Student_Basic Computer Applications- FINAL

1. UNITED REPUBLIC OF TANZANIA

Ministry of Health and Social Welfare





























CMT 04106 Basic
Computer
Applications

NTA Level 4 Semester 1

Student Manual

August 2010

2. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
ii


















Copyright © Ministry of Health and Social Welfare – Tanzania 2010

3. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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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 Templates 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 Computer Communications ................................. 285
Session 21: Computer Safety -Viruses, Data Storage and Protection .................. 297

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Background and Acknowledgement

In April 2009, a planning meeting was held at Kibaha which was followed up by a Task
Force Committee meeting in June 2009 at Dodoma and developed a proposal which guided
the process of the development 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
developed training materials, guided by facilitators with expertise in instructional design and
curriculum development. 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, Student 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 institutions, from within and outside the country.

The MOHSW would like to thank all those involved during the process for their valuable
contribution to the development 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 Program
(CDC/GAP) Tanzania, and the International Training and Education Center for Health (I-
TECH) for their financial and technical support throughout the process. At CDC/GAP, we
would like to thank Ms. Suzzane McQueen 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 development process.

Particular thanks are due to those who led this important process: Dr. Bumi L.A.
Mwamasage, the Assistant Director for Allied Health Sciences Training, Dr. Mabula Ndimila
and Mr. Dennis Busuguli, Coordinators of Allied Health Sciences Training, Ministry of
Health and Social Welfare, Dr. Stella Kasindi Mwita, Programme Officer Integrated
Management of Adults and Adolescent Illnesses (IMAI), WHO Tanzania and Stella M.
Mpanda, Pre-service Programme Manager, I-TECH.

Sincere gratitude is expressed to small group facilitators: Dr. Otilia Gowele, Principal, Kilosa
COTC, Dr. Violet Kiango, Tutor, Kibaha COTC, Ms. Stephanie Smith, 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

5. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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Dr. Julius Charles and Dr. Moses Bateganya, I-TECH’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-TECH staff namely Ms. Lauren Dunnington, Ms.
Stephanie Askins, Ms. Stephanie Smith, Ms Aisling Underwood, Golden Masika, Yovitha
Mrina, Kanisia Ignas, Nicholous Dampu, Michael Stockman and Stella M. Mpanda for
finalising the editing, formatting and compilation of the modules.

Finally, we very much appreciate the contributions of the tutors and content experts
representing the CATCs/COTCs, various hospitals, universities, and other health training
institutions. Their participation in meetings and workshops, and their input in the
development of content for each of the modules have been invaluable. It is the commitment
of these busy clinicians and teachers that has made this product possible.

These participants are listed with our gratitude below:

Tutors
Ms. Magdalena M. Bulegeya – Tutor, Kilosa COTC
Mr. Pius J.Mashimba – Tutor, Kibaha Clinical Officers Training Centre (COTC)
Dr. Naushad Rattansi – Tutor, Kibaha COTC
Dr. Salla Salustian – Principal, Songea CATC
Dr. Kelly Msafiri – Principal, Sumbawanga CATC
Dr. Joseph Mapunda - Tutor, Songea CATC
Dr. Beda B. Hamis – Tutor, 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 Efraim – Tutor, Kilosa COTC
Dr. Kevin Nyakimori – Tutor, Sumbawanga CATC
Mr. John Mpiluka – Tutor, Mvumi COTC
Mr. Gerald N. Mngóngó –Tutor, Kilosa COTC
Dr. Tito M. Shengena –Tutor, Mtwara COTC
Dr. Fadhili Lyimo – Tutor, Kilosa COTC
Dr. James William Nasson– Tutor, Kilosa COTC
Dr. Titus Mlingwa – Tutor, Kigoma CATC
Dr. Rex F. Mwakipiti – Principal, Musoma CATC
Dr. Wilson Kitinya - Principal, Masasi ( Clinical Assistants Training Centre (CATC)
Ms. Johari A. Said – Tutor, 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 – Tutor, Mafinga COTC
Dr. Simon Haule – Ag. Principal, Kibaha COTC
Ms. Juliana Lufulenge - Tutor, Kilosa COTC
Dr. Peter Kiula – Tutor, Songea CATC

6. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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Mr. Hassan Msemo – Tutor, Kibaha COTC
Dr. Sangare Antony –Tutor, Mbeya AMOTC

Content Experts
Ms. Emily Nyakiha – Principal, Bugando Nursing School, Mwanza
Mr. Gustav Moyo - Registrar, Tanganyika Nursesand Midwives Council, 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 Survey, MOHSW
Dr. William John Muller - Pathologist, Muhimbili National Hospital (MNH)
Mr. Desire Gaspered - Computer Analyst, Institute of Finance Management (IFM), Dar es
Salaam
Mrs. Husna Rajabu - Health Education Officer, MOHSW
Mr. Zakayo Simon - Registered Nurse and Tutor, 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 Msumi - Training Officer, Extended programme on Immunization (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. Suleiman C. Mtani - Obstetrician and Gynecologist, Director, Mwananyamala Hospital,
Dar es salaam
Mr. Brown D. Karanja - Pharmacist, Lugalo Military Hospital
Mr. Muhsin Idd Nyanyam - Tutor, Primary Health Care Institute (PHCI), Iringa
Dr. Judith Mwende - Ophthalmologist, MNH
Dr. Paul Marealle - Orthopaedic and Traumatic Surgeon, Muhimbili Orthopedic Institute
(MOI),
Dr. Erasmus Mndeme - Psychiatrist, Mirembe 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. Vumilia B. E. Mmari - Nurse Tutor (Reproductive Health) MNH-School of Nursing
Dr. David Kihwele - Obs/Gynae Specialist, and Consultant
Dr. Amos 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. Ibrahim Maduhu - Paediatrician, EPI/MOHSW
Dr. Merida Makia - Lecturer Head, Department of Surgery, MNH
Dr. Gabriel S. Mhidze - ENT Surgeon, Lugalo Military Hospital
Dr. Sira Owibingire - Lecturer, Dental School, MUHAS
Mr. Issai Seng’enge - Lecturer (Health Promotion), University of Dar es Salaam (UDSM)

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Prof. Charles Kihamia - Professor, Parasitology and Entomology, MUHAS
Mr. Benard Konga - Economist, MOSHW
Dr. Martha Kisanga - Field Officer Manager, Engender Health, Dar es Salaam
Dr. Omary Salehe - 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 - Epidemiologist, MOHSW
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. Emmanuel Suluba - Assistant Lecturer, Anatomy and Histology Department, MUHAS
Mr. Mdoe Ibrahim - Tutor, KCMC Health Records Technician Training Centre
Mr. Sunny Kiluvia - Health Communication Consultant, Dar es Salaam
Dr. Nkundwe Gallen Mwakyusa - Ophthalmologist, MOHSW
Dr. Nicodemus Ezekiel Mgalula -Dentist, Principal Dental Training School, Tanga
Mrs. Violet Peter Msolwa - Registered Nurse Midwife, Programme Officer, National AIDS
Control Programme (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 Improvement Advisor, Muhimbili National Hospital
Prof. Pauline Mella - Registered Nurse and Profesor, Hubert Kairuki Memorial University
Dr. Emmanuel 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 - Paediatrician/Tutor, Kibaha COTC
Mr. Fidelis Mgohamwende - Labaratory Technologist, Programme Officer National Malaria
Control Programme (NMCP), MOHSW
Mr. Gasper P. Ngeleja - Computer Instructor, RVTC Tanga
Dr. Shubis M Kafuruki - Research Scientist, Ifakara Health Institute, Bagamoyo
Dr. Andrew Isack 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

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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 Development, Ministry of Health and Social Welfare

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Introduction

Module 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-enabling 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 computer 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 Objectives – 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 learning of the
contents.
 Key Points – Each session has a step which concludes the session contents near the end
of a session. This step summarizes 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 questions 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 time. Handouts can be used by
the students to study material on their own and to reference after the session. Sometimes,
a handout will have questions or 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.
Students are therefore advised to learn all the sessions including all relevant handouts and
worksheets during class hours, clinical hours and self study time. 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 responsibility of the tutor to do this assignment for easy
use and accessibility of the student manuals to students.

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Abbreviations

ALT Alternative
ANSI American National Standards Institute's
AOLs American Online
ARPANET Advanced Research Project Agency Network
ASCII American Standard Code for Information Interchange
BIOS Basic Impute Output System
CD-ROM compact disk –Read Only Memory
CD-RW compact disk re-writable
CDs Compact Disks
CERN Center for European Nuclear Research
CMOS Complementary Metal Oxide Semiconductor
Com communication
CPU Central Processing Unit
CTRL Control
DC Direct Current
DEC Desktop Computer
DIP Dual in line Package switches
DOS Disk Operating System
DVDs Digital Versatile (or Video) Disks
Edu education
FDC Floppy Disk Controller
FDD floppy Disk Drive
FDD Floppy Disk Drive
GUI Graphic User Interface
HD Hard disk
HDD Hard Disk Drive
HTML Hypertext Markup Language
I/O input /output
IC Integrated Circuits
IFM Institute Finance Management
IM instant message
IM Instant messaging
IRC Internet Relay Chat
ISA Industrial Standard Architecture Peripheral
ISP Internet Service Providers
IT Information Technology
KBC Keyboard Controller
LCD Liquid Crystal Display
MDI Multiple Document Interface
MS Microsoft
NT New Technology
OEM Original Equipment Manufacturer
OS operating system
PC personal computer
PCI Interface Connector

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PCI peripheral components interconnect
RAM Random Access Memory
RAM random access memory
ROM Read Only Memory
RSI Repetitive Strain Injury
SIMM single in-line memory module
STB Surface Transportation Board
TOC Table of Contents
UNIX Uniplexed Information and Computing System
UPS uninterruptable power supply
URLs Uniform Resource Locators
USB Universal Serial Bus
VDU Video Display Unit
VGA Video Graphics Adapter
VLB Vesa Local Bus
WWW World Wide Web

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13. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 1: Introduction to Basic Computers 1

Session 1: Introduction to Basic Computers

Learning Objectives
By the end of this session, students are expected to be able to:
 Define the term ‘computer’
 Describe the history of computers
 Describe the types and characteristics of computers
 Describe the factors that impact 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 electronic 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 including word processing, filing,
assembling numbers and facts associated with general office functions, such as
accounting, payroll processing and personnel record keeping.
 Data: Unprocessed facts; processing data gives information.

Figure 1: Computer System

Source: Stallings, 2003

The Two Principal Characteristics of a Computer
 A computer responds to a specific set of instructions in a well-defined manner.
 A computer can execute a pre-recorded list of instructions (a program).

The History of Computers
 The history of computers passes through four generations as follows:

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Session 1: Introduction to Basic Computers 2
The First Generation: 1946 – 1958 (The Vacuum Tube Years)
 The first electronic computers 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 because of the heat they generated, 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 semiconductor, was one of the most important
developments leading to the personal computer revolution.
 The transistor, which essentially functions as a solid-state electronic switch, replaced the
much less suitable vacuum tube with the following advantages:
o The transistor was much smaller.
o Consumed significantly less power.
o A computer system built with transistors was much smaller, faster, and more efficient
than a computer system built with vacuum tubes.

The Third Generation: 1965 – 1970 (Integrated Circuits)
 Integrated circuit (IC) is a semiconductor circuit that contains more than one transistor on
the same base (or substrate material) and connects the transistors 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 transistors.

The Fourth Generation: 1971 – Today (The Microprocessor)
 The first microprocessor; the Intel 4004, a 4-bit processor, was introduced in 1971.
 The chip operated on 4 bits of data at a time.
 The successor to the 4004 chip, the 8008 8-bit microprocessor, 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 been waiting for.

Types of Computers
 Computers can be classified by size and power.

Workstation
 This is a powerful, single-user computer.
 They have the power to handle complex engineering applications.
 They use the UNIX, or sometimes NT, operating system.
 A workstation is like a personal computer, but it has a more powerful microprocessor and
a higher-quality monitor.

Minicomputer
 A multi-user computer: Smaller than mainframe computers that are capable of supporting
from 10 to hundreds of users simultaneously.
 These are large powerful machines typically serving a network of simple terminals.
 IBM's AS/400 is an example of a minicomputer.
 Properties of the minicomputer:
o Very powerful and expensive

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Session 1: Introduction to Basic Computers 3
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 million-dollar machines, which can occupy
more than one room.
 An example is IBM model 390. See figure 3.
 A powerful multi-user computer capable of supporting many hundreds or thousands of
users simultaneously. 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

Figure 3: Mainframe Computers

Source: Fittel, 2002

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Session 1: Introduction to Basic Computers 4

Supercomputer
 This is an extremely fast computer that can perform hundreds of millions 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 accurate
o High processing speed

Personal Computer or Micro Computers
 Personal computer (PC) is a small, relatively inexpensive computer designed for an
individual user.
 Personal computers are classified by size and portability as follows:
o Desktop computers
o Laptops or notebooks
o Personal Digital Assistants, palmtops or pocket computers
o Tablet computers
o Wearable computers
o Cell phones

Figure 4: Examples of Personal Computers

Sorce: Fittel,(2002)

Computer Performance

Factors that Impact a Computer’s Performance
 The 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 automatically during start-up.
o Most of them are probably unnecessary during start-up; it is better to run them
manually only at the time of use.
 Hardware problems such as overheating, short-circuiting, dust, and damage caused by
impact can cripple your system and also cause it to run slow.
 Another cause of lower computer performance is spyware.
o Spyware is software that is installed into your system that invades your privacy,
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 reformatting the computer.

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Session 1: Introduction to Basic Computers 5
 You use your computer to download, save and delete files. As a result, your files will be
scattered throughout your system, 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 commands 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 time 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 them.
 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 commands by themselves or in combination with the
three command keys; CTRL, SHIFT, and ALT.

Figure 5: Keyboard

Source: Herniter, 2000

Command or Special Keys
 Command keys normally do nothing on their own but work in combination with other
keys.
 Each piece of software uses the command keys differently though there is a move to
standardize some functions.
 The Control key or Ctrl is often used to access commands.
 The Alternative key or Alt is often used to access menus.
 The Shift key is used to type capital letters.

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Session 1: Introduction to Basic Computers 6
 The command 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 command keys.
 Many older computers also have special keys used for a variety of different functions.
 Some laptop keys are left out because of space limitations; they usually have a special
function key which allows other keys to double for the missing ones.

Keyboard Shortcuts for Windows
 F1: Help
 CTRL+ESC: Open Start menu
 ALT+Tab: Switch between open programs
 ALT+F4: Quit program
 Shift+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

Mouse Click/Keyboard Modifier Combinations for Shell Objects
 Shift+right click: Displays a shortcut menu containing alternative commands
 Shift+double click: Runs the alternate default command (the second item on the menu)
 ALT+double click: Displays properties
 Shift+Delete: Deletes an item immediately without placing it into the Recycle Bin

General Keyboard-Only Commands
 F1: Starts Windows Help
 F10: Activates menu bar options
 Shift+F10: Opens 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+F10 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, minimize, maximize, 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,
minimize, maximize, or close the child window)

19. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 1: Introduction to Basic Computers 7
 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 example, 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 commercial and public domain programs that are designed to teach
this method.
 Hunt and Peck-
o Involves using one or more finger on one or two hands to type.
o Many people get along fine with this technique but speed 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,
holidays, nationalities, ethnic groups and languages.

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, improper computer use
can affect health.
 By following a few simple ideas, we can improve 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 lead to temporary impairments in vision, sore eyes or discomfort 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.

20. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 1: Introduction to Basic Computers 8
Reducing Discomfort
 Provided you have a modern monitor most of these problems can be reduced
dramatically, if not eliminated.
 Increase monitor size:
o Modern monitors have a screen 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 minimize discomfort.
o Most software allows you to adjust the colors of the menus and text.
o Customize colors to your own choice to minimize 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 minimize shadows and glare.
 In cases of laptops where the screen is smaller and often 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 computer.
 A break of 5 minutes 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 computer 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 computer 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 room.

21. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 1: Introduction to Basic Computers 9
 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 uncluttered but more importantly, saving you from looking
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 positioned at the correct height for typing
o This reduces back problems by correct positioning.
o You should also have a footstool.
 The position of the VDU is important in preventing discomfort.
 Regulations on VDUs require that all VDUs have a swivel 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 device 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 record keeping.
 Understanding the keyboard and the basic commands will help the user effectively
control the computer.
 Attention to health and safety is important 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 computer important?

