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COMPUTER APPLICATION PACKAGES

WHAT IS A COMPUTER?
The computer is gotten from the word compute. Computer can be defined as an electronic device which
works under some stored programs and is capable of receiving information (data) in a particular form
and of performing a sequence of operations in accordance with a predetermined but variable set of
procedural instructions (program) to produce a result in the form of information or signals.

Computer can be divided into two:

 Hardware
This is the collection of physical parts of a computer system. This includes the computer case (system
unit), monitor, keyboard and mouse. It also includes all the parts inside the computer case, such as the
hard disk drive, motherboard, video card, etc. the computer hardware is what you can physically touch.

 Software
Software is a program that enables a computer to perform a specific task, as opposed to the physical
components of the system (hardware). Sometimes abbreviated as SW and S/W, software is a collection
of instructions that enable the user to interact with a computer, its hardware, or perform tasks.
Without software, computers would be useless. Computer software can be divided into Systems
software and Applications software.

Application program (app or application for short) can also be said to be a computer program designed
to perform a group of coordinated functions, tasks, or activities for the benefit of the user. Examples of
an application include a word processor, a spreadsheet, an accounting application, a web browser, a
media player, an aeronautical flight simulator, a console game or a photo editor. The collective noun
Application software refers to all applications collectively

TYPES OF SOFTWARE

SYSTEMS SOFTWARE: A System Software is a program that controls and supports operations of a
computer system. System software includes variety of programs such as Operating system, Database
management system; Communications control programs as well as Service and Utility programs.

USER APPLICATION PROGRAMS: These are programs written by the computer user as it will suit his
environment. They are written to solve a particular problem. They are normally written in high level
language such as BASIC, FORTRAN, COBOL, etc.

APPLICATION PROGRAMS (PACKAGES)

This is a specially designed program written by the professional programmers for solving data processing
problems. A package is a complete suite of programs with its documentation covering a business routine
it is usually supplied by a software house or a manufacturer, the supply might either be on purchase or
on lease. It is usually intended to meet the needs or wide range or user companies. Examples of such
application include; - payroll, auditing, stock control network analysis etc. Applications software refers to
programs that have some direct value to an organisation, and will normally include those programs for
which the computer system was specifically purchased.

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Advantages of Application Programs Packages: -

1. Availability
2. Quick and cheap to implement and test
3. Portable
4. Proper documentation manual
5. Efficient and reliable etc.

Disadvantages of Application Programs Packages: -

1. May not accommodate all material needed
2. It cannot be modified
3. It may be expensive for the job is it needed for
4. It may require more system resources. Programs are frequently longer, thereby, requiring more
memory and disk space

Factors to Consider When Selecting Application Packages

(1). The operation system requirement of the package
(2). The hardware requirement of the package
(3). Whether the package satisfies users requirement
(4). User friendliness of the package
(5). The cost of the package
(6). The integration of the package with other packages
(7). The reliability of the package
(8). The flexibility of the package.

Categories of Application Packages

These are the kind of application packages that are produced by software professionals and be sold for a
wide variety of users. This falls into two main categories:
a) Special-purpose packages: Though commercial, it is designed for a specific purpose like a department
or a section of an organization. Examples are
- Airline Seat Reservation,
- Theatre Seat Reservation
- Hotel Room Reservation.
- Point of Sales Software
- A Payroll Program
Program for each of these areas are of use only in their specific area of application and their use will be
confined to a specific department of the business. A Payroll Program for example, can only be used for
Payroll and will be used by Payroll staff only.

b) General Purpose: These provide facilities which might be used in a wide variety of business situation
and which might therefore be used across many department of business e.g

Types of General Purpose Application Package

 Word processors: Word processors create and store documents, allowing users to insert and delete
words sentences and paragraphs at will nearly all include spelling checker. Some come with
electronic thesauruses and grammar checkers. Word processors reduce the time it takes to create

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and edit documents, everything from contracts to letters of invitations. Popular words processors
include professional write, PCwrite AmiPro, Mac write, Describe, Textron, word perfect, Microsoft
word and WordStar.

 Databases: Databases are the backbone of business computing they store and retrieve information
such as customer lists, inventories and notes they can also sort information letting users do things
like search their customer list for customers in a given state. Popular databases include Microsoft
Access, SQL Server, Oracle, Dbase, Paradox, Fox pro, professional file, Microsoft Access, Windows
file, etc.

 Spreadsheet: Spreadsheets keep tract of financial information, inventories and other quantifiable
information spreadsheets are particularly useful for business forecasting. For instance, You can use a
spreadsheet to calculate how a change in material costs will affect your bottom line the most
popular spreadsheets include lotus 1-2-3, Quattro pro, Microsoft excel and super cal

 Presentation: they are used to present document in smaller and decorated slides used for meeting
and presentations e.g Microsoft Powerpoint, Corel presentation

 Graphics programs: Graphics programs create graphs and drawings that can be used in newsletters,
posters, advertisement and other documents. Some allow users to import photographs into
documents or create animated pictures for use in multimedia presentations popular graphics
programs include PC paintbrush, professional Drive, intellidraw, illustrator, persuasion cricket raw,
Corel Draw, Print shop, Microsoft PowerPoint, Harvard graphics, etc.

 Project Management: they are used to create schedules for managing projects e.g Microsoft
Project, Primavera, Sure Trak project manager

 Accounting: they are used to prepare financial accounts and reports e.g Peachtree, Intuit
Quickbooks

 Desktop publishing: Desktop publishing programs are extremely sophisticated word processors that
can incorporate word processing and graphics file to create newsletters, manuals, files
advertisements magazine and newspapers popular DTPs. Include Microsoft publisher, PageMaker,
Ventura publisher and Quark express.

 Communication Software: This allows communications and networking. Examples are Internet
Explorer, Netscape Navigator

 ALL IN ONE: Integrated programs include three or four different functions in a single package usually
work processing database and spreadsheet some include communications software’s that combined
with a modem will enable you to look up and dial telephone number easily the most popular
integrated packages include Microsoft word, WordPerfect and lotus symphony.

Examples of Software
Below is a list of the different kinds of software a computer may have installed with examples of related
programs. Click any of the links below for additional information.

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It should be noted that although software is thought of as a program, it can be anything that runs on a
computer. The table below also includes a program column to clarify any software that is not a program.

Software Examples
Antivirus AVG, Housecall, McAfee

Audio / Music iTunes, WinAmp

Database Access, MySQL, SQL

Device drivers Computer drivers

E-mail Outlook, Thunderbird

Game Madden NFL Football, Quake, World of Warcraft

Internet browser Firefox, Google Chrome, Internet Explorer

Movie player VLC, Windows Media Player

Operating system Mac OS X 10, Windows XP, Windows 7

Photo / Graphics Adobe PhotoShop, CorelDRAW

Presentation PowerPoint

Programming language C++, HTML, Java, Perl, Visual Basic (VB)

Simulation Flight simulator, SimCity

Spreadsheet Excel

Utility Compression, Disk Cleanup, Encryption, Registry cleaner, Screensaver

Word processor Word

USING YOUR MOUSE

Basic parts
A mouse typically has two buttons: a primary button (usually the left button) and a secondary button
(usually the right button). You will use the primary button most often. Most mice also include a scroll
wheel between the buttons to help you scroll through documents and webpages more easily. On some
mice, the scroll wheel can be pressed to act as a third button. Advanced mice might have additional
buttons that can perform other functions.

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Holding and moving the mouse

Mouse pointers
Place your mouse beside your keyboard on a clean, smooth surface, such as a mouse pad. Hold the
mouse gently, with your index finger resting on the primary button and your thumb resting on the side.
To move the mouse, slide it slowly in any direction. Don’t twist it—keep the front of the mouse aimed
away from you. As you move the mouse, a pointer (see picture) on your screen moves in the same
direction. Hold the mouse lightly, keeping your wrist straight.

Pointing, clicking, and dragging

Pointing to an item on the screen means moving your mouse so the pointer appears to be touching the
item. When you point to something, a small box often appears that describes the item. For example,
when you point to the Recycle Bin on the desktop, a box appears with this information: “Contains the
files and folders that you have deleted.”

Pointing to an object often reveals a descriptive message about it.

The pointer can change depending on what you’re pointing to. For example, when you point to a link in
your web browser, the pointer changes from an arrow to a hand with a pointing finger Most mouse
actions combine pointing with pressing one of the mouse buttons.

Functions of a Mouse

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1. Clicking (single-clicking): To click an item, point to the item on the screen, and then press and
release the primary button (usually the left button). Clicking is most often used to select (mark) an
item or open a menu. This is sometimes called single-clicking or left-clicking.

2. Double-clicking: To double-click an item, point to the item on the screen, and then click twice
quickly. If the two clicks are spaced too far apart, they might be interpreted as two individual clicks
rather than as one double-click. Double-clicking is most often used to open or run items. For
example, you can start a program or open a folder by double-clicking its icon on the desktop.

