The purpose of this manual is to give you the knowledge and skills to handle customer inquiries in regard to your enterprise in an efficient manner. It includes information on all key departments and their functions, as well as information on all key staff members and their roles and functions within the organisation.
COMPUTING FUNDAMENTALS
Title: Apply fundamental computer literacy skills
Table of contents
Module 1 P3
Module 1 consists of part A and part B P3
Part A – Looks at computer system and computer components P3
Part B- Looks at computer peripheral P3
Element 1: Identify main computer components and peripheral. P3
1.1.1. What is a computer? P3
1.1.2. Computer system P3
a. What is computer system? P3
b. Components of computer system P3
1.1.3. Computer hardware P4
1.1.4. Input devices P6
1.1.5. The Central Processing Unit (CPU) P13
Part B: Computer peripherals P18
1.2. Peripherals P18
1.2.1. Introducing peripherals P18
1.2.2. Common Peripherals P19
Check your progress 1 P27
Module 2 P31
Element 2: Perform Microsoft processing and PowerPoint P31
2.1. Simple Instructions for using Microsoft Word P31
2.1.1. How to start a document Page P31
2.1.2. How to select text Page P32
2.1.3. How to format text Page P33
2.1.4. How to copy and paste Page P35
2.1.5. How to center, left align, right align, and justify text Page P35
2.1.6. How to create a numbered or bulleted list Page P36
2.1.7. How to print a document Page P37
2.1.8. How to save a document Page P38
2.1.9. How to open a saved document
2.2. Introduction to basic excel P40
2.2.1. Components of Excel P40
2.2.2. Microsoft Excel Window Components P41
2.2.3. Microsoft Excel Terminology
2.3. Introduction to Power Point Presentation P52
2.3.1. What is PowerPoint? P52
2.3.2. Creating a PowerPoint Slide P52
Check your progress 2 P55
Module 3 P59
Element 3: Use basic internet and e-mail applications P59
3.1. What is the Internet? P59
3.1.1. Here are the top uses of the internet, which are explained below in detail: P59
3.1.2. What is the Web? P59
3.1.3. How does the internet works? P60
3.2. How to email a document P60
Check your progress 3 P61
Module 1 consists of part A and part B
Part A – Looks at computer system and computer components
Part B- Looks at computer peripheral
Element 1: Identify main computer components and peripheral.
1.2.3. What is a computer?
A computer is an electronic device for saving and transforming information, normally in binary form, according to instructions given to it in a variable program.
A computer is a machine that can be programmed to carry out sequences of arithmetic or logical operations automatically.
1.1.2. Computer system
Definition: Is a collection of entities (hardware,software and liveware)
that are designed to receive, process, manage and present information in a
meaningful format.
b. Components of computer system
- Computer hardware - Are physical parts/ intangible parts of a computer. eg Input devices, output devices, central processing unit and storage devices
- Computer software - also known as programs or applications. They are classified into two classes namely - sytem software and application software
- Liveware - is the computer user. Also known as orgwareor the humanware. The user commands the computer system to execute on instructions.
1.1.3. Computer hardware
Hardware refers to the physical, tangible computer equipment and devices, which provide support for major functions such as input, processing (internal storage, computation and control), output, secondary storage (for data and programs), and communication.
Hardware categories (Functional Parts)
A computer system is a series of blended appliances that input, output, process, and store data and information. Computer systems are recently developed around at least one digital transforming device.
Computer Components:
(1) Scanner: An input device that can convert the contents of a paper document into a digital image that can be stored in the computer.
(2) CPU (Central Processing Unit) or the processor: The "brain" of the computer where programs are run. It is one of the most expensive parts of the hardware. Modern CPUs can perform multiple tasks simultaneously.
(3) RAM (Random Access Memory): The computer's high-speed, short-term memory. It temporarily stores data and instructions for programs that run on the computer.
(4) Expansion Cards: Circuit boards that can be inserted to add functionality to a computer system (for example: network, sound, or video cards).
(5) Power Supply: Converts electricity from the wall into the form that the other computer components use.
(6) Optical Drive: An input/output device that reads data from and writes data to CDs and DVDs.
(7) Hard Drive: An input/output device that serves as the long-term storage memory of the computer. There are two primary kinds: mechanical drives that use a mechanical arm to read and write data on a rotating disk, and "solid state" drives that have no moving parts.
(8) Motherboard: A circuit board that holds and connects various components of the computer and allows their communication.
(9) Speaker: An input/output device that outputs sound from the computer.
(10) Monitor: An input/output device that displays information visually. Generally, monitors are output devices where the computer visually displays information. Touchscreens combine the functions of output and input.
(11) Keyboard: An input device on which the user can type to communicate with the computer.
(12) Mouse: An input device that allows the user to interact with visual objects displayed on the monitor.
(13) External Hard Drive: An input/output device that serves as an extra hard drive used for additional or backup storage.
(14) Printer: An output device that can transfer digital data onto paper.
There are five main hardware components in a computer system: Input, Processing, Storage, Output and Communication devices.
