Comprehensive Guide to Microsoft Office: Word, Excel, PowerPoint, Exercises of Computer science

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COMPUTER APPLICATIONS MANUAL

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OBJECTIVES

Introduction about Computers[ Anatomy of computer system]

At the end of this course learners should be able to:

 Start, shutdown and restart a computer  Identify files and folders  Launching and closing an application  Define a Computer  Identify safety procedures, preventative maintenance techniques  Identify, list and define the components of a computer system  Identify and Desktop, uses and its icons  Uses of a computer  Types of software  Define Files and Folders and be able to differentiate them  Identify file extensions  Search for files and folders

Computer Hardware

Strictly speaking, computer is made up of five district elements to include:

1. A central processing unit (ALU and CU)
2. Input unit
3. Output unit
4. Storage unit (Internal and Auxiliary)
5. The communication network; ―Bus‖ that links all the elements of the system, and connects the
6. External world. (Cables and Cords)

Motherboard- The motherboard is a printed circuit board that connects other

components through the use of traces, or electrical pathways.

Central processing unit(CPU)- This is the main brain of the computer that

accepts data, performs operations on the data and sends out the results.

The main functions of the microprocessor (CPU clips) includes the following. a. Control use of the main storage in storing data and instructions (i.e the ROM). b. Control the sequence of operations. c. Give commands to all parts of the computer system. d. Carry out processing

Input Devices

Input unit consists of external devices—that is, components outside the computer’s CPU. It provides or fetches information and instructions to the computer. Eg mouse, keyboard

Output Devices

Output devices consists of hardware that transfer information from the computer’s CPU to the computer user. This includes the monitor, Printer, plotters, or speaker.

Security rules

The following are some of the basic rules for secure use of the computer.

 Do not enter into any computer system without authorization.  Do not install any software on your computer without the approval of your system administrator.  Do not use another individual’s user-id, password, or identity.  Do not permit an unauthorized individual (including spouse, relative or friend) access to any sensitive computer network.  Do not reveal your password to anyone -- not even your computer system administrator.  Do not respond to any telephone call from anyone whom you do not personally know who asks questions about your computer, how you use your computer, or about your user-id or password.

Inappropriate use of a Computer

The following activities are considered to be misuse of COMPUTER equipment:

 The creation, download, viewing, storage, copying, or transmission of sexually explicit or sexually oriented materials that can cause you to be fired from your job.  Annoying or harassing another individual, for example through uninvited e-mail of a personal nature or using lewd or offensive language that can cause you to be fired from your job.  Using the computer for commercial purposes or in support of "for-profit" activities or in support of other outside employment, business activity (e.g., consulting for pay, sales or administration of business transactions.  Engaging in any outside fund-raising activity, endorsing any product or service, participating in any lobbying activity, or engaging in any prohibited partisan political activity.  The creation, copying, transmission, or retransmission of chain letters or other unauthorized mass mailings.  Any activities that is illegal, inappropriate, or offensive to fellow employees or the public. Such activities include hate speech or material that ridicules others on the basis of race, creed, religion, colour, sex, disability, national origin, or sexual orientation.

Keyboard : Is the typical input device used with all general purpose computers. A key board will have a number of keys, which is not the same for all computers nor is the arrangement the same.

Mouse : Is a computer input device usually connected to the computer by a thin cable. A mouse has one or more, finger – operated press switches called mouse buttons. When a mouse button is pressed it causes a ― click ‖ sound and passes a signal to the computer.

Pointer: Is an icon on the screen. It moves around the screen in response to the movements of a mouse (or other similar device), or the use of keys, the pointer often changes its shape depending on its position on the screen, or the situation in an application. When the pointer indicates a position in text it is usually called the CURSOR.

Cursor : Is the screen symbol which indicates where on the screen to next action will begin.

Clicking: Pressing a mouse button is called clicking, because this usually produces a ―CLICK‖ sound. Some software expects the mouse button to be pressed twice in quick succession which is called DOUBLE CLICKING , a single click may have one effect while double clicking may have another.

Computer icons: Are small pictures or symbols, with an easily understood meaning, displayed on the screen as a method of offering a choice of activity.

Dialogue box: Is a window which appears when information about a choice is needed, or when options have to be selected. For example; choosing PRINT from a FILE MENU may cause a dialogue box to appear requiring answers to such questions such as name of the file, how many copies etc

What is a Desktop?

A desktop is an area on the screen where you store frequently used files,

shortcuts to certain programs and folders.

What is a File?

A related body of information stored as a single logical unit.

