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Computer Notes

Introduction To ICT And Ethics (Technical University of Mombasa)

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CHAPTER ONE

INTRODUCTION TO COMPUTERS

1.1. History of Computers

The first calculating device, which was used 2000 years ago in ancient China and Japan was called abacus.
It was used for simple and small volumes arithmetic. In 1647 Blaise Pascal invented the “mechanical calculator.
G.W Leibniz invented the Leibniz’s stepped Rekoner” which was more advanced as it could also multiply, divide
and extract square roots in 1694.
In 1833, Prof. Charles Babbage, “the father of the modern computer”, developed a machine called analytical
engine which combined arithmetic process with decision based on its own logic.

1.2 Generation of Computers

Computers have developed at different paces, but sometimes radically enough to create a new generation of
computers.

1.2.1 Computer generations

First generation computers (1946-1956)

They made use of vacuum tubes to store and process information. The tubes consumed a lot of power
and generated a lot of heat (overheating). They were huge in size and occupied a room. They used magnetic
drum memories. Storage capacity was very low i.e. 2kb and speed of processing was also very low at 10 kilo
instructions per second. First machine in this category was ENIAC (Electronic Discrete Variable Automatic
Computer) and later came UNIVAC (Universal Automatic Computers). These computers were mostly
computational machines. Their input /output capabilities were usually limited to the keyboard and or punched
card input and printer and or punched cart output.

Second generation computers (1957-1964)

These computers used transistors after invention of transistors and magnetic core memories. The transistors
were more stable, reliable, smaller, cheaper and produced less heat than vacuum tubes and consumed less
power. The cost of computers decreased and the speed increased to 300,000 instructions per second with
memory size expanding to 32 kilobytes of RAM memory.
Data access time was measured in micro-seconds. Removable disk storage units were developed for use on
these machines. Exam pl es i ncl uded NC R 501, IB M 7094

Third generation computers (1965-1979)

Introduced the use of very small electronic circuit called integrated circuits (IC)
by combining several transistors ( 3 - 1 5 ) together to make one IC. This change further decreased the
size, heat output and the maintenance complexity of the computers while increasing its speed( 5million
instructions per second). Magnetic disk for storage purposes was developed during this period.
They had higher main memory capacity (2 megabytes of RAM), w e r e reliable and had increased processing
power. The first microcomputer was produced during this period (1974). The IBM 360, 370 and PDP-11 and
8-bit microcomputers are examples of third generation computers.

Fourth generation computers (1980 - 1989)

Used large scale integration (LSI) circuits which housed hundreds of transistors and very large s c a l e
i n t e g r a t i o n ( V L S I ) which combines 200,000 to 400, 000 t r a n s i s t o r s . Memory used included
magnetic discs, bubble memories and optical discs. Memory size expanded up to several Mega Bytes and speed
to 50 million instructions per second. Examples included powerful mainframes such as IBM 308, Amdahl 580
as well as the 16-bit and 32- bit microcomputers

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Fifth generation computers (1990-Present)

The design of these computers is based on VLSI (very large scale integration) technology, distributed
computing systems, artificial intelligence and the merging of telecommunications and computing technology.
The technologies currently used and under research include parallel architectures, three dimensional circuit
design and super conducting materials. These technologies have led to the development of extremely fast
computers with speeds of up to 1 Tera instructions per second. The fifth generation is still a state of the art
technology that relies on predictions and further technological refinements.

Summary
Research shows that the trend in computer technology revolution is that there is;
o Continual decrease in computer size
o Improved speed and power processing
o Decrease in computers and the related facilities cost
Number of components elements e.g. transistors, capacities, diodes etc in computer per circuit (IC) greatly
increased i.e. to over 500,000.

1.3 Basic Computer Concepts

Definition of a computer
A computer is an electronic device capable of executing instructions, developed based on algorithms stored in
its memory, to process data fed to it and produce the required results.
or
A computer is a programmable electronic device that can store, retrieve, and process data"

1.4 Characteristics of Computers

1. Speed – a computer is a very fast machine. It can perform in a very few seconds the amount of
work that a human being can do in a year if he/she worked day and night doing nothing else.
2. Accuracy – the computer accuracy is consistently high.
3. Diligence – computers are free from monotony, tiredness and lack of concentration etc. It can therefore
work for hours without creating an error. For example if 10 million calculations are to be done, a computer
will do the tenth million calculations with exactly the same speed and accuracy as the first one.
4. Versatility – a computer performs various tasks with ease. I.e. it cansearch for a letter, the next moment
prepare an electricity bill, and write a report next then do an arithmetic calculation all with ease.
5. Large Memory capacity – a computer can store and recall any information due to its secondary
storage capability.

1.5 Types of Computers

Computers are classified according to Size, Purpose and functionality

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(I) Size
According to size computers are classified as:
1. Super computers

They are very large in size and use multiple processors and superior technology. Super computers are
biggest in size, the most expensive in price than any other is classified and known as super computer. It can
process trillions of instructions in seconds. This computer is not used as a PC in a home neither by a
student in a college. Governments specially use this type of computer for their different calculations and
heavy jobs. Different industries also use this huge computer for designing their products.

In most of the Hollywood’s movies it is used for animation purposes. This kind of computer is also
helpful for forecasting weather reports worldwide. They are known for von Newman’s design i.e.
multiple processor system with parallel processing. In such a system a task is broken down and shared
among processes for faster execution. They are used for complex tasks requiring a lot of
computational power.

2. Mainframe computers
A mainframe is another giant computer after the super computer and can also process millions of
instruction per second and capable of accessing billions of data .They are physically very large in
size with very high capacity of main memory. This computer is commonly used in big hospitals, air
line reservations companies, and many other huge companies prefer mainframe because of its
capability of retrieving data on a huge basis. They can be linked to smaller computers and handle
hundreds of users they are also used in space exploitation. The term mainframe was mainly used for
earliest computers as they were big in size though today the term is used to refer to large computers. A
large number of peripherals can be attached to them. They are expensive to install.

3. Minicomputers
They are smaller than the main frame but bigger than m i c r o computers. They support concurrent
users. They can be used as servers in companies. They are slower and less costly compared to
mainframe computers but more powerful, reliable and expensive than micro computers.

4. Micro computers
They are of advanced technology i.e. the micro era based on large scale integration that confines several
physical components per small elements thumb size IC, hence the size reduced. It is the smallest of the
three computers. They are usually called personal computers since they are designed to be used by
individuals. The micro chip technology has enabled reduction of size of computers.
Microcomputers can be a desktop, laptop, notebooks, or even palmtop
o Notebook computer An extremely lightweight personal computer. Notebook computers typically
weigh less than 6 pounds and are small enough to fit easily in a briefcase. Aside from size and
portability, Notebook computers use a variety of techniques, known as flat-panel technologies, to
produce a lightweight and non-bulky display screen.
o Desktop Computer is an independent personal computer that is made especially for use on a
desk in an office or home. The term is used mainly to distinguish this type of personal
computer from portable computers and laptops, but also to distinguish other types of
computers like the server or mainframe.
o Laptop A small portable computer light enough to carry comfortably, with a flat screen
and keyboard that fold together. Laptops are battery- operated, often have a thin, backlit or
sidelit LCD display screen, and some models can even mate with a docking station to perform
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as a full- sized desktop system back at the office. Advances in battery technology allow laptop
computers to run for many hours between charges, and some models have a set of business
applications built into ROM. Today's high- end (Advanced) laptops provide all the capabilities
of most desktop computers.
o Palmtop A small computer that literally fits in your palm. Compared to full-size computers,
palmtops are severely limited, but they are practical for certain functions such as phone books
and calendars. Palmtops that use a pen rather than a keyboard for input are often called
hand-held computers or PDAs. Because of their small size, most palmtop computers do not
include disk drives. However, many contain PCMCIA slots in which you can insert disk
drives, modems, memory, and other devices. Nowadays palmtops are being integrated into
the mobile phones as
multipurpose devices.

(II) Purpose (Use)

All computers fall into two broad groups according to the tasks they perform namely special and general
purpose.

(a) Special purpose computers

They are designed to serve/ perform only one specialized task. These computers cannot perform other task
except the one they were meant to do. The set of instructions which drive the a special purpose computer are
limited in number at the time of manufacturer. Examples are: robots used in manufacturing industry, mobile
phones for communication, electronic calculators for calculations, watches, oven etc. they can perform the
task very fast and very efficiently since they are dedicated to a single task. Are relatively cheap.

(b) General purpose

Are designed to be able to perform a variety of tasks when loaded with the appropriate programs. Are quite
flexible to be applied in a wide range of applications like document processing, performing calculations,
accounting, data and information management etc.

(c) Embedded computers

Are inbuilt within machines that they control. They have hidden inputs originating from the machines they are
controlling. Embedded computers are found in microwaves, digital cameras, digital watches and air
conditioners.

(III) Functionality
In this class computers are classified according to the type of data they can process.

o Analog computers
Process data that is analog in nature which is continuous. They solve mathematical operations and logical
comparison by measuring the amount of change in physical magnitude e.g. speed, temperature, etc. They are
dedicated to a single task. Are used in manufacturing process control like monitoring and regulating furnace
temperatures, speed, pressures, weather, etc, stations to record and process physical quantities e.g. wind, cloud
speed, temperature, etc. in addition to PCs, most modern home appliances such as digital TVs, microwaves,
wall clocks are digital in nature. Continuous data is represented using a continuous waveform.

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o Digital computers
They process digital data only which is discrete in nature and their operations are based on two states namely
“on” and “off” or “1” and “0”.

o Hybrid computers
`They are computers build with the characteristics of both analog and digital, thus process both analog and
digital data.

1.6 Software and Hardware

A computer has to main components;
I. Hardware
II. Software

Computer hardware refers to the physical components of a computer such as the monitor, Keyboard, Mouse,
system unit etc shown in the diagram below.

Computer software
A set of programs associated with the operation of a computer.

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CHAPTER 2

BASIC HARDWARE UNITS OF A COMPUTER

Hardware units (Devices) of a computer can be categorized into five units;

(i) Input unit
(ii) Output
(iii) Central processing unit (CPU) or processor
(iv) Main Memory
(v) Secondary storage/Backing Storage

2.1 Input Devices

An input device lets you communicate with a computer. They are used to enter information and issue
commands to the computer. Commands tell the computer to do something, like save the file. A keyboard,
mouse, scanner, digital camera, touch pads and joystick are examples of input devices.
o Keyboard Used to type data into the computer. It has special keys for giving the computer
commands called command or function keys
o Pointing Devices Pointing devices move some object on the screen and can do some action
Mouse is a common pointing device
o Scanner allows you to scan documents, pictures, or graphics and view them on the
computer. You can also use software to edit the items you scan. Used to put printed pictures
and text into a computer. It Converts an image into dots that the computer can understand .To
scan text, optical character recognition (OCR) software is needed
o Digital Camera Used to take electronic pictures of an object. The pictures taken by a digital
camera can be used directly by a computer
o Microphone Used to put sound into a computer. Need sound recording software
o Video Capture Card Usually place inside the computer's case. Use to put video into a
computer. Need a video source, either a video camera or video recorder
o Voice input device-A computer I/O device in which vocal commands may be entered into a
computer system.
o Optical character recognition (OCR) is computer software designed to translate images of
handwritten or typewritten text (usually captured by a scanner) into machine-editable text, or to
translate pictures of characters into a standard encoding scheme representing them (e.g.
ASCII or Unicode).
o Optical Mark Reader (OMR) A special scanning device that can read carefully placed
pencil marks on specially designed documents. OMR is frequently used in forms,
questionnaires, and answer-sheets

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2.2 Output device

An output device displays information on a screen, creates printed copies or generates sound. A
monitor, printer, and speakers are examples of output devices.
o Monitors and Displays Shows the processed information on a screen. A monitor uses a Picture
Tube like a television with the image displayed on the front of the tube, which is called the
screen.
o Printers produce a hard copy. The information is printed on paper and can be used when
the device is off. It is also called a printout. There different types of printers;

Y Dot-matrix printers (impact printer)

• Uses metal pins to strike an inked ribbon to make dots on a piece
of paper.
• Lowest print quality of all of the printers.
• Very low in cost per page to use.
Y Ink jet printers (non-impact printer)
• Use drops of magnetic ink to produce dots on a page to produce text or
images.
• The print quality is almost the same as a laser printer's.
• The ink is very expensive
• The ink is water soluble and will run if the paper gets wet
• Highest cost per page of all the printers
• For producing color documents, it has the highest quality at a reasonable
price.
Y Laser printers (non-impact printer)
• A laser or LEDs make dots on a light sensitive drum
• Toner (very tiny particles of plastic) stick to the drum where the dots
where made
• For black and white printouts, very low cost per page

• Printout is permanent
• Color laser printers are still fairly expensive
o Speakers Used to output sound
o LCD Projectors Similar to monitors but projects an image on to a screen.
They are mainly used for presentations.

2.3 Central Processing Unit (CPU)/Processor:

It is the main part of a computer system like the brain of a human being. It interprets the
instructions in the program and executes one by one. The CPU of a microcomputer is called a
microprocessor. Central Processing Unit is implemented in a single piece of silicon device known as a
computer chip.

The processor and main memory of a PC are commonly held on a single board called a mother board.
The processor has the following functions:

• It controls the transmission of data from input devices to memory;

• It processes the data held in main memory;

• It controls the transmission of information from main memory to output devices.

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The processor contains the control unit and the arithmetic/logic unit(ALU).

The control unit coordinates and controls all the operations carried out by the computer. The control
unit operates by repeating three operations which are:

• Fetch – cause the next instruction to be fetched from memory;

• Decode – translate the program instruction into commands that the computer can process
• Execute – cause the instruction to be executed The

arithmetic/logic unit(ALU) plays two roles.

• Arithmetic operations – these operations are addition, subtraction, multiplication and

division..
Logical operations – it compares two data items to determine whether the first one is smaller than, equal to or
greater than the second item.

2.4 Main Memory:

The cycle (input - processing - output) would not be possible without a holding place for the
instructions and data that the processors (CPU) can easily reach. This holding place is known as
memory also called main storage and is internal to the computer consisting of RAM and possibly ROM.

Random Access Memory (RAM)

• Is the basic kind of internal memory that holds data and instructions while the computer is in use.
• It can be read from and written to.
• It is called random access because the processor or computer can access any location in
memory in any order as contrasted with sequential access devices which must be accessed in
order.
• RAM is volatile; losing the stored information in an event of power loss, and quite expensive.

There are two basic types of RAM.

Static RAM does not need to be refreshed, which makes it faster; but it is also more expensive than
dynamic RAM. Dynamic RAM needs to be refreshed thousands of times per second. Both types of RAM
are volatile, meaning that they lose their contents when the power is turned off.

ROM (Read only memory)

• Is also random access but only for reads, once data has been written onto a ROM chip, it cannot be
removed and can only be read.
• It refers to special memory used to store programs that boot the computer and perform
diagnostics. Most personal computers have a small amount of ROM (a few thousand bytes).
• Retains its contents even when the computer is turned off and is therefore referred to as being
nonvolatile.

2.5 Secondary storage

These are devices which are used to store huge information for future use. This is mostly hard drives and
removable media such as floppy disks, optical media (CD ROM) etc.

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Hard Drive:
Hard disk drives are magnetic, non-volatile computer storage devices. A hard disk drive stores data on two
spinning platters inside the drive. The data is read with a read/write head that uses magnetic technology to
write the data. The non-volatile nature of a hard disk drive means the data does not get erased when the
drive loses power, as is the case with random access memory.

Floppy Disk: Floppy disks allow information to be transported easily from one
computer to another they have limited storage capacity, generally 1.44 MB. Saving and retrieving
information from a floppy disk is slower than on a hard drive. They are more susceptible to physical
damage and viruses than the hard drive. The size of a hard drive is usually expressed in terms of
megabytes and gigabytes.

Compact Disk Read Only Memory (CD ROM): CD ROMs are read only storage medium. Typically, a
CD ROM holds up to 650 MB of information. While information retrieval is faster than from a floppy
disk, it is still not as fast as from the hard drive.

Compact Disk-Writable (CD-R): A CD-R is highly effective for storing a large amount of data. Can
hold up to 700MB of information. A CD-R is a one time recordable compact disc.

Compact Disk-Re-Writable (CD-RW):

A CD-RW allows you to read, write, erase and write again. Writing takes place in
a single pass of the focused laser beam. This is sometimes referred to as direct
• overwriting and can be repeated several thousand times per disc

Magnetic tapes
A magnetic tape is made using a thin ribbon coated magnetic material on which data can be stored using
magnetic process. The tape may be housed inside a plastic as a cassette or coiled around an open wheel. It
uses serial access. It stores large amount of data at relatively low cost

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2.6 Computer units interaction diagram

Main Memory

Input Output Device

Devices Processor

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The diagram above shows how the units interact with each other in the processing of data. Input devices
enter information to be processed by the processor. The processor can read and write into the secondary
storage devices.

The processor also stores the instructions being currently executed into the main memory. So can be able
to read and write into the main memory (RAM). Once the data has been processed by the processor, the
data can be displayed by the output devices. Please note the direction of the arrows as it depicts the
flow of the data and instructions.