Are appliances/gadgets used for recording information or instructions to the central processing unit. Are grouped according to the way they use to record information.
a) Keying devices
Are appliances used to record information into the computer using a sries of Keys eg Keyboard, key-to- storage and keypad.
i) The keyboard
Keyboard (similar to a typewriter) is the main input device of a computer . It contains three types of keys-- alphanumeric keys, special keys and function keys. Alphanumeric keys are used to type all alphabets, numbers and special symbols like $, %, @, A etc. Special keys such as <Shift>, <Ctrl>, <Alt>, <Home>, <Scroll Lock> etc. are used for special functions. Function keys such as <Fl>, <F2>, <F3> etc. are used to give special commands depending upon the software used e.g.F5 reloads a page of an internet browser. The function of each and every key can be well understood only after working on a PC. When any key is pressed, an electronic signal is produced. This signal is detected by a keyboard encoder that sends a binary code corresponding to the key pressed to the CPU. There are many types of keyboards but 101 keys keyboard is the most popular one.
How the keys are organised
The keys on your keyboard can be divided into several groups based on function:
- Typing (alphanumeric) keys. These keys include the same letter, number, punctuation, and symbol keys found on a traditional typewriter.
- Special (Control) keys. These keys are used alone or in combination with other keys to perform certain actions. The most frequently used control keys are CTRL, ALT, the Windows key, and ESC.
- Function keys. The function keys are used to perform specific tasks. They are labelled as F1, F2, F3, and so on, up to F12. The functionality of these keys differs from program to program.
- Cursor Movement (Navigation) keys. These keys are used for moving around in documents or WebPages and editing text. They include the arrow keys, HOME, END, PAGE UP, PAGE DOWN, DELETE, and INSERT and ARROW KEYS.
- Numeric keypad. The numeric keypad is handy for entering numbers quickly. The keys are grouped together in a block like a conventional calculator or adding machine.
B. Pointing devices
Are devices that enter data and instructions into the
computer using a pointer that appears on the screen. The items to be entered
are selected by either pointing to or clicking on them.e.g mice, joystick,
touch sensitive screen, trackballs
i) The mouse
A mouse is a small device used to point to and select items on your computer screen. Although mice come in many shapes, the typical mouse does look a bit like an actual mouse. it is small, oblong, and connected to the system unit by a long wire that resembles a tail and the connector which can either be PS/2 or USB. Some newer mice are wireless.
A mouse usually has two buttons: a primary button (usually the left button) and a secondary button. Many mice also have a wheel between the two buttons, which allows you to scroll smoothly through screens of information.
Pointing and clicking with your mouse is the main way to interact with your computer. There are several types of mice: Mechanical mouse, optical mouse, optical-mechanical mouse and laser mouse.
Basic parts
A mouse typically has two buttons: a primary button
(usually the left button) and a secondary button (usually the right button).
The primary button is the one you will use most often. Most mice also include a
scroll wheel between the buttons to help you scroll through documents and
WebPages more easily. On some mice, the scroll wheel can be pressed to act as a
third button. Advanced mice might have additional buttons that can perform
other functions.
Holding and moving the mouse
Place your mouse beside your keyboard on a clean, smooth surface, such as a mouse pad. Hold the mouse gently with your index finger resting on the primary button and you thumb resting on the side. To move the mouse, slide it slowly in any direction. do not twist it—keep the front of the mouse aimed away from you. As you move the mouse, a pointer (see picture) on your screen moves in the same direction. If you run out of room to move your mouse on your desk or mouse pad, just pick up the mouse and bring it back closer to you.
Pointing to an object often reveals a descriptive message about it.The pointer can change depending on what you are pointing at. For example, when you point to a link in your web browser, the pointer changes from an arrow to a hand with a pointing finger .
Most mouse actions combine pointing with pressing one of the mouse buttons. There are four basic ways to use your mouse buttons: clicking, double-clicking, right-clicking, and dragging.
Clicking (single-clicking)
To click an item, point to the item on the screen, and then press and release the primary button (usually the left button).
Clicking is most often used to select (mark) an item or open a menu. This is sometimes called single-clicking or left-clicking.
Double-clicking
To double-click an item, point to the item on the screen, and then click twice quickly. If the two clicks are spaced too far apart, they might be interpreted as two individual clicks rather than as one double-click.
Double-clicking is most often used to open items on your desktop. For example, you can start a program or open a folder by double-clicking its icon on the desktop.
Right-clicking
To right-click an item, point to the item on the screen, and then press and release the secondary button (usually the right button).
Right-clicking an item usually displays a list of things
you can do with the item. For example, when you right-click the Recycle Bin on
your desktop, Windows displays a menu allowing you to open it, empty it, delete
it, or see its properties. If you are unsure of what to do with something,
right-click it.
c) Scanning devices
Are devices that reproduce an object or a document directly from the source. A scanner can take anything on paper and scan it to produce a duplicated digital image. They are categoriesed according to the technology used to capture data e.g. Scanners and Document readers.
i) Scanners
Used to reproduce a source documentation and turns it
into an electronic form.
