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What is a Computer?

A Computer is a technological piece of machinery whose main function was

originally to provide calculations this has now spilled out into uses such as
drawing of diagrams, gaming and word processing.
But why do we call the subject Information Technology (IT)?
Well we are living in what is currently known as the Age of Information,
where information means power which in turn means money! The more that
companies know about you the greater their power base is in the market.
A general concept of a Personal Computer (PC) is made up of the
following:

Hardware (Things you can physically

touch)

• Monitor

• Keyboard

• Mouse

• Systems Unit or Tower

• Loudspeakers

Apart from the above a computer requires Software (Things you cannot
touch)i.e. programs to run, examples of these can be:

• Windows 98 (System Software)

• Windows XP (System Software)

• Windows Word (Word Processor application software)

• Age of Empires (Gaming Software)

A computer cannot run without hardware or

software.

Types of Computers

There are several types of computers:

• Mainframe Computers – Large machines used in corporations e.g.

BOV)

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 • Personal Computer – A machine for the user at home or office

• Laptop – A portable computer, about the size of a briefcase

• Personal Digital Assistant (PDA) – Palmtop miniaturized PC.

Input Output
HDD HDD
FDD FDD
CDROM CDRW
CDRW Loudspeakers
Microphon ZIP
ZIP Monitor
Keyboard Printer
Mouse Screen
Scanner Plotter
Trackball Touchscree
Touchpad
Digital Camera
Lightpen
Joystick
Touchscree

There are two types of memory in the computer, these are called Read only
Memory (ROM) which cannot be changed or altered by the user, and then
there is Random Access Memory (RAM) which is volatile temporary
memory and is referred to as the Primary storage area of a PC, note that all
memory in RAM is
lost when there is no power, therefore this is the reason for frequent
saving.

What are peripheral devices?

A peripheral device is any device, distinct from the central processor that
can provide input to or accept output from the computer, e.g. a printer.

Computer performance

Two factors mainly affect the speed of the computer, firstly the CPU, the
higher the CPU rating than the faster the PC will run, and secondly, the
RAM, the more

RAM that a PC has then the more programs may be opened or

alternatively a program may take more processing power to run
‘comfortably’.

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CPU and RAM Speed measurements

1 Hz 1 cycle per second

1 Kilohertz 1000 cycles per second
1 Megahertz 1000 x 1000 cycles per second
1 Gigahertz 1000 x 1000 x 1000 cycles per
second
Storage / folder / file measurements

1 bit 8 bits = 1 Byte

1 byte 1024 Bytes = 1 Kb
1 Kilobyte 1024 Kb = 1 Mb
1 Megabyte 1024 Mb = 1 Gb
1 Gigabyte 1024Gb = 1 Tb
1 Terabyte

Approximate storage capacity of devices and their cost

Device Storage App. Cost

Floppy Disk Drive 1.44 Mb 10c
Hard Disk Drive 20Gb > 120 Gb Lm 30 – Lm 60
Compact Disk 700 Mb 10c
DVD Disk 4.6 Gb 40c
Zip Drive 100 Mb > 250 Mb Lm 4 > Lm 8
Data Cartridge 20Gb > 40Gb Lm 20 > Lm 40

Software
Software is divided into two, it can be system software alternatively it
could be application software.

System Software
The programs which are necessary to run the computer. The system
software provides the interface to the computer and controls basic operation
like saving and printing e.g. Windows XP, Linux, Dos or Windows 7.

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 Application Software
Software that is design and written for a specific personal, organizational or
processing task such as MS Word, MS Excel or games.

Networking
Computers may be joined together to take advantage of the sharing of
common resources such as folders and/or hardware such as printers etc.
The computers are connect in one of the following examples starting from
the oldest system ending in a modern system; note that a system
may be hard wired or alternatively it may be wireless.

LAN (Local Area Network )- is a computer network covering a local area like
home, office or small groups of building like school.

WAN (Wide Area Network )- is a computer network that uses high speed,
long distance communications technology (e.g.,. phone lines and satellites
)to connect computers over long distances.

Server – is the computer that is 'in-charge' of a network and holds the client
'rights'.

Client – is a computer that forms part of a network and relies the server for
access 'rights'.

Internet- A large global network comprised of thousands of smaller

networks. The World Wide Web is one element of the Internet.

Intranet- A private network of various computers within an

organization. An Intranet is used to share company information and
computing resources among employees. An Intranet uses regular Internet
protocols and in general looks like a private version of the Internet.

Extranet- A new buzzword that refers to an intranet that is partially

accessible to authorized outsiders. Whereas an intranet resides behind a
firewall and is accessible only to people who are members of the same
company or organization, an extranet provides various levels of accessibility
to outsiders. You can access an extranet only if you have a valid username
and password, and your identity determines which parts of the extranet you
can view.

What is the World Wide Web?

A system of Internet servers that support specially formatted documents. The
documents are formatted in a language called HTML (Hypertext Markup
Language) that supports links to other documents, as well as graphics,
audio, and video files. This means you can jump from one document to

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another simply by clicking on hot spots. Not all Internet servers are part of the
World Wide Web.
Acronym Definition
PSTN Public Switched Telephone
Network
ISDN Integrated Services Digital
Network
ADSL Asymmetric Digital Subscriber
Line

Communications Terminology Meaning

Analogue A system in which data is
represented as a continuously
varying voltage
A transmission method
employing a sequence of
Digital discrete, distinct pulses that
represent the binary digits 0
and 1 to indicate specific
information
Modem Modulator Demodulator
Bps transfer rate Bits per second

Our electronic world…what the E in the word means?

E Meaning

E-Mail (Electronic mail) Allows messages to be transmitted from

computer to computer, via the Internet

(Electronic Learning)The process of learning via

computers over the Internet and intranets. Also referred to
E-Learning as Web-based training, online learning, distributed
learning, or technology for learning.
(Electronic commerce) Is the buying and selling of
goods and services on the Internet, especially the
E-Commerce World Wide Web.
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What is Health and Safety?
A good working environment should consist
of:

• Appropriate positioning of monitors.

• Suitable adjustable chairs.

• Use of a Mouse mat.

• Use of a monitor filter

• All trailing wires to be firmly secured.

• Frequent breaks (approx. 5 mins. Every 30 mins.)

• Power points are not overloaded.

Failure to adhere to the above could result in Repetitive Strain Injuries (RSI)
such as:
• Injuries to wrists.

• Eye strain.

• Back problems

How to protect environment?

We can also help the environment

by:

1. Recycling printer toner cartridges

2. Using monitors that consume less power. E.g. LCD2

3. Keeping our documents as electronic documents.

What is Security?

Needless to say you are aware of the security measures that are
recommended to be implemented in computer environments, this is mainly
because of the sensitive data that is accumulated in these databases, and

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these could include credit card numbers, hospital records and public
offender’s details.

Good information security measures include:

1. The use of User ID’s

2. The use of User passwords

3. Passwords are to be alphanumeric 3

4. Passwords should not be easily detectable e.g. name of spouse

5. Passwords to be changed frequently

6. Data is backed up daily

7. Backed up data is removed from on site.

What are the Viruses?

A virus is a program that can "infect" other programs by modifying them

to include a, possibly evolved, copy of itself.

Virus Categories

Virus Description
Trojan Malicious code that hides
behind a legitimate programs
waiting for a certain time or a
certain program to be ran to
release itself
Worm A worm is a virus that does not
infect other programs. It makes
copies of itself, and infects
additional computers (typically by
making use of network
connections) but does not attach
itself to additional programs;
however a worm might alter,
install, or destroy files and
programs

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 Logic Bomb A virus that waits for a
specific condition to be satisfied
and then activates itself e.g. a
virus linked to when a user
empties the recycle bin on their
desktop
Time Bomb A virus variant that waits for a
specific date/time to activate itself.

Viruses are spread by:

• Visiting websites whose reputation is dubious.

• E-Mails
• Sharing of software (e.g. on flash drive or CD)

Preventions include:

• Use of updated antivirus software

• Not opening unrecognized emails
• Not opening unrecognized files attached to emails
• Caution when accepting borrowed floppy disks and compact disks.

What is Copyright and the Law?

Contrary to what you may know or have heard, the purchase of software
does not give you the right to install it on all pc’s that you own neither does it
give you the right to lend it to your colleagues to install or make copies of.

Term Description
Computer software developed for
the public domain, which can be
Shareware used or copied without infringing
copyright. Programmers typically
get paid a small onetime fee from
users who find the software useful.
Software which is distributed
free by the author. Although it is
Freeware available for free, the author retains
the copyright, which means that it
cannot be altered or sold

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 Software license is a type of
proprietary or gratuitous license as
well as a memorandum of contract
between a producer and a user of
End-user license agreement computer software — sometimes
called an End User License
Agreement (EULA) — that specifies
the perimeters of the permission
granted by the owner to the user.

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Microsoft Windows XP

Operating systems control the functions performed by a computer. For

example, the operating system on your computer controls the input from the
keyboard and mouse to your computer, the opening and closing of programs,
the transfer of information to a printer, the organization of the files on your
computer, and the screen display. To function, every computer must have an
operating system. Windows XP is an operating system.

How to shut down my computer?

To shut down your computer:

1. Click the Start button. The Start menu will appear.

2. Click Turn Off Computer. The Turn Off Computer dialog box will appear.
3. Click the Turn Off icon. Your computer will shut down.

How to restart my computer?

You may need to shut down and restart your computer after installing a new
program or if your system becomes unstable. To shut down and immediately
restart your computer:

1. Click the Start button. The Start menu will appear.

2. Click Turn Off Computer. The Turn Off Computer dialog box will appear.
3. Click the Restart icon. Your computer will restart.

