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TEACHER: MR ETIENNE NZABIRINDA
CONTACT: O786933786/0722055908
Email: [email protected]
ITORERO IMENERABAHIZI
STUDENT’S NAMES: ……………………………………………………………………………………..
TEL: …………………………………………......................................................................
ADULTY LITERCY PROGRAM
UR-CE, REMERA CAMPUS
KIGALI-RWANDA
FUNDAMENTAL OF ICT
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PREFACE
This small book is intended for use by people who want to improve fundamental ICT especially for adult
who don’t get the chance to learn ICT in their learning.
At the end of this book there are questions covering the entire lesson.
This lesson focus on the how to use keyboard, micro softword, excel, power point,publisher ,search engine,
social median, and the use of e-mail
I was preparing this material in order to contribute the one of government of Rwanda vision2020 which is the
use of ICT penetration.
I hope that this simple fundamental ICT will make English learning more interesting and meaningful.
Suggestions for improvements of this material will be very much appreciated
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Contents PREFACE ........................................................................................................................................................................... 2
INTRODUCTION ............................................................................................................................................................... 6
PARTYI: ICT IN THEORY .................................................................................................................................................... 7
Chp1: Information System .............................................................................................................................................. 7
Defining Information Systems .......................................................................................................................................... 7
The Components of Information Systems ........................................................................................................................ 8
Chapter 2: Hardware ................................................................................................................................................... 0
Chapter 3: Software .................................................................................................................................................... 5
2.Types of Software ......................................................................................................................................................... 5
3. SOFTWARE COMPONENTS ........................................................................................................................................... 6
PARTYII: ICT IN PRACTICE ................................................................................................................................................ 7
UNIY1: Terminologies: ..................................................................................................................................................... 7
UNITY2: PROPER USE OF THE KEYBOARDS .............................................................................................................. 10
Home Row ..................................................................................................................................................................... 10
Typing Spaces ................................................................................................................................................................ 11
Removing Text & Spaces ................................................................................................................................................ 11
Skipping Down Lines ...................................................................................................................................................... 12
Capitalizing Letters ........................................................................................................................................................ 12
Typing Alternate Symbols ............................................................................................................................................. 12
“Tabbing” ....................................................................................................................................................................... 12
UNITY3: FILE TYPES ........................................................................................................................................................ 14
UNITY4: INTRODUCTION TO MICROSOFTWORD .......................................................................................................... 15
Class Learning Objectives .............................................................................................................................................. 15
About Microsoft Office 2007 .......................................................................................................................................... 15
About Word Processing ................................................................................................................................................. 16
Opening Microsoft Word ............................................................................................................................................... 16
Moving Around Within a Microsoft Word Document .................................................................................................... 17
Formatting Text ............................................................................................................................................................. 19
Adding Character Emphasis ........................................................................................................................................... 19
Changing Typeface and Font Size ................................................................................................................................... 20
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Changing Paragraph Alignment ...................................................................................................................................... 21
Undoing/Redoing Changes ............................................................................................................................................. 21
Undo/Redo Actions ........................................................................................................................................................ 21
Checking Spelling and Grammar .................................................................................................................................... 22
Saving Your Work ........................................................................................................................................................... 23
Opening a Saved Document ........................................................................................................................................... 25
Using Word Help ............................................................................................................................................................ 26
UNITY5: INTRODUCTION TO MICROSOFT EXCEL .......................................................................................................... 27
The Excel Window .......................................................................................................................................................... 29
The Microsoft Office 2007 Ribbon ................................................................................................................................. 30
Navigating Around the Workbook ................................................................................................................................. 31
Entering and Editing Data.............................................................................................................................................. 32
Entering Data into a cell ................................................................................................................................................. 32
Canceling/Undoing Changes ......................................................................................................................................... 33
Cancelling actions .......................................................................................................................................................... 33
Undo/Redo Actions ........................................................................................................................................................ 33
Clearing a Cell................................................................................................................................................................. 33
Inserting a Cell ............................................................................................................................................................... 33
Inserting a Row .............................................................................................................................................................. 33
Inserting a Column ......................................................................................................................................................... 34
Formatting Cells ............................................................................................................................................................ 34
Selecting Cells ................................................................................................................................................................ 34
Formatting Numbers ...................................................................................................................................................... 35
Renaming, Adding, Reorganizing Worksheets .............................................................................................................. 35
Renaming Worksheets ................................................................................................................................................... 35
Adding Worksheets ........................................................................................................................................................ 36
Reorganizing Worksheets .............................................................................................................................................. 36
Formulas ........................................................................................................................................................................ 36
Using Mathematical Operators ...................................................................................................................................... 36
Using Four Sum Methods ............................................................................................................................................... 37
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AutoCalculate ................................................................................................................................................................. 38
Customizing Your Spreadsheet ..................................................................................................................................... 39
Finishing Up ................................................................................................................................................................... 40
Fitting Your Spreadsheet to the Page ............................................................................................................................. 40
For Further Reading and Learning ................................................................................................................................. 41
UNITY6: MICROSOFT POWERPOINT 2007 ..................................................................................................................... 42
UNITY7: INTRODUCTION TO MICROSOFT PUBLISHER .................................................................................................. 53
UNIT8: COMPUTER NETWORKS .................................................................................................................................... 62
UNITY9: TELECOMUNICATION ...................................................................................................................................... 62
1.WEB BROWSER ........................................................................................................................................................... 62
2.Mail reader.................................................................................................................................................................. 62
3. SEARCH ENGINES ....................................................................................................................................................... 63
4. INTERNET ................................................................................................................................................................... 63
5.GOOGLE (SEARCH ENGINES) ....................................................................................................................................... 65
6. USE OF SOCIAL MEDIAN ............................................................................................................................................. 66
7.ELECTRONIC MAIL ....................................................................................................................................................... 67
8. Electronic Mail: G-Mail ............................................................................................................................................... 70
Creating an Email Account ............................................................................................................................................. 70
Checking Your Email ....................................................................................................................................................... 70
Sending Email ................................................................................................................................................................. 70
Attaching Files ................................................................................................................................................................ 71
9. Electronic Mail: Yahoo! .............................................................................................................................................. 71
Creating an Email Account ............................................................................................................................................. 71
Checking Your Email ....................................................................................................................................................... 71
Sending Email ................................................................................................................................................................. 72
Attaching Files ................................................................................................................................................................ 72
Do this for every file you need to attach. ....................................................................................................................... 72
10: PASSWORDS ............................................................................................................................................................ 72
11: VIRUSES .................................................................................................................................................................... 73
References ..................................................................................................................................................................... 81
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INTRODUCTION This book contains courses’ lessons held at REMERA CAMPUS for adult literacy programs. It contains only
the first part of the courses, namely the lessons on:
• Definition of information system
• Components of information system
• keyboard
• software (operating system,data,program)
• Microsoft (word, excel, powerpoint,publisher..)
• computer networks,
• Computer dangers and security.
It contains the parts on Microsoft Word, Microsoft Excel, Microsoft power point, Microsoft publisher,
search engines, social median e-mails, information systems, which are very well covered by the respective
courses’ suggested books.
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PARTYI: ICT IN THEORY
Chp1: Information System Learning Objectives
Upon successful completion of this chapter, you will be able to:
• define what an information system
• identifying its major components
Defining Information Systems Almost all programs in business require students to take a course in something called information systems.
But what exactly does that term mean? Let’s take a look at some of the more popular definitions, first from
Wikipedia and then from a couple of textbooks:
• “Information systems (IS) are the study of complementary networks of hardware and software
that people and organizations use to collect, filter, process, create, and distribute data.”1
• “Information systems are combinations of hardware, software, and telecommunications
networks that people build and use to collect, create, and distribute useful data, typically in
organizational settings.”2
• “Information systems are interrelated components working together to collect, process, store,
and disseminate information to support decision making, coordination, control, analysis, and
visualization in an organization.”3
The Components of Information Systems Many students understand that an information system has something to do with databases or spreadsheets.
Others mention computers and e-commerce. And they are all right, at least in part: information systems
are made up of different components that work together to provide value to an organization.
The first way I describe information systems to students is to tell them that they are made up of five
components: hardware, software, data, people, and process. The first three, fitting under the category
technology, are generally what most students think of when asked to define information systems. But the
last two, people and process, are really what separate the idea of information systems from more technical
fields, such as computer science. In order to fully understand information systems, students must
understand how all of these components work together to bring value to an organization.
Technology
Technology can be thought of as the application of scientific knowledge for practical purposes. From the
invention of the wheel to the harnessing of electricity for artificial lighting, technology is a part of our
lives in so many ways that we tend to take it for granted. As discussed before, the first three components
of information systems – hardware, software, and data – all fall under the category of technology. Each of
these will get its own chapter and a much lengthier discussion, but we will take a moment here to
introduce them so we can get a full understanding of what an information system is.
1. Hardware
Information systems hardware is the part of an information system you can touch – the physical
components of the technology. Computers, keyboards, disk drives, iPads, and flash drives are all
examples of information systems hardware. Computer hardware encompasses digital devices that you can
physically touch. This includes devices such as the following:
• desktop computers
• laptop computers
• mobile phones
• tablet computers
• e-readers
• storage devices, such as flash drives
• input devices, such as keyboards, mice, and scanners
• Output devices such as printers and speakers.
Besides these more traditional computer hardware devices, many items that were once not considered
digital devices are now becoming computerized themselves. Digital technologies are now being integrated
into many everyday objects, so the days of a device being labeled categorically as computer hardware may
be ending. Examples of these types of digital devices include automobiles, refrigerators, and even soft-drink
dispensers
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2. Software
Software is a set of instructions that tells the hardware what to do. Software is
not tangible – it cannot be touched. When programmers create software
programs, what they are really doing is simply typing out lists of instructions
that tell the hardware what to do. There are several categories of software, with
the two main categories being operating-system software, which makes the
hardware usable, and application software, which does something useful.
Examples of operating systems include Microsoft Windows on a personal
computer and Google’s Android on a mobile phone. Examples of application software are Microsoft
Excel and Angry Birds.
3. Data
The third component is data. You can think of data as a collection of facts. For example, your street address,
the city you live in, and your phone number are all pieces of data. Like software, data is also intangible. By
themselves, pieces of data are not really very useful. But aggregated, indexed, and organized together into a
database, data can become a powerful tool for businesses. In fact, all of the definitions presented at the
beginning of this chapter focused on how information systems manage data. Organizations collect all kinds
of data and use it to make decisions. These decisions can then be analyzed as to their effectiveness and the
organization can be improved. Chapter 4 will focus on data and databases, and their uses in organizations.
4. Networking Communication
Besides the components of hardware, software, and data, which have long been considered the core
technology of information systems, it has been suggested that one other component should be added:
communication. An information system can exist without the ability to communicate – the first personal
computers were stand-alone machines that did not access the Internet. However, in today’s hyper-connected
world, it is an extremely rare computer that does not connect to another device or to a network. Technically,
the networking communication component is made up of hardware and software, but it is such a core feature
of today’s information systems that it has become its own category.
5. People
When thinking about information systems, it is easy to get focused on the technology components and forget
that we must look beyond these tools to fully understand how they integrate into an organization. A focus on
the people involved in information systems is the next step. From the front-line help-desk workers, to
systems analysts, to programmers, all the way up to the chief information officer (CIO), the people involved
with information systems are an essential element that must not be overlooked.
6. Process
The last component of information systems is process. A process is a series of steps undertaken to achieve a
desired outcome or goal. Information systems are becoming more and more integrated with organizational
processes, bringing more productivity and better control to those processes. But simply automating activities
using technology is not enough – businesses looking to effectively utilize information systems do more.
Using technology to manage and improve processes, both within a company and externally with suppliers
and customers, is the ultimate goal. Technology buzzwords such as “business process reengineering,”
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“business process management,” and “enterprise resource planning” all have to do with the continued
improvement of these business procedures and the integration of technology with them. Businesses hoping to
gain an advantage over their competitors are highly focused on this component of information systems.
Study Questions
1. What are the five components that make up an information system?
2. What are three examples of information system hardware?
3. Microsoft Windows is an example of which component of information systems?
4. What is application software?
5. What roles do people play in information systems?
6. What is the definition of a process?
7. What was invented first, the personal computer or the Internet (ARPANET)?
8. In what year were restrictions on commercial use of the Internet first lifted? When were eBay and
Amazon founded?
Chapter 2: Hardware
Learning Objectives
Upon successful completion of this chapter, you will be able to:
• describe information systems hardware;
• identify the primary components of a computer and the functions they perform
Introduction
As we learned in the first chapter, an information system is made up of five
components: hardware, software, data, people, and process. The physical parts of
computing devices – those that you can actually touch – are referred to as hardware.
In this chapter, we will take a look at this component of information systems, learn a
little bit about how it works, and discuss some of the current trends surrounding it.
As stated above, computer hardware encompasses digital devices that you can
physically touch. This includes devices such as the following:
• desktop computers
• laptop computers
• mobile phones
• tablet computers
• e-readers
• storage devices, such as flash drives
• input devices, such as keyboards, mice, and scanners
• Output devices such as printers and speakers.
Besides these more traditional computer hardware devices, many items that were once
not considered digital devices are now becoming computerized themselves. Digital
technologies are now being integrated into many everyday objects, so the days of a
device being labeled categorically as computer hardware may be ending. Examples of
these types of digital devices include automobiles, refrigerators, and even soft-drink
dispensers. In this chapter, we will also explore digital devices, beginning with defining
what we mean by the term itself. A digital device processes electronic signals that
represent either a one (“on”) or a zero (“off”). The on state is represented by the
presence of an electronic signal; the off state is represented by the absence of an
electronic signal. Each one or zero is referred to as a bit (a contraction of binary digit);
a group of eight(8) bits is a byte. The first personal computers could process 8 bits of
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data at once; modern PCs can now process 64 bits of data at a time, which is where the
term 64-bit processor comes from. Byte(B)=8bites
Kilobyte (KB), approximately 1,000 bytes,
Megabyte (MB), approximately 1,000 KB or one million bytes
Gigabyte (GB), approximately 1,000 MB or one billion bytes
Terabyte (TB), approximately 1,000 GB or one trillion bytes.