References
 Bott, E., & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 CPU. (2009). Retrieved September 12, 2009 from
www.webopedia.com/TERM/C/CPU.html
 Fittel, Ed (2002). A+ Core Hardware.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.

22. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 1: Introduction to Basic Computers 10
 Joos, I. Whitman, N., Smith, M., et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
ed.). London: Barb Mews.
 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
 Sagman, S. (1999). Microsoft 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/

23. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 2: Microcomputer Hardware, Components and their Functions 11

Session 2: Microcomputer Hardware, Components
and their Functions

Learning Objectives
By the end of this session, students are expected to be able to:
 Identify the four categories of the physical components of computers
 Describe hardware within each of these four categories
 Explain the importance of the motherboard to a computer system
 Explain the components of a personal computer
 Summarize 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
system.
 Common components 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 network cards)
o Ports
o Drive bays
o Power supply

Figure 1: Components of the System Unit

Source: Gookin, 2005

24. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 2: Microcomputer Hardware, Components and their Functions 12

Input/Output
 Input devices translate data and programs that humans can understand into the form that
the computer can process.
 The most common input devices are the keyboard, mouse and scanner.
 Output devices translate the processed information from the computer into a form that
humans can understand.
 The most common 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, secondary storage devices hold data and programs even after electrical
power to the computer has been turned off.
 The most important kinds of secondary media include:
o Floppy disks, which are widely used to store and transport data from one computer 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 communication device is a modem (modulator demodulator),
which modifies telephone communication 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
 The motherboard is the base of the modern computer system.
 It is also called main board or the system board is the most important component in a PC
system.
 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 motherboard is 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.

25. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 2: Microcomputer Hardware, Components and their Functions 13
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.
 Communication: Almost all communication between 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 system.
 Peripheral Support: The motherboard determines, 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.
 Performance: The motherboard is a major determining factor in your system's
performance, for two main reasons:
o Determines 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 themselves have an impact on
performance.
 Upgradability: The capabilities of your motherboard dictate to what extent you will be
able to upgrade your machine.

Other Components of 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-ROM Drive
 This is a compact disk read-only memory drive.
 It is a device 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 system.
 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)
 This magnetically reads and writes information onto floppy diskettes, which are a form of
removable 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.

26. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 2: Microcomputer Hardware, Components and their Functions 14
Power Supply
 The power supply is a critical component in a PC, as it supplies electrical power to every
component in the system.
 The basic function of the power supply is to convert the type of electrical power available
at the wall socket to that which is usable by the computer circuitry.

Bus
 This is a collection of wires through which data is transmitted from one part of a
computer to another.
 It connects all the internal computer components to the CPU.
 It is a common pathway across which data can travel within a computer.
 This pathway is used for communication, and can be established between two or more
computer elements.
 A PC has many kinds of buses, including: processor bus, address bus, I/O 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 computer 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
 The video card or video adapter is the interface between the computer and monitor.
 The 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 computer depend on both the video adapter and the monitor.

27. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 2: Microcomputer Hardware, Components and their Functions 15

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
modem, 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


Source: Herniter, 2000

Key Points
 The physical components of a microcomputer fall into four basic categories: system unit,
input/output, secondary storage and communication.
 Several components are connected and configured to constitute a computer.
 The motherboard is the most important component in a PC system.

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). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 CPU. (2009). Retrieved September 12, 2009 from
www.webopedia.com/TERM/C/CPU.html
 Fittel, Ed (2002). A+ Core Hardware.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N., Smith, M., et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
ed.). London: Barb Mews.
 Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice
Hall.

28. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 2: Microcomputer Hardware, Components and their Functions 16
 O’leary, T. & O’leary, L. (2006). Computing Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University
 Sagman, S. (1999). Microsoft 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/

29. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 2: Microcomputer Hardware, Components and their Functions 17

Handout 2.1: Block Diagram of a Digital Computer System















Source: O’Leary et al, 2006

 Central processing unit (CPU): The heart of the computer, this is the component that
actually executes instructions
o Often referred to as the brains of a computer, the CPU contains two basic components:
Control Unit and Arithmetic Logic Unit (ALU).
o Control Unit instructs the rest of the computer system on how to follow program
instructions.
o The ALU performs both arithmetic and logical operations. Arithmetic operations are
fundamental math 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.
Common mass storage devices include disk drives and tape drives.
 Output device: A display screen, printer, or other device that lets you what the computer
has accomplished.


INPUT
THE CENTRAL
PROCESSING UNIT
(CPU)

OUTPUT

MEMORY

30. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 2: Microcomputer Hardware, Components and their Functions 18

31. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 3: Operating System, Hardware and Software 19

Session 3: Operating System, Hardware and
Software

Learning Objectives
By the end of this session, students are expected to be able to:
 Explain hardware and software
 Describe different types of software
 Describe the kinds of windows operating systems for basic computing
 Explain the importance of basic system documentation

Hardware and Software
 Hardware: The physical components of a computer system, including any peripheral
equipment such as printers, modems, and mouse devices.
 Hardware is controlled by software.
 Software: Programs which consist of the step-by-step instructions that tell the computer
how to do its work.

Different Types of Software
 There are two major kinds of software, system software and application software.

System Software
 Controls the workings of the computer generally: the user interacts primarily with
application software.
 System software enables the application software to interact with the computer hardware.
 System software is ‘background’ software that helps the computer to manage its own
internal resources.
 System software is not a single programme; rather it is a collection of programmes.

Operating Systems
 Manages all the other programs in 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 family, including
RedHat, Debian, Ubuntu, Fedora

Utilities
 Also known as service programs perform specific tasks related to managing computer
resources.
 For example, the windows utility called disk defragmenter locates and eliminates
unnecessary file fragments and rearranges files and unused disk space to optimize
computer operations.

32. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 3: Operating System, Hardware and Software 20

Devices Drivers
 Device drivers are specialized programs designed to allow particular input or output
devices to communicate with the rest of the computer system.

Application Software
 Programs designed to do a specific task designed mainly for users.
 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 ‘competent’ 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
intelligence programs.

Additional
 The 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 programmers with the tools they need to write programs.

Types of Windows Operating Systems for Basic Computing
 Operating systems: Programs that coordinate computer 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 command that is built
into its carrier.
o For example, application programs insert embedded printing commands into a
document to control printing and formatting.
 Network operating system - operating system specifically designed to support
networking.
o A server-based network operating system provides networking support for multiple
simultaneous users as well as administrative, 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 system, for example, a computer that is not connected to a
network.

Graphical User Interface

33. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 3: Operating System, Hardware and Software 21
 A Graphical User Interface (GUI) is simply an additional part of the operating system that
displays windows and drop down menus, and also enables you to drive your computer
using a mouse.
 Operating systems have several features in common 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 example, 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: Provide 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, computer 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.

Figure 1: Windows 2003 Operating System


Icon Folder File Desktop
Desktop
Source: Print screen from Microsoft Word 2003
Activity: Case Study

Instructions
You will work into small manageable groups to complete the case study in the worksheet
below.

34. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 3: Operating System, Hardware and Software 22

Refer 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 any.

Basic System Documentation
 When you purchase a complete system, it should include a basic set of documentation.
 What you actually get will vary widely depending on 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 components may
either produce their own documentation, or simply include the documentation that is
included with the components they install in their systems.
 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 even
have custom manuals for many of the individual system components.
o This type of documentation is useful for people setting up a system for the first time
or for performing simple upgrades, but often lacks 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 custom-produced system
documentation and simply include the component level manuals for the components they
are including in the assembled system.
o For example, if an Asus motherboard and STB video card were included in a
particular system, then the manuals from Asus and STB which originally came with
those products would be included with the assembled system.

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.
 There are three categories of operating systems: embedded operating systems, network
operating system and stand alone operating systems.
 When you purchase a complete system, it should include a basic set of documentation.

Evaluation

35. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 3: Operating System, Hardware and Software 23
 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 complete system?

References
 Bott, E., & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 CPU. (2009). Retrieved September 12, 2009 from
www.webopedia.com/TERM/C/CPU.html
 Fittel, Ed (2002). A+ Core Hardware.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N., Smith, M., et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
ed.). London: Barb Mews.
 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
 Sagman, S. (1999). Microsoft 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/

36. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 3: Operating System, Hardware and Software 24

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 budget for you to make this purchase?

Microprocessor______________________________________________________________

Memory____________________________________________________________________

Computer Speed_____________________________________________________________

Storage Devices______________________________________________________________

Monitor Type and Size________________________________________________________

Keyboard___________________________ Mouse___________________________

Connectivity________________________________________________________________

Operating System____________________________________________________________


Other needs/specifications:
___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

37. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 25

Session 4: Getting Started with Microsoft Word
2003

Learning Objectives
By the end of this session, students are expected to be able to:
 Identify parts of the Word window
 Save a document in Microsoft Word
 Use backspace/delete and undo/repeat 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 grammar 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 customize documents.
o Standard Toolbar- contains shortcut buttons for the most popular commands.
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- indicates 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 commonly 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.

38. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 26
Figure 1: Basic Component of Window


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 maximum 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 can 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.

39. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 27
Changing 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 Menus
 Each Office program features a menu bar.
 The menu bar is made up of many different menus.
 Each menu contains commands that enable you to work within the program.
o If you have used a previous version of Microsoft Word or a new one, you may notice
the menu bar in operates a little differently than before.
o Word 2003 uses pull-down menus that initially display commands that users most
often need.

Operating Pull-Down Menus
 To open a menu
o Click on a menu name on the menu bar.
o View the commands listed under the pull-down menu.
o With the menu open, drag the mouse pointer to a command and click on it to select
the command (as you drag your mouse pointer over the commands, each command 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 provides easy access to commonly used menus, buttons 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 commands
or by manually opening it.
 To open the ‘Task Pane’
o Click on View tab in the menu bar
o Select Task Pane

Figure 3: Selecting the Task Pane from the View menu

40. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 28

 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.

Activity: Exercise 1

Instructions
You will 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 exercise

Refer to Handout 4.1: Personal Letter

Save, Delete, Backspace, Undo and Redo
 When saving a file for the first time:
o Click File on the Menu Bar
o Select Save (Ctrl+S)

Figure 4: Choosing the Save Command from the File Menu


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.

41. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 29
Figure 5: Save As Dialog Box

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’.

After 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.
 This 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.

42. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 30

Backspace 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
time.
 The ‘Delete’ key (located under the insert key) erases the text to the right of the insertion
point.

Using Undo (Ctrl + Z)
 The Undo command lets 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
simply ‘undo’ your action.
 This is a very useful feature.
 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 command 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


 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 middle 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.

Figure 7: Undo and Redo Button


Using Repeat (Ctrl + Y)
 The Repeat feature allows you to repeat the last action and can help to save a lot of time
as you create your document.

43. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 31
o Click Edit on the menu bar.
o Select Repeat - this command will change names depending on 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 Ctrl + 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 document 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 time-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.
 The Clipboard can hold up to twenty-four items. Once you copy the 25th item, 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:

44. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 32
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.
o 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 determine 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 Commands
o Edit Cut
o Edit Copy
o EditPaste
 Keyboard Shortcuts
o Ctrl+C = copy
o Ctrl+X = cut
o Ctrl+V = paste
o Become comfortable 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 from one 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.

45. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 33
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 button to drop the text into place.
o Once you release the mouse button, a menu list will appear that offers you the
following options:
 Move Here
 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 If you do accidentally delete, simply press the Undo button.

Activity: Exercise 3

Instructions
You will work to complete Exercise 3 either in the class or as a take home assignment using
the personal letter you used in the previous exercises. You will be asked to do the following:

 Open personal letter document
 Use the drag and drop features to move the first sentence of the letter (‘My daughter just
got….’) to the end of the final paragraph you wrote (3rd paragraph)
 Use the mouse to select the paragraph you wrote (3rd paragraph).
 Use the copy, paste, and cut features to move the 3rd paragraph so it is the second
paragraph of the letter.
 Save and close the document.

Auto Correct, Find and Replace
 Word's ‘AutoCorrect’ feature can assist you in word processing tasks.
 AutoCorrect can help you locate misspelled words and correct them as you type.
 AutoCorrect can also be customized so that commonly used words will be automatically
entered without having to type the entire word.

Examples
 When typing the misspelled word ‘standd’ Word will automatically convert this typo to
the correct spelling, ‘stand’.
 Instead of having to write a long proper noun like, GCFLearnFree.org, you can customize
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:

46. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 34
 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 misspell 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.

Figure 9: AutoCorrect


 If you type a misspelled word into AutoCorrect's ‘With’ box, AutoCorrect always
misspells 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

47. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 35
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 example, consider a document 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
time and effort 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
time.
 Use the list box below to select all, or portions of your document.

Figure 11: Find and Replace


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.

48. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 36
 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 combination Shift + F7

Activity: Exercise 4

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 exercise. 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 grammar and spelling as you type.
 Green wavy lines are placed underneath possible grammar mistakes.
 Red wavy line under possible spelling mistakes.
 If you click on the suspected mistake, Word gives you one or more suggested corrections.
 All of Word's grammar and 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 misspelled 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 Spelling
o Look Up
 Select the boldfaced suggestion to replace the incorrectly 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.

49. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 37
 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 grammar dialog box appears.
 If you select Look Up, a window opens in the Task Pane and you are given general
search parameters.
 This feature is helpful when dealing with words, such as proper nouns, that are not found
in the dictionary.

Figure 12: Checking Spelling as you Type


Work on Suspected Grammatical Mistakes
 Place your cursor over the grammatical mistake and right-click.
 A menu list displays the following boldfaced options for grammar suggestion, Ignore,
Grammar, About this Sentence.
 Select Ignore and Word ignores the grammatical mistake it believes to exist.
 Select Grammar, and the Grammar dialog box appears.
 Select About this Sentence and the Office Assistant will offer you reasons as to why
Word believes this to be a grammatical 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 Grammar as You Type’ so the
check box so that it is empty.
 Click OK.
o Don't forget to use Spell and Grammar Check.

Use the Spelling and Grammar Feature
 Choose the Spell Check icon from the Standard Tool Bar

50. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 38
Figure 13: Spell Check Icon


 Your document will be to be reviewed for spelling and grammar mistakes.
 As each suspected mistake 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 grammatical error and all other grammatical errors
of this type in the document.
o Click Next Sentence to take you to the next grammatical error 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 reasons for this
error.
o Type in your own change directly into the document, then click Resume to continue
the spelling and grammar check.

Activity: Exercise 5

Instructions
You will work to complete the exercise 5 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:
 Open the personal letter document.
 Use the Spelling and Grammar feature to check the document.
 Save and close the document.

Key Points
 Word 2003 offers six different views for your document.
 Save periodically when you are working in an application; losing information can happen
easily if you don’t.
 Instead of having to re-type or replace information, Word allows you to move a block of
text by using cut, copy and paste features.
 AutoCorrect can help you locate misspelled words and correct them as you type.
 Spelling and grammar of your text can be checked automatically.

Evaluation
 List parts of the Word window.
 What is the difference between ‘Save’ and ‘Save As’ command?
 When might the Backspace/Delete keys 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 grammar.

51. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 39
References
 Bott, E., & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 CPU. (2009). Retrieved September 12, 2009 from
www.webopedia.com/TERM/C/CPU.html
 Fittel, Ed (2002). A+ Core Hardware.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N., Smith, M., et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
ed.). London: Barb Mews.
 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
 Sagman, S. (1999). Microsoft 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/

52. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 4: Getting Started with Microsoft Word 2003 40

Handout 4.1: Personal Letter


Dear Tom,

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 Development, 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
learner. I can use the website at anytime 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 everyone
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 summer. Once
you get your email account set-up, we’ll be able to write to each other all the time.

53. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 5: MS Word 2003 Basics 41

Session 5: MS Word 2003 Basics

Learning Objectives
By the end of this session, students are expected to be able to:
 Align text in a Microsoft Word document
 Set line and 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 important part of formatting documents to meet certain standards.
 Most documents 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:1 Alignment Buttons








Figure 2: Different Uses of Alignment in Text

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Session 5: MS Word 2003 Basics 42


Activity: Exercise 1

Instructions
You will work to complete Exercise 1 either in the class or as a take home assignment using
your personal letter edited in session 4 originally Handout 4.1: Personal Letter. You will be
asked to:
 Left align the entire letter.
 Right align address at the top (insert an address first if there is not one already there)
 Save and close the document.

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 common 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 improved readability.