3. Right-clicking: To right-click an item, point to the item on the screen, and then press and release
the secondary button (usually the right button). Right-clicking an item usually displays the mini
toolbar that lists things you can do with the item. For example, when you right-click the Recycle
Bin on your desktop, you’ll see a menu with options to open it, empty it, delete it, or see its
properties. If you’re ever unsure of what to do with something, right-click it.

4. Dragging: You can move items around your screen by dragging them. To drag an object, point to
the object on the screen, press and hold the primary button, move the object to a new location,
and then release the primary button. Dragging (sometimes called dragging and dropping) is most
often used to move files and folders to a different location and to move windows and icons around
on your screen.

5. Shift + Click: this is used to highlight items sequentially. You can do this by clicking on the first item
to be highlighted, go to the last item to be highlighted then you hold Shift button and click on the
last item.

6. Control + Click: this is used to highlight items randomly. You can do this by holding the Ctrl button
and clicking the different items to be highlighted.

7. Scroll wheel
If your mouse has a scroll wheel, you can use it to scroll through documents and webpages. To
scroll down, roll the wheel backward (toward you). To scroll up, roll the wheel forward (away from
you).

USING YOUR KEYBOARD

Types of Keys on the Keyboard
1) Alphabet keys: (a-z, A-Z) used for typing
2) Numbers: (0-9): for putting numbers
3) Special Characters:!, @, #, $, %, ^, &, *, (
4) Ctrl button: perform a special function in conjunction with other keys e.g ctrl+s for save
5) Number Pad: used as a calculator where necessary
6) Lock Keys: used to lock the pad like the caps lock and makes it to function
7) Shift button: used in conjunction with other keys, like the 2nd function on calculators
8) Windows key: this key opens the start menu
9) Enter button: also known as the return key, it is used indicate the choice of an option

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10) Space bar: the longest key on the keyboard, used to give white space when typing
11) Alt key: this used to alternate function of the pressed key
12) Function keys: (F1-F12) used for special functions
13) Navigation keys: These keys are used for moving around in documents or webpages and editing
text. They include the arrow keys, Home, End, Page Up, Page Down, Delete, and Insert.

Categories of Keys on the Keyboard

The keys on your keyboard can be divided into several groups based on function:
 Typing (alphanumeric) keys. These keys include the same letter, number, punctuation, and symbol
keys found on a traditional typewriter.
 Control keys. These keys are used alone or in combination with other keys to perform certain
actions. The most frequently used control keys are Ctrl, Alt, the Windows logo key , and Esc.
 Function keys. The function keys are used to perform specific tasks. They are labeled as F1, F2, F3,
and so on, up to F12. The functionality of these keys differs from program to program.
 Navigation keys. These keys are used for moving around in documents or webpages and editing
text. They include the arrow keys, Home, End, Page Up, Page Down, Delete, and Insert.
 Numeric keypad. The numeric keypad is handy for entering numbers quickly. The keys are grouped
together in a block like a conventional calculator or adding machine.

Typing Text
Whenever you need to type something in a program, e-mail message, or text box, you’ll see a blinking
vertical line ( ). That’s the cursor, also called the insertion point. It shows where the text that you type
will begin. You can move the cursor by clicking in the desired location with the mouse, or by using the
navigation keys (see the “Using navigation keys” section of this article).

In addition to letters, numerals, punctuation marks, and symbols, the typing keys also include Shift, Caps
Lock, Tab, Enter, the Spacebar, and Backspace.
Key name How to use it
Press Shift in combination with a letter to type an uppercase letter. Press Shift in
Shift
combination with another key to type the symbol shown on the upper part of that key.
Press Caps Lock once to type all letters as uppercase. Press Caps Lock again to turn this
Caps Lock
function off. Your keyboard might have a light indicating whether Caps Lock is on.
Press Tab to move the cursor several spaces forward. You can also press Tab to move to the
Tab
next text box on a form.
Press Enter to move the cursor to the beginning of the next line. In a dialog box, press Enter
Enter
to select the highlighted button.
Spacebar Press the Spacebar to move the cursor one space forward.
Backspace Press Backspace to delete the character before the cursor, or the selected text.

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THE DESKTOP

Parts/Components of a Desktop

a- Recycle Bin: it is the folder where items that are deleted temporarily are kept before they can either
be permanently deleted or restored back.
b- Icons: they are images used to depict file and folders.
File: is a single element found on the Window such as a picture, program file, software, music
file etc.
Folder: it is used to group different files together and to make presentation of Windows neater
c- Start/Window Menu: it used to bring users closer to run the programs on the computer.
d- Taskbar: it is the bar at the bottom of the desktop where files and folders that are currently running
are kept
e- Notification Area: it is the bar at the bottom right of the desktop where computer notices such as
clock, flash, WIFI, date etc are shown.
f- Wallpaper: it is the blank area used in beautifying the desktop.

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THE WINDOW EXPLORER

Parts/Components of a Window Explorer

Although the contents of every window are different, all windows share some things in common. For
one thing, windows always appear on the desktop—the main work area of your screen. In addition,
most windows have the same basic parts.
Parts of a typical window

 A- A quick Access Toolbar is a customizable toolbar that contains commands that you may want
to use.
 B- Title bar: Displays the name of the document and program (or the folder name if you’re
working in a folder).
 C- Command/Menu Bar: the bar that contains the Window Menu tabs
 D- Minimize Button: located at the top right corner of Window; when clicked, Window is
reduced but can be opened from the taskbar
 E- Maximize/Restore Button: located at the top right corner of Window; when clicked, Window
is either enlarged to fit the entire screen or reduced to a smaller size.
 F- Close Button: located at the top right corner of Window; when clicked, Window is
closed/shut.
 G- Ribbons: the menus found under each Command Tab

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 H- Address Bar: Bar at the top of the screen where the location the current window is displayed.
E.g. My Computer/C:/Programs/Microsoft Office
 I- Navigation Bar: Located at the left side of the Window for users to easily navigate through
different windows
 J & M- Scroll bar: Lets you scroll the contents of the window to see information that is currently
out of view (vertical or horizontal scroll bar). When a document, webpage, or picture exceeds
the size of its window, scroll bars appear to allow you to see the information that is currently
out of view.
 K- Status Bar: located at the bottom left corner of the Window used to display the details of the
current window e.g. number of file and folders, size of folder.
 N- Borders and corners: You can drag these with your mouse pointer to change the size of the
window.
 File: is a single element found on the Window such as a picture, program file, software, music
file etc.
 Folder: it is used to group different files together and to make presentation of Windows neater.
 A mini toolbar is a floating toolbar that is displayed when you right-click an item. It displays
common formatting tools.
 Search Bar: helps users to search for an item in the computer.

Other windows might have additional buttons, boxes, or bars. But they’ll usually have the basic parts,
too.

Menus Applied to Files/Folders

These are some of the menu/options that can be applied to a file
 Open: helps users to open/run a file.
 Open With: helps users to choose the application to use in opening/running a file.
 Send to: helps users to send a file to another location or a device.
 Copy: helps users to duplicate a file in another location.
 Cut: helps users to move a file to another location.
 Paste: helps users to paste a file that has been copied or cut.
 Properties: helps users to view the details of a file (size, date created, location etc).
 Share with: helps users to share a file with other users if on a network.
 Create Shortcut: helps users to create a shortcut of a file.
 Delete: helps users to delete a file by sending it to the Recycle bin or permanently deleting it.
 Rename: helps users to change the name of a file.

Menus Applied to Windows Explorer

These are some of the menu/options that can be applied in a Window Explorer
 View: helps users to change the arrangement of files in the folder. (icons, list, details, etc)
 Sort by: helps users to choose how to sort the files in the folder. (name, size, date created, etc)
 Group by: helps users to choose how to group the files in the folder. (name, size, type, etc)

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 Paste: helps users to paste a file that has been copied or cut.
 Paste Shortcut: helps users to paste a shortcut that has been created.
 Undo: Reverses an action done.
 Share with: helps users to share a folder with other users if on a network.
 New: helps users to create a new file/folder.
 Refresh: helps users to reload the folder.
 Properties: helps users to view the details of a folder (size, date created, number of files in it etc).

Difference between Mini Toolbar and Quick Access Toolbar

Mini Toolbar Quick Access Toolbar

floating toolbar that is displayed when you right- It is situated at the top left corner of the Window
click an item
It displays common formatting tools It displays formatting tools you may want to use
It is permanent not editable It is customizable

Windows Shortcuts

1. Alt + F4 exit the current program

2. Alt + Tab switch to the previous application
3. Alt + Tab + Tab scroll through the list of open software applications
4. Ctrl + Esc show the start up menu and task bar if it is hidden
5. Ctrl + A select all the text and graphics in the document on the
screen
6. Ctrl + C copy the selected area
7. Ctrl + P print the document on the screen
8. Home takes you to the first item in the Window
9. Ctrl + V paste or insert the text you have copied or cut
10. Ctrl + X cut (remove) the selected text
11. Ctrl + Z undo the previous action
12. Del Deletes an item by moving it to the recycle bin
13. Esc close a dialog box
14. F1 get help in a program or dialog box
15. Shift +F10 View a shortcut menu for a selected item or area; next you
can use your down arrow to select an item. This gives you
access to the right mouse button features without touching
the mouse!
16. Ctrl + Alt + Del Interrupts or facilitates interruption of a function.
17. Shift + Del Delete a file permanently without putting it in the Recycle
bin first

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18. Shift + “any Capitalizes the alphabet

alphabet”
19. End takes you to the last item in the Window
20. Window + E opens up My Computer Window
21. Window + R opens up the Run dialog box; a shortcut for running
programs
23. F5 Refresh
24. PrtScn Screenshot of the whole screen
25. Alt + PrtScn Screenshot of the active Window

Starting Application Software

Most packages run on the windows operating system. To start a software follow the steps below:
1. Click on the Start Button
2. Select ALL PROGRAMS
3. Click the name of the program.
4. The program loads or we say the Program been launched.

