Introduction to Computers

Introduction to Computers
Module 1 Introduction to Computers

Objectives Introduction to ICT
Understand the terminology and uses of Information Technology Computer Components Understand the functions of various computer hardware and peripheral Computer Input Devices Recognize different types of Input devices and what they can be used for Computer Output Devices Recognize different types of output devices and what they can be used for Computer Sound Input and Output Devices Recognize different types of sound input devices and output devices and what they can be used for Storage Components Know the terminology relating to storage components Types of Storage Understand the different types of storage and their specific uses and capacities Operating Systems Know the basic features and terminology of Operating Systems Starting Windows ...

What is a Computer A computer is an electronic device that accepts data/information and processes it and give output (result) and also store data/information based on a program or sequence of instructions. Thus every Computer should be able to do the following; Accept data Process data Store data Give output DATA PROCESS INFORMATION STORAGE INPUT OUTPUT

Introduction to ICT What is Information Technology (IT)?
An Information Technology (IT) system processes, stores, and/or transfers (communicates) information Information can take many different forms such as text, numbers, pictures, sound, video, and multimedia To transfer information, IT systems use computers, telecommunications networks, and other electronic devices Because of the importance of communications in IT, the term Information and Communication Technology (ICT) is often preferred to IT Since IT involves many different and often highly specialized areas, it is often seen as a very daunting subject However, the basis of ICT is simply to help us to improve the way we deal with information in all areas of our lives What is ICT used for? ICT is used in business, academia, industry, government, heath care, etc. It is also an important part of our everyday activities

Introduction to ICT (2) Computers enable us to process information and perform specific tasks much more quickly than we could do ourselves ICT systems are very flexible and can be made to perform a variety of different tasks ICT networks (e.g., Internet) allow us to distribute and share information quickly, and over a very long distance Many developments in IT are designed to make our lives easier But people expectations of what they (and others) can achieve are often leading to unrealistic demands being placed on people and the technology around them We live in an "Information Society“ The effective use of information is regarded as the defining element of the 20th – 21st centuries, as important as the industrial revolution before it

Elements of a Computer System
A system is a group of interrelated and interdependent component working together to achieve a common goal. The elements of a Computer system are; Hardware Software People (Professional and End User) Procedure (Descriptions of how things are done, steps for accomplishing a result Data/Information Data consists of the raw facts and figures that are processed into information. Information – processed/transformed data.

Hardware Components (1)
Hardware represents the physical and tangible components of the computer, i.e., the components that can be seen and touched. Examples of Hardware are following: Input devices -- keyboard, mouse, touchscreens, etc. Output devices -- Printer, Monitor/VDU, Speakers etc. Secondary Storage devices -- Hard disk, CD, DVD, etc. Internal components -- CPU, motherboard, RAM, etc.

Computer Components (1)
The main components used to build a personal computer and other types of microcomputers are: Internal Components that is, they are located inside the computer case. The computer case is often times referred to as the system unit. External Components Some are connected externally, using ports A port is a kind of plug, usually located at the back of the computer Components located outside the computer's case are referred to as peripheral devices Because they use components, PCs are customizable.

You can add internal or external components for specific tasks, such as playing sound, and choose more powerful components to make a high performance PC Or you can specify less powerful, less expensive components for a basic office computer This means that PCs vary quite widely in terms of performance (the speed at which a computer performs different tasks), cost, and the sort of applications (software) that they can run. Computer components can be divided into the following categories: Microprocessors process instructions and perform calculations. Storage devices (memory and disks) hold data. Input devices (mouse and keyboard) let the user enter data. Output devices (monitor, speakers, and printer) (display data). Network devices (network card, modem) allow computers to transfer data to and from other computers.

The Motherboard A motherboard (or system board) Is a large printed circuit board with connections for all the other components in the computer The motherboard allows the components to exchange data It also houses the power supply The type of motherboard determines the types of CPU, memory, and hard disk and other peripherals that can be installed in the computer

The System Case The motherboard (and other internal components) is housed within a protective case, usually made of metal and plastic and often referred to as the "box." The design of the case can affect how many expansion cards and components can be added to the computer Some cases are designed to be easy to open and access to make maintenance of the computer simpler

Computer Devices (1) Ports and Peripheral Devices
A hardware port is a socket designed to allow the connection of extra devices, often outside the system case Such devices are referred to as peripherals Typical peripheral devices include the mouse, keyboard, monitor, and printer Even though they are located outside the case, such devices are often essential tar operating the computer Some parts are attached directly to the motherboard. Others may be attached to an expansion card plugged into the motherboard Traditionally, parts were always positioned at the back of the system case

Computer Devices (2)

Computer Devices (3) However, in many modern designs, some ports (notably USB and Fire wire connectors) may be provided on the front of the case, far easy access On a portable or laptop computer, ports are usually located at the back and sides of the case Ports used to connect the newest generation of USB memory devices are often referred to as slots Ports and connecting cables are always one of two genders: male connectors have pins; female connectors have holes. There are many different types of port, each requiring a different type of connector Input Device An input device is any device that is used to supply information to a computer A few examples at input devices are given below.

Input Devices Input Devices are components use to capture data/information electronically and is converted to a form that can be processed by the computer. BARCODE READER SCANNER BIOMETRICS MOUSE JOYSTICK DIGITIZER MICR MICROPHONE OCR KEYBOARD TRACK BALL LIGHT PEN

Central Processing Unit
The CPU handles the processing operation of the Computer. It manipulates data to process or transform it into information. It functions like the brain of the Computer.

Output Devices Output Devices
Output devices are components used to produced processed data and information in a form usable by people/end users. CRT MONITOR PRINTERS SPEAKER FLAT PANEL DISPLAY Thermal Printers Dot-Matrix Printers. Ink Jet Printers LaserJet Printers Multi Functional Printers PLOTTER

Keyboard Keyboard The most common input device is the keyboard, which is used both for text-based data input and for selecting commands. Keyboards usually have the following: Keys for the letters of the alphabet Keys for punctuation symbols Numbered keys or a numeric keypad (or both)

Keyboard (2) Typing (alphanumeric) keys: These keys include the letters, numbers, punctuations, and symbol keys that we use mostly in our daily life. Control keys: These keys are used alone or in combination with other keys to perform certain actions. The most frequently used control keys are Ctrl, Alt, the Windows logo key, and Esc. Function keys: The function keys are used to perform specific tasks. They are labeled as F1, F2, F3, and so on, up to F12. The functionality of these keys differs from program to program. Navigation keys: These keys are used for navigate in a long window pane such as documents or webpages and editing text. They include the arrow keys, Home, End, Page Up, Page Down, Delete, and Insert. Numeric keypad: The numeric keypad is handy for entering numbers quickly. The keys are grouped together in a block like a conventional calculator or an adding machine.

Keyboard (3) KEY NAME HOW TO USE IT SHIFT
Press Shift in combination with a letter to type an uppercase letter. Press Shift in combination with another key to type the symbol shown on the upper part of that key. CAPS LOCK Press Caps Lock once to type all letters as uppercase. Press Caps Lock again to turn this function off. Your keyboard might have a light indicating whether Caps Lock is on. TAB Press Tab to move the cursor several spaces forward. You can also press Tab to move to the next text box on a form. ENTER Press Enter to move the cursor to the beginning of the next line. In a dialog box, press Enter to select the highlighted button. SPACE BAR Press the Spacebar to move the cursor one space forward. BACKSPACE Press Backspace to delete the character before the cursor, or the selected text.

Mouse Mouse Computers are usually operated through a graphical user interface (GU[). This means that the user selects a command from the computer's screen display by moving a pointer and clicking an icon. A mouse is the device usually used to control the movement of the pointer on the screen A mouse is used by moving it across a mouse mat or other flat surface. This moves a ball on the bottom of the mouse, The movement of the ball sends a signal to the computer. Software interprets this signal and performs an operation, such as moving a cursor or drawing a line. A mouse has two or more buttons on top of it, the function of which depend upon the software being used.

Wearable Devices A wearable device is a small, mobile computing consumer device designed to be worn. These devices often communicate with a mobile device or computer. Activity trackers monitor heart rate, measure pulse, count steps, and track sleep patterns. A smart watch keeps time and can also communicate with a smartphone to make and answer phone calls, read and send messages, access the web, play music, work with apps, such as fitness trackers and GPS, and more. Smart glasses helps a user look into an eyeglass-type device to view information or take photos and videos that are projected to a miniature screen in the user’s field of vision

Storage Components (1) Memory and disks are the components used to store data for processing Units of measure (i.e., capacity of storage) are bits, Bytes, megabytes, and gigabytes A bit a binary or logical 1 or 0, which is the lowest unit of measure of information A Byte is a chunk of bits (combination of bits) used to represent a information (e.g., character) There are usually eight bits in a byte E.g., is used to represent the letter A in binary code Bytes are commonly abbreviated with a capital B and bits are abbreviated with lower-case b, but not always More often, hardware and software are described as being a certain number of bits

Storage Components (2) This refers to how much information the hardware or software can process at any one time E.g., if a CPU is a 32-bit processor, it means that the CPU can process 32 bits of data in each clock cycle Popular Measures Kilobyte (denoted as KB) A kilobyte (KB) Is 1024 bytes, The size of a data file is often measured in kilobytes Why is kilobyte not “1000” bytes? Megabyte (denoted as MB) A megabyte is 1,048,576 bytes (1024 kilobytes) A megabyte (MB) is often used to measure the amount of main memory or the size of a collection of files within a Folder A megabyte is about as much data as 500 pages of double-spaced text Why is Megabyte not “1,000,000” bytes?

Storage Components (3) Gigabyte (denoted as GB)
A gigabyte (GB) is equivalent to 1,024 MB The memory capacity of most storage devices, such as hard drives, is measured in gigabytes (GB) Terabyte (denoted as TB) Terabyte (TB) is equivalent to 1,024 GB Hard drive arrays on corporate file servers are quickly approaching terabyte capacities. Petabyte (denoted as PB) Petabyte (PB) is equivalent to 1,024 TB Exabyte (denoted as EB) Exabyte (PB) is equivalent to 1,024 PB

Types of Storage (1) Memory is one of the most essential parts of the computer From the moment you turn your computer on until the time you shut it clown, your CPU is constantly using memory There are two types of storage used by the computer when storing data. They are primary storage and secondary storage. The RAM and ROM falls under primary storage. Read-only Memory (ROM) ROM stores the data necessary to start the computer and identify its component ROM is non-volatile or persistent memory that holds permanent information, such as the BIOS software that enables the components in the computer to communicate with each other Data stored In ROM is not deleted when the computer is switched off It cannot usually be deleted or overwritten in the course of normal computer operations

Types of Storage (2) Random Access Memory (RAM)
RAM stores data while it is being processed. E.g., RAM is required to run software while the computer is powered RAM, is volatile or non-persistent memory, is a temporary memory store Data held in RAM is only stored while the computer is switched on E.g., when you create a document (such as a letter), the document is stored in your computer's RAM, until you save it to disk RAM holds data required by the CPU, which cannot store large amounts of data itself RAM is important because it enables the CPU to get data quickly E.g., when a software application is started, the data needed to run the program is copied from the main disk into RAM, where the CPU can access it

Types of Storage (3) Storage Disks or Drives
Disk drives invented in the 1950s, are used to store and transfer data files Magnetic disks or drives are used to preserve data when the computer is turned off and to move and backup data When data is entered into a computer, it must be saved as a file to preserve it when the computer is switched off Also, software applications need to install files on the main disk drive in the computer in order to run The most important type of long term storage component in the desktop computer is the hard disk, which is used to store the software and data on which the computer runs. Computer hard disk vary in sizes. Recent Personal Computers uses SATA hard disk as against IDE Hard Disk.

Types of Storage (4) Hard disks have a hard platter that holds the magnetic medium, as opposed to the flexible plastic film found in tapes and floppies The magnetic disk can be easily erased and rewritten, and it will "remember" the magnetic flux patterns stored for many years. Many computers will also have removable disk drives to install software and backup data files Disk capacity is principally a question of capacity: how much data can be stored an the disk? Disk performance is determined by other factors including the seek time (the time it takes to find data on the drive) and the transfer rate (the speed at which data can be moved to and from a disk)

Types of Storage (4) Other Magnetic Media
Other magnetic disk devices, such as Iomega Zip and Jaz clicks, are also available These disks tend to offer much less capacity than a hard disk (although much more than a floppy disk) The main advantage is that the disks can be removed and transferred elsewhere. One of the most popular external magnetic storage options available today is the Universal Serial Bus (USB) flash drive These can store hundreds of times the information found on a standard floppy, and don't need a special reader Instead, USB drives pop into a standard USB port on the desktop or laptop computer. Most recently Solid State Drives (SSD) are now being used on Personal Computers.

COMPUTER SOFTWARE Software is a collection of programs.
Programs are the instructions that tell the computer how to process data into the form you want. In most cases, the words software and programs are used interchangeable. There are two major kinds of software: - system software - application software. You can think of application software as the kind you use to meet your information/data processing needs. Think of system software as the kind the computer and hardware component uses. The most important type of computer Software is the Operating System. It is a System Software.

Operating Systems What is an Operating System (OS)?
It is a system program that carries out the functions summarized below: Process management Memory management Input/output control system File Management Operating system provides a set of basic features that all software applications must use It maintains a degree of compatibility between applications Selection of a particular OS is usually determined by compatibility with other systems, but cost, user preference, and customizability can be important factors Software enables the computer's hardware to perform useful tasks, such as creating, displaying and printing a letter

Operating Systems (2) Examples of Operating Systems
Software enables the computer's hardware to perform useful tasks, such as creating, displaying, and printing a letter. Application software MAC OS

Computer System Computers come in different shapes and sizes. The choice of type depends on the end user requirements and purpose. DESKTOP LAPTOP TABLET PHABLET A complete computer system for office use would consist of a System unit, Monitor, Keyboard, Mouse, Printers and Speaker

Starting Windows Microsoft Windows 7 is the version of the Windows Operating Systems released in 2007. Windows of the most popular operating system globally for Personal Computers. When your computer complete booting it takes you to the Windows welcome screen.

