Updated New Fredys Hand Book

8/14/2019 Updated New Fredys Hand Book

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CHAPTER ONEINTRODUCTION TO COMPUTER

Computer is an electronic device for the storage and processing of information or an

electronic device that stores, retrieves, and processes data, and can be programmed

with instructions.A computer is composed of hardware and software, and can exist in a variety of sizes

and configurations.

EARLY HISTORYMany years ago, a man called Abacus invented a counting He did a significant

apparatus, which enabled the people of the Stone Age to do their counting then. This

counting apparatus was made of wooden frame with strings on it. The countingapparatus consist of rods upon which beads can be moved up and down. This was

dated to a man called Abacus about 3,000 years ago.

There are also other founding fathers of computer like, John Napier, Edmund

Gunter, Blaise Pascal, Charles Babbage, and Hermann Hollerith; all these people

contributed a great deal in the development of computer today.John Napier: - invention of a calculating machine after the abacus in 1617.

Edmund Gunter: - This man invented the first slide rule in 1620. The slide rule is

still in use by some professionals and students for the performing of multiplication,

division and other operations. The use of this slide rule cannot be overemphasized

particularly in the calculation of raising number to a given power, e.g. 22,32,42 etc.

Charles Babbage: - In 1820, a man called Charles Babbage was regarded as the

father of computer.

Because of the ideas of introducing what he invented, he propounded the difference

engines. This was later developed to a complex engine known as the analytical equation and more

complicated calculation; this helps in the development of computers today.

Braise Pascal: - He invented a hand-working calculator in 1642. This was operated by

turning dials.

FREDYS SYSTEMS CONSULT LIMITED.2ND FLOOR HAMMAN YERO HOUSE, No. 191 MOHD MUSTAPHA WAY

JIMETA YOLA, ADAMAWA STATE Email: [email protected] TRAINING COURSE HANDBOOK

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Hermann Hollerith: - This was the man that propounded the punched cards, in 1890;

he used the punched cards and tabulation machine to compare and examined the

census data of USA. The machine was powered by electricity and was more efficient

than any known machine at that time.

HISTORY OF VARIOUS COMPUTER INVENTIONS

TYPES OF COMPUTER INVENTOR DATE

Abacus Abacus Over 1000 BC

Napiers Bores John Napier 1614

Slide Rule Edmund Gunter 1620

Pascaline Blaise Pascal 1642

Leibnizis calculating machine Gottfried Leiniz 1671

Mechanical Computer Charles Babbage 1822Recording devices (Valves) Valdeniar pauson 1900

Hardvark Mark Howard Atiken 1937

Colossus special purpose electricmachine

Alan Turin 1943

ENIAC electronic numeric integratedand computer

Presper Ekert andJohn mouchly 1946

EDSAC MV Wilking 1949

EDVAC University of

Pennsylvania, USA 1950ACE National Physics

laboratory1951

Transistor Base computer William Shokey andteam

1958

Integrated circuit computer (IBM 360) IBM and Intelcorporation

1964

Micro computer Intel corporation 1972

COMPUTER GENERATION

The term computer generation can be simply placed as the sizes and power of

computer, that is, (speed, memory and capacity productivity of computers).

However, there are generations of computer, which are as follows.

The first generation of Computers: - The first generation of computers were

developed between 1945 to 1955. They were made of vacuum tubes and relays. These

set of computers were very large and often hard to be replaced. The vacuum tubes get



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hot often because of the size of computers; and as such it stored very small amount of

data. Examples of this are, EDSAC, UNIVAC, ACE and EDAVC.

The Second generation of Computers: - This was between 1958-1963. These set of

computers were made of transistors. These transistors replaced the use of Vacuum

tubes by increasing the speed of computers and as well as increasing the storagecapacity. In this generation, it reduces the heat temperature of computer. This also

brought about the introduction of some programming language like, COBOL and

FORTRAN.

The third generation of computers: - The third generation computer was made of

integrated circuits, which replaced the use of transistors computers. This integrated

circuit contains thousands of switches around the circular board, which is calledprinted circuits board (PCB).

These third generation PCs have less consumption of power, that is, electric current

compared to the first and second generation computers.

The sizes of the PCs was drastically reduced, the speed, storage capacity were really

improved. It also carry large amount of storage data as compared to the previous

generation computers, an example of this IBM 360.

The fourth generation computers: - This was between 1974 to 1985, they were

made of chips. These sets of generation of PCs were made of chips, which replaced

the use of transistors. They were large-scale integrated circuits (LSIC) they later

improved to small-scale integrated circuit.

These set of PCs, were very powerful and could hold a very big amount of data.

This set of generation has the following varieties: -

1. It has less heat; i.e. heat generation is low.

2. It consumes less power.

3. The speed is faster and better than the previous computers.

4. It is less heavy.

5. They use interface friendly facilities.



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The fifth generation computers: -1985 till date these set of computer were made of

microchip processors, that is, smaller chips were used to produce these set of

computers. There are set of computers we are using in this present generation of ours.

Here are some of the improved facilities/features: -

1. Less consumption of power.

2. The speed has drastically improved, that is, in terms processing of data and

storage.

3. The size of computer has also drastically reduced.4. Storage capacity has also increased, as to store more data in computer.

5. Finally, they use interface friendly features.

TYPES OF COMPUTERS.

There are three types of computer namely:

MAINFRAME COMPUTERS: A mainframe is simply a very large computer. And

totally different from what you have on your desk. Mainframe is an industry term for a

large computer. The name comes from the way the machine is build up: all units

(processing, communication etc.) were hung into a frame. Thus the mainframe computer

is build into a frame, therefore: Mainframe And because of the sheer development costs,

mainframes are typically manufactured by large companies such as IBM, Amdahl, and

Hitachi.

What classifies a computer as a mainframe

A mainframe has 1 to 16 CPU's (modern machines more)

Memory ranges from 128 Mb over 8 Gigabyte on line RAM

Its processing power ranges from 80 over 550 MIPS

It has often different cabinets for

Storage

I/O

RAM



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Separate processes (program) for

Task Management

Program Management

Job Management

Serialization

Catalogs

Inter Address Space

Communication

SUPER COMPUTERS: These are at the top of the computer range; they are the fastest

and the most expensive computers capable of performing billions of calculation per second.

They are also considered a national resource.

Super computers are used in the following industries:

Oil and gas exploration

Consumer products, aircraft and automotive design.

Stress and structural design of engineered components.

Weather analysis.

MINICOMPUTERS: These are larger in size , better in performance and costlier thanPCs.they are designed to support more than one user at a time, usually up to 2000.they

they have larger storage capacities and operate at a higher speeds, they also support faster

output devices like high speed printers which can print up to hundreds lines per minute.

MICROCOMUTERS: This computer is designed to meet the computing needs of an

individual. These computers are sometime referred to as PERSONAL COMPUTERS OR

MICROS .Personal computer provide access to a wide variety of computing applications,

such as word processing, photo editing, e mail, and internet acess.personal computers are

available as desktop, laptop and notebook/palm top.



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COMPUTER DATA STRUCTURE.

To understand computer it is best to first learn about computer data. Computer data isinformation required by the computer to be able to operate.

DATA STRUCTURE.

omputer data appears in binary format. This means that it is always a 0 or 1.it canonly occur in these two states and must be in one of them.CThere are several fundamental data units which include:

BITS: This is the smallest data unit that exists. 8bits of data which has a possible valuefrom 0 to 255BYTES: Bytes are used to measure the amount of information a device can store.

One bytes is a character, A character can be a number letter or symbol Onebyte consists of eight bits (binary digits) A byte is the smallest unit of information acomputer can process.KILOBYTES: One kilobyte is 1,024 characters. = One page of double-spaced text.MEGABYTES: (MB)! One megabyte is 1,048,576 characters. This is approximately equal to ashelf of books.GIGABYTES (GB): One gigabyte is 1,073,741,824 characters. This is approximately equal to a

shelf of books in a library.TERABYTE (TB): One terabyte is 1,099,511,627,776 characters. This is ~ an entire library of

books.