2.7 How information is stored in computers

Information is stored in computers in the form of bits. A bit is used to represent information in the
computer. They are referred to as binary digits i.e. the 0’s and 1’s with 0 representing an OFF state and 1
representing an ON state.
The stored bits are usually retrieved from computers memory for manipulation
by the processor

A single bit alone cannot represent a number, letters or special characters, to represent
information; bits are combined into groups of eight. A group of eight bits is called a byte. Each
byte can be used to represent a number, letter or special character.

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COMPUTER SOFTWARE

Software is a Program commercially prepared and tested in software by one or a group of programmers
and system analyst to perform a specified task. Software is simply set of instructions that cause a
computer to perform one or more tasks. The set of instructions is often called a program or, if the set is
particularly large and complex, a system. Computers cannot do any useful work without instructions
from software; thus a combination of software and hardware (the computer) is necessary to do any
computerized work. A program must tell the computer each of a set of tasks to perform, in a framework
of logic, such that the computer knows exactly what to do and when to do it. Data are raw facts and
ideas that have not been processed while Information is data that has been processed so as to be
useful to the user.

3.1 Classification of software

Software

System software Application software

Operating Service General /ready Special/tailor

system programs made made
applications applications

Utilities Development program Communication programs

Software can be broadly classified into system software and application software

3.1 System software

Consists of programs that control operations of the computer and enable user to make efficient use of
computers. They coordinate computer activities and optimize use of computers. They are used to control
the computer and develop and run application programs examples of jobs done by the system software are
management of computer resources, defragmentation etc. They can be divided into:
(i) Operating system – is a complex program and most important program that runs on a computer and
which controls the operation of a computer. It perform basic tasks, such as recognizing input from the
keyboard, sending output to the display screen, keeping track of files and directories on the disk, and
controlling peripheral devices such as disk drives and printers. In general the operating system
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supervises and directs all the software components and the hardware components. Sophisticated
operating system could handle multi-processors, many users and tasks simultaneously. Examples of
computers operating systems are UNIX, Microsoft windows 95/98, Windows NT, Windows 2000,
Windows XP, Windows Vista and Linux.
(ii) Service programs are programs designed for general support of the processes
of a computer; "a computer system provides utility programs to perform the tasks needed by most
users". The service programs can further be divided into;
o Utilities Performs a variety of tasks that maintain or enhance the computer’s operating
system Utility programs are generally fairly small. Each type has a specific job to do. Below are
some descriptions of utilities.
• Anti-virus applications protect your computer from the damage that can be caused by
viruses and similar programs
• Compression utilities make files smaller for storage (or sending over the Internet)
and then return them to normal size.
• Data recovery utilities attempt to restore data and files that have been damaged or
accidentally deleted.
• Disk defragmenters reorganize the data stored on disks so that it is more efficiently
arranged.
• Firewalls prevent outsiders from accessing your computer over a network such as
the Internet.

o Development programs are used in the creation of new software. They comprise of sets of
software tools to allow programs to be written and tested. Knowledge of appropriate
programming language is assumed. Tools used here are
• Text editors that allows one to enter and modify programs statements
• Assembler- allows one to code in machine programs language .i.e. processor specific
• Compilers-makes it possible for programmer to convert source
• code to object code which can be stored and saved on different computers.
• Interpreters-used to convert source programs statement by statement as it executes
the program without being compiled first.
• Libraries- commonly used parts or portions of a program which can be called or
included in the programmer’s code without having to recode that portion.
• Diagnostic utilities-used to detect bugs in the logic of program
• during program development
o Communication programs- refer to programs that make it possible to transmit data.

3.2 Application software

Are programs for user to do their jobs e.g. typing, recording keeping, production of financial statements,
drawing, and statistics.
o General/ready made software is developed to perform a variety of tasks, usually determined by
use. Such software can be customized by user to achieve specific goals e.g. ms office which
is a suit of programs performing a variety of tasks e.g. word processing for producing
documents, database for storing, retrieving and manipulating data and various calculations on
spreadsheets. General purpose programs are discussed below;
• Word processing applications. Writing tasks previously done on typewriters with
considerable effort can now be easily completed with word-processing software.
Documents can be easily edited and formatted. Revisions can be made by deleting
(cutting), inserting, moving (cutting and pasting), and copying data. Documents
can be stored (saved) and opened again for revisions and/or printing. Many styles
and sizes of fonts are available to make the document attractive. Example: MS Word,
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Word Pad etc.

Spreadsheet applications. spreadsheet software permits performance of an almost endless
variety of quantitative tasks such as budgeting, keeping track of inventory, preparing financial
reports, or manipulating numbers in any fashion, such as averaging each of ten departmental
monthly sales over a six-month period. A spreadsheet contains cells, the intersection of rows
and columns. Each cell contains a value keyed in by the user. Cells also contain formulas with
many capabilities, such as adding, multiplying, dividing, subtracting, averaging, or even
counting. An outstandingfeature is a spreadsheet's ability to recalculate automatically. If one were
preparing a budget, for example, and wanted to change a variable such as an increase in
salary or a change in amount of car payments, the formulas would automatically recalculate the
affected items and the totals.. Example: Excel, Lotus1-2-3 etc.
• Database software: A database contains a list of information items that are similar in
format and/or nature. An example is a phone book that lists a name, address, and
phone number for each entry. Once stored in a database, information can be retrieved
in several ways, using reports and queries. For example, all the names listed for a
given area code could be printed out and used for a commercial mailing to that area.
Examples of database software is Ms Access, Dbase, Oracle etc.
• Presentation software: for making slide shows. Allows users to create visual
presentation A speaker may use presentation software to organize a slide show for an
audience. Text, graphics, sound, and movies can easily be included in the presentation.
An added feature is that the slide show may be enhanced by inclusion of handouts
with two to six slides printed on a page. The page may be organized to provide space for
notes to be written in by the audience as the presentation ensues. An example of this
is Power Point. Preparation of the software is simplified by the use of 'wizards'
that walk the user through the creation of the presentation.
• Desktop publishing software: This software permits the user to prepare documents
by using both word-processing devices and graphics. Desktop publishing
software uses word-processing software, with all its ease of entering and revising data,
and supplements it with sophisticated visual features that stem from graphics
software. For example, one can enhance a printed message with virtually any kind of
illustration, such as drawings, paintings, and photographs. . Examples of Desktop
publishing software is PageMaker, Corel Draw, and Ms Publisher
• Multimedia applications for creating video and music. Allows users to create
image, audio, video etc. Example: Real Player, Media Player etc.
• Activity management programs like calendars and address books

NB: Nowadays most of the general purpose software is sold as a complete software suites such as
Microsoft office or Lotus SmartSuite. These suites offer four or more software products packaged
together at a much lower price than buying the packages separately.
o Tailor made/special purpose software Tailor-made computer system refers to computer
application developed by in-house IT personnel or outside software house according to
specific user requirements in a firm. They are developed for given purpose e.g. Payroll system,
stock control system etc.

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Areas Where Computers Are Used

Supermarkets
- Provides quick way of checking out customers purchases through EPOSS
- Provides opportunity to customers to purchase goods without hard cash through EFT.
- to help in management of daily stock control, for production of receipts and can be used as a barcode
reader

Banks
- Manage financial transactions through the use of special cash dispensing machines called ATMs used for
cash deposit and withdrawal services
- Processing of cheques
- For preparation of payrolls
- Better record keeping and processing of documents
- Provide electronic money transfer facilities

Homes
- Entertainment e.g. watching movies, playing music, playing computer games
- For storing personal information / documents
- For calculating and keeping home budgets

Industries
- To monitor and control industrial processes through the use of robots
- For management control i.e. to keep track of orders, bills and transactions
- For advertisement purposes, which enable an industry to attract more customers
- CAD {Computer Aided Design} allows accurate, quick and easy designs of products on computer screen.

Law enforcement agencies

- For matching, analyzing and keeping database of fingerprints
- For taking photographs and other identification details
- For record keeping
- For face recognition, scene monitoring and analysis, which help the police carry out criminal
investigations speedily.

Transport industry
- Airports; to control the movement of aircrafts, their take off and landing using radar equipment
- For making reservations (Booking purposes)
- Storing flight information
- Automobile traffic control i.e monitoring vehicle traffic in busy towns
- In Railway corporations to coordinate the movement of goods and wagons
- In shipping control for efficient management of fleets, cargo handling and communication

Offices
- For receiving and sending of information through e-mails, fax , etc
- Production of documents
- Keeping records

Hospitals
- For keeping patient records
- Keeping records of purchases and stock of medicine
- Analysis data obtained from X-rays
- Maintaining the booking system of scarce resources such as operation theaters.
- Control of life support machines in intensive care unit
- Used by physicians to get proper diagnosis of the affected part of body through cross sectional view

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Education
- Access internet through email to link different schools and to exchange knowledge
- Communication through email to link different schools and exchange knowledge
- For teaching and learning purposes e.g. computer practical
- Administration –storing information about students, processing grades and teachers salaries.

Library services
- Enables library personnel to easily access and keep updated records of books and other library materials
i.e. to keep electronic catalogues and track book circulation.
- Library users can also use computers to search for titles instead of using the manual card catalogue
Entertainment industry – to generate and edit computer graphics in movies and games.

Military - to design weapons and control flight.

Research institutions - to process and analyze data.

Impaired persons
- converts speech to text for the deaf
- converts spoken language to sign language for the deaf.
- Converts text to speech for the blind using speech synthesizers.

Negative Effects of computerization

- The introduction of computers has lead into unemployment, in some companies thousands of workers
have been made redundant.
- Computer technology has created new opportunities for crime such as hacking, theft of data and
the introduction of viruses.
- Computers have caused stress at places of work as humans try to keep up with the output of their
computers.
- People who work with computers a lot without interacting with other people are likely to develop
psychological problems due to isolation.
- Computers have affected relationships of people working together such as employee-supervisor
relationships and thus becoming a dehumanizing factor.
- Computerisation has caused job content reduction and role ambiguity.
- Cause of power redistribution organizations due to change in organizational structure..

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4. COMPUTERS AND COMMUNICATION

Computer Networks
A computer network is an interconnection of two or more computers to form a network in order
to share information and resources.
Advantages of Networks
• It allows the sharing of information held on disk drives to be accessed by all permitted
users.
• It allows the sharing of resources such as printers, scanners and disk storage.
• Application programs can be stored on one computer and make them available to all
users rather than having copies individually installed on each computer.
• Allows electronic messages to be sent between the users.
• It allows the connection of different types of computer which can communicate with
each other.

Local Area Network (LAN) & Wide Area Network (WAN)

Interconnection of computers which are within the same building or nearby locations forms a
network of computers and this network is called a Local Area Network (LAN). A LAN permits
sharing of data files, computing resources and peripherals. Interconnection of computers located
in far away locations using telecommunication system is known as Wide Area Network (WAN)

Introduction to the Internet

The Internet is a world wide computer network, which interconnects computer networks across
countries. It started with an initial 4 computers in 1969 and grew over the next ten years to
connect 200 computers in military and research establishments in the US. Today there are
more than 4 million host computers, any of which could be holding the information you are
looking for, and as many as 50 million people connected.

The World Wide Web

This is a special part of the internet that allows people to view information stored on participating
computers. It is an easy-to-use, graphical source of information
which has opened the internet to millions of people interested in finding out
information.

Requirements for connecting to the internet

• Internet service provider – an internet service provider provides you with a connection to
the internet and the software you will need to navigate.
• telecommunication line – a telephone line is required to connect you to the internet
service provider.
• Modem – a modem converts a digital signal received from a computer into an analogue
signal that can be sent along ordinary telephone lines, and back to digital at the other end.

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• we b Browser- a web browser is software used to view and download Web pages and various
b types of files such as text, graphics and video. Examples are Microsoft Internet Explorer or
We Netscape Navigator.
Common Internet services

E-mail

Electronic mail can be sent to another internet user anywhere in the world within seconds. E-mail
facilitates; sending of messages, file attachments, address book, sending E-mail to a group,
forwarding messages and many others.

Internet Relay Chat

This is a live chat facility that where the text you type is instantly broadcast to everyone on
the same channel. Some channels are dedicated to particular topics, for example politics, science,
games etc.

Videoconferencing

In this facility you can see the person at the other end of the line and you can be able to talk to
them using a microphone.

Advantages of the internet

- It offers different ways of communicating and innovations are going on to make it faster,
more reliable.
- The Internet is a virtual treasure trove of information. Any kind of
information on any topic under the sun is available on the Internet.
- It is a source of entertainment where users can play computer games, visiting chat rooms or
just surfing the Web.
- Many services are now provided on the internet such as online banking, job seeking,
purchasing tickets for your favorite movies etc.
- Business (E-commerce) can be transacted over the internet.

Disadvantages of the internet

- Personal information such as name, address, credit card number etc. can be stolen by other
culprits and misused.
- Unwanted e-mails in bulk (Spam), which provide no purpose and needlessly obstruct the
entire system, can be sent on the internet.
- Computers attached to internet are more prone to virus attacks and they can end up into
crashing your whole hard disk.
- Pornographic sites on the Internet that can be easily found by children which can corrupt
their morals.
- Anyone can publish incorrect information online because there’s no quality control

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5. DATA SECURITY AND CONTROL

Data Security and Controls

Data security is the protection of programs and data in computers and communication systems,
against unauthorized modification, destruction, disclosure or transfer, whether accidental or
intentional.

It involves:
- Protection of data and information against access or modification
- Denial of data and information to unauthorized users
- Provision of data and information to authorized users.
Data control is the measure taken to enforce the security of programs and data.

Data and information privacy

Private data or information is that which belongs to an individual and must not be accessed or
disclosed to any other person unless with direct permission from the owner.
Confidential data – data or information held by a government or organization about people ,
must be protected against unauthorized access or disclosure.

Data security core principles

Also referred to as information security. They are; Confidentiality, Integrity and Availability.

Confidentiality
Sensitive data or information like employees details, business financial ,etc belonging to the
organization or government should not be accessed by or disclosed to unauthorized people.

Integrity
Means that data should not be modified with without owners authority.

Availability
Information must be available on demand.
Laws governing protection of information
Computer Ethics – are the moral principles and values that govern the actions and decisions of
an individual or group. They serve as guidelines on how to act rightly and justly when faced
with moral dilemmas.

ICT Legislation – these are laws that govern what information can be kept about an individual
and how that information may be used. Any activity that contravenes these laws is considered
illegal.

Security threats and control measures

Threats from malicious programs

These programs affect the smooth running of a system or carry out illegal activities. A good
example is a virus.

Viruses
The term virus stands for: Vital Information Resource Under Siege
A virus is a program that will change the operation of the computer without the user’s
information. Viruses attach themselves to computer files called executable files such that any
time such programs are run a copy of the virus is sent out. So it duplicates itself continuously.

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Therefore a computer virus can be defined as:

- A self -replicating segment of computer code designed to spread to other computers by
sharing “infected” software.
- A destructive program that attaches itself to other files and installs itself without permission
on the computer when the files are opened for use.
- A program that can pass a malicious code to other non-malicious programs by modifying
them.
- A program or code that replicates itself and infects other programs, boot and partition sectors
or documents inserting itself or attaching itself to the medium.
Note: The main difference between a virus and a worm is that a viruses attaches themselves to
computer executable files while a worm attaches it self on non-executable files in the computer.

Symptoms of a computer affected by viruses

- Unfamiliar graphics or quizzical messages appearing on screen.
- Program taking longer to load
- Slow – down of the general operation
- Unusual and frequent error messages occurring more frequently
- Access light turning on for non-referenced devices
- Programs / files mysteriously disappearing
- Executable files changing size for no obvious reason.
- Change in file size
- Loss or change in the file size
- Loss or change of data
- Disk access seeming excessive for simple tasks
- System crash
- Files and programs disappearing mysteriously
- Disk access seems excessive for simple tasks

Sources of virus into the computer system

- Copies of pirated software
- Fake computer games
- Freeware / Shareware and bulletin board programs that have not been checked for viruses.
- Using infected disks from vendors, consulting firms, computer repair shops and main-order
houses.
- Downloading and opening infected files from the Internet.
- Hackers intent on malicious destruction of networked systems to which they have gained
unauthorized.
- Infected proprietary (private) software
- Updates of software distributed via networks.
- E-mail attachments
- Contacts with contaminated systems e.g. diskettes, flash disks, CDs, etc.

Control measures against viruses

- Install the most latest version of antivirus software on the computer
- Avoid foreign diskettes in the computer system
- Avoid opening mail attachments before scanning for viruses
- Regular backing-up of all software and data files. Files back-up can be used to restore lost files
in the event of a system failure.
- When opening e-mails, user should not open attachments from unknown senders.
- All unlicensed software should be carefully examined before use.
- Always check for virus on portable disks when used to move files between computers.

