zambia institute for tourism and hospitality

DIPLOMA IN HOSPITALITY MANAGEMENT

COMPUTER APPLICATIONS MODULE

DISTANCE LEARNING
12/31/2014
Unit 1

1.1 INTRODUCTION TO INFORMATION TECHNOLOGY

Information Technology is the technology that is broad and supports activities

involving the creation, storage, manipulation and communication of the information
together with their related methods, management and application. This involves
equipment like computers, electronics and communication (private telephone
exchanges handling voice and data, optical fiber cable transmission or satellite
communication).

Definition: Information Technology (IT) is the use of computers and other

associated devices for the collection, storage and manipulation of data to
produce, present and communicate information.

DATA

Data is the representation of facts, concepts, events, transactions or instructions in

a formalized manner suitable for communication, interpretation or processing by
humans or automatic means. Data is the term used to describe basic facts about
the activities of a business. Examples include: the number of hours worked by an
employee on a particular machine, employee rate of pay, the amount and type of
materials consumed in a process, the number of items sold in a shop per day,
number of days guest is booked at a hotel etc.

INFORMATION

Information is the result of the assembled item of data into meaningful form. Some
examples include: a payslip, an invoice, a driving license, a financial statement, a
balance sheet, etc.

COMPUTER APPLICATIONS

Information technology is used widely in this information age. Some of the

applications include:

ELECTRONIC MAIL

The most widely used electronic medium is probably the E. Mail. An obvious
advantage of this form of communication is the combination of low cost and high
speed. Electronic mail has fundamentally changed the nature of written

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correspondence, turning it into an increasingly informal and ‘never really
interrupted dialogue’ Its extension, the chat room, resembles a casual conversation
even more and constitutes a wholly new medium of communication.

COMMERCE

Consumer uses of cheques peaked somewhere in about the mid-1990s, according

to the US Federal (2002, 2004), but remained the dominant means of non-cash
retail payments until 2003. The migration from cheques to credit and debit cards,
direct deposit and automated clearing houses has greatly reduced the cost
associated with processing each trans

action. The further migration to a cashless society will reduce costs further.

EDUCATION

In some high institutions of learning especially in the developed countries, students

during lectures or classes do not use textbooks; hardcopy papers to use and
students can take notes directly on their laptops, which their laptops, which the
school provides to all students as part of tuition. For those courses that require a
textbook, students are expected to download the materials from the internet. The
biggest advantage is that the textbook could be downloaded for about 40 percent of
the price of the hardcopy version.

E-GOVERNANCE

While E-governance is defined as a mere delivery of government services and

information to the public electronic means, E-governance allows direct participation
of constituents in government activities. . E-government involves the government
providing information and other services electronically such as by the website, E-
mail and Internet. For example , citizens can access passport application forms
online, renew the driver’s licence electronically, pay water and electricity bills
electronically without filling out a piece of paper and access information from
website. E-governance allows citizens to communicate with each other. The E-
governance will truly allow citizens to participate in the government decision-
making process, reflect their true needs and welfare by utilizing E-governance as a
tool.

LAW

The truism that “ignorance is no excuse under the law” has certainly slowed the
migration to paperless legal documents. Consumers simply do not know what
requires a traditional ink signature on a traditional piece of paper and when an E.
Mail or Fax will suffice. Some Lawyers view E-signatures of various sorts as perfectly
legal. Although E-mail is not the best medium for executing contracts, it’s possible

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to agree officially to something over E-mail (Segan,2007). On the other hand, it
would appear that cases involving paper material as evidence in courts are more
authentic than E-resources. In other words, paper based evidence is more reliable
than electronic one.

MEDICINE

Digital prescriptions sent directly from the Doctor to the pharmacist of the patient’s
choice. Telemedicine is being embraced by a lot of physicians, especially in rural
areas. Telemedicine is medicine care delivered via telecommunication.

LEISURE

Information Technology is being used for all kinds of entertainment, ranging from
videogames to telegambling. It is also used in the arts (music, film), from painting
to photography.

1.2 MERITS OF INFORMATION TECHNOLOGY

1. FAST PROCESSING
Computerized processing is much faster than manual processing resulting in
automatic file updating (auditing) and maintenance.

