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Computer Notes

The document serves as a comprehensive guide for computer training, covering essential software applications such as Microsoft Windows, Word, Excel, and others. It details functionalities, operations, and user interface components, along with step-by-step instructions for tasks like file management, formatting, and using various programs. Additionally, it includes shortcut keys and tips for effective use of the software.

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Oyugi PS
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0% found this document useful (0 votes)
37 views39 pages

Computer Notes

The document serves as a comprehensive guide for computer training, covering essential software applications such as Microsoft Windows, Word, Excel, and others. It details functionalities, operations, and user interface components, along with step-by-step instructions for tasks like file management, formatting, and using various programs. Additionally, it includes shortcut keys and tips for effective use of the software.

Uploaded by

Oyugi PS
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 39

HEZEON

COMPUTER
TRAINING
1. INTRODUCTION CENTRE
TO COMPUTERS

2. MICROSOFT WINDOWS

3. MICROSOFT WORD

4. MICROSOFT EXCEL

5. MICROSOFT ACCESS

6. MICROSOFT POWERPOINT

7. MICROSOFT PUBLISHER

8. INTERNET & EMAIL

1|Page
MICROSOFT WINDOWS
(Operating system)
Is a program that coordinates and controls all the operations in a computer. It is also
known as Graphic User Interface (G.U.I); that is the interface between the user and the
computer.
It has a feature called WIMP
W – Window (Working area)
I – Icon (Graphic presentations)
M – Mouse (Pointing device) P
– Pull down (Open in menus)
FUNCTIONS OF OPERATING SYSTEM
1. Job control – Loads the program from the main memory and facilitates
continuous processing of work..
2. Memory management – Keeps the details of recourses e.g. storage of files, free
space and the remaining space for other files.
3. Input and output device control - Controls all the input and output device so
that they input instruction and produce the output in a specific manner.
4. Detects and reports errors – Checks the system from any kind of errors and if
detected it reports immediately.
5. Supports multiprogramming/multitasking - It schedules running of many and
different programs at once.
PARTS OF A WINDOWS (WORDPAD)
I. Title bar – Contains the name or the title of the document/file.
II. Menu bar – Contains sub – menus used to create a file or document.
III. Tool bar – Is the shortcut of the menu bar used to command when creating a
document/file. They are two; a) Standard tool bar (save, print, open, copy, paste,
cut and print preview). b) Formatting tool bar (font, size, colour, bold, italic,
underline, align left, right or center).
IV. Working area – Is where information or text is typed. V. Scroll bar – Moves
the page up and down.
VI. Status bar – Shows the status of a file or document e.g. for help press F1.
VII. Task bar – Lower part of the monitor that shows the program being runned.
VIII. Blinking cursor – Shows where to start typing.
OPENNING WORDPAD PROGRAM
Click on start, Point
to programs, Point to
Accessories. Type your
text and save

2|Page
SAVING A FILE
- Click on file menu and select save as,
- Type the name of the file or document, - Choose the
location to save - Click save.
SAVE AND SAVE AS
Save is the entering of changes on a file or document in the computer while save as is the
change of location and file/document name
COPY AND PASTE
Is the transfer of text or file from one location to another keeping the original at its
normal position.
CUT AND PASTE
Is the total removal of text or file from one location to another.
DRAG AND DROP
Is the transfer of text or file from position to another by help of the left button of the
mouse.
SEARCHING FILE
- Click on start button,
- Point to search,
- Select for files and folders, - Type the name or part of the file. - Click search.
COPYING FILES
Can be done on the following locations;
1. Desktop 2.
My documents
3. Disk drives.
DESKTOP
- Right click on the file and select copy, -Open another location and right click
or go to edit and select paste.
MY DOCUMENTS
- Open my documents icon,
- Select the file,
- Right click on it or go to edit menu and select copy. - Open another location
right click or go to edit menu and select paste.
DISK DRIVES
- Insert the disk in the required driver,
- Open my computer icon,
- Open the drive containing the disk,
- Select the file,
- Right click on it or go to edit menu and select copy, - Open another location,
right click or go to edit menu and select paste. DELETING FILES

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Select the file according the location named above,
Right on it or go to file menu and select delete,
Click yes to complete the delete.
RENAMING FILES
- Open the files according to the location
- Right click on it or go to file menu and select rename
- Type a new name
WINDOWS EXPLORER
Is a program that is used to navigate, move or explore within the files and folders.
It has two position;
1. Left position – Contains icons and folders
2. Right position – Contains files and subfolders.
DISCOVERING WINDOWS EXPLORER
- Click on start,
- Point to programs,
- Point to Accessories,
- Select Windows explorer.
- Or right click on the start or my computer, my documents, recycle bin
icons and select explore
+ Means icon or folder is extended or expandable

-Means the icon or folder is not expandable i.e. does not contain more files.