Example are - FlatBed and HandHeld scanners.
ii) Document readers
Are documents that reads data directly from source document and convey them as input in the form of electronic signal.
d. Types of Document Readers
i) Optical Mar Reader (OMR)
ii) Barcode readers
iii) Optical Character Readers
b) Magnetic Readers
Reads data using magnetic ink uses principle of magnetism to sense data which have been written using magnetised ink.
1.1.5. The Central Processing Unit (CPU)
Here is a complete list of all the common computer hardware components and common peripherals used with them.
Computer casing is also known as “CPU” (Central Processing Unit); however, it is vital to note that CPU is a chip inside the casting itself. This box is where all the main internal computer components are housed – Motherboard, processor, memory, hard disks, power supply, and more. Computer casings come in all shapes and sizes to accommodate various types of computer components and satisfy the consumer’s needs, with the common ones being tower casings (as above), and small form factors that are about the size of one hand. Recently casings are being integrated into one device – All-in-one PCs, laptops, tablets, and mobile devices.
Is the brain or
the heart of a computer. Is also known as processor and consist of three units
namely –
i) Control Unit ( C U)
ii) Arithmetic logic Unit ( A L U)
iii) Main Memory unit ( M M U)
The system unit is
the core of a computer system. Usually it is a
rectangular box placed on or underneath your desk. Inside this box are many
electronic components that process data. The most important of these components
is the central processing unit (CPU), or microprocessor, which acts as the
"brain" of your computer. Another component is random access memory
(RAM), which temporarily stores information that the CPU uses while the
computer is on. The information stored in RAM is erased when the computer is
turned off.
Almost every other part of your computer connects to the system unit using cables. The cables plug into specific ports (openings), typically on the back of the system unit. Hardware that is not part of the system unit is sometimes called a peripheral device. Peripheral devices can be external such as a mouse, keyboard, printer, monitor, external Zip drive or scanner or internal, such as a CD-ROM drive, CD-R drive or internal modem. Internal peripheral devices are often referred to as integrated peripherals. There are two types according to shape: tower and desktop.
Tower System Unit Desktop System Unit
A motherboard (mainboard, system board, planar board or logic board) is the main printed circuit board found in computers and other expandable systems. It holds many of the crucial electronic components of the system, such as the central processing unit (CPU) and memory, and provides connectors for other peripherals.
Motherboard
Types of processors
i) Comples Instruction Set Computers (CISC)
ii) Reduced Instruction Set Computers (RISC)
Functions of central processing unit
Ø Process data
Ø Control sequence of operaions within the computers
Ø It gives command to all parts of a computer
Ø It control the use of the main memory in storing of data and instructions
Ø it provides temporary storage (RAM) and
permanent storage(ROM) of data
The Control Unit
Is the center of operations for the computer system, it directs the activities of the computer system.
Part B: Computer peripherals
1.3. Peripherals
1.3.1. Introducing peripherals
Overview
A peripheral is a “device that is used to put information into or get information out of the computer.” A peripheral device is generally defined as any supporting device such as a computer mouse or keyboard, that connects to and works with the computer in some way.
There are three different types of peripherals:
· Input, used to interact with, or send data to the computer (mouse, keyboards, etc.)
· Output, which provides output to the user from the computer (monitors, printers, etc.)
· Storage, which stores data processed by the computer (hard drives, flash drives, etc.)
Peripherals are devices that are not the computer's core architecture involved in memory and processing. Peripherals include input hardware, output hardware and storage devices.
A typical desktop computer could include:
• inputs - mouse, keyboard, webcam, games controller
• outputs - screen, printer, speakers, headphones
• storage - hard drive
1.3.2. Common Peripherals
· Input
o Keyboard
o Computer mouse
Product
o Graphic tablet
o Touchscreen
o Barcode reader
o Image scanner
o Microphone
o Webcam
o Game controller
o Light pen
o Scanner
o Digital camera
· Output
o Computer display
o Printer
o Projector
o Speaker
· Storage devices
o Floppy disk drive
o Flash drive
o Disk drive
o Smartphone or Tablet computer storage interface
o CD/DVD drive
· Input/Output
o Modem
o Network interface controller (NIC)
Check your progress 1
1. What is a computer
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2. What is a computer system?
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3. Name three (3) main components of a computer system
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4. Identify the different components of a computer
5. Give five (5) groups how the keyboard is organised
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6. List one use of the following devices
a. Mouse
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b. Scanner
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c. Magnetic reader
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7. What does the CPU stands for?
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8. Name three units of a processer or (CPU)
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9. Define the term “peripheral”
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10. State three main different types of peripherals
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Element 2: Perform Microsoft processing and PowerPoint
2.4. Simple Instructions for using Microsoft Word
2.4.1. How to start a document Page
Follow these step-by-step instructions to start a document in Microsoft Word
Step 1: From the desktop or from your ‘Start’ menu, open Microsoft Word.
Step 2: Microsoft Word will open up and present you with an option to select a document template, or a blank document.
Step 3: If you do not want to use any of the templates on display, click on the blank document.
Step 4: A new blank document will open up ready for you to start typing.
2.4.2. How to move around a document Page
Step 1: From the desktop or from your ‘Start’ menu, open Microsoft Word. Step 2: Click either File or the Office button at the top left. Select Open and browse to the document you wish to open. Double-click on it with your left-hand mouse button to open it.