2. Information produced by a computerized system will in general be more

accurate than from a manual system. There will be very minimal errors because
of the inbuilt controls at both the input and process stages to make sure that the
data meets the requirements.

3. HANDLING REPETITIVE AND TIME CONSUMING TASKS

Many repetitive and time consuming tasks can be done by the computer, thus
freeing staff to carry out other duties.

4. DIFFERENT WAYS OF INFORMATION PRESENTATIO

Computerized systems allows different ways of information presentation, e.g a
table of figures , graph, pie chart, etc.

5. RELIABLE INFORMATION
Information produced by a computerized system will in general be more reliable
than manual system, hence, already in a suitable form for communication to
other persons.

6. INCREASED PRODUCTIVITY
Computerized systems have increased productivity as more work can be done in
less time.
7. INCREASED CUSTMER RELATIONSHIP
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 Information Technology improves customer relationship leading to competitive
advantage, e.g creation of computerized database of customers (increases
marketing potential), fast and efficient service for customers, etc.

8. INCREASED ACCESS TO INFORMATION

Information technology radically increases access to information, for example via
the internet-websites offering details on various information needs.
9. ECONOMICAL
Computer systems are economical in the sense that they offer educed
communication costs, storage and processing of transaction etc.
10. LARGE VOLUMES OF DATA
A computerized system handles large volumes of data, i.e storage, processing
and communication of information.

DEMERITS OF INFORMATION TECHNOLOGY

1. COMPUTER BREAKDOWNS
Increased reliance on information technology may cause problems if it fails, e.g.
if the computer
break downs as it will not be able to access information.
2. POWER FAILURES
In case of Power failures, computer systems become inaccessible affecting the
operation of the business.
3. NEED FOR SKILLED MANPOWER
Computerized systems require skilled labour, i.e members of staff need to be
trained which is time consuming and expensive. Unless this is done, staff will not
get the most out of the systems they are using.
4. OBSOLESCENCE IF IT PRODUCTS
Information Technology equipment becomes obsolete quite quickly due to the
fast rate at which new development come on to the market, e.g new hardware
and software. This means that it is expensive to keep up-to-date.
5. JOB REDUNDANCIES
In some instances the computerizations of companies and industries has led to
loss of jobs. This has led to job redundancies because computers can handle
most of the work , therefore some workers have had to be laid off.
6. SOCIAL PROBLEMS
Due to too much addiction to computers, some individuals have had no time for
their families to leading to neglect and loneliness. This has resulted into break-
up of marriages because one of the spouses spends most of the time on the
computer than with the partner.
7. HELTH HAZARDS

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 (a) Infertility in male users especially those using laptops.
(b) Bad effect to the eyes due to radiation coming from the monitors.
(c) Users of the keyboard may experience wrists problems as a result of
spending many hour entering data transactions using the keyboard.
8. COMPUTER VIRUSES
Due to the proliferation of computerized systems, computer viruses have
become pronounced. A computer virus is a piece of software which attaches
itself to another program on a system in order both to have some undesirable
effect on the programs and to have some undesirable effect on the programs it
becomes attached to. These viruses may end up deleting, corrupting or
rendering the programs, files or not accessible.
9. HIGH COST OF HARDWARE
The acquisition of these resources (hardware and software) may be prohibitive
to some individuals and companies.

SUGGESTED SOLUTIONS
 Computer Breakdowns: Computer systems should be regularly be serviced and
maintained to keep them in operational.
 Power failures: Business companies should acquire or have standby facilities
such as generators or parallel systems.
 Need for skilled manpower: Organization or companies should make sure that
their employees are sent for refresher courses or further training. This will help
both staff and the computers get the most out of the systems they are using.

 Obsolescence of IT Products: Information Technology equipment and software

should be updated regularly or updated at a fairly reasonable time frame.

 Job redundancies: In case of such a situation, the affected employees should be

sensitized through workshops or seminars and redundancy packages be
prepared for them.
 Social problems: Employees should be advised to have time for their families
(thus, to observe routine.

1. HEALTH HAZARDS
(a) Infertility in male users especially those using laptops

(b) Bad effect to the eyes due to radiation coming from the monitors

(c) Users of the keyboard may experience wrists problems as a result of

spending many hours entering transactions data using the keyboard.

