Module: TTICT102 ICT skills

LU no1. Apply computer hardware and software skills

By the end of the session the learner should be able to:

1.1. Identify computer hardware and software components
1.2. Apply fundamental Operating Systems
1.3. Apply Computer fundamental security
1.4.Apply network fundamental skills

LO no 1.1: Identify computer hardware and software components

Topic 1: Introduction to Computer

 A computer
 A computer is an electronic device that can accept data as Input, process it
according to some specified instructions, output the information and store the
result for future use.

 Types of computer
 Desktop Computers A Desktop computer is designed so all of the components
fit entirely on or under a desk or table.

 LAPTOP: A laptop is a battery or AC-powered personal computer that can be

easily carried and used in a variety of locations.

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 Mainframe: A powerful multi-user computer capable of supporting many
hundreds or thousands of users simultaneously.

 Supercomputer: An extremely fast computer that can perform hundreds of

millions of instructions per second.

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  Mobile Device: A mobile device is basically any handheld computer. It is
designed to be extremely portable, often fitting in the palm of your hand or in
your pocket.

 Computer components
 HARDWARE
 SOFTWARE.

Computer hardware refers to the physical parts or components of a

computer such as the monitor, mouse, keyboard, computer data
storage, hard drive disk (HDD), system unit etc. All ofwhich are physical
objects that can be touched.
Software also called programs consists of organized sets of instructions
for controlling the computer.

Topic 2: Various hardware and types of software

 Input devices are components which are used to feed commands and data into
the computer.
 Examples: mouse, keyboard, trackball, scanner, touchpad, light pen,
joystick, digital camera, and microphone.

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 Output devices are devices that the computer uses to send us the results of the
processing.
 These include the VDU (monitor), speakers, Projector, printers.etc

 A Computer Case is the outer shell of a computer. This case is what the
motherboard; hard drives, CD/DVD drives, etc are mounted to make the complete
computer.

 A motherboard is an electronic circuit board in a computer which interconnects

hardware devices attached to it.

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 The Central Processing Unit or CPU can be thought of as the brain of the
computer. The function of the CPU is to execute the instructions in the programs.

 Primary memory: Primary Memory is the memory that is intimately associated

with the actual working of the computer. There are various forms of primary
memory:
 RAM
 ROM
RAM or Random Access Memory holds the current running program and
its associated data.

ROM or Read Only Memory contains certain key routines (small programs).
One example is the set of start-up routines. These take control of the
computer when you switch on and ensure that the computer boots-up.

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 Secondary Memory consists of the various devices that are able to store data and
programs even when the power is off.

 This includes devices such as hard drives, floppy drives, tape drives, CD
drives and DVD drives.
 Power supply The power supply converts alternating-current (AC) power coming
from a wall outlet into direct-current (DC) power, which is a lower voltage. DC
power is required for all of the components inside the computer.

 The CMOS battery supplies power to the CMOS chip, even when the
computer is shut down. This battery is usually a watch type battery which
can supply power for a year or more.

 Cooling system refers to the dissipation of large amounts of heat, which is

created while a computer system is running. Computer cooling systems are
required to remove the heat produce by computer components.

 Types of software

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  systems software
 application software
Systems software is the term used to describe programs that
enable the computer to function, improve its performance and
access the functionality of the hardware.
Examples:
 An operating system(windows xp, windows 7,8,10, linus,mac os)
 BIOS program
 Drivers
 Utilities program

Applications software is the term used for programs that enable the user to
achieve specific objectives such as create a document, use a database,
produce a spreadsheet or design a building.
Examples:
 Web browsers(opera mini, mozilla firefox, google chrome……….)
 Adobe reader, photoshop, ms word, ms excel, Ms powerpoint …..

Activity 1:
Lebel the following picture of computer hardware according to the letter.

Letters Name of components

A
B

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 C
D
E
F
G
H
I
J
ANSWERS
Letters Name of components
A Computer case
B Mouse
C Keyboard
D Speaker
E Power supply
F DVD Drive
G Monitor
H Motherboard
I CPU Fan
J RAM

Activity2
Classify the following software in system softawe or application software
According to the table below, write the answer in appropriate column
Using YES or NOT
Types of software System software Application software
Adobe reader
Windows 7
Linus
Mac OS
Microsoft office power
point presentation
Internet explorer
Google chrome

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ANSWERS
Types of software System software Application software
Adobe reader NOT YES
Windows 7 YES NOT
Linus YES NOT
Mac OS YES NOT
Microsoft office power NOT YES
point presentation
Internet explorer NOT YES
Google chrome NOT YES

EXERCIRCE
Checking understanding
Select only the letter corresponding to the best answer
1. RAM stands for:
(A) Read Access Memory
(B) Random Access Memory
(C) Random Assigned Memory
(D) all of these
2. Computer programs are referred to as Software.
A) True
B) False
3. Which of the following executes the instructions contained in programs?
A) System Software
B) Application Software
C) The processor

4 .All of the following statements are true except one. Which one is FALSE?
A) Computer programs control the operation of the computer.
B) Computer programs are stored in the computer's input and output devices.
C) Computer programs contain instructions that tell the computer what to do.

10.
5. A name for the short term memory of the computer that is lost when the

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 computer is turned off
11.
A.CPU
12.
B.Hardware
13.
C
RAM
.
14.
D.Processor

6. An electronic tool that allows information to be input, processed, and output

A.operating system
B. motherboar
d
C.computer
D
CPU
.
7. which of the following refers to the fastest, biggest and most expensive
computers?
A. Personal Computers
B. Supercomputers
C. Laptops
D. Notebooks
E. None of these
8.Which of the following is a portable computer, enabling the user to work
remotely?
A. Desktop PC
B. Mainframe
C. Laptop computer
D. Server
Answers

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 1. B
2. A
3. C
4. B
5. C
6. C
7. B
8. C

Learning Outcome1.2 : Apply fundamental skills of Operating Systems

Topic 1: Operating system and file management

 Operating system: An operating system is the program that controls all the parts
of a computer system, both the hardware and the software.
 Role of operating system
 Control hardware
 Manage files and folders
 Provide user interface
 Manage applications
 Example of operating systems
 Windows Xp, windows 7, windows 8, windows 10, Linux, Unix, windows server
2008, MacOS …etc

 file management

 An electronic file is an organized collection of information. The word ‘file’ is

used to describe information that is stored, used or accessed by either
someone who uses the computer or by the computer itself.

 Working with Files/folder

Before you can perform actions on files such as move, copy or delete you need to
select (highlight) them. To select a single file or directory, click on the icon of the
file or directory. A blue highlight will appear round the name
Activity
 To select a group of adjacent files or directories:
Steps
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  Click on the icon of the first file in the list.
 Hold down the Shift key and click on the icon of last file in the list. All the files
between the two will also be selected.

 Select a group of non-adjacent files or directories

 Click on the icon of the first file in the list.
 Hold down the Ctrl key and click on the icons of each of the files you wish to
select.

 Duplicate files/folders
Steps

 Select the files or directories you wish to duplicate. These can include both
directories and files.
 Right click on file/folder then choose Copy.

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  Navigate to the directory in which to wish to duplicate the files and
directories.
 Right click on mouse then choose Paste.

 Move files/folders
Steps

 Select the files or directories you wish to move. These can include both
directories and files.
 Right click on file / folder then choose Cut.

 Navigate to the directory in which to wish to move the files and directories.

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  Right click on mouse then choose Paste.

 Delete, Restore

Activity:

Delete files, directories/folders to the recycle bin

Steps
 Select (highlight) the files you wish to delete.
 Right click on File/folder then choose Delete or press the Delete key.
 Click yes when asked to confirm that you wish to move the files to recycle
bin.

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Exercise1:

Check understanding
Choose the letter of the best answer only
1. The general role of an operating system is to:
a. Act as an interface between various computers
b. Provide a set of services to system users
c. Manage files for application programs
d. None of the above
2. One of these is not the role of the operating system
a. Control hardware access
b. Manage files and folders
c. Provide user interface
d. Prepare a hard disk and restore file
e. None of above
3. Choose example of the operating system
a. C++
b. Linux
c. Memory
d. Hard disk
e. none of above
Answers 1. B 2.d, 3.b
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Exercise2: Multiple choices on file management
1. Which of the following icon stores deleted files for later use?
A. Internet Explorer
B. Recycle Bin
C. Outlook Express
D. My Documents
2. A folder or directory can contain:
A. Files
B. Folders
C. Program
D. All of the above
3. After selecting text, use the ___________ and ___________ commands to
move the text to a different location.
A. Copy and Paste
B. Cut and Repeat
C. Copy and Cut Special
D. Cut and Paste
E. None of above
4. Which command can you use when you want to duplicate file to another
location?
A. Ctr+V and Ctrl+S
B. Cut and Repeat
C. Paste and Cut Special
D. Copy and Paste
Answers:
1. B, 2.D, 3.D

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 LO no1.3: Apply fundamental security of computer

Topic 1: Identification and description of security threats

 Security threat: A threat is a possible danger to the system. The danger might
be a person (a system cracker or a spy), a thing (a faulty piece of equipment),
or an event (a fire or a flood) that might exploit a vulnerability of the system.
 Identification of security threats
 Viruses
 Worms
 Trojan horses
 Spyware
 Bacteria
 Keyloggers
 Denial of service
 Description of security threat
 Virus Threats
a computer virus is a program written to alter the way a computer
operates, without the permission or knowledge of the user.
A virus replicates and executes itself, usually doing damage to your
computer in the process.

 Spyware Threats
A serious computer security threat, spyware is any program that monitors
your online activities or installs programs without your consent for profit or
to capture personal Information
 Social Engineering
Tricking computer users into revealing computer security or private
information,
Example passwords, email addresses, etc, by exploiting the natural tendency of
a person to trust and/or by exploiting a person's emotional response.

 Keyloggers
Keyloggers record every keystroke made on a computer to steal serial
numbers for software,
To launch internet attacks, to gain access to e-mail accounts, to obtain
passwords to protected computer systems, or to pick up personal information
such as credit card numbers.
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  Bacteria
Are programs that do not explicitly damage any files.
Their sole purpose is to replicate themselves Bacteria reproduce
exponentially,
eventually taking up all the processor capacity, memory, or disk space,
denying users’ access to those resources.
 Denial-of-service
Attach that prevents authorized user from accessing the system.
 Worms
Independent computer programs that copy themselves -unlike viruses- from
one computer to other computers over a network.
This explains why computer worms spread much more rapidly than computer
viruses.
Worms destroy data and programs as well as disrupt or even halt the
operation of computer networks.

Topic 2: Installing anti-viruses and scanning computer for viruses and other
malwares, spywares.
 Anti-virus software: Anti-virus software is a program or set of programs that are
designed to prevent, search for, detect, and remove software viruses, and other
malicious software like worms, trojans, adware, and more.
 Examples of anti-virus
 Avast, Norton antivirus, Macfee, avira , Kaspersky,AVG ………etc.

Activity:

Installing anti-virus step by step

 Download an antivirus installer or use storage device

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 Download the installer for the antivirus program you are going to use and
save it in a suitable location (such as Downloads or Documents). some
popular antivirus programs:

Avast free antivirus

AVG antivirus (free edition)
Microsoft Security Essentials
 Choosing the right version
Make sure you pick the right version to download. Avast! And AVG offer basic
free antivirus but also trial versions for more advanced software.
 Remove any existing antivirus programs
It's always important to remove any existing antivirus software before installing
a new one. New computers often come with a trial version of antivirus
software.
If you decide not to buy it when the trial expires, you should uninstall it and
replace it with one of the free programs.
You can uninstall an antivirus program using add/remove programs in the
Control panel or, if it is available, with a specialized removal tool provided by
the manufacturer.
 Run the new antivirus
When complete, go back to the installer you downloaded earlier and double-
click on the file to install it.
When the installation has completed, the software will update itself with the
latest information about the viruses it needs to be looking for.
This can take some time (up to twenty or thirty minutes) but when it's finished,
it should confirm that you are protected.
Most antivirus software gives you the opportunity to run a scan of your
computer to check for potential problems.
This can take a long time to complete (several hours for a full scan) but it's a
good idea to do this soon after you install a new program.

Example of antivirus installation (Avast)

STEP 1 Click on set up where it is stored and follow the instruction

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 STEP 2: choose the language then click on Next.

