
entire list and click on the appropriate button.
o To create a line break between items in a bullete d or nun1bere d list, place your cursor
where you want the line break and press Shift+ Enter.
The Bullets and Numbering Dialog Box

• Word offers you many other options for your bullets and numbers, other than the
default that you have see n so far.
• You can view the type of bullets and numbers available to you by o pening the
' Bullets and Numbering' dialog box.
o Select the text you want to turn into a list.
o Select Bullets and Numbering.
o The Bullets and Numbering dialog box appears.
o Click on the Bulleted tab to view all the bullet o ptions and click on the Numbered
tab to view all the number options.
o Select what kind of bullets or numbers that you want, and click OK.
• The Bullets and Numbering Dialog Box also offers you outline numbered options.
o By clicking on the Outline Numbered tab you can view ten1plates for creating an
outline.
o T he List Styles tab allows you to create your own list st yle using sin1liar alignment,
bullets and characters.
Figure 17: Bu llets and Numbering

---------- ---------- -
Bullets and Numbering [8J

ullet ed I Number ed II O u t lin e Numbered II !,.ist Styles I
• 0 •
None • 0 •
• 0 •
.,-...- - -_ =·· - - - >--

::> - -
,.,, ---
,.,, --
•--- >- - - ,.,, ---
Customize..
Reset OK I Cancel
Key Points
• Aligning text can be invaluable when trying to format your document to meet
certain standards.
• When you reduce the line spacing you automatically bring the lines of text closer
together.
• Clicking the Increase/Decrease Indent buttons is the most convenient way of setting a left
or right indent.
• There is a difference between indents and tabs.
• You can adjust the width of margins, tabs, and indents in your document using
Word's Ruler.
Evaluation
• What are the other alignment options?
• What are the two most con1mon spacing options?
• What type of page orientations is available to you?
• The indent feature is often used to do what?
• The rule r provides a visual tool that allows you to do what?
• What are some ways you can make text stand out?
• How do you create bullete d and numbered lists?
Resources
• Bott, E., & Siechert, C. (2001). J\1icrosoft Windows XP Inside Out.
st
from www.webopedia.com/TERM/C/CPU.htn1l
• Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Pre ntice
Hall.
• O' leary, T. & O' lear y, L. (2006). Computing Essentials, Introductory Edition.
ww,w gc flearnfree.org/compu ter/
E7 Session 6: Advanced Formatting in MS Word
Learning Objectives
• Insert syn1bols in text in a Microsoft Word docun1ent
• Insert headers and footers into a Microsoft Word document
• Format text in a Microsoft Word document
• Create text boxes in a Microsoft Word document
• Work with colunms in a Microsoft Word docun1ent
Insert Symbols
• There are many symbo ls that are seen in publications that are not directly avai lab le
from your keyboard.
• For example, the Copyright symbol, ©, is not available on the keyboard but can
be selected from Word's 'Symbol' dialog box.
• Other con1monly used symbols that appear in the 'Symbol' dialog box are:
o © Copyright
o ® Registration
o TM Trademark
o .,/ Checkmark
o - Dash
Insert Symbols
• To insert symbols into your document you will do the following:
o Click Insert on the Menu Bar.
o Select Symbols. The 'Symbols' dialog box appears.
o Click the Symbols tab to select a symbol from a Font
type. OR
o Click the Special Characters tab to view other con1monly used symbols.
o Click on the Symbol or Special Character you would like to select and then Click
Insert.
o The Symbol or Character will show up in your docun1ent.
o Click Close.
Session 6: Advanced Formatting in MS Word 57
Figure 1: Exa mples of Differe nt Symbols
--------------------------- -
Symbol [8)
2YmbolsSQecial Cha racters
Activity: Exercise 1Eont : jll l;!,!111!•1, vi

/
B 1if Q) [81 0:il d) c--<?f.f4
/'I ,
X ,_IL _ g
Instructions
- 1 to insert a[!ill
You will work on Exercise
Ii 'Symbol w 1.-@ Q
1B into the document. You will be asked to@do the following:
-11 ii
D - I/
1I RS
""Ev
tJ.. © G 0 :l R:i
(£I=
'&.
OPEN a Word document.
0
+
INSERT a 'Symbol' into the document.
Be centlyto
used
dosymbois:
* 'lr 1?
• ffi ¢ 0 So
• ()
I ¥I© ±I* I II I LI I I
INSTRUCT the students same as you are doing if they have computers.
[T] I ®worry€ about placement inJTrvil
TELL them not to the document J- :S 2: thexsymbol
you'll move 00 J
as you13
around a lear n more about Word.
Win9dirn;is: 32 ha ra cte r code : ..32! I
, frow: Symboi (d e cima l)
SAVE AS 'SessionI 6' file name. on
a utoCorrect.. the Desktop, and
I5-h-or-uttc_-ts._-ye_... closekey:
Shortcut the document.
Ii [ns ert II Ca ncel
Insert Headers and Footers

• The 'Header and Footer' usually contain title and author information, dates, and page
nun1bers.
• The Header appears at the top of the page and the Footer appears at the bottom of
the page.
Inserting a Header and Footer

• Click View on the Menu Bar.
• Select Header and Footer.
• The document will appear grayed out with a dotted 'Header and Footer ' box showing
at the top and bottom of the page.
Session 6: Advanced Formatting in MS 58
Word
• Loca te the 'Header and Footer Toolbar' on the page. Type inside the dotted boxes
to insert your Header and/or Footer.
• Click Close on the Header and Footer Toolbar when you are finished (See Figure 2).
Figure 2: Header and Footer
: --- - :
•
·•·····················································-------------------·
AND
•
,-(qp -------------------------------------------------------------------•
''
Other Buttons of Header and Footer Toolbar

• The 'Header and Footer Toolbar' contains buttons that can help you automatically
enter in1portant information in your header and footers.
• Some of the usefu l fea tures located on the Header and Footer Toolbar are:
o Insert Auto-Text - drop-down menu sho wing con1monly used header and
footer information, including , author and page number and date.
o Insert Page Numbers - inserts the page nun1bers.
o Insert Number of Pages - inserts the nun1ber of pages in the entire document.
o Format Page Number - opens the 'Page Number Format' dialog box so that you
can format your page nun1ber in the header and footer.
o Insert Date.
o Insert Time.
o Page Setup - opens the 'Page Setup' dialog box so that you can adjust the location
of the header and footer.
o Switch between Header and Footer - allows you to jump quickly between the
header and footer on a page.
o Close - closes the Header and Footer
Deleting Header and Footer

• If you choose to delete your Header or Footer, Word will automatically delete the
Header or Footer within the entire document.
To Delete the Header or Footer

• Click View on the Menu Bar.
• Select Header and Footer.
• Highlight the text within the Header or Footer (whichever text you would like to delete).
• Press Delete. The text is now removed.
• Click Close.
• You can delete the Header and Footer on just the first page of the document by c hoosi ng
File - Page Setup.
• On the 'Page Setup' dialog box, choose the Layout tab and place a checkmark next to
'Different First Page' under Headers and Footers, then click OK.
Figure 3: Header and Footer Toolbar
Insert Page
Swtich Between
Number Insert Numb.er of Header and
Pages Fooler
Sl'iow
NeX1
Instructions
You will work on Exercise 2 using the document you worked on in exercise 1 above. You will be asked to do the
TYPE your name into the 'Header' into the document.
MODIFY the text in your Header so that it is 10-point Times New Roman font.
PUT the date and time in the 'Footer'.
MODIFY the text in your Footer so that it is 10-point Times New Roman font.
SAVE and close the document.
Formatting Text
Removing Non-printing Characters
• Non-printing characters are automatically inserted into your document as you type.
• You will not see these characters unless you choose to show the formatting marks.
• Showing the document formatting can assist you when editing.
• Non-printingcharacters such as spaces, tabs, and hard returns (created when you press
the Enter key), will now be visually displayed on your page.
• For exan1pel a document that was created with numerous tabs could be quite difficult
to edit if you needed to delete all the tabs.
• If you display your non-printing characters, you will be able to quickly see where all
the tabs exist.
• T he Tab symbol will appear as an arrow pointing to the right, ....
• Plaecthe insertion point to the right of the tab symbol and press the Backspace
key to quickly delete these tabs.
To Reveal Formatting Marks

• Click the Show/Hide button on the Standard Toolbar.
OR
• Select the Reveal Formatting l\tl e nu from the Task Pane.
• C heck the 'Show all formatting marks' checkbox at the bottom of the Menu under
Options.
• When you select the Show/Hide button, codes for paragraph marks ,r , tabs ... and
spaces are visible in your document.
• If you prefer to display non-printing characters when formatting your document, these
symbols will not appear in your printed document.
igure 4: Standard Toolbar

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Sh ow/Hide Button on Standard Toolba,..----
Source: Goodwill Community Foundation,
2002
Instructions
You will work on Exercise 3 using the document you used in Exercises 1 & 2 above. You
will be asked to do the following:
OPEN the document.
SELECT the Show/Hide Codes button.
NOTICE how the non-printing characters appear in your Header and Footer.
SAVE any changes you have made and close your document.
Create a Text Box

• Placing text inside of a 'Text Box' helps focus the reader's eye on the page content.
• Newsletters, flyers, reports, announcements , school projects, or other types of
publications, often use Word's text box feature.
• T ext boxes can be formatted with shadings, colo r, borders, and graphics, making for an
in1pressive display of your Word skills.
To Create a Text Box

• Click Insert on the Menu Bar.
• Select Text Box from the menu list.
• T he mouse pointer becomes a crosshair ( +) and a drawing canvas appears.
• Place your insertion point where you want your text box.
• Left click and drag the text box until it is the appropriate size.
• Release the left mouse button when ready.
• The text box will by default contain a white background color and a thin black border.
A New Text Box
• Note: When you create a text box in Word 2003, the drawing canvas appears by default. T
he canvas helps you arrange and resize the objects you are working with.
Session 6: Advanced Formatting in MS 61
Word
To Insert Text into the Text Box
• Click once inside the text box
o The box is selected and a blinking insertion point appears inside the box.
o Begin typing.
o Format text (e.g. you can change font, font size, style) in the usual manner.
(Select text first, makes changes later.)
!\-'l o ving and Resizing Text Boxes

• To resize a text box:
o Click once on one of the box's borders. The box is now highlight ed.
o Sizing handles (small circles) appear.

o The mouse pointer over any of the sizing handles (small circles) until it turns into
a diagonally pointing arrow.
o Click and drag the sizing handle until the box is the desired size.
To Move a Text Box

• Click once on the text box's border.
• Hold your mouse pointer over the border until it beco mes a crosshair with arrows.
• Using this crosshair, click and drag the box until it is in the desired location.
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Th e Format Text Dialog Box

• As mentioned earlier, the default for the text box in Word is a white background with
a thin, black border.
• Using the 'Format Text Box' dialog box, you can choose different fill colors and lines,
size, layout, and textbox.
Figure 5: Format Text Box
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Fill
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egin style:
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Source: Goodwill Community Foundation 2002
To Use the Format Text Box Dialog Box

• Double click on a text box border. The 'Format Text Box' dialog appears.
OR
• Right-click on the text box border and select Format Text Box. T he 'Format Text
Box' dialog box appears.
• You can access the text box feature from the 'Drawing' toolbar
o Click View on the Menu Bar.
o Select Toolbar and then Drawing from the cascading menu. T he ' Drawing'
toolbar appears at the bottom of your document.
o Click the Text box button . Don't confuse this button with the Rectangle button.
• Note: You cannot insert text using the Rectangle button.
Figure 6: Drawing Toolbar

Drawing Toolbar
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Source: Goodwill Comnumity Foundation 2002
The Text Box Dialog Box

• Offers you seve ral tabs to choose from:
o Color and Lines: Fill text box with color, define the border colors, styles and weight
o Size: Define a specific size
o Layout: Text wrap and alignment
o Textbox: Internal margins
Instructions
You will work on Exercise 4 using the document used in Exercises 1-3 above. You will be
asked to work on the following:
OPEN the document
INSERT a text box or text boxes with the information you want to be displayed in the box.
MAKE decisions about your text box:

• Do you want the line to be visible?
• If so, what colour do you want the line to be?
• What type of line style do you want?
TRY to create text boxes that look sin1ilar to the ones displayed below, as well as creating
. ... . . . ....... .
---· .._ ; ·......................t·
I---------- l
Tex t Box B
••..•..••...........
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- -, - Text Box O
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TextBoxC I Text Box O
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Working with Columns

• Displaying information in colun1ns gives the writer more options for displaying
different types of information on a page while remaining easy for the viewer to read.
• Certain kinds of information are best displayed using colun1ns.
• Newspaper, newsletters, flyers, reports, announcements, school projects, or other types
of publications, often use Word's colun1n feat ure.
• Below in Figure 7 is an example of a newsletter with colun1ns and a graphic:
Figure 7: Exa mple of a Newsletter with Columns and a Graphic
Lead StOiy Headline
. . ... . . . ..
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Creating Columns
• Use the Columns button
• Switch to Print Layout View
Figure 8: Print Layout View

Vie,vB u tto ns
<
Pae 1 Sec 1
• To make equal columns, move the insertion point to the end of the text and insert
a continuous section break by choosing Insert -+ Break -+ Continuous.
Figure 9: S elec ting Insert, Break and Co ntinuous Buttons

clt
Ins t I F2rmat Tools T, -------------
er
I tl)CR)
I 12reak...
Break
Break types
Page Number
Oage break
..
s... Date and
0olumn break
Ilme. . .
0Te xtra pping break Section break types
autoText
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0 [ContinuousI
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Comment
.......
Refereo.ce ..
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,
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11 OK _ JI [Cancel

E) T e t Box
Fite...
• Select the text you want to change to colun1ns.
• Click the Columns button on the Standard Toolbar.
• The Colun1ns button will expand to give you four colun1n options
• Choose one of the options to format your text into colunms.
Figure 10: Showing Four Colunms

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- [l][
l][I]
--------- -- -------
Cancel
• You can adjust the spacing and alignment of the colun1ns by using the ruler.
• Drag the Right Margin, Left l\tlargin and Right Indent using your mouse until
the colun1ns appear the way you want.
Figure 11: Showing how to adjust Colun1ns

Source: Goodwill Community Foundation, 2002
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right margin Drag to move column
To Enter a Title that Spans a Column

• Enter the title at the beginning of the first colun1n.
• Select the title.
• Click the Columns button on the Standard toolbar, and drag to select nun1ber of colun1ns.
Creating Columns Using the Columns Dialog Box

• Using the 'Colunm Dialog Box' versus the 'Colun1nsButton' will give you much more
control and precision over your colun1n structure.
• The 'Colun1ns Dialog Box' will also give you a few more colun1n options, including
Left and Right colun1ns as well as the ability to create up to eight colun1ns per page.
Using the Column Dialog Box

• Switch to Print Layout View
• To make equal colunms, move the insertion point to the end of the text and insert
a continuous section break by choosing Insert Break Continuous.
• Select the text you want to change to colunms.
• Click Format on the Menu Bar.
• Select Columns from the menu list. T he 'Colunms ' dialog box appears.
Figure 12: Colum ns Dialog Box
--------------------- -
CoIum n s L1J
Presets
I, OK
One
. --
.
.
Two
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-= =
Ihree
.
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--
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Ca n ce l
umber of columns: h<>tween

111 1
Width and spacing Preview
Col# : Width: 2Pacing:
I 1:
I 16" 1I
I II II
II II
_,
I
ply to: IWh ole document vi carr ncoumr
• The 'Colun1ns' dialog box gives you the following options:

o Presets - Click a box to choose a preset number of colunms
o Number of Columns - Use the up and down arrow keys to select between one and
eight colun1ns
o Line Between -Places lines between your colunms
o Width and Spacing - Offers features that allow you to specify an exact nun1ber for
the height and width of your colunms, as well as the spacing between your
colun1ns.
o Equal Column Width - Check this checkbox if you want colun1ns to be the
same width
o Apply to - Allows you to create colunms out of the selected text, the selected
section, this point forward, or the entire document
o Select your options and click OK .
To Move Text into the Next Column

• Move the insertion point in front of the text you want to move.
• Choose Format -+ Columns. The 'Colunms' dialog box opens.
• Choose From this point forward in the 'Apply to:' box.
• Click the 'Start New Colunm' check box to move the text to the next colun1n.
Instructions
You will work on Exercise 5 using the document you used in Exercises 1-4 above. You will
be asked to do the following:
OPEN the document 'Session 6' used in Exercises 1-4.

ADD colun1ns.
CHOOSE the number of colun1ns you wish to make.
Key Points
• Symbols can be selected from Word's Syn1bol Dialog Box.
• The Header and Footer usually contain title and author information, dates, and page
nun1bers.
• The Header appears at the top of the page and the Footer appears at the bottom of the
page.
• Text boxes can be formatted with shadings, color, borders, and graphics, making for an
impressive display of your Word skills.
• Creating Colun1ns using the Colun1ns Dialog Box versus the Colunms Button will give
you much more control and precision over your colunm structure.
• The Colun1ns Dialog Box will also give you a few more column options, including Left
and Right columns as well as the ability to create up to eight colun1ns per page.
Evaluation
• What are the steps in inserting symbols?
• What are the steps to insert headers and footers?
• What are the steps to format text?
• What are the steps to create text boxes in word document?
• What are the steps to create colunms in word document?
References
• Bott , E. & Siec hert, C. (2001). J\1icro soft Windows XP Inside Out.
st
• Cook, L.R. (2001). Computer Fundamentals - Understanding How they Work. (1
• Joos, I. Whitman, N. Sn1ith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett 's Publishers International.
• Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamental s.
Prentice Hall.
• O' leary, T. J & O' lear y, L. I. (2006). Computing Essentials, Introductory Edition.
Boston Burr Ridge: Arizona State University.
E7 Session 7: Creating Tables Using Microsoft Word
Learning Objectives
• Create a table in Microsoft Word
• Edit tables in Microsoft Word
• Format tables in Microsoft Word
• Create a table of contents by using table of contents fields in Microsoft Word
Creation of a Table
• Tables allow large amounts of text and/or numbers to be presented in an organized
and easy-to-read fashion.
• Word has created an entire menu to help assist you in creati ng your first table.
• A few important terms to know before you begin creating tables are:
o Row - A row runs horizontal in a table and is divided by borders.
o Borders - Separating lines in the table.
o Column - A colun1nruns perpendicular in a table and is divided by borders.
o Cell - A cell is the box that is created when your rows and your colun1ns
intersect each other. The cell contains your data or information.
Figure 1: Row and Column Direction

Row direction
C 0I
umn cell ce ll cell
dire
C
t
I
0
n
Creating Tables Using the Insert Table Dialog Box

• Click Table on the Menu Bar.
• Select Insert and then Table from the cascading menu.
• The 'Insert Table' dialog box appears.
• Detern1ine the number of colunms and rows you need in your table.
o You can add more columns later, but it is easier to insert the correct number
of colun1ns from the start.
o For the number of rows, it is easier to add them later by pressing Tab at the end of a
row.
• To create a table as wide as your page, leave the 'Fixed Colun1n Width' setting on Auto.
(See Figure 2).
• Click OK .
Session 7 : Creating Tables Using Microsoft 69
Word
• A table is inserted into your document.
Figure 2: Insert a Table

- -
Insert Table [El

Table size
Number of o!;_ul mns : Number of cows:
' ----
1.2 --:ae:,
AutoF it behavior
0 !!!ildth: AutoEi.t to contents
Fixed column !Auto
AutoFit to wingow
0
0
Table style: Table Grid I&utoFormat... J
0Remember dimeni ionsfor new tables

iI...o_K_ 1 ,J ICancel
Creating Tables Using the Insert Table Button

• Anot her automated way to create a quick table is by using the Insert Table button on
the Standard toolbar.
o Click the Insert Table button c:::::l
o Now, drag the nun1ber of colun1ns and rows you want in your table.
Figure 3: Cr ea ting Tables Using the Insert Table Button

-0 I Q;J ,r
DD
DD
DD
DD
4 x 3 T ab le
Custom-Made Tables
• The 'Insert Table' dialog box and 'Insert Table' button offer a quick solution to making
tables.
• If you would like to custom create your table by drawing it yourself, you ca n use
the 'Draw Table' button.
Creating Tables Using the Draw Tables Button

• Open the Tables and Borders toolbar by clicking View on the Menu Bar
• Select Toolbars and then Tables and Borders from the cascading menu.
• The 'Tables and Borders' toolbar will appear.
• Click the Draw Tables button on the Tables and Borders toolbar.
• The mouse pointer turns into a pencil.
• Drag the pencil to create a rectangle about the size of the table you want.
• Release the mouse button.
• The border of the table appears in your document.
• Use the pencil again to draw in colunm and row borders.
• Click the Draw Table button again to change the pencil back into a cursor.
Figure 4: Tables and Borders

Tables and Borders .., x
Erasing Rows and Columns

• If you make a mistake while drawing your table, you can erase both rows and colunms
by using the Eraser on the Tables and Borders toolbar.
• Once you select the Eraser, the pointer will change to resemble the Eraser button.
• Drag the Eraser over parts of the table you wish to erase.
• When you are finished erasing, click the Eraser button again to put the Eraser away.
• Enter text.
Entering Text in a Table

• Click inside any table cell to begin entering text or numbers.
i ;;;;;;;;;
Moving a Table Around
• Use the Tab key or right arrow key to move right.
• Use Shift + Tab or the left arrow key to move left.
• The up and down arrow keys will move the insertion point above or below its
current location.
Selecting Text in Tables

• A cell: triple click inside cell
• A row: Move mouse to left of margins, point to the row, and click.
• Multiple rows: Select the first row, click and drag the number of rows desired.
• A colunm: Move the mouse above the colun1n. It turns into a downward pointing
arrow. Click once.
• Multiple colun1n:s Select the first colunm, click and drag the number of colun1ns desired.
• Entire Table: Choose Table and Select Table from the menu bar.
Selecting Cells
• To act on a group of cells they must first be selected.
• To select a cell or group of cells use the selection arrow.
• This is shown when the cursor is placed near a left cell edge or the top of a colun1n.
o In a new document, create table 5 colun1ns by 5 rows.
Session 7 : Creating Tables Using Microsoft Word 71
o Select the first cell by moving near to its left edge and clicking the left mouse button
when the arrow is displayed, as in the diagran1.
o Move the mouse down and click again to remove the selection.
• Select the second column by moving near to the top edge of the colun1n and clicking
the mouse when the selection arrow is displayed.
• Select the entire third row by double clicking when the arrow is displayed at the edge
of any cell in the row or by clicking once when the arrow is in the Selection bar on the
left.
• Select the nine cells in the n1iddel of the table by clicking and dragging.
• Close the document without saving.
• To select a row/colun1n, position the cursor within the row/colun1n then use Ta ble,
Select Row/Column.
Instructions
You will work on Exercise 1. You will be asked to do the following:
OPEN a new Microsoft Word document
CREATE a table into their documents using one of the methods described above.
TYPE any text into their table.
SAVE the document using your name and close your document.
Editing Tables
• Once you have created your table, you may find that you need to format text within
your table, insert or delete rows and colun1ns, or perhaps just change the appearance of
your table so that it is more visually appealing.
Session 7: Creating Tables Using Microsoft Word 72
Formatting Text in Tables
• Formatting text within a table can be accon1plished through a variety of means,
including the Formatting menu, the Tables and Borders toolbar, the Task Pane and
keyboard shortcuts.
• To rotate text in a table cell to make it run vertically, face right or left:
o Select the cell(s) you want to rotate.
o Click the Change Text Direction button: on the 'Tables and Borders' toolbar.
o Clicking the Change Text Direction button once turns text to the vertically left, the
second click turns text to vertically right , and the third click will bring your text
back to a horizontal position.
o The insertion point rotates when entering vertical text, but editing vertical text is
really no different than editing horizontal text.
Fieure 5· Text Direction
<!::
rJ t : Horizontal
::,..r -
Click Once Click Twice Click Three Times
Inserting and Deleting Columns and Rows

• Estin1ating how many rows and colunms you will need in a table is not always easy.
• T herefore, it is in1portant to know how to insert and delete rows and colunms in your
existing table.
• Add rows to a table:
o Move the insertion point to the last cell in the table and press Tab.
• Insert rows in the middle of the table:
o Place the insertion point anywhere in the table.
o Choose Table -+ Insert -+ Rows above OR Rows below
• Delete rows:
o Select the row(s) you want to delete.
o Choose Table -+ Delete -+ Rows
o OR right-click and choose Table ... Delete -+ Rows from the shortcut menu.
• Delete single table cell:
o Place the insertion point inside the cell you wish to delete.
o Choose Table -+ Delete ... Cells from the menu bar.
o The 'Delete Cells' dialog box appears.
o Click Shift cells left, Shift cells up, Delete entire row, or Delete entire column.
0 1Shlft ce ls ,left(
0Shift cells \JP
0Delete e ntire cow
0Delete entire , olumn
!1 OK i[ Cancel
Session 7 : Creating Tables Using Microsoft 73
Word
• Insert a colun1n:
o Position the mouse pointer where you want to colun1n to be loca ted.
o Choose Table ... Insert -+ Insert Columns to the Right or Insert Columns to the
Left
Figure 7: How to Insert Columns
Tstble I Window t:!elp
t.0 Or a Table
!nsert Cl ! able...
Qelete 11
n a Columnsto the beft •
Columns to the e,ight i'I
Sele!;.t
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Show ridlines
!ml >'C- Rows elow
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Resizing Tables by Adjusting Columns, Rows, and Cell sire

• Hover the insertion point over any line in your table that borders the area you want to
change.
• The insertion point changes to a 'double-headed arrow'.
• Drag the border either left or right or up and down.
• To automatically adjust the size, select the entire Table and then choose Table -+
AutoFit ... AutoFit to Contents.
Monday Tuesday Wednesday Thursday
1 2 3 4
5 6 7 8 .i ++
9 10 11 12 /
/
u
Double-headed arrow
Formatting Tables
AutoFormat
• Just as Word offers document templates for memos, faxes, reports and other items, Word
also offers templates for tables.
• To use Autoformat:
o Create your table.
o Click anywhere in the table.
o Go to the toolbar and select Table and then Table AutoFormat.
o The 'Ta ble Autoformat' dialog box appears.
o Scroll through the Table Styles until you find a table you like.
o You can preview the Table Style in the Preview Box.
o Check and unc heck the options in the 'Apply special Formats' to sections to slightly
change parts of your table.
o Check out your changes using the 'Preview' box.
o Click the New button to custon1ize your own table style.
o Click the l\tlodify button to change parts of an existingtable style.
o Click OK.
Figure 8 : T abl e Autoformat

-------------------- -
Table Autoformat (8J

at egor y: All table st les
I able styles: Table Classic 4
Table Colorful 1
Table Colorful 2
Table Colorful 3
Table Columns 1 f::l.e w.. . Q.elete ...
Table Columns 2
Table Columns 3
Table Columns 4
Table Columns 5 Table Contemporar y Table Ele ant Mod if y . . .
Dault ...
Preview
Jan Feb Mar Total

East 7 7 5 19
West 6 4 7 17
S o uth 8 7 9 24
Total 21 18 21 60
Apply special fo rma ts to Heading ( OWS

First cgJumn
b_as t r o w
Last col!,[mn
118J)ply J [Cancel
Adding Borders
• Many of the tables in the 'AutoFormat' dialog box use unique borders and
shading options.
• To add these special features to your own table, you can use the 'Tables and
Borders' toolbar.
• To change line style or line weight on an existing table:
o Click the drop down arrows (next to the buttons) to view and select from the list
of choices.
o The mouse pointer turns into a pencil I
o Trace the line(s) you want to change.
o Click anywhere outside the table to change to pencil back into the cursor.
• To change the border color on an existing table:
o Click the drop down arrow next to the Border Color button.
o A color menu a ppears.
o Select a color.
o The cursor becomes the pencil.
o Using the pencil, trace the border(s) that you want to color.
Figure 9: S ele ct ing Colors
•••• • • •• I
•••••••••••••••••
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••o•oo•ooo••••o•
More line Colors, ,,
• To apply a border:
o Select the Line Style, Line Weight, and Border Color you would like.
o Select the cells you want bordered.
o Click the Outside Border button drop down menu and choose the location of your
border.
Figure 10: Border Applications
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Add Shading
• Select or place the insertion point inside the cell(s) you want shaded.
• Click the Shading Color button drop down arrow.
• A shading color menu appears.
• Click on a color.
• Your cell(s) are automatically shaded.
Figure 11: Color Addition

Dayl Day 4
2
Jaa 66 5
Feb
55
llarc
64 22
Changing Column Width

• The total width of the table is restricted by the space available between the margins.
• Reduce the width of small columns before widening others.
• To change colun1n width
o Open the document Table.
o Select View -+ Ruler to display the ruler if it is not already on the scree n.
o Move the cursor into the table. When inside the table the rule r shows the table
colunm divides as symbols within the rule r.
o A colunm width can be changed by clicking on the divide, then dragging to a
new position before releasing the mouse button.
o A double-headed arrow appears when the mouse pointer is over the division.
o Colun1n width, cell size and text alignment can be changed from the colun1n and
cell tabs.
I
Table L- . .".- . ..J I Column I CelI
Size
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Qptions Row height [s: \t I <r.t
l
Allow roo to br !sacross pages
0Repeat as!leader row at the top of each pa,;,e
!"_revious Roo I I!l[ext Row • -
, Ot<_ I I Cancel
Instructions
You will work on Exercise 2 using the document you used in Exercise 1. You will be asked to do the following:
ASK yourself:
Is it the right font and size?
What direction do I want the text?
How do I want it aligned?
DELETE any unnecessary rows or colun1ns.
ADD any needed rows or colun1ns.
RESIZE the table, if needed.
MODIFY the color and thickness of the lines, as desired.
USE Apply shading to the table.
Session 7: Creating Tables Using Microsoft Word 77
Creating a Table of Contents
• Place the insertion point in front of the heading.
• You want to add a Table of Contents field here so that it will appear in the table
of contents.
• Press Alt + Shift + 0 (the letter 0 , not the number 0) to mark the selected text as a table
of contents entry.
• T he ' MarkTable of Contents Entry' dialog box appears, as shown in Figure 14
on following pages.
• Now you need to enter what you want to appear in the table of contents entry.
• T ype in the entry box.
• Next, you need to specify the level of the table of contents entry by clicking the
Level list.
• If you want this table of contents entry to appear at the top level of the table of
contents, you don' t need to change the 'Level list 4'.
• Click l\'1ark and then close.
• If you want to add another table of contents field here, spot the text you want to appear
in the table of contents field.
• Highlight it before pressing Alt + Shift + 0
• The 'Mark Table of Contents Entry' dialog box reappears.
• Since you selected the text before pressing Alt + Shift + 0 , you don' t have to type a
table of contents entry, but you still need to specify the table of contents level.
• T ype 3 in the 'Level box' and click Mark then close.
• You' ve just created a level 3 table of contents entry.
Creating a Table of Contents based on Table of Contents Entries

• Press Ctr!+ Home to go to the beginning of the document.
• You have to delete the old table of contents before you can insert the new one.
o Select the table of contents.
o Right-click the table of contents and select Toggle Fields Codes fron1 the
shortcut menu.
o This is the field code that tells Word to create a table of contents.
o By displaying the field code, you can easily delete the table of contents.
o Delete the table of contents field code by selecting it and pressing the Delete key.
• Insert the new table of contents.
o Select Insert - Reference - Index and Tables from the menu
o Click the Table of Contents tab if necessa ry.
o The 'Index and Tables' dialog box appears with the Table of Contents tab in front.
o By default, Word builds the table of contents using any heading styles it finds in
a document, so you have to spec ify that you want to build the table of contents
using table of contents fields.
o To do this, you need to click the Options button first.
o The 'Table of Contents Options' dialog box appears.
o You can specify how you want to build your table of contents, fron1:
• Styles: This option builds a table of contents based on the heading styles in
your docun1ent.
• Outline levels: This option builds a table of contents based on text marked
with outline levels in your document, instead of, or in addition to, styles.
Session 7: Creating Tables Using Microsoft 78
Word
• Table entry fields: This option builds a table of contents based on any table
of contents entries you've defined.
• Both: By checking more than one checkbox, you can build a table of contents
that includes both options in your document.
o Uncheck the Styles, and Outline levels options. Check the Table entry fields
checkbox, click OK, and OK again.
o Word builds a new table of contents based on the fields you inserted in the document.
Figure 14: Make Table of Content Entry and Options
Mark n ble of Contents rnt, y l

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ppear in the table of contents entry. If you had selected priorLr,o;;;;k•o"u,•i;;li'";'ib;;tie;:n!;-;r
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Key Points
• Tables allow large amounts of text and/or numbers to be presented in an organized
and easy to read fashion.
• Create tables using the insert table dialog box
• Once you have created your table, you may find that you need to adjust your table
or format text within your table to make it more visually appealing.
• An automatic table of contents can be created by using the correct steps.
Evaluation
• What are the steps to create a table?
• What are the steps in editing tables?
• What are the steps to display the Table Autoformat dialog box?
• What are the steps to creating an automatic table of contents?
Resources
• Bott, E. & Siechert, C. (2001). J\1icrosoft Windows XP Inside Out.
• Cook, L.R. (2001). Computer Fundamentals - Understanding How they Work. (1st
• Joos , I. Whitman, N. Sn1ith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett' s Publishers International.
Hall.
• O ' lear y, T. J & O' leary, L. I. (2006). Computing Rfsentials, Introductory Edition. Bosto n
Burr Ridge: Arizona State University.
E7 Session 8: Working with Images in MS Word
• Insert and set objects in Microsoft Word
• Insert and set pictures in Microsoft Word
• Create and modify diagrams and charts in Microsoft Word
• Insert hyperlinks and drawing in Microsoft Word
• Use auto text and data source in Microsoft Word
Insert and Set Obiects

• T he 'Drawing T oolbar ' offers many options for including lines, lines with arrows,
and many types of shapes into your document.
• Drawing objects include:
o AutoShapes
• Lines
• Curves
• T extboxes
o WordArt drawing objects
Drawing Objects
• Open the 'Drawing Toolbar' by clicking View on the Menu Bar.
• Select Toolbars and then Drawing from the cascading
menu. OR
• Right-click on any toolbar and select drawing.
• Click the Drawing button on the 'Standard toolbar'.
• The 'Drawing toolbar' will appear.
Figure 1: Drawing Button and Toolbar
r,l, LJ' El -0
Drawing button/
Drawing Toolbar
: Q.raw •
• Choos e an AutoShape from the AutoShape drop down

menu OR
• Click any of the drawing tools in the first group of buttons
o Line Tool - "-
o Arrow Tool - "'
o Rectangle Tool - D
o Oval Tool - 0
Session 8: Working with Images in MS 81
Word
• The mouse pointer changes to a crosshair +
• Drag the crosshair from a starting point until the object is the desired size.
• Release the n1ouse button to end the drawing object and turn off the drawing tool.
• Hold the Shitl key down to create straight lines, perfect circles, or perfect squares.
• AutoShapes are inserted (on their own layer) with the in front of' text wrapp ing
style applied.
WordArt
• Also included on the drawing toolbar is the WordArt Feature.
• Using WordArt, you can create text graphics that bend, slant, and appear metallic
or wooden and much, much more.
• WordArt can even be shadowed, skewed, rotated, and stretched.
Figure 2: Examples of WordArt
Example
• To insert WordArt
o Place the insertion point where you would like to insert WordArt.
o Click the WordArt button on the Drawing toolbar --41 .

o The WordArt gallery opens.
o Choose (click) a WordArt style.
o The 'Edit WordArt Text' dialog box appears.
o Edit the font, size, and style.
o Click OK .
Figure 3: Inserting Word Art

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l;ont:
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Iext:
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Here
OK 1 1 Cancel
Formattin g Drawing Objects

• Use the 'Drawing toolbar' to format AutoShapes and WordArt
Fi gur e 4· Ogtions in Formatting AutoShages and WordArt
To select several objects hold down the Shift key and click on each object, or use the
Select Objects tool.
& Fill color allow you to color all selected drawing objects. No fill is the color white.
Change the line color of a selected object.
-
Changes the text color of a selected object.
A
Changes the line style of a selected object.
..... Chang es the lin e style of a selected object. Includes solid and dotted lines.
";:::!
++ Chang es the style of arrow.
Gives selected object some depth.
Gives selected object a 3D effect.
Instructions
You will work in groups with a computer to create a flyer advertising a traditional dance
performance, with a dance group name, location of the performance, tin1e and date. You will
be guided by your tutor to complete the exercise.
Insert and Set Pictures
Clip Art
• Word comes bundled with hundreds of Clip Art images that are copyright free and
available for your personal use.
• The clip art in1ages cover many different categories and can really help enhance your
pages.
• If you have never inserted clip art before, word will ask if you would like to catalog all
of the available resources (clip art, sound and video files) on your con1puter.
• It is a good idea to go ahead and catalog all of these free resources.
Inserting Clip Art

• Place the insertion point where you want to insert the art.
• Click Insert on the menu bar.
• Select Picture and then Clip Art from the cascading menu.
• T he ' Insert Clip Art' menu opens on the Task Pane.
• Type a keyword in the 'Search Text' field.
• Click Search.
OR
• Specify your search by using the Other Search Options.
o Search in - specifies where Word will search for clip art.
o As long as the check box eve ryw here is checked, Word will search through All
Collections
o Results should be - specifies what type of file Word will search for (video,
audio, photographs, clip art).
o As long as the box for 'All Media Types' is checked, Word will search through All
l\tl edia Files.
• Double-Click the clip art or picture to add to the document.
I I
o To change your search for text click the Modify button below the clip art results
o To preview video and sound clips, click the appropriate tab and click the Play button
to preview the file.
• To delete a picture:
o Select the image (click on it).
o Press the Delete key on your keyboard.
Inserting Pictures from Your Computer

• A picture doesn't have to be in the clip gallery in order for you to insert it into
your document.
• The Clip Gallery is just an easy place to store clips you want to use again and again.
• To Insert a Picture that is not in the Clip Gallery.
o Click Insert from the Menu Bar.
o Select Picture and From File from the cascading menu.
o The 'Insert Picture' dialog box opens.
o Locate and select the file to insert the selected picture into your document.
Figures 5: Inserting Pictures to a File

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Moving Clips
• Once you have inserted a graphic into your document you can re-position the
graphic until it is in the appropriate location.
• By default, when a picture is in1ported into Word, it is aligned to the left margin.
• But you can change the alignment so that the graphic is right-alignedor centered.
• You can also drag the in1age anywhere on the page.
• To move a clip:
o Select the clip.
o Use your mouse to drag a selected clip to any position on the page.
o The cursor turns into a white pointer with a little box under it as you move the picture
OR
o Use the Alignment buttons on the Formatting toolbar.
Sizing Handles
• If it is important to maintain proportions, which will prevent the in1age from
looking skewed, then you should use the corner handles to re-size the image.
• If you do not need to maintain the graphic's proportions, you can use the top, bottom
or side handles.
• Changing size while maintaining proportions:
o Click the image you want to re-size.
o Place the cursor over one of the corner handles.
o The cursor will change into a double- headed arrow.
o Drag the handles until the in1age is the size you need.
o To keep the center of an object in the same place, hold down the CTRL key
while dragging the mouse.
Figur e 6: Resizing Shape
Original Size Smaller Larger
Source: Morris, 2003
• Changing size while not maintaining proportions:

o If any of the n1iddel handles are dragged (top, bottom, right, or left handles), only
the height and width changes, thus changing the proportion, or scale, of the picture.
o Using only the sizing handle can make your pictures blurry and distorted.
Changing the Appearance of your Pictures

• Sometimes you may need to not only adjust the sizing of your pictures, but you
may notice the picture is too dark or too bright for your liking.
• You can adjust your picture using the Picture toolbar.
o Right-click the picture.
o Choose Show Picture Toolbar from the shortcut menu.
o Crop, Recolor Object, and Set Transparent Color buttons are used with areas
of the picture.
o All other buttons affect the entire picture.
Figure 7: Pictu re Toolbar

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J nsert Pic ture from
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I I L ess Contrast IAdd
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white to lighten all colors
I
L.ci.Mo re Brig htness
Less Brig htness Add black to darken the color
I .f.' Crop !c ut the sides of an in1age

I
," Rotat e Left Each click turns the in1age by 90 degrees to the left
= Lin e Style Customize the border of an image
Co mpress Pictures Changes the Resolution of your
image a!!.Text Wrap Set how text wraps around the in1age
1 Format Picture Displays the Format Picture Dialog Box

