Chapter Nine COMPUTER JAMSON-1

CHAPTER NINE
MODULE CODE GST04202:

BASIC COMPUTER SKILLS AND
INFORMATION MANAGEMENT
Session 1: Introduction to Basic Computers
and its Application
NTA LEVEL 4: SEMESTER 2: MODULE: GST 04202 - BASIC COMPUTER SKILLS AND
Total Session Time: 120 minutes
Prerequisites
 None
Learning Objectives
By the end of this session, students will be able to:
Define the term computer

 Explain the history of the personal computers
 Explain uses of computer
 Mention types of computer
 Describe basic parts of computer (keyboard, mouse, monitor, UPS, accessories, CPU)
Resources Needed
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer parts
 Computer
 Liquid crystal display (LCD) projector
SESSION OVERVIEW
Step Time Activity/Method Content
1 5 minutes Presentation Introduction, Learning Objectives
Presentation,
2 20 minutes Definition of Terms
Brainstorm
3 10 minutes Presentation The History of The Personal Computers
4 10 minutes Presentation Uses of Computer
5 15 minutes Presentation Types of Computer
Basic Parts of Computer and their function
6 30 minutes Presentation
(Keyboard, Mouse, Monitor, Cpu)
7 20 minutes Practical Computer parts
8 5 minutes Presentation Key Points
9 15 minutes Presentation Evaluation
SESSION CONTENT
Step 1: Presentation of Session Title and Learning Objectives
 READ or ASK student to read the learning objectives and clarify.
 ASK students if they have any questions before continuing.
Step 2: Definition of Terms

Activity: Brainstorm (10 minutes)
ASK students to define the meaning of the term ‘computer’

WAIT for some student response, encourage all definitions of the term.
SUMMARIZE the responses using the information below.
 Computer
o An electronic device that can follow instruction to accept input, process that input and
produce information. It can also simply be defined as an electronic machine that takes
data, stores it, processes that data and produces information. (Data can be defined as
unprocessed facts and processing data gives information). Computer is made up by
hardware and software
 Hardware
o Hardware is the equipment that processes the data to create information and is controlled
by software. It includes
 Keyboard
 Mouse
 Monitor(Screen)
 Central Processing Unit(CPU)
 System unit
 Random Access Memory(RAM)
 Software
o Software is another name of a program or programs. The purpose of software is to
convert data (unprocessed facts) into information (processed facts).
o Software programs consist of the step-by-step instructions that tell the computer how to
do its work.
Step 3: The History of The Personal Computers (PC)

 Personal computers first appeared in the late 1970s.
 One of the first and most popular personal computers was the Apple II
 During the late 1970s and early 1980s, new models and competing operating systems seemed
to appear constantly.
 In 1981 a new standard was established in the micro-computer industry with the debut of the
IBM PC.
 The IBM PC quickly became the personal computer of choice, and most other personal
computer manufacturers fell by the wayside.
 In order to survive, other companies adjusted to IBM's dominance by building IBM clones,
computers that were internally almost the same as the IBM PC, but that cost less.
 Because IBM clones used the same microprocessors as IBM PCs, they were capable of
running the same software.
 Since then, hundreds of millions of PC-compatible systems have been sold as the original PC
has grown into an enormous family of computers.
 More software has been written for this computer family than for any other system on the
market.
 Apple computer did survive and to date it remains a major player in the personal computer
marketplace.
 Today, the world of personal computers is basically divided between Apple Macintoshes and
PCs.
 Computer is an electronic device that can follow instruction to accept input, process that
input and produce information.
 Personal computers first appeared in the late 1970s. During the late 1970s and early 1980s,
new models and competing operating systems appeared rapidly.
 Understanding the keyboard and the basic commands will help the user effectively control
the computer.
 Attention to health and safety is important for successful work with the computer
Step 4: Uses of Computer

There are two uses of computer, these are
 General purpose computer is design to solve wide variety of problems. Examples of general
purpose computer are
o School computers
o Hospital computers
o Office computers
 Special purpose computer is designed for particular job only to solve problem of restricted
nature. Examples of special purpose computer are
o Petroleum pumps
o Traffic lights
o Programmable pocket calculator
o Weapons guidance system
Step 5: Types of Computer

Computers are classified according to Size and Power
 Workstation
o A powerful, single-user computer.
o A workstation is like a personal computer, but it has a more powerful microprocessor and
a higher-quality monitor.
 Minicomputer
o A multi-user computer capable of supporting from 10 to hundreds of users
simultaneously.
 Mainframe
o A powerful multi-user computer capable of supporting many hundreds or thousands of
users simultaneously.
 Supercomputer
o An extremely fast computer that can perform hundreds of millions of instructions per
second.
 Personal Computer
o Personal computer (PC) is a small, relatively inexpensive computer designed for an
individual user
o Classified by size and portability as follows:
 Desktop Computers
 Laptops or notebooks
 Personal Digital Assistants
 Portable Computers
 Tablet Computers
 Wearable Computers
 Cell Phones
o All are based on the microprocessor technology that enables manufacturers to put an
entire Central Processing Unit (CPU) on one chip
Step 6: Basic Parts of Computer

 Keyboard
 Mouse
 Speakers
 Central processing Unit
 Monitor
 Hard disk drive
 Random access memory
 Printers
 Power supply
Diagram of computer parts

Functions of each part are as follow
 Keyboard
o Keyboard is an input device, partially modeled after the typewriter keyboard, which uses
an arrangement of buttons or keys, to act as mechanical levers or electronic switches.
After punch cards and paper tape, interaction via teletype-style keyboards became the
main input device for computers. During the 1980's and 1990's almost all computers
came equipped with them as the main form of interaction. In normal usage, the keyboard
is used to type text and numbers into a word processor, text editor or other program. In a
modern computer, the interpretation of key presses is generally left to the software. A
computer keyboard distinguishes each physical key from every other and reports all key
presses to the controlling software. Keyboards are also used for computer gaming, either
with regular keyboards or by using keyboards with special gaming features, which can
expedite frequently used keystroke combinations. A keyboard is also used to give
commands to the operating system of a computer, such as Windows' Control-Alt-Delete
combination, which brings up a task window or shuts down the machine
 Mouse
o Computer’s mouse controls a graphical mouse pointer or mouse cursor on the screen.
When you move the mouse around by rolling it on your desk, the pointer on the screen
moves in a similar manner. Roll the mouse left, and the pointer moves left; roll it in
circles, and the pointer mimics that action.
o Here are some of the more basic mouse operations:
 Point: When you’re told to “point the mouse,” you move the mouse on the desktop,
which moves the mouse pointer on the screen to point at something interesting (or
not).
 Click: A click is a press of the mouse button — one press and release of the main
button, the one on the left. This action makes a clicking sound, which is where this
maneuver gets its name.
 Clicking is often done to select something or to identify a specific location on the
screen.
 Right-click: This action is the same as a click, although the right mouse button is
used.
 Double-click: This one works just like the single click, although you click twice in
the same spot — usually, rather rapidly. This is most commonly done in Windows to
open something, such as an icon. Both clicks must be on (or near) the same spot for
double-click to work.
 Drag: The drag operation is done to graphically pick up something on the screen and
move it. To do that, you point the mouse at the thing you want to drag, press and hold
the mouse’s button (which “picks up” the object), and then move the mouse to
another location. When you move the mouse (and keep the button down), the object
moves. To release, or drop, the object, release the mouse button.
 Speakers
o This is output device which use to convert electrical energy into sound. It consist
essentially a thin flexible sheet called diaphragm that is made to vibrate by electrical
signal from amplifier
 Central processing Unit (CPU)
o CPU is also called a processor, significantly impacts overall computing power and
manages most of a computer’s operations. This is the component that actually executes
instructions.
 The CPU contains
- Control unit
- Arithmetic / logic unit (ALU)
 Control unit directs and coordinates most of the operations in the computer. For every
instruction, the control unit repeats a set of four basic operations called the machine cycle:
(1) fetching the instruction or data item from memory, (2) decoding the instruction into
commands the computer understands, (3) executing the commands, and, if necessary, (4)
storing, or writing the result to memory.
 Arithmetic/logic unit (ALU) performs the execution part of the machine cycle. Specifically,
the ALU carries out three operations:
o Arithmetic operations – performing calculations, which include addition, subtraction,
multiplication, and division
o Comparison operations – comparing data items to determine if the first item is greater
than, equal to, or less than the other item
o Logical operations – working with conditions and logical operators such as AND, OR,
and NOT
 Monitor
o This is sometimes called screen or visual display unit. This is an output device for
electronic visual display on computers. It allow user to see the data which entering into a
computer and results after processing the data
 Hard disk drive
o Is a non- is a non-volatile storage device for digital data. This means permanent storage.
Hard disk is used to store all programs used by computer permanently and it is within the
system.
 Random access memory (RAM)
o RAM is a form of computer data storage It enables computer to store at least temporarily
data and programs. RAM is often associated with volatile types of memory. This means
that its contents are lost when the computer is turned off. In general, memory (RAM) is
fast, short-term.
 Printer
o This is an output device which allow user to view results in paper page.
 Uninterrupted Power Supply (UPS)
o Is an electrical apparatus that provides emergency power to load when the input power
source fail.
 Power supply
o Is the component that supplies power to the other components in a computer system.
More specifically, a power supply unit is typically designed to convert general-purpose
alternating current (AC) electric power from the mains (100-127V in North America,
parts of South America, Japan, and Taiwan
o In addition to these components, many others make it possible for the basic components
to work together efficiently. For example, every computer requires a bus that transmits
data from one part of the computer to another
Step 7: Practical
 Bring computer for the purpose of showing its part and how they are connected.
Step 8: Key Points

 Computer is an electronic device that can follow instruction to accept input, process that
input and produce information.
 Personal computers first appeared in the late 1970s. During the late 1970s and early 1980s,
new models and competing operating systems appeared rapidly.
 Understanding the keyboard and the basic commands will help the user effectively control
the computer.
 Central Processing unit(CPU) is the engine of computer
Step 9: Evaluation
 Define the term ‘computer’.
 Describe the history of the personal computer.
 How does the CPU work?
References
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st Ed).
Ventage Press.
 CPU. Retrieved September 12, 2009 from www.webopedia.com/TERM/C/CPU.html
 Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware Windows
2000 Application (2nd Ed). Prentice Hall.
 O’leary, T. & O’leary, L. (2006). Computing Essentials, Introductory Edition. Arizona State
University: Boston Burr Ridge.
Session 2: Operations of computer and
software
Prerequisites
 None
Learning Objectives
 Explain how the computer and software operate
 Describe different types of software
 Explain the procedure of operating computer (opening, closing)
 Describe various computer operating programs and its uses
Resources Needed
 Computer
 LCD
SESSION OVERVIEW
2 25 minutes Presentation How the computer and software operate
Types computer operating programs and its
uses
Procedure of operating computer (opening,
closing)
8 20 minutes Practical Computer programs
SESSION CONTENT
 READ or ASK students to read the learning objectives and clarify.
Step 2: How do computer and software operate

 In order computer physical part (hardware) to work properly there must be software.
Software is set of instruction which tell computer what to do.
 There are two types of software, these are system software and application software
o System Software.
 System software consists of programs that control the operations of a computer and
its devices. System software serves as the interface between a user, the application
software, and the computer’s hardware. One type of system software is the operating
system. Before application software can be run, the operating system, which contains
instructions that coordinate the activities among computer hardware devices, must be
loaded from the hard disk into the computer’s memory.
 An operating system (OS) is a set of programs containing instructions that
coordinate all the activities among computer hardware devices. These are
- Windows 2003
- Windows XP
- Windows Vista
- Linux
- Unix
o Application Software
 Application software consists of programs designed to perform specific tasks for
users. Application software can be used as a productivity/business tool; to assist with
graphics and multimedia projects; to support home, personal, and educational
activities and to facilitate communications. Specific application software products is
called program and are available from software vendors.
Step 3: Various computer operating programs and its uses

 Computer Programs are:
o Word processing
o Excel
o Database software
o PowerPoint
o Internet
o E-mail software
o Web browser
 Uses of each programs
o Word processing software allows users to create and manipulate documents that contain
text and graphics. With word processing software, you can insert clip art into a document;
change margins; find and replace text; use a spelling checker to check spelling; place a
header and footer at the top and the bottom of a page; and vary font (character design),
font size (character scale), and font style (character appearance).
o Excel is a spreadsheet application in the Microsoft Office Suite. A spreadsheet is an
accounting program for the computer. Spreadsheets are primarily used to work with
numbers and text. Spreadsheets can help organize information, like alphabetizing a list of
names or ordering records, or calculate and analyze information using mathematical
formulas.
o Database software allows you to create and manage a database. A database is a
collection of data organized to allow access, retrieval, and use of that data. Database is
used to store records of employees, clients, equipments etc. Example of employees
records are Name, Age, Place of birth and occupation. A query is used to retrieve data
according to specified criteria, which are restrictions the data must meet.
o Power Point is the presentation graphics software in the Microsoft Office Suite. It allows
you to create dynamic presentations using its easy-to-use, predefined layouts and
templates.
o Internet allow computer to communicate with each other. This means Computer in one
region is able to communicate with other in other region. In internet is where there is
Electronic mail and web browser
o E-mail software is used to create, send, receive, forward, store, print, and delete e-mail
(electronic mail).
o A Web browser is a software application used to access and view Web pages. Web
browser help searching information of different types from different source
Step 4: Outline the procedure of operating computer (opening, closing)

 Computer is like other electronic equipment like Television or radio. It has on/off button.
When switch on computer you just press the button and it will start automatic. The process is
called booting.
 Turning off is different from other devices because you have to follow procedures
Step 5: Key Points

 Software is another name of a program or programs. Software controls hardware.
 There are two major kinds of software which are system software and application software.
 Operating systems are programs that coordinate computer resources, provide an interface
between users and computer, and run applications.
Step 6: Evaluation
 Explain the difference between hardware and software and give some examples.
 List the two major kinds of software.
 Explain the two major kinds of software
 List three types of system software.
References
 Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they Work.
Ventage Press.
 http://www.gcflearnfree.org/computer/
 Morris M & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.
 O’leary, T. J & O’leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona
State University: Boston Burr Ridge
Session 3: Enter data into a computer
INFORMATION MANAGEMENT t
Prerequisites
 None
Learning Objectives
 Entering data into computer
 Use of computer keyboard and mouse
 Interpret computer commands
 Edit text
Resources Needed
 Computer
 LCD
SESSION OVERVIEW
2 20 minutes Presentation Entering data into computer
3 15 minutes Presentation Interpret computer commands
4 15 minutes Presentation Edit text
7 40 minutes Practical Entering data into computer
SESSION CONTENT
 ASK students if they have any questions before continuing
Step 2: Entering data into computer

 The process of entering data into computer is called data entry. This process of entering data
to a computer is done by user, in which data will be processed in order to get information.
User will use input devices such as keyboard and mouse to enter data in system then the data
will be processed to produce information. The result which is output will be shown in a
monitor or through printed document. Below are the procedures and diagram used by
computer to execute data
 First
o Data is entered through input devices e.g. keyboard.
 Second
o Control Unit (CU) After receiving instruction from the main memory to sent signal and
commands , CU sent signal and commands to various part of the computer system to
prepare and accept the data. After the data is processed it is sent back to main memory
which stores it temporarily before the next command is executed. The data is then
sending to secondary storage devices after secondary storage device had received
command from the Control Unit. For the information to be put into a hard copy i.e.
paper, the information moves from the secondary storage device to the main memory
which waits for signals and commands from Control Unit. After receiving signal from the
Control Unit that the output devices are ready to receive data, the main memory releases
the data to the output devices like printers.
Step 3: Interpret computer commands

 Computer commands are all buttons and interfaces which tells computer what to do. These
commands are controlled by keyboard or mouse.
Step 4: Edit text

 Edit text is the process of modifying document like words in computer system.
o Save and retrieve data
 Save is process of storing your document after preparing it. Save will help you to
view the document for future use.
o Retrieve data is when you view data which had already save in a computer
Step 5: Key Points

 Data entered in computer are retrieved through monitor or printer
Step 6: Evaluation
 Explain the process of entering data in computer
References
Ventage Press.
 http://www.gcflearnfree.org/computer/
State University: Boston Burr Ridge
Session 4: Categorize laboratory information
Prerequisites
 None
Learning Objectives
 Know Laboratory Information System
 Identify Groups of laboratory information
 Differentiate among laboratory information
Resources Needed
 Computer
 LCD
SESSION OVERVIEW
2 15 minutes Presentation Laboratory Information System
3 20 minutes Presentation Groups of Laboratory Information
Differences among categories of laboratory
information
7 40 minutes Practical Computer Programs
SESSION CONTENT
Step 2: Laboratory information System (LIS)

 Laboratory information is the process of recording all activities relate to laboratory. The
system which used to manage those activities is called Laboratory Information System
 LIS is a class of software that receive, process and stores information generated by medical
lab process. This system often must interface with instruments and other information system
such as hospital information system (HIS). A LIS is high configurable application which is
customized to facilitate a wide variety of laboratory workflow models. Deciding on the LIS
vendor is a major undertaking for all laboratories. Vendor selection typically takes months of
research to few years depending on the complexity of organization. There are many
laboratory discipline require the support of computerized information. These include
Haematology, Chemistry, Immunology, blood bank donor centre, Surgical Pathology,
Microbiology etc
Step 3: Groups of laboratory information

 Client information
 Inventory information
 Laboratory management records
 Reports -weekly monthly quarterly, annually
Step 4: Differences among categories of laboratory information

 Client information is all data of laboratory customers which entered in a system for records
keeping. This client information’s are Names, Age, Place of birth, blood group and other
information related to laboratory client
 Inventory Information All equipment in the workshop should be recorded on system. All
relevant information about the equipment must be entered, including its location, records of
repair and maintenance and the manufacturer. A reference number is given and written on a
printed paper label, which is attached to each item. This number is recorded in a system of
equipment with full identifying details.
 Laboratory Management Control is a process of manage and control all laboratory
activities. All activities are recorded in a system
 Report is to bring back an answer to announce in return; to relate, as what has been
discovered by a person sent to examine, explore, or investigate as an answer. Report can be
written weekly, monthly or annually. Report helps supervisor to know if the laboratory needs
any changes in order to increase performance.
Step 6: Key Points

 Laboratory information is the process of recording activities conducted by laboratory staffs.
 System for record and stores laboratory information is called Laboratory Information System
(LIS)
Step 7: Evaluation
 List categories of laboratory information
 What is laboratory information?
References
 Bott, E. and Siechert, C. (2001). Microsoft Windows XP Inside Out.
Ventage Press.
2000 Application (2nd Ed). Prentice Hall. http://www.gcflearnfree.org/computer/
 Joos, I. W., N. Smith, M., Nelson, R. et al. (2006). Introduction to Computers for Healthcare
Professionals (4th Ed). Barb Mews: London.
State University: Boston Burr Ridge.
 Sagman, S. (1999). Microsoft Office 2000 for Windows: Visual Quick Start Guide.
 The Basics of the Word Window. Retrieved March 11, 2010 from
www.gcflearnfree.org/computer/
Session 5: Tools for information collection
Prerequisites
 None
Learning Objectives
 Identify tools for information collection
 Explain uses of each tool of information collection
 Explain strength and weaknesses information collection tools
Resources Needed
 Computer
 LCD projector
SESSION OVERVIEW
2 15 minutes Presentation Tools for information collection
3 20 minutes Presentation Uses of each tool of information collection
Presentation Strength and weaknesses of information
4 20 minutes
collection tools
7 45 minutes Practical Computer Program
SESSION CONTENT
Step 2: Tools used for collecting laboratory information are

 Registers
 Log books
 Ledger books
 Request forms
 Dispatch books
Step 3: Explain uses of each tool

 Register is formal or official recording of items, names, transactions or actions.
 Log book is systematic daily or hourly record of activities, events, and/or occurrences. Each
document (usually arranged by date) is marked with the time of an event or action of
significance.
 Ledger book is a book which is used to keeps laboratory records.
 Request form is a form which is filled for purpose of requesting permission to do something.
 Dispatch book is a paper document with details to send goods or message somewhere for
particular purposes.
Step 4: Strength and Weaknesses of Each Tool

 Register help to identify the record of employees in the working place. It is time consuming
when finding information in the registers.
 Log books help to know goods or equipments which were delivered. Person with this book
must be faithful otherwise equipments will not be seen in the book if it delivered
 Ledger book helps keeps records for future use. The weakness of ledger book is because it is
manual way of keeping records; there is a time the books increase in number so it will not be
easy to find the book which has record of few months back.
 Request form is the evidence which show who request any service. Request form takes step
to reach authorized person. So it will take time for action to be taken.
 Dispatch book help to keep record which will show when, who and where did someone sent
to deliver something. Its weakness is; record might not be recorded so it will cause
confusion.
Step 5: Key Points

 Mention tools used for collecting laboratory information
Step 6: Evaluation
 List tools used for collecting laboratory information.
Reference:
Ventage Press.
Session 6: Handling and Dissemination of
Laboratory Information
Prerequisites
 None
Learning Objectives
 Describe types of handling Laboratory information
 Explain ways of handling confidential information
 Explain strength and weakness of handling confidential information
Resources Needed
 Computer
 LCD projector
SESSION OVERVIEW
2 30 minutes Presentation Types of handling Laboratory information
3 35 minutes Presentation Ways of handling confidential information
Strength and weakness of handling
confidential information
SESSION CONTENT
Step 1: Presentation of Session Title and Learning Objectives (5minutes)
Step 2: Types of Laboratory information (30minutes)

 Types of Laboratory information
o Confidential Laboratory Information
Is which can be accessed by authorized person only. Person with permission have the
right to view the system.
o Non-confidential Laboratory Information
 Can be accessed by anyone.
Step 3: Ways of Handling Confidential Information (35minutes)

 Confidential information is handled by the following ways
o Keep locked is the process of keep system lock unless authorize person open it.
o Disclose with permission is the speech act of making something evident and which will
allow somebody to access information
o A password is a secret word or string of characters that is used for authentication, to
prove identity or gain access to a resource (example: an access code is a type of
password). The password should be kept secret from those not allowed access
o Putting into confidential files is method and a system for protecting business
confidential files by controlling access to it.
Step 4: Strength and weakness of handling confidential information (35minutes)

 Strengths and Weaknesses of Each method/way of handling information
o Keep locked
 Is a security policy which will give permission only authorised person to enter in a
certain room. Weakness of this approach is when the authorised person is not there
nothing will be done
o Disclose with permission,
 Here you won’t be allowed to view some information unless you have permission
from supervisor. The weakness of this is easy to forge the permit.
o Use password,
 This type of security is good because numbers are used in order to access the system.
Weakness of password is if you forget the numbers you can’t access anything.
o Putting into confidential file
 Here secured document are kept into file which cannot be viewed by anyone.
Confidential file has weakness because it can be stolen or misplaced.
Step 5: Key Points (10minutes)

 Types of Laboratory information
o Confidential Laboratory Information
o Non confidential Laboratory Information
 Ways of handling confidential laboratory information
o Keep locked
o Disclose with permission
o Use passwords
o Putting into confidential files
 Strengths and Weaknesses of ways of handling information
o Keep locked is a security policy which will give permission only authorised person to
enter in a certain room. Weakness of this approach is when the authorised person is not
there nothing will be done
o Disclose with permission, here you won’t be allowed to view some information unless
you have permission from supervisor. The weakness of this is easy to forge the permit.
o Use password, this type of security is good because numbers are used in order to access
the system. Weakness of password is if you forget the numbers you can’t access
anything.
o Putting into confidential file here secured document is kept into file which cannot be
viewed by anyone. Confidential file has weakness because it can be stolen or misplaced
Step 6: Evaluation (5minutes)

 Mention two ways of handling confidential laboratory information
Reference:
Ventage Press.
Session 7: Apply Planned Preventive
Maintenance on Computer
Prerequisites
 None
Learning Objectives
 Define planned preventive maintenance (PPM)
 Describe the of PPM procedures on computer
Resources Needed
 Computer
 LCD projector
SESSION OVERVIEW
2 20 minutes Presentation Define Planned preventive maintenance
3 20 minutes Presentation Procedures of PPM on Computer
4 10 minutes Presentation Key point
SESSION CONTENT
Step 1: Presentation of Session Title and Learning Objectives (5minutes)
Step 2: Planned Preventive Maintenance (20 minutes)

 Planned preventive maintenance
o Is a regular, repetitive work done to keep equipment in good working order and to
optimize its efficiency and accuracy. This activity involves regular, routine cleaning,
lubricating, testing, calibrating and adjusting, checking for wear and tear and eventually
replacing components to avoid breakdown.
 Significance of PPM are
o Minimizes running cost
o Prolongs life of the equipment
o Reduce equipment breakdown and down-time
o Ensure quality of laboratory services
Step 3: Procedures of PPM on Computer (20minutes)

 PPM Procedures on Computer includes
o Protect computer from dust
o Protect computer from extreme temperature
o Protect compute from moisture
o Protect computer from virus
Step 4: Key points (10minutes)

 Planning preventive maintenance is repetitive regular activities involves, routine cleaning,
lubricating, testing, calibrating and adjusting, checking for wear and tear and eventually
replacing components to avoid breakdown or continuity of the system.

 List two significance of PPM.
 Explain the procedure of Planning Preventive Maintenance on computer.
Reference:
Ventage Press.
Session 8: Demonstration on Computer parts
and how to operate computer
Total Session time: 120 minutes
Prerequisites
 None
Learning Objectives
 Identify computer parts
 Practice on Connecting computer parts
 Practice on Switching ON and OFF the computer
Resources Needed
 Computer
 LCD
SESSION OVERVIEW
Presentation,
2 40 minutes computer parts
Assignment
Presentation,
3 35 minutes Connecting computer parts
Assignment
4 20 minutes Presentation, Practiced Switching ON and OFF the computer
SESSION CONTENT
Step 1: Presentation of Session Title and Learning Objectives (5 minutes)
Step 2: Identify Computer and Connect Parts (40 Minutes)

 Computer
o An electronic device that can follow instruction to accept input, process that input and
produce information. It can also simply be defined as an electronic machine that takes
data, stores it, processes that data and produces information. (Data can be defined as
unprocessed facts and processing data gives information). Computer is made up by
hardware and software
 Hardware
o Hardware is the equipment that processes the data to create information and is controlled
by software. It includes
 Keyboard
 Mouse
 Monitor(Screen)
 Central Processing Unit(CPU)
 System unit
 Random Access Memory(RAM)
Activity 1: Demonstration on connecting computer parts
Use a computer parts to complete activities 1 through 4 listed below:

 Connect monitor and system unit together.
 Connect keyboard.
 Connect mouse
 Connect computer to electrical power.
Step 3: Switch Computer ON / OFF (35minutes)

 Computer is like other electronic equipment like Television or radio. It has on/off button.
When switch on computer you just press the button and it will start automatic. The process is
called booting.
 Turning off is different from other devices because you have to follow procedures.
Activity 2: Demonstration on Switch Computer on/off
After activity 1 continue with demonstration of switching on/off computer

 Switch on computer
 Switch off computer.
The figure below (1 and 2) shows the procedure of switching OFF the computer
Figure 1
Figure 2
Step 4: Return Demonstration for connecting computer parts and switch ON/OFF
computer (20 minutes)
 At this point each student has to get an opportunity to practice
 The tutor should allocate the first to the last for practicing
Activity: Return Demonstration for connecting computer parts and switch ON/OFF
computer
ALLOW one student to begin the demonstration while others are observing
LET the first student conduct the procedure step by step
ASSIST the student in case of any challenges
DO for the second student to the last one.
SUMMARIZE the activity by clarifying any challenges
Step 5: Key Points (5minutes)

 Before collecting connecting computer it’s important to make sure that all parts are available
 The working desk is properly arranged to avoids unnecessary accidents
 Electricity is available in the room.
 List computer parts which were used for connection
 Procedures in switching computer off.
 ASK students if they have any comments or need clarification on any points.
References
 Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1 st Ed).
Ventage Press.
 CPU. Retrieved September 12, 2009 from www.webopedia.com/TERM/C/CPU.html
 O’leary, T. & O’leary, L. (2006). Computing Essentials, Introductory Edition. Arizona State
University: Boston Burr Ridge.
Session 9: Demonstration on Entering,
Editing, Saving and Retrieving Data into
Computer
Prerequisites
 None
Learning Objectives
 Identify parts of the Word window
 Practice saving document
 Practice Use backspace/delete and undo/repeat functions
 Practice Cut, copy, paste, drag and drop
 Practice Use of autocorrect, find and replace
 Practice Use of spell check and grammar check
Resources Needed
 Computer
 LCD
 Handout 4.1: Personal Letter
SESSION OVERVIEW
Presentation,
2 25 minutes Basic of the Word Window
Assignment
Presentation,
3 20 minutes Saving a File
Assignment
Presentation,
4 25 minutes Cut, Copy, Paste, Drag and Drop
Practiced
Presentation,
5 20 minutes AutoCorrect, Find and Replace
Practice
Presentation,
6 15 minutes Spell Grammar Check
Practice
SESSION CONTENT
Step 2: Basics of the Word Window (25 minutes)

 Word is the word processing software in the Microsoft Office Suite. It allows you to create a
variety of professional-looking documents such as letters, flyers, and more.
The Basics of the Word Window
 Shown below is the Microsoft Word default window. When Word is launched, a new blank
document, or default window, opens in Print Layout view. Although window elements are
fully explained in our Windows course, here is a brief explanation of the Word window.
 Title Bar: displays the document name followed by a program name.
 Menu Bar: contains a list of options to manage and customize documents.
 Standard Toolbar: contains shortcut buttons for the most popular commands.
 Formatting Toolbar contains buttons used for formatting.
 Ruler: used to set margins, indents, and tabs.
 Insertions point the location where the next character appears.
 End-of-document Marker indicates the end of the document.
 Help provides quick access to Help topics.
 Scroll bars used to view parts of the document.
 Status Bar Displays position of the insertion point and working mode buttons.
 Task Pane provides easy access to commonly used menus, buttons and tools.
 View Buttons Changes the layout view of the document to Normal View, Web Layout View,
Reading Layout View, Print Layout View, or Outline View.
 Office Assistant Links to the Microsoft Office Help feature
Figure 1: Basic Component of Window

Source: Goodwill Community Foundation 2002.
Change in View
 In an effort to provide various ways in which to view your work in progress and remain
organized, Word 2003 offers six different views for your document. The six views are
Normal View, Web Layout View, Reading Layout View, Print Layout View, Outline View,
and Full Screen View.
 Normal view is best used for typing, editing, formatting and proofreading. It provides a
maximum amount of space without rulers or page numbers cluttering your view.
 Web Layout view shows you what your text will look like on a web page.
 Reading Layout view is best for documents that you do not need to edit. The goal of this
view is to increase legibility so that the user can read the document easily.
 Print Layout view shows you what your document will look like when it is printed. Under
Print Layout view you can see all elements of the page. Print Preview shows you this as well.
 Outline view is used to create and edit outlines. Outline view only shows the headings in a
document. This view is particularly handy when making notes.
 Full Screen view displays ONLY the document that you are working on. All the other pieces
of the Word window are removed except for one button that allows you to Close View
Screen.
Changing Your Document View

 Click View on the menu bar.
 Select the view of your choice. OR
 Click one of the five buttons at the bottom left of your Word window (View Full Screen is
not available in this location).
Figure 2: View Button
Source: Goodwill Community Foundation 2002

Pull-Down Menus
Each Office 2003 program features a menu bar. The menu bar is made up of many different
menus. Each menu contains commands that enable you to work within the program. If you have
used a previous version of Microsoft Word, you may notice the menu bar in Word 2003 operates
a little differently than before. Word 2003 uses pull-down menus that initially display commands
that users most often need.
Operating the New Pull-Down Menus

To Open a Menu
Click on a menu name on the menu bar.
View the commands listed under the pull-down menu.
With the menu open, drag the mouse pointer to a command and click on it to select the
command. (As you drag your mouse pointer over the commands, each command is highlighted
in blue.)
Using the Task Pane
When opened, the task pane will appear on the right side of the word window. The task pane
provides easy access to commonly used menus, buttons and tools. By default, the Task Pane will
appear when Word 2003 is first launched. If you do not see your task pane, you can view it by
either selecting certain commands or by manually opening it.
To Open the Task Pane
Click on View in the menu bar.
Select Task Pane.
Figure 2: Task Pane
Along the top bar of the task pane you should see small backwards and forwards buttons on the
left as well as a down arrow on the right. To view different task panes available to you, click on
the down arrow. Once you have opened different task panes, you can navigate through them by
clicking on the left and right arrow button on the left. To close your task pane, click the x symbol
on the far right of the bar.
Activity 1: Personal Letter (Assignment)
Use a computer and a Word document to complete activities 1 through 6 listed below:
Refer students to Handout 4.1: Personal Letter
After opening the document, change the view to Normal View.
Practice using the pull-down menus on the menu bar.
Find the Task Pane and become familiar with it.
Type today's date at the beginning of the document and type the letter content on the handout.
Save the document by selecting File >> Save from the main menu.
Close the document.
Step 3: Saving New File (20 minutes)

When Saving a File for the First Time
Click File on the Menu Bar.
SelectSave-Ctrl+S.
Figure 3: Save comman
Using the Standard Toolbar to Save

