FUNDAMENTAL ICT BY MR ETIENNE

FUNDAMENTAL OF ICT Page 1

TEACHER: MR ETIENNE NZABIRINDA

CONTACT: O786933786/0722055908

Email: [email protected]

ITORERO IMENERABAHIZI

STUDENT’S NAMES: ……………………………………………………………………………………..

TEL: …………………………………………......................................................................

ADULTY LITERCY PROGRAM

UR-CE, REMERA CAMPUS

KIGALI-RWANDA

FUNDAMENTAL OF ICT

mailto:[email protected]


PREFACE

This small book is intended for use by people who want to improve fundamental ICT especially for adult

who don’t get the chance to learn ICT in their learning.

At the end of this book there are questions covering the entire lesson.

This lesson focus on the how to use keyboard, micro softword, excel, power point,publisher ,search engine,

social median, and the use of e-mail

I was preparing this material in order to contribute the one of government of Rwanda vision2020 which is the

use of ICT penetration.

I hope that this simple fundamental ICT will make English learning more interesting and meaningful.

Suggestions for improvements of this material will be very much appreciated


Contents PREFACE ........................................................................................................................................................................... 2

INTRODUCTION ............................................................................................................................................................... 6

PARTYI: ICT IN THEORY .................................................................................................................................................... 7

Chp1: Information System .............................................................................................................................................. 7

Defining Information Systems .......................................................................................................................................... 7

The Components of Information Systems ........................................................................................................................ 8

Chapter 2: Hardware ................................................................................................................................................... 0

Chapter 3: Software .................................................................................................................................................... 5

2.Types of Software ......................................................................................................................................................... 5

3. SOFTWARE COMPONENTS ........................................................................................................................................... 6

PARTYII: ICT IN PRACTICE ................................................................................................................................................ 7

UNIY1: Terminologies: ..................................................................................................................................................... 7

UNITY2: PROPER USE OF THE KEYBOARDS .............................................................................................................. 10

Home Row ..................................................................................................................................................................... 10

Typing Spaces ................................................................................................................................................................ 11

Removing Text & Spaces ................................................................................................................................................ 11

Skipping Down Lines ...................................................................................................................................................... 12

Capitalizing Letters ........................................................................................................................................................ 12

Typing Alternate Symbols ............................................................................................................................................. 12

“Tabbing” ....................................................................................................................................................................... 12

UNITY3: FILE TYPES ........................................................................................................................................................ 14

UNITY4: INTRODUCTION TO MICROSOFTWORD .......................................................................................................... 15

Class Learning Objectives .............................................................................................................................................. 15

About Microsoft Office 2007 .......................................................................................................................................... 15

About Word Processing ................................................................................................................................................. 16

Opening Microsoft Word ............................................................................................................................................... 16

Moving Around Within a Microsoft Word Document .................................................................................................... 17

Formatting Text ............................................................................................................................................................. 19

Adding Character Emphasis ........................................................................................................................................... 19

Changing Typeface and Font Size ................................................................................................................................... 20


Changing Paragraph Alignment ...................................................................................................................................... 21

Undoing/Redoing Changes ............................................................................................................................................. 21

Undo/Redo Actions ........................................................................................................................................................ 21

Checking Spelling and Grammar .................................................................................................................................... 22

Saving Your Work ........................................................................................................................................................... 23

Opening a Saved Document ........................................................................................................................................... 25

Using Word Help ............................................................................................................................................................ 26

UNITY5: INTRODUCTION TO MICROSOFT EXCEL .......................................................................................................... 27

The Excel Window .......................................................................................................................................................... 29

The Microsoft Office 2007 Ribbon ................................................................................................................................. 30

Navigating Around the Workbook ................................................................................................................................. 31

Entering and Editing Data.............................................................................................................................................. 32

Entering Data into a cell ................................................................................................................................................. 32

Canceling/Undoing Changes ......................................................................................................................................... 33

Cancelling actions .......................................................................................................................................................... 33

Undo/Redo Actions ........................................................................................................................................................ 33

Clearing a Cell................................................................................................................................................................. 33

Inserting a Cell ............................................................................................................................................................... 33

Inserting a Row .............................................................................................................................................................. 33

Inserting a Column ......................................................................................................................................................... 34

Formatting Cells ............................................................................................................................................................ 34

Selecting Cells ................................................................................................................................................................ 34

Formatting Numbers ...................................................................................................................................................... 35

Renaming, Adding, Reorganizing Worksheets .............................................................................................................. 35

Renaming Worksheets ................................................................................................................................................... 35

Adding Worksheets ........................................................................................................................................................ 36

Reorganizing Worksheets .............................................................................................................................................. 36

Formulas ........................................................................................................................................................................ 36

Using Mathematical Operators ...................................................................................................................................... 36

Using Four Sum Methods ............................................................................................................................................... 37


AutoCalculate ................................................................................................................................................................. 38

Customizing Your Spreadsheet ..................................................................................................................................... 39

Finishing Up ................................................................................................................................................................... 40

Fitting Your Spreadsheet to the Page ............................................................................................................................. 40

For Further Reading and Learning ................................................................................................................................. 41

UNITY6: MICROSOFT POWERPOINT 2007 ..................................................................................................................... 42

UNITY7: INTRODUCTION TO MICROSOFT PUBLISHER .................................................................................................. 53

UNIT8: COMPUTER NETWORKS .................................................................................................................................... 62

UNITY9: TELECOMUNICATION ...................................................................................................................................... 62

1.WEB BROWSER ........................................................................................................................................................... 62

2.Mail reader.................................................................................................................................................................. 62

3. SEARCH ENGINES ....................................................................................................................................................... 63

4. INTERNET ................................................................................................................................................................... 63

5.GOOGLE (SEARCH ENGINES) ....................................................................................................................................... 65

6. USE OF SOCIAL MEDIAN ............................................................................................................................................. 66

7.ELECTRONIC MAIL ....................................................................................................................................................... 67

8. Electronic Mail: G-Mail ............................................................................................................................................... 70

Creating an Email Account ............................................................................................................................................. 70

Checking Your Email ....................................................................................................................................................... 70

Sending Email ................................................................................................................................................................. 70

Attaching Files ................................................................................................................................................................ 71

9. Electronic Mail: Yahoo! .............................................................................................................................................. 71

Creating an Email Account ............................................................................................................................................. 71

Checking Your Email ....................................................................................................................................................... 71

Sending Email ................................................................................................................................................................. 72

Attaching Files ................................................................................................................................................................ 72

Do this for every file you need to attach. ....................................................................................................................... 72

10: PASSWORDS ............................................................................................................................................................ 72

11: VIRUSES .................................................................................................................................................................... 73

References ..................................................................................................................................................................... 81


INTRODUCTION This book contains courses’ lessons held at REMERA CAMPUS for adult literacy programs. It contains only

the first part of the courses, namely the lessons on:

• Definition of information system

• Components of information system

• keyboard

• software (operating system,data,program)

• Microsoft (word, excel, powerpoint,publisher..)

• computer networks,

• Computer dangers and security.

It contains the parts on Microsoft Word, Microsoft Excel, Microsoft power point, Microsoft publisher,

search engines, social median e-mails, information systems, which are very well covered by the respective

courses’ suggested books.


PARTYI: ICT IN THEORY

Chp1: Information System Learning Objectives

Upon successful completion of this chapter, you will be able to:

• define what an information system

• identifying its major components

Defining Information Systems Almost all programs in business require students to take a course in something called information systems.

But what exactly does that term mean? Let’s take a look at some of the more popular definitions, first from

Wikipedia and then from a couple of textbooks:

• “Information systems (IS) are the study of complementary networks of hardware and software

that people and organizations use to collect, filter, process, create, and distribute data.”1

• “Information systems are combinations of hardware, software, and telecommunications

networks that people build and use to collect, create, and distribute useful data, typically in

organizational settings.”2

• “Information systems are interrelated components working together to collect, process, store,

and disseminate information to support decision making, coordination, control, analysis, and

visualization in an organization.”3

The Components of Information Systems Many students understand that an information system has something to do with databases or spreadsheets.

Others mention computers and e-commerce. And they are all right, at least in part: information systems

are made up of different components that work together to provide value to an organization.

The first way I describe information systems to students is to tell them that they are made up of five

components: hardware, software, data, people, and process. The first three, fitting under the category

technology, are generally what most students think of when asked to define information systems. But the

last two, people and process, are really what separate the idea of information systems from more technical

fields, such as computer science. In order to fully understand information systems, students must

understand how all of these components work together to bring value to an organization.

Technology

Technology can be thought of as the application of scientific knowledge for practical purposes. From the

invention of the wheel to the harnessing of electricity for artificial lighting, technology is a part of our

lives in so many ways that we tend to take it for granted. As discussed before, the first three components

of information systems – hardware, software, and data – all fall under the category of technology. Each of

these will get its own chapter and a much lengthier discussion, but we will take a moment here to

introduce them so we can get a full understanding of what an information system is.

1. Hardware

Information systems hardware is the part of an information system you can touch – the physical

components of the technology. Computers, keyboards, disk drives, iPads, and flash drives are all

examples of information systems hardware. Computer hardware encompasses digital devices that you can

physically touch. This includes devices such as the following:

• desktop computers

• laptop computers

• mobile phones

• tablet computers

• e-readers

• storage devices, such as flash drives

• input devices, such as keyboards, mice, and scanners

• Output devices such as printers and speakers.

Besides these more traditional computer hardware devices, many items that were once not considered

digital devices are now becoming computerized themselves. Digital technologies are now being integrated

into many everyday objects, so the days of a device being labeled categorically as computer hardware may

be ending. Examples of these types of digital devices include automobiles, refrigerators, and even soft-drink

dispensers

http://www.ford.com/technology/sync/

http://www.npr.org/blogs/thesalt/2012/05/03/151968878/the-smart-fridge-finds-the-lost-lettuce-for-a-price

http://www.coca-colafreestyle.com/





[Type text] Page 9

2. Software

Software is a set of instructions that tells the hardware what to do. Software is

not tangible – it cannot be touched. When programmers create software

programs, what they are really doing is simply typing out lists of instructions

that tell the hardware what to do. There are several categories of software, with

the two main categories being operating-system software, which makes the

hardware usable, and application software, which does something useful.

Examples of operating systems include Microsoft Windows on a personal

computer and Google’s Android on a mobile phone. Examples of application software are Microsoft

Excel and Angry Birds.

3. Data

The third component is data. You can think of data as a collection of facts. For example, your street address,

the city you live in, and your phone number are all pieces of data. Like software, data is also intangible. By

themselves, pieces of data are not really very useful. But aggregated, indexed, and organized together into a

database, data can become a powerful tool for businesses. In fact, all of the definitions presented at the

beginning of this chapter focused on how information systems manage data. Organizations collect all kinds

of data and use it to make decisions. These decisions can then be analyzed as to their effectiveness and the

organization can be improved. Chapter 4 will focus on data and databases, and their uses in organizations.

4. Networking Communication

Besides the components of hardware, software, and data, which have long been considered the core

technology of information systems, it has been suggested that one other component should be added:

communication. An information system can exist without the ability to communicate – the first personal

computers were stand-alone machines that did not access the Internet. However, in today’s hyper-connected

world, it is an extremely rare computer that does not connect to another device or to a network. Technically,

the networking communication component is made up of hardware and software, but it is such a core feature

of today’s information systems that it has become its own category.

5. People

When thinking about information systems, it is easy to get focused on the technology components and forget

that we must look beyond these tools to fully understand how they integrate into an organization. A focus on

the people involved in information systems is the next step. From the front-line help-desk workers, to

systems analysts, to programmers, all the way up to the chief information officer (CIO), the people involved

with information systems are an essential element that must not be overlooked.

6. Process

The last component of information systems is process. A process is a series of steps undertaken to achieve a

desired outcome or goal. Information systems are becoming more and more integrated with organizational

processes, bringing more productivity and better control to those processes. But simply automating activities

using technology is not enough – businesses looking to effectively utilize information systems do more.

Using technology to manage and improve processes, both within a company and externally with suppliers

and customers, is the ultimate goal. Technology buzzwords such as “business process reengineering,”

[Type text] Page 10

“business process management,” and “enterprise resource planning” all have to do with the continued

improvement of these business procedures and the integration of technology with them. Businesses hoping to

gain an advantage over their competitors are highly focused on this component of information systems.

Study Questions

1. What are the five components that make up an information system?

2. What are three examples of information system hardware?

3. Microsoft Windows is an example of which component of information systems?

4. What is application software?

5. What roles do people play in information systems?

6. What is the definition of a process?

7. What was invented first, the personal computer or the Internet (ARPANET)?

8. In what year were restrictions on commercial use of the Internet first lifted? When were eBay and

Amazon founded?

Chapter 2: Hardware

Learning Objectives

Upon successful completion of this chapter, you will be able to:

• describe information systems hardware;

• identify the primary components of a computer and the functions they perform

Introduction

As we learned in the first chapter, an information system is made up of five

components: hardware, software, data, people, and process. The physical parts of

computing devices – those that you can actually touch – are referred to as hardware.

In this chapter, we will take a look at this component of information systems, learn a

little bit about how it works, and discuss some of the current trends surrounding it.

As stated above, computer hardware encompasses digital devices that you can

physically touch. This includes devices such as the following:

• desktop computers

• laptop computers

• mobile phones

• tablet computers

• e-readers

• storage devices, such as flash drives

• input devices, such as keyboards, mice, and scanners

• Output devices such as printers and speakers.

