A COMPUTER

A computer is an electronic device, operating under the control of stored instructions, that
accepts input (data), processes it and gives out results (information).

It receives data through input devices, processes through the processor and outputs
information through output devices. As well, the information can be stored in primary
and secondary devices.

The size of computers varies considerably from very small (laptops) to very big (servers).
As well, the speed, memory and storage capacity of computers also has a very large
range.

Functions of a computer

Computers are used:

i. To convert data to information (processing). The computer is very fast in data
processing
ii. Information storage for future reference.
iii. Quick effective and accurate retrieval of information
iv. Communication
v. Data analysis
vi. Process control eg in factories

Reasons for changing from other systems to computer systems

i. Accuracy in data and information rpocessing
ii. High speed information and data processing
iii. It is cost effective to use in procesing valuminous amount of data
iv. Gives an organisation a competitive advantage over rivals
v. With computers, better quality information is produced in an organisation resulting
to better planning, organising, controlling and directing
vi. Security of information in an organisation is enhanced
vii. With computers, there is effective and fast communication

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COMPONENTS OF A COMPUTER SYSTEM

PROCESSING OUTPUT
INPUT UNIT DEVICES
DEVICES
(processor, storage
devices, memory
devices)

Fig 1: components of a computer system

COMPUTER HARDWARE
Computer hardware reffers to the physical and tangible computer components. They
include
i. input devices
ii. output devices
iii. storage devices
iv. processing devices

Input devices
They receive data from computer users and pass on into computers. They convert
information in any form eg data, sound or image into computer readable form.
The commonly used input devices include:

The keyboard
is an input device, which uses an arrangement of buttons or keys, to act as electronic
switches. A keyboard typically has characters printed on the keys and each press of a key
typically corresponds to a single written symbol. While most keyboard keys produce
letters, numbers or signs (characters), other keys or simultaneous key presses can produce
actions or computer commands.

In normal usage, the keyboard is used to type text and numbers into a word processor,
text editor or other program. In a Alphabetical, numeric, and punctuation keys are used in
the same fashion as a typewriter keyboard to enter their respective symbol into a word
processing program, text editor, data spreadsheet, or other program.-Alt-Delete
combination, which brings up a task window or shuts down the machine.

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Key Types
Alphaneumeric
Alphabetical, numeric, and punctuation keys are used in the same fashion as a typewriter
keyboard to enter their respective symbol into a word processing program, text editor,
data spreadsheet, or other program.
Modifiers
Modifier keys are special keys that modify the normal action of another key, when the
two are pressed in combination. For example, <Alt> + <F4> in Microsoft Windows will
close the program in an active window. The most widely-used modifier keys include the
Control key, Shift key and the Alt key.
Navigation keys
Navigation keys include a variety of keys which move the cursor to different positions on
the screen. These are the arrow keys and page up and down keys, space bar and tab keys.
Typing mode keys
They allow various typing options:
Caps lock: typing upper or lower cases
Num lock: turning keypad on or off
Insert: overwrite mode on or off
Delete and backspace: clear typed text
System command keys
The Print screen command used to capture the entire screen and send it to the printer, or
in the present it usually puts a screenshot in the copy state to be pasted in a program such
as ms word.
Pause/ break
used (in conjunction with Ctrl) to stop program execution

Shortcut Keys Description

Alt + F File menu options in current program.
Alt + E Edit options in current program
Alt + Tab Switch between open programs
F1 Universal Help in almost every Windows program.
F2 Rename a selected file
F5 Refresh the current program window
Ctrl + N Create a new, blank document in some software programs
Ctrl + O Open a file in current software program
Ctrl + A Select all text.
Ctrl + B Change selected text to be Bold
Ctrl + I Change selected text to be in Italics
Ctrl + U Change selected text to be Underlined
Ctrl + F Open find window for current document or window.
Ctrl + S Save current document file.
Ctrl + X Cut selected item.
Shift + Del Cut selected item.

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Ctrl + C Copy selected item.
Ctrl + Ins Copy selected item
Ctrl + V Paste
Shift + Ins Paste
Ctrl + K Insert hyperlink for selected text
Ctrl + P Print the current page or document.
Home Goes to beginning of current line.
Ctrl + Home Goes to beginning of document.
End Goes to end of current line.
Ctrl + End Goes to end of document.
Shift + Home Highlights from current position to beginning of line.
Shift + End Highlights from current position to end of line.
Ctrl + Left arrow Moves one word to the left at a time.
Ctrl + Right arrow Moves one word to the right at a time.
Ctrl + Esc Opens the START menu
Ctrl + Shift + Esc Opens Windows Task Manager
Alt + F4 Close the currently active program
Alt + Enter Open the Properties for the selected item (file, folder, shortcut, etc.)

The mouse
Is a pointing device that functions by detecting two-dimensional motion relative to its
supporting surface. Its used to input commands throught point and click mode. Its used
together with Graphical User Interface (GUI) software.
It is much easier to use than the keyboard in the following operations:
 Picking: selecting options from a list
 Pointing: moving rapidly from one point to the other
 Drawing: cosntructing shapes on the screen

Microphone
Converts spoken words to digital form for computer input. Its used together with speech
recognition software to directly input spoken data into a computer system.

Digital cameras and scanners

Cameras are able to capture images of any type inluding solid objects and input them into
the computer, while scanners are limited to capturing images on a paper. Scanners are
able o scan each and every spot on the paper with greater accuracy than cameras.

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Automated data capture devices

Are input devices that obtaining data directly without using a keyboard. For example:
1. document readers (OMR, OCR, MICR)
2. bar code readers

Document Readers
1. Optical Mark Readers (OMR)
OMR is a system of reading lines or marks which have been made in exactly the right
positions on a document, e.g school registers
2. Optical Character Recognition
Scanners read text and software recognises the letters from their shapes
3. Magnetic Ink Character Recognition(MICR)
An MICR reader recognises characters formed from magnetic ink, used for bank cheques.

Bars code readers

1. Bar codes
A bar code is a set of parallel lines that represent numbers, used for shopping goods. The
lines do not represent prices.
2. Magnetic stripes
A magnetic stripe includes information to identify the ticket for the user. Examples:
credit cards, bank cards, switch cards, phone cards

OUTPUT DEVICES
They display the results of information processing into a form usable by human.
The commonly used forms of output devices include:

Monitor:
It converts electronic signals from the computer into a visual display that is the result of
processing information. The monitor displays text and images (pictures) converted to
output from the video adapter. The video adapter is an expansion card that plugs into the
motherboard. The adapter changes the instructions from the central processing unit
(CPU) into a way that the monitor can understand it. It is the most common form of
output device used.

Printer
Converts the soft copy of information in a computer to hard copy on a piece of paper.
They are of various types and quality such as laser jet printers, ink jet printers, dot matrix
printers etc.

Speakers
They convert media data from a computer to sound waves. They can either be inbuilt or
externally connected to the computer.

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STORAGE DEVICES

Data storage device is a device for recording (storing) information (data). A storage
device may hold information, process information, or both. Most data storage media are
considered permanent (non-volatile) storage, that is, the data will remain stored when
power is removed from the device. In contrast, some storage devices within the computer
are volatile memory, for it vanishes if power is removed.
Example of storage devices include:
 Hard disks
 CD/ DVD drives & disks
 Floppy drive & disk
 Flash disk
 Internal memories (RAM, ROM)

COMPUTER MEMORIES
These are internal data storage memories used during data processing in a computer.
These are classified as
a. Random access memories (RAM)
b. Read only memories (ROM)

RAM
ROM PROCESSOR

Operating Output devices Input devices

system

Fig 2: use of computer memories

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RAM
Is a form of computer data storage whose common purpose is to hold data for processing.
A random-access memory device allows data items to be read and written in roughly the
same amount of time regardless of the order in which data items are accessed. In contrast,
with other direct-access data storage media such as hard disks, CD-RWs, DVD-RWs and
the older drum memory, the time required to read and write data items varies
significantly depending on their physical locations on the recording medium, due to
mechanical limitations such as media rotation speeds and arm movement delays.