Choose the Save button on the Standard Toolbar.
Save as Dialog Box

After selecting Save from the Menu Bar or the Standard Toolbar, t
he Save As Dialog Box appears.
Figure 4: Save As Dialog Box
 To Specify a File Location

o Open the Save In: drop down list box.
o Choose 31/2 floppy (A:) if saving to a floppy disk.
o Choose (C:) if saving to your hard disk.
o Name your file in the File name: box.
o Click Save.
o If you do not choose a file name, Microsoft Word will assign a file name for you. It
assigns the first line of text in you document, unless you give it a different name when
prompted in the File name box.
o If you do not specify a file location, Office uses the My Documents folder as the default
location. So, if you can't find a file, check My Documents.
 After Naming and Saving a File Once
o Click the Save button on the Standard toolbar or
o Go to the File menu and choose Save. You will not get a Save As dialog box again.
 Saving a File under a New Name
o If you wish to create an exact copy of an original document for editing or revising
purposes, you should perform a Save As on the file and save it under a new name. This
will guarantee that you always have a saved, original copy.
o Follow these steps to perform a Save As
o Click File from the menu bar.
o Select Save As. The Save As Dialog Box appears.
o Type a new name for your file in the File name: box.
o Click Save.
o Choose Save As to rename a document. Be careful not to overwrite your original file.
 Backspace and Delete
o Use the backspace and delete keys (on your keyboard) to erase text in your document.
o The backspace key erases the text to the left of the insertion point one character at a
time.
o The delete key (located under the Insert key) erases the text to the right of the insertion
point.
 Using Undo - Ctrl + Z
o Have you made a mistake in your document and needed to go back and make changes,
but you thought it was too late? Good news! Word offers a feature that helps prevent this
from happening.
o The Undo command lets you "undo" or delete the last change made to your document. As
you can imagine, this is a very useful feature. If you make a change or mistake that you
do not want or did not mean to do, you can simply "undo" your action.
o Word remembers up to 300 actions in a document and allows you to undo any or all of
them as long as you haven't closed the document first.
 To Use Undo
o Click Edit on the menu bar.
o Select Undo - this command will change names depending on the action you just took. If
you accidentally deleted a sentence, it says Undo Clear.
o Press Ctrl + Z on your keyboard for a shortcut to Undo. OR
o Undo all your recent actions by repeatedly clicking the Undo button located on the
Standard toolbar.
Figure 5: Undo Button

 Notice the small list arrow next to the Undo button. When you click on it, you see a list of
all the separate actions you have performed on the document you are working on. You can
select as many actions as you want to undo.
 IMPORTANT: If you undo an action in the middle of the list, you will also undo all the
actions above the one you select. For example, if you undo the 15th action in your list, you
will also be undoing the 14 actions that came before the one you select.
Figure 6: Undo and Redo Button
 Using Repeat - Ctrl + Y

o The Repeat feature allows you to repeat the last action and can help to save a lot of time
as you create your document.
 To Use Repeat:
o Select Repeat - this command will change names depending on the action you just took.
If you need to format a title on one page and wish to format another title the same way
using Repeat, it will say Repeat Style.
o Press Ctrl + Y on your keyboard for a shortcut to repeat.
 Activity 2: Personal Letter (Assignment)

o Instructions: Go back to your Personal Letter Word document to complete the steps
listed below:
o Write a new paragraph and discuss the following:

o Activities you face as a learner?
o What you hope to gain from completing tutorials?
o Any other important points about distance learning
o Click Enter twice.
o Practice using the Backspace, Delete, Undo, and Repeat functions as you type your
paragraph.
o Move the insertion point to the end of the final sentence in the letter and click Enter
twice.
o Write a Closing (i.e., Sincerely, Yours Truly, etc.).
o Save the document using the Save icon on the Standard Toolbar
o Close the document.
Step 4: Cut, Copy, Paste, Drag and Drop (25 minutes)

 Often in word processing, you will need to transfer information from one document to
another. Instead of having to re-type or replace this information, Word allows you to move a
block of text (a word, sentence, paragraph, page, document, or graphic). Cut, Copy and Paste
are extremely time-saving features. The Cut, Copy and Paste buttons are located on the
Standard toolbar.
Figure 7: Cut, Copy and Past
o Cut and Paste

 The Cut feature allows you to remove selected text from the document and
temporarily place it on the Office Clipboard.
 The Clipboard is a temporary storage file in your computer's memory. Items placed
on the Clipboard will remain there until you exit Word.
 The Paste feature allows you to get text from the Clipboard and place it in the same or
even another document.
o Copy and Paste
 The Copy feature allows you to copy selected text from the document and
temporarily place it on the Clipboard.
 The Clipboard is a temporary storage file in your computer's memory.
 The Clipboard can hold up to twenty-four items. Once you copy the 25 th item, the first
copied item is deleted.
 The Paste feature allows you to select any of the collected items on the Clipboard
place it in the same or even another document. You can Copy information from many
different sources including Websites, Emails, and other Office applications like Excel
and PowerPoint.
 Working with Blocks of Text

o To Cut and Paste a Block of Text
 Select the text you want to move.
 Click the Cut button on the Standard Toolbar.
 Place the insertion point where you want the text inserted.
 Click the Paste button.
o To Copy and Paste a Block of Text
 Select the text you want to move.
 Click the Copy button on the Standard Toolbar.
 Place the insertion point where you want the text inserted.
 Click the Paste button.
 Once the item has been pasted, you can determine the formatting by clicking on the
Paste Options button that appears just below your pasted selection. Check or de-select
any of the following options:
 Keep Source Formatting - maintains the text formatting of the original document.
 Match Destination Formatting - formats the pasted text to match the text formatting in
the document in which it was pasted.
 Keep Text Only - removes any graphics that you may have copied along with the
copied text.
 Apply Style or Formatting - allow you to choose a specific format from the Styles and
Formatting menu.
 Viewing the Clipboard items
o Click Edit on the Menu Bar.
o Select Office Clipboard.
o The clipboard will appear on the right side of the Word window in the Task Pane.
o The Clipboard will display any of the 24 items you have copied.
 Menu Commands
o Edit cut
o Edit copy
o Edit paste
 Keyboard Shortcuts
o Ctrl+C = copy
o Ctrl+X = cut
o Ctrl+V = paste
 Become comfortable using the keyboard shortcuts to increase your speed in word processing.
If you cut, copy, or paste something you didn't mean to, use the Undo button or choose not to
save changes to your document when you close your document.
Step 5: Auto Correct, Find and Replace (20 minutes)

 Word's AutoCorrect feature can assist you in word processing tasks. AutoCorrect can help
you locate misspelled words and correct them as you type. AutoCorrect can also be
customized so that commonly used words will be automatically entered without having to
type the entire word.
o Examples
 When typing the misspelled word ‘standd’ Word will automatically convert this typo
to the correct spelling, ‘stand’. Instead of having to write a long proper noun like,
GCFLearnFree.org, you can customize AutoCorrect to automatically complete the
rest of the proper noun once you type the letters GCF.
o Modifying AutoCorrect
o Click Tools
o Select AutoCorrect Options from the menu bar. The AutoCorrect Options dialog box
appears.
o Check or de-select any of the following options:
 Show AutoCorrect Options buttons.
 Correct two initial capitals.
 Capitalize the first letter of the sentence.
 Capitalize the first letter of table cells.
 Capitalize names of days.
 Correct accidental usage of Caps Lock key.
 Replace text as you type.
 Use the Replace: box to type a word you frequently misspell or type a shorthand
word to represent a longer word or phrase, such as GCFLearnFree.org.
 Use the With: box to type the correct word.
 Click Add.
Figure 8: AutoCorrect
 If you type a misspelled word into AutoCorrect's with: box, AutoCorrect always misspells
that word.
 If AutoCorrect changes a word that you don't want it to change, you can hover the pointer
over the area where the Auto Correction was made and a Smart Tag will appear that allows
you to reset the original word. Click on the Smart Tag and a drop-down list with options to
reverse the action is displayed.
Figure 9: AutoCorrect Smart Tag

 Find and Replace

o Word 2003 allows you to search for specific words in your document as well as fonts,
special characters and formats. The Find and Replace functionality can really help save
you time and effort in your word processing goals.
o For example, consider a document you are editing that displays Word XP needs to be
updated to Word 2003. Currently the document has the text, Word XP, typed again and
again throughout the document. Using Find and Replace to replace Word XP with Word
2003 will save you much time and effort in your editing process.
 Using Find - CTRL + F
o Click Edit on the menu bar
o Select Find. The Find and Replace dialog box appears.
o Type a word, phrase or format in the Find What box.
o Click Find Next to start the search.
o Word will jump to the first instance of this word and will highlight the word for easy
location.
o Continue Clicking the Find Next button to find all other instances of this word OR
o Check the Highlight all items found in: box to find all instances of the word at the same
time. Use the list box below to select all, or portions of your document.
Figure 10: Find and Replace
 You can perform a more detailed search by clicking the More button on the Find and Replace
dialog box:
o Click Edit on the menu bar
o Select Find. The Find and Replace dialog box appears.
o Type a word, phrase or format in the Find What box.
o Click More to conduct a detailed search.
o Click the Search list box if you want to limit your search to a specific part of the
document.
o Use the check boxes to limit your search.
o Click Format if you want to limit your search to words in a specific Font, Paragraph,
Tab, Language, Frame, Style or Highlight.
o Click Special to search for punctuation marks or section breaks.
o Click Find Next to start the search.
 Using Replace - CTRL + H
o Select Replace. The Find and Replace dialog box appears.
o Type the word, phrase or format in the Find What: box that you are searching for.
o Type the word, phrase or format in the Replace With: box that will replace what is in the
Find What: box.
o Click Find Next to conduct your search.
o When Word finds a word of phrase, do one of the following:
o Ignore it.
o Click Replace.
o Click Replace All to replace every occurrence of the selected text with the replacement
text.
o Click Find Next to bypass it and find the next.
o Click Cancel to quit.
 Using the Thesaurus
o Click Tools on the Menu Bar.
o Select Language and then follow the cascading menu to Thesaurus OR
o Use the quick key combination, Shift + F7
o Instructions: Go back to your Personal Letter Word document to complete bullet 1 to 4
listed below:
o Open the personal letter document.
o Use the Find and Replace feature to change the name of the person you are writing from
"Tom" to any name you choose.
o Go to Tools >> AutoCorrect Options. Look at the functions that AutoCorrect can do for
you.
o Save and close the document.
Step 6: Spell and Grammar Check (15 minutes)

 Not only does Word allow you to Undo possible mistakes in your document and Paste
corrections, it also automatically reviews your grammar and spelling as you type. Green
wavy lines are placed underneath possible grammar mistakes and a red wavy line under
possible spelling mistakes. All of Word's grammar and spelling errors may not be correct, so
you can choose to ignore these error markings and keep typing, or you can correct the
mistakes and/or add the corrections to Word's dictionary.
 Check Spelling as you Type
o Word puts a red wavy line under possible spelling mistakes. If you click on the suspected
misspelling, Word gives you one or more suggested corrections.
Figure 10: Spelling Check
 To Use Spell Check as You Type

o Place your I-Beam over the misspelled word and right-click.
o A menu list displays the following options: boldfaced suggested spellings, Ignore All,
Add to Dictionary, AutoCorrect, Language, Spelling and Look Up.
o Select the boldfaced suggestion to replace the incorrectly spelled word in the document.
o Select Ignore, and Word ignores all future instances of this spelling in this document.
o Select Add to Dictionary, and Word adds the underlined word to the dictionary so it
won't be flagged as an error in any other document you create.
o Select AutoCorrect to add the correct spelling to your list of words that Word
automatically corrects as you type.
o Select Language to specify a word as part of another language, preventing Word from
seeing this word as a mistake.
o If you select spelling, the Spelling and Grammar dialog box appears.
o If you select Look Up, a window opens in the Task Pane and you are given general
search parameters. This feature is helpful when dealing with words, such as proper nouns,
that are not found in the dictionary.
 To Work on Suspected Grammatical Mistake
o Place your I-beam over the grammatical mistake and right-click.
o A menu list displays the following options: boldfaced grammar suggestion, Ignore,
Grammar, About this Sentence.
o Select Ignore and Word ignores the grammatical mistake it believes to exist.
o Select Grammar, and the Grammar dialog box appears.
o Select About this Sentence and the Office Assistant will offer you reasons as to why
Word believes this to be a grammatical error.
 Spelling and Grammar Dialog Box
o To Use the Spelling and Grammar Dialog Box
o Choose one of the following options, depending on what you think of Word's
suggestions:
o Click Ignore Once to ignore this one instance of the grammatical error in your document.
o Click Ignore Rule to ignore this grammatical error and all other grammatical errors of this
type in the document.
o Click Next Sentence to take you to the next grammatical error listed in your document.
o Click Change to replace the error with what is in the Suggestion box.
o Click Explain to open the Office Assistant, which will offer you reasons for this error.
 To Turn off the Red or Green Wavy Line
o Choose Tools Options from the menu bar. The Options dialog box appears.
o Click the Spelling & Grammar tab.
o Un-check the Check Spelling as You Type or Check Grammar as You Type so the check
box so that it is empty.
o Click OK.
o Don't forget to use Spell and Grammar Check!

o Instructions: Go back to your Personal Letter Word document to complete bullet 1 to 3
listed below:
 Open the personal letter document.
 Use the Spelling and Grammar feature to check the document.
 Save and close the document.
 Congratulations! If you have completed these activities, then you have completed
your first personal letter in Word 2003.
Step 7: Key Points (5 minutes)

 Word 2003 offers six different views for your document. The six views are Normal View,
Web Layout View, Reading Layout View, Print Layout View, Outline View, and Full Screen
View.
 Save periodically when you are working in an application. Losing information can happen
easily if you don’t. You can quickly save by using the quick-key combination Ctrl + S.
 Instead of having to re-type or replace information, Word allows you to move a block of text
(a word, sentence, paragraph, page, document, or graphic). Cut, Copy and Paste are
extremely time-saving features.
 AutoCorrect can help you locate misspelled words and correct them as you type. AutoCorrect
can also be customized so that commonly used words will be automatically entered without
having to type the entire word.
Step 8: Evaluation (10 minutes)

 List parts of the Word window
 Describe the difference in using “Save” and “Save As” command
 Demonstrate the use of Backspace/Delete keys and Undo/Repeat functions
 Demonstrate the use of Cut, Copy, Paste, Drag and Drop functions
 Demonstrate using Use AutoCorrect and Find and Replace functions
 Demonstrate using Spell Check and Grammar check function
Resources
Ventage Press.
Handout 9.1: Personal Letter
Dear Tom,
My daughter just got a new digital camera and I will learn how to send you pictures soon! I just
recently enrolled in an online class with GCF Global Learning ® and today I am working on my
first Microsoft Word assignment. They offer many online classes such as Word, Excel,
PowerPoint, Access, Basic Math, Career Development, and many more. When I finish taking
this class Tom I plan on taking some of the other classes that are offered.
I am very excited about the class and there are many positive things about being a distance
learner. I can use the website at anytime and from any computer, we have an online instructor to
help us, and the classes are free! Also, since my employer is now requiring that everyone in our
office earn 5 Continuing Education Units every two years, this will help me stay up-to-date with
my training.
Tom, I hope the rest of your family is doing well and that the kids are ready for summer. Once
you get your email account set-up, we’ll be able to write to each other all the time.
Session 10: Demonstration on word
processor
Prerequisites
 None
Learning Objectives
 Practice Aligning Text
 Practice Set Line and Paragraph Spacing
 Practice Create Margins
 Practice Indent Text
 Practice Use of the Ruler
 Practice Formatting Text
 Practice Creating Bulleted and Numbered lists
Resources Needed
 Computer
 LCD
 Handout
SESSION OVERVIEW
2 10 minutes Hands on Practice Align Text
3 20 minutes Hands on Practice Set Line and Paragraph Spacing
4 15 minutes Hands on Practice Create Margins
5 10 minutes Hands on Practice Indent Text
6 20 minutes Hands on Practice Use of Ruler
7 20 minutes Hands on Practice Create Bulleted and Numbered lists
SESSION CONTENT
Step 1: Presentation of Session Title and Learning Objectives (5 Minutes)
Step 2: Aligning Text (10 minutes)

 Aligning text can be invaluable when trying to format your document to meet certain
standards. Most documents have text that is left aligned. However, if you were creating a
greeting card or advertisement, you might need to know how to center align, right align or
justify your text.
 Align Text Using the Alignment Buttons:
 Select the text you want to align.
 Click the Align Left, Center, Align Right, or Justify button on the Formatting toolbar.
Figure 1: Alignment Buttons
 Uses of left, right, center and justified Alignment Text

o Below you will view examples of text that are aligned using the left, right, center, and
justified alignment buttons.
 Activity 1: Personal Letter (5 minutes)

o Instructions: Use Personal Letter from Handout 10.1 help to do bullets 1 to 4 listed
below:
o Left align the entire letter.
o Center align only heading
o Right align Address at the top
Step 3: Set Line and Paragraph Spacing (20 minutes)

 Line Spacing
o Document text can be formatted to show a number of line spacing options. The most
common spacing options are single-spaced and double-spaced.
 Line spacing is measured in lines or points.
o When line spacing is measured in points, it is referred to as leading (rhymes with
wedding). When you reduce the leading you automatically bring the lines of text closer
together, sometimes making it difficult to read. Increasing the leading will space the lines
out, allowing for improved readability. For example, the 10 point font usually uses 12
point leading. This is the default and, in general, should be used.
 To Format Line Spacing
o Select the text you want to format.
o Choose Reveal Formatting on the Task Pane and click on any of the blue links under
the Paragraph heading OR
o Click Format on the menu bar.
o Select Paragraph. The Paragraph dialog box appears.
o Click on the Indents and Spacing tab.
o In the Line spacing drop down menu, you may select single, 1.5, or double spacing. The
default is single spacing.
o Click OK OR
o Click on the Line Spacing button on the Formatting Menu.
o Select an option from the drop-down menu.
 Paragraph Dialog Box

o You can use the At Least, Exactly and Multiple options in the Paragraph Dialog Box to
customize your line spacing. If you select one of these options you will need to use the
At: box to further define your selection.
 Paragraph Spacing Figure 2: Paragraph
o Just as you can add spacing between lines in your document, you can also choose spacing
options between each paragraph. Typically, extra spaces are added between paragraphs,
headings, add emphasis and make a document easier to read.
 Choose extra space
o Before each paragraph.
o After each paragraph.
o Or, before and after each paragraph.
Source: Screen Shot from Microsoft Word
 To Specify Paragraph Spacing

o Choose Reveal Formatting on the Task Pane and click on any of the blue links under
the Paragraph heading OR
o Select Paragraph, The Paragraph dialog box appears.
o Click the Indents and Spacing tab.
o Alignment: Choose left, right, center, or justified.
o Indentation: Adjust the left and right margins by clicking the up and down arrows. Use
the Special drop-down menu to select the first line as having the indent or to create a
hanging indent.
o Spacing: To emphasize a block of text, click the up and down arrows.
o Preview: Gives an idea how your text will look.

o Instructions: Use Personal Letter from Handout 10.1 help to do bullet 1 to 4 listed
below:
 Select the text in paragraph 1 and change the line spacing from 1.5 lines to single
space
 Use the line spacing and paragraph spacing features to practice how the features
can change your document.
 Be sure to use the Undo feature (from Edit on the main menu or the Undo arrow on
the toolbar) to undo any of the changes you may have made while exploring these
features.
 Save and close the document
Step 4.Using Page Setup to Specify Margins (15 minutes)
Figure 2: Margin Set
 In order to change the margins (space along the top, left, right and bottom) in your document,
you will need to access the Page Setup dialog box.
 Click File on the menu bar.
Figure 3: Page Setup
 Select Page Setup.

 Select Margins tab in the Page Setup dialog box OR
 Choose Reveal Formatting on the Task Pane and click on the blue link, Margin, under the
Section heading.
 You can change the margin in precise steps by clicking on the up or down arrows next to the
margin that you wish to change or you may type a number in the text box next to the margin
you wish to change.
 Click OK.
 More Options on the Page Setup Dialog Box
o The Page Setup dialog box gives you several other options for controlling the look of
your document. Not only can you control how your document looks on screen, but you
can also manage how your document will be printed. The Margins, Paper and Layout Tab
all contain valuable tools.
 Margins Tab
o Click the Default button in the lower left corner of the Page Setup dialog box to set (or
reset) Word's default margins.
o You can choose to apply these new margins to the whole document or from this point
forward by using the drop-down menu, Apply to:.
o Change the Page Orientation by clicking on either the Portrait box (8.5 x 11) or the
Landscape box (11 x 8.5).
 Paper Tab
o The default paper size is 8.5 x 11, but you can change the paper size entirely. You can
even customize the paper size to include note cards, envelopes, photo paper, index cards,
and much more.
o Layout Tab
o The Layout Tab includes options to customize page numbering, borders, and
headers/footers. A nice feature on the Layout Tab is creating a Title Page for your
document.
 To Create a Title Page for Your Document
o Enter the text you want on your title page.
o Click File on the Standard toolbar.
o Select Page Setup from the menu bar.
o Click the Layout tab.
o Under Vertical Alignment, you will find the following options:
o Top: Default. Text lines up with top margin.
o Center: Text on page is centered between the top and bottom margins.
o Justified: Text is spread out so each line is same distance apart.
o Bottom: Text lines up with the bottom page.
 Activity 3 Adjust the Margins in a Document Personal Letter (5 minutes)

below:
o Open the letter document.
o Set the margins so the top margin is 2 inches and all other margins are 1 inch.
o Verify that the Page Orientation is set to Portrait.
o Change the Paper Size of the document to be 8.5" x 11"
o Save your changes and close the document.
Step 5.Indent Text (10 minutes)

 An indent is the space between your margin and your text. Don't confuse the margin and the
indent. The indent feature is often used to set a first-line indent for paragraphs.
 To Indent One or More Lines of Text
o You can use the Paragraph dialog box or select the blue Indentation link under
Paragraph on the Task Pane. This method allows for a great amount of precision for
setting left and right indents. Indenting is measured in inches. You can change the indent
in tenths of inches.
Figure 4: Indentation
o In the Indentation section, you can click the increment arrows to enter the amount of
indentation. OR
o Use the Increase/Decrease Indent buttons on the Formatting toolbar.
o Clicking the Increase/Decrease Indent buttons is the most convenient way of setting a left
or right indent. Each time you click the Increase or Decrease Indent button your text is
moved by the default .5 inches.
Figure 5: Indent buttons
 Remember, there is a difference between indents and tabs. If you set a tab, only one line of
text is indented. If you click one of the indent buttons or set an indent in the Paragraph
dialog box, all of the text you type afterwards will be indented.
 Hanging Indents
o When all the lines in a paragraph are indented except the first line, a hanging indent is
created. Hanging indents are not standard in documents such as business letters, but you
may see examples of the hanging indent on web pages, newsletters, and often on
bibliographic entries. Hanging indents are used for the MLA bibliographic format.
 To Create a Hanging Indent:
o Choose Reveal Formatting on the Task Pane.
o Click the blue link, Indentation, under the Paragraph heading. OR
o Select Paragraph.
o In the Indentation section, you will see a Special: drop down menu with some options.
o Select the Hanging Indent option in the Special: drop down menu.
o You may specify the amount of indentation in the By: box by clicking on the increment
arrows. These increments are measured in inches.

o Instructions: Open Personal Letter from Handout 6.1 help to do bullet 1 to 11 listed
below
 Place the insertion point at the end of the first paragraph.
 Select Enter twice.
 Write a paragraph stating the skills you have that qualify you for the job.
 Select Format from the menu.
 Select Paragraph.
 Select the Hanging Indent option in the Special: drop down box, which is located in
the
 Indention section of the dialog box.
 In the by: drop down menu, click the increment arrow until it read .8".
 Click OK.
 Watch the ruler at the top of the document and you will see the .8” hanging indent.
 Open Edit on the main menu and select Undo to cancel the change you made. This
activity was done simply so you could view how the Indent feature works.
 Save and close the document.
Step 6: The Ruler (20 minutes)

 You can adjust the width of margins, tabs, and indents in your document using Word's
Ruler.
 The Ruler is helpful when you need to create several columns, show column placement, or
the distance between columns.
 Hiding and Displaying the Ruler:
o Click View on the menu bar.
o Select Ruler.
o The Ruler will appear at the top of the document.
Figure 6: Ruler
 If you switch to Print Layout View (Choose View Print Layout View), a vertical ruler
displays along the left hand side of the screen. To hide this vertical ruler, switch to a different
layout view.
 Setting Tabs, Indents and Margins using the Ruler

o The ruler provides a visual tool that allows you to quickly view, create and change your
documents tabs, margins and indents. Tabs Click on the small gray box to the left of the
ruler to move through the five different Tab Settings.
o Left tab : Moves text toward the right edge of the page as you type.
o Center tab : Centers text around the tab.
o Right tab : Moves text toward the left edge of the page as you type.
o Decimal tab : Aligns decimal numbers using the decimal point.
o For example
 Bar tab : Draws a vertical line on the document.
 Indent : Inserts the indent marking anywhere along the ruler
 Hanging Indent : Inserts a hanging indent anywhere along the ruler
 To Place a Tab or Indent on The Ruler:
o Click the cursor anywhere in the block of text you want to format.
o Click the tab selection button (upper left of the ruler).
o Click the Ruler where you want your tab or indent to be set.
o If you set up a new tab, press the tab key to move your text to the new tab.
o If you set up a new indent, place the cursor at the new indent location.
 Adjusting Tabs and Margins on the Ruler
o To Move an Existing Tab or Indent on the Ruler
 Point the mouse on the tab or indent that you want to move.
 Click and hold the left mouse button until a dotted line appears below the tab.
 Drag the mouse to move the tab or indent to a new location.
 Release the left mouse button.
o To Remove a Tab from the Ruler
 Point the mouse on the tab you want to remove.
 Click and hold the left mouse button until a dotted line appears below the tab.
 Drag the mouse off the Ruler.
o To Adjust a Margin using the Ruler
 Point the mouse on the margin that you want to move.
 Click and hold the left mouse button once a double arrow appears over the margin
until a dotted line appears below.
 Drag the mouse to increase or decrease the margin.
 Formatting Toolbar
o The Formatting Toolbar contains buttons that allows you to change the appearance of
your text. The formatting toolbar contains buttons for font size, font style, colors and
other options.
o To View the Formatting Toolbar
 Click View on the Menu Bar.
 Select Toolbars and then Formatting from the cascading menu.
 Bold, Italics and Underline
o Any text you type in Word, can be further customized by using the bold, italicized or
underlined options. You can even do a combination of all three options!
 To Change the Type Style of Text
o Select the text you want to change.
o Choose one or more of the following options: (to stress emphasis you might want to try
using the bold option)
o Click the Bold button on the Formatting toolbar. Ctrl + B
o Click the Italic button on the Formatting toolbar. Ctrl + I
o Click the Underline button on the Formatting toolbar. Ctrl + U
o Word automatically displays your changes.
Figure 7: Bold, Italics and Underline
 To avoid frustration, remember to select text before you apply style. If you choose a type
style without selecting any text, Word uses your chosen styles on whatever text you type
next.
 Using Color
o The use of color can add emphasis to your words and make your document easier to read.
If you own a color printer, you can print documents in different colors. If you do not own
a color printer, your document will only appear in color on the screen.
 To Change the Color of Text
o Select the text you want to change.
o Click the downward-pointing arrow on the Font Color button on the Formatting
toolbar. A color palette appears.
o Click the color you want to apply.
o Word changes the color of your text.
Figure 8: Colour Table
 If you would like to see more color options, Click the More Colors button at the bottom of
the color palette. You can choose from a list of Standard Colors or Customize your own
color by clicking the Customize Tab.
 Font Dialog Box
o The Font Dialog Box gives similar options as the Formatting toolbar; however, it also
offers more advanced text features. You can use the Font Dialog Box to change your
font, font style, size, color and many other font effects.
 To Open the Font Dialog Box
o Click Format on the Menu Bar.
o Select Font from the menu list. The Font Dialog Box will appear.
Figure 9: Font Option
 Remember you can also access the Font Dialog Box from the Font menu on the Task Pane.
Figure 10: Font Box
Source:
Goodwill
Community Foundation 2002
 Font Size
o You can change the Font Size from both the Font Dialog Box and the Formatting
toolbar. You can use different font sizes to give emphasis to different parts of your
document. For example, the title of your document could be displayed larger than the
contents of your paper. Font size is commonly expressed in points. Font sizes range from
8 point (extremely small) to 72 point (very big). Word allows you to choose sizes smaller
than 8 point and larger than 72 point, but you must type these in manually in the Font
Size box.
o Arial 10 Point
o Arial 12 Point
o Arial 20 Point
o Arial 30 Point
o The standard Font size for most documents is 12 Point. You can preview different font
sizes in the Preview window in the Font dialog box.
o Select Reveal Formatting on the Task Pane.
o Click the blue link, Font: under the Font Heading. The Font dialog box appears.
o Click on a font from the Font list.
o Select a size from the Font Size list.
o Look at the text in the preview window as you try different sizes.
o OR
o Select Font from the menu list. The Font dialog box appears.
o Click on a font from the Font list.
o Select a size from the Font Size list.
o Look at the text in the preview window as you try different sizes.
 To Open the Templates Dialog Box
o Click File on the Menu Bar.
o Select New from the menu list. The Task Pane New Document window appears to the
right.
o Select an option under New from template.
o Letter Wizard - assists you in writing a standard letter
o Contemporary Letter - offers a letter template including artwork
o General Templates - preformatted documents including faxes, letters, memos, reports,
etc.
o Templates on my Web Sites - allows you to search for templates on other web servers
o Templates on Microsoft.com - allows you to search among hundreds of templates offered
through the Microsoft website
 Activity 5.Experiment with Fonts (5 minutes)

below:
 Open the Personal Letter document.
 Modify the document so the text is not bolded, italicized, or underlined.
 Change the document so all the text is black.
 Modify the font size from 14 to 12.
 Change the font style from Arial to Times New Roman, or the font of your choice.
 Read the document. Are there any words that you should emphasize? If so, make
those words bold.
 Save and close the document
Step 7: Bullets and Numbering (20 minutes)

 Word lets you make two types of lists: bulleted and numbered. Bulleted and numbered lists
help to simplify steps or items to the reader. Teachers often use bulleted lists to highlight
important pieces of their lessons. Manuals often include numbered lists to assist the reader in
step-by-step instruction. A bullet is usually a black circle but it can be any other symbol used
to highlight items in a list. Use bullets to list items that do not have to be in any particular
order. Numbers (or letters) are used when information has to be in a certain order. You can
use the default Bullets and Numbering settings by clicking on the appropriate button on the
Formatting toolbar.
 Create Bulleted and Numbered Lists
o To Create a Bulleted List
 Click the Bullets button on the Formatting toolbar.
 Type the first item on your list and press Enter.
 The next line will begin automatically with a new bullet.
 Type the next item on your list and press Enter.
 When your list is complete, press the Enter key twice to stop the bulleted list.
o To Create a Numbered List
 Click on the Numbering button on the Formatting toolbar.
 Type the first item on your list and press Enter.
 The next line will begin automatically with the next number.
 Type the next item on your list and press Enter.
 When your list is complete, press the Enter key twice to stop the numbered list.
 Review the following tips that will help you manage your numbered or bulleted lists.
 Remove a bullet by placing the insertion point to the right of the bullet or number
and press backspace (you will not be able to place your insertion point to the left of
the bullet).
 If you want to change a bulleted list to a numbered list (or vice versa), select the
entire list and click on the appropriate button.
 To create a line break between items in a bulleted or numbered list, place your cursor
where you want the line break and press Shift + Enter.
 The Bullets and Numbering Dialog Box

o Word offers you many other options for your bullets and numbers, other than the default
that you have seen so far.
o You can view the type of bullets and numbers available to you by opening the Bullets
and Numbering Dialog Box.
o Select the text you want to turn into a list.
o Select Bullets and Numbering. The Bullets and Numbering Dialog Box appears.
o Click on the Bulleted Tab to view all the bullet options and click on the Numbered Tab
to view all the number options.
o Select what kind of bullets or numbers that you want, and click OK.
o The Bullets and Numbering Dialog Box also offers you Outline Numbered options. By
clicking on the Outline Numbered Tab you can view templates for creating an outline.
The List Styles Tab allows you to create your own list style using similar alignment,
bullets and characters.
Figure 11: Bullets and Number
Source: print screen from Microsoft Word 2003
 Congratulations! If you have completed these activities, then you have finished this cover
letter in Word 2003.
 Aligning text can be invaluable when trying to format your document to meet certain
standards. Most documents have text that is left aligned. However, if you were creating a
greeting card or advertisement, you might need to know how to center align, right align or
justify your text
 When line spacing is measured in points, it is referred to as leading (rhymes with wedding).
When you reduce the leading you automatically bring the lines of text closer together,
sometimes making it difficult to read. Increasing the leading will space the lines out,
allowing for improved readability. For example, the 10 point font usually uses 12 point
leading. This is the default and, in general, should be used.
 Clicking the Increase/Decrease Indent buttons is the most convenient way of setting a left or
right indent. Each time you click the Increase or Decrease Indent button your text is moved
by the default .5 inches.
 Remember, there is a difference between indents and tabs. If you set a tab, only one line of
text is indented. If you click one of the indent buttons or set an indent in the Paragraph
dialog box, all of the text you type afterwards will be indented.
 You can adjust the width of margins, tabs, and indents in your document using Word's
Ruler. The Ruler is helpful when you need to create several columns, show column
placement, or the distance between columns.

