HORTICULTURAL RESEACH AND TRAINING

INSTITUTE.

INTRODUCTION TO COMPUTER TECHNOLOGY

(ICT)
INTRODUCTION TO COMPUTER TECHNOLOGY

INTRODUCTION
Man is truly an amazing being. He is master of inventors. He is restless by nature; either his need to
make things easier and sophisticated or his game loving nature drives his imagination to keep
inventing.
Be it the wheel, the television or the vehicles we see on the roads, are some of the inventions that
we cannot image our lives without today. One amongst this list is the computer, which made its first
appearance somewhere in the late 19th century but started getting popular only in the 20 th century.
Today it has become a part and parcel of almost everybody’s life. The reason for its popularity is
that its uses are varied, it can be modified to do anything that human imagination can make it do
and hence its reach is expanding day by day.
These inventions have been in the direction of bringing about mechanization in various fields of
human activities. Therefore all such inventions are generally termed as machines, which require
either mechanical or electrical power to drive them.

Commercial applications of computer.

(i) Electricity bill generation.
(ii) Railways and airways ticket booking.
(iii) Generation of telephone bills.
(iv) Banking sector.
(v) Super market. Etc

Defination
A Computer
Is the electronic device that process data electronically into information. Is the processing machine
that process data according to predefined instructions, and produce results based on their work.
A computer is one of the most brilliant inventions of mankind. The computer technology, help to
achieve an efficient storage and processing of data; we could rest our brains by employing computer
memory capacities for storage of the information.
There have been other computing devices also, but what makes a computer different are
- It’s computing speed, which is comparable to lighting.
- It’s capable of producing very accurate results from the inputs given.
- It’s reliability.
- It’s versatility with respect to the inputs it can accept. Take the example of a calculator; it
can work with only numbers. But a computer can do computations with not only all kinds of
numbers, but also with alphabets, pictures, sound, images captured, voice (multimedia).
- It’s programmability that is it can taught to make decisions and function accordingly. The best
examples for this are the washing machines today, which incorporate some form of fuzzy logic.
Such machines are capable o taking in required amount of detergent and water for washing after
assessing the amount of dirt in the clothes.

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ADVANTAGES AND DISADVANTAGES OF COMPUTERS
Advantages
i) Speed: It can carry out the computations very fast.
ii) Versatility in terms of taking inputs: It can process multiple types of data.
iii) Accuracy: The results generated by a computer are very accurate.
iv) Spread: It finds varied applications in the industry today.
Disadvantages
i) Incapable to take decisions on their own, like human being.
ii) Capability to distinguish valid from invalid data: They need to be given correct data to
generate data is given to it; the result generated is also erroneous. We call this situation as
GIGO(Garbage in garbage out that is if we given erroneous data, we get erroneous
information)
iii) Requires regular maintenance: Computer is a machine, hence regular maintenance is
required to keep it in good working condition.

Importance and uses of computer

 Speed up daily work.
 Carry out critical transactions and
 Achieve accuracy and precision in work output
 An effective audio visual material.
 The computer knowledge increases the chances of getting jobs.
 The Computer used as source of income and employment for those who are computer
literacy.
 They are used as the source of entertainment like games, music.
 Used in different field of studies and research.

Basic parts of the computer

The computer has two principal components, used in the field of information technology. The main
computer components are hardware and software.

Hardware; refers to all physical parts of the computer that are physically seen and touchable. It
involves all the devices that physically enter, process, retrieving store, and deliver data into
information. They includes screen/monitor, system box (CPU), mother board keyboard, disc drives,
hard disc cables, speaker printers, floppy, and. compact disc (CD)
Different physical parts of the computer

Hardware of a personal computer

1. Monitor
2. Motherboard
3. CPU
4. RAM
5. Expansion cards
6. Power supply
7. Optical disc drive
8. Hard disk drive
9. Keyboard
10. Mouse

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Other hardware includes
11. Printer
12. Modem
13. Speaker
14. Scanner
15. Case
16. Cards (video, sound, and network)
17. Removable devices (flash, CD, DVD, Floppy, digital camera and headset)

Removable media devices: these are the physical devices that keep programs and be removed or
moved from the computer system. It includes
 CD (compact disc) which is the most common type of removable media, suitable for music
and data, CD-ROM Drive - a device used for reading data from a CD,CD Writer - a device
used for both reading and writing data to and from a CD.
 DVD (digital versatile disc) is a popular type of removable media that is the same
dimensions as a CD but stores up to 12 times as much information. It is the most common
way of transferring digital video, and is popular for data storage, DVD-ROM Drive is a
device used for reading data from a DVD. DVD Writer is a device used for both reading and
writing data to and from a DVD. DVD-RAM Drive is a device used for rapid writing and
reading of data from a special type of DVD.
 Modem is used for the modulation and demodulation of the data that is transferred through
the modem and telephone lines. It translates the data from digital to analogy and vice versa.