1
I Se t Transparent Use eyedropper to make areas of the picture transparent (mainly for
Color web graphics)
I
-
eset Pictur e IReturn picture to original format I
Instructions
Create a new document in Word.
Insert a clip art or image from a file on your computer into your document.
Insert multiple images.
Resize, modify, and/or move the image to the location you want it to be in your document.
To re- position the in1age, practice clicking and dragging, centering and right-alignment.
Creating and Modifying Diagrams and Charts

• Word allows you to create basic diagrams using the templates in the Diagram Gallery.
• There are six diagram types:
o Organization chart
o Cycle diagram
o Radial diagram
o Pyran1id diagram
o Venn diagram
Word
o Target diagram
• A description of each type of diagram is included in the 'Diagram Gallery' to help you
decide which ten1plate will best meet your needs.
• To insert a diagram from the Diagran1 Gallery
o Select Insert -+ Diagram from the main menu.
o Select a diagram.
o Click OK.
o The diagram will appear in your Word docun1ent.
Figure 8: Diagram Gallery

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• To modify a diagram:
o Since each diagram is completely different, the modifications you can make
will differ depending on the diagram you insert.
o The tools you use to modify the diagrams are the same.
o Right-click any shape or text box within the diagram to modify or delete it.
o The menu will change depending on the item you select.
OR
o Modify the diagram using the 'Diagram Toolbar'
o The drop-down menus on the Diagram Toolbar will differ depending on the type
of diagram you choose.
• To insert a chart:
o Select Insert from the main menu.
o Select Picture -+ Chart from the cascading menu.
o A chart and datasheet will appear in your document.
o Delete the existingdata in the datasheet.
o Enter your own data in the datasheet.
o Close the datasheet. All of your changes will appear in the chart.
o Save and close the document.
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Activity: Exercise 3 (5 minutes)
Instructions
OPEN a new, blank Word document.
INSERT an Organii.ation Chart using the 'DiagramGallery'.
ENTER a bit of data in the diagran1.
MODIFY the appearance of the diagram.
Insert a Hyperlink and Drawing
Inserting Hyperlinks
• Select Insert -+ Hyperlink from the main menu.
• T he ' Insert Hyperlink' dialog box will appear.
• Enter the text you wish to display as your link in the Text to display field.
• Enter the web address in the Address field.
• Click OK.
Word
Figure 10: Hyperlink Dialog Box
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Inserting Drawing
• To view the Drawing toolbar either select View, Toolbars, Drawing or click on the
Drawing button from the Standard Toolbar.
• Use ToolTips to discover the buttons' functions.
• Click on the Line button

• Draw a line.
• Notice the line has handles to resize it.
• Holding Shift while drawing a line will draw a straight line or force it to be drawn at 15°
intervals.
• Holding Shift while drawing a circle/square/AutoShape will keep the object
in proportion.
• Position the mouse pointer back over the line until a four-headed arrow appears.
• Click and drag to move the line.
• Select the Arrow button, " and draw an arrow.
• Select the Rectangle button, D , then the Oval button, 0 , to draw the shapes.
• Try drawing the object while holding Shift.
• Notice how AutoShapes, Clip Art and WordArt can all be inserted from the
Drawing toolbar.
• If objects overlap , the most recently drawn object will appear at the top
Word
Formatting Drawing Object
• Once a drawing object has been created, it can be formatted to adjust the color, style
and thickness of the lines and the color and pattern that fill the object.
• Click on the Line Style butto n, to change the style of the line
• Click on the Dash Style butto n, and choose a style from the list.
• Click on Arrow Style and select a style.
• To select more than one object at a time, select the Select Drawing Object button
then drag the mouse around the objects that are to be selected.
• Holding Shift while clicking an object will also allow multiple selections.
• Click on Shadow and choose a shadow for the object.
• Click the 3-D button and 3-D Style appears.
• Click on Fill Color and change the colour.
Using AutoText and Data Source

• AutoText is a feature that recognizes con1monly used words and phrases as you type
then1.
• T he AutoText feature can save you a great deal of tin1e.
• To ins ert a word recon1mended by AutoText.
• Type text into your document.
• If AutoText recognizes a word or phrase, a suggestion box will hover over the word.
• Press Enter to accept the AutoText suggestion.
• To insert predefined text from the AutoText List:
o Select Insert -+ AutoText from the main menu.
o Choose the text you wish to insert from the predefined list of words and phrases.
• To insert a new word or phrase into the AutoText list:
o Select Insert from the main menu.
o Select AutoText -+ AutoText from the cascading menu.
o The ' AutoCo rrect' dialog box will appear.
o Select the AutoText tab.
o Enter the word or phrase in the Enter AutoText entries here field.
o Click Add.
AutoCorrect ('8J
o Click OK. Au toFonnat A$ YouType
Au toTe xt AutoformatSmlrtTogs
Figure 12: Inserting Word by AutoText

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Creating the l\tlain Document

• A main document can take a range of formats, such as form letters, mailing
labels, envelopes or catalogues.
• Word gives a great deal of assistance in the form of 'Mail Merge Helper' .
• In a new document, open the Mail Merge Helper using Tools , Mail Merge.
• Select Create and choose Form Letters, selecting to use the Active Window.
• Select the Edit button then Form Letter: Document.
• The edit screen appears, showing the Merge toolbar. Use Too!Tips to discover the use
of each button.
• Enter the current date (using Insert, Date and Time).
• Insert the content of your document.
• Use the l\tlail l\tlerge Helper button to continue.
Creating a Data Source

• A Data Source can be used with any number of main docun1ents, so their creation must
be well thought out.
• They can be created before or after the main document and can be accessed at any
tin1e o nce created.
• The Get Data button will now be available from the 'Data Source' heading.
• Click on it and select Create Data Source.
• At the dialog box, remove field names as desired so that only those needed remain.
• Do this by clicking on the field name that is not needed and then Remove Field Name.
• Add initial by typing it in the Field name box and selecting to Add Field Name.
• Move it to the appropriate place in the list using the Move keys
• Click on OK and save the data file as Data.
• Choose to Edit Data Source.
• The Data Form now appears.
• Enter your own details.
• Select Add New after each record.
• Click on OK to end.
• The Edit Data Source button can be used to add/remove records at a later stage, if
required.
Figure 13: Create the Data Source

Create Data Source iJ Ef
ata source is composed of rowsof data. The first row is caled the header row. Each of the columns in the header row begins with a field name.
commonly used field names in the list below. You can add or remove field names to customize the header r ow.
Eield name: Field (lames in header row:
FirstName LastName JobTit le Company Address!

Add Field Name ••
Address2
Move
!?,_emove Fie ld Name

.:.I
MS Q.uery... OK Cancel
Key Points
• The Drawing Toolbar offers many options for including lines, lines with arrows, and
many types of shapes into your document.
• Using WordArt you can create text graphics that bend, slant, and appear metallic or
wooden and much, much more.
• Word comes bundled with hundreds of Clip Art in1ages that are copyright free and
available for your personal use.
• A picture doesn't have to be in the Clip Gallery in order for you to insert it into
your document.
• Six diagram types are available for your use.
Evaluation
• What are some uses of WordArt?
• When can you use ClipArt?
• How do you create and modify Diagrams and Charts?
Resources
• Bott, E. & Siechert, C. (2001). A1icrosoft Windows XP Inside Out.
st
• Cook, L.R. (2001). Computer Fundamentals - Understanding How they Work. (l ed.).
Vantage Press.
• Herniter, M.E. (2000). Personal Computer Fundamentals for Students,
Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett 's Publis hers Inter natio
nal.
• Mo rris , M. & C har les , M. (2003). Logol Computer Designer Fundamentals. Pre ntice
Hall.
Word
Word
Session 9: Printing and Managing Documents in
ll......JMS Word
Learning Objectives
• Print envelo pes, labe ls, documents and selected text in Microsoft Word
• Use Track Changes tool in Microsoft Word
• Accept and reject changes in Microsoft Word
• Insert, view and edit comments in Microsoft Word
Printing Envelopes
To Address and Print Envelopes

• Select Tools from the main menu.
• Select Letters and l\tlailings -+ Envelopes and Labels from the cascading menu.
• The ' Envelopes and Labels' dialog box will appear.
• Enter the Delivery Address.
• This will appear automatically if you are working with a letter at the same time.
• Enter the Return Address.
• Click Options to set the envelope and printing o ptions.
• The ' Envelope O ptions' dialog box will appear.
• Click the Envelope Options tab.
• Make any changes to the envelope size or font.
• See Figures 1 and 2 on following page.
Qelvi ery address: e:,int

lVIa pafu Computing Company
P.O.Box 6977, Dar es Salaam Tanzania =":; B.dd to Document
= Cancel
Qptions.. .
I
........ v-. E·po s!_agePr opret ei s ...
D Add ele tr onic postage
ll,eturn acklress: 1W • Owo t
Pre view Feed
ABC CONSTRUCITON 124 OHIO STREET DAR ES SALAAM
="
="' =1 V
·1
Before printing, insert envelopes in your printer'sDefault tray .
Session 9: Printing and Managing Documents in MS 95
Word
Figure 2: Envelope Optio ns -
------ ------
Envelope Options [g)

LEnvelope Oi>. Envelope _j
ze:!!rioting Options
!size 10
(4 1/8 X 9 1/2 in) vj

Ifnia iled in the USA
D De livery point ar code
" es
Deivery address
I Eont.. . Re turn addressFrom 1

[eft: !Auto From ! op: !Auto
From left : IAuto Ftom top: !Auto
1
I FQnt.. .
Preview 1
1
= 1 ·1
OK j ICa ncel
• Click the Printing Options tab.

• Choose the correct feed method for your printer.
• Click OK .
• Click Add to Document if you are working with a letter.
• This will display a version of the completed envelope.
OR
• Click Print to just print the envelope.
Instructions
You will work on Exercise 1 and you will be asked to do the following:
OPEN the Envelopes and Labels document.
CREATE a size 10 enve lop e with a delive ry address and a return address.
NAME the document 'Session 9' and close.
Printing a Document
• Once a document has bee n pre viewed, it is ready to be printed; various print options
are available, such as printing the entire document, or printing only a few pages.
• With your document opened, make sure that the printer is switched on, is on-line
and loaded with paper.
• To print a copy of the whole document, click on Print.
• Printing selected pages of a document:
o Add a nun1ber to the top of each page nmnually, then select File -+ Print
o From the 'Print' dialog box, locate the Page range section and in 'Pages' type 2.
Select OK to print just page 2.
o Try to print pages 2 through to the end of the docun1ent using File -+ Print.
o In Pages in the Page range area, type 2.
• To print more than one copy at once, increase the number in the 'Number of copies' box.
• To print the current page, i.e. the page the Cursor is on, select Current page.
Figure 3: Print Dialog Box

in1 DD
Printer""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""="=""""="i'
me: I HPl aserJet G
Statu 4l Idle
1-1' LaserJet 4l
s:
Type:
\\lnternetmachine D Print to fi[e
\hp41
Where:
Comment:
age range- - - - - - - - - - --,- opies- - - - - - - - - - --,
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Number of i;_opies : JD
r Curr§f'lt page 1ect1on
("' Pag_es : -------- 17 Col at e
Enter page nunbersand/or page ranges
separated by commas. For example, I,3, 5-12
Print hat: jDo - - :j-Pa ges in range

cumen t Qption7s
n:t
I, OK Cancn
Printing Selected Text
Selected text can be considered as a con1plete document when printing.
• Open the document
• Highlight the paragraph or text you want to print
• Select File -+ Print.
• Click on Selection from 'Page range' .
• Click OK.
Figure 4: Printing Selected Pages

Print DEi
r,Prin t er
ame:
Status: Ty pe : Where:
Commen t :
J
Idle
I-IP Lo,ser.Jet 1L 11 eyoperties
I
:,p a,oe ranoe HP Laser Jet 4L
\\lntemetmachine\hp-41
Q Prin t t o fil_e
,copies
Number ol t.opies:
r8.• Ji -;-I
CCurr '!_nt page ©_ el. rlJ f-"co11*
r. Enter
Pa,g,es: I
pagen.......bers and/Of' page ranges
separated by commas. For examp6c, 1, 3,S- 12
II
&&
Pr int t: )o cx u me n t i..lJ ptjn<: )Allpages in range .!]'
Qptions.. •
I I OK
I Cancei I
Printing Labels
• Word allows you to print a single mailing label or a full sheet of mailing labels.
• To print mailing labels, select Tools from the main menu.
• Selec t Letter s and Mailings -+ Envelopes and Labels from the cascading menu.
• T he 'E nve lop es a nd Labels' dialog box will appear.
• Select the Labels tab.
• Enter the address in the Address: field.
• Select Full Page of same label or Single label.
o Click Options.
o The 'Labels Options' dialog box will appear.
o Select the product number for the labels you are using.
o Select the printing tray.
o Click OK .
o Click New Document to view the labels in a new document.
OR
o Click Print to just print the labels.
Figure 5: Labels
Envelopes and labels l'.8J
1.. 1
add-es::: JJ •0 Use cell.m address I fmt I
IA BC CONSlRUCTION "II [ NewQoo.anent I·
1511 Main Street
!Sanford, SC 37222
(999) 333-2222
I[ · C'Noeel 11
:
vi: s .. t,
- E-pos@Qe Properties...
Label
Pmt A- y standard, 5160
Adcress
0oA page of the - label
01a1>e1
[-]
Tracking Changes
• The Track Changes feature of Word allows multiple people to work on a document,
and for suggested changes to be tracked.
• To track changes to a document:
o Select Tools -+ Track Changes from the main menu. The 'Track Changes' feature
will be active.
o Change the document formatti ng or edit the text. Notice how the changes are
documented on the screen.
Figure 6- Red Word Regresent Tracking Changes
1,45.MallWay,
Dutbam, NC V703
I January 15. 2007 - ·...,f rOffll.lue« ""
nger
ources Director ABC DistributingCompany I23Learning St.t:eet Raleigh, NC 27606
I am interested in
I Dear Jvlr. Granger, - -;.: : : : :::"
applying for the Adminis1rative Assistant job opening al
ABC DtStributing, Inc. I have five years of experience in a variety of
Source: Goodwill Community Foundation, 2002.
Accepting and Rejecting Changes

• When you rece ive a Word document that has been edited using the Track
Changes feature, you will need to decide whether you want to accept or reject
each of the changes.
o To accept or reject changes:
o Select View from the main menu.
o Select Toolbars ... Reviewing.
o The Reviewing Toolbar will appear.
Figure 4: Reviewing Toolbar

•
J 7$'4!:
Reviewing Toolbar
•
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Word
Instructions
You will work on Exercise 2 using the word docun1ent 'Personal Letter which was used in
session 4. You will be asked to do the following:
• Turn on the Track Changes function.

• Make some edits to the document (for example, delete a word and replace it with
another, add a sentence , revise a sentence).
• Use the Next and Previous buttons to review the changes.
• Use the Accept Changes button to accept several changes.
• Use the Reject Change button to reject several changes.
• Save the document as 'Personal Letter Session 9' and close the document.
Inserting Comments
• Microsoft Word provides several tools for document collaboration.

• One of these features allows you to insert con1ments into a document and
provide suggestions to the document's author without changing the original text.
• To insert a con1ment:
o Position your cursor next to the word where you would like to insert a con1ment.
o Select Insert -+ Comment from the main menu.
o The 'Reviewing' toolbar will appear at the top of the page and a 'con1ment
balloon' will appear in the margin.
o T ype your comn1ent in the balloon.
o Click outside the balloon.
Viewing and Editing Comments

• Word provides you with several document collaboration tools.
• One of these tools allows a person to insert con1ments into a document, and a
different person to view and edit those con1ments.
• To view and edit/delete con1ments:
o Select View -+ l\tlarkup from the main menu.
o View the con1ments in each con1ment balloon and decide whether to modify the
document based on the con1ment. Right-click each con1ment balloon after
reviewing the con1ment.
o Select Delete Comment.
o Click the Next Tool on the Reviewing Toolbar to move to the next con1ment in
the document.
Figur e 5: Deleting a Con1ment
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Key Points
• In printing enve lop es, select Tools from the main men, then Select Letters and Mailings
-+ Envelo pes and Labels from the cascading menu.
• The Envelopes and Labels dialog box will appear and select as appropriate.
• To T rack Changes to a Document: Select Tools -+ Track Changes from the main menu.
The Track Changes feature will be active.
• To accept or Reject Changes: Select View from the main menu. Select Toolbars -+
Reviewing.
• The Reviewing Toolbar will appear. Position your cursor next to the first
proposed change.
• Click the Accept Change or Reject Change button
• To Insert a Con1ment: Position your cursor next to the word where you would like
to insert a con1ment.
• Select Insert -+ Con1ment from the main menu
• To View and Edit Con1ments: Select View and view the con1ments.
Evaluation
• What are the steps in printing envelopes?
• What are the steps in using track changes tool?
• What are the steps in accepting and rejecting changes?
Reference
• Bott, E. & Siechert, C. (2001). A1icrosoft Windows XP Inside Out.
st
• Cook, L.R. (2001). Computer Fundamental s - Understanding How they Work. (I
Session 9: Printing and Managing Documents in MS IOI
Word
• Hernite r, M.E. (2000). Personal Computer Fundamentals for Students,
• Joos , I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett 's Publis hers Int
ernational.
Hall.
• O ' lear y, T. J & O' lear y, L. I. (2006). Computing Ersential s, Introductory Edition. Boston

Applications
Word
Session 10: Merging Documents, Mail Merge, and
ll......JTemplates in MS Word
Learning Objectives
• Compare and merge documents in Microsoft Word
• Create new documents using templates in Microsoft Word
• Use Mail Merge in Microsoft Word
Compare and Merge Feature

• T he 'Compare and Merge' feature of Microsoft Word allows you to con1pare
two documents and merge them into one document.
• To compare and merge two documents:
o Open one of the files you would like to con1pare and merge.
o Select Tools -+ Compare and lVlerge Do cuments from the main menu.
o The 'Con1pare and Merge Documents' dialog box will appear (See Figure 1).
o Select the document you wish to work with.
o Click the drop-down arrow on the Merge button.
o Select lVlerge into current document to merge the two documents you selected
into one document.
o Use the 'Reviewing toolbar' to either accept or reject each proposed change
Fi ure 1: Con1 are and Mer e Documents

--------------------------- -
Comp11re and Merp,e Documents !1]
SampeOoo.merb "
,t:!Jc- L«tcr.dcK
"!}t:melopesand Labels.doc
.t!}lotte<. Jclne$OlwWa-9 .doc
:!]lettemead,doc
Creating New Documents Using the Templates
• Microsoft Word provides several ways to create a new document.

• You can start with a new, blank document or you can use a predefined templa te.
Session 10: Merging Documents, Mail Merge, and Templates in MS Word 103
• A template is a sample document, or pattern, that you ca n personalize.
• To use a template:
o Select File -+ New from the main menu.
o The ' New Document' task pane will appear.
o Look in the Templates section of the New Document task pane.
o You can access templates from three locations:
• Ten1plates on Office Online
• On my computer
• On my websites
o Select On my computer to view templates that are preloaded on your computer.
o Click one of the eight category tabs:
• General
• Legal Pleadings
• Letters & Faxes
• Mail Merge
• Memos
• Other Documents
• Publications
• Reports
o Select one of the ten1plates to view it in the Preview section.
o Click OK. The template will appear in your Word window.
o Insert your text into the template.
o Sa ve and close the document.
Letters&Faxes
§ , .a
-
Preview
Agenda Batch Contemporary
Wizard Conversi... • Resume
1 '3
"•a 1 • 010
Elegant Professional Resume U 1 : 1J 1-1 lii Id 17

l S l P J> ::1 :,: ,:, :,.i
Resume Resume Wizard
Create New
0 DocumentO Template
Templateson OfficeOnline OK Cancel

Instructions
• Open Word.
• Look at several of the templates on your computer.
• Select one of those templates.
• Enter text into the template.
• Save the document as 'Session 10' and close the document.
Using Mail Merge

• Select Tools on the main menu.
• Select Letters and l\tlail ings -+ Mail l\tlerge
• The 'Mail Merge' task pane appears and will guide you through the six main steps to
complete a mail merge.
• You will have many decisions to make during the process.
• The following is an example of how to create a form letter and merge the letter with
a data list.
o Choose the type of document you wish to create.
o In this example, select Lette rs.
o Click Next.
o Select Use the current document.
o Click Next.
o Select the Type a new list button.
o Click Create to create a data source.
o The 'New Address' List dialog box appears.
To Edit the New Address List

• Click Customize in the dialog box.
• The 'Custon1ize Address List' dialog box
appears. oSelect a field and click Delete.
o Click Yes to confirm that you wish to delete the field.
o Continue to delete any unnecessary fields.
o Click Rename. The 'Rename Field' dialog box appears.
o Enter the new name you would like to give the field in the To: field.
o Continue to re name any fields necess ary.
o Click OK to close the Custon1ize Address List dialog box.
• Enter the necessarydata in the New Address List dialog box.
o Click New Entry to enter another record.
o Click Close when you have entered all your data records.
o Enter the file name you wish to save the data list as.
o Choose the location you wish to save the file.
o Click Sa ve.
o The 'Mail Merge Recipients' dialog box appears and displays all the data records in
the list.
o Confirm the data list is correct and click OK.
o Click Next: Write your letter
• Write a letter in the current Word document. Stop writing when you reach a place in
the letter where you wish to enter a field from your data record.
To Insert Data from the Data List
• Click the Insert lVlerge Field s button.
• The 'Insert Merge fields' dialog box appears.
• Select the field you would like to insert in the docun1ent.
• Click Insert.
• Notice that a placeholder appears where information from the data record will
eventually appear.
• Repeat these steps each time you need to enter information from your data record.
• Click Next: Preview your letters in the task pane once you have completed your letter.
• Preview the letters to make sure the information from the data record appears correctly
in the letter.
o Click Next: Complete the merge.
o Click Print to print the letters.
o Click All.
o Click OK in the 'Merge to Printer' dialog box.
o Click OK to send the letters to the printer.
• The Mail Merge wizard allows you to complete the mail merge process in a variety
of ways.
• The best way to learn how to use the different functions in Mail Merge is to try to develo
p several of the different documents (such as letters, labels, envelopes) using the
different types of data sources.
Instructions
Open a new, blank Word document.

Open the Mail Merge task pane.
Explore the different Mail Merge features until you are fan1iliar with then1.
Mail Merge Process
Performing a Mail lVlerge: A Process with Several Steps

• Select the document type.
• Select a 'Starting Document' .
o The starting document (or main document) contains the text that is the same in all
of the merged documents.
o You can create a new main document or use any existing document as the main
document.
• Select the recipients.
• All mail merges require two files: the main document and the data source.
• The data source contains the information you want to appear on the main document.
• You can create a new data source, use an existing data source, or use a database as
the data source.
• Write your letter.
o Write and/or edit the starting document and specify where you want to insert
the information from your data source into your starting document.
• Preview your letter(s).
o Preview how your document will appear when combined with the information in
the data source.
• Complete the merge
o Merge the data from the data source into the merge fields in the starting
document, creating a unique document for each record in the data source.
• Use the current document:
o Use the document you currently have opened on your screen as the starting document.
o You can use any of your Word documents as a starting document.
o For exan1pel, you could open a letter and delete specific information, such as
the client's name and address.
o If the starting document is a new blank document, you ca n create the
starting document from scratch as you would do with any other document.
• Start from a template:
o Create a starting document by using a ready-to-use mail merge template that you
can edit and custon1ize to meet your needs.
• Start from existing document:
o Open an existing mail merge document and make changes to the content
and recipients as needed.
To Select the Document Type

• Select Tools - Letters and Mailings - Mail lVlerge from the menu.
o Mail merges can be created in five different document types:
• Letters, E-mail messages, Envelopes, Labels, and Directory.
• Select the type that is best suited for your needs.
To Select a Starting Document

• To select the 'Starting Document' specify how you want to set up the starting docun1ent
you want to use in your mail merge. Depending on your selection, you can do one of
several things for the starting document:
o Use the current document: You will need to either create a new, blank document
from scratch or open an existing document and edit it as needed.
o Start from a ten1plate: You will need to specify the ten1plate you want to use for your
main document and edit it as needed.
o Start from an existingdocument: You will need to open the existing mail
merge document and edit it as needed. Select the type of document you want
to create.
o You can create letters, e-mails, envelopes, labels, and directories.
To Select the Recipients

• Select from one of the following options in the 'Mail Merge' task pane:
o Use an existing list.
o Select from Outloo k contacts.
o Type a new list, then continue by following the steps listed below in the Mail
Merge task pane.
• To create field names for a new list: In the Mail Merge task pane, select Type a new list
and click Create.
o Click Customize to add, delete, and/or edit the default fields.
o Select a field in the 'Field Name' list and click Delete to delete a field.
o Click Add and enter the new field.
o Repeat as necessary, until you have entere d all the fields you need in the 'Field Name'
list.
• To enter records to the data source with the data form:
o In the 'Mail Merge' task pane, select Type a new list and click Create.
o Press Tab to move to the next field and Shift + Tab to move to the previous field.
o Click New Entry to add a new record. Click Delete Entry to delete a record.
o Click Close when you' re finished entering and/or modifying records.
o Click the column heading you want to sort the address list by (o ptional).
o Check or uncheck the check boxes to the left of recipients to add or remove a
recipient from the mail merge (optional).
o Click OK .
To Write Your Letter

• To insert an address:
o Place the insertion point where you want to insert the address block.
o Click Address block in the Mail Merge task pane.
o Specify the format and elements you want to appear in the address and click OK.
• To insert a greeting line:
o Place the insertion point where you want to insert a merge field.
o Click Greeting line in the Mail Merge task pane.
o Specify what you want to appear in the greeting line and click OK.
• To insert Merge Fields into the document:
o Place the insertion point where you want to insert a merge field.
o Click More items in the Mail Merge task pane, select the field you want to insert, and
click Insert.
To Preview Your Document

• To view merged data in the main document' s merge fields: Click the buttons to preview
the records.
• To edit the recipient list: Click the Exclude Recipient button in the Mail Merge task
pane.
OR,
• Click the Edit recipient list option in the Mail Merge task pane and select the checkbox
of the record you wish to add to the list.
To Complete the l\tlerge

• To merge a document: Click on the option in the Mail Merge task pane that is most
suitable for the purposes of your mail merges.
• You can merge information directly to the printer or to a new document.
• Printer: Click Printer in the Mail Merge task pane.
• Edit individual document: Click the Edit individual document link in the Mail Merge
task pane.
Creating and Working with Labels
• To create mailing labels from a mail merge: Display the Mail Merge task pane
by selecting Tools - Letters and Mailings - l\tlail
Merge Wimrd from the menu.
• Click Labels in the Mail Merge task pane and click Next.
• In the starting document, select the type of label you want to use and click OK.
• Click Next: Select recipients and locate the source of your records.
• Click Next: Arrange your labels and enter the text and/or merge fields you want
to appear in your labels.
• Usually you will want to click the Address Block option in the Mail Merge task pane.
• Click the Update all labels button to copy the first label to the remaining labels.
• Click Next: Preview your labels and preview the labels to make sure they are correct.
• Click Next: Complete the merge.
• Finally, either print the labels, or edit them individually.
Using IF, THEN, and ELSE Fields

• To insert a field, select the field from the Insert Word Field button on the Mail
Merge toolbar.
• Fields are used as placeholders for data that might change in a document or mail merge.
• An IF field prints information only if a specified condition is met.
• For example, adding a con1pany line if a reco rd contains a company field, and
skipping the company line if a record does not contain a company field.
• To Insert an IF, THEN, ELSE statement: Click the Insert Word Field button on
the Mail Merge toolbar and select the If , Then, or Else option.
o Select the Field name you want to use and enter the logical test using the
'Comparison' and 'Compare to' lists.
o Enter the text if the logical test is true in the first text box and the text if the
logical text is false in the second text box and click OK .
Using an Existing Data Source

• You can use Word documents, Microsoft Access databases, Excel worksheets, and
other database files as the mail merge data source.
• To use an existing data source in a Mail Merge: Display the Mail Merge task pane
by selecting Tools - Letters and Mailings - lVIail
Merge from the menu.
o Select recipients in the Mail Merge task pane.
o In the Mail Merge task pane, click the Use an existing list option and click select
a different list.
o In the Open Data Source dialog box, click the Files of type list arrow, and select the
type of database you want to use.
o Click OK .
o Click Next at the bottom of the Mail Merge task pane
o Complete the merge, and choose the option that is most appropriate for your needs.
• If the data source is a relational database, you will need to select the table that
contains the data you want to use.
Activity: Quiz
Instructions
You will work on this quiz individually for 10 n1inutes and after that you will share the responses m groups.
Refer to Worksheet 10.1: Ouiz

Key Points
• To con1pare and merge two documents, open one of the files you would like to
compare and merge.
• Select Tools -+ Con1paer and Merge Documents from the main menu.
• To use mail merge, select Tools on the main
menu. o Select Letters and Mailings -+ Mail
Merge.
o The Mail Merge task pane appears and will guide you through the six main steps to
complete a mail merge.
o You will have many decisions to make during the process.
• Per forn1ing a mail merge is a process with several steps which include:
o Select a starting document.
o Select the recipients.
o Write your letter.
o Write and/or edit the starting document and specify where you want to insert
the information from your data source into your starting document.
o Preview your letters and preview how your document will appear when
combined with the information in the data source.
o Complete the merge.
Evaluation
• What are the steps to compare and merge documents?
• What are the steps to create new documents using templates?
• What are the steps to use Mail Merge?
• What are the steps to Mail Merge?
Resources
• Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
st
• Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for
Healthcare Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett's
Publishers International.
Prentice Hall.
• O' leary, T. J & O' leary, L. I. (2006). Computing Essentials, Introductory Edition.
Session I0: Merging Documents, Mail Merge, and Templates in MS Word 110
•
Worksheet 10.1: Quiz
•
1. To perform a mail merge you need to either create or open these two files:
A. A starting document and a data source.
B. A starting document and a merge document.
C. A mail merge form and a merge document.
D. A data source and a merge field source.
2. You can use an existing document as a starting document for mail merge.
(True or False)
3. What tile contains the information, or records, to be inserted in a mail merge?

A. The main document.
B. The data source.
C. The merge document.
D. The data field.
4. You can open the Mail Merge task pane by:

A. Selecting Table - Mail Merge Helper from the menu.
B. Clicking the Mail Merge Helper button on the Standard toolbar.
C. Selecting Tools - Letters and Mailings - Mail Merge from the menu.
D. Clicking the Mail Merge Helper button on the Mail Merge toolbar.
5. Which of the following is NOT a type of document that you can create using mail
merge?
A. Form letters.
B. Envelopes.
C. Web pages.
D. Directories.
6. You can specify which records you want to include in a mail merge by clicking the
Query Options button in the Mail Merge task pane. (True or False?)
7. Word saves the records for a data source file in:

A. A con1ma delin1ietd text format.
B. A tab delin1ited text format.
C. A rich text file format.
D. A table.
8. You want to add several more addresses to a data source. To do this:

A. Click the Add Record button on the Mail Merge toolbar.
B. Select Tools - Letters and Mailings - Edit Data Source fron1 the menu.
C. Selec t Tool s - Mail Merge - Add Records from the menu.
D. Open the data source document and add the record.
9. Instead of confusing Merge Fields, you want to see the actual records that will
appear in the main document. How can you do this?
A. You ca n't.
B. Select Tools - Mail Merge from the menu and click View Records.
C. Select Tools - Mail Merge - View Records from the menu.
D. Click the View Merged Data button on the Mail Merge toolbar
E7 Session 11: MS Excel Window Features
• Identify basic parts of the Excel window
• Create, open and save workbooks in Microsoft Excel
• Enter, edit and delete data in Microsoft Excel
• Move, copy and delete cell contents in Microsoft Excel
Identifying Basic Parts of the Excel Window

• Microsoft Excel is a spreadsheet package. It is a computer program created specifically
to help in the processing of tabular information, usually numbers.
• T he spreadsheet stores information in rows (across the screen) and colun1ns (down
the screen), forn1ing a worksheet (the Excel term for a spreadsheet)
• Spreadsheets are most con1monly used to manipulate figures.
• They can be used for example for accounting, cash flows, budg eting, forecasts.
• Any job that involves the use of nun1bers can be done on a spreadsheet.
• The biggest advantage that a spreadsheet has over other methods of manipulating data
is its ability to constantly updat e fig ures without the user having to do any
calculations.
• Once a spreadsheet is set up, its calculations will always be correct and any changes
in data are automatically updated.
The Excel Window

• Many items you see on the Excel 2003 screen are standard in most other
Microsoft software programs like Word, PowerPoint and previous versions of
Excel.
• Some elements are specific to this vers ion of Excel.
Session 11: MS Excel Window Features 113
Figure 1: El e ments of Microsoft Excel
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Navigation $heel Tabs

Buttons
• Workbook: Workbook is a unique file created by Excel. Note: a worksheet is also

called a spreadsheet.
• Title Bar: Displays both the name of the application and the name of the spreadsheet.
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• Menu Bar: Displays all the menus available for use in Excel 2003.
o The contents of any menu can be displayed by clicking on the menu name with
the left mouse button.
Figure 3: Menu Bar

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• Toolbar: Some con1mands in the menus have pictures or icons associated with
them; these pictures may also appear as shortcuts in the Toolbar.
Figure 4: Toolbar
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• Columnheadings: Each Excel spreadsheet contains 256 colun1ns. Each colun1n is
named by a letter or combination of letters.
Figure 5: Colunm Headings
I I A I
B C D E F 11
• Row headings: Each spreadsheet contains 65,536 rows. Each row is named by a number.
Fi ure 6: Row Headin s
1
2
3
4
5
• Name box: Name box shows the address of the current selection or active cell.
Figure 7: Name Box

I B4 •
• Formula bar: Displays information entered-or being entered as you type-in the current
or active cell. The contents of a cell can also be edited in the Formula bar.
Figure 8: Forn1ula Bar
• Cell: A cell is an intersection of a colun1n a nd row.

o Each cell has a unique cell address.
o In the fig ure below, the cell address of the selected cell is B3.
o The heavy border around the selected cell is called the cell pointer.
Figure 9: Active Cell B3

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Navigation Buttons and Sheet Tabs
• Navigat ion buttons allow you to move to another worksheet in an Excel workbook.
• Used to display the first, previous, next or last worksheets in the workbook.
• Sheet tabs separate a workbook into specific worksheets.
• A Workbook defaults to three worksheets.
• A Workbook must co ntain at least one worksheet
Workbooks and Worksheets

• A Workbook automatically shows in the workspace when you open Microsoft
Excel 2003.
• Each workbook contains three 'worksheets'.
• A worksheet is a grid of cells, consistingof 65,536 rows by 256 columns.
• Spreadsheet information--text, numbers or mathematical formulas-- is entered in
the differe nt cells.
Columns and Headings

• Column headings are referenced by alphabetic characters in the gray boxes that run
across the Excel screen, beginning with the Colun1n A and ending with Colun1n IV.
• Rows are referenced by numbers that appear on the left and then run down the
Excel screen.
• The first row is named Row 1 and the last row is named 65536.
Figure 10· Colun1ns

A B C D I E I F
1
2 • -- --
3
4 I II I I
5 - - - -
Important Terms
• A workbook is made up of three 'worksheets'.
• The worksheets are labelled Sheetl, Sheet2, and Sheet3.
• Each Excel worksheet is made up of colun1ns and rows.
• In order to access a worksheet, click on the tab that says Sheet#.
The Cell
• An Excel worksheet is made up of colun1ns and rows.
• Where these colun1ns and rows intersect, they fom1 little boxes called cells.
• The active cell, or the cell that can be acted upon, revea ls a dark border.
• All other cells reveal a light gray border.
• Each cell has a name. Its name is con1prised of two parts: the colun1n letter and the
row nun1ber.
Figure 11: Ce ll Point
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Row Heading
Cell Address
• In the following picture the cell C3, formed by the intersect ion of colun1n C and row 3,
contains the dark border. It is the active cell.
Figure 12· Active

A B I C I D E F
1
2
... t t "
3
iI •I
4 I
5
- I - I
6
Important Terms
• Each cell has a unique cell address composed of a cell's column and row.
• The active cell is the cell that receives the data or con1mand you give it.
• A darkened border, called the 'cell pointer' , identifies it.
!\-'loving Around the Worksheet

• You can move around the spreadsheet in several different ways:
o Mo ve the cell pointer.
o To activate any cell, point to a cell with the mouse and click.
o To move the pointer one cell to the left, right, up, or down, use the ke yboard arrow
keys.
To Scroll Through the Worksheet

• The vertical scroll bar located along the right edge of the screen is used to move up
or down the spreadsheet.
• The horizontal scroll bar located at the bottom of the screen is used to move left or
right across the spreadsheet.
Figure 13· Vertical Scrolling Bar
E I F G H ,.._
- -
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Scroll Bar
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- - - -
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Page Up and Page Down

• The Page Up and Page Down keys on the keyboard are used to n1ove the cursor up
or down one screen at a time.
• Other keys that move the active cell are Home, which moves to the first colun1n on
the current row, and Ctrl+Home, which moves the cursor to the top left corner of the
spreadsheet or cell Al.
To Move Between Worksheets

• As mentioned, each Workbook defaults to three worksheets.
• T hese worksheets are represented by tabs-named Sheet1, Sheet2 and Sheet3-that
appear at the bottom of the Excel window.
• To Move from one worksheet to another worksheet:
o Click on the sheet tab (Sheetl, Sheet2 or Sheet 3) that you want to display.
1 6 _, 'l-- - -
1• •••1 \ S h eet 1 ,( Sheet2 l Sheet3 /I< I
Ready NUM
Instructions
You will work on exercise 1 and you will be asked to do the following:
• Try and find the matching pictures or shortcuts in the standard toolbar.
• Click on each of the three worksheet tabs -- Sheet1, Sheet2 and S heet3 --to
practice moving from sheet-to-sheet in the workbook.
• Pract.ice scrolling in the worksheet by using the Page Up (PgUp) and Page Down
(PgDn) keys.
• Use the horizontal and vertical scrollbars to practice scrolling up, down, left and right
in the worksheet.
• Save and close the workbook as 'Session 11'.
Create, Open and Save Workbooks
Understanding File Terms

• The File menu contains all the operations: New, Open, and Close, Save and Save As.
• New: Used to create a new workbook.
• Open: Used to o pen an existing file from a floppy disk or hard drive of your con1puter.
• Close: Used to close a spreadsheet.
• Save A: Used when to save a new file for the first tin1e or save an existing file with a
different name.
• Save: Used to save a file that has had cha nges made to it. If you close the workbook
without saving then any changes made will be Jost.
Fi g ure 14: Save, Save As and Close

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Qpen... Ctrl+ O
lose
2ave Ctrl+S
Save s ...
Creating a Workbook
• A blank workbook is displayed when Microsoft Excel is first opened.
• You can type information or design a layout directly in this blank workbook.
• To create an excel workbook, choose File -+ New from the menu bar.
• The 'New Workbook' task pane opens on the right side of the screen.
• Choose Blank Workbook under the New category heading.
• A blank workbook opens in the Excel window, and the 'New Workbook' task pane
is closed.
Figure 15: O penin g New Workbook

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Figure 16: Blank Workbook
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6 Tem pl a te s
7 Search online for:
8
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10 Templates on Office Online
11 On my compu ter . . .
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Saving a Workbook
• Every workbook created in Excel must be saved and assigned a name to distinguish
it from other workbooks.
• The first tin1e you save a workbook, Excel will prompt you to assign a name through the
Save As operation.
• Once assig ned a name, any additio nal changes made to the text, numbers or
formulas need to be saved using the Save operation
• The 'Save As' dialog box appears.
• Click on the Save In: dropdown menu and locate where the file will be saved. Choose
3 1/2 Floppy (A:) to save the file to a floppy disk or Local Disk (C:)
Figure 17: Save As Con1mand

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Choose t h e Save As c om m and wh en saving an Excel file for
the first tim e.
To Save a new Workbook
• Choose File -+ Save As from the menu bar
• To save the file to your computer
o Type a name for your file in the File Name: box.
o Click the Save button.
..,
..,
To Save Changes Made to an Existing Workbook

• Choose File -+ Save from the menu bar, OR
Click the Save button on the Standard
toolbar.
• If you're saving the file for the first time and you do not choose a file name, Microsoft
Excel will assign a file name for you.
• It is a good idea to save frequently when working in a spreadsheet.
• Losing information is very challenging.
• You can quickly save your spreadsheet by using the quick-key combination Ctr! + S.
Opening a Workbook
• You can open any workbook that has previously been saved and given a name.
• To open an existing Excel 2003 Workbook:
• Choose File -+ Open from the menu bar.
• The Open dialog box opens.
Figure 19: Opening an Existing Workbook