 Most documents have text that is left aligned. What are the other Alignments you know?
 What are the two most common spacing options?
 What type of Page Orientation do you know?
 The indent feature is often used to do what?
 The ruler provides a visual tool that allows you to do what?
 List steps to format text
 List steps to create bulleted and numbered lists
Resources
Ventage Press.
 Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out.
 Herniter, M.E. (2000). 2nd Edition, Personal Computer Fundamentals for Students,
Hardware Windows 2000 Application. Prentice Hall.
 Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4 th Edition, Introduction to
Computers for Healthcare Professionals. Jones & Bartlett’s Publishers International, Barb
House, Barb Mews: London.
 O’leary, T. J, O’leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona
 Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.
 The Basics of the Word Window (n.d) Retrieved March 11, 2010, from
http://www.gcflearnfree.org/computer/
Dear Tom,
My daughter just got a new digital camera and I will learn how to send you pictures soon! I just
recently enrolled in an online class with GCF Global Learning ® and today I am working on my
first Microsoft Word assignment. They offer many online classes such as Word, Excel,
PowerPoint, Access, Basic Math, Career Development, and many more. When I finish taking
this class Tom I plan on taking some of the other classes that are offered.
I am very excited about the class and there are many positive things about being a distance
learner. I can use the website at anytime and from any computer, we have an online instructor to
help us, and the classes are free! Also, since my employer is now requiring that everyone in our
office earn 5 Continuing Education Units every two years, this will help me stay up-to-date with
my training.
Tom, I hope the rest of your family is doing well and that the kids are ready for summer. Once
you get your email account set-up, we’ll be able to write to each other all the time.
Session 11: Demonstration on Creating
Tables in Word Processor.
Prerequisites
 None
Learning Objectives
 Practice on Creating a table
 Practice on Editing Tables
 Practice Formatting Tables
 Practice on Create a Table of Contents by using TC Fields
Resources Needed
 Flip charts, marker pens, and masking tape.
 Black/white board and chalk/whiteboard markers.
 Computer.
 LCD.
 Handout.
SESSION OVERVIEW
2 25 minutes Presentation Create a table
3 20 minutes Hands on Practice Edit Tables
4 20 minutes Hands on Practice Format Tables
5 25 minutes Presentation Create a Table of Contents
SESSION CONTENT
Step 2: Create a Table (25 minutes)

 Tables allow large amounts of text and/or numbers to be presented in an organized and easy
to read fashion. Student roll books, sport statistics, address books, math formulas, menus and
many other documents often incorporate tables to share information. Similar to columns,
Tables can be challenging at first. Word has created an entire menu to help assist you in
creating your first Table.
 A few important terms to know before you begin creating tables are:
 Row - A row runs horizontal in a table and is divided by borders.
 Borders - Separating lines in the table.
 Column - A column runs perpendicular in a table and is divided by borders.
 Cell - A cell is the box that is created when your rows and your columns intersect each other.
The cell contains your data or information.
Figure 1: Row and Column Direction
 Creating Tables Using the Insert Table Dialog Box

o Click Table on the Menu Bar.
o Select Insert and then Table from the cascading menu. The Insert Table dialog box
appears.
o Determine the number of columns and rows you need in your table. You can add more
lately, but save yourself some work. You can always add rows by pressing Tab at the end
of a row.
o To create a table as wide as your page, leave the Fixed Column Width setting on Auto.
o Click OK. A table is inserted into your document.
Figure 2: Insert Table
 Another automated way to create a quick table is by using the Insert Table Button on the
Standard toolbar.
o Creating Tables Using the Insert Table Button
o Click the Insert Table Button .
o Now, drag the number of columns and rows you want in your table.
Figure 3: Tool for Insert Table
 Custom-Made Tables
o The Insert Table Dialog Box and Insert Table button offer a quick solution to making
tables. If you would like to custom create your table by drawing it yourself, you can use
the Draw Table button.
o Creating Tables Using the Draw Tables Button
o Open the Tables and Borders toolbar by clicking View on the Menu Bar, Select
Toolbars and then Tables and Borders from the Cascading Menu. The Tables and
Borders toolbar will appear.
o Click the Draw Tables button on the Tables and Borders toolbar. The mouse pointer
turns into a pencil.
Figure 4: Tables and Borders
Source: Print Screen from Microsoft Word 2003
o Drag the pencil to create a rectangle about the size of the table you want.
o Release the mouse button. The border of the table appears in your document.
o Use the pencil again to draw in column and row borders.
o Click the Draw Table button again to change the pencil back into an I-beam.
o If you make a mistake while drawing your table, you can erase both rows and columns by
using the Eraser on the Tables and Borders toolbar. Once you select the Eraser, the
pointer will change to resemble the Eraser Button. Drag the Eraser over parts of the
table you wish to erase. When you are finished erasing, click the Eraser button again to
put the Eraser away.
 Entering Text
o Click inside any table cell to begin entering text or numbers.
o Moving Around in a Table:

o Use the Tab key or right arrow key to move right.
o Use Shift + Tab or the left arrow key to move left.
o The up and down arrow keys will move the insertion point above or below its current
location.
o Selecting Text in Tables
o A cell: triple click inside cell.
o A row: Move mouse to left of margins, point to the row, and click.
o Multiple rows: Select the first row, click and drag the number of rows desired.
o A column: Move the mouse above the column. It turns into a downward pointing arrow.
Click once.
o Multiple columns: Select the first column, click and drag the number of columns desired.
o Entire Table: Choose Table and Select Table from the menu bar.
 Selecting Cells
o To act on a group of cells they must first be selected. To select a cell or group of Cells
use the selection arrow. This is shown when the cursor is placed near a left cell edge or
the top of a column.
o In a new document, create table 5 columns by 5 rows.
o Select the first cell by moving near to its left edge and clicking the left mouse button
when the arrow is displayed, as in the diagram.
 Move the mouse down and click again to remove the selection. Select the Second column by
moving near to the top edge of the column and clicking the Mouse when the selection arrow
is displayed.
 Select the entire third row by double clicking when the arrow is displayed at the edge of any
cell in the row or by clicking once when the arrow is in the Selection bar on the left.
 Select the nine cells in the middle of the table by clicking and dragging.
 Close the document without saving.
Note: To select a row/column, position the cursor within the row/column then use Table | Select
Row/Column. Table | Select Table will select the entire tab
 Activity 1: Open Your Document from Activities 1 Session 10 (5 minutes)

o Insert a table into your document using one of the methods described in the lesson.
o Enter text into your table.
o Save and close your document.
Step 3: Editing Tables (20 minutes)

 Once you have created your table, you may find that you need to format text within your
table, insert or delete rows and columns, or perhaps just change the appearance of your table
so that it is more visually appealing.
 Formatting Text in Tables. Fortunately, whatever you do to format text in a paragraph (make
it bold green, for example), you can do to text in a table cell. Formatting text within a table
can be accomplished through a variety of means, including the Formatting menu, the
Tables and Borders toolbar, the Task Pane and keyboard shortcuts.
 Rotating Text in Tables. Many advertisements, for sale signs, menus, and other creative
documents use Word's text direction feature to change typical horizontal text to eye-catching
vertical text. You can rotate text so it runs vertically, facing either the right or the left.
 To Rotate Text in a Table Cell.
 Select the cell(s) you want to rotate.
 Click the Change Text Direction button : on the Tables and Borders toolbar.
 Clicking the Change Text Direction button once turns text to the vertically left, the second
click turns text to vertically right, and the third click will bring your text back to a
horizontal position.
Figure 5: Text Direction
 The insertion point rotates when entering vertical text, but editing vertical text is really no
different than editing horizontal text.
 Inserting and Deleting Columns and Rows
 Estimating how many rows and columns you will need in a table is not always easy.
Therefore, it is important to know how to insert and delete rows and columns in your existing
table.
 To Add Rows to Your Table
o Move the insertion point to the last cell in the table and press Tab.
 To Insert Rows in the Middle of the Table
o Place the insertion point anywhere in the table.
o Choose Table Insert Rows above OR Rows below.
 To Delete Rows
o Select the row(s) you want to delete.
o Choose Table Delete Rows.
o OR Right-click and choose Table Delete Rows from the shortcut menu.
o To Delete Single Table Cell:
o Place the insertion point inside the cell you wish to delete.
o Choose Table Delete Cells from the menu bar. The Delete Cells dialog box
appears.
o Click Shift cells left, Shift cells up, Delete entire row, or Delete entire column.
Figure 6: Delete Cells

 To Insert a Column:
o Position the mouse pointer where you want to column to be located.
o Choose Table Insert Insert Columns to the Right or Insert Columns to the Left.
Figure 7: How to Insert Columns
 Resizing Tables
o You may need to adjust the size of columns, rows, and cells.
 To Adjust Columns, Rows, and Cell Size
o However the insertion point over any line in your table that borders the area you want to
change.
o The insertion point changes to a double-headed arrow.
o Drag the border either left or right OR up and down.
o To automatically adjust the size, select the entire Table and then choose Table AutoFit
AutoFit to Contents.
Step 4: Formatting Tables (20 minutes)

 AutoFormat
 Just as Word offers document templates for memos, faxes, reports and other items; Word
also offers templates for Tables.
 To use AutoFormat:
 Create your table.
 Click anywhere in the table. Go to the toolbar and select Table and then Table AutoFormat.
The Table AutoFormat dialog box appears.
 Scroll through the Table Styles until you find a table you like. You can preview the Table
Style in the Preview Box.
 Check and uncheck the options in the Apply special Formats to: sections to slightly change
parts of your table. Check out your changes using the Preview box.
 Click the New button to customize your own Table Style.
 Click the Modify button to change parts of an existing Table Style.
 Click OK.
 Adding Borders
o Many of the tables in the AutoFormat Dialog Box use unique borders and shading
options. To add these special features to your own table, you can use the Tables and
Borders toolbar.
Figure 8: Table AutoFormat

 To Change Line Style or Line Weight on an Existing Table
o Click the drop down arrows (next to the buttons) to view and select from the list of
choices.
o The mouse pointer turns into a pencil
o Trace the line(s) you want to change.
o Click anywhere outside the table to change to pencil back into the I-beam.
o To Change the Border Color on an Existing Table
o Click the drop down arrow next to the Border Color button. A color menu appears.
o Select a color. The I-beam becomes the pencil.
o Using the pencil, trace the border(s) that you want to color.
Figure 9: Selecting Colors
 To Apply a Border
o Select the Line Style, Line Weight, and Border Color you would like.
o Select the cells you want bordered.
o Click the Outside Border button drop down menu and choose the location of your
border.
Figure 10: Border Applications
Activity 2: Open Your Document From Activity 1 Above. (10 minutes)

 Edit the text, if necessary. Ask yourself:
 Is it the right font and size?
 What direction do I want the text?
 How do I want it aligned?
 Delete any unnecessary rows or columns.
 Add any needed rows or columns.
 Resize the table, if needed.
 Save and close the document.
Step 5: Creating a Table of Contents Using TC Fields 25 Minutes)

 Procedure
o Go to Page 2 and place the insertion point in front of the heading.
o You want to add a TC field here so that it will appear in the table of contents.
o Press <Alt> + <Shift> + <O> (the letter O, not the number 0) to mark the selected text as
a table of contents entry.
o The Mark Table of Contents Entry dialog box appears, as shown in Figure 12. Now you
need to enter what you want to appear in the table of contents entry.
o Type a Look at the Problem in the Entry box.
o Next, you need to specify the level of the table of contents entry by clicking the Level
list. Since you want this table of contents entry to appear at the top level of the table of
contents, you don’t need to change the Level list 4. Click Mark and then Close.
o You’ve just created a level 1 table of contents entry. Let’s add one more
o Go to Page 3.
o You want to add another TC field here. If you spot the text you want to appear in the
o TC field, you can highlight it before pressing <Alt> + <Shift> + <O>.
o Select the text Corporate Intranet and press <Alt> + <Shift> + <O>.
o The Mark Table of Contents Entry dialog box reappears. Since you selected “Corporate
o Intranet” before pressing <Alt> + <Shift> + <O>, you don’t have to type a table of
contents entry, but you still need to specify the table of contents level.
o Type 3 in the Level box and click Mark and then Close.
o You’ve just created a level 3 table of contents entry. Now you have to create a table of
contents based on the Table of Contents Entries you’ve made.
o Press <Ctrl> + <Home> to go to the beginning of the document.
o You have to delete the old table of contents before you can insert the new one. Here’s
how to delete a table of contents.
o Select the table of contents. Right-click the table of contents and select toggle Fields
Codes from the shortcut menu.
o This is the field code that tells Word to create a table of contents. By displaying the field
code, you can easily delete the table of contents.
o Delete the table of contents field code by selecting it and pressing the <Delete> key.
 Insert the new table of contents.

o Select Insert → Reference → Index and Tables from the menu and lick the Table of
Contents tab if necessary.
o The Index and Tables dialog box appears with the Table of Contents tab in front. By
Default, Word builds the table of contents using any heading styles it finds in a
document, so you have to specify that you want to build the table of contents using TC
fields. To do this, you need to click the Options button first.
o Click the Options button.
o The Table of Contents Options dialog box appears, as shown in Figure 10-22. Here, you
can specify how you want to build your table of contents. You can build your table of
contents from:
o Styles: This option builds a table of contents based on the heading styles in your
document.
o Outline levels: This option builds a table of contents based on text marked with outline
levels in your document, instead of, or in addition to, styles.
o Table entry fields: This option builds a table of contents based on any table of contents
entries you’ve defined.
o Both: By checking more than one checkbox, you can build a table of contents that
includes both options in your document.
o Uncheck the Styles, and Outline levels options. Check the Table entry fields checkbox,
click OK, and OK again. Word builds a new table of contents based on the TC fields you
inserted in the document. Since you only inserted two TC fields, the resulting table of
contents
Figure 12: Make Table of Content Entry and Options
Source Custom Guide Microsoft WORD 2003
 Changing column width

o The most important advantage of the tables feature over the tab stops is the ability to
change the width of the column interactively. Note that the total width of the table is
restricted by the space available between the margins. Reduce the width of small columns
before widening others.
o Open the document Table.
o Select View | Ruler to display the ruler if it is not already on the screen.
o Move the cursor into the table. When inside the table the ruler shows the table column
divides as symbols within the ruler.
o A column width can be changed by clicking on the divide, then dragging to a new
position before releasing the mouse button. A double-headed arrow appears when the
mouse pointer is over the division.
o Reduce the first three columns (make Cost Price fit on two lines).
o Now select Table | Select Table, then Table | Table Properties. Select the
o Row tab, check Specify height and enter 1 cm in the box. Click OK.
Figure 12: Show Table Properties
Source: from Microsoft Word 2003
Note: Column width, cell size and text alignment can be changed from the Column and Cell
tabs.
Save the document as Table1.
Print a copy of the document and leave open for the next Session.
Note: Row Heights can also be changed using the ruler. Switch to Print Layout and use the
Vertical Ruler. Hold <Alt> whilst changing the row height to view the correct measurements on
the ruler.

 Important terms
o Borders - Separating lines in the table.
o Column - A column runs perpendicular in a table and is divided by borders.
o Row - A row runs horizontal in a table and is divided by borders.
o Cell - A cell is the box that is created when your rows and your columns intersect
o Tables allow large amounts of text and/or numbers to be presented in an organized and
easy to read fashion. Student roll books, sport statistics, address books, math formulas,
menus and many other documents often incorporate tables to share information.
o Once you have created your table, you may find that you need to format text within your
table, insert or delete rows and columns, or perhaps just change the appearance of your
table so that it is more visually appealing.
o Many of the tables in the AutoFormat Dialog Box use unique borders and shading
options. To add these special features to your own table, you can use the Tables and
Borders toolbar.
o Creating Tables Using the Insert Table Dialog Box
o Rotating Text in Tables. Many advertisements, for sale signs, menus, and other creative
documents use Word's text direction feature to change typical horizontal text to eye-
catching vertical text. You can rotate text so it runs vertically, facing either the right or
the left.

 List steps to create a table
 Describe steps in editing tables
 Describe steps to display The Table AutoFormat dialog box.
 Point out steps to creating a Table of Contents Using TC Fields
Resources
Ventage Press.
 The Basics of the Word Window, Retrieved March 11, 2010, from
Session 12: Demonstration on Working
with Images
Prerequisites
 None
Learning Objectives
 Practice Insert and set objects
 Practice Insert and set pictures
 Practice on Creating and modifying Diagrams and Charts
 Practice on Use of AutoText and Data source
Resources Needed
 Computer.
 LCD.
 Handout.
SESSION OVERVIEW
2 25 minutes Presentation Insert and set Object
Presentation
3 20 minutes Insert and Set Pictures
Create, Insert
Presentation
4 25 minutes Create, Modify Diagrams and Charts
organization chart
5 20 minutes Presentation AutoText and Data Source
6 10minutes Presentation Key points
SESSION CONTENT
Step 2: Insert and Set Objects (25 minutes)
 Introduction to Word Graphics
o Now that you are comfortable adding and formatting text, headers and footers, columns,
and tables, let's learn to enhance your documents by adding objects and pictures. The
Drawing Toolbar offers many options for including lines, lines with arrows, and many
types of shapes into your document.
o Drawing objects include
o AutoShapes: including Lines, Curves, and Textboxes
o WordArt drawing objects
 Drawing Objects
o To Draw Lines and Shapes
o Open the Drawing toolbar by clicking View on the Menu Bar, Select Toolbars and then
Drawing from the Cascading Menu.
o OR
o Right-click on any toolbar and select drawing.
o Click the Drawing button on the Standard toolbar.
o The Drawing toolbar will appear.
Figure 1: Drawing Button
Source: screen shot from Microsoft Word 2003
 Choose an AutoShape from the AutoShape drop down menu. OR Click any of the drawing
 Tools in the first group of buttons.
 Line Tool -
 Arrow Tool -
 Rectangle Tool -
 Oval Tool -
 The mouse pointer changes to a crosshair .
 Drag the crosshair from a starting point until the object is the desired size.
 Release the mouse button to end the drawing object and turn off the Drawing tool.
 Hold the Shift key down to create straight lines, perfect circles, or perfect squares.
 AutoShapes are inserted (on their own layer) with the In front of text wrapping style applied.
 WordArt Drawing Objects

o Also included on the Drawing toolbar is the WordArt Feature. Using WordArt, you can
create text graphics that bend, slant, and appear metallic or wooden and much, much
more. WordArt can even be shadowed, skewed, rotated, and stretched.
o Here are just a few examples of what WordArt allows you to do:
 To Insert WordArt
o Place the insertion point where you would like to insert WordArt.
o Click the WordArt button on the Drawing toolbar . The WordArt gallery opens.
o Choose (click) a WordArt style.
o The Edit WordArt Text dialog box appears.
o Edit the font, size, and style.
o Click OK.
Figure 2: Inserting Word art
Source: screen shot from Microsoft Word 2003
 Formatting Drawing Objects

o Use the Drawing toolbar to format AutoShapes and WordArt.
To select several objects hold down the Shift key and click on each object, or use the
Select Objects tool.
Fill color allow you to color all selected drawing objects. No fill is the color white.
Change the line color of a selected object.
Changes the text color of a selected object.
Changes the line style of a selected object.
Changes the line style of a selected object. Includes solid and dotted lines.
Changes the style of arrow.
Gives selected object some depth.
Gives selected object a 3D effect.
 Activity 1: Open Your Document from Activities 1 Session 9 (5 minutes)

 Using both AutoShapes and WordArt, create an image for your flyer.
 Edit the image.
Step 3: Insert and Set Pictures (20 minutes)

 Clip Art
o Word comes bundled with hundreds of Clip Art images that are copyright free and
available for your personal use. The clip art images that are available through Word cover
many different categories and can really help enhance your pages. If you have never
inserted clip art before, Word will ask if you would like to catalog all of the available
resources (clip art, sound and video files) on your computer. It is a good idea to go ahead
and catalog all of these free resources.
 To Insert Clip Art
o Place the insertion point where you want to insert the clip.
o Click Insert on the Menu Bar.
o Select Picture and then Clip Art from the cascading menu. The Insert Clip Art menu
opens on the Task Pane.
o Type a keyword in the Search Text: field.
o Click Search. OR
o Specify your search by using the Other Search Options.
o Search in: - specifies where Word will search for clip art. As long as the check box
everywhere is checked, Word will search through All Collections
o Results should be: - specified what type of file Word will search for (video, audio,
photographs, clip art). As long as the check box for All Media Types is checked, Word
will search through All Media Files.
o Double-Click The Clip Art Or Picture To Add To The Document.
o To change your Search For text: Click the Modify button below the clip art results
o To preview video and sound clips, click the appropriate tab and click the Play button to
preview the file.
 To Delete a Picture
o Select the image (click on it).
o Press the delete key on your keyboard.
o Inserting Pictures from your Computer
o A picture doesn't have to be in the Clip Gallery in order for you to insert it into your
document. The Clip Gallery is just an easy place to store clips you want to use again and
again.
 To Insert a Picture that is NOT in the Clip Gallery
o Click Insert from the Menu Bar.
o Select Picture and From File from the cascading menu. The Insert Picture dialog box
opens.
o Locate and select the file to insert the selected picture into your document.
Figures 3: Inserting Picture to the File
Figure 4: clip Art

 Moving Clips
o Once you have inserted a graphic into your document you can re-position the graphic
until it is in the appropriate location. By default, when a picture is imported into Word, it
is aligned to the left margin. However, just as you would text, you can change the
alignment so the graphic is right-aligned or centered. You can also drag the image
anywhere on the page.
 To Move a Clip
o Select the clip.
o Use your mouse to drag a selected clip to any position on the page.
o The I-beam turns into a white pointer with a little box under it as you move the picture.
OR
o Use the Alignment buttons on the Formatting toolbar. Source: Microsoft Word 2003
 Sizing Handles
o You have two options when sizing your graphics. If it is important to maintain
proportions, which will prevent the image from looking skewed, then you should use the
corner handles to re-size the image. If you do not need to maintain the graphic's
proportions, you can use the top, bottom or side handles
 Changing Size While Maintaining Proportions
o Click the image you want to re-size.
o Place the cursor over one of the corner handles. The cursor will change into a double-
headed arrow.
o Drag the handles until the image is the size you need.
Figure 5: Resizing Shape
Source: Morris M & Charles, M., (2003)
o To keep the center of an object in the same place, hold down the CTRL key while
dragging the mouse.
 Changing Size While Not Maintaining Proportions
o If any of the middle handles are dragged (top, bottom, right, or left handles), only the
height and width changes, thus changing the proportion, or scale, of the picture.
o Be careful; using only the sizing handle can make your pictures blurry and distorted.
 Changing the Appearance of your Pictures
o Sometimes you may need to not only adjust the sizing of your pictures, but you may
notice the picture is too dark or too bright for your liking. You can adjust your picture
using the Picture toolbar.
 To use the Picture Toolbar
o Right-click the picture.
o Choose Show Picture Toolbar from the shortcut menu.
 Crop, Recolor Object, and Set Transparent Color buttons are used with areas of
the picture. All other buttons affect the entire picture.
Figure 6: Picture Toolbar
Source: print screen Microsoft Word
Name of Button: Use it to:
Insert Picture from Insert another picture

File
Color Automatic, Grayscale, Black & White, or Watermark
More Contrast Increase color intensity
Less Contrast Decrease color intensity
More Brightness Add white to lighten all colors
Less Brightness Add black to darken the color
Crop Cut the sides of an image
Rotate Left Each click turns the image by 90 degrees to the left
Line Style Customize the border of an image
Compress Pictures Changes the Resolution of your image
Text Wrap Set how text wraps around the image
Format Picture Displays the Format Picture Dialog Box
Set Transparent Use eyedropper to make areas of the picture transparent (mainly for
Color web graphics)
Reset Picture Return picture to original format

 Activity 2: Create and Insert Clip Art (5 minutes)
 Create your document in Word.
 Insert a clip art or image from a file on your computer into your document. You may insert
multiple images.
 Resize, modify, and/or move the image to the location you want it to be in your document.
To re-position the image, practice clicking and dragging, centering, right-alignment, etc.
 This is your final challenge for Microsoft Word 2003. Does your flyer look the way that you
want it to? It probably does not look quite like you imagined. You should take the time now
to move around the symbols, text boxes, tables, columns, etc. Add any new components that
you would like. You have learned about the Word 2003 features. Now spend a little time
now making this flyer look the way you would like it to be. Some of these features are a little
difficult to learn, but the more you practice, the easier it becomes.
Step 4: Creating and Modifying Diagrams and Charts (25 minutes)

 Word allows you to create basic diagrams using the templates in the Diagram Gallery. The
six diagram types are: Organization Chart, Cycle Diagram, Radial Diagram, Pyramid
Diagram, Venn diagram, and a Target Diagram. A description of each type of diagram is
included in the Diagram Gallery to help you decide which template will best meet your needs
 To Insert a Diagram From the Diagram Gallery

o Select Insert Diagram from the main menu.
o Select a diagram.
o Click OK. The diagram will appear in your Word document.
 To Modify a Diagram
o Since each diagram is completely different, the modifications you can make will differ
depending on the diagram you insert. However, the tools you use to modify the diagrams
are the same.
o You can
o Right-click any shape or text box within the diagram to modify or delete it. The menu
will change depending on the item you select. OR Modify the diagram using the
Diagram Toolbar. The drop-down menus on the Diagram Toolbar will differ
depending on the type of diagram you choose.
 To Insert a Chart
o Select Insert from the main menu.
o Select Picture Chart from the cascading menu. A chart and datasheet will appear in
your document.
o Delete the existing data in the datasheet.
o Enter your own data in the datasheet.
Figure 7: Chart
Source: from Microsoft Word 2003
 Close the datasheet. All of your changes will appear in the chart.
Activity 3: Use Diagram Gallery to Insert an Organization Chart (5 minutes)

Open a new, blank Word document.
 Insert an Organization Chart using the Diagram Gallery.

o Enter the necessary data in the diagram.
o Modify the appearance of the diagram.
Step 5: Using AutoText and Data Source (20 minutes)

 AutoText is a feature that recognizes commonly used words and phrases as you type them.
The AutoText feature can save you a great deal of time.
 To Insert a Word Recommended by AutoText:
 Type text into your document. If AutoText recognizes a word or phrase, a suggestion box
will hover over the word.
 Press Enter to accept the AutoText suggestion.
 To Insert Predefined Text from the AutoText List:
 Select Insert AutoText from the main menu.
 Choose the text you wish to insert from the predefined list of words and phrases.
 To Insert a New Word or Phrase into the AutoText list:
 Select Insert from the main menu.
 Select AutoText AutoText... from the cascading menu. The AutoCorrect dialog box will
appear.
 Select the AutoText tab.
 Enter the word or phrase in the Enter AutoText entries here: field.
 Click Add.
 Click OK.
Figure 9: Inserting Word by AutoText
Source: print screen from Microsoft Word 2003
Creating the Main Document

 The first step in mail merging is to create the Main Document. A main document can take a
range of formats, such as form letters, mailing labels, envelopes or catalogues. Word gives a
great deal of assistance in the form of Mail Merge Helper.
 In a new document, open the Mail Merge Helper using Tools | Mail Merge.
 Select Create and choose Form Letters, selecting to use the Active Window.
 Select the Edit button then Form Letter:
o Document (The number may vary).
o The edit screen appears, showing the Merge toolbar. Use ToolTips to discover the use of
each button.
o Enter the current date (using Insert | Date and Time). From the Available formats, select
the date in the format 25 January 2001. Add 2 blank lines. Type the following paragraph.
Dear
Just a brief reminder that the next annual conference of the Word Users Club is only a few weeks
away. Delegates are limited to 1500 this year, so please hurry and reserve your place!
Sincerely
Ms M S Word
 Save the document with the name Main. Use the Mail Merge Helper button, to continue
.
Creating a Data Source
 A Data Source can be used with any number of Main Documents, so their creation must be
well thought out. They can be created before or after the Main document and can be accessed
at any time once created.
 The Get Data button will now be available from the Data Source heading.
 Click on it and select Create Data Source.
Figure 10: Create the Data Source
Source: International Computer Driving License 2000

 At the dialog box, remove field names so that only Title, Last Name, Company, Address1,
Address2 and City remain. Do this by clicking on the field name that is not needed and then
Remove Field Name.
 Add Initial by typing it in the Field name box and selecting to Add Field Name. Move it to
the appropriate place in the list using the Move keys, Click on OK and save the data file as
Data.
 Choose to Edit Data Source. The Data Form now appears.
 Enter your own details and those of 3 other people (fictional if necessary), at least two of
whom must live in Sunderland. Select Add New after each record. Click on OK to end.
Notes: The Edit Data Source button, can be used to add/remove records at a later stage, if
required.
Activity 4: AutoText (5 minutes)
ASK student to open a new, blank Word document.
ALLOW them to do below activity
 Type today's date.
 Press Enter twice.
 Type a short letter to a friend.
 Press Enter twice.
 Add the phrase Sincerely; You’re Name in the AutoText list of words and phrases.

 The Drawing Toolbar offers many options for including lines, lines with arrows, and many
types of shapes into your document.
 Using WordArt, you can create text graphics that bend, slant, and appear metallic or wooden
and much, much more. WordArt can even be shadowed, skewed, rotated, and stretched.
 A picture doesn't have to be in the Clip Gallery in order for you to insert it into your
document. The Clip Gallery is just an easy place to store clips you want to use again and
again.
 The six diagram types are: Organization Chart, Cycle Diagram, Radial Diagram, Pyramid
Diagram, Venn diagram, and a Target Diagram.
 Drawing Objects
o Right-click on any toolbar and select drawing.
o Click the Drawing button on the Standard toolbar.
o The Drawing toolbar will appear.
 Also included on the Drawing toolbar is the WordArt Feature. Using WordArt, you can
create text graphics that bend, slant, and appear metallic or wooden and much, much more.
WordArt can even be shadowed, skewed, rotated, and stretched.
 Word comes bundled with hundreds of Clip Art images that are copyright free and available
for your personal use. The clip art images that are available through Word cover many
different categories and can really help enhance your pages. If you have never inserted clip
art before, Word will ask if you would like to catalog all of the available resources (clip art,
sound and video files) on your computer. It is a good idea to go ahead and catalog all of these
free resources. Search in: - specifies where Word will search for clip art. As long as the
check box everywhere is checked, Word will search through All Collections
 Results should be: - specified what type of file Word will search for (video, audio,
photographs, clip art). As long as the check box for All Media Types is checked, Word will
search through All Media Files.
 Moving Clips
o Once you have inserted a graphic into your document you can re-position the graphic
until it is in the appropriate location. By default, when a picture is imported into Word, it
is aligned to the left margin. However, just as you would text, you can change the
alignment so the graphic is right-aligned or centered. You can also drag the image
anywhere on the page.

 List steps to insert and set objects
 List steps to insert and set pictures
 Describe how to create and modify Diagrams and Charts
 List steps to insert Hyperlinks
 Describe how to use AutoText List
Resources
Ventage Press.
 The Basics of the Word Window , Retrieved March 11, 2010, from
Session 13: Demonstration on Printing and
Managing Documents
Prerequisites
 None
Learning Objectives
 Practice Print Envelopes
 Practice Print Labels
 Practice Use of Track Changes tool
 Practice Accepting and Rejecting Changes
 Practice Inserting Comments
 Practice View and Editing Comments
Resources Needed
 Computer
 LCD
 Handout 9.1: Monthly Budget
SESSION OVERVIEW
2 15 minutes Hands on Practice Print Envelopes
3 20 minutes Hands on Practice Print Labels
4 15 minutes Hands on Practice Track Changes tool
5 15 minutes Hands on Practice Accepting and Rejecting Changes
Hands on
6 10 minutes Inserting Comments
Practice, Buzz
Hands on
7 10 minutes View and Editing Comments
Practice, Buzz
SESSION CONTENT
Step 1: Presentation of session title and learning objectives (5 minutes)
Step 2: Printing Envelopes (15 minutes)

 To Address and Print Envelopes
 Select Tools from the main menu.
 Select Letters and Mailings Envelopes and Labels from the cascading menu. The
Envelopes and Labels dialog box will appear.
 Enter the Delivery Address. This will appear automatically if you are working with a letter
at the same time.
 Enter the Return Address.
 Click Options to set the envelope and printing options. The Envelope Options dialog box
will appear.
Figure 1: Envelopes
Source: Print Screen from Ms Word 2003
 Click the Envelope Options tab.

 Make any changes to the envelope size or font.
 Click the Printing Options tab.
 Choose the correct feed method for your printer.
 Click OK.
 Click Add to Document if you are working with a letter. This will display a version of the
completed envelope. OR
 Click Print to just print the envelope.
Activity 1: Envelopes and Labels (5 minutes)

Handout 13.1: Envelopes and Labels to complete this Challenge.
 Open the Envelopes and Labels document.

 Create a size 10 envelope with a delivery address and a return address.
 Close the document.
Step 3: Printing Labels (20 minutes)

 Word allows you to print a single mailing label or a full sheet of mailing labels.
 To Print Mailing Labels
 Select Tools from the main menu.
 Select Letters and Mailings Envelopes and Labels from the cascading menu. The
Envelopes and Labels dialog box will appear.
 Select the Labels tab.
 Enter the address in the Address: field.
 Select Full Page of same label or Single label.
Figure 3: Labels
Source: Print Screen from Ms Word 2003
 Click Options. The Labels Options dialog box will appear.

 Select the product number for the labels you are using.
 Select the printing tray.
 Click OK.
 Click New Document to view the labels in a new document. OR
 Click Print to just print the labels.
Activity 2: Complete Below Bullet (5 minutes)

ASK student to refer Envelopes and Labels from
Handout 13.1: Envelopes and Labels to complete this Challenge.
 Open the Envelopes and Labels document.

 Create a full page of address labels for ABC Construction.
 Close the document.
Step 4: Tracking Changes (15 minutes)

 The Track Changes feature of Word allows multiple people to work on a document, and for
suggested changes to be tracked.
 To Track Changes to a Document
 Select Tools Track Changes from the main menu. The Track Changes feature will be
active.
 Change the document formatting or edit the text. Notice how the changes are documented on
the screen.
Figure 4: Red Word Represent Tracking Changes

Activity: Track Changes (10 minutes)

Refer students to Handout 13.2 Cover Letter
 Open the Cover Letter document.

 Turn on the Track Changes feature.
 Insert a new paragraph.
 Delete a sentence.
 Save and close the document
Step 5: Accepting and Rejecting Changes (15 minutes)
 When you receive a Word document that has been edited using the Track Changes feature,
you will need to decide whether you want to accept or reject each of the changes.
 To Accept or Reject Changes
 Select View from the main menu.
 Select Toolbars Reviewing. The Reviewing Toolbar will appear.
Figure 4: Reviewing Toolbar
 Position your cursor next to the first proposed change.

 Click the Accept Change or Reject Change button.
 Use the Next and Previous buttons to navigate through each proposed change. Choose to
accept or reject each change.
Activity 3: Use Reviewing Toolbar to Do Below Bullets (5 minutes)

 Use the Next and Previous buttons to review the changes.
 Use the Accept Changes button to accept several proposed changes.
 Use the Reject Change button to reject several proposed changes.
Step 6: Inserting Comments (10 minutes)

 Microsoft Word provides several tools for document collaboration. One of these features
allows you to insert comments into a document and provide suggestions to the document's
author without changing the original text.
 To Insert a Comment
 Position your cursor next to the word where you would like to insert a comment.
 Select Insert Comment from the main menu. The Reviewing toolbar will appear at the top
of the page and a comment balloon will appear in the margin.
 Type your comment in the balloon.
 Click outside the balloon.
Activity 4: BUZZ (5 minutes)
 Open any Word document on your computer.
 Insert at least three comments.
Step 7: Viewing and Editing Comments (10 minutes)

 Word provides you with several document collaboration tools. One of these tools allows a
person to insert comments into a document, and a different person to view and edit those
comments.
 To View and Edit Comments
 Select View Markup from the main menu.
 View the comments in each comment balloon and decide whether to modify the document
based on the comment. Right-click each comment balloon after reviewing the comment.
 Select Delete Comment.
 Click the Next Tool on the Reviewing Toolbar to move to the next comment in the
document.
Activity 5: Buzzing (5 minutes)

 Open any word document on your computer.
 Insert at least three comments.
 Open the same document.
 View each comment balloon.
 Edit the document, as necessary.
 Delete all the comments in the document.