PINNED PROGRAMMES BUTTON
Starting Windows (2) When booting is complete and log-in password/information is supplied by the user, the Windows 7 desktop is displayed as follows; WINDOWS 7 DESKTOP RECYCLE BIN ICON START BUTTON NOTIFICATION AREA PINNED PROGRAMMES BUTTON SHOW DESKTOP BUTTON

Starting Windows(3) The Windows Desktop enables working with the Windows Operating System (OS) platform with very little hassle and minimal technical knowledge Components/Parts of the Windows Desktop The Start Menu Provides a launch point for all programs or applications Clicking the start icon [xx] displays a list of options The programs (e.g., Microsoft Word) is a sub-list the Programs menu Customizing the Start Menu Click Start  Settings  Taskbar and Start Menu (Windows 2000) Click Start Control Panel Taskbar & Start Menu (Windows XP)

Starting Windows (4) Windows Start Menu Current User Pinned Shortcuts
Current User Libraries Links to Windows features Search Box Shut Down Box Recently used Applications Pinned Shortcuts Current User

Starting Windows (5) Desktop Icons and Shortcuts
Shortcuts are links to the original program, file, folder or item The desktop the most common place to place it When a shortcut is deleted, the original item still exists Shortcuts are fast ways to open programs Action Task To put a shortcut on the desktop Open Windows Explorer, or the location of the item to be placed on the desktop. Click Start  Programs  Accessories, and then click Windows Explorer Right click on the Item and select Create Shortcut to place the shortcut in the same location as the original Then you can drag the shortcut onto the desktop Right-click on the item, and select Send To  Desktop (create shortcut)

Starting Windows (6) Using Wallpapers and Screensavers
Action Task To Change a Wallpaper Open Display in the Control panel OR right click on empty space on the desktop Select Properties and click on the Background Select a background picture from the wallpapers list; In the picture display list select Center, Title, or Stretch Click Pattern to open the Pattern dialog box; select desired pattern

Starting Windows (7) Action Using Wallpapers and Screensavers
Task To Set or Change a Screensaver Select Control panel OR right click on empty space on the desktop Select Properties  Screen Saver Select a Screen Saver of your choice from the list; Click OK After selecting a screen saver, it will start automatically when your computer is idle for the number of minutes specified in Wait. Screen saver setting can be changed; to change, click Settings  Screen Saver tab Click Preview to see how the selected screen saver (will appear on your monitor). Move your mouse or press any key to end the preview

Starting Windows (8) Understanding the Task Bar
The Taskbar displays any program you are running, the time, and the Start Icon It is normally positioned at the bottom of the screen It provides a constant view of which applications are running on the system and an easy way to switch between them. It also provides additional information such as time, power consumption information (on laptops), and volume control, if you have a sound card installed. Customizing the Taskbar You can put a toolbar in a handier place, on your desktop or taskbar You can even give yourself quick access to frequently accessed files and programs, by simply dragging and dropping them on the Start menu You can view and add more icons to the Quick launch

Starting Windows (9) Using the Search Companion
Search Assistant makes it easier to search for files and folders, printers, people, and other computers on your network It even makes it easier to search on the Internet Search Assistant also has an indexing service that maintains an index of all the files on your computer, making searches even faster. When you use Search Assistant, you can specify several search criteria (e.g., files and folders by name, type, and size) You can even search for files containing specific text You can search for a printer with a specific name or location if you are using Active Directory If you need a printer with special features, you can search for a specific model. To Search, Click the Start Icon  Search ...

Starting Windows (10) Using Windows Explorer Using the Run Command
Windows Explorer is a tool used to browse the files and folders on the computer. It opens a 2-pane window. Right click on the Start Icon  select Explore It can be evoked by a swift combination of [x] and E keys Using the Run Command The Run Command is a very handy tool in running applications Click on the Start Icon  Run, and type name of a program E.g., mspaint (Microsoft Paint), calc (calculator), winword, powerpnt, excel, etc

Starting Windows (11) Using Help and Support Centre - Getting Online Support Click Start  Help - (Help and Support-Windows XP) If you have an Internet connection, you are not limited to other topics within the Help system; you can jump to the WWW for additional or updated product information. The Help Viewer provides an integrated table of contents, an index, and a full-text search feature so you can find information easily The Help Viewer has the added benefit of allowing you to see the table of contents, index, or search results at the same time you are viewing a Help topic. The Help Viewer also includes the Favorites tab, which you can use to bookmark topics. This enables you to quickly display topics that you refer to often

Recycle Bin The recycle Bin is a feature of Microsoft Windows that temporarily stores deleted files and folders. When a file is deleted it is stored in the Recycle Bin To complete delete item, Double click on the recycle bin and Click Empty Recycle Bin. To restore a file click/select the file and click Restore this Item. Note: Item deleted from external storages (flash drives/cards) are note stored in the recycle bin.

Files and Folders Windows Explorer Maximize/ Restore Minimize Close

Files and Folders (2) Creating Folders. Create a Folder
Go to where you want the folder to be. Right-click in an empty space, choose New, and click on Folder. Type the name of the folder you want it to be and press Enter. To create a folder in a window, open the folder you want to make a folder in. Right-click in an empty space, choose New, and click on Folder. Type the name of the folder and press Enter. Rename a Folder or File Locate and select the folder or file you want to rename. Hover over the folder or file. Right-click the folder or file and choose Rename. Type the new name of the folder or file. Press Enter

Files and Folders (3) Copy and Paste a Folder or File
Locate and select the object you want to copy by left clicking on it one time. Right-click the object and choose Copy. Paste the object in a new location. Navigate to the desired location. Right-click an empty location and then choose Paste. Delete a Folder or File. Locate and hover over the folder or file you want to delete. Right click on the folder or file.

Module II Microsoft Word 2010

Objectives Introduction & Basic Definitions Starting Up Microsoft Word
Screen Layout Menu Microsoft Office Button Quick Access Toolbar Ribbon Mini Toolbar Working with Documents Opening an Existing Document Saving a Document Document Views Using the Zoom Option Closing a Document Editing a Document Formatting Text Formatting Paragraphs Setting Tab stops Styles Adding Tables Graphics Proofreading a Document Page Formatting Table of Contents Lists References and Citations Track Changes Mail Merge Managing Page Layout Printing Documents

Introduction and Basic Definitions
Definition of Microsoft (MS) Word MS Word is a word processor that is part of the Microsoft Office suite A powerful tool to create professional looking documents Definition of a Word Processor A word processor is a software program, which provides a Graphical User Interface (GUI) with better capabilities than a text editor does A word processor is a program that allows you to create, edit, format, store and print the documents Some examples of commonly used word processors are – WordPerfect, Word Star and MS Word. The main advantage of a word processor is that it provides a WYSIWYG (What You See Is What You Get) interface, which helps you make changes quickly and easily

Starting Microsoft Word
Two Ways Double click on the Microsoft Word icon on the desktop (if available) Click on Start Button  All Programs  Microsoft Office 2013  Word 2013 Or 3. Click on Start Button  from the search box  Type Word 2013  Double Click on Word 2013 icon that appears on the Start Menu The Word Window is displayed For Vista/Windows7 Double click on the Microsoft Word icon on the desktop (if available) Click on Start Microsoft Word Or Click on Start  All Programs  Microsoft Office  MS Word (depending on where it appears. Different for different installations) The Word Window is displayed

Screen Layout Dialog Box Launcher

Menus Microsoft Word 2013 maintains the same menu system with Word 2007 and Recall that the Office Button in Word 2007 was replaced with FILE in Word 2010. You should remember three features as you work within Word 2013: the Microsoft Office Button the Quick Access Toolbar the Ribbon Mini Toolbar Quick Access toolbar Office Button Ribbon

The HOME MENU HOME MENU RIBBON DIPLAY OPTIONS WORD HELP

Quick Access Toolbar The quick access toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click on Show Below the Ribbon. You can also add items to the quick access toolbar. Right click on any item in the Ribbon and click on Add to Quick Access Toolbar and a shortcut will be added to the Quick Access Toolbar.

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

Ribbons (2) Each of the tabs contains the following tools:
Home: Clipboard, Fonts, Paragraph, Styles, and Editing. Insert: Pages, Tables, Illustrations, Links, Comments, Header & Footer, Text, and Symbols Design: Themes, Document Formatting, Page Background Page Layout: Page Setup, Paragraph and Arrange References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish Review: Proofing, Language, Comments, Tracking, Changes, Compare, Protect View: Views, Show/Hide, Zoom, Window, Macros

Mini Toolbar The Mini Toolbar is a semitransparent floating toolbar that spawns right next to the cursor. The Mini Toolbar is by nature unobtrusive: and thus not visible all the time. It only pops up when: some text is selected Or when you right click

Working with Documents
Create a New Document There are several ways to create new documents, open existing documents, and save documents in Word: Click the File Tab and Click New or Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard If you wish to start from a blank document, click Blank. If you wish to start from a template, you can browse through your choices on the left, see the choices on center screen, and preview the selection on the right screen

Opening an Existing Document
Click the File Tab and Click Open, or Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or If you have recently used the document you can click the File Tab and click the name of the document in the Recent Documents section of the window

Saving a Document Click the File Tab and Click Save or Save As (remember, if you’re sending the document to someone who does not have Office 2013, 2010 or 2007, you will need to click the File Tabn, click Save As, and Click Word Document), or Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or Click the File icon on the Quick Access Toolbar

Saving a Document (2) Steps to specify the automatic saves time:
Using the Save AutoRecover Option While working on a document, sometimes you may forget to save your document before a power failure This could mean losing the changes you have made to the document Word provides an automatic save feature that you can set to ensure that your documents are saved after specified intervals of time This feature is called Save AutoRecover You can specify the time in minutes after which Word automatically saves the file Steps to specify the automatic saves time: Select File Options  Save (Options dialog box displayed) Select the Save tab Check Save AutoRecover info every: option box. Use the spin controls to increase or decrease the minutes; Click the OK

Document Views There are many ways to view a document in Word. To view a document in different forms, click the document views shortcuts at the bottom of the screen or: Click the View Tab on the Ribbon Click on the appropriate document view. Print Layout: This is a view of the document, as it would appear when printed. It includes all tables, text, graphics, and images. Full Screen Reading: This is a full view length view of a document. Good for viewing two pages at a time. Web Layout: This is a view of the document, as it would appear in a web browser. Outline: This is an outline form of the document in the form of bullets. Draft: This view does not display pictures or layouts, just text.

Using the Zoom Option You can use the Zoom option to increase or decrease the magnification level of the document In this way, you can enlarge or reduce the size of the document area in the Word document Steps: Select the View Zoom command (Zoom dialog box displayed) Select the desired radio or Zoom level Click OK You may also simply use the zoom slider or click the plus or minus buttons on the zoom slider on the bottom of your screen.

Close a Document To close a document: Click the File Tab Click Close

Editing a Document Typing and inserting Text
To enter text just start typing! The text will appear where the blinking cursor is located. Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button. The keyboard shortcuts listed below are also helpful when moving through the text of a document: Move Action Keystroke Beginning of the line HOME End of the line END Top of the document CTRL+HOME End of the document CTRL+END

Editing a Document (2) Selecting Text
To change any attributes of text it must be highlighted first. Select the text by dragging the mouse over the desired text while keeping the left mouse button depressed, or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text. The following table contains shortcuts for selecting a portion of the text: Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the keyboard. Selection Technique Whole word double-click within the word Whole paragraph triple-click within the paragraph Several words or lines drag the mouse over the words, or hold down SHIFT while using the arrow keys Entire document choose Editing | Select | Select All from the Ribbon, or press CTRL+A

Editing a Document (3) Inserting Additional Text Text can be inserted in a document at any point using any of the following methods: Type Text: Put your cursor where you want to add the text and begin typing Copy and Paste Text: Highlight the text you wish to copy and right click and click Copy, put your cursor where you want the text in the document and right click and click Paste. Cut and Paste Text: Highlight the text you wish to copy, right click, and click Cut, put your cursor where you want the text in the document, right click, and click Paste. Drag Text: Highlight the text you wish to move, click on it and drag it to the place where you want the text in the document. You will notice that you can also use the Clipboard group on the Ribbon. CUT COPY CLIPBOARD MENU

Editing a Document (4) Rearranging Blocks of Text
To rearrange text within a document, you can utilize the Clipboard Group on the Home Tab of the Ribbon. Move text: Cut and Paste in the desired location/position Copy Text: Copy and Paste to make a duplicate or use the Clipboard group on the Ribbon Paste Text: Ctrl + V (hold down the CTRL and the “V” key at the same time) or use the Clipboard group to Paste, Paste Special, or Paste as Hyperlink

Editing a Document (5) Deleting Blocks of Text Search and Replace Text
To find a particular word or phrase in a document: Click Find on the Editing Group on the Ribbon To find and replace a word or phrase in the document, click Replace on the Editing Group of the Ribbon. Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete text to the left of the cursor and Delete will erase text to the right. To delete a large selection of text, highlight it using any of the methods outlined above and press the DELETE key. Undo Changes To undo changes: Click the Undo Button on the Quick Access Toolbar

Formatting Text Styles
A style is a format enhancing tool that includes font typefaces, font size, effects (bold, italics, underline, etc.), colors and more. You will notice that on the Home Tab of the Ribbon, that you have several areas that will control the style of your document: Font, Paragraph, and Styles. Word 2013 built-in styles

Formatting Text (2) Change Font Typeface and Size
To change the font typeface: Click the arrow next to the font name and choose a font. Remember that you can preview how the new font will look by highlighting the text, and hovering over the new font typeface.

Formatting Text (3) To change the font size:
Click the arrow next to the font size and choose the appropriate size, or Click the increase or decrease font size buttons. Font Styles and Effects Font styles are predefined formatting options that are used to emphasize text. They include: Bold, Italic, and Underline. To add these to text: Select the text and click the Font Styles included on the Font Group of the Ribbon, or Select the text and right click to display the font tools

Formatting Text (4) Changing Case
The case of the text defines the type of capitalization used in the document. The Capitalization forms provided by Word include: Sentence case capitalizes only the first letter in the selected text. Lower case converts all selected text to lowercase letters. Upper case converts all selected text to uppercase letters. Title case capitalizes the first letter of each word of the selected text. Toggle case changes uppercase to lowercase and lowercase to uppercase for all the selected text

Formatting Text (5) Change Case (contd.) Action Task Changing Case
1. Select the text whose capitalization is to be changed. 2. Click Home Tab Click the Change Case icon to open the Change Case menu 3. Click the required case.

Formatting Text (6) Change Text Color To change the text color:
Select the text and click the Colors button included on the Font Group of the Ribbon, or Highlight the text and right click and choose the colors tool. Select the color by clicking the down arrow next to the font color button. Highlight Text Highlighting text allows you to use emphasize text as you would if you had a marker. To highlight text: Select the text Click the Highlight Button on the Font Group of the Ribbon, or Select the text and right click and select the highlight tool To change the color of the highlighter click on down arrow next to the highlight button.

Format Painter (7) Copy Formatting
If you have already formatted text the way you want it and would like another portion of the document to have the same formatting, you can copy the formatting. To copy the formatting, do the following: Select the text with the formatting you want to copy. Copy the format of the text selected by clicking the Format Painter button on the Clipboard Group of the Home Tab Apply the copied format by selecting the text and clicking on it.

Formatting Text (8) Clear Formatting To clear text formatting:
Select the text you wish to clear the formatting Click the Styles dialogue box on the Styles Group on the Home Tab Click Clear All

Formatting Text (9) Drop Cap
A drop cap is a decorative element typically used in documents at the start of a section or chapter. It’s a large capital letter at the beginning or a paragraph or text block that has the depth of two or more lines of normal text. Select the Letter or the Word, you wish to apply drop cap to. Click on Text group from the Insert Tab. Click on the Drop Cap button on the Styles Group on the Home Tab Click on the Drop Cap options. To view more options click on Drop Cap Options. Thesaurus Thesaurus gives the synonyms and antonyms of words. Click on the word and from the Review Tab Click on Thesaurus from the proofing group.

Formatting Text (10) Subscript and Superscript
To change text to Sub Script, highlight the text. Click on the home tab and select the subscript icon on font group. To change text to Superscript, highlight the text. Click on the home tab and select the superscript icon on font group. Underline Text Select the Text. Click on the home tab and select the underline. Click on the drop down arrow to select more underline options

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

Formatting Paragraphs (2)
Change Paragraph Alignment The paragraph alignment allows you to set how you want text to appear. To change the alignment: Click the Home Tab Choose the appropriate button for alignment on the Paragraph Group. Align Left: the text is aligned with your left margin Center: The text is centered within your margins Align Right: Aligns text with the right margin Justify: Aligns text to both the left and right margins.

