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TABLE OF CONTENTS

Table of Contents WEEK 1 .....................................................................  INTRODUCTION TO COMPUTER ..........................  COMPUTER DEFINED ..............................................  THE GENERAL FEATURE OF A COMPUTER SYSTEM..... defined. 

HARDWARE. ........................................................................ 

COMPUTER SOFTWARE ..................................................... 

Categories of Software ............................................................ 

System Software ..................................................  Operating systems ................................................ The main functions of operating systems ............

System Services ...........................................................  Language Translators (Processors) ..............................  

Graphical User Interfaces (GUls) ........................USER APPLICATIONS SOFTWARE .......................

User Programs: ........................................................................

Commercial Packages .............................................................

WEEK 2 .......................................................................Getting to Know Windows ..........................................  IMPORTANT WINDOWS OPERATIONS................  Using Menus ................................................................Using the Start Menu—And Switching Programs .......  Launching a Program ............................................................... 

Switching Between Programs .................................................. 

USING WINDOWS EXPLORERS – My Computer ..  Browsing for Files with the Documents Explorer ....................

Managing PC Resources with the Computer Explorer ............

Getting Help in Windows .........................................................   

Shutting Down Windows—And Your Computer .................... 

Powering Down ....................................................................... 

Putting Windows to Sleep .......................................................  

Shutting Down Windows XP .................................................... 

Working with the My Documents Folder ................................  

Windows XP Applications ........................................................   

Week 3 .........................................................................  Understanding Files and Folders ................................. Viewing Folders and Files ...........................................  Changing the Way Files Are Displayed .......................Sorting Files and Folders .............................................  Grouping Files and Folders .......................................... Navigating Folders ................................................................... 

Searching for Files ...................................................................  

Creating New Folders .............................................................. 

Renaming Files and Folders .....................................................

Copying Files ............................................................................ 

The Easy Way to Copy ............................................................. 

Other Ways to Copy ................................................................ 

Moving Files ............................................................................. 

The Easy Way to Move ............................................................ 

Deleting Files ........................................................................... 

The Easy Way to Delete ...........................................................  

Other Ways to Delete a File ..................................................... 

Restoring Deleted Files ............................................................   

Managing the Recycle Bin ........................................... Working with Compressed Folders ......................................... 

Compressing a File ...................................................................

Extracting Files from a Compressed Folder ............................. 

Copying Files to Another Computer ........................................ 

Copying Files with a Portable Drive .........................................  

Copying Files Via Email ............................................................   

Backing Up Your Important Files ............................................. 

Week 4 .........................................................................  

MS-Word .................................................................. . Getting started ..............................................................  Working With Documents ...........................................  Create a New Document ......................................................... 

Opening an Existing Document ...............................................

Renaming Documents .............................................................  

Working on Multiple Documents ............................................ 

Document Views ...................................................................... 

Close a Document ....................................................................  

Week 5 .........................................................................  Customize the Word Environment ........................... Editing a Document ...................................................  Change Font Typeface and Size .............................................. 

Formatting Paragraphs .......................................  Styles............................................................................  New Styles To create a new style: .......................................... 

Week 6 .........................................................................  TABLES ...................................................................... Adding Tables .............................................................. WEEK 7 ....................................................................... GRAPHICS ..................................................................  WEEK 8 .......................................................................  Proofreading a Document ......................................... Page Formatting ......................................................... WEEK 9 .......................................................................  Macros .....................................................................................  

Table of Contents .......................................................  Mark Table of Contents Entries ..............................................

Create a Table of Contents .....................................................  

Update Table of Contents ..........................................  WEEK 10 ..................................................................... 

MAIL MERGE ..............................................................  Use mail merge to create and print letters and other documentsdefined. 

Set up the main document ..................................................  

Resume a mail merge .......................................................... 

Connect the document to a data source ...........................  

Choose a data file .................................................................

Refine the list of recipients or items ................................... 

Add placeholders, called mail merge fields, to the document ..... defined. 

What happens when you merge .........................................  

Working with fields: Examples ............................................ 

Map mail merge fields to your data file ..............................  

Type content and add fields ................................................  

Format merged data ............................................................. .  

Preview and complete the merge ....................................... 

Preview the merge ................................................................   

Complete the merge ............................................................. 

Print the merged documents ............................................... 

Change individual copies of the document ........................  

Save the main document ..................................................... 

WEEK 11 ....................................................................  MICROSOFT EXCEL - 2007 ...................................  Getting started with Excel 2007 ................................  Spreadsheets ...............................................................  Week 12 .......................................................................  Customize excel ..........................................................  Work with a Workbook.............................................  Create a Workbook ....................................................  Save a Workbook ....................................................................   

Open a Workbook ...................................................................  

Entering Data ..........................................................................  

Modifying a worksheet ............................................................  

Week 13 ....................................................................... Modifying a worksheet ................................................  Insert Cells, Rows, and Columns ..............................  Delete Cells, Rows and Columns ..............................  Find and Replace........................................................  Spell Check .................................................................  Week 14 .......................................................................  Perform calculation ......................................................  Excel Formulas ........................................................................  

Calculate with Functions ........................................................   

Function Library ...................................................................... 

Relative, Absolute and Mixed References ...............................

Linking Worksheets ...................................................

Sort and filter ...............................................................  Week 15 .......................................................................  Graphic in excel ...........................................................  Adding a Picture ......................................................................  

Adding Clip Art ........................................................................ 

Editing Pictures and Clip Art ................................................... 

Adding Shapes ......................................................................... 

Adding SmartArt .....................................................................  

Charts in excel .............................................................. Create a Chart .........................................................................  

Format worksheet.........................................................  Convert Text to Columns ........................................................ 

Modify Fonts ........................................................................... 

Format Cells Dialog Box .......................................................... 

Change Column Width and Row Height ................................. 

Hide or Unhide Rows or Columns ..........................................  

Merge Cells ..............................................................................   

Align Cell Contents ..................................................................  

Developing a worksheet ...............................................  Format Worksheet Tab ...........................................................  

Reposition Worksheets in a Workbook ................... Insert and Delete Worksheets ...................................  Copy and Paste Worksheets: .................................................. 

Pages properties printing..............................................  Set Print Titles ............................................................  Create a Header or Footer ......................................................  

Set Page Margins .................................................................... 

Change Page Orientation ........................................................ 

Set Page Breaks .......................................................................  

Print a Range ........................................................................... 

Customize the layout....................................................  Split a Worksheet .................................................................... 

Freeze Rows and Columns ...................................................... 

Hide Worksheets .....................................................................   

WEEK 1

INTRODUCTION TO COMPUTER

COMPUTER DEFINED A computer is a device that accepts data in one form and processes it to produce data in another form. For now it is also worth noting that the data is normally held within the computer as it is being processed, and is often held much longer than that. Also, the nature of the processing may change according to the data entered. The forms in which data is accepted or produced by the computer vary enormously from simple words or numbers to signals sent from or received by other items of technology. So, when the computer processes data it actually performs a number of separate functions as follows.

a. Input. The computer accepts data from outside for processing within. b. Storage. The computer holds data internally before, during and after

processing. c. Processing. The computer performs operations on the data it holds within. d. Output. The computer produces data from within for external use. This is

summarised in the diagram below The Basic Function of a Computer

At this point it is appropriate to give a more concise and acceptable definition of Computer as follows: Computer is a device that works under the control of stored programs, automatically accepting, storing and processing data to produce information that is the result of that processing. To get the picture clear, other elements mentioned in the definition, programs, data and information would have to be defined. Program: A program is a set of instructions that is written in a computer understandable language to make the computer perform a specific task. (Note the spelling program not programme.) The computer is only able to obey a program's instructions if the program has first been stored within the computer. This implies that the computer must be able to input and store programs in addition to data. So, the computer works under the control of stored programs.

INPUT OUTPUT

PROCESS STORAGE

Information Data

Data: This is the name given to basic (raw) facts about event, person, object etc., that have not been processed and hence can’t be used for any serious decision making process. Information: A distinction is sometimes made between data and information. When data is converted into a more useful or intelligible form then it is said to have been processed into information. Therefore Information is a fact that have undergone processes and can be used for any decision making process. . What is Computer?

A computer is one of the electronic items that are used for handing

information and communication. On there own, computers can do

nothing, but with people to give them instructions they are powerful

and useful tools.

The first computers were so simple, it was just to do sums or

computers results.

Since those early days, however, technology has advanced so

much that computers can now be used as tools in many ways:

• As calculators

• As pen and paper

• As filing cabinets

• As reference books

• As calculators

• As teachers or learning aids

• As source of entertainment

• As shopping centre

The reason why they are so useful is that they do all these things

electronically far faster that we can do them by hand.

Computers have several advantages over people:

They do not get bored or distracted, so they can do the

same job thousands of times very quickly (speed)

They don’t make mistakes, so they always get the same

results from the same information (accuracy and consistency)

They can remember large amount of information (storage).

However, it has some disadvantages such as security. That means

having data on the computer rather than on paper means lots of

data can be stored on a single floppy disk, CDROM or DVD and the

data could be easily removed (stolen), changed or even damaged.

Activity 1.2.

Do you think that introduction of computers had any social cost?. Discuss your

views with your peers and your teacher.

At one time it was easy to divide computers into three groups

according to their size: micro (smallest), mini (personal) and

mainframe (largest).

Minis were using for office information, micros for home computing,

and mainframe for large-scale information handing. Now the

categories have emerged into one another, as so many different

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Input is data entered to a computer system for processing. Let’s

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senses are the sight, touch, taste, hearing and smell. This is how we

receive information from the outside world. The most common input

devices are keyboard a mouse,

Microphone – Allows the computer to receive and record sound.

Necessary for voice recognition software and any software that

needs to record sound.

Scanner – Much like a copying machine. Allows the computer to

digitalise copies of text or graphics. This is an example of going from

a hardcopy or physical paper to softcopy or digital image.

Mouse & keyboard Microphone Scanner

Example of input devices

Process: in home, business and school microcomputers, a main

processing chip called the processor or central processing unit

(CPU) handles the instructions from the computer program and

process the data.

While output is the presentation of the results of processing. Output

can be routed to a monitor, audio speakers, or a printer.

The output on a monitor is called soft copy because it is temporary,

while the printer output is called hard copy, which is can you

handled, folded and so on.

Monitors Speakers Printer

Example of output devices

Storage is a place within the computer where we put information for

later use. Storage of data in a computer system is either temporary

or permanent.

Whenever we speak of storing information whether it is temporary

storage or permanent storage we speak in terms of RAM and ROM.