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WORD PROCESSOR
A word processor is a computer software application that performs the task of composition, editing,
formatting, and printing of documents.
It can also be said to be an Application software package that enables the user to type, edit, format,
store, retrieve and print mainly text-based document. Put in another way, this package turns an
electronic computer into an electronic typing machine.
A word processor enables you to create a document, store it electronically on a disk or display it on a
screen, modify it by entering commands and characters from the keyboard, and print it on a printer

While word processing is a phrase used to describe using a computer to create, edit, and print
documents. Of all computer applications, word processing is the most common. To perform word
processing, you need a computer, a special program called a word processor, and a printer .

Microsoft Word is a word processor that is part of Microsoft Office that helps to create professional
looking documents.

Examples of Word Processors Include:

 Ms Word
 MultiMate
 AmiPro
 Word Perfect
 Note pad

Advantages of Word Processor

1. Easy to correct mistakes
2. Many handy features available e.g. borders, text layout
3. Useful tools such as spell checker, grammar checker available to improve the quality of your work
4. Plenty of professional quality document templates available online
5. Can import data from a database and use it to create mail merge
6. Can save multiple versions of documents and easily sort them so that you can go back to previous
versions of the same document
7. Spell and grammar checking
8. Format the text and general page layout so that you can make the page look more appealing or
easier to read
9. Mail merge from a database so that you can easily send out letters to multiple people at a time
10. Copies can easily be made, which saves on printing and it is much easier to do.

Disadvantages of Word Processor

1. Data can sometimes be lost due to data corruption. On the other hand, this could happen to
somebody hand writing a letter because something could happen to the paper such as a pen
leaking. Also, this shouldn’t really be a problem because regular backups should be made and the
user should save at regular intervals of times
2. Some symbols aren’t easily accessible, which makes typing in different languages that use a
different alphabet is difficult. Also, some complex mathematical equations would be easier to hand
write

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3. Requires a computer to edit or view documents which may sometimes not be there, especially
when on the go

Uses of Word Processors

Word processors have a variety of uses and applications within the business world, home, and
education.
Businesses tend to have their own format and style for any documents produced. In Business word
processing is used for:
 Legal copies
 Letters and letterhead
 Memos
 Reference documents

Many homes have word processors on their computers, in the home word processing tends to be
educational, planning or business related, dealing with assignments or work being completed at home,
or recreational. Examples include:
Writing short stories
 Letter writing
 Résumé/CV creation
 Card creation

In education word processing is used in a variety of different ways in the production of assignments,
notes, exams, and for practicing its uses.

Features of Word Processors

1. File Management
Many Word processors contain file management capabilities that allow the user to create, delete,
move, and search files.
2. Font Specifications
This feature allows you to change fonts within a document. For example, a user can specify bold,
italics, and underlining. Most Word processors also allow the user to change the font size and the
typeface.
3. Footnotes & Cross-References
This feature allows the user to add footnotes in a document. A footnote is added at bottom of the
page. The Word processor also enables you to easily cross-reference other sections of the
document.
4. Graphics
This feature allows the user to insert pictures and graphs into a document. Some Word processors
also provide facility to create and edit the pictures and graphics within the document. However,
some Word processors provide facility to insert pictures created in different graphics programs.
5. Headers & Footers
This feature allows the user to specify information for header and footers. Header is the information
that is printed in the top of each page of the document. Footer is the information that is printed in
the bottom of each page of the document.
6. Page Numbering
The Word processor automatically keeps track of page numbers so that the correct number appears
on each page.

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7. Layout
This feature allows the user to specify page sizes, margins, indents, line spacing within a document
8. Macros
You can create macros in full-features word processor. A macro is a small code. It represents a series
of keystrokes or commands. Usually, a single key is assigned to a macro. All commands in a macro
are executed when a key assigned to a macro is pressed.
9. Mail Merge
The most important feature of Word processor is the mail-merge, in which the records of a database
can be merged into the document. It is a very shortcut method used to create form letters, mailing
labels, envelopes etc. For example to send result cards to all the students of a college, the mail-
merge method is used.
10. Spell Checker
This feature allows the user to check incorrect spelling of words in the document and correct these
incorrect words. It highlights the misspelled word. It is noted that most of the word processors have
built-in-dictionary.
11. Thesaurus
Thesaurus means vocabulary. Microsoft Word has a complete dictionary. The user can select a
simple word for a difficult word from a list of altemate words.
12. Tables Contents and Indexes
This feature allows the user to automatically create a table of contents and index based on special
codes that you insert in the document.
13. Document Windows
This feature allows the user to edit two or more documents at the same time. Each document
appears in separate window. This is particularly valuable where working on a large project that
consists of several different document files.
14. WYSIWYG
WYSIWYG stands for What You See Is What You Get. It means that printout of document will be
similar as appears on the display screen.

MICROSOFT WORD

Launching Microsoft Word Application

Follow these steps to start Microsoft Word
Most packages run on the windows operating system. To start a software follow the steps below:
1. Click on the Start Button/Menu
2. Select All Programs
3. Go to Microsoft Office/Microsoft Word OR
4. Find and Select “Microsoft Word”.
5. The program loads or we say the Program been launched.

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Parts/Components of Microsoft Word Interface

 A- A quick Access Toolbar is a customizable toolbar that contains commands that you may want
to use.
 B- Title bar: Displays the name of the Word document
 C- Minimize Button: located at the top right corner of Window; when clicked, Window is
reduced but can be opened from the taskbar
 D- Maximize/Restore Button: located at the top right corner of Window; when clicked, Window
is either enlarged to fit the entire screen or reduced to a smaller size.
 E- Close Button: located at the top right corner of Window; when clicked, Window is
closed/shut.
 F- Command/Menu Bar: the bar that contains the Word Menu tabs
 G- Ribbons: the groups of menus found under each Command Tab
 H- Document Window: the area in which user creates/formats/edit in their document
 I- Ruler: used in adjusting the margins of the document Window
 J- Status Bar: shows the details of the Word Document such as number of pages and words
 K- Views: shows the different kinds of views used to view the document e.g. print, read mode
etc.
 L- Zoom: used in zooming in/out of the Document
 M- Scroll bar: Lets you scroll the contents of the window to see information that is currently out
of view (vertical). When a document exceeds the size of its window, scroll bars appear to allow
you to see the information that is currently out of view.

Editing Text in a Document

i) Editing texts using keyboard keys

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 Shift + any Alphabet: Capitalize the Alphabet

 Enter: Moves to the next line
 Ctrl + Enter: Moves to the next page
 Caps: Changes Alphabets to Capital Letters
 Del: Deletes alphabet to the right of pointer
 Backspace: Deletes alphabet to the left of pointer
 Overtype: Replaces text as you type. Turn off or on by pressing Insert key
 Ctrl + Del: Deletes word to the right of pointer
 Ctrl + Backspace: Deletes word to the left of pointer
 Space Bar: Creates one blank space between words
 Tab: Creates many blank spaces (paragraph spacing)
 Undo: reverses the previous action taken, shortcut is Ctrl+Z
 Redo: repeats actions that have been undone, shortcut is Ctrl+Y

ii) Selecting text using the mouse

 Select a word: Double-click on the word or Shift + Directional Arrow
 Select a paragraph: Triple-click within the paragraph

 Select several paragraphs: Select from left margin using

iii) Move or copy text using the mouse

 To move select text, then click on the text and drag to the new location.
 To copy select text, then hold down the Ctrl key. Click on the text and drag to the new
location.

iv) Navigating a document using the keyboard

 Page Up: Move up the document to each page (toward first page)
 Page Down: Move down the document to each page (toward last page)
 Home: Move to start of a line
 End: Move to the end of a line
 Ctrl+Home: Move to the beginning of the document
 Ctrl+End: Move to the end of the document
 Select a Paragraph: Ctrl+Shift+Down Arrow (cursor positioned at start of paragraph), or
Ctrl+Shift+Up Arrow (cursor positioned at end of paragraph)
 Select whole document: Ctrl+A

1. File Tab: Working with Document

i) Creating new Document
 File Tab New, or Ctrl + N
 Choose type of document
 Select OK

ii) Document Information

 File Tab Info
 View Document information (size, pages, word count, date created etc)

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 Document can also be pass worded to provide security to document

iii) Open a New Document

 File Tab Open, or Ctrl+O
 Select the Location the file is saved in
 Click on the file once
 Open

iv) Saving a Document

 File Tab Save, or Ctrl + S
 Select Location to save to
 Enter Filename
 Select Save

