UNITED REPUBLIC OF TANZANIA

Ministry of Health, Community

Development, Gender, Elderly and
Children

ENTREPRENEURSHIP
PST
NTA Level 2
6 Semester

Facilitator
Guide
December 2016

Copyright © Ministry of Health, Community Development, Gender, Elderly and Children – 2016

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
2
Table Contents
Table Contents
Background
Acknowledgment
Introduction
Abbreviations/Acronym
Session 1: Introduction to Basic Computers
Session 2: Basic Structure and Functions of Computers
Session 4: The Use of Computers in Keeping Records of Medicines and Medical Supplies
Session 5: Identification of Different Types of Computer Software
Session 7: Demonstration on Microsoft Word Basics
Session 8: Demonstration on Advanced Microsoft Word formatting
Session 9: Demonstration on Tables Creation, Editing and Formatting
Session 10: Working with Image in Microsoft Word 105
Session 11: Demonstration on Printing and Managing Documents 120
Session 12: Demonstration on PowerPoint Basics 125
Session 13: Demonstration on Enhancing PowerPoint Presentation 143
Session 14: Demonstration on Creating PowerPoint Slide Show 161
Session 15: Demonstration on Microsoft Excel Windows Features 180
Session 16: Demonstration on Worksheet Layout Management 199
Session 17: Demonstration on Excel Cells and Creating Formulas 215
Session 18: Demonstration of Charts and Printing Management of Excel Document 241
Session 19: Computer Safety: Virus, Data Storage And Protection 266
Session 20: Internet, Web and Computer Communications 277

Background
There is currently an ever increasing demand for pharmaceutical personnel in Tanzania.
This is due to expanding investment in public and private pharmaceutical sector. Shortage of

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trained pharmaceutical human resource contributes to poor quality of pharmaceutical
services and low access to medicines in the country (GIZ, 2012).
Through Public-Private-Partnership (PPP) the Pharmacy Council (PC) together with
Development Partners (DPs) in Germany and Pharmaceutical Training Institutions (PTIs)
worked together to address the shortage of human resource for pharmacy by designing a
project named “Supporting Training Institutions for Improved Pharmaceutical Services in
Tanzania” in order to improve quality and capacity of PTIs in training, particularly of lower
cadre pharmaceutical personnel.
The Pharmacy Council formed a Steering committee that conducted a stakeholders’
workshop from18th to 22ndAugust 2014 in Morogoro to initiate the implementation of the
project.
Key activities in the implementation of this project included carrying out situational analysis,
curriculum review and harmonization, development of training manual/facilitators guide,
development of assessment plan, training of trainers and supportive supervision.

After the curricula were reviwed and harmonized, the process of developing standardised
training materials was started in August 2015 through Writer’s Workshop (WW) approach.

The approach included two workshops (of two weeks each) for developing draft documents
and a one-week workshop for reviewing, editing and formatting the sessions of the modules.

The goals of Writers Workshopswere to build capacity of tutors in the development of

training materials and to develop high-quality standardized teaching materials.

The training package for pharmacy cadres includes a Facilitator Guide, Assessment plan and
Practicum. There are 12 modules for NTA level 4 making 12 Facilitator guides and one
Practicum guide.

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Acknowledgment
The developmentof standardized training materials of a competence-based curriculum for
pharmaceutical sciences has been accomplished through involvement of different
stakeholders.

Special thanks go to the Pharmacy Council for spearheading the harmonization of training
materials in the pharmacy after noticing that training institutions in Tanzania were using
different curricula and train their students differently.

I would also like to extend my gratitude to St. Luke Foundation (SLF)/Kilimanjaro School of
Pharmacy –Moshi for their tireless efforts to mobilize funds from development partners.

Special thanks to John Snow Inc (JSI), Deutsche GesellschaftFür Internationale

Zusammenarbeit (Giz), Merck Kgaa, BoehringerIngelheimGmbhand Bayer Pharma Ag and
action medeor.V for the financial and technical support.

Particular thanks are due to those who led this important process to its completion, Mrs Stella
M. Mpanda, Director Childbirth SurvivalIntenational and Members from the secretariat of
National Council for Technical Education (NACTE) for facilitating the process.

Finally, I very much appreciate the contributions of the tutors and content experts
representing PTIs, hospitals, and other health training institutions. Their participation in
meetings and workshops, and their input in the development of this training
manual/facilitators guide have been invaluable.

These participants are listed with our gratitude below:

Mr.Wilson Mlaki St. Luke Foundation/Kilimanjaro School of Pharmacy

Mr.Samwel M. Zakayo Pharmacy Council
Mr. Amour Idd Pharmacy Council
Mr. Selemani Majindo NACTE
Mr. Dennis Busuguli MoHCDGEC
Mr. Amani Phillip HKMU
Mr. Karol J. Marwa CUHAS
Mr. John M. Bitoro CUHAS
Mr. Omary S. Mejjah CUHAS
Mr. Sixbert Nkwenge LZHRC
Ms. Ester A. Tuarira MUHAS
Mr. Rajabu I. Amiri MUHAS
Mr. Peter J. Njalale MUHAS
Ms. Tumaini H. Lyombe MUHAS
Mr. Oswald Paschal KSP
Mr. Peter Benedict KSP
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Mr, Wensaa E. Muro KSP
Ms. Dilisi J. Makawia KSP
Mr. Nsabo Y. Kihore KSP
Mr. Kolonjoi Olekiyapi KSP
Ms. Julieth Koimerek KSP
Rev. Baraka A.M. Kabudi MEMS
Mr. Kelvin E. Mtanililwa Royal Pharmaceutilcal Training Institute
Mr. George Kilimanjaro Royal Pharmaceutilcal Training Institute
Ms. Rose Bulilo CEDHA
Ms. Diana H. Gamuya CEDHA
Dr.Melkiory Masatu CEDHA
Dr.Benny Mboya CEDHA
Mr. Jackson Shayo CEDHA
Dr. Peter A. Sala CEDHA
Mr. Goodluck Mdugi RuCU
Mr. Gaspar Baltazary RuCU
Mr. Silvester Andrew St. Peter College
Mr. Emanuel Mayunga St. Peter College
Mr. Habel A. Habel City College of Health and Allied Sciences
Ms. Zaina Msami Meru District Council
Mr. John Paschal Mount Meru Regional Hospital
Mr. Mugisha G. Wilson JSI
Mr. Matiko M. Machage JSI
Mr. Dickson Mtalitinya SIBS
Mr. Nemes P. Uisso Moshi District Council

Dr. O. Gowele
Director of Human Resources Development
Ministry of Health, Community Development, Gender, Elderly and Children

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Introduction
Module Overview
This module content is a guide for tutors of Pharmaceutical schools for training of students.
The session contents are based on sub-enabling outcomes and their related tasks of the
curriculum for Basic Technician Course in Pharmaceutical Sciences. The module sub-
enabling outcomes and their related tasks are as indicated in the Basic Technician Certificate
in Pharmaceutical Sciences (NTA Level 4) Curriculum.

Target Audience
This module is intended for use primarily by tutors of pharmaceutical schools. The module’s
sessions give guidance on the time, activities and provide information on how to teach the
session. The sessions include different activities which focus on increasing students’
knowledge, skills and attitudes.

Organization of the Module

The module consists of twenty (20) sessions; each session is divided into several parts as
indicated below:
Session Title:The name of the session
Total Session Time: The estimated time for teaching the session, indicated in minutes
Pre-requisites: A module or session which needs to be covered before teaching the session.
Learning Tasks:Statements which indicate what the student is expected to learn by the end
of the session
Resources Needed: All resources needed for the session are listed including handouts and
worksheets
Session Overview: The session overview box lists the steps, time for each step, the activity
or method used in each step and the step title
Session Content: All the session contents are divided into steps. Each step has a heading and
an estimated time to teach that step as shown in the overview box. Also, this section includes
instructions for the tutor and activities with their instructions to be done during teaching of
the contents
Key Points: Key messages for concluding the session contents at the end of a session This
step summarizes the main points and ideas from the session, based on the learning tasks of
the sssion
Evaluation: The last section of the session consists of short questions based on the learning
tasks to check the understanding of students.
Handouts: Additional information which can be used in the classroom while teaching or
later for students’ further learning. Handouts are used to provide extra information related to
the session topic that cannot fit into the session time. Handouts can be used by the students to
study material on their own and to refer to them after the session. Sometimes, a handout will
have questions or an exercise for the participants including the answers to the questions.

Instructions for Use and Facilitators Preparation

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Tutors are expected to use the module as a guide to train students in the classroom and skills
laboratory
The contents of the modules are the basis for teaching and learning Basic Computer
Applications.
Use the session contents as a guide
The tutors are therefore advised to read each session and the relevant handouts and
worksheets as preparation before facilitating the session
Tutors need to prepare all the resources, as indicated in the resource section or any other item,
for an effective teaching and learning process
Plan a schedule (timetable) of the training activities
Facilitators are expected to be innovative to make the teaching and learning process effective
Read the sessions before facilitation; make sure you understand the contents in order to
clarify points during facilitation
Time allocated is estimated, but you are advised to follow the time as much as possible, and
adjust as needed
Use session activities and exercises suggested in the sessions as a guide
Always involve students in their own learning. When students are involved, they learn more
effectively
Facilitators are encouraged to use real life examples to make learning more realistic
Make use of appropriate reference materials and teaching resources available locally

Preparation with Handouts and Worksheets

Go through the session and identify handouts and worksheets needed for the session
Reproduce pages of these handouts and worksheets for student use while teaching the
session. This will enable students to refer to handouts and worksheets during the session in
the class. You can reproduce enough copies for students or for sharing
Give clear instructions to students on the student activity in order for the students to follow
the instructions of the activity
Refer students to the specific page in the student manual as instructed in the facilitator guide

Using Students Manual When Teaching

The student manual is a document which has the same content as the facilitator guide, which
excludes facilitator instructions and answers for exercises.
The student manual is for assisting students to learn effectively and acts as a reference
document during and after teaching the session.
Some of the activities included in facilitator guide are in the student manual without
facilitator instructions.

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Abbreviations/Acronym
VLSI Large Scale Integrated circuits
LCD Liquid Crystal Display
PC Personal computer
CPU Central Processing Unit
IBM-PC International Bussiness Machine Personal Computer
RAM Random Access Memory
CTRL Control
ALT Alternative
CU Control Unit
A.C Alternative Current
IC’s Integrated circuits
ULSI Ultra Large Scale Integration
AI Artificial Intelligence
ALU Arithmetic / logic unit
ROM Read Only Memory
CD Compact Disc
DVD’s Digital Video Discs
CAD Computer Aided Design.
DHIS Drug health information system software
Ctrl + B Bold
Ctrl + I Italic
Ctrl + U Underline
Ctrl + S Save
Ctrl + F4 Exit

Ctrl + C Copy
HD Hard Disc
ISP Internet Service Provider
SIBS Spring Institute of Bussiness and Sciences
HTML HyperText Markup Language

IRC Internet Relay Chat

ELCT Evangelical Lurtheran Church in Tanzania
PPP Public-Private-Partnership
PC Pharmacy Council
DPs Development Partners.
PTIs Pharmaceutical Training Institutions
WW Writer’s Workshop
NACTE National Council for Technical Education

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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 JSI John Snow Inc
MUHAS Muhimbili University of Health and Allied Scinces.
CUHAS Catholics University of Health and Allied Sciences
RUCU Ruaha Catholic University
KSP Kilimanjaro School of Pharmacy
CEDHA Center for Educational Development in Health Arusha
KCMC Kilimanjaro Christian Medical Center
LZHRC Lake Zone Health Resource Center
HKMU Hurbert Kairuki Memorial University
MEMS Mission for Essential Medicines Supplies

Session 1: Introduction to Basic Computers

Total Session Time: 60minutes +120 minutes Practical

Prerequisites
None

Learning Tasks
By the end of this session students are expected to be able to:
Define the Term ‘Computer’
Classify Types of Computers
Explain the History of the Personal Computers
Explain the Uses of Computer
Identify Computer Parts and Connect Parts
Explain Keyboard Layout
Perform Turn on and Shut Down of Computer

Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer
LCD projector

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation,
2 10 minutes Definition of Computer
Brainstorming
3 20 minutes Presentation Classification of Types of Computers

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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 4 15 minutes Presentation History of Personal Computers
Presentation
5 10 minutes Uses of Computer
Buzzing
Presentation
6 45 minutes Computer Parts and Connection
Demonstration
7 45 minutes Presentation Keyboard Layout

8 20 minutes Presentation Turn on and Shut Down Computer

9 05 minutes Presentation Key Points

10 05 minutes Presentation Evaluation

SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)

READ or ASK student to read the learning objectives and clarify.

ASK students if they have any questions before continuing.

Step 2: Definition of Computer (10 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

What is the term ‘computer’ means?

ALLOW few students to respond

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Meaning of Computer
Computer
An electronic device that can follow instruction to accept input, process that input and
produce information
It can also simply be defined as an electronic machine that takes data, stores it, processes that
data and produces information. (Data can be defined as unprocessed facts and processing data
gives information)
The Two Principal Characteristics of a Computer
Responds to a specific set of instructions in a well-defined manner
Can execute a pre-recorded list of instructions (a program)

Step 3: Classification of Types of Computers (20 minutes)

Computers can be classified by using Size and Power as follows:
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Workstation computers
A powerful, single-user computer
A workstation is like a personal computer, but it has a more powerful microprocessor and a
higher-quality monitor
Minicomputer
A multi-user computer capable of supporting from 10 to hundreds of users simultaneously
Mainframe computer
A powerful multi-user computer capable of supporting many hundreds or thousands of users
simultaneously

Supercomputer
An extremely fast computer that can perform hundreds of millions of instructions per second
Personal Computer
Personal computer (PC) is a small, relatively inexpensive computer designed for an
individual user
classified by size and portability
Desktop Computers
Laptops or notebooks
Personal Digital Assistants
Portable Computers
Tablet Computers
Wearable Computers
Cell Phones

All are based on the microprocessor technology that enables manufacturers to put an entire
Central Processing Unit (CPU) on one chip
The principal characteristics of personal computers are that they are single-user systems and
are based on microprocessors
Although personal computers are designed as single-user systems, it is common to link them
together to form a network
In terms of power, there is great variety
At the high end, the distinction between personal computers and workstations has faded
High-end models of the Macintosh and PC offer the same computing power and graphics
capability as low-end workstations by Sun Microsystems, Hewlett-Packard, and DEC

Step 4: History of Personal Computers (15 minutes)

Personal computers first appeared in the late 1970s
One of the first and most popular personal computers was the Apple II
During the late 1970s and early 1980s, new models and competing operating systems seemed
to appear constantly
In 1981 a new standard was established in the micro-computer industry with the debut of the
IBM PC

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The IBM PC quickly became the personal computer of choice, and most other personal
computer manufacturers fell by the wayside
In order to survive, other companies adjusted to IBM's dominance by building IBM clones,
computers that were internally almost the same as the IBM PC, but that cost less
Because IBM clones used the same microprocessors as IBM PCs, they were capable of
running the same software
Since then, hundreds of millions of PC-compatible systems have been sold as the original PC
has grown into an enormous family of computers
More software has been written for this computer family than for any other system on the
market
Apple computer did survive and to date it remains a major player in the personal computer
marketplace
Today, the world of personal computers is basically divided between Apple Macintoshes and
PCs

Step 5: Uses of Computer (10 minutes)

Activity: Buzzing (5 minutes)

ASK students to pair up and buzz on the following questions for 2 minutes

What types of personal computers have you used before?

What did you use it for?

ALLOW few pairs to respond and let other pairs to add on points which are not mentioned

WRITE their response on the flip chart/board

CLARIFY and SUMMARIZE by using the content below

There are two uses of computer, these are:

General purpose computer is design to solve wide variety of problems. Examples of
general purpose computer are
School computers
Hospital computers
Office computers

Special purpose computer is designed for particular job only to solve problem of restricted
nature. Examples of special purpose computer are
Petroleum pumps
Traffic lights
Programmable pocket calculator
Weapons guidance system

Step 6: Computer Parts and Connection (45 minutes)

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Computer parts include the following:
Keyboard
Mouse
Monitor(Screen)
Central Processing Unit (CPU)
System unit
Random Access Memory(RAM)

Connecting Computer Parts

Connecting a computer includes the following steps:
Connect monitor and system unit together.
Connect keyboard.
Connect mouse
Connect computer to electrical power.

Activity: Demonstration (30 minutes)

DIVIDE students in small manageable groups.

PREPARE computer parts for demonstration

POSITION students so that everyone can see and hear

REVIEW steps of connecting a computer with students

DEMONSTRATE the procedure of connecting computer parts

ALLOW one student from each group to do a return demonstration and let others comment
on it

CLARIFY and SUMMARIZE by using the content below

INFORM the students that “every student will practice in the computer laboratory under
supervision until is competent”

Step 7: Keyboard Layout (45 minutes)

Activity: Demonstration (45 minutes)

DIVIDE students in small manageable groups.

PREPARE Keyboard for demonstration

POSITION students so that everyone can see and hear

REVIEW keys of the keyboard of a computer with students

DEMONSTRATE the functions of keys of a computer keyboard

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 ALLOW students from each group to do a return demonstration and let others comment on it

CLARIFY and SUMMARIZE by using the content below

INFORM the students that “every student will practice in the computer laboratory under
supervision until is competent”
The keyboard has the following keys:
Enter or Return - Moves the cursor down one line and to the left margin. Enter also process
commands such as choosing an option in a dialog (message) boxes and submitting a form
DEL or Delete - Deletes the character at cursor and/or characters to the right of the cursor
and all highlighted (or selected) text
BKSP or Backspace - Deletes the character to the left of cursor and all highlighted text
Space Bar - Moves the cursor one space at a time to the right
Shift Key - Use the shift keys to type capital letters and to type the upper character on keys
with two characters on them
Caps Lock - Locks the keyboard so it types capital letters (a light goes on when caps lock is
on)
Tab - Moves the cursor five spaces to the right (number of spaces are usually adjustable).
Tab moves to the next field in a form or table (Shift-Tab for previous field).
ESC or Escape - Cancels a menu or dialog box
Arrow Keys - Moves the cursor around document without changing text
Function Keys or F keys - Access commands by themselves or in combination with the three
command keys; CTRL, SHIFT, and ALT

Figure 1: Keyboard

Source: Herniter, M.E. 2000

Command or Special Keys

Command keys normally do nothing on their own but work in combination with other keys
Each piece of software uses the command keys differently though there is a move to
standardize some functions
The Control key or Ctrl is often used to access commands
The Alternative key or Alt is often used to access menus
The Shift key is used to type CAPITAL LETTERS
The command keys are all used to move through documents and edit text faster and easier
Many computers have special keys designed specifically for the particular computer
Apple computers have the Apple keys and Macs have Command keys
Many older computers also have special keys used for a variety of different functions
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Some laptop keys are left out because of space limitations and they usually have a special
function key which allows other keys to double for the missing ones
Step 8: Turn On and Shut Down Computer (20 minutes)

Activity Demonstration (20 minutes)

DIVIDE students in small manageable groups.

PREPARE Computer for demonstration

POSITION students so that everyone can see and hear

REVIEW steps of that skill with students using a checklist

REFER students to Computer parts and connecting activity

DEMONSTRATE the procedure of switching computer ON/OFF

ALLOW one student from each group to do a return demonstration and let others comment
on it

CLARIFY and SUMMARIZE by using the content below

INFORM the students that “every student will practice in the computer laboratory under
supervision until is competent”

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

The figure below (2 and 3) shows the procedure of switching OFF the computer

By using computer mouse click start button as shown in figure 2

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Figure 2: Start Button

Source: Screen shoot

Then window like in figure 3 will appear then use computer mouse to click on button you
want.

Figure 3: Turn Off Button

Source: Screen Shoot

Step 9: Key Points (5 minutes)

Computer is an electronic device that can
follow instruction to accept and process that
input to produce information
Computers are classified by using size, users, portability and power
Personal computers first appeared in late 1970s and early 1980s; new models and
competing operating systems appeared rapidly
Computers are used for general purpose example in School, Hospitals, or Office but can
also are used in special purposes for particular job only to solve problem of restricted
nature. Examples are Petroleum pumps or traffic lights
It is important to know the symbols and terms used in keyboard
Before connecting computer it’s important to make sure that all parts are available

Step 10: Evaluation (5 minutes)

What does the term ‘computer’ mean?
What is the history of personal computer
What are the computer parts?
What are the features of keyboard?
What are the procedures used in switching computer ON and OFF.
Reference

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press. CPU. Retrieved September 12, 2009 from
www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware Windows
2000 Application (2nd Ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to Computers for

Healthcare Professionals (4th Ed). Barb Mews: London.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T., & O’leary, L. (2006). Computing essentials, introductory edition. Arizona State
University,: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. The
Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/

Session 2: Basic Structure and Functions of Computers

Total Session Time: 120 minutes
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Prerequisites
Session 1

Learning Tasks
By the end of this session, students are expected to be able to:
Explain structure of a computer
Describe Different Types of Computer Generations
Describe Major Parts of a Computer and its Function
Explain Back-up Systems and their Importance
Identify Different Devices and Peripherals of a Computer

Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer
LCD

SESSION OVERVIEW
Step Time Activity/Method Content
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation
2 20 minutes Structure of Computer
Buzzing
3 20minutes Presentation Types of Computer Generation
Presentation
4 30 minutes Major Parts of Computer and its Function
Brainstorming
Presentation
5 25 minutes Back-up Systems and their Importance
Buzzing
6 5 minutes Presentation Devices and Peripherals of a Computer
7 05 minutes Presentation Key Points
8 05 minutes Presentation Evaluation
9 05 minutes Presentation Assignment

SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)

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READ or ASK students to read the learning objectives and clarify.

ASK students if they have any questions before continuing

Step 2: Structure of Computer (20 minutes)

Activity: Buzzing (5 minutes)

ASK students to pair up and buzz on the following question for 5 minutes

What are the structures of a computer?

ALLOW few pairs to respond and let other pairs to add on points not mentioned

WRITE their response on the flip chart/board

CLARIFY and SUMMARIZE by using the content below

Computer is created to simplify jobs of different type according to the user needs.
User of the computer is the one who commands the computer and tells it what to do
User tells computer what to do by entering data using keyboard then result will be displayed
on the screen
The process of entering data into computer is called data entry.
This process of entering data to a computer is done by user, in which data will be processed
in order to get information
User will use input devices such as keyboard and mouse to enter data in the system then the
data will be processed to produce information
The result which is output will be shown in a monitor or through printed document
Below are the procedures and diagram used by computer to execute data
First
Data is entered through input devices e.g. keyboard.
Second
Control Unit (CU) after receiving instruction from the main memory to send signal and
commands, CU send signal and commands to various parts of the computer system to prepare
and accept the data
After the data is processed it is sent back to main memory which stores it temporarily before
the next command is executed
The data is then sent to secondary storage devices after secondary storage device had
received command from the Control Unit

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For the information to be put into a hard copy i.e. paper, the information moves from the
secondary storage device to the main memory which waits for signals and commands from
Control Unit
After receiving signal from the Control Unit that the output devices are ready to receive data,
the main memory releases the data to the output devices like printers
Third
Output devices translate the processed information from the computer into a form that
humans can understand
The most common output devices are monitors or video display screen and printers.
Lastly
Secondary storage devices hold data and program even after electrical power to the computer
has been turned off
The most important kinds of secondary media are floppy, hard and optical disks

Figure 9: Structure of Computer

Source: Slideshare.net

Step 3: Types of Computer Generations (20 minutes)

Computer generation is categorized into five generation
First Generation
Second Generation
Third Generation
Fourth Generation
Fifth Generation

First Generation 1946-1959.

The computers of first generation used vacuum tubes as the basic components for memory
and circuitry for CPU (Central Processing Unit)

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These tubes, like electric bulbs, produced a lot of heat and were prone to frequent fusing of
the installations, therefore, were very expensive and could be afforded only by very large
organizations
In this generation mainly batch processing operating system were used
Punched cards, paper tape, and magnetic tape were used as input and output devices
The computers in this generation used machine code as programming language

Figure 4: 1st Generation Computer

Source: tutorialspoint.com

The Main Features of First Generation

Vacuum tube technology
Unreliable
Supported machine language only
Very costly
Generated lot of heat
Slow input and output devices
Huge size
Need of A.C.
Non-portable
Consumed lot of electricity

Second Generation 1959-1965.

In this generation transistors were used that were cheaper, consumed less power, more
compact in size, more reliable and faster than the first generation machines made of vacuum
tubes
In this generation, magnetic cores were used as primary memory and magnetic tape and
magnetic disks as secondary storage devices
In this generation assembly language and high-level programming languages like
FORTRAN, COBOL was used
The computers used batch processing and multiprogramming operating system.
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Figure 5: 2nd Generation Computer

Source: tutorialspoint.com

The Main Features of Second Generation

Use of transistors
Reliable in comparison to first generation computers
Smaller size as compared to first generation computers
Generated less heat as compared to first generation computers
Consumed less electricity as compared to first generation computers
Faster than first generation computers
Still very costly
A.C. needed
Supported machine and assembly languages

Third Generation 1965-1971.

The computers of third generation used integrated circuits (IC's) in place of transistors
A single IC has many transistors, resistors and capacitors along with the associated circuitry
The IC was invented by Jack Kilby. This development made computers smaller in size,
reliable and efficient
In this generation remote processing, time-sharing, multi-programming operating system
were used

Figure 5: 3rd Generation Computer

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Source: tutorialspoint.com

The Main Features of Third Generation

IC used
More reliable in comparison to previous two generations
Smaller size
Generated less heat
Faster
Lesser maintenance
Still costly
A.C needed
Consumed lesser electricity
Supported high-level language

Fourth Generation 1971-1980

The computers of fourth generation used Very Large Scale Integrated (VLSI) circuits.
VLSI circuits having about 5000 transistors and other circuit elements and their associated
circuits on a single chip made it possible to have microcomputers of fourth generation
Fourth generation computers became more powerful, compact, reliable, and affordable.
As a result, it gave rise to personal computer (PC) revolution
In this generation time sharing, real time, networks, distributed operating system were used
All the high-level languages like C, C++, DBASE etc., were used in this generation

Figure 6: 4th Generation Computer

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Source: tutorialspoint.com

The Main Features of Fourth Generation

VLSI technology used
Very cheap
Portable and reliable
Use of PC's
Very small size
Pipeline processing
No A.C. needed
Concept of internet was introduced
Great developments in the fields of networks
Computers became easily available

The Period of Fifth Generation 1980-Till Date

In the fifth generation, the VLSI technology became ULSI (Ultra Large Scale Integration)
technology, resulting in the production of microprocessor chips having ten million electronic
components
This generation is based on parallel processing hardware and AI (Artificial Intelligence)
software
AI is an emerging branch in computer science, which interprets means and method of making
computers think like human beings.
All the high-level languages like C and C++, Java, .Net are used in this generation.
AI includes:
Robotics
Neural Networks
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Game Playing
Development of expert systems to make decisions in real life situations.
Natural language understanding and generation

Figure 7: 5th Generation Computer

Source: tutorialspoint.com

The Main Features of Fifth Generation

ULSI technology
Development of true artificial intelligence
Development of Natural language processing
Advancement in Parallel Processing
Advancement in Superconductor technology
More user friendly interfaces with multimedia features
Availability of very powerful and compact computers at cheaper rates

Some Computer Types of This Generation

Desktop
Laptop
Notebook
Ultra Book
Chrome Book

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Step 4: Major Parts of a Computer and its Function (30 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

What are major parts of a computer?

ALLOW few students to respond

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Computer is made up by hardware and software

Hardware
Hardware is the equipment that processes the data to create information and is
controlled by software. It includes
Keyboard
Mouse
Monitor(Screen)
Central Processing Unit CPU)
System unit
Random Access Memory(RAM)
Figure 8: Diagram of computer parts

Source: myimagecollection.net

Software
Software is another name of a program or programs. The purpose of software is to convert
data (unprocessed facts) into information (processed facts)
Software programs consist of the step-by-step instructions that tell the computer how to do its
work or set of instruction which tell computer what to do
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In order computer physical part (hardware) to work properly there must be software.
Software is set of instruction which tell computer what to do
There are two types of software, these are system software and application software
System Software
System software consists of programs that control the operations of a computer and its
devices
System software serves as the interface between a user, the application software, and the
computer’s hardware. One type of system software is the operating system
Before application software can be run, the operating system, which contains instructions that
coordinate the activities among computer hardware devices, must be loaded from the hard
disk into the computer’s memory
Application Software
Application software consists of programs designed to perform specific tasks for users.
Application software can be used as a productivity/business tool; to assist with graphics and
multimedia projects; to support home, personal, and educational activities and to facilitate
communications.
Specific application software products is called program and are available from software
vendors.

Functions of major parts of a computer

Keyboard
Keyboard is an input device, partially modeled after the typewriter keyboard, which uses an
arrangement of buttons or keys, to act as mechanical levers or electronic switches
After punch cards and paper tape, interaction via teletype-style keyboards became the main
input device for computers

Mouse
Computer’s mouse controls a graphical mouse pointer or mouse cursor on the screen.
When you move the mouse around by rolling it on your desk, the pointer on the screen moves
in a similar manner
Roll the mouse left, and the pointer moves left; roll it in circles, and the pointer mimics that
action

Basic mouse operations:

Point: When you’re told to “point the mouse,” you move the mouse on the desktop, which
moves the mouse pointer on the screen to point at something interesting (or not).
Click: A click is a press of the mouse button — one press and release of the main button, the
one on the left. This action makes a clicking sound, which is where this maneuver gets its
name.
Clicking is often done to select something or to identify a specific location on the screen.
Right-click: This action is the same as a click, although the right mouse button is used to get
more commands.
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Double-click: This one works just like the single click, although you click twice in the same
spot — usually, rather rapidly.
This is most commonly done in Windows to open something, such as an icon
Both clicks must be on (or near) the same spot for double-click to work
Drag: The drag operation is done to graphically pick up something on the screen and move
it.
To do that, you point the mouse at the thing you want to drag, press and hold the mouse’s
button (which “picks up” the object), and then move the mouse to another location
When you move the mouse (and keep the button down), the object moves
To release, or drop, the object, release the mouse button
Speakers
This is output device which use to convert electrical energy into sound
It consist essentially a thin flexible sheet called diaphragm that is made to vibrate by
electrical signal from amplifier
Central processing Unit (CPU)
CPU is also called a processor, significantly impacts overall computing power and manages
most of a computer’s operations
This is the component that actually executes instructions
The CPU contains
Control unit
Arithmetic / logic unit (ALU)
Control unit directs and coordinates most of the operations in the computer
For every instruction, the control unit repeats a set of four basic operations called the
machine cycle:
Fetching the instruction or data item from memory
Decoding the instruction into commands the computer understands
Executing the commands, and, if necessary
Storing, or writing the result to memory
Arithmetic/logic unit (ALU) performs the execution part of the machine cycle. Specifically,
the ALU carries out three operations:
Arithmetic operations – performing calculations, which include addition, subtraction,
multiplication, and division
Comparison operations – comparing data items to determine if the first item is greater than,
equal to, or less than the other item
Logical operations – working with conditions and logical operators such as AND, OR, and
not

Monitor
This is sometimes called screen or visual display unit.
This is an output device for electronic visual display on computers.
It allow user to see the data which entering into a computer and results after processing the
data
Hard disk drive
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Is a non- is a non-volatile storage device for digital data.
This means permanent storage
Hard disk is used to store all programs used by computer permanently and it is within the
system
Random access memory (RAM)
RAM is a form of computer data storage
It enables computer to store at least temporarily data and programs.
RAM is often associated with volatile types of memory
This means that its contents are lost when the computer is turned off
In general, memory (RAM) is fast and short-term
Read-Only Memory (ROM)
Read Only Memory is a storage medium that is used with computers and other electronic
devices
As the name indicates, data stored in ROM may only be read; it is either modified with
extreme difficulty or not at all
ROM is mostly used for firmware updates
A simple example of ROM is the cartridge used with video game consoles
Printer
This is an output device which allows user to view results in paper page
Uninterrupted Power Supply (UPS)
Is an electrical apparatus that provides emergency power to load when the input
power source fail
Power supply
It is the component that supplies power to the other components in a computer system

Step 5: Back-up Systems and their Importance (25 Minutes)

Activity: Buzzing (5 minutes)

ASK students to pair up and buzz on the following question for 2 minutes

What is backup system?