2. COMPUTER VIRUSES

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 Due to the proliferation of computerized systems, computer viruses have
become pronounced. A computer virus is a piece of software which attaches
itself to another program on a system in order both to spread itself to other
programs and to have some undesirable effect on the programs it becomes
attached to. These viruses may end up deleting, corrupting or rendering the
programs, files or not accessible.

3. High cost of hardware and software

The acquisition of these resources (hardware and software) may be prohibitive
to some individuals and companies.

SUGGESTED SOLUTIONS
 Computer Breakdowns: Computer systems should be regularly be serviced
and maintained to keep them in operational.

 Power failures: Business companies should acquire or have standby facilities

such as generators or parallel systems.

 Need for skilled manpower: Organisations or companies should make sure

that their employees are sent for refresher courses or further training. This will
help both staff and the computers get the most out of the systems they are
using.

 Obsolescence of IT products: Information Technology equipment and

software should be updated regularly or updated at a fairly reasonable time
frame.

 Job redundancies: In case of such a situation, the affected employees should

be sensitised through workshops or seminars and redundancy packages be
prepared for them.

 Social problems: Employees should be advised to have time for their families
(thus, to observe routine).

 Health hazards: (a) Male users especially those using laptops should be
advised against using laptops on laps, but should always remember to use
desks/tables. (b) Monitors should be covered with screen filters to prevent
radiation damaging the eyes of the users. (c) They should make sure that the
keyboards they use are the ones that meet ergonomic/health standards.

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 Computer viruses: Computer systems should have antivirus software installed
and regularly updated.

 High cost of hardware and software: The hardware and software to be

acquired should be are within the means of the company and careful
cost/benefit analysis should always be done for the items.

1.3 INTRODUCTION TO COMPUTERS

COMPUTER
Definition: A Computer is an electronic device that works under the control
of stored programs automatically accepting, storing and processing data
to produce information. N.B. PROGRAM: A Program is a set of instructions written
in the language of the computer. Thus, a program is used to make the computer
perform a specific task such as calculating interest to be paid to savings account
holders or producing a payroll.

Computer Hardware: Computer Hardware is a general term that refers to

all the physical components that make up the computer system, e.g.
keyboard, mouse, VDU, hard disk drive, printer, etc.

1.4 COMPUTER COMPONENTS

INPUT DEVICES
Definition: Input devices are devices used for entering data and instructions
into the computer by converting characters from human-sensible form to
machine-sensible form. Examples of input devices include: keyboard,
monitor/screen, mouse, scanner, barcode reader, touch screen, etc.

STORAGE DEVICES

(a) PRIMARY STORAGE OR MAIN MEMORY

Main memory in modern computers is constructed from semiconductor memory

chips. The most common type of semiconductor memory is called RAM (Random
Access Memory) and ROM (Read Only Memory).

RAM : RAM usually forms the major proportion of the main memory and is

volatile, i.e., all data is lost when the power supply to the system is removed. RAM is
used to store data and programs temporarily during those times when they are
needed. It is constantly being re-used for different data items or programs as
required.

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ROM : ROM usually forms a small proportion of the main memory and is non-

volatile, i.e. all its contents are permanently set during manufacture. ROM is used to
store vital data and programs which need to be held within the main memory at all
times, e.g. BIOS (Basic Input Output System), POST (Power On Self Test) and
Bootstrap loader.

The functions of the main memory (RAM) are:

1. To store instructions awaiting to be obeyed.

2. To store instructions currently being obeyed.
3. To store data awaiting processing.
4. To store data currently being processed.
5. To store information awaiting output.

SECONDARY STORAGE

Ideally, all data for processing should be stored in the main memory so that all
internal operations can be carried out at maximum speed. But the main memory is
relatively expensive, small and volatile. Therefore, it is only used to store the
necessary instructions and the data currently being operated on. Secondary storage
supplements the main memory by holding programs, data or information
permanently.

Some examples of secondary storage devices are:

(a) Hard disk

Hard disks (also called fixed or rigid disks or magnetic disks) are external storage
devices that are much faster to use and store far greater amounts of information
than floppy disks. Hard disks are permanently on-line to the computer system.

(b) Floppy disk

(c) Flash disk

(d) CD-ROM

(e) Magnetic tape, etc.

