Computer Literacy 1

Computer Literacy
Using Microsoft Office

Office
 Computer Literacy 1

TABLE OF CONTENTS
Lesson 1: Introduction to Computers ........................................ 5
History of Computers ................................................................................................5
Short History of Computers ............................................................................................................................. 5

Types of Computers ..................................................................................................6

Computer Components ............................................................................................7
Software........................................................................................................................................................... 7
Hardware ......................................................................................................................................................... 8
MOTHERBOARD ................................................................................................................................................... 8
CPU ................................................................................................................................................................... 8
RAM .................................................................................................................................................................. 8
HARD Drive........................................................................................................................................................ 8
POWER SUPPLY ................................................................................................................................................... 9
PRINTER AND SCANNER ........................................................................................................................................ 9
STORAGE DEVICES ............................................................................................................................................. 10

Computer Capacity and Speed ................................................................................10

Careers in Computing .............................................................................................10
Windows Operating System....................................................................................17
Windows Operating System Components .................................................................................................... 17
Using the Mouse ............................................................................................................................................ 19

How to Save Files ....................................................................................................20

How to Turn Off Computer .....................................................................................21
Terms to Know ........................................................................................................22
Handout ..................................................................................................................27
Starting and Using a Program ........................................................................................................................ 31

Activity: ...................................................................................................................35
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Lesson 2: Microsoft Word ....................................................... 36

Microsoft Office: Common Window Components .................................................36
Ribbons, Tabs, and Groups ............................................................................................................................ 37

Default Tabs in Microsoft Word ..............................................................................38

Lesson 2 - A .............................................................................................................39
Terms to Know ............................................................................................................................................... 39

Lesson 2 - B .............................................................................................................41
Terms to Know ............................................................................................................................................... 41

Lesson 2 - C .............................................................................................................44
Terms to Know ............................................................................................................................................... 44

Lesson 2 - D .............................................................................................................46
Terms to Know ............................................................................................................................................... 46

Lesson 2 - E .............................................................................................................49
Terms to Know ............................................................................................................................................... 49

Lesson 2 - F .............................................................................................................53
Terms to Know ............................................................................................................................................... 53

Lesson 3: Microsoft Excel ....................................................... 61

Default Tabs in Microsoft Excel...............................................................................61
Lesson 3 - A .............................................................................................................63
Terms to Know ............................................................................................................................................... 63

Lesson 3 – B ............................................................................................................65
Terms to Know ............................................................................................................................................... 65

Lesson 3 – C ............................................................................................................67
Terms to Know ............................................................................................................................................... 67

Lesson 3 – D ............................................................................................................70
Terms to Know ............................................................................................................................................... 70

Lesson 3 – E ............................................................................................................72
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Terms to Know ............................................................................................................................................... 72

Lesson 3 – F ............................................................................................................73
Terms to Know ............................................................................................................................................... 73

Essential Concepts and Skills Handout ....................................................................77

Lesson 4: Microsoft Access ..................................................... 83

Default Tabs in Microsoft Access ............................................................................84
Terms to Know ........................................................................................................85
Essential Concepts and Skills Handout ....................................................................91
Activity & Handout .................................................................................................93

Lesson 5: Microsoft PowerPoint ............................................. 95

Default Tabs in Microsoft PowerPoint ....................................................................95
Terms to Know ........................................................................................................97
Essential Concepts and Skills Handout ..................................................................103

Reference ............................................................................. 107

Microsoft Word Quick Reference .........................................................................107
How To: Fundamentals ............................................................................................................................... 107
Helpful Shortcuts ......................................................................................................................................... 107
How To: Formatting .................................................................................................................................... 108
How To: Tables ........................................................................................................................................... 109
How To: Drawing and Graphics .................................................................................................................. 109

Microsoft Excel Quick Reference ..........................................................................110

How To: Fundamentals ............................................................................................................................... 110
Helpful Shortcuts ......................................................................................................................................... 110
How To: Formulas and Functions ............................................................................................................... 111
How To: Workbook Management .............................................................................................................. 111
How To: Charts ........................................................................................................................................... 111
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Microsoft Access Quick Reference ........................................................................112

How To: Fundamentals ............................................................................................................................... 112
Helpful Shortcuts ......................................................................................................................................... 113
How To: Working With Tables .................................................................................................................... 113
How To: Working With Queries .................................................................................................................. 115

Microsoft PowerPoint Quick Reference ................................................................116

How To: Fundamentals ............................................................................................................................... 116
Helpful Shortcuts ......................................................................................................................................... 116
How To: Formatting .................................................................................................................................... 116
How To: Drawing and Graphics .................................................................................................................. 117
How To: Delivery, Transitions, and Animations ......................................................................................... 118
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Lesson 1: Introduction to Computers

This lesson introduces you to the history of computers, different types of computers, and common
components that makes up a computer. It also introduces you to the Windows Operating System and its
components. Throughout the lesson, you will be exposed to various computer terminologies and jargons.

History of Computers
A computer is a device that receives input, performs processing, and produces an output. Often time the
computer also performs storage activities. Computers, like any other piece of technology that you have come
across, has gone through numerous periods of development and advancement. The evolution of computers
stemmed from extensive studies and inventions of many individuals. Today, computers are all around us.
Many of our daily activities rely on computers; from our cell phones to our cars and from ATM machines at the
bank to cash registers at the grocery store. As such, development and advancement in computers continue.

Short History of Computers

ABACUS
The abacus is a device that is considered to be the earliest and most basic form
of computer. The abacus was developed by the Babylonians to perform basic Abacus
arithmetic calculations.

Fact: Babylonians are the people of an ancient region called Babylonia which is
present-day Iraq.

ANALYTICAL ENGINE
Designed by Charles Babbage in around 1833, the analytical engine is considered
to be the first mechanical computer. Because of his design, Charles Babbage
was later declared the “Father of Computing”.

Fact: Charles Babbage’s original designs of the analytical engine were never Charles Babbage
actually implemented during his time. This is because no one was willing to
invest money in a device that they could not guarantee would be successful in
the end.

TELEPHONE
In around 1876, Alexander Graham Bell invented the telephone. His invention is
the foundation of various studies and developments in communication and
computer technologies.
First Telephone
Question: Can you think of a technology or development in communications and information sharing that is
based on the telephone and its infrastructure?
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ARPANET
In around 1969, the United States Department of Defense developed the ARPANET (Advanced Research
Project Agency Network). This project was the department’s attempt to research more on computer
networking and information sharing. Initially, the ARPANET was primarily used to send plain text emails.

Fact: ARPANET is what we know today as the Internet.

MICROSOFT
Microsoft is a company that is globally recognized as being the
leader in producing and marketing computer software. Founded
in around 1975 by Bill Gates and Paul Allen, Microsoft is the same
company that produces and sells Microsoft Office as well as the
Microsoft Windows Operating Systems.

Types of Computers
Paul Allen and Bill Gates
There are four primary types of computers and they are:
• Minicomputers
• Mainframe computers
• Super computers
• Personal and mobile computers

SUPER COMPUTERS
Super computers are the fastest, largest, and most expensive computers there is. These computers are used
to solve very complex equations that require a very long time to calculate.

MAINFRAME COMPUTERS
Mainframe computers are large computers that are usually big enough to occupy an entire warehouse. These
types of computers are usually used to house databases that stores huge amounts of data.

MINICOMPUTERS
Minicomputers are the older version of the “personal computers”. Compared to today’s personal computers,
minicomputers are much bigger in size yet the storage capacity is much less, processing speed is much slower,
and many of the luxury capabilities and functionalities we enjoy today are nonexistent.

Fact: Minicomputers contributed to the growth and the development of the personal computer.
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PERSONAL AND MOBILE COMPUTERS

Personal and mobile computers are the type of computers that average users like us use. These computers
include our home and office desktop computers, laptops, tablets, smart phones, and other similar devices.

Minicomputer Mainframe Computer

Super Computer Personal and Mobile Computer

Computer Components
A computer is made up of software and hardware. Software is the programs installed inside a computer.
They allow users to tell the computer what to do. Hardware is all the pieces of equipment that make up a
computer. Hardware is sometimes referred to as a peripheral.

Software
There are two categories of software and they are Operating Systems software and Applications software.
Operating Systems software consists of all the programs that a computer needs in order to turn on and to
function properly. Examples of Operating Systems software are Windows XP, Windows Vista, Windows 7, and
Windows 8. Applications software, on the other hand, are the software that are not needed by a computer to
turn on and to function properly but rather are programs users usually would want installed in their computer
 8 Computer Literacy

so that they can perform various tasks like typing a research paper, performing calculations, or creating a
presentation. Examples of Applications software are Microsoft Word, Microsoft Excel, Microsoft Access, and
Microsoft PowerPoint.

Hardware
A computer is made up of various pieces of hardware. Each hardware, based on its functions and capabilities,
falls under one of three categories of hardware and they are input, output, and I/O. Input devices are
hardware used to send information to the computer. Output devices are hardware used by the computer to
send feedback to the user. Devices that are considered I/O devices perform both input and output
operations. These devices are used to send information to the computer as well as used to send feedback to
the user. Most storage devices and drives are I/O devices. This is because the saving process allows a
computer to send information to a storage device such as saving a file and also allows the storage device to
send information to the computer such as retrieving or opening a file.

MOTHERBOARD
The motherboard is the main circuit board inside your computer
case. It is also the largest circuit board inside the case. The
primary function of the motherboard is to connect all other
computer components or hardware together. Each component
connected to a computer, whether inside and outside the case,
must connect to the motherboard either directly or indirectly.

CPU CPU
CPU is short for Central Processing Unit. The CPU
is enclosed in a case directly on the motherboard and is the chip
that does most of the processing in the computer. It is
sometimes referred to as the
“brain of the computer”.

RAM RAM
RAM is short for Random Access Memory. The RAM is a temporary storage that stores
files and applications while they are being used. The RAM, like the CPU, is installed
directly on the motherboard.

HARD Drive
Hard drive, sometimes called hard disk, is the primary permanent storage device in a
computer. Anything saved in a computer is most likely stored in the Hard Drive.

Fact: The picture on the right is the same device that you would find inside an Hard Drive
external hard drive.
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POWER SUPPLY
The power supply is the device that supplies the power that the computer needs.
The power supply is located inside the computer case and toward the back of the
case. It is usually separated from all the other components inside the case. Some
devices are connected directly to the power supply like the motherboard while
others connect indirectly to the power supply through the motherboard like the
RAM and the CPU.

PRINTER AND SCANNER Power Supply

A printer allows users to make printed or hard copies of files. A scanner, on the
other hand, allows users to digitize hard copies of files, photos, and other documents.

Printer Scanner 3 in 1 (Printer, Scanner, Fax)

MODEM (DIALUP MODEM)

A dialup modem is a device that allows users to connect to the Internet from their home via telephone line.
Some dialup modems are internal or located inside the computer case while others are external or located
outside the computer case.

Internal Dialup Modem External Dialup Modem

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STORAGE DEVICES
A computer supports various types of storage devices that users can save files to. Some examples of
commonly used storage devices include:

• Floppy Disk
• Zip Disk
• CD
• DVD
• USB Flash Drives
• External Hard Drives
Floppy Disk Zip Disk CD and DVD

USB Flash External Hard

Drive Drive

Computer Capacity and Speed

The computer uses different units of measurements to measure both capacity and speed. Capacity is
measured in bit. The word bit is short for Binary Digit. A bit is a single unit in the binary numbering system. A
single bit is either a 0 or a 1, the only two numbers that make up the binary numbering system. Most
numbers and characters that can be entered using the keyboard consist of a string of 8 bits or 8 combinations
of 0s and 1s called a byte. However, some characters consist of a string of 4 bits or 4 combinations of 0s and
1s called a nibble.

Computer speed, on the other hand, is measured in megahertz. In terms of processing speed, megahertz is
used to measure or describe the amount of data being processed by the CPU per second.

Fact: Hertz in megahertz is named after German physicist Heinrich Hertz.

Careers in Computing
The computing field and industry continues to grow opening more windows of
opportunities for careers in the field. Some careers in the field include:

• Animation or Graphic Design

o People in this area specialize in designing and creating graphics
and/or animations for software, games, movies, web pages, and
other similar programs.

• Database Management and Design

o People in this area specialize in planning, designing, developing,
testing, and maintaining databases. Technical Support
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• Electronics Engineers
o People in this area specialize in assembling, testing, and repairing
electronic equipment’s.
• Network Administrators
o People in this area specialize in planning, designing, setting up, and
maintaining computer networks.
• Programmers or Software Developers
o People in this area specialize in planning, designing, developing, and
maintaining computer programs.
• Technical Support (Technician or Help Desk)
o People in this area specialize in helping end-users or company
employees with their computers, software programs, and hardware Network
devices. Administrator
• Webmaster or Web Designer
o People in this area specialize in planning, designing, developing, and maintaining websites.
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Name:____________________________________
Class Time:________________________________ Computer Literacy 13
Date:_____________________________________

Input, Output, I/O Activity

Remember, Input devices are hardware used to send information to the computer. Output devices are
hardware used by the computer to send feedback to the user. Devices that are considered I/O devices
perform both input and output operations.

Review each of the listed hardware or peripheral and carefully reflect on its functionality. Identify the type of
hardware for each of the following by writing I, O, I/O on the line provided.

1. ___________USB Flash Drive 9. ___________Web Cam

2. ___________Keyboard 10. ___________RAM

3. ___________Microphone 11. ___________Monitor

4. ___________CD Burner 12. ___________Speakers

5. ___________Scanner 13. ___________Floppy Disk

6. ___________Printer 14. ___________Touchscreen

7. ___________Mouse 15. ___________Floppy Disk Drive

8. ___________Headphone 16. ___________Dialup Modem

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Name:____________________________________
Class Time:________________________________ Computer Literacy 15
Date:_____________________________________

Classwork Puzzle
E E D Z P Q S R E T U P M O C I N I M
the correct word(s) on the line provided. After you

N M Z Z P P B V Y S Y S G T T L P O P
through the answer). If the answer does not exist
sure to draw an oval around the answer (or a line
have answered each of the questions, find all the
Instruction: First, answer questions 1-20. Write

answers in the word search puzzle below. Make

E O S G Q O I A L L O R V D A N U R E
in the word search then that means that your U T X S J Q W J K F Y M Q R F T H M R
K H K F S C U E T U E N E O P C C K S
K E Q J U B Z W R I A H T U B O Q Q O
W R M P O U A K N S P S T D M Q E Y N
U B O U Y R X P T I U T G P L K L W A
M O D E E Q U Y R K U P U I R P E O L
answer is probably incorrect.