ALLOW few pairs to respond and let other pairs to add on points not mentioned

WRITE their response on the flip chart/board

CLARIFY and SUMMARIZE by using the content below

Backup refers to the copying and archiving of computer data so it may be used to restore the
original after a data loss event. The verb form is to back up in two words, whereas the noun
is backup

Data Backup is the result of copying or archiving files and folders for the purpose of being
able to restore them in case of data loss
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Data loss can be caused by many things ranging from computer viruses to hardware failures
to file corruption to fire, flood, or theft
As part of a data backup plan, you should consider the following:
What data (files and folders) to backup
What compression method to use
How often to run your backups
What type of backups to run
What kind of media on which to store the backups
Where to store the backup data for safekeeping

What Data Should I Back up?

In general, you should back up any work or data that can't be replaced easily.
Some examples are word processing documents, spreadsheets, databases (for financial data),
customer data, and personal files such as pictures, music files and emails

What Compression Method Should I Use?

You can use Best method compression with any or your backups.
This will insure that your Zip files will be as small as possible.
If you have a preferred compression method or if you would like the Zip files to be created
more quickly, you have the option to choose a different method.

How Often Should I Run my Backups?

The frequency to run your backups depends on how often the data changes.
Business data that changes frequently may need daily or hourly backups
Data that changes every few days might use a weekly or even monthly backup
For some data, you might run your backup whenever you make a change

What Kind of Media Should I Use and Where Should I Store my Backups?
You can store your backup files on any file storage media you have.
The most common examples for a home user would be an additional local hard drive, an
external hard drive, optical discs (CDs, DVDs, or Blu-ray discs), or flash drives.
A best practice for storing backups is to keep a copy of the backup files on-site (in your
home or office) for easy access and a copy off-site in case of fire, flood, or other damage to
your location which could damage or destroy the on-site backup copy.

Types of Backup Equipment

Magnetic Tape
Magnetic tape has long been the most commonly used medium for bulk data storage, backup,
archiving, and interchange.
Tape has typically had an order of magnitude better capacity/price ratio when compared to
hard disk, but recently the ratios for tape and hard disk have become a lot closer.
Some new tape drives are even faster than modern hard disks.

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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Hard Disk
The capacity/price ratio of hard disk has been rapidly improving for many years.
This is making it more competitive with magnetic tape as a bulk storage medium.
The main advantages of hard disk storage are low access times, availability, capacity and ease
of use.
The main disadvantages of hard disk backups are that they are easily damaged, especially
while being transported (e.g. for off-site backups), and that their stability over periods of
years is a relative unknown.

Optical Storage
Recordable CDs, DVDs, and Blu-ray Discs are commonly used with personal computers and
generally have low media unit costs.
However, the capacities and speeds of these and other optical discs are typically an order of
magnitude lower than hard disk or tape.

Solid State Storage

Also known as flash memories, thumb drives, USB flash drives, Compact Flash, Smart
Media, Memory Stick, Secure Digital cards.
These devices are relatively expensive for their low capacity in comparison to hard disk
drives, but are very convenient for backing up relatively low data volumes.

Remote Backup Service

As broadband Internet access becomes more widespread, remote backup services are
scenarios such as fires, floods, or earthquakes which would destroy any backups in the
immediate vicinity along with everything else.
There are, however, a number of drawbacks to remote backup services. First, Internet
connections are usually slower than local data storage devices.
Secondly, users must trust a third party service provider to maintain the privacy and integrity
of their data, although confidentiality can be assured by encrypting the data before
transmission to the backup service with an encryption key known only to the user

Floppy Disk
During the 1980s and early 1990s, many personal/home computer users associated backing
up mostly with copying to floppy disks. However, the data capacity of floppy disks failed to
catch up with growing demands, rendering them effectively obsolete.
gaining in popularity.
Backing up via the Internet to a remote location can protect against some worst-case

Step 6: Devices and Peripherals of a Computer (5 Minutes)

LCDs
Printer
Un-interrupted Power Supply (UPS)
HPLC Machines
X-Rays Machines

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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Ultra sound
Public Addressing (PA) System

Step 7: Key Points (5 minutes)

Computer is created to simplify jobs of different type according to the user needs
The computers of first generation used vacuum tubes as the basic components for memory
and circuitry for CPU (Central Processing Unit)
Data backup is the result of copying or archiving files and folders for the purpose of being
able to restore them in case of data loss.
Devices and peripherals of a computer are UPS, printer, LCDs, speakers, x-rays, HPLC and
Ultra-sound machines

Step 8: Evaluation (5 minutes)

What is the structure of computer?
How many computer generations are there?
What are major parts of a computer?
What are the different types of backup equipment?

Step 9: Assignment (5 Minutes)

Activity: Take home Assignment (5 minutes)

DIVIDE student in groups or individual

ASK the student to work on the following assignment

Using your own words how can you differentiate between RAM and ROM

ALLOCATE time for student to do the assignment and submit

REFER student to recommended references

Reference

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press.

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000 Application (2nd ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit
Press

The Basics of the Word Window. Retrieved from www. tutorialspoint.com

Session 3: The Importance of Computers in Pharmacy

Practice
Total Session Time: 120 minutes + 4hrs field trip

Prerequisites
Session 2

Learning Tasks
By the end of this session students are expected to be able to:
List Advantage and Disadvantage of Using Computers in Pharmacy
HCAP
List Areas Where Computer can be Used in Pharmacy Field
Explain the Use of Computer in Dispensing
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Resources Needed:
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer/ LCD projector
Field trip Guide 3.1: use of computer in dispensing

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
2 10 minutes Presentation History of Computer Application in Pharmacy

Presentation Areas Where Computer Can be Used in

3 30 minutes
Brainstorming Pharmacy Field
30 minutes Small Group Explanation the use of Computer in
4
Discussion Dispensing
25 minutes Presentation Advantage and Disadvantage of Using
5
Buzzing Computers in Pharmacy

6 05 minutes Presentation Key Points

7 5 minutes Presentation Evaluation

8 10 minutes Presentation Use of Computer in Dispensing Field Trip

SESSION CONTENTS

STEP1: Presentation of Session Title and Learning Tasks (5minutes)

READ or ASK students to read the learning tasks and clarify
ASK students if they have any questions before continuing

STEP 2: History of Computer Application in Pharmacy (10 minutes)

As with most health-care processes, pharmacy operations have been significantly
changed by the advent of digital and computing technology
Computers are used for various tasks within a pharmacy, both in terms of how
pharmaceutical personnel carry out their duties and handle patients
Pharmacy computing systems make use of resources, such as the Internet, although
many pharmacies use custom-made software systems to carry out their daily activities
First commercial system was introduced in 1950;

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 It was large need large floor space ( vacuum tubes, more difficult part composition)

Second computer technology in 1960

It became smaller
It more compact economically and it was used by major businesses
remained too expensive

In 1970 the it was used by

Wholesales drugs
pharmaceutical manufactures
drug stores, drugs data for businesses

In 1980 Fourth generation of computers,

It became reach of the retail pharmacy
Then, the computer develop the micro processing “chip”
more chips it produced low cost

Right now computers and pharmacy go hand in hand.

STEP 3: Areas Where Computer can be Used in Pharmacy Field

(30minutes)
Activity: Brainstorming (5 minutes)
Ask students to brainstorm on the following question:
What are the areas where computer can be used in pharmacy field?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

The following are the areas where computer can be used in pharmacy:
Pharmacy Train Institutions
Computers have revolutionized the way education is handled in the today’s world
In pharmaceutical education, computers are particularly useful because there is such a
need for learning and presenting different pharmaceutical information
The field of medicine often relies on complex definitions of conditions and procedural
techniques
If you are an educator, you can use the computer to show your students PowerPoint
presentations that simplify the large amounts of text often needed in medical science
Stick to the basics in the visual presentations
You also may use computers to present video data of different drug strictures or for
slide shows of diseases or traumas and their treatments

Pharmaceutical Industries

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 A further refinement of new drug design and production was provided by the process
of computer-aided design (CAD)
With the availability of powerful computers and sophisticated graphics software, it is
possible for the medicinal chemist to design new molecules and evaluate their
effectiveness
The more important fact is that the computer will enable pharmaceutical personnel to
discover new drugs for the complete care of dangerous diseases like aids, cancer etc.
and reduce the cost of production of drugs for diseases which are easily cured

Pharmaceutical Research Centers

Computers are playing critical role pharmaceutical research in collecting, analyzing
data, write the findings, format a paper for publication, find relevant studies on the
Internet or print posters for medical conferences
In short without computers pharmacy research will be long-lasting and expensive

Hospital and Clinical pharmacy

Hospital pharmacy is division of hospital which monitors on the receiving and
allotment of drugs and medicines and professional supplies, stores them and dispenses
to inpatient, outpatient and may have a manufacturing extension to manufacture
pharmaceutical
Clinical pharmacist may use computers for therapeutic drug monitoring; which are
very potent and having very narrow therapeutic range like cardiac glycosides,
anticonvulsants. Computer program are designed to calculate drug dosage to suit
individual patients need

Wholesale /retail pharmacy shop

Computers are used by community pharmacy for various functions
Some accounting functions are like preparation of prescription label, providing a
receipt for patient, generation a hard copy record of transactions, calculating total
prescription cost, automatically ordering the low quantity products via electronic
transitions, preparation of annual withholding payrolls

STEP 4: Explanations of the use of Computer in Dispensing (30 minutes)

Activity: Small Group Discussion ( 30 minutes)

DIVIDE students into small manageable groups

ASK students to discuss on the following question

What are the uses of computer in dispensing?

ALLOW students to discuss for 15 minutes

ALLOW few groups to present and the rest to add points not mentioned
PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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 CLARIFY and SUMMARIZE by using the contents below

Dispensing refers to the process of preparing and giving medicine to a named person
on the basis of a prescription
It involves the correct interpretation of the wishes of the pre scriber and the accurate
preparation and labeling of medicine for use by the patient
This process may take place in a public or private clinic, health center, hospital, or in
community pharmacy setting
It is carried out by many different kinds of people with a variety of training and back
grounds
no matter where dispensing is done or who does it, any error or failure in the
dispensing process can seriously affect the care of the patient
Computer can do anything you want it to do. The pharmacy departments/ owner can
choose which services he wants and needs, thereby tailoring his data processing
system to his own budgetary considerations
The pharmacy department/ owner should let the pharmacy’s needs determine the
criteria for which services will be offered
The following is List of some Available Services which can be done through
computers in dispensing

Prescription Filling-Patient name, doctor name, drug name, quantity, prescription number;
prints the label, calculates the price
Prescription Refilling- Pharmaceutical personnel enter data regarding the prescription if data
not available to avoid any warning message appears if the prescription is out of data
E_ Prescribing- are computer-generated prescriptions created by healthcare provider and
sent directly to pharmacy. E-prescriptions are sent electronically through a private, secure,
and closed network.
Prescription processing is invariably one of the main activities going on within a pharmacy
on a day-to-day basis, and computers are used to make this process more reliable and
efficient.
Patient Counseling - Pharmaceutical personnel can print counseling handout, prescription
label and invoice. Also handout contains any information the patient might need to know
regarding precautions or side effects of the medication
Patient Profile Pharmaceutical personnel can update patient profile whenever a new
prescription is filled. Also if the patient might have any symptoms like allergies, it should be
added to patient profile
Drug-drug interactions-some computer program offer programs for drug interaction and
this help the pharmaceutical personnel to check the patient’s profile and prescription to
determine if there is interaction
Stock movement reports. This depends on how much of drugs taken from previous
inventory and helps to know the goods move fast or slow, also provide information for
pricing decisions and judges for entire store's performance.
Electronic Order Entry. Now the wholesalers provide for other pharmacies interface with
their central computers to order new medications. Also pharmacy’s employees take
inventory of the shelf stock using optical scanner to read and record product codes and
quantities

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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Daily and Monthly Log. Computer program can provide a pharmacy with a timely, precise
review of prescriptions broken out into prescription number, patient type, gross profit
margins and other information
Management Reports -There is a lot of different types of reports can help the pharmacy
manager in his practice and his business. These like, accounting, payroll administration, cost
and financial analysis market analysis, budgeting, sales forecasting and investment analysis
Communication - Computers are used within pharmacies to facilitate communication. From
email to other Internet-based messaging systems, online communication allows
pharmaceutical personnel and other health staff to keep in contact both within their own/out
the organization

Note that: the above list are some examples of pharmaceutical services which can
carried out by computers but they can increased depend on the kind of the services
carried out by particular pharmacy

STEP 5: Advantage and Disadvantage of Using Computers in Pharmacy

(25 minutes)

Activity: Buzzing (5 minutes)

ASK students to pair up and buzz on the following question for 2 minutes
What are advantages and disadvantage of using computers in Pharmacy?

ALLOW few pairs to respond and let other pairs to add on points not mentioned

WRITE their response on the flip chart/board

CLARIFY and SUMMARIZE by using the content below

The Following are Advantages of Using Computer in Pharmacy

The biggest advantage that can be achieved by computers is enhanced efficiency
Customer Time Savings
Computers speed the efficiency of dropping off and picking up prescriptions.
Improving Patient Compliance.
Community pharmacies can use their computer systems and direct patient access to deliver a
quality and breadth of patient care unavailable anywhere else
Enhanced patient safety is of great significance.

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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 They can avoid illegible hand writing, can be programmed to find errors in dosage,
medication name, medication interactions, and identifying allergic patients or the
wrong patient

The Following are Disadvantages of Using Computer in Pharmacy

Hacking
One disadvantage of using computers anywhere, let alone in a local pharmacy, is that
they're susceptible to being hacked
By hacking a pharmacy's computer, one may be able to see a customer's medical
history, address and other confidential information
Training
A downside to computers is that when such technology is introduced into a work
environment, the employees there need to be able to properly use it
This requires training, which can take time and cost money
Vulnerable to viruses and technical problems that risk may lead to loss of data
unless backed up
Sometimes increase the amount of time needed to get work done example
Downtime, system failure and inflexibility
Cost and space issues
It need money to buy the computer equipment or some times to install computer
software and maintenance
space is needed for keeping the computers equipment’s

STEP 6: Key Points (5 minutes)

As with most health-care processes, pharmacy operations have been significantly

changed by the advent of digital and computing technology since 1970. Right now
computers and pharmacy go hand in hand
Computer science and technology is deeply utilized in pharmacy field everywhere like
in pharmacy colleges, pharmaceutical industries, research centers, hospital pharmacy,
community pharmacy and many more
In Pharmacy, computer can be used to simplify the dispensing process and reduce the
errors which may occur during the process of dispensing
The biggest advantage that can be achieved by computers is enhanced efficiency in
various pharmacy fields
One disadvantage of using computers anywhere, let alone in a pharmacy, is that they're
susceptible to being hacked and breach the patient confidentiality.
Therefore computer is mandatory in this advanced era and pharmacy and related
subjects are not exception to it

STEP 7: Evaluation ( 5 minutes)

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
40
 What are areas where computer can be used in pharmacy field?
What are the uses of computer in dispensing?
What are advantage and disadvantage of using computers in pharmacy?

STEP 8: Use of Computer in Dispensing Field Trip (10 hours)

Activity: Field Visit (10 minutes)

PREPARE for field trip

ORIENT the students on objectives and guide of the trip

REFER students to Handout 3.1: use of computer in dispensing Field Trip Guide

TAKE students to the hospital /community pharmacy which use computer to learn about
use of computer in dispensing

PREPARE students for feedback session

Field trip Guide 3.1: Use of computer in dispensing

Student Learning Tasks

By the end of this field trip students are expected to be able to;
Practice the various dispensing activities by using a computer in hospital or
community pharmacy
Identity other dispensing activities which are carried out by the visited pharmacy.

The following is the list of dispensing activities which can be carried out by
computer
Prescription Filling- Patient name, doctor name, drug name, quantity, prescription number;
prints the label, calculates the price
Prescription Refilling- Pharmaceutical personnel enter data regarding the prescription if data
not available to avoid any warning message appears if the prescription is out of data
E_ Prescribing- are computer-generated prescriptions created by healthcare provider and sent
directly to pharmacy. E-prescriptions are sent electronically through a private, secure, and
closed network.
Prescription Processing is invariably one of the main activities going on within a pharmacy
on a day-to-day basis, and computers are used to make this process more reliable and
efficient.
Patient Counseling - Pharmaceutical personnel can print counseling handout, prescription
label and invoice. Also handout contains any information the patient might need to know
regarding precautions or side effects of the medication

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
41
Patient Profile _ Pharmaceutical personnel can update patient profile whenever a new
prescription is filled. Also if the patient might have any symptoms like allergies, it should be
added to patient profile
Drug-drug interactions - some computer program offer programs for drug interaction and this
help the pharmaceutical personnel to check the patient’s profile and prescription to determine
if there is interaction
Stock movement reports. This depends on how much of drugs taken from previous inventory
and helps to know the goods move fast or slow, also provide information for pricing
decisions and judges for entire store's performance.
Electronic Order Entry. Now the wholesalers provide for other pharmacies interface with
their central computers to order new medications. Also pharmacy’s employees take
inventory of the shelf stock using optical scanner to read and record product codes and
quantities
Daily and Monthly Log. Computer program can provide a pharmacy with a timely, precise
review of prescriptions broken out into prescription number, patient type, gross profit
margins and other information.
Management Reports --There is a lot of different types of reports can help the pharmacy
manager in his practice and his business. These like, accounting, payroll administration, cost
and financial analysis market analysis, budgeting, sales forecasting and investment analysis.
Communication - Computers are used within pharmacies to facilitate communication. From
email to other Internet-based messaging systems, online communication allows
pharmaceutical personnel and other health staff to keep in contact both within their own/out
the organization
Students may use the above list to observe the dispensing activities carried out by the
aid of computer.

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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Reference
Marion Merrell Dow Incorporated.( 1989).Effective pharmacy management.
Marion Merrell Dow Inc

Jadhav, S. P., Nikam, K., Gandhi, A., Salunkhe, K. &Shinde., N. (2012). Applications of
computer science in Pharmacy: An overview. National Journal of Physiology,
Pharmacy and Pharmacology, 2 (1), 1-9. retrieved from ww.scopemed.org/?
mno=8149

http://baonsquarestech.blogspot.com/2013/08/the-use-of-computer-in-pharmacy_26.html

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Session 4: The Use of Computers in Keeping Records of
Medicines and Medical Supplies
Total Session Time: 120 minutes

Prerequisites
Session 3

Learning Tasks
By the end of this session students are expected to be able to:
List benefits of computer in keeping records of medicines and medical supplies
Mention commonly used computerized systems for keeping records of medicines and
medical supplies
Practice tally based system in keeping records of medicines and medical supplies

Resources Needed:
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer/ LCD projector

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation Benefits of Computer in Keeping Records of
2 30 minutes
Buzzing Medicines and Medical Supplies
Presentation Commonly Used Computerized Systems for
3 30 minutes
Brainstorming Keeping Records and Medical Supplies
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 Practice Tally Based System in Keeping
4 45 minutes Demonstration
Records of Medicines and Medical Supplies
5 05 minutes Presentation Key Points

6 05 minutes Presentation Evaluation

SESSION CONTENTS

STEP1: Presentation of Session Title and Learning Task (5 minutes)

READ or ASK students to read the learning tasks and clarify
ASK students if they have any questions before continuing

STEP 2: Benefits of Computer in Keeping Records of Medicines and

Medical Supplies ( 30 minutes)

Activity: Buzzing (5 minutes)

ASK students to pair up and buzz on the following question for 2 minutes
What are the benefits of computer in keeping records of medicines and medical supplies?

ALLOW few pairs to respond and let other pairs to add on points not mentioned

WRITE their response on the flip chart/board

CLARIFY and SUMMARIZE by using the content below

The following are the benefits of computer in keeping records of medicines and medical
supplies

Speed and Efficiency

A computerized records keeping system makes everything from inputting information to
taking inventory easier. Doing a hand count of inventory can take days, but with a
computerized records keeping system, the same process can be done in a short time

Document Generation
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Once the computerized records keeping system is in place, managers and workers can use it
to automatically generate all kinds of documents, from purchase orders and checks to
invoices and account statements. Managers can also use the system to automatically order
products when they run low

Timely Data
With a manual system, the data is only as accurate and up to date as the last hand count.
With a computerized records keeping system, the management team can pull a report and
instantly see how many units are on the floor, how many have sold and which products are
selling the fastest
It eliminates overstocking of the inventories and maintains minimum investment.
It helps in optimum utilization of men, money, material, equipment, time and thereby
reduces the total cost of the production

STEP 3: The Commonly Used Computerized Systems for Keeping

Records in Medicines and Medical Supplies (30 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:
Mention any common used computerized system for keeping records of medicines
and medical supplies

ALLOW few students to respond

WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below

There are many computerized records keeping software which can be used for various
pharmaceutical activities depend on the needs of the particular organization. these are
examples of the software which can be used in health services
Drug health information system software (DHIS)
Jeeva,
Win Pharm,
Pioneer RX

These software’s have the following standard features,

User friendly input
Easier to recall of patient, drug and prescription information
Comply to regulatory authorities
Safety and accuracy
Adequate inventory management
Provision of reports
Fast
Allow electronic prescription

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Step 4: Practice Tall Based System in Keeping Records of Medicines and
Medical Supplies (45 minutes)

Activity: Demonstration (45 minutes)

DIVIDE students in small manageable groups.

PREPARE computer for demonstration

POSITION students so that everyone can see and hear

REVIEW steps of tallying based system in a computer with students

DEMONSTRATE the procedure of tallying in a computer

ALLOW one student from each group to do a return demonstration and let others tally

CLARIFY and SUMMARIZE by using the content below

INFORM the students that “every student will practice in the computer laboratory under
supervision until each student is competent”

STEP 5: Key Points (5Minutes)

Information Technologies are systems of hardware and/or software that capture,
process, exchange, store and/or present information using electrical, magnetic and/or
electromagnetic energy
Computers are processors of information. Process large amounts of information at
incredible speeds, accurately, and consistently. Their processing speed is their major
advantage over humans

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STEP 6: Evaluation ( 5 minutes)
What is the meaning of information technology in inventory system?
What are the benefits of information technology in inventory management?
What are commonly used computerized inventory systems?

References
Marion Merrell Dow Incorporated.( 1989).Effective pharmacy management.
Marion Merrell Dow Inc

Jadhav, S. P., Nikam, K., Gandhi, A., Salunkhe, K. &Shinde., N. (2012). Applications of
computer science in Pharmacy: An overview. National Journal of Physiology,
Pharmacy and Pharmacology, 2 (1), 1-9. retrieved from ww.scopemed.org/?
mno=8149

http://baonsquarestech.blogspot.com/2013/08/the-use-of-computer-in-pharmacy_26.html

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PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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Session 5: Identification of Different Types of Computer
Software
Total Session Time: 60 minutes

Prerequisites
Session 4

Learning Tasks
By the end of this session, students are expected to be able to:
Define the Term Software
Describe Different Types of Software
Describe Various Computer Application Programs and its Uses

Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer
LCD

SESSION OVERVIEW
Step Time Activity/Method Content
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation
2 10 minutes Definition of Software
Brainstorming
3 20 minutes Presentation Different Types of Computer Software
Presentation
4 15 minutes Uses of Computer Applications
Buzzing
5 05 minutes Presentation Key Points
6 05 minutes Presentation Evaluation

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SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)

READ or ASK students to read the learning objectives and clarify.

ASK students if they have any questions before continuing.

Step 2: Definition of Computer Software (10 minutes)

Activity: Brainstorming (5 minutes)
Ask students to brainstorm on the following question:
What is the meaning of the term ‘software’?
ALLOW few students to respond
WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below

Software
Software is another name of a program or programs
The purpose of software is to convert data (unprocessed facts) into information
(processed facts)
Software programs consist of the step-by-step instructions that tell the computer how
to do its work
In other words software or programs are set of instruction which tells computer what
to do

Step 3: Different Types of Computer Software (20 minutes)

There are two types of software/program; these are system software and application
software
System Software.
System Software consists of programs that control the operations of a computer and its
devices
System software serves as the interface between a user, the application software, and the
computer’s hardwar
One type of system software is the operating system
Before application software can be run, the operating system, which contains instructions that
coordinate the activities among computer hardware devices, must be loaded from the hard
disk into the computer’s memory
System software is not a single program, rather it is a collection of programs, included the
following:

Operating systems
Operating systems are programs that coordinate computer resources, provide an
interface between users and computer, and run applications. Windows XP,

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 Windows VISTA and the Mac OS X are the best known operating system for
today’s microcomputer users
Utilities
Also known as service programs, they perform specific tasks related to managing
computer resources
For example, the windows utility called Disk defragmenter locates and eliminates
unnecessary file fragments and rearranges files and unused disk space to optimize
computer operations

Devices drivers
Device drivers are specialized programs designed to allow particular input or
output devices to communicate with the rest of the computer system

Application Software
Application software consists of programs designed to perform specific tasks for users
Application software can be used as a productivity/business tool; to assist with graphics and
multimedia projects; to support home, personal, and educational activities and to facilitate
communications
Specific application software products is called program and are available from software
vendors
These programs can be categorized as either basic or specialized applications

Basic applications
Also known as general-purpose applications, they are widely used in nearly all career areas.
They are the kinds of programs you have to know to be considered as computer competent
One of these applications is a browser to navigate, explore and find information on the
internet
The two most widely used browsers are Microsoft’s Internet Explorer and Netscape’s
Navigator

Specialized applications
Also known as special-purpose applications, these include thousand of other programs that
are more narrowly focused on specific declines and occupations
Some of the best known are graphics audio, video, web authoring, and artificial intelligence
programs

Various computer application programs are

Word processing
Excel
Database software
PowerPoint
Internet
E-mail software

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Web browser

Step 4: Uses of Application Software (15 minutes)

Activity: Buzzing (5 minutes)
ASK students to pair up and buzz on the following question for 2 minutes
What are the types of computer software?
When do you use that software?
ALLOW few pairs to respond and let other pairs to add on points not mentioned
WRITE their response on the flip chart/board
CLARIFY and SUMMARIZE by using the content below

Word processing software allows users to create and manipulate documents that contain text
and graphics
With word processing software, you can insert clip art into a document; change margins; find
and replace text; use a spelling checker to check spelling; place a header and footer at the top
and the bottom of a page; and vary font (character design), font size (character scale), and
font style (character appearance)

Excel is a spreadsheet application in the Microsoft Office Suite. A spreadsheet is an

accounting program for the computer
Spreadsheets are primarily used to work with numbers and text
Spreadsheets can help organize information, like alphabetizing a list of names or ordering
records, or calculate and analyze information using mathematical formulas

Power Point is the presentation graphics software in the Microsoft Office Suite
It allows you to create dynamic presentations using its easy-to-use, predefined layouts and
templates

Database software allows you to create and manage a database

A database is a collection of data organized to allow access, retrieval, and use of that data.
Database is used to store records of employees, clients and equipments
Example of employees records are Name, Age, Place of birth and occupation
A query is used to retrieve data according to specified criteria, which are restrictions the data
must meet

E-mail software is used to create, send, receive, forward, store, print, and delete e-mail
(electronic mail)

Web browser is a software application used to access and view Web pages.
Web browser help searching information of different types from different source

Step 5: Key Points (05 minutes)

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Operating systems are programs that coordinate computer resources, provide an interface
between users and computer, and run applications
Device drivers are specialized programs designed to allow particular input or output devices
to communicate with the rest of the computer system
Power Point allows you to create dynamic presentations using its easy-to-use,
predefined layouts and templates

Step 6: Evaluation (05 minutes)

What is software?
What do you understand by the term System Software?
What are the different types of Computer Software?

Reference
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press
PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press.
CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000 Application (2nd ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.
Peachpit Press

The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/

Session 6: Demonstration on Getting Started with

Microsoft Word
Total Session Time: 60 minutes + 120 minutes Practical

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Prerequisites
Session 5

Learning Tasks
By the end of this session, students are expected to be able to:
Define Microsoft Word Program
Identify Parts of the Word Window
Practice Saving Document
Practice Use Backspace/Delete and Undo/ Repeat Functions
Practice Cut, Copy, Paste, Drag and Drop
Practice Use of Autocorrect, Find and Replace
Practice Use of Spell Check and Grammar Check

Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer
LCD
Handout 6.1

SESSION OVERVIEW

Step Time Activity/Method Content

Presentation of Session Title and Learnig
1 05 minutes Presentation
Tasks
Presentation
2 10 minutes Definition of Microsoft Word
Brainstorming
3 40 minutes Presentation Basic of the Microsoft Word Window
Presentation
4 40 minutes Saving a File
Exercise
Presentation
5 40 minutes Cut, Copy, Paste, Drag and Drop
Exercise
Presentation
6 35 minutes AutoCorrect and Spell Grammar Check
Exercise
7 05 minutes Presentation Key Points
8 05 minutes Presentation Evaluation
SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)

READ or ASK students to read the learning objectives and clarify.
ASK students if they have any questions before continuing.

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Step 2: Definition of Microsoft Word (10 minutes)
Activity: Brainstorming (5 minutes)
Ask students to brainstorm on the following question:
What is Microsoft word program?
ALLOW few students to respond?
WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below

Microsoft word is the word processing software in the Microsoft Office Suite
It allows you to create a variety of professional-looking documents such as letters, flyers
and more

Step 3: Basics of the Word Window (40 minutes)

Word is the word processing software in the Microsoft Office Suite
It allows you to create a variety of professional-looking documents such as letters, flyers,
and more

The Basics of the Word Window

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

Figure 1: Basic Component of Window

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Source: Goodwill Community Foundation 2002.

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

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Click one of the five buttons at the bottom left of your Word window (View Full Screen is
not available in this location).

Figure 2: View Button

Source: Goodwill Community Foundation 2002

Step 4: Saving New File (40 minutes)

When Saving a File for the First Time

Click File on the Menu Bar.
Select Save - Ctrl+S.

Figure 3: Save command

Source: Goodwill Community Foundation 2002

Using the Standard Toolbar to Save

Choose the Save button on the Standard Toolbar.

Save as Dialog Box

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After selecting Save from the Menu Bar or the Standard Toolbar, the Save As Dialog Box
appears.

Figure 4: Save As Dialog Box

Source: Goodwill Community Foundation 2002

To Specify a File Location

Open the Save In: drop down list box.
Choose 31/2 floppy (A :) if saving to a floppy disk.
Choose (C :) if saving to your hard disk.
Name your file in the File name: box.
Click Save.
If you do not choose a file name, Microsoft Word will assign a file name for you. It assigns
the first line of text in you document, unless you give it a different name when prompted in
the File name box.
If you do not specify a file location, Office uses the My Documents folder as the default
location. So, if you can't find a file, check My Documents.
After Naming and Saving a File Once
Click the Save button on the Standard toolbar or
Go to the File menu and choose Save.
You will not get a Save As dialog box again.

Saving a File under a New Name

If you wish to create an exact copy of an original document for editing or revising purposes,
you should perform a Save As on the file and save it under a new name. This will guarantee
that you always have a saved, original copy
Follow these steps to perform a Save As

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Click File from the menu bar.
Select Save As. The Save As Dialog Box appears.
Type a new name for your file in the File name: box
Click Save.
Choose Save As to rename a document. Be careful not to overwrite your original file.

Backspace and Delete

Use the backspace and delete keys (on your keyboard) to erase text in your document
The backspace key erases the text to the left of the insertion point one character at a time.
The delete key (located under the Insert key) erases the text to the right of the insertion point.

Using Undo - Ctrl + Z

Have you made a mistake in your document and needed to go back and make changes, but
you thought it was too late? Good news! Word offers a feature that helps prevent this from
happening.The Undo command lets you "undo" or delete the last change made to your
document
As you can imagine, this is a very useful feature
If you make a change or mistake that you do not want or did not mean to do, you can simply
"undo" your action
Word remembers up to 300 actions in a document and allows you to undo any or all of them
as long as you haven't closed the document first

To Use Undo
Click Edit on the menu bar.
Select Undo - this command will change names depending on the action you just took. If you
accidentally deleted a sentence, it says Undo Clear
Press Ctrl + Z on your keyboard for a shortcut to Undo OR
Undo all your recent actions by repeatedly clicking the Undo button located on the
Standard toolbar

Figure 5: Undo Button

Source: Goodwill Community Foundation 2002

Notice the small list arrow next to the Undo button. When you click on it, you see a list of
all the separate actions you have performed on the document you are working on. You can
select as many actions as you want to undo.

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Activity: Personal Letter

Use a computer and a Word document to complete activities 1 through 4 listed below:

Refer students to Handout 6.1: Personal Letter

After opening the document
Change the view to Normal View.
Type today's date at the beginning of the document and type the letter content on the handout.
Save the document by selecting File >> Save from the main menu.
Close the document.

Step 5: Cut, Copy, Paste, Drag and Drop (40 minutes)

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

Figure 7: Cut, Copy and Past

Source: Goodwill Community Foundation 2002

Cut and Paste

The Cut feature allows you to remove selected text from the document and temporarily place
it on the Office Clipboard
The Clipboard is a temporary storage file in your computer's memory. Items placed on the
Clipboard will remain there until you exit Word
The Paste feature allows you to get text from the Clipboard and place it in the same or even
another document

Copy and Paste

The Copy feature allows you to copy selected text from the document and temporarily place
it on the Clipboard
The Clipboard is a temporary storage file in your computer's memory.