Usually the unformatted text of a whole book can fit in some KB, a modern song some
MB are required, while a film in high quality needs some GB.
A Listing of Binary Prefixes
Motherboard
The motherboard is the main circuit
board on the computer. The CPU,
memory, and storage components,
among other things, all connect into
the motherboard. Motherboards
come in different
shapes and sizes,
depending upon how compact or
expandable the computer is designed
to be. Most modern motherboards
have many integrated components,
such as video and
sound processing, which
used to require separate components.
Prefix Represents Example
kilo one thousand kilobyte=one thousand bytes
mega one million megabyte=one million bytes
giga one billion gigabyte=one billion bytes
tera one trillion terabyte=one trillion bytes
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The motherboard provides much of the bus of the computer (the term bus refers to the
electrical connection between different computer components). The bus is an
important determiner of the computer’s speed: the combination of how fast the bus
can transfer data and the
Motherboard (click image to enlarge) number of data bits that can be moved at one time
Determine the speed.
Random-Access Memory
When a computer starts up, it begins to load information from the hard disk into its
working memory. This working memory, called random-access memory (RAM), can
transfer data much faster than the hard disk. Any program that you are running on the
computer is loaded into RAM for processing. In order for a computer to work
effectively, some minimal amount of RAM must be installed. In most cases, adding
more RAM will allow the computer to run faster. Another characteristic of RAM is
that it is “volatile.” This means that it can store data as long as it is receiving power;
when the computer is turned off, any data stored in RAM is lost.
RAM is generally installed in a personal computer
through the use of a dual-inline memory module(DIMM).
The type of DIMM accepted into a computer is
dependent upon the motherboard. As described by
Moore’s Law, the amount of memory and speeds of
DIMMs have increased dramatically over the years.
Memory DIMM (click image to enlarge)
Hard Disk
While the RAM is used as working memory, the computer
also needs a place to store data for the longer term. Most of
today’s personal computers use a hard disk for long-term
data storage. A hard disk is where data is stored when the
computer is turned off and where it is retrieved from when
the computer is turned on. Why is it called a hard disk? A
hard disk consists of a stack of disks inside a hard metal
case. A floppy disk (discussed below) was a removable disk that, in some cases at
least, was flexible, or “floppy.”
Removable Media
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Besides fixed storage components, removable storage media are also used in most
personal computers. Removable media allows you to take your data with you. And just
as with all other digital technologies, these media have gotten smaller and more powerful
as the years have gone by. Early computers used floppy disks, which could be inserted
into a disk drive in the computer. Data was stored on a magnetic disk inside an
enclosure. These disks ranged from 8″ in the earliest days down to 3 1/2″.
Floppy-disk evolution (8″ to 5 1/4″ to 3 1/2″) (Public
Domain)
Around the turn of the century, a new portable storage technology was being developed:
the USB flash drive (more about the USB port later in the chapter). This device attaches
to the universal serial bus (USB) connector, which became standard on all personal
computers beginning in the late 1990s. As with all other storage media, flash drive
storage capacity has skyrocketed over the years, from initial capacities of eight
megabytes to current capacities of 64 gigabytes and still growing.
Network Connection
When personal computers were first developed, they were stand-alone units, which
meant that data was brought into the computer or removed from the computer via
removable media, such as the floppy disk. Beginning in the mid-1980s, however,
organizations began to see the value in connecting computers together via a digital
network. Because of this, personal computers needed the ability to connect to these
networks. Initially, this was done by adding an expansion card to the computer that
enabled the network connection, but by the mid-1990s, a network port was standard on
most personal computers. As wireless
Technologies began to dominate in the early 2000s, many personal computers also began
including wireless networking capabilities.
5. Input and Output
In order for a personal computer to be useful, it
must have channels for receiving input from the
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user and channels for delivering output to the user. These input and output devices
connect to the computer via various connection ports, which generally are part of the
motherboard and are accessible outside the computer case. In early personal
computers, specific ports were designed for each type of output
USB connector (click image to enlarge) device. The configuration of these ports
has evolved over the years, becoming more and more standardized over time. Today,
almost all
devices plug into a computer through the use of a USB port. This port type, first
introduced in 1996, has increased in its capabilities, both in its data transfer rate and
power supplied.
Bluetooth
Besides USB, some input and output devices connect to the computer via a wireless-
technology standard called Bluetooth. Bluetooth was first invented in the 1990s and
exchanges data over short distances using radio waves. Bluetooth generally has a
range of 100 to 150 feet. For devices to communicate via Bluetooth, both the personal
computer and the connecting device must have a Bluetooth communication chip
installed.
Input Devices
All personal computers need components that allow the user to input data. Early
computers used simply a keyboard to allow the user to enter data or select an item
from a menu to run a program. With the advent of the graphical user interface, the
mouse became a standard component of a computer. These two components are still
the primary input devices to a personal computer, though variations of each have been
introduced with varying levels of success over the years. For example, many new
devices now use a touch screen as the primary way of entering data.
Besides the keyboard and mouse, additional input devices are becoming more
common. Scanners allow users to input documents into a computer, either as images
or as text. Microphones can be used to record audio or give voice commands.
Webcams and other types of video cameras can be used to record video or participate
in a video chat session.
Output Devices
Output devices are essential as well. The most obvious output device is a display,
visually representing the state of the computer. In some cases, a personal computer can
support multiple displays or be connected to larger-format displays such as a projector
or large-screen television. Besides displays, other output devices include speakers for
audio output and printers for printed output.
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What Hardware Components Contribute to the Speed of My Computer?
The speed of a computer is determined by many elements, some related to hardware and
some related to software.The hardware components that contribute to the speed of a
personal computer are the CPU, the motherboard, RAM, and the hard disk. In most
cases, these items can be replaced with newer, faster components. In the case of RAM,
simply adding more RAM can also speed up the computer. The table below shows how
each of these contributes to the speed of a computer.
Chapter 3: Software
1. Introduction The second component of an information system is software. Simply put: Software is
the set of instructions that tell the hardware what to do. Software is created through the
process of programming, Without software, the hardware would not be functional.
2. Types of Software Software can be broadly divided into two categories: operating systems
and application software. Operating systems manage the hardware and
create the interface between the hardware and the user. Application
software is the category of programs that do something useful for the
user.
Operating Systems
The operating system provides several essential functions, including:
1. managing the hardware resources of the computer;
2. providing the user-interface components;
3. Providing a platform for software developers to write applications.
All computing devices run an operating system. For personal computers, the most
popular operating systems are Microsoft’s Windows, Apple’s OS X, and different
versions of Linux. Smartphones and tablets run operating systems as well, such
as Apple’s iOS, Google’s Android, Microsoft’s Windows Mobile, and Blackberry.
Early personal-computer operating systems were simple by today’s standards; they did
not provide multitasking and required the user to type commands to initiate an action.
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3. SOFTWARE COMPONENTS
Software can be divided into three big categories: operating systems, programs and
data.
1. The operating system takes care of controlling computer hardware and human-
computer interaction. There are currently three widely used operating
systems:
Microsoft Windows, which is the market leader,
Macintosh computers have their own operating system Mac OS X,
Linux (it is a family of very similar operating systems), which is a costless
operating system,
Android, a family of very similar Linux-based operating systems for mobile
devices,
iOS, for Apple mobile devices,
Windows Phone, Microsoft’s operating system for mobile devices.
2.Programs are software which is used to do particular tasks, e.g. Word for document
writing, Explorer for Internet navigation, the Calculator for mathematical operations.
3.Data is everything which is produced either by the user or by programs (sometimes
even by the operating system) to store information, e.g. a document file produced by
Word is data, a downloaded web page is data.
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PARTYII: ICT IN PRACTICE About your computer meeting the machine for the first time
UNIY1: Terminologies:
This section explains some of the terms you will come across in relation to working
with ICT. Most of these will be familiar to you but it’s always good to refresh your
knowledge.
Desktop: The computer screen or background that contains components such as the
Taskbar, My Computer, Recycle Bin icons, any other shortcut icons, and any Windows
and Dialogue Boxes that have been opened.
Dialogue Boxes: a dialogue box is a special window, used on the screen to display
information to the user, and to get a response if needed (usually a case of clicking
“ok”).
Desktop shortcut: this can be a quick way to ‘link’ any file, folder, software program or
even Internet page to your desktop for quick simple access (to create one, simply right-
click on any object and “drag” to your desktop, then release and select “create
shortcut” from the pop-up menu that appears).
Screensaver: an image or an animation that prevents screen damage caused by an
unchanging display - appears when your computer has been idle for a preset amount
of time.
Control Panel: A window you can open to adjust various aspects of your computer,
such as the volume, fonts, desktop background, mouse speed, and clock.
Copy and paste: to copy data from one location and paste it to another. Usually used in
reference to text although you can also copy and paste a file, folder, or directory
(select an object and right-click on it, from the menu that pops up choose “copy”. Go
to the location you want to place the object e.g. a new folder and right-click again then
select “paste” and your object will be copied into the new location.
Note: Right-click is your friend! Right-clicking on any object within Windows will give
you a sub-menu of options that can be used with that particular object.
File: a term for a single document, this could be in any format or for any program, the
most common files you are likely to interact with will be; text, image, video, audio.
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Folder or Directory: This is as simple as it sounds, this is just a container for your files.
Folders can be named as you desire (with certain limitations), can contain any number
of other folders or files and are the building blocks of any computers internal structure
for data management.
Shortcut keys: In computing, a keyboard shortcut or “hotkey” is a special combination
of keys that perform a pre-set action e.g. CTRL-ALT-DELETE (the most famous) for
starting the Task Manager of the computer. Shortcut keys can become very useful as
you become a more confident user - speeding up tasks e.g. CTRL-C is “copy” and CTRL-
V is “paste”.
Start Menu: On Microsoft Windows® PCs this enables you to activate program icons.
The Start Button, located at the bottom left corner of the monitor screen (usually),
presents information via expandable menus.
Quick Launch Toolbar: Used to start frequently used applications with just one click;
located just to the right of the ‘Start’ button.
System Tray Icons: the system tray is located in the Windows taskbar (usually at the
bottom next to the clock) and contains miniature icons for easy access to system
functions such as fax, printer, modem, volume, and more.
The Windows XP Interface The Windows for the photo bellow
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UNITY2: PROPER USE OF THE KEYBOARDS Before starting this section, it is necessary to take a close look at your keyboard.
Locate these keys since they will be used in the rest of this manual and are very useful
in many programs:
English
keyboard German keyboard Italian Keyboard Main function
CTRL STRG CTRL
Windows Windows Windows Activate shortcuts in Windows 8
ALT ALT ALT
ALTGR ALTGR ALTGR Produce character on the key’s right
left
F1 to F12 F1 to F12 F1 to F12
DEL ENTF CANC Delete next character
INS EINFG INS Toggle insert/overwrite mode
HOME or POS1 Go to beginning
END ENDE FINE Go to end
PG and PG BILD and
BILD
PAG and
PAG
Go one page up or down
BACKSPACE or
Delete last character
ENTER or INVIO or Enter data
TAB or TAB or Move through the window
SHIFT or Capitalize letters
CAPS LOCK or
Keep SHIFT pressed
ARROWS
Move the cursor
In this book the English name for keys will be indicated. When A+B is indicated, it
means that the user must press key A, then press key B, and then release both keys.
Home Row The home row represents the keys on which your fingers will initially be placed and the
row to which they will always return.
Left Hand Home Keys Right Hand Home Keys
A S D F J K L ;
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Finger Chart: Which fingers type which keys?
Typing Spaces To type a space, press the long key at the bottom of your keyboard. It is called your Space Bar. You can use either thumb to press the space bar. The space bar types one character space every time you press it.
Removing Text & Spaces There are two keys that can be used to remove text.
1. Pressing the Backspace key will remove text before the cursor. Backspace deletes
going backwards.
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2. Pressing the Delete key will remove text after the cursor. Delete deletes going
forwards.
Skipping Down Lines As you type, you may fill a line with text. Once the line is full, the computer will
automatically wrap your text down to the next line. But if you want to start a new
paragraph or skip a line, press the Enter key on the right hand side of your keyboard.
The cursor will move down a line and what you type will appear in the new line.
If you need to remove a skipped line, click before the skipped space and press the
Delete key or click after the skipped space and press the Backspace key.
Capitalizing Letters There are two methods of typing capital letters while typing.
1. Press and release the Caps Lock key on the left side of your keyboard. Now every letter
you type will be capitalized. To stop using the Caps Lock option, press and release the
Caps Lock key again.
2. Hold down a Shift key on your keyboard with one hand and press a letter key with the
other hand. The letter you typed will be capitalized. Release the Shift key when you
are finished typing what you want capitalized. A Shift key is located on both the left
and the right hand side of the keyboard.
Typing Alternate Symbols Many of the symbol and number keys have an alternate symbol. The alternate symbol
is located above the number or above the default symbol. To type alternate symbols,
hold down a Shift key on your keyboard with one hand and press the symbol key with
the other hand. To stop typing the alternate symbols, release the Shift key.
“Tabbing” The Tab key may be pressed, if you want to skip a larger amount of space, such as when
you are indenting the first line of a paragraph. When filling in forms online or entering
information into spreadsheets and databases, pressing the Tab key frequently advances
you from one field to the next.
SHORTCUT KEYS: THESE CAN SAVE YOU TIME AND EASE WORKFLOW
Press Ctrl & and the associated key at the same time to achieve:
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Ctrl + A Select All
Ctrl + B Bold
Ctrl + D Duplicate
Ctrl + F Find
Ctrl + G Go to Page
Ctrl + H Replace
Ctrl + I Italic
Ctrl + J Justify Text
Ctrl + L Left Align Text (move
Ctrl + N Open New document
Ctrl + O Open
Ctrl + P Print
Ctrl + Q Quit (to end a program)
Ctrl + R Right Align Text
Ctrl + S Save
Ctrl + U Underline
Ctrl + V Paste
Ctrl + W Close document
Ctrl + X Cut
Ctrl +Z Undo (Do NOT type the + sign, hold down the Ctrl key with one hand and press
the letter key of the command you want to use with the other hand.)
