Computer Practice Office 2013 N5

(Du Toit & Van der Merwe)

 Module 1 - The Operating System: Windows 7

OPERATING SYSTEM
The operating system is the primary element of all software and loads
automatically when starting the computer; without it no other software can be
used. The operating system:
• Activates the computer;
• Allows the user to communicate with the computer;
• Controls the functioning of the computer; and
• Controls the management of files on the diskette or hard disk.
www.futuremanagers.com
 Module 1 - The Operating System: Windows 7 (continued)

CREATING AND NAMING FOLDERS. MANAGING DISKS

• Folders can be created within other folders and named as desired in the
computer system. The same rules apply as for naming files.
• Use short and descriptive folder names to identify a category easily.
• Files can be moved from one folder to another.
• Folders can hold any number of individual files.
• Folders can be copied, moved, renamed and deleted.

www.futuremanagers.com
 Module 1 - The Operating System: Windows 7 (continued)

FILE MANAGEMENT
Related information is stored on a flash drive or hard disk in the form of files.
Each file must be given a unique, meaningful file name which may consist of
a maximum of 255 characters (long file names) and usually has a three- or
four-character extension automatically added by the application (letters or
figures).

www.futuremanagers.com
 Module 1 - The Operating System: Windows 7 (continued)

FIND (SEARCHING FOR FILES)

Search is used to search for and find all files on the hard disk that match the
criteria you specify. When searching for files or folders, a list of files/folders
found is displayed. A file can then be renamed, deleted or printed. The file
can be opened. The number of files appears in the details pane.

www.futuremanagers.com
 Module 1 - The Operating System: Windows 7 (continued)

THE HARD DISK

A hard disk is a magnetic device that is used as external memory
(secondary memory) for magnetic storage of data. It is regarded as
peripheral hardware.

www.futuremanagers.com
 Module 2 – Word Processing:
Microsoft Word 2013
DEFAULT SETTINGS
The File tab displays a combination dialog box and menu system that acts as
a resource system for various document-related tasks, such as:
• Save AutoRecover settings;
• Changing the user name;
• Changing the default measurement unit;
• Changing Word Option Settings; and
• Changing page layout and formats.
www.futuremanagers.com
 Module 2 – Word Processing: Microsoft Word 2013 (continued)

ADVANCED FORMATTING
Microsoft Word 2013 has advanced formatting features such as:
• Formatting paragraphs and pages;
• Line numbering;
• Window/orphan control;
• Page breaks;
• Section breaks; and
• Text alignment.
www.futuremanagers.com
 Module 2 – Word Processing: Microsoft Word 2013 (continued)

FOOTNOTES AND ENDNOTES

Footnotes and endnotes give readers more information about the content of
the document. Footnotes appear at the bottom of the page on which they are
inserted to cite a source. Endnotes appear at the end of a section or
document.

www.futuremanagers.com
 Module 2 – Word Processing: Microsoft Word 2013 (continued)

DOCUMENT ADMINISTRATION
Windows Explorer, Computer and Documents can be used to manage
disks, files and folders. Files and documents can be:
• Copied;
• Moved;
• Renamed; and
• Deleted.

www.futuremanagers.com
 Module 2 – Word Processing: Microsoft Word 2013 (continued)

CREATING TABLES
In a table:
• The structure can be changed: rows/columns can be added and the size
can easily be adjusted;
• The contents in a cell/column or the entire table can be formatted;
• The placing of the contents in a cell/column can be aligned as required;
• Items can be enhanced by using borders and background shading; and
• Sort a table by using the contents of columns.
www.futuremanagers.com
 Module 2 – Word Processing: Microsoft Word 2013 (continued)

MAIL MERGE
The Mail merge feature is used to take information from a data source
(recipient list) and insert it into a main document on the screen or when it is
printed. In this way letters with the same basic contents, which have to be
sent to various customers can quickly be composed (personalized form
letters).

www.futuremanagers.com
 Module 2 – Word Processing: Microsoft Word 2013 (continued)

SHARING DATA WITH OTHER APPLICATIONS

OLE (referring to object linking and embedding ) allows a user to move
information such as text or data between programs. Word and all office
programs have special ways to move information from one program to
another, including importing, exporting, embedding, linking, and hyperlinking.

www.futuremanagers.com
 Module 3 – Spreadsheet: Microsoft Excel 2013

THE DEFAULT SETTINGS IN EXCEL

You can set default options for the location in which documents should be
saved and set a user name to be added to a new document or when editing
a document. The user name identifies the author or editor of a document.

www.futuremanagers.com
 Module 3 – Spreadsheet: Microsoft Excel 2013 (continued)

EXCEL DATA LISTS (TABLES)

• Rows:
• Every row is called a record and contains similar data.
• The first row contains column headings (column labels).
• Columns:
• Every column is called a field.
• The heading at the top of a column is called a fieldname.
• Every column describes one characteristic of a data list.
www.futuremanagers.com
 Module 3 – Spreadsheet: Microsoft Excel 2013 (continued)

ADVANCED WORKSHEET SKILLS

Microsoft Excel 2013 has advanced features such as:
• Naming cells and ranges using the name box;
• Using cell contents as range names;
• Naming cells using the New Name box; and
• Advanced copying.

www.futuremanagers.com
 Module 3 – Spreadsheet: Microsoft Excel 2013 (continued)

MACROS
A macro is a series of commands that you can use to automate a repeated
task, and can be run when you have to perform the task. Macros are used to
execute complicated or repetitive tasks quickly and accurately.

www.futuremanagers.com
 Module 4 – Database: Microsoft Access 2013

UNDERSTANDING DATABASES
A database is an organised collection of related information or data. It
consists of a series of rows (called records) and columns (called fields), filled
with data. It provides a method of finding information quickly and easily.

www.futuremanagers.com
 Module 4 – Database: Microsoft Access 2013 (continued)

USING THE APPLICATION

The new feature in Access 2013 is Access web apps. According to Access
2013 terminology, the data you gather and store on your computer is stored
in a desktop database and the data you collect and store online is managed
by using web apps.

www.futuremanagers.com
 Module 4 – Database: Microsoft Access 2013 (continued)

TABLES
Tables hold the data entered into the database and are the basic elements of
a relational database. Table structures should be carefully designed to
secure an error-free database.
Every database must contain at least one table. In a relational database
more than one table is used and each table contains all the data about one
aspect of the database. The tables are connected to one another in a
relationship.
www.futuremanagers.com
 Module 4 – Database: Microsoft Access 2013 (continued)

RETRIEVING INFORMATION
Information can be retrieved and organised using functions such as:
• Find/search;
• Sorting records in a table datasheet;
• Applying filters;
• Queries; and
• Changing the view.

www.futuremanagers.com
 Module 4 – Database: Microsoft Access 2013 (continued)

OUTPUTS
Reports are created to present selected information from a table or query in
printed professional-looking format to management or operational personnel.
The report should be self-explanatory and focus on the purpose of the report.

www.futuremanagers.com