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The Clipboard can hold up to twenty-four items. Once you copy the 25th item, the first
copied item is deleted
The Paste feature allows you to select any of the collected items on the Clipboard place it in
the same or even another document
You can Copy information from many different sources including Websites, Emails, and
other Office applications like Excel and PowerPoint

Working with Blocks of Text

To Cut and Paste a Block of Text

Select the text you want to move
Click the Cut button on the Standard Toolbar.
Place the insertion point where you want the text inserted
Click the Paste button

To Copy and Paste a Block of Text

Select the text you want to move
Click the Copy button on the Standard Toolbar
Place the insertion point where you want the text inserted
Click the Paste button
Once the item has been pasted, you can determine the formatting by clicking on the Paste
Options button that appears just below your pasted selection. Check or de-select any of the
following options:
Keep Source Formatting - maintains the text formatting of the original document.
Match Destination Formatting - formats the pasted text to match the text formatting in the
document in which it was pasted
Keep Text Only - removes any graphics that you may have copied along with the copied text
Apply Style or Formatting - allow you to choose a specific format from the Styles and
Formatting menu

Drag and Drop

The drag and drop method of moving text allows you to move selected text using your mouse
This method is convenient for moving text when
Moving text from one location to another within a document
Moving text to another document

To Drag and Drop Selected Text

Drag the text you wish to move
Place the mouse pointer anywhere on the selected text without clicking
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Click and hold the left mouse button until the insertion point changes into a white arrow
pointing up to the left
Left click and drag the selected text to the new location

Drop using this process, the mouse pointer changes to a box with a small white arrow over it,
indicating you are dragging text
When you reach the new location, release the mouse button to drop the text into place.
Once you release the mouse button a menu list will appear that offers you the following
options:
Move Here
Copy Here
Link Here
Create Hyperlink Here
Cancel

(Be sure to remove the selection highlight before pressing any key, so that you do not delete
your newly moved text. If you do accidentally delete, simply press the undo button).

Activity: Personal Letter

Instructions: Go back to your Personal Letter Word document to complete activities bullet
one to five listed below
Open the personal letter document
Use the Drag and Drop feature to move the first sentence of the letter (“My daughter just
got…”) to the end of the final paragraph of the letter
Use the mouse to select the paragraph you wrote (3rd paragraph)
Use the Copy, Paste, and Cut features to move the 3rd paragraph so it is the second
Paragraph of the letter
Save and close the document

Step 6: Spell and Grammar Check (35 minutes)

Word can automatically review your grammar and spelling as you type.
Green wavy lines are placed underneath possible grammar mistakes and a red wavy line
under possible spelling mistakes
All of Word's grammar and spelling errors may not be correct, so you can choose to ignore
these error markings and keep typing, or you can correct the mistakes and/or add the
corrections to Word's dictionary

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Check Spelling as you Type

Word puts a red wavy line under possible spelling mistakes. If you click on the suspected
misspelling, Word gives you one or more suggested corrections.

Figure 10: Spelling Check

Source: Goodwill Community Foundation 2002

To Use Spell Check as You Type

Place your I-Beam over the misspelled word and right-click
A menu list displays the following options: boldfaced suggested spellings, Ignore All, Add to
Dictionary, AutoCorrect, Language, Spelling and Look Up
Select the boldfaced suggestion to replace the incorrectly spelled word in the document.
Select ignore, and Word ignores all future instances of this spelling in this document
Select Add to Dictionary, and Word adds the underlined word to the dictionary so it won't
be flagged as an error in any other document you create
Select AutoCorrect to add the correct spelling to your list of words that Word automatically
corrects as you type
Select Language to specify a word as part of another language, preventing Word from seeing
this word as a mistake
If you select spelling, the Spelling and Grammar dialog box appears
If you select Look Up, a window opens in the Task Pane and you are given general search
parameters.
This feature is helpful when dealing with words, such as proper nouns, that are not found in
the dictionary

To Work on Suspected Grammatical Mistake

Place your I-beam over the grammatical mistake and right-click
A menu list displays the following options: boldfaced grammar suggestion, Ignore, Grammar,
about this Sentence
Select Ignore and Word ignores the grammatical mistake it believes to exist.

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Select Grammar, and the Grammar dialog box appears
Select About this Sentence and the Office Assistant will offer you reasons as to why Word
believes this to be a grammatical error

Spelling and Grammar Dialog Box

To Use the Spelling and Grammar Dialog Box
Choose one of the following options, depending on what you think of Word's suggestions
Click Ignore Once to ignore this one instance of the grammatical error in your document
Click Ignore Rule to ignore this grammatical error and all other grammatical errors of this
type in the document
Click Next Sentence to take you to the next grammatical error listed in your document
Click Change to replace the error with what is in the Suggestion box
Click Explain to open the Office Assistant, which will offer you reasons for this error

To Turn off the Red or Green Wavy Line

Choose Tools Options from the menu bar, the Options dialog box appear
Click the Spelling & Grammar tab
Un-check the Check Spelling as You Type or Check Grammar as You Type so the check box
so that it is empty
Click OK
Don't forget to use Spell and Grammar Check!

Activity 3: Personal Letter

Instructions: Go back to your Personal Letter Word document to complete bullet 1 to 3
listed below:
Open the personal letter document.
Use the Spelling and Grammar feature to check the document.
Save and close the document.
Congratulations! If you have completed these activities, then you have completed your first
personal letter in Microsoft Word.

Step 7: Key Points (5 minutes)

Microsoft Word offers six different views for your document. The six views are Normal
View, Web Layout View, Reading Layout View, Print Layout View, Outline View, and Full
Screen View
Save periodically when you are working in an application. Losing information can happen
easily if you don’t. You can quickly save by using the quick-key combination Ctrl + S.
Instead of having to re-type or replace information, Word allows you to move a block of text
(a word, sentence, paragraph, page, document, or graphic). Cut, Copy and Paste are
extremely time-saving features

Step 8: Evaluation (5minutes)

What are the parts of the Word window?
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What is the difference between “Save” and “Save As” command?
When do you use Backspace/Delete keys and Undo/Repeat functions?
What is the use of Cut, Copy, Paste, Drag and Drop functions?

References

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).

Ventage Press.

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000 Application (2nd ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

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Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State

University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit
Press The Basics of the Word Window. Retrieved from
www.gcflearnfree.org/computer/

Handout 6.1: Personal Letter

Dear Tom,
My daughter just got a new digital camera and I will learn how to send you pictures soon! I
just recently enrolled in an online class with GCF Global Learning® and today I am working
on my first Microsoft Word assignment. They offer many online classes such as Word, Excel,
PowerPoint, Access, Basic Math, Career Development, and many more. When I finish taking
this class Tom I plan on taking some of the other classes that are offered.

I am very excited about the class and there are many positive things about being a distance
learner. I can use the website at anytime and from any computer, we have an online instructor
to help us, and the classes are free! Also, since my employer is now requiring that everyone
in our office earn 5 Continuing Education Units every two years, this will help me stay up-to-
date with my training.
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Tom, I hope the rest of your family is doing well and that the kids are ready for summer.
Once you get your email account set-up, we’ll be able to write to each other all the time.

Session 7: Demonstration on Microsoft Word Basics

Total Session Time: 60 minutes + 120 minutes Practical

Prerequisites
None

Learning Tasks
By the end of this session students are expected to be able to:
Align Text
Set Line Spacing
Create Margins
Use the Ruler and Formatting Toolbar
Format Text

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 Create Bulleted and Numbered Lists

Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer and LCD
Handout 6.1

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 5 minutes Presentation
Tasks
Demonstration,
2 30 minutes Align Text
Exercise
Demonstration,
3 30 minutes Set Line Spacing
Exercise
Demonstration,
4 30 minutes Create Margins
Exercise
Demonstration,
5 35 minutes Use the Ruler and Formatting Toolbar
Exercise
Demonstration,
6 30 minutes Create Bulleted and Numbered Lists
Exercise
7 10 minutes Presentation Key Points
8 10 minutes Presentation Evaluation

SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 Minutes)

READ or ASK student to read the learning objectives and clarify.

ASK students if they have any questions before continuing

Step 2: Aligning Text (30 minutes)

Aligning text can be invaluable when trying to format your document to meet certain
standards. Most documents have text that is left aligned. However, if you were creating a
greeting card or advertisement, you might need to know how to center align, right align or
justify your text.
Align Text Using the Alignment Buttons:
Select the text you want to align.

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Click the Align Left, Center, Align Right, or Justify button on the Formatting toolbar.

Figure:1 Alignment Buttons

Source: Goodwill Community Foundation 2002

Uses of left, right, center and justified Alignment Text

Below you will view examples of text that are aligned using the left, right, center, and
justified alignment buttons.

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 Refer students to Handout 6.1: Personal Letter

Activity 1: Personal Letter (5 minutes)

Instructions: Use Personal Letter from Handout 6.1 help to do bullets 1 to 4 listed below:
Left align the entire letter.
Center align only heading
Right align Address at the top
Save and close the document.

Step 3: Set Line and Paragraph Spacing (30 minutes)

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Line Spacing
Document text can be formatted to show a number of line spacing options. The most common
spacing options are single-spaced and double-spaced.

Line spacing is measured in lines or points.

When line spacing is measured in points, it is referred to as leading (rhymes with wedding).
When you reduce the leading you automatically bring the lines of text closer together,
sometimes making it difficult to read. Increasing the leading will space the lines out, allowing
for improved readability. For example, the 10 point font usually uses 12 point leading. This is
the default and, in general, should be used.

To Format Line Spacing

Select the text you want to format.
Choose Reveal Formatting on the Task Pane and click on any of the blue links under the
Paragraph heading.
OR
Click Format on the menu bar.
Select Paragraph. The Paragraph dialog box appears.
Click on the Indents and Spacing tab.
In the Line spacing drop down menu, you may select single, 1.5, or double spacing. The
default is single spacing.
Click OK.
OR
Select the text you want to format.
Click on the Line Spacing button on the Formatting Menu.
Select an option from the drop-down menu.

Step 4.Using Page Setup to Specify Margins (30 minutes)

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Figure 2: Margin Set

Source: Screen Shot from Microsoft Word

In order to change the margins (space along the top, left, right and bottom) in your document,
you will need to access the Page Setup dialog box.

Click File on the menu bar.

Select Page Setup.
Select Margins tab in the Page Setup dialog box.
OR
Choose Reveal Formatting on the Task Pane and click on the blue link, Margin, under the
Section heading.

You can change the margin in precise steps by clicking on the up or down arrows next to the
margin that you wish to change or you may type a number in the text box next to the margin
you wish to change.
Click OK.

Figure 3:Page Setup

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Source: Screen Shot from Microsoft Word

More Options on the Page Setup Dialog Box

The Page Setup dialog box gives you several other options for controlling the look of your
document. Not only can you control how your document looks on screen, but you can also
manage how your document will be printed. The Margins, Paper and Layout Tab all contain
valuable tools.
Margins Tab
Click the Default button in the lower left corner of the Page Setup dialog box to set (or
reset) Word's default margins.
You can choose to apply these new margins to the whole document or from this point
forward by using the drop-down menu, Apply to:.
Change the Page Orientation by clicking on either the Portrait box (8.5 x 11) or the
Landscape box (11 x 8.5).
Paper Tab
The default paper size is 8.5 x 11, but you can change the paper size entirely. You can even
customize the paper size to include note cards, envelopes, photo paper, index cards, and much
more.
Layout Tab
The Layout Tab includes options to customize page numbering, borders, and
headers/footers. A nice feature on the Layout Tab is creating a Title Page for your document.

To Create a Title Page for Your Document

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Enter the text you want on your title page.
Click File on the Standard toolbar.
Select Page Setup from the menu bar.
Click the Layout tab.

Under Vertical Alignment, you will find the following options:

Top: Default. Text lines up with top margin.
Center: Text on page is centered between the top and bottom margins.
Justified: Text is spread out so each line is same distance apart.
Bottom: Text lines up with the bottom page.

Refer students to Handout 6.1: Personal Letter

Activity 3 Adjust the Margins in a Document Personal Letter (5 minutes)

Instructions: Use Personal Letter from Handout 6.1 help to do bullet 1 to 5 listed below:
Open the letter document.
Set the margins so the top margin is 2 inches and all other margins are 1 inch.
Verify that the Page Orientation is set to Portrait.
Change the Paper Size of the document to be 8.5" x 11"
Save your changes and close the document.

Step 5: The Ruler and Formatting Toolbar (35 minutes)

You can adjust the width of margins, tabs, and indents in your document using Word's Ruler.

The Ruler is helpful when you need to create several columns, show column placement, or
the distance between columns.

Hiding and Displaying the Ruler:

Click View on the menu bar.
Select Ruler.
The Ruler will appear at the top of the document.

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 Figure 6: Ruler

Source: Screen Shot from Microsoft Word

If you switch to Print Layout View (Choose View Print Layout View), a vertical ruler
displays along the left hand side of the screen. To hide this vertical ruler, switch to a different
layout view.

Setting Tabs, Indents and Margins using the Ruler

The ruler provides a visual tool that allows you to quickly view, create and change your
documents tabs, margins and indents.

Tabs
Click on the small gray box to the left of the ruler to move through the five different Tab
Settings.
Left tab : Moves text toward the right edge of the page as you type.
Center tab : Centers text around the tab.
Right tab : Moves text toward the left edge of the page as you type.
Decimal tab : Aligns decimal numbers using the decimal point.

For example
Bar tab : Draws a vertical line on the document.
Indent : Inserts the indent marking anywhere along the ruler
Hanging Indent : Inserts a hanging indent anywhere along the ruler

To Place a Tab or Indent on The Ruler:

Click the cursor anywhere in the block of text you want to format.
Click the tab selection button (upper left of the ruler).
Click the Ruler where you want your tab or indent to be set.
If you set up a new tab, press the tab key to move your text to the new tab.
If you set up a new indent, place the cursor at the new indent location.

Adjusting Tabs and Margins on the Ruler

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To Move an Existing Tab or Indent on the Ruler
Point the mouse on the tab or indent that you want to move.
Click and hold the left mouse button until a dotted line appears below the tab.
Drag the mouse to move the tab or indent to a new location.
Release the left mouse button.

To Remove a Tab from the Ruler

Point the mouse on the tab you want to remove.
Click and hold the left mouse button until a dotted line appears below the tab.
Drag the mouse off the Ruler.
Release the left mouse button.

To Adjust a Margin using the Ruler

Point the mouse on the margin that you want to move.
Click and hold the left mouse button once a double arrow appears over the margin until a
dotted line appears below.
Drag the mouse to increase or decrease the margin.
Release the left mouse button.

Formatting Toolbar
The Formatting Toolbar contains buttons that allows you to change the appearance of your
text. The formatting toolbar contains buttons for font size, font style, colors and other options.
To View the Formatting Toolbar
Click View on the Menu Bar.
Select Toolbars and then Formatting from the cascading menu.

Bold, Italics and Underline

Any text you type in Word can be further customized by using the bold, italicized or
underlined options. You can even do a combination of all three options!
To Change the Type Style of Text
Select the text you want to change.
Choose one or more of the following options: (to stress emphasis you might want to try using
the bold option)
Click the Bold button on the Formatting toolbar. Ctrl + B
Click the Italic button on the Formatting toolbar. Ctrl + I
Click the Underline button on the Formatting toolbar. Ctrl + U
Word automatically displays your changes.

Figure 7: Bold, Italics and Underline

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 Source: Goodwill Community Foundation 2002

To avoid frustration, remember to select text before you apply style. If you choose a type
style without selecting any text, Word uses your chosen styles on whatever text you type
next.

Using Color
The use of color can add emphasis to your words and make your document easier to read.
If you own a color printer, you can print documents in different colors. If you do not own a
color printer, your document will only appear in color on the screen.
To Change the Color of Text
Select the text you want to change.
Click the downward-pointing arrow on the Font Color button on the Formatting toolbar. A
color palette appears.
Click the color you want to apply.
Word changes the color of your text.

Figure 8: Colour Table

Source: Goodwill Community Foundation 2002

If you would like to see more color options, Click the More Colors button at the bottom of
the color palette. You can choose from a list of Standard Colors or Customize your own
color by clicking the Customize Tab.

Font Dialog Box

The Font Dialog Box gives similar options as the Formatting toolbar; however, it also offers
more advanced text features. You can use the Font Dialog Box to change your font, font
style, size, color and many other font effects.

To Open the Font Dialog Box

Click Format on the Menu Bar.
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Select Font from the menu list. The Font Dialog Box will appear.

Figure 9: Font Option

Source: Goodwill Community Foundation 2002

Remember you can also access the Font Dialog Box from the Font menu on the Task Pane.

Figure 10: Font Box

Source: Goodwill Community Foundation 2002

Font Size
You can change the Font Size from both the Font Dialog Box and the Formatting toolbar.
You can use different font sizes to give emphasis to different parts of your document. For
example, the title of your document could be displayed larger than the contents of your paper.
Font size is commonly expressed in points. Font sizes range from 8 point (extremely small)

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to 72 point (very big). Word allows you to choose sizes smaller than 8 point and larger than
72 point, but you must type these in manually in the Font Size box.
Arial 10 Point
Arial 12 Point
Arial 20 Point
Arial 30 Point

The standard Font size for most documents is 12 Point. You can preview different font sizes
in the Preview window in the Font dialog box.
Select Reveal Formatting on the Task Pane.
Click the blue link, Font: under the Font Heading. The Font dialog box appears.
Click on a font from the Font list.
Select a size from the Font Size list.
Look at the text in the preview window as you try different sizes.
OR
Click Format on the Menu Bar.
Select Font from the menu list. The Font dialog box appears.
Click on a font from the Font list.
Select a size from the Font Size list.
Look at the text in the preview window as you try different sizes.

To Open the Templates Dialog Box

Click File on the Menu Bar.
Select New from the menu list. The Task Pane New Document window appears to the right.
Select an option under New from template.
Letter Wizard - assists you in writing a standard letter
Contemporary Letter - offers a letter template including artwork
General Templates - preformatted documents including faxes, letters, memos, reports, etc.
Templates on my Web Sites - allows you to search for templates on other web servers
Templates on Microsoft.com - allows you to search among hundreds of templates offered
through the Microsoft website

Refer students to Handout 6.1: Personal Letter

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Activity 5.Experiment with Fonts (10 minutes)

Instructions: Use Personal Letter from Handout 6.1 help to do bullet 1 to 7 listed below:

Open the Personal Letter document.

Modify the document so the text is not bolded, italicized, or underlined.
Change the document so all the text is black.
Modify the font size from 14 to 12.
Change the font style from Arial to Times New Roman, or the font of your choice.
Read the document. Are there any words that you should emphasize? If so, make those
words bold.
Save and close the document

Step 6: Bullets and Numbering (30 minutes)

Word lets you make two types of lists: bulleted and numbered. Bulleted and numbered lists
help to simplify steps or items to the reader. Teachers often use bulleted lists to highlight
important pieces of their lessons. Manuals often include numbered lists to assist the reader in
step-by-step instruction.
A bullet is usually a black circle but it can be any other symbol used to highlight items in a
list. Use bullets to list items that do not have to be in any particular order.
Numbers (or letters) are used when information has to be in a certain order. You can use the
default Bullets and Numbering settings by clicking on the appropriate button on the
Formatting toolbar.
Create Bulleted and Numbered Lists
To Create a Bulleted List
Click the Bullets button on the Formatting toolbar.
Type the first item on your list and press Enter.
The next line will begin automatically with a new bullet.
Type the next item on your list and press Enter.
When your list is complete, press the Enter key twice to stop the bulleted list.

To Create a Numbered List

Click on the Numbering button on the Formatting toolbar.
Type the first item on your list and press Enter.
The next line will begin automatically with the next number.
Type the next item on your list and press Enter.
When your list is complete, press the Enter key twice to stop the numbered list.
Review the following tips that will help you manage your numbered or bulleted lists.
Remove a bullet by placing the insertion point to the right of the bullet or number and press
backspace (you will not be able to place your insertion point to the left of the bullet).

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If you want to change a bulleted list to a numbered list (or vice versa), select the entire list
and click on the appropriate button.
To create a line break between items in a bulleted or numbered list, place your cursor where
you want the line break and press Shift + Enter.

The Bullets and Numbering Dialog Box

Word offers you many other options for your bullets and numbers, other than the default that
you have seen so far.
You can view the type of bullets and numbers available to you by opening the Bullets and
Numbering Dialog Box.
Select the text you want to turn into a list.
Click Format on the Menu Bar.
Select Bullets and Numbering. The Bullets and Numbering Dialog Box appears.
Click on the Bulleted Tab to view all the bullet options and click on the Numbered Tab to
view all the number options.
Select what kind of bullets or numbers that you want, and click OK.

The Bullets and Numbering Dialog Box also offers you Outline Numbered options. By
clicking on the Outline Numbered Tab you can view templates for creating an outline. The
List Styles Tab allows you to create your own list style using similar alignment, bullets and
characters.

Figure 11: Bullets and Number

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 Source: print screen from Microsoft Word 2003

Congratulations! If you have completed these activities, then you have finished this cover
letter in Word 2003.

Step 7: Key Points (10 minutes)

Aligning text can be invaluable when trying to format your document to meet certain
standards. Most documents have text that is left aligned. However, if you were creating a
greeting card or advertisement, you might need to know how to center align, right align or
justify your text
When line spacing is measured in points, it is referred to as leading (rhymes with
wedding). When you reduce the leading you automatically bring the lines of text closer
together, sometimes making it difficult to read. Increasing the leading will space the lines
out, allowing for improved readability. For example, the 10 point font usually uses 12
point leading. This is the default and, in general, should be used.

The Ruler is helpful when you need to create several columns, show column placement,
or the distance between columns.

Step 8: Evaluation (10 minutes)

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Most documents have text that is left aligned. What are the other Alignments you know?
What are the two most common spacing options?
The ruler provides a visual tool that allows you to do what?
What are steps to format text?
Why do you use bulleted and numbered lists?

References
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000
Application (2nd ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.
Peachpit Press

The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/

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Session 8: Demonstration on Advanced Microsoft Word
formatting
Total Session Time: 60 minutes + 120 minutes Practical

Prerequisites
None

Student Learning Tasks

By the end of this session, students are expected to be able to:
Insert Symbols
Insert Headers and Footers
Format Text
Create Text Boxes
Work with Columns

Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer
LCD

SESSION OVERVIEW

Step Time Activity/Method Content

Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation,
2 30 minutes Insert Symbols
Exercise
Presentation,
3 35 minutes Insert Header and Footer
Exercise
Presentation,
4 30 minutes Format Text
Exercise
Presentation,
5 30 minutes Create Text Boxes
Exercise
Presentation,
6 35 minutes Work with Column
Exercise
7 10 minutes Presentation Key Points

8 5minutes Presentation Evaluation

SESSION CONTENT
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Step 1: Presentation of Session Title and Learning Tasks (5 Minutes)
READ or ASK student to read the learning objectives and clarify
ASK students if they have any questions before continuing

Step 2: Insert Symbols (30 minutes)

Introduction of Symbols

There are many Symbols that you might often see in publications that are not directly
available from your keyboard. For example, the Copyright symbol, ©, is not available on the
keyboard but can be selected from Word's Symbol Dialog Box.
Other commonly used symbols that appear in the Symbol Dialog Box are:
© Copyright
® Registration
TM
Trademark
Checkmark

Insert Symbols

To Insert Symbols into your Document:

Click Insert on the Menu Bar
Select Symbols, The Symbols Dialog Box appears
Click the Symbols Tab to select a symbol from a Font type
OR
Click the Special Characters Tab to view other commonly used symbols
Click on the Symbol or Special Character you would like to select and then Click Insert
The Symbol or Character will show up in your document
Click Close

Figure 1: Different Symbols

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Source: Goodwill Community Foundation 2002

Before You Start the Challenge.

During the challenges for these lessons, you will create a newsletter or flyer. Before you
begin, decide which topic you would like to write about
Do you want to design a flyer that advertises a room for rent?
Perhaps you want to develop a flyer that promotes a service, such as piano or guitar lessons?
Do you want to develop a newsletter for an organization you are a member of?

There are many templates in Microsoft Word that can help you create these documents, but
for this tutorial you will find it more educational if you complete the assignment without
using the template feature. Make a decision about what you want your document to be about
and we’ll get started!

Activity 1: Inserting a Symbol (5 minutes)

Open Word and create a new document.

Insert a Symbol into the document. Do not worry about placement in the document - you'll
move the symbol around as you learn more about Word.

Save and close Word.

Step 3: Insert Headers and Footers (35 minutes)

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The Header and Footer usually contain title and author information, dates, and page
numbers. The Header appears at the top of the page and the Footer appears at the bottom of
the page.
To Insert a Header and Footer:
Click View on the Menu Bar
Select Header and Footer
The document will appear grayed out with a dotted Header and Footer box showing at the top
and bottom of the page
Locate the Header and Footer Toolbar on the page

Figure 1:Header and Footer

Type inside the dotted boxes to insert your Header and/or Footer.
Click Close on the Header and Footer Toolbar when you are finished.

AND

Source: Goodwill Community Foundation 2002

Header and Footer Toolbar

The Header and Footer Toolbar contains buttons that can help you automatically enter
important information in your header and footers.
Some of the useful features located on the Header and Footer Toolbar are:
Insert Auto-Text - drop-down menu showing commonly used header and footer information,
including, author, page number and date
Insert Page Numbers - inserts the page numbers
Insert Number of Pages - inserts the number of pages in the entire document
Format Page Number - opens the Page Number Format Dialog box so that you can format
your page number in the header and footer
Insert Date
Insert Time
Page Setup - opens the Page Setup Dialog box so that you can adjust the location of the
header and footer
Switch between Header and Footer - allows you to jump quickly between the header and
footer on a page
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Close - closes the Header and Footer

Toolbar: Delete Header and Footer

If you choose to delete your Header or Footer, Word will automatically delete the Header or
Footer within the entire document
To Delete the Header or Footer:
Click View on the Menu Bar
Select Header and Footer
Highlight the text within the Header or Footer (whichever text you would like to delete)
Press Delete. The text is now removed.
Click Close
Figure 2: Header and Footer Toolbar

Source: Goodwill Community

Foundation 2002

You can delete the Header and Footer on just the first page of the document by choosing File
- Page Setup. On the Page Setup Dialog Box, choose the Layout Tab and place a checkmark
next to Different First Page under Headers and Footers, then click OK.
Activity 2: Open a document created from activity 1 above (5 minutes)
Type your name into the Header.
Modify the text in your Header so that it is 10-point Times New Roman font.
Put the date and time in the Footer.
Modify the text in your Footer so that it is 10-point Times New Roman font.
Save and close the document

Step 4: Formatting (30 minutes)

Why display non-printing characters?

Non-printing characters are automatically inserted into your document as you type. You will
not see these characters unless you choose to show the formatting marks. So why display
these characters? Showing the document formatting can assist you when editing. Non-
printing characters such as spaces, tabs, and hard returns (created when you press the Enter
key), will now be visually displayed on your page.
For example
a document that was created with numerous tabs could be quite difficult to edit if you needed
to delete all the tabs. However, if you display your non-printing characters, you will be able
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to quickly see where all the tabs exist. The tab symbol will appear as an arrow pointing to the
right, . Place the insertion point to the right of the tab symbol and press the Backspace key
to quickly delete these tabs
To Reveal Formatting Marks
Click the Show/Hide button on the Standard Toolbar.
OR
Select the Reveal Formatting Menu from the Task Pane.
Check the Show all formatting marks checkbox at the bottom of the Menu under Options

Figure 3: Standard Toolbar

Source: Goodwill Community Foundation 2002

When you select the Show/Hide button, codes for paragraph marks , tabs , and spaces .
are visible in your document. If you prefer to display non-printing characters when formatting
your document, these symbols will not appear in your printed document.

Activity 3: Open a document created from activity 2 above (5 minutes)

Open your document.
Select the Show/Hide Codes button.
Notice how the non-printing characters appear in your Header and Footer.
Save any changes you have made and close your document.

Note: If you would like to look at the nonprinting characters in more detail, open one of the
letters from a previous challenge.

Step 5: Create a Text Box( 30 minutes)

Placing text inside of a Text Box helps focus the reader's eye on the page content.
Newsletters, flyers, reports, announcements, school projects, or other types of publications,
often use Word's text box feature
Text boxes can be formatted with shadings, color, borders, and graphics, making for an
impressive display of your Word skills.
To Create a Text Box
Click Insert on the Menu Bar
Select Text Box from the menu list
The mouse pointer becomes a crosshair and a drawing canvas appears
Place your insertion point where you want your text box
Left click and drag the text box until it is the appropriate size. Release the left mouse button
when ready
The text box will by default contain a white background color and a thin black border.

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Note: When you create a text box in Word 2003, the drawing canvas appears by default
The canvas helps you arrange and resize the objects you are working with.
To Insert Text into the Text Box
Click once inside the text box
The box is selected and a blinking insertion point appears inside the box.
Begin typing
Format text (change font, font size, style, etc) in the usual manner. (Select text first, makes
changes later)

Moving and Resizing Text Boxes

To Resize a Text Box

Click once on one of the box's borders. The box is now highlighted

Sizing handles (small circles) appear. However the mouse pointer over any of the sizing
handles (small circles) until it turns into a diagonally pointing arrow

Click and drag the sizing handle until the box is the desired size.
To Move a Text Box
Click once on the text box's border.
However your mouse pointer over the border until it becomes a crosshair with arrows
Using this crosshair, click and drag the box until it is in the desired location

The Format Text Dialog Box

As mentioned earlier, the default for the text box in Word is a white background with a thin,
black border. Using the Format Text Box dialog box, you can choose different fill colors
and lines, size, layout, and textbox

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Step 6: Working with Columns (35 minutes)
Displaying information in columns gives the writer more options for displaying different
types of information on a page while remaining easy for the viewer to read
Certain kinds of information are best displayed using columns. Newspaper, newsletters,
flyers, reports, announcements, school projects, or other types of publications, often use
Word's column feature
Below is an example of a Newsletter using columns and a graphic.

Working with columns can be challenging, but with practice, you'll have columns mastered in
no time. An approach we will first try will be to enter text into a single column and then
convert it into multiple columns.
Create Columns Using the Columns Button: Switch to Print Layout View

To make equal columns, move the insertion point to the end of the text and insert a
continuous section break by choosing Insert Break Continuous.

Figure 6: Break Types

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Source: Goodwill Community Foundation 2002

Figure 6: Selection Break Types

Source: Goodwill Community Foundation 2002

Select the text you want to change to columns

Click the Columns Button on the Standard Toolbar
The Columns Button will expand to give you four column options:

Choose one of the options to format your text into columns.

You can adjust the spacing and alignment of the columns by using the ruler. Drag the Right
Margin, Left Margin and Right Indent using your mouse until the columns appear the way
you want.

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To Enter a Title that Spans a Column:
Enter the title at the beginning of the first column.
Select the title.
Click the Columns button on the Standard toolbar, and drag to select number of columns.

Creating Columns Using the Columns Dialog Box

Using the Column Dialog Box versus the Columns Button will give you much more control
and precision over your column structure. The Columns Dialog Box will also give you a few
more column options, including Left and Right columns as well as the ability to create up to
eight columns per page.
Using the Column Dialog Box
Switch to Print Layout View.
To make equal columns, move the insertion point to the end of the text and insert a
continuous section break by choosing Insert Break Continuous.
Select the text you want to change to columns.
Click Format on the Menu Bar.
Select Columns from the menu list. The Columns Dialog Box appears.

Figure 7: Columns Dialog Box

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Source: Goodwill Community Foundation 2002

The Column Dialog Box gives you the following options

Presets - Click a box to choose a preset number of columns
Number of Columns - Use the up and down arrow keys to select between one and eight
columns
Line Between -Places lines between your columns
Width and Spacing - Offers features that allow you to specify an exact number for the height
and width of your columns, as well as the spacing between your columns.
Equal Column Width - Check this checkbox if you want columns to be the same width
Apply to: - Allows you to create columns out of the selected text, the selected section, this
point forward, or the entire document
Select your options and Click OK.

To Move Text into the Next Column

Move the insertion point in front of the text you want to move.
Choose Format Columns. The Columns dialog box opens.
Choose "From this point forward" in the Apply to: control.
Click the Start New Column check box to move the text to the next column.
Now that you’ve learned about columns, do you see a need for them in your
document? If you are designing a newsletter, you will almost certainly want to use
them. Columns can make your newsletter look very professional. If you are designing
a flyer, you may or may not want columns.