How to put your computer in Standby mode?

When your computer is in the Standby mode, your computer consumes less
electricity, but is ready for immediate use. However, if the computer loses

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electrical power while in the standby mode, any information you have not
saved will be lost.

How to put my computer in Standby mode?

To put your computer in Standby mode:

1. Click the Start button. The Start menu will appear.

2. Click Turn Off Computer. The Turn Off Computer dialog box will appear.
3. Click the Stand By icon.

How to start a program?

To start a program:

1. Click the Start button, located in the lower left corner of your screen.
2. Highlight Programs. The Program menu will appear.
3. Move to the Program menu and highlight the program you want to start.
If you see a right pointer next to your selection, a submenu will appear.
Refine your choice by highlighting the appropriate selection on the
submenu. Continue until you get to the final submenu.`
4. Click the program name to start the program.

Note: A chevron at the bottom of the list of options means that there are
additional options. To view the additional options, click the chevron.

How to add an item located on my desktop to the Start or to a Program

menu?

To add an item on the desktop to the Start or to a Program menu:

1. Click and drag the item on top of the Start button.

2. Release the mouse button when the Start menu appears.
3. The item will appear on the Start menu.
4. If you would prefer to have the item on a Program menu or submenu of
the Start menu, drag the item from the Start menu to the Program menu
or submenu.

What is Windows Explorer?

Windows Explorer is a place where you can view the drives on your computer
and manipulate the folders and files. Using Windows Explorer, you can cut,
copy, paste, rename, and delete folders and files.

How to Open Windows Explorer?

To open Windows Explorer:

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 1. Click the Start button, located in the lower left corner of your screen.
2. Highlight programs.
3. Highlight Accessories.
4. Click Windows Explorer.

Alternatively, you can open Windows Explorer by holding down the Windows
key and typing e (Windows-e).
How to add an item located in Windows Explorer to the Start menu or to
a Program menu?

To add an item located in Windows Explorer to the Start menu or to a

Program menu:

1. Click the Start button. The Start menu will appear.

2. Highlight Settings. A submenu will appear.
3. Click Taskbar and Start Menu. A dialog box will appear.
4. Click the Start Menu tab.
5. Click the Customize button.
6. Click Add.
7. Type the path to the item you want to add, or use Browse to navigate to
the item.
8. Click Next.
9. Double-click an appropriate folder for the item.
10. Click Finish.
11. Click OK.
12. Click OK again. The item will appear on the menu.
How to remove an item from the Start menu or from a Program menu?

To remove an item from the Start menu or from a Program menu:

1. Click the Start button. The Start menu will appear.

2. Highlight Settings. A submenu will appear.
3. Click Taskbar and Start Menu. A dialog box will appear.
4. Click the Start Menu tab.
5. Click Customize.
6. Click the Remove button.
7. Find and click the item you want to remove.
8. Click the Remove button. You will be prompted.
9. Click Yes.
10. Click Close.
11. Click OK.
12. Click OK again.

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How to copy an item that is located on the Start menu or on a Program
menu?

To copy an item located on the Start menu or on a Program menu:

1. Highlight the item.

2. Right-click. A context menu will appear.
3. Click Copy.
How to rename an item on the Start menu or on a Program menu?

To rename an item on the Start menu or on a Program menu:

1. Highlight the item.

2. Right-click the item.
3. Click Rename. The Rename dialog box will appear.
4. Type the new name in the New Name field.
5. Click OK.
How to delete a file from the Start menu or from a Program menu?

To delete a file from the Start menu or from a Program menu:

1. Highlight the item.

2. Right-click.
3. Click Delete. You will be prompted.
4. Click Yes.
How to re-sort the Start or a Program menu?

To resort a menu:

1. Go to the menu.
2. Right-click.
3. Click Sort By Name.
Note: Some menus cannot be re-sorted.
How to quickly find files and folders?

Windows XP enables you to quickly locate files and folders on your drives. The
search option provides you with four search options: Pictures, music, or video;
Documents; All files and folders; and Computers and people. To quickly find a
file or folder:

1. Click the Start button. The Start menu will appear.

2. Highlight Search.
3. Click Files or Folders. The Search Results dialog
box will open
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 4. Choose an option.
5. Enter your search criteria. Use the table that follows to help you.
6. Click search. The results of your search will appear in the right pane.

What is the Most Recently Used Document list?

As you work, Windows XP tracks the last 15 files you used. It lists these files
on the Most Recently Used Document list. To view the Most Recently Used
Document list:

1. Click the Start button.

2. Highlight Documents. The most recently used documents will display.
To open a file listed on the Most Recently Used Document list, click the file
name.

How to clear my Most Recently Used Document list?

To clear the Most Recently Used Document list:

1. Click the Start button. The Start menu will appear.

2. Highlight Settings.
3. Click Taskbar and Start menu. A dialog box will appear.
4. Click the Start Menu tab.
5. Click Customize.
6. Click Clear.
7. Click OK.
8. Click OK again.
How to change the date and/or time?

To change the date and/or time:

1. Click the Start button, which is located in the lower left corner of the
screen. The Start menu will appear.
2. Highlight Settings. A submenu will appear.
3. Click Control Panel. The Control Panel will open.
4. Click Date/Time. The Date/Time Properties dialog box will appear.
5. In the Date frame, select the month and year.
6. In the Month field, click to open the drop-down menu and select the
current month.
7. Type the year in the Year field or use the arrows next to the field to
move forward or backward until you get to the current year.
8. The Time field is divided into four segments: hour, minutes, seconds,
and AM and PM. To make an adjustment:
1. Click in the segment and either type in the correct information or
use the arrow keys on the right side to select the correct hour,
minute, second or AM or PM.
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Time Zone:

1. Click the Time Zone tab.

2. Choose the correct time zone from the drop-down menu.
3. If you want the clock to automatically adjust to daylight
saving time, check the box on the screen.
4. Click the Apply button.
5. Click OK.
How to install a new printer?

To install a new printer:

1. Make sure your printer is plugged in, connected to your computer,

turned on, and has paper in it.
2. Click the Start button. The Start menu will appear.
3. Highlight Settings. A submenu will appear.
4. Click Printers and Faxes. The Printers and Faxes control panel will
appear.
5. Double-click on Add Printer. The Add Printer Wizard will open.
6. Follow the onscreen instructions.
How to cancel a print job?

To cancel a print job:

1. Click the Start button. The Start menu will appear.

2. Highlight Settings. A submenu will appear.
3. Click Printers and Faxes. The Printers and Faxes control panel will
appear.
4. Double-click the printer to which you sent the print jobs. The Printer
window will open.
5. Click the job you want to stop. If you want to stop more than one job,
hold down the Control key while you click the additional jobs.
6. Click Document, which is located on the menu bar.
7. Click Cancel.
How to cancel every print job?

1. Click the Start button. The Start menu will appear.

2. Highlight Settings. A submenu will appear.
3. Click Printers and Faxes. The Printers and Faxes control panel will
appear.
4. Double-click the printer to which you sent the print jobs. The Printer
window will open.
5. Click Printer, which is located on the menu bar.
6. Click Cancel All Documents.

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How to temporarily stop selected jobs from printing?

1. Click the Start button. The Start menu will appear.

2. Highlight Settings. A submenu will appear.
3. Click Printers and Faxes. The Printers and Faxes control panel will
appear.
4. Double-click the printer to which you sent the print job. The Printer
window will open.
5. Click the document you want to pause. If you want to pause more than
one document, hold down the Control key as you select the additional
documents.
6. Click Document, which is located on the menu bar.
7. Click Pause. A checkmark should appear next to Pause.
How to restart print jobs I temporarily stopped?

To restart a print job you temporarily stopped:

1. Click the Start button. The Start menu will appear.

2. Highlight Settings. A submenu will appear.
3. Click Printers and Faxes. The Printers and Faxes control panel will
appear.
4. Double-click the printer to which you sent the print job. The Printer
window will open.
5. Click the documents you paused. If more than one document has been
paused, hold down the Ctrl key as you click the additional documents.
6. Click Document, which is located on the menu bar.
7. Click Pause. The checkmark next to Pause should disappear.
How to temporarily stop all jobs from printing?

To temporarily stop all jobs from printing:

1. Click the Start button. The Start menu will appear.

2. Highlight Settings. A submenu will appear.
3. Click Printers. The Printer control panel will appear.
4. Double-click the printer to which you sent the print jobs. The Printer
window will open.
5. Click Printer, which is located on the menu bar. A drop-down menu will
appear.
6. Click Pause Printing. A checkmark should appear next to Pause
Printing.
I temporarily stopped all of the print jobs and now I want to restart them.
How do I do that?

To restart a print queue that has been stopped:

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 1. Click the Start button. The Start menu will appear.
2. Highlight Settings. A submenu will appear.
3. Click Printers and Faxes. The Printer control panel will appear.
4. Double-click the printer to which you sent the print job. The Printer
window will open.
5. Click Printer, which is located on the menu bar. A drop-down menu will
appear.
6. Click Pause Printing. The checkmark next to Pause Printing should
disappear.
How to create a desktop shortcut?

To create a shortcut to an item located on the Start menu:

1. Click Start. The Start menu will appear.

2. Locate the item to which you want to create a shortcut. If the item is
located on a submenu, go to the submenu.
3. Click and drag the item to your desktop.
4.
How to create a shortcut to items visible in Windows Explorer?

Open Windows Explorer.

1. Minimize the Windows Explorer window.

2. Locate in Windows Explorer the item to which you want to create a
shortcut.
3. Hold down the right mouse button and drag the item onto the desktop.
4. Release the right mouse button. A context menu will appear.
5. Click Create Shortcuts Here
How to turn a Web link into a desktop shortcut?

