Professional Documents
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Introduction to using a computer
Definition of a computer, this is an electronic device that is made up of input devices
such as the keyboard and is used to capture data and instructions, with the help of sets of
instructions it will be able to produce results or output through devices such as printers or
screens.
1. Classes of computers
Supercomputers
Mainframe computers
Minicomputers
Servers
Microcomputers, commonly called PCs
1.1 A supercomputer is used to process very large amounts of data very quickly. They
are particularly useful for occasions where high volumes of calculations need to
be performed, for example in meteorological or astronomical applications.
1.2 A mainframe computer system uses a powerful central computer, linked by cable
or telecommunications to terminals. A mainframe has many times more
processing power than a PC and offers extensive data storage facilities.
Mainframes are used by organisations such as banks that have very large volumes
of processing to perform and have special security needs. Many organisations
have now replaced their old mainframes with networked ‘client server systems of
mid-range computers and PCs because this approach is thought to be the cheaper
and offer more flexibility
1.3 A minicomputer is a computer whose size, speed and capabilities lie somewhere
between those of a mainframe and a PC. The term was originally used before PCs
were developed, to describe computers which were cheaper but less well-
equipped than mainframe computers. With the advent of PCs and of mainframes
that are much smaller than in the past, the definition of a minicomputer has
become rather vague. There is really no definition which distinguishes adequately
between a PC and a minicomputer.
1.4 PCs are now the norm for small to medium-sized business computing and for
home computing, and most larger businesses now use them for day-to-day needs
such as word processing. Often they are linked together in a network to enable
sharing of information between users.
Portables
1.5 The original portable computers were heavy, weighing around five kilograms, and
could only be run from the mains electricity supply line. Subsequent
developments allow true portability.
1.6 Many computers have been designed to achieve faster computational speeds,
using different architectures.
1.7 Maths co-processor and Graphics co-processor. Most processors may include
specialized and faster processors (a maths co-processor/graphics co-processor)
can be used for applications requiring high-speed mathematical or graphics
computations. Such applications could be spreadsheet calculations or complex
computer-aided design (CAD) work. The maths co-processor supports the main
processor by performing the required calculations more rapidly than the main
processor. In the same way, the graphics co-processor is designed to perform
graphical functions, such as the construction and maintenance of images much
faster than the main processor. The co-processors are under the control of the
main processor.
1.8 Pipeline machines. In the pipeline machine architecture each stage in the fetch-
executive cycle is handled by a separate machine hardware unit. The first unit
fetches an instruction from memory. At any one time there may be four or five
instructions within the processor each at different stages of execution in different
units.
1.9 Array processor. In the array processor there is one control unit but multiple
ALUs, which are able to work in parallel with one another. They are particularly
suited to applications in which sets of values require the same operation to be
performed on each value, e.g., converting every value in a table to a percentage of
the total.
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2. Functions of the information processing cycle
2.1 Data happens to be raw facts and figures that are meaningless until when
processed, for example meter readings collected for a water company, hours
worked by employees in a factory, in a banking system, bank charges,
commission etc.
2.2 Information is data that has been processed into something meaningful or raw
data that has been transformed into processed data. Examples of information
based on the above data are; water bills, a pay slip and a bank statement.
2.3 In information processing a logical data file is a collection of records with similar
characteristics. Examples of data files include the sales ledger, purchases ledger
etc
2.4 A record in a file consists of data relating to one logically definable unit of
business information. A collection of similar records makes up a file. For
example, the records for a sales ledger file consists of customer reference number,
balance owing and credit limit field
2.5 Records in files consist of fields of information, for example, a customers record
on the sales ledger file will include name, address, balance owing.
2.6 Records on a file should contain one key field. This is an item of data within the
record by which it can be uniquely identified, for example man number, account
number, NRC number and examination number
2.7 Files are conveniently classified into transaction files, and master files
2.8 A transaction file contains latest activities of a business, and it’s the one that is
used to update the master file. Once updating has taken place the file is discarded.
In batch systems, transactions can be bundled up manually or kept in an electronic
form but would only be used on a certain date to update the electronic master file.
Transaction files are at times called by different names such as, changes file,
movements file and amendments files
2.9 A master file is a semi permanent file that is periodically updated by a transaction
file in order for it to show its current status, for example a payroll master file and
customers master file. The updating times vary depending on the application, say
weekly, fortnightly or monthly. In the case of the cinema, this will happen
immediately a transaction occurs.
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2.10 Reference file, is also known as standing data file or table file. This contains data
that is “permanent” in nature because it usually changes after along periods of
time such as a year, for example tax table, price list and tariff tables. This file is
usually referred to when a transaction file is updating a master file.
2.11 Sort file, these are temporal files that are used as an intermediary during file
updating
2.12 Both manual and computer information processing can be divided into two broad
types; namely batch and real time processing. Batch processing are becoming less
common, periodically if the process concerned have an impact on customers.
2.13 Batch processing system, this is a system where data is collected, accumulated for
a certain interval period of time such as weekly or month, and then these
transactions are captured as a unit in order to update the master file. Examples of
systems that use batch are payroll, water billing, and final accounts preparation
and examination results production. Because data is not input as soon as it is
received the system will not always be up-to-date.
2.14 Real time processing occurs when data is collected and captured right away so
that the results of the processing are known right away. This type of processing is
commonly used in banks, cinema system and student registration.
2.15 Online processing involves transactions being input and processed immediately,
in ‘real time’. On-line refers to a machine which is under the direct control of the
main processor for that system. The term ‘on-line’ is also used to describe an
active Internet connection.
2.17 On-line systems are practically the norm in modern business. Examples include
the following
b) In banking and credit card systems whereby customer details are often
maintained in a real-time environment. There can be immediate access to
customer balances, credit position etc and authorization for withdrawals
c) Travel agents, airlines and theatre ticket agencies all use real-time systems.
Once a hotel room, plane seat or theatre seat is booked up everybody on the
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system must know about it immediately so that they do not sell the same
holiday or seat to two or more different customers.
The processor
3.2 The processor is the brain of the computer. The processor may be defined as
follows; it’s the nerve centre of the entire computer system as it is in charge of all
the operations of the machine. It is divided into three elements namely:
3.3 The processing unit may have all its elements – arithmetic and logic unit, control
unit, and the input/ output interface on a single “chip”. A chip is a small piece of
silicon upon which is etched an integrated circuit, on an extremely small scale
3.4 The chip is mounted on a carrier unit which in turn is ‘plugged’ onto a circuit
board – called the motherboard – with other chips, each with their own functions.
3.5 The most common chips are those made by Intel Company. Each generation of
Intel CPU chip has been able to perform operations in fewer clock cycles than the
previous generation, and therefore works more quickly.
3.7 All chips containing circuitry that controls the computer and also the computer
memory chips are found on the system board. The motherboard, also called the
main board, is a circuit board whose task is to link all the other chips of the
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computer. Any expansion boards that should be installed in the computer are
fitted into expansion slots which hold the boards in place. The slots also give the
boards an electronic link to the motherboard
3.8 A chip is a small piece of silicon material which contains microcircuit elements.
An integrated circuit (IC) is combination of circuit elements that are
interconnected and placed on a small chip of silicon. The IC chip is then mounted
on to a carrier unit that is itself plugged on a circuit board with other chips.
Although put together on one circuit board, each IC chip performs its own
functions.
3.9 The processor receives program instructions and sends signals to peripheral
devices. The signals are co-ordinated by a clock which sends out a “pulse’ – a sort
of tick-tock sequence called a cycle – at regular intervals
3.10 The number of cycles produced per second is usually in MegaHertz (MHz) or
GigaHertz (GHz)
Memory
3.11 The computers memory is also known as main store or internal store. The
memory will hold the following.
Program instructions
The input data that will be processed next
The data that is ready for output to an output device
Memory address
3.12 Memory address. Memory address refers to storage locations that are found in
memory. Each computer memory has several memory locations which are used
to store data. Since the data needs to be retrieved at a later time so that it can be
processed, a way of finding it uniquely and quickly is needed. For this reason,
each memory location is allocated an identification number by which the memory
location is uniquely identified. This identification number is the address of the
memory location. This concept can be compared to that of our postal addresses.
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Core store
3.13 Core store is the type of main memory that was used in computers in the early
days of computing. The core itself was a small ring of iron. A wire passed
through the core. Current should be passed in this wire in such a way that the
core was magnetized, either north or south. To represent data, for example, a core
magnetized to be North Pole would be holding a one (1) and the core magnetized
as South Pole would be holding a zero (0). An extra wire was made to go through
the core. This wire was meant to sense the magnetism of the core and so read the
stored values from the core
3.14 Each individual storage element in the computers memory consists of a simple
circuit which can be switched on or off. These two states can be conveniently
expressed by the numbers 1 and 0 respectively
3.15 Each 1 or 0 is a bit. Bits are grouped together in groups of eight to form bytes. A
byte may be used to represent a character, for example a letter, a number or
another symbol
3.16 Business PCs now make use of 2 bit processors. But simply, this means that data
travels around from one place to another in groups of 16 or 32 bits, and so modern
PCs operate considerably faster than the original old 8 bit models
3.17 The processing capacity of a computer is in part dictated by the capacity of its
memory. Capacity is calculated in kilobytes (1 kilobyte = 210 (1,024) bytes and
megabytes (1 megabyte = 220 bytes) and gigabytes (230). These are abbreviated to
Kb, Mb and Gb.
RAM
3.18 Random Access Memory is memory that is directly available to the processing
unit. It holds the data and programs in current use. RAM in microcomputers is
‘volatile’ which means that the contents of the memory are erased when the
computers power is switched off.
3.19 RAM on a typical business PC is likely to have a capacity of 1 Gigabyte. The size
of the RAM is extremely important. A computer with 1 GHz clock speed and 512
megabytes of RAM will not be as efficient as a 2 GHz PC with 1 Gigabyte of
RAM
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3.20 Most of the computer’s immediate access storage (IAS) is RAM (Random Access
Memory). RAM holds the data, information and instructions that the computer
needs in performing particular tasks. During the execution of any program
(instructions), that particular program or part of it has to reside in the RAM
memory. The data which the program is supposed to manipulate and transform
into information is also stored in the RAM memory during processing. The
information and also the intermediate results of processing will also be kept in the
RAM before they are finally stored on disk, displayed on screen or printed. A
part of the operating system is also stored in RAM during the time the computer is
in operation. When your computer reads information from a disk, it stores that
information in RAM. In other words, RAM is that storage (memory) which holds
all data and instructions that the computer needs to carry out its current work. A
disadvantage of RAM is that it is temporary storage and when you turn the
computer off all the contents of RAM is lost (unless you have saved the contents
to an external, permanent storage medium). For this reason, RAM is referred to
as being volatile storage.
Cache
3.21 The cache is a small capacity but extremely fast part of the memory which saves a
second copy of the pieces of data most recently read from or written to main
memory. When the cache is full, older entries are flushed to make room for new
ones.
ROM
3.22 Read Only Memory is a memory chip into which fixed data is written
permanently at the time of its manufacture. When you turn on a PC you may see a
reference to BIOS (Basic Input/ Output System). This is part of the ROM chip
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containing all the programs needed to control the keyboard, screen, disk and so
on.
3.23 Read Only Memory (ROM) makes a smaller part of your computer’s immediate
access storage (IAS). ROM storage is permanent. As such, ROM holds that kind
of data and instructions that the computer needs regardless of the task it performs.
The computer’s basic instructions that tell a microprocessor chip how to perform
its functional operations are stored in ROM. Since ROM storage is permanent, its
contents are also not lost even when power is switched off. Consequently, you
can not alter the contents of ROM in any way other than destroying the ROM
chip. ROM is therefore non-volatile. Since ROM holds the basic instructions
that the computer needs in order for it to operate, it is important that ROM is non-
volatile and its contents are non-alterable. This is a vital safeguard to keep your
computer operating properly.
3.24 ROM has got other variations. These are the PROM, EPROM and the EEPROM.
PROM (Programmable Read Only Memory) is a type of memory which can be
programmed only once. PROMs are bought without programs (empty). They are
programmed by the user special equipment but once they are programmed, the
contents cannot be changed. PROMs can only be programmed once. Of course,
users would require chips that can be erased and reprogrammed. This demand led
to the development of erasable PROMs. The erasable programmable read-only
memory (EPROM) is usually not programmed by the manufacturer. Once they
are programmed, EPROMs require ultra-violet light and some special equipment
in order for their contents to be erased. This is a vital safeguard against accidental
erasure. An EEPROM is an electrically erasable PROM.
Vitual memory
3.25 Virtual memory is a technique employed to enable computers to run very large
programs in relatively smaller main memories. Using this technique, the large
program that is to be run is split into smaller parts called pages. In this way, only
the smaller part of the program (page) which is currently executing will be loaded
into the main memory, while the rest of the program is on some direct access
secondary storage (e.g., disk). When the next part of the program is needed for
execution, it will be loaded into memory and it will overwrite the previous part
and continue being executed. This technique gives the impression that the main
memory is very large, when in actual fact it is small. Hence he term virtual
memory. Virtual memory makes efficient use of the main memory.
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3.26 The notable differences between the main memory and backing storage are shown
below:
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CHAPTER 2.0
The most popular computer operating system, particularly for PCs is Microsoft Windows.