Besides these more traditional computer hardware devices, many items that were once

not considered digital devices are now becoming computerized themselves. Digital

technologies are now being integrated into many everyday objects, so the days of a

device being labeled categorically as computer hardware may be ending. Examples of

these types of digital devices include automobiles, refrigerators, and even soft-drink

dispensers. In this chapter, we will also explore digital devices, beginning with defining

what we mean by the term itself. A digital device processes electronic signals that

represent either a one (“on”) or a zero (“off”). The on state is represented by the

presence of an electronic signal; the off state is represented by the absence of an

electronic signal. Each one or zero is referred to as a bit (a contraction of binary digit);

a group of eight(8) bits is a byte. The first personal computers could process 8 bits of

http://www.ford.com/technology/sync/

http://www.npr.org/blogs/thesalt/2012/05/03/151968878/the-smart-fridge-finds-the-lost-lettuce-for-a-price






[FONDAMENTAL ICT] Page 1

data at once; modern PCs can now process 64 bits of data at a time, which is where the

term 64-bit processor comes from. Byte(B)=8bites

Kilobyte (KB), approximately 1,000 bytes,

Megabyte (MB), approximately 1,000 KB or one million bytes

Gigabyte (GB), approximately 1,000 MB or one billion bytes

Terabyte (TB), approximately 1,000 GB or one trillion bytes.

Usually the unformatted text of a whole book can fit in some KB, a modern song some

MB are required, while a film in high quality needs some GB.

A Listing of Binary Prefixes

Motherboard

The motherboard is the main circuit

board on the computer. The CPU,

memory, and storage components,

among other things, all connect into

the motherboard. Motherboards

come in different

shapes and sizes,

depending upon how compact or

expandable the computer is designed

to be. Most modern motherboards

have many integrated components,

such as video and

sound processing, which

used to require separate components.

Prefix Represents Example

kilo one thousand kilobyte=one thousand bytes

mega one million megabyte=one million bytes

giga one billion gigabyte=one billion bytes

tera one trillion terabyte=one trillion bytes


The motherboard provides much of the bus of the computer (the term bus refers to the

electrical connection between different computer components). The bus is an

important determiner of the computer’s speed: the combination of how fast the bus

can transfer data and the

Motherboard (click image to enlarge) number of data bits that can be moved at one time

Determine the speed.

Random-Access Memory

When a computer starts up, it begins to load information from the hard disk into its

working memory. This working memory, called random-access memory (RAM), can

transfer data much faster than the hard disk. Any program that you are running on the

computer is loaded into RAM for processing. In order for a computer to work

effectively, some minimal amount of RAM must be installed. In most cases, adding

more RAM will allow the computer to run faster. Another characteristic of RAM is

that it is “volatile.” This means that it can store data as long as it is receiving power;

when the computer is turned off, any data stored in RAM is lost.

RAM is generally installed in a personal computer

through the use of a dual-inline memory module(DIMM).

The type of DIMM accepted into a computer is

dependent upon the motherboard. As described by

Moore’s Law, the amount of memory and speeds of

DIMMs have increased dramatically over the years.

Memory DIMM (click image to enlarge)

Hard Disk

While the RAM is used as working memory, the computer

also needs a place to store data for the longer term. Most of

today’s personal computers use a hard disk for long-term

data storage. A hard disk is where data is stored when the

computer is turned off and where it is retrieved from when

the computer is turned on. Why is it called a hard disk? A

hard disk consists of a stack of disks inside a hard metal

case. A floppy disk (discussed below) was a removable disk that, in some cases at

least, was flexible, or “floppy.”

Removable Media

http://en.wikipedia.org/wiki/Dimm


Besides fixed storage components, removable storage media are also used in most

personal computers. Removable media allows you to take your data with you. And just

as with all other digital technologies, these media have gotten smaller and more powerful

as the years have gone by. Early computers used floppy disks, which could be inserted

into a disk drive in the computer. Data was stored on a magnetic disk inside an

enclosure. These disks ranged from 8″ in the earliest days down to 3 1/2″.

Floppy-disk evolution (8″ to 5 1/4″ to 3 1/2″) (Public

Domain)

Around the turn of the century, a new portable storage technology was being developed:

the USB flash drive (more about the USB port later in the chapter). This device attaches

to the universal serial bus (USB) connector, which became standard on all personal

computers beginning in the late 1990s. As with all other storage media, flash drive

storage capacity has skyrocketed over the years, from initial capacities of eight

megabytes to current capacities of 64 gigabytes and still growing.

Network Connection

When personal computers were first developed, they were stand-alone units, which

meant that data was brought into the computer or removed from the computer via

removable media, such as the floppy disk. Beginning in the mid-1980s, however,

organizations began to see the value in connecting computers together via a digital

network. Because of this, personal computers needed the ability to connect to these

networks. Initially, this was done by adding an expansion card to the computer that

enabled the network connection, but by the mid-1990s, a network port was standard on

most personal computers. As wireless

Technologies began to dominate in the early 2000s, many personal computers also began

including wireless networking capabilities.

5. Input and Output

In order for a personal computer to be useful, it

must have channels for receiving input from the


user and channels for delivering output to the user. These input and output devices

connect to the computer via various connection ports, which generally are part of the

motherboard and are accessible outside the computer case. In early personal

computers, specific ports were designed for each type of output

USB connector (click image to enlarge) device. The configuration of these ports

has evolved over the years, becoming more and more standardized over time. Today,

almost all

devices plug into a computer through the use of a USB port. This port type, first

introduced in 1996, has increased in its capabilities, both in its data transfer rate and

power supplied.

Bluetooth

Besides USB, some input and output devices connect to the computer via a wireless-

technology standard called Bluetooth. Bluetooth was first invented in the 1990s and

exchanges data over short distances using radio waves. Bluetooth generally has a

range of 100 to 150 feet. For devices to communicate via Bluetooth, both the personal

computer and the connecting device must have a Bluetooth communication chip

installed.

Input Devices

All personal computers need components that allow the user to input data. Early

computers used simply a keyboard to allow the user to enter data or select an item

from a menu to run a program. With the advent of the graphical user interface, the

mouse became a standard component of a computer. These two components are still

the primary input devices to a personal computer, though variations of each have been

introduced with varying levels of success over the years. For example, many new

devices now use a touch screen as the primary way of entering data.

Besides the keyboard and mouse, additional input devices are becoming more

common. Scanners allow users to input documents into a computer, either as images

or as text. Microphones can be used to record audio or give voice commands.

Webcams and other types of video cameras can be used to record video or participate

in a video chat session.

Output Devices

Output devices are essential as well. The most obvious output device is a display,

visually representing the state of the computer. In some cases, a personal computer can

support multiple displays or be connected to larger-format displays such as a projector

or large-screen television. Besides displays, other output devices include speakers for

audio output and printers for printed output.


What Hardware Components Contribute to the Speed of My Computer?

The speed of a computer is determined by many elements, some related to hardware and

some related to software.The hardware components that contribute to the speed of a

personal computer are the CPU, the motherboard, RAM, and the hard disk. In most

cases, these items can be replaced with newer, faster components. In the case of RAM,

simply adding more RAM can also speed up the computer. The table below shows how

each of these contributes to the speed of a computer.

Chapter 3: Software

1. Introduction The second component of an information system is software. Simply put: Software is

the set of instructions that tell the hardware what to do. Software is created through the

process of programming, Without software, the hardware would not be functional.

2. Types of Software Software can be broadly divided into two categories: operating systems

and application software. Operating systems manage the hardware and

create the interface between the hardware and the user. Application

software is the category of programs that do something useful for the

user.

Operating Systems

The operating system provides several essential functions, including:

1. managing the hardware resources of the computer;

2. providing the user-interface components;

3. Providing a platform for software developers to write applications.

All computing devices run an operating system. For personal computers, the most

popular operating systems are Microsoft’s Windows, Apple’s OS X, and different

versions of Linux. Smartphones and tablets run operating systems as well, such

as Apple’s iOS, Google’s Android, Microsoft’s Windows Mobile, and Blackberry.

Early personal-computer operating systems were simple by today’s standards; they did

not provide multitasking and required the user to type commands to initiate an action.


3. SOFTWARE COMPONENTS

Software can be divided into three big categories: operating systems, programs and

data.

1. The operating system takes care of controlling computer hardware and human-

computer interaction. There are currently three widely used operating

systems:

Microsoft Windows, which is the market leader,

Macintosh computers have their own operating system Mac OS X,

Linux (it is a family of very similar operating systems), which is a costless

operating system,

Android, a family of very similar Linux-based operating systems for mobile

devices,

iOS, for Apple mobile devices,

Windows Phone, Microsoft’s operating system for mobile devices.

2.Programs are software which is used to do particular tasks, e.g. Word for document

writing, Explorer for Internet navigation, the Calculator for mathematical operations.

3.Data is everything which is produced either by the user or by programs (sometimes

even by the operating system) to store information, e.g. a document file produced by

Word is data, a downloaded web page is data.


PARTYII: ICT IN PRACTICE About your computer meeting the machine for the first time

UNIY1: Terminologies:

This section explains some of the terms you will come across in relation to working

with ICT. Most of these will be familiar to you but it’s always good to refresh your

knowledge.

Desktop: The computer screen or background that contains components such as the

Taskbar, My Computer, Recycle Bin icons, any other shortcut icons, and any Windows

and Dialogue Boxes that have been opened.

Dialogue Boxes: a dialogue box is a special window, used on the screen to display

information to the user, and to get a response if needed (usually a case of clicking

“ok”).

Desktop shortcut: this can be a quick way to ‘link’ any file, folder, software program or

even Internet page to your desktop for quick simple access (to create one, simply right-

click on any object and “drag” to your desktop, then release and select “create

shortcut” from the pop-up menu that appears).

Screensaver: an image or an animation that prevents screen damage caused by an

unchanging display - appears when your computer has been idle for a preset amount

of time.

Control Panel: A window you can open to adjust various aspects of your computer,

such as the volume, fonts, desktop background, mouse speed, and clock.

Copy and paste: to copy data from one location and paste it to another. Usually used in

reference to text although you can also copy and paste a file, folder, or directory

(select an object and right-click on it, from the menu that pops up choose “copy”. Go

to the location you want to place the object e.g. a new folder and right-click again then

select “paste” and your object will be copied into the new location.

Note: Right-click is your friend! Right-clicking on any object within Windows will give

you a sub-menu of options that can be used with that particular object.

File: a term for a single document, this could be in any format or for any program, the

most common files you are likely to interact with will be; text, image, video, audio.


Folder or Directory: This is as simple as it sounds, this is just a container for your files.

Folders can be named as you desire (with certain limitations), can contain any number

of other folders or files and are the building blocks of any computers internal structure

for data management.

Shortcut keys: In computing, a keyboard shortcut or “hotkey” is a special combination

of keys that perform a pre-set action e.g. CTRL-ALT-DELETE (the most famous) for

starting the Task Manager of the computer. Shortcut keys can become very useful as

you become a more confident user - speeding up tasks e.g. CTRL-C is “copy” and CTRL-

V is “paste”.

Start Menu: On Microsoft Windows® PCs this enables you to activate program icons.

The Start Button, located at the bottom left corner of the monitor screen (usually),

presents information via expandable menus.

Quick Launch Toolbar: Used to start frequently used applications with just one click;

located just to the right of the ‘Start’ button.

System Tray Icons: the system tray is located in the Windows taskbar (usually at the

bottom next to the clock) and contains miniature icons for easy access to system

functions such as fax, printer, modem, volume, and more.

The Windows XP Interface The Windows for the photo bellow



UNITY2: PROPER USE OF THE KEYBOARDS Before starting this section, it is necessary to take a close look at your keyboard.

Locate these keys since they will be used in the rest of this manual and are very useful

in many programs:

English

keyboard German keyboard Italian Keyboard Main function

CTRL STRG CTRL

Windows Windows Windows Activate shortcuts in Windows 8

ALT ALT ALT

ALTGR ALTGR ALTGR Produce character on the key’s right

left

F1 to F12 F1 to F12 F1 to F12

DEL ENTF CANC Delete next character

INS EINFG INS Toggle insert/overwrite mode

HOME or POS1 Go to beginning

END ENDE FINE Go to end

PG and PG BILD and

BILD

PAG and

PAG

Go one page up or down

BACKSPACE or

Delete last character

ENTER or INVIO or Enter data

TAB or TAB or Move through the window

SHIFT or Capitalize letters

CAPS LOCK or

Keep SHIFT pressed

ARROWS

Move the cursor

In this book the English name for keys will be indicated. When A+B is indicated, it

means that the user must press key A, then press key B, and then release both keys.

Home Row The home row represents the keys on which your fingers will initially be placed and the

row to which they will always return.

Left Hand Home Keys Right Hand Home Keys

A S D F J K L ;


Finger Chart: Which fingers type which keys?

Typing Spaces To type a space, press the long key at the bottom of your keyboard. It is called your Space Bar. You can use either thumb to press the space bar. The space bar types one character space every time you press it.

Removing Text & Spaces There are two keys that can be used to remove text.

1. Pressing the Backspace key will remove text before the cursor. Backspace deletes

going backwards.


2. Pressing the Delete key will remove text after the cursor. Delete deletes going

forwards.

Skipping Down Lines As you type, you may fill a line with text. Once the line is full, the computer will

automatically wrap your text down to the next line. But if you want to start a new

paragraph or skip a line, press the Enter key on the right hand side of your keyboard.

The cursor will move down a line and what you type will appear in the new line.

If you need to remove a skipped line, click before the skipped space and press the

Delete key or click after the skipped space and press the Backspace key.

Capitalizing Letters There are two methods of typing capital letters while typing.

1. Press and release the Caps Lock key on the left side of your keyboard. Now every letter

you type will be capitalized. To stop using the Caps Lock option, press and release the

Caps Lock key again.

2. Hold down a Shift key on your keyboard with one hand and press a letter key with the

other hand. The letter you typed will be capitalized. Release the Shift key when you

are finished typing what you want capitalized. A Shift key is located on both the left

and the right hand side of the keyboard.

Typing Alternate Symbols Many of the symbol and number keys have an alternate symbol. The alternate symbol

is located above the number or above the default symbol. To type alternate symbols,

hold down a Shift key on your keyboard with one hand and press the symbol key with

the other hand. To stop typing the alternate symbols, release the Shift key.