WORD: two bytes or 16bits of data with a possible unsigned value from 0 to 16535.

Therefore,

8 bits = 1 byte

1024byte = 1 kilobyte (1kb)

10242 byte = 1 megabyte (1mb)

10243 byte = 1 gigabyte (1 GB)10244byte = 1 terabyte (1tb)

COMPONENTS OF A TYPICAL COMPUTER:

A typical computer system consists of several parts;

COMPUTER CASE: A computer case contains all the major components of a computer systemMONITOR: A monitor is a device that displays text and images generated by the computer.MODEM: A modem is a device that lets computers communicate through telephone lines.

PRINTER: A printer is a device that produces a paper copy of documents you create on thecomputer.KEYBOARD: Lets you type information and instructions into a computer.MOUSE: a handheld device that lets you select and move item on the screen



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THE IPO CYCLE (INPUT PROCESS OUTPUT)

INPUT DEVICES

This is the process through which data and instruction enter the computer, it can also be

referred to as tools that enable the computer user to send signal to the CPU for processing

thereby producing output. The basic input devices are explained below:

KEYBOARD: A keyboard is an instrument similar to a typewriter, which is used to dataor command into a computer. Although computer keys resemble that of a typewriter theyhave additional keys.

The keys on the computer keyboard are categorized as follows:



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INPUT

CPU

OUTPUT

ARITHMETIC LOGIC

UNIT (ALU)

CONTROL UNIT

MAIN STORAGE

RAM/ROM/HDD

SECONDARY

MEMORY


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FUNCTIONAL KEYS: This ranges from F1- F12; this is for quick functions andmanipulation.

OPERATIONAL KEYS: These are used to type letters and numbers (0-9), (A-Z). CONTROL/ALTERNATE KEY: Ctrl/Alt, these are for quick control and

alternate decision.

NAVIGATIONAL KEYS: Arrows- home- end etc.

SPECIAL KEYS:These are reserved for special functions, these include print

screen, scroll lock, pause, etc

MOUSE: This is used to point at object on the screen by moving it on a small, hardsurface.

A mouse can be classified into the following categories:

MECHANICAL MOUSE: This uses the movement of a rubber ball that projectsthrough the lower surface to record direction. As the mouse moves, the ball rotatesand the direction of rotation is detected and relayed to the computer by the switchesinside the mouse.

OPTOMECHANICAL MOUSE: This uses the same principle as a mechanicalmouse except that optical sensor is used to detect the motion of the ball.

OPTICAL MOUSE: This uses a light beam instead of a rotating ball to detect themovement across a special mat. The mat has a grid to provide the opticalmechanism a frame reference.

LIGHT PEN: A light pen is an input device used to draw figures directly on the screenor select an option by just clicking on it. The light pen can be used to select an option byjust pointing at it instead of using the keyboard or moving the mouse around.



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SCANNERS: A scanner is simply an input device used to scan a picture or adocument and store them into a computer; a scanner scans an image and transforms theimage / text to a form that can be used on acomputer. Youcan save the scan image/ textin the form of a file, edit it and print it.

Scanners are of two types

Roller- feed scanner: This type of scanner the paper bearing the image ispassed over a roller where it is captured.

Flatbed scanner: this works like a photocopier. it can scan and store imagesfrom books without having to remove the page ,which is difficult in the case of theroller- feed scanner.

OUTPUT DEVICES

These are devices that allow the processor to communicate to the user of the computer itcould be a hard copy or a soft copy.

PRINTER

hese are output devices that print the result of an instruction on paper (hard copy).Printers are classified based on the mechanism used for printing, speed of printing,

quality of output and interface.T



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Printers are classified based on the mechanism used for printing, speed of printing, qualityof output and interface.

PLOTTERSPlotter is an output device that is used to create presentation visuals, charts, graphs,

tables and diagrams.

A

VISUAL DISPLAY UNIT (VDU)

This is a device resembling a television, which displays the result of the instruction given to

the computer through the keyboard. They have the capability of displaying both text anddata.



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They can be:

Monochrome: this displays two colors, one for the background and one for thefore ground. These colors can be white on black background or green on blackbackground.

Color monitors: this displays the image in color, depending on the quality, theycan display anywhere from 16 to 1 million colors.

COMPUTER ARCHITECTURE

HARDWAREThis comprises of all the electrical, electronic and mechanical part of the computer .any part

of the computer that we can see or touch is called computer hardware. Computer hardware

includes the system unit, the input, the output and the storage devices. This makes up the

physical aspect of the computer visa-visa other peripherals and accessories like the

monitor, system unit, keyboard etc.

SOFTWAREThis refers to programs that are used to operate the hardware. Without the software, the

hard ware is irrelevant .it can also be said to be a set of programs designed to perform

various tasks, it is stored on a compact disk or a tape.

Software can be classified as follows:

Application software: These are software packages that are designed for particular

application. Example of application software are accounting package, MS word, MS excel,

games, Corel draw, PageMaker etc



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Standard software: This is the type of software that is available in the market.

Customized software: this is application software that is specially designed to suit a

specific users needs. Or it can also be said to be a software package created to cater for

the specific needs of a particular organization. These package are more comprehensive,

highly priced and have limited accessibility.

Compiler software: This is software that converts the computer language into machine

language. eg VIPs express their views; talk their own languages to the interpreter who

interprets what they say to their US counterparts successfully using the compiler software.

Operating system software: This manages the various input and output device of the

computer and enables the user to interact with it. eg MS-DOS, Window

95,Window98,Window 2000 professional, Window Me, Window NT, Linux, etc

CPU (CENTRAL PROCESSING UNIT)

The CPU is the brain of the computer, A central processing unit (CPU), or sometimes

simply processor, is the component in a digital computerthat interprets instructions and

processes data contained in computer programs.

FUNCTION OF THE CPU

The functions of the central processing unit of a computer are:

To carry out data processing on the input data according to instructions.

To hold program instruction.

To produce output information by transmitting the output to an output device.

The CPU is made up of the control unit and arithmetic logic unit.

CONTROL UNIT

This coordinate the various operations specified by the program instructions, these

operation includes receiving data, which enters the computer and deciding how and when

the data should be processed. the control unit directs the operation of the ALU.

ARITHMETIC LOGIC UNIT (ALU)

This is the part where the arithmetic and logical operations are carried out. it has special

store location which holds the results and some other temporary data during processing,

and this store location is sometimes referred to as the arithmetic register. it is not easy to



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http://en.wikipedia.org/wiki/Computer#Digital_circuitshttp://en.wikipedia.org/wiki/Instruction_(computer_science)http://en.wikipedia.org/wiki/Data_(computing)http://en.wikipedia.org/wiki/Computer#Digital_circuitshttp://en.wikipedia.org/wiki/Instruction_(computer_science)http://en.wikipedia.org/wiki/Data_(computing)


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distinguish the ALU from the control unit because they are effectively the same overall unit.

This part basically fetch program instructions such as arithmetic (e.g. add, subtract,

multiply, divide): comparison, movement of data that is read/write.

INTERNAL MEMORY

READ ONLY MEMORY (ROM)This is a memory into which fixed data is written at the time of its manufacture, new data

cannot be written into the memory, and they store the data the CPU needs when it is first

turned on .the start up program known as bootstrap program is usually held in form of Rom.

PROGRAMMABLE READ ONLY MEMORY (PROM)This type of memory the program data can be changed.

RANDOM ACCESS MEMORY (RAM)

This is made available directly to the CPU. Data can be written on or read from RAM.RAMchips store information temporarily, and the computer can write, read and erase informationon them. RAM chips are erased each time the computer is turned off. Both RAM and ROM

are found on the mother board in the form of chips.



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EXTERNAL MEMORY

These are devices that are used to store data when the computer is turned off. it is meantfor external use with the same system or other systems.

FLOPPY DISK (AUXILLIARY MEMORY)

A soft magnetic disk, floppy disks (often called floppies or diskettes) are portable, becauseyou can remove them from a disk drive. Disk drives for floppy disks are called floppy drives.Floppy disks are slower to access than hard disks and have less storage capacity, but theyare much less expensive. And most importantly, they are portable.