An operating system is executive software that provides the bridge between applications
software and the hardware. It facilitates communication between the user and the
computer and automatic loading of programs into RAM in order to provide a continuous
flow of operations
The most popular computer operating systems are Microsoft Windows, Linux and UNIX.
i) A desktop from which everything in the system branches out. Disk drives,
folders(directories), applications and files can all be placed on the desktop
ii) A taskbar which includes a start button and buttons representing every open
application
iv) There is a Recycle Bin for easy deletion and recovery of files
vi) Multitasking is available, allowing more than one program to be active at one
time.
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ix) Web integration, there are a variety of features designed to enhance Internet
access and use of Internet facilities and technologies and integrate them with
the users system
x) Reliability
Windows can be set up to regularly test the users hard disk, system files,
and configuration information to increase the system reliability, and in
many cases fix problems automatically
Enhanced backup and restore functions
xi) Graphics. Windows has graphics and video capabilities and support for
games hardware such as joysticks, it supports digital video disks (DVD)
xii) More manageable for businesses, tools such as Dr. Watson and System
Information utility make it easier for IT support staff to diagnose and correct
problems
a) Windows has graphics and video capabilities and support for games
hardware such as joysticks. It supports digital video disks (DVD)
i) GUI, this stands for Graphical User Interface. GUIs were designed to make
computers more user-friendly. A GUI involves the use of two design ideas and
two operating methods which can be remembered by the abbreviations WIMP
(Windows, Icons, Mouse and Pull-down menu. Most dialogue between the user
and software that uses WIMP features is conducted through the mouse and on-
screen images rather than typed text.
ii) The desktop, in Microsoft Windows, the initial screen is called the desktop. The
desktop screen typically contains icons that provide easy access to a range of
software programs. Programs may be started from the desktop using either an
icon or shortcut or by navigating through the menus that branch out from the
START button. Each active program or activity is launched in a separate window
iii) Task bar, as with many Microsoft Windows operations, there is more than one
way to switch between open applications. The popular method of switching
between applications is to simply click on the icon of the relevant open
application displayed on the Windows Taskbar. The Taskbar usually shows at the
bottom of the screen, although some systems are set-up to ‘hide’ the Taskbar
iv) Title bar, it’s shown in a strip at the top of the window. It comprises the default
menu items which when selected pulls down another menu that pertains to that
particular choice. The main menu items are File, Edit, View, Insert etc. This is
sometimes called a title.
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v) Recycle bin, this is a folder or directory that keeps all files that are deleted from
the hard disk or fixed disk. Logically the files are deemed to have been deleted
but physically they are usually still on the disk. When the user selects an option
called empty the recycle bin that’s when the bin is emptied and the files are no
longer accessible
Directory or folder
This is a sub division of a disk. Users can create a folder or a directory so that files that
pertain to a common subject are stored in there for easy reference or location. Folders
such as My Pictures, My Documents etc are typical examples.
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CHAPTER 3.0
Technological advances in society has had the following effects on society and
businesses
a) The type of products or services that are made and sold. For example,
consumer markets have seen the emergence of home computers, compact discs
and satellite dishes for receiving satellite TV; industrial markets have seen the
emergence of custom-built microchips, robots and local area networks for office
information systems.
b) The way in which products are made. There is continuing trend towards the use
of modern labour-saving production equipment, such as robots. The
manufacturing environment is undergoing rapid changes with the growth of
advanced manufacturing technology. These are changes in both apparatus and
technique.
d) The way in which employees are identified. Database systems make it much
easier to analyse the market place.
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g) The paperless office. There might be less paper in the office (but not necessarily
so) with more data-processing done by keyboard. Data handling is likely to shift
from the traditional movement of paper to the storing of data electronically.
On the other hand, such systems help head office to keep in touch with what is
going on in local offices.
The way accounts personnel deal with invoices would affect the way they work in
an organisation. Instead of sending each other transactions in the form of invoices
and statements, details of inter-company transactions are sent via telecoms links
avoiding the need for output and paper at the sending end.
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n) The Internet, the introduction of the Internet has allowed workers to search for
information as well as use email facilities in communicating with customers at a
faster and efficient rate. Attachments can be emailed.
o) Voice messaging systems, these systems answer and route telephone calls.
Typically, when a call is answered a recorded message tells the caller to dial the
extension required, or to hold if they want to speak to the operator. Sometimes
other options are offered, such as press 2 if you want to know about X service and
3 if you want to know about Y.
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CHAPTER 4.0
Types of storage devices
Hard disk
Disks offer direct access to data. A modern business PC invariably has an internal hard
disk. At the time of writing the average new PC has a hard disk size of around 40
Gigabytes.
Floppy disks
The floppy disk provides a cost-effective means of on-line storage for small amounts of
information. A 3½ disk can hold up to 1.44 Mb of data.
Usually the disk surfaces are made of plastic material that is coated with
magetisable material
The recording surfaces are divided into concentric circles which are further sub-
divided into sectors
The disks are covered in a jacket for protection. A small opening is left to allow
the read/write heads access to the data on disk
There is one read/write head for each disk surface
Read/ write heads are movable
Data is read or written by rotating the disk past read/write heads, which can write
data from the CPU onto disk, or can read data the disk for input to the CPU
Floppy disks exist mainly as 3.5”.
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ZIP disk
A Zip disk is a different type of removable disk, with much larger capacity (100 Mb) that
requires a special ZIP drive. A Zip disk is suitable for back-ups or for moving files
between computers. Files are zipped so that they are compressed into a logically smaller
file. Some users ‘Zip’ the contents of multiple file attachments into one Zip file to send
via e-mail (some e-mail programmes do this automatically). To open the Zipped files,
you must first unzip (extract) the zip file using software such as WinZip or PKZip. The
extracted files will then show their file extensions, and may be opened using the
appropriate software.
Flash disks
This has been a recent breakthrough in ICT regarding the storage of large volume data
onto a stick that can be slotted into a USB port
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DVD technology can store almost 5 gigabytes of data on one disk. Access speeds
are improved as is sound and video quality. Many commentators believe DVD
will not only replace CD ROMs, but also VHS cassettes, audio CDs and laser
discs and sound – requiring greater disk capacity.
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CHAPTER 5.0
Input devices
Input devices are hardware components that facilitate the capture of data into the
computer systems through standard input ports. These ports can either be serial or USB.
A keyboard is derived from a standard keyboard; it’s used for the manual capture of data
into the computer system
The person keying in the data can be in a remote location, away from the
computer itself. Data can be transmitted via a communications link
The person keying in the data can check for keying errors on-screen.
Keyboard input is convenient for small volumes of data when the time taken
up by data input is relatively short.
Originally a workstation was a computer used by one person, particularly for graphics
and design applications, and was used primarily in engineering. It had a fast and powerful
central processor, a high resolution monitor, and a large memory. This enabled complex
designs to be easily manipulated. Similarly it meant a terminal with limited processing
power that was connected to a mainframe computer and used by a user in a remote place
for purposes of keyboard-console data capture.
The term ‘workstation’ is often used to describe a person’s desk, chair and computer-
their immediate working environment.
In most cases Electronic Point of Sale systems (EPOS) take advantage of bar codes.
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Data can be recorded in binary on documents, paper or plastic, using a code of alternating
lines and spaces. A special reading device might have a wand and by passing the wand
over the lines, the data stored in the bar codes can be extracted and used for input to a
computer. These bar codes which are normally contained on the packets or wrappers of
goods are commonly used in supermarkets and other shops,
When a customer buys some bar coded items and takes them to the checkout to pay, the
shop assistant will use a bar code reader (such as a wand or laser scanner), which is
capable of sensing the bar coded data and transmitting it to the central computer in the
shop. The computer then provides the price of the item being purchased (from the price
on the price file) and this is then output to the cashier’s check-out point. The total cost of
all the purchases is similarly calculated, and the customer sees what he or she must pay
on a small display screen, and receives a printed receipt for the goods purchased. Bar
codes are often used in electronic point of sale devices. In this case the data relating to
the transaction would be captured by the device and recorded on sales file or stock file as
it occurred. Hence data is captured at the source, that is, where the data is generated (the
point of sale).
Electronic Funds Transfer at Point of Sale (EFTPOS) means that at the point of sale,
when the customer has brought up his goods to the checkout and the electronic point of
sale has calculated how much the customer has to pay for the transaction, no cash will be
handled physically. Instead, all the cash involved will be handled electronically. This
may require the shop or store to have a computer system that is linked to the customer’s
bank.
When the amount to be paid by the customer is shown on the screen, the customer inserts
his bank card into a machine that will identify his account number and other details. The
computer at the shop will then inquire (electronically) from the bank’s account of the
customer as to whether the customer has enough money in his bank account to be able to
pay for the goods. If the money in the account is enough then the customer’s account
will be debited by the amount required to purchase the goods. The shop’s account will be
credited by the same amount that the goods bought by the customer cost.
In this way the goods will be bought without any hard cash being handled. All the cash
that is required has been transferred to the right accounts electronically. All this occurred
at the point where the goods were being sold (point of sale) as such this is called
Electronic Funds Transfer at Point of Sale (EFTPOS).
At the time the shop’s computer inquired about the availability of funds in the customer’s
account from the bank’s computer, the transaction would have been stopped if the
customer did not have enough money in his account to pay for the goods. No transfer of
funds would have taken place and the customer would not have been allowed to carry the
goods. Instead the goods would have been returned to the shelves of the shop.
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To avoid such inconveniences, banks do issue credit cards to their trusted customers. The
credit card contains identification details and necessary bank details of the holder. With
this card, the customer can pay for goods and services on credit. When making payment
the credit card will be passed in a card reader that will extract the identification
information from it and record it on computer storage. The amount to be paid will be
extracted from the card in the same way. The store or shop can then send such data to the
bank, where the funds will be transferred from the customer’s account to the shop
account. Some credit cards are so smart that they can be used like electronic wallets.
These are called smart cards.
(i) Stationery is saved. The paper and ink that was to be used for printing the price
tags would be saved. The money that was to be used for such stationery can then
be used for other ventures that will help to boost business.
(ii) Reduction on labour force with a consequent saving of money. The pricing of
items individually would attract a large manual labour force. This labour force
would need to be paid money. With the use of bar codes such a large labour force
wouldn’t be needed. This would be a saving for the store on funds that could then
be channeled back into business.
(iii) Quick service to customers. When a new consignment of goods comes to the
store then the consignment would wait until the individual items have been stuck
with price tags before customers could buy these items. This might lead to
dissatisfaction of customers who in turn might decide to go to another store where
services are offered quickly. With the use of bar codes, as long as the total
number of items is known, the items can straight away go to the shelves and
customers can buy as soon as the items come.
(iv) Price changes are catered for. In countries where prices are continually
adjusted due to inflation, this could lead to enormous loss of stationery needed to
print new price tags. This would also mean employing extra casual labour to cope
up with the job of re-pricing the individual commodities. The end result is that
the store will spend a lot of money on stationery and on this extra labour force.
Mark sensing. Mark sensing is a method used for data input into computer systems.
This method utilizes pre-printed forms or cards normally for selecting choices in
appropriate boxes on the forms. The selection is made by marking the choice with a line
or a cross using a pencil or pen. When the choices have been marked, the form is then
fed into a reading device. The reading device will then sense the boxes which have a
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mark on them and then translate these into machine codes. These codes, in form of
electrical signals, are then sent to the computer for evaluation.
This method of input is called mark sensing because only the marks in the boxes are
sensed. It does not matter what character is in the box, but only the mark matters. This is
the type of system currently used for marking the Grade VII (Seven) examinations.
Candidates mark their answers with a pencil on the answer sheets. The answer sheets are
then fed into a scanner that senses the marks in the appropriate boxes and sends the
appropriate signals to the computer which then evaluates the answer. Mark sensing
documents are an example of turn-around documents.
It is clear that at Grade VII level, children are still at such an academic level that they
cannot write essays in good and readable handwriting. Therefore, the answer sheets of
the Grade VIIs are really appropriate for their level. Reading an essay written by a Grade
VII candidate under examination conditions might be quite difficult. Besides the largest
number of candidates at any examination level is at Grade VII. So it would be very taxing
to have human beings mark their examinations. As far as the current technology stands,
mark sensing is the most appropriate method for marking these exams.
If such computer readable forms like the OCR forms given to university students at
registration were not used, it would mean that the student would type his details on to a
form (not computer readable), and then a data preparation operator would extract the
details from the form into the computer. In this way, there are too many people involved
in the data preparation process. Clearly, there will be multiple errors. So the OCR forms
help in reducing errors in the data capture process.
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data for input to the computer. Data prepared by Optical Character Readers can be
entered on-line to the computer or saved on storage media for off-line data entry later.
Advantages of OCR
(a) Computers can produce pre-printed OCR documents which can later be read by
computers (turn-around documents). This is cheaper since no special equipment
is involved.
(b) Data preparation errors are eliminated.
(c) OCR documents are visible records.
(d) A considerable range of OCR document size is catered for.
(e) OCR equipment can be on-line to the computer (but often data is written to
magnetic tape off-line for faster computer input, especially to mainframe).
(f) Source data entry can be automated.
(g) OCR contains data that can be read by human beings and so enabling visual
inspection of data.
