Harmonized ICT Notes Small
Harmonized ICT Notes Small
BY
JACOB MUGABI JETHRO
ICT/ Computer Department Midland High School Buntaba Mukono
Tel: 0773822833/ 0757906118/ 0751870051
E-mail: [email protected]
©Copyright 2023
All rights reserved. No reproduction, copy or transmission of this book may
be made without the written permission of the owner. No paragraph of this
book may be copied or reproduced except with a written authorization of
the owner or in accordance with the copyright, design and patent Act or by
license granted by the owner. Anyone who does the contrary in relation to
this book may be liable to criminal and civil prosecution.
I
Table of Content
Introduction to ICT ........................................................................................ 1
Meaning of ICT ..................................................................................................... 1
ICT as a System ................................................................................................. 5
Common ICT Tools ............................................................................................. 6
Use/Application of ICT ...................................................................................... 7
Limitations/ Disadvantages of ICTs ................................................................. 12
ICTs and a Computers ..................................................................................... 13
Characteristics of Modern Computers .......................................................... 14
Computer System ........................................................................................... 15
Data and Information...................................................................................... 17
Information Processing Cycle .......................................................................... 19
ICT Safety Precautions .................................................................................... 20
Safety of User .............................................................................................. 20
Handling and Maintaining ICT Tools ............................................................... 21
Laboratory rules and regulations .................................................................... 23
User Manuals .................................................................................................. 25
Computer Hardware and System Startup .................................................... 29
Computer Hardware ....................................................................................... 30
Categories/ Types of Computer Hardware...................................................... 30
Input Devices .................................................................................................. 31
Processing Devices .......................................................................................... 35
Storage Devices and Storage Media ............................................................... 39
Output Hardware ......................................................................................... 42
Communication Devices ................................................................................. 45
Assembling a Computer System ................................................................... 47
Setting Up a Desktop Computer ..................................................................... 47
Starting and Shutting down a Computer System ........................................ 51
ICT File and Folder Management .................................................................. 55
File and Folders .............................................................................................. 55
Creating Files and folders ................................................................................ 57
Measurement of Storage Capacity.................................................................. 65
Word Processing I ....................................................................................... 70
Microsoft Word............................................................................................... 72
Formatting a Text in MS Word ........................................................................ 81
Working with Objects ..................................................................................... 87
Working with Tables in a Document ............................................................... 89
MICROSOFT EXCEL (Ms Excel) ......................................................................... 93
PRESENTATION SOFTWARE ........................................................................ 100
Microsoft power Point .................................................................................. 100
Information Access and Sharing ................................................................ 104
Using the Internet for Information Access .................................................... 105
The Electronic Mail (Email) ........................................................................... 110
ACKNOWLEDGEMENT
Writing this book has been an interesting task. Therefore it feels right if I
say that it was God’s mighty power, Grace, Wisdom and mercy that saw
me through this great task. Thank you Lord and may you bless the minds
that use this resource.
I wish to extend my sincere gratitude to the great Educated minded
people who helped me through the entire process of collecting
information, Revision, providing corrections and guidance during the
development of this book.
Thanks go to my current and former students of ICT for the experience
that I gain through teaching and interacting with you. This laid and
continues to lay a very big corner stone on the foundation for the
illustrations, language and examples used in this book. In a special way
let me thank the students of Midland High Sch. Buntaba, St. Johns High
School Kazo- Kampala, Vision High School Kawempe and Irma Pfeiffer
Bweya High School Entebbe. In the same way let me thank the Teachers
and Management of St. Johns High School – Kazo Kampala, most
especially Director Mr. Ariyo Wilberforce, for both financial and
professional support granted during the writing of this book.
Writing takes time, courage and love for the work, many people who
helped me through this process. Though am unable to thank all in person,
I Pray God blesses you all and bless all the people who use this Resource.
Our Hope is God’s Will !
Chapter 1
Introduction to ICT
Meaning of ICT
ICT stands for:
I – Information,
C – Communication
T - Technology
Information and communication technology
(ICT)
This consists of three terms, i.e., Information, Communication, and
Technology.
Information
These are facts provided or learned about something or someone.
Or
Information is what is conveyed or presented by a particular
arrangement.
OR
According to computer science, information refers to processed data that
makes meaning to the user.
For example the figure 1035 may be input as data, but when converted to
the format 10:35Am, you realize it is time.
Communication
Communication is the sending and receiving of information.
OR
Computer scientists define it as the electronic transfer of data and
information from one point to another.
Note: Whenever someone talks to you, calls you using a phone, write
to you a letter or even shows you a sign, then he/she is communicating.
Communication can only take place with two or more sides involved i.e
the sender and the receiver.
Technology
Technology comes from the word technique, which refers to the ways,
means, or methods of doing something.
In ICT therefore, Technology refers to the devices, tools, programs or
services used to create and manage information.
Technology includes:
Computers Internet
Smart phones Network equipment
Cameras Television sets and
Printers decoders, etc
OR
ICT refers to the range of hardware, software, media and network
infrastructure that enables, processing, storage and sharing of data and of
information.
ICT as a System
Remember when your P.L.E results were released by UNEB, you used a
Mobile phone to send an SMS message to 6600, and finally you received
your results on the phone as a message.
In this case, the P.L.E Results was the information you wanted, the SMS you
sent to 6600 was the communication method used and the Mobile phone
was the technology.
At the beginning of this chapter, you learnt about the meaning of ICT.
When we talk about ICT tools, we are referring to devices/ tools or
objects used in ICT.
As people need and use hammers, hoes, conveyor belts and pangas to
produce, process and manufacture food, they similarly use tools for data
capture and processing, information storage and communication.
Therefore, ICT tools are not one solid thing but rather a collection of several
electronic tools.