Activity 5: Open a document created from activity 2 above (5 minutes)

Open your document.

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Add columns if you would like to.
Save and close Word.

Step 7: Key Points (10 minutes)

There are many Symbols that you might often see in publications that are not directly
available from your keyboard. For example, the Copyright symbol, ©, is not available on the
keyboard but can be selected from Word's Symbol Dialog Box.
The Header and Footer usually contain title and author information, dates, and page
numbers. The Header appears at the top of the page and the Footer appears at the bottom of
the page.
Non-printing characters are automatically inserted into your document as you type. You will
not see these characters unless you choose to show the formatting marks

Step 8: Evaluation (5 minutes)

What are steps which areused to insert Symbols?
What are the steps involved to insert Headers and Footers?
What are steps to create text boxes?
What are steps involved to create columns in word document?

Reference
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press.
CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000 Application (2nd ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.
Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit
Press The Basics of the Word Window. Retrieved from
www.gcflearnfree.org/computer/

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PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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Session 9: Demonstration on Tables Creation, Editing and
Formatting

Total Session Time: 40 minutes + 80 minutes Practical

Prerequisites
None

Learning Tasks
By the end of this session, students are expected to be able to:
Create a Table
Edit Tables
Format Tables

Resources Needed
Flip charts, marker pens, and masking tape.
Black/white board and chalk/whiteboard markers.
Computer.
LCD

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation,
2 35 minutes Creating Tables
Exercise
Presentation,
3 30 minutes Editing Tables
Exercise
Presentation,
4 35 minutes Formatting Tables
Exercise
5 10 minutes Presentation Key Points
6 5 minutes Presentation Evaluation

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SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 Minutes)

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing.

Step 2: Creating a Tables (35 minutes)

Tables allow large amounts of text and/or numbers to be presented in an organized and easy
to read fashion. Student roll books, sport statistics, address books, math formulas, menus and
many other documents often incorporate tables to share information.
Similar to columns, Tables can be challenging at first. Word has created an entire menu to
help assist you in creating your first Table.

A few important terms to know before you begin creating tables are:
Row - A row runs horizontal in a table and is divided by borders
Borders - Separating lines in the table
Column - A column runs perpendicular in a table and is divided by borders
Cell - A cell is the box that is created when your rows and your columns intersect each other.
The cell contains your data or information

Figure 1: Row and Column Direction

Source: Goodwill Community Foundation 2002

Creating Tables Using the Insert Table Dialog Box

Click Table on the Menu Bar
Select Insert and then Table from the cascading menu. The Insert Table dialog box appears
Determine the number of columns and rows you need in your table. You can add more lately,
but save yourself some work. You can always add rows by pressing Tab at the end of a row
To create a table as wide as your page, leave the Fixed Column Width setting on Auto.
Click OK. A table is inserted into your document

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 Figure 2: Insert Table

Source: Goodwill Community Foundation 2002

Another automated way to create a quick table is by using the Insert Table Button on the
Standard toolbar

Creating Tables Using the Insert Table Button

Click the Insert Table Button .
Now, drag the number of columns and rows you want in your table.

Figure 3: Tool for Insert Table

Source: Goodwill Community Foundation 2002

Custom-Made Tables
The Insert Table Dialog Box and Insert Table button offer a quick solution to making tables.
If you would like to custom create your table by drawing it yourself, you can use the Draw
Table button.

Creating Tables Using the Draw Tables Button

Open the Tables and Borders toolbar by clicking View on the Menu Bar, Select Toolbars
and then Tables and Borders from the Cascading Menu. The Tables and Borders toolbar
will appear.

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Click the Draw Tables button on the Tables and Borders toolbar. The mouse pointer turns
into a pencil.

Figure 4: Tables and Borders

Source: Print Screen from Microsoft Word 2003

Drag the pencil to create a rectangle about the size of the table you want
Release the mouse button. The border of the table appears in your document
Use the pencil again to draw in column and row borders
Click the Draw Table button again to change the pencil back into an I-beam
If you make a mistake while drawing your table, you can erase both rows and columns by
using the Eraser on the Tables and Borders toolbar. Once you select the Eraser, the pointer
will change to resemble the Eraser Button. Drag the Eraser over parts of the table you
wish to erase. When you are finished erasing, click the Eraser button again to put the Eraser
away.

Entering Text
Click inside any table cell to begin entering text or numbers.

Moving Around in a Table:

Use the Tab key or right arrow key to move right
Use Shift + Tab or the left arrow key to move left
The up and down arrow keys will move the insertion point above or below its current
location.

Selecting Text in Tables

A cell: triple click inside cell
A row: Move mouse to left of margins, point to the row, and click
Multiple rows: Select the first row, click and drag the number of rows desired
A column: Move the mouse above the column. It turns into a downward pointing arrow.
Click once
Multiple columns: Select the first column, click and drag the number of columns desired
Entire Table: Choose Table and Select Table from the menu bar.
Selecting Cells.
To act on a group of cells they must first be selected. To select a cell, or group of
Cells use the selection arrow. This is shown when the cursor is placed near a left cell edge or
the top of a column

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In a new document, create table 5 columns by 5 rows
Select the first cell by moving near to its left edge and clicking the left mouse button when
the arrow is displayed, as in the diagram.

Move the mouse down and click again to remove the selection. Select the
Second column by moving near to the top edge of the column and clicking the
Mouse when the selection arrow is displayed

Select the entire third row by double clicking when the arrow is displayed at the edge of any
cell in the row or by clicking once when the arrow is in the Selection bar on the left

Select the nine cells in the middle of the table by clicking and dragging
Close the document without saving
Note: To select a row/column, position the cursor within the row/column then use
Table | Select Row/Column. Table | Select Table will select the entire tab

Activity 1: Open Your Document from Activities 1 Session 7 (5 minutes)

Insert a table into your document using one of the methods described in the lesson.
Enter text into your table.
Save and close your document.

Step 3: Editing Tables (30 minutes)

Once you have created your table, you may find that you need to format text within your
table, insert or delete rows and columns, or perhaps just change the appearance of your
table so that it is more visually appealing.

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Formatting Text in Tables.
Fortunately, whatever you do to format text in a paragraph (make it bold green, for example),
you can do to text in a table cell
Formatting text within a table can be accomplished through a variety of means, including the
Formatting menu, the Tables and Borders toolbar, the Task Pane and keyboard
shortcuts
Rotating Text in Tables
Many advertisements, for sale signs, menus, and other creative documents use Word's text
direction feature to change typical horizontal text to eye-catching vertical text
You can rotate text so it runs vertically, facing either the right or the left
To Rotate Text in a Table Cell
Select the cell(s) you want to rotate
Click the Change Text Direction button : on the Tables and Borders toolbar.
Clicking the Change Text Direction button once turns text to the vertically left, the second
click turns text to vertically right, and the third click will bring your text back to a
horizontal position

Figure 5: Text Direction

Source: Goodwill Community Foundation 2002

The insertion point rotates when entering vertical text, but editing vertical text is really no
different than editing horizontal text
Inserting and Deleting Columns and Rows.
Estimating how many rows and columns you will need in a table is not always easy.
Therefore, it is important to know how to insert and delete rows and columns in your existing
table

To Add Rows to Your Table

Move the insertion point to the last cell in the table and press Tab.
To Insert Rows in the Middle of the Table
Place the insertion point anywhere in the table
Choose Table Insert Rows above OR Rows below
To Delete Rows
Select the row(s) you want to delete
Choose Table Delete Rows
OR Right-click and choose Table Delete Rows from the shortcut menu

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To Delete Single Table Cell:
Place the insertion point inside the cell you wish to delete
Choose Table Delete Cells from the menu bar. The Delete Cells dialog box appears
Click Shift cells left, Shift cells up, Delete entire row, or Delete entire column

Figure 6: Delete Cells

Source: Goodwill Community Foundation 2002

To Insert a Column:
Position the mouse pointer where you want to column to be located.
Choose Table Insert Insert Columns to the Right or Insert Columns to the Left

Figure 7: How to Insert Columns

Source: Goodwill Community Foundation 2002

Resizing Tables
You may need to adjust the size of columns, rows, and cells.
To Adjust Columns, Rows, and Cell Size
Hover the insertion point over any line in your table that borders the area you want to change.
The insertion point changes to a double-headed arrow
Drag the border either left or right OR up and down

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To automatically adjust the size, select the entire Table and then choose Table AutoFit
AutoFit to Contents.

Step 4: Formatting Tables (35 minutes)

AutoFormat
Just as Word offers document templates for memos, faxes, reports and other items; Word also
offers templates for Tables

To use AutoFormat:
Create your table.
Click anywhere in the table. Go to the toolbar and select Table and then Table AutoFormat.
The Table AutoFormat dialog box appears.
Scroll through the Table Styles until you find a table you like. You can preview the Table
Style in the Preview Box.
Check and uncheck the options in the Apply special Formats to: sections to slightly change
parts of your table. Check out your changes using the Preview box
Click the New button to customize your own Table Style
Click the Modify button to change parts of an existing Table Style
Click OK

Adding Borders
Many of the tables in the AutoFormat Dialog Box use unique borders and shading options.
To add these special features to your own table, you can use the Tables and Borders
toolbar.

Figure 8: Table AutoFormat

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Source: Goodwill Community Foundation 2002

To Change Line Style or Line Weight on an Existing Table

Click the drop down arrows (next to the buttons) to view and select from the list of choices.
The mouse pointer turns into a pencil
Trace the line(s) you want to change.
Click anywhere outside the table to change to pencil back into the I-beam.
To Change the Border Color on an Existing Table
Click the drop down arrow next to the Border Color button. A color menu appears.
Select a color. The I-beam becomes the pencil.
Using the pencil, trace the border(s) that you want to color.

Figure 9: Selecting Colors

Source: Goodwill Community Foundation 2002

To Apply a Border
Select the Line Style, Line Weight, and Border Color you would like.
Select the cells you want bordered.
Click the Outside Border button drop down menu and choose the location of your border.
Figure 10: Border Applications

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 Source: Goodwill Community Foundation 2002

Add Shading
To Apply Shading
Select or place the insertion point inside the cell(s) you want shaded.
Click the Shading Color button drop down arrow. A shading color menu appears.
Click on a color. Your cell(s) are automatically shaded.

Figure 11: Color Addition

Source: Goodwill Community Foundation 2002

Activity 2: Open Your Document From Activity 1 Above. (10 minutes)

Edit the text, if necessary. Ask yourself:
Is it the right font and size?
What direction do I want the text?
How do I want it aligned?
Delete any unnecessary rows or columns.
Add any needed rows or columns.
Resize the table, if needed.
Modify the color and thickness of the lines, if needed.
Apply shading to the table, if needed.
Save and close the document.

Changing column width

The most important advantage of the tables feature over the tab stops is the ability to change
the width of the column interactively. Note that the total width of the table is restricted by the
space available between the margins. Reduce the width of small columns before widening
others.
Open the document Table.
Select View | Ruler to display the ruler if it is not already on the screen
Move the cursor into the table. When inside the table the ruler shows the table column
divides as symbols within the ruler

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 A column width can be changed by clicking on the divide, then dragging to a new position
before releasing the mouse button. A double-headed arrow appears when the mouse pointer is
over the division
Reduce the first three columns (make Cost Price fit on two lines).
Now select Table | Select Table, then Table | Table Properties. Select the
Row tab, check Specify height and enter 1 cm in the box. Click OK.

Figure 12: Show Table Properties

Source: from Microsoft Word 2003

Note: Column width, cell size and text alignment can be changed from the Column and Cell
tabs.
Save the document as Table1
Print a copy of the document and leave open for the next Session
Note: Row Heights can also be changed using the ruler. Switch to Print Layout and use the
Vertical Ruler. Hold <Alt> whilst changing the row height to view the correct
measurements on the ruler.
Step5: Key Points (10 minutes)
Important terms
Borders - Separating lines in the table
Column - A column runs perpendicular in a table and is divided by borders
Row - A row runs horizontal in a table and is divided by borders
Cell - A cell is the box that is created when your rows and your columns intersect

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 Tables allow large amounts of text and/or numbers to be presented in an organized and easy
to read fashion. Student roll books, sport statistics, address books, math formulas,
menus and many other documents often incorporate tables to share information
Once you have created your table, you may find that you need to format text within your
table, insert or delete rows and columns, or perhaps just change the appearance of your
table so that it is more visually appealing
Rotating Text in Tables
Many advertisements, for sale signs, menus, and other creative documents use Word's
text direction feature to change typical horizontal text to eye-catching vertical text. You
can rotate text so it runs vertically, facing either the right or the left

Step 6: Evaluation (5 minutes)

How do you create tables in word document?
Which steps are involved in editing tables?

Reference
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press.

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
111
Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000 Application (2nd ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.
Peachpit Press The Basics of the Word Window. Retrieved from
www.gcflearnfree.org/computer/

Session 10: Working with Image in Microsoft Word

Total Session time: 60 minutes +120 minutes Practical

Prerequisites
None

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Learning Tasks
By the end of this session, students are expected to be able to:
Insert and Set Objects
Insert and Set Pictures
Create and Modify Diagrams and Charts
Insert Hyperlinks and Drawing
Use AutoText and Data source

Resources Needed
Flip charts, marker pens, and masking tape.
Black/white board and chalk/whiteboard markers.
Computer.
LCD.

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 5 minutes Presentation
Tasks
2 30 minutes Presentation Insert and Set Objects
Presentation
3 40 minutes Insert and Set Pictures
Create, Insert
Presentation
4 30 minutes organization Create, Modify Diagrams and Charts
chart
Presentation,
5 30minutes Insert a Hyperlink and Drawing
Exercise
6 30 minutes Presentation AutoText and Data Source
7 10minutes Presentation Key points
8 5 minutes Presentation Evaluation

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SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing.

Step 2: Insert and Set Objects (30 minutes)

Introduction to Word Graphics

Now that you are comfortable adding and formatting text, headers and footers, columns, and
tables, let's learn to enhance your documents by adding objects and pictures.
The Drawing Toolbar offers many options for including lines, lines with arrows, and many
types of shapes into your document.
Drawing objects include
AutoShapes: including Lines, Curves, and Textboxes
WordArt drawing objects

Drawing Objects
To Draw Lines and Shapes
Open the Drawing toolbar by clicking View on the Menu Bar, Select Toolbars and then
Drawing from the Cascading Menu
OR
Right-click on any toolbar and select drawing
Click the Drawing button on the Standard toolbar
The Drawing toolbar will appear

Figure 1: Drawing Button

Source: screen shot from Microsoft Word

Choose an AutoShape from the AutoShape drop down menu. OR Click any of the drawing
Tools in the first group of buttons
Line Tool -
Arrow Tool -
Rectangle Tool -

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Oval Tool -
The mouse pointer changes to a crosshair .
Drag the crosshair from a starting point until the object is the desired size
Release the mouse button to end the drawing object and turn off the Drawing tool.
Hold the Shift key down to create straight lines, perfect circles, or perfect squares
AutoShapes are inserted (on their own layer) with the In front of text wrapping style applied.

WordArt Drawing Objects

Also included on the Drawing toolbar is the WordArt Feature. Using WordArt, you can
create text graphics that bend, slant, and appear metallic or wooden and much, much more.
WordArt can even be shadowed, skewed, rotated, and stretched

Here are just a few examples of what WordArt allows you to do:

To Insert WordArt
Place the insertion point where you would like to insert WordArt.
Click the WordArt button on the Drawing toolbar . The WordArt gallery opens.
Choose (click) a WordArt style
The Edit WordArt Text dialog box appears.
Edit the font, size, and style
Click OK.

Figure 2: Inserting Word art

Source: screen shot from Microsoft Word

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Formatting Drawing Objects
Use the Drawing toolbar to format AutoShapes and WordArt.
To select several objects hold down the Shift key and click on each object, or use the
Select Objects tool.
Fill color allow you to color all selected drawing objects. No fill is the color white.
Change the line color of a selected object.
Changes the text color of a selected object.
Changes the line style of a selected object.
Changes the line style of a selected object. Includes solid and dotted lines.
Changes the style of arrow.
Gives selected object some depth.
Gives selected object a 3D effect.

Activity 1: Open Your Document from Activities 1 Session 7 (10 minutes)

Using both AutoShapes and WordArt, create an image for your flyer.
Edit the image.
Save and close the document.

Step 3: Insert and Set Pictures (40 minutes)

Clip Art
Word comes bundled with hundreds of Clip Art images that are copyright free and available
for your personal use. The clip art images that are available through Word cover many
different categories and can really help enhance your pages. If you have never inserted clip
art before, Word will ask if you would like to catalog all of the available resources (clip art,
sound and video files) on your computer. It is a good idea to go ahead and catalog all of these
free resources.

To Insert Clip Art

Place the insertion point where you want to insert the clip
Click Insert on the Menu Bar
Select Picture and then Clip Art from the cascading menu. The Insert Clip Art menu opens
on the Task Pane.
Type a keyword in the Search Text: field
Click Search. OR
Specify your search by using the Other Search Options
Search in: - specifies where Word will search for clip art. As long as the check box
everywhere is checked, Word will search through All Collections
Results should be: - specified what type of file Word will search for (video, audio,
photographs, clip art). As long as the check box for All Media Types is checked, Word will
search through All Media Files.
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Double-Click The Clip Art Or Picture To Add To The Document.
To change your Search For text: Click the Modify button below the clip art results
To preview video and sound clips, click the appropriate tab and click the Play button to
preview the file.
To Delete a Picture
Select the image (click on it).
Press the delete key on your keyboard

Inserting Pictures from your Computer

A picture doesn't have to be in the Clip Gallery in order for you to insert it into your
document. The Clip Gallery is just an easy place to store clips you want to use again and
again.
To Insert a Picture that is NOT in the Clip Gallery
Click Insert from the Menu Bar.
Select Picture and From File from the cascading menu. The Insert Picture dialog
box opens.
Locate and select the file to insert the selected picture into your document.

Figures 3: Inserting Picture to the File

Source: Goodwill Community Foundation 2002

Moving Clips
Once you have inserted a graphic into your
document you can re-position the graphic
until it is in the appropriate location.
By default, when a picture is imported into Word, it is aligned to the left margin. However,
just as you would text, you can change the alignment so the graphic is right-aligned or
centered. You can also drag the image anywhere on the page.
To Move a Clip
Select the clip
Use your mouse to drag a selected clip to any position on the page.
The I-beam turns into a white pointer with a little box under it as you move the picture. OR
Use the Alignment buttons on the Formatting toolbar

Figure 4: clip Art

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 Source: Microsoft Word

Sizing Handles
You have two options when sizing your graphics. If it is important to maintain proportions,
which will prevent the image from looking skewed, then you should use the corner handles to
re-size the image. If you do not need to maintain the graphic's proportions, you can use the
top, bottom or side handles
Changing Size While Maintaining Proportions
Click the image you want to re-size
Place the cursor over one of the corner handles. The cursor will change into a double-headed
arrow
Drag the handles until the image is the size you need

Figure 5: Resizing Shape

Source: Morris M & Charles, M., (2003)

To keep the center of an object in the same place, hold down the CTRL key while dragging
the mouse
Changing Size While Not Maintaining Proportions
If any of the middle handles are dragged (top, bottom, right, or left handles), only the height
and width changes, thus changing the proportion, or scale, of the picture
Be careful; using only the sizing handle can make your pictures blurry and distorted

Changing the Appearance of your Pictures

Sometimes you may need to not only adjust the sizing of your pictures, but you may notice
the picture is too dark or too bright for your liking. You can adjust your picture using the
Picture toolbar.
To use the Picture Toolbar
Right-click the picture.
Choose Show Picture Toolbar from the shortcut menu.

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Crop, Recolor Object, and Set Transparent Color buttons are used with areas of the
picture. All other buttons affect the entire picture.

Figure 6: Picture Toolbar

Source: print screen Microsoft Word

Name of Button: Use it to:

Insert Picture from Insert another picture
File
Color Automatic, Grayscale, Black & White, or Watermark
More Contrast Increase color intensity

Less Contrast Decrease color intensity

More Brightness Add white to lighten all colors

Less Brightness Add black to darken the color

Crop Cut the sides of an image

Rotate Left Each click turns the image by 90 degrees to the left
Line Style Customize the border of an image

Compress Pictures Changes the Resolution of your image

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 Text Wrap Set how text wraps around the image

Format Picture Displays the Format Picture Dialog Box

Set Transparant Use eyedropper to make areas of the picture transparent (mainly
Color for web graphics)

Reset Picture Return picture to original format

Activity 2: Create and Insert Clip Art (10 minutes)

Create your document in Word.
Insert a clip art or image from a file on your computer into your document. You may insert
multiple images.
Resize, modify, and/or move the image to the location you want it to be in your document. To
re-position the image, practice clicking and dragging, centering, right-alignment, etc.

This is your final challenge for Microsoft Word. Does your flyer look the way that you want
it to? It probably does not look quite like you imagined. You should take the time now to
move around the symbols, text boxes, tables, columns, etc. Add any new components that
you would like.
You have learned about the Word features. Now spend a little time now making this flyer
look the way you would like it to be. Some of these features are a little difficult to learn, but
the more you practice, the easier it becomes.
Step 4: Creating and Modifying Diagrams and Charts (30 minutes)
Word allows you to create basic diagrams using the templates in the Diagram Gallery. The
six diagram types are: Organization Chart, Cycle Diagram, Radial Diagram, Pyramid
Diagram, Venn diagram, and a Target Diagram. A description of each type of diagram is
included in the Diagram Gallery to help you decide which template will best meet your
needs.
To Insert a Diagram From the Diagram Gallery
Select Insert Diagram from the main menu.
Select a diagram.
Click OK. The diagram will appear in your Word document.

To Modify a Diagram
Since each diagram is completely different, the modifications you can make will differ
depending on the diagram you insert. However, the tools you use to modify the diagrams are
the same.
You can
Right-click any shape or text box within the diagram to modify or delete it. The menu will
change depending on the item you select. OR Modify the diagram using the Diagram
Toolbar. The drop-down menus on the Diagram Toolbar will differ depending on the type
of diagram you choose

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To Insert a Chart
Select Insert from the main menu
Select Picture Chart from the cascading menu. A chart and datasheet will appear in your
document
Delete the existing data in the datasheet
Enter your own data in the datasheet

Figure 7: Chart

Source: from Microsoft Word 2003

Close the datasheet. All of your changes will appear in the chart.
Save and close the document

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Activity 3: Use Diagram Gallery to Insert an Organization Chart (10 minutes)
Open a new, blank Word document.
Insert an Organization Chart using the Diagram Gallery.
Enter the necessary data in the diagram.
Modify the appearance of the diagram.
Save and close the document.

Step 5: Insert a Hyperlink and Drawing (30 minutes)

You can insert hyperlinks to websites or documents within your Word document.
To Insert a Hyperlink
Select Insert Hyperlink from the main menu. The Insert Hyperlink dialog box will
appear.
Enter the text you wish to display as your link in the Text to display: field.
Enter the web address in the Address: field. Click OK

Figure 8: Hyperlink dialog box.

Source: print screen from Microsoft Word 2003

Drawing
Drawings can easily be created, following the same principles as when creating AutoShapes.
Start a new document. To view the Drawing toolbar either select View |
Toolbars | Drawing or click on the Drawing button, from the Standard Toolbar. Use
ToolTips to discover the buttons’ functions

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 Note: The Drawing toolbar may already be visible from the previous Session.
Click on the Line button Draw a line. Notice the line has handles to resize it.
Holding <Shift> while drawing a line, will draw a straight line or force it to be drawn at 15°
intervals. Holding <Shift> while drawing a circle/square/AutoShape will keep the object in
proportion.
Position the mouse pointer back over the line until a four-headed arrow appears. Click and
drag to move the line
Select the Arrow button, and draw an arrow.
Select the Rectangle button, , then the Oval button, , to draw the shapes
Try drawing the object while holding <Shift>.
Notice how AutoShapes, Clip Art and WordArt can all be inserted from the Drawing toolbar
Experiment with drawing objects, but leave the document on screen for the next Session.
Note: If objects overlap, the most recently drawn object will appear at the top

Formatting Drawing object

Once a drawing object has been created, it can be formatted to adjust the color, style and
thickness of the lines and the color and pattern that fill the object.
Draw a line or select a line if one is already created.
Click on the Line Style button, to change the style of the line
Click on the Dash Style button, and choose a style from the list. Click on Arrow Style
and select a style.
Select or draw a rectangle. Change the Line Style and Dash Style
Note: To select more than one object at a time, select the Select Drawing
Object button then drag the mouse around the objects that are to be selected. Holding
<Shift> while clicking an object will also allow multiple selections.
Click on Shadow and choose a shadow for the rectangle
Click the 3-D button, and move the mouse over the styles until the
ToolTip 3-D Style 14 appears. Click once to apply this 3-D effect
Select an Oval and change its styles. Try the Shadow or 3-D effects
Select a rectangle and click on Fill Color and change the color. Select Fill Color again
and choose Fill Effects. From Gradient choose two colors then a Shading Style. Click OK
Select a line and change the color of the line by selecting a color from the line color
button
Select or draw a rectangle. From the menu select Format | AutoShape
Change the formatting of the object using the dialog box
Keep the rectangle selected. From the Drawing toolbar choose the Free
Rotate button. Position the mouse over a green handle. Click and drag the mouse to rotate
the rectangle
Close the document without saving

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Activity 4: Insert Hyperlink (10 minutes)
Open a new, blank Word document.
Open the Insert Hyperlink dialog box.
Insert a hyperlink to www.gcflearnfree.org that displays the text Free Computer Training.
Save and close the document.

Step 6: Using AutoText and Data Source (30 minutes)

AutoText is a feature that recognizes commonly used words and phrases as you type them.
The AutoText feature can save you a great deal of time.
To Insert a Word Recommended by AutoText:
Type text into your document. If AutoText recognizes a word or phrase, a suggestion box
will hover over the word.

Press Enter to accept the AutoText suggestion.

To Insert Predefined Text from the AutoText List:
Select Insert AutoText from the main menu.
Choose the text you wish to insert from the predefined list of words and phrases.
To Insert a New Word or Phrase into the AutoText list:
Select Insert from the main menu.
Select AutoText AutoText... from the cascading menu. The AutoCorrect dialog box will
appear.
Select the AutoText tab.
Enter the word or phrase in the Enter AutoText entries here: field.
Click Add then Click OK.

Figure 9: Inserting Word by AutoText

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 Source: print screen from Microsoft Word 2003

Step 7: Key Points (10 minutes)

The Drawing Toolbar offers many options for including lines, lines with arrows, and many
types of shapes into your document
Using WordArt, you can create text graphics that bend, slant, and appear metallic or wooden
and much, much more. WordArt can even be shadowed, skewed, rotated, and stretched
A picture doesn't have to be in the Clip Gallery in order for you to insert it into your
document. The Clip Gallery is just an easy place to store clips you want to use again and
again
Also included on the Drawing toolbar is the WordArt Feature. Using WordArt, you can
create text graphics that bend, slant, and appear metallic or wooden and much, much more.
WordArt can even be shadowed, skewed, rotated, and stretched
Word comes bundled with hundreds of Clip Art images that are copyright free and available
for your personal use.
Moving Clips
Once you have inserted a graphic into your document you can re-position the graphic
until it is in the appropriate location. You can also drag the image anywhere on the
page.

Step 8: Evaluation (5 minutes)

What are steps involved to insert and set objects?
What are steps involved to insert and set pictures?
How do you create and modify Diagrams and Charts?
What are steps involved to insert Hyperlinks?

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Reference
Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they Work.
Ventage Press.
Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out.

Herniter, M.E. (2000). 2nd Edition, Personal Computer Fundamentals for Students,
Hardware Windows 2000 Application. Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition, Introduction to

Computers for Healthcare Professionals.

Jones & Bartlett’s Publishers International, Barb House, Barb Mews: London.

Morris M & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. J, O’leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona

State University: Boston Burr Ridge.

Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.

The Basics of the Word Window , Retrieved from http://www.gcflearnfree.org/computer/

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Session 11: Demonstration on Printing and Managing
Documents
Total Session time: 60 minutes + 120 minutes Practical
Prerequisites
None

Learning Tasks
By the end of this session, students are expected to be able to:
Print Envelopes
Print Labels
Use Track Changes Tool
Accept and Reject Changes
Insert Comments
View and Edit Comments

Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer, LCD and Printer
Handout 11.1: Envelope Labels

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation,
2 30 minutes Print Envelopes
Exercise
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 Presentation,
3 25 minutes Print Labels
Exercise
Presentation,
4 20 minutes Track Changes Tool
Exercise
Presentation,
5 30 minutes Accept and Reject Changes
Exercise
Presentation,
6 30 minutes Insert Comments
Exercise
Presentation,
7 20 minutes View and Edit Comments
Exercise
8 10 minutes Presentation Key Points
9 10 minutes Presentation Evaluation

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SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)

READ or ASK students to read the learning objectives and clarify.

ASK students if they have any questions before continuing

Step 2: Printing Envelopes (30 minutes)

To Address and Print Envelopes

Select Tools from the main menu.
Select Letters and Mailings Envelopes and Labels from the cascading menu. The
Envelopes and Labels dialog box will appear.
Enter the Delivery Address. This will appear automatically if you are working with a letter at
the same time.
Enter the Return Address.
Click Options to set the envelope and printing options. The Envelope Options dialog box
will appear.

Figure 1: Envelopes

Source: Print Screen From Ms Word

Click the Envelope Options tab.

Make any changes to the envelope size or font.

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Figure 2:Envelope Options

Source: Print Screen From Ms Word 2003

Click the Printing Options tab.

Choose the correct feed method for your printer.
Click OK.
Click Add to Document if you are working with a letter. This will display a version of the
completed envelope.
OR
Click Print to just print the envelope.

Activity: Group Activity Envelopes and Labels (10 minutes)

Handout 11.1: Envelopes and Labels to complete this Challenge.

Open the Envelopes and Labels document.
Create a size 10 envelope with a delivery address and a return address.
Close the document.

Step 3: Printing Labels (25 minutes)

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

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Figure 3: Labels

Source: Print Screen From Ms Word 2003

Click Options. The Labels Options dialog box will appear.

Select the product number for the labels you are using
Select the printing tray
Click OK
Click New Document to view the labels in a new document.
OR
Click Print to just print the labels

Activity: Group Activity Complete Below Bullet (10 minutes)

ASK student to refer Envelopes and Labels from

Handout 11.1: Envelopes and Labels to complete this Challenge.

Open the Envelopes and Labels document.
Create a full page of address labels for ABC Construction.
Close the document.

Step 4: Tracking Changes (20 minutes)

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

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Figure 4: Red Word Represent Tracking Changes

Source: Goodwill Community Foundation 2002.

Activity: Group Activity Track Changes (10 minutes)

Refer students to Handout 11.2 Cover Letter

Open the Cover Letter document.
Turn on the Track Changes feature.
Insert a new paragraph.
Delete a sentence.
Save and close the document

Step 5: Accepting and Rejecting Changes (30 minutes)

When you receive a Word document that has been edited using the Track Changes feature,
you will need to decide whether you want to accept or reject each of the changes.
To Accept or Reject Changes
Select View from the main menu
Select Toolbars Reviewing. The Reviewing Toolbar will appear

Figure 4: Reviewing Toolbar

Source: Goodwill Community Foundation 2002.

Position your cursor next to the first proposed change
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Click the Accept Change or Reject Change button
Use the Next and Previous buttons to navigate through each proposed change. Choose to
accept or reject each change

Activity: Group Activity Use Reviewing Toolbar to Do Below Bullets (10 minutes)
Use the Next and Previous buttons to review the changes.
Use the Accept Changes button to accept several proposed changes.
Use the Reject Change button to reject several proposed changes.
Save and close the document.

Step 6: Inserting Comments (30 minutes)

Microsoft Word provides several tools for document collaboration. One of these features
allows you to insert comments into a document and provide suggestions to the document's
author without changing the original text.
To Insert a Comment
Position your cursor next to the word where you would like to insert a comment
Select Insert Comment from the main menu. The Reviewing toolbar will appear at the top
of the page and a comment balloon will appear in the margin
Type your comment in the balloon
Click outside the balloon

Activity: Group Activity (10 minutes)

Open any Word document on your computer.

Insert at least three comments.