Use Ctrl+S to save additional changes made to your document

v) Using Save As
Save As is used to save same document with another name, another location or as another version.
 File Tab Save As

vi) Printing a Document

 File Tab Print, or Ctrl+P
 Select Print Properties (Printer, No. of copies, Pages etc)
 Click Print

vii) Using Help

 Click ? or press F1 to launch Help

viii) Closing a Document

 File Tab Close OR
 Use the Close button on the top right of the screen

2. Home Tab: Formatting Text

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i) Move or copy text using Cut, Copy and Paste

 Highlight the portion of the text to be used
 Home tab Clipboard group
 To move, select Cut or Ctrl+X
 To copy, select Copy or Ctrl+C
 Position cursor where the text is to go
 Select Paste or Ctrl+V

ii) Using Format Painter

To apply the format of a particular text to another part of the document
 Highlight the text whose format you want to copy
 Home tab Clipboard group select Format Painter
 Highlight the portion of the text to which you want to apply the format
 The format will then be applied to the text
 Double Click on Format Painter to apply format in multiple places

iii) Character Formatting

Go to Home tab Font group to format characters using the following:

 A-Font type: Select the arrow down to choose font type to be used
 B-Font Size: Select the arrow down to choose font size to be used
 C-Font Size: Click to increase font size by 1pt or Ctrl+]
 D-Font Size: Click to decrease font size by 1pt or Ctrl+[
 E-Change Case: Select the arrow down to choose case e.g. (Capitalize, Sentence Case,
lowercase etc.)
 F-Clear Format: Select to clear any format already on the text
 G-Bold: Select to bold the text or Ctrl+B (example)
 H-Italics: Select to make the text Italics or Ctrl+I (example)
 I-Underline: Select to underline the text or Ctrl+U (example)
 J-Strikethrough: Select to use a line to strikethrough the text (example)
 K-Subscript: Select to create a subscript with the text (example2)
 L- Superscript: Select to create a superscript with the text (example2)
 M-Text Effect: Select the arrow down to choose type of flair to add to the text (shadow,
glow)
 N-Text Highlight Color: Select the arrow down to choose background color of the text
 O-Font Color: Select the arrow down to choose color of the text

iv) Paragraph Formatting

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Go to Home tab Paragraph group to format paragraph using the following:

 A-Bullets: Select the arrow down to choose bullet type to be used

 B-Numbering: Select the arrow down to choose number format to be used
 C-Multilevel List: Select the arrow down to choose level numbering format to be used
 D-Decrease Indent: Click to bring text closer to the margin
 E- Decrease Indent: Click to move text farther away from the margin
 F-Sort: Select to sort data in a table in ascending/descending order
 G-Bold: Select to bold the text or Ctrl+B (example)
 H-Left Alignment: Align text with the left margin or Ctrl+L
 I- Center Alignment: Align text to the middle of the page or Ctrl+E
 J- Right Alignment: Align text with the right margin or Ctrl+R
 K- Justify Alignment: Align text evenly with the left and right margins or Ctrl+J
 L- Line Spacing: Select arrow don to choose space between lines of text or paragraph
 M-Shading: Select arrow down to choose background color of text, table or paragraph
 N-Border: Select arrow down to add or remove border of text, table or paragraph

v) Applying Styles

Format enhancing tool that includes text that already have been formatted (font type, size,
effects, color etc)
 Highlight text you want to apply Style to
 Go to Home tab Styles group
 Click the dropdown arrow to view all the styles available in the Styles gallery.
 Choose Style to apply on the selected text

vi) Using Go to (find and go to a page/section/line etc)

 Home tab Editing group Find Go to or Ctrl+G

 Select Page on left

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 Enter page number Go To

vii) Using Find & Replace

 Home tab Editing group
 Use Find to search for a word; or Replace to replace one word with another
 Use shortcut keys Ctrl+F for Find
 Ctrl+H for Replace

3. Insert Tab: Inserting Document Objects

Insert Tab: Creating Tables

i) To create a table:

 Go to the Insert tab Table button.

 Select the number of cells to be included by dragging the mouse over the grid;
OR
 Select Insert Table.
 Choose number of Columns and Rows to be created:
 Click OK

Insert Tab: Managing Tables (with Tables Layout)

ii) Inserting Additional Rows or Columns

 Click in a cell next to where the new row or columns is to be added.
 Go to the Insert tab Table Tools Layout tab Rows & Columns group.
 Click the Insert Above/Below for Row.
 Click the Insert Left/Right for Column.

iii) Applying styles to table

 Click in a cell in the table.
 Go to the Insert tab Table Tools Design tab Table Styles group.
 Choose which style to apply to table.

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iv) Deleting Rows/Columns/Table

 Click in a cell within the row or column is to be deleted.
 Go to the Insert tab Table Tools Layout tab Rows & Columns group.
 Click the appropriate Delete option from the dropdown arrow next to Delete.

v) Using AutoFit Options

 Click in a cell within the table.
 Go to the Insert tab Table Tools Layout tab Cell Size group.
 Click the dropdown arrow next to the AutoFit button to select an AutoFit option.

vi) Changing Cell Text Alignment

To align text within a cell:
 Click in the cell containing the text, or select the column or row.
 Go to the Insert tab Table Tools Layout tab Alignment group.
 Select the alignment option to be used.

vii) Merge Cells

Merge is to make more than 2 cells into 1
 Highlight the cells you want to merge
 Go to the Insert tab Table Tools Layout tab Merge group.
 Click in the merge cells

viii) Split Cell

Split is to divide a cell into 1 or more rows and columns
 Click in the cell you want to split.
 Go to the Insert tab Table Tools Layout tab Merge group.
 Choose number of rows and columns to be split into.

Insert Tab: Controlling Page Layout

i) Accessing the Header or Footer

 Go to Insert tab click Header button or Footer button.
 Select a built-in option
OR
 Select Edit Header or Edit Footer.
 Type into the header or footer, then use the Tab key to move across to the next tab stop
position.

ii) Navigating and Inserting Page Numbering

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 On the Header & Footer Tools/Design tab:

 Use the Go to Footer or Go to Header button to navigate between the two areas
 Use the Page Number button to insert page numbering
 Click Close Header and Footer to exit.

iii) Inserting a Page Break

 Click the cursor where the page break is to be positioned.

 Go to the Insert Tab Page Break button. OR
 Go to the Page Layout Tab Page Break button.
 Shortcut keys: Ctrl+Enter to insert a page break.

iv) Insert Tab: Other Ribbons

To use any ribbon: click on the Insert Tab and select ribbon you want to insert.

 Cover page: Insert a cover page to your document

 Pictures: Insert pictures in your document

 Shapes: Choose different types of shapes to include in your document
 Chart: Insert a chart in your document, an Excel document is opened to enable users edit
the chart data (line, column, pie charts)
 SmartArt: Insert a SmartArt graphic to your document to visually communicate information
 Screenshot: Insert a snapshot of any Window opened to your document

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 Hyperlink: Create a link in your document for quick access to webpages and files. Or Ctrl+K.
Use Ctrl+Click on the Link to test it
 Comment: add a note about a part of your document

 Text Box: Helps to showcase important message in your document

 Word Art: Adds artistic Text with Text Box
 Equation: Insert mathematical equations to your document
 Symbol: Insert symbol not on the keyboard to your document

4. Design Tab: Adding Design to Document

i) Inserting a Watermark
It is a translucent image that appears behind the primary text in the document
 Go to the Design tab Page Background group Watermark button.
 Select a preset watermark option or select Custom Watermark to create your own.
 If creating your own watermark, select Custom Water Text watermark, enter your
text
 Click OK.

ii) Inserting Page Borders

 Go to the Design tab Page Background group Page Borders.
 Choose the type of border and border details to be included in the document
 Click OK.

i) Other Ribbons found on the Design Tab

To use any ribbon: go to the Design Tab and select ribbon you want to insert.
 Theme: Choose theme/style to add to the whole document
 Page Color: Choose color to add to document pages

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5. Page Layout Tab: Managing Document Layout

ii) Changing Document Margins

 Go to Page Layout tab Page Setup group.
 Click the Margins button.
 Select from preset margin options; or use Custom Margins to enter margin sizes.

iii) Other Ribbons found on the Page Layout Tab

To use any ribbon: click on the Page Layout Tab and select ribbon you want to insert.
 Orientation: Choose the page orientation to either Portrait or Landscape
 Size: Choose page size for your document
 Columns: Split your document into 2 or more columns
 Indent: Choose page indentation
 Spacing: Add spacing to words

6. References Tab: Managing Document References

i) Table of Contents
Word can generate a table of contents automatically, based on the application of Heading styles
in the document. In simplest terms, any headings with Heading 1, Heading 2 or Heading 3 styles
applied can be included in the Table of Contents when it is generated.