Internal storage devices: these are devices used to keep/ store data and information within a
computer. It consists of hard disc and Data array controller. The hard disc used to store data
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permanently within a computer. The ROM and RAM. The RAM is in the computer, and can delete
information easily when there is electrical cutoff.

MEMORY IMPLEMENTATION
Memory is the capability of the computer to remember data.
Two types of computer memories
(i) Primary memory
(ii) Secondary memory

(A) Primary memory

Primary memory is also known as the main memory or central memory and there are two types of
primary memories
 Random access memory (RAM)
 Read only memory (ROM)

- Random access memory (RAM)

(i) Read/write memory such that user can either write onto this memory or read from it
(ii) It is volatile in nature such that the moment power is switched off and the memories get
erased

- Read only memory (ROM)

(i) It is read only memory. User cannot write anything to it
(ii) It is non volatile, it is storage is permanent

(B) Secondary memory

Is the external memory.

Secondary storage devices: The secondary devices involve all devices that keep information and
movable, but the information stored in the secondary devices accessible when connected to
computer. The common examples of secondary storage are floppy disc, compact disc (CD), DVD
USB flash disc (memory stick) and diskette.
Floppy disk is an outdated storage device consisting of a thin disk of a flexible magnetic storage
medium. Used today mainly for loading RAID drivers. USB flash drive - a flash memory data
storage device integrated with a USB interface, typically small, lightweight, removable, and
rewritable

Sound card: Enables the computer to output sound to audio devices, as well as accept input from a
microphone. Most modern computers have sound cards built-in to the motherboard, though it is
common for a user to install a separate sound card as an upgrade. Most sound cards, either built-in
or added, have surround sound capabilities.
Input device: these are devices used to enter data / text and information into primary memory.
They includes:.

 Keyboard - a device like typewriter is used for typing text and characters by depressing
buttons. There are two types of keyboards. These are standard keyboard and extended
keyboard. The standard keyboard has 101 keys, while the extended keyboard has 105 keys.

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  Mouse is a pointing device that detects two dimensional motions relative to its supporting
surface. Generally the mouse has two button to left and right to perform different functions.
One type has a round ball under the bottom, while another type of the mouse uses optical
system to track the movement of the mouse.
 Microphone - an acoustic sensor that provides input by converting sound into electrical
signals.
 Scanner - a device that provides input by analyzing images, and printed text, to the
computer. It used to change the hardcopy to softcopy.

Output device: are devices that bring information out of the computer. They include:
 Printer is a device that produces a permanent human-readable text or graphic document on
different sizes of paper which are placed in the printer device.
 Speakers - typically a pair of devices (2 channels) which convert electrical signals into
audio.
 Headphones - for a single user hearing the audio.
 Monitor - an electronic visual display with textual and graphical information from the
computer screen.

Software: refers to the programs or set of instructions that direct the information processing
operations performed by hardware. The software is untouchable parts of the computer that can be
loaded into a computer from the CD, floppy disc or the flash. Example of software is word
processors, graphics, and programs. Computer software (program) is the collection of instructions
expressed in a computer with readable language to make it perform different kinds of tasks. There
are two types of computer software, which are
Application software
Systems software
Application software Is the list of programs that perform specific user oriented task. It includes all
other software that runs on a computer, like spreadsheet, database, presentation tools desktop
publishing software presentation and multimedia programs. The application software includes Ms
Word, Ms Excel, Ms PowerPoint, Ms Access, Ms Publisher, Adobe and Quark Xpress.
Systems software The systems software direct hardware related tasks. It enables a user to interact
with hardware. The most important systems software is the operating system. The operating system
is the one that holds all instructions that make the computer work. It coordinates the flow of data,
information, and programs within a computer system. The operating system accepts instruction
from them, and passes them into the CPU and arranges the display on the monitor. It includes Ms
Dos, UNIX, Os/2 and Linux of various versions of window 95, 98,2000,2003,2005, 2008 and Vista.
Ms dos

TERMINOLOGIES
Cursor a moving and blinking marker on a computer screen that marks the point at which keyed in
characters will appear or be deleted
Menu a list on a computer screen of the options available to the user
Dialog box is a small rectangular window that is displayed on a computer screen that conveys
information to or requires a response from the user.