Random-access memory (RAM) provides temporary storage

during processing so when the computer is turned off the RAM is

completely erased. ROM is permanent memory and cannot be

erased, whether or not the computer is turned off or on. ROM cannot

even be changed the information stored in ROM can only be read

and not updated. In terms of storage we can think of RAM in terms

of saving music on a cassette tape. If you were to decide to change

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other words, it is anything that is tangible. This is the most basic

level on which your computer operates. So the hardware could be

classified into one of four categories: input devices, processor,

output devices, and storage. When the information has been

entered through input devices into the PCs system unit. The

information is processed electronically by the CPU and stored in

electronic memory. In the processing section, the computer only

understands two things; those two things are ON and OFF. ON is

represented by the number 1, while OFF is represented by 0. This is

based on the binary number system, these digits are known as bits.

The monitor for example, receives and displays information. To

keep a permanent copy of your work, you must save it to a storage device, such as a floppy or hard disk.

Software is the set of instructions your computer hardware needs to

be able to work. Without software, the computer cannot process any

information. Your computer uses two different types of software to

process information: an operating system and software applications.

The operating system is the most important piece of software for

your computer. It is the primary program, working with the hardware

to manage all of the basic tasks which you need your computer to

perform. An operating system must be present before any other

software can run.

Software applications are the set of programs you can run on top

of your operating system. The sample list below shows six

categories of software and some of the specific applications we

have available on the IPFW network.

Word Processing: Word for Windows, Word Perfect, etc.

E-Mail: Hotmail, Yahoo, Microsoft Outlook, etc.

Communications: Netscape, Telnet , Internet explorer, Online chat,

etc.

Database: Access

Graphics: Harvard Graphics, MS Power Point Presentations,

Photoshop, etc.

Spreadsheet: Excel, Lotus, etc.

WEEK 2 Getting to Know Windows Windows is a type of software called an operating system. An operating system does what its name implies—operates your computer system, working in the background every time you turn on your PC. Equally important, Windows is what you see when you first turn on your Computer, after everything turns on and boots up. The “desktop” that fills your screen is part of Windows, as are the taskbar at the bottom of the screen and the big menu that pops up when you click the Start button. If you’ve recently purchased a new PC, the version of Windows on your PC is probably Windows Vista. Microsoft released different versions of Windows over the years, and Vista is the latest—which is why it comes preinstalled on most new PCs. If you’ve used a previous version of Windows— such as Windows XP, Windows 2000, or Windows 98—on another PC, Windows Vista no doubt looks and acts differently from what you’re used to. Don’t worry; everything that was in the old Windows is still in the new

The Windows XP Desk

The Windows Vista Desktop As you can see in the Figure above the Windows XP desktop looks a lot like the Windows Vista desktop but without the see-through windows and the Sidebar. Everything else is where you’d expect it to be—the Start button, the taskbar, the system tray (what Vista calls the notification area), the shortcut icons, and the Recycle Bin. IMPORTANT WINDOWS OPERATIONS To use Windows efficiently, you must master a few simple operations, such as pointing and clicking, dragging and dropping, and right-clicking. You perform all these operations with your mouse. Pointing and Clicking The most common mouse operation is pointing and clicking. Simply move the mouse so that the cursor is pointing to the object you want to select and then click the left mouse button once. Pointing and clicking is an effective way to select menu items, directories, and files. Double-Clicking To launch a program or open a file folder, single-clicking isn’t enough. Instead, you need to double-click an item to activate an operation. This involves pointing at something onscreen with the cursor and then clicking the left mouse button twice in rapid succession. For example, to open

program groups or launch individual programs, simply double-click a specific icon. Right-Clicking Here’s one of the secret keys to efficient Windows operation. When you select an item and then click the right mouse button, you’ll often see a pop-up menu. This menu, when available, contains commands that directly relate to the selected object. So, for example, if you right-click a file icon, you’ll see commands related to that file—copy, move, delete, and so forth. Refer to your individual programs to see whether and how they use the right mouse button. Dragging and Dropping Dragging is a variation of clicking. To drag an object, point at it with the cursor and then press and hold down the left mouse button. Move the mouse without releasing the mouse button and drag the object to a new location. When you’re finished moving the object, release the mouse button to drop it onto the new location. You can use dragging and dropping to move files from one folder to another or to delete files by dragging them onto the Recycle Bin icon. Hovering When you position the cursor over an item without clicking your mouse, you’re hovering over that item. Many operations require you to hover your cursor and then perform some other action. Moving and Resizing Windows Every software program you launch is displayed in a separate onscreen window. When you open more than one program, you get more than one window—and your desktop can quickly get cluttered. There are many ways to deal with desktop clutter. One way is to move a window to a new position. You do this by positioning your cursor over a blank area at the top of the window frame and then clicking and holding down the left button on your mouse. As long as this button is depressed, you can use your mouse to drag the window around the screen. When you release the mouse button, the window stays where you put it. NB

The cursor changes shape—to a double-ended arrow— when it’s positioned over the edge of a window.

You also can change the size of most windows. You do this by positioning the cursor over the edge of the window—any edge. If you position the cursor on either side of the window, you can resize the width. If you position the cursor on the top or bottom edge, you can resize the height. Finally, if you position the cursor on a corner, you can resize the width and height at the same time. After the cursor is positioned over the window’s edge, press and hold down the left mouse button; then drag the window border to its new size. Release the mouse button to lock in the newly sized window. Maximizing, Minimizing, and Closing Windows Another way to manage a window in Windows is to make it display full-screen. You do this by maximizing the window. All you have to do is click the Maximize button at the upper-right corner of the window, as shown below

If the window is already maximized, the Maximize button changes to a Restore Down button. When you click the Restore Down button, the window resumes its previous (premaximized) dimensions. If you would rather hide the window so that it doesn’t clutter your desktop, click the Minimize button. This shoves the window off the desktop, onto the taskbar. The program in the window is still running, however—it’s just not on the desktop. To restore a minimized window, all you have to do is click the window’s button on the Windows taskbar (at the bottom of the screen). If what you really want to do is close the window (and close any program running within the window), just click the window’s Close button. Caution If you try to close a window that contains a document you haven’t saved, you’ll be prompted to save the changes to the document. Because you probably don’t want to lose any of your work, click Yes to save the document and then close the program.

Scrolling Through a Window Many windows contain more information than can be displayed at once. When you have a long document or web page, only the first part of the document or page is displayed in the window. To view the rest of the document or page, you have to scroll down through the window, using the various parts of the scrollbar

Scroll bar There are several ways to scroll through a window. To scroll up or down a line at a time, click the up or down arrow on the window’s scrollbar. To move to a specific place in a long document, use your mouse to grab the scroll box (between the up and down arrows) and drag it to a new position. You can also click on the scrollbar between the scroll box and the end arrow, which scrolls you one screen at a time. If your mouse has a scroll wheel, you can use it to scroll through a long document. Just roll the wheel back or forward to scroll down or up through a window. Using Menus Many windows in Windows use a set of pull-down menus to store all the commands and operations you can perform. The menus are aligned across the top of the window, just below the title bar, in what is called a menu bar. You open (or pull down) a menu by clicking the menu’s name. The full menu then appears just below the menu bar, as shown in Figure 2.3. You activate a command or select a menu item by clicking it with your mouse. Menu bar Pull-down menu

FIGURE 2.4: Navigating Windows’ menu Some menu items have a little black arrow to the right of the label. This indicates that additional choices are available, displayed on a submenu. Click the menu item or the arrow to display the submenu. Other menu items have three little dots (called an ellipsis) to the right of the label. This indicates that additional choices are available, displayed in a dialog box. Click the menu item to display the dialog box. The nice thing is, after you get the hang of this menu thing in one program, the menus should be similar in all the other programs you use. For example, most of the Office 2007 programs have an Office button that, when clicked, displays a pull-down menu of common file oriented operations; older programs have a File menu that contains similar operations. Although each program has menus and menu items specific to its own needs, these common menus make it easy to get up and running when you install new software programs on your system. Using the Start Menu—And Switching Programs All the software programs and utilities on your computer are accessed via Windows’ Start menu. You display the Start menu by using your mouse to click the Start button, located in the lower-left corner of your screen. As you can see in Figure 2.5, the Windows Vista Start menu consists of two columns of icons. Your most frequently and recently used programs are listed in the left column; basic Windows utilities and folders are listed in the right column. To open a specific program or folder, just click the name of the item.

To view the rest of your programs, click the All Programs arrow. This displays a new submenu called the Programs menu. From here you can access various programs, sorted by type or manufacturer. (When more programs are contained within a master folder, you’ll see an arrow to the right of the title; click this arrow to expand the menu and display additional choices.)

Figure 2.5: Start Menu to Access Program By the way, the All Programs menu works differently in Windows Vista than in Windows XP. In Windows XP, clicking a right arrow caused the menu to cascade to the right; in Vista, clicking a right arrow simply expands the menu in-place, which takes up a lot less screen space. Launching a Program Now that you know how to work the Start menu, it’s easy to start any particular software program. All you have to do is follow these steps: 1. Click the Start button to display the Start menu. 2. If the program is displayed on the Start menu, click the program’s icon. 3. If the program isn’t visible on the main Start menu, click the All Programs button, find the program’s icon, and then click it.

Another way to find a program to launch is to use the Instant Search box on the Start menu. Just start entering the program’s name into the search box, and a list of matching programs appears on the Start menu. When the program you want appears, click it to launch it. Switching Between Programs After you’ve launched a few programs, it’s easy to switch from one program to another. Windows Vista offers several different ways to switch between programs, including

Click any visible part of the application’s window, which brings that window to the front.

Click the application’s button in the taskbar, as shown in Figure 2.6. (And here’s a tip; if you hover your cursor over a taskbar button, you’ll see a “live” thumbnail of the open document or application.)

FIGURE 2.6: Use the taskbar buttons to switch between applications.

Hold down the Alt key and then press the Tab key repeatedly until the application window you want is selected. This is called Windows Flip and cycles through thumbnails of all open windows, as shown in Figure 2.7. When you’re at the window you want, release the Alt key.

FIGURE 2.7: Use Windows Flip to select from thumbnails of all open programs.

Hold down the Start button and then press the Tab key to activate the Flip 3Dfeature. This displays a three-dimensional stack of all open windows, as shown in Figure 2.8. Continue pressing the Tab key (or rotate the scroll button on your mouse) to cycle through the windows on the stack.

FIGURE 2.8: Flip 3D lets you flip through a three-dimensional stack of open windows.

USING WINDOWS EXPLORERS – My Computer In Windows Vista, all the items stored on your computer—including programs, documents, and configuration settings—are accessible from special windows, called Explorers. You use Explorers to find, copy, delete, launch, and even configure programs and documents. Note that in XP windows Explorer is called My Computer. There are many different Explorers in Windows Vista. For example, when you click the Music icon on the Start menu, you open the Music Explorer, which then displays all the songs you have stored on your system. Likewise, clicking the Photos icon opens the Photos Explorer, which displays all the digital photographs on your system.