A A S G H T Q E I O O T P O X R C B C
X R B Y T E P B U X E O W L Q O T O O
O D P B J Z J D L R Z T R S Y C R T M
S E M A R F N I A M E Q A M D E O X P
M E R A W D R A H N M T M I U S N J U
D E S R E T U P M O C R E P U S I M T
U Y D M E G A H E R T Z C S B I C C E
X X B O Y Z L X K P M D D U J N S N R
L X M A M L A Z U U D E A U H G T B S

________________________1. ___ Administrators make sure that a company's local area network operates efficiently.
________________________2. ___ Engineers design computer hardware.
________________________3. A device that receives input, performs processing, and produces an output.
________________________4. A string or group of 8 bits.
________________________5. Actions that a computer program performs on the input.
________________________6. All the pieces of equipment that makes up your computer system.
________________________7. Another word for hardware.
________________________8. Computers available to average users like you and me and that come in a wide variety of
styles and sizes.
________________________9. Computers that contributed to the growth of the personal computer (PC).
________________________10. Computers user by large companies to manage huge amount of data (databases).
________________________11. Data entered into a computer.
________________________12. Device that allows you to connect to the Internet.
________________________13. Device that distributes electricity to the various components of your computer.
________________________14. Fastest, largest, and most expensive computers used by mathematicians, scientists, and
military/industrial researchers.
________________________15. Instructions or programs installed inside your computer.
________________________16. Results of the processing.
________________________17. The largest circuit board inside your computer.
________________________18. The speed of your computer is measured in ___.
________________________19. Three-letter answer--a chip that is often referred to as the brain of the computer.
________________________20. Three-letter answer--special chips where data and programs reside while in use.
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 Computer Literacy 17

Windows Operating System

The operating system is an important software installed inside
a computer. It is the program that is required by the computer
in order for it to turn on and to function correctly. If you have
used a computer before, the interface that you interact with
such as the desktop, the icons, and the menus are part of the
operating system. There are many different operating systems
that users can install in their computers; however, the
Windows Operating System is one of the most commonly used
operating system for home and office computers. Some Windows Operating Systems
examples of variations of the Windows Operating System are
Windows XP, Windows Vista, Windows 7, and Windows 8.

Windows Operating System Components

In order to successfully navigate and interact with a computer, users must understand or be familiar with the
different components, tools, and features of an operating system. Following are some of the common
Windows Operating System components.
2
1

5 3 6
1. Desktop: The desktop is a graphical user interface (GUI) that contains items you need to perform various
activities on the computer.
2. Icons: Icons are individual images on the desktop that represent certain programs, buttons, files, folders,
and functions.
3. Task Bar: The entire bar at the bottom of the desktop is called the task bar. This includes the start button
and quick launch toolbar on the left and the system tray on the right.
 18 Computer Literacy

4. Start Button: In the lower left corner of the desktop, you will find the start button, which allows you to
access all functions and programs through a menu-based interface.
5. Quick Launch Toolbar: Next to the start button, many computers will have the quick launch toolbar. This
toolbar allows you to quickly access certain programs.
6. System Tray: The system tray shows the status of certain devices, programs, and functions of the
operating system.

The Windows Operating Systems supports various common shortcut key combinations and special keys to
enable users to quickly access specific features or perform basic activities such as copy and paste. Shortcut
key combinations usually use the special keys Shift, Alt, and Ctrl in addition to other standard keys on the
keyboard. However, there are some special keys on the keyboard that can work by themselves. Below are
some of the common special keys and shortcut key combinations that users can use.
2 1 6

4
5
3

7 8
1. Function Keys F1 to F12
o These keys are usually located at the top of a keyboard. Often times, they can work by
themselves, however, there are instances where these keys are combined with Shift, Alt, or Ctrl
keys to perform specific tasks. The functions of these keys vary from manufacturer to
manufacturer and also from operating system to operating system. The function keys on most
keyboards have little icons or pictures on them and so pay close attention to pictures as they
will give hints on what a key can be used for.
2. Escape Key (ESC)
o This key is usually located on the top left side of a keyboard. Often times, the key is used by
itself to cancel commands.
 Computer Literacy 19

3. Enter Key
o Most keyboards have 1 to 2 Enter keys. Often times, the key is used by itself to execute
commands, run applications, or open files or folders.
4. Backspace Key
o Most keyboards have only 1 Backspace key. Often times, the key is used by itself to delete
objects. When used with text, the Backspace key deletes characters to the left of the Insertion
point.
5. Delete Key (DEL)
o Most keyboards have only 1 Delete key. Often times, the key is used by itself to delete objects.
When used with text, the Delete key deletes characters to the right of the Insertion point.
6. Print Screen Key (PRTSC)
o Most keyboards have only 1 Print Screen key. Often times, the key is used by itself to take a
screen shot or picture of the screen.
7. Windows Key
o This key is usually indicated with the Microsoft Windows flag logo. Often times, the key is used
by itself to open the Start Menu.
8. Application Key
o This key is usually indicated with a menu like icon. When an object is selected, this key can be
used to open a shortcut menu for the object.

OTHER HELPFUL SHORTCUT KEY COMBINATIONS:

Ctrl + s Save Ctrl + a Select All Ctrl + i Italicize Ctrl + Shift + > Increase Font Size
Ctrl + p Print Ctrl + x Cut Ctrl + u Underline Ctrl + Shift + < Decrease Font Size
Ctrl + z Undo Ctrl + c Copy Ctrl + b Bold
Ctrl + y Redo Ctrl + v Paste

Using the Mouse

The mouse, as simple as it is, is an important part of a computer system. A
mouse usually contains at least two buttons or sides. Each side performs a
specific function. The Left side is often used to select an icon, object, or
feature or trigger an event. Moving the mouse to an icon, object, or feature
and clicking the left side of the mouse once will select the entity. Moving the
mouse to an icon, object, or feature and double clicking the left side of the
mouse quickly will open or trigger the defined function of the entity. The
Right side of the mouse, on the other hand, is used to open a shortcut menu.
Moving the mouse to an icon, object, or feature and clicking the right side of
the mouse once will open a shortcut menu with options available for the currently selected entity. Sometimes
users come across a mouse with more than just a left and a right side. Sometimes a mouse may have a wheel
between the left and the right side which act as a scrolling and sometimes zooming control. Other times a
mouse may have extra buttons on the sides to perform basic navigation functions such as back and forward
which are often useful when surfing online.
 20 Computer Literacy

How to Save Files

New document:

Step 1: File (Office Button) - Save or Save As

Step 2: Choose location where to save your file.
Step 3: Locate folder where your file will be saved to. You can also create a folder, if necessary.
Step 4: Enter what will be your file’s name.
Step 5: Click Save.

If a document has been created and has been opened:

To SAVE: is to save the original file with all the changes that has been made to the file.

To SAVE AS: is to save a copy of the file that is open with all the changes that has been made usually with a
different name and location. When using the Save As option, you usually end up with two files: the original
file and the file created by Save As which contains the same content as the original file as well as the changes
that were made before Save As.
 Computer Literacy 21

How to Turn Off Computer

 SHUTDOWN – turn off computer (close all windows, return to the desktop, and press ALT+F4 on your
keyboard)
 RESTART – turn off the computer and automatically on again.
 LOG OFF – when logged in as a specific user, log off will take you out of the account you are in and
back to the login screen.
 SWITCH USER – when logged in as a specific user, switch user allows you to quickly exit the account
you are in and back to the login screen so that you can log in as a different user.
 SLEEP – standby mode where you can leave your computer on and available for use without restarting.

2 3

1
Steps on how to shut down computer
Step 1: Click Office Button on Task bar (or Start Button)
Step 2: Click the more button
Step 3: Choose what action to do and click.
 22 Computer Literacy

Terms to Know
1. Hardware – Computers, printers, and other devices.
2. Software – Programs that provide the instructions for a computer or other hardware device.
3. Compatibility – The ability to work with another program or hardware device.
4. Ribbon – A screen element that displays buttons for accessing Office features and commands.
5. Mouse – A device that allows you to select items on-screen by pointing at them with the mouse pointer.
6. Mouse Pointer – A marker on your computer screen that shows you where the next mouse action will
occur. The mouse pointer changes shapes depending on the current action.
7. Insertion Point – The flashing vertical line that indicates where the next action will occur in a
document.
8. Scroll Wheel – A wheel on some mouse devices (called a wheeled mouse) used to navigate through a
document on-screen.
9. Dialog Box – A window in which you select options that affect the way the program executes a
command.
10. Task Pane – A small window that displays additional options and command for certain features.
11. ScreenTip – A balloon containing information that is displayed when you rest your mouse pointer on
certain screen elements.
12. Toggle – A type of command that can be switched off or on.
13. List Box – A list of items from which selections can be made. If more items are available than can fit in
the space, a scrollbar is displayed.
14. Palette – A display such as colors or shapes, from which you can select an option.
15. Drop-Down List Box – A combination of text box and list box; type your selection in the box or click
the drop-down arrow to display the list.
16. Checkbox – A square that you click to select or deselect an option. A check mark in the box indicates
that the option is selected.
17. Command Button – A button used to execute a command. An ellipsis on a command button means
that clicking the button opens another dialog box.
18. Tabs – Markers across the top of the dialog box that, when clicked, display additional pages of options
within the dialog box.
19. Preview Area – An area where you can preview the results of your selections before executing the
commands.
 Computer Literacy 23

20. Increment Box – A space where you type a value, such as inches or numbers. Increment arrows beside
the box are used to increase or decrease the value with a mouse. Sometimes called a spin
box.
21. Textbox – A space where you type variable information such as a file name.
22. Option Button – A series of circles, only one of which can be selected at a time. Click the circle you
want to select one item or one control in the series.
23. Default– A standard setting or mode of operation.
24. Maximize – Enlarge a window so it fills the entire screen.
25. Minimize – Hide a window so it appears only as a button on the Windows taskbar.
26. Restore – Return a minimized window to its previous size and position on the screen.
27. Restore Down – Return a maximized window to its previous size and position on the screen.
28. Zoom In– Increase the size of the document as it is displayed on-screen. This does not affect the actual
size of the point printed document.
29. Zoom Out– Decrease the size of the document as it is displayed on-screen. This does not affect the
actual size of the printed document.
30. Scroll– Shift the displayed area of the document up, down, left, or right.
31. Group Button – A taskbar button that represents all open windows for one application.
32. Active Window – The window in which you are currently working.
33. Tile – Arrange windows so they do not overlap.
34. Cascade– Arrange windows so they overlap, with the active window in front. Only the title bars of the
non-active windows are visible.
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Name:____________________________________
Class Time:________________________________ Computer Literacy 27
Date:_____________________________________

Handout
1. What is computer?

A computer is___________________________________________________________________________

All computers perform the four basic operations of the information processing cycle:
• _______________________________
• _______________________________
• _______________________________
• _______________________________

2. A peripheral is __________________________________________________________________________

3. Personal Computers and mobile devices

A personal computer is ____________________________________________________________________

A mobile computer is _____________________________________________________________________
A mobile device is ________________________________________________________________________
A desktop computer is ____________________________________________________________________
A notebook (laptop) computer is ____________________________________________________________
A netbook is ____________________________________________________________________________
The Tablet PC is __________________________________________________________________________

4. Mobile devices

Mobile devices usually store________________________________________________________________

A smartphone is _________________________________________________________________________
A portable media player is _________________________________________________________________
A digital camera is________________________________________________________________________
 28 Computer Literacy

5. Input Devices

An input device is ________________________________________________________________________

Two primary input devices are the keyboard and the mouse.
A keyboard is____________________________________________________________________________
A stylus is_______________________________________________________________________________
A mouse is ______________________________________________________________________________
A mouse is used to control the ______________________________________________________________
A touchpad is____________________________________________________________________________

6. Output Device

Output devices make _____________________________________________________________________

Two commonly used output devices are printers and display devices.
A photo printer produces__________________________________________________________________
A multifunctional peripheral (or all-in-on device) is _____________________________________________
______________________________________________________________________________________

7. Display devices

A display device is _______________________________________________________________________

A monitor is ____________________________________________________________________________
An LCD monitor uses _____________________________________________________________________
Pixels are _______________________________________________________________________________
Resolution is ____________________________________________________________________________

8. System Unit

The motherboard (system board) is _______________________________________________________

____________________________________________________________________________________
 Computer Literacy 29

The processor (central processing unit or CPU) interprets and carries out_________________________
____________________________________________________________________________________
Memory (random access memory or RAM) consists of________________________________________
____________________________________________________________________________________
The amount of memory typically is measured in kilobytes, megabytes, gigabytes, or terabytes.
One kilobyte (K or KB) equals ________________________________________
One megabyte (MB) equals _________________________________________
One gigabyte (GB) equals____________________________________________
One Terabyte (TB) equals ___________________________________________

9. Output devices

Output devices make __________________________________________________________________

10. Storage devices

A storage device is_____________________________________________________________________
____________________________________________________________________________________
A. Hard disks
A hard disk is ___________________________________________________________________
A track is ______________________________________________________________________
A back up is ____________________________________________________________________
1. Portable hard disks
An external hard disk is _______________________________________________________
A removable hard disk is ______________________________________________________
2. Flash memory storage
A solid state drive (SSD) is _____________________________________________________
A memory card is ____________________________________________________________
A USB flash (thumb) drive is ____________________________________________________
B. Optical Discs
An optical disc is ________________________________________________________________
 30 Computer Literacy

A CD-ROM (compact disc-read only memory) is________________________________________

A CD-R (compact disc-recordable) is ________________________________________________
A CD-RW (Compact disc-rewritable) is _______________________________________________
A DVD-ROM (digital video disc-ROM) is ______________________________________________
C. Cloud storage
Cloud storage is ________________________________________________________________

11. Computer software

Software (or programs) consists of _______________________________________________________
Two types of software are system software and application software.
System software consists of _____________________________________________________________
Application software consists of__________________________________________________________
Name:____________________________________
Class Time:________________________________ Computer Literacy 31
Date:_____________________________________

Essential Concepts and Skills Handout

1. An operating system is ____________________________________________________________________
2. Application software consists of ____________________________________________________________
3. A scroll bar is____________________________________________________________________________
4. A scroll bar contains ______________________________________________________________________
5. A shortcut key (or keyboard shortcut) is ______________________________________________________
6. A user account identifies___________________________________________________________________
7. A user name is___________________________________________________________________________
8. A password is____________________________________________________________________________
9. Logging on opens_________________________________________________________________________
10. The Welcome Screen shows________________________________________________________________
11. Restart command closes___________________________________________________________________
12. Shutdown command is used to______________________________________________________________
13. The Recycle Bin is________________________________________________________________________
14. Microsoft Office is _______________________________________________________________________
15. Microsoft Word is ________________________________________________________________________
16. Microsoft PowerPoint is ___________________________________________________________________
17. Microsoft Excel is ________________________________________________________________________
18. Microsoft Access is _______________________________________________________________________

Starting and Using a Program

Word
To start a program using the start menu

1. The Start button is used to _________________________________________________________________

2. A folder is ______________________________________________________________________________
3. The start menu allows you to_______________________________________________________________
4. A menu is_______________________________________________________________________________
 32 Computer Literacy

5. A command performs _____________________________________________________________________

6. A pane is _______________________________________________________________________________
7. A window is _____________________________________________________________________________
8. A title bar is _____________________________________________________________________________

To maximize window

1. To maximize a window means to ____________________________________________________________

The Word document window, Ribbon, and elements common to Office programs.