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Information system failure

Some of the causes include;
 Hardware failure due to improper use
 Unstable power supply as a result of brownout or blackout and vandalism
 Network breakdown
 Natural disaster
 Program failure

Control measures
 Use surge protectors and UPS to protect computer systems against brownout or black out which
causes physical damage or data loss.
 Install a Fault Tolerant system which has the ability to preserve the integrity electronic data
during hardware or software malfunction.
 Disaster recovery plans by establishing offsite storage of an organizations databases so that
incase of disaster or fire accidents, the backed up copies are used to reconstruct lost data.
Unauthorized access
Physical access to computer system should be restricted to ensure that no unauthorized person gets
access to the system.

Form of unauthorized access:

(i). Eaves dropping / wire tapping
This is tapping into communication channels to get information packet sniffers can eavesdrop on
all transmissions and activities on the system
(ii). Surveillance (monitoring)
This involves where a person may keep a profile of all computer activities done by another
person or people. The gathered information is used for other illegal works. Special programs
called cookies are used by many websites to keep track of your activities.
(iii). Industrial espionage
Spying on your competitor to get information that you can use to counter or finish the
competitor.
(iv). An employee who is not supposed to see sensitive data by mistake or design gets it.
(v). Strangers straying into the computer room when nobody is using the computers.
(vi). Network access in case the computers are networked and connected to the external world.

Control measures against unauthorized access:

1. Encrypt the data and information during transmission
Encryption is a process of encoding a message so that its meaning is not obvious;
decryption is the reverse process of transforming an encrypted message back into its normal
form. Data can only be read by person holding the encryption ‘key’. Alternatively the terms
encode and decode or encipher and decipher are used instead of the verbs encrypt and
decrypt.
2. Reinforce the weak access points like doors and windows with metallic grills.
3. Installing alarm systems and other security devices.
4. Keeping computer rooms locked after hours and when not in use.
5. Restricting access to areas with computers so that only authorized personnel are allowed to
use passwords.
6. Use file passwords
7. Use of magnetic token or ‘SAMRT’ card or fingerprint or retinal scan for identification.

Computer errors and accidental access

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Errors and accidental access to data and information may be as a result of people experimenting
with features they are not familiar with. Also people may mistaken printing sensitive reports and
unsuspectingly giving them to unauthorized persons.

Control measures
1. Set up a comprehensive error recovery strategy in the organization.
2. Deny access permissions to certain groups of users for certain files and computers.

Physical theft
This involves the theft of computer hardware and software. It involves breaking into an office or
firm and stealing computers, hard disks, data and other valuable computer accessories by being
taken away by either an insider or an intruder. Most cases of theft are done within an organization
by untrustworthy employees of the firm {Inside job} or by an intruders (outsiders) for commercial,
destruction to sensitive information or sabotage resources.

Control measures
- Employ guards to keep watch over data and information centres and backup.
- Burglar proof the computer room.
- Reinforce weak access points
- Create backups in locations away from main computing centre.
- Motivate workers to feel sense of belonging in order to make them proud and trusted custodians
of the company resources.
- Insure the hardware resources with a reputable firm.

Trespass
This is the act of gaining access or entering into a computer system without legal permission.

Cracking
Refers to the use of guess work over and over again, by a person until he/she finally discovers a
weak in the security policies or codes of software. Alternatively refers to someone using his / her
knowledge of information systems to illegally or unethically penetrate computers systems for
personal gain.

Hacking
Refers to when an individual intentionally breaks codes and passwords top gain unauthorized access
into a computer system, but without intent of causing damage.

Tapping
Tapping is when someone gains access to information that is being transmitted via communication
links. Any information that is transmitted across a network is at risk of being intercepted, if
appropriate security measures are not put in place.

Piracy
Is the act of making illegal copies of copyrighted software, information or data.
To eliminate piracy
- Make software cheap, enough to increase affordability
- Use licenses and certificate to identify originals
- Set installation password to deter illegal installation of software
- Enforce laws that protect the owners of data and information against piracy.

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Fraud
Refers to leaking personal or organizational information using a computer with the intention of
gaining money or information.
Example of fraud is where one person created an intelligent program in the tax department that
could credit his account with cents from all the tax payers. He ended up becoming very rich before
he was discovered.

Alteration
Refers to illegal changing of data and information with the aim of gaining or misinforming the
authorized users. When a system is compromised the data lacks reliability, relevance and integrity.
Example of data alteration are when students break into system to alter exam results, or someone
breaks into a banking system to change account details or divert money.

Spam
A spam is unsolicited electronic junk mail, often commercial, message transmitted through the
Internet as a mass mailing to a large number of recipients. Is send by a person gaining access to a
list of e-mail addresses and redirecting the e-mail through the Mail Server of an unsuspecting host,
making the actual sender of the spam difficult to trace. Spam is annoying, but usually harmless,
except in cases where it contains links to web sites. Clicking on these links may sometimes leave
your system open to hackers or crackers.

Junk – is meaningless or worthless information received through e-mail

Description and protection against computer crimes

Audit trail
Computer Audit Trails are used to keep a record of who has accessed a computer system and
what operations he or she has performed during the given period of time. Audit Trails are useful
both for maintaining security and for recovering lost transactions. Audit Trails help to detect
trespassing and alterations. Incase the system is broken into by a hacker; an Audit Trail enables
their activities to be tracked. Any unauthorized alterations can be rolled back to take the system
back the state it was in before the alterations were done

Data encryption
Data encryption is a means of scrambling (or ciphering) data so that it can only be read by the
person holding the encryption ‘Key or ‘algorithm’. The key is a list codes for translating
encrypted data – a password of some sort. Without the key, the cipher cannot be broken and the
data remains secure. Using the Key, the cipher is decrypted and the data remains secure. Using
the Key, the cipher is decrypted and the data is returned to its original value or state. Each time
one encrypts data a key is randomly generated. The same key is used by the data recipient to
decrypt the data.
Data encryption is a useful tool against network snooping (or tapping).

Log files
They are special system files that keep a record (log) of events on the use of the computers and
resources of the information system. The information system administrator can therefore easily
track who accessed the system, when and what they did on the system.

Firewalls
A firewall is a program or hardware that filters information coming through the Internet and

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connection into your personal computer or network. Firewalls can prevent unauthorized remote
logins, limit or stop Spam, and filter the content that is downloaded from the Internet. Some
Firewalls offer virus protection, but it is worth the investment to install Anti-Virus software on
each computer.

Security monitors
These are programs that monitor and keep a log file or record of computer systems and protect
them from unauthorized access.

Biometric security – is unauthorized control measure that takes the user’s attributes such as
voice, fingerprints and facial recognition.

Authentication policies such as signing users log on accounts, use of smart cards and Personal
Identification Number (PIN).

Difficulty in detection and prevention of computer crimes

1. the crime might be complex
2. it’s not easy to find clear trail of evidence leading to the guilty party e.g. No finger prints
3. there are no witness
4. Few people in management and law enforcement know little about computers to prevent the
crime.

6. OPERATING SYSTEM

Definition:
An operating system (sometimes abbreviated as "OS") is the program that, after being initially
loaded into the computer by a boot program, manages all the other programs in a computer.An
operating system (OS) is a set of programs that manage computer hardware resources and provide
common services for application software.
Is a group of programs that manage all activities on the computer.

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Main program that controls the execution of user applications and enables the user to access the
hardware and software resources of a computer.
A program that controls the execution of an application programs and acts as an interface between
the user of a computer and the computer hardware.

The operating system provides a software platform on top of which other programs (application
programs), can run. Examples of Operating Systems: Microsoft Windows 95/98/2000/XP/Vista/NT,
Macintosh OS, OS/2, CP/M, VMS, UNIX, MS-DOS

Devices under the control of an operating system

i). The processor
The CPU can only execute one program at any one time and several tasks may require processing
hence creating competition. The OS decide which program will be performed and for how long. It
has also the ability to stop a particular task to allow the processor to service another one.

ii). Main memory

The OS must keep track of what parts of memory are in use and by who and what parts are free. The
OS determines which task will remain in memory awaiting for execution and which one will be sent
back to secondary storage to wait.

iii). Secondary storage devices

The OS keeps track of the information on the storage devices and controls how the information is
written to and read from the storage device. It also utilizes the free space on hard disk by
temporarily holding tasks on it that were in RAM ready for processing but have to wait for some
time.

iv). Input / output devices

Since the input/output devices are slower than the processor, the OS will control allocation of I/O
devices and attempt to resolve any conflicts which arise. It will too monitor the state of each I/O
device and signal any faults detected.

v). Communication devices and ports

The OS controls the overall communication process between various tasks and computers. These
devices include modems, network interface cards, etc, which connect via ports.

3.3Functions of Operating System

i). Processor/ job Scheduling(CPU)

Processor scheduling refers to allocating each job waiting for execution processor time at each given
interval. The processor can only handle one task at a time. A job is a group of tasks taken as a unit
of work for a computer which may include one or more computer programs, files and instructions to
the Operating System. The [OS] scheduler decides which of the jobs is allocated to the CPU for
processing first.

ii). Resource control and allocation

Includes controlling the use of computer resources by other system software and application
programs being executed. The resources include I/O devices, CPU and processing time. The OS
strives to avoid deadlocks by allocating resources wisely to tasks or programs that are competing for
them. Each device has unique identification number called an interrupt number. So when two tasks
request to use a resource at the same time, the one with higher4 priority interrupt is granted control.
Deadlock is a situation where a particular task holds a needed resource and refuses to release it for

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use by other tasks.

Analogy: John has a pen but needs a book to write on while Mary has a book but needs a pen to
write with. Neither of the two wants to release whatever they have for the other to use first. Hence a
deadlock occurs because neither is able to write.

iii). Input / Output management

The OS coordinates between I/O devices and other peripheral devices making sure that data flows
properly between them and sorting out any possible confusion. It will also monitor the state of I/o
devices and signal any faults detected. It also governs the input/Output of data and their location,
storage and retrieval.

iv). Memory management

Since data and instruction entered into the computer are temporary held in the main memory before
and after processing. Since RAM is a scarce resource, the OS determines which task remains in
memory awaiting for execution and which one will be kicked out back to secondary storage.
The OS organize the main memory into partitions called page frames. Processes are equally
divided into pieces that can fit into the frames called pages. The OS swaps pages between the main
memory and the secondary storage. and ensures that each program and the data it requires are
allocated adequate space in memory To access data or instruction, the OS knows where to find each
piece of data as long as the correct address of the partition is used. In the hard disk where pages are
held is referred to as Virtual memory.

v). Communication control and management

The OS manages various communication devices and provide protocols that governs communication
between devices on a network.

vi). Error handling

The operating system alerts the user of errors that may arise out of illegal operations, hardware or
software failure. The OS deals with errors produced during program execution by expressing what
the error is and provides the error correction routines to ensure smooth operations within the CPU.

vii). Security
Modern operating systems implement security policies such that unauthorized users cannot get
access to a computer or network resource.

viii). Job sequencing

The OS keeps a list of tasks currently being run and arranges them in a particular order to make it
easy for the processor to execute them and to know how and when to fetch instructions and data for
each task. i.e. clocks them in and out of the processor.

Types of Operating Systems

Operating system can be classified according to:

a)Number of users
i). Single user OS
Used only by one person and runs one user application at a time.
ii). Multi-user OS (multiprogramming)
Enables two or more users to run a program simultaneously. Examples are UNIX, Linux , Windows
XP, Novell, OS/2, Windows 3.11, Windows NT & Windows 2000.

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b)Number of tasks
i). Single program/tasking OS
Allows processing of only one program in the main memory at a time e.g Ms – DOS.
ii). Multitasking OS
The OS allows a single CPU to execute more than one program at a time e.g. Windows Vista, XP,
etc.

c) Interface
i). Command line
User interacts with a computer by typing a command at the dot prompt found on a command line.
The computer reads the typed command at the command line and executes it. Examples of
command line OS are Ms-Dos, UNIX and OS/2. To apply: Click Start menu>All
Programs>Accessories>Command Prompt.
For example you can copy a file called Fruits.Dat from a hard disk C to floppy disk A type the
following at the command prompt:
COPY C:\ FRUITS.DatA:\
This interface is hard to learn or remember the commands, they cannot process complex graphics
and they hardly make use of emerging hardware and software technologies.

ii). Menu driven

Allows the user to select commands / options from a list or menu using keyboard or pointing device
e.g. mouse. The use needs not to remember commands since is represented with choices.

iii). Graphical user interface

Enables the user to choose commands, start programs and see lists of files and other options by
pointing and clicking at objects icons or pictures that appear on the screen. Besides menus, GUI
make use of rectangular frames called windows, graphical objects called icons, most commands are
executed using a pointing device. These features are given an acronym WIMP which stands for
windows, icons, menus and pointer. Examples GUI operating systems include Microsoft Windows
95/98/2000/XP/Vista, MacOS and Linux.

Factors to consider when choosing an operating system

Hardware configuration of the computer such as the memory capacity, processor speed and hard
disk capacity
 The type of computer in terms of size and make.
 Basic design of the computer is it IBM Compatible or Apple Computer.
 Applications intended for the computer
 User friendliness of the operating system, GUI will be preferred.
 Cost of the operating system
 The documentation available
 Availability in the market e.g. Microsoft Windows based OSs are very common.
 Reliability and security provided by the OS– can it run without crashing or hanging.
Hanging is to stop responding to commands.
 The number of users it can support

How an Operating System Organises Information using

The following factors dictate how an Operating system organizes information:

Rapid aces - the organization should allow quick access of stored data.
Ease of update - the method should allow ease of update and the operating system should be able to
keep a record of the date of modification.

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Economy of storage – the method should use the least storage possible because memory is a scarce
resource.
Simplicity of maintenance – the method should enable quick navigation through the file system and
make it easy for it to be maintained.
Reliability - the file organization method should be reliable.
Windows organize information in three tier hierarchy i.e;
 Files
 Folders and subfolders
 Drives.
1. File
It’s a collection of related data or information given a unique name for ease of access, manipulation
and storage on a backing storage and stored in one location a. A file has details that indicate:
- A unique name and an optional extension
- Its size, date and time the file was created or modified.

Types of files
There are three are types namely; system, application and data files.
 System files : contain information that is critical for the operation of the computer.
 Application files: these files hold programs or application files that are executable.
 Data files contain user specific data.
The are some file extension;
Extension File type Description
.doc Data A Microsoft Word document file
.txt Data A plain text file created using note pad or DOS editor.
.exe Application file The file that launches a particular application e.g. PM
7.0 .exe, Winword.exe, etc
.bat System files File containing a series of commands loaded during boot
up.
.sys System files System files that perform fundamental operation in a
computer.

Function of file
- Storage of data
- Organization of information

2. Folder / Directory
It’s a named storage area where the user can store related files for easy access. All folders or
directories originate from a special directory called the root directory or folder. The root directory is
represented by a back slash (\).
Sub-folder is a folder or directory within another folder/directory. In Windows folders and sub-
folders icon appear in yellow colour while file icons are mostly white with a fold at the top right
hand corner.

File icon

Folder icon
All folders or directories originate from a special directory called the root directory or folder. The
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root directory is represented by a back slash ( \ ).

3. Drives
The Operating System views storage media or devices as drives. When creating folder or saving a
file identify a storage location which is more reliable e.g Floppy disk, Compact Disk, Hard disk,
Flash disk etc. Drives may be given labels such as letters A-Z to identify them.
Storage location Drive Remarks
Floppy drive A and B If a computer has two drives, one will be assigned letter A the
other B.
Hard disk C, D, E, F If a computer has 4 hard drives, they may be assigned letters C
– F.
Optical drives D, E, F, G If a computer has one hard disk and three or more CD/DVD
drives, may take any number between D and Z
Other Removables D, E, …Z If a computer does not have an optional drive, any removable
drive attached to the computer can take any letter between D
and Z.
Network drive Logical Network drives takes D – Z depending on the number of
physical drives installed or attached.

3.7 Getting started with Microsoft Windows

Windows Desktop
Desktop is mostly an empty screen that appears when windows starts, and has some standard icons
that show that the computer is ready for use.

Desktop features
Icons – are small images representing objects such as files, application programs, peripheral
devices, operator tools in programs, etc. Are manipulated using pointing devices. Examples icons on
the desktop are My Computer, Recycle bin, Internet Explorer, My Documents, Antivirus, etc.

The task bar

A long bar that runs across the desktop. Enables the user to switch between programs and
documents (tasks) that are currently running.
It has three main parts:
Start button: Left most button on the taskbar that the user clicks to display the start menu.

Task manager: Plain stripe that displays buttons of all currently running tasks.

System tray: Right most part of the taskbar. It has icons of the tasks running in the background but
are not displayed on the screen e.g. Time and Calendar etc. To display the task simply double click
its icon.

Task Manager System Tray

Start Menu

The Start Menu

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When you click the Start button, a Start Menu appears which a list of choices is. When you click
any choice in the Start Menu, the list of choices displayed is called Sidekick Menu.

Sidekick
menu

Start Menu
Common Start Menu Items:
All Programs – which displays a list of all programs installed in the computer.
My Recent Documents – which lists the last 15 recently accessed files.
Control Panel – provides tools which user can use to maintain and make changes to the computer
setup.
Control panel – provides options for you to customize the appearance and functionality of your
computer, add or remove programs, and setup network connections and user accounts.
My computer – give access to, and information about, the disk drives, cameras, scanners and other
hardware connected to your computer.
Search –opens a window where you can pick search options and work with search results incase the
user forgets file or folder name or its location.
Help and support – opens a central location for help topics, tutorials, troubleshooting and other
support services..
Run – enables the user to: Install programs on the hard disk, open files and folders from a storage
location, and Run programs from removable media. It also opens a program, folder document or a
web site.
Log on / log off: Log on is a security measure that restricts unauthorized users from accessing
computer resources. It prompts the user for a User name and Password in order to gain access. After
using the computer Log off the computer before leaving.