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UNITY3: FILE TYPES Windows identifies a file type by its extension, which is everything after the last dot in
the filename. Usually it is a 3 or 4-character acronym. Using the file extension,
Windows knows the file type and decides which program will open that file
The most important file types are:
File type Typical programs that open it Typical extensions Typical icons
Program itself .exe .com .bat
Compressed WinZip / 7-Zip / IZArc .zip
Text Notepad .txt
Document Word / Acrobat / PowerPoint .docx .doc .rtf .pdf
.ppt
Sheet Excel .xlsx .xls .csv
Image
Explorer / Picture Fax Viewer /
Paint /
Office Picture Manager
.jpg .jpeg .gif .bmp
.png
Video Media Player .avi .mov .mpg .mpeg
Audio Media Player / WinAmp .mp3 .wav
Explorer .html .htm
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UNITY4: INTRODUCTION TO MICROSOFTWORD
Class Learning Objectives By the end of class, students should be able to perform the following tasks in Microsoft Word:
1. Creating and Managing Files
• Open Word
• Create a New File
• Save a New File
• Open a Saved File
2. Editing and Rewriting
• Move Around Inside of a Document
• Delete Text
• Insert Text into document
• Copy & Paste Text
• Undo Changes
• Correct Spelling
3. Formatting and Printing
• Select Text
• Format Text
• Print a Document
4. Getting More Help with Word
• Use Word’s Built in Help Feature
About Microsoft Office 2007
Microsoft Office is a collection of different application programs that were
originally designed to be used to perform many of the tasks that are completed
every day in an office setting, but they can also be useful in your personal life as
well.
Microsoft Word is a word processing program that can be used to type
documents, from simple letters to illustrated newsletters.
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Microsoft Excel is a spreadsheet program that can be used to track of lists,
numbers and statistics, such as might be used in accounting.
Microsoft Access is a database program that can be used to track of diverse but
related information, such as customer orders, customer billing information,
customer shipping information, and product inventories.
Microsoft PowerPoint is presentation software that can be used for making fully
animated computer presentations.
Microsoft Publisher is publication design software that can be used for creating
greeting cards, business cards, calendars and more.
About Word Processing
A word processor is a type of computer program that is used to create a variety of documents, from simple letters to fully illustrated newsletters and fliers. Word Processing applications display text on a computer screen and allow users to easily add, remove, and change the style, size, and placement of text in a document without having to retype the entire document as they would with a typewriter. Microsoft Word is one of the most popular word-processing software applications in use today.
Microsoft Word Basics
Opening Microsoft Word
To open Word, do either one of the following:
• Double click on the icon for Microsoft Word on the desktop. A blank
document will appear on the screen.
• Or, click once on the Start button on the bottom left corner of the screen. Click on
Programs. Move the cursor to the new menu on the right and then click on
Microsoft Office 2007. Move the cursor to the next menu that opens and click
Microsoft Office Word 2007. A blank document will appear on the screen.
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The Microsoft Office Ribbon
Microsoft Office 2007 uses a visual tool called the ribbon to display all of the
commands that are used to edit a document. The ribbon uses two different visual
elements: tabs and command groups.
1. Each tab contains a set of groups that share a theme in common. The Home tab,
for example, contains all of the commands that are used most often by most
people.
2. Within each tab are groups of command icons that share a common design
element. The Font group, for instance, contains all of the commands that change
the way that text looks while the Paragraph group contains commands that
change the way a paragraph is displayed in Word.
3. Finally, within each group are visual representations of the commands
themselves.
Moving Around Within a Microsoft Word Document
To move around in a Word document, do any of the following:
• Use the scroll bars to the right of the document window.
• Use the wheel between the left and right mouse buttons.
• Use the Page Up and Page Down keys to scroll up or down quickly.
• Use the arrow keys and click with the mouse to move the cursor.
• Hold down the CTRL key and press the HOME or END keys to go to the beginning
or the end of a document.
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To Select Text,do any of the following:
• Click at the beginning of the text to be selected. While holding the left mouse
button down, drag the mouse over all the text to be selected, then release the
mouse button.
• Double-click on a word to highlight the word and triple-click inside a paragraph to
highlight the whole paragraph.
To Select All of theText in a Document
1. Click the Edit menu at the top of the screen.
2. Move the cursor down to highlight Select All and click on this.
To Delete Text do any of the following
• Select the desired text and press the Delete key or the Backspace key on the
keyboard.
• Click in the document after the text to be removed and press the Backspace key
on the keyboard. Backspace until all the desired text has been removed.
• Click in the document before the text to be removed and press the Delete key on
the keyboard until all the desired text has been removed.
To Replace Text
• Select the text to be replaced and type the new text.
To Insert Text
• Click once at the beginning of the area where you want your new text is to
appear.
• Type the text you would like to insert there.
To Copy & PasteText
1. Select the text to be copied.
2. -Click the Copy command in the Clipboard Group under the Home tab located in
the top left corner of the ribbon.
-Or you can hold down the CTRL key and press the C key on the keyboard to copy
the text.
3. Click once at the beginning of the area where the text is to be inserted.
4. -Click the Paste command in the Clipboard Group in the top left corner of the
ribbon.
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-Or you can hold down the CTRL key and press the V key on the keyboard to paste
the text.
Formatting Text
To add character emphasis, change font sizes and styles, and change the
alignment of text in a word document, the easiest thing to do is select the text
you want to adjust and use the buttons in the various groups located on the
Home tab.
Formatting existing text
Formatting text in Microsoft Word 2007 is easy.
Simply:
1. Select the text to be formatted
2. Select the formatting options you want to apply on the ribbon.
Formatting as you Type
You can also type text with a specific format style. To do this:
1. Select the formatting options you want to apply.
2. Begin typing.
3. Make formatting option adjustments as needed.
Adding Character Emphasis
To Add Character Emphasis as you Type
1. Click on an emphasis button in the Font group at the top of the screen to apply an
emphasis to text. The button will highlighted in orange when it is activated.
• B indicates Boldface type.
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• I indicates Italicized type.
• U indicates Underlined type – use this feature sparingly because it can be
mistaken for an internet link in an online document.
2. Click on the same emphasized button again to turn off emphasis.
To Remove the Emphasis from Text
1. Select the text.
2. Click any of the pressed emphasis buttons to turn them off.
Changing Typeface and Font Size
To Change the Typeface as you Type
1. Click on the dropdown arrow to the right of the font name in the Font group.
2. Click on a new typeface from the list of selections.
3. Type the text you want in the current typeface.
4. You can change back to the original typeface or to a new typeface by following
steps 1-3.
To Change the Font Size as you Type
You can also change the size of the text that you type. To do so:
1. Click on the down arrow of the Font Size box in the Font group.
2. Click on the new font size from the drop-down list of selections.
3. Type the desired text in the new font size.
4. Change back to the original or a different font size if you like by following steps 1-
3 above.
Dro p down arrows
Font Size Font Name
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Remember, all of the formatting changes we have covered in this
segment of the class can be made to text that is already typed by
selecting it and following steps 1 and 2 of the appropriate section.
Changing Paragraph Alignment
To Change Paragraph Alignment
To change whether the text is lined up on the left or right side, or centered on the
page:
1. Select the desired text.
2. Click the alignment button that matches how you want your text to look.
Undoing/Redoing Changes
Undo/Redo Actions
To Undo Your Most Recent Action
1.Click the Undo button on the Standard Toolbar.
To Cancel Your Most Recent Undo
Align
Left
Center
Text
Align
Ri g ht
Justified ( aligned on both sides)
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Checking Spelling and Grammar
To Correct Spelling and Grammar Errors as You Type
• Word displays a redsquiggly line under each spelling error and a green squiggly
line for each grammatical error that it finds in your document. These squigglies
will not show up when you print your document, so don’t panic.
• For each error, right-click on the word that is misspelled or on the grammatical
error. Word displays a helpful list of suggested changes in bold print at the top.
• Left-click a suggestion to change your word to the suggested word.
• Click “Ignore” if you choose not to accept any of the suggestions. Word is usually,
but not always, correct when it locates mistakes. Remember, it’s just a program,
and can’t think or reason on its own.
Misspelled
Word
Correction
Submenu
Incorrect
Grammar
1. Click on the Redo button on the Standard Toolbar.
Und Redo
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To Check the Spelling of a Finished Document
1. Click at the beginning of your document, so the spell check will begin there.
2. Click on the Review tab.
3. Click on Spelling and Grammar in the Proofing group. The Spelling and Grammar
box will pop up and Word will display each spelling error, one at a time, in the top
of the box. Below this, it will list one or more suggested corrections. You can now:
• Replace the highlighted word with a suggestion by clicking on the suggestion and
clicking Change on the right side of the window.
• Leave a word the way you’ve spelled it by clicking Ignore. Clicking Ignore all will
tell Word to accept all instances of the highlighted word as you have spelled it.
• Manually make changes by editing the sentence in the top box and click on
Change.
4. Click Ok when Word prompts that the spelling and grammar check is complete.
Though its spellchecking function works pretty well, Word is not always
correct when it locates mistakes. Remember, it’s just a program, and
can’t think or
reason on its own. Always make sure that you proofread your work for spelling
and grammar errors when you finish.
Saving Your Work
Ignore
Identified
Problem
Ignore All
Change
Suggested
Changes
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To Save Your Work for the First Time /or under a New
1. To save your new document, click the Microsoft Office Button .
2. Then click Save. A box will pop up that allows you to name your document and
choose where it is saved on your computer. Click the Save button in this box to
save your document.
Saving your Work after the First Time
• Click on the disk icon in the Quick Access Toolbar in the upper-left corner of
the window.
• OR, hold down the CTRL key and press the S key on your keyboard to save.
Save frequently and if possible to multiple places so that you don’t lose
all of your work in the case of a power outage or computer failure.
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Opening a Saved Document
To open a Word document that is saved on your computer, open Microsoft Word
and then follow the steps below:
1. Click the Microsoft Office Button .
2. In the menu, click Open to open an existing workbook.
3. Finally, find the Microsoft Word file on your computer that you would like to
open and click it.
Printing 1. Click the Microsoft Office Button .
2. Click on Print.
3. Select the number of copies desired under Copies.
4. Select the desired pages to print under Page Range.
5. Click OK in the bottom right corner of the print window.
1
2
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Using Word Help
Accessing Microsoft Word’s Help Feature
If you have a question about Word that you need answered right away, you might
want to consult Microsoft Word 2007’s built in help feature. You can access this
feature in Word by pressing the F1 key on your computer keyboard. From there
you can click on a help topic or search for one using Word’s help search box
located near the top of the Word Help window.
Help Topics
Help Search
Box
Page Range
Number of
Copies
OK
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For Further Reading and Learning
Now that you have completed Introduction to Microsoft Word, the next
recommended class in the core computer class series is Intermediate Microsoft
Word 2007. In Intermediate Microsoft Word, you will learn how to insert clip art,
create numbered and bulleted lists, set margins and more. You may also want to
explore the introductory classes that we offer for Microsoft’s other productivity
applications like Excel and PowerPoint.
To find a book on Microsoft Word, search the library’s online catalog using
“Microsoft Word” as a subject.
UNITY5: INTRODUCTION TO MICROSOFT EXCEL Class learning objectives
1. What is Excel?
• Spreadsheet uses & samples
• Touring the Excel window
• Learning important definitions
• Navigating around the workbook
2. The Basics
• Entering & editing data in cells
• Inserting cells, rows, & columns
• Formatting cells
• Renaming, adding, & reorganizing worksheets
3. Formulas
• Using mathematical operators
• Using four sum methods
• Auto Calculate
4. Customizing Your Spreadsheet
• Gridlines
5. Finishing Up
• Using Excel’s help
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• More learning resources
What is Excel?
Excel is a spreadsheet program that can be used to organize, manipulate and analyze
data. Excel is often used in the workplace to track statistics, create sales reports,
financial modeling, scientific engineering, and making charts and graphics. However, it
can also be useful at home to create budgets or even make a list of family members’
birthdays. Excel is a versatile and powerful program with a lot to offer.
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The Excel Window
When you first open up Excel you will see a blank sheet that looks a lot like a grid. If
you have ever used other Microsoft programs such as Microsoft Word, you will
recognize several parts already such as the Title Bar. Other parts might be unfamiliar,
so let’s look at the parts of an Excel window.
Ribbon Tab
Office 2007 Ribbon
Formula Bar
Name Box
Column Names
Row Names
Active Cell Cells
Worksheet Tabs
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The Microsoft Office 2007 Ribbon Microsoft Office 2007 uses a visual tool called the ribbon to display all of the
commands that are used to edit a document. The ribbon uses two different visual
elements: tabs and command groups.
1. Each tab contains a set of groups that share a theme in common. The Home tab, for
example, contains all of the commands that are used most often by most people.
2. Within each tab are groups of command icons that share a common design element.
The Font group, for instance, contains all of the commands that change the way that
text looks while the Number group contains commands that change the way numbers
are displayed within a cell.
3. Finally, within each group are visual representations of the commands themselves.
Cells –The gray boxes that make up the Excel grid are called cells. Cells are arranged in
rows and columns. They are used to store data. Data can be numbers, text and
formulas, such as mathematical calculations.
Active Cell – The active cell is the cell you are currently working with. There is always an
active cell on your worksheet. You can identify the active cell on your worksheet
because it has a thicker border than the other cells and its name is listed in the cell
name box. To change which cell is the active cell, simply click on it or move to it using
the arrow keys on your keyboard.
Name Box –The cell name box, located below the clipboard group in the ribbon
identifies the name of the active cell. Cells are named by giving the column letter and
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then the row number. For example, B3 means the active cell is located in column B and
is in the third row.
Formula Bar –The formula bar displays the contents of the active cell. This could be a
formula, data or just text.