1. A document window is used to______________________________________________________________

2. The status bar presents____________________________________________________________________
3. The Ribbon is ___________________________________________________________________________
4. Each tab contains ________________________________________________________________________
5. The Home tab contains____________________________________________________________________
6. Tools tab display when ____________________________________________________________________
7. A gallery is ______________________________________________________________________________
8. A ScreenTip is ___________________________________________________________________________
9. A dialog Box Launcher displays _____________________________________________________________
10. A task pane is ___________________________________________________________________________
11. A Mini toolbar contains ___________________________________________________________________
12. How to enter text in the document __________________________________________________________

Saving and organizing files

1. A file name is____________________________________________________________________________

2. A path consists of ________________________________________________________________________
3. To create a folder
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________

4. To switch from one program to another ______________________________________________________

 Computer Literacy 33

5. To save a file in a folder

• _________________________________________________________________________
• _________________________________________________________________________
• _________________________________________________________________________
• _________________________________________________________________________

6. Navigating is ____________________________________________________________________________

To minimize and restore a window

7. A minimized window is____________________________________________________________________

Steps:
1.

2.

3.

To quit an Office program with one document open ____________________________________________

34 Computer Literacy

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 Computer Literacy 35

Activity:

Create the following folder in your flash drive (to be submitted to your instructors).
 36 Computer Literacy

Lesson 2: Microsoft Word

Microsoft Word is a word processing software developed by the Microsoft company. Microsoft Word usually
comes bundled with other programs that make up the Microsoft Office suite. The purpose of the software is
to allow users to create and edit documents that are primarily text based such as letters, research papers,
flyers, and newsletters.

Microsoft Office: Common Window Components

1. Office Button: A circular button with the Office logo in its center and is situated at the top left corner
of the program window. This button is similar to the File menu in older versions of Microsoft Word. It
offers options to perform basic file commands such as saving and printing documents as well as
creating new or opening existing documents.
2. Quick Access Toolbar: This toolbar is located to the right of the Office Button and, by default, it
contains three command buttons (Save, Undo, and Redo).You can execute any command by single
clicking a command button on this toolbar. Any frequently used command can be added to this
toolbar.
3. Title Bar: This is the horizontal strip at the top of the program window. This strip shows the name of
document on which you are working on and the name of the program in which you are using.
4. Ribbon: Replaces the menus in older versions of Microsoft Word, ribbons list tools or buttons that can
be used to access program features and commands.
 Computer Literacy 37

5. Rulers (Vertical and Horizontal Rulers): Rulers are guides that can be used to set document margins,
tab settings, and indentions. When working with tables, the rulers can be used to adjust the size of
table rows and columns. They are also helpful guides in aligning texts, images and tables.
6. Scroll Bars (Vertical and Horizontal Scroll Bars): Scroll bars can be used to move or scroll through a
document either vertically or horizontally.
7. Status Bar: This is the horizontal strip at the bottom of the program window. This strip is used to
display document information such as the current page number, the number of pages in a document,
and the number of words in a document. It also contains tools that can be used to check a document
for proofing errors, record a macro, change the document’s view as well as zooming in and out of a
document.
8. Document Area: This is the area in which you will be typing in your texts and inserting your images
and other objects that will be included in your document.
9. Insertion Point: Vertical blinking line that indicates your position in the document area.
10. Dialog Box Launcher: This tool indicates that there are more options or tools within a group and, if
clicked, will open a dialog box containing those options.

Ribbons, Tabs, and Groups

Microsoft Word 2007 and higher uses ribbons, tabs, and groups in place of menus and menu options. Even
though newer versions of Word uses a layout or design that is a bit different than older versions and also uses
different terminologies, the logic and organization of tools remain the same.

1 2 3
Microsoft Word’s ribbon (refer to #1 above), by default, contains 10 tabs (refer to #2 above). The 7 tabs are Home,
Insert, Page Layout, References, Mailings, Review, and View. Additional tabs may appear when objects like
tables, charts, or images are selected within a document. Such tabs will contain tools or options that can be
used with the selected object. Each tab in Word contains tools that are categorized into groups (refer to #3
above). Groups are labeled to allow users to quickly find the tools that they need. For example, the group
called Font contains formatting tools or options that can be applied to text.
 38 Computer Literacy

Default Tabs in Microsoft Word

• Home: Most of the tools and options that are found under the Home tab are used to format textual
content. The Home tab contains tools such as Cut, Copy, Paste, Bold, Italic, Underline, Align Left,
Center, Align Right, Find, and Replace. The groups found under the Home tab are Clipboard, Font,
Paragraph, Styles, and Editing.
• Insert: Most of the tools and options that are found under the Insert tab are used to insert objects
such as tables, pictures, and shapes. The Insert tab contains tools such as Table, Picture, ClipArt, Chart,
Header, Footer, Page Number, and WordArt. The groups found under the Insert tab are Pages, Tables,
Illustrations, Links, Header & Footer, Text, and Symbols.
• Page Layout: Most of the tools and options that are found under the Page Layout tab are used to
format the document. The Page Layout tab contains tools such as Margins, Orientation, Columns,
Watermark, Page Color, and Page Borders. The groups found under the Page Layout tab are Themes,
Page Setup, Page Background, Paragraph, and Arrange.
• References: Most of the tools and options that are found under the References tab are used to insert
reference information such as footnotes and endnotes. The References tab contains tools such as
Table of Contents, Insert Footnote, Insert Endnote, Insert Citation, and Bibliography. The groups found
under the References tab are Table of Contents, Footnote, Citation & Bibliography, Captions, Index,
and Table of Authorities.
• Mailings: Most of the tools and options that are found under the Mailings tab are used to create
mailing documents. The Mailing tab contains tools such as Envelopes, Labels, and Start Mail Merge.
The groups found under the Mailings tab are Create, Start Mail Merge, Write & Insert Fields, Preview
Results, and Finish.
• Review: Most of the tools and options that are found under the Review tab are used to proofread
documents. The Review tab contains tools such as Spelling & Grammar and Thesaurus. The groups
found under the Review tab are Proofing, Comments, Tracking, Changes, Compare, and Protect.
• View: Most of the tools and options that are found under the View tab are used to adjust or change
the document view. The View tab contains tools such as Print Layout and Zoom. The groups found
under the View tab are Document Views, Show/Hide, Zoom, Window, and Macros.
 Computer Literacy 39

Lesson 2 - A
Terms to Know

1. Title Bar – Displays the program and document name

2. Ribbon - Displays buttons for accessing features and commands.
3. Ribbon Tabs - Used to change the commands displayed on the Ribbon
4. Office Button – Click to display a menu of common commands for managing documents and files.
5. Quick Access Toolbar - A toolbar that displays buttons for commonly used commands. You can customize
the Quick Access Toolbar to display buttons you used frequently.
6. Ruler – The horizontal ruler measures the width of the document page; it displays information such as
margins, tab stops, and indents.
• The vertical ruler measures the height of the document page.
• The ruler may not display by default. You can click the View Ruler button above the vertical scroll bar
or click the Ruler check box in the Show/Hide group on the View tab of the Ribbon to toggle them on or
off.
7. ScreenTip - Displays the name of the element on which the mouse pointer is resting.
8. Insertion Point – A blinking vertical line that displays to the right of the space where characters are
inserted in a document.
9. Document Window - The area where you type document text or insert graphics, tables, or other content.
10. Scroll Boxes – Used with a mouse to shift the on-screen display up and down or left and right.
11. Status Bar – Displays information, such as the currently displayed page, currently displayed section, how
many pages are in the document, where the insertion point is located, and which mode
buttons are active.
12. Zoom Slider – Used to change the magnification of the document on the screen.
13. View Shortcuts – Displays buttons used to change to one of five available document views.
 40 Computer Literacy

Exercise 1
DIRECTIONS: Start Word, if necessary. Type the document below and then save your document as
01WORD_DATE_YOURNAME.

Computer science is a discipline that spans theory and practice. It requires thinking both in abstract terms and
in concrete terms. The practical side of computing can be seen everywhere. Nowadays, practically everyone is
a computer user, and many people are even computer programmers. Getting computers to do what you want
them to do requires intensive hands-on experience. But computer science can be seen on a higher level, as a
science of problem solving. Computer scientists must be adept at modeling and analyzing problems. They
must also be able to design solutions and verify that they are correct. Problem solving requires precision,
creativity, and careful reasoning.

Computer science also has strong connections to other disciplines. Many problems in science, engineering,
health care, business, and other areas can be solved effectively with computers, but finding a solution requires
both computer science expertise and knowledge of the particular application domain. Thus, computer
scientists often become proficient in other subjects.

Finally, computer science has a wide range of specialties. These include computer architecture, software
systems, graphics, artificial intelligence, computational science, and software engineering. Drawing from a
common core of computer science knowledge, each specialty area focuses on particular challenges.

Computer Science is practiced by mathematicians, scientists and engineers. Mathematics, the origins of
Computer Science, provides reason and logic. Science provides the methodology for learning and refinement.
Engineering provides the techniques for building hardware and software.

Finally, and most importantly, computer scientists are computer scientists because it is fun. (Not to mention
lucrative career opportunities!) www.cs.mtu.edu
 Computer Literacy 41

Lesson 2 - B
Terms to Know

14. Horizontal Alignment – The position of text on a line in relation to the left and right margins.
15. Mini Toolbar – A toolbar that displays on the document area when you select text, providing quick,
convenient access to common text editing and formatting commands.
16. Autocorrect – A feature available in mouse Microsoft Office programs that automatically corrects common
spelling errors as you type.
17. Caps Lock – Keyboard key used to toggle uppercase letters with lowercase letters.
18. Toggle – A command that turns a particular mode on and off. Also, to switch back and forth between two
modes.
19. Highlight – To apply a colored background to text to call attention to it.
20. Flush – Lined up evenly along an edge.
21. Vertical Alignment – The position of text in relation to the top and bottom page margins.
22. Line Spacing – The amount of white space between lines of text in a paragraph.
23. Leading – Line spacing measured in points.
24. Paragraph Spacing - The amount of white space between paragraphs.
 42 Computer Literacy

Exercise 2
DIRECTIONS: Start Word, if necessary. Create a new document and save it as 02WORD_DATE_YOURNAME.
Type the following document and spell check your work. Close Document, saving all changes.

Palau was initially settled over 3,000 years ago, and perhaps 4,500 years ago, probably by migrants from the
Philippines. British traders became prominent visitors in the 18th century, followed by expanding Spanish influence
in the 19th century. Following its defeat in the Spanish-American War, Spain sold Palau and most of the rest of the
Caroline Islands to Germany in 1899. Control passed to Japan in 1914 and during World War II the islands were
taken by the United States in 1944, with the costly Battle of Peleliu between September 15 and November 25 with
more than 2,000 Americans and 10,000 Japanese killed. The islands passed formally to the United States under
United Nations auspices in 1947 as part of the Trust Territory of the Pacific Islands.

Four of the Trust Territory districts formed a single federated Micronesian state in 1979, but the districts of Palau
and the Marshall Islands declined to participate. Palau, the westernmost cluster of the Caroline Islands, instead
opted for independent status in 1978, approved a new constitution and became the Republic of Palau in 1981, and
signed a Compact of Free Association with the United States in 1982. After eight referendums and an amendment
to the Palauan constitution, the Compact was ratified in 1993 and went into effect on October 1, 1994, marking
Palau independent de jure (after Palau was independent de facto since May 25, 1994, when the trusteeship
cancelled).

Legislation making Palau an "offshore" financial center was passed by the Senate in 1998. In 2001, Palau passed its
first bank regulation and anti-money laundering laws.

Historians take note of the early navigational routes of European explorers in the Pacific. There is disagreement as
to whether Spaniard Ruy Lopez de Villalobos, who landed in several Caroline Islands, spotted the Palau archipelago
in 1543. No conclusive evidence exists, but some believe he could have seen the tip of a southernmost island in the
group.

Palau had limited relations before the 18th century, mainly with Yap and Java. Had it not been for shipwrecked
islanders who took refuge in the Philippines, Europeans likely would not have found Palau until much later.
Englishman Henry Wilson, captain of the East India Company's packet Antelope, was shipwrecked off the island of
Ulong in 1783. The High Chief of (Koror) Palau allowed Captain Wilson to take his son, Prince Lee Boo, to England,
where he arrived in 1784. However, the prince died soon after of smallpox. The East India Company erected a
monument over his grave in St Mary's Churchyard, Rotherhithe. It was Wilson who gave the archipelago the name
"Pelew Islands".

In the late 19th century, possession of the islands was claimed by Britain, Spain, and Imperial Germany. In 1885,
the matter was brought to Pope Leo XIII for a decision. The Pope recognized the Spanish claim, but granted
economic concessions to Britain and Germany. Palau then became part of the Spanish East Indies, along with the
Mariana Islands, the Marshall Islands, and the rest of the Caroline Islands. They were all administered from the
Philippines.

Under the Spanish administration, Palau underwent its first forms of extreme foreign influence. Catholicism is the
most highlighted amongst all these forms, having been introduced to the native population and accepted rather
easily, despite the fact that Palauan’s were ardent followers of their traditional faith. Elements from the Spanish
language were also integrated into the Palauan lexicon; the Palauan word for hammer, "martiliong", is derived
 Computer Literacy 43

from the Spanish "martillo". Even with these forms of influence, Palau has predominantly very little influence from
the Spanish occupation compared to other islands within the region, such as Guam. This is partly due to the reason
that, aside from Spanish Jesuit missionaries, Spain had very little economic and colonization activity on the islands.

After being defeated in 1898 in the Spanish-American War and losing possession of the Philippine Islands, Spain
sold the Palau archipelago to Imperial Germany in the 1899 German-Spanish Treaty.

Palau was administered from German New Guinea, and a period of economic development began. German
engineers began exploiting the islands' deposits of bauxite and phosphate, and a rich harvest in copra was made.

Although the German occupation had lasted a mere 15 years, major changes in Palauan society had occurred.
Many traditional practices among the natives had been outlawed by German administrators, specifically the acts of
tattooing and mengol. Tattooing had been a practice reserved for members of higher castes, and the Spanish had
tried on numerous occasions to banish the practice. Unlike the Spanish, the Germans had a major foothold on the
local traditional government, given the economic benefits many clan heads were gaining. The art of tattooing was
banished completely by the late 19th century, and the last tattooed native died in the early 1960s.

The practice of mengol is one very unique to the islands, and one that was greatly discouraged by all foreign
administrations. In mengol young unmarried women from one village are sent to male clubhouses in another or
other villages, whether enemy or ally, as a sign of peace or friendship. The actions of these mengol ranged from
simple companionship of the men of the clubhouse, much like the Japanese geisha, to sexual favors. However, the
mengol were not prostitutes, as even the unmarried daughters of clan heads could be sent off as mengol.