Common ICT Tools Include
Computers Internet
Smart phones Network equipment
Cameras Television sets and
Printers decoders, etc
Refer to figure 1.6 below;
1.
2.
3.
2. Which other ICT tools are used in our society apart from those in figure
1.6 above.
Use/Application of ICT
In all situations, the ICT devices are used by people or programmed by
people to simplify work.
In our society today, use of ICT is on the increase in all areas. ICTs are
used to collect and communicate information in our homes, schools,
hospitals, banking halls and many other places. ICTs are also used in
the entertainment industry, security, agriculture and transport.
(a) Homes
People use ICTs such as TVs in home for entertainment
ICT tools such as phones are used by family members for communication
Smart phones are used to capture/ record and share family moments
such as birthday parties etc
People use ICTs in homes to pay bills through the payment by phone
Harmonizing ICT | Lower Secondary Curriculum
8
(b) Education/schools
Education is one of the fields in society where ICT tools especially
computers are widely used. For instance:
(i) Students
Students use computers and appropriate software to learn at their
own pace. This learning is known as Computer Assisted Learning (CAL).
They use ICTs for study purposes as learning aids Eg during ICT lessons
Through use of ICTs such computers and internet, distance learning has
been possible.
ICTs are used in edutainment (i.e. They are used for educative
entertainment)
They are used by student researchers to quickly gather and analyze
experimental data.
Students also use computers to do school- related tasks like
designing posters during campaigns, publishing school newsletters
etc.
(ii) Teachers/Educators/Lecturers
Teachers use computers, projectors and other related IT equipment to
present teaching materials in a more interesting way.
They use them to do internet research and enrich their notes or to
keep up to date information
They use them to compile and analyze student‘s performance.
Computers are used to simulate experiments and other real life
situations that may be hazardous.
Schools use Internet and Websites to enable students, teachers and
parents interact
(iii) Education Support Staff
Computers are used in school libraries to take record of the stock
of books and the borrowers of the books.
School bursars use them to compile data concerning finances and
payments of institutions‘ students and staff and also to create statistical
documents that show the flow of funds in and out of the institution
They are used during fees payment eg. SchoolPay
(e) Transport:
All the known modes of transport use computers and other ICTS in one way or
another.
For Air transport, computers are used at the airports to take
record of all the flights and passengers for each and every place that
will fly off or land at that Airport.
Used for security check-Ups at the Airports, e.g. to check whether one
is smuggling in or out weapons for war, drugs, etc.
While inside the Aero plane, computers are used to give the pilot
sense of direction by indicating how high he is flying, the temperatures,
the pressure and weather conditions of the space in which he is flying.
They also show some physical features which could obstruct the planes
movements.
On the Roads, mostly on very busy road junctions, traffic Lights are
used to regulate the flow of traffic/ vehicles
In the cars, we have the speedometer, which determines the speed at
which the car is moving.
Modern technology has offered us Satellite-watched cars, i.e., at any
one time, the car can be located in any part of the World because the
Satellite keeps tracking it.
he sails. By showing the landscape of the sea bed, the captain is able to
draw the right direction and bearing in which he should sail the sheep
(f) Banking
1. As a way of solving the problem of standing in queues at the banking Hall,
new technologies which allow clients to draw their money from a
computerized Teller known as an ATM (Automated Teller Machine) was
invented. It is used to;
* Make deposits of cash and cheques
* Withdraw cash
* Transfer money between accounts
* Obtain account balances.
2. Computers are used to carry out online banking.
3. Keeping record of all the banks‘ clients in terms of their personal data,
account numbers, and their deposits and withdrawals on their respective
accounts.
4. They are used to run Magnetic Ink Character Recognition (MICR) to
process cheques.
(g) Industry
In many of the Industries, be it Large Scale, Small Scale or Heavy duty industries,
ICTs such as computers of all kinds are widely used for the daily operations of
such industries.
1. In Manufacturing Industries/Factories, Computers are used to make
the production and sometimes packaging processes faster. E.g. in a
Car Manufacturing Industry, there is a section where the size of tyres is
determined for each car and then fitted on the car, another section in
charge of seats and another in charge of fixing the dash boards, these
sections are all operated by robots.
2. They are used for communication with different industries and business
men.
3. They are used for research about new stock especially through the use
of the internet.
(i) Government
1) Computers are highly used in many government ministries such as
finance, education, etc, to store government records.
2) They are also used to improve the efficiency of work within the civil
service.
3) They are used for easy communication between governmental
institutions.
4) They are used for easy budgeting for governments.
ICTs in business
Most supermarkets, have adopted the
use of Electronic Point of Sales
(EPOS). If you have bought an item
from a shop and it is scanned to
determine the amount you need to
pay, you have used an EPOS. An
Electronic Point of Sales (EPOS) is self-
contained, computerized equipment
that performs all tasks of a store checkout counter.
1 . It allows payments by cash, bank or credit cards,
2. Verifies transactions and generates a sales receipt.
3. It also coordinates inventory data.
With this technology, the shop owners are able to know the items that
are bought most, what is left in the stores and the items that are running
out.
A computer is an electronic device that can input data, process it, store and
output information.
OR
A computer is an electronic device that accepts user input (data), processes it
under special instructions (programs), to produce a desired meaningful output
(information).
NOTE There is no individual part called a computer, but very many parts are
connected together to function as a complete system called a Computer. Parts
of a computer are shown in the figures below:
NOTE:
Information kept and viewed on a computer is called Soft Copy
Examples of Softcopy include;
Music or video file kept on a computer
Document stored on a computer or your flash
Image / photo stored on your phone or computer, etc.