Workbook – An Excel file is called a workbook. It is helpful to think of a workbook as
being like a notebook containing many sheets.
Worksheets –The individual pages in the workbook are called worksheets. They are
often referred to as simply “sheets.” In addition to data, worksheets can also contain
graphical objects, such as charts, arrows and pictures. Each worksheet consists of a
tabular grid of cells. There are more than 65,000 rows of cells, starting with number 1
along the left margin of the worksheet. There are 256 columns along the top margin of
the worksheet. These columns are labeled alphabetically, using a single-digit and then
double-digit alphabetization scheme.
Worksheet Tabs –There is a tab in the bottom left corner of the Excel window for each
sheet in your workbook. Clicking on a sheet’s tab will take you to that sheet.
Navigating Around the Workbook
Excel has scroll bars to help you view all areas of a sheet quickly. You can click in a cell
using your mouse to select a specific cell. Using the scroll bars and the mouse you can
quickly select any cell in the worksheet. However, some users find it easier to move
around in Excel using the keyboard instead of the mouse. The table below explains
some keystrokes you can use to navigate around worksheets.
This Keystroke Moves
TAB key Move to the right to the next cell in the row.
ENTER key Move to the cell in the column below.
Shift+TAB Move to preceding cell.
Arrow keys (→←↑↓) Move right, left, up, and down (one cell at a time).
CTRL+arrow keys Move to the edge of the current data region (region the cell
is currently in).
Home Move to the beginning of row.
CTRL+Home Move to Cell A1.
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Entering and Editing Data
Entering Data into a cell To enter data into a cell, simply do the following:
1. Select the cell by clicking on it. The cursor will not blink (as it does in Microsoft Word),
but instead the cell will be outlined in a thick black line and it will be listed in the cell
name field below the ribbon. These two things tell you that the cell is active and ready
to accept a formula or text.
2. Type numbers, text, or a combination of both into the cell.
3. Press the Enter key OR click on the green check mark to the left of the Formula bar.
Pressing Enter will enter the information into that cell and move you down to the next
cell. Pressing the green check mark will enter your data but keep the same cell active.
Create the spreadsheet below to practice entering data into a spreadsheet.
Editing a cell:
If you discover that you made a mistake when entering data into a cell, you can correct
them within the formula bar or the cell itself.
• Formula Bar: Select the cell, then click in the formula bar. Make the needed correction.
Then press Enter or click on the green check mark in the Formula bar.
• In the Cell:
Either:
oSelect the cell and begin typing. What you type will erase the current information in the
cell.
-OR- oDouble click on the cell. A cursor will appear in the cell. Move the
cursor to where you need to make your changes. Make the changes. Then press
Enter.
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Canceling/Undoing Changes
Cancelling actions
•If you haven't yet pressed Enter while entering or editing information in a cell, press the
Esc key or click on the “X” button on the formula bar.
Undo/Redo Actions
To Undo Your Most Recent Action
• Click the Undo button on the Standard Toolbar.
To Cancel Your Most Recent Undo
• Click on the Redo button on the Standard Toolbar.
Clearing a Cell
Clearing a cell removes any data that is entered into the cell. The quickest way to clear
a cell is to select one or more cells, then press the Delete key or the Backspace key.
This clears the contents, but leaves formatting and other cell contents intact.
To delete the cell entirely, click Edit on the main menu and select Delete. It will then
ask you which way you would like to shift the other cells.
Inserting Cells, Rows and Columns.
Inserting a Cell 1. Click on the cell where you would like to insert a new cell.
2. On the Home tab, click on Insert in the Cells group and then click InsertCells from the
list of choices.
3. Click on the circle that indicates which direction you would like to shift the existing
cells.
Inserting a Row 1. Click on the row where you would like to insert a new row.
2. On the Home tab, click on Insert in the Cells group and then click InsertRows from the
list of choices.
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3. A new row will be inserted above the row containing the current active cell.
Inserting a Column 1. Click on the column where you would like to insert a new column.
2. Click on On the Home tab, click on Insert in the Cells group and then click
InsertColumns from the list of choices.
3. A new column will be inserted to the left of the column containing the current active
cell.
Formatting Cells
Selecting Cells
Before making any formatting adjustments you must first select the cell(s) you want to
change selected cells will have a dark border surrounding them.
To select:
• a single cell, click on it. Nonadjacent cells can be selected by holding down the.
• a range of cells, click on a corner cell in the desired range, hold down your mouse
button and drag your mouse pointer over the desired range of cells. Multiple ranges
can be selected by holding down the CTRL key on your keyboard and selecting
additional cell ranges.
• all of the cells in a column, click on the column heading.
• all of the cells in a row, click on the row heading.
• all of the cells in a worksheet, press Ctrl + A on your keyboard OR click the square in the
upper left corner of the worksheet to the left of column A’s heading.
NOTE: Even when a range of cells is selected, one cell is still the active cell (the one in
your selected area that did not turn blue).
Using Office 2007’s Formatting Tools
You can format the appearance of a cell, or range of cells, by selecting the cells you
want to format and then make adjustments to them using the tools on the Office 2007
Ribbon.
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Formatting Numbers
The default numbering format for numbers entered is the General format. In General
format, the numbers appear exactly as you typed them into the cells. Sometimes it is
useful to adjust the appearance of numbers to reflect the type of data that you are
working with. Examples of other formats that you can use include: Dates, Currency
formats, Accounting formats, Percentages, Scientific
Numbers or Rounded Numbers. You can also set how negative values appear in most of
these formats.
To change the number format,
1. Select the cells with the numbering styles to be changed.
2. In the Number group on the Home tab, click on the downward pointing arrow to the
right of General and select the desired format from the list.
3. Click on OK.
Renaming, Adding, Reorganizing Worksheets
When you first open a new Excel Workbook, it gives you three sheets to work with and
they are just called sheet 1, sheet 2, and sheet 3.
Renaming Worksheets It is a good idea to rename the sheets to reflect what kind of information can be found
on that sheet.
To rename the sheet do one of the following:
• Double click on the Sheet1 tab.
Font Size
Vertical and Horizontal Text Alignment
Emphasis Buttons – B old, I talic, U nderlined Cell Fill
Color Font Colo r
Typeface
Predefined Cell Formatting Styles
Row and Column Height and Width
Number Formatting
[FONDAMENTAL ICT] Page 36
-OR
• Right click on the sheet tab and select rename.
Any of these actions will cause the name in the sheet tab to be highlighted. Once it is
highlighted, you simply type in the new name and hit the Enter key.
Adding Worksheets
If you need more than three sheets you can easily add more.
• Click on Insert in the Cells group and click insert sheet. -OR
• Click the New Sheet button to the right of the rightmost
worksheet tab.
A new sheet will be added to your list of sheets.
Reorganizing Worksheets
If you need to reorganized your worksheets:
1. Click and hold down on the sheet tab of the sheet you wish to move and
drag it to where you want it.
2. Release your mouse button to drop the sheet in the order that you like.
Formulas
Formulas allow you to manipulate and analyze the information you have entered into
your Workbook. A formula is a calculation that can be entered into any cell and
consists of a series of numbers (or cell references) and mathematical operators.
• Begin EVERY formula with an equal sign (=).
• After entering a formula, press ENTER to display the total.
Using Mathematical Operators
The math operators you can use in constructing a formula include the following:
+ for addition - for subtraction
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* for multiplication / for division
For example, you could enter =4+6 into a cell
to have it display the result 10.
Using Four Sum Methods
Let us explore four methods of adding in Excel and the advantages and disadvantages
of each.
Sum Method 1, a simple formula:
1. Click on cell B6.
2. Enter the simple formula =200+75+100+700 into B6.
3. Press Enter.
Sum Method 2, cell references:
1. Click on cell C6.
2. Enter the formula =C2+C3+C4+C5 into cell C6. (C2, C3, etc are known as cell references)
3. Press Enter.
Once you have entered the formulas and found the totals, try entering a different
number in both column B and C for Food. What happened to the totals in cell B6 and
C6?
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The total for column B stayed the same. The total for column C adjusted to the
updated information. The formula for column B was inflexible because it used actual
numbers. The formula for column C was more flexible because it referenced the
position of the information being added.
Sum Method 3, a series:
If you wanted to add many cells of information together, you probably do not want to
type in the cell reference for each cell such as in Method 2. Excel has several shorthand
formulas for common calculations, one of which is the sum formula below:
=SUM(beginning cell reference:ending cell reference)
1. Click on cell D6.
2. Enter the formula =SUM(D2:D5)
3. Press Enter.
The colon: between the two cell references indicates a series of values and tells Excel to
include all of the cells within that range of values.
Sum Method 4, the AutoSum feature:
Excel also has a convenient AutoSum button that automatically generates a sum
formula.
1. Start by selecting a cell below the column of numbers or to the right of the row of
numbers that you would like to add together.
2. Then click on the AutoSum button on the standard toolbar.
3. Finally press the Enter key. AutoSum will total up the row or column for you.
TheAutoSum looks above the active cell for two or more numbers to add together. If
there are no numbers above, it looks for two or more numbers to the left of the active
cell to add together. If there is a break in the numbers above or below, the AutoSum
will not include information past one empty cell in the summation.
Click on E6 and then the AutoSum button to AutoSum column E.
AutoCalculate
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Excel also makes it possible to see the results of several common mathematical
formulas without having to type in the formula. Whenever you select a range of
numbers (or individual cells by holding down your Ctrl key), Excel automatically
performs a calculation on those numbers. The result can be found at the bottom of
your spreadsheet.
If the calculation shown is not the one you want, simply right-click on the calculation
result and click to select the kind of calculation you are interested in from the menu
that appears.
Customizing Your Spreadsheet
Gridlines – If you go to Print Preview by clicking on the Microsoft Office Button
and then Print and finally Print Preview, you will notice that the gridlines do not print
out on your spreadsheet. However, if you want the gridlines to print out, you can turn
this feature on. Go to the Page Layout tab and in the Sheet Options group check the
print box under the gridlines heading. Now look at your Print Preview, and you will see
the gridlines will have appeared.
Adding gridlines to areas with colored backgrounds involves a separate step. Highlight
the area that needs gridlines. Click the dropdown arrow to the right of the borders icon
in the Font group on the
Home tab and choose the
all borders option.
Click the
dropdown arrow to show gridlines
Selected Cells
Calculation type and result
[FONDAMENTAL ICT] Page 40
Finishing Up
Printing Your Spreadsheet To print
your spreadsheet:
1. Click on the Microsoft Office Button.
2. Hover your cursor over Print.
3. Click the printing option that you want to use.
Fitting Your Spreadsheet to the Page
1. Click on the Microsoft Office Button.
2. Hover your cursor over Print.
3. Click Print Preview.
4. Click Page Setup in the Print group of the Print Preview tab.
5. Click the circle next to fit to: and type 1 in the page width box.
6. Your spreadsheet will now resize itself to the width of a single sheet of paper.
Using Excel Help
Accessing Microsoft Excel’s Help Feature
If you have a question about Word that you need answered right away, you might want
to consult Microsoft Excel 2007’s built in help feature. You can access this feature in
Excel by pressing the F1 key on your computer keyboard. From there you can click on a
help topic or search for one using Excel’s help search box located near the top of the
Excel Help window.
[FONDAMENTAL ICT] Page 41
For Further Reading and Learning
Now that you have completed Our Microsoft Excel class, you can continue rounding out
your knowledge of the Office productivity software by taking our classes on Microsoft
PowerPoint or Microsoft Publisher.
To find a book on Microsoft Excel, search the library’s catalog using “Microsoft Excel” as
a subject term. The library has many more book and video resources that will teach you
even more advanced Excel techniques.
Help Topics
Help Search
Box
[FONDAMENTAL ICT] Page 42
UNITY6: MICROSOFT POWERPOINT 2007 MS POWERPOINT 2007 NEW INTERFACE
When you open PowerPoint 2007, you will notice that it looks quite different from
PowerPoint 2000 and PowerPoint 2003. The same tools are all there, but they are
arranged very differently and new features have been added.
If you are already familiar with PowerPoint 2000 or 2003, it may take you a while to
adjust to this new arrangement of tools. This tutorial uses PowerPoint 2007 and you
can use it as a quick reference guide for most of the common tools.
MS OFFICE BUTTON contains the
main File Functions: New,
Open, Save, Save as, Print, Print
Preview, etc.
QUICK ACCESS TOOLBAR contains shortcuts to Save, Undo, and Repeat
RIBBON TABS - Each Ribbon Tab displays a Ribbon that provides a set of Tool Groups.
The Ribbon Tab and the Tool Groups correspond to
the Menu and Toolbar in previous versions of Excel.
• Tool Groups - Each Tool Group's name is shown at the
bottom of the Group oExample - Home Tab
Arrangement of Tools in PowerPoint 2007
[FONDAMENTAL ICT] Page 43
o Both the Clipboard and FontTool Groups display their names at the bottom of their
Group (see image at right)
• To Change Tool Groups click on the appropriate Ribbon Tab in the RibbonoExamples
Home Tab -Tool Groups for ClipBoard, Font, Alignment, and Cell Formatting
Insert Tab - Tool Groups for inserting Images, Charts, and Text Boxes
• Dialog Box Launch Arrowo Some Tool Groups have a small arrow in the bottom
right-hand corner
o Clicking on this arrow will open a Dialog Box which offers more options and settings
related to that Tool Group
In PowerPoint 2007, you will find that tools with similar uses are organized so that they
are usually found within the same Tool Group or at least within one Ribbon. If you do
not find a tool in the Ribbon you think it should be in, try exploring the other Ribbon
Tabs.
Getting Started
Create a new presentation
MS Office Button >> New
A new Presentation window opens up
• The MS Office Button is located in the top left corner of the Word 2007 Window
To start a new file from scratch:
• Choose “Blank Document” and press “Create”.
There are templates available on the left panel for creating a presentation of a specific
type (i.e. photo album or calendar).
Open an existing
presentation
MS Office Button>>Open
• Find your presentation in the “Open” window.