To turn a Web link into a desktop shortcut, click the link in your browser
window (usually underlined text) and drag it to the desktop. An icon will appear
on your desktop. When you click the icon, your browser will open and you will
go directly to the Web page.
How does the desktop shortcut wizard work?

1. Right-click the desktop. The context menu will appear.

2. Click New. A submenu will appear.
3. Click Shortcut. The Create Shortcut dialog box will appear.
4. Type in the location and name of the item to which you want to create a
shortcut. Alternatively, browse to find the item.
5. Click Next. A dialog box will appear.
6. Accept the default name or type in a new name.
7. Click Finish.

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How to rename a desktop shortcut?

To rename a shortcut:

1. Right-click the shortcut.

2. Click Rename.
3. Type the new name.
How to delete a desktop shortcut?

To delete a shortcut:

1. Click the shortcut.

2. Press the Delete key.
3. Click Yes.
How to change the icon associated with an object?

To change the icon associated with an object:

1. Right-click the icon. The context menu will appear.

2. Click Properties.
3. Click the Change Icon button.
4. Click the icon of your choice.
5. Click OK.
How to change my wallpaper?

To change your wallpaper:

1. Right-click your desktop.

2. Highlight Properties.
3. Click the Desktop tab.
4. Select the wallpaper you want from the list that appears in the
Background box.
5. Select how you want your image to appear on the screen. Choose from
the following:

Center Place the image in the center of the screen.

Tile Have the image display as tiles across and

down the screen.

Stretch Stretch the image so the image covers the

entire screen.

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How to install a new font?

To install a new font:

1. Click the Start button.

2. Highlight Settings.
3. Click Control Panel.
4. Click Fonts. The Fonts window will open.
5. Click File, which is located on the menu bar.
6. Click Install New Font.
7. Specify the drive and folder where the font you want to install is currently
located.
8. Select the font you want to install from the fonts listed in the List of Fonts
box.
9. Select Copy Fonts to Fonts Folder (this will put a copy of the font you
are installing in the Fonts folder).
10. Click OK.

What is Character Map?

The Character Map displays the characters available in a selected font. To

view the Character Map dialog box:

1. Click the Start button.

2. Highlight Programs.
3. Highlight Accessories.
4. Highlight System Tools.
5. Click Character Map.

How to create a new folder when in Windows Explorer?

To create a new folder:

1. In the left pane, click the drive or folder in which you want to create the
new folder.
2. Click any free area in the right pane. A context menu will appear.
3. Highlight New.
4. Click Folder.
5. Type a name for the folder.

How to delete a file or folder?

To delete a file or folder:

1. Right-click the file or folder you want to delete. A context menu will
appear.

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 2. Click Delete. Windows Explorer will ask, "Are sure you want to send this
object to the recycle bin?"
3. Click Yes.

How to copy a file or folder?

To copy a file or folder:

1. Right-click the file or folder you want to copy. A context menu will
appear.
2. Click Copy. The file or folder should now be on the Clipboard.

How to cut a file or folder?

To cut a file or folder:

1. Right-click the file or folder you want to cut. A context menu will appear.
2. Click Cut. The file or folder should now be on the Clipboard.

How to paste a file or folder?

To paste a file or folder:

1. After cutting or copying the file, right-click the object or right-click in the
right pane of the folder to which you want to paste. A context menu will
appear.
2. Click Paste.

How to rename a file or folder?

To rename a file or folder:

1. Right-click the file or folder. A context menu will appear.

2. Click Rename.
3. Type the new name.

How to select a screen saver?

To select a screen saver:

1. Right-click anywhere on the Windows desktop. A context menu will

appear.
2. Choose Properties. The Display Properties dialog box will appear.
3. Click the Screen Saver tab.
4. The Screen Saver field provides the list of available screen savers.
Select the screen saver you want from the list.
5. Click Preview to preview your screen saver.
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 6. Click Esc to return to the Display Properties dialog box.
7. In the Wait field, set the number of minutes of inactivity before the
screen saver starts.
8. Click OK.

How to switch between windows?

If you have several windows open at the same time, the window on top is the
window with focus. You can only interact with the window with focus. To
change windows, do one of the following:

1. Click anywhere on the window you want to have focus.

2. Hold down the Alt key and press the Tab key (Alt-Tab) until you have
selected the window to which you want to change.
3. All active files display on the taskbar. Click the taskbar button for the
window you want to have focus.

How to cascade my windows?

To cascade your windows:

1. Right-click the taskbar. A menu will appear.

2. Click Cascade Windows.

How to tile my windows?

To tile your windows:

1. Right-click the taskbar. A menu will appear.

2. Click Tile Windows Horizontally or Tile Windows Vertically, whichever
you prefer.

Using the Menu:

Cut (Ctrl +X)

1. Select what you want to cut.

2. Click Edit, which is located on the menu bar. A drop-down menu will
appear.
3. Click Cut.

Paste (Ctrl + V)

1. Place the cursor at the point where you want to place the information
that is currently on the Clipboard.
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 2. Click Edit. A drop-down menu will appear.
3. Click Paste.

Copy (Ctrl + C)

1. Select what you want to copy.

2. Click Edit, which is located on the menu bar. A drop-down menu will
appear.
3. Click Copy.

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25
The Interface

Toolbar
Office Button
Menu Bar

Cursor

Ruler

Scrollbar

Text is usually typed into the application and will be located where there is the
awaiting cursor, this point may be entered by either positioning the cursor in
the location you want to enter your text, and alternatively you may also use
the arrow keys.

How to use Spellchecking and Grammatical errors?

You may also check your document by clicking Review > Spelling and
Grammar and following the instructions, replacing wrongly spelt words with
recommended ones. There is also a shortcut button on the formatting toolbar.
To change the dictionary e.g. from and English Dictionary into a Arab
dictionary:

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 How to preview document?

You can preview your document prior to printing it to ensure that your
work is correctly aligned etc. Office Button > Print > Print Preview.

How to change and edit Page Setup?

To change the attribute of the page go to Page Layout

Select the side and

top/bottom borders of your
document

Select this tab to change the

type of paper you intend to
print on i.e. A4, A3 etc.

You may set the page

orientation from portrait (long)
to landscape (wide)

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How to Insert Text in between text?

To insert text position the cursor where you would like to insert the new text
then start tying in the new text

How to delete a text?

To delete text highlight the text and either press the Del key on your
keyboard or else select Edit > Cut.

How to use find and replace text?

To find text in a document press Home tab > Find and key in the word you
are looking for then press Find Next to go through all your document.

To replace the text click the replace tab.

You can now type in the word that you would like to Find and Replace it
with whatever word you wish, note that you may replace individual words or
similar words in the document, for example you may wish to replace the word
hello with goodbye which is repeated seven times in a document.

28
How to use cut, copy and paste?

To Cut text highlight the required text and press Edit > Cut the text is now
stored on the clipboard. Cut moves text from its original position and may be
pasted in

To Copy text highlight the required text and press Edit > Copy the text is
now stored on the clipboard. Copy makes identical copies of the text in its
original position and also pasted in another location/s, note that text may also
be copied from one document to another.

Cut
Paste Copy
Format Painter

How do I use Special Characters?

To insert special characters e.g. ∑ or ® Insert > Symbol select your symbol
and click Insert once, your symbol is now inserted.

How can I go to Page Setup?

To modify the page layout from landscape to portrait or vice

versa
Page Layout Tab > Page Setup and select the orientation
that you require.
To change the Page margins select
Page Setup and change the parameters of the margins i.e. the left right
margins and the gaps at the top and bottom
of your text.

29
How to use Subscript?

Example: H 2 0, CH 2 Cl
R R R R

How to use Superscript?

Example: 20th Century, 1st Anniversary, X2

P P P P P

How to Change Fonts, Sizes and Outlines?

To change the font, size or outline of any of your selected text you either set
the parameters of the text before you start typing or alternatively you may
select the
text and choose the parameters that you require.

How to add text color?

To change the color of the text highlight the text then Format > Font >
Font color or else highlight the text and choose the button.
How to Change cases?

To change the cases of text select the text then Home Tab > Change Case
and select the required case.

30
How to Change Line Spacing?

To change the line spacing select the tract of text that you would like to
increase the line spacing, right click on the highlighted text and select
paragraph, from the window change the line spacing to the required one.

How to use Format Painter?

To copy text with specific formats and styles select that text and double click
the format painter button . You can now paste identical formats of the
text and styles in you document.

How to Indent Text?

To indent text select the text and select either the increase indent button
or else the decrease indent button.

How to put Headers and Footers?

To insert a Heading and/a Footer into your document go to Insert Tab and
Select Header or Footer.

How to Insert Date and Time?

To insert date and time into your document go to Insert Tab and click Date and
Time button.

How to use or View ribbon?

To view different outlines of your pages select View then choose the
appropriate view layout.
31
How to Zoom your document?

You can change the size of the page by zooming in and out; this may be done
by selecting the zoom button and choosing the appropriate size .

How to use Page breaks?

To insert a page break select Insert > Page Break.

How to use Bullets and Numbering?

Bullets are split into two main types:

Unordered List
• Apple
• Orange
• Banana

Ordered List

a. Apple
b. Orange
c. Banana
32
How to create Borders and Shading?

To add a border or shading to your document go to Page Layout Tab > Page
Borders.
It is very important that you select the colors and type of border before
selecting where you want your borders to appear.

How to Save Documents?

You may save your word documents on various formats dependent on the type
of file you needed or else the space required.
Go to office button> Save As> Change the any desired file name and Format
type> Click Save.