In the world of computing, the terms ―folder‖ and ―file‖ are entirely separate, distinct, and non interchangeable. Folders contain files; files cannot contain folders. Files are represented by various icons that indicate which program is used to open them: File extension :two or three or four letters after the dot in a filename. The file extension indicates what kind of file it is: its ―format‖ or ―type.‖ For instance, the file extension .exe refers to an "executable" file-in other words, an application.. Some common file extensions:  .doc – Microsoft Word document  .ppt – Presentation file  .xls – excel file

MS Word

Objectives

At the end of this course learners should be able to:

 Create and save new documents, formatting, open existing documents

 Bold, Italics, Underline, colouring text

 Creating documents such as mail merge and tables

 Protect documents by passwords, use spelling and grammar

 Insert header, footer, Water mark and page numbers

 Create forms and insert drop down boxes

 Inserting symbols and pictures

Introduction to Word Processing

Word 2007 is a word processor that is part of the Microsoft Office Suite.. A word processor is a program that allows you to create, edit, format, and print documents such as letters, reports, and even Web pages.

Starting the program Click the start button, ALL PROGRAMS, click Microsoft Office, and select Word

2007. Alternatively you can click start button, and select word 2007 if it does appear in the menu above. See figure below

Exploring the User Interface The menus and toolbars in some programs have been replaced with the Ribbon, which is part of the Microsoft Office Fluent user interface. See figure below

Office button

To create a new document:

1. Click office button , this will take you to a menu list
2. Select New
3. Select blank document by double clicking on it
4. A blank window open, then start typing your document

To open an Existing Document

1. Click of fice button , this will take you to a menu list
2. Click Open. The open dialogue box appears
3. Go to location where the document is saved.
4. Double click on the drive [location where you stored your document], then select the file and click open.

If you have opened the existing workbook recently, it’s easier to check under Recent Documents

Saving a Document

1. Click office button , then on the menu list select saves as
2. Then click on Word 97-2003 document
3. Save as dialogue box appears
4. T5Select drive where you want to save your document
5. Under file name, write the name you want to give to your document, then click save

Compatibility mode

Sometimes, you may need to work with documents that were created in earlier versions of Ms Word. Compatibility mode disables certain features, so you will only be able to access commands found in the program used to create the document.

Mail Merge

Act or process of combining a list (usually of addresses) into another document(usually a letter)

Why Mail Merge:

 Only document needs to be composed for communicating to an extensive list of interested people.  Each document can be personalised i.e. it will appear as if it has been written specifically to that recipient

To create Mail Merge

1. Click on mailings tab, then click start mail merge button 2. Drop down list appears, then select step-by-step mail merge wizard
2. Mail merge task pane appears on your right
3. Click starting document/next below step 1 of 6
4. Click next/select recipients below step 2 of 6
5. Select Type a new a list under Select recipient [at the top of the task pane] see figure below
6. Then click create below
7. New address list dialogue box opens, then start entering your recipient addresses, one after the other, by clicking new entry
8. Click OK if you are done with your addresses
9. Save address list dialogue box appears, for you to save your addresses
10. Under filename write the name you want to give to your addresses and click OK
11. Ms word will now show you a list of recipients to be used in your Mail merge, then click OK
12. At this stage your address list is saved, then start writing your letter
13. Where the recipients address is to appear, insert merge field, by clicking the mailings tab, then insert merge field.
14. After inserting merge fields, write the body of your letter, then click mailings tab , then Finish and merge , edit individual documents, then select OK.

What’s a Group email

An email group (contact group ) is a collection of email accounts to which you send emails. When a group owner sends an email to an email group , all the contacts in that group label receive the same email. Creating groups in Gmail is one of the quickest ways to send multiple email

What’s an email- messages distributed by electronic means from one computer user to one or more recipients via a network.

How to create an email group

Click Google Apps at the top right corner of your Gmail page, then choose contacts. Click create contact to add your contact emails, then click Save after entering contact information.

How to send group email

Open your email address, then click Google Apps, and click contacts.

A list of added contact emails will be displayed, then select those contacts to which you want send an email, then click SEND EMAIL button to create your email.

How to Attach a file to an email

After composing your new email, click Attach file button to attach your file

How to delete contacts added to Group email

Select the contact you want to delete and click on More Actions buttons to delete your contact

Send Gmail to Label Group

Note: If you use Gmail for work or school and someone gives you access to their Gmail, you can manage labels on their contacts, too.

Open Gmail.

Find a contact, and then check the box next to their name.

Click Manage labels , then click create label. Type label name on the space provided and click save.

Then all your contacts will be under one label

Now you can use that label next time you want to send email....

How protect a document by password

You can protect your document by password; so that every time you open it, it will prompt you enter a password first

NB: Passwords are said to be case-sensitive, meaning that they can differentiate between upper-and lower case letters; thus, the letter A is treated is treated differently from the letter a.

If you lose or forget the password, it cannot be recovered

How to enter a Password

1. Open your document, then click office button, the menu list appears, then select Prepare , then Encrypt document
2. Encrypt document dialogue box appears, then enter your password, then click OK
3. Confirm password dialogue box appears, then re- enter your password and click OK

Spelling and Grammar

All Microsoft Office come with the ability to check the spelling and grammar of your file. The spelling and grammar checker, often called spell check, is located in different places on the ribbon, depending on your program.

Checking all the spelling and grammar in a file at the same time is useful when you want to proof your text. You can check for possible mistakes and then confirm