“Tabbing” The Tab key may be pressed, if you want to skip a larger amount of space, such as when

you are indenting the first line of a paragraph. When filling in forms online or entering

information into spreadsheets and databases, pressing the Tab key frequently advances

you from one field to the next.

SHORTCUT KEYS: THESE CAN SAVE YOU TIME AND EASE WORKFLOW

Press Ctrl & and the associated key at the same time to achieve:


Ctrl + A Select All

Ctrl + B Bold

Ctrl + D Duplicate

Ctrl + F Find

Ctrl + G Go to Page

Ctrl + H Replace

Ctrl + I Italic

Ctrl + J Justify Text

Ctrl + L Left Align Text (move

Ctrl + N Open New document

Ctrl + O Open

Ctrl + P Print

Ctrl + Q Quit (to end a program)

Ctrl + R Right Align Text

Ctrl + S Save

Ctrl + U Underline

Ctrl + V Paste

Ctrl + W Close document

Ctrl + X Cut

Ctrl +Z Undo (Do NOT type the + sign, hold down the Ctrl key with one hand and press

the letter key of the command you want to use with the other hand.)


UNITY3: FILE TYPES Windows identifies a file type by its extension, which is everything after the last dot in

the filename. Usually it is a 3 or 4-character acronym. Using the file extension,

Windows knows the file type and decides which program will open that file

The most important file types are:

File type Typical programs that open it Typical extensions Typical icons

Program itself .exe .com .bat

Compressed WinZip / 7-Zip / IZArc .zip

Text Notepad .txt

Document Word / Acrobat / PowerPoint .docx .doc .rtf .pdf

.ppt

Sheet Excel .xlsx .xls .csv

Image

Explorer / Picture Fax Viewer /

Paint /

Office Picture Manager

.jpg .jpeg .gif .bmp

.png

Video Media Player .avi .mov .mpg .mpeg

Audio Media Player / WinAmp .mp3 .wav

Explorer .html .htm


UNITY4: INTRODUCTION TO MICROSOFTWORD

Class Learning Objectives By the end of class, students should be able to perform the following tasks in Microsoft Word:

1. Creating and Managing Files

• Open Word

• Create a New File

• Save a New File

• Open a Saved File

2. Editing and Rewriting

• Move Around Inside of a Document

• Delete Text

• Insert Text into document

• Copy & Paste Text

• Undo Changes

• Correct Spelling

3. Formatting and Printing

• Select Text

• Format Text

• Print a Document

4. Getting More Help with Word

• Use Word’s Built in Help Feature

About Microsoft Office 2007

Microsoft Office is a collection of different application programs that were

originally designed to be used to perform many of the tasks that are completed

every day in an office setting, but they can also be useful in your personal life as

well.

Microsoft Word is a word processing program that can be used to type

documents, from simple letters to illustrated newsletters.


Microsoft Excel is a spreadsheet program that can be used to track of lists,

numbers and statistics, such as might be used in accounting.

Microsoft Access is a database program that can be used to track of diverse but

related information, such as customer orders, customer billing information,

customer shipping information, and product inventories.

Microsoft PowerPoint is presentation software that can be used for making fully

animated computer presentations.

Microsoft Publisher is publication design software that can be used for creating

greeting cards, business cards, calendars and more.

About Word Processing

A word processor is a type of computer program that is used to create a variety of documents, from simple letters to fully illustrated newsletters and fliers. Word Processing applications display text on a computer screen and allow users to easily add, remove, and change the style, size, and placement of text in a document without having to retype the entire document as they would with a typewriter. Microsoft Word is one of the most popular word-processing software applications in use today.

Microsoft Word Basics

Opening Microsoft Word

To open Word, do either one of the following:

• Double click on the icon for Microsoft Word on the desktop. A blank

document will appear on the screen.

• Or, click once on the Start button on the bottom left corner of the screen. Click on

Programs. Move the cursor to the new menu on the right and then click on

Microsoft Office 2007. Move the cursor to the next menu that opens and click

Microsoft Office Word 2007. A blank document will appear on the screen.


The Microsoft Office Ribbon

Microsoft Office 2007 uses a visual tool called the ribbon to display all of the

commands that are used to edit a document. The ribbon uses two different visual

elements: tabs and command groups.

1. Each tab contains a set of groups that share a theme in common. The Home tab,

for example, contains all of the commands that are used most often by most

people.

2. Within each tab are groups of command icons that share a common design

element. The Font group, for instance, contains all of the commands that change

the way that text looks while the Paragraph group contains commands that

change the way a paragraph is displayed in Word.

3. Finally, within each group are visual representations of the commands

themselves.

Moving Around Within a Microsoft Word Document

To move around in a Word document, do any of the following:

• Use the scroll bars to the right of the document window.

• Use the wheel between the left and right mouse buttons.

• Use the Page Up and Page Down keys to scroll up or down quickly.

• Use the arrow keys and click with the mouse to move the cursor.

• Hold down the CTRL key and press the HOME or END keys to go to the beginning

or the end of a document.


To Select Text,do any of the following:

• Click at the beginning of the text to be selected. While holding the left mouse

button down, drag the mouse over all the text to be selected, then release the

mouse button.

• Double-click on a word to highlight the word and triple-click inside a paragraph to

highlight the whole paragraph.

To Select All of theText in a Document

1. Click the Edit menu at the top of the screen.

2. Move the cursor down to highlight Select All and click on this.

To Delete Text do any of the following

• Select the desired text and press the Delete key or the Backspace key on the

keyboard.

• Click in the document after the text to be removed and press the Backspace key

on the keyboard. Backspace until all the desired text has been removed.

• Click in the document before the text to be removed and press the Delete key on

the keyboard until all the desired text has been removed.

To Replace Text

• Select the text to be replaced and type the new text.

To Insert Text

• Click once at the beginning of the area where you want your new text is to

appear.

• Type the text you would like to insert there.

To Copy & PasteText

1. Select the text to be copied.

2. -Click the Copy command in the Clipboard Group under the Home tab located in

the top left corner of the ribbon.

-Or you can hold down the CTRL key and press the C key on the keyboard to copy

the text.

3. Click once at the beginning of the area where the text is to be inserted.

4. -Click the Paste command in the Clipboard Group in the top left corner of the

ribbon.


-Or you can hold down the CTRL key and press the V key on the keyboard to paste

the text.

Formatting Text

To add character emphasis, change font sizes and styles, and change the

alignment of text in a word document, the easiest thing to do is select the text

you want to adjust and use the buttons in the various groups located on the

Home tab.

Formatting existing text

Formatting text in Microsoft Word 2007 is easy.

Simply:

1. Select the text to be formatted

2. Select the formatting options you want to apply on the ribbon.

Formatting as you Type

You can also type text with a specific format style. To do this:

1. Select the formatting options you want to apply.

2. Begin typing.

3. Make formatting option adjustments as needed.

Adding Character Emphasis

To Add Character Emphasis as you Type

1. Click on an emphasis button in the Font group at the top of the screen to apply an

emphasis to text. The button will highlighted in orange when it is activated.

• B indicates Boldface type.


• I indicates Italicized type.

• U indicates Underlined type – use this feature sparingly because it can be

mistaken for an internet link in an online document.

2. Click on the same emphasized button again to turn off emphasis.

To Remove the Emphasis from Text

1. Select the text.

2. Click any of the pressed emphasis buttons to turn them off.

Changing Typeface and Font Size

To Change the Typeface as you Type

1. Click on the dropdown arrow to the right of the font name in the Font group.

2. Click on a new typeface from the list of selections.

3. Type the text you want in the current typeface.

4. You can change back to the original typeface or to a new typeface by following

steps 1-3.

To Change the Font Size as you Type

You can also change the size of the text that you type. To do so:

1. Click on the down arrow of the Font Size box in the Font group.

2. Click on the new font size from the drop-down list of selections.

3. Type the desired text in the new font size.

4. Change back to the original or a different font size if you like by following steps 1-

3 above.

Dro p down arrows

Font Size Font Name


Remember, all of the formatting changes we have covered in this

segment of the class can be made to text that is already typed by

selecting it and following steps 1 and 2 of the appropriate section.

Changing Paragraph Alignment

To Change Paragraph Alignment

To change whether the text is lined up on the left or right side, or centered on the

page:

1. Select the desired text.

2. Click the alignment button that matches how you want your text to look.

Undoing/Redoing Changes

Undo/Redo Actions

To Undo Your Most Recent Action

1.Click the Undo button on the Standard Toolbar.

To Cancel Your Most Recent Undo

Align

Left

Center

Text

Align

Ri g ht

Justified ( aligned on both sides)


Checking Spelling and Grammar

To Correct Spelling and Grammar Errors as You Type

• Word displays a redsquiggly line under each spelling error and a green squiggly

line for each grammatical error that it finds in your document. These squigglies

will not show up when you print your document, so don’t panic.

• For each error, right-click on the word that is misspelled or on the grammatical

error. Word displays a helpful list of suggested changes in bold print at the top.

• Left-click a suggestion to change your word to the suggested word.

• Click “Ignore” if you choose not to accept any of the suggestions. Word is usually,

but not always, correct when it locates mistakes. Remember, it’s just a program,

and can’t think or reason on its own.

Misspelled

Word

Correction

Submenu

Incorrect

Grammar

1. Click on the Redo button on the Standard Toolbar.

Und Redo


To Check the Spelling of a Finished Document

1. Click at the beginning of your document, so the spell check will begin there.

2. Click on the Review tab.

3. Click on Spelling and Grammar in the Proofing group. The Spelling and Grammar

box will pop up and Word will display each spelling error, one at a time, in the top

of the box. Below this, it will list one or more suggested corrections. You can now:

• Replace the highlighted word with a suggestion by clicking on the suggestion and

clicking Change on the right side of the window.

• Leave a word the way you’ve spelled it by clicking Ignore. Clicking Ignore all will

tell Word to accept all instances of the highlighted word as you have spelled it.

• Manually make changes by editing the sentence in the top box and click on

Change.

4. Click Ok when Word prompts that the spelling and grammar check is complete.

Though its spellchecking function works pretty well, Word is not always

correct when it locates mistakes. Remember, it’s just a program, and

can’t think or

reason on its own. Always make sure that you proofread your work for spelling

and grammar errors when you finish.

Saving Your Work

Ignore

Identified

Problem

Ignore All

Change

Suggested

Changes


To Save Your Work for the First Time /or under a New

1. To save your new document, click the Microsoft Office Button .

2. Then click Save. A box will pop up that allows you to name your document and

choose where it is saved on your computer. Click the Save button in this box to

save your document.

Saving your Work after the First Time

• Click on the disk icon in the Quick Access Toolbar in the upper-left corner of

the window.

• OR, hold down the CTRL key and press the S key on your keyboard to save.

Save frequently and if possible to multiple places so that you don’t lose

all of your work in the case of a power outage or computer failure.


Opening a Saved Document

To open a Word document that is saved on your computer, open Microsoft Word

and then follow the steps below:

1. Click the Microsoft Office Button .

2. In the menu, click Open to open an existing workbook.

3. Finally, find the Microsoft Word file on your computer that you would like to

open and click it.

Printing 1. Click the Microsoft Office Button .

2. Click on Print.

3. Select the number of copies desired under Copies.

4. Select the desired pages to print under Page Range.

5. Click OK in the bottom right corner of the print window.

1

2


Using Word Help

Accessing Microsoft Word’s Help Feature

If you have a question about Word that you need answered right away, you might

want to consult Microsoft Word 2007’s built in help feature. You can access this

feature in Word by pressing the F1 key on your computer keyboard. From there

you can click on a help topic or search for one using Word’s help search box

located near the top of the Word Help window.

Help Topics

Help Search

Box

Page Range

Number of

Copies

OK


For Further Reading and Learning

Now that you have completed Introduction to Microsoft Word, the next

recommended class in the core computer class series is Intermediate Microsoft

Word 2007. In Intermediate Microsoft Word, you will learn how to insert clip art,

create numbered and bulleted lists, set margins and more. You may also want to

explore the introductory classes that we offer for Microsoft’s other productivity

applications like Excel and PowerPoint.

To find a book on Microsoft Word, search the library’s online catalog using

“Microsoft Word” as a subject.

UNITY5: INTRODUCTION TO MICROSOFT EXCEL Class learning objectives

1. What is Excel?

• Spreadsheet uses & samples

• Touring the Excel window

• Learning important definitions

• Navigating around the workbook

2. The Basics

• Entering & editing data in cells

• Inserting cells, rows, & columns

• Formatting cells

• Renaming, adding, & reorganizing worksheets

3. Formulas

• Using mathematical operators

• Using four sum methods

• Auto Calculate

4. Customizing Your Spreadsheet

• Gridlines

5. Finishing Up

• Using Excel’s help


• More learning resources

What is Excel?

Excel is a spreadsheet program that can be used to organize, manipulate and analyze

data. Excel is often used in the workplace to track statistics, create sales reports,

financial modeling, scientific engineering, and making charts and graphics. However, it

can also be useful at home to create budgets or even make a list of family members’

birthdays. Excel is a versatile and powerful program with a lot to offer.


The Excel Window

When you first open up Excel you will see a blank sheet that looks a lot like a grid. If

you have ever used other Microsoft programs such as Microsoft Word, you will

recognize several parts already such as the Title Bar. Other parts might be unfamiliar,

so let’s look at the parts of an Excel window.

Ribbon Tab

Office 2007 Ribbon

Formula Bar

Name Box

Column Names

Row Names

Active Cell Cells

Worksheet Tabs


The Microsoft Office 2007 Ribbon Microsoft Office 2007 uses a visual tool called the ribbon to display all of the

commands that are used to edit a document. The ribbon uses two different visual

elements: tabs and command groups.

1. Each tab contains a set of groups that share a theme in common. The Home tab, for

example, contains all of the commands that are used most often by most people.