• PowerPoint 2007 will open files created with older versions of PowerPoint (.ppt) as
well as PowerPoint 2007 files (.pptx)
Open a file from a
different version or
format
PowerPoint 2007 will automatically convert a document from a compatible version of PowerPoint
• Your document will open in Compatibility Mode
• This will prevent you from using certain tools in Office 2007 which are not compatible
with Office 2000 or 2003
• When you finish editing a document, be VERY CAREFUL to save any converted
documents in their original format
• Please read the Important Notes below regarding saving in Office 2007.
IMPORTANT NOTES: Sav ing Documents in PowerPoint 2007
Dialog Box
Launch Arrow
[FONDAMENTAL ICT] Page 44
1. In the Computing
Facilities , files on the Desktop are NOT SAVED when you log off.
ALWAYS use MS
Offi
ce Button>>Save As... to save your file to a storage device or server
You can also save a
fil
e to the Desktop and then email it to yourself with the file as an attachment
2. If you are NOT
running Off ice 2007 at home and you save a document as PowerPoint 2007 (*.pptx),
YOU WILL NOT BE ABL E TO OPEN IT AT HOME! (see step 3 below)
3. If you have Office
2000 or 2003 or you use a Mac at home or in the Computing Facilities
You will have to save y our document as an older version
Go to MS Office Butto n >>Save As...
o At the bottom, t here is a bar that asks you to “Save as Type:”
oChoose Power Point 97-2003 Document (*.ppt)
DO NOT CHOOSE “P owerPoint Document (*.pptx)”
4. If you are using a PC at
ho me running Office 2000 or 2003
You can download
the
MS Office 2007 to Office 2003 Compatibility Pack from Microsoft's website
o http://www.micr osoft.com/downloads/
o Under New Do wnloads, choose "Microsoft Office Compatibility Pack for Word..."
Even with the
Compati
bility Pack, you might lose data / formatting when you save as an older version
There is no Compatibili ty Pack available for Mac yet.
Save the current
document
MS Office Button >> Save
Please read the Important Notes above regarding saving in Office
2007
Save a document under a
different name, version,
or format
MS Office Button >> Save As...
In the bars at the bottom of the Save As... Dialog Box:
o Give your document a new name in “File Name:” o Select the
version and format from “Save as type:”
[FONDAMENTAL ICT] Page 45
Add a new slide
Home Tab>>Slides Group>>New Slide
• Click on the New Slide Tool. It adds a new slide in the default layout "Title and
Content.”
• Click on the arrow at the bottom corner of the New Slide Tool. You can select the layout for the new slide from the .
• Click the Layout button. You can select and change the slide layout.
• Click the Delete button to delete the current slides.
Vie wing Slides in PowerPoint 2007 Workspace
View Tab
Layout of frames in
“Normal View”
When you first open a new presentation in PowerPoint the main window is in Normal View and should show three frames:
• The larger frame on the right shows the Current Slide.
• The left frame has two tabs: oSlides tab - displays the slides as thumbnails
oOutline tab - displays a written outline for each slide of your presentation.
• The bottom frame is for Notes to remind you of points for each slide.
The View tab
Different views allow you
to manage different
aspects of your
presentation.
View Tab>>Presentation Views Group
Normal View - Splits the window into Slide Frame, Notes, and the left frame where you can choose either Slides Thumbnails or Outline. This allows you to focus on a slide and see everything about the slide at once. Slide Sorter - Gives thumbnails of all the slides in the presentation. This lets you see the big picture. Allows you to sort, move, add and delete slides easily. Useful near the end of a project
Notes Page - Displays a page layout of the notes and the slide. Allows you to rearrange the notes and compare them to the content of your slide. Slide Show - Plays the presentation from the beginning with animation.
Turn on/off visual guides View Tab >>Show/Hide Group>>Ruler
View Tab >>Show/Hide Group>>Gridlines
Gridlines and rulers are used to measure and line up objects on a slide.
[FONDAMENTAL ICT] Page 46
We will return to the View Tab later in this tutorial to explain the uses of the Slide
Master View.
Inserting and Formatting Text and Objects
Insert Tab
Add text with Text Boxes
NOTE
In PowerPoint ALL TEXT is
contained in Text Boxes!
Home Tab >>Drawing >>Text Box OR Insert Tab >> Text >>
Text Box
• Click on the Text Box button - Choose Horizontal TextBox
• In the slide, click-and-drag the mouse to draw a TextBox
• Drag circle corner points or square side points of the text box to
change its size.
• Click within the TextBox to type text.
Move a Text Box
NOTE: You can move or
rotate any object in
PowerPoint using the
methods described here.
• Select a Text Box by clicking on it
• Bring the cursor over the Border of the Text Box
• The cursor will change to the move icon (2
crossed arrows).
• Click-and-drag with the mouse to move the text box.
• You can also Nudge a Text Box by Selecting it and hitting the arow keys
on the keyboard. This method offers greater precision in placing an
object.
• Rotate the Text Box:
o Select the Text Box. Notice the green circle directly above the box.
o Bring the cursor over the green circle. It will change to a rotate
icono Click-and-drag to rotate the Text Box.
[FONDAMENTAL ICT] Page 47
Format a Text Box Drawing Tools Tab - Format>>Shape Styles
• Select the Text Box. The Drawing ToolsTab appears.
• Click on the Format Tab. Format the selected Text Box in Shape Styles:
o Shape Fill - Changes the fill color
o Shape Outline - Changes the color, width, line style of
outline oShape Effects - Applies visual effects (shadow, bevel, etc.)
Format text in a Text Box Home Tab>>Font Group
• Select and highlight the text in the Text Box.
• Click on the Home Tab
• In the Font Group and Paragraph Group, you can format the Font, Size,
colour, and style of the selected text.
Add WordArt - fancy text InsertTab>>Text>>WordArt
Click on the WordArt button >> Select the style you
like A WordArt Text Box appears in the slide.Type in.
Format WordArt Drawing Tools Tab - Format>>WordArt Styles Select the WordArt in the slide.
• The Drawing ToolsTab will appear at the right end of the
Ribbon Tabs
• Click on the Format Tab.
• Format the selected WordArt in WordArt Styles Group.
Add shapes InsertTab >>Illustration >> Shapes
• Click on the Shape button to see the list of available shapes.
• Select the shape.
• Click on anywhere in the slide to insert the selected shape.
Format shapes
NOTE: You can format a
Shape as you format a
Text
Box using Drawing ToolsTab. See "Format a Text Box" on the previous
Drawing Tools Tab - Format>>Shape Styles
• Select the Shape. The Drawing ToolsTab appears
• Click on Format tab. Format the selected shape in Shape Styles:oShape
Fill - Changes the fill color
oShape Outline - Changes the color, width, line style of outline
oShape Effects - Applies visual effects (shadow, bevel, etc.) to the
shapes
[FONDAMENTAL ICT] Page 48
page.
Lay one shape
over/under another
Drawing Tools Tab - Format>>Arrange Select the shape.
• The Drawing ToolsTab will appear
• Click on Format tab. Arrange the order in the
ArrangeGroup:oBring to front oSend to back
Group, Align and Rotate
shapes
• While holding the shift key, click on the objects you wish to group. Drawing Tools tab appears.
• Click on Format tab.
• To group the objects: Click on Group button in Arrange Group
• To align the objects: Click on Align button in Arrange Group
• To rotate the objects: Click on Rotate button in Arrange Group
Shapes in a group my still be moved and edited individually, and will
continue to correspond to their group after being changed.
Add an image from a file Insert Tab >>Illustrations>>Picture
Find the picture file you want to insert in the browser window.
Add an image from Clip
Art
InsertTab>>Illustrations>>Clip Art
• Search for ClipArt and other media in the right-hand search panel.
• Check in "Everywhere" box under "Search in" for more extensive results
[FONDAMENTAL ICT] Page 49
Format an
Image and
Clip Art
Formatting process is basically the same as formatting a Text Box, WordArt, or a Shape.
• Select an object (Image or Clip Art). The Picture Tool Tab appears.
• Format objects using Adjust Group, Picture Styles Group and Arrange Group.
• Move objects: See the instructions fpr "Move a Text Box" above.
Formatting Slide Design
Design Tab
Change the
Background
Design Tabs >>Background >>Background Styles Click on the Format Background button at the bottom.
The Format Background dialog box will appear.
o You can set the color, solid or gradient, transparency or choose picture/texture fill
o Click the Close button to apply changes only to the current slide o Click on Apply to All
to apply changes to all the slides
Change the
Theme
Design Tabs >>Themes
• Move the cursor over the theme buttons to Preview different themes on your current slide.
• To choose a theme - Click on any theme button o The theme will then be applied to all the
slides in your presentation
• Colors -- Changes the color scheme of the current theme
• Fonts -- Changes the font of the current theme
• Effects -- Changes the effects of the current theme
[FONDAMENTAL ICT] Page 50
Form
The Sli
Altering
anything
on the
atting Presentation Using the Slide Master de Master acts as a template for your
entire presentation.
Slide Master will change the formatting of all the slides in your presentation.
View Tab
Open the
Slide
Master
View Tab>>Presentation Views>>Slide Master
The Slide Master Tab appears on the left-hand side of Home Tab
Edit the
Slide
Master
• Clicking on the Slide Master Tab provides a set of Slide Master
Formatting Groups:oEdit Master oMaster Layout
o Edit Theme
o Background - set the background for all the slidesoPage
Setup oClose -- Click on Close button to go back to Normal View.
• Choose the top Slide Master Slide in the left panel
• You can edit the Background, Bullet styles, Slide Titles, and Title animations here.
Objects and Animation
Animation Tab
[FONDAMENTAL ICT] Page 51
Create
custom
animation
effects for
objects
Animation Tab >>Animations >>Custom
Animation
• When you choose the Custom Animation Tool, the Custom Animation panel appears on the right-hand side of the current slide.
• Select the object to which you want to apply animation
• Click the Add Effect button and choose an animation style.
o Frequently-used effects are found in
"Entrance" styles in the menu
• Click the Play button to preview the animation.
Modify
Animation
effects
and order
of
animated
objects
• Customize animation effects under Modify in Custom Animation panel.
o Start - how to start the animationoDirection - direction of animation
o Speed - speed of animation
• Change the order in which the animated objects play:
o Select the object in the list under Modify
o Hold the mouse on that item in the list and drag it up or down to change the order of
objects
Create a Slide Transition Slide transitions are animation effects that appear between slides. While they look fancy, these transitions can be distracting if overused. It is often good to keep this kind of animation to a minimum.
Animation Tabs >>Animations >>Transition to This Slide
• Mover the cursor over the transition buttons to preview the effects.
• Click on the Transition effect button to apply the slide transition
effect.
• Click on Transition Sound button to apply sound effect for transition.
• Click on Transition Speed button to adjust the speed.
• Click on Apply to All to apply the same transition effect to all the
slides.
Finishing Steps
[FONDAMENTAL ICT] Page 52
Change the order of the
slides
• ViewTab>>Presentation Views>>Slide Sortero This view is used
to change the order, if you have a lot of slides.
• Or, select Slides tab in the left frame in the Normal View. You
can see thumbnails of the slides in your presentation. o Click on
a slide thumbnail and drag up and down to change the order.
Make notes Write your notes in the bottom frame in Normal view.
To Print your notes:
• Office Button>>Print >>Print What:
• Select "Note Pages"
NOTE: Notes are not visible during the slide show.
Present the Slide Show Manual Presentation:
View Tab>> Presentation Views>>Slide Show
To move to the next slide in your presentation do one of the
following:
• Click the left mouse button
• Hit the spacebar
• Use the arrow keys on the keyboard. Up and left go back, right and down go forward.
• Click on the Esc key on keyboard to go back to Normal view.
Automatic Presentation:
Animations Tab>>Transition to this Slide>>Advance Slide
• Click on the check box for "Automatically After."
• Set the time to automatically change to the next slide after a certain
duration of time.
• This feature is useful if you are under a time constraint or if you
want to present in a more movie-like style.
Save a presentation MS Office Button>>Save As…
In the lab, use Save As… to save your file to:
• USB drive
• UVicTemp (I:\ in My Computer)
• You can also save the file to the desktop and attach it to an e-mail.
Please read the Important Notes on page 3 regarding saving in Office 2007
Be sure to remember that any files saved to the desktop will be
automatically deleted after you log off!
[FONDAMENTAL ICT] Page 53
UNITY7: INTRODUCTION TO MICROSOFT PUBLISHER Class learning objectives
By the end of class students should be able to perform the following tasks:
1. Publisher Basics
• Useful Definitions
• Open Publisher •Create New Publications
2. Projects:
• Create a Calendar
3. Save Your Publication
4. Print Your Publication
5. Create Other Publications (if time allows)
• Create a Business Card
• Create a Greeting Card 6.Use Publisher’s Help
7. Further Reading and Learning
Microsoft Publisher 2007 is a desktop publishing program that can be used to create a
variety of publications. Using Publisher, you can easily create business cards, greeting
cards, calendars, newsletters and much, much more.
Unlike the other programs in Microsoft Office 2007, Microsoft Publisher 2007 uses the
Microsoft Office Toolbar and a Menu system in place of the Microsoft Office Ribbon.
Some Useful Definitions:
Frame– Most publications are divided into several different areas called frames.
A frame can contain a variety of objects such as graphics, tables, or text boxes.
Frames can be resized, moved and manipulated to suit your needs.
Handles – When you click on a frame, small circles appear around the edge of
the frame. These are called handles. You can click and drag on the handles to
resize your frame.
[FONDAMENTAL ICT] Page 54
Template ‐ A Template is a tool used in Publisher to help you easily create basic
publications. The template has a set of pre‐chosen design styles that you can
use as it is or customize as you see fit.
Opening Publisher
To Open Publisher either:
Double click on the Microsoft Publisher Icon on your desktop, OR
‐OR
Click on Start in the lower left hand corner of your desktop, move up to
Programs, and then click on Microsoft Publisher
Creating New Publications With Publisher 2007 design templates.
When you first open Publisher, Publisher offers you a number of different publication
types to start with.