There are two different types of RAM:

 DRAM (Dynamic Random Access Memory)

 SRAM (Static Random Access Memory).

The two types of RAM differ in the technology they use to hold data, with DRAM being
the more common type. In terms of speed, SRAM is faster. DRAM needs to be refreshed
thousands of times per second while SRAM does not need to be refreshed, which is what
makes it faster than DRAM.

ROM

Computer memory on which data has been prerecorded. Once data has been written onto
a ROM chip, it cannot be removed and can only be read.

Unlike main memory (RAM), ROM retains its contents even when the computer is turned
off. ROM is referred to as being nonvolatile, whereas RAM is volatile.

Most personal computers contain a small amount of ROM that stores critical programs
such as the program that boots the computer. In addition, ROMs are used extensively in
calculators and peripheral devices such as laser printers, whose fontsare often stored in
ROMs.

COMPUTER SOFTWARE
Computer software can be divided into two main categories: application software and
system software. Application software consists of the programs for performing tasks
particular to the machine's utilization. Examples of application software include
spreadsheets, database systems, desktop publishing systems, program development
software, and games

On the other hand, system software is more transparent and less noticed by the typical
computer user. This software provides a general programming environment in which
programmers can create specific applications to suit their needs. This environment
provides new functions that are not available at the hardware level and performs tasks

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related to executing the application program. System software acts as an interface
between the hardware of the computer and the application software that users need to run
on the computer. The diagram below illustrates the relationship between application
software and system software.

System software has 3 main functions:

1. Allocating system resources: The system resources are time, memory, input, and
output. The time in the CPU is divided into time slices. The time slices is measured in
terms of milliseconds. Based on the priority of tasks the time slices are assigned. Memory
is also managed by operating system. Disk space is the part of main memory. The data
flow is controlled by operating system.
2. Monitoring system activities: The system security and system performance is
monitored by system software. System performance includes response time and CPU
utilization. System security is a part of operating system. Multiple users can’t access
without the security code or password.
3. File and disk management: The user needs to save, copy, delete, move and rename
the files. The system software will handle those functions. Disk and file management is
the technical task.

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Operating system has the following functions and responsibilities

i. controls the backing store and peripherals such as scanners and printers
ii. deals with the transfer of programs in and out of memory
iii. organizes the use of memory between programs
iv. organizes processing time between programs and users
v. maintains security and access rights of users
vi. deals with errors and user instructions
vii. allows the user to save files to a backing store
viii. provides the interface between the user and the computer
ix. issues simple error messages

Utility programs

Most operating system include several built-in utility programs. Some of the principal
utility programs are as follows:

File manager
A file manger is a utility that perform functions related to file management.

Data recovery
A data recovery utility is used to “undelete” a file or information that has been
accidentally deleted. With this function, users are able to undo the last delete operation
that has taken place.

Maintenance log and activity information

The operating system can create a log of system users and provide a record of system
activity.

Screen saver
A screen saver prevents a monitor’s display screen from being etched by an unchanging
image.

Backup
The backup utility allows users to make a backup (duplicate) copy of the information on
the hard disk. During the backup process, the backup utility monitors progress and alert
the user of it needs additional media, such as CD.

Data compression
Data compression removes redundant elements, gaps, and unnecessary data from a
computer’s storage space, so less space is required to store or transmit data.

Disk defragmenter
Disk defragmenter is a utility that reorganize the files and unused space on a computer’s
hard disks that the operating system accesses data more quickly and programs run faster.

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Virus protection
A virus consists of hidden programming instructions that are buried within an application
or system program. They can reproduce themselves and cause damage to computer
programs. There are many security programs available, such as antivirus programs and
antispyware programs and firewall programs.

COMPUTER APPLICATIONS SOFTWARE

Programs use to perform specific tasks in a computer system

Word Processing
Word processing s/w is a program used for the production of documents.
Allows user to create, edit, format, store and print text documents.
Document: Anything that can be typed e.g memo, letter, report, book, etc.
Word processors have replaced typewriters.
Used by journalists, authors, novelists, secretaries, students, etc.
Word Processing software automatically corrects spelling and grammar mistakes. If the
content of a document repeats you don’t have to type it each time. You can use the copy
and paste features. You can printout documents and make several copies. It is easier to
read a word-processed document than a handwritten one. You can add images to your
document.
Examples: WordPerfect (produced by WordPerfect Corporation) and MS Word.

DTP
A desktop publishing (DTP) package is a package designed to set up professional looking
pages that contain text and graphics. DTP packages are used to set up pages for
magazines, books, leaflets, newsletters. They have features that help the user control the
position of the text and graphics, such as:
• onscreen rulers
• frames
• text boxes.

Graphics packages
1. Painting Packages: create visual designs
2. Drawing packages
They are memory intensive

Spreadsheets
A computer application that simulates the paper worksheet.
It consists of rows and columns.
Frequently used for financial information because of their ability to re-calculate the entire
sheet automatically after a change to a single cell is made.
Examples: VisiCalc (1st), Lotus 1-2-3 (used in DOS), Excel,

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Database packages
A database is a collection of related information made up of Records that in
turn are made up of Fields.
The information is set up so that it can be updated as required and searched to find out
an answer to a particular question.
Examples: Oracle, SQL Server, Microsoft Access, MySQL, DB2, Paradox.

A File is a collection of Records such as a file of names, addresses and phone numbers.
Records hold the data on one person or object in the file. For example you could have a
record for each pupil in a school.
A Field stores one piece of data such as the name field, the address field, the phone
number field.
A database helps you to:
 Retrieve all records that match certain criteria
 Update records in bulk
 Cross-reference records in different tables
 Perform complex aggregate calculations

Internet
It is a network of almost all the computers in the world. You can browse through much
more information than you could do in a library. That is because computers can store
enormous amounts of information. You also have very fast and convenient access to
information. Through E-Mail you can communicate with a person sitting thousands of
miles away in seconds. There is chat software that enables one to chat with another
person on a real-time basis. Video conferencing tools are becoming readily available to
the common man.

Special purpose packages

Computer-aided design (CAD) is the use of computer technology for the design of
objects, real or virtual. CAD is an important industrial art extensively used in many
applications, including automotive, shipbuilding, and aerospace industries, industrial and
architectural design, prosthetics, and many more. CAD is also widely used to produce
computer animation for special effects in movies, advertising, technical manuals.

CAD is used in the design of tools and machinery and in the drafting and design of all
types of buildings, from small residential types (houses) to the largest commercial and
industrial structures (hospitals and factories).

CAD is mainly used for detailed engineering it is also used throughout the engineering
process from conceptual design and layout of products, through strength and dynamic
analysis of assemblies to definition of manufacturing methods of components.

CAD has become an especially important technology within the scope of computer-aided
technologies, with benefits such as lower product development costs and a greatly

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shortened design cycle. CAD enables designers to layout and develop work on screen,
print it out and save it for future editing, saving time on their drawings.

Examples: Spider

Accounting Packages

The accounting programs carry out functions such as invoicing, dealing with payments,
paying wages and providing regular accounting reports such as trading and profit and loss
accounts and balance sheets.

Computerized accounting systems provide major advantages such as speed and accuracy
of operation, and, perhaps most importantly, the ability to see the real-time state of the
company’s financial position.

Examples: Quickbooks, Sage, Pastel

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MS WORD

Document display modes

 Normal View displays the page with close-up view and margin settings showing
on the ruler.
 Web Layout displays the active document page as a web page.
 Print Layout shows the page as it would appear on paper.
 Outline displays page with in-line text.

Word for Windows offers 4 different modes in which you can display your document
Normal Mode
This is the default display mode. All special formatting is visible on the screen. Certain
aspects of the page layout are simplified in order to speed editing. For example, headers
and footers are not displayed. Normal mode is fine for most editing tasks. Select view
normal to switch to Normal view. In the view menu the currently selected mode has a
dot displayed next to it.