Floppies come in three basic sizes:

8-inch: The first floppy disk design, invented by IBM in the late 1960s and used in the

early 1970s as first a read-only format and then as a read-write format. The typical

desktop/laptop computer does not use the 8-inch floppy disk.

5-inch: The common size for PCs made before 1987 and the predecessor to the 8-inch

floppy disk. This type of floppy is generally capable of storing between 100K and 1.2MB(megabytes) of data. The most common sizes are 360K and 1.2MB.

3-inch: Floppy is something of a misnomer for these disks, as they are encased in a rigid

envelope. Despite their small size, microfloppies have a larger storage capacity than their

cousins -- from 400K to 1.4MB of data. The most common sizes for PCs are 720K (double-

density) and 1.44MB (high-density). Macintoshes support disks of 400K, 800K, and 1.2MB.

HARD DISKFREDYS SYSTEMS CONSULT LIMITED.

2ND FLOOR HAMMAN YERO HOUSE, No. 191 MOHD MUSTAPHA WAYJIMETA YOLA, ADAMAWA STATE Email: [email protected]

COMPUTER TRAINING COURSE HANDBOOK

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The hard disk is the most popular data storage .medium. it is the storage that is built along

with the computer the hard disk that are available nowadays generally have storage

capacity of 500 megabyte onwards to allow better performance.

COMPACT DISK

A compact disc (or CD) Is an optical disk used to store digital data, originally developed forstoring digital audio. It is a standard playback format for commercial audio recording.

USB FLASH DRIVE

A USB flash drive is a removable storage device that generally works with window

98/ME/2000/XP. Window 98 requires a driver to be installed .USB flash drives are also

known as pen drives, thumb drives, flash drives, USB keys and a wide variety of other

names.



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POWER SUPPLY UNIT (POWER PACK)

A power supply unit (sometimes abbreviated power supply or PSU) is a device or system that

supplies electrical or other types of energy to an output load or group of loads.



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CHAPTER TWO

INTRODUCTION TO MICROSOFT WORD

Microsoft Office is a software package that offers new features for sharing data and documents, itincludes several programs to help you accomplish many tasks such as word,excel,powerpoint,access, . Each Office program has features that make it easy to you to take advantage of the World

Wide Web(WWW).

2. THE ROLE OF MS WORD AS A WORD PROCESSOR

Word lets you produce professional documents quickly and effectively. You can use Word to createletters, manuals, newsletters and brochures.

2.1 FEATURES OF MICROSOFT WORD

Editing

Word offers many features that help you work with text in a document. You can easily edit text,rearrange paragraphs and check for spelling mistakes.FormattingWord offers features that help you change the appearance of a document. You can add pagenumbers, center text and use various fonts in a document.Printing

You can produce a paper copy of a Word document. Word lets you see on the screen exactly whatthe printed document will look like.

2.3 START MICROSOFT WORDWhen you start Word, a blank document appears. You can type text into this document.

1. Move the mouse pointer over Start on the taskbar and then press the left mousebutton.

2. Move the mouse pointer over Programs.3. Move the mouse pointer over Microsoft Word and then press the left mouse

button. The Microsoft Word window appears, displaying a blank document. If you are starting Word for the first time, the Office Assistant welcome

appears.4. To start using Word, move the mouse pointer over the Start using Microsoft

Word option and then press the left mouse button. To hide the Office Assistance, move the mouse over the Close Button and then

press the left mouse button.

2.4 ENTERING TEXT AT THE INSERTION POINTWord lets you type text into your document quickly and easily. The flashing line on your screen,called the insertion point. Indicates where the text you type will appear. Type the text. When youreach the end of a line, Word automatically wraps the text to the next line. You only need to pressEnter when you want to start a new line or paragraph. This is called Word Wrap.Word underlines misspelled words in red and grammar mistakes in green.



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THE WORD SCREEN

The Word Screen displays several bars to help you perform task efficiently. But you may besurprised by what you see when you first start Office Word 2007 because the menus and toolbarshave been replaced with the Ribbon. The Ribbon is designed to help you quickly find commands thatyou need to complete a task. Commands are organized in logical groups which are collected togetherunder Tabs.

UNDERSTANDING WORD 2007 SCREEN ELEMENTS

Description of some important elements

Office Button:Opens the Office menu, from which you can open, save, print, and startnew document.

Quick Access Toolbar: Contains buttons to help you quickly select commonly usedcommands, such as save, undo and redo.



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The Title Bar: Next to the Quick Access toolbar is the Title bar. The Title bar displays thetitle of the document on which you are currently working. Word names the first new document youopen Document1. When you save your document, you assign the document a new name.

The Ribbon: In Microsoft Word 2007, you use the Ribbon to issue commands. The Ribbon islocated near the top of the screen, below the Quick Access toolbar. At the top of the Ribbon areseveral tabs; clicking a tab displays several related command groups. Within each group are relatedcommand buttons. You click buttons to issue commands or to access menus and dialog boxes. Youmay also find a dialog box launcher in the bottom-right corner of a group. Clicking the dialog boxlauncher gives you access to additional commands via a dialog box

Ruler:Allows you to change margin and tab settings for your document. You can use theruler to change the format of your document quickly.

The Text Area: Just below the ruler is a large area called the text area. You type yourdocument in the text area. The blinking vertical line in the upper-left corner of the text area is the

cursor. It marks the insertion point. As you type, your text displays at the cursor location.



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appear.Move the mouse cursor where you want to place the insertion point and then press the left mouse

button. The insertion point appears in the new location. You can also use the arrow keys on yourkeyboard to move the insertion point one line or character in any direction. You cannot move theinsertion point below the horizontal line displayed on the screen. To move this line, position theinsertion point after the last character in the document and then press ENTER several times.

To scroll up one line, move the mouse pointer over the Scroll Up arrow and thenpress the left mouse button.

To scroll down one line, move the mouse pointer over the Scroll Down arrow andthen press the left mouse button.

To quickly scroll through your document, move the mouse pointer over the ScrollBox, press and hold down the left mouse button and then move the mouse pointer upor down the scroll bar. Then release the mouse button.

The location of the scroll box indicates which part of the document you are viewing. Toview themiddle of the document, move the scroll box halfway done the scroll bar.

2.7 SAVING A DOCUMENTYou should save your document to store it for future use. This lets you later retrieve the documentfor reviewing or editing.

To save documents follow these steps:1. Move the mouse over the Save button on the quick access tool bar and then press the left

mouse button. The Save As dialog box appears. Note: If you previously saved the document,the Save As dialog box will not appear since you have already named the document.

2. Type a name for the document.3. Move the mouse pointer over save button and then press the left mouse button. Word saves

the document and displays the name at the top of the screen. To avoid loosing your work,you should regularly save changes you make to the document by clicking the Save button onthe quick access tool bar.

SAVE A DOCUMENT WITH A NEW NAME1. Move themouse pointer over Office Button and then press the left mouse button.2. Move the mouse pointer to point over Save As and then move the mouse pointer to select

appropriate option, and then press the left mouse button. E.g. Word Document or Word 97-2003 Document if you are saving the file for lower version of window.

3. Perform steps 2 and 3 above.

2.8 PREVIEW A DOCUMENT

You can use the Print Preview feature to see how your document will look when printed.Move the mouse pointer over the Office Button and then press the left mouse button. Move themouse pointer to point over print and then move the mouse pointer over print preview and then pressthe left mouse button. The Print Preview window appears. If your document contains more than one

page, use the scroll bar to view the other pages.To close the Print Preview window, move the mouse pointer over Close Print Preview and then press

the left mouse button.2.9 PRINTING A DOCUMENTYou can produce a paper copy of the document displayed on your screen.Move the mouse anywhere over the document or page you want to print and then press the leftmouse button. To print part of the document, select the text you want to print.