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Session 11: MS Excel Window Features 12 I
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Opening a File
• In the Look in list, click the drive , fo lder, or Internet location that contains the file
you want to o pen.
• In the folder list, open the folder that contains the file.
• Once the file is displayed, click on the file you want to open.
• Click the Open button.
Figure 20: Look In

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Closing a Workbook
• To close an existing Excel 2003 Workbook.
• Choose File -+ Close from the menu bar. The workbook in the Excel window is closed.
• Excel 2003 will prompt you to save information if any has been typed between the
last save and the time you close the file.
Figure 21: Closing Workbook
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Applications Session 11: MS Excel 122
Window Features
Enter, Edit and Delete Data
• Entering text in a cell:
o You can enter three types of data in a cell: text, numbers, and formulas.
o Text is any entry that is not a number or formula.
o Numbers are values used when making calculations.
o Formulas are mathematical calculations.
• To enter data into a cell:
o Click the cell where you want to type information.
o Type the data.
o An insertion point appears in the cell as the data is typed.
Sue 454 Street
I
! Toi ! 555 Street
Insertion point
o The data can be typed in either the cell or the Formula bar.
Figure 22: Text Can be Entered in a Cell or Formula Bar

Text can be entered in the cell or in the Formula bar.
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Figure 23· Tmed Data A1212ears in Both Active Cell and Formula Bar.
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Text appears in both active cell and in the Formula Bar as it is typed.
Counsel and Enter Buttons
• Notice the Ca ncel and Enter buttons in the formula bar.
Name box Fomula bar

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Cancel butt on ----..
Enter button
• Click the Enter button kl. to end the entry and turn off the formula bar buttons.
• Excel's 'Aut0Con1plete' feature keeps track of previously-entered text.
• If the first few characters you type in a cell match an existing entry in that colun1n,
Microsoft Excel fills in the remaining characters for you.
Editing Information in a Cell

• Information in a spreadsheet is likely to change over time.
• Information can be changed in either of two ways.
o Quick and easy method:
• Click the cell that contains the information to be changed.
• Type the new entry.
• The old entry is replaced by the new entry.
o Direct cell editing
o If the original entry is long and requires only a minor adjustment (in spelling, for
example), then you can directly edit the information in the cell.
• Double-click on the cell that contains the information to be changed.
• The cell is opened for direct editing.
• Make the necessary corrections.
• Press Enter or click the Enter button on the Formula bar .J to complete the
entry.
Figure 24: Direct Cell Editing
A I B I C I D
1 Fi rst Nam Last Name Address iPhone
2 John -
Jones 123 Street 555-5555 .
3 Jane Jo Smith 345 Streetl555-1234.
4 !Smith 456 Street 555-5678.
Double-click on the cell and edit information directly in the cell
Formula Bar Editing

• Click the cell that contains the information to be changed.
• Edit the entry in the formula bar.
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2 John Jones 123 Street 565-5565 Edit information
3 Jane Smith 345 Street 565-1234 in the Formula bar
4 Joe Smith 456 Street 56-5 5678
5
6 V
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Deleting Information in a Cell

• To delete data that already appears in a cell:
o Click the cell that contains the information to be deleted.
o Press the Delete key, OR
o Right-click and choose Clear Contents from the shortcut menu.
o See Fig ure 26 below.
• To delete data being typed but not yet added to the cell, cancel an entry by pressing the
Escape key.
Figure 26: Clear Contents

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16
17
18
19
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21

Performing Undo and Redo
• Sometimes, you n1ight do something to a spreadsheet that you didn't mean to do, like
type the wrong number in a cell.
• Excel 2003 allows you to undo an operation. Use the "'• Undo button on the
Standard toolbar to recover an error.
• T he last single action is recoverable.
• To undo recent actions (e.g. typing, formatting), one at a tin1e
0 Click the "'> • Undo button.
To Undo Several Recent Actions at Once

• Click the arrow next to the Undo button.
• Select the desired Undo operation(s) from the list.
• An Undo operation can be cancelled by applying a Redo.
• This is useful when an Undo operation was n1isatkenly applied.
• Remember, a Redo is possible only if you have not changed an Excel spreadsheet
since the last Undo operation was completed:
Redo
• To redo an operation, press ,C\l• R e do button.
the
• To redo several recent undo actions at once:
o Click the arrow next to Redo button.
o Select the desired Redo operation from the list.
o Microsoft Excel reverses the Undo operation.
Selecting l\tl ulti pl e Cells

• The currently-selected cell in Excel is called the 'active cell'.
• You can also select a group of adjacent cells, or a 'cell range' .
• Many operations can be done against a cell range: move, copy, delete or format it.
• A cell range can be defined in different ways: select a specific range of cells,
select multiple colun1ns or rows, or select the entire worksheet.
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Typ ing 'Tom ' in Al
To Select a Range of Cells
• Move to the first cell in the range.
• The mouse pointer becomes a large cross.
• Click-and-hold the left mouse button and drag left or right, up or down to the last cell
you want to select.
Figure 28· The Cells You Selected are Shaded

A I B I C I D E
1 First Name Last Na me Address Ph on e --
John Jones 123 Street 555-5555
-2 Jane Smith 345 Street 555-
-3 4 1234
Joe Smith 456 Street 555-5678
5 •
6 l
To Select All Cells in a Column or Row

• Click the gray colunm heading to select the entire colun1n (Click and drag the
cursor across other colun1n hea dings to select those colun1ns).
D
1F irst Nam Last Name Addre ssPh on e
2John Jane Joe
Jones 123 Street 555-5555
3 Smith Smith 345 Street 555-1234
4 456 Street 555-5678
5
6
7
_,...
i _j
Click on the gra columnheading
• Click the gray row heading to select the entire row. (Click and drag the cursor
down through the row headings select those rows).
Figure 30· How to Select Row

A I B C I I D I E I F
1F irst Nan1e La st Na m e Ad dr eP hon e
2 J ohn Jones 123 Street 555-5555 I I
Jane Smith 345 Street 555-1234

4 Joe Smith 456 Street 555-5678 I
I
5
Clid< on the gray row heading to select the entire row.
To Select the Entire Worksheet:
• Click the gray rectangle in the upper left corner to select entire worksheet.
Figure 31: How to Select Entire Worksheet

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Jones123 Street 555-5555
Smtih345 Street 555-1234
Smith456 Street 555-5678+--
Click on theg_ray rectangle to
• If the cells and columns you want to select are not directly next to one another, select
one of the ranges you want to select , and hold down the Ctrl key while selecting other
ranges.
Figure 32: Selected Area
A C
1 First NameLast Name Address !Phone I
2 John Jones 123 Street 555-
5555
3 Jane Smith 345 Street 555-
1234
4 Joe Smith 456 Street 555-
5678
5
6
7
Moving, Copying and Deleting Cell Contents

• Cut, Copy and Paste are very useful operations in Excel.
• You can quickly copy and/or cut information in cells (text, nun1bers or formulas)
and paste them into other cells.
• These operations save you a lot of time from having to type and retype the
same information.
• The Cut, Copy and Paste buttons are locatedon the Standard toolbar, and are
also choices in the Edit menu.
Figure 33: Cut. Copy and Paste - in Standard Toolbar & Choices in the Edit Menu
(dit I '.!iew Insert F2rma l
Cut. Copy, and Paste Buttons on the Standard Toolbar
"') !J_ndo ClearCtrl+Z
Cut Ctrl+ X / I "'----

Cut Copy Paste
!;;_opy Ctrl+C
Office Clip oard. ..
!:'.aste Ct.rl+V
. Paste 2J)ecial.. .
• The Cut, Copy and Paste operations can also be performed through shortcut
keys: o Cut Ctrl+X
o Copy Ctrl+C
o Paste Ctr!+V
Copy and Paste Cell Contents

• T he Copy feature allows you to copy selected information from the spreadsheet and
temporarily place it on the clipboard, which is a temporary storage file in your
computer's memory.
• The Paste feat ure allows you to select any of the collected items on the Clipboard
and paste it in a cell of the same or differe nt spreadsheet.
• To copy and paste:
o Select a cell or cells to be duplicated.
o Click on the Ltl! Copy button on the standard toolbar.
o T he border of the copied cell(s) takes on the appearance of marching ants.
Figure 34: To Copy and Paste

. -----------------
0 Microsoft Excel - Book2
:
E,lie '- dit '.!'.lew [nsertFQrmat1 ools '.!iew !nsert FQrmat Qata
lJ •
j Arial Lo cil I I 1J ct-. J ")l D !3 &:il l Arial J cl i o\ I - ·j
•
10
l B I-u , -- B5 10 I BI -u J - j-' j
B4 ... f,,= SU M (B2-B3)
A ... f,,
1
B C D
A B C D E
1
2 Sales 34567 2 Sales 34567
3
4
Ex enses
(:: 3:,11
1234 3 Click
4 .------- -----
where
E xpenses the infonnation
1234
'33 ,333 1
will be pasted. Notice the march in
5 5
6 I .
Marching ants appear during the copy process
Copy and Paste in l\'1ore Than One Cell

• Click on the cell where you want to place the duplicat ed information.
• T he cell will be highlight ed.
• If you are copying contents into more than one cell, click the first cell where you want
to place the duplicat ed information.
• Press the Enter key.
• Your information is copied to the new location.
• Be careful if you paste copied cell information into cells that already contain data.
• If you do, the existing data is overwritten.
• You can copy information from many different sources including Web sites, emails
or other Office applications like Word and PowerPoint and paste it into an Excel
spreadsheet.
Cut and Paste Cell Contents

• The Cut feature allows you to remove information from cells in the spreadsheet.
• Informationthat is cut can be pasted in another cell, as long as the pasting occurs
before you perform another operation.
• If you don't paste the cut information in1mediately, it is removed fron1 the
Office clipboard.
• To cut and paste:
o Select a cell or cells to be cut.
o Click on the Cut ;, button on the Standard toolbar.
o The information in the cell is deleted.
o The border of the cut cell(s) take on the appearance of marching ants.
o Click on the cell where you want to place the duplicated information.
o The cell will be highlighted.
o If you want to paste the contents into more than one cell, click the first cell where
you want to place the duplicated information.
o Press the Enter key.
o Your information is pasted to the new location.
o You do not have to paste information that has been cut.
o You can use Cut to delete information from a cell.
!\-'loving Information Using Drag-and-Drop

• Another way to move information from one cell to another is to use the drag-and-
drop method.
• You use the cursor to point to the information to be moved and then drag the cell to
its new location.
• To use drag and drop:
o Highlight and select the cell(s) you want to move to a new location.
o Position the mouse pointer near one of the outside edges of the selected cell(s).
o The mouse pointer changes from a large, white cross and becomes a slender,
black cross with arrows at all ends.
o Keep the mouse pointer on the outer edge of the selected cell, click and hold the
left mouse button and drag the cell(s) to a new location.
o Release the mouse button to move the information to its new location.
Figure 35· Drag and Dro12
A I B I C I A I 8 I C
1 I 1 2451
2S avinqs 2S avinas
245•1 I-t
3 c;,;i I 3
-
4 Large, wtiite cross 4 Slender, black cross
5 5 with arrows at all ends
A B I C D I E
1
2 Savinqs
245•1 --
-3
-4 )
-5 I
-67 I CS:DS ' j
I
Creating a Monthly Budget [Take-Home Assignment)
dsheet that will allow you to track your monthly income and expenses. This file will be used in all of the remaining Excel 2003 Activiti
nment)
Key Points
• Spreadsheets can help organize information, like alphabetizing a list of names or ordering
records, or calculate and analyze information using mathematical formulas.
• Every workbook created in Excel must be saved and assigned a name to distinguish it
from other workbooks.
• You can enter three types of data in a cell: text, numbers, and formulas.
• You can quickly copy and/or cut information in cells (text, nun1bers or formulas) and
paste them into other cells.
Evaluation
• What are the tasks of the following Excel window parts: Title bar; Menu
bar;Toolbar; Formula Bar?
• What are the steps on how to create open and save workbooks?
• What are the steps in entering, edit and delete data in worksheet?
• What are the steps in moving , co pying and deleting cell contents in worksheet?
Reference
• Bott , E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
st
• Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Profess ionals. (4th ed.). Barb Mews, London: Jones & Bartlett 's Publis hers Inter national.
• Morris, M. & Charles, M. (2003) . Logol Computer Designer Fundamentals . Prentice
Hall.
• O ' lear y, T . J & O' lear y, L. I. (2006). Computing Ersentials, Introductory Edition.
Worksheet 11.1: Monthly Budget (Take-Home Assignment)
This is a take-home assignment, therefore you shou ld organize your own time to use a
computer (school or personal computer). In this activity, you will create a spreadsheet that
will allow you to track your monthly income and expenses. This file will be used in all of the
remaining Excel 2003 Activities.
Instructions
• Create a new blank file and save as 'Monthly Budget' , and students should include
their last name in the file name. (Exan1ple: Monthly Budget_Name)
• Parts A & B below are the first steps in creating a spreadsheet that will eventually look
sin1ilar to the imag e in Figure 3 on the following pages.
• The spreadsheet that you create in this assignment will be used in future sessions, so
the work you do today will contribute to future assignments.
Part A - Type the following data in the Figure l · Exanmle Part A

spread Sheet just like the example in Figure 1:
• In cell A1, type Monthly Budget.
:f!) E.ile ditiewInsertFQrmatIools Q
• In cell A2, type Rent or Mortgage. l D L3

A1
aflt leilJ i
... fx! Mont hly B ud get CD
• In cell A3, type Car Payment.
A
• In cell A4, type Cable. 8
• In cell AS, type Power. 1 M onthlv 8•dget
• In cell A6, type Phone. 2 Rent
3 Cable
Car Payment
• In cell A7, type Insurance. Power Phone
4 Insurance Credit Cards
• In cell A8, type Credit Cards. 9 Groceries
5
• In cell A9, type Groceries.
6
• In cell Al O, type Gas. 7
• Type your other monthly bills in Colun1n A, 8
cells Al l -Al4 (if you have any)
• Type Total Monthly Expenses in cell Al5 10 Gas
• Type Income in cell Al6
11 +- ..
• Type Savings in cell Al 7
12
13
.. -
• Save your work. 14
T otal Monthl@penses
Incom e
Savings
18
19 . t
Note: Assignment continued on following page.

Part B - Move the word Insurance from cell A7 to A4 and the word Cable from A4 to A7
using the cut, copy, and paste, and drag and drop features you learned in this lesson.
Enter information into the cells, just like the example in Figure 2.
• Type January in C2.
• Type the corresponding amounts for your Figure 2: Example Part B
monthly expenses and income in Colun1n
C.
• In cell C3, type your rent/mortgage bill :Eileditiew!nsertFQrmatIoolsQ
amount
i D :3 Q l:o @ J..ciLI
• In cell C4, type your Car Payment amount
• In cell CS, type your Car Payment an1ount C1 ... fx1 J anuary C
A B Januarv D
• In cell C6, type your Power bill amount
1Monthly Budget Rent
400•
• In cell C7, type your Phone bill amo unt 2Car Paymen t
• In cell C8, type your Cable bill amount 3Insurance 150
• In cell C9, type your Credit Card bill amount 4 44
• In cell C l O, type your Grocery/Food 5 Power 65
6 Phone I 50
bill estin1aet
7 Cable 85
• In cell Cl 1, type your Gas bill estimate
8 Credit Cards 0
• In cells Cl2 - C16, type the amount of any 9 Groceries 200
addit ional bills you have listed. 10 Gas 100
• In cell Cl 7, type your Income 11
• Note: Be sure to leave cells Cl5 and Cl7 blank. 12
• Save and close the Monthly Budget file. 13
14
15 Total Monthly Expenses
16 Income 2400
17 Savings
18 I -
Note: The amounts in Figure 2 Colunm C are just examples. U you are personalizing this
budget, the numbers should correspond to actual amounts for your personal expenses.
2005 Monthly Budget
January February March April May June July
1
Rent $250.00 $250.00 $250.00 $250.00 $250.00 $250.00 $250.00
2
3
Car Payment W.00 W.00 W.00 W .00 W.00 W .00 W .00
Cable $30.00 $30.00 $30.00 $30.00 $30.00 $30.00 $30.00
4
Power W .00 -00 -00 -00 -00 W .00 -00
5
6 Phone m .oo m.oo .oo m .oo $ .oo m .oo -oo
7 Insurance $45.00 $45.00 $45.00 $45.00 $45.00 $45.00 $45.00
8 C--r--edit Cards $100.00 $100.00 $100.00 $100.00 $100.00 $100.00 $100.00
Groceries $300.00 $300.00 $300.00 $300.00 $300.00 $300.00 $300.00
--9'--1
10 Gas $175.00 $175.00 $175.00 $175.00 $175.00 $175.00 $175.00
11
12
13
5
14
Monthly Expenses $972.00 $977.00 $980.00 $980.00 $997.00 $989.00 $1,005.00
1 Income $1,200.00 $1.200 00 $1 ,200.00 $1,200.00 $1.200 00 $1 ,200.00 $1,200.00
16 Savings
17 $228.00 $223.00 $220.00 $220.00 $203.00 $211.00
18
19
20
$195.00 ..
Note: Your work will not look like Figure 3 after this assignment; there are still
more assignments that will lead you to a product that looks like this. You will work
on this spreadsheet in future assignments in future sessions.
E7 Session 12: Creating Formulas in MS Excel
• Create simple formulas in Microsoft Excel
• Create complex formulas in Microsoft Excel
• Use functions in Microsoft Excel
Creating Simple Formulas

Formulas
• In school, you lear ned formulas used to calculate math problems.
• Microsoft Excel uses these same formulas to perform calculations in a spreadsheet.
• A formula can be a combination of values (numbers or cell references) and
math operators (+, -, /, *, =) into an algebraic expression.
• Excel requires e very formula to begin with an equal sign(=).
• The following table illustrates the mathematical operators learned in school and those
represented in Excel 2003.
School Excel 2003

Addition + +
Subtraction - -
Multiplication X *
Division I I
Equals - -
• The result of a formula-the answer to 2+3, for example-displays in the cell on the
Excel worksheet.
• The formula is visibl e only in the formula bar.
• A formula's result will change as different numbers are entered into the cells included
in the formula's definition.
! B4 I· X ../ f,, SUM(B1:B3)l
Creating a Simple Addition Formula

• A sin1ple formula in Excel contains one mathematical operation only: one nun1ber plus a
second number equals a third number.
• Writing a sin1ple formula is very eas y: 1+1.
• T he only difference in Excel is that all formulas must begin with the equal sign (=).
• It is not enough to type 1+1 in Excel because what will appear in the cell is "1+1."
You must begin the equation with an equal sign, or =1+1.
• This holds true for any formula, simple or con1plicated, that adds, subtracts, multiplies or
divides.
• Let's add two numbers to create a third, 128+345=473. In Excel, this would be expressed
by the formula , =128+345, as shown below.
Session 12: Creating Formulas in MS Excel 137
Figur e l · Exa mgle of S in1gel Math Formula in Excel
B2 .... .& I =12s+34s
A I B I C D
1 I
2
3
i 473•1
The fOfm ula , =1 28+3 4 5, produces an answer of 473.
4
To Create a Simple Formula that Adds two Numbers

• Click the cell where the formula will be defined.
• Type the equal sign(=) to let Excel know a formula is being defined.
• Type the first number to be added (128, for example)
• Type the addition sign (+) to let Excel know that an add operation is to be performed.
• Type the second number to be added (345, for example)
• Press Enter or click the Enter button on the Formula bar to complete the formula.
Creating a formula which adds two Cells

• Excel 2003 enables include cell references in formulas.
• A formula can add the value of two cells-B2 and B3, for example.
• T ype any two values in these two cells and the fom1ula will adjust the
answer accordingly.
• Using this method to calculate two numbers-128 and 345, for example-requires that
you type 128 in cell B2, for exan1pel, and 345 in cell B3.
• The Excel formula, =B2+B3 , would then be defined in cell B4.
To Create a Simple Formula that Adds the Contents of Two Cells

• Type the nun1bers you want to calculate in separate cells (for example, type 128 in
cell B2 and 345 in cell B3).
• Click the cell where the answer will appear (B4, for exan1ple).
• Type the cell number that contains the first number to be added (B2, for example).
• T ype the addition sign (+) to let Excel know that an add operation is to be performed.
• T ype the cell number that contains the first number to be added (B3, for example).
Figure 2· Show Formula and Total
SUM X .J .fi. j = SUM(B2+8)3
A 8 C I D
1 I '
2 128
3 345
4 = SUM(B2! B3)I
5
6 1
85 ... .fi.l
Type the A B I C D I
formula. =8 2+83 , in cell B4 and press En ter to see the result.
-
1
2 128
- +
473
345
3
- 5
6 I•I
Creating a Simple Subtraction Formula Using the Point-and-Click Method

• Formulas can be created by using either numbers or cell references in the definition.
• You can also use the mouse to select the cells to be used in the formula instead of
typing the cell number or cell reference.
• Using this method, we are going to write a sin1ple formula that subtracts one cell
from another: =B3-B2.
Figure 3· Subtraction Formula

AVERAGE ... X .J .fi. =83-82
A B C D I E
1
:----- - -
2 1 2 8 Fonnula =B3-82 subtracts
3 cell 83 from cell 8 2.
345
4
5
!= 83-B2j I
6 - • --
t
Creating a Simple Formula using the Point and Click Method
• Type the numbers you want to calculate in separate cells (for example, type 128 in
• Type the equal sign (=) to let Excel know a formula is being defined.
• Click on the first cell to be included in the formula (B3, for example).
• Type the subtraction sign (-) to let Excel know that a subtraction operation is to
be performed.
• Click on the next cell in the formula (B2, for example).
• If you include multiple cells in the formula, re peat steps 4 and 5 until the entire formula
is entered.
Creating Simple Multiplication Formulas
• Creating multiplication formulas is very sin1ilar to addition and subtraction formulas.
• To multiply two cells the formula, B2 a nd B3, you would need to insert a
multiplication operator* between then1, =B2*B3.
Figure 4· MultiQlication Formula

A B C I D I E
1 I I
2 128
3 - 345Fonnula =B2*B3 multiplies cell B2 by the cell B3
4 =B2''83I •I
5
6
I
To Create a Simple Formula that Multiplies the Contents of Two Cells

• Type the numbers you want to calculate in separate cells (for exan1pel, type 128 in
• Type =
• T ype a mathematical operator (Exan1ple: the multiplication syn1bol *). The
operator displays in the cell and Formula bar.
is entered.
• Press Enter or click the Enter button on the Formula bar to con1plete the formula.
Creating Simple Division Formulas

• Creating division formulas is very sin1ilar to the addition, subtraction and
multiplication formulas.
• To divide the contents of cell B2 by cell B3, you would need to insert a division operator
/ between them, =B2/B3.
Figure 5· Divides Forn1ula

A B C I D I E
1
2 , 128_ Fonnula =B2/B3 divides cell
3 345 B2 by cell B3.
4
=B2/B3I I
•
5
6 t
To Create a Simple Formula that Divides One Cell by Another

• Type the numbers you want to calculate in separate cells (for exan1pel, type 128 in
• Click the cell where the answer will appear (B4, for exan1pel).
• Type the equal sign (=) to let Excel know a formula is being defined.
• T ype a mathematical operator (Exan1ple: the division symbol/).
• The operator displays in the cell and Formula bar.
is entered.
• Very In1portant: Press Enter or click the Enter button on the Formula bar. This step
ends the formula.
Creating Complex Formulas
Complex Formulas Defined

• Sin1pel formulas have one mathematical operation.
• Complex formulas: Invol ve more than one mathematical operation.
• The order of mathematical operations is very inlportant.
• If you enter a formula that contains several operations--like adding, subtracting
and dividing--Excel 2003 knows to work those operations in a specific order.
• The order of operations is:
o Operations enclosed in parenthesis
o Exponentialcalculations (to the power ot)
o Multiplication and division, whichever comes first
o Addition and subtractio n, whicheve r comes first
o Using this order, let us see how the formula 120/ (8-5)*4-2is calculated in
the following picture in Figure 6.
Fi gure 6: Exa mple of Complex Forn1ula

1 20 / (8 - 5 )* 4 - 2 Perform the operation in parentheses
first: 8-5=3
formula be c omes
1 20 / 3* 4- 2 Because the division comes before the

multiplication, divide 120/3=40
formula becomes
40*4- 2 Next, the multiplication takes place
l)efore the subtraction: 40* 4=160
formula becomes
160- 2
Finally, 160-2=158
The final answer is 158
Session 12: Creating Formulas in MS Excel 14 I
Activity: Exercise
Instructions
You will work on this exercise and you will be asked to follow along:
2*(6-4) =? Is the answer 8 or 4?
If you ignored the parentheses and calculated in the order in which the numbers appear, 2*6-4, you'd get the wron
You must follow the order of operations to get the correct answer.
• Let's explore some more formulas to make sure you understand the order of operations by
which Excel calculates the answer.
F Hrnre 7 Exanin1es Of' C on,n1ex Formu1as

*3/2 Multiply 5*3 before perforn1ing the division operation because the
multiplication sign comes before the division sign. The answer is
7.5.
S/3*2 Divide 5/3 before performing the multiplication operation because
the division sign comes before the multiplication sign. The answer
is
3.333333.
5/(3*2) Perform the operation in parentheses (3*2) first and divide 5 by this
r es ult. T he answer is 0.833333.
S+3-2 Add 5+3 before performing the subtraction operation because the
additio n sign comes before the subtraction sign. The answer is 6.
5-2+3 Subtract 5-2 before performing the additio n operatio n because the
subtactio n sign comes before the addition siirn. The answer is 6.
-2 *3 Multiply 2*3 before perforn1ing the su btractio n operation
because the multiplication sign is of a higher order than the
subtaction sign. The answer is -1.
(5-2)*3 Perform the operation in parenthesis (5-2) first and then multiply by
3. T he answer is 9.
Creating Complex Formulas in Excel

• Excel 2003 automatically follows a standard order of operations in a con1plex formula.
• If you want a certain portion of the formula to be calculated first, put it in parentheses.
• If we wanted to add the contents of cell B2 and cell B3, for example, and then take that
answer and multiply it by the data in cell A4, then we would need to define the following
formula: =(B2+B3)*A4.
• Enter the numbers you want to calculate.
• Click the cell where you want the formula result to appear.
• Type an open parenthesis, or (
• Click on the first cell to be included in the formula (cell B2, for example).
• T ype the addition sign (+) to let Excel know that an add operation is to be performed.
• Click on the second cell in the formula. The reference B3 displays where you want
your result.
• End the B2+B3 operation by adding the close parenthesis, or )
• Type the next mathematical operator, or the multiplication symbol (*) to let Excel
know that an multiply operation is to be performed.
• Click on the third cell to be included in the formula, cell A4.
• Very Important: Press Enter or click the Enter button ../ on the Formula bar.
• This step ends the formula.
• Try changing one of the values in the formula and watch the answer to the
formula change
Figure 8· Co m12Iex Formula Box

SUM ... X .J ,& ) = (8 2 + B3)* A4
A B C I D I E I F
1
2
3
4
5
97
The formula
128
3 45
=(82+8
= (82
t t I
3)' A4 first adds 128 and 345 and then multiplies the answer by 97.
+8 3r'fAj
6
7
.-
8
I
I
I
9
Filling Formulas to Other Cells

• Sometimes, you will write a formula that gets used a lot in different places of
a worksheet.
• For example, a spreadsheet may contain several colun1ns of nun1bers.
• Each colunm will contain a formula that adds all the numbers in it.
• You could write the formula several times, once in each colun1n.
• Or you could copy-and-paste it into each colun1n.
• T he 'fill formula' method allows you to copy a formula and fill it into many
different consecutive cells at the same tin1e.
• The mouse pointer changes to a black crosshair when passed over the fill handle, or
the square box in the lower right corner of the cell.
Using the Fill Handle to Copy a Formula to a Surrounding Cell

• Click on the cell that contains the formula to be copied.
• Position the mouse pointer over the fill handle.
• Click and hold the left mouse button, and then drag the contents to the cell that's
to receive the fill formula.
• Select the Copy Cells option in the fill formula drop-down menu.
Figure 9· Filling Formulas to Other Cell
B5 • ;'i- ) = (B 2+B 3)*A4
A I B I C I D E F
1
2 t 1 28
3
4 t97
345
7
5
6 i
The mouse pointer changes to a black corsshair when passed over the fill h a n dle .
7
8
9 Fill Handle
10
11
12

_J
---t
Copy and Paste a Formula
• T he cell references in a formula are automatically updated when the formula is copied
to other cells in the spreadsheet.
• You can also use copy and paste to copy a formula to other cells.
• The process to copy and paste a formula is identicalto that process used to copy and
paste text.
• To Copy and Paste a Formula
o Select the cell that contains the formula to be copied.
o Click the [.Q Copy button. Marching 'ants' appear around the copied cell(s)
(See Figure 11 on following page).
o Select the cell where the copied formula is to be pasted, and press the Enter key.
o The formula is copied to the new location.
Figure 10· Co12y: the Formula in Cell

B5 ... fx l = (B2+B3)*M
A B I C I D I E F G I H
f--
1
2 -· 1 28 I I
:
C
f--
3 971 345 I I .
f
C
4
f- I 1 T i
5 45881 0 0 0 I
f--
1 .'
6
- /
•
I- .
-
f--
78
9
,&0
Copy the formula in cell 85 and fill it
l@I
01
Copy Ce
Fill E.ormat ing Only
-
10 ('!
- .
f--
into cell s C5, D5, and E5. Fill WithQu. t Formatting
11
12 ---+
7 '
- •
i o .3Eiledit
:'!) Q Yi.ew l L
InsertFQrmatIools -I
j Arial • 10 ...1B I Lt)
uJ
8
4 ... fx = SUM(B2-B3)
A BCD
1 -1-
2 Sales 34567
3 Expenses 1234
4 [:: :f{.1
5
Marching ants appear during the copy process
Revising Formulas
• You can revise any formula that was previously written in a worksheet.
• To revise a formula using the keyboard:
o Double-click the cell that contains the formula you want to revise.
o The cursor can now move left and right between the values in the formula in cell B5.
o Make the necessary changes to the formula.
o Press the Enter key or click the Enter button to accept the new formula.
Fieure 12· To Reolace Cell

SUM ... X .J f;, =B2+83
A B C D
1
2 Sales 34,567.00
3 E x penses 1,234.00
4 - ·
5
35,124.00 l
=B2+B3I I
6
7
8 To replace cell B2 with cell C3 in your
9 formula. type C3 where 82 appear s
10 and then delete B2. -
11 -
Creating an Absolute Reference

• In earlier lessons we saw how cell references in formulas automatically adjust to new locations
when the formula is pasted into different cells.
• Sometimes, when you copy and paste a formula, you don't want one or more cell references to
change.
• Absolute reference solves this problem.
• Absolute cell references in a formula always refer to the same cell or cell range in a formula.
• If a formula is copied to a different location, the absolute reference remains the
same.
• An absolute reference is designated in the formula by the addition of a dollar sign
($).
• It can precede the column reference or the row reference, or both.
• Examples of absolute referencing include:
o $A$2 The column and the row do not change when copied.
o A$2 The row does not change when copied.
o $A2 The column does not change when copied.
• To create an absolute reference:
o Enter the numbers you want to calculate (e.g., 34,567 in cell B2 and 1,234 in cell B3).
o Then, create a simple formula (=B2+B3).
Figure 13· Sin:mle Formula

B5 ... f,, =B2+83
A I 8 C I D I E
1
2 Sales 34,567.00 45,234.00
3 Expenses 1,234.00 21,543.00
4
5
6 I 35,801.00! i t
7
• To create an absolute reference in the formula just created, insert a$ value before the B
(colun1n reference) and 2 (row reference) in the reference to B2 so the new formula
reads: (=$B$2+B3)
Figure 14· Absolute Colunm and Absolute Row Reference

SUM ... X ..J t,, =$8$2+83
A B C D E
1
2 Sales 34,567.00 - 45,234.00- -
3 Expenses 1,234.00 21,543.00
4
\J$2+B3I I• 5
6
a$ value before the Band 2 lo create an absolute column reference (SB) and absolute row reference ($2).
7
8
9
10
• Copy and Paste the formula to another adjacent cell.

• T he formula now includes an absolute reference to B2, (=$B$2+D3).
Figure 15: Copy and Paste Formula
D5 I• fi, = $8 $2+D3
A B .\ D
1
4
5
2 Sales
3 Expenses
34,567.00
1,234.00
,--------
i 35 . Qt QQI
\ 45,234.00
21,543.00
I 56 110.001
6
7
8 The pasted cell retains the absolute ....
9 r eference to cell $8$2 while the second --.,
reference has changed from 83 to 03. II
10
11
12 I
Using Functions
• A function: A pre-defined formula that performs con1mon mathematical functions.
• Functions save you the time of writing lengthy forn1ulas.
• You could use an Excel function called Average, for example, to quickly find the
average of range of numbers.
• Or you could use the Sum function to find the sum of a cell range.
• Excel 2003 contains many different functions.
• Each function has a specific order, called 'Syntax', which must be strictly followed for
the function to work correctly.
• Syntax order:
o All functions begin with the = sign.
o After the= sign define the function name (e.g., Sun1).
o Arguments: numbers, text or cell references-enclosed by parentheses.
o If there is more than one argument, separate each by a con1ma.
• An example of a function with one argument that adds a range of cells, B3 through B10
is shown below in Figure 16.
Fi gure 16: Exa n1pel of Function with One Argument

SUM(B3:B10)
/ I
eaual sign function name argumen1
• Exampl e of a function with more than one argument that calculates average of nun1bers
in a range of cells, B3 through Bl 0, and C3 through Cl0 shown below in Fig ure 17.
Figure 17: Examp le of Function with More Than One Argument

=AVG(B3:B10 , C3:C10)
I
eaual sign
\
funct ion name
\
argument
• Excel literally has hundreds of different functions to assist with your calculations.
• Building formulas can be difficult and time-consun1ing.
• Excel's functions can save you a lot of tin1e and headaches.
Excel's Different Functions

• There are many different functions in Excel 2003.
• Some of the more con1mon functions include:
o Statistical functions
• SUM - sun1mation adds a range of cells together.
• AVERAGE - average calculates the average of a range of cells.
• COUNT - counts the number of chosen data in a range of cells.
• MAX - identifies the largest number in a range of cells.
• MIN - identifies the smallest nun1ber in a range of cells.
o Financial function s
• Interest rates
• Loan payments
• Depreciation amounts
o Date and tin1e functions:
• DATE - Converts a serial number to a day of the month to day of a week
• DAYS 360 - Calculates the number of days between two dates based on a 360-
day year
• TIME - Returns the serial number of a particular time
• HOUR - Conve rts a serial number to an hour
• MINUTE - Converts a serial nun1ber to a n1inute
• TODAY - Returns the serial number of today's date
• MONTH - Converts a serial number to a month
• YEAR - Converts a serial number to a year
• You don't have to memorize the functions but should have an idea of what each can
do for you.
Finding the Sum of a Range of Data

• The AutoSum function allows you to create a formula that includes a cell range-
many cells in a colun1n, for exan1ple, or many cells in a row.
Figure 18· AutoSum function

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I
---
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---
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-
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B _..,,... I
1 C I D F G
2 I
3
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4 - 128
5 Highlight the range
------------- ;
of numbers to be added and click the AutoSum button in the .standard toolbar.
345
243
6
97
.
7 i
187•

' t
Calculating the AutoSum of'a R ange o f' Da ta
• Type the nun1bers to be includ ed in the formula in separate cells of colun1n B (Ex:
type 128 in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell BS and 187 cell B6).
• Click on the first cell (B2) to be included in the formula.
• Using the point-click-drag method, drag the mouse to define a cell range from cell B2
through cell B6.
• On the Standard toolbar, click the Sum button.
• The sum of the numbers is added to cell B7, or the cell in1mediately beneath the
defined range of numbers.
Figure 19· Formula' =SUM (B2·B6) Defined to Cell B7

B7 fi< = SU M (B 2 B 6)
A B C I D I E
1 _J
2
-1-28 1-- '
3 The AutoSum of cells345B2 through B6 is added to cell B 7. Notice the formula,

4 S U M (B 2 :B 6 ) , defined in
243 cellB7.
5 97
6
7
187
10001
i
8 I T I t -
Finding the Average of'a R ange of' Num bers
• The Average function calculates the average of a range of numbers.
• The Average function can be selected from the Aut0Sun1 drop-down menu.
• To calculate the average of a range of data:
o Type the nun1bers to be incl uded in the formula in separate cells of colun1n B (E.g :
type 128 in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell BS and 187 cell B6).
o Click on the first cell (B2) to be included in the formula.
o Using the point-click-drag method, drag the mouse to define a cell range from cell B2
through cell B6.
o On the Standard toolbar, click on the drop-down part of the AutoSum button. l: •
o Select the Average function from the drop-down Functions list.
o The average of the numbers is added to cell B7, or the cell in1mediately beneath the
defined range of numbers.
Figure 20· Average Function from the Dro2-Down

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4 243 More Eunctions...
5 97
6
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-
Figure 21 · Formula• =AVERAGE (B2·B6)• Defined to Cell B7
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B7
A ... f,, = AVERAG E ( B2 B6)
1 B CD I. E
2 128
The Average of cells B2 through B6 is added to cell B7.
3 345
4 243
5 Notice the formula,
97
=AVERAGE(B2:B6), defined in cell B7.-
6 187
-I
7
8
i 200 1 •
To Access Other Functions in Excel

• Using the point-click-drag method, select a cell range to be included in the formula.
• On the Standard toolbar, click on the drop-down part of the AutoSum button.
• If you don't see the function you want to use (Sum, Average, Count, Max, Min),
display additional functions by selecting l\'1ore Functions.
• The 'Insert Function' dialog box opens.
• There are three ways to locate a function in the 'Insert Function' dialog box.
Figure 22· Accessing Excel 2003 Other Functions

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4 97
5
187•
'u
6
7
. I
• You can type a quest ion in the 'Search for a function' box and click GO, OR
• You can scroll through the alphabetical list of functions in the Select a function field, or
• You can select a function category in the Select a category drop-down list and review
the corresponding function names in the Select a function field.
• Select the function you want to use and then click the OK button.
Figure 23: Search for a Function Box
---------------------
Insert Function
-
m
2earch for a function:
Type a b rief de scrip tio n of what you want to do and then click Go
o
Or select a a t ego r y : 'D-at-e &,Ti-me--------- = V
I
DATEVALUE D AY
DAYS360 HOUR Functions associated with the Date & Time category.
MINUTE MONTH
DATE( year ,m onth,day )
Retu rn s the number that represent s th e date In Microsoft OfficeExcel date-timecode.
Helo on this function .!.I. o_K_ ,! !Cancel
Creating a Monthly Budget (Take-Home Assignment)
nthly Budget spreadsheet that you created in the previous take-homeassignment in Session 11. You will be guided by your tutor
Referto Worksheet 12.1: Monthly Budget Spreadsheet (Take-HomeAssignment)
Key Points
• A formula can be a combination of values (numbers or cell references) and
math operators (+ , -, / , *, =) into an algebraic expression.
• Excel requires every formula to begin with an equal sign(=).
• The order of mathematical operations is very important.
• If you enter a formula that contains several operations--like adding, subtracting
and dividing--Excel 2003 knows to work those operations in a specific order.
• Each function has a specific order, called 'synta x' , which must be strictly followed for
the function to work correctly.
• Syntax Order include all functions begin with the= sign, after the= sign define the
function name (e.g. , Sum), one or more argume nts (numbers, text or cell
references) enclosed by parentheses and if there is more than one argume nt,
separate each by a comn1a.
Evaluation
• When is the equal sign(=) used?
• What is the order of mathematical operations?
• If there is more than one argument, how do you separate then1?
Session 12: Creating Formulas in MS Excel 15 I
References
• Bott , E. & Siechert , C. (2001). J\1icrosoft Windows XP Inside Out.
ed.). Vatage Press.
Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett's Publishers International.
Hall.
Session 12: Creating Formulas in MS 152
Excel
• Worksheet 12.1: Monthly Budget Spreadsheet (Take-Home
• Assignment)
This is a take-home assignment, therefore you should organize your own time to use a
computer (school or personal computer). In this activity, you will work on the Excel
document that you created in the take-home assignment for the previous Session 11. This file
will be used in all of the remaining Excel 2003 activities.
Instructions
• Open your saved Excel file named 'Monthly Budget Name'
• Complete the steps below in Parts A, B & C.
Part A
• Add cells C2 through Cl O using a handheld calculator, the calculator on your computer,
or pencil and paper.
• If you included additional monthly bills in cells Cl 1 through 14, add cells C2 through
Cl4 together to get your total monthly expenses.
• How long did it take you to add all those numbers? Well, in this activity, you will
learn how quickly Excel can do the math for you!
• Type the total you came up with in cell Cl5.
• Type a subtraction formula in C17 that subtracts the amount in Cl 5 from the amount
in Cl6.
• Now add cells C2 through Cl 1 (or Cl4 if you have more entries) using the Sum
function in Excel (See Figure 1 below) - Was that easier than using a calculator?
Figure 1: Sun1ofC2 through ClO