Browsing for Files with the Documents Explorer Perhaps the most-used Explorer is the Documents Explorer, which is where you’ll find practically all of the documents, photos, music, and other files stored on your computer’s hard disk. Click the Documents icon on the Start menu, and you see a window full of folders, such as the one shown in Figure 2.9. Double-click a folder icon to view the contents of that folder—which could be individual files or additional folders (sometimes called subfolders). To launch a program or open a document, double-click that item’s icon. To perform other tasks (copying, deleting, and so forth), right-click the icon and select an option from the pop-up menu.

FIGURE 2.9: Browsing through the folders and files stored on your system with the Documents Explorer. Managing PC Resources with the Computer Explorer The Computer Explorer lets you access each major component of your system and perform basic maintenance functions. For example, you can use the Computer Explorer to “open” the contents of your hard disk and then copy, move, and delete individual files. To open the Computer Explorer, simply click the Computer icon on the Start menu.

As you can see in Figure 2.10, the Computer Explorer contains icons for each of the major components of your system—your hard disk drive, external drives, CD-ROM or DVD drive, and so on. To view the contents of a specific drive, simply double-click the icon for that drive. You’ll see a list of folders and files located on that drive; to view the contents of any folder, just double-click the icon for that folder.

FIGURE 2.10: Use the Computer Explorer to manage your hard drive and other key components. Getting Help in Windows When you can’t figure out how to perform a particular task, it’s time to ask for help. In Windows Vista, this is done through the Help and Support Center. To launch the Help and Support Center, click the Start button and then select Help and Support. The Help and Support Center, shown in Figure 2.11, lets you search for specific answers to your problems, browse the table of contents, connect to another computer for remote assistance, go online for additional help,

and troubleshoot any problems you may be having. Click the type of help you want and follow the onscreen instructions from there.

FIGURE 2.11: Windows Vista’s Help and Support center—the place to go for answers. Shutting Down Windows—And Your Computer You’ve probably already noticed that Windows starts automatically every time you turn on your computer. Although you will see lines of text flashing onscreen during the initial startup, Windows loads automatically and goes on to display the Windows desktop. Powering Down When you want to turn off your computer, you do it through Windows. In fact, you don’t want to turn off your computer any other way—you always want to turn off things through the official Windows procedure. To shut down Windows and turn off your PC, follow these steps: 1. Click the Start button to display the Start menu.

2. Click the right arrow next to the Power button at the lower-right corner of the menu; then select Shut Down. 3. Manually turn off your monitor, printer, and other peripherals. Putting Windows to Sleep Notice that you don’t just click the Power button to shut down your system. If you click the Power button, Windows doesn’t shut down; instead, it enters a special Sleep mode. When you enter Sleep mode, Windows saves all your open documents, applications, and data to both your PC’s hard drive and memory; shuts down your PC’s hard drive and monitor; and then enters a special power-saving mode. It doesn’t turn off your computer—it simply puts it to sleep. The advantage of using Sleep mode is that it makes it faster to turn your computer back on—or, more accurately, to wake it up. When you’ve put Windows into Sleep mode, pressing your computer’s On button powers up your equipment, wakes up Windows from Sleep mode, and quickly retrieves all open documents and applications from system memory. It’s a lot faster than rebooting from a power-off condition— which is why Sleep is the default operation when you click Vista’s Power button. Shutting Down Windows XP Shutting down Windows XP is actually a little less confusing than shutting down Windows Vista. If you recall, when you click Vista’s “power” button, you don’t actually turn off the power; instead, you put the computer into a special sleep mode. Not so in Windows XP—when you click the “power” button, you shut off the computer. Simplicity itself. To shut down Windows and turn off your PC, follow these steps: 1. Click the Start button to display the Start menu. 2. Click the Turn Off Computer button. 3. When the Turn Off Computer dialog box appears, click the Turn Off button. 4. Manually turn off your monitor, printer, and other peripherals. Working with the My Documents Folder Where Windows Vista uses a similar series of Explorers to display files, folders, and configuration data, Windows XP simply displays the contents of folders within a window. It’s pretty much the same thing, except that each folder has its own distinct name.

By default, all your documents are stored within the My Documents folder. You open this folder by clicking the My Documents icon on the Start menu. As you can see in Figure 2.12, the My Documents folder not only contains files and subfolders but also displays a panel on the left-hand side, called the Tasks panel. Vista doesn’t have a similar panel, and that’s too bad, because the Tasks panel is one of the most practical parts of Windows XP. All the common tasks related to the open folder are displayed in this panel. All you have to do is select a folder or file and then click the appropriate task in the Tasks Panel. It makes copying, moving, and deleting files much easier. Windows XP puts the word “my” in front of most of the similar folders found in Windows Vista. For example, what Vista calls Documents, XP calls My Documents; what Vista calls Computer, XP calls My Computer.

Fig. 2.12 Other Folders The My Documents folder is just one of several similar folders within Windows XP. You’ll also find the My Music folder, which contains all your digital music files; the My Pictures folder, which contains all your digital photographs; the My Network Places folder, which contains files and folders stored on other PCs in your computer network; and the My

Computer folder, which lets you access all the disk drives on your main computer. And, of course, Windows XP also has its own Control Panel, which you use to configure various aspects of your system. Windows XP Applications Windows XP contains many—but not all—of the same built-in applications as Windows Vista. You get Windows Media Player, Windows Movie Maker, and Internet Explorer, as well as Notepad, WordPad, and Paint. Instead of Windows Mail, there’s Outlook Express, which works pretty much the same way. What you miss in XP are Vista’s new applications, including Windows Photo Gallery, Windows Calendar, and Windows DVD Maker. Know that depending on when Windows XP was installed on your PC, and how often it’s been updated, you may not have the latest version of some of these programs. In particular, new versions of Internet Explorer (7) and Windows Media Player (11) are available for Windows XP. These new versions upgrade the programs so that they look and work pretty much like their Windows Vista cousins.

Activity1.1: What name given tothe below diagram.

Activity1.2

1. List and explain some important windows operations. 2. Explain the steps involve when launching a program.

Week 3 Understanding Files and Folders All the information on your computer is stored in files. A file is nothing more than a collection of digital data. The contents of a file can be a document (such as a Word memo or Excel spreadsheet), a digital photo or music track, or the executable code for a software program. The contents of a file can be a document from an application (such as a Works worksheet or a Word document), or they can be the executable code for the application itself. Every file has its own unique name. A defined structure exists for naming files, and its conventions must be followed for Windows to understand exactly what file you want when you try to access one. Each filename must consist of two parts, separated by a period—the name (to the left of the period) and the extension (to the right of the period). A filename can consist of letters, numbers, spaces, and characters and looks something like this: filename.ext. Windows stores files in folders. A folder is like a master file; each folder can contain both files and additional folders. The exact location of a file is called its path and contains all the folders leading to the file. For example, a file named filename.doc that exists in the system folder, that is itself contained in the windows folder on your c:\ drive, has a path that looks like this: c:\windows\system\filename.doc. Learning how to use files and folders is a necessary skill for all computer users. You might need to copy files from one folder to another or from your hard disk to a floppy disk. You certainly need to delete files every now and then. To do this in Windows Vista, you use Windows Explorer; in Windows XP, you use the My Documents folder. Viewing Folders and Files In Windows Vista you can open any Windows Explorer to view the folders and files on your system. Perhaps the easiest Explorer to use is the Documents Explorer, which you open by clicking the Documents icon on the Start menu. The Documents Explorer opens automatically to display the contents of the Documents folder on your computer’s hard disk. As you can see in Figure below the Documents Explorer displays not only individual files but also other folders—called subfolders—that themselves contain other files. You can perform most file-related operations by clicking the Organize button to display the Organize menu, or by right-clicking a file icon to display the context sensitive pop-up menu.

Manage your folders and files with Windows Vista’s Documents Explorer. Changing the Way Files Are Displayed You can choose to view the contents of a folder in a variety of ways. To change the file view, click the Views button on the Explorer toolbar; this displays a pull-down menu. You can then select from the available views: Extra Large Icons, Large Icons, Medium Icons, Small Icons, List, Details, or Tiles. You can also move the slider up and down to change the size of the file/folder icons. Sorting Files and Folders When viewing files in the Documents Explorer, you can sort your files and folders in a number of ways. To do this, right-click anywhere in the Explorer window, select the Sort By option, and then choose to sort by Name, Date Modified, Type, Size, or Tags. You can also choose to sort the items in either ascending or descending order. If you want to view your files in alphabetical order, choose to sort by Name. If you want to see all similar files grouped together, choose to sort by Type. If you want to sort your files by the date and time they were last edited, choose the Date Modified option. And if you want to sort by a user-applied file tag (assuming you’ve done this in the file’s host program), choose the Tags option. Grouping Files and Folders You can also configure Windows to group the files in your folder, which can make it easier to identify particular files. For example, if you sorted your files by time and date modified, they’ll now be grouped by date

(Today, Yesterday, Last Week, and so on). If you sorted your files by type, they’ll be grouped by file extension, and so on. To turn on grouping, right-click anywhere in the Explorer window, select the Group By option, and then choose to group by Name, Date Modified, Type, Size, or Tags. Windows now groups your files and folders by the selected criteria. Navigating Folders You can navigate through all your folders and subfolders in several ways:

• To view the contents of a disk or folder, double-click the selected item.

• To move back to the disk or folder previously selected, click the Back button on the toolbar.

• To choose from the history of disks and folders previously viewed, click the down arrow in the Address bar at the top of the Explorer window and select a disk or folder.

• If you’ve moved back through multiple disks or folders, you can move forward to the next folder by clicking the Forward button on the toolbar.

• Go directly to any disk or folder by entering the path in the Address Bar (in the format x:\folder\subfolder) and pressing Enter.

• Move backward through the “bread crumb” path in the Address bar. Click any previous folder location (separated by arrows) to display that particular folder.

You can also go directly to key locations by using the list of locations in the navigation pane on the left side of the Explorer window. This pane displays the most common locations for files on your system. The top part of the pane displays your Favorite Links—including the Documents, Pictures, and Music folders. The Folders section on the bottom of the pane displays all the contents of your system in a treelike outline. Double-click any section of the tree to display that item’s contents. Searching for Files As organized as you might be, you may not always be able to find the specific files you want. Fortunately, Windows Vista offers an easy way to locate difficult-to-find files, via the new Instant Search function. Instant Search indexes all the files stored on your hard disk (including email messages) by type, title, and contents. So you can search for a file by extension, filename, or keywords within the document. To use the Instant Search feature, follow these steps:

1. From within the Explorer window, locate the Search box at the top right of the window, as shown in Figure below. 2. Enter one or more keywords into the search box. 3. Press Enter, or click the Go button (looks like a magnifying glass).