Step 3: The flashing cursor (mouse pointer) in the document tells you where you are typing. Wherever the flashing cursor is placed, the letters that you type will be inserted at that point. When you start a blank document, the flashing cursor will be at the start of your document ready for you to start typing.
Step 4: As you type, the cursor will also move with each letter. This guides you so that you know where the focus is for typing.
Step 5: The mouse can be used for moving around a document. When the mouse pointer is moved over a text area, the pointer will change from an arrow to a ‘text select’ or ‘I-beam’ icon.
Step 6: Move the text select/mouse pointer with your mouse to where you would like to change or add text. Click the left-hand mouse button. This will then place the flashing cursor at the point where you have clicked so that you can edit or insert text.
Step 7: You can also move around your document using the arrow keys on the keyboard.
Step 8: Pressing these arrow keys will move the flashing cursor up a line of text, down a line or left one character or right one character. Using a combination of keystrokes can also move the cursor further – e.g. holding down the Ctrl (control) key and pressing the left arrow key will move the cursor left one word. Holding down Ctrl and pressing the up arrow key will move the cursor to the start of each paragraph.
2.4.3. How to select text Page
Step 1: If you are not already in a Word document, you will need to open it. From the desktop or from your ‘Start’ menu, open Microsoft Word.
Step 2: Click either File or the Office button in the top left. Select Open and browse to the document you wish to open. Double-click on the file name to open.
Step 3: The mouse can be used to select text. When the mouse pointer is moved over a text area, the pointer will change from an arrow to a ‘text select’ or ‘I-beam’ icon.
Step 4: Move the text select/mouse pointer with your mouse to where you would like to start your selection. Click and hold down the left mouse button. While doing this, move the mouse across your text to where you would like the selection to stop. As you move the mouse, the text will be selected. When you have finished your selection, release the left mouse button.
Step 5: The selected text can now be formatted or changed if required. Step 6: You can also move and select text using the arrow keys on the keyboard, which some people may find easier than the mouse. If you use a combination of keyboard keys – e.g. holding down Ctrl and Shift and pressing the left or right arrow key – you can move the cursor and select the text in different directions.
Step 7: Once text is selected (highlighted), it can be changed or edited as required.
2.4.4. How to format text Page
Step 1: Open an existing Word document or start a new document and type your text.
Step 2: If you would like to change some of the text that you have already typed to a different font, it will need to be selected or highlighted with the mouse first. When the mouse pointer is moved over a text area, the pointer will change from an arrow to a ‘text select’ or ‘I-beam’ icon.
Step 3: Select the text that you wish to edit or change the formatting.
Step 4: To change the selected font to bold, click B in the formatting ribbon at the top of the document.
Step 5: To change the selected font to italics, click I in the formatting ribbon at the top of the document.
Step 6: To change the selected text so that it is underlined, click U in the formatting ribbon at the top of the document.
Step 7: it is also possible to change selected text using a combination of keyboard shortcuts, which some people find easier than using the mouse.
Ø To make text bold, select and highlight the text first. Then hold down Ctrl (the control key) on the keyboard and press B on the keyboard.
Ø To make text italic, select and highlight the text first. Then hold down Ctrl (the control key) on the keyboard and then press the I on the keyboard.
Ø To underline text, select and highlight the text first. Then hold down Ctrl (the control key) on the keyboard and then press the U on the keyboard.
2.4.5. How to copy and paste Page
Step 1: Open an existing Word document or start a new document and type your text.
Step 2: To copy text, it will need to be selected or highlighted with the mouse first. When the mouse pointer is moved over a text area, the pointer will change from an arrow to a ‘text select’ or ‘I-beam’ icon.
Step 3: Select your text so that it is highlighted.
Step 4: Copy the text by clicking on the copy icon at the left-hand side of the formatting ribbon.
Step 5: Use the mouse to move the cursor to where you wish to paste the copied text.
Step 6: Click Paste to insert the copied text in its new place in your text.
Step 8: Your text will now be duplicated in the new position in your document. Step 9: Once text is highlighted, it is also possible to copy and paste it using a keyboard shortcut instead of the mouse, which some people find easier. To copy, press and hold Ctrl (the control key) on the keyboard and then press the C on the keyboard. To paste, press and hold down Ctrl and then press V.
2.4.6. How to center, left align, right align, and justify text Page
Step 1: Open an existing Word document or start a new document and type your text. The default layout is left align, where text will be aligned to the left margin of the document.
Step 2: To change the layout of your text, select the text that you wish to change by using the mouse or keyboard shortcuts.
Step 3: To center the selected text, click on the ‘center text’ icon in the formatting ribbon at the top of the document.
Step 4: To right align the selected text, click on the ‘right align’ icon. This will move all highlighted text so that it is aligned to the right.
Step 5: To ‘justify’ text so that it is aligned to both right and left, click on the ‘justify’ icon.