2. Within each tab are groups of command icons that share a common design element.

The Font group, for instance, contains all of the commands that change the way that

text looks while the Number group contains commands that change the way numbers

are displayed within a cell.

3. Finally, within each group are visual representations of the commands themselves.

Cells –The gray boxes that make up the Excel grid are called cells. Cells are arranged in

rows and columns. They are used to store data. Data can be numbers, text and

formulas, such as mathematical calculations.

Active Cell – The active cell is the cell you are currently working with. There is always an

active cell on your worksheet. You can identify the active cell on your worksheet

because it has a thicker border than the other cells and its name is listed in the cell

name box. To change which cell is the active cell, simply click on it or move to it using

the arrow keys on your keyboard.

Name Box –The cell name box, located below the clipboard group in the ribbon

identifies the name of the active cell. Cells are named by giving the column letter and


then the row number. For example, B3 means the active cell is located in column B and

is in the third row.

Formula Bar –The formula bar displays the contents of the active cell. This could be a

formula, data or just text.

Workbook – An Excel file is called a workbook. It is helpful to think of a workbook as

being like a notebook containing many sheets.

Worksheets –The individual pages in the workbook are called worksheets. They are

often referred to as simply “sheets.” In addition to data, worksheets can also contain

graphical objects, such as charts, arrows and pictures. Each worksheet consists of a

tabular grid of cells. There are more than 65,000 rows of cells, starting with number 1

along the left margin of the worksheet. There are 256 columns along the top margin of

the worksheet. These columns are labeled alphabetically, using a single-digit and then

double-digit alphabetization scheme.

Worksheet Tabs –There is a tab in the bottom left corner of the Excel window for each

sheet in your workbook. Clicking on a sheet’s tab will take you to that sheet.

Navigating Around the Workbook

Excel has scroll bars to help you view all areas of a sheet quickly. You can click in a cell

using your mouse to select a specific cell. Using the scroll bars and the mouse you can

quickly select any cell in the worksheet. However, some users find it easier to move

around in Excel using the keyboard instead of the mouse. The table below explains

some keystrokes you can use to navigate around worksheets.

This Keystroke Moves

TAB key Move to the right to the next cell in the row.

ENTER key Move to the cell in the column below.

Shift+TAB Move to preceding cell.

Arrow keys (→←↑↓) Move right, left, up, and down (one cell at a time).

CTRL+arrow keys Move to the edge of the current data region (region the cell

is currently in).

Home Move to the beginning of row.

CTRL+Home Move to Cell A1.


Entering and Editing Data

Entering Data into a cell To enter data into a cell, simply do the following:

1. Select the cell by clicking on it. The cursor will not blink (as it does in Microsoft Word),

but instead the cell will be outlined in a thick black line and it will be listed in the cell

name field below the ribbon. These two things tell you that the cell is active and ready

to accept a formula or text.

2. Type numbers, text, or a combination of both into the cell.

3. Press the Enter key OR click on the green check mark to the left of the Formula bar.

Pressing Enter will enter the information into that cell and move you down to the next

cell. Pressing the green check mark will enter your data but keep the same cell active.

Create the spreadsheet below to practice entering data into a spreadsheet.

Editing a cell:

If you discover that you made a mistake when entering data into a cell, you can correct

them within the formula bar or the cell itself.

• Formula Bar: Select the cell, then click in the formula bar. Make the needed correction.

Then press Enter or click on the green check mark in the Formula bar.

• In the Cell:

Either:

oSelect the cell and begin typing. What you type will erase the current information in the

cell.

-OR- oDouble click on the cell. A cursor will appear in the cell. Move the

cursor to where you need to make your changes. Make the changes. Then press

Enter.


Canceling/Undoing Changes

Cancelling actions

•If you haven't yet pressed Enter while entering or editing information in a cell, press the

Esc key or click on the “X” button on the formula bar.

Undo/Redo Actions

To Undo Your Most Recent Action

• Click the Undo button on the Standard Toolbar.

To Cancel Your Most Recent Undo

• Click on the Redo button on the Standard Toolbar.

Clearing a Cell

Clearing a cell removes any data that is entered into the cell. The quickest way to clear

a cell is to select one or more cells, then press the Delete key or the Backspace key.

This clears the contents, but leaves formatting and other cell contents intact.

To delete the cell entirely, click Edit on the main menu and select Delete. It will then

ask you which way you would like to shift the other cells.

Inserting Cells, Rows and Columns.

Inserting a Cell 1. Click on the cell where you would like to insert a new cell.

2. On the Home tab, click on Insert in the Cells group and then click InsertCells from the

list of choices.

3. Click on the circle that indicates which direction you would like to shift the existing

cells.

Inserting a Row 1. Click on the row where you would like to insert a new row.

2. On the Home tab, click on Insert in the Cells group and then click InsertRows from the

list of choices.


3. A new row will be inserted above the row containing the current active cell.

Inserting a Column 1. Click on the column where you would like to insert a new column.

2. Click on On the Home tab, click on Insert in the Cells group and then click

InsertColumns from the list of choices.

3. A new column will be inserted to the left of the column containing the current active

cell.

Formatting Cells

Selecting Cells

Before making any formatting adjustments you must first select the cell(s) you want to

change selected cells will have a dark border surrounding them.

To select:

• a single cell, click on it. Nonadjacent cells can be selected by holding down the.

• a range of cells, click on a corner cell in the desired range, hold down your mouse

button and drag your mouse pointer over the desired range of cells. Multiple ranges

can be selected by holding down the CTRL key on your keyboard and selecting

additional cell ranges.

• all of the cells in a column, click on the column heading.

• all of the cells in a row, click on the row heading.

• all of the cells in a worksheet, press Ctrl + A on your keyboard OR click the square in the

upper left corner of the worksheet to the left of column A’s heading.

NOTE: Even when a range of cells is selected, one cell is still the active cell (the one in

your selected area that did not turn blue).

Using Office 2007’s Formatting Tools

You can format the appearance of a cell, or range of cells, by selecting the cells you

want to format and then make adjustments to them using the tools on the Office 2007

Ribbon.


Formatting Numbers

The default numbering format for numbers entered is the General format. In General

format, the numbers appear exactly as you typed them into the cells. Sometimes it is

useful to adjust the appearance of numbers to reflect the type of data that you are

working with. Examples of other formats that you can use include: Dates, Currency

formats, Accounting formats, Percentages, Scientific

Numbers or Rounded Numbers. You can also set how negative values appear in most of

these formats.

To change the number format,

1. Select the cells with the numbering styles to be changed.

2. In the Number group on the Home tab, click on the downward pointing arrow to the

right of General and select the desired format from the list.

3. Click on OK.

Renaming, Adding, Reorganizing Worksheets

When you first open a new Excel Workbook, it gives you three sheets to work with and

they are just called sheet 1, sheet 2, and sheet 3.

Renaming Worksheets It is a good idea to rename the sheets to reflect what kind of information can be found

on that sheet.

To rename the sheet do one of the following:

• Double click on the Sheet1 tab.

Font Size

Vertical and Horizontal Text Alignment

Emphasis Buttons – B old, I talic, U nderlined Cell Fill

Color Font Colo r

Typeface

Predefined Cell Formatting Styles

Row and Column Height and Width

Number Formatting


-OR

• Right click on the sheet tab and select rename.

Any of these actions will cause the name in the sheet tab to be highlighted. Once it is

highlighted, you simply type in the new name and hit the Enter key.

Adding Worksheets

If you need more than three sheets you can easily add more.

• Click on Insert in the Cells group and click insert sheet. -OR

• Click the New Sheet button to the right of the rightmost

worksheet tab.

A new sheet will be added to your list of sheets.

Reorganizing Worksheets

If you need to reorganized your worksheets:

1. Click and hold down on the sheet tab of the sheet you wish to move and

drag it to where you want it.

2. Release your mouse button to drop the sheet in the order that you like.

Formulas

Formulas allow you to manipulate and analyze the information you have entered into

your Workbook. A formula is a calculation that can be entered into any cell and

consists of a series of numbers (or cell references) and mathematical operators.

• Begin EVERY formula with an equal sign (=).

• After entering a formula, press ENTER to display the total.

Using Mathematical Operators

The math operators you can use in constructing a formula include the following:

+ for addition - for subtraction


* for multiplication / for division

For example, you could enter =4+6 into a cell

to have it display the result 10.

Using Four Sum Methods

Let us explore four methods of adding in Excel and the advantages and disadvantages

of each.

Sum Method 1, a simple formula:

1. Click on cell B6.

2. Enter the simple formula =200+75+100+700 into B6.

3. Press Enter.

Sum Method 2, cell references:

1. Click on cell C6.

2. Enter the formula =C2+C3+C4+C5 into cell C6. (C2, C3, etc are known as cell references)

3. Press Enter.

Once you have entered the formulas and found the totals, try entering a different

number in both column B and C for Food. What happened to the totals in cell B6 and

C6?


The total for column B stayed the same. The total for column C adjusted to the

updated information. The formula for column B was inflexible because it used actual

numbers. The formula for column C was more flexible because it referenced the

position of the information being added.

Sum Method 3, a series:

If you wanted to add many cells of information together, you probably do not want to

type in the cell reference for each cell such as in Method 2. Excel has several shorthand

formulas for common calculations, one of which is the sum formula below:

=SUM(beginning cell reference:ending cell reference)

1. Click on cell D6.

2. Enter the formula =SUM(D2:D5)

3. Press Enter.

The colon: between the two cell references indicates a series of values and tells Excel to

include all of the cells within that range of values.

Sum Method 4, the AutoSum feature:

Excel also has a convenient AutoSum button that automatically generates a sum

formula.

1. Start by selecting a cell below the column of numbers or to the right of the row of

numbers that you would like to add together.

2. Then click on the AutoSum button on the standard toolbar.

3. Finally press the Enter key. AutoSum will total up the row or column for you.

TheAutoSum looks above the active cell for two or more numbers to add together. If

there are no numbers above, it looks for two or more numbers to the left of the active

cell to add together. If there is a break in the numbers above or below, the AutoSum

will not include information past one empty cell in the summation.

Click on E6 and then the AutoSum button to AutoSum column E.

AutoCalculate


Excel also makes it possible to see the results of several common mathematical

formulas without having to type in the formula. Whenever you select a range of

numbers (or individual cells by holding down your Ctrl key), Excel automatically

performs a calculation on those numbers. The result can be found at the bottom of

your spreadsheet.

If the calculation shown is not the one you want, simply right-click on the calculation

result and click to select the kind of calculation you are interested in from the menu

that appears.

Customizing Your Spreadsheet

Gridlines – If you go to Print Preview by clicking on the Microsoft Office Button

and then Print and finally Print Preview, you will notice that the gridlines do not print

out on your spreadsheet. However, if you want the gridlines to print out, you can turn

this feature on. Go to the Page Layout tab and in the Sheet Options group check the

print box under the gridlines heading. Now look at your Print Preview, and you will see

the gridlines will have appeared.

Adding gridlines to areas with colored backgrounds involves a separate step. Highlight

the area that needs gridlines. Click the dropdown arrow to the right of the borders icon

in the Font group on the

Home tab and choose the

all borders option.

Click the

dropdown arrow to show gridlines

Selected Cells

Calculation type and result


Finishing Up

Printing Your Spreadsheet To print

your spreadsheet:

1. Click on the Microsoft Office Button.

2. Hover your cursor over Print.

3. Click the printing option that you want to use.

Fitting Your Spreadsheet to the Page

1. Click on the Microsoft Office Button.

2. Hover your cursor over Print.

3. Click Print Preview.

4. Click Page Setup in the Print group of the Print Preview tab.

5. Click the circle next to fit to: and type 1 in the page width box.

6. Your spreadsheet will now resize itself to the width of a single sheet of paper.

Using Excel Help

Accessing Microsoft Excel’s Help Feature

If you have a question about Word that you need answered right away, you might want

to consult Microsoft Excel 2007’s built in help feature. You can access this feature in

Excel by pressing the F1 key on your computer keyboard. From there you can click on a

help topic or search for one using Excel’s help search box located near the top of the

Excel Help window.



Now that you have completed Our Microsoft Excel class, you can continue rounding out

your knowledge of the Office productivity software by taking our classes on Microsoft

PowerPoint or Microsoft Publisher.

To find a book on Microsoft Excel, search the library’s catalog using “Microsoft Excel” as

a subject term. The library has many more book and video resources that will teach you

even more advanced Excel techniques.

Help Topics

Help Search

Box


UNITY6: MICROSOFT POWERPOINT 2007 MS POWERPOINT 2007 NEW INTERFACE

When you open PowerPoint 2007, you will notice that it looks quite different from

PowerPoint 2000 and PowerPoint 2003. The same tools are all there, but they are

arranged very differently and new features have been added.

If you are already familiar with PowerPoint 2000 or 2003, it may take you a while to

adjust to this new arrangement of tools. This tutorial uses PowerPoint 2007 and you

can use it as a quick reference guide for most of the common tools.

MS OFFICE BUTTON contains the

main File Functions: New,

Open, Save, Save as, Print, Print

Preview, etc.

QUICK ACCESS TOOLBAR contains shortcuts to Save, Undo, and Repeat

RIBBON TABS - Each Ribbon Tab displays a Ribbon that provides a set of Tool Groups.

The Ribbon Tab and the Tool Groups correspond to

the Menu and Toolbar in previous versions of Excel.

• Tool Groups - Each Tool Group's name is shown at the

bottom of the Group oExample - Home Tab

Arrangement of Tools in PowerPoint 2007


o Both the Clipboard and FontTool Groups display their names at the bottom of their

Group (see image at right)

• To Change Tool Groups click on the appropriate Ribbon Tab in the RibbonoExamples

Home Tab -Tool Groups for ClipBoard, Font, Alignment, and Cell Formatting

Insert Tab - Tool Groups for inserting Images, Charts, and Text Boxes

• Dialog Box Launch Arrowo Some Tool Groups have a small arrow in the bottom

right-hand corner

o Clicking on this arrow will open a Dialog Box which offers more options and settings

related to that Tool Group

In PowerPoint 2007, you will find that tools with similar uses are organized so that they

are usually found within the same Tool Group or at least within one Ribbon. If you do

not find a tool in the Ribbon you think it should be in, try exploring the other Ribbon

Tabs.