Outline Mode
Use outline mode to create outlines and to examine the structure of a document. Here
you can choose to view your document headings only, hiding all subordinate text, can be
quickly promoted, demoted, or moved to a new location. In order for this to be of much
use, you need to assign the heading styles to the document headings.

Page Layout Mode

Page layout mode displays your document exactly as it will be printed. Headers footers
and all the details of the page layout are displayed on the screen. Be aware that the
additional computer processing that is required makes display changes relatively slow in
page layout mode, particularly when you have a complex page layout.

Draft Font Mode

Draft font mode is a display option that can be applied in both Normal and outline views.
A single generic font is used for screen display, and special formatting such as italics and
boldface are indicated by underlining. Draft mode provides the fastest editing and screen
display, and is ideal when you are concentrating on the contents of your document more
than its appearance. To turn it on or off:
- Select Tools Options to display the Options dialog box
- If necessary, Click the View tab to display the view options
- Select the draft font option to turn it on or off
- Select OK

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Create a new document (based on default, other available template).
 Click File, Choose New, or Click the New Icon.
 The illustration below shows a graphical view of the file options.

Exercise 1

1) Type in the document below on a clear screen.

The World’s Great Lake Russia’s Lake Baikal

Sergei Vasilev, captain of the Albatross, still wonders if he would have found the courage
to speak his mind that fateful July in 1954. But not once during their mysterious two-
week cruise around Lake Baikal did the government officials ask his opinion of their
plan-and to volunteer one would have been unthinkable. Barely a year had passed since
Stalin’s death, and the dictator’s lifeless hand still lay heavy on the land.

2. Save the document as Lake Baikal.

Adjust Settings
Change between page view modes.
Go to the View menu and select the desired option.

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  Normal View displays the page with close-up view and margin settings showing
on the ruler.
 Web Layout displays the active document page as a web page.
 Print Layout shows the page as it would appear on paper.
 Outline displays page with in-line text.

Use magnification/ zoom tools.

Zoom feature allows the user to magnify text on the screen to a suitable proportion. Large
text is easy to read and follow while reduced text is easier to cross-check.

To select Zoom feature, go to View Menu, Click zoom. The following dialogue appears:

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Display, hide built-in toolbars.
Below the menu on any Microsoft Application, you will find a set of smart icons referred
to as toolbar buttons. These buttons perform similar tasks as some menu items do and
provide short-cuts to such tasks.

Defined toolbars contain specific buttons which can be hidden or displayed as the user
desires. Other toolbars can be customized to include certain buttons that the user requires.
To access the toolbars available, go to the View menu and select toolbars. A list of
available toolbars pops up as seen below:

Main Operations
2.1 Insert data.
2.1.1 Insert text
To insert a character or group of characters, press the insert key on the key board. This
allows the characters entered to replace those existing.

2.1.2 Insert special characters, symbols.

Go to Insert menu, select Symbol. The following dialog appears:

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Various subsets are available to choose from. To insert special characters, click on the
Special Characters tab at the top of the dialog box.

2.2 Select Data

2.2.1 Select character, word, line, sentence, paragraph, entire
body text.
 Place the cursor on the left of the character you want to select, first character of
the paragraph or text.
 Use the Shift key + Forward arrow key to select, or hold down left mouse button
long enough to select the text you require.
 Double-clicking anywhere in the paragraph will select a word, while clicking
thrice will select the entire paragraph.

2.3 Edit Data

2.3.1 Edit content by inserting new characters, words within
existing text, over-typing to replace existing text.
 Press the insert key once to activate the insert mode. Typed text will replace
existing text.
 Press the insert key again to deselect the insert mode.

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2.3.2 Use the undo, redo command.
 Use Edit – Undo OR Use Smart Icon on the menu bar.
 The Redo command is always on the toolbar available whenever an action has been
undone . These commands allow the user to retract their steps forward and
backward.

2.4 Duplicate, Move, Delete

2.4.1 Duplicate text within a document, between open
documents.
1. Open the first File (The Source File)
2. Highlight the text to Move or Copy and choose Edit then Cut or Copy.
3. Open the File to move to or Copy to (Target File) and choose a destination within the
document.
4. Pull down the Edit Menu then Paste.

OR
Use copy and paste icons.

2.4.2 Move text within a document between open documents

1. Select (Block) the text to be moved
2. Pull down the Edit menu and Choose Cut
3. Choose the destination (The desired place to take the text)
4. Finally pull down the Edit Menu and Choose Paste.

OR

Select (Block) the text to moved, Click on the cut icon then choose the destination
and then Click paste icon.

2.4.3 Delete text.

To delete text: Use Shift + Ctrl + Arrow Keys to block (select) the text and then Press
delete key.

OR
Highlight the entire text with the mouse, and delete using the Delete Key (keyboard) or
Pull down Edit Menu Choose Clear command.

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2.5 Search and Replace
2.5.1 Use the search command for a specific word, phrase.
1. On the Edit menu, click Find.
2. In the ‘Find what box’ enter the text you want to search for.
3. Click Find Next.

Note To cancel a search in progress, press ESC.

Find specific formatting

To find Specific Formatting

1. On the Edit menu, click Find
2. If you don’t see the Format button, click More.
3. To search for text with specific formatting, enter the text in the Find what box.

To search for specific formatting only, delete any text in the Find what box.
Click Format, and then select the formats you want.
4. Click Find Next.

Use a simple replace command for a specific word, phrase.

 On the Edit menu, click Replace
 In the Find what box, enter the text you want to search for.
 In the Replace with box, enter the replacement text.
 Click Find Next, Replace, or Replace All.

Formatting
Text formatting
Change text appearance: font sizes, font types.
1. Highlight the text.
2. Pull down Format menu and click on Font…

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3. Select the type and size from the open dialogue box

OR
 Highlight the text
Use font style and size – Icons

Apply text formatting such as: bold, italic, underline.

Boldface
1. Highlight Text
2. Choose on Format –Font
3. Select Bold or Italics

OR
Choose Bold Icon. or Italics Icon

Underline
 Highlight the text.
 Pull down Format menu and click on Fonts…
 Select the type Underline from the open dialogue box

OR
 Highlight the text
 Use Underline- Icon

Apply subscript, superscript to text.

 Highlight the text to be used.
 Go to the Format menu and select Font…
 Go the section shown below to select your options, then click ok.

Apply case changes to text.

Microsoft Word allows the user to change the text case in the following Ways:

 Sentence case
Capitalizes the first letter of the first word in the selected sentences.

 UPPERCASE

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 Changes all selected text to Capital letters.

 Title Case
Capitalizes the first letters to lowercase in the selection and vice versa.

To Change the Case of any text do the following: -

1. Select the text to change the case.
2. Pull down the Format Menu and choose Change Case….
3. From the dialogue box choose the desired case and click the OK button.

Apply different colors to text

 Highlight the text.
 Pull down Format menu and click on Fonts…
 Select the desired colour, from the open dialogue box

OR
 Highlight the text
Use the font colour Icon on the toolbar.

Copy formatting from a piece of text to another piece of text.

 Select the text with the desired format
 Click on the format painter button then run the modified cursor over the new text.

Apply an existing style to a word, a line, a paragraph.

1. On the Format menu, click Theme.

2. Click Style Gallery.
3. In the Template box, select the template that contains styles you want to view or
use.

When you click OK, styles from the template you selected are copied to your
document.

Use automatic hyphenation.

 On the Tools menu, select Language, and then click Hyphenation

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 Select the Automatically hyphenate document check box
 In the Hyphenation zone box, enter the amount of space to leave between the end of
the last word in a line and the right margin.
 Click OK.

Microsoft Word will automatically scan the whole document and insert hyphens where
necessary.

Paragraph Formatting
Insert, remove paragraph marks.