Applying Styles
Format enhancing tool that includes text that already have been formatted (font type,
size, effects, color etc)
 Highlight text you want to apply Style to
 Go to Home tab Styles group
 Click the dropdown arrow to view all the styles available in the Styles gallery.
 Choose Style to apply on the selected text
ii) Creating a Table of Contents
 Position the cursor where the table of contents is to appear.
 Go to References tab Table of Contents group Table of Contents.
 Select from one of the preset options in the list; OR
 Select Insert Table of Contents for further options, and
 Click OK.

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 The Table of Contents appears at the cursor position.

iii) Updating the Table of Contents

If headings or page numbering changes, the Table of Contents needs to be updated to reflect
these changes.
 Click within the Table of Contents.
 Go to References tab Table of Contents group Update Table OR
 Press the F9 key.
 A message appears asking to either Update page numbers only or Update entire table
 Choose appropriate option

iv) Deleting Table of Contents

 Go to References tab Table of Contents group Table of Contents.
 Select Remove Table of Content

v) Creating a Table of Figures

 Apply styles to table captions
 Position the cursor where the table of figures is to appear.
 Go to References tab Table of Contents group Insert Table of Figures.
 Select from one of the preset options in the list

vi) Creating Citations

 Position the cursor where the citation is to appear.
 Go to References tab Citations & Bibliography group Insert Citation
 If it is a new source choose New Source
 Complete source form (author, date, source info) of book/journal/website
 Click OK
 If the source already added, Select the source
 Click on Manage Sources to add/delete/edit sources created

vii) Insert References/Bibliography

 Position the cursor where the Reference table is to appear.
 Go to References tab Citations & Bibliography group Bibliography
 Choose built-in bibliography/reference to use

7. Review Tab: Proof Reading Document

i) Using the Spelling and Grammar Checker

 To launch the Spelling and Grammar checker, go to Review tab Spelling & Grammar
button

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 To ignore the suggestion, click Ignore Once or Ignore All.

 Use Add to Dictionary to add a correctly spelt word to Word’s dictionary (so the word won’t
come up as an error in future).
 To correct an error to a suggested option, click Change or Change All.
 To change spelling and grammar options, go to File Tab Proofing category.

ii) Using the Thesaurus (To look up/use an alternative word)

 To launch the Spelling and Grammar checker, go to Review tab Thesaurus button OR
 Right-click on the word.
 Go to Synonyms and select another word to replace the one currently used.

8. View Tab: Managing Document Views

i) Viewing Document
 View tab Views Group
 Choose the mode in which you want to view your document OR
 Use the control bar at the status bar

ii) Viewing the Ruler/Gridlines/Navigation Pane

 View tab tick Ruler checkbox in Show group to view ruler.
 View tab tick Gridlines checkbox in Show group to enable gridlines.
 View tab tick Navigation checkbox in Show group to view navigation pane.

iii) Zooming Document

 View tab Zoom Group
 Choose how small/big you want make your document OR
 Use the control bar at the status bar

9. Shortcuts on Microsoft Word

Command Keys Font grow/shrink 1 pt. Ctrl+ ] or [

Bold Ctrl+B Help F1
Close Alt+F4 Help—What’s This? Shift+F1
Copy Ctrl+C Hyperlink Ctrl+K
Cut Ctrl+X Italics Ctrl+I
Exit Word Alt+F4 Justify—Center Ctrl+E
Font Ctrl+D Justify—Full Ctrl+J

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Justify—Left Ctrl+L
Justify—Right Ctrl+R
Line-spacing 1 Ctrl+1
Line-spacing 1.5 Ctrl+5
Indent Paragraph Ctrl+M
Line-spacing 2 Ctrl+2
Create random paragraph =rand(1,10)
List Bullet Ctrl+Shift+L
New document Ctrl+N
Open a document Ctrl+O
Paste Ctrl+V
Print Ctrl+P
Print Preview Ctrl+Alt+I
Repeat/Redo Ctrl+Y
Underline Ctrl+U
Underline—double Ctrl+Shift+D
Save Ctrl+S
Select All Ctrl+A
Spelling and Grammar check F7
Table—to column bottom Alt+PgDn
Table—to column top Alt+PgUp
Table—to row beginning Alt+Home
Table—to row end Alt+End
Undo Ctrl+Z
Hanging Indent Ctrl+T
Close open MS Window Ctrl+W
To make it Capital Letter Shift+F3

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SPREADSHEET
A Spreadsheet is a Application Package that mostly operates with Rows and Columns of numbers on the
Screen and allows the users to enter Values, Labels and Formulas for automated calculations of some
expected results. As the name suggests, Spreadsheets were simply a means of spreading figures or
numeric data items over a sheet of paper and carrying out calculations on them.

Examples Of Spreadsheet Programs Include The Following:

 Ms Excel
 Lotus 1-2-3
 Multiplan
 Supercalc
 QuattroPro

Advantages of Spreadsheet
 Spreadsheet automates most of the manual computations using Formulas and Functions.
 Spreadsheet comes with a large worksheet editing area for the User’s work.
 There is inclusion of Facility for creating sophisticated and Professionally looking charts.
 There is inclusion of Database Management Facility for the user’s need.
 Communication is possible between Spreadsheet Programs and other Windows - based
Programs.
 With Spreadsheet, Financial documents and other confidential documents can be protected
from unauthorized access.
 Spreadsheet is a Flexible and a User Friendly Application Package.

Disadvantages of Spreadsheet
 Protected documents (Pass worded documents) cannot be retrieved if the name of the
Password is forgotten.
 Corrupted Spreadsheet files can cause draw back to Managers since it can lead to lose of vital
information.
 Despite its popularity, flexibility and ease of use many Users can still not afford to acquire this
software Package.
 Hidden Source code makes it quite impossible for the user to modify the Program to include
additional Facilities or Features he/she may need to work with.

Tasks Suitable for Spreadsheet Automation

The following tasks are particularly suitable for Spread Automation:
 Payroll Calculations
 Invoicing
 Budget Preparations/Calculations & Analysis
 Sales Analysis & Forecasting
 Inventory Control
 Investments Plans
 Examinations Results Processing
 Balance Sheet Preparation
 Journals and Ledgers Transactions

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Launching Microsoft Excel Application

Follow these steps to start Microsoft Excel:

Most packages run on the windows operating system. To start a software follow the steps below:
1. Click on the Start Button/Menu
2. Select All Programs
3. Go to Microsoft Office/Microsoft Excel OR
4. Find and Select “Microsoft Excel”.
5. The program loads or we say the Program been launched.

Parts/Components of a Microsoft Excel Interface

 Quick Access Toolbar is a customizable toolbar that contains commands that you may want to
use.
 Title bar: Displays the name of the PowerPoint document
 Windows Button: located at the top right corner of Window; it includes the Minimize, Maximize
and Close buttons
 Command/Menu Bar: the bar that contains the Excel Menu tabs
 Ribbons: the groups of menus/options found under each Command Tab
 Rows: they are vertical and referenced by numbers (1 - 1,048,576)
 Columns: they are horizontal and referenced by alphabets (A - XFD)

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 Cell: intersection between a row and a column. It is referenced by the name of the column and
row (A1: is in Column A and Row 1). Active Cell is the particular cell being worked on.
 Active Cell: is the cell you select in an Excel worksheet, it becomes enhanced with a thicker
border. Its name is referenced is the cell column letter followed by the cell row number eg. A1.
 Formula Bar: it contains tools for creating and editing formulas or cell data
 Name Box: displays the name of the active cell or range of cells
 Worksheet: a single workspace within a workbook; contains rows, columns and cells. A
worksheet consists of 65,536 rows and 256 columns. Users switch between worksheet tabs to
create different documents in the same Excel File eg the pages in a book.
 Workbook: contains a set of worksheets; it is also referred to as an Excel File eg the wholebook.
 Views: shows the different kinds of views used to view the document e.g. normal, page layout,
page break etc.
 Zoom: used in zooming in/out of the PowerPoint Document

1. Working with a Workbook

i) The File Tab

Click on the File tab to perform the following processes:

 Workbook Info: View the information of a presentation Document

 Create new Workbook: Open a New Excel Document or Ctrl+N
 Open Workbook: Open an already existing Presentation Document or Ctrl+O
 Save Workbook: Save a New Excel Document or Ctrl+S
 Save As: Save a Excel Document with another name/location/version or Ctrl+Shift+S
 Preview and Print Workbook: Print a Excel Document or Ctrl+P
 Close Workbook: Exit the Excel Document or Ctrl+W
 To Get Help: Press F1 to open Help Window

ii) Editing Workbook

 Undo: Undo your last action or Press Ctrl+Z
 Redo: Redo your last action or Press Ctrl+Y
 Cell Addresses: Cells are referenced by their column letter and row number eg. A1, B4 etc. the
cell address can be found on the Name Box
 Select a Cell: Click a cell or use the keyboard arrow keys to select a cell
 Select a Cell Range: Click and drag to select a rage of cells OR press and hold down the Shift key
while using the arrow keys or mouse pointer
 Select entire Worksheet: Click the Select All button where column and row headings meet OR
press Ctrl+A
 To Zoom: Click and drag the zoom slider to the left or right. Or, click the Zoom Out and Zoom In
buttons on the slider.
 To Change Views: Click a View button in the status bar. Or, Click the View tab and select a
view.
 Change Program Setting: Click on File Tab and select Options

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2. Understanding the Workbook and Worksheets

WORKSHEETS are simply collections of CELLS. A cell is the intersection of a ROW and a COLUMN.
Columns labels are letters and row labels are numbers. Only one cell can be active at a time, and that
cell is called the ACTIVE CELL.
A WORKBOOK is a collection of worksheets. When you save an Excel file, you are actually saving a
workbook. A workbook includes 3 worksheets by default when you open a new file. You can change the
names of these worksheets and add more worksheets to the workbook. You can also change the order
of the worksheets.
i) Rename a Worksheet
 Right click on the sheet tab and select Rename from the context menu.
 Enter the new name over the highlighted text.

ii) Add a new Worksheet

 Click the New Worksheet button (+).
 Excel opens the new worksheet to the first cell, so that you can begin entering data right away.
You can rename the worksheet if needed.

iii) Move a Worksheet

 Click on the worksheet tab that you want to move and drag it to the new location in the
workbook.