OUTPUT DEVICES
Definition: Output devices are devices that convert information from
machine-sensible form hum an-sensible form. The popular output devices
include:
(a) Terminals (e.g. monitor)

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(b) Printers
(c) Speakers
(d) Graph plotters, etc.

CENTRAL PROCESSING UNIT (CPU) OR PROCESSOR

Once data has been sent to a computer by one of the input devices it’s processed.
The computer uses its brain to process the information. The computer’s brain is
called the CPU, or Central Processing Unit. CPU stands for “Central Processing Unit”.
It is the section of the computer where the processing of data into meaningful
results takes place. Processing activities are done by the Arithmetic and Logic Unit
(ALU) and include arithmetic operations (e.g. addition, multiplication, division, etc.)
and logical operations that involve operators like AND, OR, and > among others.
The Control Unit which is also another element within the processor fetches and
interpretes instructions in sequence and issues commands to all elements of the
computer system.

The processor also fetches instructions from main memory, interprets them and
issues the necessary signals to other components that constitute the computer
system. It directs all hardware operations necessary in obeying instructions.

A diagram showing the all the basic elements of the computer system are
found on the next page.

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 BASIC ELEMENTS OF A COMPUTER SYSTEM (COMPUTER LOGICAL
STRUCTURE)

CENTRAL PROCESSING UNIT (CPU)

CONTROL UNIT
1. Fetches and interprets
instructions
in sequence
2. Issues commands to all
elements of

the computer system

ARITHMETIC & LOGIC

UNIT (ALU)
Performs arithmetic
& logic operations.

INPUT OUTPUT
(e.g. Keyboard) (e.g. Printer)
Data & Informati
instructions on
MAIN MEMORY
(RAM and ROM)
Holds: Data, instructions and
results of processing
temporarily.

SECONDARY STORAGE
(e.g. Hard Disk, Floppy Disk)
Supplements Main Memory KEY
by holding Data and
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Page 10permanently.
Data / Instructions flow

Command / Signal flow

1.4 COMPUTER SOFTWARE

Definition: Computer software is the term used to describe all the

various programs that are used in a computer system.

There are two main basic types of computer software namely:

(a) Systems software
(b) Applications software

SYSTEMS SOFTWARE
Definition
Systems software are programs together with the associated
documentation that contribute to the control and performance of
the computer system. Examples include: Windows 95, Windows 98,
Windows 2000, Windows XP, Editors, Scandisk, Compiler, etc.

Within the set of systems software for any computer, there is usually a suite
of program called OPERATING SYSTEM. The operating system controls the
performance of the computer by doing a variety of jobs to ensure the proper,
orderly and efficient use of the hardware by the application programs.

2.1 OPERATING SYSTEM (OS)

Definition: An Operating System is a suite of program that controls

the performance of the computer and efficient use of hardware by
applications programs. In other words, the operating system controls and
manages the hardware and software resources of the computer system.

Some examples of operating system include: MS-DOS, UNIX, OS/2, Windows

NT, windows XP, windows 98, windows 95, Windows 2000, Windows Vista,
Linus, Mac OS X, etc.

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Functions of the operating system include the following:

1. JOB SCHEDULING
The scheduling and loading of programs in order to provide a continuous
job processing sequence or to provide appropriate responses to events.

2. INPUT/OUTPUT CONTROL
The operating system controls the hardware operations. It controls over
the selection and operation of devices used for input, output or storage.

3. ERROR HANDLING
Handling Errors when they occur and using corrective routines were
possible. The errors may include arithmetic or logic errors, hardware
malfunction, power failure and external errors like those caused by the
operator.

4. FILE MANAGEMENT
File management routines go a little further than the input and output
routines and organise the files on the backing storage. The tasks include:
- Listing the names of files on the disk
- Copying files from one disk to another
- deleting files which are no longer required
- opening, closing, reading and writing of files on disk, etc.
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5. MEMORY MANAGEMENT
The operating system ensures that programs use the main memory and
secondary storage efficiently. It also ensures that programs or data in the
main memory (RAM) and on disk are kept safe and are not overwritten by
other data or programs if they are still needed. In addition, it passes
control from one program to another under a system of priority when
more than one application program occupies main storage.

