Unit 1. Word Processors Introduction Currently, many people use computers to create documents. This is referred to as electronic word processing Definition ‘Aword processor is an application sofware that allows the user to create, format, eit, save and print text documents. Examples of word processors include Microsoft Ward, WordParfact, WardStar, WardPro, Open Office Word, Lows WordPro, Apple Works, among others. ‘Advantages of electronic word processors + Documents can be stored for future use, Using 2 word processor is easiar due to the many features available for editing a document. «There are superior features in word processors such as grammar checker and sutocorrect | Word processors have features for + Avallanily of many Formatting Features. “The ability to create anc import taoles, ext, and grapnics from oxner applications. + Posstallty of printing muluple copies from a document. eating references, headers, footers, indexes, and footnotes. Purpose and Basic Features of word processors Purpose of word processors + Create documents such as newsletters, books, reports, projects, leters, assays, memos and Curriculum wnaeicv) sEdcing + Formatting «Saving + Mail merging + Princing Basic features of word processors “To create, edit format, store and open a file + Word wrap that automatically moves a word or cursor to the beginning of the next line ifit does nat fit ac the end of the current line «+ Spelling and grammatical tools such as grammar checker, spell checker, thesaurus (dictionary of synonyms and antonyms) and English dictionary. + Ability 0 import object, tables, text and graphics from other applications. “They have superior ecitng and formatting tools. “They have features ike headers and footers, indexes, footnotes. endnotes andi references, Windows word processor has the following features: “Tide bar - Snows tne casks that are running. Ie has minimise, restore and une clase buttons. “Main menuftabs - Has all tne commands 2 usar necds to edit a decumert. “Toolbarsiribaons- Command icons to edit information in tre aplication. = Document window: Ares where information is inserted. + Status bar it shows the document status information such as page number, section and languageFactors to consider when choosing a word processor «The operating system installed in your comourer + User friendliness ‘Its formatting and editing features. Microsoft Word screen layout window Menu Bar Formating Toolber ‘Standerd Tooker roicenil ang MiNMIZ®, Maximize and Close Buta Running Microsoft Word program (Ceeating a document Aocument can be crested from scratch, from a template or by importing it from another location. Saving a new document This is the process of storing @ documene in a starage madium, A document can be saved in the following tno ways: Save As: Ths i saving 2 new document or wren altering tne “lename or location. | Save: This allows the user to save or update changes in 2 file without necessarily cnanging the filename or ‘ocetion Retrieving a document Opening « document fram a named storage location Closing a document To depart from mnat document wile ne application is sul running. You need to save all the cnanges made on the document nefore closing. ‘Exiting from Word cose the application. Editing and formatting a document ‘These are features that either change the content or appearance of = dacumentEditing a document and the Features of Editing ‘This fs the process of making changes to the content in # dacumant. It may be necessary ta highlight content before performing editing Editing features «+ Dalecing: Erasing text nat nad been typed using one of tne following keys. ‘n Backspace key -c erases one character at a ume from night to tne left of the cursor. Ii) Delete key -Erases charactar from left to right ofthe insartion pointer. = Copying and pasting text and objects: Conying means creating the exact replica of a text or an abject. One can alco use the keyboard shortcut keys, Ctrl + Ct0 copy and Ctrl + Vto paste. + Moving text and objects: Changing the position of text or an abject in a document from a source location to.