FIGURE: The Search box in Windows Explorer. Vista now displays a list of files that match your search criteria Double-click any icon to open that file. Creating New Folders The more files you create, the harder it is to organize and find things on your hard disk. When the number of files you have becomes unmanageable, you need to create more folders— and subfolders—to better categorize your files. To create a new folder, follow these steps: 1. Navigate to the drive or folder where you want to place the new folder. 2. Click the Organize button to display the drop-down menu; then select New Folder. 3. A new, empty folder now appears within the Explorer window, with the filename New Folder highlighted. 4. Type a name for your folder (which overwrites the New Folder name), and press Enter. tip You can also search for files from Vista’s main Instant Search window, accessible by clicking the Search icon on the Start menu. This window offers more advanced search options than are available from the Windows Explorer Search box. Renaming Files and Folders When you create a new file or folder, it helps to give it a name that somehow describes its contents. Sometimes, however, you might need to change a file’s name. Fortunately, Windows makes it relatively easy to rename an item. To rename a file (or folder), follow these steps: 1. Click the file or folder you want to rename.

2. Click the Organize button and then select Rename from the pull-down menu (or just press the F2 key on your keyboard); this highlights the filename. 3. Type a new name for your folder (which overwrites the current name), and press Enter. Copying Files Now it’s time to address the most common things you do with files—copying and moving them from one location to another. It’s important to remember that copying is different from moving. When you copy an item, the original item remains in its original location— plus you have the new copy. When you move an item, the original is no longer present in the original location—all you have is the item in the new location. The Easy Way to Copy To copy a file or a folder with Windows Vista, follow these steps: 1. Select the item you want to copy. 2. Click the Organize button and select Copy from the pull-down menu. 3. Use Windows Explorer to navigate to the new location for the item. 4. Click the Organize button and select Paste from the pull-down menu. That’s it. You’ve just copied the file from one location to another. Other Ways to Copy The method just presented is just one of many ways to copy a file. Windows Vista provides several other methods, including

Right-click a file and select Copy from the pop-up menu, then paste to the new location.

Right-click a file and select Send To from the pop-up menu, then select a location from the choices listed.

Hold down the Ctrl key and then use your mouse to drag the file or folder from one location to another within the Explorer window.

Drag the file or folder while holding down the right mouse button. When you

drop the file into a new location, you see a pop-up menu that asks whether you want to move it or copy it. Select the copy option. Moving Files Moving a file (or folder) is different from copying it. Moving cuts the item from its previous location and places it in a new location. Copying leaves the original item

where it was and creates a copy of the item elsewhere. In other words, when you copy something you end up with two of it. When you move something, you only have the one thing. The Easy Way to Move To move a file, follow these steps: 1. Select the item you want to move. 2. Click the Organize button and select Cut from the pull-down menu. 3. Use Windows Explorer to navigate to the new location for the item. 4. Click the Organize button and select Paste from the pull-down menu. Other Ways to Move a File Just as Windows provides several other ways to copy a file, you also have a choice of alternative methods for moving a file, including the following: ■ Right-click a filename and select Cut from the pop-up menu; then paste it to the new location. ■ Use your mouse to drag the file from one location to another. ■ Drag the file or folder while holding down the right mouse button. When you drop the file into a new location, you see a pop-up menu that asks whether you want to move it or copy it. Select the move option. Deleting Files Too many files eat up too much hard disk space—which is a bad thing, because you only have so much disk space. (Music and video files, in particular, can chew up big chunks of your hard drive.) Because you don’t want to waste disk space, you should periodically delete those files (and folders) you no longer need. The Easy Way to Delete Deleting a file is as easy as following these two simple steps: 1. Select the file. 2. Click the Organize button and select Delete from the pull-down menu. This simple operation sends the file to the Windows Recycle Bin, which is kind of a trash can for deleted files. (It’s also a trash can that periodically needs to be dumped—as discussed later in this activity.) Other Ways to Delete a File As you might expect, there are other ways to delete files in Windows Vista. In particular, you can do the following: ■ Highlight the file and press the Del key on your keyboard. ■ Drag the file from the Explorer window onto the Recycle Bin icon on your desktop.

Restoring Deleted Files Have you ever accidentally deleted the wrong file? If so, you’re in luck. For a short period of time, Windows stores the files you delete in the Recycle Bin. The Recycle Bin is actually a special folder on your hard disk; if you’ve recently deleted a file, it should still be in the Recycle Bin folder. To “undelete” a file from the Recycle Bin, follow these steps: 1. Double-click the Recycle Bin icon on your desktop (shown below) to open the Recycle Bin folder. 2. Click the file(s) you want to restore. 3. Click the Restore This Item button on the toolbar. This copies the deleted file back to its original location, ready for continued use.

The Recycle Bin, where all your deleted files end up. Managing the Recycle Bin Deleted files do not stay in the Recycle Bin indefinitely. By default, the deleted files in the Recycle Bin can occupy 10% of your hard disk space. When you’ve deleted enough files to exceed this 10%, the oldest files in the Recycle Bin are automatically and permanently deleted from your hard disk. If you’d rather dump the Recycle Bin manually (and thus free up some hard disk space), follow these steps: 1. Double-click the Recycle Bin icon on your desktop to open the Recycle Bin folder. 2. Click the Empty the Recycle Bin button on the toolbar. 3. When the confirmation dialog box appears, click Yes to completely erase the files, or click No to continue storing the files in the Recycle Bin.

Working with Compressed Folders Really big files can be difficult to move or copy. They’re especially difficult to transfer to other users, whether by email or portable disk drive. Fortunately, Windows includes a way to make big files smaller. Compressed folders take big files and compress their size, which makes them easier to copy or move. After the file has been transferred, you can then uncompress the file back to its original state. Compressing a File Compressing one or more files is a relatively easy task from within any Windows folder. Just follow these steps: 1. Select the file(s) you want to compress. 2. Right-click the file(s) to display the pop-up menu. 3. Select Send to, Compressed (zipped) Folder. Windows now creates a new folder that contains compressed versions of the file(s) you selected. (This folder is distinguished by a little zipper on the folder icon, as shown below.) You can now copy, move, or email this folder, which is a lot smaller than the original file(s).

A compressed folder containing one or more files. Extracting Files from a Compressed Folder The process of decompressing a file is actually an extraction process. That’s because you extract the original file(s) from the compressed folder. In Windows XP and Windows Vista, this process is eased by the use of the Extraction Wizard. Follow these steps: 1. Right-click the compressed folder to display the pop-up menu. 2. Select Extract All.

3. When the Extraction Wizard launches, select a location for the extracted files and then click the Extract button to complete the process. Copying Files to Another Computer Of course, you’re not limited to copying and moving files from one location to another on a single PC. You can also copy files to other PCs via either a network connection or some sort of portable disk drive. Copying Files with a Portable Drive If you’re not on a network, you can use a portable drive to transport files from one computer to another. The most popular type of portable drive today is the USB drive, such as the one shown in Figure below, which stores computer data in flash memory. The drive itself is small enough to fit on a keychain, hence the nickname of “keychain drive.” (Some people also called them “thumb drives.”) You can find USB drives with capacities up to 4GB—more than big enough to hold even your biggest files.

Use a USB drive to transport files from one computer to another. To use a USB drive, simply insert the device into an open USB port on your computer. Once inserted, the drive appears as a new drive in the Computer Explorer (My Computer in Windows XP). Double-click the USB drive icon to view the contents of the drive; you can then copy and paste files from your hard drive to the USB drive and vice versa. When you’re finished copying files, just remove the USB device. It’s that simple. Copying Files Via Email Another popular way to send files from one computer to another is via email. You can send any file as an email attachment; a file is literally attached to an email message.

When the message is sent, the recipient can open or save the attached file when reading the message. Backing Up Your Important Files Then there’s the issue of protecting your files. What do you do if your computer crashes, or your hard disk dies—are all your important files and documents totally lost? Not so if you’re prescient enough to back up your key files on a regular basis. The easiest way to do this is by connecting an external hard disk drive to your computer. Get a big enough external disk (200GB or larger), and you can copy your entire hard disk to the external drive. Then, if your system ever crashes, you can restore your backed-up files from the external drive to your computer’s system unit. External hard drives can be purchased for as little as $100 and are easy to connect via either USB or FireWire. You can use the proprietary backup software that comes with most external drives, or use Vista’s Windows Backup utility. Whichever program you use, you should back up your data at least weekly—if not daily. That way you won’t lose much fresh data if the worst happens. Activity3.1 1.Explain the steps needed to create a folder 2.How a file is created 3.Explain how a file is copy to a folder

Week 4

MS-Word

Getting started

Microsoft Office Button The Ribbon (Formerly the Toolbars) Quick Access Toolbar

Screen Layout

Menus

When you begin to explore Word 2007 you will notice a new look to the menu bar. There are three features that you should remember as you work within Word 2007: the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon. These three features contain many of the functions that were in the menu of previous versions of Word. The functions of these three features will be more fully explored below.

The Microsoft Office Button

The Microsoft Office button performs many of the functions that were located in the File menu of older versions of Word. This button allows you to create a new document, open an existing document, save or save as, print, send (through email or fax), publish or close.

The Ribbon

The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that contain many new and existing features of Word. Each tab is divided into groups. The groups are logical collections of features designed to perform functions that you will utilize in developing or editing your Word document. Commonly used features are displayed on the Ribbon, to view additional features within each group, click on the arrow at the bottom right of each group.

Each of the tabs contains the following tools:

Home: Clipboard, Fonts, Paragraph, Styles, and Editing. Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish Review: Proofing, Comments, Tracking, Changes, Compare, Protect View: Document 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 on Show Below the Ribbon.

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

Working With Documents

Creating a New Document Open an Existing Document Saving a Document Save As or Renaming Documents Working on Multiple Documents Document Views

Close a Document

Create a New Document There are several ways to create new documents, open existing documents, and save documents in Word:

Click the Microsoft Office Button and Click New or Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard

You will notice that when you click on the Microsoft Office Button and Click New, you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank. If you wish to start from a template you can browse through your choices on the left, see the choices on center screen, and preview the selection on the right screen.

Opening an Existing Document

Click the Microsoft Office Button and Click Open, or Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or If you have recently used the document you can click the Microsoft Office

Button and click the name of the document in the Recent Documents section of the window Insert picture of recent docs

Saving a Document

Click the Microsoft Office Button and Click Save or Save As (remember, if you’re sending the document to someone who does not have Office 2007, you will need to click the Office Button, click Save As, and Click Word 97-2003 Document), or

Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or

Click the File icon on the Quick Access Toolbar

Renaming Documents To rename a Word document while using the program:

Click the Office Button and find the file you want to rename. Right-click the document name with the mouse and select Rename from the

shortcut menu. Type the new name for the file and press the ENTER key.

Working on Multiple Documents Several documents can be opened simultaneously if you are typing or editing multiple documents at once. All open documents will be listed in the View Tab of the Ribbon when you click on Switch Windows. The current document has a checkmark beside the file name. Select another open document to view it.

Document Views There are many ways to view a document in Word.