6. JOB RECORDING
Details of processing are recorded in a special journal file for control and
analysis. It records the time the job was on the system, the processor
time used, the number of peripheral transfers, etc. The information in the
journal file can be used as a basis for statistical analysis, costing and
charging out of the resources used.

7. COMMUNICATION
The operating system acts as an interface between a user and a
computer. It enables communication between the computer and the user
or operator by means of terminals or consoles and through the use of
monitor commands and responses. The user may also be able to
communicate with the operating system by means of a command
language, e.g. Job control language.

1.6 WINDOWS OPERATING SYSTEMS

Microsoft windows are a set of programs that provide a Graphical User
Interface (GUI). The Graphical User Interface is a way of communicating
between the computer and the user by using pictures instead of characters
and numbers as used by MS-DOS. A GUI uses graphical images known as
icons to represent different user options that are selected using a pointing
device like a mouse. Although Microsoft windows can be used with a
keyboard, it is designed for use with pointing devices like a mouse. The chief
advantage to the user operating on a computer with windows installed is
that the computer is easier to use. In other words, it is a user-friendly
operating system rather than MS-DOS.

Windows program gets its name from the windows on the screen that contains
different tasks. Every time a task is run, it operates within a window that might fill

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the whole screen, just half of it or even a relatively small area of the screen. A
window is a rectangular area on a display screen in which text or graphical images
may be displayed. Several windows may be displayed on a screen at the same time.

SOME FEATURES OF WINDOWS SYSTEMS

Windows common features include:
(i) WINDOWS
Windows program gets its name from the windows on the screen that
contains different tasks. Every time a task is run, it operates within a
window that might fill the whole screen, just half of it or even a
relatively small area of the screen. A window is a rectangular area on a
display screen in which text or graphical images may be displayed.
Several windows may be displayed on a screen at the same time.

(ii) ICONS
Icons are graphical images used to represent an object or function.
Icons may be displayed in windows on a screen and used in
conjunction with a mouse. A user may move the mouse so that the
pointer is over an icon representing a document and then can double
click the mouse button to open the document. The document opens
with the creation of a new window on the screen in which the
document’s contents may be seen, e.g. my documents icon, Recycle
bin icon, my computer icon, etc.

(iii) MICE
Mice may be used in conjunction with windows to provide additional
means for the user to interact with the system. The mouse can be used
to move a pointer on the screen to an item that is to be selected.

(iv) PULL-DOWN MENUS

Pull-down menus are special-purpose windows associated with text
heading displayed at the top of windows. These will be displayed when
a user has made a choice from the menu bar of the window.

(v) POP-UP WINDOWS

Pop-up windows appear or are displayed as the user makes a selection
on any of the pull-down menus. Once the user has made up the
selection, the pop-up window disappears.

N.B. The above combination of features are sometimes called WIMP

interface, i.e. Windows Icons Mice and Pull-down menus.

Other features are:

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(vi) TASK SWITCHING
Task switching is a feature that allows two or more programs to be run
at the same time. The user can switch from one program to the other
without having to wait for the relatively slow process of closing down
one program and starting up the other. Task switching is an efficient
way of working with the computer system.

(vii) MOVING A WINDOW

If a window does not occupy the whole of the area available to it, the
user can move the whole window to another position on the screen.

WHAT IS A DESKTOP?

When you start your computer, the first thing you see is the desktop. The
desktop is your work area.

Taskbar By default, the taskbar is located

on the bottom edge of the
desktop. You can click the taskbar
and drag it to other locations. The
Start button, active program
buttons, icons for quick access to
programs, and the current time
are located on the taskbar.

My Computer The My Computer icon provides

access to the resources on your
computer. You can access your

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 drives and other peripherals by
clicking on the My Computer icon.

Internet Explorer The Internet Explorer icon

launches the Internet Explorer
browser.

The Recycle Bin When you delete an object,

Windows XP sends it to the
Recycle Bin. You can restore
objects that are located in the
Recycle Bin or you can
permanently delete them.

Shortcut icon Icons with an arrow in the lower

left corner are shortcut icons.
Click the icon for quick access to
the object they represent
(program, document, printer, and
so on).

Program, folder, and Program, folder, and document

document icons icons do not have an arrow in the
lower left corner. They represent
the actual object and provide
direct access to the object.