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A B D
1Monthly Bud Rent Janua r
2 400
Car Pa)'ment 150
Ins urance 44
n -5--- -Powe rl
65
P hone
Cable[
- §QJ
Credit Cards 85
0
Groce ries
10 Gas
2 0 0
11
12 Add the expenses in C2 through C10
together. If you included extra expenses
13 in C11 through C1 4 , add All of these
14 expenses together.
Total Monthly Expens e s
Income2400
Saving ---+
18
PartB
• Fill the formula defined in cell C17 to D17 through N17.
• Type Percent Saved in Al 8. (See Figure 2 o n following page).
• Write a formula in Cl8 that devides your monthly Saving s Amount (Cl7) by
your monthly Income (Cl6).
PartC
Type the following in Row 1:
• February in D1
• March in El
• April in Fl
• May in Gl
• June in Hl
• July in 11
• August in J1
• September in Kl
• October in L1
• November in Ml
• December in Nl
• Total in 01
T hen:
• T ype the amount of your expenses in eac h cell in Colun1n D (cells 2 through 17), just like
you did with Colunm C in Part B.
• Delete the nun1ber in Cl 5.
• Type a functio n in cell Cl 5 that adds the range of cells, C2 through C14.
• Fill the formula from Cl5 to Dl5 through 015.
• Type your income for the month of February in D16.
• Type a formula in 0 17 that adds your savings for the year. Since you have only
entered data for the month of January and February , this amount indicates your
savings for the two months.
• Your spreadsheet should look sin1ilar to the example in Figure 2.
• Save and close the 'Monthly Budget' spreadsheet.
Figure 2: Example Completed Monthly Budget
C15 .,,. fx =SUM(C2:C14)

A 8 C D E F G
1 Monthly Budget January FebruaryMarch April May
2 Rent 400 400
3 Car Payment 150 -
150
'I
4 Insurance 44 - 44
•
5 Power 65 75
. I
I
6 Phone 50 100 .
7 Cable 85 85 '
8 Credti Cards 20011
0 10Gas .'
9 Groceries 200 20012 .
100 12513 .
- 14 .
15 Total Monthly Expen II
I
'
'
t
1094•1 •
16 Income 2400
I ' - - - -
17 Savings 1306 0 0 0 0
18 Percent Saved 0.54416 - - - -
7 .
19 I I I
I
Note: The numbers in your spreadsheet will differ based on the personalized figures that you
have entered. The above Figure 2 is just an example.
Session 13: MS Excel Worksheet Layout and
ll......JManagement
Learning Objectives
• Work with multiple worksheets in Microsoft Excel
• Insert and delete rows and colun1ns in Microsoft Excel
• Change colunm width and row height in Microsoft Excel
Working with Multiple Worksheets
Naming Worksheets
• At the beginning of this course, we learned that the tabs displayed at the bottom of
the screen are named Sheet1, Sheet2 and Sheet3.
• These are not very informative names.
• Excel 2003 allows you to define a meaningful name for each worksheet in a
workbook 'Checkbook', 'Reports', 'Accounts' -so you can quickly lo cate information.
• To name a worksheet:
o Double-click the sheet tab to select it.
o The text is highlighted by a black box.
o Type a new name for the worksheet.
o Press the Enter key.
o The worksheet now assumes the descriptive name defined. (See Figure 1 below).
Figure 1: Nan1ing a Worksheet

I I
,.16•I • ., I
Shee t l ,( Sheet2 2Sheet3 / I< NUM
Ready .
I
,.16•I • ., Check bo ok She efil ISheet3 I<
Ready NUM
Inserting Worksheets
• Microsoft Windows have the ability to insert new worksheets if needed or delete
others that you no longer want.
• To insert a new worksheet:
o Choose Insert -+ Worksheet from the menu bar (See Figure 2).
o A new worksheet tab is added to the bottom of the screen.
o It will be named Sheet4, Sheet5 or whatever the next sequential sheet number may
be in the workbook
Session 13: MS Excel Worksheet Layout and 157
Management
Figure 2· Inserting a Worksheet
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8,_ows (
olumns
Worksheet
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Deleting Worksheets
• Any worksheet can be deleted from a workbook, including those that have data in it.
• Remember, a workbook must contain at least one worksheet.
• To delete one or more worksheets:
o Click on the sheet(s) you want to delete.
o Choose Edit -+ Delete Sheet from the menu bar.
o Click the Delete button to remove the worksheet and all the data in it.
Figure 3· Deleting a Worksheet

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---------------------------------
Microsoft Excel
_L Data may exist in the s heet(s) se lected for d elet ion. To permanently delete the data , pre ss Delete .
Dele te I Cancel
• Note: Another way to delete or insert a worksheet is to right-click on the sheet to be
deleted and then select Delete or Insert from the shortcut menu.
Figur e 4· Deleting a Worksheet from the Shortcut Menu

39
40
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-
41
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Grouping and Ungrouping Worksheets

• A workbook is a multi-page Excel document that contains multiple worksheets.
• Sometimes you will want to work with the worksheets one at a tin1e as if each is a
single unit.
• Other times, the same information or formatting may need to be added to
every worksheet.
• You can type and retype the same information in each worksheet, or apply
identical formatting, or you can group the worksheet and enter the information
once.
• Worksheets can also be combined together into a group.
• Grouping worksheets allows you to apply identicalformulas and/or formatting across
all the worksheets in the group.
• When you group worksheets, any changes made to one worksheet will also be changed
in any other worksheets in the group.
• If many worksheets are to have the same data--regions, departments, quarters, months,
weeks and days, for example--then you type it once and it will appear on every
worksheet included in the grouping.
Figure 5· Grouging Worksheets
A 8IC J anuary DIE FI
.J...
2 Income
Fe bnm1y March A1>ril
A
May
B C D E F
3
7 Rent .J... J anuary Fe brn a Ma rc h A11ril May
C
2 Income ry A 8 I
,l '
.2.. P ower
Cable
P hone
4 Rent
.2.. P ower
'" .J...
,l
2 Income -
JanuaiyFebruary M
's Cable 4 Re nt
..2... Food Phone .2.. Power
10 Gas 's Cable
g Cm Payment Misc . ..2... Food
10 Gas 's
Phone
J-2.
14 Sav in us gCar Payme nt Misc.
..2... Foo d
10 Gas
15
Ts Total Re mainin<
J-2.
14 Savinos g Car Payment Misc .
JL 15 J-2.
18 Ts Total Re maininu1 '" 14 Sav inos
"• • .,,. Sheetl 1Sheet2 i Sheet3 1 JL I
18 Total Re nrninin11 I '"
"• • H \ Sheet! Sheet2 _Sheet3 / JL '
18
"• ••• \ Sheet! ,( Sheet?.J..S. hee t3 j
• To group worksheets
o To select one worksheet, click on the sheet tab.
o To select more than one worksheet, hold the Control key down and click on one
or more worksheet tabs in the workbook.
o To select all worksheets in a workbook, right-click on any worksheet tab and choose
Select All Sheets from the shortcut menu.
o When finished entering, moving, copying or formatting the data, you will need to
ungroup worksheets.
o If you do not ungroup the sheets, any work you do in one sheet will be duplicat ed
in all the others.
• To ungroup worksheets
o Right-click on any of the selected worksheet tabs.
o Choose Ungroup Sheets from the shortcut menu.
!\-'loving Worksheets
• When you move a sheet, you are moving it to a new location in this or another workbook.
• To move a workbook:
o Select the worksheet you want to move/co py.
o Choos e Edit -+ !\-'love or Copy from the menu bar.
o In the 'Move or Copy' dialog box, use the drop down boxes to select the name of the
workbook you will move the sheet to (the current workbook is the default).
o Also define where you want the sheet positioned in the workbook.
o Check Create a copy to copy it.
o Click the OK button to move the worksheet to its new location.
workbook you will move the sheet to (the current workbook is the default).
o Check Create a copy to copy it.
o Click the OK button to mo ve t he worksheet to its new location.
Figure 6- Moving Worksheets

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Copying Worksheets
• When you copy a sheet, you make an exact copy of it.
• To copy a worksheet:
o Select the worksheet you want to move/co py.
o Choose Edit -+ !Vlo v e or Co p y from the menu bar.
workbook you will copy the sheet to (the current workbook is the default).
o Click the Create a copy checkbox.
o Click OK to create an exact copy of the worksheet and move it to the location
Figure 7: C opy ing

Worksheets -----------
----------
Move or Copy IBJ Move or Copy (8J

M ov e selected sheet s Move selected sheet s Io book:
Io book: ls ook2
IBook! efore sheet: efore sheet:
Sheet ! 5heet2 5heet3 Checkbook Sheet 2 Sheet3

(move to end) (move to end)
0r eate a copy
r.,I,.........................., ...
L.l.[ r, at e a CO!).Y.J
11... o_K I I Cancel

, o_K ,l [Ca n ce l

Applications
Session 13: MS Excel Worksheet Layout and Management 16 I
Inserting and Deleting Rows and Columns
• You can insert a row in a spreadsheet anywhere you need it; Excel moves the
existing rows down to make room for the new one.
• To insert a row:
o Click anywhere in the row below where you want to insert the new row.
o Choose Insert -+ Rows from the menu bar.
o A new row is inserted above the cell(s) you originally selected. OR
o Click anywhere in the row below where you want to insert the new row.
o Right-click and choose Insert from the shortcut menu.
o Choos e the Entire Row radio button, click the OK button.
• Select multiple rows before choosing Insert to add rows quickly.
• Excel inserts the same number of new rows that you originally selected.
Figure 8· I nsert Rows into Worksheet

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4 Total •
1$358 ei cture
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7
8
I - 0fE.n'i:i;.·e..r.o;;;.;1
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Cl ick in the row below
9 where you want to insert a new row and then choose Insert >> Rows from the menu bar.
10
- . O_K_,J.[.. c _a_n_c_e_l__,
••
A 8 I C D E
J_
2 Sales $34,567.00 "
E xpen s es T otal A B I C
$1 .234.00,1, 1
$35 801.
,_5 Ji,Cut - 2 Sales $34,567.00
7 opy
- 3 Expens es1 $1 234 00
e.a s te
'8 Pa st e 2P e cia l . . .
5
4
I 1 I
g $35,801 001 1
6 Total
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- 2002
--
16 -- Eo rma t Cells. . .
17 Pie F r om Dr o p -d o w n Li st ... -
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Session 13: MS Excel Worksheet Layout and 162
Management
Inserting a column
• In Excel, you can insert a column anywhere you need it.
• Excel moves the existing colun1ns to make roon1 for the new one.
• Click anywhere in the colunm where you want to inse rt a new colun1n.
• Choos e Insert -+ Co lumns from the menu bar.
Figure 9: I nserting Column
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olumns Worksheet
...
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-M
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-2 i c
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-3 Car Payment
ame
-- •
-4
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Ctrl+K
•
'lt,.,
_§_
-78 35.00 35.00
• A new colun1n is inserted to the left of the existing colunm. OR,
• Click anywhere in the colunm where you want to insert a new colun1n.
• Right-click and choose Insert from the shortcut menu.
• The Insert dialog box opens.
• Click the Entire Column radio button in the Insert dialog box, click the OK button.
Figure 10· Inserting Colun1n into Cell

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-
Rent 2 soo ooLJoooo 0 Shift cells gown
Gas Electric
3 I 45.00 55.00
Grocieri4es Insurance Car Payment Cable , -,111 0 Entire tow
50.00 0 fEntir.e i;_olumn)
In t e rn e t Credit Cards Day ca re Cut opy e_aste
5 E- 1 30 00=
6
Gasoli ne
110.00 -
Pasteecial... . OK_ !, I Cancel
7 250.00
8 !?!ii
35.00
9 50 .00
10 55.00
11 tnsert.. .
500.00 Qelete...
12
I BO.DO
13 Misc. 250.00 Clear Coo.tents
14 Total 2 155.00 2
• You can also select multiple colun1ns before choos ing Insert to add colunms quickly.
• Excel inserts the same nun1ber of new colun1ns that you originally selecte d.
Figure 11 · A New Colun1nInserted to The Left of the Existing Colun1n

A 8 I C D I E
1 M onthly Bills J anuary M arch
2 Rent 600.ool 600.00
-
3Gas Electric Groci eri es 45.00 55.00
4 Insurance 50.001 i 60.00I
5 130.00 150.00
6 110.00 - 110.00
7 Ca r P ay m ent 250.00 -- 250.00
8 Cable 35.00 35.00
9 Int ernet 50.00 50.00
10 Credit Cards 55.00 155.00
11 Day care 500.00 500.00
12 Gasoli ne l 80.00 60.00
13 Misc. 250.00 300.00
14 T otal 2,155.00 2,325.00
15 A new column is inserted between the January and March columns.
16 Monthly Wage f 2 ,400.001
17
18
19
Savings
I 2 45.00
I
Deleting Columns and Rows

• Colun1ns and rows are deleted in much the same manner as inserting colunms and rows.
• To delete a row and all Information in it
o Select a cell in the row to be deleted.
o Choose Edit -+ Delete from the menu bar.
o Click the Entire Row radio button in the ' Delete' dialog box.
o Click the OK button.
Figure 12 : Sh o w How to Delete Row

A B C D
1 Monthly Bills January March
2 Rent 600.00 600.00
3 Gas 45.00 55.00
4 El ectric 50.00 60.00
5 Gl'Ocie1i e s • 130.00 150.00
6
7
l nsu n•u
Car Pay, Delete L8J
8
Ca
9
bl Inte rn Cre dit C
Delete
10 Day
0Shift
c ceDs [eft
11 oli Misc Tota 0Shift eels yp
Gas
12
13 0 ! - -CC? ]
14 0Entire i;,oluim
15
16 M onthly "'"""',----z:-
17 = ---.
• To delete a column and all information in it:
o Select a cell in the colun1n to be deleted.
o Choose Edit -+ Delete from the menu bar.
o Click the Entire Column radio button in the ' Delete' dialog box.
Figure 13 : Show How to Delete a Colun1n

A B C D E
1 Monthl Bills Jamm Mar ch
2 Rent 600.ool 600.00
3 Gas 45.00 55.00
4 es Insurance Car 1Payment
Electric Grocieri 350. 00.000.
Cable . j --_ __J60.00
5 Internet 150.00
6 110.00 110.00
7
8
L 250.00
-------
250.00
-
g DeIet e (8)
Delete
10Credit Cards
lf-- --+-- 0
11 Dacare Gasolin e Shift cells [eft
12 Mi sc. 0 Shift cells 11P
1
13
14 T otal 2, Q Entire tow
11-- --1--
15
-
0 \Entiriiiciu;inn]
16 Monthly Wage
17
2, r oK j c an_c__e_l l
18 Savings
19
t
Changing Column Width and Row Height
Adjusting Column Widths

• By default, Excel's colun1ns are 8.43 characters wide, but each individual colun1n ca n be
enlarg ed to 240 characters wide.
• If the data being entered in a cell is wider or narrower than the default colun1n width, you
can adjust the colun1n width so it is wide enough to contain the data.
Figure 14 : Unadjusted Colun1n

82 • 12345678
A B C D
-I- : 1 1WI
1
Monthly Bills M arch
2
Rent nnnr.r.n.... 600.00
3 Gas ) 45.00 • 55.00
4 Electric This example shows a case
5 Grocierie where the number entered
6 s in cell B2 is larger than the
column width.
7 Insurance -- - . -- -- - . --
8 Car Payment 35.00 35.00
Cabl e
• You can adjust colun1n width manually or use AutoFit.
• To manually adjust a column width:
o Place your mouse pointer to the right side of the gray colun1n header.
o The mouse pointer changes to the adjustment tool (double-headed arrow).
o Drag the Adjustment tool left or right to the desired width and release the
mouse button.
Figure 15: Adjusted Colunm

A 8 D E
1-1---- M onthly Bills J anu a
1
+- Rent 600.00
I 2 600.00 55.00 The mouse pointer
Gas ,
45.00 · changes to the
f--
3 60 Do
4 etric
50.00
5 Groci eri es 130.00 Adjustment tool
150.00
A I B I C
1 M onthly Bills January March
2 Rent 600.00 600.00
3 Gas 45.00 55.00
!-- 7
I
4 Electric 50.00 60.00
5 Grocieries 130.00 150.00
6 Insura n ce 110.00 110.00
7 Car Pay ment 250.00 250.00
8 Cable
9
Internet Notice
Credit Cards n---- ---- - the difference in the
10 width of columns 8 and C.
11
• To AutoFit the column width:

o Place your mouse pointer to the right side of the colun1n header.
o Double-click the column header border.
o Excel ' Auto Fits' the colun1n, making the entire column slightly larger than the largest
entry contained in it.
• To access AutoFit from the menu bar, choose Format -+ Column -+ AutoFit Selection.
Adjusting Row Height

• Changing the row height is very much like adjusting a colun1n width.
• There will be times when you want to enlarge a row to visually provide some
space between it and another row above or below it.
• To adjust row height of a single row:
o Place your mouse pointer to the lower edge of the row heading you want to adjust.
o See Figure 16.
o Drag the adjustment tool up or down to the desired height and release the mouse
button.
Figure 16· Adiusted Row Height
A B C
1 M onthl Bill s Ja nuary Ma
rch
2 Rent 600.00 600.00
3 Gas 45.00 55.00
4 Electric 0.00 60.00
5
6
7
Grocieri es
In surance
t- 1 .OD
<H'\
-t n
150.00
-tn rv,
8 Car Pa:·ment The mouse pointer changes

9 to Cable the Adjustment tool.
1 --
Internet -.Jt.J ·'-' '-' -.JV . \J V
0 Credit Cards 55.00 155.00
A B C
• January 1 M onthly Bills March

2 Rent 600.00 600.00
3 Gas I 45.00 55.00
4
5 Electric
0 .0 50 0 .0 0 6
6
7 Grocieries
- ·- -- - - - · -
8 In suran ce
9 Notice the differencein
Car Paym ent height between row 1
1 Cable and the other rows in
0 Int ern et the spreadsheet.
• To AutoFit the row height:

o Place your mouse pointer to the lower edge of the row heading you want to adjust.
o Double-click to adjust the row height to 'AutoFit' the font size.
o Excel 2003 'AutoFits ' the row, making the entire row slightly larger than the largest
entry contained in the row.
Creating a Monthly Budget (Take-Home Assignment)
thly Budge t spreadsheet that you worked on in the previous take-home assignment in Session 12. You will be guided by your tutor
et (Take-Home Assi2nment)
Key Points
• By default, each new workbook in Excel 2003 defaults to three worksheets named
Sheetl , Sheet2 and Sheet3.
• You have the ability to insert new worksheets if needed or delete others you no longer
want.
• Select multiple rows before choosing Insert to add rows quickly.
• Excel inserts the same number of new rows that you originally selected.
• By default, Excel's colun1ns are 8.43 characters wide, but each individual colun1n can be
enlarged to 240 characters wide.
• If the data being entered in a cell is wider or narrower than the default colun1n width, you
can adjust the colun1n width so it is wide enough to contain the data.
Evaluation
• How do you enter name to a worksheet in a workbook?
• What are the steps to insert and delete Rows and colun1ns?
• How to change colunm width and row height
Reference
• Bott , E. & Siechert, C. (2001). J\1icrosoft Windows XP Inside Out.
st
Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett 's Publishers International.
• Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Pre
ntice Hall.
• O' leary, T. J & O' lear y, L. I. (2006). Computing Essentials, Introductory Edition.
• Worksheet 13.1: Monthly Budget (Take-Home Assignment)
•
document that you worked on the take-home assignment for the previous Session 12.
This file will be used in all of the remaining Excel 2003 activities.
Instructions
• Open your saved Excel file named 'Monthly Budget_Name '
Part A
• Rename Sheet 1-2005, Sheet 2-2006, Sheet 3-2007 (See in Figure 1 below).
exan1pel
• Insert two worksheets and name them 2008 and 2009
• Move the 2008 and 2009 worksheets so they are in1mediately following the 2007 sheet
• Use the Grouping features so that the 2006, 2007, 2008 and 2009 sheets contain the same
information as Colun1n A and Row 1 of the 2005 sheet
• Delete the 2009 sheet.
PartB
• Delete the blank Colunm B.
• After you delete the blank Colun1n B it may look like this.
PartC
• AutoFit the colun1n width ofColunm A.
• Manually adjust the colun1n width for any colun1ns that you need to enlarge. For example,
Colun1n A may need to be adjusted so the word Car payment fits in the cell
(See Figure 2).
• Adjust the row height of Row 1 to at least double its current width.
Figure 1: Example of Renan1ing Sheets

15 Total Mont Expens 1094 1379 - I - I - I
In come 2400 2400
-16
-.
Savni gs 1306 1021 - 0 - 0 0 --
17
-18 - -
Percent Saved 0.544167
19
-,02 , \ 2 00 s / 2006- J 2007 -;_ 20 0s l

r
I<
l Uti
I
: t V
> 1=
.
1-- ·
2009 '7
Ready NUM . '
F Hrnre 2: E xamoIe of· Need to Ad.mst w·Id th Of' Co Iun1n A
A 8 C D E F
1 Monthly 81January FebruaryMarch April May
2
Rent 400 400 -" "
3 PaymE Insurance 150
Car 150
4 - - 44
- 44
5
Power Phone
- 75
65
6
Cable
7 L 50
85
- 100
85
8 Credit Care - - 200
0
9 Groceries Gas -
200
200
10 "
125
11 100
12
13
14 " " "
15
Total Mont Income 1094 1379
16
Savings 2400 2400
17 - 1306
-
1021 0
-
0
-
0
18Percent S, 0.544167 - -
19
Note: The width of Colun1n A in Figure 2 above is too narrow because the words of each cell
in Colunm A cannot be seen. T herefore , it is necessary to adjust the colun1n width.
E7 Session 14: Dealing With MS Excel Cells
Learning Objectives
• Insert and delete cells in Microsoft Excel
• Manage text and cell alignments in Microsoft Excel
• Format numbers in Microsoft Excel
• Apply font, colour and borders to cells in Microsoft Excel
Inserting and Deleting Cells
Inserting a Cell
• When working in an Excel 2003 worksheet, you may need to insert or delete cells
without inserting or deleting entire rows or colun1ns.
• To insert cells:
o Select the location where the new cell(s) should be inserted.
o It can be a s ingle cell or a range of cells.
o Right-click and choose Insert.
• Note: You cou ld also choose Insert -+ Cell on the menu bar.
oThe 'Insert' dialog box opens.
o Select either:
• Shift cells right to shift cells in the same row to the right.
• Shift cells down to shift selected cells and all cells in the colun1nbelow
it downward.
o Choose an option and click the OK button; your result displays in the spreadsheet.
Figure l · I nserting a Cell

A I B I C I D I. E F
....L I
.
--------
2
3 S ale s 3,4 567 .00
se r tn (8)
.
..3--- E xpen se s 1 23 4.
35 80 1.
+ ; Insert
I
.. 0 Shift cells r[ght
-
J_
8
t ... 0 ,.
Cut
o p y east e Paste
0[nsert...
Q.elet e ...
.
.
0 [shiit.,ei-is i
0En tire [ ow
.1
'gI--- -ti,
0Entire !;.Olumn
ig-hclk on the cell (CS)
.J.Q_Rwhere the new cell is to be inserted. clal...
11
12
Cliek the Insert option in
" ,_ _oKJ [Cancel
,J1. the drop-down menu . "I)
14.
-
I 5
Source: Goodwill Community Foundation
....J
Clebr COQtents
Insert Comment - Insert dialog box
2002
Deleting a Cell
To physically delete the cell from the spreadsheet:
• Right-click and choose Delete.
• The 'Delete' dialog box ope ns. Select either:
o Shift cells left to shift cells in the same row to the left.
• Choose an option and click the OK button.
Session 14: Dealing With MS Excel Cells 17I
• Your result displays in your spreadsheet.
o Shift cells up to shift selected cells and all cells in the column above it move upward
• Choos e an option and click the OK button.
• Your result displays in your spreadsheet.
Figure 2: Deleting a Cell

A B C D E F
1
2
3 Sales
4
5 Expens e•
6
7
8
9
,_
10 eoste
11
12
13
14
15
POSle...
i,,sert...
C!ele(e...
---
Figure 3: Shifting Cell Up
A B C D E
1
2
3 Sales 34,567.00
4
5
E,,,,,I 1, 234 001
6 ,
7 35 ,801 .00
8 ------- -
9 DeIete (g]
10 Delete
11 0Shift cells [eft 0 [Shift _cellsypJ
You can delete multiple cells at the same time.
Q Entire cow
12
1i....;.;:'-I
0Entirer olumn
13
14 o_K_ I [ca_n_ce_l
15
16
17
18
19
l\tl erg in g ce lls

• In Excel 2003, you have anothe r alignment option available: merge and centre.
• This is performed when you want to select one or more cells and merge them into a
larger cell.
• The contents will be centred across the new merged cell.
• The picture below shows why we might want to merge two cells.
o The spreadsheet presents last month and this month sales and expenses for Sally.
o Notice that Sally's name appears above the last month colun1n.

Applications Session 14: Dealing With 172
MS Excel Cells
To evenly centre Sally's name across the two cells we would perform a merge
o
and centre.
• To merge two cells into one:
o Select the cells that you want to merge.
o It can be cells in a column, row or both columns and rows.
0 Click th,Pm . ,l\lferge and Center button on the standard toolbar.
o The two cells are now merged into one.
Jl •
[ Arial • 10•BI .....;;;;...i,. I i i;:i;: L 8J • .t\. •

l,-..- C1 -""""t"- ..:'=-
... .,.f',",.,' Sa_yll :
i;- - --A- -- --
8
- - -'-c- -'- -0 -- --i-Merge and Center, _G_,
1
Highlight the 2cells to be merged and then click
S all•
the
Merge and Center
3 button on the standard toolbar.
Last Month This M onth
Sales 34 567 00 32 564 00
4 1·4· 3 '· arrow at the end or the toolbar to view the buttons that may not be visib
If you do not see the bu tton E, select
xpensethe
s downward
,23 .00 poin ting
,251.00
5
6
7
8 35,801.0035,815.00
9
1 A II B I
Sallv D
C E
2 Last Month This
Month •
--
3 Sales 34,567.00 32,564.00
4 Expenses 1,234.00 3,251.00
5
6
7
8
t 3 5,801.00 35,815.00
Manage Text and Cell Alignments
Using the Standard Toolbar to Align Text and Numbers in Cells

• You've probably noticed by now that Excel 2003 left-aligns text (labels) and right-
aligns nun1bers (values).
• T his makes data easier to read.
Figure 5· L ef t Align of Text and Right Aligned of Numbers in Cells
A I 8 C I D
1 I
2 -
3 Sales 3 4 ,5 67 .00 1
4 J E x p en s e s 1, 23 4 . 00
5 -
I I
6 Te xt , by d e fau l t, is N u m b ers , by default.
7 left-aligned in are right-aligned
8 in E xcel 2003. r--- Excel 2003.

• You do not have to leave the defaults.
• Text and nun1bers can be defined as left-aligned, right-aligned or centered in Excel 2003.
• The picture below shows the difference between these alignment types when applied
to labels.
• Text and nun1bers may be aligned using the left-align, center and right-align buttons
of the Formatting toolbar:
Figure 6: Left. Right and Center-Alignment
r ight - a Iigned
Mer and Center

text lef t - a ligned t e x t
I
c ent e r ed text --- m
L eft-al{n I Right- alig
n Cen ter
• To align text or numbers in a cell:

o Select a cell or range of cells
o Click on the Letl-Align, Centre or Right-Align buttons in the standard toolbar.
o T he text or numbers in the cell(s) take on the selected alignment treatment.
Changing Horizontal Cell Alignment

• We've previously seen how to align text or numbers using the left-align, centre and
right align buttons in the standard toolbar.
• You can also define alignment in the Alignment tab of the 'Format Cells' dialog box.
• Horizontal section- features a drop-down that contains the same left, centre, and right
alignment options in the picture above and several more:
• Fill-Fills the cell with the current contents by repeating the contents for the width of
the cell.
• Justify-If the text is larger than the cell width, 'Justify' wraps the text in the cell
and adjusts the spacing within each line so that all lines are as wide as the cell.
• Centred Across Selection- Contents of the cell furthest to the left are centred across
the selection of cells. (Sin1ilar to merge and cent red, except the cells are not merged).
• To change horizontal alignment using the format cells dialog box:
o Select a cell or range of cells.
o Choose Format -+ Cells from the menu bar.
o You could also right-click and choose Format Cells from the shortcut menu.
o T he ' Format Cells' dialog box opens.
o Click the Alignment tab.
o Click the Horizontal drop-down menu a nd select a horizontal alignment treatment.
o Click OK to apply the horizontal alignment to the selected cell(s).
Figure 7· Horizontal Alignment
A B I C D
1
2
3
• •
4
-2... Horizontal Alignm ent Horizontal Left Horizontal Center Horizontal

6 Right
Figure 8: Format -Cell Option

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.../I,
A3 --.--
B
•
E
1
2
Coaj tional Formatting., .
tyle...
Sales 64.00
4 Expenses 1.234.00 3,251.00

5
6
7 35,801.00 35,815.00
Figure 9: Using Format Cells for Alignment

----
format Cells
-------------
rn(8}
I _9'1ment I nt BorderPatternsProtection
Text allgrment Orientation
!:!orizontel: [General tertical:
[Bottom
trtued (v 7•
T
•
•
-
A
Text control 0 • e Text - •
0'Ji.rllf' text V X
t
0Shrirt to fit
• •
•
0 : ] !2e'Tees
Ocets
Rqit-to-left
I ext direction: Context
.. _!, [CeR:el
Changing Vertical Cell Alignment
• You can also define vertical alignment in a cell, sin1ilar to how it is done for
horizontal alignment.
• In Vertical alignment, information in a cell can be located at the top of the cell,
n1iddel of the cell or bottom of the cell; the default is bottom.
• To change vertical alignment using the format cells dialog box:
o Choose Format -+ Cells from the menu bar:
• You could also right-click and choose Format Cells from the shortcut menu.
• The 'Format Cells' dialog box opens.
• Click the Alignment tab.
• Click the Vertical drop-down menu and select a vertical alignment treatment.
• Click OK to apply the vertical alignment to the selected cell(s).
Figure 10· Vertical Alignment View

A I B II
C D
1
2 - -
I
Some examples of Vertical Alignment of infonn ation in a cell.
3
4
vort;oa1 J,st;fy
r I
Ve rtical Center
5
6
Vertical Alignm ent _ I Vertical Bottom
-
Changing Text Control

• Text Control: Allows you to control the way Excel 2003 presents information in a cell.
• There are three types of text control: Wrapped Text, Shrink-to-Fit and Merge Cells.
• T he Wrapped Text wraps the contents of a cell across several lines if it's too large
than the colun1n width.
• It increases the height of the cell as well.
• Shrink-to-Fit shrinks the text so it fits into the cell; the more text in the cell the smaller
it will appear in the cell.
• 'Merge Cells' can also be applied by using the m
l\tlerge and Center button on the
standard toolbar.
• To change text control using the format cells dialog box:
o The ' Forniat Cells' dialog box opens.
o Click on either the Wrapped Text, Shrink-to-Fit or Merge Cell check boxes-or
any combination of then1-as needed.
Figure 11 · T ext Control
A I B I C
1
2
-
Text Control Exa mples:
3 -
4
t
This is an
example of Wrapped Text Example
5
6 wrapp ed text.
-
7 --
8 Shrinkto fit ex.ample Shrink-to-fit Example --
9
Changing Text Orientation

• T he fourth type of cell alignment in the Format Cells dialog box is Text
Orientation, which allows text to be oriented 90 degrees in either direction up or
down.
• To change text orientation using the format cells dialog box:
o Select a cell or cell range to be subject to text control alignment.
o The 'Format Cells' dialog box opens.
o Increase or decrease the number shown in the 'Degrees' field or spin box.
Figure 12· Changing Text Orientation

-i
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11 I-
Text oriented at O Degrees (by default).
12 Text Orientation Examples

'-
13 •
Formatting Numbers
Formatting Numbers in the Format Cells Dialog Box
• Nun1bers in Excel can assume many different formats: Date, Tin1e, Pe rcentage
or Decimals.
• To format the appearance of numbers in a cell:
o You co uld also right-click and choose Format Cells from the shortcut menu.
o T he ' Format Cells' dialog box opens.
o Click the Number tab.
o Click Number in the Category drop-down list.
o Use the Decimal places scroll bar to select the number of decimal places (e.g.,
2 would display 13.50, 3 would display 13.500).
o Click the Use 1000 Separator box if you want con1mas (1,000) inserted in
the number.
o Use the Negative numbers drop-down list to indicate how nun1bers less than zero are
to be displayed.
Figure 13: Forniatting Option

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S ales 64.00
2_tyle.. .
4 Expenses 1,234.00 3,251.00

5
6
7 35,801.00 35,815.00
8
PatternsProtection
ategor y :

Figure 14: Formatting Number
-------------------- -
Format Cells [l][g)

Number Alignment Patt ernsProtection
Category:
General Mumber Currenc y
Accounting Date
Q.ecima l pl a ces: ._I 2 _=,:_ j
Time
Per centage 0 !,!se 1000 Separato r (, ) egative numbers:
Fraction
Scientific -1234. 10
Text 1234.10
Special (1234. 10)
Custom (1234. 10)
Number is used for general display of numbers. Currency and Accounting offer specializedformatting for monetary value.
OK II Ca n ce l
Formatting Date in the Format Cells Dialog Box

• The date can be formatted in many different ways in Excel 2003.
• Here are a few ways it can appear:
o October 6, 2003
o 10/06/03
o 10-Oct-03
• To Format the Appearance of a Date in a Cell:
o The Format Cells dialog box opens.
o Click the bullet one to three tab.
• Click Date in the Category drop-down list.
• Select the desired date format from the Type drop-down list.
• Click the OK button.
Fi gur e 15: Formatting Date
------------------- -
Format Cells L1](8]

Numb erAlignment Font Protection
ategory: Sample
General Number Currency
Time 3 14 2001
Per cent age Fraction Scientific Text Special
*Wednesday, March 14, 2001 3/14
Custom 3/14/01
03/14/01
14-Mar
14•Mar•01V
Locale(location) :
IEnglish (United States) v I

ate and time serialnumbers as date values. Except for items that have an asterisk (* ), applied formats do not switch date orders with the operating system.
. oK_ ,J [ Cancel
Formatting Time in the Format Cells Dialog Box

• The time can be formatted in many different ways in Excel 2003.
• Here are a few ways it can appear:
o 13:30
o 1:30 PM
• To format the appearance of time in a cell:
o Select the range of cells you want to format.
o The Format Cells dialog box opens, click the Number tab.
o Click Time in the Category drop-down list.
o Select the desired tin1e format from the Type drop-down list, click the OK butto n.
Figure 16: Formatting Tin1e
---------------------- -
r t ll l7]C8]
N umb erAlignm en t C
General
Number Currency Acc
Percentage Fr act ion

Cust om
Time for mat s display date and time serial numbers as tim
o_K I [Cancel
Formatting Percentage in the

Format Cells Dialog Box
• There may be tin1es you want to
display certain numbers as a
percentage.
• For
exan1ple,
what
percentage
of credit
cards bills
account
for your
total
monthly
expenses?
• To Express Numbers as a
Percentage in a Spreadsheet
o Choose Format -+ Cells from
the menu bar.
o The Format Cells dialog box
opens, click the Number tab.
o Click Percentage in the
Category drop-down list.
o Define the Decimal Places
that will appear to the right of
each nun1ber.
Figure 17· Formatting a Percenta

A 8 C D E
1
2 - -
3 Numbers 1
Session 14: Dealing With MS Excel Cells 0.023529 18 I
4 2.25 0.052941
5 _j 6
4.5
0.141176
Highlight
0.105882
the cells to format as a Percentage
8 12 0.282353
9
7.75 0.182353•
10 42.5
11
12
....
.
t
Figur e 18: Co n1pel ted Formatted Pe rcentage
A B C D E
1
2
3 Nu mbe r s
------r
1 2.35%
The numbers In
4 2.25 5 .29% the cell reflect
5 6 14.12% that of a
6 4.5 10 .59% Perce ntage
7 9 21.18%
8 12 28.24%
9 7.75 18 .
10
42.5
11 24%
•
Figure 19: Formatting Percentage

! Arial BI!l ) = W1 J ''·! •
C3 • fx 0.023529
A B C D E
1
2
3 Numbers 1 0.023529
4 2.25 0.052941
5 - ..!.. ·- --· -
6
7
Format Cel ls [1][8]
Protection
8 NumberAlignment Pattern s
9 Category:
10
General Number Currency Accounting Date 2.3 5%
11
Time Percentaqe Fracti on Scien ti fic Text Special Custom
12Q.ecimal places:
13
14
15
16
17
18
19
20
21
22
23Percentage formatsmultiply the cellvalueby 100 and displays the result with a percent symbol.
24
25
26
27 o K_ _
..I_! ...1, I
_c a_n_ce_l
28
Applying Font, Colour and Borders to Cells
Change Font Type, Size and Colour

• In Excel 2003 font consists of three elements: Typeface or the style of the letter;
Size of the letter; and Colour of the letter.
Session 14: Dealing With MS Excel Cells 182
• The default font in a spreadsheet is Arial 10 points, but the typeface and size can be
changed easily.
• T he amount of typefaces available for use varies depending on the software installed on
your computer.
Figure 19· Different Font Tvoes

A I B I C I D E
1 I I
2
3 Examples of different typefaces:
4
5
--
Aria l
--
6 C e n t u r y Schoolbook
7 Courier
8 lmpaol
9
10 ?Jonotype (orsiYa
- Times New Roman
11 - Verdana
12
• To apply a typeface to information in a

cell: o Select a cell or range of cells.
o Click on the down arrow to the right of the Font Name list box on the Formatting
toolbar.
o Click on the Typefaceof your choice.
o The selection list closes and the new font is applied to the selected cells.
Figure 20: A Drop-Down List of Available Font Type.