Information printed on a paper or any surfaces is called Hard Copy
Examples of hardcopy include;
Any document printed on paper or any material eg; Text books
Images printed on paper or billboards
Plastic IDs, etc.
Computer System
A computer system consists of interrelated organs or parts which function
together for the computer to perform a given task.
OR
Is a collection of all computer components the work together to help in the
processing of data into information
Components of a Computer System
1. Hardware (Input, Output, storage, processing and communication
hardware)
2. Software
3. Data and information
4. Users (People/Human ware)
(i) Hardware
These are the parts of a computer that we can touch and see. They are the
physical and tangible Components of a computer.
Examples;
Monitor, keyboard, mouse, system unit. Etc
Hardware is important because it carries out the
- in putting, - out putting
- processing, - Communications of the
- storage, systems
(ii) Software
Software are electronic instructions that tell the computer how to perform a
task.
OR
Harmonizing ICT | Lower Secondary Curriculum
16
These are a series of programs (instructions) that tell the computer what to
do and how to do it.
Types of Software
1. System software eg; Operating system, Utility programs and
programming languages
2. Application software, e.g; Word processors, Spreadsheets and
presentation software
Importance of users
Helps in data entry
Manipulates and manages the computer system
Programming the computer
Administering the network
Analyzing, repairing and servicing the computer system, etc.
Processing
Information
Figure 10 Data and Information Cycle
Importance of information
· In all organizations, managers depend on information to make decisions.
· They also base on information when planning for the organizations.
· Information is based on when analyzing their performance.
· Information is depended to forecast the likely outcomes of certain
actions.
· Information helps in discovering the past, present and future.
Safety of User
Users spend a lot of time sitting while using their computers. This prolonged
use of computers may cause them health risks such as:
1) Lower back pain
2) Eye problems
3) Wrist pain
4) Repetitive strain injury (RSI)
5) Headache and,
6) Tiredness, etc.
It is therefore
recommended
that the user
should ensure
Computer
Ergonomics
Ergonomics is
the is the practice
that addresses
ways setup your
computers and
workplace to
reduce the risks of
their use
Below is an
Taking care of your ICT Tools is just as important as taking care of your body.
The internal and external parts of the computer and other ICTs have to be
cared for.
Taking care of ICT tools is supposed to be done by all people who use them.
However, as a learner you cannot do all care and safety activities.
Activities that require one to open up these tools are left to people who
have undergone specialized training on how to do it. Poor usage of ICTs
may expose them to:
i) Natural disasters such as rain, lightening, etc
ii) Theft
iii) Misuse of information through hacking
iv) Malicious software attacks such as viruses
v) Data corruption and loss, etc.
As an ICT user, there are certain tasks you can perform to ensure your ICT
tools are clean and safe.
These include:
1. Keep dust away: Dust your computer to keep it free of dust and dirt.
2. Keep food away: Do not eat or drink while working on the computer.
3. Use clean and dry hands: Make sure your hands are clean before you
type on the keyboard of click the mouse.
4. Treat with respect: If you are having problems with your computer,
ask for help. Do not bang or hit the computer.
5. Keep the Computer off power during a storm: When a computer
is connected to electricity during a heavy downpour, there is a
possibility of lightning being conducted to your computer through
the electrical connection. For this reason, it is best not to use your
computer during a storm.
6. Stop virus attack: A computer virus is a program written by a person
on purpose to harm other peoples’ computers.
A computer virus is passed from one computer o another when you
share and download files without the protection of antivirus
software.
For this reason, you should install antiviruses or get permission
before downloading files while using :ab computers.
7. Handle with care: The way you handle your ICTs will determine how
long they will last.
8. Frequently Update software: Always download and update the software
on your computer to allow it run efficiently
9. Only allow qualified technicians to carry out your computer servicing and
maintenance
Air conditioner
Form Cleaner
Works as power
UPS backup for the
computers to prevent
(Uninterruptable
abrupt power loss.
Power Supply)
It also regulates power
to the computer
Stops the fire in case of a fire
outbreak in the Computer room
Fire Extinguisher
User Manuals
A user guide or user's guide, also commonly known as a manual, is a
technical document that gives assistance to people using a particular
system.
A User guide shown in figure below contains instructions on installing,
using, or troubleshooting a hardware or software product.
Quick Check
Copy and complete the puzzle below to check your understanding.
Across Down
3. Programs used by a computer (8) 1. Technologies can mean this (4)
6. Most ICT devices have this component 2. Data entered into a computer is.... (5)
(8) 3. Computer Instructions or commands
7. Information Communications (10)
Technology (3) 4. Changing data into information (10)
8. A printed document on paper (8) 5. Proper turning off of a computer (10)
9. Physical part of a computer (8) 10. Science of designing tools while
12. This is processed data (11) considering user capabilities (10)
15. One of the famous social media 11. A place where learners go for
platforms. (8) computer practical (3)
16. A video call communication tool on the 13 is information viewed on a computer
Internet (5) screen (6)
16. Short form of International Network (8) 14. Human ware simply
means
19 ……….. is one of the major input devices (8)
18. Supermarkets use this device to bill
their customers (4)
Activity of Integration
Your school’s population has grown too big in recent days that the
existing class rooms are not enough. Your Head teacher wanted some
students to study from home for this term as the school tries to build
more structure.
1. Advice the Head teacher on the necessary ICT tools to be used and
what each tool will be used to solve the problem
2. Which other areas do you think the ICT solutions mentioned in (1)
above can be used?
3. How best can the teachers, Students and ICT tools be kept safe as
they interact during this period?