33
How to add tables?

To create a table select Table > Insert > Table and from the window that
appears select the amount of rows and columns that your table would have.
Alternatively you may use the Table icon found on the formatting toolbar
(Right) and
select the amount of rows and columns by shading those cells.

How to use Mail Merge?

Mail Merge is a function in Word that lets the user prepare one document that
he would like to send to many recipients whose details are stored in a
database (an application that stores information).
To start the mail merge. Go to Mailing Tab > Start Mail Merge> Select
Recipients.

34
How to Insert Graphics?
You can insert graphics by clicking the insert tab and click picture.

How to resize an image?

By dragging this square

the picture heightens .
By dragging this square
the picture will enlarge
by keeping its ratio . By dragging this square
the picture widens .

To resize with more precision right click the image > Format Picture and from
the window that appears select the sizes.

How to print documents?

To print your document you can either choose the shortcut print button
which would print according to your default settings or alternatively Office
Button > Print.

35
36
 The Interface

Office Button Name Box Menu Bar Title Bar Ribbon / Toolbar

Row Active Cell Formula Bar Cell Column

How to use the Formulae?

Formulae start with the = sign then the function and an (
Ex. = Sum (A1:15)

What are the Common Functions?

=SUM
Used for all mathematical formulae

=AVERAGE
Calculates the average from a selected range of cells

=COUNT
Counts cells in a range with numeric entries

=COUNTA
Counts cells in a range with alphanumeric entries

=MIN
Shows the minimum number in a selected range of cells

=MAX
Shows the maximum number in a selected range of cells

=IF
Returns a value if a condition is satisfied
37
BODMAS

Formulae in spreadsheets are calculated in the order defined by BODMAS

1. B – Brackets
2. O – Of
3. D – Division
4. M – Multiplication
5. A- Addition
6. S - Subtraction

What are the Operands?

+ > Addition > > Greater than
- > Subtraction < > Less than
/ > Division >= > Greater than or equal to
* > Multiplication <= > Less than or equal to
: > Sum of range

How to use Format Painter?

The format painter is used when you want to paste identical

backgrounds to a selected range of cells. Select the cells that you
would like to copy their format, double click on format painter and then
click in any cell that you would like to apply that format. Click on the Esc
button to deselect the format painter.

How to add Percentages and Absolute Cells?

Absolute cells are those whose reference, wherever you drag it to stays
constant, in other words it does not change, and this is achieved by
placing a $ sign in front of the letter and number of the cell reference: e.g.
$F$6

38
 The above example shows the use of absolute references, in this case cell
B4, which are used to calculate the percentage of each of the expenses
from the total (i.e. each amount divided by the sum of the total). Hint to
make a cell absolute instead of typing in the $ signs, place the cursor
before the cell reference and press F4.

How to Merge Cells?

To merge cells used this icon:
Before merge:

After Merge:

How to use Cut, Copy, Paste and Paste Special?

Cut : Moves the contents from their current location.
Copy: Makes an identical copy of the contents in multiple places.
Paste : Inserts the Cut or Copied data.
Paste Special: Used when copying data in formulae from one spread / work
sheet to another.
The Cut, Copy and Paste button located at the Home tab left side part.

39
 How to use Page Setup?

To view the page setup of the Spreadsheets.

How to edit Borders?

To view and highlight the border cell go to Home tab.

40
How to Format Cells?
To Format cell there are 2 ways to do it.
1. Select and right click the cell or cells you want to change the format and
then click Format Cells.

2. Go to Home tab and click the Format Button and Select Format Cells.

41
How to Format Cell Tabs and Screens?
1.Number
-Select the format of the cells and click number to change the decimal places
usually 2 and negative numbers.

2. Alignment
- Used to change the alignment its either Horizontal or Vertical, Text Control,
Text Direction and Orientation.

42
How to Zoom your spreadsheets?
You can zoom your Spreadsheets in two ways.
1. Go to the lower part of your screen near the scroll bar and slide in or out to
zoom the specific sheet.

2. Click the View tab then select the Zoom Icon and pop-up screen will appear
and select the desired percentage.

43
How to Name Cells?
By naming a cell you can always use the name in formulae to import any
value stored in that cell, in the following example Cell B1 is renamed RED, in
this way a formula that previously referred to cell B1:

=SUM (A1*B1)

May now be written us

=SUM (A1*RED)

Cell still named as A1 Cell still named as RED

How to Print spreadsheets?

To print a spreadsheet. Go to Office Button then click the print button then
print. A print screen will appear. Or Press Ctrl+P.

44
How to insert Charts?
Charts may be created in Excel by first selecting the cells that you wish to
incorporate into your chart and then by pressing the chart wizard button.
Highlight the cells you want to create a chart. Then click the Insert Tab and
choose any desired styles of chart you want to create.

How to Freeze Cells?

By freezing panes you can stop the frozen cells from disappearing as you
scroll down or across. You can freeze its either the row or column.

Select first the row or column and then go to View Tab and then select the
desired row or column to freeze.

45
How to Rename worksheets?
To rename a worksheets double click the sheet tab located at the bottom part
of the Spreadsheets screen and then type any desired name for your sheet.

How to Insert Worksheets / Rows / Columns?

To Insert a rows or column there are two ways:
1. Right click the number (row) or letter (column) then click Insert.

2. Select the row or column you to want to insert then go to Home Tab then
click Insert.

46
How to Sort cells?
-it is the arranging of data in cells in ascending or descending order.
Click a column you want to sort or arrange then go to Home Tab then click the
Sort and Filter.

Column Width
-To adjust the column or row width, place the cursor between the column or
row name and adjust the width.

To automatically adjust all column or row widths in a worksheet select the box
between column A and row 1, this will select ALL the cells in the worksheet
and press Format > Column > Autofit (This may also be done with rows)

You may also adjust the column and/or row sizes by right clicking or the
individual or range of rows or cells and selecting row/column height from the
menu.

47
How to Drag Cells?
To move contents of a cell place the cursor on the edge of the Active Cell,
this will change to a four arrow crosshair, drag to any cell you require.

To copy cells place the cursor on the bottom right hand corner of the Active
Cell, over the square, this will turn to a solid ‘+’ sign and drag down or
across, copying the contents

Cells may also be copied to different worksheets and to different

spreadsheets.

Replication

You may drag down a formula and increment the cell references by one.
Place the cursor at the bottom right hand corner of the Active Cell.

How to Show Formulae?

To show all the formulae on your worksheet click Formulas Tab.

How to use Margins?

To adjust the printout margins or to centre your spreadsheet on the
printout. Go to Page layout Tab, then select the Page setup the pop up box
will appear.

48
How to Move or Copy worksheets between workbooks?

You can move or copy an entire worksheet between workbooks by using

the following procedure:

Open the worksheet that you would like to move/copy, right click on sheet
tab
(located at the bottom of the sheet-see following diagram).

Click on the move or copy and

a new window will open

Asks which workbook to

move/copy the worksheet to

Position on the sheet

The program is set to move the

worksheet by default , if you
want to leave a copy select this
check box.

49
50
Getting Started

You use windows to interact with Access. To begin, start Access 2007. You
screen will look similar to the one shown here.

To open Northwind:

1. Click the Microsoft Office button. A menu appears.

2. Click Open. The Open dialog box appears.
3. Locate the Northwind database.
4. Click the Open button. Access opens the Northwind database.

How to use navigation pane?

The Access window used in this example has been set up to make it easier to
explain. This section shows you how to set up your window so that it matches
the example. If you are not already logged in to Northwind, click the Login
button.

An Access database consists of the following objects: tables, queries, forms,

reports, macros, and modules. The Navigation pane displays the objects in a
database.

To manipulate the Navigation pane:

• Click the double right-arrows to open it.

The arrows change to double left-arrows .
• Click the double left-arrows to close it.
The arrows change to double right-arrows
.

51
Access Objects
How to view or hide the objects on the Navigation pane?

• You click the double down-arrows to view objects. The double down-
arrows change to double up-arrows .
• You click the double up-arrows to hide objects. The double up-arrows
change to double down-arrows .

How to use a template to create a database?

1. Start Access. The Getting Started With Microsoft Office Access screen
appears.
2. Click Local Templates. Icons representing local templates appear in the
center of the window.
3. Click the icon for the template you want to use.
4. Click the Browse button. The File New Database window appears.

Locate the folder in which you want to store your database.

5. Click OK.
6. Click Create. Access creates and opens your database.
52
 8. Open the Navigation pane. Access displays the tables, queries, forms,
reports and other objects related to the database you selected. You may
wish to display the objects by type.

How do I create a database based on the templates that are found

online?

Online templates fall into the following categories: Business, Education,

Personal, and Non-profit. To create a database based on one of these
templates:

1. Start Access. The Getting Started With Microsoft Office Access screen
appears.
2. Make sure you are connected to the Internet.
3. Click the category for the template you want to create. Icons
representing Internet templates appear in the center of the window.
4. Click the icon for the template you want to use to create your database.
5. Click the Browse button .
6. Locate the folder in which you want to store your database.
7. Click Download. Access prompts you.
8. Click Continue. Access downloads and opens your database.
9. Open the Navigation pane. Access displays the tables, queries, forms,
reports, and other objects related to your database.

53
How do I open an existing database?

1. Click the Office button. A menu appears.

2. Locate the folder in which you stored your database.
3. Click the database name.
4. Click Open. Access opens the database.

To add fields to a table:

1. Click the Add New Field column label.

2. Activate the Datasheet tab.
3. Click Rename in the Fields & Columns group.
4. Type the field name.
5. Press Enter. Access creates the field.
6. Type the next field name. Access creates the field. Continue until you
have created all of the fields in your table.
7. Press Enter without entering a field name to end your entries.