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Window is a rectangular part of computer screen that contains display of different from the rest of
the screen. Most of the windows have a MENU BAR that shows available menus.

Menu bar is a horizontal bar that contains menus with different commands or functions.
Title bar is a horizontal bar that shows the name of that window it is usually the first from TOP
Task bar is a horizontal bar (normally located at the bottom of the window/screen). It contains
buttons for all current open programs, start menu button and system tray.
Note. System tray shows current Date/time and background running program. Normally
located at the right of the task bar
Desk top is a first window displayed automatically when logged on the computer. It holds files and
folders icons. The following are typical folders found on the desktop.
 My computer this shows storage disk drives and hardware connected to the
computer
 Letter A: This is for Floppy diskettes.
 Letter C: This for Local disk/Hard disks.
 My document contains users data (File and Folders). You are advised to
save/store your data in this folder.
 My network places shows shortcuts to network computer.
 Recycle bin stores deleted items (Files and Folders)
File this is a set of related records or data kept together.
Folder/Directory is a place that holds files or collection of computer files.
Additional information.
Double clicking means that you click once and then click a second time as fast as you can.
Example double click on the My computer icon located on your Windows screen.
“Drag and drop” moving means “picking” up an item with the mouse and dragging it to a new
Location. This could apply to moving an icon from one location on the screen to another position,
or to physical files on your hard disk being dragged from one folder to another.
“Drag and drop” copying this is basically the same as drag and drop moving, except that you end
up with a copy of the item you are dragging, at the new location. To copy rather than move, depress
the control (Ctrl) key as you dragging with the mouse.

BASIC OPERATING SYSTEM FUNCTIONS OF THE COMPUTER

Get started- switching on
Most computers have two switches, one on the computer box and the other on the monitor. Each of
these switches must be ‘ON’ position which indicated by a coloured light inorder to access the
computer. They switch and lights in a computer may be in different position. The various items
appear briefly on the screen while the computer is starting up, and eventually the desktop appears.
The desktop is the screen on which represent items called icon. The icon is the small picture or
symbol used to represent feature or activity on a screen.
The procedure for starting-up computer:
 Click on the button on the CPU , then
 Click on the button on the monitor
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  The computer will start up.
Shutting down the computer
When you have finished using the computer, you must follow a special shutdown down procedure,
if you switch off the computer without going through procedure you may face problem the next
time when you switch it on.
The procedures for shutting down the computer:
 Click the start bar button
 Select the shut down option by dragging the mouse pointer
 The shut-down window will appear with the following option, standby, shutdown, and
restart option
 Select the shut down
 Confirm the shut down by clicking the OK or YES button in the window that appears.
 The computer will take few minutes to prepare it to be switched off. When you see the
message ‘it is now safe to switch off your computer,’ then you can switch off., by clicking
on button to turn off.

Restarting the computer

The same procedure as shutting down but you select the restart to switch off the computer shortly
and reset it.
Opening and closing different programs
The start menu
A start menu is the list of commands for the computer. When you want to open any program in a
computer, it is advisable to start at a start menu. Click the start button once with the left mouse to
display the start menu. You can choose document or the program from menu by moving the pointer
over an item/ program on it or by clicking an item with the mouse. When you select a menu item,
the computer performs an action. A small arrowhead to the right of menu item leads to further
submenu when you move the cursor over it
After opening the document or the program that you want to use, you should close it by clicking on
the close window (×) found on the top right of the large window which have red colour.

CREATING FOLDER
To create a new folder use this procedure
Method one
(a) Make sure that the pointer is at the point where the folder is to be placed.
(b) Right click on empty space of that window
(c) Point to New
(d) Click Folder
(e) Type the name of the folder.
(f) Press ENTER.
Method two
(a) Make sure you are at the point where the new folder is to be placed.
(b) Point to New or File menu.
(c) Type the name of the created Folder.
(d) Press ENTER key

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NB: Not applicable to the desk top

REMOVING FOLDERS OR FILES

If you want to remove the folder or files then use this procedure
(a) Right click on the file/folder to be removed.
(b) Click Delete.
(c) Click Yes then click Ok.
(d) Click No (if you change your mind)
NB: You can also press DELETE key from the keyboard.
RENAMING FOLDERS OR FILES
If you want to change the name of the folder or file then use this procedure
(a) Right click on the file/folder to change its name.
(b) Click Rename.
(c) Type the new name of the file/folder.
(d) Press ENTER key.
COPY, CUT AND PASTE.
These are functions used to move and copy closed file (in windows) or open files (in programs)
and Folders.
To move an item (File and Folder)
(a) Right click on it.
(b) Click Cut.
(c) Go (Open) where you want to move an item.
(d) Right click on empty space of that new location.
(e) Click Paste.