Step 6: it is also possible to change selected text using a combination of keyboard shortcuts, which some people find easier than using the mouse. To make text centered, select and highlight the text first, then hold down Ctrl (the control key) on the keyboard and press E. To make text right aligned, select and highlight the text first, then hold down Ctrl (the control key) on the keyboard and then press R. To make text justified, select and highlight the text first, then hold down Ctrl (the control key) on the keyboard and then press J. To make the text left aligned again, press, and hold down Ctrl on the keyboard and press L.
Step 7: it is also possible to change selected text using a combination of keyboard shortcuts, which some people find easier than using the mouse. To make text bold, select and highlight the text first. Then hold down Ctrl (the control key) on the keyboard and press B on the keyboard. To make text italic, select and highlight the text first. Then hold down Ctrl (the control key) on the keyboard and then press the I on the keyboard. To underline text, select and highlight the text first. Then hold down Ctrl (the control key) on the keyboard and then press the U on the keyboard.
2.4.7. How to create a numbered or bulleted list Page
Follow these step-by-step instructions to create a numbered or bulleted list Step 1: Open or start a new Microsoft Word document if you do not already have one open.
Step 2: To create a numbered list, click on the numbering icon at the top of the document.
Step 3: The first number will now be inserted into your text.
Step 4: Type the first item on your list.
Step 5: When you press the ‘Enter’ (or ‘Return’) key to go to the next line, the next number will be inserted and so on.
Step 6: To stop the numbers being inserted and go back to standard text, click on the numbering icon again at the top of the document.
Step 7: To create a bulleted list, click on the bullets icon at the top of the screen in the menu ribbon.
Step 8: A bullet point will be inserted into your text. Step 9: Type your list. Every time you press the ‘Enter’ key to go to the next line, a new bullet will be inserted.
Step 10: To stop bullets being inserted, click on the bullets icon again.
2.4.8. How to print a document Page
You will need: A printer set up and connected to your computer.
Step 1: Open an existing Word document or start a new document and type your text.
Step 2: Once you have completed your document and are ready to print, click File in the top left-hand corner of your document.
Step 3: Move down and click Print in the menu. This will bring up the ‘Print’ dialogue box.
Step 4: Choose how many copies of your document you need.
Step 5: Depending on your printer options, you can choose other printing features such as whether you want to print all pages or only certain pages. You can also change the orientation of the print from portrait to landscape and tell your computer and printer whether you are printing on a certain size of paper. You will also see, on the right, a preview of your printed document will look like.
Step 6: When you are happy with your settings, click Print. The document will now start printing on your printer.
2.4.9. How to save a document Page
Step 1: Start a new document in Word and type your text.
Step 2: Click File in the top left-hand corner of the screen.
Step 3: From the menu, choose Save.
Step 4: A ‘Save’ dialogue box will come up. At the top and at the left-hand side in the list of folder options, it will show the folder where you will be saving the document. If you wish to change this folder, navigate through the folders on the left-hand side of the dialogue box to choose the one where you want to save your document.
Step 5: Word will automatically give your document a name, based on the first few words of your text. If you do not like the one given, once you have chosen the destination folder, type a name for your document in the ‘File name’ box. Come up with a name that is concise but will allow you to find the document easily again. do not worry about changing what is in the box underneath, labelled ‘Save as type’. This seldom needs to be changed. It allows you to choose the type of format that all documents created with these settings will have.
Step 6: Once you have typed in the name of your document, click Save. Step 7: Your document will now have a name, which will be shown at the very top of your document screen. If you make changes to your document and then save them after it has been saved originally, the dialogue box will not come up again. It will just save your changes without any visual notification being shown.
Step 8: The ‘Save As’ menu – the link to which is on the left-hand side of the ‘File’ dialogue box, beneath ‘Save’ – is used to save an existing document under another name. This is helpful if you have made changes to your document and then want to save the changes, but also keep the original document in its original format and under its original name.
2.4.10. How to open a saved document
Step 1: If you already have Microsoft Word opened, click File in the upper left-hand corner of the screen.
Step 2: Click Open.
Step 3: An ‘Open’ dialogue box will pop up. From this, find your way to the folder in which your document is saved. Folders are shown down the left-hand side of the dialogue box.
Step 4: Once you have located your document and clicked on it to select it, its name will be shown in the ‘File name’ box at the bottom of the dialogue box.
Step 5: Click Open. The document will then be opened.
Step 6: You can also open a document by navigating through the ‘Start’ menu. Click Start. From the menu that now appears, choose Documents. Navigate to find the document you are looking for through your folders and files. Double-click on the name of the document you want to open
2.5. Introduction to basic excel
Microsoft Excel is the spreadsheet element of the Microsoft Office Suite. It is used mainly to enter, edit, format, sort, perform mathematical computations, save, retrieve, and print numeric data
2.5.1. Components of Excel
Three most important components of Excel are which you need to understand
first:
1. Cell: A cell is a smallest but most powerful part of a spreadsheet. You
can enter your data into a cell either by typing or by copy-paste. Data can
be a text, a number, or a date. You can also customize it by changing its
size, font color, background color, borders, etc. Every cell is identified by
its cell address, cell address contains its column number and row number
(If a cell is on 11th row and on column AB, then its address will be AB11).