Chapter Summary
In this chapter, you have learnt about:
1. The meaning of ICT
2. Common ICTs at workplaces and their uses
3. Application of ICTs in our daily lives
4. Handling and maintaining of ICT tools
5. ICT safety precautions and Security threats
Chapter 2
Computer Hardware and System Startup
Introduction
In this chapter you will learn about the physical parts of the computer
and their use in everyday life. Different parts of a computer are assembled
to make a complete computer.
Some of the hardware parts are internal components (within the system
case) while others are peripherals (externally connected to the system
Harmonizing ICT | Lower Secondary Curriculum
Computer Hardware and System Startup 30
Computer Hardware
Hardware devices are the physical and tangible components of a computer.
Hardware comprises the parts of a computer we can touch. Have you ever used
a desktop computer? You realize that there is not any single part called a
computer. Generally, a computer is a system of many parts working
together as shown in figure 13 above.
Storage
Devices
Input Devices
Input devices are used for entering data into the computer. After data
input, other processes can follow.
Input devices include the following among others
1. Keyboard
2. Mouse
3. Touch screen
4. Biometric input, etc.
Keyboard
A keyboard is one of the primary input devices of a computer. It is used to
enter data and instruction/ commands.
Users also use keyboards to types texts or words and numbers into a computer.
Parts of a Keyboard
Control Keys
Keys on the keyboard can be divided into several groups based on function.
Parts of the keyboard include:
Typing (alphanumeric) keys. These keys include the Alphabetical letters,
number, punctuation, and symbol keys as found on a traditional typewriter.
Control keys. These keys are used alone or in combination with other keys
to perform certain actions.
Function keys. The function keys are used to perform specific tasks. They
are labeled as F1 to F12. The functionality of these keys differs from program
to program.
Navigation keys. These keys are used for moving around in documents or
webpages and editing text. They include the arrow keys, Home, End, Page
Up, Page Down, Delete, and Insert.
Numeric keypad. The numeric keypad is handy for entering numbers
quickly. The keys are grouped together in a block like a conventional
calculator or adding machine.
The following illustration shows how these keys are arranged on a typical
keyboard. Your keyboard layout might be different.
Mouse
This is an input device that controls the movement of the
cursor or pointer on the screen.
It acts as the electronic finger of the computer on the
screen
Parts of a desktop mouse
Right button
Left mouse
button
Scroll button
USB
Connector
Types of Mice
There are several types of mice which include
Wired Mouse. A wired mouse connects directly to your desktop or laptop,
usually through a USB port
Wireless Mouse. Wireless mice transmit radio signals to a receiver connected to
your computer.
Trackball Mouse. It senses movement by rotating the ball with the thumb or
palms of the hand rather than turning the entire mouse around.
Touchpad mouse. It allows the user to move a cursor/ pointer with their finger
The following are the functions of a mouse:
Pointing. This allows the user to position the cursor/ pointer on an item
Clicking. This the pressing of the left mouse button once
Harmonizing ICT | Lower Secondary Curriculum
Computer Hardware and System Startup 34
Biometric devices
A biometric device is an input device that identifies a personal body part and
converts it into a digital code that is compared with a digital code stored in the
computer.
Examples of Biometric devices
include;
Fingerprint scanner
Facial scanner
Iris/ retina recognition
Voice recognition
Touch Screen
A touch screen is a touch-sensitive display device that works as both an input
and output. User can interact with these devices by touching areas of the
screen
Processing Devices
Processing devices are parts of a computer that convert data into information.
The major processing device is called the CPU which acts as the brain of the
computer
Some processing devices include;
1. CPU (Central Processing Unit)/ Microprocessor
2. Motherboard
Central Processing Unit (CPU)
This is a chip that controls and executes all computer operations. It is some times
referred to as the microprocessor or simply the processor.
The higher the processor speed the faster the computer in its operations.
Processor speed is measured in Hertz (Hz)
OR
The motherboard, is a single circuit board that provides the path through which
the processor communicates with memory components, other components,
and peripheral devices.
Internal components such as the CPU, RAM chips, Hard disk and all external
components such as Keyboard, Monitor, Mouse, Printer are connected together
through the motherboard
Its sometimes known as the Backbone of the computer
Peripheral devices
These are external devices which are connected to the computer for specific
functions.
They are not inside the system case but are connected to the motherboard
through ports
A Port is a space on the system case where peripheral devices are connected
Common ports include;
1. VGA port 2. USB port 3. HDMI port
4. Ethernet port 5. Sound/ audio port 6. Serial port, etc.
These are used for storing data or information for future use.
The storage devices can be inside the computer itself (internal) or can be put
outside (external) of the computer.
examples.
Secondary Storage. These store data permanently unless intentionally
deleted by the user. They can be removed from the computer or
connected externally, eg. Hard disk drive, Flash disk, CD/DVDs, etc.
Disadvantages of HDD
Relies on moving parts which makes it slow.
The disk surface can be damaged due to movements.
Heavy power consumption.
It is noisy because of the moving parts.
Slower read and write speed than SSD.
The regular head can crash and damage the surface of the disk.
If a hard disk crashes the computer will not work and your data will lose.
This disk is inside in computer so it can not easily be transferred to another
computer.
If it eventually fails, the whole computer stops working at the same
moment or at that time.
External Hard
A CD Flash disk & Memory cards Disk
Output Hardware
Output devices are used for present or display information.
Output can be in form of a soft copy or hard copy.
Softcopy is the electronic form of data or information e.g. Information displayed
on the computer screen or projector or any display device or any information
kept on a computer.
Advantages of Soft copy include;
Can easily be transported or shared from one computer to another
Can easily be modified and edited
Not prone to physical damage such as rain, moisture, etc.
Can be secured with passwords and other forms of data protection
Saves materials such as paper that could be used to print
Disadvantages of soft copy may be;
Can easily be hacked
Requires a computer to read it
Prone to virus attacks
Doesn’t support computer illiterate
Hard copy is any form of information that is printed on a media, paper or any
physical surface.