SCREENSAVER/BACKGROUND
Screensaver is the physical behavioural appearance of text or object in motion that
prevents the monitor from mechanical damage. While background is the physical
appearance of the screen.
SETTING SCREENSAVER/BACKGROUND
- Click on start point to settings,
- Select control panel
- Double click display
- Click on desktop/screensaver
- Choose the background or screensaver - Click apply or ok.
OR
- Right click on the empty space of the desktop and select properties
- Choose desktop or screensaver and apply the required background or
screensaver. - Click ok or apply DATE & TIME
- Click on start

4|Page
- Point to settings
- Select control panel
- Double click date & time icon
- Set the Month, Year, Date, Hours, Minutes, Seconds, AM & PM. -
Click ok or apply.
OR
- Click on date & time that appears on the taskbar - Set the month, yea,
date, minutes, hours, seconds, am/pm. - Click ok or apply.
FOLDERS
These are minor computer icons that are created to store, group together and manage
files.
They can be created on;
1. Desktop
2. My documents
3. Disk drives
DESKTOP
- Right click on the empty space of the desktop,
- Point to new - Select folder
- Type the name of the folder
MY DOCUMENT
- Open my documents icon
- Right click on the space or go to file menu
- Point to new - Select folder
-
Type the name of the folder. - Click on the space
DISK DRIVE
- Insert the disk in the required driver
- Open my computer icon
- Open the driver containing the disk
- Right click on the space or go to file menu
-
Point to new - Select folder - Type the name of the folder.
DELETE/RENAME FOLDERS
- Select the folder from any location - Right click on it or go to file menu -
Select delete or rename. - If delete click yes, if rename type a
new name.
SUBFOLDERS
They are extension of the main folders that also store and group together files.

CREATING SUBFOLDERS

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- Open the main folder
- Go to file or right click on the space
- Point to new - Select folder
- Type the name of the folder.

DELETE/RENAME SUBFOLDER
- Open the main folder
- Go to file menu or right click on it
- Select delete or rename
- If delete click yes, if rename type a new name.

RESTORING FILES/FOLDERS IN THE RECYCLE BIN


- Open the recycle bin icon
- Select the file
- Right click on it or go to file menu
- Select restore
- The file/folder will return to the previous location
FORMATTING DISK
Is the removal of errors that are affecting the disk
PROCEDURE
- Insert the disk in the required driver - Open my computer icon
- Select the driver containing the disk
- Go to file menu
- Select format
- Choose the size of the disk and format system/type
- Click start to complete the process. N/B: Formatting removes all the files
in the disk.
IMPORTANCE OF FORMATTING DISK
1. Prepares the disk to have the required space for saving other files
2. Removes all the errors in a disk
3. Also it removes virus affecting the disk
START MENU/TASKBAR
Start menu is used to switch the user in programs. While taskbar is the lower part of the
monitor that shows minimized or opened programs and it contains the start menu.
There are two kinds of start menu;
1. Classic start menu
2. Start menu itself
Taskbar can be;

6|Page
i. Locked
ii. Auto hide
iii. Keep on top of other windows
iv. Quick launch
v. Show time
vi. Group similar taskbar
SETTING TASKBAR/START MENU
- Click on start button
- Point settings
- Select control panel or taskbar/start menu
- Open taskbar and start menu icon
- Apply the kind of start and the appropriate settings of the taskbar
- Click ok
OR
- Right click on the start button
- Select properties
- Set the start menu and taskbar - Click ok or apply.
CONTROL PANEL
Is an icon that deals with all the settings in a computer.
e.g. Accessibility, Add/ remove programs, display, date & time, taskbar/start menu, user
accounts, sounds and audios, network setup, mouse, keyboard, speech, printers/faxes,
scanners/cameras. E.t.c.
There are two types control panel views
1. Classic view – Shows the main icon 2. Category
view – Shows the topic to pick and discuss.
PAINT PROGRAM
Is used to edit pictures and scanned documents
- Click on start
- Point to programs
- Point to accessories
- Select paint - Draw your picture and save.
Parts of paint program
1. Title bar
2. Menu bar
3. Tool box
4. Colour box
5. Status bar
6. Scroll bar
7. Drawing area

7|Page
8. Task bar
SETTING USER ACCOUNTS
- Click start
- Point to settings
- Select control panel
- Double click user accounts
- Set the account first
- Choose the account
- Set the password
- Change picture if necessary
- Close the window restart the machine.

ON SCREEN KEYBOARD
This replaces the table keyboard
- Click on start
- Point to programs
- Point to accessories
-
Point to accessibility - Select on screen keyboard.
SHORTCUT KEYS
1. CTRL + N – New file
2. CTRL + O – Open existing file
3. CTRL + S – Save
4. CTRL + Z – Undo
5. CTRL + C – Copy
6. CTRL + X – Cut
7. CTRL + V – Paste
8. CTRL + A – Select/highlight
9. CTRL + H – Replace
10. CTRL + F – Find
11. CTRL + Y – Redo
12. CTRL + B – Bold
13. CTRL + U – Underline
14. CTRL + I – Italic
15. ALT + F4 – Close
16. ALT + F4 & U – Turn off/shutdown
17. SHIFT + ARROWS – Select sentence or words

8|Page
18. F12 – Save as
19. CTRL + G – Go to
20. CRTRL + P – Print
21. F1 – Help
END