2. Worksheet: A worksheet is made up of individual cells which can
contain a value, a formula, or text. It also has an invisible draw layer,
which holds charts, images, and diagrams. Each worksheet in a workbook
is accessible by clicking the tab at the bottom of the workbook window. In
addition, a workbook can store chart sheets; a chart sheet displays a
single chart and is accessible by clicking a tab.
3. Workbook: A workbook is a separate file just like every other
application has. Each workbook contains one or more worksheets. You can
also say that a workbook is a collection of multiple worksheets or can be a
single worksheet. You can add or delete worksheets, hide them within the
workbook without deleting them, and change the order of your
worksheets within the workbook.
2.5.2. Microsoft Excel Window Components
Before you start using it, it is important to understand that what’s
where in its window. So ahead we have all the major component which you
need to know before entering the world of Microsoft Excel.
1. Top of Excel Window
ü Quick Access Bar .................................................................................................
ü Title Bar ................................................................................................
ü Minimize/Maximize Bar .................................................................................................
ü Tabs Bar ...................................................................................................
2. Navigation Options
ü I-Beam ...................................................................................................
ü Horizontal Scroll Bar ..................................................................................................
ü Vertical Scroll Bar ...................................................................................................
3.File Tab Options..................................................................................
ü Save............................................................................................
ü Save As........................................................................................
ü Print............................................................................................
o Orientation...............................................................................
o Scaling....................................................................................
Ribbon Components
1. Home Tab Groups: ....................................................................................................
ü Clipboard ................................................................................................... Cut/Copy/Paste.............................................................................
ü Font ...................................................................................................Face .......................................................................................... Color ..........................................................................................
Size ............................................................................................
Style (B, I, U) ............................................................................. Border .......................................................................................
Shading .....................................................................................
ü Alignment ................................................................................... Horizontal ..................................................................................
Vertical ......................................................................................
Wrap Text ...................................................................................
Merge Cells ..................................................................................
Number .....................................................................................
ü Styles (Format as Table) ..............................................................
ü Cells .........................................................................................
Format .....................................................................................
Editing ...................................................................................... Autosum ....................................................................................
Sort/Filter ...................................................................................
Find/Select .................................................................................
2. Insert Tab Groups............................................................................
ü Tables .........................................................................................
ü Illustrations (Pictures/Shapes)........................................................
ü Charts ........................................................................................
3. Page Layout Tab Groups: ..............................................................
ü Page Setup –Margins/Orientations .................................................
4. Formula Tab Groups (more advanced options): ..............................
5. Data Tab Groups: (more advanced options) ....................................
6. Review Tab Groups: ........................................................................
ü Spelling: ......................................................................................
7. View Tab Groups: ...........................................................................................................
ü Freeze
5.0.3 Creating a Monthly Budget appears below. You will follow these instructions along with your instructor. Use the completed budget after the instructions to help you.
Step 1: Enter and format text
|
Cell |
Text to type in |
Formatting |
|
A1 |
Monthly Income |
Bold |
|
A2 through A19 |
Your income categories |
N/A |
|
C1 |
Monthly Expenses |
Bold |
|
C2 through C19 |
Your expense categories |
N/A |
|
E1 |
Balance |
Bold |
Step 2: Enter and format numbers
|
Text to type in |
Formatting |
|
|
B2 through B19 |
Your income amounts |
Currency |
|
D2 through D19 |
Your expense amounts |
Currency |
|
B2 through B19 |
Your income amounts |
Currency |
|
D2 through D19 |
Your expense amounts |
Currency |
Step 3: Enter and format formulas
|
Cell |
Formula |
Formatting |
|
B20 |
AutoSum |
Currency |
|
D20 |
AutoSum |
Currency |
|
E20 |
=B20-D20 |
Currency and Bold Red if negative and Green if positive |
Step 4: Format borders
With your mouse, click on cell A1 and drag until your mouse pointer is on cell E20. Release your mouse. You should have the table highlighted in blue. Under the Home/Font group, find the borders icon. Use the drop down menu to choose All Borders.
Example Completed Budget
2.5.3. Microsoft Excel Terminology
Absolute Cell Reference: An absolute address in a formula refers to a specific cell location. Absolute references do change when you copy and paste or fill them down or over. Absolute references are created by adding a $ sign in front of each character in the cell address. For example, $B$4 will always refer to cell B4.
Active Cell: The active cell contains the insertion point and is identified by a dark border around the cell. Its address (location) is shown in the formula bar. Any action you perform is performed on the active cell.
Alignment: Horizontal alignment refers to the position of the contents of a cell in relation to its side borders.
|
Centered |
Right Align |
Vertical alignment refers to the position of the contents of a cell in relation to its top and bottom borders
|
Top Align |
Centered |
Bottom Aligned |
Arithmetic Operators: The characters used to calculate numbers within a formula. Addition (+), Subtraction (-), Multiplication (*), Division (/)
AutoFill: AutoFill is the Excel feature that allows you to automatically copy cells and fill them down or across a series of cells.
Borders: Lines you may format around your cells or range of cells to enhance the readability and/or appearance of your spreadsheet.
Cell: A cell is the intersection of a row and a column. A cell can contain a label, a numeric value, or a formula.