STEP3: Uncheck participation and check custom installation & click Next to
continue

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STEP 4 Click on Next

STEP5: Choose Install in trial mode and click on Next

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 Continue following the instructions of installation until gets finished.

 Scanning computer for viruses and other malwares, spywares

 Run a Full Computer Scan

The 'Full System Scan' scans every local drive, folder and file on your system.
Any external devices like USB drives, digital camera and so on are also scanned.

 You can customize the items scanned during a 'Full System Scan' and set-up a
scan schedule from the 'Advanced Tasks' interface.

Topic 3: perform compression (folder/file), user account management and file

backup

 Compression
 Compressing Files and Folders
You can compress files in special folders that use compressing software to
decrease the size of the files they contain. Compressed folders are useful for
reducing the file size of one or more large files, thus freeing disk space and
reducing the time it takes to transfer files to another computer over the
Internet or network.

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 Select the files and folders you want to copy to a compressed folder.

 Right-click one of the selected items, point to send to, and then
click Compressed (zipped) folder.

 If you want, rename the compressed folder.

 To copy additional files or folders to the compressed folder, drag the
files onto the compressed folder.

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View Compressed Files

Double-click the compressed folder to open it

Double-click an item in the folder to open it using its associated program.

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 User account management

You can now create new accounts whenever you want, and all users will be able
to easily access their own files and customize the appearance of Windows 7 while
they're logged in to their respective accounts.

 To go to your user accounts:

Go to the Control Panel from the Start Menu.
Click Add or remove user accounts.

The Manage Accounts pane will appear. You will see all of the user
accounts here, and you can add more accounts or manage existing
ones.

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 To create a new account:
From the Manage Accounts pane, click Create a new account.
Type an account name.

Select Standard user or Administrator.

Click Create Account.
 To create a password:
From the Manage Accounts pane, click the account name or picture.

Click Create a password.

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 Type a password in the new password field, and retype it in
the Confirm new password field.

If you want, you can type a password hint to help you remember
your password.
Click Create password.
 To change your account picture:

You can also change the picture for any account. This picture appears next to the
account name and helps you easily identify the account.

 From the Manage Accounts pane, click the account name or picture.

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 1. Click Change the picture.

2. Select a picture, or click Browse for more pictures to select one of your
own.

3. Click Change Picture.

 File backup
 A file backup is the result of copying or archiving files and folders for the
purpose of being able to restore them in case of data loss.

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 EXERCISE
Checking understanding
Select only the best answer
1. What is the purpose of a Denial of Service attack?
A. Exploit a weakness in the TCP/IP stack
B. To execute a Trojan on a system
C. To overload a system so it is no longer operational
D. To shutdown services by turning them off Answer: C

2. Keyloggers are a form of ______________.

A. Spyware
B. Shoulder surfing
C. Trojan
D. Social engineering Answer: A
3. Which phase of hacking performs actual attack on a network or system?
A. Reconnaissance
B. Maintaining Access
C. Scanning
D. Gaining Access Answer: D
4. The purpose of backup is:
a) To restore a computer to an operational state following a disaster
b) To restore small numbers of files after they have been accidentally deleted
c) To restore one among many version of the same file for multiple backup
environment
d) All of the mentioned
5. Backup of the source data can be created
a) On the same device
b) On another device
c) At some other location
d) All of the mentioned
6. Which of the following statements is true regarding the built – in
Administrator account in Windows 7? (Choose all that apply.)
A. The built – in Administrator account does not exist in Windows 7.
B. The built – in Administrator account is disabled by default in Windows 7.
C. The built – in Administrator account has no permissions in Windows 7.

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 D. The built – in Administrator account is not a member of the Administrators
group in Windows

LO no1.4: Apply network fundamental skills

Topic 1: Types of networks and internet connection

 Network: network consists of 2 or more computers connected together,
and they can communicate and share resources (e.g. information)
 Types of networks

Depending on one’s perspective, we can classify networks in different ways:

 Based on transmission media: Wired (UTP, coaxial cables, fiber-optic

cables) and Wireless
 Based on network size: LAN and WAN (and MAN)
 Based on management method: Peer-to-peer and Client/Server
 Description
 Wired network: Most wired networks use Ethernet cables to transfer
data between connected PCs.
 Wireless network is a computer network that uses wireless data
connections between network nodes.
 A local area network is a computer network that interconnects computers
within a limited area such as a residence, school, laboratory, university
campus or office building

 Wide Area Network. A wide area network, or WAN, occupies a very

large area, such as an entire country or the entire world.

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  A peer-to-peer (P2P) network is created when two or more PCs are
connected and share resources without going through a separate server
computer.

 Client/server network. A computer network in which one centralized,

powerful computer (called the server) is a hub to which many less powerful
personal computers or workstations (called clients) are connected.

 A metropolitan area network (MAN) is a [computer network] that

interconnects users with computer resources in a geographic area or region
larger than that covered by even a large local area network (LAN) but
smaller than the area covered by a wide area network (WAN).

 Internet
 The Internet is a worldwide collection of networks that connects millions of
businesses, government agencies, educational institutions, and individuals.

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 Internet access or connection is the ability of individuals and organizations to
connect to the Internet using computer terminals, computers, and other devices;
and to access services such as email and the World Wide Web.

 Sharing a folder
Activity
Steps

 Locate the folder you want to share and right click on it...
 Choose "Share with..." and then select "Specific People".
 A sharing panel will appear with the option to share with any users on the computer or
your homegroup. ...
 After making your selection, click Share

Exercise:

Check understanding

Encircle the letter of the right answer

1. Which of the following is not a type of network?

A. Local area network (LAN)
B. Wide area network (WAN)
C. Metropolitan area network (MAN)
D. Remote area network(RAN)
E. None of above
2. What is the acronym MAN stand for?
A. Magnetic Access Network
B. Metropolitan Area Network
C. Multi- Area Network
D. Multi-Access net
3. WAN cover a larger geographical area that MAN?
A. True
B. False
4. What are the Three common types of computer Networks?

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 A. ROM, MAN,LAN
B. RAM,WAN,LAN
C. MAN,LAN,WAN
D. NONE OF THE ABOVE
5. Which one of the following best describes the Internet?
A. A worldwide collection of computer networks accessible by the public.
B. A collection of interlinked documents stored on the Internet.
C. A network designed to protect against external attacks.
D. An intranet used to connect specified users to a private network.
6. Which one of the following is most likely used by a mobile media device when
accessing the Internet?
A. Intranet
B. Cable
C. Satellite
D. Wi-fi

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LU 2: Design a professional word document

By the end of the session the learner should be able to:

1. Differentiate layout, paper types, and sizes

2. Perform text management
3. Manage image and colors
4. Manipulate table
5. Perform document harmonization (Layout)
6. Apply professional references

LO 2.1: Differentiate layout, paper types, and sizes

Topic 1: Paper sizes

This training manual lists the common paper sizes which are used globally. All
dimensions are specified in inches and millimetres.
The overview covers:

 ISO page sizes: The ISO A series is the most frequently used page
measurement standard. It includes the A4 format. The ISO B sizes are used
for poster printing while ISO C is meant for envelopes.

 American paper size dimensions – such as ‘Letter’, ‘Legal’ and

the ANSI series.

ISO A paper sizes

 The A-series consists of a logical set of paper sizes that are defined by the
ISO 216 standard.
 The largest size (A0) measures one square meter.
 The height/width ratio remains constant (1:1.41) for all sizes.
 You get the A1 size by folding an A0 paper in two along its shortest side.
 Then fold the A1 size in two to get an A2 size paper, and so on…
 A-sizes are used to define the finished paper size in commercial printing:
o A4 is for office documents,
o A5 is for notepads and

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 o A6 is for postcards.

Table of Paper Sizes From A0 to A8:

This drawing illustrates the principle behind the ISO A series:

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Figure 1: A size chart illustrating the ISO A series. (Wikipedia, 2018)
A Series Paper Sizes Formal Definition (a-paper-sizes.htm, 2018)

The ISO 216 definition of the A paper sizes is based on the following basis:

 The length divided by the width is 1.4142

 The A0 size has an area of 1 square metre.
 Each subsequent size A(n) is defined as A(n-1) cut in half parallel to its
shorter sides.
 The standard length and width of each size is rounded to the nearest
millimetre.

A0
A0 is a paper size that is typically used for technical drawings and posters.

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A1
A1 is a paper size that is typically used for technical drawings, flip charts and
posters.
A2
A2 is a paper size that is often used for medium size posters, architectural
drawings and diagrams.
A3
A3 is a paper size that is typically used for drawings, wall notices, diagrams and
large tables. It is also frequently used in laser printers to output two A4 pages as a
spread.
A4
A4 is a paper size that is used for a wide range of documents, including letters and
forms.
Common Uses Of A4 Paper:

 Reports

 Magazines

 Catalogs

 Presentations

 Text Books
 Dissertations

 Essays

 Training Manuals

 Booklets

 Brochures

 Large Event Programmes

Dimensions
A4 measures 210 × 297 millimetres or 8.27 × 11.69 inches. Folded twice, an A4
sheet fits in a C6 size envelope (114 × 162 mm).
A5
A5 is a paper size that is often used for notepads or pocket books.
Common Uses Of A5 Paper:

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  Diaries & planners
 Books

 Small forms
 Invitations

 Flyers

 Booklets

 Brochures

 Event Programmes
A6
A6 is a paper size that is often used for postcards. More exotic uses are small
pocket books, library microfiches and toilet paper.
Dimensions
A6 measures 105 × 148 millimetres or 4.13 × 5.83 inches. In PostScript, its
dimensions are rounded off to 298 × 420 points. The matching envelope format is
C6 (114 × 162 mm).
A7
A7 is a paper size that is typically used for large size Post-it notes. It can also be a
practical size for tickets, since you can print 8 of them on an A4 sheet.
A8
A8 is a paper size that is typically used for bank cards and driver licenses. It can
also be a practical size for various types of tickets, since you can print 16 of them
on an A4 sheet.
Topic 2: Extensions - ISO B, ISO C and American paper sizes

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  There are some requirements for paper sizes where the A series isn't suitable and
to take these into account the B series paper sizes were introduced.
 The same logic from the A-sizes also applies for the B-series, except here the
starting point was the dimension of one of the sides, which starts at 1 meter.
 B-sizes are often used for posters.

ISO C paper sizes

C-sizes are used for envelopes to match the A-series paper.

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40
American paper sizes

The US and Canada do not use the international standards but instead rely on the
following paper sizes:
Millimeters Inches
Widt
Width Height Height
h
Letter (ANSI
215.9 279.4 8.5 11
A)
Legal 215.9 355.6 8.5 14
Ledger (ANSI
279.4 431.8 11 17
B)
Tabloid (ANSI
431.8 279.4 17 11
B)
Executive 184.1 266.7 7.25 10.55
ANSI C 559 432 22 17
ANSI D 864 559 34 22
ANSI E 1118 864 44 34

The ANSI standard was added in 1995 to create a set of sizes that are based on shared
dimensions. It lacks however the consistent aspect ratio of the ISO A-series.

Letter
Letter is a paper size that is used for a wide range of documents, including magazines,
catalogs, letters, and forms. It is also called ANSI A or American Quarto.
Legal
Legal is a paper size that is mainly used in the USA and Canada for a wide range of
documents, including letters and forms. It is also called US legal.
Tabloid & Ledger
Tabloid and Ledger are two names for the same page size but with a different
orientation. They are also called ANSI B. Tabloid and Ledger are used for drawings,
diagrams, and large tables. This is also the ideal format to print two Letter size
documents as a spread.
Dimensions
A Tabloid or Ledger size page measures 279.4 × 431.8 millimeters or 11.00 × 17.00
inches. In PostScript, its dimensions are 792 × 1224 points.

 For Tabloid, the page is vertical or ‘portrait’.

 Ledger is a horizontal or ‘landscape’ page format.
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 Activity
In small group discuss about the following questions

1. What Is The Difference Between A4 And Letter Paper Sizes?

2. What Is The Difference Between A4 And Legal Paper Sizes?
3. What Is The Difference Between Legal And Letter Paper Sizes?

Answers:

What Is The Difference Between A4 And Letter Paper Sizes?

The international A4 paper size is 6mm (0.2") narrower and 18mm (0.7") longer than the
US Letter paper size. Overall the area of the A4 is slightly bigger than that of Letter by
0.002 square metres (approx 0.002 square yards).

What Is The Difference Between A4 And Legal Paper Sizes?