Windows operating system Boot up Process

Booting Up

It is useful to understand what happens behind the scenes when you switch on your computer
from an idle machine to an operable and functional system. There are essentially two forms of
booting - the soft boot and the hard boot. The warm boot or hard boot involves powering the

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computer up from an initial zero power supply. A cold boot on the other hand takes place when a
software application or operating system triggers the computer to perform a reboot.

A successful boot is dependent on 3 conditions - the hardware, BIOS and operating system files to
function without errors. When an error occurs, you will be notified by error messages, beeping
sounds or in the worst scenario, a blank screen.

Boot-up Process

The boot-up process is a list of detailed procedures that the system undergoes to perform all system
checks and load all necessary files to bring the computer to an operable state.

The Windows XP boot-up process comprises of the following procedures:

a. The Power-On Self Test Phase

b. BIOS ROM Phase

c. Boot Loader Phase

d. Operating System Configuration Phase

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e. Security & Logon Phase

Logging On to Windows XP
You must log on to the PC before you can use it. Each user is given a user name and a password
which must be entered in the log-on screen before Windows will start up. When you log on you
will have access to your own personal space.
The default Login screen for Windows XP computers is appears when you switch on the
machine. To login; Enter your user and password in the respective boxes.
When you enter your password, Windows XP will display a series of
●●●●●●●●●●●s to protect your password from wandering eyes.
Press ENTER on the keyboard or click OK

Windows XP Desktop

Desktop is your work area on which program and files icons are located. it is basically a
workspace where you can access everything you need to operate your computer, such as
system components, applications, the Internet, etc.

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The desktop contains: icons

Start button task bar System

Tray

The desktop contains:

• Start button: one of the most important tools you will use while working with
Windows XP. The Start button allows you to open menus and start applications.

• Taskbar: primarily used to switch between open windows and applications

• Icons (or graphical pictures): represent applications, files, and other parts of the
operating system. By default Windows XP provides you with one desktop icon, the
Recycle Bin. Learn more about the Recycle Bin in a later module.
• My Computer. The My Computer icon provides access to the resources on your
computer. You can access your drives and other peripherals by

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clicking on the My Computer icon. You can also access the Control Panel through My
Computer.
• Internet Explorer. The Internet Explorer icon launches the Internet
Explorer browser.
• My network places. If you are working on a network, this displays all of
the computers on the network
• System Tray. The part of the taskbar that holds the clock, volume control,
and icons for other utilities that runs in the background of your system.
• Recycle Bin. This is where you dump any files you want to delete.

4.2 Starting a Program

1. Click the Start button, the Start menu will pop up. 2. Point your cursor to All Programs. A
Menu listing the different program categories pops up.

3. Point your cursor to Microsoft Office Another menu will appear to the right of the All
Programs menu, as shown below. 4. Click on Microsoft Word.

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Parts of a Window
Windows contain buttons and menus to control the program and window.
Windows are used in most programs, but the good news is once you learn the window of one
program, you will be familiar with the windows for most programs since the window, menu and
button layout appears in just about every window program.
Toolbar

Close Button Closes the window or program, removing it from the screen and the computer’s
memory. Minimize Button Minimizes a program from view. The program is still ready for use
and can be found in the task bar.
Maximize Button Enlarges the window so that it fills the entire screen, allowing
you to see your entire workspace. Notice, when a window is maximized, this button is not
shown.
Restore Button When a window is maximized, this button is shown. Clicking it will make the
window smaller.
Menu Bar Controls what a program does. The menu functions listed will change from program
to program, but the bar is always located at the top.

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Status Bar Displays information about the program, such as instructions or special information.
Title Bar Displays the name of the program and name of the file in use.
Main Window .This is where you work within a program. If it is Microsoft Word, this is
where you would type, if it is a web browser this is where the web page would be displayed.
Toolbar. Have shortcuts to the menu items

Log off and Switch Users

More than one person may use your computer. For example several coworkers may be able to
access your computer on a computer network. Windows XP allows everyone who uses your
computer to have separate computer accounts. A computer accounts tracks each person's unique
settings, documents, and email accounts.

Windows XP even enables you to log off the computer so someone else can log on without
having to restart the computer.

To log off/switch users:

• Click the Start menu and click Log Off.

• A dialog box appears asking you if you want to Switch User or Log Off.
• Switch User allows someone else to log on to the computer. If you choose to Switch
User, your applications will continue to run in the background while the new user logs
on.
• If you choose Log Off, your applications will close.
• In any case, you're taken to a Windows XP logon screen where you're prompted to
enter your username and password.

Turn Off and Restart the Computer

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When you've finished using Windows XP, be sure to turn off (or shut down) the computer
correctly.

To turn off the computer:

• Click the Start menu.

• Click Turn Off Computer.
• A dialog box opens. Click Turn Off.

If you're experiencing computer problems or have installed something new, you can simply
restart your computer.

To restart the computer:

• Click the Start menu.

• Click Turn Off Computer.
• A dialog box opens. Click Restart.

Always turn off or restart your computer using this method. Do not turn off your computer by
switching the power off and on. If you do so, you may damage Windows XP.

4.3 Working With Files and Folders

Open your Folders
• Double click my computer and locate your file.
• Double click on the folder.
• The contents of the folder will be displayed in the open window. To get back to the
previous folder, click the Back Button.
Creating a Folder
• Locate the place to create your folder e.g. My Documents, Desktop, C
Drive

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• Go to File – New – Folder. Or if creating on the desktop right click on the desktop and
use the new option to create a folder.
• The folder will appear at the bottom of your list. When it displays as a black
rectangle with the words New Folder highlighted in blue, it is prompting you to give it
a name. Type the name of your folder and hit Enter.

Renaming a Folder
To rename an existing folder, move your mouse over the name and right click. A
menu will appear. Close to the bottom you will see the word Rename. Click it,
and the black rectangle with the word highlighted in blue will appear. Rename your folder and
hit Enter.
Deleting a folder
• Right click on the folder and select delete or.
• Select the file, go to file menu and select delete
• A dialog box appears asking if you want to delete the folder, click yes Once files are
deleted they go to the recycle bin which is a holding or storage location for files not required.
Such files are still in the hard disk. These files can be retrieved from recycle bin as long as
recycle bin have not been emptied.

Retrieving files
Go to recycle bin.
Locate the file and right click on it and select restore.

Moving and copying files in folders

Using menu command
• Select the file
• Go to edit and click on copy
• Select the folder
• Go to edit and click on paste. By
dragging
• Click on the file and hold
• Drag it to the folder and release the button
Procedure of creating shortcuts
• Locate the item
• Right click and select shortcut
• Drag the shortcut created to the desktop.
To set a program to start when windows start
• Right click on the start button and select open.
• Click on the program or file you want and hold and drag it to the start menu on the
icon for programs.
Printing

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If any printers are already set up their icon appears in the printer folder (on start, then printers and
faxes).
To set up a printer;
Click start menu, control panel. Select
printers and other hardware.

4.4 Chapter Review Questions

1. Which of the following is not contained in the Windows XP desktop

(a) Recycle Bin (b) Task Bar (c) Start Button (d) File menu

2. Which of the following has the command for turning off the computers system
(a) Recycle Bin (b) Task Bar (c) Start Button (d) File menu

3. A user can create a folder on the desktop. True or false

4. Which of the following is not part of a window?

(a) Task Bar (b) Menu Bar (c) Title Bar (d) Close Button

5. Explain the steps you would follow to create a folder in my documents location.

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CHAPTER FIVE

WORD PROCESSING

At the end of the chapter the learner shall be able to;

• Explain the different word processing terms
• Creating new documents and open existing ones
• Type and edit text
• Use Save and Save As
• Perform spelling and grammar check after typing a document
• Apply formatting to text and page
• Print preview a document and print it
• Follow the mail Merging wizard to mail merge a document

Word processors are programs that enable you to Create, Edit and Format documents. Examples
of word processors are, Microsoft Word, Word perfect, Word star.

Microsoft Word (MS-WORD)

Ms Word is a powerful word processing program that helps the user create, edit, format and save
documents.

5.1 Loading Ms-Word

◆ Click start button at the task bar
◆ Point at programs
◆ Click at Microsoft word

Loading can also be achieved by clicking the Ms Word icon on the Microsoft shortcut bar
(only if it is available)

5.2 The Ms-Word Screen

The Ms Word screen contains various features. The common ones are:

1. TITLE BAR: This bears the name of the application followed by the name of the
current document or the file.

2. STANDARD BAR: It contains shortcut command buttons for some of the commonly
used commands.

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3. MENU BAR: It contains menus. Each menu has a set of commands.

4. FORMATTING BAR: It has formatting features and commands e.g. B I U

5. DRAWING BAR: It consists of drawing tools.

6. STATUS BAR: Gives information about the current selection or cursor position.

Ms-Word Screen
When the program starts, the following document window will be displayed on
the screen.
Menu bar Toolbars
Title bar

Vertical
Scroll
Bar
Blinking
Cursor

Horizontal scroll bar

Work area Status bar

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5.3 Creating, Saving and Closing Documents

Creating
Option 1
1. From the File Menu, click New then double click the Blank Document
icon.

Option 2
2. On the standard tool bar click the ‘New’ (icon)

Saving

To save a new document

◆ On the file menu click File and choose Save As.

◆ Type the file name on the File name box that appears.
◆ Chose the location to save the file in the Save in box e.g. floppy (A), hard
disk(C) etc
◆ Click the Save button.

Closing
◆ Click close button on the Ms- Word desktop or
◆ From the file Menu click Exit.

Selecting Text/Block of Text

SELECT DO THIS
A word Drag over the word or Double click it
A graphic Click anywhere within the graphic
A line of text Drag over the text or Double click at the start of line
A sentence Hold Down Ctrl key and click anywhere in the Sentence A
paragraph Triple click anywhere in the paragraph to select
Entire document From Edit, click Select All

5.4 Formatting

To bold text
◆ Select or highlight the text.
◆ In the format menu click font.

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◆ Under font style choose and click bold.

◆ Click Ok.

To Italicize text
◆ Select or highlight the text.
◆ In the format menu click font.
◆ Under font style choose and click italic.
◆ Click Ok.

To underline text
◆ Select or highlight the text.
◆ In the format menu click font.
◆ Under underlining choose and click the underlining desired.
◆ Click Ok.

To change Font size

◆ Select or highlight the text.
◆ In the format menu click font.
◆ Under font size choose and click the font size desired.
◆ Click Ok.

To change Font type of text

◆ Select or highlight the text.
◆ In the format menu click font.
◆ Under font choose and click the font type desired.
◆ Click Ok.

To change the font color

◆ Select the text.
◆ On the format menu, click Format and choose font.
◆ Under color box, choose the color desired.
◆ Click Ok.

Formatting Paragraphs
Word displays text, as it will appear when printed.

About line spacing

Line spacing determines the amount of vertical space between the lines and text. Word uses
single line spacing by default.

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Inserting line spaces

• In the format menu click paragraph.
• Under line spacing, choose and click the desired line spacing.
• Click Ok.

Aligning text
• Select or highlight the text.
• In the format menu click paragraph.
• Under alignment, choose and click alignment desired i.e. left, right or center.
• Click Ok.

Creating drop caps

• Place the cursor at the beginning of the line/paragraph you want to have a drop cap
on.
• In the format menu, click drop cap.
• Under position in the dialogue box choose either Dropped or in margin.
• In the lines to drop box specify the number
• Click Ok.
Note: You can specify the distance from the text and type of the font for the drop cap.

Change case
• Highlight or select the text.
• In the format menu click change case.
• Choose and click the desired case option e.g. upper, lower, title or sentence
cases.
• Click Ok.

Adding bullets and numbers

• Select the items, which you want to add bullets or numbers.
• In the format menu, click bullets and numbering
• Click on the Bulleted or Numbered tab.
• Choose and click Bullet or Number format desired.
• Click Ok.

Remove bullets or numbering

• Select the items, which you want to remove bullets or numbers.
• On the format menu, click Bullets and Numbering.
• Choose none.
• Click Ok.

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Page Break
1. Position the cursor where you want the page break to appear.
2. From the insert Menu, click Break then select page break.
3. Click Ok.

Add a background
You can add different backgrounds to Word documents.

1. On the format Menu, point to background and then check the color you want or click
more colors to see additional color choices. Click fill effects for special effects such as
textures.
2. Select the option that you want.

Note: To remove a background, click NO FILL option.

Using Word art

This feature enables you to create visually compelling text affects e.g. slanting,
curving text in a document.

1. From the insert menu, select pictures, and then move to word art and click.
2. Select and click the word art style desired.
3. Type your text in the area “YOUR TEXT HERE”
4. Click Ok.

Drawing tool Bar

The drawing bar has a variety of features used to create different shapes in a document.
1. From the drawing toolbar, select a tool that you will use to draw a certain shape e.g. a
rectangle.
2. Click and drag to the desired position.

Insert a picture
You can insert a clip art or a picture from the clip Gallery.

1. Position the insertion point(cursor) where you want to insert a clip art or a picture.
2. From the Insert menu, point to picture then click art then click the clip art tab.
3. Click a clip art category then choose a clipart and click insert clip.

To resize the objects

1. Click inside the object i.e. clipart, word art or a drawing.

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2. Position the mouse pointer in either of the placeholders.

3. Click and drag to the desired size.
4. Release the mouse button.

5.5 Editing Your Document To

undo mistakes
In the edit menu, click undo or click the Undo button on the standard toolbar.

To undo several actions

1. Click the arrow next to the Undo button on the standard toolbar to see a list of the most
recent actions.
2. Click the action you want to undo. If you don’t see the action, scroll through the
list.

5.6 To insert page numbers

• Select insert, page numbers
• Choose the position of page numbers
• Choose alignment of page numbers
• Check the box show numbers on first page
• Click format button to change the number style
• Click Ok button

Removing Page Numbers

• Select view, header and footer
• Select the page numbers to be removed
• Press delete key
• Click close button

Adding Headers and Footers

A header is the text that appears repeatedly at the top of a document while
footers is that text that repeatedly occurs at the bottom of a document.

To add a Header and Footers

• Select view header and footer
• Type the header text
• Click the switch button to move to the footer
• Type the footer text
• Align the text as desired using formatting toolbar

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• Click close button to return to the document.

To remove a header /footer - refer to removing page numbers Copying and

Pasting Text
An existing piece of text may be required in a different document. Ms word allows the user
to copy this text rather than retype then paste it to the required area. when text or graphic is
copied or cut, it is stored in the clipboard and can be pasted into as many documents as desired.

To copy and paste text

◆ Select the text to copy.
◆ Select Edit, Copy or copy icon on the standard toolbar.
◆ Position the cursor where the text is to be placed.
◆ Select Edit, Paste or Paste icon on standard toolbar.

Moving text
◆ Select the text to move.
◆ Select Edit, Cut or click cut icon on the standard toolbar.
◆ Position the cursor where you want the text placed.
◆ Select Edit, Paste or click paste icon on standard toolbar.

Note: When you cut, the text is completely removed from the original location.

To spell check a Document

◆ Select Tools, Spelling and Grammar… or choose Spell check icon on the standard
toolbar.
◆ Follow the instructions as given to replace a word, ignore, edit etc
◆ Click Ok button when spelling and grammar is complete.

To find text
◆ On the edit menu, click Edit and choose Find.
◆ In the find what box, type the word/text being sought
◆ Click find next button
◆ To close the dialogue box, click cancel button

To Replace Text
◆ You can find and replace test at the same time
◆ On the edit menu, click edit and choose replace
◆ In the find what box type word / text as above
◆ In replace with box type the word/ text to replace the sought word
/ text

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◆ Click replace all button

◆ To close the dialogue box click cancel button

Changing Page Setup

Depending on the size of the paper required and / or paper orientation and layout,
Ms –word will allow changing of the default to users requirement.

To change page setup

• On the file menu, click file menu and choose page setup…
• Click paper size tab to change the paper to A4, A5, DL etc
Under orientation check the circle for either portrait or landscape
• Click layout tab to adjust the vertical alignment of the page.
Under vertical alignment box choose top, center or bottom
• Click ok button

Working With Tables

A table is made up of rows and columns that can be filled with text and graphics. You can sort
and perform calculations on them. Tables make it easy to read information that would
otherwise have to be written in a representative and lengthy fashion. Use tables to organize
information and create interesting page layouts with side-by-side columns of text and graphics.

The simple table:

1. In the table menu click insert table.
2. In the no. of columns box enter the number of columns.
3. In the no of rows box enter the number of rows.
4. Click Ok.

Creating a table with a different format

1. In the table menu click insert table
2. In the number of columns box enter the number of columns
3. In the number of rows box enter the number of rows
4. Click autoformat
5. In the format list box choose a format type
6. Click Ok.