 To address and print envelopes: Select Tools from the main men, then Select Letters and
Mailings Envelopes and Labels from the cascading menu. The Envelopes and Labels
dialog box will appear
 The Track Changes feature of Word allows multiple people to work on a document, and for
suggested changes to be tracked. To Track Changes to a Document: Select Tools Track
Changes from the main menu. The Track Changes feature will be active.
 When you receive a Word document that has been edited using the Track Changes feature,
you will need to decide whether you want to accept or reject each of the changes. To Accept
or Reject Changes: Select View from the main menu. Select Toolbars Reviewing. The
Reviewing Toolbar will appear. Position your cursor next to the first proposed change. Click
the Accept Change or Reject Change button
 To Insert a Comment: Position your cursor next to the word where you would like to insert a
comment. Select Insert Comment from the main menu
 To View and Edit Comments: Select View Markup from the main menu. View the
comments in each comment balloon and decide whether to modify the document based on
the comment. Right-click each comment balloon after reviewing the comment. Select Delete
Comment. Click the Next Tool on the Reviewing Toolbar to move to the next comment in
the document.

 List steps to print envelopes
 List steps to labels
 List steps to use track changes tool
 Describe steps to accept and reject changes
 List steps to insert comments in a document
 How do you view and edit comments?
Reference
Ventage Press.
Handout 13.1: Envelope Labels
ABC CONSTRUCTION
1511 Main Street
Sanford, SC 37222
(999) 333-2222
January 9, 2007
Jones Distributing Company
3918 Chelsey Drive
Carrington, GA 40211
Dear Mr. Jones:
Thank you for your interest in using ABC Construction as your Consultant on the construction of
your new facility. We’d be pleased to meet with you to discuss the details of this exciting
endeavor.
Sincerely,
Handout 13.2: Envelope Labels
Date
Your name
Your address
Your address
Your telephone number
Mr. Joe Smith

Health Insurance Corporation, Inc.
Director of Sales
123 Page Street
Raleigh, NC 12345
Dear Mr. Smith:
I am interested in the administrative assistant position with Health Insurance Corporation, Inc.
(job #3456) that was advertised through www.trianglejobs.com. I am familiar with your
company because I am one of the 2.5 million North Carolinians you insure. As a group member,
I am impressed by the flexibility of your health care plans and commitment to helping people
learn how to make their health a priority. Because Health Insurance Corporation was recently
named the largest stand-alone HMO plan in the state, I understand that your need for capable
assistants is growing. Please take a moment to review some of my strengths that qualify me for
the position:
I would like to meet with you to further explore the contribution I could make at Health
Insurance Corporation, Inc. I will call you in 10 days to confirm that you've received this
package, answer any questions, and see if we can arrange a meeting or phone interview. I invite
you to call me at 213-555-1212 if you need more information. Thank you for your consideration.
Sincerely,
Your Name (Your signature)

Your Name (Typed)
Session 14: Demonstration on Excel
Windows Features
Prerequisites
 Introduction to Computer
Learning Objectives
By the end of this session, students are expected to be able to:
 Identify basic parts of the Excel window
 Practice on Creating, opening and saving workbooks
 Practice on Entering, editing and deleting data
 Practice Moving, Copying and Deleting Cell Contents
Resources Needed
 Computer
 LCD
SESSION OVERVIEW
2 20 minutes Presentation Identifying basic parts of the Excel window
3 35 minutes Hands on Practice Create, open and save workbooks
4 20 minutes Hands on Practice Enter, edit and delete data
5 20 minutes Hands on Practice Moving, Copying and Deleting Cell Contents
SESSION CONTENT
Step 2: Identifying Basic Parts of the Excel Window (20 minutes)

Activity 1: Brainstorm (5 minutes)
 ASK student: what is the difference between Excel and Word? What are some specific
purposes of Excel (as different from Word)?
 Allow for some responses.
 Summarize responses from students by explaining:
 Microsoft Excel is a spreadsheet application in the Microsoft Office Suite. A spreadsheet is
an accounting program for the computer. Spreadsheets are primarily used to work with
numbers and text. Spreadsheets can help organize information, like alphabetizing a list of
names or ordering records, or calculate and analyze information using mathematical
formulas.
 The Excel Window
o Many items you see on the Excel 2003 screen are standard in most other Microsoft
software programs like Word, PowerPoint and previous versions of Excel. Some
elements are specific to this version of Excel.
Figure 1: Microsoft excel elements
 Workbook
o Also called a spreadsheet, the Workbook is a unique file created by Excel.
Figure 2: Title bar
 The Title bar displays both the name of the application and the name of the spreadsheet.
Figure 3: Menu bar

 The Menu bar displays all the menus available for use in Excel 2003. The contents of any
menu can be displayed by clicking on the menu name with the left mouse button.
 Toolbar
o Some commands in the menus have pictures or icons associated with them. These
pictures may also appear as shortcuts in the Toolbar.
Figure 4: Toolbar
Figure 5: Column Headings
 Each Excel spreadsheet contains 256 columns. Each column is named by a letter or
combination of letters.
Figure 6: Row Headings
 Each spreadsheet contains 65,536 rows. Each row is named by a number.
Figure 7: Name Box
 Shows the address of the current selection or active cell
Figure 8: Formula Bar
 Displays information entered-or being entered as you type-in the current or active cell
 The contents of a cell can also be edited in the Formula bar.
 Cell
Figure 9: Active Cell B3
Source: print screen from Microsoft Excel
 A cell is an intersection of a column and row. Each cell has a unique cell address. In the
picture above, the cell address of the selected cell is B3. The heavy border around the
selected cell is called the cell pointer.
Navigation Buttons and Sheet Tabs
 Navigation buttons allow you to move to another worksheet in an Excel workbook. Used to
display the first, previous, next or last worksheets in the workbook.
 Sheet tabs separate a workbook into specific worksheets. A Workbook defaults to three
worksheets. A Workbook must contain at least one worksheet
 Workbooks and Worksheets

o A Workbook automatically shows in the workspace when you open Microsoft Excel
2003. Each workbook contains three worksheets. A worksheet is a grid of cells,
consisting of 65,536 rows by 256 columns. Spreadsheet information--text, numbers or
mathematical formulas--is entered in the different cells.
Figure 10: workbook
 Column headings are referenced by alphabetic characters in the gray boxes that run across
the Excel screen, beginning with the Column A and ending with Column IV.
 Rows are referenced by numbers that appear on the left and then run down the Excel screen.
The first row is named Row 1 and the last row is named 65536.
o Important Terms
 A workbook is made up of three worksheets.
 The worksheets are labelled Sheet1, Sheet2, and Sheet3.
 Each Excel worksheet is made up of columns and rows.
 In order to access a worksheet, click on the tab that says Sheet#.
The Cell
 An Excel worksheet is made up of columns and rows. Where these columns and rows
intersect, they form little boxes called cells. The active cell, or the cell that can be acted
upon, reveals a dark border. All other cells reveal a light gray border. Each cell has a name.
Its name is comprised of two parts: the column letter and the row number.
Figure 11: Cell Point
 In the following picture the cell C3, formed by the intersection of column C and row 3,
contains the dark border. It is the active cell.
Figure 12: Active
 Important Terms
o Each cell has a unique cell address composed of a cell's column and row.
o The active cell is the cell that receives the data or command you give it.
o A darkened border, called the cell pointer, identifies it.
 Moving around the worksheet
o You can move around the spreadsheet in several different ways.
o To Move the Cell Pointer
o To activate any cell, point to a cell with the mouse and click.
o To move the pointer one cell to the left, right, up, or down, use the keyboard arrow keys.
 To Scroll through the worksheet
o The vertical scroll bar located along the right edge of the screen is used to move up or
down the spreadsheet. The horizontal scroll bar located at the bottom of the screen is
used to move left or right across the spreadsheet.
Figure 13: Vertical Scrolling Bar
 The Page Up and Page Down keys on the keyboard are used to move the cursor up or down
one screen at a time. Other keys that move the active cell are Home, which moves to the first
column on the current row, and Ctrl+Home, which moves the cursor to the top left corner of
the spreadsheet or cell A1.
 To Move between worksheets
o As mentioned, each Workbook defaults to three worksheets. These worksheets are
represented by tabs-named Sheet1, Sheet2 and Sheet3-that appear at the bottom of the
Excel window.
 To Move from one worksheet to another worksheet:
o Click on the sheet tab (Sheet1, Sheet2 or Sheet 3) that you want to display
Activity 2: Icons association with Menu (Take-home assignment)

 ASK student to display the contents of every menu in the menu bar and note the icons
associated with specific menu choices
o ALLOW to try and find the matching pictures or shortcuts in the standard toolbar
o Click on each of the three worksheet tabs -- Sheet1, Sheet2 and Sheet3 --to practice
moving from sheet-to-sheet in the workbook
o Practice scrolling in the worksheet by using the Page Up (PgUp) and Page Down (PgDn)
keys
o Use the horizontal and vertical scrollbars to practice scrolling up, down, left and right in
the worksheet
Step 3: Create, Open and Save Workbooks (35 Minutes)

 Understanding File Terms
 The File menu contains all the operations that we will discuss in this lesson: New, Open, and
Close, Save and Save As.
Figure 14: Save, Save As and Close
 New-Used to create a new Workbook

 Open-Used to open an existing file from a floppy disk or hard drive of your computer
 Close-Used to close a spreadsheet
 Save As-Used when to save a new file for the first time or save an existing file with a different
name.
 Save-Used to save a file that has had changes made to it. If you close the workbook without
saving then any changes made will be lost.
 Creating a workbook
o A blank workbook is displayed when Microsoft Excel is first opened. You can type
information or design a layout directly in this blank workbook.
 To Create an Excel Workbook
o Choose File New from the menu bar.
Figure 15: Show How to Open New Worksheet

 The New Workbook task pane opens on the right side of the screen.
Figure 16: Blank Workbook
 Choose Blank Workbook under the New category heading.

 A blank workbook opens in the Excel window. The New Workbook task pane is closed.
 Saving a workbook
o Every workbook created in Excel must be saved and assigned a name to distinguish it
from other workbooks. The first time you save a workbook, Excel will prompt you to
assign a name through the Save As operation. Once assigned a name, any additional
changes made to the text, numbers or formulas need to be saved using the Save operation
 To Save a new Workbook:

o Choose File Save As from the menu bar.
Figure 17: Save As command
o The Save As Dialog Box appears.

o Click on the Save In: dropdown menu and locate where the file will be saved. Choose 3
1/2 Floppy (A:) to save the file to a floppy disk or Local Disk (C:) to save the file to
your computer.
o Type a name for your file in the File Name: box.
o Click the Save button.
Figure 18: Uses of Save As Button, Save in.
 To Save Changes Made to an Existing Workbook

o Choose File Save from the menu bar, or
o Click the Save button on the Standard toolbar.
o If you're saving the file for the first time and you do not choose a file name, Microsoft
Excel will assign a file name for you.
o It is a good idea to Save frequently when working in a spreadsheet. Losing information is
never fun! You can quickly save your spreadsheet by using the quick-key combination
Ctrl + S.
 Opening a workbook
o You can open any workbook that has previously been saved and given a name.
o To Open an Existing Excel 2003 Workbook
o Choose File Open from the menu bar.
Figure 20: Opening Workbook
The Open dialog box opens.
 In the Look in list, click the drive, folder, or Internet location that contains the file you want
to open.
 In the folder list, open the folder that contains the file. Once the file is displayed, click on the
file you want to open.
 Click the Open button.
 Closing a Workbook
o To close an existing Excel 2003 Workbook
o Choose File Close from the menu bar. The workbook in the Excel window is closed.
Figure 21: Close Workbook

 Excel 2003 will prompt you to save information if any has been typed between the last save
and the time you close the file.
Activity 3: Create a Spreadsheet (Take-home assignment)

 In this Activity you will create a spreadsheet that allows you to track your monthly income
and expenses. This file will be used in all of the remaining Excel 2003 Activities.
 Create a new blank file and save as Monthly Budget.
 Close the blank file.
 Important Reminder: If you are using a public computer, such as one at a library or
learning centre, you may not be able to use the same computer each time. It is very important
to understand the policies on saving documents to public computers. Some places do not
allow you to use floppy disks due to the risk of computer viruses. Ask someone in charge of
the public computers where you are. If you are unsure how you will keep a recent copy of the
assignment, you can always email a copy of the document to yourself when you finish
working on the document.
Step 4: Enter, Edit and Delete Data (20 minutes)

 Entering Text in a Cell
o You can enter three types of data in a cell: text, numbers, and formulas. Text is any
entry that is not a number or formula. Numbers are values used when making
calculations. Formulas are mathematical calculations.
 To Enter Data into a Cell
o Click the cell where you want to type information.
o Type the data. An insertion point appears in the cell as the data is typed.
The data can be typed in either the cell or the Formula bar.
Figure 22: Text area

Figure 23: Data being typed appears in the both active cell and in the formula bar.
Notice the Cancel and Enter buttons in the formula bar.
 Click the Enter button to end the entry and turn off the formula bar buttons.
 Excel's AutoComplete feature keeps track of previously-entered text. If the first few
characters you type in a cell match an existing entry in that column, Microsoft Excel fills in
the remaining characters for you
 Editing Information in a Cell
o Information in a spreadsheet is likely to change over time. Information can be changed in
either of two ways.
 Quick and Easy Method
o Click the cell that contains the information to be changed.
o Type the new entry. The old entry is replaced by the new entry.
o If the original entry is long and requires only a minor adjustment (in spelling, for
example), then you can directly edit the information in the cell.
 To Edit Information in a Cell
o Direct Cell Editing
o Double-click on the cell that contains the information to be changed. The cell is opened
for direct editing.
Figure 24: Direct Editing
 Make the necessary corrections.

 Press Enter or click the Enter button on the Formula bar to complete the entry.
 Formula Bar Editing
 Click the cell that contains the information to be changed.
 Edit the entry in the formula bar.
Figure 25: Editing Toolbar
 Deleting Information in a Cell

 To Delete Data that Already Appears in a Cell
 Click the cell that contains the information to be deleted.
 Press the Delete key, or
 Right-click and choose Clear Contents from the shortcut menu.
Figure 26: Clear Contents
 To Delete Data Being Typed But Not Yet Added to the Cell
o Cancel an entry by pressing the Escape key.
o Performing Undo and Redo
o Sometimes, you might do something to a spreadsheet that you didn't mean to do, like type
the wrong number in a cell. Excel 2003 allows you to undo an operation. Use the
Undo button on the Standard toolbar to recover an error. The last single action is
recoverable.
o To Undo Recent Actions (typing, formatting, etc), One at a Time
o Click the Undo button.
o To Undo Several Recent Actions at Once:
o Click the arrow next to the Undo button.
Figure 27: Microsoft Excel Reverses the Selected Action and All Actions That Appear in The
List Above it.
 Select the desired Undo operation(s) from the list.

o An Undo operation can be cancelled by applying a Redo. This is useful when an Undo
operation was mistakenly applied. Remember, a Redo is possible only if you have not
changed an Excel spreadsheet since the last Undo operation was completed:
 To Redo an Undo Operation
o Press the Redo button.
 To Redo several recent Undo actions at once:
o Click the arrow next to Redo button.
o Select the desired Redo operation from the list.
o Microsoft Excel reverses the Undo operation.
 Selecting Multiple Cells
o The currently-selected cell in Excel is called the active cell. You can also select a group
of adjacent cells, or a cell range. Many operations can be done against a cell range: move
it, copy, it, delete it or format it. A cell range can be defined in different ways: select a
specific range of cells, select multiple columns or rows, or select the entire worksheet.
 To Select a Range of Cells
o Move to the first cell in the range.
o The mouse pointer becomes a large cross.
o Click-and-hold the left mouse button and drag left or right, up or down to the last cell you
want to select.
o Release the mouse button.
Figure 28: The Cells You Selected are Shaded.
 To Select All Cells in a Column or Row

 Click the gray Column heading to select the entire column. (Click and drag the cursor across
other column headings to select those columns).
Figure 29: How to Select Column
 Click the gray Row heading to select the entire row. (Click and drag the cursor down through
the row headings select those rows).
Figure 30: How to Select Row
 To Select the Entire Worksheet:

o Click the gray rectangle in the upper left corner to select entire worksheet.
Figure 31: How to Select Entire Worksheet
 If the cells and columns you want to select are not directly next to one another, select one of
the ranges you want to select, and hold down the Control key while selecting other ranges.
Figure 31: Selected Area
Activities 4: Monthly bills (Take-home assignment)
Refer Handout 14.1: Monthly Budget.
 Type the following data in the spreadsheet

o In cell A1, type Monthly Budget.
o In cell A2, type Rent or Mortgage.
o In cell A3, type Car Payment.
o In cell A4, type Cable.
o In cell A5, type Power.
o In cell A6, type Phone.
o In cell A7, type Insurance.
o In cell A8, type Credit Cards.
o In cell A9, type Groceries.
o In cell A10, type Gas.
o Type your other monthly bills in Column A, cells A11-A14 (if you have any)
o Type Total Monthly Expenses in cell A15
o Type Income in cell A16
o Type Savings in cell A17
o Save and close the Monthly Budget file
Step 5: Moving, Copying and Deleting Cell Contents (20 minutes)

 Cut, copy, paste defined
 Cut, Copy and Paste are very useful operations in Excel. You can quickly copy and/or cut
information in cells (text, numbers or formulas) and paste them into other cells. These
operations save you a lot of time from having to type and retype the same information.
The Cut, Copy and Paste buttons are located on the Standard toolbar.
Figure 32: The Cut, Copy and Paste operations also appear as choices in the Edit menu:

The Cut, Copy and Paste operations can also be performed through shortcut keys:
Cut Ctrl+X
Copy Ctrl+C
Paste Ctrl+V
 Copy and Paste Cell Contents

o The Copy feature allows you to copy selected information from the spreadsheet and
temporarily place it on the Clipboard, which is a temporary storage file in your
computer's memory. The Paste feature allows you to select any of the collected items on
the Clipboard and paste it in a cell of the same or different spreadsheet.
 To Copy and Paste:

o Select a cell or cells to be duplicated.
o Click on the Copy button on the standard toolbar.
o The border of the copied cell(s) takes on the appearance of marching ants.
Figure 33: Marching Ants Appear
 Click on the cell where you want to place the duplicated information. The cell will be
highlighted. If you are copying contents into more than one cell, click the first cell where
you want to place the duplicated information.
 Press the Enter key. Your information is copied to the new location.
 Be careful if you paste copied cell information into cells that already contain data. If you do,
the existing data is overwritten.
 You can copy information from many different sources including Web sites, emails or other
Office applications like Word and PowerPoint and paste it into an Excel spreadsheet.
 Cut and Paste Cell Contents
o The Cut feature allows you to remove information from cells in the spreadsheet.
Information that is cut can be pasted in another cell, as long as the pasting occurs before
you perform another operation. If you don't paste the cut information immediately, it is
removed from the Office clipboard.
 To Cut and Paste:
o Select a cell or cells to be cut.
o Click on the Cut button on the Standard toolbar.
o The information in the cell is deleted.
o The border of the cut cell(s) take on the appearance of marching ants.
o Click on the cell where you want to place the duplicated information. The cell will be
highlighted. If you want to paste the contents into more than one cell, click the first cell
where you want to place the duplicated information.
o Press the Enter key. Your information is pasted to the new location. You do not have to
paste information that has been cut. You can use Cut to delete information from a cell.
o Moving Information Using Drag-and-Drop
o Another way to move information from one cell to another is to use the drag-and-drop
method. You use the cursor to point to the information to be moved and then drag the cell
to its new location.
 To Use Drag and Drop
o Highlight and select the cell(s) you want to move to a new location.
o Position the mouse pointer near one of the outside edges of the selected cell(s). The
mouse pointer changes from a large, white cross and becomes a slender, black cross with
arrows at all ends.
 Keep the mouse pointer on the outer edge of the selected cell, click and hold the left mouse
button and drag the cell(s) to a new location.
 Release the mouse button to move the information to its new location.
Refer to activity 4: Monthly Budget.
Activities 5: Monthly Bills (Take-home assignment)

 ASK student to refer to Handout 14.1 Monthly Budget.
 Move the word Insurance from cell A7 to A4 and the word Cable from A4 to A7 using the
cut, copy, and paste, and drag and drop features you learned in this lesson.
 Type January in C2.
 Type the corresponding amounts for your monthly expenses and income in Column C.
 In cell C3, type your rent/mortgage bill amount
 In cell C4, type your Car Payment amount
 In cell C5, type your Car Payment amount
 In cell C6, type your Power bill amount
 In cell C7, type your Phone bill amount
 In cell C8, type your Cable bill amount
 In cell C9, type your Credit Card bill amount
 In cell C10, type your Grocery/Food bill estimate
 In cell C11, type your Gas bill estimate
 In cells C12 - C16, type the amount of any additional bills you have listed
 In cell C17, type your Income
 Save and close the Monthly Budget file
Note: Be sure to leave cells C15 and C17 blank

 Spreadsheets can help organize information, like alphabetizing a list of names or ordering
records, or calculate and analyze information using mathematical formulas.
 Every workbook created in Excel must be saved and assigned a name to distinguish it from
other workbooks.
 You can enter three types of data in a cell: text, numbers, and formulas
 You can quickly copy and/or cut information in cells (text, numbers or formulas) and paste
them into other cells.

 What are the tasks of the following Excel window parts:
 Title bar, Menu bar, Toolbar, Formula Bar?
 List steps on how to create, open and save workbooks
 List steps in entering, edit and delete data in worksheet
 List steps in moving, copying and deleting cell contents in worksheet
Reference
Ventage Press.
Handout 14.1: Monthly Budget
Figure
Session 15: Demonstration on Creating
Formulas in Excel
Prerequisites
Learning Objectives
By the end of this session, students are expected to be able to:
 Practice on Creating Simple Formulas
 Practice on Creating Complex Formulas
 Practice on Use of functions
Resources Needed
 Computer.
 LCD.
 Handout 15.1 Monthly Budget spreadsheet
SESSION OVERVIEW
2 30 minutes Hands on Practice Create Simple Formulas
3 30 minutes Hands on Practice Create Complex Formulas
4 35 minutes Hands on Practice Use functions
SESSION CONTENT
Step 2: Create Simple Formulas (30 minutes)

 ASK student: What are formulas?
 ALLOW for some responses.
 SUMMARIZE and go to information below for formulas.
Formulas
In school, you learned formulas used to calculate math problems. Microsoft Excel uses these
same formulas to perform calculations in a spreadsheet.
A formula can be a combination of values (numbers or cell references) and math operators (+,
-, /, *, =) into an algebraic expression. Excel requires every formula to begin with an equal sign
(=).
The following table illustrates the mathematical operators learned in school and those
represented in Excel 2003.
School Excel 2003

Addition + +
Subtraction - -
Multiplication X *
Division ÷ /
Equals = =
 The result of a formula-the answer to 2+3, for example-displays in the cell on the Excel
worksheet. The formula is visible only in the formula bar. A formula's result will change as
different numbers are entered into the cells included in the formula's definition.
 Creating a Simple Addition Formula

o A simple formula in Excel contains one mathematical operation only: one number plus a
second number equals a third number. Writing a simple formula is really no more
difficult than that: 1+1. The only difference in Excel is that all formulas must begin with
the equal sign (=). It is not enough to type 1+1 in Excel because what will appear in the
cell is "1+1." You must begin the equation with an equal sign, or =1+1. This holds true
for any formula, simple or complicated, that adds, subtracts, multiplies or divides.
o Let's add two numbers to create a third, 128+345=473. In Excel, this would be expressed
by the formula, =128+345, as shown below.
Figure 1: Example of Simple Mathematics

 To Create a Simple Formula that Adds Two Numbers
o Click the cell where the formula will be defined.
o Type the equal sign (=) to let Excel know a formula is being defined.
o Type the first number to be added (128, for example)
o Type the addition sign (+) to let Excel know that an add operation is to be performed.
o Type the second number to be added (345, for example
o Press Enter or click the Enter button on the Formula bar to complete the formula.
 Creating a Simple Addition Formula (continued)

o But what if a column contains many numbers, each of which regularly changes? You
don't want to write a new formula each time a number is changed. Luckily, Excel 2003
lets you include cell references in formulas.
o A formula can add the value of two cells-B2 and B3, for example. Type any two values
in these two cells and the formula will adjust the answer accordingly.
o Using this method to calculate two numbers-128 and 345, for example-requires that you
type 128 in cell B2, for example, and 345 in cell B3. The Excel formula, =B2+B3, would
then be defined in cell B4.
Figure 2: Show Formula and Total
 To Create a Simple Formula that Adds the Contents of Two Cells:

o Type the numbers you want to calculate in separate cells (for example, type 128 in cell
B2 and 345 in cell B3).
o Click the cell where the answer will appear (B4, for example).
o Type the cell number that contains the first number to be added (B2, for example).
o Type the cell number that contains the first number to be added (B3, for example).
 Creating a Simple Subtraction Formula Using the Point-and-Click Method
o Formulas can be created by using either numbers or cell references in the definition. You
can also use the mouse to select the cells to be used in the formula instead of typing the
cell number or cell reference. Using this method, we are going to write a simple formula
that subtracts one cell from another: =B3-B2.
Figure 3: Subtraction Formula
 To Create a Simple Formula using the Point and Click Method

o Click on the first cell to be included in the formula (B3, for example).
o Type the subtraction sign (-) to let Excel know that a subtraction operation is to be
performed.
o Click on the next cell in the formula (B2, for example).
o If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is
entered.
 Creating Simple Multiplication Formulas

o Creating multiplication formulas is very similar to addition and subtraction formulas. To
multiply two cells the formula, B2 and B3, you would need to insert a multiplication
operator * between them, =B2*B3.
Figure 3: Multiplication Formula
 To Create a Simple Formula that Multiplies the Contents of Two Cells

o Type =
o Type a mathematical operator (Ex: the multiplication symbol *). The operator displays
in the cell and Formula bar.
entered.
 Creating Simple Division Formulas

o Creating division formulas is very similar to the addition, subtraction and multiplication
formulas. To divide the contents of cell B2 by cell B3, you would need to insert a
division operator / between them, =B2/B3.
Figure 4: Divides Formula
 To Create a Simple Formula that Divides One Cell by Another

o Type a mathematical operator (Ex: the division symbol /). The operator displays in the
cell and Formula bar.
entered.
o Very Important: Press Enter or click the Enter button on the Formula bar. This step
ends the formula.
Activities 2: Monthly bills1 (Take-home assignment)

 ASK student to use monthly Budgets to accomplish the task below:
 Add cells C2 through C10 using a handheld calculator, the calculator on your computer, or
pencil and paper.
 If you included additional monthly bills in cells C11 through 14, add cells C2 through C14
together to get your total monthly expenses
Monthly Budget
 How long did it take you to add all those numbers? Well, in the next three modules you will
learn how Excel can do the math for you!
 Type the total you came up with in cell C15.
 Type a subtraction formula in C17 that subtracts the amount in C15 from the amount in C16.
 Save and close the Monthly Budget file
Step 3: Create Complex Formulas (30 Minutes)

 Complex Formulas Defined
 Simple formulas have one mathematical operation. Complex formulas involve more than
one mathematical operation.
 The order of mathematical operations is very important. If you enter a formula that contains
several operations--like adding, subtracting and dividing--Excel 2003 knows to work those
operations in a specific order. The order of operations is:
 Operations enclosed in parenthesis
 Exponential calculations (to the power of)
 Multiplication and division, whichever comes first
 Addition and subtraction, whichever comes first
 Using this order, let us see how the formula 120/ (8-5)*4-2 is calculated in the following
picture:
 Let's take a look at another example:
o 2*(6-4) =?
o Is the answer 8 or 4? Well, if you ignored the parentheses and calculated in the order in
which the numbers appear, 2*6-4, you'd get the wrong answer, 8. You must follow the
order of operations to get the correct answer.
 To Calculate the Correct Answer:
o Calculate the operation in parenthesis (6-4), where the answer is 2.
o Multiply the answer obtained in step #1, which is 2, to the numeric 2* that opened the
equation. In other words, multiply 2*2.
o The answer is 4.
o When using formulas with cell references, the results change each time the numbers are
edited.
o Remember: In Excel, never do math "in your head" and type the answer in a cell where
you would expect to have a formula calculate the answer.
 Complex Formulas Defined (continued)
o Before moving on, let's explore some more formulas to make sure you understand the
order of operations by which Excel calculates the answer.
5*3/2 Multiply 5*3 before performing the division operation because the
multiplication sign comes before the division sign. The answer is 7.5.
5/3*2 Divide 5/3 before performing the multiplication operation because the division
sign comes before the multiplication sign. The answer is 3.333333.
5/(3*2) Perform the operation in parentheses (3*2) first and divide 5 by this result.
The answer is 0.833333.
5+3-2 Add 5+3 before performing the subtraction operation because the addition
sign comes before the subtraction sign. The answer is 6.
5-2+3 Subtract 5-2 before performing the addition operation because the subtraction
sign comes before the addition sign. The answer is 6.
5-2*3 Multiply 2*3 before performing the subtraction operation because the
multiplication sign is of a higher order than the subtraction sign. The answer is
-1.
(5-2)*3 Perform the operation in parenthesis (5-2) first and then multiply by 3. The
answer is 9.
 Creating Complex Formulas

o Excel 2003 automatically follows a standard order of operations in a complex formula. If
you want a certain portion of the formula to be calculated first, put it in parentheses.
o If we wanted to add the contents of cell B2 and cell B3, for example, and then take that
answer and multiply it by the data in cell A4, then we would need to define the following
formula: =(B2+B3)*A4.
Figure 5: Complex Formula Box
 Enter the numbers you want to calculate.

o Click the cell where you want the formula result to appear.
o Type an open parenthesis, or (
o Click on the first cell to be included in the formula (cell B2, for example).
o Click on the second cell in the formula. The reference B3 displays where you want your
result.
o End the B2+B3 operation by adding the close parenthesis, or )
o Type the next mathematical operator, or the multiplication symbol (*) to let Excel know
that a multiply operation is to be performed.
o Click on the third cell to be included in the formula, cell A4.
o Very Important: Press Enter or click the Enter button on the Formula bar. This
step ends the formula.
o Try changing one of the values in the formula and watch the answer to the formula
change.
 Filling Formulas to Other Cells
o Sometimes, you will write a formula that gets used a lot in different places of a
worksheet. For example, a spreadsheet may contain several columns of numbers. Each
column will contain a formula that adds all the numbers in it. You could write the
formula several times, once in each column. Or you could copy-and-paste it into each
column. The fill formula method allows you to copy a formula and fill it into many
different consecutive cells at the same time.
o The mouse pointer changes to a black crosshair when passed over the fill handle, or the
square box in the lower right corner of the cell.
Figure 6: Filling Formulas to Other Cell
 To Use the Fill Handle to Copy a Formula to a Surrounding Cell

o Click on the cell that contains the formula to be copied.
o Position the mouse pointer over the fill handle.
o Click and hold the left mouse button, and then drag the contents to the cell that's to
receive the fill formula.
o Release the mouse button.
o Select the Copy Cells option in the fill formula drop-down menu.
Figure 7: Fill Handle to Copy a Formula
 The cell references in a formula are automatically updated when the formula is copied to
other cells in the spreadsheet.
 You can also use copy and paste to copy a formula to other cells. Click next to learn more
about the copy and paste method.
 Copy and Paste Formulas
o The process to copy and paste a formula is identical to that process used to copy and
paste text.
 To Copy and Paste a Formula

o Select the cell that contains the formula to be copied.
o Click the Copy button. Marching "ants" appear around the copied cell(s).
Figure 8: Marching ants appear
 Select the cell where the copied formula is to be pasted.

 Press the Enter key. The formula is copied to the new location.
 Revising Formulas
o You can revise any formula that was previously written in a worksheet.
 To Revise a Formula using the Keyboard
o Double-click the cell that contains the formula you want to revise.
o The cursor can now move left and right between the values in the formula in cell B5.
Figure 9: To Replace Cell

 Make the necessary changes to the formula.

 Press the Enter key or click the Enter button to accept the new formula.
 Creating an Absolute Reference
o In earlier lessons we saw how cell references in formulas automatically adjust to new
locations when the formula is pasted into different cells.
o Sometimes, when you copy and paste a formula, you don't want one or more cell
references to change. Absolute reference solves this problem. Absolute cell references in
a formula always refer to the same cell or cell range in a formula. If a formula is copied
to a different location, the absolute reference remains the same.
o An absolute reference is designated in the formula by the addition of a dollar sign ($). It
can precede the column reference or the row reference, or both. Examples of absolute
referencing include:
$A$2 The column and the row do not change when copied.
A$2 The row does not change when copied.
$A2 The column does not change when copied.
 To Create an Absolute Reference

o Enter the numbers you want to calculate (e.g., 34,567 in cell B2 and 1,234 in cell B3).
o Then, create a simple formula (=B2+B3).
Figure 10: Simple Formula

 To create an absolute reference in the formula just created, insert a $ value before the B
(column reference) and 2 (row reference) in the reference to B2 so the new formula reads,
(=$B$2+B3)
Figure 11: Absolute Column and Absolute Row Reference
 Copy and Paste the formula to another adjacent cell. The formula now includes an absolute
reference to B2, (=$B$2+D3).
Figure 12: Copy and Paste Formula
Activities 3: Monthly Budget (Take-home assignment)
Refer students to Handout 15.1 Monthly Budget spreadsheet.
 Fill the formula defined in cell C17 to D17 through N17.