Indent Paragraphs Indenting paragraphs allows you set text within a paragraph at different margins. There are several options for indenting: First Line: Controls the left boundary for the first line of a paragraph Hanging: Controls the left boundary of every line in a paragraph except the first one Left: Controls the left boundary for every line in a paragraph Right: Controls the right boundary for every line in a paragraph To indent paragraphs, you can do the following: Click the Indent buttons to control the indent. Click the Indent button repeated times to increase the size of the indent

Indent Paragraphs (contd.) Click the dialog box of the Paragraph Group Click the Indents and Spacing Tab Select your indents Click ok Preview

Add Borders and Shading You can add borders and shading to paragraphs and entire pages. To create a border around a paragraph or paragraphs: Select the area of text where you want the border or shading. Click the Borders Button on the Paragraph Group on the Home Tab Choose the Border and Shading Choose the appropriate options

Apply Styles Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles: Select the text you wish to format. Click the dialog box next to the Styles Group on the Home Tab. Click the style you wish to apply.

Change Spacing Between Paragraphs and Lines You can change the space between lines and paragraphs by doing the following: Select the paragraph or paragraphs you wish to change. On the Home Tab, Click the Paragraph Dialog Box Click the Indents and Spacing Tab In the Spacing section, adjust your spacing accordingly

Lists Bulleted and Numbered Lists
Lists allow you to format and organize text with numbers, bullets, in an outline. Bulleted and Numbered Lists Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters depending on the organization of the list. To add a list to existing text: Select the text you wish to make a list From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists button To create a new list: Place your cursor where you want the list in the document Click the Bulleted or Numbered Lists button Begin typing

Increase/Decrease Indent
List (2) Multilevel or Nested Lists A multilevel list is list with several levels of indented text. You can pick a multilevel list style from the gallery, or you can create a new multilevel list style. Choose a multilevel list style from the gallery Click where you want to begin your list. On the Home tab, in the Paragraph group, click the arrow next to Multilevel List. Click a multilevel list style in the gallery of styles. Type your list. Press the TAB key or SHIFT+TAB to change levels or Click the Increase or Decrease Indent button Multilevel List Increase/Decrease Indent

List (3) Create a new multilevel list style to add to the gallery
If the multilevel list styles in the gallery aren't what you are looking for, you can create and define a new multilevel list style. On the Home tab, in the Paragraph group, click the arrow next to Multilevel List. Click Define New Multilevel List. Beginning with level 1, enter your number format, font, and position choices. Continue to define each level that you want to use in your multilevel list. Note: When you define a multilevel list style, you can mix numbers and bullets in the same list. For example, in the Number style for this level box, you can scroll down and click a bullet style for a particular level. Click OK. The multilevel list style that you defined is automatically set as the current multilevel list style. Note To move a multilevel item to a different numbering level, select the item, click the arrow next to Bullets or Numbering in the Paragraph group on the Home tab, point to Change List Level, and then click the list level to which you want to move the list item.

List (4) Formatting Lists
The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box. Select the entire list to change all the bullets or numbers, or Place the cursor on one line within the list to change a single bullet Right click Click the arrow next to the bulleted or numbered list and choose a bullet or numbering style

Setting Tab Stops Tab stops are locations along the horizontal ruler that indicate how far to indent text or to begin a section of text Tab stops allow you to arrange text on the left, right, center, decimal character or bar character. Available tab settings are in Word Positioning the text to the left of the tab stop. Positioning the text at the center of the tab stop. Positioning the text to the right of the tab stop. Aligning the numeric columns on the decimal point. Creating thin vertical lines to separate columns. Word also provides Tab Leaders that can be inserted before the tab A leader character is a row of dots or dashes that is inserted in the space between the tab stop and the text elements For example, in the Table of Contents in a book, the space between the chapter name and the page number can be filled with a series of dots These dots, called leader characters can be inserted in a Word document by using Tab Leaders

Setting Tab Stops (2) Action Task Set the tab stops and tab leaders
1. On the Page Layout tab, click the Paragraph Dialog Box Launcher 2. In the Paragraph dialog box, click Tabs (Tabs dialog box is displayed) 3. Enter the required tab position in the Tab stop position text box 4. Select the alignment option from the Alignment section. 5. Select the appropriate option for tab leader in the Leader radio button section. 6. Click the OK button

Styles The use of Styles in Word will allow you to quickly format a document with a consistent and professional look. Styles can be saved for use in many documents. Apply Styles There are many styles that are already in Word ready for you to use. To view the available styles click the Styles dialog box on the Styles Group in the Home Tab. To apply a style: Select the text Click the Styles Dialog Box Click the Style you choose

Styles (2) Creating New Styles You can create styles for
formatting that you use regularly. There are two ways to do this: New Styles or New Quick Styles. New Styles To create a new style: Click the Styles Dialog Box Click the Create a Style Button

Styles (3) Complete the New Style dialog box.
At the bottom of that dialog box, you can choose to add this to the Quick Style List or to make it available only in this document.

Styles (4) New Quick Style To create a style easily:
Insert your cursor anywhere in the chosen style Click the Styles dialog box Click Save Selection as New Quick Style

Styles (5) Style Inspector
To determine the style of a particular section of a document: Insert cursor anywhere in the text that you want to explain the style Click the Styles Drop Down Menu Click the Style Inspector Button

Adding Tables Tables are used to display data in a table format.
Create a Table To create a table: Place the cursor on the page where you want the new table Click the Insert Tab of the Ribbon Click the Tables Button on the Tables Group. You can create a table one of four ways: Highlight the number of row and columns Click Insert Table and enter the number of rows and columns Click the Draw Table, create your table by clicking and entering the rows and columns Click Quick Tables and choose a table

Adding Tables (2) Enter Data in a Table
Place the cursor in the cell where you wish to enter the information. Begin typing. Modify the Table Structure and Format a Table To modify the structure of a table: Click the table and notice that you have two new tabs on the Ribbon: Design and Layout. These pertain to the table design and layout. On the Design Tab, you can choose: Table Style Options Table Styles Draw Borders

Adding Tables (3) To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab allows you to: View Gridlines and Properties (from the Table Group) Insert Rows and Columns (from the Rows & Columns Group) Delete the Table, Rows and/or Columns (from the Rows & Columns Group) Merge or Split Cells (from the Merge Group) Increase and Decrease cell size (Cell Size Group) Align text within the cells and change text directions (Alignment Group)

Graphics Word 2013 allows you to insert special characters, symbols, pictures, illustrations, and watermarks. Symbols and Special Characters Special characters are punctuation, spacing, or typographical characters that are not generally available on the standard keyboard. To insert symbols and special characters: Place your cursor in the document where you want the symbol Click the Insert Tab on the Ribbon Click the Symbol button on the Symbols Group Choose the appropriate symbol.

Graphics (2) Illustrations (Shapes): Word 2013 allows you to insert illustrations and into a document. To insert illustrations: Place your cursor in the document where you want the illustration/ shapes Click the Insert Tab on the Ribbon Click the Shapes Button Click on the Shapes you want to insert. The mouse pointer would become a cross , then drag you mouse across the Screen to form the shape.

Graphics (3) Pictures: To insert a picture:
Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon Click the Picture Button, the insert Picture dialog box will open Double Click the Sample Picture folder Select a Picture Click Insert

Graphics (4) Smart Art is a collection of graphics you can utilize to organize information within your document. It includes timelines, processes, or workflow. To insert SmartArt Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon Click the SmartArt button Click the SmartArt you wish to include in your document Click the arrow on the left side of the graphic to insert text or type the text in the graphic.

Graphics (5) Resize Graphics
All graphics can be resized by clicking the image and clicking one corner of the image and dragging the cursor to the size you want the picture. Rotate Graphics All graphics can be rotated by point and holding the mouse on the rotate button.

Graphics (6) Watermarks:
A watermark is a translucent image that appears behind the primary text in a document. To insert a watermark: Click the Design t Tab in the Ribbon Click the Watermark Button in the Page Background Group Click the Watermark you want for the document or click Custom Watermark and create your own watermark. To remove a watermark, follow the steps above, but click Remove Watermark

Word Art WordArt: The WordArt tool makes it surprisingly simple to create decorative text. Click to position the insertion point where you want to insert the WordArt. Click the Insert tab, and then click the Insert WordArt button in the Text group. Word presents you with the WordArt Style gallery watermark. Click a style in the gallery. Word applies the style to the placeholder phrase Type your text. (Optional) Select the text in the object and apply additional formatting as desired. This step is optional because you also can reselect the WordArt later to change its formatting. Click Outside the WordArt object to finish it.

Short Cut Keys

Proofreading a Document
There are many features to help you proofread your document. These include: Spelling and Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count. Spelling and Grammar To check the spelling and grammar of a document Place the cursor at the beginning of the document or the beginning of the section that you want to check Click the Review Tab on the Ribbon Click Spelling & Grammar on the Proofing Group.

Proofreading a Document (2)
Any errors will display a dialog box to the right hand side of the screen that allows you to choose a more appropriate spelling or phrasing. Word Count –this displays the total number of words in a document of document segment. Select the paragraph or document you wish to count. From the Proofing group on the Review tab, Click Word Count.

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

Thesaurus The Thesaurus allows you to view synonyms. To use the thesaurus: Click the Review Tab of the Ribbon Click the Thesaurus Button on the Proofing Group. The thesaurus tool will appear on the right side of the screen and you can view word options. You can also access the thesaurus by right-clicking any word and choosing Synonyms on the menu.

Customize AutoCorrect You can set up the AutoCorrect tool in Word to retain certain text the way it is. To customize AutoCorrect: Click the Microsoft Office button Click the Word Options Button Click the Proofing tab Click AutoCorrect Options button

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

Create a New Default Dictionary Often you will have business or educational jargon that may not be recognized by the spelling and/or grammar check in Word. You can customize the dictionary to recognize these words. Click the File Tab Click the Word Options Button Click the Proofing tab Click the When Correcting Spelling tab Click Custom Dictionaries

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

Check Word Count To check the word count in Word 2013 look at the bottom left corner of the screen. It will give you the number of pages, a total word count or if you have text highlighted it will tell you how many words are highlighted out of the total.

Page Formatting Modify Page Margins
The page margins can be modified through the following steps: Click the Page Layout Tab on the Ribbon On the Page Setup Group, Click Margins Click a Default Margin, or Click Custom Margins and complete the dialog box.

Page Formatting (2) Modify Page Orientations
To change the Orientation, Size of the Page, or Columns: Click the Page Layout Tab on the Ribbon On the Page Setup Group, Click the Orientation, Size, or Columns drop down menus Click the appropriate choice

Page Formatting (3) Apply a Page Border and Color
To apply a page color: Click the Design Tab on the Ribbon On the Page Background Group, click the Page Color drop down menu Then click a colour of your choice

Page Formatting (4) Apply a Page Border To apply a page border:
Click the Page Layout Tab on the Ribbon On the Page Background Group, click Page Borders Then select Border Type, style, colour, width or use predesigned Art work

Page Formatting (5) Header and Footer
To insert Header and Footer such as page numbers, date, or title, first, decide if you want it in the header (at the top of the page) or in the Footer (at the bottom of the page), then: Click the Insert Tab on the Ribbon Click Header or Footer Choose a style

Page Formatting (6) Header and Footer (contd.) The Header/Footer Design Tab will display on the Ribbon Choose the information that you would like to have in the header or footer (date, time, page numbers, etc.) or type in the information you would like to have in the header or footer Click the close Header and Footer button when you are done

Page Formatting (7) A Document Page can be split into two or
Columns A Document Page can be split into two or more columns. From the Page Layout Tab Click on Column button, select the number of columns To add more Columns features click on the More Column button.

Page Formatting (8) Create a Page Break To insert a page break:
Click the Page Layout Tab on the Ribbon On the Page Setup Group, click the Breaks Drop Down Menu Click Page Break

Page Formatting (9) Insert a Cover Page To insert a cover page:
Click the Insert Tab on the Ribbon Click the Cover Page Button on the Pages Group Choose a style for the cover page

Page Formatting (10) Insert a Blank Page To insert a blank page:
Click the Insert Tab on the Ribbon Click the Blank Page Button on the Page Group A Blank Page will be inserted at the insertion point (i.e. where you placed your cursor)

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

Table of Contents (2) Mark Table of Contents Entries
You can mark the Table of Contents entries in one of two ways: by using built-in heading styles or by marking individual text entries. To Use Built-In Heading Styles Select the text that you wish to be the heading Click the Home Tab In the Styles Group, click Heading 1 (or the appropriate heading) If you don’t see the style you want, click the arrow to expand the Quick Styles Gallery If the style you want does not appear click Create a Style, Type in the Style Name and click OK.

Table of Contents (3) To Mark Individual Entries:
Select the text you wish to make a heading Click the References Tab Click Add Text in the Table of Contents Group Click the Level that you want to label your selection

Table of Contents (4) Create a Table of Contents
To create the table of contents: Put your cursor in the document where you want the Table of Contents Click the References Tab Click the Table of Contents button

Table of Index To Add a Table of Index
An index is a list of Words and their associated page numbers in a document. To add Index Click on the References Tab. Click on the Insert Mark Entry Button on the Index group. Double Click on the Words that form part of the Index and Click Mark or Mark All. Repeat this process for other words. Click on Insert Index.

References and Citations
Word 2007 offers great tools for citing sources, creating a bibliography, and managing the sources. The first step to creating a reference list and citations in a document is to choose the appropriate style that you will be using for formatting the citations and references. Style To choose a publishing style: Click the References Tab on the Ribbon Click the drop down box next to Style in the Citations & Bibliography Group Choose the appropriate style.

References and Citations (2)
To insert a citation in the text portion of your document: Click the References Tab on the Ribbon Click the Insert Citation Button on the Citations & Bibliography Group If this is a new source, click New Source If you have already created this source, it will in the drop down list and you can click on it

If you are creating a New Source, choose the type of source (book, article, etc.) Complete the Create Source Form If you need additional fields, be sure to click the Show All Bibliography Fields check box Click OK

Placeholders Placeholders can be utilized when there is a reference to be cited, but you do not have all of the information on the source. To insert a Placeholder: Click Insert Citation Click Add New Placeholder

Manage Sources Once you have completed a document you may need to add or delete sources, modify existing sources, or complete the information for the placeholders. To Manage Sources: Click the References Tab on the Ribbon Click the Manage Sources Button on the Citations & Bibliography Group From this menu you can Add, Delete, and Edit Sources (note, you can preview the source in the bottom pane of the window

Bibliography To add a Bibliography to the document: Place the cursor in the document where you want the bibliography Click the References Tab on the Ribbon Click the Bibliography Button on the Citations & Bibliography Group Choose Insert Built-in Bibliography/Works Cited or Insert Bibliography

Footnotes and Endnotes A footnote is a reference tool that appears at the bottom of a page, while an endnote appears at the end of a section, chapter or end of the document. Place the cursor where the foot/endnote will be; From the References Tab Click on Insert Footnote/Insert Endnote The footnote/endnote marker would appear at the bottom of page. Type in the footnote/endnote.

Track Changes Track Changes is a great feature of Word that allows you to see what changes have been made to a document. The tools for track changes are found on the Review tab of the Ribbon.

Track Changes (2) Begin Track Changes
To keep track of the changes you’ll be making to a document, you must click on Track Changes icon. To start Tracking Changes: Click Review Tab on the Ribbon Click Track Changes Make the changes to your document and you will see any changes you have made.

Track Changes (3) Document Views
There are four ways to view a document after you have tracked changes: Simple Markup: indicates where changes are with a red line in the margin. All Markup: shows all edits with different colors of text and strikethrough. No Markup: Hides markup to show what the incorporated changes will look like. Original: Shows the document in its original form. To change the view, click Show Markup under the Tracking Group of the Review Tab on the Ribbon.