1. Move the mouse pointer over Office Button and then press the left mouse button.2. Move the mouse pointer over Print and then press the left mouse button, The Print dialog box

appears.3. Move the mouse over the print option you want to use and then press the left mouse button.

ALL - Prints every page in the document.Current page Prints the page containing the insertion point.

Pages Prints the pages you specified.Selection Prints the text you selected.



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If you selected Pages, type the pages you want to print (example: 1, 3, 5 or 2-4).4. Move the mouse pointer overOKand then press the left mouse button.

QUICKLY PRINT ENTIRE DOCUMENT To quickly print an entire document, move the mouse pointer over the Office Button

and then press the left mouse button. Move the mouse pointer to point over print and then move the mouse point over quick

print and then press the left mouse button. Type in the file name Move the mouse pointer over save and then press the left mouse button.

2.10 CREATE A NEW DOCUMENT

You can create a new document to start writing a letter, report or memo.1. Move the mouse pointer over the Office Button and then press the left mouse button.2. Move the mouse pointer over new and then press the left mouse button.3. Move the mouse pointer over blank document and then press the left mouse button.4. Move the mouse pointer over create and then press the left mouse button.

A new document appears. The previous document is now hidden behind the new document. Think ofeach document as a separate piece of paper. When you create a document, you are placing a new

piece of paper on the screen.

2.11 SWITCH BETWEEN DOCUMENTSWord lets you have many documents open at once. You can easily switch from one open documentto another.

1. To display a list of all open documents, move the mouse pointer over View Tab and then

press the left mouse button.

2. Move the mouse pointer over switch windows dropdown arrow on the window group and

then press the left mouse button.3. Move the mouse pointer over the document you want to display and then press the left mousebutton. The document appears. Word displays the name of the document at the top of yourscreen.

2.12 CLOSING A DOCUMENTWhen you finish working with a document, you can close the document to remove it from yourscreen. When you close a document, you do not exit the Word program. You can continue to workon other Word documents.

1. To close a document, move the mouse pointer over Office Button and then press the leftmouse button.

2. Move the mouse pointer over Close and then press the left mouse button. Word removes thedocument from the screen. If you had more than one document open, the second lastdocument you worked on appears on the screen.

2.13 EXITING WORD

When you finish using Word, you can exit the program. Save all open documents before exitingWord. You should always exit all programs before turning off your computer.

1. Move the mouse pointer over Office Button and then press the left mouse button.2. Move the mouse pointer over Exit Word and then press the left mouse button. The Word

window disappears from the screen.

2.14 OPENING A DOCUMENT



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You can open a saved document and display it on your screen. This allows you to review and makechanges to your document.

1. Move the mouse pointer over the Office Button and then press the left mouse button. Theopen dialog box appears.

2. Move the mouse pointer over the name of the document you want to open and then press theleft mouse button.

3. To see the contents of the document, move the mouse pointer over Preview button in the

open dialog box and then press the left mouse button.4. To open the document, move the mouse pointer over Open button and then press the leftmouse button. Word opens the document and displays it on the screen. You can now reviewand make changes to the document.

Word remembers the names of the last four documents you worked with. You canquickly open any of these documents.

1. Move the mouse pointer over File and thenpress the left mouse button.2. Move the mouse pointer over the name of the document you want to open and then press

the left mouse button.

2.15 CHANGING THE VIEW

Word offers four different ways to display your document. You can choose the view that best suitsyour needs. When you first start Word, the document appears in the Normal view.1. To change the view, move the mouse pointer over View Tab and then press then mouse

button.2. Move the mouse over the view you want to use on the Document View group and then press

the left mouse button. The document appears in the new view. To quickly change the view,move the mouse pointer over one of the view options at the bottom right corner of the screenand then press the left mouse button.

THE FOUR VIEWSDraft View: This view simplifies the document so you can quickly enter, edit and format

text. The Draft view does not display top or bottom margins, headers, footers or page numbers.

Web Layout View: This view displays documents so they are easy to read on the screen. Theweb layout view displays a document map, which lets you move quickly to specific locations in yourdocument.

Print Layout View: This view displays the document exactly as it will appear on a printedpage. The Print Layout view displays top and bottom margins, headers, footers and page numbers.

Outline View: This view helps you review and work with the structure of a document. Youcan focus on the main headings by hiding the remaining text.

2.16 ZOOMING IN OR OUTWord lets you enlarge or reduce the display of text on your screen. Changing the zoom setting willnot affect the way the document appears on a printed page

When you first start Word, the document appears in the 100% zoom setting.1. To display a list of zoom settings: move the mouse pointer over the Zoom on the Zoom

group and then press the left mouse button.2. Move the mouse over the setting you want to use and then press the left mouse button.

The document appears in the new zoom setting.

You can edit your document as usual. To return to the normal zoom setting, repeat theabove procedure.



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2.17 DISPLAYING THE RULER:You can use the ruler to position text on a page. You can display or hide the ruler at anytime. Whenyou first start Word, the ruler is displayed on your screen. Hiding the ruler provides a larger and lesscluttered working area.

1. To display or hide the ruler, move the mouse pointer over View Tab and then press theleft mouse button.

2. Move the mouse pointer over Ruler on the Show/Hide group and then press the leftmouse button. A check mark () beside Ruler tells you the ruler is currently displayed.Word displays or hides the ruler.

2.18 DISPLAYING BUTTONS ON THE QUICK ACCESSS TOOLBARWord offers several buttons that you can hide or display at any time. Each buttons help you quickly

perform common tasks. When you first start WORD, the Quick Access Toolbars appear on thescreen.

1. To display or hide a button, move the mouse pointer over Quick Access Toolbar morebuttons drop down and then press the left mouse button.

2. A list of buttons appears. A check mark () beside a toolbar name tells you the toolbar iscurrently displayed.

3. Move the mouse pointer over the name of the button you want to display or hide and thenpress the left mouse button. Word displays or hides the button you selected.

2.19 INSERTING TEXTYou can add new text to your document. The existing text will move to make room for the text youadd.

1. Move the mouse cursor to where you want to insert the new text and then press theleft mouse button.

2. Type the text you want to insert. To insert a blank space, press the Spacebar.The words to the right of the new text move forward.

INSERTING A BLANK LINE1. Move the mouse cursor to where you want to insert a blank line and then press the left

mouse button.2. Press ENTERon your keyboard to insert the blank line. The text following the blank line

moves down one line.

SPLIT A PARAGRAPH1. Move the mouse cursor to where you want to split a paragraph in two and then press

the left mouse button.2. Press ENTER on your keyboard twice.

2.20 DELETE TEXTYou can easily move text you no longer need. The remaining text moves to fill any empty spaces.

Move the mouse cursor to the right of the first character you want to delete and then press the leftmouse button.Press Backspace on your keyboard once for each character or space you want to delete. You canalso use Delete on your keyboard to remove characters. Move the mouse cursor to the left of the firstcharacter you want to remove and then press the left mouse button.Press Delete once for each character or space you want to remove.



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DELETE A BLANK LINE1. Move the mouse cursor to the beginning of the blank line you want to delete and then

press the left button.2. Press Backspace on your keyboard to remove the blank line. The text following the

blank line moves up one line.

JOIN TWO PARAGRAPHS1. Move the mouse cursor to the left of the first character in the second paragraph and

then press the left mouse button.2. PressBackspace on your keyboard until the paragraphs are joined.

DELETE SELECTED TEXTYou can delete a section of text you have selected.

1. Select the text you want to delete.2. Press Delete on your keyboard to remove the text.

2.21 UNDO LAST CHANGE

Word remembers the last changes you made to your document. If you regret these changes, you cancancel them by using the Undo feature. The Undo feature can cancel your last editing and formattingchanges.To undo your last change, move the mouse pointer over Undo button on the Quick Access Toolbarand then press the left mouse button.Word cancels the last change you made to your document. You can repeat undo to cancel previouschanges you made.To reverse the results of using the Undo feature, move the mouse pointer over Redo button on theQuick Access Toolbar and then press the left mouse button.

2.22 MOVE TEXT

You can reorganize your document by moving text from on location to another.