J , I:j @ j !:.'!mi 12• J D I -u ,-
.... - f_,i, _A_r_ia_l - 'Ji, Agency ffi I
B C gAlbertus MT
.m. Albertus MT Lt
. 'Ji, AL6£RlAN
Exam s o f differen .m. Antiq u e Olive Compact
.m. Antiq u e Olive Roman
! Ari al
•
I .m. Appl e Chancery
C en t u ry Sch oolb oo
Courier
lmpaol 'Ji, Arial Narrow
?Jonotyp_e (orsiYa 'Ji, Arial Rounded MT Bold
Times New Roman 'Ji, Arial Unicode MS v
Verdan a
_J

To apply a font size to information in a cell:
• The 'Font Size' list varies from typeface to typeface.
• The Arial font sizes, for example, are 8, 9, 10, 11, 12, 14, 16, 18, 20, 22, 24, 26, 28, 36,
48, and 72.
Figure 21· Exan:mle of Different Arial Font Ty:2e and Size

A I B I C D E
1 I
2 --
- 3
4
5
--
--
E xamples of different sizes:
Arial, 8
L J
+
6 Arial, 10
--
7 Aria l, 1r2
- Arial, 14
-
8
--
9 Arial, 16
-
_,_
10
Arial, 18
..
Arial, 20
_J
- 11
12
.
Changing Cell Size

• Select a cell or range of cells.
• Click on the down arrow to the right of the font size list box on the Formatting toolbar.
• Click on the Font Size of your choice.
• The selection list closes and the new font size is applied to the selected cells.
Figure 22· A Dro(2 Down List of Available Font Sizes A22ears

, Arial
.• llil I· t B Iu
8 A
9 --'
I J I I L
-
12
14
16 t
t
18
20
22
24 V
26

To apply colour to information in cells
• Select a cell or range of cells.
-
• Click on the down arrow to the right of the font Colour list box.
A .
• Click on the Colour of your choice.
• T he selection list closes and the new font Colour is applied to the selected cells.
Figure 23· Dro12- down List of Available Colours A1212ears

A ·IW
,•.
..................
I
•
. • •
• • • •
• •• •
• 1 Dar kB lu e
• o
•o o o
Underline, Italics and Bold

• In addition to the typeface, size and Colour, you can also apply Bold, italics,
and/or underline font style attributes to any text or nun1bers in cells.
• To select a font style:
o Click on any of the following options on the Formatting toolbar. 8 I Y
• Bold button (Ctrl + B).
• Italics button (Ctrl +I).
• Underline button (Ctrl + U).
• The attribute(s) selected (bold, italics, or underline) are applied to the font.
o The Bold, Italics, and Underline buttons on the Formatting toolbar are like
toggle switches.
o Click once to turn it on, click again to turn it off.
Design and Apply Styles

• Styles can save a lot of time when formatting a spreadsheet.
• Style: A unique collection of font attributes (Number, Alignment, Font, Border,
Patterns and Protection).
• Many different styles can be created in a spreadsheet, each with different attributes
and names.
• When applied to a cell, information in it resembles the attributes defined for that style.
Applying a Style
• Select the cell or range of cells.
• Choose Format -+ Style from the menu bar. Figure 24: Formatting Style Box
Changing Style Attributes mat I Tools Qa. ta Window

FQ
. C ls.. . Ctrl+ I
• You can change the style attributes (Number, .r
Alignment, Font, Border, Patterns and Protection) B.ow •
for any Style Name. olum •
• You can create new styles by clicking on the Add n S!:! •
button in the Style dialog box. eet
auto f ormat...
CongjtionalFormatting.. .
tyte.. . I\.
Figure 25: Select A Style Fron1The 'Style Name' Drop-Down List.
Style IB)
2 t yle name: OK
Style includes
Cancel
0 umber General
Modify...
0 A[ignment General, Bottom
Aligned
0 E.ont Arial 10 Add
0 !l_order No Borders Delete
0at tern s No Shading Mi:trg e...
0Ptotection Locked
Adding a Border to Cells

• Borders can be applied to cells in your worksheet in order to emphasize in1portant data
or assign names to colun1ns or rows.
• To add a border to a cell or cell range
o Click on the down arrow next to the Borders button.
o The Border drop-down appears.
o Choose a borderline style from the Border drop-down menu.
o The selected cells display the chosen border.
Figure 26: Border Drop-Down Men u

, :··::- . A .
-
, •• : • •; \: .0..:...-.;., :-_.
EB IJ3D
-.
I) Qraw Borders.. .
Adding Colour to Cells

• Colours can be applied to cells in your worksheet in order to emphasize in1portant data
or assign names to colun1ns or rows.
• To add colour to a cell:
o Click the down arrow next to the Fill Colour button. A 'Fill Colour' drop-down
menu displays.
Figure 26: Choose a Fill Colour fron1the Fill Colour Drop-Down Menu
. .a. - - I e I !l J m Li 1 :±: • • •
• • •
· fil•••••••
·-
No Fill
•••••• •
L M N 0 No Fill
••
• • •
• ••
•
Rzl o
•
• oo•
o•••
•oooo••o ] The colOf red in the cell s shown
···•···•·•
f--- -<ffi D
o •o
at the left was selected from the
Color drop-down menu.
CJ•
]
Creating a Monthly Budget [Take-Home Assignment]
et spreadsheet that you worked on in the previous takehome assignmentin Session 13. You will be guided by your tutor to com
Bud et (Take-HomeAssi nment)
Key Points
• When working with Excel 2003 worksheet, you may need to insert or delete cells
without inserting or deleting entire rows or colun1ns.
• Text and nun1bers can be defined as left-alig ned, right-aligned or centred in Excel 2003.
• Nun1bers in Excel can assume many different formats: Date, Tin1e, Percentage,
Currency or Decimals.
• In Excel 2003 a font consists of three elements:Typeface or the style of the letter; Size
of the letter; and Colour of the letter.
• The default font in a spreadsheet is Arial 10 points, but the typeface and size can
be changed easily.
Evaluation
• What are the steps in inserting and deleting cells
• What are the steps to align text at 45 degrees
• What are the different Numbers formats in Excel?
• What are the examples of font type and size?
Reference
• Bott , E. & Siec hert, C. (2001). J\1icrosoft Windows XP Inside Out.
Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett's Publishers Internatio nal.
Hall.
• O ' lear y, T. J & O' leary, L . I. (2006). Computing Rfsentials, Introductory Edition. Bosto n
•
This is a take-home assignment; therefore you should organize your own time to use a
document that you worked on the take-home assignment for the previous Session 13. This
file will be used in all of the remaining Excel 2003 activities.
Instructions
• Open your saved Excel file named 'Monthly Budget_Name '
Part A
• Insert blank row above the current Row 1, which contains the months of the year.
• T ype My Budget in Al.
• Use the merge and center function to center 'My Budget' cover Colun1ns A through N.
PartB
• Centre the text horizontally in Colun1n A and Row 2.
• Apply a distributed vertical text alignment to Row 2.
• Save your documents.
• Use the text control and text orientation features so that you are fan1iliar with then1.
• Clos e the document without saving any of the formatting from text control and text
orientation features.
Part C
• Bold the words: My Budget in Row 1 and change the font to Verdana, size 14.
• Format the other labels (Rent, Car Payment, Insurance etc) as Arial, bold, size 10.
• Use AutoFit to format Colun1n A, J, Land M.
• Change the font Colour of all your expenses to RED.
• Change the font Colour of all your income to GREEN.
• Apply at least one border.
• Your spreadsheet should look sin1ilarto the example in Figure 1 on following page.
Figure 1: Ex ample Spreadsheet with Formatting (Part C)
A B I C I 0 I E F G H
1 My Budqe t
2 Mo nthly Bud g e J a nu ary Fe h111;11y Mai c h Apii l Ma J J uly
y une
3 t Re nt .S00.00 .S00.00
Car Payme nt - 150.00 150.00
4
In s urance - 44 00 44.00
5 Power 65.00 75.00
-
6 Pho ne 50 .00 100.00
7 Ca ble 85 .00 85 .00
8
9 Cre dit Ca rds 000 200.00
10 G1oce li es 200.00 200.00
11 Gas 100.00 125.00
12
13
14
15
16 Total Monthly Ex1>enses 1,094 00 1,379.00
17 Income 2,400 00 2,400.00
18 Savings 1,300.00 1,fJ21.00 0.00 0.00 0.00 0.00
19 Percent Saved 54% 0.00
#OW/01 " #OIVAJI " ;IOW/01 " #OIVAJI " ;IOW/01
43%"
20 I l
I DI Session 15: Charts in MS Excel
Learning Obiectives
• Create a chart in Microsoft Excel
• Move, resize, and delete charts in Microsoft Excel
• Edit charts in Microsoft Excel
• Format charts in Microsoft Excel
Creating Charts
Area Chart
• Excel 2003 allows you to create many different kinds of charts.
• An area chart en1phasiezs the trend of each value over tin1e.
• An area chart also shows the relationshipof parts to a whole.
Column Chart
• A colunm chart uses vertical bars or colun1ns to display values over different categories.
• T hey are excellent at showing variations in value over tin1e.
Fi gure 2: Colunm Charts
Bar Chart
• A bar chart is sin1ilar to a colunm chart except these use horizontal instead of
vertical bars. Like the colunm chart, the bar chart shows variations in value over
time.
Session 15: Charts in MS Excel 19 I
Figure 3· Bar Charts
a Ei
[I
Line Chart
• A line chart shows trends and variations in data over tin1e.
• A line chart displays a series of points that are connected over tin1e.
Figure 4· Line Charts
b
II b
Pie Chart
• A pie chart displays the contribution of each value to the total.
• Pie charts are a very effect ive way to display information when you want to
represent different parts of the whole, or the percentages of a total.
Figure 5· Pie Charts
Qi,
O a.
i
Other Charts
• Other charts that can be created in Excel 2003 include Doughnut, Stock XY (scatter),
Bubble, Radar, Surface or Cone , Cylinder, and Pyran1id Charts.
Identifying the Parts of a Chart

• A chart or graph can help to clarify a concept beyond written words.
• Charts are a visual representation of data in a worksheet.
• Charts make it easy to see con1parisons, patterns, and trends in the data.
Session 15: Charts in MS Excel 192
Figure 6: Exa mple of A Chart that States the Same as Written Information
A D E F G H
Asia Africa North Ame
$16,000.00 $12 ,000.00 $15 ,000.0
$14,750.00 $13 ,500.00 $12,200.00 Source Data
$12,500.00
$13 ,0
$15 ,000. 00
$14 ,500.00+---$
$ , 3.50
000. ,
+
Chart Tille
World Wide Widgets
10 $18,000.00
11
12 $16,000.00
13
14 $1 4,000.00 Legend
15 $12,000.00
16 $10,0 00 .00 O Asia
Value Axis Africa
17 o North America
18 $8 ,000 .00
19 $6 ,000 .00
20 $4,000 .00
21
22 $2,000 .00 Data Ser ies
23
24 $0 .00
Quarter 1 Quarter 2Quarter 3 Quarter 4
25
26
,, ;--+-- - --+--- --Category Axis ---+- ------ --+----+-- ---+- ---1-- ---<
29
Parts of a Chart
• Source Data: The range of cells that make up a chart.
o The chart is updat ed automatically whenever the information in these cells changed.
• Title: The title of the chart
• Legend: The chart key, which identifies each colour on the chart represents
• Axis: The vertical and horizontal parts of a chart.
o The vertical axis is often referred to as the Y axis, and the horizontal axis is
referred to as the X axis
• Data Series: The actual charted values, usually rows or colun1ns of the source data
• Value Axis: The axis that represents the values or units of the source data
• Category Axis: The axis identifying eac h data series.
Creating a Chart Using the Chart Toolbar

• Charts can be created in a number of ways in Excel 2003.
• The quickest way to create and edit your charts is to use the Chart Toolbar.
• To show the chart toolbar, Choose View -+ Toolbars -+ Chart on the menu bar.
Figure 7· Using the Chart Toolbar
!Liew I Insert FQrmat 1001,
t!ormal
e_age Bre ak Preview
I I oolbars
•IE Standard
;?.oom.•. F
:::
-.,, ormatting
l Borders
"
Chart
Control Toobl ox
Drawing
ExternalData
Forms
Formula Auditing
Parts of the Chart Toolbar

• Chart Objects List Box: This list box lets you select different parts of a chart for editing.
• Format Chart Area: Used to format that part of the chart which is currently selected
• Chart Type: A drop-down menu that lets you selects differe nt types of charts. The
chart type can be changed at any time
• Legend: Used to show or hide the chart legend
• Data Table: Used to show or hide the actual Source Data used to create the chart
• By Row: Plots the Data Series using the row labels (Y-axis)
• By Colun1n: Plots the Data Series using the colun1n la bels (X-axis)
• Angle Text: Use to rotate the angle of the X-axis and Y-axis labels
Figure 8: Parts of the Chart Toolbar

hart TypeBy Row
Legend Angle Text

Chart Ob"ects List Box Data Table
Creating an Embedded Chart

• Charts can be created in either of two ways in Excel 2003:
o En1bedded Charts
o Chart Sheet
• Excel creates an en1bedded chart by default.
• An embedded chart is placed on the same worksheet as the source data used to create it.
To Embed a Chart in a Worksheet

• Choose View --+ Toolbars --+ Chart on the menu bar.
• Select the range of cells that you want to chart. Your so urce data should include at
least three categories or numbers.
• Click the chart type pull down on the chart toolbar and select the chart that you would
like to use.
Figure 9: Selected Data for En1bedding Chart

A 8 C D E
1 Asi a Africa N orth America
2 Quarter 1 $16,000.00 $12,000.00 $15,000.00
3 Quarter 2 $14,750.00 $13,500.00 $12,200.00
4 Quarter 3 $12,500.00 $15,000.00 $13,250.00
5 Quarter 4 $13 ODO.OD $14 500.00 $14 ODO.OD
6 •
7
8
..
9
10 r
Fi g ure 10: Use Chart Bar to Select Different TYPe of Chart
6
7
8
Ch ar t == ..- x
j
9
10
,Jj >- - ---+-
..
::
11
14
lf-1- 5,,...+--- IrB ar Char t •
16 --+----- -l
17
18
19 ..
• Open the chart options dialog box: Chart ... Options to add a title to your chart.
Figure 11· Char t Qo:t;.ion

Help.I Window
Chart
Chart T e ...
Chart Opt(ons... 3-D ew ...
l::
.J'-....
'',)
Figure 12: Select the Titles tab and type the title of the chart in the Chart Title text box.
mfg]
------------------------ - -
Chort Options
r Titl!es L Axes GtidlinesLegendDataLa>elsData Table

Chart title:
!:_ateoo,y {X) axis:
D Nottlii Aa eric
'.!'._al.le(Y)axls:
O\i:.ttct 2
.a ,A.M...u
ondcategory
L
10.00 1$,000 110.00 115,00 12 0.00
,00 0.00 0.00 0.00
, _,j !Cancel
• Different charts work best with different data.

• A pie chart, for example, can only display one data series at a time.
• Excel 2003 includes 4-steps Chart Wizard that you can use to guide you through the
steps for creating a chart.
• Highlight the cell range you want to chart, choose Insert -+ Chart on the menu bar
and follow the instructions in the wizard.
Creating a Chart Sheet

• Sometimes, you may want to create a chart and place it on a separate sheet in
the workbook.
• This is called a 'Chart Sheet'.
• Chart sheets can make your charts stand out, particularly when working with
complicated spreadsheets.
Figure 13: Represent Chart Location
1\-'loving an Embedded Chart to a Chart Sheet Ch"'t .I w,ndow Help
• Create an embedded chart. Chart T e ...
• Select the chart to be moved to a chart sheet. o u r ce D a t,a,
..
• Choose Chart -+ Location from the menu bar.
C h a rt Opt ton s. . .
l,.;oca t io n ... I'-.
8,dd Data... "
• In the' Chart Location' dialog box, select the As a new AddTr.endline...
sheet radio button. 30· ie w ...
• T he 'As object in' radio button adds the chart as an embedded object on the Worksheet.
Figure 14: Chart Location Dialog Box
------------------------ -
Chart Loca tion
Source: Goodwill Community Foundation,2002
m
Place chart:
I1 J 0 As new hee :t
: hart!
m Q As Qbject in: ! sheet !
. OK_ .....1!, I
Ca n cel
• Click the OK button.

• T he chart is displayed on a separate Chart Sheet in the Workbook.
• You can also use the 'Chart Location' dialog box to rename the Chart
Sheet. Figure 15: Chart Locatio n Dialog for Renan1ni g Chart

: Elledit'.!'.iew [nsert Fqrmat IoolshartWindow tielp title for chart
l D J' • •
...
Qu i rter 4
Quarter 3
o North Amer11
Afric.1
cAsii
Quarte-r 2
,.
Ready
.. I< I
NUM
>
V
Figure 16: An E xample of a Chart with Title (Renan1ing)
2 M onthly Budget January February March April May

3 Rent 400.00 400.00 400.00
4 Car Pay,nent 150.00 150.00 150.00
5 Insurance 44.00 44.00 44.00
6 Power 65.00 75.00 75.00
7 Phone 50.00 1DO.DO 75 .0 0
8 Cable 85 .00 85.00 100.00
9 Cr e d it C a rd s 0.00 200.00 600.00
10 G ro ce r i es 200.00 200.00 250.00
11 Gas 100.00 125.00 100.00
12
13 My Budget
14
15
16 400.00
17
18 350.00
19 300 .00
20
21 250 .00
22 a January
200 .00 February
23 150.00
24
25 1 00.00
26
27 50 .00
28
29 0 .00
30
31
32
33
Moving, Resizing, and Deleting Charts
!\-'loving a Chart
• An en1bedded chart can be moved anywhere on a worksheet.
• The easiest way to move a chart is to drag it around the worksheet.
• To move a chart: Click anywhere on the white space in the chart and use the cu
rsor to drag the chart anywhere on the worksheet.
• Release the mouse button to place the graph in its new location.
Figure 17: How to Move a Graph into Worksheet
A B C D
1 Asia Africa North Ame rica
2 Qum1er 1 $16,000.00 $12,000.00 $15,000.00
3 Qum1er $14,750.00 $13,500.001 $12,200.00
2
4 Quar1e r 3 $12,500.00 $15,000.00 $13,250.00
5 Qua rter $13,000.00 $14,500.00 $14,000.00
6 4
.---r:::.................
t ' t
7
...!. '
8
9
''
.._
.....
•,
t ''
10
11
$18,000.00 -.--------- '
Move- Cursor
$16,0 00 .00 +.-,i
/-}
12
$14,000.0
13 $12,0.00
14 $10,0.00
15 $8,0.0000 oAsai Oulline of
Africa Chart being:-
16 $6,0. 00 -moved.-
CJNo rth A merica
17 $4,0. 00
18 $2,00.000
19
20
21
22 $0.00 ,
23 !!' I ?!'>, !!°"!!
24 0.:1;6-.;g,.· · ·c:P··· o /J'·· · · ·· · · ·· · · ·· · ·· · · ·· · · · ----------------·'
25
Resizing a Chart
• Charts can be resized (made larger or smaller) to fit on a worksheet.
• Chart Titles are sized in proportion to how large or small you make the chart.
• And within the Chart Area, the Legend and/or Plot Area can be made larger or
smaller. Chart Titles can be moved but not resized.
• To Resize a Chart, click anywhere on the white space of the chart area, plot area or
legend you want to move or resize.
Figure 18: Showing Chart and Legend Areas for Resizing
$18,000.00 -r-------- ----- <- Chart Area
$16,000.00 +. i
$1,0
00
.0
$1, 0 a Asia
000 Africa ClNorth America Legend
$1, 0
000
$8, 0
000
$6,000.00
n- -----+" Plot Area -
$4,000.00
t!'..... t!''l,t!'":, t!'...

o..:!J>'o..:!J>'o..:!J>'o..:!J>'
• Point the mouse to one of the Grab Handles or Resize Cursor-the pointer changes to
a double-headed arrow-to resize the chart.
• Use the mouse to drag the sizing handle until the chart is resized to the desired size.
Figure 19: How to Resize Chart
$18 ,000.00 ,-- - - - - - - - -,

$16,000 .00 --- ---------<
$14,00
0.00 Grab
Handles
$20, 0.00
$00, 0.00
a Asia
• Africa
$8,0 0.00
o North Ameirca
$6,0 0.00
$4,0 0.00
$2,0 0.00
$0. 0
,g?,#' ,g,?#ri, ,g,?#":, ,g,?#

0: 0: 0: 0:
_ _ _ _ _ _ _ _ _ .L. _ _ _ _ _ _ _ _
RCeusrsiz
oer
Deletinga Chart
• Any embedded chart or chart sheet can be deleted from a worksheet.
• A chart sheet is deleted in the same manner a worksheet is deleted.
• Click anywhere on the white space of the chart area to select the chart.
• Press the Delete key on your keyboard.
• If you have difficulty deleting a chart, click anywhere outside of the chart and then
select the chart again.
Editing Charts
Changing Chart Data

• When you add a chart to your worksheet, Excel creates a link be twee n the chart and
your source data.
• Any changes made to the original source data are automatically reflected in the chart.
Figure 20: Changing Chart Data
A B C D E
1 Asia Africa Nonh America
2 Q11a 11e r 1 $16,000.00 $12,000.00 $15,000.00
3Q11a 11er 2 $14,750.00 $13,500.00 $12,200.00 13,250.00
Qua11e r 3 $12,500.0Q $15,000.00 $14,000.00
Qua11e r 4 $13,ooo.oa $ 4,500.00
6
7
8
9
10
11 $14,000.00
$12,000.00
12 $10,000.00 o Asia
Africa
13 $8,000.00
$6,000.00 o North America
$4,000.00
$2,000.00
$0.00
" '!, "" /

-'--- - 4- - - 0 0 0 0
Changing Chart Values Directly in Worksheet Cells

• Open the worksheet that contains the chart to be changed.
• Click in the cell whose value will change and type the new value.
• Press Enter to accept the new value.
Changing Chart Data

• To add data to an existing chart:
o Rows or colun1ns of data can be added to an existing chart by selecting the Add Data
option on the Chart Menu.
o Input any new Source Data into the worksheet (e.g., a new column called
South America).
Figure 21 · Cha nging Chart with Additional Colun1n E

A B C I D E
Asia Africa Nonh Ame1'ica South America
--2
Quaner 1- Qua
1 ne r 2 Qua ne r 3L Quaner- 4
$16,000.00 $12,000.00 $15C, Ol OO $11,413.00
3 $14,750.-00 $13,500.00 $12,201 00 $9,765.00 -
-4 $12,50-00. 0
- $15,000.00
- $13,25()00 $13,245.00 -
-5 $13,0000. 0 - $14,500.00
- $14,000.00 $17 941.00I -
- -
6 I I
• Click on the chart to select it for editing.

• Choos e Chart -+ Add Data fron1 the menu bar.
• The 'Add Data' dialog box appears.
• Select the cell range of new data to be added to the chart.
• Marching ants appear around the cell range.
• The selected cells are added to the 'Add Data' dialog box.
• Click the OK button to add the new data to the chart.
Figure 22· Adding Data to a Chart

: Eilecit\!iewin sertFQ.rmatI ools -
h art .I Window Help
i fJ C3 Q[¢ .@I
fAl ,,-1 i Chart T e... :E l t[Ml @ j Arial
Chart Opt[ons...
Chart Area ... f,,
A B ocation... E
1 Asia ' nerica South
B.dd Data... 3-0!'.iew... America
- 2 Quarter 1 $16,000.00
...J
I\ 5,00- 0.00 $11,413.00
- 3 Quarter 2
- 4Quar-ter- 3
-
-
$14,750.00
$12,500.00 - i ,::iuu.uu 2,200.00
3,250.00
-
$9,765.00 -
$13,245.00
5 Quarter 4 $13,000.00 " i 14,000.00 $17,941.00
6
Figure 23: Add Data Dialog Box

D E
ica No 1h Am erica ! South America 1
_,_-12-,0-00-.00+---
413.oo
$15,ooo.ool $11 , j
)
13 ,500.00 $12,200.00 j $9 , 1
765.00
15 ,000.00 $13,250.00: $ Q
13,245.00
14,soo.oo $14,000.00l _--·-
l1J... L
Add Data r8J
Select the newdata you wish to add to the chart .
Includethecells containing row or column labesl
if you want those labels to appear on the chart.
Source: I
B_ange:Goodwill
= SheeCommunity Foundation,
t1!$E$1:$E$5 I 2002 [ .]
Changing the Chart Title
• The Chart Title can be changed at any tin1e to a name that's meaningful to you.
• T o change the chart title on the chart
o Click on the Chart Title.
o Click anywhere in the title name and make any changes to the text.

Applications Session 15: Charts in MS 202
Excel
Fi gure 24: How to Change Chart Title
$20,000.00
$18,000.00
$16,000.00
$14,000.00 . .... - CJ A si a
.-- - A f r ic a
-
$12,000.00 .
CJN orth America
$10,000.00 ;:- - -- CJ S o uth A merica
$8,000.00 . >- -
$6,000.00 . >-
- -
$4,000.00 . - -
-
>-
$2,000.00 - -
$0.00 .
#"#'l,# ""#
o.:9io.:9io.:9io.:9i
o Click anywhere outside of the title to apply your changes.
Figure 25 : Char t's Title Changed
Wol'ldwi de Widge Sales
$20,000.00
$1 8,000.00
$1 6,000.00
$14 ,000.00 . .... - CJ A si a
$1 2,000.00 . .-- - A f r ic a
$1 0,000.00
$8,000.00 .
;:-
>-
- -
- -
-
a N orth A merica
CJ S o ut h A merica
$6,000.00 .
>-
- -
- -
-
$ 4,000.00 . >-
$2,000.00 - -
$0.00 .
#"# 'l,#""#
o.:9io.:9io.:9io.:9i
Changing the Data Series Names or Legend Text

• Data Series Names and Legend Text are changed in muc h the same manner as when
you changed Chart Values in the worksheet.
• Click the cell that contains the Data Series name or Legend that you want to change.
• Type the new name.
• Press the Enter key to add the new name to the chart.

Excel
Figure 26· Data Series and Legend Text
A B C I
1 A fr i c a Non
2
3
Q u a rt • r 1
Q u a rt , r 2
As: ag $ ,000.00
$ 14, 5 0 .0 0
$ 1 2,0 0 0 .0 0 '- -
$ , 0 . 0
1 0
3
46 Q u a ,·tE • 3 $ 1 2 , 5 1:!Q.OO $ , 0 .00 I
I 1 0
7
5 8 Q u a rt e 4 1
9
\ $ 1Worldwide
3 ,0 0 00 0 WiS a l e s
5
$ , 0
1 0
. 0
10 $20,0 0.00 4
.,_
11 $18,0 J.00 4--------------,.,...;,.,i
12 $1 6,00)0. 0 -t-r.-------------1 ' 'le-:---:---
---,
13 $14 ,001!-00 ClAsia
14 $12,00 00- - - Africa
15 $10,000 po - - -
ClNo·rt.h A m e ric a
16 $8,000. 0 -
-
-
1--
- D South America
17 $6,000. O . i- -
18 $ 4 ,0 0 0 .C D · - i- -
$2,000.0) - - . -
19 -
20
21
22
23
$0.01
....
0-.:'P0-.:'P
') ,
0-.:'P
".,.
0-.:'P
.
Changing the Chart Type

• There are 14 different types of charts in Excel 2003, and, with each chart type, there
can be several variations.
• You can see that you can create any number of different charts.
• The Chart Type can be changed at any tin1e with a couple of clicks of the mouse.
• To select a different chart type:
o Click on the chart to select it for editing.
• Click on the Chart Type dropdown list box and select a different chart.
Figure 27: Changing Chart Type

1 L)3 i.e 8L l -::?' L .it. - .L .., -
LChart Area - !:!!i' Ifi.l:11oi1 ..-..U...i.D.m
... LI§llfflII "& .y jl
-•-*
Chart Area CI
A Afri ca No
B
1
As i a i;;;: $12 ,000 .00
2 Q u a rt e r 1 -- $1t $1 3 ,50 0 .0 0
.
Q u a rt3e r 2 Q u a n e r 3 Q u a rt e r 4 $1>
lu. •:: $ 1 5 ,0 0 0 .0 0
4 $1 $14 ,500 .00
L::
5
6
7
$1::
hCa fl
Line
8
9
W o ,·l d . .......... --,,. ... a l e s
10 $ 20, 0 00 .0 0
11 $ 18 ,00 0 0. 0
12 $16,000.00
13 $1 4,000.00 - o A s ia
14
$ 12 0, 0 0 0. 0· - -- A 1r ic a
- =--
$10,000.00 CJ North Amerleei
I• -
15 $ 8 ,0 0 0 0. 0 - Cl S o uth America
16 $6 ,00 0 0. 0 -
- - --
17 $40, 0 0 .00
18 $ 2 ,0 00 .0 0
19 $ 0 0. 0
20
21
;" /'I,;"" o-9'
... -
o: o: o:
22
23 - .
Figure 28 : T he New Chart Replaces That One Selected for Change
-
Worldwide Widget Sales
- -
$ 2 0 ,0 0 0 .0 0
$ 1 8 ,0 0 0 .0 0
$16,000.00 - -
$1 4,000.00
3 ...... - -Asia
$12000. 0 - - Afi a
•
$1000000
$8,000.00
·- Nrt America •
$6,000.00 South America
$ 4,000 .00
$ 2,000 .00
$0.00 ' ' .
..... (),, 'b
0-$> 0-$> 0-$> 0-$>
- - -
Formatting Charts
Formatting the Chart Title

• The Chart Title can be formatted to change colour, pattern, typeface, size and
alignment using the ' Format Chart' Title dialog box.
• Select the chart title.
• Click the Format Button on the Chart Toolbar (or double click the Chart Title).
Figure 29· Formatting Chart Title
F orldwide idget Sa le l
----
$ 20 ,000 .00
$1 8 ,000 .00
$1 6 ,000 .00
$14,000.00
'
- -- Asia
-
- $1 2 ,000 .00
$10,000.00 . - -- Africa
-
-
North America
$8,000.00
$6 ,000 .00 South America .
$4 ,000.00
$2 ,000.00 -
$0.00 -
- tf" tf 'I, tf 0, tf -
0$ 0$ 0$ 0$
'
I
.
t Format Chart Title I
Excel
• The 'Format Chart Title' dialog box contains three different tabs namely Patterns, Font
and Alignment that can be used to format the Chart Title.
• The Patterns tab lets you define borders and fill colours.
• The Font tab lets you define Font, Font Style, Size and Colour
• The Alignment tab lets you define horizontal and vertical cell placement, as well as
text orientation
• Click the OK button to accept the Chart Title format
changes Figure 30: Chart Font
----------------------
format Chart Title [RJ

Patterns L..
F.C.ln.t....J Alignment
'---=---'-------------
Eont: Font style: Size:
Bold I10
Regula 8 ;,.
r I talic
Bold 9
Bold I talic m a3
Un d erline: !:;_o lor: 89.ckground:
I..N.._on_ev _I, I Eff ects Automatic
Preview
vi I Aut omatic vi
0Stri!sethr ough
0 rscript Sub.scirpt
Sup AaBbCcYyZz
Auto scale
0
This is a TrueType font. The same font will be used on both your printer and your screen.
ItOK Cancel
Formatting the Chart Legend

• The chart legend displays very useful information about the chart.
• Like a roadmap, the Legend identifies what different colours or objects represent in
the chart.
• The Chart Legend, like the Chart Title and Category Axis Labels, can be formatted
to your liking.
• To format the chart legend:
o Press the show/hide legend button on the Chart Toolbar to turn on the
Legend Display.
o This button acts like a toggle by turning the display on or off.
o Click to select the Chart Legend.
o Click the Format Button on the Chart Toolbar (or double click the chart legend).
Figure 31: Formatting Chart Legend
+-
+- --
Worldwide Widget Sales
$20,000.00 The Legend button is a toggle that turns the Chart Legend on or off.
--
$18,000.00
$16,000.00 .
$1 4,000.00 -+-Asia
$1 2,000.00
$10,000.00
---- .
' --Africa
North Ameirca South America
$8 ,000.00 ..
$6 ,000.00
$4,000.00
..
$2 ,000.00
$0.00 .
'
"I, '>;,
:!l' :!l' :!l' :!l'
0000
o The 'Format Legend' dialog box contains three differe nt tabs-Patterns, Font and
Alignment-that can be used to format the Chart Title.
o The Patterns tab lets you define borders and fill colours.
o The Font tab lets you define Font, Font Style, Size and Colour.
o The Placement tab lets you define the location where the Legend will appear on
the chart.
o Click the OK button to accept the Chart Legend format changes.
• The only way to change the actual text that appears in the Chart Legend is to change
the Source Data in the worksheet.
Figure 32: Using Placement tab to Format Legend

Formc1t legcnd
r : : .I
. Pat ter ns Fo m nt
i --------
0c;;orner
0Iop
0 !!Jght
O bett
OKf ICancel
Formatting Axis Labels
• In Excel, a graph represents a data in two dimensions.
• The nun1berof items sold in January is data on two dimensions: number of items
and month.
• The nun1ber of items n1ight be plotted on one axis, Y-axis, while the month may
be plotted on the X-axis.
• The Y-axis runs up-and-down on the graph.
• T he X-axis runs left-to-right.
• When formatting the Axis labels in your chart, you can adjust the numbers on the Scale
of the chart as well as change font, colo ur, and style.
Formatting an Axis
• Click anywhere in the Axis label that you want to edit:
Figure 33· X-Axis and Y-Axis Found in Chart

t r
Worldwide Widget Sales Click anywhere in the x-axis
_,,,
20,000.00
.,,.-
15 ,000 .00
10 ,000.00
'I
Ill
•,,,- --
.. - - - ''- -.
lab e ls-to selec
that-axis-and isplayits grab-handle .
-
-
5,000.00
0.00 ,. . '
J
-
-
- -
Quarter 1 Quarter 2 Quarter 3 Quarter 4
Worldwide Widget Sales .,,,

15,000.00
20,000.00
'I
i-- - ,-
,. - ,/
-
Click anywhe
in the_y-axis
,..Labets...ta_selec
.. - - L
10 ,000.00 Ill-
-
- 5,000.00 that..axis..aAd -
/' . display-its
-
- 0.00
' '
Quarter 1 Quarter 2 Quarter 3 Quarter 4 grab handte..
1
• Click the Format Button on the Chart Toolbar (or double click the chart axis).
• The 'Format Axis' dialog box contains five different tabs-Patterns, Font and Alignment
that can be used to format the Chart Title.
o The Patterns tab lets you define borders and tick marks.
o The Scale tab lets you define numeric intervals on the Value (Y) Axis scale.
o The Font tab lets you define Font, font style, size and colour.
o The Number tab lets you define the format of numbers displayed in the axis
o The Alignment tabs let you define text orientation.
o Click the OK button to accept the axis format changes.
• You can also use the angle axis button<; on the chart toolbar to change the angle of
the value and category axis.
Figure 34: Format Axis Number

- - - - - - - - - - - - - - - - - - - - - -- - -
Format Axis L8J
Patterns Scale Font Number Alignment
at egory: Sample
General 20, 000 .00
Number
Currency Q.ecimal places: 2._! : _,J
Accounting
Dat e
Time !,[se 1000 Separator (,)
Percentage
Fraction !::/_egative nu mbers:
Sc.ientific · 1 234.10
Text 1, 234.10
Special (1, 234.10)
Custom (1, 234.10)
0 L[nked to source
Number is used for general display of numbers. Currency and Accounting
offer specialized formatting for monetary value.
OK Cancel
Changing the Data Series Colour

• When a chart is created in Excel 2003 you notice that colour is automatically applied
to the Data Series.
• You can keep this format or change it for each Data Series in the chart.
• Many different aspects of each data series can be changed, but you'll probably change
the colour of bars, columns, pie slices and areas most often.
• Select the data series that you wish to edit.
• Click the Format Button on the Chart Toolbar (or double click the data series).
• Click the OK button to accept the data series colour changes
Fi gur e 35: Colour To Selected Data Sharing
Worldwide Widget Sales I

CJick.on..a.01 Data Series Color to-seler t all data sharing that catego
20 ,000 0. 0 -.--"/'---------
15,000.00 -1-,1-,-,-- --.-,-- - -
10,000.00
5,000.00
0.00
Quarter 1 Quarter 2 Quarter3 Quarter 4
Chart = e=;==;::," ..,X

ISeries"A.sia" •
Format Data Series I

Monthly Budget [Take-Home Assignment]
thly Budget spreadsheet that you worked on in the previous take-home assignment in Sessio n 14. You will be guided by your tutor
dget (Take-Home Assignment)
Key Points
• Charts are a visual representation of data in a worksheet.
• Charts make it easy to see con1parisons, patterns, and trends in the data.
• Charts that can be created in Excel 2003 include Area Charts, Colun1n C har ts, Bar Charts,
Line Charts, Pie Charts, and others (Doughnut; Stock XY (scatter); Bubble; Radar;
Surface; or Cone, Cylinder, and Pyran1id charts).
• Charts can be resized and Chart Titles can be changed.
• When one adds a chart to the worksheet, Excel creates a link betwee n the chart
and source data.
• Any changes made to the original source data are automatically reflected in the chart.
• The Chart Title can be formatted in terms of colour, pattern, typeface, size and
alignment using the Format Chart Title dialog box.
Evaluation
• What are the steps in creating a Chart?
• What are the steps of moving, resizing, and deleting charts?
• What is only way to change the actual text that appears in the Chart Legend?
Reference
Hall.
Session 15: Charts in MS Excel 21 I
Worksheet 15.1: Monthly Budget (Take-Home Assignment)
co mputer (school or personal computer). In this activity, you will work on the Excel
document that you worked on the take-home assignment for the previous Session 14.
This file will be used in all of the remaining Excel 2003 activities.
Instructions
• Open your saved Excel file named ' MonthlyBudget _Name'
• Complete the steps below in Part A
Part A
• Type your income for the month of March in Dl 7.
• Type your expenses for the month of March in the appropriate cells ofColun1n D.
• The 'Total Expenses' and 'Savings' will be calculated for them because of the formula in
each cell.
• Create an Embedded Column Chart using the expense data for the months of Januar y
and Fe bruary.
• Note: Do not includ e the data for rows 16 through 18 and do not include the data for
the month of March.
• Create a title for your chart and name it My Budget.
• Your spreadsheet should look sin1ilar to the example in Figure 1 on following page.
1 2005 Monthly Budget

2 January February March April May June July
3 Rent $250.00 $250.00 $250.00 $250.00 $250.00 $250.00 $250.00
4 Car Payment W.00 W.00 W.00 W.00 W.00 moo moo
5 Cable =$30.oo m .oo moo m.oo moo moo moo
6 Power $42.00 $45.00 $45.00 $50.00 $55.00 $57.00 $70.00
7 Phone $30.00 $32.00 $35.00 $30.00 $42.00 $32.00 $35.00
8 Insurance $45.00 $45.00 $45.00 $45.00 $45.00 $45.00 $45.00
9 Credit Cards $100.00 $100.00 $100.00 $100.00 $100.00 $100.00 $100.00
10 Groceries $300.00 $300.00 $300.00 $300.00 $3000. 0 $300.00 $300.00
11 Gas $175.00 $175.00r 5.00.._1!Z5.00 5 .00 $175.00 $175 .00 ---I
12
13
14
15
16 Monthly Expenses $972.00 $977.00 $980.00 $980.00 $997.00 $989.00 $1,005.00
17 Income $1 ,200.00 $1 ,200.00 $1 ,200.00 $1 ,200.00 $1 ,200.00 $1 ,200.00 $1 ,200.00
18 Savings $228.00 $223.00 $220.00 $220.00 $203.00 $211.00 $195.00
19
20
E7 Session 16: Printing Management for MS Excel
Learning Objectives
• Define page setup options in Excel
• Manage printing document with Excel
Defining Page Setup Options in Excel
Setting Page Margins

• T he Page Margins define where on the page Excel will print the worksheet.
• By default, the top and bottom margins are set at 1 inch in Excel 2003.
• The left and right margins are set at .75 inch.
• Margin settings can be changed to whatever you want.
• Different margins can be defined for each worksheet in the workbook.
Changing the Margins in the Page Setup Dialog Box

• Select the correct worksheet.
• Choose File -+ Page Setup from the menu bar.
• Select the Margins tab.
• Use the spin box controls to define the settings for each page margin-Top, Bottom,
Left, Right, Header and Footer.
• Click the OK button to change the margin settings.
• See Figures 1 and 2 on following page.
Figure 1: Page Setup Option Figure 2: Pa ge Setup Dialog Box

Eile g_dit '.Jliew
Insert FQ Page Setup tZJL8]
ClN e w .• . Qpen.. . Ctrl+N
I
Pai;ie i_Man;iins j I H eade r / F oo t er l Chart l
Close
Ctrl+O lop: r:
!i
aave Save As.. . lo.s ..t
Ctrl+S Print Preview
jl
[SQ Save as Web Page... r Qptions.. .
Ill
File Searcb_... eJ11ht :
ul l,ef t :
Permission 10.1s 1 !o.75 JI

We!;!. Pag e Preview Page Set!,!P,. . I
tom: Eoote r :
Pr in t Pre iew II II !o.s II

6je,rin t . . . Ctrl+P Center on page
Hnrozoo ally
Seng_ To .. Vertically
E jt I OK i[ Cancel
::::
Session I6: Printing Management for MS Excel 213
Changing the Page Orientation and Paper Sire
• The Page tab of the 'Page Setup' dialog box lets you change page orientation
(portrait or landscape) or paper size (e.g. letter size or legal size).
• The default paper size in Excel 2003 is 8.5 X 11 inches, with a portrait orientation
(prints up and down on the long side of the page).
• A landscape orientation, on the other hand, prints up and down on the short side
of the page.
Orientation
I.AJO Po rtra it
J
IA 0andscape
• To change page orientation:

o Select the correct worksheet.
o Choose File -+ Page Setup from the menu bar.
o Click on the Page tab.
o Choose an Orientation (Portrait or Landscape)for the worksheet.
o Select a Paper Size from list of available paper size options that appear in the list box.
o Click on the paper si ze.
o Click the OK button to accept the page settings.
o The Page tab of the Page Setup dialog box Jets you shrink the spreadsheet data so it fits on
aspecified number of pages when you print.
o Click Fit to: option button and enter the desired number of pages wide and pages tall.
o The Page tab of the Page Setup dialog box Jets define the resolution of the print job.
o Print Quality is measured in dpi, or dots per inch. High dpi provides a better print quality.
Figure 3: Cha nging Page Orientation Dialog Box
Page Setup m
Page Margins He a der/Fo oter Sh ee t
Orie nt a tion
I.A!0
erlnt ...
Por tra i t I AJ O ban d scap e Pr in t P r e vie
Sca lin g Qp tion s . . .
0 e,d ju st t o: I 100 : ] !•to no r m &I size

0 Ei t t o : ---":-' l t all
!.._ 1_ ---'-:' I pa g e( s) wid e by .
P11pe r sl;r.e: .., I

LI6o_o_ d...p.:'--i- - - - - - - - - - - - = " ""'I
Pr in t g ua l it y :
F it.s t p a gen umber :I._A_ut_o_
!.._1 o_K ICan cel

Creating Headers and Footers

• Headers and Footers can be added to any worksheet, although not required.
• A Header is any information that appears at the top of each page.
• A Footer prints at the bottom of the page.
• If you want a header or footer inserted onto a page then you will have to define them.
• Excel 2003 defaults to no header and no footer.
• To create a header
o Choose File -. Page Setup from the menu bar.
o Select the Header/Footer tab in the 'Page Setup' dialog box.
Figure 4: Cr eat in g Header and Footers

Page Setup tl]IB)
0'n ..,
Print Previe!! 1
B
Qptions...
C11.tomfooter.,
,
Eoot er:
>
I
OK I c..ncd
o Click the Header drop down list and select and of the predefined headers:
He der:
Page I V
o OR click the Custom Header button to create your own header.

o Follow the instructions in the Header dialog box to make your entry.
o Click the OK button to return to the Page Setup dialog box
Figure 5: Header Options Dialog Box

Header
To format text: select the text, then choosethe fontb ton.