9|Page
MICROSOFT WORD
Is software application program that deals with text editing and formatting i.e. word
processing
OTHER EXAMPLES OF WORD PROCESSOR
1. Word perfect – WordPad
2. Word star – Notepad
3. Word pro – Office word
Editing – Are changes made on a document either by cut, copy, paste, drag &drop
or manual typing. Formatting – Is the change of text appearance either colours, size,
style, fonts.
LOADING MS WORD
Click on start
Point to programs
Point to Ms Office
Select Ms Word
OR
Open run
Type the path
“WinWord”
Click ok
FORMATTING TEXT
There are various ways of formatting text

1.FONT
- Select the text
- Go to format menu and click on font
- Apply the colours, size, font type, style, effects, character spacing and text
effects.
- Click ok.
2.PARAGRAPH
- Select the text
- Go to format menu and select paragraph - Apply the alignment, line
spacing and indention
- Click ok.
Alignment – Is the position of text on the page. E.g. Left, right, center & justified.
Line spacing – Is space between the sentence and another. E.g. single, 1.5 lines, at
least, double, multiple and exact.
3.BULLETS/NUMBERING
- Select the text

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- Go to format menu and select bullets/numbering.
- Choose either bullets or numbered or outline. - Apply the style -
Click ok.
4.BORDERS/SHADING
- Select the text
- Go to format menu and click on border/shading
- Select either borders, page border or shading - Choose style e.g. box,
shadow, 3D, colour, style, or art. - Click ok.
5.COLUMNS
- Go to format menu and select columns
- Choose either 1, 2, 3, left or right columns
- Click ok
6.DROP CAP
- Select the first letter of the paragraph
- Go to format menu and select drop cap
- Apply the kind of drop cap e.g. dropped or in margins. - Click
ok.
7.CHANGE CASE
- Select the text
- Go to format menu and select change case
- Choose either sentence, upper, lower, title, toggle cases - Click
ok.
8.BACKGROUND
- Go to format - Point to background - Select the colour.
- Printed watermarks can also be applied by use of background
SPELL AND GRAMMAR
- Go to tools menu
- Click on spell & grammar.
- Revise the document as you change the errors and right grammar until a
message comes “spell & grammar is complete. - Click ok.
OR
- Right click on red or green colour underlined word - Select the
right spell or grammar. USING THE VIEW
Changes the views of the document
1. Normal view – Displays the document text without pictures or objects.
2. Print layout - Display the document text with pictures.

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3. Web layout – Display the document pages downloaded from the internet.

4. Outline view – Display the document in listing manner.

5. Header/footer – Are text displayed on top and bottom of document pages.

N/B – The above views are found on the view menu.


SETTING HEADER/FOOTER
- Click on view
- Select header/footer
- Type the header, scroll down and type the footer
-
Close the header/footer tool bar
INSERTING PAGE NUMBERS
- Click on insert menu
- Select page numbers
- Choose the position either top or bottom - The alignment either
left, right or center.
- Click ok.

DATE/TIME
- Select the position to insert the date or time
- Go to insert menu and select date/time
- Choose the kind of date or time format, update automatically.
- Click ok
PAGE BREAK
- Select the text to break
- Go to insert menu and select break - Choose the kind of break e.g.
page break, column break and click ok. PAGE SETUP
This command is used to set the margins, paper size, layout and orientation.
It is found under file menu.
Types of
margins;
 Left
 Right
 Top Bottom
Types of paper
size
 A4
 A5
 A6

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 B5
 B6
 A3
 Letter
 Photo size
 Custom size
Types of
orientation
 Portrait
 Landscape
Types of
layouts
 Top
 Bottom
 Center Justified
PRINT PREVIEW
Used to show the document created on the screen before the actual print out
This command is found under file menu.
PRINT
Is used to produce the document on the printer
- Click on file menu
- Select print
- Select printer; document i.e. all document, selection, current document or
pages, number of copies.
- Set printer properties/options e.g. colour, full size, half size or photo size.
- Click ok or print.
REPLACE
Is used to change the text in the document with other words or text.
- Click on edit menu or press CTRL + H
- Type the word/text to change replace on find what bar.
- Type the word/text to replace on replace with bar. - Click replace
or replace all if necessary - Click ok and cancel the dialogue box.

USING INSERT MENU


Is used to insert different kinds of shapes and object e.g.
1. Word art
2. Auto shapes
3. Text box
4. Clip art
5. Diagrams Word art

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These are text in form of pictures used to insert information where not applicable.
- Click on insert menu
- Point to pictures and select word art - Choose the kind of word art
style and click ok - Type the text on the box and set size, font or style.
- Click ok
Formatting word art
- Click, on the word art inserted
- Go to format menu and select word art
- Choose the size, fill colours, line colours or layouts e.g. square, tight,
behind text or in front of text. - Click ok.
OR
Click on the word art and use the word art tool bar that appears and apply
the applicable settings.
Auto shapes
- Click on insert menu
- Point to pictures
- Select Auto shapes
-
Select the shapes e.g. lines, basic shapes, callouts, stars and banners, flow
charts or block arrows. - Draw on the page.
Formatting auto shapes
 Click on the shape
 Go to format menu and select auto shapes
 Apply the colours, size, and styles and click ok.
OR
- Double click on the shape - Set the appropriate settings.
Inserting text in an auto shapes
- Right click on the shape - Select add text - Type the text.