Under the terms of the Anglo-Japanese Alliance, the Empire of Japan declared war on the German Empire in 1914
and invaded German overseas territories in the Pacific Ocean. Palau was seized by ships of the Japanese navy. After
the war, the League of Nations awarded Palau to Japan as a Class C League of Nations Mandate.[5]

Japan incorporated the islands as an integral part of its empire, establishing the Nanyo-cho government with Koror
Island as the capital.[6] From 1914 to 1922, the Japanese Imperial Navy had been in control. Civilian control was
introduced from 1922, and Palau was one of six administrative districts within the Mandate. Japan mounted an
aggressive economic development program and promoted large scale immigration by Japanese, Okinawans and
Koreans. Native Palauans soon became a small minority in their own homeland. The Japanese continued the
German mining activities, and also established bonito (skipjack tuna) canning and copra processing plants in Palau.
Japanese economic activity was so extensive during their occupation, that the industrial capital, Koror, was once
termed by Japanese officials and tourists as "chiisai Tokyo", meaning "little Tokyo."

The Japanese had perhaps the most profound impact on Palauan society. Under the Japanese government, Palau
underwent extreme social, economic, and political changes. Unlike other parts of the Japanese Empire, the local
Japanese administration recognized the benefits of utilizing the traditional government to their advantage, given
the extreme adherence the natives followed towards their clans and traditions. Under the Japanese government,
heads of the Palauan traditional government were replaced by more "Japanese" natives, as a way of securing the
obedience of the Palauan people. This proved rather successful, as more and more Palauans so the benefits the
Japanese government was providing. Under the Japanese administration, all Palauan children were required to
attend school, and by the 1930s, nearly all Palauan children were literate in Japanese, with the exception of
children in outlier islands, specifically the Southwest Islands. www.en.wikipedia.org
 44 Computer Literacy

Lesson 2 - C
Terms to Know

25. Tab – The measurement of the space the insertion point advances when you press the Tab key.
26. Tab Stop – The location on the horizontal line to which the insertion point advances when you press the
Tab key.
27. Tab Leader – A series of characters inserted along the line between the locations of the insertion point
when you press the Tab key and the tab stop
28. Font – A set of characters with a specific face, style, and size.
29. Font Face – The character design of a font set.
30. Serif – A font that has curved or extended edges.
31. Sans Serif - A font that has straight edges.
32. Script – A font that looks like handwriting.
33. Font Size – The height of an uppercase letter in a font set.
34. Font Style – The slant and weight of characters in a font set.
35. Resume – A document listing information about a person’s education, work experience, and interest.
 Computer Literacy 45

Exercise 3
DIRECTIONS: Start Word, if necessary and save it as 03WORD_DATE_YOURNAME.
Format: (use default 11pt Calibri font)
Line spacing: Single
Paragraph spacing: 0 points before, 0 points after
Apply font formatting, tabs, and alignments as marked.
 46 Computer Literacy

Lesson 2 - D
Terms to Know

36. Proofreaders’ Marks – Symbols written on a printed document by a copyeditor or proofreader to indicate
where revisions are required.
37. Insert Mode – The method of operation used for inserting new text within existing text in a document.
Insert mode is the default.
38. Active Pane – The pane in which the insertion point is currently located. Commands and actions occur in
the active pane.
39. Active Document – The document in which the insertion point is currently located. Commands and actions
occur in the active document.
40. Tile – Arrange windows so they do not overlap on-screen.
41. Synchronous Scrolling – A feature that links the scroll bars in two windows so that when you scroll in one
window the other window scrolls as well.
42. Independent Scrolling – The ability to scroll a window without affecting the display in other open
windows.
43. Cut- To delete a selection from its original location and move it to the clipboard.
44. Paste – To insert a selection from the clipboard into a document.
45. Clipboard – A temporary storage area that can hold up to 24 selections at a time.
46. Drag-and-Drop Editing- The action of using a mouse to drag a selection from its original location and drop
it in a new location.
47. Copy – To create a duplicate of a selection.
48. Font Effects- Formatting features used to enhance or emphasize text.
49. Color Swatch- A block on a color palette that you click to select that color.
50. Theme– A set of coordinated colors, fonts, and effects.
51. Theme Colors – Colors assigned to an element based on the settings of the current theme.
52. Standard Colors- Ten primary and secondary colors.
 Computer Literacy 47

Exercise 4
DIRECTIONS: Start Word, if necessary and save as 04WORD_DATE_YOURNAME.
Type the following Document.
Format: Paragraph spacing to 0 pts before and 0 pts. after
Line Spacing: Single
Tab: Left @ 2.5pt, Right @ 6.5pt.
 48 Computer Literacy

Exercise 5
DIRECTIONS: Start Word, if necessary and save as 05WORD_DATE_YOURNAME.
Type the following Document.
Format: Paragraph spacing to 0pt. before and 0 pt. after
Line Spacing: Single.
Make sure to spell check your document.
 Computer Literacy 49

Lesson 2 - E
Terms to Know

53. Symbol- Shapes, mathematical and scientific notations, currency signs, and other visual elements you can
insert in documents by using the Symbol dialog box.
54. Indent – A temporary left and/or right margin for lines or paragraphs.
55. Bullet- A dot or symbol that marks an important line of information or designates items in a list.
56. Picture – A graphics image stored in a graphics file format.
57. Sort – To organize items into a specified order.
58. Style – A collection of formatting settings that can be applied to characters or paragraphs
59. Direct Formatting – Individual font or paragraph formatting settings applied directly to text, as opposed to
a collection of settings applied with a style.
60. Margins – The amount of white space between the text and the edge of the page on all four sides.
61. Gutter – Space added to the margin to leave room for binding.
62. Portrait Orientation - The default position for displaying and printing text horizontally across the shorter
side of a page.
63. Landscape Orientation - Rotating document text so it displays and prints horizontally across the longer
side of a page.
64. Theme - A set of coordinated colors, fonts, and effects that can be applied to Office documents.
65. Effects – Visual attributes applied to elements in a document, such as shadows applied to pictures, or
borders applied to pages.
66. Border – A line that can be added above, below, or to the sides of a paragraph, text, or table cell; with
different styles or art.
 50 Computer Literacy

Exercise 6
DIRECTIONS: Start Word, if necessary and save as 06WORD_DATE_YOURNAME.
Type the following Document.
Format:
Paragraph spacing to 0pt before and 0pt after
Line Spacing: Single
Alignment: Center
 Computer Literacy 51

This will be used to assess CLO 2

Exercise 7
EXERCISE DIRECTIONS:
Start Word, if necessary.
Open 07TEST.
Save the file as 07WORD_DATE_YOURNAME.

Format:
Select all text in the document
Paragraph spacing to 0pt before and 0pt after
Line Spacing: Single
Alignment: Center
Margin:
1.00” top,
0.50” left
0.50” right
0.75” bottom.

1. Check the spelling and grammar.

2. Follow the format of the document on the next page.
3. Insert the 07Goodluck, resize the picture so that it is fitted in the document.
4. Apply Picture style of your choice.
5. Add In Front of Text, Text wrapping style
6. Close the document, saving all changes
52 Computer Literacy
 Computer Literacy 53

Lesson 2 - F
Terms to Know

67. Internet – A worldwide network of computers.

68. World Wide Web – A system for finding information on the Internet through the use of linked documents.
69. Web Browser – Software designed for locating and viewing information stored on the Internet. Common
browsers include Internet Explorer and Netscape Navigator.
70. Web Page - A document stored on the World Wide Web.
71. MHTML – A format used for storing Web pages as single files so they can be easily transmitted over the
Internet.
72. HTML – Hypertext Markup Language. A file format used for storing Web pages
73. Web Page Title – The text that displays in the title bar when a Web page is viewed in a Web browser.
74. Background – The color, pattern, or fill displayed on the page behind data in a document.
75. Fill Effect- A texture, shading, picture, or pattern used as a background.
76. Web Site – A set of linked Web pages, usually all relating to the same topic.
77. Hyperlink – Text or graphics linked to a destination file or location. Click the link to jump to the
destination.
78. Hyperlink Destination – The location displayed when the hyperlink is clicked. Sometimes called the target.
79. Hyperlink Source - The document where the hyperlink is inserted
80. Email- A method of sending information from one computer to another across the Internet or intranet.
81. Attachment – A document attached to an e-mail message and sent in its original file format.
 54 Computer Literacy

Exercise 8
EXERCISE DIRECTIONS:

Part 1:
1. Start Word, if necessary
2. Create a new document and save it as a single file web page with the file name08WEBYourName,
and the page title Palau Community College Home Page.
3. Apply the Solstice theme (or any Theme that is best) to the document.
4. Apply the Parchment texture (or any texture) as the page background.
5. Type and format the document shown in Illustration A.
6. Check the spelling and Grammar in the document.
7. Save the document

Part 2:
1. Open the Word document 08Program
2. Save the file as 08ProgramYourname (note: save as single file web page)
3. Apply the Solstice theme and the parchment texture to the document.
4. At the end of the document, type Return to Home Page
5. Insert a hyperlink from the text Return to Home Page to the 08WEBYourName document.
6. Insert a new blank line at the end of the document and type:

Click here to request information via e-mail.

7. Select the text “e-mail” and insert an email hyperlink to: [email protected], with the
subject: Palau Community College Inquiry.
8. Test the Return to Home page hyperlink.
9. Save your document and Close all windows.

Part 3:

1. Open 08WebYourName using Microsoft Word.

2. In the 08WebYourName document, insert a hyperlink from the text Programs Offered to the
08ProgramYourName document.
3. Test the hyperlink.
4. Close all open documents, saving all changes.
 Computer Literacy 55

Illustration A
56 Computer Literacy

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 Computer Literacy 57
Name:____________________________________
Class Time:________________________________
Date:_____________________________________

Essential Concepts and Skills Handout

1. How to start word

2. The Spelling and Grammar Check icon appears when

3. A formatting mark (nonprinting character) is

4. As you type text in a document, Word Checks your typing for

5. Ways to check spelling and grammar as you type

a.
b.
c.

6. To format a document means to

7. Paragraph formatting is

8. How to save a new document

9. How to save an open document to a new file name?

10. What is a dialog box?

 58 Computer Literacy

Activity &Handout

1. What does it mean when a word is underlined with a red squiggly line?

2. What does it mean when a word is underlined with a green squiggly line?

3. What is a thesaurus?

4. What is a synonym?

5. What is an antonym?

6. What is AutoCorrect?

5 Categories of Fonts

Computers ◆⧫
____________ ____________ _____________

Computers Computers
____________ ____________

3 Different Ways to Copy and Paste

1. _____________________________
2. _____________________________
3. _____________________________
Name:____________________________________
Class Time:________________________________
Date:_____________________________________ Computer Literacy 59

Commonly Used Word Formatting Tools

1 2 3 4 5 6 7 9
8 10 11 12 13 14 15 16 17

18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33

What is the function of each of the tools?

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.
60 Computer Literacy

14.

15.

16.

17.

18.

19.

20.

21.

22.

23.

24.

25.

26.

27.

28.

29.

30.

31.

32.

33.
 Computer Literacy 61

Lesson 3: Microsoft Excel

Microsoft Excel is a spreadsheet software developed by the Microsoft Company. Microsoft Excel usually
comes bundled with other programs that make up the Microsoft Office suite. The purpose of the software is
to allow users to create and edit workbooks and worksheets that contain data, formulas, and charts.

Default Tabs in Microsoft Excel

• Home: Most of the tools and options that are found under the Home tab are used to format data
entered into a worksheet. The Home tab contains tools such as Cut, Copy, Paste, Bold, Italic,
Underline, Align Left, Center, Align Right, Find, and Replace. The groups found under the Home tab are
Clipboard, Font, Alignment, Number, Styles, Cells, and Editing.
• Insert: Most of the tools and options that are found under the Insert tab are used to insert objects
such as tables, pictures, and shapes. The Insert tab contains tools such as Table, Picture, ClipArt,
SmartArt, and WordArt. The groups found under the Insert tab are Tables, Illustrations, Charts, Links,
and Text.
• Page Layout: Most of the tools and options that are found under the Page Layout tab are used to
format the workbook. The Page Layout tab contains tools such as Margins, Orientation, and
Background. The groups found under the Page Layout tab are Themes, Page Setup, Scale to Fit, Sheet
Options, and Arrange.
• Formulas: Most of the tools and options that are found under the Formulas tab are used to insert and
edit worksheet formulas. The Formulas tab contains tools such as Insert Function, AutoSum, Name
Manager, and Show Formulas. The groups found under the Formulas tab are Function Library, Defined
Names, Formula Auditing, and Calculation.
• Data: Most of the tools and options that are found under the Data tab are used to import, organize,
and analyze workbook data. The Data tab contains tools such as From Other Sources, Sort, Filter,
Consolidate, and Subtotal. The groups found under the Data tab are Get External Data, Connections,
Sort & Filter, Data Tools, and Outline.
• Review: Most of the tools and options that are found under the Review tab are used to proofread and
secure a workbook. The Review tab contains tools such as Spelling, Thesaurus, New Comment, Protect
Sheet, and Protect Workbook. The groups found under the Review tab are Proofing, Comments, and
Changes.
• View: Most of the tools and options that are found under the View tab are used to adjust or change
the workbook view. The View tab contains tools such as Normal, Gridlines, Split, and Hide. The groups
found under the View tab are Workbook Views, Show/Hide, Zoom, Window, and Macros.
62 Computer Literacy
 Computer Literacy 63

Lesson 3 - A
Terms to Know

1. Workbook – An Excel file with one or more worksheet

2. Worksheet – The work area for entering and calculating data made up of columns and rows separated by
gridlines (light gray lines). Also called a spreadsheet
3. Cell – The intersection of a column and a row on a worksheet. You enter data into cells to create a
worksheet
4. Active Cell – The active cell contains the cell pointer. There is a dark outline around the active cell.
5. Formula Bar – As you enter data into a cell, it simultaneously appears in the Formula bar, which is located
above the worksheet
6. Cell Reference –The location of a cell in a worksheet as identified by its column letter and row number.
7. Scroll – A way to view locations on the worksheet without changing the active cell.
8. Sheet Tabs – Tabs that appear at the bottom of the workbook window, which display the name of each
worksheet
9. Tab Scrolling Buttons – Buttons that appear just to the left of the sheet tabs, which you to scroll hidden
tabs into view.
10. Blank Workbook – A new, empty workbook contains three worksheets (sheets)
11. Defaults – The standard settings Excel uses in its software, such as column width or number of worksheets
in a workbook.
12. Undo – The command used to reverse one or a series of editing actions
13. Redo – The command used to redo an action you have undone.
14. AutoComplete – A feature used to complete an entry based on previous entries made in the column
containing the active cell.
15. Pick from Drop-Down List – A shortcut used to insert repeated information.
16. AutoCorrect – A feature used to automate the correction of common typing errors.
17. Spelling Checker – A tool used to assist you in finding and correcting typographical or spelling errors.
 64 Computer Literacy

Exercise 1

1. Start Excel, if necessary.

2. Save the file as 01EXCEL_DATE_YOURNAME.
3. Type the Illustration show below.

4. Select Range A1:G1, Merge and center text.

5. Format the text to 16 pt. - Calibri, Bold
6. In G3, Calculate the Average score of the players Test scores.
7. Do the same formula in G3 to the range G4:G17
8. In G18, calculate the total Average scores of all the players.
9. Adjust the width of the column to fit text.
10. Spell Check the worksheet
11. Close the workbook, saving all changes.
 Computer Literacy 65

Lesson 3 – B
Terms to Know

18. Value – A number entered in the worksheet

19. Numeric Label – A number entered in the worksheet as a label, not as a value – such as the year 2005 used
as a column label.
20. Label Prefix – An apostrophe (‘) used to indicate that a number is a label and not a value.
21. Series – A list of sequential numbers, dates, times, or text.
22. Standard Column Width – The default number of characters that display in a column based on the default
font.
23. Formula – An instruction Excel uses to calculate a number
24. Mathematical Operators – Symbols used in mathematical operations: + for addition, - for subtraction, *
for multiplication, /for division, and ^ for exponentiation.
25. Order of Mathematical Operations – The order in which Excel performs the calculation specified in a
formula.
 66 Computer Literacy

Exercise 2

1. Start Excel, if necessary.

2. Save the file as 02EXCEL_DATE_YOURNAME
3. Type the document shown below and follow each colored instruction.

close the workbook, saving all changes.