Or

1. Right-click the Add New Field column label. A menu appears.

2. Click Rename Column.
3. Type the field name.
4. Press Enter. Access creates the field.
5. Type the next field name. Access creates the field. Continue until you
have created all of the fields in your table.

How to Name and Save a Table?

After you create a table, you must name and save it.

To name and save a table:

1. Click the Save button on the Quick Access toolbar. The Save As dialog
box appears.

54
 2. Type the name you want to give your table.
3. Click OK. Access names your table.

How to explicitly assign a data type or format to a field?

1. Click the field label for the field to

which you want to assign a data
type.
2. Activate the Datasheet tab.
3. Click the down-arrow next to the
Data Type field and then choose a data type.
4. Click the down-arrow next to the Format field and then choose a format.
Access assigns a data type and format to the field you selected.

How to use Design view to create a new table?

1. Activate the Create tab.

2. Click Table Design in the Tables group.
Access changes to Design view and the
Table Tools become available.

3. Type the first field name in the Field Name

field.
4. Press the Tab key.
5. Click the down-arrow that appears when
you click in the Data Type field and then
select a data type.
6. Click Primary Key if the column you created is a primary key. A small
key appears next to the field name.
7. Press the Tab key.
8. Type a description. The description is optional.
9. Press the Tab key. Access moves to the Field Name field.
10. Repeat steps 3 through 10 until you have created all of your fields.

55
How to set field properties?

1. Click the field for which you want to set the field properties.
2. Activate the General tab in the Field Properties area.
3. Set the properties you want to set.
4. Repeat steps 1 through 3 until you have set all the properties for all
fields.

You can use Design view to create or modify a table. After you finish the task,
you must save the table by clicking the Save button on the Quick Access
toolbar.

1. Click the Save button on the Quick Access toolbar. Access saves the
table unless you are saving for the first time. If you are saving for the
first time, the Save As dialog box appears.
2. Type the name you want to give your table.
3. Click OK. Access saves the table. You can now access the table by
using the Navigation pane.

How to enter data into fields that have a lookup list?

1. Click the down-arrow that appears when you click in the field.

56
 2. Click to select the entry you want.
3. Press the Tab key.

To enter data into a Yes/No field:

• Click the checkbox for Yes; leave the checkbox unchecked for No.

How to add an attachment to an attachment field?

1. Double-click in the attachment field. The Attachments dialog box

appears.
2. Click Add. The Choose File dialog box appears.
3. Click the file you want to add.
4. Click Open. The Choose File dialog box closes.
5. Click OK. Access attaches the file.

How to Modify a Table?

After you create a table, you may need to modify it. You can delete columns,
insert columns, or move columns.

Delete Columns

The Delete option permanently deletes columns and all the data contained in
them. You cannot undo a column delete.

How to delete columns?

1. Click and drag to select the columns you want to delete.

2. Activate the Datasheet tab.
3. Click Delete in the Fields & Columns group. A prompt appears.
4. Click Yes. Access deletes the columns you selected.

Insert Columns

The Insert option inserts a column before the selected column.

57
How to insert a column?

1. Click the column head of the column before which you want to insert a
column.
2. Activate the Datasheet tab.
3. Click Insert in the Fields & Columns group. Access inserts a new
column.

Tip: If you right-click a column label, you can use the menu that appears to
insert or delete columns.

To delete a column:

1. Right-click the column head you want to delete. A menu appears.

2. Click Delete Column.

To insert a column:

1. Right-click the column head before which you want to insert a column. A
menu appears.
2. Click Insert Column.

Move a Column
You can use the Move option to move a column from one location to another.

How to move a column?

1. Move your mouse pointer over the horizontal line under the column
label. Your mouse pointer turns into a four sided arrow.
2. Press your left mouse button
3. Click and drag the field to the new location. A dark line appears at the
new location.
4. Release you left mouse button. Access moves the column.

Move around a Table

Access provides several methods for moving around a table. On the Home
tab, there is a Go To button. When you click it, a menu of options appears.
You can use the menu to go to the first, last, previous, or next record in your
table. You can click the New option to add a new record. You can also use
special keys and the navigation bar in Access to move around a table. The
navigation bar appears at the bottom of the table.

How to use the Go To button to move around a table?

1. Activate the Home tab.

2. Click the Go To button in the Find group. A menu appears.
58
 3. Click First to go to the first record, Previous to go to the previous record,
Next to go to the next record, Last to go to the last record, or New to
create a new record.

Delete a Record

If enter a record by error, you can delete it.

How to delete a record?

1. Select the record you want to delete.

2. Activate the Home tab.
3. Click Delete in the Records group. A prompt appears.
4. Click the Yes button.

Or

• Select the record you want to delete.

• Right-click. A menu appears.
• Click Delete Record. A prompt appears.
• Click the Yes button.

How to add a sort?

1. Click the column label for the column you want to sort.
2. Activate the Home tab.
3. Click the Ascending or Descending button in the Sort & Filter
group. Access sorts the column in ascending or descending order.

How to remove a sort?

1. Activate the Home tab.

2. Click the Clear All Sorts button in the Sort & Filter group. Access
clears all of the sorts you have applied.
How to apply a filter?

1. Click the column label for the column you want to filter.
2. Activate the Home tab.
3. Click the Filter button. A menu appears.
4. Uncheck the items you do not want to appear, making sure only the
items you want are checked.

59
 5. Click OK. Access filters your data and displays the word Filtered at the
bottom of the window.
To apply a specialized filter:

1. Click the Last Name column label.

2. Activate the Home tab.

3. Click the Filter button. A menu appears.

4. Click the Text Filters option. A menu appears.
5. Click the option you want. A Custom Filter dialog box appears.
6. Enter the appropriate information.
7. Click OK. Access filters your data and displays the word Filtered at the
bottom of the window.

How to create relationships?

1. Close all tables and forms. (Right-click on the tab of any Object. A menu
appears. Click Close All.)

2. Activate the Database Tools tab.

3. Click the Relationships button in the Show/Hide group. The
Relationships window appears.

4. If anything appears in the relationships window, click the Clear Layout

button in the Tools group. If you are prompted, click Yes.
5. Click the Show Table button in the Relationships group. The Show Table
dialog box appears.

60
 6. Activate the Tables tab if your relationships will be based on tables,
activate the Queries tab if your relationships will be based on queries, or
activate the Both tab if your relationships will be based on both.
7. Double-click each table or query you want to use to build a relationship.
The tables appear in the Relationships window.
8. Click the Close button to close the Show Table dialog box.

9. Drag the Primary table’s primary key over the related table’s foreign key.
After you drag the primary key to the related table’s box, the cursor
changes to an arrow. Make sure the arrow points to the foreign key. The
Edit Relationships Dialog box appears.

10. Click the Enforce Referential Integrity checkbox.

11. Click Create. Access creates a one-to-many relationship between
the tables.

12. Click the Save button on the Quick Access toolbar to save the
relationship.

How to open tables or queries in Query Design view?

1. Activate the Create tab.

61
 2. Click the Query Design button in the Other group. The Show Table
dialog box appears.
3. Activate the Tables tab if you want to base your query on tables, activate
the Queries tab if you want base your query on queries or activate the
Both tab if you want to base your query on both tables and queries.
4. Click to choose the table or query on which you want to base your
query.
5. Click Add. The table appears in the window.
a. Click to choose the next table or query on which you want to base
your query.
b. Continue clicking tables or queries until you have all the tables
and queries you plan to use.
6. Click Close. Access changes to Query Design view.

How to display all records and all fields?

1. Open a table or query in Query Design view.
2. Click the down-arrow in the first field on the Field row and then select
the tablename.* option. The table name appears on the table line.
3. Click the Run button. Access retrieves all of the fields and records for
the table and displays them in Datasheet view.

How to retrieve a single column?

1. Open a table or query in Query Design view.

2. Choose the field name you want to display in the field line.
3. Click the Run button. Access retrieves the column you chose.

Retrieve Multiple Columns

You can use an Access query to retrieve multiple columns of data. On the
Field line in Query Design view, choose the field name of each field you want
to retrieve in the order you want to retrieve them.

How to retrieve multiple columns?

1. Open a table or query in Query Design view.

2. Choose the field names you want to retrieve in
the order you want to retrieve them.
3. Click the Run button. Access retrieves the
columns you chose.

How to create a form?

1. Open the Navigation pane.

2. Click the table or query on which you want to
base your form.
62
 3. Activate the Create tab.
4. Click Form in the Forms group. Access creates a form.

You can use the Navigation bars to move through the

records on a
form.

How to perform a sort?

1. Open a table or query in Query Design view.

2. Choose the field names you want to retrieve in the
order you want to retrieve them.
3. Under the field you want to sort, click the down-arrow and then choose
Ascending or Descending.
4. Click the Run button. Access retrieves the columns you chose and
displays the rows in the order you specified.

How to apply a filter?

1. Click the column label for the column you want to filter.
2. Activate the Home tab.
3. Click the Filter button. A menu appears.
4. Uncheck the items you do not want to appear, making sure only the
items you want are checked.
5. Click OK. Access filters your data and displays the word Filtered at the
bottom of the window.

How to create relationships?

1.Close all tables and forms. (Right-click

on the tab of any Object. A menu
appears. Click Close All.)
2. Activate the Database Tools tab.
3. Click the Relationships button in the
Show/Hide group. The Relationships
window appears.
4. If anything appears in the relationships window, click the Clear Layout
button in the Tools group. If you are prompted,
click Yes.
5. Click the Show Table button in the Relationships
group. The Show Table dialog box appears.
Activate the Tables tab if your relationships will be
based on tables, activate the Queries tab if your
63
 relationships will be based on queries, or activate the Both tab if your
relationships will be based on both.
6. Double-click each table or query you want
to use to build a relationship. The tables
appear in the Relationships window.
7. Click the Close button to close the Show
Table dialog box.
8. Drag the Primary table’s primary key over
the related table’s foreign key. After you drag the primary key to the
related table’s box, the cursor changes to an arrow. Make sure the arrow
points to the foreign key. The Edit Relationships Dialog box appears.