@ new destination. One can also use the keyboard shortcut keys, Carl + Xto cut and Cert + ‘Typing modes/ Editing modes Insert mode. Feature that places words or characters between others by pushing the existing text :owards the righc of ene cursor wicnout replacing i. Type over mode- When texc Is yped between existing words or characters, the new text aucomatically replaces the excung text ay erasing I. Note: To switch between sype over and insert mods, simply pres the insert key onthe keyboard or double select the OVR label onthe status bar + Find and replace-- Allows the user to search fora word or phrase ina document and then replace the word or phrase + Proofreading: - Checking the cocument fr errors. i Spelling and grammar checker: Allow the user to correct spelling errors and incorrect grammar structures {i Using the thesaurus:- Helps tne user find words or phrases wich similar meaning [syronyms) or opposite ‘meaning fantonyrs) tothe one selecte. i) Autocomplete: Automatically finishes @ word after the user types te first few characers ofthe word 1) Autocorrect- Automatically detecs wrongly spelt words or capitalised wards theredy replacing them with the conve word, sUndo- Reverses the last executed action. + Redo- Reverses tne last undone acvon,Formatting a document Formatting refers to applying various styles or features to enhance the document's appearance. One can format tex, « paragranh or a page Tent formatting Refers to cnanaing te appearance of character. Common formating styl includ: + Changing font ype, font ize, font syle an font colour. + Boldng text-Ths isthe process of making the selectes text appear derker then te rest ef he txt + Underin text This the process of placings line a the base or boro of e werd o a ahrase -talicsing text This is the process of making the fort appear as though t's slanting in the Forward direction + Superscript: & character that is writen slightly sbove another character #2. X? + Subscript-A subscrpcis character thats written sightly below another character eg, Y4, Paragragn formatting. Refers to changing the appearance of 8 block of text by some action. It includes: Text alignment: placing tne text telative to the leftright or center ofthe page. Types of text alignment i) Let alignment: The lines of text are evenly arranged along the left margin but unevenly at the right margin. id Right alignment: The lines of text are evenly arranged along the right margin but unevenly atthe left margin. ill Center alignment The ines of text are placed at the center of each line in relation to the left and right margins. il Justification: Arranging lines of text ‘evenly along tne lett and rignt margin. Page formatting and formatting and editing table Refers to applying verious styles to change the anpearance of a page or a dacument. This includes: + Inserting page breaks: Identifies the end of one page and the beginning ofthe next. + Creating columns: Columns are used to arrange data in a vertical ocder Page setup: Allows the user to manipulate the page background, arientation, margins, paper size, hyphenation and paper source “Margin: 's an imaginary space tat encloses the working area + Paper size: The dimension of the page. + Page orientation: Refers to the positioning ofthe page in relation to tne text. ‘Types of page orientation 1 Portrait - Test and graphics are printed with the longest side vertically upright | Landscape -Text and graphical cbjecrs are placed with the longest side of the page placed horizontally and the ‘ines of text printed parallel. + Page layout: Lers tne user specify now rex wil be placed on the page from me margins. + Headers and Footers: Aneader \s text or an object placed at ine top of all pages in a dacument wnile a footer ‘appears atthe botzam of all pages in @ document. + Page numbering: These ere numsers placed on top or bottom of every page. They are inserted to make references when lacating information in a document easierFormatting and editing a table |Atableis a graphical abject made up of rows ang columns used to organise data and information for easy Interpretation such as a class timetable and a class mer't is. Common table formatting includes: “Inserting rows and columns: Is the process of adding a row ar a column in atable + Deleting rows, column or cells: Is sne process of removing a row/a column’ cal/cells in a able. + Merging cells in a table: Is ne process of combining two or more cells in arable. + Splitting cells in a table: Is tne orocess of subdividing one callin a table or several cells to many cells in table. + Borders and shading: 'sthe