Save and close the document

Step 7: Viewing and Editing Comments (20 minutes)

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

Activity: Group Activity (10 minutes)

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

Step 8: Key Points (10 minutes)

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 To address and print envelopes: Select Tools from the main men, then Select Letters and
Mailings Envelopes and Labels from the cascading menu. The Envelopes and Labels
dialog box will appear
The Track Changes feature of Word allows multiple people to work on a document, and
for suggested changes to be tracked. To Track Changes to a Document: Select Tools
Track Changes from the main menu. The Track Changes feature will be active
To Accept or Reject Changes: Select View from the main menu. Select Toolbars
Reviewing. The Reviewing Toolbar will appear. Position your cursor next to the first
proposed change. Click the Accept Change or Reject Change button
To Insert a Comment: Position your cursor next to the word where you would like to
insert a comment. Select Insert Comment from the main menu

Step 9: Evaluation (10 minutes)

What are steps involved to print envelopes?
What are the steps involved for making track changes in a word document?
What are steps involved to accept and reject changes in the word document?

Reference
Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they Work.
Ventage Press.
PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
135
Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out.

Herniter, M.E. (2000). 2nd Edition, Personal Computer Fundamentals for Students,
Hardware Windows 2000 Application. Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition, Introduction to

Computers for Healthcare Professionals.

Jones & Bartlett’s Publishers International, Barb House, Barb Mews: London.

Morris M & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. J, O’leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona

State University: Boston Burr Ridge.

Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.

The Basics of the Word Window (n.d) Retrieved from http://www.gcflearnfree.org/computer/

Handout 11.1: Envelope Labels

ABC CONSTRUCTION
1511 Main Street
Sanford, SC 37222
(999) 333-2222

January 9, 2007

Jones Distributing Company

Chelsey Drive
Carrington, GA 40211

Dear Mr. Jones:

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Thank you for your interest in using ABC Construction as your Consultant on the
construction of your new facility. We’d be pleased to meet with you to discuss the details of
this exciting endeavor.

Sincerely,

Handout 11.2: Envelope Labels

Date

Your name
Your address
Your address
Your telephone number

Mr. Joe Smith

Health Insurance Corporation, Inc.
Director of Sales
123 Page Street
Raleigh, NC 12345

Dear Mr. Smith:

I am interested in the administrative assistant position with Health Insurance Corporation,

Inc. (job #3456) that was advertised through www.trianglejobs.com. I am familiar with your

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company because I am one of the 2.5 million North Carolinians you insure. As a group
member, I am impressed by the flexibility of your health care plans and commitment to
helping people learn how to make their health a priority. Because Health Insurance
Corporation was recently named the largest stand-alone HMO plan in the state, I understand
that your need for capable assistants is growing. Please take a moment to review some of my
strengths that qualify me for the position:

I would like to meet with you to further explore the contribution I could make at Health
Insurance Corporation, Inc. I will call you in 10 days to confirm that you've received this
package, answer any questions, and see if we can arrange a meeting or phone interview. I
invite you to call me at 213-555-1212 if you need more information. Thank you for your
consideration.
Sincerely,

Your Name (Your signature)

Your Name (Typed)

Session 12: Demonstration on PowerPoint Basics

Total Session Time: 60 minutes +120 minutes Practical

Prerequisites
None

Learning Tasks
By the end of this session, students are expected to be able to:
Define Power Point Program
Identify Components of PowerPoint Window
Create a Blank Presentation
Insert, Copy and Delete Slides
View Slides with Different Slide Views

Resources Needed:
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer and LCD
Handout 12.1: PowerPoint Sample Slides in Word

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SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 5 minutes Presentation
Tasks
Presentation
2 5 minutes Meaning of Power Point Program
Buzzing
Presentation
3 40 minutes Component of the PowerPoint Window
Exercise
Presentation,
4 35 minutes Creating a Blank Presentation
Exercise
Presentation,
5 40 minutes Inserting, Copying and Deleting Slides
Exercise
Presentation,
6 30 minutes Working with Slide Views
Exercise
7 10 minutes Presentation Key Points
8 5 minutes Presentation Evaluation
9 10 minutes Presentation Take home Assignment

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SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)

READ or ASK student to read the learning Tasks and clarify.

ASK students if they have any questions before continuing

Step 2: Meaning of Power Point ( 05 Minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

What is Power Point?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Power Point is computer software created by Microsoft which allows the user to create slides
with recordings, narrations, transitions and other features in order to present information. An
example of PowerPoint is presentation software made by Microsoft.

Microsoft PowerPoint, part of the Office suite, is a presentation graphics application. A

presentation is a combination of slides, handouts, notes, and outlines all in one file. You can
add text, graphics, photos, clip art, sound and video to your slides. PowerPoint can help you
present a topic at work, home, or school.

Step 3: Components of the Power Point Window (40 minutes)

The Parts of the PowerPoint Window

The PowerPoint Window has toolbars and panes to help you quickly create presentations.
Most of the toolbars are common in Office applications but may feature options unique to
PowerPoint.
Title Bar - displays the document name followed by a program name
Menu Bar - contains a list of options to manage and customize documents
Standard Toolbar - contains shortcut buttons for the most popular commands
Formatting Toolbar - contains buttons used for formatting
Status Bar - displays slide position and the type of design in PowerPoint
Drawing Toolbar - contains tools for drawing lines, shapes and objects
Task Pane - located on the right side of the computer screen, this pane allows you to
select tasks in different categories and allows you to quickly enhance your slides in a
few steps. It provides quick access to the most common actions and features in
PowerPoint
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 Outline and Slides Tabbed Pane - allows the user to easily view the presentation in
outline format (text), as well as a list of all the slides in the presentation (with visuals)
Help - provides quick access to Help topics
The default view for PowerPoint is the Tri-Pane View. This view, which opens when you
launch PowerPoint, allows you to see multiple parts of a presentation at once

Figure 1: PowerPoint components/parts

Source: Goodwill Community Foundation 2002

The Outline and Slides Tabbed Panes are located on the left side of the screen. Click on the
tabs to view an outline or a slide of your presentation. The tabs render differently based on
the size of the pane.

You can show or hide PowerPoint's toolbars. Click on the View menu and choose Toolbar.
Decide which ones you want to show or hide.

View Buttons and Slide Views

The view buttons at the left bottom corner of the screen allow three slide views: Normal
View, Slide Sorter View and Slide Show.
The view buttons can be useful as you prepare your presentation. They control the
way slides are displayed on the screen. Click a view button to see a different view.

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Normal View contains the Outline and Slides Tabbed Panes on the left, the Slide pane
in the center and the Task Pane on the right.

The Outline View shows the text of your presentation for easy editing while Slides View
shows text and graphics of the slide you're working on. Click on the tabs to switch between
the two views. Under the center slide area is a place for notes.

Figure 2: Text Area Of PowerPoint

Source: Goodwill Community Foundation 2002

You can hide or show the different panes in Normal View. To hide the Task Pane, click on
the View menu and choose Task Pane. (The View menu also allows you to choose other
views). To hide the Outline View and Slide Tabbed Panes, click on the X to the right of the
Slides Tab.

More Views
Here are some other views that may be useful as you create your presentations:
Slide Sorter View lets you see small versions of all the slides you have created. You can
delete, copy, and move slides in this view.
Slide Show lets you see your presentation electronically as it will appear to an audience.

The Task Pane

The PowerPoint Task Pane is located on the right side of the screen. The down-pointing
arrow in the top, right corner of the pane allows you to select different menus and tools. By
default, the Task Pane appears when PowerPoint is launched.

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 Figure 3: Task Pane

Source: Goodwill Community Foundation 2002

The Slide Layout and Slide Design panes within the Task Pane help organize layouts, design
templates, and color schemes. When you select a design option, your slides are quickly
updated with the new look.
You can view the Slide Layout and Slide Design panes by clicking on the down-pointing
arrow next to New Presentation in the Task Pane.

Figure 4: Task Pane Show Slide Design

Source: Goodwill Community Foundation 2002

Select Slide Layout or Slide Design (Design Templates, Color Schemes, Animation
Schemes). You'll learn more about using these panes later in this course.

Figure 5: Selection of Slides

Source: Goodwill Community Foundation 2002

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Figure 6: More Options from View

Source: Goodwill Community Foundation2002

Activity Hand on Practice

Parts of the PowerPoint Window (5 Minutes)
ASK student to use Microsoft PowerPoint
REFER Students to Handout 12.1. PowerPoint Sample Slides in Word
ALLOW them to make practice in order to be memorable with Parts.
Open Microsoft PowerPoint from the Start menu.
Review the parts of the PowerPoint window.
Click on the View Buttons.
Click on the Outline tab and the Slides tab.
Close PowerPoint and do not save anything you have done.

Step 4: Creating a Blank Presentation (35 minutes)

PowerPoint offers three ways to create a presentation:
Blank presentation, From Design Template or
From AutoContent Wizard.
The Blank presentation option is one of the more commonly used methods. It offers several
blank slides with layouts for text and graphics.
To Create a Blank Presentation
Open PowerPoint
A slide featuring a place for a title and subtitle appears by default. You may begin
your presentation with this slide or choose a different slide layout.

Figure 7: Blank Presentation

Source: Goodwill Community Foundation 2002

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 The New Presentation Pane appears on the right side of the screen
Under New, click Blank Presentation
A list appears

Choosing a Slide Layout

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

Figure 8: Slide Layouts Dialog Box

Source: Goodwill Community Foundation 2002

You can also click on the slide layout to apply it. Notice that the slide you are currently
working on has a dark border in the Outline Pane.

Placeholders
Once you choose a layout for your slides, you can begin adding text, graphics or other items.
You do this with placeholders - specials places within a slide where you can add content.
To Add Text to a Placeholder
Click on the placeholder
Start typing

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 Saving a Presentation
You can save, close, and exit presentations in PowerPoint just as you would while using other
Microsoft applications.
To Save a Presentation
Click on File Save. (Ctrl + S)

Figure 12: Save Option

Source: Goodwill Community Foundation 2002

Choose the location where you want to save your presentation. (My Documents is a
good place).
Type a name in the File Name box or keep the one that PowerPoint has provided.

Closing a Presentation and Exiting PowerPoint

Once you've finishing working on your presentation, you can quickly close it.
To Close a Presentation
Click the X in the PowerPoint presentation window (Ctrl + W).

The PowerPoint application remains open and you can start a new presentation. (See
next page for details).
To Exit PowerPoint
Click the X in the far right top corner

Choose File Exit. (Alt + F4)

Before you exit PowerPoint, make sure that you save any work that you want to keep.

Creating a New Presentation Using the Traditional Method

Remember, after you have closed one presentation, you can easily start a new one while
PowerPoint is still open by using the traditional new file creation method.
To Start a New Presentation
Click on File New. (Ctrl + N)

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 Figure 13: Creation of New Presentation Dialog Box

Source: Goodwill Community Foundation 2002

In the New Presentation Pane, under New choose Blank Presentation.

Figure14: New Presentation Pane

Source: Goodwill Community Foundation 2002

Choose the design layout that you want

Remember, if your Task Pane disappears from the right side of the screen, click on View
Task Pane.
Step 5: Inserting, Copying and Deleting Slides (40 minutes)
Procedures:
You can quickly open a presentation that you've previously saved by using the Task Pane.
To Open a Presentation
Start PowerPoint.
In the Task Pane, click on from existing presentation and select the presentation
that you want to open.

Figure15: Task Pane

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 Source: Goodwill Community Foundation 2002
OR
Choose File Open.
Navigate to the file you want to open.

Inserting a New Slide

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

Figure 16: Slide Layout Application

Source: Goodwill Community Foundation 2002

A gray bar appears on the right
Click the down-pointing arrow and choose Insert New Slide.
OR
Click the New Slide button at the top of the screen

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 Move your arrow pointer over layouts or use the scroll bar and choose a design
layout.
A gray bar appears on the right
Click the down-pointing arrow and choose Insert New Slide.

Copying a Slide
Copying is another technique that you may use as you work on your slide presentation. For
example, you may want to repeat a slide later in the presentation or copy a slide and make
slight changes to it to make a different point.

To Copy a Slide
Click the slide you want to copy in the pane on the left
Click on the Copy Button on the Standard Toolbar. (Ctrl + C)
Move the arrow pointer to where you want the copied slide to appear.
OR
Right click the slide you want to copy in the pane on the left
Move the arrow pointer to where you want the copied slide to appear.
A horizontal cursor appears
Click the Paste Button on the Standard Toolbar or right click Paste. (Ctrl + V)

Figure 17: Example of Prepared Slide

Source: Goodwill Community Foundation 2002

Note: This example of how to copy a slide was shown in the Slide Sorter View; however,
the same instructions apply for copying a slide in Normal View.
Deleting a Slide
Sometimes you may want to take one or more slides out of your presentation.
To Delete a Slide
Click the slide
Press Delete on your keyboard
OR
Right click the slide you want to delete in the pane to the left Delete Slide

Figure 18: How to Delete Slide

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 Source: Goodwill Community Foundation 2002

Step 6: Different Slide Views (30 minutes)

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

Working with Slides in Normal View

You can also easily move slides in Normal View. Remember, this is the Tri-Pane View that
shows small slides on the left, a slide in the center and the Task Pane on the right.
To Move Slides in Normal View
Click on the Normal View button
Click a slide in the left pane and drag and drop it to its new location
Hold down the left mouse button and drag the slide to its new location. A pointer with
a box appears as you drag the slide
To toggle between the different views in PowerPoint 2003, click on the View buttons or
click on View Slide Sorter, Normal or Slide Show

Changing and viewing Slides in Outline View

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

To View or Make Changes to Text in Outline View

Click the Outline View tab in the left pane.

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

Viewing Slides in Slide Show View

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

Activity: Where I learn (Take-home assignment)

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

Step 7: Key Points (10 minutes)

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

Step 8: Evaluation (5 minutes)

What is the default view for PowerPoint?
What are steps of creating a Blank Presentation?
What are steps of inserting, copying and deleting slides?
What are the procedures for opening a presentation that you've previously saved?

STEP 9: Take home Assignment (10minutes)

Activity: Take home Assignment I ( 5 minutes)

DIVIDE students in groups or individual.

ASK the students to work on the following assignment

Type your name or username and today's date in the subtitle placeholder.
Save the document as Where I Learn.
Exit PowerPoint.
Important Reminder: If you are using a public computer, such as one at a library or learning
center, you may not be able to use the same computer each time. It is very important to
understand the policies on saving documents to public computers. Some places do not allow
you to use floppy disks due to the risk of computer viruses. Ask someone in charge of the
public computers where you are. If you are unsure how you will keep a recent copy of the
assignment, you can always email a copy of the document to yourself when you finish
working on the document.

ALLOCATE time for students to do the assignment and submit

REFER students to recommended references

For Example:

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 Activity: Take home Assignment II (5 minutes)

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

Figure 19: Examples of Slides

OR

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 Source: Goodwill Community Foundation 2002

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Reference
Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they Work.
Ventage Press.

Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out.

Herniter, M.E. (2000). 2nd Edition, Personal Computer Fundamentals for Students,
Hardware Windows 2000 Application. Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition, Introduction to

Computers for Healthcare Professionals.

Jones & Bartlett’s Publishers International, Barb House, Barb Mews: London.

Morris M & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. J, O’leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona

State University: Boston Burr Ridge.

Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.

The Basics of the Word Window (n.d) Retrieved from http://www.gcflearnfree.org/computer/

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 Handout 12.1: PowerPoint Sample Slides in Word

Slide 1 Slide 2

Slide 3 Slide 4

Slide 5 Slide 6

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Session 13: Demonstration on Enhancing PowerPoint
Presentation
Total Session Time: 60 minutes + 120 minutes Practical

Prerequisites
None

Learning Tasks
By the end of this session, students are expected to be able to:
Format Text
Format Bulleted and Numbered Lists
Add Clip Art and Pictures
Add Charts, Diagrams and Tables
Add AutoShapes, WordArt and Hyperlinks

Resources Needed
Flip charts, marker pens, and masking tape.
Black/white board and chalk/whiteboard markers.
Computer.
LCD.

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation, Formatting Text
2 45 minutes
Exercise
Presentation, Formatting Bulleted and Numbered Lists
3 40 minutes
Exercise
Presentation, Adding Clip Art and Pictures
4 30 minutes
Exercise
Presentation, Adding Charts, Diagrams and Tables
5 25 minutes
Exercise
Presentation,
6 25 minutes Adding AutoShapes, WordArt and Hyperlinks
Exercise
7 05 minutes Presentation Key Points
8 05 minutes Presentation Evaluation

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 SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)

READ or ASK student to read the learning tasks and clarify.
ASK students if they have any questions before continuing

Step 2: Formatting Text (45 minutes)

Procedures for formatting text:
Adding Text to an Original Slide
Many of PowerPoint's slides have text boxes already included and ready for you to add
information. To add text to a slide, you can just click inside the text box on the slide
However, if you create an original slide you'll need to add a text box or two
To Add Text to an Original Slide
Insert a blank New Slide.

Click on the Text Box button in the Drawing Toolbar.

Click and drag your mouse pointer to create a text box on the slide

Click on Insert Text Box.

Click and drag your mouse pointer to create a text box

The Formatting Toolbar

PowerPoint's default font or text type is Arial. However, you may want to change the font
type, font size and more. Use the Formatting Toolbar to set the color, size, and overall look
of your text. It doesn't matter whether the text is an original slide or is in a preset layout.
Here are some of the formatting options
Font type
Font size
Bold, Italics, and Underline
Center, Align Left, and Align Right
Bullets and Numbering
Font color
Increase Font Size
Decrease Indent

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 Figure 1: Formatting Toolbar

Source: Goodwill Community Foundation 2002

For more formatting buttons, click on the down-pointing arrow at the end of the toolbar.
Choose Add or Remove Buttons - Formatting. Choose any additional options you want on
the Formatting Toolbar. You can also choose Show Buttons on Two Rows.

Formatting Text
The Formatting Toolbar allows you to make many changes to your text to give it the look you
want for your presentation.
To Format Text
In the Formatting Toolbar, click on the down-pointing arrow OR button for the item
you want to format
For example, to set the font size for text you haven't typed yet, click on the down-
pointing arrow next to the number and choose the font size. To change the font color,
click on the down-pointing arrow next to the "underlined" A

Figure 2 Formatting Text Bar

Source: Goodwill Community Foundation 2002

To make formatting changes to existing text, highlight the text and click on the down-
pointing arrow OR button for the formatting change

Take some time to experiment with the different formatting options to decide what's
best for your presentation.
The Format Menu
You can also use the Format menu to make formatting changes to the text in your
presentation.
To Use the Format Menu
Click on Format Font.
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 Figure 3: Font Option from Formatting

Source: Goodwill Community Foundation 2002

Figure 4: A Dialog Box Opens.

Source: Goodwill Community Foundation 2002

Choose the font, font style, and/or size.

Click OK

Cut, Copy, and Paste

Once you've determined how your text will appear in your slides, you may need to cut copy
or paste some information.
To Copy and Paste
Select the text you want to copy.

Click the copy button on the Standard Toolbar. (Ctrl + C)

Move your mouse pointer to the location on the slide where you want the text to
appear
Click the paste button on the Standard Toolbar. (Ctrl +V)
To Cut and Paste
Select the text you want to cut
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 Click the cut button on the Standard Toolbar. (Ctrl + X )
Move your mouse pointer to the location on the slide where you want the text to appear
Click the paste button on the Standard Toolbar. (Ctrl +V)

The keyboard shortcuts - Ctrl + C, Ctrl + X, and Ctrl + V - can help make cutting, copying
and pasting faster. If you don't already know them, learn these shortcuts.

Activity: classroom assignment (15 minutes)

ASK student to do below task and make sure everyone participate full.
Create a Presentation
ALLOW them to do either computer lab or outside the college.

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

Step 3: How to Format Bulleted and Numbered Lists (40 Minutes)

Procedures for formatting Bulleted and Numbered Lists

Bulleted Lists
PowerPoint provides several bulleted lists slides for you to choose from for your
presentation. You can use these slides or create bulleted list slides of your own.

Figure 5: Bullet List Show Below

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 Source: Goodwill Community Foundation 2002

Bullets can be dots, check marks, arrows, squares and more.

Picture bullets - colorful bullets in various shapes - are also available.

Figure 6: Picture Bullet dialog

Source: Goodwill Community Foundation 2002

Formatting a Bulleted List

You can format the look of bullets from the Format menu.
To Format a Bulleted List
Place your cursor in the section of the slide you want your bullet or bulleted list. Click
on Format Bullets and Numbering.

Figure 7: Bullets and Number Dialog Box

Source: Goodwill Community Foundation 2002

Figure 8: A Dialog Box Opens. Make Sure the Bulleted Tab is Selected.
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 Source: Goodwill Community Foundation 2002

Choose the bullet style that you want from the examples that appear on the screen or
click Picture and choose a style from the bullets that appear. (You can also choose
size and color)
Click OK
Customizing a Bulleted List
If you don't like the traditional bullets or the picture bullets that PowerPoint offers, you can
customize your own.
To Customize a Bulleted List
Place your cursor in the section of the slide you want your bullet or bulleted list. Click
on Format Bullets and Numbering

A dialog box appears. Make sure the Bulleted tab is selected.

Figure 9:Selected Bullet From Bullet and Number

Source: Goodwill Community Foundation 2002

Click on Customize near the bottom right corner of the dialog box
A dialog box appears

Figure 10: Symbols Dialog Box

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 Source: Goodwill Community Foundation 2002

Choose a symbol from the list that appears. Note that you can change the font by
clicking on font in the upper left corner of the dialog box.
Click OK.

Formatting a Numbered List

PowerPoint also gives you different options for formatting a numbered list.
To Format a Numbered List
Place your cursor in the section of the slide you want your bullet or bulleted list. Click
on Format Bullets and Numbering.
A dialog box opens. Make sure the Numbered tab is selected

Figure 11: Number Tab Dialog Box

Source: Goodwill Community Foundation 2002

Choose the number style that you want. (You can also choose size, color, and the
number you wish to start from
Click OK

Activity: classroom assignment (10 minutes)

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

Step 4: Adding Clip Art and Pictures (30 minutes)

Procedures of Adding Clip Art and Pictures

Inserting Clip Art into a Slide

Clip art is a collection of graphical images. You can easily enhance your presentation with
clip art in a few easy steps.
To Insert Clip Art into a Slide
In the Outline view in the left pane, select the slide in which you want the clip art to appear
Click the Clip Art button on the Drawing Toolbar.

OR
Select the slide you want to work on
Click on the down-pointing arrow in the Task Pane Clip Art
If you are working with a slide that has an icon for clip art, click on the icon. You'll learn
more about this later in this lesson

Searching for Clip Art

Once you activate the Clip Art option, a search menu appears on the screen.
To Search for Clip Art
With the Search dialog box open, type the name of the image that you are looking for. For
example, people, buildings, winter.
Click on Go.

Figure 13: Clip Art

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 Source: Goodwill Community Foundation 2002

Click on the clip art that you want to insert.

Click OK.
The clip art appears in your slide.
You can move or resize clip art and other content once it has been inserted into a slide. You'll
learn more about this later in this lesson.

Inserting Pictures from File

Adding pictures to your presentation may also help engage the audience's attention. You can
insert pictures that you have on file on your computer.
To Insert a Picture from File
Click on Insert Picture From File.

Figure 15: Inserting Pictures Options

Source: Goodwill Community Foundation 2002

Navigate to the folder where you've saved your picture.

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

Navigate to the picture that you want to use.

Select the picture and click Insert.

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

Resizing Pictures and Clip Art

Once you insert clip art or a picture, you may need to resize it to better fit your slide.

To Resize Pictures or Clip Art

Click the cursor the edge of the graphic and a resizing handle appears. A resizing handle is a
black, double-headed arrow that changes to a "plus sign", + ,once you start resizing the
image
Drag the graphic to the size that you want

Step 5: Adding Charts, Diagrams and Tables (30 minutes)

Procedures of Adding Charts, Diagrams and Tables

Inserting a Chart
PowerPoint allows you to insert charts into your slide presentation to display different types
of information to your audience.
To Insert a Chart
Insert a new slide with a title and a chart icon.
When the slide appears, click the Insert Chart icon.
Replace the sample data in the data sheet with actual data that you want to present.
The Y axis is for values or numbers. For example, number of hours worked or amount
of money earned. The X axis is the label for the information. It now reads East, West,
and North.
You can delete some information in columns or rows of the sheet. Right click on the
row or column and choose Cut, Delete or Clear Contents
NOTE: You can expand the chart columns to fit your data or titles. Place your mouse
pointer over the end of the column in the gray heading. A black cross with double
arrows appears. Right click and drag the columns to the size you want.
To format column width, click on Format Column width
Notice that as you enter the new data and titles etc., the chart on the slide changes to
show this new information
If the datasheet disappears, double click on the chart and choose View Datasheet.

Inserting a Table
PowerPoint also gives you the option of displaying information within your presentation in a
table.
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 To Insert a Table:
Insert a new slide with a table icon.
Click on the Insert Table icon.
When the dialog box appears, set the number of columns and rows for your table.

Figure 27: Insert Table Dialog Box

Source: Goodwill Community Foundation 2002

Click OK.
Enter the data for your table.
To format the table, choose Format Table.
Click on the tabs and make any necessary changes.
Click OK.

Step 6: Adding AutoShapes, WordArt and Hyperlinks (30 minutes)

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

Figure 29: Auto shapes. Option

Source: Goodwill Community Foundation 2002

A small AutoShapes toolbar appears.

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

Figure 30: Drawing Toolbar

Source: Goodwill Community Foundation 2002

You can click and drag an AutoShape to increase its size and you can add text by choosing
Insert Text Box.

Inserting WordArt
WordArt is colorful and artful text that is available in a variety of styles. It allows you to
create interesting titles, logos and text in your PowerPoint presentation.
To Insert Word Art
Click the WordArt button on the Drawing Toolbar.

Figure 31: The Word art Gallery Appears.

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 Source: Goodwill Community Foundation 2002

Choose the WordArt that best fits your slide presentation.

Click OK.
When the Edit WordArt Text dialog box appears, click on Your Text Here to add
text. Type the text for your slide. You can also make any formatting changes to your
font.
Click OK.
The WordArt appears in your slide. You may drag it to where you want it to appear
on your slide.

Figure 32: Click Insert Pictures Word Art

Source: Goodwill Community Foundation 2002

Inserting a Hyperlink
PowerPoint also allows you to add hyperlinks to your slides to make them more interactive.
A hyperlink can link to a web site which provides more information for your presentation.
To Insert a Hyperlink
Select the text in your document that you want to be a hyperlink. For example,
www.gcflearnfree.org or Free Computer and Career Classes.
Click the Hyperlink button on the Standard Toolbar.

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 (If this button does not show, you may want to add it to your toolbar by clicking on the down-
pointing arrow at the end of the bar to display Toolbar Options. Click on Insert Hyperlink to
add the button to your toolbar.
Click the Existing File or Web Page button.

Figure Insert Hyperlink

Source: Goodwill Community Foundation 2002

Type any text that you want to display. For example: Free Computer and Career
Classes. This type will display instead of the web address
Click OK
To make sure that the hyperlink works, click the Slide Show button and click on the link on
the slide.

Activities 4: My Hobbies-Hyperlink (Take home assignment)

ASK student: How can insert Title in slide.

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

Step 7: Key Points (15 minutes)

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

Step 8: Evaluation (10 minutes)

What are the steps for formatting text?
How can you format using bullets and numbers?
What steps shoukd be followed in adding clip art and pictures?
What are the procedures for adding AutoShapes, WordArt and Hyperlinks?

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Reference
Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they Work.
Ventage Press.

Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out.

Herniter, M.E. (2000). 2nd Edition, Personal Computer Fundamentals for Students,
Hardware Windows 2000 Application. Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition, Introduction to

Computers for Healthcare Professionals.

Jones & Bartlett’s Publishers International, Barb House, Barb Mews: London.

Morris M & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. J, O’leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona

State University: Boston Burr Ridge.

Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.

The Basics of the Word Window (n.d) Retrieved from http://www.gcflearnfree.org/computer/

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PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
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Session 14: Demonstration on Creating PowerPoint Slide
Show
Total Session Time: 60 minutes + 120 minutes Practical

Prerequisites
None

Learning Tasks
By the end of this session, students are expected to be able to:
Animate Slides
Create a Slide Master
Use Spell Check
Print a slide Presentation
Add Transition

Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer and LCD

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 5 minutes Presentation
Tasks
Presentation,
2 30 minutes Brainstorm, Animating Slides
Exercise
Presentation, Creating a Slide Master
3 35 minutes
Exercise
Presentation, Spell Check and Printing
4 30 minutes
Exercise
Presentation,
5 30 minutes Printing a Slide Presentation
Exercise
Presentation,
6 35 minutes Adding Transition
Exercise
7 15 minutes Presentation Key Points
8 10 minutes Presentation Evaluation

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 SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)

READ or ASK student to read the learning objectives and clarify.

ASK students if they have any questions before continuing

Step 2: Animating Slides (30 minutes)

Activity 1: Brainstorm (5 minutes)

ASK student: What is animation in slides?
ALLOW for some responses.
SUMMARIZE and go to information below for Animating slides

Animating slides involves adding movement and sometimes sound to text or to the slides in
a presentation. Animation can help create a livelier and more interesting slide show.
PowerPoint provides some preset animation or allows you to customize the animation to fit
your needs.
To Animate Slides using Animation Schemes
Open the PowerPoint presentation that you want to work on
Select the slide that you want to animate
In the Task Pane, click the down-pointing arrow and select Slide Design -
Animation Schemes
Figure 1: Application of Animation Schemes

Source: Goodwill Community Foundation 2002

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 Choosing Animation for Your Slides

PowerPoint offers several options for animating your slides

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

Adding Custom Animation

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

Figure 2: Task Pane (Custom Animation)

Source: Goodwill Community Foundation 2002

Click the text that you want to add an effect to

The Add Effect button will be activated. (Note the button is inactive until you select a
part of the slide to work on)

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 Figure 3: Additon of Effect in the slide

Source: Goodwill Community Foundation 2002

Click on Add Effect Entrance.

A list of options appears for the entrance including Blinds, Box, Check board, and Fly
In.
Decide how your text will appear on the screen and choose an option.
You can easily remove the effect by clicking Remove. Or, you can modify it by
setting direction and speed underneath Modify. (PowerPoint lets you know the
specific effect by listing it next to Modify. For example, Modify: Blinds).

Emphasis and Exit

If you want to add an effect to make text or graphics grow, shrink, or change in another way,
click on Add Effect Emphasis. Choose an effect. If you want to add an effect to have text
or graphics exit the slide, click on Add Effect Exit. Choose the effect.

Setting Direction and Speed

Once you choose an effect, decide the direction for that effect. For example, you may want
text to Fly In from the bottom. (Make sure your animation doesn't cross important graphics
or text in your presentation)
To Set Direction
Underneath Modify in the Custom Animation pane, click on the down pointing
arrow beneath Direction. (Note that direction options vary depending on the type of
effect)
Figure 4: Modify Blinds Options (Direction)

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 Source: Goodwill Community Foundation 2002
Choose the side of the slide from which you want the title to enter
Underneath Modify next to Start, select With Previous (Animation starts
automatically) or On Click (Animation starts when you click the mouse)
Decide the speed at which you want effects to happen in your slides. You can choose very
slow, slow, medium, fast or very fast to fit the rhythm of your presentation.
To Set Speed
Click on the down-pointing arrow underneath Speed and choose an option

Figure 5: Modify Blinds (Speed)

Source: Goodwill Community Foundation 2002

Animating a Bulleted List

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

Controlling Your Text

With the Add Effect button active, you can control the text in your bulleted list:
To Set Animation in a Bulleted List
Select the line of text you want to animate.
Once a line is selected, the Add Effect button becomes active.
Select whether you would like to add Entrance, Emphasis, Exit, and/or Motion
Paths.
Using the downward pointing arrow to the right of each category:
Decide if you want this animation to occur On the Click, With Previous, or After Previous.
Select the Direction the animation will occur (direction options will differ depending on the
animation.

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 Choose a Speed for the animation.
To make changes to an animation, simply locate the number of the animation you wish to
change and use the downward pointing arrow to the right of that numbered animation.
To set the direction/timing, you can select Effect Options from the menu.
Figure 6:Effect Option

Source: Goodwill Community Foundation 2002

Click on the Text Animation tab.

Figure 7: Blinds a Dialog Box Appears.

Source: Goodwill Community Foundation 2002

The default option is by 1st level paragraphs. This is the level for the main bullet
points. Bullets points will enter one at a time on the slide
If you want the bullet points to enter as a group, choose as one object.
If you have multiple levels of bullets in a slide and you want to animate all levels,
choose by 2nd level paragraphs if you have 2nd level bullets, and choose by 3rd level
paragraphs if you have three levels of bullets etc.

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 Activities 2: My Hobbies – Fly In (15 minutes)

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

Step 3: Creating a Slide Master (35 minutes)

The Slide Master

If you work for a company, you may be asked to prepare long presentations. Or, you may
want to prepare slides about a special event or occasion. A Slide Master allows you to create
a presentation with different types of slides but enable them to all have the same "look".
The elements that you add to the Slide Master - such as a company logo, background, and
font color - will be applied to all of your slides.