Tonsert: a page m.nt>er, date , tsne., file path, flename, or tab name: position the
I OK II
Insertion port Intheedl box, then choose the OIJP(opriate button.
Toinsert picture: pressthe Insert Picture b on. To fo rmat your pictu,re place the
I Cancel
cursor in the edit box ond press the Format Picture button.
0 (00 ,,
left section: Bl<;j,t sectlon:
- section:
I Page &.(PageI ,.
.,
- - --
Create a Footer
• Choose File -+ Page Setup from the menu bar.
• Se lect the Header/Footer tab in the Page Setup dialog box.
• Click the Footer drop down list and select one of the predefined footers.
Eooter:
(none) V
• You can insert Placeholder buttons into both the header and footer to format text,
insert page numbers, date, time, filename, or tab name.
• Excel replaces those placeholders with the information each represents when
the worksheetis printed.
• Follow the instruct ions in the Header and Footer dialog boxes.
Creating Sheet Settings

• The Sheet tab in the 'Page Setup' dialog box provides additional print options you may
want to add to your worksheet.
• Print Area: By default, Excel prints from the Al to the last occupied cell in a worksheet.
• You can specify a different range of cells to print.
• Print Titles: Prints colun1n and row labels on each page of the printout.
• Spec ify these rows or colun1ns in the Rows to Repeat at Top and Colun1ns to Repeat
at Left textboxes.
• Print Gridlines: Detern1ines whether gridlines are printed.
• However, turning off gridlines does not affect their appearance in Normal View
• Print Black and White: If you used colors in your worksheet but don't want to waste
the ink in your color printer, use black and white.
• Print Draft Quality: Choose draft quality to print the worksheet without gridlines
or graphics.
• Print Row and Colun1n Headings: Click this option to include row nun1bers and
colun1ns letters in your printed document.
• Page Order: Determines the order in which worksheets are printed.
Figure 6: S hee t Options Dialog Box
---------------------------
Page Setup rI)IBJ
Page MarginsHeader/footer I Sheet I._. _
Pmtea:
Print Wes
L------------- I I E,rn... II
Bows to rei>eat at tx>p: "'!..
PMl:Preview I
olumns to repeat at left: Print Qptioos.. .
("'!..!
O lclrtes 0Row andcopnn headings

O r
and""1iteCO(!fllents: (None) Cel !:l,rr ors.ss:
Oraft guafity
0 [cisplayed
Page order-
.-.-::- --
L
@ Qown, then over : ::1
0 Or. , then down --I! ,:-:. - 1

1;:: ::
Printing an Excel Document

• In Excel 2003 you ca n print an entire workbook, a worksheet, a cell range or a cell.
• Excel defaults to printing the entire worksheet.
• But if you want to print only a certai n area of a spreadsheet then you can define a
print area.
• To specify a print area:
• Choose View -+ Page Break Preview from the menu bar.
,l ew I Insert fQ.l'mat I
oo
m11 1 f.!!ormal
1
;;!;I Ioolbars
age Break Preview "• '\)
i;_oo
m... .. ,
" . ,,
• A reduced in1age of the chart is displayed on the screen.
• Click on one of four blue-colo ured borders and drag to highlight and select the area
to print.
Figure 7· Re12r ese nt Selected Area for Printing
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• Choose File -+ Print Area -+ Set Print Area on the menu bar.
• Only that area you defined in the print range will print when the worksheet is subn1itted
to the printer for printing.
Figure 8· Print Area Setu2 02tions

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ul,
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Seng_ To •
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Preview a Page before Printing
• Excel 2003 provides a Print Preview capability that shows a smaller picture of the printed
page directly on the computer screen.
• Print Previe w is a good way for you to review the formatting and make sure the
colun1ns, rows and margins appear exactly where you want them.
• To print preview
o Choose File -+ Print Preview o n the menu bar, OR,
Click the Print Preview button on the standard
toolbar.
o In 'Print Preview ' windo w, the d oc ument is sized so the entire page is visible on
the screen. Sin1ply check the spreadsheet for overall formatting and layout.
o The Zoom button in Print Preview will enlarge the data so it can be read.
Figure 9: Print Preview Box

- ------------------------ --- -
t'.lMicrosoft Excel · Book1 r;](Q]
, Next P iou ( Zoom
1
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Inserting and Removing a Page Break

• There are two different kinds of page breaks in Excel: soft page breaks and hard
page breaks.
• A soft page break is automatically inserted into a spreadsheet when there is too much data
to fit on one page.
• A hard page break is one that you can insert into a spreadsheet, wherever you want it to
appear.
• To Insert a Page Break
o Mo ve the cursor to the row where a page break needs to be inserted.
o This row will be the first row on the new page.
o Choose Insert -+ Page Break from the menu bar.
o A page break, indicated by a dashed line, is inserte d into the worksheet.
Figure 10: Pa ge B reak Dialog Box

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ows
olumn s
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• To delete a page break
o Move the cursor to the row where a page break appears
o Choose Insert -+ Remo ve Page Break from the menu bar.
o The page break (represented by a dashed line) is removed from the page.
Figure 11· Removing Page Break

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Printing a Worksheet or Workbook

• Printing in Excel is much like printing in other Office applications like Microsoft Word.
• As previously mentioned, Excel defaults to printing the entire worksheet.
• To print a worksheet:
o Choose File -+ Print from the menu bar.
o Specify the Printer Name where the spreadsheet will print.
o If you only have one printer in your home or office, Excel will default to that printer.
o In 'Print Range' , choose whether to print All or a certain range of pages (Pages
From n to y), where n and y are the beginningand ending page numbers.
o In ' print what'; choose whether to print a Selection, the Active sheet or the Entire
Workbook (all worksheets in the workbook).
o Excel defaults to the Active Sheet.
o Choose the 'Number of Copies' to print by clicking on the up or down arrows.
o Click the OK button to print the worksheet.
• Don't print your Excel spreadsheet without checking spelling first!
• Excel includes two tools to help correct spelling errors: AutoCorrect and S pelling.
CMT 04 106 Basic Computer Applications NTA Level 4 Semester I Student Manual
Session 16: Printing Management for MS Excel 220
Figure 12: The Print Dialog Box Opens
---------------------------
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Monthly Budget [Take-Home Assignment]
nthly Budget spreadsheet that you worked on in the previous take-home assignment in Session 15,You will be guided by your tu
2et (Take-Home Assi2nment)
Key Points
• Before printing there is need of setting margins. Page Margins define where on the
page Excel will print the worksheet.
• By default, the top and bottom margins are set at 1 inch in Excel 2003,
• The left and right margins are set at ,75 inch.
• Margin settings can be changed to whatever you want.
• Excel 2003 provides a Print Preview capability that shows a smaller picture of
the printed page directly on the con1puter screen.
• Print Preview is a good way for you to review the formatting and make sure the
colun1ns, rows and margins appear exactly where you want them.
Evaluation
• What are the steps in changing page orientation?
• What are the steps in specifying a print area?
Session I6: Printing Management for MS Excel 221
References
Hall.
CMT 04 106 Basic Computer Applications NTA Level 4 Semester I Student Manual
Session 16: Printing Management for MS Excel 222
•
document that you worked on the take-home assignment for the previous Session 15. This
file will be used in all of the remaining Excel 2003 activities.
Instructions
• Open your saved Excel file named 'Monthly Budget_Name'
• Complete the steps below in Parts A & B
Part A
• Change the right and left margins to .5' .
• Verify the top and bottom margins are l ' .
• Change the Page Orientation to Landscape and verify the page size is 8.5 X 11".
• Create a custom footer with your name in the left section and the date in the right section.
PartB
• Use Print Preview to view the sheet and then Print the document.
• Save and close.
2005 Monthly Budget

January FebruaryMarch A ril,May June July
$250.00 $250.00 $250.00 $250.00$250.00 $250.00 $250.00
$0.00 $0.00 $0.00 $0.00$0.00 $0.00 $0.00
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m .oo .OD .OD .OD.OD .OD m .oo
.OD m .oo .oo M500 m.ooM2.oo m.oo - oo
$100.00 - 00 $100.00 -00M500 .OD .OD
$300.00 $100.00
$100.00 $300.00 $100.00$100.00 $100.00
$175.00 $300.00
$300.00 $175.00 $300.00$300.00 $300.00
$175.00 $175.00
$175.00$175.00 $175.00
-+
+ t I-
$972.00 $977.00 $980.00 $980.00 $997.00 $989.;:J $1,005.00
$1 , $1,200.00 $1,200.00 $1 ,200.00 $1,200.00 $1,200.00
200.00 $1,200.00
$228.00 $223.00 $220.00 $220.00 $203.00 $211.00 $195.00
j I
; """ - - -·
E7 Session 17: MS PowerPoint Basics
Learning Obiectives
• Identify components of PowerPoint window
• Create a blank presentation in Microsoft PowerPoint
• Insert, copy and delete slides in Microsoft PowerPoint
• View slides with different Slide Views in Microsoft PowerPoint
• Apply a Design Template in Microsoft PowerPoint
• Use the AutoContent Wizard in Microsoft PowerPoint
Components of the PowerPoint Window

• PowerPoint 2003 is the presentation graphics software in the Microsoft 2003 Office S uite.
• It allows you to create dynan1ic presentations using its easy-to-use, predefined
layouts and templates.
• Microsoft PowerPoint 2003, part of the Office 2003 suite, is a presentation
graphics application.
1. A presentation is a combination of slides, handouts, notes, and outlines all in one file.
2. You can add text, graphics, photos, clip art, sound and video to your slides.
3. PowerPoint 2003 can help you present a topic at work, home, or school.
The Parts of the PowerPoint Window

• The PowerPoint Window has toolbars and panes to help you quickly create presentations.
• Most of the toolbars are con1mon in Office applications but may feat ure options unique to
PowerPoint.
o Title Bar: displays the document name followed by a program name.
o Menu Bar: contains a list of options to manage and customize documents.
o Standard Toolbar: contains shortcut buttons for the most popular con1mands.
o Formatting Toolbar: contains buttons used for fom1atting.
o Status Bar: displays slide position and the type of design in PowerPoint.
o Drawing Toolbar: contains tools for drawing lines, shapes and objects.
o Task Pane: located on the right side of the con1puter screen, this pane allows you to
select tasks in different categories and allows you to quickly enhance your slides in
a few steps.
o It provides quick access to the most con1mon actions and feat ures in PowerPoint.
o Outline and Slides Tabbed Pane: allows the user to eas ily view the presentation in
outline format (text), as well as a list of all the slides in the presentation (with
visuals).
o Help: provides quick access to Help topics.
• The default view for PowerPoint 2003 is the Tri-Pane View.
• This view, which opens when you launch PowerPoint, allows you to see multiple parts
of a presentation at once.

Applications Session 17: MS PowerPoint I 225
Basics
Figure 1: P owerPoint Components/Parts
Menu Bar Title Bar Fonnatting Toolbar Help
Slandard Toolbar
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Tri-Pane View Drawing Toolbar
Status Bar
• The Outline and Slides tabbed panes are located on the left side of the screen.
• Click on the tabs to view an outline or a slide of your presentation.
• The tabs render differently based on the size of the pane.
/ Outline '( Slides \ X
• You can show or hide PowerPoint's toolbars.

• Click on the View menu and choose Toolbar.
• Decide which ones you want to show or hide.
The View Buttons and Slide Views

• The view buttons at the left bottom corner of the screen allow three slide views:
Normal View, Slide So rte r View and Slide Show:
[§ gg 1i'
• The view buttons can be useful as you prepare your presentation.
• T hey control the way slides are displayed on the screen.
• Click a view button to see a different view.
• Normal View IHlcontains the Outline and Slides tabbed panes on the left, the Slide
pane in the center and the Task Pane on the right.
• The Outline View shows the text of your presentation for easy editing while Slides View
shows text and graphics of the slide you're working on.
• Click on the tabs to switch between the two views.
• Under the center slide area is a place for notes.
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• You can hide or show the different panes in Normal View.

• To hide the Task Pane, click on the View menu and choose Task Pane. (The View
menu also allows you to choose other views).
• To hide the Outline View and Slide Tabbed Panes, click on the X to the right of the
Slides Tab.
l\'1ore Views
• Here are some other views that may be usefu l as you create your presentations:
• Slide Sorter View gg lets you see s mall versions of all the slides you have created.
• You can delete, copy, and move slides in this view.
• Slide Show lets you see your presentation electronically as it will appear to
an audience.
The Ta sk Pane
• The PowerPoint 2003 Task Pane is located on the right side of the screen.
• The down-pointing arrow in the top, right corner of the pane allows you to select
different menus and tools.
• By default, the Task Pane appears when PowerPoint 2003 is launched.
Figure 3: T as k Pane
: New Presentation X
New
D Blank resentatio From design terne
From AutoContent wizard.. . From existing pr esentation... Photo album.. .
Templates
Search online for:
o
a Templates on Office Online
Onmy computer.. .
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• T he Slide Layout and Slide Design panes within the T ask Pane help organize
layouts, design templates, and color schemes.
• When you se lect a design option, your slides are quickly updated with the new look.
• You can view the Slide Layout and Slide Design panes by clicking on the down-
pointing arrow next to New Presentation in the Task Pane.
Figure 4· Task Pane Show Slide Design

[ INewPresentation ....
Getting Starte d
Help
Search Results
Clip Art
Research
Clipboard
El NewPresentati on
Template Help
Shared Workspace
DocumentUpdates
Slide Layout
Sldi e Design .
Sldi e Design - Color Sch emes
• Select Slide Layout or Slide Design (Design Templates, Color Schemes,

Animation Schemes).
• You'll learn more about using these panes late r in this course.
..,. X
• :: Color Schemes
AnimationSchemes
Apply to se.lected slides:

Recently Used I
Appear
Brush onunderilne
Fade ,n all
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Subtle
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Using the Task Pane

• If you do not see the Task Pane on the right side of the PowerPoint window, you
can easily access it.
• To open the Task Pane, Click View -+ Task Pane
Figure 6- Task Pane Dialog Box

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• To view different panes:

o Click on the down-pointingarrow next to New Presentation and select
different panes.
o Once you open different panes, you can move through them by clicking on the
backward and forward arrow buttons at the top of the task pane.
• To close the task pane
o Click the X on the right corner of the bar.
• You can hide or view the Task Pane by clicking on View -+ Task Pane.
Pull-Down lVl e n us
• PowerPoint 2003's menu bar initially displays comn1ands that you most often use.
• To view infrequently used con1mands from a menu, use pull-down menus.
• To view con1mands in a pull-down menu
o Click on a menu in the menu bar (e.g. File, Edit, View, Insert)
o Move your mouse pointer over the double arrows at the bottom of the pull-
down menu.
Figure 7· Edit Button

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• Notice that some menus have black arrows to the right.

• Slide your mouse pointer over the arrow to view more options.
• These are called cascading menus.
Figure 8· More 02tions from View

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Applications Session 17: MS PowerPoint I 230
Basics
Instructions
You will work on Exercise 1 either in the class or as a take home assignment. You will be
asked to do the following:
Open Microsoft PowerPoint 2003 from the Start menu.

Review the parts of the PowerPoint window.
Familiarize yourself with the Task Pane. Click to see the other panes.
Click on the menu bar and view pull-down menus.
Click on the View Buttons.
Click on the Outline tab and the Slides tab.
Close PowerPoint and do not save anything you have done.
Creating a Blank Presentation

• PowerPoint offers three ways to create a presentation: Blank presentation, From
Design Ten1plate or From AutoContent Wizard.
• The Blank presentation option is one of the more con1monly used methods.
• It offers several blank slides with layouts for text and graphics.
To Create a Blank Presentation

• Open PowerPoint.
• A slide featuring a place for a title and subtitle appears by default.
• You may begin your presentation with this slide or choose a different slide layout.
• The New Presentation Pane appears on the right side of the screen.
• Under New, click Blank Presentation.
• A list appears
Figure 9: Blank Presentation
C l i c k t oaddt it le
C l ic ktoadd subtitle
Choosing a Slide Layout

• As you work on your presentation, think about the type of layout you want.
• Do you want a slide with text and lots of clip art or one with text and a chart?
PowerPoint offers many layout options.
• To choose a slide layout:
o Move your arrow pointer over the layouts or use the scroll bar in the 'Slide
Layout ' Pane.
o A gray bar appears on the right of each layout.
Session 17: MS PowerPoint Basics 231
o When you find a layout that you like, click the down-pointingarrow and
choose Apply to Selected Slide.
Figure 10: Slide Layouts Dialog Box

Slide Lay o u t ...,. X
Content l"')Title and Text I

.•-•..•..
.•-•.•
TeKt and Content l ayout s V
• You can also click on the slide layout to apply it.

• Notice that the slide you are currently working on has a dark border in the Outline Pane.
Placeholders
• Once you choose a layout for your slides, you can begin adding text, graphics or
other items.
• You do this with placeholders - specials places within a slide where you can add content.
• To add text to a placeholder:
o Click on the placeholder.
o Start typing.
Figure 11: Placeholder
C lic k toaddtitle
Click to add subtitle
Saving a Presentation
• You can save, close, and exit presentations in PowerPoint just as you would while
using other Microsoft applications.
• To save a presentation:
o Click on File -+ Save (Ctr! + S)
o Choose the location where you want to save your presentation. ( 'My Documents' is
a good place).
o Type a name in the File Name box or keep the one that PowerPoint has provided
Figure 12: Save Option

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Clo sing a Pre s entation and Exiting PowerPoint

• Once you've finishing working on your presentation, you can quickly close it.
• To close a presentation:
o Click the X in the PowerPoint presentation window (Ctr! + W).
Type a question for help • x
IA.I GI Oe i gn a Mew Sli w de
o The P owerPoint applicat ion remains o pen and you can start a new presentation.
(See next page for details).
• To exit PowerPoint:
o Click the X in the far right top corner.
Type a question for help • X
l.e ., •J §I' De ign - [::!ew Slide W

o Choos e File Exit. (Alt+ F4)
o Before you exit PowerPoint, make sure that you save any work that you want to keep.
Creating a New Presentation Using the Traditional l\tlethod

• Remember, after you have closed one presentation, you can easily start a new one
while PowerPoint is still open by using the traditional new file creation method.
• To Start a New Presentation
o Click on File New ( Ctr! + N)
• In the 'New Presentation' pane, under New choose Blank Presentation.
Figure 13: New Presentation Dialog Box

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o Choose the design layout that you want.

o Remember, if your Task Pane disappears from the right side of the screen, click on
View Task Pane
Figure l 4: New Presentation Pane

: New Pre sentati on ...,. X
New
u Blank r e sentatio
Fr om design teme
Fr om Au t oCont en t wizard.. . Fr om existing presentat ion.. . Photo album. . .
Tern lates
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Go
";a Templates on Off ice Online On my compu t er .. .
On my Web sit es.. .

Applications Session 17: MS PowerPoint 234
Basics
Inserting, Copying and Deleting Slides
• You can quickly open a presentation that you've previously saved by using the Task Pane.
• To open a presentation
o Start PowerPoint.
o In the Task Pane, click on from existing presentation and select the
presentation that you want to open, OR,
o Choose File -+ Open .
o Navigate to the file you want to open.
Figure l 5: Task Pane

.._X
: Ne w Prese nta tion .,.. X
Ap p ylslid e lay o u t :
Ne w Text Layouts .-.1
L.) Blank presentation
@ From design template
From AutoContent wizard•.. From existinresentation.. Photo album...
Te mplat=es-------
C o n t e n t L a yo u t s
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Text and Content Layouts
" I
Show when inser ting new slides
Inserting a New Slide

• Once you've created your opening slide, you'll want to add more slides to
your presentation.
• To insert a new slide:
o Click on Insert -+ New Slide (Ch i + M)
o Move your arrow pointer over layouts or use the scroll bar and choose a slide layout.
o A gray bar appears on the right
o Click the down-pointing arrow and choose Insert New Slide,
Type a question for help • x
,A • I@l' De Jgn
Slide La yout

Basics
Or,
o Click the New Slide button at the top of the screen
o Move your arrow pointer over layouts or use the scroll bar and choose a
design layout.
o A gray bar appears on the right
o Click the down-pointing arrow and choose Insert New Slide.
Copying a Slide
• Copying is another technique that you may use as you work on your slide presentation.
• For example, you may want to repeat a slide later in the presentation or copy a slide
and make slight changes to it to make a different point.
• To copy a slide
Click the slide you want to copy in the pane on the left.
o Click on the Copy button on the Standard Toolbar (Ctr!+ C)
o Move the arrow pointer to where you want the copied slide to
appear. OR
o Right click the slide you want to copy in the pane on the left.
o Move the arrow pointer to where you want the copied slide to appear.
o A horizontal cursor appears.
o Click the Paste button on the Standard Toolbar or right click -+ Paste (Ctr!+ V)
• Note: This example of how to copy a slide was shown in the Slide So rte r View;
however, the same instructions apply for copying a slide in Normal View.
Figure 17: Exan:mle ofCon:mleted Slide
Microsoft PowerPoint -[Presentation2)

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Deleting a Slide
• Sometimes you may want to take one or more slides out of your presentation.
• To delete a slide:
o Click the slide.
o Press Delete on your keyboard, OR,
o Right click the slide you want to delete in the pane to the left -+ Delete Slide.

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Different Slide Views

• As you are working on your presentation, you may want to change the order of your
slides. You can rearrange slides in Slide Sorter View.
• It allows you to view miniature slides that you can drag and drop.
• To Move S lides in Slide Sorter View
o Click on the Slide Sorter View button gg in the left bottom corner of the page.
o Click the slide you want to move.
o Hold down the left mouse button and drag the slide to its new location. A pointer
with a box appears as you drag the slide.
Figure 19: Sli de Sorted View

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Session 17: MS PowerPoint Basics 237
Working with Slides in Normal View
• You can also easily move slides in Normal View.
• Remember, this is the Tri-Pane View that shows small slides on the left, a slide in
the center and the Task Pane on the right.
• To move slides in normal view
o Click on the Normal View button IT:li.
o Click a slide in the left pane and drag and drop it to its new location.
o Hold down the left mouse button and drag the slide to its new location.
o A pointer with a box appears as you drag the slide.
Figure 20· Tri-Pane View

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• Totoggle between the different views in PowerPoint 2003 , click on the View buttons or
click on View -+ Slide Sorter, Normal or Slide Show
Changing and Viewing Slides in Outline View

• Outline View also allows you to make changes to slides.
• While you can drag and drop slides in this view, it's also useful for making changes to
the text of your slides or for viewing multiple slides.
• To view or make changes to text in outline view:
o - Click the Outline View tab in the left pane.
/ Outlin e '( Slides \ X
o An outline view of your slides appears with text.

o Click on the small gray slide you want to make changes to.
o Scroll through the slides in outline view.
o Select the slide in the outline and then type changes directly onto the center slide.
o You can view the text of all of your slides in this view.
o Return to Normal View by clicking the Slides tab in the left pane.
Viewing Slides in Slide Show View
• After you have made some changes to your PowerPoint presentation, you can get an
idea of how it will look as a slide show.
• To view slides in Slide Show View:
o Click on the Slide Show button 1i7 at the bottom left corner of the screen.
OR
o Click on View -+ Slide Show.
o Click on each slide until you reach the end of the slide show. (black screen)
o Click to exit and return to Normal View.
Figure 21 · Slide Show

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Applying a Design Template

• PowerPoint offers Design Te mplates to make it easy to create an attract ive presentation.
• These ten1plates come in a variety of colors and styles.
• You can apply a design to existing slides or begin a new presentation with a template.
• To begin a new presentation with a Design Template:
o Open PowerPoint.
o In the Task Pane under New, click on From Design Template.
o A list of templates appears.
o Move your mouse pointer through the different designs or use the scroll bar.
o Click on the down-pointing arrow in the gray box next to the template that you like.
o Choose Apply to All Slides .
Adding a Design to an Existing Presentation

• Do you have an existing presentation that you want to add a design to? PowerPoint nlakes
it easy to enhance existing slides with a design ten1plate.
• To apply a design to an existing prese ntation:
o Open PowerPoint.
o In the 'Getting Started' Task Pane, under Open, click on the presentation you
want or select More... to browse through the files.
o Click on the down-pointing arrow in the 'Getting Started' pane and choose Slide
Design -+ Design Templates.
o A list of templates appears.
o Move your mouse pointer through the differe nt designs or use the scroll bar.
o Click on the down-pointing arrow in the gray box next to the template that you like.
o Choose Apply to All Slides.
Figure 22: Design Template Feature Figure 23: Apply a Design Template
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Applying a Design Template to Selected Slides

• As you are working on your presentation, you can choose Apply to Selected Slides if
you want one or more slides to have a different look.
Fie.ure 24· Aoolication of Desie.n Temolate
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A Closer View of' Design Templates
• If you want a closer look at the Design Ten1plates, follow these
steps: o With a presentation open, click on a template.
o Click on the down-pointing arrow in the gray bar to the left.
o Choose Show Large Previews. (It is now checked).
o To return to the smaller views of the slides, click in the gray bar of any ten1plate
and uncheck Show Large Previews.
Apply to 8.11Slides
Apply to aelected Slides
., Show barge J'--
Previews .
Choosing a Color Scheme

• PowerPoint's Design Templates have pre-selected colors but you can choose your
own color scheme.
• A color scheme is a combination of colors for the text and background of your slides.
• To choose a different color scheme
o In the Task Pane, click on the down-pointing arrow in the gray bar next and choose
Slide Design -+ Color Schemes.
o A list of color schemes appears.
o Move your arrow pointer through the different color scheme options or use the
scroll bar.
o When you find a color scheme that you like, click on the down-pointing arrow in the
gray box and choose Apply to All Slides.
AutoContent Wizard
• In the Task Pane under 'New Presentation', choose From AutoContent Wizard.
• Click Next to see the differe nt presentation options that are available.
Choosing a Presentation Type

• Type of presentation:
o On the next screen, you will select the type of presentation.
o Think about what you prese ntation best fits your needs. If you're not su re
which choice to make, try General -+ Generic.
o Since you will likely be doing an On-screen presentation, click inside the circle next
to On-screen presentation.
o Or, choose anot her presentation type, and click Next.
Figure 25 : AutoContent Wizard Start
•
The AutoCon tent Wizard gets you started by
providing ideas and an organization for your
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o On the next screen, you can type in your 'Presentation Title' .

o Add footer, if necessary, click Next.
o The last AutoContent Wizard dialog box appears, click Finish.
o Your slides will appear and you can go through each one and make changes to
the content.
o Edit the slides in Outline View in the left pane or type directly onto the slides in
the centre pane.
Items to include oneach slide:
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Making Changes to Content

• When you use the AutoContent Wizard, the slides that result are a guide for your
actual content. Make the changes necessar y to fit your presentation.
• For example, if you are working on a General - Generic presentation about your
organization and how it helps the con1muniyt, your first slide might look like
this:
• You may want to add or delete some of the slides based on your content or add a differe
nt design or color scheme.
Figure 28: Example of Completed Slide
The Community Service Organization
Helping to Build StrongerCommunities
Exercise 3
ons
work on Exercise 3 and you will be guided by your tutor to complete different tasks of this exercise. You will be asked to do the
AutoContent Wimrd.
Presentation Type.
esentation Title.
ontinued on next page.
When you Finish, make changes to the first page of the presentation.
Click through the presentation in Outline View.
Close this oresentation without saving the document.
Where I Learn [Take-Home Assignment]
Home Assignment
n creating a PowerPoint presentation 'Where I Learn' as a take home assignment. You will be guided by your tutor to complete
sheet 17.1: Where I Learn (Take-Home Assignment)
Key Points
• Microsoft PowerPoint 2003 is part of the Office 2003 suite; it, is a presentation
graphics application.
• A presentation is a combinatio n of slides, handouts, notes, and outlines all in one file.
• You can add text, graphics, photos, clip art, sound and video to your slides.
• Copying is another technique that you may use as you work on your slide presentation.
• This program allows you to view n1iniature slides that you can drag and drop.
• PowerPoint offers Design Templates to make it easy to create an attractive
presentation. These ten1plates conie in a variety of colors and styles.
• You can apply a design to existing slides or begin a new presentation with a template.
Evaluation
• What is the default view for PowerPoint 2003?
• What are the steps in creating a Blank Prese ntation?
• What are the steps in inserting, copying and deleting slides?
• What is the procedure for opening a presentation that you've previously saved?
References
st
• Joos, I. Whitman, N. Sn1ith, M. Et al. (2006). Introduction to Computers for
Healthcare Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett's Publishers
International.
• Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals.
Prentice Hall.
• O' leary, T. J & O' leary, L. I. (2006). Computing Rfsentials, Introductory Edition.
• Steven Sagman (1999), J\1icrosoft Office 2000 for Windows: Visual Quick Start Guide.
• The Basics of the Word Window (n.d) Retrieved March 11, 2010,
from http://www.gcflearnfree.org/computer/
•
• Worksheet 17.1: Where I Learn (Take-Home Assignment)
This is a take-home assignment, therefore you should organize your own time to use
a computer (school or personal computer). In this activity, you will work on creating
a PowerPoint presentation.
Instructions
• Open Microsoft PowerPoint.
• Complete the steps below in Parts A-E below.
Part A - New Presentation

• Use the downward pointing arrow, beside Getting Started in the Task Pane,
to select New Presentation -+ Blank Presentation .
• Choose a slide layout with a t.itle and a subtitle placeholder.
• Type Where I Learn in the t.itle placeholder. (See example in Figure 1 on
following pages below).
• Type your name and today's date in the subtitle placeholder.
• Save the document as Where I Learn.
Part B - Placeholders
• Insert a new slide with a title and text placeholders.
• Type the name of the city and country where you live in the title line.
• Type details about this location in the bulleted list.
• Copy and paste the slide you just created.
• Delete the copy you just made.
• Insert a new slide with title and text placeholders.
• Type the name of the place where you learn in the title placeholder.
• See exan1pel in Figure 2 on following pages. For example, if you lear n in
Wiln1ington, North Carolina, you would type Wilmington, NC in the title
placeholder.
• In the bulleted list type information about the location where you learn.
• Sa ve your work.
Part C - Ditl'erent Views

• View the presentation in Slide Sorter View. Currently, you should have three
slides. Your slides may look something like this:
• Move the city, country slide (currently your second slide) so that it is the third slide
in the slide show.
• View the slides in Outline View.
• Add an exclamation point(!) to the first slide after Where I Learn!
• View the slides in Slide Show View.
• Save your presentation.
Part D - Design Template

• Apply a Design Template to your slides such as Capsules, Blends, Ripple, etc. Choose
any design template other than the white default design.
• View the various 'Color Schemes' and apply a different color scheme to your slides.
Part E - AutoContent Wizard

• Insert a new slide with a title placeholder and a bullete d list placeholder (Title and Text).
• Type a title and type some interesting information about where you lear n. Format
this information so it is not in a bulleted list.
• Save and close the presentation ' Where I Learn.ppt'
• CONGRATULATIONS! You just completed your first activity presentation
in PowerPoint 2003.
Fi!!ure 1: Exa mnle of Slide <Part A)
W h er e I Learn
By: Jane Doe

July 31. 2005
Fi!rnre 2: Exan1oels of Slides (Part B)

Wilmington, NC
Southeast United States
Tourist Town
Near Wrightsville & Carolina Beach
College Town
Home of the University of North Carotina at Wilmington
Estimated Population: 92.000
OR
New York City, NY

Known as the "Big Apple"
Northeast United States
One of the most visited cities in the US
Home to:
Statue of liberty
Empire State Building
New York Stock Exchange

Session 18: Enhancing a MS PowerPoint
ll......JPre sentation
Learning Ob jecti ves
• Format text of a PowerPoint presentation
• Format bulleted and numbered lists in a PowerPoint presentation
• Add clip art and pictures in a PowerPoint presentation
• Add charts, diagrams and tables in a PowerPoint presentation
• Add AutoShapes, WordArt and hyperlinks in a PowerPoint presentation
Formatting Text in a PowerPoint Presentation
Adding Text to an Original Slide

• Many of PowerPoint's slides have text boxes already included and ready for you to
add information.
• To add text to a slide, you can just click inside the text box on the slide.
• If you create an original slide you'll need to add a text box or two.
• To add text to an original slide, click Insert -+ blank New Slide.
Content Layouts
•
ID
Click on the Text Box button in the 'Drawing Toolbar'.
Text Box!
• Click and drag your mouse pointer to create a text box on the slide.
I
'----+
• Click on Insert -+ Text Box.
• Click and drag your mouse pointer to create a text box.
--+
Th e Fo rmatting Toolbar
• PowerPoint's default font or text type is Arial.
• You may want to change the font type, font size and more.
• Use the 'Formatting Toolbar' to set the color, size, and overall look of your text.
• It doesn't matter whether the text is an original slide or is in a preset layout.
• Here are some of the formatting options:
o Font type
o Font size
o Bold, Italics, and Underline
o Center, Align Left, and Align Right
o Bullets and Numbering
Session 18: Enhancing a MS PowerPoint 247
Presentation
o Font color
o Increase Font Size
o Decrease Indent
Figure 1: Formatting Toolbar

Click arrow
Increase/Decrease to add or remove formatting butto
F/ont Size
Font Type Font Size Align Left Center Right Align
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Decrease/Increase Indent
• For more formatting buttons, click on the down-pointing arrow at the end of the toolbar.
• Choose Add or Remove Buttons -+ Formatting.
• Choose any additional options you want on the Fom1atting Toolbar.
• You can also choose Show Buttons on Two Rows.
Formatting Text of'a Po werPoint Presentation

• The Formatting Toolbar allows you to make many changes to your text to give it the
look you want for your presentation.
• To format text:
o In the Forn1atting Toolbar, click on the down-pointing arrow or button for the
item you want to format.
o For exan1pel, to set the font size for text you haven't typed yet, click on the down-
pointing arrow next to the number and choose the font size.
o To change the font color, click on the down-pointingarrow next to the underlined A.
o See Figure 2 on following page.
o To make formatting changes to existing text, highlight the text and click on the
down- pointing arrow OR button for the formatting change.
W,/ / / / / / / / / / / / / ,6-/ / / / / / / / / / / / / / /
&//////////////,@'//////////////,.,,3
o Take some time to experin1ent with the different formatting options to decide
what's best for your presentation.
Figure 2 Formatting Toolbar

18
7 ::'I 7
Choose a font by clicking on the down-pointing arrow Choose a font color by clicking on the down-pointing arrow
The Format Menu

• You can also use the Format menu to make formatting changes to the text in
your presentation.
• To Use the Format Menu
o Click on Format -+ Font.
o Choose the font, font style, and/or size, then click OK.
Figure 3· Font Option from Formatting

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This same font will be used on both your printer and your screen.
Cut, Copy, and Paste

• Once you've determined how your text will appear in your slides, you may need to
cut copy or paste some information.
• To copy and paste, select the text you want to copy.
• Click the copy button on the Standard Toolbar. (Ctrl + C)
• Move your mouse pointer to the location on the slide where you want the text to appear.
• Click the paste button on the Standard Toolbar. (Ctrl +V)
• To cut and paste, select the text you want to cut.
• Click the cut button on the Standard Toolbar. (Ctrl + X)
• Move your mouse pointer to the location on the slide where you want the text to appear.
• Click the paste button on the Standard Toolbar. (Ctrl +V)
• Note: The keyboard shortcuts Ctrl + C (copy), Ctrl + X (cut), and Ctrl + V (paste) can
help make cutting, copying and pasting faster. If you don't already know then1, lear n
these shortcuts.
How to Format Bulleted and Numbered Lists
Bulleted Lists
• PowerPoint provides se vera l bulleted lists slides for you to choose from for
your presentation.
• You can use these slides or create bulleted list slides of your own.
• Bullets can be dots, check marks, arrows, squares and more.
• Picture bullets, which are colorful bullets in various shapes, are also available.
Figure 5· Bullet List
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Formatting a Bulleted List

• You can format the look of bullets from the Format menu.
• To format a bulleted list, place your cursor in the section of the slide you want your
bullet or bulleted list.
• Click on Format -+ Bullets and Numbering.
Session 18: Enhancing a MS PowerPoint Presentation 250
Figure 7· Bullets and Number Dialog Box
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• A dialog box opens. Make sure the bulle ted tab is selected.
• Choose the bullet style that you want from the examples that appear on the screen or
click Picture and choose a style fron1 the bullets that appear. (You can also choose size
and color).
• Click OK.
Figure 8: Dialog Box for Bullet Lists

Bullets and Numbering
Source: Goodwill Community Foundation,2002
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Customizing a Bulleted List
• If you don't like the traditional bullets or the picture bullets that PowerPoint offers,
you can customize your own.
• To custon1ize a bullete d list, place your cursor in the section of the slide you want
your bullet or bulleted list.
• Click on Format -. Bullets and Numbering -. Customize; a dialog box
appears. Choose a symbol from the list that appears. Click OK.
• Note: you can change the font by clicking on font in upper left corner of the dialog box.
Session 18: Enhancing a MS PowerPoint 25 I
Presentation
Figure 9: Symbols Dialog Box
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Formatting a Numbered List

• PowerPoint also gives you different options for formatting a nun1bered list.
• To format a numberedlist, place your cursor in the section of the slide you want
your bullet or bulleted list. Click on Format -+ Bullets and Numbering.
• A dialog box opens. Make sure the Numbered tab is selected.
• Choose the number style that you want. (You can also choose size, color, and the
number you wish to start fron1, click OK.
Figure 10: Nun1ber Tab Dialog Box

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Adding Clip Art and Pictures
Inserting Clip Art into a Slide

• Clip art is a collection of graphical images.
• You can easily enhance your presentation with clip art in a few easy steps.
• To insert clip art into a slide, in the Outline view in the left pane, select the slide in
which you want the clip art to appear.
Presentation
• Click the Clip Art button on the 'Drawing Toolbar'.
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I
In sert
Clip Art
OR
• Select the slide you want to work on.
• Click on the down-pointing arrow in the Task Pane -+ Clip Art.
• If you are working with a slide that has an icon for clip art, click on the icon. You'll learn
more about this later in this lesson.
Searching for Clip Art

• Once you activate the Clip Art option, a search menu appears on the screen.
• To search for clip art, with the Search dialog box open, type the name of the in1age that
you are looking for. For exan1ple, people, buildings, winter.
• Click on Go.
Figure 11: Clip Art

: Clip Art "" X
Search for:
!people
Search in:
I All collecitons
Results should be:
I All media file types
• Click on the clip art that you want to insert, click OK.
• T he clip art appears in your slide.
• You can move or resize clip art and other content once it has been inserted into a
slide. You'll learn more about this later in this lesson.
Searching for Clip Art on the Webtions

• To find a larger selection of clip art, you can browse for clip art on the Web.
• To begin, make sure that you are logged onto the Internet.
• To search for clip art on the Web, with the Search dialog box open, type the name of
what you are looking for. For example, people, buildings, winter.
• Under Search in: click the down-pointing arrow next to 'Selected collections' and check
the box next to 'Web Collections' .
Figure 12: Clip Art (Web Collect)
: Clip Art • X
Search for:
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Search in:
Selected collectoi ns v
8 D Everywher e
+ 0 My Collections
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Web Collections
Inserting Pictures from File