NOTE: The original file/folder is completely moved to a new location.

ASSIGNMENT
- Create a folder known as MY FOLDER on the desk top
- Create a folder known as YOUR FOLDER on the desktop.
- Move the folder YOUR FOLDER to folder MY FOLDER.
To copy an item (to create a duplicate)
(a) Right click on it.(on the item)
(b) Click Copy.
(c) Go Open where you want to place a copy of the item.
(d) Right click on empty space of that location.
(e) Click Paste.
ASSIGNMENT
Create a file in Microsoft word and serve it in the folder known as His Folder located in the
folder known as MY FOLDER
CUSTOMIZING DESK TOP
This is when properties of the desktop are changed to reflect the user needs. There are several
options in which these properties can be changed. The following are three most frequently used by
many users.
- Background or Desktop: Change desktop pictures.
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 - Screen saver: Set action when a computer is idle.
- Appearance: Change window color
To get access to these options (display properties) use this procedure
(a) Right click on the Empty space of the desktop.
(b) Click Properties.
(c) Click the option you want - Desktop background.
- Screen saver
- Appearance.
(d) Set all settings you want for the option you select in step c.
(e) Click applies to see how it looks or clicks OK to save changes and Close.

ASSIGNMENT
Perform the following instructions
- Create a folder known as ICW 1 on hard disk (local disk) (C :) and folder F on the desktop.
- Place a copy of folder ICW 1 on the desktop.
- Change the name of ICW 1 on the desktop to ICW 2.
- Move the folder F to the inside ICW 2.
- Move folder ICW 2 to inside folder ICW 1.
- Delete folder ICW 1
Question:
What is the result of the above instruction?

MICROSOFT WORD
What is Microsoft word?
This is a program from Microsoft corporation (USA) used to create and edit TEXT and GRAPHICS in
letter reports. Generally the document must be as simple as possible with more text than graphics.
What is TEXT?
Text is characters that can be entered into the program. (MS word) by using KEYBOARD
Text property
- Text.
- Font size.
- Bold.
- Underline.
- Cases.
- Alignment.
- Font.

Feature of a Word Processing programme (MS Word)

(a) Correct mistakes
A word processor keep on checking on the mistakes you make as you type. In Microsoft word for
example, as you type, spelling mistakes are immediately highlighted with a wavy red line. You can
correct the highlighted mistakes immediately after the appear or after you finished typing the
document.
(b) Changing font style

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 On a typewriter all text characters are typed in the same font style and size. When using a word
processor you can change the typeface as well as its size. You can also change the characters by
making them bold, italics or colored.
(c) Formatting the text
A document may need changes in its contents or presentation to make it more readable and hence
more effective. Such changes are known as formatting. Word processors provide formatting
features that allow you to improve the appearance of your documents
(d) Printing
Word processor allows one to create many copies of documents. This can be done by printing all
pages of your document or only a few selected pages. Before printing one can see how the printed
pages will look like. This makes it possible to carry out the desired changes before printing.
Viewing the document before printing is referred to as print preview.
(e) Saving text
Documents created in a word processor exist only in the computer’s memory until they are either
saved to a disk or printed out. You can then re-use these documents when needed.
(f) Insert graphic
Word processing programs allow you to insert pictures, tables or charts in your typed document.
H OW TO CHANGE TEXT PROPERTIES
These properties can be change by using either of the following
METHOD 1
Use FORMATTING TOOL BAR. This is a bar with a commands used to change text properties, if
this is not shown, show it by using the following procedures
Right click on the MENU bar and then click formatting.
NOTE: A check mark means a toolbar is shown.