Click on one of the publication types in the main window or in the list on the left side of
the main window to view a list of templates that will walk you through the process of
making basic design choices for your publication. These choices include color schemes,
font styles, and more.
Creating a Calendar
To Create a Calendar:
1. Open Microsoft Publisher by double clicking the icon on the desktop or finding it
under the start menu.
Text Frame Handles
Picture Frame
[FONDAMENTAL ICT] Page 55
2. Click on Calendars from the main window or the list on the left. A selection of
predesigned templates appears for you to choose from.
3. Click on one of the pre‐designed templates that you like. It will appear at the top of
the area on the right side of the page.
4. You can either stick with the default design choices that are part of the template, or
you can customize them by clicking the downward pointing arrow to the right of a
design section and choosing any of the options provided by clicking on it.
5. Click on the Set Calendar Dates button and choose the period of time that you
would like your calendar to cover.
6. Click on Create at the bottom to create your caledar.
Now that you have made your basic calendar selections, it is time to further customize
the publication.
Customizing a Publication
Working with Frames
Each publication is composed of different frames, such as text frames, picture frames,
table frames, and shape/object frames. Click on different areas of the calendar to
identify the different frames. Handles, little circles on the corners and sides of the
frame will appear. The handles help show which frame you have selected. They are
also used in resizing frames.
Moving Frames
To move a picture frame,
1. Click on the picture.
2. When your cursor
turns into a four
directional arrow,
click and drag the
picture frame to the desired location.
Resizing Frames
To resize a picture frame,
1. Click on the picture.
2. Rest your cursor on a corner
handle. When your cursor turns
into a diagonal line with arrows on
the ends, click and drag inwards at
a diagonal to make it smaller or
outwards at a diagonal to make it
larger. Using corner handles to
resize pictures allows you to keep
the picture’s proportions.
Deleting Frames
To move a text frame,
1. Click on the text frame.
[FONDAMENTAL ICT] Page 56
2. Rest your cursor near the border
of the text frame. When your
cursor turns into a four directional
arrow, click and drag the text
frame to the desired location.
3. To resize a text frame,
1. Click on the text frame.
2. Rest your cursor on one of the
handles. When your cursor turns
into a line with arrows on the
ends, click and drag inwards or
outwards to resize the text area.
Resizing Arrows
1. Right click on the frame that you would like to delete.
2. Select Delete Object from the list of choices. Formatting Text
1. Click in a text frame.
2. Begin typing.
3. Click and drag over the text you typed to select it for formatting changes.
4. Use the Formatting Toolbar or click on FormatFont to make changes to the
Bold Italic Underlined Line Color
Font Type Font Size Left | Center | Right | Justified Fill Color Font Color text’s
appearance.
Undoing Changes
Creating a publication often involves trial and error. Unlike many of Microsoft Office’s
other applications, in Publisher you cannot preview what a change is going to look like
until you apply it.
To undo actions, click on the undo button on the standard toolbar or click on
Undo in the Edit Menu.
Inserting Additional Text Frames
1. Click on Textbox from the Insert Menu
2. Click and drag over an area of the publication.
3. Type the text you want to appear.
Inserting Clip Art
If you want to change the picture in an existing picture frame,
1. Right click on the picture and select Delete Object.
2. Click on InsertPictureClip Art.
3. A Clip Art search interface will open in the task pane.
4. Enter a search term and press Go.
5. You can choose to limit the search to a particular collection or a particular media
type.
6. Once you discover the desired clip art, click on it to insert it.
Align
Notice that the clip art has a drop down arrow next to it. If you click on the
drop down arrow other options present themselves. You can click on Find
Similar Style for clip art of similar design. You can click on Preview/Properties
to view the original size of the clip art and what keywords were used to classify
the picture. Search Box
Saving Your Publication
There are two basic ways to save your publication
Point and click on the save icon on your toolbar, or
‐OR
1. Click on the File Menu and Save As.
2. When the Save As Dialogue Box appears Click Browse and find the location
on your computer where you would like the file saved.
3. Type the name of your publication in the File Name field.
4. Click on the Save button
Printing Your Publication
There are two basic ways to print your publication:
Search Limiter
Drop down
menu options
Click on the print icon on your toolbar . This will print one copy of your
publication with the default print options.
‐OR
1. Click on the File Menu and click Print.
2. When the print window appears, select the desired number of copies and
choose any other printing options you want.
3. Click OK.
Creating a Business Card
1. Open Microsoft Publisher by double clicking the icon on the desktop or finding it
under the start menu.
2. Click on Publications for Print then Business Cards, and finally Accent Box
Business Card.
3. In the personal information form that opens, enter your
own contact information and click on OK. (If you
accidentally close your personal information and you
want to edit it further, click on the Edit Menu and
Personal Information to retrieve the form.)
4. In the task pane on the left side of the window, you are
given different options you can adjust. As you click on
the different steps at the top of the task pane, the options change on the lower
part of the task pane.
5. Click on Business Card Options.
a. Choose to Include a logo.
b. Choose the traditional Landscape
orientation
c. Choose to have Multiple copies per
sheet
6. Click on Publication Designs.
a. Leave the selected Accent Box.
b. Click on Color Schemes and select the desired color scheme.
7. Click on Font Schemes and select the desired font scheme.
Now that you have completed the Business Card Wizard, you can customize the
business card. Change the format or insert additional clip art, if you wish.
To adjust the logo,
• Double click on the picture portion and use the clip art gallery to find a different
picture.
• Click in the text portion and type your organization’s name.
Creating a Personalized Greeting Card
1. Open Publisher by double clicking the icon on the desktop or finding it
under the start menu.
2. Click on Publications for Print Greeting Cards Birthday Birthday
Card 72
3. Click on Greeting Card Options
a. Select Greetings Bar.
b. Select Full Verse
c. Click on Select a suggested verse. A
dialog box will open click on a verse
on the left side and on the right side
it will show you the front message
and the inside message. Select the
verse you would like to use and click on OK.
i. 4.Click
on Page Options
a.Choose the Quarter page side fold
option.
6. Click on Card Gallery
a. Leave Birthday 72 selected.
7. Click on Color Schemes
a. Select the desired color scheme.
8. Click on Font Schemes
a. Select the desired font scheme.
Now that you have completed the Greeting Card Wizard, you can customize the
greeting card.
At the bottom of the screen are sheets with numbers on them (1, 2, 3, 4). Click on 1
to see the front of the card. Click on 2 or 3 to see the inside of the card. Click on 4 to
see the back of the card.
The Help Menu
Accessing Microsoft Word’s Help Feature
If you have a question about Word that you need answered right away, you might
want to consult Microsoft PowerPoint 2007’s built in help feature. You can access
this feature in PowerPoint by pressing the F1 key on your computer keyboard. From
there you can click on a help topic or search for one using PowerPoint’s help search
box located near the top of the PowerPoint Help window.
For Further Reading and Learning
Now that you have completed Introduction to Microsoft Publisher 2007, the next
recommended class is Intermediate Microsoft Publisher 2007. In Intermediate
Microsoft Publisher, you will learn how to create your own custom animations, and
insert tables, videos, and hyperlinks into your presentations. You may also want to
explore the introductory classes that we offer for Microsoft’s other productivity
applications like Excel and PowerPoint.
To find a book on Microsoft Publisher, search the library’s online catalog using
“Microsoft Publisher” as a subject.
Help Topics
Help Search
Box
UNIT8: COMPUTER NETWORKS
Computer networks are commonly divided into three categories:
• Local Area Network (LAN or Intranet), usually the network of computers in
the same building or belonging to the same owner. Inside the LAN every computer is
well identified and usually every user is known. It is considered a trusted area.
• Wide Area Network (WAN or Internet), which is everything which connects
LANs. Computers’ and users’ identification is very hard and anonymity is possible. It
is considered a dangerous area.
• Virtual Private Network (VPN) is a way to recognize a computer outside the
LAN as a trusted computer: the user is identified with a password and his computer,
even though connected via Internet, will be considered as part of the LAN, for as
long as it remains connected. VPN is typically required to identify portable
computers connected via wireless connection.
UNITY9: TELECOMUNICATION Inside a computer network many communication programs are installed on Intranet
computers to connect to the Internet or even to internal computers.
1.WEB BROWSER A web browser is a client program to navigate the WWW and retrieve web
pages. It runs directly on the user’s computer as a client and connects to
external webservers, identified with the www prefix in the Internet name, to retrieve web
pages. The market leader with about 52% (Business Insider, March 2015) is
the browser from Google Chrome, followed by Internet Explorer, a
freeware proprietary software with 21%, and by Mozilla Firefox, an open
source software with 18%. Microsoft in July 2015 has launched its new
browser, Microsoft Edge,
which will replace Internet Explorer.
2.Mail reader A mail reader is a client program to send and retrieve emails. It runs directly on
the user’s computer as a client and connects to a mail-server, a program in
charge of
collecting and dispatching emails. The market leader is Microsoft Outlook, a
commercial proprietary software. It has many competitors, the most famous
being the open source Mozilla Thunderbird and the free Windows Live Mail.
FUNDAMENTAL OF ICT Page 63
3. SEARCH ENGINES A search engine is a special program running on a website which offers to the user the
possibility of searching other websites for specific web pages. The user needs to connect to the
search engine website and digit the keywords, or sometimes even a complete question, and
the website returns the list of relevant web pages.
Search engines use a crawler technique: they continuously go through the known web pages
memorizing their content and trying to discover other web pages through the contained links.
In this way they are able to memorize most of the WWW’s pages (more than 8 billion pages),
even though some not linked websites can remain unknown to search
engines.
The most popular search engines are Google, the current market leader,
Yahoo! and Bing. In order to choose the order in which web pages are
displayed to the user, search engines use scoring system. The most
famous one is Google’s which relies on the idea that a linked page is very
important and useful; therefore, a web page receives a score
proportional to the number of web pages
which put a link to it. According to recent researches, the percentage of
use of these engines are Google 83%, Yahoo 6%, and Bing 4%.
There are many tricks to speed up the web search and arrive quickly to the right result:
most novice users search the WWW using only a single keyword, which often produces
the right result but in some cases can result in long lists of wrong results, for example
when looking for Java Island using simply “java”. Using as many keywords as possible
often avoids wrong results, even though sometimes returns no pages if too many words
are used;
Internet pulled from Wikipedia (Wikipedia is a famous website -an encyclopedia that is
built by Internet users and is growing every day. Want to know more about Wikipedia -
look it up on Google!).
4. INTERNET The Internet is a global system of interconnected computer networks that use the
standard Internet Protocol Suite (TCP/IP) to serve billions of users worldwide. It is a
network of networks that consists of millions of private, public, academic, business, and
government networks, of local to global scope, that are linked by a broad array of
electronic, wireless and optical networking technologies. The Internet carries a vast
range of information resources and services, such as the inter-linked hypertext
FUNDAMENTAL OF ICT Page 64
documents of the World Wide Web (WWW) and the infrastructure to support
electronic mail.
Terminologies
• Bandwidth - The rate at which information travels through a network
connection, usually measured in bits per second, kilobytes (thousand bits) per second,
or megabits (million bits) per second.
• Back/Forward - Buttons in most browsers’ Tool Button Bar, upper left. BACK
returns you to the web page previously viewed. FORWARD goes to the next web page
(although you’d have had to have used BACK first!).
• If it seems like the BACK button does not work, check whether you are in a new
browser window; some links are programmed to open a new window.
• Blog - A blog (short for “web log”) is a type of web page that offers a series of
posted items (short articles, photos, diary entries, etc.) that can be added to and
updated by the owner. In most cases they also have the facility for readers to leave
comments about the entries. Blogs have become a common medium for
communication in professional, political, news, trend, and other specialized web
communities. Many blogs provide RSS feeds (see below), to which one can subscribe
and thus receive notification of updates and new content.
• Bookmarks/Favorites - All major web browsers include a way to store links to
sites you wish to return to. Netscape, Mozilla, and Firefox use the term Bookmarks. The
equivalent in Internet Explorer (IE) is called a “Favorite.”
• To create a bookmark, locate the bookmark/ favorite menu button - it’ll be at
the top of your browser. Click it and from the drop down selection choose “Add to
favorites” or “bookmark this page”. Alternatively, you can right-click on the page and
choose “add to favorites/bookmarks”.
• An alternative method is to store your bookmarks on a website, such as
www.delicious.com or www.digg.com, that lets you access them from any computer on
the Internet and to share your bookmarks with others - this is known as Social
Bookmarking.
FUNDAMENTAL OF ICT Page 65
• Browse (Browsing) - Browsing is the catch-all name given to the process of
navigating the web. This may have derived from the literal meaning “to browse” but it
will be rare for you to simply meander the web - most of your visits will be guided by
searching for specific subjects or visiting sites that you know offer content you require.
• Browsers - Programmes for accessing web content. The most commonly used
browsers are Microsoft Internet Explorer (often called IE), Firefox, Mozilla, Safari,
Opera, and Chrome.
• Bulletin board - An area of a Web site where users can post messages for other
users to read. In most cases, readers can contact the author of a bulletin board message
by e-mail. (See also “chat,” “chat room,” and “Discussion group”). Bulletin boards are
little used since the advent of Web 2.0 where this functionality can be built into
ordinary websites with ease.
• Cache - In browsers, “cache” is used to identify a space where web pages you
have visited are stored in your computer. A copy of documents you retrieve is stored in
cache. When you use the Back button, or any other means to revisit a document, the
browser first checks to see if it is in cache and will retrieve it from there because it is
much faster than retrieving it from the server.
• Download - To take a copy of something from the Internet (a programme, a web
page etc.) and save it to your own machine for use.
• Extension (File Extension) - Filename extensions usually follow a period (dot)
and indicate the type of file. For example, “this.txt” denotes a plain text file, “that.htm”
denotes an HTML file. Some common image extensions are picture. (jpg, gif, bmp, png),
audio files (wav, mpg, mp3).