• Adding pictures to your presentation may also help engage the audience's attention. You
can insert pictures that you have on file on your computer.
• To insert a picture from file, click on Insert -+ Picture -+ From File.
• Navigate to the folder where you've saved your picture
Figure 13· Inserting Pictures Ootions

.insert
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• Click on the picture you want to insert into the
slide. OR,
• Click the Insert Picture button on the 'Drawing Toolbar'.
• Navigate to the picture that you want to use.
• Select the picture and click Insert.
D, .. -.
EI n sertPicture J
Inserting Pictures or Clip Art Using a Slide Design Layout

• Some slide layouts already have icons for clip art and pictures.
• PowerPoint allows you to insert pictures though these slide design layouts.
• To insert pictures using a slide design layout, browse the slide design layouts to find one
with an icon for a picture.
• Click on the picture icon.
• Navigat e to the picture you want to in<;e rt.
• S e l ect the picture and click Insert.
Figure 14: Pic ture Icon for Inserting Pictures
Click icon t ::%·bontent

Resizing Pictures and Clip Art
• Once you insert clip art or a picture, you may need to resize it to better fit your slide.
• To resize pictures or clip art, click the cursor the edge of the graphic and a
resizing handle appears.
• A resizing handle is a black, double-headed arrow, that changes to a 'plus sign' +
once you start resizing the in1age.
• Drag the graphic to the size that you want.
Figure 15: Inserted Picture into PowerPoint Area for Resize
• t 0
Adding Charts, Diagrams and Tables
Inserting a Chart
• PowerPoint allows you to insert charts into your slide presentation to display
different types of information to your audience.
• To insert a chart, insert a new slide with a title and a chart icon.
• When the slide appears, click the Insert Chart icon.
Figure 16: How to Insert Chart into Presentations
C lic k toaddtitle
I I
InsertChor-t
C lic k icon to add content
Figur e 17: A Chart Appears With a Data Sheet and Sample Data
o
Slclos X
U P rc11cnt dtion1 . 04l4Shtct
A8 C D E
l a Ou2nd Oil l td Ob 14th Oil
o .ilne
1 East ,.. .. .,.,,27.4 90 20.4
1-' --=• ::.iWHt 30.6_ 3_ 8.6 3U 3.1.6C_
..Ho -n h 45.946.9,-_ _4, 5 0 .9..r:=,.v , ,
>
<
I
60
o Eas t
40 JA---
30
20
10
a " ·IWe
I
st
:
• Replace the sample data in the data sheet with actual data that you want to present.
• T he Y axis is for values or numbers. For exan1pel, nun1berof hours worked or amount
of money ear ned.
• The X axis is the label for the information. It now reads East, West, North.
• You can delete some information in colun1ns or rows of the sheet.
• Right click on the row or colun1n and choose Cut, Delete or Clear Contents.
• Note: You can expand the chart colun1ns to fit your data or titles. Place your
mouse pointer over the end of the colun1n in the gray heading. A black cross
with double arrows appears. Right click and drag the colunms to the size you
want.
• To format colun1n width, click on Format -+ Column width.
• Notice that as you enter the new data and titles etc., the chart on the slide changes to
show this new information.
• If the datasheet disappears, double click on the chart and choose View -+ Datasheet.
Setting a Maximum Value for a Chart
• As you enter nun1be rs in your chart, a maxin1um value for your chart will automatically
be set, or you can set a maxin1um value of your own.
• The top value will automatically round up from the top value of the data that you are
entering.
• Depending on your data, it will be rounded to the nearest ten, hundred, or thousand.
• To set a maximum value, double click on a value on the side of the chart.
• The 'Format Axis' dialog box appears, click on the Scale tab.
• Change the number for Maximum to the maximum number in your presentation. For
example, 100.
• Click OK.
Patterns I . Font .I Number II Alignment I

s c ·a....r.i.i.
[........ .... .
'..!J,,
Value (Z) axis scale
Auto Minimum:
0
Ma imum: 90
Mgjor unit: 10
M[nor unit : .2
, Floor (XV
plane)
Q'osses at: o-.,.... - - -
Display !,!nits: INone v JI <;ho\. display un ts labe1 on chart
D b,ogarithmic scale
D Values in teverse order
D Floor (XV plane) crosses at minimumvalue
J [Cancel
Choosing a Different Chart Type

• If you don't want to use the chart that automatically appears when you double click the
chart icon in a slide, you can choose a different chart type.
• To choose a different chart option, Click on Chart -+ Chart Type.
• Choose the best chart type for your presentation.
• Click OK
Figure 19 : Different Types of Charts
Cha ri Type
Stand.,rd Types l Custom Types I

Q, a rt type: Chart sub-type:
n w
lrlrL M1
Coomn
tu A
=:. 8¥ 11
Line
<> Pie
ffl •
XY (Scatter)
.. AIM
@ DouQhlu
® Radar
@ s..face
•••• BIA>ble
L Ousteredcaumn witha 3-0 vis<ial eff ect . 1
Qefault forrnattlnQ J
Press andHold toSample
tas defauk chart . o_K _...,J I cancel
Labeling a Chart
• You may also want to label your chart with such information as the title and what the
X and Y axes represent.
• In the default chart , the X axis is the horizontal information while the Y axis is
the vertical information.
• To label a chart, Click on Chart -+ Chart Options.
• A dialog box appears.
• Click on the Titles tab (if it is not already selected).
Figure 20: Chart Option Dialog Box

Chart Options [8]
LTtfe.L!Ges Gtldlnesl.e9eodData LabelsData T_able....,
Chart title:
L 100 --------,
ategory (X) axis: so- - - -l - -
I Go- - - --- - - 0 EllSt
West
40
North
20
:t.we(Z)axis: 0
1 st 2nd 3rd 4th
Otr Qtr Otr Otr
, ()l( I, [ Cancel
• In the box below 'Chart Title', type in the title.
• In the box below 'Category (X) axis', type in the label for this information.
• It appears in the rows on the left of the datasheet and in a box on the right of the chart.
• In the box below 'Value (Y) axis', type in the label for this information.
• Click OK .
• To change text alignn ent of label, right click on the text and choose Format Axis title.
1St f Qr mat Axis.. .

nc
• Click on the Alignment tab.

• Choose your text alignment and orientation options, click OK .
Figure 21: Format Axis -Alignment

--------- -----------
Format Axis (8)
Patterns Scale f Nunber
<xientatlOll ont R1,;#-to-left
0 8Ut(lmatic
••
Iext
direction:
Icontext _3
II I • I
T
e
X
t
•
••
- : ] Qec,ees
1 ,oo
.
I OK " Cancel
Inserting a Diagram or Organii.ation Chart

• An organization chart shows hierarchal relationshipsin a company or organization
such as president, vice president etc.
• Diagrams are used to show relationships between various elements.
• To insert a diagram or organization chart, insert a new slide with a Diagram
or Organization Chart icon.
• Click on the Insert Diagram or Organization Chart icon.
• When the 'Diagram Gallery' dialog box appears, select a diagram or chart type.
• Click OK, OR
• If working in a blank slide, click the Insert Diagram or Organii.ation Chart button
on the 'Drawing Toolbar' .
Figure 22· Inserting an Organization Chart
w JlJj
Ii]
tiilct
Click Q Insert OiaQrMI or OrQariZ tion Chatt I
icont
OOC 00 1 l t C I IC
Fi gure 23: Diagram Gallery Dialog Box

Diagram Gallery (8J
Select a giagram type:
[Q ] J
o,0,,.o
0-0-0
o"0'o
I
OrganizationChart
Used to show hierarchical relationships
OK Cancel
Inserting a Table
• PowerPoint also gives you the option of displaying information within your
presentation in a table.
• To insert a table, Insert a new slide with a table icon.
• Click on the Insert Table icon.
• When the dialog box appears, set the nun1ber of columns and rows for your table.
• Click OK.
• Enter the data for your table.
• To format the table, choose Format -+ Table.
Fi ure 24: Insert Table Dialo Box

---------
1nsert Table [E)
Number of i;,olumns: OK
1
Number of cows: Cancel
Figure 25· Table Ogtions
F2r a I I ools Slid,e Show Wi
t n
A Eont ...
· • ullets and
•
- Numbering••• li ne
2J)acing...
-
-
@' Slide Qesign ••.
(El Slide!,_a yo u t ...
Ba c!sgroun d...
I
Adding AutoShapes, WordArt and Hyperlinks
Inserting an AutoShape
• PowerPoint provides many different items that you can use to enhance your slides.
• For example, an AutoShape can be a useful graphical element.
• AutoShapes include lines, arrows, banners, stars and other shapes that you can add
to your presentation.
• To insert an AutoShape, click Insert -+ Pictures -+ AutoShapes.
Figure 26· AutoShages Ogtion

Insert .I FQrmat Iools Si
.::J ew Slide Ctrl+M

Slide N11m. ber
Date and l
ime...
mbol...
, icture [a) lip Art.. .
, Diagram... fromFlie...
TeJ$.t Box @' l',utoShapes h,
Mo iesand Sounds ..ti WordArt.. .
[B Chart... Qrga.--zation Chart

Ta!lle.. .
• A small AutoShapes toolbar appears.
Basic Shapes I
• Click on the various options and a list of AutoShapes appears.
• Choose the one for your presentation.
• To format an AutoShape, right click on it and choose Format AutoShape.
• A dialog box appears with various formatting options, OR
• Insert AutoShapes by clicking on the 'DrawingToolbar' at the bottom of the PowerPoint
screen. A list of options appears.
Session 18: Enhancing a MS PowerPoint Presentation 26 1
• You can click and drag an AutoShape to increase its size and you can add text
by choosing Insert -+ Text Box.

....,,...............
' l,ines •
Coo.nectars •
sic Shapes •
Block (irrows •
fJowchart •
?ei ars and Banners
•
allouts •
_ ,. . Act[on Buttons
•
, More AutoShapes...
A1it0Shapes 'f\.'-.
"' D O
Inserting WordArt
• WordArt is colorful and artful text that is available in a variety of styles.
• It allows you to create interesting titles, logos and text in your PowerPoint presentation.
• To insert WordArt, Click the WordArt button on the Drawing Toolbar.
Insert WordArt
• Choos e the WordArt that best fits your slide presentation.
• Click OK.
• When the Edit WordArt Text dialog box appears, click on Your Text Here to add
text. Type the text for your slide. You can also make any formatting changes to your
font.
• Click OK.
• The WordArt appears in your slide. You may drag it to where you want it to appear
on your slide.
Figure 28: The Word Art Gallery Appears.

WordArl Gallery
Select a OfdArt style:
,:ir,.nllr( \VordA[,
fiO o
rd
JY!Jt!hlt1"'rdlrt '11 , ! ,i
\VoniArt
l'lilltrl1-i
1
Cancel
Presentation
Fi gur e 29· Inserting -+ Pictu res -+ Word Art
tnsert I Iools SIi
- Side Qrl+ M -
Side
Date and !lme.. .
,bol,
Iii
..
e_icti.n
Q,pArt. ..
,• • IMW --- di
f,tomFie... &JtoShapes ordArt...
Te t Box Qrganization Char
.!..I
I1Jlla
andSculds
CbM...
Taqle...
.• ©..
J
.-n •
.::,
Inserting a Hyperlink
• PowerPoint also allows you to add hyperlinks to your slides to make them more
interactive.
• A hyperlink can link to a web site which provides more information for your presentation.
• To insert a hyperlink, select the text in your document that you want to be a hyperlink.
• Click the Hyperlink button on the Standard Toolbar.
1 liA• 109% •
r-: : ertHyperlink I
• If this button does not show, you may want to add it to your toolbar by clicking on
the down-pointing arrow at the end of the bar to display Toolbar Options.
• Click on Insert Hyperlink to add the button to your toolbar.
• Click the Existing File or Web Page button.
• Type any text that you want to display. For example: Free Computer and Career Classes.
This type will dis play instead of the web address, click OK.
• To make sure that the hyperlink works, click the Slide Show button and click on the
link on the slide.
Figure 30: In sert Hyp erlink

Insert Hypc rlink @rg)
link to : Iext to dsplay: .Free COO'()lter and Ca.-eer Classes
I Screenr12...
Look In : [@ Oesldop V
)( )
E Fileor
Web Page
Cl!(rt11t
My( ...
MyNetwork Places
Fcildtt My s
g 1i _assist_modem
PIAceInThis towsed CoverLetter
Doruneft
Paves <ireat_Lal<.e_ae.nent41'Y
:·: HowJo_dr w.fe1)1e_objects
1J
Createtiew R ent
New Plctu-e (3)
Downent Fies OOo_l .I.'I_Win3Zlnteljlst411

PetsonalLetter V
Addr!I.SS: :http://www. cllearrlree.org/MyGIJ-/rrr,vcf.aspxj V

61Address
E-mal
QI(
II cancel
How I Spend My Free Time [Take-Home Assignment)
Activity: Take-Home Assignment
ns
ork on creating a PowerPoint presentation called 'How I Spend My Free Tin1e'. You will be guided by your tutor to complete the assi
Refer to Worksheet 18.1: How I Spend My Free Time (Take-HomeAssignment)
Key Points
• Many of PowerPoint's slides have text boxes already included and ready for you to add
information. However, if you create an original slide you'll need to add a text box or two.
• PowerPoint provides several bullete d lists slides for you to choose from for your
presentation. You can use these slides or create bulleted list slides of your own.
• ClipArt is a collection of graphical in1ages. You can easily enhance your
presentation with clip art in a few easy steps.
• PowerPoint allows you to insert charts into your slide presentation to display differe nt
types of information to your audience.
• An AutoShape can be a useful graphical element. AutoShapes include lines, arrows,
banners, stars and other shapes that you can add to your presentation.
Evaluation
• What are the steps for formatting text?
• What do you format bulleted and numbered lists?
• What are the steps in adding clip art and pictures?
• What are the steps in adding charts, diagrams and tables?
• What is the procedure for adding AutoShapes, WordArt and Hyperlinks ?
Resources
• Bott, E. & Sieche rt, C. (2001). A1icrosoft Windows XP Inside Out.
st
Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett 's Publishers Internatio nal.
Prentice Hall.
• O' leary, T. J & O' lear y, L. I. (2006). Computing Ersential s, Introductory Edition. Boston
• Steven Sagman (1999), A1icrosoft Office 2000 for Windows: Visual Quick Start Guide.
• The Basics of the Word Window (n.d) Retrieved March 11, 2010, from
http://www.gcflearnfree.org/computer/
•
Worksheet 18.1: How I Spend My Free Time (Take-Home
• Assignment)
This is a take-home assignment; therefore you should organize your own time to use
a computer (school or personal con1puter). In this activity, you will work on creating
a PowerPoint presentation.
Instructions
• In this series of activities you will create a presentation about how you spend your
free time (i.e., what your hobbies are).
• Open Microsoft PowerPoint.
• Compl ete the steps below in Parts A-E below.
Part A - Create a New Presentation

• Choose a slide with a title and a subtitle placeholder.
• T ype the title How I Spend My Free Time.
• Format the title using a 44 point Arial font. Make the title bold and in some color
other than the default black.
• Type a subtitle with your name and today's date.
• Format the subtitle using a 28 point, Arial font.
• Insert a title and text placeholder slide.
• Type the title l\tly Hobbies Are... on that slide.
• Type at least three things you like to do in your free time in the bullete d list text
placehoIder.
• Insert a Blank Slide.
• Add a text box and type some information about the first item in your bulleted list that
is on the previous slide, 'My Hobbies Are...'
• Format slides 2 and 3 with whatever font and font size you wish.
• Apply a design template to your presentation, if you wish.
• Save your presentation as My Hobbies.
Part B - Bullets
• In the presentation, 'My Hobbies' which you have just created, insert a new slide with
title and text placeholders. This will be the fourth slide in your presentation.
• T ype a title for the slide. You may want this slide to be about the second hobby on
your list from slide 2, 'My Hobbies Are...'
• Format a different bullet style for the slide.
• Type a list of things related to the topic of the slide. (See example in Figure 1
on following page).
Part C - Clip Art
• In your presentation, 'My Hobbies' , select the fourth slide.
• Choose a Title, Text and Contents layout from the list in the Slide Layouts pane.
(Make sure it contains placeholders for clip art and a bulleted list.)
• Click Apply to Selected Slide.
• You now have a slide with a bulleted list and a place for clip art.
• Click on Insert Clip Art.
• Insert clip art to enhance this slide, when the 'Select Picture' dialog box appears.
• Resize pictures and clip art as necessar y.
• Sa ve your presentation.
Part D - Charts
• Open the presentation, 'My Hobbies' .
• Insert a new slide that contains a chart icon. This will be the fifth slide in the presentation.
• Decide whether you would like to insert a chart or a table.
• This chart or table needs to be related to the topic of your presentation, (i.e. how
you spend you free tin1e/your hobbies).
• An example of a table related to your hobbies: You could create a table to track
how many hours you spend on each activity for a week.
• To do this, insert a table with 8 colun1ns and 4 rows. It n1ight look like the example
in Figure 2 on following pages.
• An example of a chart related to your hobbies: You could create a chart that shows the
estin1aet d amount of time you spend on each hobby in a week (out of 168 hours (7 days
* 24 hours). It n1ight look like the example in Fig ure 3 on following pages.
• Format the table or chart, as necessary .
• Sa ve your presentation.
Part E - Hyperlink
• Open the 'My Hobbies' presentation.
• Insert a new Title Only slide. This is your sixth and final slide.
• Type a title for the slide. You may want to make this slide about the final hobby you have
lis ted.
• Insert a text box and type any necessary information related to the topic of the slide.
• Insert an AutoShape, WordArt, or a Hyperlink onto the slide.
• The presentation should have a total of six slides with information about the things
you do in your free time.
• Save and close the presentation.
CONGRATULATIONS! The activity about your hobbies is now con1plete.
Presentation
My Hobbies Are...
Reading
Watching Television
Exercising
-,: >w I Spend My Free Tin1e
By : Jane Doe
July 31, 2005
Reading Watching Television

I love to read.I'll read anything from short magazine articles to 1000 pagebooks. I OMy
find Favorites:
re.laxing and fun. +Old TV Shc,v:1 l ove l CJC'y
+ Cu rrent TV Sh= : l ost
Right now I'm reading the latest Harry Potter book, but I usually don1 read a lot of News
fiction. I love
Progra reading aboutthings that ra ve really happened
m: Dateline
+ Lat e Night TV: DaJ!y Sh rM
3
Figure 2: Table Related to Hobbies {Part D)
Mon. Tues. Wed. Thurs. Fri. Sat. Sun.

Reading
Watching
TV
Exercising
Figure 3: Example of Pie Chart Related to Hobbies (Part D)
< >
E7 Session 19: Creating a MS PowerPoint Slide Show
Learning Objectives
• Animate slides of a PowerPoint presentation
• Create a Slide Master for a PowerPoint presentation
• Use spell check in a PowerPoint presentation
• Print a PowerPoint presentation
• Add transition to a PowerPoint prese ntation
Animating Slides
• Animating slides invo lves adding movement and sometimes sound to text or to the
slides in a prese ntation.
• Animation can help create a livelier and more interesting slide show.
• PowerPoint provides some preset anin1ation or allows you to custon1ize the animation
to fit your needs.
• To anin1ate slides using Animation Schemes, open the PowerPoint presentation that
you want to work on.
• Select the slide that you want to anin1ate.
• In the Task Pane, click the down-pointing arrow and select Slide Design -+
Animation Schemes.
Fi ure 1: Awlication of Anin1ation Schemes

)(New Presentation ....
Getting started : Slide Design ...,. X
Help
SeMch Results Clip Art Research Clipboard
El New Presentation
'2 JCoDesignTemplates
Terr>phte Help
Shored WCfbpoce a AnimationSchemes
lor Schemes
DoCl.lnent es
Apply to se.lected slides:
Recently Used "'
I
Appear
Brush on
underlni e
Sldel
SldeOesiQn Fade1n all
Side OesiQn · Color Schemes Side OesiQn • Animation Schemes Custom AniMdon
No Anim ati
I_
Side TraustiOh
on No
I Animation
Subtle
Appear
Session 19: Creating a MS PowerPoint Slide 269
Show
Choosing Animation for Your Slides
• PowerPoint offers several options for anin1ating your slides.
• Once you click on Slide -+ Design Animation Schemes , the 'Slide Design' pane
appears with a list of options.
• Click on an Animation Scheme that you think n1ight work well in your presentation.
(To preview your choice, make sure that the AutoPreview option is checked).
• Preview different schemes to see which one best fit your slides.
• You can apply different animation to each individual slide or click on Apply to all slides.
• Once you have applied your animation you can click on Play or Slide Show to view it.
• Remove animation by selec ting No Animation in the white box.
Adding Custom Animation

• You can also decide how text and other slide elements 'perform' by using
custom animation.
• You can add effect, set speed and direction, and animate text on your own.
• For exaniple, you can decide how words or graphics enter or exit a slide.
• You may want to begin by adding effect to the titles in your presentation.
• To add effect to text, open the presentation you want to add an effect to.
• Click on the down-pointing arrow in the Task Pane -+ Custom Animation
• Click the text that you want to add an effect to.
• The Add Effect button will be activated. (Note the button is inactive until you select
a part of the slide to work on)
Figure 2· Task Pane (Custom Anin1ation)

:ICustom Animation ...
GettinQ Started
H
SearchResults
Clip Art
Research
d
New Presentation
Tt-inplatt Help
Shared
Workspace
Document Updates
Slide O\A
Slide Desql
Slide Desl!Jl • Cob- Schemes
Slide Desi!Jl·
AnimationSchemes
I.,I Cust.om Arwnation

I
Slide Transiion
• Click on Add Etl'ect -+ Entran ce.

Show
• A list of options appears for the entrance including Blinds, Box, Checkboard, and Fly In.
Show
• Decide how your text will appear on the screen and choose an option.
• You can easily remove the effect by clicking Remove.
• Or, you can modify it by setting direction and speed underneat h Modify. (PowerPoint
lets you know the specific effect by listing it next to 'Modify'. For example, Modify:
Blinds).
Figure 3: Addition of Effect in the Slide

: Cu st o m Animation X
Is: Add Effect

l'Ci- ><emove
Modify effect
Property
Speed,
Emphasis and Exit

• If you want to add an effect to make text or graphics grow, shrink, or change in
another way, click on Add Etl'ect -+ Emphasis.
• Choose an effect. If you want to add an effect to have text or graphics exit the slide,
click on Add Effect -+ Exit. Choose the effect.
Setting Direction and Speed

• Once you choose an effect, decide the direction for that effect.
• For example, you may want text to 'Fly In from the bottom' . (Make sure your
animation doesn't cross in1portant graphics or text in your presentation).
• To set direction, underneath 'Modify' in the Custom Animation pane, click on the down
pointing arrow beneath 'Direction'. (Note that direction options vary dependingon the
type of effect).
• Choose the side of the slide from which you want the title to enter.
• Underneath 'Modify' next to 'Start', select With Previous (Animation starts
automatically) or On Click (Anin1ation starts when you click the mouse).
Figur e 4: S etting Direction

: Custom Animation X
[S:Add Effect ..-J
[ Remove J
Modir : Blinds
Star t :
I OnClick
Direction: Horizontal
Speed:
tforizontal
l[ert ical
• Decide the speed at which you want effects to happen in your slides.
• You can choose very slow, slow, medium, fast or very fast to fit the rhythm of
your presentation.
• To set speed, click on the down-pointing arrow underneath 'Speed' and choose an option
Figure 5: Setting Speed

: Custom Animation .,,,. X
[Add Effect T]
[X.o Remove ]
Modir : Blinds
Start: Iil On C lick v I

I
Direction: Hor izonta l
I
Speed:
: Very Fast v
===lvl
Animating a Bulleted List

• A bulleted list may be another area that you n1ight want to anin1ate.
• To add anin1ation to a bulleted list, open the slide with the bulleted list you want
to animate.
• Click on the text box that contains the text you want to anin1ate.
• Click on the down-pointingarrow in the Task Pane -. Custom Animation.
• T he Add Effect button is now active.
Controlling Your Text

• With the Add Etl'ect button active, you can control the text in your bulleted list:
• To set anin1ation in a bulleted list, select the line of text you want to anin1ate.
• Once a line is selected, the Add Effect button becomes active.
• Select whether you would like to add Entrance, Emphasis, Exit, and/or Motion Paths.
• Using the downward pointing arrow to the right of each category:
o Decide if you want this animation to occur On the Click, With Previous, or
After Previous.
o Select the Direction the animation will occur (direction options will differ depending
on the anin1ation.
o Choose a Speed for the animation.
o To make changes to an animation, sin1ply locat e the number of the animation
you wish to change and use the downward pointing arrow to the right of that
numbered animation.
o To set the direction/tin1ing, you ca n select Etl'ect Options from the menu.
o Click on the Text Animation tab.
o The default o ption is By 1st level paragraphs. This is the level for the main
bullet points. Bullets points will enter one at a tin1e on the slide
o If you want the bullet points to enter as a group, choose As one object.
o If you have multiple levels of bullets in a slide and you want to animate all levels,
choose by 2nd level paragraphs if you have 2nd level bullets, and choose by 3rd le vel
paragraphs if you have three levels of bullets etc.
Figure 6: Eff ect Option Figure 7: Blinds a Dialog Box Appears

Custom Animation ..- X
Blinds IBJ
EffectTimingText Animati n
I*Add !
Eff ect Se tt ings .._
1x.,, Remove 1
Modify: Blinds lrtorizontal...................................!v
Direction: Enhancements- I..
Start : ,.- -0_n _Cl
'-!
-ick-
ound: -------------
----v,"" j
&fter animation: -
Drie c t ion: ;l; .;v::::::.
i.H;.;(o.;n·;, z,o;;n.;.;t.a;; Jj
Speed:
jVery Fast :
[=No=S=ou=n=d=]
== == ===" I
I1 n t Ie ,1 jI
Don't Dim
All at once
vi
Start On lick Animate te t :
St art lb(ith Prev ious
Start fter Prevoi us % ,felay between letters
!;)'feet Options.. .
l iming.. .
how AdvancedTimeilne B.emove _1!_o_K_ _I, Cancel
J
Creating a Slide Master
The Slide Master

• If you work for a con1pany, you may be asked to prepare long presentations.
• Or, you may want to prepare slides about a special event or occasion.
• A Slide Master allows you to create a presentation with differe nt types of slides
but enable them to all have the same 'look'.
• The elements that you add to the Slide Master (such as a company logo, background,
and font color) will be applied to all of your slides.
Creating a Slide Master

• If you have a Slide Master, you don't have to format every single slide in a
presentation with the same basic design and text.
• To create a slide master, start a new presentation or open an existing one.
• Click on View -+ l\'1aster -+ Slide Master.
• A slide with placeholders appears.
Click to redit Master title style
Title/lie,, for A<Jtolayo<b ·
Cl ic k to edit Master text styles

Second level
Third level
- Fourth level
» Fifth level
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,daWtme, , footer,
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• Click on Format -+ Background.

• Choose a background color. For more colors, click on More Colors.
• Select the text in the 'Master title style placeho lder' .
• Click on the down-pointing arrow next to the 'Font' in the Formatting toolbar.
OR,
• Choose Format -+ Font and choose a font, font color and font style.
• Close Master View to save changes.
Figure 9: Background Dialog Box Appears

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Choosing Fonts for Levels of the Slide Master
• As you continue working on your Slide Master, notice that the Master text styles
placeholder contains a model of up to five bu llets in which the text gets smaller for each
level.
• In the Slide Master, the font sizes are pre-selected.
• The sizes are based on what a normal person is able to read from a reasonable distance.
• You can change the font size, but this is fine-tuning that you n1ight want to do later.
• Generally, you sho uld keep the text the same color for the title and all text levels.
• To edit the text styles for each leve l, start a new presentation or open an existing one.
• Click on View -+ l\'1aster -+ Slide Master.
• Select the text and then choose a font and font color in the Formatting Toolbar.
Figure 10: Editing Text Style Using Slide Master

I Arial
7 7
Choose a font by clicking on the down-pointing arrow Choose a font color by clicking
on lhe down-pointing arrow
Viewing the Slide Master Elements

• After creating or making changes to your Slide Master, you can view all of the basic
design elements in your presentation.
• To see the slide master elements applied, click on View -+ Norma l.
OR
• Click the Normal View button.
• A slide or slide appears with the design elements of the Slide Master.
The Title l\'1aster

• When you create your Slide Master, you can also create a 'Title Master'.
• This is the second slide that appears in the left pane when you are working on the
Slide Master of a presentation using a Design Template.
• This is a special slide for the title slide of your presentation.
• Remember, the Slide Master is a basic blue print for all the slides of your presentation
while the T itle Master only addresses the elements of your title slide.
• To edit the title master, select the text in the 'Master title style placeholder'.
• Choose Format -t Background and choose a background color.
• Click on the down-pointing arrow next to the 'Font' in the Formatting Toolbar.
OR
• Choose Format -t Font and choose a font, font color and font style.
Spell Check
• The S pell Check tool allows you to check your entire presentation for spelling errors.
• PowerPoint has a dictionary that you can customize with words typically not included in
a standard dictionary.
• To use the spell check tool, click on Tools -t Spelling.
• Click the Spelling button on the Standard Toolbar.
lI
Spelling !
Figure 12· Soelling Check Tool

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Scanning for Errors ,

• Once you launch the Spell Check tool, a couple of scenarios can occur:
• PowerPoint quickly scans your presentation, searchi ng for words that aren't in
its dictionary.
• If there are no recognizable errors, a dialog box will appear stating that the 'spelling
check is con1plete'.
.i ) The spelling check is complete.
01(
• If there are possible spelling errors, the Spelling dialog box opens and offers
you a nun1ber of options.
• Any unrecognized word appears in the 'Not in Dictionar y' box.
Figure 14: Sp elling Check Dictionary
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Figure 15: Sp ell Check Options

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• You can choose from one of the options in the Spelling dialog box:
o Ignore - the word is correct and does not need to be added to the custom dictionary.
o Ignore All - ignore all occurrences of the word.
o Change - correct the word.
o Change All - change all occurrences of the spelling of a word.
o Add - add a word to the custom dictionary.
o Suggest - PowerPoint suggests possible correct spellings of a word.
o Scroll through the list to find the correct spelling.
o Select the appropriate one and click the Change button.
o AutoCorrect - automatically corrects many con1mon spelli ng, typing, and gran1matical
errors.
• Once the entire presentation has been checked for spelling errors, and you have
made your corrections or changes, click Close.
• The Spell Check tool does not catch all errors. Be sure to read through your text
carefully to find any typographical errors.
Printing a Slide Presentation
Previewing and Printing

• Once you've corrected any errors in your document, it's tin1e to print.
• PowerPoint 2003 allows you to preview your presentation before you print.
• You can preview and print slides, handouts, notes pages and outlines.
• To preview and print a presentation, click on File -+ Print Preview.
Figure 16· Print Preview Ootion
Eile I g_dit )Liew Insert I
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rint .. . Ctrl+
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• Click the Print Preview button on the StandardToolbar.
Print Preview I
• On the Print Preview Toolbar, click the down-pointing arro w next to the 'Print
What' box.
outs (2 slides per pa ge) Handouts (3 slides per page) Handouts (4 slides per page) Handouts (6 slides per page) Handouts (9 slides per pa ge) Notes Pages
• Select the layout that you want to preview and/or print.

• Click the Close button to return to the presentation or choose Print to print the layout.
Printing a Slide Presentation

U you don't want to preview your presentation in the various formats, you can simply print it.
• To print a presentation, Click on File -+ Print.
• The Print dialog box opens.
• Click the down-pointingarrow next to the 'Print What' box.
• Choose Slides, Notes, Handouts, or Outline.
• Select the print range and number of'copies.
• Click OK .
Figure 18: Prin t Di a log B ox Ogtion
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e tfew... Ctrl+N
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Adding Transition
• Once you've con1pleted all of your slides, create a cohesive presentation by adding
transition.
• You can move from slide to slide with interest ing transitions that affect the tin1ing,
entrance and exit of your slides.
• A transition is an effect that is applied to some or all of the slides in a presentation.
• To make transitions from slide to slide, click on Slide Show -+ Slide Transition.
Figure 20· Slide Transition
I
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• In the Task Pane, click on the down-pointing arrow and select Slide Transition.
Figure 21: Slide Transition Option

: !Slide Transition ix
Apply to selected slides:
No Tran s1t1on I
Blinds Horizontal
Blinds Verti cal
Box In
Box Out
• In the 'Slide Transition pane', choose the effect you want from the drop-down menu.
(Example: Blinds Horizontal, Blinds Vertical, Box In and Box Out).
• Automatically preview eac h transition by clicking on it. (Auto Preview has to be selected).
• Click Apply to All when you have chosen an effect.
• Choose to advance from slide to slide on mouse click or automatically after the
number of seconds that you select.
• To see how your transition works, click preview the slide show.
• Some transitions work well with effects that have been added to text and graphics.
Others do not.
• Pre view a variety of transitions before finalizing your slide presentation.
Previewing a Slide Show

• If you want to get an idea of what your completed show will look like to an
audience, preview it. PowerPoint allows you to view your show in slide show
format.
• To preview a slide show, Click on View -t Slide Show. (F5)
Session 19: Creating a MS PowerPoint Slide Show 280
Fi gur e 22· View -+Slide Show
iew I !nsert FQrmat 10
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• Click on Slide Show -+ View Show.
Figure 23· Slide Show -+ View Show

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• Click on the Slide Show button 1il't o start the presentation.
• To move to the next slide, click the mouse. (Space bar or Enter).
• When the screen goes dark, click the screen to return to the PowerPoint screen.
• You can exit the slide show by pressing ESC on the keyboard at any time.
• If you have set the slides to 'advance automatically', you don't need to click through
the slides. Just sit back and enjoy the show.
• At the end of the show, click the left mouse button to return to the PowerPoint Screen.
Setting Up a Slide Show

• Once you have added created a presentation and previewed it, set up a show. Take
the necessary steps to make sure your slides are ready for a real audience.
• To set up a slide show, click on Slide Show -+ Set Up Show.
• Choose your show type. Typically, it's presented by a speaker.
• Choose which slides you will show. For example, all or slides 3 - 12.
• Choose show options. You can leave these blank unless you're planning to run a show
continuously on a kiosk or want to show it without animation etc.
• Next, decide how you plan to advance your slides.
• Click OK.
Session 19: Creating a MS PowerPoint Slide Show 28 1
Figure 23· Set Ug Show
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Figure 24: The Set up Show Dialog Box
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OK Cancel
Finalizing Your PowerPoint Presentation (Take-Home Assignment)
Instructions
You will work on one of the existing PowerPoint presentation that you have created in
the previous two sessions. You will be guided by your tutor to complete the assignment.
Refer to Worksheet 19.1: Finalizing Your PowerPoint Presentation (Take-

Home Assignment)
Key Points
• Animating slides involves adding movement and sometimes sound to text or to the
slides in a presentation. Animation can help create a livelier and more interesting slide
show.
• A Slide Master allows you to create a presentation with different types of slides but
enable them to all have the same 'look'.
• The elements that you add to the Slide Master (such as a company logo, background, and
font color) will be applied to all of your slides.
• T he S pell Check tool allows you to check your entire presentation for spelling errors.
PowerPoint has a dictionary that you can customize with words typically not included in a
standard dictionary.
• Once you've con1pleted all of your slides, create a cohesive presentation by adding
transition. You can move from slide to slide with interesting transitions that affect the
timing, entrance and exit of your slides. A transition is an effect that is applied to some or
all of the slides in a presentation.
Evaluation
• What are the steps in aniniating slides?
• What are the steps in creating a Slide Master?
• What are steps in spell checking and printing?
• What are the ways of adding transition to slides for presentation?
References
st
• Cook, L.R. (2001). Computer Fundamentals - Understanding How the y Work. (I
• Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2nd ed.). Prentice Hall.
Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett 's Publishers Int ernatio nal.
Prentice Hall.
• O' leary, T. J & O' lear y, L. I. (2006). Computing R fse ntial s, Introductory Edition. Boston
• Steven Sagman (1999), J\1icro soft Office 2000 for Windows: Visual Quick Start Guide.
• The Basics of the Word Window (n.d) Retrie ved March 11, 2010, from
•
Worksheet 19.1: Finalizing Your PowerPoint
• Presentation (Take-Home Assignment)
This is a take-home assignment; therefore you should organize your own tin1e to use
a computer (school or personal con1puter). In this activity, you will work on an
existing PowerPoint presentation that you have created in the previous 2 sessions.
Instructions
• Decide whether you would like to continue working on your l\tly Hobbie s presentation or
the Where I Learn presentation; you must work on the same presentation for all
activities below.
• Complete the steps below in Parts A-D below.
Part A - Entrance Effe ct

• Open the presentation you would like to continue working on.
• Add an ' Entrance effect' to the title on the first slide in your presentation. Have the
text 'Fly In' .
• Set the speed and direction-- Have the text come in from the left -- very fast.
• Save your changes.
• Select the second slide.
• Apply the same 'Entrance effect' to the title of this slide as you did for the first slide.
(Fly In from left - very fast).
• Animate the bulleted list by having all of the bullets 'Fly In as one object' from the left at
medium speed.
• Save your changes to the presentation.
Part B - Slide Master

• Design a Slide Master for this presentation.
• Choose such elements as font and background color.
• Type your name in the footer area.
• Choose Normal View.
• Insert a New Slide and notice that all the elements of the Slide Master are present in
this new slide.
• Save the presentation.
Part C - Spell Check and Print

• Use Spell Check to check your spelling.
• Make any necessarycorrections.
• Preview Handouts (6 slides per page).
• Print a Handout and keep this copy for your records.
• Save the document.
• Part D - Transition
• Add transition.
• Pre view it in Slide Show view.
• Set up your show.
• Save and close the presentation.
Show
Session 20: Internet, Web and Computer
ll......JCommunications
Learning Objectives
• Describe how the Internet and the Web started
• Explain the difference betwee n the Internet and the Web
• List the five of the most con1mon uses of the Internet and the Web
• Describe some ways to access the Internet
• Describe the types of Internet con1munication
Introduction to the Internet

• Internet: Is a huge number of computers that are worldwide connected to each other.
o These computers are situated in many different countries and are connecte d
through telephone lines, cables in the ground and even satellites in space.
• The Internet is often referred to as the 'information superhighway'.
• It is like a highway that connects you to millions of other people and organizations.
• Unlike typical highways that move people and things from one location to another,
the Internet moves your ideas and information.
• Rather than moving through geographic space, the Internet moves through cyberspace.
In cyberspace, ideas and inforniation move electronically.
• T he Web provides an eas y-to-use, exciting, multin1edia interface to connect to the
Internet and to access the resources availab le in cyberspace. It has become an
everyday tool for all of us to use.
o For exan1pel, you can create personal Web sites to share information with others
and use instant messaging to chat with friends and collaborate on group projects.
Historical Information
• The Internet is a worldwide network.
• The Web, introduced at CERN, is a multimedia interface.
• Internet uses includes con1munication, sho pping, searchi ng, entertainment, and education.
• The Internet , or 'Net', was launched in 1969 when the United States funded a project
that developed a national computer network called Advanced Research Project Agency
Network (ARPANET).
• The Internet is a large net work that connects smaller net works all over the globe.
• The Web, or 'World Wide Web' also known as 'www' was introduced in 1992 at the
Center for Euro pean Nuclear researc h (C ERN) in Switzerland.
• Prior to the Web, the Internet was all text; there were no graphics, anin1ations, sound,
or video.
• The Web made it possible to include these elements. It provided a multimedia interface to
resources available on the Internet.
• From these early researc h beginnings, the Inter net and the Web have evolved into one
of the most powerful tools of the 21st century.
The Difference between the Internet and the Web

• It is easy to get the Internet and the Web confused, but they are not the same thing.
• The Internet: Is the actual phys ical network. It is made up of wires, cables, and satellites.
Session 20: Internet, Web and Computer Communications 285
o Being connected to this network is often described as being online.
o The Internet connects n1illions of con1puters and resources throughout the world.
• The Web: Is a multimedia interface to resources available on the Internet.
o E very day over a billion users from every country in the world use the Internet and
the Web.
Fig ure 1: The Internet- A Worldwide Network of Computers, Making Inforniation