Getting Started

Create a new presentation

MS Office Button >> New

A new Presentation window opens up

• The MS Office Button is located in the top left corner of the Word 2007 Window

To start a new file from scratch:

• Choose “Blank Document” and press “Create”.

There are templates available on the left panel for creating a presentation of a specific

type (i.e. photo album or calendar).

Open an existing

presentation

MS Office Button>>Open

• Find your presentation in the “Open” window.

• PowerPoint 2007 will open files created with older versions of PowerPoint (.ppt) as

well as PowerPoint 2007 files (.pptx)

Open a file from a

different version or

format

PowerPoint 2007 will automatically convert a document from a compatible version of PowerPoint

• Your document will open in Compatibility Mode

• This will prevent you from using certain tools in Office 2007 which are not compatible

with Office 2000 or 2003

• When you finish editing a document, be VERY CAREFUL to save any converted

documents in their original format

• Please read the Important Notes below regarding saving in Office 2007.

IMPORTANT NOTES: Sav ing Documents in PowerPoint 2007

Dialog Box

Launch Arrow


1. In the Computing

Facilities , files on the Desktop are NOT SAVED when you log off.

ALWAYS use MS

Offi

ce Button>>Save As... to save your file to a storage device or server

You can also save a

fil

e to the Desktop and then email it to yourself with the file as an attachment

2. If you are NOT

running Off ice 2007 at home and you save a document as PowerPoint 2007 (*.pptx),

YOU WILL NOT BE ABL E TO OPEN IT AT HOME! (see step 3 below)

3. If you have Office

2000 or 2003 or you use a Mac at home or in the Computing Facilities

You will have to save y our document as an older version

Go to MS Office Butto n >>Save As...

o At the bottom, t here is a bar that asks you to “Save as Type:”

oChoose Power Point 97-2003 Document (*.ppt)

DO NOT CHOOSE “P owerPoint Document (*.pptx)”

4. If you are using a PC at

ho me running Office 2000 or 2003

You can download

the

MS Office 2007 to Office 2003 Compatibility Pack from Microsoft's website

o http://www.micr osoft.com/downloads/

o Under New Do wnloads, choose "Microsoft Office Compatibility Pack for Word..."

Even with the

Compati

bility Pack, you might lose data / formatting when you save as an older version

There is no Compatibili ty Pack available for Mac yet.

Save the current

document

MS Office Button >> Save

Please read the Important Notes above regarding saving in Office

2007

Save a document under a

different name, version,

or format

MS Office Button >> Save As...

In the bars at the bottom of the Save As... Dialog Box:

o Give your document a new name in “File Name:” o Select the

version and format from “Save as type:”


Add a new slide

Home Tab>>Slides Group>>New Slide

• Click on the New Slide Tool. It adds a new slide in the default layout "Title and

Content.”

• Click on the arrow at the bottom corner of the New Slide Tool. You can select the layout for the new slide from the .

• Click the Layout button. You can select and change the slide layout.

• Click the Delete button to delete the current slides.

Vie wing Slides in PowerPoint 2007 Workspace

View Tab

Layout of frames in

“Normal View”

When you first open a new presentation in PowerPoint the main window is in Normal View and should show three frames:

• The larger frame on the right shows the Current Slide.

• The left frame has two tabs: oSlides tab - displays the slides as thumbnails

oOutline tab - displays a written outline for each slide of your presentation.

• The bottom frame is for Notes to remind you of points for each slide.

The View tab

Different views allow you

to manage different

aspects of your

presentation.

View Tab>>Presentation Views Group

Normal View - Splits the window into Slide Frame, Notes, and the left frame where you can choose either Slides Thumbnails or Outline. This allows you to focus on a slide and see everything about the slide at once. Slide Sorter - Gives thumbnails of all the slides in the presentation. This lets you see the big picture. Allows you to sort, move, add and delete slides easily. Useful near the end of a project

Notes Page - Displays a page layout of the notes and the slide. Allows you to rearrange the notes and compare them to the content of your slide. Slide Show - Plays the presentation from the beginning with animation.

Turn on/off visual guides View Tab >>Show/Hide Group>>Ruler

View Tab >>Show/Hide Group>>Gridlines

Gridlines and rulers are used to measure and line up objects on a slide.


We will return to the View Tab later in this tutorial to explain the uses of the Slide

Master View.

Inserting and Formatting Text and Objects

Insert Tab

Add text with Text Boxes

NOTE

In PowerPoint ALL TEXT is

contained in Text Boxes!

Home Tab >>Drawing >>Text Box OR Insert Tab >> Text >>

Text Box

• Click on the Text Box button - Choose Horizontal TextBox

• In the slide, click-and-drag the mouse to draw a TextBox

• Drag circle corner points or square side points of the text box to

change its size.

• Click within the TextBox to type text.

Move a Text Box

NOTE: You can move or

rotate any object in

PowerPoint using the

methods described here.

• Select a Text Box by clicking on it

• Bring the cursor over the Border of the Text Box

• The cursor will change to the move icon (2

crossed arrows).

• Click-and-drag with the mouse to move the text box.

• You can also Nudge a Text Box by Selecting it and hitting the arow keys

on the keyboard. This method offers greater precision in placing an

object.

• Rotate the Text Box:

o Select the Text Box. Notice the green circle directly above the box.

o Bring the cursor over the green circle. It will change to a rotate

icono Click-and-drag to rotate the Text Box.


Format a Text Box Drawing Tools Tab - Format>>Shape Styles

• Select the Text Box. The Drawing ToolsTab appears.

• Click on the Format Tab. Format the selected Text Box in Shape Styles:

o Shape Fill - Changes the fill color

o Shape Outline - Changes the color, width, line style of

outline oShape Effects - Applies visual effects (shadow, bevel, etc.)

Format text in a Text Box Home Tab>>Font Group

• Select and highlight the text in the Text Box.

• Click on the Home Tab

• In the Font Group and Paragraph Group, you can format the Font, Size,

colour, and style of the selected text.

Add WordArt - fancy text InsertTab>>Text>>WordArt

Click on the WordArt button >> Select the style you

like A WordArt Text Box appears in the slide.Type in.

Format WordArt Drawing Tools Tab - Format>>WordArt Styles Select the WordArt in the slide.

• The Drawing ToolsTab will appear at the right end of the

Ribbon Tabs

• Click on the Format Tab.

• Format the selected WordArt in WordArt Styles Group.

Add shapes InsertTab >>Illustration >> Shapes

• Click on the Shape button to see the list of available shapes.

• Select the shape.

• Click on anywhere in the slide to insert the selected shape.

Format shapes

NOTE: You can format a

Shape as you format a

Text

Box using Drawing ToolsTab. See "Format a Text Box" on the previous

Drawing Tools Tab - Format>>Shape Styles

• Select the Shape. The Drawing ToolsTab appears

• Click on Format tab. Format the selected shape in Shape Styles:oShape

Fill - Changes the fill color

oShape Outline - Changes the color, width, line style of outline

oShape Effects - Applies visual effects (shadow, bevel, etc.) to the

shapes


page.

Lay one shape

over/under another

Drawing Tools Tab - Format>>Arrange Select the shape.

• The Drawing ToolsTab will appear

• Click on Format tab. Arrange the order in the

ArrangeGroup:oBring to front oSend to back

Group, Align and Rotate

shapes

• While holding the shift key, click on the objects you wish to group. Drawing Tools tab appears.

• Click on Format tab.

• To group the objects: Click on Group button in Arrange Group

• To align the objects: Click on Align button in Arrange Group

• To rotate the objects: Click on Rotate button in Arrange Group

Shapes in a group my still be moved and edited individually, and will

continue to correspond to their group after being changed.

Add an image from a file Insert Tab >>Illustrations>>Picture

Find the picture file you want to insert in the browser window.

Add an image from Clip

Art

InsertTab>>Illustrations>>Clip Art

• Search for ClipArt and other media in the right-hand search panel.

• Check in "Everywhere" box under "Search in" for more extensive results


Format an

Image and

Clip Art

Formatting process is basically the same as formatting a Text Box, WordArt, or a Shape.

• Select an object (Image or Clip Art). The Picture Tool Tab appears.

• Format objects using Adjust Group, Picture Styles Group and Arrange Group.

• Move objects: See the instructions fpr "Move a Text Box" above.

Formatting Slide Design

Design Tab

Change the

Background

Design Tabs >>Background >>Background Styles Click on the Format Background button at the bottom.

The Format Background dialog box will appear.

o You can set the color, solid or gradient, transparency or choose picture/texture fill

o Click the Close button to apply changes only to the current slide o Click on Apply to All

to apply changes to all the slides

Change the

Theme

Design Tabs >>Themes

• Move the cursor over the theme buttons to Preview different themes on your current slide.

• To choose a theme - Click on any theme button o The theme will then be applied to all the

slides in your presentation

• Colors -- Changes the color scheme of the current theme

• Fonts -- Changes the font of the current theme

• Effects -- Changes the effects of the current theme


Form

The Sli

Altering

anything

on the

atting Presentation Using the Slide Master de Master acts as a template for your

entire presentation.

Slide Master will change the formatting of all the slides in your presentation.

View Tab

Open the

Slide

Master

View Tab>>Presentation Views>>Slide Master

The Slide Master Tab appears on the left-hand side of Home Tab

Edit the

Slide

Master

• Clicking on the Slide Master Tab provides a set of Slide Master

Formatting Groups:oEdit Master oMaster Layout

o Edit Theme

o Background - set the background for all the slidesoPage

Setup oClose -- Click on Close button to go back to Normal View.

• Choose the top Slide Master Slide in the left panel

• You can edit the Background, Bullet styles, Slide Titles, and Title animations here.

Objects and Animation

Animation Tab


Create

custom

animation

effects for

objects

Animation Tab >>Animations >>Custom

Animation

• When you choose the Custom Animation Tool, the Custom Animation panel appears on the right-hand side of the current slide.

• Select the object to which you want to apply animation

• Click the Add Effect button and choose an animation style.

o Frequently-used effects are found in

"Entrance" styles in the menu

• Click the Play button to preview the animation.

Modify

Animation

effects

and order

of

animated

objects

• Customize animation effects under Modify in Custom Animation panel.

o Start - how to start the animationoDirection - direction of animation

o Speed - speed of animation

• Change the order in which the animated objects play:

o Select the object in the list under Modify

o Hold the mouse on that item in the list and drag it up or down to change the order of

objects

Create a Slide Transition Slide transitions are animation effects that appear between slides. While they look fancy, these transitions can be distracting if overused. It is often good to keep this kind of animation to a minimum.

Animation Tabs >>Animations >>Transition to This Slide

• Mover the cursor over the transition buttons to preview the effects.

• Click on the Transition effect button to apply the slide transition

effect.

• Click on Transition Sound button to apply sound effect for transition.

• Click on Transition Speed button to adjust the speed.

• Click on Apply to All to apply the same transition effect to all the

slides.

Finishing Steps


Change the order of the

slides

• ViewTab>>Presentation Views>>Slide Sortero This view is used

to change the order, if you have a lot of slides.

• Or, select Slides tab in the left frame in the Normal View. You

can see thumbnails of the slides in your presentation. o Click on

a slide thumbnail and drag up and down to change the order.

Make notes Write your notes in the bottom frame in Normal view.

To Print your notes:

• Office Button>>Print >>Print What:

• Select "Note Pages"

NOTE: Notes are not visible during the slide show.

Present the Slide Show Manual Presentation:

View Tab>> Presentation Views>>Slide Show

To move to the next slide in your presentation do one of the

following:

• Click the left mouse button

• Hit the spacebar

• Use the arrow keys on the keyboard. Up and left go back, right and down go forward.

• Click on the Esc key on keyboard to go back to Normal view.

Automatic Presentation:

Animations Tab>>Transition to this Slide>>Advance Slide

• Click on the check box for "Automatically After."

• Set the time to automatically change to the next slide after a certain

duration of time.

• This feature is useful if you are under a time constraint or if you

want to present in a more movie-like style.

Save a presentation MS Office Button>>Save As…

In the lab, use Save As… to save your file to:

• USB drive

• UVicTemp (I:\ in My Computer)

• You can also save the file to the desktop and attach it to an e-mail.

Please read the Important Notes on page 3 regarding saving in Office 2007

Be sure to remember that any files saved to the desktop will be

automatically deleted after you log off!


UNITY7: INTRODUCTION TO MICROSOFT PUBLISHER Class learning objectives

By the end of class students should be able to perform the following tasks:

1. Publisher Basics

• Useful Definitions

• Open Publisher •Create New Publications

2. Projects:

• Create a Calendar

3. Save Your Publication

4. Print Your Publication

5. Create Other Publications (if time allows)

• Create a Business Card

• Create a Greeting Card 6.Use Publisher’s Help

7. Further Reading and Learning

Microsoft Publisher 2007 is a desktop publishing program that can be used to create a

variety of publications. Using Publisher, you can easily create business cards, greeting

cards, calendars, newsletters and much, much more.

Unlike the other programs in Microsoft Office 2007, Microsoft Publisher 2007 uses the

Microsoft Office Toolbar and a Menu system in place of the Microsoft Office Ribbon.

Some Useful Definitions:

Frame– Most publications are divided into several different areas called frames.

A frame can contain a variety of objects such as graphics, tables, or text boxes.

Frames can be resized, moved and manipulated to suit your needs.

Handles – When you click on a frame, small circles appear around the edge of

the frame. These are called handles. You can click and drag on the handles to

resize your frame.


Template ‐ A Template is a tool used in Publisher to help you easily create basic

publications. The template has a set of pre‐chosen design styles that you can

use as it is or customize as you see fit.