 Click Show/Hide on the Standard toolbar.

Insert, remove soft carriage return (line break) marks.

 Click Show/Hide on the Standard toolbar.

Align text left, centre, and right, justified.

 On the Formatting Toolbar, choose the Align left, center, align right or justify

alignment button.

Or
 Pull down the Format Menu, Select Paragraph
 Choose Indents and spacing tab from the open dialogue box.
 Choose the desired Alignment from the open dialogue screen.

Next
 If the formatting Toolbar is NOT activated, then pull down the View menu, choose
Toolbars and click on Formatting.

Indent paragraphs: left, right, first line, hanging.

 Go to Format menu, select Paragraph. The following dialog appears:

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Select the options required under Special bearing in mind which paragraph is selected
and how many lines will be indented.

Apply single, double line spacing within paragraphs.

 Select the paragraphs in which you want to change line spacing.
 On the Format menu, click Paragraph, and then click the Indents and Spacing tab.
 Under Line Spacing, select the Options you want.

Drop Caps:
1. Position the insertion point in the paragraph you want to begin with a dropped capital
letter.

Note:
If you select all or part of the first word of the paragraph, the entire word will be
formatted as dropped capital letters.

Apply spacing above, below paragraphs.

1. Select the paragraphs in which you want to change spacing.

2. On the Format menu, click Paragraph, and then click the Indents and Spacing
tab.
3. Under Spacing, enter the spacing you want in the Before or After box.

Note

If you select Exactly or At least for line spacing, enter the amount of space you want in
the At box. If you select Multiple, enter the number of lines in the At box.

Set, remove and use tabs: left, centre, right, decimal.

Tabs

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1. Move to View Ruler
2. On the top ruler click anywhere on the ruler where you want your tabs to stop. (L-
shaped characters appear. You can move them as you want by pointing on them and
pressing the mouse button down.)
3. Another alternative of tab set to move to Format-Paragraph-Indenting Tab set.

Indenting Text/Paragraphs
When you increase or decrease indenting, you change the distance of the text from the
margins.

To indent a paragraph
1. Set the appropriate tab in the Tab Ruler.
2. Use Tab – Key to indent.
3. To clean the tabs move to format Tab clear.

To indent text on both sides.

1. Pull down the Format Menu, Choose Paragraph…
2. Click on Indents and Spacing tab
3. Adjust the left and right indents accordingly.

Apply bullets, numbers to a single level list. Remove bullets, numbers

from a single level list.
Bullets and Numbering
1. Select the items to which you want to add bullets or numbers.
2. Pull down the Format menu and Choose Bullets and Numbering…
3. From the Bullets and Numbering dialogue box choose the desired bullets or
Numbering.

Remove bullets or numbering

1. Select the text from which you want bullets or numbering removed.
2. On the Formatting toolbar, click Bullets or Numbering .

Microsoft Word automatically adjusts the number sequence of a numbered list.

Note To remove a single bullet or number, click the bullet or number, and then press
BACKSPACE.

Change between the style of bullets, numbers in a single level list

from built-in standard options.
Modify bullets or number formats
 Select the paragraphs that have the bullet or number format you want to change.

24
 On the Format menu, click Bullets Numbering, and then click the tab for the type of
list you want modify.
 Click Customize
 Select the formatting options you want.

To modify an outline numbered list, click the level you want to modify in the Level or the
Preview box. Then change the formats for that level. Repeat for each level you want to
modify.

Exercise 3

Type the following text in a blank document and apply bullets as shown. Modify the
bullets to numbers.

INSTANT ACCOUNTING 97
Like any other Accounting Package Instant accounting 97 has the following major
accounting modules: These are: -
 Customers – Sales Ledger
 Suppliers – Purchase Ledger
 Nominal Ledgers – General ledger
 Bank
 Products
 Invoicing
 Financials

Add to a top and bottom border, box border and shading to a

paragraph.

1. On the Format menu, click Borders and Shading, and then click the Page Border
tab.
2. To specify an artistic border, such as trees, select an option in the Art box.
3. Click one of the border options under Settings.

To specify that the border appears on a particular side of a page, such as only at
the top, click Custom under Setting. Under Preview, click where you want the
border to appear.

4. To specify a particular page or section for the border to appear in, click the option
you want under Apply to.

25
 5. To specify the exact position of the border on the page, click Options, and then
select the options you want.

Note You can see page borders on your screen by viewing your document in print
layout view.

Document Formatting
Change document orientation, portrait, and landscape. Change paper
size.
Orientation
 Go to File menu, select page setup. The following dialog box appears:

 Make your selection. A blue line indicates the active choice.

Page Size
 On the File menu, click on Page Setup, and then click the Paper Size tab.
 Choose the paper size accordingly i.e. A4, A3, etc.

26
 Change margins of entire document, top, bottom, left, right.
1. Pull down the File menu, Choose Page set-up
2. Click on Margins Tab.
3. Adjust the Margins accordingly.

OR

 Switch to print layout view or print preview.

 To change the left or right page margin, point to a margin boundary on the horizontal
ruler. When the pointer changes to a double-headed arrow, drag the margin boundary.
 To change the top or bottom page margin, point to a margin boundary on the vertical
ruler. When the pointer changes to a double –headed arrow, drag the margin
boundary.

Insert, delete a page break in a document.

Insert a manual page break

 Click where you want to start a new page.

 On the Insert menu, click Break.
 Click Page break.

Delete page break

 Point at the page break line on Page layout

 Right-click the mouse and select delete.

Add; modify text in Headers, Footers.

 Go to View menu and select Headers and Footers

Add fields in Headers, Footers: date, page number information, file

location.
Headers and Footers
 Go to View menu and select Headers and Footers
 Type the header with appropriate formatting
 Switch between the header and footer using the switch button
 Type the footer. Page numbers can be inserted as footers.

Page Numbering
1. Click on Insert
2. Page Numbers put page numbers as footer or header.

OR

27
1. Click on View
2. Insert page numbers as header or footer

Apply automatic page numbering to a document.

1. On the View menu, click Header and Footer.

2. If you want to position the page numbers at the bottom of the page, click Switch
Between Header and Footer on the Header and Footer toolbar.
3. On the Header and Footer toolbar, click Insert Page Number.
4. Select any other options you want.

Note The page number is automatically inserted on the left margin of the header or
footer. To move the page number to the center or the right, click in front of the page
number in Header and Footer view and press the TAB key.

Exercise 4

Insert the following

1) “The Principal” as a header and
2) The Youth Service Coordinator as a footer.

Objects
Tables
Create a table ready for text insertion.
1. Click on Table
2. Insert Table
3. Choose the number of columns and rows, and then click ok.

28
 Insert, edit data in a table.
 Click a cell in the table and type your data.

Select rows, columns, cells, entire table.

Use mouse pointer to select rows or columns by clicking the outside edge of the table.
 To select entire table, move pointer to the top of table, press and drag across the
columns.

Delete a table and its contents

1. Click the table.

2. On the Table menu, point to Delete, and then click Table.

Insert, delete, rows and columns.

1. Select the same number of cells, rows, or columns as the number of rows or
columns you want to insert. Some parts of a table can only be seen if you display
all formatting marks by clicking Show/Hide on the Standard toolbar.

To select:
A cell
Click the left edge of the cell.
A row
Click to the left of the row.
A column
Click the column's top gridline or border.

Multiple cells, rows, or columns

Drag across the cell, row, or column.

29
 Or select multiple items that are not necessarily in order. Click the first cell, row,
or column you want, press CTRL, and then click the next cells, rows, or columns
you want.
Text in the next cell
Press TAB.
Text in the previous cell
Press SHIFT+TAB
The entire table
Click the table move handle, or drag over the entire table.

Note You can also select rows, columns, or the entire table by clicking in the
table and then using the Select commands on the Table menu, or by using
keyboard shortcuts.