Merging cells in a tab

1. Select the cells to be merged.
2. From the table menu choose merge cells.

Splitting the cells

1. Select cell to be split

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2. From the table menu choose split cells

3. Type the number of columns and rows each cell is to be cell splitted

To delete rows and columns in a table

1. Select the row or the column to be deleted
2. From the table menu choose deleted cells
3. In the deleted cell dialog box choose an option i.e. entire row or column
4. Click Ok

Adjusting column width

1. Position the mouse pointer over the column boundary until it changes shape
2. Drag the column boundary to the right or left

Adding rows to a table

1. Select the row to row as above which you want to insert a new row
2. From the table menu choose insert cells
3. In the insert cells dialog box choose an option e.g. insert the entire row.
4. Click Ok.

To delete cells in a table

1. Select the cells you want to delete
2. From the table menu choose the deleted cell
3. Select an option in the delete cells dialog box
4. Click Ok

Sorting
Information in the table can be sorted in either ascending or descending order

1. Click any cell in the table

2. From the table menu choose sort
3. Select the ascending or descending option button.

Performing calculations in a table

1. Click the cell in which you want the result to appear.
2. On the Table menu, click Formula.
3. If Ms Word proposes a formula that you do not want to use, delete it from the Formular box
leaving the equals (=) sign.
4. In the paste function box, click a function. For instance, to get the average, click average.
5. In the brackets ( ) specify whether it is above, left or right.
6. Click Ok.

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5.7 Columns

Newspaper style columns

You can format text into multiple newspaper style columns. This is best applied when creating
documents like newspaper, newsletters or brochures.

Option 1
Using the column button on the standard toolbar
1. Highlight the text to be columned.
2. Click the column button on the standard bar.
3. Select the number of columns you want.

Option 11
This command control other options i.e. width, spacing, line between columns etc.
1. From the format menu choose columns.
2. Select a column format under preset i.e. one, two, three etc.
3. Type or select the number of columns in the number of column box (if it is not included
under preset in step two above)
4. To insert a line between columns click the line between the check box.
5. Click Ok.

Templates
A template is a document that contains predefined settings. The use of templates ensures that
there is consistency between documents.

1. From the file menu choose new.

2. Click on the relevant tab depending on the type of document you want to
create e.g. letters and faxes, legal document, menus etc.
3. Select the template that you want to use.
4. Click Ok.
5. Delete the default text and type your own.

To Print a Document
You can print the active document by clicking the print icon on the standard toolbar. This will
not give you the option of choosing a variety of commands.
1. From the file menu, click print.
2. In the name box select a printer.
3. Choose an option for the number of pages to be printed i.e.
ALL: -Prints the entire document
CURRENT PAGE: -prints the current page

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PAGE: -you can select certain pages within a document

4. .In the number of copies box, specify the number of copies you want in each page.
5. Click Ok.

Mail Merging
If you had to type the same form letter 100 times, you know what boring and back breaking
work it can be. Never again, by setting up the form letter as a Ms Word merge documents, you
need type the letter only once.

STEP 1
1. From the tool menu, click Tool and choose Mail Merge…
2. Under Main document choose Create button
3. Choose form letters…
4. Choose active window button

STEP 2

Creating a new data source

1. Choose get data button and choose create data source
2. Create data source dialogue appear as shown below
3. Remove the fields not needed and / or create new field
4. When you have finish creating the fields click ok
5. Save data dialogue is displayed type the filename to save the data and
click o.k.
6. Choose edit data source button
7. Type the data to be stored

STEP 3
1. Place the cursor to position of field insertion
2. From the mail merge toolbar click insert merge field
3. Repeat field insertion until all the fields have been insert
4. Choose mail merge helper from the mail merge toolbar
5. Click…merge button

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5.8 Chapter Review Exercise

Instructions: Reproduce the document below in MsWord

Definition of a computer

A
computer is an electronic device capable of executing instructions, developed
based on algorithms stored in its memory, to process data fed to it and produce
the required results faster than human beings.

Different types of
computers

♣ Supercomputer
♣ Mainframe computer
♣ Minicomputer
♣ Workstations
♣ Personal computer

o Desktop (e.g., PC's, I-Macs ...)

o Notebook and Laptop

BASIC UNITS

Main Memory

Input Output Devices

Devices Processor

Backing Storage

1 Kilobyte 1024 bytes

1 Megabyte 1024 Kilobytes
1 Gigabyte 1024 Megabytes

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CHAPTER SIX

SPREADSHEETS

At the end of the chapter the learner shall be able to;

• Explain the different Spreadsheet terms
• Create a new spreadsheet and open an existing one
• Input text, numbers and simple formulae
• Employ simple functions such as SUM, AVERAGE
• Create and modify charts/graphs to illustrate data

Spreadsheets are application packages used for manipulation of figures. A spreadsheet

usually consists of a series of rows and columns. The figures or text are inserted into cells.
Examples include Ms Excel, Lotus 1-2-3,Supercalc, Quattro Pro.From the examples given,
we shall tackle Ms Excel.

Applications of Spreadsheets
1. Can be used to record sales, produce invoices and compile statements.
2. Researchers can compile and analyze their results.
3. Teachers can compile their students’ marks and produce overall results.
4. Clerks and secretaries can easily create tables of figures and manipulate.

6.1 MICROSOFT EXCEL

START EXCEL
Option 1
Click the start button moves to programs move to Microsoft excel and click
Option 2
Click the excel button on the Microsoft shortcut if only if the option available

6.2 THE EXCEL WINDOW

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Window
When you work in Excel, you use workbook files to hold your information. Each
workbook consists of several worksheets made up rows and columns of
information.
A workbook therefore allows you to organize various kinks of related information in a
single file (or workbook)

Worksheet
A worksheet is one sheet in an Excel workbook. Each worksheet consists of 256 columns and
65,536 rows.

Columns
Columns are the vertical divisions of a worksheet that are identified by letters. The columns
begin with A and proceed through the alphabet. The 27th column is AA followed by AB, AC,
and this convention for naming continues through the entire alphabet until you end up with
the last column (column 256) which is designated IV.

Rows
Rows are the horizontal divisions of a worksheet and are identified by numbers.

Cells
A cell is the intersection of a row and a column. Each cell has an address that consists of the
column letter and row number (A1, B3, C5 and so on)
Each cell is capable of containing different types of information e.g. text, number, times, formulas.
Excel data basically comes in two varieties: labels and values.

A label is a text entry consisting of alphanumeric characters. It is called a label because it

typically provides descriptive information such as the name of a place, person, e.t.c. A label has
no numerical significance in Excel.

A value is data that has numerical significance. These include numbers, dates
and times that you enter on your worksheet. Values can be acted on by formulas and functions.

The figure below shows the elements of an Excel window.

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Tool
bars Menu bar Formula bar Column Headings

Worksheet tabs
Status bar
Row Headings
Cell Selector

Element Description
Formular bar When you enter information into a cell, it appears in the
Formula bar.You can use the formula bar to edit the
data later. The cell’s location also appears.

Column Headings The letters across the top of the worksheet,

which identify the columns in the worksheet.

Row Headings The numbers down the side of the worksheet, which
Identify the rows in the worksheet.

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Cell Selector The dark outline that indicates the active cell. It Highlights the cell you
are currently working in.

Worksheet tabs These tabs help you move from worksheet to

Worksheet within the workbook. The active
Worksheet is displayed in bold.

Active cell It indicates the cell in which the typed data will be
entered. It is also known as the current cell.

Create a new workbook Option 1

1. On the file menu, click New
2. To create a new blank workbook, click the General tab and then double click the workbook
icon.

Option 2
Click the ‘new’ icon on the standards tool bar

Saving a workbook
1. In the file menu click save as.
2. In the save in text box click and specify the location to save in.
3. In the file name text box type the name of the file.
4. Click save.

NB
The first time you click ‘save as’ from the file menu, the Documents folder is displayed by
default as the folder to save in.

Close a workbook
On the file menu click close.

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6.3 WORKING WITH WORKBOOKS AND WORKSHEETS

Moving around in a worksheet

To move between cells on a worksheet, click any cell or use the arrow keys.
When you move to a cell, it becomes the active cell (the selected cell in which
data is entered when you begin typing. Only one cell is active at a time .A heavy border bound
the active cell)
To see the different area of the sheet, use the scroll bars.

Switch to another sheet in a workbook

Click the sheet tab
(A tab near the button of a workbook window that displays the name of a sheet To display a
shortcut menu, click a tab with the right mouse button .To scroll through the sheet tabs, use
the tab scrolling buttons to the left of the tabs)

Insert a new worksheet

On the insert menu, click worksheet

Delete sheets from a workbook

1. Select the sheets you want to delete.
2. On the edit menu click delete sheet.

Rename a sheet
1. Double click the sheet tab.
2. Type a new name over the current name.

Hide a sheet
1. Select the sheet you want to hide.
2. On the format menu, point to sheet and click Hide.

Display a hidden sheet

1. On the Format menu, point to Sheet and then click Unhide.
2. In the unhide sheet box, double-click the name of the hidden sheet you want to display.

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6.4 ENTERING DATA

Enter numbers, text, date, or time

1. Click the cell where you want to enter data.
2. Type the data and press ENTER or TAB.

Use a slash or a hyphen to separate the parts of a date, for example, type 8/6/99 or jun-99
To enter a time based on the 12-hour clock, type a space and then a or p after the time for
example, 9.00 p. Otherwise, Microsoft Excel enters the time as AM.

Enter a formula
1. Click the cell in which you want to enter the formula.
2. Type =(an equal sign)
3. Enter the formula.
4. Press ENTER.

Enter the same data into several cells at once

1. Highlight the cells where you want to enter data.

The cells can be adjacent or nonadjacent

2. Type the data and press CTRL+ENTER

Fill in a series of numbers, dates or other items

1. Select the first cell in the range you want to fill and enter the starting value for the series.

To increment the series by a specified amount, select the next cell in the range
and enter the next item in the series. The difference between the two starting
items determines the amount by which the series is incremented.

2. Select the cell or cells that contain the starting values.

3. Drag the fill handle over the range you want to fill.

Y To fill in increasing order, drag down or to the right.

Y To fill in decreasing order, drag up or to the left.

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Cancel or undo an entry

To cancel an entry before you press ENTER, press ESC.

To undo a complete entry, click Undo button on the standard tool bar.

Tips on entering numbers

To avoid entering a fraction as a date, precede fractions with a 0 (zero); for

example, type0 ½ (there is a space between zero and ½)
Precede negative numbers with a minus sign (-), or enclose the numbers in parentheses ().

Select cells, ranges, rows and columns

To select Do this
A single cell Click the cell, or press the arrow keys to move
to the cell.
A range of cells Click the first cell of the range and then drag
to the last cell.
All cells on a worksheet Click the select All button.
Nonadjacent cells or cell ranges Select the first cell or range of cells, and
then
hold down CTRL and select the other cells or
ranges.
A large range of cells Click the first cell in the range, and then hold
down SHIFT key and click the last cell in the range.
An entire row Click the row heading.
An entire column Click the column heading.
Adjacent rows or columns Drag across the row or column headings. Non-
adjacent rows or columns Select the first row or column, and then hold
down CTRL and select the other rows or
columns.

Select sheets in a workbook

If you select more than one sheet, Microsoft Excel repeats the changes you make to the active
sheet on all other selected sheets. These changes may replace data on other sheets.

To select Do this
A single sheet Click the sheet tab.
Two or more adjacent sheets Click the tab for the first sheet and then

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hold down
SHIFT and click the tab for the last sheet.
Two or more nonadjacent sheets Click the tab for the first sheet and then hold
down
CTRL and click the tabs for the other sheets.
All sheets in a workbook Right click a sheet tab and then click Select All Sheets
on the shortcut menu.

To cancel a selection of multiple sheets in a workbook, click any unselected sheet. If no

unselected sheet is visible, right click the tab of a selected sheet then click Ungroup Sheets on
the shortcut menu.

Clear or delete cells, rows or columns

When you delete cells, Microsoft Excel removes them from the worksheet and shifts the
surrounding cells to fill the space. When you clear cells, you remove the cell contents
(formulas and data), formats or comments but leave the blank cells on the worksheet.

To clear contents, format or comments from cells

1. Select the cells, rows or columns that you want to clear.
2. On the Edit menu, point to clear and then click All, contents, Format or
comments.

Delete cells, rows or columns

1. Select the cells, rows or columns you want to delete.
2. On the Edit menu, click Delete.

Undo mistakes
To undo recent actions one at a time, click Undo on the edit menu.

To undo several actions at once, click the arrow next to Undo button on the standard
toolbar and select from the list. Microsoft Excel reverses the selected action and all actions
above it.

To undo several actions at once, click the arrow next to Undo button on the standard
toolbar and select from the list. Microsoft Excel reverses the selected action and all actions
above it.

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Insert cells, rows or columns

You can insert blank cells, rows and columns and fill them with data.

Insert blank cells

1. Select a range of existing cells where you want to insert the new blank cells.
2. Select the same number of cells as you want to insert.
3. On the insert menu, click cells.
4. Click Shift cells right or shift cells down.

Insert rows
1. To insert a single row, click a cell in the row immediately below where you want the new
row. For example, to insert a new row above Row 5,click a cell in Row 5.
To insert multiple rows, select rows immediately below where you want the new
rows, select the same number of rows you want to insert.

2. On the Insert menu, click Rows.

Insert columns
1. To insert a single column, click a cell in the column immediately to the right of where you
want to insert the new column. For example, to insert a new column to the left of column B,
click a cell in column B

To insert multiple columns, select columns immediately to the right of where you want to
insert the new columns. Select the same number of columns as you want to insert.

2. On the Insert menu, click Columns.

6.5 FORMATTING A WORKSHEET

Change the size, font, colour, or other text format

You can specify a font, font size and font color by clicking buttons on the Formatting
toolbar.

Change the font or font size

1. Select whole cells or the specific text in a single cell that you want to format.
2. In the Font box, click the font you want.

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3. In the Font size box, click the font size you want (on the formatting toolbar)

Make selected text or numbers bold, italic or underlined

1. Select whole cells or the specific text in a single cell that you want to format.
2. On the formatting toolbar, click a button for the format you want.

To make text Click

Bold B

Italic I

Underlined U

Change the text color

1. Select whole cells or the specific text in a single cell that you want to format.
2. To apply the recently most selected color, click Font Color A

To apply a different color, click the arrow next to Font Color A and then click a color on the
palette.

6.6 APPLYING BORDERS

To apply border styles

1. Click Cells on the Format menu and then click the Border tab.
2. Click the line style you want and then click a button to indicate the border
placement.

To apply borders to selected cells that contain rotated text

1. Click Cells on the Format menu.
2. Click the Border tab and then use the Outline and Inside buttons under
Presets.
The borders are applied to the edges of the cells which are rotated to the same

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degree as the rotated text.

To change the line style of an existing border

1. Select the cells on which the border is displayed.
2. On the Border tab (Cells dialog box, Format menu) click the new line style in the style box
and then click the border you want to change in the cells diagram under border.

To shade cells with patterns

1. Select the cells you want to apply shading to.
2. On the Format menu, click Cells and then click the Patterns tab.
3. To include a background, click a color in the cell shading box.
4. Click the arrow next to the pattern box and then click the pattern style and color you
want.

Add background patterns to an entire sheet

1. Click the sheet to which you want to add a background pattern
2. On the format menu, point to sheet and the click background
3. Select the graphics file to use for the background pattern

The selected graphic is repeated to fill the sheet. You can apply solid color shading to
cells that contain data.

Change column width and row height

You can adjust the width of columns and the height of rows. You can also define the default
width of columns for a worksheet. Defining the default column width adjusts all columns to the
same width except columns that have previously been changed.

Change column width

Using different options

1. Drag the boundary on the right side of the column heading until the column is the
width you want.

2. To change the column width for multiple columns, select the columns you want to
change. Then drag a boundary at the right of a selected column

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heading.

3. To change the column width for all columns on the worksheet, click the Select All
button (at the left edge of the borders) and then drag the boundary of any column heading.

4. To make the column width fit the contents, double-click the boundary to the right of the
column heading

Change row height

Using different options

1. Drag the boundary below the row heading until the row is the height you want.

2. To change the row height for multiple rows, select the rows you want to change then
drag a boundary below a selected row heading.

3. To change the row height for all rows on the worksheet, click the Select All button (at the
left edge of the borders) and then drag the boundary below any row heading.

4. To make the row height fit the contents, double-click the boundary below the row heading.

THE FILL HANDLE

The fill handle enables you to extend a series. It is also used for copying
formulas.

Procedure
1. Position the mouse pointer right on the block like mark in the bottom right
corner of the active cell.
2. Click and drag to extend a series.

6.7 OPERATORS
Operators are signs or symbols which specify the type of a calculation that you may perform in
the elements of a formula.
There are four different types of calculation operators i.e.

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1. Arithmetic
2. Comparison
3. Text and
4. Reference

ARITHMETIC OPERATIONS
They perform basic mathematical operations e.g. addition, subtraction,
multiplication and division.