Text box
- Click on insert menu - Select text box
- Draw on the page. - Type text inside if necessary
Formatting text box
- Click on the text box
- Go to format menu
- Select text box
- Apply the colours, styles or size - Click ok. Diagrams

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These are organizational charts, cycles, radial, and Venn or target diagrams
- Click on insert menu
- Select diagrams - Choose the diagram - Click ok.
Formatting diagram
- Click on the diagram
- Go to format menu
- Select diagram or organization chart
- Apply the colours, size, layouts
-
Click ok
Formatting shape of diagram
- Click on the first shape
- Press and hold CTRL key as you select others
- Go to format menu and select auto shapes
- Apply the colours, size, style - Click ok.
Clip art
This is a combination of different and many shapes in a computer.
- Click on insert menu
- Point to pictures
- Select clip art
- Type the name of the clip art on the dialogue box - Click go or press enter
key on the keyboard. - Select the picture and edit it.
OR
- Click on organize clips on lower part of the clip art box
- Double click office collection
- Select the clip art e.g. building, animals, academic e.t.c.
- Choose the picture and copy it.
-
Close the clip organizer window and select yes. - Go to edit menu or
right click on the space - Select paste.
Formatting clip art
- Select the picture
- Go to format menu
- Click picture
- Apply colours, size, layouts, - Click ok.
OR
- Double click on the picture
- Apply the required settings - Click ok.

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SETTING SECURITY
- Click on tools - Select options
- Click on security
- Type the password to open
- Click ok - Retype the password again and click ok. PRINTING
ENVELOPES
This is inserting addresses on the envelopes
- Click on tools menu
- Point to letters and mailings
- Select letters and envelopes
- Type the delivery address and return address if necessary
- Click on options to apply the font settings of both address
- Click ok
- Click print or add to document.

MAIL MERGE
This duplicates the document to different people
- Click on tools menu
- Point to letters and mailings
- Select mail merge
- Choose either letters, envelopes or directory.
- Click next to start document
- Choose the document e.g. current, existing or template.
- Click next to select recipient
- Select type a new list and click create
- Fill the list as you change unnecessary and add required fields
- Close the list
- Save the list and select all. Click ok
- Click next to write the letter or arrange directory
- Select either address block, greeting lines or more items and apply the
required fields.
- Click next to preview the letter or directory. - Click next to complete
the merge by print or edit recipient.
TABLES
This is converting text into columns or rows.
Tables can be drawn or inserted.
Drawing table

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- Click on table menu
- Select draw table - Draw rows and columns respectively on the page.
Inserting tables
- Click on table menu
- Point to insert
- Select table
-
Count the number of columns and rows to create - Click ok.
Delete table
- Select the table or click on any of the cell of a table created
- Go to table menu
- Point to delete and select table
Inserting columns and rows
- Select the cells near the position to insert the row or column
- Go to table menu - Point to insert and select columns left or right or
rows above or below.
Deleting columns/rows
- Select the column or row
- Go to table menu
- Point to delete - Select column or row
Splitting cells
- Select the cell either in column or row
- Go to table menu
- Select split cells
- Increase the number of columns or rows - Click ok.
Merge cells
This is used to leave rows blank without columns
- Select the row
- Go to table menu - Select merge cells
Sorting
Is the arrangement of information in a table either ascending or descending
- Select the cells in a table to sort
- Go to table menu and click on sort
- Choose the columns to sort
- Select either ascending or descending
- Click ok
Formula

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- Select the cell to insert the formula
- Go to table menu
- Select formula
- Choose the function either sum, average, min or max
- Apply the formula or type manually
-
Click ok
Auto format
- Changes the appearance of the table
- Select the whole table
- Go to table menu
- Select table auto format - Choose the style - Click ok.
Importance of MS Word
1. Use of word art, clip art or shapes increases the information and beautifies the
work
2. Used to produce important documents like CV’S, recommendation or application
letters
3. Spell check and grammar can be applied 4. Tables help to analyze the
information.
END

MICROSOFT EXCEL
Is a software application program that deals with spreadsheet presentation
i.e. mathematical calculations and evaluations. It is also classified as lotus 1,
2, 3.
LOADING MS EXCEL
- Click on start
- Point to programs
- Point to MS Office - Select Ms office excel
OR
- Open run
- Type the path “Excel” - Click ok.

Spreadsheet
 Is an extension of rows and columns that create excel book
Work book

 Is a combination of many and different worksheets


Worksheet

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 Contains columns and rows where information or values are
typed. Cell
 Is an intersection between a row and a column. Columns
 Are vertical partitions identified by alphabetical letters e.g.
A, B, C, D
Rows
 Are horizontal partitions identified by numerical e.g. 1, 2, 3
10, 50. Value
 Are figures or numbers entered in a cell e.g. 2, 30, 100.
Gridline
 Are imaginary lines running either vertically or horizontally
across the sheet.
Range
 Is a selection of values or items in the cells of a row or
column of a sheet Hiding gridlines
- Click on tools menu
- Select options
- Click on the box containing gridlines -
Click ok. Formula
Is a function or method used to give an answer of a calculated value. E.g.
 Total = sum(B2 : F2) or = sum(C2 : C9)
 Average = average(C3 : H2) or = average(B2 : B6)
 Maximum = max(D2 : G2)
 Min = min(B4 : H4)
 IF = (K2 < D4)
 Lookup = lookup(C1, B10 : N10, B13 : N13)
N/B
CTRL + HOME – Takes you to the first cell of a worksheet

CTRL + END – Takes you to last cell of the worksheet.