2. On the Table menu, point to Insert, and then click an option.

Tips

 You can also use the Draw Table tool to draw the row or column where you
want.
 To quickly add a row at the end of a table, click the last cell of the last row, and
then press the TAB key.

To add a column to the right of the last column in a table, click in the last column. On the
Table menu, point to Insert, and then click Columns to the Right.

Modify column width, row height.

Change column width

 Rest the pointer on the column boundary you want to move until it becomes
crossed, and then drag the boundary until the column is the width you want.

Notes

 To change a column width to a specific measurement, click a cell in the column.

On the Table menu, click Table Properties, and then click the Column tab.
Select the options you want.
 To make the columns in a table automatically fit the contents, click a table, point
to AutoFit on the Table menu, and then click AutoFit to Contents.
 To display column width measurements, click a cell and then hold down ALT as
you drag the markers on the ruler.

30
 Change row height

 Rest the pointer on the row boundary you want to move until it becomes a cross,
and then drag the boundary.

Notes

 To change a row height to a specific measurement, click a cell in the row. On the
Table menu, click Table Properties, and then click the Row tab. Select the options
you want.
 To display row height measurements, click a cell, hold down ALT as you drag the
markers on the vertical ruler

Exercise 5

Type the following text into columns as shown below

WILLIAM 500.00 200.00 300.00

SMITH 600.00 1,000.00 200.00
JOHNSON 200.00 2,500.00 3,000.00
JORDAN 3,500.00 900.00 800.00
BIRD 900.00 600.00 200.00

Modify cell border width style, color.

1. Click the table.

2. On the Table menu, click Table Properties, and then click the Table tab.
3. Click Options.

Under Default cell spacing, select the ‘Allow spacing between cells’ check box and enter
the measurement you want.

Add shading to cells.

1. Select the text or table that you want to add shading to.

If you want to shade specific table cells, select the cells, including the end-of-cell
mark.
31
 2. On the Format menu, click Borders and Shading, and then click the Shading tab.
3. Select the options you want.

Pictures images, charts

Insert a picture, an image, a chart into a document.

1. Click where you want to insert the picture.

To insert the picture on a drawing canvas, select the canvas.

2. On the Insert menu, point to Picture, and then click From File.
3. Locate the picture you want to insert.

4. Double-click the picture you want to insert. E.g

Select a picture, image, chart in a document.

 Point at the object
 Click on it using left-mouse button

Duplicate a picture, image, chart within a document, to another

document.

1. Select the item you want to move or copy.

2. Do one of the following:
o To move the item, click Cut on the Standard toolbar.
o To copy the item, click Copy on the Standard toolbar.
3. If you want to move or copy the item to another document, switch to the
document.
4. Click where you want the item to appear.
5. Click Paste on the Standard toolbar.
6. To determine the format of the items that are pasted, click an option on the Paste
Options button that appears just below your pasted selection.

Move a picture image, chart within a document, to another document.

 Repeat procedure for the previous section while moving to a new document.

Resize a picture, image, chart.

 By default, Microsoft Word embeds pictures in a document. You can reduce the
size of a file by linking a picture. In the Insert Picture dialog box (Insert menu,
32
 From File submenu), click the picture, click the arrow to the right of the Insert
button, and then click Link to File.

Delete a picture, image, chart.

 Click once on the object to select
 Press delete key on the keyboard or select clear from the Edit menu.

Preview a document.
Before you print it is always good to view the document first.
 Pull down the File Menu then choose Print Preview.

Printing
Choose print output options such as: entire document, specific
pages, number of copies.
 Pull down the File menu and choose Print….

OR
Use the printer’s icon on the standard tool bar
OR
Using the Keyboard press Ctrl + P keys.

33
Print a range of pages
 Click on Pages to enable the option button, and then specify the portion of the
document you want to print.

If you click Pages, you must also enter the page numbers or page ranges you want to
include, or both.

Print more than one copy at a time

On the File menu, click Print.
In the Number of copies box, enter the number of copies you want to print.

Printing selected text.

1. Highlight text you so wish to print

Pull down the File menu, choose Print….
Then from the Open dialogue box click the Selection radio button
Then click on the OK button.

Print a document from an installed printer using defined options,

default settings.

When you print a document in draft quality, Microsoft Word does not print formatting or
most graphics, which may make the document print faster. Some printers don't support
this option.

34
 1. On the Tools menu, click Options, and then click the Print tab.
2. Under Printing options, select the Draft output check box.

MS EXCEL

Spreadsheet terminology

Cell: intersection of a column and a row in a spreadsheet window. Each cell has a unique
address labeled in accordance to column vs row cell position.
A cell can contain any of the following types of data:

Value: are numbers, dates and times to which mathematical calculations can be applied

Labels: pieces of text which are not necessarily used in mathematical calculations but to
identify a column or a row

Formulae: instructions to carry out mathematical calculations. A formula can use

absolute or relative cell addresses.

Relative cell addressing: addressing where the cell addresses are automatically adjusted
during the copying process to make them relative to the new rows or columns

Absolute cell addressing: addressing where the cell addresses are fixed, not adjusted,
during the copying process. The $ sign is usually placed before each part of the cell
address.

Example:
Assume an investor holds the same number of shares in each company (eg 250). The total
value of his investments can be worked out in a spreadsheet as follows:

A B C
1 Number of shares 250
2 Company Name Share price (ksh) Value
3 Kengen 25 =($B$1*B3)
4 Nation Media 30 =($B$1*B4)
5 Sasini 22 =($B$1*B5)

35
 6 Unga ltd 17 =($B$1*B6)
7 KPLC 15 =($B$1*B7)
8 TOTAL =SUM(C3:C7)

Errors:
#value! – no numerical value has been entered
###### - value too large to fit in a cell
div/0 – computation is beyond computing capability (infinity computation)

MS EXCEL EXERCISE 1
Create the Employees worksheet and Calculate the employees’ pay as follows:
Nmames
Age
Staff number
Basic pay
Allowances = 25% of basic pay less 200/=
Tax = 16% of basic pay less 1/3 of allowances.
Net pay= Basic pay+ Allowances – Tax.
Filter all the people earning more than 45,000 and copy this data to another sheet called higher levels
Use the if function to fill in a job grade in the column of job grade as follows:
If net pay > = 40,000 job grade = upper level
Else if Net pay < 40,000 job grade = lower level

Create a pie chart of Names versus Net pay, save it in a different sheet known as pie chart.
Detach the largest section of the pie chart and shade it with green
Detach the smallest section of the pie chart and shade it with red.

1. The following is a simple payroll. Key in the data. (10marks)

NB: The title of the sheet is “MICROSYSTEMS LTD” which should be centered in relation to
the sheet size.

Employee STATUS Dept Gender Hours Hours Basic RELIEF Allowa- Bonus Gross Tax NSSF Net
Name Worked Rate Pay nce Pay pay
John M Sales M 8 200
Peter S Computer M 12 444
Sam S Personnel M 22 454
Njogu M Sales M 3 567
Tina M Computer F 8 77
Easter S Sales F 4 64
Jane S Personnel F 34 500
Lynda S Sales F 3 444
Jessica M Computer F 33 433

Gerald M Sales M 45 88
Sally M Sales M 6 99
Pauline S Computer F 77 98

36
total

(i)

(ii)Name the worksheet as MICROSYSTEMS payroll. Save the workbook as Excel exam in
in the diskette provided. Be saving changes as you continue.

2. Calculations (35 marks)

(i) Basic pay =Hours worked * Hourly Rate
(ii) Allowance are allocated at 7.5% of the Basic pay
(iii) Bonus is awarded for those who have worked for more than 20 hours, at 10% of
Basic pay
Gross pay =Basic pay + Allowance + Bonus
RELIEF=IF G=MALE AND STATUS=M =1000
RELIEF=IF G=FEMALE AND STATUS=M =800
ELSE =500
(iv)Tax is calculated at 2% of the Gross pay
(v) N SSF =3.82% of the gross pay
(vi) Net pay =Gross pay - (Tax + N SSF)
(vii) Calculate all the totals for the Hours worked, Basicpay, Bonus, Allowance,
Gross pay, Tax, NSSF, and Net pay.