Opening Publisher

To Open Publisher either:

Double click on the Microsoft Publisher Icon on your desktop, OR

‐OR

Click on Start in the lower left hand corner of your desktop, move up to

Programs, and then click on Microsoft Publisher

Creating New Publications With Publisher 2007 design templates.

When you first open Publisher, Publisher offers you a number of different publication

types to start with.

Click on one of the publication types in the main window or in the list on the left side of

the main window to view a list of templates that will walk you through the process of

making basic design choices for your publication. These choices include color schemes,

font styles, and more.

Creating a Calendar

To Create a Calendar:

1. Open Microsoft Publisher by double clicking the icon on the desktop or finding it

under the start menu.

Text Frame Handles

Picture Frame


2. Click on Calendars from the main window or the list on the left. A selection of

predesigned templates appears for you to choose from.

3. Click on one of the pre‐designed templates that you like. It will appear at the top of

the area on the right side of the page.

4. You can either stick with the default design choices that are part of the template, or

you can customize them by clicking the downward pointing arrow to the right of a

design section and choosing any of the options provided by clicking on it.

5. Click on the Set Calendar Dates button and choose the period of time that you

would like your calendar to cover.

6. Click on Create at the bottom to create your caledar.

Now that you have made your basic calendar selections, it is time to further customize

the publication.

Customizing a Publication

Working with Frames

Each publication is composed of different frames, such as text frames, picture frames,

table frames, and shape/object frames. Click on different areas of the calendar to

identify the different frames. Handles, little circles on the corners and sides of the

frame will appear. The handles help show which frame you have selected. They are

also used in resizing frames.

Moving Frames

To move a picture frame,

1. Click on the picture.

2. When your cursor

turns into a four

directional arrow,

click and drag the

picture frame to the desired location.

Resizing Frames

To resize a picture frame,

1. Click on the picture.

2. Rest your cursor on a corner

handle. When your cursor turns

into a diagonal line with arrows on

the ends, click and drag inwards at

a diagonal to make it smaller or

outwards at a diagonal to make it

larger. Using corner handles to

resize pictures allows you to keep

the picture’s proportions.

Deleting Frames

To move a text frame,

1. Click on the text frame.


2. Rest your cursor near the border

of the text frame. When your

cursor turns into a four directional

arrow, click and drag the text

frame to the desired location.

3. To resize a text frame,

1. Click on the text frame.

2. Rest your cursor on one of the

handles. When your cursor turns

into a line with arrows on the

ends, click and drag inwards or

outwards to resize the text area.

Resizing Arrows

1. Right click on the frame that you would like to delete.

2. Select Delete Object from the list of choices. Formatting Text

1. Click in a text frame.

2. Begin typing.

3. Click and drag over the text you typed to select it for formatting changes.

4. Use the Formatting Toolbar or click on FormatFont to make changes to the

Bold Italic Underlined Line Color

Font Type Font Size Left | Center | Right | Justified Fill Color Font Color text’s

appearance.

Undoing Changes

Creating a publication often involves trial and error. Unlike many of Microsoft Office’s

other applications, in Publisher you cannot preview what a change is going to look like

until you apply it.

To undo actions, click on the undo button on the standard toolbar or click on

Undo in the Edit Menu.

Inserting Additional Text Frames

1. Click on Textbox from the Insert Menu

2. Click and drag over an area of the publication.

3. Type the text you want to appear.

Inserting Clip Art

If you want to change the picture in an existing picture frame,

1. Right click on the picture and select Delete Object.

2. Click on InsertPictureClip Art.

3. A Clip Art search interface will open in the task pane.

4. Enter a search term and press Go.

5. You can choose to limit the search to a particular collection or a particular media

type.

6. Once you discover the desired clip art, click on it to insert it.

Align

Notice that the clip art has a drop down arrow next to it. If you click on the

drop down arrow other options present themselves. You can click on Find

Similar Style for clip art of similar design. You can click on Preview/Properties

to view the original size of the clip art and what keywords were used to classify

the picture. Search Box

Saving Your Publication

There are two basic ways to save your publication

Point and click on the save icon on your toolbar, or

‐OR

1. Click on the File Menu and Save As.

2. When the Save As Dialogue Box appears Click Browse and find the location

on your computer where you would like the file saved.

3. Type the name of your publication in the File Name field.

4. Click on the Save button

Printing Your Publication

There are two basic ways to print your publication:

Search Limiter

Drop down

menu options

Click on the print icon on your toolbar . This will print one copy of your

publication with the default print options.

‐OR

1. Click on the File Menu and click Print.

2. When the print window appears, select the desired number of copies and

choose any other printing options you want.

3. Click OK.

Creating a Business Card

1. Open Microsoft Publisher by double clicking the icon on the desktop or finding it


2. Click on Publications for Print then Business Cards, and finally Accent Box

Business Card.

3. In the personal information form that opens, enter your

own contact information and click on OK. (If you

accidentally close your personal information and you

want to edit it further, click on the Edit Menu and

Personal Information to retrieve the form.)

4. In the task pane on the left side of the window, you are

given different options you can adjust. As you click on

the different steps at the top of the task pane, the options change on the lower

part of the task pane.

5. Click on Business Card Options.

a. Choose to Include a logo.

b. Choose the traditional Landscape

orientation

c. Choose to have Multiple copies per

sheet

6. Click on Publication Designs.

a. Leave the selected Accent Box.

b. Click on Color Schemes and select the desired color scheme.

7. Click on Font Schemes and select the desired font scheme.

Now that you have completed the Business Card Wizard, you can customize the

business card. Change the format or insert additional clip art, if you wish.

To adjust the logo,

• Double click on the picture portion and use the clip art gallery to find a different

picture.

• Click in the text portion and type your organization’s name.

Creating a Personalized Greeting Card

1. Open Publisher by double clicking the icon on the desktop or finding it


2. Click on Publications for Print Greeting Cards Birthday Birthday

Card 72

3. Click on Greeting Card Options

a. Select Greetings Bar.

b. Select Full Verse

c. Click on Select a suggested verse. A

dialog box will open click on a verse

on the left side and on the right side

it will show you the front message

and the inside message. Select the

verse you would like to use and click on OK.

i. 4.Click

on Page Options

a.Choose the Quarter page side fold

option.

6. Click on Card Gallery

a. Leave Birthday 72 selected.

7. Click on Color Schemes

a. Select the desired color scheme.

8. Click on Font Schemes

a. Select the desired font scheme.

Now that you have completed the Greeting Card Wizard, you can customize the

greeting card.

At the bottom of the screen are sheets with numbers on them (1, 2, 3, 4). Click on 1

to see the front of the card. Click on 2 or 3 to see the inside of the card. Click on 4 to

see the back of the card.

The Help Menu

Accessing Microsoft Word’s Help Feature

If you have a question about Word that you need answered right away, you might

want to consult Microsoft PowerPoint 2007’s built in help feature. You can access

this feature in PowerPoint by pressing the F1 key on your computer keyboard. From

there you can click on a help topic or search for one using PowerPoint’s help search

box located near the top of the PowerPoint Help window.


Now that you have completed Introduction to Microsoft Publisher 2007, the next

recommended class is Intermediate Microsoft Publisher 2007. In Intermediate

Microsoft Publisher, you will learn how to create your own custom animations, and

insert tables, videos, and hyperlinks into your presentations. You may also want to

explore the introductory classes that we offer for Microsoft’s other productivity

applications like Excel and PowerPoint.

To find a book on Microsoft Publisher, search the library’s online catalog using

“Microsoft Publisher” as a subject.

Help Topics

Help Search

Box

UNIT8: COMPUTER NETWORKS

Computer networks are commonly divided into three categories:

• Local Area Network (LAN or Intranet), usually the network of computers in

the same building or belonging to the same owner. Inside the LAN every computer is

well identified and usually every user is known. It is considered a trusted area.

• Wide Area Network (WAN or Internet), which is everything which connects

LANs. Computers’ and users’ identification is very hard and anonymity is possible. It

is considered a dangerous area.

• Virtual Private Network (VPN) is a way to recognize a computer outside the

LAN as a trusted computer: the user is identified with a password and his computer,

even though connected via Internet, will be considered as part of the LAN, for as

long as it remains connected. VPN is typically required to identify portable

computers connected via wireless connection.

UNITY9: TELECOMUNICATION Inside a computer network many communication programs are installed on Intranet

computers to connect to the Internet or even to internal computers.

1.WEB BROWSER A web browser is a client program to navigate the WWW and retrieve web

pages. It runs directly on the user’s computer as a client and connects to

external webservers, identified with the www prefix in the Internet name, to retrieve web

pages. The market leader with about 52% (Business Insider, March 2015) is

the browser from Google Chrome, followed by Internet Explorer, a

freeware proprietary software with 21%, and by Mozilla Firefox, an open

source software with 18%. Microsoft in July 2015 has launched its new

browser, Microsoft Edge,

which will replace Internet Explorer.

2.Mail reader A mail reader is a client program to send and retrieve emails. It runs directly on

the user’s computer as a client and connects to a mail-server, a program in

charge of

collecting and dispatching emails. The market leader is Microsoft Outlook, a

commercial proprietary software. It has many competitors, the most famous

being the open source Mozilla Thunderbird and the free Windows Live Mail.


3. SEARCH ENGINES A search engine is a special program running on a website which offers to the user the

possibility of searching other websites for specific web pages. The user needs to connect to the

search engine website and digit the keywords, or sometimes even a complete question, and

the website returns the list of relevant web pages.

Search engines use a crawler technique: they continuously go through the known web pages

memorizing their content and trying to discover other web pages through the contained links.

In this way they are able to memorize most of the WWW’s pages (more than 8 billion pages),

even though some not linked websites can remain unknown to search

engines.

The most popular search engines are Google, the current market leader,

Yahoo! and Bing. In order to choose the order in which web pages are

displayed to the user, search engines use scoring system. The most

famous one is Google’s which relies on the idea that a linked page is very

important and useful; therefore, a web page receives a score

proportional to the number of web pages

which put a link to it. According to recent researches, the percentage of

use of these engines are Google 83%, Yahoo 6%, and Bing 4%.

There are many tricks to speed up the web search and arrive quickly to the right result:

most novice users search the WWW using only a single keyword, which often produces

the right result but in some cases can result in long lists of wrong results, for example

when looking for Java Island using simply “java”. Using as many keywords as possible

often avoids wrong results, even though sometimes returns no pages if too many words

are used;

Internet pulled from Wikipedia (Wikipedia is a famous website -an encyclopedia that is

built by Internet users and is growing every day. Want to know more about Wikipedia -

look it up on Google!).

4. INTERNET The Internet is a global system of interconnected computer networks that use the

standard Internet Protocol Suite (TCP/IP) to serve billions of users worldwide. It is a

network of networks that consists of millions of private, public, academic, business, and

government networks, of local to global scope, that are linked by a broad array of

electronic, wireless and optical networking technologies. The Internet carries a vast

range of information resources and services, such as the inter-linked hypertext


documents of the World Wide Web (WWW) and the infrastructure to support

electronic mail.

Terminologies

• Bandwidth - The rate at which information travels through a network

connection, usually measured in bits per second, kilobytes (thousand bits) per second,

or megabits (million bits) per second.

• Back/Forward - Buttons in most browsers’ Tool Button Bar, upper left. BACK

returns you to the web page previously viewed. FORWARD goes to the next web page

(although you’d have had to have used BACK first!).

• If it seems like the BACK button does not work, check whether you are in a new

browser window; some links are programmed to open a new window.

• Blog - A blog (short for “web log”) is a type of web page that offers a series of

posted items (short articles, photos, diary entries, etc.) that can be added to and

updated by the owner. In most cases they also have the facility for readers to leave

comments about the entries. Blogs have become a common medium for

communication in professional, political, news, trend, and other specialized web

communities. Many blogs provide RSS feeds (see below), to which one can subscribe

and thus receive notification of updates and new content.

• Bookmarks/Favorites - All major web browsers include a way to store links to

sites you wish to return to. Netscape, Mozilla, and Firefox use the term Bookmarks. The

equivalent in Internet Explorer (IE) is called a “Favorite.”

• To create a bookmark, locate the bookmark/ favorite menu button - it’ll be at

the top of your browser. Click it and from the drop down selection choose “Add to

favorites” or “bookmark this page”. Alternatively, you can right-click on the page and

choose “add to favorites/bookmarks”.

• An alternative method is to store your bookmarks on a website, such as

www.delicious.com or www.digg.com, that lets you access them from any computer on

the Internet and to share your bookmarks with others - this is known as Social

Bookmarking.


• Browse (Browsing) - Browsing is the catch-all name given to the process of

navigating the web. This may have derived from the literal meaning “to browse” but it

will be rare for you to simply meander the web - most of your visits will be guided by

searching for specific subjects or visiting sites that you know offer content you require.

• Browsers - Programmes for accessing web content. The most commonly used

browsers are Microsoft Internet Explorer (often called IE), Firefox, Mozilla, Safari,

Opera, and Chrome.

• Bulletin board - An area of a Web site where users can post messages for other

users to read. In most cases, readers can contact the author of a bulletin board message

by e-mail. (See also “chat,” “chat room,” and “Discussion group”). Bulletin boards are

little used since the advent of Web 2.0 where this functionality can be built into

ordinary websites with ease.

• Cache - In browsers, “cache” is used to identify a space where web pages you

have visited are stored in your computer. A copy of documents you retrieve is stored in

cache. When you use the Back button, or any other means to revisit a document, the

browser first checks to see if it is in cache and will retrieve it from there because it is

much faster than retrieving it from the server.

• Download - To take a copy of something from the Internet (a programme, a web

page etc.) and save it to your own machine for use.

• Extension (File Extension) - Filename extensions usually follow a period (dot)

and indicate the type of file. For example, “this.txt” denotes a plain text file, “that.htm”

denotes an HTML file. Some common image extensions are picture. (jpg, gif, bmp, png),

audio files (wav, mpg, mp3).