CTRL + ARROW RIGHT – Takes you to last column of the worksheet

CTRL + ARROW DOWN – Takes you to the last row of a worksheet.

WAYS OF FORMATTING A WORKSHEET


1. FONT
- Select the values/text in a worksheet

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- Go to format menu and click on cells
- Select font and apply either colour, size, style, effects, underline and font
type
- Click ok
2. BORDER
- Select the worksheet
- Go to format menu and click on cells
- Select border
-
Choose style and colour - Apply either on inside or outline border.
3. NUMBER
- Select the values
- Go to format menu and click on cells
- Click number and select either general, number, percentage or decimal
place.
- Click ok.
4. ALIGNMENT
- Select the values
- Go to format and click on cells
- Click on alignment
- Choose vertical and horizontal alignment or degree
- Click ok

5. PATTERNS
- Select the worksheet
- Go to format menu and click on cells
- Choose patterns
- Apply colour, style
- Click ok.
6. CONDITIONAL FORMAT
- Select the values
- Go to format menu and click on conditional format
- Choose the list e.g. between, less than or greater than
- Type the values
- Click on format button, apply colours, style e.t.c.

20 | P a g e
- Click ok.

7. AUTOFORMAT
- Select the worksheet
- Go to format menu
- Select auto format - Apply the style - Click ok.
Inserting worksheet
- Go to insert menu - Select worksheet
OR
- Right click on the lower part of the sheet - Select insert - Click on
worksheet.
Deleting worksheet
- Select the worksheet
- Go to edit menu - Select delete worksheet
OR
- Right click on the sheet - Select delete
Renaming worksheet
 Select the sheet
 Go to format menu
 Point to sheet and select rename
 Type the name on the black indicated sheet at the bottom of the
OR sheets.
 Right click/double click on the sheet to rename
 Select rename and type the name
Inserting columns/rows
- Select the next cell near to insert the row or column
- Go to insert menu - Select column or row.
Deleting row or column
- Select the row or column
- Go to edit menu
- Select delete
-Choose either entire row or column
Hide/unhide sheet/row/column
- Select the sheet/row/column
- Go to format menu
- Point to sheet/row/column - Select hide or unhide
Column width/row height
- Select the row/ column

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- Go to format menu
- Point to row or column
- Select height or width
- Type the value - Click ok
Auto fill option
Used to copy formulas to other cells in a worksheet.
- Select the other got
- Point to the lower right corner of the cell until the mouse changes to a
black plus sign.
- Press and hold the left button as you move to the required position either
right or bottom.
Hyperlink
Used to insert cell address to acquire network setup
- Select the cell
- Go to insert menu
- Click hyperlink - Type the email address - Click ok. Formula
audit
Used to trace the precedents and dependents in a worksheet
- Select the answer
- Go to tools menu
- Point to formula audit
- Choose either trace precedents or dependents
Filter
Used to separate other cells while working with others
- Select the cells to filter
- Go to data menu - Point to filter
- Select auto filter
- Click on the filtering button that appears on the cell - Choose the cell
you want to work with. Subtotals
They are used to give the grand totals or product of the cells.
- Select the cell to insert the subtotal
- Go to data menu
- Select subtotal
- Choose the item to give the subtotals - Select the function e.g. sum,
product e.t.c. - Click ok. Sorting
Used to arrange the cells in ascending or descending manner
- Select the columns to sort

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- Go to data menu
- Select sort
- Choose expand the sort or continue with previous
- Click sort
- Select the columns
- Select either ascending or descending
-
Click ok
Copying contents of a worksheet
- Select the cells or the whole sheet to copy
- Go to edit menu select copy or press Ctrl + C
- Open another sheet
- Go to edit menu and select paste or press Ctrl + V
Split sheet
Used to divide the worksheet in four portions
- Select the cells in the sheet
- Go to window menu - Select split Freeze panes
Used to make some of the cells stagnant while drugging others
- Select the row or column to freeze
- Go to window menu - Select freeze panes
Cell reference
Used to insert cell address that is meant for change or not change when auto filling.
They are two;
1.Relative cell reference
Used to insert cell address that is meant to change during auto
fill. i.e. = (B2: C3), (C2: C8) 2. Absolute cell reference
Used to insert the cell address that does not change during auto fill
i.e. = ($F1: K2), (%D2: G3)
Charts
They are used to convert tabulated data
There are different types of charts e.g.
- Column
- Bar
- Pie
- Area
- Line
-
Pyramid
Importance of charts
1. For good visual impression