(h) OCR has wide applicability
Disadvantages of OCR
a) OCR document must be treated with care so that characters still remain readable.
b) Special measures are required to replace spoilt or lost OCR documents.
c) OCR equipment can be expensive
d) Print quality may be crucial since unclear documents may distort the data
Advantages of MICR
a) The data can be read by human beings and so enabling visual inspection of
documents.
b) MICR documents are relatively easy to sort.
c) MICR documents make forgery difficult
Disadvantages of MICR
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d) MICR is not fully automatic as the amount of the cheque (in the case of banking) or
other data, must be added manually.
Computer terminal
For each branch, each employee signs on (logs on) to the computer every morning when
reporting for work. The computer takes note of the time that the employee logs on.
When he/she knocks off, he/she logs off. Once again the computer takes note of the log-
off time and calculates the total number of hours each particular employee worked for the
day. This process is done locally and every day at each branch for the whole week. The
details are kept on file by the local computer in every branch. At the end of each week,
the hours each employee worked for each day in the week are added up together by the
local computer and sent to the central computer at headquarters. At the central computer,
all employee details from all the branches are consolidated into one file which then used
as the input file for the payroll system.
This means that each branch should have a log on computer (terminal) and that the date
and time on this computer can only be changed by the system administrator who has a
super password. This will ensure that employees do not manipulate the time and date any
how. Further, this solution requires that the main office headquarters be networked with
each of the branches.
Since human beings easily make errors, this system should be set up in such a way that
the employee does not actually type in the time of logging in or logging off. Instead, the
employee just types, for example the user name and the words log on when signing on
and again user name and the words log off when signing off. The computer will
automatically record the times when the employee logs on and off.
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CHAPTER 6.0
Output devices
Printers are devices that produce printed images on paper. The image to be produced by
the printer is received in form of signals from the controlling device, usually, the central
processing unit. In the case of impact printers these signals activate print elements which
are pressed against the paper through the printer ribbon, to produce the required image.
Non-impact printers, on the other hand, do not require any impact on paper. The ink-jet
printer for instance, simply injects some ink onto the paper to produce the required
image.
Using the bus system, the electronic components of the CPU exchange all their signals in
parallel. Peripheral devices like the printer are connected to the computer through ports.
Some ports are parallel, that means, all the 8 bits that make up a character, for example,
are sent at once from the CPU to the parallel port. On the other hand, other ports are
serial, that means, the 8 bits that make up a character, for example, are sent one after the
other from the CPU to the serial port. A printer that is connected to a parallel port and
hence receives its data from the CPU in parallel is a parallel printer. A printer that is
connected to a serial port and hence receives its data from the CPU in a serial manner, is
a serial printer. Parallel printers are faster than serial printers.
(a) Since they are not electromechanical, non-impact printers are generally much
faster than impact printers and they also print quietly.
(b) Non-impact printers offer a wide variety of type faces.
(c) Non-impact printers offer high and good quality resolutions (print images).
(d) Since they have fewer moving parts, non-impact printers are more reliable.
a) Non-impact printers may be expensive (although prices are slowly coming down due
to technological advancements).
b) Due to lack of impact on paper, non-impact printers can not produce carbon copies
(multi-part output).
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c) Some non-impact printers may require special printing paper which might be
expensive to acquire.
Visual display terminals are well suited for applications that involve inquiry and response
without the need for permanent hard-copy records being stored. The terminals are also
well suited for use as graphic display devices in applications that use graphics, e.g.,
computer aided design (CAD).
Types of Printers
Dot matrix printer. A dot matrix printer has a head containing a series of pins or
needles held up in form of a matrix. Some dot matrix printers have print heads with a
matrix of 9x9, 9x7 or 7x5 pins. To have a character printed, the pins that are required to
form the character are pushed forward out of the matrix slightly and then pressed against
the print ribbon, which also presses against the paper. Thus an impact has to be made on
the paper making this printer an impact printer. The characters appear as consisting of
small dots. Each character will depend on a particular combination of pins. Some dot
matrix printers are line printers while others are character printers. Matrix printers are
relatively cheap although they are slowly becoming outdated. Figure 6 shows a 7x5
matrix print-head whose pins are ready to print the capital letter A.
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OOOOO
OOOOO
OOOOO
OOOOO
OOOOO
OOOOO
OOOOO
An ancillary machine is a machine that is off-line and is not in any way controlled by the
computer, yet it plays quite a role in the overall work done by the data processing
department. Such machines include the guillotine and the shredder, among others.
Plotter. Although certain printers are now available that can produce good quality
drawings, plotters are still very suitable for computer aided design (CAD) jobs since they
are designed specifically to handle sophisticated graphical output. A plotter produces
high quality drawn, rather than printed output. Plotters work on a co-ordinate principle,
whereby drawing movements are executed by pen. All movements are under software
control. There are two types of plotters, the drum plotter and the flatbed plotter. A drum
plotter plots on paper that is fixed to a drum. While the drum revolves back and forth, a
bar suspended above the drum and containing a drawing pen moves from side to side and
so plotting the drawing. On the other hand, the paper on a flatbed plotter is stationary so
that only the pen moves up and down the paper, thus plotting the drawing. While the
flatbed plotter can plot larger drawings, the drum plotter can plot longer drawings
because it uses continuous paper.
The flatbed plotter, due to the wider sizes of paper it is capable of taking, would be more
suitable for producing the computer aided design (CAD) drawing on an A3 paper in our
question.
Plotters may be operated on-line. If operated off-line, the drawings may be saved on to a
tape. The tape will then be mounted on an off-line drive that will read instructions from
the tape and then drive the plotter to draw the required work. Specialized devices can
also be used that enable designs to be etched and so form master plates for creating
manufactured goods.
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Due to the ever advancing technology, the distinction between plotters and printers is
becoming more and more blurred. There now exists low cost, high resolution laser
printers which are capable of processing the quality output needed for computer aided
design (CAD) applications.
A laser printer does not make an impact on the print paper, hence it is a single-part output
device. Therefore, a laser printer would be unsuitable for this sort of job. Also computer
output on microform (COM) could be used for the archive of pay slips details to enhance
transparency and save storage space.
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CHAPTER 7
The Internet is the name given to the technology that allows any autonomous computers
within a building or outside the country with a telecommunications link to send, receive
and access information from any other suitably equipped computer via Internet Service
Providers.
Internet Service Providers, these are organizations that allow several autonomous
computers to be connected to them as part of the Internet, for example in Zambia there is
Zamtel, Zamnet, Coppernet and Microlink. Clients have to initially pay for the
connection fees and then monthly charges based on 40 hours per week access and an
extra charge for hours above 40 hours.
Extranets are especially useful for linking organisations with customers or business
partners. They are often used for providing product-availability, pricing and shipment
data and electronic data interchange (EDI), or for collaborating with other companies on
joint development or training efforts.
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An Intranet is like a mini version of the Internet. Organisation members use networked
computers to access information held on a server. The user interface is a browser that is
similar to those used on the Internet. The intranet offers access to information on a wide
variety of topics, and often includes access to the Internet
i) Users access the Internet through interface programs called browsers. The
most popular and best known is Microsoft Internet Explorer, Firefox and
Netscape Navigator. Browser software packages provide facility to store
Internet addresses so that users can access frequently-visited sites without
having to go through long search process. Thus in business use, workers who
regularly need up-to-date information, say, on stock market movements, or
new government legislation, or the activities of a competitor, can simply click
on the appropriate entry in a personal ‘favorites directory and be taken straight
to the relevant site.
Searching the net is done using a search engine. Popular search engines
include Google, Lycos, AskJeeves, WebCrawler, Yahoo! and AllTheWeb.
These guide users to destinations throughout the web: the user simply types in
a word or phrase.
ii) The problems that are brought about by the introduction of the Internet in an
accounting department are:
Since the Internet has too much information it leaves much to be desired
because the quality of the information the accounts people will be
producing will be compromised
Speed is a major issue. Data only downloads onto the user’s PC at the
speed of the slowest telecommunications link – downloading data can be a
painful slow procedure especially if there are deadlines to be met
The Internet has so much information and entertainment available such
that employers worry that their staff will spend too much time browsing
through non-work related sites, this does happen and it affects the
company’s productivity
Connecting an information system to the Internet exposes the system to
numerous security issues such as hackers, eaves droppers and spam mail.
Pornographic materials can be accessed by accounting staff, by so doing
cases of sexual harassments at work places may increase
Job searches, since some organisations advertise on the Internet,
employees will spend and waste a lot of valuable company time searching
for better jobs on the net
The organisation accounting information is venerable to Internet viruses
during downloads of attachments from emails.
Spy ware, when accounting staff visit unauthorised sites, the site visited
will store the computers address, and then send a program to the server so
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that it can copy important information which will be sent back to that site
that was earlier visited. This program is called spy ware.
iii) Computer users may know the precise address of an Internet site that is to be
visited, perhaps because you have seen or heard it on TV or radio or read it in a
newspaper or magazine. Typically the format is something like
‘http://www.bbc.co.uk’
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8 Application packages
Microsoft Word
Many people have learned the bare necessities for using Word without any outside
training. However, there are many benefits to becoming more familiar with Word,
whether for school, for business, or for fun. Word’s features make it easy to organize
complex documents containing vast amounts of textual and visual information into
an application type material. PowerPoint and Access, is easier to learn once one
knows Word because their interfaces are highly similar to the Word interface. This
manual aims to provide people of any experience level with clear, detailed
instruction in the fundamental aspects of Word, as well as in many of its lesser-
known but highly useful capabilities.
It is by far the most widely used computer application. It allows the user to key in text
and to manipulate the text until it is exactly as required before printing. The text can be
stored for later re-use. Word Processing is of significant value to an organisation where
the typing requirement consists of a high volume of work such as quotations, estimates,
minutes or standard letters where much of the document remains unchanged or can be
constructed from standard paragraphs.
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1. The ability to make corrections to a document without the need to re-key the
entire document.
3. Documents need never have another spelling error! Spellcheckers are provided
for several languages as well as built-in-thesaurus for improving writing style.
In MS-Word, when a line is filled with text, the cursor automatically moves to the start of
the next line. This means that there is no need to press Enter at the end of each line.
To enter a capital letter, hold Shift down with one finger while the letter to be entered is
typed. Release Shift.
Starting MS-Word
Either
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MS-Word screen is then started.
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The following screen will appear. In some cases, the Tip of The Day is displayed.
Title
Bar
Menu Bar
Standard Tool
Formatting Tool
Ruler
Document
Window
Status
Bar
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The MS Word work environment
1. The Title Bar displays the Application name and the current document name
3. The Standard Toolbar provides shortcut icons from frequently used tasks
5. The Ruler Bar provides icons for indenting text and setting tabs
7. The view Selector provides icons to view the document in different ways
8. The Status Bar displays the current page number, cursor position, current time and
keyboard status
The mouse is a hand-held device which is used for pointing to and selecting text in the
document. It is important that you understand the difference between the mouse pointer
and the insertion point
Mouse Pointer: An icon that moves as you move the mouse. The
shape of the mouse depends on its location. For example, it appears as an outline
arrow when you are selecting commands from a menu, and hourglass ( ) when
Word is processing a command, and an I-beam (I) when you are entering text.
Insertion Point: An icon that shows where you are currently positioned on the page.
The insertion point is always a blinking vertical bar <|> and works in the same way as a
cursor in a text based environment.
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Click the Left Mouse Button to position the insertion point
Scrolling means moving through the document window to bring different parts (i.e.
pages) of the document into view. It does not move the I-beam.
At the far right side of the screen you will see the vertical scroll bar with two arrows
inside it. At the bottom of the screen you will see the horizontal scroll bar.
To:
1. Scroll one line up or down: Click the up or down scroll arrows on the vertical
scroll bar.
2. Scroll left or right: Click on the left or right scroll arrow on the horizontal scroll
bar.
4. Scroll a percentage of the document length: Drag the scroll box up or down the
scroll bar.
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Moving the insertion point
Point to the Menu option, Click the Left mouse button to display the menu
choices
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Hold down ALT and press the underlined letter of the required menu option
If the command is followed by an ellipses (three dots) this indicates that a further list of
options will be displayed. An arrow indicates further options available.
1. File menu:
2. Edit Menu
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3. View Menu:
41
4. Insert Menu
5. Format Menu:
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6. Tools Menu:
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7. Table Menu:
Two other menu commands are available, the Window Menu and Help Menu commands.
These will be accessed in the same way, click the menu and a pull down menu appears.
A Dialog box is a window that displays all the available options for a selected command.
A dialog box usually has an OK and Cancel button
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For example a print dialog Box will look as follows:
The box may or may not have other tabs which can be activated by clicking them.
The Shortcut menu is an abbreviated version of the main Menu where the most frequently
used commands are combined on one menu option. Shortcut menus are context sensitive
and contain commands related to the item you are currently working with
To activate the Shortcut Menu click the Right mouse button or press [Shift + F10]
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Working with the Toolbar
MS-Word provides a Standard toolbar with icons to represent frequently used tasks. To
invoke a task, point the required icon and click the Left mouse button
To display more information about the toolbar icon point to the icon. The name of the
icon appears on the screen, and additional information about the function of the icon
appears in the Status Bar at the bottom of the screen.
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CREATING / SAVING / OPENING / CLOSING / DOCUMENTS
Creating a document
Each time you load MS-Word you will be presented with a new document. The window
title bar will be documented as Document 1. At this point you are ready to start typing
your document.
Saving a document
As Document 1 is not a legitimate name for the document, the first time you save the
document you need to give it a name with SAVE AS command.