process of applying various features to the cel ines such as colour and thickness. Aborder is an artwork that frames a document, a cell, an object among ethers “Table conversions: Allow vie user to convert lines of tex inco a table and a table ino linas of eax. + Importing tables: Allow a user to get a table from other applications or from a file (mpord, + Performing arithmetic calculations in a table: Allows the user to perform mathematical calculations sucn as AVERAGE, SUM, ang PRODUCT among others in a table + Sorting: Allows the user to arrange text and velues either from top to bottom (descending order) er from ‘bottom ro top (ascending order). Mail merging documents and printing a document ‘Mall merging is tne process of generating personalised lesars or documents by comalning a main document with an existing data Source. The main document is usualy a letter and the source dacurment the adress book Fles crested curing mail merging process + Primary file (main dacurnent) + Secondary file (Dats source) + Merged file | form later can be merged with the data source co: + Anew document *Aprinter “Email Fax Printing @ decurment tis tne process of producing tne soft copy document on a piace of paper (nardcopy). Print previewing a document: i the process of seeing now your document will come out when printed. The user 's able to see the document frst before printing it The user can make tre necessary adjustments before printing it Print option This printer option allows the user to select; |The printer to use from the several printers installed in the computer. + Page orientation Le. whether landscape or portrait. + Pagerrange of ages to printLe, selaction eg. 413. ‘The number of copies to print.Graphics in Microsoft Word Graphics are non-text images such 2s pictures, charts and drawings. Sources of graphics in Microsoft word include: + Microsoft Clip Gallery + Scanner + Drawing tools ¢s. Auto shapes and paint + Internet Editing and formatting pictures: This 's adjusting the brignmess, contrast, size, colour, cropping of pictures among otvers. Cropping refers ro curting the unwanted parts of graphic KCSE Revision Questions KCSE 2002 Paper 1 Qn.12. State and explain two reasons why word processing is one of the most common applications of many computer users. (2-marks) KCSE 2001 Paper 1 qn.13, Explain now a paragrapn can be moved from one place to anotner In ward processing, (2 marks) KCSE 2017 Paper 1 Qa. 9. State the function of each of the following computer keyboard keys when using a word processor. iNEnd (1 marke ‘insert (1 mark) Ti) Backspace (1 mark) KCSE 2017 Paper | (Qn.17. a) List trree paragraph formaceing activises in word processing. (3 marke) 1 Differentiate between bolding and highlighting text. (2 marks) KCSE 2012 Paper 1 Qn. 10. With reference to word processing. describe the term: 2) Superscript: (1 mark) b) Section breaks (1 mark) KCSE 2005 Paper 1 Qn.11. Explain the following terms as used In word processing: (3 marks) a) indenting I Alignment KCSE 2006 Paper 1 (Qn.11. Distinguish between margins and borders as used in word processing. (2 marks) KCSE 2006 Paper 1 Qn.12. a) List two arithmetic operations that can be performed on a row of numeric data in 2 word processing table. (1 mare) b) ln each case of (a) above, write me expression used. (2 marks) KCSE 2000 Pager 1 Qn.12, Explain the terms: editing printing and saving as used in word processing. (3 marks)u 2. SpreadSheets Introduction, Definition and Advantages of electronic spreadsheets Manual data analysis and book keeping has been replaced by specialised software and spreadsheets consisting cof rows and columns. Today, electronic spreadsheets are widely used. Definition of terms A spreadsheet is a grid divided into rows and columns on which various numerical, alpnabetic and alphanumeric daca s encered. Electronic spreadsneet is application software used to calculate, organise and analyse data. Examples of ‘electronic soreadsneets incude Microsoft Excel, LioreCtfice, Lotus 1-2-3, Lotus Symphony and Open Ofice Calc. Workbook: Is the main spreadsheet fle that consist one or more related worksheets. Cell tisan intersection of a row and a column in a worksheet. Cell address -|s an identification ofa ces location using column letter and row number. ‘Advantages of an electronic spreadsheet 1) Iegives the user a larger