1. Select the text you want to move.2. Move the mouse cursor anywhere over the selected text.3. Press and hold down the left mouse button as your move the mouse pointer with asmall

rectangle attached to it to where you want to place the text. The text will appear whereyou position the dotted insertion point on your screen.

4. Release the left mouse button and the text moves to the new location.

UNDO MOVETo immediately move the text back, move the mouse pointer over Undo and then press the leftmouse button.

MOVING TEXT USING CLIPBOARD1. Select the text you want to move.2. Move the mouse pointer over Cut button on the Clipboard group and then press the left

mouse button. The text you selected disappears from the screen.3. Move the mouse cursor to where you want to place the text and then press the left mouse

button.4. Move the mouse pointer over Paste button on the Clipboard group and press the left

mouse button. The text appears in the new location.

COPY TEXTYou can place a copy of text in a different location in your document. This will save you time since

you do not have to retype the text.1. Select the text you want to copy.



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2. Move the mouse cursor anywhere over the selected text.3. Press and hold down CTRL on your keyboard.4. Still holding down CTRL, press and hold down the loft mouse button as you move me

mouse to where you want to place the copy. The text will appear where you position thedotted insertion point on your screen.

5. Release the left mouse button and then release CTRL. A copy of the text appears in thenew location.

UNDO COPY

To immediately remove the copy, move the mouse pointer over Undo button on the Quick AccessToolbar and then press the left mouse button.

COPY TEXT USING CLIPBOARD1. Select the text you want to copy.2. Move the mouse pointer over Copy button on the Clipboard group and then press the left

mouse button. The text selected remains on the same screen.3. Move the mouse cursor to where you want to place the copy and then press the left

mouse button.

4. Move the mouse pointer over Paste button on Clipboard group and then press the leftmouse button. A copy on the text appears in the new location.

2.23 FIND TEXT

You can use the Find feature to locate a word or phrase in your document.1. Move the mouse pointer over Find on the Editing group and then press the left mouse

button. The Find And Replace dialog box appears.2. Type the text you want to find.3. To start the search, move the mouse pointer over Find Next and then press the left mouse

button. Word highlights the first matching word it finds.4. To find the next matching word, move the mouse pointer over Find Next and then press

the left mouse button. You can end the search at any time. To end the search, move themouse pointer over Cancel and then press the left mouse button.5. Repeat Find next until a dialog box appears; telling you the search is complete.6. To close the dialog box, move the mouse pointer over OK and then press the left mouse

button.7. To chose the Find and Replace dialog box, move the mouse pointer over Cancel and then

press the loft mouse button.

2.24 REPLACE TEXTThe replace feature can locate and replace every occurrence of a word or phrase in your document.This is ideal if you have frequently misspelled a name.

1. Move the mouse pointer over Replace on the Editing group and then press the left mousebutton. The Find and Replace dialog box appears. -2. Type the text you want to replace with new text.3. Press Tab on your keyboard to move to the replace with box. Then type the new text.4. To start the search, move the mouse pointer over Find Next and then press the left mouse

button.5. Word highlights the first matching word it finds.6. Move the mouse pointer over one of these options and then press the left mouse button.

Find Next Ignore the word.Replace Replace the word.Replace All Replace the word and all other matching words in the Document.

You can end the search at anytime. To end the search, move the mouse pointer over Cancel orClose and then press the left mouse button.



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Repeat Find Next, Replace or Replace All until a dialog box appears, telling you the search is

complete.

To close the dialog box, move the mouse pointer over OK and then press the left mouse

button.

2.25 CHECK SPELLING AND GRAMMARWord offers a Spelling and Grammar feature to help you find and correct errors in your document.Word automatically underlines misspelled words in red and grammar mistakes in green. The red andgreen underlines will not appear when you print your document. Word automatically correctscommon spelling errors as you type.

1. Move the mouse pointer over Review Tab and the press the left mouse button.2. Move the mouse pointer over Spelling and Grammar on the Proofing group and then press

the left mouse button. The Spelling and Grammar dialog box appears.3. To select one of the suggestions, move the mouse pointer over the suggestion and then press


4. Move the mouse pointer over Change and then press the left mouse button.5. To skip the error and continue checking the document, move the mouse pointer over Ignoreand then press the left mouse button.

6. To skip the error and all occurrences of the error, move the mouse pointer over Ignore Alland then press the left mouse button.

Correct or ignore misspelled words and grammar mistakes until a dialog box appears, telling you thespelling and grammar check is complete.

To close the dialog box, move the mouse pointer over OK and then press the left mousebutton.

2.26 USING THE THESAURUSYou can use the Thesaurus to replace a word in your document with one that is more suitable.

1. Move the mouse cursor anywhere over the word you want to replace and then press the leftmouse button.

2. Move the mouse pointer over Review Tab and then press the left mouse button.3. Move the mouse pointer over Thesaurus and then press the left mouse button. The Thesaurus

dialog box appears on the Task pane.4. Move the mouse pointer over the correct meaning of the word and then press the left mouse

button.5. To select the word you want to use, move the mouse pointer over the word and then press the

left mouse button.6. To replace the word in the document, move the mouse pointer over Replace and then press

the left mouse button. Your selection replaces the word in the document.If the Thesaurus does not offer a suitable replacement for the word, move the mouse pointer overCancel and then press the left mouse button to close the dialog box.

2.27 BOLD, ITALIC AND UNDERLINEYou can use the Bold. Italic and Underline features to emphasize information in your document.

1. Select the text you want to change.2. Move the mouse pointer over one of the following options on the Font group and then press

the left mouse button.B--BoldI-- ItalicU--Underline

The text you selected appears in the new style. To deselect text, move the mouse cursor outside the

selected area and then press the left mouse button. To remove a bold, italic or underline style, repeatsteps I and 2.



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2.28 CHANGE ALIGNMENT OF TEXTYou can enhance the appearance of your document by aligning text in different ways.

1. Select the text you want to align differently.2. Move the mouse pointer over one of the options for changing text alignment on the Paragraph

group and then press the left mouse button.

The text displays the new alignment. To deselect text, move the mouse cursor outside the selectedtext area and then press the left mouse button.

2.29 CHANGE FONT OF TEXTYou can enhance the appearance of your document by changing the design of the text.

1. Select the text you want to change.2. To display a list of the available fonts, move the mouse pointer over the font drop list arrow

on the Font group and press the left mouse button.3. Move the mouse pointer over the font you want to use and then press the mouse button.

The text you selected changes to the new font. To deselect text, move the mouse cursor outside the

selected text area and then press the left mouse button.

2.30 CHANGE SIZE OF TEXTYou can increase or decrease the size of text in your document. Smaller text lets you fit moreinformation on a page, but larger text is easier to read. Word measures the size of text in points.

1. Select the text you want to change.2. To display a list of the available sizes, move the mouse pointer over the font size drop-list

arrow on the Font group and then press the left mouse button.3. Move the mouse pointer over the size you want to use and, then press the left mouse button.

2.31 CHANGE APPEARANCE OF TEXT

You can increase or decrease the size of text in your document. Smaller text lets you fit moreinformation in a page, but larger text is easier to read. Word measures the size of text in points1. Select the text you want to change.2. To display a list of the available sizes, move the mouse pointer over the font size drop-list

arrow on the Font group and then press the left mouse button.3. Move the mouse pointer over the size you want to use and then press the left mouse button.

2.32 CHANGE APPEARANCE OF TEXTYou can make text in your document look attractive by using various fonts. sizes, styles, underlinesand special effects.

1. Select the text you want to change.2. Move the mouse pointer over Font group Dialog box Launcher and then press the leftmouse

button. The Font dialog box appears.3. Move the mouse pointer over the Font tab and then press the left mouse button.4. To change the design of the text, move the mouse pointer over the font you want to use and

then press the left mouse button.5. To change the style of the text, move the mouse pointer over the style you want to use and

then press the left mouse button.6. To change the size of the text, move the mouse pointer over the size.7. To select an underline style, drop the underline list, move the mouse pointer over the

underline style you want to use and then press the left mouse button.8. To select a text effect, move the mouse pointer over the effect you want to use and then press


9. To change the selected text, move the mouse pointer over OK and then press the left mousebutton.



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Underline Style Effects

Single Strikethrough

Double ShadowShadow

Dash

Wave

2.33 CHANGE TEXT COLORYou can change the color of text to draw attention to headings or important information in yourdocument.