How do I 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.

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 3. Click the Turn Off icon. Your computer will shut down.

How do I 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.

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

How do I 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 do I 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 do I 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 do I 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 do I 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.

Field Entry Type

All or part of the file Enter the filename, the first few letters of the
(document) name: filename, or any letters found in the filename. Use
the * as a wild card. For example, to find all of the
Computer name: files that begin with r and end in the
extension .doc, enter r*.doc. To find files that
begin with resume and have any extension, enter
resume.*.

If you are looking for a file that has a specific word

or phrase in the filename, enter the word or
phrase in this field.

A word or phrase in the file: If you are looking for a file that has a specific word or
phrase in the file, enter the word or phrase in this field.

Look In: Select the drive or folder you want to search.

Specify Dates: Select from Modified, Created, or Last Accessed.

Select Modified to find all files modified since the date
criteria you enter, select Created to find all files

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 created since the date criteria you enter, or select Last
Accessed to find all files accessed since the date
criteria you enter.

Between/During the Previous Specify the date search criteria you want to use.
Between allows you to search for files modified,
created, or accessed between two dates. During allows
you to search for files modified, created, or accessed
during the previous number of days or months you
specify.

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 do I 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.

What is a desktop shortcut?

A desktop shortcut, usually represented by an icon, is a small file that points

to a program, folder, document, or Internet location. Clicking on a shortcut
icon takes you directly to the object to which the shortcut points. Shortcut
icons contain a small arrow in their lower left corner. Shortcuts are merely
pointers and deleting a shortcut will not delete the item to which the
shortcut points.

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How do I 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.

To create a shortcut to items visible in Windows Explorer:

1. Open Windows Explorer.

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

UNIT 2

APPLICATIONS SOFTWARE

Definition sumptuously

Applications Software is software that is designed or written to solve the

user’s business application needs. There are two basic types of applications
software namely:

(a) SPECIFIC OR SPECIALIST APPLICATIONS SOFTWARE

These are programs together with associated documentation designed to carry
out specific or particular tasks, e.g. stock control, payroll, sales accounting, etc.

(b) GENERAL APPLICATIONS SOFTWARE

These are programs together with associated documentation designed to be flexible

and applicable to a wide range of tasks. Such packages include:

(i) Word processors e.g. Microsoft Word

(ii) Spreadsheets e.g. Microsoft Excel

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(iii) Databases e.g. Microsoft Access

(iv) Graphics e.g. Microsoft Publisher

(v) Integrated packages (packages that have a combination of facilities),

e.g. Lotus 1-2-3 combines spreadsheet, business graphics and data
management.

2.2 APPLICATIONS SOFTWARE - WORDPROCESSING PROGRAMS

Word processing programs provide many facilities for the entry, storage,
manipulation and printing of text. Word processing programs can be used for a wide
range of applications which include business and personal letters, memos, articles,
newsletters, brochures, reports, curriculum vitae, etc.

Some examples of word processing programs are Microsoft Word (different

versions, e.g. 97/2000/XP), WordPerfect, WordStar, Lotus AmiPro, Professional
Write, etc.

2.3 WORPROCESSING FEATURES

Word processing programs provide a variety of features that can be used when
creating various documents. Some of the main features are:

SPELL CHECKER

Word processors have in-built dictionaries. The spell checker identifies as misspelled
any word that does not appear in the dictionary. Most spell checkers allow words to
be added to the dictionary. Thereafter, the added words will no longer be identified
as misspellings.

GRAMMAR CHECKER

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Grammar checker facility will check the grammar of the sentences in the document.
Any statement that appears to be grammatically incorrect will be highlighted for
correction.

THESAURUS

The thesaurus facility allows meanings of words to be checked and the word
processor suggests alternatives. When used carefully, this facility can lead to the
production of documents that are rich in vocabulary.

WORDWRAP

During typing, this facility enables words to move automatically to the start of a
new line if there is insufficient space for them on the right margin. The ENTER key is
only pressed once at the end of a paragraph or heading or when creating blank
lines. This allows the user to fully concentrate on the typing work.

SCROLLING

In the scrolling mode, one can view various parts of a document. In windows based
systems, scroll bars are used, otherwise, appropriate keyboard keys such as cursor
movement keys can be used.