Operator Performs Sample Formula Result

^ Exponentiation =A1^3 Enters the result of

raising the value in
cell A1 to the third
power.
+ Addition =B1+B2 Enters the total of
The values in cells B1
and B2.
- Subtraction =B1-B2 Subtracts the value In
cell B2 from the value
in cell B1.
* Multiplication =A1*B1 Multiplies the value
cell A1 by cell B1.
/ Division =A1/B1 Divides the value in
cell A1 by the value in
cell B1.

COMPARISION OPERATORS
They compare two values then produce a logical value i.e. TRUE or FALSE.

OPERATOR EXAMPLE
= (Equal to) A1=B1
> (Greater than) A1>B1
< (Less than) A1<B1
>=(Greater or equal to) A1>=B1
<=(Less or equal to) A1<=B1

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<>(Not equal to) A1<>B1

REFERENCE OPERATORS

OPERATOR EXAMPLES
:(COLON) Range operators which
produces one reference for all the cells B5:B15
between two references.

,(COMMA) Union operator which combines

multiple references into one. Sum (B5:B15,
D5:D1)

FORMULAS
A formula is an equation that analyses data in a worksheet. Formulas perform operations e.g.
addition, multiplication, comparison etc. They can refer to other
cells on the same worksheet as well as other sheets in the same workbook or
even in other workbooks .A formula must always begin with an equal sign or symbol e.g.=10-
5. The result of the formula is then displayed in the cell.
You can use parentheses to change the syntax (structure or order of elements)
e.g. in the formula =5+2*3 Excel carries multiplication first .If the parentheses are used, the
syntax changes.
E.g. =(5+2)*3

FUNCTIONS
This is a special kind of predefined by Excel
The specific arguments required by a function depend on what the function does.

THE SUM FUNCTION

The sum function sums up a range total. This function saves time e.g. instead of creating a
formula = A1+B1+C1+A2+B2+C3+A3+B3+C3 a sum function will make it easy i.e.
=SUM (A1:C3)
Please, note the reference operator :(colon)

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RETURN VALUES OF FUNCTIONS

AVERAGE: If cell A1 contains value 12 and B1 value 8,the function =average (A1:B1)
returns 10.

MODE: This is the most frequently occurring or repetitive value in an array of data
syntax e.g. =mode (10,3,4,3,5,3,7,3,4)
N/B If a data set has no duplicate values, mode returns the # N/A error value.

MEDIAN: This is the middle value or the number in the middle of a set of
numbers
Syntax e.g. =median (2,4,6,8,10)
Numbers in the middle e.g.
=Median (1,2,3,4,5) equal 3
=Median (1,2,3,4,5,6,) equals to 3.5 and this is the average of 3+4

Excel Error Values

The various types of errors you may encounter as you use formulas are:

Error Description
#DIV/0! The formula is attempting to divide by zero. Check the cell references
for blanks or zeros that may have resulted if you deleted a cell
referenced by the formula.
#N/A The formula refers to a cell with a #N/A entry or a cell that
contains no value. This error warns you that not all the data referenced by
a formula is available.
#NAME? Excel doesn’t recognize a name you entered in a formula. Verify that
all names in the formula exist and define any missing names.
If applicable, verify that you used the correct function name.
#NULL! The formula specifies two areas that don’t intersect. Check to
see
if you entered the cell or range reference incorrectly.
Remember to
use commas (not spaces) between function arguments.
#NUM! There is a problem with a number used in the formula. Check for
the correct use of function arguments.
#REF! A cell reference in the formula is incorrect. Check for changes to cell
reference caused by deleting cells, rows or columns referenced by the
formula.
#VALUE! The formula contains the wrong type of argument or

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operator. Check for the correct syntax of the formula.

6.8 INTRODUCTION TO DATA ANALYSIS

Ways to analyze statistics

Microsoft Excel provides a set of data analysis tools called the Analysis Toolpak that you can
use to save steps when you develop complex statistical or engineering analyses. You provide
the data and parameters for each analysis; the tool uses the appropriate statistical or
engineering macro functions and then displays the results in an output table. Some tools
generate charts in addition to output tables.
To view a list of available analysis tools, click Data Analysis on the Tools menu. N/B If the
Toolpak is not available from the tools menu, click Add-Ins from the tools menu then choose
Analysis Toolpak.

USING DESCRIPTIVE STATISTICS

Procedure
1. From the tools menu choose and click Data Analysis.
2. From Analysis tools choose and click Descriptive statistics.
3. From the resulting dialogue box, choose as desired as explained below;

Input Range
Enter the cell reference for the range of data you want to analyze. The reference
must consist of two or more adjacent ranges of data arranged in columns or
rows.

Grouped By
To indicate whether the data in the input range is arranged in rows or in columns, click
Rows or Columns.

Labels in First Row/Labels in First Column

If the first row of your input range contains labels, select the labels in First Row check box. If
the labels are in the first column of your input range, select the Labels in First Column check
box. This check box is clear if your input range has no labels; Microsoft Excel generates
appropriate data labels for the output table.

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Output Range
Enter the reference for the upper left cell of the output table. This tool produces two columns of
information for each data set. The left column contains statistics labs and the right column
contains the statistics. Microsoft Excel writes a two- column table of statistics for each column
or row in the input range depending on the Grouped By option selected.

New Worksheet Ply

Click to insert a new worksheet in the current workbook and paste the results starting at cell
A1 of the new worksheet. To name the new worksheet, type a name in the box.

New Workbook
Click to create a new workbook and paste the results on a new worksheet in the new workbook.

SUMMARY STATISTICS
Select if you want Microsoft Excel to produce one field for each of the following statistics in
the output table: Mean, Standard Error (of the mean), Median, Mode, Standard Deviation,
Variance, Kurtosis, Skewness, range, Maximum, Minimum, Sum, Count, Largest (#), Smallest
(#), and Confidence Level.

Merge cells to span several columns or rows

Merging combines two or more selected adjacent cells to create a single cell. The resulting
merged cell contains the upper left-most data in the selection which is centered within the cell.
The cell reference for a merged cell is the upper-left cell in the original selected range.

1. Select the cells that you want to merge.

2. To merge cells in a row and center the cell contents, click Merge and Center.

To merge any selection of cells within a row or column, click cells on the Format menu, click the
Alignment tab and then select the Merge cells check box.

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Applying an autoformat to a range

1.Select the range you want to format. 2.On the
Format menu, click AutoFormat.
3. In the Table box, click the format you want.
4. Click
Ok.

To use only selected parts of the autoformat, click Options and then clear the check boxes
for the formats you don’t want to apply.

Remove an autoformat from a range of cells

1.Select the range that has the autoformat you want to remove. 2.On the Format
menu, click Autoformat.
3.In the Table box, click None. 4.Click Ok.

6.9 WORKING WITH CHARTS

You can display Microsoft Excel data graphically in a chart. Charts are linked to the worksheet
data they are created from and are updated when you change the worksheet data. You can
create charts from cells or ranges that are not next to one another.

1. Select the cells that contain the data that you want appear in the chart.
2. Click Chart Wizard on the standard tool bar or click insert menu then chart.
3. Follow the instructions in the Chart Wizard.

Create a chart from non-adjacent selections

1. Select the first group that contains the data you want to include.
2. While holding down CTRL key, select any additional cell groups you want to include.
3. Click Chart Wizard on the standard toolbar or insert menu then chart.
4. Follow the instructions in the Chart Wizard.

Add a text box to a chart

1. lick the chart to which you want to add a text box.
2. On the Drawing toolbar, click Text box.
3. Click where you want the text box and then drag until the box is the size you want.
4. Type the text you want in the box. The text will wrap inside the box. 5.When
you finish typing, press ESC or click outside of the text box.

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Select a different chart type

1.Click the chart you want to change. 2.On the
Chart menu, click Chart type.
3.On the Standard Types or Custom types tab, click the chart type you want

Custom chart types

When you create a chart or want to change the chart type, you can choose between a
standard chart type and a custom chart type.
With a custom chart type, which is similar to a template, you can quickly change the look of your
chart. Each custom chart type is based on a standard chart type and contains additional
formatting and options such as a legend, gridlines, data labels, a secondary axis, colors, patterns,
fills and placement choices for various chart items.

1. Click the chart you want to change.

2. On the Chart menu, click chart type.
3. On the custom Types tab, click the chart you want.

Move and resize chart items by the use of the mouse

You can use the mouse to resize and move the chart area, the plot area and the legend.
Microsoft Excel automatically sizes titles to accommodate their text. You can move titles with
the mouse but not resize them.

1. Click the chart

item.
2. To move a chart item, point to the item and then drag it to another location.

To resize a chart item, point to a sizing handle.

When the mouse pointer changes to a double-headed arrow, drag the sizing
handle until the item is the size you want.

Rotate text in a chart title or along an axis

You can rotate or “angle” text in a chart or along an axis. However, you cannot rotate
legend text.
1. Click the axis or the title you want to format.
2. If you clicked an axis, click Axis on the Format menu.
3. Click the Alignment tab.
4. To rotate text, under Orientation, click a degree point or drag the indicator
to the position you want.

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About using a list as a database

In Microsoft Excel, you can easily use a list as a database. When you perform database tasks
such as finding, sorting or subtotaling data, Microsoft Excel
automatically recognizes the list as a database and uses the following elements to list
organize the data.

Y The columns in the list are the fields in the database.

Y The columns labels in the list are the fields names in the database.
Y Each row in the list is a record in the database.

Sorting a list
You can rearrange the rows or columns of a list based on the values in the list by sorting.
When you sort, Microsoft Excel rearranges rows, columns or individual cells by using the
sort order that you specify. You can sort lists in ascending (1 to 9,A to Z) or descending (9 to
1,Z to A) order and sort based on the contents of one or more columns.

Sort in ascending or descending order A

ZZ

A
1. Click a cell in the column you would like data sort.
2. Click Sort ascending or descending button on the standard toolbar.

Sort columns based on the contents of rows

1.Click a cell in the list you want to sort. 2.On the
Data menu, click sort.
3. Click Options.
4. Under Orientation, click sort left to right and then click Ok.
5. In the Sort by and Then by boxes, click the rows you want to sort. 6.Click
Ok.

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Using apply filter

Autofilter
Displays only those rows that match the value in the active cell and inserts Autofilter
arrows to the right of each column label.

Show all
Displays all of the rows in a filtered list.

6.10 Chapter Review Exercise

Intermediate Spreadsheet Concepts Exercise

Create a spreadsheet using the following information. You have been asked to prepare a
spreadsheet to show the profit and loss figure for the last financial year. The profit and loss
should be shown as a dollars and as a percentage.

1) Enter the raw data below, applying as many presentation Features (Font, Font Size, Font Colour,
Number Formats and Colour, Cell Shading, Text Rotation, etc) to it as you wish.
2) Apply appropriate number formats to your numbers.

3) Give your spreadsheet an appropriate title and center it across your spreadsheet.
4) Select the best page orientation for your spreadsheet.
5) Adjust the column width and row height to suit the layout you have selected.
6) Create formula's to calculate the profit / loss as a currency for each month.
7) Create formula's to calculate the profit / loss as a percentage for each month.
8) Create formula's to calculate the Annual Totals for the Income, expenditure, and profit / loss.
9) Create a formula to calculate the profit / loss for the whole year.
10) Setup an appropriate header for this spreadsheet.
11) Setup a page number for this spreadsheet and place it in the footer.

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Month Income Expenditure

March 1259.9 1410.45
April 1163.98 1499.10
May 1533 1370.25
June 1774 1440.8
July 1631 1530.25
August 1658 1490.55
September 1781 1369
October 1821.54 1420
November 2233.82 1611.81
December 2537.22 1577.63
January 1650 1423.98
February 1623 1598.12

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CHAPTER SEVEN

DATABASE MANAGEMENT SYSTEMS

At the end of the chapter the learner shall be able to;

• Explain the different database terms
• Open and use an existing database
• Design and create a simple database
• Save database objects with appropriate names
• Create simple queries
• Design input forms
• Design output reports

These are software that allow records to be entered in the system and to be
retrieved in a specified format. Examples are Ms Access, Paradox, Dbase, FoxPro, Sybase.
From the above examples, we shall look at Ms Access.

7.1 MS ACCESS
MS Access is a database tool used to store, maintain and use a collection of information
that is organized to serve a specific purpose.

A database is a collection of related information organized to serve a specific

purpose.

Benefits of using database to store information

1. Fast retrieval of information i.e. data is easier to find.
2. Easy to maintain accurate and up to date data.
3. Easy to analyze and make summary reports on the stored data.
4. Easy to protect your data from unauthorized access.
5. Information can be accessed in many ways.

Database objects
Tables, Queries, Forms, Reports, Macros, Modules.

Tables
Collection of data about a specific subject e.g. customers, employees e.t.c.
In a table, data is organized in fields (columns) and records (rows)

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A table consists of:

(a)Field names
(b) Data types
(c) Description

(a) Field name: - these are column headings for the table being created.
(b) Data types: - the attribute of a field that determines the type of data it can
hold e.g. text, Numeric, Currency etc.
(c) Description: - This column is optional but can be used to give a detailed of
the field name.

Primary key: - This is a field that is used to uniquely identify each record stored in a
table.

Queries

A query is a type of database search. It enables you to retrieve data that has met conditions you
specify, indicating data from tables.
The word ‘query’ literally means ‘to ask’. Access queries provide a way of asking about your
data. When you design a query, you identify the fields to be included and the records to be
retrieved from one or more tables.
You can as well update or delete multiple records at the same time, perform built in or custom
calculations on your data.

Forms

They are used for adding new data, editing or displaying existing data. This data can be in a table
or a query. Information entered directly in a form will appear in Tables automatically.

Reports

The desired result of any database is to provide information in the form of reports. You
can print reports from tables or queries in any desired format. Reports are used to
summarize and display data from your database. It displays the most up-to-date
information.

Modules
They are collection of codes using Access Basic programming language. If programming
is necessary, you can write modules.

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Database definitions
1. Field: This is any piece of information in a database e.g. Names, Age, Birth
date.
2. Record: It is a collection of several related fields.
3. Database File: This is a collection of several records.

Applications of databases
1. Educational applications: Preparing students’ reports, class schedules.
2. Retail applications: This may include sales projections and Quotas,
Market analysis e.t.c.
3. Legal applications: This may include client information and case
schedules.
4. Financial applications: This may include stock market forecasting and
end of year financial reports.

PLANNING REQUIREMENTS
In order to plan an efficient database you need to ask yourself some questions,
these include.

1. What information do I need to keep track on?

2. What is my hardware and software capability?
3. Who will be using the database?
4. What are the projected future database needs?
Using the example of student records database, let us design, implement and use Access as a
database manager.

The subject/object here is a student and the suggested field names could be;
i) Student’s name
ii) Student’s registration number
iii) Student’s address
iv) Parent’s name
v) Age
vi) Sex
vii) Course taken
viii) Subjects
ix) Hours a subject takes
x) The lecturer
xi) Lecture’s rate per hour
xii) Tuition fee

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xiii) Course duration

xiv) Date of admission
xv) Amount paid

All the above listed is information about one object – student. There is need
however to limit the list to the subject area only.

Therefore the next stage you ask question (s) like:

Y Do I want to store information about lecture’s records or student’s?
Y If I want the student’s records, should I include fee payments records, timetable or
examination records?

Let us assume we wish to store student fee payment records only. This will
reduce above list to the following.

i) Student’s name
ii) Student’s registration number
iii) Student’s address
iv) Course taken
v) Age
vi) Sex
vii) Date of admission
viii) Amount paid

7.2 WORKING WITH ACCESS 2000

Starting Access
1. Click start button and move to programs.
2. Move to Ms access and click.
3. The resulting dialog box prompts you to create a new database using
either blank database, database wizard or existing database.
4. Click ‘blank database, option since you are creating a new one. To
open an existing one, click the appropriate option.
5. The ‘file new database’ window appears. Enter the name of the
database you want to create i.e. (Macarl student record system) and click Create.
6. A database window appears. It is blank since there are no tables,
queries, forms, and reports.

NB: The database name (Macarl student record system) is displayed on the title bar of the
database window.

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7.3

WORKING WITH TABLES

1. Click new (after clicking the tables tab)
2. ‘A new table’ window appears. You can create a new table with the
different options listed.
3. Select the design view and click Ok.
4. The ‘table window’ appears with field name, data type and description columns (as
discussed in tables earlier)
5. In the Field name, type the first field i.e. assuming we are creating
Table ts, one suggested field could be Student name.
onstuden
Therefore, type Student name.

6. Click data type column and select the data type, (in this case text)
7. Click the description column and describe the field you have just made.
However it is optional and could be skipped.
8. Define all other student’s detail fields by repeating steps 5-7.
9. Close the table and respond affirmatively to ‘save changes’ dialog box.
Save the table as ‘students’
NB: your database now has one table object.

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DATA TYPE USE EXAMPLE

Text (Default) text or combination Stephen, Mary, KAZ

of text & numbers as well as 078w KQ2534
numbers that don’t require
calculations such as phone
numbers. The default size is
50 characters but up to 225
characters can be stored.