Creating a Slide Master

If you have a Slide Master, you don't have to format every single slide in a presentation with
the same basic design and text.
To Create a Slide Master
Start a new presentation or open an existing one.
Click on View Master Slide Master.
A slide with placeholders appears.

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 Figure 8: Slide Master Dialog Box

Source: Goodwill Community Foundation 2002

Click on Format Background.

Figure 9: Background Dialog Box Appears.

Source: Goodwill Community Foundation 2002

Choose a background color. For more colors, click on More Colors.

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

Choosing Fonts for Levels of the Slide Master

As you continue working on your Slide Master, notice that the Master text styles placeholder
contains a model of up to five bullets in which the text gets smaller for each level.

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 In the Slide Master, the font sizes are pre-selected. The sizes are based on what a normal
person is able to read from a reasonable distance. You can change the font size, but this is
fine-tuning that you might want to do later.
Generally, you should keep the text the same color for the title and all text levels.
To Edit the Text Styles for Each Level
Start a new presentation or open an existing one.
Click on View Master Slide Master.
Select the text and then choose a font and font color in the Formatting Toolbar.

Figure 10: Formatting Toolbar.

Source: Goodwill Community Foundation 2002

Viewing the Slide Master Elements

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

Figure 11: Desidned Slides

Source: Goodwill Community Foundation 2002

The Title Master

When you create your Slide Master, you can also create a Title Master. This is the second
slide that appears in the left pane when you are working on the Slide Master of a presentation
using a Design Template.
This is a special slide for the title slide of your presentation. Remember, the Slide Master is a
basic blueprint for all the slides of your presentation while the Title Master only addresses the
elements of your title slide

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To Edit the Title Master
Select the text in the Master title style placeholder.
Choose Format Background and choose a background color.
Click on the down-pointing arrow next to the font in the Formatting Toolbar.
OR
Choose Format Font and choose a font, font color and font style.

Activities 3: My Hobbies – Slide Master (15 minutes)

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

Step 4: Spell Check (30 minutes)

Using Spell Check

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

Figure 12: Spelling Check Tool

Source: Goodwill Community Foundation 2002

Click the Spelling button on the Standard Toolbar.

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Scanning for Errors

Once you launch the Spell Check tool, a couple of scenarios can occur:
PowerPoint quickly scans your presentation, searching for words that aren't in its dictionary.
If there are no recognizable errors, a dialog box will appear stating that the spelling check is
complete.

Figure 13:Spelling Check Notification

Source: Goodwill Community Foundation 2002

If there are possible spelling errors, the Spelling dialog box opens and offers you a number of
options. Any unrecognized word appears in the Not in Dictionary box.

You can choose from one of the options in the Spelling dialog box:
Ignore - the word is correct and does not need to be added to the custom dictionary.
Ignore All - ignore all occurrences of the word.
Change - correct the word.
Change All - change all occurrences of the spelling of a word.
Add - add a word to the custom dictionary.
Suggest - PowerPoint suggests possible correct spellings of a word. Scroll through the list to
find the correct spelling. Select the appropriate one and click the Change button.
AutoCorrect - automatically corrects many common spelling, typing, and grammatical
errors.

Once the entire presentation has been checked for spelling errors, and you have made your
corrections or changes, click Close.

The Spell Check tool does not catch all errors. Be sure to read through your text carefully to
find any typographical errors.

Step 5: Printing a Slide Presentation (30 minutes)

Previewing and Printing

Once you've corrected any errors in your document, it's time to print. PowerPoint 2003
allows you to preview your presentation before you print. You can preview and print slides,
handouts, notes pages and outlines.
To Preview and Print a Presentation
Click on File Print Preview.

Figure 16: Print Preview Option

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 Source: Goodwill Community Foundation 2002

OR
Click the Print Preview button on the Standard Toolbar.

On the Print Preview Toolbar, click the down-pointing arrow next to the Print What box.

Figure 17:Different Layout That You Want To Preview

Source: Goodwill Community Foundation 2002

Select the layout that you want to preview and/or print.

Click the Close button to return to the presentation or choose Print to print the layout.

Printing a Slide Presentation

If you don't want to preview your presentation in the various formats, you can simply print it.
To Print a Presentation
Click on File Print.

Figure 18: Print Dialog Box Option

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 Source: from Ms PowerPoint print screen

The Print dialog box opens.

Click the down-pointing arrow next to the Print What box.
Choose Slides, Notes, Handouts, or Outline.
Select the print range and number of copies.

Figure 19: Print Dialog Box Component

Source: Goodwill Community Foundation 2002

Click OK.

Activities 4: My Hobbies-Spell Check (10 minutes)

ASK student to refer previous activities to complete the task below

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 Open the My Hobbies presentation or the Where I Learn presentation that you
worked on in the previous activity.
Use Spell Check to check your spelling.
Make any necessary corrections.
Preview Handouts (6 slides per page).
Print a Handout and keep this copy for your records.
Save and close the document.

Step 6: Adding Transition (35 minutes)

Adding Transition

Once you've completed all of your slides, create a cohesive presentation by adding transition.
You can move from slide to slide with interesting transitions that affect the timing, entrance
and exit of your slides. A transition is an effect that is applied to some or all of the slides in a
presentation.

To Make Transitions from Slide to Slide

Click on Slide Show Slide Transition.

Figure 20: Slide Transition

Source: Goodwill Community Foundation 2002

OR
In the Task Pane, click on the down-pointing arrow and select Slide Transition.

Figure 21: Slide Transition Option

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 Source: Goodwill Community Foundation 2002

In the Slide Transition pane, choose the effect; you want from the drop-down menu.
Ex. Blinds Horizontal, Blinds Vertical, Box In and Box Out.
Automatically preview each transition by clicking on it. (Auto Preview has to be
selected).
Click Apply to All when you have chosen an effect.
Choose to advance from slide to slide on mouse click or automatically after the
number of seconds that you select.
To see how your transition works, preview the slide show. Learn more about this
later in this lesson.

Some transitions work well with effects that have been added to text and graphics. Others do
not. Preview a variety of transitions before finalizing your slide presentation.

Previewing a Slide Show

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

Figure 22: Slide Show

Source: Goodwill Community Foundation 2002

OR
Click on Slide Show View Show.

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 OR
Click on the Slide Show button to start the presentation.
To move to the next slide, click the mouse. (Space bar or Enter).
When the screen goes dark, click the screen to return to the PowerPoint screen.
You can exit the slide show by pressing ESC on the keyboard at any time.

If you have set the slides to advance automatically, you don't need to click through the
slides. Just sit back and enjoy the show. At the end of the show, click the left mouse button to
return to the PowerPoint Screen.

Setting Up a Slide Show

Once you have added created a presentation and previewed it, set up a show. Take the
necessary steps to make sure your slides are ready for a real audience.

To Set Up a Slide Show

Click on Slide Show Set Up Show.

Figure 23: Set Up Show

Source: Goodwill Community Foundation 2002

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 Figure 24: The Set up Show dialog box appears.

Source: Goodwill Community Foundation 2002

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

Choose which slides you will show. For example, all or slides 3 - 12.
Choose show options. You can leave these blank unless you're planning to run a
show continuously on a kiosk or want to show it without animation etc.
Next, decide how you plan to advance your slides.
Click OK.

Activities 5: My Hobbies – Add Transition (10 minutes)

ASK student How to add transition

Open the My Hobbies presentation or the Where I Learn presentation that you worked on in
the previous activity.
Add transition.
Preview it in Slide Show view.
Set up your show.

Step 7: Key Points (15 minutes)

Animating slides involves adding movement and sometimes sound to text or to the slides
in a presentation. Animation can help create a livelier and more interesting slide show.
A Slide Master allows you to create a presentation with different types of slides but
enable them to all have the same "look".
The elements that you add to the Slide Master - such as a company logo, background, and
font color - will be applied to all of your slides.
The Spell Check tool allows you to check your entire presentation for spelling errors.
PowerPoint has a dictionary that you can customize with words typically not included in a
standard dictionary.

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 Once you've completed all of your slides, create a cohesive presentation by adding
transition. You can move from slide to slide with interesting transitions that affect the
timing, entrance and exit of your slides. A transition is an effect that is applied to some or
all of the slides in a presentation.

Step 8: Evaluation (10 minutes)

What steps are involved in animating slides?
How can you create a Slide Master?
What are steps involved in spell checking and printing?
How do you add transition to slides for presentation?

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References
Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006), 4th Edition, Introduction to
Computers for Healthcare Professionals, Jones & Bartlett’s Publishers International,
Barb House, Barb Mews, London W6 7PA UK

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press.

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000 Application (2nd ed). Prentice Hall.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit
Press The Basics of the Word Window. Retrieved from
www.gcflearnfree.org/computer/

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Session 15: Demonstration on Microsoft Excel Windows
Features
Total Session Time: 60 minutes + 120 minutes of practical

Prerequisites
None

Learning Tasks
By the end of this session, students are expected to be able to:
Identify Basic Parts of the Excel Window
Explain How to Create, Open and Save Workbooks
Explain How to Enter, Edit and Delete Data
Explain How to Move, Copy and Delete Cell Contents

Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer
LCD
Handout 14.1: Monthly Budget

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Brainstorming Identifying Basic Parts of the Excel
2 30 minutes
Presentation Window
3 45 minutes Presentation, Exercise Create, Open and Save Workbooks
4 40 minutes Presentation, Exercise Entering, Editing and Deleting Data
Moving, Copying and Deleting Cell
5 40 minutes Presentation, Exercise
Contents
6 10 minutes Presentation Key Points

7 10 minutes Presentation Evaluation

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SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing.

Step 2: Identifying Basic Parts of the Excel Window (30 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

What differences are there between excel and word?

What specific purposes are of excel?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Microsoft Excel is a spreadsheet application in the Microsoft Office Suite. A spreadsheet is

an accounting program for the computer. Spreadsheets are primarily used to work with
numbers and text. Spreadsheets can help organize information, like alphabetizing a list of
names or ordering records, or calculate and analyze information using mathematical
formulas.

The Excel Window

Many items you see on the Excel screen are standard in most other Microsoft software
programs like Word, PowerPoint and previous versions of Excel. Some elements are specific
to this version of Excel.

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 Figure 1: Microsoft excel elements

Source: Goodwill Community Foundation 2002

Workbook
Also called a spreadsheet, the Workbook is a unique file created by Excel.

Figure 2: Title bar

Source: Goodwill Community Foundation 2002

The Title bar displays both the name of the application and the name of the spreadsheet.

Figure 3: Menu bar

The Menu bar displays all the menus available for use in Excel 2003. The contents of any
menu can be displayed by clicking on the menu name with the left mouse button.

Toolbar
Some commands in the menus have pictures or icons associated with them. These pictures
may also appear as shortcuts in the Toolbar.

Figure 4: Toolbar
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Source: Goodwill Community Foundation 2002

Figure 5: Column Headings

Source: Goodwill Community Foundation 2002

Each Excel spreadsheet contains 256 columns. Each column is named by a letter or
combination of letters.

Figure 6:Row Headings

Source: Goodwill Community Foundation 2002

Each spreadsheet contains 65,536 rows. Each row is named by a number.

Figure 7: Name Box

Shows the address of the current selection or active cell.

Figure 8: Formula Bar

Source: Goodwill Community Foundation 2002

Displays information entered-or being entered as you type-in the current or active cell
The contents of a cell can also be edited in the Formula bar.

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Cell
Figure 9: Active Cell B3

Source: print screen from Microsoft Excel

A cell is an intersection of a column and row. Each cell has a unique cell address. In the
picture above, the cell address of the selected cell is B3. The heavy border around the
selected cell is called the cell pointer.

Navigation Buttons and Sheet Tabs

Navigation buttons allow you to move to another worksheet in an Excel workbook. Used to
display the first, previous, next or last worksheets in the workbook.
Sheet tabs separate a workbook into specific worksheets. A Workbook defaults to three
worksheets. A Workbook must contain at least one worksheet

Workbooks and Worksheets

A Workbook automatically shows in the workspace when you open Microsoft Excel 2003.
Each workbook contains three worksheets. A worksheet is a grid of cells, consisting of
65,536 rows by 256 columns. Spreadsheet information--text, numbers or mathematical
formulas--is entered in the different cells.
Figure 10: workbook

Source: Goodwill Community Foundation 2002

Column headings are referenced by alphabetic characters in the gray boxes that run across the
Excel screen, beginning with the Column A and ending with Column IV.
Rows are referenced by numbers that appear on the left and then run down the Excel screen.
The first row is named Row 1 and the last row is named 65536.
Important Terms
A workbook is made up of three worksheets.
The worksheets are labelled Sheet1, Sheet2, and Sheet3.
Each Excel worksheet is made up of columns and rows.
In order to access a worksheet, click on the tab that says Sheet#.
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The Cell
An Excel worksheet is made up of columns and rows. Where these columns and rows
intersect, they form little boxes called cells. The active cell, or the cell that can be acted upon,
reveals a dark border. All other cells reveal a light gray border. Each cell has a name. Its
name is comprised of two parts: the column letter and the row number.

Figure 11: Cell Point

Source: Goodwill Community Foundation 2002

In the following picture the cell C3, formed by the intersection of column C and row 3,
contains the dark border. It is the active cell.

Figure 12: Active

Source: Goodwill Community Foundation 2002

Important Terms
Each cell has a unique cell address composed of a cell's column and row.
The active cell is the cell that receives the data or command you give it.
A darkened border, called the cell pointer, identifies it.

Moving around the worksheet

You can move around the spreadsheet in several different ways.
To Move the Cell Pointer
To activate any cell, point to a cell with the mouse and click.
To move the pointer one cell to the left, right, up, or down, use the keyboard arrow keys.

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To Scroll Through the worksheet
The vertical scroll bar located along the right edge of the screen is used to move up or down
the spreadsheet. The horizontal scroll bar located at the bottom of the screen is used to
move left or right across the spreadsheet.

Figure 13: Vertical Scrolling Bar

Source: Goodwill Community Foundation 2002

The Page Up and Page Down keys on the keyboard are used to move the cursor up or down
one screen at a time. Other keys that move the active cell are Home, which moves to the first
column on the current row, and Ctrl+Home, which moves the cursor to the top left corner of
the spreadsheet or cell A1.

To Move between worksheets

As mentioned, each Workbook defaults to three worksheets. These worksheets are
represented by tabs-named Sheet1, Sheet2 and Sheet3-that appear at the bottom of the Excel
window.

To Move from one worksheet to another worksheet:

Click on the sheet tab (Sheet1, Sheet2 or Sheet 3) that you want to display

Step 3: Create, Open and Save Workbooks (45 Minutes)

Understanding File Terms
The File menu contains all the operations that we will discuss in this lesson: New, Open, and
Close, Save and Save As.

Figure 14: Save, Save As and Close

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Source: Goodwill Community Foundation 2002

New-Used to create a new Workbook

Open-Used to open an existing file from a floppy disk or hard drive of your computer

Close-Used to close a spreadsheet

Save As-Used when to save a new file for the first time or save an existing file with a
different name.

Save-Used to save a file that has had changes made to it. If you close the workbook without
saving then any changes made will be lost.

Creating a workbook
A blank workbook is displayed when Microsoft Excel is first opened. You can type
information or design a layout directly in this blank workbook.

To Create an Excel Workbook

Choose File New from the menu bar.

Figure 15: Show How to Open New Worksheet

Source: Goodwill Community Foundation 2002

The New Workbook task pane opens on the right side of the screen.

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Figure 16:Blank Workbook

Source: Goodwill Community Foundation 2002

Choose Blank Workbook under the New category heading.
A blank workbook opens in the Excel window. The New Workbook task pane is closed.

Saving a workbook
Every workbook created in Excel must be saved and assigned a name to distinguish it
from other workbooks. The first time you save a workbook, Excel will prompt you to
assign a name through the Save As operation. Once assigned a name, any additional
changes made to the text, numbers or formulas need to be saved using the Save operation

To Save a new Workbook: Choose File Save As from the menu bar.
Figure 17:Save As command

Source: Goodwill Community Foundation 2002

The Save As Dialog Box appears.

Click on the Save In: dropdown menu and locate where the file will be saved. Choose 3 1/2
Floppy (A:) to save the file to a floppy disk or Local Disk (C:) to save the file to your
computer.
Type a name for your file in the File Name: box.
Click the Save button.

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Figure 18: Uses of Save As Button, Save in.

Source: Goodwill Community Foundation 2002

To Save Changes Made to an Existing Workbook
Choose File Save from the menu bar, or

Click the Save button on the Standard toolbar.

If you're saving the file for the first time and you do not choose a file name, Microsoft Excel
will assign a file name for you.
It is a good idea to Save frequently when working in a spreadsheet. Losing information is
never fun! You can quickly save your spreadsheet by using the quick-key combination Ctrl +
S.
Opening a workbook
You can open any workbook that has previously been saved and given a name.
To Open an Existing Excel 2003 Workbook
Choose File Open from the menu bar.

Figure 20: Opening Workbook

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The Open dialog box opens.

Source: Goodwill Community Foundation 2002

In the Look in list, click the drive, folder, or Internet location that contains the file you
want to open.

In the folder list, open the folder that contains the file. Once the file is displayed, click on
the file you want to open.
Click the Open button.

Closing a Workbook

To close an existing Excel Workbook

Choose File Close from the menu bar. The workbook in the Excel window is closed.

Figure 21:Close Workbook

Source: Goodwill Community Foundation 2002

Excel 2003 will prompt you to save information if any has been typed between the last save
and the time you close the file

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Step 4: Enter, Edit and Delete Data (40 minutes)
Entering Text in a Cell
You can enter three types of data in a cell: text, numbers, and formulas. Text is any
entry that is not a number or formula. Numbers are values used when making
calculations. Formulas are mathematical calculations.
To Enter Data into a Cell
Click the cell where you want to type information.
Type the data. An insertion point appears in the cell as the data is typed.

The data can be typed in either the cell or the Formula bar.

Figure 22: Text area

Figure 23: Data being typed appears in the both active cell and in the formula bar.

Source: Goodwill Community Foundation 2002

Notice the Cancel and Enter buttons in the formula bar.

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 Click the Enter button to end the entry and turn off the formula bar buttons.
Excel's AutoComplete feature keeps track of previously-entered text. If the first few
characters you type in a cell match an existing entry in that column, Microsoft Excel fills in
the remaining characters for you

Editing Information in a Cell

Information in a spreadsheet is likely to change over time. Information can be changed in
either of two ways.

Quick and Easy Method

Click the cell that contains the information to be changed.
Type the new entry. The old entry is replaced by the new entry.

If the original entry is long and requires only a minor adjustment (in spelling, for example),
then you can directly edit the information in the cell.

To Edit Information in a Cell

Direct Cell Editing
Double-click on the cell that contains the information to be changed.
The cell is opened for direct editing.

Figure 24:Direct Editing

Source: Goodwill Community Foundation 2002

Make the necessary corrections.

Press Enter or click the Enter button on the Formula bar to complete the entry.
Formula Bar Editing
Click the cell that contains the information to be changed.
Edit the entry in the formula bar.

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 Figure 25: Editing Toolbar

Source: Goodwill Community Foundation 2002

Deleting Information in a Cell
To Delete Data that Already Appears in a Cell
Click the cell that contains the information to be deleted.
Press the Delete key, or
Right-click and choose Clear Contents from the shortcut menu.
Selecting Multiple Cells
The currently-selected cell in Excel is called the active cell. You can also select a group
of adjacent cells, or a cell range. Many operations can be done against a cell range: move
it, copy, it, delete it or format it. A cell range can be defined in different ways: select a
specific range of cells, select multiple columns or rows, or select the entire worksheet.
To Select a Range of Cells
Move to the first cell in the range.
The mouse pointer becomes a large cross.
Click-and-hold the left mouse button and drag left or right, up or down to the last cell
you want to select.
Release the mouse button.
Figure 28: The Cells You Selected are Shaded.

Source: Goodwill Community Foundation 2002

To Select All Cells in a Column or Row
Click the gray Column heading to select the entire column. (Click and drag the cursor
across other column headings to select those columns).

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 Figure 29: How to Select Column

Source: Goodwill Community Foundation 2002

Click the gray Row heading to select the entire row. (Click and drag the cursor down
through the row headings select those rows).
Figure 30: How to Select Row

Source: Goodwill Community Foundation 2002

To Select the Entire Worksheet:
Click the gray rectangle in the upper left corner to select entire worksheet.

Figure 31: How to Select Entire Worksheet

Source: Goodwill Community Foundation 2002

If the cells and columns you want to select are not directly next to one another, select one of
the ranges you want to select, and hold down the Control key while selecting other ranges.

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Figure 31: Selected Area

Source: Goodwill Community Foundation 2002

Activities 4: Monthly bills (Take-home assignment)

Refer Handout 14.1: Monthly Budget.
Type the following data in the spreadsheet
In cell A1, type Monthly Budget.
In cell A2, type Rent or Mortgage.
In cell A3, type Car Payment.
In cell A4, type Cable.
In cell A5, type Power.
In cell A6, type Phone.
In cell A7, type Insurance.
In cell A8, type Credit Cards.
In cell A9, type Groceries.
In cell A10, type Gas.
Type your other monthly bills in Column A, cells A11-A14 (if you have any)
Type Total Monthly Expenses in cell A15
Type Income in cell A16
Type Savings in cell A17

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 .
Save and close the Monthly Budget file
.
Step 5: Moving, Copying and Deleting Cell Contents (40 minutes)

Cut, copy, paste defined

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

Figure 32: The Cut, Copy and Paste operations also appear as choices in the Edit menu:

Source: Goodwill Community Foundation 2002

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 The Cut, Copy and Paste operations can also be performed through shortcut keys:

Cut Ctrl+X
Copy Ctrl+C
Paste Ctrl+V

Copy and Paste Cell Contents

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

To Copy and Paste:

Select a cell or cells to be duplicated.

Click on the Copy button on the standard toolbar.

The border of the copied cell(s) takes on the appearance of marching ants.

Figure 33:Marching Ants Appear

Source: Goodwill Community Foundation 2002

Click on the cell where you want to place the duplicated information. The cell will be
highlighted. If you are copying contents into more than one cell, click the first cell where
you want to place the duplicated information.

Press the Enter key. Your information is copied to the new location.

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 Be careful if you paste copied cell information into cells that already contain data. If you do,
the existing data is overwritten.
You can copy information from many different sources including Web sites, emails or other
Office applications like Word and PowerPoint and paste it into an Excel spreadsheet.

Cut and Paste Cell Contents

The Cut feature allows you to remove information from cells in the spreadsheet. Information
that is cut can be pasted in another cell, as long as the pasting occurs before you perform
another operation. If you don't paste the cut information immediately, it is removed from the
Office clipboard.

To Cut and Paste:

Select a cell or cells to be cut.

Click on the Cut button on the Standard toolbar.

The information in the cell is deleted.
The border of the cut cell(s) take on the appearance of marching ants.
Click on the cell where you want to place the duplicated information. The cell will be
highlighted. If you want to paste the contents into more than one cell, click the first
cell where you want to place the duplicated information.

Press the Enter key. Your information is pasted to the new location.
You do not have to paste information that has been cut. You can use Cut to delete
information from a cell.

Moving Information Using Drag-and-Drop

Another way to move information from one cell to another is to use the drag-and-drop
method. You use the cursor to point to the information to be moved and then drag the cell to
its new location.
To Use Drag and Drop
Highlight and select the cell(s) you want to move to a new location.
Position the mouse pointer near one of the outside edges of the selected cell(s). The
mouse pointer changes from a large, white cross and becomes a slender, black cross
with arrows at all ends.

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Keep the mouse pointer on the outer edge of the selected cell, click and hold the left mouse
button and drag the cell(s) to a new location.

Release the mouse button to move the information to its new location.

Refer to Handout 14.1: Monthly Budget.

Activities 5: Monthly Bills (Take-home assignment)

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

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Save and close the Monthly Budget file
Note: Be sure to leave cells C15 and C17 blank

Step 6: Key Points (10 minutes)

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

Step 7: Evaluation (10 minutes)

What are the tasks of the following Excel window parts?
Title bar, Menu bar, Toolbar, Formula Bar
How do you create, open and save workbooks?
How do you enter, edit and delete data in worksheet?

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 Activity: Take home Assignment (5 minutes)

DIVIDE students in groups or individual.

ASK the students to work on the following assignment

Create a new blank file and save as Monthly Budget

Close the blank file

ALLOCATE time for students to do the assignment and submit

REFER students to recommended references

Important Reminder: If you are using a public computer, such as one at a library or learning
centre, you may not be able to use the same computer each time. It is very important to
understand the policies on saving documents to public computers. Some places do not allow
you to use floppy disks due to the risk of computer viruses. Ask someone in charge of the
public computers where you are. If you are unsure how you will keep a recent copy of the
assignment, you can always email a copy of the document to yourself when you finish
working on the document.

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References
Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006), 4th Edition, Introduction to
Computers for Healthcare Professionals, Jones & Bartlett’s Publishers International,
Barb House, Barb Mews, London W6 7PA UK

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000 Application (2nd ed). Prentice Hall.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit
Press The Basics of the Word Window. Retrieved from
www.gcflearnfree.org/computer/
.

Handout 14.1: Monthly Budget

Figure

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Session 16: Demonstration on Worksheet Layout
Management
Total Session Time: 120 minutes

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Prerequisites
None

Learning Tasks
By the end of this session, students are expected to be able to:
Describe on How to Work with Multiple Worksheets
Describe on How to Insert and Delete Rows and Columns
Explain Process of Changing Column Width and Row Height

Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer
LCD
Handout 16.1: Monthly Budget

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Brainstorming
2 30 minutes Work with Multiple Worksheets
Presentation Exercise
Presentation
3 30 minutes Insert and Delete Rows and Columns
Exercise
Presentation
4 35 minutes Change Column Width and Row Height
Exercise
5 5 minutes Presentation Key Points

6 15 minutes Presentation Evaluation

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 SESSION CONTENT

Step 1: Presentation of Session Title and Learning Objectives (5 minutes)

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing

Step 2: Working with Multiple Worksheets (30 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

What are worksheets?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Naming Worksheets

At the beginning of this course, we learned that the tabs displayed at the bottom of the screen
are named Sheet1, Sheet2 and Sheet3. These are not very informative names. Excel 2003
allows you to define a meaningful name for each worksheet in a workbook-Checkbook,
Reports, Accounts-so you can quickly locate information.
To Name a Worksheet
Double-click the sheet tab to select it. The text is highlighted by a black box.

Type a new name for the worksheet.

Press the Enter key.

The worksheet now assumes the descriptive name defined.

Inserting Worksheets

By default, each new workbook in Excel defaults to three worksheets named Sheet1, Sheet2
and Sheet3. You have the ability to insert new worksheets if needed or delete others you no
longer want.
To Insert a New Worksheet
Choose Insert Worksheet from the menu bar.
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 A new worksheet tab is added to the bottom of the screen. It will be named Sheet4,
Sheet5 or whatever the next sequential sheet number may be in the workbook.

Figure 1: Show Worksheet

Source: Goodwill Community Foundation 2002

Deleting Worksheets

Any worksheet can be deleted from a workbook, including those that have data in it.
Remember, a workbook must contain at least one worksheet.
To Delete One or More Worksheets
Click on the sheet(s) you want to delete.
Choose Edit Delete Sheet from the menu bar.

Figure 2: The Following Dialog Box Appears if the Sheet Being Deleted Contains
Information On It.

Source: Goodwill Community Foundation 2002

Click the Delete button to remove the worksheet and all the data in it.

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 Another way to delete or insert a worksheet is to right-click on the sheet to be deleted
and then select Delete or Insert from the shortcut menu.

Figure 3: Delete or Insert Sheet

Source: Goodwill Community Foundation 2002

Grouping and Ungrouping Worksheets

A workbook is a multi-page Excel document that contains multiple worksheets. Sometimes

you will want to work with the worksheets one at a time as if each is a single unit. Other
times, the same information or formatting may need to be added to every worksheet. You can
type and retype the same information in each worksheet, or apply identical formatting, or you
can group the worksheet and enter the information once.
Worksheets can also be combined together into a group. Grouping worksheets allows you to
apply identical formulas and/or formatting across all the worksheets in the group. When you
group worksheets, any changes made to one worksheet will also be changed in any other
worksheets in the group. If many worksheets are to have the same data--regions, departments,
quarters, months, weeks and days, for example--then you type it once and it will appear on
every worksheet included in the grouping.

Figure 3: Grouping Worksheets

Source: Goodwill Community Foundation 2002

To Group Worksheets
To select one worksheet, click on the sheet tab.
To select more than one worksheet, hold the Control key down and click on one or more
worksheet tabs in the workbook.

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 To select all worksheets in a workbook, right-click on any worksheet tab and choose
Select All Sheets from the shortcut menu.
When finished entering, moving, copying or formatting the data, you will need to ungroup
worksheets. If you do not ungroup the sheets, any work you do in one sheet will be
duplicated in all the others.
To Ungroup Worksheets
Right-click on any of the selected worksheet tabs.
Choose Ungroup Sheets from the shortcut menu.

Moving Worksheets

When you move a sheet, you are moving it to a new location in this or another workbook.
To Move a Workbook
Select the worksheet you want to move/copy.
Choose Edit Move or Copy from the menu bar.

In the Move or Copy dialog box, use the drop down boxes to select the name of the
workbook you will move the sheet to (the current workbook is the default). Also define
where you want the sheet positioned in the workbook.
Figure 5:Sheet And Check Book

Source: Goodwill Community Foundation 2002

Check Create a copy to copy it.
Click the OK button to move the worksheet to its new location.

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 Copying Worksheets

When you copy a sheet, you make an exact copy of it.

To Copy a Worksheet
Select the worksheet you want to move/copy.
Choose Edit Move or Copy from the menu bar.
In the Move or Copy dialog box, use the drop down boxes to select the name of the
workbook you will copy the sheet to (the current workbook is the default). Also
define where you want the sheet positioned in the workbook.
Click the Create a copy checkbox.
Click OK to create an exact copy of the worksheet and move it to the location

Step 3: Inserting Deleting Rows and Columns (30 minutes)

Inserting a row

You can insert a row in a spreadsheet anywhere you need it. Excel moves the existing rows
down to make room for the new one.
To Insert a Row
Click anywhere in the row below where you want to insert the new row.
Choose Insert Rows from the menu bar.

Figure 6:Insert Rows Into Worksheet

Source: Goodwill Community Foundation 2002

A new row is inserted above the cell(s) you originally selected. OR

Click anywhere in the row below where you want to insert the new row.

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Right-click and choose Insert from the shortcut menu.

Figure 7: The Insert dialog box opens.

Source: Goodwill Community Foundation 2002

Choose the Entire Row radio button.

Click the OK button.
Figure 8: A New Row Is Inserted Above The Cell(S) You Originally Selected.

Source: Goodwill Community Foundation 2002

Select multiple rows before choosing Insert to add rows quickly. Excel inserts the same
number of new rows that you originally selected.

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Inserting a column

In Excel, you can insert a column anywhere you need it. Excel moves the existing columns to
make room for the new one.

To Insert a Column
Click anywhere in the column where you want to insert a new column.
Choose Insert Columns from the menu bar

Figure 9: Inserting Column

Source: Goodwill Community Foundation 2002

A new column is inserted to the left of the existing column. OR Click anywhere in the
column where you want to insert a new column. Right-click and choose Insert from the
shortcut menu.

Figure 10:Inserting Column Into Cell

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The Insert dialog box opens.

Source: Goodwill Community Foundation 2002

Click the Entire Column radio button in the Insert dialog box.
Click the OK button.

Figure 11: A New Column is inserted to The Left of the Existing Column.

Source: Goodwill Community Foundation 2002

You can also select multiple columns before choosing Insert to add columns quickly. Excel
inserts the same number of new columns that you originally selected.

Deleting columns and rows

Columns and rows are deleted in much the same manner as inserting columns and rows.
To Delete a Row and All Information in It
Select a cell in the row to be deleted.
Choose Edit Delete from the menu bar.
Click the Entire Row radio button in the Delete dialog box.
Click the OK button.

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 Figure 12: Show How to Delete Row

Source: Goodwill Community Foundation 2002

To Delete a Column and All Information in it:

Select a cell in the column to be deleted.
Choose Edit Delete from the menu bar.
Click the Entire Column radio button in the Delete dialog box.
Click the OK button.

Figure 13: Show How to Delete column

Source: Goodwill Community Foundation 2002

Step 4: Changing Column Width and Row Height (35 minutes)

Adjusting column widths

By default, Excel's columns are 8.43 characters wide, but each individual column can be
enlarged to 240 characters wide.
If the data being entered in a cell is wider or narrower than the default column width, you can
adjust the column width so it is wide enough to contain the data.