EDITING

Editing means making changes to a document file. Such changes can be adding
(inserting) or deleting text. The delete and backspace keys can be used for deleting.
Marking, copying, cutting and pasting can also be used for adding text and
graphics.

COPY AND PASTE

In some cases, certain parts of a document need to be repeated several times.

Instead of typing the same part of the document many times, the user types it only
once and then uses the copy facility to copy it and paste it wherever it is needed in
the document. One can also copy from one document and paste it other documents.

CUT AND PASTE

Cut and paste facility is sometimes called Moving facility and it functions almost in
the same way as the copy facility. However, instead of making duplicates of certain
parts of a document, you simply move them from one part of a document to
another.

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FORMATTING

Text Or paragraphs can be aligned left with a straight left margin and a ragged right
margin or it can be justified so that it has a straight left and right margins or it can
right aligned with a straight right margin only or it can be centred. Other activities
that can be done under formatting include underlining text, emboldening text,
changing font and font-sizes, adding bullets, adding borders and change columns of
the document.

SEARCH OR FIND

In some cases, documents that users type become overwhelmingly large so that
looking for a word, phrase or sentence can consume a lot of time. The search or find
facility helps users to search or find the occurrences of a particular character, word,
phrase or an entire sentence. If the search is successful, the item being searched
for will be highlighted. The facility can then be instructed to find more occurrences
of the same item if need be.

SEARCH AND REPLACE

This facility works almost like the search or find facility. When it has found the item,
it replaces it with another item that the user has specified. For example, this facility
can be useful when trying to change a word, phrase or sentence that has been used
throughout a large document. The facility can operate in automatic or non-
automatic mode. In non-automatic mode, when the facility finds the required item,
it asks the user to confirm whether or not the item should be replaced. In automatic
mode, the replacement is done without the consent from the user.

UNDO OPTION

Undo facility helps to reverse the previous operation. This is very handy in cases
when one mistakenly performs a wrong operation. The user simply clicks the undo
button to undo the wrong operation and the mistake is reversed. Some packages
allow the reversal of the last operation only once, but others allow three or more
previous operations to be done. The opposite facility of undo facility is the REDO
facility.

The redo facility repeats the last operation performed by the user. Some word
processing programs will allow the user to repeat once or more times.

GRAPHICS

Latest word processing programs have the ability and capability to display graphics.
Some can accept pure graphics scanned and developed by other packages. These
can be mixed with documents and then printed. This is one of the features that

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make the gap between word processing programs and desktop publishing programs
to become narrower.

MAIL MERGE

A mail merge facility allows the printing of multiple copies of a standard letter with
the automatic insertion of the addressee’s name and other address details. The
name and address details of the addresses can be entered into a special file within
the word processing program. If a company wishes to invite one hundred of its
customers to some event, only one standard letter is written or typed and then the
addresses of each invited customer. The standard letter and the each of the
addresses are then merged to produce a letter for each addressee. This facility
saves a lot of time.

2.4 MERITS OF WORD PROCESSING

Word processing has many benefits over the older text preparation methods of
using manual or electric typewriters.

 Easy editing and formatting makes text preparation more efficient and improve
the quality of the final output. A document can be proofread on screen and
automatically checked for spelling mistakes before it is printed.
 Once entered, text can be output in different formats and printing styles. Also
different printing styles can be used within one document.
 Facilities for automatic page numbering, the printing of standard headers or
footers on each page.
 Printing of multiple copies, all of the same high quality.
 Documents can be stored and printed at any future time without any additional
effort or they can be modified and then printed.

Exercise

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UNIT 3

3.1 APPLICATIONS SOFTWARE - SPREADSHEETS

Spreadsheets are popular examples of a general applications software package.

They are general-purpose programs that can be used for tasks that arise in a
variety of different applications involving calculations in rows and columns.
Spreadsheets are designed to manipulate numerical data. The spreadsheet display
resembles a very sheet of paper that has been ruled into rows and columns. The
intersection of rows and columns are referred to as CELLS each of which is capable
of containing one of the three kinds of data or information namely:

1. Some text or label (consisting of alphanumeric characters)

2. A number
3. A formula that usually will make reference to each cells.

Each cell in the spreadsheet has a cell reference such as B3, which would mean
column B row 3. A typical spreadsheet can contain 65536 rows (numbered 1,2,3…
etc) and 256 columns (labelled A, B, C, ……. AA, AB, AC, etc). Examples of
spreadsheet packages include:

1. Visicalc
2. Lotus 1-2-3
3. SuperCalc
4. Quattro
5. Microsoft Excel

3.2 SPREADSHHET APPLICATIONS

Spreadsheet programs are extensively used in businesses for financial operations.