Track Changes (4) Accept or Reject Changes Comments
When you view the changes in a document you can either choose to accept or reject the changes. This allows you to review the document by each change to accept or reject each change. The New Comments icon also lets you add comments to the document. To add a new comment, put your cursor where you would like to add the comment and click on New Comment.

Using Mail Merge Consider a scenario where you are required to send yearly appraisal of all students to their respective guardians These appraisal letters would contain some text that will remain same for all recipients, while the information about each student, like the guardian name, address, and grades, will change One way of doing this would be to print the letters, each time going back to the document and changing the address. This would require a lot of time and effort. Another way is to use The Mail Merge feature of Word as a solution to this problem.

Using Mail Merge (2) The Mail Merge process involves taking information from one document, known as the Data Source, and combining it with another document, known as the Main Document. The Data Source can be a Word file, or it can be any other file created in another application, which contains the personalized or customized information that changes in the main document The main document can contain text that does not change, and also the Merge Fields Merge Field Code is a special instruction or a pointer in the main document where you want information from the data source to be displayed in your merged document. Data Source can be created in external applications like Microsoft Access, Excel, or Outlook.

Using Mail Merge (3) Sample document with Mail Merge; showing merge fields Merge Fields Standard Information

Using Mail Merge (4) Performing mail merge involves three basic steps:
Creating a data source that contains the data for the merge fields Creating the main document that contains the text of the letter/document Merging the data source and the main document Mail Merge Wizard can be used to create different types of documents, such as Letters, Labels, etc.

Using Mail Merge (5) Creating Letters Using Mail Merge Wizard
Open a Word document. Click the Mailings tab Click Start Mail Merge Step by Step Mail Merge Wizard (Mail Merge task pane will be displayed) The Select document type (step 1) Letters: messages: Envelopes: Labels: Directory: Click Next: Starting document

Using Mail Merge (6) In the Select starting document section, choose the appropriate option such as Use the current document: Enables you to add information that you want to write to a recipient in the current document Start from a template: Enables you to use a predefined mail merge template Start from existing document: Enables you to modify the contents of an existing document using Mail Merge wizard. Select the Use the current document radio button. Click the Next: Select recipients link under Step 2 of 6.

Using Mail Merge (7) Select the Type a new list radio button.
Click the Create link in the Type a new list section to display the New Address List dialog box

Using Mail Merge (8) Using the New Address List dialog box, create the data source as per your requirements. Click the New Entry button to enter information for the next recipient. When all the required records are in place, click the OK button to close the New Address List dialog box This displays the Save Address List dialog box Type the name of the file in the File name text box and click the Save button to save the address list

Using Mail Merge (9) All the information that you have added to the data source is displayed in the Mail Merge Recipients dialog box Click OK button to close the Mail Merge Recipients dialog At this point, your data source is ready and you can proceed to create the text for your letter and also specify the placeholders for merge fields. Click the Next: Write you letter under Step 3 of 6 to display the next screen of the Mail Merge task pane

Using Mail Merge (10) You can create the text for your letter and also specify the placeholders for merge fields The wizard helps you by providing various predefined options like, Address block, Greeting line and Electronic postage

Using Mail Merge (11) Click the Address block link in the Write your letter section to display the Insert Address Block dialog box Specify the format for the recipient name and check the Insert company name and Insert postal address check boxes. Click the OK button to insert the recipient name, company name, and postal address from the address list to your document.

Using Mail Merge (12) Go to the next line by pressing Enter key. Click the Greeting line link in the Write your letter section to display the Greeting Line dialog box Select a format for the greeting line from the Greeting line format drop-down list. Click the OK button to view the greeting line in the document Click the Next: Preview your letters link in the Step 4 of 6 section to display the next screen of the Mail Merge task pane Click the Next: Complete the merge link in the Step 5 of 6 section to display the next screen of the Mail Merge task pane In the Merge section, select one of the following option links: Print or Edit individual letters

Managing Page Layout Word provides various page setup options such as alignment, margins, and orientation to adjust the layout of the document on a paper Page setup options include: Margins: Allows you to change the default page margins You can set custom margins for a document In general, margins affect all the pages of a document. Also, headers and footers are contained in the top and bottom margins, so make sure you do not decrease the margins too much or the header and footer information might not print completely It’s always a good practice to preview the entire document before printing if you have adjusted the margins.

Managing Page Layout (2)
Page orientation: Allows you to adjust objects that do not fit the page width-wise Sometimes, you can choose to print the document in landscape orientation rather than the default portrait orientation Paper size: Allows you to change the current page size for printing purposes For certain documents, you might need to change the paper size for printing. Columns: Allows you to format your page like newspapers, newsletters, magazines and brochures. Page break: Allows you to create a new page when there is more text on a page than the margins can accommodate When there is more text on a page than the margins, Word creates a new page by inserting a page break. Word’s page breaks do not always fall where you want them to in a document, so when you have completed a long document, you will often need to paginate it manually by adding page breaks

Printing Documents To print a document
Click the File Menu Under Print, Click Print (Print dialog box displayed) Select the name of the printer Select the number of copies. Select the applicable properties Click the Print button to Print & close the Print dialog box

Module III Microsoft Excel 2010

Objectives Introduction to Excel Definition of a Spreadsheet
Advantages of a Spreadsheet Components of Excel Window Create a new workbook Opening, creating, and saving a workbook Enter and Edit data in a worksheet Edit and format cells, rows and columns Format numbers and apply style Link data in the worksheet Refer to cells in a formula Importing and exporting data Creating a web page Placing interactive data on the web View different sections of a worksheet Insert a picture Preview and print workbook/sheet Creating and modifying graphics (charts) Set a validation rule to enter data in a worksheet Set a validation rule to enter data in a worksheet Import data Apply number formats Apply a condition for formatting Create names for ranges of cells Apply the names in formulas Locate the required data Sort data Filter data Calculate subtotals Audit a worksheet Secure the contents of a workbook Create a macro Execute a macro Change the print settings of a workbook Print a workbook Perform what-if analysis Create dynamic tables and charts to analyze data Publish dynamic tables and charts in an interactive Web page

What is Excel? Introduction to Excel
Excel is a spreadsheet program with various components Rows-are referenced by the row number 1:1 is the reference to the first row Columns-are referenced by the column name such as “A” Cell-is an intersection of a row and a column It can contain various types of data – numeric/character A cell is referenced by the combination of a column and row name. E.g., first cell A1 is in column A and row 1 Definition of a Spreadsheet A spreadsheet is a software that manipulates number and string data in rows and columns Advantages of a Spreadsheet Main advantage of using a spreadsheet program is that it enables you to perform simple row-and-column arithmetic

Excel Screen Layout

Screen Layout (2) The Microsoft Excel 2013 Window includes the following components: Rows: Rows are referenced by the numbers. (Total = 1,048,576) Columns: Columns are referenced by the alphabets. (A – XFD) Cell: A cell is an intersection of a row and a column. Cells can contain various types of data. A cell is referenced by the name of the column and row. For example, the first cell A1 is in column A and row 1. Worksheet: A worksheet contains rows and columns and their intersection forms the cells. A worksheet consists of 65,536 rows and 256 columns. Workbook: A workbook consists of worksheets. It is also referred to as an Excel file. A workbook can be defined as a set of worksheets. Formula bar: A formula bar contains tools for creating and editing formulas. Name box: A name box displays the name of a selected cell and a range of cells. Sheet Tab: A sheet tab helps to navigate between worksheets in a workbook.

File Tab The File Tab performs many of the functions that were located in the File menu of older versions of Excel. This button allows you to create a new workbook, Open an existing workbook, save and save as, print, send, or close.

Ribbon The ribbon is the panel at the top portion of the document It has seven tabs: Home, Insert, Page Layouts, Formulas, Data, Review and View. Each tab is divided into groups. The groups are logical collections of features designed to perform function that you will utilize in developing or editing your Excel spreadsheets. Commonly utilized features are displayed on the Ribbon. To view additional features within each group, click the arrow at the bottom right corner of each group. TABS

Ribbon Tabs Home: Clipboard, Fonts, Alignment, Number, Styles, Cells, Editing Insert: Tables, Illustrations, Charts, Links, Text Page Layouts: Themes, Page Setup, Scale to Fit, Sheet Options, Arrange Formulas: Function Library, Defined Names, Formula Auditing, Calculation Data: Get External Data, Connections, Sort & Filter, Data Tools, Outline Review: Proofing, Comments, Changes View: Workbook Views, Show/Hide, Zoom, Window, Macros

Quick Access & Mini Toolbars
Quick Access Toolbar Mini Toolbar The quick access toolbar is a customizable toolbar that contains commands that you may want to use. This is a floating toolbar that is displayed when you select text or right-click text. It displays common formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.

Working With a Workbook
Create a Workbook To create a new Workbook: Click the File Tab Click New Choose Blank Workbook If you want to create a new workbook from a template, explore the templates and choose one that fits your needs.

Working With a Workbook (2)
Save a Workbook When you save a workbook, you have two choices: Save or Save As. To save a document: Click the File Tab Click Save or Save As. Choose the folder/location you wish to save to. Type in the File Name and select the File type. Click Save.

Open a Workbook To open an existing workbook: Click the File Tab Click Open Browse to the workbook Click the title of the workbook If the Workbook is a recent file it will be shown under Recent Workbooks. Then click on it.

Entering Data There are different ways to enter data in Excel: in an active cell or in the formula bar. To enter data in an active cell: Click in the cell where you want the data Begin typing To enter data into the formula bar Click the cell where you would like the data Place the cursor in the Formula Bar and Type in the data If you want to edit the data of the cell, double-click on the cell or press the F2 key.

Working with a Workbook (5)
Entering Date and Time To enter date and time in a cell, perform the following steps: Select the cell where the date and time is to be entered and type the required date and time. There are many formats to enter the date, the most common are date with hyphen or slashes, for example, or 08/10/2006 To enter the current date, select the required cell and hold down the Ctrl key and press the ; key. To enter the current time, select the required cell and hold down the combination of Ctrl and Shift keys and then press the : key.

Selecting Cells (1) lick the row or column header to select a single row or column. To select multiple adjacent rows or columns, drag over the row or column header. To select multiple (nonadjacent) rows or columns, press Ctrl while you click the row or column headers that you want. Press Ctrl + Spacebar to select a column. The column of the active cell (or columns of the selected cells) is highlighted. Press Shift + Spacebar to select a row. The row of the active cell (or rows of the selected cells) is highlighted. Select Special Cells Select a range, and choose Home Tab ➪ Editing ➪ Find & Select ➪ Go to Special to display the Go to Special dialog box. Click on the type of cell to select. Click OK.

Selecting Cells Select the first range (or cell). Then press and hold Ctrl as you drag the mouse to highlight additional cells or ranges. From the keyboard, select a range as described previously (using F8 or the Shift key). Then press Shift+F8 to select another range without canceling the previous range selections. Enter the range (or cell) address in the Name box and press Enter. Separate each range address with a comma.

Manipulating Data Excel allows you to move, copy, and paste cells and cell content through cutting and pasting and copying and pasting. Select Data To select a cell or data to be copied or cut: Click the cell Click and drag the cursor to select many cells in a range

Manipulating Data (2) Select a Row or Column Copy and Paste
To select a row or column click on the row or column header. Copy and Paste To copy and paste data: Select the cell(s) that you wish to copy On the Clipboard group of the Home tab, click Copy Select the cell(s) where you would like to copy the data On the Clipboard group of the Home tab, click Paste

Manipulating Data (3) Cut and Paste To cut and paste data:
Select the cell(s) that you wish to copy On the Clipboard group of the Home tab, click Cut Select the cell(s) where you would like to copy the data On the Clipboard group of the Home tab, click Paste Undo and Redo To undo or redo your most recent actions: On the Quick Access Toolbar Click Undo or Redo

Manipulating Data (4) Auto Fill
The Auto Fill feature fills cell data or series of data in a worksheet into a selected range of cells. If you want the same data copied into the other cells, you only need to complete one cell. If you want to have a series of data (for example, days of the week) fill in the first two cells in the series and then use the auto fill feature. To use the Auto Fill feature: Click the Fill Handle Drag the Fill Handle to complete the cells

Modifying a Worksheet Insert Cells, Rows, and Columns
To insert cells, rows, and columns in Excel: Place the cursor in the row below where you want the new row, or in the column to the left of where you want the new column Click the Insert button on the Cells group of the Home tab Click the appropriate choice: Cell, Row, or Column Delete Cells, Rows and Columns To delete cells, rows, and columns: Place the cursor in the cell, row, or column that you want to delete Click the Delete button on the Cells group of the Home tab Click the appropriate choice: Cell, Row, or Column

Modifying a Worksheet (2)
Find and Replace To find data or find and replace data: Click the Find & Select button on the Editing group of the Home tab Choose Find or Replace Complete the Find What text box Click on Options for more search options

Modifying a Worksheet (3)
Go To Command The Go To command takes you to a specific cell either by cell reference (the Column Letter and the Row Number) or cell name. Click the Find & Select button on the Editing group of the Home tab Click Go To Spell Check To check the spelling: On the Review tab click the Spelling button

Performing Calculations
Excel Formulas A formula is a set of mathematical instructions that can be used in Excel to perform calculations. Formals are started in the formula box with an = sign. There are many elements to and excel formula. References: The cell or range of cells that you want to use in your calculation Operators: Symbols (+, -, *, /, etc.) that specify the calculation to be performed Constants: Numbers or text values that do not change Functions: Predefined formulas in Excel To create a basic formula in Excel: Select the cell for the formula Type = (the equal sign) and the formula Click Enter

Performing Calculations (2)
Calculate with Functions A function is a built in formula in Excel. A function has a name and arguments (the mathematical function) in parentheses. Common functions in Excel: Sum: Adds all cells in the argument Average: Calculates the average of the cells in the argument Min: Finds the minimum value Max: Finds the maximum value Count: Finds the number of cells that contain a numerical value within a range of the argument. To calculate a function: Click the cell where you want the function applied Click the Insert Function button Choose the function & Click OK Complete the Number boxes with the cells in the range that you want calculated

A formula consists of a set special code entered into a cell. It performs a calculation of some type and returns a value which is displayed in the cell. The values and text used in formulas can be located in other cells, which makes changing data easy and gives worksheets their dynamic nature. Mathematical operators, such as + (for addition) and * (for multiplication) Cell references (including named cells and ranges), Values or text, Worksheet functions (such as SUM or AVERAGE) OPERATOR FUNCTION + Addition - Subtraction ? Division * Multiplication ^ Exponentiation & Concatenation = Logical comparison (equal to) OPERATOR PRECEDENCE

Function Library The function library is a large group of functions on the Formula Tab of the Ribbon. These functions include: AutoSum: Easily calculates the sum of a range Recently Used: All recently used functions Financial: Accrued interest, cash flow return rates and additional financial functions Logical: And, If, True, False, etc. Text: Text based functions Date & Time: Functions calculated on date and time Math & Trig: Mathematical Functions > Logical comparison (greater than) < Logical comparison (less than) >= Logical comparison (greater than or equal to) <= Logical comparison (less than or equal to) <> Logical comparison (not equal to)

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

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

Error values ERROR VALUE EXPLANATION #DIV/0! The formula is trying to divide by zero. This also occurs when the formula attempts to divide by a cell that is empty. #NAME? The formula uses a name that Excel doesn’t recognize. This can happen if you delete a name that’s used in the formula or if you have unmatched quotes when using text. #N/A The formula is referring (directly or indirectly) to a cell that uses the NA function to signal that data is not available. Some functions (for example, VLOOKUP) can also return #N/A. #NULL! The formula uses an intersection of two ranges that don’t intersect. #REF! The formula refers to a cell that isn’t valid. This can happen if the cell has been deleted from the worksheet. #VALUE! The formula includes an argument or operand of the wrong type. (An operand is a value or cell reference that a formula uses to calculate a result.)