Memo Lengthy text or combination Notes and descriptions

of text and numbers. Can
store up to 64,000 characters
Number Numerical data used in 6634,76731,890987,33,978
mathematical calculations,
except that involving money.
Date and time Dates and times values for the 2-jan, 17/8/90, 09:55AM
years 100 through 9999 4-march-1789
Currency Monetary values $5689,ksh9873, £5637

Auto number A unique sequential

(incremented by 1) number or
random number assigned by Ms
Access whenever a record is added.
AutoNumber cannot be updated

Yes/No Yes or No values or fields

contains only one or two
values (true/false, yes /no, on off)

OLE object Graphics and objects such that

Ms Excel spreadsheets, sounds can
be embedded to Access

A unique field is required in every table. This is an identification key like the national ID
card that identifies each person individually. The unique key is referred to as primary key
in Access. It is useful when you want to avoid entering duplicated records.
If what you design does not have a unique field, Access lets you include a special field
called AutoNumber which contains sequential or random numbers that Access automatically
generates as you add new records.

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Setting a primary key

1. In the table design view, click inside the key you want to define as the primary
key.
2. Click edit from the menu, move to primary key and click.

N/B: If Access has already taken AutoNumber as the primary key, delete the
record by choosing it from the border and pressing delete key from the
keyboard.

Using the data sheet view and the design view

1.Select the table icon by clicking on it once. 2.In

the database window, click open
3.The table is open displaying all the field without any record 4.At this
juncture, you can add records in your table
5.In case you want to change the a field name, click view from the menu bar 6.Click design view,
highlight the field you want to rename and type the new
name.

N/B:
◆ Datasheet view allows you to add records while design you modify the table in
view.
◆ You can rename a field in data sheet view by double clicking the field and typing a new
name

To create a table using a wizard

1) Click on the tables tab.
2) Click new.
3) Select table wizard.
4) Follow screen instruction

Sorting records in the table

Y Sorting helps to quickly locate the highest or the lowest value in a list E.g. you can sort to
know who has paid the highest amount.
Y It also helps arranging data in order of priority.

Procedure
1) Position the cursor in the field you want to sort.

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2) To sort in ascending or descending, click records from the menu bar.

3) Move to sort and choose as desired.

Insert, Delete or Rename a column

Y To insert a new column to the left of the current column, click column on the insert
menu.
Y To rename a column, double click its heading and then type the name desired.
Y To delete a column, click the column heading to select it and then click Delete Column
on the Edit menu.

7.4 RELATIONSHIPS
After setting up different tables for each subject in a database, there is need to let access know
how to bring the information back together. The first step in this process is to define
relationships between the tables. After that, queries, forms, reports can be used to display the
information from all the tables at once.

A relationship is an association established between common fields in two tables. It can be one-
to-one, one-to-many or many-to-many relationship. A relationship works by matching data in
key fields usually a field with the same name in both tables.

A one-to-one relationship
In a one-to-one relationship, each record in Table A can only have one matching
record in Table B and each record in Table B can have only one matching record
in Table B.

A one-to-many relationship
A one-to-many relationship is the most common type of relationship. In a one-to-
many relationship, a record in Table A can have many matching records in Table
B, but a record in Table B has only one matching record in Table A.

A many-to-many relationship
In a many-to-many relationship, a record in Table A can have many matching
records in Table B, and a record in Table B can have many matching records in Table A. This
type of relationship is only possible by defining a third table (called a junction table) whose
primary key consists of two fields, the foreign keys from both Tables A and B. A many to
many relationship is really two one-to-many relationships with a third table.

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7.5 WORKING WITH QUERIES

Creating a query
Query is a database search. It enables you retrieve data that meets certain criteria.
You can use a query to create a table, a report or a form. When you have a
frequently asked query, you can save it so that each time you need the information,
you just run the query instead of opening the table.

Creating a select query

1. In the database window, click the query tab.
2. Click the ‘New’ button and then select design view.
3. Click OK.
4. The show table dialog box appears. In this dialog box, you select the table(s) that you want
to base your query on.
5. Select the table and click Add.
6. Click close to close the dialog box and get to the query window.
7. Place the cursor in the row for ‘field’ and click to chose the field(s) you want in your query.
8. To view the output, click on the ‘RUN’ button on the query design toolbar.
.

Saving a query
1. Close the query box by clicking ‘X’ button
2. Click yes when prompted to save the query.
3. Type the name of the query in the ‘save as’ dialog box. In our case ‘students
balance s’
4. Click Ok

Creating an update query

This is used when you want to make changes to a group of records in one or more tables all at
once. It changes all specified records at once to reflect the correct information
For example: when you wish to raise the fee of an amount paid in your database by
10%.

Procedure
1. Create a new query in the design view.

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2. Select the table that you want to update records.

3. Add the field/s you want to update in our case ‘amount paid’
4. Click ‘query ‘ from the menu bar, click ‘update query’. This changes the query
from a select query to an update query.
The ‘update to’ row is added.
5. Select the field(s) to be updated (In this case amount paid)
6. In the ‘update to’ cell, type in the expression that you will use to update information in
your table.

Example: You may decide to raise the fees by 1000,therefore you paid] type [amount
+1000 in the ‘update to’ row of the amount paid field.
7. Run the query.
8. A warning appears informing you that the action cannot be reversed.
9. Click Yes to update the records.
10. Close the query and save the changes.

NB: An update query does not open the records when double clicked, Instead you should open
the table that you run the update query on to view the results.

A query that meets a given criteria

1. Open the table you want to query.
2. In the database window, click the query tab.
3. Choose the table(s) that you want to query, in the show table dialog box, click add and then
close.
4. In the field area, select the field(s) to be included in your query E.g. you can select
‘student’s name’ and ‘amount paid’ fields.
5. In the criteria row, type the criteria you want to base your query on e.g. if you are querying
for all the students who have paid over Ksh2000, type >Ksh2000 under the ‘amount paid’
field.
6. Click the run button ‘!’ on the toolbar.
7. Save the changes you have made.

Creating a Delete query

A delete query removes records you specify e.g. you can remove outdated records

1. Open the table that you want to query.

2. Click the queries tab.
3. Click new then design view.
4. Add the table you want to query, then close.
5. Click the query menu, choose and click delete query. Ms Access automatically
adds a Delete row.

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6. Select the field you want delete records from. Choose the criteria of the records e.g.
<01/10/1999
7. Click the run button ‘! ‘
8. A dialog box appears warning you about running the query. Click yes to delete then close the
query.
9. Save the query.

Creating a Total Query

1. Create a new query in design view and add the table to be used for the query.
2. Select the fields to appear in the query.
3. In the view menu, click ‘totals’ or click ‘Σ’ from the query design toolbar.
4. The total row appears in the grid. The words ‘group by’ appear under each field
selected.
5. You need to specify the field to be used for grouping and the fields to be used for totals
(calculations). For fields to be used for grouping, select ‘group by’ in the total row.
6. For fields to be used for totals, select a type of calculations e.g. count, sum,
average e.t.c
7. Run the query.

TYPES OF TOTALS
Types of Calculations Used to calculate
Sum The total values in a field
Average The average values of a field
Minimum (Min) The lowest value in a field
Maximum (Max) The highest value in a field
Count The number of values in a field
StDev The standard deviation of values in a field
Var The variance of values in a field
First The field value from the first record in a table or a
query
Last The field value from the last record in a table or a
query

Creating tables using a Make Table Query

When you create a table using a query, the primary key and other field
properties are not inherited. They have to be set afresh.

1. Create a new query or use an existing one.

2. On the query menu, click on the ‘Make-Table’ option.

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3. The ‘Make Table’ dialog box appears. In the ‘Table Name’ type the name of the table
you want to create, or click the one you want to replace from the drop down menu.
4. Click “Current Database” to put the new table in the open database, or “Another
Database” and type the name of the database you want to put the new table in.
5. Click Ok.

Creating a Parameter query

A parameter query is a query that when run displays its own dialog box prompting you for
information, such as criteria for retrieving records or a value you want to insert in a field. You
can design the query to prompt you for more than one piece of information; for example, you
can design it to prompt you for two dates. Microsoft Access can then retrieve all records that
fall between those two dates.

To prompt the user for one or more characters to search for, and then find records that
begin with or contain the characters the user specifies, create a parameter query that uses
the LIKE operator and the wildcard symbol (*). For example.

For a field that displays dates, you can display the prompts "Type the beginning date:" and "Type
the ending date:" to specify a range of values.
Procedure
1 .In the database window, click the query tab.
2. Click the ‘New’ button and then select design view.
3. Click OK.
4. The show table dialog box appears. In this dialog box, you select the
table(s) that you want to base your query on.
5. Select the table and click Add.
6. Click close to close the dialog box and get to the query window.
7. Place the cursor in the row for ‘field’ and click to chose the field(s) you
want in your query.
8. In the field's Criteria cell, type Between [Type the beginning date:] And
[Type the ending date:].
9. Click the run button ‘!’ on the toolbar.
10. Save the changes you have made.

Searching for words that begin with a specified letter.

1 .In the database window, click the query tab.
2. Click the ‘New’ button and then select design view.

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3. Click OK.
4. The show table dialog box appears. In this dialog box, you select the table(s) that
you want to base your query on.
5. Select the table and click Add.
6. Click close to close the dialog box and get to the query window.
7. Place the cursor in the row for ‘field’ and click to chose the field(s) you want in your
query.
8. In the field's Criteria cell, type
LIKE [Enter the first character to search by:] & "*"

9. Click the run button ‘!’ on the toolbar.

10. Save the changes you have made.

Searching for words that contain a specified character.

1 .In the database window, click the query tab.
2. Click the ‘New’ button and then select design view.
3. Click OK.
4. The show table dialog box appears. In this dialog box, you select the table(s) that
you want to base your query on.
5. Select the table and click Add.
6. Click close to close the dialog box and get to the query window.
7. Place the cursor in the row for ‘field’ and click to chose the field(s) you want in your
query.
8. In the field's Criteria cell, type
LIKE "*" & [Enter any character to search by:] & "*"

9. Click the run button ‘!’ on the toolbar.

10. Save the changes you have made.

7.6 FORMS

Working with forms

A form is basically a way of displaying data, record by record. It is the most convenient
object in which a non-experienced user of Access can enter records. Any record entered using a
form is automatically entered into the table. In forms, you can edit, sort, filter, add/delete records
etc.

To create a form using wizard

(a) In database window, click the forms tab. Click
(b) new.
(c) In the new form dialog box, click the wizard you want .

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(d) Click the name of the table or query that includes the data you want to base your form on.
(e) Click Ok

To create a form using tabular /columnar Autoform

a) In the database window, click on forms tab

b) In the new form dialog box click, tabular/columnar Autoform.
c) Click the name of the table or query that includes the data you want to base your
form on.
d) Click Ok

(Object linking and Embedding)

O.L.E : its an object such as the Ms- word document, MS –Excel spreadsheet,
graphics, sound or other binary data linked to or embedded in a MS-Access table.
Access allows you to accompany your database with graphical objects e.g. you can have
a customers photo as one of the items in his records. You can have the picture of the products
you have on sale etc.

Procedure

1) In the database window, click the tables tab then click new or use an existing
table.
2) Click design view then Ok
3) Designate one of the field for the O.L.E. The field name could be photo, picture etc.
For its data type, select O.L.E. objects.
4) Close the table and save the changes.
5) Open the table.
6) Right click the O.L.E fields(s) then insert object.
7) From the object type list, select a category i.e. Microsoft clip gallery then
click Ok.
8) Select a clip then click insert.

NB/ The object will always be seen whenever you open a form based on the table or query
that has the O.L.E field.

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7.7 REPORTS
Reports are used to analyze data or present it in a certain way in print. A report could be that
which groups data and calculates totals and another different data formatted for printing mailing
tables.

To create A Report using Wizard

You can create a report on your own or you can have Ms-Access create one for you .The
wizard speeds up the process since it does all the basic work for you. A wizard promotes you for
information and creates a report based on your answers. You can also customize a table in
design vie\w.

Procedures

1) In the database window, click the report tab.

2) Click new.
3) In the new report dialog box, click the wizard that you want to use. A description of
the wizard appears on the left side of the dialog box.
4) Click the table or the query that contains the data you want to base your report on.
5) Click Ok.
6) Follow the directions in the wizard dialog boxes.

To create a report using a Columnar/ Tabular Autoform

1) In the database window, click the reports tab.

2) Click New.
3) In the New Report dialog box, click either Columnar or Tabular Autoform.
4) Click the table or the queries that contain the data you want to base your report on.
5) Click Ok.

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7.8 Chapter Review Exercise

Prepare a database table and assign appropriate data types to hold the following data and define a
primary key
Name Course DATE OF SEX FEES(Kshs.)
BITH
Kilonzo David Muthami B. Ed 31/01/92 Male 54,000
Mumbi Irene Wangui M. Ed 06/10/87 Female 60,000
Mwangi Muriithi M. Ed 21/06/93 Male 54,000
Simon Kinyanjui BBIT 16/09/97 Male 62,000
Muuki Agneta Kalekye B. Ed 19/04/93 Female 60,000
Wang'ombe Grace BBIT 17/01/88 Female 54,000
Kiramana Paul M. Ed 25/04/90 Male 19,000
Gatwiri Everlyn B. Ed 11/11/92 Female 60,000
Ruth Wangeci BBIT 31/01/92 Female 16,000
Harrison Mundia B. Ed 2/01/89 Male 22,000
Musyoka Ruth B. Ed 31/01/92 Female 36,000
Mwenda Sylivia BBIT 19/08/94 Female 41,000
Reuben Gichana M. Ed 11/05/92 Male 56,000
Mutio Mary Mwikali B. Ed 31/12/91 Female 60,000
Karanja Kelvin BBM 26/11/92 Male 60,000

Required
1. Create a data entry form in design view and apply your own design in the form
2. Enter the above records using the form above
3. The semesters fees is 60,000 Kshs. Produce a list of students who have cleared the
fees
4. Produce a list of Female students taking a course in education
5. Produce a list of students who were born before the year 1990
6. Product a report that will show the current students grouping them by their respective
courses
7. Prepare a report showing a list of students who have cleared their fees
8. Prepare a macro that will open no 3 above and open the report on 7 above.

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CHAPTER EIGHT

PRESENTATION GRAPHICS

At the end of the chapter the learner shall be able to;

• Prepare a presentation in Microsoft PowerPoint
• Use pictures and objects
• Use animation in Microsoft PowerPoint
• Create organization charts using the Microsoft PowerPoint tools
• Create graphs using the Microsoft PowerPoint tools

MS POWERPOINT
INTRODUCTION
What is PowerPoint?
This is a complete presentation graphics package.
It gives you everything you
need to produce a professionally looking presentation. It enables you to express your ideas in
graphics, text and objects all in one.

What is presentation?
It is a collection of slides, handouts, speaker’s note, and outline all in one file. As
create a slide you are creating a presentation, giving it a format that will carry
through from beginning to the end.

What is a slide?
Slides are individual pages of your presentation. Slides have titles, text, drawn
objects, shapes, clip arts, and visuals created with other application.

Starting PowerPoint
From the start menu select programs and the move to PowerPoint and click.

Working with the toolbar

During the beginning of your session, the toolbar necessary for manipulating the
text and objects in your slide might not be visible.

To view the toolbar

1. Select view from the menu bar
2. Choose toolbars
3. Click “Common Tasks”

8.1 CREATING A NEW PRESENTATION

You can create a new presentation using the following options:

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1. AutoContent Wizard: This contains suggested contents and designs. The AutoContent
wizard contains sample presentations for a variety of topics
e.g. a company meeting or an event planning.
2. Templates: This determines the presentation’s design but does not include contents.
3. Blank presentation: This enable you to choose the layout desired hence helping you
to have a customized presentation.

Creating a blank presentation

1. When starting PowerPoint, click blank presentation. When still running
PowerPoint, click the “New” button on the standard tool bar.
2. Select a layout for your slide.
3. Type the title and anything else on the layout depending on the style of the layout.
4. On the “Common tasks toolbar”, click “New Slide” and select a new
layout for the next slide.
5. Repeat steps 3 and 4 for each new slide.

N.B: You can put as many slides as desired.

8.2 ADDING AND FORMATTING TEXT

Add text.
Normally the easiest way to add text to a slide is to type directly into any placeholder
that accommodates text. However when you want to add text outside a placeholder you
use “Text Box tool on the drawing toolbar.

Changing the font and color of the text

1. Highlight the text to be formatted
2. From the format menu click font
3. Choose the desired font size color e.t.c
4. Click okay.

Add, change or remove a bullet

After you create a bulleted text, you can change the look of the bullets: their size, shape,
color, e.t.c
To change a bullet, you need to highlight the test associated with the bullets. You cannot
highlight a bullet.
1. Highlight the text
2. In the format menu, select bullets
3. Choose from the variety of bullets and click
4. Specify things like color and the size.
5. Click okay

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Adding a special text effect

You can add special effects to text by using the “word Art” tool on the
drawing toolbar. You rotate, sketch, shadow or fill it with color using the
“Word Art” toolbar.
1. From the insert menu move to picture
2. Move to word art and click
3. Choose the shape of the word art and click okay
4. Type the text you want to add special effects after deleting “Your text
here”

FORMATTING YOUR SLIDE

Colors and designs are added to slides in a presentation for enhancement. They also help
in capturing the attention of the audience. You can either add a background color, apply
design or both.