How to open tables or queries in Query Design view?

1. Activate the Create tab.

2. Click the Query Design button in the Other
group. The Show Table dialog box
appears.
3. Activate the Tables tab if you want to base
your query on tables, activate the Queries
tab if you want base your query on queries or activate the Both tab if you
want to base your query on both tables and queries.
4. Click to choose the table or query on which you want to base your
query.
5. Click Add. The table appears in the window.
a. Click to choose the next table or query on which you want to base
your query.
b. Continue clicking tables or queries until you have all the tables
and queries you plan to use.
6. Click Close. Access changes to Query Design view.

How to create a form?

1. Open the Navigation pane.

2. Click the table or query on which you want to base your form.
3. Activate the Create tab.
4. Click Form in the Forms group.
Access creates a form.

You can use the Navigation bars to move

through the records on a form.

64
How to apply multiple criteria?

1. Open a table or query in Query Design view.

2. Choose the field names you want to retrieve in the order you want to
retrieve them.
3. Choose the field names you want to sort by in the order you want to sort.
4. Under the fields you want to sort by, choose Ascending or Descending.
5. Enter your selection criteria on the Criteria line and the Or line, as
needed.
6. Deselect the Show button for columns you do not want to display.
7. Click the Run button. Access retrieves the columns you chose and
displays the rows in the order you specified.

How to create a query that uses two or more tables?

1. Open the tables and/or queries you want

to use in Query Design view.
2. Choose the field names you want to
retrieve in the order you want to retrieve
them.
3. Choose the field names you want to sort
by in the order you want to sort. Under
the fields you want to sort by, choose
Ascending or Descending.
4. Enter your selection criteria, if necessary
(Not applicable in this example).
5. Deselect the Show button for columns you do not want to display (Not
applicable in this example).
6. Click the Run button. Access retrieves the columns you chose and
displays the rows in the order you specified.

How to create a table?

1. Open the table or query on which you want to

base your new table on in Query Design
view.
2. Enter the criteria on which you want to base
your new table.
3. Click the Make Table button. The Make Table dialog box appears.
4. Type the name you want to give your new
table.
5. Click OK.
6. Click Run. You see the following prompt.
7. Click Yes.
8. Close the query. (Right-click the query’s tab and then click Close.)

65
 9. Double-click the new table’s name in the Navigation pane to view the
new table.

How to create a parameter query?

1. Open a table or query in Query Design

view.
2. Create your query.
3. On the Criteria line, type the prompt within
square brackets.
4. Click the Run button. Access prompts you.
5. Respond to the prompt.
6. Click OK. Access displays the results of your query in Datasheet view.

How to use the Report button?

1. Open the Navigation pane.

2. Click the table or query on which you want to base your report.
3. Activate the Create tab.
4. Click the Report button in the Reports group. Access creates your report
and displays your report in Layout view. You can modify the report.

66
67
How to open an existing presentation?

1. Click Open button.

2. Click the drop-down arrow in the Look in: field and select the drive
and/or folder that contain the presentation to open.
3. Double-click the presentation you want to open.

Note that:

 You can open a recently used presentation using the File menu. By
default, the File menu displays a list of 4 recently used presentations.

 You can also open a recently used presentation using the New
Presentation task pane. In the Open a presentation section,
click the name of the presentation to open. If the Task Pane is not
visible, click View menu and
Task Pane.

 You can open a presentation workbook using the shortcut key

combination:
CTRL+O keys.

To open other existing presentations repeat steps 1-3.

How to close an existing presentation?

1. Save your work.

2. Click File menu
3. Click Close command.

How to Create a New Presentation?

By default all new presentations are created on a standard (or default)

template: Click New button.

Note that:

 You also open a new presentation based on the

default template using the New Presentation task
pane. In the New section, click Blank

68
 Presentation.

 You can open a new workbook using the shortcut key combination:
CTRL+N
keys.

How to Save a Presentation?

To save a presentation to a location or

drive:

1. Click Save button.

2. Click the drop-down arrow in the Save in: field and select the disk
and/or folder where the presentation will be saved.
3. Type a name for your presentation in the File name: field.
4. Click Save button.

To save an open presentation under another

name:

1. Click File menu.

2. Click Save As… The Save As dialog box will be displayed.
3. Repeat steps 2-4 as above.

How Save a Presentation as another File Type?

You can save a presentation as another file type: Rich Text Format,
template, show, image file format and version number.

1. Click File menu.

2. Click Save As… The Save As dialog box will be displayed.
3. Click the drop-down arrow in the Save in: field and select the disk
and/or folder where the presentation will be saved.
4. Type a name for your presentation in the File name: field.
5. Click the Save as type drop down arrow.

69
 6. Click the file format that you want the file saved in e.g. PowerPoint 95
(*.ppt)
7. Click Save button.

How to Modify User Preferences?

You can modify the author's name attached to every workbook generated in
MS
PowerPoint as follows:

1. Click Tools menu.

2. Click Options… The Options dialog box will be displayed.
3. In the General tab card type in the appropriate information in the Name:
field
4. Click OK button.

You can also set a folder location where all presentations will be saved:

1. Repeat steps 1-2 as for modifying the user name.

2. In the Save tab card, in the Default file location: field, type in the
drive/folder where the presentations will be saved.
3. Click OK button.

How to Use Help?

1. Click Help menu.

2. Click Microsoft PowerPoint Help. The office assistant is displayed.
3. Type a keyword or question in the Answer Wizard box.
4. Click Search button.
5. Click the topic to display.

How to Change the Slide Layout?

To change the layout of a slide:

1. Click Format menu.

2. Click Slide Layout…The Slide Layout task pane will be displayed.
3. On the Slides tab in normal view, select the slide/s you want to apply
a layout to.

70
 4. In the Slide Layout task pane, point to the layout you want, and then
click it.

Note that:

 If you skip step 3, the formatting will be applied to the current slide.

How to Use Design Templates?

To apply a design template to a presentation:

1. Click Slide Design button on the Formatting toolbar. The Slide

Design task pane will be displayed.
2. Click Design Templates in the Slide Design task pane.
3. Click the template you want to apply to all the slides.

How Change the Background Color?

To change the slide background color:

1. Click Format menu.

2. Click Background... The Background
dialog box will be displayed.
3. Under Background fill, click the arrow
on the right of the box, and then select
the appropriate option.
. Click Apply button or Apply to All button.

How to Insert New Slides?

To insert a new blank slide, do either of the

following:

1. On the Formatting toolbar, click New Slide button.

2. In the Slide Layout task pane, click the layout you want.

How to Copy / Move Slides?

You can copy an entire slide within the same

presentation file:

1. Click View menu.

2. Click Slide Sorter.
3. Click the slide to copy.
A blue frame will be displayed around the selected slide.
4. Click Copy button.
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 5. Click at the location where the slide will be copied.
6. Click Paste button.

You can also copy a slide to a different presentation file:

1. Repeat steps 1-4 as for above.

2. Open the other presentation file.
3. Switch to Slide Sorter view by clicking Slide Sorter View button.
4. Repeat steps 5-6 as above.
You can move / re-order slides in a presentation.

1. Switch to Slide Sorter view by clicking Slide Sorter View button.

2. Click the slide to move.
3. Drag the slide to the new position.

You can move slides to another presentation file:

1. In the first presentation file, switch to Slide Sorter view by clicking

Slide
Sorter View button.
2. Right-click the slide to move.
3. Click Cut button.
4. In the second presentation file, switch to Slide Sorter view and click
at the location where the slide will be copied.
5. Click Paste button.

How to Delete Slides?

1. On the Outline tab or Slides tab in normal view, select the slide/s you
want to delete.
2. Click the Edit menu.
3. Click Delete Slide.

How Insert a Graphical Object into the Master Slide?

To display the Slide Master:

1. Click View menu.

2. Point to Master.
3. Click Slide Master. MS PowerPoint will display a slide similar to the
following.
Also the Slide Master View toolbar will be displayed.

To return to the normal view, click Close Master View button in the Slide
Master View
toolbar.
72
To insert a picture from the clip art gallery in the Slide Master:

1. Repeat steps 1-3 as above.

2. Click Insert menu.
3. Point to Picture.
4. Click Clip Art… The Insert Clip Art task pane will be displayed.
5. In the Search text box, type a word or phrase that describes the
clip you want or type in all or some of the file name of the clip.
6. Click Search button.
7. Click the graphic to insert.

To insert an image in the Slide Master:

1. Click View menu.

2. Point to Master.
3. Click Slide Master.
4. Click Insert menu. To insert a picture from the clip art gallery in the Slide
Master:

1. Repeat steps 1-3 as above.

2. Click Insert menu.
3. Point to Picture.
4. Click Clip Art… The Insert Clip Art task pane will be displayed.
5. In the Search text box, type a word or phrase that describes the
clip you want or type in all or some of the file name of the clip.
6. Click Search button.
7. Click the graphic to insert.

Note that:

 You can resize and re-position the picture as necessary. Read further
down for more details.

 To clear the search criteria fields and begin a new search, below the
Results box, click Modify.