As with the Letter paper size A4 size paper is 6mm (0.2") narrow than US Legal paper,
however unlike previously A4 has a smaller length than Legal paper by 59mm (2.3").
Thus Legal paper is bigger in area than A4 by 0.015 square metres (0.18 square yards).

What Is The Difference Between Legal And Letter Paper Sizes?

 US Letter and Legal paper both have the same width at 8.5" (216mm) with the
Legal paper size being 3" (77mm) longer than the Letter paper size.
 Nowadays with the proliferation of cheap printers Legal paper is becoming less
common as the cost of having two paper trays in a printer is significantly greater
than just having one and Letter size paper is winning out when printers only have
a single tray.
 The difference in area is 0.020 sq yd (0.017 sq m) with the longer Legal paper
being the bigger of the two.

42
LO 2.2: Perform text management

Topic 1: Text Basics

Working with text
Activity:

To copy and paste text:

Steps

 Select the text you want to copy.

 Click the Copy command on the Home tab.
 Place the insertion point where you want text to appear.
 Click the Paste command on the Home tab. The text will appear.

To drag and drop text:

Activity

Steps

 Select the text you want to copy.

 Left-click your mouse, and drag the text to the location where you want it to
appear. The cursor will have a text box underneath it to indicate that you are
moving text.

43
  Release the mouse button, and the text will appear.

If text does not appear in the exact location you want, you can click the Enter key on
your keyboard to move the text to a new line.

Working with proofing features

Word processing has several proofing features that help to produce professional, error-
free documents.

Line colors

By default, Word automatically checks your document for spelling and grammar errors.
These errors are indicated by colored wavy lines.

 The blue line indicates a contextual spelling error.

A contextual spelling error is when an incorrect spelling of a word is chosen. For
example, if you write Deer Mr. Theodore at the beginning of a letter, deer is a
contextual spelling error because dear should have been used. Deer is spelled
correctly, but it is used incorrectly in this letter.
 The red line indicates a misspelled word.
 The green line indicates a grammatical error.

Activity:

To use the spelling check feature:

Steps

 Right-click the underlined word. A menu will appear.

 Select the correct spelling of the word from the listed suggestions.
 Left-click your mouse on the word. It will appear in the document.
44
You can choose to ignore an underlined word, add it to the dictionary, or go to the
Spelling dialog box.

Activity:

To use the grammar check feature:

Steps

 Right-click the underlined word. A menu will appear.

 Select the correct word from the listed suggestions.
 Left-click your mouse on the word. It will appear in the document.

You can also choose to ignore an underlined word, go to the Grammar dialog box, or
find out more information about the word and its usage.

45
You can also wait and run the spelling and grammar check after completing the
document. Click the Spelling & Grammar command on the Review tab.

Topic 2: Formatting text

Formatted text can draw the reader's attention to specific parts of the document and
help communicate your message.

This topic shows how to format the font size, style, and color of text, as well as how to
use the bold, italic, underline, and change case commands

Activity: To format font size:

Steps

 Select the text you want to modify.

 Left-click the drop-down arrow next to the font size box on the Home tab. The
font size drop-down menu appears.
 Move your cursor over the various font sizes. A live preview of the font size will
appear in the document.

 Left-click the font size you want to use. The font size will change in the document.

Activity:

To format font style:

Steps
46
  Select the text you want to modify.
 Left-click the drop-down arrow next to the font style box on the Home tab. The
font style drop-down menu appears.
 Move your cursor over the various font styles. A live preview of the font will
appear in the document.

 Left-click the font style you want to use. The font style will change in the
document.

Activity:

How to change your Word 2016 default font

Steps

1. Open Word.
2. Open any document or create a new document. It doesn't matter which, but a
document needs to be open to access the required menus.
3. Click the Home tab in the top left corner.
4. Under the Fonts block, click the expand button. It's a small arrow icon in the bottom
right corner. This will open the Font settings window.

47
5. Select your desired Font.
6. Click Set as Default in the bottom left corner.

7. Check All documents based on the Normal template.

8. Click OK to confirm your changes.
All new Word documents will now use your font of choice by default.

48
Activity:

To format font color:

Steps

 Select the text you want to modify.

 Left-click the drop-down arrow next to the font color box on the Home tab. The
font color menu appears.
 Move your cursor over the various font colors. A live preview of the color will
appear in the document.

 Left-click the font color you want to use. The font color will change in the
document.

 Your color choices aren't limited to the drop-down menu that appears.
Select More Colors at the bottom of the list to access the Colors dialog box.
Choose the color you want, then click OK.

Activity:

To use the bold, italic, and underline commands:

Steps

 Select the text you want to modify.

 Click the bold, italic, or underline command in the Font group on the Home tab.

49
Activity: To change the text case:
Steps

 Select the text you want to modify.

 Click the Change Case command in the Font group on the Home tab.
 Select one of the case options from the list.

Activity:

To change text alignment:

Steps

 Select the text you want to modify.

 Select one of the four alignment options from the Paragraph group on the Home
tab.
Align Text Left: Aligns all of the selected text to the left margin
Center: Aligns text an equal distance from the left and right margins
Align Text Right: Aligns all of the selected text to the right margin
Justify: Aligns text equally to the right and left margins; used in many
books, newsletters, and newspapers

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Activity/Exercise: Apply the following to the text.
- Font Sytle:Fangsong
- Font Size : 44
- Text Alignment : Justify
- Font Color: Red
- Text Case: UPPERCASE
- Copy The First Sentence To The Last Paragraph
- Check the spelling if necessary

You can easily change the formatting of selected text in the document text by choosing
a look for the selected text from the Quick Styles gallery on the Home tab. You can also
format text directly by using the other controls on the Home tab. Most controls offer a
choice of using the look from the current theme or using a format that you specify
directly.

1. True or False: Word’s Spelling and Grammar check is always 100%

accurate.
True
False
2. Let's say you were asked to write an essay with the following formatting
requirements: The document should be 12-point, double-spaced, Times
New Roman font, with a first-line indent. What’s wrong with
the formatting, and how could you fix it?

51
A. The paragraph is single-spaced. You can correct this by selecting the text,
opening the Line and Paragraph Spacing command on the Home tab,
then selecting 2.0.
B. The paragraph is single-spaced. You can correct this by using the Page Setup
option under the Layout tab.
C. The first line is not indented. You can correct this by inserting the cursor before
the first word of the paragraph and pressing the Tab key.
D. There is nothing wrong with the formatting.

52
LO 2.3: Manage images and colors

Topic 1: working with pictures

 Images can be added to Word documents and then formatted in various ways.
The picture tools in MS Word make it easy to incorporate images into your
documents and modify these images in innovative ways.

This topic shows how to insert a picture, change the picture style and shape, add
a border, and crop and compress pictures.

 Inserting and modifying pictures

To insert a picture:

 Place your insertion point where you want the image to appear.
 Select the Insert tab.
 Click the Picture command in the Illustrations group. The Insert Picture dialog box
appears.

 Select the image file on your computer.

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  Click Insert, and it will appear in your document.

Left-click a corner sizing handle, and while holding down the mouse button resize the
image. The image retains its proportions.

To wrap text around an image:

 Select the image.

 Select the Picture Tools Format tab.
 Click the Text Wrapping command in the Arrange group.

 Left-click a menu option to select it. In this example, we selected Tight.

 Move the image around to see how the text wraps for each setting.
54
  The Position button has predefined text wrapping settings. The Position button is
located to the left of the Text Wrapping button.
 Click the Position button, and a drop-down list of text wrapping options will
appear. Hover over an option to see what it does.

If you can’t get your text to wrap the way you want, click the Text Wrapping command
and select More Layout Options from the menu. You can make more precise changes in
the Advanced Layout dialog box that appears.

To crop an image:

 Select the image.

 Select the Format tab.
 Click the Crop command. The black cropping handles appear.

 Left-click and move a handle to crop an image.

 Click the Crop command to deselect the crop tool.

Corner handles will crop the image proportionally.

To compress a picture:

 Select the picture.

 Select the Format tab.
 Click the Compress Pictures command in the Adjust group. A dialog box appears.
 Click the Options button to access the Compression Setting dialog box.

55
  Choose the target output.
 Change any of the default picture settings you want.
 Click OK in the Compression Settings dialog box.
 Click OK in the Compress Pictures dialog box.

You need to monitor the file size of your images and documents that include images,
especially if you send them via email. Cropping and resizing an image doesn’t decrease
the image file size, but compression does.

Other picture tools

There are many other things you can do to modify a picture. From the Format tab, some
of the other useful commands include:

 Change Picture: Selects a new picture from your computer

 Reset Picture: Reverts to original image
 Brightness: Adjusts the brightness of an image
 Color: Adjusts the contrast of an image from light to dark
 Recolor: Modifies the color in a variety of ways, including black and white, sepia,
pink, and purple

To change the shape of a picture:

 Select the picture.

 Select the Format tab.
 Click the Picture Shape icon. A menu appears.
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  Left-click a shape to select it.

To apply a picture style:

 Select the picture.

 Select the Format tab.
 Click the More drop-down arrow to display all of the picture styles.
 Hover over a picture style to display a live preview of the style in the document.

 Left-click a style to select it.

To add a border to a picture manually:

 Select the picture.

 Select the Format tab.
 Left-click the Picture Border command, and select a color.

OR

57
  Select Weight from the menu and choose a line weight.

Topic 2: Working with colors

Color depth

 Color basics:
 Color depth
 Color names
 RGB color values
 Hexadecimal color values
 Color properties:
 Front color
 Background color
 Color harmonization in document
 Graphic file formats (GIF, JPG, PNG, …).
 Formats properties
 Sizing of images
 Shapes management (circles, arrows, rectangular …)
 Alignment of text and images
 Management of image using Word, Excel and Publisher
 Formatting a Picture (brightness, contrast, border, …)
58
LO 2.4: Manipulate table

Topic 1: Tables
A table is a grid of cells arranged in rows and columns. Tables can be customized and
are useful for various tasks such as presenting text information and numerical data.

To insert a blank table:

1. Place the insertion point where you want the table to appear.
2. Navigate to the Insert tab, then click the Table command.

3. This will open a drop-down menu that contains a grid. Hover over the grid to
select the number of columns and rows you want.

4. Click the grid to confirm your selection, and a table will appear.
5. To enter text, place the insertion point in any cell, then begin typing.
59
 To navigate between cells, use the Tab key or arrow keys on your
keyboard. If the insertion point is in the last cell, pressing the Tab key will
automatically create a new row.

To convert existing text to a table:

1. Select the text you want to convert to a table.
2. Go to the Insert tab, then click the Table command.
3. Select Convert Text to Table from the drop-down menu.
4. A dialog box will appear. Choose one of the options under Separate text at. This is
how Word knows what to put into each column.

5. Click OK. The text will appear in a table.

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Modifying tables

You can easily change the appearance of your table once you've added one to your
document. There are several options for customization, including adding rows or
columns, changing the table style and resizing width and height of cells as well as
merging or splitting cells.

To add a row or column:

1. Hover outside the table where you want to add a row or column. Click the plus
sign that appears. (this is possible in office 2013 and later versions)

2. A new row or column will be added to the table.

Alternatively, you can right-click the table, then hover over Insert to see
various row and column options.

61
To delete a row or column:

1. Place the insertion point in the row or column you want to delete.
2. Right-click, then select Delete Cells from the menu.

62
 3. A dialog box will appear. Choose Delete entire row or Delete entire column, then
click OK.

4. The row or column will be deleted.

RESIZE TABLE ROWS AND COLUMNS

 Ms Word table feature handles row height automatically for you, so you usually
don’t have to think about it. The row height changes as needed to accommodate
the font size of the text in the cells of that row.
 Text in a cell wraps automatically to the next line when it runs out of room
horizontally, so you can expect your table rows to expand in height as you type
more text into them.
 In contrast, column width remains fixed until you change it, regardless of the cell’s
content.
 If you want the width of a column to change, you must change it yourself.
 The following is an exercise to help you practice resizing table rows and columns:

1. In a table, hover the mouse pointer over the column divider between the first and
second columns.
The mouse pointer becomes a double-headed arrow, as shown in the figure.

63
2. Drag to the right slightly to increase the width of the first column by about 1/4 inches.
Notice that the second column’s text now wraps unattractively, as shown in the figure.