METHOD 2
(a) Click Font on the Format menu
(b) Click or select all text properties you want.
(c) Click OK.
NOTE: In both cases (Method 1 and 2) Text has to be selected first.
How to select text in Microsoft word
- DRAG on the text to be selected or Hold SHIFT key and then press appropriate cursor
control key (i.e. Arrow keys, home, end keys etc).
ASSIGNMENT
Create your own folder in which you will be saving your documents. Please consider the following
- Location of the folder which will be easier for you to remember (My Document is
recommended)
- The folder name again which will be easier for you to remember (Your full name is
recommended)
Saving files.
Save means store.
When you save a document that means you keep it in storage device permanently for future use.
How to save

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Note: Before you save, consider the following two issues
1. Location
This is where the file is to be stored (storage devices and folders)
2. File name
This is a unique name of the file in that particular location. This name helps to identify the
file quality.
Both location and file name should be specified such that are easier to remember.
Use this procedure to save a file.
1. On file menu click Save as
2. Specify the place where the file is to be stored (location) under Save in or lock in box at the
top.
3. Type the name of the file to be stored under filename box.
4. Click Save or press ENTER key from the keyboards.
Open files.
You open the file that already exist
How to open
1. On file menu click Open.
2. Specify the file to be opened using location (look in at the top).Name of the file from the list
available.
3. Click Open.
Spelling and grammar checking.
This process checks all mis-spelled words and grammatical errors in the documents. Some error if
found, suggestions are produced to correct them.
How to do this
1. On tools menu, click Spell and Grammar.
2. Make corrections accordingly (if any)
3. Click OK when the process is completed.
NOTE:
English language is the reference.

Insert page number

Page numbers shows the position of each page in the document. You apply page number if the
document contains more than one page.
How to do this.
1. On insert menu, click page numbers.
2. Specify the position of the number (alignment) click format to select the style of page
numbers you want.
3. Click OK.
Option of page number 1,2,3
a,b,c
i,ii,iii
Insert date and time
Microsoft word allows users to quickly insert current date/Time without using the key board.
Note
 Current date means TODAY’S date.
 Current Time means time at the moment of insertion.
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How t inserts
1. Click where to place the Date/Time.
2. On the insert menu click Date/Time.
3. Click the (option)/Format you want.
4. Click OK
Headers and footers
Headers and Footers are used to hold information that are common to all pages in the documents
E.g. Prepared by………………….
This sentence is better if it appears to all pages.
It can be placed at the top of the page (header) or at the bottom of the page (footer)

How to do this.
1. On View menu, click Header and Footer.
2. Type your information in the Header (Top of page) or Footer (bottom of page).
3. On the view menu, click Header and Footer.
Apply bullets and numbering
Bullets are small symbols that appear to the left of an UN ORDERED list items. Numbers are
applied to ORDERED list.
E.g. Student performance (Bullet)
 Frank 35%
 Hawa 85%
 George 90%
 Mohamed 65%
E.g. Student performance (number)
1. George 90%
2. Hawa 85%
3. Mohamed 65%
4. Frank 35%
NOTE: Numbering can be used in ascending or descending order)

How to do this
1. Click where to start the list (if already typed, select it)
2. On the Format menu click Bullet and numbering.
3. Click Numbered or Bulleted ( or sometimes outline numbered)
4. Select click the Bullet/Numbered format you want.(Click customize……..to see more
bullets)
5. Click OK.
NOTE: You can also use Formatting tool-bar
Changing cases
Cases are defined as follows
1. sentence case-The first character of the sentence is capital
2. Lower case – All characters are small letters
3. UPPER CASE – All characters are capital letters.
4. Title case – The first character of each word is a capital letter.
5. tOGGLE cASE – Switches from capital letter to small letter and Vise verse.