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Session 5: MS Word 2003 Basics 43
o For example, 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 single spacing.
 Click OK.
OR
 Select the text you want to format.
 Click on the Line Spacing button on the ‘Formatting Menu’.
 Select an option from the drop-down menu.

Figure 3: Line Spacing in Text


Paragraph Dialog Box
 You can use the At Least, Exactly and Multiple options in the ‘Paragraph’ dialog box to
customize your line spacing.
 If you select one of these options you will need to use the ‘At’ box to further define your
selection.
 Paragraph Spacing
o Just as you can add spacing between lines in your document, you can also choose
spacing options between each paragraph.
o Typically, extra spaces are added between paragraphs, headings, add emphasis and
make a document easier to read.
o Choose extra space
 Before each paragraph

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Session 5: MS Word 2003 Basics 44
 After each paragraph
 Or, before and after each paragraph

Figure 4: Paragraph Dialog Box























Specify Paragraph 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 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 emphasize a block of text, click the up and down arrows.
o Preview: Gives an idea how your text will look.

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Session 5: MS Word 2003 Basics 45
Figure 5: Document Spacing


Activity: Exercise 2

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 1 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 (from Edit 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.
 Save and close the document.

Using Page Setup to Specify Margins
 In order to change the margins (space along the top, left, right and bottom) in your
document, you will need to access the ‘Page Setup’ dialog box.

Figure 6: Margin Set


 Click File on the menu bar.
 Select Page Setup.

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 Select Margins tab in the page setup dialog box.
OR
 Choose Reveal Formatting on the ‘Task Pane’ and click on the blue link, Margin, 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 number in the text box next to the
margin you wish to change.
 Click OK.

Figure 7: Page Setup
























More Options on the Page Setup Dialog Box
 The Page Setup 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.

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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 customize 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.

Activity: Exercise 3

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 your 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 section, you can click the increment arrows to enter the amount of
indentation.

Figure 8: Indentation

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 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


 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 business letters, but you may see
examples of the hanging indent on web pages, newsletters, and often on bibliographic
entries.

Figure 10: Hanging Indent


 To Create a hanging indent
o Choose 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.

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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.

Activity: Exercise 4

Instructions
You will work on Exercise 4 either in the class or as a take home assignment using the
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.
 Select Paragraph.
 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.
 Save and close the document.

The Ruler
 You can adjust the width of margins, tabs, and indents in your document using Word's
ruler.
 The ruler is helpful when you need to create several columns, show column placement, or
the distance between columns.
 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

 If you switch to ‘Print Layout View’ (choose ViewPrint Layout View), a vertical
ruler displays along the left hand side of the screen.
 To hide this vertical ruler, switch to a different 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 : Moves text toward the right edge of the page as you type.
o Center tab : Centers text around the tab.
o Right tab : Moves text toward the left edge of the page as you type.

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o Decimal tab : Aligns decimal numbers using the decimal point.

Figure 12: Decimal Tab


o Bar tab: Draws a vertical line on the document.
o Indent : Inserts the indent marking anywhere along the ruler
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 ruler).
o Click the ruler 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 Point 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 mouse to move the tab or indent to a new location.
o Release the left mouse button.
 To remove a tab from the ruler
o Point 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 mouse off the ruler.
o Release the left mouse button.
 To adjust a margin using the ruler
o Point 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 mouse to increase or decrease the margin.
o Release the left mouse button.

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 customized 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.

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Session 5: MS Word 2003 Basics 51
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. Ctrl + B
o Click the Italic button on the Formatting toolbar. Ctrl + I
o Click the Underline button on the Formatting toolbar. Ctrl + U
o Word automatically displays your changes.
o If you choose a type style without selecting any text, Word uses your chosen styles on
whatever text you type next.

Figure 13: Bold, Italics and Underline










Using Color
 The use of color can add emphasis to 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













 If you would like to see more color options, click the More Colors button at the bottom
of the color palette.

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 You can choose from a list of ‘Standard Colors’ or customize your own color by clicking
the Customize tab.

Font Dialog Box
 The font dialog box gives similar options 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


 Remember you can also access the font dialog box from the ‘Font’ menu on the task
pane.

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Figure 16: Font Box

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 commonly 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 Click Format on the menu bar.
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 different sizes.
 To open the templates dialog box
o Click File on the menu bar.
o Select New from the menu list.

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Session 5: MS Word 2003 Basics 54
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.

Activity: Exercise 5

Assignment
You will work on Exercise 5 either in the class or as a take home assignment using the
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 document

Bullets and Numbering
 Word lets you make two types of lists: bulleted and numbered.
 Bulleted and numbered lists help to simplify steps or items to the reader.
 Teachers often use bulleted lists to highlight important pieces of their lessons.
 Manuals often include numbered 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.
 Numbers (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:
o Click the Bullets 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:
o Click on the Numbering button on the Formatting toolbar.

67. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 5: MS Word 2003 Basics 55
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 complete, 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 number 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 bulleted list to a numbered list (or vice versa), select the entire
list and click on the appropriate button.
o To create a line break between items in a bulleted or numbered 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 seen so far.
 You can view the type of bullets and numbers available to you by opening the
‘Bullets and Numbering’ dialog box.
o Select the text you want to turn into a list.
o Click Format on the menu bar.
o Select Bullets and Numbering.
o The Bullets and Numbering dialog box appears.
o Click on the Bulleted tab to view all the bullet options 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 templates for creating an
outline.
o The List Styles tab allows you to create your own list style using similar alignment,
bullets and characters.

Figure 17: Bullets and Numbering

68. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 5: MS Word 2003 Basics 56
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 common spacing options?
 What type of page orientations is available to you?
 The indent feature is often used to do what?
 The ruler provides a visual tool that allows you to do what?
 What are some ways you can make text stand out?
 How do you create bulleted and numbered lists?

Resources
 Bott, E., & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 CPU. (2009). Retrieved September 12, 2009 from
www.webopedia.com/TERM/C/CPU.html
 Fittel, Ed (2002). A+ Core Hardware.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N., Smith, M., et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
ed.). London: Barb Mews.
 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
 Sagman, S. (1999). Microsoft 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/

69. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 6: Advanced Formatting in MS Word 57

Session 6: Advanced Formatting in MS Word

Learning Objectives
By the end of this session, students are expected to be able to:
 Insert symbols in text in a Microsoft Word document
 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 columns in a Microsoft Word document

Insert Symbols
 There are many symbols that are seen in publications that are not directly available 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 commonly 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 commonly 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 document.
o Click Close.

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Figure 1: Examples of Different Symbols



Activity: Exercise 1

Instructions
You will work on Exercise 1 to insert a ‘Symbol into the document. You will be asked to do
the following:

OPEN a Word document.

INSERT a ‘Symbol’ into the document.

INSTRUCT the students to do same as you are doing if they have computers.

TELL them not to worry about placement in the document - you'll move the symbol around
as you learn more about Word.

SAVE AS ‘Session 6’ file name on the Desktop, and close the document.

Insert Headers and Footers
 The ‘Header and Footer’ usually contain title and author information, dates, and page
numbers.
 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.

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 Locate 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


Other Buttons of Header and Footer Toolbar
 The ‘Header and Footer Toolbar’ contains buttons that can help you automatically enter
important information in your header and footers.
 Some of the useful features located on the Header and Footer Toolbar are:
o Insert Auto-Text - drop-down menu showing commonly used header and footer
information, including, author and page number and date.
o Insert Page Numbers - inserts the page numbers.
o Insert Number of Pages - inserts the number of pages in the entire document.
o Format Page Number - opens the ‘Page Number Format’ dialog box so that you can
format your page number 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 choosing
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.

72. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 6: Advanced Formatting in MS Word 60
Figure 3: Header and Footer Toolbar


Activity: Exercise 2

Instructions
You will work on Exercise 2 using the document you worked on in exercise 1 above. You
will be asked to do the following:

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-printing characters such as spaces, tabs, and hard returns (created when you press the
Enter key), will now be visually displayed on your page.
 For example 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.
 The Tab symbol will appear as an arrow pointing to the right,.
 Place the 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 Menu from the Task Pane.

73. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 6: Advanced Formatting in MS Word 61
 Check 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, 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.

Figure 4: Standard Toolbar

Source: Goodwill Community Foundation, 2002

Activity: Exercise 3

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.
 Text boxes can be formatted with shadings, color, borders, and graphics, making for an
impressive display of your Word skills.

To Create a Text Box
 Click Insert on the Menu Bar.
 Select Text Box from the menu list.
 The 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.



 Note: When you create a text box in Word 2003, the drawing canvas appears by default.
The canvas helps you arrange and resize the objects you are working with.

74. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 6: Advanced Formatting in MS Word 62

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.)

Moving and Resizing Text Boxes
 To resize a text box:
o Click once on one of the box's borders. The box is now highlighted.



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 becomes a crosshair with arrows.
 Using this crosshair, click and drag the box until it is in the desired location.



The 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.

75. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 6: Advanced Formatting in MS Word 63
Figure 5: Format Text Box

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. The ‘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. The ‘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

Source: Goodwill Community Foundation 2002

The Text Box Dialog Box
 Offers you several 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

76. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 6: Advanced Formatting in MS Word 64
Activity: Exercise 4

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 similar to the ones displayed below, as well as creating
your own. Practice using different font styles and sizes within the text boxes that you create.


SAVE and close the document.

Working with Columns
 Displaying information in columns 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 columns.
 Newspaper, newsletters, flyers, reports, announcements, school projects, or other types of
publications, often use Word's column feature.
 Below in Figure 7 is an example of a newsletter with columns and a graphic:

77. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 6: Advanced Formatting in MS Word 65
Figure 7: Example of a Newsletter with Columns and a Graphic


Creating Columns
 Use the Columns button
 Switch to Print Layout View

Figure 8: Print Layout View


 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: Selecting Insert, Break and Continuous Buttons


Source: Goodwill Community Foundation 2002

78. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 6: Advanced Formatting in MS Word 66
 Select the text you want to change to columns.
 Click the Columns button on the Standard Toolbar.
 The Columns button will expand to give you four column options
 Choose one of the options to format your text into columns.

Figure 10: Showing Four Columns

Source: Goodwill Community Foundation 2002

 You can adjust the spacing and alignment of the columns by using the ruler.
 Drag the Right Margin, Left Margin and Right Indent using your mouse until the
columns appear the way you want.

Figure 11: Showing how to adjust Columns

Source: Goodwill Community Foundation, 2002

To Enter a Title that Spans a Column
 Enter the title at the beginning of the first column.
 Select the title.
 Click the Columns button on the Standard toolbar, and drag to select number of columns.

Creating Columns Using the Columns Dialog Box
 Using the ‘Column Dialog Box’ versus the ‘Columns Button’ will give you much more
control and precision over your column structure.
 The ‘Columns 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 columns per page.

Using the Column Dialog Box
 Switch to Print Layout View
 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.
 Select the text you want to change to columns.
 Click Format on the Menu Bar.
 Select Columns from the menu list. The ‘Columns’ dialog box appears.

79. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 6: Advanced Formatting in MS Word 67
Figure 12: Columns Dialog Box

Source: Goodwill Community Foundation, 2002

 The ‘Columns’ dialog box gives you the following options:
o Presets - Click a box to choose a preset number of columns
o Number of Columns - Use the up and down arrow keys to select between one and
eight columns
o Line Between -Places lines between your columns
o Width and Spacing - Offers features that allow you to specify an exact number for
the height and width of your columns, as well as the spacing between your columns.
o Equal Column Width - Check this checkbox if you want columns to be the same
width
o Apply to - Allows you to create columns 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 ‘Columns’ dialog box opens.
 Choose From this point forward in the ‘Apply to:’ box.
 Click the ‘Start New Column’ check box to move the text to the next column.

Activity: Exercise 5

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 columns.
CHOOSE the number of columns you wish to make.
SAVE and close the document.

80. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 6: Advanced Formatting in MS Word 68

Key Points
 Symbols can be selected from Word's Symbol Dialog Box.
 The Header and Footer usually contain title and author information, dates, and page
numbers.
 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 Columns using the Columns Dialog Box versus the Columns Button will give
you much more control and precision over your column structure.
 The Columns 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 columns 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 columns in word document?

References
 Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.

81. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 7: Creating Tables Using Microsoft Word 69

Session 7: Creating Tables Using Microsoft Word

Learning Objectives
By the end of this session, students are expected to be able to:
 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 creating 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 column runs perpendicular in a table and is divided by borders.
o Cell - A cell is the box that is created when your rows and your columns intersect
each other. The cell contains your data or information.

Figure 1: Row and Column Direction


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.
 Determine the number of columns and rows you need in your table.
o You can add more columns later, but it is easier to insert the correct number of
columns 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 Column Width’ setting on Auto.
(See Figure 2).
 Click OK.

82. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 7: Creating Tables Using Microsoft Word 70
 A table is inserted into your document.

Figure 2: Insert a Table


Creating Tables Using the Insert Table Button
 Another automated way to create a quick table is by using the Insert Table button on the
Standard toolbar.
o Click the Insert Table button
o Now, drag the number of columns and rows you want in your table.

Figure 3: Creating Tables Using the Insert Table Button










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 can 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.

83. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 7: Creating Tables Using Microsoft Word 71
 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 column and row borders.
 Click the Draw Table button again to change the pencil back into a cursor.

Figure 4: Tables and Borders


Erasing Rows and Columns
 If you make a mistake while drawing your table, you can erase both rows and columns 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.



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 column: Move the mouse above the column. It turns into a downward pointing arrow.
Click once.
 Multiple columns: Select the first column, click and drag the number of columns 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 column.
o In a new document, create table 5 columns by 5 rows.

84. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 7: Creating Tables Using Microsoft Word 72
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 diagram.
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 column 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 middle of the table by clicking and dragging.
 Close the document without saving.

 To select a row/column, position the cursor within the row/column then use Table, Select
Row/Column.

Activity: Exercise 1

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 columns, or perhaps just change the appearance of your
table so that it is more visually appealing.

85. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 7: Creating Tables Using Microsoft Word 73
Formatting Text in Tables
 Formatting text within a table can be accomplished 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.

Figure 5: Text Direction


Inserting and Deleting Columns and Rows
 Estimating how many rows and columns you will need in a table is not always easy.
 Therefore, it is important to know how to insert and delete rows and columns 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.

Figure 6: Delete Cells

86. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 7: Creating Tables Using Microsoft Word 74
 Insert a column:
o Position the mouse pointer where you want to column to be located.
o Choose Table Insert Insert Columns to the Right or Insert Columns to the
Left.

Figure 7: How to Insert Columns


Resizing Tables by Adjusting Columns, Rows, and Cell size
 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.


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 ‘Table 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 uncheck 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.

87. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 7: Creating Tables Using Microsoft Word 75
o Click the New button to customize your own table style.
o Click the Modify button to change parts of an existing table style.
o Click OK.

Figure 8: Table AutoFormat


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
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 appears.
o Select a color.
o The cursor becomes the pencil.

88. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 7: Creating Tables Using Microsoft Word 76
o Using the pencil, trace the border(s) that you want to color.
Figure 9: Selecting 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






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


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 column width
o Open the document Table.
o Select View Ruler to display the ruler if it is not already on the screen.

89. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 7: Creating Tables Using Microsoft Word 77
o Move the cursor into the table. When inside the table the ruler shows the table column
divides as symbols within the ruler.
o A column 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.

Figure 12: View Ruler


o Column width, cell size and text alignment can be changed from the column and cell
tabs.

Figure 13: Showing Table Properties for Row and Column


Activity: Exercise 2

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 columns.
ADD any needed rows or columns.
RESIZE the table, if needed.
MODIFY the color and thickness of the lines, as desired.
USE Apply shading to the table.
SAVE and close the document.

90. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 7: Creating Tables Using Microsoft Word 78

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 + O (the letter O, not the number 0) to mark the selected text as a table
of contents entry.
 The ‘Mark Table 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.
 Type 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 Mark 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 + O
 The ‘Mark Table of Contents Entry’ dialog box reappears.
 Since you selected the text before pressing Alt + Shift + O, you don’t have to type a table
of contents entry, but you still need to specify the table of contents level.
 Type 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 Ctrl + 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 from 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 necessary.
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 specify 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, from:
 Styles: This option builds a table of contents based on the heading styles in your
document.
 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.

91. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 7: Creating Tables Using Microsoft Word 79
 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


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?

92. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 7: Creating Tables Using Microsoft Word 80
Resources
 Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.

93. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 8: Working with Images in MS Word 81

Session 8: Working with Images in MS Word

Learning Objectives
By the end of this session, students are expected to be able to:
 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 Objects
 The ‘Drawing Toolbar’ offers many options for including lines, lines with arrows, and
many types of shapes into your document.
 Drawing objects include:
o AutoShapes
 Lines
 Curves
 Textboxes
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




 Choose 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 -
o Oval Tool -

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 The mouse pointer changes to a crosshair
 Drag the crosshair from a starting point until the object is the desired size.
 Release the mouse button to end the drawing object and turn off the drawing tool.
 Hold the Shift key down to create straight lines, perfect circles, or perfect squares.
 AutoShapes are inserted (on their own layer) with the in front of text wrapping 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


 To insert WordArt
o Place the insertion point where you would like to insert WordArt.
o Click the WordArt button on the Drawing toolbar.
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


Formatting Drawing Objects
 Use the ‘Drawing toolbar’ to format AutoShapes and WordArt

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Figure 4: Options in Formatting AutoShapes 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.

Changes the line style of a selected object.

Changes the line style of a selected object. Includes solid and dotted lines.

Changes the style of arrow.

Gives selected object some depth.

Gives selected object a 3D effect.

Activity: Exercise 1

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, time 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 images 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 computer.
 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.
 The ‘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 everywhere is checked, Word will search through All
Collections

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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
Media Files.
 Double-Click the clip art or picture to add to the document.
o To change your search for text click the 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



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 imported into Word, it is aligned to the left margin.
 But you can change the alignment so that the graphic is right-aligned or centered.
 You can also drag the image anywhere on the page.
 To move a clip:
o Select the clip.

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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 image 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 image 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.

Figure 6: Resizing Shape

Source: Morris, 2003

 Changing size while not maintaining proportions:
o If any of the middle 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: Picture Toolbar

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Name of Button: Use it to:
Insert Picture from
File
Insert another picture
Color Automatic, Grayscale, Black & White, or Watermark
More Contrast Increase color intensity
Less Contrast
Decrease color intensity
More Brightness Add white to lighten all colors
Less Brightness Add black to darken the color
Crop
Cut the sides of an image
Rotate Left Each click turns the image by 90 degrees to the left
Line Style Customize the border of an image
Compress Pictures Changes the Resolution of your image
Text Wrap Set how text wraps around the image
Format Picture Displays the Format Picture Dialog Box
Set Transparent
Color
Use eyedropper to make areas of the picture transparent (mainly for
web graphics)
Reset Picture Return picture to original format

Activity: Exercise 2

Instructions
You will work on Exercise 2. You will be asked to do the following:
 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 image, 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 Pyramid diagram
o Venn diagram

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o Target diagram
 A description of each type of diagram is included in the ‘Diagram Gallery’ to help you
decide which template will best meet your needs.
 To insert a diagram from the Diagram Gallery
o Select Insert Diagram from the main menu.
o Select a diagram.
o Click OK.
o The diagram will appear in your Word document.

Figure 8: Diagram Gallery


















 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 existing data 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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Session 8: Working with Images in MS Word 88
Figure 9: Chart


Activity: Exercise 3 (5 minutes)

Instructions
You will work on Exercise 3. You will be asked to do the following:

OPEN a new, blank Word document.

INSERT an Organization Chart using the ‘Diagram Gallery’.

ENTER a bit of data in the diagram.

MODIFY the appearance of the diagram.

SAVE and close the document.

Insert a Hyperlink and Drawing

Inserting Hyperlinks
 Select Insert Hyperlink from the main menu.
 The ‘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.

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Figure 10: Hyperlink Dialog Box


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.

Figure 11: Drawing Toolbar


 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, , then the Oval button, , 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

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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 button, to change the style of the line
 Click on the Dash Style button, 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 commonly used words and phrases as you type
them.
 The AutoText feature can save you a great deal of time.
 To insert a word recommended 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 ‘AutoCorrect’ 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.
o Click OK.

Figure 12: Inserting Word by AutoText

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Session 8: Working with Images in MS Word 91
Figure 12: (continued)























Creating the Main 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 ToolTips to discover the use of
each button.
 Enter the current date (using Insert, Date and Time).
 Insert the content of your document.
 Use the Mail Merge Helper button to continue.

Creating a Data Source
 A Data Source can be used with any number of main documents, so their creation must be
well thought out.
 They can be created before or after the main document and can be accessed at any time
once 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.

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 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


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 images 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). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
ed.). Barb Mews, London: Jones & Bartlett’s Publishers International.

105. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 8: Working with Images in MS Word 93
 Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice
Hall.
 O’leary, T. J & O’leary, L. I. (2006). Computing Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.

106. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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107. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 9: Printing and Managing Documents in MS Word 95

Session 9: Printing and Managing Documents in
MS Word

Learning Objectives
By the end of this session, students are expected to be able to:
 Print envelopes, labels, 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 Mailings 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 options.
 The ‘Envelope Options’ 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.

Figure 1: Envelopes

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Session 9: Printing and Managing Documents in MS Word 96
Figure 2: Envelope Options


 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.

Activity: Exercise 1

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 envelope with a delivery address and a return address.

NAME the document ‘Session 9’ and close.

Printing a Document
 Once a document has been previewed, 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.

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 Printing selected pages of a document:
o Add a number to the top of each page manually, 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 document 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


Printing Selected Text
Selected text can be considered as a complete 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

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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.
 Select Letters and Mailings Envelopes and Labels from the cascading menu.
 The ‘Envelopes and 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


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 formatting or edit the text. Notice how the changes are
documented on the screen.

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Figure 6: Red Word Represent Tracking Changes

Source: Goodwill Community Foundation, 2002.

Accepting and Rejecting Changes
 When you receive 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

Source: Goodwill Community Foundation, 2002

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Session 9: Printing and Managing Documents in MS Word 100
Activity: Exercise 2

Instructions
You will work on Exercise 2 using the word document ‘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 comments into a document and provide
suggestions to the document's author without changing the original text.
 To insert a comment:
o Position your cursor next to the word where you would like to insert a comment.
o Select InsertComment from the main menu.
o The ‘Reviewing’ toolbar will appear at the top of the page and a ‘comment balloon’
will appear in the margin.
o Type your comment 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 comments into a document, and a different
person to view and edit those comments.
 To view and edit/delete comments:
o Select View Markup from the main menu.
o View the comments in each comment balloon and decide whether to modify the
document based on the comment. Right-click each comment balloon after reviewing
the comment.
o Select Delete Comment.
o Click the Next Tool on the Reviewing Toolbar to move to the next comment in the
document.

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Session 9: Printing and Managing Documents in MS Word 101
Figure 5: Deleting a Comment


Key Points
 In printing envelopes, select Tools from the main men, then Select Letters and Mailings
Envelopes and Labels from the cascading menu.
 The Envelopes and Labels dialog box will appear and select as appropriate.
 To Track 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 Comment: Position your cursor next to the word where you would like to
insert a comment.
 Select InsertComment from the main menu
 To View and Edit Comments: Select View and view the comments.

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). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.

114. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 9: Printing and Managing Documents in MS Word 102
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.

115. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 10: Merging Documents, Mail Merge, and Templates in MS Word 103

Session 10: Merging Documents, Mail Merge, and
Templates in MS Word

Learning Objectives
By the end of this session, students are expected to be able to:
 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
 The ‘Compare and Merge’ feature of Microsoft Word allows you to compare two
documents and merge them into one document.
 To compare and merge two documents:
o Open one of the files you would like to compare and merge.
o Select Tools Compare and Merge Documents from the main menu.
o The ‘Compare 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 Merge 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

Figure 1: Compare and Merge Documents

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 template.

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Session 10: Merging Documents, Mail Merge, and Templates in MS Word 104
 A template is a sample document, or pattern, that you can 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:
 Templates 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 templates 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 Save and close the document.

Figure 2: Templates On My Computer

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Session 10: Merging Documents, Mail Merge, and Templates in MS Word 105
Activity: Exercise 1

Instructions
You will work on Exercise 1 and you will be asked to do the following:
 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 Mailings Mail Merge
 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 Letters.
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 ‘Customize Address List’ dialog box appears.
o Select 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 rename any fields necessary.
o Click OK to close the Customize Address List dialog box.
 Enter the necessary data 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 Save.
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.

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To Insert Data from the Data List
 Click the Insert Merge Fields button.
 The ‘Insert Merge fields’ dialog box appears.
 Select the field you would like to insert in the document.
 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 develop
several of the different documents (such as letters, labels, envelopes) using the different
types of data sources.

Activity: Exercise 2

Instructions
You will work on Exercise 2 and you will be asked to do the following:

 Open a new, blank Word document.
 Open the Mail Merge task pane.
 Explore the different Mail Merge features until you are familiar with them.

Mail Merge Process

Performing a Mail Merge: 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.

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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 example, 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 can 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 customize 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 Merge 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 document
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 template: You will need to specify the template you want to use for your
main document and edit it as needed.
o Start from an existing document: 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 Outlook 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.

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Session 10: Merging Documents, Mail Merge, and Templates in MS Word 108
o Click Add and enter the new field.
o Repeat as necessary, until you have entered 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 (optional).
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 Merge
 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 → Mail Merge Wizard 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.

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 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 company line if a record 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 → Mail 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 minutes and after that you will share the
responses in groups.

Refer to Worksheet 10.1: Quiz

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Session 10: Merging Documents, Mail Merge, and Templates in MS Word 110
Key Points
 To compare and merge two documents, open one of the files you would like to compare
and merge.
 Select Tools Compare 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 forming 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.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.

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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 file 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 comma delimited text format.
B. A tab delimited 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 from the menu.
C. Select Tools → Mail Merge → Add Records from the menu.
D. Open the data source document and add the record.

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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 can’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

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Session 11: MS Excel Window Features 113

Session 11: MS Excel Window Features

Learning Objectives
By the end of this session, students are expected to be able to:
 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.
 The spreadsheet stores information in rows (across the screen) and columns (down the
screen), forming a worksheet (the Excel term for a spreadsheet)
 Spreadsheets are most commonly used to manipulate figures.
 They can be used for example for accounting, cash flows, budgeting, forecasts.
 Any job that involves the use of numbers can be done on a spreadsheet.
 The biggest advantage that a spreadsheet has over other methods of manipulating data is
its ability to constantly update figures 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 version of Excel.

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Figure 1: Elements of Microsoft Excel
Source: Goodwill Community Foundation, 2002

 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.

Figure 2: Title Bar

Source: Goodwill Community Foundation 2002

 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


 Toolbar: Some commands 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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 Column headings: Each Excel spreadsheet contains 256 columns. Each column is named
by a letter or combination of letters.

Figure 5: Column Headings

Source: Goodwill Community Foundation 2002

 Row headings: Each spreadsheet contains 65,536 rows. Each row is named by a number.
.
Figure 6: Row Headings

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 Name box: Name box shows the address of the current selection or active cell.

Figure 7: Name Box


 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: Formula Bar

Source: Goodwill Community Foundation, 2002

 Cell: A cell is an intersection of a column and row.
o Each cell has a unique cell address.
o In the figure 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

Source: Print screen from Microsoft Excel

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Navigation Buttons and Sheet Tabs
 Navigation 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 contain 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, consisting of 65,536 rows by 256 columns.
 Spreadsheet information--text, numbers or mathematical formulas--is entered in the
different cells.



Columns and Headings
 Column headings are referenced by alphabetic characters in the gray boxes that run across
the Excel screen, beginning with the Column A and ending with Column 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: Columns

Source: Goodwill Community Foundation, 2002

Important Terms
 A workbook is made up of three ‘worksheets’.
 The worksheets are labelled Sheet1, Sheet2, and Sheet3.
 Each Excel worksheet is made up of columns and rows.
 In order to access a worksheet, click on the tab that says Sheet#.

The Cell
 An Excel worksheet is made up of columns and rows.
 Where these columns and rows intersect, they form little boxes called cells.
 The active cell, or the cell that can be acted upon, reveals a dark border.
 All other cells reveal a light gray border.
 Each cell has a name. Its name is comprised of two parts: the column letter and the row
number.

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Session 11: MS Excel Window Features 117
Figure 11: Cell Point

Source: Goodwill Community Foundation, 2002

 In the following picture the cell C3, formed by the intersection of column C and row 3,
contains the dark border. It is the active cell.

Figure 12: Active

Source: Goodwill Community Foundation, 2002

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 command you give it.
 A darkened border, called the ‘cell pointer’, identifies it.

Moving Around the Worksheet
 You can move around the spreadsheet in several different ways:
o Move 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 keyboard 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.

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Figure 13: Vertical Scrolling Bar

Source: Goodwill Community Foundation, 2002

Page Up and Page Down
 The Page Up and Page Down keys on the keyboard are used to move the cursor up or
down one screen at a time.
 Other keys that move the active cell are Home, which moves to the first column on the
current row, and Ctrl+Home, which moves the cursor to the top left corner of the
spreadsheet or cell A1.

To Move Between Worksheets
 As mentioned, each Workbook defaults to three worksheets.
 These 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 (Sheet1, Sheet2 or Sheet 3) that you want to display.



Activity: Exercise 1

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 Sheet3 --to practice
moving from sheet-to-sheet in the workbook.
 Practice 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’.

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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 open an existing file from a floppy disk or hard drive of your computer.
 Close: Used to close a spreadsheet.
 Save A: Used when to save a new file for the first time or save an existing file with a
different name.
 Save: Used to save a file that has had changes made to it. If you close the workbook
without saving then any changes made will be lost.

Figure 14: Save, Save As and Close

Source: Goodwill Community Foundation, 2002

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: Opening New Workbook

Source: Goodwill Community Foundation, 2002

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Session 11: MS Excel Window Features 120
Figure 16: Blank Workbook

Source: Goodwill Community Foundation, 2002

Saving a Workbook
 Every workbook created in Excel must be saved and assigned a name to distinguish it
from other workbooks.
 The first time you save a workbook, Excel will prompt you to assign a name through the
Save As operation.
 Once assigned a name, any additional 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 Command














Source: Goodwill Community Foundation, 2002

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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.

Figure 18: Uses of Save As Button, Save In

Source: Goodwill Community Foundation, 2002

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 Ctrl + 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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Opening a File
 In the Look in list, click the drive, folder, or Internet location that contains the file you
want to open.
 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

Source: Goodwill Community Foundation, 2002

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








Source: Goodwill Community Foundation 2002

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Session 11: MS Excel Window Features 123
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.

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


Figure 23: Typed Data Appears in Both Active Cell and Formula Bar.

Source: Goodwill Community Foundation, 2002

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Session 11: MS Excel Window Features 124




Counsel and Enter Buttons
 Notice the Cancel and Enter buttons in the formula bar.

 Click the Enter button to end the entry and turn off the formula bar buttons.
 Excel's ‘AutoComplete’ feature keeps track of previously-entered text.
 If the first few characters you type in a cell match an existing entry in that column,
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 to complete the
entry.

Figure 24: Direct Cell Editing

Source: Goodwill Community Foundation, 2002

Formula Bar Editing
 Click the cell that contains the information to be changed.
 Edit the entry in the formula bar.

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Figure 25: Editing in Formula Bar

Source: Goodwill Community Foundation, 2002

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 Figure 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

Source: Goodwill Community Foundation, 2002

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Performing Undo and Redo
 Sometimes, you might 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.
 The last single action is recoverable.
 To undo recent actions (e.g. typing, formatting), one at a time
o 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 mistakenly 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 the Redo button.
 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 Multiple 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 columns or rows, or select the entire worksheet.

Figure 27: Selecting Multiple Cells to Undo

Source: Goodwill Community Foundation, 2002

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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.
 Release the mouse button.

Figure 28: The Cells You Selected are Shaded.

Source: Goodwill Community Foundation, 2002

To Select All Cells in a Column or Row
 Click the gray column heading to select the entire column (Click and drag the cursor
across other column headings to select those columns).

Figure 29: How to Select Column










Source: Goodwill Community Foundation 2002

 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








Source: Goodwill Community Foundation 2002

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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













Source: Goodwill Community Foundation 2002

 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









Source: Goodwill Community Foundation 2002

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, numbers 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 located on the Standard toolbar, and are also
choices in the Edit menu.