5.GOOGLE (SEARCH ENGINES) Google (Search Engines) - When the web was in its infancy there were a plethora of

search engines (systems that catalogued and indexed the content on the Internet and

allowed users to search and retrieve that content). In recent years most have fallen by

the wayside as Google has come to dominate the marketplace. Recently, the Microsoft

built “Bing” has attempted to challenge Google, and there are still a number of others

(Ask, Yahoo etc.). Google is now a behemoth on the web. They provide many other

services beyond searching e.g. Gmail (online email), Google Docs (collaborative online

document editing), Google Analytics (web site statistics) etc. We recommend taking a

good look at Google’s services (most of which are free) .


• HTML - This acronym stands for Hypertext Markup Language. This is the basic

language of the web, a way to code web pages so that browsers understand them and

how they should be rendered on screen. When you view a web page, you are looking at

the product of this code working behind the scenes in conjunction with your browser.

Interestingly, this is very closely related to the way printers were given instructions in

the old days of hand setting print.

• Links (Hypertext) - On the web the feature, built into HTML, that allows a text

area, image, or other object to become a “link” (as if in a chain) that retrieves another

computer file (another web page, image, sound file, or other document). The range of

possibilities is limited by the ability of the computer retrieving the outside file to view,

play, or otherwise open. The HTML code to create a link is very simple

• Links used to always show up in blue on a web page but nowadays may be

signified in any color or style.

• PDF (pdf file) - Acronym for Portable Document Format, a file format developed

by Adobe Systems, that is used to capture almost any kind of document with the

formatting in the original. Viewing a PDF file requires Acrobat Reader, which is built into

most browsers and can be downloaded free from Adobe.

• RSS (RSS feeds or just “feeds”) - Acronym for “Really Simple Syndication” This is

a system whereby content from a site can be fed to subscribed users. By subscribing to

an RSS feed, you are alerted to new additions to the feed since you last read it. In order

to read RSS feeds, you must use a “feed reader,”, the most common of which is Google

Reader.

• URL (address or web address) - Acronym for Uniform Resource Locator, the

unique address of any Web document. This address shows in the browser address bar

at the top of your browser and will be formatted (in most cases) like this

http://www.ccn.ac.uk/index or similar. If you know a web address that you want to visit

you can type it directly into the address bar to access it.

• Upload - the process of transferring any content from your own computer to a

space on the Internet.

6. USE OF SOCIAL MEDIAN Facebook, Twitter,whatsapp,tango,, YouTube etc. all allow, in fact demand.


7.ELECTRONIC MAIL Electronic mail, commonly called email or e-mail, is a method of exchanging digital

messages from an author to one or more recipients. Modern email operates across the

Internet or other computer networks. Today’s email systems are based on a store-and-

forward model. Email servers accept, forward, deliver and store messages. Neither the

users nor their computers are required to be online simultaneously; they need connect

only briefly, typically to an email server, for as long as it takes to send or receive

messages.

• An email message consists of three components, the message envelope, the

message header, and the message body. The message header contains control

information, including, minimally, an originator’s email address and one or more

recipient addresses. Usually descriptive information is also added, such as a subject

header field and a message submission date/time stamp...

•

• Attachment - An attachment is a file sent by email. The contents usually aren’t

part of the original email but can be accessed by clicking an icon. This opens the file. An

email with an attachment usually has a symbol, such as a paper clip (Outlook Express)

or a sheet of paper with a clip attached (Eudora), which alerts the recipient that the

email contains an attachment.

• Sending a large or complex file as an attachment allows the sender to keep the

original email message small and uncomplicated. However, many email viruses are

delivered as attachments to email messages and launch themselves when the recipient

clicks on or opens the attachment. ALWAYS be wary of opening attachments from

senders you do not know!

• BCC - “Blind Carbon Copy” field in email programs, used to send the same

message to a number of recipients without them being able to see each other’s

addresses.

• Block list - A database of computer IP addresses suspected of sending

unsolicited bulk email, also called “spam”.

• Bounces - Distributed email message returned because of an error of some kind

(such as the address no longer exists or is incorrectly spelled) Catch All - An Email server


function that forwards all email sent to a given domain (anything@ yourdomain.com) to

a single named account. Useful for catching misdirected mail, or for creating email

aliases on the fly.

• CC - “Carbon Copy” Field in email programs, used to send an identical email

message to an additional recipient or recipients besides the original recipient in the

“To:” field.

• Digest - A compiled version of all of a list’s posts for a given day/week/month

digest-only discussion list - a moderated discussion list available in digest form only (see

Email Lists).

•

• Digital Signature - Not commonly used yet, a digital signature is digital code that

is attached to electronically transmitted data (such as email). Since the code is unique,

and secured through encryption, digital signatures serve to guarantee the authenticity

of the sender.

• Email Client - A software application that manages online communication by

enabling users to send, receive, save and organize email. MS Outlook and Eudora are

email clients. Gmail is an online email client - the software doesn’t sit on your machine

but is accessed through the web.

• Email Lists - An electronic mailing list is a special usage of email that allows for

widespread distribution of information to many Internet users. It is similar to a

traditional mailing list — a list of names and addresses — as might be kept by an

organization for sending publications to its members or customers, but typically refers

to four things — a list of email addresses, the people (“subscribers”) receiving mail at

those addresses, the publications (e-mail messages) sent to those addresses, and a

reflector, which is a single e-mail address that, when designated as the recipient of a

message, will send a copy of that message to all of the subscribers.

• Emoticon - You’ll all know these, they’ve crept in everywhere through texting

and popular culture! An emoticon is a short sequence of keyboard letters and symbols

used to convey emotion, gestures, or expressions which could not otherwise be derived

from mere text; also known as a “smiley” (and represented thus ;-))


• Filter - An email function used to sort email messages automatically into

designated folders. This can be done by sender, subject etc.

• Footer - Information at the bottom of emails containing standard fields e.g.

copyright, or user generated signature.

• Header - E-mail headers. What an email message uses to communicate with

mail servers, usually invisible to users but useful information if trying to track down a

sender.

• Email/HTML Newsletter - A newsletter sent in Hyper Text Markup Language.

This differs from a text newsletter because it allows list owners to send media-rich

publications that can include graphics along with text. Text newsletters consist of ASCII

characters only. Since some subscribers’ email clients cannot view HTML or subscribers

prefer not to receive it, an HTML newsletter is generally offered as an option in addition

to a standard text newsletter.

• Mailto: - Used in HTML link tags to create a clickable email link that will launch

an email program.

• Netiquette/Email etiquette - A set of behaviors that show good practice and

consideration on the web and in email e.g. addressing your emails to “Dear xxxx” and

signing off “Regards xxx”

• Phishing - “Phishing,” so called because scammers use email “bait” to “hook”

victims, is the newest form of identity theft. Scammers send out millions of fake emails

designed to trick unwary recipients into disclosing sensitive and valuable information,

such as credit-card and bank-account numbers, which they can then use to strip a

person assets/funds or otherwise steal their identity.

• Plain Text - Referring to data in ASCII format, plain text does not include text

formatting options but is the most accepted form for all email programs

• Signature - A standardized footer that will automatically be added to your

emails by your email program. Can contain any information but usually your contact

details.

• Spam - unsolicited bulk email or unsolicited commercial email, considered bad

netiquette. Just like junk-mail in the “real” world.


• Thread - A series of messages in an online discussion/forum that follow an initial

post. Also, a series of email exchanges where each email reply is attached to the bottom

of the subsequent reply.

8. Electronic Mail: G-Mail

Creating an Email Account 1.Go to www.google.com and click G-Mail at the top of the page. 2.Click on Sign Up for G-Mail 3.Fill out the form.

a. After you fill in your Desired Login Name be sure to click on the Check

Availability button to see if that name is available. If it is not, then Google will

suggest some possibilities for you to use.

b. Uncheck the boxes for “Remember Me On This Computer” and “Enable Web

History”

c. Click I accept at the bottom of page.

4. You will be taken to a page congratulating you on setting up an account. Click on Show

Me My Account.

5. Once in your account you will see that you have 1 message already from Google.

Clicking on this message will give you a quick tutorial.

Checking Your Email 1. Log into your email account by going tohttp://mail.google.com, entering your username

and password, and clicking on Sign In.

2. Your email account will open, click on Inbox to see new messages received.

3. Click on the subject of the email to read the message.

4. Click on Inbox again to get back to see your other messages.

5. Click on Sign Out when you are finished checking your email.

Sending Email 1. While in your account click on Compose Mail in the upper left corner

2. Enter the destination email address in the To: field.

3. Enter a subject into the Subject: field

4. Type the body of your message into the large blank area.

5. When you are finished, click on Send.

http://www.google.com/




http://mail.google.com/

http://mail.google.com/


Attaching Files 1.Follow the steps above to begin to compose your e-mail. While in the message you wish

to send, click on Attach A File. A window will appear that will allow you to browse to

your file.

3. Find the file you want to attach, double click on the file’s name.

4. Do this for every file you need to attach.

5. Finish composing your email and click on Send.

6. Don’t forget to Sign Out when you are done.

9. Electronic Mail: Yahoo!

Creating an Email Account 1. Go to the Yahoo! mail home page: http://mail.yahoo.comand click on Sign Up.

2. Fill out the form.

a. Step 1 is asks for some general information about you.

b. When you get to section 2 on the form, Yahoo will suggest some available

usernames. Although you can choose a username yourself, it is generally quicker

to pick from their list of suggestions because every email address has to be

unique. You must also select a password at this step.

c. Step 3 asks you a security question that they will use in case you ever forget your

password.

d. Lastly, you must type the word you see in the box at the bottom of the screen,

check the box saying you agree to Yahoo’s policies and then click Create My

Account.

3. You will be taken to a confirmation page which has your account information. It is very important that you remember this information so write it down or print this page if needed.

4. Click on Continue and you will be forwarded to your new email account. Note when

you first log into your account you will have a chance to take a very short tutorial. It

only takes about 30 seconds so you may want to take a look

Checking Your Email 1. Log into your email account by going to the Yahoo! mail home page:

http://mail.yahoo.com, entering your Yahoo! ID and password, and clicking on Sign In.

2. Your email account will open, click on Inbox to see new messages received.

3. Double click on the subject of the email to read the message.

4. Click on Inbox again to get back to see your other messages.

5. Click on Sign Out when you are finished checking your email.

http://mail.yahoo.com/







Sending Email 1. While in your account click on New in the upper right corner

2. Enter the receiver’s email address into the To: field.

3. Enter a subject into the Subject: field

4. Type the body of your message into the large blank area.

5. When you are finished, click on Send.

Attaching Files 1.Follow the steps above to begin to compose your e-mail. While in the message you wish

to send, click on Attach. A window will appear that will allow you to browse for your

file.

3. Find the file you want to attach, double click on the file’s name.

Do this for every file you need to attach.

10: PASSWORDS On the Intranet the user is identified only by his username, known to everybody, and his

password, known only to him. The password is what makes an unknown person an

authenticated user, with all his privileges and his identity’s responsibilities. If somebody else

uses the right user’s password, for the Intranet this other person is exactly the user. Law

196/2003 explicitly forbids users from giving their password to other users, even when they are

absent from work. These are some, often underestimated, malign actions a passwords’ thief

can do:

• steal personal information: the thief can read the user’s emails and personal

information;

• steal privacy protected data: the thief can gain access to data about other

people protected by privacy, or read emails received from other people. The legal

responsible of this privacy violation is the thief as well as the user who did not protect

other people’s data;

• steal money: the thief can find the user’s bank account numbers and passwords,

sometimes directly from the user’s web browser’s history;

• delete and modify data: the thief can delete user’s important data, or even

worse he can modify these data without the user’s knowledge (bank numbers, friend’s

email addresses, degree thesis content, add illegal pictures);

• steal identity: for the computer the thief is now the user, and therefore he can

act to the outside world exactly as if it were the user, for example answering to emails,

subscribing to websites, withdrawing from exams;


• start illegal activities: anybody who wants to start an illegal Internet activity will

obviously use somebody else identity, so he will not get into troubles when the activity

is discovered.

11: VIRUSES From the Internet many unauthorized connection attempts arrive. Some of these are

mistakenly authorized and manage to reach the Intranet or at least to come in contact with

programs which are behind the firewall. If these connections carry malign intentions, usually

their aim is to explore and use the Intranet computers, to destroy Intranet data or to stop

some Intranet services (which is a dangerous attack if these services are managing stock trades

or telephone calls). Defense against these kinds of attacks is in charge system administrators.

While normal external attacks do not involve normal users, the virus is a special attack which

arrives directly on the user’s computer and must be prevented and stopped by him. The virus is

a little program which has this name because its life cycle is the same of a biological organism:

survive and duplicate.

1. It arrives on the computer through email attachments, downloaded files, CDs

and floppy disks or directly from the Intranet. It is often hidden inside other good files

or programs, which are called infected. In the last years many free programs

deliberately install small advertisement programs without the user’s explicit consent;

this kind of behaviors is considered borderline between a virus and a way of financing

the program’s development.

2. As soon as the user mistakenly runs it (often trying to run the good program or

to open the good file), the virus orders the computer to run itself every time the

computer is turned on, thus assuring its survival.

3. It starts duplicating itself, infecting other files, CDs and floppy disks, and trying

to send itself around by email or on the Intranet.

4. Most viruses are programmed to do damage to the computer and to the user,

altering or deleting files, sending emails with user’s personal data, preventing firewalls

and antiviruses from running, or turning the computer off. No viruses are known to be

able to damage hardware.

Many names are used for viruses’ types according to their different behaviors.