3. Entering and Editing Data

i) Entering Data
 Click the cell you want, and type the desired entry. You can enter either numbers (VALUES) or
text (LABELS) in Excel.
 Once you have finished typing, you can press Tab or Enter to complete the entry.

ii) Editing labels and Values

To make changes to labels and values using the a Formula Bar

 Select the cell to be edited, and click in the formula bar to edit.
OR
To edit directly inside a cell:
 Double-click directly on the cell and use the arrow keys or click to move the cursor
 Press the F2 key – the cursor appears at the right end of the cell contents

iii) AutoFill and AutoComplete

When working with spreadsheets, it is often the case that you must repeat data in a large number of
cells. Excel helps you do this efficiently by automating some basic and repetitive tasks for you.

Using AutoFill

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 The Fill handle is a useful tool in Excel. Positioning your cursor over the bottom-right corner of
the active cell brings the Fill handle up on your screen.

Using AutoComplete
AutoComplete will help you enter data by completing what you type, based on similar data in
adjacent cells in the same column. If you enter the name John in a cell, and then type the letter J in
the cell immediately below it, AutoComplete will fill in the letters 'ohn' completing the word John.
You simply need to press Enter to accept the substitution. If you have two words with the same first
letter in a column of adjacent cells, John and Jack for example, and you type a J, AutoComplete will
wait until you type a second letter to discern the most likely match to complete the entry.

iv) Deleting and Replacing Data

To clear cell content:

 Select a single cell or range of cells and press the Delete key; OR
 Right-click on the cell and select the Clear Contents option

To replace the contents of a cell:

 Select the cell and begin typing OR
 Use Find and Replace to make the same replacement multiple times.
 Go to Home Tab Editing group Find and Select button - Replace or Ctrl + H

v) Dragging and Dropping (Moving) Cells

To move data from one cell to another using your mouse:

 Select a cell by clicking on it, making it the active cell.
 When you see the thick black border around the cell, move your mouse pointer over one edge

of the border. You will see your pointer turn into a four-headed arrow.
 Hold your left mouse button down and drag the cell contents to a new location.
 If you select a group of cells, the selection will be surrounded by a thick black border. You can
mouse drag a selection by grabbing this border, just as you dragged a single cell.

vi) How to Cut, Copy, and Paste Cells

By right-mouse click:
 Select the data, then right-click for cut and copy options
 Select the destination cell for the data, then right-click for the paste option

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OR
Using the Clipboard group
The clipboard button group is at Home Tab Clipboard group.
This group of buttons relates to the tasks of cutting, copying, and pasting items from one location to
another. The clipboard is the place where copied items are stored until they are needed.
Button Uses

The Paste button will paste the most recently cut or copied item from the
clipboard to the location starting at the active cell. Items on the clipboard
can be text, numbers, cell selections, and more. The clipboard can store up
to 24 copied items. (Shortcut key: Ctrl + V)
The bottom paste button (with the small down pointing arrow) will display a
menu of paste options when clicked.

This button will remove the selected item from its original location and place
it on the clipboard for future use. (Shortcut key: Ctrl + X)
This button will copy a selection or other item from the spreadsheet to the
clipboard. Unlike cut, copy will not remove the selection or item from its
original location in the spreadsheet. (Shortcut key: Ctrl + C)
Copies a specific format from one area, which can then be applied to
another area. When you click on it, you will see a small paint brush next to
your mouse pointer. When you select another different group of cells, the
copied format will be applied (painted) to them.

vii) Widen a Column

 Click on the column you want to widen. Notice the cursor changes to a cross with four-headed

arrows.
 Drag the border to the new width
OR
 Go to the border of the column you want widen until the cursor changes to a cross with four-
headed arrows and Double Click to make the column as wide to the largest data in that column
(Auto-Fit to Content).

viii) Adding Rows and Columns

New columns are inserted to the left of your currently selected column, and new rows are inserted
above your currently selected row.
Use the following procedure to add a new row.
 Highlight the row below where you want to insert a row.
 Click to the left of the row number to highlight the whole row.
 Go to Home Tab Cell group Insert Select Insert Sheet Rows

Use the following procedure to add a new column.

 Highlight the column on the right of where you want to insert a column.

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 Click on the top of the column alphabet to highlight the whole column.
 Go to Home Tab Cell group Insert Select Insert Sheet Columns

ix) Deleting Columns/Rows/Cells/Sheet

You can delete a row, column, cell or worksheet using the following procedures
 Go to Home Tab Cell group Delete Select Delete Rows/Column/Sheet/Cell
OR
 To delete a column, right-click on the letter at the top of the column and choose 'Delete' from
the drop-down menu.
 To delete a row, right-click on the number at the left of the row, and choose 'Delete' from the
drop-down menu.
 To delete a cell, select or highlight the group of cells, right-click and choose 'Delete' from the
drop-down menu to delete a cell or group of cells.

4. Formatting Data
Common formatting features can be found in the Font, Alignment, Number, Styles, Cells, and Editing
groups on the by going to the Home Tab on the Menu Bar.

i) Font

Go to Home Tab Font group

These buttons allow you to change a font’s type, size, color, and style. The following table provides a
brief description of the functions of these buttons

IMAGE NAME USE

Font Face This button allows you to change the type of font. Clicking
the small down pointing arrow will allow you to select
from a large list of available fonts. The scroll bar at the side
of the font list will allow you to view all of the fonts
available.
Font Size Use this button and its associated list of sizes to change
the font size. You can also enter a size directly by clicking
on the area that displays the current size and then
entering a new number.
Increase and These buttons will increase and decrease the font size of a
Decrease Font selected cell or cells by increments of one from size 8 to 12
Size and thereafter in increments of 2.

Bold, Italic, and These buttons will apply bold, italicized, or underlined
Underline effects to a cell or selection of cells.

Borders Clicking the small arrow on this button will display a list of
borders that you can apply to a cell or selection of cells.

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Fill Color and The fill color button (paint bucket) will fill the background
Font Color of a cell or selection of cells with the specified color. The
arrow next to the button displays a palette of color
options.
The font color button (letter A) will color the text in a cell
or selection of cells with the color that is specified. The
arrow will display a palette of color options.
Font Group Clicking the small arrow at the right of this button will
display the font tab of the Format Cells dialogue box,
which provides numerous options related to cell
formatting.

ii) Alignment

Go to Home Tab Alignment group

The buttons in the alignment group control how data (text or numbers) appears in spreadsheet cells.
The following table provides brief descriptions of the alignment buttons.

IMAGE NAME USE

Horizontal The Align Left button will align the data in a cell or a
Alignment selection of cells to the left edge of the cells. The Align
Center button will align cell data in the center of the cells.
The Align Right button will align cell data to the right edge
of the cells.
Decrease and These buttons will increase or decrease the amount of
Increase Indent indent for the data in a cell or group of cells by moving it
closer or farther from the borders. The button with the left
pointing arrow decreases the indent, while the button with
the right pointing arrow increases the indent.
Vertical These buttons align your data relative to the top, middle,
Alignment and bottom of the cells.

Text This button will rotate the text in a cell to various

Orientation positions. Clockwise, Anti-Clockwise etc.

Wrap Text If there is too much data for the length of a cell, the wrap
text button will display the data on multiple lines so that it
is visible.

Insert a Line Click on the cell with wrapped contents. The contents
Break to appear in the Formula Bar.
Wrapped Text
Place your cursor on the Formula Bar where you would like
to force a line break.

Press Alt+ ENTER.

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Merge and This button will merge multiple selected (empty) cells into
Center one larger cell. Data in the new large cell will be centered.

Alignment Clicking the small arrow on this button will display the
Group alignment tab of the Format Cells dialogue box.

iii) Number

Go to Home Tab Number group

The number button group controls how numerical values are displayed in cells. In Excel, numbers
can have different formats including general (no specific format), number, currency, accounting,
short date, long date, time, percentage, fraction, scientific and text.

IMAGE NAME USE

Number Format Use this list to choose what format will be
applied to a cell or selection of cells.