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Figure 33: Cut, Copy and Paste – in Standard Toolbar & Choices in the Edit Menu







Source: Goodwill Community Foundation, 2002

 The Cut, Copy and Paste operations can also be performed through shortcut keys:
o Cut Ctrl+X
o Copy Ctrl+C
o Paste Ctrl+V

Copy and Paste Cell Contents
 The 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 feature allows you to select any of the collected items on the Clipboard and
paste it in a cell of the same or different spreadsheet.
 To copy and paste:
o Select a cell or cells to be duplicated.
o Click on the Copy button on the standard toolbar.
o The border of the copied cell(s) takes on the appearance of marching ants.

Figure 34: To Copy and Paste

Source: Goodwill Community Foundation, 2002

Copy and Paste in More Than One Cell
 Click on the cell where you want to place the duplicated information.
 The cell will be highlighted.

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 If you are copying contents into more than one cell, click the first cell where you want to
place the duplicated 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.
 Information that 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 immediately, it is removed from 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.

Moving 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.

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Figure 35: Drag and Drop




Creating a Monthly Budget [Take-Home Assignment]


Activity: Take-Home Assignment

Instructions
You will be given a take home assignment on creating 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. You will be guided by your tutor complete the assignment.

Refer to Worksheet 11.1: Monthly Budget (Take-Home Assignment)

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, numbers 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, copying and deleting cell contents in worksheet?

Reference
 Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.

144. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 11: MS Excel Window Features 132
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.

145. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 11: MS Excel Window Features 133

Worksheet 11.1: Monthly Budget (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 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. (Example: Monthly Budget_Name)
 Parts A & B below are the first steps in creating a spreadsheet that will eventually look
similar to the image 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 spread- Figure 1: Example Part A
Sheet just like the example in Figure 1:
 In cell A1, type Monthly Budget.
 In cell A2, type Rent or Mortgage.
 In cell A3, type Car Payment.
 In cell A4, type Cable.
 In cell A5, type Power.
 In cell A6, type Phone.
 In cell A7, type Insurance.
 In cell A8, type Credit Cards.
 In cell A9, type Groceries.
 In cell A10, type Gas.
 Type your other monthly bills in Column A,
cells A11-A14 (if you have any)
 Type Total Monthly Expenses in cell A15
 Type Income in cell A16
 Type Savings in cell A17
 Save your work.









Note: Assignment continued on following page.

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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 Column C.
 In cell C3, type your rent/mortgage bill amount
 In cell C4, type your Car Payment amount
 In cell C5, type your Car Payment amount
 In cell C6, type your Power bill amount
 In cell C7, type your Phone bill amount
 In cell C8, type your Cable bill amount
 In cell C9, type your Credit Card bill amount
 In cell C10, type your Grocery/Food bill
estimate
 In cell C11, type your Gas bill estimate
 In cells C12 - C16, type the amount of any
additional bills you have listed.
 In cell C17, type your Income
 Note: Be sure to leave cells C15 and C17 blank.
 Save and close the Monthly Budget file.







Note: The amounts in Figure 2 Column C are just examples. If you are personalizing this
budget, the numbers should correspond to actual amounts for your personal expenses.

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Session 11: MS Excel Window Features 135
Figure 3: Example Completed Monthly Budget


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.

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149. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 137

Session 12: Creating Formulas in MS Excel

Learning Objectives
By the end of this session, students are expected to be able to:
 Create simple formulas in Microsoft Excel
 Create complex formulas in Microsoft Excel
 Use functions in Microsoft Excel

Creating Simple Formulas
Formulas
 In school, you learned 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 every 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 / /
Equals = =

 The result of a formula-the answer to 2+3, for example-displays in the cell on the Excel
worksheet.
 The formula is visible 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.



Creating a Simple Addition Formula
 A simple formula in Excel contains one mathematical operation only: one number plus a
second number equals a third number.
 Writing a simple formula is very easy: 1+1.
 The 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 complicated, 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.

150. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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Figure 1: Example of Simple Math Formula in Excel

Source: Goodwill Community Foundation, 2002
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.
 Type any two values in these two cells and the formula 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 example, 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 numbers 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 example).
 Type the equal sign (=) to let Excel know a formula is being defined.
 Type the cell number that contains the first number to be added (B2, for example).
 Type the addition sign (+) to let Excel know that an add operation is to be performed.
 Type the cell number that contains the first number to be added (B3, for example).
 Press Enter or click the Enter button on the Formula bar to complete the formula.

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Session 12: Creating Formulas in MS Excel 139
Figure 2: Show Formula and Total

Source: Goodwill Community Foundation, 2002

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 simple formula that subtracts one cell from
another: =B3-B2.

Figure 3: Subtraction Formula

Source: Goodwill Community Foundation, 2002

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 cell
B2 and 345 in cell B3).
 Click the cell where the answer will appear (B4, for example).
 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, repeat steps 4 and 5 until the entire formula is
entered.
 Press Enter or click the Enter button on the Formula bar to complete the formula.

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Creating Simple Multiplication Formulas
 Creating multiplication formulas is very similar to addition and subtraction formulas.
 To multiply two cells the formula, B2 and B3, you would need to insert a multiplication
operator * between them, =B2*B3.

Figure 4: Multiplication Formula

Source: Goodwill Community Foundation, 2002

To Create a Simple Formula that Multiplies the Contents of Two Cells
 Type the numbers 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 example).
 Type =
 Click on the first cell to be included in the formula (B2, for example).
 Type a mathematical operator (Example: the multiplication symbol *). The operator
displays in the cell and Formula bar.
 Click on the next cell in the formula (B3, for example).
 If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is
entered.
 Press Enter or click the Enter button on the Formula bar to complete the formula.

Creating Simple Division Formulas
 Creating division formulas is very similar 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 Formula

Source: Goodwill Community Foundation, 2002

To Create a Simple Formula that Divides One Cell by Another
 Type the numbers 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 example).
 Type the equal sign (=) to let Excel know a formula is being defined.

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Session 12: Creating Formulas in MS Excel 141
 Click on the first cell to be included in the formula (B2, for example).
 Type a mathematical operator (Example: the division symbol /).
 The operator displays in the cell and Formula bar.
 Click on the next cell in the formula (B3, for example).
 If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is
entered.
 Very Important: Press Enter or click the Enter button on the Formula bar. This step ends
the formula.

Creating Complex Formulas

Complex Formulas Defined
 Simple formulas have one mathematical operation.
 Complex formulas: Involve more than one mathematical operation.
 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.
 The order of operations is:
o Operations enclosed in parenthesis
o Exponential calculations (to the power of)
o Multiplication and division, whichever comes first
o Addition and subtraction, whichever comes first
o Using this order, let us see how the formula 120/ (8-5)*4-2 is calculated in the
following picture in Figure 6.

Figure 6: Example of Complex Formula

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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 wrong answer, 8.
 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.

Figure 7: Examples of Complex Formulas
5*3/2 Multiply 5*3 before performing the division operation because the
multiplication sign comes before the division sign. The answer is
7.5.
5/3*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
result. The answer is 0.833333.
5+3-2 Add 5+3 before performing the subtraction operation because the
addition sign comes before the subtraction sign. The answer is 6.
5-2+3 Subtract 5-2 before performing the addition operation because the
subtaction sign comes before the addition sign. The answer is 6.
5-2*3 Multiply 2*3 before performing the subtraction 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. The answer is 9.

Creating Complex Formulas in Excel
 Excel 2003 automatically follows a standard order of operations in a complex 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 the equal sign (=) to let Excel know a formula is being defined.
 Type an open parenthesis, or (
 Click on the first cell to be included in the formula (cell B2, for example).
 Type 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.

155. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 143
 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: Complex Formula Box

Source: Goodwill Community Foundation, 2002

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 columns of numbers.
 Each column will contain a formula that adds all the numbers in it.
 You could write the formula several times, once in each column.
 Or you could copy-and-paste it into each column.
 The ‘fill formula’ method allows you to copy a formula and fill it into many different
consecutive cells at the same time.
 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.
 Release the mouse button.
 Select the Copy Cells option in the fill formula drop-down menu.

156. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 144
Figure 9: Filling Formulas to Other Cell

Source: Goodwill Community Foundation, 2002

Copy and Paste a Formula
 The 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 identical to 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 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: Copy the Formula in Cell

Source: Goodwill Community Foundation 2002

157. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 145
Figure 11: Marching Ants Appear

Source: Goodwill Community Foundation, 2002

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.

Figure 12: To Replace Cell

Source: Goodwill Community Foundation, 2002

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.

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Session 12: Creating Formulas in MS Excel 146
 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: Simple Formula

Source: Goodwill Community Foundation, 2002

 To create an absolute reference in the formula just created, insert a $ value before the B
(column reference) and 2 (row reference) in the reference to B2 so the new formula reads:
(=$B$2+B3)

Figure 14: Absolute Column and Absolute Row Reference

Source: Goodwill Community Foundation, 2002

 Copy and Paste the formula to another adjacent cell.
 The formula now includes an absolute reference to B2, (=$B$2+D3).

159. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 147
Figure 15: Copy and Paste Formula

Source: Goodwill Community Foundation, 2002
Using Functions
 A function: A pre-defined formula that performs common mathematical functions.
 Functions save you the time of writing lengthy formulas.
 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., Sum).
o Arguments: numbers, text or cell references-enclosed by parentheses.
o If there is more than one argument, separate each by a comma.
 An example of a function with one argument that adds a range of cells, B3 through B10 is
shown below in Figure 16.

Figure 16: Example of Function with One Argument


 Example of a function with more than one argument that calculates average of numbers in
a range of cells, B3 through B10, and C3 through C10 shown below in Figure 17.

Figure 17: Example of Function with More Than One Argument


 Excel literally has hundreds of different functions to assist with your calculations.

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Session 12: Creating Formulas in MS Excel 148
 Building formulas can be difficult and time-consuming.
 Excel's functions can save you a lot of time and headaches.

Excel's Different Functions
 There are many different functions in Excel 2003.
 Some of the more common functions include:
o Statistical functions
 SUM - summation 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 number in a range of cells.
o Financial functions
 Interest rates
 Loan payments
 Depreciation amounts
o Date and time 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 - Converts a serial number to an hour
 MINUTE - Converts a serial number to a minute
 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 column, for example, or many cells in a row.

Figure 18: AutoSum function

Source: Goodwill Community Foundation, 2002

161. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 149
Calculating the AutoSum of a Range of Data
 Type the numbers to be included in the formula in separate cells of column B (Ex: type
128 in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell B5 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 immediately beneath the defined
range of numbers.

Figure 19: Formula, =SUM (B2:B6) Defined to Cell B7

Source: Goodwill Community Foundation, 2002
Finding the Average of a Range of Numbers
 The Average function calculates the average of a range of numbers.
 The Average function can be selected from the AutoSum drop-down menu.
 To calculate the average of a range of data:
o Type the numbers to be included in the formula in separate cells of column B (E.g:
type 128 in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell B5 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.
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 immediately beneath the
defined range of numbers.

Figure 20: Average Function from the Drop-Down

162. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 150
Figure 21: Formula, =AVERAGE (B2:B6), Defined to Cell B7

Source: Goodwill Community Foundation, 2002

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 More 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
Source: Goodwill Community Foundation, 2002

 You can type a question 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.

163. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 151
Figure 23: Search for a Function Box

Source: Goodwill Community Foundation, 2002

Creating a Monthly Budget [Take-Home Assignment]

Activity: Take-Home Assignment

Instructions
You will work on this activity using the Monthly Budget spreadsheet that you created in the
previous take-home assignment in Session 11. You will be guided by your tutor to complete
the tasks of this assignment.

Refer to Worksheet 12.1: Monthly Budget Spreadsheet (Take-Home Assignment)

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 ‘syntax’, 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 arguments (numbers, text or cell references)
enclosed by parentheses and if there is more than one argument, separate each by a
comma.

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 them?

164. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 152
References
 Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vatage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.

165. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 153

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 C10 using a handheld calculator, the calculator on your computer,
or pencil and paper.
 If you included additional monthly bills in cells C11 through 14, add cells C2 through
C14 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 C15.
 Type a subtraction formula in C17 that subtracts the amount in C15 from the amount in
C16.
 Now add cells C2 through C11 (or C14 if you have more entries) using the Sum function
in Excel (See Figure 1 below) – Was that easier than using a calculator?

Figure 1: Sum of C2 through C10

166. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 154
Part B
 Fill the formula defined in cell C17 to D17 through N17.
 Type Percent Saved in A18. (See Figure 2 on following page).
 Write a formula in C18 that devides your monthly Savings Amount (C17) by your
monthly Income (C16).

Part C
Type the following in Row 1:
 February in D1
 March in E1
 April in F1
 May in G1
 June in H1
 July in I1
 August in J1
 September in K1
 October in L1
 November in M1
 December in N1
 Total in O1

Then:
 Type the amount of your expenses in each cell in Column D (cells 2 through 17), just like
you did with Column C in Part B.
 Delete the number in C15.
 Type a function in cell C15 that adds the range of cells, C2 through C14.
 Fill the formula from C15 to D15 through O15.
 Type your income for the month of February in D16.
 Type a formula in O17 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 similar to the example in Figure 2.
 Save and close the ‘Monthly Budget’ spreadsheet.

167. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 155
Figure 2: Example Completed Monthly Budget

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.

168. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 12: Creating Formulas in MS Excel 156

169. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 13: MS Excel Worksheet Layout and Management 157

Session 13: MS Excel Worksheet Layout and
Management

Learning Objectives
By the end of this session, students are expected to be able to:
 Work with multiple worksheets in Microsoft Excel
 Insert and delete rows and columns in Microsoft Excel
 Change column 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 locate 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: Naming a Worksheet




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.

170. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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Figure 2: Inserting a Worksheet

Source: Goodwill Community Foundation 2002

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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Session 13: MS Excel Worksheet Layout and Management 159

 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.

Figure 4: Deleting a Worksheet from the Shortcut Menu


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 time 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 identical formulas 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.

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Session 13: MS Excel Worksheet Layout and Management 160
Figure 5: Grouping Worksheets

Source: Goodwill Community Foundation, 2002

 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 duplicated 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.

Moving 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/copy.
o Choose Edit Move 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.
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.

173. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 13: MS Excel Worksheet Layout and Management 161
o Click the OK button to move the worksheet to its new location.

Figure 6: Moving Worksheets


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/copy.
o Choose Edit Move 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 copy the sheet to (the current workbook is the default).
o Also define where you want the sheet positioned in the workbook.
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: Copying Worksheets















Source: Goodwill Community Foundation, 2002

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Session 13: MS Excel Worksheet Layout and Management 162
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 Choose 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: Insert Rows into Worksheet





Source: Goodwill Community Foundation,
2002

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Session 13: MS Excel Worksheet Layout and Management 163
Inserting a column
 In Excel, you can insert a column anywhere you need it.
 Excel moves the existing columns to make room for the new one.
 Click anywhere in the column where you want to insert a new column.
 Choose Insert Columns from the menu bar.

Figure 9: Inserting Column















 A new column is inserted to the left of the existing column. OR,
 Click anywhere in the column where you want to insert a new column.
 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 Column into Cell

Source: Goodwill Community Foundation 2002

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Session 13: MS Excel Worksheet Layout and Management 164
 You can also select multiple columns before choosing Insert to add columns quickly.
 Excel inserts the same number of new columns that you originally selected.

Figure 11: A New Column Inserted to The Left of the Existing Column.

Source: Goodwill Community Foundation 2002

Deleting Columns and Rows
 Columns and rows are deleted in much the same manner as inserting columns 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: Show How to Delete Row

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Session 13: MS Excel Worksheet Layout and Management 165
 To delete a column and all information in it:
o Select a cell in the column to be deleted.
o Choose Edit Delete from the menu bar.
o Click the Entire Column radio button in the ‘Delete’ dialog box.
o Click the OK button.

Figure 13: Show How to Delete a Column


Changing Column Width and Row Height

Adjusting Column Widths
 By default, Excel's columns are 8.43 characters wide, but each individual column can be
enlarged to 240 characters wide.
 If the data being entered in a cell is wider or narrower than the default column width, you
can adjust the column width so it is wide enough to contain the data.

Figure 14: Unadjusted Column










Source: Goodwill Community Foundation 2002

178. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 13: MS Excel Worksheet Layout and Management 166
 You can adjust column width manually or use AutoFit.
 To manually adjust a column width:
o Place your mouse pointer to the right side of the gray column 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 Column



Source: Goodwill Community Foundation 2002

 To AutoFit the column width:
o Place your mouse pointer to the right side of the column header.
o The mouse pointer changes to the adjustment tool (double-headed arrow).
o Double-click the column header border.
o Excel ‘AutoFits’ the column, 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 column 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 The mouse pointer changes to the adjustment tool (double-headed arrow).
o See Figure 16.
o Drag the adjustment tool up or down to the desired height and release the mouse
button.

179. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 13: MS Excel Worksheet Layout and Management 167
Figure 16: Adjusted Row Height




 To AutoFit the row height:
o Place your mouse pointer to the lower edge of the row heading you want to adjust.
o The mouse pointer changes to the adjustment tool (double-headed arrow).
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]

Activity: Take-Home Assignment

Instructions
You will work on this activity on the Monthly Budget spreadsheet that you worked on in the
previous take-home assignment in Session 12. You will be guided by your tutor to complete
different tasks of the exercise.

Refer to Worksheet 13.1: Monthly Budget (Take-Home Assignment)

Key Points
 By default, each new workbook in Excel 2003 defaults to three worksheets named
Sheet1, Sheet2 and Sheet3.
 You have the ability to insert new worksheets if needed or delete others you no longer
want.

180. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 13: MS Excel Worksheet Layout and Management 168
 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 columns are 8.43 characters wide, but each individual column can be
enlarged to 240 characters wide.
 If the data being entered in a cell is wider or narrower than the default column width, you
can adjust the column 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 columns?
 How to change column width and row height

Reference
 Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.

181. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 13: MS Excel Worksheet Layout and Management 169

Worksheet 13.1: Monthly Budget (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 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’
 Complete the steps below in Parts A, B & C.

Part A
 Rename Sheet 1-2005, Sheet 2-2006, Sheet 3-2007 (See example in Figure 1 below).
 Insert two worksheets and name them 2008 and 2009
 Move the 2008 and 2009 worksheets so they are immediately following the 2007 sheet
 Use the Grouping features so that the 2006, 2007, 2008 and 2009 sheets contain the same
information as Column A and Row 1 of the 2005 sheet
 Delete the 2009 sheet.

Part B
 Delete the blank Column B.
 After you delete the blank Column B it may look like this.

Part C
 AutoFit the column width of Column A.
 Manually adjust the column width for any columns that you need to enlarge. For example,
Column 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.
 Save and close the document.

Figure 1: Example of Renaming Sheets

182. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 13: MS Excel Worksheet Layout and Management 170
Figure 2: Example of Need to Adjust Width of Column A


Note: The width of Column A in Figure 2 above is too narrow because the words of each cell
in Column A cannot be seen. Therefore, it is necessary to adjust the column width.

183. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 14: Dealing With MS Excel Cells 171

Session 14: Dealing With MS Excel Cells

Learning Objectives
By the end of this session, students are expected to be able to:
 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 columns.
 To insert cells:
o Select the location where the new cell(s) should be inserted.
o It can be a single cell or a range of cells.
o Right-click and choose Insert.
 Note: You could also choose Insert Cell on the menu bar.
o The ‘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 column below it
downward.
o Choose an option and click the OK button; your result displays in the spreadsheet.

Figure 1: Inserting a Cell

Source: Goodwill Community Foundation 2002

Deleting a Cell
To physically delete the cell from the spreadsheet:
 Right-click and choose Delete.
 The ‘Delete’ dialog box opens. Select either:
o Shift cells left to shift cells in the same row to the left.
 Choose an option and click the OK button.

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Session 14: Dealing With MS Excel Cells 172
 Your result displays in your spreadsheet.
o Shift cells up to shift selected cells and all cells in the column above it move upward
 Choose an option and click the OK button.
 Your result displays in your spreadsheet.

Figure 2: Deleting a Cell













Figure 3: Shifting Cell Up

Source: Goodwill Community Foundation 2002

Merging cells
 In Excel 2003, you have another 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 column.

185. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 14: Dealing With MS Excel Cells 173
o To evenly centre Sally's name across the two cells we would perform a merge 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.
o Click the Merge and Center button on the standard toolbar.
o The two cells are now merged into one.

Figure 4: Merging Two Cells



Source: Goodwill Community Foundation, 2002

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
numbers (values).
 This makes data easier to read.
Figure 5: Left Align of Text and Right Aligned of Numbers in Cells

Source: Goodwill Community Foundation, 2002

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 You do not have to leave the defaults.
 Text and numbers 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 numbers may be aligned using the left-align, center and right-align buttons of
the Formatting toolbar:

Figure 6: Left, Right and Center-Alignment


 To align text or numbers in a cell:
o Select a cell or range of cells
o Click on the Left-Align, Centre or Right-Align buttons in the standard toolbar.
o The 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. (Similar to merge and centred, 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 The ‘Format Cells’ dialog box opens.
o Click the Alignment tab.
o Click the Horizontal drop-down menu and select a horizontal alignment treatment.
o Click OK to apply the horizontal alignment to the selected cell(s).

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Figure 7: Horizontal Alignment


Figure 8: Format-Cell Option


Figure 9: Using Format Cells for Alignment

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Changing Vertical Cell Alignment
 You can also define vertical alignment in a cell, similar to how it is done for horizontal
alignment.
 In Vertical alignment, information in a cell can be located at the top of the cell, middle
of the cell or bottom of the cell; the default is bottom.
 To change vertical alignment using the format cells dialog box:
o Select a cell or range of cells.
o Choose FormatCells 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

Source: Goodwill Community Foundation 2002

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.
 The Wrapped Text wraps the contents of a cell across several lines if it's too large than
the column 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 Merge and Center button on the
standard toolbar.
 To change text control using the format cells dialog box:
o Select a cell or range of cells.
o Choose Format Cells from the menu bar.
o The ‘Format Cells’ dialog box opens.
o Click the Alignment tab.
o Click on either the Wrapped Text, Shrink-to-Fit or Merge Cell check boxes-or any
combination of them-as needed.
o Click the OK button.

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Figure 11: Text Control

Source: Goodwill Community Foundation 2002

Changing Text Orientation
 The 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 Choose Format Cells from the menu bar.
o The ‘Format Cells’ dialog box opens.
o Click the Alignment tab.
o Increase or decrease the number shown in the ‘Degrees’ field or spin box.
o Click the OK button.

Figure 12: Changing Text Orientation

Source: Goodwill Community Foundation 2002

Formatting Numbers

Formatting Numbers in the Format Cells Dialog Box
 Numbers in Excel can assume many different formats: Date, Time, Percentage or
Decimals.

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 To format the appearance of numbers in a cell:
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 The ‘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 commas (1,000) inserted in the
number.
o Use the Negative numbers drop-down list to indicate how numbers less than zero are
to be displayed.
o Click the OK button.

Figure 13: Formatting Option








Source: Goodwill Community Foundation 2002

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Figure 14: Formatting Number

Source: Goodwill Community Foundation, 2002

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 Select a cell or range of cells.
o Choose Format Cells from the menu bar.
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.

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Figure 15: Formatting Date


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 Choose Format Cells from the menu bar.
o The Format Cells dialog box opens, click the Number tab.
o Click Time in the Category drop-down list.
o Select the desired time format from the Type drop-down list, click the OK button.

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Figure 16: Formatting Time


















Formatting Percentage in the Format Cells Dialog Box
 There may be times you want to display certain numbers as a percentage.
 For example, what percentage of credit cards bills account for your total monthly
expenses?
 To Express Numbers as a Percentage in a Spreadsheet
o Select a cell or range of cells.
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 number.
o Click the OK button.

Figure 17: Formatting a Percentage

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Figure 18: Completed Formatted Percentage









Source: Goodwill Community Foundation 2002

Figure 19: Formatting Percentage

Source: Goodwill Community Foundation 2002

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.

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 The default font in a spreadsheet is Arial 10 points, but the typeface and size can be
changed easily.
 The amount of typefaces available for use varies depending on the software installed on
your computer.

Figure 19: Different Font Types

Source: Goodwill Community Foundation, 2002

 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 Typeface of 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.

Source: Goodwill Community Foundation, 2002

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Change Font Type, Size and Colour
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: Example of Different Arial Font Type and Size

Source: Goodwill Community Foundation, 2002

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 Drop Down List of Available Font Sizes Appears.

Source: Goodwill Community Foundation, 2002

Change Font Type, Size and Colour
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.

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 Click on the Colour of your choice.
 The selection list closes and the new font Colour is applied to the selected cells.

Figure 23: Drop-down List of Available Colours Appears.

Source: Goodwill Community Foundation, 2002

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 numbers in cells.
 To select a font style:
o Select a cell or range of cells.
o Click on any of the following options on the Formatting toolbar.
 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
 You can change the style attributes (Number,
Alignment, Font, Border, Patterns and Protection) for
any Style Name.
 You can create new styles by clicking on the Add
button in the Style dialog box.

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Figure 25: Select A Style From The ‘Style Name’ Drop-Down List.
















Source: Goodwill Community Foundation, 2002

Adding a Border to Cells
 Borders can be applied to cells in your worksheet in order to emphasize important data or
assign names to columns or rows.
 To add a border to a cell or cell range
o Select a cell or range of cells.
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 Menu


Adding Colour to Cells
 Colours can be applied to cells in your worksheet in order to emphasize important data or
assign names to columns or rows.
 To add colour to a cell:
o Select a cell or range of cells.
o Click the down arrow next to the Fill Colour button. A ‘Fill Colour’ drop-down menu
displays.

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Figure 26: Choose a Fill Colour from the Fill Colour Drop-Down Menu



Source: Goodwill Community Foundation, 2002


Creating a Monthly Budget [Take-Home Assignment]

Activity: Take-Home Assignment

Instructions
You will work on the Monthly Budget spreadsheet that you worked on in the previous take-
home assignment in Session 13. You will be guided by your tutor to complete different tasks
in this activity.

Refer to Worksheet 14.1: Monthly Budget (Take-Home Assignment)

Key Points
 When working with Excel 2003 worksheet, you may need to insert or delete cells without
inserting or deleting entire rows or columns.
 Text and numbers can be defined as left-aligned, right-aligned or centred in Excel 2003.
 Numbers in Excel can assume many different formats: Date, Time, 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?

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Reference
 Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.

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Session 14: Dealing With MS Excel Cells 189

Worksheet 14.1: Monthly Budget (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 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’
 Complete the steps below in Parts A, B & C.

Part A
 Insert blank row above the current Row 1, which contains the months of the year.
 Type My Budget in A1.
 Use the merge and center function to center ‘My Budget’ cover Columns A through N.

Part B
 Centre the text horizontally in Column 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 familiar with them.
 Close 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 Column A, J, L and 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 similar to the example in Figure 1 on following page.
 Save and close the document.

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Figure 1: Example Spreadsheet with Formatting (Part C)

Note: The numbers in your spreadsheet will differ based on the personalized figures that you
have entered. The above Figure 1 is just an example.

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Session 15: Charts in MS Excel 191

Session 15: Charts in MS Excel

Learning Objectives
By the end of this session, students are expected to be able to:
 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 emphasizes the trend of each value over time.
 An area chart also shows the relationship of parts to a whole.

Figure 1: Area Charts


Column Chart
 A column chart uses vertical bars or columns to display values over different categories.
 They are excellent at showing variations in value over time.

Figure 2: Column Charts


Bar Chart
 A bar chart is similar to a column chart except these use horizontal instead of vertical
bars. Like the column chart, the bar chart shows variations in value over time.

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Session 15: Charts in MS Excel 192
Figure 3: Bar Charts


Line Chart
 A line chart shows trends and variations in data over time.
 A line chart displays a series of points that are connected over time.

Figure 4: Line Charts


Pie Chart
 A pie chart displays the contribution of each value to the total.
 Pie charts are a very effective way to display information when you want to represent
different parts of the whole, or the percentages of a total.

Figure 5: Pie Charts


Other Charts
 Other charts that can be created in Excel 2003 include Doughnut, Stock XY (scatter),
Bubble, Radar, Surface or Cone, Cylinder, and Pyramid 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 comparisons, patterns, and trends in the data.

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Figure 6: Example of A Chart that States the Same as Written Information
Source: Goodwill Community Foundation, 2002

Parts of a Chart
 Source Data: The range of cells that make up a chart.
o The chart is updated 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 columns of the source data
 Value Axis: The axis that represents the values or units of the source data
 Category Axis: The axis identifying each 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.

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Figure 7: Using the Chart Toolbar

Source: Goodwill Community Foundation, 2002

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 different 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 Column: Plots the Data Series using the column labels (X-axis)
 Angle Text: Use to rotate the angle of the X-axis and Y-axis labels

Figure 8: Parts of the Chart Toolbar


Creating an Embedded Chart
 Charts can be created in either of two ways in Excel 2003:
o Embedded Charts
o Chart Sheet
 Excel creates an embedded 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.

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 Select the range of cells that you want to chart. Your source 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 Embedding Chart


Figure 10: Use Chart Bar to Select Different Type of Chart

Source: Goodwill Community Foundation, 2002

 Open the chart options dialog box: Chart Options to add a title to your chart.

Figure 11: Chart Option

208. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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Figure 12: Select the Titles tab and type the title of the chart in the Chart Title text box.

Source: Goodwill Community Foundation, 2002

 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
Moving an Embedded Chart to a Chart Sheet
 Create an embedded chart.
 Select the chart to be moved to a chart sheet.
 Choose Chart Location from the menu bar.


 In the’ Chart Location’ dialog box, select the As a new
sheet radio button.
 The ‘As object in’ radio button adds the chart as an embedded object on the Worksheet.

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Figure 14: Chart Location Dialog Box

Source: Goodwill Community Foundation,2002

 Click the OK button.
 The 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 Location Dialog for Renaming Chart

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Figure 16: An Example of a Chart with Title (Renaming)


Moving, Resizing, and Deleting Charts

Moving a Chart
 An embedded 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 cursor to
drag the chart anywhere on the worksheet.
 Release the mouse button to place the graph in its new location.

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Figure 17: How to Move a Graph into Worksheet

Source: Goodwill Community Foundation, 2002

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

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 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


Deleting a 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 between the chart and your
source data.
 Any changes made to the original source data are automatically reflected in the chart.

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Figure 20: Changing Chart Data

Source: Goodwill Community Foundation, 2002

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 columns 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: Changing Chart with Additional Column E


 Click on the chart to select it for editing.
 Choose Chart Add Data from the menu bar.
 The ‘Add Data’ dialog box appears.
 Select the cell range of new data to be added to the chart.

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Session 15: Charts in MS Excel 202
 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


Figure 23: Add Data Dialog Box

Source: Goodwill Community Foundation, 2002

Changing the Chart Title
 The Chart Title can be changed at any time to a name that's meaningful to you.
 To 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.

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Figure 24: How to Change Chart Title

Source: Goodwill Community Foundation, 2002

o Click anywhere outside of the title to apply your changes.

Figure 25: Chart’s Title Changed

Source: Goodwill Community Foundation, 2002

Changing the Data Series Names or Legend Text
 Data Series Names and Legend Text are changed in much 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.

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Figure 26: Data Series and Legend Text


















Source: Goodwill Community Foundation, 2002

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 time 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

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Figure 28: The New Chart Replaces That One Selected for Change















Source: Goodwill Community Foundation, 2002

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

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 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

Source: Goodwill Community Foundation, 2002

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).

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Figure 31: Formatting Chart Legend


o The ‘Format Legend’ dialog box contains three different 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

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Formatting Axis Labels
 In Excel, a graph represents a data in two dimensions.
 The number of items sold in January is data on two dimensions: number of items and
month.
 The number of items might 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.
 The 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, colour, 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



Source: Goodwill Community Foundation, 2002

 Click the Format Button on the Chart Toolbar (or double click the chart axis).

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 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 buttons on the chart toolbar to change the angle of the
value and category axis.

Figure 34: Format Axis Number























Source: Goodwill Community Foundation, 2002

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

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Figure 35: Colour To Selected Data Sharing



Source: Goodwill Community Foundation, 2002

Monthly Budget [Take-Home Assignment]

Activity: Take-Home Assignment

Instructions
You will work in this activity on the Monthly Budget spreadsheet that you worked on in the
previous take-home assignment in Session 14. You will be guided by your tutor to complete
different tasks of this activity.

Refer to Worksheet 15.1: Monthly Budget (Take-Home Assignment)

Key Points
 Charts are a visual representation of data in a worksheet.
 Charts make it easy to see comparisons, patterns, and trends in the data.
 Charts that can be created in Excel 2003 include Area Charts, Column Charts, Bar Charts,
Line Charts, Pie Charts, and others (Doughnut; Stock XY (scatter); Bubble; Radar;
Surface; or Cone, Cylinder, and Pyramid charts).
 Charts can be resized and Chart Titles can be changed.
 When one adds a chart to the worksheet, Excel creates a link between 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?

223. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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Reference
 Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.

224. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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Worksheet 15.1: Monthly Budget (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 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 ‘Monthly Budget_Name’
 Complete the steps below in Part A

Part A
 Type your income for the month of March in D17.
 Type your expenses for the month of March in the appropriate cells of Column 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 January and
February.
 Note: Do not include 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 similar to the example in Figure 1 on following page.
 Save and close the document.

Figure 1: Example Monthly Budget



















Note: The numbers in your spreadsheet will differ based on the personalized figures that you
have entered. The above Figure 1 is just an example.

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
Session 16: Printing Management for MS Excel

Learning Objectives
By the end of this session, students are expected to be able to:
 Define page setup options in Excel
 Manage printing document with Excel

Defining Page Setup Options in Excel

Setting Page Margins
 The 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: Page Setup Dialog Box

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Changing the Page Orientation and Paper Size
 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.



 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 size.
o Click the OK button to accept the page settings.
o The Page tab of the Page Setup dialog box lets 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 lets 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: Changing Page Orientation Dialog Box

















Source: Goodwill Community Foundation 2002

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.

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 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: Creating Header and Footers
















o Click the Header drop down list and select and of the predefined headers:



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














Source: Goodwill Community Foundation, 2002

228. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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Create a Footer
 Choose File Page Setup from the menu bar.
 Select the Header/Footer tab in the Page Setup dialog box.
 Click the Footer drop down list and select one of the predefined footers.



 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
worksheet is printed.
 Follow the instructions 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 A1 to the last occupied cell in a worksheet.
 You can specify a different range of cells to print.
 Print Titles: Prints column and row labels on each page of the printout.
 Specify these rows or columns in the Rows to Repeat at Top and Columns to Repeat at
Left textboxes.
 Print Gridlines: Determines 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 Column Headings: Click this option to include row numbers and columns
letters in your printed document.
 Page Order: Determines the order in which worksheets are printed.

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Figure 6: Sheet Options Dialog Box























Printing an Excel Document
 In Excel 2003 you can 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 certain 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.


 A reduced image of the chart is displayed on the screen.
 Click on one of four blue-coloured borders and drag to highlight and select the area to
print.

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Figure 7: Represent Selected Area for Printing

Source: Goodwill Community Foundation 2002

 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 submitted to
the printer for printing.

Figure 8: Print Area Setup Options

Source: Goodwill Community Foundation 2002

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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 Preview is a good way for you to review the formatting and make sure the columns,
rows and margins appear exactly where you want them.
 To print preview
o Choose File Print Preview on the menu bar, OR,
Click the Print Preview button on the standard toolbar.
o In ‘Print Preview’ window, the document is sized so the entire page is visible on the
screen. Simply 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


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 Move 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 inserted into the worksheet.

Figure 10: Page Break Dialog Box

232. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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 To delete a page break
o Move the cursor to the row where a page break appears
o Choose Insert Remove 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



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 beginning and 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 Spelling.

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Figure 12: The Print Dialog Box Opens


Monthly Budget [Take-Home Assignment]

Activity: Take-Home Assignment

Instructions
You will work in this activity on the Monthly Budget spreadsheet that you worked on in the
previous take-home assignment in Session 15.You will be guided by your tutor to complete
the tasks of this activity

Refer to Worksheet 16.1: Monthly Budget (Take-Home Assignment)

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 computer screen.
 Print Preview is a good way for you to review the formatting and make sure the columns,
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?

234. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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References
 Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.

235. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
Session 16: Printing Management for MS Excel 223

Worksheet 16.1: Monthly Budget (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 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 1’.
 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.

Part B
 Use Print Preview to view the sheet and then Print the document.
 Save and close.

Figure 1: Example Monthly Budget

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237. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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
Session 17: MS PowerPoint Basics

Learning Objectives
By the end of this session, students are expected to be able to:
 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 Suite.
 It allows you to create dynamic 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 common in Office applications but may feature 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 commands.
o Formatting Toolbar: contains buttons used for formatting.
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 computer 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 common actions and features in PowerPoint.
o Outline and Slides Tabbed Pane: allows the user to easily 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.

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Figure 1: PowerPoint Components/Parts

Source: Goodwill Community Foundation, 2002

 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.

 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 Sorter View and Slide Show:

 The view buttons can be useful as you prepare your presentation.
 They control the way slides are displayed on the screen.
 Click a view button to see a different view.
 Normal View contains the Outline and Slides tabbed panes on the left, the Slide pane
in the center and the Task Pane on the right.

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 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.

Figure 2: Text Area of PowerPoint

Source: Goodwill Community Foundation 2002

 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.

More Views
 Here are some other views that may be useful as you create your presentations:
 Slide Sorter View lets you see small 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 Task 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.

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Figure 3: Task Pane

Source: Goodwill Community Foundation 2002

 The Slide Layout and Slide Design panes within the Task Pane help organize layouts,
design templates, and color schemes.
 When you select 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

 Select Slide Layout or Slide Design (Design Templates, Color Schemes, Animation
Schemes).
 You'll learn more about using these panes later in this course.

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Figure 5: Selection of Slides

Source: Goodwill Community Foundation 2002

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 ViewTask Pane

Figure 6: Task Pane Dialog Box

Source: Goodwill Community Foundation 2002

 To view different panes:
o Click on the down-pointing arrow 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.

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 You can hide or view the Task Pane by clicking on View Task Pane.

Pull-Down Menus
 PowerPoint 2003's menu bar initially displays commands that you most often use.
 To view infrequently used commands from a menu, use pull-down menus.
 To view commands 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

Source: Goodwill Community Foundation 2002

 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 Options from View

Source: Goodwill Community Foundation 2002

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Activity: Exercise 1

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
Template or From AutoContent Wizard.
 The Blank presentation option is one of the more commonly 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


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.

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o When you find a layout that you like, click the down-pointing arrow and choose
Apply to Selected Slide.

Figure 10: Slide Layouts Dialog Box

Source: Goodwill Community Foundation 2002

 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.

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Figure 11: Placeholder

Source: Goodwill Community Foundation 2002

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 (Ctrl + 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








Closing a Presentation 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 (Ctrl + W).



o The PowerPoint application remains open 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.

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o Choose 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 Method
 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 (Ctrl + N)
 In the ‘New Presentation’ pane, under New choose Blank Presentation.

Figure 13: New Presentation Dialog Box


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

Figure14: New Presentation Pane

Source: Goodwill Community Foundation 2002

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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.

Figure15: Task Pane Figure 16: Slide Layout Application









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 (Ctrl + 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,

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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 (Ctrl + 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 (Ctrl + V)
 Note: This example of how to copy a slide was shown in the Slide Sorter View; however,
the same instructions apply for copying a slide in Normal View.

Figure 17: Example of Completed Slide


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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Figure 18: How to Delete Slide


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 Slides in Slide Sorter View
o Click on the Slide Sorter View button 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: Slide Sorted View

Source: Goodwill Community Foundation 2002

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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.
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


 To toggle 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.

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.

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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 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

Source: Goodwill Community Foundation 2002

Applying a Design Template
 PowerPoint offers Design Templates to make it easy to create an attractive presentation.
 These templates 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 makes
it easy to enhance existing slides with a design template.
 To apply a design to an existing presentation:
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.

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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.

Figure 22: Design Template Feature Figure 23: Apply a Design Template

Source: Goodwill Community Foundation 2003






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.

Figure 24: Application of Design Template

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A Closer View of Design Templates
 If you want a closer look at the Design Templates, 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 template and
uncheck Show Large 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 different 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 presentation best fits your needs. If you're not sure 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 another presentation type, and click Next.

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Figure 25: AutoContent Wizard Start


Figure 26: AutoContent Wizard Presentation


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.

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Figure 27: AutoContent Wizard Presentation Options


Making Changes to Content
 When you use the AutoContent Wizard, the slides that result are a guide for your actual
content. Make the changes necessary to fit your presentation.
 For example, if you are working on a General - Generic presentation about your
organization and how it helps the community, 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 different
design or color scheme.

Figure 28: Example of Completed Slide


Activity: Exercise 3

Instructions
You will 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 following:
 Open the AutoContent Wizard.
 Choose a Presentation Type.
 Add a Presentation Title.
Activity continued on next page.

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 When you Finish, make changes to the first page of the presentation.
 Click through the presentation in Outline View.
 Close this presentation without saving the document.

Where I Learn [Take-Home Assignment]

Activity: Take-Home Assignment

Instructions
You will work on creating a PowerPoint presentation ‘Where I Learn’ as a take home
assignment. You will be guided by your tutor to complete this assignment.

Refer to Worksheet 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 combination 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 miniature slides that you can drag and drop.
 PowerPoint offers Design Templates to make it easy to create an attractive presentation.
These templates come 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 Presentation?
 What are the steps in inserting, copying and deleting slides?
 What is the procedure for opening a presentation that you've previously saved?

References
 Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.
 Steven Sagman (1999), Microsoft 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/

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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 title and a subtitle placeholder.
 Type Where I Learn in the title 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 example in Figure 2 on following pages. For example, if you learn in Wilmington,
North Carolina, you would type Wilmington, NC in the title placeholder.
 In the bulleted list type information about the location where you learn.
 Save your work.

Part C – Different 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.

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 Save your presentation.

Part E – AutoContent Wizard
 Insert a new slide with a title placeholder and a bulleted list placeholder (Title and Text).
 Type a title and type some interesting information about where you learn. 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.

Figure 1: Example of Slide (Part A)


Figure 2: Examples of Slides (Part B)


OR


Source: Goodwill Community Foundation, 2002

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
Session 18: Enhancing a MS PowerPoint
Presentation

Learning Objectives
By the end of this session, students are expected to be able to:
 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.

 Click on the Text Box button in the ‘Drawing Toolbar’.

 Click and drag your mouse pointer to create a text box on the slide.

 Click on Insert Text Box.
 Click and drag your mouse pointer to create a text box.

The Formatting 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

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o Font color
o Increase Font Size
o Decrease Indent

Figure 1: Formatting Toolbar

Source: Goodwill Community Foundation 2002

 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 Formatting Toolbar.
 You can also choose Show Buttons on Two Rows.

Formatting Text of a PowerPoint 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 Formatting Toolbar, click on the down-pointing arrow or button for the item
you want to format.
o For example, 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-pointing arrow 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.

o Take some time to experiment with the different formatting options to decide what's
best for your presentation.

Figure 2 Formatting Toolbar

Source: Goodwill Community Foundation 2002

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.

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o Choose the font, font style, and/or size, then click OK.

Figure 3: Font Option from Formatting


Figure 4: A Dialog Box Opens

Source: Goodwill Community Foundation 2002

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 them, learn these
shortcuts.

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How to Format Bulleted and Numbered Lists

Bulleted Lists
 PowerPoint provides several 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


Figure 6: Picture Bullet Dialog Box


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.

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Figure 7: Bullets and Number Dialog Box


 A dialog box opens. Make sure the bulleted 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 from the bullets that appear. (You can also choose size and
color).
 Click OK.

Figure 8: Dialog Box for Bullet Lists

Source: Goodwill Community Foundation,2002

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 customize 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 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.

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Figure 9: Symbols Dialog Box


Formatting a Numbered List
 PowerPoint also gives you different options for formatting a numbered list.
 To format a numbered list, 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 from, click OK.

Figure 10: Number Tab Dialog Box


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.

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 Click the Clip Art button on the ‘Drawing Toolbar’.

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 image that
you are looking for. For example, people, buildings, winter.
 Click on Go.

Figure 11: Clip Art


 Click on the clip art that you want to insert, click OK.
 The 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’.

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Figure 12: Clip Art (Web Collect)


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 Options


 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.



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.
 Navigate to the picture you want to insert.
 Select the picture and click Insert.

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Figure 14: Picture Icon for Inserting Pictures


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 image.
 Drag the graphic to the size that you want.

Figure 15: Inserted Picture into PowerPoint Area for Resize


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.

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Figure 16: How to Insert Chart into Presentations


Figure 17: A Chart Appears With a Data Sheet and Sample Data

Source: Goodwill Community Foundation 2002

 Replace the sample data in the data sheet with actual data that you want to present.
 The Y axis is for values or numbers. For example, number of hours worked or amount of
money earned.
 The X axis is the label for the information. It now reads East, West, North.
 You can delete some information in columns or rows of the sheet.
 Right click on the row or column and choose Cut, Delete or Clear Contents.
 Note: You can expand the chart columns to fit your data or titles. Place your mouse
pointer over the end of the column in the gray heading. A black cross with double
arrows appears. Right click and drag the columns to the size you want.
 To format column width, click on FormatColumn 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.

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Setting a Maximum Value for a Chart
 As you enter numbers in your chart, a maximum value for your chart will automatically
be set, or you can set a maximum 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.

Figure 18: Format Axis Dialog box


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

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Figure 19: Different Types of Charts


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

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 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 alignment of label, right click on the text and choose Format Axis title.


 Click on the Alignment tab.
 Choose your text alignment and orientation options, click OK.

Figure 21: Format Axis -Alignment


Inserting a Diagram or Organization Chart
 An organization chart shows hierarchal relationships in 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 Organization Chart button on
the ‘Drawing Toolbar’.

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Figure 22: Inserting an Organization Chart


Figure 23: Diagram Gallery Dialog Box


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 number of columns and rows for your table.
 Click OK.
 Enter the data for your table.
 To format the table, choose Format Table.

Figure 24: Insert Table Dialog Box

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Figure 25: Table Options


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: AutoShapes Option


 A small AutoShapes toolbar appears.

 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 ‘Drawing Toolbar’ at the bottom of the PowerPoint
screen. A list of options appears.

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 You can click and drag an AutoShape to increase its size and you can add text by
choosing Insert Text Box.

Figure 27: Drawing Toolbar


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.

 Choose 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.

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Figure 29: Inserting Pictures Word Art


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.

 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 display 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: Insert Hyperlink

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How I Spend My Free Time [Take-Home Assignment]

Activity: Take-Home Assignment

Instructions
You will work on creating a PowerPoint presentation called ‘How I Spend My Free Time’.
You will be guided by your tutor to complete the assignment.

Refer to Worksheet 18.1: How I Spend My Free Time (Take-Home Assignment)

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 bulleted 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 images. 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 different
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. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.
 Steven Sagman (1999), Microsoft 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/

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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 computer). 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.
 Complete the steps below in Parts A-E below.

Part A – Create a New Presentation
 Choose a slide with a title and a subtitle placeholder.
 Type 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 My Hobbies Are... on that slide.
 Type at least three things you like to do in your free time in the bulleted list text
placeholder.
 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.
 Type 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).
 Save your presentation.

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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 necessary.
 Save 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 time/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 columns and 4 rows. It might 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
estimated amount of time you spend on each hobby in a week (out of 168 hours (7 days *
24 hours). It might look like the example in Figure 3 on following pages.
 Format the table or chart, as necessary.
 Save 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
listed.
 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 complete.

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Figure 1: Example Slides Created (Part B)

Source: Goodwill Community Foundation, 2002

Figure 2: Table Related to Hobbies (Part D)

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Figure 3: Example of Pie Chart Related to Hobbies (Part D)

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
Session 19: Creating a MS PowerPoint Slide Show

Learning Objectives
By the end of this session, students are expected to be able to:
 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 presentation

Animating Slides
 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.
 PowerPoint provides some preset animation or allows you to customize the animation to
fit your needs.
 To animate slides using Animation Schemes, open the PowerPoint presentation that you
want to work on.
 Select the slide that you want to animate.
 In the Task Pane, click the down-pointing arrow and select Slide Design Animation
Schemes.

Figure 1: Application of Animation Schemes





















Source: Goodwill Community Foundation 2002

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Choosing Animation for Your Slides
 PowerPoint offers several options for animating 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 might 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 selecting 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 example, 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 Animation)

Source: Goodwill Community Foundation 2002

 Click on Add Effect Entrance.
 A list of options appears for the entrance including Blinds, Box, Checkboard, and Fly In.

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 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 underneath 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


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 Effect 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 important 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 depending on 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 (Animation starts when you click the mouse).

Figure 4: Setting Direction

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 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


Animating a Bulleted List
 A bulleted list may be another area that you might want to animate.
 To add animation 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 animate.
 Click on the down-pointing arrow in the Task PaneCustom Animation.
 The Add Effect button is now active.