Applying background
1. Choose the slide you want to apply background (if you have several) by
scrolling.
2. In the format menu choose background and click.
3. In the drop down list choose the color desired (click more colours to view more)
4. Click apply.

Applying patterns, textures and pictures as backgrounds

1. Repeat steps 1 & 2 in 4.1 (above)
2. In the drop down list, click ‘fill effects’
3. Click gradient, texture, pattern or picture tab.
4. Choose as desired.

Applying design
1. Choose the slide you want to design.
2. In the format menu choose, apply design, and click.
3. In the resulting dialog box, choose the desired design.
4. Click apply.

8.3 WORKING WITH DIFERENT VIEWS

A slide can be looked at in different angles. These views help a lot while
working on your presentations.
To access the views, click view from the menu bar. The most common views are:

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1. Slide: Views individual slide.

2. Outline: Views all slides (outlined). NB.Graphics & Text effects cannot be viewed in
outline.
3. Slide sorter: Miniatures all slides in your presentation. You can animate, transit, sort
etc in this view.
4. Slide show: Complete presentation is run in this view.

Getting a specific slide.

When you have several slides and you want a specific one,

In this view Do this

◆ Slide or notes page Drag the vertical scroll bar until you get
The slide.
◆ Outline Double click the slide icon.
◆ Slide sorter Double click the slide.
◆ Slide show Right click, point to ‘GO’ on the
shortcut
Menu, and click slide Navigator.

Change the view to black and white

From the view menu click black & white
NB: When you run the slide show it will show color.

Deleting a slide
1. Select the slide you want to delete
2. On the Edit menu, click Delete Slide

8.4 WORKING WITH OBJECTS

Objects in PowerPoint could be any of the following
• Clip Arts
• Tables and graphs from other applications e.g. Excel
• Paint brush pictures
• Media clips and many more

PowerPoint comes with its own set of pictures in the clip art gallery. The clip art gallery includes
a wide variety of clip arts that makes it easy for you to dress up your presentation with
professionally designed images. You will find everything from maps to people and from
buildings to scenic backgrounds.

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Inserting pictures in your presentation

1. From the insert menu point to pictures
2. You can choose from the different sources i.e. clipart gallery, scanner, file etc.
3. From the source you have chosen, chose the picture and click insert.

Inserting Auto Shapes

1. From the Draw menu click auto shapes
2. Move to desired category
3. Choose the shape and click
4. After the mouse pointer changes shape, click and drag at the insertion position.

Working with organization chart

1. Display the slide you want to add organization chart
2. On the insert menu, move to pictures then to organization chart and click
3. Use the chart’s tools and menus to sign your chart
4. To return to PowerPoint, click exit & return to presentation from the file
menu.

N.B : In the slide layout, you can choose a layout with the organization chart.

8.5 USING AUTO CONTENT WIZARD

This option is for creating a presentation using Outline View that contains sample
presentation on various topics.
1. When opening PowerPoint click Auto Content wizard, If running
PowerPoint click “New” In the file menu and the click presentations tab. Double click
auto content wizard.
2. Follow the instructions given by choosing appropriately.
3. Double click slide 1 icon to switch to slide view. Type the title of your
presentation
4. Use the scroll bar to move to the other slides and type your text in place of
the sample text.

Using Templates
This option helps you to create slides with a particular chosen design. E.g. Blush,
Fireball, Fan etc.

8.6 ANIMATION
You can animate text, graphics sounds, movies, and other objects on your slides so as to focus
on important points, control the flow of information, and add

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interest to your presentation. You can have each main bullet point appear independently of others,
or you can have objects appear progressively, one after another.
You can set up the way you want each bullet point or object to appear on your slide e.g. to fly
in from the left and whether you want other bullets or objects to dim or change color when you
add a new element. You also change the order of timing of your animation.

Animating objects & text on the slide.

1. In slide view, display the slide that has the text or objects you want to
animate.
2. On the slide show menu, click “custom animation”, and then click timing
tab.
3. Under “slide objects without animation’, select the text or object you want to animate
and then click animate.
4. Choose ‘on mouse click’ to activate the animation after a mouse click or
‘automatically’, and then enter the umber of seconds you want to elapse between the
previous animation and the current one.
5. Click the effect tab.
6. If you are animating a chart in Microsoft Graph, click the Chart Efforts tab.
7. Under ‘entry animation and sound’, select the options you want.
8. Click the timing tab and repeat steps 3 through 6 for every object you want to
animate. You can click the preview button to see how your animation works.

Changing the order of the animation on a slide

1. In the slide view, display the slide you want to change the order in.
2. On the slide show menu, click Custom Animation.
3. Under ‘animation order’, select the object you want to change, and the click one of
the arrows to move the objects up or down on the list.
4. Repeat the process for each objects whose order you want to change.

Add an effect on an animated object after it appears

1. In slide view, display the slide you want to add an effect to.
2. On the slide show menu, click Custom Animation, and then click the effects tab.
3. Under animation order, select the object you want to add an effect to, and then click an
option under after animation.
4. Repeat the process for each object you want to add and effect to

Add Transitions To A Slide Show

For the slide show to flow well you need to transit your slide.
1. In the slide view, select the slide you want to transit

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2. On the slide show menu, click ‘slide transition’.

3. In the effect box, choose a transition.
4. To apply a transition to one slide, click apply. Click ‘apply to all’ for all the
slides.
5. To view the transition, click slide show.

8.7 SAVING A PRESENTATION

There are different options of saving a presentation. The common ones are:

Saving a new or existing presentation to always open as a slide show.

1. Open the presentation you want to open as a slide show.
2. On the file menu click, save as.
3. In the ‘save as type’ list box, click PowerPoint show.
4. Choose the drive in the ‘save in’ box.
5. Click save.

8.8 PRINTING
You can print your entire presentation either in black and white or color.
1. Open the presentation you want to print.
2. Click print from the file menu.
3. In the resulting dialog box, choose and click as appropriate.
4. Click okay.

8.9 Margins
PowerPoint does not have fixed margins as in word processing programs. You can place text
and objects right up to the edge of a slide. You align objects by resizing their placeholders.

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8.10 Chapter Review Questions

1. You are the marketing manager of Mount Kenya University and you are
required to make a presentation at the Inter-University conference about Mount
Kenya. The presentation should not be less than 15 slides and should also have the following
features;
- Slides with the different layouts i.e Organisation chart, Chart, Tables, clip art
- Custom animation for the slides with animated text and images
- The slides should run automatically without clicking
- The presentation should be 3 minutes long in total
- Apply a design

2. You are the marketing manager of Mount Kenya University and you are
required to make a presentation at the Inter-University conference about Mount Kenya. The
presentation should not be less than 15 slides and should also have the following features;
- Slides with the different layouts i.e Organisation chart, Chart, Tables, clip
art
- Custom animation for the slides with animated text and images
- The slides should run automatically without clicking
- The presentation should be 3 minutes long in total
- Apply a design

3. You are the marketing manager of Mount Kenya University and you are required to make a
presentation at the Inter-University conference about Mount Kenya. The presentation should not
be less than 15 slides and should also have the following features;
- Slides with the different layouts i.e. Organization chart, Chart, Tables, clip
art
- Custom animation for the slides with animated text and images
- The slides should run automatically without clicking
- The presentation should be 3 minutes long in total
- Apply a design

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CHAPTER NINE

9.4 Chapter Review Questions

1. Which of the following resources cannot be shared on a network
(a)Data (b) Monitor (c) Printer (d) Application programs

2. In which year was the internet started (a)

1833 (b) 1990 (c) 1946 (d) 1969

3. What is the difference between the internet and the worldwide web?

4. Which of the following is not needed while connecting to the internet

(a)Speakers (b) Web browser (c) Telecommunication line (d) Modem

5. Which of the following is not a common internet service

(a)E-Mail (b) Internet relay chat (c) Google (d) Video Conferencing

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REVIEW QUESTIONS ANSWERS

Chapter 1.

1. C 2. D 3. A 4. D 5. True

Chapter 2

1. D 2. B 3. B 4. D 5. C

Chapter 3

1. A 2. D 3. B 4. A 5. D

Chapter 4

1. D 2. C 3. True 4. A

5. Locate the place to create your folder e.g. My Documents, Desktop, C Drive Go to File –
New – Folder. Or if creating on the desktop right click on the desktop and use the new option to
create a folder.
The folder will appear at the bottom of your list. When it displays as a black rectangle with
the words New Folder highlighted in blue, it is prompting you to give it a name. Type the name
of your folder and hit Enter.

Chapter 9

1. B
2. D
3. This is a special part of the internet that allows people to view information
stored on participating computers.
4. A
5. C

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Mt Kenya University

UNIVERSITY EXAMINATION

SCHOOL OF APPLIED AND SOCIAL SCIENCES

EXAMINATION FOR BACHELOR OF BUSINESS MANAGEMENT

UCU002: COMPUTER SKILLS APPLICATIONS Time : 2Hours

Instructions
Answer question ONE and any other TWO questions
Q1 (a) Define the following computer terms
(i) BIT
(ii) BYTE
(iii) Output
(iv) Virus
(v) Software
(10 marks)
(b) Computers have evolved through many generations over the years. State and
explain the five generations the computers have evolved through (5
marks)

(c) State and

explain any three classifications of computers based on their capacity and size (6 marks)
(d) Explain the main units of the Central processing unit (CPU) giving their
functions (6 Marks)
(e) Differentiate between RAM and ROM (3
marks)

Q2 Word Processing
(a) (i) Explain what
a font is. (2 marks)
(ii) Name two different fonts. (2 marks)
(b) State the two different page orientations a word processed document can be set to.
(2 marks)
(c) Describe how you would carry out the following word processor operations:
(i) Opening an existing document (2 marks)

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(ii) Creating a new document (2 marks)

(d) (i) Explain why you might want to change the size of the margins of a word
processed document such as a letter or report. (2 marks)
(ii) Name two word processing tools which can help proofread a
document.
(2 marks)
(e) Below are images of three button icons from a word processing program.
For each image describe the purpose of the button.

(i) (2 marks) (ii) (2 marks) (iii) (2 marks)

(Total 20 marks)
Q2 Spreadsheets
(a) Explain what the following spreadsheet functions do, illustrating your
answer with an
example of how the function could be used:
(i) SUM
(ii) AVERAGE
(iii) COUNT (9 marks)
(b) The image below shows a partially completed spreadsheet that will be used for
creating invoices.
An individual Item Total is calculated by multiplying Price and Quantity.
The Items Total figure is calculated by adding up all the individual Item Total
figures.
The Tax (10%) figure is calculated as 10% of the Items Total figure.
The Invoice Total is calculated by adding the Items Total and the Tax (10%)
figure together.

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(i) State a formula that correctly calculates the Item Total figure in E7. (2 marks)
(ii) State what the most efficient formula is to calculate the Items Total figure in
E12.
(2 marks)
(iii) State a formula that correctly calculates the Tax (10%) figure in E13. (2
marks)
(iv) State a formula that correctly calculates the Invoice Total figure in E14.
(2 marks)
(c) Suggest a
change to the formatting of the spreadsheet in order to improve the presentation of the
spreadsheet. (1 mark)
(d) Suggest a suitable folder name and file name for saving the spreadsheet.
(2 marks)
(Total 20 marks)
Q4 Database
(a) Explain what the following database terms mean.
(i) Record (sometimes called row) (2 marks)
(ii) Field (sometimes called column) (2 marks)
(iii) Table (2 marks)
(b) Give an example
of what a business might use a database for. (2 marks)
(c) State the most appropriate data type for storing each of the items of data
listed below.
(i) +44 (0)20 8329 2930 (1 mark) (ii) 21 July 1969 (1 mark) (iii) 3.1415 (1 mark)
(d) Below is a screenshot of part of a database. Refer to it when answering the questions
below the database.

(i) Explain what the problem with this design is. (2 marks)
(ii) Describe what changes you would make to improve the design of this database.
(2 marks)
(e) For queries on the data shown above:
(i) How many records would be displayed if a criterion of >50 was set for the age field? (1
mark)

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(ii) What criteria would you use to display records of people aged from 20 to 45
years inclusive? (2 marks)
(iii) What criteria would you use to display records of people that are younger
than21 years or with the Forename James? (2 marks)
(Total 20 marks)
Q5 Electronic Mail
(a)Explain what the following e-mail terms mean.
(i) Junk mail (also known as spam) (2 marks)
(ii) Zip (2 marks)
(iii) Cc (also known as Carbon Copy) (2 marks)
(iv) Reply to All (2 marks)
(b) Describe two precautions you should take when using e-mail and explain
why each
precaution is necessary. (4 marks)
(c) Reply and Forward are two very useful e-mail commands.
(i) Explain one similarity between Reply and Forward. (2 marks)
(ii) Explain one difference between Reply and Forward. (2 marks)
(c) Name two internet software and internet browsers (4 marks)
(Total 20 marks)

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Mt Kenya University

UNIVERSITY EXAMINATION 2009/2010

SCHOOL OF APPLIED AND SOCIAL SCIENCES

DEPARTMENT OF INFORMATION TECHNOLOGY

EXAMINATION FOR BACHELOR OF BUSINESS MANAGEMENT

UCU002: COMPUTER SKILLS AND APPLICATIONS Time : 2Hours

Instructions
Answer question ONE and any other TWO questions

Q1 (a) Define the following computer terms

(i) Computer
(ii) Input
(iii) Output
(iv) Processing
(v) Software (10 marks)
(b) Computers have evolved through many generations over the years. State and
explain the five generations the computers have evolved through (5 marks)

(c) State and

explain any three classifications of computers based on their capacity and size (6 marks)

(d) Explain the main units of the Central processing unit (CPU) giving their functions (6
Marks)
(e) Differentiate
between RAM and ROM (3 marks)

Q2 Word Processing
(a) (i) Explain what
a font is. (2 marks)
(ii) Name two different fonts. (2 marks)
(b) State the two
different page orientations a word processed document can be set to. (2 marks)
(c) Text can be aligned in different ways to improve the appearance of a
document.

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State two different kinds of paragraph alignment, and for each give an example of its use.
(4 marks)
(d) (i) Explain why it is important to proofread a word processed document.
(2 marks)

(ii) Name two word processing tools which can help proofread a document.
(2 marks)
(e) Below are images of three button icons from a word processing program.
For each image describe the purpose of the button.

(i) (2 marks) (ii) (2 marks) (iii) (2 marks)

(Total 20 marks)
Q3 Spreadsheets
(a) Explain what each of the spreadsheet terms listed below means.
(i) Cell (ii) Worksheet (iii) Formula
(6 marks)
(b) Below is an image of an incomplete spreadsheet for recording results of a
sports
league. In each match a team may win, lose or draw.
A win scores 3 points, a draw scores 1 point and a loss scores 0 points.

(i) Write down a formula to input into cell E8 that calculates the number of games
played by the Eccles team. (2 marks)
(ii) Write down a formula to input into cell F8 that calculates the number of points
scored by the Eccles team. (4 marks)
(iii) Write down a formula to input into cell G8 that calculates the average number of
points the Eccles team gets per game. (2 marks)
(c) State what formatting should be applied to the figures in column G to make
them easier to read. (2 marks)
(d) (i) Explain what
a macro is. (2 marks)
(ii) Outline how a macro could be used in a spreadsheet. (2 marks)

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(Total 20 marks)

Q4 Database
(a) Explain what the following database terms mean.
(i) Record (sometimes called row) (2 marks)
(ii) Field (sometimes called column) (2 marks)
(iii) Table (2 marks)
(b) Give an example
of what a business might use a database for. (2 marks)
(c) State the most appropriate data type for storing each of the items of data listed
below.
(i) +44 (0)20 8329 2930 (1 mark) (ii) 21 July 1969 (1 mark) (iii) 3.1415 (1 mark)
(d) Below is a screenshot of part of a database. Refer to it when answering the questions
below the database.

(i) Explain what the problem with this design is. (2 marks)
(ii) Describe what changes you would make to improve the design of this database.
(2 marks)
(e) For queries on the data shown above:
(i) How many records would be displayed if a criterion of >50 was set for the age
field? (1 mark)
(ii) What criteria would you use to display records of people aged from 20 to 45
years inclusive? (2 marks)
(iii) What criteria would you use to display records of people that are younger than
21 years or with the Forename James? (2 marks)
(Total 20 marks)
Q5 Electronic Mail
(a)Explain what the following e-mail terms mean.
(i) Junk mail (also known as spam) (2 marks)
(ii) Zip (2 marks)
(iii) Cc (also known as Carbon Copy) (2 marks)
(iv) Reply to All (2 marks)

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(b) Describe two precautions you should take when using e-mail and explain why each
precaution is necessary. (4 marks)
(c) Reply and Forward are two very useful e-mail commands.
(i) Explain one similarity between Reply and Forward. (2 marks)
(ii) Explain one difference between Reply and Forward. (2 marks)
(c) Name two internet software and internet browsers (4 marks)
(Total 20 marks)

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