• Trojan horse is a virus which looks like a good program and, when downloaded

and run by the user, it performs the user’s wanted task but at the same time does other

actions;

• key logger is a virus which records keyboard’s activity and then sends the

keystrokes to its creator, mostly to get user’s passwords;


• back door is a virus which opens a port on the computer to let external users in;

• adware is a virus which displays advertisement;

• spyware is a virus which spies user’s activity to get passwords or to target the

user with specific advertisement;

• ransomware is a virus which makes its presence public and demands to the user

money to be removed, threatening to damage him in a variety

of ways, such as encrypting files or pretending to be an authority’s tool and asking the

payment of a fine, as the famous Italian “Polizia di stato” virus does.

These types are not exclusive: for example, a Trojan horse which is at the same time a spyware

and an adware.

An infected computer can be recognized by some symptoms. These are the most frequent

ones:

• when the computer is turned on, unwanted programs start, advertisement

appears, and the desktop presents some new bars or features which were not present

nor installed before;

• the computer starts very slowly and unknown programs give strange operating

system errors;

• commercial or pornographic web pages appear on the web browser without the

user’s consent;

• the analogical modem makes typical connection noises even when the computer

is not connected or the operating system asks the user to stop the current connection

and start a new one to a strange telephone number;

• the Task Manager window (see page 7) presents unknown programs.

Most of the time, a responsible user’s behavior it the best weapon against viruses: it protects

him from getting viruses, helps him removing them and prevents him from diffusing them.

Responsible behavior means:

• never open downloaded files and email attachments, especially when they come

from a friend with a text such as “please open it, urgent!”, since simulating to be a

user’s friend is a typical virus tactics. To open these files, save them on the desktop,

check them with an antivirus and then open them;

• do not insert in your computer CDs, DVDs and USB pen drives coming from

other people or which were inserted in other computers, unless you have an antivirus

running or unless you scan them immediately with an antivirus;

• avoid visiting strange websites, especially pornographic or hackers’ website, or

websites which open a lot of pop-up windows;


• have an antivirus always running or at least run an updated antivirus on your

whole hard disks every week (while Italian law currently prescribes minimum every 6

months); keep your antivirus always up to date: more than 50 new viruses appear every

week;

• keep communication programs and Microsoft products up to date. Microsoft

and most software companies offer free updates and automatic updating tools;

• beware of free programs which often try to install adware programs, asking the

permission very quickly during installation’s steps, relying on the novice user’s habit of

clicking always “yes”.

To check the computer for viruses and to try to remove viruses from the computer, the user

can run a special program called antivirus. The antivirus basically has three possible different

actions:

it can scan all the storage devices (hard disks, the floppy disk inside the

computer, the CD or DVD inside the reader) for viruses. If a virus is found, it tries to

remove it and to repair damaged files. Some files can be unrecoverable. Complete

devices scanning takes usually some hours;

it can scan a single file or an entire directory for viruses. If there is an infected

file, it tries to delete the virus and repair it. Some files can be unrecoverable. Single file

scanning takes some seconds;

it can be always running. In this case, whenever a virus or a suspect file is run,

the antivirus prevents it from running and warns the user.

A lot of antivirus programs, free and commercial, exist. Their most important feature is

obviously the possibility to be constantly updated through the Internet.


Questions and answers

1. hardware

1. What are the five components that make up an information system?

a. hardware, software, data, people, process

2. What are three examples of information system hardware?

a. There are a number of possible answers: a PC, a printer, a mouse, tablets,

mobilephones, etc.

3. Microsoft Windows is an example of which component of information systems?

a. It is an operating system, which is a part of the software component.

4. What is application software?

a. Software that does something useful.

5. What roles do people play in information systems?

a. The text includes examples such as helpdesk support, systems analyst, programmer,

andCIO.

6. What is the definition of a process?

a. A process is a series of steps undertaken to achieve a desired outcome or goal.

7. What was invented first, the personal computer or the Internet (ARPANET)?

a. The Internet was activated in 1969; the personal computer was introduced in 1975.

8. In what year were restrictions on commercial use of the Internet first lifted? When were

eBayand Amazon founded?

a. Restrictions were lifted in 1991, Amazon was founded in 1994, and eBay was

founded in1995.

9. What does it mean to say we are in a “post-PC world”?

a. The personal computer will no longer be the primary way that people interact and

dobusiness.

10. What is Carr’s main argument about information technology?

a. That information technology is just a commodity and cannot be used to gain

acompetitive advantage.

2. Information system hardware

1. Write your own description of what the term information systems hardware means.

a. Answers will vary, but should say something about information systems hardware consisting of the

physical parts of computing devices that can actually be touched.

2. What is the impact of Moore’s Law on the various hardware components described in thischapter?

a. The student should pick one of the components and discuss the impact of the fact that computing

doubles in speed every two years. Most devices are getting smaller, faster, cheaper, and this should be

indicated in the answer.

3. Write a summary of one of the items linked to in the “Integrated Computing” section.

a. The student should write a summary of one of the linked articles.


4. Explain why the personal computer is now considered a commodity.

a. The PC has become a commodity in the sense that there is very little differentiationbetween

computers, and the primary factor that controls their sale is their price.

5. The CPU can also be thought of as the _____________ of the computer.a. brain

6. List the following in increasing order (slowest to fastest): megahertz, kilohertz, gigahertz.a. kilohertz,

megahertz, gigahertz 7. What is the bus of a computer?

a. The bus is the electrical connection between different computer components.

8. Name two differences between RAM and a hard disk.

a. RAM is volatile; the hard disk is non-volatile. Data access in RAM is faster than on thehard disk.

9. What are the advantages of solid-state drives over hard disks?

a. The main advantage is speed: an SSD has much faster data-access speeds than atraditional hard

disk.

3. Software

1. Come up with your own definition of software. Explain the key terms in your definition.

a. A variety of answers are possible, but should be similar to the definition in the text:Software is

the set of instructions that tell the hardware what to do. Software is created through the process of

programming.

2. What are the functions of the operating system?

a. The operating system manages the hardware resources of the computer, providesthe user-

interface components, and provides a platform for software developers to write applications.

3. Which of the following are operating systems and which are applications: Microsoft Excel,Google

Chrome, iTunes, Windows, Android, Angry Birds.

a. Microsoft Excel (application), Google Chrome (application), iTunes (application),WIndows

(operating system), Android (operating system), Angry Birds (application)

4. What is your favorite software application? What tasks does it help you accomplish?

a. Students will have various answers to this question. They should pick an application, notan

operating system. They should be able to list at least one thing that it helps them accomplish. 5.

What is a “killer” app? What was the killer app for the PC?

a. A killer app is application software that is so useful that people will purchase the hardware just so they can

run it. The killer app for the PC was the spreadsheet (Visicalc).

6. How would you categorize the software that runs on mobile devices? Break down these appsinto at least

three basic categories and give an example of each.

a. There are various ways to answer this question. Students should identify that there aremobile

operating systems and mobile apps. Most likely, students will break down mobile apps into multiple

categories: games, GPS, reading, communication, etc.

7. Explain what an ERP system does.

a. An ERP (enterprise resource planning) system is a software application with acentralized

database that is implemented across the entire organization.

8. What is open-source software? How does it differ from closed-source software? Give anexample of

each.

a. Open-source software is software that makes the source code available for anyone tocopy and

use. It is free to download, copy, and distribute. Closed-source software does not make the source code


available and generally is not free to download, copy, and distribute. There are many examples of both,

such as: Firefox (open source), Linux (open source), iTunes (closed source), Microsoft Office (closed

source).

9. What does a software license grant?

a. Software licenses are not all the same, but generally they grant the user the right to usethe

software on a limited basis. The terms of the license dictate users’ rights in detail.

10. How did the Y2K (year 2000) problem affect the sales of ERP systems?

a. Organizations purchased ERP software to replace their older systems in order to avoid

any problems with the year 2000 in their software.

4. data and information

1. What is the difference between data, information, and knowledge?

a. Data are the raw bits and pieces of facts and statistics with no context. Data canbe quantitative

or qualitative. Information is data that has been given context. Knowledge is information that has been

aggregated and analyzed and can be used for making decisions.

2. Explain in your own words how the data component relates to the hardware and softwarecomponents of

information systems.

a. There are numerous answers to this question, but all should be variations on thefollowing: Data

is processed by the hardware via software. A database is software that runs on the hardware. Hardware

stores the data, software processes the data.

3. What is the difference between quantitative data and qualitative data? In what situations couldthe

number 42 be considered qualitative data?

a. Quantitative data is numeric, the result of a measurement, count, or some othermathematical

calculation. Qualitative data is descriptive. The number 42 could be qualitative if it is a designation

instead of a measurement, count, or calculation. For example: that player’s jersey has number 42 on it.

4. What are the characteristics of a relational database?

a. A relational database is one in which data is organized into one or more tables. Eachtable has a

set of fields, which define the nature of the data stored in the table. A record is one instance of a set of

fields in a table. All the tables are related by one or more fields in common.

5. When would using a personal DBMS make sense?

a. When working on a smaller database for personal use, or when disconnected from the

network.

6. What is the difference between a spreadsheet and a database? List three differences betweenthem.

a. A database is generally more powerful and complex than a spreadsheet, with the abilityto handle

multiple types of data and link them together. Some differences: A database has defined field types, a

spreadsheet does not. A database uses a standardized query language (such as SQL), a spreadsheet does

not. A database can hold much larger amounts of data than a spreadsheet.

7. Describe what the term normalization means.

a. To normalize a database means to design it in a way that: 1) reduces duplication of databetween

tables and 2) gives the table as much flexibility as possible.

8. Why is it important to define the data type of a field when designing a relational database?


a. A data type tells the database what functions can be performed with the data. Thesecond

important reason to define the data type is so that the proper amount of storage space is allocated for the

data.

9. Name a database you interact with frequently. What would some of the field names be?

a. The student can choose any sort of system that they interact with, such as Amazon ortheir

school’s online systems. The fields would be the names of data being collected, such as “first name”, or

“address”.

10. What is metadata?

a. Metadata is data about data. It refers to the data used to describe other data, such asthe length

of a song in iTunes, which describes the music file.

11. Name three advantages of using a data warehouse.

a. The text lists the following (the student should pick at least three of these):

i. The process of developing a data warehouse forces an organization to betterunderstand

the data that it is currently collecting and, equally important, what data is not being collected.

ii. A data warehouse provides a centralized view of all data being collected across

the enterprise and provides a means of determining data that is inconsistent.

iii. Once all data is identified as consistent, an organization can generate oneversion of the

truth. This is important when the company wants to report consistent statistics about itself, such

as revenue or number of employees.

iv. By having a data warehouse, snapshots of data can be taken over time. Thiscreates a

historical record of data, which allows for an analysis of trends.

v. A data warehouse provides tools to combine data, which can provide newinformation

and analysis.

12. What is data mining?

a. Data mining is the process of analyzing data to find previously unknown trends, patterns,

and associations in order to make decisions.

5. Internet

1. What were the first four locations hooked up to the Internet (ARPANET)?

a. UCLA, Stanford, MIT, and the University of Utah 2. What does the term

packet mean?

a. The fundamental unit of data transmitted over the Internet. Each packet has the sender’s address, the

destination address, a sequence number, and a piece of the overall message to be sent.

3. Which came first, the Internet or the World Wide Web?

a. the Internet

4. What was revolutionary about Web 2.0?

a. Anyone could post content to the web, without the need for understanding HTML or web-server

technology.

5. What was the so-called killer app for the Internet?

a. electronic mail (e-mail)

6. What makes a connection a broadband connection?

a. A broadband connection is defined as one that has speeds of at least 256,000 bps.

7. What does the term VoIP mean?


a. Voice over Internet protocol – a way to have voice conversations over the Internet.

8. What is an LAN?

a. An LAN is a local network, usually operating in the same building or on the same

campus.

9. What is the difference between an intranet and an extranet?

a. An intranet consists of the set of web pages and resources available on a company’sinternal

network. These items are not available to those outside of the company. An extranet is a part of the

company’s network that is made available securely to those outside of the company. Extranets can

be used to allow customers to log in and check the status of their orders, or for suppliers to check

their customers’ inventory levels.

10. What is Metcalfe’s Law?

a. Metcalfe’s Law states that the value of a telecommunications network is proportional to

the square of the number of connected users of the system.

6. Information security

1. Briefly define each of the three members of the information security triad.

a. The three members are as follows:

i. Confidentiality: we want to be able to restrict access to those who are allowed to

see given information.

ii. Integrity: the assurance that the information being accessed has not been altered

and truly represents what is intended. iii. Availability: information can be accessed and modified by anyone

authorized to

do so in an appropriate timeframe.

2. What does the term authentication mean?

a. The process of ensuring that a person is who he or she claims to be.

3. What is multi-factor authentication?

a. The use of more than one method of authentication. The methods are: something youknow, something

you have, and something you are.

4. What is role-based access control?

a. With role-based access control (RBAC), instead of giving specific users access rightsto an information

resource, users are assigned to roles and then those roles are assigned the access.

5. What is the purpose of encryption?

a. To keep transmitted data secret so that only those with the proper key can read it.

6. What are two good examples of a complex password?

a. There are many examples of this. Students need to provide examples of passwords thatare a minimum of

eight characters, with at least one upper-case letter, one special character, and one number.

7. What is pretexting?

a. Pretexting occurs when an attacker calls a helpdesk or security administrator andpretends to be a

particular authorized user having trouble logging in. Then, by providing some personal information about the

authorized user, the attacker convinces the security person to reset the password and tell him what it is.

8. What are the components of a good backup plan?

a. Knowing what needs to be backed up, regular backups of all data, offsite storage of allbacked-up data,

and a test of the restoration process.


9. What is a firewall?

A firewall can be either a hardware firewall or a software firewall. A hardware firewallis a device that is

connected to the network and filters the packets based on a set of rules. A software firewall runs on the

operating system and intercepts packets as they arrive to a computer.

References www.lfpl.org

www.saylor.org

May God bless you readers of this book

Any advice or mistake you can address me on cover page address

Thank you!

http://www.lfpl.org/

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