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 Figure 14: Unadjusted Column

Source: Goodwill Community Foundation 2002

You can adjust column width manually or use AutoFit.

To Manually Adjust a Column Width
Place your mouse pointer to the right side of the gray column header.
The mouse pointer changes to the adjustment tool (double-headed arrow).

Figure 15: Adjusted Column

Source: Goodwill Community Foundation 2002

Drag the Adjustment tool left or right to the desired width and release the mouse button.

To AutoFit the Column Width

Place your mouse pointer to the right side of the column header.
The mouse pointer changes to the adjustment tool (double-headed arrow).
Double-click the column header border.
Excel "Auto Fits" the column, making the entire column slightly larger than the largest entry
contained in it.
To access AutoFit from the menu bar, choose Format Column AutoFit Selection.

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Adjusting row height

Changing the row height is very much like adjusting a column width. There will be times
when you want to enlarge a row to visually provide some space between it and another row
above or below it.
To Adjust Row Height of a Single Row
Place your mouse pointer to the lower edge of the row heading you want to adjust.
The mouse pointer changes to the adjustment tool (double-headed arrow).

Drag the Adjustment tool up or down to the desired height and release the mouse button.

To AutoFit the Row Height

Place your mouse pointer to the lower edge of the row heading you want to adjust.
The mouse pointer changes to the adjustment tool (double-headed arrow).
Double-click to adjust the row height to "AutoFit" the font size.
Excel "Auto Fits" the row, making the entire row slightly larger than the largest entry
contained in the row.

Activities 4: Make adjustment of column (5 minutes)

Refer students to Handout 13.1: Monthly Budget
AutoFit the column width of Column A
Manually adjust the column width for any columns that you need to enlarge. For example,
Column A may need to be adjusted so the word Car payment fits in the cell.
Adjust the row height of Row 1 to at least double its current width.
Save and close the document.

Step 5: Key Points (5 minutes)

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By default, each new workbook in Excel 2003 defaults to three worksheets named Sheet1,
Sheet2 and Sheet3. You have the ability to insert new worksheets if needed or delete others
you no longer want.
Select multiple rows before choosing Insert to add rows quickly. Excel inserts the same
number of new rows that you originally selected.
By default, Excel's columns are 8.43 characters wide, but each individual column can be
enlarged to 240 characters wide. If the data being entered in a cell is wider or narrower than
the default column width, you can adjust the column width so it is wide enough to contain
the data.

Step 6: Evaluation (15 minutes)

How do you define a meaningful name for each worksheet in a workbook?
How do you insert and delete Rows and columns?
How do you change column width and row height?

Activity: Take home Assignment (10 minutes)

DIVIDE students in groups or individual.

ASK the students to work on the following assignment

Refer students to handout 16.2:Monthly budget

ALLOW student to rename Sheet1 to 2005, Sheet2 to 2006 and Sheet3 to 2007.
INSERT two worksheets and name them 2008 and 2009.
Move the 2008 and 2009 worksheets so they are immediately following the 2007
sheet.
Use the Grouping feature so that the 2006, 2007, 2008, and 2009 sheets contain the
same information as Column A and Row 1 of the 2005 sheet.
Delete the 2009 sheet.

ALLOCATE time for students to do the assignment and submit

REFER students to recommended references

Reference
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press
PST 04107 Basic Computer Application NTA Level 4 Semester 1 Facilitator Guide
230
Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press.

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000 Application (2nd ed). Prentice Hall

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit
Press

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 Handout 16.1: Monthly Budget

Handout 16.2: Monthly Budget

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 Handout 16.3: Monthly Budget

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Session 17: Demonstration on Excel Cells and Creating
Formulas
Total Session Time: 60 minutes

Prerequisites
None

Learning Tasks
By the end of this session, students are expected to be able to:
Describe on How to Insert and Delete Cells
Describe Text and Cell Alignments
Explain How to Apply Font, Color and Borders to Cells
Explain How to Create Simple Formulas

Resources Needed:
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer and LCD
Handout 17.1: Monthly Budget

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Brainstorming
2 35 minutes Presentation, Inserting and Deleting Cells
Exercise
Presentation,
3 35 minutes Manage Text and Cell Alignments
Exercise
Presentation,
4 35 minutes Applying Font, Color and Borders to Cells
Exercise
Buzzing
5 50 minutes Presentation, Creating Simple Formula
Exercise
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 6 5 minutes Presentation Key Points
7 5 minutes Presentation Evaluation
8 10 minutes Presentation Assignment

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SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing

Step 2: Inserting and Deleting Cells (35 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

What is a cell in excel worksheet?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Cell is Intersection between row and column

Inserting a cell

When working in an Excel worksheet, you may need to insert or delete cells without
inserting or deleting entire rows or columns.
To Insert Cells
Select the location where the new cell(s) should be inserted. It can be a single cell or a
range of cells.
Right-click and choose Insert.
Note: You could also choose Insert Cell on the menu bar.

Figure 1: Inserting A Cell

Source: Goodwill Community Foundation 2002

The Insert dialog box opens. Select either:

Shift cells right to shift cells in the same row to the right.
Shift cells down to shift selected cells and all cells in the column below it downward.

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 Figure 2: Inserting Dialog Box

Source: Goodwill Community Foundation 2002

Choose an option and click the OK button.

Your result displays in the spreadsheet.
Figure 3: Inserted Figure

Source: Goodwill Community Foundation 2002

Deleting a cell
To Physically Delete the Cell from the Spreadsheet
Right-click and choose Delete.

Figure 4:Deletind Cell

Source:
Goodwill Community Foundation 2002

The Delete dialog box opens. Select either:

Shift cells left to shift cells in the same row to the left.
Shift cells up to shift selected cells and all cells in the column above it upward.

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 Figure 5: Shifting Cell

Source: Goodwill Community Foundation 2002

Choose an option and click the OK button.

Your result displays in your spreadsheet.

Merging cells

In Excel, you have another alignment option available to you: merge and centre. This is
performed when you want to select one or more cells and merge them into a larger cell. The
contents will be centered across the new merged cell.
The picture below shows why we might want to merge two cells. The spreadsheet presents
Last Month and This Month Sales and Expenses for Sally. Notice that Sally's name appears
above the Last Month column. To evenly centre Sally's name across the two cells we would
perform a merge and centre.

Figure 6: Merging Cell

Source: Goodwill Community Foundation 2002

To Merge Two Cells into One

Select the cells that you want to merge. It can be cells in a column, row or both
columns and rows.
Click the Merge and Center button on the standard toolbar.

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 Figure 7:Marging Cell More Than Two

The two cells are now merged into one.

Source: Goodwill Community Foundation 2002

Step 3: Manage Text and Cell Alignments (35 minutes)

Using the Standard Toolbar to Align Text and Numbers in Cells

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

Source: Goodwill Community Foundation 2002

You do not have to leave the defaults. T

ext and numbers can be defined as left-aligned, right-aligned or centered in Excel 2003. The
picture below shows the difference between these alignment types when applied to labels.

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Text and numbers may be aligned using the left-align, center and right-align buttons of the
Formatting toolbar:

To Align Text or Numbers in a Cell

Select a cell or range of cells
Click on the Left-Align, Center or Right-Align buttons in the standard toolbar.
The text or numbers in the cell(s) take on the selected alignment treatment.

Changing Horizontal Cell Alignment

We've previously seen how to align text or numbers using the left-align, center and right-
align buttons in the standard toolbar. You can also define alignment in the Alignment tab of
the Format Cells dialog box.

Figure 9: Horizonatal Alignment

Source: Goodwill Community Foundation 2002

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

To Change Horizontal Alignment using the Format Cells Dialog Box

Select a cell or range of cells.
Choose Format Cells from the menu bar.

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 Figure 10: Format-Cell Option

Source: Goodwill Community Foundation 2002

(You could also right-click and choose Format Cells from the shortcut menu.)
The Format Cells dialog box opens.
Click the Alignment tab.

Figure 11:Alignment Text Option

Source: Goodwill Community Foundation 2002

Click the Horizontal drop-down menu and select a horizontal alignment treatment.
Click OK to apply the horizontal alignment to the selected cell(s).

Changing Vertical Cell Alignment

You can also define vertical alignment in a cell, similar to how it is done for horizontal
alignment. In Vertical alignment, information in a cell can be located at the top of the cell,
middle of the cell or bottom of the cell. The default is bottom.

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Figure 12: Vertical Alignment view

Source: Goodwill Community Foundation 2002

To Change Vertical Alignment using the Format Cells Dialog Box:

Select a cell or range of cells.
Choose Format Cells from the menu bar
(You could also right-click and choose Format Cells from the shortcut menu.)
The Format Cells dialog box opens.
Click the Alignment tab.
Click the Vertical drop-down menu and select a vertical alignment treatment.
Click OK to apply the vertical alignment to the selected cell(s).

Changing Text Control

Text Control allows you to control the way Excel 2003 presents information in a cell. There
are three types of Text control: Wrapped Text, Shrink-to-Fit and Merge Cells.

Figure 14: Text Control

Source: Goodwill Community Foundation 2002

The Wrapped Text wraps the contents of a cell across several lines if it's too large than the
column width. It increases the height of the cell as well.
Shrink-to-Fit shrinks the text so it fits into the cell; the more text in the cell the smaller it
will appear in the cell.
Merge Cells can also be applied by using the Merge and Center button on the standard
toolbar.
To Change Text Control using the Format Cells Dialog Box
Select a cell or range of cells.
Choose Format Cells from the menu bar.
The Format Cells dialog box opens.
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Click the Alignment tab.
Click on either the Wrapped Text, Shrink-to-Fit or Merge Cells check boxes-or any
combination of them-as needed.
Click the OK button.

Changing Text Orientation

The fourth type of cell alignment in the Format Cells dialog box is Text Orientation, which
allows text to be oriented 90 degrees in either direction up or down.

Figure 15: Changing Text Orientation

Source: Goodwill Community Foundation 2002

To Change Text Orientation using the Format Cells Dialog Box

Select a cell or cell range to be subject to text control alignment.
Choose Format Cells from the menu bar.
The Format Cells dialog box opens.
Click the Alignment tab.
Increase or decrease the number shown in the Degrees field or spin box.
Click the OK button.

Activities 3: Monthly Budget (Take-home assignment)

Refer students to Handout 17:1 Monthly Budget
Center the text horizontally in Column A and Row 2.
Apply a distributed vertical text alignment to Row 2.
Save your document.
Use the text control and text orientation features so that you are familiar with them.
Close the document without saving any of the formatting from the text control and
text orientation features.

Step 4: Applying Font, Colour and Borders to Cells (35 minutes)

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Change font type, size and colour

In Excel a font consists of three elements: Typeface or the style of the letter; Size of the
letter; and Color of the letter. The default font in a spreadsheet is Arial 10 points, but the
typeface and size can be changed easily.
Selecting a Font Typeface
The amount of typefaces available for use varies depending on the software installed on your
computer.

Figure 19: Box for Different Font

Source: Goodwill Community Foundation 2002

To Apply a Typeface to Information in a Cell

Select a cell or range of cells.
Click on the down arrow to the right of the Font Name list box on the Formatting toolbar.

Figure 20

Figure 20: A Drop-Down List Of Available Fonts Appears.

Source: Goodwill Community Foundation 2002

Click on the Typeface of your choice.

The selection list closes and the new font is applied to the selected cells.

Change font type, size and colour (continued)

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To Apply a Font Size to Information in a Cell
The "Font Size" list varies from typeface to typeface. The Arial font sizes, for example, are 8,
9, 10, 11, 12, 14, 16, 18, 20, 22, 24, 26, 28, 36, 48, and 72.

Figure 21: Example of Different Font Size

Source: Goodwill Community Foundation 2002

Select a cell or range of cells.

Click on the down arrow to the right of the font size list box on the Formatting toolbar.

Figure 22: A Drop Down List of Available Font Sizes Appears.

Source: Goodwill Community Foundation 2002

Click on the Font Size of your choice.

The selection list closes and the new font size is applied to the selected cells.

Change font type, size and colour (continued)

To Apply Colour to Information in Cells

Select a cell or range of cells.
Click on the down arrow to the right of the font Color list box.

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Figure 23: A drop-down list of available Colors appears.

Source: Goodwill Community Foundation 2002

Click on the Color of your choice.

The selection list closes and the new font Color is applied to the selected cells.

Underline, italics and bold

In addition to the typeface, size and Color, you can also apply Bold, italics, and/or underline
font style attributes to any text or numbers in cells.
To Select a Font Style
Select a cell or range of cells.
Click on any of the following options on the Formatting toolbar.

Bold button (Ctrl + B).

Italics button (Ctrl + I).
Underline button (Ctrl + U).
The attribute(s) selected (bold, italics, or underline) are applied to the font.

The Bold, Italics, and Underline buttons on the Formatting toolbar are like toggle switches.
Click once to turn it on, click again to turn it off.

Design and apply styles

Styles can save a lot of time when formatting a spreadsheet. A Style is a unique collection of
font attributes (Number, Alignment, Font, Border, Patterns and Protection). Many different
styles can be created in a spreadsheet, each with different attributes and names. When applied
to a cell, information in it resembles the attributes defined for that style.
To Apply a style
Select the cell or range of cells.
Choose Format Style from the menu bar.

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 Figure 24: Formatting Style Box

Source: Goodwill Community Foundation 2002

Figure 25: Select A Style From The Style Name Drop-Down List.

Source: Goodwill Community Foundation 2002

You can change the style attributes (Number, Alignment, Font, Border, Patterns and
Protection) for any Style Name.
You can create new styles by clicking on the Add button in the Style dialog box.

Adding a border to cells

Borders can be applied to cells in your worksheet in order to emphasize important data or
assign names to columns or rows.
To Add a Border to a Cell or Cell Range
Select a cell or range of cells.
Click on the down arrow next to the Borders button.
The Border drop-down appears.

Choose a borderline style from the Border drop-down menu.

The selected cells display the chosen border.

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Adding Colour to Cells

Colors can be applied to cells in your worksheet in order to emphasize important data or
assign names to columns or rows.
To Add Colour to a Cell
Select a cell or range of cells.
Click the down arrow next to the Fill Color button. A Fill Color drop-down menu displays.

Figure 26: Figure 27: Choose a Fill Color From The Fill Color Drop-Down Menu.

Source: Goodwill Community Foundation 2002

Step 5: Create Simple Formulas (50 minutes)

Activity: Buzzing (5 minutes)

ASK students to pair up and buzz on the following question for 2 minutes

What are formulas?

ALLOW few pairs to respond and let other pairs to add on points not mentioned

WRITE their response on the flip chart/board

CLARIFY and SUMMARIZE by using the content below

Formulas

In school, you learned formulas used to calculate math problems. Microsoft Excel uses these
same formulas to perform calculations in a spreadsheet.
A formula can be a combination of values (numbers or cell references) and math operators (+,
-, /, *, =) into an algebraic expression. Excel requires every formula to begin with an equal
sign (=).
The following table illustrates the mathematical operators learned in school and those
represented in Excel.

School Excel
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 Addition + +
Subtraction - -
Multiplication X *
Division / /
Equals = =

The result of a formula-the answer to 2+3, for example-displays in the cell on the Excel
worksheet. The formula is visible only in the formula bar. A formula's result will change as
different numbers are entered into the cells included in the formula's definition.

Creating a Simple Addition Formula

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

Figure 1: Exaple of Simple Mathematics

Source: Goodwill Community Foundation 2002

To Create a Simple Formula that Adds Two Numbers

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

Creating a Simple Addition Formula (continued)

But what if a column contains many numbers, each of which regularly changes? You don't
want to write a new formula each time a number is changed. Luckily, Excel 2003 lets you
include cell references in formulas.
A formula can add the value of two cells-B2 and B3, for example. Type any two values in
these two cells and the formula will adjust the answer accordingly.

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 Using this method to calculate two numbers-128 and 345, for example-requires that you type
128 in cell B2, for example, and 345 in cell B3. The Excel formula, =B2+B3, would then be
defined in cell B4.
Figure 2: Show Formula and Total

Source: Goodwill Community Foundation 2002

To Create a Simple Formula that Adds the Contents of Two Cells:

Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2
and 345 in cell B3).
Click the cell where the answer will appear (B4, for example).
Type the equal sign (=) to let Excel know a formula is being defined.
Type the cell number that contains the first number to be added (B2, for example).
Type the addition sign (+) to let Excel know that an add operation is to be performed.
Type the cell number that contains the first number to be added (B3, for example).
Press Enter or click the Enter button on the Formula bar to complete the formula.

Creating a Simple Subtraction Formula Using the Point-and-Click Method

Formulas can be created by using either numbers or cell references in the definition. You can
also use the mouse to select the cells to be used in the formula instead of typing the cell
number or cell reference. Using this method, we are going to write a simple formula that
subtracts one cell from another: =B3-B2.

Figure 3: Subtraction Formula

Source: Goodwill Community Foundation 2002

To Create a Simple Formula using the Point and Click Method

Type the numbers you want to calculate in separate cells (for example, type 128 in
cell B2 and 345 in cell B3).
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 Click the cell where the answer will appear (B4, for example).
Type the equal sign (=) to let Excel know a formula is being defined.
Click on the first cell to be included in the formula (B3, for example).
Type the subtraction sign (-) to let Excel know that a subtraction operation is to be
performed.
Click on the next cell in the formula (B2, for example).
If you include multiple cells in the formula, repeat steps 4 and 5 until the entire
formula is entered.
Press Enter or click the Enter button on the Formula bar to complete the formula.

Creating Simple Multiplication Formulas

Creating multiplication formulas is very similar to addition and subtraction formulas. To
multiply two cells the formula, B2 and B3, you would need to insert a multiplication
operator * between them, =B2*B3.

Figure 3: Multiplication Formula

Source: Goodwill Community Foundation 2002

To Create a Simple Formula that Multiplies the Contents of Two Cells

Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2
and 345 in cell B3).
Click the cell where the answer will appear (B4, for example).
Type =
Click on the first cell to be included in the formula (B2, for example).
Type a mathematical operator (Ex: the multiplication symbol *). The operator displays in
the cell and Formula bar.
Click on the next cell in the formula (B3, for example).
If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is
entered.
Press Enter or click the Enter button on the Formula bar to complete the formula.

Creating Simple Division Formulas

Creating division formulas is very similar to the addition, subtraction and multiplication
formulas. To divide the contents of cell B2 by cell B3, you would need to insert a division
operator / between them, =B2/B3.

Figure 4: Divides Formula

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 Source: Goodwill Community Foundation 2002

To Create a Simple Formula that Divides One Cell by Another

Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2
and 345 in cell B3).
Click the cell where the answer will appear (B4, for example).
Type the equal sign (=) to let Excel know a formula is being defined.
Click on the first cell to be included in the formula (B2, for example).
Type a mathematical operator (Ex: the division symbol /). The operator displays in the cell
and Formula bar.
Click on the next cell in the formula (B3, for example).
If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is
entered.
Very Important: Press Enter or click the Enter button on the Formula bar. This step ends
the formula.

Filling Formulas to Other Cells

Sometimes, you will write a formula that gets used a lot in different places of a worksheet.
For example, a spreadsheet may contain several columns of numbers. Each column will
contain a formula that adds all the numbers in it. You could write the formula several times,
once in each column. Or you could copy-and-paste it into each column. The fill formula
method allows you to copy a formula and fill it into many different consecutive cells at the
same time.
The mouse pointer changes to a black crosshair when passed over the fill handle, or the
square box in the lower right corner of the cell.

Figure 6: Filling Formulas to Other Cell

Source: Goodwill Community Foundation 2002

To Use the Fill Handle to Copy a Formula to a Surrounding Cell

Click on the cell that contains the formula to be copied.

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 Position the mouse pointer over the fill handle.
Click and hold the left mouse button, and then drag the contents to the cell that's to receive
the fill formula.
Release the mouse button.
Select the Copy Cells option in the fill formula drop-down menu.

Figure 7: Fill Handle to Copy a Formula

Source: Goodwill Community Foundation

The cell references in a formula are automatically updated when the formula is copied to
other cells in the spreadsheet.
You can also use copy and paste to copy a formula to other cells. Click next to learn more
about the copy and paste method.

Copy and Paste Formulas

The process to copy and paste a formula is identical to that process used to copy and paste
text.
To Copy and Paste a Formula
Select the cell that contains the formula to be copied.
Click the Copy button. Marching "ants" appear around the copied cell(s).

Figure 8: Marching ants appear

Source: Goodwill Community Foundation 2002

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 Select the cell where the copied formula is to be pasted.
Press the Enter key. The formula is copied to the new location.

Revising Formulas

You can revise any formula that was previously written in a worksheet.
To Revise a Formula using the Keyboard
Double-click the cell that contains the formula you want to revise.
The cursor can now move left and right between the values in the formula in cell B5.

Figure 9: To Replace Cell

Source: Goodwill Community Foundation 2002

Make the necessary changes to the formula.

Press the Enter key or click the Enter button to accept the new formula.

Finding the Sum of a Range of Data

The AutoSum function allows you to create a formula that includes a cell range-many cells
in a column, for example, or many cells in a row.

Figure 13: AutoSum function

Source: Goodwill Community Foundation 2002

To Calculate the AutoSum of a Range of Data

Type the numbers to be included in the formula in separate cells of column B (Ex: type 128
in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell B5 and 187 cell B6).
Click on the first cell (B2) to be included in the formula.

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 Using the point-click-drag method, drag the mouse to define a cell range from cell B2
through cell B6.
On the Standard toolbar, click the Sum button.
The sum of the numbers is added to cell B7, or the cell immediately beneath the defined
range of numbers.

Figure 14: formula, =SUM (B2:B6), has been defined to cell B7.

Source: Goodwill Community Foundation 200

Finding the Average of a Range of Numbers

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

Figure 15: Average Function from the Drop-Down

Source: Goodwill Community Foundation 2002

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Figure 16: Notice the Formula, =AVERAGE (B2:B6), Has Been Defined To Cell B7.

Source: Goodwill Community Foundation 2002

Accessing Excel Functions

To Access Other Functions in Excel

Using the point-click-drag method, select a cell range to be included in the formula.
On the Standard toolbar, click on the drop-down part of the AutoSum button.
If you don't see the function you want to use (Sum, Average, Count, Max, and Min), display
additional functions by selecting More Functions.
The Insert Function dialog box opens.
There are three ways to locate a function in the Insert Function dialog box

Figure 17: Accessing Excel Functions

Source: Goodwill Community Foundation 2002

You can type a question in the Search for a function box and click GO, or
You can scroll through the alphabetical list of functions in the Select a function field, or
You can select a function category in the Select a category drop-down list and review the
corresponding function names in the Select a function field.

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 Figure 18: Search for a Function Box

Source: Goodwill Community Foundation 2002

Select the function you want to use and then click the OK button.

Step 6: Key Points (5 minutes)

When working in an Excel worksheet, you may need to insert or delete cells without
inserting or deleting entire rows or columns.
A formula can be a combination of values (numbers or cell references) and math operators (+,
-, /, *, =) into an algebraic expression. Excel requires every formula to begin with an equal
sign (=).
Text and numbers can be defined as left-aligned, right-aligned or centered in Excel.

Step 7: Evaluation (5 minutes)

Which steps are followed in inserting and deleting cells?
How can a text be aligned to 45 degrees?
When is the equal sign (=) used?

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Step 8: Assignment (10 minutes)

Activity: Take home Assignment (10 minutes)

DIVIDE students in groups or individual.

ASK the students to work on the following assignment

Insert a blank row above the current Row 1, which contains the months of the year.
Type My Budget in A1
Use the merge and centre function to centre My Budget over Columns A through
N
Save and close the document

ALLOCATE time for students to do the assignment and submit

REFER students to recommended references

Handout 17.1: Monthly Budget

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Reference
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000 Application (2nd ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit
Press The Basics of the Word Window. Retrieved from
www.gcflearnfree.org/computer/

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 Handout 17.1: Monthly Budget

Handout 17.2: Monthly Budget

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Session 18: Demonstration of Charts and Printing
Management of Excel Document
Total Session Time: 60 minutes + 120 minutes of practical

Prerequisites
None

Learning Tasks
By the end of this session, students are expected to be able to:
Describe Procedures of Creating a Chart
Explain How to Move, Resize, and Delete Charts
Explain How to Edit Charts
Explain on How to Format a Chart
Describe Page Setup
Describe Procedure of Printing Excel Sheet

Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer and LCD

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 5 minutes Presentation
Task
Brainstorming
2 20 minutes Presentation, Creating Chart
Exercise
Presentation,
3 20 minutes Moving, Resizing, and Deleting Charts
Exercise
Presentation,
4 30 minutes Editing Charts
Exercise
Presentation,
5 30 minutes Formatting Chart
Exercise
Brainstorming
6 30 minutes Presentation, Page Setup
Exercise
Presentation,
7 30 minutes Printing Excel Document
Exercise
8 10 minutes Presentation Key Points
9 5 minutes Presentation Evaluation

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SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 Minutes)

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing.

Step 2: Creating Charts (20 Minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

What is a chart?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Understanding the Different Chart Types

Excel allows you to create many different kinds of charts.

Area Chart
An area chart emphasizes the trend of each value over time. An area chart also shows the
relationship of parts to a whole.

Column Chart
A column chart uses vertical bars or columns to display values over different categories.
They are excellent at showing variations in value over time.

Bar Chart
A bar chart is similar to a column chart except these use horizontal instead of vertical bars.
Like the column chart, the bar chart shows variations in value over time.

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Line Chart
A line chart shows trends and variations in data over time. A line chart displays a series of
points that are connected over time.

Pie Chart
A pie chart displays the contribution of each value to the total. Pie charts are a very effective
way to display information when you want to represent different parts of the whole, or the
percentages of a total.

Other Charts
Other charts that can be created in Excel 2003 include: Doughnut; Stock XY (scatter);
Bubble; Radar; Surface; or Cone, Cylinder, and Pyramid charts.

Identifying the Parts of a Chart

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

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 Figure 1: Parts of a Chart

Source: Goodwill Community Foundation 2002

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

Creating a Chart Using the Chart Toolbar

Charts can be created in a number of ways in Excel 2003. The quickest way to create and edit
your charts is to use the Chart Toolbar.
To Show the Chart Toolbar
Choose View Toolbars Chart on the menu bar.

Figure 2: Using the Chart Toolbar

Source: Goodwill Community Foundation 2002

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Parts of the Chart Toolbar

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

Creating an Embedded Chart

Charts can be created in either of two ways in Excel 2003: Embedded Charts and a Chart
Sheet. Excel creates an embedded chart by default. An embedded chart is placed on the
same worksheet as the source data used to create it.
To Embed a Chart in a Worksheet
Choose View Toolbars Chart on the menu bar.
Select the range of cells that you want to chart. Your source data should include at
least three categories or numbers.

Figure 3: Selected Data for Embedding Chart

Source: Goodwill Community Foundation 2002

Click the chart type pull down on the chart toolbar and select the chart that you would
like to use.

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 Figure 4: Use Chart Bar To Select Different Type Of Chart

Source: Goodwill Community Foundation 2002

Open the chart options dialog box: Chart Options to add a title to your chart.

Figure Chart Option

Source: Goodwill Community Foundation 2002

Figure 4: Select the Titles tab and type the title of the chart in the Chart Title text box.

Source: Goodwill Community Foundation 2002

Different charts work best with different data. A pie chart, for example, can only display one
data series at a time.
Excel includes a 4-step Chart Wizard that you can use to guide you through the steps for
creating a chart. Highlight the cell range you want to chart, choose Insert Chart on the
menu bar and follow the instructions in the wizard.

Step 3: Moving, Resizing, and Deleting Charts (20 minutes)

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Moving a chart

An embedded chart can be moved anywhere on a worksheet. The easiest way to move a chart
is to drag it around the worksheet.

To Move a Chart
Click anywhere on the white space in the chart and use the cursor to drag the chart anywhere
on the worksheet.

Figure 8: How to Move Graph into Worksheet

Source: Goodwill Community Foundation 2002

Release the mouse button to place the graph in its new location

Resizing a Chart

Charts can be resized-made larger or smaller-to fit on a worksheet. Chart Titles are sized in
proportion to how large or small you make the chart. And within the Chart Area, the Legend
and/or Plot Area can be made larger or smaller. Chart Titles can be moved but not resized.

To Resize a Chart
Click anywhere on the white space of the chart area, plot area or legend you want to move
or resize.

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 Figure 9: Completed Chart

Source: Goodwill Community Foundation 2002

Point the mouse to one of the Grab Handles or Resize Cursor-the pointer changes to a double-
headed arrow-to resize the chart.

Figure 10: How to Resize Chart

Source: Goodwill Community Foundation 2002

Use the mouse to drag the sizing handle until the chart is resized to the desired size.

Deleting a Chart

Any embedded chart or chart sheet can be deleted from a worksheet. A chart sheet is deleted
in the same manner a worksheet is deleted. This section discusses how to delete an embedded
chart.

To Delete a Chart
Click anywhere on the white space of the chart area to select the chart.
Press the Delete key on your keyboard.
If you have difficulty deleting a chart, click anywhere outside of the chart and then select the
chart again.

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Step 4: Editing Charts (30 minutes)

Changing Chart Data

When you add a chart to your worksheet, Excel creates a link between the chart and your
source data. Any changes made to the original source data are automatically reflected in the
chart.

Figure 11: Changing chart Data

Source: Goodwill Community Foundation 2002

To Change Chart Values Directly in Worksheet Cells

Open the worksheet that contains the chart to be changed.
Click in the cell whose value will change and type the new value.
Press Enter to accept the new value.

Changing Chart Data (continued)

To Add Data to an Existing Chart

Rows or columns of data can be added to an existing chart by selecting the Add Data option
on the Chart Menu.
Input any new Source Data into the worksheet (e.g., a new column called South America).

Figure 12: Changing Chart with Additional Column E

Source: Goodwill Community Foundation 2002

Click on the chart to select it for editing.
Choose Chart Add Data from the menu bar.

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 Figure 13: Data additional

Source: Goodwill Community Foundation 2002

The Add Data dialog box appears.

Select the cell range of new data to be added to the chart. Marching ants appear around the
cell range. The selected cells are added to the Add Data dialog box.
Click the OK button to add the new data to the chart.

Figure 14: Add Data Dialog Box

Source: Goodwill Community Foundation 2002

Changing the Chart Title

The Chart Title can be changed at any time to a name that's meaningful to you.
To Change the Chart Title on the Chart
Click on the Chart Title.

Figure 15: How to Change Chart Title

Source: Goodwill Community Foundation 2002

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Click anywhere in the title name and make any changes to the text.

Figure 16: Finished Chart

Source: Goodwill Community Foundation 2002

Click anywhere outside of the title to apply your changes.

Changing the Data Series Names or Legend Text

Data Series Names and Legend Text are changed in much the same manner as when you
changed Chart Values in the worksheet.

To Change the Data Series Names or Legend Text on the Worksheet

Click the cell that contains the Data Series name or Legend that you want to change.

Figure 17: Data Series and Legend Text

Source: Goodwill Community Foundation 2002

Type the new name.

Press the Enter key to add the new name to the chart.

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 Changing the Chart Type

There are 14 different types of charts in Excel 2003, and, with each chart type, there can be
several variations. You can see that you can create any number of different charts. The Chart
Type can be changed at any time with a couple of clicks of the mouse.

To Select a Different Chart Type

Click on the chart to select it for editing.
Click on the Chart Type dropdown list box and select a different chart.

Figure 18: Different Type of Chart

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

Source:
Goodwill Community Foundation 2002

Step 5: Formatting Charts (30 minutes)

Formatting the Chart Title

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

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 Figure 20: Formatting Chart Title

Source: Goodwill Community Foundation 2002

Click the Format Button on the Chart Toolbar (or double click the Chart Title).

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

Figure 21:Chart Font

Source: Goodwill Community Foundation 2002

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 Formatting the Chart Legend

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

To Format the Chart Legend

Press the show/hide legend button on the Chart Toolbar to turn on the Legend
display. (This button acts like a toggle by turning the display on or off.)

Figure 22: Formatting Chart Legend

Source: Goodwill Community Foundation 2002

Click to select the Chart Legend.

Click the Format Button on the Chart Toolbar (or double click the chart legend).

The Format Legend

dialog box contains
three different tabs-Patterns, Font and Alignment-that can be used to format the Chart
Title.
The Patterns tab lets you define borders and fill colours.
The Font tab lets you define Font, Font Style, Size and Colour.
The Placement tab lets you define the location where the Legend will appear on the
chart.
Click the OK button to accept the Chart Legend format changes.