 Type Percent Saved in A18.
 Write a formula in C18 that divides your monthly Savings amount (C17) by your monthly
Income (C16).
 Save and close the Monthly Budget spreadsheet.
Step 4: Using Functions (35 minutes)

 Using Functions
 A function is a pre-defined formula that helps perform common mathematical functions.
Functions save you the time of writing lengthy formulas. You could use an Excel function
called Average, for example, to quickly find the average of range of numbers. Or you could
use the Sum function to find the sum of a cell range. Excel 2003 contains many different
functions.
 Each function has a specific order, called syntax, which must be strictly followed for the
function to work correctly.
 Syntax Order:
o All functions begin with the = sign.
o After the = sign define the function name (e.g., Sum).
o One or more arguments-numbers, text or cell references-enclosed by parentheses. If
there is more than one argument, separate each by a comma.
o An example of a function with one argument that adds a range of cells, B3 through B10:
o An example of a function with more than one argument that calculates the average of
numbers in a range of cells, B3 through B10, and C3 through C10:
o Excel literally has hundreds of different functions to assist with your calculations.
Building formulas can be difficult and time-consuming. Excel's functions can save you a
lot of time and headaches.
 Excel's Different Functions
o There are many different functions in Excel 2003. Some of the more common functions
include:
 Statistical Functions
 SUM - summation adds a range of cells together.
 AVERAGE - average calculates the average of a range of cells.
 COUNT - counts the number of chosen data in a range of cells.
 MAX - identifies the largest number in a range of cells.
 MIN - identifies the smallest number in a range of cells.
 Financial Functions
 Interest Rates
 Loan Payments
 Depreciation Amounts
 Date and Time functions:
 DATE - Converts a serial number to a day of the month
 Day of Week
 DAYS360 - Calculates the number of days between two dates based on a 360-day
year
 TIME - Returns the serial number of a particular time
 HOUR - Converts a serial number to an hour
 MINUTE - Converts a serial number to a minute
 TODAY - Returns the serial number of today's date
 MONTH - Converts a serial number to a month
 YEAR - Converts a serial number to a year
 You don't have to memorize the functions but should have an idea of what each can
do for you.
 Finding the Sum of a Range of Data
o The AutoSum function allows you to create a formula that includes a cell range-many
cells in a column, for example, or many cells in a row.
Figure 13: AutoSum function
 To Calculate the AutoSum of a Range of Data

o Type the numbers to be included in the formula in separate cells of column B (Ex: type
128 in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell B5 and 187 cell B6).
o Click on the first cell (B2) to be included in the formula.
o Using the point-click-drag method, drag the mouse to define a cell range from cell B2
through cell B6.
o On the Standard toolbar, click the Sum button.
o The sum of the numbers is added to cell B7, or the cell immediately beneath the defined
range of numbers.
Figure 14: formula, =SUM (B2:B6), has been defined to cell B7.
 Finding the Average of a Range of Numbers

o The Average function calculates the average of a range of numbers. The Average
function can be selected from the AutoSum drop-down menu.
o To Calculate the Average of a Range of Data
o Type the numbers to be included in the formula in separate cells of column B (Ex: type
128 in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell B5 and 187 cell B6).
o Click on the first cell (B2) to be included in the formula.
o Using the point-click-drag method, drag the mouse to define a cell range from cell B2
through cell B6.
o On the Standard toolbar, click on the drop-down part of the AutoSum
button.
o Select the Average function from the drop-down Functions list.
o The average of the numbers is added to cell B7, or the cell immediately beneath the
defined range of numbers.
Figure 15: Average Function from the Drop-Down
Figure 16: Notice the Formula, =AVERAGE (B2:B6), Has Been Defined To Cell B7.
 Accessing Excel 2003 Functions

o To Access Other Functions in Excel
 Using the point-click-drag method, select a cell range to be included in the formula.
 On the Standard toolbar, click on the drop-down part of the AutoSum button.
 If you don't see the function you want to use (Sum, Average, Count, Max, Min),
display additional functions by selecting More Functions.
 The Insert Function dialog box opens.
 There are three ways to locate a function in the Insert Function dialog box
Figure 17: Accessing Excel 2003 Functions
 You can type a question in the Search for a function box and click GO, or
 You can scroll through the alphabetical list of functions in the Select a function field, or
 You can select a function category in the Select a category drop-down list and review the
corresponding function names in the Select a function field.
Figure 18: Search for a Function Box
 Select the function you want to use and then click the OK button.
Activities 4: Monthly Budget 2 (Take-home assignment)

Refer s students to Handout 15.1: Monthly Budget spreadsheet
 Type the following in Row 1
February in D1
March in E1
April in F1
May in G1
June in H1
July in I1
August in J1
September in K1
October in L1
November in M1
December in N1
Total in O1.
Type the amount of your expenses in each cell in Column D (cells 2 through 17), just like you
did with Column C in a previous challenge.
Delete the number in C15.
Type a function in cell C15 that adds the range of cells, C2 through C14.
Fill the formula from C15 to D15 through O15.
Type your Income for the month of February in D16.
Type a formula in O17 that adds your savings for the year. Since you have only entered data for
the month of January and February, this amount indicates your savings for the two months.
Save and close the Monthly Budget spreadsheet.

 A formula can be a combination of values (numbers or cell references) and math operators
(+, -, /, *, =) into an algebraic expression. Excel requires every formula to begin with an
equal sign (=).
 The order of mathematical operations is very important. If you enter a formula that contains
several operations--like adding, subtracting and dividing--Excel 2003 knows to work those
operations in a specific order. The order of operations is:
 Operations enclosed in parenthesis
 Exponential calculations (to the power of)
 Multiplication and division, whichever comes first
 Addition and subtraction, whichever comes first
 Each function has a specific order, called syntax, which must be strictly followed for the
function to work correctly. Syntax Order:
 All functions begin with the = sign.
 After the = sign define the function name (e.g., Sum).
 One or more arguments-numbers, text or cell references-enclosed by parentheses. If there is
more than one argument, separate each by a comma.

 When is the equal sign (=) used?
 What is the order of mathematical operations?
 If there is more than one argument, how do you separate them?
Reference
Ventage Press.
Handout 15.1: Monthly Budget spreadsheet
Session 16: Demonstration on Dealing with
Excel Cells
Prerequisites
Learning Objectives
 Practice on Inserting and Deleting Cells
 Practice on Managing Text and Cell Alignments
 Practice on Formatting Numbers
 Apply Font, Colour and Borders to Cells
Resources Needed:
 Computer
 LCD
SESSION OVERVIEW
2 20 minutes Hands on Practice Inserting and Deleting Cells
3 20 minutes Hands on Practice Managing Text and Cell Alignments
4 25 minutes Hands on Practice Format Numbers
5 30 minutes Hands on Practice Applying Font, Colour and Borders to Cells
SESSION CONTENT
Step 2: Inserting and Deleting Cells (20 minutes)

Activity 1: Brainstorming (5minutes)
 ASK student what is a cell in excel worksheet?
 WAIT for some responses
 Summarize by explaining that a cell is
 Inserting a cell
o When working in an Excel 2003 worksheet, you may need to insert or delete cells
without inserting or deleting entire rows or columns.
 To Insert Cells
o Select the location where the new cell(s) should be inserted. It can be a single cell or a
range of cells.
o Right-click and choose Insert. Note: You could also choose Insert Cell on the menu
bar.
Figure 1: Inserting A Cell
 The Insert dialog box opens. Select either:

 Shift cells right to shift cells in the same row to the right.
 Shift cells down to shift selected cells and all cells in the column below it downward.
Figure 2: Inserting Dialog Box

 Choose an option and click the OK button.

 Your result displays in the spreadsheet.
Figure 3: Inserted Figure
 Deleting a cell
o To Physically Delete the Cell from the Spreadsheet
o Right-click and choose Delete.
Figure 4: Deleting Cell
o The Delete dialog box opens. Select either:

 Shift cells left to shift cells in the same row to the left.
 Shift cells up to shift selected cells and all cells in the column above it upward.
Figure 5: Shifting Cell

o Choose an option and click the OK button.

o Your result displays in your spreadsheet.
 Merging cells
o In Excel 2003, you have another alignment option available to you: merge and center.
This is performed when you want to select one or more cells and merge them into a larger
cell. The contents will be centered across the new merged cell.
o The picture below shows why we might want to merge two cells. The spreadsheet
presents Last Month and This Month Sales and Expenses for Sally. Notice that Sally's
name appears above the Last Month column. To evenly centre Sally's name across the
two cells we would perform a merge and centre.
Figure 6: Merging Cell
 To Merge Two Cells into One

o Select the cells that you want to merge. It can be cells in a column, row or both columns
and rows.
o Click the Merge and Center button on the standard toolbar.
Figure 7: Merging Cell More Than Two

The two cells are now merged into one.
Refer students to Handout 16.1: Monthly Budget

Insert a blank row above the current Row 1, which contains the months of the year.
Type My Budget in A1.
Use the merge and center function to center My Budget over Columns A through N.
Save and close the document.
Step 3: Manage Text and Cell Alignments (20 minutes)

 Using the Standard Toolbar to Align Text and Numbers in Cells
 You've probably noticed by now that Excel 2003 left-aligns text (labels) and right-aligns
numbers (values). This makes data easier to read.
Figure 8: Align and Numbers in cells

 You do not have to leave the defaults. Text and numbers can be defined as left-aligned, right-
aligned or centered in Excel 2003. The picture below shows the difference between these
alignment types when applied to labels.
 Text and numbers may be aligned using the left-align, center and right-align buttons of the
Formatting toolbar:
 To Align Text or Numbers in a Cell

o Select a cell or range of cells
o Click on the Left-Align, Center or Right-Align buttons in the standard toolbar.
o The text or numbers in the cell(s) take on the selected alignment treatment.
 Changing Horizontal Cell Alignment
o We've previously seen how to align text or numbers using the left-align, center and right-
align buttons in the standard toolbar. You can also define alignment in the Alignment tab
of the Format Cells dialog box.
Figure 9: Horizontal Alignment

 The Horizontal section features a drop-down that contains the same left, center, and right
alignment options in the picture above and several more:
 Fill-"Fills" the cell with the current contents by repeating the contents for the width of
the cell.
 Justify-If the text is larger than the cell width, Justify wraps the text in the cell and
adjusts the spacing within each line so that all lines are as wide as the cell.
 Center Across Selection-Contents of the cell furthest to the left are centered across the
selection of cells. Similar to merge and center, except the cells are not merged
 To Change Horizontal Alignment using the Format Cells Dialog Box

o Select a cell or range of cells.
o Choose Format Cells from the menu bar.
Figure 10: Format-Cell Option
o (You could also right-click and choose Format Cells from the shortcut menu)
o The Format Cells dialog box opens.
o Click the Alignment tab.
Figure 11: Alignment Text Option

o Click the Horizontal drop-down menu and select a horizontal alignment treatment.
o Click OK to apply the horizontal alignment to the selected cell(s).
 Changing Vertical Cell Alignment

o You can also define vertical alignment in a cell, similar to how it is done for horizontal
alignment. In Vertical alignment, information in a cell can be located at the top of the
cell, middle of the cell or bottom of the cell. The default is bottom.
Figure 12: Vertical Alignment view
 To Change Vertical Alignment using the Format Cells Dialog Box:

o Choose Format Cells from the menu bar
o (You could also right-click and choose Format Cells from the shortcut menu.)
o Click the Vertical drop-down menu and select a vertical alignment treatment.
o Click OK to apply the vertical alignment to the selected cell(s).
 Changing Text Control
o Text Control allows you to control the way Excel 2003 presents information in a cell.
There are three types of Text control: Wrapped Text, Shrink-to-Fit and Merge Cells.
Figure 14: Text Control
o The Wrapped Text wraps the contents of a cell across several lines if it's too large than
the column width. It increases the height of the cell as well.
o Shrink-to-Fit shrinks the text so it fits into the cell; the more text in the cell the smaller it
will appear in the cell.
o Merge Cells can also be applied by using the Merge and Center button on the
standard toolbar.
 To Change Text Control using the Format Cells Dialog Box
o Click on either the Wrapped Text, Shrink-to-Fit or Merge Cells check boxes-or any
combination of them-as needed.
o Click the OK button.
 Changing Text Orientation
o The fourth type of cell alignment in the Format Cells dialog box is Text Orientation,
which allows text to be oriented 90 degrees in either direction up or down.
Figure 15: Changing Text Orientation
 To Change Text Orientation using the Format Cells Dialog Box

o Select a cell or cell range to be subject to text control alignment.
o Increase or decrease the number shown in the Degrees field or spin box.

Refer students to Handout 16:1 Monthly Budget
Center the text horizontally in Column A and Row 2.

Apply a distributed vertical text alignment to Row 2.
Save your document.
Use the text control and text orientation features so that you are familiar with them.
Close the document without saving any of the formatting from the text control and text
orientation features.
Step 4: Formatting Numbers (25 minutes)

 Formatting Numbers in the Format Cells Dialog Box
 Numbers in Excel can assume many different formats: Date, Time, Percentage or Decimals.
 To Format the Appearance of Numbers in a Cell
 Select a cell or range of cells.
 Choose Format Cells from the menu bar.
Figure 16: Formatting Option
 (You could also right-click and choose Format Cells from the shortcut menu.)
 The Format Cells dialog box opens.
 Click the Number tab.
 Click Number in the Category drop-down list.

 Use the Decimal places scroll bar to select the number of decimal places (e.g., 2 would
display 13.50, 3 would display 13.500).
 Click the Use 1000 Separator box if you want commas (1,000) inserted in the number.
 Use the Negative numbers drop-down list to indicate how numbers less than zero are to be
displayed.
 Click the OK button.
Figure 13: Formatting Cells

 Formatting Date in the Format Cells Dialog Box

o The date can be formatted in many different ways in Excel 2003. Here are a few ways it
can appear:
o October 6, 2003
o 10/06/03
o 10-Oct-03
 To Format the Appearance of a Date in a Cell:
o Click the bullet one to three tab.
o Click Date in the Category drop-down list.
o Select the desired date format from the Type drop-down list.
Figure 14: Formatting Date
 Formatting Time in the Format Cells Dialog Box

o The time can be formatted in many different ways in Excel 2003. Here are a few ways it
can appear:
o 13:30
o 1:30 PM
 To Format the Appearance of Time in a Cell
o Select the range of cells you want to format.
o Click the Number tab.
o Click Time in the Category drop-down list.
o Select the desired time format from the Type drop-down list.
Figure 15: Formatting Time

 Formatting Percentage in the Format Cells Dialog Box
o There may be times you want to display certain numbers as a percentage. For example,
what percentage of credit cards bills account for your total monthly expenses?
 To Express Numbers as a Percentage in a Spreadsheet
Figure 16: Formatting cells Dialog box

o Click the Number tab.
o Click Percentage in the Category drop-down list.
Figure 17: Formatting Percentage
 Define the Decimal Places that will appear to the right of each number.
 Click the OK button.
Figure 18: Completed Formatted Percentage
Step 5: Applying Font, Colour and Borders To Cells (30 minutes)

 Change font type, size and colour
o In Excel 2003 a font consists of three elements: Typeface or the style of the letter; Size
of the letter; and Colour of the letter. The default font in a spreadsheet is Arial 10
points, but the typeface and size can be changed easily.
 Selecting a Font Typeface
o The amount of typefaces available for use varies depending on the software installed on
your computer.
Figure 19: Box for Different Font
 To Apply a Typeface to Information in a Cell

o Click on the down arrow to the right of the Font Name list box on the Formatting
toolbar.
Figure 20
Figure 20: A Drop-Down List Of Available Fonts Appears.
o Click on the Typeface of your choice.

o The selection list closes and the new font is applied to the selected cells.
 Change font type, size and colour (continued)
o To Apply a Font Size to Information in a Cell
 The "Font Size" list varies from typeface to typeface. The Arial font sizes, for
example, are 8, 9, 10, 11, 12, 14, 16, 18, 20, 22, 24, 26, 28, 36, 48, and 72.
Figure 21: Example of Different Font Size
 Select a cell or range of cells.

 Click on the down arrow to the right of the font size list box on the Formatting
toolbar.
Figure 22: A Drop Down List of Available Font Sizes Appears.
 Click on the Font Size of your choice.

 The selection list closes and the new font size is applied to the selected cells.
 Change font type, size and colour (continued)

o To Apply Colour to Information in Cells
o Click on the down arrow to the right of the font Colour list box.
Figure 23: A drop-down list of available Colours appears.
o Click on the Colour of your choice.

o The selection list closes and the new font Colour is applied to the selected cells.
 Underline, italics and bold

o In addition to the typeface, size and Colour, you can also apply Bold, italics, and/or
underline font style attributes to any text or numbers in cells.
 To Select a Font Style

o Click on any of the following options on the Formatting toolbar.
o Bold button (Ctrl + B).
o Italics button (Ctrl + I).
o Underline button (Ctrl + U).
o The attribute(s) selected (bold, italics, or underline) are applied to the font.
o The Bold, Italics, and Underline buttons on the Formatting toolbar are like toggle
switches. Click once to turn it on, click again to turn it off.
 Design and apply styles

o Styles can save a lot of time when formatting a spreadsheet. A Style is a unique
collection of font attributes (Number, Alignment, Font, Border, Patterns and Protection).
Many different styles can be created in a spreadsheet, each with different attributes and
names. When applied to a cell, information in it resembles the attributes defined for that
style.
 To Apply a style
o Select the cell or range of cells.
o Choose Format Style from the menu bar.
Figure 24: Formatting Style Box
Figure 25: Select A Style From The Style Name Drop-Down List.
 You can change the style attributes (Number, Alignment, Font, Border, Patterns and
Protection) for any Style Name.
 You can create new styles by clicking on the Add button in the Style dialog box.
 Adding a border to cells

o Borders can be applied to cells in your worksheet in order to emphasize important data
or assign names to columns or rows.
o To Add a Border to a Cell or Cell Range
o Click on the down arrow next to the Borders button.
o The Border drop-down appears.
o Choose a borderline style from the Border drop-down menu.

o The selected cells display the chosen border.
 Adding Colour to Cells

o Colours can be applied to cells in your worksheet in order to emphasize important data or
assign names to columns or rows.
 To Add Colour to a Cell

o Click the down arrow next to the Fill Colour button. A Fill Colour drop-down menu
displays.
Figure 26: Figure 27: Choose a Fill Colour From The Fill Colour Drop-Down Menu.

ASK student to refer example Handout 14.1
ALLOW them to do first the compare with Handout
Bold the words My Budget in Row 1 and change the font to Verdana, size 14.
Format the other labels (Rent, Car Payment, Insurance, etc.) as Arial, bold, size 10.
Use AutoFit to format Columns A, J, L, and M.
Change the font Colour of all your expenses to RED.
Change the font Colour of all your income to GREEN.
Apply at least one border.

 When working in an Excel 2003 worksheet, you may need to insert or delete cells without
inserting or deleting entire rows or columns.
 Text and numbers can be defined as left-aligned, right-aligned or centered in Excel 2003.
 Numbers in Excel can assume many different formats: Date, Time, Percentage, Currency or
Decimals.
 In Excel 2003 a font consists of three elements: Typeface, or the style of the letter; Size of
the letter; and Colour of the letter. The default font in a spreadsheet is Arial 10 points, but
the typeface and size can be changed easily.

 List steps in inserting and deleting cells
 List steps to align text at 45 degrees
 Numbers in Excel can assume many different formats; which are these formats?
 A Style is a unique collection of font attributes; what are these attributes?
Reference
Ventage Press.

Session 17: Demonstration on Charts in
Excel
Prerequisites
Learning Objectives
 Practice on Creating a Chart
 Practice on Moving, Resizing, and Deleting Charts
 Practice on Editing Charts
 Practice on Formatting a Chart
Resources Needed
 Computer
 LCD
SESSION OVERVIEW
Presentation,
2 20 minutes Creating a Chart
Brainstorm, Take home
Hands on Practice,
3 20 minutes Moving, Resizing, and Deleting Charts
monthly budget
Hands on Practice, take
4 30 minutes Editing Charts
home assignment
Hands on Practice,
5 25 minutes Formatting a Chart
formatting chart
SESSION CONTENT
Step 2: Creating Charts (20 Minutes)

 ASK student: What is a chart?
 Summarize and go to information below for Charts Types
 Understanding the Different Chart Types

 Excel 2003 allows you to create many different kinds of charts.
 Area Chart
 An area chart emphasizes the trend of each value over time. An area chart also shows the
relationship of parts to a whole.
 Column Chart
o A column chart uses vertical bars or columns to display values over different categories.
They are excellent at showing variations in value over time.
 Bar Chart
o A bar chart is similar to a column chart except these use horizontal instead of vertical
bars. Like the column chart, the bar chart shows variations in value over time.
 Line Chart
o A line chart shows trends and variations in data over time. A line chart displays a series
of points that are connected over time.
 Pie Chart
o A pie chart displays the contribution of each value to the total. Pie charts are a very
effective way to display information when you want to represent different parts of the
whole, or the percentages of a total.
 Other Charts
o Other charts that can be created in Excel 2003 include: Doughnut; Stock XY (scatter);
Bubble; Radar; Surface; or Cone, Cylinder, and Pyramid charts.
 Identifying the Parts of a Chart

o Have you ever read something you didn't fully understand but when you saw a chart or
graph, the concept became clear and understandable? Charts are a visual representation of
data in a worksheet. Charts make it easy to see comparisons, patterns, and trends in the
data.
Figure 1: Parts of a Chart

 Source Data: The range of cells that make up a chart. The chart is updated automatically
whenever the information in these cells change.
 Title: The title of the chart
 Legend: The chart key, which identifies each colour on the chart represents
 Axis: The vertical and horizontal parts of a chart. The vertical axis is often referred to as the
Y axis, and the horizontal axis is referred to as the X axis
 Data Series: The actual charted values, usually rows or columns of the source data
 Value Axis: The axis that represents the values or units of the source data
 Category Axis: The axis identifying each data series.
 Creating a Chart Using the Chart Toolbar

o Charts can be created in a number of ways in Excel 2003. The quickest way to create and
edit your charts is to use the Chart Toolbar.
 To Show the Chart Toolbar

o Choose View Toolbars Chart on the menu bar.
Figure 2: Using the Chart Toolbar

o Parts of the Chart Toolbar
o Chart Objects List Box: This list box lets you select different parts of a chart for editing
o Format Chart Area: Used to format that part of the chart which is currently selected
o Chart Type: A drop-down menu that lets you selects different types of charts. The chart
type can be changed at any time
o Legend: Used to show or hide the chart legend
o Data Table: Used to show or hide the actual Source Data used to create the chart
o By Row: Plots the Data Series using the row labels (Y-axis)
o By Column: Plots the Data Series using the column labels (X-axis)
o Angle Text: Use to rotate the angle of the X-axis and Y-axis labels
 Creating an Embedded Chart

o Charts can be created in either of two ways in Excel 2003: Embedded Charts and a
Chart Sheet. Excel creates an embedded chart by default. An embedded chart is placed
on the same worksheet as the source data used to create it.
 To Embed a Chart in a Worksheet

o Choose View Toolbars Chart on the menu bar.
o Select the range of cells that you want to chart. Your source data should include at least
three categories or numbers.
Figure 3: Selected Data for Embedding Chart

o Click the chart type pull down on the chart toolbar and select the chart that you would
like to use.
Figure 4: Use Chart Bar To Select Different Type Of Chart
o Open the chart options dialog box: Chart Options to add a title to your chart.
Figure Chart Option
Figure 4: Select the Titles tab and type the title of the chart in the Chart Title text box.
o Different charts work best with different data. A pie chart, for example, can only display
one data series at a time.
o Excel 2003 includes a 4-step Chart Wizard that you can use to guide you through the
steps for creating a chart. Highlight the cell range you want to chart, choose Insert
Chart on the menu bar and follow the instructions in the wizard.
 Creating a chart sheet

o Sometimes, you may want to create a chart and place it on a separate sheet in the
workbook. This is called a Chart Sheet. Chart sheets can make your charts stand out,
particularly when working with complicated spreadsheets.
o To Move an Embedded Chart to a Chart Sheet
o Create an embedded chart.
o Select the chart to be moved to a chart sheet.
o Choose Chart Location from the menu bar.
Figure 5: Represent Chart Location
 In the Chart Location dialog box, select the As a new sheet radio button.
o (The As object in radio button adds the chart as an embedded object on the Worksheet.)
Figure 6: Chart Location Dialog Box
Figure 7: Inserted Chart into Worksheet

o Click the OK button. The chart is displayed on a separate Chart Sheet in the Workbook.
o You can also use the Chart Location dialog box to rename the Chart Sheet.

 ASK student to do below activities by refer handout.
 ALLOW them to share in group.
 Type your income for the month of March in D17.
 Type your expenses for the month of March in the appropriate cells of Column D. The Total
Expenses and Savings will be calculated for you because of the formula in each cell.
 Create an embedded Column Chart using the expense data for the months of January and
February.
 Important Note: Do not include the data for rows 16 through 18 and do not include the data
for the month of March.
 Create a title for your chart and name it My Budget.
Figure 8: An Example
Step 3: Moving, Resizing, and Deleting Charts (20 minutes)

 Moving a chart
o An embedded chart can be moved anywhere on a worksheet. The easiest way to move a
chart is to drag it around the worksheet.
 To Move a Chart
o Click anywhere on the white space in the chart and use the cursor to drag the chart
anywhere on the worksheet.
Figure 8: How to Move Graph into Worksheet
o Release the mouse button to place the graph in its new location
 Resizing a Chart
o Charts can be resized-made larger or smaller-to fit on a worksheet. Chart Titles are
sized in proportion to how large or small you make the chart. And within the Chart Area,
the Legend and/or Plot Area can be made larger or smaller. Chart Titles can be moved
but not resized.
 To Resize a Chart
o Click anywhere on the white space of the chart area, plot area or legend you want to
move or resize.
Figure 9: Completed Chart

o Point the mouse to one of the Grab Handles or Resize Cursor-the pointer changes to a
double-headed arrow-to resize the chart.
Figure 10: How to Resize Chart
 Use the mouse to drag the sizing handle until the chart is resized to the desired size.
 Deleting a Chart
o Any embedded chart or chart sheet can be deleted from a worksheet. A chart sheet is
deleted in the same manner a worksheet is deleted. This section discusses how to delete
an embedded chart.
 To Delete a Chart
o Click anywhere on the white space of the chart area to select the chart.
o Press the Delete key on your keyboard.
o If you have difficulty deleting a chart, click anywhere outside of the chart and then select
the chart again.
Activities 3: Monthly Budget (5 minutes)

Refer students to Handout
 ASK student to practice below
 Move the chart so that it is located below Row 19 and all the data.
 Resize the chart so that it is larger than its current size.
Step 4: Editing Charts (30 minutes)

 Changing Chart Data
o When you add a chart to your worksheet, Excel creates a link between the chart and your
source data. Any changes made to the original source data are automatically reflected in
the chart.
Figure 11: Changing chart Data
 To Change Chart Values Directly in Worksheet Cells

o Open the worksheet that contains the chart to be changed.
o Click in the cell whose value will change and type the new value.
o Press Enter to accept the new value.
 Changing Chart Data (continued)

o To Add Data to an Existing Chart
o Rows or columns of data can be added to an existing chart by selecting the Add Data
option on the Chart Menu.
o Input any new Source Data into the worksheet (e.g., a new column called South
America).
Figure 12: Changing Chart with Additional Column E
o Click on the chart to select it for editing.

o Choose Chart Add Data from the menu bar.
Figure 13: Data additional
 The Add Data dialog box appears.

o Select the cell range of new data to be added to the chart. Marching ants appear around
the cell range. The selected cells are added to the Add Data dialog box.
o Click the OK button to add the new data to the chart.
Figure 14: Add Data Dialog Box
 Changing the Chart Title

o The Chart Title can be changed at any time to a name that's meaningful to you.
o To Change the Chart Title on the Chart
o Click on the Chart Title.
Figure 15: How to Change Chart Title
 Click anywhere in the title name and make any changes to the text.
Figure 16: Finished Chart
 Click anywhere outside of the title to apply your changes.
 Changing the Data Series Names or Legend Text

 Data Series Names and Legend Text are changed in much the same manner as when you
changed Chart Values in the worksheet.
 To Change the Data Series Names or Legend Text on the Worksheet

o Click the cell that contains the Data Series name or Legend that you want to change.
Figure 17: Data Series and Legend Text
 Type the new name.

o Press the Enter key to add the new name to the chart.
 Changing the Chart Type
o There are 14 different types of charts in Excel 2003, and, with each chart type, there can
be several variations. You can see that you can create any number of different charts. The
Chart Type can be changed at any time with a couple of clicks of the mouse.
 To Select a Different Chart Type
o Click on the chart to select it for editing.
o Click on the Chart Type dropdown list box and select a different chart.
Figure 18: Different Type of Chart

Figure 19: The New Chart Replaces That One Selected For Change.

ASK student to refer Handout
Refer to Handout 17.1 Monthly Budget
 ALLOW them to share in group or individual
 Change the dollar amount of Gas you spent in the month of February (cell C11) and press
Enter to accept the new value.
 Notice how the chart changes when you make that modification. Also, the values in C16 and
C18 change automatically.
 If you did not see the chart change, try entering another number into C11.
 Add the data for the month of March to the chart.
 Change the chart title from My Budget to whatever you wish to name it.
Step 5: Formatting Charts (25 minutes)

 Formatting the Chart Title
o The Chart Title can be formatted to change colour, pattern, typeface, size and alignment
using the Format Chart Title dialog box.
 To format the chart title
o Select the Chart Title.
Figure 20: Formatting Chart Title

Click the Format Button on the Chart Toolbar (or double click the Chart Title).
o The Format Chart Title dialog box contains three different tabs-Patterns, Font and
Alignment-that can be used to format the Chart Title.
o The Patterns tab lets you define borders and fill colours (see lesson 13).
o The Font tab lets you define Font, Font Style, Size and Colour (see lesson 11).
o The Alignment tab lets you define horizontal and vertical cell placement, as well as text
orientation (see lesson 11).
o Click the OK button to accept the Chart Title format changes
Figure 21: Chart Font
 Formatting the Chart Legend

o The chart legend displays very useful information about the chart. Like a roadmap, the
Legend identifies what different colours or objects represent in the chart. The Chart
Legend, like the Chart Title and Category Axis Labels, can be formatted to your liking.
 To Format the Chart Legend

o Press the show/hide legend button on the Chart Toolbar to turn on the Legend display.
(This button acts like a toggle by turning the display on or off.)
Figure 22: Formatting Chart Legend
o Click to select the Chart Legend.

o Click the Format Button on the Chart Toolbar (or double click the chart legend).
o The Format Legend dialog box contains three different tabs-Patterns, Font and
Alignment-that can be used to format the Chart Title.
o The Patterns tab lets you define borders and fill colours.
o The Font tab lets you define Font, Font Style, Size and Colour.
o The Placement tab lets you define the location where the Legend will appear on the
chart.
o Click the OK button to accept the Chart Legend format changes.
Figure 23: Format Legend Placement Option

 The only way to change the actual text that appears in the Chart Legend is to change the
Source Data in the worksheet.
 Formatting the Axis Labels

o We've previously made reference to a Y-axis and an X-axis in Excel. In Excel, a graph
represents a data in two dimensions. The number of items sold in January is data on two
dimensions: number of items and month. The number of items might be plotted on one
axis, Y-axis, while the month may be plotted on the X-axis. The Y-axis runs up-and-
down on the graph. The X-axis runs left-to-right.
o When formatting the Axis labels in your chart, you can adjust the numbers on the Scale
of the chart as well as change font, colour, and style.
 To Format an Axis
o Click anywhere in the Axis label that you want to edit:
Figure 24:X-Axis and Y-Axis Found in Chart
o Click the Format Button on the Chart Toolbar (or double click the chart axis).
 The Format Axis dialog box contains five different tabs-Patterns, Font and Alignment-that
can be used to format the Chart Title.
 The Patterns tab lets you define borders and tick marks.
 The Scale tab lets you define numeric intervals on the Value (Y) Axis scale.
 The Font tab lets you define Font, Font Style, Size and Colour.
 The Number tab lets you define the format of numbers displayed in the Axis .
 The Alignment tabs let you define text orientation.
 Click the OK button to accept the Axis format changes.
Figure 25: Format Axis Number
 You can also use the angle axis buttons on the chart toolbar to change the angle of the value
and category axis.
 Changing the Data Series Colour

o When a chart is created in Excel 2003 you notice that colour is automatically applied to
the Data Series. You can keep this format or change it for each Data Series in the chart.
Many different aspects of each data series can be changed, but you'll probably change the
colour of bars, columns, pie slices and areas most often.
 To Change the Colour of a Data Series
o Select the data series that you wish to edit.
Figure 26: Color To Selected Data Sharing

o Click the Format Button on the Chart Toolbar (or double click the data series).
Figure 27: Use the Format Data Series Dialog Box to Pick a New Colour.
o Click the OK button to accept the Data Series colour changes.

ASK student to refer Handout
Refer to Handout 17.1 Monthly Budgets
 ALLOW them to share in group or individual
 Format the chart title to Verdana, size 12 font
 Select the show/hide legend button until the legend is visible on the chart
 Format the legend placement so that it is to the left of the chart
 Format the y-axis so the currency amount has a dollar symbol ($) in front of it
 Modify the colour of the January data series so that the January column appears GREEN

 Charts are a visual representation of data in a worksheet. Charts make it easy to see
comparisons, patterns, and trends in the data.
 Charts that can be created in Excel 2003 include: Area charts, Column charts, Bar charts,
Line charts, Pie charts, and others (Doughnut; Stock XY (scatter); Bubble; Radar; Surface; or
Cone, Cylinder, and Pyramid charts).
 Charts can be resized-made larger or smaller-to fit on a worksheet. Chart Titles are sized in
proportion to how large or small you make the chart. And within the Chart Area, the Legend
and/or Plot Area can be made larger or smaller. Chart Titles can be moved but not resized.
 When you add a chart to your worksheet, Excel creates a link between the chart and your
source data. Any changes made to the original source data are automatically reflected in the
chart.
 The Chart Title can be formatted to change colour, pattern, typeface, size and alignment
using the Format Chart Title dialog box.