Working with Dates Excel Date Formats Displaying Today’s Date
Calculating the number of years between two dates The following formula calculates the number of years between two dates. This formula assumes that cells A1 and B1 both contain dates: =YEAR(A1)-YEAR(B1) Calculating a person’s age The following formula returns the age of the person whose date of birth you enter into cell A1. This formula uses the YEARFRAC function. =INT(YEARFRAC(TODAY(),A1,1)) OR The following formula uses the DATEDIF function to calculate an age. =DATEDIF(A1,TODAY(),"Y") Date Entry Excel Interpretation September 20th 2015 20/9/15 20/09/2015 20-09/2015 Sept. 20, 2015 Sept. 20 Displaying Today’s Date The following formula uses the TODAY function to display the current date in a cell: =TODAY() You can also display the date combined with text. The formula that follows, for example, displays text, such as Today is Tuesday, April 9, 2013: ="Today is "&TEXT(TODAY(),"dddd, mmmm d, yyyy")

Sorting & Filtering Sorting and Filtering allow you to manipulate data in a worksheet based on given set of criteria. Basic Sorts To execute a basic descending or ascending sort based on one column: Highlight the cells that will be sorted Click the Sort & Filter button on the Data tab Click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button

Sorting & Filtering (2) Custom Sorts
To sort on the basis of more than one column: Click the Sort & Filter button on the Home tab Choose which column you want to sort by first Click Add Level Choose the next column you want to sort Click OK

Sorting & Filtering (3) Filtering Filtering allows you to display only data that meets certain criteria. To filter: Click the column or columns that contain the data you wish to filter On the Data tab, click on Filter button Click the Arrow at the bottom of the first cell you want to use for the Filter Click the Text Filter Click the Words you wish to Filter To clear the filter click the Filter button.

Subtotal You can automatically calculate subtotals and grand totals in a list for a column by using the Subtotal command in the Outline group on the Data tab. Subtotals are calculated with a summary function such as Sum, Count or Average, by using the SUBTOTAL function. You can display more than one type of summary function for each column. To add SUBTOTAL in a list, follow the following steps: Make sure that each column has a label in the first row, contains similar facts in each column, and that the range has no blank rows or columns. Sort the field for which you want to have subtotal summary. Select a cell in the range Select Data -> Subtotal (in Outline Group)

Subtotal (2) Select the field for which the subtotals are to be calculated in the At Each Change In drop-down list. Specify the type of totals you want to insert in the Use Function drop-down list. When you use the Subtotals feature, you aren’t restricted to having the values in the designated field added together with the SUM function. You can instead have Excel return the number of entries with the COUNT function, the average of the entries with the AVERAGE function, the highest entry with the MAX function, the lowest entry with the MIN function, or even the product of the entries with the PRODUCT function. Select the check boxes for the field(s) you want to total in the Add Subtotal To list box. Click OK.

Data Validation The Excel 2013 data validation Because formulas are only as accurate as the data they receive, it’s important that your spreadsheet contains only valid data. Examples of invalid data might be a negative number (such as –9) for a price or a decimal number (such as 4.39) for the number of items a customer bought. To keep your spreadsheet from accepting invalid data, you can define a cell to accept only certain types of data, such as numbers that fall between 30 and 100. The moment someone tries to type invalid data into a cell, Excel immediately warns you.

Data Validation (2) To define valid types of data for a cell, follow these steps: Click a cell that contains data used by a formula. Click the Data tab. Click the Data Validation icon in the Data Tools group. The Data Validation dialog box appears.

Data Validation (3) Click the Allow list box and choose one of the following: Any Value: The default value accepts anything the user types Whole Number: Accepts only whole numbers, such as 47 and 903 Decimal: Accepts whole and decimal numbers, such as or 1.00 List: Allows you to define a list of valid data Date: Accepts only dates Time: Accepts only times Text length: Defines a minimum and maximum length for text Custom: Allows you to define a formula to specify valid data Depending on the option you choose, you may need to define Minimum and Maximum values and whether you want the data to be equal to, less than, or greater than a defined limit. Click the Input Message tab in the Data Validation dialog box Click in the Title text box and type a title.

Data Validation (4) Click in the Input Message text box and type a message you want to display when someone selects this particular cell. Click the Error Alert tab in the Data Validation dialog box Click the Style list box and choose an alert icon, such as Stop or Warning. Click in the Title text box and type a title for your error message

Data Validation (5) Click in the Error Message text box and type the message to appear if the user types invalid data into the cell. Click OK. After you define data validation for a cell, you can always remove it later. To remove validation for a cell, follow these steps: Click in the cell that contains data validation. Click the Data tab. Click the Data Validation icon in the Data Tools group. The Data Validation dialog box appears Click Clear All and then click OK. Excel clears all your data validation rules for your chosen cell.

Conditional Formatting
Conditional formatting is a technique to format cells based on one or more rules. Conditional Formatting helps you visually explore and analyze data collected in an Excel worksheet, detect critical issues, and identify trends, patterns and exceptions. Conditional Formatting in Excel 2013 allows you to automatically apply formatting—such as colors, icons, and data bars—to one or more cells based on the cell value.

Conditional Formatting (2)
Apply Conditional Formatting To apply a Conditional Formatting: Select the cell or the relevant range of cells to be formatted On the Home tab Click “Conditional Formatting“. Choose Highlight Cells rules, select the appropriate rule and specify the condition for formatting the chosen cell or range of cells. For eg., to format the cells that are greater than a specified value, choose Greater Than, specify the value and the fill color

To specify a custom rule, Select the cell or the relevant range of cells to be formatted On the Home tab Click “Conditional Formatting“. Choose New Rule, select a rule type and edit the rule description. To specify another rule for the same range of cells, repeat the above steps.

Manage conditional formatting One can create, edit, delete, and view all conditional formatting rules in the workbook by using the Conditional Formatting Rules Manager dialog box. On the Home tab, in the Styles group, click the arrow next to Conditional Formatting, and then click Manage Rules. Against Show Formatting rule for, choose the worksheet whose rules you want to manipulate. All relevant rules for the worksheet are lists. These rules are evaluated in order of precedence by how they are listed in this dialog box

Charts Charts allow you to present information contained in the worksheet in a graphic format. Excel offers many types of charts including: Column, Line, Pie, Bar, Area, Scatter and more. To view the charts available click the Insert Tab on the Ribbon. Create a Chart To create a chart: Select the cells that contain the data you want to use in the chart Click the Insert tab on the Ribbon Click the type of Chart you want to create

Charts (2) Modify a Chart
Once you have created a chart you can do several things to modify the chart. To move the chart: Click the Chart and Drag it another location on the same worksheet, or Click the Move Chart button on the Design tab Choose the desired location (either a new sheet or a current sheet in the workbook)

Charts (3) To change the data included in the chart: Click the Chart
Click the Select Data button on the Design tab

Charts (4) To reverse which data are displayed in the rows and columns: Click the Chart Click the Switch Row/Column button on the Design tab To modify the labels and titles: On the Design Tab, click Add Chart Element Select the Chart Element you want to Add.

Charts (5) Chart Tools The Chart Tools appear on the Ribbon when you click on the chart. The tools are located on three tabs: Design and Layout. Within the Design tab you can control the chart type, layout, styles, and location. Within the Format tab you can control inserting shapes, change shapes and add text boxes, labels, axes, background and word art.

Charts (6) Copy a Chart to Word Select the chart
Click Copy on the Home tab Go to the Word document where you want the chart located Click Paste on the Home tab

Formatting a Worksheet
Convert Text to Columns Sometimes you will want to split data in one cell into two or more cells. You can do this easily by utilizing the Convert Text to Columns Wizard. Highlight the column in which you wish to split the data Click the Text to Columns button on the Data tab Click Delimited if you have a comma or tab separating the data, or click fixed widths to set the data separation at a specific size

Formatting a Worksheet (2)
Modify Fonts Modifying fonts in Excel will allow you to emphasize titles and headings. To modify a font: Select the cell or cells that you would like the font applied On the Font group on the Home tab, choose the font type, size, bold, italics, underline, or color

Format Cells Dialog Box In Excel, you can also apply specific formatting to a cell. To apply formatting to a cell or group of cells: Select the cell or cells that will have the formatting Click the Dialog Box arrow on the Alignment group of the Home tab There are several tabs on this dialog box that allow you to modify properties of the cell or cells. Number: Allows for the display of different number types and decimal places Alignment: Allows for the horizontal and vertical alignment of text, wrap text, shrink text, merge cells and the direction of the text. Font: Allows for control of font, font style, size, color, and additional features Border: Border styles and colors Fill: Cell fill colors and styles

Add Borders and Colors to Cells Borders and colors can be added to cells manually or through the use of styles. To add borders manually: Click the Borders drop down menu on the Font group of the Home tab Choose the appropriate border

To apply colors manually: Click the Fill drop down menu on the Font group of the Home tab Choose the appropriate color To apply borders and colors using styles: Click Cell Styles on the Styles group ofthe Home tab Choose a style or click New Cell Style

Change Column Width and Row Height To change the width of a column or the height of a row: Click the Format button on the Cells group of the Home tab Manually adjust the height and width by clicking Row Height or Column Width To use AutoFit click AutoFit Row Height or AutoFit Column Width

Hide or Unhide Rows or Columns To hide or unhide rows or columns: Select the row or column you wish to hide or unhide Click the Format button on the Cells group of the Home tab Click Hide & Unhide

Merge Cells To merge cells select the cells you want to merge and click the Merge & Center button on the Alignment group of the Home tab. The four choices for merging cells are: Merge & Center: Combines the cells and centers the contents in the new, larger cell Merge Across: Combines the cells across columns without centering data Merge Cells: Combines the cells in a range without centering Unmerge Cells: Splits the cell that has been merged

Align Cell Contents To align cell contents, click the cell or cells you want to align and click on the options within the Alignment group on the Home tab. There are several options for alignment of cell contents: Top Align: Aligns text to the top of the cell Middle Align: Aligns text between the top and bottom of the cell Bottom Align: Aligns text to the bottom of the cell Align Text Left: Aligns text to the left of the cell Center: Centers the text from left to right in the cell Align Text Right: Aligns text to the right of the cell Decrease Indent: Decreases the indent between the left border and the text Increase Indent: Increase the indent between the left border and the text Orientation: Rotate the text diagonally or vertically

Developing a Workbook Format Worksheet Tab You can rename a worksheet or change the color of the tabs to meet your needs. To rename a worksheet: Open the sheet to be renamed Click the Format button on the Home tab Click Rename sheet Type in a new name Press Enter

Developing a Workbook (2)
To change the color of a worksheet tab: Open the sheet, whose colour you want to change. Click the Format button on the Home tab Click Tab Colour Click the colour Reposition Worksheets in a Workbook To move worksheets in a workbook: Open the workbook that contains the sheets you want to rearrange Click and hold the worksheet tab that will be moved until an arrow appears in the left corner of the sheet Drag the worksheet to the desired location

Insert and Delete Worksheets To insert a worksheet Open the workbook Click the Insert button on the Cells group of the Home tab Click Insert Sheet To delete a worksheet Click the Delete button on the Cells group of the Home tab Click Delete Sheet

Copy and Paste Worksheets: To copy and paste a worksheet: Click the tab of the worksheet to be copied Right click and choose Move or Copy Choose the desired position of the sheet Click the check box next to Create a Copy Click OK

Page Properties and Printing
Set Print Titles The print titles function allows you to repeat the column and row headings at the beginning of each new page to make reading a multiple page sheet easier to read when printed. To Print Titles: Click the Page Layout tab on the Ribbon Click the Print Titles button In the Print Titles section, click the box to select the rows/columns to be repeated Select the row or column Click the Select Row/Column Button Click OK

Page Properties and Printing (2)
Create a Header or Footer To create a header or footer: Click the Header & Footer button on the Insert tab This will display the Header & Footer Design Tools Tab To switch between the Header and Footer, click the Go to Header or Go to Footer button To insert text, enter the text in the header or footer To enter preprogrammed data such as page numbers, date, time, file name or sheet name, click the appropriate button To change the location of data, click the desired cell

Set Page Margins To set the page margins: Click the Margins button on the Page Layout tab Select one of the give choices, or Click Custom Margins Complete the boxes to set margins Click Ok

Change Page Orientation To change the page orientation from portrait to landscape: Click the Orientation button on the Page Layout tab Choose Portrait or Landscape Set Page Breaks You can manually set up page breaks in a worksheet for ease of reading when the sheet is printed. To set a page break: Click the Breaks button on the Page Layout tab Click Insert Page Break

Print a Range There may be times when you only want to print a portion of a worksheet. This is easily done through the Print Range function. To print a range: Select the area to be printed Click the Print Area button on the Page Layout tab Click Select Print Area

Customizing the Layout
Split a Worksheet You can split a worksheet into multiple resizable panes for easier viewing of parts of a worksheet. To split a worksheet: Select any cell in center of the worksheet you want to split Click the Split button on the View tab Notice the split in the screen, you can manipulate each part separately

Customizing the Layout (2)
Freeze Rows and Columns You can select a particular portion of a worksheet to stay static while you work on other parts of the sheet. This is accomplished through the Freeze Rows and Columns Function. To Freeze a row or column: Click the Freeze Panes button on the View tab Either select a section to be frozen or click the defaults of top row or left column To unfreeze, click the Freeze Panes button Click Unfreeze

Customizing the Layout (3)
Hide Worksheets To hide a worksheet: Select the tab of the sheet you wish to hide Right-click on the tab Click Hide To unhide a worksheet: Right-click on any worksheet tab Click Unhide Choose the worksheet to unhide

Pivot Table A pivot table is an interactive worksheet table that quickly summarizes large amounts of data using calculation methods you choose. It is called a pivot table because you can rotate its row and column headings around the core data area to give you different views of the source data. As the source data changes, you can update a pivot table. If you change data in the source list or table, by adding new rows (records) or columns (fields), there are ways to update (or refresh) the pivot table. There is no limit, other than available memory, to the number of pivot tables that can be defined in the same workbook-or even on the same worksheet. a

Pivot Table (2) Add a Pivot table
Select the Table; Click on the table from the Insert tab click on the Pivot Table Button under Table group. Select the field that would form part of the Pivot Table. Adjust and format the Pivot table by using the Pivot Table Properties

Pivot Chart Add a Pivot Chart
Chart can be created from selected data in a Pivot Table. To Add a Pivot Chart, click within the Chart and Click on Pivot chart on the Insert Tab. Adjust and format the Pivot table by using the Pivot Table Properties

Printing a Worksheet To Print a Worksheet
From the Home Tab Click on Print. Select the Print parameters (printer type, no. of copies, range) Click Print. PRINT PREVIEW SELECT PRINTER PAGE RANGE COPIES

Module 4 Microsoft PowerPoint 2010

Objectives Components of PowerPoint Basic Concepts & Definition
Working with Presentation Views in PowerPoint File Operations Opening an Existing Presentation Opening Multiple Presentations Creating New Presentations Using the Blank Presentation Option Using Templates Saving a Presentation Closing a Presentation Modify text Modify the Appearance of Text Modify the Slide Structure Modify the Layout of a Slide Save a Presentation Apply Templates Add tables and Comments to a Presentation Insert a Picture Insert a Document Animate Text and Pictures in a Presentation Add Transition Effects to Slides in a Presentation Deliver a Presentation Print a Presentation

Basic Concepts and Definition
What is Power Point? Power Point (PPT) is a presentation software that enables a user to create powerful presentations A Presentation is the discussion, explaining of discussion of a subject matter or topic usually delivered to an audience Presentations created with PPT can have audio and visual effects making them look professional or jazzy as per the requirement You can create educational presentation for schools to professional presentations for big companies The aim of a presentation is a educate, inform, report and instruct the audience on the topic under discussion. PPT allows you to include formatted text, graphics, pictures, sound, and animations in the presentations

Basic Concepts and Definition
What is a Presentation? A PowerPoint presentation is a collection of slides. A slide is like a frame in a presentation that represents data During a presentation, the slides are displayed one after the other and the contents of the presentation are displayed through these slides on screen Presentations are designed for delivering information to an audience Presentations can contain text to display information or have multi-media effects such as sound videos and animations to make them impressive and interactive Presentations are saved as files with a .pptx extension

Starting Power Point To start Microsoft PowerPoint 2013 from Windows 7, select the Start  All Programs  Microsoft Office Microsoft PowerPoint command This displays the Microsoft PowerPoint window.