 Computer Literacy 67

Lesson 3 – C
Terms to Know

26. Range – A block of cells in a n Excel worksheet

27. Contiguous Range – A block of adjacent cells in a worksheet
28. Noncontiguous Range – Cells in worksheets that acts as a block, but are not necessarily adjacent to each
other.
29. Format – To apply attributes to cell data to change the appearance of the worksheet.
30. Theme – A collection of coordinated fonts, colors, and effects for graphic elements such as charts and
images that can be quickly applied to all sheets in a workbook.
31. Font – The typeface or design of the text.
32. Fill – A color that fills a cell, appearing behind the data.
33. Cell Styles – A combination of a font, text color, cell color, and other font attributes applied to a single cell.
Cell styles are called Quick Styles in other Office programs
34. Font Size – The measurement of a typeface in points (one point equal 1/72 of an inch).
35. Number Format – A format that controls how numerical data is displayed, including the use of commas,
dollar signs (or other symbols) and the number of decimal places.
36. Accounting Format – A style that vertically aligns with dollar signs ($), thousands separators (,), and
decimal points.
37. Percent Format – A style that displays decimal numbers as a percentage.
38. Comma Format – A style that displays numbers with a thousand separator (,).
39. Currency Format – A style that displays dollars signs ($) immediately preceding the number and includes a
thousand separator (,).
40. Fill Handle – Dragging this handle, located in the lower-right corner of the active cell, will copy cell
contents, formatting, or a formula to adjacent cells.
41. Format Painter – A button on the Home tab that allows you to copy formatting from a selected object or
cell and apply it to another object or cell.
 68 Computer Literacy

Exercise 3
1. Start Excel, if necessary.
2. Open 03Sales.
3. Save the file as 03EXCEL_DATE_YOURNAME.
4. Apply the Solstice theme to the workbook.
5. Apply the following formats to the July worksheet:
a. Title cell style to A11
b. A11:F11: White font color, Accent3, Darker 25% fill color.
c. A12:B21: Accent4 cell style
d. C12:E21: 20% - Accent2 cell style
e. C12:F12: 14-point font
f. C13:E21: Currency (0) cell style.
g. F12: F21: Accent4 cell style
h. F12: 14 point font.
i. F13:F21: Currency (0) cell style
6. In cell F13, enter a formula to compute the net profit, taking total sales for that city minus costs such as
ingredients and labor.
7. Copy the formula to the range F14:F21.
8. Insert a column to the left of column D.
a. In cell D12, type Coupons
b. In cells D13 to D20, Type the following data

c. In cell, D21, Calculate the sum of Coupons column.

d. Adjust the formula in cell G13 to subtract this extra cost from the net profit.
e. Copy this adjusted formula down column G.
9. Adjust column widths to fit the data.
10. Copy the July worksheet three times.
a. Name the extra worksheets August, September, and Qtr 3 and arrange them in that order.
b. Color the tabs for July, August, and September Accent2, Lighter 40%.
c. Color the tab for Qtr 3, Accent4, Darker 25%.
 Computer Literacy 69

11. Change to the Qtr 3 worksheet.

a. Change cell A11 to read Qtr 3 Sales Report.
b. Select the ranges A11:G12 and A18:G21.
c. Using Copy and Paste, copy the selection to the range beginning in cell I11.
d. Change cell I11 to read Qtr 3 Sales Report
e. Change cell J13 to July
f. Change cell J14 to August
g. Change cell J15 to September
12. Adjust columns widths as needed to display data fully.
13. Spell check the workbook
14. Preview each sheet
15. Close the file, saving all changes.
 70 Computer Literacy

Lesson 3 – D
Terms to Know

42. Relative Cell Reference – A cell address expressed in relation to the cell containing the formula.
43. Absolute Cell Reference – A cell address, such as $E$14, referenced in a formula that does not change
based on the location of the cell that contains the formula.
44. Cut – The command used to remove data from a cell or range of cells and place it on the Clipboard.
45. Paste – The command used to place data from the Clipboard to a location on the worksheet.
46. Drag-and-Drop Feature – A method used to move or copy the contents of a range of cells by dragging the
border of a selection from one location in a worksheet and dropping it in another location.
47. Grouping – Worksheets that are selected as a unit; any action performed on this unit will affect all the
worksheets in the group.
48. Active Sheet Tab – The selected worksheet; the tab name of an active sheet is bold.
49. Function – A predefined formula that uses the values in the cells you select to calculate its answer.
50. Function Name – The name given to one of Excel’s predefined formulas.
51. Argument – The parts of a formula that are variable. You select the cell or cells for each argument, and
Excel calculates the answers based on their values.
52. Auto Calculate – A feature that temporarily performs the following calculations on a range of cells without
making you write a formula; AVERAGE, COUNT, COUNTA, MAX, MIN, OR SUM.
53. Excel Table – Data arranged in columns and specially formatted with column headers that contains
commands that allow you to sort, filter and perform other functions on the table.
54. Range Name – An identification label assigned to a group of cells. Also known as defined name.
55. Name Box – The text box located to the left of the Formula bar.
56. Criteria – A Value, some text, or an expression that defines the type of cells you’re looking for.
57. Expression – A sort of equation (such as B6>25) that returns a value, such as TRUE or FALSE. Excel uses
expressions to identify cells to include in certain formulas, such as IF and SUMIF.
58. Nesting – Using a function as an argument within another function.
 Computer Literacy 71

This will be used to assess CLO 3

Exercise 4
1. Start Excel, if necessary
2. Open 04BAKERYSALES
3. Save the file as 04EXCEL_DATE_YOURNAME
4. In cell D42, Use the COUNT function to count the number of coupon sales. See the Illustration
✓ The COUNT function counts nonblank cells in the range you specify, so use it to count the
nonblank cells in the Coupon column.
5. In Cell D43, use the COUNTBLANK function to count the
number of non-coupon sales (the number of blank cells
in the coupon column)
✓ The COUNTBLANK function counts the number of
cells in the given range that are blank.
6. In cell D45, use the COUNTIF function to count the
number of sales with a credit card.
✓ Count the number of cells with an “x” in the credit
column.
✓ Be sure to use quotes around the x, since it is text,
like this: “x”.
7. In cell D46, use the COUNTIF function to enter a similar
formula that counts the number of cash sales.
8. In cell D48, use the COUNT function to count the number of sales in the Total Sale column.
9. In Cell E42, Use the SUMIF function to calculate the revenue from coupon sales.
✓ If a cell in the Coupon column contains a value greater than zero, add the corresponding value in
the Total Sale column
10. In cell E43, use the SUMIF function to calculate the revenue from non-coupon sales.
✓ You could type just =P37-E42, but for the purposes of this exercise, use SUMIF function. If a cell
in the Coupon column is blank “”, then add the corresponding value in the Total Sales column.
11. In cell E45, use the SUMIF function to calculate the revenue from credit card sales.
✓ If a cell in the Credit column contains an “x” then add the corresponding value in the Total Sale
column.
12. Create a similar formula in cell E46 to total the revenue from cash sales.
13. Use the SUM function in cell E48 to total the sales revenue from the Total Sales column.
✓ You could also use the formula =P37 to simply display the total revenue displayed in that cell.
14. Use the COUNTIFS function in cell D50 to count the number of credit card sales less than $10.
✓ You’re charged a fee for each credit card transaction, and you’re considering passing on that fee
to the customer for charges less than $10, but you want to evaluate it first by seeing how many
customers it affects each day.
✓ You need to count all the transactions for less than $10, in which there is also an “x” in the credit
column.
15. Use the SUMIFS function in cell E50 to total the value of credit card sales less than $10.
✓ You also want to look at the total sales of these small charges, in case customers decide to skip
their purchase rather than pay the fee.
✓ You want to total all sales for transactions less than $10 in which there is also an “x” in the
Credit Column.
 72 Computer Literacy

16. Widen columns as needed, Spell check the worksheet, Close the workbook, saving all changes.

Lesson 3 – E
Terms to Know

59. Chart – A graphic that allows you to compare and contract data in a visual format
60. Embedded Chart – A chart placed as an object within a worksheet
61. Chart Sheet – A chart that occupies its own worksheet.
62. Plot – To position data points on a graph.
63. Data Series – For most charts, a data series is the information in a worksheet column. If you select multiple
columns of data for a chart, you’ll create multiple data series. Each data series is then represented
by its own color bar, line, or column.
64. Legend – A key that identifies each of the data series in a chart.
65. X-axis – The horizontal scale of a chart on which categories are plotted.
66. Y-axis – the Vertical scale of a chart on which the value of each category is plotted.
67. Categories – For most charts, a category is information in a worksheet row. If you select multiple rows of
data for a chart, you’ll create multiple categories, and these categories will be listed along the x-
axis.
68. Plot Area – The area defined by the x and y axes.
69. Object - An item that is treated separately from the main document. In the case of a chart, each chart
element is an object that can be manipulated independently.
70. Chart Area – The Total area occupied by the chart
71. Tick Marks – Lines of measurement along the value and category axes.
 Computer Literacy 73

Lesson 3 – F
Terms to Know

72. Freeze – A method to keep labels in view when scrolling through a worksheet.
73. Panes – Window sections that allow you to see different parts of the worksheet at one time.
74. Drag-and-Drop – To use the mouse to copy or move information from one location to another on a
worksheet, across worksheets, or across workbooks.
75. Link – A reference in a cell in a dependent workbook to data contained in a cell in a source workbook.
76. Source – The workbook that contains the data being referenced.
77. Dependent – the workbook that references the data in the source
78. External References – References to cells in other workbooks.
79. 3-D Formula – An equation that references values across worksheets
80. 3-D Reference – A reference to a value from any sheet or range of sheets used in a 3-D formula.
81. Print Options – Selection that control what, where, how and how many copies of the output to print.
82. Page Setup – A dialog box that includes option to control the appearance of printed output
83. Scaling – Reduce or enlarge information to fit on a specified number of pages.
84. Header – Repeated information that appears in the top margin of a page
85. Footer – Repeated information that appears in the bottom margin of a page
86. Print Area – The specified range of cells to be printed
87. Print Titles – Row and column labels that are reprinted on each page of a worksheet printout.
88. Gridlines – Light gray lines that mark the cell borders.
 74 Computer Literacy

Exercise 5
1. Start Excel, if necessary
2. Save the file as 05EXCEL_DATE_YOURNAME.
3. Type the following data

4. In cell F2, calculate the average grade.

5. Copy the formula to F3:F11.
6. Use the ROUND function to round the calculation results in cells F2:F11 to the nearest whole number.
7. In cell G2, use the IF function to calculate the grades
if the grade is more than 89, then it should show A,
if the grade is more than 79, then it should show B,
if the grade is more than 69, then it should show C,
if the grade is more than 59, then it should show D,
otherwise the grade will be F.
8. Copy the formula from G2 to G3:G11.
9. Create a chart.
✓ Use the range A1:A11 and F1:F11.
✓ Choose clustered bar in 3-D chart.
✓ Move the chart to its own sheet and name it Final Average Grade.
✓ Add a chart title above the chart, Final Average Grade.
10. Format the chart:
✓ Apply the chart style 48.
✓ Apply Chart Layout 4
✓ Add an orange solid fill (Transparency: 20%) to the Chart Area.
✓ Apply Constantia, 24point, bold to the Chart Title
✓ Apply Constantia, 10point, bold to the Number Value.
✓ Apply Constantia, 10point, bold to the Text Value.
✓ Add a solid, Black, text 1, lighter 5%, fill to the legend.
Make the fill 15% transparent.
 Computer Literacy 75

Add a border with a solid, white, Background 1,

Set the border style to 2 pt. width, the compound type to simple, dash type to square dot, cap
and join type to round,
11. Spell check the workbook.
12. Close the workbook, saving all changes.
76 Computer Literacy

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Name:____________________________________
Class Time:________________________________ Computer Literacy 77
Date:_____________________________________

Essential Concepts and Skills Handout

Identify the Order of Mathematical Operations:
1. ___________________________________
2. ___________________________________
3. ___________________________________
4. ___________________________________
5. ___________________________________
6. ___________________________________

Identify the Mathematical Operators:

• + : _____________________________________________
• – : _____________________________________________
• * : _____________________________________________
• / : _____________________________________________
• ^ : _____________________________________________

Identify Each Conditional Operators:

• > : _____________________________________________
• >= : _____________________________________________
• < : _____________________________________________
• <= : _____________________________________________
• <> : _____________________________________________

Describe the Commonly Used Functions:

• Sum :_____________________________________________
• Min :_____________________________________________
• Median :_____________________________________________
• Max :_____________________________________________
• Average :_____________________________________________
• Count :_____________________________________________
• Counta :_____________________________________________
• IF :_____________________________________________

Describe the parts of an IF Function Formula:

• Logical Test :_____________________________________________
• Value if True :_____________________________________________
• Value if False :_____________________________________________
78 Computer Literacy

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Name:____________________________________ Computer Literacy 79
Class Time:________________________________
Date:_____________________________________
Activity & Handout

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

16 17 18 19 20 21 22 23

What does each of the following tools above do?

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
 80 Computer Literacy

21
22
23

1 5

2
6
3

What does each of the following tools above do?