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 How to change cases
1) Select the text to be changed.
2) On Format menu click change case.
3) Click the case you want.
4) Click OK.
Working with boarders and shadings
Boarders and shadings are used to add interest to various parts of the document
How to apply boarders and shadings
1) Select the text to apply/effect.
2) On Format menu, click boarder and shading….
3) Click and set all options you want under Boarders, page boarders, shading tabs.
4) Click OK
Insert graphics.
A graphics is an object that is not entered into Microsoft Word directly from the key. External
programs create these objects.
Examples of graphics are clip ARTS, PICTURES, WORDARTS etc.
How to insert a graphics
1) On insert menu, point to PICTURE and then
- Clip art to select a pre-defined image.
- Click from file to select a picture file.
- Click word Art to insert characters-shaped image
2) Right-click on the inserted graphic then click Format Picture or Format Word Art
3) Click Layout then click Behind Text or In front of Text.
4) Click OK.
5) If you want to increase/decrease the size of the graphic, click its corner handles (then appear
in blank SQUARES)
Protecting documents
Microsoft word allows protecting documents from being opened or modified by simply supplying
PASSWORD.
- You can disallow s users to read by Password to open
- You can disallow users to modify by Password.
How to protect document
1) On tools menu, click OPTIOS
2) Click save (Window 2000) and security (Window XP)
3) Supply Passwords accordingly.
4) Click OK.
NOTE: You have to change these effects in order to take effect.
Creating table
A table is a tool that organizes data in summary form.
Steps for creating table
1) Click on a portion where you want to insert a table.
2) Click on table Menu.
3) Choose insert. You will see table sub menu, select it.
4) Define the number of columns on rows you want.
5) Choose Auto Fit behavior.
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 6) Click OK.
Insert a row/column
Steps
1) Point a column/row head. A pointer will change to an arrow (if vertically: ↓ if horizontally,
→, click .You will have a column/row selected.
2) Point on selected region and right click.
3) Select insert column/rows. A new column row will be included before a column row
selected.
Merging cells. Combining table cells
How to do it
1) Point cells you want to merge
2) Point on selected cells and right click.
3) Select merge cells from the menu.
Converting table to text
This is hiding table grids
How to do it
1) Select an entire table
2) Click on table menu.
3) Select convert from the drop down list.
4) Choose table to Text option.
5) On a resulting dialog box choose tabs.
6) Click OK

Drawing table using drawings tools

Steps
1) Click on table menu.
2) Select Draw table option. Your pointer will change to pencil sign.
3) Draw the larger/Boarder of your table. After that start to form table partitions.

Print preview
Before printing out your document, you must view its appearance
Steps
1) Click on File Menu.
2) Select print Preview. If you are not comfortable with an appearance use close button (in tool
bar) to close and go back to your document. Do appropriate modifications and preview once
again. If you are convinced by the appearance print it out.
Printing
Steps
1) Click on file menu.
2) Choose print option from the list
3) Select a printer to use.
4) Specify print range (number of pages to print).
5) Specify number of copies.
6) Select print scale (A4)

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 7) Click OK.
MICROSOFT EXCEL
Definition.
Microsoft excel is an application program for managing arithmetics, ie to develop spreadsheets.
Opening MS-EXCEL program
Steps
1) Click on start button.
2) Select programs options from the start menu.
3) Under programs sub menu, select Microsoft excels.
Microsoft excel window
1) The title bar
- Indicates a type of an application software you are using i.e. Microsoft excel
2) The menu bar
- This contains a list of commands.
3) The tool bar
- This contains shortcuts to menu command
4) The formula bar.
- Used to display any formula you supply/type in any cell.
Microsoft excel screen forms a grid structure (i.e. rows intersects with columns). Each column is
given a letter (column head) and each row is given a numeric value (row head). The intersection of
a column and a row form a CELL, and a cell name is column head and row head

Features of Microsoft Excel

Entering data

Calculations and charts drawing using Ms Excels

The Microsoft Excel is used to perform financial, mathematical, business and any other
calculations. Many powerful functions in Excel can be used for various mathematical, statistical and
financial calculations. The formula is entered in the cell and result of the formula is then displayed
in the cell and not the actual formula that produced it. Procedures for adding calculations:
 Enter some numbers in the cells in spreadsheet
 Click in front of the cells that you entered the numbers.
 Click the AutoSum button on the toolbar, the Excel will guess the number that you want to
sum up and will make a broken line and insert a formula to add them up in the respective
cell.
 Click enters if the selected number to be sum is correct for your option. The formula
displayed on formula bar will be =SUM (A2: H2). This tells Excel to add all the numbers
from the cell A2 to cell H2. The colon between the two cells addresses means from…To….
Alternatively use the edit menu,
 Select the cells from A2 to H2
 Select Fill and then down in the edit menu. The total marks for each is calculated.
Note: The procedures are the same with any other functions like average.
Create charts using wizard
Chart is the graphical presentation of data or the information in the document. The Wizard is the
term used to describe a feature in some applications that help the user through a series of tasks by
displaying a series of choices on the screen for the user to choose from.
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Excel can create chart and graphs in three different ways: The three ways used are
 On the worksheet currently being used.
 In a separate sheet in the workbook being used.
 In a separate workbook.
The procedures for creating charts
 Click the chart wizard icon on the standard toolbar.
 Select the cells by dragging across them in order to create the charts you want.
 With the set of cells selected, click the chart Wizard button icon.
 The chart Wizard displays the first of four dialogue boxes that will lead you through the
process of creating the graph.
 Select the column as chart type if it is not already selected.
 Click next to go on the next step until you finish.