viral sheet for data enery and manipulation, I) Has better editing and formatting capabilcies nan manual spreadsheet il Ie enmances neatness inthe final presentation of work. Iv) Uses benefits of computers such as spaed and accuracy to assist ne user efficiently accomplish tasks. V)Unltses a large storage space to save and retrieve files. vi) Uses formulae and functions that quickly maniaulate mathematical data. vi) Automatically adjusts the results to a formula when the data values are changed using automatic recalculation feacure. vill Has superior dats management tools ike sorting, filtering and subtotals function smong others. Components and application areas of spreadsheets |) Worksheet - This s «grid of rons and columns were data is entered and manipulated. I) Database - Is 2 collection of related date entries made on a worksheet Ii) Graphs - Is @ chart summarising data items on 2 worksheet Application araas ofa spreadsneet 1. Forecasting - Uses ‘Wnat if’ analysis tool to make future predicvons. 2. Scientific application - Are used to solve scientific, mathematical and engineering problems. 3, Statistical analysis - Uses formulae and functons te eveluate cata such as computing sum, average, mode among others 4. Accounting ~ Used to prepare financial statements such as trial balances, cash flow statements and balance sheets, 5. Data management - Provides too's for sorting fitering, input validation among othersCell data types, Cell Addressing and Cell referencing methods + Labels - Combination of letters, numaers and special cnaracters. + Values - Numbers ana special characters that can be mathematically ranioulaced. + Formulae - User defined matrematical expression. + Functions - Inbuilt formule. Cell Addressing It's 8 way of identifying contents ofa cell using colurnn letter and row number for example C10. Cell referencing methods 2) Relative cell referencing - Ie changes when 2 formula’ copied from one location to another by Absolute cell referencing - It does nox change wnen a formula is copied from one location to another. ‘@)Mixed cal referencing - It partially changes wnen 2 formula is copied from one location co another. ‘@) Name referencing - Uses a label assigned to a cello Invoke cell content.Basic functions and formulae Soma of zne most commonly used categories include 1) Statistical functions Function name Purpose Example Couns Returns number of all tne cells that have an entry in agiven range =CountAlAt-A10) ‘Average Calculates mean of values =AveragelB1:B10) Max Returns the highest value MaxtC1:C10), Min Returns the lowest value ir(AN-A1O) Count Returns the number of cells with values entries =Counts1:810) |i) Mathematical functions ST Function name | Purgose Example sum ‘Adds values in2 provided range ~SumiAT-AIO) Product Multiples provided values =Produe(B1:510) Round Scales @ number to a specified number of decimalplaces _s=Round(C102) SUMIFO. ‘Adds the specified calls according to te sec erneria SUM IF A3:A10"=1007 A850 Returns the absolute value of a number ABS(-E) returns Bi) Logical Functions a Function Purpose Example Evaluates @ conditional expression tnat recurns true or =IF/A3>=90, “A, IFA: fake (43550, °C, “FAIL Sumif Returns the sum of values that meet a given condition count RUINS a ofcellswithemtiesthet meet ec10.070,*4%) ‘given condition Returns true fall ts arguments are true or false (fall me AND a AND(43+7, 2-3°5) returns TRUE arguments are false on Returns wueifary ofthe argumencsistueorfalse nas <9 > 3 6) recurs both arguments are false we |v) Date and time functions Function Purpose Name Today _-Retrns tne current date Now) | Returns tne currant date and ome Returns the day of a dete, represented by a serial number. The day is given as en 0: ~DayiA 0) integer ranging from 1 0 31 Data management tools |) Forms facilitate data entry easily ang faster in a worksheet database |D Sorting: refers to arranging data in a particular order either alphabetically or numerically stating from the smallest tothe biggest. |W) Filtering - extracts subset of data from a larger ist: 1h Total function - this involves summation of numerical data values 1 Subcotal function ~ bases calculations on subsets of daca. vl Input validation - restricts data entries made in a calCharts or graphs Acartis a pictorial summary of data ina worksheet. Chart terminologies + Data