2. Enter the filename in the File Name box. Unless you select or type another
directory, the document will be saved in the current directory.
3. Click on OK
The document stays on the screen after you save it so you can continue working on it.
Notice the title bar now displays the new document name.
If the document has already been saved, but you want to update the disk with any
changes which may have been made, you use the Save command.
By using the above command, the dialog box will not be displayed.
Each time a document is saved, the on-screen information replaces the previously saved
document on disk.
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Closing a document
This option is used when you are finished working on your document, have saved it and
want to remove it from your screen and create a new file.
If you try to close a document without first saving all the changes, the system will prompt
you that you have not saved the changes and give you the option now to save them.
1. Choose the Open command from the File Menu, or click the File Open Icon on
the Standard Toolbar
2. Ensure that correct drive and directory is currently selected. (If not, point to the
required drive name (eg. A: drive in the Open dialog, then the directory name and
double-click).
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3. Locate the required file, you may have to use the vertical scroll bar on the right of
the list box
Note: When you open a file, MS-Word will always create an new window for
the selected file, this means that several file windows can be open
simultaneously.
Word for Windows will open a new window for the document and assign the new
sequential document number to the window. If there are other documents open, they will
not be lost. MS-Word can hold up to 9 Document Windows.
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TEXT ENHANCEMENT
Selecting text
Selecting text is a process of highlighting text that needs to be worked with. In Word for
windows you must always select text before applying any changes to it.
Text can be selected with a mouse or with the Shift and arrow keys
2. Click and hold the left mouse button, drag the mouse over the required text
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Applying text enhancements
Text attributes are enhancements such as Bold, Underline, Italics, SMALL CAPS etc.
The Formatting Toolbar is displayed on screen each time you load MS-Word. This
Toolbar is designed to make formatting features more accessible when using a mouse.
3. Point and click on the Icon on the Formatting bar to turn it off
Note: Many enhancements can be applied to the text once it is selected, just
point and click on the required enhancement.
Enhancements can be applied using the Menu Bar also. Select the text in the usual
manner and when selected move the Pointer to the Menu bar and click on FORMAT.
Next click on FONT. Make sure that the FONT Sheet Tab is chosen. Click on the
various enhancements you require and then click on OK. Using this method you will be
able to apply a large amount of enhancements including Bold, Underline, Italics, Small
Capitals, Strikethrough, Subscript, Superscript, Fonts, Point Sizes and Colour.
Removing enhancements
If you wish to de-select any of these functions simply go through the same procedure one
again.
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TEXT ALIGNMENT
Text alignment refers to the positioning of the text between the left and right margins.
Again, alignment selections can be made from the Formatting toolbar or the Format
menu.
3. Point and click the <Left align> icon to turn off the alignment and return to the
left margin
Text alignment can be applied using the Menu Bar also. Select the text in the usual
manner and when selected move the Pointer to the Menu bar and click on FORMAT.
Next click on PARAGRAPH. Make sure that the INDENTS AND SPACING Sheet
Tab is chosen. Click on the ALIGNMENT and choose the required alignment and then
click on OK.
Font Attributes
Fonts
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Size (10 point, 12 point, 8 point)
The fonts you have available for working with will be controlled by the version of
Windows and the type of printer you have currently selected.
Font Examples:
Font sizes:
This is size 12
This is size 14
This is size 16
This is size 18
This size 20
This is size 24
Selecting a font using the toolbar
53
Note: Font selections can also be made from the Font option in the Format Menu
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PRINTING
Printing a document on screen
3. At the top of the dialog box the current printer is displayed, if you wish to change
this click on Printer
4. In the Page Range section you can specify which part of the document you wish
to print.
5. In the Copies section you can specify the number of copies for printing
The printer icon on the toolbar can also be selected for printing text
Point to the Printer Icon and click, the default print selections will be used for the printed
text
Print Preview
The Print Preview screen will appear showing you the page on which your cursor is
located. The mouse pointer will now take the shape of a magnifying glass with a little +
sign in it. Click once with the left mouse button and a magnified view of the page will
appear on your screen. If you click once again you will zoom out to a full page view
again.
You will only see one page in Print Preview. With the Multiple Pages button you can see
up to six pages at one time. When you click on the Multiple Pages button a menu will
appear. Click on the second page and this will display two pages of the document.
When you click on the Print button you will send the document to the Printer. The
Printing message box will appear. You can stop the printing by clicking on the Cancel
55
Button. You must wait until the Printing message box disappears before you can
continue printing.
Click on Close Print Preview. You will return to the Normal View screen.
Multiple pages can also be view by clicking the multiple pages icon of the Print Preview
toolbars. The appearance of the multiple pages can be selected from the given option. Up
to six pages can be viewed at once and the result may appear as follows:
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57
DELETING AND INSERTING TEXT
Inserting text
2. Type the text to be inserted. Word for Windows is automatically in insert mode,
which means that wherever you place your I-Beam and type the new text will be
inserted within the existing text without typing over anything.
Deleting Text
Note: Larger amounts of text can be deleted using the selection process
1. Select (highlight) the text to be deleted
2. Press Delete
2. Press INSERT (the OVR flag will be displayed in the Status Bar)
You can also overtype text by first highlighting the text you wish to overwrite and just
type the new text. Word for Windows will automatically delete the old text and insert the
new text.
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To restore deleted text
1. Choose Undo from the Edit Menu or press the Undo Icon on the Toolbar.
Note: The Undo command from the Standard Toolbar stores the last One
Hundred commands and any of those commands can be undone by
choosing the command from the list box. However because several
changes in sequence often depend on preceding changes, you cannot select
an individual action without undoing all the actions that appear above it in
the list.
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TABS AND INDENTS
MS-Word has pre-set tabs at every .5" between the left and right margin. The default
tabs can be changed or individual tabs may be set.
Tab alignments
The following is a sample of the different tab alignment options available in Word for
Windows:
Note: When you set an individual tab in MS-Word, all the default tabs up to that
point are cleared.
You can use your mouse to set tabs directly on the Ruler.
1. Point and Click on the required tab type on the extreme left of the ruler (L). (If
you click on this symbol it will change to different symbols representing the
different kinds of Tabs)
2. Point and Click on the required position in the Ruler area where you wish to set
the tab
2. In the Tabs Stop Position Box enter the Tab position as a numeric value
4. Click on the SET button which will now enter this position on the Ruler Line.
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Clearing tabs with the mouse
2. Click and drag the icon into the document area of the window
2. To clear all of the current tabs point and click on the Clear All button
3. To clear individual tabs point and click on the tab you wish to clear
4. Click on Clear
1. Select the text which is currently being controlled by the tab settings.
3. Click and drag the tab stops around until you are happy with the layout of the text.
Note: It is very important to select all of the text being effect by the existing tabs
otherwise you may just change the text position of just a line in the group
of lines of text.
Indenting text
(1) Full Left Indent:- Where all of the text in the paragraph is indented from the
left margin.
This is an example of a full left indent because all of the text in this
paragraph is indented by .5"
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(2) Hanging Indent:- Where the first line of text in the paragraph remains at the
left margin and the rest of the text in the paragraph is indented.
a) This is an example of a hanging indent where the first line of text starts at the
left margin (the letter a) and the rest of the text is indented by .5" Hanging
indents are usually associated with paragraph numbering
3. Click on OK.
1. Click the paragraph indent marker to the required position on the ruler line.
The paragraph indent marker is the little square under the triangles on the ruler
line. Both the bottom and the top triangles should move when you drag the
square. If only one triangle moves, it means the mouse pointer dragged a triangle
instead of the square.
1. Position the insertion point where you want to create the indented paragraph
2. Press CTRL + M
2. Click on the down arrow underneath the heading Special and click on Hanging.
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4. Click on IL.
1. Click the bottom triangle and drag it to the required position on the ruler line.
1. Position the insertion point where you want to create the hanging indent
2. Press CTRL + T (Notice that the bottom triangle on the ruler line moves in).
3. Type the first piece of text at the left margin (usually a paragraph number)
4. Press TAB
5. Type the remainder of the text for the paragraph. When you press Enter you will
be taken back to the left margin to type in your next point.
6. Repeat the above steps for the remainder of the points and paragraphs.
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COPY AND CUT TEXT
Copy text
Note: The Clipboard is a temporary storage area for text which is being copied
or moved. When you use Copy or Cut, the selected text will replace
anything currently in the Clipboard, and will remain there until something
else is copied or cut
The copy text command enables you to repeat selected text within the document or paste
it in another document.
2. Click on the Copy Icon to copy the selected text to the Clipboard
3. Position the insertion point where you wish to copy the text to
4. Click on the Paste Icon to paste the text at the new location
Cut
The cut command enables you to move text from one location to another within a
document or to another document. However, it is not advisable to move text from one
document to another, text should always be copied between documents.
2. Click on the Cut Icon to cut the selected text to the clipboard
4. Click on the Paste icon to paste the text at the new location
Drag & Drop enables you to move and copy text using mouse actions.
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3. Click and drag the mouse to the new location for the text (you should see an
rectangular symbol attached to the mouse pointer)
4. Release the mouse at the required location, the selected text should now be moved
to the mouse pointer location.
Note: To copy text using Drag & Drop, at step 3 above hold down the Ctrl key.
before Clicking and Dragging the mouse
4. Click on the document you are copying from in the list of open documents
7. Click n the document you are copying to in the list of open documents
8. Position the insertion point where you want the copied text
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FIND AND REPLACE
MS-Word allows you to search within a document for any combination of characters. It
also allows you to replace this word with another word. It allows you to decide whether
the replace should be carried out automatically or by pausing for confirmation at each
potential replacement to allow the user to confirm whether it should be replaced or not.
Find
3. Type the text you wish to find in the Find What Text box
Replace
6. Choose Replace - By choosing this option Word for Windows asks for
confirmation before replacing each occurrence of the text.
Choose Replace All - By choosing this option Word for Windows automatically
replaces all occurrences of the text.
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SPELLER AND AUTOCORRECT
Speller
The Word for Windows Speller checks through the document for miss-spelt words.
Word for Windows will consider any word which it does not have in its dictionary to be a
miss-spelt word. It will also check for double words.
1. Choose Spelling from the Tools Menu or choose the Speller Icon from the
toolbar.
2. Word for Windows will start spell checking the document, if it finds a miss-spelt
word the Spelling dialog box will appear
3. If Word for Windows suggests the correct spelling for the word, click on the
correct word and click on Change All
Using autocorrect
AutoCorrect is another way of capturing frequently used text or it can be used to pre-
empt typing mistakes that occur regularly. If you are in a habit of typing teh instead of
the you can store teh to be replaced with the in AutoCorrect, this means that every time
you type the followed by a space Word will automatically replace it with the. You
should used AutoText if you do not want text to be replaced automatically.
4. Choose Add
5. Choose Close
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Activating autocorrect
The AutoCorrect option is activated each time you type and AutoCorrect Entry Name
followed by a space or a punctuation mark.
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PAGE FEATURES
A page break can be inserted manually if you wish to end one page and begin another.
The page break is represented by a dotted line across the document window with the
description Page Break centred
Note: Shift F3 is a toggle key and will rotate between Upper / Lower and
Combination case each time you use it.
Line spacing
The default line spacing is single, to change the line spacing make one of the following
selections:
Selection Effect
Ctrl + 1 Single line spacing
Ctrl + 2 Double line spacing
Ctrl + 5 Line and a half spacing
1. Position the insertion point where you want to change the line spacing
2. Press <Ctrl + 2> for double spacing or <Ctrl + 5> for 1.5 spacing
If the text has already been typed, first select the text and repeat step 2 above
Note: You can have different line spacing in different parts of the document, if
the text has already been typed, just select the section and apply the new
line spacing, or select the line spacing before you start typing, and change
it when ever you require to do so.
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Changing the margins
3. To change the Left or Right Margins, point and click or relevant margin box and
type the new margin setting in inches
4. To change Top or Bottom Margins, point and click on the relevant margin box
and type the new margin setting in inches
5. If you want the new margin setting to be the default setting for every document
you create, point and click on Default
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HEADERS AND FOOTERS
4. Type the <Header Text? Using the <TAB> key to centre or right align the header
text
4. Type the <Footer Text> using the <TAB> key to centre or right align the footer
text
Automatic Page Numbering, Date and Time of Printing can be applied to Headers and
Footers by clicking on the relevant Icon on the Header/Footer Toolbar.
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TABLES
The tables features enables you to work with columnar text, applying line drawing and
creating a word wrap effect within each column of the table.
With Tables you can arrange columns of numbers and text in a document without using
tabs. Tables also provide a convenient way to present text in side-by-side paragraphs.
Creating a table
A gridlike structure will appear on the screen. This grid structure will not print -
Borders and Gridlines must be added if you want the grid to print.
5. You can also create a Table by clicking on the Table Icon on the Toolbar and
highlighting the number of columns and rows you require.
Use the mouse to lace the Cursor in a cell and start typing. Move from cell to cell using
the TAB and Up/Down/Left/Right Arrow Keys.
* To jump back a cell within the table press Shift and Tab.
If you press the Return key in table you will add an extra line to the row you are in. If
you do this in error use the Backspace key to remove it.
You will notice that all inserted text and numbers in the table will automatically be left
aligned. You will often need to right Align numbers.
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1. Using the left button on the mouse and dragging (in the same manner as you
would highlight a paragraph of text).