3. Press Ctrl+Z to undo the column width change; while pressing the Shift key, repeat Steps
1–2.
This time the other columns shift to the right to make room for the new width.
4. Select the cells containing 1 and 2 in the first column.
5. Drag the column divider within the selected area between the first and second columns
to the left about 1/4 inches, dragging that column back to its original position.
Only the two rows where cells were selected are affected, as shown in the figure.

64
6. Press Ctrl+Z to undo the column change; click to move the insertion point inside any cell
in the first column.
7. Choose Table Tools Layout→AutoFit→AutoFit Contents.
All the column widths are adjusted in the table to fit the content.

8. Position the mouse pointer over the horizontal divider between the heading row at the
top and the first data row.
The mouse pointer becomes a two-headed arrow, as shown.

65
 Merge or split cells in a table

Merge cells

You can combine two or more table cells located in the same row or column into a
single cell. For example, you can merge several cells horizontally to create a table
heading that spans several columns.
1. Select the cells that you want to merge.
2. Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells.

Split cells

1. Click in a cell, or select multiple cells that you want to split.

2. Under Table Tools, on the Layout tab, in the Merge group, click Split Cells.
3. Enter the number of columns or rows that you want to split the selected cells into.

Automatically repeat heading row(s) at the top of each page.

When you work with a very long table, it will run across multiple pages. You can set up
the table so that the table header row or rows appear on each page automatically.
You can choose from two ways to set up your table so that its header row or rows
repeat.
You can do the following:
1. Select the header row or rows that you want to repeat on each page. The selection must
include the first row of the table.
2. Under Table Tools, on the Layout tab, in the Data group, click Repeat Header Rows.

Or, you can use this approach:

1. In the table, right-click in the row that you want to repeat, and then click Table
Properties.
2. In the Table Properties dialog box, on the Row tab, select the Repeat as header row at
the top of each page check box.
66
3. Select OK.

L.O 2.5: Perform document harmonization (Layout) and Printing

Topic 1: Using template

A template is a predesigned document you can use to create new documents with the
same formatting. With a template, many of the more important document design
decisions such as margin size, font style and size, and spacing are predetermined.

Creating a new document with a template

To insert a template:

 Click the Microsoft Office button.

 Select New. The New Document dialog box appears.
 Select Installed Templates to choose a template on your computer.

 Review the available templates.

 Left-click a template to select it.
 Click Create, and the template opens in a new window.

67
You can select any of the categories in the Microsoft Office Online section of the New
Document Dialog box. This will display free templates that are available online. Your
computer must have Internet access to download these templates.

Information about using templates

Templates include placeholder text that is surrounded by brackets. Often, this

placeholder text includes information regarding the content for a specific area.

Additionally, some information is prefilled in the template. You can modify your Word
Options and change the prefilled information that appears.

Word templates may include separate Quick Parts sections, which give you various
options for the template.

68
To insert text into a template:

 Click near the text you want to replace. The text will appear highlighted, and a
template tag will appear.

 Enter text. The placeholder text will disappear.

To change prefilled information:

 Select the Microsoft Office button.

 Click the Word Options button at the bottom of the menu. The Word Options
dialog box appears.
 Enter the user name and/or initials in the Popular section.
 Click OK.

Topic 2: printing

Once you complete your document, you may want to print it for various reasons. This
topic covers the two basic features of printing in Word, including Print Preview and
traditional Print.
Activity

Printing

To preview the document before printing:

 Click the Microsoft Office button.

 Select Print Print Preview. The document opens in Print Preview format.
 Click Print to print the document or Close Print Preview to exit the preview
format and make changes to the document.

In Print Preview format, you can perform many tasks, including:

 Modifying margins
 Changing page orientation
 Changing page size
69
  Zooming in and out to view various parts of the document
 Viewing multiple pages
 Accessing Word Options to change several Word settings
Activity

To print:

 Click the Microsoft Office button.

 Select Print Print. The Print dialog box appears.
 Select the pages you want to print—either all pages or a range of pages.
 Select the number of copies.
 Check the Collate box if you are printing multiple copies of a multi-page
document.
 Select a printer from the drop-down list.

 Click OK.

70
LO 2.6: Apply professional references

Topic 1: Add a caption above, below a graphical object, equation or table.

Instructions

1. To add captions in Word, select the object, table or equation to which you want
to apply the caption.
2. Then click the “References” tab in the Ribbon.
3. Then click the “Insert Caption” button in the “Captions” button group to open the
“Caption” dialog box.
4. Choose the label to use from the “Label:” drop-down to show your selection in
the “Caption:” text field.
5. Set the label’s placement by using the “Position:” drop-down.
6. To display only the number of the caption, check the “Exclude label from
caption” checkbox.
7. To create a new label, click the “New Label…” button to open the “New Label”
dialog box.
8. Enter a name in the “Label:” field and click “OK” to add your new label to the
“Label:” list.
9. To delete a label you created, choose the label from the “Label:” list in the
“Caption” dialog box.
10.Then click the “Delete Label” button.
11.To change the caption numbering, click the “Numbering…” button to open the
“Caption Numbering” dialog box.
12.Choose how to number your caption and click “OK” to return to the “Caption”
dialog box.
13.To apply the caption, click the “OK” button
14.To set Word to “AutoCaption” items when you insert them, open the “Caption”
dialog box.
15.Then click the “AutoCaption…” button to launch the “AutoCaption” dialog box.
16.Use the checkboxes in this dialog box to choose what to automatically caption.
17.Use the drop-downs and buttons in the “Options” section to set the formatting for
the captions.
18.Click “OK” to save your settings.
19.The next time you insert an object that matches a selection in the “AutoCaption”
dialog box, Word automatically inserts a caption with that object.

Topic 2: Insert, modify footnotes, endnotes.

 Footnotes and Endnotes in a document are used to give credit to sources of any
material which is being borrowed, summarized or paraphrased in that document.
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  They are intended to refer readers to the exact pages of the works listed in the
Works Cited, References, or Bibliography section.
 The main difference between Footnotes and Endnotes is that Footnotes are
placed numerically at the foot of the very same page where direct references are
made, while Endnotes are placed numerically at the end of the essay on a
separate page entitled Endnotes or Notes.
 This means that the Footnotes are placed at the end of the same page and
provide references to the text on that same page while the Endnotes are placed
at the end of the whole document and provide references to the content of the
entire document.
Insert footnotes/endnotes

1. Place the mouse pointer on the exact point where the footnote or the endnote needs to
be inserted.

2. On the References tab, select Insert Footnote or Insert Endnote.

3. Enter what you want in the footnote or endnote.

4. Return to your place in the document by double-clicking the number or symbol at the
beginning of the note.

Activity: To modify a footnote or endnote,

 To modify a footnote/endnote, hover over the footnote or endnote.

 The mouse pointer will take the shape of a small hand sign.
72
  Right-click once and from the resulting menu, select ‘Footnote/Endnote’.
 This will open the ‘Edit Footnote/Endnote’ dialog box.
 Make the appropriate changes here and then click on ‘OK’.
 The footnote or the endnote will get modified accordingly.

Convert a footnote to an endnote. Convert an endnote to a footnote.

To convert a footnote to an endnote or vice versa, hover over the footnote or endnote.
 The mouse pointer will take the shape of a small hand sign. Now, right-click once and from
the resulting menu, select ‘Footnote/Endnote’.
 This will open the ‘Edit Footnote/Endnote’ dialog box. Now change the type here using the
‘Type’ radio buttons and then click on ‘OK’.
 The footnote or the endnote will get converted into an endnote or a footnote respectively.

Topic 3: Table of content

 Citations and Bibliography
 Reference
 Table of contents and Indexes
 Bookmarks and Cross-References

Module title: Prepare a professional presentation

LU4: Proper description of elements of presentation application

Learning Outcome (LO): Describe elements of presentation application

Topic 1: Elements of presentation application

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 Definition: Presentation software is application software that enables users to
quickly and easily create high-impact, vibrant slide presentations .
 Here bellow we are using example of Microsoft office power point
presentation to learn using presentation software.
 To access Microsoft office, click on start office button , click on all programs
click on Microsoft office ,click on Microsoft office power point presentation
the screen bellow will appear:

PRESENTATION APPLICATION PARTS

74
75
Ribbon

The ribbon, which spans across the top of the PowerPoint screen, replaces the old Menu
Bar and toolbars used in Microsoft Office programs up through version 2003.

It organizes related functions into tabs. Those related functions are further

organized into groups. The Home tab, for instance, has a Font group that

contains formatting options for adjusting font, font size, bold face, underline

and italics. The Paragraphgroup contains icons that control margins, spacing

and indentation, among other things.

Quick Access Toolbar:

 This is a customizable toolbar that provides access to commonly used functions such
as Save or Undo Last Action.

 Clicking on the down arrow gives you access to other common functions that you can
add to the toolbar.

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Activity: HOW TO ADD ELEMENTS OS QUICK ACCESS TOOLBAR

In the Choose commands from dropdown make your choice, select the command you
want, and then click Add: You can add buttons for all your favorite commands to the
QAT this way. Tip: You can also right-click on a control in the Ribbon, and then
click Add to Quick Access Toolbar.

Text Placeholders:

 Located inside the slide. (Look for "Click to add..." prompts)

 When you click inside the placeholder, a

blinking text insertion point--or cursor--
appears, and you can enter text.

The pointer/cursor:

 It moves on-screen in the direction

you move your mouse.
 When pointed at text, the pointer becomes a cursor, assuming the shape of an I-
beam.

 When pointed outside of the text area, the pointer becomes an arrow.

77
The title bar:

 Located at the very top of the screen.

 Displays the program title as well as the filename you assign your presentation upon
saving it.

The Task Bar:

 Located at the bottom of the screen.

 The Task bar displays the number of the current slide in the presentation (e.g., Slide
1 of 1, Slide 2 of 2, etc.).

 It also allows you to zoom in and out of your current slide (note the magnification
slider on the right side of the Status Bar), and to change your slide view from the
normal editing screen to multiple slide view (the Slide Sorter) and SlideShow view.

The vertical and horizontal scroll bars:

 Located to the right of and beneath

the slide pane.

 The vertical scroll bar allows you

to scroll through your slides.
78
 -Dragging the elevator (the button
located between the up and down
arrows) moves you quickly through
the presentation. A slide indicator box
to the left indicates each slide
number as you pass by it.

 The horizontal scroll bar appears

when you zoom in on part of the
slide so that the entire slide doesn't
fit within the viewable area. This
scroll bar lets you see parts of the
slide not currently displaying on-
screen.

The page up/page down buttons:

 Located beneath the vertical scroll bar. (Look for the buttons that display double-
arrows, one set facing up [page up] and the other facing down [page down].)
 Moves you slide-by-slide in either direction.

Activities 1:

Write 4 names of parts for the following power point presentation as indicated:

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 Answer
1. Is Ribbon
2. Is quick access toolbar
3. Menu bar
4. Text holder

Activity 2:

1. Open PowerPoint 2010 on your computer. A new blank presentation will

appear on the screen.
2. Try minimizing and maximizing the Ribbon.
3. Click through all of the tabs, and notice how the Ribbon options change.

80
 4. Try switching page views.
5. Add any commands you want to the Quick Access toolbar.
6. Close PowerPoint without saving the presentation.

Checklist

Indicator Yes No

Ms power powent presentation is properly

opened

Minimize and maximize are done

Tabs are clicked through

Page Views are switched

The power point is closed

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Learning unity(LU): Proper description of elements of presentation application

Learning Outcome (LO): Format slides

Topic: Format a slide

Activity: Create a Title Slide

 When you open PowerPoint, the program takes you by default to a Title Slide
screen.

 Follow PowerPoint's on-screen prompts to enter text ("Click to add...").

NOTE: All"Click to
add..."prompts areoptional. If
you don't type a sub-title, for
instance, the Click to add…
sub-title prompt won't appear
when you present your slide.

Save Your Presentation

 Choose Save from the Quick Access toolbar.

 Use the Save in window to locate where you plan to save your file.

 Enter a filename in the Filename window for the presentation and press Save.

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Create a New Slide

 Click on New Slide from the Home tab.

A list of thumbnails appears, outlining your

various slide content options to choose
from.

 Click once on the appropriate thumbnail

to bring up the next slide.

NOTE: SelectingTitle and Contentallows you

to create themost common slide types such
as bullet lists, tables, and charts.

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84
Activity: DUPLICATE SLIDES WITHIN A PRESENTATION IN POWERPOINT 2010

 To add a slide that contains the content of an existing slide in a

presentation, you can duplicate the slide.