range - Group of cells tnat show the limits or describes data being used in generating a chart. + Labels - Data values represented by data series in chart. + Headings and titles ~ Brief information that gives hints to what the data is al about. + Legends: - The key ta the char, identifying which patterns or colours relate ta which data series + Axls:-Verccal or norizontal plane of 2 chart. + Data point in inciucual figure on a cnart. + Data series Are data elements that are used to plot data on a chart, which may sppear as bars, ines, pie wedges among others. Category: Represent the different dara tems on Keanis Embedded chart -A graph that appears on the worksheet where i was created, ‘Types of charts 1) Bar Chart- Used for comparing multiple values. i Pie chart ~ Snows contribution of each value to a tot ) Scatter graph - Compares pairs of values. iv) Line chart - Shows trends overtime. ¥)Column chart ~ Comaares values across categories vv Area chart ~ Emphasizes differencesbetween several sets of data over @ period of time. Printing Workbooks Hardcopies of cartota worksheet, entire worksheet, several worksheets, a selected chart or the entire workbook can be generated. |n the printing process the following can be considered 2) Page setup ‘The Page Setup option is used to sat various princing spacificavons. Ir can be accessed from Prin. ) Print preview Print preview displays tne worksncet, chart or selected range exactly tne way it would appear when printed. Click tne Page Setup button in the Print Preview window.Orientation - Refers to tne appearance on paper, landscape or portrait. Margins Tab - Is used to set tre insivicual margins - top, boror, left and right - of the printed ourput. Scaling - Allows the computer user to recuce or enlarge a document to a size in a percentage, compared to normal Selection - Allows the user to print part of the warkshest Print option: ‘Name lick on the down arrom, to choose a diferent type of printer, for example, the selected printer in the above dialog Doxis OneNote. The Print what options include: + Selection - Prints the highlignted worksheet ares. + Entire workbook: Prints all worksheets in the workbook. + Selected cnart- Prints the chosen chart only. Print range - Determines tne number of page(s) to be printed, Copies - Determines tne number of duplicates to print Printing ~ Confirms the printing process by clicking OK.KCSE Revision Questions KCSE 2006 Paper 1 Qn.17. Distinguish benween the following sets of terms as used in spreadsheets, 4a) Worksheet and workbook. (2 marks) KCSE 2002 2) Peper 1 (Qn 20. 0) Dafine tne term spresdsneet.(1 mark) I) Give two examples of soresdsheet packages aveiable in the market today (2 marks) KCSE 2002 Paper 1 (0n.20.c) Explain the following terms as used ina spreadsheet: i) Cell(t mark KCSE 2001 Paper 1 Qn. 9b. Explain what is meant by sucomatic recalculation as used ina spreadsneet.(1 mark) CSE 2002 Paper 1.Qn. 20) Exclain the following cerms as used in a spreadsheet: What if analysis (2:marks) CSE 2003 Paper 1 Q27- a) Distinguish between labels and formulae with respect to spreadsheets. (2 marks) CSE 2002 Paper 1 Qn. 20. Explain the following terms as used in spreadsheet 1m) Formula (1 mark) Paper 1 Qn. Differentiate between relative cell referencing and absolute cell referencing, (2 marks) KCSE 2003 Paper 1 Qo.13. Astudanc presanced a budget in ne form of a worksheet as follows. The student intends to nave spanc naif che amount oy mid-cerm, a) Given that tne value 05 is typed in cell 89, write the shortest formula thet would be typed in cell C2 and then copied down the column to obtain half the values in coluran B. KCSE 2001 Paper 1 (Qn. The first column in the table below contains the formulae as stored into tre cellF10 ofa spreadsheet. Enter the formulas as they would appear when copied to cell M20 of the same spreadsheet Formula in F10 Formula in M20 ~Di0rE10 -K20"120 = A825 525, ~spsi3, =s0si3 CSE 2005 Paper 1 Qn. The cells 3 to K10 of worksheet contain remarks on students’ performance such as very good, good, fair {ang fal depending on zne average mark. Write a formula chat can be used to count all students who nave the remark “Very good’. (@ marks}KCSE 1999 Paper (Qn.9, Worksnest calls ae referenced using the column latter and row number For example, D2 is callin colurnn D ‘and row 2. Use the sample worksheet provided ta answer the questions below. : uary_[Febnany| front [roa 2 ees | 3 Food a a el ae oo, 100] aco] 100 5 Fuel a a | 6 Transport] s0]__ zm] 0] __ a) _) Write down the date type that is storediin cell C5. (1 mars) bb) What cell contains ine data tem representing ransport for the month of Fepruary?