Cell Address/Reference: The column letter and row number where the cell intersects. Example B4 is the intersection of column B and row 4.
Close: Use the Close command when you want to complete your work on a file and put it away without leaving Excel.
Columns: Columns are the vertical divisions of a worksheet identified by letters.
Default: A predetermined (by the manufacturer) setting for a particular command. Default settings can be changed.
Formula: A formula is a mathematical statement usually containing cell references and/or numbers and mathematical operators. A formula always starts with an equals sign (=).
Formula Bar: The formula bar is located under the toolbars at the top of the working screen. It contains the edit line for working with formulas and provides information regarding cell addresses.
Functions: A function is a preset formula. Functions consist of the function name and its arguments. The function name tells Excel what calculation you want it to perform.
Range: A range is a block of cells that can be selected, manipulated, named, and formatted as a group.
Relative Addresses: A relative address is a standard cell reference. Example: B4, U2. A relative cell references changes when copied and pasted to a new cell or is filled down a series of rows or across columns.
Rows: Rows are the horizontal divisions of a worksheet that are identified by numbers.
Sorting: Sort is a command which automatically arranges selected data alphabetically or numerically. You can sort in either ascending or descending order. It is important to highlight all of the data you want included in the sort.
Spreadsheet: The generic term for the type of program that allows for entering, analyzing, and calculating data. Common spreadsheet uses include analysis, charting, and budgeting.
Workbook: A workbook is a collection of worksheets saved as one file. The worksheets generally contain related material. The default number of worksheets in a workbook is three. These can be deleted or more worksheets can be added.
Worksheet: A worksheet is an electronic spreadsheet that lets you enter, analyze, and calculate data.
Wrap Text: Wrap Text is a cell formatting option that forces text to break into lines within a cell.
2.6. Introduction to Power Point Presentation
2.6.1. What is PowerPoint?
PowerPoint (PPT) is a powerful, easy-to-use presentation graphics software
program which allows you to create professional-looking electronic slide
shows. PPT is used to present information in an organised manner to an
individual or group. Using clip art, sound clips, movie clips, graphs,
organization charts, imported Web screens, and many other features, you can
easily create a presentation that will impress your audience and convey your
message clearly and professionally.
2.6.2. Creating a PowerPoint Slide
Step 1:
Open Microsoft PowerPoint.
Step 2:
Go to File at the top of the screen and click New. A box that says “New Presentation” should appear on the right side of your screen.
Step 3:
In the “New Presentation” dialog box, click on “From Design Template.” You may then scan through design templates and choose one that you like.
Step 4: Slide Design
Select a design template by clicking on the template you like. You may choose a different color for your template by clicking on “Color Schemes” in the “New Presentation” dialog box.
Step 4: Slide Design
Select a design template by clicking on the template you like. You may choose a different color for your template by clicking on “Color Schemes” in the “New Presentation” dialog box.
Step 5: Slide Layout
Change the Slide Layout. You may change the slide layout (how information is presented in the slide) by going to the top of the screen and clicking on “Format” – “Slide Layout.” A box will appear on the right side of your screen (where “New Presentation” appeared) labeled “Slide Layout.” You may select a design by clicking on it.
Step 6: Adding Text
Enter your text by clicking and then typing in the box titled “Click to Add Text” or “Click to Add Title.”
Step 7: Adding Pictures
You may add pictures by clicking on the box that says “Click to add content.” Inside that box, there will be a smaller box with six icons. Click on the icon that looks like a photograph of a mountain. A new window will open, allowing you to browse for a picture on your computer or a CD. Once you find your picture, click on it and then click “Insert.”
Step 8: Resizing Pictures
You may change the size of your picture by clicking on the picture. The picture will then have black lines around it with small bubbles or boxes in the corners. Place your mouse over the bubbles or boxes and click. Holding the mouse pointer down, drag the picture to the size you want.
Step 9: You’re Done
Check your progress 2
1. Briefly explain on how to start/open a document Page
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2. Demonstrate how to move around a document Page
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
3. Describe the steps to follow when selecting text Page
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4. Illustrate how to format text Page
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
5. What are the steps to follow to copy and paste Page
6. Explain how to print a document Page
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7. Differentiate between three components of excel
…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
8. What does the Top Excel window consist of?
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
9. What does PPT stand for?
……………………………………………………………………………………………………………………………………………………………………………………
10. Write down the steps in creating PPT
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
Element 3: Use basic internet and e-mail applications
The Internet is a global network of billions of computers and other electronic devices. With the Internet, it is possible to access almost any information, communicate with anyone else in the world, and do much more
3.3.1. Here are the top uses of the internet, which are explained below in detail:
3.3.2. What is the Web?
The World Wide Web—also called the Web for short—is a set of different websites you can access through the Internet. A website is made up of related text, images, and other resources. Websites can be like other methods of media—like newspaper articles or television programs—or they can be collaborative in a way that is distinctive to computers.
The aim of a website can be practically anything: a news platform, an advertisement, an online library, a forum for sharing images, or an educational site like us!