2. Bringing the mouse to the top grid like of the first column until the mouse pointer
resembles and down pointing arrow, then click to select the entire column and
drag to highlight the rest of the table.
1. Select the Column you want the tabs to take effect in.
3. To use the actual tab feature within a Table press CTRL and TAB.
By pressing TAB you will move from cell to cell by pressing CTRL and TAB you
will stay within the cell and just move to the Tab position. However if the first
tab within the cell is a Decimal Tab and you press Tab to move into this cell the
cursor will position itself at the Decimal Tab location.
Notice that the Ruler changes when the cursor is within the Table indicating the
different column boundaries (Small grid buttons).
2. Point to the Button icon in the Ruler area which represent the current column
width
3. Click and drag the Button icon to increase or decrease the width of the required
column.
3. Point and Click on the Grid option which will insert the default outline on you
table and internal gridlines.
4. You can choose from a selection of Line Styles for the border by clicking on the
down arrow under Line Style and choose a style of line.
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Shading cells in a table
3. Choose Shading
5. Click OK
Borders and Shading can also be applied to the Table using the order Icon on the Toolbar
and immediately a new button bar appears at the top of your screen.
Merge cells combines the contents of adjacent cells into one single cell. This command
is available only when you select two or more cells in a row. You can only merge cells
horizontally.
Word automatically inserts a return to increase the size of the row, you may deleted this
return by pressing the delete or backspace key.
1. Select the column to the right of where the new column is to be inserted
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2. Press <Tab> to add a new row to the table
1. Select the Row where you wish to insert the extra row.
3. Click OK.
Note: All of the Font, Enhancements and Alignment features covered in earlier
sections can be used when working with tables.
Word Table feature can be used as a mini-spreadsheet to carry out calculations. You can
quickly add numbers in a row or column, you can add, subtract, multiply, divide and
average numbers. You can calculate percentages and find the minimum and maximum
value for a range of cells.
The following keys may be used when calculating.
+ Addition
/ Division
- Subtraction
* Multiplication
as with Microsoft Excel, cells are referred to as A1, A23 B1, B2 and so on, with the letter
representing a column and the number representing a row.
A B C D
1
2
3
1. Position the insertion point where the result of the calculation should be placed
2. Choose Table from the menu bar and then choose Formula
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3. To sum the cells above on to the right accept the prompt in the dialog box and
choose OK
Changing the numeric format
Paste function
Paste Function lists the functions e.g. Average, Min, Max, Count etc. you can use to
calculate numbers. If you select a function from this list it automatically appears in the
formula box.
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Microsoft Excel
Excel is a spreadsheet program that organizes and keeps track of data, which can be used
to create charts, worksheets, and databases. Excel is frequently used for its ability to
perform mathematical calculations with large volumes of data. It also produces graphs
and charts with ease. This manual aims to help people of any experience level become
familiar with working in Excel and to provide direction in employing some of
Excel’s more sophisticated features.
Basics
To open Excel from the UM computer labs, click on the Start button in the lower-left
corner of the screen and select PROGRAMS > MS OFFICE > MICROSOFT EXCEL.
You should see a screen that looks similar to this:
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The Excel Environment
At the top of the window is a blue bar called the title bar. The title bar contains the
name of the application, Microsoft Excel, and the name of the workbook you are
working in, which Excel automatically calls Book1 until you name it otherwise. A
workbook is the file in which you work and store your data. The title bar also contains
the minimize button, the maximize/restore button, and the close button.
The largest portion of the screen is taken up by a view of the worksheet area.
Worksheets are used to list and analyze data. At the bottom left of the screen are
worksheet tabs that indicate the active worksheet. By default, new workbooks contain
At the bottom and right of the screen are scrollbars, which can be used to view parts
of the worksheet that are off screen.
Along the left and top of the worksheet area are row headings and column headings.
Rows are denoted by numbers and columns are denoted by letters.
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The thick black rectangle indicates the selected cell. A cell is the intersection of a
row and a column. The selected cell’s reference, A1, appears in the name box. The
cell reference is composed of the column letter followed by the row number.
To the right of the name box is the formula bar, which is where text and formulas
are entered and edited for each cell.
Below the title bar is the menu bar, containing lists of commands you use to give Excel
instructions.
The standard toolbar resides below the menu bar, and contains buttons with images
that correspond to some frequently-used menu commands.
The formatting toolbar is usually located below or next to the standard toolbar. It
contains buttons that correspond to several commands for formatting cells.
Managing Workbooks
The most effective menu for managing your workbooks is the FILE menu,
under which you will find the following useful commands:
NEW – asks what type of new workbook you want to create
OPEN – brings up a dialog box so you can select an already-existing
workbook to work with CLOSE – closes the workbook you are currently working in
SAVE – saves current workbook under the name it has already been
given SAVE AS – brings up a dialog box so you can
enter a name and location for the workbook PAGE
SETUP – allows you to adjust page settings, margins,
the header and footer, titles, and other print options
PRINT AREA – sets the selected cells as the only area
to be printed PRINT PREVIEW – displays the
workbook as it will appear on paper PRINT – brings up
a dialog box asking which printer to send workbook to
EXIT – closes all workbooks and exits Excel
Although there are additional options under the FILE
menu, the ones discussed in this manual are those which
you will probably find yourself using the most.
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Toolbars may be moved by clicking on their “handles” (located in their uppermost left
corner) and dragging them to other locations. If a toolbar is in its own window, it can
be relocated by clicking and dragging its title bar.
If the workbook has not been saved before, Excel automatically brings up the Save As
dialog box.
Entering Data
Cells can contain text, numerical values, formulas, or functions. To enter data into a cell,
select the cell by clicking on it, and begin typing. The text will appear in the formula bar.
When the entry is complete, press Enter. If the text does not fit in the cell, it will overlap
if the adjacent cells are empty. If the adjacent cells are not empty, part of the entry
remains covered, and the complete entry must be viewed from the formula bar. This can
be resolved by resizing the column width (see Cell Manipulation below). Text is
automatically left aligned, whereas numerical values are right aligned.
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The EDIT menu contains commands that you may find helpful when changing
information in cells. UNDO – reverses your last command or deletes typing REPEAT –
repeats your last command, if possible CUT – removes selected text and temporarily
saves it on the clipboard COPY – places a copy of selected text on the clipboard PASTE
– inserts contents of clipboard at insertion point PASTE SPECIAL – pastes the contents
of clipboard in format you specify FILL – see AutoFill, below CLEAR – removes the
specified data without placing it on the clipboard DELETE – removes selected data
DELETE SHEET – removes entire spreadsheet from the workbook MOVE OR COPY
SHEET – moves/copies an entire spreadsheet within a workbook FIND – searches for
text/formatting you specify REPLACE – finds and replaces specified text/formatting
AutoFill: Excel can use initial values in a few cells to create a logical list of entries, like
numbers following a pattern, words (such as the days of the week), or alpha-numeric
entries. For example, if you wanted to create a list of even numbers, enter “2” in one cell,
“4” in the next cell, then select both cells. Click on the lower right-hand corner of the
selection rectangle. The pointer will become a black cross. Drag for as long as you want
your list. Excel will fill in the data it assumes you want.
Another feature that may be helpful when working with data is Sort. Cells can have their
values specifically sorted by selecting the group of cells to sort then choosing DATA >
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SORT. This feature can be used to put lists into alphabetical, chronological, or numerical
order.
Modifying Workbooks
Excel allows you to alter the sizes and locations of rows, columns, and cells in a
spreadsheet. You can also add, remove, and reorganize worksheets in your
workbook to create an accommodating workbook.
Cell Manipulation
• Freeze Pane/Split Screen: Creates a portion of the worksheet that remains on the
screen while the rest of the worksheet scrolls. This is useful when you have a
long list and want to simultaneously view the headings and the values that are
toward the end of the list. To use Freeze Pane/Split Screen select the desired row,
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column or cell(s) and then choose WINDOW > FREEZE PANE or WINDOW >
SPLIT. The difference between Freeze Pane and Split Screen is that Freeze Pane
keeps all the data in one window whereas Split Screen creates smaller separate
windows for each split data.
Worksheet Manipulation
Reorganizing: The order in which the worksheets are arranged can be changed by:
o Left-clicking on the desired worksheet tab and dragging it to the new
location in the worksheet order, or
o Right-clicking on the worksheet tab and selecting Move or Copy…,
then choose a location
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Formatting Cells
The appearance of cells can be formatted to create an attractive workbook. Cells may be
formatted using various pre-defined options that Excel provides. To format cells, first
select the desired cells, then either:
• right-click on the selection and choose Format Cells… or
• choose FORMAT > CELLS from the menu bar.
The Format Cells dialog box contains options Excel provides for cell formatting are:
• Number: displays numerical values in a specific format using symbols, decimal
places or other commonly used formats.
• Alignment: controls the vertical and horizontal positioning of the text, as well as
the way text appears in cells
• Font: controls the font sizes, colors and styles cell(s).
• Borders: controls if borders will exist around the selected cell(s) and how the
borders will be displayed.
• Patterns: controls the background colors or for giving a background pattern to the
selected cell(s).
The formatting toolbar provides an easy way to apply some of the same formatting:
Font Size
BoldItalicsUnderline Left AlignCenter Align Right Align Merge and Center
Currency Style
Percent StyleComma Style Increase DecimalDecrease DecimalDecrease IndentIncrease IndentBorders
Fill Color
Font Color
Formulas
A formula can be used to calculate a value for a specific cell based on the values of any
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other number of cells. All formulas begin with the equal sign (=). Formulas appear in the
formula bar, but their results are displayed in the cell. Formulas often refer to other cells.
For example, if the formula =A1+A2+A3 were entered into cell A4, then the value “16”
would be displayed in A4.
Cell References
To refer to a range of cells, enter the reference for the cell in the upper-left corner of the
range, a colon (:), and then the reference to the cell in the lower-right corner of the range.
In the diagram, the selected range can be referred to as B3:D5. When copying and pasting
cell references, it is helpful to recognize the difference between relative and absolute
references. If you were to paste the formula =A1+A2+A3 into cell B4, the formula would
be pasted as =B1+B2+B3 because the cell references are relative, meaning Excel changes
the cell references depending on their location. Because the formula was pasted in
column B, Excel changed the A’s in the formula to B’s.
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The dollar sign ($) is used to indicate absolute references. The formula =$A$1+$A$2+
$A$3 would return the same value as =A1+A2+A3. The difference is that it could be
pasted anywhere in the worksheet and it would still be pasted as =$A$1+$A$2+$A$3,
because the dollar signs indicate that the row and column references are absolute – they
will not be changed by Excel.
To enter cell references in a formula, you can type them in manually or click on the cells
you want in the formula. That is, type an equals sign, then click on a cell and Excel will
enter the cell reference into the formula. You can even refer to cells in other worksheets
and other workbooks this way.
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When creating formulas keep in mind:
• Excel performs the operations from left to right according to the order of operator
precedence.
• Use parentheses to control the order of operations by grouping operations you want
performed first.
• You may use arithmetic and logic operators from the “Calculation operators in
formulas” handout.
Functions
Functions are predefined formulas. The SUM function could be used to return the same
value as the formula =A1+A2+A3 by entering =SUM(A1,A2,A3). An abbreviated way
would be to use a range. So,
=SUM(A1:A3) would also return “16” in the cell that the function was entered into.
Excel already has a wide variety of functions. See if one of those will accomplish your
task before creating
your own formula. Choose INSERT > FUNCTION or click the function button on
the standard toolbar, and select the function you want to use. Excel will then ask you to
fill in information that you want used in its calculations. You can either enter cell
references or click on the cells you want to use, or type in additional information
manually.
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Here is a list of some common functions that you may find useful: AVERAGE displays
the arithmetic mean of the cells referred to in parentheses. COUNT displays the number
of numerical values in the cells referred to in parentheses. COUNTA displays the number
of non-empty cells among those referred to in parentheses. MAX displays the highest
value among the cells referred to in parentheses. MIN displays the lowest value among
the cells referred to in parentheses. RAND displays a random value that is at least zero
but less than 1. ROUND displays the value in cell D7 rounded to the number of decimal
places after the comma in the parentheses (4). SUM displays the sum of the values in the
cells referred to in parentheses. TODAY displays the current date.
Remember that functions, like formulas, must begin with an equals sign (=) and must
be followed by parentheses, even if no reference is required between the parentheses
(as in the RAND and TODAY functions). If you enter a function without a preceding
equals sign, Excel treats it as text and will not perform any calculations.
There are hundreds of other functions in Excel which may help you accomplish your
purpose, but if all else fails, you can just create your own formula from scratch.
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Chart Wizard
A graphical depiction of a worksheet can be created using the Chart Wizard. To use the
chart wizard choose INSERT > CHART or left-click on the Chart Wizard button on the
toolbar.
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As a new sheet: As Place the chart into an its own separate sheet Place the chart into the
object in: selected sheet
Finish Inserts chart
Pictures
90
91
Headers and Footers
To add headers and footers (information that repeats at the top and bottom of every page),
choose either VIEW > HEADERS AND FOOTERS or FILE > PAGE SETUP and
choose the Header/Footer tab. You can select a preset one or customize your own. When
customizing your own headers and footers, text can be positioned on the left, center, and
right of the page. Some of the fields you can insert include page number, date, time,
Tools
There are a few options under the TOOLS menu which you may find
useful under certain circumstances. They include:
• Protection: Restricts others from changing values and formulas of selected cell(s)
or spreadsheet.