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2. Used to analyze information
3. Used to beautify the information
Inserting charts
- Select the cells to convert to chart
- Go to insert menu
- Select chart
- Choose the kind of chart e.g. column, bar pie or line
- Click next
- Click next to apply title and the axes where necessary
- Click next to set an object or a sheet
-
Finally click finish
Protecting sheet
- Select the sheet
- Go to tools menu
- Point to protection
- Select protect worksheet
- Type the password
- Retype it again - Save your worksheet
Security
- Select the sheet
- Go to tools menu
- Select options
- Choose security
- Type the password
- Click ok
- Retype it again
-
Click ok - Save the sheet.
Working with the payroll table
 Basic salary = x Currency
 Allowance = x % of Basic Salary
 N.S.S.F = x % of Basic Salary
 Gross pay = Basic Salary + Allowance + N.S.S.F
 Tax = x % Gross Pay

Net Pay = Gross Pay – Tax or deductions
Importance of MS Excel
1. Used for analyzing data

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2. Use of charts makes good visual impression
3. Used to create payrolls in companies
4. Used by businessmen to record there daily sales.
5. Used to make work easy as the information is typed in rows and columns.

MICROSOFT POWERPOINT
Is a graphic presentation used in advertisement and presentation of slides
It has two windows namely;

 Application window
 Presentation window
LOADING MS POWERPOINT
 Click on start
 Point to programs Point to Microsoft Office Click Microsoft PowerPoint
OR Open
run
 Type the path ‘powerpnt’
 Click ok
Slide – Is a PowerPoint page where information is created
Slide transition – Is the visual display used to introduce the slide on the show
Procedure
 Click on slide show menu
 Select slide transition
 Choose the kind of transition, speed, sound and set automatic
Custom animation – Are basic visual display that appears on text or picture that
introduces the slide on the show.
Procedure
 Click on slide show menu
 Select custom animation
 Select the text or object/picture
 Click on add effects
 Point to the effect e.g. Entrance, Exit, Emphasis or Motion path
 Choose the effect
Slide design – Are preset and already designed templates used to modify a slide
Procedure
 Click on format menu
 Select slide design
 Choose the kind of design

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 Apply to selected slide
Slide layout – Is a set of arrangement of slide text and picture presentations.
Procedure
 Click on format menu
 Select slide layout
 Choose the kind of layout
 Apply to selected slide
Slide sorter – Is the arrangement of slides horizontally on the application window
Procedure
 Click on view menu Select slide sorter
Slide numbering & footer
 Select the slide
 Go to insert menu
 Select slide number
 Click on slide number
 Select update automatically
 Type the footer
 Select apply or apply to all
Inserting new slide
 Click on insert menu
 Select new slide Or press CTRL+ M
Date and time
 Select the position
 Click on insert menu
 Select date and time
 Choose the kind of date and time format Click ok.
Delete slide
 Select the slide
 Click on edit menu
 Select delete slide Or select the slide
 Press delete key on the keyboard
Duplicate slide
 Select the slide
 Click on insert or edit menu
 Select duplicate slide
 Or press CTRL + D

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View show – Is used to display the slide on the presentation window
 Click on slide show menu or view menu Select slide show or view show
Background
 Select the slide
 Click on format menu
 Select background
 Apply the background colour and the fill effects if necessary
 Click apply
Animation scheme – These are already set slide transitions and custom
animations that appear on the slide during the show.
 Click on slide show menu Select animation scheme Choose the kind of
scheme Apply to the slide.
Colour scheme – Are set of colour background used to modify the design of a slide
 Click on slide show menu
 Select animation scheme
 Click on colour scheme
 Choose the kind of scheme apply to selected slides
Slide timings – Is the length of time or duration that a slide takes during the show
This can be achieved through two ways
1. Through slide transition select automatically after and set the
minutes 2. Through slide show menu select setup show Apply loop
continuously until esc.
Kinds of presentations
Blank presentation
Design templates
From auto content wizard
From existing templates
Using the auto content wizard
These are design set of presentations in the system that are used to create of the projects
 Click on file menu
 Select new presentation
 Click on from auto content wizard
 Click next to select the project Choose the project
 E.g. certificate or training e.t.c
 Click next to apply the titles Finally click finish
Other additional information
 Clip arts
 Words arts
 Auto shapes

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 Diagrams
 Tables
 Text box
Action buttons
 Click on slide show menu
 Point to action buttons
 Select the button Draw on the page
Importance of MS PowerPoint
 Used in marketing to advertise commodities
 Used by artists/musicians to produce the songs and recording
 Used to make proposals of projects to be carried by companies Used in
business plan

MICROSOFT ACCESS
Is a software application program used in data base management i.e. sorting, analyzing,
recording and reporting of data or information.
Other
examples
 D – Base
 OX Pro
Oracle
Visual basic It
has two
windows
1. Application window
2. Data base window
LOADING MS ACCESS
 Click on start
 Point to programs
 Point to Microsoft office Select Microsoft Access
OR Open
run
 Type the path“ MSACCESS” DEFINITIONS
1. Data base – Is a collection of objects grouped together to form an access file.
2. Primary key – Is set on unique fields to prevent duplication.
3. Record – A complete detail about an event or information entered in rows &
columns of a field.
4. Field – A cross of information normally entered columns of a table
Data types – These are field description that determines the kind of data or
information to enter in a table. Examples of data types
1. Text – This is a label entry e.g. Names or a place