MS EXERCISE 2

Imagine that you have been hired by Uniliver Kenya Limited as a personnel manager
responsible for processing and generating payrolls for both casual and permanent
employees. You have been provided with data below to guide you in developing the payroll
program.
Save your work under the name Good exercise

Employee Name Gender Marital Department Type of Hours

Status Employment worked
Wycliffe aura Male Single Computer Permanent 200
James makokha Male Married Sales Casual 140
William okanya Male Married Management Permanent 120
Peter kimani Male Single Sales Casual 220
Mary atieno Female Married Management permanent 300
Dorcas kurui Female Married Sales Casual 149
Calesto onjala Male Single Management Permanent 180
Dismas atitwa Female Married Computers Casual 100
Josephine bore Female Single Sales Permanent 120
Thomas Kilonzi Male Single Management Permanent 135
Daniel moi Male Single Computers Casual 120
Esther wekesa Female Married Computers Casual 100
Damaris atieno Female single sales permanent 145

Compute the following by adding more fields to your worksheet.

1. Basic Pay as Hours Worked * hourly Pay rate

2. compute pay rate as follow
If department=management then pay rate=70
If department=computers then pay rate=60

37
 If department=sales then pay rate=50
Else
Pay rate=0
3. Bonus as 5% of Basic Pay If hours worked is greater than 160.
4. Relief as 1000 for males who are married, 800 for Female who are married and 600 for
the entire single.
5. NSSF 200
6. PAYE 2% of Basic Pay for permanent employees.
7. House Allowance 15% of Basic Pay.
8. Gross Pay as Basic Pay + Relief+ Bonus+ House Allowance
9. Net Pay as Gross Pay –(NSSF+PAYE)
10. use excel form to input 10 more records
11. Use the excel functions to compute the maximum, minimum and average values for each
column
12. Use excel functions to compute the column totals.
13. Grade the employees such that if the net pay is greater than 10000, then grade=
permanent, else the grade = Casual

MS ACCESS

Introduction

Access is a database package used in management of records. A database is a collection

of data organized to serve one or more applications, can contain tables, queries, forms,
reports, etc.

A table is a file consisting of records. It is made up of fields. Fields are identified by

their fieldnames. A record is a collection of related fields. E.g.

NAME AGE SEX - Fieldnames

ANNE 23 FEMALE - Record

ANNETTE 22 FEMALE

A field
A field is a single data item in a record which any meaning can be derived.

A fieldname represents data of a certain data type and hence the data type of the
fieldname must be given during the design of the table.

A record is a description of an event, an item, a person or an object eg age

Data type - s a set of data with values having predefined characteristics.

The most common data types are:

Text - Used to hold textual data - alphabets and alphanumeric text. Can hold up to 256
characters.
38
 Memo - Also holds textual data but of longer length than Text.

Number - Holds numeric data.

Currency - Holds figures and allows one to use currency symbols.

Yes/No - For logical fields. Used in areas where a Yes or No answer is expected or a "1"
or "0".

OLE object - Used to link certain fields to other applications.

Hyperlink - Used to link a field to the Internet.

AutoNumber - This is a data type that increments automatically. E.g. Serial numbers of a
certain item.

Primary key field - This is a field that uniquely identifies records. It can be used mainly
in record search in a certain table. It can be a number or text.

Foreign key field - is a primary key field in one table used to reference data in another
table. Its then used to link two tables together.

Junction table - is a table that contains common fields from two tables. Junction tables
are employed when dealing with many-to-many relationships in a database.

A Query is an extract of a table depending on a given criteria/condition. Only records

that meet the criteria specified will be displayed in the query.

A Form is a screen format mainly used for purpose of record entry.

A Report can be a summary of a table depending on a certain condition or on no

condition.

TASK 1

Create a database called Nairobi Hospital and design the table as shown below

IDENTIFICATION TABLE
NAMES ADDRESS TOWN REPORT ID NO MALE AGE GROUPS
Marcus clinton p.o Box 331 Nakuru 1/13/00 NTC 001 Yes Young
Aisha jama p.o box 5467 Nairobi 1/16/00 NTC 002 No Young
Emma Jama P.o Box 567 Voi 10/20/00 NTC 003 No Adult
Ben sakwa P.o Box 9000 Mombasa 2/2/00 NTC 004 Yes Young
Erastus Masinde P.o Box 80 Webuye 2/19/00 NTC 005 Yes Youth
Nderitu Hutchison P.o Box 1234 Isiolo 3/3/00 NTC 006 No Youth
George Obier P.o Box 345 Nairobi 3/3/00 NTC 007 No Youth

39
Lydia Nduku P.o Box 369 Busia 5/5/00 NTC 008 Yes Young
Pamela kasuku P.o Box 12548 Taita 7/5/00 NTC 009 No Adult
Fidelis Kasuvu P.o Box 9812 Nyeri 4/6/00 NTC 010 No Adult
Drama Abbas P.o Box 540 Kimilili 5/21/00 NTC 011 Yes Young
Kipruto keino P.o Box 560 Nairobi 3/6/00 NTC 012 Yes youth

DEPARTMENT TABLE
DEPARTMENT DEPT NO STAFF
CASUALITY CE201/SF DR. MENGO
MATERNITY CE202/SF DR ALISTAIR
DENTAL CE203/SF DR RICHARD
FAMILY PLANNING CE204/SF DR RUTH

ANALYSIS TABLE
ID NO TREATMENT DEPT ID PATIENT CHARGES
DIAGNOSIS
NTC 001 ACCIDENT SURGERY CE201/SF INPATIENET $150,445.00
NTC 002 CHECKUP CHECKUP CE202/SF OUTPATIENT $1,0000.00
NTC 003 TOOTHACHE FILLING CE203/SF OUTPATIENT $15,000.00
NTC 004 MALARIA ALPHAN CE204/SF OUTPATIENT $900.00
NTC 005 COUSELLING COUNSELLING CE201/SF OUTPATIENT $1,800.00
NTC 006 COUNSELLING COUNSELLING CE202/SF OUTPATIENT $500.00
NTC 007 CHECKUP CHECKUP CE203/SF OUTPATIENT $800.00
NTC 008 DELIVERY DELIVERY CE204/SF OUTPATIENT $5000.00
NTC 009 TOOTHACHE EXTRACTION CE202/SF OUTPATIENT $1,200.00
NTC 010 TYPHOID THERAPY CE203/SF INPATIENT $3,800.00
NTC 011 HEADACHE HEADACHES CE201/SF OUTPATIENT $880.00
NTC 012 MALARIA CHLOROQUIN CE201/SF INPATIENT $1,500.00

SECTION 1: TABLES
 Use the appropriate data types, formats and fields sizes
 The fields should have input masks automating all common characters
 Set the validation rule for charges limiting the entries to not less than 500.00
 Identify and set the primary key fields as appropriate
 Set the relationships between the tables.

SECTION 2 :QUERIES
A) design a query that includes names , male age group ,report date diagnosis. patient
Charges and the department in that order .use the criteria to define ‘check ups only
Save the query as analysis query
B) design another query and include the fields gender .age group .report date .
Diagnosis. patient charges and department .add the following computed fields
 Visit day ,that will give us the day each person reported
 Contact, that will combine address and town
 Payment, which will compute 50% of the charges as the doctors pay

40
 Sort the patient in criteria such that the out patient are displayed only
 Save the query as patients query

SECTION 3 ;FORMS
1. Create a form using the patients query with the following specification;
a) include all the fields from this query
b) add a form header and footer
c) on the form header , display the current date and title ‘hospital form
.format the title in such a way that it is bold, underlined ,and size 18
d) on the form footer , calculate total charges
e) ensure that your form is a single form view let each section have its on
colour
f) save the form as hospital form

2 create another form using the patients query with the following specifications;
g) include all the fields in the query
h) let the form be on data sheet view
i) Save it as patients form

SECTION 4; REPORTS
Create a report using the patient’s query with the following specifications;
Include all the fields except report
Give it a title of your choice and the current date and time .
Add page numbers |(page n of m) on the page footer
Apply different sections of the report to it more appealing
Save your report as patients report

MS POWER POINT

POWER POINT EXERCISE

Assume you are working as a marketing manager of TUSKER Supermarket. It’s the end
of the year and you’ve been invited to present a talk to the invited guests.