• Goal Seek: Determines what value a cell must be changed to in order to produce
a desired result in another cell. For example, if you spend $50 per week, your
Excel chart indicates that you will spend $300 before you go home for the
semester. If you only have $250 available for spending, you can use Goal Seek to
figure out how much you should spend per week before going into debt. It turns
out you need to spend $42 per week rather than $50.
• Scenarios: Allows you to change the values of several cells and save the results
as a scenario within the same workbook. Excel will ask you to enter the new
values for the changing cells. You can view other scenarios by selecting one and
clicking Show.
Microsoft Access
These are the standard data tables contained in PFM. ANY CHANGE TO THE DATA IN THE TABLES.
Double-click the table name to open it.
• AirplaneInfo=Aircraft database
Tables tab
• Airport2=Airport database
• AirportInfo=Primary airport database info
• Authorizers=Record keeping auth per leg
• ChargeAcctInfo=Pax database
• CrewData=Record keeping: crew per leg
• CrewRatings=Ratings from crew database
• Crewsched=Crew from scheduling
• Dispatch=Scheduling module
• FBO=Airport database
• Flightlog=Record keeping, front page, mostly
• Flitelog2=More record keeping
• Hotel=Airport database/hotels
• paxData=Pax data from record keeping (per leg)
• PaxInfo=Pax database
• PaxSched=Pax from scheduling
• Pilot=Crew database
• XtraPax=More pax database
• XtraPax2=Even more pax database
• Tables. The table is the basic data container in Microsoft Access. All data
contained in the PFM Access Interface is contained in tables. Each table contains
information from a specific section of PFM, such as FlightLog. However, as
PFM has grown, we have created additional tables to accommodate the extra data.
Thus you will see not only a FlightLog table, but also Flitelog2. Even so, each
table contains unique data, with no overlap between tables. It will most likely be
necessary to consult with PFM about which table contains the information you are
looking for until you get more familiar with the table structure.
• Fields. A field is a category of information such as tail number, trip number, or
date. Please note that the field names are generic and refer to specific parts of the
internal PFM code. Sometimes, you will find field names that are confusing,
however, you can usually determine what the field represents by just looking at
the data in that field. If you need further assistance, please call PFM.
• Record. A record is the set of fields for a specific item. Thus, reading from left to
right across the first record will tell you that the aircraft number is 3 (the PFM
physical aircraft number), the PFM pointer is 8 (the internal number PFM tracks
unique records by), the tail number is N46MW, the trip number is 8 (the eighth
flight log of the year, for that aircraft), the date is 1/14/2000 which is the first
month (1), fourteenth day (14), etc. In order to see all the data contained in the
record, use the scroll bar at the bottom of the screen.
Field caption
Records
Fields
Total number
of records
Selected record
Queries: Creating Queries Using a Single Table
Queries are created by combining fields in single or multiple tables and then filtering
(or limiting) the output in order to
achieve the desired results.
• The first step is to decide what information you want to see. Next, you determine
what table or tables that data are stored in. In some instances, only a single table
will be necessary for the query. When two or more tables are necessary, the tables
must be related. The only requirement for relating two tables in a query is that they
share unique common data in fields with the same data type and size. In other
words, a Tail number would not be considered as unique data because you might
have reused the same tail number when you purchased a new aircraft. However, in
PFM the physical aircraft number is unique because as you enter a new aircraft
into PFM, the system assigns it a new physical aircraft number and that number is
never reused by a different aircraft. Refer to page 12 for a table of unique fields.
Run
query a start date. Type in the desired Start date using mm/dd/yyyy format. Then click
the OK button.
• You will be prompted to type in
• You will now be prompted to enter the desired end date. Proceed as above and
click OK.
• Your query will now run. Depending on the size of the date range you have
chosen (and thus the amount of data Access has to sort through) your query make
take a few minutes to run.
Reports are based on queries. The query contains only the details you want to show in
the report and the resulting report loads faster.
• Select the Reports tab, then click the New button. The New Report dialog box
will be displayed. Double-click Report Wizard. The Report Wizard starts and the
first step appears.
• In the Tables/Queries combo box, click the down arrow. Then, select Query:
CityPairs.
• The field names in the CityPairs query appear in the Available Fields list.
• Click the right double arrow to move all four fields into the Selected Fields list.
• Click the Next button.
• The second Report Wizard step appears.
• The CityPairs report will be grouped by Tail number. This makes the Tail
number display only once, with the corresponding City Pairs grouped under it.
Otherwise, the Tail number would be repeated for each city pair displayed on the
report..
• Double-click Tail number to move it into the Grouping box at the right.
• Click Next.
• The third Report Wizard step appears. In this step, you’re setting the sorting
protocol for the list: you will sort alphabetically by Origin. In box 1, click the
down arrow.
• Click ORG.
• The sort button next to ORG shows an ascending icon (A-Z) because that’s the
default sort order. If you click the button, the sort order is set to descending (Z-A).
• Click the Next button
• The fourth Report Wizard appears and shows the report layout. The default
layout (stepped and portrait) is good for this report.
• Click the Next button.
• The fifth Report Wizard appears and gives you six styles to choose from.
• Click to display the various layout styles. Then click to select the one you like and
click the Next button.
• The sixth Report Wizard step asks you for a name for your report. It is best to
rename it CityPairs Report so that it has a name which differentiates it from the
query “CityPairs.”
• Click Finish
• The Wizard creates your report. See page 11 for the finished report.
• You may want to Modify the Layout of the report.
• Choose Modify the Reports Design
• Then click Finish.
• The report is displayed in Layout view.
• In order to add an additional label to the reports title, for instance a printed date
range, click the Aa button.
• Then move your mouse to where you want the new label and click and drag to
draw a box.
• You can then type the desired information into the box, i.e., Jan 1, 2000March 1,
2000.
• When you are satisfied with the layout of your report, click the Datasheet view
button.
• You will be prompted to specify the Start date, as we set up in the Query.
• Type in the Start date using mm/dd/yyyy format.
• Click the OK button.
• Type in the End date using mm/dd/yyyy format.
• Click the OK button.
• The finished report will be displayed. Click File/print to get a printed copy of the
report.
PFM Access Tables and Unique Field Identifiers
A unique Field Identifier, also known as a Primary Key, is the field that uniquely
identifies each record.
• Sometimes, there is only one Unique Field Identifier. An example of this would
be the PaxInfo table which stores the passenger database information. The only
Primary Key needed for this table is the PFM Account number (the PFM “S”
code.) As each “S” Code is used only once for each passenger in PFM, that is all
that is necessary to identify a passenger in the passenger database.
• HOWEVER, in the PaxSched table, which contains the data from the Scheduling
module, you need to use four Primary Keys to identify a unique record: Aircraft,
Tripdate, Leg, and Index. Aircraft is the physical aircraft number, Tripdate
represents the date of the trip, Leg is the leg number for that day, and Index is the
PFM S-code for the passenger. These four data fields will uniquely tell Access
that Mr. Smith (S-code SEQFQ) flew on aircraft #4 (N123CF), on November 10,
2000, leg #3.
Adding Criteria to a Query
A criteria is a rule or filter that tells Access which records you want to see. (See the table
on p. 15 for more information on criteria.) For example, you can set a criteria in your
query to display only records from specific destination airport identifiers. This would
answer the question: “How many times did we fly into Philadelphia (PHL) and Wings
airport (N67) over a specified date range.
• On the Queries Tab, single click the CityPairs query to select it.
• Click the Design button.
The CityPairs query opens in design view. You’ll set the criteria for Philadelphia (PHL)
and Wings (N67) in the DES (destination) field.
• In the Criteria row of the DES column, type PHL or N67.
• Click in a different cell. When you click in a different cell, the criteria you type is
surrounded by quotation marks.
"PHL" Or "N67"
• On the Toolbar click the View button
• The query switches to Datasheet view.
• Enter the Start and End dates as prompted, then click OK
• The records for N67 and PHL are displayed in the query datasheet. You can sort
the DES field by clicking in it and then clicking the AZ button from the toolbar.
The records will be sorted, with N67 displayed first.
• Close the query by clicking the X at the top right of the screen and save the query
when prompted.
Setting Parameters
It’s great to be able to set criteria to get specific records you want, but each time you
change your criteria, you have to open the query in Design view and set new criteria.
If you change criteria often (for example, if you want to see a new date range each time
or a specific tail number) you can set up Parameters which asks you for the criteria each
time you run the query.
• Now every time you run the query, a dialog box will ask you which tail number
you want, as well as the date range you want.
• On the toolbar, click the View button or the!
• In the Enter Parameter Value box, enter the desired dates and then the tail number
and click OK. The query will run and return the records you want.
• Click the X to close the query and save your changes when prompted.
Table of Common Criteria used by Queries
= Criteria Equal to
Find all Zip Codes equal to 61701 ="61701"
<> Not equal to Find all Zip Codes except 61701 <>"61701"
> Greater than Find all Zip Codes greater that 61701 >"61701"
< Less than Find all Zip Codes less that 61701 <"61701"
Part II
Communication
9 Principles and the process of
communications
Overview
Learning Outcomes/Objectives
iii) Define our intended audiences and Route our communication correctly so as
to get the best results;
The process approach which this module adopts gives freedom to explore
communication as a way of doing something rather than a something.
However, we will acknowledge that communication is the process of
exchanging information, ideas feelings, emotions, beliefs, values and other
human possessions between two parties. As a definition this is clearly in
adequate because it leaves out various elements that exchange complete.
That is why in order to discuss communication more comprehensive, we
will proceed by describing what the process entails.
Figure 11.1
Information/ideas/
feelings etc
Channels Medium
COMMMUNICATION
Participants Purpose
There should at least be two parties one playing the role of sender and
the other that of audience. Their respective functions are in Table 11.1
below:
Table 11.1
Sender Audience
Feels Recognises the
the need to communicate self as the target audience for the particular
event
Collects Receives the
or gathers information message
Compos Interprets the
es the massage message
Identifie Acknowledges
s and defines the audience receipt of message
Chooses Accepts/rejects
the medium and channels message
Transmi
ts the message
Monitor
s impact of the message
b) Information/feelings/ideas etc
These are what kick start the communication. Usually one who has
special information, feelings, ideas, or emotions would like to share
them with another person or people, thereby giving the need to engage
in communication.
Technical/Operational: - concerning
performance of a particular task, e.g. salary scale for working
out salaries
ii. Security
Confidential: - that with restricted
circulation. It may be organisational, or technical or personal;
Note that any piece of information can meet all the criteria. For example
organisational information can be confidential, or open as well as current
or semi current or non current.
c) Purpose
a) Types of Communication
i) Intrapersonal Communication:
This is the internal thought process where the two parties involved
in the communication event are both within the same person. The
two are the conscious and sub conscious segments of a person’s
brain. Its main characteristics are:
The individual comes out of the inner self to interact with the
people around. In this situation, the sender and audience:
Share the stage equally i.e. each is able to talk as much as the
other;
v) Mass Communication
b) Levels of Communication
The focus under this is the relationship between participants and the
message on the one hand and that between the participants themselves.
Of course it is in the business context determined by the degree of
formality. The options include:
i) Formal Communication
4. Medium
Figure 11.2
MEDIUM OF
COMMUNICATION
5. Channels
As highlighted earlier, the term Channels of communication here is used
to denote direction the communication takes. The direction or route is
based on the relationship that exists between the sender and the audience
as follows
a) Internal Channels
6. Purpose
1. Skill as Competence
Competence is associated with the knowledge on a subject that enables
one to understand it (subject) in detail and hence be able to do it well.
Infant the Oxford Advanced Learner’s Dictionary defines competence as
“the ability to do something well.”
2. Skill as Performance
RESPONSE/REACTION
TRANSMISSION
AUDIENCE INTERPRETATION
decodes
Figure 11.3 might spark controversy especially that it attempts to separate concepts that
have all along been taken to be one and the same. Two sets of such are presented here.
However, the distinction between medium and channel has been clarified in earlier
sections. What might be the difference between reaction or response, reply and
feedback, if any? May be there is no distinction as all refer to ways the audience
acknowledge having received the message. It is more a question of at what stage does
each one of them come in and what form it takes. Let us consider this scenario:
Table 11.4
Acknowledgement Explanation
The physical or vocal action confirming that the
Response/reaction message has been heard and understood. One never
really thinks about this as it is reflex. It is not planned.
This is the planned answer you give to someone who
speaks or writes to you. This might mean what you
really feel or may be for public relations only i.e. to
Reply maintain good or bad relations without really hurting
or deliberately hurting feelings of the other person.
This is what the audience declare in the answer they
give.
This is the acknowledgement which reflects whether
the purpose of the message has been accepted hence
followed/acted upon or it has been rejected and
Feedback therefore ignored. This means then that feedback will
always be there because it can be positive (accepted
and worked on) or negative (rejected and ignored).
Also, it is for the sender to look out for the feedback
rather than for the audience to declare it.
Figure 11.5
Inexhaustible list
Barriers of
communication
Barrier in one
Vary from
situation not
situation to
necessarily a
situation
barrier in another
a) People
Aspect Influences
Moods are a very temporary state of the mind. They
turn on and off. A good atmosphere can be instantly
spoilt by a silly remark from one of the participants in
Moods the communication. Moods are closely associated
with the self concept. They tend to distort an
individual’s perception of things either in the extreme
positive or negative sense to make one blind to the
truth or seriousness of the issue at hand.