Print Layout: This is a view of the document as it would appear when printed. It includes all tables, text, graphics, and images.

Full Screen Reading: This is a full view length view of a document. Good for viewing two pages at a time.

Web Layout: This is a view of the document as it would appear in a web browser.

Outline: This is an outline form of the document in the form of bullets. Draft: This view does not display pictures or layouts, just text.

To view a document in different forms, click the document views shortcuts at the

bottom of the screen or:

Click the View Tab on the Ribbon Click on the appropriate document view.

Close a Document To close a document:

Click the Office Button Click Close

Activity4.1

1.Get to word environment type your Name,Age,Department,and Level.

2.Save the above document and close the document.

Week 5

The Word Environment

Popular Display Proofing Save Advanced

Word offers a wide range of customizable options that allow you to make Word work the best for you. To access these customizable options:

Click the Office Button Click Word Options

Popular These features allow you to personalize your work environment with language, color schemes, user name and allow you to access the Live Preview feature. The Live Preview feature allows you to preview the results of applying design and formatting changes without actually applying it.

Display This feature allows you to modify how the document content is displayed on the screen and when printed. You can opt to show or hide certain page elements.

Proofing This feature allows you personalize how word corrects and formats your text. You can customize auto correction settings and have word ignore certain words or errors in a document.

Save This feature allows you personalize how your document is saved. You can specify how often you want auto save to run and where you want the documents saved.

Advanced This feature allows you to specify options for editing, copying, pasting, displaying, printing and saving.

Editing a Document

Typing and inserting Text Selecting Text Inserting Additional Text Rearranging Blocks of Text Deleting Blocks of Text Search and Replace Text Undo Changes

Typing and inserting Text To enter text, just start typing! The text will appear where the blinking cursor is located. Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button. The keyboard shortcuts listed below are also helpful when moving through the text of a document:

Move Action Keystroke Beginning of the line HOME End of the line END Top of the document CTRL+HOME End of the document CTRL+END

Selecting Text To change any attributes of text it must be highlighted first. Select the text by dragging the mouse over the desired text while keeping the left mouse button

depressed, or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text. The following table contains shortcuts for selecting a portion of the text:

Selection Technique Whole word double-click within the word Whole paragraph triple-click within the paragraph Several words or lines

drag the mouse over the words, or hold down SHIFT while using the arrow keys

Entire document choose Editing | Select | Select All from the Ribbon, or press CTRL+A

Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the keyboard.

Inserting Additional Text Text can be inserted in a document at any point using any of the following methods:

Type Text: Put your cursor where you want to add the text and begin typing Copy and Paste Text: Highlight the text you wish to copy and right click and

click Copy, put your cursor where you want the text in the document and right click and click Paste.

Cut and Paste Text: Highlight the text you wish to copy and right click and click Cut, put your cursor where you want the text in the document and right click and click Paste.

Drag Text: Highlight the text you wish to move, click on it and drag it to the place where you want the text in the document.

You will notice that you can also use the Clipboard group on the Ribbon.

Rearranging Blocks of Text To rearrange text within a document, you can utilize the Clipboard Group on the

Home Tab of the Ribbon. Insert picture of clipboard group labeled

Move text: Cut and Paste or Drag as shown above Copy Text: Copy and Paste as above or use the Clipboard group on the Ribbon Paste Text: Ctrl + V (hold down the CTRL and the “V” key at the same time) or

use the Clipboard group to Paste, Paste Special, or Paste as Hyperlink

Deleting Blocks of Text Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete text to the left of the cursor and Delete will erase text to the right. To delete a large selection of text, highlight it using any of the methods outlined above and press the DELETE key.

Search and Replace Text To find a particular word or phrase in a document:

Click Find on the Editing Group on the Ribbon To find and replace a word or phrase in the document, click Replace on the

Editing Group of the Ribbon.

Undo Changes To undo changes:

Click the Undo Button on the Quick Access Toolbar

Formatting Text

Styles Changing Font and Size Font Styles and Effects Change Text Color Highlight Text

Copy Formatting Clear Formatting

Styles A style is a format enhancing tool that includes font typefaces, font size, effects (bold, italics, underline, etc.), colors and more. You will notice that on the Home Tab of the Ribbon, that you have several areas that will control the style of your document: Font, Paragraph, and Styles.

Change Font Typeface and Size

To change the font typeface:

Click the arrow next to the font name and choose a font.

Remember that you can preview how the new font will look by highlighting the text, and hovering over the new font typeface.

To change the font size:

Click the arrow next to the font size and choose the appropriate size, or Click the increase or decrease font size buttons.

Font Styles and Effects Font styles are predefined formatting options that are used to emphasize text. They include: Bold, Italic, and Underline. To add these to text:

Select the text and click the Font Styles included on the Font Group of the Ribbon, or

Select the text and right click to display the font tools

Change Text Color To change the text color:

Select the text and click the Colors button included on the Font Group of the Ribbon, or

Highlight the text and right click and choose the colors tool. Select the color by clicking the down arrow next to the font color button.

Highlight Text Highlighting text allows you to use emphasize text as you would if you had a marker. To highlight text:

Select the text Click the Highlight Button on the Font Group of the Ribbon, or Select the text and right click and select the highlight tool To change the color of the highlighter click on down arrow next to the highlight

button.

Copy Formatting If you have already formatted text the way you want it and would like another portion of the document to have the same formatting, you can copy the formatting. To copy the formatting, do the following:

Select the text with the formatting you want to copy.

Copy the format of the text selected by clicking the Format Painter button on the Clipboard Group of the Home Tab

Apply the copied format by selecting the text and clicking on it.

Clear Formatting To clear text formatting:

Select the text you wish to clear the formatting Click the Styles dialogue box on the Styles Group on the Home Tab Click Clear All

Formatting Paragraphs

Change Paragraph Alignment Indent Paragraphs Add Borders and Shading Apply Styles Create Links Change Spacing Between

Pargraphs and Lines

Formatting paragraphs allows you to change the look of the overall document. You can access many of the tools of paragraph formatting by clicking the Page Layout Tab of the Ribbon or the Paragraph Group on the Home Tab of the

Ribbon.

Change Paragraph Alignment The paragraph alignment allows you to set how you want text to appear. To change the alignment:

Click the Home Tab Choose the appropriate button for alignment on the Paragraph Group.

Align Left: the text is aligned with your left margin Center: The text is centered within your margins Align Right: Aligns text with the right margin Justify: Aligns text to both the left and right margins.

Indent Paragraphs Indenting paragraphs allows you set text within a paragraph at different margins. There are several options for indenting:

First Line: Controls the left boundary for the first line of a paragraph Hanging: Controls the left boundary of every line in a paragraph except the first

one

Left: Controls the left boundary for every line in a paragraph Right: Controls the right boundary for every line in a paragraph

To indent paragraphs, you can do the following:

Click the Indent buttons to control the indent. Click the Indent button repeated times to increase the size of the indent.

Click the dialog box of the Paragraph Group Click the Indents and Spacing Tab Select your indents

Add Borders and Shading You can add borders and shading to paragraphs and entire pages. To create a border around a paragraph or paragraphs:

Select the area of text where you want the border or shading. Click the Borders Button on the Paragraph Group on the Home Tab Choose the Border and Shading Choose the appropriate options

Apply Styles Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles:

Select the text you wish to format. Click the dialog box next to the Styles Group on the Home Tab. Click the style you wish to apply.

Create Links Creating links in a word document allows you to put in a URL that readers can click on to visit a web page. To insert a link:

Click the Hyperlink Button on the Links Group of the Insert Tab. Type in the text in the “Text to Display” box and the web address in the “Address”

box.

Change Spacing Between Paragraphs and Lines You can change the space between lines and paragraphs by doing the following:

Select the paragraph or paragraphs you wish to change. On the Home Tab, Click the Paragraph Dialog Box Click the Indents and Spacing Tab In the Spacing section, adjust your spacing accordingly

Styles

Apply a style Create New Styles

New Style New Quick Style

Style Inspector

The use of Styles in Word will allow you to quickly format a document with a consistent and professional look. Styles can be saved for use in many documents.

Apply Styles There are many styles that are already in Word ready for you to use. To view the available styles click the Styles dialog box on the Styles Group in the Home Tab. To apply a style:

Select the text Click the Styles Dialog Box Click the Style you choose

Creating New Styles You can create styles for formatting that you use regularly. There are two ways to do this: New Styles or New Quick Styles.

New Styles To create a new style:

Click the Styles Dialog Box Click the New Style Button

Complete the New Style dialog box. At the bottom of that dialog box, you can choose to add this to the Quick Style

List or to make it available only in this document.

New Quick Style To create a style easily:

Insert your cursor anywhere in the chosen style Click the Styles dialog box

Click Save Selection as New Quick Style

Style Inspector To determine the style of a particular section of a document:

Insert cursor anywhere in the text that you want to explain the style Click the Styles Drop Down Menu Click the Style Inspector Button

Activity5.1 1.Explain how to search a particular word or phrase in a document. 2.Demonstrate how to Undo changes in a document. 3.Explain the formatting of styles,change text color and paragraph.

Week 6

TABLES

Adding Tables

Create a Table Enter data in a Table Modify the Table Structure and Format a Table

Tables are used to display data in a table format.

Create a Table To create a table:

Place the cursor on the page where you want the new table Click the Insert Tab of the Ribbon Click the Tables Button on the Tables Group. You can create a table one of four

ways: Highlight the number of row and columns Click Insert Table and enter the number of rows and columns Click the Draw Table, create your table by clicking and entering the rows

and columns Click Quick Tables and choose a table

Enter Data in a Table Place the cursor in the cell where you wish to enter the information. Begin typing.

Modify the Table Structure and Format a Table To modify the structure of a table:

Click the table and notice that you have two new tabs on the Ribbon: Design and Layout. These pertain to the table design and layout.

.

On the Design Tab, you can choose:

Table Style Options Table Styles Draw Borders

To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab allows you to:

View Gridlines and Properties (from the Table Group) Insert Rows and Columns (from the Rows & Columns Group) Delete the Table, Rows and/or Columns (from the Rows & Columns Group) Merge or Split Cells (from the Merge Group) Increase and Decrease cell size (Cell Size Group) Align text within the cells and change text directions (Alignment Group)

Activity6.1 1. Demonstrate how to create a table and enter a suitable data into the table. 2. Save the table with individual Name.

WEEK 7

GRAPHICS

Symbols and Special Characters Equations Illustrations, Pictures, and SmartArt Watermarks

Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and watermarks.

Symbols and Special Characters Special characters are punctuation, spacing, or typographical characters that are not generally available on the standard keyboard. To insert symbols and special characters:

Place your cursor in the document where you want the symbol Click the Insert Tab on the Ribbon Click the Symbol button on the Symbols Group Choose the appropriate symbol.