Screen Layout

Screen Layout (2) Slide pane/Editing pane:
It is the workspace that is used to create slides. Notes pane: Used to entre notes or detail explanation to slides. Slides tab: It enables you to display a miniature image of the presentation slides Click the image to view the corresponding slide in the slide pane. Outline tab: It enables you to display an outline of the slide content. Navigation pane: Allows you to scroll through the slides with ease View button: Used to switch between views (normal, slide sorter and slide show views)

Slide View and Zoom Slides can be resized to give better views.
To resize a slide Click on Zoom from the View tab To resize the current slide so that it is as large as possible while still fitting completely in the Slides pane, from the View Tab click the Zoom button and fit button or Click on the fit to windows button on the Zoom Slider To zoom slider can also be used to increase the size of the slide.

Creating a Presentation
New Presentation You can start a new presentation from a blank slide, a template, existing presentations, or a Word outline. To create a new presentation from a blank slide: Click the File Tab Click New Click Blank Presentation.

Creating a Presentation (2)
To create a new presentation from a template: Click the Microsoft Office Button Click New Click Installed Templates or Browse through Microsoft Office Online Templates Click the template you choose and Click Create

To create a new presentation from existing online themes: Click the Microsoft Office Button Click New Click New from Existing Browse to and click the presentation To create a new presentation from a Word outline: Click the slide where you would like the outline to begin Click New Slide on the Home tab Click Slides from Outline Browse and click the Word Document that contains the outline

Save a Presentation When you save a presentation, you have two choices: Save or Save As. To save a document: Click the File Tab Click Save Click the Folder to which you want to save the Presentation. Type in the Filename. Click Save.

Saving in a Different Format. PowerPoint 2013 files are saved by default in pptx format. To save in another file type Click Save as Type. Choose the file format you wish to save Click Save.

You may need to use the Save As feature when you need to save a presentation under a different name or to save it for earlier versions of PowerPoint. Remember that older version 2003 and below of PowerPoint will not be able to open PowerPoint 2013 presentation unless you save it as a PowerPoint Format. To use the Save As feature: Click the Microsoft Office Button Click Save As Type in the name for the Presentation In the Save as Type box, choose Excel Presentation

Add Slides There are several choices when you want to add a new slide to the presentation: Office Themes, Duplicate Selected Slide, or Reuse Slides. To create a new slide from Office Themes: Select the slide immediately BEFORE where you want the new slide Click the New Slide button on the Home tab Click the slide choice that fits your material

To create a slide as a duplicate of a slide in the presentation: Select the slide to duplicate Click the New Slide button on the Home tab Click Duplicate Selected Slides To create a new slide from another presentation: Select the slide immediately BEFORE where you want the new slide Click the New Slide button on the Home tab Click Reuse Slides Click Browse Click Browse File Locate the slide show and click on the slide to import

Themes Themes are design templates that can be applied to an entire presentation that allows for consistency throughout the presentation. To add a theme to a presentation: Click the Design tab Choose one of the displayed Themes or click the Galleries button To apply new colors to a theme: Click the Colors drop down arrow Choose a color set or click Create New Theme Colors

Background Styles To change the background style of a theme
Click the Background Styles button on the Design tab Choose a style. You can also click Format Background Select a solid fill, Gradient fill, picture or texture fill. Click the close button when you are done or Click the Apply to All to button to apply your formatting to all slides.

Working with Content Enter Text To enter text:
Select the slide where you want the text Click in a Textbox to add text

Working with Content (2)
To add a text box: Select the slide where you want to place the text box On the Insert tab, click Text Box Click on the slide and drag the cursor to expand the text box Type in the text Select Text To select the text: Highlight the text Positioning a Text Box To move an textbox, drag it by any part of its border other than a selection handle. Select the object, and then position the mouse pointer over a border so that the pointer turns into a four-headed arrow

Copy and Paste To copy and paste data: Select the item(s) that you wish to copy On the Clipboard Group of the Home Tab, click Copy Select the item(s) where you would like to copy the data On the Clipboard Group of the Home Tab, click Paste Cut and Paste To cut and paste data: On the Clipboard Group of the Home Tab, click Cut Select the items(s) where you would like to copy the data

Undo and Redo To undo or redo your most recent actions: On the Quick Access Toolbar Click Undo or Redo Spell Check To check the spelling in a presentation: Click the Review tab Click the Spelling button

Formatting Text Change Font Typeface and Size
To change the font typeface: Click the arrow next to the font name and choose a font. Remember that you can preview how the new font will look by highlighting the text, and hovering over the new font typeface.

Formatting Text (2) To change the font size:
Click the arrow next to the font size and choose the appropriate size, or Click the increase or decrease font size buttons. Font Styles and Effects Font styles are predefined formatting options that are used to emphasize text. They include: Bold, Italic, and Underline. To add these to text: Select the text and click the Font Styles included on the Font group of the Home tab or Select the text and right click to display the font tools

Formatting Text (3) Change Text Color To change the text color:
Select the text and click the Colors button included on the Font Group of the Ribbon, or Highlight the text and right click and choose the colors tool. Select the color by clicking the down arrow next to the font color button.

Formatting Text (4) WordArt are styles that can be applied to text to create a visual effect. To apply Word Art: Select the text Click the Insert tab Click the WordArt button Choose the WordArt To modify the styles of WordArt Select the WordArt Click the Format tab for the Drawing Tools Click the WordArt Fill button, the WordArt Outline button, or the Text Effects button

Formatting Text (5) Change Paragraph Alignment The paragraph alignment allows you to set how you want text to appear. To change the alignment: Click the Home Tab Choose the appropriate button for alignment on the Paragraph Group. Align Left: the text is aligned with your left margin Center: The text is centered within your margins Align Right: Aligns text with the right margin Justify: Aligns text to both the left and right margins.

Formatting Text (6) Indent Paragraphs
To indent paragraphs, you can do the following: Click the Indent buttons to control the indent. Click the Indent button repeated times to increase the size of the indent. Text Direction To change the text direction: Select the text Click the Text Direction button on the Home tab Click the selection

Adding Content Resize a Textbox To resize a textbox:
Click on the textbox Click the corner of the box and drag the cursor to the desired size Bulleted and Numbered Lists Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters depending on the organization of the list. To add a list to existing text: Select the text you wish to make a list Click the Bulleted or Numbered Lists button

Adding Content (2) To create a new list:
Place your cursor where you want the list in the document Click the Bulleted or Numbered Lists button Begin typing Nested Lists A nested list is list with several levels of indented text. To create a nested list: Create your list following the directions above Click the Increase or Decrease Indent button

Adding Content (3) Formatting Lists The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box. Select the entire list to change all the bullets or numbers, or Place the cursor on one line within the list to change a single bullet. Click the arrow next to the bulleted or numbered list and choose a bullet or numbering style.

Adding Content (4) Adding Video Video clips can be added to the presentation. To add a video clip: Click the Movie button on the Insert tab Choose Movie from File or Movie from Clip Organizer To edit the video options: Click the movie icon Click the Format tab

Adding Content (5) Adding Audio Audio clips can be added to the presentation. To add an audio clip: Click the Audio button on the Insert tab Choose Sound from File, Sound from Clip Organizer, Play CD Audio Track, or Record Sound To edit the audio options: Click the audio icon Click the Format tab

Graphics Adding Picture To add a picture: Click the Insert Tab
Click the Picture Button Browse to the picture from Picture Folder Click the name of the picture Click insert To move the graphic, click it and drag it to where you want it

Graphics (2) Adding Online Pictures
To add Online Pictures (from the Internet): Click the Insert Tab Click the Online Pictures Button PowerPoint then use the Bing Search Engine to look for the picture type you specify. Select your preferred picture from the list displayed. Click insert.

Graphics (3) Editing Pictures
When you add a graphic to the presentation, an additional Tab appears on the Ribbon. The Format Tab allows you to format the pictures and graphics. This tab has four groups: Adjust: Controls the picture brightness, contrast, and colors Picture Style: Allows you to place a frame or border around the picture and add effects Arrange: Controls the alignment and rotation of the picture Size: Cropping and size of graphic

Graphics (4) Adding a Shape To add Shapes: Click the Insert Tab
Click the Shapes Button Click the shape you choose Click the Slide Drag the cursor to expand the Shape To format the shapes: Click the Shape Click the Format tab

Graphics (5) Adding SmartArt SmartArt is a feature in Office 2013 that allows you to choose from a variety of graphics, including flow charts, lists, cycles, and processes. To add SmartArt: Click the Insert Tab Click the SmartArt Button Click the SmartArt you choose Click the SmartArt Drag it to the desired location in the slide To format the SmartArt: Click either the Design or the Format tab Click the SmartArt to add text and pictures.

Graphics (6) Adding a Photo Album The photo album feature is in PowerPoint 2013 allows you to easily create a photo album to share pictures. To create a photo album: Click the Photo Album button on the Insert tab Click New Photo Album Click File/Disk to add pictures to the photo album Move the pictures up and down in the order of the album but clicking the up/down arrow

Tables Tables are used to display data in a table format.
Create a Table To create a table: Place the cursor on the page where you want the new table Click the Insert Tab of the Ribbon Click the Tables Button on the Tables Group. You can create a table one of four ways: Highlight the number of row and columns Click Insert Table and enter the number of rows and columns Click the Draw Table, create your table by clicking and entering the rows and columns Click Excel Spreadsheet and enter data

Tables (2) Enter Data in a Table Place the cursor in the cell where you wish to enter the information. Begin typing. Modify the Table Structure and Format a Table To modify the structure of a table: Click the table and notice that you have two new tabs on the Ribbon: Design and Layout. These pertain to the table design and layout. On the Design Tab, you can choose: Table Style Options, Table Styles, Draw Borders

Tables (3) To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab allows you to: View Gridlines and Properties (from the Table Group) Insert Rows and Columns (from the Rows & Columns Group) Delete the Table, Rows and/or Columns (from the Rows & Columns Group) Merge or Split Cells (from the Merge Group) Increase and decrease cell size (Cell Size Group) Align text within the cells and change text directions (Alignment Group)

Tables (4) Insert a Table from Word or Excel
Open the Word document or Excel worksheet Select the chart Click Copy on the Home tab Go to the PowerPoint document where you want the chart located Click Paste on the Home tab

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

Charts (2) Create a Chart To create a chart:
Click the Insert tab on the ribbon Click the type of Chart you want to create Insert the Data and Labels

Charts (3) Edit Chart Data To edit chart data: Click on the chart
Click Edit Data on the Design tab Edit data in the spreadsheet

Charts (4) Modify a Chart Once you have created a chart you can do several things to modify the chart. To move the chart: Click the Chart and Drag it another location on the same slide, or Copy it to another slide Choose the desired location and click Paste To modify the chart size: Click the Chart Click on any of the corners and drop and drag to resize

Chart (5) Chat Filter Chart Filters feature is used to quickly exclude certain rows or columns from the chart. Click the Chart and from the filter icon shown by the side of the chart select the field to add/remove. Click Apply

Charts (6) To modify the labels and titles: Click the Chart
Click the Design tab Choose the appropriate label or Chart Element you wish to add or change.

Charts (7) Chart Tools The Chart Tools appear on the Ribbon when you click on the chart. The tools are located on two tabs: Design and Format. Within the Design tab you can control the chart type, edit chart data, layout, styles, and location. Within the Format tab you can control the insertion of pictures, textboxes, and shapes, labels, backgrounds, and shape effects.

Charts (8) Within the Format tab you can adjust the Fill Colors and Chart Area Elements Paste a Chart from Excel Open the Excel worksheet Select the chart Click Copy on the Home tab Go to the PowerPoint document where you want the chart located Click Paste on the Home tab

Slide Transition Effects More Transition Effects
Slide Effects Slide Transitions Transitions are effects that are in place when you switch from one slide to the next. To add slide transitions: Select the slide that you want to transition Click the Transition tab Choose the appropriate transition effect or click the Transition dialog box Slide Transition Effects More Transition Effects

Slide Effects (2) To adjust slide transitions:
Add sound by clicking the arrow next to Sound. Adjust the duration the slide would be on display by adjust the time after duration. Modify the transition entry style by clicking on the speed by clicking on Effect Options Button.

Slide Effects (3) To apply the transition to all slides:
Click the Apply to All button on the Transition tab To select how to advance a slide: Choose to On Mouse Click, or Automatically after a set number of seconds

Slide Effects (4) Slide Animation Slide animation effects are predefined special effects that you can add to objects on a slide. To apply an animation effect: Select the object you wish to add animations to. Click the Animations tab on the Ribbon Click Add animation Click choose any of the available Effect Select Entry, Emphasis and Exit Style.

Slide Effects (5) Record Slide Show When you want to record narration for the slides: Click the Record Slide Show button Click Start Recording on the box that is displayed.

Slide Effects (6) Rehearse Timings
Use Rehearsed Timings to rehearse the timings of slide with audio. Click the Rehearse Timings button Practice speaking and advance the slides as you would in the presentation When you have completed this click through the end of the slide Choose whether or not to keep this timing or to retry

Delivering a Presentation (1)
Animation Preview To preview the animation on a slide: Click the Preview button on the Animations tab Slide Show Options The Slide Show tab of the ribbon contains many options for the slide show. These options include: Preview the slide show from the beginning Preview the slide show from the current slide Set up Slide Show

Set Up Slide Show This option allows you to set preferences for how the slide show will be presented. The options include: Whether the show will run automatically or will be presented by a speaker The looping options Narration options Monitor resolutions/options.

On-Screen Show Controls When you display a slide show, the mouse pointer and show controls are hidden. To make Back: The leftmost button, takes you back to the previous slide. Forward: Moves you to the next slide. Pointers: Opens a menu for controlling the appearance of the pen or pointer. See All Slides: Opens a slide-sorter-like view within Slide Show view, from which you can quickly select the slide you want to jump to by looking at thumbnails. Zoom: Enables you to zoom in on a portion of a slide and then zoom back out again. Options: Opens the menu shown. It contains a variety of commands for controlling the presentation, including setting arrow options and controlling display settings and Presenter view.

Blanking a Screen During a Presentation and there is a pause for discussions and you may need to blank the screen to avoid distractions. To turn the screen into a blank expanse (White) type W or Comma (,) To turn the screen into a blank expanse (Black) type B or Period (.) To return to the presentation, you can press the same key or press any key on the keyboard. When the screen is completely black or white, you can draw on it for it to serve as a scratch pad. Anything done on the blank screen is not saved or added as part of the presentation.