5.GOOGLE (SEARCH ENGINES) Google (Search Engines) - When the web was in its infancy there were a plethora of
search engines (systems that catalogued and indexed the content on the Internet and
allowed users to search and retrieve that content). In recent years most have fallen by
the wayside as Google has come to dominate the marketplace. Recently, the Microsoft
built “Bing” has attempted to challenge Google, and there are still a number of others
(Ask, Yahoo etc.). Google is now a behemoth on the web. They provide many other
services beyond searching e.g. Gmail (online email), Google Docs (collaborative online
document editing), Google Analytics (web site statistics) etc. We recommend taking a
good look at Google’s services (most of which are free) .
FUNDAMENTAL OF ICT Page 66
• HTML - This acronym stands for Hypertext Markup Language. This is the basic
language of the web, a way to code web pages so that browsers understand them and
how they should be rendered on screen. When you view a web page, you are looking at
the product of this code working behind the scenes in conjunction with your browser.
Interestingly, this is very closely related to the way printers were given instructions in
the old days of hand setting print.
• Links (Hypertext) - On the web the feature, built into HTML, that allows a text
area, image, or other object to become a “link” (as if in a chain) that retrieves another
computer file (another web page, image, sound file, or other document). The range of
possibilities is limited by the ability of the computer retrieving the outside file to view,
play, or otherwise open. The HTML code to create a link is very simple
• Links used to always show up in blue on a web page but nowadays may be
signified in any color or style.
• PDF (pdf file) - Acronym for Portable Document Format, a file format developed
by Adobe Systems, that is used to capture almost any kind of document with the
formatting in the original. Viewing a PDF file requires Acrobat Reader, which is built into
most browsers and can be downloaded free from Adobe.
• RSS (RSS feeds or just “feeds”) - Acronym for “Really Simple Syndication” This is
a system whereby content from a site can be fed to subscribed users. By subscribing to
an RSS feed, you are alerted to new additions to the feed since you last read it. In order
to read RSS feeds, you must use a “feed reader,”, the most common of which is Google
Reader.
• URL (address or web address) - Acronym for Uniform Resource Locator, the
unique address of any Web document. This address shows in the browser address bar
at the top of your browser and will be formatted (in most cases) like this
http://www.ccn.ac.uk/index or similar. If you know a web address that you want to visit
you can type it directly into the address bar to access it.
• Upload - the process of transferring any content from your own computer to a
space on the Internet.
6. USE OF SOCIAL MEDIAN Facebook, Twitter,whatsapp,tango,, YouTube etc. all allow, in fact demand.
FUNDAMENTAL OF ICT Page 67
7.ELECTRONIC MAIL Electronic mail, commonly called email or e-mail, is a method of exchanging digital
messages from an author to one or more recipients. Modern email operates across the
Internet or other computer networks. Today’s email systems are based on a store-and-
forward model. Email servers accept, forward, deliver and store messages. Neither the
users nor their computers are required to be online simultaneously; they need connect
only briefly, typically to an email server, for as long as it takes to send or receive
messages.
• An email message consists of three components, the message envelope, the
message header, and the message body. The message header contains control
information, including, minimally, an originator’s email address and one or more
recipient addresses. Usually descriptive information is also added, such as a subject
header field and a message submission date/time stamp...
•
• Attachment - An attachment is a file sent by email. The contents usually aren’t
part of the original email but can be accessed by clicking an icon. This opens the file. An
email with an attachment usually has a symbol, such as a paper clip (Outlook Express)
or a sheet of paper with a clip attached (Eudora), which alerts the recipient that the
email contains an attachment.
• Sending a large or complex file as an attachment allows the sender to keep the
original email message small and uncomplicated. However, many email viruses are
delivered as attachments to email messages and launch themselves when the recipient
clicks on or opens the attachment. ALWAYS be wary of opening attachments from
senders you do not know!
• BCC - “Blind Carbon Copy” field in email programs, used to send the same
message to a number of recipients without them being able to see each other’s
addresses.
• Block list - A database of computer IP addresses suspected of sending
unsolicited bulk email, also called “spam”.
• Bounces - Distributed email message returned because of an error of some kind
(such as the address no longer exists or is incorrectly spelled) Catch All - An Email server
FUNDAMENTAL OF ICT Page 68
function that forwards all email sent to a given domain (anything@ yourdomain.com) to
a single named account. Useful for catching misdirected mail, or for creating email
aliases on the fly.
• CC - “Carbon Copy” Field in email programs, used to send an identical email
message to an additional recipient or recipients besides the original recipient in the
“To:” field.
• Digest - A compiled version of all of a list’s posts for a given day/week/month
digest-only discussion list - a moderated discussion list available in digest form only (see
Email Lists).
•
• Digital Signature - Not commonly used yet, a digital signature is digital code that
is attached to electronically transmitted data (such as email). Since the code is unique,
and secured through encryption, digital signatures serve to guarantee the authenticity
of the sender.
• Email Client - A software application that manages online communication by
enabling users to send, receive, save and organize email. MS Outlook and Eudora are
email clients. Gmail is an online email client - the software doesn’t sit on your machine
but is accessed through the web.
• Email Lists - An electronic mailing list is a special usage of email that allows for
widespread distribution of information to many Internet users. It is similar to a
traditional mailing list — a list of names and addresses — as might be kept by an
organization for sending publications to its members or customers, but typically refers
to four things — a list of email addresses, the people (“subscribers”) receiving mail at
those addresses, the publications (e-mail messages) sent to those addresses, and a
reflector, which is a single e-mail address that, when designated as the recipient of a
message, will send a copy of that message to all of the subscribers.
• Emoticon - You’ll all know these, they’ve crept in everywhere through texting
and popular culture! An emoticon is a short sequence of keyboard letters and symbols
used to convey emotion, gestures, or expressions which could not otherwise be derived
from mere text; also known as a “smiley” (and represented thus ;-))
FUNDAMENTAL OF ICT Page 69
• Filter - An email function used to sort email messages automatically into
designated folders. This can be done by sender, subject etc.
• Footer - Information at the bottom of emails containing standard fields e.g.
copyright, or user generated signature.
• Header - E-mail headers. What an email message uses to communicate with
mail servers, usually invisible to users but useful information if trying to track down a
sender.
• Email/HTML Newsletter - A newsletter sent in Hyper Text Markup Language.
This differs from a text newsletter because it allows list owners to send media-rich
publications that can include graphics along with text. Text newsletters consist of ASCII
characters only. Since some subscribers’ email clients cannot view HTML or subscribers
prefer not to receive it, an HTML newsletter is generally offered as an option in addition
to a standard text newsletter.
• Mailto: - Used in HTML link tags to create a clickable email link that will launch
an email program.
• Netiquette/Email etiquette - A set of behaviors that show good practice and
consideration on the web and in email e.g. addressing your emails to “Dear xxxx” and
signing off “Regards xxx”
• Phishing - “Phishing,” so called because scammers use email “bait” to “hook”
victims, is the newest form of identity theft. Scammers send out millions of fake emails
designed to trick unwary recipients into disclosing sensitive and valuable information,
such as credit-card and bank-account numbers, which they can then use to strip a
person assets/funds or otherwise steal their identity.
• Plain Text - Referring to data in ASCII format, plain text does not include text
formatting options but is the most accepted form for all email programs
• Signature - A standardized footer that will automatically be added to your
emails by your email program. Can contain any information but usually your contact
details.
• Spam - unsolicited bulk email or unsolicited commercial email, considered bad
netiquette. Just like junk-mail in the “real” world.
FUNDAMENTAL OF ICT Page 70
• Thread - A series of messages in an online discussion/forum that follow an initial
post. Also, a series of email exchanges where each email reply is attached to the bottom
of the subsequent reply.
8. Electronic Mail: G-Mail
Creating an Email Account 1.Go to www.google.com and click G-Mail at the top of the page. 2.Click on Sign Up for G-Mail 3.Fill out the form.
a. After you fill in your Desired Login Name be sure to click on the Check
Availability button to see if that name is available. If it is not, then Google will
suggest some possibilities for you to use.
b. Uncheck the boxes for “Remember Me On This Computer” and “Enable Web
History”
c. Click I accept at the bottom of page.
4. You will be taken to a page congratulating you on setting up an account. Click on Show
Me My Account.
5. Once in your account you will see that you have 1 message already from Google.
Clicking on this message will give you a quick tutorial.
Checking Your Email 1. Log into your email account by going tohttp://mail.google.com, entering your username
and password, and clicking on Sign In.
2. Your email account will open, click on Inbox to see new messages received.
3. Click on the subject of the email to read the message.
4. Click on Inbox again to get back to see your other messages.
5. Click on Sign Out when you are finished checking your email.
Sending Email 1. While in your account click on Compose Mail in the upper left corner
2. Enter the destination email address in the To: field.
3. Enter a subject into the Subject: field
4. Type the body of your message into the large blank area.
5. When you are finished, click on Send.
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Attaching Files 1.Follow the steps above to begin to compose your e-mail. While in the message you wish
to send, click on Attach A File. A window will appear that will allow you to browse to
your file.
3. Find the file you want to attach, double click on the file’s name.
4. Do this for every file you need to attach.
5. Finish composing your email and click on Send.
6. Don’t forget to Sign Out when you are done.
9. Electronic Mail: Yahoo!
Creating an Email Account 1. Go to the Yahoo! mail home page: http://mail.yahoo.comand click on Sign Up.
2. Fill out the form.
a. Step 1 is asks for some general information about you.
b. When you get to section 2 on the form, Yahoo will suggest some available
usernames. Although you can choose a username yourself, it is generally quicker
to pick from their list of suggestions because every email address has to be
unique. You must also select a password at this step.
c. Step 3 asks you a security question that they will use in case you ever forget your
password.
d. Lastly, you must type the word you see in the box at the bottom of the screen,
check the box saying you agree to Yahoo’s policies and then click Create My
Account.
3. You will be taken to a confirmation page which has your account information. It is very important that you remember this information so write it down or print this page if needed.
4. Click on Continue and you will be forwarded to your new email account. Note when
you first log into your account you will have a chance to take a very short tutorial. It
only takes about 30 seconds so you may want to take a look
Checking Your Email 1. Log into your email account by going to the Yahoo! mail home page:
http://mail.yahoo.com, entering your Yahoo! ID and password, and clicking on Sign In.
2. Your email account will open, click on Inbox to see new messages received.
3. Double click on the subject of the email to read the message.
4. Click on Inbox again to get back to see your other messages.
5. Click on Sign Out when you are finished checking your email.
FUNDAMENTAL OF ICT Page 72
Sending Email 1. While in your account click on New in the upper right corner
2. Enter the receiver’s email address into the To: field.
3. Enter a subject into the Subject: field
4. Type the body of your message into the large blank area.
5. When you are finished, click on Send.
Attaching Files 1.Follow the steps above to begin to compose your e-mail. While in the message you wish
to send, click on Attach. A window will appear that will allow you to browse for your
file.
3. Find the file you want to attach, double click on the file’s name.
Do this for every file you need to attach.
10: PASSWORDS On the Intranet the user is identified only by his username, known to everybody, and his
password, known only to him. The password is what makes an unknown person an
authenticated user, with all his privileges and his identity’s responsibilities. If somebody else
uses the right user’s password, for the Intranet this other person is exactly the user. Law
196/2003 explicitly forbids users from giving their password to other users, even when they are
absent from work. These are some, often underestimated, malign actions a passwords’ thief
can do:
• steal personal information: the thief can read the user’s emails and personal
information;
• steal privacy protected data: the thief can gain access to data about other
people protected by privacy, or read emails received from other people. The legal
responsible of this privacy violation is the thief as well as the user who did not protect
other people’s data;
• steal money: the thief can find the user’s bank account numbers and passwords,
sometimes directly from the user’s web browser’s history;
• delete and modify data: the thief can delete user’s important data, or even
worse he can modify these data without the user’s knowledge (bank numbers, friend’s
email addresses, degree thesis content, add illegal pictures);
• steal identity: for the computer the thief is now the user, and therefore he can
act to the outside world exactly as if it were the user, for example answering to emails,
subscribing to websites, withdrawing from exams;
FUNDAMENTAL OF ICT Page 73
• start illegal activities: anybody who wants to start an illegal Internet activity will
obviously use somebody else identity, so he will not get into troubles when the activity
is discovered.
11: VIRUSES From the Internet many unauthorized connection attempts arrive. Some of these are
mistakenly authorized and manage to reach the Intranet or at least to come in contact with
programs which are behind the firewall. If these connections carry malign intentions, usually
their aim is to explore and use the Intranet computers, to destroy Intranet data or to stop
some Intranet services (which is a dangerous attack if these services are managing stock trades
or telephone calls). Defense against these kinds of attacks is in charge system administrators.
While normal external attacks do not involve normal users, the virus is a special attack which
arrives directly on the user’s computer and must be prevented and stopped by him. The virus is
a little program which has this name because its life cycle is the same of a biological organism:
survive and duplicate.
1. It arrives on the computer through email attachments, downloaded files, CDs
and floppy disks or directly from the Intranet. It is often hidden inside other good files
or programs, which are called infected. In the last years many free programs
deliberately install small advertisement programs without the user’s explicit consent;
this kind of behaviors is considered borderline between a virus and a way of financing
the program’s development.
2. As soon as the user mistakenly runs it (often trying to run the good program or
to open the good file), the virus orders the computer to run itself every time the
computer is turned on, thus assuring its survival.
3. It starts duplicating itself, infecting other files, CDs and floppy disks, and trying
to send itself around by email or on the Intranet.
4. Most viruses are programmed to do damage to the computer and to the user,
altering or deleting files, sending emails with user’s personal data, preventing firewalls
and antiviruses from running, or turning the computer off. No viruses are known to be
able to damage hardware.
Many names are used for viruses’ types according to their different behaviors.