Examples of charts type commonly used.

Yield in HORT-Tengeru Fruit production in HORTI-Tengeru

120

100

80
Banana
Maize Amount 60
Beans 40
Milk
20

0
Orange Banana avocado Mango Pineapple
Fruit type
amount of yield

Vegetable yield in HORTI-Tengeru

4000
3500
3000
2500
2000 Series1
1500
1000
500
0
Cabbage Carrot Beans Cauliflower
Crops grown

MATHEMATICAL OPEARTIONS
MATHEMATICAL NAME COMPUTER BASED
SYMBOL SYMBOLS
═ Equal to ═
≠ Not equal to <>
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 × Multiplication *
÷ Division /
> Greater than >
< Less than <
≥ Greater or equal to >═
≤ Smaller or equal to <═

Example.
Bonus = Basic salary X 10%
= Basic salary X 10/100
PAYE = Basic salary X 15%
= Basic salary X 15/100

USING FORMULA IN EXCEL

When you want to use formulated expressions, you must start with an equal sign. This is to tell
Excel that, what follows is a formula.

Example.
You can calculate bonus for all employees, if given a relevant formula.
A B C
S/NO SALARY BONUS
1 72000 =A1*0.1
2 68000 = A2*0.1
3 59995 =A3*0.1
4 20000 =A4*0.1
5 30000 =A5*0.1

Excel to accept your formula. After calculating the first value you use Auto fill functionality to
copy the same formula in next cells

A B C
S/NO SALARY BONUS
1 72000 =A1*0.1
2 68000
3 59995
4 20000
5 30000

Steps
1) Point on the right bottom corner of a cell containing a calculated value. A plus sign will
appear
2) Press left button of your mouse drag downwards. Other bonus values will be calculated
automatically. If not, Go to tools options,
3) Click on calculation tab enable Automatic
Exercise
1) Insert a new column before GRADE. Column.
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 2) Give it a title STANDARD AVERAGE short STD average.
3) Use a formula STD AVER = AVERAGE * 40% Insert another column after STD AVER
column
4) Give it a title EXAM. Populated it with guessed marks.
5) In front of EXAM column, insert another column call it STANDARD EXAM in short STD
EXAM. Populated it using a formula STD EXAM = EXAM * 60%
6) Display a STANDARD FINAL = STD test + STD EXAM

THE PASTE FUNCTION

Steps
1) Insert a new column before average column.
2) Give it a title Range.
3) Use paste function to determine Range values. The range is determined by subtracting the
maximum value and minimum value.
The paste function
This contains a list of built in functions
How to start
1) Select a cell in which you want to display your results.
2) Click on INSERT menu.
3) Select function Option.
4) You will be presented to a dialog box with two sections. Function categories and
Function name. Choose function categories.
5) Under function name, locate your function and click OK button.
6) Define the range of cells containing values to be included in calculation.
7) Click OK the first results will be displayed. Use auto fill to copy a function to next cells

SORTING RECORDS/ROWS
This is arranging rows either in ascending order or descending order. This technique is useful
when you are looking for particular records/rows
Steps for sorting records
1. Select a column for which you want to sort
2. Click on data menu and select SORT. You will receive a dialog box select “Expand the
selection” and click SORT button
3. You will be presented to a dialog box at the bottom under “My list” select “header rows”
4. In sort by combo box, click on downward arrow and select Average column
5. Specify the sort, Ascending or Descending
6. Click OK.You will have all record arranged in order you specify.

Filtering
Filtering means select record(s) from a set of records to display
Steps
 Click on data menu
 Select filter/Auto filter. You will see downward arrows on each column. Click on this arrow
using any column of your choice to display that particular record
 Click on data menu/filter/show all to see the whole worksheet

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Filtering can depend on
 One item (e.g. name)
 Displaying top 10 or top 3 etc
Steps
 Click on down arrows
 Select top 10 option you can edit to specify an exact number you want based on this criteria
you use a numeric colu

INTERNET AND E-MAIL
How to open Enternate
- Check network connectivity
- Click start menu
- Point to programs
- Select the available Web Browser (e.g. Internate explorer)
- Study the response (if connection is available the welcome page of the default website will
open otherwise you will receive error message on the displayed page

Internate
Defination.
Internate is a global connection of computer and other network accessories /devices.

Through the internate one can communicate worldwide. Any other connection will be referred
simply as network of computers and not internate.The term internate is derivered from the
global term internetworking

Website
A is the collection of online pages that can be accessed through internate.The pages are
collected together using Hyperlinks.