To insert an image in the Slide Master:

1. Click View menu.

2. Point to Master.
3. Click Slide Master.
4. Click Insert menu.
5. Point to Picture.
6. Click From File… The Insert Picture dialog box will be displayed.
7. Browse to the disk/folder where the image file is located.
8. Click Insert button. The picture will be inserted.
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To insert a drawn object in the Slide Master:

1. Repeat steps 1-3 as above.

2. On the Drawing toolbar click AutoShapes button.
3. Point to a category and click the shape you want.

To delete the clip art, image or drawn object in the Slide Master:

1. Click the clip art, image or drawn object to delete.

2. Press Delete key.
3. Point to Picture.
4. Click From File… The Insert Picture dialog box will be displayed.
5. Browse to the disk/folder where the image file is located.
6. Click Insert button. The picture will be inserted.

To insert a drawn object in the Slide Master:

1. Repeat steps 1-3 as above.

2. On the Drawing toolbar click AutoShapes button.
3. Point to a category and click the shape you want.

To delete the clip art, image or drawn object in the Slide Master:

1. Click the clip art, image or drawn object to delete.

2. Press Delete key.

How to Add Footers?

Footers consist of text, slide numbers, and a date at the bottom of your
slides. To add text, slide numbers and a date at the bottom of your slide/s:

1. Click View menu.

2. Click Header and Footer…
3. Select or enter the appropriate options.
4. Click Apply to All or Apply button.

How to Create Charts?

 Pie charts are used for figures representing percentages.

 Line charts are used to demonstrate a trend in numeric data.
 Bar charts are used to compare different sets of numbers.

74
To insert a graph in a slide:

1. Click Format menu.

2. Click Slide Layout…
3. Select Title & Chart Layout from the Slide Layout
task pane.
4. Click OK button.
5. Double-click the graph placeholder.
To edit data in the datasheet window:

1. Click the cell at the top left corner. All cells will be highlighted.
2. Press Delete key. All the data will be removed from the datasheet.
3. Type the new data.

How to Change the Chart Type?

By default, MS PowerPoint displays a bar chart. You can change the

sample chart inserted as follows:

1. Click Chart menu.

2. Click Chart Type. The Chart Type dialog box will be displayed.
3. In the Chart Type category, select the chart to use.
4. Select the Chart sub-type: (on the right). The chart sub-type name
appears in the message area below the chart sub-types.
5. Press and hold the mouse on the Press and Hold to View Sample
button.
6. Click OK button to apply the new chart type.

How Add, Remove & Edit a Chart Title?

1. Double-click the chart to add a title to.

2. Click Chart menu.
3. Click Chart Options…
4. In the Titles tab, click in the Chart title field:
5. Type, edit or remove the title.
6. Click OK button.

How to Add Data Labels?

1. Double-click the chart to add a title to.

2. Click Chart menu.
3. Click Chart Options…
4. Tick Value to add values or numbers. If you are working on a pie-
chart, you can tick Percentage.
5. Click OK button.

75
How to Create an Organizational Chart?

To insert an organization chart in a slide:

1. Click Format menu.

2. Click Slide Layout…
3. Select Organization Chart Layout from the
Slide Layout task pane.
4. Click OK button.
5. Double-click the organization chart placeholder. The Diagram
Gallery will be displayed.
6. Select organization chart below Select a diagram type:
7. Click OK button.

To enter text:

1. Click the box you want to type in.

2. Begin typing in the first line.
3. Press Enter key and type in
the second line.
4. Click outside the text box
when you are ready – the
data entered in the current
box will be retained.

How to Add / Remove Co-workers & Subordinates?

To add managers, co-workers and sub-ordinates:

1. Click the appropriate text box.

2. Click Insert Shape drop-down arrow button in the Organisation
Chart toolbar.
3. Click Subordinate, Co-worker or Assistant.

To delete co-workers and sub-ordinates:

1. Click the appropriate text box.

2. Press Delete key.

How to insert Graphical objects?

To insert a picture from the clip art gallery in a slide:

1. Click Insert menu.

2. Point to Picture.
3. Click Clip Art… The Insert Clip Art task pane will be displayed.
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 4. In the Search text box, type a word or phrase that describes the clip
you want or type in all or some of the file name of the clip.
5. Click Search button.
6. Click the graphic to insert.

To insert an image in a slide:

1. Click Insert menu.

2. Point to Picture.
3. Click From File… The Insert Picture dialog box will be displayed.
4. Browse to the disk/folder where the image file is located.
5. Click Insert button. The picture will be inserted.

To insert a drawn object:

1. Click AutoShapes button on the Drawing toolbar.

2. Highlight Basic Shapes.
3. Click the shape to add.
4. Draw the shape on the slide.

How Insert Drawn Objects?

To draw a line:

1. Click Line button on the Drawing toolbar.

2. The mouse pointer changes to a cross hair.
3. Place the cursor where you want the line to begin.
4. Click and drag to where you want the line to end.
5. Release the mouse button.

To draw a free form line:

1. Click AutoShapes button.

2. Point to Lines.
3. Click Freeform button.
4. Place the cursor where you want the line to begin.
5. Click and drag to draw the line.
6. Release the mouse button when ready.

77
PREPARING OUTPUTS

How to Add / Remove Transition Effects?

To add the same transition effect to all the slides:

1. Click Slide Show menu.

2. Click Slide Transition... The Slide Transition task pane will be
displayed.
3. Click the transition effect to apply.
4. Click Apply to All Slides button.

To add different transitions between slides:

1. On the Slides tab in normal view, select the slides you want
to add a transition to.
2. Repeat steps 1-2 as above.
3. In the list, click the transition effect you want.

How to Add / Remove Preset Animations?

You can apply a preset animation scheme:

1. Click Slide Show menu.

2. Click Animation Schemes… The Slide
Design task pane will be displayed.
3. Under Apply to selected slides, click an
animation scheme in the
list.

How to Add Presenter’s Notes?

To add presenter notes using the Normal view:

1. Click the notes pane.

2. Type your notes for the current slide.

To add presenter notes using the Notes Page view:

1. Click View menu.

2. Click Notes Pages. The Notes Page that corresponds to the slide
you are working on appears. An image of the current slide appears
at the top of the Notes Page.
3. Click the notes box below the slide.
4. Type your notes in the box below the slide image.

78
How to Select an Output Format?

1. Click File menu.

2. Click Page Setup…
3. Click the drop-down arrow below Slides sized for:
4. Select the appropriate option.
5. Click OK button.

How to Print slides?

1. Click File menu.

2. Click Print... The Print dialog box will be displayed.
3. Select the range of slides or notes pages to be printed.
4. In the Copies box, type the number of copies you want to print.
5. Select what you want to print in the Print what: box. (refer to the
table)
6. Choose any additional print options (refer to the table).
7. Click OK button.

How to run the Slide Show? (F5)

1. Click Slide Show menu.

2. Click View Show.

79
80
Study resources for the module.

Modules 1-7 of the ICDL examination are practical examinations, in other

words, the student is expected to show competent knowledge in the use of
the applications. This knowledge may only be gained through continual
practice, gained through using the application and experimenting with various
scenarios.
It is very important that the student does not solely rely on the work that is
done in the classroom, but supplements their knowledge by searching the
internet for past papers and attempting them, asking where they do not
understand. These notes are designed to supplement course content
delivered in class and should not replace any notes you should be taking.
Remember people have failed the exams because they could not interpret
the question and did not know what the examiner was asking them to do.

What is ICT?

ICT is the fusion of computers and telecommunications. Computers

enable people to work creatively. But they are limit by what they can access.
Adding a communications channel, such as the Internet or other information
services, significantly extends the capability of the computer. It allows it to be
not only an inexpensive communications device. It can also become a
means of obtaining education, information, and working creatively with others
irrespective of geographical barriers.

What is the Internet?

A worldwide network of computer networks. It is an interconnection of large

and small networks around the globe. The Internet began in 1962 as a
resilient computer network for the US military and over time has grown into a
global communication tool of more than 12,000 computer networks
that share a
common addressing
scheme.

Figure 1 shows how the internet is depicted as a cloud

81
What is the World Wide Web?

A smaller network within Internet1, the World Wide Web is a portion of the

Internet comprised of a constellation of networked resources

What are the Common Acronyms & Terms?

Acronym Meaning
WWW World Wide Web
Modem Modulator/Demodulator
HTTP Hypertext Transfer Protocol
FTP File Transfer Protocol
HTML Hypertext Markup Language
URL Uniform Resource Locator
ISP Internet Service Provider
hyperlink A link in a document to information within that
document or another document.

Digital An electronic "identification card" which contains such

certificate information as the certificate holder's name and a serial
number.
cookie A small text file of information that certain Web sites attach
to a user's hard drive while the user is browsing the Web site

cache The location where visited web pages are stored, enabling
them to be displayed more rapidly at the next visit. Each
browser has its own cache on the hard drive.

encryption A way of coding the information in a file or e-mail

message so that if it is intercepted by a third party as it
travels over a network it cannot be read.

82
What is URL Structure?

A typical URL would look something like this:

http://www.zgray.tk

http://www.google.com

. com Commercial

. net Network

.org Organization

gov Government
.co.uk Commercial company with UK web
address (Note that the country code is
two letters long)
.com.mt Commercial company with Maltese
web address (Note that the country
code is two letters long)

How to navigate Web Browsers?

What is a Web Browser?

A web browser is a program used to access the Internet services and

resources available through the World Wide Web. Examples of Web
Browsers are:

o Internet Explorer

o Netscape Navigator

o Opera

o Mozilla

83
How to use Search Engine?

What is a Search Engine?

Software that enables users to search the Internet using keywords1.

Popular Search engines are:
o Google

o Yahoo

o Bing

Book marking Websites

What do we understand when we say we book mark a website? Well a

bookmark is a method of storing links to individual web pages or web locations
on your computer. Bookmark is the term used by Netscape; Favorites is the
Internet Explorer term.
How to Bookmark a Web Page in Internet Explorer?