3.3.3. How does the internet works?
The Internet is a global computer network for communication – nothing more than a basic computer network. Internet is a global network of physical cables, which can include copper telephone wires, TV cables, and fiber optic cables. Even wireless connections like Wi-Fi and 3G/4G rely on these physical cables to access the Internet. The Internet simply moves data from one place to another, so that we can chat, browse, and share.
When you visit a website, your computer sends a request over these wires to a server. A server is where websites are stored, and it works a lot like your computer's hard drive. Once the request arrives, the server retrieves the website and sends the correct data back to your computer. Data moves over the Internet in a manner called “packet switching.” What packet switching basically does is send your data in separate pieces – each tagged with your intended destination. Once all the pieces reach their target, they are reassembled into – before you know it! – your email. Packets flow by many routes, each determined by the quickest and most efficient at the time you send your email. What is amazing is that this all happens in just a few seconds How Do I Explore the Internet?
To access the Internet, you will need a personal computer, a modem (or direct link to a network), telecommunications software, a telephone line, and an Internet account.
Follow these step-by-step instructions to email a document You will need:
Ø an email account, set up and ready to send and receive email
Ø a document saved on your computer.
Step 1: Log in to your email account so that you are on the dashboard (front page) of your mail account.
Step 2: Click Compose. Alternatively, you can reply to an email that you have received by double-clicking on it in your list of received emails, then following the same steps.
Step 3: Once your new email is open, type your recipient’s email address in the ‘To’ field. Then put a title for your email in the ‘Subject’ box and type your message.
Step 4: Click on the paper clip icon at the bottom of the compose window
Step 5: Browse through your Windows folders until you reach the document you want to attach to your email. Highlight this by clicking on it and then click Open. This will add the document as an attachment to your email.
Step 6: You can tell that your document has been attached to you email by its file name appearing in blue text at the bottom of the compose window. Step 7: If you want to attach another document, click the paperclip icon again and repeat steps 4 and 5.
Step 8: When you are ready to send your email, click Send.
Check your progress 3
1. What is the Internet?
……………………………………………………………………………………………………………………………………………………………………………………………
2. Name five (5) common uses of internet
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
3. What is Web?
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
4. Briefly explain how internet work?
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
5. State the steps on how to email a document
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
References
1. "Data Processing Concept" (PDF). The National Institute of Open Schooling (NIOS). pp. 24–37. Retrieved 2 June 2012. ↵
2. "Definition of: output device". Encyclopedia. The Computer Language Company Inc. Retrieved 2 June 2012. ↵
3. Lemley, Linda. "Chapter 6: Output". Discovering Computers. University of West Florida. Retrieved 3 June 2012. ↵
4. "Data Processing Concept" ↵
5. "Input devices, processing and output devices". GCSE Bitesize. BBC. Retrieved 2 June 2012. ↵
6. Kim, Daeryong. "Hardware Output Devices". Fundamental Microcomputer Information Technology. The University of Mississippi. Retrieved 2 June 2012. ↵
7. "Output device". A Dictionary of Computing. Oxford University Press. 2008. Retrieved 3 June 2012. ↵
8. A.M. Turing and R.A. Brooker (1952). Programmer's Handbook for Manchester Electronic Computer Mark II. University of Manchester.
9. https://peda.net/kenya/ass/subjects2/computer-studies/form-1/the-computer-system
10. https://www.google.com/search?q=what+is+a+computer%3F&sxsrf
1.
2.
Under this unit standard you are going to learn the skills and knowledge required to file and retrieve documents in
an office environment. It includes filing documents and identifying and retrieving
documents. This unit standard is intended for those who work in an office environment
This modules is about the filing systems used in offices and the retrieval of information. https://bizfluent.com/list-7600832-types-filing-systems.html
Occupational health and safety (OHS) relates to health, safety, and welfare issues in the workplace.
OHS includes the laws, standards, and programs that are aimed at making the workplace better for workers, along with co-workers, family members, customers, and other stakeholders.
Improving a company's occupational health and safety standards ensures good business, a better brand image, and higher employee morale.
Information Communication Technology (ICT) is the necessary element required to power information systems. ICT is used to generate, store, organise, process, share and transmit information using electronic devices specifically designed to handle digital data more commonly known as hardware and software devices.
Information Communication Technology (ICT) is the necessary element required to power information systems. ICT is used to generate, store, organise, process, share and transmit information using electronic devices specifically designed to handle digital data more commonly known as hardware and software devices.
The
purpose of this manual is to give you the knowledge and skills to apply and
adhere to health and safety rules and regulations in an office environment.
Dear students please make sure you go through the course, just to get your self ready for external assessment.please do not hesitate to consult me when you need assistance.
This training programme is intended to provide a course in Office Administration which fosters the development of both manual and intellectual skills. The approach to the subject which is advocated in this training programme is trainee centered. It advocates for the involvement of trainees in planning and designing their practical work. This approach encourages the acquisition of technical skills and knowledge, leading to knowledge based society, which is the goal of the Namibian vision 2030.
This unit standard specifies the competencies required to operate office equipment. It
includes the selecting, locating and operation of equipment. It is intended for those who
work in an office environment.
This unit standard specifies the competencies required to operate office equipment. It
includes the selecting, locating and operation of equipment. It is intended for those who
work in an office environment