Equations Word 2007 also allows you to insert mathematical equations. To access the mathematical equations tool:

Place your cursor in the document where you want the symbol Click the Insert Tab on the Ribbon Click the Equation Button on the Symbols Group Choose the appropriate equation and structure or click Insert New Equation

To edit the equation click the equation and the Design Tab will be available in the Ribbon

Illustrations, Pictures, and SmartArt Word 2007 allows you to insert illustrations and pictures into a document. To insert illustrations:

Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon Click the Clip Art Button The dialog box will open on the screen and you can search for clip art. Choose the illustration you wish to include

To insert a picture:

Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon Click the Picture Button Browse to the picture you wish to include Click the Picture Click Insert

Smart Art is a collection of graphics you can utilize to organize information within your document. It includes timelines, processes, or workflow. To insert SmartArt

Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon Click the SmartArt button Click the SmartArt you wish to include in your document Click the arrow on the left side of the graphic to insert text or type the text in the

graphic.

Resize Graphics All graphics can be resized by clicking the image and clicking one corner of the image and dragging the cursor to the size you want the picture.

Watermarks A watermark is a translucent image that appears behind the primary text in a document. To insert a watermark:

Click the Page Layout Tab in the Ribbon Click the Watermark Button in the Page Background Group

Click the Watermark you want for the document or click Custom Watermark and create your own watermark

To remove a watermark, follow the steps above, but click Remove Watermark

Activity7.1 1. Demonstrate how to insert a picture. 2. Demonstrate how to resize the pictue.

WEEK 8

Proofreading a Document

Spelling and Grammar Thesaurus Customize AutoCorrect Create a New Default Dictionary Check Word Count

There are many features to help you proofread your document. These include: Spelling and Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count.

Spelling and Grammar To check the spelling and grammar of a document

Place the cursor at the beginning of the document or the beginning of the section that you want to check

Click the Review Tab on the Ribbon Click Spelling & Grammar on the Proofing Group.

Any errors will display a dialog box that allows you to choose a more appropriate spelling or phrasing.

If you wish to check the spelling of an individual word, you can right click any word that has been underlined by Word and choose a substitution.

Thesaurus The Thesaurus allows you to view synonyms. To use the thesaurus:

Click the Review Tab of the Ribbon Click the Thesaurus Button on the Proofing Group. The thesaurus tool will appear on the right side of the screen and you can view

word options.

You can also access the thesaurus by right-clicking any word and choosing Synonyms on the menu.

Customize AutoCorrect You can set up the AutoCorrect tool in Word to retain certain text the way it is. To customize AutoCorrect:

Click the Microsoft Office button Click the Word Options Button Click the Proofing tab Click AutoCorrect Options button

On the AutoCorrect Tab, you can specify words you want to replace as you type

Create a New Default Dictionary Often you will have business or educational jargon that may not be recognized by the spelling and/or grammar check in Word. You can customize the dictionary to recognize these words.

Click the Microsoft Office button Click the Word Options Button Click the Proofing tab Click the When Correcting Spelling tab Click Custom Dictionaries

Click Edit Word List Type in any words that you may use that are not recognized by the current

dictionary.

Check Word Count To check the word count in Word 2007 look at the bottom left corner of the screen. It will give you a total word count or if you have text highlighted it will tell you how many words are highlighted out of the total.

Page Formatting

Modify Page Margins and Orientation Apply a Page Border and Color Insert Common Header and Footer Information Create a Page Break Insert a Cover Page Insert a Blank Page

Modify Page Margins and Orientations The page margins can be modified through the following steps:

Click the Page Layout Tab on the Ribbon On the Page Setup Group, Click Margins Click a Default Margin, or Click Custom Margins and complete the dialog box.

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To change the Orientation, Size of the Page, or Columns:

Click the Page Layout Tab on the Ribbon On the Page Setup Group, Click the Orientation, Size, or Columns drop down

menus Click the appropriate choice

Apply a Page Border and Color To apply a page border or color:

Click the Page Layout Tab on the Ribbon On the Page Background Group, click the Page Colors or Page Borders drop

down menus

Insert Common Header and Footer Information To insert Header and Footer information such as page numbers, date, or title,

first, decide if you want the information in the header (at the top of the page) or in the Footer (at the bottom of the page), then:

Click the Insert Tab on the Ribbon Click Header or Footer Choose a style

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The Header/Footer Design Tab will display on the Ribbon Choose the information that you would like to have in the header or footer (date,

time, page numbers, etc.) or type in the information you would like to have in the header or footer

Create a Page Break To insert a page break:

Click the Page Layout Tab on the Ribbon On the Page Setup Group, click the Breaks Drop Down Menu Click Page Break

Activity8.1 Demonstrate in the lab. How to do the following:

o Modify page margins and orientation. o Insert a cover page. o Insert ablank page.

WEEK 9

Insert a Cover Page To insert a cover page:

Click the Insert Tab on the Ribbon Click the Cover Page Button on the Pages Group Choose a style for the cover page

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Insert a Blank Page To insert a blank page:

Click the Insert Tab on the Ribbon Click the Blank Page Button on the Page Group

Table of Contents

Mark TOC Entries Create a Table of Contents Update Table of Contents Delete Table of Contents

The easiest way to create a Table of Contents is to utilize the Heading Styles that you want to include in the Table of Contents. For example: Heading 1, Heading 2, etc. based on the content of your document. When you add or delete headings from your document, Word updates your Table of Contents. Word also updates the page number in the table of contents when information in the document is added or deleted. When you create a Table of Contents, the first thing you want to do is mark the entries in your document. The Table of Contents is formatted based on levels of headings. Level 1 will include any text identified with the style Heading 1.

Mark Table of Contents Entries You can mark the Table of Contents entries in one of two ways: by using built-in heading styles or by marking individual text entries.

To Use Built-In Heading Styles

Select the text that you wish to be the heading Click the Home Tab In the Styles Group, click Heading 1 (or the appropriate heading)

If you don’t see the style you want, click the arrow to expand the Quick Styles Gallery

If the style you want does not appear click Save Selection as New Quick Style

To Mark Individual Entries:

Select the text you wish to make a heading Click the References Tab Click Add Text in the Table of Contents Group Click the Level that you want to label your selection

Create a Table of Contents To create the table of contents:

Put your cursor in the document where you want the Table of Contents Click the References Tab Click the Table of Contents button

Update Table of Contents If you have added or removed headings or other table of contents entries you can update by:

Apply headings or mark individual entries as directed above Click the References Tab in the Ribbon Click Update Table

Delete Table of Contents To delete a table of contents:

Click the References Tab on the Ribbon Click Table of Contents Click Remove Table of Contents

Activity9.1 o Demonstrate how to create a table of contents o Update the table of contents o Show how to delete table of contents. o

WEEK 10

MAIL MERGE Use mail merge to create and print letters and other documents

You use mail merge when you want to create a set of documents, such as a form letter that is sent to

many customers or a sheet of address labels. Each letter or label has the same kind of information, yet

the content is unique. For example, in letters to your customers, each letter can be personalized to

address each customer by name. The unique information in each letter or label comes from entries in a

data source.

The mail merge process entails the following overall steps:

1. Set up the main document. The main document contains the text and graphics that are the same

for each version of the merged document. For example, the return address or salutation in a form

letter.

2. Connect the document to a data source. A data source is a file that contains the information to be

merged into a document. For example, the names and addresses of the recipients of a letter.

3. Refine the list of recipients or items. Microsoft Office Word generates a copy of the main

document for each item, or record, in your data file. If your data file is a mailing list, these items

are probably recipients of your mailing. If you want to generate copies for only certain items in

your data file, you can choose which items (records) to include.

4. Add placeholders, called mail merge fields, to the document. When you perform the mail merge,

the mail merge fields are filled with information from your data file.

5. Preview and complete the merge. You can preview each copy of the document before you print

the whole set.

You use commands on the Mailings tab to perform a mail merge.

TIP You can also perform a mail merge by using the Mail Merge task pane, which leads you step by

step through the process. To use the task pane, in the Start Mail Merge group on the Mailings tab,

click Start Mail Merge, and then click Step by Step Mail Merge Wizard.

Set up the main document

1. Start Word.

A blank document opens by default. Leave it open. If you close it, the commands in the next step

are not available.

2. On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge.

3. Click the type of document that you want to create.

For example, you can create:

A set of envelopes The return address is the same on all the envelopes, but the destination

address is unique on each one. Click Envelopes, and then specify your preferences for envelope

size and text formatting on the Envelope Options tab of the Envelope Options dialog box.

A set of address labels Each label shows a person's name and address, but the name and

address on each label is unique. Click Labels, and then specify your preferences for the type of

label in the Label Options dialog box.

A set of form letters or e-mail messages The basic content is the same in all the letters or

messages, but each contains information that is specific to the individual recipient, such as name,

address, or some other piece of information. Click Letters or E-mail messages to create these

types of documents.

A catalog or directory The same kind of information, such as name and description, is shown

for each item, but the name and description in each item is unique. Click Directory to create this

type of document.

Resume a mail merge

If you need to stop working on a mail merge, you can save the main document and resume the merge

later. Microsoft Office Word retains the data source and field information. If you were using the Mail

Merge task pane, Word returns to your place in the task pane when you resume the merge.

1. When you're ready to resume the merge, open the document.

Word displays a message that asks you to confirm whether you want to open the document, which

will run a SQL command.

2. Because this document is connected to a data source and you want to retrieve the data, click Yes.

If you were opening a document that you did not realize was connected to a data source, you

could click No to prevent potentially malicious access to data.

The text of the document, along with any fields that you inserted, appears.

3. Click the Mailings tab, and resume your work.

Connect the document to a data source

To merge information into your main document, you must connect the document to a data source, or a

data file. If you don't already have a data file, you can create one during the mail merge process.

Choose a data file

1. On the Mailings tab, in the Start Mail Merge group, click Select Recipients.

2. Do one of the following:

If you want to use your Contacts list in Outlook, click Select from Outlook Contacts.

Tips for working with Microsoft Outlook Contacts list

I can't find my Outlook Contacts folder to connect to it.

I get error messages about mail clients and tables.

I can't connect to an Outlook Contacts folder in Public Folders.

I want to use my Outlook Express address book as my Contacts folder, but I can't

connect to it.

5. In Microsoft Office Outlook, on the Go menu, click Contacts.

6. Right-click the Contacts folder that contains the information that you want to use for a

mail merge, and then click Properties.

7. On the Outlook Address Book tab, make sure that the Show this folder as an e-

mail Address Book check box is selected, and then click OK.

8. Close Outlook.

9. In Control Panel, switch to Classic View, and then click Mail.

10. Click Show Profiles.

11. To be prompted to select a profile each time you start Outlook, click Prompt for a

profile to be used, and then click OK.

12. Exit Word.

13. On the Internet Explorer Tools menu, click Internet Options, and then click the

Programs tab.