You are expected to give a talk that potential customer about the Major products
stocked. The topics should be shown in various slides about:-

(a) Major products give a list of at least four e.g. Furniture, Goods, Drinks.
(b) In each category give products.
E.g. Drinks – Sodas
Furniture
Chairs
Beds
Sofa
41
 Tables etc
2 In the presentation include a slide showing the organization chart of the
supermarket.

3. Insert a graph (Bar graph) comparing the end of year financial performance for
the last four years.

NB:
The presentation should be created in more than ten slides.

 Add appropriate backgrounds and slide design

 The animation should be as follows.
 Automatic timings only.
 Use slide transitions
 Add action buttons to aid in the navigation of the presentation.
 Rehearse the timings appropriately
 Use all PowerPoint features learnt to make the presentation an appealing as
possible.
 Marks will be awarded depending on creativity and following of the
instructions.

The PowerPoint Views

You can arrange the PowerPoint screen in three views: Normal, Slide, Sorter, and Slide
Show. You can switch from one view to another by clicking a view button located next to
the horizontal scroll bar.

Normal View
Use the Normal view to work with three underlying elements of a presentation--the
outline, slide and note—each in their own pane. These panes provide an overview of your
presentation in each section. You can adjust the size of the panes by dragging the pane
borders. You can use the outline pane to develop and organise your presentation’s
content—view a text outline of all the slides in your presentation or view a thumbnail
(miniature illustration) of each slide. Use the slide pane to add text, graphics, movies,
sounds, and hyperlinks to individual slides. Use the notes to add speaker notes or notes
that you want to share with your audience.

You can preview each slide in Normal view. Click the number of the slide you want to
view in the outline pane. You can also use the scroll bars or the Previous and Next Slide
buttons to move from slide to slide. When you drag the scroll box up or down on the
vertical scroll bar, a label appears that indicates which slide will be displayed when you
release the mouse button.

42
Slider Sorter View
Use Slide Sorter view to organise your slides, actions between the slides—called slide
transitions—and apply other effects to your slide show. The Slide Sorter toolbar adds
slide transitions and helps control the timing of your presentation. When you add a slide
transition, PowerPoint inserts an icon indicating that an action will take place as one slide
replaces another during the show. If you hide a slide, an icon appears indicating that the
slide will not show during the presentation.

Slide Show View / slide pre-view

Slide Show view presents one slide at a time. Use this view when you are ready to
preview, rehearse, or give your presentation. To move through the slides, right-click the
navigation button on the screen to access navigation controls, or press the Enter key or
spacebar on the keyboard to move through the show. To quit the Slide Show view, press
the Esc key on the keyboard.

Notes page

Every slide has a corresponding notes page that displays a reduced image of the slide and
a text placeholder where you can enter speaker notes.

Enter Notes in Normal View

1. Switch to the slide in which you want to enter notes.

2. Click in the notes pane and type your notes.

Enter Notes in Notes Page View

1. Switch to the slide in which you want to enter notes

2. Click in the notes pane and type your notes.

QUICK BOOKS

PRACTICAL Exercise
Elshada international limited is a wholesale company with both electronic components and other supplies. It
started its financial year January 1996 and had the following details about their transactions when the
manufacture decided to computerize its accounts. Eshada international limited P.O.Box 3456 Nairobi. Tel 020-
456789
Suppliers Details
Insert the following data as necessary

43
SP Details SP0001 SP0002 SP0003 SP0004 SP0005
First Name Willy Josphine Billy Naomi Andrew
Last Name Wanjala Karanja Musila Kalonzo Obura
Company Ebrahims News Tech Microsystems Henjek Jomwaka
Address 2567 3234 4789 6005 5876
City Nairobi Nairobi Nairobi Nairobi Nairobi
Country Kenya Kenya Kenya Kenya Kenya
Telephone 020-234567 020-567890 020-444322 020-230023 020-458907
Balance b/f 5000 12000 500 1000 0.00
A/c number 0001 0002 0003 0004 0005
Supplier Type Supplies Supplies Supplies Supplies Supplies
Contact 145454 47888 369000 734355 967889
Credit Limit 10,000.00 40,000.00 50,000.00 22,000.00 33,000.00
Terms Credit-30 Credit-30 Credit-30 Credit-30 Credit-30
Vat no. W 33300 W 566767 W 25677 W 57877 W 365654

Customer Details
Insert the following data as necessary

Customers Details CU001 CU002 CU003 CU004 CU004

First name Julie Martin Jane Kim Peter
Last name Maundu Njoroge Ngige Wafula Obama
Company Tusker KTN Nation Uchumi Kameme
Address 60034 70567 69456 28767 54567
City Nairobi Nairobi Nairobi Nairobi Nairobi
Country Kenya Kenya Kenya Kenya Kenya
Telephone 222345 444001 555678 311132 667899
Balance b/f 30000 10000 30000 35000 90000
A/cnumber 0001 0002 0003 0004 0005
Customer type Supplies Supplies Supplies Supplies Supplies
Contact 455667 887743 467888 7806 345670
Credit Limit 100000 80000 260000 80000 200000
Vat M 2325445 M 435456 M 567787 M 8785654 M 123355

Item Details IT 0001 IT 0002 IT 0003 IT 0004 IT 0005

Item Name Clothes Radio Motherboard Loud speaker Briefcase
Description Clothes Radio Motherboard Loud speaker Briefcase
Cost price 3000 6000 9000 4500 3000
C/S VAT 16% 16% 16% 16% 16%
Vendor Billy Willy Andrew Naomi Willy
Qty at hand 2000 250 150 100 500

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Recorder Level 20 10 15 12 10
Sales Price 5000 8000 10500 6500 750

Employee details EMP/001 EMP/002 EMP/003 EMP/004

First Name Daniel Ben Fred Winne
Last Name Kimathi Kimweli Musau Kisengese
Address 56789 89076 34567 25678
City Nairobi Nairobi Nairobi Nairobi
Country Kenya Kenya Kenya Kenya
Telephone 233444 456788 789065 608945
Employee Number 344567 654432 907654 456778
National Insurance Number AB000001C AB000002C AB000003C AB000004C
Date of birth 1775 1965 1972 1976
date He/She joined 1996 1992 1995 1990

The ESHADA INTERNATIONAL limited has two types of accounts with Equity Bank i.e. Savings Account and
Current account with the following balances and account numbers respectively. 700,000.00, 2,000,000.00,
0111090900, 0111090902 and accredit card i.e Visa card worthy 650,000.00 and its bank account is 2107505.

The company is also engaged in some services, which are set as production and cost units. These services
include:

Details Service Price

Radio Repair 85,000.00
Computer Troubleshooting 7,000.00
Hard disc partitioning 4,000.00
Software writing 200.00

 Transactions involved in the fiscal year from 01/01/96

 05/01/96 Njoroge made an enquiry of radio Repair.
 07/01/96 Julie had a computer that had a problem and she wanted to bring it to Eshada for
troubleshooting she called to enquire about the cost.
 08/01/96 Jane bought four briefcases on cash sale and later the money was deposited in the company
current account.
 09/09/01/96 the supplies department ordered twenty clothes from Microsystems.
 10/01/96 Kim made an enquiry for ten motherboards, which were due for payment on credit.
 The company bought land worthy 2.5 million and by the end of the year it was expected to appreciate by
20% P.A.
 The company accountant decided to value the fixture and furniture and fount that the were worthy
350,000.00 at the beginning of the fiscal year and the company moved towards the end of the financial
year the assets were depreciating at 10% P.A.
 The company also had a premise worthy 2,500,000.00 and it was appreciating at a rate of 15% P.A.
 15/01/96 the company decided to acquire a loan worthy 1,500,000.00 which was to be paid back after
three years.