Hyperlinks can either be a group of text/world OR Graphics.

Features of Website address

Any website address has got three main parts
1) Host part
2) Protocol part
3) Document Title/Name

1) Host part
The host part of the website address contains the information about the type of the server
(e.g. w.w.w)
Name of the institute/organization e.g. IPPMedia
Nature of the institution/organization e.g. Co for commercial organization
Abbreviation of the country name where the given website server is located e.g.
- Tz for Tanzania
- UK for United Kingdom

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 E.g. www.ippmedia.co.tz
 www - word wide web
 Ippmedia – nature of the organization
 Co – nature of organization – commercial
 Tz – is an abbreviation name for Tanzania where the given website is located

2) Document title/name
This part displays the name of the current page of the website under consideration. These
are the same as file names, so depending on the format in which they are created it is written
in suffixes html

3) Protocol part
These are the set of rules that governs online communication. The type of protocol used will
depend on the requested services e.g. http for www services

NOTE
http stands for hyper text transfer protocol

Full website for ippmedia can be written as

http: //www.ippmedia.co.tz/ index phP

Where
 http - Protocol part
 www.ippmedia.co.tz - host part
 index phP - document title

Creating e mail account

Getting started
Steps
(i) Open your browser
(ii) Type www.yahoo.comon address bar
(iii) Click GO
(iv)Yahoo screen appears
(v) Double click ON mail icon
(vi)New screen open
Preparing and sending e mail message to a friend
After signing into your account, proceed as follows to prepare and send a mail to your friend(s)
 Click compose button
 Enter destination mail address into TO…………………..…
 Enter the title of your message under subject field
 Type the entire message under the provided message to the entered mail address
 In case you want to send the same mail message to more than one destination address make
use of “CC” field together with “TO”

Other applicable link/button

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Reply button
Reply button can be used to reply the received message through the same path to the original
source. The subject of replied message by default will be preceded be re- forwarded by the original
subject unless you decide change it

Forward buttons
Forward buttons is used to send the received message to another destination address. If you wish
you can add a custom message to be sent together with the original message

Delete button
Delete button is used to delete the received messages from the list.

Folders found in mail account

(1) Inbox
Inbox folder stores all incoming mail message. To open and read the received messages simply
click on this hyperlink to navigate to the message page. Under message page select the one
after another to read by clicking on the appropriate link
E.g. in yahoo simply on the respective subject of the message

(2) Sent folder

Sent folder stores all sent messages from your account

(3) Draft folder

Stores the outgoing message if “save as a draft” option will be applied, otherwise it will not

(4) Trash folder

By default, the messages deleted /removed from the inbox folder is sent to trash folder in case
you want to remove them completely it is advised to delete them from the trash

(5) Spam folder

This is the folder

MICROSOFT POWERPOINT
Procedure to create and format slide
How to start powerpoint.Follow these steps
(i) Click on the “start” button
(ii) Select the “programs” option
(iii) Click the option “Microsoft PowerPoint”
(iv) Select “Blank presentation”
(v) Click on the first layout from the new slide dialog box
(vi) Click “OK” button
(vii) Click “Add to title” to add the title enter Horticultural Research and Training Institute as
title
(viii) Click “to add subtitle” to add the subtitle enter “Horti – Tengeru”.

Insert objects and graphs

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 (i) Insert a new slide
(ii) Click the “WordArt” icon from drawing toolbar.
(iii) Click your favorite style and click “OK’ button
(iv) Enter Horticultural Research and Training Institute as the text
(v)Click “OK”

Apply transitions and animations to slide

(i) Select the “slide show” option from main menu.
(ii) Click “slide transition” plan
(iii) Select the effect you want from effect list box
(iv)Click “slow” radio button
(v) Click “apply” to apply the change to the current slide or click “apply” to all if you want
the same transition for all the slides
(vi)View four presentation using slide show to the effect

Adding slide animations

(i) Select the bulleted slide from the Horticultural Research and Training Institute
(ii) Select “slide show” option screen
(iii) Click “custom Animation” option screen
(iv)Click the title object you want to set the animation
(v) Click the “order and timing” tab
(vi)Click “Automatically” option
(vii) Click “preview” option to view the effect
(viii) Click the “effect” tab
(ix)Select “fly” option from “entry animation list
(x) Select “from- button right” option
(xi)Click “preview” option
(xii) Click “OK” button

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