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 Figure 23: Format Legend Placement Option

Source: Goodwill Community Foundation 2002

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

Formatting the Axis Labels

We've previously made reference to a Y-axis and an X-axis in Excel. In Excel, a graph
represents a data in two dimensions. The number of items sold in January is data on two
dimensions: number of items and month. The number of items might be plotted on one axis,
Y-axis, while the month may be plotted on the X-axis. The Y-axis runs up-and-down on the
graph. The X-axis runs left-to-right.
When formatting the Axis labels in your chart, you can adjust the numbers on the Scale of the
chart as well as change font, colour, and style.

To Format an Axis
Click anywhere in the Axis label that you want to edit:

Figure 24:X-Axis And Y-Axis Found in Chart

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 Source: Goodwill Community Foundation 2002

Click the Format Button on the Chart Toolbar (or double click the chart axis).

The Format Axis dialog box contains five different tabs-Patterns, Font and
Alignment-that can be used to format the Chart Title.
The Patterns tab lets you define borders and tick marks.
The Scale tab lets you define numeric intervals on the Value (Y) Axis scale.
The Font tab lets you define Font, Font Style, Size and Colour.
The Number tab lets you define the format of numbers displayed in the Axis.
The Alignment tabs let you define text orientation.
Click the OK button to accept the Axis format changes.

Figure 25: Format Axis Number

Source: Goodwill Community Foundation 2002

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You can also use the angle axis buttons on the chart toolbar to change the angle of the value
and category axis.

Changing the Data Series Colour

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

Figure 26: Color To Selected Data Sharing

Source: Goodwill Community Foundation 2002

Click the Format Button on the Chart Toolbar (or double click the data series).

Format Data Series Dialog Box to Pick a New Colour.

Figure 27: Use the

Source: Goodwill Community Foundation 2002

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 Click the OK button to accept the Data Series colour changes.

Step 6: Page Setup Options (30 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

What is the difference between hard copy and soft copy?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Setting Page Margins

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

Figure 1: Page Setup Optional Figure 2: Page Setup Dialog Box

source: Goodwill community foundation 2002

Select the Margins tab.

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 Use the spin box controls to define the settings for each page margin-Top, Bottom,
Left, Right, Header and Footer.
Click the OK button to change the margin settings.

Changing the Page Orientation and Paper Size

The Page tab of the Page Setup dialog box lets you change page orientation (portrait or
landscape) or paper size (e.g., letter size or legal size). The default paper size in Excel 2003
is 8.5 X 11 inches, with a portrait orientation (prints up and down on the long side of the
page). A landscape orientation, on the other hand, prints up and down on the short side of the
page.

Select the correct worksheet.

Choose File Page Setup from the menu bar.
Click on the Page tab.

Figure 3: Changing Page Orientation Dialog Box

Source: Goodwill Community Foundation 2002

Choose an Orientation (Portrait or Landscape) for the worksheet.

Select a Paper Size from the list of available paper size options that appear in the list
box.
Click on the paper size.
Click the OK button to accept the page settings.
The Page tab of the Page Setup dialog box lets you shrink the spreadsheet data so it
fits on a specified number of pages when you print. Click the Fit to: option button
and enter the desired number of pages wide and pages tall.

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The Page tab of the Page Setup dialog box lets define the resolution of the print job. Print
Quality is measured in dpi, or dots per inch. High dpi provides a better print quality.
Print Area: By default, Excel prints from the A1 to the last occupied cell in a worksheet. You
can specify a different range of cells to print
Print Titles: Prints column and row labels on each page of the printout. Specify these rows
or columns in the Rows to Repeat at Top and Columns to Repeat at Left textboxes
Print – Gridlines: Determines whether gridlines are printed. However, turning off gridlines
does not affect their appearance in Normal View
Print - Black and White: If you used colours in your worksheet but don't want to waste the
ink in your colour printer, use black and white
Print - Draft Quality: Choose draft quality to print the worksheet without gridlines or
graphics
Print - Row and Column Headings: Click this option to include row numbers and columns
letters in your printed document
Page Order: Determines the order in which worksheets are printed.

Step 7: Printing Document (30 Minutes)

In Excel you can print an entire workbook, a worksheet, a cell range or a cell. Excel defaults
to printing the entire worksheet. But if you want to print only a certain area of a spreadsheet
then you can define a print area.

To Specify a Print Area

Choose View Page Break Preview from the menu bar.

A reduced image of the chart is displayed on the screen.

Click on one of four blue-colored borders and drag to highlight and select the area to
print.

Figure 6: Represent Selected Area For Printing

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 Source: Goodwill Community Foundation 2002
Choose File Print Area Set Print Area on the menu bar.

Figure 7:Print Area Setup Options

Source: Goodwill Community Foundation 2002

Only that area you defined in the print range will print when the worksheet is submitted to the
printer for printing.

Preview a page before printing

Excel 2003 provides a Print Preview capability that shows a smaller picture of the printed
page directly on the computer screen. Print Preview is a good way for you to review the
formatting and make sure the columns, rows and margins appear exactly where you want
them.

To Print Preview
Choose File Print Preview on the menu bar, or
Click the Print Preview button on the standard toolbar.
In Print Preview window, the document is sized so the entire page is visible on the screen.
Simply check the spreadsheet for overall formatting and layout.

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 Figure 8: Print Preview Box

Source: Goodwill Community Foundation 2002

The Zoom button in Print Preview will enlarge the data so it can be read.

Inserting and Removing a Page Break

There are two different kinds of page breaks in Excel: soft page breaks and hard page breaks.
A soft page break is automatically inserted into a spreadsheet when there is too much data to
fit on one page. A hard page break is one that you can insert into a spreadsheet, wherever you
want it to appear.

To Insert a Page Break

Move the cursor to the row where a page break needs to be inserted. This row will be
the first row on the new page.
Choose Insert Page Break from the menu bar.

Figure 9: Insert Page Break Dialog Box

Source: Goodwill Community Foundation 2002

A page break, indicated by a dashed line, is inserted into the worksheet. \

To Delete a Page Break
ve the cursor to the row where a page break appears
Choose Insert Remove Page Break from the menu bar.

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 Figure 10: Removing Page Break

Source: Goodwill Community Foundation 2002

e page break (represented by a dashed line) is removed from the page.

Printing a Worksheet or Workbook

Printing in Excel is much like printing in other Office applications like Microsoft Word. As
previously mentioned, Excel defaults to printing the entire worksheet.
nt a Worksheet
Choose File Print from the menu bar.

Figure 11: The Print Dialog Box Opens.

Source: Goodwill Community Foundation 2002

Specify the Printer Name where the spreadsheet will print. If you only have one
printer in your home or office, Excel will default to that printer.
In Print Range, choose whether to print All or a certain range of pages (Pages From
n to y, where n and y are the beginning and ending page numbers.
In print what; choose whether to print a Selection, the Active sheet or the Entire
Workbook (all worksheets in the workbook). Excel defaults to the Active Sheet.
Choose the Number of Copies to print by clicking on the up or down arrows.
Click the OK button to print the worksheet.
Don't print your Excel spreadsheet without checking spelling first! Excel includes two tools
to help correct spelling errors: AutoCorrect and Spelling.

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Step 8: Key Points (10 minutes)
Charts are a visual representation of data in a worksheet. Charts make it easy to see
comparisons, patterns, and trends in the data.
Charts that can be created in Excel include: Area charts, Column charts, Bar charts, Line
charts, Pie charts, and others (Doughnut; Stock XY (scatter); Bubble; Radar; Surface; or
Cone, Cylinder, and Pyramid charts).
Excel provides a Print Preview capability that shows a smaller picture of the printed page
directly on the computer screen. Print Preview is a good way for you to review the formatting
and make sure the columns, rows and margins appear exactly where you want them.
The Chart Title can be formatted to change colour, pattern, typeface, size and alignment
using the Format Chart Title dialog box.

Step 9: Evaluation (5 minutes)

How can a chart be created?
Which steps are involved in moving, resizing, and deleting charts?
How can we change a page orientation?

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Reference
Bott, E. & Siechert, C.(2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000 Application (2nd ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit
Press The Basics of the Word Window. Retrieved from
www.gcflearnfree.org/computer/

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Session 19: Computer Safety: Virus, Data Storage And
Protection
Total Session Time: 120 minutes

Prerequisites
None

Learning Tasks
By the end of this session, students are expected to be able to:
Explain How to Create Folders and Files for Data Storage
Explain How to Keep Computer Running at Peak Performance
Explain on How to Remove Spyware / Adware or Virus

Resources Needed:
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer
LCD

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Brainstorming
2 30 minutes Presentation Creation of Folders and Files
Exercise
Presentation Keeping Computer Running at Peak
3 30 minutes
Exercise Performance
4 40 minutes Presentation Removal of Spyware/Adware or Virus
Small group
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 discussion
5 10minutes Presentation Key Points
6 5 minutes Presentation Evaluation

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SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 Minutes)

READ or ASK student to read the learning objectives and clarify.

ASK students if they have any questions before continuing

Step 2: Create Folders and Files for Data Storage (30 minutes)
Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

What is computer folder?

What is a computer file?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

A folder is a virtual location where programs, files, and other folders can be located.

File is a resource for storing information, which is available to a computer program and
is usually based on some kind of durable storage.
A file is "durable" in the sense that it remains available for other programs to use after the
program that created it has finished executing.
Computer files can be considered as the modern counterpart of paper documents which
traditionally are kept in office and library files, and this is the source of the term.

User Interface
You typically interact with the operating system through the graphical user interface.
Most provide a place, called desktop, which provides access to computer resources.
Operating systems have several features in common with application programs including
icons, pointer, windows, menus, dialog boxes, and help.

Icons: Graphic representations for a program or function

Pointer: Controller by a mouse and changes shape depending upon its current function. For
example, when shaped like an arrow, the pointer can be used to select items such as an icon.
Window: Rectangular area for displaying information and running programs.
Menus: Provide a list of options or request input.
Help: Provide online assistance for operating system functions and procedures.
File Storage
Most of operating systems store data and programs in a system of files and folders.

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Unlike the traditional filing cabinet, computer files and folders are stored on a secondary
storage device such as your hard disk.
Files are used to store data and programs.
Related files are stored into a folder, and for organizational purpose, a folder can contain
other folders.
For example, you might organize your electronic files in the ‘my documents folder’ on your
hard disk.

Figure 1: Windows Operating System

Icon Window File Desktop

Desktop Folder

Task bar
Source: print screen from Microsoft Window

How to create folder

A folder is a location where you can store your files. You can create any number of folders
and even store folders inside other folders (subfolders). Here’s how to create a new folder:

Go to the location (such as a folder or the desktop) where you want to create a new folder.
Right-click a blank area on the desktop or in the folder window, point to New, and then click
Folder.
Type a name for the new folder, and then press Enter.

The new folder will appear in the location you specified.

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 Step 3: Keeping Your Computer Running at Peak Performance (30
minutes)
With the amount of information available for download on the internet, it's easy to
quickly fill up your valuable hard drive space and turn your computer into a sluggish,
unresponsive monster.
Keeping your hard drive clean is essential to the high performance that the latest
computers can achieve.
Fortunately, it's a simple process; one that can easily be performed on a regular basis and,
with some organization, keeps your computer running like a well-oiled machine.
You can discover how much hard drive space is available on your computer by accessing
the DriveSpace program in your System Tools.
A pie graph will show you the amount of used and unused space for each of your drives.
Check this often to keep an idea of how much space you are using.

There are six simple steps to clearing up your hard drive:

Uninstall unused programs.
Many times a new program will come along that looks fun to have or play with, but after a
week or two you simply stop using it.

Clean out temporary files.

When your computer is not shut down properly, it will pass information from memory into
fragmented files.
Also, while you are running programs, your computer will write information that it does not
immediately need into temporary files.

Empty your internet cache.

As you surf the internet your computer stores web pages and images into a temporary internet
cache so that it can quickly recall and access information when you move back and forth
between pages.

Empty your mail programs of clutter.

It's easy to browse through your email and leave old messages there, promising yourself
you'll sort them out later.
One or two messages don't take up much space, but hundreds certainly do.

Empty your recycle bin.

Once you've emptied your drive of cluttering, unnecessary programs; empty your recycle bin
to remove what has been placed there in the process.

Scandisk and Defrag.

When Windows installs programs, it will put the files it needs anywhere that it finds free
space, and not directly after the last program installed.

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 As a result, your hard drive has patches of empty space on it that are not big enough to fit a
full program, and will result in a drive space error if you attempt to install something new.

Tips for keeping your Computer Running Smoothly

Never turn your computer off with the power switch until Windows has shut down.
This rule prevents permanent Hard Disk (HD) defects caused by the hard drive heads
contacting the surface of the drive disc and can also result in lost data or Windows files.
The one exception to this rule is when your computer locks up and HD is not running (HD
light is not blinking).
Recover from crashes by pressing the Ctrl + Alt + Delete keys at the same time. Press them
again to reboot your computer.

Use UPS (uninterruptable power supply) for your computer.

This will keep your computer from crashing during power outages, and will protect your
computer from low and high voltage occurrences.

Run Scandisk and Defragment at least once a month to keep your HD healthy and prevent
crashes.

Never unplug peripherals from the computer when it is powered up to avoid short out the
connector socket or the motherboard.

Do keep at least 300 MBs of your C: drive free for Windows to use.
If you use Windows XP or Vista then you should have 400-600 MBs of free space on your C:
drive.
Inadequate free space chokes Windows and it will start dumping data to your hard drive, or it
will just get really, slow.
Use the ADD/Delete tool in the Windows Control Panel to delete unneeded programs from
your drive.

Do not let a lot of programs load up when you start your computer.
They use valuable memory and Windows Resources (Windows internal workspace).
All programs in your Windows System Tray (in the lower left of your screen) are running on
your computer.
Close them if you don't need them or run them and configure them not to load when you boot
up.
Other programs running in the background can be found by pressing Ctrl + Alt + Delete at
the same time.

Do use a virus checker regularly.

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The best type of protection is continuous monitoring from a dedicated anti-virus program like
Norton Antivirus.

If you have a high speed Internet connection you need a firewall program.
A firewall program keeps those who want to hijack your computer from gaining access to
your system.
You really do not want someone else running your computer.

Keep track of the software disks you receive with your computer and new peripherals.
These disks contain valuable software drivers and programs for Windows and are needed
when Windows must be reloaded.
Keep these disks and your Windows software disks in a safe, dry, place -- you never know
when you will need them.

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Step 4: How to Remove Spyware / Adware or Viruses (40 minutes)
Spyware/Adware these are illegal programs which come onto your computer usually while
browsing the internet.
This software will mostly slow your computer down and also some times report your actions
and files to the programmer.
When a computer is infected with spyware/adware, it will become a little slower and you will
be getting a lot of pop-ups while browsing the internet.
These pop-ups can be ads or false computer warning.
In order to remove spyware/adware you require some special removal software.
One example of this software is ad-aware by Lavasoft which can be downloaded for free
from www.lavasoft.com.
Once you have downloaded and installed ad-aware you will see the following screen bellow.

Figure 1:Ad –Aware Software View

Source :lavasoft

Click on start to scan the computer for Adware. And select the default settings and click next.
Once the scan is complete, you can see as shown in the picture bellow that your computer has
9 New Critical objects.
Click next and select the objects you would like to remove (Usually just select all).

Activity: Small Group Discussion ( 15minutes)

DIVIDE students into small manageable groups

ASK students to discuss on the following question

How would you

Detect virus to your computer?

What to do if you discover a virus on your computer?
Remove install and uninstall antivirus
Define Antivirus?
Defragment computer

ALLOW few groups to present and the rest to add points not mentioned

CLARIFY and SUMMARIZE by using the contents below

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Figure 2: Show Completed Scanned Object

Source :lavasoft

Please note that it is important you update you ad-aware program and before scanning for
adware on you system. In order to update your ad definitions click on the globe on the top
right

Removing a virus
Virus is illegal program designed to corrupt your computers files and there for eventually
either slow or crash your system. With the help of virus removal software such as Norton,
AVG and MacAfee antivirus software you can mostly find and remove viruses from a
machine. AVG is free antivirus software.

It is important you make sure you update your antivirus software regularly to make sure your
virus software is aware of the latest virus threats and there for can protect your computer
from them.
In IFM we have been using Norton System works to protect our computers from viruses and
maintaining our computer.
Click Start 🡪 All Programs🡪Norton System Works 🡪 Norton System Works

Figure 3: Norton System dialog box

Source: Norton system works 2003

Click Norton Antivirus 🡪 Scan for Viruses 🡪 Scan drives

Figure 4:Scan for Virus

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 Source: Norton system works 2003

Select the drives you would like to scan and click scan.

Figure 5: Selected Drives for Scanning

Source: Norton system works 2003

Once you have scanned follow the instructions, provided. If you require more help you can
always use Norton help.
Step 5: Key Points (10 minutes)
With the amount of information available for download on the internet, it's easy to quickly
fill up your valuable hard drive space and turn your computer into a sluggish, unresponsive
monster.
When Windows installs programs, it will put the files it needs anywhere that it finds free
space, and not directly after the last program installed. As a result, your hard drive has
patches of empty space on it that are not big enough to fit a full program, and will result in a
drive space error if you attempt to install something new.
Virus is illegal program designed to corrupt your computers files and there for eventually
either slow or crash your system. With the help of virus removal software such as Norton,
AVG and MacAfee antivirus software you can mostly find and remove viruses from a
machine.

Step 6: Evaluation (5 minutes)

How can you create computer folder and file?
How can you maintain a computer?
How can you remove spyware/ adware from a computer?

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Reference
Bott, E. & Siechert, C.(2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000 Application (2nd ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

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Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit
Press The Basics of the Word Window. Retrieved from
www.gcflearnfree.org/computer/

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 Session 20: Internet, Web and Computer Communications
Total Session Time: 60 minutes + 120 minutes of Practical

Prerequisites
None

Learning Tasks
By the end of this session, students are expected to be able to:
Explain How the Internet and the Web Started
Explain the Difference Between the Internet and the Web
Uses of the Internet and the Web
Describe Some Ways to Access the Internet
Describe How to Access the Web Using Browser
Describe Internet Communications

Resources Needed
Flip charts, marker pens, and masking tape
Black/ white board and chalk/ whiteboard markers
Computer, LCD and Internet connectivity

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Brainstorming
2 10 minutes Introduction to Internet
Presentation
Presentation
Small Group
3 45 minutes Description of Ways to Access the Internet
Discussion
Exercise
4 30 minutes Presentation Difference Between Internet and Web
Brainstorming
5 30 minutes Presentation Uses of the Internet and the Web
Exercise
Presentation Description Internet Communications
6 35 minutes
Exercise
7 10 minutes Presentation Key Points

8 5 minutes Presentation Evaluation

9 10 minutes Presentation Assignment

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SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing
.
Step 2: Introduction to the Internet (10 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

What is internet?

ALLOW few students to respond.

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

What is internet?
In simple words, internet is a huge number of computers that are worldwide connected to
each other.
These computers are situated in many different countries and are connected through
telephone lines, cables in the ground and even satellites in space.

Internet is used when

You want to communicate with a friend across town, in another state, or even in another
country
Perhaps you would like to send a drawing, a photo, or just a letter.
When looking entertainment information.
Perhaps you're researching a term paper or exploring different career paths.

Step 3: Description of Ways to Access the Internet (45 minutes)

The internet is often referred to as the information superhighway.

It is like a highway that connects you to millions of other people and organizations.
Unlike typical highways that move people and things from one location to another, the
internet moves your ideas and information.
Rather than moving through geographic space, you move through Cyberspace-the space that
moves ideas and information electronically.
The web provides an easy-to-use, exciting, multimedia interface to connect to the internet and
to access the resources available in cyberspace.

Access to the Internet

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The first step to using the Internet and Web is to get connected, or to gain access to the
Internet.
Internet Service Providers (ISP) gives us access to the Internet.
National, regional, and wireless are the three types of ISPs.
Browsers provide access to Web resources.
The Internet and the telephone system are similar you can connect a computer to the Internet
much like you connect a phone to the telephone system.
Once you are on the Internet, your computer becomes an extension of what seem like a giant
computer-a computer those branches all over the world.
When provided with a connection to the Internet, you can use a browser program to search
the Web.

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 The role of providers (Internet Service Providers)
The most common way to access the Internet is through an Internet service provider (ISP).
The providers are already connected to the Internet and provide a path or connection for
individuals to access the Internet.
Your college or university most likely provides you with free access to the Internet either
through its local area networks or through a dial-up or telephone connection.
There are also some companies that offer free Internet access.
Commercial Internet service providers offer national, regional, and wireless service.

Use Browsers to Access Internet

Activity: Small Group Discussion ( 15 minutes)

DIVIDE students into small manageable groups

ASK students to discuss on the following question

What URL, HTML and Browser?

ALLOW students to discuss for 10 minutes

ALLOW few groups to present and the rest to add points not mentioned
CLARIFY and SUMMARIZE by using the contents below

Browsers
Browsers are programs that provide access to Web resources.
This software connects you to remote computers, opens and transfers files, displays text and
images, and provides in one tool an uncomplicated interface to the Internet and Web
documents.
Browsers allow you to explore, or to surf, the Web by easily moving from one Web site to
another.
Two well-known browsers are Netscape Navigator and Microsoft Internet Explorer.
For browsers to connect to resources, the location or address of the resources must be
specified. These addresses are called Uniform Resource Locators (URLs).
.
Part of URL
All URLs have at least two basic parts.
Protocol
Protocols are rules for exchanging data between computers. The protocol http:// is the
most widely used Web protocol.

Domain name (top level domain)

It is the name of the server where the resource is located. www.mtv.com is an
example of Server (Many URLs have additional parts specifying directory paths, file
names, and pointers.) The last part of the domain name following the dot (.) is the
domain code. It identifies the type of organization. For example, .com indicates a
commercial site. The URL http:// www.mtv.com connects your computer to a
computer that provides information about MTV.
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Domain code (example com)

How Does The Browser Work?

Once the browser has connected to the Web site, a document file is sent back to your
computer. This document contains Hypertext Markup Language (HTML) commands.
The browser interprets the HTML commands and displays the document as a Web page. For
example, when your browser first connects to the Internet, it opens up to a Web page
specified in the browser settings.
This page presents information about the site along with references and hyperlinks or links
that connect to other documents containing related information-text files, graphic images,
audio, and video clips.
These documents may be located on a nearby computer system or on one halfway around the
world.
The computer that stores and shares these documents is called a Web server.
The references appear as underlined and colored text and/or images on the Web page.
To access the referenced material, all you do is click on the highlighted text or image.
A connection is automatically made to the computer containing the material, and the
referenced material appears on your display screen.

Step 4: Difference Between Internet and Web (30 minutes)

It is easy to get the internet and the web confused, but they are not the same thing.

The internet
Is the actual physical network.
It is made up of wires, cables, and satellites.
Being connected to this network is often described as being online.
The internet connects millions of computers and resources throughout the world.

The web
Is a multimedia interface to resources available on the internet.
Every day over a billion users from every country in the world use the internet and the web.

Figure 1: Internet – A Worldwide Network of Computers, Making Information Available To

Everyone

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Source: Jamani's Guide to Computers

On the picture below is how a website might look. The one you opened may look very
different.

Figure 2:Yahoo.Com Web Look Like

Source: T. J, O’Leary, L. I, 2006

Getting Text from the Internet

Click the cursor at the beginning of the text and keep the left mouse button pressed down
Move the cursor to the end of the text to select the text

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

Getting pictures from the internet

To copy a picture into the computer’s memory:
Move the cursor on a picture and click the right mouse button
In the menu that appears, choose ‘Copy’
Note: To save the picture as a separate document in your folder, choose ‘Save picture
As…
Go to MS Word by clicking the button in the taskbar
Click on the ‘Paste’-button to put the picture in your document and create a colorful leaflet.

Step 5: The Uses of Internet and Web (30 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

What are the uses of internet and web?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Communicating
This is the most popular internet activity.
You can exchange e-mail with your family and friends almost anywhere in the world.
You can join and listen to discussions and debates on a wide variety of special-interest topics.
You can even create your own personal web page for friends and family to visit.

Shopping
This is one of the fastest-growing internet applications.
You can visit individual stores or a cybermall, which provides access to a variety of different
stores.
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You can window shop, look for the latest fashions, search for bargains, and make purchases.
You can purchase goods using checks, credit cards, or electronic cash.

Figure 3: Shopping over the internet is one of the Web’s growing activities

Source: T. J, O’Leary, L. I, 2006

Searching.
You can access some of the world’s largest libraries directly from your home computer.
You can visit virtual libraries, search through their stacks, read selected items, and even
check out books.
You will also find the latest local, national, and international news.
Most newspapers maintain an online presence and include interactive and multimedia
presentation related to current news stories.

Using Google
You can also use Google to search for pictures or images on internet:
Click on ‘Images’ to go to Google’s Image Search
In the text-box, type the subject of the pictures you are looking for, for example ‘Bagamoyo’
Click the button ‘Google search’ and wait for the results
The next screen shows the results: Google found 313 images related to ‘Bagamoyo’.

Figure 4: Searching Engine

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 Source: Jamani’s Guide to Computers

Each result is a ‘link’ to a website containing an image. To go to the website, just click on an
image.
Use the ‘Back’-button to go back to Google’s results and click on another image
Scroll down the page to see more images…
Google shows a little text from each website.
Google also shows the address of the website.
At the bottom of each page, you can click to see the next ten results.

Figure 5: result from search engine

Source: Jamani’s Guide to Computers

Figure 6:Searching For Information

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Source: Jamani’s Guide to Computers

Entertainment
You can find music, movies, magazines, and computer games.
You will find live concerts, movie previews, book clubs, and interactive live games.

Education or e-leaning
Education or e-leaning is another rapidly emerging Web application.
You can take classes on almost any subject.
There are courses just for fun and there are courses for high school, college, and graduate
school credit.
Some cost nothing to take and others cost a lot.

Step 6: Description of Internet Communications (35 Minutes)

There are three types of Internet Communication. Those are e-mail, instant messaging, and
discussion groups.

E-Mail
E-mail or electronic mail is the transmission of electronic messages over the internet.
The big difference with normal mail is speed.
One second after you press a button to send an e-mail, it arrives at the e-mail address you
used even if you send it to the other end of the world.
If your computer is connected to the internet, you can use e-mail for communicating with
friends and business relations.
You can also ‘attach’ documents to an e-mail; such as reports or digital photographs.
There are special websites that give you e-mail service free of charge like yahoo, Hotmail and
Google.
If you want to use e-mail, you simply visit one of these websites and open an ‘e-mail
account’.

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You get a private e-mail address which you give to your friends, and then they can send you
e-mail.
To read your e-mail and to send e-mails yourself, you visit the website again and open your
personal ‘mailbox’

A typical e-mail message has three basic elements:

Header this appears first and typically includes the following information
Addresses: Addresses of the persons sending, receiving, and, optionally, anyone else
who is to receive copies. E-mail addresses have two basic parts i.e:[email protected]
(dcoats is a user domain, usc.edu is domain name, edu is the domain code)

The first part is the user's name and the second part is the domain name, which
includes the domain code. In our example e-mail, dcoats is user name. The server
providing e-mail service for the user is usc.edu. The domain code indicates that the
provider is an educational institution.
Subject: A one-line description, used to present the topic of the message. Subject
lines typically are displayed when a person checks his or her mailbox.
Attachments: Many e-mail programs allow you to attach files such as documents and
worksheets. If a message has an attachment, the file name appears on the attachment
line.
The letter or message comes next. It is typically short and to the point. Finally, the
signature line provides additional information about the sender. Typically, this
information includes the sender's name, address, and telephone number.
Message, is the text area where you can type anything so as ready for send
Signature. This is where your Designation and contacts appears

Instant Message (IM)

Instant messaging (IM) is an extension of e-mail that allows two or more people to contact
each other via direct, live communication.
To use instant messaging, you specify a list of friends (also known as buddies or contacts)
and register with an instant messaging server.
Whenever you connect to the Internet, special software informs your messaging server that
you are online.
In response, the server will notify you if any of your contacts are online.
At the same time, it notifies your contacts that you are online.
You can then send messages directly back and forth to one another.
Many new instant messaging programs also include videoconferencing features, file sharing,
and remote assistance.
To see how Instant Messaging works, visit us at www.olearyseries.com/CE06 and select
Animations.

The most widely used instant messaging services are AOLs Instant Messenger, Microsoft's
MSN Messenger, and Yahoo Messenger.

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One limitation, however, is that many instant messaging services do not support
communication with other services.
For example, at the time of this writing, a user registered with AOL cannot use AOLs Instant
Messenger software to communicate with a user registered with Yahoo Messenger.
Recently, however, some software companies have started providing universal instant
messenger programs that overcome this limitation.
For example, Gain, Odigo, and Trillian provide instant messaging services that do support
communication with other services.

Discussion Groups
You can also use e-mail to communicate in discussion groups with people you do not know
but with whom you wish to share ideas and interests.
You can participate in forums and debates that range from general topics like current events
and movies to specialized forums like computer troubleshooting and Hollywood animations.
Discussion groups include mailing lists, newsgroups, and chat groups.
Mailing lists
This allows members to communicate by sending messages to a list address.

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Each message is then copied and sent via e-mail to every member of the mailing list.
To participate in a mailing list, you must first subscribe by sending an e-mail request to the
mailing list subscription address.
Figure 7: Below is the Popular Mailing List:

DESCRIPTION SUBSCRIPTIONADDRESS
Music and bands [email protected]
Movies [email protected]
Jokes Jokeaday.com
Travel [email protected]
Source: T. J, O’Leary, L. I, 2006

Once you are a member of a list, you can expect to receive e-mail from others on the list.
You may find the number of messages to be overwhelming.
If you want to cancel a mailing list, send an e-mail request to "unsubscribe" to the
subscription address.
Newsgroups
Unlike mailing lists, use a special network of computers called the UseNet.
Each of these computers maintains the news group listing.
There are over 10,000 different newsgroups organized into major topic areas that are further
subdivided into subtopics.
Contributions to a particular newsgroup are sent to one of the computers on the UseNet.
This computer saves the messages on its system and periodically shares all its recent
messages with the other computers on the UseNet.
Unlike mailing lists, a copy of each message is not sent to each member of a list.
Rather, interested individuals check contributions to a particular newsgroup, reading only
those of interest.
There are thousands of news- groups covering a wide variety of topic areas.

Figure 8: Popular Newsgroups

Description Newsgroups
aerobics fitness Misc.ftness.aerobic
Cinema Rec.arts.movies
Mountain biking Rec.bicycles.off-road
Music Rec.misic.hip-hop
Clip art Alt.binaries.cli-art
Source: T. J, O’Leary, L. I, 2006

Chat groups
Like IM, allow direct live communication.
Unlike IM, chat groups typically connect individuals who have never met face-to-face.
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To participate, you join a chat group, select a channel or topic, and communicate live with
others by typing words on your computer.
Other members of your channel immediately see those words on their computers and can
respond in the same manner.
One popular chat service is called Internet Relay Chat (IRC).
This software is available free from several locations on the Internet.
Using the chat-client software, you log on to the server, select a channel or topic in which
you are interested, and begin chatting.
To participate, you need access to a server or computer that supports IRC. This is done using
special chat-client software.
Before you submit a contribution to a discussion group, it is recommended that you observe
or read the communications from others.

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This is called LURKING. By lurking, you can learn about the culture of a discussion group.
For example, you can observe the level and style of the discussions.
You may decide that a particular discussion group is not what you were looking for-in which
case, unsubscribe.
If the discussions are appropriate and you wish to participate, try to fit into the prevailing
culture.

Step 7: Key Point (10 minutes)

The internet is the actual physical network. It is made up of wires, cables, and satellites.
Being connected to this network is often described as being online. The internet connects
millions of computers and resources throughout the world.
The web is a multimedia interface to resources available on the internet. Every day over a
billion users from every country in the world use the internet.
E-mail
E-mail (electronic mail) is the transmission of electronic messages. Basic elements:
header (including addresses, subject, and attachments), message, and signature line. Spam
is unwanted and unsolicited e-mail that may include a computer virus. Anti-spam
programs (junk mail filters, spam blockers) identify and eliminate spam.
Instant Messaging
Instant messaging (1M) extends e-mail to support live communication with friends
(buddies or contacts). Universal instant messengers support communication with other
services.

Step 8: Evaluation (5 minutes)

What are types of internet communication?
What is the difference between the internet and the Web?
What are the most common uses of the Internet and the Web?

Step 9: Assignment (10 minutes)

Activity: Take home Assignment (10 minutes)

DIVIDE students in groups or individual.

ASK the students to work on the following assignment

Create e-mail account

ALLOCATE time for students to do the assignment and submit

REFER students to recommended references

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Reference
Bott, E. & Siechert, C.(2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows
2000 Application (2nd ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit
Press The Basics of the Word Window. Retrieved from
www.gcflearnfree.org/computer/

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