Controlling Your Text
 With the Add Effect button active, you can control the text in your bulleted list:
 To set animation in a bulleted list, select the line of text you want to animate.
 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 animation.
o Choose a Speed for the animation.
o To make changes to an animation, simply locate 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/timing, you can select Effect Options from the menu.
o Click on the Text Animation tab.

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o The default option is By 1st level paragraphs. This is the level for the main bullet
points. Bullets points will enter one at a time 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 level
paragraphs if you have three levels of bullets etc.

Figure 6: Effect Option Figure 7: Blinds a Dialog Box Appears


Creating a Slide Master

The Slide Master
 If you work for a company, 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 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.

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 Master Slide Master.
 A slide with placeholders appears.

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Figure 8: Slide Master Dialog Box

Source: Goodwill Community Foundation 2002

 Click on Format Background.
 Choose a background color. For more colors, click on More Colors.
 Select the text in the ‘Master title style placeholder’.
 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

Source: Goodwill Community Foundation 2002

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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 bullets 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 might want to do later.
 Generally, you should keep the text the same color for the title and all text levels.
 To edit the text styles for each level, start a new presentation or open an existing one.
 Click on View Master 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


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 Normal.
OR
 Click the Normal View button.
 A slide or slide appears with the design elements of the Slide Master.

Figure 11: Designed Slides


The Title Master
 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 blueprint for all the slides of your presentation
while the Title Master only addresses the elements of your title slide.

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 To edit the title master, select the text in the ‘Master title style placeholder’.
 Choose Format Background and choose a background color.
 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.

Spell Check
 The Spell 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 Spelling.
 Click the Spelling button on the Standard Toolbar.


Figure 12: Spelling Check Tool

Scanning for Errors
 Once you launch the Spell Check tool, a couple of scenarios can occur:
 PowerPoint quickly scans your presentation, searching 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 complete’.

Figure 13: Spelling Check Notification


 If there are possible spelling errors, the Spelling dialog box opens and offers you a
number of options.
 Any unrecognized word appears in the ‘Not in Dictionary’ box.

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Figure 14: Spelling Check Dictionary


Figure 15: Spell Check Options

 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 common spelling, typing, and grammatical
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 time 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.

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Figure 16: Print Preview Option


OR
 Click the Print Preview button on the Standard Toolbar.

 On the Print Preview Toolbar, click the down-pointing arrow next to the ‘Print What’
box.

Figure 17: Different Layout That You Want To Preview


 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
If 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-pointing arrow next to the ‘Print What’ box.
 Choose Slides, Notes, Handouts, or Outline.
 Select the print range and number of copies.
 Click OK.

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Figure 18: Print Dialog Box Option


Figure 19: Print Dialog Box Component


Adding Transition
 Once you've completed 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.
 To make transitions from slide to slide, click on Slide Show Slide Transition.

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Figure 20: Slide Transition


OR,
 In the Task Pane, click on the down-pointing arrow and select Slide Transition.

Figure 21: Slide Transition Option


 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 each transition by clicking on it. (AutoPreview 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.
 Preview 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 Slide Show. (F5)

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Figure 22: View Slide Show


OR,
 Click on Slide Show View Show.

Figure 23: Slide Show View Show


OR,
 Click on the Slide Show button to 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.

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Figure 23: Set Up Show


Figure 24: The Set up Show Dialog Box


Finalizing Your PowerPoint Presentation [Take-Home Assignment]

Activity: 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)

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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.
 The Spell 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 completed 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 animating 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
 Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.
 Steven Sagman (1999), Microsoft 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/

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Worksheet 19.1: Finalizing Your PowerPoint Presentation
(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 an existing
PowerPoint presentation that you have created in the previous 2 sessions.

Instructions
 Decide whether you would like to continue working on your My Hobbies 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 Effect
 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 necessary corrections.
 Preview Handouts (6 slides per page).
 Print a Handout and keep this copy for your records.
 Save the document.

 Part D – Transition
 Add transition.
 Preview it in Slide Show view.
 Set up your show.
 Save and close the presentation.

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
Session 20: Internet, Web and Computer
Communications

Learning Objectives
By the end of this session, students are expected to be able to:
 Describe how the Internet and the Web started
 Explain the difference between the Internet and the Web
 List the five of the most common uses of the Internet and the Web
 Describe some ways to access the Internet
 Describe the types of Internet communication

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 connected 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 information move electronically.
 The Web provides an easy-to-use, exciting, multimedia interface to connect to the
Internet and to access the resources available in cyberspace. It has become an everyday
tool for all of us to use.
o For example, 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 communication, shopping, searching, 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 network that connects smaller networks all over the globe.
 The Web, or ‘World Wide Web’ also known as ‘www’ was introduced in 1992 at the
Center for European Nuclear research (CERN) in Switzerland.
 Prior to the Web, the Internet was all text; there were no graphics, animations, 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 research beginnings, the Internet 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 physical network. It is made up of wires, cables, and satellites.

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o Being connected to this network is often described as being online.
o The Internet connects millions of computers and resources throughout the world.
 The Web: Is a multimedia interface to resources available on the Internet.
o Every day over a billion users from every country in the world use the Internet and the
Web.

Figure 1: The Internet – A Worldwide Network of Computers, Making Information
Available to Everyone

Source: Jamani's Guide to Computers

Figure 2: Yahoo.com Homepage

Source: O’Leary , 2006

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The Most Common Uses of Internet and Web
 Communicating is the most popular Internet activity.
o You can exchange e-mail with your work colleagues, family and friends almost
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 family to visit.
 Shopping is one of the fastest-growing Internet 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 computer games.
o You will find live concerts, movie previews, book clubs, and interactive live games.
 Education or e-leaning is another rapidly emerging Web application.
o You can take classes on almost 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 convenient.
 You can access some of the world’s largest libraries 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:

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 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
 The next screen shows the results (for example): Google found 313 results related to
‘Bagamoyo’.

Figure 4: Search Engine

Source: Jamani’s Guide to Computers

 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.

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Figure 5: Results From a Search Engine

Source: Jamani’s Guide to Computers

Figure 6: Searching For Information

Source: Jamani’s Guide to Computers

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.

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Copying 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 similar; you can connect a computer to the
Internet much like you connect a phone to the telephone system.
 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 common way to access the Internet is through an Internet service provider
(ISP).
 The providers are already connected to the Internet 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.
 There are also some companies that offer free Internet access.
 Commercial Internet service providers offer national, regional, and wireless service.

Web Browsers
 Browsers: are programs that provide access to Web resources.
o This software connects you to remote computers, opens and transfers files, displays
text and images, and provides in one tool an uncomplicated interface to the Internet
and Web documents.
o Browsers allow you to explore, or to surf, the Web by easily 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 Locators (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) commands.
 The browser interprets the HTML commands and displays the document as a Web page.
o For example, when your browser first connects to the Internet, it opens up to a Web
page specified in the browser settings.

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 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 system or 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 images on the Web page.
 To access the referenced material, all you do is click on the highlighted text or image.
 A connection is automatically made to the computer 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 computers. 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 example: 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 commercial site. The URL http:// www.mtv.com
connects your computer to a computer that provides information about MTV.

Types of Internet Communication
 There are three types of Internet Communication. Those are e-mail, instant messaging,
and discussion groups.

Electronic Mail (E-Mail)
 E-mail or electronic mail is the transmission 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 time, e-mail consisted only of basic text messages. Now e-mail routinely includes
graphics, photos, and many different 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, family,
your co-workers, and anyone with an e-mail address.
 If your computer is connected to the Internet, you can use e-mail for communicating 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-mail program.
 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 simply visit one of these Websites and open an ‘e-mail
account’.

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 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 sending, receiving, and, optionally, anyone else who is to
receive copies.
 E-mail addresses have two basic parts, i.e. [email protected] (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.
 The server providing e-mail service for the user is usc.edu.
 The domain code indicates that the provider is an educational institution.
o The subject 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.
 The 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 (IM)
 Instant messaging (IM) is an extension of e-mail that allows two or more people to
contact each other via direct, live communication.
 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 server will notify you if any of your contacts are online. At the same
time, 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.
 The most widely used instant messaging services are AOLs Instant Messenger,
Microsoft's MSN Messenger, and Yahoo Messenger.
 One limitation, however, is that many instant messaging services do not support
communication with other services. For example, at the time of this writing, a user
registered with AOL cannot use AOLs Instant Messenger software to communicate with a
user registered with Yahoo Messenger.
 Some software companies have started providing universal instant messenger programs
that overcome this limitation. For example, Gain, Odigo, and Trillian provide instant
messaging services that do support communication with other services.

Using E-mails for Discussion Groups
 You can also use e-mail to communicate in discussion groups with people you do not
know but with whom you wish to share ideas and interests.

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 You can participate in forums and debates that range from general topics like current
events and movies to specialized forums like computer troubleshooting and Hollywood
animations.
 Discussion groups include mailing lists, newsgroups, and chat groups.
 Mailing lists allow members to communicate 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
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 overwhelming.
 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 organized 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.

Figure 8: Popular Newsgroups
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.cli-art
Source: O’Leary,2006

 Chat groups, like IM, allow direct live communication. Unlike IM, chat groups typically
connect individuals who have never met face-to-face.
 To participate, you join a chat group, select a channel or topic, and communicate live with
others by typing words on your computer.
 Other members of your channel immediately see those words on their computers and can
respond in the same manner.
Description Subscription Address
Music and bands [email protected]
Movies [email protected]
Jokes Jokeaday.com
Travel [email protected]

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 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 submit a contribution to a discussion group, it is recommended that you
observe or read the communications from others. This is called ‘lurking’.
o By lurking, you can learn about the culture of a discussion group.
o For example, 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
receive billions of unwanted and unsolicited e-mails every year.
 This unwelcome mail is called ‘spam’.
 While spam is indeed a distraction and nuisance, it also can be dangerous. For example,
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]

Activity: 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.
 The Internet connects millions of computers and resources 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.
 Communicating is by far the most popular Internet activity. You can exchange e-mail
with co-workers, family and friends almost 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 between the Internet and the Web?

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 What are the common uses of the Internet and the Web?
 How do you access the Web using a browser?

References
 Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.
 Steven Sagman (1999), Microsoft 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/

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Worksheet 20.1: Opening an E-Mail Account (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 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 Explorer, type the address of the server that you would like
to use, for example, Yahoo, Hotmail, Gmail, etc.
o Example: www.yahoo.com, or www.hotmail.com, 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.
 Type a good password, using at least 6 letters and numbers.
o You should remember this password well, because you need it to open your e-mail
account the next time 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 computer!
 Look through the text of the agreement and click the button ‘I agree’
 When the registration is complete, 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’,

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
Session 21: Computer Safety -Viruses, Data
Storage and Protection

Learning Objectives
By the end of this session, students are expected to be able to:
 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 computer
 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, unresponsive monster with the amount of information available for download on
the Internet.
 Keeping 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 computer 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.
 Check 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 Explorer, Netscape, or one of the many other browsers
available, emptying out your cache is quick and easy.
 Simply follow the instructions in the ‘Help files’ located within those programs.
 You may also wish to set a specific maximum file size for your cache folder, so
that it is not allowed to run rampant.
o Organize 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 immediately 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 ‘My Computer’.

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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’ (Note: do not delete everything 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 programs of 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 time 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 immediately or thrown away.
o Set your email program to empty your deleted items folder each time you close your
mail program.
 Empty your recycle 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 ProgramsAccessoriesSystem
Tools.
o Click on Disk Cleanup from the list that appears.
o Click the More Options tab at the top of the page, and select all three of the
following: ‘Windows Components, 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 probably
don't need the others.

Uninstall Unused Programs
 Uninstall unnecessary programs installed in your PC.
o Many times a new program will be installed, but after a week or two you simply stop
using it.
o These programs clutter up your drive and take up valuable space.
o You might 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 remind
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 installed
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 computer.
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
Ctrl + Alt + Delete at the same time.

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 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 user 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 computer problems.
 Do a Windows Update.
 This will be on your ‘Start Menu’; if it isn't, then click on All ProgramsAccessories
System Tools.
o This will take you to the updates. Or try windowsupdate.microsoft.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 enough to 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 afternoon before you leave for the weekend is the perfect
time.
 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 computer.
 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 Spyware tools.

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 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 breaches which
could be potentially harmful 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 Security Guard will have a pop-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://www.smileycentral.com
o One example of a safe site is http://www.google.com.
o Web Security 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 behind on your computer after you visit a Website.
o Click on Start Control PanelInternet 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
program, such as Norton Antivirus.
o If you have a high speed Internet connection you need a firewall program.
o A firewall program keeps those who want to hijack your computer from gaining
access to your system. You really do not want someone else running your computer.
 Use a good anti-virus program.
 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 regularly and 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.

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o Download and install this program.
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.
 Install anti-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 computer locks up and HD is not running
(HD light is not blinking).
o Recover from crashes by pressing the Ctrl + Alt + Delete keys at the same time.
Press them again to reboot your computer.
 Use UPS (uninterruptable power supply) for your computer. This will keep your
computer from crashing during power outages, and will protect your computer 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 never
know when you will need them.
 When your computer is running in good shape, then go to Start All Programs
Accessories System Tools System 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 customizing your
display for subsequent visits.
o For example, 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 time.
 Deleting the wrong files may ruin your computer.

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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 time 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 time.

Steps 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 streamlines 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-acquired free
space will generally be located all over the hard drive, thereby giving rise to
fragmentation.
 Make sure that all unnecessary 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 StartRun, and
enter cleanmgr in the window.
 Run the Disk Defragmenter Program.
o Go to StartRun, and enter dfrg.msc in the window.
o Alternatively, launch it by going to StartPrograms (or All Programs)
Accessories System Tools Disk Defragmenter.
o A window similar to the one on the right should appear.
o Click Analyze 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 computer 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.

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 Remember that defragmenting takes the saved portions of all of your files and organizes
them to help your computer run more efficiently. Keep in mind 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 MFT or prioritize file
placement according to usage.
o Commercial Defragmenters (such as Diskeeper, Perfect Disk and O&O) 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 Defragmenting
 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 remove 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 times report
your actions and files to the programmer.
 When a computer is infected with spyware/adware, it will become a little slower and you
will be getting a lot of pop-ups while browsing the Internet.
o These 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 Lavasoft which can be downloaded for
free from www.lavasoft.com.
o Once you have downloaded and installed ad-aware you will see the following screen
bellow.

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Figure 1: Ad-Aware Software View

Source :Lavasoft,2010

 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 example in Figure 2 below shows
that a scan of a certain computer resulted 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 Object

Source :Lavasoft,2010

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 Note: It is important to update your ad-aware program and before scanning for adware on
your system. In order to update your ad definitions, 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 system.
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 important 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
computer.
 Norton System works to protect computers from viruses and maintaining computer.
 Click Start  All ProgramsNorton System Works.
 Click Norton Antivirus  Scan for Viruses  Scan drives
 Select the drives you would like to scan and click scan.
 Once you have scanned following the instructions above, you can always use Norton
Help if you require more help with the Norton program.
 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 computer’.
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 computer.
o This will cause it to detect many viruses, but also delete a lot of spyware and adware,
too.

Figure 3: Norton System Dialog Box

Source: Norton system Works, 2003

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Figure 4:Scan for Viruses

Source: Norton system Works, 2003

Figure 5: Selected Drives for Scanning

Source: Norton system Works, 2003

Activity: Small Group Discussion

Instructions
You will work in small groups to discuss and answer the following questions:
 How would you detect virus to your computer?
 What to do if you discover a virus on your computer?
 How would you remove install and uninstall antivirus?
 How would you define Antivirus?
 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.

319. CMT 04106 Basic Computer Applications NTA Level 4 Semester 1 Student Manual
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Key Points
 Hard drive space get filled up due to a lot of information being downloaded and turn
computer into a sluggish, unresponsive system.
 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 program, and will result into the drive space error if you attempt to install
something new.
 Defragmenting computer 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 system.
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 computer 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). Microsoft Windows XP Inside Out.
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work. (1
st
ed.).
Vantage Press.
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware
Windows 2000 Application. (2
nd
ed.). Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Et al. (2006). Introduction to Computers for Healthcare
Professionals. (4
th
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 Essentials, Introductory Edition. Boston
Burr Ridge: Arizona State University.
 Steven Sagman (1999), Microsoft 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/

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322. 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 Health and Human Services, Health Resources and Services Administration
(HRSA) Cooperative 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.