(t mark) ‘O1Write down the formule that may be used to compute the total in cell F6.(1 mark) KCSE 2013 Paper (Qn.6. A retallar uses a spreadsheet program shown below to calculate profits x B ie D Troms | Cost | Selling | Profit E F Items “Total 1 Price | Price | _peritem sold, Profie 2 imi [305 | 350 45 2 1440) [> rem2_| 100 120 20 45 900. Fite 3 | 200 [220 20 2 40 & tem 4 107, 130, B 89 2047 _2) Whien row contains labels only2(1 mark) ] Write the formula that nas been entered in cell F2.(2 marks)KCSE 2011 Pager 1 (Qn.18.d) Below isa section of a worksheet containing information on houschold items. Use it to answer the ‘questions tnat follow A B c D 5 [Trem Deseription No of Units | Cost per unit | Total Cost c ‘Wheat four 2 110 Rice 6 14s (FT sugar 7 140 [5 [sate 2 20 |) Write 2 formula to calculate the tora cost of rice. (1 mark) \W The prices of all tems is increased by 10% and mre value 10% is paced in cell BB. Using call addressos wien absolute referencing only, write a formula to calculate the new unit price of sat. (2. marks) 18] Write 2 function to display the number of calls in which the cost per unit is egual to 110. (2 marks) |v] Write @ function to display the least tocel cost forall tems. (2 marks) KCSE 2008 Paper 1 Qn.3. A computer accessories vendor needs to order suaplies. A soreadsheet is used to calculate me order part of whichis shown below a B el D 1 [item Price per Number | Cose unit fondered_| (Kshs) 2 [56K matem [3,565.00 [60 [3 [128 MB Ram 4,950.00 [40 4 [Pencumiv [13,525.00 [55 Processor 3 [Toul 2) Write the formula that can be used in: 021 mark) D5 (1 mark) bla value acidec tax (VAT) of 16% was charged on each item and the number ordered was decreased by 10%, write 2 new formula chat can be used in D2. (2 marks) KCSE 2006 Paper 1 A worksneet contains the data shown below. cat a [a [as oa i/@i/e a Ef 5 7 10 10 15 15 apap! nary “> 10", AN:A3) (Qp.15, State tne value displayed in GL. KCSE 2006 Paper 1 (Qp.17. Distinguish vetneen te following sets of terms as used in spreadsneats. 2) Worksheet and workbook (2 marks) i Ptering ard sorting. (2 marks) ‘o/The following ic 8 sample of 2 payroll. The worksheet row and column nesdings are marked 1, 2,3...and A B, C. respectivelya B [pe @ i Name [HOURS | pave | wasic | ALLOWANCES AK NEF 1 WORKED | HOUR _| PAY DEDUCTIONS | PAY_ 2 | KoRIR 12 1500 [3 | ATtENO. 28 650 4 | muriso | 26 450 [3 TasHa, 30. 900 ‘5 | MAINA 18 350) [wanna [225 [00 [| WANYAMA | 24.5, 250 [Toursane [17 10 (OT Moser [33 700, | TOTALS Use tne following expressions to answer tne questions that fallow: + Basic pay ~ Hours worked x pay per hour + Allowances are allocated at 1035 of basic pay + Gross pay = Basic pay ~ allowances + Tax deductions are calculated at 20% of gross pay + Nec pay = Gross pay - tax deduecons. Wete formulae using cel references forthe following cals: D2 (1 mark) ID E4C mark) IWFIOC mark) G71 mark) WHS (1 mark)KCSE 2005 Paper 1 (Qn. 17 2 The following information shows the income snd expenditure for “Bebayote” matstu for five days. The income from Monday to Friday was Kshs. 4000, 9,000, 10,000, 15,000 and 12/000 respectively while the ‘exoenditure for the same period was Kshs. 2,000, 3,000, 7,000, 5,000 and 6,000 respecrvaly. 1) Draw a spreadsheet thet would contain the information. Indicate the rows 85 12.3 and the columns as, 8, C4 marks) 1 State ine expression inat would be used to obtain: | - Monday's profit (2 marks) Ii -Total income (2 marks) Iil-Hignest expenditure. (2.marks) KCSE 2006 Paper 1 Qp-17. Distinguish between the following sets of terms as used in spreadsheets £2) Filtering and sorting. (2:marks) KCSE 2011 Paper 1 (Qn.18.€) Distinguish between each of the following: I Axis labels and date labels (2 marks) KCSE 2007 Paper 1 (Qn.9. Explain data series, axis and legend as used in spreadsheet charts: (3 marks) daca series Danis i) legend KCSE 2002 Paper 1 (Qn.20. 0 Explain the following terms as used in a spreadsneet: IN Ple-cnart. (2 mars) Copyright © 2020 Longrora Publishers Ltd. ll ights Reserved