1. Select the text you want to color.2. To select a color, move the mouse pointer over the font color drop-list arrow on the Font

group and then press the left mouse button.3. Move the mouse pointer over the color you want to use and then press the left mouse button.

REMOVING TEXT COLOR

To remove a color from text, repeat steps 1 to 3 selecting Automatic in step 3.

2.34 HIGHLIGHT TEXT

You can highlight important text in your document. Highlighting text is useful for marking text youwant to verify later.

1. Select the text you want to highlight2. To select a color, move the mouse pointer over the highlight drop-list arrow on the Font

group and then press the left mouse button.3. Move the mouse pointer over the color you want to use and then press the left mouse button.

REMOVING HIGHLIGHT

To remove a highlight, repeat steps 1 to 3, selecting None in step 3.

3.35 COPY FORMATTING

You can easily make one area of text look exactly like another.1. Select the text that displays the format you want to copy.2. Move the mouse pointer over Format Painter button on the Clipboard group and then press

the left mouse button.3. Select the text you want to display the copied format.

2.36 ADD A BORDER

You can add a border to emphasize an area of text in your document.1. Select the paragraph(s) you want to display a border.

2. Move the mouse pointer over borders drop-list arrow on the Paragraph group and then pressthe left mouse button.

3. Move the mouse pointer over the type of border you want to add and then press the leftmouse button.

REMOVE A BORDER

Select the paragraph(s) you no longer want to display a border. Then perform step 2 and 3.Selecting No Border in step 3.

2.37 INSERT A SYMBOL

You can insert symbols that do not appear on your keyboard into your document.1. Position the insertion point where you want the symbol to appear in the document and then



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press the left mouse button.2. Move the mouse pointer overInsert Tab and then press the left mouse button.3. Move the mouse pointer over Symbols drop list arrow on the Symbol group and then press

the left mouse button.4. Move the mouse pointer over symbol drop list arrow and then press the left mouse button.

The current sets of symbols are displayed. To display more symbols move the mouse pointerover more symbols and then press the left mouse button. Symbol dialog box appears.

5. To display another set of symbols, move the mouse over Font droplist arrow and then pressthe left mouse button.6. Move the mouse pointer over the set of symbols you want to view and then press the left

mouse button.7. Move the mouse pointer over the symbol you want to place in the document and then press

the left mouse button.8. To insert the symbol into the document, move the mouse pointer overInsert button and then

press the left mouse button.9. To close the Symbol dialog box, move the mouse pointer overClose and then press the left

mouse button.

2.38 ADD BULLETS OR NUMBERSYou can separate items in a list by beginning each item with a bullet or number.

1. Select the text you want to display bullets or numbers.2. Move the mouse pointer overHome Tab and then press the left mouse button.3. Move the mouse pointer over Bullets or Numbering drop list arrow on the Paragraph group

and then press the left mouse button.4. Move the mouse pointer over the style you want to use and then press the left mouse button.

REMOVING BULLETS OR NUMBERSTo remove bullets or numbers from the document, perform steps 1 to 4, selecting None in step 4.

ADD BULLETS OR NUMBERS AS YOU TYPE

1. Move the mouse cursor to where you want the first number or bullet to appear and thenpressthe left mouse button.

2. Type 1. Or * followed by a space. Then type the first item in the list.3. Press ENTER on your keyboard and Word automatically starts the next item with a number or

bullet.To end the numbered or bulleted list, press ENTER on your keyboard twice.

2.39 CHANGE LINE SPACING

You can change the amount of space between the lines of text in your document to make yourdocument easier to review and edit.

1. Select the paragraph(s) you want to change to new line spacing.2. Move the mouse pointer overHome Tab and then press the left mouse button.3. Move the mouse pointer overParagraph Dialog Launcher on the Paragraph group and then

press the left mouse button. The Paragraph dialog box appears.4. Move the mouse pointer over the Indents and Spacing tab and then press the left mouse

button.5. To display a list of the available line spacing options, move the mouse pointer over line

spacing box and then press the left mouse button.

6. Move the mouse pointer over the line spacing option you want to use and then press the leftmouse button.



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7. Move the mouse pointer overOKand then press the left mouse button. Word automatically increases the spacing of lines that contain large characters.

2.4O INDENT PARACRAIHS

You can use the Indent feature to set off paragraphs in your document. The symbol on the left andright end of the horizontal Ruler lets you indent paragraphs.

Left end of the rulerIndent first lineIndent all but first lineIndent all lines

Right end of the ruler() Indent the right edge of all lines.

1. Select the paragraph(s) you want to indent.2. Move the mouse pointer over an indent symbol and then press and hold down the left

mouse button as you move the symbol to a new position on the ruler. A line shows

the new indent position.3. Release the left mouse button and Word indents the paragraph(s) you selected

QUICKLY INDENT ALL LINES IN A PARAGRAPH

1. Select the paragraph(s) you want to indent.2. Move the mouse pointer over one of the following indent option button on the

Paragraph group and then press the left mouse button.

Decrease Indent (Move paragraph to the left)Increase indent (Move paragraph to the right)

CHANGE TAB SETTINGS

You can use tabs to line up columns of information on your document. Word offers four types oftabs. Word automatically places a tab every 0.5 inches across each page.

I. To add a tab, select the text you want to contain the new tab. To add a tab to text you areabout to type, move the position the insertion point where you want to type the text.

2. Move the mouse pointer over the Tab section and then press the left mouse button untilthe type of tab you want to add appears.

3. Move the mouse pointer over the bottom half to the ruler to where you want to add the taband then press the left mouse button.

USING TABS

1. To use a tab, position the insertion point at the beginning of the line you want to move acrossand then press the left mouse button.

2. Press TAB key on your keyboard and the insertion point moves to the first tab.

2.41 CHANGE TAB SETTINGS



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You can easily move a tab to a different position on the ruler.1. Select the text containing the tab you want to move.2. Move the mouse pointer over the tab and then press and hold down the left mouse button as

you move the tab along the ruler to a new location. A line shows the new position.3. Release the left mouse button and the test containing the tab moves to the new position.

REMOVING A TAB

When you no longer need a tab, you can remove it from the ruler.1. Select the text containing the tab you want to remove.2. Move the mouse pointer over the tab and then press and hold down the left mouse button as

you move the tab downward off the ruler.3. Release the left mouse button and tab disappears from the ruler.

To move text back to the left margin, position the insertion point to the left of the first character inthe paragraph(s) and then press Backspace key on your keyboard.

ADD PAGE NUMBERS

You can have Word number the pages in your document.1. Display the document in the Print Layout view. Word does not display page numbers in Draft

view.2. Move the mouse pointer over Insert Tab and then press the left mouse button.3. Move the mouse pointer over Page Number Drop list arrow on the Header and Footer group

and then press the left mouse button.4. Point to either top of the page or bottom of the page5. Move the mouse pointer over the page style of choice and then press the left mouse button.6. To hide page numbers on the first page of the document, move the mouse pointer over Option

drop list arrow on the Option groupand then press the left mouse button7. Move the mouse pointer over different page and press the left mouse button to check mark it8. When you are through move the mouse pointer over close Header and Footer and then press


If you add, remove or rearrange text in your document, Word will automaticallyadjust the page numbers for you.

ADD COVER PAGE

1. Move the mouse pointer over Insert Tab and then press the left mouse button2. Move the mouse pointer over Cover Page drop list arrow on the Pages group and then press

the left mouse button. The cover page list is displayed3. Move the mouse pointer over cover page of choice and then press the left mouse button.

2.42 ADD FOOTNOTES

A footnote appears at the bottom of a page to provide additional information about text in yourdocument. Word insures that the footnote text always appear on the same page as the footnotenumber.