On Screen Pen and Pointer The on-screen pen can be used to lay emphasis on areas and objects in a slide during presentation. Move the mouse to make the on screen buttons appear. Click the Pointers button (the one that looks like a pen). A menu appears or right-click and then choose Pointer Options. Select the Ink Color command for access to the ink color swatches.) Click the color you want to use. Move to the main Slide and use the Pen as you wish.

Hiding and Unhiding Slides Hiding a slide is used to keep a slide in reserve, without making it a part of the main slide. To hide a slide Switch to Slide Sorter view. Select the slide or slides that you want to hide. Click the Hide Slide button in the Set Up group of the Slide Show tab of the ribbon, or right-click one of the selected slides and choose Hide Slide from the shortcut menu. A diagonal line crosses through the slide indicating that it is hidden. The slide’s content also appears dimmed. To unhide a slide, select the slide and click Hide Slide again. The slide’s number returns to normal. You can also right-click a slide and choose Hide Slide again to toggle the hidden attribute off. To show hidden slide during a presentation; In Slide Show view, click the See All Slides button in the bottom-left corner of the screen.

Custom Shows Many slide shows have a linear flow, however, however, when the situation becomes more complex, a single-path slide show may not suffice. On the Slide Show tab, click Custom Slide Show in the Start Slide Show group, and then click Custom Shows. The Custom Shows dialog box opens. Click New. The Define Custom Show dialog box opens. Type a name for your custom show in the Slide show name text box, replacing the default name. In the Slides in presentation list, click the check box for the first slide that you want to appear in the custom show and click add. Click Ok and Close.

Delivering a Presentation Online From the Slide Show Tab, click Present Online If desired, mark the enable remote viewers to download the presentation check box. Click Connect. You are connected to the broadcast server. For your sign-in information; sign in if prompted. A link appears for participants to use to see the broadcast. Copy this link to the Clipboard (click Copy Link, or select it and press Ctrl + C) and then paste it into an , instant message, or other medium through which you want to share it with others. You can click Send in to automatically start a new containing the link. Click Start Presentation. The show begins in Slide Show view on your PC. Show the presentation as you would normally. When you are finished, Normal view reappears. On the Present Online tab on the Ribbon, click End Online Presentation. At the confirmation box, click End Online Presentation.

Slide Master A master is a set of specifications that govern overall formatting and appearance. PowerPoint actually has three masters: the slide master (for slides), the handout master (for handouts), and the notes master (for speaker notes). The slide master holds the settings from a theme and applies them to one or more slides in your presentation. A slide master is the representation of a particular theme applied to a particular presentation. Any text, object, graphic or feature placed on the master slide would appear in all slide of the presentation.

Slide Master (2) A master is a set of specifications that govern overall formatting and appearance. PowerPoint actually has three masters: the slide master (for slides), the handout master (for handouts), and the notes master (for speaker notes). The slide master holds the settings from a theme and applies them to one or more slides in your presentation. A slide master is the representation of a particular theme applied to a particular presentation. Any text, object, graphic or feature placed on the master slide would appear in all slide of the presentation.

Slide Master (3) To work with Slide Master.
Click on the View Tab, Click on the Slide Master Button. While you are working in Slide Master view, you can use the commands on the other tabs in the following ways: Home Format a text placeholder on a master by selecting it and then clicking buttons in the Font and Paragraph groups. Insert Add objects such as graphics and WordArt text to a master by clicking buttons. Click on the Close Slide Master View to close Slide Master.

Printing Create Speaker Notes Speaker Notes can be added
to allow you to create notes for each slide. To add speaker notes: Select the slide Click View Click Note Pages Click the Click to add Notes section of the screen Type in the Notes for that slide

Printing (2) Print a Presentation There are many options for printing a presentation. They are: Slides: These are slides that you would see if you were showing the presentation, one slide per page Handouts: 1, 2, 3, 4, 6 or 9 per page, this option allows for more slides per page Notes Page: This includes the slides and the speaker notes Outline View: This will print the outline of the presentation To access the print options: Click the File Tab Click Print In the Print select the print options you want to use. Click the Print button.

Printing (3) To print preview: Click the File Tab Click Print.
The Preview Window is show to the right of the print Dialog Box.

Printing (4) Package a Presentation There are times when you want to package a presentation with all of the additional files attached as well. To package a presentation for CD: Click the File Tab. Click Export Click Package for CD Type a name for the CD Click Copy to CD or Copy to Folder

PowerPoint Tips Design Tips
Slides should be of a consistent design throughout the presentation Use graphics and pictures when possible Remove unnecessary information and graphics Use contrasting background and text colors Keep the number of fonts used in the presentation to 3 Keep the fonts consistent throughout the presentation. All visuals (photos, data displays, symbols, icons, etc.) should clarify and enhance the message or topic. Animations and/or transitions should deepen meaning and essence of the presentation rather than distract

PowerPoint Tips (2) Presentation Tips
Identify the critical information for your presentation Use no more than 6 bullets per page Bullets should be short ideas, not complete sentences (these should be your talking points) To start the Slide Show, Click Slide Show on the Presentation Views group on the View tab Use the arrow keys to move forward or backward in a presentation Press the Escape (Esc) key to end the slide show A pen tool is available for drawing on the screen with the mouse. Press CTRL+P or click the right mouse button at any time and a popup window will appear. Choose Pen and the pointer will change to a pen that allows you to draw freehand on the screen using the mouse. Press the E key to erase all pen strokes. PressCTRL+A to disable the pen feature and revert the pen back to a pointer arrow.

PowerPoint Tips (3) Presentation Tips contd.
If you would like to use the pen to draw on a blank screen during a presentation, press the B or W keys, or select Screen/Black Screen from the popup menu and the screen will turn black. Press B or W again or choose Next from the popup menu to return to the presentation when you are finished drawing. To hide the pointer and button from the screen press the A key. Be sure to preview the slide show using a projector if one will be used during the presentation. Words or graphics that are close to the edge of the screen may be cut off by the projector. Spell Check To check the spelling throughout a presentation: Click the Spelling button in the Proofing group on the Review tab

Introduction to Internet
Module 5 Introduction to Internet

Objectives Internet and WWW Applications on the Internet
Web Terminology Navigating the Web sites Connecting a Computer to the Internet Working with the Internet Explorer Using Help Printing Web pages Searching for Information on the Internet Implementing Security

Internet and WWW The Internet is a worldwide system of computer networks. Users can obtain information about any subject or topic by connecting to the Internet The Internet was first known as ARPANET and was started by the U.S. government in Advanced Research Projects Agency (ARPA) The original aim of ARPANET was to create a network that would allow researchers working on computers at one university to connect to computers at other universities The World Wide Web (WWW) also called the Web is a subset of the Internet The Web is a series of interconnected servers that support specially formatted documents Today, the Internet has become an important part of our day-to-day life

Internet and WWW (2) The Internet is used today in diverse field - business, entertainment, education, communication, medicine, defence, engineering, and sports. The WWW also called the Web is a subset of the Internet The Internet and the World Wide Web are often used synonymously but they are different. The Web is a series of interconnected servers that support specially formatted documents This means you can switch from one document to another just by clicking on marked text. A server is a program or a computer that responds to requests from other programs and delivers the requested documents

Applications of the Internet
The Internet provides various types of services, which include: Electronic mail ( ) Exchange of messages between two computers by telecommunication is known as was one of the first services that were used for communicating over the Internet messages can contain text, graphics, or a combination of both There are a number of Web sites on the Internet that provide free services - Gmail, Hotmail and Yahoo The user is asked to register at the site and an account is created for the user An address is also allocated to the user Using the account you can access your from anywhere in the world

Applications of the Internet (2)
Online Social Network Video Sharing (Youtube.com) Instant Messaging (Whatsapp, Viber) Professional Networking (linkedin) Media Sharing (facebook, Instagram, myspace, flickr) Communication and Discussion (Twitter) Online Dating and Friendship (Badoo, Twoo, Hi5) Personal news Reporting. Internet Forums.

Business and Commerce Internet Banking. Mobile Banking Instant Money Transfer. E-Commerce/Mobile Commerce Online Shops Online Markets. Business to Business Interaction. Business to Customer Interaction. Online Retails and Auctions.

Location Based Services (Maps, Travels and Weather) Career and Employment Health and Fitness Education & Education Support Services. Online Lecture Delivery Open Courseware. Online Degree/Certification Programmes Online Testing. Online & Virtual Libraries. Educational Portals. Educational Collaboration Entertainment. News and Broadcasting.

File Transfer Services You can transfer files from one computer to another using the Internet File transfer means uploading a file to a server or downloading a file from a server File transfer services use the File Transfer Protocol (FTP), which is an Internet protocol that helps to upload and download files FTP is commonly used to download files to a personal computer from other servers on the Internet Uploading refers to sending a file from a personal computer to another computer on the network, and downloading refers to receiving a file from another computer on the network to a personal computer Protocol is a set of rules used for communication between computers

Web Terminology (1) Some of the most commonly used terms in the Web are: Browser This is a client software that allows the user to display and interact with a hypertext document Web Server This is a program that responds to requests from Web browsers to retrieve resources. It is also used to refer to the computer that runs the server program Web Site This is a collection of related files. Each Web site contains a home page, which is the first document that is displayed on the browser A site might also contain additional documents and files. A site is owned and managed by an individual, company or organization

Web Terminology (2) Home Page
This is the first hypertext document (in HTML) that is displayed when the user opens a Web site. It contains links to other pages or other sites HTML (Hypertext Markup Language) This is the formatting language used to present a Web document. HTTP (Hypertext Transfer Protocol) This is the protocol used on the Web to transfer hypertext documents. URL (Uniform Resource Locator) This is a Web addressing scheme that spells out the exact location of a net resource on the Internet. Most URLs take the form: protocol://host.domain/directory/filename

Web Terminology (3) Summarized list of the common services and when to use them To Use Get a file from another computer on the Internet FTP Send a file to another computer on the Internet View files in a directory in a computer on another network Telnet Correspond with a particular person on the Internet Correspond with a group of people interested in a similar topic Newsgroups View documents on the Internet World Wide Web Search for information on the Internet Search Engine

Web Browsers Web Browsers Internet Browsers
A browser is an application that helps you display and interact with the information on the Internet A browser uses HTTP to display information from the Web server Mosaic was the first commercially used Web browser Today, Internet Explorer, Google Chrome, Mozilla Firefox and Opera are the most popular Web browsers

Connecting a Computer to the Internet
Before loading a Web site, you first need to connect to the Internet To connect to the Internet, you need the following: Access to a phone line or telecommunication network. A modem A modem is a device that helps the computers to communicate using phone lines or telecommunication network. Computers can interpret digital signals, and phone lines can interpret analog signals Modems convert the outgoing digital signals from a computer to analog signals that can be transmitted via telephone cables Modems also convert the analog signals from a phone line to digital signals for a computer The speed of a modem at which the data transfer is done is measured in Kilo bits per second (Kbps). The most common modems today for internet connection are USB modems.

Connecting a Computer to the Internet (2)
Internet Service Provider (ISP) An Internet account is provided by an Internet Service Provider (ISP) An ISP is an organization that provides users access to the Internet and other related services, such as hosting a Web site and providing space on the Web server to launch a Web site on the Internet ISP provides users with usernames and passwords, which are required to connect to the Internet Connecting to the Internet enables you to perform operations, such as accessing a Web site, reading your , navigating between Web sites, and printing Web pages. In Nigeria the major telecommunication service providers are also internet providers. Internet services can be provided either through the use of USB Modems, MiFi or WiFi devices Fibre Over Radio or VSAT.

Search Engines Search Engines
A search engine is a website that allows you to search for a particular set of words specified by you, on the Internet A user interface is provided where a user can enter the word or the phrase that has to be searched The search engine tries to locate the keyword in a large data source and returns the result of the search SEARCH TOOL WEB ADDRESS Google Alltheweb Ask Lycos Bing Excite MSN Yahoo! AOL search A9 Dogpile WebCrawler

Search Engines You can use the Internet to search for information on any topic, such as education, computer, medicine, and sports A search engine comprises a set of programs that include: A program that searches Web sites on the internet and uses the hypertext links on each page to discover and read other pages on the site. This program is called a spider A program that creates an index of the pages, which have already been read by the users A program that receives the search request, compares the search entries with the entries in the index, and returns the results to the Web browser for display Popular search engines in the Internet include Google, AltaVista, and Lycos Different search engines use different mechanisms to search for information For example, using AltaVista search engine and google, we get the following:

Search Engines (2)

Searching for Information (1)
To search for information, use keywords that indicate the topic for which you want further information E.g., for info about routing protocols, you can use the keyword Routing Protocol Open Internet Explorer Type or other search engine in the Address bar Click Go button to display the home page of the AltaVista search site Specify Routing Protocol in the text box and click the Find button to display the search results on a Web page, as shown To locate pages that contain the specific keywords only, specify Routing + Protocol in the text box The search results appear, as shown

Searching for Information (2)
Note that the search results show links on all protocols and not just routing protocols The search engine searches for Web pages that contain either the word “Protocol” or “Routing” or “Routing Protocol” in the content You can also search for Web pages that contain the exact phrase To do this, specify “Routing Protocol” in the text box with opening and closing quotes. After the search results appear, you can click the hyperlink to access the corresponding Web site or page. For example, you click the Interior Gateway Routing Protocol (IGRP) link to display the Web page containing the required information

Navigating the Web Sites
To open a Web site, you require the Web site address. A Web site address uniquely identifies a Web site. E.g., the address of the Microsoft site is A Web address consists of three or four parts: The 1st part depicts the type of service or protocol that you are using on the Internet such as http or ftp The 2nd part is the name of the network, the company, or the individual, such as Microsoft The 3rd part depicts the type of organization, such as commercial (com), educational (edu), government (gov), and net (network) To view information on the Internet, you need to first open a Web site When you load a Web site, the home page is loaded first. E.g., the home page address for Microsoft is

Navigating the Web Sites (2)
Some Web addresses may contain the fourth part, which depicts the country name, such as uk (United Kingdom) The address of a Web site is called its URL (Uniform Resource Locator) A hyperlink enables you to navigate to: Different location in the same page Different page within the same Web site Page of a different Web site You can navigate to the other pages on the site through links on the home page, which are also known as hyperlinks A hyperlink is a synonym for both link and hypertext link These are graphics, words, or phrases on Web pages that you click to navigate from one Web page to another or one site to another Text hyperlinks are underlined and usually appear in blue color

Navigating the Web Sites (3)
When you click a hyperlink, you can navigate to: Different location in the same page Different page within the same Web site Page of a different Web site In addition, a hyperlink enables you to download a file located in a server on the internet, launch an application, view a video file, or listen to an audio file

Web Addressing Scheme Protocol Type World Wide web. Domain Name.
Top Level Domain (TLD) Country Code Top Level Domain (ccTLD – optional)

Web Addressing Scheme (2)
.edu -Educational (Tertiary) .com -Company/Commercial .org -not for profit organization .net -providing network services .mil -military installation (reserved/restricted) .gov -governmental organization (reserved/restricted) .pro -certified professional (e.g Doctors, Lawyers etc) .sch -Secondary Schools and below .info -Restricted to organizations established by international treaties .mobi -Available for sites that cater to mobile devices such as smartphones .biz -usually for commercial businesses. .info - Business organizations or individuals providing general information.