1
2
3
4
5
6
7
 Computer Literacy 81

Mouse Pointers / Cursors 1 2

1 2 3

4 3

What does each of the cursor icons mean?

1.______________________________

2.______________________________ 5

3.______________________________

Parts of a Chart

What is each indicated chart component called?

1.____________________________________________________

2.____________________________________________________

3.____________________________________________________

4.____________________________________________________

5.____________________________________________________

6.____________________________________________________
82 Computer Literacy

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 Computer Literacy 83

Lesson 4: Microsoft Access

Microsoft Access is a database management software developed by the Microsoft Company. Microsoft
Access usually comes bundled with other programs that make up the Microsoft Office suite. The purpose of
the software is to allow users to store data in database tables and generate objects such as reports that can be
used to analyze the data. Users can create different database objects in Access but the four most commonly
used objects are tables, forms, queries and reports.

Object Description
Table An Access object that is used to store data. Tables are the most important objects
in a database as they store the data that is used in other objects such as forms,
queries, and reports.
Form An Access object that is used for data entry. A form allows the user to create a
more user-friendly interface that can be used to easily insert, edit, or delete data in
a database table.
Query An Access object that is used to filter data. A query allows the user to define
conditions or criteria that can be used to filter data in a database table.
Report An Access object that is designed for printing. A report allows the user to apply
specific formatting or even perform calculations on data that will be displayed in
the report. The data displayed in a report are stored in a database table.

Data Types Description

Text Includes any characters up to a maximum of 255 characters (determined by field
size). If the data includes a mix of numbers and any amount of letters, choose Text.
Examples include name and address fields.

Memo Use this data type when Text is not large enough. Like Text, this data type can also
have letters and numbers but can be much larger – up to 65,536 characters. Don’t
use Memo unless you need that extra length, however, because you can’t perform
certain action (indexing, for example) on a memo field.

Number Includes various forms of numerical data that can be used in calculations.

Date/Time Date and time entries in formats showing date, time, or both.

Currency Use for currency values up with up to four digits after the decimal place. This data
type is more accurate for large numbers than the Number data type, but generally
takes up more space.

AutoNumber Usually this is used to create an identification number for each record. The value
for each record increases by one.
 84 Computer Literacy

Yes/No Only two possible values can be in this field. Options include Yes/No, True/False, or
On/Off. The default style shows a check box with a  for Yes or Blank  for No.

OLE Object This data type allows you to place another file type into your record. Within the
field, you can insert a picture (a company logo, for example), a Word document
(employee resume), or an Excel spreadsheet (client summary chart).

Hyperlink This allows you to insert a Web address such as www.prenhall.com, which will
launch when you click it in Datasheet view or on a form. You could also type a path
and file name to a file on your hard drive (C:\doc\myres.doc), a network drive, or
an e-mail, address.

Attachment A new data type, available only in Access 2007 databases. You can attach data files
from word processing programs, spreadsheets, graphics editing programs and so
on.

Lookup Wizard Creates a lookup column, which creates a list of values from which to choose when
entering data.

Default Tabs in Microsoft Access

• Home: Most of the tools and options that are found under the Home tab are used to format data
entered into a database object such as a table or a form. The Home tab contains tools such as Bold,
Italic, Underline, Align Left, Center, Align Right, Find, and Replace. The groups found under the Home
tab are Views, Clipboard, Font, Rich Text, Records, Sort & Filter, and Find.
• Create: Most of the tools and options that are found under the Create tab are used to create database
objects such as tables, forms, queries, and reports. The Create tab contains tools such as Table, Form,
Report, and Query Wizard. The groups found under the Create tab are Tables, Forms, Reports, and
Other.
• External Data: Most of the tools and options that are found under the External Data tab are used to
import data in to or export data out of Access. The External Data tab contains tools such as Access,
Excel, Word, and Text File. The groups found under the External Data tab are Import, Export, Collect
Data, and SharePoint Lists.
• Database Tools: Most of the tools and options that are found under the Database Tools tab are used
to set or apply more advance features or setting to a database file. The Database Tools tab contains
tools such as Relationships and Switchboard Manager. The groups found under the Database Tools tab
are Macro, Show/Hide, Analyze, Move Data, and Database Tools.
 Computer Literacy 85

Terms to Know
1. Database – Is an organized collection of information about a subject
2. DATABASE OBJECTS:
a. Table – You store database information in one or more tables. You view, edit, and input
information in tables in Datasheet view, which has rows and columns, just like an Excel
spreadsheet.
b. Forms – A form is a window for viewing the data in one or more tables. Forms make it easy to
view, input, and edit data because forms typically show all the information for one record
on a single page.
c. Query – A query allows you to see or work with a portion of a table by limiting the number of
fields and by selecting specific records.
d. Report – A report is formatted information from a table or query that you can send to a printer.
Reports can include a detailed list of records, calculated values and totals from the
records, mailing labels or a chart summarizing the data.
3. Database File – The file that contains all objects of your database
4. Navigation Pane – The listing of all the objects in the database.
5. Object – A table form, query report, or other item used to store and manage data in a database.
6. Datasheet View – The view of a table that shows you the data in each record. Like a spreadsheet, the
datasheet shows rows (records) and column (fields)
7. Table Design View – A view in which you can add, edit, and delete fields from the table, change field types
and descriptions, set a primary key, and more.
8. Sort – To organized data alphabetically or in numerical order.
9. Ascending – To sort from the smallest to the largest (from A to Z and from 0 to 9)
10. Descending – To sort from the largest to the smallest (from Z to A and from 9 to 0)
11. Table – A collection of database fields designed to be used together
12. Datasheet – A grid showing the data in a table, with the field names as column headings and the records in
rows beneath them
13. Form – A window showing the data in a table with one record’s fields appearing at a time in individually
labeled boxes.
14. Dialog Box Launcher – A button in the bottom-right corner of a group on the tab of the Ribbon which
when clicked opens a dialog box or task pane.
15. Primary Key – A field that uniquely identifies each record in a table.
 86 Computer Literacy

16. Blank Database – A database file that does not yet contain any objects (that is, tables, queries, reports,
and so on)
17. Data Type – The type of data that a particular field is designed to hold. Common types include Text,
numbers, date, and Memos
18. Field Description – An optional brief comment or explanation of a field. The field description appears in
the status bar at the bottom of the window when its field is selected.
19. Field Properties – Characteristics of a afield that determine how long an entry can be, how the entry will
be formatted, whether there should be a default entry, and what can be entered (for example,
numbers only or valid dates only).
20. Caption – An alternate, “friendly” name for a field. For example, the FNAME field might have a caption of
First Name.
21. Input Mask – A field template to validate how each character is entered into the field, such as parentheses
and dashes in a phone number.
22. Validation Rule – A rule that defines what data may be entered into a certain field. It can specify a number
of characters and/or a range of values.
23. Default Value – Is used for the most common value for records but the user can always type over any
value in the field.
24. Required – User has to fill in this field before going to another record.
25. Relate – the process of specifying a relationship between two tables in Access.
26. Foreign Key – In Access, where two tables that have a one-to-many relationship, the primary key in the
second table that is shared by the first table.
27. One-to-Many Relationship- In access, the most common type of relationship that is defined for two tables,
where the primary key field in one table is associated with multiple records in a second table.
 Computer Literacy 87

Exercise1
1. Open Microsoft Access and create a new blank database. Name the database
ACEx01YourFirstandLastName.
2. Create a table in design view consisting of all the fields below. Also make sure to apply the specified
properties to the fields. Save the table as tblClients.

3. Switch to datasheet view and insert at the following records. Save and close the table.

4. Close all open objects and windows and exit out of Microsoft Access.
 88 Computer Literacy
This will be used to assess CLO 5

Exercise 2
1. Open Microsoft Access and create a new blank database. Name the database
ACEx02YourFirstandLastName.
2. Create a table in design view consisting of all the fields below. Also make sure to apply the specified
properties to the fields. Save the table as tblPatient.

3. Switch to datasheet view and insert at the following records. Save and close the table.

4. Create another table in design view consisting of all the fields below. Also make sure to apply the specified
properties to the fields. Save the table as tblCare.
 Computer Literacy 89

5. Create a relationship between tblPatient and tblcare. Make sure to enforce referential integrity. Save the
relationship.

6. Switch to datasheet view and insert the following records. Save and close the table.

7. Close all open objects and windows and exit out of Microsoft Access.
 90 Computer Literacy

Exercise 3
1. Open ACEx02YourFirstandLastName (created from Exercise #2).

2. Save the database as ACEx03YourFirstandLastName.

3. Create a query using Query Design. The query should only contain PatientID, FName, and LName fields
from tblPatient and CareGiven, Cost, Insurance from tblCare. Switch to Datasheet View to see if all fields
are in the query. Save the query as qryPatientList.

4. Create a form using tblPatients. Change to Layout View, using your resizing skills, resize textboxes to fit all
text in the window. Save the form as frmPatientandcare.

5. Create a report using Report Wizard. The Report should have PatientID, FName, LName and Phone fields
from tblPatient. (Hint: Group by PatientID, Use tabular layout) Save the report as rptPatientPhone.

Close all open objects and windows and exit out of Microsoft Access.
Name:____________________________________
Class Time:________________________________ Computer Literacy 91
Date:_____________________________________

Essential Concepts and Skills Handout

1. What is Access?
_______________________________________________________________________________________
_______________________________________________________________________________________

2. What is Database?
_______________________________________________________________________________________
_______________________________________________________________________________________

3. How is an Access Database Organized?

_______________________________________________________________________________________
_______________________________________________________________________________________

4. What are the Database Object?

_______________________________________________________________________________________
_______________________________________________________________________________________

5. How are Access Tables related?

_______________________________________________________________________________________
_______________________________________________________________________________________

6. What are the four main type of object?

1. ___________________________
2. ___________________________
3. ___________________________
4. ___________________________

7. What are the two kinds of view?

A design view is
_______________________________________________________________________________________
_______________________________________________________________________________________

A datasheet view is
_______________________________________________________________________________________
_______________________________________________________________________________________
 92 Computer Literacy

8. Different kinds of Data types

Text :___________________________________________________________________________

Memo :___________________________________________________________________________

Number :___________________________________________________________________________

Date/Time :___________________________________________________________________________

Currency :___________________________________________________________________________

Yes/No :___________________________________________________________________________

AutoNumber :___________________________________________________________________________

OLE Object :___________________________________________________________________________

Hyperlink :___________________________________________________________________________

Attachment :___________________________________________________________________________

Lookup Wizard :___________________________________________________________________________

9. What are Field Properties

Field Size :___________________________________________________________________________

Format :___________________________________________________________________________

Caption :___________________________________________________________________________

Default Values :___________________________________________________________________________

Input Mask :___________________________________________________________________________

Data Validation :___________________________________________________________________________

Required Entry :___________________________________________________________________________

Name:____________________________________
Class Time:________________________________ Computer Literacy 93
Date:_____________________________________

Activity & Handout

1. What is Microsoft Access?

2. What is a database?

3. __________________________--Access object used to store data.

4. __________________________--The most important objects in an Access database.
5. __________________________--Rows in an Access table.
6. __________________________--Columns in an Access table.
7. __________________________--Column names in an Access table.
8. __________________________--Access object used for data entry.
9. __________________________--Access object used to filter data.
10. __________________________--Access object designed specifically for printing.
11. __________________________--A database containing related tables.

13
12

14 15
16

18 21
20 23

17 19 22 24
 94 Computer Literacy
14 15
16

18 21
20 23

17 19 22 24

26

28
25 27

When creating a table in Access, you usually want to define specific properties to your table such as

29. Field Names:

30. Data Type:

31. Field Properties:

32. Field Description (optional):

33. Primary Key:

34. Composite Key (defined only if necessary):

Helpful field properties in an Access table design view

35. Input Mask: _____________________________________________________________________________

36. Validation Rule: __________________________________________________________________________

37. Validation Text: __________________________________________________________________________

Are Access table relationships important? Why or why not. EXPLAIN.

 Computer Literacy 95

Lesson 5: Microsoft PowerPoint

Microsoft PowerPoint is a presentation software developed by the Microsoft company. Microsoft PowerPoint
usually comes bundled with other programs that make up the Microsoft Office suite. The purpose of the
software is to allow users to create and edit presentations consisting of text, graphics, charts, animations, and
other interactive elements.

Default Tabs in Microsoft PowerPoint

• Home: Most of the tools and options that are found under the Home tab are used to format data
entered into a slide. The Home tab contains tools such as Cut, Copy, Paste, Bold, Italic, Underline, Align
Left, Center, Align Right, Find, and Replace. The groups found under the Home tab are Clipboard,
Slides, Font, Paragraph, Drawing, and Editing.
• Insert: Most of the tools and options that are found under the Insert tab are used to insert objects
such as tables, pictures, and shapes. The Insert tab contains tools such as Table, Picture, ClipArt,
WordArt, Movie, and Sound. The groups found under the Insert tab are Tables, Illustrations, Links,
Text, and Media Clips.
• Design: Most of the tools and options that are found under the Design tab are used to apply and
modify a presentation’s design. The Design tab contains tools such as Slide Orientation, Colors, Fonts,
Effects, and Background Styles. The groups found under the Design tab are Page Setup, Themes, and
Background.
• Animations: Most of the tools and options that are found under the Animations tab are used to apply
and adjust animations within a presentation. The Animations tab contains tools such as Custom
Animation, Transition Sound, and Transition Speed. The groups found under the Animations tab are
Preview, Animations, and Transition to This Slide.
• Slide Show: Most of the tools and options that are found under the Slide Show tab are used to view or
adjust the slide show settings. The Slide Show tab contains tools such as Custom Slide Show, Hide
Slide, and Record Narration. The groups found under the Slide Show tab are Start Slide Show, Set Up,
and Monitors.
• Review: Most of the tools and options that are found under the Review tab are used to proofread
presentation slides. The Review tab contains tools such as Spelling and Thesaurus. The groups found
under the Review tab are Proofing and Comments.
• View: Most of the tools and options that are found under the View tab are used to adjust or change
the presentation view. The View tab contains tools such as Slide Sorter, Slide Master, and Zoom. The
groups found under the View tab are Presentation Views, Show/Hide, Zoom, Color/Grayscale, Window,
and Macros.
96 Computer Literacy
 Computer Literacy 97