14. Under E-mail, click Microsoft Office Outlook, and then click OK.

15. Start Microsoft Outlook Express.

16. On the File menu, point to Export, and then click Address Book.

17. In the Address Book Export Tool dialog box, click Text File (Comma Separated

Values), and then click Export.

18. In the Save exported file as box, type a file name for your exported file, and then

click Browse.

19. In the Save As dialog box, in the Save in list, choose where you want to save the file,

and then click Save. It's handy to save data files in the My Data Sources folder in

your My Documents folder. That's where Word looks first for data files when you

browse for them during a merge.

20. Click Next. Select the check boxes next to the fields that you want to export, and then

click Finish.

NOTE When you are deciding which fields to export, think about the form letters

or e-mail messages or labels that you intend to create with mail merge. For example,

if you never include nicknames or personal Web sites in your merged documents,

don't export those fields.

21. When you receive the message that the export procedure is completed, click

OK.

22. To close the Address Book Export Tool dialog box, click Close, and then exit

Outlook Express.

If you have a Microsoft Office Excel worksheet, a Microsoft Office Access database, or

another type of data file, click Use Existing List, and then locate the file in the Select Data

Source dialog box.

For Excel, you can select data from any worksheet or named range within a workbook. For

Access, you can select data from any table or query that is defined in the database. For

another type of data file, select the file in the Select Data Source dialog box. If the file is not

listed, select the appropriate file type or select All Files in the Files of type box. In a mail

merge, you can use the following types of data files:

Files from single-tier, file-based database programs for which you have installed an

OLE DB provider or ODBC driver (a number of which are included with Microsoft

Office).

An HTML file that has a single table. The first row of the table must contain column

names, and the other rows must contain data.

Electronic address books:

Microsoft Outlook Address Book

Microsoft Schedule+ 7.0 Contact List

Any similar address lists that were created with a MAPI-compatible messaging

system, such as Microsoft Outlook.

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ascending alphabetical order (from A to Z). Click the column heading again to sort the list in

descending alphabetical order (Z to A).

If you want more complex sorting, click Sort under Refine recipient list and choose your

sorting preferences on the Sort Records tab of the Filter and Sort dialog box. For

example, you can use this type of sorting if you want recipient addresses to be alphabetized

by last name within each zip code and the zip codes listed in numerical order.

Filter records This is useful if the list contains records that you know you don't want to see

or include in the merge. After you filter the list, you can use the check boxes to include and

exclude records.

To filter records, do the following:

1. Under Refine recipient list, click Filter.

2. On the Filter Records tab of the Filter and Sort dialog box, choose the criteria you

want to use for the filter.

For example, to generate copies of your main document only for addresses that list

Australia as the country/region, you would click Country or Region in the Field list,

Equal to in the Comparison list, and Australia in the Compare to list.

3. To refine the filter further, click And or Or, and then specify more criteria.

For example, to generate copies of your main document only for businesses in

Munich, you would filter on records whose City field contains Munich and whose

Company Name field is not blank. If you use Or instead of And in this filter, your mail

merge includes all Munich addresses as well as all addresses that include a company

name, regardless of city.

NOTE If you have installed address validation software, you can click Validate addresses in the

Mail Merge Recipients dialog box to validate your recipients' addresses.

Add placeholders, called mail merge fields, to the document

After you connect your main document to a data file, you are ready to type the text of the document and

add placeholders that indicate where the unique information will appear in each copy of the document.

The placeholders, such as address and greeting, are called mail merge fields. Fields in Word

correspond to the column headings in the data file that you select.

Columns in a data file represent categories of information. Fields that you add to the main document

are placeholders for these categories.

Rows in a data file represent records of information. Word generates a copy of the main document for

each record when you perform a mail merge.

By putting a field in your main document, you indicate that you want a certain category of information,

such as name or address, to appear in that location.

NOTE When you insert a mail merge field into the main document, the field name is always

surrounded by chevrons (« »). These chevrons do not show up in the merged documents. They just help

you distinguish the fields in the main document from the regular text.

What happens when you merge

When you merge, information from the first row in the data file replaces the fields in your main document

to create the first merged document. Information from the second row in the data file replaces the fields

to create the second merged document, and so on.

Working with fields: Examples

You can add any column heading from your data file to the main document as a field. This gives you

flexibility when you design form letters, labels, e-mail messages, and other merged documents. For

example:

Suppose you are creating a letter to notify local businesses that they have been selected for

inclusion in your annual city guide. If your data file contains a Company column with the name of

each business that you want to contact, you can insert the «Company» field instead of typing the

name of each individual company.

Imagine that you send quarterly e-mail messages to your customers alerting them to new products

and special deals. To personalize those messages for your best customers, you can add a

PersonalNote column to your data file where you can type notes such as "Miss Miller, the new

widget is exactly what you have been looking for." By placing a «PersonalNote» field in the main

document, you can include those notes at the bottom of certain messages.

Suppose that your mailing list is for subscribers to your newsletter, and your data file includes a

column, called ExpireDate, for storing the date that each subscription expires. If you place an

«ExpireDate» field in the label main document before you run the merge, subscribers will each

see their own expiration date on their mailing label.

You can combine fields and separate them by punctuation marks. For example, to create an address,

you can set up the fields in your main document like this:

«First Name» «Last Name»

«Street Address»

«City», «State» «Postal code»

For things that you use frequently, like address blocks and greeting lines, Word provides composite

fields that group a number of fields together. For example:

The Address Block field is a combination of several fields, including first name, last name, street

address, city, and postal code.

The Greeting Line field can include one or more name fields, depending on your chosen

salutation.

You can customize the content in each of these composite fields. For example, in the address, you may

want to select a formal name format (Mr. Joshua Randall Jr.); in the greeting, you may want to use "To"

instead of "Dear."

Map mail merge fields to your data file

To make sure that Word can find a column in your data file that corresponds to every address or

greeting element, you may need to map the mail merge fields in Word to the columns in your data file.

To map the fields, click Match Fields in the Write & Insert Fields group of the Mailings tab.

The Match Fields dialog box opens.

The elements of an address and greeting are listed on the left. Column headings from your data file are

listed on the right.

Word searches for the column that matches each element. In the illustration, Word automatically

matched the data file's Surname column to Last Name. But Word was unable to match other elements.

From this data file, for example, Word can't match First Name.

In the list on the right, you can select the column from your data file that matches the element on the left.

In the illustration, the Name column now matches First Name. It's okay that Courtesy Title, Unique

Identifier, and Middle Name aren't matched. Your mail merge document doesn't need to use every

field. If you add a field that does not contain data from your data file, it will appear in the merged

document as an empty placeholder — usually a blank line or a hidden field.

Type content and add fields

1. In the main document, click where you want to insert the field.

2. Use the Write & Insert Fields group on the Mailings tab.

3. Add any of the following:

Address block with name, address, and other information

1. Click Address block.

2. In the Insert Address Block dialog box, select the address elements that you want to

include and the formats that you want, and then click OK.

3. If the Match Fields dialog box appears, Word may have been unable to find some of the

information that it needs for the address block. Click the arrow next to (not matched), and

then select the field from your data source that corresponds to the field that is required for

the mail merge.

Greeting line

4. Click Greeting line.

5. Select the greeting line format, which includes the salutation, name format, and following

punctuation.

6. Select the text that you want to appear in cases where Microsoft Word can't interpret the

recipient's name, for example, when the data source contains no first or last name for a

recipient, but only a company name.

7. Click OK.

8. If the Match Fields dialog box appears, Word may have been unable to find some of the

information that it needs for the greeting line. Click the arrow next to (not matched), and

then select the field from your data source that corresponds to the field that is required for

the mail merge.

9. On the Mailings tab, in the Write & Insert Fields group, click Insert Merge Field.

10. In the Insert Merge Field dialog box, do one of the following:

To select address fields that will automatically correspond to fields in your data

source, even if the data source's fields don't have the same name as your fields, click

Address Fields.

To select fields that always take data directly from a column in your data file, click

Database Fields.

11. In the Fields box, click the field you want.

12. Click Insert, and then click Close.

13. If the Match Fields dialog box appears, Microsoft Word may have been unable to find some

of the information it needs to insert the field. Click the arrow next to (not matched), and

then select the field from your data source that corresponds to the field that is required for

the mail merge.

Custom fields from Outlook contacts

14. In Outlook Contacts, on the View menu, point to Current View, and then click Phone List.

15. Right-click a column heading, and then click Field Chooser.

16. In the drop-down list at the top of the Field Chooser dialog box, select User-defined fields

in folder.

17. Drag the field that you to add from the dialog box to the column headings. A little red arrow

helps you place the field in the location that you want.

NOTE You can add a new field in the Field Chooser dialog box by clicking New at the

bottom.

18. After you add all of your custom fields to the view, close the Field Chooser dialog box.

19. To remove a field that you do not want included in the mail merge, click the field name in the

column heading in Phone List view, and drag it off of the column heading.

20. In Outlook Contacts, select individual contacts by pressing SHIFT and clicking to select a

range or by pressing CTRL and clicking to select individuals. If you want to include all the

contacts currently visible in the view, do not click on any contacts.

21. On the Tools menu, click Mail Merge.

22. If you have selected individual contacts to include in the merge, click Only selected

contacts. If you want to include all the contacts currently visible in the view, click All

contacts in current view.

23. If you have configured the Phone List view so that it displays exactly the fields you want to

use in the merge, click Contact fields in current view. Otherwise, click All contact fields

to make all of the contact fields available in the merge.

24. If you want to generate a new main document for the merge, click New document.

Otherwise, click Existing document, and click Browse to locate the document to use as

the main document.

25. If you want to save the contacts and fields that you have selected, so that they can be

reused, select the Permanent file check box, and then click Browse to save the file. The

data is saved in a Word document as comma-delimited data.

26. Select any merge options you want:

Form Letters Prepare a batch of letters for a mass mailing.

Mailing Labels Set up address labels for a mass mailing.

Envelopes Set up envelopes for a mass mailing.

Catalog Create a single document that contains a catalog or address list.

New Document Generate merged documents, which you can edit individually in

Word.

Printer Send merged documents directly to the default printer.

E-mail Generate merged documents designed to be e-mail messages. When you are

ready to complete the merge in Word, on the Mailings tab in the Finish group, click

Finish & Merge, and then click Send E-mail Messages. The Subject line is filled

with the text you typed in the Mail Merge Contacts dialog box in Outlook.

27. Click OK. When the document opens in Word, on the Mailings tab, in the Write & Insert

Fields group, click the arrow next to Insert Merge Field, and then click the fields that you

want to add the document.

NOTES

You can't type merge field characters («« »») manually or use the Symbol command on the

Insert menu. You must use mail merge.

If the merge fields appear inside braces, such as { MERGEFIELD City }, then Microsoft Word is

displaying field codes instead of field results. This doesn't affect the merge, but if you want to

display the results instead, right-click the field code, and then click Toggle Field Codes on the

shortcut menu.