Some example applications of spreadsheet programs are:

1) Analysing statistics
2) Petty Cash recording and totalling
3) Balance Sheet and consolidation

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4) Cash flow analysis and forecasting
5) General Ledger
6) Inventory records
7) Market share analysis and planning
8) Profit projections
9) Budgeting and control
10) Sales projections and records
11) Tax (VAT) calculations

3.3 SPREADSHEET FEATURES

Some of the typical features of spreadsheet packages include:

1) PRINT COMMANDS
The package allows printing the contents of the spreadsheet in total or in part
with or without the spreadsheet row and column labels, e.g. printing a finalised
balance sheet.

2) EDITING FACILITIES
The program allows alteration of anything on the spreadsheet. This is
particularly helpful for ‘What if?’ calculations. For instance, in the construction of
a balance sheet model you might want to know what net current assets would
be if taxation were K1, 000,000.00 instead of K800, 000.00. Using the editing
facilities, you just have to change the taxation figure, and then instruct the
computer to recalculate the entries in the spreadsheet on the basis of the new
figure. N.B. This ‘What if?’ manipulation of data, is probably the most important
facility in a spreadsheet package.

3) FACILITIES TO REARRANGE THE SPREADSHEET

(i) Insert a column or row at a desired spot. For example, you might wish to
split ‘debtors’ into ‘trade’ and ‘other’.
(ii) Move or copy a cell, row or column or range of cells elsewhere.
(iii) Delete a cell, row or column.

4) COPY AND PASTE FACILITY

The user can copy a formula down the column, i.e., copying or replicating
formula downwards or sideways throughout the spreadsheet.

5) FORMATTING THE SPREADSHEET

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 This facility helps to control the way in which headings and data can be
displayed. The cell entry can be centred, left or right aligned or justified or alter
the column widths or row widths, change the number of decimal places
displayed; money values can be prefixed by a “K” or “$” currency sign.
Individual formats can be selected globally, that is throughout the worksheet or
for a selected range of cells.

6) FUNCTIONS
This facility offers the user with categories of functions e.g. financial functions
(e.g. for depreciation, interest payment); Date and time; Mathematical and
trigonometrical functions; statistical functions; Database functions; Logical
functions (IF, AND, OR, TRUE, FALSE, etc), etc. For example; “=SUM (range)’
adds the contents of a specified range of cells; “=AVERAGE (range)”
calculates the average value held in a specified range of cells; “=SQRT (cell)”
returns the square root of a value in a specified cell.

7) MACROS
A macro is a program you write or record that stores a series of Microsoft Excel
commands that you can later use as a single command. Thus, groups of
regularly used key sequences can be stored and then executed by one key
press or in combination of keys. These can be helpful when the spreadsheet has
been tailored for a particular application that may be used by inexperienced
users.

8) DATABASE FACILITY
A spreadsheet package will usually provide a facility for sorting data either
alphabetically or numerically.

9) GRAPHICS FACILITY
Numeric data can be displayed in a variety of graphical forms including bar
charts, line graphs, scatter diagrams and pie charts. Some packages allow
direct graphical output while others allow numerical data to be exported to
another package for graph production.

10) CONSOLIDATION
Consolidation allows the merging of several worksheets into a summary sheet
whilst keeping the original worksheets intact. Consolidation adds together cells
with the same coordinates in the various worksheets.

12. INTEGRATING SPREADSHEETS

The ability to integrate electronic spreadsheets with other software applications
such as word-processing, database management programs and electronic cash
register systems is also an essential feature. Integrated software system

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 application enables users to access important data and enhance the
appearance of printed reports.

11) OTHER FACILITIES

These include amongst others, cell protection or worksheet protection facilities
to prevent alteration of certain entries or the alteration of individual columns
and the display of cell contents as formulae instead of the results of their
calculation.

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