Attitudes are sustained moods i.e. moods which have
an established pattern thereby becoming more regular
as a feature of one’s state of mind. Attitudes develop
Attitudes from recurrent experience and like moods can make
one blind to the true meaning of what is going on.
Examples of attitudes include prejudice, stereotype,
jealousy, envy, to mention a few.
Skills relate to the ability to do something.
Communication is about competence and
performance. The sender needs the ability to design a
message suitable to the well defined audience, choose
Skills the right medium and channels, transmit correctly and
accurately assess the impact of the message so as to
make relevant follow-ups. The audience on the other
hand needs skill in interpreting, acknowledging and
applying the received message, as well as seeking or
providing appropriate clarification when necessary.
Knowledge of the subject matter relates to correctness
and accuracy of the material in the message. The
audience is usually trusting of the sender and will take
Knowledge what is said for the truth. Poor knowledge on the part
of the sender will usually mislead the audience
resulting in wrong things being done or the right
things not being done.
b) The Environment
c) Message
On the other hand, the serious attitude towards work takes deliberate
measures to ensure that every situation is previewed closely even
critically so that all likely sources of trouble are identified and
corrective action taken. In this way one does not wait for
communication to break down first before taking action. Thus, by
being proactive through evaluating a coming communication event for
likely sources of breakdown, we achieve efficiency and effectiveness.
ii) PASS
SUPPLIERS CUSTOMERS
MIDLE MANAGERS
TRADE UNIONS
Figure 11.7
Precise
Popular Appropriate
PADCAP
Active Dignified
Active Colourful
1. Focus
Our main focus in the area of electronic media is to explore the various
options of transmission available to communication beside the
conventional face to face and paper based options. These are the
options pertaining to oral and written communication, respectively.
This is the communication between people who are separated in time
and/or space.
a) The telephone
i) The PMBX
i) Answering:
Allows the caller who does not find the person being
called to leave a message on the hand set;
Allows the person being called to access the message
left by the caller, which could have otherwise been
missed.
c) The Radio
This facility was (and might still be) commonly used by people on
call. These are people whose services are required twenty four
hours, like doctors, site engineers. It is an alarm system which
prompts the person that they are needed and should either quickly
get to the office/site or to the nearest phone to obtain full details of
the emergency.
The mobile phone has replaced the paging machines as well as the
telephone in many instances. Among other advantages:
b) Distance:- being separated from the audience, the sender may not
really present the “right” message in the little time he/she has on
the phone.
List down some of the advantages of using the computer and the
mobile phone in written electronic communication.
Did you include the following in your list?
Oral communication is the life blood of our personal and business lives. We do it so
naturally and frequently that there is a danger in taking it for granted. (Shirley Taylor
1999:17)
It is for this reason that this unit focuses primarily on the two key skills (listening and
speaking) and their attendant challenges.
LEARNING OUTCOMES/OBJECTIVES
We should perhaps begin with listening skills because they are receptive –
they enhance our chances of accessing more knowledge, experience and
wisdom. After all we are expected to receive more information from other
people than we give out – consider the myth of two ears as compared to only
one mouth!
In fact it is held that people at work spend about 80% of their time
communicating and approximately 60% of this time is spent listening to
what others say.
Spontaneous
Interactive
Instant
Oral
Communication
Events
Informal
Table 12.1
Key Barrier Nature of the Barrier
There is a discrepancy between the human capacity to listen as compared to the
a) Human capacity for speaking. Speech is slower than listening perhaps because it is
Capacity more physical. Due to this the listener’s mind has the tendency to wander away
from the listening event, during which he/she might miss some critical points;
Since most listening events are live, chances of distracters like noise, third
b) Distracters parties (other human beings), objects and events, are high thereby pausing
threats to the successfulness of the oral communication. This is a particularly
difficult barrier especially that the eyes and ears are so stubborn when they see
or hear what they are not supposed to, drawing them away is practically
impossible. However, remember that distracters compete four your attention;
a) Involves
b) Is characterised by:
d) A good listener
3. Types of Questions
Class 1 Class 2
a) Closed Questions – direct, Yes/No a) Identification Questions – help name the
answer questions or one word answer point of enquiry e.g. “What is the formula do
questions, e.g. “Where do you live?” or you use to work out personal tax?” or “Who is
“Do you know how to work in Microsoft responsible for Accounts Payable?”
Excel?”
b) Open Ended – have no specific b) Location Questions – these place the item
answer, let alone a short one. They leave of enquiry in time and /or space, e.g.
it to the respondent to give out whatever i) In space “Where are the invoices
detail they may have, e.g. “How can we kept? “or
protect client information?” ii) In time “When do we do the
banking?”
c) Leading questions – drive the c) Justification Questions – providing
respondent in some direction so that they reasons for the point of enquiry, e.g. “Why are
may confirm the assumption or our expenses in excess of the revenue?”
hypothesis, e.g. “You are the one working
on the MD’s case, aren’t you?”
d) Follow up questions – used to elicit d) Outlining Questions – help provide
information from reluctant or appearance or design or composition of the
uncooperative respondents. They point of enquiry, e.g. “How do you go about
normally take a slightly different creating the customer data base?”
direction from the one adopted at the
beginning.
e) Loaded questions – seeking more
detail than a single item of enquiry,
asking about many things within one
question
Is there a real distinction between note making and note taking? Many
writers on the subject seem to use the two interchangeably. Others
suggest that Note making is when you jot down brief notes from a
written source while they associate note taking with oral sources.
However, here we want to take the two a step further by looking at
what the terms Not Making and Note Taking allude to:
a) Note Making
b) Note Taking
In this text we shall use Note Making to denote the activity that makes
the effective listener retain the core of the message received whether
from an oral source or a written one.
a) Speed Discrepancy
b) Interpretation
NOTE
Abbreviations and symbols can be personal or standard. Personal are those
that only you the user would understand while standard ones are those with
universal meaning, such as scientific and mathematical symbols
Outlines require accurate interpretation.
Table 12.3
ACTIVITY
It should be noted that paying attention to the opening part will allow the audience
to apply prediction and outline formats.
There are many occasions that demand of the accounting person to make
public presentations to different audiences – internal and/or external.
Public presentations and speaking are therefore an integral part of the
accountant’s job. Whatever the occasion(s), public presentations are about
speaking skills.
Figure12.1
Purpose
(see Unit
11.1.2c)
Audience
Venue (see Fig 11.6
Unit 11.5 )
Public
presentation
event
Time Occasion
Theme
The first two elements of the context in the diagram have been
adequately explained in the parts of this text highlighted. The others
are given in table 12 below.
Table 12.4
A good speaker is one who makes listening easy for his/her audience.
To successfully deal with the various challenges:
ii) Use a tone, pace and voice level that are suitable for
the subject, purpose, audience and venue;
There are various ways of engaging your audience so that they can
be part of the presentation:
REMEMBER
Your presentation is meant to be understood by
the audience the first time!
1. Meetings
a) Definition
b) Characteristics
People
Roles and
Powers Functions
MEETING
Papers
Various meeting
documents Procedures
Workmates memorandum or
display notice (poster)
Seating arrangement;
Positioning of presentation aids;
Taking attendance;
Refreshments if any;
b) Follow up activities
i) Evaluation: - the
seminar/conference will need to be evaluated by the
participants
3. Interview
a) Nature of an interview
Table 12.6
Characteristic Explanation
Interviewer Seeks information by asking specific
questions
Knows exactly what information is
required
Stirs the interview in a particular direction
to elicit the information being sought
Interviewee Provides information to the
interviewer
Does not know the exact
information sought in advance
Feels intimidated because the
direction of the interview is determined by the
interviewer
Stru Arrangement and flow of
questions from beginning to the end;
cture
Opens with establishing rapport,
explaining purpose
Beginning with friendly low key
questions building into sequence of increasingly
more specific questions ending up with
invitation to the interviewee to ask any
questions;
The structure of the interview will
vary according to the specific purpose(s)
Bala Who does how much talking
depends on the purpose of the interview but it is
nce
important to allocate adequate time for each
participant to air their views.
Atm The character of the room –
arrangement of furniture and props;
osphere
Number and even ender of people
interviewing,
Appearance of the interviewee
All contribute to the atmosphere of the interview
Proc The purpose will determine the way in which the
edure/manner interview is conducted:
Standardised – following a
predictable sequence of questions based on a
questionnaire
Individualised – interviewer uses
wide range of questions designed to lead to an in
depth exploration of the problem;
Stress – interviewer deliberately
aggressive and unpredictable in order to test
interviewee.
i) Preparation:
ii) Conduct
c) Follow up activities
1. Selection
These are the interviews on whose basis job applicants are hired. The
way applicants (and hence new employees) feel about the organisation
will be influenced by the way their selection interviews are conducted.
Disposition
One’s personality,
availability &
drive
Physical
Interests
appearance
Activities on
How does the
which one spends
applicant look
his free time as a
physically, in
way of recreation
relation to the job
General Circumstances
Intelligence The applicant’s
How domestic (family)
knowledgeable and responsibilities –
sharp is the these suggest one’s
applicant? commitment
2. Orientation
To acquaint new employees with their jobs and with the range of duties
involved. It also looks at the organisation so that the new employee may
fit into the new environment well.
The interview if well conducted will provide the new employee with a
desire to learn and be a good member of the organisation.
3. Performance Appraisal
4. Disciplinary
5. Grievance
This interview is conducted ideally by the employee’s supervisor who
recognises the existence of a grievance in his subordinate.
6. Counselling
7. Exit
Whatever the case, the interview sets out to establish improvements in the
job on order to maximise staff retention.
11 Written communication
OVERVIEW
Written communication may take many forms. It occupies a very special position in the
organisation due to the several characteristics visa vis oral communication.
Written communication allows us time to plan our message or indeed study the message
closely to make out the desired interpretation.
Once written down, words are themselves pinned down, selected, representative,
deliberate, permanent and important in their own right.
LEARNING OUTCOMES/OBJECTIVES
Table 13.1
Focus Content
i) What
exactly is the purpose of the current effort – is it to
advise, to inform, to regulate/control/correct, to
instruct/request/persuade, or what?
Understan
d or define the problem/subject in order to identify the
purpose easily
ii) Who are
you addressing yourself to – is it the end
user/implementer or channel, is it someone within the
organisation or a client, is it one or more people, etc?
iii) What is
the best format to use on the subject – a memo, letter,
report, or what?
Organise
the material you have on the subject logically so that
it may serve the purpose.
iv) Being
formal, the formal message lacks the direct non verbal
message. However, through your language, non
verbal undertones, tone, attitudes, emotions and other
non verbal elements will surface so as to give your
message its full meaning.
Table 13.3
3. Note Making
Expand notes However, considering that the notes are jotted in a short hand, chances
within 24 are that the abbreviations, symbols and other graphical methods will
hours of
writing them be confusing to notes maker if they are not revised or revisited within
a short period after writing them. This short period would be within
24 hours of writing the notes.
In view of the fact that people see things differently, it is likely that the
information gathered whether from primary or secondary sources may
not be the only perspective on the topic of interest.
a) The Introduction
b) The Details
c) The Conclusion
6. Drafting
8. Organisational Models
Table 13.4
You expect the audience to consider the You expect the audience to react
message favourably or in a neutral way; unfavourably /negatively to your message, or
The information is considered easily You feel the information is somewhat
understandable. complicated and may not be easily grasped.
Open with the main idea, or best news, followed by Open with some relevant pleasant, neutral, or reader
all necessary explanatory details in one or several beneficial statement (a buffer) before introducing
paragraphs as the situation might dictate. the main idea which is unpleasant.
The ending is with an appropriate friendly The explanation which precedes the main point is
paragraph. intended to arouse interest and show the
inevitability of the negative point.
It is also called the Deductive approach.
The ending should be equally well calculated so as
This is common when you are offering the audience to appeal to the sympathy of the audience and win
some relief or something of direct, if not immediate acceptance.
benefit to the audience.
Bad news and persuasive messages use this
approach. Words and tone used should be that
which will influence the audience into the desired
direction.
a) Definition
Both views, though by different people agree that a report must have
information, which contains facts that has to be passed from one person to
another or others. This information is acquired and analysed (studied) and
presented in a systematic way.
b) User Expectations
The report is always written for someone else who ought to have
some use for it. The user is confident that what the writer will give
is useful and correct. The common expectations include:
Table 13.5
Expectation Details
Monitoring information in circulation
i) Inf Disseminating received information among team
ormational members
Being the contact person on behalf of the team
(spokesman or spokesperson)
ii) Inte Being figurehead
rpersonal Being leader
Acting as the liaison/contact with outside world
iii) Dec Entrepreneurial
isional Resource management
Negotiation
Conflict handling
2. Types of Reports
b) Narrative Reports
These are the reports that the one reporting designs in line with the
nature of the task and the material at hand. They generally fall into
two categories
Table 13.6
Informal Report Formal Report
Based on a simple and single Based on a long and complex matter
subject The writer uses extensive
Relies on the writer as the main investigation/data collection methods –
source of information using interviews, questionnaires, observations,
observation and secondary data experiments, discussion groups/panels and/or
collection methods desk study
Intended to be read in one sitting Is much longer and not intended to be read
i.e. short in one sitting
May take memo or letter format Presented in outline form with numbered
May be slightly longer than the and headed sections
memo or letter Can be read in parts according to the
Methods of collecting data for section the reader is interested in at any given
the report may be used as the main time
indicator that the required report is May take the short formal (schematic)
the informal one. format or the long (book format)
Usually the report following an
investigative assignment.