 In the pane that contains the Outline and Slides tabs, click the Slides tab.

 Select one or more slides that you want to duplicate. To select multiple
slides, click a slide, and then press and hold Ctrl while you click the other
slides.

 On the Home tab, in the Slides group, click the arrow next to New Slide,
and then click Duplicate Selected Slides.

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 Activity: CREATE A POWERPOINT PRESENTATION FROM AN OUTLINE

 You can use an outline from an existing Word document or .txt file to
create a PowerPoint presentation.
 With Word documents, PowerPoint uses heading styles to determine slide
heading levels. Each paragraph formatted with the Heading 1 style
becomes the title of a new slide; each Heading 2 paragraph becomes the
first level of text on the slide, and so on.
 With .txt files, PowerPoint uses indents to determine slide heading levels.
The first unindented line becomes the title of a new slide, the first
indented line becomes the first level of text on the slide, and so on.

For PowerPoint to successfully convert your outline to slides, you must follow
these guidelines:

 If your outline is a Word document: Apply a heading format to any text you want
to include in a slide. For example, if you apply the Normal style to a block of text,
Word won't send that text to PowerPoint.
 If your outline is a .txt file: Use indents to indicate heading levels. Remember that
any unindented lines of text will become titles of new slides.

 Close the file that you're going to import into PowerPoint. (PowerPoint
won't successfully import the outline while it is open.)
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 Open a new, blank presentation in PowerPoint.

 On the Home tab, select the down arrow on the New Slide button. At the
bottom of the menu that opens, select Slides from Outline.

 In the Insert Outline dialog box, locate the .docx or .txt file that contains
your outline. Select it, and then click Open.
 New slides are inserted in the presentation based on the text in the outline
file you selected. You are now ready to edit the slides and the presentation
as you see fit.
 You can also insert an outline into an existing presentation. In PowerPoint,
in the thumbnail pane on the left, select the slide after which you want to
insert the new slides. Then perform steps 3 and 4 above.

 Activity: REUSE (IMPORT) SLIDES FROM ANOTHER PRESENTATION

 You can add one or more slides to your presentation from another, without
having to open the other file.
 (By default, a copied slide inherits the design of the slide you're inserting it
after in the destination presentation. However, you can choose to keep the
formatting of the slide you're copying instead.)
 When you import a slide from one presentation to another, it is simply a
copy of the original. Changes you make to the copy do not affect the
original slide in the other presentation.
 Open the presentation that you want to add a slide to.
 In the slide thumbnail pane on the left, click where you want to add a slide.

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On the Home tab of the ribbon, in the Slides group, click the arrow below New Slide, and then
select Reuse Slides.

88
In the Reuse Slides pane, click Open a PowerPoint File

 In the Browse dialog box, locate and click the presentation file that
contains the slide that you want, and then click Open.
 If you want the slide that you are adding to the destination presentation to
maintain the formatting of the original presentation, select the Keep source
formatting check box before you add the slide to the destination
presentation. (When this check box is not selected, the copied slides inherit
the styling of the slide they're inserted after.) Then, in the Reuse
Slides pane, do one of the following:

 To add a single slide, click the slide.

 To add all of the slides, right-click any slide, and then select Insert All Slides.

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Learning Outcome 3.3 : Use Templates

Topic: Use Templates

 Find and apply a template

 PowerPoint 2010 allows you to apply built-in templates, to apply your own
custom templates, and to search from a variety of templates available on
Office.com. Office.com provides a wide selection of popular PowerPoint
templates, including presentations and design slides.

Activity:

 To find a template in PowerPoint 2010, do the following:

 On the File tab, click New.
 Under Available Templates and Themes, do one of the following:
 To reuse a template that you’ve recently used, click Recent Templates, click
the template that you want, and then click Create.
 To use a template that you already have installed, click My Templates,
select the template that you want, and then click OK.
 To use one of the built-in templates installed with PowerPoint, click Sample
Templates, click the template that you want, and then click Create.
 To find a template on Office.com, under Office.com Templates, click a
template category, select the template that you want, and then
click Download to download the template from Office.com to your
computer

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LU3: Proper description of elements of presentation application

LO3.5: Apply slide master

Topic: Slide master

 Slide Master View is a special feature in PowerPoint that allows you to

quickly modify the slides and slide layouts in your presentation. From there,
you can edit the slide master, which will affect every slide in the
presentation. You can also modify individual slide layouts, which will
change any slides using those layouts. For example, let's say you find a
theme you like but you don't like a few of the slide layouts. You could use
Slide Master View to customize the layouts to look exactly the way you
want.
 Using Slide Master View
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  Whether you're making significant changes to your slides or just a
few small tweaks, Slide Master View can help you create a consistent,
professional presentation without a lot of effort. You could use Slide Master
View to change just about anything in your presentation, but here are some
of its most common uses.
 Modify backgrounds: Slide Master view makes it easy to customize
the background for all of your slides at the same time. For example, you
could add a watermark or logo to each slide in your presentation, or you
could modify the background graphics of an existing PowerPoint theme.

 Rearrange placeholders: If you find that you often rearrange the

placeholders on each slide, you can save time by rearranging them in Slide
Master view instead. When you adjust one of the layouts in Slide Master
view, all of the slides with that layout will change.
 Customize text formatting: Instead of changing the text color on each slide
individually, you could use the Slide Master to change the text color on all
slides at once.
 Create unique slide layouts: If you want to create a presentation that looks
different from regular PowerPoint themes, you could use Slide Master view
to create your own layouts. Custom layouts can include your
own background graphics and placeholders.

Activity:

To customize an existing slide layout:

 In our example, our newly added logo is hidden behind the photo in
the Picture with Caption Layout. We'll customize this layout to make room
for the logo.
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Navigate to Slide Master view.

Locate and select the desired layout in the left navigation pane. You can hover the
mouse over each layout to see which slides are currently using that layout in the
presentation

In some layouts, the background graphics may be hidden. To show the graphics,
uncheck the box next to Hide Background Graphics.
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Add, move, or delete any objects as desired. In our example, we'll delete the gray
background shape.

If you want to change the arrangement of the placeholders, you can move, resize,
or delete any of them. In our example, we'll move our text placeholders and the
black bar to the right side, and the photo placeholder to the left side.

94
When you're finished, click the Close Master View command on the Slide
Master tab.

All slides using the layout will be updated.

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Customizing text formatting
You can also customize the text formatting from Slide Master view, including
the font,text size, color, and alignment. For example, if you wanted to change the
font for every title placeholder in your presentation, you could modify the master
title styleon the slide master.

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Each title placeholder is connected to the master title style on the slide master.
For example, take a look at the slides before changing the title font.

Now look at the same slides after changing the title font

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To use a custom layout:

Once you've created a custom slide layout, it's easy to add a new slide with that
layout or apply it to an existing slide.

 If you're currently in Slide Master view, click the Close Master

View command on the Slide Master tab.
 From the Home tab, you can insert a new slide with the custom layout
or apply it to an existing slide. In our example, we'll select
the Layout command and apply the new style to slide 6

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 The custom slide layout will be applied.

 PowerPoint also allows you to add new placeholders to existing slide

layouts.
 Using custom layouts in other presentations

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  When you modify the slide master or slide layouts in Slide Master view,
you're actually creating a custom version of the current theme. If you want
to apply the theme to other presentations, you'll need to save it.

To save a theme:

From the the Slide Master tab, click the Themes command, then select Save
Current Theme from the drop-down menu.

If you're not in Slide Master view, you can save the theme from the Design tab.
Just click the drop-down arrow in the Themes group, and then select Save
Current Theme.

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Activity 1:

 Open our practice presentation. If you already downloaded our

presentation to follow along with the lesson, be sure to download a fresh
copy.
 On the slide master, change the Background Style to Style 7.
 Delete the tall rectangle shape near the left of the slide master.
 Close Slide Master view and select slide 4. Your slide should look like this:

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Reopen Slide Master view. In the Picture with Caption layout, select the
background shape on the left side of the slide behind the text,and change the
color to Dark Aqua.

When you're finished, slide 2 should look like this:

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Optional: Save your theme to your computer.

LU4: Use a spreadsheet

By the end of the session the learner should be able to:

1. Describe elements of spreadsheet application

2. Use basic spreadsheet commands
3. Format cells and their content
4. Manage sheets in workbook
5. Use essential functions
6. Optimize data
7. Print worksheet

LO4.1: Describe elements of spreadsheet application

TOPIC1: Describing elements of spreadsheet application

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  A spreadsheet is an electronic document that stores various types of data.
 There are vertical columns and horizontal rows.
 A cell is where the column and row intersect.
 A cell can contain data and can be used in calculations of data within the
spreadsheet.
 An Excel spreadsheet can contain workbooks and worksheets.
 The workbook is the holder for related worksheets.

 Microsoft Office Button

The Microsoft Office Button performs many of the functions that were located
in the File menu of older versions of Excel. This button allows you to create a
new workbook, Open an existing workbook, save and save as, print, send, or
close.

 Ribbon
The ribbon is the panel at the top portion of the document It has seven tabs:
Home, Insert, Page Layouts, Formulas, Data, Review, and View. Each tab is
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 divided into groups. The groups are logical collections of features designed to
perform function that you will utilize in developing or editing your Excel
spreadsheets.

Commonly utilized features are displayed on the Ribbon. To view additional

features within each group, click the arrow at the bottom right corner of each
group.

 Home: Clipboard, Fonts, Alignment, Number, Styles, Cells, Editing

 Insert: Tables, Illustrations, Charts, Links, Text
 Page Layouts: Themes, Page Setup, Scale to Fit, Sheet Options, Arrange
 Formulas: Function Library, Defined Names, Formula Auditing, Calculation
 Data: Get External Data, Connections, Sort & Filter, Data Tools, Outline
 Review: Proofing, Comments, Changes
 View: Workbook Views, Show/Hide, Zoom, Window, Macros
 Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands
that you may want to use. You can place the quick access toolbar above or
below the ribbon. To change the location of the quick access toolbar, click on
the arrow at the end of the toolbar and click Show Below the Ribbon.

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You can also add items to the quick access toolbar. Right click on any item in the
Office Button or the Ribbon and click Add to Quick Access Toolbar and a shortcut
will be added.

 Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar. This is a floating toolbar that
is displayed when you select text or right-click text. It displays common
formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.

Activity:

In small group discuss about the elements of spreadsheet application and make a
summary of the discussion (for everyone in the group).

Answers:

Title bar, office button, ribbons, horizontal scroll bar, page views, zoom tool, tabs,
quick access toolbar, worksheet, vertical scroll bar.

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Learning Outcome 4.2 : Use basic spreadsheet commands

TOPIC: Using spreadsheet commands

Activities:

Create a Workbook
to create a new Workbook:

 Click the Microsoft Office Toolbar

 Click New

 Choose Blank Document

If you want to create a new document from a template, explore the templates
and choose one that fits your needs.

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 Save a Workbook
When you save a workbook, you have two choices: Save or Save As.
To save a document:
 Click the Microsoft Office Button

 Click Save

You may need to use the Save As feature when you need to save a workbook
under a different name or to save it for earlier versions of Excel. Remember that
older versions of Excel will not be able to open an Excel 2007 worksheet unless
you save it as an Excel 97-2003 Format. To use the Save As feature:

 Click the Microsoft Office Button

 Click Save As

 Type in the name for the Workbook

 In the Save as Type box, choose Excel 97-2003 Workbook

 Open a Workbook
To open an existing workbook:
 Click the Microsoft Office Button

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  Click Open

 Browse to the workbook

 Click the title of the workbook

 Click Open

 Entering Data
There are different ways to enter data in Excel: in an active cell or in the
formula bar.
To enter data in an active cell:
 Click in the cell where you want the data

 Begin typing

To enter data into the formula bar

 Click the cell where you would like the data

 Place the cursor in the Formula Bar

 Type in the data

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 Data
Excel allows you to move, copy, and paste cells and cell content through cutting
and pasting and copying and pasting.

Select Data
To select a cell or data to be copied or cut:

 Click the cell

 Click and drag the cursor to select many cells in a range

Select a Row or Column

To select a row or column click on the row or column header.