Currency, Percent, Use these buttons to select a type of currency,

and Comma a percent, or a comma separated number
format for a cell or group of cells.
Increase/Decrease These buttons will increase or decrease the
Decimal Places amount of decimal places shown for a cell or
selection of cells.

Number Group Clicking the small arrow at the right of this

button will display the Number tab of the
Format Cells dialogue box.

iv) Removing Formatting

Formatting is not removed when you delete the contents of a cell. When you delete the content of a
cell and re-type it, and you’ll see that the new contents are formatted. You must clear the
formatting if you no longer need it. Use the following procedure to clear formatting.
 Click on the cell or highlight the cell range that you want to clear.
 Go to Home Tab Editing group Clear tool Choose Clear detail.

v) Using Cell Styles

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Styles are a group of formatting features that you can apply all at once. Styles provide more
consistency to your workbooks and may be easier to apply to individual formatting features that you
are going to use repeatedly. Use the following procedure to apply a cell style.
 Highlight the cell or cell range where you want to apply your style.
 Go to Home Tab Styles group Cell Styles
 Select the style that you want to apply. You can see a preview before you select a style.

Use the following procedure to create a new cell style.

 Highlight the cell or cell range where you want to apply your style.
 Go to Home Tab Styles group Cell Styles
 Select New Cell Style to open the Style dialog box and choose Style details.

vi) Sorting Data

This allows data to be sorted using a certain field whether in ascending or descending order. Use the
following procedure to sort selected data.
 Highlight the range of cells to be sorted.
 Go to Data Tab Sort & Filter group Sort
 Click the Sort Ascending (A-Z) or Sort Descending (Z-A) button
OR
 Highlight the range of cells to be sorted.
 Go to Data Tab Sort & Filter group Sort
 Choose which column you want to sort by (Click on Add Level to sort by multiple columns)
 Click OK

vii) Filtering Data

This allows you to display only data that meets certain criteria. Use the following procedure to filter
selected data.
 Click on the column(s) that contain that data you want to filter.
 Go to Data Tab Sort & Filter group Filter
 Click the Arrow Down at the bottom of the first cell you want to use for the filter
 Click on Text Filter
 Click on the Words you want to filter
 To clear Filter, click the Filter button

viii) Data Validation

This allows you to define valid data entry for a cell. Use the following procedure to validate data.
 Click a cell that contains data to be validated.
 Go to Data Tab Data Tools group Data Validation
 Click the Allow List box and choose the type of Date to allow (eg Any Value, Whole Number,
Decimal etc). Choose the Minimum and Maximum values to be entered.
 Click in the Input Message text box and type a message you want to display when someone
selects that particular cell.

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 Click in the Error Message text box and type the message to appear if the user inserts an invalid
data into the cell.
 Click OK
 To delete data Validation Go to Data Tab Data Tools group Data Validation
Clear All

5. Using Formulas in Excel

Formulas are used to perform calculations in a spreadsheet, including addition, subtraction,
multiplication and division. The main advantage of using formulas is that the result of a formula will
automatically recalculate itself in response to values in the spreadsheet being changed.

i) Arithmetic Operators

SIGN DEFINITION
() Brackets

+ Addition – Adds values

- Subtraction – Subtracts values

^ Caret/Exponentiation – Finds the exponential value

* Asterisk – Multiplies values

/ Forward Slash – Divides values

% Percent sign – Finds the percentage of a value

& Text concatenation - allows you to combine text from different cells into a single piece of
text

ii) Operators Precedence

Excel will follow a set rule for the order in which it performs calculations. BEDMAS or BODMAS are
acronyms you can use to help you remember the order in which Excel will perform calculations.

SIGN DEFINITION PRECEDENCE

() Brackets 1

^ Caret/Exponentiation – Finds the exponential value 2

* Asterisk – Multiplies values

3
/ Forward Slash – Divides values

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+ Addition – Adds values

4
- Subtraction – Subtracts values

& Text concatenation - allows you to combine text from 5

different cells into a single piece of text

iii) Comparison Operators

SIGN DEFINITION
= Equals sign – Equates values

> Greater than sign – Indicates that one value is greater than the other

< Less than sign – Indicates that one value is less than the other

>= Greater than or equal to – Indicates that one value is greater than or equal to the other

<= Less than or equal to – Indicates that one value is less than or equal to the other

<> Not Equal – Indicates that values are not equal

iv) Reference Operators

: Colon – A Range operator that produces a reference to all of the cells between the references
on either side of the colon

, Comma – A Union operator that combines multiple range references

Space – An intersection operator that returns a reference to the cells

v) Building A Formula

All formulas begin with the = symbol. To enter a formula, click the cell where you want the formula
and begin typing. When you click on another cell, the contents of that cell will be included in the
formula. Press Enter when you have finished entering the formula.
Use the following procedure to enter a formula to calculate the Total Score
 Click on the Total column for the first product (cell C2).
 Enter the = sign to begin the formula.
 Click on cell A2 to use it as the first value in the formula.

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 Enter the + sign.

 Click on cell B2 to use it as the second value in the formula.
 Press ENTER to complete the formula. Excel moves to the next row and performs the
calculations in the formula.
The following illustrations show the answer to the calculation in the cell, and since the cell is active,
you can see the formula in the Formula bar.

vi) Editing a Formula

If you have made an error in a formula, you can easily correct it. Both the operators and the cell
references can be edited.
 Click on the cell with the formula you want to correct to make it active.
 Click on the Formula Bar. Excel highlights the cell references in the current formula.
 Highlight the operator or cell references and either type over with the correct reference or
operator, or click the correct cell to replace a cell reference.
 Press ENTER to complete the formula. Excel calculates the formula and moves to the next row.

vii) Copying a Formula

If you want to repeat the same formula without having to re-enter it multiple times, you can easily
copy the formula thereby changing only the cells you are referencing. You can copy a formula and
paste in multiple cells at once by highlighting all of them before pasting.
 Right click on the cell with the formula you want to copy and Select Copy or CTRL + C.
 Excel highlights the cell whose contents you are copying. This will remain highlighted until you
finish pasting, in case you want to paste the cell contents more than once.
 Right click on the cell where you want to paste the formula. To paste a formula, select Paste or
Paste formula or CTRL + V.
 You can repeat the paste as many times as desired. Or you can highlight multiple cells at once
before pasting to repeat the paste for all highlighted cells.
 Press ENTER to stop pasting.

viii) Relative, Absolute and Mixed Reference

 Cell reference is the name of a cell (column letter and row number).
 RELATIVE REFERENCING means that when you copy the formula from on cell to another; Excel
does not create an exact copy of the formula, it will change call addresses relative to the row
and column they are moved to. Eg. If a simple addition formula in cell C1 “=(A1 + B1)” is copied
to cell C2, formula would change to “=(A2 + B2)” to reflect the new row.

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 ABSOLUTE REFERENCING references the exact same cell address no matter where the formula is
copied. To create an absolute reference in Excel, put dollar signs before the column address and
before the row address. For example, $A$2.
 MIXED REFERENCING can also be used where only the row or column is fixed. Eg. In a formula
“=(A$1 + $B2)” the row of cell A1 is fixed and the column of cell B2 is fixed.

ix) Functions
A function is a built in formula in Excel; it has a name and arguments (the mathematical function) in
parentheses. To calculate a function:
 Click on the cell where you want the function applied
 Go to Formula Tab Insert Function
 Choose the function and Click OK

Some of the common functions include

FUNCTIO DEFINITION
N

SUM Adds all the cells in the argument Eg. “=SUM (A1, B1, B2)” or “=SUM (A1 : G1)”

AVERAGE Calculates the average of the cells in the argument

MIN Finds the minimum value of cells in the argument

MAX Finds the maximum value of cells in the argument

COUNT Finds the number of cells that contain a numerical value within a range of the
argument

 If you have 2 or more random cells to be calculated, you use the comma (,) sign.
Eg. “=SUM (A2, B2, B3)

 If you have 2 or more cells in a sequence to be calculated, you use the colon (:) sign.
Eg. “=SUM (A2 : D2)”

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 Function Library
The function library is a large group of functions on the Formula Tab; they include
FUNCTION DEFINITION

AutoSum Easily calculates the sum of a range

Recently All recently used functions

Used

Financial Accrued Interest, Cash Flow Return Rate, Financial Functions

Logical And, If, True, False etc

Text Text based functions

Date & Time Functions calculated on Date and Time

Math & Trig Mathematical Functions

x) Linking Worksheets
You may want to use the value from a cell in another worksheet within the same workbook in a
formula.
 For example, the value of cell A1 in the current worksheet (Sheet1) and cell A2 in the second
worksheet (Sheet2) can be added using the format “=sheetname ! celladdress”
 The formula for the example would be “=A1 + Sheet2!A2” where the value of cell A1 in the
current worksheet is added to the value of cell A2 in the worksheet named “Sheet2”.

6. Working with Charts

Charts provide a visual way of relating information. This module will explain how to insert a chart. You’ll
learn about the chart tools tab and gain an overview of the parts of a chart. You’ll learn how to change
the chart style, as well as how to resize and move a chart.

i) Inserting a Chart

Use the following procedure to insert a chart.