Terms to Know
1. Presentation – A set of slides or handouts that contains information you want to convey to an audience.
2. Placeholders – Designated areas in PowerPoint layouts that can be used to easily insert text, graphics, or
multimedia objects.
3. Active Slide – The slide currently selected or displayed.
4. Theme – Formatting feature that applies a back-ground, colors, fonts, and effects to all slides in a
presentation.
5. ClipArt – Pre-drawn artwork, photos, animations and sound clips that you can insert into your files.
6. Font - A set of characters with a specific size and style
7. Template - A presentation that is already formatted with a slide design and may also include sample text
to guide you in completing the presentation.
8. Footer – An area at the bottom of a slide in which you can enter a date, slide number, or other
information.
9. Header - An area at the top of a slide in which you can enter a date or other information that repeats for
each page.
10. Handouts – Printed copies of the presentation for the audience to refer to during and after the slide show
11. Landscape Orientation – A slide or printout that is wider than it is tall.
12. Portrait Orientation – A slide or printout that is taller than it is wide.
13. AutoFit – PowerPoint feature designed to reduce font size to fit text in the current placeholder.
14. Format Painter – A tool that lets you copy text formatting from one text selection and apply it to any other
text in the presentation.
15. Text Box – A shape designed to hold text that can be positioned anywhere on a slide.
16. Embed – Insert data into a destination application from a source application so that you can edit it using
the source application’s tool.
17. Link – Insert data into a destination application from a source application so that a link exists between the
source and the destination data.
18. SmartArt Graphics – Professionally designed graphics that organize and display information in various
graphic types such as list, processes, or hierarchical displays
19. Guides - Nonprinting vertical and horizontal lines you can use to align objects on a slide.
20. Gridlines – A regular grid of dotted lines displayed on a slide to help arrange objects.
21. Crop - Remove a portion of a picture that you don’t want.
22. Scaling – Specifying a percentage of the original size to enlarge or reduce an object.
 98 Computer Literacy

23. Template - A foundation on which to build a presentation; a template may contain theme colors, fonts,
and effects, graphics, a background, and slide layouts
24. Transitions - The visual effects used when one slid moves off the screen and another moves onto the
screen.
25. Animate – To apply movement to text or an object to control its display during the presentation.
26. Advance slide timing - A setting that controls the amount of time a slide displays on the screen.
27. Custom show - A show in which you specify the slides and the order in which the slides appear during the
presentation.
28. Action button - A shape that is programmed to perform a specific action, such as running an application or
jumping to a specific slide.
29. Comments – A not you add to a slide to provide corrections or input to the slide content.
 Computer Literacy 99

Exercise 1
1. Start MS PowerPoint.
2. Save the default blank presentation as 01POWERPOINT_DATE_YOURNAME.
3. Type the title and subtitle as shown in the Illustration A.
4. Insert new slide. Use the Title and Content layout for the second slide.
5. Type the text found on Illustration B.
6. Add a third slide that uses the Comparison slide layout.
7. Type the text shown in Illustration C.
8. Save your changes, close the presentation and exit PowerPoint.

Illustration A Illustration B

Illustration C
 100 Computer Literacy

Exercise 2 This will be used to assess CLO 4

1. Start Ms PowerPoint and Open 01PALAU.
2. Save the file as 02POWERPOINT_DATE_YOURNAME.
3. Insert Header and Footer with the following details.
✓ Date and Time : Update Automatically (Current Date)
✓ Slide number
✓ Footer: ALL ABOUT PALAU
✓ Don’t show on title slide
✓ Page Number
4. Apply the Perspective theme and Go to the last slide.
5. Insert a new slide, apply the Title and Content Layout.
6. Type the text found in Illustration A.
7. Insert a new slide, apply the Title and Content Layout. Insert appropriate photo from data files
8. Input the text found in Illustration B. Insert Insert appropriate photo from your data files.
9. Insert a new slide; apply the Picture with Caption Layout.
10. Type the test found in Illustration C. Insert appropriate photo from your data files.
11. Add an appropriate slide transition to the entire slide.
12. Add animations to all placeholders and photos in each slide.
13. View slideshow. Make changes if needed.
14. Save your changes, close the presentation, and exit PowerPoint.
 Computer Literacy 101

Illustration A Illustration B

Illustration C
102 Computer Literacy

-------------------This page was intentionally left blank-------------------

Name:____________________________________
Class Time:________________________________ Computer Literacy 103
Date:_____________________________________

Essential Concepts and Skills Handout

1. To start PowerPoint and open and save a presentation
a.
b.
c.
d.

2. Inserting picture

3. To change the stacking order

a. Bringing Forward moves _________________________________________________
b. Send backward moves _________________________________________________
c. Bring to Front moves _________________________________________________
d. Send to Back moves _________________________________________________

4. Modifying placeholders and deleting a slide

To resize a placeholder
___________________________________________________________________________

To move a placeholder
___________________________________________________________________________
To align paragraph text

When you left-align a paragraph, it _____________________________________________

When you right-align a paragraph, it _____________________________________________
When text is justified, it _____________________________________________
To delete slide _____________________________________________

5. Changing Views

To change views

1. _________________________________________________
2. _________________________________________________
3. _________________________________________________
4. _________________________________________________
104 Computer Literacy

-------------------This page was intentionally left blank-------------------

Name:____________________________________
Class Time:________________________________ Computer Literacy 105
Date:_____________________________________

Activity & Handout

2 3 4
1 5

7 8

13
10 11 12 14 15 16

What is the function of each of the tool/feature indicated above?

1. ______________________________________________________________________________________

2. ______________________________________________________________________________________

3. ______________________________________________________________________________________

4. ______________________________________________________________________________________

5. ______________________________________________________________________________________

6. ______________________________________________________________________________________

7. ______________________________________________________________________________________
 106 Computer Literacy

8. ______________________________________________________________________________________

9. ______________________________________________________________________________________

10. ______________________________________________________________________________________

11. ______________________________________________________________________________________

12. ______________________________________________________________________________________

13. ______________________________________________________________________________________

14. ______________________________________________________________________________________

15. ______________________________________________________________________________________

16. ______________________________________________________________________________________

Fill In The Blanks.

1. ___________________________--A file in PowerPoint.
2. ___________________________--A page in PowerPoint.
3. ___________________________--Formatting feature that applies a background, colors, fonts, and effects
to slides in a presentation.
4. ___________________________--Predrawn artwork, photos, animations, and sound clips that you can
insert into your files.
5. ___________________________--A presentation that is already formatted with a slide design and may
also include sample text to guide you in completing the presentation.
6. ___________________________--Information displayed at the bottom of every slide in your presentation.
7. ___________________________--Information displayed at the top of every slide in your presentation.
8. ___________________________--A shape designed to hold text that can be positioned anywhere on a
slide.
9. ___________________________--To insert an object into a presentation and have the object actually be
inside the presentation file.
10. ___________________________--To connect an object to a presentation and have the object still be a
separate file from the presentation file.
11. ___________________________--A slide that controls the appearance of all slides in a presentation.
12. ___________________________--Visual effects used when one slide moves off of the screen and another
moves onto the screen.
13. ___________________________--To apply movement to text or other objects in a presentation.
 Computer Literacy 107

Reference REFERENCES
Microsoft Word Quick Reference
How To: Fundamentals
• To Create a New Document:
o Click the Office Button, select New, and click Create, or press <Ctrl> + <n>.
• To Open a Document:
o Click the Office Button and select Open, or press <Ctrl> + <o>.
• To Save a Document:
o Click the Save button on the Quick Access Toolbar, or press <Ctrl> + <s>.
• To Save a Document with a Different Name:
o Click the Office Button, select Save As, and enter a new name for the document.
• To Preview a Document:
o Click the Office Button, point to the Print list arrow, and select Print Preview.
• To Print a Document:
o Click the Office Button and select Print, or press <Ctrl> + <p>.
• To Undo:
o Click the Undo button on the Quick Access Toolbar or press <Ctrl> + <z>.
• To Close a Document:
o Click the Close button or press <Ctrl> + <w>.
• To Get Help:
o Press <F1> to open the Help window. Type your question and press <Enter>.
• To Exit Word:
o Click the Office Button and click Exit Word or simply click the x on the upper right corner of the window.

Helpful Shortcuts
GENERAL EDITING FORMATTING
Open a Document <Ctrl> + <o> Cut <Ctrl> + <x> Bold <Ctrl> + <b>
Create New <Ctrl> + <n> Copy <Ctrl> + <c> Italics <Ctrl> + <i>
Save a Document <Ctrl> + <s> Paste <Ctrl> + <v> Underline <Ctrl> + <u>
Print a Document <Ctrl> + <p> Undo <Ctrl> + <z> Align Left <Ctrl> + <l>
Close a Document <Ctrl> + <w> Redo <Ctrl> + <y> Center <Ctrl> + <e>
Help <F1> Align Right <Ctrl> + <r>
Justify <Ctrl> + <j>

NAVIGATION AND LAYOUT TEXT SELECTION

Up One Screen <Page Up> To Select: Do This:
Down One Screen <Page Down> A Word Double-click the word
Beginning of Line <Home> A Sentence Press and hold <Ctrl> and Click anywhere in the sentence
End of Line <End> A Line Click in the selection bar next to the line
Beginning of Document <Ctrl> + <Home> A Paragraph Triple-click the paragraph
End of Document <Ctrl> + <End> Everything <Ctrl> + <a>
Open the Go To Dialog box <F5>
 108 Computer Literacy

How To: Formatting

• To Cut or Copy Text:
o Select the text you want to cut or copy and click the Cut or Copy button in the Clipboard group on the
Home tab.
• To Paste Text:
o Place the insertion point where you want to paste and click the Paste button in the Clipboard group on
the Home tab.
• To Format Selected Text:
o Use the commands in the Font group on the Home tab, or click the Dialog Box Launcher in the Font
group to open the Font dialog box.
• To Copy Formatting with the Format Painter:
o Select the text with the formatting you want to copy and click the Format Painter button in the
Clipboard group on the Home tab. Then, select the text you want to apply the copied formatting to.
• To Change Paragraph Alignment:
o Select the paragraph(s) and click the appropriate alignment button (Align Left, Center, Align Right, or
Justify) in the Paragraph group on the Home tab.
• To Indent a Paragraph:
o Click the Increase Indent button in the Paragraph group on the Home tab.
• To Decrease an Indent:
o Click the Decrease Indent button in the Paragraph group on the Home tab.
• To Add a Tab Stop:
o Click the Tab alignment box on the Ruler until you see the type of tab you want to insert. Then, click on
the Ruler where you want to insert the tab stop.
• To Adjust or Remove a Tab Stop:
o Click and drag the tab stop to the desired position on the Ruler. Click and drag the tab stop off the Ruler
to remove it.
• To Change Paragraph Line Spacing:
o Click the Line Spacing button in the Paragraph group on the Home tab and select an option from the list.
• To Create a Bulleted or Numbered List:
o Select the paragraphs you want to bullet or number and click the Bullets or Numbering button in the
Paragraph group on the Home tab.
• To Change a Document’s Margins:
o Click the Page Layout tab on the Ribbon, click the Margins button in the Page Setup group, and select a
setting.
• To Change Page Orientation:
o Click the Page Layout tab on the Ribbon, click the Orientation button, and select an option from the list.
• To Insert a Header or Footer:
o Click the Insert tab on the Ribbon and click the Header or Footer button in the Header & Footer group.
• To Insert a Manual Page Break:
o Click the Insert tab on the Ribbon and click the Page Break button in the Page Setup group.
• To Insert a Section Break:
o Click the Page Layout tab on the Ribbon, click the Breaks button in the Page Setup group, and select the
type of break you want to insert.
• To Correct a Spelling Error:
o Right-click the error and select a correction from the contextual menu. Or, press <F7> to run the Spell
Checker.
• To Find Text:
o Click the Find button in the Editing group on the Home tab.
 Computer Literacy 109

• To Replace Text:
o Click the Replace button in the Editing group on the Home tab.
• To Move Text with the Mouse:
o Select the text you want to move, drag the text to a new location, and release the mouse button.

How To: Tables

• To Insert a Table:
o Click the Insert tab on the Ribbon, click the Table button in the Tables group, and select Insert Table
from the menu.
• To Insert a Column or Row:
o Click the Layout tab under Table Tools and use the commands located in the Rows & Columns group.
• To Delete a Column or Row:
o Select the column or row you want to delete, click the Layout tab under Table Tools, click the Delete
button in the Rows & Columns group, and select an appropriate option from the menu.
• To Adjust Column Width or Row Height:
o Select the column or row you want to adjust, click the Layout tab under Table Tools, and use the
commands located in the Cell Size group.

How To: Drawing and Graphics

• To Insert a Clip Art Graphic:
o Click the Insert tab on the Ribbon and click the Clip Art button in the Illustrations group. Type the name
of what you’re looking for in the “Search for” box and click Go.
• To Insert a Picture:
o Click the Insert tab on the Ribbon and click the Picture button in the Illustrations group. Find and select
the picture you want to insert and click Insert.
• To Adjust Text Wrapping:
o Double-click the object, click the Text Wrapping button in the Arrange group, and select an option from
the list.
• To Draw a Shape:
o Click the Insert tab on the Ribbon, click the Shapes button in the Shapes group, and select the shape you
want to insert. Then, click where you want to draw the shape and drag until the shape reaches the
desired size. Hold down the <Shift> key while you drag to draw a perfectly proportioned shape or
straight line.
• To Move an Object:
o Click the object and drag it to a new location. Release the mouse button when you’re finished.
• To Resize an Object:
o Click the object to select it, click and drag one of its sizing handles ( ), and release the mouse button
when the object reaches the desired size. Hold down the <Shift> key while dragging to maintain the
object’s proportions while resizing it.
• To Delete an Object:
o Select the object and press the <Delete> or the <Backspace> key.
• To Format an Object:
o Double-click the object and use the commands located on the Format tab.
• To Insert a WordArt Object:
o Click the Insert tab on the Ribbon, click the WordArt button in the Text group, and select a design from
the WordArt Gallery. Enter the text you want WordArt to format and adjust the font type and size, if
necessary. Click OK.
 110 Computer Literacy

Microsoft Excel Quick Reference

How To: Fundamentals
• To Create a New Workbook:
o Click the Office Button, select New, and click Create, or press <Ctrl> + <n>.
• To Open a Workbook:
o Click the Office Button and select Open, or press <Ctrl> +<o>.
• To Save a Workbook:
o Click the Save button on the Quick Access Toolbar, or press <Ctrl> + <s>.
• To Save a Workbook with a Different Name:
o Click the Office Button, select Save As, and enter a new name for the presentation.
• To Preview a Workbook:
o Click the Office Button, point to Print, and select Print Preview.
• To Print a Workbook:
o Click the Office Button and select Print, or press <Ctrl> +<p>.
• To Quick Print:
o Click the Office Button, point to Print, and select Quick Print.
• To Undo:
o Click the Undo button on the Quick Access Toolbar or press <Ctrl> +<z>.
• To Close a Workbook:
o Click the Close button or press <Ctrl> + <w>.
• To Get Help:
o Press <F1> to open the Help window. Type your question and press<Enter>.
• To Exit Excel:
o Click the Office Button and click Exit Excel.