 List steps in creating a Chart
 Describe steps of moving, resizing, and deleting charts
 What is only way to change the actual text that appears in the Chart Legend
 The Format Chart Title dialog box contains which three different tabs?
Reference
Ventage Press.
Session 18: Demonstration on Printing
Management for Excel
Prerequisites
Learning Objectives
 Define page setup options
 Manage printing document
Resources Needed
 Computer
 LCD
 Handout 18.1 Monthly Budget
SESSION OVERVIEW
Hands on
2 40 minutes Defining page setup options
Practice
Hands on
3 55 minutes Manage printing document
Practice
SESSION CONTENT
Step 2: Defining Page Setup Options (40 minutes)

 ASK student: What is the difference between hard copy and soft copy?
 SUMMARIZE by explaining that a hard copy is an image output on paper by a printer or
plotter and a soft copy is an image or character output on a monitor screen.
Setting Page Margins

 The Page Margins define where on the page Excel will print the worksheet. By default, the
top and bottom margins are set at 1 inch in Excel 2003. The left and right margins are set
at .75 inch. Margin settings can be changed to whatever you want. Different margins can be
defined for each worksheet in the workbook.
 To Change the Margins in the Page Setup Dialog Box

o Select the correct worksheet.
o Choose File Page Setup from the menu bar.
Figure 1: Page Setup Optional Figure 2: Page Setup Dialog Box
Source: Goodwill community foundation 2002
o Select the Margins tab.

o Use the spin box controls to define the settings for each page margin-Top, Bottom, Left,
Right, Header and Footer.
o Click the OK button to change the margin settings.
 Changing the Page Orientation and Paper Size

o The Page tab of the Page Setup dialog box lets you change page orientation (portrait or
landscape) or paper size (e.g., letter size or legal size). The default paper size in Excel
2003 is 8.5 X 11 inches, with a portrait orientation (prints up and down on the long side
of the page). A landscape orientation, on the other hand, prints up and down on the short
side of the page.
 To Change Page Orientation
 Select the correct worksheet.
 Choose File Page Setup from the menu bar.
 Click on the Page tab.
Figure 3: Changing Page Orientation Dialog Box
o Choose an Orientation (Portrait or Landscape) for the worksheet.

o Select a Paper Size from the list of available paper size options that appear in the list
box.
o Click on the paper size.
o Click the OK button to accept the page settings.
o The Page tab of the Page Setup dialog box lets you shrink the spreadsheet data so it fits
on a specified number of pages when you print. Click the Fit to: option button and enter
the desired number of pages wide and pages tall.
o The Page tab of the Page Setup dialog box lets define the resolution of the print job.
Print Quality is measured in dpi, or dots per inch. High dpi provides a better print
quality.
 Creating Headers and Footers
o Headers and Footers can be added to any worksheet, although not required. A Header is
any information that appears at the top of each page. A Footer prints at the bottom of the
page. If you want a header or footer inserted onto a page then you will have to define
them. Excel 2003 defaults to no header and no footer.
 To Create a Header
o Select the Header/Footer tab in the Page Setup dialog box.
Figure 4: Changing Page Header/Footer Dialog Box
o Click the Header drop down list and select and of the predefined headers:
OR
o click the Custom Header button to create your own header. Follow the instructions in
the Header dialog box to make your entry.
Figure 5: Header Options Dialog Box
o Click the OK button to return to the Page Setup dialog box

 To Create a Footer
o Select the Header/Footer tab in the Page Setup dialog box.
o Click the Footer drop down list and select one of the predefined footers.
o You can insert Placeholder buttons into both the header and footer to format text, insert
page numbers, date, time, filename, or tab name. Excel replaces those placeholders with
the information each represents when the worksheet is printed. Follow the instructions in
the Header and Footer dialog boxes.
 Creating Sheet Settings
o The Sheet tab in the Page Setup dialog box provides additional print options you may
want to add to your worksheet.
Figure 5: Sheet Options Dialog Box
 Print Area: By default, Excel prints from the A1 to the last occupied cell in a worksheet. You
can specify a different range of cells to print
 Print Titles: Prints column and row labels on each page of the printout. Specify these rows
or columns in the Rows to Repeat at Top and Columns to Repeat at Left textboxes
 Print – Gridlines: Determines whether gridlines are printed. However, turning off gridlines
does not affect their appearance in Normal View
 Print - Black and White: If you used colors in your worksheet but don't want to waste the ink
in your color printer, use black and white
 Print - Draft Quality: Choose draft quality to print the worksheet without gridlines or
graphics
 Print - Row and Column Headings: Click this option to include row numbers and columns
letters in your printed document
 Page Order: Determines the order in which worksheets are printed
Activities 2: Monthly Budget (10 minutes)

Refer students to Handout 18.1 Monthly Budget
ALLOW student to share idea in pair
Change the right and left margins to .5".
Verify the top and bottom margins are 1".
Change the Page Orientation to Landscape and verify the page size is 8.5 X 11".
Create a custom footer with your name or GCF username in the left section and the date in
the right section.
Step 3: Manage Printing Document (55 Minutes)

 In Excel 2003 you can print an entire workbook, a worksheet, a cell range or a cell. Excel
defaults to printing the entire worksheet. But if you want to print only a certain area of a
spreadsheet then you can define a print area.
 To Specify a Print Area
o Choose View Page Break Preview from the menu bar.
o A reduced image of the chart is displayed on the screen.

o Click on one of four blue-colored borders and drag to highlight and select the area to
print.
Figure 6: Represent Selected Area for Printing
o Choose File Print Area Set Print Area on the menu bar.
Figure 7: Print Area Setup Options

o Only that area you defined in the print range will print when the worksheet is submitted
to the printer for printing.
 Preview a page before printing

o Excel 2003 provides a Print Preview capability that shows a smaller picture of the
printed page directly on the computer screen. Print Preview is a good way for you to
review the formatting and make sure the columns, rows and margins appear exactly
where you want them.
 To Print Preview
o Choose File Print Preview on the menu bar, or Click the Print Preview button on the
standard toolbar.
o In Print Preview window, the document is sized so the entire page is visible on the
screen. Simply check the spreadsheet for overall formatting and layout.
Figure 8: Print Preview Box
o The Zoom button in Print Preview will enlarge the data so it can be read.
 Inserting and Removing a Page Break

o There are two different kinds of page breaks in Excel: soft page breaks and hard page
breaks. A soft page break is automatically inserted into a spreadsheet when there is too
much data to fit on one page. A hard page break is one that you can insert into a
spreadsheet, wherever you want it to appear.
 To Insert a Page Break
o Move the cursor to the row where a page break needs to be inserted. This row will be the
first row on the new page.
o Choose Insert Page Break from the menu bar.
Figure 9: Insert Page Break Dialog Box
o A page break, indicated by a dashed line, is inserted into the worksheet.

 To Delete a Page Break
o Move the cursor to the row where a page break appears
o Choose Insert Remove Page Break from the menu bar.
Figure 10: Removing Page Break
o The page break (represented by a dashed line) is removed from the page.
 Printing a Worksheet or Workbook

o Printing in Excel is much like printing in other Office applications like Microsoft Word.
As previously mentioned, Excel defaults to printing the entire worksheet.
 To Print a Worksheet
o Choose File Print from the menu bar.
Figure 11: The Print Dialog Box Opens.
 Specify the Printer Name where the spreadsheet will print. If you only have one printer in
your home or office, Excel will default to that printer.
 In Print Range, choose whether to print All or a certain range of pages (Pages From n to y,
where n and y are the beginning and ending page numbers.
 In print what; choose whether to print a Selection, the Active sheet or the Entire
Workbook (all worksheets in the workbook). Excel defaults to the Active Sheet.
 Choose the Number of Copies to print by clicking on the up or down arrows.
 Click the OK button to print the worksheet.
 Don't print your Excel spreadsheet without checking spelling first! Excel includes two tools
to help correct spelling errors: AutoCorrect and Spelling.
Activities 2: Worksheet Preview (10 minutes)

 ASK student to create worksheet which contain row with data.
 Regina, first name, second name, marks 1, marks 2 and Total with no more than ten column
of data.
 ALLOW them to do individual
 Use Print Preview to view the sheet and then Print the document.
 Save and close.

 The Page Margins define where on the page Excel will print the worksheet. By default, the
top and bottom margins are set at 1 inch in Excel 2003. The left and right margins are set
at .75 inch. Margin settings can be changed to whatever you want.
 Excel 2003 provides a Print Preview capability that shows a smaller picture of the printed
page directly on the computer screen. Print Preview is a good way for you to review the
formatting and make sure the columns, rows and margins appear exactly where you want
them.

 List steps in changing page orientation
 Describe steps in specifying a print area
Reference
Ventage Press.
Session 19: Demonstration on PowerPoint
Basics
*(More time should be allocated to this session preferable 6hours)
Prerequisites
Learning Objectives
 Identify components of PowerPoint Window
 Practice on Creating a Blank Presentation
 Practice Inserting, Copying and Deleting Slides
 Practice on Viewing slides with different Slide information
 Apply and Design Template
 Practice Use the AutoContent Wizard
Resources Needed:
 Computer
 LCD
 Handout 19.1: PowerPoint Sample Slides in Word
SESSION OVERVIEW
2 15 minutes Hands on Practice The PowerPoint Window
3 30 minutes Hands on Practice Creating a Blank Presentation
4 10 minutes Hands on Practice Inserting, Copying and Deleting Slides
5 10 minutes Hands on Practice Working with Slide Views
6 15 minutes Hands on Practice Applying a Design Template
7 15 minutes Hands on Practice Using the AutoContent Wizard
SESSION CONTENT
Step 1: Presentation of session title and learning objectives (5 minutes)
Step 2: Components of the PowerPoint Window (15 minutes)

 ASK student: What is PowerPoint programme used for?
 SUMMARIZE and go to information below for PowerPoint
 PowerPoint 2003 is the presentation graphics software in the Microsoft 2003 Office Suite. It
allows you to create dynamic presentations using its easy-to-use, predefined layouts and
templates.
 Microsoft PowerPoint 2003, part of the Office 2003 suite, is a presentation graphics
application. A presentation is a combination of slides, handouts, notes, and outlines all in one
file. You can add text, graphics, photos, clip art, sound and video to your slides. PowerPoint
2003 can help you present a topic at work, home, or school.
 The Parts of the PowerPoint Window
 The PowerPoint Window has toolbars and panes to help you quickly create presentations.
Most of the toolbars are common in Office applications but may feature options unique to
PowerPoint.
 Title Bar - displays the document name followed by a program name.
 Menu Bar - contains a list of options to manage and customize documents.
 Standard Toolbar - contains shortcut buttons for the most popular commands.
 Formatting Toolbar - contains buttons used for formatting.
 Status Bar - displays slide position and the type of design in PowerPoint.
 Drawing Toolbar - contains tools for drawing lines, shapes and objects.
 Task Pane - located on the right side of the computer screen, this pane allows you to select
tasks in different categories and allows you to quickly enhance your slides in a few steps. It
provides quick access to the most common actions and features in PowerPoint.
 Outline and Slides Tabbed Pane - allows the user to easily view the presentation in outline
format (text), as well as a list of all the slides in the presentation (with visuals).
 Help - provides quick access to Help topics.
 The default view for PowerPoint 2003 is the Tri-Pane View. This view, which opens when
you launch PowerPoint, allows you to see multiple parts of a presentation at once.
Figure 1: PowerPoint components/parts

 The Outline and Slides Tabbed Panes are located on the left side of the screen. Click on the
tabs to view an outline or a slide of your presentation. The tabs render differently based on
the size of the pane.
 You can show or hide PowerPoint's toolbars. Click on the View menu and choose Toolbar.
Decide which ones you want to show or hide.
 View Buttons and Slide Views

 The view buttons at the left bottom corner of the screen allow three slide views: Normal
View, Slide Sorter View and Slide Show.

 The view buttons can be useful as you prepare your presentation. They control the way slides
are displayed on the screen. Click a view button to see a different view.
 Normal View contains the Outline and Slides Tabbed Panes on the left, the Slide pane
in the center and the Task Pane on the right.
 The Outline View shows the text of your presentation for easy editing while Slides View
shows text and graphics of the slide you're working on. Click on the tabs to switch between
the two views. Under the center slide area is a place for notes.
Figure 2: Text Area of PowerPoint
 You can hide or show the different panes in Normal View. To hide the Task Pane, click on
the View menu and choose Task Pane. (The View menu also allows you to choose other
views). To hide the Outline View and Slide Tabbed Panes, click on the X to the right of the
Slides Tab.
 More Views
o Here are some other views that may be useful as you create your presentations:
o Slide Sorter View lets you see small versions of all the slides you have created. You
can delete, copy, and move slides in this view.
o Slide Show lets you see your presentation electronically as it will appear to an
audience.
 The Task Pane
o The PowerPoint 2003 Task Pane is located on the right side of the screen. The down-
pointing arrow in the top, right corner of the pane allows you to select different menus
and tools. By default, the Task Pane appears when PowerPoint 2003 is launched.
Figure 3: Task Pane
o The Slide Layout and Slide Design panes within the Task Pane help organize layouts,
design templates, and color schemes. When you select a design option, your slides are
quickly updated with the new look.
o You can view the Slide Layout and Slide Design panes by clicking on the down-pointing
arrow next to New Presentation in the Task Pane.
Figure 4: Task Pane Show Slide Design

o Select Slide Layout or Slide Design (Design Templates, Color Schemes, Animation
Schemes). You'll learn more about using these panes later in this course.
Figure 5: Selection of Slides
 Using the Task Pane

o If you do not see the Task Pane on the right side of the PowerPoint window, you can
easily access it.
o To Open the Task Pane:
o Click View Task Pane
Figure 6: Task Pane dialog box
 To View Different Panes

o Click on the down-pointing arrow next to New Presentation and select different panes.
o Once you open different panes, you can move through them by clicking on the backward
and forward arrow buttons at the top of the task pane.
 To Close the Task Pane

o Click the X on the right corner of the bar.
o You can hide or view the Task Pane by clicking on View Task Pane.
 Pull-Down Menus
o PowerPoint 2003's menu bar initially displays commands that you most often use. To
view infrequently used commands from a menu, use pull-down menus.
o To View Commands in a Pull-Down Menu
o Click on a menu in the menu bar. (File, Edit, View, Insert, etc.)
o Move your mouse pointer over the double arrows at the bottom of the pull-down menu.
Figure 7: Edit Button before Click

o Notice that some menus have black arrows to the right. Slide your mouse pointer over the
arrow to view more options. These are called cascading menus.
Figure 8: More Options from View
Activities 2: Parts of the PowerPoint Window (5 Minutes)

 ASK student to use Microsoft PowerPoint 2003
 ALLOW them to make practice in order to be memorable with Parts.

 Open Microsoft PowerPoint 2003 from the Start menu.
 Review the parts of the PowerPoint window.
 Familiarize yourself with the Task Pane. Click to see the other panes.
 Click on the menu bar and view pull-down menus.
 Click on the View Buttons.
 Click on the Outline tab and the Slides tab.
 Close PowerPoint and do not save anything you have done.
Step 3: Creating a Blank Presentation (30 minutes)

 PowerPoint offers three ways to create a presentation: Blank presentation, From Design
Template or From AutoContent Wizard.
 The Blank presentation option is one of the more commonly used methods. It offers several
blank slides with layouts for text and graphics.
 To Create a Blank Presentation
 Open PowerPoint.
 A slide featuring a place for a title and subtitle appears by default. You may begin your
presentation with this slide or choose a different slide layout.
Figure 9: Blank Presentation
 The New Presentation Pane appears on the right side of the screen.
 Under New, click Blank Presentation.
 A list appears.
 Choosing a Slide Layout

o As you work on your presentation, think about the type of layout you want. Do you want
a slide with text and lots of clip art or one with text and a chart? PowerPoint offers many
layout options.
o To Choose a Slide Layout
o Move your arrow pointer over the layouts or use the scroll bar in the Slide Layout Pane.
o A gray bar appears on the right of each layout.
o When you find a layout that you like, click the down-pointing arrow and choose Apply to
Selected Slide.
Figure 10: Slide Layouts Dialog Box

o You can also click on the slide layout to apply it. Notice that the slide you are currently
working on has a dark border in the Outline Pane.
 Placeholders
o Once you choose a layout for your slides, you can begin adding text, graphics or other
items. You do this with placeholders - specials places within a slide where you can add
content.
 To Add Text to a Placeholder
o Click on the placeholder.
o Start typing.
Figure 11: Place Where You Can Us to Prepare PowerPoint Presentation
o (You'll le learn about inserting clip art and other graphics into placeholders later in this
course)
 Saving a Presentation
o You can save, close, and exit presentations in PowerPoint just as you would while using
other Microsoft applications.
 To Save a Presentation
o Click on File Save. (Ctrl + S)
Figure 12: Save Option
o Choose the location where you want to save your presentation. (My Documents is a good
place).
o Type a name in the File Name box or keep the one that PowerPoint has provided.
 Closing a Presentation and Exiting PowerPoint

o Once you've finishing working on your presentation, you can quickly close it.
 To Close a Presentation
o Click the X in the PowerPoint presentation window (Ctrl + W).
o The PowerPoint application remains open and you can start a new presentation. (See next
page for details).
 To Exit PowerPoint
o Click the X in the far right top corner.
o Choose File Exit. (Alt + F4)
o Before you exit PowerPoint, make sure that you save any work that you want to keep.
 Creating a New Presentation Using the Traditional Method

o Remember, after you have closed one presentation, you can easily start a new one while
PowerPoint is still open by using the traditional new file creation method.
 To Start a New Presentation
o Click on File New. (Ctrl + N)
Figure 13: Creation of New Presentation Dialog Box
o In the New Presentation Pane, under New choose Blank Presentation.
Figure14: New Presentation Pane

o Choose the design layout that you want.
o Remember, if your Task Pane disappears from the right side of the screen, click on View
Task Pane.
Activities 3: Where you learn (Take-home assignment)
 In this series of activities you are going to prepare a presentation about where you learn.
This presentation can contain facts about the city or town where you learn and the place you
use the GCFLearnFree.org® website (home, library, learning center, internet cafe, etc.).
 Start PowerPoint.
 Use the downward pointing arrow, beside Getting Started in the Task Pane, to select New
Presentation Blank Presentation.
 Choose a slide layout with a title and a subtitle placeholder.
 Type Where I Learn in the title placeholder.
 Type your name or username and today's date in the subtitle placeholder.
 Save the document as Where I Learn.
 Exit PowerPoint.
 Important Reminder: If you are using a public computer, such as one at a library or
learning center, you may not be able to use the same computer each time. It is very important
to understand the policies on saving documents to public computers. Some places do not
allow you to use floppy disks due to the risk of computer viruses. Ask someone in charge of
the public computers where you are. If you are unsure how you will keep a recent copy of the
assignment, you can always email a copy of the document to yourself when you finish
working on the document.
o For Example:
Step 4: Inserting, Copying and Deleting Slides (10 minutes)

 You can quickly open a presentation that you've previously saved by using the Task Pane.
 To Open a Presentation
o Start PowerPoint.
o In the Task Pane, click on from existing presentation and select the presentation that
you want to open.
Figure15: Task Pane
OR
o Choose File Open.
o Navigate to the file you want to open.
 Inserting a New Slide

o Once you've created your opening slide, you'll want to add more slides to your
presentation.
 To Insert a New Slide
o Click on Insert New Slide. (Ctrl + M)
o Move your arrow pointer over layouts or use the scroll bar and choose a slide layout.
Figure 16: Slide Layout Application

o A gray bar appears on the right

o Click the down-pointing arrow and choose Insert New Slide.
OR
o Click the New Slide button at the top of the screen
o Move your arrow pointer over layouts or use the scroll bar and choose a design layout.
o A gray bar appears on the right
o Click the down-pointing arrow and choose Insert New Slide.
 Copying a Slide
o Copying is another technique that you may use as you work on your slide presentation.
For example, you may want to repeat a slide later in the presentation or copy a slide and
make slight changes to it to make a different point.
 To Copy a Slide
o Click the slide you want to copy in the pane on the left.
o Click on the Copy Button on the Standard Toolbar. (Ctrl + C)
o Move the arrow pointer to where you want the copied slide to appear.
OR
o Right click the slide you want to copy in the pane on the left.
o Move the arrow pointer to where you want the copied slide to appear.
o A horizontal cursor appears.
o Click the Paste Button on the Standard Toolbar or right click Paste. (Ctrl + V)
Figure 17: Example of Prepared Slide
Note: This example of how to copy a slide was shown in the Slide Sorter View; however, the
same instructions apply for copying a slide in Normal View.
 Deleting a Slide
o Sometimes you may want to take one or more slides out of your presentation.
 To Delete a Slide
o Click the slide.
o Press Delete on your keyboard.
OR
o Right click the slide you want to delete in the pane to the left Delete Slide.
Figure 18: How to Delete Slide

You'll learn more about working with slides in different views in the next lesson.
Activities 4: Where I learn (Take-home assignment)

 Open the Where I Learn presentation you created in the previous activity
 Insert a new slide with title and text placeholders.
 Type the name of the city and state/province where you live in the title line.
 Type details about this location in the bulleted list.
 Copy and paste the slide you just created.
 Delete the copy you just made.
 Insert a new slide with title and text placeholders.
 Type the name of the place where you learn in the title placeholder. For example, if you use
the GCFLearnFree.org website from your home, you would type Home in the title
placeholder.
 In the bulleted list type information about the location where you learn.
 Save and close your presentation.
Figure 19: Examples of Slides
OR
Step 5: Different Slide Views (10 minutes)

 As you are working on your presentation, you may want to change the order of your slides.
You can rearrange slides in Slide Sorter View. It allows you to view miniature slides that
you can drag and drop.
 To Move Slides in Slide Sorter View
o Click on the Slide Sorter View button in the left bottom corner of the page.
o Click the slide you want to move.
o Hold down the left mouse button and drag the slide to its new location. A pointer with a
box appears as you drag the slide.
Figure 20: Slide Sorted View
o Click on the Normal View button to return to Normal View.
 Working with Slides in Normal View

 You can also easily move slides in Normal View. Remember, this is the Tri-Pane View that
shows small slides on the left, a slide in the center and the Task Pane on the right.
 To Move Slides in Normal View
o Click on the Normal View button .
o Click a slide in the left pane and drag and drop it to its new location.
o Hold down the left mouse button and drag the slide to its new location. A pointer with a
box appears as you drag the slide.
Figure 21: Tri-Pane View

 To toggle between the different views in PowerPoint 2003, click on the View buttons or
click on View Slide Sorter, Normal or Slide Show
 Changing and viewing Slides in Outline View

 Outline View also allows you to make changes to slides. While you can drag and drop slides
in this view, it's also useful for making changes to the text of your slides or for viewing
multiple slides.
 To View or Make Changes to Text in Outline View

o Click the Outline View tab in the left pane.
o An outline view of your slides appears with text.

o Click on the small gray slide you want to make changes to.
o Scroll through the slides in outline view.
o Select the slide in the outline and then type changes directly onto the center slide.
o You can view the text of all of your slides in this view.
o Return to Normal View by clicking the Slides tab in the left pane.
o Viewing Slides in Slide Show View

o After you have made some changes to your PowerPoint presentation, you can get an idea
of how it will look as a slide show.
 To View Slides in Slide Show View
o Click on the Slide Show button at the bottom left corner of the screen.
OR
o Click on View Slide Show.
Figure 22: Slide Show
o Click on each slide until you reach the end of the slide show. (black screen)
o Click to exit and return to Normal View.

 Open the presentation, Where I Learn, which you have worked with in the last two
activities
 View the presentation in Slide Sorter View. Currently, you should have three slides. Your
slides may look something like this:
 Move the city/state slide (currently your second slide) so that it is the third slide in the slide
show.
 View the slides in Outline View.
 Add an exclamation point (!) to the first slide after Where I Learn!
 View the slides in Slide Show View.
Step 6: Applying a Design Template (15 minutes)

 PowerPoint offers Design Templates to make it easy to create an attractive presentation.
These templates come in a variety of colors and styles. You can apply a design to existing
slides or begin a new presentation with a template.
 To Begin a New Presentation with a Design Template
 In the Task Pane under New, click on From Design Template.
Figure 23: Design Template Feature Figure 24: Apply a Design Template
 A list of templates appears.

 Move your mouse pointer through the different designs or use the scroll bar.
 Click on the down-pointing arrow in the gray box next to the template that you like.
 Choose Apply to All Slides
 Adding a Design to an Existing Presentation

 Do you have an existing presentation that you want to add a design to? PowerPoint makes it
easy to enhance existing slides with a design template.
 To Apply a Design to an Existing Presentation
o Open PowerPoint.
o In the Getting Started Task Pane, under Open, click on the presentation you want or
select More... to browse through the files.
o Click on the down-pointing arrow in the Getting Started pane and choose Slide Design
- Design Templates.
o A list of templates appears.
o Move your mouse pointer through the different designs or use the scroll bar.
o Click on the down-pointing arrow in the gray box next to the template that you like.
o Choose Apply to All Slides.
 Applying a Design Template to Selected Slides

o As you are working on your presentation, you can choose Apply to Selected Slides if
you want one or more slides to have a different look.
Figure 25: Application of Design Template
 A Closer View of Design Templates

 If you want a closer look at the Design Templates, follow these steps:
 With a presentation open, click on a template.
 Click on the down-pointing arrow in the gray bar to the left.
 Choose Show Large Previews. (It is now checked).
 To return to the smaller views of the slides, click in the gray bar of any template and uncheck
Show Large Previews.
 Choosing a Color Scheme

 PowerPoint's Design Templates have pre-selected colors but you can choose your own color
scheme. A color scheme is a combination of colors for the text and background of your
slides.
 To Choose a Different Color Scheme
o In the Task Pane, click on the down-pointing arrow in the gray bar next and choose
Slide Design - Color Schemes.
o A list of color schemes appears.
o Move your arrow pointer through the different color scheme options or use the scroll bar.
o When you find a color scheme that you like, click on the down-pointing arrow in the gray
box and choose Apply to All Slides.

Open the presentation, Where I Learn.
 Apply a Design Template to your slides such as Capsules, Blends, Ripple, etc. Choose any
design template other than the white default design.
 View the various Color Schemes and apply a different color scheme to your slides.
 PowerPoint has an AutoContent Wizard to help you create a presentation. This wizard
provides several slides with different content guides. Presentation guides are available in
several areas including General, Corporate, and Sales/Marketing.
Step 7: Use of AutoContent Wizard (15 minutes)

 In the Task Pane under New Presentation, choose From AutoContent Wizard.
Figure 26: AutoContent Wizard start
 Click Next to see the different presentation options that are available
 Choosing a Presentation Type

 As you continue working in the Wizard, think about what you presentation best fits your
needs. If you're not sure which choice to make, try General - Generic.
 Click Next after you have chosen a presentation type.
Figure 26: AutoContent Wizard Presentation

 Type of Output
o The next screen asks, What type of output will you use?
o Since you will likely be doing an On-screen presentation, click inside the circle next to
On-screen presentation. Or, choose another presentation type.
o Click Next.
o On the next screen, you can type in your Presentation Title. Add footer, if necessary.
Figure 27: AutoContent Wizard Presentation Options
o Click Next.
o The last AutoContent Wizard dialog box appears.
o Click Finish.
o Your slides will appear and you can go through each one and make changes to the
content. Edit the slides in Outline View in the left pane or type directly onto the slides in
the center pane.
 Making Changes to Content

o When you use the AutoContent Wizard, the slides that result are a guide for your actual
content. Make the changes necessary to fit your presentation.
o For example, if you are working on a General - Generic presentation about your
organization and how it helps the community, your first slide might look like this:
Figure 28: Slide
o You may want to add or delete some of the slides based on your content or add a different
design or color scheme.
Activities 7: AutoContent Wizard (Take-home assignment)

Part 1: In this section of the challenge you are going to practice using the AutoContent
wizard. You do not need to save this presentation
Open the AutoContent Wizard.
Choose a Presentation Type.
Add a Presentation Title.
When you Finish, make changes to the first page of the presentation.
Click through the presentation in Outline View.
Close this presentation without saving the document.
Part 2: In this section of the challenge you are going to make changes to the presentation you
previously created, Where I Learn.
Open the Where I Learn presentation.
Insert a new slide with a title placeholder and a bulleted list placeholder (Title and Text).
Type a title and type some interesting information about where you learn. Format this
information so it is not in a bulleted list.
Congratulations! You just completed your first Activity presentation in PowerPoint 2003.

 Microsoft PowerPoint 2003, part of the Office 2003 suite, is a presentation graphics
application. A presentation is a combination of slides, handouts, notes, and outlines all in one
file. You can add text, graphics, photos, clip art, sound and video to your slides.
 Copying is another technique that you may use as you work on your slide presentation. For
example, you may want to repeat a slide later in the presentation or copy a slide and make
slight changes to it to make a different point.
 As you are working on your presentation, you may want to change the order of your slides.
You can rearrange slides in Slide Sorter View. It allows you to view miniature slides that
you can drag and drop.
 PowerPoint offers Design Templates to make it easy to create an attractive presentation.
These templates come in a variety of colors and styles. You can apply a design to existing
slides or begin a new presentation with a template.

 What is the default view for PowerPoint 2003?
 List steps in creating a Blank Presentation
 List steps in inserting, copying and deleting slides
 Describe the procedure for opening a presentation that you've previously saved.
Reference
Ventage Press.
Handout 19.1: PowerPoint Sample Slides in Word
Slide 1
Slide 2
Slide 3
Slide 4
Slide 5
Slide 6
Slide 7
Slide 8
Slide 9
Slide 10
Session 20: Demonstration on Enhancing
Power Point Presentation
Prerequisites
Learning Objectives
 Practice Formatting Text
 Practice on Formatting Bulleted and Numbered Lists
 Practice on Adding Clip Art and Pictures
 Practice on Adding Charts, Diagrams and Tables
 Practice Adding AutoShapes, WordArt and Hyperlinks
Resources Needed
 Computer.
 LCD
 Handout
SESSION OVERVIEW
2 20 minutes Hands on Practice Formatting Text
3 20 minutes Hands on Practice Formatting Bulleted and Numbered Lists
4 20 minutes Hands on Practice Adding Clip Art and Pictures
5 15 minutes Hands on Practice Adding Charts, Diagrams and Tables
6 20 minutes Hands on Practice Adding AutoShapes, WordArt and Hyperlinks
SESSION CONTENT
Step 2: Formatting Text (20 minutes)
 Activity 1: Brainstorm (5 minutes)
 ASK students: How can you add text to a slide?
 SUMMARIZE and go to information below for adding text.
 Adding Text to an Original Slide

o Many of PowerPoint's slides have text boxes already included and ready for you to add
information. To add text to a slide, you can just click inside the text box on the slide.
However, if you create an original slide you'll need to add a text box or two.
 To Add Text to an Original Slide
o Insert a blank New Slide.
o Click on the Text Box button in the Drawing Toolbar.
o Click and drag your mouse pointer to create a text box on the slide.
o Click on Insert Text Box.

o Click and drag your mouse pointer to create a text box.
 The Formatting Toolbar

o PowerPoint's default font or text type is Arial. However, you may want to change the font
type, font size and more. Use the Formatting Toolbar to set the color, size, and overall
look of your text. It doesn't matter whether the text is an original slide or is in a preset
layout.
o Here are some of the formatting options
o Font type
o Font size
o Bold, Italics, and Underline
o Center, Align Left, and Align Right
o Bullets and Numbering
o Font color
o Increase Font Size
o Decrease Indent
Figure 1: Formatting Toolbar
 For more formatting buttons, click on the down-pointing arrow at the end of the toolbar.
Choose Add or Remove Buttons - Formatting. Choose any additional options you want on
the Formatting Toolbar. You can also choose Show Buttons on Two Rows.
 Formatting Text
o The Formatting Toolbar allows you to make many changes to your text to give it the look
you want for your presentation.
 To Format Text
o In the Formatting Toolbar, click on the down-pointing arrow OR button for the item you
want to format.
o For example, to set the font size for text you haven't typed yet, click on the down-
pointing arrow next to the number and choose the font size. To change the font color,
click on the down-pointing arrow next to the "underlined" A.
Figure 2 Formatting Text Bar
 To make formatting changes to existing text, highlight the text and click on the down-
pointing arrow OR button for the formatting change.
 Take some time to experiment with the different formatting options to decide what's best for
your presentation.
 The Format Menu

o You can also use the Format menu to make formatting changes to the text in your
presentation.
 To Use the Format Menu
o Click on Format Font.
Figure 3: Font Option from Formatting
Figure 4: A Dialog Box Opens.
o Choose the font, font style, and/or size.

o Click OK
 Cut, Copy, and Paste

o Once you've determined how your text will appear in your slides, you may need to cut
copy or paste some information.
 To Copy and Paste
o Select the text you want to copy.
o Click the copy button on the Standard Toolbar. (Ctrl + C)
o Move your mouse pointer to the location on the slide where you want the text to appear.
o Click the paste button on the Standard Toolbar. (Ctrl +V)
o To Cut and Paste
o Select the text you want to cut.
o Click the cut button on the Standard Toolbar. (Ctrl + X )
o Move your mouse pointer to the location on the slide where you want the text to appear.
o Click the paste button on the Standard Toolbar. (Ctrl +V)
 The keyboard shortcuts - Ctrl + C, Ctrl + X, and Ctrl + V - can help make cutting, copying
and pasting faster. If you don't already know them, learn these shortcuts.
Activities 2: Create a Presentation (15 minutes)

 ASK student to do below task and make sure everyone participate full.
 ALLOW them to do either computer laboratory or outside the college.
 In this series of activities you will create a presentation about how you spend your free time
(i.e., what your hobbies are). PowerPoint is a great program and it allows you to be creative
with the way you display information, so have fun!
 Choose a slide with a title and a subtitle placeholder.
 Type the title How I Spend My Free Time.
 Format the title using a 44 point Arial font. Make the title bold and in some color other than
the default black.
 Type a subtitle with your name or GCF username and today's date.
 Format the subtitle using a 28 point, Arial font.
 Insert a Title and Text placeholder slide.
 Type the title My Hobbies Are... on that slide.
 Type at least three things you like to do in your free time in the bulleted list text
placeholder.
 Insert a Blank Slide.
 Add a text box and type some information about the first item in your bulleted list that is on
the previous slide, My Hobbies Are...
 Format slide 2 and 3 with whatever font and font size you wish.
 Apply a design template to your presentation, if you wish.
 Save your presentation as My Hobbies and close PowerPoint.
Step 3: How to Format Bulleted and Numbered Lists (20 Minutes)

 Bulleted Lists
o PowerPoint provides several bulleted lists slides for you to choose from for your
presentation. You can use these slides or create bulleted list slides of your own.
Figure 5: Bullet List Show Below
o Bullets can be dots, check marks, arrows, squares and more.

o Picture bullets - colorful bullets in various shapes - are also available.
Figure 6: Picture Bullet dialog
 Formatting a Bulleted List

o You can format the look of bullets from the Format menu.
 To Format a Bulleted List
o Place your cursor in the section of the slide you want your bullet or bulleted list. Click on
Format Bullets and Numbering.
Figure 7: Bullets and Number Dialog Box
Figure 8: A Dialog Box Opens. Make Sure the Bulleted Tab is Selected.
 Choose the bullet style that you want from the examples that appear on the screen or click
Picture and choose a style from the bullets that appear. (You can also choose size and color).
 Click OK.
 Customizing a Bulleted List

o If you don't like the traditional bullets or the picture bullets that PowerPoint offers, you
can customize your own.
 To Customize a Bulleted List
o A dialog box appears. Make sure the Bulleted tab is selected.
Figure 9: Selected Bullet From Bullet and Number
o Click on Customize near the bottom right corner of the dialog box.
o A dialog box appears.
Figure 10: Symbols Dialog Box
o Choose a symbol from the list that appears. Note that you can change the font by clicking
on font in the upper left corner of the dialog box.
o Click OK.
 Formatting a Numbered List

o PowerPoint also gives you different options for formatting a numbered list.
 To Format a Numbered List
o A dialog box opens. Make sure the Numbered tab is selected.
Figure 11: Number Tab Dialog Box
o Choose the number style that you want. (You can also choose size, color, and the
number you wish to start from.
o Click OK
Activities 3: My Hobbies-Bullet styles (10 minutes)

 ASK student to use previous work (activity 2)
 Open the presentation, My Hobbies, which you created earlier.
 Insert a new slide with title and text placeholders. This is the fourth slide in your
presentation.
 Type a title for the slide. You may want this slide to be about the second hobby on your list
from slide 2, My Hobbies Are..
 Format a different bullet style for the slide.
 Type a list of things related to the topic of the slide.
Figure 12: Example slides created

o Resize pictures and clip art
Step 4: Adding Clip Art and Pictures (20 minutes)

 Inserting Clip Art into a Slide
 Clip art is a collection of graphical images. You can easily enhance your presentation with
clip art in a few easy steps.
 To Insert Clip Art into a Slide
o In the Outline view in the left pane, select the slide in which you want the clip art to
appear.
o Click the Clip Art button on the Drawing Toolbar.
OR
o Select the slide you want to work on.
o Click on the down-pointing arrow in the Task Pane Clip Art.
o If you are working with a slide that has an icon for clip art, click on the icon. You'll learn
more about this later in this lesson.
 Searching for Clip Art

o Once you activate the Clip Art option, a search menu appears on the screen.
 To Search for Clip Art
o With the Search dialog box open, type the name of the image that you are looking for.
For example, people, buildings, winter.
o Click on Go.
Figure 13: Clip Art
o Click on the clip art that you want to insert.

o Click OK.
o The clip art appears in your slide.
 You can move or resize clip art and other content once it has been inserted into a slide. You'll
learn more about this later in this lesson.
 Searching for Clip Art on the Webtions

o To find a larger selection of clip art, you can browse for clip art on the Web. To begin,
make sure that you are logged onto the Internet.
 To Search for Clip Art on the Web
o With the Search dialog box open, type the name of what you are looking for. For
example, people, buildings, winter.
o Under Search in:, click the down-pointing arrow next to Selected collections and check
the box next to Web Collections.
Figure 14: Clip Art (Web Collect)

o Browse through the different clip art options.

o Click on the clip art that you want to insert.
 Inserting Pictures from File

o Adding pictures to your presentation may also help engage the audience's attention. You
can insert pictures that you have on file on your computer.
 To Insert a Picture from File
o Click on Insert Picture From File.
Figure 15: Inserting Pictures Options
 Navigate to the folder where you've saved your picture.