Copy and Paste

To copy and paste data:

 Select the cell(s) that you wish to copy

 On the Clipboard group of the Home tab,

click

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Copy

 Select the cell(s) where you would like to

copy the data

 On the Clipboard group of the Home tab,

click Paste

Cut and Paste

To cut and paste data:

 Select the cell(s) that you wish to copy

 On the Clipboard group of the Home

tab, click Cut

 Select the cell(s) where you would like to copy the data

 On the Clipboard group of the Home tab, click Paste

Undo and Redo

To undo or redo your most recent
actions:

 On the Quick Access Toolbar

 Click Undo or Redo

Auto Fill
The Auto Fill feature fills cell data or series of data in a worksheet into a selected
range of cells. If you want the same data copied into the other cells, you only
need to complete one cell. If you want to
have a series of data (for example, days
of the week) fill in the first two cells in
the series and then use the auto fill
feature. To use the Auto Fill feature:

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  Click the Fill Handle

 Drag the Fill Handle to complete the cells

Modifying a worksheet

Insert Cells, Rows, and Columns

To insert cells, rows, and columns in Excel:

 Place the cursor in the row below where you want

the new row, or in the column to the left of where
you want the new column

 Click the Insert button on the Cells group of the

Home tab

 Click the appropriate choice: Cell, Row, or Column

Delete Cells, Rows and Columns

To delete cells, rows, and columns:

 Place the cursor in the cell, row, or column that you want to delete

 Click the Delete button on the Cells group of the Home tab

 Click the appropriate choice: Cell, Row, or Column

Find and Replace

To find data or find and replace data:

 Click the Find & Select button on the Editing group of the Home tab

 Choose Find or Replace

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  Complete the Find What text box

 Click on Options for more search options

Go To Command
The Go To command takes you to a specific cell either by cell
reference (the Column Letter and the Row Number) or cell name.

 Click the Find & Select button on the Editing group of the
Home tab

 Click Go To

Spell Check
to check the spelling:

 On the Review tab click the Spelling button

Practical Exercise

 Open Excel.
 Create a new blank workbook.
 Practice entering text into cells.
 Practice deleting text using the Backspace and Delete keys.
 Navigate the sheet using the Tab key.
 Save the spreadsheet.

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Learning Outcome 4.3 : Format cells and their contents

TOPIC 1: Format Worksheet and their contents

Activities

Convert Text to Columns

Sometimes you will want to split data in one cell into two or more cells. You can
do this easily by utilizing the Convert Text to Columns Wizard.

 Highlight the column in which you wish to split the data

 Click the Text to Columns button on the Data tab
 Click Delimited if you have a comma or tab separating the data, or click
fixed widths to set the data separation at a specific size.

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 Modify Fonts
Modifying fonts in Excel will allow you to emphasize titles and headings. To
modify a font:

 Select the cell or cells that you would like the font applied
 On the Font group on the Home tab, choose the font type, size, bold,
italics, underline, or color

 Format Cells Dialog Box

In Excel, you can also apply specific formatting to a cell. To apply formatting to
a cell or group of cells:

 Select the cell or cells that will have the formatting

 Click the Dialog Box arrow on the Alignment group of the Home tab

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There are several tabs on this dialog box that allow you to modify properties of
the cell or cells.

Number: Allows for the display of different number types and decimal places
Alignment: Allows for the horizontal and vertical alignment of text, wrap text,
shrink text, merge cells and the direction of the text.
Font: Allows for control of font, font style, size, color, and additional features
Border: Border styles and colors
Fill: Cell fill colors and styles

 Add Borders and Colors to Cells

Borders and colors can be added to cells manually or through the use of
styles. To add borders manually:

 Click the Borders drop down menu on the Font group of the Home tab
 Choose the appropriate border

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 To apply colors manually:

 Click the Fill drop down menu on the Font group of the Home tab
 Choose the appropriate color

 To apply borders and colors using styles:

 Click Cell Styles on the Home tab

 Choose a style or click New Cell Style

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Change Column Width and Row Height
To change the width of a column or the height of a row:

 Click the Format button on the Cells group of the Home tab
 Manually adjust the height and width by clicking Row Height or Column
Width
 To use AutoFit click AutoFit Row Height or AutoFit Column Width

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Hide or Unhide Rows or Columns
To hide or unhide rows or columns:

 Select the row or column you wish to hide or unhide

 Click the Format button on the Cells group of the Home tab
 Click Hide & Unhide

Merge Cells
To merge cells select the cells you want to merge and click the Merge & Center
button on the Alignment group of the Home tab. The four choices for merging
cells are:

Merge & Center: Combines the cells and centers the contents in the new, larger
cell
Merge Across: Combines the cells across columns without centering data
Merge Cells: Combines the cells in a range without centering
Unmerge Cells: Splits the cell that has been merged

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Align Cell Contents
To align cell contents, click the cell or cells you want to align and click on the
options within the Alignment group on the Home tab. There are several options
for alignment of cell contents:

Top Align: Aligns text to the top of the cell

Middle Align: Aligns text between the top and bottom of the cell
Bottom Align: Aligns text to the bottom of the cell
Align Text Left: Aligns text to the left of the cell
Center: Centers the text from left to right in the cell
Align Text Right: Aligns text to the right of the cell
Decrease Indent: Decreases the indent between the left border and the text
Increase Indent: Increase the indent between the left border and the text
Orientation: Rotate the text diagonally or vertically

PRACTICAL EXERCISE/ Challenge!

Use the Budget workbook or any Excel workbook you choose to complete this
challenge.
 Select a cell, and then format the text or numbers in it so they appear
bolded.
 Select two or more cells, and format the text or numbers so they appear in
italics.
 Change fill color of two or more cells.
 Add a border to a row.
 Insert a column.
 Insert a row.
 Delete a column.
 Change the width of a column using AutoAdjust.
 Change the height of a row.
 Close and save the file.
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Learning Outcome 4.4 : Manage Sheets in workbook

TOPIC1: Managing Sheets in workbook

Activity:

Format Worksheet Tab

You can rename a worksheet or change the color of the tabs to meet your needs.
To rename a worksheet:

 Open the sheet to be renamed

 Click the Format button on the Home tab

 Click Rename sheet

 Type in a new name

 Press Enter

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To change the color of a worksheet tab:

 Open the sheet to be renamed

 Click the Format button on the Home tab

 Click Tab Color

 Click the color

Reposition Worksheets in a Workbook

To move worksheets in a workbook:
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  Open the workbook that contains the sheets you want to rearrange

 Click and hold the worksheet tab that will be moved until an arrow appears
in the left corner of the sheet

 Drag the worksheet to the desired location

Insert and Delete Worksheets

To insert a worksheet

 Open the workbook

 Click the Insert button on the Cells group of the Home tab

 Click Insert Sheet

To delete a worksheet

 Open the workbook

 Click the Delete button on the Cells group of the Home tab

 Click Delete Sheet

Copy and Paste Worksheets:

To copy and paste a worksheet:
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  Click the tab of the worksheet to be copied

 Right click and choose Move or Copy

 Choose the desired position of the sheet

 Click the check box next to Create a Copy

 Click OK

Learning Outcome 4.5 : Use essential functions

TOPIC1: Using functions in Ms excel.

Excel Formulas
A formula is a set of mathematical instructions that can be used in Excel to
perform calculations. Formals are started in the formula box with an = sign.

There are many elements to and excel formula.

References: The cell or range of cells that you want to use in your calculation
Operators: Symbols (+, -, *, /, etc.) that specify the calculation to be performed

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Constants: Numbers or text values that do not change
Functions: Predefined formulas in Excel

To create a basic formula in Excel:

 Select the cell for the formula

 Type = (the equal sign) and the formula

 Click Enter

Activity:

Calculate with Functions

A function is a built in formula in Excel. A function has a name and arguments
(the mathematical function) in parentheses. Common functions in Excel:

Sum: Adds all cells in the argument

Average: Calculates the average of the cells in the argument
Min: Finds the minimum value
Max: Finds the maximum value
Count: Finds the number of cells that contain a numerical value within a range of
the argument

To calculate a function:
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  Click the cell where you want the function applied

 Click the Insert Function button

 Choose the function

 Click OK

 Complete the Number 1 box with the first cell in the range that you want
calculated

 Complete the Number 2 box with the last cell in the range that you want
calculated

Function Library
The function library is a large group of functions on the Formula Tab of the
Ribbon. These functions include:

AutoSum: Easily calculates the sum of a range

Recently Used: All recently used functions
Financial: Accrued interest, cash flow return rates and additional financial
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functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig: Mathematical Functions

Topic 2: Grouping cells using the Subtotal command

Grouping is a useful Excel feature that gives you control over how the information
is displayed. You must sort before you can group. In this section, we will learn
how to create groups using the Subtotal command.

Activity:

 To create groups with subtotals:

 Select any cell with information in it.

 Click the Subtotal command on the Data tab. The information in your
spreadsheet is automatically selected, and the Subtotal dialog box appears.

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  Decide how you want things grouped. In this example, we will organize by
Category.

 Select a function. In this example, we will leave the SUM function selected.

 Select the column where you want the Subtotal to appear. In this example,
Total Cost is selected by default.

 Click OK. The selected cells are organized into groups with subtotals.

 To collapse or display the group:

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  Click the black minus sign, which is the hide detail icon, to collapse the
group.
 Click the black plus sign, which is the show detail icon, to expand the
group.
 Use the Show Details and Hide Details commands in the Outline group to
collapse and display the group as well.

To ungroup select cells:

 Select the cells you want to remove from the group.
 Click the Ungroup command.
 Select Ungroup from the list. A dialog box will appear.
 Click OK.
To ungroup the entire worksheet:
 Select all cells with grouping.
 Click Clear Outline from the menu.

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Learning Outcome 4.6: Optimize data

TOPIC: Sorting and filtering of Data.

Sorting and Filtering allow you to manipulate data in a

worksheet based on given set of criteria.

Activity:

 Basic Sorts
To execute a basic descending or ascending sort
based on one column:

 Highlight the cells that will be sorted

 Click the Sort & Filter button on the Home tab
 Click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button

 Custom Sorts
To sort on the basis of more than one column:

 Click the Sort & Filter button on the Home tab

 Choose which column you want to sort by first
 Click Add Level
 Choose the next column you want to sort
 Click OK

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 Filtering
Filtering allows you to display only data that meets certain criteria. To filter:

 Click the column or columns that contain the data

you wish to filter
 On the Home tab, click on Sort & Filter
 Click Filter button
 Click the Arrow at the bottom of the first cell
 Click the Text Filter
 Click the Words you wish to Filter
 To clear the filter click the Sort & Filter button
 Click Clear

Practical Exercise

Use any workbook (with random values) you choose to complete this exercise.
 Use the Sort command to sort data alphabetically.
 Use the Sort command to sort data numerically from smallest to largest.
 Practice using the Filter command.

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Learning Outcome 4.7: Print worksheet

TOPIC: Printing a worksheet

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 In Excel, there are many things you can do to prepare
your workbook for printing. Many of these tasks make it easier to format the
spreadsheet for the printed page.

In this lesson, you will learn how to view the spreadsheet in Print Preview, modify
margins, change the page orientation, use the Scale to Fit feature, use the Print
Titles command, and insert breaks.
Activity
To view the spreadsheet in Print Preview:
 Left-click the Microsoft Office button.
 Select Print.
 Select Print Preview. The spreadsheet will appear in Print Preview view.

Click the Close Print Preview button to return to the Normal View.

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To make previewing your spreadsheet easier, add the Print Preview command to
the Quick Access toolbar.
 Exploring Print Preview
Once you are in Print Preview, you can access many of the same features that you
can access from the Ribbon; however, in Print Preview you can see how the
spreadsheet will appear in printed format.

To modify margins, column width, or row height while in Print Preview:

 Click the Print Preview command on the Quick Access toolbar, or select
Print Preview from the Microsoft Office button menu. The spreadsheet
opens in Print Preview mode.
 Hover your cursor over one of the black margin markers until a double
arrow appears.

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  Left-click and drag the marker to the desired location. The change will be
reflected in the spreadsheet.
To modify margins:
 Select the Page Layout tab.
 Left-click the Margins command.
 Choose one of the pre-defined settings, or enter custom margins.

To change page orientation:

 Select the Page Layout tab.
 Left-click the Orientation command.
 Select either Portrait or Landscape.