1. Go to the page you want to bookmark/add to your favourites.

2. Click Favorites in the top menu bar then Add to Favorites.
3. The Add Favorite dialogue box appears. The title from the web page will be in
the name box. Click the Create In button if your dialogue box does show a list.
4. Now you have 3 options:
o You can click Ok to add to the general list or
o Click one of your existing folders then click Ok or
o Click New Folder to create a new folder to put the link in

84
How to Create a New Folder While Bookmarking a Page

1. Go to the page you want to bookmark/add to your favorites.

2. Click Favorites in the top menu bar then Add to Favorites.
3. The Add Favorite dialogue box appears. The title from the web page will be in
the name box. Click the Create In button if your dialogue box does show a list.
4. Select the folder you want to create a new folder in. Click New Folder on the
right. The Create New Folder dialogue box appears.
5. Type in the new folder’s name.
6. Click Ok.

How to save a webpage file?

1. Launch Internet Explorer.

2. Click the "File" drop-down menu or the "Page" icon.

3. Click “Save As.”
4. The "Save Web Page" dialog box will open. Navigate to the location where
you want to save the Web page.
5. Enter a name for the Web page in the File Name box.
In the “Save As” box you will choose either “Web Archive, Single File,” “Web
Page, Complete,” “Web Page, HTML Only” or “Text File” depending on your
preference. If you want to save a snapshot of the Web page, select “Web
Archive, Single File.” If you want to save the page as it appears, including
graphics and frames, select “Web Page, Complete.” If you want only the HTML
information without graphics, sounds and other features, click “Web Page,
HTML Only.” If all you need is the text from the web page, click “Text File.”

6. Click “Save.”
How to print webpage file?

1. Open Your Web Page - Have the Web page that you want to print open in
your browser.

85
2. Click Menu - On the top of your browser is a menu. Click on the first word in
the menu, "File". Another menu will drop down.
3. Click Print - After this menu drops down click on the word "Print".
4. OK - A box will pop up when you click on "Print". Click on the button that
says "OK" and your printer will start printing the page.

What is email?

Email is the electronic equivalent of sending a letter. Email consists of two parts,
1) the header, which contains information about where the message will be
sent, and 2) the body, or message. First, the author goes to the head of the
email message and types in:

• the email addresses of the person(s) to receive it, i.e. the To:
• the sender's email addresses, i.e. the From:
o the sender may want the email reply sent elsewhere, i.e. Reply to:
• the email addresses of the person(s) to receive the Cc: and Bcc: copies
(normally this is used to create file and information copies),
• the Subject: ,which tells the receiver of the email what the message is
about. It is a breach of netiquette not to fill in the subject field. The user uses
the Compose function of the particular email system included in the account
and types in a text message, as one would use a word processor to create a
document.

How to Send an E-mail Message?

1. Open your e-mail program and launch a new message window by clicking
on the appropriate icon.

86
2. In the TO box, type the name of the recipient. It should take this form:
[email protected]. Make sure you enter the address correctly or
the message will return to you.
You can send a message to more than one person by entering multiple
addresses. Just put a semicolon (;) between each address.
You can also send a copy (cc:) and a blind copy (Bcc:) to multiple addresses.
Your return address is automatically sent to the recipient.

3. Type the subject of the e-mail.

4. Write your message in the message window. You can also copy text from a
word processing program and paste it into the window.

5. Click the Send icon or select Send from the File menu and off it goes.

87
How to receive E-mail messages?

1."Send e-mail message" at the bottom of

this page and review those instructions.
2. When you go to your account, you will
find a list of messages in your inbox. You
will also be able to view one of those
messages automatically. 3. You do not
have to open the message to view it.

4. Should you decide to

open the message, double
click on its From/Subject
line (highlighted in blue
above).
5.This will actually open the
message so you can either
copy or reply to it. Your e-
mail tells you who it is from,
who else receives it, and
the date and time that it
was sent to you..

How to Organize Address book?

• Address a message Click the To, Cc, or Bcc button on the message form
to open the Address Book, choose an address list from the Show Names
from the drop-down list, and, under Message Recipients, click To, Cc, or
Bcc.
• Use AutoComplete to address a message On the Tools menu, click
Options. On the Preferences tab, click E-mail Options. Click Advanced E-
mail Options. Select the Suggest names while completing To, Cc, and

88
 Bcc fields check box. Click OK three times. Open a new message, click in
one of the three address fields, and start typing the address. Outlook can use
AutoComplete only after you have used an address at least once.
• Send a message from Contacts Right-click a contact and choose New
Message to Contact.
• Specify which address list is shown by default in the Outlook Address
Book Open the Address Book from the toolbar and in the address book, on
the Tools menu, click Options. Use the Show this address list first drop-
down list to specify which address list gets displayed by default.
• Copy contacts from a Personal Address Book to Contacts Open the
Address Book, right-click the contact, and choose Add to Contacts.
• Change the way names appear in the Address Book In Outlook, on the
Tools menu, click E-mail Accounts. Select View or change existing
directories or address books, and then click Next. Click Outlook Address
Book, click Change, and choose the desired options. Click Close, and then
click Finish.
• Include or exclude a Contacts folder from the Outlook Address
Book In Outlook 2003, in the Navigation Pane, click the Contacts folder.
In the Contacts pane, right-click the Contacts folder (under My Contacts)
and click Properties. (For earlier versions of Outlook, right-click the
Contacts folder in the Folder List and click Properties.) On the Outlook
Address Book tab, select the Show this folder as an e-mail Address
Book check box to include the folder in the Outlook Address Book list. Clear
this check box to exclude the folder.
• Move contacts from one Contacts folder to another Make sure the
target folder is configured for Contact items (you specify this when you
create the folder), and then select the contacts and drag them to the other
folder.
• Copy contacts from a Contacts folder to a Personal Address
Book Open the Outlook Address Book, and on the Tools menu, click
Options. In the Keep personal addresses in drop-down list, choose the

89
 Personal Address Book and click OK. Close Outlook and restart it. Open
Contacts, select the contacts you want to copy, right-click the contacts, and
choose Add to Contacts. Optional: Open the Address Book and set the
default location back to Contacts.
• Set a Personal Address Book as the place to store addresses Open
the Outlook Address Book, and on the Tools menu, click Options. Select
the Personal Address Book from the Keep personal addresses in drop-
down list.
• Import contacts from a Personal Address Book to Contacts Open
Outlook and on the File menu, click Import and Export. Choose Import
from another program or file and click Next. Choose Personal Address
Book, click Next, and follow the wizard's prompts to add the contacts.
• Use Bcc (send to multiple recipients without the recipients seeing the
recipient list) If Outlook is the default e-mail editor, start a new message
and on the View menu, click Bcc Field. Enter the addresses in the Bcc
field. If Word is the e-mail editor and the Bcc field is not shown, on the Tools
menu, click Options, and click the Mail Format tab. Clear the Use
Microsoft Office Word 2003 to edit e-mail messages check box, and click
OK. Follow the steps above to display the Bcc field, close the new message
form without sending it, and then on the Tools menu, click Options, and
select the option to use Word as the e-mail editor.
• Create a distribution list to send mail to multiple recipients In Outlook,
on the File menu, point to New, and then click Distribution List.

What is protected websites?

Protected websites are sites that require the user to have a user name and a

password to gain access to the protected area.

90
 What is Digital Certificate?

A digital certificate is an electronic "credit

card" that establishes your credentials
when doing business or other transactions
on the Web. It is issued by a certification
authority (CA). It contains your
name, a serial number, expiration dates, a
copy of the certificate holder's public key
(used for encrypting and decrypting
messages and digital signatures), and the digital
signature of the certificate-issuing authority so
that a recipient can verify that the certificate is real.

What is Virus?

A computer virus is a term applied to any program designed to damage data stored
on a computer system or network. The affected data may include documents,
photographs, applications or worst of all system files that are vital to the proper
operation of the computer system. The virus is written by an ill intentioned
computer programmer and spread to other systems by means of e- mail, floppy
disks or downloaded software
The easiest way that you can get a virus is through an email attachment,
therefore great care must be exercised before opening them.
How to Protect your computer from Viruses?

There is only of type of computer user that does not require anti-virus software to
be installed: those that have NO Internet connection, do not share floppy disks or
zip disks with anyone, and if they live in a remote cabin on Filfla that might help
also. For the rest of us, you really should go out straight away and buy some
decent software.

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 Anti-virus software resides in the active memory of your computer, and takes
control of it to alert you to an active virus present on your machine. If the
software cannot repair the infected file, it will quarantine this file or give you the
option of safely deleting the file.

Antivirus software should be updated regularly, preferably daily, in this way you will
be offered the best coverage and protection for your PC.

What is Fraud?

Nowadays there are lots of websites that offer services and goods for sale. Basically
the way that these website operate are to have images and descriptions
of their goods and services, if the viewer would like to purchase the item they would
fill in an online form and generally pay with ‘plastic money’ i.e. credit card. This
process has brought about a new danger from the possibility of hackers getting hold
of people’s credit card details and going on shopping sprees at their expense.

The safest way to purchase is to limit your purchases to bona fide and legitimate
websites; these are usually recognized as they will have a digital certificate which is
indicated by a closed padlock icon .

What is Communications?

Generally internet communications are defined as being sent through emails (Short
for 'electronic mail'). Electronic mail, sometimes written as E-mail, e-mail or email.
This is the way in which messages are passed from one computer user to another
using a local network or by using modems over telephone lines. The message is
eventually delivered to the recipient’s mailbox which is a file on his/her
computer and it can then be read using a mail program such as Outlook or
Microsoft Outlook Express.

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