Advantages of a hardcopy include;
It cannot easily be changed without trace.
It can be read off-line without a computer.
It doesn‘t require computer devices in order to read the output hence
becoming cheap.
Hardcopies last longer if stored in a safe place compared to a softcopy
which must all the time be changed with the technological developments
taking place.
Hardcopies cannot be attacked by viruses as the case with the softcopy.
Examples of output devices
Monitors Projectors Printers Speaker, etc.
Monitors
Monitors are the major output devices that display information on a screen.
Monitors can display images, texts, graphics and videos, etc.
There are two major types of monitors, that is;
1. Flat panel monitors ( Liquid crystal display LCD)
2. Cathode ray tube monitors (CRT)
Projector
A projector is an output device that displays images by projecting light onto a
large surface, such as a white screen or wall.
Harmonizing ICT | Lower Secondary Curriculum
Computer Hardware and System Startup 44
Speakers
These are audio output devices used to produce sound.
Most personal computers have a small internal speaker that usually outputs only
low-quality sound.
For this reason, many personal computer users add external speaker systems for
better quality sound output
Printers
A printer is an output device that produces text and graphics on a physical
medium such as paper.
Printed information is called hard copy.
It exists physically and in a more permanent form.
Communication Devices
In a computer system, different hardware must communicate in order for them
to work as a system. The communication can be internal within a computer or
external between computing devices.
Communication devices are needed to help connect these systems
USB Modem
Step 3
Connect one end of the cable to the monitor port on the back of the
computer case and the other end to the monitor.
Step 4
Unpack the keyboard and determine whether it uses a USB (rectangular)
connector or a PS/2 (round) connector. Connect it the right port
Step 5
Unpack the mouse and determine whether it uses a USB or PS/2 connector and
connect it to the right port.
If you have a wireless mouse or keyboard, you may need to connect the USB
adapter to your computer.
Step 6
If you have external speakers or headphones, you
can connect them to your computer's audio port
(either on the front or back of the computer case).
Many computers have color-coded ports. Speakers
to read the instructions below, since laptops and desktops generally use the
same types of connections.
1 2
3 4
Quick Check
Puzzle: Computer hardware and system start-up
Copy and complete the puzzle below to check your understanding.
Activity of Integration 2
Your School is planning to have a careers day to sensitise S.1
the of The 100
of S.1 will in the main hall which has a power
supply. The career’s will pictures and videos
showing areas where various are
Task
Advise the career’s on which devices
will be how they work to her to
the
Computer Peripherals
Assembling a Computer System
Starting and Shutting down a computer
Chapter 3
ICT File and Folder Management
Introduction
File management is about arranging your work on a computer in a way
that makes it easy to use and access/ find. While working with your
computer programs, you create and save files, such as letters, drawings,
or budgets in an organized way. You use folders to group related files, as
with paper folders in a file cabinet.
Files
Folders
Filenames are made up of two parts; File name and file extension.
The name can be up to 256 characters long, including spaces while
the file extension is determined by the application being used.
File Name and File Extension
A File Name is a set of characters that are used to identify a given file.
However some symbols like “ * : <>? \ | / are not allowed in file names.
File Extension is the end part of a file name separated by a dot that
represents the program/ application the file is associated with
Some examples of file extensions are shown in the table below.
Application/ File format File extension
Microsoft Word/ Word processor .doc / .docx
Microsoft PowerPoint/ Presentation
.ppt / .pptx
software
MS Excel .xls
.mp4/ .avi/ .3gp/ .mkv/
Video file
.mpeg/ .vob etc.
Portable Document Format eg. Adobe
.pdf
Reader
Files and folders can be stored on various storage media such as Flash
disks and Hard disks and Compact Discs etc.
Advantages of file management are
Helps the user to keep related files in one place
Reduces delay as the user can easily identify and find his files
Gives the user control over who can access his information
Helps the user to easily organize his information
The user can easily share his files
The user can create, and manage his files through file
management
1. What challenge can a person face wile dealing with his files
2. Why should your class teacher organize his files well
3. Differentiate between physical and computer files
4. Why do you think folders are a good practice for the user to keep their
files
5. With the guidance of tour teacher, try to check the properties of any
computer file and identify the program it is associated with
3. A New Folder appears, delete the default name “New folder” and type
in a desired name and press Enter
Creating a folder in any other location
1. Go to the location where you want to create the folder
2. Right click in the blank space and the menu will appear
3. Select New and click on Folder
4. A folder icon will appear, rename it and press Enter
Creating Files
1. Open the folder you created and Right click in blank space
2. Go to New and click on any file type you wish to create
3. A file icon will be created and rename it as intended
This organization will make files easier to find and backing up your files will
involve copying the folder to the backup device.
Method 3:
A folder can be created while
saving a file in a computer
application.
1 . In Microsoft Word, click the Office button/ File and choose Save As and
Word Document
2. Browse to the required folder and click the Create New Folder button.
3. Name the folder and Double-click it to open it. Save the file in the new
folder.
3. To select consecutive files, click the first file, hold down the Shift key and
select the last file. The files in between are automatically selected.
4. To select non-consecutive files, hold down the Ctrl key and select the
files in turn.
5. To select all the files in a folder, click the Home and choose Select All or
Press Ctrl + A
Note: The above procedures apply equally to groups of folders.
These procedures are tried in Microsoft windows, they may not apply to
different Operating systems
Note: The files are copied to an area of the memory called Clipboard.
3. Browse to the destination folder, right-click it and choose Paste.
Renaming Files/Folders
Files must be renamed individually. To rename a file, right-click it and
choose Rename. Type the new name and press Return or click away from
the file.