• Trojan horse is a virus which looks like a good program and, when downloaded
and run by the user, it performs the user’s wanted task but at the same time does other
actions;
• key logger is a virus which records keyboard’s activity and then sends the
keystrokes to its creator, mostly to get user’s passwords;
FUNDAMENTAL OF ICT Page 74
• back door is a virus which opens a port on the computer to let external users in;
• adware is a virus which displays advertisement;
• spyware is a virus which spies user’s activity to get passwords or to target the
user with specific advertisement;
• ransomware is a virus which makes its presence public and demands to the user
money to be removed, threatening to damage him in a variety
of ways, such as encrypting files or pretending to be an authority’s tool and asking the
payment of a fine, as the famous Italian “Polizia di stato” virus does.
These types are not exclusive: for example, a Trojan horse which is at the same time a spyware
and an adware.
An infected computer can be recognized by some symptoms. These are the most frequent
ones:
• when the computer is turned on, unwanted programs start, advertisement
appears, and the desktop presents some new bars or features which were not present
nor installed before;
• the computer starts very slowly and unknown programs give strange operating
system errors;
• commercial or pornographic web pages appear on the web browser without the
user’s consent;
• the analogical modem makes typical connection noises even when the computer
is not connected or the operating system asks the user to stop the current connection
and start a new one to a strange telephone number;
• the Task Manager window (see page 7) presents unknown programs.
Most of the time, a responsible user’s behavior it the best weapon against viruses: it protects
him from getting viruses, helps him removing them and prevents him from diffusing them.
Responsible behavior means:
• never open downloaded files and email attachments, especially when they come
from a friend with a text such as “please open it, urgent!”, since simulating to be a
user’s friend is a typical virus tactics. To open these files, save them on the desktop,
check them with an antivirus and then open them;
• do not insert in your computer CDs, DVDs and USB pen drives coming from
other people or which were inserted in other computers, unless you have an antivirus
running or unless you scan them immediately with an antivirus;
• avoid visiting strange websites, especially pornographic or hackers’ website, or
websites which open a lot of pop-up windows;
FUNDAMENTAL OF ICT Page 75
• have an antivirus always running or at least run an updated antivirus on your
whole hard disks every week (while Italian law currently prescribes minimum every 6
months); keep your antivirus always up to date: more than 50 new viruses appear every
week;
• keep communication programs and Microsoft products up to date. Microsoft
and most software companies offer free updates and automatic updating tools;
• beware of free programs which often try to install adware programs, asking the
permission very quickly during installation’s steps, relying on the novice user’s habit of
clicking always “yes”.
To check the computer for viruses and to try to remove viruses from the computer, the user
can run a special program called antivirus. The antivirus basically has three possible different
actions:
it can scan all the storage devices (hard disks, the floppy disk inside the
computer, the CD or DVD inside the reader) for viruses. If a virus is found, it tries to
remove it and to repair damaged files. Some files can be unrecoverable. Complete
devices scanning takes usually some hours;
it can scan a single file or an entire directory for viruses. If there is an infected
file, it tries to delete the virus and repair it. Some files can be unrecoverable. Single file
scanning takes some seconds;
it can be always running. In this case, whenever a virus or a suspect file is run,
the antivirus prevents it from running and warns the user.
A lot of antivirus programs, free and commercial, exist. Their most important feature is
obviously the possibility to be constantly updated through the Internet.
FUNDAMENTAL OF ICT Page 76
Questions and answers
1. hardware
1. What are the five components that make up an information system?
a. hardware, software, data, people, process
2. What are three examples of information system hardware?
a. There are a number of possible answers: a PC, a printer, a mouse, tablets,
mobilephones, etc.
3. Microsoft Windows is an example of which component of information systems?
a. It is an operating system, which is a part of the software component.
4. What is application software?
a. Software that does something useful.
5. What roles do people play in information systems?
a. The text includes examples such as helpdesk support, systems analyst, programmer,
andCIO.
6. What is the definition of a process?
a. A process is a series of steps undertaken to achieve a desired outcome or goal.
7. What was invented first, the personal computer or the Internet (ARPANET)?
a. The Internet was activated in 1969; the personal computer was introduced in 1975.
8. In what year were restrictions on commercial use of the Internet first lifted? When were
eBayand Amazon founded?
a. Restrictions were lifted in 1991, Amazon was founded in 1994, and eBay was
founded in1995.
9. What does it mean to say we are in a “post-PC world”?
a. The personal computer will no longer be the primary way that people interact and
dobusiness.
10. What is Carr’s main argument about information technology?
a. That information technology is just a commodity and cannot be used to gain
acompetitive advantage.
2. Information system hardware
1. Write your own description of what the term information systems hardware means.
a. Answers will vary, but should say something about information systems hardware consisting of the
physical parts of computing devices that can actually be touched.
2. What is the impact of Moore’s Law on the various hardware components described in thischapter?
a. The student should pick one of the components and discuss the impact of the fact that computing
doubles in speed every two years. Most devices are getting smaller, faster, cheaper, and this should be
indicated in the answer.
3. Write a summary of one of the items linked to in the “Integrated Computing” section.
a. The student should write a summary of one of the linked articles.
FUNDAMENTAL OF ICT Page 77
4. Explain why the personal computer is now considered a commodity.
a. The PC has become a commodity in the sense that there is very little differentiationbetween
computers, and the primary factor that controls their sale is their price.
5. The CPU can also be thought of as the _____________ of the computer.a. brain
6. List the following in increasing order (slowest to fastest): megahertz, kilohertz, gigahertz.a. kilohertz,
megahertz, gigahertz 7. What is the bus of a computer?
a. The bus is the electrical connection between different computer components.
8. Name two differences between RAM and a hard disk.
a. RAM is volatile; the hard disk is non-volatile. Data access in RAM is faster than on thehard disk.
9. What are the advantages of solid-state drives over hard disks?
a. The main advantage is speed: an SSD has much faster data-access speeds than atraditional hard
disk.
3. Software
1. Come up with your own definition of software. Explain the key terms in your definition.
a. A variety of answers are possible, but should be similar to the definition in the text:Software is
the set of instructions that tell the hardware what to do. Software is created through the process of
programming.
2. What are the functions of the operating system?
a. The operating system manages the hardware resources of the computer, providesthe user-
interface components, and provides a platform for software developers to write applications.
3. Which of the following are operating systems and which are applications: Microsoft Excel,Google
Chrome, iTunes, Windows, Android, Angry Birds.
a. Microsoft Excel (application), Google Chrome (application), iTunes (application),WIndows
(operating system), Android (operating system), Angry Birds (application)
4. What is your favorite software application? What tasks does it help you accomplish?
a. Students will have various answers to this question. They should pick an application, notan
operating system. They should be able to list at least one thing that it helps them accomplish. 5.
What is a “killer” app? What was the killer app for the PC?
a. A killer app is application software that is so useful that people will purchase the hardware just so they can
run it. The killer app for the PC was the spreadsheet (Visicalc).
6. How would you categorize the software that runs on mobile devices? Break down these appsinto at least
three basic categories and give an example of each.
a. There are various ways to answer this question. Students should identify that there aremobile
operating systems and mobile apps. Most likely, students will break down mobile apps into multiple
categories: games, GPS, reading, communication, etc.
7. Explain what an ERP system does.
a. An ERP (enterprise resource planning) system is a software application with acentralized
database that is implemented across the entire organization.
8. What is open-source software? How does it differ from closed-source software? Give anexample of
each.
a. Open-source software is software that makes the source code available for anyone tocopy and
use. It is free to download, copy, and distribute. Closed-source software does not make the source code
FUNDAMENTAL OF ICT Page 78
available and generally is not free to download, copy, and distribute. There are many examples of both,
such as: Firefox (open source), Linux (open source), iTunes (closed source), Microsoft Office (closed
source).
9. What does a software license grant?
a. Software licenses are not all the same, but generally they grant the user the right to usethe
software on a limited basis. The terms of the license dictate users’ rights in detail.
10. How did the Y2K (year 2000) problem affect the sales of ERP systems?
a. Organizations purchased ERP software to replace their older systems in order to avoid
any problems with the year 2000 in their software.
4. data and information
1. What is the difference between data, information, and knowledge?
a. Data are the raw bits and pieces of facts and statistics with no context. Data canbe quantitative
or qualitative. Information is data that has been given context. Knowledge is information that has been
aggregated and analyzed and can be used for making decisions.
2. Explain in your own words how the data component relates to the hardware and softwarecomponents of
information systems.
a. There are numerous answers to this question, but all should be variations on thefollowing: Data
is processed by the hardware via software. A database is software that runs on the hardware. Hardware
stores the data, software processes the data.
3. What is the difference between quantitative data and qualitative data? In what situations couldthe
number 42 be considered qualitative data?
a. Quantitative data is numeric, the result of a measurement, count, or some othermathematical
calculation. Qualitative data is descriptive. The number 42 could be qualitative if it is a designation
instead of a measurement, count, or calculation. For example: that player’s jersey has number 42 on it.
4. What are the characteristics of a relational database?
a. A relational database is one in which data is organized into one or more tables. Eachtable has a
set of fields, which define the nature of the data stored in the table. A record is one instance of a set of
fields in a table. All the tables are related by one or more fields in common.
5. When would using a personal DBMS make sense?
a. When working on a smaller database for personal use, or when disconnected from the
network.
6. What is the difference between a spreadsheet and a database? List three differences betweenthem.
a. A database is generally more powerful and complex than a spreadsheet, with the abilityto handle
multiple types of data and link them together. Some differences: A database has defined field types, a
spreadsheet does not. A database uses a standardized query language (such as SQL), a spreadsheet does
not. A database can hold much larger amounts of data than a spreadsheet.
7. Describe what the term normalization means.
a. To normalize a database means to design it in a way that: 1) reduces duplication of databetween
tables and 2) gives the table as much flexibility as possible.
8. Why is it important to define the data type of a field when designing a relational database?
FUNDAMENTAL OF ICT Page 79
a. A data type tells the database what functions can be performed with the data. Thesecond
important reason to define the data type is so that the proper amount of storage space is allocated for the
data.
9. Name a database you interact with frequently. What would some of the field names be?
a. The student can choose any sort of system that they interact with, such as Amazon ortheir
school’s online systems. The fields would be the names of data being collected, such as “first name”, or
“address”.
10. What is metadata?
a. Metadata is data about data. It refers to the data used to describe other data, such asthe length
of a song in iTunes, which describes the music file.
11. Name three advantages of using a data warehouse.
a. The text lists the following (the student should pick at least three of these):
i. The process of developing a data warehouse forces an organization to betterunderstand
the data that it is currently collecting and, equally important, what data is not being collected.
ii. A data warehouse provides a centralized view of all data being collected across
the enterprise and provides a means of determining data that is inconsistent.
iii. Once all data is identified as consistent, an organization can generate oneversion of the
truth. This is important when the company wants to report consistent statistics about itself, such
as revenue or number of employees.
iv. By having a data warehouse, snapshots of data can be taken over time. Thiscreates a
historical record of data, which allows for an analysis of trends.
v. A data warehouse provides tools to combine data, which can provide newinformation
and analysis.
12. What is data mining?
a. Data mining is the process of analyzing data to find previously unknown trends, patterns,
and associations in order to make decisions.
5. Internet
1. What were the first four locations hooked up to the Internet (ARPANET)?
a. UCLA, Stanford, MIT, and the University of Utah 2. What does the term
packet mean?
a. The fundamental unit of data transmitted over the Internet. Each packet has the sender’s address, the
destination address, a sequence number, and a piece of the overall message to be sent.
3. Which came first, the Internet or the World Wide Web?
a. the Internet
4. What was revolutionary about Web 2.0?
a. Anyone could post content to the web, without the need for understanding HTML or web-server
technology.
5. What was the so-called killer app for the Internet?
a. electronic mail (e-mail)
6. What makes a connection a broadband connection?
a. A broadband connection is defined as one that has speeds of at least 256,000 bps.
7. What does the term VoIP mean?
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a. Voice over Internet protocol – a way to have voice conversations over the Internet.
8. What is an LAN?
a. An LAN is a local network, usually operating in the same building or on the same
campus.
9. What is the difference between an intranet and an extranet?
a. An intranet consists of the set of web pages and resources available on a company’sinternal
network. These items are not available to those outside of the company. An extranet is a part of the
company’s network that is made available securely to those outside of the company. Extranets can
be used to allow customers to log in and check the status of their orders, or for suppliers to check
their customers’ inventory levels.
10. What is Metcalfe’s Law?
a. Metcalfe’s Law states that the value of a telecommunications network is proportional to
the square of the number of connected users of the system.
6. Information security
1. Briefly define each of the three members of the information security triad.
a. The three members are as follows:
i. Confidentiality: we want to be able to restrict access to those who are allowed to
see given information.
ii. Integrity: the assurance that the information being accessed has not been altered
and truly represents what is intended. iii. Availability: information can be accessed and modified by anyone
authorized to
do so in an appropriate timeframe.
2. What does the term authentication mean?
a. The process of ensuring that a person is who he or she claims to be.
3. What is multi-factor authentication?
a. The use of more than one method of authentication. The methods are: something youknow, something
you have, and something you are.
4. What is role-based access control?
a. With role-based access control (RBAC), instead of giving specific users access rightsto an information
resource, users are assigned to roles and then those roles are assigned the access.
5. What is the purpose of encryption?
a. To keep transmitted data secret so that only those with the proper key can read it.
6. What are two good examples of a complex password?
a. There are many examples of this. Students need to provide examples of passwords thatare a minimum of
eight characters, with at least one upper-case letter, one special character, and one number.
7. What is pretexting?
a. Pretexting occurs when an attacker calls a helpdesk or security administrator andpretends to be a
particular authorized user having trouble logging in. Then, by providing some personal information about the
authorized user, the attacker convinces the security person to reset the password and tell him what it is.
8. What are the components of a good backup plan?
a. Knowing what needs to be backed up, regular backups of all data, offsite storage of allbacked-up data,
and a test of the restoration process.
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9. What is a firewall?
A firewall can be either a hardware firewall or a software firewall. A hardware firewallis a device that is
connected to the network and filters the packets based on a set of rules. A software firewall runs on the
operating system and intercepts packets as they arrive to a computer.
References www.lfpl.org
www.saylor.org
May God bless you readers of this book
Any advice or mistake you can address me on cover page address
Thank you!