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2. Number – This is a value entry e.g. 20, 10
3. Date & time – This is a chronological entry
4. Memo – For long text entry
5. Yes or No – Determines the value true or false
6. Currency – For currency or money entry
7. Automatic Number – For automatic listings
8. Look up wizard – Picks its data from other objects
9. Hyperlink – Connects current object to other sources
10. OLE Object (Object Linking & Embedding) – For inserting object and other
graphics on a data base.
Creating a data base
 Open Microsoft Access program
 Click on create new file
 Select blank database
 Type the name of the database
 Click create

Creating a table
Can be created in four commands
1. Using new command
2. Using design view
3. Using wizard view 4. By entering data directly.
Procedure
 On database window
 Select table tab
 Click on either new, using design view, using wizard view or by entering data
directly
 Type the fields
 Set the primary key
 Close the table
 And save the table Open the table and fill the record.
RENAMING AND DELETING FIELDS
 Open the table created
 Point on top bar containing the fields
 Press the left mouse button
 Right click on the field
 Select rename or delete column

OR
 Select the field

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 Go to edit menu Select delete column
Deleting the records
 Select the row of the records to be deleted on the table
 Click on edit menu Select delete record
Adding/Inserting more fields on a table
 Click on insert menu
 Select insert column
 Drag the field using the left button to the required position
OR
 Open the table created by selecting it first
 Click on design that appears on top of the database window
 Type the fields to add
Deleting/renaming database objects created
 Select the table, query, form or reported created
 Right click on it or go to edit menu
 Select delete or rename
 If rename type a new name

Queries
These are electronic questionnaires
Used to update records, selecting and displaying particular records or arranging
the records. Creating queries
 Select the query tab
 Choose either new, design view or wizard view.
 Add the table
 Select the required fields
 Apply the criteria options Close and save your query
Types of query criteria
< - Less than
> - More than or greater than
<> - Not equal to
*M – displays names that ends with M
M* - Displays the names that begins with M
*M* - Displays names with M in between
= - Equal to
> = - Greater or equal to
<= - Less or equal to

FORMS
These are database objects used to;

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1. Display records
2. Edit records 3. Add new records
Creating forms
- Select the form tab
- Click on new or wizard view or design view
- Select the fields
- Click next to apply the layouts and styles
-
Click next to apply the name - Click finish to display the form
Types of layouts
- Tabular
- Columnar
- Justified
- Datasheet
- Pivot table
- Pivot chart

Types of styles
- Blends
- Expedition
- Industrial
- International
- Compact
- Blue print
- Rice paper
- Sand stone
- Corporate
- Stone
- Sumi painting
- Bold
- Casual
- Formal - Soft gray
REPORTS
Are database objects
Used to;
1. Print previewing

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2. Reorganizing and grouping of data and records
3. Calculations (analyzing) Creating reports
- Select the report tab
- Choose either new, design view or wizard view
- Select the fields
- Click next to apply the layout and style
- Click next to apply the name - Click finish to display the report
Importing table
This is the extraction of a table from an existing database to a current one
- Select the table tab
- Click on new command
- Select import
- Choose the database file to import from
- Click open
- Select the table - Click ok
Linking tables
Is the sharing of the table contents with another table
- Select the table tab
- Click on new
- Select link table
- Choose the database file to link the table
- Click open
- Select the table - Click ok
Relationship
Is the sharing of the table information to be same as you fill the other table
Procedure
- Select the table
- Click on tools menu
- Select relationship
- Add the tables
- Double click on any of the fields
- Select create new
- Choose the left or right tables and the right or left fields or columns
- Click create
- Save the relationship
- Fill the records in the tables

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Sorting
Is the arrangement of the records in ascending or descending manner
Setting security
- On file menu
- Select open
- Click on open exclusive on lower right Conner of open command
- Click on tools
- Point to security
- Select set database password - Type the password - Click ok.
Importance of sorting
2. Simple working with records
3. For easy analyzing of data
4. Makes records to have an order
5. Easy retrieval of data
Importance of Ms Access
1. Used for business book keeping
2. Used to create order and slupment
3. Used to truck employees records and payrolls
4. Used to link objects from another program through ole object linking
END

INTERNET AND EMAIL


Internet was derived from the word Inter & Net which means international
networks.
Networking is the sharing of computer resources e.g. documents, printers and drivers.
Another name for internet is Cyberspace. Other example of network is Intranets.
Types of network connections
1. LAN – Local Area Network Connection: Covers a range of more than10 kms
2. WAN – Wide Area Network connection: Covers unlimited area of network
connectivity.
3. MAN – Metropolitan Area Network: Covers an area less than 10 kms.
4. Global – Covers a network of one computer in the system
Terms
WWW – World Wide Web

HTTP – Hyper Text Transfer Protocol

HTML – Hyper Text Markup Language

URL – Uniform Resource Locator

E- Mail – Electronic Mail

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Protocol – Is a line in which the information is transferred to the internet from the

computer.