Deleting Files
Select the files to be deleted. Right-click the selected file and choose delete
from the menu. Click the Yes button in the dialog box.
3. To Undelete the folder, right-click the recycle bin and choose Open.
4. From the Recycle bin, choose Right Click the file/ folder and click restore
to restore it to its original location as it gets out of the recycle bin.
For example, the file “Path” is in the DIT folder as shown in Figure below
In case the DIT folder had a sub folder called Cleaning in which the file is
placed, the file path would appear as:
"C:\Desktop\DIT\Cleaning\path.docx"
Other folder properties can be got from right-clicking a file or folder and
then selecting 'Properties'
One hard disk can be partitioned into several logical storage divisions
Solutions:
1. (a) COMPUTER = 8 Characters
But 1 character = 8 bits
↔8characters = 8x8
=64 bits
=4.8828125 MB
Activity of Integration
Task:
How can you advise this researcher to have her work sent to
the supervisor without physically going back to her friend
Task:
a) Describe how the project data could be transferred from
the hard disk onto the CDs provided by the student.
b) How many CDs full of data do you think the student used?
Give reasons for you answer.
Chapter 4
Word Processing I
Introduction
Word processing is a very important skill for you if you are aiming at becoming
computer literate. Once you have learnt how to word process, you will be in
position to use word processing software (e.g. MS Word) appropriately to
create, edit and print documents.
There are specialized programs which you can use to word process. Such
programs are called word processors. A word processor has numerous
features whose uses you need to understand if you are to use it appropriately.
Microsoft Word
Microsoft Office Word is one of the most commonly used word processing
software. Different versions of Microsoft Office Word include MS Word 2007,
2010, 2013, 2016, 2019 and 365. In this book we are going to demonstrate using
Microsoft Office Word 2007 Platform.
Start
2. Click All App or go to the Search Box and type Word and the MS
Word 2016 icon will appear
Search Box
Click on
the Word
Icon to
open
3. The word window will open with several templates. However there is a
blank template that you can select to start typing a fresh document.
See figure below
Title bar. This displays the document name, followed by a program name.
Menu bar. This contains a list of options to manage and customize
documents.
Standard toolbar. This contains shortcut buttons for the most popular
commands its some times called Quick Access Tool Bar
Formatting toolbar. This contains buttons that are used for formatting and
contains command groups
Ruler. This is used to set margins, indents, and tabs.
Insertion point. This is the location where the next character appears.
End-of-document marker. This indicates the end of the document.
Help. This provides quick access to Help topics.
Scroll bars. These are used to view parts of the document.
Status bar. This displays the position of the insertion point and working mode
buttons.
Task pane. This provides easy access to commonly used menus, buttons, and
tools.
View buttons. This changes the layout view of the document to Normal view,
Web Layout view, Reading Layout view, Print Layout view, Outline view, and
Full Screen view.
Office Assistant. This links to the Microsoft Office Help feature.
Views in Word 2016
In order to provide various ways in which to view your work in progress and
remain organized, Word 2016 offers different views for your document. These
are; Normal view, Web Layout view, Reading Layout view, Print Layout
view, Outline view, and Full Screen view.
Normal view is best used for typing, editing, formatting, and proofreading. It
provides a maximum amount of space without rulers or page numbers
cluttering your view.
Web Layout view shows you what your text will look like on a webpage.
Reading Layout view is best for documents you do not need to edit. The
goal of this view is to increase legibility so users can read documents easily.
Print Layout view shows you what your document will look like when it is
printed. Under Print Layout view, you can see all elements of the page. Print
Preview shows you this as well.
Outline view is used to create and edit outlines. Outline view only shows the
headings in a document. This view is particularly handy when making notes.
Full Screen view displays ONLY the document you are working on. All other
pieces of the Word window are removed except for one button, which allows
you to Close View Screen.
Features of Word processor
Editing
It is the process of making changes to the existing content of a document.
This involves correcting some error, adding or removing some information
and making adjustment to the document
Formatting
It is the process of making changes to the appearance of a document.
Harmonizing ICT | Lower Secondary Curriculum
Word Processing 1 76
Levels of formatting
Character formatting;
This involves changing the font, font size, or font style of the text. It involves
applying the boldface, italics and underline text.
Paragraphs formatting;
Involves changing the alignment of text, line spacing, indenting text, tab
settings and boarders.
Section formatting;
It lets you specify page numbers, headers and footers for different sections
or chapters of a document.
Document formatting;
It helps you specify the overall page layout for printing.
It involves choosing the paper size (letter, legal, A4, A3), page orientation
(portrait or landscape), changing page margins (top, down, left or right) and
the distances between the main body of text and the edges of the paper.
Shortcut Use
F5 Displays the Go To dialog box.
Moves the text cursor to the next line but does not start a
Shift+Enter:
new paragraph or insert a paragraph mark.
Ctrl+left arrow: Moves the text cursor to the beginning of the word.
Ctrl+Shift+Left Moves the text cursor to the left and selects text as it
arrow: moves by highlighting the text.
Ctrl+Right arrow: Moves the text cursor to the end of the word.
Ctrl+Shift+right Moves the text cursor to the right and selects text as it
arrow: moves by highlighting the text.
Home: Goes to the beginning of the current line.
3. Copy that text typed above and pasted on the same document until
you make 3 pages
4. Practice using a mouse under scroll bar to move through the document
from page one to Page 3 repeat navigating through the document using
arrow keys. Hopes are how they text moves around screen. You can also
click your mouth within the document to press the insertion point where
you want.
5. Practice using keyboard shortcuts to navigate the document.
Tip: Save your file immediately after creating it to prevent the possibility of
losing it later due to power failure.