1. Display the document in the Print Layout view.2. Position the insertion point where you want the number of the footnote to appear.3. Move the mouse pointer over References Tab and then pres the left mouse button.4. Move the mouse pointer over Insert Footnote on the Footnotes groupand then press the left

mouse button. The number of the footnote appears in the document.5. Type the text for the footnote. You can format the text as you would format any text in a

document.

If you add or remove footnotes in your document, word will automatically renumber

the footnotes for you. To redisplay the footnote text so you can edit the footnote, double-click the footnote



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number.

DELETING A FOOTNOTE

1. Select the number of the footnote in the document.2. Press Delete key on your keyboard.

2.43 ADD A HEADER AND FOOTER

You can add a header and footer to each page of your document. A header appears at the top of eachpage while footer appears at the bottom of each page.1. Display the document in the Print Layout view. Word does not display headers and footer in

the Draft view.2. Move the mouse pointer over Insert Tab and then press the left mouse button3. Move the mouse pointer over Header orFooter drop list arrow on the Header and Footer group

and then press the left mouse button.4. Header or Footer list appears, move the mouse pointer over the Header or Footer of choice and

then press the left mouse button.5. To create a header, type the header text. You can format the text as you would format any text

in a document.

To return to the header area at anytime, repeat step 5.6. When you have finished creating the header and footer, move the mouse pointer overClose

and then press the left mouse button.

EDIT A HEADER OR FOOTER

1. To edit a header or footer, repeat steps 1 to 6 above.

2.44 INSERT A PAGE BREAK

If you want to start a new page at a specific place in your document, you can insert a page break. Apage break shows where one page ends and another begins.

1. Move the mouse cursor to where you want to start a new page and then press the left mousebutton.2. Move the mouse pointer over Page Layout Tab and then press the left mouse button.3. Move the mouse pointer over Insert Page and Section Breaks drop list arrow on the Page Setup

group and then press the left mouse button.4. Move the mouse pointer overPage and then press the left mouse button.

If the document is displayed in the Draft View, a line with the words Page Breakappears across the screen. The Page Break line shows where one page end andanother begins. The line will not appear when you print the document.

When you fill a page with text, word automatically starts a new page by inserting apage break for you.

REMOVING A PAGE BREAK

Display the document in the Draft view.Move the mouse cursor over the Page Break line and then press the left mouse button.Press Delete key on your keyboard.

2.45 INSERT A SECTION BREAKYou can divide your document into sections so you can format each section separately. You need to

divide a document into sections to change margins, create columns or vertically center text for onlypart of your document.



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then press the left mouse button.3. Move the mouse pointer over the margins you want to move and then press and hold down the

left mouse button as you move the margin to a new location. A line shows the new location. Toview the exact measurement of a margin from the edge of the page, press and hold down ALTon your keyboard as you perform step 2.

4. Release the left mouse button and the margin moves to the new location.5. Repeat steps 2 and 3 for each margin you want to move.

6. To close the Print Preview window, move the mouse pointer over Close and then pres the leftmouse button.

2.47 CREATE NEWSPAPER COLUMNS

You can display your text in columns like those found in a newspaper. This is useful for creatingdocuments such as newsletters and brochures.

1. Display the document in the Print Layout view. Word does not display newspaper columnsside-by-side in the Draft view.

2. Move the mouse cursor anywhere over the document or section you want to display innewspaper columns and then press the left mouse button. To create newspaper columns foronly part of the document, you must divide the document into sections.

3. Move the mouse pointer over Page Layout Tab and the press the left mouse button.4. Move the mouse pointer overColumns Drop list arrow on the Page Setup group and then

press the left mouse button.5. Move the mouse pointer over the number of columns you want to display and then press the

left mouse button. The text in the document appears in newspaper columns. Word fills onecolumn with text before starting a new column.

REMOVING NEWSPAPER COLUMNS

Repeat steps 2 to 4, selecting 1 Column in step 5 .

2.48 CREATE A TABLE

You can create a table to neatly display information in yourdocument. Word lets youdraw a tableon the screen as you would draw a table with a pen and paper.

1. Display the document in Print Layout view.2. To create a table, move the mouse pointer overInsert Tab and then press the left mouse

button.3. Move the mouse pointer over Table drop list arrow on the Table group.4. Move the mouse pointer over draw table and then press the left mouse button.5. Move the mouse Pencil to where you want the top left corner of the table to appear.6. Press and hold down the left mouse button as you move the mouse until the outline of the table

displays the size you want. Then release the mouse button.7. To add a line to the table, move the mouse pencil to where you want the line to begin.8. Press and hold down the left mouse button as you move the mouse pencil to where you want

the line to end. Then release the mouse button.9. Repeat steps 5 and 6 until you have added all the lines you want.10. When you finish adding lines, Repeat Steps 2-4, then move the mouse pointer overDraw

Table and then press the left mouse button.

2.49 CHANGE ROW HEIGHT OR COLUMN WIDTHAfter you have created a table, you can change the height of rows or the width of columns. A columnis a vertical line of boxes. A row is a horizontal line of boxes. A cell is one box.

CHANGING ROW HEIGHT1. Move the mouse cursor over the bottom edge of the row you want to change.



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2. Press and hold down the left mouse button as you move the column edge to a new position. Aline shows the new position.

3. Release the mouse button and the column displays the new width.

CHANGING COLUMN WIDTH

Move the mouse cursor over the right edge of the column you want to change.Press and hold down the left mouse button as you move the column edge to a new position. A line

shows the new position.Release the mouse button and the column displays the new width.

2.50 ERASE LINES

You can erase lines you do not need in your table.1. Move the mouse pointer over Design Tab and then press the left mouse button.2. Move the mouse pointer over Draw Border drop list arrow and then press the left mouse button3. Move the mouse pointer over Eraser and then press the left mouse button4. Move the mouse Eraser over the line you want to erase and then press and hold down the left

mouse button as you move the mouse Eraser along the line.5. Release the left mouse button and the line disappears

6. Repeat steps 3 and 5 to all the lines you want to erase.7. When you finish erasing lines, repeat steps 2-3 and then move the mouse pointer over Eraser

and then press the left mouse button.

2.51 ENTER TEXT INTO CELLS

You can easily enter text into the cells of a table. To quickly move through the cells in a table, pressthe arrow keys on your keyboard.

1. Move the mouse cursor over the cell where you want to type text and then press the left mousebutton. Then type the text.

2. Repeat step 1 until you have typed all the text. You can edit and format the text in a table asyou would edit and format any text in a document.

2.52 ADD A ROW OR COLUMN

You can add a row or column to your table if you want to insert additional information.

ADDING A ROW

Word will insert a row above the row you select.1. To select a row, move the mouse cursor to the left of the row and then press the left mouse

button.2. Move the mouse pointer over Layout Tab and then press the left mouse button.3. Move the mouse pointer over any of the options under Rows and Columns group and then

press the left mouse button. A new row appears.

ADDING A ROW TO THE BOTTOM OF A TABLE

1. Move the mouse cursor over the bottom right cell in the table and then press the left mousebutton

2. Press Tab on your keyboard.

ADDING A COLUMN

Word will insert a column to the left of the column you select.1. To select a column, move the mouse cursor to the top of the column and then press the left

mouse button.

2. Move the mouse pointer over Layout Tab and then press the left mouse button.3. Move the mouse pointer over any of the options under Rows and Columns group and then



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press the left mouse button. A new Column appears.

You can add a row or column by drawing a line for the new row or column.

2.53 DELETE A ROW OR COLUMN

You can delete a row or column you no longer need.1. To select the row you want to delete, move the mouse cursor to the left of the row and then

press the left mouse button. To select the column you want to delete, move the mouse cursor to

the top of the column and then press the left mouse button.2. Move the mouse pointer overLayout Tab and then press the left mouse button.3. Move the mouse pointer over Delete drop list arrow on the Rows and Columns group and then

press the left mouse button.4. Move the mouse pointer over Delete Rows or Delete Columns and then press the left mouse

button. The row or column disappears.