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  The transaction made on 05/01/96 was cleared on credit on 18/01/96.
 21/01/96 Julie brought her computer for troubleshooting she had enquired on 07/01/96 and she
cleared on cash.
 22/01/96 the products ordered on 09/01/96 were cleared on credit.
 23/01/96 Peter ordered five radios, which were supposed to be delivered by bike services.
 09/02/96 Martin brought his computer for partitioning which was to be cleared on cash Services.
 12/02/96 peter ordered six loud speakers for resale.
 20/02/96daniel did computer partitioning for nine hours and the management recommended him for
his hard work.
 28/02/96 the company accountant ordered ten radios from Edrahims Electronics Company.
 05/03/96 peter received the products ordered on 12/01/96 where payment due on credit.
 10/03/96 the enquiry made on 05/01/96 was cleared on cash, which was done by Fred, and the work
was through checked by the company account where later Fred was issued with a memo for good job
after working for ten hours.
The following are the departments of Elshada International Limited. Sales, accounts, purchases, employees,
assets, liabilities, budget.
 15/03/96 the company drafted budget for the following accounts
Insurance 4000.00 with an increasing percentage of 1.22% P.M
Electricity 5000.00 with an increasing percentage of 1.85% P.M
Water 1000.00 with an increasing percentage of 2.45% P.M
Transport 7000.00 with an increasing percentage of 1.75% P.M
Other expenses 6000.00 with an increasing percentage of 3.5% P.M
License 15000.00 with an increasing percentage of 2.35% P.M
Professional fee 5000.00 with an increasing percentage of 1.15% P.M
 22/03/96 the chief controller transferred 75,000.00 from the current account to cash account.
 28/04/96 the company accountant writes a cheque worthy 55,000.00 for the payment of Fred as his
salary.
 05/04/96 the products ordered by peter on 23/01/96 were cleared on credit, which were delivered by
bike.
 10/04/96 three briefcases out of the ones received on 05/04/96 were returned to the company and
money worthy the components was paid back.
 The company accountant was supposed to deposit 25,000.00 in the credit card account therefore he
recorded a not to remind him deposit the money on 15/05/96.
 12/05/96 the company accountant was entrusted by the managing director to write a memo on new
change of prices of both services and products to all customers.

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Below is a table of the new prices
Item name Old prices New prices
Radio repair 8500.00 1000.00
Software writing 200.00 400.00
Hard disk partitioning 4000.00 6000.00
Computer troubleshooting 7000.00 10500.00

OFFICE AUTOMATION

Office automation refers to the use of computer machinery and software to digitally
create, collect, store, manipulate, and relay office information needed for accomplishing
basic tasks and goals. Raw data storage, electronic transfer, and the management of
electronic business information comprise the basic activities of an office automation
system. Office automation helps in optimizing or automating existing office procedures.

Office automation is intended to provide elements which make it possible to simplify,

improve, and automate the organization of the activities of a company or a group of
people (management of administrative data, synchronization of meetings, etc.).

Considering that company organizations require increased communication, today, office

automation is no longer limited to simply capturing handwritten notes. In particular, it
also includes the following activities:

o exchange of information
o management of administrative documents
o handling of numerical data
o meeting planning and management of work schedules

Generally, there are three basic activities of an office automation system: data storage and
manipulation of information, data exchange, and data management. Within each broad
application area, hardware and software combine to fulfill basic functions.

Advantages of office automation:

o Increased Efficiency
o Employees focus on core business functions (Not simple repetitive tasks)
o Increased throughput
o Office automation can get many tasks accomplished faster, eliminating the need
for a larger staff.
o Less storage space is required for data, and copies can be easily transferred off-
site for safekeeping in case of fire or other emergency.

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 o Multiple people can be updated simultaneously in the event of schedule changes.

Disadvantages of office automation

o Older staff members may have a harder time adjusting to the new technology and
be unable to use it efficiently.
o The amount of money required to implement and the cost of maintenance of
certain equipment is huge.

INFORMATION AND INFORMATION SYSTEMS

INFORMATION
Information is processed data, used by managers to initiate actions and to run the
organization efficiently. The data processed by machines gives information.
Information can also be defined as a collection of facts from which conclusions may be
drawn. Data is a raw material with which we begin. Collecting data costs money and
hence one must collect necessary and sufficient data. Data is generally used by machines
and is useless unless it is processed to create information.

Information is required to assist with decision-making, but not all information is useful.
The features of good information are that it is cost-effective, timely, accurate, complete,
relevant and concise.

The key characteristics of good quality information

Relevant

The information obtained and used should be needed for decision-making. It should
reduce a person's uncertainties about work and education while facilitating choice and
planning. A good way of ensuring relevance is to closely define the objectives of any
information reports.

Up-to-date

Information needs to be timely if it is to be actioned. For example, the manager of a large

retail business needs daily information on which products are selling well (or not) so that
immediate action can be taken. Keeping information current requires a process of
eliminating the old and adding the new. While some types of information are more
perishable than others, it is generally accepted that occupation and education information
should be reviewed and updated annually to be current.

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Accurate

Information that is true, verifiable and not deceptive. As far as possible, information
should be free from errors (e.g. the figures add up; data is allocated to the correct
categories). Accurate information is usually a function of accurate data collection. Data
can be validated by comparing sources or checking for internal consistency. However,
businesses need to guard against trying to produce "perfect" information - it is often more
important for the information to be up-to-date than perfect.

Meet the needs of the User

Users of information have different needs. For example, the managing director would
want a summary of the key facts while a quality control supervisor will want detailed
information about quality testing results rather than a brief one-line summary of how
things are going. It is a good idea to encourage users to help develop the style and format
of information reporting that they require.

Easy to use and understand

Information should be clearly presented (e.g. use summaries, charts) and not too long. It
also needs to be communicated using an appropriate medium (e.g. email, printed report,
presentation. Businesses should also consider developing "templates" which are used
consistently throughout the organisation - so that users get used to seeing information in a
similar style.

Comprehensive

The information should include all the important categories within its scope of coverage.
However it should not be excess.

Worth the cost

Information costs money. Data is costly to collect, analyse and report. Information takes
time to read and assimilate. All users should question whether the information they
recieve/have requested is worthwhile

Reliable

Information should come from authoritative sources. It is good practice to quote the
source used - whether it be internal or external sources.

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TYPES OF INFORMATION

STRATEGIC
Needed for long range planning and directions. This is less structured. Examples:
1. Yearly and monthly production quotas and alternate schedules
2. Policies on machine replacement, augmentation and modernization.
3. Identifying best product mix.

TACTICAL
Needed to take short range decisions to improve profitability and performance. This
moderately structured. Examples:
1. Identifying and controlling areas of high cost.
2. Identifying critical bottlenecks in production.
3. Identifying alternate production schedules based on tools, machines etc.
4. Performance measures of machines to decide replacement

OPERATIONAL
Needed for day to day operations of the organization. This is highly structured. Eg: Daily
Sales, Billing.
Examples:
1. Monitoring up to date production information by examining assemblies, detecting
likely shortages and giving early warning.
2. Scheduling better production dynamically.
3. Preventive maintenance schedules.
4. Monitoring tool, machine and personnel availability

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MANAGEMENT HIERARCHY AND INFORMATION NEEDS

Volume of Type of Information

Information

Low Unstructured Strategic-

Condensed Top Long range planning
Managers
Medium Moderately Tactical-
Moderately Structured Short range improvement
Processed Middle
Managers

Large Highly Operational-

Detailed Structured Line Day to day policies
Reports Managers

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