 Select the cells, including the labels to include in the chart.
 Go to Insert Tab Charts group
 Select the type of chart you would like to use.
 Excel displays the chart.

ii) Add/Edit/Remove a Chart Element

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Chart Elements are the part of the chart: To edit chart elements:

 Click on the + symbol to the right of the chart

 Select Chart Element to edit eg, Chart Title, Legend, Axes, Axis Title etc.

iii) Changing the Chart Style

The Chart Style gallery includes a number of predefined formats to enhance the look of your chart.
You can easily select a new style that changes the color and style of the chart elements.
Use the following procedure to select a new chart style.
 Select the chart you want to format.
 Select the Chart Tools Design tab.
 Select the arrow in the Chart Styles area.
 Select the desired chart style.

iv) Resizing and Moving the Chart

Picture handles appear around the chart when you select it. These handles help when resizing the
chart manually. Make sure these handles are present when you need to move a chart.
Use the following procedure to resize a chart.
 Click on the chart to select it. Notice the border around the chart. Each corner has three small
dots.
 Select one of the corners and drag the picture. Notice the cursor changes to a diagonal line with
arrows at both ends. You can make it smaller or bigger, depending on which direction you drag.
 Release the mouse when the chart is the desired size. Notice that Excel may rearrange the
graphic elements for the best look and fit.

Use the following procedure to move the chart to a new worksheet in the workbook.
 Select the chart.
 Select the Chart Tools Design tab.
 Select the Move Chart tool.
 Excel displays the Move Chart dialog box.
 Select New Sheet.
 Give the new worksheet a new name, if desired.
 Select OK.

v) Resizing and Moving the Chart

To remove a chart from your worksheet:

 Click in the chart area
 Press the Backspace or Delete key on your keyboard.

7. View and Review Tabs

i) View Tab

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You can change the views of the your Excel Document

 Go to View Tab Workbook Views group

 You choose the view; Normal, Page Break view, Page Layout View etc
 You can zoom your document and choose your rulers and gridlines

ii) Checking Your Spelling

To check your spelling, display the Review tab, and click the Spelling button (in the Proofing group).
 Go to Review Tab Proofing group Spelling
 Excel opens the Spelling dialog box and begins indicating any spelling errors.
 Highlight the correct spelling and select Change. If the correct spelling is not listed, you can
correct the spelling by editing the text in the Not in Dictionary field.

8. Printing Excel Data

The module goes into more detail on setting up your pages, Print Preview and printing your
worksheets.

i) Changing the Theme

A theme is a collection of formats that can be applied to a worksheet. It includes settings for colors,
fonts, and effects (such as shadows and colors for graphics). If you change the theme for a
worksheet after you have formatted cells, the theme may not override all of your customizations.
Use the following procedure to apply a theme.
 Go to Page Layout Tab Themes group Themes tool
 Select a theme from the Theme gallery and Click Ok

ii) Setting Up the Page

The Page Layout tab of the Ribbon includes several tools to help you set up your page. You can
control the margins, orientation, and size of your page. You can also control the print area, if you
don’t want to print all of the contents of your worksheet. Finally, there is another opportunity to
control page breaks. You can also include a background and printing titles.
Use the following procedure to change the margins.
 Go to Page Layout Tab Page Setup group Margins
 You can choose one of the sample margins OR
 Click on Custom Margin to displays the Page Setup dialog box.
 Use the up and/or down arrows to control each of the margins (in inches).
 Click OK

iii) Adding Header and Footer

You can choose headers and footers that will be visible on the top (header) and bottom (footer)
of each printed page. Use the following procedure to include the Header and Footer.
 Go to Page Layout Tab Page Setup group Print Tiles Header/Footer

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 Insert data for your header and footer

 Click OK

iv) Working with Print Preview and Printing Data

Print Preview allows you to view how your spreadsheet will look when it prints, before printing it
off. To open Excel’s Print Preview screen;
 Click the 'Print Preview' button on your Quick Access Toolbar OR
 Go to File Tab Print
 You can print a worksheet, an entire workbook, or any part of a worksheet. You can either print
the active sheet (Quick Print) or control exactly what you print using the Print dialog. The
pages/number of pages to be printed, the orientation of the document, collated style and
scaling factor.
 Click Print

9. Shortcuts on Microsoft Excel

General Commands Keys Undo Ctrl+Z

Open Workbook Ctrl+O Repeat/Redo Ctrl+Y

Create New Ctrl+N Find Ctrl+F

Save Ctrl+S Replace Ctrl+H

Preview and Print Ctrl+P Select All Ctrl+A

Close Workbook Ctrl+W Edit Active Cell F2

Run Spelling Check F7 Clear cell contents Delete

Calculate worksheets F9

Help F1

Create an absolute, normal or F4 Navigation Commands Keys

mixed reference
Move Between Cells Directional
Arrows

Editing Commands Keys Right One Cell Tab

Cut Ctrl+X Left One Cell Shift+Tab

Copy Ctrl+C Down One Cell Enter

Paste Ctrl+V Up One Cell Shift+Enter

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Down One Screen Page Down Underline Ctrl+U

Up One Screen Page Up Open Formatting Cells Ctrl+Shift+F

Dialog Box
To Cell A1 Ctrl+Home
Select All Ctrl+A
To Last Cell Ctrl+End
Select Entire Row Shift+Space
Go To Dialog Box F5
Select Entire Column Ctrl+Space

Hide Selected Row Ctrl+9

Formatting Commands Keys
Hide Selected Column Ctrl+0
Bold Ctrl+B

Italics Ctrl+I

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PRESENTATION
What is a Presentation Package?
A presentation program is a software package used to display information in the form of a slide show. It
has three major functions: an editor that allows text to be inserted and formatted, a method for
inserting and manipulating graphic images, and a slide-show system to display the content.
Microsoft PowerPoint is a word presentation software that is part of Microsoft Office that helps to
create powerful presentations.

Examples of presentation packages

 Microsoft PowerPoint
 Apple Keynote
 OpenOffice Impress
 Corel Presentations
 Adobe Persuasion

What is a Slide
A slide is a single page of a presentation created with software such as PowerPoint or OpenOffice
Impress. A presentation is composed of several slides. The best presentations use approximately ten to
twelve slides to get the message across
Before we will go into details of using presentation software, we need to learn some presentation tips.
You find out that a times students have good points to present but lack the basic presentation tips to
achieve it.

Presentation Tips for Developers of Presentation Slides: Readability

 Keep texts short
 Identify the critical information for your presentation
 Use no more than 6 bullets per page
 Bullets should be short ideas(talking points) not complete sentences
 Use arrow keys to move back and forth during presentation
 Press Escape (Esc) key to end slide show
 Use less than 10 lines of texts on a slide,because people hate reading long texts and listening at
the same time.
 Use maximum 3 levels of headings per slide.
 » Like this heading at level 2 for instance
 And like this and the next heading at level 3
 This is just another example of level 3
 Create your slides so that they are well readable even when printed or copied

When Using Bullet Points

 Use bullets or numbers to start each item in a text list.
 Use a contrasting colour for the bullets if possible.
 Do NOT use bullets as well as numbers on the same line,like in
o 1 blablabla
o 2 more blablabla
o 3 even more blablabla
 Do NOT start a title with a bullet

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 Use fonts that are present on most computers, so that the slides can also be shown with the
right, appropriate, correct fonts, using the fonts on almost any computer.
 Use large characters, so that the people in the back of the room can also read your message
 Bold text is better readable in slides than normal
text.
 (This is certainly so in the case of light
characters or lineson a dark background.)
 Avoid a lot of italic text,because it is
less well readable.
 Use maximum 2 fonts per slide.

MICROSOFT POWER POINT

Parts/Components of PowerPoint
Status Bar: located at the bottom left corner of the Window used to display the details of the current
PowerPoint document e.g. number of slides.
A quick Access Toolbar is a customizable toolbar that contains commands that you may want to use.
Title bar: Displays the name of the PowerPoint document you are working on
Command/Menu Bar: the bar that contains the Menu tabs
Minimize Button: located at the top right corner of Window; when clicked, Window is hidden taken to
the taskbar where it can be restored back
Maximize/Restore Button: located at the top right corner of Window; when clicked, Window is either
enlarged to fit the entire screen or reduced to a smaller size.
Close Button: located at the top right corner of Window; when clicked, Window is closed/shut.
Ribbons: the menus found under each Command Tab
Slide Preview Pane: it enables you to display the miniature image of the slides, you click on the image to
view the slide.
Slide Stage: it is the workspace used to create the slides
View Button: used to switch between views (normal, slide sorter and slide show views)

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Notes and Comments: used to enter notes or details explanation to slides

Zoom Slider: used to decrease/increase the slide size

GETTING STARTED.
New presentations
When you open PowerPoint from the Start menu or from an icon on your desktop, a new presentation
with one slide appears by default. You can also create a new presentation while PowerPoint is already
open.
 Click the Microsoft Office button, and choose New from the menu.
 The New Presentation dialog box will appear. Blank presentation is selected by default.
 Click Create, and a new presentation will open in the PowerPoint window.

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