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Portrait orients the page vertically, while Landscape orients the page
horizontally.
To use Scale to Fit:
 Select the Page Layout tab.
 Locate the Scale to Fit group.
 Enter a specific height and width, or use the percentage field to decrease
the spreadsheet by a specific percent.
Scale to Fit is a useful feature that can help you format spreadsheets to fit on a
page. However, be careful with how small you scale the information—it can
become difficult to read!
To change the paper size:
 Select the Page Layout tab.
 Click the Size command.
 Select a size option from the list.
To define a print area:
 Left-click, then drag your mouse to select the cells you wish to print.
 Click the Print Area command.
 Choose Set Print Area.

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  Now, only the selected cells will print. You can confirm this by viewing the
spreadsheet in Print Preview.
To return to the default setting, which is the entire worksheet, click the Print Area
command, then select Clear Print Area.
To insert a break:
 Select a cell below where you want the break to appear.
 Select the Breaks command.
 Select Insert Break.
Click Print Preview to confirm that the break appears in the correct place in your
spreadsheet.
To use the Print Titles command:
This is an important command to be familiar with if you intend to print your
worksheets. It allows you to select specific rows and/or columns that will be
repeated on each printed sheet. Imagine how difficult it would be to read page 48
of a printed spreadsheet if the column and row headings only appeared on the
first page.
 Select the Page Layout tab.
 Click the Print Titles command. The Page Setup dialog box appears.
 Click the icon at the end of the field.

 Select the first row in the spreadsheet that you want to appear on each
printed page.

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  Repeat for the column, if necessary.
 Click OK.
To print from the Microsoft Office button:
 Left-click the Microsoft Office button.
 Select Print Print. The Print dialog box appears.

 Select a printer if you wish to use a printer other than the default setting.
 Click Properties to change any necessary settings.
 Choose whether you want to print specific pages, all of the worksheet, a
selected area, the active sheet, or the entire workbook.
 Select the number of copies you'd like to print.
 Click OK.
You can select Quick Print to bypass the Print dialog box.

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Practical Exercise
Use Excel workbook (with data) you choose to complete this exercise.
 View the spreadsheet in Print Preview.
 Change a column width in Print Preview.
 Insert a break.
 Use the Print Titles command to print a specific row or column on each
printed page. Use Print Preview to verify how this will appear.
 Print the spreadsheet.
 Explore other commands discussed in this lesson.

Module: TTICT102 ICT skills

LU no5. Use search engines

By the end of the session the learner 139

should be able to:
1. Proper use of different search engine
2. Proper use of key words for searching
 LO no 5.1: Use of different search engines

Topic 1: introduction to Search engine and Pros and cons of different search
engine

What is a search engine?

 A search engine is a web-based tool that enables users to locate information

on the World Wide Web.
 Popular examples of search engines are Google, Yahoo!, Bing.
 Search engines utilize automated software applications (referred to as
robots, bots, or spiders) that travel along the Web, following links from page
to page, site to site. The information gathered by the spiders is used to
create a searchable index of the Web.

 Bing
 Bing search engine is owned and operated by Microsoft Corporation. It’s
much smaller than Google because it’s much younger.
 Bing was established and launched in 2009.
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  The way Bing indexes content is very different from Google and it has
better videos, images and news searches.

Pro’s of Bing

Has a recent search history that lets you easily jump back to one of the
recent searches.
It uses Twitter integrated maps and is able to see live social media activity
from your area.
Generates comprehensive and relevant image searches with endless
scrolling.
It has an easily accessible search history with enhanced utility due to the
silverlight-enhanced format.

 Con’s of Bing

Although owned by Microsoft, it is relatively young having been unveiled in

2009.

Bing tends to lag in search engine optimization and lead generation as it

attracts less site visitors.

Technical search results are found to be weak compared to other search

engines.

Bing buries the news search off the main page and one has to click further.

Some typical searches can be weak with less relevant results.

Bing and Bing related links like Bing Blog can be sluggish leading to a poor
community experience.

 Yahoo

Yahoo is one of the oldest search engines in the world. Yahoo has many
features that help it compete with Google, although it’s not as big as Google.

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Yahoo is owned by Yahoo Inc, which was incorporated in 1995 by David Filo
and Jerry Yang.

 Yahoo Pro’s

Yahoo has done well to integrate search results with its rich network of
content.

The new interface is useful for customization, for instance connecting to

other sites such as Gmail without leaving yahoo.

Some say that Yahoo’s arguably has the best capabilities for appropriate
and targeted display advertising.

Yahoo has personals advertisements and jobsites on the main page or

accessible from the main page.

 Yahoo Con’s
The downside of customization part is that not all sites will be integrated
with the new interface and harmonization takes time.
Additional customization is sleek, but Yahoo performance has seemingly
taken a hit as compared to other search engines.
Yahoo does not have a book search or desktop search feature.
Yahoo does not incorporate user generated videos like Google Video.
 Google
The search engine is known for solid search results in addition to its social
integration, especially, with the use of Google+. Google is owned by Google
Corporation, which also offers online advertising technologies, cloud
computing and other software services such as Gmail, office suite, instant
messaging and more.

 Google Pro’s

Google has a clean modern design layout that makes it easy to navigate,
read and find all the information that you need.

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 Google has a larger index size, as it keeps identifying and indexing fresh
content.
It helps your search by offering suggested searches and highlighting popular
searches.

Google Search engine optimization allows websites to attract more visitors,

which can translate to greater revenue for the operators or site owners.

In relation to other search engines Google returns results very quickly, even
on less common or misspelled keywords and with spelling suggestions too.

 Google Con’s

Although very few comparative cons, even Google isn’t a perfect search engine.

A lot of applications may require a Google login, which may become more
of a nuisance than an assist.

Google’s picture search is not as refined as other image searches.

The social integration is only for Google social platforms and thus may be
less helpful.

Activity:

In small group, the learners discuss about the advantages and disadvantages of
search engine .then after each learner should write the summary of the
discussion.

Exercise
o Search engine are used to ________.

A. Search Videos

B. Search Documents

C.
C. Search a song

D. All of these

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 2. Search Engines are able to search ________ type of information.

A. Videos
B. Documents
C. Image
D. All of these

3. Search Engines maintain heavy database of keywords and URLs !

A. False
B. True

4. Which of the following is not a search engine

A. Bing
B. Yahoo
C. Google
D. Opera mini
E. None of above

Answers

1.D

2.D

3.B

4.D

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LO 5.2 : use of key words for searching

Topic 2: use of keywords for searching

A keyword: A Keyword search looks for words anywhere in the record.

Keyword searches are a good substitute for a subject search when you do not
know the standard subject heading. Keyword may also be used as a substitute
for a title or author search when you have incomplete title or author
information.

Search Strategies
to search by keyword, select Keyword from the search options and type the
word(s) you wish to search. Keyword searches can retrieve a large number of
results. Several options are available to help refine your search and results.

 Using the Boolean Operators AND, OR, NOT:

 AND: The operator AND narrows the search by retrieving only records
contain both terms.
Example: Renaissance Italy is searched as renaissance AND Italy

 OR: The operator OR broadens the search to include records containing

either keyword, or both.
Example: publishing or writing

 NOT: The operator NOT narrows the search by excluding unwanted words.
Example: architecture not landscape

To search exact phrases, enclose the phrase in quotes

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 Examples:

Search: "artificial intelligence"

Search: "global warming"

To group terms together, place them in parentheses.

Examples:

(residence or home or housing) and (elderly or

Search:
aged)

You may also use the Guided Keyword Search option to group search terms.
To find a term with variant spelling or endings, use a question mark (?) as a
wildcard or truncation symbol

Examples:

Search: child?

Finds: child, children, childhood, etc.

Steps to use while searching

1. Select a search engine. ...

2. After typing in whatever you want to search, press the Enter key on the keyboard
of your computer.

3. Choose a few of the most specific or relevant keywords or phrases to describe your
topic. ...
4. Click Search or press the Enter key on your keyboard.

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5. Assess your results. ...
6. Repeat above steps as necessary

 Group & Organize Keywords for Search Engine Success

 Your search marketing efforts will be far more effective in the long term if you
take the further step of organizing your keyword research. Why? Keyword
grouping makes it much easier to achieve high rankings for multiple keywords
in search engine results.
 It allows you to craft a very specific, targeted message to address each of a
broad range of search engine queries.
To accomplish this, you need to:
Divvy your keywords into small, tightly related groups and subgroups.
Organize keyword groups into a logical, branching hierarchy.
Establish a prioritized workflow for content creation based on Web
traffic and other goals.
 Performing these steps manually in a spreadsheet like Microsoft
Excel would be a pain even for a very small website.
 For a large, growing business with hundreds of thousands of keywords, it
would be completely unmanageable, virtually impossible.
 WordStream, however, is designed specifically to make this task easy.
Our keyword grouping tools make fast work of grouping large numbers of
search engine keywords.
 You can drop a list of keywords into our Keyword Grouper to have them
automatically sorted into tight, relevant groups, or use the Keyword Niche

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 Finder to identify related groups of keywords starting with just one seed
term.

 Divvy your keywords into small, tightly related groups and subgroups

STEPS
Step1: Create top-level AdWords keyword groups

 The first step—going from a scattered sea of keywords to a few main

groups—can be the hardest. If you've done proper keyword research,
you've aggregated many keywords from sources both public (keyword
suggestion tools) and private (Web analytics and log files).
What makes a good top-level keyword group First of all, a top-level group
should be broad—the idea is to build a hierarchy, or taxonomy, with large,
general groups that branch into smaller, more specific subgroups.
Step 2: Create smaller, more specific subgroups of AdWords keywords.
 After you have some top-level groups in place, the next step is
to segment them down into more targeted subgroups.
Step 3: Optimize your AdWords keyword groups
 Plurals and Derivations: Plurals and derivations (for example, "baking" is a
derivation of "bake") should be included in the parent group; do not create
a separate group or a subgroup. WordStream automatically includes and
sorts these terms.

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  Misspellings: There's no need to create groups for common misspellings or
even to include these in your keyword groups. Google and the other
leading search engines are smart enough to recognize misspellings and
redirect the searcher.
 Synonyms and Variations: On the other hand, it's a good idea to create
separate groups for synonyms, due to the way search engines calculate
Quality Score.
 Duplicate Keywords: You may encounter keywords that fit into more than
one group.

Activity:
In pair discuss about organizing keywords and divvying your keywords into
small, tightly related groups and subgroups and after produce the summary
of discussion.

EXERCISES

1 . We get list of sites after typing a word in search bar called _________.

A. Single Word

B. Key Phrase

2. The search results are generally presented in a line of results often referred to
as ___________.

A. Tag List
B. Search Engine Results Pages
C. Search Engine Pages
D. Category List
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ANSWERS

1.B

2.B

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 LO 5.3 : evaluation of website

Topic3: Evaluating Websites

Five Criteria - Accuracy, Authority, Objectivity, Currency and Coverage:

Evaluation of Web documents How to interpret the basics

1. Accuracy of Web Documents

 Who wrote the page and can Accuracy

you contact him or her?
 Make sure author provides e-mail or a
 What is the purpose of the contact address/phone number.
document and why was it
produced?  Know the distinction between author
and Webmaster.
 Is this person qualified to
write this document?

2. Authority of Web Documents

 Who published the document

and is it separate from the Authority
"Webmaster?"  What credentials are listed for the

 Check the domain of the authors)?

document, what institution  Where is the document published?
publishes this document? Check URL domain.
 Does the publisher list his or
her qualifications?

3. Objectivity of Web Documents Objectivity

 What goals/objectives does  Determine if page is a mask for

this page meet? advertising; if so information might be
biased.
 How detailed is the

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 information?  View any Web page as you would an
infommercial on television. Ask
 What opinions (if any) are yourself why was this written and for
expressed by the author? whom?

Currency
4. Currency of Web Documents
 How many dead links are on the page?
 When was it produced?
 Are the links current or updated
 When was it updated'
regularly?
 How up-to-date are the links
 Is the information on the page
(if any)?
outdated?

Coverage
5. Coverage of the Web Documents
 If page requires special software to
 Are the links (if any)
view the information, how much are
evaluated and do they
you missing if you don't have the
complement the documents'
software?
theme?
 Is it free or is there a fee, to obtain the
 Is it all images or a balance of
information?
text and images?
 Is there an option for text only, or
 Is the information presented
frames, or a suggested browser for
cited correctly?
better viewing?

Putting it all together

 Accuracy. If your page lists the author and institution that published the
page and provides a way of contacting him/her and . . .

 Authority. If your page lists the author credentials and its domain is
preferred (.edu, .gov, .org, or .net), and, . .

 Objectivity. If your page provides accurate information with limited

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 advertising and it is objective in presenting the information, and . . .