Helpful Shortcuts
GENERAL NAVIGATION
Open a Workbook <Ctrl> + <o> Move Between Cells <↑>, <↓>,<←>, <→>
Create New <Ctrl> + <n> Go One Cell to the Right <Tab>
Save a Workbook <Ctrl> + <s> Go One Cell to the Left <Shift> +<Tab>
Print a Workbook <Ctrl> + <p> Down One Cell <Enter>
Close a Workbook <Ctrl> + <w> Up One Cell <Shift> +<Enter>
Help <F1> Up One Screen <Page Up>
Run Spelling Check <F7> Down One Screen <Page Down>
To Cell A1 <Ctrl> +<Home>
To Last Cell with Data <Ctrl> + <End>
Open Go To Dialog Box <F5>
FORMATTING EDITING
Bold <Ctrl> + <b> Cut <Ctrl> + <x>
Italics <Ctrl> + <i> Copy <Ctrl> + <c>
Underline <Ctrl> + <u> Paste <Ctrl> + <v>
Open Format Cells Dialog Box <Ctrl> + <Shift>+ <f> Undo <Ctrl> + <z>
Redo <Ctrl> + <y>
Find <Ctrl> + <f>
Replace <Ctrl> + <h>
Select All <Ctrl> + <a>
 Computer Literacy 111

How To: Formulas and Functions

• To Total a Cell Range:
o Click the cell where you want to insert the total and click the Sum button in the Editing group on the
Home tab. Verify the selected cell range and click the Sum button again.
• To Enter a Formula:
o Select the cell where you want to insert the formula, press equal “=”, and enter the formula using
values, cell references, operators, and functions. Press <Enter> when you’re finished.
• To Insert a Function:
o Select the cell where you want to enter the function and click the Insert Function button on the Formula
Bar.
• To Reference a Cell in a Formula:
o Type the cell reference (for example, B5) in the formula or click the cell you want to reference.
• To Create an Absolute Cell Reference:
o Precede the cell references with a $sign or press <F4> after selecting a cell range to make it absolute.
• To Use Several Operators or Cell Ranges:
o Enclose the part of a formula you want to calculate first in parentheses.

How To: Workbook Management

• To Add a New Worksheet:
o Click the Insert Worksheet tab next to the sheet tabs at the bottom of the program screen.
• To Delete a Worksheet:
o Select the sheet want to delete, click the Delete button in the Cells group on the Home tab, and select
Delete Sheet. Or, right-click the sheet tab and select Delete from the contextual menu.
• To Rename a Worksheet:
o Double-click the sheet tab, enter a new name for the worksheet, and press <Enter>.
• To Split a Window:
o Drag either the vertical or horizontal split bar (located near the scroll bars) onto the worksheet.
• To Freeze Panes:
o Place the cell pointer where you want to freeze the window, click the View tab on the Ribbon, click the
Freeze Panes button in the Window group, and select an option from the list.
• To Select a Print Area:
o Select the cell range you want to print, click the Page Layout tab on the Ribbon, click the Print Area
button in the Page Setup group, and select Set Print Area.
• To Adjust Page Margins, Orientation, Size, and Breaks:
o Click the Page Layout tab on the Ribbon and use the commands in the Page Layout group, or click the
Dialog Box Launcher in the Page Setup group to open the Page Setup dialog box.
• To Protect or Share a Workbook:
o Click the Review tab on the Ribbon and use the commands in the Changes group.

How To: Charts

• To Create a Chart:
o Select the cell range that contains the data you want to chart and click the Insert tab on the Ribbon.
Click a chart type button in the Charts group and select the chart you want to use from the list.
 112 Computer Literacy

Microsoft Access Quick Reference

How To: Fundamentals
• To Create a Database:
o Click a template category in the list and click
the template you want to use. Click Create.
Or, click the Blank Database button.
• To Open an Existing Database:
o Click a database in the Open Recent
Database list or click More and browse for
it.

• To Open an Object:
o Double-click the object in the Navigation Pane.
• To Create a New Object:
o Click the Create tab on the Ribbon and click a button for the objector wizard you want to use on the
Objects bar.
• To Modify an Object:
o Open the object or click its tab in the window, click the Format tab on the Ribbon, click the View button
in the Views group and select Design View or Layout View.
• To Delete an Object:
o Select the object and press <Delete>. Click Yes.
 Computer Literacy 113

• To Rename an Object:
o Right-click the object, select Rename from the contextual menu, enter the new name, and press
<Enter>.
• To Repair/Compress a Database:
o Click the Office Button and select Manage →Compact and Repair Database.
• To Import Data:
o Click the External Data tab on the Ribbon and click the type of file you want to import from in the Import
group. Follow the on screen instructions.
• To Export Data:
o Click the External Data tab on the Ribbon and click the type of file you want to export to in the Export
group. Follow the on screen instructions.

Helpful Shortcuts
GENERAL NAVIGATION
Open a Database <Ctrl> + <o> Next Field <Tab>
Close a Database <Ctrl> + <w> Previous Field <Shift> + <Tab>
Print Current View <Ctrl> + <p> Next Screen <Page Down>
Delete <Delete> Previous Screen <Page Up>
Undo <Ctrl> + <z> First Record <Ctrl> + < ↑ >
Help <F1> Last Record <Ctrl> + < ↓ >
Delete Record <Ctrl> + < - > Toggle Navigation Pane <F11>
Cancel Changes <Esc>
Insert Date <Ctrl> + < ; >
Insert Time <Shift> + <Ctrl>+ <:>
Insert Value from Same Field in Previous Record <Ctrl> + < ’ >(Apostrophe)
Check Spelling <F7>
Switch Applications <Alt> + <Tab>
DESIGN VIEW EDITING
Properties <Alt> + <Enter> Cut <Ctrl> + <x>
Open object in Design View <Ctrl> + <Enter> Copy <Ctrl> + <c>
Save Object <Ctrl> + <s> Paste <Ctrl> + <v>
Find <Ctrl> + <f>
Replace <Ctrl> + <h>
Select All <Ctrl> + <a>

How To: Working With Tables

Database information can be directly added and modified from tables and some queries and forms.
• To Add a Field to a Table:
o Enter data in the cell below the Add New Field column header. Or, click and drag a field from the Field
Templates pane to the table (to display the Field Templates pane, click the Datasheet tab on the Ribbon
and click the New Field button in the Fields & Columns group).
• To Add a New Record:
o Enter data in the bottom row of the table.
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• To Select a Record:
o Click the Record selector to the left of the record.
• To Delete a Record:
o Select the record, click the Home tab on the Ribbon and click the Delete button in the Records group.
Click Yes.
• To Spell Check:
o Click the Home tab on the Ribbon and click the Spelling button in the Records group.
• To Find Information:
o Place the cursor in the field that contains the value you want to search for, click the Home tab on the
Ribbon and click the Find button in the Find group or press <Ctrl> + <f>. Type the value you want to
search for in the Find What box and click Find Next.
• To Replace Information:
o Place the cursor in the field that contains the value you want to replace, click the Home tab on the
Ribbon and click the Replace button in the Find group or press <Ctrl> + <h>. Type the value you want to
search for in the Find What box and the new value in the Replace With box. Click Find Next until you’ve
found what you’re looking for, and then click Replace or Replace All to replace every instance of the
value.
• To Sort Information:
o Place the cursor in the field that you want to sort by, click the Home tab and click either the Ascending
or Descending button in the Sort & Filter group.
• To Filter Information:
o Place the cursor in the field that contains the values you want to filter by, click the Home tab on the
Ribbon and click the Filter button in the Sort & Filter group. Check the boxes for the values you want to
filter for.
• To Remove a Filter:
o Click the Toggle Filter button in the Sort &Filter group.
• To Change a Field’s Data Type:
o Select the field you want to change, click the Datasheet tab on the Ribbon, and click the Data Type list
arrow in the Data Type & Formatting group. Select a data type.
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How To: Working With Queries

• To Create a Select Query:

o Click the Create tab on the Ribbon
and click the Query Wizard button
in the Other group. Click Simple
Query Wizard and click OK. Follow
the onscreen instructions to select
the fields you want to use from the
desired tables and create the query.
If you want to filter records, view
the query in Design view and enter
the criteria in the Criteria row.
• To Switch Views:
o Click the Home tab on the Ribbon
and click the View button in the
Views group.

• To Summarize Values:
o Open the Query in Datasheet View, click the Home tab on the Ribbon and click the Totals button in the
Records group. Click the list arrow in a column in the Total row in the query select a calculation type
(Sum, Average, etc.).

Criteria Example Description

“London” Displays records where the field equals London
Between 1/1/90 and 12/31/95 Displays records where the date is between 1/1/90 and 12/31/95
<> “USA” OR NOT “USA” Displays records where the field is not equal to USA
Like “S*” Displays records where the field text begins with an S
IS NULL Displays records where the field is blank
IS NOT NULL Displays records where the field is not blank
>100 Displays records whose field value is greater than 100
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Microsoft PowerPoint Quick Reference

How To: Fundamentals
• To Create a New Presentation:
o Click the Office Button, select New, and click Create, or press <Ctrl> + <n>.
• To Open a Presentation:
o Click the Office Button and select Open, or press<Ctrl> + <o>.
• To Save a Presentation:
o Click the Save button on the Quick Access Toolbar, or press <Ctrl> + <s>.
• To Save a Presentation with a Different Name:
o Click the Office Button, select Save As, and enter a new name for the presentation.
• To Preview a Presentation:
o Click the Office Button, point to the Print list arrow, and select Print Preview.
• To Print a Presentation:
o Click the Office Button and select Print, or press <Ctrl> + <p>.
• To Undo:
o Click the Undo button on the Quick Access Toolbar or press <Ctrl> + <z>.
• To Close a Presentation:
o Click the Office Button and select Close, or press<Ctrl> + <w>.
• To Get Help:
o Press <F1> to open the Help window. Type your question and press <Enter>.
• To Exit PowerPoint:
o Click the Office Button and click Exit PowerPoint.

Helpful Shortcuts
GENERAL NAVIGATION FORMATTING
Open a Presentation <Ctrl> + <o> The Next Slide <Spacebar> Bold <Ctrl> + <b>
Create New <Ctrl> + <n> The Previous Slide <Backspace> Italics <Ctrl> + <i>
Save a Presentation <Ctrl> + <s> The First Slide <Ctrl> + <Home> Align Left <Ctrl> + <l>
Print a Presentation <Ctrl> + <p> The Last Slide <Ctrl> + <End> Center <Ctrl> + <e>
Close a Presentation <Ctrl> + <w> Justify <Ctrl> + <j>
Insert a New Slide <Ctrl> + <m>
Help <F1>
EDITING SLIDE SHOW DELIVERY
Cut <Ctrl> + <x> End Slide Show <Esc>
Copy <Ctrl> + <c> Jump to Slide <Slide #> +<Enter>
Paste <Ctrl> + <v> Toggle Screen Black <b>
Undo <Ctrl> + <z> Toggle Screen White <w>
Redo or Repeat <Ctrl> + <y> Pause Show <s>
Find <Ctrl> + <f> Show/Hide Pointer <a>
Replace <Ctrl> + <h> Change Arrow to Pen <Ctrl> + <p>
Select All <Ctrl> + <a> Change Pen to Arrow <Ctrl> + <a>
Erase Doodles <e>

How To: Formatting

• To Cut or Copy Text:
o Select the text you want to cut or copy and click the Cut or Copy button in the Clipboard group on the
Home tab.
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• To Paste Text:
o Place the insertion point where you want to paste and click the Paste button in the Clipboard group on
the Home tab.
• To Format Selected Text:
o Use the commands in the Font group on the Home tab, or click the Dialog Box Launcher in the Font
group to open the Font dialog box.
• To Copy Formatting with the Format Painter:
o Select the text with the formatting you want to copy and click the Format Painter button in the
Clipboard group on the Home tab. Then, select the text you want to apply the copied formatting to.
• To Change Paragraph Alignment:
o Select the paragraph(s) and click the appropriate alignment button (Align Left, Center, Align Right, or
Justify) in the Paragraph group on the Home tab.
• To Create a Bulleted or Numbered List:
o Select the paragraphs you want to bullet or number and click the Bullets or Numbering button in the
Paragraph group on the Home tab.
• To Apply a Document Theme (called design templates in previous versions of PowerPoint):
o Click the Design tab on the Ribbon, click the More button in the Themes group, and select a theme from
the gallery.
• To Change the Slide Background:
o Click the Design tab on the Ribbon, click the Background Styles button in the Background group, and
select a background.
• To View the Slide Master:
o Click the View tab on the Ribbon, click the SlideMaster button in the Presentation Views group, and click
the Slide Master or the appropriate Layout Master in the Outline pane.
• To Change Paragraph Line Spacing:
o Select the paragraph(s), click the Line Spacing button in the Paragraph group on the Home tab, and
select an option from the list.
• To Insert a Header or Footer:
o Click the Insert tab on the Ribbon and click the Header & Footer button in the Text group. Select the
option(s) that you want and click Apply or Apply to All.
• To Correct a Spelling Error:
o Right-click the error and select a correction from the contextual menu. Or, press <F7> to run the Spell
Checker.

How To: Drawing and Graphics

• To Insert a Clip Art Graphic:
o Click the Insert tab on the Ribbon and click the Clip Art button in the Illustrations group. Type the name
of what you’re looking for in the “Search for” box and click Go.
• To Insert a Picture:
o Click the Insert tab on the Ribbon and click the Picture button in the Illustrations group. Find the picture
you want to insert and click Insert.
• To Draw a Shape:
o Click the Insert tab on the Ribbon, click the Shapes button in the Shapes group, and select the shape you
want to insert. Then, click where you want to draw the shape and drag until the shape reaches the
desired size. Hold down the <Shift> key while you drag to draw a perfectly proportioned shape or
straight line.
• To Format an Object:
o Double-click the object and use the commands located on the Format tab.
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• To Move an Object:
o Click the object and drag it to a new location. Release the mouse button when you’re finished.
• To Resize an Object:
o Click the object to select it, click and drag one of its sizing handles, and release the mouse button when
the object reaches the desired size. Hold down the <Shift> key while dragging to maintain the object’s
proportions while resizing it.
• To Delete an Object:
o Select the object and press the <Delete> key.

How To: Delivery, Transitions, and Animations

• To Add a Slide Transition:
o Navigate to the slide you want to add a transition to. Click the Animations tab on the Ribbon, click the
More button in the Transition to This Slide group, and select a transition effect.
• To Add an Animation Effect to an Object:
o Select the object that you want to animate, click the Animations tab on the Ribbon, and click the Custom
Animation button in the Animations group. Click the Add Effect button, select a category, and select the
effect you want to use.
• To Present a Slide Show:
o Click the Slide Show button on the status bar.
• To Use the Pen:
o In Slide Show view, press <Ctrl> + <p> and then draw on the screen. Press <Ctrl> + <a> to switch back to
the arrow pointer. Press<e> to erase your doodles.
• To Add Slide Timings:
o Click the Slide Show tab on the Ribbon and click the Rehearse Timings button in the Set Up group.
Navigate through the presentation, pausing on each slide for the amount of time you wish to display it
during your show. Click Yes to save your timings.
Computer Science Department
Computer Literacy 1

Palau Community College