Working with Texts in a word document
Activity 4.4: Working with Texts
The cyclone had set the house down very gently for a cyclone in the midst of
a country of marvellous beauty. There were lovely patches of greensward all
about, with stately trees bearing rich and luscious fruits. A little way off was a
small brock rushing and sparkling along between green banks, and
murmuring in a voice very grateful to a little girl who had lived so long on the
dry, gray prairies.
Selecting text
2. Move your cursor next to the text you want to select.
3. Left-click and while holding down, drag the mouse over the text
you want to select.
4. Release the mouse button. You will have selected the text. A
highlighted box will appear over the selected text.
Deleting text
8. Place your cursor next to the text you want to delete.
9. Press the Backspace key on your keyboard to delete text to
Undo Red
o
Tip: You can also specify your own font size by clicking in the Font Size field
and typing in the size that you want and then press ENTER.
Bolding, italicizing and underlining
This allows you to make the selected text bold, Italic, or Underlined
Alignment of Text
This is the text position from the Margin
By default, paragraphs are usually left-aligned: the left margin is straight,
Using bullets
First, type the points that you want to bullet, one under another.
Make sure you create them as individual paragraphs by pressing
[ENTER] after typing each point.
Select the paragraphs that you would like to bullet.
Tip: The drop-down arrow on the right of the Bullets button allows you to
choose from different bullet styles.
Creating a Numbered List
Instead of clicking the Bullets button, click the Numbering
button just next to it. The best thing about Word numbering
is that the numbers adjust themselves automatically when you edit the
text.
Tip: To end a bulleted or numbered list, just press [ENTER] twice.
Page Layout
All along you have been using the default settings of your word processor.
You are now going to learn how to change these settings to suit your
document requirements. In the next set of activities you will learn how to
change the margins, document orientation, use columns in your
document as well as adjust the line spacing of text.
Page Orientation allows you the change the document to either Land
scape or Portrait
Margins are the white spaces from the page edges to the content of the
document
Activity 4.6: Changing Orientation
The margins of the document determine the amount of text area for
your document. To change your margins:
1. Select the Page Layout tab.
2. Click the Margins command. A menu of options appears.
Normal is selected by default.
3. Left-click the predefined margin size you want
You can also change the page margins by clicking on the custom margins
from the menu. The page set up dialogue box appears from which you use
the arrows or directly type in the desired margin sizes.
Using Columns
This allows you arrange your text in columns
like in most newspapers, magazines,
academic journals, newsletters. The
default settings your word processor has
one column.
In case Word does not make any suggestions, then check whether
maybe you left out a space after a period or comma. Please note that
there are many proper nouns and specialist terms that Word does not
recognize.
Tip: A wavy red line does not always mean that you have made a mistake!
section, you will add information to your text in form of objects. You will
learn how to add images/pictures, tables, charts smart arts, screenshots
and illustrations.
Inserting Images/ Picture
1. Click in the location where you
wish to insert the image and go
to Insert on the menu Bar
2. The select picture
3. Choose the location where the
image is found
4. Select the image and click on
Insert
Formatting Images/Pictures
Most times, images inserted may need some adjustments to fit properly into
spaces where they are inserted. This can be done in various ways including
cropping and compressing the images. When you crop an image, part of it is
removed. Cropping may be helpful when a picture has a lot of content and you
want to focus on only part of it.
Cropping images
1. Select the image you want to crop. The Format tab appears.
2. On the Format tab, click the Crop command.
3. Cropping handles will appear around the image. Click, hold, and
drag a handle to crop the image.
5. Click the Crop command to deselect the crop tool.
Note: The mouse pointer appearance may vary from MS Word version to
version.
Compressing Images
If you use large pictures in a document, its file size increases rapidly.
As a result it may be difficult to share such a file via the Internet. You
size (if you hold down the mouse button, the table is drawn when you
release it).
Tip: You do not have to set up the number of rows required when you first
create a table as Word will automatically add extra rows for you as you type.
4. To move out of the table, press <Ctrl+End> or use the <down arrow>
key several times – the Table Tools tabs disappear, showing that you are
no longer in the table.
5. Press <Enter> for a blank line.
Printing a Document
This allows you to produce a hard copy of the document on paper using a
printer. To print your document
1. Ensure that the document you want to print is open, the printer is
properly connected and its drivers properly installed on your computer
2. Click on file and select print or press Ctrl+P on the keyboard
3. Then click print
Activity of Integration
Task:
Word process a letter inviting the head teacher and members of staff
to the party.
Spreadsheet 1
A spreadsheet is an electronic worksheet that is used to organize data in
rows and columns and perform calculations on the data.
Or
It is an electronic worksheet that is used to organize, manipulate and
graph data.
Spreadsheet software on the other hand is an application software used
to organize data in rows and columns and perform calculations on the
data
Uses of spreadsheets
It can be used by business men to record sales
It can be used by business men to produce invoices
It can be used to compile statements (e.g. Bank statements)
Managers use them to keep track of the current payments from
customers.
It helps researchers to compile and analyze their results quickly
Teachers can use them to create tables of figures and manipulate
them quickly as required.
Types of Spreadsheets
1. Manual Spreadsheets
2. Electronic spreadsheet
Manual Spreadsheet is like a ledger book with many sheets of paper
divided into rows and columns for entering data created using a pen or
pencil.
Data is entered manually using pens or pencils
Types of Formulae
(a) Numeric (Arithmetic) formulae
These perform calculations on values and use +, -, *, ^ and % numeric
operators for calculation.
Examples
=25+5, =A15*B1/B5
(b) Text formulae
These are used to manipulate text.