Like all formal writing, report writing can be better done when certain
steps are followed judiciously. The key steps are those in the
preparatory stage since planning is the key to effectiveness.
Primary/Secondary;
Organisational, Technical (operational), Personal,
Confidential, Non confidential;
Current, semi current, archival.
This involves:
ii) Develop tools and instruments for collecting the needed data as:
iii) Apply the data collection tools and instruments on the identified
sources relying on skills in:
Reading
Listening and
Note making
c) Data Analysis
This entails processing the collected raw information into meaning units
and manageable clusters. This can be achieved through:
The collected information, in line with the analysis should be ordered into
a sequence that makes sense and gives a smooth or logical flow. Most of
this information will make the body of the report but will help design the
introduction and point to areas for further research/investigation.
You must read your draft objectively from the view point of your intended
audience. Make sure that the text meets all the principles of good writing
in content as well as the mechanics of writing.
Read paragraph by paragraph to ensure continuity of ideas and check
every sentence, word, figure and punctuation mark to ensure the smooth
flow and presentation of the message.
Effective proofreading and editing produces the camera ready copy which
can be circulated or disseminated as may be appropriate – to a live
audience or using a covering minute (memo) to relevant offices.
Information in a well laid out report will fall under the following sections
a) Heading/title
This gives the gist of the report high lighting the focus of reporting.
b) Introduction
i) Terms of Reference
Outlining the essence of the report – who asked for it & how? what did
he/she say must be done & when? Whether recommendations were
asked for or not, etc
ii) Procedures
c) Facts/findings
This presents the information which was sourced. The information may
be grouped under separate categories. The writer of the report should not
bring out his/her opinion on the information presented here. It must be
raw information as it was collected but processed and analysed
d) Conclusion
i) Conclusions
Passes judgement on whether the information gathered is true or false,
right or wrong and so on. This is where the report writer’s opinion on
the information comes out.
ii) Recommendations
NB The informal report may use the section headings while the short formal
(schematic) report must use the five italicised section headings numbered
1 – 5, respectively.
On the other hand the long report which assumes the book format will
have additional sections or parts: the title page, table of contents,
executive summary/abstract, table of contents, list of tables/pictures etc,
chapters 1, 2, …, appendices, etc
a) The Memo
a) sources propose that this part can be left out but it is
important. However, a number of organisations use
specially designed memo headed paper
b)
circulation only
c)
recipient of the memo since the memo is on non personal
issues;
d)
e)
organisation. May not always be used;
f)
as it helps determine how current the information is;
g) off/signalled by the word “subject” as the practice used to
be n the past.
h) parts not necessarily paragraphs, i.e. introduction, details
(body) and the conclusion.
i) title is already reflected under origin. The signature is
important in order to declare authenticity of the document
otherwise anyone in the organisation can purport to write
in the name of someone else.
j) copied to. It is important for everyone who receives a
memo to know who else has received a copy of the same
document
k) Details of the enclosures will be contained in the message
l)
b) The Letter
Shows how
iv) current the letter is. Should be written in full, e.g. 21 June
2007;
v) The recipient’s
name/title and the applicable contact details. This is what
appears on the envelope;
The details on
the heading opening with the introduction, then the details
ix) and ending with the prayer – an earnest appeal by the sender
for action from the recipient;
Where
applicable it reflects details of third parties to whom a copy
of the same letter has been sent;
Where the
letter is a covering minute – introducing another document,
say a report, another letter, quotation, invoice, cheque, etc,
this par indicates that there is some enclosure to the letter.
c) Special Notes on the Letter
The opening line of the Inside Address determines the form the
Salutation takes. This in turn influences the complementary close.
Table 13.10
Dear Mmes
ZAMIM
Attention line, e.g. The contact person (one handling the case in the organisation) is
known but the letter is addressed to the chief in line with the
The Director requirement that letters between client and the organisation be
Zambia Institute of Management addressed to the Chief executive of the company.
PO Box 31735
Lusaka The attention line means that the letter will be received by the
person to whose attention it is marked, i.e. Mr Siakavuba in the
Attention: Mr Siakavuba example.
Also, the address on the envelope will include the attention line.
a) Expression
Since the letter and the memo are both office documents, they must be
presented in formal expression devoid of all colloquialisms – see
above.
b) Punctuation
Table 13.12
i) the absence of commas in the address and date (open punctuation) and their presence
in the punctuated);
ii) the absence of the periods (full stop) in the initials – ZICA, PO Box and the date, and
their use in the punctuated. Note the mandatory space after each period, thus taking more space for each
entry;
iii) absence of the ordinal number system in the date – 21 June under open punctuation,
as contrasted to the 21st June in the punctuated.
Beware of the general tendency to adhere to old methods. The world is dynamic!
c) Display
The major contenders in this aspect of style are the blocked and semi
blocked styles. The semi blocked style is a compromise between the
blocked and the indented style. Note the particular differences in the
positioning of the various parts of the memo and letter. The models
given above are in the blocked style. Here we shall illustrate the semi
blocked and the indented.
Letterhead Letterhead
Date Date
Reference Reference
Inside Address
Inside Address Salutation
THE INDENTED STYLE
Salutation
Semi Blocked All the paragraphs of the Message are
Indented
indented thereby creating problems of
Subject Line determining how wide the indentation
should be.
At times the indentation would
Message (blocked) be wider than usual.
Also centring can be a problem,
especially when one is writing the letter
by hand.
Generally, the indented style does not
Complementary close give the most impressive appearance.
That is why the blocked style is being
Signature popularized.
Name
Designation Complementary close
Signature
Name
cc designation
cc
encl encl
Element 5 Other Forms of Office Writing
1. Minutes
a) Purpose
Table 13.13
ATTENDANCE
c) of members
Present – names Layout present
and Contents
beginning of
withNarrative Minutes and ending with the
that of the Chairperson
Secretary;
These are modelled on the agenda of the meeting. However, since
Apologies – namesthe
of all those who
agenda waswere not able and
projective to attend the meeting
minutes but had sent
are reflective, wordistomuch
there that
effect;
more detail in the minutes than in the agenda. A template of
Narrative
In Attendance – names minutes
of those wouldatlook
people present like this:
the meeting of which they are not regular
members. Such people as the ex officio (those who by virtue of their positions
are free to attend the meeting) or guests – invited to either clarify a certain
technical mater or receive the technical clarification;
Absent – names of those who missed the meeting without any apologies.
1. APOLOGIES:
Gives summary description of how the chair went about opening the meeting – calling the
meeting to order (time for this must be shown), announcing apologies and introducing the
“in attendance”, outlining procedures governing that particular meeting, adopting the
agenda,, declaring the meeting open.
Minutes are only signed after receiving approval or adoption by the meeting!
3. MATTERS ARISING
Here any issues that were left unresolved at the last meeting will be raised, clarified and
closed.
4. MAIN BUSINESS
Presents summary of each new item that was tabled, discussed and resolved (by vote). The
length of this section depends on how many such new business was presented.
b) Special Characteristics
Special feature is that Briefs are written in bullet point form. The
bullet would be numbered for ease of reference!
3. Notices
a) Purpose
The main functions of the Notices are:
b) Contents
Type Features
i) Meant for posting on the notice board and other public places e.g.
windows, walls and tree trunks;
Should standout among other materials so as to be easily spotted out;
Suitable for open events as opposed to closed group events;
An aspect of mass communication (see Unit 11.3a, v)
Should have capacity to attract attention, stimulate interest, provoke
a desire and produce action – the AIDA model of sll publicity materials,
etc
ii) Sent to specific people;
Suitable for closed groups;
Rarely mounted on public display for a like notice boards;
Is a form of interpersonal communication (see Unit 11.3a, ii);
May take the forms of a card (when target audience are many but
known e.g. all share holders (invited to AGM),the informal note, a memo,
letter, etc.
1. Internal Minutes/Memo
2. Cabinet Memo
3. Ministry Circulars
1. Purpose
Both the Curriculum Vitae (CV) and the Employment form are self
portrayal documents which are used in job procurement (application).
They give the potential employer a brief but factual summary of the
job seeker’s relevant life – private and public as may be relevant to the
job.
One’s life is complex, however short it may look. The individual has
to select from the many events those that will sell them most
effectively.
PERSONAL DETILS/BIODATA
Name:
Sex
Year of Birth
Place of Birth
Marital Status
Contact Details
EDUCATIONAL BACKGROUND
ADDITIONAL INFORMATION
Give details of other skills and capabilities not included elsewhere. Things such as your job challenges,
what aspects of job you specialise in, workshops and conferences attended,
INTERESTS
Your pass time interests. The employer would like to engage a human being not a work machine. A human
being accumulates pressure from work and should have somewhere to dissipate that pressure through.
REFEREES
Contact details for at least two and up to three people drawn from educational, employment and other
activities like church, clubs, etc. Consult them to seek their approval to vouch for you.
12 Visual communication
OVERVIEW
Based on the old theory that when I hear, I forget, but when I see I remember, Visual
Communication occupies a very prominent role in communication in the business world.
LEARNING OUTCOMES/OBJECTIVES
From this Unit we should be able to
a) Objects/people
b) Processes
Flow charts are perhaps the most effective means of showing the
various stages of a process or operation. Consider the various
spider diagrams and the communication cycle used in this text.
They show the concepts more explicitly.
c) Places
d) Statistical Data
Table 14.1
Group turnover 318, 572 386, 294 451, 465 479, 847 516, 371
Opening profit 33, 686 41, 810 61, 403 75, 096 69, 526
Profit before taxation 28, 595 33, 053 56, 758 69, 042 63, 713
Profit after taxation 15, 165 20, 023 33, 394 40, 690 44, 259
Total assets 239, 034 254, 255 305, 644 354, 983 381, 401
Current liabilities 89, 409 98, 519 133, 955 166, 463 151, 153
Shareholder’s interest 149, 625 148, 197 157, 661 174, 327 190, 103
iii) Graphs: - interpreted data to reflect progression or a trend
in the behaviour or trend of some activity. For example a
graph can be drawn on the group turn over pattern over the
period 2003 to 2007.
v) Pictogram
vi) Histogram
e) Safety Information
c) Adequately labelled;
a) a heading/title;
b) labelled parts
1. The Logo
2. Corporate Colour
References
Heffernan JA & Lincoln JE (1986) Writing: a college handbook, New York: WW Norton
& Co.
Kaitholil G (1994) You Can Be an Effective Speaker, Bombay: The Bombay St Paul
Society
Kenrick E et al (1987) Business Communication, London: Longman;
Bovee CL, et al (2002) Business Communication Today 7th Ed New Delhi: Pearson
Education Inc
May CB & May GS (1999) Effective Writing: a Handbook for Accountants 6th Ed
Prentice Hall
A C
Application packages, 33 CD-ROM 18
Arithmetic and logic unit, 5 Clipboard, 64
Autocorrect, 67 Conferences,157
Communication Skills, 126
B Communication, 116, 139, 164, 190,
bar code, 21 128
Batch processing, 4 Computer, 1, 25
Bits, 7 Correspondence, 176
Counselling, 162
CPU, 5, 26 Listening, 139, 140, 141, 142, 173
Curriculum Vitae, 188
M
D Mainframe, 1
DELETING, 58 Management information, 15
Disciplinary, 162 Medium, 124
DVD,18 Medium and Channels, 119
Meetings, 153
E Memo, 176, 187
EDI, 15, 30 Memory, 6, 10
Editing, 168, 174 Menu, 39
E-mail, 30 Microcomputer, 1
Excel Environment, 78 MICR, 24, 25
Microsoft Access, 94, 95, 96
F Microsoft Excel, 77
Microsoft Word, 33, 37
Find, 66 Minutes, 183
Flash disks, 18
Floppy disks, 17 N
Formatting Cells, 84
Note Taking, 145
G
O
Grievance, 162
GUI, 12 Online processing, 4
Organisational, 118,169
H Organiser, 157,159
Optical Character Recognition, 23
Hard disk, 12, 13, 17 Output Devices, 26
Hardware, 5 Oral Communication, 139
Headers and Footers, 71, 92
P
I
PASS, 132, 166
Information, 118,173 Performance Appraisal, 161
Information Technology, 14 Plotter, 28
Input devices, 20 Presentations, 148
Inserting, 58 Printers, 1, 26, 27, 28
Internet,16, 30 PRINTING, 55
Internet Service Providers, 30 Processing, 3,15,33
Interview, 158, 161 Processor, 2, 5
ISPs, 30 Proof Reading, 168
Public Speaking, 150
K
KISS, 132 Q
Queries, 97
L
Questioning, 143
Letter,178
R supercomputer, 1
RAM, 7
T
Real-time processing, 4
Recycle Bin, 13 Tabs and indents, 60
Replace, 66, 81
Reports, 169, 171,174, 184 V
ROM, 8 Video conferencing, 15
Voice messaging systems, 16
S
Selection, 50, 69, 160 W
Seminar, 157 worksheet, 83
Software, 11, 12, 18, 28, 31 Written communication, 164
Speller, 67
storage, 1, 5, 6, 7, 8, 9, 10, 11, 17, 18, Z
22, 23, 24, 29, 64
ZIP disk, 18
storage devices, 17