ISP – Internet Service Provider

WB – Web Browser: Is a location where information is searched on the internet


e.g. Yahoo, Hotmail, Gmail, Web2mail or any website. Registering an
Email
- Open internet explorer icon.
- Type the web browser on the address bar e.g. www.yahoomail.com,
www.hotmail.com, www.gmail.com.
- Select sign up if you don’t have an email.
- Answer the relevant information on the page that will be provided. -
Type the code and select create account.
Reading mails
- Open internet explorer icon
- Type the web browser you registered to.
- After the page opened, type the ID & the password you used to open the
account.
- Select sign in or press enter on the keyboard.
- Select the inbox that will be containing the message.
- Search for subject and click the title provided on your message on the
inbox.
Sending message or creating new message
- When the inbox is active, select compose or new.
- Type the email of the recipient in full
- Type the title or subject
-
Enter your main message and press send.
Attaching file
- When the compose or new window is active,
- Select attach file
- Click browse to search your file where you have saved it.
- After selecting the file click open
-
And finally click attach and give it time to process - Send your message.
Deleting mails
- Select the message from any box e.g. inbox, sent, attachments, draft, and
spam to delete your message.

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- Click on the small box that appears on your message at the start of your
message. - Click delete and let it process. Forwarding message
- This is the transfer of a message from your inbox to someone else.
- Open the inbox, select the message.
- Click forward. - Type the email of the receiver in full and click send.
Using the draft
- Draft is used to save message you create before sending to them.
- These messages can be open at another time to be sent to different
recipients.
- Open the new or compose window on your mail box. - Type the
subject and the main message or attach the files - Click save to draft.
Sign out the mail inbox
- This takes you out of the mail box to avoid clients reading your mails. -
After reading, composing and saving the messages,
- Click on the sign out command to avoid any other person viewing your
details.
Searching contents on the internet
- Open the internet explorer icon
- Type the information you want to search on the address bar.
- Click go or press enter on the keyboard
Using Google
- Is a search engine that produces all the information searched on the
internet
- All the contents are displayed clearly with Google. - Open internet
explorer
- Type the path www.google.com on the address bar - Press go or
enter on the keyboard.
Types of web domains
Com – Communication
Org – Organization
Net – Networks
END

MICROSOSFT PUBLISHER
Is a software application program that falls under graphic Design or desktop Publishing
Programs (DPP)
Types of documents produced by publisher
- Wedding cards

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- Business cards
- Invitation cards
- Letterheads
- Logos
- Calendars
- And brochures.

LOADING PUBLISHER
Click on start
Point to programs
Point to Microsoft Office Select
Microsoft Office Publisher
OR
Open run
Type the path
Mspub
Click ok or press enter on the keyboard.
Types of publications
1. Publication for print
2. Web Site and E- mail
3. Design sets
4. Blank print publication
5. Blank Web page
6. Existing publication.
Creating business card using blank print publication
- Open publisher
- On the catalog window
- Select blank print publication
- Set the layouts of the page
- Select a text box from the insert menu
- Draw on the page and enter the text
- Format it to have the required appearance

Arranging layouts
- Click on arrange menu on the menu bar
- Select arrange layouts guides - Set the size or number of columns and
rows. Click ok.
Creating business card using publications for print
- Open publisher program
- Select publications for print on the catalog window

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- Select business cards
- Choose the design of the card
- Enter the text that fit the card
- Format it to have the required settings.
- Click on multiple command that appears on the task pane to duplicate the
cards.

Creating cards using design sets


- Open publisher program
- Select design sets command
- Choose the kind of card
-
Enter the required text - Format it as possible
Using web site & E – mail
- Open publisher program
- Select web site & E – mail publication
- Choose the design
-Enter the required information. N/B: All or other designs of cards can be
creating using the above named publications.
Creating text box
- Click on insert menu
- Select text box - Draw on the page
Formatting the text box
- Select the text box
- Click on format menu
- Select text box
-Apply the kind of border and colours. - Click ok.
Inserting pages
- Click on insert menu
- Select pages
- Enter the pages to insert e.g. 1, 2 & 3.
- Click ok.

Creating calendars
- Open publisher program
- Select publication for print
- Choose calendar

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- Select the type of calendar design
- Enter the required information e.g. text or pictures - Format it if
necessary.
Creating folded cards
- Open publisher
- Select blank print publication
- Arrange the guides and insert a text box
- Enter the text
- Click on file menu
- Select page setup
-
Select either side folded or index card - Click ok.
Setting background
- Click on format menu
- Select background - Choose the kind of background - It will
automatically change.
Setting your own background
- Open publisher
- Insert a word art or text box
- Format it to required shape and Colour
- Right click on the word art or text box - Select save as picture -
Give it a name and save.
- Click on format menu
- Select background
- Click more background
- Select texture
- Click other texture
-Choose the saved picture that you created as a background. - Click
insert.
Inserting objects
This comprises the following;
1. Word art
2. Clip art
3. Text box
4. Design gallery
5. Auto shapes
6. Tables
7. Diagrams

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N/B: The above objects are inserted from the insert menu
Importing a word document
- Create a document using Microsoft office word
- Save the file
- Click on file menu
- Select import the word document
- Click ok
END

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