 Currency. If your page is current and updated regularly (as stated on the
page) and the links (if any) are also up-to-date, and . . .

 Coverage. If you can view the information properly--not limited to fees,

browser technology, or software requirement, then.

Activity1:
In pair discuss about organizing keywords and divvying your keywords into
small, tightly related groups and subgroups and after produce the summary of
discussion.

Activity 2:
In small group discuss about the elements to be considered while evaluating a
web site .write a summary of discussion.

Ways to Evaluate the Quality of Your Website Design

 Everyone’s always talking about good website design—but do you know

what that is? How can you tell if your website design is working, for
example? How do you know what to look for? Without a clear metric for
measuring quality, it’s hard to recognize it.

1. Strategy
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  Good website design is backed by strategy.
 Even the most attractive, user-friendly website isn’t successful when it isn’t
achieving what your company needs.
 Design is not as good as it could be.
 To evaluate the effectiveness of strategy in your website design, run it
through this checklist of questions:
What category is my business, and is that obvious on my website?
What is the purpose of this website, and is the design accomplishing it?
Who is my target audience, and how does the design take them into
consideration?
What do I want my audience to do, and is the design encouraging that
action?

2. Usability

 Usability is all about the practical considerations of what goes into good
website design, such as speed, user-friendliness, security, technical details
like sitemaps, etc. A lot of these details aren’t visually apparent; you don’t
see a website’s security when you type in its URL.
 How long does it take my pages to load, and will visitors get bored waiting?
(One way to test page speed is through Google Page Speed Insights.)

How easy is it to find information?

Is there a search button for visitors?

Do all the links work? (Test for broken links at W3C Link Checker.)

Does the site work in different browsers? (Internet Explorer, Safari, Firefox,
Chrome, etc.)

Does my site work on mobile devices?

If I’m asking for personal details or use a commerce option, is customer

information secure? Have I communicated this to my readers?

3. Style

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  Beauty may be relative, but that doesn’t mean there aren’t clear aesthetic
principles to guide your website design.
 The best designs will align with their brands, create positive impressions for
visitors, be clean, and complement the content they’re communicating.
 To test the effectiveness of your website’s aesthetic, consider the following:

Does my website’s style align with my brand in terms of colors, feel,

graphics, etc?

Is the style consistent throughout the website?

Will the style suit my target audience? (i.e., cartoons on a toy company
website, elegant layout on a legal website)

What feel does the website give—Orderly or messy? Sparse or crowded?

Playful or formal?—and how does that align with my goals?

Where are photos or decorative touches getting in the way of my message?

4. Content

 The two main considerations regarding content are readability and

usefulness.
 Readability is important because if your visitors can’t make out your
content, whether that’s because it’s too small or in a pale color or in an
unreadable font, there’s no way for your message to get across.
 Usefulness is just as important, however, because if your content doesn’t
matter to your reader, you lose him or her anyway.
 Here are some questions to run your website content through to evaluate
its quality:
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 Are the fonts I’ve chosen readable?

Is there enough contrast between background colors and font colors?

Is all the text big enough?

Will this content be relevant to the reader?

Is the content concise but still useful?

 Does the design make content easy to find?

5. Search Optimization

 There are many ways that the design of your website impacts search
optimization—as Search Engine Journal points out, “Search engine
optimization and social networking all start with strong website design.
 ” Does your website have a lot of graphics, for example? If so, search
engines can’t see them. Ask yourself the following questions to
ensure optimized website design:

 Are all my images optimized with ALT tags?

 Is my coding efficient, or are there extraneous lines that could be

eliminated?

 Have I used relevant keywords in title tags, Meta descriptions, heading tags,
etc.?

 Do I have a sitemap?

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LU6: Use of modern ICT technology and social media

By the end of the session the learner should be able to:

1. Proper use of on-line bulletin

2. Proper use of Forum
3. Proper use of social media

LO 6.1: Use of on-line bulletin

Topic: on-line bulletin and Forum

Bulletin: A short report especially one released through official channels to be

broadcast or publicized, a short news report, and a short printed publication.
Especially one produced by an organization

IMPORTANCE OF USING ONLINE BULLETIN

Information

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  Bulletin keeps people abreast of events, opportunities and peer activities in
school or at work.
 A college bulletin board, for example, provides information about
everything from summer vacation job opportunities and forthcoming
poetry readings to graduate research opportunities and student
accommodation.

Sense of Community

 Traditional and online bulletin can symbolize a sense of belonging and

social cohesion. Libraries, for example, serve their local population and are
a center of community activity, while a library's bulletin board is an
extension of this service and is a communal facility.
 Someone running a computer education program for seniors, for example,
could post information about this on the library's bulletin board.
 Online bulletin boards, such as one for writers, also help impart a sense
that people who make use of the board are part of a wider community.

Fostering Inspiration

 Bulletin boards sometimes serve to inspire and motivate. Classroom

bulletin boards, for example, showcase students' pictures, poems and
stories to encourage them and make them feel that their talents are valued
and appreciated.

Efficiency

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  In a workplace environment, bulletin boards can save time and promote
productivity.
 A staff bulletin board offered as part of a company's internal extranet
communication systems saves people the hassle of sorting through
superfluous emails that aren't work-related.

SEVEN BENEFITS OF ONLINE BULLETIN BOARDS

1. Enables Geographic Diversity

 Most companies need to understand their product beyond their own

backyard.
 How someone views a product in the South versus the Northeast, or how
someone in a small rural setting uses a product versus how it is used in an
urban area.
 And it is even more complicated if you are doing business internationally.
It’s not always easy even to find facilities in smaller cities, much less afford
to conduct research in multiple cities.
 Online Bulletin Boards overcome these barriers, enabling you to reach out
to people in diverse locations and settings faster, easier and more
economically.

3. Provides Real Anonymity,

Increasing Honest Feedback People say things they might not feel comfortable
sharing during in-person focus groups.

4. Eliminates Group Think Boards

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  Can be structured so participants must give a response before seeing
others’ answers.
 This format also eliminates one person from dominating the conversation.

5. More Information;

 Better Quality Feedback Typically, focus groups last about 90 minutes,

including time for moderator instructions, introductions and warm-up
questions.

6. Cover More Topics/Concepts

With more time for feedback, Online Bulletin Boards enable you to cover more
topics. Typically, you have time for three significant categories of information in a
focus group, or about four concepts.

7. More Cost Effective

 Using Online Bulletin Boards eliminates travel costs for moderators and
clients, transcription costs (these are included in the software costs and
can be downloaded immediately at the end of each project

Activity

o Briefly read and summarize information found on Igihe.com online

newspaper, and other 3 Rwandan online newspapers

Forum

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What is internet Forum?

 Message board

 News group

 Communities

 Groups

 An online discussion group where people didcuss on a topic by posting

messages

 A forum can have many sub forum

 The topic is called thread

 User submitted message is called post

Internet forum
161
  Archives on various threads are available

 User should have an account on a site

 Only members are allowed to access respective thread posts.

 Moderators (mod) are supervisors on a forum, can access all threads.

 They maintain the forum

 They restrict the fake users, bad, words, flaming, netiquettes

Education use

 Teacher can create a forum and student will participate.

 Students can see previous posts.

 Teacher all over the word can create a forum,

 Shy students can share their views freely

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LEARNING UNIT: Use of TVET Information system

1. Proper use of TVET IS Environment

2. Proper management of school using TVET IS
3. Proper online application using TVET IS

Learning outcome 7.1: Proper use of TVET IS Environment

TVET INFORMATION SYSTEM ENIROMNENT

Definition:

 Management information system(s) (MIS) refers to the complementary

networks of hardware and software cooperating to collect, process, store, and
disseminate information in order to support the managerial role of leveraging
information technology to increase business value and profits.
 Management Information Systems can be used in that context for decision
making, coordination, control, analysis, and visualization. MIS is a subset
of Information Systems with its own numerous and increasingly specific
subsets.
 MIS professionals help organizations to maximize the benefit from
investments in personnel, equipment, and business processes
 TVET IS: is online application software used to manage the TVET
information where’s the Rwanda Polytechnic the Workforce development
authority, colleges, schools and TVET centers fill their updated information
used to interact among them their stakeholders, partners, TVET staff
students and parents.
 The TVET IS also provides to the ministry of education necessary
information in TVET which helps in decision making and for future plans.

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Activities:

To access the TVET information system we need to write in the browser

www.mis.rp.ac.rw

The home page of the system will appear as follow:

As you can see the TVET IS can be accessed by different users:

- The School
- The College
- WDA
- RP
- REB
- E-Learning users
- TVET Students
- Teachers

164
When you login the system as school manager the window bellow will appear “

As it appears above there is main menus of school management including:

165
  Staff management
 Qualification management
 Course management
 Students managements
 Finance management
 Discipline management
 Permissions management
 Marks management
 Attendance management
 SMS

Learning Outcome 7.2: proper management of school using TVET IS

 Staff managements

This menu help the school manager/school administrator to add staff in the
system and to view all staff added in the system where administrator can edit or
delete information about the staff in the system.

 To view all staff , simply click on All staff

 To add staff, click on staff management then add staff, the windows will
appear to lets you fill basic information about the staff in school as
bellow:

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 Courses management : this menu help to add courses, view courses and
update courses offered by the school:
 Student management : this menus help to add, delete, upload picture,
upload the list of students add students’ parents contact in the System as
the window below shows

 Finance management: this menu is used to manage finance related

information including school fees management

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 Discipline management: the discipline management menu is used to record
the information of the discipline regarding his discipline and inform parents
if necessary

 Attendance management: this menu is used to record the attendance for

students and staff, the tin in and the time out accordingly , the window
below show the sample of attendance record.

168
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 Learning outcome 7.3: Proper online application using TVET IS

The TVET IS also used by TVET trainer to apply online as marker and assessors it is
also used by students to apply for admission in Rwanda polytechnics colleges and
other online services.

The activity below shows step by step how the TVET trainer can apply as a marker
or assessor,

Activity 1: Applying for being assessor or marker

 INTRODUCTION
 First of all ask for new username and password for the school by sending
school email, school manager name and school manager’s telephone to
WDA, RP or TVET MIS administrators.
 The user username and password will enable school managers or their
designate to create for other school staff like teacher’s usernames and
password.

 To be able to access the system, the school staff should contact their school
manager for a username and password. visit his/her email where the staff
username & password are sent automatically by the system after the school
manager add a staff

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  GENERAL INFORMATION
To Apply for Marking or accessing
Go to the system page located at www.mis.rp.ac.rw
Click on the General login button and then click on Schools Login. School
Managers and Teachers

If you don’t have an account, please contact your school manager.

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  STAFF INFORMATION
This page contains primary staff information. Update the
information and save.

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  ATTACHMENTS
To upload your attachments, click on the attachments tab, select the
attachment description and browse for the attachment you want to upload.
You can submit multiple

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  ASSESSOR BACKGROUND
Fill in the assessor background form below and submit. You
can submit multiple

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  MARKING BACKGROUND
Fill in the marker background form below and submit. You
can submit multiple

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  TEACHING EXPERIENCE
Fill in the teaching experience form below and submit. You
can submit multiple

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 WORK EXPERIENCE
Fill in the work experience form below and submit. You can
submit multiple

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  ASSESSOR APPLICATION

When your application is received, you will receive a confirmation email and the
page will look like this

If you wish to change your application, you need to cancel the first one as
you can only submit one application.

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  MARKER APPLICATION
To apply as a marker, click on the Marker application link. Fill the form and
submit.

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References
a-paper-sizes.htm2018

Wiki. (2018, june). a-paper-sizes.htm. Retrieved from www.papersizes.org:

https://www.papersizes.org/a-paper-sizes.htm

Wikipediawiki/paper_size

http://www.columbia.edu/cu/lweb/help/clio/keyword.html

https://www.google.rw/imgres?imgurl=https://image.slidesharecdn.com/

https://www.mjmedia.co.za/pros-and-cons-of-the-three-major-search-engine/
https://en.wikiversity.org/wiki/Computer_Hardware_Types

https://www.lifewire.com/what-is-a-computer-case-2618149

https://www.webopedia.com/TERM/C/computer_system_cooling.html

https://www.defit.org/ram/

https://www.examrace.com/Sample-Objective-Questions/Basic-Computers-Questions/
Computers-MCQs-Practice-Test-1.html

http://www.sussex.ac.uk/its/help/faq?faqid=2344

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