Available to Everyone
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The Most Common Uses of Internet and Web
• Con1municating is the n1ost popular Internet activity.
o You can exchange e-mail with your work colleagues, family and friends
aln1ost anywhere in the world.
o You can join and listen to discussions and debates on a wide variety of special-
interest topics.
o You can even create your own personal Web page for friends and fan1ily to visit.
• Shopping is one of the fastest-growingInternet applications.
o You can visit individual stores or a cybermall, which provides access to a variety
of different stores.
o You can window shop, look for the latest fashions, search for bargains, and make
purchases. You can purchase goods using checks, credit cards, or electronic cash.
Figure 3: Shopping Using the Internet
Source: O'Leary, 2006
• Entertainment options on the Internet are numerous.

o You can find music, movies, magazines, and con1puter games.
o You will find live concerts, movie previews, book clubs, and interactive live games.
• Education or e-Ieaning is another rapidly emerging Web application.
o You can take classes on aln1ost any subject.
o There are courses just for fun and there are courses for high school, college,
and graduate school credit.
o Some cost nothing to take and others cost a lot.
o The first step to using the Internet and Web is to get connected, or to gain access
to the Internet.
• Searching for information is very co nvenient.
• You can access some of the world' s largest librar ies directly from your home computer.
o You can visit virtual libraries, search through their stacks, read selected items,
and even check out books.
o You will also find the latest local, national, and international news.
o Most newspapers maintain an online presence and include interactive and
multimedia presentation related to current news stories.
Search Engines
• You can also use a search engine such as 'Google' to search for specific
information, pictures or images on Internet:
• In the text-box, type the subject of information that you are looking for, for
example 'Bagamoyo'.
• Click the button 'Google search' and wait for the results
• T he next screen shows the results (for example): Google found 313 results related
to 'Bagamoyo' .
Figure 4: S earc h Engine
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• Each result is a 'link' to a Website containing information. To go to the Website, just

click on a link.
• Use the Back button to go back to Google's results and click on another link.
• Scroll down the page to see more search results.
• Google shows a little text from each Website, and also the address of the Website.
• At the bottom of each page, you can click to see the next ten results.
Figure 5: Results Fron1 a Searc h Engine
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LIC ENCYCLOPEDIA : Bagamoyo

o. Vicariate apostolic in German East Africa, separat ed by a pontifica l Decree of 11 May, 1, from the Vi cariate Apost olic of Northern Zanzibar. ...
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a terminus of slave caravan route, and the headquarters of the German administration in East Africa. ... Bagamoyo. ... B agamoyo_Historical_Town.htm - 44k -
es Salaam, Bagamoyo ('Lay down your heart") was the original capital... M aps, Accomm odati on and information. ... www.go2africa. com/ tanzania/zanzibar-sprce-c o
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Copying Text from the Internet

• Click the cursor at the beginning of the text and keep the left mouse button pressed down.
• Move the cursor to the end of the text to select the text.
• Move the cursor above the selection and click the right button of the mouse.
• In the menu that appears, choose Copy.
• Go to MS Word by clicking the button in the taskbar.
• Click on the Paste button to put the text in your document.
Note: The selected text remains in the memory until you copy another text or picture.
Cop ying Pictures from the Internet
• Move the cursor on a picture and click the right mouse button.
• In the menu that appears, choose Copy.
• Note: To save the picture as a separate document in your folder, choose 'Save picture As'
• Go to MS Word by clicking the button in the taskbar.
• Click on the Paste button to put the picture in your document and create a colorful leaflet.
Access to the Internet

• Providers give us access to the Internet.
• National, regional, and wireless are the three types of ISPs.
• Browsers provide access to Web resources.
• The Internet and the telephone system are sin1ilar; you can connect a computer to
the Internet much like you connect a phone to the telephone syste n1.
• Once you are on the Internet, your computer becomes an extension of what seem
like a giant computer that branches all over the world.
• When provided with a connection to the Internet, you can use a browser program
to search the Web.
Internet Service Providers

• The most con1mon way to access the Internet is through an Internet service pro
vider (ISP).
• The providers are already connected to the Inter net and provide a path or connection
for individuals to access the Internet.
• Your college or university most likely provides you with free access to the Internet
either through its local area networks or through a dial-up or telephone connection.
• T here are also some companies that offer free Internet access.
• Con1mercial Internet service providers offer national, regional, and wireless service.
Web Browsers
• Browsers: are programs that provide access to Web resources.
o T his software connects you to remote computers, opens and transfers files,
displays text and images, and provides in one tool an unco n1plicaetd interfaceto
the Internet and Web documents.
o Browsers allow you to explore, or to surf, the Web by eas ily moving from one Web
site to another. Two well-known browsers are Netscape Navigator and Microsoft
Internet Explorer.
o For browsers to connect to resources, the location or address of the resources must be
specified. These addresses are called Uniform Resource Locato rs (URLs).
How a Browser Works

• Once the browser has connected to the Website, a document file is sent back to
your computer.
• This document contains Hypertext Markup Language (HTML) con1mands.
• The browser interprets the HTML con1mands and displays the document as a Web
page. o For exan1pel, when your browser first connects to the Internet, it opens up
to a Web
page specified in the browser settings.
• This page presents information about the site along with references and hyperlinks or
links that connect to other documents containing related information-text files,
graphic images, audio, and video clips.
• These documents may be located on a nearby computer systen1or on one halfway
around the world.
• The computer that stores and shares these documents is called a Web server.
• The references appear as underlined and colored text and/or in1ages on the Web page.
• To access the referenced material, all you do is click on the highlight ed text or in1age.
• A connection is automatically made to the con1puter containing the material, and
the referenced material appears on your display screen.
URL
• URLs have at least two basic parts: protocol and domain name.
• Protocols are rules for exchanging data between con1puters. The protocol http:// is
the most widely used Web protocol.
• Domain name is the name of the server where the resource is
located. o For exan1pel: www.mtv.com is an example of a URL.
• Note: Many URLs have additional parts specifying directory paths, file names,
and pointers.
• The last part of the domain name following the dot(.) is the domain code. It identifies
the type of organization.
o For example, .com indicates a con1mercial site. The
URLhttp://www.mtv.com connects your computer to a con1puter that
provides information about MTV.
Types of Internet Communication

• There are three types of Internet Con1munication. Those are e-mail, instant
messaging, and discussion groups.
Electronic lVl a il (E-lVla il)

• E-mail or electronic mail is the transn1ission of information through electronic
messages over the Internet.
• The big difference with normal mail is speed. One second after you press a button to send
an e-mail, it arrives at the e-mail address you used. (Even if you send it to the other end
of the world!)
• At one tin1e, e-mail consisted only of basic text messages. Now e- mail routinely
includes graphics, photos, and many differe nt types of file attachments, such as reports
or digital photographs.
• People all over the world send e-mail to each other. You can e-mail your friends,
fan1ily, your co-workers, and anyone with an e- mail address.
• If your con1puter is connected to the Internet, you can use e-mail for con1municating
with friends and business relations.
• All you need to send and receive e- mail is an e-mail account, access to the Internet,
and an e-n1ail progran1.
• There are special Websites that give you e-mail service free of charge.
• Some of the most widely used e- mail programs are Yahoo, Hotmail, Gmail,
and Microsoft's Outlook Express.
• If you want to use e-mail, you sin1ply visit one of these Websites and open an
'e-mail account'.
• You get a private e-mail address which you give to others, and then they can send you
e mail.
• To read your e-mail and to send e-mails yourself, you visit the Website again and
open your personal ' mailbox' .
• A typical e-mail message has three basic elements: a header, letter/message, and
a signature.
• A header appears first and typically includes the following information.
o Addresses of the persons se nding, receiving, and, optionally, anyone else who is to
. .
receive copies.
• E-mail addresses have two basic parts, i.e. dcoats@usc.edu (dcoats is a
user domain, usc.edu is domain name, edu is the domain code).
• The first part is the user's name and the second part is the domain name,
which includes the domain code. In our example e-mail, dcoats is user name.
• T he server providing e-mail service for the user is usc.edu.
• T he domain code indicat es that the provider is an educational institution.
o The subjec t is one-line description, used to present the topic of the message.
Subject lines typically are displayed when a person checks his or her mailbox.
o Attachments: Many e-mail programs allow you to attach files such as documents
and worksheets. If a message has an attachment, the file name appears on the
attachment line.
• T he letter or message comes next. It is typically short and to the point.
• Finally, the signature line provides additional information about the sender.
Typically, this information includes the sender's name, address, and telephone
number.
Instant Message (IlVI)

• Instant messaging (IM) is an extension of e-mail that allows two or more people
to contact each other via direct, live con1munication.
• To use instant messaging, you specify a list of friends (also known as buddies or
contacts) and register with an instant messaging server.
• Whenever you connect to the Internet, special software informs your messaging
server that you are online.
• In response, the serve r will notify you if any of your contacts are online. At the same
tin1e, it notifies your contacts that you are online. You can then send messages
directly back and forth to one another.
• Many new instant messaging programs also include videoconferencing features,
file sharing, and remote assistance.
• T he most widely used instant messaging services are AOLs
InstantMessenger, Microsoft's MSN Messenger, and Yahoo Messenger.
• One lin1itation, however, is that many instant messaging ser vices do not
support con1munication with other services. For example, at the tin1e of this
writing, a user
registered with AOL cannot use AOLs Instant Messenger software to con1municate with
a user registered with Yahoo Messenger.
• Some software companies have started providing universal instant messenger
programs that overcome this lin1itation. For example, Gain, Odigo, and Trillian
provide instant messaging services that do support con1munication with other
services.
Using E-mails for Discussion Groups

• You can also use e-mail to con1municate in discussion groups with people you do
not know but with whom you wish to share ideas and interests.
• You can participate in forums and debates that range from general topics like current
events and movies to specialized forums like con1puter troubleshooting and
Hollywood animations.
• Discussion groups include mailing lists, newsgroups, and chat groups.
• Mailing lists allow men1bers to con1municate by sending messages to a list address. Each
message is then copied and sent via e-mail to every member of the mailing list.
• To participate in a mailing list, you must first subscribe by sending an e-mail request to
the mailing list subscription address.
Figure 7: Popular Mailing Lists

Description Subscription Address
Music and bands dbird@net info.com.au
Movies moviereview@cue net .com
Jokes Jokeadav.com
Travel tourbus@listserv.aol.com
Source: T. J, O'Leary, L. I, 2006
• Once you are a member of a list, you can expect to receive e- mail from others on the list.
• You may find the number of messages to be overwheln1ing.
• If you want to cancel a mailing list, send an e- mail request to 'unsubscribe' to the
subscription address.
• Newsgroups, unlike mailing lists, use a special network of computers called the UseNet.
• Each of these computers maintains the news group listing.
• There are over 10,000 different newsgroups orga nized into major topic areas that are
further subdivided into subtopics.
• Contributions to a particular newsgroup are sent to one of the computers on the UseNet.
• This computer saves the messages on its system and periodically shares all its
recent messages with the other computers on the UseNet.
• Unlike mailing lists , a copy of each message is not sent to each member of a list.
• Rather, interested individuals check contributions to a particular newsgroup, reading only
those of interest.
• There are thousands of newsgroups covering a wide variety of topic areas.
F l!!ure 8 PoouIar News!!rouos

Description Newsgroups
Aerobics/fitness Misc.ftness.aerobic
Cinema Rec.arts.movies
Mountain biking Rec.bicycles.off-road
Music Rec.misic.hip- hop
Clip art Alt.binaries.cIi-art
Source: O'Leary,2006
• Chat groups, like IM, allow direct live con1munication. Unlike IM, chat groups typically
connect individuals who have ne ver met face-to-face.
• To participate, you join a chat group, select a channel or topic, and con1municate live with
others by typing words on your computer.
• Other members of your channel in1mediately see those words on their computers and
can respond in the same manner.
• One popular chat service is called Internet Relay Chat (IRC).
• This software is available free from several locations on the Internet.
• Using the chat-client software, you log on to the server, select a channel or topic in
which you are interested, and begin chatting.
• To participate, you need access to a server or computer that supports IRC.
• This is done using special chat-client software.
• Before you subn1it a co ntribution to a discussion group, it is recon1mended that
you observe or read the con1munications from others. This is called 'lurking'.
o By lurking, you can learn about the culture of a discussion group.
o For exan1pel, you can observe the level and style of the discussions.
o You may decide that a particular discussion group is not what you were looking for-
in which case, unsubscribe.
• If the discussions are appropriate and you wish to participate, try to fit into the
prevailing culture.
Spam
• E-mail can be a valuable asset in your personal and professional life.
• However, like many other valuable technologies, there are drawbacks too. Internet
users rece ive billions of unwanted and unsolicited e-mails e very year.
• This unwelcome mail is called 'spa m' .
• While spam is indeed a distraction and nuisance, it also can be dangerous. For
exan1pel, computer viruses or destructive programs are often attached to unsolicited
e-mail.
• Computer safety will be addressed further in the next session.
Opening an E-Mail Account [Take-Home Assignment]
Instructions
You will create your own e-mail accounts. You will need to use a computer with Internet
connection. You will be guided by your tutor to complete this assignment.
Refer to Worksheet 20.1: Opening an E-Mail Account (Take-Home Assignment)
Key Points
• The Internet is the actual physical network. It is made up of wires, cables, and
satellites. Being connected to this network is often described as being online.
• T he Internet connects n1illions of computers and reso urces throughout the world.
• The Web is a multimedia interface to resources available on the Internet. Every day
over a billion users from every country in the world use the Internet.
• Con1municating is by far the most popular Internet activity. You can exchange e- mail
with co-workers, fan1ily and friends aln1ost anywhere in the world.
• Shopping, entertainment, searching for information, instant messaging, and discussion
groups are other activities that can be conducted using the Internet.
Evaluation
• When were the Internet and the Web started?
• What is the difference betwee n the Internet and the Web?
• What are the conm1on uses of the Internet and the Web?
• How do you access the Web using a browser?
References
st
• Joos , I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett 's Publis hers Int ernational.
Hall.
• O ' lear y, T. J & O' lear y, L. I. (2006). Computing Ersentials, Introductory Edition. Boston
• Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.
Worksheet 20.1: Opening an E-Mail Account (Take-Home
Assignment)
computer (school or personal computer). In this activity, you will need to use a computer
with connection to the Internet.
Instructions
In this activity, you are going to create your own e-mail account. Follow the steps below.
• Open Internet Explorer.

• In the address bar of Internet Explo rer, type the address of the server that you would
like to use, for example, Yahoo, Hotmail, Gmail, etc.
o Example: www.yahoo.co n1 or www.hotmail.con1 or www.gmail.com
• Click the Go button and wait for the Website to appear.
• Click on 'New Account Sign Up': a new page appears.
• Click in the first text box 'First Name' and type your name; type your last name in the
second text box.
• Choose your country: click on the arrow and select Tanzania (or another) from the list.
• After you selected Tanzania, wait until the Website changes to the next option.
Then select the time zone you want to work with.
• Click on one of the circles to select your gender.
• Specify your birth date and choose an occupation from the list.
• Now type the e-mail address you want to use.
• T ype a good password, using at least 6 lette rs and numbers.
o You should remember this password well, because you need it to open your e-
mail account the next tin1e you use it.
o To make sure you typed it right, you have to type the same password again.
• If you have forgotten your password, you can use this secret question to get access to
your account and create a new password. Select a question you like and type your
answer.
• Type the letters you see in the drawing. With this 'registration check' you prove you are
a human and not a con1puter!
• Look through the text of the agreement and click the button 'I agree'
• When the registration is con1plete, click 'Continue'
• At the bottom of the next page, click 'Continue' to enter your e-mail account.
Now explore the Website of your email account and learn how to use it!
Note:
• If you see this message, 'Your address is already used' , choose one of the
addresses suggested and continue,
OR,
• Try typing other addresses until you find one that is still available, and until you see
the message: 'You have opened your account',
Session 21: Computer Safety -Viruses, Data
ll......JStorage and Protection
• Explain how to clean your computer to keep it running smoothly
• Describe how to conduct computer maintenance to reduce computer problems
• Explain how to defragment the con1puter
• Explain how to remove spyware / adware and viruses
How to Clean Your Computer to Keep it Running Smoothly

• It is easy to quickly fill up your valuable hard drive space and turn your computer into a
sluggish, unrespo nsive monster with the amount of information available for download on
the Internet.
• Kee ping your hard drive clean is essential to the high performance that the computers
can achieve.
• It is simple process to perform on a regular basis and, with some organization, to keep
your computer running like a well-oiled machine.
• You can discover how much hard drive space is available on your con1puter by
accessing the DriveSpace program in your 'System Tools'.
• A pie graph will show you the amount of used and unused space for each of your drives .
• C hec k this often to keep an idea of how much space you are using.
Cleanup Unused/Temporary Files

• Empty your Internet cache.
o As you surf the Internet, your computer stores web pages and images into a temporary
Internet cache so that it can quickly recall and access information when you move
back and forth between pages.
o This backup information can quickly add up and take up hard drive space.
o Whether you use Internet Explo rer, Netscape, or one of the many other browsers
available, emptying out your cache is quick and easy.
• Sin1ply follow the instructions in the 'Help files' located within those programs.
• You may also wish to set a specific maxin1um file size for your cache folder, so
that it is not allowed to run ran1pant.
o Organiz e your surfing habits.
• Place your downloads to the same folder, so that you can easily find them and
delete them when necessary, or move them to zip disks for storage.
• Clean out temporary files.
o When your computer is not shut down properly, it will pass information from memory
into fragmented files.
o Also, while you are running programs, your computer will write information that it
does not in1mediately need into temporary files.
o Installation files will also expand themselves into the temporary folder and will
not always clean up after themselves.
o You can delete these temporary files safely by using the Disk Cleanup option in
your 'System Tools'.
• Go to 'MyCo mputer' .
CMT 04106 Basic Computer Applications NTA Level 4 Semester S tudent Manual
I Protection
Session 21: Computer Safety- Viruses, Data Storage and 297
o Now go to tools at the top, Folder Options -+ View, then check the box 'Show
Hidden Files and Folders' .
o Then go to Local Disk, Documents & Settings, Your Account, and delete everything
in: 'My Recent Documents, Local Settings History' (No te: do not delete eve rything
in local settings, just delete everything in the history folder of local settings).
o While in 'Local Settings' , delete everything in temporary Internet files.
• Empty your mail programsof clutter.
o It's easy to browse through your e-mail and leave old messages there.
o One or two messages don't take up much space, but hundreds certainly do.
o Take the tin1e to sort through these old e-mails and delete what is not important.
o Create folders and organize what is left. Make it a habit that when new emails
come in, they are either filed in1mediately or thrown away.
o Set your email program to empty your deleted items folder each time you close
your mail progran1.
• Empty your rec ycle bin.
o Once you've emptied your drive of cluttering, unnecessary programs, empty
your recycle bin to remove what has been placed there in the process.
• Complete Disk Cleanup.
o After clicking on 'Start' , move your cursor All Programs -+ Accessories -+
System Tools.
o Click on Disk Cleanup from the list that appears.
o Click the l\'1ore Options tab at the top of the page, and select all three
of the following: 'Windows Con1ponents, Installed Programs, and System
Restore' .
o Clean up all three by clicking on their respective tabs.
o You may want to delete all but your most recent system restore point -- you probab
ly don't need the others.
Uninstall Unused Programs

• Uninstall unnecessaryprograms installed in your PC.
o Many times a new program will be installed, but after a week or two you sin1ply
stop using it.
o These programs clutter up your drive and take up valuable space.
o You n1ight be tempted to delete these programs from your drive, but you must use
the uninstall function of Windows for the program to be removed safely and
completely.
• Keep track of the programs that you install.
o For trial versions, note the date that they will expire on a calendar. This will ren1ind
you to uninstall the programs that you can no longer use rather than allowing them
to clutter up your drive.
o Also, if you run into problems, keeping track of new downloaded and insta lled
programs and the date they were installed can help you track down the cause
of problems.
• Use the Add/Delete tool in the ' Windows Control Panel' to delete unneeded
programs from your drive.
o Do not let a lot of programs load up when you start your con1puter.
o They use valuable memory and Windows Resources (Windows internal workspace).
o All programs in your Windows System Tray (in the lower left of your screen)
are running on your computer.
o Close them if you don't need them or run them and configure them not to load when
you boot up. Other programs running in the background can be found by pressing
Ctr! + Alt+ Delete at the same tin1e.
• Remove unwanted programs by going to start, control panel, add/remove programs,
then remove unwanted programs.
• Notes: Remember that the cleaner your hard drive is, the better your machine will
respond. In order for your computer to be user friendly, it must have a friendly user.
Be your computer's best friend and clean it out regularly.
How to Conduct Computer Maintenance to Reduce Problems

• You don' t have to be an IT professional to keep your PC in good shape.
• Any computer use r can follow the guidelines mentioned below, and can reduce their
PC problems dramatically.
Install Updates Regularly

• Set-up your PC to download and install 'Windows Updates' automatically.
o Windows updates include Operating System patches for bugs and PC security
related issues.
o These patches can reduce many unknown con1puter problems.
• Do a Windows Update.
• This will be on your 'Start Menu' ; if it isn't, then click on All Programs -+ Accessories
-+ System Tools.
o This will take you to the updates. Or try windo wsupdate.microsotl.com.
o It is very important that you do the updates; it doesn't matter if you use the
new updates or not, but they are for security.
Run Scandisk and Defragment

• When Windows installs programs, it will put the files it needs anywhere that it finds
free space, and not directly after the last program installed.
• As a result, your hard drive has patches of empty space on it that are not big enoughto
fit a full program, and will result in a drive space error if you attempt to install
something new.
• Scandisk your drive to check for lost file fragments and to fix any errors it finds,
then Defragment to pack all of the program files together at the beginning of your
drive.
• This will clear out those empty patches and move all of the free space you've just
created to the end of your drive.
• Perform this quick maintenance routine every week.
• For your work computer, Friday afternoo n before you lea ve for the weekend is the
perfect tin1e.
• When you return to work on Monday, you'll have a computer that is clutter-free and
as responsive as it should be.
• Run Scandisk and Defragment at least once a month to keep your HD healthy and
prevent crashes.
• Perform Scandisk periodically to check the Hard Drive.
• Defragment your con1puter.
• Defragmenting your computer moves all your files to where they are supposed to be.
Ensure Internet Security

• Install a personal Firewall.
o Most of the anti-virus programs are bundled with personal Firewalls.
o Personal firewall is a barrier between your PC and the outside world.
o This can protect your PC from hackers and Spywa re tools.
• Do not download and install unknown software from Internet.
o This is the biggest mistake most of the PC users are doing.
o Some of this software can damage the Windows registry, which cause lot of errors.
o Be very careful when you download music from the Internet. Always stick to
one trustworthy web site.
• Delete temporary Internet files.
o To automatically delete these files in IE6, goto Tools -+ Internet Options -+
Advanced.
o Scroll to bottom and select 'Empty Temporary Internet when browser is closed' .
• If possible, try not to use Internet Explorer because it has major security breac hes
which could be potentially harn1ful for your system.
o Two alternative web browsers you can try are 'Mozilla Firefox' and 'Opera' or at
'File Hippo'. (Use Java to get the latest Java download).
• Download ' Web Security Guard ' or download the 'Site Advisor' plug-in, both protect
you from most web based security threats and annoyances.
o Both give you a safety rating for the sites you are on and give a rating on your
Google searches as well, from green (safe) to red (dangerous).
o Web Securit y Guard will have a po p-up saying that if a particular website has
been reported as dangerous.
o You can choose to continue and go to the site or don't go to the site.
o One example of a dangerous site is http://,vww.smileycentral.com
o One example of a safe site is http://w"'w.google.com.
o Web Securit y Guard will also have gold 'shield' if the website has been reported
but is not severely dangerous and will not give you pop-up about the website.
o This will help to prevent you visiting sites that are likely to damage your computer.
Site Advisor can help you to determine if a site is safe or not.
• Get rid of cookies. These are left behindon your computer after you visit a
Website. o Click on Start -+ Control Panel -+ Internet Options.
o The second row down will say 'Delete Cookies' , click on that.
o Click on Delete Temporary Files (Note: when the little box comes up that
says 'delete offline' , you don't have to click on that).
Scan for Viruses, Remove Spyware/Adware

• Do use a virus checker regularly.
o The best type of protection is continuous monitoring from a dedicated anti-
virus progran1, such as Norton Antivirus.
o If you have a high speed Internet connection you need a firewall progran1.
o A firewall program keeps those who want to hijack your computer from gaining
access to your systen1. You really do not want someone else running your
con1puter.
• Use a good antivirus progran1.
• This is the most important piece of work in preventive maintenance. Installing
the antivirus program is not good enough. You should do following as well:
o Set-up the program to download and install updates automatically.
o Schedule periodic full system scans.
o Check the virus definitions date regularlyand see whether it is up to date.
• Install anti Spyware program to detect Spyware tools.
• Remove spyware.
o Use a search engine to find 'Lava soft Ad Aware 2007'.
o This will take you to a site to download the software.
I Protection
o Download and install this progran1.
o You can also use 'Spybot Search & Destroy.'
o Spyware Blaster is a good preventative measure to use as well. All have easy-
to follow instructions.
• Installanti-virus software. Kaspersky, AVG, Bitdefender, Antivira, and Avast are free
for personal use.
Basic Rules for Safe Use

• Never turn your computer off with the power switch until Windows has shut down.
• This rule prevents permanent HD defects caused by the hard drive heads contacting
the surface of the drive disc and can also result in lost data or Windows files.
o The one exception to this rule is when your con1puter locks up and HD is not
running (HD light is not blinking).
o Recove r from crashes by pressing the Ctr! + Alt + Delete keys at the same
tin1e. Press them again to reboot your con1puter.
• Use UPS (uninterruptable power supply) for your computer. This will keep your
con1puter from crashing during power outages, and will protect your con1puter from
low and high voltage occurrences.
• Backup any data you cannot afford to lose to at least two separate physical
drives (external HD, Zip disks, CD-RWs etc.). Don't wait until tomorrow.
• Never unplug peripherals (except 'hot pluggable') from the computer when it is
powered up to avoid short out the connector socket or the motherboard.
• Do keep at least 300 MBs of your C: drive free for Windows to use. If you use
Windows XP or Vista then you should have 400-600 MBs of free space on your C:
drive.
o Inadequate free space chokes Windows and it will start dumping data to your hard
drive, or it will just get really, slow.
• Keep track of the software disks you receive with your computer and new peripherals.
o These disks contain valuable software drivers and programs for Windows and
are needed when Windows must be reloaded.
o Keep these disks and your Windows software disks in a safe, dry, place; you ne ver
know when you will need then1.
• When your computer is running in good shape, then go to Start ..,. All Programs ..,.
Accessories ..,. Sys te m Tool s ..,. S ys te m Restore.
• Create a restore point, and when your computer is running poorly, restore it to the day.
Warnings
• Be very careful of websites with pornography or free games; they are usually full
of spyware that is difficult to get rid of.
• Not all cookies are worthless. Some Websites use cookies as a way of custon1izing
your display for subsequent visits.
o For exan1pel, a weather website may ask you to enter your zip code to display
your local weather. It then puts a very small 'cookie' file containing that info on
you hard drive.
o Days later, when you re-visit that Website, the site looks for its cookie on your drive
and displays the weather in your area.
o This way, you don't have to enter your location each time.
o Deleting all cookies will require you to re-enter the information each tin1e.
• Deleting the wrong files may ruin your computer.
Session 2 I: Computer Safety - Viruses, Data Storage and Protection 301
o Make sure when you are looking for old files that you don't want anymore, that
these files you absolutely don't need, and have nothing to do with the way the
system runs itself.
How to Defragment Your Computer

• When your computer writes information onto your hard drive, it does not always
write information in the same location on the actual hardware.
• A section of a file can be written near the beginning of the disc, whereas the rest of that
file could be written near the end.
• This causes programs to run slowly, as the computer spends tin1e in retrieving these
file clusters from all over the disc.
• Defragmenting your computer sorts all of your files (as well as free space) in an
orderly manner, in effort to reduce loading tin1e.
Ste ps to Defragment
• Start Windows in Safe Mode.
o This is not mandatory, but it helps to avoid complications from other programs that
are running in the background.
o This also speeds up and strean1lines the process.
• Uninstall any programs you do not use or need.
o It is best to uninstall programs prior to a defragmentation, as the newly-acqu ired
free space will generally be located all over the hard drive, thereby giving rise to
fragmentation.
• Make sure that all unnecessar y programs are closed.
o If you have already started in Safe Mode, then this has already been done.
• Cancel any programs that are scheduled to run.
o If you have not manually scheduled any programs to run, then skip this step.
• Delete any temporary files.
o This is done by running 'Disk Cleanup' . To run the program, go to Start -+ Run, and
enter cleanmgr in the window.
• Run the Disk Defragmenter Progran1.
o Go to Start -+ Run, and enter dfrg.msc in the window.
o Alternati vely, launch it by going to Start -+ Pro g ra ms (or All Programs) -+
Accessories -+ System Tools -+ Disk Defragmenter.
o A window similar to the one on the right should appear.
o Click Analyre so you can see what the damage is, and then look at the report.
o If you want to continue, make sure that your desired drive is selected (C: being the
default drive), and click on the Defragment button.
• Wait until the process is complete. Sit back and relax as your computer organizes
your fragmented files.
Tips for Defragmenting

• Defragment your con1puter overnight. If you have never defragmented your
computer before, and you have a large hard drive, the process can take several hours.
• You can also access the Disk Defragmenter via the 'Start' menu by going to Start -+
Programs -+ Accessories -+ System Tools -+ Disk Defragmenter.
• The more often that you run the defragmenter, the quicker the process will be.
Generally, once per month is good.
I Protection
• Remember that defragmentingtakes the saved portions of all of your files and
organizes them to help your computer run more efficiently. Keep in n1ind that some
files (such as critical system files and boot procedure files) cannot be moved.
• If the Defragmenter keeps restarting, and you have not already run your computer in
Safe Mode, do so.
• The free Defragmenter provided with the Operating System does a reasonable job as far
as it goes, however it cannot defragment system files such as MFf or prioritize file
placement according to usage.
o Con1mercial Defragmenters (such as Diskeeper, Perfect Disk and 0&0) do a
better job with these more difficult tasks.
• Defragmentation is not needed on most Linux operating systems because the file
system is designed to keep fragmentation at minimal.
Warnings for Def'ragmenting

• Unless you choose 'Safe Mode with Networking' , you will not be able to access the
Internet while in Safe Mode. Make sure that you know how to access the Defragmenter
program before you enter Safe Mode.
• If you are using Windows 95, 98, or ME, do not use your computer during
the defragmenting process, since this may restart or hinder the process.
• While uninstalling, if you are unsure what a program does, don't ren1ove it until you know
for sure if you need it or not.
How to Remove Spyware/Adware and Viruses

• Spyware/Adware: These are illegal programs which come onto your computer usually
while browsing the Internet.
o This software will mostly slow your computer down and also will some tin1es repo rt
your actions and files to the progran1mer.
• When a con1puter is infected with spyware/adware, it will beco me a little slower and
you will be getting a lot of pop-ups while browsing the Internet.
o T hese pop-ups can be ads or false computer warning.
• In order to remove spyware/adware you require some special removal software.
o One example of this software is ad-aware by La vasoft which can be downloaded
for free from www.Iavasotl.com.
o Once you have downloaded and installed ad-aware you will see the following
screen bellow.
Figure 1: Ad-Aware Software View
)',Ad-Aware SE Personal felfxl

I
D St1'ti.JS 1
• )
)< AcJ.'<11 / a:ch tatus Nol ih1<1il,1ble Click He re To Up,m1cle

./ Defini1io1, file SE1R97 ' 3.03I [ 6 Lo:;ced Details
lls g St:n isti c.

- st S'.)'s ten scan 3.1E-2IE 9·36·.i.5 PM
: bjts rernoredtJtal 345
Tl lal Ad,.A111arE sca ns 5
: bj ,;ts i·1 ignor I l 0 Oper gnorE is,
265 Oper uara,: i, e list
: bjec ts quar.;rtined
I [warning! vOJ' dcfinitio1 J file rro- !...b:::;c;;..J;::u:;:l:,d:,:a-:'_.;c::;.d:-!:.. --====ec=k=f=or u=d=;=;t3=s &=oi'"]=u'
,
Sl•rl ,
Source : Lavaso fl,20 10
• Click on Start to scan the computer for Adware, and select the default settings and click
Next.
• Once the scan is complete, you can see the results. The exan1ple in Figure 2 below
shows that a scan of a certain con1puter resu lted in '9 New Critical Objects'.
• Click Next and select the objects you would like to remove (Usually just select all).
Figure 2: Show Completed Scanned Objec t

Ad-Aware SE Personal [J '.QJ[8 }
Qstetus Scan Complete Bl

Cmrent O erntion
_
Seannow
IFinished Objects Scanned:83850
I
A Wa1ct
,
i,.. Scan Complete I I
(9 Add Qn:- _, S:u111111ary -

- 36 Runningi=irocesses 0 Processes Identified
1474 Process Modules 0 ModulseIdentified
Help 0 RegistryKeys Identified
9 Obj9cl s R9cognized 0 Registry V lues Identified
0 Obj9cls lgno19d g Files ldeniified
9 NGW C1itlcol ObjoCIS
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r
J1 29N i!ilble Obej cts [21St,:,wl.ogfile Next -"'
-
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Source :Lavasofl,2010
Session 2 1: Computer Safety - Viruses, Data Storage and 304
Protection
• Note: It is in1portant to update your ad-aware program and before scanning for adware on
your systen1. In order to updat e your ad definitio ns, click on the Globe icon on the top
right.
Removing a Virus
• Virus is illegal program designed to corrupt your computers files and there for eventually
either slow or crash your systen1.
o With the help of virus removal software such as Norton, AVG and MacAfee anti virus
software you can mostly find and remove viruses from a machine.
o AVG is free antivirus software.
• It is in1portant to make sure you update your anti virus software regularly to make
sure your virus software is aware of the latest virus threats and therefore can protect
your con1puter.
• Norton System works to protect computers from viruses and maintaining con1puter.
• Click Start -+ All Programs.+Norton System Works.
• Click Norton Antivirus -+ Sc an for Viruses -+ Sc an dri v es
• S e lect the drives you would like to sca n and click scan.
• Once you have scanned following the instructions above, you can always use Norton
Help if you req uire more help with the Norton progran1.
• If you use Norton Antivirus, then set it to scan your computer as often as possible
(daily is best).
o To do this, click Scan for viruses then click the button that has a clock on next
to 'Scan my con1puter'.
o This will take you to the scheduling window. It is best to schedule this when you are
not using the computer, like when you're asleep, as it can take quite a few hours to
finish, especially if you have a larger con1puter.
o This will cause it to detect many viruses, but also delete a lot of spyware and
adware, too.
,Non o,1111•m e5 ::J O n e Butt.on Checkup

1Nort ou AnfiViru s: 7 r- - - - - = = = = = = = = :::::;-;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;::;;;
Welcome to Norton SystemWorl<s One B u tto n C h&ck Dolalts up
1 Nor1ou .Ck).111S:W•• p :J Of, • Button Che-ckup
1 N o n on G IIO St 7 lllnd:, on d tr:.,.,:,
<:l)m m l(M'l o.:impJ.Jt,or l)!<Ob ht trlS
1 W of!obTo o,ls
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p r o blttm s .
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7 or e lk: Opt io n s. to
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a.• t lin gi,:;.
syrnantec.
Source: Norton s ystem.Works, 2003
Home ( IJveUpdate Q_ptlons ...
N o rt o n Utilities 7
INgrt-3n An1MI Hf Task Tas:kS c l1ed tde
Staty_s
scan mycompute,.
e:,scan anremovable drtves
L Scan for-Viruses '1111 QScan anfloppy d1skS
Rgports
c:J Scan dmres
No, ,on c 1oa 11Sw No , ton Ghos:I Web
e p Too ls 7J7 C)Scan folders
ExtraFeah..-es C, Scant'ile-s
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Symantec. Nortonsy st e m W o r k s- 200 3

P to f.u to n a 1 Edit.on
Source: Norton s ystem.Works, 2003
Nu, , <H• u1a111

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P ro l e,. s. On • I ld il OUn
Source: Norton s ystem Works, 2003
Activity: Small Group Discussion
Instructions
You will work in small groups to discuss and answer the following quest ions:
How would you detect virus to your computer?
What to do if you disco ver a virus on your computer?
How would you remove install and uninstall antivirus?
How would you define Anti virus?
How would you defragment a computer?
One group will present their responses after 5 minutes and other groups will add in unmentioned responses if any.
Key Points
• Hard drive space get filled up due to a lot of information being downloaded and turn
computer into a sluggish, unresponsive systen1.
• When Windows installs programs, it will put the files it needs anywhere that it finds free
space, and not directly after the last program installed.
o As a result, the hard drive has patches of empty spaces on it that are not big enough to
fit a full progran1, and will result into the drive space error if you attempt to install
something new.
• Defragmenting con1puter sorts all of the files (as well as free space) in an orderly manner,
in effort to reduce loading of the hard disk space.
• A virus is illegal program designed to corrupt computer files and therefore and
make computer run slow or crash systen1.
o With the help of virus removal software such as Norton, AVG and MacAfee anti virus
software you can mostly find and remove viruses from a machine.
Evaluation
• What are the steps for keeping computer running at peak performance?
• What are the steps of con1puter maintenance and reduce computer problems?
• How do you clean your computer?
• What are the steps in defragmenting computer?
• What are the steps in removing spyware / adware?
References
• Bott, E. & Siechert, C. (2001). J\1icro soft Windows XP Inside Out.
Professionals. (4th ed.). Barb Mews, London: Jones & Bartlett 's Publishers Int ernational.
• Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Pre
ntice Hall.
• O' leary, T. J & O' lear y, L. I. (2006). Computing R fsen tial s, Introductory Edition. Boston
• Steven Sagman (1999), J\1icro soft Office 2000 for Windows: Visual Quick Start Guide.
The development of these training materials was supported through funding from the President's Emergency Plan for
AIDS Relief (PEPFAR) through the U.S. Department of Heal th and Human Services, Heal th Resources and Services
Administration (HRSA) Cooperati ve Agreement No. 6 U91 HA 06801, in collaboration with the U.S. Centers for Disease
Control and Prevention's Global AIDS Programme (CDC/GAP) Tanzania. Its contents are solely the responsibility of the
authors and do not necessarily represent the official views of HRSA or CDC.
....,....... - .-·..-.·.
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i•I I-TECH
International
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Training & Education
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KUTOKA KWA WATU WA
MAREKANI

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UNITED REPUBLIC OF TANZANIA

Ministry of Health and Social Welfare

In September 2009, MOHSW embarked on an innovative approach of developing the

T hese participants are listed with our gratitude below:

Editorial Review Team

Librarians and Secretaries

Dr. Gilbert Mliga

Who is the Module For?

How is the Module Organized?

How Should the Module be Used?

CMT 04106 Basic Computer NTA Level 4 Semester Student Manual

General Definition of Computer

Figure 1: Co mputer System

The Two Principal Characteristics of a Computer

The History of Computers

The Second Generation: 1959-1964 (The Era of'the Transistor)

The Third Generation: 1965 - 1970 (Integrated Circuits)

The Fourth Generation: 1971- Today (The Microprocessor)

Source: Fittel, 2002

Personal Computer or Micro Computers

Figur e 4: Exa n1pel s of Personal Computers

Factors that Impact a Computer's Performance

Source: Hemiter, 2000

Command or Special Keys

Ke yboard Short cuts for Windows

Windows Program Key Combinations

1\-'lou se C lick/Keyboard Modifier Combinations for Shell Objects

General Keyboard-Only Commands

Two Types of Typing

Basic Typing Rules

Health and Safety in Using Computers

The Main Areas of Concern

• Brightness and contrast

Back and Wrist Problems

Categories of the Physical Components of Microcomputers and Hardware

Figure 1: Con1pone nts of the S yste m Unit

Secondary Storage Devices

Refer to Handout 2.1: Block Diagram of a Digital Computer System

Importance of the Motherboard

Other Componentsof a Personal Computer

Hard Disk Drive

Floppy Disk Drive (FDD)

Random Access Memory (RAM)

Read - Only Memory (ROM)

Video Card or Video Graphic Adapter (VGA)

The Video Display Unit (VDU)

THE CENTRAL PROCESSING UNIT (CPU)

Hardware and Software

Different Types of Software

Types of Windows Operating Systems for Basic Computing

Three Categories of Operating Systems

Graphical User Interface

co Folder File Desktop

Basic System Documentation

Monitor Type and Size_

Keyb oar d _ Mouse _

Operat ing Systen1

Basics of the Word Window

The Basics of the Word Window

Scroll Bar Status Bar

1/1.. B''111 tGd I

Figure 2: View Button

Operating Pull-Down lVl en u s