Format merged data

Database and spreadsheet programs, such as Microsoft Office Access and Microsoft Office Excel, store

the information that you type in cells as raw data. Formatting that you apply in Access or Excel, such as

fonts and colors, isn't stored with the raw data. When you merge information from a data file into a Word

document, you are merging the raw data without the applied formatting.

To format the data in the document, select the mail merge field and format it, just as you would format

any text. Make sure that the selection includes the chevrons (« ») that surround the field.

Preview and complete the merge

After you add fields to your main document, you are ready to preview the merge results. When you are

satisfied with the preview, you can complete the merge.

Preview the merge

You can preview your merged documents and make changes before you actually complete the merge.

To preview, do any of the following in the Preview Results group of the Mailings tab:

Click Preview Results.

Page through each merged document by using the Next Record and Previous Record buttons in

the Preview Results group.

Preview a specific document by clicking Find Recipient.

NOTE Click Edit Recipient List in the Start Mail Merge group on the Mailings tab to open the Mail

Merge Recipients dialog box, where you can filter the list or clear recipients if you see records that you

don't want to include.

Complete the merge

You can print the merged documents or modify them individually. You can print or change all or just a

subset of the documents.

Print the merged documents

1. On the Mailings tab, in the Finish group, click Finish & Merge, and then click Print Documents.

2. Choose whether to print the whole set of documents, only the copy that's currently visible, or a

subset of the set, which you specify by record number.

Change individual copies of the document

1. On the Mailings tab, in the Finish group, click Finish & Merge, and then click Edit Individual

Documents.

2. Choose whether you want to edit the whole set of documents, only the copy that's currently

visible, or a subset of the set, which you specify by record number. Word saves the copies that

you want to edit to a single file, with a page break between each copy of the document.

Save the main document

Remember that merged documents that you save are separate from the main document. It's a good

idea to save the main document itself if you plan to use it for another mail merge.

When you save the main document, you also save its connection to the data file. The next time that you

open the main document, you are prompted to choose whether you want the information from the data

file to be merged again into the main document.

If you click Yes, the document opens with information from the first record merged in.

If you click No, the connection between the main document and the data file is broken. The main

document becomes a standard Word document. Fields are replaced with the unique information

from the first record.

Week11

Introduction to Excel

Getting started with Excel 2007 you will notice that there are many similar

features to previous versions. You will also notice that there are many

new features that you’ll be able to utilize. There are three features that

you should remember as you work within Excel 2007: the Microsoft Office

Button, the Quick Access Toolbar, and the Ribbon. The function of these

features will be more fully explored below.

Spreadsheets

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 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 error at the end of the toolbar and click Show Below the Ribbon.

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.

Activity11.1 Identify each features of the below items

1. Home 2. Formular 3. Review. 4. View.

Week12

POPULAR These features allow you to personalize your work environment with the mini toolbar, color schemes, default options for new workbooks, customize sort and fill sequences user name and allow you to access the Live Preview feature. The Live Preview feature allows you to preview the results of applying design and formatting changes without actually applying it.

Formulas This feature allows you to modify calculation options, working with formulas, error checking, and error checking rules.

Advanced This feature allows you to specify options for editing, copying, pasting, printing, displaying, formulas, calculations, and other general settings.

Save This feature allows you personalize how your workbook is saved. You can specify how often you want auto save to run and where you want the workbooks saved.

Work with a Workbook 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.

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 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

Week 13 Modifying a worksheet 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

Activity12.1 Demonstrate in the lab. How to modify a worksheet.e.g

- Copying,cutting,pasting. -

Modifying a worksheet 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 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:

Click the Fill Handle Drag the Fill Handle to complete the cells

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 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

Perform calculation 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 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

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:

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 functions Logical: And, If, True, False, etc. Text: Text based functions Date & Time: Functions calculated on date and time Math & Trig: Mathematical Functions

Relative, Absolute and Mixed References

Calling cells by just their column and row labels (such as "A1") is called relative referencing. When a formula contains relative referencing and it is copied from one cell to another, Excel does not create an exact copy of the formula. It will change cell addresses relative to the row and column they are moved to. For example, if a simple addition formula in cell C1 "=(A1+B1)" is copied to cell C2, the formula would change to "=(A2+B2)" to reflect the new row. To prevent this change, cells must be called by absolute referencing and this is accomplished by placing dollar signs "$" within the cell addresses in the formula. Continuing the previous example, the formula in cell C1 would read "=($A$1+$B$1)" if the value of cell C2 should be the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not change when copied. Mixed referencing can also be used where only the row OR column fixed. For example, in the formula "=(A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed.

Linking Worksheets You may want to use the value from a cell in another worksheet within the same workbook in a formula. For example, the value of cell A1 in the current worksheet

and cell A2 in the second worksheet can be added using the format "sheetname!celladdress". The formula for this example would be "=A1+Sheet2!A2" where the value of cell A1 in the current worksheet is added to the value of cell A2 in the worksheet named "Sheet2"

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 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

Activity13.1 1. Explain how to create a basic formula in Excel. 2. Use the predefined formulas in Excel,explain how to calculate a

function.

Week14

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

Relative, Absolute and Mixed References

Calling cells by just their column and row labels (such as "A1") is called relative referencing. When a formula contains relative referencing and it is copied from one cell to another, Excel does not create an exact copy of the formula. It will change cell addresses relative to the row and column they are moved to. For example, if a simple addition formula in cell C1 "=(A1+B1)" is copied to cell C2, the formula would change to "=(A2+B2)" to reflect the new row. To prevent this change, cells must be called by absolute referencing and this is accomplished by placing dollar signs "$" within the cell addresses in the formula. Continuing the previous example, the formula in cell C1 would read "=($A$1+$B$1)" if the value of cell C2 should be the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not change when copied. Mixed referencing can also be used where only the row OR column fixed. For example, in the formula "=(A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed.

Linking Worksheets

You may want to use the value from a cell in another worksheet within the same workbook in a formula. For example, the value of cell A1 in the current worksheet and cell A2 in the second worksheet can be added using the format "sheetname!celladdress". The formula for this example would be "=A1+Sheet2!A2" where the value of cell A1 in the current worksheet is added to the value of cell A2 in the worksheet named "Sheet2"

Sort and filter Sorting and Filtering allow you to manipulate data in a worksheet based on given set of criteria.

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

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

Activity14.1 Demonstrate in the lab. How to execute a basic descending and ascending sort based on one column.

Week 15 Graphic in excel Adding a Picture To add a picture:

Click the Insert tab Click the Picture button Browse to the picture from your files Click the name of the picture Click Insert To move the graphic, click it and drag it to where you want it

Adding Clip Art To add Clip Art:

Click the Insert tab Click the Clip Art button Search for the clip art using the search Clip Art dialog box Click the clip art To move the graphic, click it and drag it to where you want it

Editing Pictures and Clip Art When you add a graphic to the worksheet, an additional tab appears on the Ribbon. The Format tab allows you to format the pictures and graphics. This tab has four groups:

Adjust: Controls the picture brightness, contrast, and colors Picture Style: Allows you to place a frame or border around the picture and add effects Arrange: Controls the alignment and rotation of the picture Size: Cropping and size of graphic

Adding Shapes To add Shape:

Click the Insert tab Click the Shapes button Click the shape you choose

Click the Worksheet Drag the cursor to expand the Shape

To format the shapes:

Click the Shape Click the Format tab

Adding SmartArt SmartArt is a feature in Office 2007 that allows you to choose from a variety of graphics, including flow charts, lists, cycles, and processes. To add SmartArt:

Click the Insert tab Click the SmartArt button Click the SmartArt you choose

Select the Smart Art Drag it to the desired location in the worksheet

To format the SmartArt:

Select the SmartArt Click either the Design or the Format tab Click the SmartArt to add text and pictures.

Charts in excel Charts allow you to present information contained in the worksheet in a graphic format. Excel offers many types of charts including: Column, Line, Pie, Bar, Area, Scatter and more. To view the charts available click the Insert Tab on the Ribbon.

Create a Chart To create a chart:

Select the cells that contain the data you want to use in the chart Click the Insert tab on the Ribbon Click the type of Chart you want to create

Modify a Chart Once you have created a chart you can do several things to modify the chart.

To move the chart:

Click the Chart and Drag it another location on the same worksheet, or Click the Move Chart button on the Design tab Choose the desired location (either a new sheet or a current sheet in the

workbook)

To change the data included in the chart:

Click the Chart Click the Select Data button on the Design tab

To reverse which data are displayed in the rows and columns:

Click the Chart Click the Switch Row/Column button on the Design tab

To modify the labels and titles:

Click the Chart On the Layout tab, click the Chart Title or the Data Labels button Change the Title and click Enter

Chart Tools The Chart Tools appear on the Ribbon when you click on the chart. The tools are located on three tabs: Design, Layout, and Format. Within the Design tab you can control the chart type, layout, styles, and location.

Within the Layout tab you can control inserting pictures, shapes and text boxes, labels, axes, background, and analysis.

Within the Format tab you can modify shape styles, word styles and size of the chart.

Copy a Chart to Word

Select the chart Click Copy on the Home tab Go to the Word document where you want the chart located Click Paste on the Home tab

Format worksheet 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.

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

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

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

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

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

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

Developing a worksheet 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

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:

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:

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

Pages properties printing Set Print Titles The print titles function allows you to repeat the column and row headings at the beginning of each new page to make reading a multiple page sheet easier to read when printed. To Print Titles:

Click the Page Layout tab on the Ribbon Click the Print Titles button In the Print Titles section, click the box to select the rows/columns to be repeated Select the row or column Click the Select Row/Column Button Click OK

Create a Header or Footer To create a header or footer:

Click the Header & Footer button on the Insert tab This will display the Header & Footer Design Tools Tab To switch between the Header and Footer, click the Go to Header or Go to

Footer button

To insert text, enter the text in the header or footer To enter preprogrammed data such as page numbers, date, time, file name or

sheet name, click the appropriate button To change the location of data, click the desired cell

Set Page Margins To set the page margins:

Click the Margins button on the Page Layout tab Select one of the give choices, or

Click Custom Margins Complete the boxes to set margins Click Ok

Change Page Orientation To change the page orientation from portrait to landscape:

Click the Orientation button on the Page Layout tab Choose Portrait or Landscape

Set Page Breaks You can manually set up page breaks in a worksheet for ease of reading when the sheet is printed. To set a page break:

Click the Breaks button on the Page Layout tab Click Insert Page Break

Print a Range There may be times when you only want to print a portion of a worksheet. This is easily done through the Print Range function. To print a range:

Select the area to be printed Click the Print Area button on the Page Layout tab Click Select Print Area

Activity15.1

Demonstrate in the lab. How to Adjust,picture style,controls the alignment and rotation of the picture.

-Show how to print the above document.