- The text is normally enclosed in ―, (quotation marks) and to combine
strings of text, use & (ampersand)
Example
A3 B3 C3
Term one Term two Term three
Enter =B3&―and―&C3 in B10 to have Term one and Term two.
Or
=A3&―Marks‖ in A10 to have student marks.
(c) Logical formulas
Functions
A function is a predefined formula that helps to perform common
mathematical functions.
- Each function has a specific order, called a syntax which must be
strictly followed for the function to work correctly.
- Functions include; SUM, AVERAGE, SQRT, LOG, ROUND, MAX, MIN
etc.
Syntax order of Functions in Spreadsheet
o All functions begin with the = sign.
o After the = sign, define the function name (e.g. SUM)
b) Statistical functions
AVERAGE (range) Calculates the average value of a range of
numbers
c) Logical functions
IF (logical test, value Performs a test and returns 1 value if the result
if result of the test is of the test is true and another value if the result
true, value if false is false)
d) Financial functions
FV (rate, no. of Calculates the future value of an investment
periods, payments)
NPV (rate, range) Calculates the net present value of an
investment
e) Date and Time functions
DATE Returns the current date
NOW Returns the current date and time
TIME Returns the current time
#REF! error This error occurs when a cell reference is not valid.
Summarizing data
Allows the user to summarize data using consolidation and pivot tables
Consolidation allows the merging of several workbooks into a summary
sheet.
Ability to perform what – if analysis;
Allows the user to perform what – if analysis which can be used to find
out effects of performances of companies.
Charting;
Allows a user to display data in a graphical, rather than a numerical form
Macro
Allows a user to record or save a sequence of keystrokes or instructions
that can be run later
PRESENTATION SOFTWARE
This is the type of software used to create presentations which can
communicate ideas and other information to a group or audience
Or
It is a software program that helps you to organize information in slides
and present it to an audience. The presentation can be viewed as a slide
show on a large monitor or a projection screen.
NB: A template defines what your presentation will look like, where
text and other objects will appear the foreground and the
background colors to be used, etc.
7. Auto features. These make it easier for one to perform his or her work.
- They include the clip art commands which enable the user to include
clip arts in his or her presentation.
8. Slide Layout. This is the given design of a slide showing divisions/areas
or sections of a slide where work can be done. E.g. title only and blank
slide layouts.
9. Wizards. Power point employs many wizards to help in simplifying
work.
10. Transitional looping. It is a facility which sets up the presentation to
run continuously until it is stopped by the presenter.
This is the ability to identify, obtain/ get and use a piece of information
effectively
Information Sharing
This is the exchange/ sharing of information between people,
organisations and devices
The internet is a very large network covering the whole world, which
enables various ICT user in different parts of the world to access and
share information
A website
It is a collection of web pages where information of a particular
individual, organization or company is stored.
A web page. Is an electronic/ HTML document or files of information
stored on the website.
Types of websites
News websites
Informational websites
Business / marketing websites o Wikis
Online social networks[e.g. facebook, twitter, etc.
Each webpage has a Unique address known as a Uniform Resource
Locator (URL).
A web browser
This is the application software used to access and view web pages.
Or
This is an application software that is used to view content on the world
wide web or open web pages/ HTML documents
Examples of web browsers
Opera mini SeaMonkey
Google Chrome Galeon
Mozilla Firefox Microsoft Edge
Microsoft Internet Explorer Camino
Safari iCab
Netscape Mozilla Suite
K-Meleon Sunrise
Cloud computing
Is the practice of using a network of remote servers hosted on the
internet to store, manage, and process data rather than using a local
server or a personal computer.
Google Drive
This is a cloud based storage service that enable users to store, access
and share files online
Videoconferencing
eliminated.
Multimedia
It is the use of computers to integrate text, graphics, audio, animations
and videos together in order to convey messages.
A web page can contain text, graphics, animations, audio, video, and
hyperlinks to other documents. These are called multimedia elements.
Email Address
An email address is a set of characters that are required to send and
receive emails
Date: Contains the date and time when the E-mail message was sent.
This information is automatically generated by the e-mail client software
on the server.
Subject: Contains a phrase or statement summarizing the main theme/
topic of the mail message. In some cases it is recommended that it is
preceded by the prefix RE: e.g, RE: Mum’s Health
Cc: Carbon Copy
Contains other E-mail addresses of recipients to whom the
same copy of the E- mail message is being sent.
The recipients of such an E-mail are able to view the e-mail
addresses of all the other recipients who have received the same
mail.
Bcc: Blind Carbon Copy
Contains other E-mail addresses of recipients to whom the
same copy of the E- mail message is being sent.
In this however, the recipients of such an E-mail are not able to
view the e-mail addresses of all the other recipients who have
received the same mail. That is why it is called a Blind Copy.
The Body
The body contains the actual message/ or information being sent in a
detailed form.
Netiquette
It is short form for Internet etiquette.
It is the code of acceptable behaviors users should follow while on the
Internet.
Rules of Netiquette
Golden Rule: Treat others as you would like them to treat you.
a) In e-mail, chat rooms and news groups;
Keep messages brief. Use proper grammar, spelling and
punctuation.
Be careful when using sarcasm and humor as it might be
misinterpreted.
Be polite. Avoid offensive language.
Read the message before you send it.
Use meaningful subject lines.
Avoid sending or posting flames, which are abusive or insulting
messages.
Avoid sending spam, which is the internet‘s version of junk mail.
Do not use all capital letters which is equivalent to SHOUTING!
Use emoticons to express emotion.
Digital Divide
This is the gap between those with access to technology/ computers and
those who do not
Causes of Digital Divide
1. Low levels of literacy
2. Low income levels
3. Geographical restrictions
4. Lack of motivation to use technology
5. Lack of physical access to technology
6. Digital illiteracy, etc.