 Click on the picture you want to insert into the slide. OR
 Click the Insert Picture button on the Drawing Toolbar.
 Navigate to the picture that you want to use.

 Select the picture and click Insert.
 Inserting Pictures or Clip Art Using a Slide Design Layout

 Some slide layouts already have icons for clip art and pictures. PowerPoint allows you to
insert pictures though these slide design layouts.
 To Insert Pictures Using a Slide Design Layout
 Browse the slide design layouts to find one with an icon for a picture.
 Click on the picture icon.
Figure 16: Clip Art for Inserting Pictures
 Navigate to the picture you want to insert.

 Select the picture and click Insert.
 Resizing Pictures and Clip Art

 Once you insert clip art or a picture, you may need to resize it to better fit your slide.
 To Resize Pictures or Clip Art
o Click the cursor the edge of the graphic and a resizing handle appears. A resizing handle
is a black, double-headed arrow that changes to a "plus sign", + ,once you start resizing
the image:
o Drag the graphic to the size that you want.
Figure 17: Inserted Picture into PowerPoint Area For Resize
Activities 4: My Hobbies-Clip Arts (Take home assignment)

 ASK student to use previous activity 3 above.
 ALLOW them to do below activities
 Open your My Hobbies presentation.
 Select the fourth slide.
 Choose a Title, Text and Contents layout from the list in the Slide Layouts pane. (Make
sure it contains placeholders for clip art and a bulleted list.)
 Click Apply to Selected Slide.
 You now have a slide with a bulleted list and a place for clip art.
 Click on Insert Clip Art.
 Insert clip art to enhance this slide, when the Select Picture dialog box appears.
 Close and save your presentation.
Step 5: Adding Charts, Diagrams and Tables (15 minutes)

 Inserting a Chart
 PowerPoint allows you to insert charts into your slide presentation to display different types
of information to your audience.
 To Insert a Chart
 Insert a new slide with a title and a chart icon.
 When the slide appears, click the Insert Chart icon.
Figure 18: How to Insert Chart into Presentations

Figure 19: A Chart Appears With a Data Sheet and Sample Data
 Replace the sample data in the data sheet with actual data that you want to present. The Y
axis is for values or numbers. For example, number of hours worked or amount of money
earned. The X axis is the label for the information. It now reads East, West, North.
 You can delete some information in columns or rows of the sheet. Right click on the row or
column and choose Cut, Delete or Clear Contents.
 NOTE: You can expand the chart columns to fit your data or titles. Place your mouse pointer
over the end of the column in the gray heading. A black cross with double arrows appears.
Right click and drag the columns to the size you want.
 To format column width, click on Format Column width.
 Notice that as you enter the new data and titles etc., the chart on the slide changes to show
this new information.
 If the datasheet disappears, double click on the chart and choose View Datasheet.
 Setting a Maximum Value for a Chart

 As you enter numbers in your chart, a maximum value for your chart will automatically be
set, or you can set a maximum value of your own. The top value will automatically round up
from the top value of the data that you are entering. So, depending on your data, it will be
rounded to the nearest ten, hundred, or thousand.
 To Set a Maximum Value
o Double click on a value on the side of the chart.
o The Format Axis dialog box appears.
o Click on the Scale tab.
Figure 20: Format Axis (scale)
o Change the number for Maximum to the maximum number in your presentation. For
example, 100.
Figure 21: Format Axis dialog box
o Click OK.
 Choosing a Different Chart Type

o If you don't want to use the chart that automatically appears when you double click the
chart icon in a slide, you can choose a different chart type
o To Choose a Different Chart Option
o Click on Chart Chart Type.
Figure 22: A list of different charts appears, including Column, Bar, Line, Pie, and Pyramid.
o Choose the best chart type for your presentation.

o Click OK.
 Labeling a Chart
o You may also want to label your chart with such information as the title and what the X
and Y axes represent. In the default chart, the X axis is the horizontal information while
the Y axis is the vertical information.
 To Label a Chart
o Click on Chart Chart Options.
o A dialog box appears.
o Click on the Titles tab (if it is not already selected).
Figure 23: Chart Option Dialog Box
 In the box below Chart Title, type in the title.

 In the box below Category (X) axis, type in the label for this information. It appears in the
rows on the left of the datasheet and in a box on the right of the chart.
 In the box below Value (Y) axis, type in the label for this information.
 Click OK.
 To Change Text Alignment of Label:
o Right click on the text and choose Format Axis title.
o Click on the Alignment tab.

o Choose your text alignment and orientation options.
Figure 24: Format Axis -Alignment
o Click OK.
 Inserting a Diagram or Organization Chart

o Does your presentation require a diagram or organization chart? An organization chart
shows hierarchal relationships in a company or organization such as president, vice
president etc. Diagrams are used to show relationships between various elements.
 To Insert a Diagram or Organization Chart strong
o Insert a new slide with a Diagram or Organization Chart icon.
o Click on the Insert Diagram or Organization Chart icon.
Figure 25: Inserting an Organization Chart

 When the Diagram Gallery dialog box appears, select a diagram or chart type.
Figure 26: Diagram Gallery dialog box
 Click OK.
OR
 If working in a blank slide, click the Insert Diagram or Organization Chart button on the
Drawing Toolbar.
 Inserting a Table
o PowerPoint also gives you the option of displaying information within your presentation
in a table.
 To Insert a Table:
o Insert a new slide with a table icon.
o Click on the Insert Table icon.
o When the dialog box appears, set the number of columns and rows for your table.
Figure 27: Insert Table Dialog Box
o Click OK.
o Enter the data for your table.
o To format the table, choose Format Table.
Figure 28: Table Options
o Click on the tabs and make any necessary changes.

o Click OK.
Activities 5: My Hobbies - Charts (Take home assignment)

 Open the presentation, My Hobbies.
 Insert a new slide that contains a chart icon. This will be the fifth slide in the presentation.
 Decide whether you would like to insert a chart or a table. This chart or table needs to be
related to the topic of your presentation, how you spend you free time/your hobbies.
 An example of a table related to your hobbies: You could create a table to track how many
hours you spend on each activity for a week. To do this, insert a table with 8 columns and 4
rows. It might look like this:

A
n example of a chart related to your hobbies: You could create a chart that shows the
estimated amount of time you spend on each hobby in a week (out of 168 hours (7 days * 24
hours). It might look like this:
 Format the table or chart, as necessary.

 Insert a Hyperlink
Step 6: Adding AutoShapes, WordArt and Hyperlinks (20 minutes)

 Inserting an AutoShape
 PowerPoint provides many different items that you can use to enhance your slides. For
example, an AutoShape can be a useful graphical element. AutoShapes include lines,
arrows, banners, stars and other shapes that you can add to your presentation.
 To Insert an AutoShape
 Click Insert Pictures AutoShapes.
Figure 29: Auto shapes. Option

 A small AutoShapes toolbar appears.
 Click on the various options and a list of AutoShapes appears.

 Choose the one for your presentation.
 To format an AutoShape, right click on it and choose Format AutoShape.
 A dialog box appears with various formatting options.
OR
 Insert AutoShapes by clicking on the Drawing Toolbar at the bottom of the PowerPoint
screen. A list of options appears.
Figure 30: Drawing Toolbar

 You can click and drag an AutoShape to increase its size and you can add text by choosing
Insert Text Box.
 Inserting WordArt
o WordArt is colorful and artful text that is available in a variety of styles. It allows you to
create interesting titles, logos and text in your PowerPoint presentation.
 To Insert Word Art
o Click the WordArt button on the Drawing Toolbar.
Figure 31: The Word art Gallery Appears.
 Choose the WordArt that best fits your slide presentation.

 Click OK.
 When the Edit WordArt Text dialog box appears, click on Your Text Here to add text.
Type the text for your slide. You can also make any formatting changes to your font.
 Click OK.
 The WordArt appears in your slide. You may drag it to where you want it to appear on your
slide.
Figure 32: Click Insert Pictures Word Art
 Inserting a Hyperlink
o PowerPoint also allows you to add hyperlinks to your slides to make them more
interactive. A hyperlink can link to a web site which provides more information for your
presentation.
 To Insert a Hyperlink
o Select the text in your document that you want to be a hyperlink. For example,
www.gcflearnfree.org or Free Computer and Career Classes.
o Click the Hyperlink button on the Standard Toolbar.
o (If this button does not show, you may want to add it to your toolbar by clicking on the
down-pointing arrow at the end of the bar to display Toolbar Options. Click on Insert
Hyperlink to add the button to your toolbar.
o Click the Existing File or Web Page button.
Figure Insert Hyperlink
o Type any text that you want to display. For example: Free Computer and Career Classes.
This type will display instead of the web address.
o Click OK.
o To make sure that the hyperlink works, click the Slide Show button and click on the link
on the slide.
Activities 6: My Hobbies-Hyperlink (Take home assignment)

 ASK student: How can insert Title in slide.
 Open the My Hobbies presentation.
 Insert a new Title Only slide. This is your sixth and final slide.
 Type a title for the slide. You may want to make this slide about the final hobby you have
listed.
 Insert a text box and type any necessary information related to the topic of the slide.
 Insert an AutoShape, WordArt, or a Hyperlink onto the slide.
 Save and close the presentation. The Challenge presentation about your hobbies is now
complete. The presentation should have a total of six slides with information about the things
you do in your free time.

 Many of PowerPoint's slides have text boxes already included and ready for you to add
information. However, if you create an original slide you'll need to add a text box or two.
 PowerPoint provides several bulleted lists slides for you to choose from for your
presentation. You can use these slides or create bulleted list slides of your own.
 Clip art is a collection of graphical images. You can easily enhance your presentation with
clip art in a few easy steps. To Insert Clip Art into a Slide: In the Outline view in the left
pane, select the slide in which you want the clip art to appear. Click the Clip Art button on
the Drawing Toolbar. OR Select the slide you want to work on. Click on the down-pointing
arrow in the Task Pane Clip Art.
 PowerPoint allows you to insert charts into your slide presentation to display different types
of information to your audience.
 An AutoShape can be a useful graphical element. AutoShapes include lines, arrows,
banners, stars and other shapes that you can add to your presentation.

 List steps for formatting text
 Describe ways of formatting bulleted and numbered lists
 List steps in adding clip art and pictures
 List steps in adding charts, diagrams and tables
 Describe the procedure for adding AutoShapes, WordArt and Hyperlinks
Resources
Ventage Press.
Session 21: Demonstration on Creating a
PowerPoint Slide Show
*(More time should be allocated to this session preferably 6 hours)
Prerequisites
Learning Objectives
 Practice on Animating Slides
 Practice on Creating a Slide Master
 Practice Use of Spelling Check
 Practice on Print a slide presentation
 Practice Adding Transition
Resources Needed
 Computer
 LCD
 Handout
SESSION OVERVIEW
2 20 minutes Hands on Practice Animating Slides
3 20 minutes Hands on Practice Creating a Slide Master
4 30 minutes Hands on Practice Spell Check and Printing
5 25 minutes Hands on Practice Printing a Slide Presentation
6 15 minutes Presentation Adding Transition
SESSION CONTENT
Step 2: Animating Slides (20 minutes)
 ASK student: What is animation in slides?
 SUMMARIZE and go to information below for Animating slides
 Animating slides involves adding movement and sometimes sound to text or to the slides in
a presentation. Animation can help create a livelier and more interesting slide show.
PowerPoint provides some preset animation or allows you to customize the animation to fit
your needs.
 To Animate Slides using Animation Schemes
o Open the PowerPoint presentation that you want to work on.
o Select the slide that you want to animate.
o In the Task Pane, click the down-pointing arrow and select Slide Design - Animation
Schemes.
Figure 1: Application of Animation Schemes
Source: Goodwill
Community
Foundation
2002
 Choosing Animation for Your Slides

o PowerPoint offers several options for animating your slides.
o Once you click on Slide Design Animation Schemes, the Slide Design pane appears
with a list of options.
o Click on an Animation Scheme that you think might work well in your presentation. (To
preview your choice, make sure that the Auto Preview option is checked).
o Preview different schemes to see which one best fit your slides.
o You can apply different animation to each individual slide or click on APPLY TO ALL
SLIDES.
o Once you have applied your animation you can click on Play or Slide Show to view it.
o Remove animation by selecting No Animation in the white box.
 Adding Custom Animation

o You can also decide how text and other slide elements 'perform' by using custom
animation. You can add effect, set speed and direction, and animate text on your own.
o For example, you can decide how words or graphics enter or exit a slide. You may want
to begin by adding effect to the titles in your presentation.
 To Add Effect to Text
o Open the presentation you want to add an effect to.
o Click on the down-pointing arrow in the Task Pane Custom Animation.
Figure 2: Task Pane (Custom Animation)
o Click the text that you want to add an effect to.

o The Add Effect button will be activated. (Note the button is inactive until you select a
part of the slide to work on)
Figure 3: Addition of Effect in the slide
 Click on Add Effect Entrance.

o A list of options appears for the entrance including Blinds, Box, Checkboard, and Fly In.
o Decide how your text will appear on the screen and choose an option.
o You can easily remove the effect by clicking Remove. Or, you can modify it by setting
direction and speed underneath Modify. (PowerPoint lets you know the specific effect by
listing it next to Modify. For example, Modify: Blinds).
 Emphasis and Exit
o If you want to add an effect to make text or graphics grow, shrink, or change in another
way, click on Add Effect Emphasis. Choose an effect. If you want to add an effect to
have text or graphics exit the slide, click on Add Effect Exit. Choose the effect.
 Setting Direction and Speed
o Once you choose an effect, decide the direction for that effect. For example, you may
want text to Fly In from the bottom. (Make sure your animation doesn't cross important
graphics or text in your presentation).
 To Set Direction
o Underneath Modify in the Custom Animation pane, click on the down pointing arrow
beneath Direction. (Note that direction options vary depending on the type of effect).
Figure 4: Modify Blinds Options (Direction)

o Choose the side of the slide from which you want the title to enter.
o Underneath Modify next to Start, select With Previous (Animation starts automatically)
or On Click (Animation starts when you click the mouse).
o Decide the speed at which you want effects to happen in your slides. You can choose
very slow, slow, medium, fast or very fast to fit the rhythm of your presentation.
 To Set Speed
o Click on the down-pointing arrow underneath Speed and choose an option
Figure 5: Modify Blinds (Speed)
 Animating a Bulleted List

o A bulleted list may be another area that you might want to animate.
 To Add Animation to a Bulleted List
o Open the slide with the bulleted list you want to animate.
o Click on the text box that contains the text you want to animate.
o Click on the down-pointing arrow in the Task Pane Custom Animation.
o The Add Effect button is now active.
 Controlling Your Text

o With the Add Effect button active, you can control the text in your bulleted list:
 To Set Animation in a Bulleted List
o Select the line of text you want to animate.
o Once a line is selected, the Add Effect button becomes active.
o Select whether you would like to add Entrance, Emphasis, Exit, and/or Motion Paths.
o Using the downward pointing arrow to the right of each category:
o Decide if you want this animation to occur On the Click, With Previous, or After
Previous.
o Select the Direction the animation will occur (direction options will differ depending on
the animation.
o Choose a Speed for the animation.
o To make changes to an animation, simply locate the number of the animation you wish to
change and use the downward pointing arrow to the right of that numbered animation.
o To set the direction/timing, you can select Effect Options from the menu.
Figure 6: Effect Option
o Click on the Text Animation tab.
Figure 7: Blinds a Dialog Box Appears.
 The default option is By 1st level paragraphs. This is the level for the main bullet points.
Bullets points will enter one at a time on the slide
 If you want the bullet points to enter as a group, choose As one object.
 If you have multiple levels of bullets in a slide and you want to animate all levels, choose by
2nd level paragraphs if you have 2nd level bullets, and choose by 3rd level paragraphs if you
have three levels of bullets etc.
Activities 2: My Hobbies – Fly In (15 minutes)

 In this series of activities you will complete one of the PowerPoint presentations you have
been working on. Decide whether you would like to continue working on your My Hobbies
presentation or the Where I Learn presentation.
 Open the presentation you would like to continue working on.
 Add an Entrance effect to the title on the first slide in your presentation. Have the text Fly
In.
 Set the speed and direction-- Have the text come in from the left -- very fast.
 Save your changes.
 Select the second slide.
 Apply the same Entrance effect to the title of this slide as you did for the first slide. (Fly In
from left - very fast).
 Animate the bulleted list by having all of the bullets Fly In as one object from the left at
medium speed.
 Save your changes and close the presentation
Step 3: Creating a Slide Master (20 minutes)

 The Slide Master
o If you work for a company, you may be asked to prepare long presentations. Or, you may
want to prepare slides about a special event or occasion. A Slide Master allows you to
create a presentation with different types of slides but enable them to all have the same
"look".
o The elements that you add to the Slide Master - such as a company logo, background, and
font color - will be applied to all of your slides.
 Creating a Slide Master
o If you have a Slide Master, you don't have to format every single slide in a presentation
with the same basic design and text.
 To Create a Slide Master
o Start a new presentation or open an existing one.
o Click on View Master Slide Master.
o A slide with placeholders appears.
Figure 8: Slide Master Dialog Box

o Click on Format Background.
Figure 9: Background Dialog Box Appears.
o Choose a background color. For more colors, click on More Colors.

o Select the text in the Master title style placeholder.
o Click on the down-pointing arrow next to the font in the Formatting toolbar.
o OR
o Choose Format Font and choose a font, font color and font style. Close Master View
to save changes.
 Choosing Fonts for Levels of the Slide Master

o As you continue working on your Slide Master, notice that the Master text styles
placeholder contains a model of up to five bullets in which the text gets smaller for each
level.
o In the Slide Master, the font sizes are pre-selected. The sizes are based on what a normal
person is able to read from a reasonable distance. You can change the font size, but this is
fine-tuning that you might want to do later.
o Generally, you should keep the text the same color for the title and all text levels.
 To Edit the Text Styles for Each Level
o Start a new presentation or open an existing one.
o Click on View Master Slide Master.
o Select the text and then choose a font and font color in the Formatting Toolbar.
Figure 10: Formatting Toolbar.
 Viewing the Slide Master Elements

o After creating or making changes to your Slide Master, you can view all of the basic
design elements in your presentation.
 To See the Slide Master Elements Applied
o Click on View Normal OR
o Click the Normal View button.
o A slide or slide appears with the design elements of the Slide Master.
Figure 11: Designed Slides
 The Title Master

o When you create your Slide Master, you can also create a Title Master. This is the
second slide that appears in the left pane when you are working on the Slide Master of a
presentation using a Design Template.
o This is a special slide for the title slide of your presentation. Remember, the Slide Master
is a basic blueprint for all the slides of your presentation while the Title Master only
addresses the elements of your title slide
 To Edit the Title Master
o Select the text in the Master title style placeholder.
o Choose Format Background and choose a background color.
o Click on the down-pointing arrow next to the font in the Formatting Toolbar OR
o Choose Format Font and choose a font, font color and font style.
Activities 3: My Hobbies – Slide Master (10 minutes)

 Open the My Hobbies presentation or the Where I Learn presentation that you worked on
in the previous challenge.
 Design a Slide Master for this presentation.
 Choose such elements as font and background color.
 Type your name in the footer area.
 Choose Normal View.
 Insert a New Slide and notice that all the elements of the Slide Master are present in this
new slide.
 Save and close the presentation.
Step 4: Spell Check (30 minutes)

 Using Spell Check
 The Spell Check tool allows you to check your entire presentation for spelling errors.
PowerPoint has a dictionary that you can customize with words typically not included in a
standard dictionary.
 To Use the Spell Check Tool
 Click on Tools Spelling.
Figure 12: Spelling Check Tool
o Click the Spelling button on the Standard Toolbar.

 Scanning for Errors
o Once you launch the Spell Check tool, a couple of scenarios can occur:
o PowerPoint quickly scans your presentation, searching for words that aren't in its
dictionary. If there are no recognizable errors, a dialog box will appear stating that the
spelling check is complete.
Figure 13: Spelling Check Notification
o If there are possible spelling errors, the Spelling dialog box opens and offers you a
number of options. Any unrecognized word appears in the Not in Dictionary box.
Figure 14: Spelling Check Dictionary
Figure 15: Spell Check Options
 You can choose from one of the options in the Spelling dialog box:
 Ignore - the word is correct and does not need to be added to the custom dictionary.
 Ignore All - ignore all occurrences of the word.
 Change - correct the word.
 Change All - change all occurrences of the spelling of a word.
 Add - add a word to the custom dictionary.
 Suggest - PowerPoint suggests possible correct spellings of a word. Scroll through the list to
find the correct spelling. Select the appropriate one and click the Change button.
 AutoCorrect - automatically corrects many common spelling, typing, and grammatical
errors.
 Once the entire presentation has been checked for spelling errors, and you have made your
corrections or changes, click Close.
 The Spell Check tool does not catch all errors. Be sure to read through your text carefully to
find any typographical errors.
Step 5: Printing a Slide Presentation (25 minutes)

 Previewing and Printing
o Once you've corrected any errors in your document, it's time to print. PowerPoint 2003
allows you to preview your presentation before you print. You can preview and print
slides, handouts, notes pages and outlines.
 To Preview and Print a Presentation
o Click on File Print Preview.
Figure 16: Print Preview Option
OR
o Click the Print Preview button on the Standard Toolbar.
o On the Print Preview Toolbar, click the down-pointing arrow next to the Print What
box.
Figure 17: Different Layout That You Want To Preview
o Select the layout that you want to preview and/or print.

o Click the Close button to return to the presentation or choose Print to print the layout.
 Printing a Slide Presentation
o If you don't want to preview your presentation in the various formats, you can simply
print it.
o To Print a Presentation
o Click on File Print.
Figure 18: Print Dialog Box Option
Source: from Ms PowerPoint print screen
 The Print dialog box opens.

 Click the down-pointing arrow next to the Print What box.
 Choose Slides, Notes, Handouts, or Outline.
 Select the print range and number of copies.
Figure 19: Print Dialog Box Component
o Click OK.
Activities 4: My Hobbies-Spell Check (5 minutes)
 ASK student to refer previous activities to complete the task below
in the previous activity
 Use Spell Check to check your spelling.
 Make any necessary corrections.
 Preview Handouts (6 slides per page).
 Print a Handout and keep this copy for your records.
Step 6: Adding Transition (15 minutes)

 Adding Transition
o Once you've completed all of your slides, create a cohesive presentation by adding
transition. You can move from slide to slide with interesting transitions that affect the
timing, entrance and exit of your slides. A transition is an effect that is applied to some or
all of the slides in a presentation.
 To Make Transitions from Slide to Slide
o Click on Slide Show Slide Transition.
Figure 20: Slide Transition
OR
o In the Task Pane, click on the down-pointing arrow and select Slide Transition.
Figure 21: Slide Transition Option

 In the Slide Transition pane, choose the effect, you want from the drop-down menu. Ex.
Blinds Horizontal, Blinds Vertical, Box In and Box Out.
 Automatically preview each transition by clicking on it. (Auto Preview has to be selected).
 Click Apply to All when you have chosen an effect.
 Choose to advance from slide to slide on mouse click or automatically after the number of
seconds that you select.
 To see how your transition works, preview the slide show. Learn more about this later in
this lesson.
 Some transitions work well with effects that have been added to text and graphics. Others do
not. Preview a variety of transitions before finalizing your slide presentation.
 Previewing a Slide Show

o If you want to get an idea of what your completed show will look like to an audience,
preview it. PowerPoint allows you to view your show in slide show format.
 To Preview a Slide Show
o Click on View Slide Show. (F5)
Figure 22: Slide Show

OR
o Click on Slide Show View Show.
OR
o Click on the Slide Show button to start the presentation.
o To move to the next slide, click the mouse. (Space bar or Enter).
o When the screen goes dark, click the screen to return to the PowerPoint screen.
o You can exit the slide show by pressing ESC on the keyboard at any time.
o If you have set the slides to advance automatically, you don't need to click through the
slides. Just sit back and enjoy the show. At the end of the show, click the left mouse
button to return to the PowerPoint Screen.
 Setting Up a Slide Show
o Once you have added created a presentation and previewed it, set up a show. Take the
necessary steps to make sure your slides are ready for a real audience.
 To Set Up a Slide Show
o Click on Slide Show Set Up Show.
Figure 23: Set Up Show
Figure 24: The Set up Show dialog box appears.

o Choose your show type. Typically, it's presented by a speaker.

o Choose which slides you will show. For example, all or slides 3 - 12.
o Choose show options. You can leave these blank unless you're planning to run a show
continuously on a kiosk or want to show it without animation etc.
o Next, decide how you plan to advance your slides.
o Click OK.
Activities 5: My Hobbies – Add Transition (10 minutes)

 ASK student How to add transition
in the previous activity.
 Add transition.
 Preview it in Slide Show view.
 Set up your show.

 Animating slides involves adding movement and sometimes sound to text or to the slides in
a presentation. Animation can help create a livelier and more interesting slide show.
 A Slide Master allows you to create a presentation with different types of slides but enable
them to all have the same "look".
 The elements that you add to the Slide Master - such as a company logo, background, and
font color - will be applied to all of your slides.
 The Spell Check tool allows you to check your entire presentation for spelling errors.
PowerPoint has a dictionary that you can customize with words typically not included in a
standard dictionary.
 Once you've completed all of your slides, create a cohesive presentation by adding transition.
You can move from slide to slide with interesting transitions that affect the timing, entrance
and exit of your slides. A transition is an effect that is applied to some or all of the slides in a
presentation.
 List steps in animating slides
 Describe steps in creating a Slide Master
 List steps in spell checking and printing
 Describe the ways of adding transition to slides for presentation
References
 Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006), 4 th Edition, Introduction to
Computers for Healthcare Professionals, Jones & Bartlett’s Publishers International, Barb
House, Barb Mews, London W6 7PA UK
 O’leary, T. J, O’leary, L. I, (2006), Computing Essentials, Introductory Edition, Arizona
State University, Boston Burr Ridge
 Morris M & Charles, M. , (2003) Logol Computer Designer Fundamentals, #rd Edition,
Prentice Hall
 Herniter, M.E. (2000), 2nd Edition, Personal Computer Fundamentals for Students,
Hardware Windows 2000 Application, Prentice Hall
 Cook, L.R. (2001), 1st Edition, Computer Fundamentals –Understanding How they Work,
Ventage Press
 Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide
 Ed Bott and Carl Siechert, (2001), Microsoft Windows XP Inside out
Session 22: Demonstration on Internet,
Web and Computer Communications
*(More time should be allocated on this session preferable 6 hours)
Prerequisites
Learning Objectives
 Describe how the internet and the Web started.
 Difference between the internet and the Web?
 List five common uses of the internet and the Web
 Describe ways of access the internet
 Describe how to access the web using browser.
 Describe Internet communications.
 Describe steps on conducting group discussion on the internet
Resources Needed
 Computer
 LCD
 Handout
SESSION OVERVIEW
2 15 minutes Hands on Practice Introduction to the internet
3 20 minutes Hands on Practice Differences between internet and Web
4 20 minutes Hands on Practice Uses of the internet and Web
5 20 minutes Hands on Practice ways to access the internet
6 20 minutes Hands on Practice Browser and Communications
SESSION CONTENT
Step 2: Introduction to the Internet (15 minutes)
ASK students: “What is the internet?”
ALLOW for some responses.
SUMMARIZE Continue with the following explanation below.
 What is internet?
o In simple words, internet is a huge number of computers that are worldwide connected to
each other.
o These computers are situated in many different countries and are connected through
telephone lines, cables in the ground and even satellites in space.
o Do you want to communicate with a friend across town, in another state, or even in
another country? Perhaps you would like to send a drawing, a photo, or just a letter.
o Looking for travel or entertainment information? Perhaps you're researching a term paper
or exploring different career paths.
o Where do you start? For these and other information-related activities, try the internet and
the web.
o The internet is often referred to as the information superhighway. It is like a highway
that connects you to millions of other people and organizations. Unlike typical highways
that move people and things from one location to another, the internet moves your ideas
and information. Rather than moving through geographic space, you move through
Cyberspace-the space that moves ideas and information electronically.
o The web provides an easy-to-use, exciting, multimedia interface to connect to the internet
and to access the resources available in cyberspace. It has become an everyday tool for all
of us to use. For example, you can create personal web sites to share information with
others and use instant messaging to chat with friends and collaborate on group projects.
o Competent end users need to be aware of the resources available on the Internet and the
web. Additionally, they need to know how to access these resources, to effectively
communicate electronically, to efficiently locate information, to understand electronic
commerce, and to use web utilities.
o The internet is a worldwide network. The web, introduced at CERN, is a multimedia
interface. Internet uses includes communication, shopping, searching, entertainment, and
education.
o The Internet, or Net, was launched in 1969 when the United States funded a project that
developed a national computer network called Advanced Research Project Agency
Network (ARPANET). The internet is a large network that connects together smaller
networks all over the globe.
o The Web, also known as www and the World Wide Web, was introduced in 1992 at the
Center for European Nuclear research (CERN) in Switzerland. Prior to the web, the
internet was all text-no graphics, animations, sound, or video. The web made it possible
to include these elements.
o It provided a multimedia interface to resources available on the internet. From these early
research beginnings, the internet and the web have evolved into one of the most powerful
tools of the 21st century.
Figure 1: Internet – A Worldwide Network of Computers, Making Information Available
To Everyone
Source: Jamani's Guide to Computers
Figure 2:Yahoo.Com Look Like
Source: T. J, O’Leary, L. I, 2006
Step 3: Differences between Internet and Web (20 minute)

 It is easy to get the internet and the web confused, but they are not the same thing.
 The internet is the actual physical network. It is made up of wires, cables, and
satellites. Being connected to this network is often described as being online. The
internet connects millions of computers and resources throughout the world.
 The web is a multimedia interface to resources available on the internet. Every day
over a billion users from every country in the world use the internet and the web.
Getting Text from the Internet

 Click the cursor at the beginning of the text and keep the left mouse button pressed down
 Move the cursor to the end of the text to select the text
To copy the selected text into the computer’s memory:

 Move the cursor above the selection and click the right button
 In the menu that appears, choose ‘Copy’
 Go to MS Word by clicking the button in the taskbar
 Click on the ‘Paste’-button to put the text in your document
Note: The selected text remains in the memory until you copy another text or picture.
Getting pictures from the internet

 To copy a picture into the computer’s memory:
o Move the cursor on a picture and click the right mouse button
o In the menu that appears, choose ‘Copy’
Note: To save the picture as a separate document in your folder, choose ‘Save picture As
 Go to MS Word by clicking the button in the taskbar
 Click on the ‘Paste’-button to put the picture in your document and create a colorful leaflet.
Step 4: The Most Common Uses of Internet and Web (20 minutes)
 Communicating is by far the most popular internet activity. You can exchange e-
mail with your family and friends almost anywhere in the world. You can join and
listen to discussions and debates on a wide variety of special-interest topics. You can
even create your own personal web page for friends and family to visit.
 Shopping is one of the fastest-growing internet applications. You can visit individual
stores or a cybermall, which provides access to a variety of different stores. You can
window shop, look for the latest fashions, search for bargains, and make purchases.
You can purchase goods using checks, credit cards, or electronic cash.
Figure 3: Shopping over the internet is one of the Web’s growing activities
Source: T. J, O’Leary, L. I, 2006