Working with the Internet Explorer (1)
To open the Internet Explorer, perform the following steps: Select the Programs  Internet Explorer command. The Internet Explorer window is displayed In the Address bar, specify the address or URL of the Web site that you want to visit When specifying the Web address, you don’t need to specify the protocol, such as http or ftp. The protocol appears automatically Click the Go button or press the Enter key. The home page of the Web site appears. The figure in the next slide is displays (the home page of the MSN site)

Web Site URL Image Hyperlink Text Hyperlink Notice that the mouse pointer changes to a hand when it is moved on a hyperlink. You can click on a text hyperlink or image hyperlink to display the linked URLs

Displaying and Hiding Toolbars To display a toolbar, click View on the menu bar. Select the Toolbars command and then, the toolbar name, such as Standards Buttons and Address Bar, to display the toolbar To display the Web page in a new window, select the File  New  Window command to open a new window To stop a Web page from loading, click View on the menu bar. Select the Stop command To refresh the contents of a Web page, click View on the menu bar. Select the Refresh command to refresh the contents of the Web page To view the visited URLs, click the drop-down button of the Address bar You can click on the Forward button to go back to the site you were viewing before using the Back button

Displaying Web Pages in a New Window To display the Web page in a new window, select File  New  Window command to open a new window You can also open a new window by right-clicking a link and selecting the Open in New Window option from the shortcut menu Stopping Web Pages from Loading To stop a Web page from loading, click View on the menu bar. Select the Stop command. The Web page stops from loading further You can also press the Esc key to stop Web page from loading Refreshing Web Pages There are Web pages on the Internet that are dynamic and the data displayed on the site might be changing after a specific time period To view latest data you will need to fetch the latest copy of the Web page Refreshing a Web page means that you can get a new copy of the current page from the server. To refresh the contents of a Web page, click View on the menu bar. Select the Refresh command to refresh the contents of the Web page. You can also press the F5 key to refresh the contents of a Web page

Displaying Visited URLs Using the Browser Address Bar You can view the URLs you visited earlier using the browser address bar Click the drop-down button of the Address bar, as shown Address Bar Navigating Previously Visited Web Pages You can view the recently visited Web pages using the Back button on the toolbar The Forward button is enabled only if you have used the Back button You can click on the Forward button to go back to the site you were viewing before using the Back button

You can also view the list of the Web pages that you have visited by clicking the drop-down arrow against the Back or Forward button as displayed in the following figure: Navigating Previously Visited Web Pages You can view the recently visited Web pages using the Back button on the toolbar The Forward button is enabled only if you have used the Back button You can click on the Forward button to go back to the site you were viewing before using the Back button

Deleting Browser History
You can customize the browser for viewing the Web sites using the Internet Options dialog box Deleting Browser History You can delete the history of the Web sites that you visited earlier Select the Tools  Internet Options command to display the Internet Options dialog box In the General tab, under the History section, click the Clear History button. This displays the Internet Options message box 3. Click Yes button to delete the URL history 4. Click OK button to close the Internet Options dialog box.

Setting the Home Page for a Web Browser
To set a home page for a Web browser, perform the following steps: Select the Tools  Internet Options command. The General tab of the Internet Options dialog box is displayed. The Home page section of the General tab allows you to: Current button: Set the currently displayed page as the hope page Default button: Microsoft starting page as the default page Blank button: Set a blank page as Home page Or you specify a URL of your choice in the Address text box, E.g., Click the OK button to close the Internet Options dialog box

Controlling the Display of Images in Web Pages
Some Web sites take time to load on the Web browser. This delay is due to the fact that images in a Web page take more time to display than text. To prevent this delay in loading a Web page, you can stop images from loading. By default, Internet Explorer displays images within a Web page. To stop loading the images, perform the following steps: Select Tools  Internet Options command to display the Internet Options The Advanced tab, as shown Under Settings section, scroll to Show pictures check box under Multimedia category Deselect the Show pictures check box to ensure that the browser loads Web pages without images or pictures within the Web pages. If the Show pictures check box is selected, the browser displays the images along with the content of the Web pages. Click OK button to close the Internet Options dialog box. You can Refresh the page or load a different Web page to see the changes

Saving Web Pages as Files
You can save a Web page for viewing it later without connecting to the Internet. To save the current Web page, perform the following steps: Select File  Save As command to display the Save Web Page dialog box In File name box, use the default file name provided or specify a name Select Save as type drop-down list and the required file type. You can save the file as a hypertext file using the default file name extension .htm or .html, or you can save it as a text file with the .txt extension When you save a Web page as an HTML file, the graphics, sound, and video are also saved However, when a Web page is saved as a TXT file, only the text in the Web page is saved However, when a Web page is saved as a TXT file, only the text in the Web page is saved.

Saving Web Pages as Favorites
You can save Web pages or Web sites as your favorite sites in the Favorites folder This folder stores the URL of the Web page and enables you to access the Web page quickly In Netscape Navigator, the feature of saving Web pages as favorites is known as saving Web pages as Bookmarks To save a Web page as a favorite, click Favorites on the menu bar. Select the Add to Favorites command to display the Add Favorite dialog box To save the current Web page in the Favorites folder, click the OK button You can organize the Web pages in your Favorites folder under different categories for easy accessibility. Select the Favorites  Organize Favorites command to display the Organize Favorites dialog box

Downloading a File from a Web Page
You can download a file from a Web page Downloading enables you to save a program, an audio or video file, or a document from the Web to your computer The following figure displays a download link: Download Link

Downloading a File from a Web Page (2)
To download and save a file from the Web page, do as follows: Right-click on the link of the file Select the Save Target As command to display the Save As dialog box Select the location from the Save in drop down list In the File name box, you can use the default file name provided or specify a name of your choice and click the Save button. Click the Close button or you can choose to Open Folder to view the file or execute a program

Copying Content from a Web Page to a Document
To copy the content of a Web page to a Word document, perform the following steps: Open the Web page and select the Edit  Select All command to select the contents of the page Select the Edit  Copy command menu to copy the contents on the clipboard Open a new Microsoft Word document Select the Edit  Paste command to paste the selected content of the Web page including text, image, and URLs

Previewing Web Pages Previewing in Internet Explorer uses the WYSIWYG (What You See Is What You Get) mechanism You can preview a Web page by selecting File  Print Preview option If the information does not appear correctly on the printed page, you can modify the settings of the page setup.

Modifying Page Setup Options
In Internet Explorer, you can modify the page orientation, set new margins, add information on the header and footer, and change the size of the paper To modify the settings of a Web page, perform the following steps: Click File  Page Setup command to display Page Setup dialog box In the Page Setup dialog box, you can: Use the Size drop-down list to change the size of the paper, such as Letter, A4, or Executive. Use the Source drop-down list to change the source of the paper. Use the Header text box to specify the header information and the Footer text box to specify the footer information. Use the Portrait or Landscape radio button under the Orientation section to set the orientation of the page. Use the Left, Top, Right, and Bottom text boxes under the Margins (inches) section to set different margins for the page.

Printing To print a Web page:
Click File  Print command to display the Print dialog box The tabs in the Printer window will display depending on the printer driver being used In the Print dialog box, you can: Specify the printer, page range, and number of copies Specify the page setup information using the Page Setup tab Click the Options tab to display the following dialog box: Select the required options to print frames and linked documents. Click the Print button to print the Web page.

Implementing Security
Once you start using the Internet for accessing information, you connect to different computers on the network Security on the Web refers to techniques for ensuring that data in transit is safe from unauthorized access Security measures involve Data encryption: Involves the translation of data into a form that is illegible without a deciphering mechanism Passwords: Is a secret word or phrase that gives authorized users access to a particular program or system A digital certificate is used to identify the person sending the message over the network A Certificate Authority (CA) issues the digital certificate. The digital certificate contains the applicant's public key and a variety of other identification information The applicant uses the public key to encrypt the message Recipient of an encrypted message uses the CA's public key to decode the digital certificate attached to the message, and verifies it as issued by the CA

Implementing Security (2)
PASSWORD RULES Use passwords that are at least eight characters long. The longer a password, the tougher it is to crack or guess. Use a combination of letters, numbers and special characters such as ? etc) Use a combination of upper and lowercase letters. Do not use password that are based on information commonly associated with you. E.g. your name, date of birth, phone number etc. Avoid Password that contains your entire User ID. Don’t store your password in your phone. Also don’t write down your password. If you must write it down, don’t leave it in an open place. If you think that your password have been compromised change it immediately. Yours password should be simple enough for you to remember and complex enough not to be easily guessed.

MALWARES Use passwords that are at least eight characters long. The longer a password, the tougher it is to crack or guess. Effects of Computer Virus Infection Loss of Data Damage to Files Computer down time How do Computer Virus Spread. Copying files from an infected Computer. Downloaded infected to Computer System. Through wired or wireless network connection Preventing Computer Virus Infection Get/Install genuine copies of Antivirus on your Computer Update your Antivirus constantly. Do not open unexpected s. Beware of Spoofing or Phishing. Scan external storage devices e.g Flash disk that are inserted into your Computer before use.

Understanding Phishing To Phish means to trick somebody into providing bank, credit/debit card and transaction instrument information by sending a fraudulent purported to be from the bank or service provider. Phishing is one of the most commonly used internet fraud techniques used to by fraudsters to steal information from unsuspecting users. Phishing s attempts to lure you into divulging personal and financial information. They pretend to be well known legitimate mails are increasingly look like they actually are. Ways to recognise Phishing Generic greetings. Sense of urgency May include an urgent warning requiring immediate action Account Status threat May include a warning that your account will be blocked or terminated unless you reply Forged address The senders address may be forged even if it looks legitimate. Forged links to Web sites There is often a link to a Website to fix a problem. Usually such links are fraudulent or fake. Request for Personal Information Phishing usually ask for Login and Password details, either via or via the link

Setting Security in a Browser (1)
You can implement different levels of security for downloading content from a Web site on your computer by configuring protection settings for Web sites in your browser When you open a site in your Web browser, the content on the site may be unsafe for downloading and might contain a virus program You can implement different levels of security for downloading content from a Web site on your computer by configuring protection settings for Web sites in your browser To implement security in Internet Explorer, perform the following steps: Click the Tools  Internet Options command to display the Internet Options dialog box Click the Security tab, as shown in the following figure:

Setting Security in a Browser (2)
These four zones are: Internet: This zone contains sites that are not assigned to any other zone Local intranet: contains sites on the local network of an organization. E.g., the Web sites specified in the Connections tab and the local intranet sites. Trusted sites: This zone enables you to add sites that are safe and do not carry any virus programs that might infect your computer Restricted sites: This zone enables you to add sites that are unsafe and can carry virus

ICT Tools for Education
Mailing Lists and Group ICT Tools for Education

Introduction Groups are free online communities consisting of a forum for sharing ideas and information online or via a mailing list. Each Group has its own web site and URL, and optional services determined by the Group owner such as file and photo sharing, lists of links to information relevant to the Group, etc. Groups also provide an online message archive that members can search for information or conversations posted in the past. Groups are usually used for online discussions but can also be set up only to send out announcements or files via . Groups can be set up for professional use, for family members to communicate, an informative community or just for fun interaction with others who share similar interest. In this sub module, you will learn how to use Yahoo and (or) Google Groups to interact with your class, students or co-workers.

Objective At the end of the training, Participants will learn:
How to create a Group for his or her class or co-worker How to build membership for the Group How to use the Group to send: Lecture notes Handouts/files Assignments Announcements Etc. And how to post topics for discussion

How to create and use Yahoo Groups

Yahoo Group Go to

Creating a Yahoo Group To create a Yahoo Group, click on the link “create your Group” If you do not have a Yahoo ID click the link sign up to create a Yahoo account before you proceed. You will be required to log into your Yahoo account before you can continue. This would take you to a page where you can browse for a category to place your Group.

Creating a Yahoo Group: 2
Browse or search for the category that best describe your Group. For example, you can select Schools & Education. You should continue search or browse for the subclassification.

When you find a suitable category, click the Place my Group here button.

Enter the Group name and Group address. Type the text that describes your Group. Then click the Continue button.

Select your address and identify your profile. You can click the link Create new profile to edit a new profile. Then input the code. Next click the Continue button.

Yahoo! will give you a clue that your Group has been created You can proceed to customize your Group or invite people to join. Lets go to the Group home

Group home page!

Using Yahoo Groups To start using your new Yahoo Group, the first thing you have to do is to build membership. You can do this in three ways: By invitation By subscription and registration To invite people, simply click on the invite link and enter the addresses of the people you want to invite Then click submit invite

Using Yahoo Groups 2 Another way to build your membership is by giving the subscription address to people you want to invite That way they can subscribe by sending a mail to the subscription address! Users can also go to the Group site and register! Members can unsubscribe by sending to the unsubscribe address. You can also delete members

Using Yahoo Groups 3 Sending notes and files;
To send notes or file to the members of your Group, simply send , with the necessary attachments, to the Group address (i.e. You can also login to the Group site to send a post, upload a file (i.e. Lecture notes), etc.

Using Yahoo Groups 4 To upload a file directly to Group site, simply:
Click the files link on the left. The files page would open. The click add files Click choose file Select the file you want to upload and click upload file

Using Yahoo Groups 5 After clicking the upload file button, you will see that your file have been added to the files list. Follow the same process to upload more files.

Using Yahoo Groups 6 You can also use Yahoo Group to post a message or start a discussion. To do so, click the post link on the left side of your page. Enter the subject, the message and then click send. Your post would be sent to all members and will also appear on the Group page

Using Yahoo Groups 7 You can also use your Yahoo Group to:
Post links to relevant resources Create a database of people Collect information using the polls feature Publish a calendar of activities (i.e. Class time table) Upload photos of interest And more... Click on the help link on any page in Yahoo Group to learn more.

How to create and use Google Groups

Creating a Google Group
Go to Click the create a group button

Creating a Google Group 2
You will be required to sign in with your account If you do not have a Google account click the create an account button to create a Google account

Name your Group Create a Group address Enter a brief description of the Group Specify the access level of you Group Click the create my Group button

Then enter the verification code and click the create my Group button again. If all goes well your Group will be created and you will be redirected to the home page.

Your Group home page would look like this! Group home

Using Google Groups You can now invite members Or add members directly
To do so, click the invite or add members link on the Group home. If you invite members, they will have to accept it; if you add them directly, they will automatically become members.

Using Google Groups 2 Sending notes and files;
To send notes or file to the members of your Group, simply send , with the necessary attachments, to the Group address (i.e. You can also login to the Group site to send a post, upload a file (i.e. Lecture notes), etc.

Using Google Groups 3 You can also upload file directly on the Group page. To do so: Click the files link on the right, the files page will open On the files page, click the upload file button The button changes to choose file. Click on it to browse for the file you want to upload! when you select the file, Google will automatically attach/upload the file.

Using Google Groups 4 Another way you can use Google Group is to post discussions and announcements. To make a post, simply click on the new post button The new post page would open!

Using Google Groups 5 Enter your subject and message and then click the post message button. You may want to copy non-members; if so enter there addresses in the CC field

Using Google Groups 6 You can also use your Google Group to:
Post links to relevant resources Publish a calendar of activities (i.e. Class time table) Schedule meetings and announce it to members Create and save presentations, spreadsheets and word documents online. etc.. Click on the help link on any page in your Google Group to learn more.

Tips You can use any address to subscribe/unsubscribe to any Group. Subscribers can send an to: or with any address to subscribe. Or send to: or to unsubscribe! Note: for restricted-membership Groups, the Group owner will need to approve your subscription request before you can join. Any mail sent to: or will automatically be sent to all members:

Conclusion You are encouraged to explore the various Groups on there own; in other to learn more. You will actually get better by using them.

Introduction to Computers

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