2.54 DELETING A TABLE

You can quickly remove an entire table from your document.1. To select all the cells in the table, move the mouse cursor to the left of the first row in the table.2. Press and hold down the left mouse button as you move the mouse pointer until you highlight

all the cells in the table. Then release the mouse button.3. Move the mouse pointer over Layout Tab and then press the left mouse button.4. Move the mouse pointer over Delete drop list arrow on the Rows and Columns group and then

press the left mouse button.5. Move the mouse pointer over Delete Table and then press the left mouse button. The table

disappears.

2.55 FORMAT A TABLE

Word offers many ready-to-use designs that you can choose from to give your table a newappearance.

1. Move the mouse cursor anywhere over the table you want to change and then press the left

mouse button.2. Move the mouse pointer over Design Tab and then press the left mouse button.3. Move the mouse pointer over the More Button drop list arrow on the Table Styles group and

then press the left mouse button4. Move the mouse pointer over the style of choice and then press the left mouse button. The table

displays the design you selected.

REMOVING AUTOFORMAT

Perform steps 1 to 4 above, selecting Table Grid in step 4.



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CHAPTER THREE

INTRODUCTION TO EXCELGetting started with MS EXCEL

3.0 Definition of Excel as a SpreadsheetA Spreadsheet package is a collection of cells arranged in rows and columns into which you enterlabels, values and formula. The labels are in form of alphanumeric data. Values are numbers andformulas are in form of functions e.g. Sum, Max, Count, Round, Mean etc.

3.1 Starting MS EXCEL

When you start Excel, a blank worksheet appears. You can enter data into this worksheet.1. Click on the Start button on the task bar.2. Click on Program Menu.3. Click on Microsoft Excel Menu4. To start using Excel, click on start using Microsoft Excel.

3.2 Explanation of the Screen Elements of MS EXCEL 2007The Excel Screen displays several items to help you perform tasks efficiently. This can be seen inthe diagram below.

Office button: Opens the Office menu, from which you can open, save, print, and start newworksheets.Quick Access Toolbar: A small toolbar next to the Office button contains shortcuts for some of themost common commands.Ribbon: A combination of menu bar and toolbar, offering tabbed "pages" of buttons, lists, andcommands.Name box: Displays the address of the current active cell where you work in the worksheet.



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Formula bar: Displays the address of the active cell on the left edge, and it also shows you thecurrent cell's contents.Sheet tabs: Excel 2007 contains 3 blank worksheet tabs by default. Click on the intended tab will goto the particular worksheet. Excel file is called Workbook. Each file has several worksheets. AWorkbook is similar to a three-ring binder that contains several sheet of paper.

Status bar: Reports information about the worksheet and provides shortcuts for changing the view

and the zoom.Zoom control: Use to zoom the Excel screen in or out by dragging the slider.

3.3 Features/Things Excel Can Help You Do As A Spreadsheet Program

Formulas and Function: It provides powerful tools to calculate and analyze data in your worksheet.Edit and Format Data: Excel lets you efficiently enter, edit and change the appearance of data inyour worksheets.Charts: It helps you create colorful charts using your worksheet data.

3.4 Worksheets Basics

A worksheet consists of rows, columns and cells

Row: A horizontal line of boxes. A number identifies each row.Column: A vertical line of boxes. A letter identifies each column.

Cell: one box in a worksheetCell Reference: A cell reference defines the location of each cell in a worksheet. A cell referenceconsist of a column letter followed by a row number e.g. a4, b8, cc5, ac5 etc.Active Cell: You enter information into the active cell. The active cell displays a thick border.

3.5 Entering Data into the Worksheet

You can enter data into your worksheet quickly and easily.1. Click on the cell you want to enter data and type the data.2. To enter the data and move down one cell, press Enter on your keyboard. If you want to move

one cell in any direction after you entered one data, press left, right, up or down arrow key on

the keyboard.3. Repeat steps 1 and 2 until you finish entering all the data.

Auto Complete

If the first few letters you type match another cell in the column, Excel will complete the text foryou.To keep the text Excel provides, press Enter on the keyboardTo enter different text, continue typing.

Long words

If text is too long to fit in a cell, the text will spill into the neighboring cell. If the neighboring cellcontains a data, Excel will display as much of the text as the column width will allow. If such asituation arises, increase the column width.

Long NumberIf a number is too long to fit in a cell, Excel will display the number in scientific form or as numbersigns (#). If this situation arises, increase the column width.

3.6 Completing a Series of Number/Text Automatically

Excel can save you time by completing a text or number series for you.

Text Series



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Excel completes a text series based on the text in the first cell. E.g. Mon, Tue, Wed... etc.

Number Series

Excel completes number series based on the numbers in the first two cells. These numbers tellExcel how much to add to each number to complete the series.

1. Enter the text or the first two numbers you want to start the series2. Select the cells containing the text or numbers you entered..

3. Move the mouse over the bottom right corner of the cell(s) (change to +).4. Press and hold down the left mouse button as you move the mouse + over the cells you want toinclude in the series, then release the mouse button. The cell displays the series.

3.7 Selecting Cells/Group of Cells/Rows/Columns

Before performing any task in Excel, you must select the cells you want to work with. Selected cellsappear highlighted on your screen.

Selecting Cells/Group of Cells/Rows/Columns

Before performing any task in Excel, you must select the cells you want to work with. Selected cellsappear highlighted on your screen.

Select One Cell

Click the cell you want to select. The cell becomes the active cell and displays a thick border.

Select Groups of Cells

1. Click on first cell you want to select2. Press and hold down the left mouse button as you move the mouse to highlight all the cells you

want to select. Then release the mouse button. To select multiple groups of cell, pressand hold down the Ctrl on your keyboard as

you repeat steps 1 and 2 for each group. Click on any cell to deselect the cell.

To Select a Row, Click on the Row number

To Select a Column, click on the Column letter

3.8 Scrolling Through a Worksheet

If your worksheet contains a lot of data, your computer screen cannot display all the data at once.You must scroll through the worksheet to view other areas.

Scroll Up or Down

To Scroll Up one row, move the mouse over and clickTo Scroll Down one row, click on

Scroll Left or Right

To Scroll left one column, Click on To Scroll right one column, Click on

3.9 Zooming in and out and Displaying ToolbarsExcel lets you enlarge or reduce the display of data on your screen. It will not affect the way dataappears on a printed page. The setting is 100%.

1. To display a list of zooms settings Click on View tab2. Click on zoom drop list arrow3. Click on Zoom. Zoom dialog box appears.4. Click on the Zoom Setting you want to use.

5. Click on OK.To return to the normal Zoom Setting, repeat steps 1-4. Click on Zoom Setting 100% in step 4



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and click on OK.

Display Buttons on the Quick Access Toolbars

1. Click on the More Buttons drop list arrow on the Quick Access Toolbar2. Click on a Button you want to display or hide.

A check Mark()beside a button name tells you the toolbar is currently displayed.3. To Display or Hide a Button, Click on thename of the Button.

3.10 Saving an Excel File Explanation of a Workbook.You should save your Workbook to store it for future use. This lets you later review and makechanges to the Workbook.

1. Click on (save button) on the Quick Access Toolbar.OR

2. Click on the Office Button3. Point to Save As4. Click on Excel Workbook5. The Save As dialogbox appears, type a name for the Workbook.6. Click on Save.

To avoid losing your work, you should regularly Save changes you make to a Workbook byClicking (save button) on the Quick Access Toolbar.

3.11 Creating a New Workbook and Switching between Workbooks

You can easily create another Workbook to store new data.1. Click on the Office Button.2. Click on New3. Click on create. A new workbook appears.

Switching Between WorkbooksExcel allows you open many workbooks at once. You can switch between all of your open

Workbooks.1. Click on View Tab.2. Click on Switch Window drop list arrow on the Window group.3. Click on the Workbook name you want to display.

3.12 Closing a Workbook, Exiting Excel and Opening an Existing Workbook

When you finish using a Workbook, you can

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