 Searching for information has never been more convenient .You can access some of the
world’s largest libraries directly from your home computer. You can visit virtual libraries,
search through their stacks, read selected items, and even check out books. You will also find
the latest local, national, and international news. Most newspapers maintain an online
presence and include interactive and multimedia presentation related to current news stories.
Using Google
You can also use Google to search for pictures or images on internet:
 Click on ‘Images’ to go to Google’s Image Search
 In the text-box, type the subject of the pictures you are looking for, for example ‘Bagamoyo’
 Click the button ‘Google search’ and wait for the results
 The next screen shows the results: Google found 313 images related to ‘Bagamoyo’.
Figure 4: Searching Engine
Source: Jamani’s Guide to Computers
 Each result is a ‘link’ to a website containing an image. To go to the website, just click on an
image.
 Use the ‘Back’-button to go back to Google’s results and click on another image
 Scroll down the page to see more images…
 Google shows a little text from each website.
 Google also shows the address of the website.
 At the bottom of each page, you can click to see the next ten results.
Figure 5: result from search engine

Figure 6: Searching For Information
 Entertainment options are nearly endless. You can find music, movies, magazines, and
computer games. You will find live concerts, movie previews, book clubs, and interactive
live games.
 Education or e-leaning is another rapidly emerging Web application.
 You can take classes on almost any subject. There are courses just for fun and there are
courses for high school, college, and graduate school credit. Some cost nothing to
take and others cost a lot. The first step to using the Internet and Web is to get
connected, or to gain access to the Internet.
Step 5: Access to the Internet (20 minutes)

 Providers give us access to the Internet. National, regional, and wireless are the three types of
ISPs. Browsers provide access to Web resources.
 The Internet and the telephone system are similar-you can connect a computer to the Internet
much like you connect a phone to the telephone system. Once you are on the Internet, your
computer becomes an extension of what seem like a giant computer-a computer those
branches all over the world. When provided with a connection to the Internet, you can use a
browser program to search the Web.
What is e-mail?
 You use electronic mail or e-mail to send information to someone. The big difference with
normal mail is speed. One second after you press a button to send an e-mail, it arrives at the
e-mail address you used. Even if you send it to the other end of the world! If your computer
is connected to the internet, you can use e-mail for communicating with friends and business
relations. You can also ‘attach’ documents to an e-mail; such as reports or digital
photographs. There are special websites that give you e-mail service free of charge. If you
want to use e-mail, you simply visit one of these websites and open an ‘e-mail account’. You
get a private e-mail address which you give to your friends, and then they can send you e-
mail. To read your e-mail and to send e-mails yourself, you visit the website again and open
your personal ‘mailbox’
Internet Explorer
 After you find a computer with internet connection, first start the right program. On most
computers this is Microsoft® Internet Explorer or Netscape® Navigator. For this Guide, we
will use Internet Explorer.
Example of a website
 When Internet Explorer is running, the first thing you see is a website. On the picture here we
show you how a website might look. The one you opened may look very different.
 Move your cursor over the website. You will notice that your cursor sometimes changes into
a hand. When that happens, you found a ‘link’ back address-bar stop refresh go
 The role of providers (internet service providers
 The most common way to access the Internet is through an Internet service provider (ISP).
The providers are already connected to the Internet and provide a path or connection for
individuals to access the Internet. Your college or university most likely provides you with
free access to the Internet either through its local area networks or through a dial-up or
telephone connection. There are also some companies that offer free Internet access.
Commercial Internet service providers offer national, regional, and wireless service.
 Activity: Opening an E-Mail Account (Take home assignment)

 ASK student to create account for e-mail.
 ALLOW them to choose internet Explorer type e.g. www.yahoo.com.
 In the address bar of Internet Explorer type www.hotmail.com Click the ‘Go’-button and
wait for the website to appear
 Click on ‘New Account Sign Up’: a new page appears
 Click in the first text box ‘First Name’ and type your name; type your last name in the second
text box.
 Choose your country: click on the arrow and select Tanzania (or another) from the list.
 After you selected Tanzania, wait until the website changes the next option. Then select the
time you want to work with.
 Click on one of the white circles to select your gender
 Specify your birth date and choose an occupation from the list
 Now type the e-mail address you want to use.
 Type a good password, using at least 6 letters and numbers. You should remember this
password well, because you need it To check your e-mail the next time To make sure you
typed it right, you have to type the same password again.
 .If you have forgotten your password, you can use this secret question to get access to your
account and create a new Password. Select a question you like and type your answer.
 Type the letters you see in the drawing. With this ‘registration check’ you prove you are a
human and not a computer!
 .Look through the text of the agreement and click the button ‘I agree’
 If you see this message, your address is already used: Choose one of the addresses Hotmail
suggests and continue or Try typing other addresses until you find one that is still available.
 If you see this message, you have opened your account:
 .When the registration is complete, click ‘Continue’
 At the bottom of the next page, click ‘Continue’ to enter your e-mail account. Turn the page
and teach yourself how to use it!
Step 6: Browsers and Communications (20 minutes)

 Activity 1: Brainstorming (10 minutes)
 ASK students: What do you understand by the following terms?
 DIVIDE into 2 to 5 group of students.
 URLs
 HTML
 Web server
 Applets
 How Instant Messaging Works
 How Spam Filter Work
 Mention four (4) common Uses of internet
 SUMMARIZE the respond and allow them to search from internet and books .
 Browsers are programs that provide access to Web resources. This software connects you to
remote computers, opens and transfers files, displays text and images, and provides in one
tool an uncomplicated interface to the Internet and Web documents. Browsers allow you to
explore, or to surf, the Web by easily moving from one Web site to another. Two well-known
browsers are Netscape Navigator and Microsoft Internet Explorer.
 For browsers to connect to resources, the location or address of the resources must be
specified. These addresses are called Uniform Resource Locators (URLs).
PART of URL
 All URLs have at least two basic parts.
o Protocol
 Protocols are rules for exchanging data between computers. The protocol http:// is the
most widely used Web protocol.
o Domain name (top level domain)
 It is the name of the server where the resource is located.www.mtv.com is an example
of Server (Many URLs have additional parts specifying directory paths, file names,
and pointers.) The last part of the domain name following the dot (.) is the domain
code. It identifies the type of organization. For example, com indicates a commercial
site. The URL http:// www.mtv.com connects your computer to a computer that
provides information about MTV.
o Domain code (example com)
How Does The Browser Work?

 Once the browser has connected to the Web site, a document file is sent back to your com-
puter. This document contains Hypertext Markup Language (HTML) commands. The
browser interprets the HTML commands and displays the document as a Web page. For
example, when your browser first connects to the Internet, it opens up to a Web page
specified in the browser settings. This page presents information about the site along with
references and hyperlinks or links that connect to other documents containing related
information-text files, graphic images, audio, and video clips.
 These documents may be located on a nearby computer system or on one halfway around the
world. The computer that stores and shares these documents is called a Web server. The
references appear as underlined and colored text and/or images on the Web page. To access
the referenced material, all you do is click on the highlighted text or image.
 A connection is automatically made to the computer containing the material, and the
referenced material appears on your display screen.
 As previously mentioned, communication is the most popular Internet activity, and its impact
cannot be overestimated. At a personal level, friends and family can stay in contact with one
another even when separated by thousands of miles. At a business level, electronic
communication has become a standard, and many times preferred, way to stay in touch with
suppliers, employees, and customers.
TYPES OF INTERNET COMMUNICATION

 There are three types of Internet Communication. Those are e-mail, instant messaging, and
discussion groups.
 E-MAIL
o E-mail or electronic mail is the transmission of electronic messages over the internet. At
one time, e-mail consisted only of basic text messages. Now e-mail routinely includes
graphics, photos, and many different types of file attachments. People all over the world
send e-mail to each other. You can e-mail your family, your co-workers, and even your
senator. All you need to send and receive e-mail is an e-mail account, access to the
internet, and an e-mail program. Two of the most widely used e-mail programs are
Microsoft’s Outlook Express and America 0n Line's Netscape mail.
o A typical e-mail message has three basic elements:
 Header this appears first and typically includes the following information
o Addresses: Addresses of the persons sending, receiving, and, optionally, anyone else who
is to receive copies. E-mail addresses have two basic parts i.e:dcoats@usc.edu (dcoats is
a user domain, usc.edu is domain name, edu is the domain code)
o The first part is the user's name and the second part is the domain name, which includes
the domain code. In our example e-mail, dcoats is user name. The server providing e-mail
service for the user is usc.edu. The domain code indicates that the provider is an educa -
tional institution.
o Subject: A one-line description, used to present the topic of the message. Subject lines
typically are displayed when a person checks his or her mailbox.
o Attachments: Many e-mail programs allow you to attach files such as documents and
worksheets. If a message has an attachment, the file name appears on the attachment line.
o The letter or message comes next. It is typically short and to the point. Finally, the
signature line provides additional information about the sender. Typically, this
information includes the sender's name, address, and telephone number.
 Message, is the text area where you can type anything so as ready for send
 Signature.
 SPAM
o E-mail can be a valuable asset in your personal and professional life. However, like many
other valuable technologies, there are drawbacks too. Americans receive billions of
unwanted and unsolicited e-mails every year. This unwelcome mail is called spam. While
spam is indeed a distraction and nuisance, it also can be dangerous. For example,
computer viruses or destructive programs are often attached to unsolicited e-mail.
o In an attempt to control spam, anti-spam laws have been added to our legal system. This
approach, however, has had minimal impact since over 50 percent.
o The figure below illustrates the three basic elements of E-mail
 INSTANT MESSAGE (IM)

o Instant messaging (IM) is an extension of e-mail that allows two or more people to
contact each other via direct, live communication. To use instant messaging, you specify
a list of friends (also known as buddies or contacts) and register with an instant
messaging server. Whenever you connect to the Internet, special software informs your
messaging server that you are online. In response, the server will notify you if any of
your contacts are online. At the same time, it notifies your contacts that you are online.
You can then send messages directly back and forth to one another. Many new instant
messaging programs also include videoconferencing features, file sharing, and remote
assistance. To see how Instant Messaging works, visit us at www.olearyseries.com/CE06
and select Animations.
o The most widely used instant messaging services are AOLs Instant Messenger,
Microsoft's MSN Messenger, and Yahoo Messenger. One limitation, however, is that
many instant messaging services do not support communication with other services. For
example, at the time of this writing, a user registered with AOL cannot use AOLs Instant
Messenger software to communicate with a user registered with Yahoo Messenger.
Recently, however, some software companies have started providing universal instant
messenger programs that overcome this limitation. For example, Gain, Odigo, and
Trillian provide instant messaging services that do support communication with other
services.
DISCUSSION GROUPS
 You can also use e-mail to communicate in discussion groups with people you do not know
but with whom you wish to share ideas and interests. You can participate in forums and
debates that range from general topics like current events and movies to specialized forums
like computer troubleshooting and Hollywood animations. Discussion groups include mailing
lists, newsgroups, and chat groups.
 Mailing lists allow members to communicate by sending messages to a list address. Each
message is then copied and sent via e-mail to every member of the mailing list. To participate
in a mailing list, you must first subscribe by sending an e-mail request to the mailing list
subscription address.
Step 7: Key Point (5 minutes)

 The internet is the actual physical network. It is made up of wires, cables, and
satellites. Being connected to this network is often described as being online. The
internet connects millions of computers and resources throughout the world.
 The web is a multimedia interface to resources available on the internet. Every day
over a billion users from every country in the world use the internet.
 Communicating is by far the most popular internet activity. You can exchange e-
mail with your family and friends almost anywhere in the world
 Shopping is one of the fastest-growing internet applications. You can visit individual
stores or a cybermall, which provides access to a variety of different stores.
 Entertainment options are nearly endless. You can find music, movies, magazines,
and computer games. You will find live concerts, movie previews, book clubs, and
interactive live games.
 E-mail
o E-mail (electronic mail) is the transmission of electronic messages. Basic
elements: header (including addresses, subject, and attachments), message, and
signature line. Spam is unwanted and unsolicited e-mail that may include a
computer virus. Anti-spam programs (junk mail filters, spam blockers) identify
and eliminate spam.
 Instant Messaging
o Instant messaging (1M) extends e-mail to support live communication with
friends (buddies or contacts). Universal instant messengers support
communication with other services.
 Discussion Groups
o Discussion groups use e-mail to communicate with people who may have never
met face-to-face.
o Includes mailing lists (using list and subscription addresses), newsgroups (using
the UseNet), and chat groups (using channels; IRC is a popular chat service).
o Associated terms include flaming terms, RFD, saint, thread, and wizard.
Step 8: EVALUATION (15 minutes)

 Describe how the internet and the Web started.
 What is the difference between the internet and the Web?
 List and describe five of the most common uses of the internet and the Web.
 Describe discussion groups
 Describe discussion groups
References
 Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they
Work. Ventage Press.
 Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition, Introduction to
Computers for Healthcare Professionals. Jones & Bartlett’s Publishers International,
Barb House, Barb Mews: London.
 Morris M & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice
Hall.
 O’leary, T. J, O’leary, L. I. (2006). Computing Essentials, Introductory Edition.
Arizona State University: Boston Burr Ridge.
 Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start
Guide.
Session 23: Demonstration on Computer
Prevention and Maintenance
Prerequisites
Learning Objectives
 Describe Keeping computer running at peak performance
 Describe Maintenance and Reduction of Computer Problems
 Practice steps of Clean the Computer
 Practiced fragment Computer
 Practice Removing spyware / adware
Resources Needed:
 Computer.
 LCD.
 Handout.
SESSION OVERVIEW
Presentation Keeping computer running at peak
2 20 minutes
performance
Presentation Computer maintenance and reduction of
3 20 minutes
computer problems
4 20 minutes Presentation Steps of Cleaning the Computer
5 20 minutes Presentation De-fragmentation on the Computer
6 15 minutes Presentation removing spyware/adware
SESSION CONTENT
Step 2: Keeping Computer Running at Peak Performance (20 minutes)

 ASK student: What is computer safety?
 SUMMARIZE and go to information below for computer safety.
 With the amount of information available for download on the internet, it's easy to quickly
fill up your valuable hard drive space and turn your computer into a sluggish, unresponsive
monster. Keeping your hard drive clean is essential to the high performance that the latest
computers can achieve. Fortunately, it's a simple process; one that can easily be performed on
a regular basis and, with some organization, keeps your computer running like a well-oiled
machine.
 You can discover how much hard drive space is available on your computer by accessing the
DriveSpace program in your System Tools. A pie graph will show you the amount of used
and unused space for each of your drives. Check this often to keep an idea of how much
space you are using.
There are six simple steps to clearing up your hard drive

 Uninstall unused programs.
o Many times a new program will come along that looks fun to have or play with, but after
a week or two you simply stop using it. These programs clutter up your drive and take up
valuable space. You might be tempted to delete these programs from your drive, but
doing so will cause problems. You must use the uninstall function of Windows for the
program to be removed safely and completely.
 Clean out temporary files.
o When your computer is not shut down properly, it will pass information from memory
into fragmented files. Also, while you are running programs, your computer will write
information that it does not immediately need into temporary files. Installation files will
also expand themselves into the temporary folder and will not always clean up after
themselves. You can delete these temporary files safely by using the Disk Cleanup option
in your System Tools.
 Empty your internet cache.
o As you surf the internet your computer stores web pages and images into a temporary
internet cache so that it can quickly recall and access information when you move back
and forth between pages. This backup information can quickly add up and eat hard drive
space.
o Whether you use Internet Explorer, Netscape, or one of the many other browsers
available, emptying out your cache is quick and easy. Simply follow the instructions in
the Help files located within those programs. You may also wish to set a specific
maximum file size for your cache folder, so that it is not allowed to run rampant.
 Empty your mail programs of clutter.
o It's easy to browse through your email and leave old messages there, promising yourself
you'll sort them out later. One or two messages don't take up much space, but hundreds
certainly do. Take the time to sort through these old emails now and delete what is not
important. Create folders and organize what is left. Make it a habit that when new emails
come in, they are either filed immediately or thrown away. Set your email program to
empty your deleted items folder each time you close your mail program.
 Empty your recycle bin.
o Once you've emptied your drive of cluttering, unnecessary programs; empty your recycle
bin to remove what has been placed there in the process.
 Scandisk and Defrag.
o When Windows installs programs, it will put the files it needs anywhere that it finds free
space, and not directly after the last program installed. As a result, your hard drive has
patches of empty space on it that are not big enough to fit a full program, and will result
in a drive space error if you attempt to install something new. Scandisk your drive to
check for lost file fragments and to fix any errors it finds, then Defrag to pack all of the
program files together at the beginning of your drive. This will clear out those empty
patches and move all of the free space you've just created to the end of your drive.
o Now that you've got it clean, keep it that way. Perform this quick maintenance routine
every week. For your work computer, Friday afternoon before you leave for the weekend
is the perfect time. When you return to work on Monday, you'll have a computer that is
clutter-free and as responsive as it should be.
o Organize your surfing habits. Direct all of your downloads to the same folder, so that you
can easily find them and delete them when necessary, or move them to zip disks for
storage. Keep track of the programs that you install. For trial versions, note the date that
they will expire on a calendar. This will remind you to uninstall the programs that you
can no longer use rather than allowing them to clutter up your drive. Also, if you run into
problems, keeping track of new downloaded and installed programs and the date they
were installed can help you track down the cause of problems.
o Remember that the cleaner your hard drive is, the better your machine will respond! In
order for your computer to be user friendly, it must have a friendly user. Be your
computer's best friend and clean out the cobwebs regularly.
Tips for keeping your Computer Running Smoothly

 Never turn your computer off with the power switch until Windows has shut down.
 This rule prevents permanent HD defects caused by the hard drive heads contacting the
surface of the drive disc and can also result in lost data or Windows files
 The one exception to this rule is when your computer locks up and HD is not running (HD
light is not blinking). Recover from crashes by pressing the Ctrl + Alt + Delete keys at the
same time. Press them again to reboot your computer.
 Use UPS (uninterruptable power supply) for your computer. This will keep your computer
from crashing during power outages, and will protect your computer from low and high
voltage occurrences.
 Backup any data you cannot afford to lose to at least two separate physical drives (external
HD, Zip disks, CD-RWs etc.). Don't wait until tomorrow.
 Run Scandisk and Defragment at least once a month to keep your HD healthy and prevent
crashes.
 Never unplug peripherals (except "hot pluggable") from the computer when it is powered up
to avoid short out the connector socket or the motherboard.
 Do keep at least 300 MBs of your C: drive free for Windows to use. If you use Windows XP
or Vista then you should have 400-600 MBs of free space on your C: drive.
 Inadequate free space chokes Windows and it will start dumping data to your hard drive, or it
will just get really, slow. Use the ADD/Delete tool in the Windows Control Panel to delete
unneeded programs from your drive.
 Do not let a lot of programs load up when you start your computer. They use valuable
memory and Windows Resources (Windows internal workspace). All programs in your
Windows System Tray (in the lower left of your screen) are running on your computer. Close
them if you don't need them or run them and configure them not to load when you boot up.
Other programs running in the background can be found by pressing Ctrl + Alt + Delete at
the same time.
 Do use a virus checker regularly. The best type of protection is continuous monitoring from a
dedicated anti-virus program like Norton Antivirus.
 If you have a high speed Internet connection you need a firewall program. A firewall
program keeps those who want to hijack your computer from gaining access to your system.
You really do not want someone else running your computer.
 Keep track of the software disks you receive with your computer and new peripherals. These
disks contain valuable software drivers and programs for Windows and are needed when
Windows must be reloaded. Keep these disks and your Windows software disks in a safe,
dry, place -- you never know when you will need them.
Step 3: Maintenance and reduction of computer Problems (20 minutes)

 It is not rocket science and you don’t have to be an IT professional to keep your PC in good
shape. Any computer user can follow the guidelines mentioned below, and can reduce their
PC problems dramatically.
 Use a good anti-virus program. This is the most important piece of work in preventive
maintenance. Installing the anti virus program is not good enough. You should do following
as well:
o Set-up the program to download and install updates automatically.
o Schedule periodic full system scans.
o Check the virus definitions date regularly and see whether it is up to date.
 Set-up your PC to Download and install “Windows Updates" automatically. Windows
updates include Operating System patches for bugs and PC security related issues. These
patches can reduce many unknown computer problems.
 Install anti Spyware program to detect Spyware tools.
 Install a Personal Firewall. Most of the anti virus programs are bundled with Personal
Firewalls these days. Personal firewall is a barrier between your PC and the outside world.
This can protect your PC from hackers and Spyware tools.
 Do not download and install unknown software from Internet. This is the biggest mistake
most of the PC users are doing. Some of this software can damage the Windows registry,
which cause lot of errors.
 Uninstall unnecessary programs installed in your PC.
 Be very careful when you download music from the Internet. Always stick to one trustworthy
web site.
 Perform Scandisk periodically to check the Hard Drive.
 Delete temporary Internet files. To automatically delete these files in IE6, goto Tools -
Internet Options - Advanced. Scroll to bottom and select "Empty Temporary Internet when
browser is closed."
 If possible, try not to use Internet Explorer because it has major security breaches which
could be potentially harmful for your system. Two alternative web browsers you can try are
Mozilla Firefox and Opera or at File Hippo. Java to get the latest Java download.
 Download Web Security Guard at Web Security Guard or download the Site Advisor plug-in,
both protect you from most web based security threats and annoyances. Both give you a
safety rating for the sites you are on and give a rating on your Google searches as well, from
green (safe) to red (dangerous). Web Security Guard will have a pop-up saying that if a
particular website has been reported as dangerous. You can choose to continue and go to the
site or don't go to the site. One example of a dangerous site is http://www.smileycentral.com.
One example of a safe site is http://www.google.com. Web Security Guard will also have
gold "shield" if the website has been reported but is not severely dangerous and will not give
you pop-up about the website. This will help to prevent you visiting sites that are likely to
damage your computer. Site Advisor can be found on Site Advisor
Step 4: Steps of cleaning the Computer (20 minutes)

 This will show you how to clean up your Windows based PC. With these steps, you can do a
disk cleanup, defragment, remove spyware and everything in between...
This will help you clean your computer.

 Do a Windows Update. This will be on your Start Menu; if it isn't, then click on "All
Programs" then "Accessories", then "System Tools". This will take you to the Page. Or try
windowsupdate.microsoft.com. It is very important that you do the updates; it doesn't matter
if you use the new updates or not, but they are for security, very important these days.
 Get rid of cookies. These are the little crumbs that are left behind on your computer after you
visit a website. Click on Start>> Control Panel>>Internet Options. The second row down will
say Delete Cookies, click on that. Click on Delete Temporary file; when the little box comes
up that says "delete offline," you don't have to click on that. Click on Delete temporary Files.
 Complete Disk Cleanup. After clicking on "Start", move your cursor on All Programs, then
up to Accessories, then "System Tools". Click on Disk Cleanup from the list that appears.
Click the "More Options" tab at the top of the page, and select all three of the following:
"Windows Components," "Installed Programs," and "System Restore". Clean up all three by
clicking on their respective tabs. You may want to delete all but your most recent system
restore point -- you probably don't need the others.
 Defragment your computer. Defragmenting your computer moves all your files to where
they are supposed to be.
 Remove spyware. Use a search engine to find "Lava soft Ad Aware 2007". This will take you
to a site to download the software. Download and install this program—you can also use
"Spybot Search & Destroy." Spyware Blaster is a good preventative measure to use as well.
All have easy-to-follow instructions.
 Install anti-virus software. Kaspersky, AVG, Bitdefender, Antivira, and Avast are free for
personal use.
 Go to My Computer. Now go to tools at the top. Folder Options... View, then check the box
"Show Hidden Files and Folders" then go to Local Disk, Documents & Settings, Your
Account, and delete everything in: My Recent Documents, Local Settings History (Do not
delete everything in local settings, just delete everything in the history folder of local
settings) (and while in Local Settings) Delete everything in temporary internet files.
 Remove unwanted programs by going to start, control panel, add/remove programs, then
remove unwanted programs.
 When your computer is running in ship-shape, then go to start, all programs, accessories,
system tools, then system restore. Create a restore point, and when your computer is running
poorly, restore it to the day.
Tips
 When you are new at a computer, try to relax. You are likely to get a little stressed. try to
find a friend to help you.
 If you use Norton Antivirus, then set it to scan your computer as often as possible. (daily is
best) To do this, click "scan for viruses" then click the button that has a clock on next to
"scan my computer". This will take you to the scheduling window. It is best to schedule this
when you are not using the computer, like when you're asleep, as it can take quite a few
hours to finish, especially if you have a larger computer. This will cause it to detect many
viruses, but also delete a lot a of spyware and adware, too.
Warning
 Be very careful of websites with pornography or free games -- they are usually full of
spyware that is difficult to get rid of.
 Not all cookies are worthless. Some Web-sites use cookies as a way of customizing your
display for subsequent visits. For example, a weather website may ask you to enter your zip
code to display your local weather. It then puts a very small "cookie" file containing that info
on you hard drive. Days later, when you re-visit that Web-site, the site looks for its cookie on
your drive and displays the weather in your area. This way, you don’t have to enter your
location each time. Deleting all cookies will require you to re-enter the information each
time.
 Deleting the wrong files may ruin your computer. Make sure when you are looking for old
files that you don't want anymore, that these files you absolutely don't need, and have nothing
to do with the way the system runs itself.
Step 5: De-fragment on the Computer (20 minutes)

 When your computer writes information onto your hard drive, it does not always write
information in the same location on the actual hardware. A section of a file can be written
near the beginning of the disc, whereas the rest of that file could be written near the end. This
causes programs to run slowly, as the computer spends time in retrieving these file clusters
from all over the disc. Defragmenting your computer sorts all of your files [as well as free
space] in an orderly manner, in effort to reduce loading time. Here is how to do it.
 Start Windows in Safe Mode. This is not mandatory, but it helps to avoid complications
from other programs that are running in the background. This also speeds up and streamlines
the process.
 Uninstall any programs you do not use or need. It is best to uninstall programs prior to a
defragmentation, as the newly-acquired free space will generally be located all over the hard
drive, thereby giving rise to fragmentation.
 Make sure that all unnecessary programs are closed. If you have already started in Safe
Mode, then this has already been done.
 Cancel any programs that are scheduled to run. If you have not manually scheduled any
programs to run, then skip this step.
 Delete any temporary files. This is done by running Disk Cleanup. To run the program, go to:
START -> Run, and enter cleaning in the window.
 Run the Disk Defragmenter Program. Go to START -> Run, and enter dfrg.msc in the
window. Alternatively, launch it by going to Start -> Programs (or All Programs) ->
Accessories -> System Tools -> "Disk Defragmenter". A window similar to the one on the
right should appear. Click Analyze so you can see what the damage is, and then look at the
report. If you want to continue: Make sure that your desired drive is selected [C: being the
default drive], and click on the Defragment button.
 Wait until the process is complete. Sit back and relax as your computer organizes your
fragmented files.
Tips
 Defragment your computer overnight. If you have never defragmented your computer before,
and you have a large hard drive, the process can take several hours.
 You can also access the Disk Defragmenter via the Start menu by going to START ->
Programs -> Accessories -> System Tools -> Disk Defragmenter.
 The more often that you run the defragmenter, the quicker the process will be. Generally,
once per month is good.
 Remember that defragmenting takes the saved portions of all of your files and organizes
them to help your computer run more efficiently. Keep in mind that some files (such as
critical system files and boot procedure files) cannot be moved.
 If the Defragmenter keeps restarting, and you have not already run your computer in Safe
Mode, do so. See the Related wikiHows section below for the steps to start your computer in
Safe Mode.
 The free Defragmenter provided with the Operating System does a reasonable job as far as it
goes, however it cannot defragment system files such as MFT or prioritise file placement
according to usage. Commercial Defragmenters (such as Diskeeper, Perfect Disk and O&O)
do a better job with these more difficult tasks.
 Defragmentation is not needed on most Linux operating systems because the file system is
designed to keep fragmentation at minimal.
Warnings
 Unless you choose "Safe Mode with Networking", you will not be able to access the Internet
while in Safe Mode. Make sure that you know how to access the Defragmenter program
before you enter Safe Mode.
 If you are using Windows 95, 98, or ME, do not use your computer during the defragmenting
process, since this may restart or hinder the process.
 While uninstalling, if you are unsure what a program does, don't remove it until you know
for sure if you need it or not. -EM
Step 6: Removing Spyware/Adware (15 minutes)

 Spyware/Adware. These are illegal programs which come onto your computer usually while
browsing the internet. This software will mostly slow your computer down and also will
sometimes report your actions and files to the programmer.
 When a computer is infected with spyware/adware, it will become a little slower and you will
be getting a lot of pop-ups while browsing the internet. These pop-ups can be ads or false
computer warning.
 In order to remove spyware/adware you require some special removal software. One example
of this software is ad-aware by Lavasoft which can be downloaded for free from
www.lavasoft.com. Once you have downloaded and installed ad-aware you will see the
following screen bellow.
Figure 1: Ad –Aware Software View
Source: lavasoft
 Click on start to scan the computer for Adware. And select the default settings and click next.
Once the scan is complete, you can see as shown in the picture bellow that your computer has
9 New Critical objects.
 Click next and select the objects you would like to remove (Usually just select all).
Activity: How to Solve Virus Problem (15 minutes)

ASK student: How would you
DIVIDE them into small groups depend of number of class.

 Detect virus to your computer?
 What to do if you discover a virus on your computer?
 Remove install and uninstall antivirus
 Define Antivirus?
 Defragment computer
 SUMMURISE the ideas from students group
Figure 2: Show Completed Scanned Object
Source :lavasoft
 Please note that it is important you update you ad-aware program and before scanning for
adware on you system. In order to update your ad definitions click on the globe on the top
right
Removing a virus
 Virus is illegal program designed to corrupt your computers files and there for eventually
either slow or crash your system. With the help of virus removal software such as Norton,
AVG and MacAfee anti virus software you can mostly find and remove viruses from a
machine. AVG is free antivirus software.
 It is important you make sure you update your anti virus software regularly to make sure your
virus software is aware of the latest virus threats and there for can protect your computer
from them.
 In IFM we have been using Norton System works to protect our computers from viruses and
maintaining our computer.
o Click Start  All ProgramsNorton System Works  Norton System Works
Figure 3: Norton System dialog box
Source: Norton system works 2003

 Click Norton Antivirus  Scan for Viruses  Scan drives
Figure 4: Scan for Virus

 Select the drives you would like to scan and click scan.
Figure 5: Selected Drives for Scanning
 Once you have scanned follow the instructions, provided. If you require more help you can
always use Norton help.

 With the amount of information available for download on the internet, it's easy to quickly
fill up your valuable hard drive space and turn your computer into a sluggish, unresponsive
monster.
 When Windows installs programs, it will put the files it needs anywhere that it finds free
space, and not directly after the last program installed. As a result, your hard drive has
patches of empty space on it that are not big enough to fit a full program, and will result in a
drive space error if you attempt to install something new.
 When your computer writes information onto your hard drive, it does not always write
information in the same location on the actual hardware. A section of a file can be written
near the beginning of the disc, whereas the rest of that file could be written near the end. This
causes programs to run slowly, as the computer spends time in retrieving these file clusters
from all over the disc. Defragmenting your computer sorts all of your files [as well as free
space] in an orderly manner, in effort to reduce loading time.
 Virus is illegal program designed to corrupt your computers files and there for eventually
either slow or crash your system. With the help of virus removal software such as Norton,
AVG and MacAfee antivirus software you can mostly find and remove viruses from a
machine.

 List steps to keep computer running at peak performance
 Describe steps of computer maintenance and reduce computer problems
 How do you clean your computer?
 List steps in defragmenting computer
 List steps in removing spyware / adware
References
Ventage Press.

Chapter Nine COMPUTER JAMSON-1

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Chapter Nine COMPUTER JAMSON-1

Uploaded by

Copyright:

Available Formats

CHAPTER NINE

MODULE CODE GST04202:

Total Session Time: 120 minutes

Define the term computer

 ASK students if they have any questions before continuing.

Step 2: Definition of Terms

ASK students to define the meaning of the term ‘computer’

Step 3: The History of The Personal Computers (PC)

Step 4: Uses of Computer

Step 5: Types of Computer

Step 6: Basic Parts of Computer

Diagram of computer parts

Step 8: Key Points

Total Session Time: 120 minutes

Step 2: How do computer and software operate

Step 3: Various computer operating programs and its uses

Step 4: Outline the procedure of operating computer (opening, closing)

Step 5: Key Points

Total Session Time: 120 minutes

Step 2: Entering data into computer

Step 3: Interpret computer commands

Step 4: Edit text

Step 5: Key Points

Total Session Time: 120 minutes

Step 2: Laboratory information System (LIS)

Step 3: Groups of laboratory information

Step 4: Differences among categories of laboratory information

Step 6: Key Points

Total Session Time: 120 minutes

Step 2: Tools used for collecting laboratory information are

Step 3: Explain uses of each tool

Step 4: Strength and Weaknesses of Each Tool

Step 5: Key Points

Total Session Time: 120 minutes

Step 2: Types of Laboratory information (30minutes)

Step 3: Ways of Handling Confidential Information (35minutes)

Step 4: Strength and weakness of handling confidential information (35minutes)

Step 5: Key Points (10minutes)

Step 6: Evaluation (5minutes)

Total Session Time: 60 minutes

Step 2: Planned Preventive Maintenance (20 minutes)

Step 3: Procedures of PPM on Computer (20minutes)

Step 4: Key points (10minutes)

Step 5: Evaluation (5minutes)

Total Session time: 120 minutes

Step 2: Identify Computer and Connect Parts (40 Minutes)

Activity 1: Demonstration on connecting computer parts

Use a computer parts to complete activities 1 through 4 listed below:

Step 3: Switch Computer ON / OFF (35minutes)

Activity 2: Demonstration on Switch Computer on/off

After activity 1 continue with demonstration of switching on/off computer

Step 5: Key Points (5minutes)

Total Session time: 120 minutes

Step 2: Basics of the Word Window (25 minutes)

Figure 1: Basic Component of Window

Changing Your Document View

Figure 2: View Button

Source: Goodwill Community Foundation 2002

Operating the New Pull-Down Menus

Figure 2: Task Pane

Source: Goodwill Community Foundation 2002

Activity 1: Personal Letter (Assignment)

Step 3: Saving New File (20 minutes)

Source: Goodwill Community Foundation 2002